HomeMy WebLinkAboutPre-LegislationCity of Miami
Master Report
Resolution R-10-0290
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File ID #: 10-00712
Version: 1
Enactment Date: 7/8/10
Controlling Office of the City Status: Passed
Body: Clerk
Title: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A
NEW SPECIAL REVENUE FUND ENTITLED: "URBAN AREA SECURITY INITIATIVE ("UASI")
GRANT PROGRAM FISCAL YEAR 2009", AND APPROPRIATING FUNDS FOR THE OPERATION OF
SAME, IN THE AMOUNT OF S10,708,461, CONSISTING OF A GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY, DIRECTLY TO THE STATE OF FLORIDA DIVISION OF
EMERGENCY MANAGEMENT; AUTHORIZINGTHE-CITY MANAGER TO ACCEPT SAID GRANT
AWARD AND TO EXECUTE THE NECESSARY DOCUMENTS IN ORDTO IMPLEMENT THE
ACCEPTANCE OF SAID GRANT AWARD; FURTHER AUTHORIZING THE CITY MANAGER TO
EXTEND SAID UASI GRANT PROGRAM (FISCAL YEAR 2009) AS NECESSARY AND TO EXECUTE
ANY OTHER RELATED MODIFICATIONS, AMENDMENTS OR EXTENSIONS ON ALL MATTERS
EXCEPT THOSE DEALING WITH FUNDING CHANGES; AUTHORIZING THE EXPENDITURE OF
FUNDS TO VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY
EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES, AS STATED HEREIN; AND
AUTHORIZING THE CITY MANAGER TO EXECUTE MEMORANDUM OF AGREEMENT(S), IN
SUBSTANTIALLY THE ATTACHED FORM(S), WITH ITS CONTIGUOUS COUNTIES, MIAMI-DADE,
MONROE, AND THE CITY OF HIALEAH, SETTING FORTH THE PARTIES' RESPONSIBILITIES IN
CONNECTION WITH THE DEVELOPMENT AND SUPPORT OF THE UASI PROJECT ADMINISTERED
BY THE CITY OF MIAMI DEPARTMENT OF FIRE -RESCUE, CONTINGENT UPON FUNDING OF SAID
PROJECT BEING SECURED.
Reference: Introduced: 6/7/10
Name: Establishing Revenue.-UASI-Grant Prgm
Requester: Department of
Fire -Rescue
Notes:
Cost: Final Action: 7/8/10
Sections:
Indexes:
Attachments: 10-00742 Legislation.pdf, 10-00742 Exhibit I.pdf, 10-00742 Exhibit 2.pdf, 10-00742 Summary Form.pdf,
10-00742 Fund Title,pdf
Action History
City of Miami
Page 1 Printed on 7R I/2010
Ver. Acting Body Date Action Sent To Due Date Returned Result
Office oldie City 6/25/10 Reviewed and
Attorney Approved
City Commission 7/5110 ADOPTED
A motion was made by Francis Suarez, seconded by Richard Dunn 11, that this matter be ADOPTED. The motion
carried by the following vote:
Aye: 5 - Frank Carollo, Wifredo (Willy) Gort, Marc David Sarnoff, Francis Suarez and Richard Dunn 11
Office of the Mayor 7/19/10 Signed by the Mayor Office of the City
Clerk
1 Office of the City Clerk 7/19/10 Signed and Attested by
City Clerk
CiydMami Page 2 Prialed on 7/21/2010
City of Miami
Legislation
Resolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamlgov.com
File Number: 10-00742
Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ESTABLISHING A NEW SPECIAL REVENUE FUND ENTITLED: "URBAN AREA
SECURITY INITIATIVE ("UASI") GRANT PROGRAM FISCAL YEAR 2009", AND
APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE AMOUNT
OF $10,708,461, CONSISTING OF A GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY, DIRECTLY TO THE STATE OF
FLORIDA DIVISION OF EMERGENCY MANAGEMENT; AUTHORIZING THE CITY
MANAGER TO ACCEPT SAID GRANT AWARD AND TO EXECUTE THE
NECESSARY DOCUMENTS IN ORDER TO IMPLEMENT THE ACCEPTANCE OF
SAID GRANT AWARD; FURTHER AUTHORIZING THE CITY MANAGER TO
EXTEND SAID UASI GRANT PROGRAM (FISCAL YEAR 2009) AS NECESSARY
AND TO EXECUTE ANY OTHER RELATED MODIFICATIONS, AMENDMENTS
OR EXTENSIONS ON ALL MATTERS EXCEPT THOSE DEALING WITH FUNDING
CHANGES; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS
GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY
EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES, AS STATED
HEREIN; AND AUTHORIZING THE CITY MANAGER TO EXECUTE
MEMORANDUM OF AGREEMENT(S), IN SUBSTANTIALLY THE ATTACHED
FORM(S), WITH ITS CONTIGUOUS COUNTIES, MIAMI-DADE, MONROE, AND
THE CITY OF HIALEAH, SETTING FORTH THE PARTIES' RESPONSIBILITIES IN
CONNECTION WITH THE DEVELOPMENT AND SUPPORT OF THE UASI
PROJECT ADMINISTERED BY THE CITY OF MIAMI DEPARTMENT OF
FIRE -RESCUE, CONTINGENT UPON FUNDING OF SAID PROJECT BEING
SECURED.
WHEREAS, the United States Department of Homeland Security ("USDHS"), is authorized by the
Emergency -Wartime -Supplemental Appropriations Act 2003, toprovide-funds-to-states-for-subsequent
distribution to selected urban areas to address the unique equipment, training, planning, exercise and
operational needs for large urban areas, and to assist them in building an enhanced and sustainable
capacity to prevent, respond to, and recover from threats or acts or terrorism; and
WHEREAS, the USDHS, through the State of Florida Division of Emergency Management, has
sub -granted an Urban Area Security Initiative ("UASI") Grant Project 2009 to the City of Miami ("City")
in the amount of $10,708,461; and
WHEREAS, the City Department of Fire -Rescue will use said funds to continue to address the
unique equipment, training, planning, exercise and operational needs of the City, its contiguous
counties Miarni-Dade and Monroe, and the City of Hialeah, and to continue building an enhanced and
sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism ; and
Coy ofMiamt Page 1 of3 File Id: 10-00742 (Version: 1) Printed On: 676/2010
File Number: 10-00742
WHEREAS, in accordance with the UASI Grant Program 2009, the attached Memorandum of
Agreements with the City's contiguous counties, Miami -Dade and Monroe, and the City of Hialeah, will
provide the necessary guidelines to coordinate the UASI Grant Program 2009 and will permit the City
to reimburse Miami -Dade and Monroe Counties, and the City of Hialeah for its expenditures that are
compliant with said project;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by
reference and incorporated as if fully set forth in this Section.
Section 2. The following new Special Revenue Fund is established and resources are
appropriated as described below:
FUND TITLE: UASI Grant Program Fiscal Year 2009
RESOURCES: Department of Homeland Security
directly to the State of Florida Division
of Emergency Management
APPROPRIATIONS:
$10,708,461
$10,708,461
Section 3. The City Manager is authorized {1} to accept said grant award and to•execute the
necessary documents in order to implement the acceptance of said grant.
Section 4. The City Manager is further authorized(1) to extend said UASI Grant Program
(Fiscal Year 2009) grant award as necessary to execute any other related modifications, amendments
or extensions on all matters except those dealing with funding changes, and in connection with the
- development -and -support of-the-UASI-projects administered -by-the-City's-Department-of-Fire-Rescue,
as an UASI Sponsoring Agency, contingent upon the funding of the UASI projects being secured in the
form of grants through the Florida Department of Emergency Management.
Section 5. The City Manager is authorized(1) to execute Memorandum of Agreement(s), in
substantially attached form(s), with its contiguous counties, Miami -Dade and Monroe and the City of
Hialeah, for the purpose of setting forth the parties' responsibilities in connection with the development
and support of the UASI Grant Program 2009 administered by the City Department of Fire -Rescue, an
UASI sponsoring agency, contingent upon funding of said project being secured.
Section 6. This Resolution shall become effective immediately upon its adoption and signature
(Sty ay -Miami Page 2 of 3 File Id: 10-00742 (Version: 11 Printed On: 6/16/2010
Flie Number: 10-00742
of the Mayor.{2}
APPROVED AS TO FORM AND CORRECTNESS:
JULIE O. BF�IJ
CITY ATTORNEY
Footnotes:
{1} The herein authorization is further subject to compliance with all requirements that may be
imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter
and Code provisions.
{2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days
from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become
effective immediately upon override of the veto by the City Commission.
tyof1411amt
Page 3 of 3 File Id 10-00741(Version: 1) Printed On: 616/2010
Contract Number: 11 DS-32-11-23-02-233
CFDA Number: 97.067
FEDERALLY -FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
.._ with headquarters in Tallahassee, Florida.(hereinafler referred.to as the "Division"), and. City of Miami,
(hereinafter referred to as the "Recipient").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to
provide the services identified herein; and
B. The Division has received these grant funds from the State of Florida, and has the authority to
subgrant these -funds -to -the -Recipient -upon -the -terms -and -conditions below; and
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Recipient agree to the following:
(1) SCOPE OF WORK.
-The Recipient -shall perform the work in accordance -with the Budget and Scope -of -Work,
Attachment A of this Agreement.
(2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES
The Recipient and the Division shall be governed by applicable State and Federal laws,
rules and regulations, including those identified in Attachment B.
(3) PERIOD OF AGREEMENT.
This Agreement shall begin October 1, 2009 and shall end April 30, 2012, unless
terminated earlier in accordance with the provisions of Paragraph (12) of this Agreement.
(4) MODIFICATION OF CONTRACT
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(5) RECORDKEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the
federal OMB Circular No. A-102, Common Rule: Uniform Administrative Requirements for State and
Local Governments" or OMB Circular No. A-110, "Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost
Principles for State and Local Governments," OMB Circular No. A-21, "Cost Principles for Educational
Institutions," or OMB Circular No. A-122, "Cost Principles for Nonprofit Organizations." If this Agreement
is made with a commercial (for -profit) organization on a cost -reimbursement basis, the Recipient shall be
subject to Federal Acquisition Regulations 31.2 and 931.2.
(b) The Recipient shall retain sufficient records to show its compliance with the terms of
this Agreement, and the compliance of all subcontractors or consultants paid from funds under this
Agreement, for a period of five years from the date the audit report is issued, and shall allow the Division
•or its designee,. the State.Chief Financial Officer or the State Auditor General access to the records upon
request. The Recipient shall ensure that audit working papers are available to them upon request for a
period of five years from the date the audit report is issued, unless extended in writing by the Division.
The five year period may be extended for the following exceptions:
_ 1- If any litigation, claim oraaditis started -before thefiveyearperiod-expires-
and extends beyond the five year period, the records shall be retained until all litigation, claims or audit
findingsdnvolviog_ heiecorsts_have_beensesolvad
2. Records for the disposition of non -expendable personal property valued at
$5,000 or more at the time it is acquired shall be retained for five years after final disposition.
3. Records relating to real property acquired shall be retained for five years after
e..closing.onthe. transfer. o.f,title............:..
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget
and Scope of Work - Attachment A - and aft other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to
be paid from funds provided under this Agreement, shall allow access to its records at reasonable times
to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during normal business
hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be
limited to, auditors retained by the Division.
(6) AUDIT REQUIREMENTS
. (a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement.
(b) These records shall be available at reasonable times for inspection, review, or audit
by state personnel and other personnel authorized by the Department or the Division. "Reasonable" shall
ordinarily mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
(c) The Recipient shall provide the Department with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
• (d) If the Recipient is a State or local government or a non-profit organization as defined
in OMB Circular A-133, as revised, and in the event that the Recipient expends $500,000 or more in
Federal awards in its fiscal year, the Recipient must have a single or program -specific audit conducted in
accordance with the provisions of OMB Circular A-133,, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement. In determining the Federal
awards expended in its fiscal year; the Recipient shall considerall sources of Federal awards,. including -..- .,
Federal resources received from the Division, The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMB Circular A-133, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMa CircularA-13T, arevise-d; willTheet-the requirremeets itthisparagraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fulfill -the requiremeets-for-auditee-tesponsibilities as prnvidedan.BLbpari-Csr_f OMB Circular A-133,
as revised.
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the
—event that the.Recipient:expendsiess than_$.5.00,.00.0:in_Federal,awards. in its .fscal,yearand chooses to
have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of
the audit must be paid from non -Federal funds.
(e) Send copies of reporting packages for audits conducted in accordance with OMB
Circular A-133, as revised, and required by subparagraph (d) above, when required by Section .320 (d),
OMB Circular A-133, as revised, by or on behalf of the Recipient to:
The Division at each of the following addresses:
Department of Community Affairs
Office of Audit Services
• 2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
.[atso send an electronic copy to aurilfa.parrish@dca.state.fl.usj
and
Division of Emergency Management
Finance and Administration
2555-Shumard Oak -Boulevard ------ -- ---
Tallahassee, Florida 32399-2100
Send, the Single Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by
submission. online at
h ttp://harvester. census.cov/fadcollect/ddeindex.html
3
And to any other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f),
OMB CircularA-133, as revised.
(f) Pursuant to Section .320 (f), OMB Circular A-133, as revised, the Recipient shall send
a copy of the reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any
management fetter issued by the auditor, to the Division at the following addresses:
Department of Community Affairs_.._ _.
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
[also send an electronic copy to aurilla.parrish@dca.state.fl.us)
and
Division of Emergency Management
Fnance-and-Administration
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(g) By the date due, send any reports, management letter, or other information required
to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A-133,
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, as applicable.
(h) Recipients should state the date that the reporting package was delivered to the
Recipient when submitting financial reporting packages to, the Division for audits done in accordance with
OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General,
(i) If the audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non-compliance_
(j) The Recipient shall have all audits completed by an independent certified public
accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter 473,
Flay Stat:The-IPA-shall-state-that the-audit-complied-with-the-applicable-provisions_notec above. The
audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
year.
(7) REPORTS
(a) The Recipient shall provide the Division with quarterly reports and a close-out report.
These reports shall include the current status and progress by the Recipient and all subrecipients and
subcontractors in completing the work described in the Scope of Work and the expenditure of funds under
this Agreement, in addition to any other information requested by the Division.
4
(b) Quarterly reports are due to the Division no Later than 30 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative close-
out report. The ending dates for each quarter of the program year are March 31, June 30, September 30
and December 31.
(c) The close-out report is due 60 days after termination of this Agreement or60 days
after completion of the activities contained in this Agreement, whichever -first occurs
(d) If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, the Division may withhold further payments until they are completed or
may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the Division" means that
the work product was completed in accordance with the Budget and Scope of Work:
• (e) The Recipient shall provide additional program updates or information that may be
required -by -the Division.
(t) The Recipient shall provide additional reports and information identified in Attachment
D.
(8) MONITORING.
= - ---- The -Recipient -shall -monitor -its -performance under this.Agreement,-as-well as.that.of.its.._......._....
subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that
time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished
within the specified time periods, and other performance goals are being achieved. A review shall be
done for each function or activity in Attachment A to this Agreement, and reported in the quarterly report.
In addition to reviews of audits conducted in accordance with paragraph (6) above, monitoring
procedures may include, but not be limited to, on -site visits by Division staff, limited scope audits, and/or
• other procedures. The Recipient -agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Division. In the event that the Division or the
Department determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to
comply with any additional instructions provided by the Division or the Department to the Recipient
regarding such audit. The Recipient further agrees to comply and cooperate with any inspections,
reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or Auditor
General. In addition, the Division will monitor the performance and financial management by the
Recipient throughout the contract term to ensure timely completion of alltasks,
(9) LIABILITY
(a) Unless Recipient is a State agency or subdivision, as defined in Section 768.28, Fla.
