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HomeMy WebLinkAboutExhibit 1i ;hange Grantee Authorized Signing Official GAN Page 1 of US DEPARTMENT OF JUSTICE OFFICE OF JUSTICE PROGRAMS GRANT ADJUSTMENT NOTICE Grantee Name: City of Miami Grantee Information Project 10/01/2012 - GAN Period: 03/31/2014 Number: Grantee 3500 Pan American Drive Miami, Program Address: 33133 Office: Grantee DUNS 07-222-0791 Number: Grantee EIN: 59-6000375 Vendor#: 596000407 Grant Manager: N IJ Michael Dillon Application 2012-91056- Number(s): FL-DN Award 2012-DN-BX- Number: K016 The MPD seeks to review, prioritize, examine and evaluate its existing Project cold cases in an effort to identify Award Title: physical evidence with the potential Amount: to yield DNA that can be submitted for testing. $0.00 001 Date: 09/04/2012 Change Grantee Authorized Signing Official Specific documentation is required for changes to a Grantee Authorized Signing Official. Documentation can be the legal document that effected the change or a letter noting the official change authenticated (signed) by a proper official of the state having jurisdiction. Documentation must be electronically attached.. If you cannot attach the documentation, please contact your Grant Manager. Current Authorized Signing Official Prefix Prefix (Other) First Name Middle Initial Last Name Suffix Suffix (Other) Title Address Line 1 Address Line 2 City State Zip Phone— Fax Email Ms. Lillian Blondet Director, Grants Administration 3500 Pan American Drive Miami Florida 33133 - -(-305) 416 1536 Ext (305) 416-2151 Iblondet@miamigov.com New Authorized Signing Official *Prefix Prefix (Other) *First Name Middle Initial * Last Name Suffix Suffix (Other) *Title *Address Line 1 Address Line 2 *City *State *Zip *Phone Fax *Email M r. Johnny Martinez City Manager City Hall 3500 Pan American Drive Miami Florida -33133 = 5595 (305) 416-1025 Ext (305) 416-1019 johnnymartinez@miamigov.com l*Required Justification for Change Grantee Authorized Signing Official - ttps://grants.ojp.usdoj.gov/gmsexternal/gan/signOfficialGAN.st 9/4/201. ;hange Grantee Authorized Signing Official GAN Page 2 of The City of Miami City Manager, Mr. Johnny v Martinez, is the individual authorized to accept p grant funding. Ms. Blondet is authorized to sign 14. off on grant applications but not to accept the id funding. Thank you'! I"' _ Attachments: Filename: User: Timestamp:. CITY MANAGER.pdf LBlondet 08/31/2012 2:04 PM Pint' Audit Trail: Description: Role: User: Timestamp: Approved -Final PO - Grant Manager dillonm 09/04/2012 4:53 PM Submitted PO - Grant Manager LBlondet 08/31/2012 2:05 PM Draft EXTERNAL - External User LBlondet 08/31/2012 2:03 PM - .ttps://grants.ojp.usdoj.gov/gmsextemaUgan/signOfficialGAN.st 9/4/201. t.� Sa (u i Ctr cd 04 14 O( 4 40ta o io Office of the Chief Financial Officer Postaward Instructions STEP 2 - Review Award and Special Conditions Once an FPOC completes registration (see step 1), you will be able to view and print the award online. If you agree with the terms and conditions, print the award. The authorized recipient official must sign and date the agreement and initial the special conditions and submit both the signed agreement and initialed special condition pages to the OJP Control Desk or OVW using one of the following methods: Agency: OJP OVW Fax: 1-866-388-3055 (toll free) 202-354-4081 202-514-7045 202-616-5962 Email: acceptance a usdoj.Rov OVW.Acceptance@usdoj.gov The Grant Point of Contact (GPOC) must approve an FPOC before an accepted award can be entered in the system. If the authorized recipient official has changed, do not alter the preprinted name in box 18 of the award. A grant adjustment notice (GAN) will have to be initiated in GMS to notify the Program Office of this change. Grantees have the capability to initiate a GAN by logging into GMS at https://grants.oip.usdoj.gov and selecting the GAN tab. For assistance accessing GMS or initiating the GAN, OJP grantees may contact the GMS Helpdesk at 1-888-549-9901 (choose option 3) or via email at GMS.HelpDesk(a usdoi.gov. OVW grantees may contact OVW GMS Support at 1-866-655-4482 or OVW.GMSSupportC usdoj.gov. Once the GAN is approved by the Program Office, the agreement should be signed by the new authorized recipient official. The former authorized recipient's name should remain unaltered in box 18. The authorized recipient official should also initial each page of special conditions and return the approved GAN, signed August 2012 3 agreement, and initialed special condition pages back to the OJP Control Desk or OVW using one of the following methods: Agency: OJP OVW Fax: 1-866-388-3055 (toll free) 202-354-4081 202-616-5962 202-514-7045 Email: acceptancea,usdoj.gov OVW.Acceptance@usdoj.gov Notify your Program Office when special conditions have been met. Note: The original signed documents should be maintained by the grantee for presentation in the event of an audit. Acceptance documents for Community Oriented Policing Services (COPS) and U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) grants should not be sent to OJP or OVW. Please contact COPS at 1-800 121-6770 or DHS at 1-866-927- 5646 for instructions on the return of their award documents. If you do not agree with the terms and conditions, contact the awarding Program Office as noted in the award package to decline, withdraw, or request modification. You have 45 days from the award date to accept the award. Notify your Program Office if your organization is unable to accept the award within this time. Failure to accept within 45 days may result in deobligation of funds. Following are sample pages from GMS of the award and special conditions pages that award recipients will need to print, sign, and return to OJP or OVW to accept the award. August 2012 4 Department of Justice • Office ofJustice Programs National Institute ofJustice Office ofJustice Programs August 23, 2012 Ms. Lillian Blondct City of Miami 3500 Pan American Drive Miami, FL 33133 Dear Ms. Blondet: Washington, D.C. 10531 On behalf of Attorney General Eric Holder, it is my pleasure to inform you that the Office ofJustice Programs has approved your application for funding under thc FY 12 Solving Cold Cases with DNA in the amount of $500,000 for City of Miami. The project title is, "The MPD seeks to review, prioritize, examine and evaluate its existing cold cases in an effort to identify physical evidence with the potential to yield DNA that can be submitted for testing". 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 thc 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, Michael Dillon, Program Manager at (202) 514-5528; and - Financial Questions, thc 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, John H. Laub Director, National Institute of Justicc Enclosures Department of Justice Office of Justice Programs Office for Civil Rights Washington. D.C. 2053f August 23, 2012 Ms. Lillian Biondet City of Miami 3500 Pan Amcrican Drive Miami, FL 33133 Dear Ms. Biondet: 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 of Justice Programs (OJP), U.S. Department of Justice 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 Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, recipients of Federal financial assistance must takc 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 thc websitc at http://www.lep.gov. Ensuring Equal Treatment for Faith -Based Organizations The Department of Justice 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 known 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 of Justice 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 Justicc 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 thc provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's websitc at http://www.ojp.usdoj.gov/ocr/ctfbo.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 arc the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects a number of recipients cach ycar for compliance reviews, audits that require recipients to submit data showing that they arc 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 othcr Federal grant program requirements, must meet two additional requirements:(I) 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 (sec 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 OCR's website at http://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 $25,000; 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 of the 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, Michael L. Alston Director cc: Grant Manager Financial Analyst ocm4k Department ofJustice , Office of Justice Programs o,. ". F.v: •,. _ National Institute of Justice �f �• }� o,, , • 't%sncnco�.rn n e. Cooperative Agreement PAGE 1 OF 10 I. RECIPIENT NAME AND ADDRESS (Including Zip Code) City of Miami 3500 Pan American Drive Miami, FL 33133 4. AWARD NUMBER: 2012-DN-BX-K016 5. PROJECT PERIOD: FROM 10/01/2012 TO 03/31/2014 BUDGET PERIOD: FROM 10/01/2012 TO 03/31/2014 6. AWARD DATE 08/23/2012 7. ACTION initial I A. GRANTEE IRS/VENDOR NO, 596000407 8. SUPPLEMENT NUMBER 00 9. PREVIOUS AWARD AMOUNT S 0 3. PROJECT TITLE The MPD seeks to review, prioritize, examine and evaluate its existing cold cases in an effon to identify physical evidence with the potential to yield DNA that can be submitted for testing. 10. AMOUNT OF THIS AWARD S 500,000 II. TOTAL AWARD S 500,000 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). 