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HomeMy WebLinkAboutExhibitU.S. 1)EPAlt'rMEN'r at JvsTIc ; OFFICE OF COMMUNITY ORIENTED POLICING SERVICES ops 145 Street, 'N,E0'Washington, DC 20530 Award Document COPS Hiring Program CF DA - 16.710 — Public Safety Partnership and Community Policing Grants Treasury Account Symbol (I -AS) 15X0406 Award Number: 2016ULWX0024 ORI Number: FL01306 OJP Vendor Number: 596000375 Applicant Organization's Legal Name: Miami, City of DUNS Number: 0722207910000 Law Enforcement Executive: Chief of Pollee Rodolfo. Llanes Government Executive: Award Start Date: 09/01/2016 Full -Time Officers Funded: 15 New Aires: 15 Rehires - Previously Laid Off: 0 Award Amount: $1,875,000.00 City Manager Daniel Alfonso Award End Date: 08/31/2019 Rehires - Scheduled for Lay -Off: 0 The FY 2g16 COPS Hiring Program (CUP) provides funding directly 10 law enforcement agencies to hire andror rehire career law enforcement officers in an effort to increase their community policing capacity and crime prevention efforts. CHP awards provide up to 75 percent of the approved entry-level salaries and fringe benefits of full-time officers for a 36-month award period, with a minimum 25 percent local cash match requirement and a maximum federal share of S125,000 per officer position. The Financial Clearance Memorandum (ECM), included in your award package, is incorporated by reference into this Award Document and shall become part of this Award Document. By signing this Award Docarnent, the recipient agrees to abide by all FY 2016 COPS Hiring Program Award'rerms and Conditions„ the approved budget in the FCM, and if applicable, the Special Award Conditions and/or High Risk Conditions in the Award Document. (� rT Ronald L. Davis Director Date: 09/20/2016 False statements or claims made in connection with COPS awards may result in fines, imprisonment, debarment from participating in federal awards or contracts, and/or any remedy available by law to the Federal Government. ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING U.S. Department of Justice Office of Community Oriented Policing Services 2016 COPS Hiring Program Award Terms and Conditions By signing the Award Document to accept this COPS Hiring Program (CHP) award, the recipient agrees to abide by the following award terms and conditions: 1, Award Owner's Manual. The recipient agrees to comply with the terms and conditions in the 2016 CHP Award Owner's Manual; COPS Office statute (42 U,S.C. §. 3796dd, et seq.); the requirements of 2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) as adopted by the U.S. Department of Justice in 2 C.F.R, a 2800,101; 48 C.F.R. Part 31 (FAR Part 31) as applicable (Contract Cost Principles and Procedures); representations made in the CHP award application; and all other applicable program requirements, laws, orders, regulations, or circulars, 2, Assurances and Certifications. The recipient acknowledges its agreement to comply with the Assurances and Certifications forms that were signed as part of its CHP application. 3, Allowable Costs. The funding under this project Is for the payment of approved full-time entry-level salaries and fringe benefits over three years (for a total of 36 months of funding) up to a maximum federal share of $125,000 per officer position for career law enforcement officer positions hired and/or rehired on or after the official award start date. Any salary and fringe benefit costs higher than entry-level that your agency pays a CHP-funded officer must be paid with local funds, Your agency is required to use CHP award funds for the specific hiring categories awarded. Funding under this program may be used for the following categories: a Hiring new officers, which includes filling existing officer vacancies that are no longer funded in your agency's budget; • Rehiring officers laid off by any jurisdiction as a result of state, local, or Bureau of Indian Affairs (BIA) budget reductions; and/or o Rehiring officers who were, at the time of award application, scheduled to be laid off (by your jurisdiction) on a specific future date as a result of state, local, or BIA budget reductions if your agency's local fiscal conditions have changed and your agency needs to change one or more of the funded hiring categories, your agency should request a post -award award modification and receive prior approval before spending CHP funding under the new category, The Financial Clearance Memorandum (FCM), Included In your award package, specifies the amount of CHP funds awarded to your agency. You should carefully review your FCM, which contains the final officer salary and fringe benefit categories and amounts for which your agency was approved. Please note that the salary and fringe benefit costs requested in your CHP application may have been adjusted or removed. Your agency may only be reimbursed for the approved cost categories that are documented within the FCM, up to the amounts specified in the FCM, Your