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FEDERALLY -FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and City of Miami,
(hereinafter referred to as the "Recipient").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to
provide the services identified herein; and
B. The Division has received these grant funds from the State of Florida, and has the authority to
subgrant these funds to the Recipient upon the terms and conditions below; and
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Recipient agree to the following:
(1) SCOPE OF WORK.
The Recipient shall perform the work in accordance with the Budget and Scope of Work,
Attachment A of this Agreement.
(2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES
The Recipient and the Division shall be governed by applicable State and Federal laws,
rules and regulations, including those identified in Attachment B.
(3) PERIOD OF AGREEMENT,
This. Agreement shall begin upon execution by both parties or October 1, 2011',
whichever is later, and shall end April 30, 2014, unless terminated earlier in accordance with the
provisions of Paragraph (12) of this Agreement.
(4) MODIFICATION OF CONTRACT
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(5) RECORDKEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the
federal OMB Circular No. A-102, "Common Rule: Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments" (53 Federal Register 8034) or OMB Circular
No. A-110, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost
Principles for State, Local and Indian Tribal Governments," OMB Circular No. A-21, "Cost Principles for
Educational Institutions," or OMB Circular No. A-122, "Cost Principles for Non-profit Organizations."
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Contract Number:12-DS-22-11-23-02-d(j
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(b) The Recipient shall retain sufficient records to show its compliance with the terms of
this Agreement, and the compliance of all subcontractors or consultants paid from funds under this
Agreement, for a period of five years from the date the audit report is issued, and shall allow the Division
or its designee, the State Chief Financial Officer or the State Auditor General access to the records upon
request. The Recipient shall ensure that audit working papers are available to them upon request for a
period of five years from the date the audit report is issued, unless extended in writing by the Division.
The five year period may be extended for the following exceptions:
1. If any litigation, claim or audit is started before the five year period expires,
and extends beyond the five year period, the records shall be retained until all litigation, claims or audit
findings involving the records have been resolved.
2. Records for the disposition of non -expendable personal property valued at
$5,000 or more at the time it is acquired shall be retained for five years after final .disposition.
3. Records relating to real property acquired shall be retained for five years after
the closing on the transfer of title.
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget
and Scope of Work - Attachment A - and all other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to
be paid from funds provided under this Agreement, shall allow access to its records at reasonable times
to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during normal business
hours of 8:00 a.m. to 5:00 p.rn., local time, on Monday through Friday. "Agents" shall include, but not be
limited to, auditors retained by the Division.
(6) AUDIT REQUIREMENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement.
(b) These records shall be available at reasonable times for inspection, review, or audit
by state personnel and other personnel authorized by the Division. "Reasonable" shall ordinarily mean
normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
(c) The Recipient shall provide the Division with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
(d) If the Recipient is a State or local government or a non-profit organization as defined
in OMB Circular A-133, as revised, and in the event that the Recipient expends $500,000 or more in
Federal awards in its fiscal year, the Recipient must have a single or program -specific audit conducted in
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accordance with the provisions of OMB Circular A-133, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement. In determining the Federal
awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including
Federal resources received from the Division. The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMB CircularA-133, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A-133, as revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A-133,
as revised.
If the Recipient expends Tess than $500,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of.OMB Circular A-133, as revised, is not required. In the
event that the Recipient expends less than $500,000 in Federal awards in its fiscal year and chooses to
have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of
the audit must be paid from non -Federal funds.
(e) Send copies of reporting packages for audits conducted in accordance with OMB
Circular A-133, as revised, and required by subparagraph (d) above, when required by Section .320 (d),
OMB Circular A-133, as revised, by or on behalf of the Recipient to:
The Division at the following address:
Division of Emergency Management
Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Send the Single Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by
submission online at
http://harvester.census.00v/fac/collect/ddeindex.html
And to any other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f),
OMB Circular A-133, as revised.
(f) Pursuant to Section .320 (f), OMB Circular A-133, as revised, the Recipient shall send
a copy of the reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any
management letter issued by the auditor, to the Division at the following address:
Division of Emergency Management
Office of inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
• (g) By the date due, send any reports, management letter, or other information required
to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A-133,
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Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, as applicable.
(h) Recipients should state the date that the reporting package was delivered to the
Recipient when submitting financial reporting packages to the Division for audits done in accordance with
OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General,
(i) If the audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non-compliance.
(j) The Recipient shall have all audits completed by an independent certified public
accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter473,
Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The
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audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
year.
(7) REPORTS
(a) The Recipient shall provide the Division with quarterly reports and a close-out report.
These reports shall include the current status and progress by the Recipient and all subrecipients and
subcontractors in completing the work described in the Scope of Work and the expenditure of funds under
this Agreement, in addition to any other information requested by the Division.
(b) Quarterly reports are due to the Division no later than 30 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative close-
out report. The ending dates for each quarter of the program year are March 31, June 30, September 30
and December 31.
(c) The close-out report is due 60 days after termination of this Agreement or 60 days
after completion of the activities contained in this Agreement, whichever first occurs.
(d) If all .required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, the Division may withhold further payments until they are completed or
may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the Division" means that
the work product was completed in accordance with the Budget and Scope of Work.
• (e) The Recipient shall provide additional program updates or information that may be
required by the Division.
(8) MONITORING.
The Recipient shall monitor itsperformance under this Agreement, as well as that of its
subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that
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time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished
within the specified time periods, and other performance goals are being achieved. A review shall be
done for each function or activity in Attachment A to this Agreement, and reported in the quarterly report.
In addition to reviews of audits conducted in accordance with paragraph (6) above, monitoring
procedures may include, but not be limited to, on -site visits by Division staff, limited scope audits, and/or
other procedures. The Recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Division. In the event that the Division determines that
a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional
instructions provided by the Division to the Recipient regarding such audit. The Recipient further agrees
to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the
Florida Chief Financial Officer or Auditor General. In addition, the Division will monitor the performance
and financial management by the Recipient throughout the contract term to ensure timely completion of
all tasks.
(9) LIABILITY
(a) Unless Recipient is a State agency or subdivision, as defined in Section 768.28, Fla.
Stat., the Recipient is solely responsible to parties it deals with in carrying out the terms of this
Agreement, and shall hold the Division harmless against all claims of whatever nature by third parties
arising from the work performance under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division, but is an independent contractor.
(b) Any Recipient which is a state agency or subdivision, as defined in Section 768.28,
Fla. Stat., agrees to be fully responsible for its negligent or tortious acts or omissions which result in
claims or suits against the Division, and agrees to be liable for any damages proximately caused by the
acts or omissions to the extent set forth in Section 768.28, Fla. Stat. Nothing herein is intended to serve
as a waiver of sovereign immunity by any Recipient to which sovereign immunity applies. Nothing herein
shall be construed as consent by a state agency or subdivision of the State of Florida to be sued by third
parties in any matter arising out of any contract.
(10) DEFAULT.
If any of the following events occur ("Events of Default"), all obligations on the part of the
Division to make further payment of funds shall, if the Division elects, terminate and the Division has the .
option to exerciseany of its remedies set forth in Paragraph (11). However, the Division may make
payments or partial payments after any Events of Default without waiving the right to exercise such
remedies, and without becoming liable to make any further payment:
(a) If any warranty or representation made by the Recipient in this Agreement or any
previous agreement with the Division is or becomes false or misleading in any respect, or if the Recipient
fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous
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agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its
obligations under this Agreement;
(b) If material adverse changes occur in the financial condition of the Recipient at any
time during the term of this Agreement and the Recipient fails to cure this adverse change within thirty
days from the date written notice is sent by the Division.
(c) If any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information;
(d) If the Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
(11) REMEDIES.
If an Event of Default occurs, then the Division may, after thirty calendar days written
notice to the Recipient and upon the Recipient's failure to cure within those thirty days, exercise any one
or more of the following remedies, either concurrently or consecutively:
(a) Terminate this Agreement, provided that the Recipient is given at least thirty days
prior written notice of the termination. The notice shall be effective when placed in the United States, first
class mail, postage prepaid, by registered or certified mail -return. receipt requested, to the address in
paragraph (13) herein;
(b) Begin an appropriate legal or equitable action to enforce performance of this
Agreement;
(c) Withhold or suspend payment of all or any part of a request for payment;
(d) Require that the Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds.
(e) Exercise any corrective or remedial actions, to include but not be limited to:
1. request additional information from the Recipient to determine the reasons for
or -the extent of non-compliance or lack of performance,
2. issue a written warning to advise that more serious measures may be taken if
the situation is not corrected,
3. advise the Recipient to suspend, discontinue or refrain from incurring costs for
any activities in question or
4. require the Recipient to reimburse the Division for the amount of costs incurred
for any items determined to be ineligible;
(f) Exercise any other rights or remedies which may be available under law.
(g) Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in
this Agreement or fails to insist on strict performance by the Recipient, it will not affect, extend or waive
any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the
Division for any other default by the Recipient.
(12) TERMINATION.
(a) The Division may terminate this Agreement for cause after thirty days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document, paper,
letter, or other material subject to disclosure under Chapter 119, Fla. Stat., as amended.
(b) The. Division may terminate this Agreement for convenience or when it determines, in
its sole discretion, that continuing the Agreement would not produce beneficial results in line with the
further expenditure of funds, by providing the Recipient with thirty calendar days prior written notice.
(c) The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement. The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement.
(d) In the event that this Agreement is terminated, the Recipient will not incur new
obligations for the terminated portion of the Agreement after the Recipient has received the notification of
termination. The Recipient will cancel as many outstanding obligations as possible. Costs incurred after
receipt of the termination notice will be disallowed. The Recipient shall not be relieved of liability to the
Division because of any breach of Agreement by the Recipient. The Division may, to the extent
authcrized by law, withhold payments to the Recipient for the purpose of set-off until the exact arnount of
damages due the Division from the Recipient is determined.
(13) NOTICE AND CONTACT.
(a) All notices provided under or pursuant to this Agreement shall he in writing, either by
hand delivery, or first class, certified mail, return receipt requested, to the representative named below, at
the address below, and this notification attached to the original of this Agreement.
(b) The name and address of the Division contract manager for this Agreement is:
Michael J. Day
Florida Division of Emergnecy Management
2555 Shumard Oak Boulevard
Tallahassee, FL 32399-2100
Telephone: (850)488-9441
Email:Michael.day@em.myflorida.com
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(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is:
Joseph Zahralban, Assistant Fire Chief
1151 NW 7th Street
Miami, FL 33136
Telephone: 305-416-5402
Fax: 305-416-5444
Email: jahralban@miamigov.com
(d) In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the name, title and address of the new representative will be
provided as outlined in (13)(a) above.
(14) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the
unsigned subcontract must be forwarded to the Division for review and approval before it is executed by
the Recipient. The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by
the terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and
regulations, and (iii) the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the
extent allowed and required by law. The Recipient shall document in the quarterly report the
subcontractor's progress in performing its work under this Agreement.
For each subcontract, the Recipient shall provide a written statement to the Division as to
whether that subcontractor is a minority business enterprise, as defined in Section 288.703, Fla. Stat.
(15) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(16) ATTACHMENTS
(a) All attachments to this Agreement are incorporated as if set out fully.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
Attachment A — Budget and Scope of Work
Attachment B — Program Statutes, Regulations and Special Conditions
Attachment C — Justification of Advance Payment
Attachment D - Warranties and Representations
Attachment E — Certification Regarding Debarment
Attachment F — Statement of Assurances
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Attachment G — Reimbursement Checklist
(17) FUNDING/CONSIDERATION
(a) This is a cost -reimbursement Agreement. The Recipient shall be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to exceed
$9,356,839.00, subject to the availability of funds. Attachment G specifies the required documentation
needed when submitting for cost reimbursement under this agreement.
(b) Any advance payment under this Agreement is subject to Section 216.181(16),
Fla.Stat., and is contingent upon the Recipient's acceptance of the rights of the Division under Paragraph
(12)(b) of this Agreement. The amount which may be advanced may not exceed the expected cash
needs of the Recipient within the first three (3) months of the contract term. For a federally funded
contract, any advance payment is also subject to federal OMB Circulars A-87, A-110, A-122 and the Cash
Management Improvement Act of 1990. All advances are required to be held in an interest -bearing
account. If an advance payment is requested, the budget data on which the request is based and a
justification statement shall be included in this Agreement as Attachment C. Attachment C will specify the
amount of advance payment needed and provide an explanation of the necessity for and proposed use of
these funds. No advance shall be accepted for processing if a reimbursement has been paid prior to the
submittal of a request for advanced payment.
(c) After the initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work,
Attachment A of this Agreement.
(d) Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services. Invoices shall be accompanied by a statement
signed and dated by an authorized representative of the Recipient certifying that "all disbursements made
in accordance with conditions of the Division agreement and payment is due and has not been previously
requested for these amounts." The supporting documentation must comply with the documentation
requirements of applicable OMB Circular Cost Principles. The final invoice shall be submitted within sixty
(60) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the
submittal of quarterly invoices shall be submitted to the Division contract manager as part of the
Recipient's quarterly reporting as referenced in Paragraph 7 of this Agreement.
If the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or
under subparagraph (19)(h) of this Agreement, all obligations on the part of the Division to make any
further payment of funds shall terminate, arid the Recipient shall submit its closeout report within thirty
days of receiving notice from the Division.
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(18) REPAYMENTS
All refunds or repayments due to the Division under this Agreement are to be made payable to
the order of "Division of Emergency Management", and mailed directly to the following address:
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
In accordance with Section 215.34(2), Fla. Stat., if a check or other draft is returned to the Division for
collection, Recipient shall pay the Division a service fee of $15.00 or 5% of the face amount of the
returned check or draft, whichever is greater.
• (19) MANDATED CONDITIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials is incorporated by
reference. Additional special conditions are listed on Attachment B. The inaccuracy of the submissions
or any material changes shall, at the option of the Division and with thirty days written notice to the
Recipient, cause the termination of this Agreement and the release of the Division from all its obligations
to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreementis in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of this Agreement.
(c) Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement.
(d) This Agreement may be executed in any number of counterparts, any one of which
may be taken as an original.
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law
101-336, 42 U.S.C. Section 12101 et seq.), which prohibits discrimination by public and private entities on
the basis of disability in employment, public accommodations, transportation, State and local government
services, and telecommunications.
(f) Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any
• goods or services to a public entity, may riot submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
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consultant under a contract with a public entity, and may not transact business with any public entity in
excess of $25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list
or on the discriminatory vendor list.
(g) Any Recipient which is not a local government or state agency, and which receives
funds under this Agreement from the federal government, certifies, to the best of its knowledge and belief,
that it and its principals:
1. are not presently debarred, suspended, proposed for debarment, declared
• ineligible, or voluntarily excluded from covered ,transactions by a federal department or agency;
2. have not, within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
3. are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
19(g)2. of this certification; and
. 4. have not within a five-year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
If the Recipient is unable to certify to any of the statements in this certification, then the Recipient
shall attach an explanation to this Agreement.
In addition, the Recipient shall send to the Division (by email or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment E) for each intended subcontractor which Recipient plans to fund under
this Agreement. The form must be received by the Division before the Recipient enters into a
contract with any subcontractor.
(h) The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance with Chapter 216, Fla. Stat. or the Florida Constitution.
(i) All bills for fees or other compensation for services or expenses shallbe submitted in
detail sufficient for a proper preaudit and postaudit thereof.
(j) Any bills for travel expenses shall be submitted in accordance with Section 112.061,
Fla. Stat. The provisions of any special or local law, present or future, shall prevail over any conflicting
provisions in this section, but only to the extent of the conflict.
(k) The Division reserves the right to unilaterally cancel this Agreement if the Recipient
refuses to allow public access to all documents, papers, letters or other material subject to the provisions
of Chapter 119, Fla. Stat., which the Recipient created or received under this Agreement.
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(I) If the Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the
Division's obligation to pay the contract amount.
(m) The State of Florida will not intentionally award publicly -funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act
("INA")). The Division shall consider the employment by any contractor of unauthorized aliens a violation
of. Section 274A(e) of. the INA. Such violation by the Recipient of the employment provisions contained in
Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by. the Division.
(n) The Recipient is subject to Florida's Government in the Sunshine Law (Section
286.011, Fla. Stat.) with respect to the meetings of the Recipient's governing board or the meetings of
any subcommittee making recommendations to the governing board. All of these meetings shall be
publicly noticed, open to the public, and the minutes of all the meetings shall be public records, available
to the public in accordance with Chapter 119, Fla. Stat.
(o) All unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost.
(20) LOBBYING PROHIBITION
(a) No funds or other resources received from the Division under this Agreement may be
used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency.
(b) The' Recipient certifies, by its signature to this Agreement, that to the best of his or
her knowledge and belief:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf
of the Recipient, to any person forinfluencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
2. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete
and submit Standard Form-LLL, "Disclosure of Lobbying Activities."
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3. The Recipient shall require that this certification be included in the award
documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, and
cooperative agreements) and that all subrecipients shall certify and disclose.
'This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000.for each such failure. "
(21) COPYRIGHT, PATENT AND TRADEMARK
ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA.
ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE
OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF
FLORIDA.
(a) If the Recipient has a pre-existing patent or copyright, the Recipient shall retain all
rights and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise,
(b) If any discovery or invention is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected with it, the Recipient shall refer the
discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Recipient to the State of
Florida.
(c) Within thirty days of execution of this Agreement, the Recipient shall disclose all
intellectual properties relating to the performance of this Agreement which he or she knows or should
know could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any
pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such property
exists: The Division shall then, under Paragraph (b), have the right to at patents and copyrights which
accrue during performance of the Agreement.
(22) LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
13
know could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any
pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such property
exists. The Division shall then, under Paragraph (b), have the right to all patents and copyrights which
accrue during performance of the Agreement.
