HomeMy WebLinkAboutExhibit 1Memorandum of Understanding
Between
Miami -Dade County
and
The City of Miami
for the
Port Security Grant
1. Purpose:
This Memorandum of Understanding will implement the Port Security Grant
awarded to Miami -Dade County by the Miami River Marine Group, a 501(c)6
organization representing the South Florida marine industry as the Miami Area
Fiduciary Agent, Grant Number 2011 PU K00188. Authority for this grant initiative
was approved by the Board of County Commissioners by Resolution R-1379-06
(attached). Specifically, this Memorandum of Understanding provides equipment
to the City of Miami to implement a specified upgrade to the two boats awarded
to the City of Miami under the 2005 Port Security Grant.
2. Background:
The Miami -Dade County has been awarded funds by the Miami River Marine
Group to support enhancements to four (4) boats purchased with 2005 Port
Security Grant federal funds. In this first Port Security Grant, federal funds were
awarded to Miami -Dade County and were utilized for the purchase of specially
equipped boats, underwater robots, and specialized dive gear. The project was
implemented in concert with the Miami -Dade Police Department, the City of
Miami Police Department, the United States Coast Guard, and the Miami River
Marine Group. The Miami -Dade Police Department managed the entire award as
the agency awarded the grant and sub -contracted with the City of Miami/Miami
Police Department for the purchase of equipment. Funds were divided between
the Miami -Dade Police Department and the Miami Police Department and
supported the purchase of four (4) specially equipped boats, two (2) for each
agency. Each boat was outfitted with two outboard engines and a generator
along with specialized electronics.
Over the past four (4) years, these four (4) boats have been used extensively for
specialized operations with regard to Port of Miami River safety and security. Due
to normal "wear and tear" of over 33,280 hours for these vessels during this time
period, the maintenance is no longer cost effective. As a result, a complete
comprehensive overhaul is necessary, including the engines and generators. This
grant will support this overhaul for improved performance of these four (4)
vessels which will include at a minimum the cost of engine replacement and
installation and generators for the 4 boats. The upgrade may also include
Page 1 of 7
Memorandum of Understanding
Between
Miami -Dade County
and
The City of Miami
for the
Port Security Grant
electronic and other enhancements to ensure that the vessels are properly
equipped to maximize their effectiveness in security operations.
The Port Security Grant is funded by the United States Department of Homeland
Security. The funds are awarded via a pass through from the Department of
Homeland Security to the Miami River Marine Group to Miami -Dade County.
Miami -Dade County is the primary organizational unit as the grant recipient and
the City of Miami is the secondary organizational unit or sub -recipient.
Furthermore, Miami -Dade County by and through its Department, the Miami -
Dade Police Department, will have primary responsibility to ensure compliance
with grant requirements.
With this federal funding award, it was mutually agreed by both the Miami -Dade
Police Department and the Miami Police Department, that purchasing of the
equipment would be conducted by the primary organization unit, the Miami -Dade
Police Department. This will maximize pricing, a streamlined procurement
process, and ensure consistent upgrades for all four (4) grant funded boats.
3. Duration of Grant and Related Memorandum of Understanding:
This Memorandum of Understanding shall begin on the date on which it is signed
by both parties, and shall be effective through June 30, 2014, to provide for the
completion of this project and compliance with all grant requirements, including
the deadlines for grant reports. Requests for an extension must be made in
writing by the City of Miami to the Miami -Dade Police Department.
4. Department Roles and Responsibilities With Regard to This Grant:
Miami -Dade County, by and through its department, the Miami -Dade Police
Department, as the grant recipient, will monitor the implementation of this
Memorandum of Understanding in accordance with the grant requirements. This
includes operational and administrative performance, fiscal management,
reporting, and other related grant requirements as may be required by the United
States Department of Homeland Security, the Miami River Marine Group, the
United States Coast Guard, and the Miami -Dade Police Department.
Page 2 of 7
Memorandum of Understanding
Between
Miami -Dade County
and
The City of Miami
for the
Port Security Grant
The City of Miami will be responsible for implementing the grant funded initiative
in accordance with all requirements provided by the Miami -Dade Police
Department, the Miami River Marine Group, the United States Coast Guard and
the United States Department of Homeland Security.
