HomeMy WebLinkAboutBack-Up DocumentsDepartment of Justice (DOJ)
Office of Justice Programs
r "
Office of the Assistant Attorney General rt'ashoigtem, D C. attsrt
June 6, 2020
The Honorable Francis Suarez
City of Miami
3500 Pan American Drive
Miami, FL 33133-5504
Dear Mayor Suarez.,
On behalf of Attorney General Wiliam P. Harr, it is my pleasure to inform you that the Office of Justice Programs (OJP'), U.S.
Department of .Vustice (DOJ), has approved the application by City of Miami for an award under the OJP funding Opportunity
entitled "BJA FY 20 Coronavirtl5 Emergency Supplemental Funding Program." The approved award, amount is :5914,031.
These funds are for the project entitled City of Miami CE;SF FY 2020 Project.
The award document, including award conditions, is enclosed. The entire document is to be reviewed carefully 'before any
decision to accept the award. Also, the webpage entitled "Legal Notices; Special circumstances as to particular award
conditions" (ojp.gov/funding[F,xploreJLegalNotices-AwardRegts.htm) is to be consulted prior to an acceptance. Through that
"Legal Notices" webpage, OJP sets out -- by funding opportunity -- certain special circumstances that may or will affect the
applicability of one or more award requirements,. Any such legal notice: pertaining- to award requirements that is posted
through that webpage is incorporated by reference into the award.
Please note that award requirements include not only award conditions, but also compliance with assurances and certifications
that relate to conduct during the period ofperfonnance for the award. Because these requirements encompass financial,
administrative, and programmatic matters, as well as other important matters (e.g., specific restrictions on use of funds), it is
vital that all key staff know the award requirements, and receive the award conditions and the assurances and certifications, as
well as the application as approved by OJP. (Information on all pertinent award requirements also must be provided to ally
subrecipient of the award.)
Should City of Miami accept the award and then fail to comply with an award requirement, DOJ will pursue appropriate
remedies for non-comphance, which may include termination of the award andMr a requirement to repay award hinds.
Please direct questions regarding, this award as follows:
- For program questions, contact Tarasa Napolitano, Program, Manager at (202) 598-7372„ and
- For financial questions, contact the Customer Service Center of OJP's Office of the Chief Financial Officer at
(800) 458-0786, or at isk,ocfo@tisdoj.gov.
We look forward to working with you..
Sincerely,
�J4 %
Katharine T. Sullivan
Principal Deputy Assistant Attorney General
Encl.
Department of Justice (DOJ)
Office of Justice Programs
_. Bureau of.Jusfice Assistance
6Wwhiqqton, D.C'. 20531
Memorandum To: Official Grant File
From, Orbin Terry, NEPA Coordinator -
Subject: Categorical Exclusion for City of Miami
The Coronavirus Emergency Supplemental Funding (CESF) Program allows eligible states, local units of
government, and tribes to support a broad range of activities including preventing, preparing for, and responding to
the coronavirus.
All recipients of CESF funding must assist BJA in complying with NEPA and other related federal environmental
impact analyses requirements in the use of grant funds, whether the funds are used directly by the grantee or by a
sub -grantee or third party.
BJA's expectation is that none of the following activities will be conducted whether raider this federal award or a
related third party action:
(1) New construction
(2) Any renovation or remodeling of'a property located in an enviromnentally or historically sensitive area,
including property (a) listed on or eligible for listing on the National Register of Historic Places, or (b) located
within a 100 -year flood plain, a wetland, or habitat for an endangered species
(3) A renovation that will change the basic prior use of a facility or significantly change its size
(4) Research and technology whose anticipated and fixture application could be expected to have an effect on the
environment
(5) Implementation of a program involving the use of chemicals (including the
identification„ seizure, or closure of clandestine niethamphetamine laboratories) other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office,
household, recreational, or education environments.
Consequently, the subject federal action meets the Office of Justice Programs' criteria for a categorical exclusion
as contained in paragraph 4(b) of Appendix D to Part 61 of Title 28 of the Code of Federal Regulations.
If, however, award funds are proposed to be used for any of the enumerated projects or activities above„ grant
recipients must contact their grant manager, and receive written approval prior to commencing that project or
activity.
Questions about this determination may be directed to your grant manager or Orbin Terry, Environmental
Coordinator for BJA.
Department of Justice (DOJ) GRANT MANAGER'S MEMORANDUM PT. I:
CJeOceoeJ sticel>rogtam PROJECT SUMMARY
Bureau of Justice Assistance
Grant
... ...... _.