(22) LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies.that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
(23) ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment F.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
RECIPIENT:
CITY OF MIAMI
By:
Name _ d title: •hnny artinez, P.E., City Manager
Date: D3JJI2_
FID# 59-6000375
STATE OF FLORIDA
DIVISION OF EMERGENCY MANGEMENT
By: kid
Name and Title: Bry oon, Director
-yr(
Date:
14
ATTEST:
Priscilla A. Thompson
City Clerk
CITY OF MIAMI FLORIDA, a
municipal corporation
Jolt. y Marti ez, PE
City Manager
APPROVED AS TO FORM AND APPROVED AS TO INSURANCE
'REQUIREMENTS:
CORRECTNESS:
Julie 0. Bru
City Attorney
Calvin Ellis, Director
Department of Risk Management
►S
EXHIBIT —1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE: If the resources awarded to the Recipient are from more than one Federal program, provide the
same inforrnation shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal agency: Department of Homeland Security
Catalog of Federal Domestic Assistance title and number: 97.067
Award amount: $ 9,356,839.00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
NOTE: If the resources awarded to the Recipient represent more than one Federal program, list
applicable compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1. First applicable compliance requirement (e.g., what activities/services/purposes the federal
resources must be used for): Recipient is to use funding to perform the following eligible activities as
identified in the United States Department of Homeland Security, Federal Emergency Management Agency,
National Preparedness Directorate Fiscal Year 2011-12 State Homeland Security Grant Program (SHSGP),
consistent with the Department of Homeland Security State Strategy.
2. Second applicable compliance requirement (e.g., eligibility requirements for recipients of the
resources: .Recipient is subject to all administrative and financial requirements as set forth in this Agreement,
or will be in violation of the terms of the Agreement.•
16
NOTE: Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes,
require that the information about Federal Programs and State Projects included in Exhibit 1 be provided
to the Recipient.
i
Attachment A
Budget and Scope of Work
Proposed Program Budget
t1 Below is a general budget which outlines eligible categories and their allocation under this award. The Recipient is to utilize the
'Proposed Program Budget" as a guide for completing the "Budget Detail Worksheet" below.
The equipment category will require a "Detailed Budget Worksheet" including the proposed equipment to be purchased and the
corresponding Authorized Equipment List (AEL) reference number. The AEL can be found at www.rkb.us.
4. The transfer of funds between the categories listed in the "Proposed Program Budget" is permitted. However, 25% of the award
allocation has to be used for eligible LETP- Type activities.
At the discretion of the Recipient, funds allocated to Management and Administration costs (as described in the "Proposed Program
Budget") may be put towards Programmatic costs instead. However, no more than 3% of each Recipients' total award may be
expended on Management and Administration costs.
FY 2011 - State Homeland Security
Grant Program — Urban Area
Security Initiative - Issue 39
r_ Re'clpiem�
Miami/Fort Lauderdale UASI
Award Allocation
�,�umount Allocated!'
$9,646,226.00
State Management & Administration withheld
3%
Expendable Award Allocation after 3%
reduction
LETP-Type Activities (25% of award allocation)
This amount is not in addition to the remaining
award amount but instead signifies the amount
needed to meet the 25% requirement.
$289,387.00
$9,356,839.00
$2,411,557.00
18
Management and Administration
(the dollar amount which corresponds to 3% of
the total local agency allocation is shown in the
column on the right).
S280,705.00
Budget Detail Wodcsheet
_. r.
Eligible
Activities
..i
T1 T .... .-.
."Z _ :d
,.. -_-_
_ x ...- .
,- —0,y
Developing lwardi hreat-spccthc annexes that incorporate tnc range of
prevention, protection, response, and recovery activities
Developing and implementing homeland security support programs and
adopting ongoing DFIS national initiatives
Ocvcloping'rclatcd terrorism prevention activities
1. Fusion Center Project
1
$
184,767.84
$
184,767.84
Developing and enhancing plans and protocols
1
$
250,000.00
$
250,000.00
1. Regional Citizens Corps - this project includes funds awarded
throughout the region to various CERT/Citizen Corps groups for training,
planning and purchase of equipment to enhance volunteer preparedness for
community response and recovery In the event of disasters.
2. Planning, Training and Exercise. These dollars have been set -aside for
the, costs associated with conducting regional trainings, exercises and
planning activities.
1
$
200,000.00
$
200,000.00
Developing or conducting assessments
1
$
100,000.00
$
100,000.00
1. Critical Infrastructure Assessments. Region 7 identified hundreds of
Critical Infrastructure/Key Resources (Cl/KR) with the goal of conducting
ACAMS Risk and Threat Assessments on those sites via a prioritized list. With
FY2010 funding, 25 assessments were conducted. This FY2011 project will,
continue this assessment process and assessments will be done on additional
sites.
Hiring of full or part-time staff or contactors/consultants to assist with
planning activities (not for the purpose of hiring public safety personnel
fulfilling traditional public safety dudes)
1. EOC Planner Sustainment This project will continue to fund the EOC
planner position.
1
$
40,000.00
$
40,000.00
1
$ "
160,000.00
$
160,000.00
2. Emergency Management Planning Coordinator (12 months). This
position will assist with the development/revision of citywide emergency
management plans such as the CEMP, COG and COOP.
3. Emergency Management Planner (12 months). This position will assist
with general planning responsibilities related to the implementation of the
1
$
80,000.00
$
80,000.00
UA51 grant program.
1
$
60,000.00
$
60,000.00
4. Equipment Inventory Planner (12 months). This position will bet
responsible for tracking -the equipment purchased under the Miami UASI
Grant Program and will draft all EHP forms.
5. Emergency Management Specialist..This project will continue to fund
emergency management staffing, which is a continuation of an existing
project
1
$
118,640.00
$
118,640.00
1
$
65,000.00
$
65,000.00
6. UA51 Planner' --•this position will assist with developing the city's
emergency management plans, coordinate with city departments to develop
their response operation procedures, act as a liason to the county EM division
and coordinate with county, state and federal agencies in regards to
response, recovery and preparedness issues.
1
$
65,000.00
$
65,000.00
7. Regional Training and Exercises Planner - this position includes the
responsibilities of ensuring compliance with training courses as well as the
coordination of necessary regional exercises.
8. Regional Cl/KR Planner —Personnel to develop regional. plans and
assessments to Identify overall growth and needs as well as promote regional
collaboration.
1
$
75,000.00
$
75,000.00
9. Regional Program Manager. This position assists the Miami and Ft.
1
$
95,000.00
$
95,000.00
Lauderdale with regional planning needs (e.g. drafting of investment
justifications, coordination of UAWG meetings, development of annual
budgets, etc.).
-
.
10. Project Planning. This project will allow for the hiring of a contractor to
assist with the development of regional plans such as the regional P,T & E
plan, Miami/Ft. Lauderdale strategic plan and revision of regional planning
documents.
1
$
300,000.00
$
300,000.00
11. R-LEX Regional Coordinator/Trainer. This project will provide fora
position to assist with the administration and training involved with this
regional intelligence sharing system.
1
$ 100,000.00
$ 100,000.00
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel/per diem related to planning activities
1. Travel. This is costs for staff to attend DNS and State sponsored grant
management/UASI courses/conferences.
1
_
$ 29,998.96
$ Z9,998.96
Overtime and backfill costs (in accordance with operational Cost Guidance)
Other projects areas with prior approval From FEMA
Issurince of WHTi-compliant tribal identification cards (HSGP only)
Activities to achieve planning inclusive of people with disabilities
F- ^e�c
3rls,.-",
. r3F.:ram ^.:a
...'_
1Vz-
f _ .._,e
Reimbursement for select operational expenses associated with increased
security measures at critical infrastructure sites incurred (up to 50 percent of the
allocation)
Overtime for intormatton, Investigative, and intelligence sharing activities (up
to 50 percent of the allocation)
Hiring of new staff positions/contractors/consultants for participation in
information/intelligence analysis and sharing groups or fusion center activities
(up to 50 percent of the allocation)
tlltbwabiei-t . vsfs a-- -� Y r -.
TrsIir7...
. Quanhty.
TJNf.Cosf
�
A
TotaFCosf ry
.�_.+�..___..-v..
Overtime and bacldtIl for emergency preparedness and response personnel
attending FEMA-sponsored and approved training classes.
1. ERT Training Overtime Backfill. This. will cover the backfill costs
associated with the ERT training.
2. Citizen Corp Instructor Overtime Pay - Citizen Corps Project -Training
and awareness enhancement for volunteers to be prepared far emergency
operations.
1
1
$ 227,050.60
$ 6,828.06
$ 227,050.60
$ 6,828.06
Overtime and backfill expenses forpart0lime and volunteer emergency
responsepersonnel participating in FEMA training.
Training Workshops and Conferences
1. Medical Management of CBRNE Events. This training will train
personnel how to protect themselves and crew during a CBRNE event
response. They will learn the effects, how to treat signs and symptoms of
chemical & radiation agent exposure including pediatric needs. Also will be
taught to identify and treat injuries from an explosion.
2. Response to Terrorist Bombings. This training will prepare emergency
responders to perform safe operations during bomb incidents (principally in
the warm and cold zone.)
3. Medical Preparedness and Response to Bombings. This project will
train personnel in techniques designed as a result of the London Subway
aombing (pre and post event). Will focus on commonly used explosives,
combing injuries and treatment.
1
1
1
$ 60,0D0.00
$ 15,300.00
$ 30,000.00
$ 60,000.00
$ 15,300.00
$ 30,000.00
4. Hazardous Materials Toxic -Medic Program. This training will educate
and certify all MFR paramedics on chemical behavior, toxicology and treat of
hazardous material medical emergencies.
5. Preparedness Campaign. All -Hazards Public Education Campaign, to -
include materials and displays
G. WebEOC Board design, advanced and beginners PT&E of county and
municipality users of this Interoperable communication system.
7. Training. The request for training funds will allow for the law
enforcement agencies in Monroe County to conduct the recommended
training identified in Responder Based Knowledge document, and the RDSTF
training recommendations listed for the Regional Security Team.
8. field Force. Training for Patrol Officers. This training will be offered in
different 6 sessions.
9. Waterborne Explosives. The training funding will be used to contract a
vendor to conduct at least 4 classes in Explosive Ordinance Detection and
Render Safe Procedures. This would address a critical gap in our regional
response capabilities. Courses would only be open to COD technicians who
have attended or are scheduled to attend the Hazardous Devices School at
the Redstone Arsenal.
10. Critical bent Rescue Training. This project includes firefighter training
at the operations level to provide effective rescue during critical event mass
casualty disasters as well as urban collapse incidents. This funding would
train 400-500 inure MDFR personnel.
11. PT&E. Funding for Planning, Training and Exercises so that MPD can
rnaintain a ready state and be prepared to respond to any terrorism related
situation. (Line home 2011-23) '
12. Fire Boar Rescue Training. This project will entail extensive training for
Marine firefighting and rescue to include, marine vessel operations and
complex electronic operation. The project will enhance the department's
capability to respond and mitigate potential WMD incidents at sea. (Line
Item2011-25)
13. Sustain local emergency responder training(Line Item# 2011-57)
14. Training Cost for Basic and Advance Courses- CERT Project -Training for
volunteers to ehance awareness, mitigation, disaster preparedness, response
and recovery. CERT graduates are able to help their communities prepare for
disasters and during response and recovery. (Line Remit 2011-94)
15. FLUSAR Trainirtg(Liria Item# 2011-55)
Activities to achieve training inclusive of people with disabilities
1 $ 32,029.00 $ 32,029.00
1 $ 125,000.00 $ 125,000.00
1 $ 29,216.72 $ 29,216.72
1 $ 58,509.00 $ 58,509.00
1 $ 16,000.00 $ 16,000.00
1 $ 150,000.00 $ 150,000.00
1
1
1
1
1
1
$ 50,000.00
$ 189,250.15.
$ 393,638.31
$ 13,309.09
$ 18,400.00
$ 25,000.00
$
50,000.00
189,250.15
$ 393,638.31
$ 13,309.09
18,400.00
$ - 25,000.0.0
Full or Part -Time Staff or Contractors/Consultants
Travel
1
1: CERT Coordinator Conference /Travel - Citizen Corps Program Project -
Costs associated with attending CERT conferences.
1,650.00
1,650.00
Supplies
1. Target Safety Software for Emergency Management Training -Incident
Management System- Training software needed for over 150 city staff
assigned to emergency operations duties. Emergency procedures and plans,
tests can be desseminated through this software as well as staff compliance
tracking.
1
7,500.00
7,500.00
Tuition for higher education
Other items 1
(
1
A complete list of FEMA approved courses may be found at
www.oin.usclni.env/FEMA/dncs/Elirihle Federal Courses.odf
•o •-.--.-=,7: • . 1 rr `i re`_ _ '7`.: _
r e ''
y
,
fi.
- fri. Pwx 4 4
'..Y-
Y?
f '..A 't ,fi
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i.
- ie 3
' �1
r ,S'� .,. -L!"rt... ir
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�
$
21,791.84
Design, Develop, Conduct and Evaluate an Exercise
1. Planning and Exercise. Emergency Response all -hazards annex for
CEMP followed by an EOC Table Top Exercise to test annex. (Spilt between
planning and exercise)
1
$
21,791.84
2. Annual EOC Exercise, EOC Staff Training- funding for this project will be
utilize for the annual EOC exercise and all expenses related to training
attendance for core emergency management personnel. (Line Itemt 2011-
126)
1
$
37,000.00
$
37,000.00
Exercise Planning Workshop - Grant funds may be used to plan and conduct an
Exercise Planning Workshop to include costs related to planning, meeting space
and other meeting costs, facilitation casts, materials and supplies, travel and
exercise plan development.
Full or Part -Time Staff or Contractors/Consultants - Full or part-time staff may
be hired to support exercise -related activities. Payment of salaries and fringe
benefits niust be in accordance with the policies of the state or local unit(s) of
govemment and have the approval of the state or the awarding agency,
whichever is applicable. The services of contractors/consultants may also be
procured to support the design, development, conduct and evaluation of
CBRNE exercises. The applicant's formal written procurement policy or the
Federal Acquisition Regulations (FAR) must be followed.
'Overtone ano backbit costs — Overtime and backnll costs, including expenses
for part -tune and volunteer emergency response personnel participating in
FEMA exercises
Implementation of HSEEP
Activities to achieve exercises inclusive of people with disabilities
•
Travel - Travel costs (i.e., airfare, mileage, per diem,
hotel, etc.) are allowable as expenses by employees who
are on travel status for official business related to the
planning and conduct of the exercise project(s). These
costs must be in accordance with state law as
highlighted in the OJP Financial Guide. States must also
follow state regulations regarding travel. If a state or
territory does not have a travel policy they must follow
federal guidelines and rates, es explained in the.OJP
Financial Guide. For further information on federal law •
pertaining to travel costs please refer to
http://www.ojp.usdoi.gov/FinGuide.
Supplies - Supplies are items that are expended or consumed during the course
of the planning and conduct of the exercise project(s) (c.g., copying paper,
gloves, tape, non -sterile masks, and disposable protective equipment).
.
Uther Items - These costs include the rental of space/locations Inc exercise
planning and conduct, exercise signs, badges, etc.
Eligible Equipment Acquisition Costs
The table below highlights the allowable equipment categories for this award.
A comprehensive listing of these allowable equipment categories, and specific
equipment eligible under each category, can be found an the web -based
Authorized Equipment List at: httn://www.rkb.us
Click on "Authorized Equipment List (AEL)
7-
If' you wish to purchase a piece of equipment frnnt any category below,
then, in the space given below that category, put the "AOL item number" and
"title"
:4
gog
Quantih'
Unit Cost Total Cost
rr tt rt e
''�rti 't..1 (cry:i' . ^3,s i..p ., t' 1j F. z f f aNe.., tq •t rj.� ul i.r'�, 6 x„ K_..-� L 4.•
7 s . r- :.,,an,:..,../ .;kt ..�r.7' r<:.,_ , . 100,075.00
1, Self -Contained Breathing Apparatus certified as compliant with NFPA
1981 and certified by NIOSH as compliant with the C6RN approval criteria.
(Line Item# 2011-70)(AEL# 01AR-SCBA)
2. Respirator, Air -Purifying, Full Face, Tight Fitting, Negative Pressure,
CBRN (Line Item# 2011-50)(AEL# 0103-AR-PAPA)
3. Gas Mask replacement cartridge (Line Item# 2011-49)(AEL# 01AR-03-
PAPC)
4. Disposable Respirator Canisters. This project will Involve sustainment
costs for inventory of Disposable Respirator Canisters for emergency response
capabilities. (Une Item# 2011-93) (AEU 01AR-06-DISP) .
5. Personal Protective Equipment (PPE's). This project will sustain existing
equipment previously purchased with UASI (Line Item# 2011-61)(AEL# 01EM-
02-GARM)
6. Tactical Body Armor for SWAT Team & K9 Unit. Dragon Fire Tactical
Vest, KXPIIIA Ballistics, Ceramic Plates (Une Remit 2011-45) (AEL# 01LE-01-
ARMR)
7. Helmet, Ballistic (Une Remit 2011-47) AEL#(O1LE-01-HLMT)
8. Hatch Gear. This project will include the purchase of protective padded
equipment for civil unrest. (Line Item# 2011-89) (AEL# O1LE-01-PRPD)
9. Protech 20"x34" intruder Ballistic Armor Shield Level IIIA -Enhance
Response capabilities- This equipment is needed to provide increased
protection to first responder officers in case of attacks. (Une Item# 2011-112)
(AEL# O1LE-01-SHLD)
10. Underwater Emergency Response Equipment. This is dive equipment
that will facilitate emergency response es it relates to critical incdents on the
waterways involving underwater (Line Item# 2011-27) (AEL# O1WA-01-SCBA)
•
11. Protective diy suit for use in contaminated water diving operations. This
equipment will enhance dive team capabilities while responding to CBRNE
incidents. This equipment will enable divers to operate in contaminated
waters. (Line Item# 2011-117) (AEL# 01WA-05-SUTD)
12. Gloves, Rescue and Recovery, Protective, Technical Rescue incidents
(Line Item# 2011.48) (AEL# O12A-02-GLVA)
13. Gloves, Utility, Protective, Technical Rescue Incidents (Line Item# 2011-
52) (AEL# O12A.-02-GLVA)_
1
1
1
$ 100,075.00
$
12,500.00
1,140.95
9,000.00
$ 7,172.00
$ 37,156.10
2,496.00
4,000.00
46,380.00
$ 120,000.00
$ 25,000.00
$
1,120.00
3,580.00
990.00
$
12,500.00
1,140.95
9,000.00
$ 7,172.00
37,156.10
2,496.00
$ 4,000.00
$ 46,380.00
$ 120,000.00
$
$
25,000.00
1,120.00
3,580.00
990.00
14. Protection, Eye (Une Item# 2011-46) (AEL# 01ZA-03-EYEP)
15. Hydration System, Personal, Water Bottle compatible w/M95 Gas Mask
(Une Item# 2011-51) (AEL# O1ZA-06-HYDR)
16. Tape, Chemical Resistant (Line Item# 2011-53)(AEL# 01ZA-06-HYDR)
17. Vest or Outer Garment, High -visibility (Une Item# 2011-54) (AEL# 012A-
06-VEST) �y n
tgl Os E°�+rsc,, m6ty t- Qo utdxgcdk,„, oho .. rli �.. li;i .._ ....., wfi ._.... nr..__a ..�.... _ ..rlinl
5.. . ..20,O00. 0
1. Explosive Entry Equipment, Upgrades/ (Breaching Arm) (Line Item#
2011-20)(AEL# 02EX-00-EXEN)
2. Electronic Counter Measures Equipment (ECM) Device (Une Item# 2011
19) (AEL# 02EX-03-ELCM)
3. 5RS 5 Bomb Search Suits- this equipment is needed to enhance
protection of bomb squad team while on emergency call outs. (Une Remit
2011-170) (AEL# 02PE-01-5RCH)
1
1
1
1
1
1
$ 1,995.00
3,580.00
$ 2,000.00
$ 20,000.00
$ 50,000.00
$ 40,600.00
$
1,995.00
3,580.00
2,000.00
$ 50,000.00
40,600.00
`tc131W-opetatx} tal searrL as3resracx e Mt sn j s c j a.r F.,-1c , .r c, ., ..