Specifically, the City of Miami will be responsible for the enhancement as
detailed in Attachment 5 (Grant Narrative and Budget).
5. Reporting Requirements:
The Port Security Grant has specific financial and administrative requirements,
including reporting. In consideration of Miami -Dade County as the recipient and
the associated reporting requirements, the City of Miami shall adhere to the
following reporting requirements:
a. the City of Miami will submit all reports to the Miami -Dade Police Department;
b. Reports (Performance) shall utilize the required forms to
be provided by the Miami -Dade Police Department, Attachment 1;
i. In addition, for any non-compliance issues, Corrective Action Plans
must be submitted to address the non-compliance issues, including
the non-compliance issue, specific action(s) to be taken to bring the
situation into compliance, the entity/personnel responsible, the date
to be completed and a copy of the source documentation for
verification upon completion, Attachment 2;
ii. Inventory reports must account for the installation of the grant
purchased equipment on the grant purchased boats and must
include corresponding backup documentation.
6. Submission of Reports:
a. Reports must be submitted by the deadline identified in
Attachment 3;
b. Reports must be signed and dated by authorized personnel;
c. Signed reports may be sent electronically to the Miami -Dade Police
Department Point of Contact.
Page 3 of 7
Memorandum of Understanding
Between
Miami -Dade County
and
The City of Miami
for the
Port Security Grant
The Miami -Dade Police Department, as the lead agency, must ensure
compliance with all of the reporting requirements in relation to both financial
and programmatic reports.
Non-compliance could be treated as a violation of the award agreement. In
the event of non-compliance, the City of Miami will be required to submit a
corrective action plan (Attachment 2) which stipulates the action to be taken
to bring the project into compliance, the time frame for this action, and the
person(s) responsible.
7. Grant Compliance, Non -Compliance and Corrective Action:
The grant award is a form of contract, outlining terms and conditions. Non-
compliance with the reporting requirement is considered a violation of the
award agreement. The Miami -Dade Police Department may use any
customary remedial actions necessary to ensure compliance, including
withholding funds, termination, or suspension and debarment, as appropriate.
8. Department Representatives:
The Point of Contact for the Miami -Dade Police Department is:
Name: Sergeant Randall Rossman
Phone Number: (305) 471- 2520
Email Address: rlrossman(�mdpd.com
The Point of Contact for the City of Miami is:
Name: Sergeant Michael Gonzalez
Phone Number: (305) 603-6520
Email Address: mike.gonzalez(a�miami-police.orq
The authorized personnel to sign reports, Fiscal and Performance, for the
City of Miami is:
Name: Manuel Orosa, Chief of Police
Phone Number: (305) 603-6100
Email Address: manuel.orosa(a�miami-police.orq
Page 4 of 7
Memorandum of Understanding
Between
Miami -Dade County
and
The. City of Miami
for the
Port Security Grant
9. Grant Requirements:
The City of Miami will be responsible for compliance with all grant requirements
as stated in the grant award documents to Miami -Dade County (Attachment 4)
and all other Port Security Grant requirements. In addition, the City of Miami will
implement the project in compliance with the approved program narrative and
budget (Attachment 5).
10. Memorandum of Understanding Amendment:
The Memorandum of Understanding may be amended, based on request
submitted in writing to the Miami -Dade Police Department. Furthermore,
amendments may be required by the Miami -Dade Police Department and/or
Florida Department of Law Enforcement. These amendments will be authorized
by the Miami -Dade Police Department, and when necessary, by the Miami River
Marine Group.
