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HomeMy WebLinkAboutBack Up DocumentsU.S. DEPARTMENT OF JUSTICE OFFICE OF COMMUNITY ORIENTED POLICING SERVICES 145 N Street, NE, Washington, D.C. 20530 September 30, 2011 Chief of Police Miguel Exposito Miami, City of 400 North West 2nd Avenue Miami, FL 33128 Re: COPS Hiring Grant Program Grant #201 1ULWX0010 ORM: FLO1306 Dear Chief of Police Exposito: Office of the Chief of Potice Miami, Fla OCT 04 2011 RECEIVED. On behalf of the COPS Office, congratulations on receiving an award for 25 officer position(s) and $5,786,825 in federal funds over a three-year grant period under the 2011 COPS Hiring Program (CHP). Your agency may use CHP grant funding to hire or rehire officers on or after the official grant award start date. Enclosed in this packet is your grant award. A list of conditions that apply to your grant is included on the reverse side of the grant award and on the additional award condition pages. You should read and familiarize yourself with these conditions. To officially accept your grant, the award document must be signed, and all award condition pages, front and back, must be returned to the COPS Office within 90 days from the date of this letter. The enclosed materials include detailed instructions for returning the signed award document by e-mail, fax, or standard mail. The official start date of your grant is September 1, 2011. Therefore, you can be reimbursed for approved expenditures made on or after this date. Please carefully review the Financial Clearance Memorandum and Final Funding Memorandum included in your award package to determine your approved budget, as some of your requested items may not have been approved by the COPS Office during the budget review process, and grant funds may only be used for approved items. ,The Financial Clearance Memorandum will specify the final award amount, and will also identify any disallowed costs. A supplemental online award package for 2011 COPS CHP grantees can be found at http://www.cops.usdoj.gov/DefaultaspThem=2367. We strongly encourage you to visit this site immediately to access a variety of important and helpful documents that will assist you with the implementation of your grant, including the 2011 CHP Grant Owner's Manual, which specifies the programmatic and financial terms, conditions, and requirements of your grant. A Frequently Asked Questions (FAQ) document is available to assist you with many questions you may have about your new CHP award. A copy is included in this award packet, and can also be found on the COPS website listed above. Within a few weeks you should receive a financial documentation package from the Office of the Chief Financial Officer, Office ofJustice Programs. This important package will contain the forms and instructions necessary to begin drawing down funds for your grant. Once again, congratulations on your CHP award. If you have any questions about your grant, please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center at 1.800.421.6770. Sincerely, Bemard K. Melekian Director ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING — Oz:2-C 1< of U.S. DEPARTMENT OF JUSTICE OFFICE OF COMMUNITY ORIENTED POLICING SERVICES 145 N Street, NE, Washington, D.C. 20530 ACCEPTING YOUR 2011 COPS GRANT AWARD Frequently Asked Questions HOW DO I ACCEPT THIS AWARD? Accepting your COPS award is a simple and straightforward process. The award document to accept your new grant can be found in the award packet. Other important information about your award can be found online at www.cops.usdoj.gov. You should carefully read all award information prior to signing the award document and accepting your grant. COPS Grant Award Document — To accept your grant, the award document must be signed by the top law enforcement and government executives or agency executives as indicated on the award document. Please return both sides of the award document, along with all award condition pages to the COPS Office by e-mail, fax or standard mail within 90 days of the date shown on the award congratulatory letter. Stamps and/or electronic signatures will not be accepted. WI -WILE CAN 1 FIND THE SUPPORTING PAPERWORK FOR MY AWARD. SUCH AS THE GRANT OWNER'S MANUAL? For your convenience, we have several supporting documents available online at www.cops.usdoj.gov to assist you in implementing your grant. These resources include: Grant Owner's Manual Frequently Asked Questions about the Federal Financial Report (SF-425) Helpful Hints Guide for Completing the Federal Financial Report (SF-425) Fact Sheet- Online Filing of FFR SF-425 Quarterly Federal Financial Reports Frequently Asked Questions (FAQs) Grant Payment Request System (GPRS) Publication Request Form Change of Information Form Federal Civil Rights Statutes and Regulations Memorandum WHO MUST SIGN THE AWARD DOCUMENT? The law enforcement and government executives (as indicated on your award document) that have ultimate financial and programmatic authority for the