HomeMy WebLinkAboutPre-LegislationsCity of Miami
Master Report
Resolution R-10-0209
City Hall
3500 Pan American Drive
Miami, FL 33133
'NW w.Iniamigov.com
File ID #: 10-00578
Version: 1
Enactment Date: 5/27/10
Controlling City Commission Status: Passed
Body:
Title: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), RATIFYING,
APPROVING AND CONFIRM ING THE CITY MANAGER'S EXECUTION OF MODIFICATION 411 TO
GRANT AGREEMENT ("MODIFICATION #1"), IN SUBSTANTIALLY THE ATTACHED FORM, WITH
THE STATE OF FLORIDA, DIVISION OF EMERGENCY MANAGEMENT (TI-IE "FLORIDA DEM") ON
BEHALF OF THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY OFFICE OF GRANTS
AND TRAINING (THE "FEDERAL DEPARTMENT") IN ORDER TO REINSTATE, MODIFY AND
EXTEND THE FLORIDA DEM'S CONTRACT NUMBER 09DS-24-1 I-23-01-01 1 CFDA NUMBER 97.067
FEDERALLY -FUNDED SUBGRANT AGREEMENT, DATED AUGUST 21, 2008 (THE "ORIGINAL
AGREEMENT") IN ORDER TO EXTEND THE URBAN AREA SECURITY INITIATIVE ("UASI")
GRANT PROGRAM (FISCAL YEAR 2007), FROM APRIL 30, 2010 TO JUNE 30, 2010; FURTHER
AUTHORIZING THE CITY MANAGER TO EXTEND SAID UASI GRANT PROGRAM (FISCAL YEAR
2007) GRANT AWARD AND TO EXECUTE ANY OTHER RELATED MODIFICATIONS,
AMENDMENTS OR EXTENSIONS ON ALL MATTERS EXCEPT THOSE DEALING WITH FUNDING
CHANGES, 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 FROM THE FEDERAL DEPARTMENT THROUGH FLORIDA DEM.
Reference: Introduced: 5/3/10
Name: Ratifying Execution-Modification#1 Agmt-UASI
Requester: Department of
Fire -Rescue
Notes:
Cost: Final Action: 5/27/10
Sections:
Indexes:
Attachments: 10-00578 Legislation.pdf, 10-00578 Exhibit.pdf, 10-00578 Summary Form.pdf
Action History
Ver. Acting Body Date Action Sent To Due Date Returned Result
City of Minmi Page I Printed on 7/132010
1 Office attic City 5118110 Reviewed and
Attorney Approved
1 City Commission 5/2.7/10 ADOPTED
A motion was made by Frank Carollo, seconded by Francis Suarez, that this matter he ADOPTED. Chair Sarnoff: How
'lout (sic] RE.2? It's e pretty easy one. Mr. Manager, RE.2.
Carlos A. Migoya (City Manager): Sorry, Mr. Chair. You caught Inc off guard.
Chairman Sarnoff: All right. That's not a problem. RE.2.
Mr. Migoya: RE.2.
Vice Chair Carollo: Keep you honest.
Chairman Sarnoff: I just thought we could maybe take off one or --
Mr. Migoya: Yes, I did. Chief Kemp.
Reginald Duren (Deputy Fire Chief): RE.2 is n resolution of the Miami City Commission approving and confirming the
City Manager's execution of modification of the State of Florida, Division of Emergency Management, on behalf of
the United Slates Department of Homeland Security, Office of Grants and Training, to extend the Urban Area Security
Initiative grant program for Fiscal Year 2007, from April 30, 2010 to June 30, 2010; further authorizing the City Manager
to extend said UASI (Urban Area Security Initiative) grant program grant award and to execute any other Related
modifications, amendments, or extensions on all matters, except those dealing with funding changes.
Chairman Sarnoff: All right. RE.2 is --
Vice Chair Carollo: So move.
Chair Samoff: A motion by the Vice Chair, seconded by --
Commissioner Suarez: Second.
Chair Sarnoff: -- Commissioner Suarez. Anyone from the public wishing to be heard on RE.2, which is a UASI grant,
Urban Search [sic] and Rescue [sic] Initiative grant program? Hearing none, seeing none, coming back to the
Commission. Any discussion, gentlemen? Seeing none or hearing none, all in favor, please say "aye."
The Commission (Collectively): Aye.
Chair Samoff: Okay. Thank you very much.
Deputy Chief Duren: buy Chief Reggie Duren. The motion carried by the followinc vote:
Aye: 5 - Frank Carollo, Wifredo (Willy) Gort, Marc David Sarnoff, Francis Suarez and Richard Dunn II
1 Office of the Mayor 5/27/10 Signed by the Mayor City Commission
1 Office of the City Clerk 5/27/10 Signed and Attested by
City Clerk
City orMinmi Page 2 Printed on 7/132010
City of Miami
Legislation
Resolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 10-00578
Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S
EXECUTION OF MODIFICATION #1 TO GRANT AGREEMENT ("MODIFICATION
#1"), IN SUBSTANTIALLY THE ATTACHED FORM, WITH THE STATE OF •
FLORIDA, DIVISION OF EMERGENCY MANAGEMENT (THE "FLORIDA DEM")
ON BEHALF OF THE UNITED STATES DEPARTMENT OF HOMELAND
SECURITY OFFICE OF GRANTS AND TRAINING (THE "FEDERAL
DEPARTMENT") IN ORDER TO REINSTATE, MODIFY AND EXTEND THE
FLORIDA DEM'S CONTRACT NUMBER 09DS-24-11-23-01-011 CFDA NUMBER
97.067 FEDERALLY -FUNDED SUBGRANTAGREEMENT, DATED AUGUST 21,
2008 (THE "ORIGINAL AGREEMENT') IN ORDER TO EXTEND THE URBAN
AREA SECURITY INITIATIVE ("UASI") GRANT PROGRAM (FISCAL YEAR 2007),
FROM APRIL 30, 2010 TO.JUNE 30, 2010; FURTHER AUTHORIZING THE CITY
MANAGER TO EXTEND SAID UASI GRANT PROGRAM (FISCAL YEAR 2007)
GRANT AWARD AND TO EXECUTE ANY OTHER RELATED MODIFICATIONS,
AMENDMENTS OR EXTENSIONS ON ALL MATTERS EXCEPT THOSE DEALING
WITH FUNDING CHANGES, 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 FROM THE FEDERAL DEPARTMENT
THROUGH FLORIDA DEM.
WHEREAS, the United States Department of Homeland Security, Office of Grants and Training
(the "Federal Department"), is authorized by the Emergency Wartime Supplemental Appropriations Act
2003 to provide funds to states for subsequent distribution to selected urban areas, and to assist them
in building, enhancing, and sustaining their capacity to prevent, respond to, and recover from threats
or acts of terrorism; and
WHEREAS, the Office of Department Preparedness, through the State of Florida Division of
Emergency Management (the "Florida DEM"), awarded to the City of Miami ("City") a sub -grant for
Urban Areas Security Initiative ("UASI") Grant Program (Fiscal Year 2007) pursuant to Contract
Number 09DS-24-11-23-01-011 CFDA Number 97.067 Federally -Funded Subgrant Agreement, dated
August 21, 2008 (the "Original Agreement') for, interalia, certain local, regional, state, and national
projects, training, equipment, and related costs in the total amount of $11,620,600 for Fiscal Year
2007; and
WHEREAS, the City Commission accepted the grant award on behalf of the City's Department of
Fire -Rescue as the sponsoring agency ("Sponsoring Agency") and authorized the Original Agreement
pursuant to Resolution No. 08-0198, adopted April 10, 2008; and
City of Miami Page 1 of 3 File Id:10-0057S (Version: I) Printed On: 5/124010
File Number: 10-00578
WHEREAS, the Original Agreement provided pursuant to grant stipulations, that said grant award
funds will be used by the Sponsoring Agency to address the unique equipment, training, planning,
exercise, and operational needs of the City and the South Florida region, and the contiguous counties
of Miami -Dade and Monroe and the City of Hialeah, and to assist the City in building an enhanced and
sustainable capacity to prevent, respond to, and recover from threats of terrorism; and
WHEREAS, the term of the Original Agreement expired April 30, 2010; and
WHEREAS, State DEM and the City desire to reinstate the Original Agreement and to modify the
Original Agreement by extending it to June 30, 2010 pursuant to Modification #1 to Grant Agreement
("Modification #1"), in substantially the form attached hereto; and
WHEREAS, the City Manager executed the attached Modification #1, subject to City Commission
ratification, approval and confirmation to reinstate the Original Agreement;
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 City Manager's execution of Modification 41 to Grant Agreement, in substantially
the attached form, with the State DEM on behalf of the Federal Department, in order to reinstate,
modify, and extend the State DEM's Contract Number 09DS-24-11-23-01-011.CFDA Number 97.067
Federally -Funded Subgrant Agreement, dated August 21, 2008 (the 'Original Agreement") in order to
extend the UASI Grant Program (Fiscal Year 2007), from April 30, 2010 to June 30, 2010, is ratified,
approved and confirmed.
Section 3. The City Manger is further authorized {1} to extend said UASI Grant Program (Fiscal
Year 2007) grant award and to execute any other related modifications, amendments or extensions on
all matters except those dealing with funding changes, 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 from the Federal Department through the Florida DEM.
Section 4, This Resolution shall become effective immediately upon its adoption and signature of
the Mayor. {2)
APPROVED AS TO FORM AND CORRECTNESSe,
JULIE
CITY ATTORNEY
City of Miami
Page 2 of 3 Fife Id:10-00578 (Version: D Primed On: 5✓72/2010
File Number: 10-00578
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.
City of Miami Page 3 of 3 File Id. 10-0057g (Version: I) Pruned On: 5/12/2010
City of Miami
Master Report
Resolution R-08-0196
City Nall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File ID #: 08-00356
Version: 2
Enactment Date: 4/10/08
Controlling Office of the Cily Status: Passed
Body: Clerk
Title: A RESOLUTION OF TIIE MIAMI CrTY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A
NEW SPECIAL REVENUE FUND ENTITLED: "URBAN AREAS SECURITY INITIATIVE ("UASI")
GRANT PROGRAM (FISCAL YEAR 2007)," AND APPROPRIATING FUNDS FOR THE OPERATION OF
SAME, IN TI•IE AMOUNT OF 5 11,620,600, CONSISTING OF A GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY, PASSED DIRECTLY TO THE STATE OF FLORIDA,
DIVISION OF EMERGENCY MANAGEMENT ("DEM"); AUTHORIZING THE CITY MANAGER TO
ACCEPT SAID GRANT AWARD AND TO EXECUTE THE NECESSARY DOCUMENTS, TO
IMPLEMENT ACCEPTANCE OF SAID GRANT AWARD; AUTHORIZING TIME EXPENDITURE OF
FUNDS TO VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR I-IOMELAND SECURITY
EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES; AUTHORIZING THE CITY MANAGER
TO EXECUTE MEMORANDUM OF AGREEMENTS, IN SUBSTANTIALLY THE ATTACHED FORM,
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'S DEPARTMENT
OF FIRE -RESCUE, AS AN UASI SPONSORING AGENCY, CONTINGENT UPON FUNDING OF SAID
PROJECT BEING SECURED IN THE FORM OF GRANTS FROM THE STATE OF FLORIDA DEM.
