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HomeMy WebLinkAboutBack-Up DocumentsBACK-UP DOCUMENT(S) FILE Safety and Technology Equipment Prepared by City of Miami for Florida Department of Law Enforcement JAG21 - Countywide Submitted by Sergeant Alex Rodriguez Submitted on 02/07/2023 12:41 PM Eastern Standard Time FILE Opportunity Details Opportunity Information Title JAG21 - Countywide Safety and Technology Equipment City of Miami Description This opportunity is available to select state agencies who receive annual appropriations under Florida's Justice Assistance Grant (JAG) Program. Awarding Agency Name U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance Agency Contact Name Agency Contact Phone 850-617-1250 Agency Contact Email cdminaljustice@fdle.state.fl.us Fund Activity Categories Category Explanation Departments Subjects Opportunity Manager Krista Sanders Opportunity Posted Date 7/18/2022 Opportunity Archive Date Announcement Type Initial Announcement Funding Opportunity Number Agency Opportunity Number Assistance Listings Number 16.738 Public Link https:/twww.gotomygrants.com/Public/Opportunities/Details/e250c72e-d859-4196-a860-8e8cbdO85d88 Is Published Yes Funding Information Total Program Funding Page 2 of 22 FILE $6,595,246.00 Funding Sources Federal Or Federal Pass Through Safety and Technology Equipment City of Miami Funding Source Description This funding is available under Florida's FY2021 Justice Assistance Grant award (15PBJA-21-GG-00241-MUMU). Additional information regarding this funding opportunity can be found on the FY2021 JAG - Countywide (JAGC) funding page: http://www.fdle.state.fl.us/Grants/Documents/Funding-Opportunities/JAGC/FY2021.aspx Award Information Award Period 10/01 /2021 - 09/30/2024 Award Type Non Competitive Capital Grant No Indirect Costs Allowed Yes Restrictions on Indirect Costs Yes Matching Requirement No Submission Information Submission Window 07/18/2022 12:00 AM-11/02/2022 11:59 PM Submission Timeline Type One Time Allow Multiple Applications Yes Technical Assistance Session Technical Assistance Session No Eligibility Information EligibilityType Private Eligible Applicants • State Governments • County Governments • City or township governments • Native American tribal governments (Federally recognized) Page 3 of 22 FILE Safety and Technology Equipment City of Miami Additional Eligibility Information Eligible applicants are limited to units of local government. A unit of local government is defined as a city, county, town, township, borough, parish, village, or other general-purpose political subdivision of the state, including Native American Tribes who perform law enforcement functions as determined by the Secretary of the Interior. Additional Information Additional Information URL https:/twww.fdle.state.fl.us/Grants/Home.aspx Additional Information URL Description This site contains information regarding the various programs, funding opportunities, and forms managed by the Office of Criminal Justice Grants. Contact information and additional resources can also be found on this site. Page 4 of 22 FILE Project Information Application Information Application Name Safety and Technology Equipment Award Requested $34,749.00 Total Award Budget $34,749.00 Primary Contact Information Name Sergeant Alex Rodriguez Email Address 28627@miami-police.org Address 400 Northwest 2nd Avenue Miami, FL 33128 Phone Number 305-603-6160 Safety and Technology Equipment City of Miami Page 5 of 22 FILE Project Description JAG Program - Project Overview Eligible Recipient for JAG Funds Safety and Technology Equipment City of Miami Eligible applicants are limited to units of local government. A unit of local government is defined as a city, county, town, township, borough, parish, village, or other general-purpose political subdivision of the state, including Native American Tribes who perform law enforcement functions as determined by the Secretary of the Interior. The eligible recipient cannot be a police department, sheriffs office, or other division of a unit of local government. For the purposes of this opportunity, please provide the name of the eligible recipient below: Eligible Recipient Name: City of Miami In which county is the Eligible Recipient located? ............................................................. DadeI . What is the Eligible Recipient's SAM Unique ID number? KJT5RFPMWTK5 What is the Eligible Recipient's FEID or FLAIR account number? 