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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #15350 Date: 01/08/2024 Commission Meeting Date: 02/22/2024 Requesting Department: Department of Fire - Rescue Sponsored By: District Impacted: All Type: Resolution Subject: Special Revenue Project - UASI Grant Program FY 2023 Purpose of Item: Resolution to establish a Special Revenue Project entitled "Urban Area Security Initiative ("UASI") Grant Program FY 2023", appropriating funds in the amount of $13,802,313.00 received from the Department of Homeland Security, through the State of Florida, and authorizing the City Manager to execute Memoranda of Agreements with contiguous partners, outlining their responsibilities in connection with their support of the UASI Project administered by the Department of Fire -Rescue (Fire"). Further authorizing the City Manager to approve the creation and subsequent hiring of 2 civilian administrative personnel to assist Fire with managing the UASI Grant Program. Background of Item: The Department of Fire -Rescue ("Fire"), through its Division of Emergency Management ("DEM"), serves as the lead agency of the Miami Region, from Monroe to Palm Beach Counties, for the Department of Homeland Security's Urban Area Security Initiative ("UASI") Grant Program ("Program"). The Department of Homeland Security ("DHS"), through the State of Florida, Division of Emergency Management, has sub -granted the Program for fiscal year 2023 to the City of Miami and over twenty (20) other contiguous partner agencies ("Partners") in the amount of $13,802,313.00, which targets DHS funding to "high threat" urban areas in order to prevent, respond to, and recover from threats or acts of terrorism and other disasters of natural or man-made origin. These funds will be used, as stipulated by the grant, for the purchase of specialized equipment, to conduct exercises, training, and administrative services, and for the development of the Urban Area Homeland Security Strategy, and other planning activities, needed to ensure a successful program. Additionally, to effectively manage the Program and ensure that both the City of Miami and its Partners maintain compliance with the Program's strict grant requirements to not put the grant at risk, DEM intends to add two (2) administrative support personnel whose salaries and wages shall be 100% funded by said Program. Lastly, the City Commission authorizes the City Manager to execute Memoranda of Agreements with the following Partners: Broward County Emergency Management, Broward County Sheriffs Office, the City of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City of Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of Pembroke Pines, the City of Sunrise, Miami -Dade County (Fire, Police and Emergency Management), Monroe County (Fire, Police and Emergency Management), Palm Beach County Emergency Management, Palm Beach County Sheriff's Office, the Village of Key Biscayne, and regional projects shared across the entire region that include the members listed above as well as Florida Department of Law Enforcement, setting forth the parties' responsibilities in connection with the development and support of the Program. Budget Impact Analysis Item is Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: Total Fiscal Impact: $13,927,468.47 Start Up Capital Cost: $13,802,313.00 Special Revenue Account No: 11100.189000.431000.0000.00000 (Grant) 11100.189000.512000.0000.00000 (Salaries) 11100.189000.521000.0000.00000 (FICA) Department of Fire -Rescue Department of Fire -Rescue Department of Fire -Rescue Office of Management and Budget Office of Management and Budget City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Office of the City Clerk Ty McGann Johnny Duran Eloy Garcia Pedro Lacret Marie Gouin Arthur Noriega V Valentin J Alvarez Juan Carlos Perez Victoria Mendez Nicole Ewan Mayor's Office City Clerk's Office City Clerk's Office Reviewed B Fire Department Review Fire Budget Review Fire Chief Review Budget Analyst Review Budget Review City Manager Review Legislative Division Review ACA Review Approved Form and Correctness Meeting Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Unsigned by the Mayor Completed Signed and Attested by the City Clerk Completed Rendered Completed 01/08/2024 1:02 PM 01/08/2024 1:26 PM 01/09/2024 7:21 AM 01/09/2024 11:21 AM 01/16/2024 7:30 PM 01/16/2024 7:31 PM 01/16/2024 7:47 PM 02/06/2024 6:36 PM 02/07/2024 9:45 AM 02/22/2024 9:00 AM 03/01/2024 6:02 PM 03/01/2024 6:20 PM 03/04/2024 