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HomeMy WebLinkAboutBack-Up DocumentsFlorida Department of Law Enforcement Criminal Justice Information Services Post Office Box 1489 Tallahassee, Florida 32302-1489 CJ IS Fundinqafdle.state.fl.us FY2021 — 2022 Fiscal Year 2021-2022 FIBRS Implementation Assistance Program, Second Opportunity: Support for Local Law Enforcement Agencies Applications Due: November 30, 2021 The Florida Department of Law Enforcement (FDLE) received authority to administer an estimated $6 million to Florida law enforcement agencies to assist in the financial burden of transitioning to the technological requirements of the Florida Incident Based Reporting Project. After the initial applications were received, an estimated $3 million remains. The new deadline to apply is November 30, 2021. Funds under this program may be used for activities related to implementing incident -based reporting at your agency. Examples include, but are not limited to: • Overtime for project staff; • Equipment or supplies required for system upgrades; • Training; and/or • Procurement contracts for services such as data migration, system configuration, and/or consulting. Instructions The completed application packet must be emailed to CJISfunding@fdle.state.fl.us by November 30, 2021 to be considered for funding. Applications will be reviewed and scored using the evaluation tool located as Appendix B in the application packet. After the deadline, awards for this second opportunity will be determined. Eligibility FDLE welcomes applications from any Florida law enforcement agency, applications from third -party entities supporting the transition of eligible agencies, and multiple entity applications. Note: Special consideration may be given to applications from agencies not already submitting FIBRS or Use -of -Force data; from multiple agencies or an entity representing multiple agencies; and for agencies transitioning to the Statewide RMS system (SWRMS). Project Period Grants are awarded for the state fiscal year period, beginning July 1, 2021 and ending June 30, 2022. These awards cannot be extended. Any unused funds afterJune 30, 2022 will be reverted to the state. Extension of awards is contingent upon legislative approval for continuation of program funding into the next state fiscal year. State Transparency Section 215.985, F.S., makes the Department of Financial Services (DFS) responsible for the development and maintenance of a contract reporting system, the Florida Accountability Contract Tracking System (FACTS). State law requires all agreements (contracts, purchase orders and grants for state or federal financial assistance) to be entered in this transparency system and made available for public access. FDLE provides all state financial assistance grant agreements to the Florida Accountability and Contract Tracking (FACTS) system, including original contract and amendment document images and payment information. Agreements containing information statutorily exempt from public records could qualify for partial or complete exemption from FACTS. Please contact CJIS for additional information, to determine whether an agreement would be exempt, and to obtain instructions on the requirements for requesting an exemption. Reporting Requirements Performance Performance reports must be submitted within 15 days of the end of each month. Failure to submit reports by the deadline will delay reimbursement of funds. Financial Financial reports are due monthly within 30 days after the end of each month. The final financial report is due by Thursday, July 30, 2022. Final reconciliation and closeout of the agreement must be completed by both parties within forty-five (45) days of the end of the grant period. Payments Grant funds are distributed on a cost -reimbursement basis for eligible activities. The final approved grant agreement details all invoicing and documentation requirements. The recipient shall provide a monthly claim report to FDLE detailing all grant related expenditures. The claim reports serve as the request for payment. Only expenditures in the approved grant budget may be paid from the agreement. Payments are processed in conjunction with the receipt and review of programmatic performance reports and supporting documentation. Additionally, the request and any corresponding supporting documentation must evidence the completion of all tasks required to be performed for the associated deliverable, including minimum performance standards established in the agreement. Monitoring Recipients of FDLE grant funds are required to establish and maintain effective internal control over the award that provides reasonable assurance the recipient is managing the award in compliance with statutes, regulations, and the terms and conditions of the grant agreement. The recipient must maintain effective control over all funds, property, and assets, and assure they are used solely for authorized purposes. Contact Information Contact CJISfunding@fdle.state.fl.us with any questions or for additional assistance. FY2021 FIBRS Im • Iementation Assistance A • plication Instructions: Prospective applicants should review the program solicitation in its entirety prior to beginning their application. In order to receive funding, eligible applicants must complete and submit this questionnaire and the risk assessment to CJISFundingAfdle.state.fl.us. Part I: Overview Applicant Agency Name (Recipient): City of Miami