HomeMy WebLinkAboutExhibit 1Department of Justice
Office of Justice Programs
Office of the Assistant Attorney General Washington, D.C. 20531
August 23, 2011
Ms. Lillian Blondet
City of Miami
3500 Pan American Drive
Miami, FL 33133
Dear Ms. Blondet:
On behalf of Attorney General Eric Holder, it is my pleasure to inform you that the Office of Justice Programs has approved
your application for funding under the FY 11 Paul Coverdell Forensic Science Improvement Grants Program in the amount of
$175,000 for City of Miami. This funding is for the project titled, "FY 2011 Paul Coverdell Forensic Science Improvement
Grants Program."
Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and
financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim
audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you
will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative
action as appropriate.
If you have questions regarding this award, please contact:
- Program Questions, Alan Spanbauer, Program Manager at (202) 305-2436; and
= Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at
(800) 458-0786, or you may contact the CSC at ask.ocfo@usdoj.gov.
Congratulations, and we look forward to working with you.
Sincerely,
Laurie Robinson
Assistant Attorney General
Enclosures
Department of Justice
Office of Justice Programs
Office for Civil Rights
Woshingion, D.C. 20531
August 23, 2011
Ms. Lillian Blondet
City of Miami
3500 Pan American Drive
Miami, FL 33133
Dear Ms. Blondet:
Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of Federal funding to
compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office ofJustice Programs (OJP), U.S. Department ofJustice
is responsible for ensuring that recipients of financial aid from OJP, its component offices and bureaus, the Office on Violence Against
Women (OVW), and the Office of Community Oriented Policing Services (COPS) comply with applicable Federal civil rights statutes and
regulations. We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice
Department funding.
Ensuring Access to Federally Assisted Programs
As you know, Federal laws prohibit recipients of financial assistance from discriminating on the basis of race, color, national origin,
• religion, sex, or disability in funded programs or activities, not only in respect to employment practices but also in the delivery of services or
benefits. Federal law also prohibits funded programs or activities from discriminating on the basis of age in the delivery of services or
benefits.
Providing Services to Limited English Proficiency (LEP) Individuals
In accordance with'Department of Justice Guidande pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, recipients of
Federal financial assistance trust take reasonable steps to provide meaningful access to their programs and activities for persons with limited
English proficiency (LEP). For more information on the civil rights responsibilities that recipients have in providing language services to
LEP individuals, please see the website at http://www.lep.gov.
Ensuring Equal Treatment for Faith -Based Organizations
The Department ofJustice has published a regulation specifically pertaining to the funding of faith -based organizations. In general, the
regulation, Participation in Justice Department Programs by Religious Organizations; Providing for Equal Treatment of all Justice
Department Program Participants, and lmown as the Equal Treatment Regulation 28 C.F.R. part 38, requires State Administering Agencies
to treat these organizations the same as any other applicant or recipient. The regulation prohibits State Administering Agencies from making
award or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious
composition of its board of directors.
.The regulation also prohibits faith -based organizations from using financial assistance from the Department ofJustice to fund inherently
religious activities. While faith -based organizations can engage in non -funded inherently religious activities, they must be held separately
from the Department of Justice funded program, and customers or beneficiaries cannot be compelled to participate in them. The Equal
Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to
discriminate in the provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's
website at http://www.ojp.usdoj.gov/ocr/etfbo.htm.
State Administering Agencies and faith -based organizations should also note that the Safe Streets Act, as amended; the Victims of Crime
Act, as amended; and the Juvenile Justice and Delinquency Prevention Act, as amended, contain prohibitions against discrimination on the
basis of religion in employment. Despite these nondiscrimination provisions, the Justice Department has concluded that the Religious
Freedom Restoration Act (RFRA) is reasonably construed, on a. case -by -case basis, to require that its funding agencies permit faith -based
organizations applying for funding under the applicable program statutes both to receive DOJ funds and to continue considering religion
when hiring staff, even if the statute that authorizes the funding program generally forbids considering of religion in employment decisions
by grantees.
Questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment may be directed to this
Office.
Enforcing Civil Rights Laws
All recipients of Federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of
employees in the workforce, are subject to the prohibitions against unlawful discrimination. Accordingly, OCR investigates recipients that
are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects a
number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services
equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards.
Complying with the Safe Streets Act or Program Requirements
In addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the nondiscrimination
provisions of the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, 42 U.S.C. § 3789d(c), or other Federal grant
program requirements, must meet two additional requirements:(1) complying with Federal regulations pertaining to the development of an
Equal Employment Opportunity Plan (EEOP), 28 C.F.R. § 42.301-.308, and (2) submitting to OCR Findings of Discrimination (see 28
C.F.R. § §.42.205(5) or 31.202(5)).
1) Meeting the EEOP Requirement
In accordance with Federal regulations, Assurance No. 6 in the Standard Assurances, COPS Assurance No. 8.B, or certain Federal grant
program requirements, your organization must comply with the following EEOP reporting requirements:
If your organization has received an award for $500,000 or more and has 50 or more employees (counting both full- and part-time
employees but excluding political appointees), then it has to prepare an EEOP and submit it to OCR for review within 60 days from the
date of this letter. For assistance in developing an EEOP, please consult OCRs website at hnp://www.ojp.usdoj.gov/ocr/eeop.htm. You
may also request technical assistance from an EEOP specialist at OCR by dialing (202) 616-3208.
If your organization received an award between $25,000 and $500,000 and has 50 or more employees, your organization still has to prepare
an EEOP, but it does not have to submit the EEOP to OCR for review. Instead, your organization has to maintain the EEOP on file and
make it available for review on request. In addition, your organization has to complete Section B of the Certification Form and return it to
OCR The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
If your organization received an award for less than S25,000; or if your organization has less than 50 employees, regardless of the amount of
the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your
organization is exempt from the EEOP requirement. However, your organization must complete Section A of the Certification Form and
return it to OCR The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
2) Submitting Findings of Discrimination
In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your
organization after a due process hearing, on the ground of race, color, religion, national origin, or sex, your organization must submit a copy
ofthe finding to OCR for review.
Ensuring the Compliance of Subrecipients
If your organization makes subawards to other agencies, you are responsible for assuring that subrecipients also comply with all of the
applicable Federal civil rights laws, including the requirements pertaining to developing and submitting an EEOP, reporting Findings of
Discrimination, and providing language services to LEP persons. State agencies that make subawards must have in place standard grant
assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subrecipients.
If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding, please call OCR at (202) 307-
0690 or visit our website at http://www.ojp.usdoj.gov/ocr/.
Sincerely,
ins--/ a. �--
Michael L. Alston
Director
cc: Grant Manager
Financial Analyst
:�"'r Department of Justice
urTok s� eP
: � Office of Justice Programs
'
� National Institute of Justice
just, k
Grant
PAGE 1 OF 6
1. RECIPIENT NAME AND ADDRESS (Including Zip Code)
City of Miami
3500 Pan American Drive
Miami, FL 33133
4. AWARD NUMBER: 2011 -CD-BX-0096
5. PROJECT PERIOD: FROM 10/01/2011 TO 09/30/2012
BUDGET PERIOD: FROM 10/01/2011 TO 09/30/2012
6. AWARD DATE 08/23/2011
7. ACTION
Initial
IA. GRANTEE IRSNENDOR NO.