41,597.20
1. Ballistic panels for first responders to be added to currently issued
tactical equipment vests. - these panels are needed to provided added
protection for first responders deployed to critical emergency tactical
operations as well as during tactical disaster training drills. (Line Item# 2011
123)(AEL# 030-01-VSTO, 01LE-01-ARMR)
41,597.20
2. Ballistic shields and breaching tools for tactical response - this
equipment is needed to provide protection for first responders during
disaster activation. (Line Itemil 2011-122)(AEL# 030E-01-VSTO, 01LE-01-SHLD,
20TE-00-NTRY)
3. SMART VMS Portable Variable Digital Messaging Sign Trailer; with self-
contained trailer -mounted power generation unit(Line Itemil 2011-128)(AEL#
030E-03-SIGN)
4. Remote Controlled Small CBRNE/EOD Tactical Robot; electric motor;
variable speed joystick controls; Color LED vision screen; CALIBRE T-5 model
/ICOR, or comparable. (Line Itemil 2011.127)(AEL# 030E-07-ROBT)
5. 800 MHZ Repeater Antenna. This project will enhance interoperable
communications. (Line Itemil 2011-88)(AEL# 03CP-03-TOWR)
6. Thermal Imager and Receiver -this equipment is being requested for
use by agency's S.W.A.T team to provide reliable heat pictures of officers'
surroundings and detect terrorists/suspects in dark or smoke filled
environments. (Line Remit 2011-173)(AEL# 030E-02-TILA)
7, Talon Generation IV Robot Vehicle - This equipment is needed to
provided the capabilities to Investigate suspicious packages, IEDs and gather
real time intelligence in an hostile environment. (Line Itemil 2011-114)(AELlt
030E-07-PORT)
8. Helicopter-Draganfy X8 - remote controlled helicopter-draganfly with
video capability for pre -scouting and surveillance during search warrants and
call outs. (Line Itemil 2011-168)(AELII 030E-07-R0BT)
9. SWAT Fiber Optics Camera and Accessories. This equipment will be used
for inspecting voids and confined spaces with limited physical access. (Line
Item# 2011-82)(AEL# 035R-03-SCAM)
1
1
1
1
1
1
1
1
1
$ 29,797.17 $ 29,797.17
$ 19,151.00 $ 19,151.00
$ 71,749.00 $ 71,749.00
$ 4,000.00 $ 4,000.00
$ 19,693.00 $ 19,693.00
$ 115,469.51 $ 115,469.51
$ 20,000.80 $ 20,000.80
$ 10,000.00 $ 10,000.00
$ 70,000.00 $ 70,000.00
10. Sonar, Imaging. This equipment is designed to detect and track
underwater targets that enter an alarm zone and qualify as an underwater
threat (Line Item# Z011 22)(AEL# 03WA-0250NR) _
" ti'a 3. 4
1 $ 300,154.O0 $ 300,154.00
Reader System. (Line Item# 2011-30)(AEL# 04AP-02-AVLS)
2. Handheld GPSUnits MGRS Capable, including self-contained handhelds,
mobile mounted systems, and accessory devices. (Line Item# 2011-86)(AEL#
04AP.02-IGPS)
3. SMART Digital Imaging. The digital imaging machine will be a Region 7
asset to be deployed and used by the SMRT team when response is provided
for local preplanned or disaster situations. The digital imaging machine has e
versatile use in MCI, surge situations, mortuary and veterinary operations.
With the integrated system that combines patient registration with the digital
maging; accurate identification of film and patient matching is accomplished.
(Line Item# 2011-182)(AEL#04AP-02=0APT)
4. EOC Technology Disaster Redundancy. The equipment to be purchased
will be back-up Servers and Equipment to enhance EOC redundancy and
resiliency. (Line Rent! 2011-34)(AEL# 04AP-03-GISD, 04HW-D1-INHW)
5. AN computer. The audiovisual workstation is needed to have one
computer manage all different screens in the audiovisual system. (Line Item#
2011-39) (AEU 04HW-01-INHW)
6. Project Docs workstation (GIS). This workstations would allow GIS
manager to be able to create/modify maps with mission critical information
from the EOC. (Line Remit 2011-40)(AEL# 04AP-03-GISS)
7. GIS servers - Plotters - Router Geospatial support, decision support
navigation, monitoring, mitigation, mapping, and reporting. (Line Itern# 2011
64)(AEL# 04AP-03-GISS 04HW-01-INHW)
1
1
1
1
1
1
$ 8,000.00 $ 8,000.00
$ 51,600.00 $ 51,600.00
$ 25,000.00 $ 25,000.00
$ 2,300.00 $ 2,300.00
$ 2,400.00 $ 2,400.00
$ 21,295.00 $ 21,295.00
Z`�
8. Damage Assessment Software Maintenance. This project will allow fo
apld field assessment of the structural condition of the buildings within an
effected area post -disaster. (Line Item # 2011-6)(AEL# 04AP-04-RISK)
9. EOC Web EOC Enhancements. This project will involve upgrades to
EOC Managernent System (System previously Funded with HSGP funds). (Line
Item# 2011-35)(AEL8 04AP-04-RISK)
10. Targus Software. The Software will be used to provide Departmen
Analysts and Investigators with on -demand data about potential subjects.
Targus is able to provide the most current, information on'telephon
-
ntelligence. (Line Item# 2011-29)(AEL# 04AP-06-CBRN)
11. Exercise Simulator-• this equipment Is needed to provide interactiv
audio -visual simulation of operational situations to support EOC training,
planning or decision making. (Line !twill 2011-100)(AEL# 04AP-08-SIMS)
12. Public Affairs "Mobile Billboards for All Hazards Events.' The billboard
purchased under thls project will display messages such as evacuation routes,
evacuation messages, special threat conditions, community protectiv_
measures as well as directing the community to other media links for furthe
information on the threat facing their community. (Line Item# 2011-17)(AEL
04AP-09-ALRT)
1
8,000.00 $ 8,000.00
$ 75,000.00 $ 75,000.00
$ 12,000.00 $ 12,000,00
$ 49,999.53 $ 49,999.53
$ 60,000.00 5 60,000.00
25, 000.00
5 25,000.00
13. Public Affairs "Public Education and Awareness Campaign." This proje
will be a grassroots public education campaign to prepare the community to
protect themselves and their families during all -hazards events. (Line Kern
2011-18)(AELP 04AP-09-ALRT)
14. 12 Channel Mixer Board- Allows usage of many audio channels. (Line 1. $
1,372.00 $ ' 1,372.00
Item# 2011-149)(AEL# 04AP-09-ALRT)
15. .Audio Processor -To allow for optimum sound quality. (Line Item# 2011 $
504.00 $ 504.00
150)(AEL# 04AP-09-ALRT) •
16. Microphones- High quality microphones provide high quaky sound and 1 $
378.00 $ 378.00
can be used for recording quality sound- (Line Item# 2011-151)(AEL# 04AP-09
ALRT)
17. Microphones -High quality microphones provide high quality sound and 1,540.00 $ 1,540.00
an be used for recording quality sound. (Line Item# 2011-152)(AEL# 04.AP-09
ALRT)
1S. Editing/Aiitumation System- System allows recording and storing e1 $ 672.00 $ 672.00
announcements for automated broadcasting of station. (Line Item# 2011
153)tAEL00.AP-09-ALRT)
1 $ 672.00 $ 672.00
19. Computer and .audio card- Used to run radio five automated system.
(Line Item# 2011-154)(AEL# 04AP-09-ALRT) 1 644.00$ 644.00
$
20. Compressnr/Limiter- Audio conditioner that delivers audio to compute
for streaming at a consistent level, (Line Item# 2011-155)(AEL# 04AP-09-ALRT
21. AM Broadcast stand alone Antenna- Antenna to be mounted on facili
oof. Current antenna to be stored and used for back-up. (Line Item# 2011
156)(AEL# 04AP-09-ALRT)
22. Antenna Height Extension Mounting Kit- Mounting Kit to extend
antenna height on the roof. (Line Item# 2011-157)(AEL# 04AP-09-ALRT)
23. Groundplane- Copper straps and wiring providing necessary grounding
of station. (Line Item# 2011-158)(AEL# 04AP-09-ALRT)
24. Antenna Coupler- Links antenna to grcundplane. (Line Item# 2011 1 $
336.00 $ 336.00
159)(AEL# 04AP-09-ALRT)
25. Coax/Connectors- Upgrade to Y" Coax transmission line for minimum 1 $
98.00 $ 98.00
loss and maximum signal input to the antenna. (Line Item# 2011-160)(AEL•
04AP-09-ALRT)
26. Cabling/Connectors- Cabling and connectors linking all studio elements. 1 $
56.00 $ 56.00
1 $ 882.00 $ 882.00
1 $ 98.00 $ 9800
(Line Item# 2011-161)(AEL# 04AP-09-ALRT)
27. Professional Engineering/Build-out- All' professional labor necessary fo
the rebuilding of the antenna system and studio. Includes tuning of al
components. (Line Item# 2011-162)(AEL# 04AP-09-ALRT)
28. Audio production of all station imaging. Includes voice talent and
Copywriting. (Line Item# 2011-163)(AELI 04AP-09-ALRT)
1 $ 448.00 $ 448.00
1 $ 3,920.00 $ 3,920.00
1 .$ 420.00 $ 420.00
29. System Training- Four (4) hours of on -site training on automated
system. (Line Item# 2011-164)(AEL# 04AP-09-ALRT)
30. Audio production of four (4) vignettes. Each Vignette will be 4-5
minutes in length. ARN will provide copywriting, full production and voice
talent on these vignettes. (Line Item# 2011-165)(AEL# 04AP-09-ALRT)
31. Optional: De -Tuning of the large tower adjacent to building to make
tower invisible to frequency of the station. (Line Item' 2011-166)(AELH 04AP-
09-ALRT)
32. Wireless capable facility with university network access EOC
Enhancement equipment needed for used during emergency to assist with
the outfit and set-up of the city's EOC to serve residents and maintain
communication with state and county EOCs. (Line Itemtl 2011-137)(AEL#
04HW-G1-INHW)
33. Laptop wireless -capable. computers -EOC Enhancement- equipment
needed for used during emergency to assist with the outfit and set-up of the
rity's EOC to serve residents and maintain communication with state and
county EOCs. (Line Item# 2011-138))AEL# 04HW-01-INHW)
34. Network drops (accessed under table) -EOC Enhancernent- equipment
needed for used during emergency to assist with the outfit and set-up of the
city's EOC to serve residents and maintain communication with state and
county EOCs..(Line Item# 2011-139)(AEL#04HW-01-INHW)
36. MicroseftServer. This equipment will enhance information technology
capabilities. (Line Item# 2011-65)(AEI3l04HW-01-INHW)
37, WebEOC - Interoperable Communications software needed for regional
info sharing during emergency operations as well as non -emergency
situtations to provide a platform for day-to-day regional info sharing and
updates. (Line Item# 2013-175)(AF.L# 04APOS-COSS)
38. Giobal Positioning System Cameras -to document critical infrastructure
assessment assess as wet as provide documentation for damage assesment
during disaster response. (Line Item« 2011-119)(AEL# 4HW-01INHW, 04AP-02
DGPS,04HW-01-INHW, 04AP-02-OGPS)
39. Emergency Operations Center Capability Enhancements- this project
includes the acquistion of hardware, integrated computer hardware and
operating system software to work with WebE0C. (Line Remit 2011-
102)(AEL# 04HW-01-INHW, 04MD-03-DISP)
40. Mobile Data Terminals. This project will provide support and
connectivity to enhance intelligence and information sharing capabilities.
(Line Item# 2011-78)(AEL# 04HW-01-MOBL)
41. A/V upgrade. This upgrade is necessary in order for audiovisual
equipment to have capability to receive multiple PC inputs in order to display
slides and FEMA/Weather website information simultaneously. (Line Remit
2011-38)(AEL# 04MD-03-0I5P)
2. 4 TVs for PIO area. This workstation would allow GI5 manager to be abl
o create/modify maps with mission critical information from the EDC. (Lin
tem# 2011-41))AEL# 04MD-03-0ISP)
43. TV/Flat Panel LCD Monitor -EOC Enhancement- equipment needed for
used during emergency to assist with the outfit and set-up of the city's EOC to
serve residents and maintain communication with state and county EOCs.
(Line Remit 2011-136)(AEL# 04MD-03-DISP)
44. 60 inch LCD/LED displays in a 5 x 5 Video Wall with Beveled Edges - this
equipment is needed for EOC information sharing, monitoring and tracking to
provide accurate and reliable source of information, distribute information
effectively as well as enhance internal and external communications. (Line
Item# 2011-167)(AEL# 04MD-03-DISP)
45. EOC Sustainment. This will pay for on -going information technology
costs related to the operation of the City of Miami EOC. (Line Item# 2011-
5)(AEL41 04M0-03-DISP; 21GN-00-INST; 04HW-01-INHW; 06CP-02-BRDG;
145W-01-PACS)
1
1
1
1
1
1
1
$ 280.00 $ 280.00
$ 840.00 $ 840.00
$ 3,360.00 $ 3,360.00
$ 5,000.00 $ 5,000.00
32,400.00
$ 18,000.00
$ 4,078.00
$ 300,000.00
$
30,227.17
48,000.00
$ 32,400.00
$
18,000.00
4,078.00
300,000.00
30,227.17
48,000.00
39,809.00 $ 39,809.00
3,000.00 $ 3,000.00
3,000.00 $ 3,000.00
20,000.00 $ 20,000.00
143,662.80
$ • 40,000.00
143,662.80
$ 40,000.00
46. WebE0C Resource Manager License - Incident Management System- this
equipment is needed to enhance the operational capacity of the city's
response by adding critical location identification and visual assessment along
with GIS interface collaboration. The Resource Manager will also enhance the
logistics execution within an operation as critical city assets can be tracked
and monitored more effectively, (Line Iternll 2011-143) (AEL# O4AP-05-CDSS)
47. WebEOC Mapper Professional- Incident Management System- this
equipment is needed to enhance the operational capacity of the city's
response by adding critical location identification and visual assessment along
with GIS interface colloboration(Line Item# 2011-144) (AELt 04AP-05-CDS5)
1
$ 13,000.00 $
13,000.00
1
$ 13,500.00
$ 13,500.00
1-'
$ 16,600.00
$ 16,000.00
48. WebEOC License Renewal -Incident Management System -this is needed
to continue the use cif WebE0C software currently used to train city staff.The
WebE0C software was previously purchased through the 2006 UASI grant - -
award Line ItemI 2011-145) (AE114 04AP 0S CDS )
{! c"vC .«n.' ON.<.wCRNSIME..t.. .....s': V.t..�.glit.-
antilicg
L Sustain Mobile Satellite Phones (Line ItemO 2011-59) (AEL# 06CC-03-
SATM)
2. Satellite Phone 5ustainment Citywide (18 months). This project will
sustain the satellite phones that are installed throughout City Departments
including police and fire stations which allow all first responders to
communicate when primary communication services are down. (Une Item#
2011-4)(AELt 05CC-03-5.ATP)
3. Satellite Phone -FOC Enhancement- equipment needed for used during
emergency to assist with the: outfit and set-up of the city's EOC to serve
residents and maintain communication with state and county E0Cs. (Line
(tern# 2011-140) (AEL# 06CC-03-SATP)
4. Polycont video conference equipment (GEMA compatible) -software
and webcams -EOC Enhancement- equipment neaded for used during
emergency to assist with the outfit and set-up r,f the city's EOC to serve
residents and maintain communication with state and county EOCs. (Line
Item# 2011-141) (AELfi 06CC-03-SATP)
5. Satellite Communications Capability tor Broward EOC this equipment
will enhance info sharing through an Internet communications system that
employs a satellite uplink to be installed on the rooftop of the county EOC
(Une Item# 2011-101) (AELA 06CC-04-EQSD, 06CC-04-SADS)
6. Ethernet Secured @ Fire College for Redundant Communications for
Miami's First Responders (18 months). This project will continue services for a
Metro -Ethernet line that provides fast network connectivity between the
City's network and the E911 back up center. (Line Itemlf 2011-8) (AEL# 06CC-
05-PRTY)
7. lnteroperability Communications Radios. This project wit involve the
purchase of rnobile mounted systems and accessory devices. (Line Item#
2011-91) (AEL4 OGCP-01-MOBL)
8. Satellite Phones- this equipment is needed to improve and enhance
Communications Capabilities (Une Item# 2011-105) (AEL# 06CP-01-MOBL,
06CC-03-S.ATM)
9. Interoperability Communications Radios. This project will involve the
purchase of individual portable radios. (Line Item# 2011-71) (AEL# 06CP-01-
PORT)
10. Interoperable Communications Radios. This project will Involve the
purchase of Individual portable radios for both Pollee and Fire. (Line Itemk
2011-90) (AEL# 06CP-01-PORT)
11. Two-way trunked radio system - this equipment is needed to provide 24
• hour contact and communication among officers to ensure safety of the
community. (Line Item# 2011-118) (AEL4 06CP-01-PORT)
1
1
1
1
1
1
1
1
1
l t
$ 5,161.00
5,161.00
23,400.00
$ 7,920.00
$ - 5,000.00
50,000.00
27,000.00
45,000.00
23,400.00
7,920.00
5,000.00
$ 50,000.00
$ 27,000.00
45,000.00
$ 16,655.00 $ - 16,655.00
$ 100,000.00 $ 100,000.00
$ 40,000.00 $ 40,000.00
$ 45,797.17 $ 45,797.17
12. P-25 compliant; 764-870MHzportable public safety radios w/
encryption and digital CAI capabilities; w/ public safety XTS 5000 microphone.