Amount Requested: $ 213,084.00 Are you currently submitting FIBRS data? Yes No ✓ Is this application for multiple agencies (partnership/contract agencies)? Yes No ✓ If yes, please list the partnership agencies. Not applicable. Part II: Problem Identification Describe your agency's current capabilities to submit incident -based reporting. For the complete response, please refer to Attachment I, Part II: Problem Identification, Question #1. Support for Local Law Enforcement Agencies Page 1 of 6 FY21 FIBRS Implementation Assistance Program, Second Opportunity November 2021 FY2021 FIBRS Im • lementation Assistance A • • lication Briefly describe your agency's transition plan for incident -based reporting. Include planned activities, milestones, deliverables, and timeline. For the complete response, please refer to Attachment I, Part II: Problem Identification, Question #2. Briefly describe any anticipated project constraints or obstacles and how you plan to overcome them. The primary obstacle is that legacy computer hardware for the police department is outdated and does not meet the minimum operating requirements suggested by the vendor in order to be FIBRS compliant. Due to their age, drivers are no longer available for the physical components of the machines causing them to not work properly. As a potential solution, the MPD was anticipating moving to a Virtualized desktop environment; however, there were issues identified with the USB pass -through which prevented Officers from printing documents (e.g., citations, reports, etc.) from their machines, making this route unfeasible at this time. To overcome this challenge, MPD has devised a temporary solution which would require to temporarily image the legacy machines which are out of support, using Windows LTSB. LTSB is a slimmed down operating system which works and is still receiving security updates from Microsoft. In this way, we can complete FIBRS acceptance testing in anticipation of installing the Patrol Car Console Solutions. The secondary obstacle is the lack of staffing hours within MPD's Information Technology Section (IT). It will take a significant amount of hours to reimage the computers. Since the IT staff is salaried, overtime cannot be offered for re -imaging. The solution to both these obstacles is to get the Patrol Car Console Solutions installed after MPD's acceptance testing is completed. From there, MPD's RMS system can be fully FIBRS-compliant. Support for Local Law Enforcement Agencies FY21 FIBRS Implementation Assistance Program, Second Opportunity Page 2 of 6 November 2021 FY2021 FIBRS Im • Iementation Assistance Ap • lication Part III: Scope of Work Explanations provided below must relate directly to implementing incident -based reporting. The explanations should be generic and explain the activity's correlation to a successful transition. Specific line items will be detailed on the budget worksheet. Does your agency intend to use funds for: a) Personnel Overtime? Yes Amount Allocated: $ 0.00 If yes, explain correlation to incident -based reporting. Not applicable. No ✓ b) Equipment? Yes V No Amount Allocated: $ 213,084.00 If yes, explain correlation to incident -based reporting. For the complete response, please refer to Attachment I, Part III: Scope of Work, Question #3. c) Procurement Contracts? Yes No ✓ Amount Allocated: $ 0.00 If yes, explain correlation to incident -based reporting and the spending plan. Not applicable. Support for Local Law Enforcement Agencies FY21 FIBRS Implementation Assistance Program, Second Opportunity Page 3 of 6 November 2021 FY2021 FIBRS Im • lementation Assistance A • plication d) Supplies? Amount Allocated: $ 0.00 If yes, explain correlation to incident -based reporting. Not applicable. Yes No V e) Training? Yes No ✓ Amount Allocated: $ 0.00 If yes, explain correlation to incident -based reporting. Not applicable. f) Travel? Yes No V Amount Allocated: $ 0.00 If yes, explain correlation to incident -based reporting. Not applicable. g) Other? Yes No ✓ Amount Allocated: $ 0.00 If yes, explain correlation to incident -based reporting. Not applicable. Support for Local Law Enforcement Agencies FY21 FIBRS Implementation Assistance Program, Second Opportunity Page 4 of 6 November 2021 FY2021 FIBRS Im • Iementation Assistance A . plication Part IV: Performance As a recipient of state funding, subgrantees must report specific data to FDLE on a monthly basis as indicated in the final subgrant agreement. Failure to submit the performance report by the deadline will result in a withholding of funds on the subaward. Data to be collected may include, but not be limited to: • Amount of funding spent on each activity during the reporting period. • Number of overtime hours used during the reporting period (if applicable). • Amount of equipment and/or supplies purchased with funding (if applicable). • Amount of test transactions submitted. • Number of trainings conducted, including dates and amount of attendees (if applicable) By checking this box, applicant acknowledges the monthly performance reporting requirement. j V Part V: Grant Contacts and Officials Applicants for FIBRS funding must identify key officials in order to approve a subaward contract. Note: A chief official or chief financial officer may delegate their authority to sign and execute agreements and reports to another individual. However, this action requires the submission of a delegation letter signed by the chief official or chief