596000407
8. SUPPLEMENT NUMBER
00
9. PREVIOUS AWARD AMOUNT $ 0
3. PROJECT TITLE
Paul Coverdell Forensic Science improvement Grants Program
10. AMOUNT OF THIS AWARD $ 175,000
11. TOTAL AWARD $ 175,000
12. SPECLAL CONDITIONS
THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS DR LIMITATIONS AS ARE SET FORTH
ON THE ATTACHED PAGE(S).
13. STATUTORY AUTHORITY FOR GRANT
This project is supported under FYI 1(NU - Coverdell Forensic Science Improvement) 42 USC 3797j-3797o; 28 USC 530C
15. METHOD OF PAYMENT
GPRS
iit : : ' ;.e AGENCY APPROVAL : =; . -1- - :':v''
£ ;_-a GRANTEE ACCEPTANCE i._
16. TYPED NAME AND TITLE OF APPROVING OFFICIAL
Laurie Robinson
Assistant Attorney General I
18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Lillian Blondet
Interim Director, Grants Administration
17. SIGNATURE OF APPROVING OFFICIAL
IN
19. SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL
19A. DATE
- r .: 2' ., - ... r AGENCY USE ONLY * "°
20. ACCOUNTING CLASSIFICATION CODES
FISCAL FUND BUD. DIV.
YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT
X B CD 60 00 00 175000
21. KCDSGT0057
OJP FORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE.
OJP FORM 4000/2 (REV. 4-88)
K,t)/(17q6
Department of Justice
Office of Justice Programs
National Institute of Justice
AWARD CONTINUATION
SHEET
Grant
PAGE 2 OF 6
PROJECT NUMBER 2011-CD-BX-0096 AWARD DATE 08/23/2011
SPECIAL CONDITIONS
1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the
Office of Justice Programs (OJP) Financial Guide.
2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is
required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a
violation of its Certified Assurances and may result in suspension or termination of funding, until such time as the
recipient is in compliance.
3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audits of States,
Local Governments, and Non -Profit Organizations, and further understands and agrees that funds may be withheld, or
other related requirements may be imposed, if outstanding audit issues (if any) from OMB Circular A-133 audits (and
any other audits of OJP grant funds) are not satisfactorily and promptly addressed, as further described in the current
edition of the OJP Financial Guide.
4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the
enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the
express prior written approval of OJP.
5... The recipient must promptly refer to the DOJ OIG any credible evidence that a principal, employee, agent, contractor,
subgrantee, subcontractor, or other person has either 1) submitted a false claim for grant funds under the False Claims
Act; or 2) committed a criminal or civil violation.of laws pertaining to fraud, conflict of interest, bribery, gratuity, or
• 'similar misconduct involving grant funds. This condition also applies to any subrecipients. Potential fraud, waste,
abuse, or misconduct should be reported to the OIG by -
mail:
Office of the Inspector General
U.S. Department of Justice
Investigations Division
950 Pennsylvania Avenue, N.W.
Room 4706
Washington, DC 20530
e-mail: oig.hotline@usdoj.gov
hotline: (contact information in English and Spanish): (800) 869-4-499
or hotline fax: (202) 616-9881
Additional information is available from the DOJ OIG website at www.usdoj.gov/oig.
6. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any
contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its
subsidiaries, without the express prior written approval of OJP.
7. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance
period if the agency determines that the recipient is a high -risk grantee. Cf. 28 C.F.R. parts 66, 70.
OJP FORM 4000/2 (REV. 4-88)
Department of Justice
Office ofJustice Programs
National Institute of Justice
AWARD CONTINUATION
SHEET
Grant
PAGE 3 OF 6
PROJECT NUMBER 2011-CD-BX-0096 AWARD DATE 08/23/2011
SPECIAL CONDITIONS
8. Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg.
51225 (October 1, 2009), the Department encourages recipients and sub recipients to adopt and enforce policies
banning employees from text messaging while driving any vehicle during the course of performing work funded by this
grant, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease
crashes caused by distracted drivers.
The recipient agrees to comply with applicable requirements regarding Central Contractor Registration (CCR) and
applicable restrictions on subawards to first -tier subrecipients that do not acquire and provide a Data Universal
Numbering System (DUNS) number. The details of recipient obligations are posted on the Office ofJustice Programs
web site at http://www.ojp.gov/fundinelccr.htm (Award condition: Central Contractor Registration and Universal
Identifier Requirements), and are incorporated by reference here. This special condition does not apply to an award to
an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that
he or she may own or operate in his or her name).
10. The recipient agrees to comply with applicable requirements to report first -tier subawards of $25,000 or more and, in
certain circumstances, to report the names and total compensation of the five most highly compensated executives of
the recipient and first -tier subrecipients of award funds. Such data will be submitted to the FFATA Subaward
Reporting System (FSRS). The details of recipient obligations, which derive from the Federal Funding Accountability
and Transparency Act of 2006 (FFATA), are posted on the Office of Justice Programs web site at
• http://www.ojp.gov/funding/ffata.htm (Award condition: Reporting Subawards and Executive Compensation), and are
incorporated by reference here. This condition, and its reporting requirement does not apply to grant awards made to
an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that
he or she may own operate in his or her name).
11. A. Generally Accepted Laboratory Practices. The recipient shall ensure that any forensic laboratory, forensic
laboratory system, medical examiner's office, or coroner's office that will receive any portion of the award uses
generally accepted laboratory practices and procedures'as established by accrediting organizations or appropriate
certifying bodies.
B. External Investigations. The recipient shall ensure that requirements associated with 42 U.S.C. section 3797k(4)
(which relate to processes in place to conduct independent external investigations into allegations of serious negligence
or misconduct by employees or contractors) are satisfied with respect to any forensic laboratory system, medical
examiner's office, coroner's office, law enforcement storage facility, or medical facility in the State that will receive a
portion of the grant amount.
C. Use of Funds; No Research. Funds provided under this award shall be used only for the purposes and types of
expenses set forth in the fiscal year 2011 grant announcement. Funds shall not be used for general law enforcement
functions or non -forensic investigatory functions, and shall not be used for research or statistical projects or activities.
Use of award funds for construction of new facilities is restricted by statute. Any questions concerning this provision
should be directed to the NIJ Program Manager prior to incurring the expense or commencing the activity in question.