Stat, and the Recipient is solely responsible to parties it deals with in carrying out the terms of this
Agreement, and shall hold the Division harmless against all claims of whatever nature by third parties
arising from the work performance under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division, but is an independent contractor.
5
(b) Any Recipient which is a state agency or subdivision, as defined in Section 768.28,
Fla. Stat. agrees to be fully responsible for its negligent or tortious acts or omissions which result in
claims or suits against the Division, and agrees to be liable for any damages proximately caused by the
acts or omissions to the extent set forth in Section 768.28, Fla. Stat. Nothing herein is intended to serve
as a waiver of sovereign immunity by any Recipient to which sovereign immunity applies. Nothing herein
---shall be construed as consent by a state-agency-orsubdivisionof-the State of -Florida -to -be sued by -third -
parties in any matter arising out of any contract.
(10) DEFAULT.
If any of the following events occur ("Events of Default" ), all obligations on the part of the
Division to make further payment of funds shall, if the Division elects, —terminate and -the Division -has the
option to exercise any of its remedies set forth in Paragraph (11). However, the Division may make
payments or -partial payments after -any -Events -of -Default -without -waiving the right-to-exercisesuch
remedies, and without becoming liable to make any further payment:
(a) If any warranty or representation made by the Recipient in this Agreement or any
previous agreement with the Division is or becomes false or misleading in any respect, or if the Recipient
-fails-to-keep or-perform:any-of-the-obligations,-terms.or_covenants-in.this Agreement.or_any.previous...._
agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its
obligations under this Agreement;
(b) If material adverse changes occur in the financial condition of the Recipient at any
time during the term of this Agreement and the Recipient fails to cure this adverse change within thirty
days from the date written notice is sent by the Division.
(c) t f any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information;
(d) If the' Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
(11) REMEDIES.
If an Event of Default occurs, then the Division may, after thirty calendar days written
notice to the Recipient and upon the Recipient's failure to cure within those thirty days, exercise any one
or more of the following remedies, either concurrently or consecutively:
(a) Terminate this Agreement, provided that the Recipient is given at least thirty days
prior written notice of the termination. The notice shall be effective when placed in the United States, first
class mail, postage prepaid, by registered or certified mail -return receipt requested, to the address in
paragraph (13) herein;
(b) Begin an appropriate legal or equitable action to enforce performance of this
Agreement;
(c) Withhold or suspend payment of all or any part of a request for payment
6
(d) Require that the Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds.
(e) Exercise any corrective or remedial actions, to include but not be limited to:
1. request additional information from the Recipient to determine the reasons for
or the extent of non-compliance or lack of performance,
• 2.- issue a written waming to advise that more serious measures maybe taken if
the situation is not corrected,
3. advise the Recipient to suspend, discontinue or refrain from incurring costs for
any activities in question or
4. require the Recipient to reimburse the Division for the amount of costs incurred
for any items determined to be ineligible;
(f) Exercise -any -other -rights -or -remedies hich may -be -available -under
law.
(g) Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in
—this Agreerent orfails to -insist on strict.performance-by.the-Recipient,. it.will.not.affect, extend or,waive. ...
any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the
Division for any other default by the Recipient.
(1'2) TERMINATION.
(a) The Division may terminate this Agreement for cause after thirty days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document, paper,
letter, or other material subject todisctosure under Chapter 119, Fla. Stat.; as amended.
(b) The Division 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 Recipient with thirty calendar day's prior written notice,
(c) The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement. The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement
(d) In the event that this Agreement is terminated, the Recipient will not incur new
obligations for the terminated portion of the Agreement after the Recipient has received the notification of
termination. The Recipient will cancel as many outstanding obligations as possible. Costs incurred after
receipt of the termination notice will be disallowed. The Recipient shall not be relieved of liability to the
Division because of any breach of Agreement by the Recipient. The Division may, to the extent
authorized by law, withhold payments to the Recipient for the purpose of set-off until the exact amount of
damages due the Division from the Recipient is determined.
7
(13) NOTICE AND CONTACT.
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by
hand delivery, or first class, certified mail, retum receipt requested, to the representative named below, at
the address below, and this notification attached to the original of this Agreement.
-(b)- The name and address of the -Division contract manager -for this Agreement is: -
Carolyn Washington, Community Assistance Consultant
Florida Division of Emergency Management
Bureau of Finance Grants Section
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone: (850) 410-1271
Fax: (850) 488-7842
Email: carolyn.washington(e em.myforida.com
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is:
Allen Joyce Assistant Fire Chief
.1151 _NW 7°' Street .
Miami, Florida 33136
Telephone: 305-416-5402
Fax: 305-400-5029
Email: ajoyce@miamigov.com
(d) In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the name, title and address of the new representative
wit be provided as outlined in (13)(a) above.
(14)'SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the
unsigned subcontract must be forwarded to the Division for review and approval before it is executed by
the Recipient. The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by
the terms of this Agreement, (ii) the subcontractor Is bound by all applicable state and federal laws and
regulations, and (iii) the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the
extent allowed and required by law. The Recipient shall document in the quarterly report the
subcontractor's progress in performing its work under this Agreement.
For each subcontract, the Recipient shall provide a written statement to the Division as to
whether that subcontractor is a minority vendor, as defined in Section 288.703, Fla. Stat.
(15) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(16) ATTACHMENTS
(a) All attachments to this Agreement are Incorporated as If set out fully.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
Attachment A — Budget and Scope of Work
Attachment B — Program Statutes, Regulations and Special Conditions
• Attachment C= Justification bf Advance
Attachment D— Warranties and Representations
Jttactun.enLE=.Certifacation Regarding Debarment
Attachment F — Statement of Assurances
(17) FUNDING/CONSIDERATION
(a) This is a cost -reimbursement Agreement. The Recipient shall be reimbursed for
--costs incurred in the satisfactory performance of work -hereunder in an amount not to exceed-$10;708,461,- --
subject to the availability of funds.
(b) Any advance payment under this Agreement is subject to Section 216.181(16),
FIa.Stat., and is contingent upon the Recipients acceptance of the rights of the Division under Paragraph
(12)(b) of this Agreement. The amount which may be advanced may not exceed the expected cash
needs of the Recipient within the first three months of the contract term. For a federally funded contract,
any advance payment is also subject to federal OMB Circulars A-87, A-110, A-122 and the Cash
Management improvement Act of /990. Iran advance payment is requested below, the budget data on
which the request is based and ajustification statement shall be included in this Agreement es
Attachment C. Attachment C wit specify the amount of advance payment needed and provide an
explanation of the necessity for and proposed use of these funds.
An advance payment of $__Xis requested
(c) After_the. initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Recipient agrees to expend funds in accordande with the Budget and Scope of Work,
Attachment A of this Agreement.
If the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or
under subparagraph (19)(h) of this Agreement, all obligations on the part of the Division to make any
. further payment of funds shall terminate, and the Recipient shall. submit its closeout report within thirty
days of receiving notice from the Division.
9
(18) REPAYMENTS
All refunds or repayments due to the Division under this Agreement are to be made payable to
the order of "Department of Community Affairs" and mailed directly to the following address:
Department of Community Affairs
Cashier
Fiscal Management
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
In accordance with Section 215.34(2), Fla. Stat., if a check or other draft is returned to the Division for
collection, Recipient shall pay the Division a service fee of $15.00 or 5% of the face amount of the
returned check or draft, whichever is greater.
(19) MANDATED CONDITIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Division request, or in any submission or response to fulfill the
`fequrrerfierits of this Agreement. All of'saidihformatiori:7epresentabans -and materials is incorporated -by
reference.. Additional special conditions are listed on Attachment B. The inaccuracy of the submissions
or any material changes shall, at the option of the Division and with thirty days written notice to the
Recipient, cause the termination of this Agreement and the release of the Division from all its obligations
to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. 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.
(c) Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement.
(d) This Agreement may be executed in any number of counterparts, any one of which
may be taken as an original.
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101-336, 42 U.S.C. Section 12101 et seo.), which prohibits discrimination by public and private
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services, and telecommunications.
CO Those who have been placed on the convicted vendor list following a conviction
for a public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a public entity for the
10
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity,'may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity, and may not transact business with any public entity in
excess of $25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list
or on the discriminatory vendor list
(g) ._.Any.Recipient.which_is.not.a local government or.state agency,..and which
receives funds under this Agreement from the federal government, certifies, to the best of its knowledge
and belief, that it and its principals:
1. are not presently debarred, suspended, proposed for debarment, declared
-ineligible, or voluntarily -excluded from covered transactionsby a federal department or agency;
2. have not, within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
3. are notpresently indicted or otherwise criminally or civilly charged by a
govemmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
19(g)2. of this certification; and
4. have not within a five-year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
If the Recipient is unable to certify to any of the statements in this certification, then the Recipient
shall attach an explanation to this Agreement.
. In addition, the Recipient shaft send to the Division (by email or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment E) for each intended subcontractor which Recipient plans to fund under
this Agreement. The form must be received by the Division before the Recipient enters into a
contract with any subcontractor.
(h) The State of Florida's performance and obligation to pay under this Agreement Is
contingent upon en annuat-appropriation by -the t=egislature;-and-subjectto-any-modification in — —
accordance with Chapter 216, Fla. Stat or the Florida Constitution.
(i) All bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a proper preaudit and postaudit thereof.
CO Any bills for travel expenses shall be submitted in accordance with Section 112.061,
Fla. Stat.
11
(k) The Division reserves the right to unilaterally cancel this Agreement if the Recipient
refuses to allow public access to all documents, papers, fetters or other material subject to the provisions
of Chapter 119, Fla. Stat., which the Recipient created or received under this Agreement.
(I) If the Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the
• Division's obligationrto payme contract amount.
(m) The State of Florida will not intentionally award publicly -funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act
(INK)). The Division shall consider the employment by any contractor of unauthorized aliens a violation •
of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions contained in
Section-27--4A(e)-ef-the-INA-shall-be-grounds-for-unilateral cancellation -of -this Agreement -by -the -Division.
(n) The Recipient is subject to Florida's Government in the Sunshine Law (Section
286.011, Fla. Stat.) with respect to the meetings of the Recipient's governing board or the meetings of
any subcommittee making recommendations to the governing board. All of these meetings shall be
-=-publicly-noticedr open-to-the-public;-and-the-minutes-ofall-the-meetingshall-be-publicrecords,.avaitable..
to the public in arrnrdance with Chapter 119, Fla. Staff
(o) All unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost.
(20) LOBBYING PROHIBITION
(a) No funds or other resources received from the Division under this Agreement may be used
directly or indirectly to influence legislation or any other official action by the Florida Legislature or any
state agency.
(b) The Recipient certifies, by its signature to this Agreement, that to the best of his or
her knowledge and belief:
1. No Federal appropriated funds have been paid or wilt be paid, by or on behalf
of the Recipient, to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering Into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
2. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
12
connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete
and submit Standard Form-LLL, "Disclosure Form to Report Lobbying."
3. The Recipient shall require that this certification be included in the award
documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, and
cooperative agreements) and that all subrecipients shall certify and disclose.
This certification is a material representation of fact upon -which reliance was placed
when this transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
• (21) COPYRIGHT, PATENT AND TRADEMARK
ANYANDAL-L—PATEN-T-RIGH-T-S-AGGRUING-UNDEROR-IN-CONNECTION WITH -a --HE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA.
ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE
OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF
_.FLORIDA. =
(a) If the Recipient has a pre-existing patent or copyright, the Recipient shall retain all
rights and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise.
(b) If any discovery or invention is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected with it, the Recipient shall refer the
discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material ate produced, the Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Recipient to the State of
Florida.
(c) Within thirty days of execution of this Agreement, the Recipient shall disclose all
intellectual properties relating to the performance of this Agreement which he or she knows or should
know could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any
pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such property
exists. The Division shall then, under Paragraph (b), have the right to all patents and copyrights which
accrue during performance of the Agreement.
13
(22) LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that ifs governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
(23) ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment F.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
RECIPIENT: CITY OF MIAMI
Name and title: .---5 ef`-i-J
Date:
FID# 51--64io375
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Name and Title: David Halstead, lateFira Director
Date:
14
'Urban Area Seeuritylnitiative-Grant Program- --FY 2009-& Memoranda of -Agreements"
ATTEST:
Priscilla A. Thompson
City Clerk
CITY OF MIAMI, FLORIDA
Ca os A. Migoya
City Manager
APPROVED AS TO FORM AND
CORRECTNESS:
Julie O. Bru
City Attorney
APPROVED AS TO INSURANCE
REQUIRENMENTS:
beeARA-Brethm, Director
Risk Management Division
GAAjklitly
EXHIBIT — 1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE: If the resources awarded to the Recipient are from rnore than one Federal program, provide the
same information shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal agency: Urban Area Security Initiative (UASI)
Catalog of Federal Domestic Assistance title and number: 97.067
Award amount: $10,708,461
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
NOTE: If the resources awarded to the Recipient represent more than one Federal program, list
applicable compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1. Recipient is to use funding to perform the following eligible activities as identified in the United
States Department of Homeland Security, Federal Emergency Management Agency, National
Preparedness Directorate Fiscal Year 2009-10 State Homeland Security Grant Program
(SHSGP), consistent with the Department of Homeland Security State Strategy.
2. Recipient is subject to all administrative and financial requirements as set forth in this Agreement,
or will be in violation of the terms of the Agreement.
NOTE: Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes,
require that the information about Federal Programs and State Projects included in Exhibit 1 be provided
to the Recipient.
15
-At tactirnerit A"
Budget and Scope of Work
Proposed Program Budget
Below is a general budget which outlines eligible categories and their allocation under this award, The
Recipient is to utilize the "Proposed Program Budget" as a guide for completing the "Budget Detail Worksheet"
below.
..-The.equipment.category.will-require a "Detailed Budget.Worksheet".induding.the.proposed equipment to .be
purchased and the corresponding Authorized Equipment List (AEL) reference number. The AEL can be found at
www.rkb.Us.
:L The transfer of funds between the categories listed in the "Proposed Program Budget" is permitted. However,
25% of the award allocation has to be used for eligible LETP- Type activities.
"4- However, at the discretion oflhe'Recipient,-funds allocated to Management and Administration costs (as
described in the Proposed Program Budget") may be put towards Programmatic costs instead. However, no
more than 3% of each Recipients' total award may be expended on Management and Administration costs.
Grant' , '
`II •I'I Recipient Agency
Category. •
Amount Allocated
FY 2009 - State Homeland
Security Grant Program — Urban
Miami UASI
Award Allocation
$11,039,650.00
State Management & Administration
withheld 3%_.
$331.189.00
Area Security Initiative - Issue 53
Expendable Award Allocation after 3%
reduction
$10,708,461.00
LETP-Type Activities (25% of award
allocation) This amount is not in addition to
the remaining award amount but instead
signifies the amount needed to meet the
25% requirement.
$2,759,913.00
Management and Administration
(The dollar amount which corresponds to
3% of the total local agency allocation is
shown in the column on the right).
$321,253.00
7 5 ,r Y _ '� Y rk
it t ` 3 .. "� ",�'{'.:3 i ...-r�, .'.fr,. .s� , . T .'
"
- t 4 f n; { f r Ah, � r y. ,�t 0
r to �zt ` $10 706 461 00 l; �'
�� .�i w,urJ, I 2., K$.: y Y :-,' :-'�? ., t: �+u..,, l ;sG..,.. •34:.
Fir+ s:q i S P }� t.
U� rAy i 14 SG KfYr t l ��ix t�'as
, r State M & A costs � {•
u•�v of t �'L'vfUt`s {2x.' :i 3';°"M_`
fi w ,
""'..,s
, hit r` �.0'
�i 4t-' r { r $331 189 00 . fit ,
i`.? 4'Ld 'r.,r7 i `a'`{t. rC#'�a C ...-..,. f- �GtnC...'arn5+t{{7e;�
� .
