Item E2 E2
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE �� i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
March 20, 2024
Agenda Item Number: E2
2023-2237
BULK ITEM: Yes DEPARTMENT: Sheriffs Office
TIME APPROXIMATE: STAFF CONTACT: Julia E. Todd
N/A
AGENDA ITEM WORDING: Approval of Department of Management Services, Additional Terms
and Conditions Agreement, for Grant Number s25-24-01-15.
ITEM BACKGROUND:
Approval is requested on DMS "Additional Terms and Conditions for State Grant s25-24-01-15"
Agreement required to complete the Grant process.This 911 Grant application to purchase a new 911
Equature voice recording system for all PSAP's in Monroe County was approved by the BOCC on
10/18/2023. It was approved by the State of Florida, 911 Emergency Communications Board on
1/24/2024. This DMS Additional Terms and Conditions Agreement is required to complete the Grant
Process.
PREVIOUS RELEVANT BOCC ACTION:
Approval is requested on DMS "Additional Terms and Conditions for State Grant s25-24-01-15"
Agreement, required to complete the Grant process. This 911 Grant application to purchase a new 911
Equature voice recording system for all PSAP's in Monroe County was approved by the BOCC on
10/18/2023.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
No.
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Grant#s25-24-01-15 Addl Terms & Conditions.pdf
1408
FINANCIAL IMPACT:
None.
1409
Additional Terms and Conditions for State Grant
S25-24-01-IS
This Grant Agreement is entered into by and between the Florida Department of Management Services (the
"Department"or"DIVIS")and [Monroe] ("Grantee"),collectively referred to as the"Parties." The terms of this
Agreement encompass and supplement the terms and conditions contained in W For 3A,911 Grant Programs
(the "Application"), incorporated by reference in Rule 60FFI-S.003, Florida Administrative Code (F.A.C.), and
the Grantee's award letter.
I. AUTHORITY
The Department has been appropriated funds from the Emergency Communications Trust Fund to provide
grants to counties for the purpose of upgrading 911 systems, The Department has the authority, pursuant
to section 282.702, Florida Statutes (F.S.), to enter into this Agreement and to disburse the appropriated
funds to the Grantee under the terms and conditions set forth herein.
2. GENERAL TERMS AND CONDITIONS
2.1.The Application,the Grantee's award letter,and these Additional Term and Conditions for State Grant,
including its attachments and exhibits (collectively referred to as the "Agreement"), contain all oft e
terms and conditions agreed upon byte Parties. If there are any conflicting provisions between the
documents that make up the Agreement,the following order of precedence applies:
2.1.1. These Additional Term and Conditions for State Grant;
2.1.2. Attachment 1,Audit Requirements for Awards of Assistance(including Exhibit 1);
2.1.3. the Grantee's and letter;and
2.1.4. the Grantee's submitted Application,
2.2. In accordance with sections 365.172 and 365.173, F.S., the Grantee shall perform the tasks specified
herein in accordance with the terms and conditions of this Agreement.
2.3. The term of this Agreement begins on January 29, 2024,and ends on April 30, 2026.
2.4. The Parties shall be governed by all applicable state and federal laws, rules, executive orders, and
regulations, including,but not limited to,those identified in the "Applicable Statutes and Regulations"
table, below. Any express reference in this Agreement to a statute, rule,or regulation in no way implies
that no other statute, rule,or regulation applies. Failure to comply may affect the current grant award
and future grant awards.
2,4.1. The Grantee shall comply with the State of Florida Reference Guide for State Expenditures,which
can be obtained at the Florida Department of Financial Services, Division of Accounting and
Auditing,website.
2.5. The method of payment for this agreement is cost-reimbursement or rural payment pursuantto section
215.971(l)(h), F.S.This Agreement shall not exceed the amount specified on the Grantee's award letter,
and payment shall only be issued byte Department after acceptance oft Grantee's performance as
set forth by the terms and conditions oft is Agreement. No renewals of this Agreement are available.
2.5.1. Advance payments may be permitted under this agreement in accordance with Florida law and
the Reference Guide for State Expenditures. Grantee shall provide DMS with all necessary
information in furtherance of facilitating an advanced payment is conforms with the
Agreement terms and all applicable legal requirements.
2.5.2. Any reduction of grant expenditures approved by the Emergency Communications Board does
not require a grant amendment to this Agreement.
Page 1 of 9
1410
2.6. The Grantee agrees to use the funds awarded under this Agreement only for costs directly incurred for
the grant project activities specified in the Application. Costs must be reasonable, necessary,allocable,
and allowable for the approved project and only incurred during the term of this Agreement.
2.6.1. The Grantee shall refund to the Department any balance of unobligated funds that was advanced
or paid to the Grantee.
2.6.2. The Grantee shall refund to the Department any monies used for ineligible purposes under the
laws, rules,and regulations governing the use of these funds.
2.7. The Grantee shall submit the final request for reimbursement or payment and supporting
documentation for incurred obligations to the Department no later than 120 days after expiration of
this Agreement.
3. OBLIGATION TO PAY
The State's obligation to pay under this Agreement is contingent upon annual appropriation by the Legislature
and is subject to any modification in accordance with either Chapter 216, F.S., or the Florida Constitution,
4. MODIFICATION
4.1. The Scope of Work in the Application is hereby modified to specify the following deliverable(s):
Deliverable No. 1—Tasks to (Recording System Upgrade)
Performance Standard Documentation Financial Consequenc
11 work to The es
Complete a Grantee shall submit If Grantee fails to comply
ry
complete(Recording
rding reimbursement or with any term of the award,
SystemUpgrade)in payment claims in DIVIS shall take one or more
accordance with the accordance with Section of the following actions:
Grantee's contract with its 15, below. 1.Temporarily withhold cash
vendor. 2) The Grantee shall submit payments pending correction
copies of: of the deficiency by Grantee;
a. Any contracts or 2. Disallow all or part of the
purchase orders with cost of the activity or action
vendors; not in compliance;
b. Vendor invoices; 3. Wholly or partly suspend
c. Proof of payment to or terminate the current
vendors; and award for the Grantee;
d. Proof of receipt of 4. Suspend or deny future
deliverables. grant awards; or
S. Take other remedies that
may be legally available.
®MS will provide no
reimbursement or payment
for any improvement that
does not meet the standards
established in this
Agreement.
TOTAL REI MBURSABLE OR PAYM ETA U OT TO EXCEED$178,682.75
Page 2 of 9
1411
5. CONTACTS AND NOTICE
5.1. In accordance with section 215.971(2), F,S., the Department's Grant Manager is responsible for
enforcing performance of this Agreement's terms and conditions and will serve as the Department's
liaison with the Grantee. As part of his or her duties,the Department's Grant Manager will:
5.L1. Monitor and document the Grantee's performance of the terms of this Agreement, which may
include but shall not be limited to, onsite visits by DIVIS staff, limited scope audits, or desktop
monitoring;
5.1.2. Review all documentation for which the Grantee requests payment; and
5.1.3. Reconcile and verify all funds received against all funds expended during the period of this
Agreement and produce a final reconciliation report that identifies any funds paid in excess of
the expenditures incurred by the Grantee.
The Department's Grant Manager responsible for ihie
administration of this Agreement is.,
Valerie Wain!gright
42jjagLa��
Tallahassee,FL 32399
5.2. The Grantee's Grant Manager is responsible for monitoring the performance of this Agreement's terms
and conditions and will serve as the Grantee's liaison with the Department. As part of his or her duties,
the Grantee's Agreement Manager shall provide all reports, as well as any other required documents
under this Agreement, to the Emergency Communications Board in accordance with Section 9, Grant
Reporting Procedures, oft e Application.
The Grantee's Grant Manager responsible for ]the
administration of this Agreement is:
5.3. In the event that different managers or addresses are designated by either party after execution of this
Agreement, a notice of the name,title, and address of the new Grant Manager will be provided to the
other party in writing. Such changes do not require a formal written amendment to the Agreement.
5.4. All notices from of Parties,other than the notice of award and notices related to the business of the
Emergency Communications Board,shall be effective when placed in the United States,first-class mail,
postage prepaid, by registered or certified mail, return receipt requested,to the addresses above.
6. AUDIT REQUIREMENTS
6.1. The Grantee shall retain all its records,financial records,supporting documents,statistical records,and
any other documents, including electronic storage media, pertinent to this Agreement in accordance
with the record retention requirements of Part V of Attachment 1, Audit Requirements for Awards of
Page 3 of 9
1412
State Financial Assistance, The Grantee shall cooperate with the Department to facilitate the
duplication and transfer of such records or documents upon the Department's request.
6.2. The Grantee shall maintain books, records, and documents in accordance with the generally accepted
accounting principles to sufficiently and properly reflect all expenditures of funds provided by the
Department under this Agreement.
6.3. The Grantee shall comply with all applicable requirements of section 215.97, F.S., and Attachment 1,
Audit Requirements for Awards of State Financial Assistance. If the Grantee is required to undergo an
audit,the Grantee shall disclose all related party transactions to the auditor.
7. RECORDS
7.1 As required by section 215.97,F.S., and Rule 691-5.006, F.A.C,the Department,the Department of Financial
Services, and the Florida Auditor General,or any of their authorized representatives,shall enjoy the right of
access to any documents,financial statements,papers,or of records of the Grantee which are pertinent
to this Agreement,in order to make audits,examinations,excerpts,and transcripts. The right of access also
includes timely and reasonable access to the Grantee's personnel for the purpose of interview and
discussion related to such documents. This provision does not limit the Department's authority to conduct
or arrange forte conduct of additional audits or evaluations of state financial assistance or limit the
authority of any state awarding agency inspector general,the Auditor General,or any other state official,
7.2 The Grantee shall maintain all records,includingthose pertaining to any and all contractors,subcontractors,
and consultants to be paid from funds provided under this Agreement and further including documentation
of all program costs in a for sufficient to determine compliance with the requirements and objectives of
the Application, and all other applicable laws and regulations,for the longer of five (5) years after the end
of the performance period specified in the table above and all pending matters or the period required by
the General Records Schedules maintained by the Florida Department of State.
7.3 If the Grantee's record retention requirements terminate prior tote requirements stated herein, the
Grantee may meet the Department's record retention requirements for this Agreement by transferring its
records to the Department at that time, and by destroying duplicate records in accordance with section
501.171, F.S.,and,if applicable,section 119.0701,F.S. The Grantees all adhere to established information
destruction standards such as those established by the National Institute of Standards and Technology
Special Publication 800-88, "Guidelines for Media Sanitization'(2006). See!jUpL',�
7.4 In accordance with section 216-1366, F.S.,the Grantee shall permit the Department to inspect the Grantee's
financial records,papers, and documents that are directly related to the performance of the Agreement or
the expenditure of state funds and the programmatic records, papers,and documents that the Department
determines are necessary to monitor the performance of the Agreement or to ensure that the terms of the
Agreement are being met. The Grantee shall provide such records, papers, and documents requested by
the Department within ten (10) business days after the request is made.
8. PUBLIC RECORDS
The Grantee, an agency as defined in section 119-011(2), F.S., must comply with the requirements of Chapter
119, F.S., in the performance of its obligations under this Agreement, The Grantee must also ensure that any
contractors and subcontractors that perform work pursuant to this Agreement comply with the requirements
of Chapter 119, F.S.,as applicable.
Page 4 of 9
1413
9. LIABILITY
9.1. The Grantee is solely responsible to parties it deals with in carrying out the terms of this Agreement
and,subject tothe limitation of section 768.28, F.S., the Grantee shall hold the Department harmless
against all claims of whatever nature by third parties arising from performance under this Agreement.
9.2. The Grantee, a subdivision as defined in section 768.28, F.S., agrees to be fully responsible for its
negligent ortortions acts or omissions which result in claims or suits againstthe Department and agrees
to be liable for any damages proximately caused by the acts or omissions to the extent set forth in
section 768.28, F.S. Nothing in this Agreement is intended to serve as a waiver of sovereign immunity
by the Grantee. Nothing in this Agreement may be construed as consent by a state agency or
subdivision oft e state to be sued by third parties in any matter arising out of any contract.
10.EVENTS OF DEFAULT
If any of the following events occur ("Events of Default"), the Department shall have the right to terminate
further payment of funds under this Agreement,and the Department may exercise any of its remedies set forth
in Section 11.Remedies of this agreement. However'the Department may make payments or partial payments
after any Events of Default without waiving the right to exercise such remedies and without becoming liable to
make any further payment. The Events of Default are:
10.1. If any warranty or representation made by the Grantee in this Agreement or any previous agreement
with the Department is or becomes false or misleading in any respect;
10.2. If the Grantee fails to keep or timely perform any of the obligations, terms, or covenants in this
Agreement or any previous agreement with the Department and has not cured the in a timely
fashion;
10.3. If material adverse changes occur in the financial condition of the Grantee at any time during the
term of this Agreement;or
10.4. If any reports required by this Agreement have not been submitted to the Department or have been
submitted with incorrect, incomplete,or insufficient information.
11. REMEDIES
If an Event of Default occurs,then the Department shall provide a written notice to the Grantee,and,upon the
Grantee's failure to curet a default within the thirty(30)calendar days,the Department may exercise any one
(1)or more of the following remedies,either concurrently or consecutively:
11.1. Terminate this Agreement in accordance with Section 12,Termination, below;
11.2. Withhold or suspend the payment of all or any part of a request for payment;
11.3. Exercise any corrective or remedial actions, including but not limited to:
11.11. Request additional information from the Grantee to determine the reasons for or the extent
of non-compliance or lack of performance;
11.3.2. Issue a written warning to advise that more serious measures may be taken if the situation is
not corrected;or
11.3.3.Advise the Grantee to suspend, discontinue, or refrain from incurring costs for any activities
in question.
Pursuing any of the above remedies will not preclude the Department from pursuing any other remedies
available under this Agreement or at law or in equity. If the Department waives any right or remedy in this
Agreement or fails to insist on strict performance by the Grantee,it does not affect,extend,or waive any other
Page 5 of 9
1414
right or remedy oft a Department,or affect the later exercise of the same right or remedy byte Department
for any other default by the Grantee.
22.TERMINATION
12.1. Termination Due to the Lack of Funds. If funds become unavailable for the Agreement's purpose,
such an event will not constitute a default by the Department or the State. The Department agrees
to not the Grantee in writing at the earliest possible time if funds are no longer available. In the
event that any funding identified byte Grantee as funds to be provided for completion of the
project as described herein becomes unavailable, including if any State funds upon which this
Agreement depends are withdrawn or redirected, the Department may terminate this Agreement
by providing written notice to the Grantee. The Department will he the final authority as to the
availability of funds,
12.2. Termination for Cause. The Department may terminate this Agreement for cause after ten (10)days
of a written notice, is will be issued after the 30-day cure period ends. Cause includes,but is not
limited to, misuse of funds, fraud, lack of compliance with applicable rules, laws, and regulations,
failure to perform on time,or refusal to permit public access to any document,paper,letter,or other
material subject to disclosure under Chapter 119, F.S.® unless exempt from Section 24(a) of Article I
oft a State Constitution and section 119.07(1), F.S., or applicable state or federal law, which the
Grantee created or received under this Agreement.
12.3. Termination for Convenience The Department may terminate this Agreement for convenience or
when it determines, in its sole discretion, that continuing the Agreement would not produce
beneficial results in line with the further expenditure of funds by providing the Grantee with thirty
(30)calendar days'prior written notice.
12.4. Mutual Ter mi-0j— The parties may agree to terminate this Agreement for their mutual
convenience through a written amendment ofthis Agreement. Teamendment will state the
effective date of the termination and the procedures for proper closeout of the Agreement,
Grantee Re,, )onsibilitie,
R=22agggMg5 qg2on n T_ tr_Ie��minati n Upon notice of termination,the Grantee shall:
12.5.1. Not incur new obligations fort a terminated portion of the Agreement;and
12.5.2.Cancel as many outstanding obligations as possible. Costs incurred after the receipt of the
termination notice are disallowed. The Grantee shall not be relieved of liability to the
Department because of any breach of this Agreement by the Grantee. The Department may,
to the extent authorized by law,withhold payments to the Grantee fort e purpose of set-off
until the exact amount of damages due tote Department from the Grantee is determined.
13.RESULTING THIRD PARTY CONTRACTS AND SUBCONTRACTS
13.1. The Grantee may contract with third parties to perform work in accordance with its Application. The
Grantee remains fully responsible for the satisfactory completion of any and all or performed by any
contractors and subcontractors.
13.1.1 If the Grantee contracts all or part of the work contemplated under this Agreement, including
entering into contracts with vendors for services, it is understood by the Grantee that all such
contract arrangements shall be evidenced by a written document containing all provisions
necessary to ensure the contractor's compliance with applicable state and federal laws. The
Grantee further agrees that the Department shall not be liable to the contractor for any expenses
or liabilities incurred under the contract and that the Grantee shall be solely liable to the
contractor for all expenses and liabilities incurred under the contract. The Grantee's
contractor(s) or subcontractor(s) shall indemnify and hold the Department harmless against all
Page 6 of 9
1415
claims to the extent allowed by the law;and,at its expense, will defend the Department against
such claims; and
13-2. With the Grantee's approval, the Grantee's contractor may subcontract work performed, and the
Grantee's contractor will be fully responsible for satisfactory completion of all subcontracted work;and
13.1 The Grantee's contractor(s)or subcontractor(s)shall disclose to the Grantee and the Department if it is
on the Convicted Vendor List identified in section 287.133(2) F.S., or the Discriminatory Vendor List
identified in section 287.134(2), F.S.