agency may not use CHP funds for any costs that are not identified as allowable in the Financial Clearance Memorandum, Only actual allowable costs incurred during the award period will be eligible for reimbursement and drawdown. If your agency experiences any cost savings over the course of the award (for example, your award application overestimated the total entry-level officer salary and fringe benefits package), your agency may not use that excess funding to extend the length of the award beyond 36 months. Any funds remaining after your agency has drawn down for the costs of approved salaries and fringe benefits incurred for each awarded position during the 36-month funding period will be deobligated during the closeout process and should not be spent by your agency. 4. supplementing, not supplanting. State , local, and tribal government recipients must use CHP funds to supplement, and not supplant, state, local, or Bureau of Indian Affairs (BIA) funds that are already committed or otherwise would have been committed for award purposes (officer hiring) during the award period. In other words, state, local, and tribal government recipients may not use COPS Office funds to supplant (replace) state, local, or BIA funds that would have been dedicated to the COPS Office -funded item(s) In the absence of the COPS Office award. 5. Extensions. Your agency may request art extension of the award period to receive additional time to implement your award program. Such extensions do not provide additional funding, Awards may be extended a maximum of 36 months beyond the initial award expiration date, Any request for an extension beyond 36 months will be evaluated on a case -by -case basis. Only those recipients that can provide a reasonable justification for delays will be granted no -cost extensions. Reasonable justifications may include difficulties in filling COPS Office -funded positions, officer turnover, or other circumstances that interrupt the 36 month award funding period. An extension allows your agency to compensate for such delays by providing additional time to complete the full 36 months of funding for each position awarded. Extension requests must be received prior to the end date of the award. Page 1of7 U.S. Department of Justice Office of Community Oriented Policing Services 2016 COPS Hiring Program Award Terms and Conditions 6, Modifications, During the CHP award period, it may become necessary for an agency to modify its CHP award due to changes in an agency's fiscal or law enforcement situation, Modification requests should be submitted to the COPS Office when an agency determines that it will need to shift officer positions awarded in one hiring category Into a different hiring category, reduce the total number of positions awarded, shift funds among benefit categories, and/or reduce the entry-level salary and fringe benefit amounts. For example, an agency may have been awarded CHP funding for 10 new, additional full-time sworn officer positions, but due to severe fiscal distress/constraints, the agency determines it is unable to sustain all 10 positions and must reduce its request to five full-time positions; or an agency may have been awarded CHP funding for two new, additional sworn officer positions, but due to fiscal distress/constraints the agency needs to change the hiring category from the new hire category to the rehire category for officers laid off or scheduled for layoff on a specific future date post -application. Award modifications under CHP are evaluated on a case -by -case basis. The COPS Office will only consider a modification request after an agency makes final, approved budget and/or personnel decisions. An agency may Implement the modified award following written approval from the COPS Office, Please be aware that the COPS Office will not approve any modification request that results in an increase of federal funds. 7, Evaluations. The COPS Office may conduct monitoring or sponsor national evaluations of the CHP award. The recipient agrees to cooperate with the monitors and evaluators. 8, Reports/Performance Goals. To assist the COPS Office in monitoring and tracking the performance of your award, your agency will be responsible for submitting quarterly programmatic progress reports that describe project activities during the reporting period and quarterly Federal Financial Reports using Standard Form 425 (SF-425). The progress report is used to track your agency's progress toward impiementing community policing strategies and to collect data to gauge the effectiveness of increasing your agency's community policing capacity through COPS Office funding. 