D. Performance Measures. To ensure compliance with the Government Performance and Results Act (Pub. L. No.
103-62), program performance under this fiscal year 2011 award is measured by the following: (1) percent reduction in
the average number of days from the submission of a sample to a forensic science laboratory to the delivery of test
results to a requesting office or agency (calculated by reporting the average number of days to process a sample at the
beginning of the grant period versus the average number of days to process a sample at the end of the grant period); (2)
percent reduction in the number of backlogged forensic cases (calculated by reporting the number of backlogged
forensic cases at the beginning of the grant period versus the number of backlogged forensic cases at the end of grant
period), if applicable to the award; and (3) the number of forensic science or medical examiner personnel who
completed appropriate training or educational opportunities with fiscal year 2011 Coverdell funds, if applicable to the
award. Recipients are required to collect and report data relevant to these measures.
OJP FORM 4000/2 (REV. 4.88)
Department of Justice
Office of Justice Programs
National Institute of Justice
AWARD CONTINUATION
SHEET
Grant
PAGE 4 OF 6
PROJECT NUMBER 2011-CD-BX-0096 AWARD DATE 08/23/2011
SPECIAL CONDITIONS
12. The recipient agrees that it will submit quarterly financial status reports to OJP on-line (at https://grants.ojp.usdoj.gov)
using the SF 425 Federal Financial Report form (available for viewing at
www.whitehouse.gov/omb/grants/standard_forms/ff_report.pdf), not later than 30 days after the end of each calendar
quarter. The final report shall be submitted not later than 90 days following the end of the award period.
13. The recipient shall submit semiannual progress reports. Progress reports shall be submitted within 30 days after the end
of the reporting periods, which are June 30 and December 31, for the life of the award. These reports will be submitted
to the Office of Justice Programs, on-line through the Internet at https://grants.ojp.usdoj.gov/.
14. The recipient agrees to submit a final report, at the end of this award, documenting all relevant project activities during
the entire period of support under this award. This report will include the following: (1) a summary and assessment of
the program carried out with the fiscal year 2011 grant, which shall include a comparison of pre -grant and post -grant
forensic science capabilities (and shall cite the specific improvements in quality and/or timeliness of forensic science or
medical examiner services); (2) the average number of days between submission of a sample to a forensic science
laboratory or forensic science laboratory system in that State operated by the State or by a unit of local government and
the delivery of test results to the requesting office or agency; and (3) an identification of the number and type of cases
currently accepted by the forensic science laboratory or forensic science laboratory system. The recipient is required to
collect data necessary for this report. This report is due no later than 90 days following the close of the award period or
the expiration of any extension periods. The report can be filed online through the Internet at:
https://grants.ojp.usdoj.gov/.
15. The recipient aclmowledges, that, as stated in the solicitation for the FY 2011 Paul Coverdell Forensic Science
Improvement Grants Program, NIJ assumes that recipients (and subrecipients) of Coverdell funds will make use of the
process referenced in their certification as to external investigations and will refer allegations of serious negligence or
-misconduct substantially affecting the integrity of forensic results to government entities with an appropriate process in
place to conduct independent external investigations, such as the government entity (or entities) identified in the grant
application.
The recipient shall submit the following information as part of its final report: (1) the number and nature of any
allegations of serious negligence or misconduct substantially affecting the integ ity of forensic results received during
the 12-month period of the award; (2) information on the referrals of such allegations (e.g., the government entity or
entities to which referred, the date of referral); (3) the outcome of such referrals (if known as of the date of the report);
and (4) if any such allegations were not referred, the reason(s) for the non -referral.
Should the project period for this award be extended, the recipient shall submit the above information as to the first
twelve months of the award as part of the first semi-annual progress report that comes due after the conclusion of the
first twelve months of the project period, and shall submit the required information as to subsequent twelve-month
periods every twelve months thereafter (as part of a semi-annual progress report) until the close of the award period, at
which point the recipient shall submit the required information as to any period not covered by prior reports as part of
its final report.
The recipient understands and agrees that funds may be withheld (including funds under future awards), or other related
requirements may be imposed, if the required information is not submitted on a timely basis.
16. The recipient agrees to cooperate with any assessments, national evaluation efforts, or information or data collection
requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any
activities within this project.
OJP FORM 4000/2 (REV. 4-88)
Department of Justice
? Office of Justice Programs
.Y National Institute of Justice
AWARD CONTINUATION
SHEET
Grant
PAGE 5 OF 6
PROJECT NUMBER 2011-CD-BX-0096 AWARD DATE 08/23/2011
SPECIAL CONDITIONS
17. To assist in information sharing, the award recipient shall provide the NIJ program manager with a copy of all interim
and final reports and proposed publications (including those prepared for conferences and other presentations) resulting
from this award. Submission of such materials prior to or simultaneous with their public release aids NIJ in responding
to any inquiries that may arise. Any publications (written, visual, or sound) - excluding press releases and newsletters
- whether published at the recipient's or government's expense, shall contain the following statement: This project
was supported by Award No. , awarded by the National Institute of Justice, Office of Justice
Programs, U.S. Department of Justice. The opinions, findings, and conclusions or recommendations expressed in this
publication/program/exhibition are those of the author(s) and do not necessarily reflect those of the Department of
Justice.
NU defines publications as any planned, written, visual or sound material substantively based on the project, formally
prepared by the award recipient for dissemination to the public.
18. The recipient shall transmit to the NIJ program manager copies of all official award -related press releases at least ten
(10) working days prior to public release. Advance notice permits time for coordination of release of information by
NIJ where appropriate and to respond to press or public inquiries.
19. The recipient acknowledges that the Office of Justice Programs (OJP) reserves a royalty -free, non-exclusive, and
irrevocable license to reproduce, publish, or otherwise use, and authorize others to use (in whole or in part, including in
connection with derivative works), for Federal purposes: (1) any work subject to copyright developed under an award
or subaward; and (2) any rights of copyright to which a recipient or subrecipient purchases ownership with Federal
support.
The recipient acknowledges that OJP has the right to (1) obtain, reproduce, publish, or otherwise use the data first
produced under ari award or subaward; and (2) authorize others to receive, reproduce, publish, or otherwise use such
data for Federal purposes: "Data" includes data as, defined in Federal Acquisition Regulation (FAR) provision 52.227-
14 (Rights in Data - General).
It is the responsibility of the recipient (and of each subrecipient, if applicable) to ensure that this condition is included
in any subaward under this award.
The recipient has the responsibility to obtain from subrecipients, contractors, and subcontractors (if any) all rights and
data necessary to fulfill the recipient's obligations to the Government under this award. If a proposed subrecipient,
contractor, or subcontractor refuses to accept terms affording the Government such rights, the recipient shall promptly
bring such refusal to the attention of the OJP program manager for the award and not proceed with the agreement in
question without further authorization from the OJP program office.
20. Approval of this award does not indicate approval of any consultant rate in excess of $450 per day. A detailed
justification must be submitted to and approved by the Office of Justice Programs (OJP) program office prior to
obligation or expenditure of such funds.
OW FORM 4000/2 (REV. 4-88)
Department of Justice
Office of Justice Programs
National Institute of Justice
AWARD CONTINUATION
SHEET
Grant
PAGE 6 OF 6
PROJECT NUMBER 2011-CD-EX-0096 AWARD DATE 08/23/2011
SPECIAL CONDITIONS
21. The recipient agrees to comply with all Federal, State, and local environmental laws and regulations applicable to the
development and implementation of the activities to be funded under this award.