13. STATUTORY AUTHORITY FOR GRANT This project is supported undcr FY 12(NIJ - S&LLEA DNA/Other Forensics) Pub. L. No. 1 12-55, 125 Stat. 552, 616; 28 USC 530C 15. METHOD OF PAYMENT GPRS AGENCY APPROVAL v . GRANTEE ACCEPTANCE 16. TYPED NAME AND TITLE OF APPROVING OFFICIAL John H. Laub Director, National Institute ofJustice • 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL Lillian Blondet Director, Grants Administration 17. SIGNATURE OF APPROVING OFFICIAL ( I(' I �! �. . 19. SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL I9A. DATE ..; ..,,; ,,. ... . � .>: AGENCY USE ONLY ... '•., .,._; .. 20. ACCOUNTING CLASSIFICATION CODES FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT X B DN 60 00 00 500000 21. LDNSGT0218 OJP FORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE, OJT' FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs National Institute of Justice AWARD CONTINUATION SHEET Cooperative Agreement PAGE 2 OF 10 PROJECT NUMBER 2012-DN-BX-K016 AWARD DATE 08/23/2012 SPECIAL CONDITIONS I . The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the Office oflustice Programs (OJP) Financial Guidc. 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 rcquircmcnts of OMB Circular A-I33, Audits of States, Local Governments, and Non -Profit Organizations, and further understands and agrees that funds may be withheld, or other related rcquircmcnts may be imposed, if outstanding audit issucs (if any) from OMB Circular A-I33 audits (and any othcr audits of OJP grant funds) arc not satisfactorily and promptly addressed, as further described in the current edition of the OJP Financial Guidc. 4. Recipient understands and agrees that it cannot use any federal funds, tither 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, abusc, 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) 869-4499 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 ofJustice Office ofJustice Programs .National Institute of Justice AWARD CONTINUATION SHEET Cooperative Agreement PAGE 3 OF 10 PROJECT NUMBER 2012-DN-BX-K016 A WARD DATE 08/23/2012 SPECIAL CONDITIONS 8. The recipient agrees to comply with applicable requirements regarding Central Contractor Registration (CCR) and applicable restrictions on subawards to first -tier subrecipicnts that do not acquire and provide a Data Universal Numbering System (DUNS) number. Thc details of rccipicnt obligations arc posted on the Office of Justicc Programs web site at http://www.ojp.gov/funding/cer.htm (Award condition: Central Contractor Registration and Universal Identifier Requirements), and arc incorporated by reference here. This special condition does not apply to an award to an individual who received thc award as a natural person (i.c., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 9. 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. 10. The recipient agrees to comply with all applicable laws, regulations, policies, and guidancc (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences, meetings, trainings, and other events, including the provision of food and/or beverages at such events, and costs of attendance at such events. Information on pertinent laws, regulations, policies, and guidancc is available at www.ojp.gov/funding/confcost.htm. I I . Thc recipient understands and agrees that any training or training materials developed or delivered with funding provided under this award must adhere to thc OJP Training Guiding Principles for Grantees and Subgrantees, available at http://www.ojp.usdoj.gov/funding/ojptrainingguidingprinciples.htm. 12. The recipient agrees that if it currently has an open award of federal funds or if it receives an award of federal funds other than this OJP award, and those award funds have been, are being, or are to be used, in whole or in part, for one or more of the identical cost items for which funds are being provided under this OJP award, the recipient will promptly notify, in writing, the grant manager for this OJP award, and, if so requested by OJP, seek a budget -modification or change -of -project -scope grant adjustment notice (GAN) to eliminate any inappropriate duplication of funding. 13. Due to the substantial Federal involvement contemplated in completion of this project, the National Institute ofJustice (NIJ) has elected to cnter into a cooperative agreement rather than a grant. This decision is based on NIJ's ongoing responsibility to assist and coordinate projects that relate to DNA analysis and capacity enhancement, and certain other forcnsic activities, NIJ will provide input and re -direction to thc project, as needed, in consultation with the recipient, and will actively monitor thc project by methods including, but not limited to, ongoing contact with the recipient. In meeting programmatic responsibilities, NIJ and thc recipient will be guided by the following principles: responsibility for thc day-to-day operations of this project rests with the recipient in implementation of the recipient's approved proposal, thc recipient's budget (as approved by NIJ and OJP), and the terms and conditions specified in this award. Responsibility for general oversight and redirection of the project, if necessary, rests with NIJ. In addition to its programmatic reporting requirements, the recipient agrees to provide necessary information as requested by OJP and N1J. These information requests may include, but are not limited to, specific submissions related to: performance, including measurement of project outputs/outcomes; meeting performance specifications; developmental decision points; changes in project scope or personnel; budget modifications; and/or coordination of related projects. 14. Unless otherwise authorized by NIJ in writing, expenses charged to this award must directly relate to: (a) identification, review, and prioritization of Uniform Crime Report (UCR), Part 1 Violent Crimc "cold cases" (cases for which all significant investigative leads have been exhausted) that have the potential to be solved through DNA analysis; (b) identification, collection, retrieval, or evaluation of biological evidence from such cases that may reasonably be expected to contain DNA; or (c) performance of DNA analyses on such biological evidence, including the handling or screening of this evidence. . OJP FORM 4000/2 (REV. 4-88) Department ofJustice Office ofJustice Programs National Institute of Justice AWARD CONTINUATION SHEET Cooperative Agreement PROJECT NUMBER 2012-DN-BX-K016 AWARD DATE 0823/2012 PAGE 4 OF. 10 SPECIAL CONDITIONS 15. (a) Accreditation and Privacy Requirements; CODIS; No Research The recipient shall ensure that each DNA analysis conducted under this award will be performed either-- (I) by accredited government -owned laboratories, or (2) through an accredited fee -for -service vendor. The accrcditation must be by a nonprofit professional association of persons actively involved in forensic science that is nationally recognized within the forensic science community. The laboratory must undergo external audits not less than once every 2 years that demonstrate compliance with the DNA Quality Assurance Standards established by the Director of the Federal Bureau of Investigation. Thc recipient shall maintain each DNA analysis conducted under this award, and each stored DNA sample that results from this award, in accordance with thc privacy requirements and restrictions on disclosure described in 42 U.S.C. section 14132(b)(3). Thc rccipicnt agrees to notify N1J promptly upon any change in the accreditation status of any of its forensic science laboratories, if applicable. Thc recipient shall ensure that all eligible forensic DNA profiles obtained with funding undcr this award will bc entered into the Combined DNA Index System (CODIS), and, where applicable, uploaded to thc National DNA Index System (NDIS). The recipient shall ensure that none of the funds provided under this award are used for research or statistical projects or activities as defined by 28 C.F.R. Part 22, or for research as defined by 28 C.F.R. Part 46. Any questions concerning this provision should be directed to the NIJ program manager for the award. , (b) Nonsupplanting of State or Local Funds The recipient shall ensure that federal funds made available through this award will not supplant State or local government funds, but instead will be used to increase the amount of funds that would, in the absence of federal funds, bc available from Statc or local government sources for activities funded through this award. The recipient agrees to notify NIJ promptly if the recipient receives new State or local government funding for any of thc purposes included in thc approved application for this award. (c) Evaluations The rccipicnt agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, thc provision of any information required for thc assessment or evaluation of any activities within this project. 16. The recipient shall submit a report within 90 days of the end of the award period that, at a minimum-- (1) includes a summary and assessment of the program carried out with the funds made available under this Fiscal Year 2012 award, and (2) cites the number of additional "violent crime cold cases" reviewed for DNA evidence, the number of such cases in which biological evidence still existed, thc number subjected to DNA analysis, the number that yielded viable DNA profiles, the number of resulting profiles entered into CODIS, and the number of CODIS hits as a result of this Fiscal Year 2012 award. Thc rccipicnt shall ensure that all data and information necessary for thc rcport are collected throughout the award period. The rcport must bc submitted to thc Office of Justice Programs, on-line through https://grants.ojp.usdoj.gov/. 