59-6000375 Please select your desired reporting frequencyfor submitting payment requests AND performance reporting. p Monthly ® Quarterly Project Timeline Desired Start Date of the Project 1 /1 /2023 Desired End Date of the Project 9/30/2023 Key Activities Timeline Estimated Completion Date Description of Key Activity QTR 1 03/31/2023 1 Bid for vendors and procurement of equipment. QTR 2 06/30/2023 Obtain and install equipment QTR 3 09/30/2023 Close out project. QTR 4 QTR 5 (if applicable) QTR 6 (if applicable) QTR 7 (if applicable) QTR 8 (if applicable) Page 6 of 22 FILE JAG Program - Project Summary Problem Identification (PID) Safety and Technology Equipment City of Miami Instructions: The Problem Identification is a key element of any grant application. Responses in this section should describe the problem(s) to be addressed or solved with the funding in a clear, concise manner. Applicants may wish to consider and include relevant data (quantitative or qualitative) to support the issue identified. Applicants are strongly encouraged to use evidence -based practices in solving their identified problems. To search for evidence -based programs and practices, search https:/Icrimesolutions.ojp.gov/. PID1: Describe all hazards, risks, or concerns the funding will address. The MPD's recent move from UCR reporting to the FIBRS and NIBRS data reporting system has made much of the curren technology hardware incapable of operating the software needed for the upgraded reporting system. The equipment no longer meets the State and Federal Security and reporting requirements; hence they are no longer usable for crime -fighting. Additionally, conducting interviews is a core task of law enforcement. MPD's six interview rooms are furnished with old, dilapidated furniture whose original use was intended for an office, not police interviews. Chairs are not properly secured and have become a weapon of opportunity for suspects with an intent to harm. Right now, shackles are being used, but MPD still has had people flee Therefore, MPD will utilize JAG-C funds to replace outdated laptops with Snew laptops that have the capacity to run the specific version of Windows operating system that will meet the security requirements that our current and outdated laptops cannot support; and 6 fabricated steel table and chair sets for use in 6 interview rooms at MPD's Central precinct. PID2. Describe why this project is a priority for the agency, county, and/or state. This project is a priority because due to the increase in the City of Miami Police Law Enforcement workforce, having modern computer equipment is a necessary tool that is mandatory for Officers to perform their daily assignments and assist in the fight against crime. The new tables and chairs with floor mounting features and kick guards will increase the safety of detectives conducting interviews for open cases and reduce the probability of an interviewee/suspect fleeing the interview room. Instances of suspects fleeing not only endanger law enforcement personnel, but also civilians near the vicinity. PID3: Describe any existing resources or actions being used to address the problem(s). If it is a new problem, please identify how you plan to address the issue. Presentiv. some of the comouters are beine uoeraded but with the change in technology and the addition of new officers to the force we are in need of additional upgraded laptops. The setup of the interview rooms has been an issue from inception. since furniture meant for eeneral office use has been Dart of the design for many years, therefore, properly installed equipped will address the safety issue. Review the program area definitions attached below: JAG Program Area definitions.pdf PID4: Select the appropriate program area for this project. ® 01 - Law Enforcement 0 02 - Crime Lab/Forensics 0 03 -Crime Prevention 0 04 - Prosecution 0 05 - Public Defense 0 06 - Courts 0 07 - Corrections 0 08 - Community Corrections 0 09 - Reentry Services 0 10 -Behavioral Health 0 11 - Assessment/Evaluation 0 12 - Crime Victim/Witness PID5. Describe how the project aligns with the selected program area. Page 7 of 22 FILE Safety and Technology Equipment City of Miami This project aligns with Category 1 Law Enforcement Subcategory Equipment because the laptops will be used for crime reporting and police management activities and the upgraded tables and chairs will enhance the police interview process, a vital function of the investigative and case -solving process. Federal/State Priorities Federal priorities are identified in the program solicitation, and Florida's JAG strategic plan can be accessed below: R I MM PID6: Does the project align with a federal priority, or a priority identified in