8:43 AM City of Miami Legislation Resolution Enactment Number: R-24-0071 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 15350 Final Action Date:2/22/2024 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A NEW SPECIAL REVENUE PROJECT TITLED "URBAN AREA SECURITY INITIATIVE ("UASI") GRANT PROGRAM FISCAL YEAR 2023"; APPROPRIATING FUNDS FOR THE OPERATION OF THE SAME BY THE CITY OF MIAMI ("CITY") DEPARTMENT OF FIRE -RESCUE ("FIRE"), IN THE AMOUNT OF $13,802,313.00, CONSISTING OF A GRANT AWARD FROM THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY ("DHS") THROUGH THE STATE OF FLORIDA'S DIVISION OF EMERGENCY MANAGEMENT ("FDEM"); AUTHORIZING THE CITY MANAGER TO ACCEPT THE GRANT AWARD AND EXECUTE THE SUBGRANT AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER NECESSARY DOCUMENTS, IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, IN ORDER TO IMPLEMENT THE ACCEPTANCE OF AND COMPLIANCE WITH THE GRANT AWARD; AUTHORIZING THE CITY MANAGER TO EXTEND THE FISCAL YEAR 2023 UASI GRANT PROGRAM, AS NECESSARY AND TO EXECUTE ANY AND ALL OTHER RELATED MODIFICATIONS, AMENDMENTS, AND EXTENSIONS ON ALL MATTERS, EXCEPT THOSE DEALING WITH FUNDING CHANGES; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY EXPENSES PURSUANT TO THE UASI GRANT GUIDELINES; AUTHORIZING THE CITY MANAGER TO EXECUTE MEMORANDA OF AGREEMENT(S) WITH ITS CONTIGUOUS PARTNERS SETTING FORTH THE PARTIES' RESPONSIBILITIES IN CONNECTION WITH THE DEVELOPMENT AND SUPPORT OF THE UASI PROJECT ADMINISTERED BY CITY'S FIRE CONTINGENT UPON FUNDING OF THE PROJECT BEING SECURED; AUTHORIZING THE CITY MANAGER TO APPROVE THE CREATION AND SUBSEQUENT HIRING OF ONE (1) GRANT FUNDED SENIOR BUDGET AND FINANCIAL SUPPORT ADVISOR AND ONE (1) GRANT FUNDED SPECIAL PROJECTS ASSISTANT IN FIRE, AS REQUIRED PURSUANT TO RESOLUTION NO. R-23-0448 ADOPTED DECEMBER 11, 2023, AND SUBJECT TO THE LIMITATIONS AND REQUIREMENTS SET FORTH IN RESOLUTION NO. R-22- 0230; FURTHER AUTHORIZING THE CITY MANAGER TO MAKE ANY NECESSARY CHANGES TO ADJUST, AMEND, AND APPROPRIATE THE FISCAL YEAR 2023-2024 OPERATING BUDGET, FIVE-YEAR FINANCIAL PLAN, STRATEGIC PLAN, AND MULTI -YEAR CAPITAL PLAN REGARDING CITY SERVICES AND RESOURCES AS NECESSARY, LEGALLY ALLOWED, AND APPLICABLE IN ORDER TO CREATE SAID POSITIONS FOR FIRE; RATIFYING, APPROVING, AND CONFIRMING CERTAIN NECESSARY ACTIONS OF THE CITY MANAGER AND DESIGNATED CITY DEPARTMENTS TO UPDATE THE RELEVANT FINANCIAL CONTROLS, PROJECT CLOSE-OUTS, ACCOUNTING ENTRIES, AND COMPUTER SYSTEMS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the United States Department of Homeland Security ("DHS") is authorized, pursuant to the Emergency Wartime Supplemental Appropriations Act of 2003, to provide funds to states for subsequent distribution to selected urban areas to address the unique equipment, training, planning, exercise, and operational needs for large urban areas and to assist states in building an enhanced and sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism; and WHEREAS, the DHS, through the State of Florida's Division of Emergency Management ("FDEM"), approved the City of Miami ("City") Department of Fire -Rescue ("Fire") to receive a subgrant award for the Urban Area Security Initiative ("UASI") Grant Program ("Program") for Fiscal Year ("FY") 2023, in the amount of $13,802,313.00 ("Grant"); and WHEREAS, as the lead agency, the Fire is responsible for the overall administration of the Program which includes over twenty (20) other contiguous partner agencies ("Partners"); and WHEREAS, Fire will use the Grant to continue to address the unique equipment, training, planning, exercise, and operational needs of the City and its Partners and continue to build an enhanced and sustainable operations capacity to prevent, respond to, and recover from threats or acts of terrorism ("Project"); and WHEREAS, in accordance with the FY 2023 Program, the attached Memoranda of Agreements ("MOAs") with the Partners of the City, including Broward County Emergency Management, Broward County Sheriff's Office, the City of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City of Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of Pembroke Pines, the City of Sunrise, Miami -Dade County (Fire, Police and Emergency Management), Monroe County (Fire, Police and Emergency Management), Palm Beach County Emergency Management, Palm Beach County Sheriff's Office, the Village of Key Biscayne, and the Florida Department of Law Enforcement (collectively "Contiguous Partners"), will set forth the Partners' necessary