17. The rccipicnt agrees that it will submit quarterly financial status reports to OJP on-line (at https://grants.ojp.usdoj.gov) using thc SF 425 Federal Financial Report form (available for viewing at www.whitchousc.gov/omb/grants/standard forms/ff_report.pdf), not later than 30 days after the end of cach calendar quarter. Thc final report shall be submitted not later than 90 days following the end of the award period. OJP FORM 4000/2 (REV. 4-88) �.SiNTUfi. 11 Department ofJustice Office of Justice Programs National Institute of Justice AWARD CONTINUATION SHEET Cooperative Agreement PROJECT NUMBER 2012-DN-BX-K016 AWARD DATE 08/23/2012 PAGE 5 OF 10 SPECIAL CONDITIONS 18. The recipient shall submit semiannual progress reports. Progress reports shall be submitted within 30 days after the cnd of the reporting periods, which arc June 30 and December 31, for thc life of thc award. These rcports will be submitted to the Office of Justicc Programs, on-line through thc Internet at https://grants.ojp.usdoj.gov/. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs National Institute of Justice AWARD CONTINUATION SHEET Cooperative Agreement PAGE 6, OF 10 PROJECT NUMBER 2012-DN-BX-K016 AWARD DATE 0823/2012 SPECIAL CONDITIONS 19. Within 45 days after thc end of any conference, meeting, retreat, seminar, symposium, training activity, or similar event funded under this award, and the total cost of which exceeds $20,000 in award funds, the recipient must provide the program manager with thc following information and itemized costs: 1) name of event; 2) event dates; 3) location of event; 4) number of federal attendees; 5) number of non-federal attendees; 6) costs of event space, including rooms for break-out sessions; 7) costs of audio visual services; 8) other equipment costs (e.g., computer fees, telephone fees); 9) costs of printing and distribution; 10) costs of meals provided during the event; 11) costs of refreshments provided during the event; 12) costs of event planner; 13) costs of event facilitators; and 14) any othcr costs associated with thc event. The recipient must also itemize and report any of the following attendee (including participants, presenters, speakers) costs that arc paid or reimbursed with cooperative agreement funds: I) meals and incidental expenses (M&IE portion of per diem); 2) lodging; 3) transportation to/from event location (c.g:, common carrier, Privately Owned Vehicle (POV)); and, 4) local transportation (e.g., rental car, POV) at event location. Notc that if any item is paid for with registration fees, or any other non -award funding, then that portion of the expense does not need to be reported. Further instructions regarding the submission of this data, and how to determine costs, are available at www.ojp.gov/funding/confcost.htm. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office ofJustice Programs National Institute of Justice PROJECT NUMBER 2012-DN-BX-KOI 6 AWARD DATE 08/23/2012 PAGE 7 OF 10 SPECIAL CONDITIONS 20. 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 ofJustice Programs, U.S. Department ofJustice. Thc opinions, findings, and conclusions or recommendations expressed in this publication/program/exhibition arc those of the author(s) and do not necessarily reflect those of the Department of Justice. NIJ defines publications as any planned, written, visual or sound material substantively based on the project, formally prepared by thc award recipient for disscmination to'the public. 21. The recipient shall transmit to thc NIJ program manager copies of all official award-rclated press releases at least ten (10) working days prior to public release. Advance notice permits timc for coordination of release of information by NIJ where appropriate and to respond to press or public inquiries. 22. The Project Director and key program personnel designated in the application shall be replaced only for compelling reasons. Successors to key personnel must be approved, and such approval is contingent upon submission of appropriate information, including, but not limited to, a resume. OJP will not unreasonably withhold approval. Changes in other program personnel require only notification to OJP and submission of resumes, unless otherwise designated in the award document, 23. Pursuant to 28 C.F.R. Part 18, OJP may suspend or terminate funding under this award before the completion of the project funded by this award, for the recipient's failure to comply with these special conditions or with the project's goals, plans and methodology set forth in the approved application. In the case of suspension, the recipient will be unable to draw down funds until OJP determines that the recipient is in compliance. 24. The recipient acknowledges that the Office ofJustice 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: (I) 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 an 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 thc recipient (and of each subrecipient, if applicable) to ensure that this condition is included • in any subaward under this award. Thc recipient has the responsibility to obtain from subrecipients, contractors, and subcontractors (if any) all rights and data necessary to fulfill thc 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. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs National Institute of Justice PROJECT NUMBER 2012-DN-BX-K010 AWARD CONTINUATION SHEET Cooperative Agreement AWARD DATE 08/23/2012 PAGE 8 OF 10 SPECIAL CONDITIONS 25. Patents and Inventions. The clauses at 37 C.F.R. section 401.14 (together, the "Patents Rights Clause") are incorporatcd by reference, with the following modifications. (1) Where italicized, the terms "contract," "contractor," and "contracting officer" are replaced, respectively, by the terms "award," "award recipient," and "OJP program manager"; (2) Patent Rights Clause paragraph (f) is modified by adding the following at the end: "(5) The award recipient agrees to provide a report prior to thc close out of the award listing all subject inventions or stating that there were none. (6) The award recipient agrees to provide, upon request, the filing date, patent application number and title; a copy of the patent application; and patent number and issue date for any subject invention in any country in which thc award recipient has applied for a patent."; (3) Patent Rights Clause paragraph (g) is modified to read as follows: "(g) Subawards and Subcontracts "The award recipient will include this Patent Rights Clause, suitably modified to identify the parties, in all subawards and subcontracts, regardless of tier, for experimental, developmental, or research work. The subaward recipient or subcontractor will retain all rights provided for the award recipient in this clause, and the award recipient will not, as a part of the consideration for awarding the subaward or subcontract, obtain rights in the subaward recipient's or subcontractor's subject inventions."; and (4) Patcnt Rights Clause paragraph (I) is modified to read as follows: "(I) Communications "Communications on matters relating to this Patent Rights Clause should be directed to the General Counsel, Office of Justice Programs, United States Department ofJustice.". With respect to any subject invention in which the award recipient, or a subaward recipient or subcontractor, retains title, thc Federal government shall have a nonexclusive, nontransferable, irrevocable, paid -up license to practice or have practiced for or on behalf of the United States the subject invention throughout the world. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office of Justice Programs National Institute of Justice AWARD CONTINUATION SHEET Cooperative Agreement PROJECT NUMBER 2012-DN-BX-K016 AWARD DATE 08/23/2012 PAGE 9 OF 10 SPECIAL CONDITIONS 26. Thc rccipicnt agrees to comply with all Federal, State, and local environmental laws and regulations applicable to thc development and implementation of the activities to be funded under this award. Environmental Assessment (EA): Thc rccipicnt agrees and understands that funded activities (whether conducted by thc rccipicnt or subrecipients or contractors) may require the preparation of an EA as defined by thc Council on Environmental Quality's Regulations for implementing the Procedural Provisions of thc National Environmental Policy Act (NEPA), found at 40 CFR Part 1500. An EA is a concise public document that briefly provides sufficient analysis for determining whether to prepare an environmental impact statement (EIS) or a finding of no significant impact for the proposed activity. If in completing an EA for a proposed activity, potential adverse environmental impacts arc identificd, the EA will serve as a vehicle for developing either alternative approaches or mitigation measures for avoiding or reducing the identified adverse environmental impacts. Modifications: Throughout the term of this award, the recipient agrees that for any activity that is the subject of a completed EA, it will inform NIJ of-- (1) any change(s) that it is considering making to the previously assessed activity that may be relevant to environmental impact; 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 determined whether the proposed change or activity (or changed circumstances) will require additional review under NEPA. Approval for implementation will not be unreasonably withheld as long as any requested modification(s) is consistent with eligible program purposes and found acceptable under an NU -conducted environmental impact review process. 