14.MANDATED CONDITIONS
14.1. The Grantee and its contractors and subcontractors have an obligation to utilize the U.S. Department of
Homeland Security's (DHS) E-Verify system for all newly hired employees in accordance with section
448.095, F.S. By executing this Agreement,the Grantee certifies that it is registered with, and uses,the
E-Verify system for all newly hired employees in accordance with section 448,095,F.S. The Grantee must
obtain an affidavit from its contractors and subcontractors in accordance with paragraph(2)(b)of section
448.095, F.S.,and maintain a copy of such affidavit for the duration of the Agreement.
14.2. This section serves as notice tote Grantee regarding the requirements of section 448.095, KS.,
specifically sub-paragraph (5)(c)1, and the Department's obligation to terminate the Agreement if it has
a good faith belief that the Grantee has knowingly violated section 448.09(l), F.S. The Department will
promptly notify the Grantee and order the immediate termination of the contract between the Grantee
and a contractor and a subcontractor performing work on its behalf for this Agreement should the
Department have a good faith belief that the contractor or subcontractor has knowingly violated section
448.09(1), F.S.
14.3. In accordance with sections 11.062 and 216.345, F.S.,funds received under this Agreement are not to be
used for the purpose of lobbying or used to directly or indirectly influence legislation or any other official
action by the Florida Legislature,the judicial brand, or any state agency,
14.4. Pursuant to section 215.971(1)(h), F.S., if the Grantee is a Rural Community or Rural Area of Opportunity
as those terms are defined in section 288.0656(2), F.S., the Grantee may request that the Department
provide for the payment of invoices for verifiable and eligible performance that has been completed in
accordance with the terms and conditions set forth in this Agreement. The Grantee shall submit its
request to elect to receive rural payment, including any financial hardship documentation, in writing to
the Department's Grant Manager specified in this Agreement. Following demonstration of financial
hardship and the initial request to elect to receive rural payment,-subsequent requests for payment and
all necessary documentation for incurred and appropriate costs shall be submitted in writingto the Grant
Manager.
IS.MISCELLANEOUS
1 22yE ' aLaw and Venue.
This Agreement shall be construed under the laws of the State of Florida,
and the venue for any legal or equitable action that arises out of or relates to this Agreement shall be
in the Circuit Court of Leon County; in any such action,the Parties waive any right to jury trial.
15-2. Payment and Invoiein
1 . .1. Pay ent Process. Subject to the terms and conditions established in this Agreement and the
billing procedures established by the Department,the Department agrees to pay the Grantee in
accordance with section 215.422, F.S. The applicable interest rate can be obtained at:
fauill huin
15.2.2. inygigiM The Grantee shall submit all claims for reimbursement,progress payments,payment,
and rural payment as described in Section 8, Financial and Administrative Requirements, of the
Application. After receipt of the reimbursement claim, and in accordance with the payment
Page 7 of 9
1416
provisions established in this Agreement, the Department shall disburse the amount of funds
approved by the Board. For requests for payment of invoices for verifiable and eligible
performance for a rural community or rural area of opportunity pursuant to section
215.971(l)(h), F.S., the Grantee shall submit all supporting documentation required for
payment including, but not limited to, copies of purchase orders, invoices, and any other
expenditure justifications.
15.2.1 Invoice Detail. Invoices submitted by the Grantee must fulfill all requirements specified in the
scope of work and include all supporting documentation, when applicable. The Grantee shall
also submit invoices in sufficient detail to fulfill all applicable requirements of the State of Florida
Reference Guide for State Expenditures. All charges for reimbursement or payment of expenses
authorized by the or shall be submitted to the Department in sufficient detail for a proper
pre-audit and post-audit to be performed.
15.3. Intellectual Property. Where activities supported by this Agreement result in the creation of intellectual
property rights,the Grantee shall not the Department, and the Department will determine whether
the Grantee will be required to grant the Department a perpetual, irrevocable, royalty-free,
nonexclusive license to use,and to authorize others to use for State government purposes,any resulting
patented, copyrighted, or trademarked work products developed under this Agreement. The
Department will also determine whether the Grantee will be required to pay all or a portion of any
royalties resulting from such patents,copyrights,or trademarks.
15.4. Conflict of Interest. This Agreement is subject to Chapter 112, F.S. The Grantee shall disclose the name
of any officer, director, employee,or other agent who is also an employee of the State. The Grantee
shall also disclose the name of any State employee who owns, directly or indirectly, more than a five
percent(5%)interest in the Grantee or its affiliates,
15.5. Non-Discrimination. The Grantee shall not unlawfully discriminate against any individual employed in
the performance of this Agreement due to race,religion,color,sex, physical handicap unrelated to such
person's ability to engage in this work, national origin, ancestry, or age. The Grantee shall provide a
harassment-free workplace, and any allegation of harassment shall be given priority attention and
action.
15.& Electronic Funds Transfer Enrollment. The Grantee agrees to enroll in Electronic Funds Transfer (EFT),
offered bythe State's Chief Financial Officer,within thirty(30)days of the date the last Party signed this
Agreement. Copies of the authorization for and a sample blank enrollment letter can be found at:
hU.' . Questions should be directed to the EFT Section
at(850)413-5517. Once enrolled, invoice payments will be made by EFT.
15.7. Survival. Any right or obligation of the parties in this Agreement which, by its express terms or nature
and context, is intended to survive termination or expiration of this Agreement, will survive any such
termination or expiration.
15.8. Severailiv. If any provision of this Agreement is in conflict with any applicable statute or rule or is
unenforceable, then the provision shall be null and void to the extent of the conflict and shall be
severable but shall not invalidate any other provision of this Agreement.
Page 8 of 9
1417
........... ............................................-
i hereby affirim my authority to bind the Grantee and affirm the Grantee's authority and responsibility-for
the use of-the funds requested.
Grantee
Date:
Signature of County Relpresentafive authorized to bind-the Gran-tee
MONROE COUNTY ATTORNEYS OFFICE
AWKWEDAS TO FORM
...... ...............
Printed Name
TANT COUKRY ATTORNEY
Grantor VATM--2-2D-2112,4_
Department of Management Services Date:
....................
........................................
Printed Name
............................
Page 9 of 9
1418
APPLICABLE STATUTES AND REGULATlONS
This is a nonr-exhaustive list of statutes and iregWations. 'The Grandee shall be aware of and comply with all State and
Federal laws, rules,policies„and iregulations relating to its performance Under this Agreement,
General Requirements
_________ _ _ _ Florida Statutes(F.S.)
§ 11.062, F.S.. Use of state funds-------lobbying penalty.�____
20.055, F. .-Agency inspectors general
Chapter.112 F,S. -Public fern and-Employees:GeneralProvisions
_ -------
Chapter 1.1 , F.S. -Public Records
§215. 4, F.S.-Stag funds; noun-coHealble items;procedure
215, 22, F.S. - Payments, warrants, and invoices„ processing tirne llm ltsy dispute resolution; agency or
judicial branch compliance
§ 215w 1y F.S Florida Sin&Audit Act -- � -
§ 215.971,1, II=.S._ reern nts fundedwiith federal or state assistance
:m. . ul � .. . W,,.IldrWaWp Il.rr m y 8p. YIIWWI.IIW"Wa"Wwall r�;�'„:rllnlll.wiW"fiW„II:'w .q a count+. uuuuuul"" "?�+ .nm Ilan rdi III"' ra�
III V�
uwIII WIIIW""W�"W"II""�!"I Wluvyl��lil �IW„p, .
21 1, p. .IwYru�plpra�pri"" Illwoupprlsw�owuuli. _._�.___._._.------- .____._._._ .._______
I w W'ul°'u a Ilu a II� "
ations; undisbursed balances
§216, 4'7, F.S.-Disbursement of grants and aids appropriations for lobbylin prohibited hibiitad __________
216.5475, F.S. - Maximum rate of payment four services funded under General Approupriiatlomns Act or
awarded on.a nouncomp dtuve basis_
§216.1.81(16), F.,S� �pprraved budgets fear operations and fixed capital outlay
___.. ...........____-------------_._..______—------------------
273,132 F.5. Record and un�r ruta--ry of --Mrtaurt p r p rty _
217..13 ,F.S. Public entity crlrrns denial or revocation oftha right to transact Ibuu.spn .s.s v�rYth publiicntltls
__ ___------._ �._______entities
.2 7.1;34, F.S. -Dlscrlrnlnatlon;denW or revouc:atlo�in of the right to transact business with puubliic orntiitl�s
§ -7.13 , R .-pruohlbiflon against contracting with scruatlnlzed companies
-------------
Chapter443, F.S., Reemployment Assistan e _
501.171, R's.-Security of confidential personal information
FlourYda udmnlumYtratp d (a� wm)
ruC 6aar fi r 6 C_S -----tate Fa'ra ra Cr�C ssC,s araac
_ rn aranda _
CFO Memorandum No. 2 (2012-1 ) -- Contract and Grant Reviews and Related Payment Processing
Requirements
CFO Memorandurn No., 2 (2 Compliance Requirements forAgreements
,State 911 Plan and Emergency Communications IDouard Statutes and Rules
___-__------------_____ Florida Statutes
Chapter 36 ® FSo _11.s '� laCaoaasaaorc.seraas'C Machines
_ IFY�rYda Administrative nistratiiv Cade
auC���o�t�r 6�orF_5 .Stoat E1.1 pC�au
______._______ .__ _. _
Rule Chapter 6 FFI.-S -F er encya Communications Board
Page .1 of 1
1419
Attachment I
AUDIT REQUIREMENTS
111:::'OR AWARDS OF STATE AND FEDERAL
FINANCIAL ASSISTANCE
The administration of resources awarded by the Department of Management Services (Department) to the
recipient may be subject to its and/or monitoring by the Department, as described in this section.
...........................................................................I.................................................. ..................................
MONITORING
Inaddition to reviews of audits conducted in accordance with 2 CFR 200, Subpart F-Audit Requirements, and
section 215.97, Florida Statutes(F.S.), as revised(see AUDITS below), monitoring procedures may include, but
not be limited to, on-site visits by Department staff, limited scope audits as defined by 2 CFR§200.425, or other
procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring
procedures or processes deemed appropriate by the Department. In the event the Department determines that
a limited scope audit of the recipient is appropriate,the recipient agrees to comply with any additional instructions
provided by Department staff to the recipient regarding such audit. The recipient further agrees to comply and
cooperate with any inspections, reviews, investigations, or its deemed necessary by the Chief Financial
Officer(CFO) or Auditor General.
AUDITS
Part 1: Federally Funded
This part is applicable if the recipient is a state or local government or a nonprofit organization as defined in 2
CFR§200.90, §200.64, and §200.70.
1. A recipient that expends $750,000 or more in federal awards in its fiscal year must have a single or
program-specific audit conducted in accordance with the provisions of 2 CFR 200, Subpart F -Audit
Requirements. EXHIBIT I to this fomn lists the federal resources awarded through the Department by
this agreement. Indetermining the federal awards expended in its fiscal year, the recipient shall consider
all sources of federal awards, including federal resources received from the Department. The
determination of amounts of federal awards expended should be in accordance with the guidelines
established in 2 CFR §§200.502-503. An audit of the recipient conducted by the Auditor General in
accordance with the provisions of 2 CFR§200.514 will meet the requirements of this Part.
2. For the audit requirements addressed in Part 1, paragraph 1, the recipient shall fulfill the requirements
relative to auditee responsibilities as provided in 2 CFR§§200.508-512.
3. A recipient that expends less than $750,000 in federal awards in its fiscal year is not required to have
an audit conducted in accordance with the provisions of 2 CFR 200, Subpart F -Audit Requirements. If
the recipient expends less than $750,000 in federal awards in its fiscal year and elects to have an audit
conducted in accordance with the provisions of 2 CFR 200, Subpart F-Audit Requirements, the cost of
the audit must be paid from non-federal resources (i.e., the cost of such an audit must be paid from
recipient resources obtained from other than federal entities).
Part It: State Funded
1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess
of$750,000 in any fiscal year of such recipient (for fiscal years ending June 30, 2017, and thereafter),
the recipient must have a state single or project-specific audit for such fiscal year in accordance with
section 215.97, F. Rule Chapter 691-5, F.A.C., State Financial Assistance, and Chapters 10.550(local
governmental entities)and 10.650(nonprofit and for-profit organizations), Rules of the Auditor General.
EXHIBIT 1 to this form lists the state financial assistance awarded through the Department by this
agreement. In determining the state financial assistance expended in its fiscal year, the recipient shall
Page I of 3
1420
consider all sources of state financial assistance, including state financial assistance received from the
Department, other state agencies,and other nonstate entities. State financial assistance does not include
federal direct or pass-through awards and resources received by a nonstate entity for federal program
matching requirements.
. In the event that the recipient expends a total amount of state financial assistance equal to or in excess
of $750,000 in any fiscal year of such recipient (for fiscal years ending June 30 2017 and thereafter),
®s audit for such fiscal year in accordance with
the recipient must have a state single or project i
section 215.97, F.S.; Rule Chapter 691-5, F.A.C., State Financial Assist an ; andChapter 10 0(la
.650 (nonprofit and for-profit organizations), Rules of the Auditor General.
governmental(entities)and 10 ce S .55cal
EXHIBIT 1 to this form lists the state financial assistance awarded through the Department by this
agreement. In determining the state financial assistance expended
2. For the audit requirements addressed in Part 11, paragraph 1, the recipient shall ensure that the audit
complies with the requirements of section 215.97(8), F.S. This includes submission of a financial
reporting package as defined by section 215.97(2), F. and Chapters 10.550 (local governmental
entities)and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General.
3. If the recipient expends less than $750,000 in state financial assistance in its fiscal year (for fiscal
years ending June 30, 2017, and thereafter), an audit conducted in accordance with the provisions of
section 215.97, F-S., is not required. If the recipient expends less than $750,000 in state financial
assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of
section 215.97, F.S.,the cost of the audit must be paid from the nonstate entity's resources(i.e,,the cost
of such an audit must be paid from the recipient's resources obtained from other than state entities).
Part If. Other Audit Requirements
N/A
Part IV., Report Submission
Copies of reporting packages for audits conducted in accordance with 2 CFR 200, Subpart F ... Audit
Requirements, and required by Part I of this form shall be submitted, when required by 2 CFR §200.512,
by or on behalf of the recipient directly to the Federal Audit Clearinghouse (FAC) as provided in 2 CFR
§200.36 and §200.512.
The FAC's website provides a data entry system and required for for submitting the single audit
reporting package. Updates tothe location of the FAC and data entry system may be found at the OMB
website.
2. Copies of financial reporting packages required by Part 11 of this form shall be submitted by or on behalf of
the recipient directly to each of the following:
a, The Department at each of the following addresses:
Electronic copies (preferred): li(:;QS
Cr
Paper copies:
The Department of Management Services
Emergency Communications Board
4030 Esplanade Way
Tallahassee FL, 32399
1% The Auditor General's Office at the following address.-
Auditor General
Local Government Audits/342
Page 2 of 3
1421
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, Florida 32399-1450
The Auditor General's website provides instructions for filing an electronic copy of a
financial reporting package.
® Any reports,management letters,or other information required to be submitted to the Department pursuant
to this agreement shall be submitted timely in accordance with 2 CFR§200.512, section 215.97, F.S., and
Chapters 10.550(local governmental entities)and 10.650(nonprofit and for-profit organizations), Rules of
the Auditor General, as applicable.
Recipients, when submitting financial reporting packages to the Department for audits done in accordance
with 2 CFR 200, Subpart F -Audit Requirements, or Chapters 10.550 (local governmental entities) and
10.650(nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the to that
the reporting package was delivered to the recipient in correspondence accompanying the reporting
package.
Part ® Record Retention
The recipient shall retain sufficient records demonstrating its compliance with the terms of the award(s) and this
agreement for a period of five(5)years from the date the audit report is issued, and shall allow the Department,
or its designee, the CFO, or Auditor General access to such records upon request. The Grantee shall ensure
that audit working papers are made available tote Department, or its designee, the CFO, or Auditor General
upon request for a period of five (5)years from the date the audit report is issued, unless extended in writing by
the Department,
Page 3 of 3
1422
ExHiBIT I
Federal Resources Awarded tot Recipient Pursuant to this Agreement Consist of the Following:
N/A
Compliance Requirements Applicable to the Federal Resources Awarded Pursuant to this Agreement
are as Follows:
N/A
State Resources Awarded to the Recipient Pursuant to this Agreement Consist of the Following,
Matching Resources for Federal Programs:
N/A
Subject to Section 215.97, F. .:
1. State Project- 911 STATE GRANT PROGRAM
State Awarding Agency: State of Florida, Department of Management Services
Catalog of State Financial Assistance Title: Wireless 911 Emergency Telephone System State County
Grant Program
Catalog of State Financial Assistance Number- 72.002
Amount:$178,682.75
Compliance Requirements Applicable to to Resources Awarded
Pursuant to this Agreement Are as Follows:
The compliance requirements are as stated in Grant Agreement No. (S25-24-01,45) between the Grantee and
the Department, entered in State Fiscal Year 2023-2024
Page I of 1
1423
Equature
EqUature 18311 W.10 Mile Road
Southfield,M1 48075
EQUATURE T!,!!,RIAS REEMEN I
Monroe County SherifPs Office
Customer Name:
Address: 2945 Overseas Hwy
Contract Number: 202307-2001
Equature(hereunder referred to as'PROVIDER"),upon acceptance of this Agreement by an authorized officer of its
corporation,agrees to furnish to the above-designated entity(hereinafter referred to as"CUSTOMER") under the
terms and conditions contained herein,maintenance and service on the listed equipment.
I. Terms of Agreement
a) The PROVIDER agrees to provide tum-key services as outlined in the Scope of Work, including all
required hardware,software,maintenance,support,warranty and monitoring to the CUSTOMER for
a period of ten(10)years starting upon date of acceptance(Effective Date).
b) CUSTOMER agrees that this purchase is a designated fully funded project with full award and
payments directed to PROVIDER. PROVIDER is accepting multi-annual payments to facilitate the
purchase.Under no circumstances,lessthan a breach of this agreement by PROVIDER,does PROVIDER
forgo the amount owed and due in its entirety,at PROVIDER'S sole discretion.This agreement and its
due payments are not predicated upon any changes in CUSTOMER'S organizational status,alignments,
personnel changes,or any changes not defined herein.At any time that a due payment becomes late,
past 45 days,PROVIDER will demand that the remaining balance is immediately paid in full.
