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HomeMy WebLinkAboutreimbursable agreementSouth Florida HIDTA Reimbursable Agreement Reimbursement Recipient: City of Miami Police Department 400 NW 2na Avenue Miami FL 33128 Attn: Chief John Timoney Reimbursing Entity: South Florida HIDTA via ONDCP Award ONDCP Award Recipient: Monroe County Sheriffs Office ONDCP Award Number: I3PMIP586 & I4PMIP586 HIDTA Initiative: CDDRP Reimbursement Amount: $45,000 Period Duration: 2/1/04 to 1/31/05 This agreement is subject to the following conditions and provisions: A. Conditions Reimbursement is based on the detailed budget attached to this Agreement. This is the ONDCP-approved budget for the initiative and any deviation must comply with the reprogramming requirements as set forth in the ONDCP Guidelines and below. B. General Provisions 1. Reimbursement is subject to: a. the Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, also known as the "Common Rule", b. the Certifications Regarding Lobbying, Debarment, Suspension and Other Responsibility Matters; Drug -Free Workplace Requirements; Federal Debt Status, and Nondiscrimination Statutes And Implementing Regulations. c. the audit requirements of OMB Circular A-133, d. the cost principles contained in OMB Circular A-87, and e. the administrative guidelines contained in ONCDP's Financial and Administrative Guidelines. 2. Payment Basis Copies of invoices, canceled checks or recipient's check register, payroll and fringe benefit registers must accompany reimbursement requests. Reimbursement is authorized to be paid on a monthly basis. Payments will be made by check by the ONDCP direct grant recipient Monroe County Sheriff s Office. Page 1 of 3 Special Conditions The following special conditions are incorporated into each ONDCP HIDTA Award. They are therefore incorporated into each HIDTA Reimbursable Agreement so that the reimbursing agency (the direct recipient of the ONDCP award) may be assured these special conditions have been met by the requesting agency (the Reimbursable Recipient, or RR). 1. In order to provide for compatibility, integration, coordination, and cost effectiveness in the use, procurement, and operation of ADP systems, equipment, and software, RRs are encouraged and authorized to enter into joint purchase or service agreements on a reimbursable or nonreimbursable basis with other HIDTA award recipients. 2. No federal funds shall be used to supplant state or local funds that would otherwise be made available for project purposes. 3. The operating principles found in 28 CFR Part 23, which pertain to information collection and management or criminal intelligence systems, shall apply to any such systems supported by this Reimbursable Agreement. 4. Prior to expenditure of confidential funds, the RR shall sign a certification indicating that he or she has read, understands, and agrees to abide by all of the conditions pertaining to confidential fund expenditures as set forth in Attachment B to the ONDCP Financial and Administrative Guide for Cooperative Agreements. This certification should be submitted to the South Florida HIDTA fiscal office. 5. The RR agrees to account for and use program income, including but not limited to asset forfeitures, in accordance with the "Common Rule" and the ONDCP Financial and Administrative Guide for Cooperative Agreements. Moreover, the use of program income must be consistent with the National Drug Control Strategy. 6. Where furniture has been approved in the budget, the RR will make every effort to utilize existing State and local surplus property prior to the purchase of any furniture, including computer furniture or items of similar nature. 7. The RR may not use designated aircraft assigned to HIDTA-approved task operations and initiatives for the transport of VIP Executive(s) or similar circumstances not relating to the goals and objectives of State and local law enforcement programs. The budget submitted with the proposal is approved. Funds up to 10% of the total award may be reprogrammed between budget categories without prior approval provided that the reprogramming is within the same agency and the same initiative. This 10% is applied to a singular reprogramming or the aggregate of reprogramming per funding year. Any reprogramming of funds in excess of 10% of the award, or when aggregate reprogramming will exceed 10% of award, requires the written approval of the South Florida HIDTA Director. The reprogramming must be within the same agency and the same initiative. Reprogramming of funds between agencies or initiatives require the written approval of the ONDCP HIDTA Office, regardless of the dollar value of the reprogramming. In all cases the RR is responsible for requesting authorization to reprogram from the South Florida HIDTA Director and maintaining detailed records of said reprogramming. 9. The RR agrees to comply with the organizational audit requirements of OMB Circular A-133, "Audits of State and Local Governments." Upon request, an authorized copy of the management letter must be submitted with a copy of the audit report, no later than thirteen (13) months after the close of the RR's audited fiscal year, to the South Florida HIDTA, 3101 Commerce Parkway, Miramar FL 33025. 10. The RR agrees to submit operation reports as defined in the current year Program Guidance. Page 2 of 3 11. Equipment acquired under the grant program must be used by the RR in the program or project for which it was acquired as long as needed, whether or not the project or program continues to be supported by Federal funds. When no longer needed for the original program, the equipment may be used in other activities supported by the Federal agency. The RR may dispose of the original equipment when no longer needed or supported by the grantor agency. Upon request, inventory lists must be supplied to the HIDTA Director to facilitate the sharing of equipment within and between the HIDTAs. Items to be inventoried include Communications, Computer & Related Equipment, Surveillance Equipment, Photo, Vehicles, Video, and Weapons. 12. The RR will be permitted to designate funds that would be matched or shared, however these matched or shared funds will not constitute an obligation on behalf of the RR. 13. Budget item submissions for equipment and other contract items are accepted as best estimate only and are not deemed approved at that price. RRs are required to assure such items are not currently available, are not duplicative or excessive, and should make market surveys and obtain the best prices available. 14. The RR acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if RR is required to submit one pursuant to 28 CFR section 42,302) that is approved by the Office of Civil Rights, is a violation of its Certified Assurances and may result in the suspension of reimbursement. 15. The RR agrees to complete and keep on file, as appropriate, Immigration and Naturalization Service Employment Eligibility Verification Form (I-9). This form is to be used by recipients of Federal funds to verify that persons are eligible to work in the United States. ACCEPTANCE OF AGREEMENT Reimbursement Recipient City of Miami Police Department HIDTA South Florida HIDTA Name & Title Chief John Timoney Name & Title Timothy D. Wagner, Director Signature Signature C • . c/-16"j Date Date 3'300 r10Qif SS Pc! Z- 6dV hOOZ HNc1 1300118 : 3110d IWVfW 'r.:.! A Page 3 of 3