Reference: Introduced: 3/18/08
Name: Establishing Fund - UASI Grant Program 07
Requester. Department of
Fire -Rescue
Notes:
Cost: Final Action: 4/I0/08
Sections:
Indexes:
Attachments: 08-00356 Legislation.pdf, 08-00356 Exhibit.pdf, 08-00356 Exhibit2.pdf, 08-00356 Summary Fonn.pdf,
08-00356 Grant Program.pdf, 08-00356-Submittal-E-mail-Maurice L. Kemp.pdf, 08-00356 Exhibit 3.pdf,
08-00356 Exhibit 4.pdf
Action History
Ver. Acting Body Date Action Sent To Due Date Returned Result
City orMinnti Paget Printcci on 7/130010
I Office of the Cily 3/26/08 Reviewed and
Attorney Approved
2 Cily Coinmission 4/10/08 ADOPTED WITH
MODIFICATIONS
City of Miami
Pngc 2
Printed on 7I132010
A motion was made by Angel Gonzalez, seconded by Michelle Spence -Jones, that this matter be ADOPTED WITH
MODIFICATIONS. Note for the Record: Subsequent to the City Commission meeting, notification was provided that
Item REA instead should have had the substitution agreements originally profcrrcd as pertaining to RE.5, resulting in
a modified resolution for RE.4. Sce attached notification.
Chair Sanchez: RE.4. RE.4 is being presented to us by the Department of Fire -Rescue.
Deputy Chief Maurice Kemp (Fire -Rescue): Maurice Kemp, deputy fire chief. RE.4 is a resolution, with attachments,
establishing a new special revenue fund, which is the 27 — 2007 UASI (Urban Areas Security Initiative) grant.
Commissioner Gonzalez: I'll move RE.4.
Vice Chair Spence -Jones: Second.
Chair Sanchez: Okay. There's a motion by Commissioner Gonzalez, second by the Chair [sic]. The item is — before
we open it up for discussion, anyone from the public wishing to address RE.4, which is a resolution? Seeing no one,
the public bearing is closed; coming back to the Commission. Any further discussion on RE.4? Hearing —
Julie O. Bru (City Attorney): Mr. Chairman.
Chair Sanchez: Madam Attorney, you're recognized for the record.
Ms. Bru: Just for the record, the item, as was sent to the agenda for print, did not include one of the attachments.
Priscilla A. Thompson (City Clerk): Two.
Deputy Chief Kemp: That's 5.
Ms. Bru: Oh, that's 5? Okay. The MOU (Memorandum of Understanding).
Deputy Chief Kemp: The next one.
Ms. Thompson: I'm Sony. According to my records --
Ms. Bru: Sorry.
Ms. Thompson: -- ! have that two --
Chair Sanchez: There is no supplement on this item; it's the next item, if I'm not correct [sic].
Deputy Chief Kemp: Yes, sir. You're correct. It's the next --
Chair Sanchez: Okay.
Deputy Chief Kemp: — item.
Ms. Thompson: tin sorry. Just for my records because --
Chair Sanchez: Yes.
Ms. Thompson: — in my office, I received two additional attachments for the UASI grant. Did someone confuse our
paperwork?
Deputy Chief Kemp: Both item 4 and item 5 referenced UASI grant. The one that needs the substitution will be RE.5.
City of Miami Pngc 3 Printed on 7/132010
Aye: 5 - Angel Gonztiler., Marc David Salmon; Joe Sanchez, Tomas Regalado and Michelle Spence -Jones
2 Office of the Mayor
4/17/08 Signed by the Mayor Office of the City
Clerk
2 Office of the City Clerk 4/17/08 Signed and Attested by
City Clerk
2 Office oldie City
Attorney
10/3 I /08 Reviewed and
Approved
City of Mimni page 4 Printed on 7/13/2010
City of Miami
Legislation
Resolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 08-00356 Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ESTABLISHING A NEW SPECIAL REVENUE FUND ENTITLED: "URBAN AREAS
SECURITY INITIATIVE ("UASI") GRANT PROGRAM (FISCAL YEAR 2007)," AND
APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE AMOUNT.
OF $11,620,600, CONSISTING OFA GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY, PASSED DIRECTLY TO THE STATE
OF FLORIDA, DIVISION OF EMERGENCY MANAGEMENT ("DEM");
AUTHORIZING THE CITY MANAGER TO ACCEPT SAID GRANT AWARD AND
1TO EXECUTE THE NECESSARY DOCUMENTS, TO IMPLEMENT ACCEPTANCE
OF SAID GRANT AWARD; AUTHORIZING THE EXPENDITURE OF FUNDS TO
VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND
SECURITY EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES;
AUTHORIZING THE CITY MANAGER.TO.EXECU.TE MEMORANDUM OF
-AGREEMENTS, IN SUBSTANTIALLY THE ATTACHED.FORM 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'S DEPARTMENT OF
FIRE -RESCUE, AS AN UASI SPONSORING AGENCY, CONTINGENT UPON
FUNDING OF SAID PROJECT BEING SECURED IN THE FORM OF GRANTS
FROM THE STATE OF FLORIDA DEM.
WHEREAS, most states and municipalities have strengthened their overall capability to respond to
acts of terrorism involving chemical, biological, radiological, nuclear or explosive weapons, there
continues to be room for improvement in meeting our national priorities in preventing and responding
to terrorist attacks; and
WHEREAS, the United States ("U.S.") Department of Homeland Security, State of Florida, Division
of Emergency Management, is authorized by the Emergency Wartime Supplemental Appropriations
Act 2003, to provide 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 U.S. Homeland Department Security, through the State of Florida, Division of
Emergency Management ("DEM"), has sub granted an Urban Areas Security Initiative Grant -Program
(Fiscal Year 2007) ("UASI Grant FY 2007"), to the City of Miami ("City") and its contiguous counties,
Miami -Dade, Monroe, and the City of Hialeah ("Contiguous Counties and Hialeah"), in the amount of
$11,620,600, for Fiscal Year 2007; and
WHEREAS, as stipulated in said grant award, the City Department of Fire -Rescue will use said
funds to address the unique equipment, training, planning, exercise and operational needs of the City
City of Miami Page 1 of Printed On: 3/20/2008
File Number: 08-00356
and the Contiguous Counties and Hialeah, and to assist the City in building an enhanced and
sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism; and
WHEREAS, in accordance with the UASI Grant FY 2007, the attached Memorandum of
Agreemen with City's Contiguous Counties and Hialeah, will provide the necessary guidelines to
coordinate he UASI Grant FY 2007 between aforementioned counties to enhance the City and its
surrounding jurisdictions' ability to respond to terrorist threats or acts and will permit the City to
reimburse its Contiguous Counties and Hialeah for its expenditures that are compliant with said
project; and
WHEREAS, it is now appropriate for the City Manager to accept said grant and to establish a
special revenue fund for the appropriation of said grant award;
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: Urban Area Security Initiative (UAS()
Grant Program (Fiscal Year 2007)
RESOURCES: Department of Homeland Security
Passed directly to the State of Florida
Division of Emergency Management
$11,620,600
APPROPRIATIONS: )' $11,620,600
r
Section 3. The .city Manager is authorized{1) to accept said grant award and to execute the
necessarypecrMents to implement acceptance of said grant award.
Section 4. The City Manager is authorized(1) to execute Memorandum of Agreements, with its
Contiguous Counties and Hialeah, for the purpose of setting forth the parties' responsibilities in
connection with the development and support of the UASI project administered by the City's '
Department of Fire -Rescue, as an-UASIsponsoring-agency-contingent-upon-funding-of said -project
being secured in the form of the grants from the State of Florida,. Division of DEM.
Section 5. This Resolution shall become effective immediately upon its adoption and signature of
the Mayor.{2)
APPROVED AS TO FORM AND CORRECTNESS:
JULIE O. BRU
CITY ATTORNEY
r
C!y of Miami
Page 2 of 3 Primed On: 3/20/2008
File Number: 06-00356
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.
T
City of Miami Page 3 of 3 Printed On: 3/20/2008
Contract Number 09DS-24-11-23-02-011
CFDA Number: 97.067
FEDERALLY=FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by and between the State of Florida, Division of Emergency
Management, with headquarters in Tallahassee, Florida (hereinafter 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. WHEREAS, the Recipient represents that it is fully qualified and eligible to receive these grant
funds to provide the services identified herein; and
B. WHEREAS, 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 hereinafter set forth; and
C. WHEREAS, the Division has authority pursuant to Florida law to disburse the funds under
this Agreement.
NOW, THEREFORE, the Division and the Recipient do mutually agree as follows:
(1) SCOPE OF WORK.
The Recipient shall fully perform the obligations in accordance with the Budget and
Scope of Work, Attachment A of this Agreement.
(2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES
Both the Recipient and the Division shall be governed by applicable State and Federal
laws, rules and regulations, including but not limited to those identified in Attachment B.
(3) PERIOD OF AGREEMENT.
This Agreement shall begin July 1, 2007 and shall end April 30, 2010, unless terminated
earlier in accordance with the provisions of Paragraph (12) Uthis Agreement.
(4) MODIFICATION OF CONTRACT
Either party may request modification of the provisions of this Agreement. Changes
which are mutually agreed upon shall be valid only when reduced to writing, duly signed by each of the
parties hereto, and attached to the original of this Agreement.
(5) RECORDKEEPING
1
(a) As applicable, Recipient's performance under this Agreement shall be subject to the
federal ACommon Rule: Uniform Administrative Requirements for Slate and Local Governments" (53
Federal Register 8034) 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 demonstrating its compliance with the
terms of this Agreement, and the compliance of all subcontractors or consultants to be paid from funds
provided 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, Chief Financial Officer, or Auditor General access to such records
upon request. The Recipient shall ensure that audit working papers are made available to the Division
designee, Chief Financial Officer, or Auditor General upon request for a period of five years from the date
the audit report is issued, unless extended in writing by the Division with the following exceptions:
1. If any litigation, claim or audit is started before the expiration of the five year
period and extends beyond the five year period, the records will be maintained until all litigation, claims or
audit findings involving the records have been resolved.
2. Records for the disposition of non -expendable personal property valued at
$5,000 or more at the time of acquisition shall be retained for five years after final disposition.
3. Records relating to real property acquisition shall be retained for five years
after the closing on the transfer of 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 supporting 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 all 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
2
to the Division, its employees, and agents. "Reasonable" shall be construed according to the
circumstances but ordinarily shall 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 all reasonable times for inspection, review, or
audit by state personnel and other personnel duly authorized by the Division. "Reasonable" shall be
construed according to circumstances, but ordinarily shall mean normal business hours of 8:00 a.m. to
5;00 p.m., local time, Monday through Friday.
(c) The Recipient shall also provide the Department and/or the Division 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
indicates Federal resources awarded through the Division by this Agreement. In determining the Federal
awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards. 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 OMB Circular A-133, as revised, will meet the requirements
of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular
A-133, as revised.
3
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, art audit
conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the
event that the Recipient expends less than $500,000 in Federal awards in its fiscal year and elects 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 resources (Le., the cost of such audit must be paid from
Recipient resources obtained from other than Federal entities).
(e) Copies of reporting packages for audits conducted in accordance with OMB Circular
A-133, as revised, and required by subparagraph (d) above shall be submitted, when required by Section
.320 (d), OMB Circular A-133, as revised, by or on behalf of the Recipient directly to each of the following:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
an electronic copy shall also be submitted to aurilla.parrishtadca.state.fLus
and
Division of Emergency Management
Bureau of Response
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies
required by Sections .320(d)(1) and (2), OMB Circular A-133, as revised, should be submitted to the
Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 101h Street
Jeffersonville, IN 47132
Other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f), OMB
Circular A-133, as revised,
(f) Pursuant to Section .320 (f), OMB Circular A-133, as revised, the Recipient shalt
submit a copy of the reporting package described in Section .320 (c), OMB Circular A-133, as revised,
and any management letter issued by the auditor, to the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
4
Tallahassee, Florida 32399-2100
an electronic copy shall also be submitted to aurilla.parrish@dca.state.fl.us
and
Division of Emergency Management
Bureau of Response .