9. Award Monitoring Activities. Federal law requires that law enforcement agencies receiving federal funding from the COPS Office must be monitored to ensure compliance with their award conditions and other applicable statutory regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of award implementation —compliance and programmatic benefits --are part of the monitoring process coordinated by the U.S. Department of Justice. Award monitoring activities conducted by the COPS office include site visits, office -based grant reviews, alleged noncompliance reviews, financial and programmatic reporting, and audit resolution, As a CHP award recipient, you agree to cooperate with and respond to any requests for information pertaining to your award, 10. Federal Civil Rights. As a condition of receipt of federal financial assistance, you acknowledge and agree that you will not (and will require any subrecipients, contractors, successors, transferees, and assignees not to), on the grounds of race, color, religion, national origin (which includes providing limited English proficient persons meaningful access to your programs), sex, disability, or age, unlawfully exclude any person from participation in, deny the benefits of or employment to any person, or subject any person to discrimination in connection with any programs or activities funded in whole or in part with federal funds. These civil rights requirements are found in the nondiscrimination provisions of Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C, § 2000d); the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. § 3789d); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794); the Age Discrimination Act of 1975 (42 U.S.C. §6101, et seq.); Title IX of the Education Amendments of 1972, as amended (20 U.S.C. § 1681, et seq.); and the corresponding DOI regulations implementing those statutes at 28 C.F.R. Part 42 (subparts C, D, E, G, and I), You also agree to comply with Executive Order 13279, as amended by Executive Order 13559, and the implementing regulations at 28 C,F.R Part 38 Partnerships With Faith -Based and Other Neighborhood Organizations, which requires equal treatment of religious organizations in the funding process and nondiscrimination of beneficiaries by faith -based organizations on the basis of belief or nonbelief. 11. )=dual Employment Opportunity plan. All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan (28 C.F.R. Part 42 subpart E), 12. False Statements. False statements or claims made in connection with COPS Office awards may result In fines, imprisonment, or debarment from participating in federal awards or contracts, and/or any other remedy available by law, 13, Duplicative fuMding. The recipient understands and agrees to notify the COPS office if it receives, from any other source, funding for the same Item or service also funded under this award. 14. Additional High•Risk Redolent Requirements. The recipient agrees to comply with any additional requirements that may be imposed during the award performance period if the awarding agency determines that the recipient is a high -risk recipient (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R, § 200.207 as adopted by the U.S. Department of Justice in 2 C.F.R. § 2800,101). Page 2 of 7 U.S. Department of Justice Office of Community Oriented Policing Services 2016 COPS Hiring Program Award Terms and Conditions 15, System for Award Management1SAM) and Universal identifier Requirements. The Office of Management and Budget requires federal agencies to include the following standard award term In all awards and cooperative agreements made an or after October 1, 2010: A, Requirement for System for Award Management (SAM) Unless you are exempted from this requirement under 2 C,F,R, Part 25.110, you as the recipient must maintain the currency of your information in the SAM until you submit the final financial report required under this award or receive the final payment, whichever Is later. This requires that you 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 terra, B. Requirement for Data Universal Numbering System (DUNS) Numbers If you are authorized to make subawards under this award, you: 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. System for Award Management (SAM) means the federal repository into which an entity must provide information required for the conduct of business as a recipient, Additional information about registration procedures may be found at the SAM Internet site at www,sam.gov. 2, Data Universal Numbering System (DUNS) number means the nine- or thirteen -digit number established and assigned by Dun and Bradstreet, Inc. (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 at www,fedpv,dnb.com/webforrn. 3, Entity, as it Is used in this award term, means ail of the following, as defined at 2 C.F.R. Part 25, subpart C: a. A governmental organization, which is a state, local government, or Indian Tribe; b. A foreign public entity; c. A domestic or foreign non-profit organization; d. A domestic or foreign for -profit organization; and e. A federal agency, but only as a subrecipient under an award or subaward to a non-federal entity. A, 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 of property and services needed to carryout the project or program (for further explanation, see Sec. ,210 of the attachment to OMB Circular A-133, "Audits of States, focal 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. 