grant must sign the award document. They are generally the highest- ranking officials within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent for law enforcement executives, and Mayor, City Administrator, Tribal Chairman, or equivalent for government executives). For non -law enforcement agencies (universities, private organizations, etc.), the authorized officials are the programmatic and financial officials who have the ultimate signatory authority to sign contracts on behalf of your organization. Typically, these are the same executives who signed the forms located in your application package. ARE STAMPED OR ELECTRQNIC SIGNATURES ACCEPTABLE ON UIE •- No. Stamped and/or electronic signatures will not be accepted. August 2011 MAY I RETURN A SIGNED PHOTOCOPY OF THF: AWARD DOCUMENT? Yes. Signed photocopies of the award document will be accepted by e-mail or fax. Please remember to copy both sides of the award document HOW LONG DO 1 HAVE TO RETURN THE SIGNED AWARD DOCUMENT? Your agency has 90 days from the date listed on the award congratulator), letter to return both sides of your signed award document and all award condition pages to the COPS Office. Failure to retum your signed award document within the 90-day time frame will result in your inability to access grant funds, and may result in your agency being withdrawn from your COPS grant prograrn. THE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE GIVING FINAL APPROVAL TO ACCEPT THIS GRANT. WHAT DOI DO? If your agency needs more than 90 days to sign and retum the award document, please contact your Grant Program Specialist at 1.800.421.6770 to request an extension of the return period. All time extension requests for the purposes of returning the award document will be considered on a case -by -case basis. WHERE DO I MAIL THE, SIGNED AWARD DOCUMENT? Both the front and back of your signed award document along with all award cond ition pages can be returned to the COPS Office via one of three options listed: Electronic Mail: The COPS Hiring Program CHP@usdoj.gov The Child Sexual Predator Program COPSCSPPausdoj.gov The Secure Our Schools Program COPS.S0Sausdoj.gov Fax: 202.514.1335 Mail: U.S. Department ofJustice Office of Community Policing Services ATTN: [Grant Program Name] Control Desk 145 N Street, N.E., 1 lth Floor Washington, DC 20530 Before you can draw down these grant funds, the COPS Office must receive both sides of the signed award document and all of the award conditions pages from your agency. To ensure that we receive your signed award in a timely manner, we encourage you to submit your signed award by electronic maiL IYUATIEILIEGM/EalENTAnd2111AILEIUMLEMEMIXECIallE INFORMATION ON THE Please review the information on your award document carefully. If a change in inforrnation (address, phone number, etc.) has occurred, do not change or correct that information on the award document. Rather, a Change of Information Form should be submitted to our office. Any alterations to the original award will invalidate the doc:,Iment You may submit a Change of Information Form online through "Account Access" at www.cops.usdoj.gov, or you may print a fillable form to submit via fax or mail. Complete the relevant part(s) of that document and submit it to the COPS Office. The COPS Office will then update our records -to reflect any changes. 2 If the actual law enforcement or government executive listed on the award document has changed, the new executive in that position should simply sign the award document. Again, do not alter any executive information shown on your award document, even if it needs to be updated. Simply complete a Change of Information form as described above in order to reflect the new executive. 9 Beginning on the reverse side of your award document, you will find your award's grant terms and conditions. The same conditions can also be found in the Grant Owner's Manual, which is available online at www.cops.usdoj.gov. Please read and familiarize yourself with these conditions. tSTIONS 9 lf you still have questions, please feel free to call the COPS Office Response Center at 1.800.421.6770 and ask to speak with your Grant Program Specialist. ' • : Don't FORGET. Both sides of your signed award document along with all award condition pages may be returned to the COPS Office via one of the three options listed below: Electronic Mail For the COPS Hiring Program (CHP) CHP@usdoigov For the Child Sexual Predator Program (CSPP) COPS.CSPP@usdoj.gov For the Secure Our Schools Program (SOS) COPS.SOS@usdoigov For the Tribal Resource Grant Program (TRGP) CTAS.TRGP@usdoigov For Tribal Meth CTAS.TribalMeth@usdoj.gov Fax 202.514.1335 Standard Mail U.S. Department ofJustice Office of Community Oriented Policing Services Attention: [Insert Program Name] Control Desk 145 N Street, N.E., l lth Floor Washington, DC 20530 To ensure that we receive your signed award and all award _ condition pages in a timely manner, we encourage you to submit your signed award by electronic mail.