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(g) Any reports, management letter, or other information required to be submitted to the
Department and the Division pursuant to this Agreement shall be submitted timely 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, when submitting financial reporting packages to the Department and the
Division for audits done in accordance with OMB Circular A-133 or Chapters 10.550 (focal governmental
entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General, should indicate
the date that the reporting package was delivered to the Recipient in correspondence accompanying the
reporting package.
(1) In the event the audit shows that the entire funds disbursed hereunder, or any portion
thereof, 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 (30) days after the Department or 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) who shall either be a certified public accountant or a public accountant licensed under
Chapter 473, Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted
above:^The-audit-must-be-submitted-to-the Department.and_the-Division-np later than nine (9) months
from the end of the Recipient's fiscal year.
(7) REPORTS
(a) At a minimum, the Recipient shall provide the Division with quarterty reports, and with
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
5
expenditure of funds under this Agreement, in addition to such other information as requested by the
Division.
(b) Quarterly reports are due to be received by the Division no later than 30 days after
1
the end of each quarter of the program year and shall continue to be submitted 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 or upon
completion of the activities contained in this Agreement, whichever first occurs.
(d) If all required reports and copies, prescribed above, 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 such other action as set forth in Paragraph (11) REMEDIES.
"Acceptable to the Division" means that the work product was completed in accordance with the Budget
and Scope of Work, Attachment A.
(e) The Recipient shall provide such additional program updates, reports or information
as may be required by the Division.
(8) MONITORING.
The Recipient shall monitor its performance under this Agreement, as well as that of its
subcontractors, subrecipients and consultants who are paid from funds provided under this Agreement, to
ensure that tine schedules are met, -the Budget and Scope of Work, Attachment A is accomplished within
the specified time periods, and other performance goals stated in this Agreement are achieved. Such
review shall be made for each function or activity set forth in the Budget and Scope of Work, Attachment
A to this Agreement, and reported in the quarterly report.
In addition to reviews of audits conducted In accordance with OMB Circular A-133, as revised and
Section 215.97, Fla. Stat. (see Paragraph (6) AUDIT REQUIREMENTS, above ), monitoring procedures
may include, but not be limited to, on -site visits by Division staff, limited scope audits as defined by OMB
Circular A-133, as revised, and/or other procedures. By entering into this Agreement, the Recipient
agrees to comply and cooperate with all monitoring procedures/processes deemed appropriate by the
6
Division. In the event that the Division determines that a limited scope audit of the Recipient is
appropriate, the Recipient agrees to comply with any additional instructions provided by the Division 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 Comptroller 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 all tasks.
(9) LIABILITY
(a) Unless Recipient is a Stale agency or subdivision, as defined In Section 768.28, Fla.
Stat., the Recipient shall be solely responsible io parties with whom it shall deal in carrying out the terms -
of (his agreement, and shall hold the Division harmless against all claims of whatever nature by third
parties' arising out of the performance of work 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.
(b) My Recipient who is a state agency or subdivision, as defined in Section 768.28,
Fla. Stat. agrees to be fully responsible to the extent provided by Section 768.28 Fla. Stat. for its
negligent acts or omissions or tortious acts which result in claims or suits against the Division, and agrees
to be liable for any damages proximately caused by said acts or omissions. Nothing herein is intended to
• serve as a waiver of sovereign immunity by arty Recipient to which sovereign immunity applies. Nothing
herein shall be construed as consent by a state agency or subdivision of 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 any further payment of funds hereunder shall, if the Division so elects, terminate and me
Division may, at its option, exercise any of its remedies set forth In Paragraph (11), but the Division may
make any payments or parts of payments after the happening of any Events of Default without thereby
waiving the right to exercise such remedies, and without becoming liable to make any further payment:
7
(a) If any warranty or representation made by the Recipient in this Agreement or any
previous Agreement with the Division shall at any time be false or misleading in any respect, or if the
Recipient shall fail to keep, observe or perform any of the obligations, terms or covenants contained in
this Agreement or any previous agreement with the Division and has not cured such in timely fashion, or
is unable or unwilling to meet its obligations thereunder
(b) If any material adverse change shall occur in the financial condition of the Recipient
at any time during the term of this Agreement, and the Recipient fails to cure said material adverse
change within thirty (30) days from the time the date written notice is sent by the Division.
(c) If 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 in timely fashion any of its
obligations under this Agreement.
(11) REMEDIES.
Upon the happening of an Event of Default, then the Division may, at its option, upon
thirty (30) calendar days prior written notice to the Recipient and upon the Recipient's failure to cure
within said thirty (30) day period, 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 (30)
days prior written notice of such termination: The notice shall be effective when placed in the United
States mail, first class mail, postage prepaid, by registered or certified mail -return receipt requested, to
the address set forth in paragraph (13) herein;
(b) Commence 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;
(d) Exercise any corrective or remedial actions, to include but not be limited to:
1. requesting additional information from the Recipient to determine the reasons
for or the extent of non-compliance or lack of performance,
2. issuing a written warning to advise that more serious measures may be taken
if the situation is not corrected, •
8
3. advising the Recipient to suspend, discontinue or refrain from incurring costs
for any activities in question or
4. requiring the Recipient to reimburse the Division for the amount of costs
incurred for any items determined to be ineligible;
(e) Require that the Recipient return to the Division any funds which were used for
ineligible purposes under the program laws, rules and regulations governing the use of funds under this
program.
(f) Exercise any other rights or remedies which may be otherwise available under
law.
(g) The purs::it of any one of the above remedies shall not preclude the Division from
• pursuing any other remedies contained herein or otherwise provided at law or in equity. No waiver try the
Division of any right or remedy granted hereunder or failure to insist on strict performance by the
Recipient shall.affecf or extend or act as a waiver of any other right or remedy of the Division hereunder,
oraffect the subsequent exercise of the same right or remedy by the Division for any further or
subsequent default by the Recipient.
(12) TERMINATION.
(a) The Division may terminate this Agreement for cause upon thirty (30) days written
notice. Cause shaft include, but not be limited to, misuse of funds; fraud; lack of compliance with
applicable rules, laws and regulations; failure to perform in a timely manner; and refusal by the Recipient
to permit public access to any document, paper, letter, or other material subject to disclosure 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 the continuation of the Agreement would not produce beneficial results
commensurate with the further expenditure of funds, by providing the Recipient with thirty (30) calendar
days prior written notice, v __
(c) The parties may agree to terminate this Agreement for their mutual convenience as
evidenced by written amendment_of this Agreement. The amendment shall establish the effective date of
the termination and the procedures for proper closeout of the Agreement.
9
(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
the date of receipt of notice of the termination will be disallowed. Notwithstanding the above, the
Recipient shall not be relieved of liability to the Division by virtue of any breach of Agreement by the .
Recipient. The Division may, to the extent authorized by law, withhold any payments to the Recipient for
purpose of set-off until such time as the exact amount of damages due the Division from the Recipient is
determined.
(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 identified below
at the address set forth below and said 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
Division of Emergency Management
Bureau of Response Grants Section
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone: (850) 410-1271
Fax: (850) 488-7842
Email: carolvn.washinetonnem.myflorida.com
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is:
Joseph R. Fernandez
City of Miami Department of Fire -Rescue
1151 NW 71h Street, 3 e Floor
Telephone: 305-416-5414
Fax: 305-500-5031_
Email: jrfemandez@miamigov.com (50
o Veg/ of
(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
will be rendered as provided in (13)(a) above.
(14) SUBCONTRACTS
10
If the Recipient subcontracts any or all of the w ed under this Agreement, a copy of the
unsigned subcontract must be forwarded to t
Division for revieacandpprovalprior to execution of the
subcontract by the Recipient,lThe Recipient *ire s4o=irlctodein the subcontract that (i) the subcontractor
is bound by the terrns o, u„ s Agreement, (ii) thesubcontractor is bound by ali 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 subcontractors performance of work under this Agreement, to
the extent allowed and required by taw. Each subcontractor's progress in performing its work under this
Agreement shall be documented in the quarterly report submitted by the Recipient.
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 herein.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments hereto, the language of such attachments shall be controlling, but only to
the extent of such 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 and Regulations
Attachment C — Justification of Advance
Attachment D — Warranties and Representations
Attachment E — Certification Regarding Debarment
Attachment F — Assurances
(17) FUNDING/CONSIDERATION
11
(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 11,620,600
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 Recipient's 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 (3) 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 1990. If an advance payment is requested, the budget data on which
the request is based and a justification statement shall be included in this Agreement as Attachment C.
Attachment C will specify the amount of advance payment needed and provide an explanation of the
necessity for and proposed use of these funds.
1. _X__ No advance payment is requested.
2. An advance payment of $ is 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 accordance 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 Congress,
the State Legislature, the Office of the Chief Financial Officer, the State Office of Planning and Budgeting
or the Federal Office of Management and Budgeting, all obligations on the part of the Division to make
any further payment of funds hereunder shall terminate, and the Recipient shall submit its closeout report
within thirty (30) days of receipt of notice from the Division.
(18) REPAYMENTS
Alt refunds or repayments to be made to the Division under this Agreement are to be made
payable to the order of "Department of Community Affairs" and mailed directly to the Department at the
following address:
12
Department of Community Affairs
Cashier
Finance and Accounting
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 shalt pay to the Division an additional service fee of Fifteen Dollars ($15.00) or Five
Percent (5%) of the face amount of the returned check or draft, whichever is greater.
(19) VENDOR PAYMENTS.
Pursuant to Section 215.422, Fla. Stat. the Division shall issue payments to vendors
within 40 days after receipt of an acceptable invoice and receipt, Inspection, and acceptance of goods
and/or services provided in accordance with the terms and conditions of the Agreement Failure to issue
the warrant within 40 days shall result in the Division paying interest at a rate as established pursuant to
Section 55.03(1) Fla. Stat. The interest penalty shall be paid within 15 days after issuing the warrant.
Vendors experiencing problems obtaining timely payment(s) from a state agency may
receive assistance by contacting the Vendor Ombudsman at (850) 413-5516.
(20) STANDARD 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 subsequent submission or response to Division request, or in any submission or response to fulfill the
requirements of this Agreement, and such information, representations, and materials are incorporated by
reference. The lack of accuracy thereof or any material changes shall, at the option of the Division and
with thirty (30) 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 lie in the Circuit Court of Leon County. If any
provision hereof is in conflict with any applicable statute or rule, or is otherwise unenforceable, then such
provision shall be deemed null and void to the extent of such conflict, and shall be deemed severable, but
shall not invalidate any other provision of this Agreement.
13
(c) Any power of approval or disapproval granted to the Division under the terms of
this Agreement shall survive the terms and life of this Agreement as a whole.
(d) The Agreement may be executed in any number of counterparts, any one of
which may be taken as an original.
j
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101-336, 42 U.S.C. Section 12101 et seq.), if applicable, which prohibits discrimination by public and
private entities on the basis of disability in the areas of employment, public accommodations,
transportation, State and local govemment services, and in telecommunications.
(f) A person or affiliate who has been placed,on the convicted vendor list following a
conviction for a public entity crime or on the discriminatory vendor fist 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 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 Category Two for a period of 36 months from the date of being placed on the convicted vendor
list or on the discriminatory vendor list.
(g) With respect to any Recipient which is not a local government or state agency,
and which receives funds under this Agreement from the federal government, by signing this Agreement,
the Recipient 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 transactions by 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 commission of fraud or a criminal offense in connec—lion
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;
14
3. are not presently indicted or otherwise criminally or civilly charged by a
governniental entity (federal, state or local) with commission of any offenses enumerated in paragraph
20(h)2. of this certification; and
4. have not within a five-year period preceding this Agreement had one or more
public transactions (federal, stale or local) terminated for cause or default.