16. Rep9rtink5ubawards and Executive Compensation. The Office of Management and Budget requires federal agencies to include the following standard award term In all awards and cooperative agreements made on or after October 1, 2010: 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 Al, of this award term to www.fsrs.gov. 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 by no later than December 31, 2010.) 3. What to report. You must report the information about each obligating action that the submission instructions posted at www.fsrs.nov specify, Page 3 of 7 U.S. Department of Justice Office of Community Oriented Policing Services 2016 COPS Hiring Program Award Terms and Conditions 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, you received- 1. 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 C.F.R. Part 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 C.F,R. Part 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 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 www,sec,gov/answers/execomp.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 www,sam,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 subreciplent received— '. 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 C.F.R. 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 wwwsec,gov/anawe.rs/e, xgcornl>;htm. 2. Where and when to report. You must report subrecipient 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 compensation information of the subrecipient by November 30 of that year. D. Exemptions 1. 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 fallowing, as defined in 2 C.F.R. Part 25; a. A governmental organization, which is a state, local government, or Indian Tribe; b. A foreign public entity; c. A domestic or foreign non-profit organization; d, A domestic or foreign for -profit organization; e, A federal agency, but only as a subrecipient 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: Page 4 of 7 U.S, Department of Justice Office of Community Oriented Policing Services 2016 COPS Hiring Program Award Terms and Conditions 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 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 or a subredplent 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 subaward, 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 C,F,R. 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 earnings on deferred compensation which Is not tax-quallfied. 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, 17. Debarment and Suspension. The recipient agrees not to award federal funds under this program to any party which is debarred or suspended from participation In Federal assistance programs. 18. )^mplovment Eligibility. The recipient agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form (1-9). This form is to be used by recipients of federal funds to verify that persons are eligible to work in the United States, 19. Whistleblower Protections The recipient agrees not to discharge, demote, or otherwise discriminate against an employee as reprisal for the employee disclosing information that he or she reasonably believes is evidence of gross mismanagement of a federal contract or award, a gross waste of federal funds, an abuse of authority relating to a federal contract or award, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a Federal contract (including the competition for or negotiation of a contract) or award. The recipient also agrees to provide to their employees in writing (In the predominant native language of the workforce) of the rights and remedies provided in 41 U.S.C. § 4712, Please see appendix F in the Award Owner's Manual for full text of the statute. 20. Mandatory Disclosure. Recipients and subrecipients must timely disclose in writing to the COPS Office or pass -through entity, as applicable, all federal criminal law violations involving fraud, bribery, or gratuity that may potentially affect the awarded federal funding, Failure to make required disclosures can result In any of the remedies, including suspension and debarment, described in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. § 200.338 as adopted by the U.S. Department of Justice in 2 C.F.R, § 2800.101. 