Page 5 of 7
Memorandum of Understanding
Between
Miami -Dade County
and
The City of Miami
for the
Port Security Grant
This Memorandum of Understanding is effective this date of:
FOR MIAMI-DADE COUNTY: FOR CITY OF MIAMI:
Carlos A.,Gimene
Mayor
James K. 7oftus
Director, Miami -Dade Police
Departmnt
Date
Manuel Orosa
Chief of Police
Date
Page 6 of 7
List of Attachments
Attachment 1:
Memorandum of Understanding
Between
Miami -Dade County
and
The City of Miami
for the
Port Security Grant
Report Forms
Inventory
Performance
Attachment 2: Corrective Action Plan
Attachment 3: Calendar of Reporting Deadlines
Attachment 4: Memorandum of Agreement from Miami River Marine Group
to Miami -Dade County
Attachment 5: Grant Narrative
Attachment 6:
Board of County Commission Resolution R-1379-06
Page 7 of 7
Attachment 1 — Fiscal Report
Port Security Grant
Project Inventory Report
County: Miami -Dade
Contract #: 2011 PU K00188
Report #:
Period:
Subgrantee: Miami -Dade County / Miami -Dade Police Department
Sub -recipient: City of Miami
Provide Signed Report Via Email to:
Sergeant Randall Rossman
Miami -Dade Police Department / Fiscal Administration
Bureau
email: rlrossman@mdpd.com
Project Title : Miami -Dade County Port Security Grant
Telephone: 305-471-2520
Please attach inventory documents required by the Miami Police Department for this grant purchased equipment.
Boat 1
Make:
Boat 2
Make:
Model:
Model:
Serial Number:
Serial Number:
Location:
Grant enhancement:
Engines:
Generator:
Electronic:
Other (detail):
Location:
Grant enhancement:
Engines:
Generator:
Electronic:
Other (detail):
I hereby certify that the above information is true and valid
in accordance with the project agreement
Date
Chief Financial Officer or Designated Representative Signature
Print Name:
Attachment 1 - Performance Report
Port Security Grant
Project Performance Report
Contract No: 2011 PU K00188
Subgrantee: Miami -Dade County / Miami -Dade Police Department
Sub -recipient: City of Miami
Project Name: Port Security Project
Grant Period:
Reporting Period:
Provide Signed Report Via Email to:
Sergeant Randall Rossman
Miami -Dade Police Department / Fiscal Administration Bureau
rlrossman(c�mdpd.com
Telephone: 305-471-2520
Questions
0868.01 Part 1: During this reporting period what is the estimated percent
completed of the items. or services to be purchased? What is the
anticipated completion date for the remaining purchases?
0868.02 Part 1: Describe in detail any obstacles encountered or anticipated that
would hinder the completion of the project within the grant period?
I hereby certify that the above report is true and valid in accordance with the project
agreement.
Signature Chief Financial Officer or Designated Representative Date
Please Print Name
Attachment 2
Corrective Action Plan
Grant Non -Compliance Form
In the event of Grant Non -Compliance the below form must be submitted to the Miami -Dade Police
Department. Attach documentation which will verify the completion of Correction Action.
Name of Grant
Name of Grant Project
Buffer Zone Protection Program Grant
Port Security Grant
Agency Submitting Report:
Quarter Number:
Reporting Period:
Date Report Submitted:
City of Miami
Describe the non-compliance issue:
Action to be taken to bring project
into compliance:
Time frame for this action to be
taken:
Person(s) responsible for these
actions (include telephone numbers):
I certify that all of the information in this report is accurate and in accordance with this grant funded project.
Name and Title
Signature
Date
Attachment 3
Memorandum of Understanding
Port Security Grant
Miami -Dade County
Miami -Dade Police Department and
City of Miami
Calendar of Reporting Deadlines
Period 1: July 1, 2012 — September 30, 2012 Report Due: October 19, 2012,
Period 2: October 1, 2012 — December 31, 2012 Report Due: January 18, 2013
Period 3: January 1, 2013 — March 31, 2013 Report Due: April 19, 2013
Period 4: April 1, 2013 —June 30, 2013 Report Due: July 19, 2012
Period 5: . July 1, 2013 — September 30, 2013 Report Due: October 18, 2013
Period 6: October 1, 2013 — December 31, 2013 Report Due: January 17, 2014
Period 7: January 1, 2014 — March 31, 2014 Report Due: April 18, 2014
Period 8: April 1, 2014 —June 30, 2014 FINAL Report Due: July 18, 2014
i'
reFy6 ro
Attachment 4
Memorandum of Agreement Regarding. Port Security Grant Projects
This is an Agreement, made and entered into by and between the Miami River Marine Group, a 501(c)6
organization representing South Florida marine industry, and Miami -Dade County, hereafter referred to as Sub -
Grantee,
The purpose of this Memorandum of Agreement is to clarify the expectations of the Miami River Marine Group as
the Miami Area Fiduciary Agent (FA), the Federal Emergency Management Agency (FEMA), the United States
Coast Guard (USCG), the Department of Homeland Security (DHS) and the Miami Area terminal facilities that
receive federal funds for security projects.