Categorical Exclusion: Based upon the information provided by the recipient in its application for these funds, NIJ has
determined and the recipient understands that the proposed activities meet the definition of a categorical exclusion, as
defined in the Department of Justice Procedures for Implementing the National Environmental Policy Act found at 28
CFR Part 61 (including Appendix D). A categorical exclusion is anaction that because of the proposed activities' very
limited and predictable potential environmental impacts, both on an individual and a cumulative basis, does not have a
significant impact on the quality of the human environment. Consequently, no further environmental impact analysis is
necessary under the requirements of the National Environmental Policy Act, 42 U.S.C. 4321, for these categorically
excluded activities.
Modifications: Throughout the term of this award, the recipient agrees that for any activities that are the subject of this
categorical exclusion, it will inform NIJ of-- (1) any change(s) that it is considering making to the previously assessed
activities that may be relevant to the environmental impacts of the activities; or (2) any proposed new activities or
changed circumstances that may require assessment as to environmental impact, such as new activities that involve the
use of chemicals or involve construction or major renovation. The recipient will not implement a proposed change or
new activity until NIJ, with the assistance of the recipient, has completed any applicable environmental impact review
requirements necessitated by the proposed change or new activity (or changed circumstances) and NIJ has concurred in
the proposed change or new activity. This approval will not be unreasonably withheld as long as any requested
modification(s) is consistent with eligible program purposes and found acceptable under an NIJ-conducted
environmental impact review process.
22. The recipient agrees expeditiously to obtain active registration with the Central Contractor Registration (CCR)
database, and to notify the program office in writing of its registration. Following satisfaction of this requirement, a
Grant Adjustment Notice will be issued to remove this special condition.
23. The recipient may not obligate, expend or draw down funds until the Office of the Chief Financial Officer (OCFO) has
approved the budget and budget narrative and a Grant Adjustment Notice (GAN) has been issued to remove this special
condition.
0JP FORM 4000/2 (REV. 4-88)
of ;.� Department of Justice
GRANT MANAGER'S MEMORANDUM, PT. I:
PROJECT SUMMARY
Grant
. Office of Justice Programs
4; .•;... <
C'_ " !.j National Institute of Justice
/� `
"�
PROJECT NUMBER
2011-CD-BX-0096
PAGE 1 OF 1
This project is supported under FYI 1(N1J - Coverdell Forensic Science Improvement) 42 USC 3797j-3797o; 28 USC 530C
1. STAFF CONTACT (Name & telephone number)
Alan Spanbauer
(202) 305-2436
2. PROJECT DIRECTOR (Name, address & telephone number)
Lillian Blondet
Interim Director, Grants Administration
400 NW 2 Avenue
Miami, FL 33130-1910
(305)416-1536
3a. TITLE OF THE PROGRAM
NU FY 11 Paul Coverdell Forensic Science Improvement Grants Program
3b. POMS CODE (SEE INSTRUCTIONS
ON REVERSE)
4. TITLE OF PROJECT J
Paul Coverdell Forensic Science Improvement Grants Program
5. NAME & ADDRESS OF GRANTEE'
City of Miami
3500 Pan American Drive
Miami, FL 33133
6. NAME & ADRESS OF SUBGRANTEE
•
7. PROGRAM PERIOD
FROM: 10/01/2011 TO: 09/30/2012
8. BUDGET PERIOD
FROM: 10/01/2011 TO: 09/30/2012
9. AMOUNT OF AWARD
$ 175,000
10. DATE OF AWARD
08/23/2011
11. SECOND YEAR'S BUDGET
12. SECOND YEAR'S BUDGET AMOUNT
13. THIRD YEAR'S BUDGET PERIOD
14. THIRD YEAR'S BUDGET AMOUNT
15. SUMMARY DESCRIPTION OF PROJECT (See instruction on reverse)
Coverdell funds are to be used to improve the quality and timeliness of forensic science and medical examiner services and/or to eliminate backlogs in the analysis
of forensic evidence, including controlled substances, firearms examination, forensic pathology, latent prints, questioned documents, toxicology, and trace evidence.
ca/ncf
OJP FORM 4000/2 (REV. 4-88)
(;k00/1-119c,
Office of the Chief Financial Officer
Grant Award and Financial Management Infoiiiiation
Postaward Instructions
March 2011
City of Miami Police Department
Solicitation:
Paul Coverdell Forensic Science Improvement
Grants Program
CFDA No.16.742
May 20th, 2011
City of Miami Police Department
PROPOSAL ABSTRACT
The City of Miami Police Department (MPD) requests funding under the Paul
Coverdell Forensic Science Improvement Grants Program to reduce the current backlog
of crime scene photographic evidence as well as to be able to curtail future backlogs
related to the archiving and acquisition of said evidence. Additionally, the same grant
funding will be used for the improvement of latent fingerprint evidence management so
as to withstand court challenges and therefore assist in the investigators ability to
prosecute cases through identifications. This funding request in the amount of
$175,000.00 will be used in the following manner and with the following expected
results:
A total of $57,958.00 (made up of $52,565 for overtime and $5,393.00 for
Fringe Benefits) would be allocated for approximately 950 man hours for
the reduction of the backlog of the photographic evidence. This will
provide the Crime Scene Investigators I and II (CSI I and CSI II),
Identification Aides, Public Service Aides, Forensic Investigations
Supervisor, Police Lieutenant and Typist Clerk III (TC I11) the ability to
digitize and manage film/CD crime scene evidence for permanent storage
into the recently acquired Law Enforcement Digital Photographic
Laboratory System. This would entail the conversion of film/digital cases
not previously archived in the system before June of 2010. There is a
Paul Coverdell Forensic Science Improvement Grants
Program, FY 2011
Page 1 of 4
City of Miami Police Department
backlog of cases dating to the 1960's, including approximately 500 rolls of
film that were taken per month equivalent to 6,000 rolls per year, or some
144,000 images taken by the Crime Scene Unit. Our goal is to reduce the
current backlog of cases by category of crimes starting with the higher
crimes such ashomicide and working our way down to the lesser crimes
within the statute of limitations. The expectation would be to reduce the
backlog by a minimum of 60%,and be able to import into the new digital
system approximately 86,400 images or the equivalent of 3,600 rolls.