financial officer, as applicable, be emailed to CJISFundinq(a fdle.state.fl.us. Chief Official Name: Arthur Noriega V Title: City Manager Address: 3500 Pan American Drive, Miami, FL 33133 Phone: 305-250-5400 Email: anoriega@miamigov.com Name: Jorge Blanco Address: 400 Northwest 2nd Avenue Phone: 305-603-6198 Name: Jorge Blanco Address: 400 Northwest 2nd Avenue Phone: 305-603-6198 Contract / Grant Manager Title: Budget and Finance Manager Email: 43473@miami-police.org Programmatic Contact Title: Budget and Finance Manager Email: 43473@miami-police.org Chief Financial Officer Name: Fernando Casamayor Title: Chief Financial Officer Address: 444 SW 2nd Ave., 10th Floor, Miami, FL, 33130 Phone: 305-416-1009 Email: FCasamayor@miamigov.com Name: Erica Paschal Address: 444 SW 2nd Avenue, 6th Floor Phone: 305-416-1328 FE I D: 59-6000375 Official Payee Title: Director, Finance Department Email: EPaschal@miamigov.com Support for Local Law Enforcement Agencies FY21 FIBRS Implementation Assistance Program, Second Opportunity Page 5 of 6 November 2021 FY2021 FIBRS Im • Iementation Assistance A • • lication Part VI: Additional Information and Forms What is the agency's operating capital outlay threshold? $ 1,000.00 This is the threshold for tagging a purchased item for inventory. Describe the agency's procurement methods for items detailed in the Procurement Contracts section of the budget narrative. Not applicable. Support for Local Law Enforcement Agencies FY21 FIBRS Implementation Assistance Program, Second Opportunity Page 6 of 6 November 2021 FY2021 FIBRS Im • Iementation Assistance A • • lication Appendix A: Pre -Award Risk Assessment 1. How many years has your agency received awards from FDLE? 5+ 2. List the Project Director for this award and years of services in this role. Dr. Joelle Lee -Silcox, Chief of Staff, Research, Data, & Planning As an embedded criminologist for over three years at MPD within the Crime Analyst Detail and currently the Chief of Staff, Dr. Lee -Silcox brings an existing knowledge of the processes, persons of interest, and mission of the Department. She worked closely with our Field Operations Division (FOD), Criminal Investigations Division (CID), Neighborhood Enhancement Team (NET) Commanders, and Information Technology Unit and brings her unique skill set as an analyst and policing subject matter expertise. Moreover, Dr. Lee -Silcox will bring best practices through scholarly research to the table and for the past three years, she is a regular participant in internal FOD, CID, and regional meetings with state and federal partners. If your agency has received an award in the last five years, please answer the following questions. 3. Describe the results of your most recent Single Audit. Examples include: Findings, Questioned Costs, Deficiencies, Weaknesses The City of Miami's most recent Single Audit is for FY 2020. There were no material weaknesses noted in the report or the opinion; and no significant deficiencies were identified. There were zero number of findings and $0 in questioned costs. There was no "Noncompliance material to financial statements noted. The report qualified the City of Miami as a "low -risk auditee." 4. Describe the results of your two previous years' audits. Examples include: No complaints, recommendations only, findings of noncompliance Single Audit FY 2019: There were no material weaknesses noted in the report or the opinion; and no significant deficiencies were identified. There were zero number of findings and $0 in questioned costs. There was no "Noncompliance material to financial statements noted. The report qualified the City of Miami as a "low -risk auditee." The prior year single audit disclosed no finding in the "Schedule of Findings and Questioned Costs" and no uncorrected or unresolved findings exist from the prior audit's "Summary Schedule of Prior Audit Findings." Single Audit FY 2018: There were no material weaknesses noted in the report or the opinion; and no significant deficiencies were identified. There were zero number of findings and $0 in questioned costs. There was no "Noncompliance material to financial statements noted. The report qualified the City of Miami as a "low -risk auditee." Support for Local Law Enforcement Agencies FY21 FIBRS Implementation Assistance Program, Second Opportunity Appendix A November 2021 FY2021 FIBRS Im • lementation Assistance Ap • lication 5. In the past two years, has your agency received a grant extension? V Yes No If yes, please describe the circumstances. Yes, the City of Miami Police Department (MPD) did request some extensions for unforeseen related issues with a delay in receiving a permit and Covid-19 related issues that delayed some of our other grant projects. 6. In the past two years, has your agency met all previous award program objectives? Yes ✓ No If no, please describe the circumstances. The City of Miami Police Department (MPD) has met all previous awarded program objectives and successful complete the projects, with the exception of the FY 2020 FIBRS grant project due to unforeseen issues with the implementation of the system upgrades. The timeline for MPD's transition to NIBRS and FIBRS compliance was based on the police department's ability to go live with the new version of PremierOne. However, external circumstances occurred that delayed the transition process and the project was not able to be completed as originally stated. FIBRS requirements from FDLE were provided at end of 2020, although the project period started a few months before. Around February/March 2021, Motorola advised that an update to our system would be required to report FIBRS per the requirements received from FDLE. Then MPD initiated the process to start the update by May 2021. Due to logistics issues from the global chip shortage in 2020-2021, shipping was delayed. The actual hardware was delayed until late August 2021. Therefore, this pushed back testing beyond the required grant period. 