27. The recipient may not obligate, expend, or draw down any funds until the program office has verified that the rccipicnt has submitted all necessary documentation required to comply with the Department of Justice Procedures for Implementing the National Environmental Policy Act found at 28 CFR Part 61 (including Appcndix D), and a Grant Adjustment Notice (GAN) has been issued removing this.condition. 28. 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 Systcm (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.c., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 29. With respect to this award, federal funds may not be used to pay cash compensation (salary plus bonuses) to any employee of thc award recipient at a rate that exceeds l 10% of thc maximum annual salary payable to a member of thc federal government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. (An award recipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non-federal funds.) This limitation on compensation rates allowable under this award may be waived on an individual basis at the discretion of the OJP official indicated in the program announcement under which this award is made. OJP FORM 4000/2 (REV. 4-88) xis Department ofJusticc Office of Justice Programs National Institute of Justice PROJECT NUMBER 2012-DN-BX-K016 AWARD CONTINUATION SHEET Cooperative Agreement AWARD DATE 0823/2012 PAGE 10 OF 10 SPECIAL CONDITIONS 30. Any Web site that is funded in whole or in part under this award must include thc following statement on the home page, on all major entry pages (i.c., pages (exclusive of documents) whose primary purpose is to navigate the user to interior content), and on any pages from which a visitor may access or use a Web -based service, including any pages that provide results or outputs from the service: "This Wcb site is funded [inscrt "in part," if applicable] through a grant from the [insert name of OJP component], Office of Justice Programs, U.S. Department of Justice. Neither the U.S. Department of Justice nor any of its components operate, control, arc responsible for, or necessarily endorse, this Web site (including, without limitation, its content, technical infrastructure, and policies, and any services or tools provided)." The full text of the foregoing statement must be clearly visible on the home page. On other pages, the statement may be included through a link, entitled "Notice of Federal Funding and Federal Disclaimer," to thc full text of thc statement. 31. The recipient may not obligate, cxpcnd or draw down funds until the Office of thc 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. OJP FORM 4000/2 (REV. 4-88) Department of Justice Office ofJustice Programs National Institute of Justice Washington, D.C. 20531 Memorandum To: Official Grant File From: Michael Dillon, Program Manager Subject: Environmental Assessment for City of Miami NEPA Environmental Assessment - EA is or may be required 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. Environmental Assessment (EA): The recipient agrees and understands that funded activities (whether conducted by the recipient or subrecipients or contractors) may require the preparation of an EA as defined by the Council on Environmental Quality's Regulations for implementing the Procedural Provisions of the National Environmental Policy Act (NEPA), found at 40 CFR Part 1500. An EA is a concise public document that briefly provides sufficient analysis for determining whether to prepare an environmental impact statement (EIS) or a finding of no significant impact for the proposed activity. If in completing an EA for a proposed activity, potential adverse environmental impacts are identified, the EA will serve as a vehicle for developing either altemative approaches or mitigation measures for avoiding or reducing the identified adverse environmental impacts. Modifications: Throughout the term of this award, the recipient agrees that for any activity that is the subject of a completed EA, it will inform NIJ of-- (1) any change(s) that it is considering making to the previously assessed activity that may be relevant to environmental impact; 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 determined whether the proposed change or activity (or changed circumstances) will require additional review under NEPA. Approval for implementation 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. isMct-..., Department of Justice eye. "' 4.5., Office oflustice Programs "oe ifG National Institute of Justice -t ...'„ ' F�USGs,,,,: t`'xx,ca«" GRANT MANAGER'S MEMORANDUM, PT. 1: • PROJECT SUMMARY Cooperative Agreement PROJECT NUMBER 2012-DN-BX-K016 PAGE I OF I This project is supported under FY 12(NIJ - S&LLEA DNA/Other Forensics) Pub. L. No. 112-55, 125 Stat. 552, 616; 28 USC 530C I. STAFF CONTACT (Name & telephone number) Michael Dillon (202) 514-5528 2. PROJECT DIRECTOR (Name, address & telephone number) Lillian Blonde) Director, Grants Administration 444 S.W. 2nd Avenue Miami, FL 33130 (305)416-1536 3a. TITLE OF THE PROGRAM NIJ FY 12 Solving Cold Cases with DNA 3b. POMS CODE (SEE INSTRUCTIONS ON REVERSE) 14. TITLE OF PROJECT The MPD socks to review, prioritize, examine and evaluate its existing cold cases in an effort to identify physical evidence with the potential to yield DNA that can bc submitted for testing. 5. NAME & ADDRESS OF GRANTEE City of Miami 3500 Pan American Drive Miami, FL 33133 6. NAME & ADRESS OF SUBGRANTEE 7. PROGRAM PERIOD FROM: 10/01/2012 TO: 03/31/2014 8. BUDGET PERIOD FROM: 10/01/2012 TO: 03/31/2014 9. AMOUNT OF AWARD $ 500,000 . 10. DATE OF AWARD 08/23/2012 1 1. 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 (Sec instruction on reverse) The City of Miami Police Department currently has a backlog of 1,637 homicide cold cases. MPD sceks to review, prioritize, examine and evaluate these cases in an effort to identify physical evidence that have potential to yield biological DNA that can bc submitted for testing. They believe that evidence in about 327 cases can be submitted for analysis. The Miami Police Department seeks to accomplish several concurrent goals which include increasing solvability of backlogged cold cases, identify possible links to other crimes inside and outside of the Miami jurisdiction and ultimately prosecute a greater number of these cases. ca/ncf OJP FORM 4000/2 (REV. 4-88) City of Miami Police Department Solving Cold Cases with DNA 2012 Grant Proposal CFDA No. 16.560 May21st, 2012 Ms. Lillian Blondet, Director City of Miami ,Grants. Administration MRC Building, 444 SW 2nd Avenue, 5th Floor Miami, Florida 33130-1910 Phone: (305)416-1536 Fax: (305)416-2151 Email: Ibl ondet(imn ia.m i aov.coni Abstract The City of Miami Police Department (MPD) currently has a backlog of 1,637 homicide cold cases. MPD seeks to review, prioritize, examine and evaluate these cases in an effort to identify physical evidence that have potential to yield biological DNA that can be submitted for testing. The objective is obtaining a complete DNA profile that can be entered in the Combined DNA Index System (CODIS). It is anticipated that approximately 20% of the 1,637 total cold cases or 327 of these cases will contain biological .DNA that can be submitted for analysis. Through Department of Justice funding; the MPD seeks to accomplish several concurrent goals which include: 1) to increase solvability of backlogged cold cases; 2) identify possible links to other crimes inside and outside of the Miami jurisdiction and 3) ultimately prosecute a greater number of these cases. Solving cold cases greatly benefits MPD as well as the entire law enforcement community as a proactive measure which reduces and identifies potential future crimes by repeat offenders. Often offenders do not cease comm tting crimes and many times progress to more aggressive crimes. Arrest, prosecution and subsequent conviction of these criminals supports the MPD mission to make Miami a place where all people can live, work and visit safely without fear. MPD will evaluate the productivity of this grant project by tracking cases reviewed, evidence reviewed, .samples submitted for testing, :samplesanalyzed, the .number of profiles entered into CODIS and the number of matches made in CODIS Additionally, all cases that result in prosecution will be fully documented and publicized. Table of Contents Cover Page Project Abstract Table of Contents Main Body (Program Narrative) • Statement of the Problem • Project/Program.Design and Implementation ➢ Purpose, Goals and Objectives • Capabilities/Competencies ➢ Management Plan • lmpact/Outcomes and Evaluation > Implications • Data. Collection Plan Page 1 Page 2 Pages 4 - 20 Budget Detail Worksheet and Budget Narrative Attached Appendices List/Resumes of Key Personnel Attached Timeline Attached Human Subject: Protection Paperwork. Attached