Where the Recipient is unable to certify to any of the statements in this certification, such
Recipient shall attach an explanation to this Agreement.
In addition, the Recipient shall submit to the Division (by email or by facsimile transmission) the
completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion'
(Attachment D) for each prospective subcontractor which Recipient intends to fund under this Agreement.
Such form must be received by the Division prior to the Recipient entering into a contract with any
prospective subcontractor.
(h) The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to 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.
C!) If otherwise allowed under this Agreement, all bills for any travel expenses shall
be submitted in accordance with Section 112.061, Fla. Stat.
(k) The Division reserves the right to unilaterally cancel this Agreement for refusal by
the Recipient io allow public access to all documents, papers, letters or other material subject to the
provisions.of-Chapter 1.1.9,Fla, Stat:, and made or received by the Recipient in conjunction with 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 obligation to pay the contract amount.
. 15
(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
("INA")). 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 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the
Department.
(n) The Recipient is subject to Florida's Government in the Sunshine Law (Section
266.011, 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 such meetings shall be publicly
noticed, open to the public, and the minutes of all such meetings shall be public records, available to the
public in accordance with Chapter 119 Fla. Stat.
(o) Unless inconsistent with the public interest or unreasonable in cost, 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.G. 10a.
(21) LOBBYING PROHIBITION
(a) No funds or other resources received from the Division in connection with 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 will be paid, by or on behalf
Of the undersigned, 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
1
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
16
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 pald 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
connection with this Federal contract, grant, loan or cooperative agreement, the undersigned shall
complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its
instructions.
3. The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and
disclose accordingly.
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
faits 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.
(22) COPYRIGHT, PATENT AND TRADEMARK
ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH
THE 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 brings to the performance of this Agreement 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.
J7
(b) If any discovery or invention arises or is developed in the course of or as a result of
work or services performed under this Agreement, or in any way connected herewith, the Recipient shall
refer the discovery or invention to the Division for a determination whether patent protection will be sought
in the name of the State of Florida. Any and all patent rights accruing under or in connection with the
performance of this Agreement are hereby reserved to the State of Florida. In the event that any books,
manuals, films, or other copyrightabte material are produced, the Recipient shall notify the Division. Any
and al copyrights accruing under or in connection with the performance under this Agreement are hereby
transferred by the, Recipient to the State of Florida.
(c) Within thirty (30) days of execution of this Agreement, the Recipient shall disclose all
in(eliectuat properties relevant 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 so 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.
(23) LEGAL AUTHORIZATION.
•The Recipient certifies with respect to this Agreement that it possesses the legal authority
10 receive the funds to be provided under this Agreement and that, if applicable, its governing body has
authorized, by resolution or otherwise, the execution and acceptance of this Agreement with all covenants
and assurances contained herein. The Recipient also certifies that the undersigned possesses the
authority to legally execute and bind Recipient to the terms of this Agreement.
(24) ASSURANCES.
The Recjpient shall comply with any Statement of Assurances incorporated as
Attachment G.
18
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their
undersigned officials as d ly orized.
RECIPIENT: CITY 0 M
BY:
pe
Name and title: dra G andez , City Manager
Date:
SAMAS#
STATE OF FLORIDA
Firm. 6•.q 0003 9
DIVISION OF EMERGENCY MANAGEMENT
BY: •
Name and Title: W. Craig Fugate, Director
Date: 8-01-0p.
19
Urban Area Security Initiative ("UASI") Grant Program — FY 2007 & Memoranda of
Agreements
ATTEST:
Priscilla A. Thompson
City Clerk 1711— `�cl
APPROVED AS TO FORM AND
CORRECTNESS:
Julie 0. Bru
City Attorney
CITY OF AMI, FLORIDA
Pedro G, Hernan.ez
City Manager
APPROVED AS TO l I U' • t4CE
REQUIRENMENTS;
LeeAnn Brehm, iirectdr
Risk Management Division
r
lit t't'
EXHIBIT 1
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
•
NOTE: If the resources awarded to the recipient represent more than one Federal program, provide the
same information shown below for each Federal program and .show total Federal resources awarded.
Federal Program (list Federal agency, Catalog of Federal Domestic Assistance title and number) —
CFDA #97.067
11,620,600
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
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-2007-08 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: Instead of listing the' specific compliance requirements as shown above, the State awarding
agency may elect to use language that requires the recipient to comply with the requirements of
applicable provisions of specific laws, rules, regulations, etc. For example, for Federal Program 1, the
language may state that the recipient must comply with a specific law(s), rule(s), or regulation(s) that
pertains to how the awarded resources must be used or how eligibility determinations are to be made.
The State awarding agency, if practical, may want to attach a copy of the specific law, rule, or regulation
referred to.
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_ihe. recipient. •
20
Attachment 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 13udget" as a guide for completing the "Budget Detail Worksheet" below.
•41,. No more than 5% of the total award may be expended on Management and Administration costs by the Recipient.
No more than 25% of the toad award may be used to support select Operational Activities by the Recipient and written
approval must be provided by the Stale prior to the use of any FY2007 UASI funds for operational activities.
At the discretion of the Recipient, funds allocated to Management and Administration and/or Operational Activities (as
described in the 'Proposed Program Budget") may be put towards Progranunatic costs instead.
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Urban Area Security Initiative —Miami
City of Miami
Total Award
$11,980,000
Urban Arca — Issue 65
State Management and Administration withheld 5%
$599,000
City of Miami Award (after 5% reduction)
$11,381.000
City of Miami 3% of Management and Administration
(3% or City's award). This amount is INCLUDED in
$341,430
the City of Miami award amount of $11,381,000.
State Management and Administration 2% pass -
through (2% of original allocation) to the City of
Miami. This amount is IN ADDITION to the City
$239,600
off Mianri 3% M & A�allocation award.
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Per FYO7 Grant Guidance, no more than 5% of the total amount allocated to the
State for programs within FY07 HSGP may be retained at the State level and used
for Management and Administration purposes. These State M&A funds must be
included when accounting for the total funds retained by the State. In addition,
local jurisdiction sub -grantees may retain and use up to 3% of their sub -award
from the State for local M&A purposes. States may pass through a portion of the
State M&A allocation to local sub -grantees in order to supplement the 3% M&A
allocation allowed on sub -grantees. However, no more than 5% of the total sub -
award may be expended by sub -grantees on M&A costs.
81, I I/00rK,Sh.ee.`f
Miami Urban Area - 2007 UASI Budget
Description of Project
AEL No.
Budget
Submittal
Radios for Fire, Police and EM in City: 50 radios
06CP-01-PORT
$ 7,500
Emergency Deployable P25 suitcase repeaters
06CP-01-REPT
$ 25,000
Interoperable Improvements: sustain existing systems
06CP-02-
BRDG et al '
$ 25,000
Interoperable communications through P25 compliant radios
06CP-014 ORT
$ 100,000
Mobile Data Terminals (174 for police)
04HW-01-MOBL
$ 300,000
'.•$ r 762,735
MESH Interoperable Info Sharing Network
06CP-04-WADN
Citizen Corp Training, Equipment and exercise
21GN-00-CCEQ
$ 40,000
Planning Coordinator
PLANNING
$ 100,000
NIMS Compliance training including backfill and overtime
21GN-00-TRNG
$ 75,000
Sustain CCTV surveillance system
13LE-00-SURV
$ 10,Q00
CBRNE Training including backfill and OT
21GN-00-TRNG
$ 70;000
Technical Rescue Team Training and equipment
21GN-00-TRNG _
$ '=4'10000
$ _ 112000
'`.
Planning, Training and Exercises: instruction, materials and backfill
overtime
21GN-00-TRNG
_.
Communications equipment for Special Ops
.
06CP-01-HFRQ t")
et al
$ ,3 13,Z
'_
Portable Radio Voice Channel Announcement: software, template and
image portable radios (500)
06CP-01-PORT r`$
= 15,001)
7-,
Fixed Satellite Phones for City's Critical Infrastructure: 8 additional
phones in total for city-wide emergency operations, to include service.
06CC-03-SATB
$. - 20,000
`� '„
Sustain Mobile Satellite Phones
06CC-03-SATM
$ 30,000
City-wide Blackberry Build out, Maintenance & Sustainment
04HW-01-MOBL
or 06CC-02-
2WAY
$ 65,000
Emergency Reserve Portable Radio Cache and Accessories
06CP-01-PORT
$ 201,163
Printed materials for public education
21 GN-00-CCEQ
$ 6,510
City of Miami UASI Travel
09ME-01-ADMN
OR PLANNING
$ 20,000
Maintain City of Miami CERT program
21GN-00-CCEQ
$ 25,000
Miami Deputy Emergency Management Planner (14 months) includes city
indirect costs
PLANNING
$ 202,333
UASI Miami Management and Administration
M&A
$ 359,400-
Citywide CCTV
13LE-00-SURV
$ 510,807
Fire Stations/Locations Physical Security Enhancement to include
perimeter security and video monitoring
05NP-00-SEIM
$ 70,000
�I-ire PreveniiirrrBureaaiaptops:30-leph sr30-printers, 0-cameras___
04HW-01-NTBK
$ 75,000
Fire Station/Locations Communication Equipment Hardening (14
locations)
14SW-01-SNSR -'
et al
$ 100;000-
Two Uninterrupted Power Sources (UPS) for two off -site Police EOCs
10PE-00-UPS
$ 111,123
Fire Stations/Locations Emergency Generators: generators, design,
permitting, installation and maintenance
10GE-00-GENR
$ 125,000
NIMS and CBRNE Specialized Training: overtime and instructor and
equipment costs
21GN-00-TRNG
.
$ 200,000
Mobile Command Unit Build out technology enhancements and
maintenance
12VE-00-CMDV
$ 5,000
Portable Emergency Operations Communications Center
21GN-00-OCEQ
$ 6,042
Emergency Management Program Sustainment & Enhancement: PT&E
force multiplier; maintain CEMP, EMA standards
09ME-01-ADMN
$ 110,000
Miami Urban Area - 2007 UASI Budget
Description of Project
AEL No.
Budget
Submittal
City Emergency Operation Center (EOC) Facility Enhancement to include
video displays, cameras, sound system, furniture; PC replacement,
conferencing device, etc
21GN-00-OCEQ
$ 350,000
SCBA Air Fill Station @ Training Center
01AR-01-SCBA
$ 15,000
Maintenance supplies for Rad Readers
07RD-01-PDGA -'
$ 1,100
CBRNE Decontamination Program for Personal Protective Clothing:
commercial extractors and decon for bunker gear, etc
08D2-03-TDEW
$ 60,000
Maintain & Sustain CBRNE Antidotes and ongoing replacement due to
expirations
09PH-05-NAAK
$ 66,000
CBRNE Compliant SCBA - 260 units
01AR-01-SCBA
$ 200,000
Night Vision Imaging for Helicopter
18AC-00-ACUP
$ 10,000
Helicopter Mapping Technology
18AC-00-ACFT
$ 11,660
Portable Light Towers (4)
030E-03-LTPA
$ 14,322
Maintain and Sustain CBRNE Equipment
VARIOUS
$ 60,000
Night Vision Equipment for Special Ops
030E-02-TILA
$ 130,130
AVL Enhancement: Global positioning system for 140 field units
04AP-02-DGPS
$ 5,000
Portable Live Fire Car Trainer
21GN-00-TRNG
$ 90,000
CBRNE Training
21GN-00-TRNG
$ 20,000
Emergency Response Training for 1st Responders through University of
Miami
21GN-00-TRNG
$ 70,000
AM Radio Emergency Alert Sustainment & Build out: add' transmitter site,
maintenance recurring fees, phone service
04AP-09-ALRT
$ 30,000
Portable Emergency Traffic Control Devices
.