(Line Remit 2011-129) (AEL# 06CP-01-PORT)
13. Enhance Communications Center Infrastructure - Purchase of
equipment such as truck lines, CAD functions, phones, mapping, digital voice
and radio logging needed to enhance and strengthen Public Safety
communications infrastructure. (Line Item# 2011-99) (AELII 06CP-01-PORT,
06CP-01-REPT, 06CP-02-BRDG)
14. 800 MHZ Standalone P25 Repeater. This project will enhance
interoperable communications. (Line Remit 2011-87) (AEL# 06CP-01-REPT)
15. Interoperable Improvements.' This project will' sustain existing
interoperable systems. (Line Item# 2011-60) (AEU 06CP-02-BR0G)
16. R105 Interoperable Communications System - radio interface audio
gateway that allows for connection to videos, camera systems and other IT
devices. This equipment will provide the capability to send videos, phone,
radio and PC conversations to users. (Line Item# 2011-109) (AELII 06CP-02-
BRDG)
17. Portable P25 Radios 700/800 MHZ Replacement Antennas(line Item#
2011-84)(AEL# 06CP-03-PRAC) 18. Portable P25 radios Replacement Shoulder Mic's(Une Item# 2011-85)
(AEL# 06CP-03-PRAC)
19. Portable Radio Battery Charger System(Line Item# 2011-130) (AEL#
06CP-03-PRAC, 10BC-00-50LR)
20. Mobile/Portable Communications Antenna Tower (MTU); self
contained; w/ self contained shelter trailer; an aluminum trailer(Une Item#
2011-131) (AEL# OGCP-03-TOWR)
21. BMS Microwave Downlink System - This equipment allows For
transmittal of valuable information and video dispatch and ground units In
real time. This system provides the capability to produce an actual picture of a
situation or scene. (Line Item# 2011-107) (AEL# 06CP-03-MWAV)
22. COP Handheld Radios -Citizen Corps Program Project- Radios needed for
communication among volunteer teams during emergencies. (Line Item#
2011-133) (AEU! 06CP-01-PORT)
1
1
29,000.00 $ 29,000.00
$ 191,723.00 $ 191,723.00
1 $ 36,000.00 $ 36,000.00
1 $ 3,528.00 $ 3,528.00
1 $ 36,675.16 $ 36,675.16
1 $ 6,000.00 $ 6,000.00
1 $ 15,000.00 5 15,000.00
1 $ 1,000.00 $ 1,000.00
1 $ 100,000.50 $ 100.000.50
1 $ 56,653.37 $ 56,653.37
1
2,025.00
$ 2,025.00
1. Explosives Detection Canine. Purchase of canine to assist with
detecting explosives. (Line Item# 2011-79) (AEL# 07E0.01-0065)
$ 15,000:00
Po. j 2 i,
SGnd } tr
.,.y vL-. .t.. r
15,000.00
.:.. .0 '1 LM M._s. r..;.-+:::: i i t,: 3,,,F -. ,...-IM. ,., ,... r_? t,<`F-.....5. ,. . 52,725 .00
1. Masimo Rainbow SET Pulse CO-Oximetry. This equipment will enhance
CBRNE detection capabilities. (Line Item# 2011-67) (AEL# 09ME-03-BCNI)
1
1
$ 52,725.00
$ 44,880.00
$ 44,880.00
2. Advanced Combat Medical Pouch - Enhance Response Capabilites- this
equipment is needed to provide on -the -spot first aid medical attention to
wounded or trauma victims unable to be reached immediately in the case of
emergencies. The pouch includes tourniquet, quick clot and wound care
dressing. (Line Item# 2011-113) (AEL# 09M5-04-HSBN)
�xv M t 3^ 4 - T.-. - ;3 g' �'f" } .t'1 Y ,i ,t,�.
'Paw ys�ztp bit r ;{. s - cF . F s —`r a :s r 4 s i :S <r.. rvv;. t , - t ,�i.-tit r,_ F_ r .r
_- - 20,000.00
1. Sustainment for Portable P25 Radios (Batteries) (Line Item# 2011-83)
(AEL# 10-BC-00-8ATT)
2. Generator Connection for Emergency Management/Utilities
Department Offices -funds requested for this project will be used to connect
one existing generator that will be relocated from the city's old public safety
fadlity to Emergency Management Offices to carry out COOP operations.
(Line Item# 2011-103) (AEL# 10GE-00-GENR)
$
20,000.00
$ 25,000.00
.25,000.00
I3. Automatic Switch EOC Dual Generators. This will provide a back-up
system tothe EOC should the existing systems fail during an emergency. (Line
PTSW)
-+i
[ ri iir�c.+-,`,7-t> e 4rx . T3.r i'; : h I.t7i IN ` A �` a -d ttim ..'ta +.+..�-.t.�. i ,.., e
939.00
10,920.00
``Gl11RNL,tcfetidrxcuatcrtals�a rF e 4 x �r. ,, y..,, ...
I. City Aerial Map -tor Use During LUL Activations. This pro)ectwd
$
include the purchase of an aerial map of Miami Beach to be placed In the EOC
for use in planning during an emergency. (Une Itemlf 2011-43) (AEUI 11RE-00
RFNC) M r 1 •a
._. s�+ � �i .:1 r ..�-f 7Tr"tR 1N 15 -lpF a-c�.r_�-. 1.�a+�,r �,..r ..:'rt ,,..:i..-�.
' $RNLI snc ctx 7rsppns, v.01,L,. T i 7 u zt r 4x i v . ; .. Nf d: �s?;.TU. . tk s ..
a. _.-....�. - ..._x,. __ ..:.. ^ . E Ee,;..r�. 30,000.00
- -- $ 30,000.00 $
1. City of Miami Beach Command Van. This project will involve the
purchase of a command van for use during emergency events. (Une Itemlt
2011-4-4) (AEL# I2VE-00-CMDV)
2. Interoperable Communications Package - this equipment is needed to
enhance regional info -sharing and collaboration capabilites. This project
includes the purchase of one trailer to house communications system (such as
radios) and will provide a more effective and organized method of response in
case of emergencies. This equipment will contribute to the upgrade of
operations preparedness 'and decrease response time. (Une Remit 2011-
108)(AELI 1.2VE-00-MISS)
1
1
1
1
$ 10,920.00
939.00
$ 150,000.00
$ 55,000.00
$ 150,000.00
$ 55,000.00
3. Urban Search & Rescue SKID -Steer Debris Removal. This equipment
will facilitate large scale debris removal at emergency scenes following
natural and man-made disasters. (Line tern 92011-28) (AEL #12TR-00-TEQP)
.-,.,.,s""__—�. �,.-•€:ace. _ 3.._..,.
$l. 100,000.00
1. Mobile Data Terminals. T'nis project will provide support and
connectivity to enhance intelligence and information sharing capabilities.
(Line ItemO 2011-69)(AEUI 131T-00-1NTL)
2. Intelligence Fusion A.aalysis(Line Item# 2011171)(AEL# 131T-00-INTO
3. Law Enforcement Exchange (LEX) - this equipment is needed to connect
participating local and state !aw enforcement agencies to one central
information sharing system. Data exchanges Include: incidents, dispatch
records, .vsrrants , traffic citations, booking and pawn data. (Une Remit 2011-
172) (AELI 21T-0O-I NTL(
4. Intelligence software -to enhance undercover intelligence
gathering,covert Investigations, preserve evidence, document investigative
leads and progress and interfadng intelligence with other Investigative
agencies within the region. (Line Item# 2011-121)(AELO 131T-00-StNT)
5. Law Enforcement Surveillance (CCTV). This project is designed to
deploy CCTV capability in specific soft target areas throughout the City of
F.Siami. (Une It.erntt 2011-24)(AELII 13LE-00-SURV)
6. Sustain CCTV surveillance system(Line Itemll 2011-58))AEL# 13LE-00-
SURV)
7. Sustainmer.t CCTV Surveillance System(Line Remit 2011-77)(AEL# 13LE-
00-SURV)
8. Fixed License Plate Readers.for collection of intelligence at City's points
of egress(Line Item# 2011.-81)(AELd 13LE-00-SURV)
1
$ 100,000.00
$ 108,889.00
$ 25,000.00
$ 25,797.17
$ 240,300.00
$ 672.00
$ 10,000.00
$ 160,000.00
$ 108,889.00
$ 25,000.00
$ 25,797.17
$ 240,300.00
5
672.00
10,000.00.
160,000.00
sj
,�yssca�:sixtmty :biLnc�meaternt�meot< g, .-a a,..�. s..<_ ___� .� < � ".. -. �-
e� , �w ?�.z3 �_..
•--' � 1 $ 46,597.17 $ 46,597.17
1. • Laptop computers with •air card access to mobilize EOC- these
computers will enable communication with municpal directors, departments
and county and regional EOC communication initiatives during emergency
operations as well as providing technology to assist with on -going crisis
management. (Line Item# 2011-120) (AEU/ 14CI-00-COOP, 04HW-01-INHW)
2. Security Camera for Fire Station 1,2,3,4. There are currently no
cameras at the city fire stations - this provides security for this critica'
infrastructure. (Line Item# 2011-56) (AEL# 14SW-01-VIDA)
1
35,000.00
$ 35,000.00
3. Target Hardening Fire Department Headquarters. This project will
include physical access control elements. (Line Item# 2011-73) (AEL# 14SW-01
PACS)
4. Physical Access Control systems Police Headquarters - this equipment Is
needed for critical infrastructure hardening and to enhance security at new
public safety campus that will consist of both police headquarters and new
city hall. (Line Itemil 2011-110) (AEU! 14SW-01-PACS)
5. Physical Access Control systems City Hall Complex -this equipment is
needed for critical infrastructure hardening and to enhance security at new
public safety campus that will consist of both police headquarters and new
city hall. (Line Item# 2011-111) (AEUI 145W-01-PACS)
6. License Plate Readers- this equipment will be used to enhance the city's
criminal intelligence database. This equipment will assist with the
identification, apprehension and prosecution of suspects while storing
information. The information stored willl be available to other locatagencies
thru MOUs or inter -local agreements. (Line Item# 2011-125) (AEL# 14SW-01-
SIDV)
7. Marina CCTV Project. This project will involve the installation of CCTV
cameras at various marinas in the City of Miami. (Line Item# 2011-9) (AEL#1
145W-01-VIDA)
8 Critical Farilities Security Camera System - installation and equipment(
IR Digital cameras, DVR, Cable)needed for physical infrastructure hardening.
(Line Remit 2011-104) (AEL# 14SW-01-VIDA) 9. Video Assessment Systems/CCTV - cameras and motion detection
system that will be linked to central monitoring control center staffed 24/7 to
protect the county's water system. (Line Item# 2011-147) (AEC# 145W-01
VIDA)
10 Video Assessment Systems/ DVR, Cable, Connectors -cameras and
motion detection system that will be linked to central monitoring control
center staffed 24/7 to protect the county's water system. (Line 'tent! 2011-
143) (AELN ]45W-01-VIDA)
11. Light Speed Building Target Hardening. The Light Speed facility is
critical infrastructure that supports over $28 million dollars in mission critical
communications assets and over 300 personnel. The project consists of th
installation of a perimeter fence and security measure to either prevent
pedestrian and vehicular traffic or provide authorized and controlled acces
to the exterior of the facility. The current goal is to fence the entire perimeter
of the property, provide an .electronic gate with a pedestrian access, a
separate access gate at the rear of the facility, and enhance its security
infrastructure by adding security cameras, lighting, and two guard stations.
(Line Item# 2011-37) (AEL# 145W-01-WALL, 145W-01-VIDA,14SW-01-CITE)
1
1
1
1
1
1
$ 90,000.00
133,109.11
$ 86,065.00
$ 146,837.99
90,000.00
133,109.11
$ 86,065.00
$ 146,837.99
$ 100,000.00 $ 100,000.00
$ 27,000.00 $ 27,000.00
$ 47,040.00 $ 47,040.00
$ 36,960.00 $ 36,960.00
$ 263,484.00
263,484.00
''r sas. ".. ag_
101
Th.,1 r.,._ ..... r ..�.... e.-......r
BB�i£�remauuvsx3rlRe�s oaaefittaM w FM"M`` y r Cn € -,. -",,,_-,,. .-"'.l.at.m. MettaB
I 1
CBRN)6 Aviaaon ]3q t;{ mc¢t ti y
{' gigAPAtk4W), tt t�I C9t - 'n� �Y .F aj j?Li' g ` 3 e h4�- , ,,. €`_f:� .� t : J gf f -.`r �.._.r..r. 1_ 5 i_-+_.,, � �"�:r g g
" 1,950.00
1
1. CERT Bag Packs with Equipment- CERT Project- equipment needed for
use by CERT volunteers during disaster preparedness and response and
recovery. (Line Item# 2011-95) (AEL# 19GN-00-8GPK)
$ 1,950.00
1
2. CERT Backpacks -Citizen Corps Program Project- These backpacks are
needed to equip volunteers with tools and necessary items needed during
emergencies. (Line Item# 2011-132) (AEL1119GN-00-BGPK)
k �. t:r��:y- h E
tfod eyu(pmef '0a r. r.,_i, �f : .3X._ic ' �.. °.."rr.:� 3_ �n ._:
--• -
1. Rapid ID Fingerprint Scanners - this equipment will be used to enhance
the police department's criminal subject identification capabilities and aid in
providing accurate information needed by law enforcement officers to
identity terrorists/suspects. (Line Item# 2011-) (AELII 20FP-00-AFIS)
2. Mobile Rapid Fingerprint I.D. System FA 30 Level Falcon I.D. Fingerprint
processing, including Automated Fingerprint Identification System (AFIS)
interface equipment. (Line Item!? 2011-) (AEL# 20FP-00-AFIS)
3. CQB Ram - Tha equipment will be used in conjunction with the Tactical
Backpack Kit (below) to enable door breaching in cramped environments.
(Line Item# 2011-) (AEL# 20TE-0D-NTRY)
4. Tactical Backpack Kit - This equipment will be provided to first
responder officers to enable them to breach doors and obstructions that are
now impassible. Kits include:boltmaster bolt cutter, thundermaul, active
shooter hallagan tool and manual entry tool pack. (Line Remit 2011-)
(AEL#2OTE-00-NTRY)
5. Active Shooter Training (5immunitions only for training purposes). This
training will provide first responders with skills to respond to a terrorist
incident involving active shooters. (Line Item# 2011-) (AEL# 216N-00-TRNG)
1
6,300.00
39,100.00
6,300.00
39,100.00
20,000.00 $ 20,000.00
2,730.00 $
6,020.00
. 18,250.00
2,730.00
6,020,00
18,250.00
•a�� z`x�dr x3c'
1. CERT / Citizen Corps Program. This project will include Volunteer
Training and Recruitment / Retention activities and items. (Line Item# 2011-
33) (AEL# 21GN-DOTRNG)
2. Community Emergency Response Training (CERT) (Une Item# 2011-74)
(AEL# 2.16N-00-TANG)
3. Fort Lauderdale CERT Annual Meeting and Recognition Event(Une
Item# 2011-96) (AEL# 216N-00-CCEQ)
4. Fort Lauderdale CERT PPE- Medical Bags/Medical Supplies etc.- CERT
Project - equipment needed for use by CERT volunteers during disaster
preparedness and response and recovery. (Line Remit 2011-97) (AEL# 09ME-
01-BAGM)
5. Business/Community Partners Against Terrorism - initiative to develop
a close two-way relationship between sheriff's office and county private
sectors drawn from materials developed by DHS. (Line Item# 2011-169) (AEL#
21GN-00-CCEQ)
6. CERT Tools. Tools for the City's CERT team for emergency purposes(Line
Item# 2011-42) (AEL# 03511-02-TLHN)
7. Maintenance, sustainment, service level agreements - E0C
Management- Services needed to support Satellite Phone Communication
System. (Line Item# 2011-98) (AEL# 21GN-00-MAIN)
8. Mobile Command Vehicle Sustainment. This project will cover the costs
associated with sustaining technology contained in the UASI purchase Mobile
Command Unit. (Line Item# 2011-68) (AEL# 21GN-00-MAIN)
9. Repair & Replacement for UASI Purchased Equipment. This will cover the
costs associated with maintaining, replacing and repairing UASI purchased
equipment. (Line Item# 2011-10) (AEL# 216N-00-MAIN)
25,000.00
25,000.14
3,525.00
1,125.00
30,000.00
$'
25,000.00
25,000.14
3,525.00
1,125.00
30,000.00
8,543.00 $ 8,543.00
20,095.42 $ 20,095.42
10,000.00 $ 10,000.00
50,000.00
$ 50,000.00
10. UASI Fire Vessel Maintenance & Equipment. This funding will sustain
the 4Bft fire boat and 27ft dive boat purchased under UASI to support public
safety, firefighting operations, urban search and rescue and emergency
medical operations for homeland security -related threats/activities on the
waterways. (Line Item8 2011-11) (AELN 21GN-00-MAIN)
1 I. South Florida Red Cross Disaster Training - Train 200 volunteers and
staff to enhance awareness of disaster response procedures (training
materials and shelter simulation exercise). (Line Item112011-106)(AELII 21GN-
00-TRNG)
12. Enhanced Firearms Interactive Training Equipment. The project will
enhance firearms training and response capabilities by acquiring en
interactive firearms training platform that allows the use of live fire
ammunition and simulated firearms for use in training scenarios. (Line Itemf!