16
Budget -Detail Worksheet
The Recipient is required to provide a completed budget detail worksheet, to Ilse Division, which accounts for the total
award for issue as described in the 'Proposed Program Budget'.
If any changes need to be made to the "Budget Detail Worksheet", after the execution of this contract, contact the contract
manager listed in this contract via email or letter.
itii { At y 11 ti t: \b 721t t �
. i11 ;.7 !sy,.. .�.Li`.. .. ...- ,.:.r .• .. ..... n ,. .. .. .,.. _ ...-: , _ '.•sk'•'L:. S.
,Allowable Planning'Costs -�••
... Quantity •;
.- Unit Cost
'.-Total Cost
Developing scenario plans that Incorporate the range of prevention,
protection, response, and recovery activities for a scenario
Developing and imptementing homeland security support programs and
adopting DI -IS national initiatives
- Developing related•terrorism prevention activities
Developing and enhancing plans and protocols
_Developing.or_conducting assessments
Hiring of full or part-time staff or contractors/consultants to assist with
planning activities (not for the purpose of hiring public safety personnel
fulfilling traditional public safety duties)
1. CBRNE Emergency Planning Coordinator
2. Preparedness Planning Services
3. Planner (14 months, inc.! fringe)
_4.__.—Rianning_Coord inator_(14.monlhs,-incl.fringe) _—_,.—:_
5. Communications Planning Services (this project is split btw.
P, T & E)
6. Preparedness Planning Services (this project is split btw. P, T
& E)
7. EOC Job Aide Development & Collaboration System
Integration
8. Homeland Security PlanninglPublic Awareness for TLO
9. Municipal & Emergency Management Partner
COOP/Emergency Plan Development/Enhancement NIMS
Compliance (Split btw. P and T)
10. MOC Departmental & Facility COOP Development & Updates
11. Regional Planning (split btw. P,T &E)
12. Regional Communications Planning (split btw. P,T, & E)
13. Regional NIMS/NRF Planning (split btw. P, T & E)
14. Project Planning
1
1
1
1
1
1
1
1
1
1
1
1
1
1
$80,000
$83,357
$,824 ""
$2855,824
$50,OD0
$100,000
$60,000
$100,000
$139,500
$ 50,43 0
$50,431
$30,000
$50,000
$549,338
$80,000
$83,357
$2'8524'
$285,824
$50,000
$100,000
$60,000
$100,000
$139,500
$190,00050,431
$50,431
$30,000
$54,000
$5338
9,33
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel/per diem related to planning activities
Overtime and backlit( costs — Payment of overtime expenses will be
for work performed by award (SAA) or sub -award employees In excess
of the established work week (usually 40 hours) related to the planning
activities for the development and Implementation of the programs
under HSGP.
Other projects areas with prior approval from FEMA
Allowable LETP Planning Costs
Quantity
Unit Cost
Total Cost
Establishment / Enhancement of Fusion Centers
• Hiring an IT specialist to plan, develop, and implement the IT
applications necessary for the fusion center
• Developing and planning for Information/Intelligence sharing
groups
• Hiring contractors and consultants to make recommendations on
the development of the fusion center
17
Conducting point vulnerability analyses and assessments
Soft target security planning (public gatherings)
Developing border security operations plans in coordination with CEP
Developing, implementing, and reviewing Area Maritime Security Plans
for ports, waterways, and coastal areas
Updating and refining threat matrices
Integrating and coordinating private sector participation with fusion
center activities
Developing and implementing civil rights, civil liberties and privacy
• policies procedures,'and'prolocels. ...... . .........._ __ .._ _....
.
Acquiring systems allowing connectivity to Stale, local, and Federal
data networks, such as the National Crime Information Center (NCIC)
and Integrated Automated Fingerprint Identification System (IAFIS), as
appropriate
Designing and developing State and local geospatial data systems
Costs associated with the adoption, implementation and adherence to
NIMS National Credenlialing Framework
Integrating and coordinating private sector participation with fusion
center activities
-
- Allowable HSGI' and L8TP Orgarnzational Acfrvtties (fe ted
ao;25°loofthe-totalUASlawardj;i'. ,,.;.`.' .,,,.,.r, . �
Quantit
, y.=.
Unit Cost
.. .,. .
Totat Costa`•
......
Overtime for infomration, investigative, and intelligence sharing
activities (up to 50 percent of the allocation)
Reimbursement of select operational expenses associated with
increased security measures at critical infrastructure sites, incurred
—
during hme pePiods of"DNS=declared-alerts (uID-10 50 pi:ri:i:ritoffFie
allocation).
Hiring of new staff position/ contractors/consultants for participation in
information/intelligence analysis and sharing groups or fusion center
activities (up to 50 percent of the allocation)
A11owable Training Costs
Quantity
U•mt Cost
Total Cost`;'
Overtime and backfill for emergency preparedness and response
personnel attending FEMA-sponsored and approved training classes.
1. SWAT Tactical Medic Program Training
2. NIMS Compliance Training - Disaster Management
Simulation/Training
3. Field Force Training for Patrol Officers
4. Training Overtime/Backfill
5. University of Miami ERT Training
6. Backfill for fire department personnel to attend training and
drills
7. Specialized Emergency Training for Terrorism/Emergency
Responders/Incident Command
.. _ _ 8.. _Fare Boat-Rescue.Training
9. Fire Service Intelligence Enterprise (split btw T & Equip)
10. Municipal & Emergency Management Partner
COOP/Emergency Plan Development/Enhancement NIMS
Compliance (Split btw. P and T)
11. Regional Training (Split btw. P,T&E)
12. Regional Communications Training (Split btw. P, T & E)
13. Regional NIMS/NRF Training (split btw. P, T & E)
1
1
1
1
1
1
1
1
1
1
1
$52,737
$125,680
$110,000
$255,491
$50,000
570,877
$91,588
$200,000
$28,600
$70,500
$20,000
$20,000
$30,000
$52,737
$125,680
$110,000
$255,491
$50,000
$70,877
$91,588
$200,000
$28,600
$70,500
$20,000
$20,000
$30,000
Overtime and backfill expenses for part-time and volunteer emergency
response personnel participating in FEMA training.
Training Workshops and Conferences
1. Citizen Corps Training
1
$30,000
$30,000
18
---Full-orParl-Time-StafforContractors/Consultants
1. Communications Training Services
2. Preparedness Training Services
1
$25,000
$25,000
. ___.
$25,000
$25,000
Travel
Supplies
Tuition for higher education
Other items
Allowable LETP Training Costs .
•
Quantity .
Unit Cost
Total Cost
Establishment / Enhancement of Fusion Centers
Participation in DHS approved Intelligence analyst training
Participation in up to three non-FEMA approved intelligence analyst
training
A complete list of FEMA approved courses may be found at www.oip.usdoi.aov/FEMAldocs/Eligible Federal Courses.pdf
Rry"'^D^^^• tr srY ; e -7 w.z'c^ ar 2it .rm t
Allowable ExercrserCosts fi
P ,, a..,,'�r.xf. ,n,,, v.,,,'". _ ., 7i�,� il:^�e':�,.� ` rl,�.. >�€c. t� 4 ..!�..
QuanUt
� .., .y''_
Unit Cost
` s ,...:.
Total
Design, Develop, Conduct and Evaluate an Exercise
Exereise-Planning-Workshop--Grant-funds-may-be used -to -plan -and
conduct an Exercise Planning Workshop to include costs related to
planning, meeting space and other meeting costs, facilitation costs,
materials and supplies, travel and exercise plan development.
Full or Part -Time Staff or Contractors/Consultants - Full or part-time
staff may be hired to support exercise -related activities. Payment of
_eateries aed.fringe benefits rrtpst_bein accer iancewith ,the policies_of._:._
the state or local unit(s) of government and have the approval of the
state or the awarding agency, whichever is applicable. The services of
contractors/consultants may also be procured to support the design,
development, conduct and evaluation of CBRNE exercises. The
applicant's formal written procurement policy or the Federal Acquisition
Regulations (FAR) must be followed.
1. Communications Exercise Services
2. Preparedness Exercise Services
3. Catastrophic Disaster Full Scale Exercise
4. Regional Exercises (Split btw. P, T & E)
5. Regional Communications Exercises (Split btw. P,T, & E)
6. Regional NIMS/NRF Exercises (Split btw. P. T & E)
._.._.._.
1
1
1
1
1
1
$30,000
$75 000
$132,121
$20,000
$20,000
$20,000
$30,000
$75,000
$132,121
$50,000
$20,000
Overtime and backfrll costs — Overtime and backbit costs, including
expenses for part-time and volunteer emergency response personnel
participating in FEMA exercises
Implementation of HSEEP
Travel - Travel costs (Le., airfare, mileage, per diem, hotel, etc.) are
allowable as expenses by employees who are on travel status for
official business related to the planning and conduct of the exercise
project(s). These costs must be in accordance with state law as
highlighted In the OJP Financial Guide. States must also follow state
regulations regarding travel. If a state or territory does not have a travel
policy they must follow federal guidelines and rates, as explained in the
OJP Financial Guide. For further information on federal law pertaining to
travel costs please refer to http://www.o'tp.usdoi.gov/FInGuide. -
Supplies - Supplies are items that are expended or consumed during
the course of the planning and conduct of the exercise project(s) (e.g.,
copying paper, gloves, tape, non -sterile masks, and disposable
protective equipment).
19
--
Other Items - These costs include the rental of space/locations for
exercise planning and conduct, exercise signs, badges, etc.
Allowable LETP Exercise Costs' '
Quantity
Unit Cost
Total Cost
Exercises to evaluate the effectiveness of Information sharing plans,
policies, procedures, and protocols
Exercises 1e evaluate NIMS implementation. This includes costs
associated with exercising components of (he NIMS National
Credenlialing Framework
Exercises to evaluate facility and/or vessel security protection
Exercises to evaluate area maritime security protection
Exercises to evaluate threat recognition capabilities
Exercises.to evaluate cyber security capabilities
Exercises to evaluate agricultural/food security capabilities
Exercises to evaluate prevention readiness and techniques
"Red Team" (force on force) exercises
Interoperable communications exercises
Critical infrastructure vulnerability, protection, and/or attack exercises
Eligible Equipment Acquisition Costs
The table below highlights .the allowable equipment categories for this
award. A comprehensive listing of these allowable equipment
categories, and specific equipment eligible under each category, can be
found on the web -based Authorized Equipment. List at:
http://www.rkb.us
Quantity
Unit Cost
Total Cost
' Click on °Authorized EquipmentList (AEL)
riL:, ..lf:you :wish to purchase; a piece of equipment from any category
below; then, iin the'space'given'below That category: put the 'AEL
.item number° and "title"
Personal protective equipment
1. PPE — Proximity Fire Fighting (AEL #01PC-01-ENSM)
2. Hatch Gear (AEL #01LE-02-PRPO)
3. Self -Contained Breathing Apparatus (SCBA)
(AEL#01WA-01-SCBA)
4. Self -Contained Breathing Apparatus (AEL #01 WA-01-SCBA)
1
1
1
1
$220,000
$16,000
$68,420
$50,000
$220,000
$16,000
$68,420
$50,000
Explosive device mitigation and remediatjon equipment
1. Remote camera system, command post, VPN/Intemet-based
(AEL #02EX-00-PBIE)
1
$7,000
$7,000
CBRNE operahnaloSearch and rescue equtpment '
1. Ballistic Vests (AEL#030E-01-VSTO)
2. Tactical Rescue Team Cache and Transport (AEL #03SR-02-
TLHN, 03SR-01-COMP, 03SR-02-TPGS, 03SR-03-KMON,
030E-05-ROPH, 030E-05-ROPS, 030E-05-HARN, 03SR-01-
ABAG)
3. PPE for Police Response to CBRNE—Tactical Carrier Vests
(AEL#030E-01-VSTO)
4. Night Vision Monoculars (2) (AEL #030E-02-BNOC)
5. Non -Magnetic Tool Comprehensive (Bomb)
(AEL#030E-04-KTTL)
6. Base Bomb Response Robot (AEL #030E-07-ROBT)
1
1
1
1
1
1
1
1
$22,000
$120,000
$14,000
$7,390
$1,000
$151,367
$6,100
$6,500
$22,000
$120,000
$14,000
$7,390
$1,000
$151,367
$6,100
$6,500
20
7:-SlabilizedDay/Night-Binocular(AEL#030E-02-BNOC) -
8. SWAT Robotics (AEL #030E-07-ROBT)
--_..._...-__..____..___-_.-.._._-__-_.
Information technology .. '
1. EOC Enhancements (AEL#04SN-01-XMIT, 04MD-03-DISP)
2. FireView Mapping Tool (AEL#04AP-03-GISS)
3. Global Positioning System, eye link camera system
(AEL#04AP-02-DGPS)
4. Equipment Tracking and Inventory Software
(AEL #04AP-07-INVN)
$190,000
$190,000
5. Automatic Vehicle Locators for Police Fleet
1
$60.000
$60,000
(AEL#04AP-02-AVLS)
1
$52,844
$52,844
6. Fire Service Intelligence Enterprise (AEL #04MD-02-PROJ,
04MD-03-DISP, 04MD-01-CMRA, 04HW-01-HHCD, 04HW-
1
.- $1,000
$50,000
$1,000
$50,000
01-INHW)
1
. $166,200
$166.200
7. Countywide Public Notification System Enhancements
1
$200,000
$200,000
(AEL#04AP-09-ALRT)
1
$205,000
$205,000
8. Regional Public Alert and Notification System
1
8136,637
$136,637
Enhancements/Sustainment (AEL #04AP-09-ALRT)
1
$30,000
$30,000
.. 9. Emergency Command. Control and Collaboration System
1
1
... $9,196 ...
$9,196
Hardware and Software (AEL#04HW-01-INHW)
$72,000
$72,000
10. Conducting Assessments (AEL#04AP-05-CDSS)
1
$260,000
$280,000
11. Conducting Assessments (AEL#04AP-08-SIMS)
1
$150,000
$150,000
12. Mobile Data Computer (AEL #04HW-01-MOBL)
1
$2,000
$2,000
13. Enhance Interoperable Communications - Mobile Data
$12,000
$12,000
Terminals (AEL #04HW-01-MOBL)
1
14. Interoperable Communications - System, Dispatch,
Computer Aided (AEL #04AP-01-CADS)
15. Plotter for Mobile Command Unit (AEL #04AP-03-GISS)
16. Maintain and Sustain WeatherBug (AEL#04SN-01-XMIT)
-- Cyber security enhancement equipment
Interoperable commtinicatioris equipment ...