7. Does your agency have any outstanding conditions from previous awards? ✓ Yes No If yes, please describe the circumstances. The City of Miami Police Department (MPD) fulfilled all the outstanding conditions from previous awards, except for last year's FIBRS grant program due to unforeseen issues with the implementation of the system upgrades. Support for Local Law Enforcement Agencies FY21 FIBRS Implementation Assistance Program, Second Opportunity Appendix A November 2021 Scored By: Applicant: FY2021 FIBRS Subgrant Scoresheet Amount Requested: Total Score: General Application (A "no" response, places application in rejection pool.) Points Application packet and budget detail worksheet were received before the deadline 2 Risk Assessment was received before the deadline 2 TOTAL 4 Priority Points Applicant currently not submitting FIBRS incident -based data 10 Application is for more than one agency (includes partnerships or contracted agencies) 10 Applicant indicates transition to new Statewide Records Management System (SWRMS) 5 TOTAL 25 Overview & Problem Identification Points A recipient agency name is provided 2 The amount requested is consistent with the total on the budget detail worksheet 2 Clearly describes current capabilities for submitting incident -based reporting 2 Clearly describes plan to implement incident -based reporting 2 • Does plan include a list of activities & milestones? 2 • Does plan include timeline with deliverable dates within defined project period? 2 • Does plan include testing transactions with FDLE? 2 Clearly describes possible obstacles and constraints and a plan to overcome them 2 TOTAL 16 Scope of Work Points Budget narrative clearly describes every funding activity listed in the Budget Detail Worksheet 5 Budget narrative provides specific detail outlining the relevancy of each expenditure 5 Provides a clear spend plan for procurement contract deliverables 5 TOTAL 15 Performance Points Applicant acknowledges the monthly performance reporting requirements 5 TOTAL 5 Grant Contacts and Officials Points Contact information for Subgrant Chief Official, Subgrant Chief Financial Officer, Project Director, and Application Manager is provided 10 TOTAL 10 Budget Detail Worksheet Points Applicant information is correctly filled out and consistent with the information in the application narrative 10 All budget line items clearly tied to eligible activities provided in the solicitation 15 TOTAL 25 Support for Local Law Enforcement Agencies FY21 FIBRS Implementation Assistance Program, Second Opportunity Appendix B November 2021 _ � Department of Financial Services _ y- Division of Accounting and Auditing --- Bureau of Auditing FLORIDA SINGLE AUDIT ACT CHECKLIST FOR NONSTATE ORGANIZATIONS - RECIPIENT/SUBRECIPIENT VS. VENDOR DETERMINATION Ffu1ab1ej0rm. Click in the applicable Word table cells (shaded areas) to enter the requested information. State agencies must use the Florida Single Audit Act State Project Determination Checklist (Form DFS- A2-PD) to evaluate the applicability of the Florida Single Audit Act (FSAA) to a state program (i.e., the program is a state project as defined in section 215.97(2), Florida Statutes (F.S.)). If the state agency has not completed the required Form DFS-A2-PD, complete it before beginning the recipient/subrecipient vs. vendor determination for the nonstate organization. For each nonstate organization receiving state project resources, the state agencies, recipients, and subrecipients disbursing such resources must complete this Florida Single Audit Act Checklist for Nonstate Organizations - Recipient/Subrecipient vs. Vendor Determination (Checklist). Completion of this Checklist assists state agencies, recipients, and subrecipients in evaluating the applicability of the FSAA to the nonstate organization and in determining whether the nonstate organization is a recipient or subrecipient or a vendor. When a recipient or subrecipient relationship is determined to exist, state agencies, recipients, and subrecipients must include in the document that establishes the recipient or subrecipient relationship with the nonstate entity the applicable audit requirements referenced in Audit Requirements for Awards of State and Federal Financial Assistance, Form DFS-A2-CL, including Exhibit 1. State agency program personnel are responsible for notifying the state agency's finance and accounting office of awards to nonstate entities. Disbursements of state financial assistance to those nonstate entities must be coded in the Florida Accounting and Information Resource (FLAIR) system as object code 7510. Name of Nonstate Organization r • • • Type of Nonstate Organization Enter type as nonprofit, for -profit, or local government. If the nonstate organization is a local government, indicate the type of local government (e.g., municipality, county commission, constitutional officer, water management district). Awarding Agency Title of State Project Catalog of State Financial Assistance (CSFA) No. Contract, Grant, or Agreement No. L DFS-A2-NS Page -1- Rev. 11/18 Rule 69I-5.006, F.A.C. FLORIDA SINGLE AUDIT ACT CHECKLIST FOR NONSTATE ORGANIZATIONS - RECIPIENT/SUBRECIPIENT VS. VENDOR DETERMINATION Part A - Relationship and Applicability of the FSAA For each state project identified for inclusion in the CSFA, analyze the state agency's relationship with each nonstate organization receiving program resources to determine the applicability of the FSAA. Yes I No Enter 'X"for all that apply. • • • • • 1. Is the nonstate organization a district school board; charter school; Florida College System institution or state university as defined in section 1000.21, F.S.; a governmental body outside I the state of Florida; or a federal agency? 