2011-) (AELII 216N 00 TRNG)
':.n--1v r r t r - ;: y ;-: -,3.9-tt''
�� }72c 5 -.1 _ T 1 .',f.Ji1-/` .._._
j;i:
1
1
1
�, _
- .z .
,ite
$ 100,000.00
$ 26,674.00
$ 43,000.00
?' > r,a•� pi,''trx'Z
$ 100,000.00
$ 28,674.00
$ 43,000.00
- ..
.w - ,�,i1
... ._., :..._+cam. _.
p m a percent or Loral program limas may he use, for personnel and
personnel related activities
.... by gurr
b7tc<K *emeaf anc i dmtn•ij"-fi =
`
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;,,�.�.
wt t
x
:. .� :
a ';-+,,.ra r fir3-� r, � r`- sic? 7. t
2-- a. x_ _, � f , 9 . t .. . -.,- :.... *:
Hiring of full-time or part-time staff or contractors/consultants:
i
To assist with the management of the respective grant program
N.
To assist with application requirements of the grant program
f To assist with the compliancy with reporting and data collection as
it may relate to the grant program
Management and Administration
1
$ 280,705.00
S 280,705.00
Development of operating plans for information collection and processing
necessary to respond to DHS/ODP data calls.
Costs associate with achieving emergency management that is inclusive of
the access and functional needs of workers and citizens with disabilities.
Overtime and bacldill costs - Overtime expenses are defined as the result of
personnel who worked over and above their normal scheduled daily or weekly
worked time in the performance of FEMA - approved activities. Backfill Costs
also called "Overtone as Backfill" are defined as expenses from the result of
personnel who are working overtime in order to perform the duties of other
personnel who are temporarily assigned to FEMA - approved activities outside
their core responsibilities. Neither overtime nor backfill expenses are the result
of an increase of Full - Tone Equivalent (FTEs) employees. These costs are
allowed only to the extent the payment for such services is in accordance with
the policies of the state or unit(s) of local government and has the approval of
the state or the awarding agency, whichever is applicable. In no case is dual
compensation allowable. That is, an employee of a unit of government may not
receive compensation from their unit or agency of government AND from an
award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though such
work may benefit both activities. Fringe benefits on overtime hours are limited
to Federal Insurance Contributions Act (FICA), Workers' Compensation and
Unemployment Compensation.
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -related
expenses, please review the 0JP FinancialGuide at
littp://www.ojp.usdoj.eov/FinGuide).
equisition of authorized office equipment, including personal computers,
laptop computers, printers, LCD projectors, and other equipment or software
which may be required to support the implementation of the homeland security
strategy.
The following are allowable only within the contract period: '
4. Recurring fees/charges associated with certain equipment, such as cell
phones, faxes, etc.
Leasing and/or renting of space for newly hired personnel to administer 1
programs within the grant program.
Total $ 9,356,839.00 $
9,356,839.00
Z 7
B. Scope of Work
Funding is provided to perform eligible activities as identified in the Office of Grants and Training Fiscal Year2010 Urban Area Security
Initiative (UASI) Grant Programs, consistent with the Department of Homeland Security State Strategy and the Urban Area Strategy. Eligible
activities are outlined in the Scope of Work for each category below:
I. Categories and Eligible Activities
Urban Area Security Initiative
FY201 1 UASI allowable costs are divided into the following categories: planning, organization, equipment, training, exercises,
management and administration cost are allowable cost. Up to 25% of UASI funds must be dedicated towards law enforcement
terrorism prevention -oriented planning, organization, training, exercise and equipment activities. Each category's allowable costs
have been listed in the "Budget Detail Worksheet" above.
A. Planning
Developing hazard/threat-specific annexes that incorporate the range of prevention, protection, response, and recovery
activities.
Developing and implementing homeland security support programs and adopting DHS national initiatives including but not
limited to the following:
Implementing the National Preparedness Guidelines
• Pre -event recovery planning
• Implementing the National Infrastructure Protection Plan and associated Sector Specific Plans
• Enhancing and implementing Statewide Communication interoperability Plans (SCIP) and Tactical lnteroperable
Communications Plans (TICP) that align with the goals, objectives, and initiatives of the National Emergency
Communications Plan (NECP)
• Costs associated with the adoption, implementation, and adherence to NIMS compliance requirements, including
implementing the NIMS National Credeatialing Framework
• Modifying existing incident management and EOPs to ensure proper alignment with the NRF coordinating structures,
processes, and protocols
• Establishing or enhancing mutual aid agreements
• Developing communications and interoperability protocols and solutions
• Conducting local, regional, and tribal program implementation meetings
• Developing or updating resource inventory assets in accordance to typed resource definitiors issued by the NIMS
Integration Center (NEC)
• Designing State and local geospatial data systems
• Conducting public education and outreach campaigns, including promoting individual, family, and business emergency
preparedness; alerts and warnings education; and evacuation plans as well as CBRNE prevention awareness
• Preparing materials for State Preparedness Reports (SPRs)
• WIITI implementation activities including the issuance of WHTI-compliant tribal identification cards
Developing related terrorism prevention activities including:
• Developing law enforcement prevention activities, to include establishing and/or enhancing a fusion center
• Hiring an IT specialist to plan, develop, and implement the IT applications necessary for a fusion center
• Developing and planning for information/intelligence sharing groups
• Hiring contractors and consultants to make recommendations on the development of capabilities at State and Major Urban
Area fusion centers; such centers should be designed in support of the analytic and other baseline capabilities as outlined in
the Global Justice Information Sharing Initiative's (Global) Baseline Capabilities for State and Major Urban Area Fusion
Centers
Integrating and coordinating public health care, public safety, and health security data -gathering (threats to human and
animal health) within State and Major Urban Area fusion centers to achieve early warning and mitigation of health events
• Integrating and coordinating private sector participation with fusion center activities
Acquiring systems allowing connectivity to State, local, tribal, territorial, and Federal data networks, such as the National
Crime Information Center (NCIC) and Integrated Automated Fingerprint Identification System (IAFIS), as appropriate
• Planning to enhance security during heightened alerts, terrorist incidents, and/or during mitigation and recovery
• Multi -discipline preparation across first responder community, including EMS for response to catastrophic events and acts
of terrorism
Accessible public information/education: printed and electronic materials, public service announcements, seminars/town
hall meetings, and web postings coordinated through local Citizen Corps Councils
• Citizen Corps volunteer programs and other activities to strengthen citizen participation
• Conducting public education campaigns including promoting individual, family, and business emergency preparedness;
pared ness;
promoting the Ready campaign; and/or creating State, regional, or local emergency preparedness efforts that build upon the
Ready campaign
• Evaluating Critical Infrastructure Protection (CIP) security equipment and/or personnel requirements to protect and secure
sites
• CIP cost assessments, including resources (e.g., financial, personnel) required for security enhancements/deployments
• Multi -Jurisdiction Bombing Prevention Plans (MJI3PP)
• Underwater Terrorist Protection Plans
Developing and enhancing plans and protocols, including but not limited to:
• Developing or enhancing EOPs and operating procedures
• Developing or enhancing local, regional, or Statewide strategic or tactical interoperable emergency communications plans
• Activities associated with a conversion from wideband to narrowband voice channels
• Implementing Statewide Communications lnteroperability Plan (SCIP) and Tactical Interoperable Communications Plans
(T1CPs) that align with the goals, objectives, and initiatives of the National Emergency Communications Plan (NECP)
Developing protocols or standard operating procedures for specialized teams to incorporate the use of equipment acquired
through this grant program
Developing terrorism prevention/protection plans
Developing plans, procedures, and requirements for the management of infrastructure and resources related to HSGP and
implementation of State or Urban Area. Homeland Security Strategies
• Developing plans for mass evacuation and pre -positioning equipment
• Developing or enhancing border security plans
• Developing or enhancing cyber security plans e. air, rail,port)
or enhancing secondary health screening protocols at major points of entry (e.g.,po )
• Developing or enhancing cyber risk mitigation plans
• Developing or enhancing agriculture/food security risk mitigation, response, and recovery plans
• Developing public/private sector partnership emergency response, assessment, and reeso e sharing plans
• Developing or enhancing plans to engage and interface with, and to increase the capacity of, private sector/non-
governmental entities working to meet the bnman service response and recovery needs of victims
• Developing or updating local or regional communications plans
• Developing plans to support and assist jurisdictions, such as port authorities and rail and mass transit agencies
• Developing or enhancing continuity of operations and continuity of government plans
• Developing or enhancing existing catastrophic incident responsee and recovery plans to include and integrate Federal assets
provided under the NRF
• Developing plans and response procedures for validating and responding to' an alarm from a chemical or biological detector
(response procedures should include emergency response procedures integrating local first responders)
• Developing or enhancing evacuation plans
• Developing mechanisms for utilizing the National Emergency Family Registry and Locator System (NEFRLS)
• Developing or enhancing plans to prepare for surge capacity of volunteers
• Developing or enhancing the State emergency medical services systems
• Developing or enhancing plans for donations and volunteer management and the engagement/integration of private
sector/non-governmental entities in preparedness, response, and recovery activities
• Developing or enhancing Bombing Prevention Plans
• Developing school preparedness plans
• Developing preparedness plans for child congregate care facilities, including group residential facilities, juvenile detention
facilities, andpublic/private child care facilities
• Ensuring jurisdiction EOPs adequately address warnings, emergency public information, evacuation, sheltering, mass care,
resource management from non -governmental sources, unaffiliated volunteer and donations management, and volunteer
resource integration. to support each Emergency Support Function, to include appropriate considerations for special needs
populations
• Developing and implementing civil rights, civil liberties, and privacy policies, procedures, and protocols
• Designing and developing State, local, tribal, and territorial geospatial data systems
• Developing and implementing statewide electronic patient care reporting systems compliant with the National Emergency
Medical Services Information System (NEMSIS)
Developing or conducting assessments, including but not limited to:
• Developing pre -event recovery plans
• Conducting point vulnerability assessments at critical infrastructure sites/key assets and develop remediation/security plans
• Conducting or updating interopemblc emergency communications capabilities assessments at the local, regional, or
Statewide level
• Dcveloping border security operations plans in coordination with CBP
• Dcveloping, implementing, and reviewing Area Maritime Security Plans for ports, waterways, and coastal areas
• Updating and refining threat matrices
• Conducting cyber risk and vulnerability assessments
• Conducting assessments and exercising existing catastrophic incident response and recovery plans and capabilities to
identify critical gaps that cannot be met by existing local and State resources
• Conducting Bombing Prevention Capability Analysis
• Activities that directly support the identification of specific catastrophic incident priority response and recovery projected
needs across disciplines (e.g., law enforcement, fire, EMS, public health, behavioral health, public works, agriculture,
information technology, and citizen preparedness)
• Activities that directly support the identification of pre -designated temporary housing sites
• Conducting community assessments, surveys, and recaarch of vulnerabilities and resource needs, and determine citizen
education and participation to meet the needs
• Conducting Citizen Corps program assessments and evaluations, citizen preparedness surveys, volunteer impact studies,
and cost/benefit analysis
• Soft target security planning (e.g., public gatherings)
• Participating in the FEMA Gap Analysis Program
B. Organizational Activities - Urban Areas are allowed up to 50 percent of their FY 2011 UASI funding for Organizational
activities.
Section 2008 of the Homeland Security Act of2002, as amended by the 9/11 Act,
includes the following allowable activities:
• Responding to an increase in the threat level under the Homeland Security Advisory System, or needs resulting from a
National Special Security Event
• Establishing, enhancing, and staffing State and Major Urban Area fusion centers
• Paying salaries and benefits for personnel to serve as qualified intelligence analysts
Overtime Costs — Overtime costs are allowable for personnel to participate in information, investigative, and intelligence
sharing activities specifically related to homeland security and specifically requested by a Federal agency. Allowable costs
are limited to overtime associated with Federally requested participation in eligible fusion activities including anti -terrorism
task forces, Joint Terrorism Task Forces (JTTFs), Area Maritime Security Committees (as required by the Maritime
Transportation Security Act of200?), DHS Border Enforcement Security Task Forces, and lntegrated Border Enforcement
Teams. Grant funding can only be used in proportion to the Federal man-hour estimate, and only after funding for these
activities from other Federal sources (i.e. FBIITTF payments to State and local agencies) has been exhausted. Under no
circumstances should DHS grant funding be used to pay for costs already supported by funding from another Federal source.
Intelligence Analysts — Per the Personnel Reimbursement for Intelligence Cooperation and Enhancement (PRICE) of
Homeland Security Act (Public Law 110-412), SHSP and UASI funds may be used to hire new staff andlor contractor
positions to serve as intelligence analysts to enable information/intelligence sharing capabilities, as well as support existing
intelligence analysts previously covered by SHSP or UASI funding. In order to be hired as an intelligence analyst, staff and/or
contractor personnel must meet at least one of the following criteria:
o Successfully complete training to ensure baseline proficiency in intelligence analysis and production within six months of
being hired; and/or,
o Previously served as an intelligence analyst for a minimum of two years either in a Federal intelligence agency, the
military, or State and/or local law enforcement intelligence unit
All intelligence analyst training should be in accordance with the Global Justice Information Sharing Initiative's (Global)
Minimum Criminal Intelligence Training Standards for Law Enforcement and Other Criminal JusticeAgencies in the United
States, which outlines the minimum categories of training needed for intelligence analysts. These include subject -matter
expertise, analytic methodologies, customer -service ethics, information handling and processing skills, critical thinking skills,
computer literacy, and objectivity and intellectual honesty. A certificate of completion of such training must be on
file with the SAA and must be made available to FEMA Program Analysts upon request.
Operational Overtime Costs — In support of efforts to enhance capabilities for detecting, deterring, disrupting, and
preventing acts of terrorism, operational overtime costs are allowable for increased security measures at critical infrastructure
sites. FY 2011 SHSP or UASI funds for organizational costs may be used to support select operational expenses associated
with increased security measures at critical infrastructure sites in the following authorized categories:
• Backlll and overtime expenses (as defined in this Guidance) for staffing State or Major Urban Area fusion
centers
• Hiring of contracted security for critical infrastructure sites
-0b
• Public safety overtime (as defined in this Guidance)
• Title 32 or State Active Duty National Guard deployments to protect critical infrastructure sites, including all
resources that are part of the standard National Guard deployment package (Note: Consumable costs, such as
fuel expenses, are not allowed except as part of the standard National Guard deployment package)
• Increased border security activities in coordination with CBP, as outlined in information Bulletin #135
FY 2011 SHSP or UASI funds may only be spent for operational overtime costs upon prior approval provided in writing by
the FEMA Administrator.
B, Personnel
Personnel hiring, overtime, and back fill expenses are permitted under this grant in order to perform allowable FY 2011 IISGP
planning, training, exercise, and equipment activities.
A personnel cost cap of up to 50 percent of total SHSP and UASI program funds may be used for personnel and personnel -
related activities as directed by the Personnel Reimbursement for: Intelligence Cooperation and Enhancement (PRICE) of
Homeland Security Act (Public Law 110412). Grantees who wish to seek a waiver from the personnel cost cap must
provide documentation explaining why the cap is unacceptable; waiver requests will be considered only under extreme
circumstances. In general, the use of SHSP and UASI funding to pay for staff and/or contractor regular time or
overtime/backfill is considered a personnel cost. Activities that are considered "personnel" and "personnel -related," and
therefore count against the personnel cost cap of50 percent, include, but are not limited to:
Operational overtime
Overtime/backfill to participate in approved training or exercise deliveries
Salaries and personnel costs of intelligence analysts
• Overtime to participate in intelligence sharing activities
• Salaries and personnel costs of planners, equipment managers,
• exercise coordinators, and/or training coordinators
• Salaries and personnel costs under the M&A category
• Contractor costs associated with perfornvng the above activities
C. Equipment Acquisition
The 22 allowable prevention, protection, response, and recovery equipment categories and equipment standards for FY 2011
HSGP are listed on the web -based version of the Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB),
at https://wwrr.rkb.u.s. Unless otherwise stated, equipment must meet all mandatory regulatory and/or DH S-adopted standards to
be eligible for purchase using these funds. In addition, agencies will be responsible for obtaining and maintaining all necessary
certifications and licenses for the requested equipment
The equipment, goods, and supplies ("theeligible equipment") purchased with funds provided under this agreement are
for the purposes specified in "Florida's Domestic Security Strategy". Equipment purclnsrd with these funds will be
utilized in the event of emergencies, including, but not limited to, terrorism -related hzards. The sub -recipient shall place
the equipment throughout the State of Florida in such a manner that, in the event of an emergency, the equipment can be
• deployed on the scene of the emergency or be available for use at a fixed location within two (2) hours of a requestfor
said deployment. The Florida Division of Emergency Management (FDEM) must approve any purchases of equipment
not itemized in a project's approved Initial Strategic Implementation Plan (ISIP) in advance of the purchase.
The sub -recipient will, in accordance with the statewide mutual aid agreement or other emergency response purpose as
specified in the "Florida Domestic Security Strategy," ensure that all equipment purchased with these funds is used to
respond to any and all incidents within its regional response area as applicable for so long as this Agreement remains in
effect Prior to requesting a response, the FDEM will take prudent and appropriate action to determine that the level or
intensity of the incident is such that the specialized equipment andresources are necessary to mitigate the outcome of the
incident.
The sub -recipient shall notify the FDEM Office ofDomestic Preparedness at 2555 Shumard Oak Blvd, Tallahassee,
Florida 32399 one year in advance of the expiration of the equipment's posted shelf -life or normal life expectancy or when
it has been expended The sub -recipient shall notify the FDEM immediately if the equipment is destroyed, lost, or stolen.
The sub -recipient shall not transfer, rent, sell, lease, alienate, donate, mortgage, encumber or otherwise dispose of the
eligible equipment without the prior written consent of the FDEM.
D. Training
Allowable training -related costs include, but are not limited to, the following:
• Developing, Delivering, and Evaluating Training — Includes costs related to administering the training, planning,
scheduling, facilities, materials and supplies, reproduction of materials, and equipment.