P1t01EGTNUMIt3ER
FPAGFI OF I
2020-VD-BX-1259
.........
This project is supported under FY20(BJA - CESF) Pub. L. No, 116-136, Div. B; 2g U.S.C. 5300
I. STAFF CONTACT (Name & telephone number)
2. PROJECT DIRECTOR (Na re, address & telephone number)
Tarasa Napoletano
Lillian 131ondet
(202) 5915-7372
Director, Grants Administration
444 S.W. 2ndAvenve
Miami, FL 33130-1910
(305) 416-1536
3a. TITLE OF THE PROGRAM
3b. POMIS CODE (SEE INSTRUCTIONS
B,pA FY 20 Coronavirus Emergcncp Strpplenieittal Funding Program
ON REVERSE)
4. TITLE OF PROJECT"
City of Miami CESF FY 2020 Project
5. NAME & ADDRESS OF GRANTEE
6. NAME & ADRESS OF SUBGRANTEE
City of Miami
3106 Pan American Drive'
Ivliamr, FL 33133-5504
7. PROGRAM PERIOD
S. BUDGET PERIOD
FROM: 01/20/2020 TO: 01/31/2022
FROM: 01/20J2020 TO: 01/31/2022
.... ...-- m.......
9. AMOUNT OF AWARD
_.....
10, DATE OF AWARD
S914,031
06,"06/2020
11. SECOND YEAR'S BUDGET
12. SECONDYEAR'S BUDGET AMOUNT
13, THIRD YEAR'S BUDGET PERIOD
14. THIRD YEAR'S BUDGET AMOUNT
15. SUMMARY DESCRIPTION OF PROJ'EC'T (See instruction on reverse)
The Coronavirus Emergency Supplemental Funding (CESF) Program allows States, U.S. Territories, the District of Cohimbia, units, of local governrnem, and
federally recognized tribal governments to supporta broad range ofactivities to prevent, prepare for, and respond to the coronavirus. Funded or initiatives
projects
may include, but are root limited to, overtime„ equipment (including lady enforcement and medical personal protective equipment), hiring, supplies (such as gloves,.
rnaslcs, sanitizcr), training, travel expenses (particularly related to the distribution of resources to the most rmpacled areas), and addressing the medical needs of
inmates in state, local, and tribal prisons, Jails, and detent'io'n centers.
NCAnwCF
UJF VU" 4UDO/2 (REV.4-$S',)
CitV of Miami
Program Narrative
Miami is the CCVID-19 epicenter of South Florida. The Florida Department of Health
reported, Miami's 8,275 people diagnosed with the disease is the highest number of infections in
Florida , which as of May 14th has 42,402 cases and 1,827 deaths reported by the Center For
Disease Control (CDC). These 8,275 do not include private testing by doctors and clinic, or non-
residents diagnosed or isolated in the state. Further, 62.57% of the county's infected live in the
City. Miami has a high number of elderly residents (78,642), ranking third nationally in seniors.
There are 152 long term care facilities with confurned cases of COVID-19 and many vulnerable
elderly. Per the CDC; they are at a higher risk for developing more serious complications from
COVID-19. Miami also has a high number of minorities and poor who are increasingly vulnerable
to the disease. The population is 73% Hispanic/Latino and 17.7% Black and 28% of people are
living in poverty..
Miami is a compact 35 square mile urban area with considerable economic, social, and
ethnic diversity. Currently, it has an estimated 470,914 residents and has 202,289 housing units.
fiv iarni is the largest city within Miami -Dade County which was the 7 I most populous LAS county
in 2017 at 2,751,796. The population can swell to over 1,000,000 during daytime business hours
between residents, tourist, business commuters and visitors. Downtown Miami has a population in
excess of 92,000 people who mainly live in high rises making social distancing a challenge to
maintain. Furthermore, most residents are young working professionals who may not present any
symptoms but can transmit the disease to elderly residents and other individuals who may be more
susceptible to COVID-19 related cornplication.
1
Coronavirus Emergency Supplemental Fundinig Pro:gram Solicitation FY 2020 Formula Grant
City of
As the second largest city in the State of Florida, the City of Miami's Police Department
(MPD) handled 336,215 calls for service per 2019 Computer Aided Dispatch (CAD) reports.
Officers must constantly interact with the community to ensure the public's safety from crime.