Grant funding is limited for use as described in the approved Investment Justification(s) and in the Approved
Budgets as determined by FEMA/DHS. Projects Funding will be released on a reimbursement basis or according to
scheduled payment periods, provided that adequate documentation is provided to the FA.
Security equipment purchased for use at terminals or by the Sub -Grantee must be marked as dictated by Grant
Guidance [purchased with funds from the PSGP, grant number] and are not to be removed or sold in the event that a
terminal closes, moves away, or goes out of business. In the event of terminal dissolution, equipment purchased
from grand funding must either stay with the port facility or be returned to the Miami River Marine Group.
Sub -grantees shall be responsible for obtaining proper insurance, federal, state and local licensing, and/or permitting
which may be needed for a particular project. After the terms of any contract have been fulfilled, it is the
responsibility of the terminal operator recipients to maintain the equipment/property for a reasonable expectation of
its useful life (suggested at least three years).
Unless otherwise waived*, grant recipients have a cost share obligation of 25% of the total projects funds approved,
the amount of which is payable in full over a three year period. Before the FA releases federal funds, recipients
must submit a brief description that explains how they intend to meet the 25% cost share requirement (cash in -kind,
additional investment in the project, etc.). -If a cash match is the selected method, target dates for payments in full
over a three-year period should be included in the description. (*NOTE: Cost -share requirement waived for this
agreement. Project title 2011 PU K00188)
All disbursements will be for reimbursements of money spent, available ASAP but within 30 business days of
receipt of complete invoices including appropriate receipts, name and business addresses.
Date
Company/Agency Name: Miami -Dade County
Sub -Grantee: Miami -Dade County
Address: 111 Northwest 1st Street
Miami, FL 333128
{- cp-f
Authorizing Signature:
Authorizing Individual:
Title: Ma
Authorizing Signature:
Authorizing Individual: Jam-. K, Loftus
Title: Director Miami .♦ ade Police Department
Fiduciary Agent: Miami River Marine Group
Address: 3033 NW North River Drive
Miami, Florida 33133
Authorizing Signature:
Authorizing Individual: Mr, Tony Chapman
Title: DHS Miami Area PSGP POC/AR
Page 1 of 2
Attachment 4
Grant Program Expenditure Report
Narne.of Grantee: Miami -Dade County
Project Title: 2011 PU K00188 Investment Justification #!3 (Patrol Boat Engines)
Non -supplanting certification attached
Approved Budget Expenditure by Major Line Items $ 241,500.00
Total Budget Expenditures
Actual Expenditure to Date by Major Line Items
Balance: $ 0
$ 241,500.00
Include Progress Notes that explain what has been completed, what remains to be done, and how project personnel,
equipment and any problems or barriers may have an impact on the grant process.
Page 2 of 2
Attachment 5
Grant -Narrative
Miami -Dade County / Miami -Dade Police Department and
City of Miami
PORT SECURITY GRANT
Signature Date through 6/30/2014
Grant Narrative
This Memorandum of Understanding provides equipment to the City of Miami to implement an
upgrade to the two boats purchased by the City of Miami with the 2005 Port Security Grant
federal funds.
In this first Port Security Grant (2005), federal funds were awarded to Miami -Dade County and
were utilized for the purchase of specially equipped boats, underwater robots, and specialized
dive gear. The project was implemented in concert with the Miami -Dade Police Department, City
of Miami Police Department, the United States Coast Guard, and the Miami River Marine
Group. Funds were divided between the Miami -Dade Police Department and the Miami Police
Department and supported the purchase of four (4) specially equipped boats, two (2) for each
agency. Each boat was outfitted with two outboard engines and a generator along with
specialized electronics.