Florida's JAG strategic plan? ® Yes p No If yes, state which priorty and briefly explain how this project addresses the identified priority. This project aligns with Priority 6 Technology Upgrades. The JAG funds will be utilized for necessary technological enhancements which will provide MPD with the data, analysis, planning,and management resources critical to the success of combatting crime, providing timely response, ensuring public safety, and communication. It also aligns with Equipment under Priority 1 Law Enforcement because the installation of table and chair sets with safety features will enhance MPD's ability to use interview/interrogations as a case -solving mechanism by decreasing physical dangers to police personnel, and civilians that may be near the interview room area. This will improve the ability of detectives and police personnel to conduct interviews, which are vital to investigations and case -solving. PIDT Is the proposed project a continuation from the previous year? O Yes ® No Scope of Work (SOW) Instructions: The Scope of Work provides important details on the tasks and activities to be completed under the grant award. Applicants are strongly encouraged to review the OCJG Grant Writing Guide for more information related to the Scope of Work and project deliverables. NOTE: Information in this section will be used by OCJG's assigned grant manager to write the contract deliverables to satisfy state contracting requirements identified in Section 215,971. Florida Statutes. It is important to provide clear responses to the questions below. SOW1: Describe all major tasks and activities to be performed under the award. 1. Vendors for the laptops and table & chair sets will be selected via the City of Miami's procurement process. 2. Once vendors have been selected, MPD will place purchase orders for the laptops and table/chair sets. 3. Once received, equipment (laptops, table & chair sets) will be catalogued in inventory. 4. Once entered into the inventory, table/chair sets will be installed in each of the six interview rooms at MPD Central precinct station. 5. Once entered in inventory, Field Patrol Officers in need of updated laptops will be identified and laptops will be distributed to them. SOW2: Describe the expected outcome as a result of the tasks/activities identified in SOW1. Outcome 1: Nine (9) laptops with FIBRS & NIBRS reporting capabilities will be distributed to Field Patrol Officers for installation in their police vehicles. The implementation of the laptops will allow Officers to work on their daily assignments, communicate, disbursement of police reports, crime statistics in response to requests from the public and city government, maps highlighting criminal activities in the City of Miami and varies other functions. outcome 2: The 9 laptops with the software required for FIBRS and NIBRS reporting, will bring MPD closer to 100% Page 8 of 22 FILE Safety and Technology Equipment City of Miami FIBR/NIBRS compliance and allow Officers to complete their daily assignments. This is Phase 2 of a city-wide initiative for FIBRS and NIBRS compliance. Outcome 3: Six (6) fabricated steel table and chair sets with safetyfeatures will be installed in six (6) interview rooms at MPD Central precinct, providing police and public safetyfor officers and civilians withing the vicinity of the interview rooms. outcome 4: Six (6) fabricated steel table and chair sets with safety features will improve the ability of detectives and police to conduct interviews with detainees, witnesses, and suspects. SOW3: Describe who will benefit from the tasks, activities, and outcomes identified above. City of Miami residents and City of Miami Police Department personnel will benefit from the identified tasks, activities, and outcomes. The new laptops will improve MPD's ability to meet FIBRS & NIBRS reporting requirements. The enhanced accuracy of this reporting will enable MPD to better manage operations and allocation of resources to serve the public. The installation of the table and chair sets with safety features in the interview rooms will create a safer environment for police personnel and civilians within and around the vicinity of the interview rooms. SOW4: Describe the entity (or entities) responsible for completing activities under this project. The purchase and implementation of the 9 laptops will be spearheaded by Information Technology Support Section/Special Projects Management Unit (ITSS/SPMU) within the Administration Division at the City of Miami Police Department. ITSS/SPMU receives its directives from the Office of the