1. Emergency Response Unit - Mobile Repeater System
(AEL #06CP-01-RE PT)
2. Interoperable Communications Systems
(AEL #06CP-03-PRAC)
1
$11.556
$11,556
• 3. Interoperable Communications (AEL #06CP-01-MOBL,
06CP-03-PRAC,06CP-03-TOWR)
1
1
$140,000
$120,000
$140,000
$120,000
4. BIM Interoperable Equipment (AEL#06CP-02-BRDG)
1
5. Helicopter Downlink (AEL #06CP-02-BRDG)
1
$,000
$,000
6. Maintain and Sustain Blackberries Service & Hardware
1
$107,000
$107,000
(AEL#06CC-01=CELL)
1
$,000
$33,000
7. Maintain and Sustain Satellite Phones
$33,DD0
$33,OD0
(AEL #06CC-03-SATM)
8. Maintain and Sustain AM Radio Prime Mover
(AEL #06CP-01-PORT)
9. TacPack Maintenance and Sustainment
(AEL #06CC-02-DSAD)
1
$2,100
$2,100
10. Mobile Satellite Technology for OEM (AEL#06CC-03-SATM)
1
$14,000
$14,000
11: -Surrey-Command Center for ID Unit (AEL #O6CC-02-DSAD)
- 1
- $10,000
$10,000
12. Secure, locally hosted EOC web/telephone conferencing
1
$64,603
$64,603
system (AEL #O6CP-05-BRAC)
1
$248,777
$248,777
13. Satellite Dade System Command Post Operability
1
$55,639
$55,639
(AEL #06CC-04-EQSD)
1
$14,000
$14,000
14. VOIP System and router for VPN communications in
command post, video output device (AEL # 06CC-04-EQSD)
1
$5,000
$5,000
15. Lighting, portable area illumination to complement housing for
response forces (AEL #06CP-05-VCON)
Detection Equipment (HSGP only) ,
1. Radiological Detection Equipment (AEL #07RD-01-PDGA)
1
$200,000
$200,000
Decoritammation.Equipment (HSGP',only) is
21
-Medlcai-supptles-'(HSGP only)
1. Enhance Mortuary Disaster Surge Capabilities
(AEU/ 09ME-01-MCIK)
Power equipment
$50,000
$50,000
1. Generators for Fire -Rescue Facilities (AEL #10GE-00-GENR)
2. Emergency Electrical Generator for Fire Station #3
(AEL #10GE-00-GENR)
CBRNE reference materials
1
1
$100,000
$65,000
$100,000
$65, 000
CBRNE incident response vehicles
1. GBRNE Equipment Vehicles (AEL #12VE-00-MISS)
2. Sustainment and Enhancement of Command Vehicle
(AEL#12VE-00-CMDV)
3. Spedal Mission CBRNE Vehicle (AEL#12VE-00-MISS)
Terrorism incident prevention equipment
$80,000
$60,000
$200,000
$80,000
$60,000
$200,000
1. Homeland Security Intelligence Sharing (AEL #131T-00-INTL)
.2... Homeland.Security Surveillance Project
(AEL#13LE-00-SURV)
Physical security entrancement equipment
1
$180,000
$115,200 -
$180, 000
$115,20D
1. Strengthen Infrastructure Protection (AEL#14SW-01-VIDA)
z. t-Ire-Rescue Facility -Hardening (AEL #14SVW0'FVIDA)
3. CCTV Project - Miami Marinas (AEL#14SW-01-VIDA)
4. CCTV Project-MPD(AEL# 14SW-01-VIDA)
5. North Beach Water tank/Perimeter Fence Security System
(AEL#14SW-01-WALL)
6. Forensic Video Enhancements Equipment Project (AEL
#14S W-01-VIDA)
---7 -Bomb-Disposal-Unit{AEL-#44E-X-00-BCAN)
B. Regional Maritime Radar and Patrol Vessel Tracking to
Support International Border and Waterway Security
(AEL#14SW-02-RADR)
9. Application Server Rack (AEL #14CI-00-COOP)
$52,759
$75,000
$40,000
$50,000
$85,000
$170,800
$275,000 •
$1,010,300
$75,000
$52,759
$75,000
$40,000
$50,000
$85,000
-$9 70;800
$275,000
$1,010,300
$75,000
iljtrispeotion:and:Sereening.SyStems
1. X-Ray System (AEL#151N-00-XRAY)
$53,190
$53,190
Agriculture Terrorism. Prevenbon Response ,and Mitigation Equipment,. (HSGP only)
CBRNE Response watercraft
1. Marine CBRNE Response Equipment (AEL#17WC-00-BOAT)
2. Rigged Hull Inflatable Boat RHIB (AEL #17VVC-00-BOAT)
3, Two 28' Safe Boats (AEL #17WC-00-BOAT)
$100,000
$150,000
$220,380
$100,000
$150,000
$220,380
CBRNE Aviation Equipment (HSGP only) 'r
GBRNE logistical support equipment :`
1. Incident Management System Base Quick Deploy
Tent/Shelter System (AEL #19SS-00-SHEL)
2. Servers, to be located at Miami -Dade Regional Dispatch for
Monroe (AEL # 19GN-00-HSSF, 19SS-00-SHEL, 19SS-00-
SHEN)
3. Housing for Response Forces, rapidly deployable shelters
fAEL #19SS-00-SHEL)
Interyenbon equipment
$199,200
$35,000
$20,000
$199,200
$35,000
$20,000
1. 1. SWAT Response Equipment to Include Entry
(AEL#20TE-00-NTRY)
1
S57,000
$57,000
Other;authonzed;;equ`pgienfcosts (.includeany construc6on'or renovation costs in this category Wntted'approval mustbi
provided byEEMA-pnor to the, use: of any funds: focconstnittion or renovation)
22
7. Maintenance -and SustainmentCBRNE Equipment
(AEL#21GN-00-MAIN)
2. Maintain and Sustain UASI Equipment (AEL #21GN-00-Main)
1
$50,000
$40,000
$50,000
$40.000
-personnel--,,.,,-
Up to 50 percent of total program funds may be used for personnel and
personnel -related activities
Eli ibleMaria ementand Administration Costs.
9 .5 .
Hiring of full-time or part-time staff or contractors/consultants:
To assist with the management of -the FY-2009 SHSGP
• To assist with application requirements and the implemenialion of
the FY 2009 SHSGP
• To assist with the compliancy with reporting and data collection as
It may relate to the FY 2009 SHSGP
• Meeting compliance with reporting/data collection requirements,
including data calls.
1. Management and Administration
2. Management and Administration— Miami UASI Travel
1
1
• - -
$291,253
$30,000
$291,253
$30,000
D_eveJopmeot_oLoperating plansiocinformationcollection and
processing necessary to respond 10 DHS/FEMA data calls.
Overtime and backfill costs — Overtime expenses are defined as the
result of personnel who worked over and above their normal scheduled
daily or weekly worked time in the performance of FEMA — approved
activities. Backfill Costs also called "Overtime as Baskfili" are defined as
expenses from the result of personnel who are working overtime in
-order to perform-theduties-of-other-personnel-who-are-temporarily-----
assigned to FEMA — approved activities outside their core
responsibilities. Neither overtime nor backfill expenses are the result of
an increase of Full — Time Equivalent (FTEs) employees. These costs
are allowed only to the extent the payment for such services is in
accordance with the policies of the state or unit(s) of local government
and has the approval of the state or the awarding agency, whichever is
applicable. In no case is dual compensation allowable. That is, an
employee of a unit of government may not receive compensation from
their unit or agency of government AND from an award for a single
period of time (e.g., 1;00 pm to 5:00 pm), even though such work may
benefit both activities. Fringe benefits on overtime hours are limited to
Federal Insurance Contributions Act (FICA), Workers' Compensation
and Unemployment Compensation.
--
---------
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -
related expenses, please review the OJP Financial Guide at
http://www.ojp.usdoj.gov/FinGuide).
Acquisition of authorized office equipment, including personal
computers, laptop computers, printers, LCD projectors, and other
equipment or software which may be required to support the -
Implementation of the homeland security strategy.
The following are allowable only within the contract period:
• Recurring fees/charges associated with certain equipment. such as
cell phones, faxes, etc.
• Leasing and/or renting of space for newly hired personnel to
administer programs within FY09 SHSGP.
TOTAL
$10,708,461
23
B. Scope -of Work -
Funding is provided to perform eligible activities as identified in the Fiscal Year 2009 Urban Area Security Initiative (UASI)
Grant Program, consistent with the Department of Homeland Security Slate Strategy and the Urban Area Strategy.
Eligible activities are outlined in the Scope or Work for each category below:
t. Categories and Eligible Activities
Urban Area Security Initiative
FY2009 UASI allowable costs are divided into the following categories: planning, organization, equipment,
training, exercises, management and administration cost are allowable cost. Up to 25% of UASI funds
musi bededicated, towards law_enforcemenl lerrorismpreventioni-oriented planning, organization, training,
exercise and equipment activities. Each category's allowable costs have been listed in the `Budget Detail
Worksheet' above.
A. Planning
Developing scenario plans that incorporate the range of prevention, protection, response, and recovery
activities.. for. a.scenaric .._.... _..... __.... _ ._........... ....... .. _.-.-..... _.... . _. .................._ ........... ... .
Developing and implementing homeland security support programs and adopting DHS national initiatives
including but not limited to the following:
• Implementing the National Preparedness Guidelines
• Enhancing and implementing Statewide Communication Interoperabilily Plans (SCIP) and Tactical
Interoperable Communications Plans (TICP)
• Aligning SCIPs and TICPs to the goals and objectives of the National Emergency Communications
Plan (NECP)
• Costs associated with the adoption, implementation and adherence to NIMS compliance requirements,
including imptementinp the NIMS National Credentialing Framework.
• Modifying existing Incident management and EOPs to ensure proper alignment with the NRF
coordinating structures, processes, and protocols
• Establishing or enhancing mutual aid agreements
• Developing communications and interoperability protocols and solutions
• Conducting local, regional, and Tribal program implementation meetings
• Developing or updating resource inventory assets in accordance to typed resource definitions Issued by
the NIMS Integration Center (NIC)
• Designing State and local geospalial data systems
• Conducting public education and outreach campaigns, including promoting individual, family and
business emergency preparedness; alerts and warnings education; and evacuation plans as well as
IED or bombing prevention awareness
• Preparing.materials for the State Preparedness Report (SPR)
Developing related terrorism prevention activities including:
• Developing law enforcement prevention activities, to include establishing and/or enhancing a fusion
center
• Hiring an IT specialist to plan, develop, and implement the IT applications necessary for a fusion center
• Developing and planning for information/intelligence sharing groups
• Hiring contractors and consultants to make recommendations on the development of a fusion center
• Integrating and coordinating public health care and health security data gathering (threats to human
and animal health) within State and local fusion centers to achieve early warning and -mitigation of- . --
health events
• Integrating and coordinating private sector participation with fusion center activities
• Acquiring systems allowing connectivity to State, local, and Federal data networks, such as the
National Crime Information Center (NCIC) and Integrated Automated Fingerprint Identification System
(IAFIS), as appropriate
• Planning to enhance security during heightened alerts, during terrorist inddents, and/or during
mitigation and recovery
• Multi -discipline preparation across first responder community, including EMS for response to
catastrophic events and acts of terrorism
• Public information/education: printed and electronic materials, public service announcements,
seminars/town hall meetings, web postings coordinated through local Citizen Corps Councils
• 'Citizen Corps volunteer programs and other activities to strengthen citizen participation
• Conducting public education campaigns, Including promoting individual, family and business
emergency preparedness; promoting the Ready campaign; and/or creating State, regional or local
emergency preparedness efforts that build upon the Ready campaign
24
• ---Evaluating.ClPsecurity-equipment.and/orpersonnel requiremenisdoprotect. and -secure siles--------
• CIP cost assessments, including resources (e.g., financial, personnel) required for security
enhancements/deployments
Multi -Jurisdiction Bombing Prevention Plans (MJBPP)
Underwater Terrorist Protection Plans
Developing and enhancing plans and protocols, including but not limited to:
• Developing or enhancing EOPs and operating procedures
• Developing or enhancing local, regional, or Statewide strategic or tactical interoperable emergency
communications plans
Implementing Statewide Communication Inieroperability Plans (SCIP) and Tactical Interoperable
Communications Plans-(TICP)___.,,___.
• Aligning SCIPs and TICPs to the goals and objectives of the NECP
• Developing protocols or standard operating procedures for specialized teams to incorporate the use of
equipment acquired through this grant program
• Developing terrorism preventioNdeterrence plans
• Developing plans, procedures, and requirements for the management of infrastructure and resources
related to HSGP and implementation of State or Urban Area.Homeland Security Strategies
• .Developing orenhancing border security plans....-----
• Developing or enhancing cyber security plans
• Developing or enhancing secondary health screening protocols al major points of entry (air, rail, port)
• Developing or enhancing cyber risk mitigation plans
•--Developing-orenhandn gagricul tare/food-security-risk-mitigation, response, and-recovery-plans
• Developing public/private sector partnership emergency response, assessment, and resource sharing
plans
• Developing or enhancing plans to engage and interface with, and to increase the capacity of, private
sector/non-govemmental entities working to meet the human service response and recovery needs of
victims
Developing or updating local or regional communications plans
Developing-plans-to-support-and-assistjurisdictions, such-as-poMauthoritiesend-railandmasstransit
agencies
• Developing or enhancing continuity of operations and continuity of government plans
• Developing or enhancing existing catastrophic incident response and recovery plans to include and
integrate Federal assets provided under the NRF
• Developing or enhancing evacuation plans
• Developing or enhancing citizen surge capacity
• Developing or enhancing plans for donations and volunteer management and the
engagement/integration of private sector/non-governmental entities in preparedness, response, and
recovery activities
• Developing or enhancing Bombing Prevention Plans
• Developing school preparedness plans
• Ensuring jurisdiction EOPs adequately address warnings, emergency public information, evacuation,
sheltering, mass care, resource management from non -governmental sources, unaffiliated volunteer
and donations management, and volunteer resource integration to support each Emergency Support
Function, to Include appropriate considerations for special needs populations
• Developing and implementing civil rights, civil liberties and privacy policies, procedures, and protocols
• Designing and developing State and local geospatial data systems
Developing or conducting assessments, including but not limited to:
• Conducting point vulnerability assessments at critical infrastructure sites/key assets and develop
remediatton/security plans
• Conducting or updating interoperable emergency communications capabilities assessments at the
local, regional, or Statewide level
• Developing border security operations plans in coordination with CBP
• Developing, Implementing, and reviewing Area Maritime Security Plans for ports, waterways, and
coastal areas
• Updating and refining threat matrices
• Conducting cyber risk and vulnerability assessments
• Conducting assessments and exercising existing catastrophic incident response and recovery plans
and capabilities to Identify critical gaps that cannot be met by existing local and State resources
• Conducting Bombing Prevention Capability Analysis
• Activities that directly support the identification of specific catastrophic incident priority response and
recovery projected needs across disciplines (e.g. law enforcement, fire, EMS, public health, behavioral
health, public works, agriculture, information technology, and citizen preparedness)
• Activities that directly support the Identification of pre -designated temporary housing sites
25
—. ---Conducting-communityassessments surveys -and research ofvulnerabililies-and resource -needs; -and -----
determine citizen education and participation to meet the needs
• Conducting Citizen Corps program assessments and evaluations, citizen preparedness surveys.
volunteer impact studies, and cost/benelil analysis
• Soft target security planning (public gatherings)
• Participating in the FEMA Gap Analysis Program
Hiring of full or part-time staff or contractors/consultants to assist with planning activities
• Grantees cannot use funding to hire public safety personnel fulfilling traditional public safety duties.
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel/per diem related to planning activities
Overtime and backfill
• Payment of overtime expenses will be for work performed by award (SAA) or sub -award employees in
.excess_of.the.established.work week (usually 40 hours) related to the planning activities for the
development and implementation of the programs under HSGP. (IAW operational Cost Guidance)
Other project areas with prior approval from FEMA
B. Organizational Activities - Urban Areas are allowed up to 50 percent of Their FY 2009-UASITi rng for
Organizational activities.
Section 2008 of the Homeland Security Act, as amended by the 9/11 Act, includes the following
allowable activities:
• Responding to an increase in the threat level under the Homeland Security Advisory System, or
needs-resulting-froma-National_SpeciaLSecurity_EvenL___.—__
• Establishing, enhancing, and staffing State, local, and regional fusion centers
• Paying salaries and benefits for personnel 10 serve as qualified intelligence analysts
Overtime Costs — Overtime costs are allowable for personnel to participate in information,
investigative, and intelligence sharing activities specifically related to homeland security and specifically
requested by a Federal agency. Allowable costs are limited to overtime associated with Federally
requested participation in eligible fusion activities including anti -terrorism task forces, Joint Terrorism
Task Forces (JTTFs), Area Maritime Security Committees (as required by the Maritime Transportation
Security Act of 2002), DHS Border Enforcement Security Task Forces, and integrated Border
Enforcement Teams.