Previously
Approved but rio
AEL
$ 80,000
MIR3 Maintainance and Support
04AP-09-ALRT
$ 38,814
Exercise Training Workshop
21GN-00-TRNG
$ 30,000
RDSTF Support
PLANNING
$ 200,000
Plan Development (incl. NIMS compliance)
PLANNING
$ 100,000
Trainging Coordination
TRAINING
$ 70,000
ICS Training (300, 400, IMT, Section Ch.)
TRAINING
$ 200,000
Assessments
PLANNING
$ 10,000
CERT training and expansion
21GN-00-TRNG
$ 20,000
Exercise Support
EXERCISING
$ 300,000
Portable Emergency Shelters (75) to include sleeping & sanitation)
19SS-00-SHEL
$ 100,000
Emergency Fuel Vehicles deployable fuel tankers
12VE-00-SPEC
$ 129,186
-Hometand-Secur ty_&..Ierxorism-Awarensss
21 GN-00-TRNG
$ 190,396
Evidence Collection & Storage Platform
12VE-00-MISS,
030E-01-BGEV
$ 155,600 ,.
Chemical Identification Equipment
07CD-01-FTIR
$ 48,000
CBRNE Robotix Capabilities (for confined areas)
030E-07-ROBT
$ 200,000
Homeland Security Command & Control
12VE-00-CMDV
$ 1,020,010
Flood Rescue Equipment: equip and train USAR/FL-TF1 to swiftwater
flood rescue level -
21GN-00-TRNG
$ 100,000 ,
Integration of CBRNE Capabilities for JHR Teams
PLANNING
$ 325,000
Rescue Operations Training (2,000 units)
21GN-00-TRNG
$ 352,996
Upgrade•Remote F6 Robot
030E-07-UPGD
$ 150,000 .
Mobile Foam Delivery Trailer
12TR-00-TEQP
$ 150,000
USAR Collapse/Rescue Trailer for FL-TF1 equipment
12TR-00-TEQP
$ 300,000
0,3
Miami Urban Area - 2007. UASI Budget
Description of Project
AEL No.
Budget
Submittal _
All Terrain Forklift for FL-TF1, Florida Task Force 1
19MH-00-BULK
$ 70,000
Video Rescue Throw Phone
06CC-01-CELL
(previously
approved)
$ 7,000
Rebreathers
01AR-02-APR
$ -'88,160
Special response unit to hold WMD response equipment, lighting and
technical rescue equipment & medical cache
12TR-00-TEQP
$ 125,620
Personal Protective Equipment (PPEs) for all police & Fire personnel
01 EM-02-GARM
$ 26,540
First responder formalized training - simulated patient training monitor
(SimMan) for all police and fire personnel
21GN-00-TRNG
$ 30,360
Public Works - Water & Wastewater Utility Control Room Security
14SW-01-SNSR
$ 47,000
Police - Regional Investigative Capabilities
131T-00-SGNT
$ 55,000
Generator for Logistic Base for First Responder Supplies and
Distribution
10GE-00-GENR
$ 13,530
Public Works - Water Tanks Perimeter Fence Security System •
14SW-01-WALL
$ 99,900
Fire - Fire Training: Training costs for FL USAR members to certify in
collapse rescue, VMR & confined space and trench rescue
21GN-00-TRNG
$ 121,560
Sustain UASI Regional Project Planning
09ME-01-ADMN
$ 556,800
Regional USAR Training: to sustain training funded in 2006 for 2 USAR task
forces (TF1 and TF@2); overtime costs
21GN-00-TRNG
$ 250,000
Sustain Regional HazMat Training to sustain training for 160 HazMat
training courses for Region 7 (instructor and materials).
21GN-00-TRNG
$ 355,000
•
Scalable Tent (All Hazards) for Surge Capacity and Alternate Medical
Treatment Sites
09ME-01-SHEL
$ 35,200
Broadband Mobile Data Center to maintain communications
04HW-01-MOBL
$ 168,499
Monroe County Sheriffs Office Communications Project to include
message boards, fixed computer system with external antenna; generator fuel
tank)
04HW-01-DTOP .
$ 168,499
• ( :
Total $ 11,620,699-
Budget Detail Worlcsheet
The Recipient is required to provide a completed budget detail worksheet, to the Division, which accounts for the total award for Issue 65 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.
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Public Education/Outrcach
Develop and implement homeland security support programs and adopt ongoing
DHS national initiatives
Develop and enhance plans and protocols
Develop or conduct assessments
Establish, enhance, or evaluate Citizen Corps -related volunteer programs
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)
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel/per diem related to planning activities
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.
Other projects areas with prior approval from G&T
> ix:I. d'
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Overtime for information, investigative, and intelligence sharing activities •
Reimbursement of select operational expenses associated with increased security
measures at critical infrastructure sites, incurred during time periods of DHS-
declared Code Orange or Yellow (limited to 10%) or Code Orange (limited to the
remaining15%):
Funds may only be used in the following authorized categories:
• Backfitl and overtime expenses for staffing state or local EOCs
• Hiring of contracted security for critical infrastructure sites
Pubtlo Scty
s vVeltimc
• National Guard deployments to protect critical infrastructure sites
• increased border security activities in coordination with CBI'.
Hiring of contractorskonsultants for participation in information/intelligence
analysis and sharing groups or intelligence fusion center activities
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Overtime and ball funding for emergency preparedness and response
personnel attending G&T-sponsored and approved training classes.
Grantees may also use G&T grant funds to cover overtime and backfill expenses
for part-time and volunteer emergency response personnel participating in G&T
training.
UASI funds may also be used for training citizens in awareness, prevention,
protection, response and recovery skills
22
Training Workshops and Conferences -.
Full or Part -Time Staff or Contractors/Consultants
Travel
Supplies
J
Other items
A complete list of G&T approved courses may be found at www.ojp usdojgov/odp/docs/TED Course Catnlog2007.pdf
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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.
Full or Part -Time Staff or Contractors/Consultants - Full or part-time staff
may be hired to support exercise -related activities. Payment of salaries and fringe
benefits must be in accordance with the policies of We 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 tlse design, development, conduct and evaluation of CBRNE exercises.
The applicant's formal written procurement policy or the Federal Acquisition
Regulations (FAR) must be followed.
Overtime and backlit! costs —Overtime and backfill costs associated with the
design, development and conduct of CDITNE exercises are allowable expenses.
Grantees may also use G&T grant funds to cover overtime and backftl expenses
for part-time and volunteer emergency response personnel participating in G&T
exercises.
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. 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 www.oin.usdoi.e.ov/fincuide06/.
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).
Other Items - These costs include the rental of space/locations for exercise
planning and conduct, exercise signs, badges, etc.
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23
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Other authorized equipment costs (incipde any'co pstruc6on o renovation costs to this Category, Written ripprolal must be provided by y.;
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Up to 15% of programmatic spending may be used to support the hiring of full or
part-time staff to conduct eligible programmatic activities
24
` tgib1,eil�?atiapemtintknY(��1lgyw ty'afm,„,o�sts't , , ` k'si4?. . r,,,s,, a i :,v.t m- hyk�' H-- , , j
!tiring of full-time or part-thnc staff or contractors/consultants:
o To assist with the management of FY07 i-1SGP.
o To assist with design, requirements, and implementation of FY07 IISGP.
o To assist with the implementation and administration of the Slate Homeland
Security Strategy, as it may relate to the individual grant program.
Hiring of full-tintejr part-time stair or contractors/consultants and expenses
related to:
o HSGP application submission management activities and application
requirements.
o Meeting compliance with reporting/data collection requirements, including data
calls.
Development of operating plans for information collection and processing
necessary to respond to DHS/GST data calls.
Overtime and backfiil 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 die M&A activities for the development
and implementation of the programs under HSGP. These costs are allowed only to
the extent the payment for such services is in accordance with the policies of the
state or local unit(s) of government and has the approval oldie 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 writ or agency of government AND from an award for a
single period of time (e.g., 1:00 pin 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
www.ofp.asdoi. eov/fi neu i de06!)..
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:
o Recurring fees/charges associated with certain equipment, such as cell phones,
faxes, etc. '
o Leasing and/or renting of space for newly hired personnel to administer
programs within FY07 UASL
es x �e
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25
Scope of Work
Funding is provided to perform eligible activities as identified in the Domestic Homeland Security—.
Federal Emergency Management National Preparedness Directorate Fiscal Year 2007 State Homeland
Security Grant Program (SHSGP), consistent with the Department of Homeland Security State Strategy
and the Urban Area Strategy. Eligible activities are outlined in the Scope of Work for each category
below:
I. Categories and Eligible Activities
Issue 65. Urban Area Security Initiative
FY2007 UASI, Issue 65 allowable costs are divided into the following categories: planning,
training, exercises and equipment acquisition. In addition, management and administration
costs are also allowable, as are certain operational costs. Each category's allowable costs have
been listed in more detail in the "Budget Detail Worksheet" above.
A. Planning
Developing and implementing homeland security support programs and adopting DHS
national initiatives including but not limited to the following:
• implementing the National Preparedness Goal and Guidance
• Implementing and adopting NIMS
• Modifying existing incident management and Emergency Operating Procedures
(EOPs) to ensure proper alignment with the NRP 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 National Integration Center (NIC)
• Designing state and local geospatial 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
Developing related terrorism prevention activities including but not limited to the
following:
• Developing]awenforcement.prevention activities, to include establishing and/or
enhancing a fusion center
• Planning to enhance security during heightened alerts, during terrorist incidents,
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, seminarshown hall meetings, web postings coordinated through
local Citizen Corps Councils
• Citizen Corps volunteer programs and other activities to strengthen citizen
participation
26
• 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
• Evaluatingg1Psecurity equipment and/or personnel requirements to protect and
secure sites
• 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 related critical infrastructure terrorism prevention activities including:
• Planning to enhance security during heightened alerts, during terrorist incidents,
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 activities strengthen citizen participation
• Evaluating CIP security equipment and/or personnel requirements to protect and
secure sites
• Conduct 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 on the Ready
campaign
• Evaluating CIP security equipment and or personnel requirements to protect and
secure sites
• Cost assessments, including resources (financial, personnel, etc) required for security
enhancements/deployments.
Developing and enhancing plans and protocols, including but not limited to:
• Developing or enhancing EOPs and operating procedures
• Developing terrorism prevention/deterrence 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 or enhancing border securury plans
• Developing or enhancing cyber security plans
• Developing or enhancing cyber risk mitigation plans
• Developing or enhancing agriculture/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 humans
service response and recovery needs of victims
• Developing or updating local or regional communications plans
27
• Developing plans to support and assist special needs jurisdictions, such as port
authorities and rail and mass transit 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 NRP
•" Developing or enhancing evacuation plans
• Developing or enhancing citizen surge capacity
• Developing or enhancing plans for donations and volunteer management and the
engagement/integration or private sector/non-governmental entities in preparedness,
response and recovery activities
• Developing or enhancing Bombing Prevention Plans
Developing or conducting assessments, including but not limited to:
• Conducting point vulnerability assessments at critical infrastructure sites/key assets
and develop remediation/security plans
• Conducting cyber risk and vulnerability assessments
• Conducting assessments and exercises of existing catastrophic incident response and
recovery plans and capabilities to identify critical gaps that cannot be met by existing "
local and state resources
• Conduct bombing prevention capability analysis
• Activities which 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 heath, public works, agriculture,
information technology, and citizen preparedness)
• Activities which directly support the identification and advance preparation of pre -
designated temporary housing sites
Other eligible planning activities are listed in the "Budget Detail Worksheet" above.