t A total of $82,042.00 would be allocated for additional software and their
corresponding licenses for the Law Enforcement Digital Photographic
Laboratory System to properly store, file and search for the digital crime
scene photographic evidence for examination and or dissemination to the
investigators, the courts and other law enforcement agencies. This
funding will alsoincorporatea software and hardware upgrade to the
Latent Print Detail to acquire an ACE-V Module for their current
Automated Fingerprint Identification System (AFIS) and workflow in which
they can track the progress by easily documenting their findings utilizing
the ACE-V methodology of the current latent fingerprint identifications in
order to withstand court challenges. The upgrade will include licenses and
software to for both the Photo Lab and the Latent Details. Lastly, the
upgrades will afford additional software and hardware which will reduce
Paul Coverdell Forensic Science Improvement Grants
Program, FY 2011
Page 2 of 4
City of Miami Police Department
the turnaround time for the detectives to view digital crime scene
photographic evidence. Currently the turnaround time is approximately
two days from the moment an image is captured and processed for a
detective to examine it. If the image is a backlogged image, the
turnaround is normally four to five days for the image to be retrieved from
storage', digitized, and then disseminated to the detective. With the above
- mentioned software solutions and manpower we would expect to reduce
the turnaround time for detectives to examine digitally captured evidence
within a 24 hour period, and backlogged evidence also within the same 24
hour period. And lastly, the acquisition of office furniture for the current
and new above mentioned equipment. This would entail approximately
nine desks to properly house the additional and current equipment in order
to be used forr their intended scanning, digital acquisition and verification
of the evidence... -_
Paul Coverdell Forensic Science improvement Grants
Program, FY 2011
Page 3 of 4
Table of Contents
I. Program Narrative
II. External Investigations Attachment to the Program Narrative
lll. Plan for Collecting the Data Required for Performance Measures
IV. Budget Detail Worksheet and Budget Narrative
V. Indirect Cost Rate Agreement
VI. Coverdell Statutory Certifications
VII. Other Standard Forms
City of Miami Police Department
STATEMENT OF THE PROBLEM
As of 2010, Miami was the sixth poorest City in the nation (US Census Bureau,
American Community Survey). Currently the City of Miami has an unemployment rate of
10.9%, compared to 9.2% nationwide (Bureau of Labor Statistics). Also disturbing is
.the fact that the City of Miami is the 5th most dangerous City in the nation (Forbes
2010). In 2010, Miami had 68 homicides, 73 victims of sexual battery, 1,856 robberies,
2,882 aggravated assaults, 4,604 burglaries, 14,165 larcenies and 2,449 motor vehicle
thefts. As of May of this year, Miami has had 32 homicides (16 unsolved), representing
an increase of 7% over 2009.
In order to facilitate the availability of existing evidence to law enforcement in an
effort to reduce crime and violence in the City of Miami, the Miami Police Department
(MPD) is requesting funds in the amount of $175,000.00 to reduce the current backlog
of crime scene photographic evidence as well as to be able to curtail future backlogs
related to the archiving and acquisition of said evidence. It is also requested under the
same grant opportunity, funding for the improvement of latent fingerprint evidence
management so as to withstand court challenges and therefore assist in the
investigators ability to prosecute cases through identifications. This funding request in
the amount of $175,000.00 will be used in the following manner and with the following
expected results:
• A sub -total of $52,565.00 would be allocated for approximately 950 man
hours for the reduction of the backlog of the photographic evidence.
These man hours will provide the Crime Scene Investigators I and II (CSI 1.
Paul Coverdell Forensic Science improvement Grant
Program, FY 2011
Page 1of15
City of Miami Police Department
and' CSI 11), Identification Aides, Public Service Aides (PSA), Forensic
Investigations Supervisor, Police Lieutenant and Typist Clerk 111 (TC 111) to
be able to digitize and manage film/CD crime scene evidence for
permanent storage_into the recently acquired Law Enforcement Digital
Photographic Laboratory System. There would be a Fringe Benefits sub -
cost of $5,393.00. This would cover the benefits on overtime hours which
are limited to FICA, Workman's Compensation and Unemployment
Compensation.
The total for Personnel would be $57,958.00.
v A sub -total of $65,000.00 would be allocated for additional software and
their respective licenses for the Law Enforcement Digital Photographic
Laboratory System with which to properly store, file and search forthe
digital `crime scene photographic evidence for examination and or
dissemination to the investigators, the courts and other law enforcement
agencies. This funding will also incorporate a software and hardware
upgrade to the Latent Print Detail. This Detail will acquire an ACE-V
Module for their current Automated Fingerprint Identification System
{AFRS) and workflow in which they can track the progress by easily
documenting their findings utilizing the ACE-V methodology of the current
latent fingerprint identifications in order to withstand court challenges. The
upgrade will include licenses and software for both the Photo Lab and the
Latent Details.
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page 2 of 15
City of Miami Police Department
A sub -total of $17,042.00 would be used to acquire office furniture for the
current and new above mentioned equipment. There are several
computer hardware pieces which need to be properly housed in order to
be used for their intended scanning and digital acquisition of the evidence.
The equipment needs to be accessible to all the CSI staff in order to
capture the evidence digitally.
The total fo.r the Equipment category would be $82,042.00.
And lastly, a total of $35,000.00, as part of the City's approved Indirect
Cost rate of twenty percent (20%). Copy of the letter approving the rate is
attached.
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page 3 of 15
City of Miami Police Department
PROJECT/PROGRAM DESIGN AND IMPLEMENTATION
Quality and .timely examination of evidence is extremely important for police
departments. Due to the advances in science and technology, the use of physical
evidence has become more critical to the prosecution of criminal cases. Law
enforcement agencies are expected to be more thorough, efficient and swift in gathering
and processing evidence and investigations of crime. Juries prefer and come to rely on
the use of physical or real evidence such as fingerprints, demonstrative evidence such
as photographs or DNA evidence, which ties the suspect to the crime scene. A properly
conducted investigation gives credibility to the evidence collected making arrest
possible and prosecution imminent. Having the aforementioned evidence readily
available will provide the efficiency and effectiveness expected by the MPD.
CAPABILITIES/COMPETENCIES
Miguel A. Exposito became the City of Miami Police Department's Chief of Police
on November 24, 2009. Chief Exposito is a graduate of the prestigious FBI National
Academy, the Police Executive Research Forum's Senior Management Institute for
Police (SMIP/PERF), the Harvard University JFK School of Govemment, and Florida
International University's Institute of Government. He holds a Bachelor's Degree from
Barry University, and has completed coursework at the University of Virginia towards a
Masters Degree. In 1994, at the request of the U.S. State Department and as a
representative of the United States, Chief Exposito lectured 255 high-ranking
government officials at the International Consultation Conference on Community
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page 4of15
City of Miami Police Department
Policing, Police Corruption, and Professionalism in Buenos Aires, Argentina. As Chief,
he commands over 1,100 police officers and 400 civilians.
Assistant Chief Jose Seiglie is responsible for the Criminal investigations
Division, supervising and managing a multitude of investigative units ranging from
personal and property crimes to narcotics investigations and money laundering. The
Division is comprised of the Criminal Investigations Section. He is responsible for the
deployment of approximately 200 detectives and civilian personnel, equipment and
resources required to investigate major and capital felony crimes.
Lieutenant Luis M. Perez is the Commander of the Crime Scene Investigations
Unit. He has been with the Miami Police Department since 1980. Lieutenant Perez is
responsible for the administrative management of the unit, as well as the adherence to
police policy and procedures as they relate to the investigative role of the Crime Scene
Unit in support of the Criminal Investigations Division. Lieutenant Perez has a
Bachelors Degree in Organizational Leadership from St. Thomas University.