Chief and executes projects that support the agency's strategic plan. The mission of the unit is to ensure projects with strategic value to the agency which have defined implementation dates and budgetary impact, are completed on time, within budget, and within the intended scope. The Criminal Investigation Section (CIS) will be in charge of the procurement, ordering and purchase of the 6 table and chair sets. To ensure these activities are completed, Lt. Gilbert Gomez from CIS will oversee the activities related to enhancing the interview rooms. He will coordinate with the Building Maintenance department for installation. SOW5: Describe and/or provide the location of where project activities will be performed. All project activities related to the "Safety and Technology Equipment" project will take place at MPD's Central police precinct, located at 400 NW 2nd Avenue, Miami, FL 33128. SOW6: Describe how the performance and completion of EACH identified task/activitywill be verified. During the implementation of the 9 Laptops, the ITSS/SPMU will purchase, then tag each computer with a barcode, manage the distribution of the laptops throughout MPD to field patrol officers who are using out-of-date laptops. For all IT -related devices, the equipment is logged into an asset application that keeps track of distribution. The Computer Support Supervisor will oversee this process and report tasks and activities to the Commander of the ITSS/SPMU. Lt. Gilbert Gomez from the Criminal Investigation Section will be in charge of the procurement, purchase and installation of table and chair sets. Per City of Miami policy, equipment worth more than $1,000 must be tagged with an asset tag/barcode. The tagging of the table and chair sets falls under the purview of MPD's Budget Unit. The Budget Unit will tag the furniture with bar codes and send the asset tag information to the Procurement Department for them to log into the system. Lt. Gomez will report progress of tasks and activities to the CIS Commander. SOW7: Describe what source documentation will be maintained and provided to OCJG for payment requests for EACH activity identified above. All activities discussed in the scope of work or project deliverables are for the equipment to be purchased for this project. Documentation to be provided to OC1G for payment requests include, but are not limited to procurement records (including quotes, competitive solicitation/bids, etc.), purchase orders, packing slips, delivery/receivable documents, invoices, and proof of payment, etc. Page 9 of 22 FDLE JAG Program - Certifications & Forms Required Forms/Certifications for All Applicants Lobbying, Debarment, and Drug Free Workplace Safety and Technology Equipment City of Miami All applicants are required to complete and submit the Lobbying. Debarment and Drug Free Workplace Certification with each application submission. Upload the completed certification below. 02-OCJG-Lobbying-Debarment-and-Drug-Free-Certification signed.pdf Subrecipient Management Questionnaire All applicants are required to complete and submit the Subrecipient Management Questionnaire (SMQ) form with their application. This form is used to help evaluate the applicant organization's existing internal controls related to the management of federal grant funds. FDLE will utilize this form as a "risk assessment" to determine the appropriate level of monitoring (desk or onsite) for the subaward. Upload the completed SMQ form below. SMQ-City of Miami.pdf Upload additional attachments to accompany your completed SMQ. City of Miami Procurement Policy.pdf Equal Employment Opportunity (EEO) Civil Rights Training (*NEW`) As a condition of the federal JAG award, FDLE requires applicants (and subrecipients) to complete a two part Civil Rights Training and provide copies of the training certificates upon request. To access the training, please visit our Civil Rights Training for Grantees webpage. At a minimum, the applicant grant manager must complete the training. Have you completed the Civil Rights Training for Grantees modules? ® Yes Q No (a condition will be added to award) Upload copy of Civil Rights Training for Grantees certificates. Grant Manager_OJP Civil Rights Grants Requirements Certificate 10312022.pdf EEO Certification (EEOC) All applicants are required to submit an EEO Certification (EEOC) annually. FDLE strongly recommends the use of the OJP Office for Civil Rights, EEO Reporting Tool to complete this certification, especially for applicants who are required to prepare an EEO Plan (EEOP), or Utilization Report. However, in absence of