B. Operational Activities
No more than 25% of the gross amount of the UASi award may be used for operational
expenses and overtime costs for the operational activities noted below. These funds may
be used for the following three (3) operational activities:
1. States and local jurisdictions may use up to 25% of FY07 UASi funds to support
select operational overtime costs associated with increased security measures at
critical-infrastructure-sites-in-UASI jur-isdictions_during-periods of heightened
alert.
.4 Of this amount, up to 10% of FY07 UASi funds may be used to support
operational overtime costs incurred at Code Yellow or Orange that are
associated with increased security measures at critical infrastructure sites
in UASI jurisdictions.
^d. The remaining 15% of FY07 UASi funds may be used to support
operational overtime costs incurred only at Code Orange that are
associated with increased security measures at critical infrastructure sites
in UASI jurisdictions.
28
Grantees and sub -grantees may use UAS1 funds for select operational expenses
associated with increased security measures at critical infrastruelure sites,
incurred during time periods of DHS-declared Code Orange or Yellow. Funds
may only be used in the following authorized categories:
.I. Backfill and overtime expenses for staffing state or local EOCs
.1. Hiring of contracted security for critical infrastructure sites
,b Public safety overtime
National Guard deployments to protect critical infrastructure sites,
including all resources that are part of the standard National Guard
deployment package (consumable costs, such as fuel expenses, are not
allowed except as part of the standard National Guard deployment
package)
Increased border security activities in coordination with CBP.
2. Overtime costs are also allowable for personnel to participate in information,
investigative, and intelligence sharing activities specifically related to homeland
security. This includes activities such as anti -terrorism task forces, Joint
Terrorism Taskforces (ITTF), Area
Maritime Security Committees (as required by the Maritime Transportation
Security Act of 2002), and Terrorism Early Warning (TEW) groups.
3. Hiring of contractors/consultants for participation in information/intelligence
sharing groups or intelligence fusion centers.
4. 'Critical Infrastructure Sites
Local governments should generally consider critical infrastructure to include
any system or asset that if attacked would result in catastrophic loss of' life and/or
catastrophic economic loss. In addition, protection for the following specific
types of facilities should also be considered:
4. Protective security enhancements for large public gatherings/areas, such
as New Year's Eve celebrations, sporting events and outdoor concerts
�# Public water systems serving large population centers
Primary data storage and processing facilities, major stock exchanges
and major banking centers
+i Chemical facilities located in close proximity to large population centers
,b Major power generation facilities that exceed 2000MW and if
successfully attacked would disrupt the regional electric grid
.. Hydroelectric facilities and dams that produce power in excess of
-Z 00MW-orcoutd-resnit-in-eatastrophic Ioss-ofJifeif-breached
,I. Nuclear Power plants
.L Electric substations 50DKV or larger, and substations 345KV or larger
that are part of a critical system supporting populations in excess of one
million people
n4 Rail and highway bridges over major waterways that, if destroyed, would
cause catastrophic economic loss
•� Major highway tunnels under waterways that if attacked would cause
catastrophic loss of life or catastrophic economic impact
,6 Major natural gas transmission pipelines in excess of 3000 bef
throughput
+� Natural gas and liquid natural gas (LNG) storage facilities
29
.b Major petroleum handling facilities such as pipelines, ports, refineries
and terminals
• Major mass transit subway systems and the supporting ventilation
systems
4 Telecommunications, intemei, and cyber facilities
J
5. Approval Process:
In order for grantees to drawdown funds for operational activities, the grantee
must provide the Division with:
The critical infrastructure site requiring additional security;
d if an event will be taking place, the title of the event and the time period
of the event;
�i A detailed budget and a total ud Iar amount associated with the
additional security;
Email the above information to the contract manager fisted in this contract for
review and approval.
Note: Written approval must be provided by the State prior to the use of any
FY2007 UASI funds for operational activities.
C. Equipment Acquisition
FY2007 SHSP funds may be used for equipment acquisition from the 21 equipment
categories listed in the FY2007 Grants & Training (G&T) Authorized Equipment List
(AEL). The FY2007 AEL is available in its entirety online through the Responders
Knowledge Base (RKB) at www.rkb.mipt.org. The equipment categories are outlined
below and in the FY2007 SHSP Program Guidance.
Authorized equipment includes the following:
• Personal Protective Equipment
• CBRNE incident Response Vehicles
• Explosive Device Mitigation and Remediation Equipment
• Terrorism Incident Prevention Equipment
• CBRNE Operational and Search and Rescue Equipment
• Physical Security Enhancement Equipment
• Information Technology
• tnspectton an�5creening systems--
• Cyber Security Enhancement Equipment
• Agricultural Terrorism Prevention, Response and Mitigation Equipment
• Interoperable Communications Equipment
• CBRNE Prevention and Response Watercraft
• Detection Equipment
• CBRNE Aviation Equipment
• Decontamination Equipment
• CBRNE Logistical Support Equipment
• Medical Supplies and Limited Types of Pharmaceuticals
• Intervention Equipment
30
• Power Equipment
• CBRNE Reference Materials
• Other Authorized Equipment
D. Training
Allowable training -related costs include: 1) establishrnent of CBRNE terrorism and cyber
security training programs within existing training academies, universities or junior
colleges; and 2) overtime and backfill costs associated with attendance at G&T-
sponsored and G&T approved CBRNE and cyber security training courses. The target
audience for training courses include emergency preparedness, prevention and response
personnel, emergency managers and public/elected officials within the following
disciplines: fire service, law enforcement, emergency management, emergency medical
services, hazardous materials, public works, public health, health care, public safety
communications, governmental administrative, cybei;:ccurity, and private security
providers. In order to deliver these courses, state and local instructors must be certified
to deliver the course by successfully completing G&T train -the -trainer course delivery.
Detailed descriptions of G&T courses are included in the Training and Education
Division Course Catalog at www.ojp.usdoi.;tov/odp/docs/TED Course Catalop2007.pdf
E. Exercises
Funds may be used to design, develop, conduct, and evaluate exercises that:
• Provide homeland security preparedness personnel and volunteers a venue to practice
prevention, protection, response, and recovery activities.
• Evaluate prevention and response plans, policy, procedures, and protocols, including
NIMS and NRP.
• Assess the readiness of jurisdictions to prevent and respond to terrorist attacks.
• Encourage coordination with surrounding jurisdictions in prevention, protection,
response, and recovery activities.
• Implementation of HSEEP, including developing and maintaining a self-sustaining
State Homeland Security Exercise and Evaluation Program that is modeled on the
national HSEEP.
Exercises conducted with G&T support (grant funds or direct support) must be managed
and executed in accordance with the Homeland Security Exercise and Evaluation
Program (HSEEP). HSEEP Volumes 1-111 contain guidance and recommendations for
designing, developing, conducting, and evaluating exercises. HSEEP Volumes 1-111 can
be found at at VHS' website at httpsJ/hseep.dhs.gov/. Volume 1V, which contains
sample exert -Ise -materials and -documents ean-wfauadon_ODP's Secure Portal at
https://odp.esportals.com or www.11is.gov.
•
Exercise Scenarios. The scenarios used in SHSGP-funded exercises include catastrophic
events, provided that they also build capabilities that relate to terrorism and based on the
State or Urban Area Homeland Security Strategy and plans. Acceptable scenarios for
exercises include: chemical, biological, radiological, nuclear, explosive, cyber and
agricultural. Grantees that need further clarification on scenarios should consult with
their State Exercise Manager for assistance and/or approval. Fifteen all -hazards National
Planning Scenarios, including 12 terrorism scenarios, have been developed, and will be
made available for use in national, federal, state, and local homeland security
31
preparedness activities (Sce HSPD-R: Ilalional Preparedness on page 49). Citizen
participation in exercises is encouraged to include backfilling non-professional tasks for
first responders deployed on exercise, administrative and logistical assistance with
exercise implementation, and providing simulated victims, press, and members of the
public. Citizen participation in exercises should be coordinated with local Citizen Corps
Council(s). If a state or urban area will be hosting an upcomi(g special event (e.g.,
Superbowl, G-8 Summit, etc.), or they anticipate that they will apply to be a venue for a
future Top Officials (TOPOFF) exercise, they should plan to use SHSP or UASI funding
to fund training and exercise activities in preparation for that event.
All tabletop exercises (TTXs), drills, functional exercises (FEs), and full-scale exercises
(FSEs) will be evaluated and performance based. An After Action Report (AAR) and
Improvement Plan will be prepared and submitted to the State following every TTX,
drill, FE, and FSE. AAR/IPs must be provided to the State within 30 days following
completion of each exercise.
F. Personnel
Hiring, overtime and backfill expenses are allowable only to perform programmatic
activities deemed allowable under existing guidance. Supplanting is not allowed.
Up to 15% of programmatic spending may be used to support the hiring of full or part-
time personnel to conduct program activities that are allowable under the entire FY2007.
HHSGP (i.e., planning, training, program management, exercise program management,
etc.) Grantees may request that DHS issue a waiver to increase that ceiling. Waiver
decisions are at the discretion of DHS and will be considered on a case -by -case basis.
The ceiling on personnel costs does not apply to contractors, and is in addition to eligible
M & A costs and eligible hiring of intelligence analysts. Grantees may hire staff only for
program management functions not operational duties. Hiring planners, training program
coordinators, exercise managers, and grant administrators fall within the scope of
allowable program management functions. Grant funds may not be used to.supportthe
hiring of sworn public safety officers to fulfill traditional public safety duties
G. Management and Administration
No more than 3% of each sub -recipient's total award may be expended on Management
and Administration costs by the sub -recipients
Hiring of full-time or part-time staff or contractors/consultants:
• To assist with the management of the FY2007 SHSGP
▪ To assist with design, requirements and the implementation of the FY2007 SHSGP
-'-assist-with-thelmplementation and administration of the State Homeland Security
Strategy, as it may relate to the FY2007 SHSGP _ --
Hiring of full-time or part-time staff or contractors/consultantsand expenses related
to:
. Meeting compliance reporting/data collection requirements, including data calls
. Development of operating plans for information collection and processing necessary
to respond to DHS/ODP 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 G&T— approved activities. Backfill Costs also called "Overtime as
32
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 G&T —
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 govemment 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 O1P Financial Guide at www.ojp.usdoi.uov/finguide06/.
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 period of performance of the contract:
• 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 the FY2007 SHSGP
Unauthorized Expenditures
• Expenditures for items such as general -use software (word processing, spreadsheet,
graphics, etc.)
• General -use computers and related equipment
• General -use vehicles
• Licensing fees
•.-3Vrapons,systems and ammunition
. • Management and Administration Costs (which tnC i —e butare not-timited-to,-hiring--=
of personnel, travel expenses, meeting expenses, and acquisition of office equipment
or supplies)
• Construction or renovation of facilities that would have been reasonably necessary
due to non -terrorist threats
• Activities unrelated to the completion and implementation of the SHSGP
• Other items not in accordance with the Authorized Equipment List or previously
listed as allowable costs
• Recurring Costs
33
H. Construction and Renovation
Project construction and renovation not exceeding S1,000,000 is also allowable, as
deemed necessary by the Office of G&T, under the FY2007 UAS1. These program funds
may be used for construction and renovation projects only when those projects
specifically address enhanced security at critical infrastructure facilities. The following
actions and improvements are considered to constitute construction or renovation:
Construction and/or renovation to guard facilities;
Communications antennas; and,
Any other construction or renovation efforts that change or expand the footprint of a
facility or structure, including security enhancements to improve perimeter security.
Approval Process
In order for grantees to drawdown funds for construction and renovation costs, the
grantee must provide the Division with:
4. 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
for the facility;
�d A description of how the construction or renovation project will address
the identified vuinerabiiity(ies) from the assessment;
,b A statement on the consequences of not implementing the construction or
renovation project; and,
d. Completed National Environmental Policy Act (NEPA) Compliance
Checklist.