However, the coronavirus pandemic has made public contact a high-level risk. MPD is one of the
City's highest yielding departments of staff testing positive for the coronavirus with a total of 25
cases, including the Chief of Police. As Miami reopens for business, more people will traverse the
City, increasing the volume of calls for service witli the probability of encountering COVID-19
positive patients. It is critical that MPD build capacity for a long-term response to this pandemic,
while minimizing risk to infection and spread of the coronavirus. MPD depends solely on property
taxes to support its operational needs. The City can only fund the basic emergency services, while
the strain on all services is growing. With Over 23.3 million visitors in Mianii-Dade County
(201.8), Miami finds itself doubling the number of people served. The current pandemic has
increased demand in services required by visitors and their lack of contribution to the City's
property taxes, not only continues to exacerbate the strain on existing response capabilities, but
the budget as well.
The response to the pandernic has demanded that MPD move its operations to remote
spaces and take initiative to virtualize operations as much as possible to maintain continuity of
operations. Therefore, MPD is proposing to utilize $914,031.00 in allocated funds to increase its
remote capabilities which will support efforts in preventing, preparing for, and responding to the
coronavirus. If awarded, MPD will purchase the fallowing equipment for the long-term response
to the pandemic: video conferencing technology to be outfitted at MPD Headquarters, all three
district police stations and the Police Training College; smart phones and docking hubs to equip
1.300 officers with remote computing capabilities, patrol vehicle console systems with associated
ig
Coronavirus Funding r Pr o• Solicitation FY 2020 Formula
City of Miami
accessories; connectivity devices for the MPD records Unit; and Personal Protective Equipment
(PPE).
In preparation for the pandemic, MPD developed the Pandemic Continuity of Operations
Plan (COOP)
Key Assumptions
Pandemic occurs
40% reduction in workforce for 2 weeks during peak of pandeanic
waves
50% loss of key suppliers/providers
Likely illness exposures at work.
Loss of 20% of leadership personnel
COOP' Coals
Reduce the mate of illness and loss of life.
Minimize the disruptive impacts of ill staff on goverment
functioning.
Maintain essential. Ifanctions.
Reduce the risk of darnage to critical infrastructure.
Minimize financial foss.
Mi.niniize the economic impact on the community.
The COOP outlines department specific planning contact information and messaging,
essential functions, key internal and external dependencies, delegation of authority and recovery;
and requires NlPD to work remotely as much as possible to mitigate the risk of infection. By
ensuring MPD's 1300 officers are given remote capabilities, this will reduce the risk of sworn
personnel contaminating each other. "Thereby, decreasing the likelihood of gaps in service. During
the COOP's development phase, MPD conducted a productivity assessment of jobs throughout the
3
r�oronavirus Emergency Supplemental Funding Program Solicitation FY 2020 Formula Grant
City of
department and identified what is essential, which workers could work remotely, and which could
not. Every Supervisor completed an assessment of their units for a comprehensive analysis. The
results of the assessment are the foundation for this project. By the nature of their work, officers
cannot exclusively work remotely because of necessary interactions with the public. However, in
this assessment MPD identified essential officer duties and functions that can be transitioned to be
completed remotely such as roll calls, trainings, meetings and mass meetings from the Chief of
Police. The COOP also specifies how personnel will receive notification of pandemic event related
work, which can be enhanced with video conferencing capabilities. The video conference solutions
will minimize contact between officers by also spreading people in multiple rooms to maintain
propel- social distance, as opposed to having them stand shoulder to shoulder in a crowded meeting
space. With this equipment, Officers can keep near infinite social distancing. MPD can keep these
resources in the field for quicker service deliveiy to the public. By reducing the risk of
contamination to officers, that inherently reduces the risk to the public they serve.
This project will implement Full Room Kit video conferencing solutions in the roll call
rooms of the North, South and Central police district stations. A Full Room Kit will also be
installed at the Police Training College where the Office of Emergency Management center is
housed. The room kit in the training college will also give MPD the ability to do remote
conferencing with Division of Emergency Management without halting police training; and that
space can be converted as an additional breakout space for emergency management functions. The
Command offices in the three district stations will be equipped with Office Kits. A Conference
Room Kit will be installed in the conference rooms of the Chief of Police, the Deputy Chief and
the Assistant Chief of Field Operations Division. The Conference Room Kit will give MPD
executive leadership the capability of conducting mass addresses and address roll calls
rd
City of Miami
simultaneously or to MPD personnel working remotely. The Full Room, Office and Conference
Room Kits operate in different scales and each require different equipment that is optimized for
different sizes of rooms and different numbers of participants.