using the EEO Reporting Tool, you may choose to submit the PDF certification with your application. Upload completed EEO Certification below. EEO Certification Form FY2021.pdf EEO Plan (EEOP) Page 10 of 22 FDLE Safety and Technology Equipment City of Miami Applicants with more than 50 employees who also receive a single award of $25,000 or more in funding from the U.S. Department of Justice (regardless of if it is passed through FDLE), must complete and submit their EEO Plan (EEOP), also known as a Utilization Report, to OJP's Office for Civil Rights. This process must be completed using the EEO Reporting Tool. OJP's Office for Civil Rights has published an assistance tool to assist applicants with this process. Does your organization have 50 employees or more? ® Yes Q No Does your organization receive a single award of $25,000 or more from any U.S. Department of Justice grant program? ® Yes O No Has your agency completed an EEO Plan within the past two years? ® Yes p No (a condition will be added to the award) Upload your EEO Plan below. City of Miami EEO Utilization Report 6-28-2021.pdf EEOP Approval Applicants with more than 50 employees who also receive a single award $500,000 or more in funding from the U.S. Department of Justice (regardless of if it is passed through FDLE), must obtain an EEO Plan (EEOP) approval letter from OJP's Office for Civil Rights. This process must be completed using the EEO Reporting Tool. OJP's Office for Civil Rights has published an assistance tool to assist applicants with this process. Does your organization receive a single award of $500,000 or more from any U.S. Department of Justice grant program? ® Yes p No Has your agency received an EEO Plan Approval Letter dated within the past two years? ® Yes O No (a condition will be added to the award) Upload your EEOP Approval Letter below. 21-OCR-0307_Approval Letter (EEOP)_miami approval.pdf Project Specific Certifications Ballistic Vest Certification Applicants proposing to use grant funds to procure ballistic vests must ensure the vests are American -made, ordered to fit the user, and are compliant with NIJ Ballistic/Stab Standards. In addition, applicants purchasing routine -duty body armor must complete the Ballistic Vests (Mandatory Wear) Certification with their application. Is this application proposing to use grant funds for ballistic vests? p Yes ® No Body Worn Camera Certification Page 11 of 22 FILE Safety and Technology Equipment Cityof Miami Applicants proposing to use grant funds to procure body worn camera equipment and supplies must complete the Body Worn Camera Policy Certification with their application. NOTE: Grant funds can only support licensing, storage, and warranties during the grant period. If these costs extend past the grant period they will be pro -rated from the date of purchase. Is this application proposing to use grant funds for body cameras? p Yes ® No Confidential Funds Certification Applicants proposing to use their grant to support confidential fund activities must complete the Confidential Funds Certification with their application. Additionally, applicants must have written policies and procedures to ensure confidential funds are managed in accordance with federal guidelines. Agencies who do not have a written policy may consider formalizing and adopting polices based off of our example policy provided on our website. Is the applicant proposing to use the grant to support confidential fund activities? p Yes ® No Suitability to Work With Minors Applicants proposing to use grant funds that involve interacting with minors must make a written determination of each indiviudals suitability to work with minors. For more information on this requirement, please review our Suitability to Work with Minors training slides. In order to facilitate compliance with this requirement, FDLE has two forms that must be completed for any program involving interactions with minors: • Suitability to Work and/or Interact with Minors Certification (SWIMC) • Suitability to Work and/or Interact with Minors Tracking (SWIMT) Is the applicant proposing to use grant funds for activities that directly involve working with or interacting with minors? p Yes ® No Telecommunications and Video Surveillance Services and/or Equipment Applicants proposing to use grant funds to procure telecommunications and/or video surveillance equipment and/or services must complete a TV$ certification with their application. For more information on this requirement, please review the FAQs and the training ning posted to our webpage. Is the applicant proposing to use