21. Conflict of Interest. Recipients and subreclpients must disclose In writing to the COPS Office or pass -through entity, as applicable, any potential conflict of Interest affecting the awarded federal funding in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. § 200.112 as adopted by the U.S. Department of Justice in 2 C.F.R. § 2800.101, 22. Contract Provision. All contracts made by the award recipients under the federal award must contain the provisions required under 2 C,F.R. Part 200, (Appendix 11 to Part 200—Contract Provisions for Non4 ederai Entity Contracts Under Federal Awards), as adapted by the U.S. Department of Justice In 2 C.F.R. § 2800.101. Please see appendix G in the Award Owner's Manual far a full text of the contract provisions, 23. Restrictions on Internal Confidentiality Agreements. No recipient or subrecipient under this award, or entity that receives a contract or subcontract with any funds under thls award, may require any employee or contractor to sign an Internal confidentiality agreement or statement that prohibits or otherwise restricts the lawful reporting of waste, fraud, or abuse to an investigative or law enforcement representative of a Page 5 of 7 U.S. Department of Justice Office of Community Oriented Policing Services 2016 COPS Hiring Program Award Terms and Conditions federal department or agency authorized to receive such information, 24, Recipient Inteerity and Performance Matters. The Office of Management and Budget requires federal awarding agencies to include the following standard award term in all awards over $500,000 made on or after January 1, 2016: A. Reporting of Matters Related to Recipient Integrity and Performance 1. General Reporting Requirement If the total value of your currently active awards, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,090 for any period of time during the period of performance of this Federal award, then you as the recipient during that period of time must maintain the currency of information reported to the System for Award Management (SAM) that is made available in the designated integrity and performance system (currently the Federal Awardee Performance and Integrity Information System (FAPiIS)) about civil, criminal, or administrative proceedings described in paragraph 2, of this award term and condition. This is a statutory requirement under section 872 of Public Law 110-417, as amended (41 U.S.C. 2313). As required by section 3010 of Public Law 111.212, all information posted in the designated integrity and performance system on or after April 15, 2011, except past performance reviews required for Federal procurement contracts, will be publicly available. 2. Proceedings About Which You Must Report Submit the information required about each proceeding that: a, Is in connection with the award or performance of an award, cooperative agreement, or procurement contract from the Federal Government; b. Reached its final disposition during the most recent five year period; and c. Is one of the following: (1) A criminal proceeding that resulted in a conviction, as defined in paragraph 5. of this award term and condition; (2) A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more; (3) An administrative proceeding, as defined in paragraph 5. Of this award term and condition, that resulted in a finding of fault and liability and your payment of either a monetary fine or penalty of $5,000 or more or reimbursement, restitution, or damages in excess of $100,000; or (4) Any other criminal, civil, or administrative proceeding If: I, It could have led to an outcome described In paragraphs 2,c,(1), (2), or (3) of this award term and condition; ii. It had a different disposition arrived at by consent or compromise with an acknowledgment of fault an your part; and ill. The requirement in this award term and condition to disclose information about the proceeding does not conflict with applicable laws and regulations. 3. Reporting Procedures Enter In the SAM Entity Management area the information that SAM requires about each proceeding described In paragraph 2, of this award term and condition. You do not need to submit the information a second time under assistance awards that you received If you already provided the information through SAM because you were required to do so under Federal procurement contracts that you were awarded. 4. Reporting Frequency During any period of time when you are subject to the requirement in paragraph 1, of this award term and condition, you must report proceedings information through SAM for the most recent five year period, either to report new Information about any proceeding(s) that you have not reported previously or affirm that there is no new information to report. Recipients that have Federal contract, award, and cooperative agreement awards with a cumulative total value greater than $10,000,000 must disclose semiannually any information about the criminal, civil, and administrative proceedings. 