Overtime and Backlit) —The entire amount of overtime costs, including payments related to back filling personnel,
which are the direct result of attendance at FEMA and/or approved training courses and programs. arc allowable,
These costs are allowed only to the extent the payment for such scrvicts is in accordance with the policies of the State
or unit(s) of local government and has the approval of the State or the awarding agency, whichever is applicable. In
no case is dual compensation allowable. That is, an employee ofa unit of government may not receive compensation
from their unit or agency of government AND from an award for a single period of time (e.g., 1:00 p.m. to 5:00
p.m.), even though such work may benefit both activities.
Travel — Costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by employees who are on travel
status for official business related to approved training.
• hiring of Full or Pari-Time Staff or Contractors/Consultants — Payment of salaries and fringe benefits to full or
part-time staff or contractors/consultants must be in accordance with the policies of the State or unit(s) of local
government and have the approval of the State or awarding agency, whichever is applicable. Such costs must be
included within the funding allowed for program management personnel expenses, which must not exceed 15 percent
of the total allocation as specified in section E.6. In no case is dual compensation allowable (see above).
Certification/Recertification of Instructors — States are encouraged to follow the FEMA Instructor Quality
Assurance Program to ensure a minimum level of competency and corresponding levels of evaluation of student
learning. This is particularly important for those courses that involve training of trainers. This information is
contained in Information Bulletin g193, issued October 20,2005.
Training Activities
States, territories, and Urban Areas may useHSGP funds to develop a homeland security training program.
Allowable training -related costs under HSGP include the establishment, support, conduct, and attendance of training
specifically identified under the SHSP, UASI, MMRS, and CCP grant programs and/or in conjunction with
emergency preparedness training by other Federal agencies (e.g., NHS, DOT). Allowable training topics include, but
are not limited to, CBRNE terrorism, cyber/agriculture/food security, intelligence gathering and analysis, NIMS
related training, citizen and community preparedness, interoperable and emergency communications, and training for
volunteers, infants and children and individuals with disabilities in disasters, pediatric medical surge, and evacuation
and sheltering with particular emphasis on children, keeping children with parents or guardians, addressing needs of
unaccompanied minors, and integrating the accessibility and functional needs of children and adults with disabilities
(see Comprehensive Preparedness Guide 301 [CPG-3011: Interim Emergency Management Planning Guide for
Special Needs Populations and other resources for additional information).
Training conducted using HSGP funds should address a performance gap identified through an After Action
Report/Improvement Plan (AAR/TP) or contribute to building a capability that will be evaluated through an exercise.
Exercises should be used to provide the opportunity to demonstrate and validate skills learned in training, as well as
to identify training gaps. Any trainine or training gaps should be identified in the AAR/IP and addressed in the State
or Urban Area training cycle. All training and exercises conducted with HSGP funds should support the development
and testing of the jurisdiction's EOP or specific annexes, where applicable.
E. Exercises
All Urban Areas are required to develop a Multi -Year Training and Exercise Plan (TEP) and submit to the FEMA Grants and
Preparedness Community of Interest (COI) on the Homeland Security InformationNetwork (HSIN). Further, Urban Areas are
encouraged to develop a Multi -Year Plan and Schedule that takes into consideration anticipated training needs of tbe Urban Area
for at least the immediate year, with exercises being timed to provide responders the opportunity to utilize training received.
Further guidance concerning the Training and Exercise Plan and the Training and Exercise Plan Workshop can be found at
h ttps: //hs eep. dlrs.gov.
Allowable exercise -related costs include:
Funds Used to Design, Develop, Conduct, and Evaluate an Exercise — Includes costs related to planning, meeting
space and other meeting costs, facilitation costs, materials and supplies, travel, and documentation. Grantees are
encouraged to use government facilities to conduct meetings and conferences whenever possible.
Hiring of Full or Part -Time Staff or Contractors/Consultants —Full or part-time staff may be hired to support
exercise -related activities. Such costs must be included within the funding allowed for program management
personnel expenses, which must riot exceed 15 percent of the total allocation. The applicant's formal written
procurement policy or the Federal Acquisition Regulations (FAR) — whichever is more stringent — must be followed.
In no case is dual compensation allowable.
• Overtime and Macklin — The entire amount of overtime costs, including payments related to backfilling personnel,
which are the direct result of time spent on the design, development, and conduct of exercises are allowable expenses.
These costs are allowed only to the extent the payment for such services is in accordance with the policies of tbe State
or unit(s) of local government and has the approval of the State or the awarding agency, whichever is applicable. In
no case is dual compensation allowable. That is, an employee cf a unit of government may not receive compensation
from their unit or agency of government AND from an award for a single period of time (e.g., 1:00 p.m. to 5:00
p.m.), even though such work may benefit both activities.
• Travel — Travel costs arc allowable as expenses by employees who are on travel status for official business related to
the planning and conduct of exercise project(s) or SEEP programmatic requirements as described in the HSEEP
website (e.g., Improvement Plan Workshops, Training and Exercise Plan).
• Supplies — Supplies are items that are expended or consumed during the course of the planning and conduct of the
exercise projects) (e.g., copying paper, gloves, tape, non -sterile masks, and disposable protective equipment).
• Other Items —These costs include the rental of equipment (e.g., portable toilets, tents), food, gasoline, exercise
signs, badges, etc.
Unauthorized exercise -related costs include:
4. Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g., construction
vehicles) and emergency response apparatus (e.g., fire trucks, ambulances).
* Equipment that is purchased for permanent installation and/or use, beyond the scope of exercise conduct (e.g.,
electronic messaging signs).
Exercise. Requirements
Exercises conducted with FEMA support must be managed and executed in accordance with the Homeland Security Exercise
and ent, conduct, evaluation, and
evelop
planning is located at hops::/,seep: her gO The HSEEP Library providesSEEP). HSEEP Guidance for exercise design,dsample exercise materials and templates. improvement
All exercises using H SGP funding must be NIMS compliant. More information is available online at the NIMS Integration
Center, hltp://r+ww.ferna.gov/emergency/rims/index.shtm.
Where applirble, the Training and Exercise Plans should include training and exercises that support specialized programs, such
as the Regional Catastrophic Preparedness Grant Program
States are encouraged to exercise their capabilities with regard to infants and children across all aspects of response and
recovery, including pediatric medical surge capabilities and integrating the accessibility and functional needs of children and
adults with disabilities.
•
• Exercise Scenarios. The scenarios used in HSGP-funded exercises must be based or. the State/Urban Area's
Homeland Security Strategy and plans. Acceptable scenarios for SHSP, UA.SI, MMRS, and CCP exercises include:
chemical, biological, radiological, nuclear, explosive, cyber, agricultural and natural or technological disaster.
Exercise scenarios must be catastrophic in scope and size as defined by the National Response Framework.
The scenariosused in H SGP-funded exercises must focus on validating existing capabilities and must be large
enough in scope and size to exercise multiple tasks and warrant involvement from multiple jurisdictions and
disciplines and nongovernmental organizations. Exercise scenarios should also be based on the Multiyear Training
and Exercise Plan.
• Special Event Planning. If a State or Urban Area will be hosting a special event (e.g., Super Bowl, G-8 Summit)
they are approved to participate in a Tier I or Tier 11 exercise as approved by the National Exercise Program (NEP)
Executive Steering Committee per the NEP Implementation Plan. They should plan to use SHSP or UASI funding to
finance training and exercise activities in preparation for those events. States and Urban Areas should also consider
exercises at major venues (e.g., arenas, convention centers) that focus on evacuations, communications, and
command and control. States should also anticipate participating in at Ieast one Regional Exercise annually. States
must'include all confirmed or planned special events in the Multi -year Training and Exercise Plan.
• Exercise Evaluation. All exercises will be capabilities and performance -based and evaluated using Exercise
Evaluation Guides (EEGs) found on the HSEEP website at https://hseep.dhs.gor. An After -Action
Report/lmprovement Plan (AAR/IP) will be prepared and submitted to the FEMA Grants and Preparedness
Community of Interest (COI) on the Homeland Security Information Network (HSIN) within 90 days following
completion of the exercise, regardless of type or scope. AAR/IPs must conform to the HSEEP format, should capture
objective data pertaining to exercise conduct, and trust be developed based on information gathered through EEGs
found in HSEEP. All applicants are encouraged to use the Lessons Learned Information Sharing System as a source
for lessons learned and to exchange best practices.
Role of Non -Governmental Entities in Exercises. Non -governmental participation in all levels of exec i es is
strongly encouraged. Leaders from nongovernmental entities should be included in the planning,
7761
evaluation of an exercise. State, local, tribal, and territorial jurisdictions are encouraged to develop exorcises that
test the integration and use of non -governmental resources provided by non -governmental entities, defined as the
private sector and pnvalc non-profit, faith -based, community, volunteer, and other non -governmental organizations.
Non -governmental participation in exercises should be coordinated with the local Citizen Corps Council(s) and
other partner agencies.
Unauthorized Exercise Costs
Unauthorized exercise -related costs include:
Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g., construction vehicles) and
emergency response apparatus (e.g., fire trucks, ambulances).
• Equipment that is purchased for permanent installation and/or use, beyond the scope of exercise conduct (e.g.,
electronic messaging signs).
. C. Management and Administration —no more than 3°% of each sub -recipient's total award may, be expended on Management and
Administration costs.
Hiring of full-time or part-time staff or contractors/consultants:
• To assist with the management of the respective grant program
• To assist with application requirements
• To assist with the compliancy with reporting and data collection requirements
Development of operating plans for information collection and processing necessary to respond to
FEMA data calls
Overtime and backfill costs - Overtime expenses are defined as the result of personnel who worked over and above their
normal scheduled daily or weekly worked time in the perforrnance ofFEMA —approved activities. Backfill Costs also
called "Overtime as Backfill" are defined as expenses from the result of personnel who are working overtime in order to
perform the duties of other personnel who are temporarily assigned to FEMA — approved activities outside their core
responsibilities. Neither overtime nor backfill expenses are the result of an increase of Full — Time Equivalent (FTEs)
employees. These costs are allowed only to the extent the payment for such services is in accordance with the policies of
the state or unit(s) of local government and has the approval of the state or the awarding agency, whichever is applicable.
In no case is dual compensation allowable. That is, an employee ofa unit of government may not receive compensation
from their unit or agency of government AND from an award for a single period of time (e.g., 1:00 pm to 5:00 pm), even
though such work may benefit both activities. Frinee benefits on overtime hours are limited to Federal Insurance
Contributions Act (FICA), Workers' Compensation and Unemployment Compensation
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -related expenses, please review the OJP
Financial Guide at http://www.oip.usdoi.Qov/FinGuide).
Acquisition of authorized office equipment, including:
• Personal computers
• Laptop computers
• Printers
• LCD projectors, and
• Other equipment or software which may be required to support the implementation of the homeland
security strategy
The following are allowable only within the period of performance of the contract:
• Recurring fees/charges associated with certain'equipment, such as cell phones, faxes, etc,
• Leasing and/or renting of space for newly hired personnel during the period of performance of the grant program
D. Unatthorized Expenditures
• Activities unrelated to the completion and implementation of the grant program
• Other items not in accordance with the Authorized Equipment List or previously listed as allowable costs
• Funding may not be used to supplant ongoing, routine public safety activities of state and local emergency responders,
and may not be used to hire staff for operational activities or backfill. Funds cannot not replace (supplant) funds that
have been appropriated for the same purpose.
E. Construction and Renovation
Use ofHSGP funds for construction and renovation is generally prohibited except as outlined below. Sucb construction and
renovation shall be strictly limited and allowable only when it is a necessary component ofa security system at critical
infrastructure facilities.
L�
Project construction and renovation not exceeding S I,000,000 is allowable, as deemed necessary. The following types of
projects are considered to constitute construction or renovation, and must be submitted to FEMA for compliance review under
Federal environmental planning and historic preservation (EHP) laws and requirements prior to initiation of the project:
• Construction and renovation of guard facilities
• Renovation of and modifications, including the installation of security and communication equipment, to buildings
and structures that are 50 yams old or older
• Any other construction or renovation efforts that change or expand the footprint of a facility or structure, including
security enhancements to improve perimeter security.
• Physical security enhancements, including but not limited to:
o Lighting
o Fencing
o Closed-circuit television (CCTV) systems
o Motion detection systems
o Barriers, doors, gates and related security enhancements
0
In addition, Me erection of communications towers that are included in a jurisdiction's interoperable communications plan
it allowed, subject to all applicable laths, regulations, and licensing provisions. Communication tower projects must be
submitted to FE/vL4 for EHP review. Per.the.Consolidated Security, Disaster Assistance, and Continuing Appropriations
Act of2009 (Public Law 110-329), communications towers are not subject to theSJ,000,000 construction and renovation
cap_
Approval Process:
In order for grantees to drawdown funds for construction and renovation costs, the grantee must provide the Division with:
• A description of the asset or facility, asset location, whether the infrastructure is publicly or privately owned, and the
construction or renovation project;
• Certification that a facility vulnerability assessment has been conducted
• An outline addressing how the construction or renovation project will address the identified vulnerabilities from the
assessment
• Consequences of not implementing the construction or renovation project
• Any additional information requested by FFMA.to ensure compliance with Federal environmental and historic
preservation requirements
Additional information may also be found on the FEMA's wehsite located at http:/%Nmov.fema.00r;plan/ehol.
Note: Written approval must be provided by FEMA prior to the use of any iJAS' funds for construction or
renovation.
F. Overtime and Backfrll Guidance
Overtime - These expenses are limited to the additional costs which result from personnel working over and above 40 hours of
weekly work time as a direct result of their performance of FEMA-approved activities specified in this guidance. Overtime
associated with any other activity is not eligible.
Backftll-related Overtime - Also called "Overtime as Backfill," these expenses are limited to overtime costs which result from
personnel who are working overtime (as identified above) to perform the duties of other personnel who are temporarily assigned
to FEMA-approved activities outside their core responsibilities. Neither overtime nor backfill expenses are the result of an
increase ofFTE employees.
J. National Incident Management System (NIMS) Compliance
HSPD-5, "Management ofDomesticIncidents," mandated the creation of NIMS and the National Response Plan (NRP).
NIMS provides a consistent framework for entities al all jurisdictional levels to work together to manage domestic
incidents, regardless of cause, size, or complexity. To promote interoperability and compatibility among Federal, State,
local, and tribal capabilities, NIMS includes a core set of guidelines, standards, and protocols for command and
management, preparedness, resource management, communications and information management, supporting
technologies, and management and maintenance of NIMS. The NRP, using the template established by NIMS, is an all -
discipline, all -hazards plan that provides the structure and mechanisms to coordinate operations for evolving or potential
Incidents of National Significance, which are major events that "require a coordinated and effective response by an
appropriate combination of Federal, State, local, tribal, private sector, and nongovernmental entities."
The NIMS Integration Center (NIC) recommends38 NIMS Compliance Objectives for nongovernmental organizations
that support NIMS implementation. These activities closely parallel the implementation activities that have been required
of State, territorial, tribal, and local governments since 2004 and can be found at
www.fema.gov/pdf/emereencv/rims/neo fs.pdf. To integrate nonprofit organizations into the broader national
preparedness effort, DH 5 encourages grantees to consider pursuing these recommended activities.
Additionally, nongovernmental organizations grantees and sub -grantees will be required to meet certain N IMS compliance
requirements. This includes all emergency preparedness, response, and/or security personnel in the organization
participating in the development, implementation, and/or operation of resources and/or activities awarded through this
grant must complete training programs consistent with the NIMS National Standard Curriculum Development Guide.
Minimum training includes IS-700 NIMS: An Introduction. In addition, IS-800.a NU: An Introduction, Incident
Command System (1CS-100), Incident Command System (ICS-200), Intermediate Incident Command System (G-300), and
Advanced Incident Command System (G-400) are also rcconuncnded. For additional guidance on NIMS training, please
refer to http://www.fema.goviemergency/nims/nims training.shtm.
Additional information about NIMS implementation and resources for achieving compliance are available through the
NIMS Integration Center (NIC), al http://www.fema.gov/emergency/nims/.
III. Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within 30 days after the end of the reporting periods (March 31, June
30, September 30 and December 30) for the life of this contract. Ifa report(s) is delinquent, future financial
reimbursements will be withheld until the Recipient's reporting is current.
•
rrogrammatic tccpuruug ouiwu,c
Reporting Period
Report due to DEM no later than
January 1 throu•h March 3I
April 30
April 1 through June 30 -
July 31
July 1 through September 30
October 31
October 1 through December 31
January 31
2. Programmatic Reporting-BSIR
Biannual Strategc Implementation Report:
After the end'of each reporting period, for the life of the contract unless directed otherwise but the SAA, the
recipient will complete their Biannual Strategic Implementation Report in the Grants Reporting Tool (GAT)
https://www.reportine.odp.dhs.gov. The reporting periods are January 1-June 30 and July 1-December 31.
Data entry is scheduled for December 1 and June 1 respectively. Future awards and reimbursement may be
withheld if these reports are delinquent.
3. Reimbursement Requests:
A request for reimbursement may be sent to your grant manager for review and approval at anytime during the
contract period. The Recipient should include the category's corresponding line item number in the "Detail of
Claims" form. This number can be found in the "Proposed Program Budget". A line item number is to be
included for every dollar amount listed in the "Detail of Claims" form.
4. Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management no later than 60 calendar days
after the agreement is either completed or the agreement has expired.
5. Monitoring:
Florida Division of Emergency Management
US Department of Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced state and local capability and capacity to prevent, prepare and respond to terrorise threats since 1999 through various
funding sources including federal grant funds. The Florida Division of Emergency Management (FDEM) has a responsibility to track and
monitor the status of grant activity and items purchased to ensure compliance with applicable SFJSGP grant guidance and statutory regulations.
The monitoring process is designed to assess a recipient agency's compliance with applicable state and federal guidelines.
Monitoring is accomplished utilizing various methods including desk monitoring and on -site visits. There arc two primary areas reviewed during
monitoring activities - financial and programmatic monitoring. Financial monitoring is the review of records associated with the purchase and
disposition of property, projects and contracts. Programmatic monitoring is the observation of equipment purchased, protocols and other
associated records. Various levels of financial and programmatic review may be accomplished during this process.