11. Payment Terms
a) The CUSTOMER shall make annual payments in equal installments for the entire duration of the
Agreement.
b) Payments shall be due within[45]days of the invoice date provided by the PROVIDER.
c) The payment amount for each year will be locked in at the beginning of the Agreement and shall not
be subject to any increase throughout the ten(10)year period provided the Scope of Work does not
change.
d) CUSTOMER agrees to pay the amount of$175,682.75 (First Year Dues)plus $3,000.00(Professional
Services Fee)due as follows:
1. 40%of the First Year Dues amount plus Professional Services Fee shall be due upon contract
acceptance by the CUSTOMER.
1!. 40%of the total first year contract amount shall be due upon completion of installation services
by the PROVIDER.Completion of installation is defined as successful delivery,installation,and
configuration of all recording system hardware and software components by the PROVIDER
based on the agreed upon scope of work.Any delays in third party integrations or other
components caused by the CUSTOMER or external parties unrelated to the PROVIDER'S work
shall not preclude the installation from being considered complete.
III. The remaining 20%balance shall be due upon final acceptance of the system by the CUSTOMER.
Final acceptance is defined as the 30-day period following the completion of installation,
BUILT TO SEMIE PUBLIC SAFETY
1424
LEqu4tM Equature
2 19311 W.10 Mile Road
Southfield,Ml 48075
regardless of any external delays unrelated to the PROVIDER'S work.The CUSTOMER shall not
unreasonably withhold final acceptance.
e) CUSTOMER agrees to pay the sum of$29,971.27(Annual Dues)annually on the anniversary of the
Effective Date,with the first such payment being due on the date that is twelve(12)months after the
Effective Date.
f) The term of this Agreement shall be for ten(10)years from the Effective Date.
g) CUSTOMER may withhold or reduce payments due to PROVIDER under the following conditions:
I. CUSTOMER may withhold from any payment an amount not to exceed the value of the unfinished
work item until such time as the work item is completed.
1. Completion of work is defined as successful delivery,installation,and configuration of all
recording system hardware and software components by the PROVIDER based on the
agreed upon scope of work.Any delays in third party Integrations or other components
caused by the CUSTOMER or external parties unrelated to the PROVIDER'S work shall not
preclude the installation from being considered complete.
ii. In the event of minor deficiencies in a completed milestone or stage that do not materially affect
the usability or functionality of the work as a whole,CUSTOMER may withhold an amount not to
exceed 100%of the estimated value to complete the deficient work,as mutually agreed upon by
the parties.
Ill. Maintenance Agreement Charge
a) This Maintenance Agreement charge is payable annually in advance at the beginning of each term. The
Agreement price shall remain fixed during the initial period(10 years).
b) Charges include unlimited calls for remote support, available 24 X7, with a 4-hour response time,
Equature software updates,remote access,remote alerts,all parts,and labor not excluded in section
c or d.
c) Charges do not include consumable,expendable,supply items,such as,CD disks,or External Archive
Drives. The use of supplies other than those recommended by PROVIDER may cause adverse
equipment performance. Maintenance required to correct inadequate performance or equipment
malfunctions caused by inferior supplies shall be charged to the CUSTOMER at the current hourly
maintenance rates.
d) Charges do not include labor costs, installation charges, or equipment costs associated with system
upgrades or changes to the PROVIDER configured system recommended or mandated by either party.
Any changes to the PROVIDER configured systems,whether initiated by the CUSTOMER or third parties
not authorized by PROVIDER and resulting in a malfunctlon,will be addressed by PROVIDER on a time
and material basis.Additionally,onsite support configurations for changes made by the CUSTOMER or
third parties not authorized by PROVIDER will incur charges on a time and material basis. Any
malfunctions caused by the CUSTOMER, or third parties not authorized by PROVIDER will also be
subject to charges on a time and material basis.
h) The Provider is not responsible for any data loss that is caused by factors outside of its control,including
but not limited to:
I. Acts of God,such as natural disasters,terrorist attacks,or war.
ii. Malicious attacks,such as hacking,ransomware,or data breaches.
iii. Technical problems,such as hardware failures or software errors caused by power outages or
user error,
BUILTTO SERVE PUBUC SAFnY
1425
Equature
Equattire 18311 W.10 Mile Road
Southfield,MI 49075
ell The PROVIDER is not responsible for Microsoft Windows hot fixes, updates, and service packs. The
PROVIDER is not responsible for anti-virus,anti-malware,and anti-spyware software. IftheCUSTOMER
encounters a virus the PROVIDER may assist at cost and at the PROVIDERS discretion.
f) All invoices are due and payable Net45.
g) Failure to renew this agreement will result in the customer forfeiting their priority support status.All
service and support activities will transition to a time and materials-based billing structure at the
PROVIDER's prevailing hourly rates. Prior to initiating any analysis,troubleshooting,training,or other
activities directly related to the PROVIDER's platform,the PROVIDER will require the customer to issue
a purchase order based an the PROVIDEWs estimate.
1. Time and materials-based support requests will be addressed on a first-come,first-served basis,
with priority accorded to partners with active maintenance agreements.
ii. Renewal options include both multi-year agreements and the option to establish a one-year
maintenance agreement.
IV. Maintenance of Equipment
PROVIDER will furnish maintenance,technical support,and service for the recording system per the
terms herein.
a) Support Coverage:Support includes hardware,software,interfaces,and any custom Integrations that
were explicitly agreed to by PROVIDER as part of the original scope of work.Support does not extend
to any custom integrations developed separately from the original agreement.
b) Technical Support: PROVIDER will provide 24/7/365 technical support by phone at 888-305-3428 or
email at support@equature.com.Upon notification of an equipment malfunction from the CUSTOMER,
PROVIDER will assign a service technician to make necessary repairs. The customer shall permit the
service technician free access to the equipment while making the repair,including relevant password
for normal system use. Remote troubleshooting will be attempted first to resolve any issues. If
unsuccessful,onsite support can be dispatched as needed.Any malfunctions caused by the CUSTOMER,
or third parties not authorized by PROVIDER will be subject to charges on a time and material basis.
c) Monitoring and Alerts: PROVIDER monitors the system in real-time from the PROVIDER Network
Operations Centers and responds to alerts based on severity level. Critical failures are addressed
immediately, high priority failures by the next business day, and standard failures within 2 business
days.
d) Maintenance Process:Issues are reported by CUSTOMER via phone or email and assigned a severity
level by PROVIDER based on impact. PROVIDER troubleshoots issues, escalating to engineering or
vendors as needed. Status updates are communicated throughout. Onsite visits are scheduled if
required,
e) Escalation: If PROVIDER support personnel are unable to diagnose and resolve the issue within a
reasonable time,PROVIDER will escalate the issue to its Engineering Department,or to the appropriate
Vendor as determined by the nature of the Issue.
V. Excusable Delays/Force Majeure
PROVIDER shall not be liable or deemed in default for any delay or failure in performance under this
Agreement or interruption of service resulting directly from acts of God,acts of government,war or
national emergence, accident, fires, riots, strikes, labor disputes, action or inaction where action is
BUILT TO St RVE PUBLIC SAFOY
1426
Equature
Im qu
E 18311 W.10 Mile Road 4:WLq
Southfield,MP 48075
required by the CUSTOMER, damage to or delay of equipment in route, or for any indirect or
consequential damage for any delay or failure or performance under this AgreemenL
Termination
a) Early termination by the CUSTOMER before the expiration of the full 10-year term will Incur a penalty
equal to 100%of the fees still outstanding for the remainder of the 10-year term,except in the case of
a material breach by the PROVIDER.
b) Either party may terminate this Agreement due to a material breach by the other party by following
the procedures outlined In the Material Breach clause of this Agreement.
I. Transfer of Maintenance Service
If CUSTOMER relocates the equipment from the site shown herein,it shall be at the sole option of the
PROVIDER to continue to provide maintenance under this Agreement and this may result In additional
cost to CUSTOMER. CUSTOMER should arrange for continuing maintenance with PROVIDER prior to
relocation of equipment.
Vill. Assignment
This Agreement may not be assigned,transferred,sublet,or pledged by the CUSTOMER without prior
written consent of an authorized officer of the PROVIDER Corporation, However,this agreement may
be assigned to an entity controlling, controlled by, or under common control with customer or any
successor by merger.
11. Warranty
a) The PROVIDER warrants that all hardware and software provided shall be free from defects in material
and workmanship for the entire duration of this agreement.
b) The PROVIDER shall promptly replace or repair any defective hardware or software at no additional
cost to the CUSTOMER during the warranty period.
111111. Material Breach Clause
In the event of a material breach of this Agreement by either party,the non-breaching party shall have
the right to terminate this Agreement with immediate effect.A material breach shall be deemed to
have occurred if any of the following events take place:
a) Failure to Make Payments:The CUSTOMER fails to make any payment due under this Agreement,and
such failure continues for a period of[90]days after receiving written notice from the PROVIDER.
b) Non-Compliance with Terms:Either party falls to fulfill any material obligation or condition stipulated
In this Agreement, and such failure continues for a period of[90] days after receiving written notice
from the other party.
c) Unauthorized Disclosure:Any unauthorized disclosure of confidential information by either party or its
employees,agents,or representatives,which results in significant harm or damage to the other party.
d) Substantial Impairment:Any act or omission that substantially impairs the rights or interests of the
other party or prevents the fulfillment of the essential purpose of this Agreement.
BUILTTO SrRVI:-,PUBILIC SAFM
1427
�on Equature
'quatt,ire.
19311 W.10 Mile Road
SOUthfleid,M1 48075
e) Violation of Laws or Regulations: Either party engages in any unlawful, fraudulent, or unethical
activities that are in direct violation of applicable laws or regulations,and such violation has a material
adverse effect on the other party.
f) Breach of Warranty:The PROVIDER falls to remedyany defects in hardware or software provided under
this Agreement.,as stipulated in the warranty section,within a reasonable time after receiving written
notice from the CUSTOMER.
Notice of Breach:
In the event of a material breach,the non-breaching party shall provide written notice to the breaching
party specifying the nature of the breach and providing a reasonable opportunity for the breaching
party to cure the breach.The breaching party shall have a period of[90]days from the receipt of the
notice to remedy the breach.
Termination:
If the material breach is not cured within the specified cure period or if the breach is of such a nature
that it cannot be reasonably cured, the non-breaching party shall have the right to terminate this
Agreement immediately by providing written notice to the breaching party.
Effect of Termination:
Upon termination due to a material breach,the non-breaching party shall be relieved of any further
obligations under this Agreement, except for any rights or remedies that have already accrued.The
breaching party shall be liable for any damages incurred by the non-breaching party as a result of the
material breach.
No Waiver:
The failure of either party to enforce any provision of this Agreement at any time shall not be deemed
a waiver of that provision or any other provision,nor shall it be deemed a waiver of the right to enforce
such provision in the future.
Vill. Governing Law
This Agreement shall be governed by and construed In accordance with the laws of the State of Florida
exclusive of its conflicts of lay provisions,
OX. Survival of Obligations
All obligations accrued but unfulfilled prior to expiration or termination of this Agreement shall survive.
X. Entire Agreement
This document and the documents incorporated herein constitute the entire Agreement between the
CUSTOMER and PROVIDER. This Agreement supersedes any prior proposals, agreements,
commitments, or representations of any kind, whether oral or written, with respect to PROVIDER
service.
X1. Contract 202307-2001 Dellverables
BUILT TO SERVE PUBLIC SAFM
1428
(�15 Equature
z�,) EqudM 183 11 W 10 mile Road
Southfield,Ml 48075
Monroe County Florida Price Breakdown Quote:#202307-2001
Dellverables GSA Cost per Unit Total GSA Cost
Marathon(Monroe County Sheriffs Office)
2LUkERdMAM2EdiM� IM&2-18-9
ML142ort ArLWM Card* $4�7.10
1gliYortAnalo Ord*
,LC k_968.39 JL416.A7
9?LARaIoLV1dIce License VV.92 9,113A4
JILMRLq��i In [ration Ucanse via I
F di® t $!419-9-90
L16OLTqlk& �n roue Lice $532.00
L6-LO—Nt-t-911 Coatore License J%Loo
$Zn2.98
jg. re�Ucense g792.98 J2 792-98
Plantation Key
MA an rd"an Sarsa�r* g&27.29 j13&55-96
JU68-39 11.23 -78
ALAMLogyol Ll nse 227.92 I766-72
11ltgiq:9-1i Llcen s-00 9&9—moo
IMANYALI ure Li n 792® $?792-98
M.g�ture�Lkenw� U,792.98 J&792-98
Key West
$MZ7.28 IM&L5.96
1AIME2ftARI!2�Card* $5,�7.10 IM94.20
19IL6qgLog�l LI n - $2L7-�L2 17�150-08
1§11etX—t-t-941 PMRL. LOLS-0-0 IM9000
UIAWLMLE-� e 2792.98 A2 T92.98
AJ �ure�Llcense UaLgg 2a2.98
Ocean Reef
MLMKa d Rew�rdln server-
�nce $MZ7.2§ 13�5-9 6
(ZLO P $IA68.39 $3 936.79
M Analog Voice Lkense :427.92—_ L _ I7M.72
2LLe—xt-to-911 License L60—.00 S_1330.00
2a2.98 2J92.,L8
111&P--9Au—re_Limon se 92.99
GSA 1 otalll Cost:
One-Time Fees(Professional Services/installation): IM-0-0-
AP plicable Discounts:
I atal hilrestigleint Year 1:
Years 2-10 Seri eral
Ten Year Total Contract Investment: IIE1924.18
IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of the date below.
BUILTTOSERVE PUBUCSAFM
1429
E i„ atgYp Equature
18311 W.10 Mile Road
Southfield,M 148075
PROVIDER: CUSTOMER:
Dictation Sales&Service dha Equature Monroe County Sheriffs Office
8311 W.10 Mile Rd. 2945 Overseas Hwy
Southfield,MI 45075 Marathon,FL 330SQ-
Signature: Spgnatume '�"
Printed Name: Zach@r
yy el Printed Narne.
,. .,
Titiea-- 1"iul.lr~"
Date. 2/15/2®24
-- all ',_
�o
SHERIFF'S41ONRCE COUNTY
APPFiOVED�S TO FORM:
Gay
DACE
BUILT70 SER VE PUSUC Sum
1430
DocuSign Envelope ID:9B541C50-88D7-44OD-8AFF-472110C04AB7
BOARD), <bl F L 0 R 4030 IEsp arrade Way
�'a''IIal,'tciss H '132399-0953
t D A 9 11
January 25,2024
Monroe County Finance Department
911 Remittance Fees
500 Whitehead Street
Key West,FL 33040
FEID#: 59-6000749
Subject: Fall 2023 State -Reimbursement Grant Program
Dear Monroe County Finance Department:
The Florida Emergency Communications Board would like to congratulate you on your grant award to improve the
911 system serving your county. Funds awarded from the Fall 2023 cycle of the State Grant Program will normally be
provided on a cost reimbursement basis.Please note,receipt of this letter initiates the start of the grant term.
Within the next two weeks,you should receive a grant award agreement for each grant awarded to your county.The
grant agreement has the details regarding funding rules for the state grant program that apply to your grant award.You
must return a signed copy of the grant agreement prior to the authorization to transfer funds from the Florida
Department of Management Services to your county.Please try to have the agreement signed and returned within 45
days of receipt.
The following provides details concerning the Fall 2023 grant(s)to Monroe County:
Girant7mummlxao Cf3.G+°AltUlkA JS Anuunuuuutlfteguested AMaM_q.Ap roved EgLpose tAntLApp�vczl r.9
_______
S25-24-01-14 72.003 S90,578.60 $90,578.60 ._._._._._
S90,578.60 GIS Data Support 1/24/2024
_................................................ _...........................................................................
S25_,
24-01-15 72.002 S178,682.75 $178,682.75
$178,682.75 Recording System Upgrade 1/24/2024
Total Grant Awards: $269,261.35
Recipients of awards of state and/or federal financial assistance are required to comply with the provisions of the
Florida Single Audit Act. To assist you,please reference sections 5, 6 and 7 of section 215.97 Florida Statute at the
following web site address:
lrupol y`apa fill,a�( lf� fifillmC,S�u ekg lro'd� pg rrraol ,I p771, 7 asV.ailig�C a V¢k,..>t, pul'CI:::: �SpdVd"Db/p7.11°ti 2CCie7 S�GD A. �Jd.p'tto
Board loleirnbers� )env:!:R Affl Ens - t:!uirene J.Anderson o, ffichard Coftr s a bbrpsfliurle Cooper
Chr[sdan Chave �o lornpe Cruse P(e"fth Goti:lerpn Rob LaVW�e * Nfllb Woods
1431
DocuSign Envelope ID:913541 C50-88D7-44OD-8AFF-4721 1 0004AB7
Fall 2023 State -Reimbursement Grant Program
Page Two
The Board thanks you for your interest in 911 and improving public safety in Florida and your commendable efforts
towards enhancing your 911 system. It is our hope that your county continues to ensure further public safety
advancements in Florida.
Sincerely,
'DocuSigned by;
i i-V'S
P(AAA, a At
9P75A3W9FP4D4
Dent ins,Chairwoman
Florida Emergency Communications Board
DA/KR
cc: Monroe County 911 Coordinator
1432
Kevin Mad* cpA
Clerk of the Circuit Court&Comptroller—Monroe County, Florida
ATE® October 26, 2023
TO: Julia Todd
911 Database Coordinator, MCSO
FROM: Liz Yone, Deputy Clerk
SUBJECT: October 18, 2023 BOCC Meeting
The attached item has been executed and added to the record.