Privacy Certificate Attached List of Previous and Current NIJ Awards Attached Letter of Support Attached Attached Bibliography/References MAIN BODY Statement of the Problem The City of Miami is located in Southeast Florida, in Miami -Dade County on the Miami River, between the Florida Everglades and the Atlantic Ocean. Known for its diverse culture and ethnicities, it is the largest municipality in Miami -Dade County. According to the 2010 US Census, Miami's population is 399,457. Miami has a 68.9% Hispanic population, a 19.2% .African -American population and an 11.9% White population. In stark contrast tothe vitality of the City, 25% of its residents median household income is less than $15,000 as compared to 12% in the United States overall. It is a dense urban area of nearly 36 square miles with a median household income of $29,621 in comparison to the average US household income of S50,046. Twenty-seven percent live below poverty level. Thirty-three percent of .Miami residents do not possess a high school diploma and Miami currently has a 9 % unemployment rateas opposed to 8.2% nationwide. As the biggest municipality in Miami -Dade County, Miami handles an average of 60 homicide cases per year, 60 sexual batteries, 800 robberies and 1,500 aggravated batteries. DNA evidence allows police to .solve crimes that would otherwise go .unsolved. Before its use, forensic biological .science was limited to blood typing. and other tests that could not identify an individual contributor of the genetic material. Professor Sir Alec Jeffreys developed the scientific basis for DNA fingerprinting in the mid-1980s. It is this unique fingerprint that allows forensic DNA to identify specific individuals that may have contributed DNA evidence to a crime. scene. The advent.. of DNA analysis has revolutionized criminal investigations and new techniques continue to improve the ways in which it can be used. 4 Of course DNA is only useful in finding suspects if it can be matched to specific individuals. The DNA Identification Act of 1994 provided the statutory authority to create a national DNA database. The FBI oversees the national forensic DNA program which is called CODIS, the Combined DNA Index System. There are two primary types of DNA profiles stored in the national DNA database. The first type isconvicted offender and arrestee profiles and the second is forensic profiles. These are DNA samples that have been recovered from crime scenes and also from missing persons. The CODIS wcbsite provides striking statistics regarding the significance and successof this technology. As of November 2009 the. national DNA database contained more than 294,027 forensic DNA profiles and 7,635,428 convicted offender and arrestee DNA profiles. In 2007 the City of Miami Police Department was awarded funding to aid in the investigations of the department's cold :cases to determine if evidence exists that .may contain biological DNA that can be analyzed and potentially yield a DNA profile. MPD reviewed 898 cases, 445 of them were identified as having biological evidence still existing, 133 were submitted for review of evidence, 25. yielded full or partial DNA profiles, eight violent cold cases were entered into the CODIS System and there was one hit; a homicide case. Although the results that we had hoped for was not forthcoming, the grant gave us another nvestigative tool to try and bring closure to these cases. Proiect/Pro.gram Design and Implementation Purpose: The purpose and intent of our application for grant funding is to aid the City of Miami Police Department in the investigations of the department's 1,637 homicide cold cases to determine if evidence exists that may contain biological DNA that can be analyzed and potentially yield a DNA profile. It is anticipated that approximately 20% of the 1,637 total cold cases, or 327 or more of these cases will contain biological DNA that can be submitted for analysis. DNA profiles obtained after analysis will be submitted for .entry into the Combined DNA Index System •(CODIS) to be searched for a match against the convicted offender and forensic data bases. Matches in CODIS could revive cold cases by providing leads to potential suspects and establishing investigative links to other homicides or crimes in cases with identified suspects, "no suspect" cases as well as other crime scenes. As a result of the substantial backlog of unsolved cases many of which are decades old, DNA evidence and the CODIS data base represent the best avenue of pursuing cold cases where investigative leads have been exhausted and have a.diminishing probability of being solved as time goes on. Goals: The primary goal of this grant project is to resolve cold cases. This will be accomplished through the careful review of cold case evidence to identify forensic DNA evidence that can be processed through the application of current DNA technologies such as polymerase chain reaction (PCR) and short tandem repeat (STR) analysis. MPD also seeks to identify possible links to other crimes inside and outside of. the Miauni jurisdiction and ultimately prosecute a greater number of these cases. Objectives.: The objectives of the grant project are.:: 1) To review 1,637 cold cases thatare currently backlogged to identify those cases with evidence that has the probability of containing biological DNA from a suspect or offender. 6 2) To evaluate cases believed to contain biological DNA evidence from a suspect or offender and evaluate the surrounding facts and information to determine case strength. It is estimated that 20% or 327 of the total 1,637 cases will have the potential to be submitted for DNA testing. 3) To submit all probative DNA evidence for analysis and ensure all DNA profiles developed will be entered in CODIS and compared with local, state and national indexes. 4) To establish a tracking system to monitor and evaluate all cases reviewed, summarize reviewed cases, list all evidence reviewed, list evidence: submitted for DNA examination, show results of DNA analysis, track samples submitted for entry into CODIS, list CODIS matches and list cases that can be prosecuted. 5.) To submit qualifyingcases for prosecution. 6): To provide investigative assistance to other agencies and jurisdictions in the event a suspect or offender match is made in the CODIS data base linked to one of their investigations. Program Design: To effectively utilize this grant to produce a significant . impact on thebacklog of cold cases, the Miami Police Department will utilize a "Cold Case Team". The Cold Case Team will draw on expertise from detectives, crime scene personnel, crime analysts, laboratory personnel, and prosecutors who will collaborate to carefully screen cases that present the best chance of being solved through analysis of DNA evidence. With the recent advances in the processing and analysis of biological DNA, MPD believes that this .grant will have significant impact on our cold case backlog with the formidable tools DNA and the CODIS data base provide. MPD is confident that through the review of cold cases, many items of evidence that could not have been analyzed before will be identified and provide valuable leads. Implementation Plan: The complexity of this grant project requires a multi -disciplinary team approach to ensure there is a frequent and oPen exchange of information during case evaluation, examination and investigation. All team members have extensive investigative experience and have worked together on numerous cases therefore MPD is confident that all components of the cold case project will integrate and function efficiently from the start. This is critical to the meeting of the grant objectives within the 18 month grant period. MPD's implementation plan consists of the following components: 1. Formation of "cold case team 2. Cold case screening protocol 3. Investigative guidelines 1) Formation of the Cold Case Team — The Cold Case Team will be made up of one lieutenant (Homicide), one. sergeant (Homicide), three (3) detectives (Homicide), four crime scene investigators, one property unit sergeant, two property unit specialists, one crime analyst, one administrative officer, state attorney and crime laboratory representative. All team members are experienced and skilled members of the Investigations Division. Team members' responsibilities: Lieutenant . He/She is responsible for the general management and oversight of the grant project and project funds. b. He/She has ultimate responsibility for overseeing all personnel working under the grant and reviews case assi ments made by the sergeants. Will direct and schedule weekly cold cases review meetings and ensure that all necessary resources are available to case review, evidence submission and investigation. c. He/She will review all work products of the team including case files, investigators' reports (301s) that are generated for each case reviewed. d.. He/She will ensure all quarterly performance and budgetary reports are completed and act as the liaison between the Miami -Dade Police Department's Crime Laboratory and the State.Attorney's Office. Sergeant a. He/ She is responsible for direct supervision .of all cold case team members. b. He/She is responsible for the day to day operation of grant activities. c. He/She will participate in weekly case review meetings or conduct these meeting in