Desk monitoring is the review of projects, financial activity and technical assistance between FDEM and the applicant via e-mail and telephone,
On -Site Monitoring are actual visits to the recipient agencies by a Division representative who examines records, procedures and equipment.
Frequency of annual monitoring activity:
Each year the FDEM will conduct monitoring for up to 50% of their sub -grantees. It is important to note that although a given grant has been
closed, it is still subject to either desk or on -site monitoring for a five year period following closure.
Areas that will be examined include:
Management and administrative procedures;
Grant folder traintetance;
Equipment accountability and sub -hand receipt procedures;
Progam for obsolescence;
Status of equipment purchases;
Status of training for purchased equipment;
Status and number of response trainings conducted to include number trained;
Status and number of exercises;
Status of planning activity;
Anticipated projected completion;
Difficulties encountered in completing projects;
Agency NIMS/ICS compliance documentation;
Equal Employment Opportunity (EEO Status);
Procurement Policy
FDElvi may request additional monitoring/information if the activity, or lack there of, generates questions from the region, the sponsoring agency
or FDEM leadership. The method of gathering this information will be determined on a case -by -case basis.
Desk monitoring is an on -going process. Recipients will be required to participate in desk top monitoring on an annual basis and as determined
by the FDEM. This contact will provide an opportunity to identify the need for technical assistance (TA) and/or a site visit if the FDEM
determines that a recipient is having difficulty completing their project
As difficulties/deficiencies are identified, the respective region or sponsoring agency will be notified by the program office via email.
Information will include the grant recipient agency name, year and project description and the nature of the issue in question. Many of the issues
that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to the FDEM for assistance.
Examples of TA include but are not limited to:
1 Equipment selection or available vendors
1 Eligibility of items or services
1 Coordination and partnership with other agencies within or outside the region or discipline
1 Record Keeping
1 Reporting Requirements
�L Documentation in support ofa Request for Reimbursement
On -Site Monitoring will be conducted by the FDEM or designated personnel. On -site Monitoring visits will be scheduled in advance with the
recipient agency POC designated in the grant agreement.
The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be coordinated with the capability
review visits. Subject matter experts from other agencies within the region or state may be called upon to assist in the form ofa peer review as
needed.
AJI findings related to the capability review will be documented and maintained within the FDEM.
On -site Monitoring Protocol
On -site Monitoring Visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal year
(FFY). Site visits may be combined when geographically convenient. There is a financial and programmatic en -site monitoring checklist to
assist in the completion of all required tasks.
Site Visit Preparation
A letter will be sent to the recipient agency Point of Contact (POC) outlining the date, time and purpose cf the site visit before the planned arrival
date.
The appointment should be confirmed with the grantee in writing (email is acceptable) and documented in the grantee folder.
The. physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address
should be documented in the grantee folder before the site visit.
On -Site Monitoring, Visit
Once FDEM personnel have arrived at the site, an orientation conference will be conducted During this time, the purpose of the site visit and the
items FDEM intends to examine will be identified. If financial monitoring visit will be conducted, they will then explain their objectives and will
proceed to perform the financial review.
FDEM personnel will review all files and supporting documentation. Once the supporting documentation has been reviewed, a tour/visual/spot
inspection of equipment will be conducted.
Each item should be visually inspected whenever possible. Bigger items (computers, response vehicles, etc.) should have an asset decal
(information/serial number) placed in a prominent location on each piece of equipment as per recipient agency requirements. The serial number
should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment (large capitol expenditures in
excess of S 1,000. per item).
•
Ifan item is not available (being used during time of the site visit), the appropriate documentation must be provided to account for that particular
piecc of equipment. Once the tour/visual/spot inspection of equipment has been completed, the FDEM personnel will then conduct an exit
conference with the grantee to review the findings.
Other programmatic issues can be discussedat this time, such as missing quarterly reports, payment voucher/reimbursement, equipment,
questions, etc.
Post Monitoring Visit
FDEM personnel will review the on -site monitoring review worksheets and backup documentation as a team and discuss the events of the on -site
monitoring.
Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the grantee explaining any issues and corrective actions
required or recommendations. Should no issues or findings be identified, a monitoring reportto that effect will be generated and sent to the
grantee. The grantee will submit a Corrective Action Plan within a timeframe as det.ermined by the FDEM. Noncompliance on behalf of sub -
grantees is resolved by management under the terms of the Sub grant Agreement.
The On -Site Monitoring Worksheets, the monitoring report and all back up documentation will then be included in the grantee's file.
K. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Michael J. Day
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850) 488-9441
michael.day item.mvflorida.com
L. Contractual Responsibilities
Andrea Becraft
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850)410-3457
Andreabecrait@em.myflorida.com
• The FDEM shall determine eligibility of projects and approve changes in scope of work.
• The FDEM shall administer the financial processes.
�7
Attachment B
Program Statutes, Regulations and Special Conditions
1) 53 Federal Register 8034
2) 31 U.S.C. §1352
3) Chapter 473, Florida Statutes
4) Chapter 215, Florida Statutes
5) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative
Agreements 28 CFR Part 66, Conunon rule
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat.
975
8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470),
Executive Order 11593
9) Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.)
10) Title I ofthe Omnibus Crime Control and Safe Streets Act of 1968,
11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crone Act
12) 28 CFR applicable to grants and cooperative agreements
13) Omnibus Crime Control and Safe Streets Act of 1968, as amended,
14) 42 USC 3789(d), or Victims of Crime Act (as appropriate);
15) Title VI ofthe Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended;
17) Subtitl.e A, Title II of the Americans with Disabilities Act (ADA) (1990);
18) Title IX of the Education Amendments of 1972;
19) Age Discrimination Act of 1975; Department o f Justice Non -Discrimination Regulations,
20) 28 CFR Part 42, Subparts C,D,E, and G
21) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part
39
Special Conditions
Article I — Financial Guidelines
1. The grantee and any subgrantee shall comply with the most recent version of the
Administrative Requirements, Cost Principles, and Audit Requirements. A non-exclusive list
of regulations commonly applicable to DHS grants are listed below:
A. Administrative Requirements
1. 44 CFR Part 13, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments
2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals, and Other Non -
Profit Organizations (OMB Circular A-110)
3. 44 CFR Part 10, Environmental Considerations
B. Cost Principles
1. 2 CFR Part 225, Cost Principles for State, Local and Indian Tribal
Governments (OMB Circular A-87)
2. 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular
A-21)
3. 2 CFR Part 230, Cost Principles for Non -Profit Organizations (O1\{B Circular
A-122)
4. 48 CFR 31.2, Federal Acquisition Regulations (FAR), Contracts with
Commercial Organizations
C. Audit Requirements
1. OMB Circular A-133, Audits of States, Local Governments, and Non -Profit
Organizations
Article II — Prohibition on Using Federal Funds
Recipient understands and agrees that it cannot use any federal funds, either directly or
indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or
policy, at any level of government, without the express prior written approval of FEMA.
Article III - Compliance with Program Guidance
The recipient agrees that all allocations and use of funds under this grant will be in accordance
with the FY 2011 Homeland Security Grant Program (HSGP) guidance and application kit.
Article IV — Financial. Reports (FDEM Form 1 & 2) Required Quarterly
The recipient shall submit the Financial Report (FDEM Form 1 & 2) within 30 days of the end of
the first Federal quarter covering the grant period of performance. The recipient shall submit
quarterly reports thereafter until the grant ends and final payment is received. Reports are due on January 31, April 30, July 31 and October 30. A report must be submitted for every quarter of
the period of performance, including partial calendar quarters, as well as for periods where no
grant activity occurs. Future reimbursement requests may be withheld if these reports are
delinquent. The Close -Out Report (FDEM Form 5) is due within sixty (60) days after the end
date of the perfoiniance period.
Article V — Acceptance of Post Award Changes
In the event that FEMA determines that changes are necessary to the award document after an
award has been made, including changes to period of performance or terms and conditions,
recipients will be notified of the changes in writing. Once notification has been made, any
subsequent request for funds will indicate recipient acceptance of the changes to the award.
Article VI — Trafficking In Persons
A. Provision applicable to a recipient that is a private entity.
1. You as the recipient, your employees, subrecipients under this award, and
subrecipients' employees may not:
a. Engage in severe forms of trafficking in persons during the period of
time that the award is in effect;
b. Procure a commercial sex act during the period of time that the award is
in effect; or
c. Use forced labor in the performance of the award or subawards under
the award.
2. We, as the State awarding agency, may unilaterally terminate this award,
without penalty, if you or a subrecipient that is a private entity:
a. Is determined to have violated a prohibition in paragraph A.1 of this
award term; or
b. Has an employee who is determined by the agency official authorized to
terminate the award to have violated a prohibition in paragraph A.I of
this award term through conduct that is either:
i Associated with performance under this award; or
ii Imputed to you or the subrecipient using the standards and due
process for imputing the conduct of an individual to an
organization that are provided in 2 CFR Part 180, "OMB
Guidelines to Agencies on Government wide Debarment and
Suspension (Non -procurement)," as implemented by our agency at
2 CFR Part 3000.
B. Provisions applicable to a recipient other than a private entity. We as the Federal
warding agency may unilaterally terminate this award, without penalty, if a subrecipient
that is a private entity:
1 Is determined to have violated a prohibition in paragraph A.1 of this award
teiiu; or
g
2. Has an employee who is determined by the agency official authorized to
terminate the award to have violated a prohibition in paragraph A.1 of this
award term through conduct that is either:
a. Associated with performance under this award; or
b. Imputed to the subrecipient using the standards and due process for
imputing the conduct of an individual to an organization that are
provided in 2 CFR Part 180, "OMB Guidelines to Agencies on
Government wide Debarment and Suspension (Non -
procurement)," as implemented by our agency at 2 CFR Part 3000.
C. Provision applicable to any recipient.
1. You must inform us immediately ofany information you receive from any
source alleging a violation of a prohibition in paragraph A.1 of this award
term
2. Our right to terminate unilaterally that is described in paragraph A.2 or B
of this section:
a. Implements section 106(g) of the Trafficking Victims Protection Act of
2000 (TVPA), as amended (22 U.S.C. 71 04(g)), and
b. Is in addition to all other remedies for noncompliance that are available
to us underthis award.
3. You must include the requirements of paragraph A.1 of this award term in
any subaward you make to a private entity.
D. Definitions. For purposes of this award term:
1. `Employee" means either:
a. An individual employed by you or a subrecipient who is engaged in the
perfowiance of the project or program under this award; or
b. Another person engaged in the performance of the project or program
under this award and not compensated by you including, but not limited
to, a volunteer or individual whose services are contributed by a third
party as an in -kind contribution toward cost sharing or matching
requirements.
2. "Forced labor" means labor obtained by any of the following methods: the
recruitment, harboring, transportation, provision or obtaining of a person
for labor or services, through the use of force, fraud, or coercion for the
purpose of subjection to involuntary servitude, peonage, debt bondage, or
slavery.
"Private entity" means:
a. Any entity other than a State, local government, Indian Tribe, or
foreign.public entity, as those teens are, defined in 2 CFR 175.25.
b. Includes:
i. A nonprofit organization,' including any nonprofit institution of
higher education, hospital, or tribal organization other than one
includedin the definition of Indian Tribe at 2 CFR 175.25(b).
ii. A for -profit organization.
4. "Severe forms of trafficking in persons," "commercial sex act," and
"coercion" have the meanings given at section 103 of the TVPA, as amended
(22U. S. C. 7102).
Article VII — Classified Security Condition
A. "Classified national security infoiniation," as defined in Executive Order (EO) 12958,
as amended, means information that has been determined pursuant to EO 12958 or
any predecessor order to require protection against unauthorized disclosure and is
marked to indicate its classified status when in documentary form.
B. No funding under this award shall be used to support a contract, subaward, or other
agreement for goods or services that will include access to classified national security
information if the award recipient has not been approved for and has access to such
information.
C. Where an awardrecipient has been approved for and has access to classified national
security information, no funding under this award shall be used to support a contract,
subaward, or other agreement for goods or services that will include access to
classified national security information by the contractor, subawardee, or other entity
without prior written approval from the DHS Office of Security, Industrial Security
Program Branch (ISPB), organ appropriate official within the Federal department or
agency with whom the classified effort will be performed.
D. Such contracts, subawards, or other agreements shall be processed and administered
in accordance with the DHS "Standard Operating Procedures, Classified Contracting
by States and Local Entities," dated July 7, 2008; EOs 12829, 12958, 12968, as
amended; the National Industrial Security Program Operating Manual (NISPOM);
and/or other applicable implementing directives or instructions. All security
requirement documents are located at: http://www.dhs.gov/xopnbix/grants/index.shtui-
E. • Irmmediately upon determination by the award recipient that funding under this award
will be used to support such a contract, subaward, or other agreement, and prior to
execution of any actions to facilitate the acquisition of such a contract, subaward, or
other agreement, the award recipient shall contact ISPB, or the applicable Federal
department or agency, for approval and processing instructions.
50
DHS Office of Security ISPB contact information:
Telephone: 202-447-5346
Email: DD254Admin istrativeSecurity(a,dhs.gov
Mail:. Department of Homeland Security
Office of the Chief Security Officer
ATTN: ASD/Industrial Security Program Branch
Washington, D.C. 20528
Article VIII — Central Contractor Registration and Universal Identifier Requirements
A. Requirement for Central Contractor Registration (CCR)
Unless you are exempted from this requirement under 2 CFR 25.110, you as the recipient
must maintain the currency of your information in the CCR until you submit the final
financial report required under this award or receive the final payment, whichever is later.
This requires that applicants and recipients review and update the information at least
annually after the initial registration, and more frequently if required by changes in your
information or another award term.
B. Requirement for Data Universal Numbering System (DUNS) Numbers
If recipients are authorized to make subawards under this award, they:
.1. Must notify potential subrecipients that no entity (see definition in paragraph C of
this award term) may receive a subaward from you unless the entity has provided
its DUNS number to you.
2. May not make a subaward to an entity unless the entity has provided its DUNS
number to you.
C. Definitions
For purposes of this award term:
1. Central Contractor Registration (CCR) means the Federal repository into which
an entity must provide infoiulation required for the conduct of business as a
recipient. Additional information about registration procedures may be found at
the CCR Internet site (currentlyat http://www.ccr.gov).
2. Data Universal Numbering System (DUNS) number means the nine digit number
established and assigned by Dun and Bradstreet, Inca (D&B) to uniquely identify
business entities. A DUNS number may be obtained from D&B by telephone
(currently 866-705-5711) or the internet (currently at
httu://fedgo v. ndb. com/webform).
3. Entity, as it is used in this award term, means all of the following, as defined at 2
CFR part 25, subpart C:
a. A Governmental organization, which is State, local government or
Indian Tribe;
b. A foreign public entity;
c. A domestic or foreign nonprofit organization;
d. A domestic or foreign for -profit organization; and
e. A Federal agency, but only as a sub recipient under an award or
subaward to a non -Federal entity.
4. Subaward:
a. This term means a legal instrument to provide support for the
perfouuuance of any portion of the substantive project or program for
which you received this award and that you as the recipient award to
an eligible subrecipient.
b. The term does not include your procurement of property and services
needed to carry out the project or program (for further explanation, see
Sec.----.210 of the attachment to OMB Circular A-133, "Audits of
States, Local Governments, and Non -Profit Organizations").
c. A subaward may be provided through any legal agreement, including
an agreement that you consider a contract.
5. Subrecipient means an entity that:
a. Receives a subaward from you under this award; and
b. Is accountable to you for the use of the Federal funds provided by the
subaward.
Article IX — Reporting Subawards and Executive Compensation
A. Reporting of first -tier subawards.
1. Applicability. Unless. you are exempt as provided in paragraph d. of this award
term, you must report each action that obligates $25,000 or more in Federal funds
that does not include Recovery funds (as defined in section 1512(a)(2) of the
American Recovery and Reinvestment Act of 2009, Pub. L 111-5) for a subaward
to an entity (see definitions in paragraph e. of this award term).
. 2. Where and when to report.
a. You must report each obligating action described in paragraph a.l. of
this award term to ham://www.fsrs.gov.
57
b. For subaward information, report no later than the end of the month
following the month in which the obligation was made. (For example,
if the obligation was made on November 7, 2010, the obligation must
be reported no later than December 31, 2010.)
3. What to report. You must report the information about each obligating action that
the submission instructions at ham://www.fsrs.gov specify.
B. Reporting Total Compensation of Recipient Executives.
1. Applicability and what to report. You must report total compensation for each of
your five most highly compensated executives for the preceding completed fiscal
year, if -
a. the total Federal funding authorized to date under this award is
$25,000 or more;
b. in the preceding fiscal year, your received-
i. 80 percent or more of your annual gross revenues from Federal
procurement contracts (and subcontracts) and Federal financial
assistance subject to the Transparency Act, as defined at 2 CFR
170.320 (and subawards); and
ii. $25,000,000 or more in annual gross revenues from Federal
procurement contracts (and subcontracts) and Federal financial
assistance subject to the Transparency Act, as defined at 2 CFR
170.320 (and subawards); and
c. The public does not have access to information about the
compensation of the executives through periodic reports filed under
section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15
U.S.C. 78m(a), 78o(d)) or section 6104 of the Intemal Revenue Code
of 1986. (To determine if the public has access to the compensation
information, see the U.S. Security and Exchange Commission total
compensation filings at http://www.sec.eov/answers/execoinp.htm)
2. Where and when to report. You must report executive total compensation
described in paragraph b.1. of this award term:
a. As part of your registration profile at http://www.ccr.gov.
b. By the end of the month following the month in which this award is
made, and annually thereafter.