5. Definitions For purposes of this award term and condition: a. Administrative proceeding means a non -judicial process that Is adjudicatory in nature in order to make a determination of fault or liability (e.g., Securities and Exchange Commission Administrative proceedings, Civilian Board of Contract Appeals proceedings, and Armed Services Board of Contract Appeals proceedings). This includes proceedings at the Federal and State level but only in connection with performance of a Federal contract or award. It does not include audits, site visits, corrective plans, or inspection of deliverables. b, Conviction, for purposes of this award term and condition, means a judgment or conviction of a criminal offense by any court of Page 6 of 7 U.S. Department of Justice Office of Community Oriented Policing Services 2016 COPS Hiring Program Award Terms and Conditions competent jurisdiction, whether entered upon a verdict or a plea, and Includes a conviction entered upon a plea of nolo contendere. c. Total value of currently active awards, cooperative agreements, and procurement contracts includes— (1) Only the Federal share of the funding under any Federal award with a recipient cost share or match; and (2) The value of ail expected funding increments under a Federal award and options, even if not yet exercised, 25, Contracts and/or MOUs with other Jurisdictions. Sworn law enforcement officer positions awarded must be used for law enforcement activities or services that benefit your agency and the population that it serves. The Items funded under the CHP award cannot be utilized by other agencies unless the items benefit the population that your agency serves, Your agency may use items funded under the CHP award to assist other law enforcement agencies under a resource sharing, mutual aid, or other agreement to address multi jurisdictional issues as described in the agreement. 26. Retention. At the time of award application, your agency committed to retaining all sworn officer positions awarded under the CHP award with state and/or local funds for a minimum of 12 months following the conclusion of 36 months of federal funding for each position, over and above the number of locally -funded sworn officer positions that would have existed in the absence of the award. Your agency cannot satisfy the retention requirement by using CHP funded positions to fill locally -funded vacancies resulting from attrition, 27. Community Policing. Community policing activities to be initiated or enhanced by your agency and the officers funded by this award program were identified and described in your CHP award application. In sections VI(A) and (B), your agency developed a community policing plan for the CHP award with specific reference to a crime or disorder problem and the following elements of community policing; (a) problem solving —your agency's plan to assess and respond to the problem identified; (b) community partnerships and support, including related governmental and community initiatives that complement your agency's proposed use of CHP funding; and (c) organizational transformation —how your agency will use the funds to reorient its mission to community policing or enhance its involvement in and commitment to community policing. Throughout the CHP award period, your agency is required to Implement the community policing plan it set forth in the CHP award application. The COPS Office defines community policing as a philosophy that promotes organizational strategies that support the systematic use of partnerships and problem -solving techniques to proactively address the immediate conditions that give rise to public safety issues such as crime, social disorder, and fear of crime. CHP awards through the specific officers funded (or an equal number of redeployed veteran officers) must be used to initiate or enhance community policing activities. All newly hired additional or rehired officers (or an equal number of redeployed veteran officers) funded under CHP must Implement your agency's approved community policing plan, which you described in your award application. 28, Local Match, Recipients are required to contribute a local match of at least 25 percent toward the total cost of the approved award project, unless waived in writing by the COPS Office. The local match must, be a cash match from funds not previously budgeted for law enforcement purposes and must be paid during the award period. The local match contribution must be made on an increasing basis during each year of the three-year award period, with the federal share decreasing accordingly. 29. School Resource Officer fSRO),Traininfl Reaulrement. COPS -funded SRO(s) are required to complete a National Association of School Resource Officers (NASRO) basic training course no later than nine months after the date shown on the award congratulatory letter, If a COPS -funded SRO leaves the recipient agency after completing the NASRO training, the recipient agrees to pay for the new SRO, who is assigned to backfill this position, to attend a NASRO basic training course. The new SRO must complete the training no later than nine months after being placed In the school, Page 7 of 7 Award Document Supplement 2016 COPS Hiring Program (CHP) By signing the Award Document to accept this COPS Hiring Program (C1-IP) award, the recipient agrees to abide by the following Special Award Conditions and/or High Risk Conditions: Special Award Conditions Advancing Department of Justice Priorit Crime Problem Awards Your agency has been selected for a COPS Hiring Program (CHP) award to address a particular