2. Is the relationship with the nonstate organization only to procure commodities (as defined in section 287.012(5), F.S.)? • . • . • • • 1 3. Does the relationship with the nonstate organization consist of only federal resources, state matching resources, or local matching resources for federal programs? 4. Does the relationship with the nonstate organization consist of only state maintenance of effort (MOE) resources that meet all the following criteria (Questions A through C)? MOE refers to the federal maintenance of effort or level of effort requirements as discussed in 2 CFR 200 §306 and Appendix XI, Section 3.1-G. A. The federal regulation specifies the requirements for the use of the state MOE resources and there are no additional state requirements? • B. The contract(s) contains language to identify the state MOE resources and the associated federal program? ' C. The audit requirements of 2 CFR 200 §501 apply to the state MOE resources and the contract(s) stipulates that the resources must be tested in a 2 CFR §200.501 audit in accordance with federal program requirements? If any of the answers to Part A, Questions 1 through 4, above is Yes, the FSAA is not applicable to this nonstate organization based on the state agency's relationship with the nonstate organization. However, agency responsibilities pursuant to section 215.971, F.S., and other guidelines for the management of contracts and agreements with the nonstate organization should be further evaluated by completing the recipient/subrecipient vs. vendor relationship analysis in Part B. DFS-A2-NS Page -2- Rev. 11/18 Rule 69I-5.006, F.A.C. FLORIDA SINGLE AUDIT ACT CHECKLIST FOR NONSTATE ORGANIZATIONS - RECIPIENT/SUBRECIPIENT VS. VENDOR DETERMINATION Part B - Recipient/Subrecipient vs. Vendor Relationship Analysis For each state project identified for inclusion in the CSFA, analyze each nonstate organization receiving program resources to determine whether there is a recipient/subrecipient or vendor relationship. Yes No Enter `X" for all that apply. 1. Does state law or legislative appropriation, including proviso, direct the nonstate organization to carry out this state project? i 2. Is the nonstate organization required to provide matching resources not related to a federal program? 3. To receive state resources, is the nonstate organization required to comply with specified state project requirements? (State project requirements include laws, rules, or guidelines specific to the state project such as eligibility guidelines, specified types of jobs to be created, donation of specified assets, etc. Specified state project requirements do not include procurement standards, general guidelines, or general laws and rules.) 4. Is the nonstate organization required to make state project decisions which the state agency would otherwise make (e.g., determine eligibility, provide case management)? S. Is the nonstate organization's performance measured against whether state project objectives are met (e.g., number of jobs to be created, number of patients to be seen, number of disadvantaged citizens to be transported)? The nonstate organization's performance measures may or may not be related to state performance -based budgeting. If any of the answers to Part B, Questions 1 through 5, above is Yes, there is a recipient/subrecipient relationship and the state agency must comply with section 215.971, F.S., and other guidelines for the management of contracts and agreements with the nonstate organization. Also, the nonstate organization is a nonstate entity subject to the FSAA, unless the FSAA has been determined as not applicable in Part A above. If all the answers to Part B, Questions 1 through 5, above are No, the nonstate organization is a vendor and is not subject to the FSAA. Characteristics indicative of a procurement relationship between the state agency and a vendor are when the nonstate organization: (a) provides the goods and services within normal business operations; (b) provides similar goods or services to many different purchasers; (c) normally operates in a competitive environment; (d) provides goods or services that are ancillary to the operation of the state project; and (e) is not subject to compliance requirements of the state project as a result of the contract or agreement, though similar requirements may apply for other reasons. DFS-A2-NS Page -3- Rev. 11/18 Rule 69I-5.006, F.A.C. FLORIDA SINGLE AUDIT ACT RECIPIENT/SUBRECIPIENT Part C - Conclusion Based on analysis of the responses in Parts program personnel, state your conclusion the FSAA to, the nonstate organization. Name of Nonstate Organization 1 CHECKLIST FOR NONSTATE ORGANIZATIONS - VS. VENDOR DETERMINATION A