grant funds for telecommunications or video surveillance equipment/services? ® Yes p No Upload completed TVS Certification below. TVS Certification-Signed.pdf Task Force Activities Applicants proposing to use funds to support any task force activities (personnel, overtime, equipment, supplies, service agreements, etc.) must provide a task force personnel roster at the time of application. In Page 12 of 22 FILE Safety and Technology Equipment City of Miami addition, the applicant is responsible for ensuring all task force members complete the required BJA Center for Task Force Integrity and Leadership online training once every four years. The completion certificates for each member on the roster must be provided to OCJG. Note: For any task force members who have not completed the training or have expired training certificates, a withholding of funds condition will be placed on the award until valid certificates are provided for each member on the task force roster. Is the applicant proposing to use grant funds to support task force activities? Q Yes ® No NEPA Applicants proposing to use funds for "minor renovations", mounting items to the exterior of an existing building/structure (i.e. surveillance cameras), meth lab clean up activities, and some forensic processing requires approval from BJA's National Environmental Policy Act (NEPA) coordinator. Any applicants proposing projects that meet the criteria for NEPA approval are required to complete the BJA CATEX Checklist form and upload it with their grant. Note: Applicants should not expend any grant funds until NEPA approval is obtained. If BJA denies the approval, you will not be reimbursed for the NEPA related expenses. Is the applicant proposing to use grant funds for any NEPA related activities? p Yes ® No JAG Pre -Approvals JAG funds may not be used to pay for any of the following items unless pre -approved by the BJA Director: 1. Vehicles, vessels, and aircraft (excluding police cruisers, police boats, and police helicopters). Note: Pick-up trucks require BJA approval; 2. Luxury items; 3. Real estate; 4. Construction projects (other than correctional institutions); and/or 5. UAS/UAV/US systems and equipment. See BJA's JAG FAQs for more information on the approval process. OCJG grant managers will review the application and seek more information for any items that may require BJA pre -approval. Page 13 of 22 FDLE Safety and Technology Equipment City of Miami JAG Program - Grant Contact Information Recipient Grant Manager Contact Information This individual serves as a primary point -of -contact and is responsible for: • ensuring the project is progressing on time and promptly notifying their FDLE grant manager of any delays; • overseeing all programmatic and financial reporting; and • ensuring overall compliance with the grant agreement. GM Name (First Last) Angie Luan GM Title Sr. Budget and Financial Support Advisor GM Address 1 400 NW 2nd Avenue GM Address 2 4th Floor GM City Miami GM State FL ........................ GM Zip Code+4 (XXXXX-XXXX) 33128-1706 GM Phone Number (XXX-XXX-XXXX) 305-603-6195 GM Email Address 43827@miami-police.org Chief Official Contact Information This individual is the agency head for the eligible recipient. The eligible recipient for the JAG program is a state agency or unit of local government. Examples of Chief Officials may include: Chairperson, Mayor, Executive Director, Secretary, Commissioner, etc. CO Name (First Last) Francis Suarez CO Title Mayor CO Address 1 3500 Pan American Drive CO Address 2 CO City Page 14 of 22 FILE Miami CO State FL 1. .._...,.,, CO Zip Code+4 (XXXXX-XXXX) 33133-5504 CO Phone Number (XXX-XXX-XXXX) 305-250-5300 CO Email Address fsuarez@miamigov.com Safety and Technology Equipment Cityof Miami Will the Chief Official be designating another individual to execute agreements on their behalf? ® Yes p No If yes, upload written authorization of signature authority (i.e. letter, ordinance, charter, etc.) City Manager Resolution & Powers -City of Miami 5-20-21.pdf Chief Financial Officer (CFO) Contact Information This individual is responsible for the recipient's accounting system, financial management, and certifying claim reports submitted for payment. CFO Name (First Last) Larry Spring CFO Title Chief Financial Officer/Assistant City Manager CFO Address 1 444 SW 2nd Avenue CFO Address 2 10th Floor CFO City Miami CFO State .............................................................. FL .'