C. Reporting of Total Compensation of Subrecipient Executives.
1. Applicability and what to report. Unless you are exempt as provided in paragraph
d. of this award term, for each first -tier subrecipient under this award, you shall
report the names and total compensation of each of the subrecipient's five most
highly compensated executives for the subrecipient's preceding completed fiscal
year, if
a. In the subrecipient's preceding fiscal year, the subrecipient received-
i. 80 percent or more of its annual gross revenues from Federal
procurement contracts (and subcontracts) and Federal financial
assistance subject to the Transparency Act, as defined at 2 CFR
170.320 (and subawards); and
ii. $25,000,000 or more in annual gross revenues from Federal
procurement contracts (and subcontracts), and Federal financial
assistance subject to the Transparency Act (and subawards); and
b. The public does not have access to information about the
compensation of the executives through periodic reports filed under
section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15
U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code
of 1986. (To determine if the public has access to the compensation
information, see the U.S. Security and Exchange Commission total
compensation filings at http://w w.sec.gov/answers/execomp.htm)
2. Where and when to report. You must report executive total compensation
described in paragraph c.1. of this award term:
a. To the recipient.
b. By the end of the month following the month during which you make
the subaward. For example, if a subaward is obligated on any date
during the month of October of a given year (i.e., between October 1
and 31), you must report any required compensationinformation of the
subrecipient by November 30 of that year.
D. Exemptions
I. If; in the previous tax year, you had gross income, from all sources, under
$300,000, you are exempt from the requirements to report:
a. Subawards, and
b. The total compensation of the five most highly compensated
executives of any subrecipient.
E. Definitions. For purposes of this award term:
1. Entity means all of the following, as defined in 2 CFR part 25:
a. A Governmental organization, which is State, local government or
Indian Tribe;
b. A foreign public entity;
c. A domestic or foreign nonprofit organization;
d. A domestic or foreign for -profit organization; and
e. A Federal agency; but only as a sub recipient under an award or
subaward to a non -Federal entity.
2. Executive means officers, managing partners, or any other employees in
management positions.
3. Subaward:
a. This term means a legal instrument to provide support for the
performance of any portion of the substantive project or program for
which you received this award and that you as the recipient award to
an eligible subrecipient.
b. The term does not include your procurement ofproperty and services
needed to carry out the project or program (for further explanation, see
Sec..210 of the attachment to OMB Circular A-133, "Audits of
States, Local Governments, and Non -Profit Organizations").
c. A subaward may be provided through any legal agreement, including
an agreement that you or a subrecipient considers a contract.
4. Subrecipient means an entity that:
a. Receives a subaward from you (the recipient) under this award; and
b. Is accountable to you for the use of the Federal funds provided by the
suba.ward.
5. Total compensation means the cash and noncash dollar value earned by the
executive during the recipient's or subrecipient's preceding fiscal year and
includes the following (for more information see 17 CFR 229.402(c)(2)):
a. Salary and bonus.
b. Awards of stock, stock options, and stock appreciation rights. Use the
dollar amount recognized for financial statement reporting purposes
with respect to the fiscal year in accordance with. the Statement of
Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R),
Shared Based Payments.
c. Earnings for services under non -equity incentive plans. This does not
include group life, health, hospitalization or medical reimbursement
plans that do not discriminate in favor of executives, and are available
generally to all salaried employees.
d. .Change in pension value. This is the change in present value of
defined benefit and actuarial pension plans.
e. Above -market earningon deferred compensation which is not tax -
qualified.
f Other compensation, if the aggregate value of all such other
compensation (e.g. severance, termination payments, value of life
insurance paid on behalf of the employee, perquisites or property) for
the executive exceeds $10,000.
Article X — Summary Description of Project
The FY 2011 Homeland Security Grant Program (HSGP) funding shall be used for costs related
to preparedness activities associated with implementing the State Homeland Security Strategy,
any respective Urban Area Security Strategies, and the investments identified during the
application period. The HSGP consists of the State Homeland Security Program (SHSP), the
Urban Area Security Initiative (UASI), the Citizen Corps Program (CCP), the Metropolitan
Medical Response System (MMRS) program, and Operation Stonegarden (OPSG). Together,
these programs provide an integrated mechanism to enhance the coordination of National
Priority efforts to prevent, respond to, and recover from terrorist attacks, major disasters and
other emergencies.
Article XI — National Environmental Policy Act (NEPA)
The recipient shall comply with all applicable Federal, State, and Local envirorunent and historic
preservation (EHP) requirements and shall provide any information requested by FEMA to
ensure compliance with applicable laws including: National Environmental Policy Act, National
Historic Preservation Act, Endangered Species Act; and Executive Orders on Floodplains
(11988), Wetlands (11990) and Environmental Justice (12898). Failure of the recipient to meet
Federal, State, and local EHP requirements and obtain applicable permits may jeopardize Federal
funding. Recipient shall not undertake any project having the potential to impact Environmental
or Historical Preservation (EHP) resources without the prior approval of FEMA, including but
not limited to communication towers, physical security enhancements, new construction, and .
modifications to buildings that are 50 years old or greater. Recipient must comply with all
conditions placed on the project as the result of the EHP review. Any change to the approved
project scope of work will require re-evaluation for compliance with these EHP requirements. If
ground disturbing activities occur during project implementation, the recipient must ensure
monitoring of ground disturbance, and if any potential archeological resources are discovered,
the recipient will imrnediately cease construction in that area and notify FEMA and the
appropriate State Historic Preservation Office. Any construction activities that have been
initiated prior to the full EHP review could result in a non-compliance finding. For your
convenience, here is the screening form link: (The Screening Form is available at:
(www.fema.gov/doc/government/grant/}Bulletins/info 329_final_screenina memo .doc). For these
types of projects, grantees must complete the FEMA EHP Screening Form (OMB Number 1660-
0115/FEMA Foinn 024-0-01) and submit it, will all supporting documentation, to their respective
FDEM grant manager for review. Grantees should submit the FEMA EHP Screening Form for
each project as soon as possible upon receiving their grant award.
Sle
Attachment C
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
If you are requesting an advance, indicate same by checking the box below.
[ ] AD VAN CE REQ UESTED
Advance payment of $ is requested. Balance of
payments will be made on a reimbursement basis. These funds are
needed to pay staff, award benefits to clients, duplicate forms and
purchase start-up supplies and equipment. We would not be able to
operate the program without this advance.
If you are requesting an advance, complete the following chart and line item justification below.
ESTIMATED EXPENSES
BUDGET CATEGORY/LINE ITEMS
(list applicable line items)
20-20_ Anticipated .Expenditures for First Three Months of
Subgrant Agreement
For example
ADMINISTRATIVE COSTS
(Include Secondary Administration.)
For example
PROGRAM EXPENSES
TOTAL EXPENSES
LINE ITEM .TUSTli'iCATION (For each line item, provide a detailed justification explaining the need for
the cash advance. The justification must include supporting documentation that clearly shows the advance
will be expended within the first ninety (90) days of the contract term. Support documentation should
include quotes for purchases, delivery timelines, salary and expense projections, etc. to provide the Division
reasonable and necessary support that the advance will be expended within the first ninety (90) days of the
contract term. Any advance funds not expended within the first ninety (90) days of the contract term shall be
returned to the Division Cashier, 2555 Shumard Oak Boulevard, Tallahassee, Florida 32399, within thirty
(30) days of receipt, along with any interest earned on the advance)
Attachment D
Warranties and Representations
Financial Management
Recipient's financial management system must include the following:
(1) Accurate, current and complete disclosure of the financial results of this project or program
(2) Records that identify the source and use of funds for all activities. These records shall
contain information pertaining to grant awards, authorizations, obligations, unobligated
balances, assets, outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient
shall safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request For Payment. Whenever
appropriate, financial information should be related.to performance and unit cost data.
(5) Written procedures to determine whether costs are allowed and reasonable under the
provisions of the applicable OMB cost principles and the terms and conditions of this
Agreement.
(6) Cost accounting records that are supported by backup documentation.
Competition
All procurement transactions shall be done in a manner to provide open and free competition. The
Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors that
may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor
performance and eliminate unfair competitive advantage, contractors that develop or draft specifications,
requirements, statements of work, and invitations for bids and/or requests for proposals shall be excluded
from competing for such procurements. Awards shall be made to the bidder or offeror whose bid or offer
is responsive to the solicitation and is most advantageous to the Recipient, considering the.price, quality
and other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill
in order for the bid or offer to be evaluated by the Recipient. Any and all bids or offers may be rejected
when it is in the Recipient's interest to do so.
r8
Codes of conduct.
The Recipient shall maintain written standards of conduct governing the performance of its employees
engaged in the award and administration of contracts. No employee, officer, or agent shall participate in
the selection, award, or administration of a contract supported by public grant funds if a real or apparent
conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent,
any member of his or her immediate family, his or her partner, or an organization which employs or is
about to employ any of the parties indicated, has a financial or other interest in the firm selected for an
award. The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities,
favors, or anything of monetary value from contractors or parties to subcontracts. The standards of
conduct shall provide for disciplinary actions to be applied for violations of the standards by officers,
employees, or agents of the Recipient.
Business Hours
The Recipient shall have its offices open for business, with the entrance door open to the public, and at
least one employee oh site, from
Licensing_and Permitting
Ali subcontractors or employees hired by the Recipient shall. have all current licenses and permits
required for all of the particular work for which they are hired by the Recipient.
Attachment E
rtification Regard,irtg';
ebarment, Suspension,'Inehgfbili,
'And Voluntary`Exciusion:::, ` .
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Recipient, , certifies, by
submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
By:
Signature
Recipient's Name
Name and Title DEM Contract Number
Street Address Project Number
City, State, Zip
Date
40
Attachment F
Statement of Assurances
The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies,
guidelines and requirements, including OMB Circulars No. A-21, A-110, A-122, A-128, A-87; E.O. 12372
and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66,
Common rule, that govern the application, acceptance and use of Federal funds for this federally -assisted
project. Also the Applicant assures and certifies that:
1.'It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real
Property Acquisitions Act of 1970 (P.L. 91-646) which provides for fair and equitable treatment of persons
displaced as a result of Federal and federally -assisted programs.
2. It will comply with provisions of Federal law which limit certain political activities of employees of a
State or local unit of government whose principal employment is in connection with an activity financed in
whole or in part by Federal grants. (5 USC 1501, et seq.)
3. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor
Standards Act.
4: It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others, particularly
those with whom they, have family, business, or other ties.
5. It will give the sponsoring agency or the Comptroller General, through any authorized representative,
access to and the right to examine all records, books, papers, or documents related to the grant_
6. It will comply with all requirements imposed by the Federal sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements.
7. it will insure that the facilities under its ownership, lease or supervision which shall be utilized in the
accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of
Violating Facilities and that it will notify the Federal grantor agency of the receipt of any communication
from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is
under consideration for listing by the EPA.
8. !t will c;ompiy with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973, Public Law 93-234, 87 Stat. 975, approved December 31, 1976, Section 102(a).
requires, on and after March 2, 1975, the purchase of.flood insurance in communities where such
insurance is available as a condition for the receipt of any Federal financial assistance for construction or
acquisition purposes for use in any area that has been identified by the Secretary of the Department of
Housing and Urban Development as an area having special flood hazards. The phrase "Federal financial
assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster
assistance loan or grant, or any other form of direct or indirect Federal assistance.
9. It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic
Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and
Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by (a) consulting with the State Historic
Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or
eligible for inclusion in the National Register of Historic Places that are subject to adverse effects (see 36
CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such
properties and by (b) complying with all requirements established by the Federal grantor agency to avoid
•
or mitigate adverse effects upon such properties.
10. It will comply, and assure the compliance of all its subgrantees and contractors, with the applicable
provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, the
Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act, as appropriate; the
provisions of the current edition of the Office of Justice Programs Financial and Administrative Guide for
Grants, M7100.1; and all other applicable Federal laws, orders, circulars, or regulations.
11. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements
including Part 18, Administrative Review Procedure; Part 20, Criminal Justice Information Systems; Part
22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence
Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Programs and
Activities; Part 42, Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Policy Act; Part 63, Floodplain Management
and Wetland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Programs.
12. It will comply, and all its contractors will comply, with the non-discrimination requirements of the
Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime
Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA)
(1990); Title IX of the Education Arnendments of 1972; the Age Discrimination Act of 1975; Department of
Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of
Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
13. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil
Rights, Office of Justice Programs.
14. It will provide an Equal Employment Opportunity Program if required to maintain one, where the
application is for $500,000 or more.
15. It will comply with the provisions of the Coastal Barrier Resources Act (P.L. 97-348) dated October 19,
1982 (16 USC 3501 et seq.) which prohibits the expenditure of most new Federal funds within the units of
the Coastal Barrier Resources System.
16. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug -
Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at
28 CFR Part 67 Sections 67.615 and 67.620.
b2
fp
Attachment G
Reimbursement Checklist
Please Note: FDEM reserves the right to update this check list throughout the life of the grant to
ensure compliance with applicable federal and state rules and regulations.
Li
Equipment
1. Have all invoices been included?
2. Has an AEL # been identified for each purchase?
3. If service/warranty expenses are listed, are they only for the performance
period of the grant?
4. Has proof of payment been included? (E.g. canceled check, Electronic
Funds Transfer (EFT) confirmation, or P-Card back up documentation
which will include receipt with vendor, copy of credit card statement
showing expense charged, and payment to credit card company for that
statement)
5. If EHP form needed — has copy of it and approval from State/DHS been
included?
Planning
Consultants/Contractors (Note: this applies to contractors also billed under Organization)
1. Does the amount billed by consultant add up correctly?
2. Has all appropriate documentation to denote hours worked been properly
signed?
3. Have copies of all planning materials and work product (e.g. meeting
documents, copies of plans) been included? (If a meeting was held by
recipient or contractor/consultant of recipient, an agenda and signup sheet
with meeting date must be included).
4. Has the invoice from consultant/contrator been included?
5. Has proof of payment been included? (E.g. canceled check, Electronic
Funds Transfer (EFT) confirmation, or P-Card back up documentation
which will include receipt with vendor, copy of credit card statement
showing expense charged, and payment to credit card company for that
statement).
6. Has Attachment F (found within. Agreement with FDEM) been completed
for this consultant and included in the reimbursement package? -
Salary Positions (Note: this applies to positions billed under M&A and Organization as well)
1. Have the following been provided: signed time sheet by employee and
supervisor and proof that employee was paid for time worked (statement
of earnings, copy of payroll check or payroll register)?. Has a time period
summary sheet been included for total claimed amount?
ri
2. Does the back-up documentation provided match the time period for which
reimbursement is being requested?
Training
1. Is the course DHS approved? Is there a course or catalog number? If not,
has FDEM approved the non-DHS training? Is supporting documentation
included your reimbursement request?
2. Have sign -in sheets, rosters and agenda been provided?
3. If billing for overtime and/or backfill, has a spreadsheet been provided that
lists attendee names, department, # of hours spent at training, hourly rate
and total amount paid to each attendee? Have print outs from entity's
financial system been provided as proof attendees were paid? For backfill,
has a clear delineation/cross reference been provided showing who was
backfilling who?
4. Have the names on the: sign -in sheets been cross-referenced with the
names of the individuals for whom training reimbursement costs are being
sought?
5. Has any expenditures occurred in support of the training (e.g., printing
costs, costs related to administering the training, planning, scheduling,
facilities, materials and supplies, reproduction of materials, and
equipment)? If so, receipts and proof of payment must be submitted. (E.g.
canceled check, Electronic Funds Transfer (EFT) confirmation, or P-Card
back up documentation which will include receipt with vendor, copy of
credit card statement showing expense charged, and payment to credit
card company for that statement).
Exercise
1. Has documentation been provided on the purpose/objectives of the
exercise? Such as, SITMAN/EXPLAN.
2. If exercise has been conducted. - has after -action report been included?
Have sign -in sheets, agenda, rosters been provided?
• 3. If billing for overtime and backfill, has a spreadsheet been provided that
lists attendee names, department, # of hours spent at exercise, hourly rate
and total paid to each attendee? Have print outs from entity's financial
system been provided to prove attendees were paid? For backfill, has a
clear delineation/cross reference been provided showing who was
backfilling who?
4. • Have the names on the sign -in sheets been cross-referenced with the
names of the individuals for whom exercise reimbursement costs are
being sought?.
Li
u
n
5. Has any expenditures occurred on supplies (e.g., copying paper, gloves,
tape, etc) in support of the exercise? If so, receipts and proof of payment
must be submitted. (E.g. canceled check, Electronic Funds Transfer (EFT)
confirmation, or P-Card back up documentation to include receipt with
vendor, copy of credit card statement showing expense charged, and
payment to credit card company for that statement).
6. Has any expenditures occurred on rental of space/locations for exercises
planning and conduct, exercise signs, badges, etc.? If so, receipts and
proof of payment must be submitted. (E.g. canceled check, Electronic
Funds Transfer (EFT) confirmation, or P-Card back up documentation to
include receipt with vendor, copy of credit card statement showing
expense charged, and payment to credit card company for that
statement).
Travel/Conferences.
1. Have all receipts been turned in such as: airplane receipts, proof of
mileage, toll receipts, hotel receipts, car rental receipts, registration fee
receipts and parking receipts? Are these receipts itemized? Do the dates
of the receipts match the date(s) bf travel/conference? Does the hotel
receipt have a zero balance? If applicable, have a travel authorization 'and
travel reimbursement form been included to account for per diem, miieage
and other travel expenses which have been reimbursed•to the traveler by
sub grantee?
2. If travel is a conference has the conference agenda been included?
3. Has proof of payment to traveler been included? (E.g. canceled check,
Electronic Funds Transfer (EFT) confirmation, or copy of payroll check if
reimbursed through payroll).
Organization
1. If billing for overtime and backfill, has a spreadsheet been provided that
lists attendee names, department, # of hours spent at EOC, hourly rate
and total paid to each attendee? Have print outs from entity's financial
system been provided to prove attendees were paid? For backfill, has a
clear delineation/cross reference been provided showing who was
backfilling who?
Matching Funds
1. Contributions are from Non Federal funding sources.
2. Contributions are from cash or in -kind contributions which may include
training investments.
3. Contributions are not from salary, overtime or other operational costs
unrelated to training.
For All Reimbursements - The Final Check
1. Have Forms 3, 4a, 4b and 4c been completed and included with each
request for reimbursement?
2. Have the costs incurred been charged to the appropriate POETE
category?
3 . Does the total on Form 3 match the totals on Forms 4a, 4b and 4c?
4. Has Form 3 been signed by the Grant Manager?
5. Has the reimbursement package been entered into sub grantee's
records/spreadsheet?
6. Have the quantity and unit cost been notated on Form 4b?