Over the past four (4) years, these boats have been used extensively for specialized operations
with regard to Port of Miami River safety and security. Due to normal "wear and tear" during this
time. period, maintenance is no longer cost effective.
This Memorandum of Understanding will provide the City of Miami with the equipment
necessary to implement a comprehensive overhaul of the engines and generators of the two (2)
boats purchased and operated by the City of 'Miami under the 2005 Port Security Grant. The
overhaul for improved performance of these two (2) vessels will include at a minimum the cost
of engine replacement and installation and generators for these two (2) boats. The upgrade may
also include electronic and other enhancements to ensure that the vessels are properly
equipped to maximize their effectiveness in security operations.
Approved
Mavor
Veto
Override
Attachment 6
OFFICIAL FILE COPY.
CLERK OF THE BOARD
OF COUNTY COMMISSIONERS
MIAMI-DADE COUNTY, FLORIDA
Agenda Item No. (1)(E)
12-05-06
RESOLUTION NO. R-1379-06.
. • .• . ." '
RESOLUTION AUTHORIZING THE COUNTY MANAGER TO
APPLY FOR, RECEIVE AND EXPEND APPLICATIONS FOR
GRANT FUNDS FOR HOMELAND SECURITY NEEDS AS
IDENTIFIED IN THE DOMESTIC SECURITY STRATEGY
, WHEREAS, the State of Florida developed a statewide, muttidisciplinary plan for domestic
security known as the Florida bornes,tiQ Security Strategy as alc-ey component of the State's
Homeland Security Program; and •
WHEREAS, the Florida Dome.stic Security Strategy is implemented .via the Regional
Domestic Security Task Force under Florida Statute 943.0312; and • .
• WHEREAS, the Miami -Dade Police Department is a member of the Southeast. Regional
ornestic Security Task Force; aticl ,
- WHEREAS,: tNs .Board desires to accomplishthe -purposes- outlined in the accompanying
memorandum, a copy of which is incorporated herein by referenc,-----;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD' .OF -COUNTY
COMMISSIONERSiOF •MIARI-IDADECOUNly, FLORIDA, that this Board authorizes the County
Manager to apply for,„receiver.and-exPend and amend applications for projects identified in the
Domestic . Security :Strategy fOr Sbutheast Regional Domestic Security Task Force
(SERDSTF) and authorizes the County Manager to -receive and expend grant funds, execute
such contracts and agreements aS,,reqUiredi, -by :grant. guidelines • or to'fUrther the purposes
. . . . ,
described in the funding request; following approval by the County Attorney's Office; to expend
any and ail monies received for the purposes described in the funding requ6st; to apply for,
receive and expend future funds should they become available through this federal grant
3
Attachment 6
Agenda Item No. 8(i) (1) (E)
Page No. 2
program; to file and execute any necessary amendments to the application for and on
behalf of Miami -Dade County, Florida; and to exercise amendments, modifications,
renewal, cancellation and termination clauses of . any contracts and agreements on
behalf of Miami -Dade County, Florida.
The foregoing resolution .was offered by Commissioner Carlos A. Gimenez
who moved its adoption. The motion was seconded .by Commissioner. .Dennis C. Moss
and upon being put to a vote, the vote was as follows:
Joe A:
- Dennis C
Bruno A. Barreiro aye
Audrey M. Edmonson aye
• Sally A. Heyman aye
Dorrin D. Rolle aye
Katy Sorenson aye
Sen. Javier D. Souto aye
Martinez, Chairman-7 H.aye:
. Moss, Vice -Chairman -aye
Jose "Pepe" Diaz
Carlos A. Gimenez
Barbara J. Jordan
Natacha Seijas
Rebeca Sosa
aye. .
aye
aye
aye
The Chairperson thereupon declared the resolution duly passed and adopted this
5th day of December, 2006. This resolution shall becon1e°effective&t n (10)'days after
the date of its adoption unless vetoed by the Mayor,: and if vetoed, shall become'
effective only upon. an override by this.
`MIAMI-DADE COUNTY, FLORIDA
BY ITS BOARD OF COUNTY
COMMISSIONERS
ARVEY RUVIN, CLERK
. Approved by..Cou.nty Attorney,
to form and legal sufficiency.
Eric A. Rodriguez