Mr. Lazaro Fernandez has been with the Miami Police Department since 1984.
Mr. Fernandezis responsible for the Crime Scene Investigations Unit which is
responsible for processing crime scenes, photographs, lifting and identifying
fingerprints, recovering DNA evidence and collecting and preserving other items of
evidentiary value. He has extensive training in the various disciplines of blood spatter,
shooting reconstruction, crime scene investigations and photography.
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page 5 of 15
City of Miami Police Department
Additionally, last year the Miami Police Department received re -accreditation
from the Commission on Accreditation for Law Enforcement Agencies. (CALEA)
reinforcing MPD's commitment to quality law enforcement and excellent policies and
procedures.
The CSIs are field unit investigators who respond to crime scenes and identify,
document and collect evidence. Some of this evidence requires submission to the lab
forfurther analysis. The CSIs are responsible for examining the evidence and assuring
that the most compelling of evidenceis submitted. Their immediate supervisors (CSI
Ils) are responsible for assisting them as well in assuring the quality control of their
submissions. The evidence that is handled by the CSIs includes a multitude of physical
and demonstrative evidence. The demonstrative evidence, in the way of photographs
depicting evidence or the actual crime scene are now being captured digitally in order to
havereadily available to investigators, prosecutors and other law enforcement officials
so as to assist in.the timely investigative efforts.
MPD has extensive experience managing grants and has successfully
implemented projects that improve the process of evaluating forensic evidence. In 1979
the Miami Police Department became the first police department in the country to
acquire an Automated Fingerprint Identification System (AFIS). Since then MPD has
been committed to utilize the most up-to-date technology to solve crimes. The 2005-06
Coverdell Grant (# 2005-DN-BX-0123) was awarded on September 1, 2005. It became
apparent that there was a need to process even more evidence, therefore MPD
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page6of15
City of Miami Police Department
requested and was awarded $95,000 to purchase a second AFIS machine. From July
2006 to December 2006, there were an additional 1,236 entries which resulted in 116
suspects identified. From January 2007 to March 2007, AFIS System handled 823
additional entries resulting in 90 identifications.
The 2006-07 Coverdell Grant (# 2006-DN-BX-0029) was awarded on September
of 2006. The $95,000 awarded was used to hire additional contractors to evaluate
evidence and enter results in the AFIS System, to pay overtime for technicians to work
on current cases and/or re -open dosed cases and to facilitate more than 1,600 hours of
• training to MPD personnel. This grant resulted in a two -fold accomplishment in that not
only were the backlogged cases examined; they were examined using today's
- technology.- A total of 464 backlogged cases were entered and they yielded 162
identifications. Additionally, fourteen individuals attended training in Basic Fingerprint
Classification, Digital Photography, Fingerprint Evidence Processing and Recovery.
In 2009, the MPD was awarded another Covesdeil Grant (2009-CD-BX-0102)
which included $42,450 for overtime expenses that enabled Crime Scene Investigators
to analyze the evidence collected daily and forward it to the laboratory directly, $57,532
to facilitate MPD personnel approximately 2300 hours of training in different topics and
$23,713 to cover the cost of registering for the aforementioned training, for a total of
$123,695.00.
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011 •
Page7of 15
City of Miami Police Department
Also in 2009 MPD received a grant (2009-CK-WX-0330) in the amount of
$400,00.0 from the United States Department of Justice, Office of Community Oriented
Policing Services (COPS) to upgrade the MPD's existing photo lab to a totally digital
facility. MPD used those funds to incorporate digital cameras, memory card readers
and a digital photographic laboratory system which replaced the antiquated film
technology that was in use at the time.
And just last year, MPD was awarded $150,050 (2010-CD-BX-0099); $73,501 to
cover man hours and fringes for personnel to reduce the laboratory backlog in the
Latent Print Function of the CSl Unit and $20,167 to cover the cost of an archival
management system in which to properly file, search and protect the latent
palm/fingerprint evidence for examination and court dissemination. An additional
$40,000'was used to implement two AFIS review stations to augment our current AFIS
System. These two stations increased the value of the two current AFIS Systems by
allowing more than two people the ability to perform the critical work flow of latent
palm/fingerprint comparison. An annual maintenance fee of $2,740 was also included
as well as a $13,640.Indirect Cost.
Currently the Crime Scene Investigation (CS1) Unit is comprised of three shifts of
approximately four CSIs each, two Public Service Aides (PSAs) and one CSI 11
Supervisor. The CSIs and PSAs .are the field investigators who respond to the scenes
and identify, document, collect, package and submit evidence to the lab for analysis.
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page.8 of 15
City of Miami Police Department
They are also responsible for the archiving and preservation of said evidence, both
physical and demonstrative for future presentation to the courts. Their work is managed
by the Unit's Standard Operating Procedures (SOP) and their immediate CSI 11
Supervisor manages their time and directs their activities. There are also four
contractual Latent Print Examiners (LPEs), one Latent Print Examiner Trainee and one
Latent Print Examiner Supervisor which comprise the Latent Print Function of the Crime
Scene Unit. These individuals are responsible for receiving the latent palm and
fingerprint evidence in order to examine, enter into the AFIS System for searching the
criminal databases, effecting both AFIS and manual comparisons for identification of
suspects as well as assure that accepted standards of identification are adhered to and
documented. They then forward said identification results to the investigators for further
criminal investigation which leads to prosecution. They are also responsible for the
archiving and -preservation of said latent palm/fingerprint evidence for future
presentation to the 'courts. The Forensic Investigations Supervisor is. responsible .for
assuring compliance with the SOP's and common forensic practices.
IMPACT/OUTCOMES AND PLAN FOR COLLECTING DATA .FOR PERFORMANCE
MEASURES
1. Reduction of the backlog of the photographic evidence. This would entail
the conversion of film/digital cases not previously archived in the system
before June of 2010. There is a backlog of cases dating to the 1960's,
including approximately 500 rolls of film that were taken per month
equivalent to 6,000 rolls per year, or some 144,000 images taken by the
Crime Scene Unit. Our goal is to be able to reduce the current backlog of
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page9of15
City of Miami Police Department
cases by category of crimes starting with the higher crimes such as
homicides and working our way down to the lesser crimes within the
statute of limitations. The expectation would be to reduce the backlog by
a minimum of 60%, and be able to import into the new digital system
approximately 86,400 images or the equivalent of 3,600 rolls.
2, The hardware and software upgrades will afford additional hardware and
software which will reduce the tumaround time for the detectives to view
digital crime scene photographic evidence. Currently the turnaround time
is approximately two days from the moment an image is captured and
processed for a detective toexamine it. If the image is a backlogged
image, the turnaround is normally four to five days for theimage to be
retrieved from storage, digitized, and then disseminated to the detective.
With the software solutions and manpower we would expect to reduce the
turnaround time- for detectives to examine digitally captured evidence
within a 24 hour period, and backlogged evidence also within the same 24
hour period. This ability will greatly reduce their turnaround time, in that
there would be no request processing time as they could immediately
acquire the information from their desk top computers, and/or laptops.