Under no circumstances should OHS grant funding be used to pay for costs already supported by
funding from another Federal source.
Intelligence Analysts — Per the Personnel Reimbursement for Intelligence Cooperation and
Enhancement (PRICE) of Homeland Security Act (Public Law 110-412), SHSP and UASI funds may be
used to hire new staff and/or contractor positions to serve as intelligence analysts to enable
information/intelligence sharing capabilities, as well as support existing intelligence analysts previously
covered by SHSP or UASI funding. In order to be hired as an intelligence analyst, staff and/or contractor
personnel must meet at least one of the following criteria:
• Successfully complete training to ensure baseline proficiency in intelligence analysis and
production within six months of being hired; and/or,
• Previously served as en intelligence analyst for a minimum of two years either in a Federal
Intelligence agency, the military, or State and/or local law enforcement intelligence unit
All intelligence analyst training should be in accordance with Global's Minimum Criminal Intelligence
Training Standards for Law Enforcement and Other Criminal Justice Agencies in the United States,
which outlines the minimum categories of training needed for intelligence analysts. These include
subject -matter expertise, analytic methodologies, customer- service ethics, information handling and
processing skills. critical thinking skills, computer literacy, and objectivity and intellectual honesty. A
certificate of completion of such training must be on file with the SAA and must be made available to
FEMA Program Analysts upon request.
Operational Overtime Costs - .tn support of efforts to enhance capabilities for detecting, deterring,
disrupting, and preventing acts of terrorism, operational overtime costs are allowable for increased
security measures at critical infrastructure sites during DHS-declared periods of Orange or Red threat
26
--levels. Subject loihese-elevatedthreat level -conditions; FY-2009SHSP.or-UASliunds-for--••----
organizational costs may be used to support select operational expenses associated with increased
security measures at critical infrastructure sites in the following authorized categories:
Backfill and overtime expenses (as defined in this guidance) for slatting State or local fusion
centers
• Hiring of contracted security for critical infrastructure sites
• Public safety overtime (as defined in this guidance)
• National Guard deployments to protect critical infrastructure sites, including all resources that
are part of the standard National Guard deployment package
• Increased border security activities in coordination with US Customs and Border Protection
(CBP)
Consumable costs such as fuel expenses are not allowed except as part of the standard National
Guard deployment package.
Equipment Acquisition
The allowable prevention, protection, response, and recovery equipment categories and equipment,._..
standards for FY 2009 HSGP are listed on the web -based version of the Authorized Equipment List (AEL)
on the Responder Knowledge Base (RKB), at htlps://www.rhb.us.
Unless otherwise stated, equipment must meet all mandatory regulatory and/or DHS-adopted standards to
be eligible for purchase using these unds. In a di ion, agencies wilfbe responsible for' obtaining and ,
maintaining all necessary certifications and licenses for the requested equipment.
D. Training
Allowable training -related costs include, but are not limited to, the following:
• ... Funds used to develop, deliver, and evaluate training, including costs related to
administering the training, planning, scheduling, facilities, materials and supplies, reproduction of
materials, and equipment.
Overtime and Backfill costs, as defined in this guidance, associated with attending or leaching
FEMA-sponsored and/or approved training courses and programs are allowed. These costs are
allowed only to the extent the payment for such services is in accordance with the policies of the
State or unit(s) of local govemment and has the approval of the State or the awarding agency,
whichever is applicable. In no case is dual compensation allowable. That is, an employee of a
unit of government may not receive compensation from both their unit or agency of government
AND from an award for a single period of time (e.g.,.1:00 pm to 5:00 pm), even though such
work may benefit both activities. Further, overtime costs associated with employees who
participate in training in a teaching role for which they are compensated are not allowed.
Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by employees
who are on travel status for official business related to approved training.
• Hiring of Full or Part -Time Staff or Contractors/Consultants to support training -related
activities. Payment of salaries and fringe benefits must be in accordance with the policies of the
State or unit(s) of local govemment and have the approval of the Stale or awarding agency,
whichever is applicable. Such costs must be included within the funding allowed for program
management personnel expenses, which must not exceed 15 percent of the total allocation as
specified in section E.6. In no case is dual compensation allowable (see above).
• Certification/Recertification of Instructors is an allowable cost. States are encouraged to
follow the FEMA Instructor Quality Assurance Program to ensure a minimum level of
competency and corresponding levels of evaluation of student learning. This Is particularly
important for those courses that involve training of trainers. This information is contained in a
Information Bulletin #193, issued October 20, 2005.
Training Activities
States, territories, and Urban Areas are strongly encouraged to use HSGP funds to develop a
State/territory homeland security training program. Allowable training related costs under HSGP
Include the establishment, support, conduct, and attendance of training specifically identified
under the SHSP, UASI, MMRS, and CCP grant programs. Allowable training topics include, but
are not limited to, CBRNE terrorism, cyber/agriculturelfood security, intelligence gathering and
analysis, NIMS related training; citizen and community preparedness, and training for
volunteers. Training conducted using HSGP funds should address a performance gap Identified
through an After Action Report/Improvement Plan (AAR/IP) or contribute to building a capability
27
-------that-will-be'evaluated through -an exercise:-Exercises.shoutd be -used to•provide the opportunity
to demonstrate and validate skills learned in training, as well as to identify (raining gaps. Any
training or training gaps should be identified in the AAR/IP and addressed in the State or Urban
Area training cycle. All training and exercises conducted with HSGP funds should support the
development and testing of the jurisdiction's Emergency Operations Plan (EOP) or specific
annexes, where applicable.
E. Exercises
All Urban Areas are required to conduct an annual Training and Exercise Plan Workshop (T&EPW). A
Multi -year Training and Exercise Plan must be produced from the T&EPW and submitted to the Stale's
respective Exercise Manager. This plan must be updated annually. The Training and Exercise Plan will
include the State's (raining and exercise priorities, associated capabilities, and a multi -year (raining and
exercise schedule. All scheduled exercises must be entered through the National Exercise Schedule
INEXS)-Application frich-is-locatedon-the-HSEEPwebslte.-Aiempiateofthe-Multi=yearTraining-and----
Exercise Plan can be found in HSEEP Volume guidance and on the HSEEP website (https://hseep.gov)
under the Sample Exercise Documents section.
Urban Areas are encouraged to use exercises as an opportunity to meet the requirements of multiple
exercise programs. To this end, grantees are encouraged to invite representatives/planners involved with
other Federally mandated or private exercise'activities. Urban Areas are encouraged to share, at a
minlmiini; the multi -year training and exercise schedule -with those departments agencies, and
organizations included in the plan. Further guidance cdncerning Training and Exercise Plan workshops
can be found in the HSEEP volumes.
Allowable -exercise -related costs -include.
+L Funds Used to Design, Develop, Conduct and Evaluate an Exercise — Includes costs
related to planning, meeting space and other meeting costs, facilitation costs, materials and
supplies, travel, and documentation.
k Hiring of Full or Part -Time Staff or Contractors!Consultants — Full or part-time staff
may be hired to support exercise -related activities. Such costs must be included within the
fundingallowed1orprograrn-rnanagem ent.personnel_expenses,.which.must.eoLexceed a.5
percent of the total allocation. The applicant's formal written procurement policy or the
Federal Acquisition Regulations (FAR) — whichever is more stringent — must be followed. In
no case is dual compensation allowable.
1 Overtime and 8ackfift — Overtime and backlit! costs associated with the design,
development, and conduct of exercises are allowable expenses. These costs are allowed
only to the extent the payment for such services is in accordance with the policies of the
state or unit(s) of local government and has the approval of the state or the awarding
agency, whichever is applicable. In no case is dual compensation allowable (see above).
d. Travel — Travel costs are allowable as expenses by employees who are on travel status for
official business related to the planning and conduct of exercise project(s).
Supplies — Supplies are Items that are expended or consumed during the course of the
planning and conduct of the exercise project(s) (e.g., copying paper, gloves, tape, non -
sterile masks, and disposable protective equipment).
a- Other Items —These costs Include the rental of space/locations for exercise planning and
conduct, rental of equipment (e.g., portable toilets, tents), food, refreshments, gasoline,
exercise signs, badges, etc.
Unauthorized exercise -related costs include:
4. Reimbursement for the maintenance and/or wear and tear costs of general use vehicles
(e.g., construction vehicles) and emergency response apparatus (e.g., fire trucks,
ambulances).
4. Equipment thaLis_purchased_for_permanent.instaliationand/or use, beyond the scope of
exercise conduct (e.g., electronic messaging signs).
Exercise Scenarios.
The scenarios used in HSGPdunded exercises must be based on the State's/Urban Area's Homeland
Security Strategy and plans. Acceptable scenarios for SHSP, UASI, MMRS, and CCP exercises
include: chemical, biological, radiological, nuclear, explosive, cyber, agricultural and natural or
technological disasters. Exercise scenarios must be catastrophic In scope and size, as defined by the
National Response Framework. The scenarios used in HSGP-funded exercises must focus on
validating existing capabilities and must be large enough In scope and size to exercise multiple tasks
and warrant involvement from multiple jurisdictions and disciplines and nongovernmental
organizations. Exercise scenarios should also be based on the Multiyear Training and Exercise Plan.
Models, Simulations and Games (MS&G). Grantees who wish to expend funds on models,
simulations, or games (MS&G) must consult with Review of Models, Simulations, and Games for
Domestic Preparedness Training and Exercising, Volume 1!!,"which provides an overview and
analysis of existing models, simulations, and games. Grantees can also consult with the MS&G
28
Decision Support System which automates -the -aforementioned report into asearchable database.
Both the report and system are available Ihrough the HSEEP websile.
Special Event Planning. if a UrbanArea will be hosting an upcoming special event (e.g., Super
Bowl, G-8 Summit); they anticipate participating in a Tier 2 National-Levet Exercise as defined by the
National Exercise Program Implementation Plan (NEP I -Plan); or they anticipate that they will apply to
be a venue for a Tier 1 National -Level Exercise, as defined by the I -Plan, they should plan to use
SHSP or UASI funding to finance training and exercise activities in preparation for that event. States
and Urban Areas should also consider exercises al major venues (e.g., arenas, convention centers)
that focus on evacuations, communications, and command and control. Stales should also anticipate
participating in at least one Regional Exercise annually. States must include all confirmed or planned
special events in the Multi -year Training and Exercise Plan.
Exercise•Eveluatlon. Allexercises will be performance -based and evaluated. An After -Action
Report/Improvement Plan (AAR/IP) must be prepared and submitted to FDEM, following every
exercise, regardless of type or scope. AARJIPs must conform to the HSEEP format, should capture
objective data pertaining to exercise conduct, and must be developed based on information gathered
through Exercise Evaluation Guides (EEGs) found in HSEEP Volume IV. All applicants are
encouraged to use the Lessons Learned Information Sharing System (LLIS.gov) as a source for
lessons learned and to exchange best practices.
Self -Sustaining Exercise Programs. Urban Areas are expected to develop a self sustaining
exercise program. A self-sustaining exercise program is one that is successfully able to implement,
maintain, and oversee the Multi -year Training and Exercise Plan, including the development and
delivery of HSGP-funded exercises.. The -program mustolilizes-mulli=disdplinaryapproachto-the
development and delivery of exercises, and build upon existing plans, training, and equipment.
Role of Non -Governmental Entities in Exercises. Non -governmental participation in all levels of
exercises is strongly encouraged. Leaders from nongovernmental entities should be included in the
planning, conduct, and evaluation of an exercise. State and local jurisdictions are encouraged to
develop exercises that test the integration and use of non -governmental resources provided by
—nongovernmental entities, -defined as the -private sector.and- private -non-profit,.-faith-based,
community, volunteer and other non -governmental organizations. Nongovernmental participation in
exercises should be coordinated with the local Citizen Corps Council(s).
F. Personnel
Personnel hiring, overtime, and backfitl expenses are permitted under this grant in order to perform
allowable FY 2009 HSGP planning, training, exercise, and equipment activities. A personnel cap of up to
50 percent of total program funds may be used for personnel and personnel -related activities. Additional
information can be found in your FY 2009 grant guidance.
Activities that are considered "personnel' and "personnel -related", and therefore count against the
personnel cap of 50 percent include, but are not limited to:
• Operational overtime
• Overtime/backtiill to participate in approved training or exercise deliveries
• Salaries and personnel costs of intelligence analysts
• Overtime to participate in intelligence sharing activities
• Salaries and personnel costs of planners, equipment managers, exercise coordinators, and/or
training coordinators
• Salaries and personnel costs under the M&A category
• Contractor costs associated with performing the above activities
G. Management and Administration - no more than 3% of each sub -recipient's total award may be
expended on Management and Administration costs.
Hiring of full-time or part-time staff or contractors/consultants:
• To assist with the management of the respective grant program
• To assist with application requirements
• To assist with the compliancy with reporting and data collection requirements
Development of operating plans for information collection and processing necessary to
respond to DHS/FEMA data calls
Overtime and backfill costs - Overtime expenses are defined as the result of personnel who worked
over and above their normal scheduled daily or weekly worked time In the performance of FEMA —
approved activities. Backfill Costs also called "Overtime as Backfill" are defined as expenses from the
result of personnel who are working overtime In order to perform the duties of other personnel who
29
—are temporarity-assigned-to-FEMA'— approvedzctivitiesoutsidelheircore responsibilities: -Neil
overtime nor backfill expenses are the result of an increase of Full —Time Equivalent (FTEs)
employees. These costs are allowed only to the extent the payment for such services is in
accordance with the policies of the state or unit(s) of local government and has the approval of the
stale or the awarding agency, whichever is applicable. In no case is dual compensation allowable.
Thal is, an employee of a unit of government may not receive compensation from their unit or agency
of government AND from an award for a single period of lime (e.g., 1:00 pm to 5:00 pm). even though
such work may benefit both activities. Fringe benefits on overtime hours are limited to Federal
Insurance Contributions Act (FICA), Workers' Compensation and Unemployment Compensation.
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -related expenses, please
review the OJP Firiancia"Guide"at h'ltd`.1/www:ojp.ushdi.govlFhiGuide):
Acquisition of authorized office equipment
The following are allowable only within the period of performance of the contract:
• Recurring feesicharges associated with certain equipment, such as cell phones, faxes, etc.
• Leasingand/or renting of space for newly hired personnel during the period of performance of
the grant program
H. Construction and Renovation
Use of HSGP funds for construction and renovation is generally prohibited except as outlined below. Such
construction and renovation sell be slnctlTtimileTrid allowable onlyy—hw en it is a necessary component of
a security system at critical infrastructure facilities.
Project construction and renovation not exceeding $1,000,000 is allowable, as deemed necessary. The
following types of projects are considered to constitute construction or renovation, and must be submitted
to FEMA for compliance review under Federal environmental planning and historic preservation (EHP)
laws and requirements prior to initiation of the project:
• Construction and renovation of guard facilities
Renovation of and modifications, including the installation of security and communication
equipment, to buildings and structures that are 50 years old or older
• Any other construction or renovation efforts that change or expand the footprint of a facility or
structure, including security enhancements to improve perimeter security.
• Physical security enhancements, including but not limited to:
o Lighting
o Fencing
o Closed-circuit television (CCTV) systems
o Motion detection systems
o Barriers, doors, gates and related security enhancements
0
In addition, the erection of communications towers that are included in a jurisdiction's interoperable
communications plan is allowed, subject to all applicable laws, regulations, and licensing provisions.