.I CFO Zip Code+4 (XXXXX-XXXX) 33130-1910 CFO Phone Number (XXX-XXX-XXXX) 305-416-1009 CFO Email Address Ispdng@miamigov.com Additional Grant Contact is there an additional grant point -of -contact (POC) you wish to add to the grant file? ® Yes p No Page 15 of 22 J-416'1 Iq POC Name (First Last) Jorge Blanco POC Title Budget and Finance Manager POC Phone Number (XXX-XXX-XXXX) 305-603-6198 POC Email Address 43473@miami-police.org Safety and Technology Equipment City of Miami Page 16 of 22 FILE JAG Program - Spending Plan Personnel Safety and Technology Equipment City of Miami This category includes paying costs for salaries and overtime. This section should not include any fringe benefits Will you be using funds to support personnel costs? p Yes ® No Fringe Benefits This category includes costs associated with paying the fringe benefits associated with salaries and overtime costs above. This may include: FICA, Medicare, Retirement, Health Insurance, Life Insurance, Worker's Comp, etc. Travel This category includes costs associated with travel. NOTE: Registration fees do not go in the Travel Category; they should be reflected in the "Other Cost" category. Will you be using grant funds to support travel costs? Q Yes ® No Equipment This category includes costs for non -consumable items in excess of the organization's capital outlay threshold, or in the absence of an established threshold $5,000, that has a useful life of more than one year. This may include equipment that does not meet the preceeding criteria but is inventoried by the recipient organization. Will you be using grant funds to purchase equipment? ® Yes p No If yes, how much grant funding is being allocated to equipment costs? $34,749.00 Briefly describe how each equipment item listed in the budget is necessary for the success of the project. The 9 new laptops will replace outdated hardware that does not have the capabilityto support the software requirements to run FIBRS and NIBRS reporting. The new laptops will allow Officers to work on their daily assignments, communicate, disbursement of police reports, crime statistics in response to requests from the public and city government, maps highlighting criminal activities in the City of Miami and various other functions. The current office furniture at MPD's police interview rooms is only meant for general office use. They are not secure and have been used as weapons of opportunity by detainees and suspects in the past. The 6 tables and chairs with safety features will reduce instances of the furniture being used as weapons and instances of interviewees fleeing the interview room. Briefly describe the procurement method that will be used for each type of equipment listed in the budget. Per City procurement policy, the lowest bidder will be selected for purchase of equipment. For equipment purchases ranging from $5,000-$10,000 the Procurement Department must receive three written quotes during the bid process. Equipment purchases between $10,000 and $25,000 require five quotes. If an equipment purchase is greater than $25,000 and up to $50,000, that will fall under a competitive sealed bid and also requires City Manager approval. A purchase of greater than $50,000 would also be a competitive sealed bid and require the approval of the Miami Board of Commissioners. Does your organization have a written inventory policy/procedure? ® Yes p No (a condition may be applied to the award) Upload your organization's inventory policy. Inventory Policy_City of Miami.pdf Page 17 of 22 FILE Supplies Safety and Technology Equipment City of Miami This category includes costs for small, consumable project supplies, These typically are below the organization's capital outlay threshold, have a useful life of less than a year, and/or are not inventoried on a regular schedule. Will you be using grant funds to purchase supplies? Q Yes ® No Contractual Services This category includes third -party agreements with a vendor, provider, consultant, etc. to assist in accomplishing the goals and objectives of the project. There are two types of contractual relationships recognized under federal awards. For a visual flowchart of the two types and what is required for each, please see our "Understanding Contractual Services under Federal Awards' resource. Will you be using funds to support third -party agreements (contractual services)? Q Yes ® No Other Costs This category includes costs that do not fall into any other category. These items may include things such as rental agreements, utilities, subscriptions, training registrations, etc. Will you be using grant funds to support other costs? p Yes ® No Indirect Costs Federal recipients may elect to use a portion of funding for indirect