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011 •
Page 10 of 15
City of Miami Police Department
DATA COLLECTION PLAN
The CSIs and their supervisors utilize internal forms to record their activities.
The work is translated into monthly statistical data. The Forensic investigations
Supervisor currently manages the overtime reports and statistical reports.
Data Collected
How Collected
How
Process for Reporting
Accessed/Analyzed
Outcomes
Reduction of the
These cases have
. Direct entry of
Submission of progress
backlog of the
been identified and
photographs/images
reports on a weekly
photographic
evidence
are in the care,
custody and control
of the Photo Lab
basis to the Unit
Commander by the
Supervisor
Function
Digital System
The evidence in the
The images will be
There will be a 100%
images will migrate
migrated into the new
migration of
to the new digital •
system and readily
photographic evidence
-
system and will be
accessible by the
into the new system.
-- cataloged
investigators
The cases will be
_
according to crime,
and police case
performing searches
for the requested
logged as they are
entered
•
number
cases
Reduce the
Previously
Th.e amount of images
Submission of progress
turnaround time for
backlogged images
will be logged and
reports will be as per
the detectives to
will be digitized
reviewed weekly and
the requirement of the
view digital crime
scene photographic
evidence
daily and stored in
the system
compared on a month
to month basis
grant,
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page 11 of 15
City of Miami Police Department
PERFORMANCE MEASURES
Objective
Performance Measures
Data Grantee Provides
To reduce the backlog of
Outcome Measure
Import into the new digital
photographic evidence
Percent reduction 60%
system approximately
86,400 images or the
equivalent of 3,600 rolls
and provide
documentation of their
import
With the software
Reduce the tumaround
solutions and manpower
Logs, entries and reports
time for the detectives to
MPD would expect to
view digital crime scene
reduce the turnaround
photographic evidence
time for detectives to
examine digitally
captured evidence within
a 24 hour period, and
backlogged evidence
also within the same 24
hour period
•
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page 12 of 15
City of Miami Police Department
PART 1 VIOLENT CRIMES
Paul Coverdell Forensic Science Improvement Grant.
Program, FY 2011
Page 13 of 15
City of Miami Police Department
BUDGET:
A total of $175,000.00 is being requesting in order to reduce the current backlog of
crime scene photographic evidence as well as to be able to curtail future backlogs
related to the archiving and acquisition of said evidence. It is also requested under the
same grant funding for the improvement of latent fingerprint evidence management so
as to withstand court challenges and _therefore assist, in the investigators ability to
prosecute cases through identifications.. This funding request in the amount of
$175,000.00 will be used in the following manner and with the following expected
results:
A sub -total of $52,565.00 would be allocated for approximately 950 man hours for
the reduction of the backlog of the photographic evidence. These man hours will
provide the CSI- 1, CSI 11, Identification Aides, Public Service Aides, Forensic
lnvestigations Supervisor, Police Lieutenant and TC III the opportunity to be able to
digitize and- manage-film/CD crime scene evidence for permanent storage into the
recently acquired Law Enforcement Digital Photographic Laboratory System. There
would be a Fringe Benefits cost of $5,393.00 to cover the benefits on overtime hours
which are limited to FICA, Workman's Compensation and Unemployment
Compensation.
A sub -total of $65,000.00 would be allocated for additional software for the Law
Enforcement Digital Photographic Laboratory System in which to properly store, file and
search for the digital crime scene photographic evidence for examination and or
dissemination to the investigators, the courts and other law enforcement agencies. This
funding will also incorporate a software andhardware upgrade to the Latent Print Detail
Paul Coverdell Forensic Science Improvement Grant
Program, FY 2011
Page 14 of 15
City of Miami Police Department
to acquire an ACE-V Module for their current Automated Fingerprint Identification
System (AFIS) and workflow in which they can track the progress by easily
documenting their findings utilizing the ACE-V methodology of the current latent
fingerprint identifications in order to withstand court challenges. The upgrade will
include licenses and software to for both the Photo Lab and the Latent Details.
A sub -total of $17,042.00.would be used to acquire office furniture for the current
and new above mentioned equipment. There are several computer hardware pieces
which need to be properly housed in order to be used for their intended scanning and
digital acquisition of the evidence. The equipment needs to be accessible to all the CSI
staff in order to capture the evidence digitally.
The total for the Equipment category would be $82,042.00.
And lastly a total of $35,000.00 as part of the City's approved Indirect Cost rate
of twenty percent (20%).
Paul Coverdell Forensic Science improvement Grant
Program, FY 2011
Page 15 of 15
City of Miami Police Department
BUDGET NARRATIVE
A. Personnel $52,565.00
A total of $52,565.00 would be allocated.for approximately 950 man hours for the
reduction of the backlog of thephotographic evidence. These man hours will
provide the CSI I, CSI 1I, Identification Aides, • Public Service Aides, Forensic
Investigations Supervisor, Police Lieutenant and TC III the ability to be able to
digitize and manage film/CD crime scene evidence for permanent storage into
the recently acquired Law Enforcement Digital Photographic Laboratory System.
B. Fringe Benefits $ 5,393.00
Fringe benefits on overtime hours are limited to FICA, Workman's Compensation
and Unemployment Compensation.
C. . Equipment $82,042.00
A sub -total of $65,000.00 would be allocated for additional software and their
corresponding licenses for the Law Enforcement Digital Photographic Laboratory
System in .which to properly store, file and search for the digital crime scene
photographic evidence for examination and or dissemination to the investigators,
the courts and other law enforcement agencies. This funding will also
incorporate a software and hardware upgrade to the Latent Print Detail to acquire
an ACE-V Module for their current Automated Fingerprint Identification System
(AFIS) and workflow in which they can track the progress by easily documenting
their findings utilizing the ACE-V methodology of the current latent fingerprint
•Paul Coverdell Forensic ScienceImprovement Grants Program, FY 2011
Page 1 of 3
City of Miami Police Department
identifications in order to withstand court challenges. The upgrade will include
licenses and software to for both the Photo Lab and the Latent Details.
A sub -total of $17,042.00 would be used to acquire office furniture for the current
and new above mentioned equipment. There are several computer hardware
pieces which need to be properly housed in order to be used for their intended
scanning and digital acquisition of the evidence. The equipment needs to be
accessible to all the CSI staff in order to capture the evidence digitally.
The total for the Equipment category is $82,042.00.
