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HomeMy WebLinkAboutItem J03COUNTY of MONROE The Florida Keys BOARD OF COUNTY COMMISSIONERS Mayor Michelle Lincoln, District 2 Mayor Pro Tem David Rice, District 4 Craig Cates, District 1 James K. Scholl, District 3 Holly Merrill Raschein, District 5 Regular Meeting February 18, 2026 Agenda Item Number: 26-0386 BULK ITEM: Yes DEPARTMENT: Budget and Finance TIME APPROXIMATE: STAFF CONTACT: John Quinn AGENDA ITEM WORDING: Approval to rescind previously approved agenda item #Jl from January 28, 2026 and Approval of Monroe County Sheriffs Office request for expenditure of the South Florida Law Enforcement Asset Forfeiture Fund for FY2026 in the amount of $6,740.36 to procure a visitor tracking system for the Miami Task Force facility in Sweetwater, Florida. ITEM BACKGROUND: This item is to revise the funding source previously approved in agenda item #J1 on January 28, 2026 from "Federal Equitable Sharing Funds" to "South Florida Law Enforcement Asset Forfeiture Fund". Funds will be used to procure a visitor tracking system for the Miami Task Force facility in Sweetwater, Florida. The visitor tracking and badging system will be part of a revamp of security protocols at the MTF. All personnel assigned to the facility will be required to have their ID badge visible at all times, and all visitors will be issued a temporary badge, issued via the visitor management software, and must have that ID displayed while in the facility. The software allows management to generate audits of visitors during specific time periods and will replace a manual sign -in protocol. PREVIOUS RELEVANT BOCC ACTION: Item #Jl was approved by the board on January 28, 2026, and contained incorrect funding/wording. On September 16, 2020, the BOCC approved a budget amendment to accommodate the new directive issued by the Department of Justice and the Department of Treasury to transition the Sheriffs equitable sharing accounts to the county finance offices. INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATION: DOCUMENTATION: SFLEAAF Badge Backup Documentation. FINANCIAL IMPACT: Effective Date: Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Yes Source of Funds: Fund 162 — Law Enforcement Trust Fund CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: If yes, amount: Grant: County Match: Insurance Required: B. Approval to rescind previously approved agenda item #J1 from January 28, 2026 and Approval of Monroe County Sheriffs Office request for expenditure of the South Florida Law Enforcement Asset Forfeiture Fund for FY2026 in the amount of $6,740.36 to procure a visitor tracking system for the Miami Task Force facility in Sweetwater, Florida. MONROE COUNTY SHERIFF'S OFFICE SHARING OF FEDERALLY FORFEITED PROPERTY - South Florida Law Enforcement Asset Forfeiture Fund FY26-1012 Name of Organization: Address: NCIC Number: .... . ...... . . ... .... . .. .. .......... Monroe County Sheriff �FL0440000 I'll-111,111,111,11---1111-1"",--, . .................. Contact Name: t DUNS Number: Lissette Meneses f I1 43414089' Phone Number: 954-430-4904 Email: . . . ..... --- ---- .. .. ... ...... .. ... . .. . ... ... -, � id neses MM Le@sflhta.org Type Of Entity (X one): State County ea`Local Government Department/Agency J Private, nonprofit organization, pursuant to 26 U.S.C. 501(c)(3) or (4) Other (Please describe): Activity/Mission of Entity (i.e., drug abuse treatment, drug and crime prevention, providing housing, providing job skills, etc). Please be as descriptive as possible: The Monroe Sheriffs Office is the primary fiduciary for the South Florida High Intensity Drug Trafficking Area (SFLHIDTA) project. The SFLHIDTA covers eight counties (Monroe, Miami -Dade, Broward, Martin, St. Lucie, Collier,Palm Beach, Lcc)and consists of 38 Law Enforcement Tasks Force initiatives dedicated to a myriad of tasks related to narcotics trafficking, including interdiction, money laundering, street gangs, and cyber-crime. There are over 1,000 participating law enforcement and civilian personnel, with over 600 located in the three South Florida HIDTA facilities in Miami -Dade and Broward Counties. Detail of Request for Shared Funds (must include breakdown of initiatives to be accomplished with shared monies, costs, and timeframes for completion): Funds will be used to procure a visitor tracking system for the Miami Task Force facility in Sweetwater, Florida. Three quotes were obtained, with the lowest bid at $6,183.81. However, that bid did not include an ID scanner and has an annual recurring cost of $2,301.60 annually. The next lowest bid, from PDPC, came in at $6,740.35, a difference of $556.55 over the lowest quote. However PDPC's annual recurring costs are $450.00, so the price difference will be recouped in Year 2 of serviceand would and would be significantly less costly in outlying years. I recommend the PDPCauote for $6,740.36. Detail activity's connection to furthering law enforcement efforts. For example, direct connection (paying for information), preventative connection (drug awareness program), or developmental connection (funding law enforcement awareness in a youth program). The visitor tracking and badging system will be part of a revamp of security . protocols at the MTF. All personnel assigned to the facility will be required to have their ID badge visible at all times, and all visitors will be issued a temporary badge, issued via the visitor management software, and must have that ID displayed while in the facility. The software allows management to generate audits of visitors during specific time periods and will replace a manual sign -in protocol. Will the grant monies requested be used as matching funds for another grant. No Detail funding sources explored for this initiative (this explanation should include the requestor's existing budget and all other options). Certification by Applicant: I hereby certify: I. All information included in this application is true. 2. A separate accounting of all shared funds received will be maintained subject to accounting requirements and practices employed under state and local law for recipients of federal, state, or local funds. 3. Compliance with Federal Civil Rights laws. 4. Compliance with all federal laws that apply to the applicant. 5. No officer, director, trustee, fiduciary of the applicant has been: a) convicted of a felony offense under federal or state law; or b) convicted of any drug offense. 6. No shared benefits will be used for political or personal purposes. 7. No shared benefit will be used for any purpose that would constitute an improper or illegal use under the laws, rules, regulations, or orders of the state or local jurisdiction in which the applicant is located or operates. 