costs. Will you be using grant funds to support indirect costs? Q Yes ® No Page 18 of 22 FDLE Safety and Technology Equipment City of Miami JAG Program - Program Income and Budget Review Program Income (PGI) Grant -funded activities may generate revenues for the recipient organization. Examples of program income activities include but are not limited to: asset seizuresfforfeitures, registration/tuition fees, interest earned on grant funds, membership fees, court -ordered attorney's fees, and fees/fines for failed drug tests. Al program income must be accounted for, reported, and expended in accordance with Section 3A of the DOJ Grants Financial Guide. Will any proposed grant activities generate Program Income? p Yes ® No Budget/Procurement Review Sole Source The use of noncompetitive procurement methods (i.e. sole source) for grant funded purchases and procurement contracts is strongly discouraged. However, there are three scenarios in which sole source is allowable: 1. The item or service is only available from one source. This does not mean a particular brand name of a product justifies a sole source, it is the item itself. For example, procuring electronic control devices cannot be a sole source because these less -lethal devices are available to purchase from Taser International and various other vendors. 2. A public emergency exists that will result in harmful delays if formal competition is required. This requires official written declaration of the public emergency by an authorized official (i.e. President, Governor, Mayor, etc.). The ability to purchase non -competitively under a declaration of public emergency expires when the written declaration expires. 3. Inadequate competition was noted after soliciting a number of sources. Documentation of the solicitations from each source must be maintained to support the noncompetitive procurement. Applicants expecting to purchase grant -funded items non -competitively must complete the OCJG Sole Source Justification Approval form. If the total procurement, regardless of how much is grant funded, exceeds the federal simplified acquisition threshold (currently $250,000), the OCJG grant manager must coordinate federal sole source approval, which may require additional information. Are any items in the budget being procured noncompetitively? p Yes ® No State Term or Alternate Source Contracts Federal procurement regulations allow for grant funded items to be piggybacked off of other existing contracts with other entities. This is often referred to as alternate source contracting and is often used by OCJG recipients when procuring off of a State -Tenn Contract. Applicants proposing to use this method of procurement are required to describe and provide the contract number they are using for the alternate source procurement. Are any items in the budget being procured from an existing Florida State -Term Contract? 0 Yes ® No Are any items in the budget being procured from any other Alternate Source Contract? p Yes ® No Page 19 of 22 FILE Safety and Technology Equipment City of Miami Page 20 of 22 FILE Budget Proposed Budget Summary Expense Budget Safety and Technology Equipment City of Miami Grant Funded Total Budgeted D. Equipment Laptops $22,149.00 $22,149.00 Steel table and chair sets $12,600.00 $12,600.00 Subtotal $34,749.00 $34,749.00 Total Proposed Cost $34,749.00 $34,749.00 Revenue Budget Grant Funded Total Budgeted Grant Funding Award Requested $34,749.00 $34,749.00 Subtotal $34,749.00 $34,749.00 Total Proposed Revenue $34,749.00 $34,749.00 Proposed Budget Detail See attached spreadsheet. Proposed Budget Narrative D. Equipment List each NON -EXPENDABLE item to be purchased. Expendable items should be included in the supplies category. Each line item description MUST detail the calculation (unit price and quantity) used to arrive at the funded amount. EXAMPLE: 3 PClTablets @ $1,500 each (including associated peripherals such as case, keyboard, docking station, etc.) _ $4,500. Laptops 9 Laptops x $2,461 each = $22,149 Laptops will be adaptable to MPD police cars. Laptops will have the technology required for FIBRS and NIBRS reporting. At time of purchase, MPD will cover the additional cost over the allocated amount. Steel table and chair sets 6 steel table and chair sets x $2,100 each = $12,600 Each Table is 30x30x40 inch in 304 stainless steel with adjustable bolt down legs. Includes kickplate. Chairs are equipped with holes on the chair frame base for securely mounting to the interview chair to the floor. Page 21 of 22 FILE Safety and Technology Equipment City of Miami Page 22 of 22