Department of Justice priority crime problem/focus area, based specifically on your CHP award application's community policing plan to improve your agency's public safety response to the critical issues of School Based Policing through School Resource Officers (SRO), Gun Violence, Homeland Security, Building Trust or Homicide Reduction. Please he advised that, in accepting this award, your agency is agreeing to this Special Condition to its CHP award that requires your agency's COPS -funded officers (or an equivalent number of locally -funded officers) to initiate or enhance your agency's community policing plan to address one of the priority crime problems identified above. By signing the 2016 CHP award, your agency understands and agrees to the following; • Your agency will implement the one specific community policing plan identified in your CHP award application; • Your agency will address its specific priority crime -problem throughout the entire CHP award period; • Your agency will implement any organizational changes identified iri its CHP award application in Section dB, Questions 12 and 13; ■ Your agency will cooperate with any award monitoring by the COPS Office to ensure that it is initiating or enhancing its community policing efforts to address its priority crime problem, which may include your agency having to respond to additional or modified reporting requirements. Memorandum of Understanding Requirement (School -based Policing through School Resource Officers Focus Area Only) By signing the 2016 CLIP award, recipients using CHP funding to hire and/or deploy School Resource Officers into schools understand and agree to the following: • Your agency must submit a signed Memorandum of Understanding (MOU) between the law enforcement agency and the school partner(s) to the COPS Office before obligating or drawing down funds under this award. The MOU must be submitted to the COPS Office within 90 days of the date shown on the award congratulatory letter. o Your agency's MOU must contain the following information; • The purpose of the MOU • Clearly defined roles and responsibilities of the school district and the law enforcement agency, focusing officers' roles on safety • Information sharing • Supervision responsibility and chain of command for the SRO • Signatures Note: Please refer to the MOU Fact Sheet for a detailed explanation of the requirements under each of the bullets • Your agency's implementation of the CHP award without submission and acceptance of the required MOU may result in expenditures not being reimbursed by the COPS Office and/or award de -obligation. Memorandum To: 11,S.1:)I PAI.'I'MENT OF JUSTICE OFFICE OF COMMUNITY ORIENTED POLICING SERVICES 145 N Strcct, N.E., A tshington, DC 20530 Chief of Police Rodolfo Llanes Miami, City of COPS Hiring Program (CHF) coPs Re: COPS Hiring Program Financial Clearance Memo A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable. and consistent with existing guidelines, Fxeeptions / Adjustments are noted below. ORI #: FL01306 Total Officers Awarded: 15 Award #: 2016ULWX0024 fear 1 —Approved Costs Per Entry-level Officer ''ear 2 —Approved Costs Per Entry-level Officer Year 3 —Approved Costs Per Entry-level Officer Rase Salary Information: S53,589.90 $54,663.86 S55,151.45 Fringe Benefits $44,027.24 S44,905.97 545,800.74 Social Security: $0,00 $0.00 $0.00 Medicare: $777.05 $792.63 S808.48 Health Insurance: 513,027,70 $13,288.78 $13.554.64 Life Insurance: $180.00 $180.00 $180.00 Vacation: $0.00 $0.00 $0.00 Sick Leave; $0.00 $0.00 $0.00 Retirement: $23,054.37 $23,516.39 $23.986.85 Worker's Corttpcnanlion: $6,452.22 $6,581.53 $6,713.20 Unemployment insurance: $0.00 $0,00 S0.00 Other Costs: $535.90 $546.64 _ $557.57 Total Per Year: S97,617.14 599,569.83 5101,558.19 Officer Costs: Project Costs Per Officer: Salaries and Fringe benefits: $298,745.00 Federal Share: $125,000.00 Applicant Share: $173,745.00 Grand Total Project Costs: Salaries and Fringe Benefits: Federal Share: Applicant Share: $4,481,177.00 $1,875,000.00 $2,6064177.00 Waiver Granted: No ,budget Cleared Date: 09/20/2016 Overall Comments A financial analysis of budget costs has been completed, and this Financial Clearance Memorandum (FCM) reflects the amount of federal funds awarded to your agency for officer salaries and approved benefits. Please note that the salary and benefit costs requested in your original application may have been updated or corrected from the original version submitted to COPS. You should carefully review your FCM. The FCM contains the final officer salary and fringe benefit categories and amounts for which your agency was approved. You will note that some costs may have been adjusted or removed, Your agency may only be reimbursed for the approved cost categories that are documented within the FCM. Fringe benefits already reflected in the base salary may not be drawn down individually under Fringe Benefits, ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POE ICING