the absence of the lieutenant. d: He/She will review all reports produced by team members. e. He/She will provide guidance on case strategies, i,e., handling witnesses, 'suspects .and evidence, obtaining warrants: and subpoenas and the review cases for viable and qualifying evidence.. f. He/She will .:monitor grant productivity and expenditures through direct contact with cold case team members and compilation of fiscal and performance reports. g. 1-le/She will ensure the case tracking system is maintained and all case information is entered. h. He/She will assist team members with any issue, question or conflict that arises during grant period and will be .secondary liaison between the Miami -Dade Police Department's Crime Laboratory and the State Attorney's Office. Detectives a. Detectives will be responsible for following case review protocol. b. Detectives will review and assess case, files to include: case summary, case supplements, inventory of evidence, witness list, suspect information (if any), informant information, crime scene reports, crime scene sketches and photographs, sworn statements (recorded and transcribed), medical examiner autopsy report, lab reports, investigators' field notes. c. Detectives will contact other investigators who worked on the case for leads, notes, and other information. d. Detectives. will conduct witness re -contacts to identify new leads. e. Detectives will ensure supervisors are made aware of any case leads or any other relevant case information such as .case linkages to other crimes and offenders. Crime Scene Investigators a. Crime Scene Investigators will assist detectives in case review, evidence location, selection, review and handling and packaging. b. Crime Scene Investigators will assist in submitting evidence to the laboratory including resubmission: of previously tested evidence. c. Crime Scene investigators will provide guidance in determining the condition of evidence, how to handle contaminated, poorly packaged, r unpackaged or degraded evidence. 10 d. Crime Scene Investigators will review evidence that was previouslysubmitted to the laboratory for potential re -testing. Property Unit Specialists a. .Property Unit Specialists will identify and help locate evidence needed for review. This is done after regular business hours therefore a supervisor, in this case a sergeant.. will have to be present for the opening and closing of the evidence vault and for supervision of the specialists. Crime Analyst a. The Crime Analyst is responsible for conducting research on cases selected for review by cold case detectives. Research may include obtaining background informationon suspects identified through the investigation and require information such as present address, employment, real estate owned, vehicles owned, criminal background history, financial history, .family members, associates, involvement .in litigation, new intelligence, police reports. Administrative Officer a. The Administrative Officer will be responsible for managing the case tracking system which will include entering data on which cases are reviewed, suspects, witnesses, evidence reviewed, suspected DNA evidence submitted to the laboratory, outcome for lab submission, profiles entered .into COD'S, matches made in CODIS, outcomes i.e., warrants issued, -arrests made. b. The Administrative Officer will be responsible for locating and obtaining case files and requesting evidence to be located. 11 State Attorney a. Evidence identified by the team with potential to contain DNA evidence will be presented to the State Attomey to determine if the case can be prosecuted. This step will ensure time and resources are not wasted on a case that cannot proceed. Crime Laboratory a. The laboratory will be responsible for conducting a review of the cold case evidence before it issubmitted for testing. This process will include the detectives reviewing evidence with lab personnel experienced in cold case evidence to determine and narrow down which items are the most likely to yield DNA. The items selected, after the final review, will .be .sentto the Miami -Dade. Police Department's Crime Laboratory. Z} Cold -Case Screening Protocol Cold cases will be screened with a focus on efficiency and effectiveness to ensure grant objectives can be achieved. The process of case screening will use the following priorities in determining which cases will be reviewed for evidence thought to contain DNA that can be processed. a. Category 1 = There are no known suspects and all leads have been exhausted, but a significant .amount of evidence has been preserved amenable to DNA testing. . b. Category 2 — There are no known suspects, or known suspects have been cleared and investigative leads have been exhausted but, physical evidence has been preserved and is amenable to DNA testing.. c. Category — There are no known suspects but, physical evidence exists which may or may not be amenable. to DNA testing.. 12 3) 1nvestizative Guidelines To ensure the investigation of cold cases is uniform, established guidelines will guide cold case team members in all investigative stages. The investigative stages are as follows: a. Case File Review — Emphasis. on review of case log, review of case summary, previously cleared suspects, witnesses (also witnesses that were unable to be located or were uncooperative), statements (including hearsay), physical evidence, crime scene laboratory and medical examiner reports. Determine strength of solvability factors. A "pre screening" of cases will be conducted to identify cases in which the cold case involved substantial physical contact by the offender and the presence of biological DNA will be Feat, i.e., victim beaten with a weapon, stabbed, choked, or a case that also involved a sexual battery. Additionally, cases where there are limited chances to obtain DNA such as in a "drive -by -shooting" where the only physical evidence is shell casings, will be screened to identify patterns that may indicate a link to other similar cases, as in cases involving warring drug gangs. b. Entry Into Tracking System - All pertinent case information will be entered into the Microsoft Access Program, including: case number, date, time, location, victim information, instrumentality of crime, evidence, witnesses and suspects. c. Review of Evidence — Inventory of evidence, review of property receipts, locate evidence previously tested, review forensic reports, .review crime scene reports including scene sketches and photos. d. DNA Evidence Identification — identify evidence containing biological material, i.e. blood, hair, saliva, sweat, fingernail scrapings, articles .of clothing, check for items of 13 evidence that may not have been tested because technology was not .available at the time. e. Case and Evidence Evaluation — Cold case team reviews evidence and supporting investigativedocumentation to determine of it is reasonable to believe evidence contains DNA and should be submitted for further analysis.. Prosecutor's (State Attomey) opinion is sought on the value and usefulness .of the. evidence to be submitted. Consultation is made with Forensic DNA Laboratory personnel for guidance on evidence to be submitted and .type of testing to be conducted. f. Laboratory Submission — DNA evidence is submitted for testing at a certified laboratory. The Miami Police .Depai tnient will submit evidence to the Miami Dade County Police Depaiuent Laboratory, who in turn will out source evidence to a private certified laboratory. Any evidence that results in a match will be verified by the Miami Dade County Police Department Laboratory. g. CODIS Entry and Search- Should a DNA profile be rendered from a submitted DNA evidence sample, qualifying profiles will be: entered into CODIS and the profile to be searched against local, state and national (LDIS, SDIS and NDIS) indexes. h. CODIS Match — In the event of a CODIS match to a suspect or offender, the full cold case team will mobilize and open a full investigation including: i. Locationof suspect and surveillance of subject. ii. Determine if a DNA sampleis needed from suspect. iii. Background investigations using resources such as. FCIC, NCIC, Computer Aided Report Entry (CARE), Criminal Justice Information System (CJIS), Auto Track, intelligence. files, other agencies such as 14 the Florida Department of Law Enforcement, the Miami Dade County Police Department, etc. iv. Re -interview all available witnesses including: law enforcement officers, family members, spouses, relationships, co-workers, associates, business partners; defendants, inmates, etc. v. Area canvasses. vi. Provide photo line up to witnesses if feasible. vii. Contact the victim's family to identify possible reasons or motives for victimization. viii. Crime reconstruction including revisiting the crime scene, re- examining crime scene photos, sketches, crime scene reports, investigative reports and detective and officer accounts. ix. Identity additional crimes and crimepatterns through crime analysis. x. Create a psychological profile of the suspect. xi. Detea dine motive. xii. Interview and/or interrogation of suspect. xiii. Case presentation meeting with the State Attorney. CAPABILITIES/COMPETENCIES Chief .Manuel Orosa was officially sworn -in as Miami's 39th Chief of Police on Decea,iber 15, 2011. Chief Orosa is a 31.