and B above, and through discussions with state regarding the relationship with, and the applicability of 3 Enter "X" to indicate the Recipient/Subrecipient vs. Vendor Relationship and Applicability of the FSAA. Recipient/Subrecipient: FSAA Applicable 1 Vendor: FSAA Not Applicable 1 Comments Name • • • Phone I • • Title Email 1 Signature Date For questions regarding the evaluation of a nonstate organization or if it has been determined that the nonstate organization is a recipient or subrecipient subject to the FSAA and a CSFA number has not been assigned, contact your FSAA state agency liaison or the Department of Financial Services, Bureau of Auditing, at FSAA@MyFloridaCFO.com or (850) 413-3060. Note: Rule Chapter 691-5, Florida Administrative Code (F.A.C), State Financial Assistance, incorporates this form as well as the regulations cited therein by reference in Rule 691-5.006, F.A.C. Rule 691-5.001, F.A.C., incorporates 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, including Subpart F - Audit Requirements, 2018 Edition, and its related Appendix XI, Compliance Supplement, April 2017 and April 2018. The form and regulations can be accessed via the Department of Financial Services' website at https://appsfldfs.com/fsaa/. DFS-A2-NS Page -4- Rev. 11/18 Rule 69I-5.006, F.A.C. FILE Florida Department of Law Enforcement Richard L Swearingen Commissioner February 9, 2022 Mr. Manny Morales Interim Chief of Police Miami Police Department 400 NW 2nd Avenue Miami, Florida 33128 Re: 2021-FBSFA-F2-047 Dear Mr. Morales: Criminal Justice information Services Post Office Box 1489 Tallahassee, Florida 32302-1489 (850) 410-7100 w.,^r.;fdle,state.fl.us Ron DeSantis, Governor Ashley Moody, Attorney Genexrai Jimmy Patronis, Chief Financial Officer Nikki Fried, Commissioner of Agriculture The Florida Department of Law Enforcement (FDLE) is pleased to award the City of Miami a grant for State Financial Assistance in the amount of $213,084.00 for the project entitled, Florida Incident -Based Reporting System (FIBRS) Implementation. This award is approved for a single non -recurring grant. Funding is allocated for the state fiscal year 2021- 2022, with the grant period beginning July 1, 2021 and ending June 30, 2022. The amount awarded will only fund the categories and items outlined in the Grant Award. A copy of the approved award with the grant number, standard conditions, the financial claim report template, and the performance report template will be forthcoming in the coming weeks. Information from grant awards and performance reports are provided to the Legislature and Governor's Office, as well as to the Department of Financial Services (DFS) via the Florida Accountability Contract Tracking System (FACTS). The grant agreement, all corresponding information, and a copy of the grant document is provided to FACTS to meet requirements under Chapter 2013-54 and 2013-154 Laws of Florida. Please be aware, in the event your agency's submission contains confidential and/or exempt information prohibited from public dissemination under Florida's Public Records Law, Chapter 119, Florida Statutes, your organization bears the responsibility for applying proper redactions. Otherwise, any and all records submitted may be released without redactions. Should your agency opt to decline the grant award, in whole or in part, notification should be made to the Criminal Justice Information Services (CJIS) Deputy Director on agency letterhead. The notification should be emailed to CJISFundingifdie.state.fl.us no later than March 1, 2022. We look forward to working with you on this project. Please contact Rebecca Gardner at (850) 410-7100 if you have any questions or we can be of further assistance. Kristi Gordon Deputy Director KG/rg cc: Mr. Arthur Noriega V., City Manager, City of Miami Service • Integrity • Respect • Quality FILE Honda Department of Law Enforcement Richard L Swearingen Commissioner February 9, 2022 Mr. Arthur Noriega V. City Manager City of Miami 3500 Pan American Drive Miami, Florida 33133 Re: 2021-FBSFA-F2-047 Dear Mr. Noriega: Criminal Justice Information Services Post Office Box 1489 Tallahassee, Honda 32302-1489 f850) 410-7100 www,fclle.state tl.us Ron DeSantis, Governor Ashley Moody, Attorney General Jimmy Patrons, Chief Financial Officer Nikki Fried, Commissioner of Agriculture The Florida Department of Law Enforcement (FDLE) is pleased to award the City of Miami a grant for State Financial Assistance in the amount of $213,084.00 for the project entitled, Florida Incident -Based Reporting System (FIBRS) Implementation. This award is approved for a single non -recurring grant. Funding is allocated for the state fiscal year 2021- 2022, with the grant period beginning July 1, 2021 and ending June 30, 2022. The amount awarded will only fund the categories and items outlined in the Grant Award. A copy of the approved award with the grant number, standard conditions, the financial claim report template, and the performance report template will be forthcoming in the coming weeks. Information from grant awards and performance reports are provided to the Legislature and Governor's Office, as well as to the Department of Financial Services (DFS) via the Florida Accountability Contract Tracking System (FACTS). The grant agreement, all corresponding information, and a copy of the grant document is provided to FACTS to meet requirements under Chapter 2013-54 and 2013-154 Laws of Florida. Please be aware, in the