Note: Written approval must be provided by G&T prior to the use of any FY2007
UASI funds for construction or renovation.
Overtime and Backfill Guidance
Overtime. Expenses incurred by those personnel who, as a result of G&T approved
activities, are performing over and above their normal, scheduled work hours or work
week.
Backfill (also called Overtime as Backfill). Expenses incurred by those personnel who
are working over and above their normal, scheduled work hours, or work week, in order
—to perform-the-ctuties.of-otherpersonnet who are temporarily assigned to G&T-approved
activities outside their core responsibilities. The OW OC does not distinguish between
Overtime and Overtime as Backfill — they are both viewed as overtime regardless of
whether the individual has perfonned 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 backlit' do not result in an increase of full-time employees (FTEs).
II. National Preparedness Initiatives
Urban Areas are strongly encouraged to pay close attention to the language in these sections in
order to stay abreast of initiatives being highlighted by DHS and to comply with associated
program requirements.
34
National Incident Management System (NIMS)
NIMS provides a consistent nationwide approach for federal, state, territorial, tribal, and local
governments to work effectively and efficiently together to prepare for, prevent, respond to, and
recover from domestic incidents, regardless of cause, size or complexity.
I. Minimum FY2007 NIMS Compliance Requirements
4. Incorporating NIMS into existing training programs and exercises;
'h Ensuring that federal preparedness funding supports NJMS
implementation (in accordance with the eligibility and allowable uses of
the grants);
.l Incorporating NIMS into emergency operations planning;
.b. Promotion of mutual aid agreements; and,
4, Institutionalizing the use of the Incident Command System (ICS).
2. UASIs should support NIMS implementation by:
-4 Having relevant personnel complete the NIMS Awareness Courses: •
These independent study courses are available on-line and will take
between forty-five minutes to three hours to complete. The course is
available on the Emergency Management Institute web page at:
htm://trainina.ferna.gov
4 Formally recognizing NIMS and adopting NIMS principles and
policies. The NIC will provide sample language and templates to assist
in formally adopting NIMS through legislative and/or
executive/administrative means.
�L Establish a NIMS baseline by determining which NIMS
requirements are already satisfied. The NIC is developing a web -based
self -assessment system, the NIMS Capability Assessment Support Tool
(NIMCAST) to evaluate their incident response and management
capabilities. The NIC is currently piloting the NIMCAST with a limited
number of states. Upon completion of the pilot, the NIC will provide all
potential future users with voluntary access to the system
3. FY2007 Requirements
In order for the State/t.JASI to receive FY2007 preparedness funding, the
minimum FY2007 compliance requirements described above must -be -met.
Additional information about NJMS compliance and resources for achieving
compliance will be forthcoming from the NIC. The NIC web page,
www.fema.gov/emergency/mints/index.shtm, will be updated regularly with
NIMS information and implementation guidance.
III. Memorandum of Understanding (MOU) Requirements
For any UASI programs involving pass -through of funds, the state may retain some or the entire
local unit of government's allocation of grant funds for expenditures made by the state on behalf
of the local unit of government only if requested in writing by that local unit ofgovernntent.
States holding grant funds on behalf of local units of government must enter into a formal MOU
35
with the local unit of government specifying the amount of funds to be retained by the state and
the intended use of funds. This MOU request must be initiated by the local unit of government.
A final, executable copy of the MOU must be provided to the Division.
IV. Reporting Requirements
A. 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, future financial reimbursements will be withheld until the
Recipient's reporting is current.
Programmatic Reportine 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 I through September 30
October 31
October 1 through December31
January31
Programmatic Reporting: Information to Report On .
After the end of the June 30 and December 31 reporting period, for the life of the
contract, the Division will provide a Biannual Strategy and Implementation Report
worksheet to the Recipient Point of Contact listed in this contract. This worksheet will
contain all of the information that the Recipient needs to report on. The Recipient is to
complete this worksheet in its entirety and email the finished product to the
programmatic contact listed below. The first worksheet will be available after the
October 1 — December 30, 2007 reporting period.
B. 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.
C. 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.
36
Monitoring
Florida Division of Emergency Management
US Department of Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced the slate 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 programmatic and capability portion of the grant to include equipment
procurement and compliance with applicable SHSGP grant guidance.
Monitoring is accomplished utilizing various methods including desk monitoring and 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
ofequipment purchased, protocols and other associated records. 'Various levels of financial and
programmatic review may be accomplished during this process. •
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 team 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.
Examples of areas that may be examined include:
Status of equipment purchases
Status of training for purchased equipment.
Status and number of response trainings conducted to include number trained
Status and number of exercises
_Status of planning activity
Anticipated projected completion ----
Specific difficulties completing the project.
Agency NIMS compliance documentation
In certain circumstances, the FDEM may be requested to provide 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 on an annual basis and as determined by the SAA. The agency recipients will
compete and submit the desk top monitoring within 30 calendar days of receipt. This contact will
37
provide an opportunity to identify the need for technical assistance (TA) and/or a site visit if the
SAA 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
A Eligibility of items or services
Y Coordination and partnership with other agencies within or outside the region or
discipline.
Site Visits
Site visits will be conducted by the FDEM or their designated personnel. Site visits will be
scheduled in advanced 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 the form of a peer review as
needed.
Alt 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 recipient agency POC stating the purpose of the site visit and sent 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.
The physical location of any equipment located at an alternate site should -e colirmedfiwith-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
38
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 have arrived at the site, an orientation conference will be conducted.
During this time, the purpose of the site visit and the items FDEM intends to examine will be
identified. If financial monitoring visit will be conducted, they will then explain their objectives
acid 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 should be visually inspected whenever possible. Bigger items (computers, response
vehicles, etc.) should have an asset decal (information/serial number) placed in a prominent
location an 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 excess of $1,000. per item).
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.
Other programmatic issues can be discussed at this time, such as missing quarterly reports,
payment 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. The grantee
will submit a Corrective Action Plan within a timeframe as determined by the SAA. 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.
V. Programmatic Point of Contact
Contract i FPomt i f Contact
Programmatic -Point ofContact
Carolyn Washington
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850)410-1271
Carolyn.washington@em.myflorida.com
Nicole Stanley
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850)410-3457
Nicole. Stanley@em.myflorida.com
39
Vl. Contractual Responsibilities
The FDEM shall determine eligibility of projects and approve changes in scope of work.
The FDEM shall administer the financial processes.
,.t
1
40
Attachment B
Program Statutes and Regulations
1) 53 Federal Registk 8034
2) Federal Acquisition Regulations 31.2 and 031.2
3) Section 1352, Title 31, US Code
4) OMB Circulars A-21, A-87, A-110, A-122
5) Chapter 473, Florida Statutes
6) Chapter 215, Florida Statutes
7) Section 768.28, Florida Statutes
8) Chapter 119, Florida Statutes
9) Section 216.181(6), Florida Statutes
10) Cash Management Improvement Act Of 1990
11) American with Disabilities Act
12) Section 112.061, Florida Statutes
13) Immigration and Nationality Act
14) Section 286.011, Florida Statutes
15) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements
28 CFR, Part 66, Common rule,
16) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
17) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975 •
18) • Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470),
Executive Order 11593
19) Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.)
20) Title f of the Omnibus Grime Control and Safe Streets Act of 1968,
21) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
22) 28 CFR applicable to grants and cooperative agreements
23) Omnibus Crime Control and Safe Streets Act of 1968, as amended,
24) 42 USC 3789(d), or Victims of Crime Act (as appropriate);
25) Title VI of the Civil Rights Act of 1964, as amended;
26) , Section 504 of the Rehabilitation Act of 1973, as amended;
27) Subtitle A, Title 11 of the Americans with Disabilities Act (ADA) (1990);
28) Title IX of the Education Amendments of 1972;
29) the Age Discrimination Act of 1975; Department of Justice Non -Discrimination Regulations,
30) 28 CFR Part 42, Subparts C,D,E, and G
31) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
32) Federal Acquisition Regulations 31.2 and 931.2
41
Attachment C
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
Indicate by checking one of the boxes below, if you are requesting an advance. If 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), Fla. Stat. The amount which may be advanced shall
not exceed the expected cash needs of the recipient within the initial three months.
( j NO ADVANCE REQUESTED
No advance payment is requested.
Payment will be solely on a
reimbursement basis. No additional
information is required.
ADVANCE REQUEST WORKSHEET
i I ADVANCE REQUESTED
Advance payment of $ is requested. Balance of
payments wiI( 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. We would not be
able to operate the program without this advance.
if you are requesting an advance, complete the following worksheet
DESCRIPTION
(A)
FFY
2004-2005
(8)
FFY
2005-2006
(C)
FFY
2006-2007
(0)
Total
INITIAL CONTRACT ALLOCATION
2
FIRST THREE MONTHS CONTRACT
EXPENDITURES'
3
AVERAGE PERCENT EXPENDED IN FIRST
THREE MONTHS
(Divide line 2 by line 1.1
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 they will assist you.
MAXIMUM ADVANCE ALLOWED CALULATION:
X b
Cell D3 DEM Award MAXIMUM
(Do not Include any match) ADVANCE
REQUEST FOR WAIVER OF CALCULATED MAXIMUM
( j Recipient has no previous DCA/DEM contract history. Complete Estimated Expenses chart and
Explanation of Circumstances below.
[ j Recipient has exceptional circumstances that require an advance greater than the Maximum
Advance calculated above.
42
Complete estimated expenses chart and Explanation of Circumstances below. Attach additional
pages if needed.
•
ESTIMATED EXPENSES
BUDGET CATEGORY 2006-2007 Anticipated Expenditures for First Three Months of
Contract
ADMINISTRATIVE COSTS
(include Secondary Administration.)
PROGRAM EXPENSES
TOTAL EXPENSES
Explanation of Circumstances:
43
Attachment D
Warranties and Representations
Financial Management
J
Recipient's financial management system shall provide for the following:
(1) Accurate, current and complete disclosure of the financial results of this project or program'
(2) Records that identify adequately the source and application 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 adequately safeguard all such assets and assure that they are used solely for
authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request For Payment. Whenever
appropriate, financial information should be related to performance and unit cost data. .
(5) Written procedures for determining the reasonableness, allocability and atlowability of costs
in accordance with the provisions of the applicable cost principles and the terms and
conditions of this grant
(6) Accounting records, including cost accounting records that are supported by source
documentation.
Competition.
All procurement transactions shall be conducted in a manner to provide, to the maximum extent practical,
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 objective contractor performance 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,
price, quality and other factors considered. Solicitations shall clearly set forth all requirements that the
bidder or offeror shall 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 Recipient's interest to do so.
44
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 emp pyee, 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 herein, has a finahcial or other interest in the firm selected for
an award. The officers, employees, 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 such standards by officers,
employees, or agents of the recipient.
Business Hours
The Recipient shall have its offices open for business, with the entrance door open to the public, and at
least one employee on site, from 8:00 AM to 5:00 PM. Monday through Friday.
Licensing and Permitting
All subcontractors or employees hired by the Recipient shalt have all current licenses and permits
required for all of the particular work for which they are hired by the Recipient.
45
Attachment E
Certification Regarding.
Debarment, Suspension, Ineligibility
And Voluntary Exclusion
Contractor Covered Transactions
(1) The prospective contractor 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 contractor is unable to certify to the above statement, the prospective
contractor shall attach an explanation to this form.
CONTRACTOR:
By:
Signature Recipient's Name
Name and Title Division Contract Number
Street Address
City, State, Zip
Date
46
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.O. 12372
and Uniform Administrative Requirements for Grants and Cooperative Agreement's 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 1970 (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 will comply with provisions of Federal law which limit certain political activities of employees 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. It will 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. 1t 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 Urban Development as an area having special flood hazards. The phrase "Federal financial
assistance inclu fes-any foiIIrof-toan; grant-guaranty,-insurarxuipayment,_rebate, subsidy, disaster
assistance loan or grant, or any other tom, of direct or indirect Federal assistance.
9. It will assist the Federal grantor agency in its compliance with Section 1066 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 allrequirements established by the Federal grantor agency to avoid
or mitigate adverse effects upon such properties.
47
10. It will comply, and assure the compliance of all its subgrantees 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; Part 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, Floodplain Management
and Wetland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Programs.
12. It wit comply, and all its contractors will comply, with the non-discrimination requirements of the
Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime
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, andG; 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 if 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 dew 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 28 CFR Part 67, Subpart F, for grantees, as defined at
28 CFR Part 67 Sections 67.615 and 67.620.
48
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Department of Homeland Security
2007 Urban Areas Security Initiative (UASI)
CONTRACTUAL FORMS and REQUIREMENTS
Quarterly Financial History Report/ Status Report (Form 1 and Form 2):
1. These reports must be completed in full quarterly. These are required reports and must be submitted within 30 days of
the end of each report period in order to be considered in compliance with the terms of the contract.
2. These reports are to include, but not be limited to, the work that has been completed, tbe 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 a given report period, Forms land 2 should be submitted with complete information clearly
linked to the project.
Reimbursement Request (Form 3), Detail of Claims (Form 4) and Budget Detail Worksheet (Form 4B):
These forms are to be filed as needed. Complete Reimbursement Request by entering all information needed for
reimbursement.
2 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.
Claims are to be submitted to the following address:
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
BUREAU OF RESPONSE
DHS GRANTS UNIT—Attn: (Carolyn Washington)
2555 SHUMARD OAK BOULEVARD
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 contract 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-by1he-grantee durnry Ulu grant period-f3oeumentatlon of -expenditures against-the-program-wilt-be-reviewedand__..__
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
AGREEMENT #
(check the quarter of submission along with year)
QUARTERLY REPORTING DUE DATES
JANUARY 1 — MARCH 31 — Due no later than April 30,
APRIL 1 — JUNE 30 — Due no later than July 31
JULY 1 — SEPTEMBER 30 — Due no late'• than OCTOBER 31,
OCTOBER 1 - DECEMBER 31 — Due no later than January 31,
FINANCIAL HISTORY REPOT
.HIS+i0 A REQUIRED DOCt
'MENT 1;! MUST,BE SUBMI1 EO QUARTER!_
S CUMULATIVE;,:
FUNDS EXPENQED .„
1. Planning Costs
2. Organizational Activities
(limited to 25% of the total UASI award)
3. Training Costs
4. Exercise Costs
5. Equipment Acquisition Costs
6. Management and Administration Costs
(limited to 3% of the total award)
7. TOTAL EXPENDITURES
TOTAL PAYMENTS PREVIOUSLY RECEIVED
I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreemenL
Signed
gFinancialfficer
Contract Manager or O
* QUARTERLY STATUS.REPORTy
S IREQUIRED S'A DOCUMENT AND MUST BE SUBMITTED QUARTER
r>tt i°. nY �r thy, rf r%, L i 3 .5 :�7
•
This information must be clearly linked to the project TIMELINE, DELIVERABLES AND THE SCOPE OF WORK.
Reportevents,.progress,detays,.etc_thatpertain to.this.project _
(Attach additional pages(s) if needed)
STATE OF FLORIDA
VISION OF`.EMERGENCY,MANAGEME
EIMBURSEMENT REQUEST
Grantee
Payment date
Address
Payment #
J
Phone #
Agreement #
Agreement Amount
COSTS INCURRED DURING THE PERIOD OF:
IS_MU
2. Organization Activities Expenditures
(limited to 25% of the total UASI award)
3. Training Expenditures
4. Exercise Expenditures
5. Equipment Acquisition Expenditures
6. Management and Administration Expenditures
(limited to 3% of the total award)
7.
/ / through 1 /
OMPANIED BY THE DE,7AIL OF EXPENDITURES FORM
1. Planning Expenditures $
$
Total Expenditures • $
I hereby certify that the above costs are true and validcosts incurred in accordance with the project agreement.
Signed
Contract Manager or Financial Officer
TO BE COMPLETED BY DEM STAFF
AGREEMENT AMOUNT
PREVIOUS PAYMENT(S)
THIS PAYMENT
REMAINING BALANCE
TOTAL AMOUNT TO BE PAID
ON THIS INVOICE
PLEASE SUI$MIT A SEPARATE FORM (4) FOR EACH OF THE FOLLOWING CATEGORIES
CATEGORY
SELECT CATEGORY FROM LIST
GRANTEE:
COST INCURRED DURING THE PERIOD OF
AGREEMENT #
. lrj .4 .. Y, ��`�f )�/ .'L rS �.��t'y�� �t7 V 1 V
ii Y� �
n. , , .,V.ENDOR. > w a ��::.: _.,CLAIM.,.INFORMATION
�� 4 ....as.
.. t, \ F � '4, i'r Fh t•� F � ` �
1F 4^{f ,
'. __.�� ....__�
DAfiE{
.
PbID�,. .-:5.GHECK#._._:..:_
gr �L f dt
_
AMOUNT
TOTAL EXPENDITURES
1. FORM MUST BE COMPILED FROM 1FORM 4B BY CATEGORY
2. FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST
THIS FORM 1S BACKUP AND MUST ACCOMPANY THE REIMBURSEMENT REQUEST
AND DETAIL OF CLAIMS, FORM 4A
1.'t u w,-
r" ^4 � r, t '� .aiy ` r"N✓yi r'r c. l�'-,s d ry k)if:'
dg9f,p to 1 P SIIBat
ebb�iir r fiAc. a'iivrsr�i A
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4 ,it
Public Education/Outreach
Develop and implement homeland security support programs and adopt
ongoing DHS national initiatives
Develop and enhance plans and protocols
Develop or conduct assessments
Establish, enhance, or evaluate Citizen Corps -related volunteer programs
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)
Conferences to facilitate planning activities
Materials required to conduct planning activities
Traveilper diem related to planning activities
Overtime and backfill costs — Payment of overtime expenses wit 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 G&T
' o 6:1 t7 a»Tiafi n lad ,- " os fr
galeki t > I,'.
t
ua
s
obit
Overtime for information, Investigative, and Intelligence sharing activities
Reimbursement
security measures
periods of
Orange (limited
Funds may
• Backfitt and
• Hiring of
- •-Public-safety
• National
• Increased
of select operational expenses associated with increased
at critical infrastructure sites, incurred during time
DHS-declared Code Orange or Yellow (limited to 10%) or Code
to the remainingl5%).
only be used in the following authorized categories:
overtime expenses for staffing state or local EOCs
contracted security for critical infrastructure sites
overtime_
--- --
Guard deployments to protect critical infrastructure sites
border security activities in coordination with CBP.
Hiring of contractors/consultants for participation in
infdrmation/intelligence analysis and sharing groups or intelligence fusion
center activities
f'` rk r . ,.,, },N ; ;'-1 kS'"+ ¢� �`a k� 16; v-E��,,��dz teC
zAllowable rat . k i t' ( erA "''y,
...Y rv?n s'"p .'<t st.. cc ,> 2f./�., r*..a":c.xi'. s.ri,� bri. Mfin.t .,s
istS'F, tF;�* ' S
inn k
�-t, 3c.: u„1
a
_ _ar,ca€ ,.it I
gntt Cott �;
to x.T.,- .,FX�r,
71!h"-a Ti, li
otalrCosj
t4`a:...,:v1r '.-1.
Overtime and backfill funding for emergency preparedness and response
personnel attending G&T-sponsored and approved training Gasses.
Grantees may also use G&T grant funds to cover overtime and backfill
expenses for part-time and volunteer emergency response personnel
participating in G&T training.
UASI funds may also be used for training citizens In awareness,
prevention, protection response and recovery skills
Training Workshops and Conferences -.
Full or Part -Time Staff or Contractors/Consultants
Travel
Supplies
Other items
A complete listofG&T approved courses may be foundryat www.ojp.usdo�.goov/odp//gdocs/TED Course CataIog2007.pdf
r Fr; (1't�rl � 36�1.
+,.0 '.4PP,'.af5
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` `i i ,'
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E
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.
Full or Part -Time Staff or Contractors/Consultants - Full or part-time
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.
Overtime and backfill costs — Overtime and backfill costs associated
with the design, development and conduct of CBRNE exercises are
allowable expenses. Grantees may also use G&T grant funds to cover
overtime and backfill expenses for part-time and volunteer emergency
response personnel participating in G&T exercises.
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. 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
www.olp.usdoi.qov/finouide06/.
•
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).
Other Items - These costs Include the rental of space/locations for
exercise planning and conduct, exercise signs, badges, etc.
Ellglble Equf meet Ac uis{lion Cosh
the table below hi hlr fit the altowable�e uJ ent bate ones for this y1r
g }� x4uq P gk t'zi
award $Aficomprehiens iv hsi,ng of these alloy {ablesegbrpment categories,
ram+ v fi kpment elEg hIe and �eagfi category cab be foklndoo 1hs t
dye basedA thonzed Eguipmenttlatat wwwrkb,n1IP rq +T{� 4 iAr�7asvil
fr F
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slate tiMfi
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;-'' ,dlic on' DHS Authorized
y".x'r ' "lf you W ssh toipurchase,a
i r?
, item n mb 1' and s sa:a verL:
Id oily' ca rs r a f
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pfekxiaofjequupmenf iron, any category
rr � rw x
ow hat category puyEfit � AFL; }•
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t # Jt n
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BRNEResponsewater
STATE OF., FLORIDA
VISION4OF EMERGENCY MANAGEME
2555 SHUMARD'OAK BIOU'LEVARD
LLAHASSEE, FLORIDA 32399 21!
This Form Should Be Completed And Submitted To The Department No
Later Than Sixty (60) Days After The Termination Date Of The Agreement
GRANTEE
AGREEMENT#
ADDRESS
AGREEMENT AMOUNT
CITY AND STATE
AGREEMENT PERIOD
f1)
COST,CATEGORIE$' , s
l2)
TOTAL
EXPENDITURES'.
1 Planning Costs
2. Organizational Activities
(limited to 25% of the total UASI award)
3. Training Costs
4. Exercise Costs .
5. Equipment Acquisition Costs
6 Management and Administration Costs
(limited to 3% of total UASI award)
7. TOTAL EXPENDITURES
Total Funds Received From
The Division of Emergency Management
Agreement (column 4, Line 7)
Less Total Grant Award Expenditures
(Col. 2, Line 7)
Equal Balance of Agreement Owed to DEM
Refund Due to State?
If Yes, Refund Check Enclosed?
If No, Enter Date Refund will be submitted
Yes No
Yes No
Refund and/or final Interest check are due no later than
ninety (90) days after the expiration date of the Agreement.
Make Check Payable to:
Cashier
Department of Community Affairs
Mail to:
Department of Community Affairs
Division of Emergency Management
2555 Shumard Oaks Boulevard
Tallahassee, Florida 32399-2100
() (4) 5 ,
FUNDS RECEIVED UNDER THIS g9REMEN ) .,.
i'.Date .... ` ... ,:..Aii odnt •. `.....
2.
3.
4.
5.
6.
7.
TOTAL •
L':Agreement'Amou
Less Total Funds Received under
-this Agreement (cohhusn.Lne 7)
aIance:ofAgreeme
1 hereby certify that the above costs are rue and valid
costs Incurred In accordance with the p elect Agreement,
and that the matching funds, In -kind or cash, were utilized
toward the project In this Agreement
Signed
Date
Contract Manager or Financial Officer