C18 Monroe County 911 Grant Application for Fall Grant Program 2023 with State of
Florida E911 Board.
Should you have any questions please feel free to contact me at(305) 292-3550.
M. County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
1433
MONROE . . .. i
;I
MONROE COUNTY
911 GRANT
APPLICATION FOR
FALL GRANT
PROGRAM 2023
d r,
Vv vry°
I�
L....1 _ _
a ow"�
1434
MONROE COUNTY 911 GRANT APPLICATION
INDEX
1® MONROE COUNTY GRANT APPLICATION
2. EQUATURE PARTNERSHIP RENEWAL SCOPE OF WORK AND COST
BREAKDOWN LETTER OF INTEREST—Attachment 1
3® BUDGET REPORT-Attachment 2
4. REPLAY QUOTE—Attachment 3
ATT-EVENTIDE QUOTE-Attachment 4
5. FORM 6A ANNUAL REPORT Attachment 5
1435
911 Grant Programs
Application and instructions for 911 Grant Programs,revised May 2023
W Form , incorporated reference in Fla.Admin.Code R.6OFFI-5.003 911 Grant Programs
1
1436
I, Purpose............. ......... ............ ............... .................. ....................................................3
2. Eligibility ................... .................. ........ .............................. ............. ....................... ......3
IDefinitions................... ......................--------------------------'3
4. 011Grant ProgramsCalendar............. ........ ............................ ......................................5
5. General Conditions.................... .................................................... ....... ......... ... ...........8
6. Guidelines for 9Y1Grant Expenses ................. ...................... ................... ----------- --------B
7. Approval and Award ......................................... ..... ................................................ ...1D
8. Financial and Administrative Requirements ....... .... ................. ......... ............ .............1D
9� Grant ReportingProcedures............................. ....... ...... ..............................................12
10. Change Requests............................................. .......... ............ ........ .................. .........13
Application....................................... ............ _......... ............ ....... ............ ...........................15
Appendix U: Florida 911 Regional Map--........ ..... ...................... ....... .... .............. — ......22
Addendum |: Funding Phohties_........................................ ........................... ........ _ ...........23
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A,incorporated by reference in Fla.Admin.Code R.6OFFI-5.003 911 Grant Programs
2
1437
1. Purpose
Each county, group of counties or region applying for E911 State Grant, to be further
known as 911 State Grant, to assist counties with the replacement or upgrade of 911
Systems;for counties to develop and maintain statewide 911 routing using Emergency
Services Internet Protocol (IP) networks (ESInet), Geographic Information Systems
(GIS) and services, and Management Information Systems (MIS); and develop and
maintain Next Generation 911 (NG91 1) systems and services.
The State 911 Grant Programs distributes funds collected pursuant to section
365.172-173, Florida Statutes.
2. Eligibility
Any county in the State of Florida is eligible to apply for these grant programs.
3. Definitions
3.1. Alternate Contract Source (ACS) —A competitively procured contract led by a
federal, state, or to government. The ACS contract is cost-effective, contains
language contemplating its use for cooperative purchasing, and the best interest
of the county to use for purchases, provided the county's purchase is not over
expansive in size and scope.
3.2. E911 System- The Public SafetyAnswering Point equipment, in accordance with
the State E911 Plan, including 911 Call routing, processing, mapping, and call
answering communications equipment.
3.3. Enhanced 911 (E91 1): An enhanced 911 system or enhanced 911 service that
is an emergency telephone system ors is t provides a subscriber with 911
service and also directs 911 calls to appropriate public safety answering points
by selective routing based on the geographical location from is the call
originated, or as otherwise provided in the state plan and section 365.171,
Florida Statutes, and that provides for automatic number identification and
automatic location-identification features
3.4. GIS Maintenance: Ongoing GIS maintenance of a county's GIS data that
consists of road centerline, sit elstructure address points, primary PSAP
boundaries, MSAG and ALI maintenance services and address assignment
services.
3.5. Government Accounting Standards Board (GAS13): The independent
organization that establishes and improves standards of accounting and financial
reporting for U.S. state and local governments,
3.6. Grantee: The county, group of counties, or region awarded a grant.
Application and instructions for 911 Grant Programs,revised May 2023
W For 3A,incorporated by reference in Fla.Admin.Code R.6OFFI-5.003 911 Grant Programs
3
1438
3.7. Hosted Services: Technology services using the vendor's servers for a fee.
3.8. Maintenance Contract: a business agreement between a contractor and
customer covering the maintenance of equipment over a specified period..
3.9. Memorandum of Understanding: A signed agreement between a group of
counties outlined in a formal document. It signals the willingness oft parties to
move forward together. The MOU can be seen as the starting point, as it defines
the scope and purpose,
3.10. Next Generation 911 (NG911): The designation for an advanced 911
emergency communications system or service that provides a communications
service subscriberwith 911 service. NG911 also directs 911 emergency requests
for assistance to appropriate public safety answering points based on the
geographical location from which the call/signal originated, or as otherwise
provided in the State E911 Plan and that provides for automatic number.
3.11. Next Generation 911 Core Services (NGCS): The base set of services needed
to process a 911 call/signal on an ESInet. Includes the Emergency Service
Routing Proxy (ESRP), Emergency Call Routing Function (ECRF), Location
Validation Function (LVF), Border Control Function (BCF), Bridge, Policy Store,
Logging services, and typical IP services such as Domain Name System (DNS)
and Dynamic Host Configuration Protocol (DHCP). The term NG911 Core
Services encompasses the services but does not include the network on is
they operate.
3.12. NG911 Equipment: Hardware equipment and peripherals needed to implement
and maintain NG9 11 services.
Public Safety Answering Point(PSAP): The public safety agency that receives
incoming 911 requests for assistance and dispatches appropriate public safety
agencies to respond to the requests in accordance with the State E91 1 plan.
Region: Refers to counties grouped by the Florida 911 Regional Map.
3.16. Regional Next Generation 911 project: A project in support of the NG91 1
interoperabilfty with at least two-thirds oft counties in a region with the
intention of achieving a NG911 statewide call routing capability in accordance
with Section 365.177, F.S.
Service contract., A written contract to perform, over a fixed period or for a specific
duration, duties relating to informal and technical services.
3.17. Warranty Contract: A written guarantee given to the purchaser of a new item by
the manufacturer or dealer, usually specifying that the manufacturer will make
any repairs or replace defective parts free of charge for a stated period.
Application and instructions for 911 Grant Programs,revised May 2023
W For 3A, incorporated by reference in Fla.Admin.Code R.60FFI-5.003 911 Grant Programs
4
1439
4. 911 Grant Programs Calendar
The E911 Board ill accept applicationstics in the Floridai ist ire
Register.
Action
Eligible entity submits Submission date(s) as
application published in the Florida
Administrative Register
E911 Board members evalu t VVithin two months of the
applications submission date
11 Board votes can Within three months oft e
applications o fund at regularly submission date
scheduled meeting
11-Board-sends notiiicaion
letterof awards approved or Within for months of the
denied for funding to the submission date
counties
Performance Period
County, group of counties or Two years from receipt of
regional implementation/ award notification
installation period-Two Year
Award
Regional NG91 1 Project®Five If at least 213 of the counties in
Year Award a region a ici ate, maximum
of five years
County grant conversion to a Up to three years from the
regional project ( -yr rant) original grant expiration to
...................
Initial database synchronization Two years from receipt of
(such s ALI, MSAG, andaward notification
Centerline)
Approved only with Regional
Database maintenance (such Projects
as ALI, MSAG, Centerline....)
Application and instructions for 911 Grant Programs,revised May 2023
Form 3A, incorporated y reference in Fla.Admin.Code R.SOFF1-5.003 911 Grant Programs
1440
5. General Conditions
Applications must be delivered to the following address:
State of Florida E911 Board
ATTN: E911 Board Administrative Staff
4030 135
Tallahassee, FL 32399-0950
Or electronically to 1 Boa �lectrion icG ra ine o ir
........... 1111. .........1 2! 9gy
Electronic receipt
5.1. The applicant shall provide Application Form it 1 through 14 and the
applicable procurement documents. The grant application package must be
postmarked or delivered on orbefore the submission date specified in the E911
Board notification of an E911 Grant Programs published in the Florida
Administrative Register. Failure to timely provide these documents will result in
a rejection of the grant application.
5.2. Pursuant to sections 365.172(6), 365.172(10), and 365.173(2) Florida Statutes,
grant funds must only be used fort following items/services: to upgrade or
replace 911 systems; to develop and maintain statewide or regional 9 11 routing;
geographic information and management information systems (GIS and MIS); to
develop and maintain Next-Generation 911 (NG91 1)services and equipment, and
remotely provided hosted 911 answering point call-taking equipment and network
services directly attributable to establishing and provisioning E911 or NG911
services. Warranty costs shall be calculated to account for only the first-year
warranty.
5.3. GIS grant funding will be limited once the county, group or region has achieved
the minimum 98% accuracy rate as identified in the NENA GIS Data Model.
Additional funding limitations for annual GIS database maintenance will be
limited as stated in Addendum 1.
5.4. Although a Next Generation 9 11 Regional Project can-be awarded for up to five
years, the cost shall be accounted for on a yearly basis.
5.5. The Board recommends for any Next Generation 911 (NG91 1) grant projects,
counties must certify in writing that the proposed systems are interoperable,with
existing or proposed bordering counties', regions', and/or adjacent state NG911
systems. Certification must also affirm compliance with current NENA NG911
standards or 11 certification programs established by federal programs. all
vendors for next generation 911 projects vendors certify in writing that it
systems are interoperable with bordering counties, regions, and adjacent state
lines, if applicable, consistent with current NENA NG911 standards.
Application and instructions for 911 Grant Programs,revised May 2023
W Forrn 3A, incorporated by reference in Fla.Admin.Code R.60FF1.5.003 911 Grant Programs
1441
5.6. Only the percentage of service and equipment directly attributable to provisioning
of 911 services is eligible.
5.7. All maintenance requests, within a single priority, for eligible services and
equipment shall be combined into a single application, including the breakdown
of line-item costs. See funding limitations insections 6.2.1
5.8. All grant applications shall be accompanied by at least one complete quote for
equipment or services.
5.8.1. Grant applications totaling $35,000.00 or more must be accompanied
by at least two written substantiated quotes from different vendors.
Complete quote submittals shall include a detailed scope of work, all
pages included in the vendor proposal, breakdown of all costs, including
equipment, service tasks, and deliverables. Any county that has made
a good faith effort to obtain at least two quotes in accordance with the
competitive procurement process in 287.057(1), Florida Statutes, and
has not been able to obtain the quotes can request E911 Board review
based on substantiated proof of posting of the request with
documentation oft limited responses subject tote following
exceptions:
a) When purchasing from a DIVIS State Term Contract or DIVIS
authorized Alternate Contract Source, the county shall follow the
DIVIS State Purchasing ordering instructions and their county
procurement rules and policies. Counties shall provide vendor
contract number with the grant application. Should the DIVIS State
Purchasing ordering instructions and their county procurement rules
and policies conflict, the county procurement rules and policies shall
prevail,
b) When purchasing from an Alternate Contract Source that has not
been approved by DIVIS State Purchasing, the county shall follow
their county procurement rules and policies, with provision of a letter
from the county's purchasing department.
c) Services or commodities provided by governmental entities do not
require more than one quote.
d) The county, group of counties, or region can initiate a request for
approval to procure from a single-source vendor. These will be
considered on a case-by-case basis. Justification for single-source
procurement shall be provided with the application, which shall
include a costs analysis that reviews the alto wability, necessity and
reasonableness of all cost elements. The single-source procurement
will be considered if provided in accordance with chapter 287, Florida
Statutes. A letter from the applicable county's purchasing
department(s)that the project is a single-source procurement based
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A, incorporated by reference in Fla.Admin.Code R.60FF1-5,003 911 Grant Programs
7
1442
on section 287.057(3)(c), Florida Statutes, shall be provided with this
grant application.
5.9. Applicants requesting items from different funding priorities should complete a
separate Budget Report (Rule 60FF1-5.0035(1), F.A.C) for each priority. See
Addendum 2 - Funding Priorities fort 911 Grant Programs, for a listing of
funding priorities. Items from the same funding priorities should be combined in
the same Budget Report and shall comply with General Conditions, item 5.9.
An individual county application must include:
5.10.1. A detailed description of line item and cost. This would include the
it model, or version. Additional information requests shall be made
for more clarification, as needed.
5.10.2. If possible, software service/maintenance dates.
5.10.3. Budget Report.
5.10.4. Most current Form 6A in Rule 60FFI-5.006(2), F.A.0 The form can be
submitted during the annual collection of county fiscal data for the
annual report or with the grant application.
5.11. Should a region or a group of counties apply for a grant, the following additional
information needs to be provided:
5.11.1. A summary of the costs fort entire region or group of counties
detailing the following:
a) Total amount of funds being requested.
b) The scope of work (SOW) that clearly establishes the tasks and
deliverables being performed for the successful completion of the
project. All deliverables must be directly related to the SOW and
include information on how the region will be interoperable.
c) Single source documentation if applicable.
d) All individual county application(s), see requirements in 5.11.
memorandum of understanding (MOU) or an inter-local agreement from all
counties involved must be completed within 3 months of E91 1 Board award.
5.13. Funding application requests must include a scope of work that establishes the
tasks and deliverables to be performed. The applications all include all tasks
that are required fort successful completion oft project. The project shall
be divided into quantifiable units of deliverables that shall be received and
accepted in writing by the county, group of counties, or region before payment.
Each deliverable must be directly related tot scope of work and must specify
the required minimum level of service to be performed and the criteria for
evaluating the successful completion of each deliverable.
Application and instructions for 911 Grant Programs,revised May 2023
W For 3A,incorporated by reference in Fla.Admin.Code R.60FF1-5.003 911 Grant Programs
1443
Funding application requests must include all necessary costs required for full
implementation of the proposed solution including that of any third party. Should
the county, group of counties or region grant application request or grant award
be less than the projected cost oft equipment or service, the county, group of
counties or region should provide verification of the ability to fund the difference.
Pricing submitted cannot be contingent upon "yet to be" determined fees for
products and services by the proposer or any other third party required for
implementation.
5.15. The county shall provide information on the county's preceding year E911 fee
revenue amount and the preceding year's carryforward amount. Use Form 6A in
Rule 60FFI-5. !Q§2),F.A.C. for this purpose. The form can be submitted
during the annual collection of county fiscal data for the annual report or with the
grant application.
5.16. A state grant award may be limited by the carry forward balance.
Detailed information is required for any grant application requesting funding for
systems that require immediate system replacement for provisioning of
enhanced 911 in the county, group of counties, or region. Include detailed
justification and explanation for any 911 system with an expected remaining life
of less than one year.
Funding application requests contingent upon "beta testing" or products and
services not in general production and installation will not be funded.
6. Guidelines for 911 Grant Expenses
6.1. The following expenses will not be funded through grant award:
6.1.1. Salaries and associated expenses for 911 coordinators, call takers, or
other 911 personnel
6.1.2. Wireline database costs
6.1.3. Vehicle expenses
6.2. Funding limitations are specified on the following items:
6.2.1. Hosted 911 answering point call-taking equipment and network
services, recurring network and circuit costs, equipment maintenance
and warranty costs will not be funded for more than the first-year
implementation period.
6.2.1.1 Service contracts for Next Generation 911 Regional Projects n4ay
can be approved for up to 5 years on a case-by-case basis. Ongoing
cyberse curl ty maintenance may be approved on an annual basis.
6.2.2. Grant funding shall be limited (per grant cycle) to eligible expenditures
for one PSAP per county, either one primary or one secondary PSAP.
Counties with only one PSAP with no other primary or secondary
Application and instructions for 911 Grant Programs,revised May 2023
W For 3 , incorporated by reference in Fla.Admin.Code R.60FF1-5.003 911 Grant Programs
1444
PSAPs, may be eligible for grant funding for one backup PSAP. Geo-
diverse systems may be considered one PSAP for the purpose of grant
funding.
6.2.3. Except for NGCS, selective router equipment costs are limited to a
primary PSAP system.
6.2.4. Training cost funding is limited to the new system and equipment
training.
6.2.5. The allowable grant funding for travel expenses is limited to the
authorized amounts established in Section 112.061, Florida Statutes,
and the Department of Financial Services Guidelines for State
Expenditures.
7. Approval and Award
7.1. The E91 1 Board will review each application for compliance with the
requirements of terms and conditions.
7.2. DMS grant-agreements shall be signed by an authorized signatory authority for
the county after the grant is approved.
7.3. Grant awards will be withheld for any county, group of counties, or region that
has a grant with a past-due quarterly report or past-due final documentation and
closeout of previous E911 Board grant awards. Grant awards are eligible to be
withheld if the county, group of counties, or region is not in compliance with Board
reporting requirements.
7.4. Applications will be awarded based upon the priorities set by the E911 Board as
listed in Addendum I - Funding Priorities for the 911 Grant Programs.
7.5. The E911 Board will adjust the amount awarded to a county, group of counties,
or region based upon the availability of funds, the reasonableness of the cost of
requested items, published quotes, increased effectiveness of grant funds,
minimum system requirements for performing the needed E911 function as
specified in section 365.173(2)(g)l.,2., and 3., Florida Statutes, E91 1 State Plan,
or documented factors provided in the grant application submission. NG911
network systems should include a comparative presentation of network
alternatives, including applicable LEC, CLEC, County, group of counties or
region, and State alternatives. All stepped pricing should be thoroughly
explained, including the corresponding benefits for the county, group of counties
or region, and the E91 I Board.