8. Agency Head (Signature):- �44��X Date (Printed): Sheriff Richard R. Ramsay Hugo J. 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Use of Shared Funds Except as noted in this Guide, equitably shared funds shall be used by law enforcement agencies for law enforcement purposes only. The uses outlined below are examples of permissible and impermissible expenditures. If an agency is unsure whether a proposed expenditure is permissible, it should email i-niars.ESProgram@usdoj.gov for Department of justice fund expenditures or treas.aca@treasury.gov for Department of the Treasury fund expenditures. Shared funds may be used for any permissible agency expenditure and may be used by both sworn and non -sworn law enforcement personnel. 'The fact that shared property was forfeited by a particular unit or as a result of a particular federal violation does not limit its use to purchases only for that unit or to further investigations only for that particular federal violation. If all agency wishes to support a multi - agency expenditure, such as a new payroll system or city municipal building, with a non -law enforcement agency, the law enforcement agency's costs based on its use may be calculated on a pro-rata basis. 1. Permissible Uses a. Law enforcement operations and investigations —Support of investigations and operations that further the law enforcement goals or missions. Examples include reward money (annual dues paid to a crime tip organization or payment for a specific reward for information in a specific case), recruitment and advertisement costs, agency accreditation or agency membership dues (but individual dues are impermissible), equitable sharing account maintenance fees, reimbursement to the jurisdiction for payments to informants, purchase of evidence, buy-back programs, and "buy" money. b. Law enforcement training and education —Training of investigators, prosecutors, and sworn and non -sworn law enforcement personnel in any area necessary to perform official law enforcement duties, such as canine handier, narcotics, defensive tactics, criminal justice, language, constitutional law, accounting/finance, or forensics —provided that the employees' regular duties require knowledge of these topics. Examples include training and conference registration fees, tuition, speaker fees, or costs to produce training curricula. This provision does not permit donations or transfers of funds to associations or organizations providing training. c. Law enforcement, public safety, and detention facilities --Costs associated with the purchase, lease, construction, expansion, improvement, or operation of law enforcement, public safety, or detention facilities used or managed by the recipient agency. Examples include the costs of leasing, operating, and furnishing an off -site undercover narcotics facility. Improvements should not be made on leased property or space since the law enforcement agency will not benefit from the improvements upon termination of the lease. Agencies must contact MLARS prior to using Department of justice equitable sharing funds for all improvement and expansion projects. For example, the construction of a new facility or minor renovations including drywall, electrical, HVAC replacements, and internal modifications to an existing facility Expenditures such as lease payments or utilities do not require consultation. Guide to Equitable Sharing 115 d. .Law enforcement equipment —Costs associated with the purchase, lease, maintenance (including repairs or service agreements), or operation of law enforcement equipment for use by law enforcement personnel that supports law enforcement activities. Examples include furniture, file cabinets, office supplies, telecommunications equipment, copiers, safes, fitness equipment, computers, computer accessories and software, body armor, uniforms, firearms, radios, cellular telephones, electronic surveillance equipment, vehicles (e.g., patrol and unmarked vehicles), and aninials and animal -related expenses. e. joint law enforcement/public safety operations —Costs associated with the purchase of multi -use equipment and operations used by both law enforcement and non -law enforcement personnel. Examples include 911 call center equipment, defibrillators, search and rescue boats, aircraft, and diving equipment, 'lliese expenditures are exempt from the pro -rasa calculation. This provision does nott include equipment to be used solely by non -law enforcement personnel, such as fire and EMS vehicles. f. Contracts for services —Costs associated with a contract for a specific service that. supports or enhances law enforcement is permitted. Examples include translation and language assistance services, staffing and feasibility studies, auditor to perform ail audit of equitable sharing funds, subject matter expert, grant writer, or software developer. Employment -related contracts or contracts involving inherently law enforcement functions are prohibited. Examples include hiring an attorney, investigator, or civilian personnel to perform tasks typically or previously performed by agency or jurisdiction personnel. Under no circumstances should a contract for service be entered into where the payment of that service is based on a percentage of the seizures and forfeitures of the law enforcement agency. g. Law enforcement travel and per diem —Costs associated with travel and transportation to perform or in support of law enforcement duties and activities. All related costs must be in accordance with the jurisdiction's per diem policy and must not create the appearance of extravagance or impropriety. h. Law enforcement awards and memorials —Costs associated with the purchase of plaques, certificates, and challenge coins for law enforcement personnel in recognition of a law enforcement achievement, activity, or training. Shared funds may not be used to pay awards in the form of cash or cash equivalents or stored value cards. Shared funds may be used to pay the costs for commemorative plaques, displays, or memorials on law enforcement property that serve to recognize or memorialize a law enforcement officer's contributions, such as a memorial plaque or stone in honor of ail agency's officers killed in the line of duty. The plaque, display, or memorial must not create the appearance of extravagance. i. Drug, gang, and other prevention or awareness programs —Costs associated with conducting law enforcement agency awareness programs. Examples include public service announcements, meeting costs, motivational speakers, and items used or distributed by the agency such as child identification kits and anti -crime items, literature, or software. See Section V.13.11 for supporting non -law enforcement agency community -based programs.