event your agency's submission contains confidential and/or exempt information prohibited from public dissemination under Florida's Public Records Law, Chapter 119, Florida Statutes, your organization bears the responsibility for applying proper redactions. Otherwise, any and all records submitted may be released without redactions. Should your agency opt to decline the grant award, in whole or in part, notification should be made to the Criminal Justice Information Services (CJIS) Deputy Director on agency letterhead. The notification should be emailed to rCJISFundingPfdle.state.fi.us no later than March 1, 2022. We look forward to working with you on this project. Please contact Rebecca Gardner at (850) 410-7100 if you have any questions or we can be of further assistance. Sincerely, Kristi Gordon Deputy Director KGlrg cc: Mr. Manny Morales, Interim Chief of Police, Miami Police Department Service • Integrity • Respect • Quality Florida Department of Law Enforcement FIBRS IMPLEMENTATION ASSISTANCE PROGRAM: SUPPORT FOR LOCAL LAW ENFORCEMENT AGENCIES PERFORMANCE REPORT Recipient shall provide monthly Performance Reports to the Department attesting to the progress towards deliverables and to validate the required minimum acceptable level of service performed. Performance Reports are due 15 days after the end of each reporting period. Information provided by the Recipient will be used by the Department for processing payments, verifying deliverables, and to compile reports on project progress to the Legislature and Executive Office of the Governor. Recipient Organization: Grant Number: Reporting Period: Describe work completed this reporting period to include activities, outputs, performance data, outcomes and results: Examples include amount of funding spent on each activity, number of overtime hours worked, list of equipment and/or supplies purchased with this funding, amount of test transactions submitted, number of trainings completed, etc. during the reporting period Describe the status of each deliverable in the scope of work: Describe project barriers or delays and how they will impact the successful completion of the project: FY2021 — 2022 Fiscal Year 2021-2022 FIBRS Implementation Assistance Program, Second Opportunity: Support for Local Law Enforcement Agencies Attachment I Part II: Problem Identification 1. Describe your agency's current capabilities to submit incident -based reporting. The City of Miami Police Department (MPD) is in the process of changing its methodology of reporting crime from its previous reporting process, Uniform Crime Reporting (UCR) Program, to the new national industry standard, National Incident -Based Reporting System (NIBRS) and FIBRS. MPD currently uses Motorola PremierOne Records Management System (RMS) version 4.4 which only reports UCR data. In order to be FIBRS- compliant, the 4.6 version of the RMS system is required. MPD already initiated the transition to the 4.6 version and contracted Motorola Solutions Inc. as the software provider. Motorola has completed their end of acceptance testing. Thus far, MPD installed updated servers for FIBRS reporting and is conducting their part of the acceptance testing to verify Motorola's testing outcomes. The servers host the application to update MPD's entire records system, including updates to CAD and RMS systems. MPD police officers will be the ones to enter the data into the FIBRS-compliant reporting system. The reporting software has the ability to ensure the correct data is being entered into the correct field. The Records Unit will then review the reports for completeness and is responsible for submitting the data monthly. However, MPD patrol cars are underequipped and have several outdated devices, such as laptops, that are beyond end -of -life, and cannot handle the necessary updates to run the software needed to transition to FIBRS. If we had the correct mobile hardware, MPD would have the capability of being FIBRS compliant once all acceptance testing is completed. Therefore, MPD is requesting $213,084 in funding for 108 Patrol Car Console Solutions (Consoles) and the installation of this equipment into their cars. The Consoles include DeX Touch Screens, Keyboards and Mounting Kits. The Consoles will act as a mobile hardware system with the capability to support the 4.6 version of the RMS system. The Patrol Car Consoles will work with smartphones and give them DEX capabilities which transforms the interface on the smartphones into something closer to a Windows PC or Mac desktop. Officers will be able to connect to their productivity software using two factor authentications. These vehicle specific consoles attach directly to or replace existing console mounts for easy installation. The Patrol Car Console Solutions will help MPD get to a place where older, end -of life machinery that will not easily support the transition, will be eliminated and allow us to utilize newer laptops in conjunction with the DeX system to get FIBRS compliant. MPD has acquired 423 Consoles via other grant funding. With the additional 108 Consoles, MPD will be able to equip 531 patrol cars with FIBRS- compliant hardware and software. At a minimum, the City of Miami Police Department will meet the FDLE technical specifications for the FIBRS Project that will require local agencies to demonstrate that their RMS is capable of submitting data for FIBRS, Use -of -Force, and the Florida specific data elements. 