D. Indirect cost $35,000.00
And a total of $35,000.00 as part of the City's approved Indirect Cost rate of
twenty percent (20%).-
Paul Coverdell Forensic Science Improvement Grants Program, FY 2011
Page 2 of 3
City of Miami Police Department
II. BUDGET SUMMARY
A. - Personnel $ 52,565.00
B. - Fringe Benefits $ 5,393.00
C.- Travel N/A
D.- Equipment $ 82,042.00
E.- Supplies NIA
F.- Construction N/A
G. - Consultant/contracts N/A
H.- Other N/A
I. - indirect Cost $ 35,000.00
Total Cost: ' $175,000.00
Federal Request: $175,000.00
Paul Coverdell Forensic Science Improvement Grants Program, FY 2011
Page 3 of 3
OMB APPROVAL NO.1121-01 B8
EXPIRES 5-9B (Rev.1/97)
Budget Detail Worksheet
Purpose: The Budget Detail Worksheet may be used as a guide to assist you in the preparation of
the budget and budget narrative. You may submit the budget and budget narrative using this form or in
the format of your choice (plain sheets, your own form, or a variation of this form). However, all
required information. (including the budget narrative) must be provided. Any category of expense not
applicable to your budget may be deleted.
A. Personnel - List each position by title and name of employee, if available. Show the annual
salary rate and the percentage of time to be devoted to the project Compensation paid for employees
engaged in grant activities must be consistent with that paid forsimilar work within the applicant
organization. 0
Name/Position
,Crime Scene Investigators and Staff at M.PD
'Position 2
IPostition 3
Postilion 5 -
Postilion 6
Computation
1955.72 hours x 555/avg. oft per hr. = 552,564.60
Cost
'$52,565.00 1
SUB -TOTAL $52,565.DD
B. Fringe Benefits Fringe benefits should be based on actual known costs or an established
formula. Fringe benefits are for the personnel listed in budget category (A) and only for the
percentage of time devoted to the project. Fringe benefits on overtime hours are limited to FICA,
Workman's Compensation, and Unemployment Compensation.
Name/Position
Fringe benefits allowed under overtime pay
Fringe benefit2
Fringe benefit 3
Fringe benefit4
Fringe benefit 5
Computation
1552,565.00 x 10.26% = $5,393.16
Cost
1$5,393.00
SUB -TOTAL $5,393.DD
958.D0
Total Personnel & Fringe Benefits $57 '
OJP FORM 715011 (5-95)
C. Travel - Itemi7e travel expenses of project personnel by purpose (e.g., staff to training, field
interviews, advisory group meeting, etc.). Show the basis of computation (e.g., six people to 3-day
training at $X airfare, $X lodging, $X subsistence). In training projects, travel and meals for trainees
should be listed separately. Show the number of trainees and the unit costs involve&. Identify the
location of travel, if known. Indicate source of Travel Policies applied, Applicant or Federal Travel
Regulations. .
Purpose of Travel Location Item Computation . Cost
WA d
Travel entry 2
Travel entry 3
Travel entry 4
Travel entry 5
Travel entry 5
Travel entry 7
TOTAL $0.00
D. Equipment - List non -expendable .ite ns that are to be purchased. Non -expendable equipment
is tangible property having a useful life of more than two years and an acquisition cost of $5,000 or
more per unit. (Note: Orgsni7ation's own capitalization policy may be used for itemscosting less than
$5,000), Expendable items should be included either in the "supplies" category or in the "Other"
category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, espe-
cially high cost items and those subject to rapid technical advances. Rented or leased equipment cosh
should be listed in the "Contractual" category. Explain how the equipment is necessary for the success
of the project. Attach a narrative describing the procurement method to be used.
Item
Computation
Office furniture
Software & hardware upgrades
equipment errtry 3
equipment entry 4
equipment entry 5
$17,042.00 x 1 = $17,042.00
$65,000.00 x 1 = $65,000.0D
Cost
$17,042.00
$65,000,00
TOTAL $82,042.00
E. Supplies - List items by type (office supplies, postage, training materials, copying paper, and
expendable equipment items costing less that $5,000, such as books, hand held tape recorders) and
show the basis for computation. (Note: Organization's own capitalization policy may be used for
items costing less than $5,000). Generally, supplies include any materials that are expendable or
consumed during the course of the project.
Supply Items
Computation
Cost
N/A
supply Item 2
supply Item 3
supply item 4
supply item 5
supplyltem 6
supply item 7
supply Item 8
supply item 9
TOTAL$013°
F. Construction -Asa rule, construction costs are not allowable. In some cases, minor repairs or
renovations may be allowable. Check with the program omce before budgeting funds in this
category.
Purpose
Description of Work
Cost
four fines per entry, use boxes below or an additional
page for more space if required
N/A
TOTAL $o•oo
G. Consultants/Contracts - Indicate whether applicant's formal, written Procurement Policy or
the Federal Acquisition Regulations are followed.
Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily
fee (8-hour day), and estimated time on the project. Consultant fees in excess of $450 per day require
additional justification and prior approval from OJP.
Name of Consultant
NIA
Supply item 1, one line per entry
Supply item 1, one fine per entry
Supply Item 1, one line per entry
Service Provided
Computation
Cost
maximum of three lines
Subtotal $O.oO
Consultant Expenses: List all expenses to be paid from the grant to the individual consultants in
addition to their fees (Le., travel, meals, lodging, etc.)
Item
Location
NIA
Computation
maximum of three lines
Consultant expense entry 1, one line ped
maximum oft tree Imes
maximum of three lines
Cost
. Subtotal I0.00
Contracts: Provide a description of the product or service to be procured by contract and an estimate
of the cost. Applicants are encouraged to promote free and open competition in awarding contracts.
A separate justification must be provided for sole source contracts in excess of $100,000.
Item
Cost
maximum of four fines, additional Information should be attached on a separate sheet(s)
maximum of four lines
Subtotal $0.00
TOTAL SOLO
H. Other Costs - List items (e.g., rent, reproduction, telephone, janitorial or security services,
and investigative or confidential funds) by major type and the basis of the computation. For example,
provide the square footage and the cost per square foot for rent, or provide a monthly rental cost and
how many months to rent.
Description
Computation
Cost
N/A
TO'LA.L $O.DO
I. Indirect Costs -Indirect costs are allowed only if the applicant has a Federally approved indirect
cost rate. A copy of the rate approval, (a fully executed, negotiated agreement), must be attached.. If
the applicant does not have an approved rate, one can be requested by contacting the applicant's
cognizant Federal agency, which will review all documentation and approve a rate for the applicant
organization, or if the applicant's accounting system permits, costs may be allocated in the direct costs
categories.
Description
Computation
Approved 20% indirect cost
Approved 20% indirect cost
1$175,000.00 x 2D% = $35,000,00
1$175,000.00 x 20% = $35,000,00
Cost
1$35,000.00
TOTAL $35,000.D0
Budget Summary- When you have completed the budget worksheet, transfer the totals for each
category to the spaces below. Compute the total direct costs and the total project costs. Indicate the
amount of Federal requested and the amount of non -Federal funds that will support the project.
Budget Category
A. Personnel
B. Fringe Benefits
C. Travel
D. Equipment
E. Supplies
F. Construction
G. Consultants/Contracts
H. Other
Total Direct Costs
I. Indirect Costs
TOTAL PROJECT COSTS
Federal Request
Non -Federal Amount
$175,000.00
$0.00
Amount
$52,565.00
$5,393.00
$0.00
$82,042.00
$0.00
$0.00
$0.00
$0.00
$140,000.00
$35, 000.00
$175,000.00