8. Financial and Administrative Requirements
8.1. Grant funds are provided on a cost-rei mb u rsement basis.
8.2. Each grantee shall submit reimbursement claims to the E911 Board as needed;
however, each county is limited to only a single claim request per grant, per
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A, incorporated by reference in Fla.Ad min.Code R.6OFF1-5.003 911 Grant Programs
10
1445
month. Receipt of reimbursement funds from the E911 Board is contingent on
the timely and accurate submittal of funding requests. Requests for
reimbursement of expenditures must be submitted on the approved Financial
Reimbursement of Expenditures Form in Rule 60FF1-5.0035(4), F.A.C.
Incomplete claim forms or claims not submitted on the correct form cannot be
processed and will be returned for corrections. Submit only for the amounts in
each budget category in is you have incurred expenditures. Incomplete
reimbursement requests will be returned after 14 days if no updates are received
from the county.
8.3. Upon written request and with documentation justifying the need, a progress
disbursement shall-be considered with a completed Financial Reimbursement of
Expenditures Form in Rule 6OFFI-5.0036(4), F.A.C., itemized purchase order,
and vendor itemized invoice. All items must comply with the Florida Department
of Financial Services (DFS) Reference Guide for State Expenditures. Within 45
days of receipt of funding, the grantee shall submit verification of vendor
payment. Abuse of this policy will lead to denial of future payment.
8.4. Reimbursement claims shall include only expenditures related tot specific
grant and include purchase orders, itemized invoices, and proof of successful
payment to the vendor. The reimbursement request must match the scope of
work and budget proposed in the grant applications to include the quote provided
with the application. Grants that include costs defined by a set number of work
hours dedicated to a project must include additional documents as requested by
DIVIS staff. All items must comply with the DFS Reference Guide for State
Expenditures.
8.5. To assure prompt processing, complete reimbursement claims should be
e-rainedto: E 9 lillBoar,dElllectiii-,oiinillicGraiintlll:"lpiirtrirlc.-'EDdii�n- '111 --
8.6. Grant funds can only be expended between the beginning and end dates of the
grant term, unless the E911 Board authorizes an extension. Request for
reimbursements may be submitted up to 120 days after the end of the grant term.
8.7. It is the county responsibility to maintain the property, equipment, ors iss in
accordance with the scope of work. If a sale or transfer of such property or
equipment occurs within five years after a grant ends, funds must be returned to
the E911 Board on a pro-rata basis. If the equipment costs over$5,000, a county,
group of counties, or region must maintain it on an inventory forfive years unless
the it becomes obsolete.
8.8. If a grantee terminates a contract for prepaid services, the unused portion must
be returned tot E911 Board on a pro-rata basis-
8.9. The grantee agrees that any improvement, expansion, or other effect brought
about in whole or part by grant funds will be maintained until the system or
equipment becomes obsolete (on average five years).
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A, incorporated by reference in Fla.Admin.Code R. SOFFI-5.003 911 Grant Programs
11
1446
8.10. If a grantee materially it to comply with any term of an award, the Board shall
take one or more oft following actions, as appropriate in the circumstances:
Withhold grant payments pending grantee correction of the deficiency.
Disapprove all or part oft cost oft activity or action not in compliance.
Suspend or terminate the current award for the grantee's project.
Suspend or deny future grant awards.
8.11. The Board will provide the grantee an opportunity for a hearing, appeal, or other
administrative proceeding to is the grantee is entitled under Florida Statutes.
8.12. When a grantee wants to terminate a grant award or portion thereof, the grantee
shall provide written notification to the E91 1 Board, detailing the reasons for such
termination, the effective date, and the release of allocated funds. The Board will
then consider the request.
8.13. Proof of payment and deliverables, met in accordance with the DFS Reference
Guide for State Expenditures, shall be provided by the grantee. When the
information is unclear, additional documentation to confirm the information
provided will be requested by Board staff.
9. Grant Reporting Procedures
9.1. Grantees will be required to submit:
9.1.1. Quarterly Status Report in Rule 60FF1-5.0035(2), F.A.C.
9.1.2. Reporting will in at the conclusion oft first full quarter after the
award. The report periods will end on March 31, June 30, September
30, and December 31 of each year. Reports are due within 30 days of
the ending report period.
9.1.3. The Quarterly Status Report shall inform the E911 Board of significant
impacts on grant-supported activities and provide a summary of
completed tasks/deliverables. Significant impacts include project status
developments affecting time schedules and objectives, anticipated
to costs, or producing beneficial results in addition to those originally
planned. Additionally, problems, delays, or adverse conditions that will
materially impair the ability to meet the timely completion oft award
must be reported. The disclosure must include a statement of the action
taken or contemplated and any assistance needed to resolve the
situation.
9.1.4. Final Reporting:
9.1.6. Upon receipt of final reimbursement from DFS, a final Quarterly Status
Report, in Rule 6OFF1-5.0035(2), F.A.C, shall be submitted based on
the same reporting requirements described in grant reporting it 9.1
Application and instructions for 911 Gr-ant Programs,revised May 2023
W Form 3A,incorporated by reference in Fla. in.Code R.6OFFI-5.003 911 Grant Programs
12
1447
9.1.6. Final fqpqrtln shall be submitted within 90 days of project completion.
The "Final Report" box on the Quarterly Status Report, shall be marked
and include your project completion date. Grants that were for
equipment installation should include date of final acceptance and start
of warranty period. Service grants should include the date service was
started.
9.17. Final document submission and closeout of a grant does not affect the
E911 Board's right to disallow costs and recover funds based on an
audit or financial review. The county shall remain obligated to return any
funds expended that do not comply with the terms and conditions of the
grant award.
9.1.8. The counties must provide DIVIS with a copy of the Comprehensive
Annual Financial Report(CAFR),consistent with section 218.32 Florida
Statutes, no later than August 1.
9.2. All reports, associated information, and final reporting documents should be e-
mailed to:
�ll:" ,l�l1lBoai��dElectroiinicGii�- irt p.2! Eqli
..........................................................................................................................................................a.r.1 I R-e..... 1EA.2y
10. Change Requests
10.1. Change requests shall be submitted prior to deviation from any awarded grant
application. No changes or departures from the original request are authorized
unless approved in writing by the E911 Board. Such requests shall be
submitted using the Change Request Form in Rule 60FFl-5.0035(3), FA.C.
10.2. Prior to a county signing a contract with a different vendor from the original
vendor stated in the grant application, the county, group of counties, or region
must request a grant change on the Change Request Form in Rule 60FF1-
5.0035(3), F.A.C, and include an itemized quote and a copy of the new
contract.
10.3. Time extension requests will not be granted unless the county has executed a
contract fort grant equipment and services or demonstrates good cause for
failure to execute a contract within one year of the award. Good cause
documentation shall include a new project timeline schedule,
10-4. Time extensions shall be limited to a maximum of one additional year if
approved by the E911 Board.
10.5. Conversion from a two-year grant to a five-year grant will add three
additional years from the grant's original expiration date.
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A,incorporated by reference in Fla.Admin.Code R.6OFFI-5.003 911 Grant Programs
13
1448
Change requests must be submitted10 businessprior to a Boardmeeting
t0 be reviewed. Late iions will be reviewed t 911
Board meeting.
10.6. The Change Request Form and associated information should ailed to
E911 ,
Application and instructions for 911 Grant Programs,revised May 2023
Form , incorporated by reference in Fla.Ad in.Code R.6 FF1 03 911 Grant Programs
1
1449
Application
County Monroe
.............................................................................................................................................................................................
Total Amount Requested.- $178,682.75
Project Title: Equature Partnership Renewal for Geo-Diverse
Recording System
..............-- _................___.......................................................................................................................................................................................
1. Chair, Board of County Commissioners: Craig Cates, Mayor
Mailing Address: 500 Whitehead St-
............................................................................ ...........
Suite 102
................................................................................................................................................................................................ ...............................
City: Key West
.........................................................................................................................................................................................
State.- Florida Zip: 33040
------------
Phone: ( 305 292-3440 Fax- NIA
......................... ................
Email Address: Boccdisl Qrnoiniroecounty fl.gov
2. County, 911 Coordinator: Laura White
Mailing Address: 2945 Overseas IHwy
........................................I................................................................................. ...................................
City: Marathon
------------------
State: Florida Zip". 33050
305 289-6035 Fax,. N/A
Phone.
Email Address: �whfteCNI,_(ey_ss_o.-net ..................................
3. Federal Tax ID Number: 59-6000463
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A,incorporated by reference in Fla.Ad in.Code R.6OFFI-5.003 911 Grant Programs
15
1450
4. County information
Number o S s
Number of Call-takingPositions per SA -6; S-2
A (s) in which grant funding ill apply. S, PK
Financial _2
5. Information
as What are the current annual costs for your 11 syse . circuits, customer
records.hardware and software, etc.) not including i to ance?
$1049
923.32
b. What are e current annual costs for maintenance of items included in 5 ?
C. Total amount of 911 fee revenue received in the preceding year. This does not
include any special disbursement, Rural County supplements or training
disbursements,
$471,869.53
. Total amount of county carry-forward fun i retained in the preceding fiscal year.
$0
e. Total-amount of county carry forward funding your county currently has accrued.?
0
f. Two-year maximum calculated amount for applied carry forward funding. (2 times the
amount calculated on your Form 6A, item 9, in rule 60FF1-5.006)
$0
g. Subtract the amount in 5f from the amount in 5e.
0
h. If the amount in 5g is greater than zero, insert that number in the Budget Report as
"carry forward funds applied."
$0
Application and instructions for 911 Grant Programs,revised May 2023
Form 3A, incorporated by reference in Fla.Admin.code R.60 F1-&003 911 Grant Programs
1
1451
6. Describe your county's existing 911 system. Include specific information on
existing system equipment upgrades and when the installation of this
equipment was completed. Please include the PSAP(s) that the grant will be
implemented at to include the type of PSAP(s), primary system, and number of
position seats. Please state if this is a part of a group or regional project and
how you will be interoperable.
Monroe County's existing 911 system was installed in 2014. The existing Equature
recorders were installed simultaneously with the upgrade in 2014. The proposed project
to upgrade existing, aging Equature recorders at IVICSO, PK, and KWPD and will replace
aging, end-of-life, 911 Revcord recorder at ORPS and consolidate into one Geo-Diverse
recording solution county wide.
7. Describe the scope of work for the proposed project including any goal(s) and
objectives. Include the tasks to be performed as part of the project. Provide
scope of work in quantifiable units of dellverables that shall be received and
® For each deliverable specify the required minimum level of service
to be performed and the criteria for evaluating the successful completion of
each deliverable. For any scope of work that includes milestones, please
describe in detail what deliverables. are expected to be provided in each
milestone.
Attached to this Grant Application as Attachment 2 is the Equature Scope of Work/Letter
of Interest quote for this project.
Proposed project To upgrade existing, aging Equature recorders at MCSO, PK and
KWP`D and replace aging, end-of-life, Revcord recorder at ORPS to provide one Geo-
Diverse recording solution county wide.
Proposed Project Milestones:
Contract Signage: TBD
Project Kickoff: 3/4/2024
Shipment of Equature equipment: 316/2024-3/20/2024
Equipment Installation: 4/9/2024-4/20/2024
Equature Training. 4/15/2024-4/20/2024
Cutover ton Recorder- 4/1512024-4/20/2024
Post-Cut training: 4/15/2024-4/20/2024
Customer Acceptance: TBD
Completion: TBD
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A,incorporated by reference in Fla. in.Code R.SOFFI-5.003 911 Grant Programs
17
1452
Proposed Project Payment Milestones:
Physical Equipment Delivered 50%
Site Training Onsite &Online Included
Installation Completion 40%
Admin Training, Acceptance Testing
& Final Signoff 10%
8. Justification of the need for the proposed project. Provide detailed information
on the existing systems/components that need replacement. Document the
condition with details to justify any system with an expected lifespan of less
than one year. Each component on the system, (L.g. memory, hardware, size
of drives), updates of software and/or replacement versions needed,
standaI one equipment, and additional upgrades finclude UPS1 must be listed
in the requests.
The in Monroe County 911 Equature and Revcord loggers have reached End-of Life
and need to be replaced. The Revcord logger at Ocean Reef continues to work but is no
longer eligible for maintenance support due tothe age of the recorder, as determined by
the Manufacturer. The Revcord recorder that we tried to move from its location at the
EOC failed when it was moved and at that time the Reseller and Revcord were in a
dispute and it could not be repaired. The Equature system has continued to work and
be maintained but it is also reaching end of life. It was installed in 2014 and will shortly
be 10 years old.
(5)five different vendors were contacted and their product quotes were reviewed.
Equature is the current 911 recording system for MCSO and KVVPD, the county's 2
Primary 911 PSAP'. Additionally, it provides GSA pricing. Because it is our present
vendor and provides GSA Pricing, no other quote is required. This decision is the
culmination of the lengthy discernment process to provide all of the stakeholders, with
the best possible 911 Recording system for Monroe County.
9. Describe why your county, group of counties or region will not be able to
complete this project without this grant funding.
Monroe County is requesting state grant funds due to the county's limited available
funding. The loss of substantial income from the decrease in the 911 Fee to (.40) cents
has over time, significantly diminished our income and affected the County's ability to
purchase the necessary 911 equipment to provide the Next Gen 911 service that our
residents and visitors expect and deserve.
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A, incorporated by reference in Fla.Admin.Code R.SOFFI-5.00 911 Grant Programs
18
1453
Because of the decrease, Monroe County does not have any available Carry Forward
Funds to Offset the overall system costs.
This grant program is our best hope to improve and upgrade our equipment in a timely
manner.
10. Describe the required steps with an anticipated time schedule which includes
procurement and payment milestones and a total project completion date.
Proposed Project Milestones:
Contract Signage: TBD
Project Kickoff. 3/4/2024
Shipment of Equature equipment: 3/6/2024-3/20/2024
Equipment Installation: 4/9/2024-4/20/2024
Equature Training: 4/15/2024-4/20/2024
Cutover to new Recorder- 4/15/2024-4/20/2024
Post-Cut training: 4/15/2024-4/20/2024
Customer Acceptance: TBD
Completion: 4/20/2024
Proposed Project Payment Milestones:
Physical Equipment Delivered 50%
Site Training Onsite &Online Included
Installation Completion 40%
Admin Training, Acceptance Testing
& Final Signoff 10%
11. If applicable, sole source justification must meet the state procurement
guidelines and chapter 287.057(3)1, F.S.
(5)five different vendors were contacted and their product quotes were reviewed.
Equature is the current 911 recording system for MCSO and KWPD, the county's 2
Primary 911 PSAP'. Additionally, it provides GSA pricing. Because it is our present
vendor and provides GSA Pricing, no other quote is required.
However, attached are 2 other quotes from Replay and Eventide.
Replay is provided as ATTACHMENT 3
ATT-EVENTIDE is provided as ATTACHMENT 4
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A,incorporated by reference in Fla. in.Code R.60FF1-SA03 911 Grant Programs
19
1454
12. If applicable, please include your previous service dates for any maintenance
or support services.
2014—Current Support and Maintenance for the 911 voice logger recorders is
provided by Equature.
13.Assurances
ACCEPTAN!q��� II rant ee accepts all grant to and
conditions. Grantee understands that grants are contingent upon the availability of funds.
DISCLAIMER: The grantee certifies that the facts and information contained in this
application and any attached documents are true and correct. If this requirement is
violated, the grantee is subject to revocation of the grant and return of all grant funds and
interest accrued (if any), pursuant to the E911 Board authority and any other remedy
provided by law.
NOTIFICATION,QF AWARDS: The grantee understands and accepts that the notice of
award will be advertised on the Florida E911 website.
MAINTENANCE OF IMPROVEMENT AND EXPANSION: The grantee agrees that any
improvement, expansion or other effect brought about in whole or part by grant funds will
be maintained. No substantial changes or departures from the original proposal shall be
permitted unless the E911 Board gives prior written authorization, Any unauthorized
change will necessitate the return of grant funds, and accrued interest(if any)tot E91 I
Board.
The county certifies that all applicable state procurement ruiestp roc edures have been met.
Failure to use grant funds as represented jeopardizes the grantee's eligibility to be
considered for future funding.
14.Authority
I hereby affi authorit d r onsibility fort use of funds requested.
S �TU 0 OF I
IGNATUR —CHAIR, BOARD OF COUNTY COMMISSIONERS DATE
OR COUNTY MANGER/ADMINISTRATOR MONROE COU"ATTORNE"OPME
APPROVED AS'TO FORM
Craig Cates iiE rMT.cduMyATToRNEv
P
-2 -2023 rinted Name DATE: 9
Itest: Kevin Madok, Clerk
Mayor
By:
—Vs*Dep ty"Cle k—
'Rgfthal Signatures if Applicable (add additional lines if needed)
LL cj
Application and instructlons for 911 Grant Programs,revised May 2023
W Foxi—M 3A, incorporated by reference In Fla. in.Code R.60FFI-5.003 911 Grant Programs
Z 20
1455
911 Grant,Program
Agpendix 1: Authori n i r f 11 i h t rS.
NO requests for funding will be acknowledged for any items not specified in Section
365.172, Florida Statutes, Emergency communication number"E91 I"; paragraph (10)
(shown below).
Section 365.172 (10), Florida Statutes: AUTHORIZED EXPENDITURES OF E91 1 FEE. —
(a) For purposes of this section, E91 1 service includes the functions of database
management,call taking, location verification, and call transfer. Department of Health certification,
recertification, and training costs for 911 publics fty telecommunications, including dispatching,
are functions of 911 services.