Communication tower projects must be submitted to FEMA for EHP review. Per the Consolidated
Security, Disaster Assistance, and Continuing Appropriations Act of 2009 (Public taw 110-329),
communications towers are not subject to the$1,000,000 construction and renovation cap.
Approval Process:
In order for grantees to drawdown funds for construction and renovation costs, the grantee must
provide the Division with:
• A description of the asset or facility, asset location, whether the infrastructure is publicly or
privately owned, and the construction or renovation project;
• Certification that a facility vulnerability assessment has been conducted
• An outline addressing how the construction or renovation project will address the Identified
vulnerabilities from the assessment
• Consequences of not implementing the construction or renovation project
• Any additional information requested by FEMA to ensure compliance with Federal environmental
and historic preservation requirements
Additional information may also be found on the FEMA's website located at
http://www.feme.oev/plankhot
Note: Written approval must be provided by FEMA prior to the use of any UASI funds for
construction or renovation.
30
I. Overtime and Backfill Guidance
Overtime. Expenses incurred by those personnel who, as a result of FEMA-approved activities, are
performing over and above their normal, scheduled work hours or work week.
Backfill-related overtime. Expenses incurred by those personnel who are working over and above
their normal, scheduled work hours, or work week, in order to perform the duties of other personnel
who are temporarily assigned to FEMA-approved activities outside their core responsibilities. The
OJP OC does not distinguish between Overtime and Overtime as Backfill — they are both viewed as
overtime regardless of whether the individual has performed more hours in their normally assigned
place of duty or if the overtime accrued as a result of being re -assigned to a different place of duty.
Overtime and backfitl do not result in an increase of full-time employees (FTEs).
Allowable Planning, Training, and Exercise Cost Specific to Law Enforcement Terrorism Prevention
(LETP)-oriented Activities. Up to 25% of UASI funds must be dedicated towards law enforcement terrorism
prevention -oriented planning, organization, training, exercise and equipment activities.
1. LETP Planning Activities:
Conducting point vulnerability analyses and "assessments''
Soft target security planning (public gatherings)
Developing border security operations plans in coordination with CBP
4. Developing, implementing, and reviewing Area Maritime Security Plans for ports, waterways,
and coastal areas
Updating and refining threat matrices
1 Integrating and coordinating private sector participation with fusion center activities
1 Developing and implementing civil rights, civil liberties and privacy policies, procedures, and
protocols.
a Acquiring systems allowing connectivity to Slate, local, and Federal data networks, such as the
National Crime Information Center (NCIC) and Integrated Automated Fingerprint Identification
System-(IAFIS), as -appropriate- -
Designing and developing Stale and local geospatial data systems
k Cosis associated with the adoption, implementation and adherence to NIMS compliance
requirements; including implementing the NIMS National Credentialing Framework.
.L Integrating and coordinating private sector participation with fusion center activities
Establishment / Enhancement of Fusion Centers
4 Hiring an IT specialist to plan, develop, and implement the IT applications necessary for the
fusion center
J Developing and planning for information/intelligence sharing groups
-1 Hiring contractors and consultants to make recommendations on the development of the fusion
center
K. LETP Training Activities:
Law enforcement terrorism prevention protection -oriented funds may be used for a range of law
enforcement terrorism prevention related training activities to enhance the capabilities of State and local
personnel, including the following:
Establishment /Enhancement of Fusion Centers
Grant funds may be used to support intelligence analyst training in the following manners:
4. Participation in DHS approved intelligence analyst training: States wishing to develop or
sponsor Intelligence analyst courses for a national audience should submit courses to FEMA for
review and approval in accordance with the process outlined In Parts VI and VII of the FY2008
grant guidance. The list of approved courses will be constantly updated and can be accessed in
the FEMA catalog at hate://www.firsiresaondortraininq.gov/ode webforms.
4 -Limited participation in non-FEMA approved intelligence analyst training: States may send
students to attend non -approved intelligence analysis courses for up to three offerings in
accordance with the training process outlined in Parts VI and VII of the FY 2009 grant guidance.
A certificate of completion of all intelligence analyst training must be on file with the SAA and must be
made available to Preparedness Officers upon request upon the hiring of personnel.
Allowable costs include training courses that focus on:
• Building Information sharing capacities (especially among law enforcement, nonlaw
enforcement, other government agencies, and the private sector)
31
•—Methods-ot-ta et-hardenin-------._-_-------------_._.-----_----__..
• Facility law enforcement security personnel, to include facilities, vessels and ports
• CBRNE, agriculture, and cyber threats
• History of terrorism and social environments contributing to threats
• Surveillance and counter -surveillance techniques
• Privacy, civil rights, and civil liberties regulations, policies, procedures, and protocols
• Critical Infrastructure Protection !raining, to include identifying/assessing critical infrastructure
assets, vulnerabilities, and threats
• Cyber/agriculture/food security threats recognition and protective measures training
• Cultural awareness training for community engagement activities and undercover operations
related to terrorist organizations
• Languages, such as Arabic. Urdu, or Farsi, which are spoken by known terrorists and terrorist
.organizations._.._._.._..._...
• Joint training with other homeland security entities (e.g., U.S. Secret Service, CBP)
• Use of interoperable communications equipment
• Collection, analysis, mapping, integration, and dissemination of geospatial data and imagery
• Geospatial database use, design, development, and management training
• Volunteer participation to support law enforcement and community policing activities related to
increased citizen awareness of terrorism activities, to include the Volunteers in Police Service
-_and Neighborhood Watch programs
L. LETP Exercise Activities
Law enforcement terrorism prevention protection -oriented funds may be used to design, develop,
conduct-and-evaluateterorism-prevention-related-exercises induding the following.
• Exercises to evaluate the effectiveness of information sharing plans, policies, procedures. and
protocols
• Exercises to evaluate NIMS implementation. This includes costs associated with exercising
components of the NIMS National Credentialing Framework.
• Exercises to evaluate facility and/or vessel security protection
• •Exercises-to-evaluate°area-maritimesecurity-protection •
• Exercises to evaluate threat recognition capabilities
• Exercises to evaluate cyber security capabilities
Exercises to evaluate agricultural/food security capabilities
• Exercises to evaluate prevention readiness and techniques
• "Red Team" (force on force) exercises
• interoperable communications exercises
• Critical infrastructure vulnerability, protection, and/or attack exercises
Where practical, these exercises should involve the public sector, non -governmental partners, trained
citizen volunteers, and the general public. State and local governments should work with their Citizen
Corps Councils to include volunteers from programs such as Volunteers In Police Service,
Neighborhood Watch, and the general public.
J. National Incident Management System (NIMS) Compliance
HSPD-5, "Management of Domestic Incidents," mandated the creation of NIMS and the National
Response Plan (NRP). NIMS provides a consistent framework for entities at all jurisdictional levels to
work together to manage domestic incidents, regardless of cause, size, or complexity. To promote
Interoperability and compatibility among Federal, State, local, and tribal capabilities, NIMS includes a
core set of guidelines, standards, and protocols for command and management, preparedness,
resource-management,-communications.and.information.management, supportingtechnologies, and
management and maintenance of NIMS, The NRP, using the template established by NIMS, is an all-
disdpline, ail -hazards plan that provides the structure and mechanisms to coordinate operations for
evolving or potential Incidents of National Significance, which are major events that "require a
coordinated and effective response by an appropriate combination of Federal, State, local, tribal,
private sector, and nongovernmental entities.'
The NIMS Integration Center (NIC) recommends 38 NIMS Compliance Objectives for
nongovemmental organizations that support NIMS implementation. These activities closely parallel
the implementation activities that have been required of State, territorial, tribal, and local govemments
since 2004 and can be found at www.ferna.gov/pdflemergencv/nims/neo fs.pdf. To integrate •
nonprofit organizations Into the broader national preparedness effort, DHS encourages grantees to
consider pursuing these recommended activities. •
Additionally, nongovemmental organizations grantees and sub -grantees will be required to meet
certain NIMS compliance requirements. This Includes all emergency preparedness, response, and/or
security personnel In the organization participating In the development, Implementation, and/or
operation of resources and/or activities awarded through this grant must complete training programs
consistent with the NIMS National Standard Curriculum Development Guide. Minimum training
32
includes-IS-900 NIMS: Arrintroduclion-ir addition1S-600:a-NRP:-Arrintroductiom-Incidenl—
Command System (ICS-100), Incident Command System (ICS-200), Intermediate Incident Command
System (G-300). and Advanced Incident Command System (G-400) are also recommended. For
additional guidance on NIMS training, please refer to
http://wwnv.ferna.qov/emergencv/nims/nims traininq.shlm.
Additional information about NIMS implementation and resources for achieving compliance are
available through the NIMS Integration Center (NIC), al htle://www.fema.gov/emergencv/nims/.
III. Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within 30 days after the end of the reporting
periods (March 30, June 30, September 30 and December 30) for the life of this contract. If
-a report(s)'Is delinquent) ture'flnanclaI reimbersemenlswill be withheld until the
Recipient's reporting is current.
Pro
rammatic Reporting Schedule
Reporting Period
Report due to DEM no later than
January 1 through March 31
April 30
April 1 through June 30
July 31
July 1 through September 30
October 31
October 1 through December 31
January 31
2. Programmatic Reporting-BSIR
After the end of each reporting period, for the life of the contract, the recipient will complete
their Biannual Strategic Implementation Report in the Grants Reporting Tool (GRT)
https /JwwR.feporttnq.odp.dhsTbov. The repcfrbng penode are January 1-June-30 and7ely '—'--- -
1-December 31. Data entry is scheduled for December 1 and June 1 respectively. Future
awards and reimbursement may be withheld if these reports are delinquent.
3. Reimbursement Requests:
A request for reimbursement may be sent to your contract manager for review and approval
at anytime during the contract period. The Recipient should include the category's
corresponding line item number in the "Detail of Claims" form. This number can be found in
the 'Proposed Program Budget". A line item number is to be included for every dollar
amount listed in the "Detail of Claims" form.
3. Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management no later
than 60 days after the contract is either completed or the contract has expired.
4. Monitoring:
Florida Division of Emergency Management
US Department of Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced the state and local capability and capacity to prevent, prepare and respond to terrorist
threats since 1999 through various funding sources including federal grant funds. As the steward of the State
Homeland Security Grant Program funds, projects and equipment the Florida Division of Emergency
Management (FDEM) has a responsibility to track and monitor the status of the grant activity and items
purchased.
The monitoring process detailed in this document is designed to assess a recipient agency's compliance with
applicable state and federal guidelines. The FDEM is responsible for monitoring the financial, programmatic
and capability portion of the grant to Include equipment procurement and compliance with applicable SHSGP
grant guidance and statutory regulations.
Monitoring is accomplished utilizing various methods including desk monitoring and on -site visits. There are
two primary areas reviewed during monitoring activities - financial and programmatic/capability. Financial
monitoring is the review of records associated with the purchase and disposition of property, projects and
contracts. Capability review is the observation of equipment purchased, protocols and other associated
records. Various levels of financial and programmatic review may be accomplished during this process.
33
Desk monitoring is defined as the review of projects, financial activity and technical assistance between the
program office and the applicant via e-mail and telephone. Site visits are defined as actual visits to the recipient
agency's location by a tearn or members of the FDEM or their designee, to actually observe records,
procedures and equipment.
Frequency of annual monitoring activity:
Each year the FDEM will identify up to 50% of sub -grantees for site visit monitoring. It is important to note that
although a given grant has been closed successfully, it is still subject to either desk or on -site monitoring for a
five year period following dosure.
Examples of areas that may be examined include:
Management and administrative procedures
-Grantfolder maintenance -
Equipment accountability and sub -hand receipt procedures
Program for obsolescence
Status of equipment purchases
Status of training for purchased equipment
Status and number of response Irainings conducted to include number trained
Status and number of exercises
Status of planning activity
Anticipated projected completion
Specific difficulties completing the project.
Agency NIMS/ICS compliance documentation
In certain circumstances, the FDEM may request additional monitoring/information if the activity, or lack there
of, on the part of the specific recipient has generated questions from the region, the sponsoring stale agency or
the FDEM leadership. The method of gathering this information will be determined on a case -by -case basis.
Desk monitoring is an on -going process. Agency recipients will be required to participate in desk top monitoring
:onanannual-basis-and-as-deterined-by-the-FDEM, he-agency-recipients-will.complete-and-submit-the-desk-------
top monitoring within 14 business calendar days of receipt. This contact wilt provide an opportunity to identify
the need for technical assistance (TA) and/or a site visit if the FDEM determines that a recipient is having
difficulty completing their project.
As difficulties/deficiencies are identified, the respective region or sponsoring agency will be notified by the
program office via email. Information will include the grant recipient agency name, year and project description
and the nature of the issue in question. Many of the issues that arise may be resolved at the regional or
sponsoring agency level. Issues that require further TA will be referred to the FDEM for assistance. Examples
of TA include but are not limited to:
,, Equipment selection or available vendors
d. Eligibility of items or services
-1. Coordination and partnership with other agencies within or outside the region or discipline
Site Visits
Site visits will be conducted by the FDEM or designated personnel. Site visits will be scheduled in advance with
the recipient agency POC designated in the grant agreement. Monitoring questionnaires will be provided in
advance of the visit.
The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be
coordinated with the capability review visits. Subject matter experts from other agencies within the region or
state may -be -called upon to -assist in -She -form -of -a -peer -review -as -needed.
All findings related to the capability review will be documented and maintained within the FDEM.
Site Visit Protocol
The following outlines the monitoring protocol for the FDEM:
The site visits will begin with those grantees that are currently spending or have completed spending for that
federal fiscal year (FFY). Site visits may be combined when geographically convenient. There is a site visit
checklist to assist in the completion of all required tasks,
Site Visit Preparation
A letter will be sent to the recipient agency Point of Contact (POC) stating the purpose of the site visit at least
30 calendar days before the planned arrival date. FDEM personnel will call within the next 10 calendar days to
schedule an appointment to review the grantee's program.
34
the physical -location -of any equipment -located at an -alternate site should be confirmed with -a representative
from that location and the address should be documented in the grantee folder before the site visit.
The appointment should be confirmed with the grantee in writing (email Is acceptable) and documented in the
grantee folder.
Any personnel from the FDEM attending the site visit will review the grantee's corresponding folder(s) before
the visit. Prior to the visit, individual roles will be identified for the site visit. Copies of applicable documents will
be made and distributed to the site visit team at a minimum of five (5) calendar days before the visit. A
reminder e-mail should be sent to all team members and the recipient POC one business day in advance of the
site visit.
Site Visit
Once'FDEM personnel havearrived at the site, an orientation conference will be conducted: Duringthis'time,
the purpose of the site visit and the items FDEM intends 10 examine will be identified. If financial monitoring visit
will be conducted, they will then explain their objectives and will proceed to perform the financial review.
FDEM personnel will review all files and supporting documentation. Once the supporting documentation has
been reviewed, a tour/visual/spot inspection of equipment will be conducted.
Each item shoialdbe visually titsperiled Vwhenever possible-Bfggeritems(computers; response vefifcies,'etc:)
should have an asset decal (information/serial number) placed in a prominent location on each piece of
equipment as per recipient agency requirements. The serial number should correspond with the appropriate
receipt to confirm purchase. Photographs should be taken of the equipment (large capitol expenditures in
exces smf-$1; 0007peritem).
If an item is not available (being used during time of the site visit), the appropriate documentation must be
provided to account for that particular piece of equipment. Once the tour/visual/spot inspection of equipment
has been completed, the FDEM personnel will then conduct an exit conference with the grantee to review the
findings.
Wither-programmaticdssues=can,be.discussedal-this-time, suchas•missing-quarterly-reports;_paymeni
voucher/reimbursement, equipment, questions, etc.
Post Site Visit
FDEM personnel will review the site visit worksheet as a team and receive notes from the Financial Review
Team, if applicable.
Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the grantee explaining
any issues and corrective actions required or recommendations. Should no issues or findings be identified, a
monitoring report to that effect will be generated and sent to the grantee. The grantee will submit a Corrective
Action Plan within a timeframe as determined by the FDEM. The Site Visit Worksheet. report and photographs
will then be included in the grantee's file along with any documents distributed at the site visit by the grantee.
K. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Carolyn Washington
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(S50)410-1271
Andrea Becraft
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850)410-3457
Carolyn.washington@em.myflorida.com
Andrea.becraft@em.myfloriida.com
L. Contractual Responsibilities
• The FDEM shall determine eligibility of projects and approve changes in scope of work.
• The FDEM shall administer the financial processes.
35
Attachment B
Program Statutes, Regulations and Special Conditions
1) 53 Federal Register 8034
2) Section 1352, Title 31, US Code
_.. 3)._ ....- Chapter473,, Florida Statutes
4) Chapter 215, Florida Statutes
5) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements
28 CFR, Part 66, Common rule,
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
. 7) . Section.102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975
8} ---Section 106 of -the -National Historic-Preservation-Act-of-1966-as.amended.(16_USC 470),
Executive Order 11593
Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.)
Title I of the Omnibus Crime Control and Safe Streets Act of 1968,
9)
10)
11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
12) 28 CFR applicable to grants and cooperative agreements
13) Omnibus Crime Control and Safe Streets Act of 1968, as amended,
14) 42 USC 3789(d), or Victims of Crime Act (as appropriate);
15) Title VI of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended;
17) Subtiffe A, TNe If of the Americans with disebiliEies Act (AUAj (1990),
18) Title IX of the Education Amendments of 1972;
19) Age Discrimination Act of 1975; Department of Justice Non -Discrimination Regulations,
20) 28 CFR Part 42, Subparts C,D,E, and G
21) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39
Special Conditions
1. The grantee and any subgrantee shall comply with the most recent version of the Administrative
Requirements, Cost Principles, and Audit Requirements. A non-exclusive list of regulations
commonly applicable to Department of Homeland Security grants are listed below:
A. Administrative Requirements
➢ 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Govemments
D 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with
Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations (OMB
Circular A-110)
B. Cost Principles
D 2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB
Circular A-87)
D 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21)
➢ 2 CFR Part 230, Cost Principles for Non -Profit Organizations (OMB CircularA-122)
D Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and
Procedures, Contracts with Commercial Organizations
C. Audit Requirements
A OMB Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations
2. Recipient understands and agrees that it cannot use any federal funds, either directly or
indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or
policy, at any level of government, without the express prior written approval of FEMA.
.The -recipient agrees -that alt.allocations.and use..offunds.under.this grant will .bein accordance.
with the FY 2009 Homeland Security Grant Program guidance and application kit
4. The recipient shall not undertake any project having the potential to impact Environmental or
Historical Preservation (EHP) resources without the prior approval of FEMA, including but not
limited to communications towers, physical security enhancements, new construction, and
modifications to -buildings -structures -and objects that-are-50-years-old-or-greater.-Recipient-must-
comply with all conditions placed on the project as the result of the EHP review.. Any change to
the approved project scope of work will require re-evaluation for compliance with these EHP
requirements._l_ground disturbing activities occur during project implementation, the recipient
must ensure monitoring of ground disturbance, and if any potential archeological resources are
discovered, the recipient will immediately cease construction in that area and notify FEMA and
the appropriate State Historic Preservation Office. Any construction activities that have been
initiated without the necessary EHP review and approval will result in a non-compliance finding
and will not be eligible for FEMA funding.
5. Each State/UASI jurisdiction will contribute in full any cost share amount as submitted in the
Investment Justification.
Attachment C
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
— Indicate by checking one of the boxes below, ifyouare -requesting _an advance. tf an advance payment —
is requested, budget data on which the request is based must be submitted. Any advance payment
under this Agreement is subject to s. 216.181(16), Florida Statutes. The amount which may be
advanced shall not exceed the expected cash needs of the Recipient within the initial three months of
the Agreement.
) NO ADVANCE -REQUESTED
ADVANCE REQUESTED
No advance payment is requested.
2.47yrrief will be_splety on a
reimbursement basis. No additional
information is required.
Advance payment of $ is requested. Balance of
payments will be made on a reimbursement basis. These funds
are needed to pay staff, award benefits to clients, duplicate forms
and purchase start-up supplies and equipment. Weld not be
able to operate the program without this advance.
ADVANCE REQUEST WORKSHEET
If you are requesting an advance, complete the following worksheet
(A)
FFY
DESCRIPTION
(8)
FFY
(C)
FFY
(D)
Total
1 INITIAL CONTRACT ALLOCATION
2
FIRST THREE MONTHS CONTRACT.
EXPENDITURES'
3 AVERAGE PERCENT EXPENDED IN FIRST
THREE MONTHS
(Divide line 2 by line 1.)
First three months expenditures need only be provided for the years In which you requested an advance. If
you do not have this information, call your consultant and he or she will assist you.
MAXIMUM ADVANCE ALLOWED CALULATION:
X $ _
Cell D3
DEM Award
(Do not include any match)
MAXIMUM
ADVANCE
REQUEST FOR WAIVER OF CALCULATED MAXIMUM
[ 1 Recipient has no previous DCA/DEM contract history. Complete Estimated Expenses chart and
Explanation of Circumstances below.
[ ] Recipient has exceptional circumstances that require an advance greater than the Maximum
Advance Calculated above.
Complete Estimated Expenses chart and Explanation of Circumstances below. Attach additional
pages ff needed.
� � U
E
BUDGET CATEGORY
2009-2010 Anticipated Expenditures for First Three Months of
Contract
ADMINISTRATIVE COSTS
(Include Secondary Administration.)
PROGRAM EXPENSES
TOTAL EXPENSES "
Explanation of Circumstances:
Attachment D
Warranties and Representations
Financial Management
Recipients financial management system must include the following
(1) Accurate, current and complete disclosure of the financial results of this project or program
(2) Records that identify the source and use of funds for all activities. These records shall
contain information pertaining to grant awards, authorizations, obligations—unobligated
balances, assets, outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient
shall safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison.oL.expenditureswithabudget amounts_f achRequestF_or, Payment. .Whenever ;_
appropriate, financial information should be related to performance and unit cost data.
(5) Written procedures to determine whether costs are allowed and reasonable under the
provisions of the applicable OMB cost principles and the terms and conditions of this
Agreement.
(6) Cost accounting records that are supported by backup documentation.
Competition
All procurement transactions shall be done in a manner to provide open and free competition. The
Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors that
may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor •
perfomiance and eliminate unfair competitive advantage, contractors that develop or draft specifications,
requirements, statements of work, invitations for bids and/or requests for proposals shall be excluded •
from competing for such procurements. Awards shall be made to the bidder or offeror whose bid or offer
is responsive to the solicitation and is most advantageous to the Recipient, considering the price, quality
and other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill
in order for the bid or offer to be evaluated by the Recipient. Any and all bids or offers may be rejected
when it is in the Recipients interest to do so.
Codes of conduct
The Recipient shall maintain written standards of conduct governing the performance of its employees
engaged in the award and administration of contracts. No employee, officer, or agent shall participate in
the selection, award, or administration of a contract supported by public grant funds if a real or apparent
conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent,
any member of his or her immediate family, his or her partner, or an organization which employs or is
about to employ any of the parties indicated, has a financial or other interest in the firm selected for an
award. The officer, emp>�ees, and agents of the Recipient shall neither solicit nor accept gratuities,
favors, or anything of monetary value from contractors or parties to subcontracts. The standards of
conduct shall provide for disciplinary actions to be applied for violations of the standards by officers,
employees, or agents of the Recipient.
Business Hours
The Recipient shall have its offices open for business, with the entrance dtlor open -
least one employee on site, from
e-public7and at _--
Licensing and Permitting
All subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all of the particular work for which they are hired by. the Recipient.
Attachment E
Subcontractor Covered 'Transactions
(1) The prospective subcontractor of the Recipient, certifies, by
submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
By:
Signature Recipient's Name
Name and Title DCA Contract Number
Street Address
City, State, Zip
Date
. Attachment F
Statement of Assurances
• The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies,
guidelines and requirements, including OMB Circulars No. A-21, A-110, A-122, A-128, A-87; E.D. 12372
and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66,
Common rule, that govern the application, acceptance and use of Federal funds for this federally -assisted
.. project Also the. Applicant assures.and certifies that
1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real
Property Acquisitions Act of 1979 (P.L. 91-646) which provides for fair and equitable treatment of persons
displaced as a result of Federal and federally -assisted programs.
2. It wit' comply -with provisions-of-Federal-aw-which-limit-certain-poli tieal-activities-of-ernployees of a
State or local unit of government whose principal employment is in connection with an activity financed in
whole or in part by Federal grants. (5 USC 1501, et seq.)
3. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor
Standards Act.
4. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others, particularly
_those_with whom they have family, business, or other ties.
5. It will give the sponsoring agency or the Comptroller General, through any authorized representative, •
access to and the right to examine all records, books, papers, or documents related to the grant.
6. It will comply with all requirements imposed by the Federal sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements.
7. [twill insure that the facilities under its ownership, lease or supervision which shall be utilized in the
accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of
Violating Facilities and that it will notify the Federal grantor agency of the receipt of any communication
from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is
under consideration for listing by the EPA.
8. It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973, Public Law 93-234, 87 Stat. 975, approved December 31, 1976, Section 102(a)
requires, on and after March 2, 1975, the purchase of flood insurance in communities where such
insurance is available as a condition for the receipt of any Federal financial assistance for construction or
acquisition purposes for use in any area that has been identified by the Secretary of the Department of
-Housing and UI'ban ueveiopment as an area Having specialllood-hazards.—The-phrase "Federal-5nancial
assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster
assistance loan or grant, or any other form of direct or indirect Federal assistance.
9. It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic
Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and
Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by (a) consulting with the State Historic
Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or
eligible for inclusion in the National Register of Historic Places that are subject to adverse effects (see 36
CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such
properties and by (b) complying with afl requirements established by the Federal grantor agency to avoid
or mitigate adverse effects upon such properties. •
10. It will comply, and assure the compliance of all its subgranfees and contractors, with the applicable
provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, the
Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act, as appropriate; the
.provisions of the current edition of the Office of Justice Programs Financial and Administrative Guide For
Grants, M7100.1; and all other applicable Federal laws, orders, circulars, or regulations.
11. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements
including Part 18 Administrative Review Procedure; Pari 20, Criminal Justice Information Systems; Part
22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence
Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Programs and
Activities; Part 42, Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Policy Act; Part 63, Ftoodplain Management
and Wetland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Programs.
12. It will comply, and all its contractors will comply, with the non-discrimination requirements of the
Omnibus-Crime-Contrel-and Safe-Streets.Act-of 1968,as_amended,_421JSC 3Z89(.d),..oriLictims_oterime
Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA)
(1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of
Justice•Non-Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of
Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
13. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination' after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil
Rights, Office of Justice Programs.
14. It will provide an Equal Employment Opportunity Program ff required to maintain one, where the
application is for $500,000 or more.
15. It will comply with the provisions of the Coastal Barrier Resources Act (P. L. 97-348) dated October 19,
1982 (16 USC 3501 et seq.) which prohibits the expenditure of most new Federal funds within the units of
the Coastal Barrier Resources System.
16. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug -
Free Workplace Act of 1988, and implemented at 26 CFR Part 67, Subpart F, for grantees, as defined at
28 CFR Part 67 Sections 67.615 and 67.620.
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
SUBGRANT FORMS and REQUIREMENTS
Quarterly Financial History Report/ Status Report (Form 1 and Form 2):
These reports must be completed in full on a quarterly basis, These are required reports and must be submitted no
later than 30 days after the end of each period of the program year in order to be considered in compliance with the
terns of the contract.
2, These reports are to include, but not be limited to, the work that has been completed, the work in progress and the timeline
of the work left to be completed. If any delays from the original timeline have occurred, specify the reason and revise the
completion timeline.
3, If expenditures do not occur during the time frame given, a complete explanation should be given on Form 1 and 2.
Reimbursement Request (Form 3) and Detail of Claims (Form 4):
1. These forms are to be filed as needed. Complete Reimbursement Request by entering all information needed for
reimbursement.
The Detail of Claims form must accompany the Reimbursement Request form, along with the Budget detail Worksheet.
3, The Reimbursement Request form must be signed by the contract manager or someone with equal authority.
4. Claims are to be submitted to the following address:
DIVISION OF EMERGENCY MANAGEMENT
BUREAU OF RESPONSE
DHS GRANTS UNIT
Attn: Ms. Carolyn Washington
2555 SHUMARD OAK BOUEVARD
TALLAHASSEE, FLORIDA 32399-2100
Close Out Report - (Form 5):
1. Close Out Reports are due as soon as the final payment has been made and all final expenditures have occurred.
2. The agreement cannot be considered closed until the Close Out Report has been received.
Documentation of project expenditures:
1.
Grantees must maintain documentation of expenditures for a minimum period of five years following the close of
project/program operations unless audits require a longer period of time.
2. Grantees should maintain a financial file with copies of back-up documentation for all paid project/program expenditures
made by the grantee during the grant period. Documentation of expenditures against the program wit be reviewed and
verified during on -site monitoring visits or when necessary by the DEM staff. Acceptable documentation includes copies of
purchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, journal transfers, etc. These
documents should be submitted when requesting reimbursement.
3, In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and
attendance forms.
4, All claims for reimbursement of expenditures must be submitted on the approved DCA financial reporting forms. Claims
not submitted on the proper form cannot be processed and will be returned for corrections.
IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY, PLEASE NOTIFY YOUR CONTRACT MANAGER
SHSGP POETE Report Forms - 09/Instructions, Forms 1, 2 & 3 1 of 4
GRANTEE:
AGREEMENT#
'DIVISION OF EMERGENCY. MANAGEMENT •
FINANCIAL HISTORY. REPORTIQUARTERIY.STATUS REPORT..
(Select the quarter of submission along with year)
QUARTERLY REPORTING DUE DATES
JANUARY 1- MARCH 31 - Duo no later than Apr➢ 30,
APRIL 1 -JUNE 30- Due no later than July 31.
JULY 1- SEPTEMBER 30 - Duo no lairs than October 31,
r OCTOBER 1 - DECEMBER 31- Duo no lalor Than January 31,
FINANCIAL HISTORY REPORT
THIs Is`A REQUIRED DOCUMENT AND'MUST BE SUBMITTED' QUARTERLY
N/A
N/A
N/A
N/A
CUMULATIVE
TOTAL
ALLOCATED
QUARTERLY FUNDS
EXPENDED
CUM. FUNDS
EXPENDED
REMAINING
BALANCE
1. Planning Costs
$0.00
$0.00
$0.00
$0.00
2. Training Costs
$0.00
$0.00
$0.00
$0.00
3. Exercise Costs
$0.00
$0.00
$0.00
$0.00
4. Organizational Costs
$0.00
$0.00
$0.00
$0.00
5. Equipment Costs
$0.00
$0.00
$0.00
$0.00
67Manamentand A-dministration
Costs (limited to 3% of the total
$0.00
$0.00
$0.00
$0.00
TOTAL EXPENDITURES
$0.00
$0.00
$0.00
$0.00
TOTAL PAYMENTS PREVIOUSLY RECEIVED
I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement.
Signed:
Contract Manager or Financial Officer
QUARTERLY STATUS REPORT
THIS IS.A REQUIRED DOCUMENT AND MUST BE SUBMITTED SEMI ANNUALLY. r
This information must be clearly linked to the project TIMELINE, DELIVERABLES AND THE SCOPE OF WORK.
Report events, progress, delays, etc. that pertain to this project.