-year veteran of the Miami Police Department. At 23, Chief Orosa became a Miami Police Officer and rose through the ranks, holding corrunand positions in all divisions of the agency. Chief Orosa carried out significant assignments in Communications, Patrol, Internal Affairs, Street Narcotics, Special Events, Special 15 Investigations, Criminal Investigations, and Support Services. As commander of the Criminal Investigations Section, Chief Orosa played a vital role in major cases, including police shootings, the investigation of a serial rapist, high -profile robberies, and the successful resolution of a police officer's murder. Chief Orosa served as an assessor in 1998 for the. U.S. State Department, examining police response capabilities in the emerging democratic country of South Africa. He also participated as a delegate to the White House Conference for a Drug Free America, hosted by President Ronald Reagan in 1988. The. Miami Police Department Cold Casc Project will be under the direct supervision of Lt. John Buhrmaster. Lt. Buhrmaster is a 38 year veteran of the MPD and has accumulated over 8.000 hours of specialized training. The lieutenant has experience in all aspects of police investigations, operations, management and administration. Currently he is Commander .of the Homicide/Assault Unit. Annually the unit handles over 12,000 investigations. Additionally, in 2010 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: MPD has extensive experience managing grants and has successfully implemented projectsthat 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 utilizing .the ariost up-to-date technology to solve crimes. As required by all grants, the tracking of all draw downs and expenditures will be kept separate from all other funding. On a fiscal :Ievel, grant expenditures are reviewed by ,the City's Budget Office for compliance and fund eligibility. Expenditures are reviewed by Certified Public 16 Accountants with experience in government finances. The Finance Department is responsible for grants monitoring; they manage the City's accounts payable, general ledger, and prepare the City's annual financial statement. The City of Miami will serve as fiscal agent and manages millions of dollars in federal, state and local grants. Expenses will be handled by the Finance Department, awarded the Certificate of Achievement for Excellence in Financial Reporting. Management Plan and Organization: The management of all grant program activities will be conducted by the Lieutenant and Sergeant from the Homicide Unit, who will ensure efficiency, productivity and accountability through the following steps:. Lieutenant: l) Conduct strategy review meeting with all personnel including the laboratory and State Attorney's Office, to review grant proposal goals and objectives and outline depaitmental expectations and requirement. 2) Conduct weekly case review and strategy meetings. The purpose of the meetings is to review cases, track progress, and handle problematic issues, as well as provide input and guidance on case review and evidence selection. Also, review tracking system entries. 3) Review cases on an as needed basis. 'Sergeant: After consultation with Lieutenant, the Sergeant will assign cases based on criteria established andresult of the team review. The Sergeant will ensure that: 1) Detectives enter all case .information in Access. Program .to begin tracking process. Sergeant will verify weekly, that all template information is entered. 17 2) Detectives complete investigative reports as information is developed (301 s). Sergeant will review 301s to determine progress on the ease. 3) Detectives follow investigative "checklist" and checklist will become part of the investigative file. 4) Detectives, with aide of the Crime Scene Supervisors, submit evidence for DNA testing to laboratory. Repacking of evidence, contamination issues are addressed 5) Detectives track evidence submitted to the lab and obtains outcome of laboratory test. Sergeant will also be responsible for the following: 1) Ensure that Crime Scene Investigators are assigned to review case files. Crime Scene. Investigators assist in locating,. reviewing and evaluating evidence. 2) Ensure Crime Analyst is assigned to .conduct research on selected cases. 3) Ensure that the Administrative Officer is assisting with data entry, logging and maintaining investigative reports, file location, maintaining grant statistics and other administrative tasks necessary for the efficiency of the grant project. The Sergeant will be the point of contact for the Miami Police Department's Budget Unit and Grants Detail and will be responsible for responding to requests for fiscal and performance reports and supporting documentation. Impact/Outcomes and Evaluation Successful completion of the project will result in a 20% reduction of the MPD 1,637 backlogged cases. MPD will evaluate the productivity of this grant project by tracking cases reviewed, evidence reviewed, samples submitted for testing, samples analyzed., the number of profiles entered. into CODIS and the number of rnatches made in CODIS. Additionally, all cases 18 that result in prosecution will be fully documented and publicized. MPD will also track cases linked to other jurisdictions. The evaluation of MPD's Cold Case .project will be used as an ongoing management and learning tool to improve the organization's effectiveness. Monitoring will provided the raw data needed to conduct evaluation of the Cold Case project in order to demonstrate its achievement of results. MPD's periodic process of gathering data and then analyzing it in such a way that the resulting information will be used to determine whether MPD is effectively carrying out planned activities,and the extent to which it is achieving its stated objectives and anticipated results. Implications for criminal justice practice As one example, an MPD, cold case detective reviewed the case of a.young woman found nude, possibly raped and deceased. There were no leads in this case that were •significant enough to identify a suspect. The Detective sent this case for DNA analysis and the Miami -Dade County laboratory found a DNA profile. That profile was entered into COD'S and there was a hit. The Detective is currently following this lead in an attempt to solve this murder. Funding for the investigation of heinous crimes such as this is critical. Performance Collection Measures Case management will be conducted through the use of the Microsoft Access Program which will allow for data entry and .data linkage as well as the ability to screen for specific information. Only cold cases being reviewed will be entered into this program. The Access template will contain screens for the following information: a. Date/Time of crime b. Address of incident c. Original investigator 19 d. Cold case investigator e. Cross reference to other cases f. Victim's name, date of birth, sex, race, country of origin g. Witness information h. Suspect information i. Evidenceinventory j. Description of evidence k. Description of evidence submitted for DNA analysis, date submitted 1. Chain of custody rn. Result of DNA analysis and date n. Date submitted into CODIS data base. o. Results of COD1S search Hit or No Hit, type of Hit, convicted offender or forensic. (the. Miami Dade County Police Laboratory will provide a report documenting submissions and test results) p. Case outcome — submitted for prosecution. Data for required performance measures will come from Miami Police Department program records. Data collection and .analysis will be:led .and supported by MPD data analysts. Data will be regularly monitored via meetings with agency personnel. Measures of implementation progress will be collected and maintained. Ideas, problems encountered, and identification of solutions to impediments will be regularly assessed. 20 kri e Miami -Dade Police Department Director's Office May 14, 2012 C Chief Manuel Orosa • Miami Police Department 400 NW 2 Avenue Miami, Florida 33128 Dear Chief Orosa: W Subject: Letter of Collaboration r • e v e • An Internationally Accredited Police Service This letter acknowledges the collaboration of the Miami -Dade Police Department (MDPD) with the Miami Police Department in requesting funding from .the National Institute of Justice to evaluate physical evidence for possible DNA analysis in order to solve violent crimes cold. cases. The MDPD Crime Laboratory has provided scientific support services to all the investigative agencies in Miami -Dade County and has worked to strengthen these support services through communication and training. The MDPD Crime Laboratory has developed an excellent working relationship with your agency and has successfully collaborated to solve cold case violent crimes by revisiting these cold cases and re-evaluating the ability to solve these cases using DNA analysis. Clearly,, the goal is to identify and apprehend those individuals responsible for the violent crimes. The MDPD Crime Laboratory will continue to work with the Miami Police Department law enforcement personnel to solve these cases and bring closure to the families, survivors, and loved ones that have .suffered with the belief that their case would remain unsolved. Sincerrely,. James's. oil s Director 9105 NW 25 Street • Miami, Florida • 33172-1500 Telephone (305).471-2100 • Fax (305) 471-2.163 • Website.http://www.mdpd.com Previous and