2. Briefly describe your agency's transition plan for incident -based reporting. Include planned activities, milestones, deliverables, and timeline. Motorola completed acceptance testing on their part, making sure functionality works as it should before updating to the new 4.6 version. MPD is now doing its part of acceptance testing to verify the Vendor's (Motorola) testing outcomes. Acceptance testing must be completed before the Patrol Console Solutions can be installed. While the testing will not be supported by FDLE funding, it is included in the timeline, as it is an integral part of MPD's transition plan to FIBRS incident -based reporting. 11/30/2021-12/31/2021 Milestone: Completion of acceptance testing of PremierOne CAD 4.5/Records 4.6 Upgrade ■ Acceptance Testing of CAD 4.5 ■ Acceptance Testing of CAD Mobile 4.5 / CAD Mobile 4.3 Compatibility ■ Acceptance Testing of Records 4.6 ■ Acceptance Testing of Mobile Records 4.6 ■ Acceptance Testing of FDLE Interfaces (FCIC/NCIC Queries) ■ Acceptance Testing of Miami Dade County Interfaces (Dade Queries) ■ Acceptance Testing of TRACS interfaces (Accident and Citation Ingest) Deliverable: Confirmed completion of acceptance testing and scheduling of Go Live. 01/01/2022 - 03/31/2022 Milestone: Contract approval by Miami Board of Commissioners. Deliverable: Executed award contract with FDLE. 3/30/2022-6/30/2022 Milestone: Upgrade to Premier One CAD 4.5 and Records 4.6 and validate the upload of FIBRS Data. (Dependent on completion of upgrade and availability of Motorola.) Deliverable: Department is running on new version of Premier One. 04/01/2022-6/30/2022 Milestone: Installation of Patrol Console Solutions and deployment of smartphones compatible with consoles. Deliverable: MPD reporting is FIBRS-compliant. Part III: Scope of Work 3. Equipment Yes 0 No Amount Allocated: $213,084 If yes, explain correlation to incident -based reporting. The Patrol Console Solutions will allow the end users to use the PremierOne RMS version 4.6 which is required to report FIBRS. The DeX touchscreens, keyboards and mounting kits are necessary to give full functionality to the Consoles and smartphones officers will be equipped with to provide full conferencing/reporting capabilities. Versatile functionality is built into the design of the touchscreens, such as an integrated USB port allowing easy access for software updates. Keyboards come with a rugged, compact design for long-term use, with internal Bluetooth and can be turned into a wired USB keyboard when necessary. Mounting kits have a hinged arm design which allows for quick access to vital equipment. Installation includes removal of the current laptop mounting systems and installation of the DeX hardware. The City of Miami will utilize the existing vendor for the previous acquisition of the Patrol Console Solutions or will procure a new vendor as applicable and in compliance with State and City procurement regulations. FY21 FIBRS Implementation Assistance Program Application Budget Detail Worksheet Tab #5 - Equipment Item Description Number of Items Unit Cost Total Cost EXAMPLE: Upgrade servers to support FIBRS implementation 2 $ 10,000.00 $20,000.00 DeX Touch Screens 108 $700.00 $75,600.00 DeX Backlit Keyboards 108 $300.00 $32,400.00 DeX Mounting Kits 108 $673.00 $72,684.00 DeX Installation 108 $300.00 $32,400.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Equipment $213,084.00 State Financial Assistance Grant Expenditure Report for Payment Program Name: Grant #: Recipient Organization: FEID Number: Reporting Period: Address: Claim Report Number: BUDGET CATEGORY CATEGORY TOTAL Overtime Travel Equipment (OCO) Supplies Procurement Contracts/Consultants Other Costs Total Claim Amount I hereby certify that the above costs are true and valid costs incurred in accordance with the agreement and do not exceed the annual cost limitations. Date: Signed: Participating Agency Chief Official Printed Name Chief Official DETAIL OF OVERTIME Recipient: Grant #: Reporting Period: Claim #: Applicant Name Hourly Rate Date and Number of Overtime hours worked on project Date paid Check number Total charged to project TOTAL Overtime: $ DETAIL OF TRAVEL Recipient: Grant #: Reporting Period: Claim #: Dates of travel Employee name or ID and title Travel performed from point of origin to destination Purpose of travel (i.e. training, case Hours of departure & Conference cost Meals Per Diem or hotel Mileage claimed Total charged to project (total miles x TOTAL Travel: $ DETAIL OF EQUIPMENT (Capital Outlay) Recipient: Grant #: Reporting Period: Claim #: Applies to Deliverable # Vendor name Description of item to include quantity and price Date paid Check number Total charged to project TOTAL Equipment: $ DETAIL OF EXPENSES (Supplies) Recipient: Grant #: Reporting Period: Claim #: Applies to Deliverable # Vendor name Description of item to include quantity and price Date paid Check number Total charged to project TOTAL Expenses: $ DETAIL OF PROCUREMENT CONTRACTS & CONSULTANTS Recipient: Grant # Reporting Period: Claim #: Applies to Deliverable # Vendor name Description of item or service to include dates of service, quantity and price Date paid Check number Total amount charged to project TOTAL Contractual Services & Subcontracts: DETAIL OF OTHER COSTS Recipient: Grant #: Reporting Period: Claim #: Applies to Deliverable # Vendor name Description of item to include quantity and price Date paid Check number Total amount charged to project TOTAL OTHER COSTS: