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Exhibit 1
PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI AND URS CORPORATION SOUTHERN This Agreement is entered into this day of , 201_ (but effective as of ) by and between the City of Miami, a municipal corporation of the State of Florida ("City") and URS Corporation Southern, a California corporation with principal offices at 7650 Corporate Center Drive, Suite 400, Miami, FL 33126-1220 ("Provider"). RECITALS: A. The City has issued a Request for Proposal ("RFP") for the provision of Domestic Security and Emergency Program Management Consulting Services ("Services") and Provider's proposal ("Proposal"), in response thereto, has been selected as the most qualified proposal for the provision of the Services. The RFP and the Proposal are sometimes referred to herein, collectively, as the Solicitation Documents, and are by this reference incorporated into and made a part of this Agreement. B. The Commission of the City of Miami, by Resolution No. adopted on , 201, approved the selection of Provider and authorized the City Manager to execute a contract, under the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, Provider and the City agree as follows: TERMS: 1. RECITALS: The recitals are true and correct and are hereby incorporated into and made a part of this Agreement. Caw 2. TERM: The term of this Agreement shall be two (2) years commencing on the effective date hereof. 3. OPTION TO EXTEND: The City Manager shall have the option(s) to extend the term hereof for a period of three (3) additional one-year periods, subject to availability and appropriation of funds and continued satisfactory performance. City Commission approval shall not be required as long as the total extended term does not exceed three (3) years, or a period equal to the original term of this Agreement, whichever is longer. 4. SCOPE OF SERVICE: A. Provider agrees to provide the Services as specifically described, and under the special terms and conditions set forth in Attachment "A" hereto, which by this reference is incorporated into and made a part of this Agreement. Should the City determine additional services are required in addition to those reflected in Attachment "A," an amendment to this Agreement must be executed by all parties employing the same formalities as were used in the Agreement. Should the City determine to add additional service(s)/position(s) for which pricing was not previously secured, the City shall request the Provider to provide reasonable cost(s) for same. Should the City determine the pricing unreasonable, the City reserves the right to negotiate cost(s) or seek another vendor for the provision of said service(s)/position(s). B. Provider represents and warrants to the City that: (i) it possesses all qualifications, licenses and expertise required under the Solicitation Documents for the performance of the Services; (ii) it is not delinquent in the payment of any sums due the City, including payment of permit fees, occupational licenses, etc., nor in the performance of any obligations to the City, (iii) all personnel assigned to perform the Services are and shall be, at all 2 times during the term hereof, fully qualified and trained to perform the tasks assigned to each; (iv) the Services will be performed in the manner described in Attachment "A". 5. COMPENSATION: A. The amount of compensation payable by the City to Provider shall be based on the rates and schedules described in Attachment "A" hereto, which by this reference is incorporated into this Agreement; provided, however, that in no event shall the annual amount of compensation exceed $400,000 [per year], for a total contract amount guaranteed not to exceed $2,000,000 on a cumulative basis; and should the City determine to implement any other additional services consistent with the overall scope of work, with further increases to the Agreement as stipulated in the Section 2.4, Deliverables, of the RFP No. 220243 it will require a separate amendment. The Total Compensation is inclusive of any allowable reimbursable expenses, which are subject to the limitations provided by 112.061, Florida Statutes. The Total Compensation shall be the guaranteed maximum liability of the City under the Agreement, subject to satisfactory and complete performance by the Provider. The City shall have no liability to pay or reimburse any amount, fee, cost, reimbursable expense, or charge greater than the Total Compensation set forth herein. The Total Compensation is a guaranteed maximum amount stated in this subsection is all inclusive of every expenditure, fee, cost, reimbursable expense or other charge by the Provider, and any agent, representative or consultant of the Provider. B. Except as provided by this section, amendments which propose to increase the total compensation stated in Section 5(A) of the Agreement, as amended, shall be subject to the approval of the Miami City Commission. Due to the vital municipal interest involved in 3 furthering the programs provided by this Agreement the Miami Commission delegates to the City Manager the ability to execute amendments, without the necessity of further City Commission approvals, based on the approved additional Urban Areas Security Initiative ("UASI") grant funds by the Federal Government. All amendments will require customary City departmental approvals. C. Unless otherwise specifically provided in Attachment "A", payment shall be made within forty five (45) days after receipt of Provider's invoice, which shall be accompanied by sufficient supporting documentation and contain sufficient detail, to allow a proper audit of expenditures, should City require one to be performed. If Provider is entitled to reimbursement of travel expenses, then all bills for travel expenses shall be submitted in accordance with Section 112.061, Florida Statutes. All reimbursements included within are a portion of the guaranteed maximum amounts set forth in Section 5 A. 6. OWNERSHIP OF DOCUMENTS: Provider understands and agrees that any information, document, report or any other material whatsoever which is given by the City to Provider or which is otherwise obtained or prepared by Provider pursuant to or under the terms of this Agreement is and shall at all times remain the property of the City. Provider agrees not to use any such information, document, report or material for any other purpose whatsoever without the written consent of City, which may be withheld or conditioned by the City in its sole discretion. 7. AUDIT AND INSPECTION RIGHTS: A. The City may, at reasonable times, and for a period of up to five (5) years following the date of final payment by the City to Provider under this Agreement, audit, or cause to be audited, those books and records of Provider which are related to Provider's performance 4 under this Agreement. Provider agrees to maintain all such books and records at its principal place of business for a period of five (5) years after final payment is made under this Agreement. B. The City may, at reasonable times during the term hereof, inspect Provider's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods or services required to be provided by Provider under this Agreement conform to the terms hereof and/or the terms of the Solicitation Documents, if applicable. Provider shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of Section 18-55.2 of the Code of the City of Miami, Florida, as same may be amended or supplemented, from time to time. 8. AWARD OF AGREEMENT: Provider represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Agreement and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Agreement. 9. PUBLIC RECORDS: Provider understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and agrees to allow access by the City and the public to all documents subject to disclosure under applicable law. Provider's failure or refusal to comply with the provisions of this section shall result in the immediate cancellation of this Agreement by the City. 10. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Provider understands that agreements between private entities and local governments are subject to certain 5 laws and regulations, including laws pertaining to public records, conflict of interest, record keeping, etc. City and Provider agree to comply with and observe all applicable laws, codes and ordinances as they may be amended from time to time. 11. INDEMNIFICATION: Provider shall indemnify, defend and hold harmless the City and its officials, employees and agents (collectively referred to as "Indemnitees") and each of them from and against all loss, costs, penalties, fines, damages, claims, expenses (including attorney's fees) or liabilities (collectively referred to as "Liabilities") by reason of any injury to or death of any person or damage to or destruction or loss of any property arising out of, resulting from, or in connection with (i) the performance or non-performance of the services contemplated by this Agreement which is or is alleged to be directly or indirectly caused, in whole or in part, by any act, omission, default or negligence (whether active or passive) of Provider or its employees, agents or subcontractors (collectively referred to as "Provider"), regardless of whether it is, or is alleged to be, caused in whole or part (whether joint, concurrent or contributing) by any act, omission, default or negligence (whether active or passive) of the Indemnitees, or any of them or (ii) the failure of the Provider to comply with any of the paragraphs herein or the failure of the Provider to conform to statutes, ordinances, or other regulations or requirements of any governmental authority, federal or state, in connection with the performance of this Agreement. Provider expressly agrees to indemnify and hold harmless the Indemnitees, or any of them, from and against all liabilities which may be asserted by an employee or former employee of Provider, or any of its subcontractors, as provided above, for which the Provider's liability to such employee or former employee would otherwise be limited to payments under state Workers' Compensation or similar laws. 6 12. DEFAULT: If Provider fails to comply with any term or condition of this Agreement, or fails to perform any of its obligations hereunder, then Provider shall be in default. Upon the occurrence of a default hereunder the City, in addition to all remedies available to it by law, may immediately, upon written notice to Provider, terminate this Agreement whereupon all payments, advances, or other compensation paid by the City to Provider while Provider was in default shall be immediately returned to the City. Provider understands and agrees that termination of this Agreement under this section shall not release Provider from any obligation accruing prior to the effective date of termination. Should Provider be unable or unwilling to commence to perform the Services within the time provided or contemplated herein, then, in addition to the foregoing, Provider shall be liable to the City for all expenses incurred by the City in preparation and negotiation of this Agreement, as well as all costs and expenses incurred by the City in the re - procurement of the Services, including consequential and incidental damages. 13. RESOLUTION OF CONTRACT DISPUTES: Provider understands and agrees that all disputes between Provider and the City based upon an alleged violation of the terms of this Agreement by the City shall be submitted to the City Manager for his/her resolution, prior to Provider being entitled to seek judicial relief in connection therewith. In the event that the amount of compensation hereunder exceeds $25,000, the City Manager's decision shall be approved or disapproved by the City Commission. Provider shall not be entitled to seek judicial relief unless: (i) it has first received City Manager's written decision, approved by the City Commission if the amount of compensation hereunder exceeds $25,000, or (ii) a period of sixty (60) days has expired, after submitting to the City Manager a detailed statement of the dispute, accompanied by all supporting documentation (90 days if City Manager's decision is subject to 7 City Commission approval); or (iii) City has waived compliance with the procedure set forth in this section by written instruments, signed by the City Manager. 14. CITY'S TERMINATION RIGHTS: A. The City shall have the right to terminate this Agreement, in its sole discretion, at any time, by giving written notice to Provider at least five (5) business days prior to the effective date of such termination. In such event, the City shall pay to Provider compensation for services rendered and expenses incurred prior to the effective date of termination. In no event shall the City be liable to Provider for any additional compensation, other than that provided herein, or for any consequential or incidental damages. B. The City shall have the right to terminate this Agreement, without notice to Provider, upon the occurrence of an event of default hereunder. In such event, the City shall not be obligated to pay any amounts to Provider and Provider shall reimburse to the City all amounts received while Provider was in default under this Agreement. 15. INSURANCE: Provider shall, at all times during the term hereof, maintain such insurance coverage as may be required by the City Risk Management Administrator. All such insurance, including renewals, shall be subject to the approval of the City Risk Management Administrator for adequacy of protection and evidence of such coverage shall be furnished to the City on Certificates of Insurance indicating such insurance to be in force and effect and providing that it will not be canceled during the performance of the services under this contract without thirty (30) calendar days prior written notice to the City Risk Management Administrator. Completed Certificates of Insurance shall be filed with the City prior to the performance of services hereunder, provided, however, that Provider shall at any time upon request file duplicate copies of the policies of such insurance with the City. 8 If, in the judgment of the City Risk Management Administrator, prevailing conditions warrant the provision by Provider of additional liability insurance coverage or coverage which is different in kind, the City reserves the right to require the provision by Provider of an amount of coverage different from the amounts or kind previously required and shall afford written notice of such change in requirements thirty (30) days prior to the date on which the requirements shall take effect. Should the Provider fail or refuse to satisfy the requirement of changed coverage within thirty (30) days following the City's written notice, this Contract shall be considered terminated on the date that the required change in policy coverage would otherwise take effect. 16. NONDISCRIMINATION: Provider represents and warrants to the City that Provider does not and will not engage in discriminatory practices and that there shall be no discrimination in connection with Provider's performance under this Agreement on account of race, color, sex, religion, age, handicap, marital status or national origin. Provider further covenants that no otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age, handicap, marital status or national origin, be excluded from participation in, be denied services, or be subject to discrimination under any provision of this Agreement. 17. MINORITY AND WOMEN BUSINESS AFFAIRS AND PROCUREMENT PROGRAM: The City has established a Minority and Women Business Affairs and Procurement Program (the "M/WBE Program") designed to increase the volume of City procurement and contracts with Blacks, Hispanic and Women -owned business. The M/WBE Program is found in Ordinance No. 10062, a copy of which has been delivered to, and receipt of which is hereby acknowledged by, Provider. Provider understands and agrees that the City shall have the right to terminate and cancel this Agreement, without notice or penalty to the City, and to eliminate Provider from consideration and participation in future City contracts if Provider, in 9 the preparation and/or submission of the Proposal, submitted false of misleading information as to its status as Black, Hispanic and/or Women owned business and/or the quality and/or type of minority or women owned business participation. 18. ASSIGNMENT: This Agreement shall not be assigned by Provider, in whole or in part, without the prior written consent of the City's, which may be withheld or conditioned, in the City's sole discretion. 19. NOTICES: All notices or other communications required under this Agreement shall be in writing and shall be given by hand -delivery or by registered or certified U.S. Mail, return receipt requested, addressed to the other party at the address indicated herein or to such other address as a party may designate by notice given as herein provided. Notice shall be deemed given on the day on which personally delivered; or, if by mail, on the fifth day after being posted or the date of actual receipt, whichever is earlier. TO PROVIDER: TO THE CITY: Cathie Perkins Emergency Management URS Corporation -Miami 7650 Corporate Center Drive, Suite 401 Miami, FL 33126 20. MISCELLANEOUS PROVISIONS: A. Chief Allen Joyce Department of Fire -Rescue City of Miami 1151 N.W. 7th Street, 3rd Floor Miami, Florida 33136 This Agreement shall be construed and enforced according to the laws of the State of Florida and any and all Federal, State, or Local grant guidelines set forth in Attachment "B". The Provider will complete and comply with all requirements, milestones, homeland security strategies, and Department of Homeland Security guidelines. Per section (14), Attachment "B", (i) the Provider is bound by the terms set forth in Attachment "B", (ii) the Provider is bound by all applicable state and federal laws and regulations, and (iii) the Provider shall hold the State of 10 Florida, Division of Emergency Management and the City harmless against all claims of whatever nature arising out of the Provider's performance of works under Attachment `B", to the extent allowed and required by law. B. The Provider will also observe all Federal, State, and Local laws, rules and regulations, plans and procedures related to Emergency Management and Homeland Security. C. Per Attachment "B", the Provider will sign the "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion" as part of this Agreement. D. Title and paragraph headings are for convenient reference and are not a part of this Agreement. E. No waiver or breach of any provision of this Agreement shall constitute a waiver of any subsequent breach of the same or any other provision hereof, and no waiver shall be effective unless made in writing. F. Should any provision, paragraph, sentence, word or phrase contained in this Agreement be determined by a court of competent jurisdiction to be invalid, illegal or otherwise unenforceable under the laws of the State of Florida or the City of Miami, such provision, paragraph, sentence, word or phrase shall be deemed modified to the extent necessary in order to conform with such laws, or if not modifiable, then same shall be deemed severable, and in either event, the remaining terms and provisions of this Agreement shall remain unmodified and in full force and effect or limitation of its use. G. This Agreement constitutes the sole and entire agreement between the parties hereto. No modification or amendment hereto shall be valid unless in writing and executed by properly authorized representatives of the parties hereto. 11 21. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties hereto, their heirs, executors, legal representatives, successors, or assigns. 22. INDEPENDENT CONTRACTOR: Provider has been procured and is being engaged to provide services to the City as an independent contractor, and not as an agent or employee of the City. Accordingly, Provider shall not attain, nor be entitled to, any rights or benefits under the Civil Service or Pension Ordinances of the City, nor any rights generally afforded classified or unclassified employees. Provider further understands that Florida Workers' Compensation benefits available to employees of the City are not available to Provider, and agrees to provide workers' compensation insurance for any employee or agent of Provider rendering services to the City under this Agreement. 23. CONTINGENCY CLAUSE: Funding for this Agreement is contingent on the availability of funds and continued authorization for program activities and is subject to amendment or termination due to lack of funds, reduction of funds and/or change in regulations, upon thirty (30) days notice. 24. REAFIRMATION OF REPRESENTATIONS: Provider hereby reaffirms all of the representations contained in the Solicitation Documents. 25. ENTIRE AGREEMENT: This instrument and its attachments constitute the sole and only agreement of the parties relating to the subject matter hereof and correctly set forth the rights, duties, and obligations of each to the other as of its date. Any prior agreements, promises, negotiations, or representations not expressly set forth in this Agreement are of no force or effect. 12 26. COUNTERPARTS: This Agreement may be executed in two or more counterparts, each of which shall constitute an original but all of which, when taken together, shall constitute one and the same agreement. 27. USE BY OTHER LOCAL GOVERNMENTS: Other local governments in Florida, including, without limitation, Cities, Counties, School and Special Districts may purchase directly, subject to their respective compliance with applicable laws, the Services being provided in this contract, when the Provider and the awarding local government agree to enter into a separate, independent contract to that effect. The City of Miami makes no representations or warranties to any third party local government as to the suitability, availability or efficacy of such services. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized, this the day and year above written. ATTEST: "City" CITY OF MIAMI, a municipal Corporation of the State of Florida By: Priscilla A. Thompson Tony E. Crapp, Jr. City Clerk City Manager 13 APPROVED AS TO FORM AND APPROVED AS TO INSURANCE CORRECTNESS: REQUIREMENTS: Julie O. Bru City Attorney Gary Reshefsky, Interim Director Risk Management Division "Provider" ATTEST: URS Corporation Southern Cathie Perkins Program Director By: Carlos Garcia Vice President 14 "Attachment A" Domestic Security & Emergency Program Management Consulting Services The Scope of Work includes the provision of a full range of Homeland security services and subject matter expertise that will include (upon request), but not limited to, the following: 1. Serve as direct support to the Project Manager for the Miami UASI project and provide project planning, program coordination and administration, evaluation and management as requested. Project management includes support to the Southeast Urban Area Working Group, the Regional Domestic Security Task Force and its committees as they work to implement the Strategy and budget. 2. Perform (if necessary) threat, vulnerability, capability, and needs assessments based on Target Capability List (TCL) and any other grant guidance documents or requirements. 3. Develop, and manage (if necessary) an anti -terrorism coordination center (Fusion Center). 4. Develop, maintain, and provide (if necessary) training and draft and finalize (must be approved by the Contract Administrator) a Miami and/or Fort Lauderdale Urban Area Exercise Plan, consistent with DHS/FEMA requirements. 5. Assist (if necessary) with training and/or exercise development and implementation (including After Action Reports). 6. Assist (if necessary) in homeland security equipment initiatives including management, researching, collecting and writing specifications, and procurement process [the Purchasing Department is responsible for procuring all good(s)/service(s)]. 7. Develop (if necessary) projected/estimated time -lines and budgets for project work. 8. Develop, review and/or update Comprehensive Emergency Management Plans (CEMP), Continuity of Operations Plans (COOP), or other disaster response plans for the City and/or its participating agencies and ensure the Incident Command Structure (ICS) is followed. 9. Should additional State, or other funding from any other source become available to the City for Homeland security efforts or emergency management consulting or planning services, the Successful Proposer may be authorized to perform additional services to fulfill said funding or grant requirements, provided that the Scope of Work and fees are successfully negotiated with the City. The City reserves the right to seek another Successful Proposer for said services, should it be deemed to be in the City's best interests. 10. Perform (if necessary) any other related Homeland security and all hazards emergency program management consulting services. 11. The Provider shall give first priority to the City for the utilization of its resources, personnel and supervision, should there be competing requests for its services from other entities. 15 Staff Rate Project Manager $154.00 Program Manager $140,00 Supervising Consultant $125.00 Senior Consultant $100.00 Consultant $ 92.00 Subject Matter Experts III $176.00 Subject Matter Experts II $125.00 Subject Matter Expert I $ 110.00 Planner $ 110.00 Instructor III $ 120.00 Instructor II $ 100.00 Instructor I $ 90.00 Administrative III $ 80.00 Administrative 11 $ 60.00 Administrative I $ 44.00 POC: Alien Joyce, City of Miami Department of Fire -Rescue URS: Project Manager — Cathie Perkins Program Manager — David Bjelke URS Corporation Southern 7650 Corporate Center Drive, Suite #400 Miami, FL 33126-1220 Tel: 305.884.8900 Fax: 305.514.2460 Scope of Work Page 2 GENDA ITEM SUMMARY FORM tf,� FILE ID: / O — O / r-/ 3 Z. Date: I 1 /29/2010 Requesting Department: Fire -Rescue Commission Meeting Date: 1/13/2011. District Impacted: N/A • Type: X Resolution ❑ Ordinance D Emergency Ordinance ❑ Discussion Item ❑ Other • Subject: Domestic Security and Emergency Program Management Consulting Services Purpose of Item: • Law Department Matter ID No. 10-3518 It is respectfully requested that the City Commission accept the recommendation of the City Manager approving the findings of the Evaluation Committee pursuant to Request for Proposals (RFP). No. 220243 for Domestic Security and Emergency Program Management Consulting Services, and to authorize the City Manager, after the consultation with the City Attorney, to negotiate and execute a Professional Services Program (PSA), in substantially the attached form, with the top ranked firm, URS Corporation Southern, for a period of two years, with an option to renew for three (3) additional one-year periods. Allocating funds from UASI Grant Year 2008 from the UASI Grant Project Account 11000.181000.664000.0000.00000, PTAEO 18-180018-01.02.03-1660-Professional Services 181000, in an amount not to exceed S800,000 for a total contract amount not to exceed S4,000,000. Additional funding is contingent upon acceptance and budgetary approval of future UASI grant awards. Background Information: (See Attached) Budget Impact Analysis NO Is this item related to revenue? YES Is this item an expenditure? If so, please identify funding source below. • General Account No: GL-11000-181000-664000-0000-00000 Special Revenue Account No: PTAEO-18-180018-01. 02. 03-1660-prof _ services— C1P Project No: 181000 NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds? Start Up Capital Cost: $800,000 (annually) (not to exceed) Maintenance Cost: $0.00 • Total Fiscal Impact: $4,000,000.00 (not to exceed) Final Approvals IGN CIP Budgeter Grants if wins «retxiaitte ) ,Ir,{�� ._. A7il�,;� 1' . !U. Risk Management r/%"t Purchasi _ ti:Directoi•. Chief -.City Manager Page I of 1 Bacicground Information: (continued) We fully anticipate spending annually significantly less than the maximum amount, but have included a higher amount to be funded by UASI grant dollars in case the State or Federal Government requires time sensitive items that our house staffing cannot adequately handle or the State/Feds require an expansion of grant requirements that are not currently in place. City of Miami Legislation Resolution City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 10-01432 Final Action Date: A RESOLUTION OF THE MIAM1 CITY COMMISSION, WITH ATTACHMENT(S), ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER APPROVING THE FINDINGS OF THE EVALUATION COMMITTEE, PURSUANT TO REQUEST FOR PROPOSALS NO. 220243, THAT URS CORPORATION SOUTHERN IS THE HIGHEST -RANKED FIRM TO PROVIDE DOMESTIC SECURITY AND EMERGENCY PROGRAM MANAGEMENT CONSULTING SERVICES; AUTHORIZING THE CITY MANAGER, AFTER CONSULTATION WITH THE CITY ATTORNEY, TO NEGOTIATE AND EXECUTE A PROFESSIONAL SERVICES AGREEMENT ("PSA"), IN SUBSTANTIALLY THE ATTACHED FORM, FOR A TWO (2) YEAR PERIOD WITH THE OPTION TO RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS; ALLOCATING FUNDS SUBJECT TO BUDGETARY APPROVAL, FROM THE UASI GRANT PROJECTACCOUNT, ACCOUNT NO. 11000.181000.664000.0000.00000, PTAEO 18-180018-18-01.02.03-1660- PROFESSIONAL SERVICES-181000, IN AN AMOUNT NOT TO EXCEED $800,000 ANNUALLY, FOR ATOTAL CONTRACT AMOUNT NOT TO EXCEED $4,000,000; SHOULD NEGOTIATIONS FAIL WITH THE HIGHEST -RANKED FIRM, THE CITY MANAGER, AFTER CONSULTATION WITH THE CITY ATTORNEY, IS AUTHORIZED TO NEGOTIATE A PSA WITH THE SECOND -HIGHEST RANKED FIRM, DAVISLOGIC, INC., DBAALL HANDS CONSULTING. WHEREAS, the Department of Fire Rescue, as the lead agency for the Miami Urban Areas Security Initiative ("UASI") grant project, requires the continued services of an experienced firm to provide Domestic Security and Emergency Program Management Consulting Services; and WHEREAS, it is the City of Miami's ("City's") intent to continue to strengthen Miami and its surrounding jurisdictions' ability to respond to and recover from manmade threats such as those from weapons of mass destruction and other terrorist threats or act; and WHEREAS, in compliance with the UASI grant program, a Request for Proposals ("RFP") No. 220243 was issued to secure a qualified and experienced firm to provide the above aforementioned services; and WHEREAS, on July 2, 2010, RFP No. 220243 was issued and four (4) responsive and responsible proposals were received and evaluated by the Evaluation Committee; and WHEREAS, an evaluation committee, appointed by the City Manager, recommended to negotiate a contract with the highest -ranked firm, URS Corporation Southern, and should contract negotiations fail with URS Corporation Southern, the City should negotiate a contract with the second -ranked firm, DavisLogic, Inc. dba All Hands Consulting; and File Number: 10-01432 WHEREAS, the City Manager concurred with the findings of the evaluation committee; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and finding contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The recommendation of the City Manager approving the findings of the evaluation committee, pursuant to RFP No. 220243, that URS Corporation Southern, is responsive to the RFP requirements, is accepted. Section 3. The City Manager, after consultation with the City Attorney, is authorized {1} to negotiate and execute a Professional Services Agreement ("PSA"), in substantially the attached form, for a two (2) year period with the option to renew for three (3) additional one (1) year periods, with funds allocated, subject to budgetary approval, from the UASI Grant Project Account, Account No. 11000-181000-664000-0000-00000, PTAEO 18-180018-01.02.03-1660-professional services-181000, in an amount not to exceed $800,000 annually, for a total contract amount not to exceed $4,000,000. Section 4. Should negotiations fail with the highest -ranked firm, the City Manager, after consultation with the City Attorney, is authorized {1} to negotiate a PSA with the second -highest ranked firm, DavisLogic, Inc. dba All Hands Consulting. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor. {2} APPROVED AS TO FOR D CORRECTNESS JULIE O. BR4 CITY ATTORNEY Footnotes: {1} The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. {2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. "Attachment 8" Contract Number: 10DS-48-11-23-02-195 CFDA Number: 97.067 FEDERALLY -FUNDED SUBGRANT AGREEMENT THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management, with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and the City of Miami, (hereinafter referred to as the "Recipient"). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: A. The Recipient represents that It is fully qualified and eligible to receive these grant funds to provide the services identified herein; and 8. The Division has received these grant funds from the State of Florida, and has the authority to subgrant these funds to the Recipient upon the terms and conditions below, and C. The Division has statutory authority to disburse the funds under this Agreement. THEREFORE, the Division and the Recipient agree to the following: (1) SCOPE OF WORK. The Recipient shall perform the work in accordance with the Budget and Scope of Work, Attachment A of this Agreement. (2) INCORPORATION OF LAWS, RULES. REGULATIONS AND POLICIES The Recipient and the Division shall be governed by applicable State and Federal laws, rules and regulations, including those identified in Attachment B. (3) PERIOD OF AGREEMENT. This Agreement shall begin upon execution by both parties, and shall end 30 months after the date of execution, but no Later than May 31, 2011, unless terminated earlier in accordance with the provisions of Paragraph (12) of this Agreement. (4) MODIFICATION OF CONTRACT Either party may request modification of the provisions of this Agreement. Changes which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to the original of this Agreement (5) RECORDKEEPING (a) As applicable, Recipient's performance under this Agreement shall be subgect to the federal Common Rule: Uniform Administrative Requirements for State 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 1 Institutions; or OMB Circular No. A-122, "Cost Principles for Nonprofit Organizations." If this Agreement Is made with a commercial (for -profit) organization on a cost -reimbursement basis, the Recipient shall be subject to Federal Acquisition Regulations 31.2 and 931.2. (b) The Recipient shall retain sufficient records to show Its compliance with the terms of this Agreement, and the compliance of all subcontractors or consultants paid from funds under this Agreement, for a period of five years from the date the audit report is issued, and shall allow the Division or Its designee, the Slate Chief Financial Officer or the Stale Auditor General access to the records upon requesL The Recipient shall ensure that audit working papers are available to them upon request for a period of five years from the date the audit report is issued, unless extended in writing by the Division. The five year period may be extended for the following exceptions: 1. 1f any litigation, claim or audit is•started before the five year period expires, and extends beyond the five year period, the records shall be retained 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 it is acquired shall be retained for five years after final disposition. 3. Records relating to real property acquired shall be retained for five years after 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 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 to the Division, Its employees, and agents. "Reasonable" shall ordinarily mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Division. (6) AUDIT REQUIREMENTS (a) The Recipient agrees to maintain financial procedures and support•documents, in accordance with enerati acre ted accountin a ' `c 9 Y p � � � � g pririaples, to account fur'ttie"ieceipf and eiipentlitiire of funds under this AgreeinenL (b) These records shall be available at reasonable times for inspection, review, or audit by state personnel and other personnel authorized by the Department or the Division. "Reasonable" shall ordinarily mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. (c) • The Recipient shall provide the Department with the records, reports or financial statements upon request for the purposes of auditing and monitoring the funds awarded under this Agreement. 2 (d) 1f the Recipient is a State or local government or a non-profit organization as defined In OMB Circular A-133, as revised, and in the event that the Recipient expends $500,000 or more in Federal awards in its fiscal year, the Recipient must have a single or program -specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. EXHIBIT 1 to this Agreement shows the Federal resources awarded through the Division by this Agreement. In determining the Federal awards expended in Its fiscal year, the Recipient shall consider all sources of Federal awards, including Federal resources received from the Division. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the Recipient conducted by the Auditor General In accordance with the provisions of 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 futfdl the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised, lithe Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the Recipient expends less than $500,000 in Federal awards in Its fiscal year and chooses to have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must be paid from non -Federal funds. (e) Send copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and required by subparagraph (d) above, when required by Section .320 (d), OMB Circular A-133, as revised, by or on behalf of the Recipient to: The Division at each of the following addresses: Department of Community Affairs Office of Audit Services 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 [also send an electronic copy to aurilla.parrish@dca.state.ft.us] and Division of Emergency Management bureau of Response 2555.Sfiuiriard Oak Boulevard Tallahassee, Florida 32399-2100 The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (submit the number of copies required by Sections .320(d)(1) and (2), OMB Circular•A-133, as revised), at the following address: Federal Audit Clearinghouse Bureau of the Census 1201 East 10°i Street Jeffersonville, IN 47132 3 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 shall send 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 Division at the following addresses: Department of Community Affairs Office of Audit Services 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 [also send an electronic copy to aurllla.parrish©dca.state.fl.us] and Division of Emergency Management Bureau of Response 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 (g) By the date due, send any reports, management letter, or other Information required to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A-133, Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General, as applicable. (h) Recipients should state the date that the reporting package was delivered to the Recipient when submitting financial reporting packages to the Division for audits done in accordance with OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General, (1) If the audit shows that all or any portion of the funds disbursed were not spent in accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to the Division of all• funds not spent in accordance with these applicable regulations and Agreement provisions within thirty days after the Division has notified the Recipient of such non-compliance. (j) The Recipient shall have all audits completed by an Independent certified public accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter 473, Fla. StaL The IPA shall state that the audit complied with the applicable provisions noted above. The audd must be received try the Division no later than nine months from the end of the Recipient's fiscal year. (7) REPORTS (a) The Recipient shall provide the Division with quarterly reports and a close-out report. These reports shall include the current status and progress by the Recipient and all subreciplents and subcontractors in completing the work described in the Scope of Work and the expenditure of funds under this Agreement, in addition to any other information requested by the Division. 4 (b) Quarterly reports are due to the Division no later than 30 days after the end of each quarter of the program year and shall be sent each quarter until submission of the administrative close- out report. The ending dates for each quarter of the program year are March 31, June 30, September 30 and December 31. (c) The close-out report is due 60 days after termination of This Agreement or 60 days after completion of the activities contained in this Agreement, whichever first occurs. (d) If at required reports and copies are not sent to the Division or are not completed in a manner acceptable 10 the Division, the Division may withhold further payments until they are completed or may take other action as stated in Paragraph (11) REMEDIES. Acceptable to the Division" means that the work product was completed in accordance with the Budget and Scope of Work. (e) The Recipient shall provide additional program updates or Information that may be required by the Division. (8) MONITORING. The Recipient shall monitor Its performance under this Agreement, as well as that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished within the specified time periods, and other performance goals are being achieved. A review shall be done for each functionor activityin Attachment A to this Agreement, and reported in the quarterly report In addition to reviews of audits conducted in accordance with paragraph (6) above, monitoring procedures may include, but not be limited to, on -site visits by Division staff, limited scope audits, and/or other procedures. The Recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division. In the event that the Division or the Department determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional instructions provided by the Division or the Department to the Recipient regarding such audit. The Recipient further agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or Auditor General. In addition, the Division will monitor the performance and financial management by the Recipient throughout the contract term to ensure timely completion of all tasks. (9) LIABILi7Y (a) Unless Recipient is a State agency or subdivision, as defined in Section 768.28, fi Stat, the Recipient is solely responsible to parties it deals with In carrying out the terms of this Agreement, and shall hold the Division harmless against all claims of whatever nature by third parties arising from the work performance under this Agreement For purposes of this Agreement, Recipient agrees that It is not an employee or agent of the Division, but Is an Independent contractor. (b) Any Recipient which is a state agency or subdivision, as defined in Section 768.28, Fla. Stet.. agrees to be fully responsible for Its negligent or tortious acts or omissions which result In 5 claims or sults against the Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the extent set forth in Section 768.28, Pa. Stat. Nothing herein is intended to serve as a waiver of sovereign immunity by any Recipient to which sovereign immunity applies. Nothing hereln 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 further payment of funds shall, If the Division elects, terminate and the Division has the option to exercise any of its remedies set forth in Paragraph (11). However, the Division may make payments or partial payments after any Events of Default without waiving the right to exercise such remedies, and without becoming liable to make any further payment (a) If any warranty or representation made by the Recipient in this Agreement or any previous agreement with the Division is or becomes false or misleading in any respect, or if the Recipient fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its obligations under this Agreement (b) if material adverse changes occur in the financial condition of the Recipient at any time during the term of this Agreement and the Recipient fails to cure this adverse change within thirty days from the date written notice is sent by the Division. (c) 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 on time any of its obligations under this Agreement. (11) REMEDIES. If an Event of Default occurs, then the Division may, after thirty calendar days written notice to the Recipient and upon the Recipients failure to cure within those thirty days, exercise any one or more of the following remedies, either concurrently or consecutively: (a) Terminate this Agreement, provided that the Recipient is given at least thirty days prior.written notice of the terrriirjatioh.'The notice shall be effective when placed in the briltirittatei, first class mail, postage prepaid, by registered or certified mail-retum receipt requested, to the address in paragraph (13) herein; (b) Begin an appropriate legal or equitable action to enforce performance of this Agreement~ • (c) Withhold or suspend payment of all or any part of a request for payment; (d) Require that the Recipient refund to the Division any monies used for ineligible purposes under the laws, rules and regulations governing the use of these funds. 6 (e) Exercise any corrective or remedial actions, to Include but not be limited to: 1. request additional information from the Recipient to determine the reasons for or the extent of non-compliance or lack of performance, 2. issue a written warning to advise that more serious measures may be taken if the situation Is not corrected, 3. advise the Recipient to suspend, discontinue or refrain from incurring costs for any activities in question or 4. require the Recipient to reimburse the Division for the amount of costs Incurred for any items determined to be ineligible; (f) Exercise any other rights or remedies which may be available under law. (g) Pursuing any of the above remedies will not stop the Division from pursuing any other remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in this Agreement or fails to insist on strict performance by the Recipient, it will not affect, extend or waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the Division for any other default by the Recipient (12) TERMINATION. (a) The Division may terminate this Agreement for cause after thirty days written notice. Cause can Include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, failure to perform on time, and refusal by the Recipient to permit public access to any document, paper, letter, or other material subject 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 continuing the Agreement would not produce beneficial results in line with the further expenditure of funds, by providing the Recipient with thirty calendar days prior written notice. (c) The parties may agree to terminate this Agreement for their mutual convenience through a written amendment of this Agreement The amendment will state the effective date of the termination and the procedures for proper closeout of the AgreemenL (d) In the event that this Agreement is terminated, the Recipient will not Incur new Obligations for the terminated portion of the'Agreement after lice Recpient has received the notification of termination. The Recipient will cancel as many outstanding obligations as possible.'' Costs incurred after receipt of the termination notice will be disallowed. The Recipient shall not be relieved of liability to the Division because of any breach of Agreement by the ReclplenL The Division may, to the extent authorized by law, withhold payments to the Recipient for the purpose of set-off until the exact amount of damages due the Division from the Recipient Is determined. 7 (13) NOTICE AND CONTACT. (a) All notices provided under or pursuant to this Agreement shalt be in writing, either by hand delivery, or first class, certified mall, retum receipt requested, to the representative named below, at the address below, and this notification attached to the original of this Agreement. (b) The name and address of the Division contract manager for this Agreement is: Carolyn Washington, Community Assistance Consultant Division of Emergency Management Bureau of Response 2555'Shumard Oak Boulevard Tallahassee, Florida 32399-2100 Telephone: (850) 410-1271 Fax (850) 488-7842 Email: carotyn.washinoton(diem.myfiorida.com (c) The name and address of the Representative of the Recipient responsible for the administration of this Agreement is: ' Reginald KDuren, Assistant Chief 1151 NW 71° Street, 3'd Floor Miami, Florida 33136 Telephone: 305-416&5402 Fax 305-416-5444 Email: ROurenetmiarnigov.com (d) In the event that different representatives or addresses are designated by either party after execution of this Agreement, notice of the name, title and address of the new representative will be provided as outlined in (13)(a) above. (14) SUBCONTRACTS If the Recipient subcontracts any of the work required under this Agreement, a copy of the unsigned subcontract must be forwarded to the Division for review and approval before It Is executed by the Reclpient. The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by the teens of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and regulations, and (ill) 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 law. The Recipient shall document in the quarterly report the subcontractor's progress in performing its work under this Agreement. For each subcontract, the Recipient shall provide a written statement to the Division as to whether that subcontractor Is a minority vendor, as defined In Section 288.703, Fla. Stat. (15) TERMS AND CONDITIONS This Agreement contains alt the terms and conditions agreed upon by the parties. 8 (16) ATTACHMENTS (a) All attachments to this Agreement are incorporated as if set out fully. • (b) In the event of any Inconsistencies or conflict between the language of this Agreement and the attachments, the language of the attachments shall control, but only to the extent of the conflict or inconsistency. (c) This Agreement has the following attachments: Exhibit 1- Funding Sources Attachment A — Budget and Scope of Work Attachment B — Program Statutes and Regulations Attachment C — Justification of Advance Attachment D — Warranties and Representations Attachment E — Certification Regarding Debarment Attachment F — Statement of Assurances (17) FUNDING/CONSIDERATION (a) This is a cost -reimbursement Agreement The Recipient shall be reimbursed for costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $11,271,885, subject to the availability of funds. (b) My advance payment under this Agreement is subject to Section 216.161(16), Fla Slat 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 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. (fan advance payment is requested below, 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. An advance payment of $ Xis requested (c) After the Initial advance, If any, payment shall be made on a reimbursement basis as needed.. The Recipient agrees to expend funds In accordance with the Budget and Scope of Work, • A$arhmenf A M this Agreement If the necessary funds are not available to fund this Agreement as a result of action by the United States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or under subparagraph (20)(h) of this Agreement, 'all obligations on the part of the Division to make any further payment of funds shall terminate, and the Recipient shall submit its -closeout report within thirty days of receiving notice from the Division. 9 (18) REPAYMENTS All refunds or repayments due to the Division under this Agreement are to be made payable to the order of "Department of Community Affairs' and malted directly to the following address: Department of Community Affairs - Cashier Finance and Accounting 2555 Shurnard Oak Boulevard Tallahassee FL 32399-2100 In accordance with Section 215.34(2), Fla. Stat.. if a check or other draft is returned to the Division for collection, Recipient shall pay the Division a service fee of S15.00 or 5% of the face amount of the returned check or draft, whichever is greater, (19) MANDATED CONDITIONS (a) The validity of this Agreement is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the Recipient In this Agreement, in any later submission or response to a Division request, or in any submission or response to fulfill the requirements of this Agreement. All of said information, representations, and materials Is incorporated by reference. The inaccuracy of the submissions or any material changes shall, at the option of the Division and with thirty days written notice to the Recipient, cause the termination of this Agreement and the release of the Division from all its obligations to the Recipient. (b) This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of thls Agreement shall be In the Circuit Court of Leon County. If any provision of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other provision of this Agreement. (c) Any power of approval or disapproval granted to the Division under the terms of this Agreement shall survive the term of this Agreement. (d) This Agreement may be executed in any number of counterparts, any one of which may be taken as an original. (e) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law 101-336, 42 U.S.C. Section -12101 et sea.) which prohibits discrimination by public and private entities on the basis of disabllity In employment, public accommodations, transportation, State and local government services, and telecommunications. (f) Those who have been placed on the convicted vendor list following a conviction for a public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the 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 10 consultant under a contract with a public entity, and may not transact business with any public entity in excess of $25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list or on the discriminatory vendor list (g) Any Recipient which is not a local government or state agency, and which receives funds under this Agreement from the federal government, certifies, to the best of its knowledge and belief, that it and its principals: 1: are not presentlydeban'ed, 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 fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 3. are not presently indicted or otherwise criminally or civilly charged by a govemmenlat entity (federal, state or local) with commission of any offenses enumerated in paragraph 19(g)2. of this certification; and 4. have not within a five-year period preceding this Agreement had one or more public transactions (federal, state or local) terminated for cause or default If the Recipient is unable to certify to any of the statements in this certification, then the Recipient shall attach an explanation to this Agreement. In addition, the Recipient shall send to the Division (by email or by facsimile transmission) the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion" (Attachment E) for each intended subcontractor which Recipient plans to fund under this Agreement. The form must be received by the Division before the Recipient enters into a contract with any subcontractor. (h) The State of Florida's performance and obligation to pay under this Agreement Is contingent upon 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'.br'othe� cbmpensdtidri' for'services or expenses shall be submittedfn detail sufficient for a proper preaudit and postaudlt thereof. (p Any bills for travel expenses shall be submitted in accordance with Section 112.061, Fla. Stat. (k) The Division reserves the right to unilaterally cancel this Agreement If the Recipient refuses to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Fla. Stat, which the Recipient created or received under this Agreement. 11 .: (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. • (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 Division. (n) The Recipient is subject to Florida's Government in the Sunshine Law (Section 286.011, Fla. Stat.) with respect to the meetings of the Recipient's governing board or the meetings of any subcommittee making recommendations to the governing board. All of these meetings shall be publicly noticed, open to the public, and the minutes of all the meetings shall be public records, available to the public in accordance with Chapter 119, Fla. Stet (o) AI! 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 under41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost (20) LOBBYING PROHIBITION (a) No funds or other resources received from the Division under this Agreement may be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state agency. (b) The Recipient certifies, by its signature to this Agreement, that to the best of his or her knowledge and belle,; 1. No Federal appropriated funds have been paid or will be paid. by or on behalf of the Recipient, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation; ienewai; a`inendinerifo� inodification'ofany Federal contract, grant,"loan orrooperative 2, If any funds other than Federal appropriated funds have been 'paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying." I2 3. The Recipient shall require that this certification. be. included In the award documents for all subawards (including subcontracts, subgrants, end contracts. under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 far each such failure. (21) 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 has a pre-existing patent or copyright, the Reciplent shall retain all • rights and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise. (b) If any discovery or Invention is developed in the course of or -as a result of work or services performed under this Agreement, or in any way connected with it, the Recipient shall refer the discovery or invention to the Division for a determination whether the State of Florida will seek patent protection in its name. Any patent rights accruing under or in connection with the performance of this Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable material are produced, the Recipient shall notify the Division. Any copyrights accruing under or in connection with the performance under this Agreement are transferred by the Recipient to the State of Florida. (c) Within thirty days of execution of this Agreement, the Recipient shall disclose all intellectual properties relating to the performance of this Agreement which he or she knows or should know could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any pre-existing Intellectual property which Is disclosed. Failure to disclose will Indicate that no such property •ezists.'The'Dhrislonshall theri,'under Paragraph (b), have•the right to all patents and copyrights which accrue during performance of the Agreement I3 ''• (22) LEGAL AUTHORIZATION. The Recipient certifies that It has the legal authority to receive the funds under this Agreement and that it's governing body has authorized the execution and acceptance of this AgreemenL The Recipient also certifies that the undersigned person has the authority to legally execute and bind Recipient to the terms of this Agreement. (23) ASSURANCES. The Recipient shall comply with any Statement of Assurances incorporated as Attachment F. fN WITH S WHEREOF, the parties hereto have executed this Agreement. RECIPIENT: By: Name and title: Pedro H andez, City Manager Date: 4?2goq FID#: 59-6000375 OF MIAMI STATE OF FLORIDA DIVISION OF EMERGENCY MANGEMENT Date: %/ Z , Director of the Division of Emergency Management 14 "Urban Area Security Initiative ("UASI") Grant Program 2008 & Memoranda of Agreements" ATTEST: Priscilla A. Thompson City Clerk -3 CITY y IAMI, FLORIDA Pedro G. Hemandez City Manager APPROVED AS TO FORM AND • APPROVED AS TO I U: ' NCE CORRECTNESS: Julie 0. Bru City Atto r -y ,4 Ca) REQUIRENMENT LeeAnn Br-hm, D' ec •r Risk Man.gement livision EXHIBIT-1 THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS AGREEMENT: NOTE: if Me resources awarded to the Recipient are from more than one Federal program, provide the same information shown below for each Federal program and show total Federal resources awarded. Federal Program Federal agency: Urban Area Security Initiative (UASI) Catalog of Federal Domestic Assistance title and number. 97.067 Award amount $ $11,271,885 THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER THIS AGREEMENT: NOTE lithe 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 eligible activities as identified in the Office of Grants and Training Fiscal Year 2008-2009 State Homeland Security Grant Program (SHSGP), consistent with the Department of Homeland Security State Strategy. . Recipient is subject to all administrative and financial requirements or will be In violation with the terms of the agreement. NOTE.' Instead of fisting 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,ofspeclfrc laws,.rules, regulations, etc.,Forexample, for Federal Program 1, the :language. inify atete`thet the i2edipient iirust.complywith specific !aWs,,nrles,;orregulations_that pertain to how the•awardedresources must be used or how eligibily determinations are to be made. The State awarding agency, ffpractical, 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 the Recipient 15 Proposed Program Budget 4 'Below it a pram! budget which outlines diglbk categories and their allocation under this auiN. The Ra3pica is to utilize the 'Proposed Proem Budgct as a guide to complaint do "Budget Delall Works/toe below. d. The equipment category will require a 9datkdBudget Wor sheet' including Ott proposed equipmali snit pardoned and the enntspmdin=rY2006 Authorized Equipment liat (AEL) retaane mamba. The AEL can be tound at I n'u'.rkb.nopt.ag. Z The umbra of hinds between the encomia Iliad In the "Pramual/Wpm Budget' is pamiutd. However, at We discraioo of die Pacipiad, fonds allocated to Manag:mad and Administration antis (u described in be "Proposed Program Badger) may h put towards Programmatic coils instead. jL No came dun 3%of each Recipient's toted i nerd may he expended on Management tad Administration costs. City of llimni Sons Managunae and Administration withhda 3%' • Ciry ofhrami Remaining Award atw 3% reduction City dMimi Lt7P-Type Actrims MSG of 311,271,16S) This amauml b not to addition Ion Me remaining award amount but instead Agatha the amnia needed to mad the %73 rWuhement Cuyo(Miami digibehtm nnerdand Admimtruion(3%or311Z71,665) This amont is sat 1n addition to the remaining award amattal bat instead signifies the antedate efor bfd:A. S3<B,6i5 II 4271.6115 1;117.971 16 Miami UASI 2008 Budget .4 N Y N N Y N Y Y Y N Y N Description of Project 2008 UASI Primary Budget Grantee CBRNE Emerpency Pianni� Coordinator ' $ 70,000 Hialeah Citizen Corp Training, Equipment, and Exercise S 5,661 I4talaah Portable Radio Equipment $ 10,950 Hialeah 2008-004 Portable Radio Transceivers S 100,000 Hialeah 2008-005 UHF Repealer $ 15,024 Hialeah 2008.006 Mob8a Data Terminals $ 490,000 t Hialeah Tactical Rescue Team Equipment Ceche and Transport $ 150,000 F6aleah CBRNE Response Vehicle; HAZMAT Response Vehicle $ 380,000 Hialeah Crime Lab cyanosafe filtered fuming chamber S 5,126 Hialeah Specialized vehicles designed to support CBRNE mission area $ 40.000 • Hialeah equipment transportation raquiremenls integrated Weather Risk Manegenren( System S 40,000 • • Hialeah Computer Aided Dispatch System • $ 270,000 Hialeah Comrmrnica3ona: Trailer Suslahaneni for UASI purchased 10- S 5,000 them( channel communisation balks 200E-014 Automated Fingerprint IdenVficatlon System (AFIS) S 43,644 MIarl 200E-015 Air Bap System Prime Mover S 40,000 Miami Radio Suslainment Sustain UASI prchased AM Radio S' 5,000 Miami System & services. 8adwp Bunker Saar (to replace contaminated gear) S 200,000 Miami Maintain & Sustain UASI purchased Blackbanies & services. I 130,00D Miami Build -out of Backup/Disaster Recovery ('DR, Site i 200.000 Minna 2008-020 Sams* Cameras for Marinas $ 25,000 Miami 2008-021 CBRNE Compiant SCBA S 150,000_ Murry 2008-022 Closed Circuit Surveillance System S 436,447 Miami Planning support to maintain the CEMP $ 50,000 Miami Sustain the City of Miami's CERT program. $ 4,999 Miami Digital Vehicle Repeater (DVRS) & VRS Suitcase • S 25,000 Mami 2008-026 Emergency Generators $ 100,000 Miami 2008-027 Emergency Management Planner ' S 230,000 Miami 200E-028 Emergency Response to Terrorism Training (ERT): Continued 1 50,000 Miami funding for ERT for the Miami Region provided by University of Warm 200E-0D1 2008-002 2008-002 200B-007 2008-008 2008-009 2008-010 2008-011 2008-012 2006-013 N 2(be-01 N N y N Y 2098.017 2008-018 200E-01g N 2008-023 N 2006.024 N 2008025 N N N AEL 11RE-00-RFcS 21GN-00-TRNG 06CP-01-PORT 06CP-01-PORT O6CP-01-REPT 04HW-01440BL 20TE,0D-NTRY 12VE-00-MISS 07BS-01-KBPA 12VE.O0-MISS 07SE-03-ENVS 04AP-01-CADS 12TR-00-TEQP 2OFP-00-AAS 12TR-00-MOVR O6CP-03-PRAC 02PE-02-CLTH 05HS-00-FRNS 04SW-04-NEIW 04MD-01-VCAM 01AR-01-SCBA 01AR-01-SCBA Planning PT&E 06CP-01-REPT 10GE-00-GENR Planning 21 GN-00-TRNG N N N Y N N N, N N N N 200B-029 EOC Equipment S 205,459 Miami 2008-030 EOC Laptop Sustainment 1 50,000 Meml 2008-031 Maintain & Sustain two UASI purchases plotters. $ 2,583 Miami 200B-032 Explosive detection equipment for Bomb Squad $ 4.743 Mimi 2008-033 Flre Pravertion Data Collection & information Shadng: S '10,000 Nam, 2005,034 Handheld.Rado Accessories., ,.,,-...,..: ,,.,_,. ,......s __._.J800-- ....Mani.... 2008.035 Makdairi'fl 6cictatri t/ASl.einerpencymenegeinen0equipment 'S .: 26,000 ::';Wang :'. 2008036 M otritain& sti t.aki:UASi-fie e00UB agu)poo.4:-;F':?;.,`:'•`•;:.:: :, 4 ' 166,00.0 , "Miami 2008-037 Mani UASI •Ma'nageinent Ond Admlrisbaltoxi.AkmiudoeStaff • . • ..5 338.156 . •.. Miami ... (Project Coordinator and Fisrax Assistant), travel and Indirect N 2008-044 Microwave Link for Pubic Safety Answering Pointe S 100,000 Miami Web -based emergency notification system $ 50,000 Mani Mobile Command Unit Sustdnment S 6,000 Miami P25 Compliant Radios, Batteries & Chargers $ 25,000 Mimi PAPR Sustalnrnent Sustalnment for UASI purchased PAPRs $ 15,000 Miami and accessories Physical Security Enhancements for critical Inlrastru cttre ; 10,000 Mani tecUon la fire stations Planning, Training, & Exercises $ 197,800 Miami 21 GN-00-OCEQ 04HW-01•NTBK 04HW-02-PLOT 07ED-03-SWPE 13IT.00-DEXC .06CP,03-PRAC. 21 GN-00•MNN '21GN-DOMAIN• 06CP-03 MWAV 13IT-00-ALRT 12VE-00-CMDV O6CP-01-PORT 01AR-03-PAPA 13LE-0D-SURV PT&E /Go (A/ Miami UASI 2008 Budget E - Z Description of Project 2008 UASI Budget Primary Grantee AEL N 2008.045 Personal Protective Equipment Cache S 50,000 Mam1 01SF01 Y 2008-046 Personal Protective Equipment for Bomb Squad $ 23,720 Miami 02EX-02-TLEX Y 2000-047 Remote Control System for Bomb Squad - $ 28,464 Mani 02EX-02-TLRO N 2008-048 Web -based emergency notification system for citizen notifications $ 20,000 Mani 131T•00-AtRT N 2008.049 Maintain & Sustain UASI purchased Satellite phones & services. $ 50,000 Miami 06CG03-SATM Y 2006-050 SeU-Conlalned Breathing Apparatus for SWAT $ 100,000 Maid 01AR-01-SCBA N 2008-051 CBRNE Equipment Storage Shelves $ NM Weal 19MH-0000NT N 2008-052 Tenet Health Disaster Training $ 15,OD0 Mang 21GN-00•TRNG Y 2006-053 Ternuism Utaature for Public Education $ 24,000 Miami 21GN-00-TRNG N 2008-054 Training Overtime $ 150,030 Mani) r21GN-00.TRNG Y 2008-055 Transportable Radio Base Stations $ 15,000 Miami 06CP-01-BASE N 2008.056 Video Tele-Canferencing Project Sustalnmenl $ 40,000 Maud 131T-004M1. N 70r81-057 Two -wheeled Transporters: forfufiy suited bomb technidans 5 5,984 Mali 12VE-00-MISS Y 2008-058 Data & lntamation sharing wab•based software for fire & police $ 25,000 to enhance situation awareness Marti 13IT-004NTL N 2008-059 Maintain & Sustain weather monitoring equipment & services. $ 12,000 Mard 075 E-03-ENVS N 2008-060 UASI Project Planning and Coordination -Sustain Projed Office, $ 556,000 Tralninn Coordination, UAWG support, etc. Mami PT&E Y 2008.061 Virtual Fusion Center - One Indel Analysts and Project Manager 5 283,100 Miami Planing Y 2008-062 Critical Infrastructure Coordinator (FDLE) $ 75,000 Mani Plarnl g Y 2008-063 Bomb Squad equipment to enhance capabilities io prevent, $ 350,000 detect, and respond to Improvised Explosive Device (IED) events. Miami 02PE-01-RCON Y 2008-064 Sustain regional ptannbg, training end exercise program $ 1,000,000 Merril PT&E Y 2008-055 Nalai Fusion Center- information Systems and connecivily 5 30,000 equipment • Miami 13fl-0O-INiL Y 2008-068 Virtual Fusion Center- Information Systems and connectivity 5 30,000 equipment Mani Planning Y 2008-087 Bomb Disposal Unit Response VeMde 8 200,000 Mama -Dade 02EX-02-TLPB N 2008-060 CEMP/COOP! 7 & E for the City of Doral. . • $ .. 30,000 Mlaml-Dad J PT&E . N 2008-069 CEMPICOOP/ 7 & E for Die City of Homestead 8 30,000 Miami -Dade PT&E N. 2008-070 Community Preparedness/Awareness Campaign 8 64,258 Miami -Dade. Planning N 2008-071 County Medical Examiner Casualty Recovery - Portable X-Ray S 40.000 Miami -Dade 02EX-01-XRAP v 2008-072 Cybe terrorlam Incident Response Team $ 136,780 Miami -Dade 21GN-00-TRNG N 2008-073 Disaster Assistance Employee Management S 55,038 MBaml-Dada 145W-01-SIDP •. N 2006-1374 Disaster tiecoverypien for31 L;r::--,:•:r-•,:•. • c.; • • .. -: :S ..•r30,000- Mlaml-Dade ..,_:_Ptanning .. . • N 2000.076 EMi1.11.1iby. pieparednepe.lralNgg ror,:lackson Mdmwld • .:•, '5. • :,15.00.0: Miami-0ade. '21GN-0O-TRNG N 20087078 EMSMMaea;t asually'Pikne Mover- ' - •^ • ` $ '50,000 Mlaml-Dade 12VE-018AMUS ' N 2008-077 Enhance Care for Vulnerable Population 6 85,000' Maini;Dada """"'PlarTiing -- Al 2008-078 Domestic Security Division Awareness Training $ 42,700 Miami -Dade 21 GN-00-TRNG N 2008-079 Fill Campua Nat System $ 80,E Mani -Dade 04AP-09-ALRT N 2008-080 GIS Application for Web Base Initial Damage Assessment $ 50,000 Mami-Dade 04AP-03-GISS N 2008-081 Large Animal Rest., e Trager $ 30,039 rMlami-Dada 12TR-00-TEQP N 2008.082 Hydrant Decontamination Nozzle System S 50,000 Miami -Dade 08D2-02-MCDS N 2008.083 Miami -Dade College Campus Aiart System $ 80,000 Mami-Dade 04AP-09-ALAI N 200E-0B4 Planning, Training, & Exerdses $ 200,000 Mami-Dade PT&E r 2 08-085 Public Safety Video Streaming Systerh $ 1,200.030 Mami-Dade 14SW01 VIDA Y 2008-086 Regional Investigative Equipment $ 110.000 Merril -Dada 02EX-00-PBIE N 2008.087 Rehab Trailer and Primer Mover S 90,000 Miami -Dade 121R-00-MOVR N 2000-088 Risk Management System 5 237,300 Meml-Dade 04AP-04-RISK i Miami UAS12008 Budget 6) zo Description of Protect aloe UASI Budget Primary Grantee AEL N 2008-089 Sustainment for UASI purchased Nerve Agent Antidote Nit S 15,000 {NAAK) N 2008-090 Temporary Sheller for Emergency Operations Center S 36,000 N 2008-091 Miami Mticroweve InteraperabillySdullon S 66,755 Y 2008-092 SWAT Hama( Buildup 30,000 N 2038-093 Tedvdcat Rescue Training S 111,400 N 20D8-094 lnclden( lnleroperab8IySoftware/Hardware 3 55,192 N 2008-095 Backup Power Generator far Mid Beach Are Radio Repealer $ 75,000 v 2008-090 CBRNE Logistical Support Equipment (shelter system) 3 35,0D0 N 20( 097 City wide fug scale hands on drill and tabletops S 23,978 Y 2008-098 EOC Satellite Communications link Bandwidth S 13,000 N 2008-099 US&R Training $ 35,000 N 2008.100 Radios for deployment and mutual aid ladle 3 45,800 2008-101 Personal Protective Equipment for Public Works respondars 5 18,300 Y 2008-102 Ballistic Shield 3 20,000 V 2008-103 Bomb lockers 5 113,000 Y 2008-104 Regional SWAT Response Capabilities $ 15,500 Y 2008-105 Post Incident Emergency Vehicular Conununicetktns Raito 3 37,500 N 2008.106 Regional Citizen Corps Council planning, training, and exercises 3 6.881 and equipment N 2008-107 800 MHz Radios (P25 Compliant) S 118,284 Y 2008.108 Mobile law Enforcement Str veflance Equipment 3 201,720 otal $ 11.271,885 Miami -Dade Miami -Dade Maml-Dade I9aml-Dade Mland-Dada MYeml-Dade Miami -Dade Miami -Dade Miaml-Dade Miami -Dade Miami -Dade Mleml-Dada Miami -Dade Miaml-Dade Mgaml-Dade Mani -Dade MtandDade Monroe Monroe Monroe OOPH-05-NAAK 10SS-00-SHEL O6CP-03-MWAV 01C8-02-ENSM 21GN-00-TRNG 04AP-05-CDSS 1 OGE-00-GENR 1OSS-00-SHEL PT&E 06CC-04-SSFT 21 GH-00-TRHG 08CP-01 01VT-01-ENSM D1L E-01 SHLD 02EX-00-EXMP 01 LE-02 06CP-01-PORT 21GN-00-TRNG O6CP-01-PORT 13LE-00-SURV to (c) . Budget Detail Worksheet The Recipient is required to provide a completed budget deal/ rvml:daet to the Division, which accounts for die loW award for issue as dumbed in the "Proposed Premam Budger. If any changes need to be rant to the "Budgd Detail Worksheet gjjg the exeeolioa of this contras, contact tat contract manage fated io this contract via maul or hater. i4 Budget Ac1ad1'orlcslliet EligilileActivities :5jf . 4Yr-'t`u; ",R'3i Puble Education/Outreach 'Dewlap and impimnad homdard scarcity support programs and adopt ongoing OHS national initiatives, including Stale Paeparedness Reports Deaden and enhance plans and protocols Develop or conduct assessments Establish, enhance, or evaluate Glazes Corpseelated volunteer programs Hiring of full or pad -time staff or contradorshonsulunts to assist with planning activities (not for the purpose untiring public safety personnel fulfilling traditional mad iesafety darts) Conferences to facilitate planning activities Mataiab squired in conduct planning activities Travel/per diem related to planning activities Overtime nod backup costs —Payment of overtime espensm will be for wort; perfumed by award (SAA) or sub -award msployers in excess off the established work week (usually40 haws) related to the planning activities for the development nd implementation tithe program under HSGP. Ulm micas areas with prior approval from 1EMA . Allowable LETP Planning Costs Quantity tint Cost Total Cost Condoning taint vulnerability nJyoes and assessments Sot estgaseaaityplanning (public gahcdags) SDet*.; mg liudci iu ..7Y.°yFiijioils#0 (1 iboiduuti6n'aith (:BP '°ewe OinV!mVkcualinkaactinicsViogAieaMaritimeSectwityrlwsfor : .poits,.Mite:rways,'irld ceunat wear Updmies and refining threat nutrias Integrating and coordinating private sector participation with fusion center activities Developing and implementing civil right, civil liberties and privacy polities, procedures, tuadprotocols. Aulairing systems allowing o mmedvisy to Slate. local, and Federal dau networks, each as the National Gene bh(orrnstion Cater (NC1C) and Integrated Automated Fingerprbd Identification SystaniiAPIS), as appropriate °miming and developing Sum and local geaapadal data systems 17 Establidrnou/Enbancemera of Fusion Guam • Hiring an IT specialist to grin, develop; and inyizt the 1T spplirmimu necessary for de fusion renter • Developing and planing for information/intelligence sharing Groups • liking contractors and un snbans to make recommendations on We develgrmwl of the rusioo center dkivr6, 0-6.).4,-. ); k�, , ,,v•lt�r,gginii-�r p°l• la 7: r. rI rJ+ rr 1 h sir{, aS r 5qiirai Ia?,(�"jt M 4 it ,tI •'` rfu::i.w.r F., ° �y"^"+".!"y. Overtime for lo[atunaion, investigative, and inic ligcnet shying activities fop to 25 poems of the alocalion) Reimbursement of select operational expenses associated with increased security measures at critical infrastructure sites. incurred during lime periods of DHS•dalucd dens fup to 25 paean gibe allocution). • Backfillandorctimcaywaesfoststingstateorloc l EOCs • hying of mmracsed security fa critical infrastructure sites • Public safety overtime • Madan! Gard deployments to protect aided infrastructure fates. Including all resources for are pan of the iandatd National Guard dePbOncin • increased border security redivides in coordination with CHF Hiring of new staff position contractors/consultants for puticipssion is iafrume iaofmteUigence sully* and sharing groups or intelligence fusion center activities rt. ' 1 "7 n 7 ) r ,i _� i 4u j't 1; :� t-Z� j l( -tC€- 1. , !' s:s'ir K v^3. r tiF ,?.??..N.. '-. S.Y`ri-` r cf ; . . - c_�''i+� , ,. v - . Overtime and hadill for emergency preparedneu and response persmmel aoading FE9IA-sponsored and approved training classes, amnion may also use FEMA grant finds to cova overtax and bacifin expenses Inc pan -time and volwueer emergency response personnel peticipeing in FEMA training. . UASI fords may also be used for training citizens in awareness, prevention, pintedicn, response, end recovery skills Tralaing Workshops and Conferences Full or Part -Time Stiff or Contractors/Consultants Travel Supplies Tuition for bigher education Other Items .� .:� ire.-- sfow, w ^ ;p ..r,v P - 1M•,glan..C. assi-R *!2 aya� ?W,a'w s 4;lrffefiitioe M thiSipproied incdlleenei iiosljit dilarng ' Pirdeipaton in op to t rae'non-PEMA approved Intelligence analyst •training ' A complete list ofFEMA approved courses msy be found at www.oio.usdol.eov/FEMNdodElieibie Federal Courscs.ndr 18 Da{Ign, Develop, Coeds et end Evaluate an Exercise Eunice Ptannlag Wortuhop -thud Grads may be used to plan and conduct an F.aae'se Planning Workshop to include emu related to planning. snorting spec sod other muting costs, facilitation costs. motorists and supplies. travel and exercise plan development Full or Fars -now Staff or ContnetorstCoasultanb - Full or put -time staff may be hired to support exercise -related .cavities. Payment otsslsries and binge bmdus must be in accordance with the policies oldie sus or local wh(s) of government and have the approval of the slate or the awarding agency, %Miebnvv a applicable. The swices of contractorstose suWnts may also be proceed to support the design, development, conduct and evaluation of CBRNE merinos. The applicant's formal written procurement policy or the Federal Requisition Regulations (FAR) must be followed. Overtime and bacUtll costa _Overtime and ball costs associded with she design, development and conduct of CBRNE cumin: we allowable expenses. Grammes may also use FDdA grant funds w owe; overtime and badddl ceperucs for part-time and volunteer emergency response personnel pmbcipsting in FEMA exercises. Implemented*. ofBSEEP Travel - Travel cant (Le., airfare, mileage, per diau had, eta) are shoal* ns expenses by eagdoyres who are on navel stoats for official business mimed to die pluming and conduct of the ecordse pmjeet(s). These costs must be in accordance with state Inv as highlighted in the OJPresonant Guide. States must also follow slate regulations regarding kaveL If a state or territory does not ban a travd policy lbey must follow federal guidelines and Cates. as explained in OR Financial Guide. For further information oa federal law patefning to travd costs please refer to papihrwa•.oio.usdoi.eovinOuide. Supplies - Supplies are items that me expended or consumed during the course of the pluming and conduct of tie exercise project(s) (eg-. copying paper: groans, tape, noa.stcsie musks, and disposable sere:waive equipment). Other Itms - 7hae cuts include the renal dspacdlocstions for orcrciu Owning and conduct, .anise signs, bodges, etc. -Vu �ii ih%Fsl '-5�4 �r1�Fyf. Exercises to valuate effectiveness of information simian plena policies, procedures, and pmlacok Exercises to minute Nis4S implementation. This includes costs associated :;+viW'aacntugcanponesetafolic•MMSIJatimmuil'GedaupalmeFriiiieirbik'' v'a+wts GicYtryra'gd/o(raset oncur{!y piutectkil Y .. ' .. Exercises to astute area maritime security protection Fxereiser to avelurta threat recognition capabilities Exercises to abaft wiser security capabilities Exercises to evaluate agrieulturaitnod security capabilities Earcises to evaluate prevention readiness and techniques .19 'kW Tun` (farm on force) aocisu • Imteropu1bk communications exueises Mica] infrastructure w{ncrabrMjty, proration, sad/or Mack exerasu :IF..I P a "�ljs cca1t ~ cqutilupn posh : ,i-� i..•ui r; '' b(e w.1,1/K, M';th al'wib(oriidkpni l bv.afiesior is award:. ,! ur ,-...��j pfthtii.Aipta` c,ecutpmemicakgopes,,;,andlpe.c lc._ ukpl 'riiigrbkdnda`w0.'''nke6"ry P!"::bJft1 4• the"w b-bascL..;z.r�.; : tlip�•�.�4�>pp«eutLsl+E�utu:�+•xirr(rbmrocw8. :`t "' T. : - t',;; '•*;• �iyJ,•"• ••-a ;; � k;;•' c!:'.F.:.. ='ra2af0�I(�,::,-r::•iilll�t _;': .'•_d. r. :ra �.:?•`• • 'p'•.. �'S'° 1'9i•( •{y!'15y.A.r.: • .. 4 f ,.I....:j, i `•ram Y c;' ,,.4.. -:"S Y ' .,'::�2`"R: .`.�k. :r - t• 4; Yx COSIw .��: •rr_'Fi,+.r. `." a0..1 � s; •.Y.:r.'�;•••:. S:'': Y)`... .. .:R.. h _s}•P'. }'r.�1, -f a' T'S::�i'rii.-sR•,+'%;tSf� ,^gr.. ` �:i::1:,., ri>.;.•!?�r..a_13 �''rl ^`•r:;='t= :^ :. i'Afll .{rail :. -'.�•Y.. .C+}lC/'+I.'•T', t.�... y.- 1P• p �a{t�tf.Si..J tK9, }j".1•+Y4 ��C��• z .t. a ; : :1f' ,Jar! eta: . ,rc.' •'_ r. •%',,: "'•n �.i.+ 1: .M-t ?'•' *.'+'i 1 .rO•A�'G_i .j. ',. s:...7\.�!' tip ..%. yn._;. :X' rYs� �5krig .rp lltb.riiGd. at kurellit(AEI. �Y200.i -.a.�r�•GwKrvn�ilYi'r'\V:4 �a�:✓ �tr` ��r. -tws�_ i 4VIab BSE•a 1 ♦ {`'�' !e_epP,piirmi �wapar:eiimys�o�`rjseteFyr.r.;r�•,; •pbf Ixy XELYrw,s $d�'d e1^ r7jL�}� ''a`�r � �f�,( �i1 � �..�i`Y�.'t'4`S�•r'.Z,' . -�:i'lY .%/Sri .'Sh�.1L!YC,A vam.',�a•.}�.j �1 � .Yd Y° � f•. •g �Y:-'y18c�•�.tr�-�{ ��4 Ui �: "% P• Pit57L'1' :1 . utam� m ' 'rA.3':aT, :rr'�'^,l.�jxliv! •� u•�''�'.s�rayt'�„i'^J.�r� ;�;.�;^�'�;�• ��. 4 ., :'x;` .._::�;z, LL Z.: 'ab 'L`t'�5"nyl� 1- -'�y'axu •� ?''" � n� s` 20 kv.L•e v_ ieR' ¢ ow: ^e d�: a�^G� moo..Q n':r.3Lc+.+p ftli'oP.,..,,F-r�-'gna.'test:...agrafamem+fr c r� et4g4'6'+' 9_ vr�ji[�0d" ,. , ,,, ;._ a b1, t.-, c,r.,.w.,o „aeop ��, 4r�yaT,�c�' •' r h:. �`., �! �} Vr :'"4{��'i1 .Y�i C T.�.��1/,1�. �L,+tLi'L� i��•b� t�r� t � t� t'r. (-fir: Hiring of full -lime or part-time staff or co. adarskansuliaats: . • To mist with the management ofFYO$ HSGP. • To mist with desigrk requirements, sod implementation off-1 M )ESOP. • To mist with the implementation and administration elite Stale Hrmirtmnt Security Strategy, as it may rdate as the individual grata Fogrm. Wring of full-time or part-time MOT or c ntradordcaasult■ats sad eapcwer related to • BSOP',ppiinrion snbmissiaa matagrmeat activities and application requirements. • Mating compliance with reporting/data collection requiramenss, including data tails. Devdopmeni doweling piaas far information collection and proaulag necessary to respond to DHS/PEMA data =do. Overdureiad backlW cats —Payment oforatime exposes will be for mirk performed by award (SM) or sub -award employees is mass of the established work week (osoelly40 boos) Mod to the Md:A activities for the devdopnaa and implementation of the programs undo HSOP. These costs are �QO Wh!b d1e l.plE.pty kR xOr Weh tglY.icu IS 111 aeoordancewith 1te/s dine *toerr Itioal, anit(s) o(govanmmt mud htis'fhe approval of f YIC ateOur'iwardm',!gen°y,r•)nq !..,lt!PPlinble: bi eb,ebse irdiW• 000gjimimitioo'iLo wabie ;That R sn employes aei omit rifgrvatintad.miip Pot icc)re° (min their amittsageovia goianmadAND kin m • awmd fora oink period of time (e.g, 1:00 pre to S:00 pm), even though such work may benefit both activities Fringe benefits os overtime bars ma Naiad to Federal Insurance Contributions Act (FICA), Workers' Compensation sad Urtcmploymml Compensation Travel exposes Maedag-rdsted expenses (Fora complete list of allowable meeting-teigad menses, please review the OJPFamncial Guide at http/fwww.ojp.usdoj.gov/FinQuidc). 21 Aegabltion or.pthgrlud olftcc equipment, including personal computers, Ipwp computuq, !CrinmLn. LCD projectors, and other equipment or software which luny be required to support the implementation of the homeland security strategy. The lollnwlog arc allowable only within the contract period: . • Recurring fecslpharges associated with certain equipment, such as all phones, fucs, etc • leasing and/or renting of space for newly hired personnel to administer • programs within FY011 UASI. 22 D. Scope of Work Funding Is provided to perform eligible activities u identified In the ORa °MOrants and Training Fiscal Year 200g Urban Arcs Security Initiative (UASI) Grant Program, consistai with die Department of Hmmind Security State Strategy and the Urban At CI Strategy. Eligible activities are aulined in she Scope orMork for etch category below: Categories and Eligible Activities Urban Area Security Initiative FY200g UASI allawable costs are divided Into the following categories: planning, organization, equipment, training and exercises. cos =getout and administration cost are allowable cost. Al least 25%of IJASI funds must be dedicated towards law =revetment terrorism prevention -oriented planning, organization, training exercise and equipment activities Each category's allowable mete hen been listed it more deta0 in the "&edgd Detail Worksheet' above A. Planning Developing seteario plans that lacorparate the range or prevention, protection, response. and roomy activities for a scenario Developing and Implementing homeland security support programs and adapting DAS National initiativeslac/udleg but nor limited to the following: d Implernnrting the National Preparedness Guidelines 4 Cora associated with the adoption. implementation and adbrcna to NIMS compliance requirements; Including implemenrksg the NDAAS National Credentialing Framework Z Modifying existing incident management and EOPz to assure proper alignment with the NRF coordinating structures, processes, end protocols 4 Establishing or enhancing mutual aid agreements 4 Developing aamnuniaions and Wawa -ability protonob and solution 4 Cnnductikg tout, regiment, and Tribal program implementation meetings 4 Developing or updating resource inventory assets in madam to typed resource definition issued by the NIMS Integration Carta (NIC) 4. Designing Stare and local geospndd data systems 4 Coodueting public education and outreach =menials. including promoting individual. family and brains unergemy preparedness; alma and warnings education; nd evacuation plan as well as IED or bombing prevention awareness 4 Preparing materials for die Sate ?relatedness Report (SPR) Developing related terrorism prevention activities indudiag: d Developing law enforcement prevention activitia, to include establidsitg nd/or enhancing a fusion center 1 Hiring an If specialist to plat. develop, mud implement the ff application necessary for a fusion canal 4 Developing and planning for inforumtioo/adetligna sharing groups 4 liking contractors and consultants to make recommendations on the development of a fusion center 4 Inlepaning and coordinating private sector participation with fusion meter activities 4 Acquiring systems allowing connectivity w Sate local, ndfedaal data ndarmbs, such as the National Crime Information Center (NC1C) and Incanted Automated Fingerprint Identification System GARS), as appropriate 4 Planning to enhance security during heightened rite, doing terrorist incidents, i nd/a during mitigation and recovery 4 Multi -discipline preparation across Lot responder mnummiry, including EMS for mponse to catastrophic cvenh and acts oflarorian 4 Pubic infomnatiodcdsvation: printed and deasa,tc mgaials, publk service annoommmants, seminorshown hall meetings, web postings coordinated through lout Ulan Corps Comb . as :., C9µmn. C.q[pc.volunrev propama •ad a ha.aaivides.9Q,ags?ancFP 404in PotieipatiP!e.....,. ,..,_...., _ n .. . ;CaolucWg public educ Oa campaigns IDOiduit lnnmofing »Aividuij fiinily and Ink:alas aigeriascy Priparidnas' 6 nb[Ripi¢v;Eimp peg i #9r .utirig,M* rsgi6ri!fabut and sfforta 1141: tiulld upon fie 4' •Eviildttlag tP security'equiprtiut adkrpasomel regtdremntsto protest andwows sites 4 CD' cost assessments, including resources (e.g., financial, ptswnnel) inquired for security enhancements/deployments 4 Multi-Juaisdiction Bombing Prevention Pies (MJBPP) 4 Utdcrwata Tanorist ProtnWon Plans Developing and enhancing plans and protocott, Including loot not limited to: 4 Developing a enhancing EOPs and operating procedures 4 Developing terrorism prevention/deterrence plans 4. Developing plans, procedures, and requirements for the management of intiasoueare and resoamr retinal to HSGP end implementation of State or Urban Ares Homeland Security Strategies 4 Developing or enhancing border security plans 4 Developing or enhancing cyber sty plans 4 Developing or enhancing cyber risk mitigation plea 23 .4 Developing or ednncng ogrkulmre/food security risk mkisman, response, and recovery plans i Developing pubIk/privak sonar partnership emergency response. asseumrn(• and resource sharing plans i Dcrelapkg or enhmking plans to engage and Interface with, end to increase the apathy og prink sector/nap governmental entities working lo mat the human mice response and recovery needs of victims • Developing or updating noel or regional communication plan 4. Developing plan to support and u,isi special needs jurisdictlom, such as port authorities mad rail end mess transit agencies .L. Developing or anemias ias continuity of operations and continuity of commas plats 4. Developing or enhancing existing catastrophic incident response and recovery plan m include and integrate Federal wets provided corder the NAF 4 Developing or enhancing evacuation plans 4 Developing or mtrancing citizen swgeapeeiry i Deadening o enhancing plans for donations and volunteer amnagenxnt and the engaganen/integratioh of private scctorhon•govamtaud entitles in preparedness, ttipease, and recovery idivities 4 Developing or enhancing Daubing A:erentian Plaid 4 Developing school preparedness plans 4 Ensuring jurisdiction EOFI adequately address innings, emergency public information, evacuation, mass rare, tesomre management from non-govemmalml sources, unaffiliated volunteer and donations management, and volunteer resource integration to support each Finagaey Support Function to include appropriate considerations for special netts populations d Developing and impler miring civil rights, civil liberties and privacy policies, procedures. and protocols a Designing and developing Star and local geospntisl dna systems Developing or conducting assessments, ledading but not Ilmlted to: s' Condudipg peal vulaaabillry assessments at critical infrastructure sites/My assets and develop ranediatia hecurity pion 4 Developing border security opoatloos plans in coordination with COP 1 Developing implementing, and reviewing Area Maritime Sassily Plans for ports, waterways, and miasma was 4 Updating and refining Went matrices � t t.oadudiajrybmrisk advulnerability assessments d Conducting assessments and exwcising existing eauuophic iocidem response and recovery plan and capabilities to identify critical gaps that moot be and by existing bet and Stale resources 4 Conducting Bombing Placation Capability Analysis '>• Activities that direedy salmon dine identification afenaigc caasaopbk incident priority response and iccove y projected aaeds moos disciplines fag lawenforc sent. fire, EMS, public baUh, bdmrioral bald% public works, eminence. Infonation t eism:dogy, and citizen preparedness) 4. Activitia that directly support the idaaigation ofpte-designated temporary housing sites i Conducting community assessments, surveys, and resew:eh ofwrburabifities and resource needs, and ddau ine citizen education and particgstimt to meet fie needs �• Conducting Citizen Carps program assessments end nukes ions. clime preparedness surveys, voiuntea impact studies, and cost/benefit analysis i So8 target security planning (public gatherings) Other digiblc planning acdytia are listed to the Budget Detail Worksheet" above. B. Organisational Aedvldes No most than 2S paean o(coch individual UASI award amount may be used for operationdaepenses and overtime costs for the duce (3) Organizational Aerivbies noted below. Operational Overtime Costs. In support of;Ions to whams apabdidei for detecting, deeming disrupting: and prneruing acts of terraria , operation' overtime coos tee allowahk for increased sanity uwsuree critical infrawuwre sites during DIRS-declared periods of Orange or Red thtat levels. Subject to these elevated threat level conditions, FY 2001 UASI funds for organisations/ costs cosy be used to support soled . •. : operetiond"e:pe raw usoci.ted widrinawsed annoma mma at witted infrasik ouame s in the foltowiog 'aufhodciitejories'':•` _S.. ;,1: •. •`.t:: 'i?-'+�:.71>':.: =....; • r.::..... ,}:.:...•,.;,S�cKdliodogidmcC '(oiNffingdic«IooaIEO o' ifki ig dlud snanil}for'uit(rt,in8 �4uaua sire Pubic slay ovahme 4 • Notioal Guard deploymathn to prtomt attic' infrastructure sin% including all menaces that she pan ads standard National Glued deployment package (consumable costs, such as fuel asperses, am ail meowed except as part of the sanded National Guard deployment package) 4 Increased border security activities in coordinadan with CEP Consumable costs, such as fuel expenses, are not allowed except as put of the atandmd National Guard deployment package. Steles with UASIjurisdictions can use fads retained at the Stow level to reimburse eligible operation' ovenbne expenses ironed by the Stars (up to a madman of IS percent of the Stale share of the UASI grunt} However, those activities must directly support Maenad semidry mums enacted in die UASI *nankin. 24 2. Overtime Cost. Overtime costs am also allowable for personnel to pMicipme in hsfocmotion. bwestigalbvt, and intelligence sharing activities spccifially minted to homelio.d see pity. This includes aoivities such as anti- 4rraritm task farces, Joint Terrorism Tukforeu (I17F), Ara Maritime Security Committers (as required by the My Iimc Tni nponadon Security Act of 2002), DHS Border Elam Mani Security Task Forces, and Integrated Border Enforcement 3. lrmelligencc Analysts. UASI funds may he used to hire new staff endlm contractor positions to serve as intelligence analysts in enable Infamaionhntelligo ce sharing cepabllides. lot order to be hired as an intelligence analyst, staff and/or contractor pawned mad nets es least one of the following criteria 4. Successfully complete training to orator baseline proficiency in inidligmee analysis and production width sit months of Ming heed; mane. 4 Previously screed as an intelligence ntaiyst for a minimum amnion yeors tither in a Federal intelligence agency, the military, or Stale and/or local law mien:anent irtegigence unit Costs essocated with hiring now' ialcUigmee anaysm are amebic only for two yews, after which States and Urban Areas shag he respoasibk for supporting the smnainrned! costs for hose intelligence analysts. Use of funds for Oe hiring of intelligence analyse represents a commitment by the grantee to sustain F.dmagy-funded positions alter the two -yeas Federal Ending period with aoo-Federal resources Failure to sratain such positions will result lo diqualUGutkn of grantees from bring analysts with Federal Sends in future program years In order to maim funds for hiring intelligence noalysla the SAA must Main certification on file stating that the raponsibk jurisdietco will assume responsibility for supporting tic costs of the bird analysts following the two-year Federal funding period. This ratification mat also be accompanied by a budget pia providing the details of this aragonent All intelligence wlya training should be in accordance with OlobersMNbrissms Oirinalletefllgeree Training SSorrdavdsfor Lav Enforcement and Other Cranial Justice dgenekz in the United Saes, which radios the minimum categories of training needed for intelligence aoaysu. These includesubjea-wnv ciq,arsise, analytic mart odelog)es, custom -snake ethics, intonation handling end processing stills, critical thinking Mills, computer literacy, and objectivity and imdlehmral honesty. A certificate of cmapktion of such training nest be on file with the SAA and most be made available to preparedness Officers upon request. Under no ciraunua ces mayjurisdidioas exceed 2.5 percent albeit UASI award for these activities. C EgdpmentAcquisltson My equipment purchased, under this meoaet must be in accordance with the Authorized Equipment fist (AEL), located ubtm:uwww.rt-b.gy D. Tlalolag FY 200S UASI funds may be used to enhance the capabilities of Sae ad bul government and non -gave mental esnagenry preparedness and response pummel through development of a Sore homeland security training program. Allowable training-relaed costs include: 1 Funds used to develop, deliver, end evaluate training. including costs related to administering the trifling. pluming. scheduling (alleles, materials and applies, reproduction of materials, and equipment 4. Overtime and Backfill sma, as defined in this guidance, associated witb soendiog or touching FEMA- spwsavd ardor approved training musses and programs are allowed. These costs are allowed only to the extent We mince for such services is in accordance with to polities of the Stale or tanks) of local government and has dm approval of des Stole s We tawniest agary, whiebover is applicable. In no use is dual compensation allowable. That is, an employee of a unit of investment may not receive umpn.ation from both Wei molt or agency of government AND from an award for a single period of time (e.g:i i:00ppm to S:0O pm), emu thoughaurh work may Scnelt both aaivitier, Further: owatmo matt LaOeiised iriW emihloyifsvrho patiuvag iniiiidn; in:i'.kaehloglife for whtrJl they are am tpcisilcd pe Aotplomd. FMgi bcrefts co pv.tlmc lean aft ummcd.m Fiddnil gager.= • Oontrlbudans Aa'(FICA), Work.. Compmswpen on mina Unemployment Coms con. o. 4 Thee! ask fog, airsare, adage, per diem, hotel)rare Jlowibli as aryatiss by anytoyees Who we m travel Gaon for official business Mated to approved training. i Hiring ofruit ornate -Time Staff or CootraelordOnsidla ns to support lraioing-selsted activities. Payment of salaries and fringe bawfds oast be in accordance with We policies of the Sate or unit(a) of bad govemaem and have to approval ofthe Sane or awarding agency, whicberer is applicable Such costs must be included within the funding tdlowed for program management personnel expenses, which must not exceed IS paean of the Ind allocation. 4 Cem)Sation0tacertifiretion of Instructors is n allowable cost. Sates are rummaged to follow the FEMA Instructor Quality Ame nee Pmpmn to ensure a minimum level of conpeuncy and cornsponding kveh of evolution of student kerning. This it pack ularly Important for those courses that involve training of train= 25 E Exerdses All Urban Areas arc required to develop a Multi -year Training and Exercise Plan and submit it to FEMA on an annual basis. This plan must tic into to Multi -yew Training and Exercise Plan developed by the State and aligns with the Urban Area Homeland Security Strategy. Further, Urbrh Ares an cocaraged to develop a MuId. car Plan and Schedule Ilan Met inb mnsidaadon anticipated training needs oldie Urban Ann for ar least the immediate year, with norists being bated to provide responders the opportunity to udlizt toning received. Further guidance contemn Training and Exercise Plan Watsbops can be found in the HSfEP Volumes. Allowable esaeise-related coats include: -1. Foods Used to Design, Dcvdop, Coadud sad Evaluate an Exercise —Includes Costs related to pluming, meeting space and other meeting cook facilitation eons, maletials and supplies, travel, and documentation. 4 .Biriug of Fell or Pan -Time Staff or Contractors/Cons:tents—Full or pan -time daifnuy be hired to support exerase.relate,d activities. Such costs must be included within the funding allowed for program managaneot pensomd expenses, which mist not exceed 1S pereem of the coat dlocatio. The applicants ' formal minim procurement policy or the Federal Acquisition Regdations (TAR) —whichever is mac sni meat —mhtst be followed. In no ease is dui compensation allowable. Overtime and Bacldill— Overtime and ba1t costs associated with the resign, development, and condors of • exeroises arc allowable expenses. These moss arc allowed only to the extent the payment for such services is In accordance with the policies cl Ibe slate or unit(s) of local government and has the approval of the steers* awarding agency, whidtevcr is applies* la no rase is dud conhpensthen allowable (see above). Fringe benefits on overtime hours are limited to FICA, Worimre Compexsatfon and Uhumploymear Compensator. .5 Tnvel — Travel costr are allowable as exposer by employees who are on travel sinus for official business related to the planning and oondua of mac* projaa(s). .1. Supplies —Supplies are items dual we mended or consumed during the course of the planning red conduct of she exercise project(s) (ex., copying paper. gloves, ape, honetadle masks, and disposable protective cqU). ai Other Item —These cods include the rental oflpaccAocations for exorcise planning and conduct, renal of equipment fug., portable Wets, mom), food, refresixnans, gasolbtq exercise signs, badges, eta Unauthorized s:xerdse•rclated ass include: .5 Reimbursement fordo maiotenna and/or wear and tear costs of general use vehicles (e..g, construction vehicles) and emergency response apparatus reg. fare trunks, ambulamca} d- Equipment that is pmehtsed for permanent installation and/or tsc, beyond the seam of exercise conduct electronic messaging signs). Exercise Scenarios. The scenarios used ion exercises must be based m the Utbm Area's Homeland Seanity Strategy and plans. Acceptable scenarios for UASI exercises include: dtmsiul, biological, eadiclogical, endear, explosive, cyba, agricultural and sutural or technological disasters. Esaeise 'apiaries must be 0msrupbic lo scope and sire, as defined by the National Response Framework. The scenarios used must foal an volidaiet misting capabilities and must be large commit in scope and sire to axre to muitipk taxis and warrant iavolveate t from multpk jurisdictions and disciplines and non-govapmensal organizations. Exercise scenarios should also be based co the Mrdtyeu Training and Exercise Plant If a Urban Area will be besting an upcoming special neat (et, Super Bowl, O-g Summit); they anticipate psnicghatng ion aTra 2 National -Level Exorcise as defined by time National Eternise Program bspkrn entation Plan (NEP I -Plan); err Ncy anticipate the they will apply to be a vaue' for a Tier 1Nasimd-Level Exercise, as defined by the I -Plan, they should plan In use UASI funding to finance mining and exasise aaivita in prep.retms For that event Urban Ares should also consider exerises at major 'venues (e.g.., arenas, convention centers) dud *us on evacuations, communications, and command and control. soles should arse anticipate psedeipating in at least one Regional Pnaccise anmsdly. Steam must include an confirmed or planned special events in the Mtdd yesr Training and Exercise Plans. F. Personnel • ' ' • `Teter n set h4:ig,,w: rime, arid b.Mddl(ospmme mopeemtmA ender ere grant fa order m perform allowtbie FY200.1 USGP'pismng, training' execise. hod equrymcd Ictii(Ges..Aidditiouil information tan be found In your FY 2OOLgranl . guidance. ...... . . i For SHSP and UASI, a pasonnd cep of up to 15 percent attach of the rood program tends may be used. Grantees who wish ro seek a waiver from de 15 paarn personnel cap must provide documentation explaining why the 15 patent personal crap is unacceptable; waiver requests will be considered only under extreme circumstances 4 Thu: atogary of personnel costs does not apply to contractors. 26 C. Management and Administration .no more due 3% death sub-rceipicnes loud award may he expended on Management end Administration casts by the sub -recipients. Hiring of full-time or part.time staff or contractors/consultants: • To assht with the management of the FY2008 UASI • To mash! with design requirements and Use bnplementatbn of the FY2008 UASI 4 To assist with the bnplemontation end adminlstrelbn of the Urban Area Homeland Security Strategy. as may relate to the FY2000 UASI Hiring of full--0ma or part-time staff or contractordconsultants and expenses related to: a Meeting compliance reporting/data collodion requirements, b dud ng dela oaks Development of operating plans for Int/meatfon collection and processing necessary to respond to DHSIFEMA data calls Overtime and baekllll mete - Payment of overtime tames will be for wort performed by award (SAA) our sub -award employees in access of do established work week (usually 40 hours) crated to the M&A activities for the development .and implencntation of the programs wider HSGP. These costs are allowed only to the mere the payment ter such services is in aceordanec with the policies of the sure or local unit(s) of government and has the sppwval of the suite or the awarding agency, whichever is applicable In no rase h dud compensation allowable. Tlrar is, an employee of a wilt of government may not receive compensation from their unit or agency of government AND fetes an award for a single period of lime (e.g..1:00 pm to J:00 pare men though such work may benefit both activates, Fringe benefits on overtime hours arc limited to Federal Inman Contributions Act (FICA). Wakes' Compensation sad Unemployment Compensation. Travel expenses Meeting -related expenses (For a complete list of allowable meeting -related expenses, please review the OJP Financial Guide at hItaJMnv oio.usdoi oov/FbnGuide). Acquisition of authorized office equipment The following are allowable only within the period of performance of the contract: t Recurring lees/charges associated with certain equipment, such as col phones, faxes, arc. • toning indoor renting of space for needy hired personnel to administer programs within the FY2002 UASI H. Coestreedoa and Renovation Project construction and renovation mot acceding 51,000,000 is also allowable, as darned neeumuy by die Office of MIA, under the FY 2000 UASI Suet oonsouerloe and taavation *hall be suicdy limited and a0owable only when it is mummy component of a security system at cited Imfiaslruraae facilities. The following actions end impartments are considered to eonstitrteceasnnation or renovation: • Construction adlar renovmioo to guard facilities; 4 • Renovation of andinodificstioms: bcJuding ebc installation of security sad commenicarion equiproent to building and structures that are 50 yeas old or older 4' Comenunications antenna; x Any other construction or renovation efforts that ebmmge or spend the footprint ell briny orsesreaae, including security enhancements to improve perimeter security; and 4 Physical security enhancements, Including but not limbed to: a Ligmnug . .-Fcrrchrg, . Cldsed eireuit telivisioiu (rfl).sysbms . a... Molidddbfutiani �yst8iss':': ' ': • .... Binigs, doors,, she =I fed nanny ananeemems t. Appr anal Protest: 1n order for gamma to drewdnwn funds for eonswdlan end renovation cote, the ponies must provide the Division with: ry. A description of the asset or facility, asset location, whether the infresaucbae is publicly or pdvatdy owned, and the wnsauction or renovation pegect 4 Certiheadon that a facility vsdncrablliy aaesssnest has been conducted for the facility, 4 A description of how the osmstmctim or renovation project will address the idmtifed winenb0isy fes) front the atseument; 4 A suteaseot on the consequences of not implementing the eonswaion or renovation project and, e9- Completes! NaiioalEnviromnaste Policy Act (NEPA) Compliance Checklist. 27 Note: Written approval muss be provided by FEMA prior to the use of any FY 2008 UASI funds for construction or renovation. I. Overtime and Beset Guidance Ora -dun. Expenses Wand by those personnel wfo, as a result of FEMA-approved activities. are performing ova and above their normal, scheduled work bouts or yolk week Backial-related overtime Expenses incurred by thou personnel who are working over and above their nmmst srbduled wort hours, a work week in order to perform the duties of other personnd who arc temporarily assigned to FEMA- approved activities outside their tort responsibilities. The O3P OCdoes not distinguish between Overtime and Ovenime as lied111—they arc both viewed as overtime regardless of whether' the individual has performed mon boors in then bormally assigned plsa of duly or if the overtime accrued as a result dining re -assigned to a different place of duty. Overtime and baddid do not result M an increase of fug -time cmployas (TfEs). Atow+blc Plaanipg, Training. and Exercise Cost Specific to Law Euforcemat Terrorism Preveadon (LErF}erienld Activities At least 25% of UASI funds most be ddicald towards law ceforcurrost terrorism preventiao-oriwed planning organization, training, rxaeise pod equipment activities. J. LETP Manning Acfvidrs: 4 Conducting point wkoaabllly analyses and ssessmeots 4. Sod target security planing (public gatuerings) 4 Developing border saw* operations plans in coordination with COP 4. Developing, implementing, and reviewing Am Maritime Security Plans for ports, waterways, and coastal areas 4- Updating and refining dyad matrices d. Migrating and eoordimting private sector participation with fusion gotta activities 4 Developing ad bpplemading civil rights civil liberties and privacy policies. procedures, and protocols 4- Acquiring systems allowing connectivity to State, bal. and Federal data networks, such is We National Crime brformation Cans OCE) and bupatd Ammaated Fingerprint khocifiewion Spears (JAFISJ, as etheenn+aee 4 Desigtsin g and devdopisg State and local gaospatisl data systems i Costs associated with the adoption. implcrocnOtmand adherence to NtMS compliance requirements; including implementing the NIMS National Credentiaiiog Framework 4. Integrating and coordmatng private scant panicipttion with fusion order activities Establishment/Eah ncan nofFsmonGraters 4 Hiring an IT specialist to plea, develop, and iahpteoa a the IT applications memory for the fusion center 4- Developing and planning for iafonnetio�ntelligence sharing coups d Hiring contractors and coesukants to make recommendations co the development of ee fusion cater K LETP Training Activities: Lew enforcement anorism prevention pmtectian•mientcd finds may be used fora range of law afmcemust terrorism prevention related training activities to enhance she cymblides o(Sim and loci personnel, including the fsUowing: Erlobfid+mentiLehante nrgfFnriias,Canters •. Grant funds may be used to support keen analyst training in the following rooms: i• Partdpation 1. DHS approved Intelligence analyst inhales: Suns wishing to develop or sponsor intelligence analyst courses fir a natonai audience atmnld submit anuses so PEMA for review and approval in aemrdame with the process outlined In Pam VI and VII ed tbe MOOS grant guidance. The Uri of spprovd courses will be mnana tly mutated and eon be accessed in he EW A catalog at h#»jAivmtfirsirano rcirilrii:iiot�odn wibfwi,s — :" +,?e—-i"..r,.`-i;figgi+`i�'@"'i.S^,'"�i.'"ar•1: �::1:^. i:.?4'.� �:l% 4 `;Ilfiltod;Rai D Nos. ' ii.FFMA PRRro►e.dbnlc llgcncc aulys(Inining:'Stetea mg' bend imdehti vi ntmd ...:.nonipPtovedJnfrAi`mee.itialysu boaraala up to brim offesiys inaceontanrnnith t e.haudng prohrss..atliond in Pats VI and Va of tnc FY 2008 grant Fiance A certificate of completion of all intelligence wstlysts training nun be on file arid' the SAA and must be nude available to Preparedness Officers upon request upon die hiring of personnel. Allowable costs include training anuses that focus on: 4 Building information Awing capacities (especially among law=fon:anon, nonlaw enfareanam, other gove vnmt agatdcs, and the prima sector) 4Methods of mega hardening 4 Facility law a[oreamat security personnel, to include facilities, mach and pone L MOPE, agriculture, mad eyber ducats 4 History of terrorism and social environments contributing to Maeats Surveillmoe and counter -surveillance teelaigsa 28 4. Privacy, civil rights, and civil Mates regulations, policies, procedures, end protocols 4 Critical Infraaructure protection Inning, to include identifyinghisseubm critical infrastructure assets, whwabfGtiea, and threats 4 Cyber/wilcolime/food security thrum tewgnition and p,Wresivc measures training 4 Calmat awareness training for community engagement activities and =dermrer operations related to terrorist organizations d. Languages, sueh as Arabic, Urdu, or Farsi, which are spoken by known terrorists and tannin orgsnizaiionu A Join (reining with other handled sewriy entities (e.g., U.S. Scant Service, CBP) 4. Use of Miamaabic communications equipment Y Collection, analysis, mapping Integration, and dissemia ion ofgeospdiel dam and imagery 4 Geospati& database use, design, development, end mmagenrnst training 4. Volunteer panicipnion to support law =forcemeat and ronumniry policing activities related to increased churn mermen of terrorism activities, to include the Volum= in Police Service and Neighborhood Winch provenss L LETP Exercise Acdvltiu Lw enforamuu terrorism prevention pmteetim-aiented funds maybe used to design, develop, mndad, and evaluate terrorism prevention-relaed exercises, including the followirng: S Exercises to evaluate the effectiveness of informuia .sharing plan, policies procedures, and protocols d. Exercises to evsl ateNlMS implementation. This includes costs associated with cxereising components of the NiMS National CredcndJing Framework Exercises to wahine facility and/or vessel security protection Exacises to evaluate arm a mitimo scan* probation Exercises to evaluate threat recognition capabilities Exercises to evaluate eyba security mobilities Exorcises to calorie agricultural/food security capabilities Exercises to evident prevention readiness and techniques "Red Team" (force on forms) exercises intaoperable mmmaicslions exercises Critical infrastructure vJmabiliy, pmleetimr. and/or etude eiereists Where practical, these exercises should iinrarn the public sector, non-govanmeno palms, trained dean volunteers, slid tie general public. State and foal govasamas should wok with Weir Chinn Corps Commits to indule volunteers from p0W100J such as V Wursteas in Polite Service, Neighborhood Watch, and the gala& public. J. Ratonsl Incident Management System (NIMS) Compton= NSPD-5, "Managemaer ofDomestic brNdenes' mandated We ando n of MIS and the National Response Plan (NRP). NIMS provides a consistent homework for entities at all jurisdictional levels to work together to msnnge domestic incidents, regardless ofeause sire, or oomplexhy. To mom* Ioteroperabiliy and compatibility among Federal. State, local. and 1sbal capabilities, NlMS includes a core sot of guidelines, standards. rid protocols for command and management, ➢RDaedoas, asowcc management, calumniations and information management, supping tashnolgies, and management and osabnan.oce of NUS. The NRP, sag the template established by NIMS, is an all- dacipf inn, all -hazards plan that provides dm structure sad trachaniuns to eoodiusm operations for evolving or pantie! Incidents of National Signi0caacs, which are nmjor malls that 'require a coordinated and effective response by so appreprint combination of Federal, Stain, local, tribal, private sector, ed aangosv maa+td entiiim.' The NIMS Integration Ceeta (NI) remnaucods 30 NIMS Compilerce Objectives for nongovernmental prymizatioos Wes supportNQAS iaplemomio n. These arroviries elosdy parallel the implementation activities that have been required of lint territorial, tribal, sad local government: since2004 madam be formdd Www.fnms.env/adf/ernerecnw/nimek.00 fs.adl: To imegnu nonprofit °egaaizadan into the broader mtionel pnporedorsa effort, DHS encourages grantee; to consider pursuing that rerdnmsended activities. Additionally, nongovemenan.l orgniatiaas gnaw and sb-psetrss MU be regained to sneer pertain NIMS compliance requirements. This includes all emergency preparedness. respnmq, andke scaritypersonnel in the aganicalon participating in the development, bmplcme nutim, and/or operation atresources !and/or gmivides awaited through this :.g.t .,Rrn'ciiplek)udibg prgiis;:oDsantwi6,tlne t{Ud9NptiaW Stnd!d Qudmdum Dtvlopmom Guide 4oinattinresonblv1i0))MScAn3nqiS400&NPi /ln1n50odutiIri lncideat' Cq tnitiA 4?teiri.(ICS-1, of Iueitscilf npiuid 05.iaei (IC5-2o0); bieiriietliiie hsadoit Cliiiuuernc Ssstan f03o0), era ..Advanced 1n"ciccin Consivaid.Syfitem (G;<00) ale ika.Raoi®dhded For.mddiitimst=Nar ce an N. f l$ Dating, pkcse refer to bttollwww.famu.eovkmereascv/nbsn/nims traininrshlm. Addition& information about MIMS implen entation and raouas for achieving compliance an available through the NIMS Integration Caner (1.1fC), at lgtd//www.fcma eav/omaamcvdnirm/. hMhbpMphp 111. Reporting Requirements 1. Quarterly Programmatic Reporting: The Quarterly Progammalie Report is due within 30 days after the end of the reporting periods (Muth 30, June 30, September 30 end December 30) ibr the life ofWl contract Ifa report(c) is delinquent, future Bunctal • rambursuncnts will be witMdd until the Recipient's opening is curling. 29 e- ensue Re din Schedule Reporliag Period Report due to DEM no later than Joinery 1 trough March 31 Aptr0 30 Apra 1 through June 30 - Juty31 July 1 through September 30 • October 31 October 1 through Deana. bet 31 January 31 1 Programmatic Repordng.BSIR At the ad of eacli biannual reporting period Che m hoe and fitly to Dec), and for the life of the award, the subgrentrsheeipieat will report information for the federally required Biannual Strategy and Implementation Report (BSB&). 3. Reimbursement Requests: A request far mimbum:meat may be seat m)btr cactuses mmygrkrreview nod approval a•arnytimc ddodirg the contra period, The Recipient should include the cowry's corresponding line item number in the "Weil of Claims" form. This number can be found the *Proposed Ptogrun Budget". A line item number it lobe included for wry dollar amount listed ie the "Detail of Clang" form. 3. Close out Programw1eReporliog: The Close-out Report is due to the Florida Division of Emergency Management no later thin 60 days alter the contract is tidier completed or the manual has expired. 4. Monitoring_ Florida Division of Emergency Management US Department of Homeland Security Grants Program Grant Monitoring ?routs Flaide has wire cod the state and local capability and capacity to prevent, ptepme and respond to termisl threats since 1999 through various funding scams including federal grant funds. As din sowed oldie State Homeland Security tint Program funds, projects and equipment the Florida Division ofEmagacy Mmagement (PDEM) has a sesponsbtlity to track ad monitor the steers of the gram activity and Jams purchased The monitoring process detailed o this dowtn ent is designed to assess a rccipiat agency's compliarm with applinble stale cad federal guidelines. The FDEM is responsible for monitoring the financial. progrosumaic and capability portion of the get to include equipment prawn:ane n and compliance with applicable SHSOP pant guidance and statutory regulations. Monitoring is accoutplisbed uiiIlziog various methods including desk monitoring and no-sbt volts. Mae are two primaly meat reviewed during motoring activities - financial and pogansnox 'repshility. financial mwitaing is the review Placards associated with the purchase and disposition of property, projects and attracts. Capability review Is the observation of equipment purchased, protocob and other associated records. various levels of faancial and progranuwtic review may be aecomplisbed during this process. • Desk monitoring is defined as the review of prnjexs, financial activity rind technical *seamnre between the program office and the appliwd via e-mail and telephone Site visits are defined as actual visits to the recipient agency's location by a team te mambas of the FDEM or their designee, to actually observe records, procedure' led equipment •'Prwuenen•of amount i et ttbrine'Mivttw -• •':F,.t year the FDEM will identify tip so SO%of ieb-puttees for site iisil nioa)tm ng, I is bnponaa so note that although ashen • .grata has ban Oaied MicairPotlY,'it hatill subject to ogle dedc,r„an-fit ma,iorung. )examples of areas 'hot mar be examined inetudr Management and administrative procedures Grant folder maintenance Equipment sceotmtability and sub -hod receipt procedures Progaro for obsolescence Status of equipment purchases Status of training forpurrhasdd equipment Slahn and number of response takings conducted to include number trained Status and number of txrcfues Start of planning uYivi ' Aotidpned projected completion Specific difficulties aanplring the pled. 30 Agency NIMS/ICS compliance dacumenuuion to certain circumstances, tc FDEM' may tamest additional moniuninghofonnalimr if the activity, or tact' that of. on the pen of the specific recipient bah generated questions [root the region, are sponsoring stale witty or the FDEM ladesship• The method of gathering thb information will be determined on a easc•bycase basis. heck monitoring is am on -going process. Agency recipients will be required to parietpste in desk top monitoring on an annul basis and as determined by do FDEM. The agancy recipients will compete and submit the desk top monitoring within 14 business calendar Boys of receipt This contact will provide an oppommiy to identify the need for =chola' assistance (TA) andkr a site risk lithe POEM determines that a recipient is having difficulty completing their project As difficulties/deficiencies arc identified, cue respective region or sponsoring agency will be notified by the program office vis omit. information will include rite grant recipient agency none. year and project description and the noire of the issue is question. Msa.y of Owe issues than arise may be resolved at the regional or sponsoring malty level, loves Uut require bather TA will be referred to the FDEM for assistance Examples of TA include but are not limited to: > Equipment selection or aveitabk vendors > • Eligibility ofitcrosorsarvicts > Conrdination and partnership with other ascents within or outside the region or discipline. Site Vldis Sift vitro will be conducted by the FDEM or their designated pommel. Site risks will be scheduled in advercd with the recipient agency POC designated in the grant 'guinea Maitang quutiauairo will be provided in advance of the visit The POEM will also conduct coordinated financial and grant file menhaden,. These monitoring visits will be coordinated with the capability review visits, 5ubjea saner experts from other agencies within the region or sane may be a0ed upon to assist in the form of specs review as needed. At findings related to the capability review will be dummied and maintained within the FDEM. Site Visit Protocol lbc following oudina Ibe monitoring paned for the FDEM: The site visits will begin with those grantees that are cone ndy sprndimg or have (melded spending for that federal fiscal year (FFY). Site visits may be combined when geographies* cmtvcnient There is a site visit checklist to assist it the completion of all ;squired tasks. lite rail ?rewired.. A timer will be sent to recipient agency Poem of Contact (POC) stating the purpose of the site visit and sea al lout 30 calendar drys before the plumed anion data FDEM persomel will call within the tad 10 calendar days m schedule an appointment m review the gaNec'sprograma The physical location of any equipment located at an aherwte site should be confirmed with a rrpr sontal ve from that location and cos eddras should be documented in the grants folder before the site visit. The appoiamcat;basld be confirmed with the mace in writing (email is rteplablc) and doaroentod in the grn ntee folder. Any pommel from the FDEM Mending the ske visit will review the grantee's corresponding folda(r) before the lilt!, Prior to the risk, individual roko will be identified for the state visit Copies of applicable ilooanenb will be made and disoibuned to the site risk tom t at minimum of five (3) dendardays before to ,in A reminder o-maii should be sent to all tam member and the tenpins one bosisess *yin Beet ere of the dievisi . . _ ..., .... . ..{ ....r =: baci•PDEM oaouncl hpvc inlaid as to eke ast'ariteMioa'conferinca will b toaiducied..paring Iles li1C:it=iurrpnisc of the site -loathed= iteiwis PDEM•hhtendsarreninine wv7l beidemifett if fuaadt monitoring *sit will be eonduetedpthey will then•enplaia • their objectives and will proceed to perform arc financial review. FDEM personnel will review all files and supporting documentation. One the supporting doenunentation ha been reviewed, a tomlvisualispot inspection of equipment will be conducted. Ewe ilas should be visually inspected whenever possible Bigger items (computes, response vehicles, ate) shadd have in asset decal (teformatioaherid nwnba) placed tot prominent location oat each piece of equipment as per recipient ngmcy requirements. The serial number should correspond with the epptopriok tempt to confirm purchase. Photographs should he =ken of the equipment Orge Genital expend ibises in excess of31,000, per ham). 31 tf an keen k not rvegabk (being used during time of the she risk), the sppiopriuc doaunemetion must be provided to account forthel pardeutsrnide of equipment. Once the sourivisuaUspot inspection of equipment his been collided, the FDEM pa501nel wig then condom en exit conference with the grantee to review die findings. 0lbaprogrammatic Iuues can be discussed al this gene. such a1 misslnt quarterly 1Warts, payment voucherhahnbwumcnt equipment, quesdons, etc pore She trait FDEM personnel will review the site visit wotrsbm as a team and receive notes from the Financial Review Team, If applicable. Within 30 clench days Mlle site visit, a nsoaitnring sepal wile be merited and sent to the grantee explaining any issues and eorremivc maws required or recommendations. Should no issues or findings be identified, a monitoring retort to that effect will also be generated and sort to the grantee. The grantee will submits Canemire Action Man within a t(mefrnase as determined by she FDI3d The Site Visit Worksheet, report and photographs wig Nee be iodudcd in the grantee's Ole along with any doctonamts distributed at the site visit by the gnaws. K. programmatic Polnl of Contact Contractual Point of Conceal Progracnnmt a Point of Contact Graiyn W.sbingtan FDEM 2555 Slammed Oak Blvd. TTUahassee, PL32399-2100 .000) 410-1271 Csvolyg.washirM��em.mv Nicole Stanley FDEM 233S Shunted Ode Blvd. TdUmsec, FL 32399-2100 (130) 410-3437 Nicole.stenlev�rm.mvfgtida.mm L. Contractual Responsiblrttlel • • The FDEM shag determine ekgibkly of prgems and approve changes In scope of work • The FDEM shag administer the financial processes. 32 Attachment 13 Program Statutes and Regulations 1) 53 Federal Register 8034 2) Section 1352, Title 31, US Code 3) Chapter 473 Florida Statutes 4) Chapter215, Florida Statutes • 5) EO.12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66, Common rule, 6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975 8) Section 106 of the National Historic Preservation Art of 1966 as amended (16 USC 470), • Executive Order 11593 9) Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) 10) Title I of the Omnbus Crime Control and Safe Streets Act of 1968, 11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act 12) 28 CFR applicable to grants and cooperative agreements 13) Omnibus Crime Control and Safe Streets Act of 1968, as amended, 14) 42 USC 3789(d), or Victims of Crime Act (as appropriate); 15) Title VI of the Civil Rights Act of 1964, as amended; 16) Section 504 of the Rehabilitation Act of 1973, as amended; 17) Subtitle A, Title llof the Americans with Disabilities Act (ADA) (1990); 18) Title IX of the Education Amendments of 1972; 19) Age Discrimination Act of 1975; Department of Justice Non -Discrimination Regulations, 20) 28 CFR Part 42, Subparts C,D,E, and G 21) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39. • 33 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), Florida Statutes. The amount which may be advanced shall not exceed the expected cash needs of the Recipient within the Initial three months of the Agreement. [ X J NO ADVANCE REQUESTED No advance payment is requested. Payment will be solely on a reimbursement basis. No additional information Is required. t J ADVANCE REQUESTED Advance payment of S is requested. Balance of payments will be made on a reimbursement basis. These funds are needed to pay staff, award benefits to clients, duplicate forms and purchase start-up supplies and equipment We would not be able to operate the program without this advance. • ADVANCE REQUEST WORKSHEET If you are requesting an advance, complete the following worksheet DESCRIPTION (A) FFY 2005-2006 fB) FFY 2006-2007 (C) FFY 2007-2008 (D) Total 1 2 • 3• INITIAL CONTRACT ALLOCATION FIRST THREE MONTHS CONTRACT EXPENDITURES' • AVERAGE PERCENT EXPENDED IN FIRST THREE MONTHS (Divide fine 2 by line 1.) First three months expenditures need only be provided for the years In which you requested an advance. If you do not have this Information, call your consultant and ha or she will assist you. MAXIMUM ADVANCE ALLOWED CALULATION: -Cell D3 . . . . ...DEAN . Award. MAXIMUM . (Do not Include any match) ADVANCE REQUEST FOR WAIVER OF CALCULATED MAXIMUM [ J Recipient has no previous DCAJDEM 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. 34 Complete Estimated Expenses chart and Explanation of Circumstances below. Attach additional pages It needed. .ESTIMATED.EXPENSES BUDGET CATEGORY 2008-200S Anticipated Expenditures for First Three Months of Contract ADMINISTRATIVE COSTS (Include Secondary Administration.) PROGRAM EXPENSES TOTAL EXPENSES ' Explanation of Circumstances: 35 Attachment 0 Warranties and Representations Financial Management 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 the source and use of funds for all activities. These records shad contain Information pertaining to.grant awards, authorizations, obligations, unobiigated balances, assets, outlays, income and interest (3) Effective control over and accountability for all funds, property and other ascts. Recipient shall safeguard all 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 to determine whether costs are allowed and reasonable under the provisions of the applicable cost principles and the terms and conditions of this Agreement (6) Cost accounting records that are supported by backup documentation, Competition. All procurement transactions shall be conducted in a manner to provide open and free competition. The Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade. In order to ensure 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 shad be excluded from competing for such procurements. Awards shall be made to the bidder or offer or whose bid or offer is responsive to the solicitation and is most advantageous to the Recipient, considering the price, quality and other factors. Solicitations shall dearly set forth all requirements that the bidder or offeror must fulfill In order for the bid or offer to be evaluated by the Recipient My and all bids or offers may be rejected when it is in the Recipient's interest to do so. Codes of conduct. Ri,e Redolent shall maintain written ndards of conduct governing the performance of its employees :engaged in the award and adminisb tlon of befitraots No:ernployee, officer•or agent shall partictpate in tile: selection, award, or edministratrorr of a cvniracf supported bypublfc grant funds ff 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 financial 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 shad provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the Redolent 36 - '''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 Licensing and Permitting All subcontractors or employees hired by the Recipient shall have all current licenses and permits required for all of the particular work tor which they are hired by the Recipient 37 Attachment E Certiffcation'.Regardl'ng' .;;. . :.:Debahnent;;Sus penslo.n;;lneiigibihty. • :And Voluntary''Ezciusion:.::: Subcontractor 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 occluded from participation in this transaction by any Federal department or agency. (2) Where the Redplent's contractor is unable to certify to the above statement, the prospective contractor shall attach an explanation to this form. SUBCONTRACTOR: By: Signature Recipient's Name Name and Title Division Contract Number Street Address City, State, Zip Date 38 Attachment F Statement of Assurances The Reciplent 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 Agreements 28 CFR, Part 66, Common rule, that govern the application, acceptance and use of Federal funds for this federally -assisted project. Also the Applicant assures and certifies that 1. it will comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (P.l. 91-646) which provides for fair and equitable treatment of persons . displaced as a result of Federal and federally -assisted programs. 2.1t 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 4.11 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 compfy 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 faclaity to be used in the project is underconsideration for listing by the EPA. 8. It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Ad of 1973, Public Law 93-234, 87 Stet 975, approved December 31, 1976, Section 102(a) . requ4res,'•o111nd atlerflOrrh 2, ,1975, the•Pumhese of flood>inaurence In R.ommunitfes whe s eruch.: r th Cnsurprnce is avaIlable als a condition foe rere1pt of any!Federal financIai assistan!orconstructlon or acgiilsibon_purposes for use In' any area that has been Identified tiY'the Secretary of ce the Department of Housing and Urban Development as an area having special flood hazards. The phiase "Fede'ial'financlaf assistance" includes any fomn of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or any other form of direct or indirect Federal assistance. 9. It will assist the Federal grantor agency In Its compliance with Section 1 D6 of the National Historic Preservation Act o11966 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 39 properties and by (b) complying with all requirements established by the Federal grantor agency to avoid or mitigate adverse effects upon such properties. 10. It will comply, and assure the compliance of all its subgrantees and contractors, with the applicable provisions of Title I of the Omnibus Crime Control and Sale Streets Act of 1968, as amended, the JuvenUe Justice and Delinquency Prevention Act, or the Victims of Crone Act, as appropriate; the provisions of the current edition of the Office of Justice Programs Financial and Administrative Guitle for Grants, M7100.1; and all other applicable Federal laws, orders, circulars, or regulations. 11.11 wtf 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 NationalEnvironmental Policy Act; Part 63, Floodplain Management and Welland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance Programs. 12. It will comply, and all its contractors will comply, with the non-discrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime ' Act (as appropriate); Title VI of the CM Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973, as amended; Subtitle A, Tdle 11 of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39. 13. In the event a Federal or State court or Federal or State administrative agency makes a finding of discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs. 14. It will provide an Equal Employment Opportunity Program 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 new Federal funds within' the units of the Coastal Barrier Resources System. 16. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug - Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620. 40 APPROVED AS INSLtANCE REQUIREMENTS: B LeeAnn Brehm, Director Risk Management APPROVED AS TO FORM AND CORRECTNESS: ATTEST: Priscilla A. Thompson, ' .City Clerk Al SPONSOR THE C Corpo By: AGENCY MIAMI, A municipal of the State of Florida Pedro G. rnandez City Manager STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT Department of Homeland Security 2008 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, the work in progress and the timeline of the work left to be completed. If any delays from the original timeline have occurred, specify the reason and revise the completion timeline. 3. If expenditures do not occur during 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): 1 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 DI -IS 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 expendltures for a minimum period of five years following the close of project/program operations unless audits require a longer.period of time. 2. Grantees should maintain a financial file with copies of back-up documentation for all paid project/program expenditures • made by the grantee during the grarit period. Documentation of expenditures against the program will be reviewed and verified during on -site monitorina visits or when necessary by the DEM staff. Acceptable documentation includes copies of.purchase orders and pald vouchers, paid Invoices or cancelled checks, payroll vouchers, joumal 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 lime 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 oroDer forrn cannot be orocesgd and will be returned for corrections. IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY, PLEASE NOTIFY YOUR CONTRACT MANAGER GRANTEE: AGREEMENT# ' 'STATE.OF FLORIDA DIVISION OF,EMERGENCY MANAGEMENT.'- :'':FINANCIALHISTORY.REPORT/QUARTERLY STATUS REPORT • ;..> •.' .:FORMS"I ANb.2 ; , : ' . (check (he quarter of submission along with year) QUARTERLY REPORTING DUE DATES JANUARY 1- MARCH 31-Due no later than Aprll 30 APRIL 1- JUNE 30 -Due no later than July 31, JULY 1- SEPTEMBER 30 - Due no later than OCTOBER 31, _ OCTOBER 1 - DECEMBER 31 - Due no later than January 31, f:INANCIAL. •HIRY REPORT ; THIS'tS A REQUIRED DOCUMENT ANDSTOMUST SUBMITTED QUARTERLY • i';:: ,:.CUMULATIVE. • , • FUNDS,EXPENDED': 1. Planning Costs 2. Organizational Activities (limited to 25% of the total UASI award) 3. Training Costs 4, Exercise Costs 5. Eguipment 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 agreement, Signed Contract Manager or Financial Ofncer -f?J,^ .. ,.:.... ...., .. . ., :� :i', •1`�": y. : x!. citra UARJFRLY:.S`fATIJS;RE•P'ORT QU(R •U DOCtjMPEr_i$NQ MUST R'804t1ITTFD QUARTERLY+. "1'x t.T a+f1,sSQ AT1( /,'1a yl''W4f%,' 1tl e'rsv.i.: >'.t..i.�I .�iJ.r"_t�..s.?:'e.,...�a.: nwars>�'ti'as6, •4.2L1,.,..L'J This Information must'be clearly linked to the project TIMELINE, DELNERABLES AND THE SCOPE OF WORK. • Report events, progress, delays, etc: that pertain to this project • • (Attach additional pages(s) If needed) -STATE OF FLORIDA .DIVISION OF EMERGENCY MANAGEMENT REIMBURSEMENT REQUEST FORM 3 • Grantee Payment date Address Payment # Phone # Agreement # Agreement Amount COSTS INCURRED DURING THE PERIOD OF: 1 / through / / :A.eis{TFiISgI111uVtkACC.OIIIIPANYED`B.Y.LtRt`DETAILOF;EXfilijTURES: 0-".Vl.. ;F. 1. Planning Expenditures 2. Organization Activities Expenditures (limited to 2S% 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. Total Expenditures $ 1 hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement Signed Contract Manager or Financial Officer TO BE COMPLETED BY DEM STAFF AGREEMENT AMOUNT PREVIOUS PAYMENT(S) THIS PAYMENT REMAINING BALANCE TOTAL AMOUNT TO BE PAID ON THIS INVOICE , 1v).0.100: '*4 ,TP1 qg PLEASE SUBMIT A SEPARATE FORM (4) FOR EACH OF THE FOLLOWING CATEGORIES CATEGORY SELECT CATEGORY FROM UST GRANTEE: AGREEMENT # COST INCURRED DURING THE PERIOD OF i.`,."44.7..f.:--• s ..•••• • 4:,;:•,.--12"....kt -.• ..;.,..2.7_ ,,: la.4. , e+. , • .r, .0 -4-11....t.;:.'7., j•Iiii.aM.;..1NVORMATI6Nw •••:-'...; ••+••• • ••• .*:••:,.i••• • i-. , 1.- .., .' . , •:*••• • '''PAID'4 7.-DATE:.:•.•;•. •T• ''.-- -.-•• ...... . - -.......:.:-•!.....• ..:.........-:,7„..4.... ..s.CHECKV•••••,,, - -.— - -.._ ; ,. .• ..:: •_,... 2 'AMOUNT •:,.. . TOTAL EXPENDITURES 1. FORM MUST BE COMPILED FROM FORM 4B BY CATEGORY 2. FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST • .STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT DETAIL OF cvdms.-- FORM 4B . • . • • . • .... THIS FORM IS BACKUP AND MUST ACCOMPANY THE REIMBURSEMENT REQUEST AND DETAIL OF CLAIMS, FORM 4A ' ..f-nr`iilaci, tliArter:.1•I T.., Pe, IS -sax, piswAyet.¢, !fa:lip.% - f e , , . '4-iiiv.,q.11,•-, :,..:‘?-,, L. ... . , • .„ ....: • , . Viik;iibliiitg7nInird.cititi:.!...4::qA.,:.',...- . 1. .:',..?..;';.:1;.c.:•:i.:,:s!,. ,. • 4.'0bant1ty , ..r: ,•wat. cog* ....t TotaICosI. r' Public Education/Outreach Develop and Implement homeland security support programs and adopt ongoing OHS national initiatives Develop and enhance plans and protocols Develop or condud assessments Establish, enhance. or evaluate Citizen Corps -related volunteer programs Hiring o f full or part -lime staff or contractors/consult.wits to assist with planning activities (not for the purpose of hiring public safety personnel fulfilling traditional public safety duties) , Conferences to fadlitate planning activities Materials required to conduct planning activities Trava/per diem related to planning activities Overtime and backfill coats -Payment of overtime expenses will be for work performed by award (SAA) or sub -award employees in excess of the established work week (usuaNy 40 (ours) related to the planning activities for the development and implementation of the programs under HSGP. Oilier projects areas with prior approval from GU ,7,1411iiii rifOrriANIVITtVlfritts,s'Arg.ited32§A. :.,itce .''''' .4...AN, • . lili-rn.-..?.V.54' ,...itilik4i.R'f.31t51'-' .741t.,..14 . ' -.roef.r.- ,.,:. 4 44461 QA'f,4- oi,474.7.1404 ;i.,„.-rOnit:Giise ...... ".,4erorrsivt,vir-r4v ta : • °S.W.*. 11%;marsvek Overtime for Information, Investigative, and intelligence sharing activities Reimbursement of select operational expenses assodated with Increased security measures at critical Infrastructure sites, incurred during time periods of DHS-declared Code Orange or Yellow (Wilted to la%) or Code Orange (limited to the remaining15%). Funds may only be used in the following authorized categories: • Daddill and overtime expenses for staffing stale or local EOCs • Hiring of contracted security for critical Infrastructure sites • Public !safety overtime • National Guard deployments to protect critical infrastructure sites • Increased border security activities in coordination with CBP. . hiking of contractors/consultants for participation in information/intelligence analysis and sharing groups or intelligence fusion center activities f;A:ifiA%rrtr-..14V4V41,17?:.4,1,7:..:4754.,1:fpnVirrailtedgiTryir. ti*.t•Zig.,.;:t4f.:2.V...4.11isrvoiesifj;-,14 5;A:Viii,celii,ratir;;:: Overtime and basket' funding for emergency preparedness end response personnel attending G&T-sponsored and approved training classes. Grantees may also use G&T grant funds to cover overtime and baddill expenses for part-time and volunteer emergency response personnel partldpafing In G&T training. UASI funds may also be used for training cdtzens M 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 Nst of G&T approved courses may be found at w,vw.oto•usdol.00vlodeldocs/TEO Course Catatoa2007.od( ;l'�9v.aa r��a �ot9ir��r�� .�' !t+'tii...s n i,� .a Cor g"T:oaG,r !s;��` 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, Iadttalon costs, materials and supplies, travel and exercise plan development Full or Part -Time Staff or Contractors/Consultants - Fug or part-time staff may be hired lo support exerdse-related activities. Payment of salaries and fringe benefits must be In accordance with the policies of the slate or local unhl(s) of government and have the approval of the stale 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 format 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 backfrfl expenses for part-time and voknleer 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 pro(ect(s). These costs must be in accordance with stale taw as highlighted In the OJP Financial Guide. States must also follow slate regulations regarding travel. If a state or territory does not have a travel poky 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.oio.usdol.covRnouide06/. Supplies - Suppltes 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 spacelocaUans for exercise planning and conduct, exercise signs, badges, etc. ;ElOtblefflq'lpineni-Ae'y'uieltloRCusts • e.i: <v' Al i{ .!i:�•:N:• ::, . 'ble'below.til iihl ht l .w :eq n •'' :.1 . e1 R .; -�.e. 6 & t{`t�•.�°N?ble;aqulpii!entCategoliasr.��r�� u":. :_itia)2.r1 ,Ci.al-' .piehensiyi ,listtrig'fof Ih 'a'U bie 1n rates e3,; _ ..�.•. °.�.. ,,..;�. ,�. � 'ai Pmeok;, taco 'r`and;•sped, csgriipmd t eligltile undet.oachfcategoy; c>ihbe'•found:on'the 13 ;(web=based iAlill onaad Eiguipmgnt Uk(•aL',iiwriib.miot:oin ::a_..r '•'+�"r:'� � M'' � ;F<, .:�;: °a�• .:r j `•;,.. -,T ' ,..: t. ::{f ." : : - -" _ y:-.- _ ,'..` •�r.+^'' ss y `.r ',• _ Regglgieron thewebsfe,anj ;; • `, • -Click:gii'seaich; ha RK: B'i •': ' f ;C(Ick.ot,'DHS+Author(red.EquipmeritPsi (AEL)-'FX20OY`a •'-i;-If.yottwish{o'purchaseaplace.0Pequipfnerihfrromanycelego{y.• below then' Irl,thie space glven.below that'cbtegory, put me °AEL ''diem numberarid.litfe' . . •k' i ,; :'' •::; 'L •. Quantiy . • .r: ' r) t Cost ': fir: ;', . Tot• al Cost P'e' - «•r,y:, ..7.t ,C.<ei., .:�',• 0. i >+kc . ;d:. tr.;;: .':izi::` - , ysotr•8�,pfOte�1;.,;QWPR!h..�.F+`l�:-�Ef,��..., ..:,rr:-iiSY:.;:....5c!�'4. .:5n:;�`re'.�.•. •o-.:`a'J:'`.'..):i^':':�:•:..:r�:;'.� 1 1. e.g., 1.12.2.1, Covers, Outer Footwear .a�1'. ,i; t's,,.r •n. - d143 'c, ;t• �.t :741: • -.v_a;;? ,•y.rvn._:r .,,; .:ir;_ E?Wt..,..: ...,.., t a oh ncj ediadon: ... PnF ;,t;E.: r:: '01't;t.:, `.t. is «.'vKv'si;..'z.,''r{;w'.`"7,,, CBR:01fra. k•-?' ,anQ`sue;pqui' e,nt .r*t,rF'''a..:-h'•.I;'tit: g'e:sr,,r •. ;4 I.. , •� 'i.;I In. ,,,Qnae.h,,,- it(.,�i•3'.C,. cr-.,,,J..,, ,i,, ,,{. :.:=.�:'iJJ.• if,:1.i� -• ;r;5M1 .fnv......op. 1• , ;.j_„y,. :. ;', sv!: :. : Cyber security enhancement equipment ' r l interoperabie communIgtbns equipment ' • •: DetecWdEqulpnjent j' . , . . , : - • • •f)econ" mina.onEgwpmenf'. ' • 7—. .. .. ... --- . r•7,7 . . .. :. ^r. • Medkalsuppllesand llmltedphermaceuticals.', ;.::• : Power equpment : : • .. . •'CBRNE reference niateriats :' " `•: - ::-• :,CBRNEIncldentresponse.vehicles:,';':;., ..;': •-y:• (•:.:. :Teiroiismlnddent prevepdon egulpment7 •,<• :i: :,7•` ' Physicalsetiidlyenhancerderit eglitpmeri[='.r••• .. Inspection and'SoreeningSystems.. !•rr: • . ..,.. 1 I ? lgid 44t..i.. in 1 4446..'.iRsp01{s8,°aiid AtiUga5on:Egliipnl01'.. , "..!; -... i.`034NEResponse;;414ixaft ` : ; . . CBRNE Aviation Equipment • CBRNE logistical support equipment Intervention equipment Other authorized equipment costs (Include any construction or renovation costs In this category, Written approval must be provided by G & T prior to the use of any FY 2006 UASI funds for construction or renovation) • • Personnel • • • tip b 15% of programmatic spending may be used to support the hiring of full or part-time staff to conduct eligible programmatic activities Eligible Management and Administration Costs Hiring of full-time or part-time staff or contractorslconsuttants: • To assist vdth the management of FY06 HSGP. • To assist with design, requirements, and Implementation of FY06 HSGP. • To assist with the Implementation and administration of the State Homeland Security Strategy, as it may relate to the Individual grant program. ' • Hiring of full-time or part-time staff or contractorslconsultants and expenses related to: • HSGP appltcaUon submission management acevities and appllcatlon requirements. • Meeting oomp0ance with reporting/data oolleclbn requirements, Including data cals. Development of operating plans for Won -nation collection and processing necessary to respond to DHSIG & T data calls. ' Overtime and backlit! costs — Payment of overtime expenses will be for work performed by award (SAA) or sub -award employees In excess of the established work week (usually 40 hours) related to the M&A activities for the development and Implementation of the programs under HSGP. These costs are allowed only 10 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 of Me stale or the awarding agency, whichever is applicable. In no case Is dual compensation allowable. That Is. an employee of a unit of government may not receive compensation from their unit or agency of government AND from an award for a single period of lime (e.g., 1:00 pm to 5:00 pm), even though suds work may benefl bpi acUvi4es:Fripge bgnefits Po overtime Rotas are Wilted to Federal Insurance Contrlbutions Acl (FICA). Workers' Compensation and Unemployment Compensation. Travel expenses Meeting -related expenses (For a co mptele tsl of allowable meellng- related expenses. please review the OJP Financial Guide al* http://wvnv.olp.usdol.gov/FMGuide). 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 stralegy. r The following are allowable only within the contract period: • • Recurring lees/dharges•essodaled with certain equipment, such as cell phones, faxes, etc. • • Leasing and/or renikhg of space for newly hired personnel to administer programs within FY08 UASI. TOTAL . :: STATE. OFFLORIDA DIVISION,OF EMERGENCY MANAGEMENT' BOULEVARD • TALLAHASSEE; .FLORI DA 32399-2100.: = : 5 . . ::CLOSE=OUT,REROR7:... =:;+ ..,;,..=• .,...� :;e;�r:.�.,1:-,::. . This Form Should Be Completed And Submitted To The Department No Later Than Sixty (60) Days After The Termination bate Of The Agreement GRANTEE AGREEMENT# ADDRESS • AGREEMENT AMOUNT - CITY AND STATE AGREEMENT PERIOD ` ' .:t•COST.OATEGORIES., •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 (limped 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 Refund and/or final Interest check are due no later than ninety (90) days after the expiration date of the Agreement. Yes No Yes No Make Check Payable to: Cashier Department of Community Affairs Mall to: Department of Community Affairs Division of Emergency Management 2555 Shumard Oaks Boulevard Tallahassee, Florlda 32399-2100 ••'FUNDS RECEIVED.l1NDER THIS AGREEMENT :' :'' . �'rr'�..'• Date••:::: r':. ..'..: � . • :••.:.:.Amounlr: _-...•-. 1. 2. 3. 4. 5. 6. 7. TOTAL 9A�gree'r`ninY•ft'riiuuMnt';" .:+�'�? ... laws Total Funds Reserved under this AgnementiColumn tie)ance.ofAgnierient...f' 1 hereby certify that the above costs are true and valid costs Incurred In accordance with the project Agreement, and that the matching funds. Inatind or cash• were utilized toward the project In this Agreement. Signed Date Contract Manager or Financial Officer AGENDA ITEM SUMMARY FORM FILE ID: (73"-CfA `7 Date: 3/18/2009 Requesting Department: Fire -Rescue Commission Meeting Date: 9 Ad a.cm9 District Impacted: Type: ® Resolution ❑ Ordinance ❑ Emergency Ordinance 0 Discussion Item Law Department Matter ID No. 09-1760 0 Other Subject: Urban Area Security Initiative Grant Program 200E & Memoranda of Agreements Purpose ofItem: Resolution to establish a special revenue project titled the Urban Area Security Initiative ("UASI") Grant Program 2008; appropriating funds in the amount of S] 1,271,88S; received from the U.S. Department of Homeland Security; passed directly through the State of Florida Division of ' Emergency Management; and authorizing the City Manager to execute Memoranda of Agreements with Miami -Dade and Monroe counties and the City of Hialeah; setting forth their responsibilities in connection with the support of the UASI Project administered by the City of Miami Department of Fire -Rescue. Background Information: (ATTACHMENT) CO CI J Q U v`— Cr. C!) r t` .o budget Impact Analysis w � .NO Is this item related to revenue? YES Is this item an expenditure? If so, please identify funding source be! General Account No: Special .Revenue Account No: UASI Grant Project • CIP ProjectArp . . • • NO 1• Is this•itetn funded.by:HomelandDefensc/Neighborhood'Impi-ovemeu Start Up Capital Cost: $0_00 Maintenance Cost: • S0.00 Total Fiscal Impact: $0.00 Final Approvals J/f� %ISIGN AND DAM CIP `% � Budget Mum a � ivinit Grants Risk Manageme Purchasi K Dept. Director Chief , �""�-- City Me ager sa Background Information: (continued) The United States Department of Homeland Security, through the State of Florida Division of Emergency Management (DEM), has sdb•granted the Urban Area Security Initiative (UASI) Grant Program 2008 to the City of Miami and its contiguous counties (Miami -Dade and Monroe, and the City of Hialeah) in the amount of S 11,271,885. This program targets homeland security funding to "high threat" urban areas in order to prevent, respond, and recover from threats or acts of terrorism and other disasters of natural or man-made origin. These funds will be used. as stipulated by the grant, for the purchase of specialized equipment, exercise, training, administrative services and development of the Urban Area Homeland Security Strategy, and other planning activities needed to ensure a successful program. It is now appropriate to accept said grant award, establish a special revenue fund, and appropriate the said grant award therein. In addition, the City Commission authorizes the City Manager to execute Memorandum of Agreements with contiguous counties, Miami -Dade and Monroe Counties, and the City of Hialeah, setting forth the parties' responsibilities in connection with the development and support of the UASI Program 2008 which is administered by the City of Miami Department of Fire -Rescue. FUND TITLE: Urban Area Security Initiative (UASI) Grant Program FY 2008 RESOURCES: Department of Homeland Security (DHS) $11,271,885 directly to the State of Florida Division of Emergency Management (FDEM) APPROPRIATIONS: $11,271,8135 1VOSIJ 8S:8 NV 61 1,(),6P • gl1130.431-.4.3 031033311'::! City of Miami Master Report Resolution R-09-0413 City Hall 3500 Pan American Drive Miami, FL 33133 wwwv.rniamigov.com File ID 9: 09-00899 Version: 1 Enactment Date: 9/10/09 Controlling Office oldie City Status: Passed Body: Clerk a t C.RGENCYMANAGEMENT; AUTHORIZING THE CITY MANAGERTO.ACCEPTSAIDGRANT v AWARD AND TO EXECUTE THE NECESSARY DOCUMENTS TO IMPLEMENT ACCEPTANCE OF o C !ID GRANT AWARD; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS '`'I'_- VEAL AGENCIES DESIGNATED FOR HOMELAND SECURITY EXPENSE PURSUANT TO j r' THE U I GRANT GUIDELINES; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE W cam.-. FMCKANDUM OF AGREEMENT(S), IN SUBSTANTIALLY THE ATTACHED FORM(S), WITH ITS c ICONTIGUOUS COUNTIES, MIAMI-DADE AND MONROE, AND THE CITY OF HIALEAH, SETTING 'RTH THE PARTIES' RESPONSIBILITIES IN CONNECTION WITH THE DEVELOPMENT AND u aJPPORT OF THE UASI PROJECT ADMINISTERED BY THE CITY OF MIAMI DEPARTMENT OF RRE-RESCUE. CONTINGENT UPON FUNDING OF SAID PROJECT BEING SECURED. u-. Reference: Introduced: 8/18/09 Title: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A NEW SPECIAL REVENUE PROJECT ENTITLED: "URBAN AREA SECURITY INITIATIVE CUASI") GRANT PROGRAM FISCAL YEAR 2008', AND APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE AMOUNT OF S 11,271,885, CONSISTING OF A GRANT FROM THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY, DIRECTLY TO THE STATE OF FLORIDA DIVISION OF Name: Establish Revenue Proj: UASI 2008 Grant Prgm Requester: Department of Fire -Rescue Notes: Cost: Final Action: 9/10/09 .:Sections: Indexes: Attachments: 09-00899 Legislation.pdf, 09-00899 Exhibit I.pdf, 09-00899 Exhibit 2.pdf, 09-00899 Exhibit 3.pdf, 09-00899 Exhibit 4.pdf, 09-00899 Summary Form.pdC 09-00899 FUND TlTLE.pdf Action History Ver. Acting Body Date Action Sent To Due Date Returned Result 1 Office of the City 8/31/09 Reviewed end Attorney Approved eitya(Miwi P•PI Maul w 9/31/2009 1 City Commission 9/10/09 ADOPTED A motion was made by Marc David Sundt seconded by Angel Gonziik; that this metier be ADOPTED. The motion carried by the following vote: Aye: 5 - Angel GoneAle2 Marc David Sarnoff; Joe Sanchez, Tomas Regalado and Michelle Spence -lotus 1 . Office of the Mayor 9/15/09 Signed by the Mayor Once of the City Clerk 1 Office of the City Clerk 9/16/09 Signed and Attested by City Clerk Coy of Miami Pop 2 Primed.. MI/2009 City of Miami Legislation Resolution City Hail 3500 Pan American Drive Miami, FL 33193 www.miamigov.com File Number: 09.00899 Final Action Date: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A NEW SPECIAL REVENUE PROJECT ENTITLED: "URBAN AREA SECURITY INITIATIVE ("UASI") GRANT PROGRAM FISCAL YEAR 2008", AND APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE AMOUNT OF $11,271,885, CONSISTING OF A GRANT FROM THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY, DIRECTLY TO THE STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT; AUTHORIZING THE CITY MANAGER TO ACCEPT SAID GRANT AWARD AND TO EXECUTE THE NECESSARY DOCUMENTS 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; FURTHER AUTHORIZING THE CiTY MANAGER TO EXECUTE MEMORANDUM OF AGREEMENT(S), IN SUBSTANTIALLY THE ATTACHED FORM(S), WITH ITS CONTIGUOUS COUNTIES, MIAMI-DADE AND MONROE, AND THE CITY OF btIALEAH, SETTING FORTH THE PARTIES' RESPONSIBILITIES IN CONNECTION WITH THE DEVELOPMENT ANDSUPPORT OF THE UASI OCT ADMINISTERED BY THE CiTY OF MIAMI DEPARTMENT OF ESCUE, CONTINGENT UPON FUNDING OF SAID PROJECT BEING • TEC2cRED.r Z. U}, O'. - WIIEF AS, the United States Department of Homeland Security rUSDHS"), is authorized by the EmeEgenc`TWartime 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 ...::'WHERFA,S, •the•;tJSDHS,;• ih'rough :tt a State.•of.'Flonda �Divisfon.'of Emergency Management has sub grafited an Urban Area Securlty.Inftiative N"UAV) Grant Project.2008 to the City.of Miamii.(".City") in the amount of $11,271,885; and WHEREAS, the City's Department of Fire -Rescue will use said funds to continue to address the unique equipment, training, planning, exercise and operational needs of the City, Its contiguous counties Miami -Dade and Monroe, and the City of Hialeah, and to continue building an enhanced and sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism; and WHEREAS, in accordance with the UASI Grant Program 2008, the attached Memorandum of Agreements with the City's contiguous counties, Miami -Dade and Monroe Counties, and the City of Hialeah, will provide the necessary guidelines to coordinate the UASI Grant Program 2008 and will permit the City to reimburse Miami -Dade and Monroe Counties, and the City of Hialeah for its pry onfianf Page I of 2 Printed On: Rai/2009 Pile Number. 09-00899 expenditures that are compliant with said project; • NOW, THEREFORE, BE iT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth In this Section. Section 2. The following new Special Revenue Fund is established and resources are appropriated as described below: PROJECT TITLE: Urban Area Security Initiative Grant Program Fiscal Year 2008 RESOURCES: Department of Homeland Security directly to the $11,271,885 State Of Florida Division of Emergency Management APPROPRIATIONS: $11,271,885 Section 3. The City Manager is authorized {1} to accept said grant award and to execute the necessary documents to implement the acceptance of said grant award. on a The City Manager is authorized {1) to execute Memorandum of Agreement(s), in substantially thanattached form(s), with its contiguous counties, Miami -Dade and Monroe, and the City of Hiate setdbg forth the parties' responsibilities in connection with the development and support of the UittProjit3t administered by the City of Miami Department of Fire -Rescue, an UASi sponsoring agent ,Zonhrkgenton funding of said project being secured. cap- cr. ra ectfon 5,Yhis Resolution shall become effective immediately upon its adoption and signature of the t+layr 2) F o APPROVED AS TO FORM AND CORRECTNESS; JULIIE: O ;BRU .. CITY ATTORNEY Footnotes: {1) The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attomey, 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. Gib, of Miami Page 2 of2 Pd,itd On: It/2412009