Current NIJ Awards City of Miami Police Department 1) 2005 Paul Coverdell Forensic Science Grant — 2005-DN-BX-0123 2) 2006 Paul Coverdell Forensic Science Grant — 2006-DN-BX-0029 3) 2007 Solving Cold Cases with DNA — 2007-DN-BX-K123 4) 2009 Paul Coverdell Forensic Science Grant — 2009-CD-BX-0102 5) 2010 Paul Coverdell Forensic Science Grants - 2010-CD-BX-0099 6) 2011 Paul Coverdell Forensic Science Grant - 2011-CD-BX-0096 Revised 7-19-2012 Budget Narrative Funds from the United States Department of Justice, Office of Justice Programs, National Tnstitute of Justice will allow the review of case files and evidence by the City of Miami Police Department (MPD) Cold Case Team. It is estimated that 20% of the entire cold case backlog of 1,637 cases .that may provide DNA evidence that can be analyzed The budget also provides funding for support personnel who as Cold Case Team members will assist in the evidence review process and investigative process. Funds that have been set aside for travel are based on the past experience of detectives who anticipate a number of witnesses and suspects identified from investigations will have relocated. The purchase of laptop equipment will enable detectives to efficiently enter case information as well as investigative notes and reports from remote locations into the tracking system. Other equipment and supplies will be used to obtain hard copies of information from files to be input electronically for rapid access, review and presentation. This much needed funding will enable detectives to work 8 hours per week for 48 weeks in the first year and 24 weeks in the first six months of the second year of the grant (72 weeks total) on an overtime basis. The 72 week period was calculated based on a grant period of 18 months (1.5 years) with deduction for time spent for departmental training, vacations, court and illness. MPD has allocated time for location, retrieval and organization of cold case files currently in storage. After consulting with the Miami -Dade County Police Department regarding testing of DNA evidence samples, it was determined that the Miami -Dade Laboratory will review the evidence and assist with the identification of samples most likely to yield DNA profile. The Miami -Dade laboratory personnel will then outsource MPD evidence samples to an outside Revised 7-19-2012 laboratory for testing. Miami -Dade County Forensic Laboratory staff will make all entries into CODIS, identify DNA matches in CODIS and certify DNA hits. Additionally, the laboratoryhas advised MPD that statisticalreports will be supplied for all evidence analyzed. Miami -Dade County currently outsources DNA analysis to The Bode Technology Group, Inc., a Delaware corporation. The City of Miami had an existing Services Agreement with The Bode Technology Group, Inc. which initiated on October 1, 2008 as part_ of the MID previous Solving Cold Cases Grant Award # 2007-DN-BX-K123. Miami -Dade County continues to utilize the Bode Group therefore if funded; the City would negotiate a new Services Agreement with The Bode Technology Group, Inc. The amount of compensation payable by the City to Bode for all services performed is approximately two -hundred ($200.00) per sample. All expenditure of grant fiords will be monitored by the Miami Police Department's Budget Unit, which functions under the Business Management Section, commanded by a Police Budget and Finance Manager who reports to the Deputy Chief of Administration Funds will be used as follows: A. Personnel $313,370.00 B. Fringe Benefits $ 10,818.00. C. Travel $ 13,650.00 D. Equipment $ 20,936.00 E. Supplies $ 11,200.00 F. Consultants/Contracts $130,800.00 Total Project Cost $500,774.00 Total Federal Request $500,000.00 Non-federal Amount $ 774.00 Revised 7-19-2012 OMB APPROVAL NO.1121-0188 EXPIRES 5-98 (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 devotedto the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization. Name/Position Police Lieutenant (1 Homicide) Police Sergeants (1 Homicide/1 Property) Police Detectives (3 Homicide) Crime Scene Investigators (4 CSI) Crime Analyst (1) Administrative Officer (1 Homicide) Computation O/T hourly rate $71.41 x 576 hrs. x 1 = on- hourly rate $61.71 x 576 hrs. x 2 = O!T hourly rate $53.19 x 576 hrs. x 3 = Oa hourly rate $53.91 x 360 hrs. x 4 = O/T hourly rate $38.25 x 144 hrs. x 1 = O/T hourly rate $55.89 x 144 hrs. x 1 = Cost $41,132.00 $71,090.00 $91,912.00 $77,630.00 $5,508.00 $8,048.00 Continued on next page SUB -TOTAL $295,320.00 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. Name/Position Police Lieutenant (1) Police Sergeants (2). Police Detectives (3) Crime Scene Investigators (4) + Crime Analyst (1) Computation Administrative Officer (1) 1.45% x 541,132.00 = . 1.45% x $71,090.00 = 1.45% x $91,912.00 = 7.65% x ($77,630 + $5,508) _ 1.45% x $8,048 = Cost $596.00 $1,031.00 $1,333.00 $6,360.00 $117.00 Continued on next page SUB -TOTAL $9,437.00 Total Personnel & Fringe Benefits $304,757.00 OJP FORM 7150/1 (5-95) Revised 7-19-2012 Personnel continued OMB APPROVAL NO. 1121-0188 EXPIRES 5-98 (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 for similar work within the applicant organization. Name/Position Property Specialists (2) Position 2 Postilion 3 Postition 4 Postilion 5 Postition 6 Computation O/T hourly rate $25.07 x 360 hrs. x 2 = Cost $18,050.00 SUB -TOTAL $18,050.00 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. Name/Position Property Specialists (2) Fringe benefit 2 Fringe benefit 3 Fringe benefit 4 Computation Fringe benefit 5 $18,050.00 x 7.65% = Cost $1,381.00 SUB -TOTAL $1,381.00 Total Personnel & Fringe Benefits $19'431.00 OJP FORM 7150/1 (5-95) Revised 7-19-2012 C. Travel - Itemize 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 involved. 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 Interview witnesses and suspects TBD Airfare based on 7 trips $600 per detective per trip Interview witnesses and TBD 2 detectives per trip $600.00 x 2 det. x 7 trips = $8,400.00 suspects Interview witnesses and TBD Hotel stay for est. 2 nights $150 x 2 det. x 7 trips = $2,100.00 suspects Interview witnesses and TBD Per diem $75 x 2 days x 2 det. x 7 = $2,100.00 suspects Interview witnesses and TBD Rental vehicle $75 x 2 days x 7 trips = $1 050.00 suspects Travel entry 6 Travel entry 7 TOTAL $13,650.00 D. Equipment - List non -expendable items 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: Organization's own capitalization policy may be used for items costing 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 costs 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 Laptop computers (8) HP color laser jet printer CP5525 (2) equipment entry 3 equipment entry 4 equipment entry 5 $1,99.001ea. x 8 = $2,868.00 x 2 = Cost $15,200.00 $5,736.00 TOTAL $20,936.00 Revised 7-19-2012 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 Laserjet ink cartridges - seven (2) full sets supply item 2 supply item 3 supply item 4 supply item 5 supply item 6 supply item 7 supply item 8 supply item 9 Computation $1,600.00 x 7 = Cost $11,200.00 TOTAL $11,200.00 F. Construction - As a rule, construction costs are not allowable. In some cases, minor repairs or renovations may be allowable. Check with the program office before budgeting funds in this category. Purpose Description of Work Cost four lines per entry, use boxes below or an additional page for more space if required TOTAL $0.00 Revised 7-19-2012 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 Service Provided Supply item 1, one line per entry Supply item 1, one line per entry Supply item 1, one line per entry Supply item 1, one line per entry maximum of three lines Computation Cost Subtotal $0.00 Consultant Expenses: List all expenses to be paid from the grant to the individual consultants in addition to their fees (i.e., travel, meals, lodging, etc.) Item Consultant expense entry 1, one line pill Consultant expense entry 1, one line peel Location Computation maximum of three lines maximum of three lines maximum of three lines Cost Subtotal $0.00 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 Use of private forensic laboratory for the submission of cold case homicide DNA evidence samples for analysis in order to obtain DNA profiles that can be entered in the CODIS database. It is estimated on average that 2 samples of evidence would be submitted for analysis per case. $130,800.00 Cost calculation - 2 samples of evidence x 327 estimated cold cases @ $200.00 per sample = Subtotal $130,800.00 TOTAL $130,800.00 Revised 7-19-2012 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 four lines per entry, use boxes below or an additional page for more space If required TOTAL $0.00 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 Cost one line per entry one line per entry TOTAL $0.00 Revised 7-19-2012 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 Amount 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 $500,000.00 $774.00 Non -Federal Amount $295,320.00 $9,437.00 $13,650.00 $20,936.00 $11,200.00 $0.00 $130,800.00 $0.00 $481,343.00 $0.00 $ 19,431.00 (see next page) $481,343.00 $500,774.00 Revised 7-19-20122 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 Amount 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 $19,431.00 $0.00 $18,050.00 $1,381.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $19,431.00 $0.00 $19,431.00