(b) All costs directly attributable to the establishment or provision of E91 I service and
contracting for E911 services are eligible for expenditure of moneys derived from imposition of
the fee authorized by subsections (8) and (9). These costs include the acquisition,
implementation, and maintenance of Public Safety Answering Point(PSAP)equipment and E911
service features, as defined in the providers' published schedules or the acquisition, installation,
and maintenance of other E911 equipment, including circuits; call answering equipment; call
transfer equipment; ANI or ALI controllers; ANI or ALI displays; station instruments; E91 1
telecommunications systems; visual call information and storage devices; recording equipment,-
telephone devices and other equipment for the hearing impaired used in the E91 I system.- PSAP
backup power systems; consoles; automatic call distributors, and interfaces, including hardware
and software, for computer-aided dispatch (CAD) systems; integrated CAD systems for that
portion of the systems used for E911 call taking; GIS system and software equipment and
information displays;_network clocks; salary and associated expenses for E91 1 call takers for that
portion of their time spent taking and transferring E911 calls, salary, and associated expenses for
a county, group of counties or region to employ a full-time equivalent E911 coordinator position
and a full-time equivalent mapping or geographical data position, and technical system
maintenance, database, and administration personnel for the portion of their time spent
administrating the E911 system; emergency medical, fire, and low enforcement pre arrival
instruction are; charts and training costs;_training costs for PSAP call takers, supervisors,
and managers in the proper methods and techniques used in taking and transferring E911 calls,
costs to train and educate PSAP employees regarding E911 service or E911 equipment, including
fees collected by the Department of Health for the certification and recertification of 911 public
safety Telecom mu nicator's as required under s. 401.465; and expenses required to develop and
maintain all information, including ALI and ANI databases and other information source
repositories, necessary to properly inform call takers as to location address, type of emergency,
and other information directly relevant to the E91 1 call-taking and transferring function. Moneys
derived from the fee may also be used for next-generation E911 network services, next-
generation E911 database services, next-generation E911 equipment, and wireless E911 routing
system(c) The moneys should not be used to pay for any it not listed in this subsection,
including, but not limited to, any capital or operational costs for emergency responses. Even any
which occur after the call transfer to the responding public safety entity and the costs for
constructing, leasing, maintaining, or renovating buildings, except for those building modifications
necessary to maintain the security and environmental integrity of the PSAP and E911 equipment
rooms.
Application and instructions for 911 Grant Programs,revised May 2023
W For 3A,incorporated by reference in Fla.Admin.Code R.60FF1-5-003 911 Grant Programs
21
1456
911........." Taint Pr �a
ni 119 lri a ctinal
^�--
�f� rr r
��� Algdew
r`'6MWn
r
N�Ytlfl
`tdw®
P]buc
Iwkm S-W
Florida 9 11 Regional MapHottrvetlo�nrver
Pduc
I
O
Region I y ," Pensacola Nil
� Palt
Region -Tallahassee Id-
Region
3-Jacksonville N `
Region 4-Tampa ` I.
9 Region 5 Orlando
Region 6-r=t. Myers I�
Region 7-Miami
Updated April 19,2023
Application and instructions for 911 Grant Programs,revised May 2023
W Form A,incorporated by referencein Fla.Admin.Code R.60FFI-5.003 911 Grant Programs
22
1457
I.E.2.1 I Grant Il .M.0i
Addendum 2 : FgDdin Priorities
2_
The criteria for determining acceptability for disbursement of funds from the state of
Florida 911 Grant Programs will be made on a PRIORITY basis. Regional 911 system
project requests related to systems and equipment will be considered the highest priority
within each priority category. If you do not see your specific 911 project listed, you are
still eligible to receive funding and can apply.
® Prepaid and Wireless Funding Priorities
PRIORITY 1: Primary and Secondary PSAP systems that require immediate
system replacement to provision enhanced 911 status or when the expected
remaining life oft system is less than one year,
PRIORITY 2: Development and maintenance of 911 routing statewide,
geographic, and management information systems.
A) Statewide routing system
B) Regional, as an incremental step towards systems statewide
1. GIS Repository
2. NGCS
3, Map Display and Services
4. Management information systems and services
C) GIS Services required for the delivery of a call
I a upport-assisting counties in meeting the 98%
NENA GIS Data minimum standards
® Creation of the required layers of the NENA GIS Data model!
3. GIS Maintenance Tools-this includes software or software as
a service
D) Management Information System and services
E) Cybersecurity
1. Cybersecurity assessments
2. Cybersecurity hardware and software
3 Ongoing cybersecurity maintenance
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A,incorporated by reference in Fla. in.Code R.60FF1-5.003 911 Grant Programs
23
1458
PRIORITY 3: 1 ale ntand maintain next generation 911 services and
equipment.
PRIORITY 4- Mapping system and services necessary for provisioning
Geographic Information Systems (GIS). This includes the following, listed in
order of funding priority:
A) Map System Equipment- map generation hardware and software
licensing are limited to components for two stations.
B) GIS Centerline point generation and map accuracy systems
C) Synchronization of GIS data and databases that support location
repositories to meet a minimum 98%data accuracy for ospatial call routing,
D) Map display and services
PRIORITY 5: Develop and maintain Next Generation 911 services and equipment.
A) Next Generation 911 Equipment and Emergency Services IP based
network
B) Next Generation Core Services
PRIORITY 6: Systems that require new or replacement of critical or necessary
hardware or software. This includes the following back-up PSAP's system
equipment, listed in order of funding priority A-H:
A) Hardware and software for communications or terminal equipment
located at a PSAP for 911 call processing, ANI and ALI display, and call
answering.
B) Map Display Equipment
C) Logging Equipment
D) Lightning Protection Equipment
E) Uninterruptible Power Supply system and or Generator Equipment
F) County, group of counties or region Standalone ALI Database Equipment
G) 911 Call Taker Position Equipment
H) Net clock
PRIORITY 7: GIS sub-addressing projects
PRIORITY 8: Aerial Photography, Overhead (Nadir) I Imaging
PRIORITY 9: Infrastructure cabling and building entrance buildout cost.
PRIORITY 10: 911 Call taker workstation console/furniture (the portion related to
911 operation)
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A, incorporated by reference in Fla. in.Code R.60FF1-5.003 911 Grant Programs
24
1459
----I- ....................
1 Provide the following layers: Road Centerlines, Site/Structure Address Points, PA P Boundary,
Emergency Service Boundary(This MUST include Law, Fire, and Emergency Service(EMS)as separate
layers)and the Provisioning Boundary
Application and instructions for 911 Grant Programs,revised May 2023
W Form 3A, incorporated by reference in Fla.Ad in.Code R.6OFFI-5.003 911 Grant Programs
25
1460
ATTACHMENT 1
Equature
unm�
Monroe County Sheriff's Office
Partnership Reniewal
SCOPE
SCOPE-OF-WORK
Quote. 7- 01
I '
zach Nagel
Florida Public Safety Specialist
e(24 35 - 60
( 6) 5 - 68
F:(2 8)569-65 7
zVogeloaquaturexom
Price Schedule: GSA- REF
As the rnarsufacturer,Equature certifies that the prior,pravided n quote rumber 202304-184a is equal
to or less than the ptkihg as listed in®ur GSA Sate dwe Connect user to the;evicting partneMip faith
.CS.O.deis system upgrade may qualify as We Source pn curerrrert.
�quature will work directly with the M.C.&0 to cieveicrp the specificetaryr p:an as desired tne
couety. A MOMENT I
Eq�lattare 1
BUILT TO �J1
1462
Equatu -�
��0����y�4� K���������� �����_ ��,���_����
~—~~. ~ ~-. ~ � Partner � �~� " ��� ~== °~~=~~°
Reg^ona8 Partners
Columbia County 911 Dispatch Communications Center, Florida
Contact:Thomas Brazil
386.758.1388/
Columbia County has been a valued and trusted partner of Equature since 2017. Despite its
comparably smaller size when compared to Monroe County' Columbia County has made
impressive strides by embracing cut1ing-edgeteohno|ogy' including the VIPER 911 systems
and the Motorola P25 Radio Network, putting them on par with larger counterparts.
At the heart of their commitment to excellence lies their dedicated dispatch team, whose
operational efficiency in further enhanced 6v our advanced {Iun|h»Assurance Platform. By
actively leveraging this platform, Columbia County has taken proactive steps tocontinuously
improve their dispatch processes, ensuring a swift and effective response to emergencies.
Greenville County Square Office of E9-1-1/ South Carolina
Contact: Rick Blackwell
864/467.5912/
Since 2019, Gquatune has proudly maintained antnong and fruitful partnership with Greenville
County, a standout in its commitment to cutting-edge technology and reliable emergency
services. Notably, Greenville shares some similarities with Monroe County, making it an
exceptional counterpart worth acknowledging.
One of Greenville County's remarkable strengths lies in its extensive Equature recording
architecture, strategically distributed across five locations to ensunageodivemity and
redundancy. This impressive setup guarantees a robust and resilient recording system,
bolstering their emergency response capabilities even in challenging situations.
While Greenville County may not currently utilize the Quality Assurance platform,their
dedication to maintaining a seamless recording process across the entire county is nothing
short of commendable. From the moment they joined as partners,they have upheld a track
record of consistent and dependable recording services.
BUILT �� ������� PUBLIC ��� Equatu� 2
m�m��� � � �� SERVE � ��m���m� ����� � �
1463
Sullivan>00
Eq u�a t u r
-1-1, Tennessee
Contact: Lesley Musick
423.262.7519/.„R' !,ii,:.!I. .�a �.,..�VGi u�cu°.tu°n' 1'1 cgjM
Sullivan County 911 Dispatch has been a valued partner of Equature since 2019. They share
similarities with the upcoming setup of Monroe County, utilizing Motorola MCC7500 radios for
communication and implementing a geodiverse and redundant recording infrastructure.
Sullivan County's efficient dispatch operations are supported by the Equature Quality
Assurance platform, complementing their existing Equature recorder.Additionally,they have
taken the proactive step of adding the Text-to-911 capture capability, enhancing their
emergency response capabilities.
OngoingProject Background
rtrhi
Equature is a direct manufacturer of recording solutions exclusively for use in mission critical
PSAP environments and works with 2,500 County, State, and Federal agencies. As the
manufacturer we control every step of the process from design and implementation to
maintenance and monitoring.
We have been the Emergency Communications Recording provider to the Monroe County
Sheriff's Office for over a decade and thus provide a full-service technology partnership for the
agency. As the County expands its operations and implements new technology, Equature was
asked to augment the existing recording solution to meet the new needs of the agency_
The existing Equature recording solution can be easily expanded to meet the new needs of the
County, all without requiring a forklift upgrade or the procurement of a newer model solution.
Scope of Work Understanding
Equature is currently working with MCSO personnel to design the best-fit recording solution
that meets the specific Technical. Operational and Financial needs of the agency. As we move
through the process we will be asking for input from members of the Technical, Operational
and Financial/Procurement teams to best tailor this solution accordingly. We have created a
preliminary Solution Design based on initial communications prior to any on-site walkthrough.
Equature will work directly with MCSO personnel and its technology vendors to finalize the
project approach and ensure the procurement process goes smoothly. The proposed solution
is designed to be flexible to allow for the simple expansion of recording capability and feature
enhancement. This includes the addition of the capture of Text-to-911.
MIX TO SERVE PUBLICSAFEW Equature
1464
,SC� Equature.
Thank you again for allowing Equature to be a trusted partner of the Monroe County Sheriffs
Office for the past 10 years, we are looking forward to continuing our partnership!
Solution
Technical Success
Equature has been providing the Monroe County Sheriff's Office with a full-service recording
partnership for the past decade and we work directly with the County's technical personnel
and other technology vendors. Equature has direct integrations with all communications
equipment present at the MCSO communications sites and partnerships with the
manufacturers. With the agency expanding its recording needs, Equature has created a plan
to augment the existing recording architecture to fit the needs of the agency now and in the
future.
The Equature recording solution will capture communications geo-diversely from PSAPs across
the county. The proposed solution will also give the County the option to include additional
geo-diverse redundancy,
Monroei
Geo-Diverse Emergency Communtcations Capture
Ocean-Roof
ion
P,=
92
Marathon
Key e
M
dP:iyfi,mill
The proposed solution provides remote and on-site capture hardware based on preference
and availability to create a redundant, geo-diverse recording network that meets NE NA i3
standards.
Equature 4
1465
Equature:a
Solution Overview
Operatioina� Success
As a current partner to the MCSO and direct manufacturer we are the only provider who will
create a seamless cutover to the new solution environment. This includes importing existing
data, including recordings, into the new equipment without requiring end users to re-learn an
entirely different software platform. This saves time and money not requiring system
re-training or the maintenance of old and new systems simultaneously.
The proposed solution will allow for the geo-diverse access for users across the County and
System Administrators the ability to create unique user permissions and access roles.
s`2. _ ._—_......_. .._,....m.,._..._ .-,...fir.
ra mm,me a ........_
m'rs nPol¢4.,x ,nl roa»m wmtv.0 b:5 C+6: •n> .,'..
p k,.� � n+N vM wm &b.a lmn rota
U[re � - .ww ula hnuw miz 'W
m..c.:.tsn.roa..wn ctr w.ux+.ruiw, r hT .m+ :m...sa.i'v.nrrxu,ro
r
f,t I 4 3. Mnpnx¢aw16fMYn. Mu wyx Bch .Y.wr:v ttwu r. ,., nxrnrmnx4 to-ntntmw.m.ww..+w
......_..,.....w...............
The proposed solution will allow for the geo-diverse access for users across the County and
System Administrators the ability to create unique user permissions and access roles. As the
new solution rolls out and new software becomes available, the County will be upgraded
throughout the duration of the agreement. The County will have the opportunity to add new
modules and functionality to the system that reach beyond the dispatch center.
Equature Connect brings live video and GPS from the caller to dispatchers and officers in the
field while Equature Live allows for dispatch communications to be heard from the patrol cars in
real time,
This includes future access to new features, modules and integrations without the need to ever
"forklift" upgrade the recording solution.
BUILT TO SERVE
PUBLICEquature 5
1466
Equature
Budgetary Plan
Financial Success
Working with Equature gives the Monroe County Sheriff's Office several distinct
advantages over the competition. While other recorders are sold through dealers and
middlemen, MCSO will work with Equature directly. This significantly cuts down up
front and recurring costs while giving the MCSO peace of mind of a full-service
recording partnership.
Our pricing is guaranteed and backed by the authority of many federal and state
contracts. This quote is guaranteed to meet or exceed pricing as outlined in the
schedule.
Equature works directly with other major equipment manufacturers such as Motorola,
to directly pass-through any associated costs. Equature never does this and is
committed to open, transparent pricing.
Another unique advantage of the Equature Full-Service Agreement, is financial
flexibility. Equature has outlined the costs associated with the multi-year agreement
below. These costs can be arranged into affordable annual payments, or paid up front
for additional savings. This makes budgeting much easier and straightforward. This is
especially helpful in situations where grants are involved.
Equature is committed to providing a truly customized agreement, down to the
payment milestones. We have provided pricing on the included forms, as well as
supplemental pricing information to further explain our advantages.
This solution has been presented to the Monroe County Sheriff's Office with the best
value and most flexible fee proposal available.
SERVE,BUILT TO PUBLIC SAIFETyEquature
1467
Equature
Monroe County Florida Price Breakdown Quote: #202307-2001
Defiverables GSA Cost per Unit Total GSA Cost
Marathon(Monroe County Sheriff's Office)
QLntp-��� $1LU2&2 S222M_ZB
2L21Zort Analoa Card* $�L�7.10 JaA94.20
L2kLE S3S3A.7.Q
Q21AaalaaYak&L== 122Z-92
21,M=rola P25 EaaddiigjlDilteacgra=ti2a-LLgnse via AIS* 12L.4-9980
060) $53= idLl2am
AIL9_0-00
LA�r�� S2792.98
$2,792.98 12_792 98
Plantation Key
MAdxaamd&=.di� $LUT_2
1
(218 Port Analog Card* 112aLM
ffl1AaW2aYQkLld==
J��ext- - 1�iUce�nse 166LM 11920M
JJL9�2.98 2222.98
i11CAD_f&pULmjj(&- = 12222M
Key West
L2L6-dv j6JLZ7.2&
1&2LLort Analo2 Card* JLL4�7.1 0 IM94.20
LIIA!226LLL;�� 12222-98
11LQAQ_C1Wx91== S2222.K
Ocean Reef
MAdyW���r M&27.28 112&65.96
21aZQ=A0akuL&Ed*_ 112 3".7
!C 1;---—
0dULW_-2LU_== kh10Q iii-M-00
LjJAhLVLLLLap=License, s2z222A
(1)CAULMIULQJ�i 2IZ2,91 2_7�92 98
GSA Total Cost: 1.4143-321L
One-Time Fees (Professional Services/installation): lz,�0_000
Applicable Discounts:
Total Investment Year 1:
$
Years 2-10 General Maintenance Agreement: S�E Z] ZZZL i a c
Ten Year Total Contract Investment. $451224JL
Cost includes hardwaire refresh at Year!). Hardware count�s included, licenses will be carKed over
�d_
BUILT TO SERVE PUBLIC SAFETy Equature 1
1468
E imm
...........q
0H. uature
Cost Breakdown
Equature has created the following budgetary plan based on the configurations of the
communications capture servers today with understanding the current and future
projects at MCSO. As requested, this table outlines the cost breakdown by
Radio/Telephony and Upfront Cost versus Annual Maintenance.
Key West Marathon Plantation Ocean Reef
911 elephony $21,29121 $33,135-00 $17,755.00 $12,250.22
Radio $0 $94,251.32 $0 $0
Installation 1,500 3,000 1,500 3,000
Total $21,291.21 $127,386.32 $17,755.00 $12,250.22
Maintenance Year 1 INCLUDED INCILUDED INCLUDED INCWDED
(911 Telephony/Radio)
Maintenance Year 2-5 per Year $3,571.27 $21,367.08 $2,978.13 $2,054.79
(911 Telephony/Radio) ($3,571.27/$0) ($5,557.88/$15,809.20) ($2,978.13/$0) ($2,054.79/$0) l
HARDWAREUPGRADE INCLUDED INCLUDED INCLUDED INCLUDED
Maintenance Year 6-10 per Year $3,571.27 $21,367.08 $2,978.1 ,054.79
(911 Telephony/Radio) ($3,571.27/$13) ($5,557-88/$15,80910) ($2,97813/$0 ($2,054.79/$0
*Motorola charges a$50,000 RNI fee,which may be applicable.