(Attach additional page(s) if needed.)
.;:..4.1 :.:,r �u :t. ,:,.; L 1 ...wr.
TO BE COMPLETED BY FDEM STAFF
DATE SUBMITTED TO FDEM
SHSGP POETE Report Forms - 09/Instructions, Forms 1, 2 & 3 2 of 4
SHSGP POETE Report Forms -09/Instructions, Forms 1, 2 & 3 3 of 4
DIVISION OF EMERGENCY MANAGEMENT
REIMBURSEMENT REQUEST
• 'FORM
Grantee
Payment Date
Address
Agreement #
Payment #
Phone #
Amount
COSTS INCURRED DURING THE PERIOD OF: through
;THIS MUST BE ACCOMPANIED BYTHE DETAIL OF CLAIMS FORM
1. Planning Expenditures
2. Training Expenditures
3. Exercise Expenditures
4. Organizational Exenditures
5. Equipment Expenditures
Management and Administration Expenditures
6. (limited to 3% of the total award)
TOTAL EXPENDITURES $
I hereby certify that the above costs are true and valid costs Incurred in accordance with the project agreement.
Signed:
Contract Manager or Financial Officer
TO BE COMPLETED BY DEM STAFF
AGREEMENT AMOUNT $0.00
PREVIOUS PAYMENT(S) $0.00
THIS PAYMENT $0.00
REMAINING BALANCE $0.00
TOTAL AMOUNT TO BE PAID
ON THIS INVOICE
DATE SUBMITTED TO FDEM
SHSGP POETE Report Forms - 09/Instructions, Forms 1, 2 & 3 4 of 4
DIVISION OF EMERGENCY MANAGEMENT
DETAIL OF CLAIMS,,
_EORM 4A
PLEASE SUBMIT A SEPARATE FORM (4) FOR EACH OF THE FOLLOWING CATEGORIES
t, Plennl ng Expen dltures
2. Training Expenditures,;;
3. Exercise Expenditures :
4. Organizational, Expenditures
5: Equipment Expenditures
6. Management and Administration Expenditures
(ilmlted to 3% of the total award)__
GRANTEE:
COST INCURRED DURING THE PERIOD OF:.
4
CATEGORY
Planning
AGREEMENT#
YFNDOR
DATE PAID
CHEMIL
AMOUNT
( quesled for reimbursement)
TOTAL EXPENDITURES
$0.00
1. FORM MUST BE COMPILED FROM FORM 4B BY CATEGORY
2. FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST
DIVISION OF EMERGENCY MANAGEMENT
DETAIL OF CLAIMS
FORM 4A
THIS FORM IS BACKUP AND MUST ACCOMPANY THE REIMBURSEMENT REQUEST AND DETAIL OF
CLAIMS, FORM 4B
The Recipient is required to provide a completed budget detail worksheet, io the Division, which accounts for the total award for issue 08 as
described in the "Proposed Program Budget'.
If any changes need to be made to the "Budget Detail Worksheet', after the execution of this contract, contact the contract manager listed in
this contract via email or letter.
,Allowatile Planning Cots-.--,-
;.Quantity,
• Unit Cost .
•Total -Cost - -
Developing scenario plans that incorporate the range of prevention,
protection, response, and recovery activities for a scenario
$0.00
Developing and implementing homeland security support programs
and adopting DHS national initiatives
$0.00
Developing related terrorism prevention activities
$0.00
Developing and enhancing plans and protocols
$0.00
Developing or conducting assessments
$0.00
Hiring of full or part-time staff or contractors/consultants to assist with
planning activities (not for the purpose of hiring public safety
personnel fulfilling traditional public safety duties)
$0.00
Conferences to facilitate planning activities
$0.00
Materials required to conduct planning activities
$0.00
Travel/per diem related to planning activities
$0.00
Overtime and backfill costs - Payment of overtime expenses will be
for work performed by award (SAA) or sub -award employees in
excess of the established work week (usually 40 hours) related to the
planning activities for the development and implementation of the
programs under HSGP.
$0.00
Other projects areas with prior approval from FEMA
$0.00
SUB TOTAL
so.00
s 3 '- 1 e' :, r f; ,.r t , `:,, r �r a jti:
Allowable Organizational Costs , , . „
; . i r
.„Quantity
. nit Cosfi'i ...fir
i� , ;" , + i :�,
Total Cost
-$0.00
Overtime for information, Investigative, and intelligence sharing
activities (up to 50 percent of the allocation)
Reimbursement of select operational expenses associated with
Increased security measures at critical infrastructure sites, Incurred
during time periods of DHS-declared alerts (up to 50 percent of the
allocation).
$0.00
Hiring of new staff positionl contractors/consultants for participation In
information/intelligence analysis and sharing groups or fusion center
activities (up to 50 percent of the allocation)
$0.00
SUB TOTAL
so.00
1 af6
DIVISION OF EMERGENCY MANAGEMENT
DETA L OF CLAIMS
FORM 4A
iAllovdable Training:Costs-
"Quantity
'Unit Cost •
Total Cost
Overtime and backfill for emergency preparedness and response
personnel attending FEMA-sponsored and approved training classes.
$0.00
Overtime and backfill expenses for partOtime and volunteer
emergency response personnel participating in FEMA training.
$0.00
Training, Workshops and Conferences - Grant funds may be used
to plan and conduct training workshops or conferences to include
costs related to planning, meeting space and other meeting costs,
facilitation costs, materials and supplies, travel and training plan
development.
$0.0D
Full or Part -Time Staff or Contractors/Consultants - Full or part-
time staff may be hired to support training -related activities. Payment
of salaries and fringe benefits must be in accordance -with the policies
of the state or local unit(s) of government and have the approval of
the state or the awarding agency, whichever is applicable. The
services of contractors/consultants may also be procured by the state
in-thedesign-development-conduct-and-evaluation-of-CBRNE
training. The applicant's formal written procurement policy or the
Federal Acquisition Regulations (FAR) must be followed.
$0.00
Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are
allowable as expenses by employees who are on travel status for
official business related to the planning and conduct of the training
project(s) or for attending ODP-sponsored courses. These costs
must be in accordance with state law as highlighted in the OJP
Financial Guide. States must also follow state regulations regarding
travel. If a state or territory does not have a travel policy they must
follow federal guidelines and rates, as explained in the OJP Financial
Guide. For further information on federal law pertaining to travel
costs please refer to http://www.ojp.usdoj.gov/FinGuide.
$0.00
Supplies - Supplies are items that are expended or consumed during
the course of the planning and conduct of the training project(s) (e.g.,
copying paper, gloves, tape, and non -sterile masks.)
$0.00
Tuition for higher education
$0.00
Other Items - These costs include the rental of space/locations for
planning and conducting training, badges, etc.
$0.00
—' SUB TOTAL
$o.00
A complete list of ODP approved courses may be found at www.ojp.usdoj.gov/odp/does/Efigible_Federal_Courses.pdf
1 rFj. rE J"xff .,.,<q Vp.y-. !..t) S S ft� y'.f t
Lf�l.h.�.�i5244�'5�}\�T i2 6'11 �C E�tZi4}T9�
Y Mkt+L`� ✓ s' { i m.
8' 1 iA '� f 'ii .z 1
.. xilt7z t r r w tt ,. c
...., 'd�lowable Exercise,Costs; ;-t ;,,%,..,,, <
! .
F tl Tr
,
t
t u. �t
Quantity
; r AY - SI
it r i E.
f a f k.. 4,
eti c{ t I
l
; , ,`, , Unit Cost
} J 414t .`i^
ff Ehl�frS _.�
t � 1 > ¢Fi s'.
'r ` t + liril l F t "r
. Total ost.A„
Design, Develop, Conduct and Evaluate an Exercise
$0.00
Exercise Planning Workshop - Grant funds may be used to plan
and conduct an Exercise Planning Workshop to include costs related
to planning, meeting space and other meeting costs, facilitation costs,
materials and supplies, travel and exercise plan development.
$0.00
2 of6
DIVISION OF EMERGENCY MANAGEMENT
DETAIL OF CLAIMS
FORM 4A
Full or Part -Time Staff or Contractors/Consultants - Full or part -
lime staff may be hired to support exercise -related activities. Payment
of salaries and fringe benefits must be in accordance with the policies
of the state or local unit(s) of government and have the approval of
the state or the awarding agency, whichever is applicable. The
services of contractors/consultants may also be procured to support
the design, development, conduct and evaluation of CBRNE
exercises. The applicant's formal written procurement policy or the
Federal Acquisition Regulations (FAR) must be followed.
$0.00
3 of6
DIVISION OF EMERGENCY MANAGEMENT
DETA L OF CLAIMS
FORM 4A
Overtime and backflli costs —Overtime and backfill costs, including
expenses for part-time and volunteer emergency response personnel
participating in FEMA exercises
$0.00
Implementation of HSEEP
$0.00
Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are
allowable as expenses by employees who are on travel status for
official business related to the planning and conduct of the exercise
project(s). These costs must be in accordance with state law as
highlighted in the OJP Financial Guide. States must also follow state
regulations regarding travel. It a state or territory does not have a
$0.00
Supplies - Supplies are items that are expended or consumed during
the course of the planning and conduct of the exercise project(s) (e.g.,
copying paper, gloves, tape, non -sterile masks, and disposable
protective equipment).
$0.00
Otheritems hese costsindudethe-rental-ofspace/locationsior—
exercise planning and conduct, exercise signs, badges, etc.
$0.00
SUB TOTAL
$o.00
k r
FAllowabie
--;
Equipment costs
Quantity
-unit, Cost-T
Total:;Cost
t
The table below;highlights the allowable equipment categories for this.award A comprehensive listing;of
equipment categories and specific; equipment eii tblelunder each category can be.found on the web
Equipment List at http //www rkb u"s,
Click on Authorzed,Egwpment-List (AEL)
)f you wish topurchaae a piece:of equipment+iron any category below Shen In the space given
the AEL,Item number and title s
ti
these allowable
based Authorized
below that category put;
Personal protective equipment
$0.00
$0.00
Explosive device mitigation and remediation equipment
$0.00
$0.00
CBRNE operational search and rescue equipment
$0.00
$0.00
Information technology
$0.00
$0.00
Cyber security enhancement equipment
$0.00
Interoperable communications equipment
$0.00
$0.00
Detection Equipment
$0.00
$0.00
Decontamination Equipment
$0.00
$0.00
Medical supplies
$0.00
$0.00
Power equipment
$0.00
$0.00
CBRNE reference materials
$0.00
4 of6
DIVISION OF EMERGENCY MANAGEMENT
DETAIL OF CLAIMS
FORM 4A
_ ..-.._.._
$o.00
CBRNE incident response vehicles
$0.00
$0.00
Terrorism incident prevention equipment
$0.00
$0.00
Physical security enhancement equipment
$0.00
$0.00
Inspection and Screening systems
$0.00
$0.00
Agriculture Terrorism Prevention, Response, and Mitigation
$0.00
$0.00
CBRNE Response watercraft
$0.00
$0.00
CBRNE Aviation Equipment
$0.00
$0.00
CBRNE logistical support equipment
$0.00
$0.00
Intervention equipment
$0.00
$0.00
Other authorized equipment costs (include any construction or
renovation costs In this category; Written approval must be provided
by FEMA prior to the use of any funds for construction or renovation)
$0.00
--SUB TOTAL.. __:. .:..: _...
- .. -son
Eligible Management and Admmistratlon Costs'
(management and administration costs maynot
excee04% of th'e..Reclp:ient s totaf, award)'
Quantity
n it C.0-
3 otal: Cost .,
Hiring of full-time or part-time staff or contractors/consultants:
• To assist with the management of the FY 2009 UASI
• To assist with application requirements and the Implementation of
the FY 2009 UASI
• To assist with the compliancy with reporting and data collection as it
may relate to the FY 2009 UASI
• Meeting compliance with reporting/data collection requirements,
including data calls.
$0.00
Development of operating plans for information collection and
processing necessary to respond to DHS/FEMA data calls.
$0.00
5 of6
DIVISION OF EMERGENCY MANAGEMENT
DETAIL OF CLAIMS
FORM 4A
Overtime and-backfill costs• —Overtime -expenses -are defined -as -the --
result of personnel who worked over and above their normal
scheduled daily or weekly worked time in the performance of FEMA —
approved activities. Backlill Costs also called "Overtime as Backfill"
are defined as expenses from the result of personnel who are working
overtime in order to perform the duties of other personnel who are
temporarily assigned to FEMA — approved activities outside their core
responsibilities. Neither overtime nor backliill expenses are the result
of an increase of Full — Time Equivalent (FTEs) employees. These
costs are allowed only to the extent the payment for such services is
in accordance with the policies of the state or unit(s) of local
government and has the approval of the state or the awarding agency,
whichever is applicable. In no case is dual compensation allowable.
That is, an employee of a unit of government may not receive
compensation from their unit or agency of government AND from an
award for a single period of lime (e.g., 1:00 pm to 5:00 pm), even
though such work may benefit both activities. Fringe benefits on
overtime hours are limited to Federal Insurance Contributions Act
(FICA), Workers' Compensation and Unemployment Compensation.
$0 00
Travel expenses
$0.00
Meeting -related expenses (For a complete list of allowable meeting -
related expenses, please review the OJP Financial Guide at
http://www.ojp.usdoj.gov/FinGuide).
$0.00
Acquisitlon'of authorized office'equipment, including personal ""
computers, laptop computers, printers, LCD projectors, and other
equipment or software which may be required to support the
implementation of the homeland security strategy.
$0.00
The following are allowable only within the contract period:
• Recurring fees/charges associated with certain equipment, such as
cell phones, faxes, etc.
• Leasing and/or renting of space for newly hired personnel to
administer programs within FY09 UASI.
$0.00
• SUB TOTAL
so.00
=kg a# " t roy` � 1 Eh`y; 1- TOTALA,LL EXPENDITURES
�..k3rtUrt.,...pcal.v..<<:,.t!':ti, r.:.ir�.,:90.._3., �.�,....w,. .,..... ..,,...„.,,.,..,..
$o.00
6 of6
DJVJSONMANAGEMENT2555 SHUMAD.OAKBOULEVARP.
• •••
. :
tTA OUT REPORT
•
This form should be completed and submitted to the Division no
later than sixty (60) days after the termination date of the Agreement
GRANTEE
ADDRESS
CITY AND STATE
AGREEMENT #
AGREEMENT AMOUNT
AGREEMENT PERIOD
661ST CAIIIEGORtEE
TOTAL
EXPENOJTURES
1. Planning Costs
2. Organizational Acerities
3. Training Costs
4. Exercise Costs
5. Eqncs�sEion Costs
6. Management and Administration Costs
TOTAL EXPENDITURES,
$0.00
Total funds received from the Division of
F_mergency Management under this
Agreement (Column 4, Line 7)
Less total grant award expenditures
(Column 2, Line 7)
Equals balance of Agreement owed to
DEM
$0.00
$0.00
$0.00
FUNDS RECEIVED UNDERTIIISAGREMEN,,.:
TOTAL
$0.0D
Agreement Amout $0.00
Less total funds received
under this Agreement
(Column 4, Line 7)
Refund due to Stale? Yes No Balance of Agreement
If Yes, refund check enclosed?
If No, enter date refund will be submitted
Yes No
$0.00
$0.00
hereby certlfly that the above costs are true and valid costs
incurred in accordance with the project Agreement, and that the
matching funds, In-kInd or cash, were utilized toward the project
in this Agreemenl.
Refund and/or final interest check are due no later than ninety (90)
days after the expiration date of the Agreement. Signed:
Make check payable to : Cashier,
Department of Community Affairs Date:
Mall to: Division of Emergency Management, 2555 Shumard Oaks Boulevard, Tallahassee, FL 32399-2100