Sinartphones will be distributed to MPD's 1300 sworn -officers, including supervisors and
field -duty Lieutenants. The smartphones will be utilized for primary reporting and video
conferencing. Each phone will be equipped with a Sinartphone Case for protection. They will
replace laptops in the field that do not have conferencing capabilities. Each phone will be equipped
with a Dex Pad that serves as a docking/comiection hub. The Dex Pad will enable si-nartphones
with desktop computing capabilities. This connection hub eliminates the need for MPD to purchase
higher -cost laptops/tablets. The phones and hubs will give MPD the ability to maintain social
distancing with its response to COVID19, and in its police work. MPD patrol cars are
underequipped and have a number of outdated devices that have no remote capabilities.
Smartphone and Dex Pad distribution will be managed by the MPD's Inventory Control Detail,
which is governed by Departmental Orders 11.6.38.4 (Inventory Control). Furtherrnore, inventory
procedures of this equipment also fall under Departmental Order 2.5.6.1, which outlines the
lost/damaged equipment documentation process. Departmental Order 8, Chapter 8 governs the use
of cellular phones. A Patrol Car Console Solution with accompanying Screen, Keyboard and
MountArin will be outfitted into 300 patrol cars. Officers on the field will have the capability to
join roll calls from the safety of their patrol cars. In turn this also facilitates the ease in which social
distancing can be achieved in roll call rooms, the Training Unit and meetings at police
district stations and headquarters. Twelve Mcrosoft Surface Pros will be purchased for MPD
Records Unit personnel, The Surface Pros will serve as the primary connectivity device for the
Records Unit who will continue to work remotely for continuity of operations. It is MPD policy
to provide 5
TV=
City of Miami
a comprehensive records and reporting services for the purpose of supporting the law enforcement
objectives of the Miaini Police Department, other bona fide law enforcement agencies, and the
general public in accordance with the requirements of Florida State Statutes, The Records Unit is
the primary repositoiy of police reports generated by sworn personnel of the Miami Police
Department in the perforinance of their official duties. The Records Unit is responsible for the
processing, data entry, storage and retrieval of police reports, and the effective management of
these records.
When reports first started appearing in the news, Miami's emergency managers began preparing
for an increase in COVID-19 cases. In February, pandemic plans were being updated and Personal
Protective Equipment (PPE) was being ordered as a precautionary measure, On March 4"',
marquee events scheduled for late March were canceled due to the potential spread of the
coronavirus among thousands of festival attendees. On March 13`11 our own Mayor Suarez tested
positive for the virus; just one day after declaring a state of emergency and ordering the closing of
all non-essential businesses. Due to the proactive measures taken in preparation for COVID-19
and in order to provide members with PPE equipment and supplies, the City's Division of
Emergency Management has exceeded its operating budget. Hence, funding will also be -utilized
for the purchase of PPE (i.e. N-95 masks, gloves, sanitizers) needed to ameliorate contagion from
coronavirus. PRE will be distributed by the Division of Emergency Management to Miami Police
and Miarni Fire Rescue first responders. PPE complies with Center of Disease Control
recommendations and greatly enhance the safety of the public and first responders on all responses
to the cut rent C OVID- 19 pandemic.
0
Budget Summary
Buldoet Summary
Note: Any errors detected on this page should be fixed on the corresponding Budget Detail talc.
Year 3
Year 2
(if needed)
Year 3
(if needed)
Year 4
(if needed)
Year 5
(if needed)
Budget Categorya
a
0
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I V
W Y
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76
A. Personnel
$0
S0
$0 $0
$0 $0
$0
$0
$0
$0
$0
B. trin e Benefits
$0
$0
$0 s0
$0 $0
$0
so
$0
$0
C. Travel
$0
$0
$0 $0
$0 $0
$0
$0
$0
$0
$0
D. Equipment
$914,031
$0
$0 5o -
$0 $0
$0
$0
s0
s0
$914,031
E. Supplies
so
$0
$0 $0
$0 $0
$0
$0
$0
$0
$0
F. Construction
$0
50
$0 $0
$0 $0
$0
$0
- $0
$0
$0
C.Subawards(Subgrants)
$0
$0
$0 $0
$0 $0
$0
$0
$0
$0
$0
H. Procurement Contracts
$0
$0
so $0
$0 $0
$0
$0
$0
s0
s0
I. Other
$0
$0
50 $0
$0 $0
$0
$0
$0
$0
$0
Total direct Casts
$914,031$0
$0 $0
$0 $0
$0
$0
5o
$0
$914,031
J. Indirect Costs
$0
$0
$0 $0
$0 $0
$0
$0
$0
$0
$0
Total Project Costs
$914,031
$0
$0 $0
Doesthis budget contain conference costs which is definers broadly tel include meetings, retreats, seminars, symposia, and training activities? -Y/N
No