Year One Cost(countywide): $178,682.75
Yearly Maintenance (county wide,years 2-10): $29,971.27
Cost to Ocean Reef
can Reef
Hardware/Software INCLUDED
911 Recording INCLUDED
Administrative Telephony Capture $3,200
Year One Cost: $3,200
Yearly Maintenance(years 2-10): $534.27
BUILT TO SERVE, PUBLIC SAFETy Equature 7
1469
Equatur,
Equature Ten Year Plan
Equature has designed a ten-year plan in collaboration with the MCSO, to ensure its
needs are met now and in the future. This plan includes the update of all existing
recording hardware after Year 5, and guarantees a locked-in rate through the entire ten
years.
Based on our conversations with the MCSO staff, Equature has outlined estimated
future costs and enhancements.
SYSTEM OE COST (PER SERVER): $2,000.00
QUALrFY ASSURANCE PLATFORM: $10,500.00
AUTOMATED TRANSCRIPTIONPLATFORM: $21,250.00
CONNECT LIVE VIDEO-TO-911 PLATFORM: $16,500
m
Installation
Customizablei
Equature will be delivering a total of 4 high-performance servers to be strategically installed
across the county's 4 separate PSAP's. For a seamless implementation process, we have taken
into account the unique requirements of each location.
To ensure a smooth and timely installation, Ocean Reef will be prioritized with a dedicated
server installation before the other 3 locations. We understand the importance of a prompt
start to operations and will promptly engage with Monroe County upon contract acceptance.
Our proficient recording team will work closely with Monroe County to collaboratively devise
an optimal schedule for installation.
The recording team will directly engage with each of the 4 PSAP's, customizing and
coordinating an individualized installation plan for maximum efficiency. However, it is essential
to note that Ocean Reef's installation fee will be comparatively higher, compensating for an
additional trip by our skilled recording team to guarantee a seamless setup.
For Key West and Marathon, we are excited to elevate their capabilities by upgrading their
hardware to the new Advanced and Enterprise Recording Servers. At Marathon,the Enterprise
Recording Server will replace the existing recording server and efficiently take over the capture
of the Motorola MC7500 Talk groups. Similarly, Key West will experience an upgrade, with the
new Advanced Recording Server seamlessly replacing their existing hardware.
BUILT' T SEIRVE PUBLIC
W Equature 8
1470
-e:EqUatur
We are also going to introduce Plantation Key to our cutting-edge technology by providing
them with a new Advanced Recording Server. This new server will be expertly configured to
capture the positions of the site, ensuring enhanced performance and reliable data recording.
At Equature,we are committed to delivering top-notch solutions, tailored to meet the unique
needs of each client. Our dedicated recording team, coupled with our state-of-the-art servers,
will elevate Monroe County's emergency response capabilities to new heights.We look forward
to working hand-in-hand with Monroe County in implementing this transformative project
installation plan
r%
rr&"%Iect Man
1_1
Dates TBA
0 Monroe County Sherifrs Office -Project Plan Example 77 days?
1 Order Acknowledgement/Receive Purchase Order 0.25 days
1.1 Equature Account Representative Processes Agreement 0 days
1.2 Internal Project Review& Schedule Kickoff Meeting 2 hrs
2 Project Definition -Kick-Off and Assessment 0.38 days
2.1 Hold Kick-Off Meeting 1 hr
2.2 Setup On-going Communication Plan 0 hrs
2.3 Review Data Collection & Finalize Checklist Information 0.13 days
2.3.1 Review On-site General Pre-Installation Checklist 1 hr
2.3.2 Review Motorola Integration Pre-installation Checklist 1 hr
2.3.3 Review 911 Telephony VoIP Recording Pre-Installation Checklist I hr
2.3.4 Review CAD Integration Pre-Installation Checklist 1 hr
2.3.5 Review Screen Capture Pre-installation Checklist 1 hr
2.4 Develop/Review Responsibility Matrix (On-going) 1 hr
2.5 Develop Project Plan (On-going) 2 hrs
2.6 Evaluate Risk Assessment (On-going) 1 hr
3 Review Project Plan & Responsibility Matrix (Conference Call) 1 hr
4 Server Ordering, Shipping & Delivery 14 days
5 Production Build, Testing& Burn-in Phase 14 days
6 Checklist Review 0.76 days
6.1 Organize Site Surveys, Checklists &Vendor Timelines, 4 hrs
6.2 On-site Data Collection Review Meeting 2 hrs
BUILT TO SERVIE PUBLIC SAFETy Equature 9
1471
Equature
7 Finalize On-site Implementation Plans (Conference Call) 4.13 days
7.1 Confirmation of Timeline & Equipment Shipping I hr
7.2 Equature Equipment& Software Received 0 hrs
8 Implementation Preparation 1.38 days?
8.1 Review Sequence Plan(work with Monroe County Team to Ensure Process) 0.25 days
8.1.1 Ensure Space/Room for Equipment Installation .0.25 days
8.1.2 Review Physical Connections 0.25 days
8.1.3 Install Physical Equature Equipment 0.25 days
8.1.4 Finalize Configurations 0.25 days
8.1.5 or with Monroe County Personnel to Finalize Cutover Date 0.25 days
8.2 Arrange Travel Plans 0 days
8.3 to End User&Administrative Training Schedule(s) 1 hr
8.4 Organize Recorded Device list(s) 1 hr
8.5 Confirm Access Security Accounts 1 hr
8.6 Confirm On-site Vendor Requirements & Schedule 1 hr
8.7 Motorola AIS &VPM Configuration 1 hr?
8.8 Telephony Equipment Configuration 1 hr
8.9 Review On-site Implementation Plan (Conference Call) 0.25 days
8.1 Pre-installation Online Training 0.26 days
8.10.1 Register at Equature University 0 days
8.10.2 Viewpoint Basic Training 2 hrs
9 Marathon Primary Server Implementation 5.38 days
9.1 Connection Confirmation 0.31 days
9.1.1 Un-Pack, Organize&Mount Equipment 2 hrs
9.1.2 Connect KVM or Monitor, Keyboard & Mouse 0 hrs
9.1.3 Connect Power to Equipment 0 hrs
9.1.4 Connect to Customers LAN 0.5 hrs
9.1.5 Connect Analog 25-Pair Cable 2 hrs
9.1.6 Connect Motorola Fir wall 0.5 hrs
9.1.7 Connect Telephony IP Network(SPAN/Mirror) 0.5 hrs
9.1.8 Motorola Inventory Certification Due 1 hr
9.2 Software Configuration 0.13 days
9.2.1 Configure Devices to be Recorded 0 hrs
9.2.2 Configure CAD Data to be imported 0 hrs
9.2.3 Verify Users Accounts 1 hr
9.2.3 Configure the Motorola AIS Proxy Software I hr
9.2.4 Configure VIP Phones 1 hr
9.16 Config u re Text-to-9 11 1 hr
9.3 Client Workstation Configuration 0 days
9.3.1 to Viewpoint Shortcuts 0 hrs
Wt
Equature 10 ii r To SERVE PUBLIC SAF
1472
EqUature.
9.3.2 Validate User Authentication 0 hrs
9.3.3 Validate Browser Accessibility 0 hrs
9.4 Connection Points 0.38 days
9.4.1 Verify Analog Recording 0 hrs
9.4.3 Verify 911 ANIIALI Integration 1 hr
9.4.4 Verify Talkgroup Recording (Radio) 0 hrs
9.4.5 Verify Screen Recording I hr
9.4.6 Verify CAD Integration 1 hr
9.6 Quality Confirmation Testing 0.81 days
9.5.1 Documentation of Tie Points For Records 3 hrs
9.5.2 Quality Confirmation Phone Recording I hr
9.5.3 Quality Confirmation Radio Recording 1 hr
9.5.4 Quality Confirmation Screen/Desk-top Recording I hr
9.5.5 Quality Confirmation ANI/ALl Integration 1 hr
9.5.6 Quality Confirmation CAD Integration 1 hr
9.5.7 Label Recording Blocks 1 hr
9.5.8 Create As-Built Documentation 1 hr
10 Key West Server Implementation 5.38 days
10.1 Connection Confirmation 0.31 days
10.1.1 n-Pack, Organize& Mount Equipment 2 hrs
10.1.2 Connect KVM or Monitor, Keyboard & Mouse 0 hrs
10.1.3 Connect Power to Equipment 0 hrs
10.1.4 Connect to Customers LAN 0.5 hrs
10.1.5 Connect to Telephony IP Network(SPAN/Mirror) 0.5 hrs
10.1.6 Connect Analog 25-Pair Cable(s) 2 hrs
10.2 Software Configuration 0.66 days
10.2.1 Configure Analog Recorded Devices 0 hrs
10.2.3 Configure CAD Integration 0 hrs
10.2.5 Configure Text-to-911 1 hr
10.2.6 Verify Users Accounts 1 hr
10.3 Client Workstation Configuration 0 days
10.3.1 Setup Viewpoint Shortcuts 0 hrs
10.3.2 Validate User Authentication 0 hrs,
10.3.3 Validate Browser Accessibility 0 hrs
10.4 Connection Points 0.38 days
10A.1 Verify Analog Recording 0 hrs
10.4.3 Verify 911 ANI/ALI Integration 1 hr
10.4.5 Verify CAD Integration I hr
10.5 Quality Confirmation Testing 0.81 1 days
10.5.1 Documentation of Tie Points For Records 3 hrs
10.5.2 Quality Confirmation Phone Recording I hr
10.5.3 Quality Confirmation Radio Recording 1 hr
BUILT TO SERVE PUBLIC SAFETy Equature 11
1473
Equature
10.5.4 Quality Confirmation Screen/Desktop Screen/Desktop Recording 1 hr
10.5.5 Quality Confirmation ANI/ LI Integration 1 hr
10.5.E Quality Confirmation CAD Integration 1 hr
10.5.7 Label Recording Blocks 1 hr
10.5.8 Create As-Built Documentation 1 hr
1 Plantation Key Server Implementation 5.38
11.1 Connection Confirmation 0.31
11.1.1 U -Pack, Organize& Mount Equipment 2 hrs
11.1.2 Connect KVM or Monitor, Keyboard & Mouse 0 hrs
11.1.3 Connect Power to Equipment 0 hrs
11.1.4 Connect to Customers LAN 0.5 hrs
11.1.5 Connect to Telephony I P Network(SPAN/Mirror) 0.5 hrs
11.1.6 Connect Analog 5-Pair Cable(s) 2 hrs
11.2 Software Configurati
11. .1 Configure Analog RecordedDevices 0 hrs
11.2.2 Configure CAD Integration 0 hrs
11.2.3 Configure Te -o-911 1 hr
11.2.4 Verify Users Accounts 1 hr
1.3 Client Workstationonfi r do
11.3.1 Setup Viewpoint Shortcuts 0 hrs
11. .2 Validate User Authentication 0 hrs
11.3.3 Validate Browser Accessibility 0 hrs
11.4 Connection Pointsdays
11. .1 Verify Analog Recording 0 hrs
11.4.2 Verify 11 I/ALI Integration 1 hr
11. .3 Verify CAD Integration 1 hr
11.6 Quali Confirmation Testing 1 days
11. .1 Documentation of Tie Points For Records 3 hrs
11.5.2 Quality Confirmation Phone Recording 1 hr
11.5.3 Quality Confirmation Radio Recording 1 hr
11.5.3 QualityConfirmation Screen/Desktop Recording 1 hr
11.5.5 Quality Confirmation A I/ALI Integration 1 hr
11.5.6 QualityConfirmation CAD Integration 1 hr
11.5.7 Label Recording Blocks 1 hr
11.5.8 Create As-Built Documentation 1 hr
Server12 Ocean Reef Implementation
12.1 Connection Confirmation1 days
12.1.1 n-Pack, Organize&Mount Equipment 2 hrs
12.1.2 Connect KVM or Monitor, Keyboard & Mouse 0 hrs
12.1.3 Connect Power to Equipment 0 hrs
12.1.4 Connect to Customers LAN 0.5 hrs
12.1.5 Connect to Telephony IP Network(SPAN/Mirror) 6.5 hrs
BUILT TO SERVE PUBLIC SAFETy Equators 12
1474
of EqUature
12.1.6 Connect Analog 25-Pair Gable(s) 2 hrs
12.2 Software Configuration 0.56 days
12.2.1 Configure Analog Recorded Devices 0 hrs
12.2.2 Configure CAD Integration 0 hrs
12.2.3 Configure Text-to-911 1 hr
12.2.4 Verify Users Accounts 1 hr
12.3 Client Workstation Configuration 0 days
12.3.1 Setup Viewpoint Shortcuts 0 hrs
12-3.2 Validate User Authentication 0 hrs;
12.3.3 Validate Browser Accessibility 0 hrs
12.4 Connection Points 0.38 days
12.4.1 Verify Analog Recording 0 hrs
12.4.2 Verify 911 ANI/ALI Integration 1 hr
12.4.3 Verify CAD Integration 1 hr
12.6 Quality Confirmation Testing 0.81 days
12.5.1 Documentation of Tie Points For Records 3 hrs
12.5.2 Quality Confirmation Phone Recording I hr
12.5.3 Quality Confirmation Radio Recording 1 hr
12.5.4 Quality Confirmation Screen/Desktop Recording I hr
12.5.5 Quality Confirmation AN[/ALI Integration I hr
12.5.6 Quality Confirmation CAD Integration I hr
12.5.7 Label Recording Blocks 1 hr
12.5.8 Create As-Built Documentation 1 hr
%�ngoing PartnershiH
E.::.::.:QUATURE St)PPOR T SERVICES P1 111 OSOF'HY
Working with mission critical operations in public safety requires a 24x7 customer commitment
that goes beyond response — it must focus on execution. At Equature, we concentrate on
delivering customer support services that supply ongoing operational success tools and
interactive response engagement to help emergency organizations execute consistently. Our
dedicated support professionals deliver a broad range of advisement and assistance programs
to our customers to help them proactively manage their operational performance. Using a
layered customer support approach, we combine best practice advice, inbound call
management and Q/A assessment tools to help your team improve overall efficiency.
EQUATUIRE CUSTOMER SUP111:::)OR r AGREEMEN F OVERVIEW
Equature support agreements allow customer personalization based on operational readiness
needs.Working with you one-to-one,we build a support approach that makes sense and fits
BUILT TO SERVE PU13LIC SAFETy Equature 13
1475
� Illllllm. i vui�UnnII� re
your budgetary needs.
Equature support agreements include:
✓ Support available 24x7x365
✓ On-line remote support
✓ Telephone support
✓ Local on-site support(Local Office:Clermont, FI)
✓ Future Technology Compatibility
✓ Software updates
✓ Access to our knowledge base
✓ Access to user groups and workshops
✓ Remote alarm monitoring
✓ Case tracking and auditing through our Equature CRM system
Assumptions:
(1)One Hundred (100%)percent of"Year One Cost"due upon receipt of equipment. PoBONCIE.Ii
Amended: Payment Milestone Plan will be developed for contract signature
(2) Professional Services: Implementation,Quality Confirmation &Training.
(3) By appending your signature to this proposal,you solidify and confirm the fixed costs
outlined above
(4) Upon mutual agreement and the signing of this contract, Equature will waive the monthly
maintenance fee of$1,948.72 for the existing recorder. Our commitment extends beyond this,as
we will continue to provide comprehensive maintenance and support services until the new
systems are fully accepted and operational.You can rest assured that your current recording
systems will be well-maintained during this transition period, ensuring seamless operations and
uninterrupted service.
Client Acceptance:
O Acceptance of Cost Listed
System Ernlharncements:
()Quality Assurance Platform
()Automated Transcription Platform(on 911 positions)
()Connect Live Video-to-911 Platform
5ignatu:e: Date:
Print Name: --.. Title:
Please fax to Zach Vogel at(248) 569-6567 or E-Mail zY� of .aafure cxo;, .
BUILT TO IE Y(; PUBLIC SAFETyEquature 14
1476
moll
Equature�
mod"
*Proposal tip Expiration / 1/
BUILT TO SERVE quture 1
1477
ATTACHMENT 2
q u a t u r
E .
FloridaState Grant Budget Reference
Deliverables Unit Prig Quantity Total Amount
System:
HMAW r 4 . 1ClCb Ci0�.D0
`�'wve r 12 ., a.f9 4 Z 1 2.7
Eq ment 125 �1 5�Q
I iC' U IU III! M a 1ULLLlCBE
Services;
IFalt':LUC M ILLUL7E[2 [u LUD-ED
Maj a��n n JULLVDQ 16V LUC}EC1 NLLU&_D
VVAL= IIULLVDED ffVLIJLJEC)
Total Amount: 17 , 2,75
A TTA CHIVENT 2
BUILT TO SERVE A- Euture
1479
ATTACHMENT 3
4jtj;R1ay Price Proposal .04
ID
Presentation date: 05/17/2023 Quote#: 002667
Valid Until Date: 09/15/2023 Rev: 05/17/2023 10:36 AM
Pre ared Fer: P19Rre9
Company: Monroe County Sheriff Office(FL) Company: Replay Systems
Contact: Julia Todd Contact: Ryan Hurley
Install Address: 2945 Overseas Hwy Address: 480D N Federal Highway,Suite 104B
Marathon,FL 33050 Boca Raton, FL 33431
Phone: (305)289-6035 Toll-Free: (800)722-3472
Email: jtodd@keysso.net Phone: (954)821-6870
Email: ryan.hurley@replaysystems.com
NOTES: HigherGround Capture Recording Solution for Motorola P25 Radio System.Capture and storage of 143 radio talk group
channels,licenses by talk path,
Customer receives Motorola API Transfer for HigherGround.
Quantity Part Number Description List Price Sales Price7$29,868.'00
1 HG-TRAD-MP25X- Transfer Motorola AIS license from competitive $18,000,00 $18,000.00
2 product. Requireswritten authorization.
38 HG-P25-SWRL P25 Talk Group Recording License-First 250 Talk
Groups®each $357.00 $28il
Subtotals
Quantity Part Number Description List Price Sales Price Total Price
1 RPL-SVR- HPE DL3802U Gen1D8SFF,Dual Intel Xeon-Sllver-
HPDL380-GEN10- 4110 2.1Ghz/8C,2 x 16GB RAM,4 x 1TB SAS 7.2K
2CPU SFF SC 512e DS HDD,Dual hot swap 50OW power
supplies,Windows Server 2016*Above server can $8,667.00 $4,334.00 $4,334.00
accommodate up to 2 fall height,full length,4 full
hei ht,short len h PCIe cards.
Subtotal® $4,334A0
Quantity Part Number List Price Sales Brice Total i�rice
3 RPL-INSTALL- s onsite/remote installation services , . $2,500,OD $7,500.00C NSITE/REM Only}
subtotal; 7,500.
ist Year Warranty Included with Purchase
Subtotal(including additional services): $40,7(1
Shipping and Handling: $450.00
Grand Total: 1,152m
MAINTENANCENOTES:Gold Level Annual Maintenance Agreement=$10,058.25
A TTA CHMEN T 3
Page 1 of 2
1481
ay Price Proposal
Presentation Date: 05/17/2023 Quote#: 002667
Valid Until Date: 08/15/2023 Rev: 05/17/2023 10:36 AM
Payment Terms: 50%with Order/50%upon Completion
Note 1: Warranty begins upon delivery.
Note 2- If your business is tax-exempt,please provide the documentation with your PC.
Note3: Projects placed on hold due to circumstances beyond Replay Systems®control will require payment in full.
Customer Signature:
Print Name: Title
Date:
PO Number.
Unless otherwi tion.
Please read Replay Systems'"Installation Assumptions". These conditions apply to any purchase. They are available at:
https://www.replaysystems-com/wp-content/uploads/2022/05/installation-Assumptions-updated-040622-l.pdf
Prepaid Performance Plans include one year of warranty plus two,three,or four additional years of prepaid support respectively.
Page 2 of 2
1482
All,
Price Proposal *Ova
HN
Presentation Date: 05/17/2023 Quote#: 002666
Valid Until Date: 08/15/2023 Rev: 05/17/2023
Ell For Emilairgd-ft
Company: Monroe County Sheriff Office(FL) Company: Replay Systems
Contact: Julia Todd Contact: Ryan Hurley
Install Address: 2945 Overseas Hwy Address: 4800 N Federal Highway,Suite 104B
Marathon,FL 33050 Boca Raton,FL 33431
Phone: (305)289-6035 Toll-Free: (800)722-3472
Email: jtodd@keysso.net Phone: (954)821-6870
Email: ryan.hurley@replaysystems.com
NOTES: HigherGround Recording System for Monroe County PSAPs.All sites include Intrado Viper IP integration with SS/Text
integration. HigherGround Data Replication used for redundancy of data storage for all 911 recordings-Marathon PSAP would be
Master DB site.
HIgherGround Core software includes:Incident Reconstruction,Live Monitor,Instant Recall,CIA,Reports,Redaction,Alarm
Notifications,User and System Admin.
Marathon PSAP:6 Viper positions;13 trunks
Key West PSAP:5 Viper positions;8 trunks
Ocean Reef PSAP:2 Viper positions; 2 trunks
Plantation Key PSAP:6 Viper positions
42 Total HG Recording Channels Licenses.
Special Add-on for First Year Warranty Period*=Replay's Managed QA/QI Service Program to perform 40 QA Evaluations every
month for a 12-month period.
**Special Professional Serviees**=Replay is Including moving G system to new EOC for free.
onsorAlonswom
uantit
Part Number Description List Price Sales Price I Total Price
42 HG-NG911-SWRL NG Captuil Channel license $341.00 $273.00 $11,466.00
4 HG-NG911-CORE NG Captul Core Software $2,573.00 $2,058.00 $8,232.00
4 HG-INTR-META Intrado Console Meta Data Integration $2,620.00 $2,096.00 $8,384.00
4 HG---REPL-0032 I Replicate 32 Ports To Remote Server $803,00 $642.00 $2,568.00
Subtotal- $30,650.00
NONE==
Q!�antlty Part Number Description List Price Sales Price Total Price
4 RPL-SVR- HPE DL380 21.1 Gel ll Dual Intel Xeon-Silver-
HPDL390-GENI0- 4110 2.1Ghz/8C,2 x 16GB RAM,4 x 1TI3 SAS 7.2K
2CP U SIFF SC 512e IDS HDD,Dual hot swap 50OW power $8,667.00 $4,334�00 $17,33G.00
supplies,Windows Server 2016*Above server can
accommodate up to 2 full height,full length,4 full
height,short length PCIe cards.
4 RPL-Analog-24 24 Port Analog Interface Card $5,052Z0 $2,526.00 $10,104.00
RPL-Cable25 25PT 25-Pair Cable $110.00 $55.00 $220.00
Subtotal: $27,660.00
Page I of 3
1483
Price Proposal
Pay
Presentation Date: 05/17/2023 Quote#: 002666
Valid Until Date: 08/15/2023 Rev: 05/17/2023
Quantity Part Number Description List Price Sales Price Total Price
8 RPL-INSTALL- Replay Systems onsite/remote installation services $2,501 2,500.00 $20,000.00
ONSITE/REMOTE per day(1 Day Only)
4 RPL-PM-DAY Replay Systems project management per day(1
Day Only) $1,250.00 $0.00 $0.00
4 RPL-T INING- Replay Systems remote training per day $1,250.00 $0.00
DAY
1 �RPL-CUSTOM- r*--inecia l Professional Services Move HG $5,000.00 $0.00 $0.00
SERtrICES equiprrsent to new EOC.
Subtotal. $20,000.00
,w
Quantity Part Number I Description List Price Sales Price Total Price
480 RPL-R Replay Systems Independent duality Assurance $15.00 $0.00 $0.00
Services.Price per standard evaluation.
Subtotal: $0.00
]st Year Warranty Included with Purchase
Subtotal(including additional services): 78,
Shipping and Handling: r1.„800.00
................... ................
Grand Total:
MAINTENANCE NOTES:Gold Level Annual Maintenance Agreement- $18,724.40
Payment Terms: 50%with Order/50%upon Completion
Note 1: Warranty begins upon delivery.
Note 2: If your business is tax-exempt,please provide the documentation with your PO.
Note 3: Projects placed on hold due to circumstances beyond Replay Systems'control will require payment in full.
Page 2 of 3
1484
Price Proposal JIIJ
lay L .,11
NKMMW(;MMKD
Presentation Date: 05/17/2023 Quote#: 002666
Valid Until Date: 08/15/2023 Rev: 05/17/2023
Customer Signature:
Print Name: Title
Date.
PO Number:
Unless of a iise agree avment Terms are jq%with Order_L50%upon Completion.
Please read Replay Systems'"Installation Assumptions". These conditions apply to any purchase. They are available at:
https://www.replaysystems.com/wp-content/uploads/2022/05/1nstallaticn-Assumptions-updated-040622-I.pdf
Prepaid Performance Plans include one year of warranty plus two,three,or four additional years of prepaid support respectively.
Page 3 of 3
1485
ff S
I
iwIN�IId a
y Price Proposal so. *
a so
H IRGROUM
Presentation Date: 05/17/2023 Quote#: 002684
Valid Until Date: 08/15/2023 Rev: 05/17/2023 10:39 AM
Prepared For. EE922EIII
Company: Monroe County-Ocean Reef PID Company: Replay Systems
Contact: Julia Todd Contact, Ryan Hurley
Install Address: 110 Anchor Drive Address: 4800 N Federal Highway,Suite 1134B
Key Largo,FL 33037 Boca Raton,FL 33431
Phone: Toll-I (800)722-3472
Email: jtodd@keyssmnet Phone- (954)821-6870
Email: ryan,hurley@replaysystems.com
I Card for capture of Ocean Reef PD®s admin telephones,
uani Pa ber escri tion "st rice Sales Price Total rice
Subtotal: $1m
Quantity Part N er escri tiara st rice Sales rice total Price
1
1st Year Warranty Included with Purchase
Subtotal(including additional services):
Grand Total.
MAINTENANCE NOTES.Gold Level Annual Maintenance Agreement $972.60
Payment Terms: 50%with Order/50%upon Completion
Note 1: Warranty begins upon delivery.
Note 2! If your business is tax-exempt,please provide the documentation with your PO.
Note 3: Projects placed on hold due to circumstances beyond Replay Systems'control will require payment in full.
Page 1 of 2
1486
ay Price Proposal
HIONERGROMB
MENUMNEIIIINNIMEMEM
Presentation Date: 05/17/2023 Quote#: 002684
Valid Until Date: 09/15/2023 Rev: 05/17/2023 10:39 AM
Customer Signature:
Print Name: Title
Date:
PO Number:
Unless othewiC I&EggdPa mentTernsareSO%with order/ ) mnnrnmnI&finn.
Please read Replay Systems'"Installation Assumptions". These conditions apply to any purchase. They are available at:
https://www.repIaysystems.com/wp-content/uploads/2022/05/1nstalIation-Assumptions-updated-040622-I.pdf
Prepaid Performance Plans include one year of warranty plus two,three,or four additional years of prepaid support respectively.
Page 2 of 2
1487
ATTACHMENT 4
Quote Number. MC2022140B
Date:3/08/2023
Attn:IJulia Todd
(Monroe County 9f 9 FL)
iiart u r Ite esorfptrna Tud
®
NexLog 740 DX-Series base system:3U rack- -
mountable,Dore i6 CPU, 16GB DDR4 RAM,2 x2TB i i
fixed-Mount HDDs(RAID 1), 1 lu-rayMufti-Drive,2
Network Ports(100/1000), Embedded Linux,NexLog
exLo 740DX DX-Series software, b-based configuration 1
manager,audio controls&lified speaker on
front panel,dual hot-swap 120-24 VACS 50/00Hz !
_ f power supplies _ P
C)X701 I Integrated 7"Color LDf3 Touch ScreenDisplay for 1
IVexLog 740 DX-Series
-------- ---
DX706-1 _ Upgrade NexLog 740 DX-Series(at time of order)to 1
2x TS HotS ap MegaRAID1=4TB storage
754 Dual Port 100 5/1 00 PDIe(PDI Express)Network 2 --
�.
rd(for NexLcg 740 DX-Series_recorder r�nly)
3 30 'Rack Mount Slides-4 Frost,3U(fair N Log 740DX) 1 __ ____________--
271052 Internal IP Recorder with First 0 G.711 Channels 1
DX939 Additional Internal IP G.711 8-Channel license pack 7
_...............__._—._......... _ ------- --------------------------
D NA16 16-Channel Analog PC Ie(PDI Express)Card, 16 1
�h.Licenses
1 9033-1 Quick Install Kit(23 It Cable+"60"Block) 1
_ . ...... _—. .. ......... .__...__.. _. ........—
271®26 0_ Works DX(web) r� rant license 1.
pack MediaWorks Mobile DX concurrent license 1
_...._____._ .__ ._.....__
27111 l i ntide P3 o tion for edialfVorks DX t 1
poth 271167 'Pack a o Feature-Fair Export of Incident along 1
Packaged Windo -installable player _
271113 ,___L rg Ac ss Srldge License
_ _—� -
DX911 Intrado VIPER N 911 Call Recording Bundle(Vc�i ,: 1
etadata3 and SMS
209220 Integration to Motorola ASTRO 25 system-Initial 1
ASTR�version-SINGLE AIS
--------- --
DVSI 2-Port Decoder for NexLogDX(for P25,r R,
32472C�®I�X MOTOTRSC),NXDN)r 3
1150i5 Mandatory Remote Install Prep for P25 or TE r 1
(Non-Discountable) J
Mandatory license fee for Initial Astro System
271141 !Release-for end-customer with ONE AIS(or FIRST! 1
iAIS) (Non-Discountable;must be prepaid) f
A TTACHMENT4
1489
NexLog 740 DX-Series base system:3U rack- I
ountable,Core 6 CPU, 16GB DDR4 RAM,2 x2TB i
fixed-Mount HDDs,(RAID 1), 1 Blu-ray Multi-Drive,2 �1
Network Ports(10011000),Embedded Linux, NexLog!
NexLog7400X .
DX-Series software,web-based configura`err
�manager,audio controls&lified speaker on
front panel,dual hot-swap 120-240VAC 50/6OHz
power supplies
DX701 Integrated 7"Color LCD_Toi;ChScreen Display for
NexLog 740 DX-Series
Upgrade NexLog 740 DX-Series(at time of order)to-
DX706-1 k2,x,4TB HotSwap Me aRAIDI=4TS
DX754 D6—al—Port I OOMB/1 000 PCIe(PCI Express)Network 2
Card(for NexLog 740 DX-Series recorder.onl ) I
............. ................
®4 Post,3U(fq�N!�N j Rack Mount Slides g PX) 1
7 052 internal IF Recorder with First 8 0.711 Channels 1
DX939 Additional Internal IP G.7111 8-Channel license pack 7
.......................... ............... .....................
6-Channel Analog PCie(PCI Express)Card, 16
DXANA16 F,tC,�anne Analog P'�L j 1 1
Ch.Licenses
.....................
109033-007 !Quick Install Kit(23 ft Cable+"66"Block)
271083 =IkpacoedlaWorks DX-NvOlconcurrent license I
271125 8 pack Media-Works—Mobile DX concurrent license I
01111 i Eventide MP3_option for MadiaWorks DX
271167 ck aced Go Feature-For Export of Incident along
1with Packaged Windows-installable IDLay!!E
DX911 Intrado VIPER NG911 Call Recording Bundle(Voice,.
Metadata and SM
....................... __S)_I—_
Integration to Motorola ASTRO 25 system-Initial
209221 ASTRO version-per ADD'L AIS
1DVSI 2-Port Decoder for NexLo9DX(for P25, DMR,
324720-DX M j 3
MOTOTRBO,NXDN)®Max 8
Mandatory license fee for Initial Astro System
271142 Release-for same end-customer, PER EACH AIS I
BEYOND FIRST AIS
Services
.......................
jNT On-site Installation, Configuration,and Training
Shl in i Shipping 2
Annual Maintenance;Parts,Remote Support;24/7
I �
RSVC 1 Monitoring-5 years 5
Total Node A& B.-i $345,510.001
MINT iMove Node A to new Facility
Total Move:, t4,_740.00;:
T
...................................... L
Grand Tdtal:', $350,250.00'
Installation to be provided by QRS to customer installed RJ21X or 66 Block
customer is responsible for programming VolP system to deliver audio and data to recorder. Customer is
responsible for programing RofP system to deliver the necessary audio and data to the recorder prior to
installation by ORS.Additional charges may apply if the VbIP codec is anything other than G.711 PC M codec or
Encryption is turned on.
1490
ATTACHMENT 5
County 1 I Fiscalf
County Fiscal Year 2 ®2 22
Wireless Fee Rven $314,565.19
Non-Wireless Fee RevenueE��7. (LEG, Wirelirl of ) 7"
Pre-Paid Fee Revenue E77:Ei5.7
6 Total Fee Revenue 5 9 3u , Garry Forward Fee Revenue Calculation
F77� (ftnn2 + Item + Ie )
Fee Revenue Expenditures 3, !'12 43
ME jjiqil:�
9 Allowable Garry Forward E: $151,911.4�5 Maximum Allowable(30% of Item #5)
Limited by Para 35,17 (2)(d). Florida
10 Actual Garry Forward E: 0.0 Statutes. Assure amount is equal (-)to or
less than (<) Item
11 access Carry Forward 0
Recovery
2 Fre areas Name Julia E To
13 repa er's"title/Position 911 Database Coordinator
14 Telephone Number �-28�9-6035 ����
15 re arer's Email jtodd@keysso.net
16 ate 1 /2/2 22
Incorporated by reference in Fla Ad in Gods R uile SOFF1-6a006
County/ E 11 Fiscal Information Requirements for County Carry Forward Funds Excess Funding
0412020
A TTA CHMENT 9
1492
JuliaTodd
From: Julia Todd
Sent: Tuesday, February 20, 2024 11:40 AM
To: Patrick McCullah; Mike Rice;Tamara Snider; Michelle Quad
Cc: Laura White
Subject: FW:s25-24-01-15 State Grant
Attachments: SECBizhub24012011280.pdf, SECBizhub24012011281.pdf;SECBizhub24012011282.pdf
Please'0'ind attached to this email a copy of the:
Grant Award letter'f(.)r s25--24--01--15;
Additional Terrrns and Conditions for State Grarot s25-24--01- i.5;
B CC Approved&Signed Grant application'for 01.1. Equature Recorder sy,stern upgrade
I am forwarding these docur nents for your records as l advised in the Equature Agreement Eirn'nalll.
,Mitt E. Todd
9.11(D atca6 ase Caardinator for Nonroe County
!Monroe County Shea ff s office
2945 Overseaas 71,'uy
W ariathon, ITT. 33050
305-289-6➢3_r"
jtardd@kfysso,net
From:administrator@keysso.net [mailto:administrator@keysso.net]
Sent:Saturday,January 20,2024 11:28 AM
To:Julia Todd
Subject: Message from ECBizhub
1
1493