guidelines and responsibilities in connection with the coordination, development and support of the FY 2023 UASI Program administered by Fire and will permit the City to reimburse its Partners for their eligible expenditures that are compliant with the Project and subject to available funding from the Grant; and WHEREAS, over recent years, the administration of the Grant awarded to the Program has more than doubled without any increase in Fire's staffing; and WHEREAS, Fire is in need of administrative support personnel to effectively manage the Program and ensure that both the City and its Contiguous Partners maintain compliance with the Program's strict requirements and obligations pursuant to the subgrant agreement; and WHEREAS, on September 23, 2021, the City Commission adopted Resolution No. R- 21-0402 approving the General Fund Budget for the City for the Fiscal Year beginning October 1, 2021, and ending September 30, 2022 ("Fiscal Year 2021-22") in the amount of $877,301,000 and the total Budget for all non -capital funds in the amount of $1,368,052,000 (collectively, "Adopted Budget"); and WHEREAS, on October 1, 2021, pursuant to Resolution No. R-21-0408, the City Commission modified and amended the City's Adopted Budget and the Capital Plan for Fiscal Year 2021-22 as follows: (i) notwithstanding the language in Resolution No. R-21-0402, including but not limited to the language in Section 16 of Resolution No. R-21-0402, in order for the creation of or change in temporary or permanent positions in Fire to be effective, the City Commission must first confirm the creation or change of such positions by an affirmative vote, and (ii) requiring that, notwithstanding anything in Resolution No. R-21-0402 or the Capital Plan to the contrary, an affirmative vote of the City Commission is required prior to any and all movements of monies that are different from the line item -budgets' approved amounts as adopted on September 13, 2021 for the Capital Plan and as adopted on September 23, 2021 for Resolution No. R-21-0402, for the departmental budgets of Fire; and WHEREAS, pursuant to the City Commission's directives in Resolution No. R-23-0448, adopted December 11, 2023, and the limitations and requirements set forth in City Commission Resolution No. R-22-0230, Fire seeks approval to create and subsequently hire two (2) new civilian positions consisting of one (1) Grant Funded Senior Budget and Financial Support Advisor and one (1) Grant Funded Special Projects Assistant ("Positions") to better assist Fire with the administration of current and future grants awarded by the Program; and WHEREAS, the salaries and wages of the Positions shall be completely funded by the Program; and WHEREAS, it is in the best interests of the City to authorize the City Manager to make any and all necessary changes to adjust, amend, and appropriate the City's Operating Budget, Five -Year Financial Plan, Strategic Plan, and Capital Plan regarding City services and resources as necessary, legally allowed, and applicable in order to create and hire the Positions; and WHEREAS, it is also in the best interests of the City to ratify, approve, and confirm certain necessary actions of the City Manager and designated City departments to update the relevant financial controls, project close-outs, accounting entries, and computer systems; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The following new Special Revenue Project is established, and resources are appropriated as described below: FUND TITLE: Urban Area Security Initiative ("UASI") Grant Program Fiscal Year 2023 RESOURCES: Department of Homeland Security ("DHS") $13,802,313.00 through the State of Florida Division of Emergency Management ("FDEM") APPROPRIATIONS: $13,802,313.00 Section 3. The City Manager is authorized' to accept the Grant, to execute the subgrant agreement, in substantially the attached form, for the Project and authorized' to negotiate and execute any and all other necessary documents, all in forms acceptable to the City Attorney, in order to implement the acceptance of and compliance with the Grant. Section 4. The City Manager is further authorized' to extend the FY 2023 Program, as necessary and to execute MOA with the Contiguous Partners for the purpose of setting forth the Partners' responsibilities in connection with the development and support of the FY 2023 Program administered by Fire, contingent upon funding of the Project being secured. Section 5. The City Manager is authorized' to approve the creation and subsequent hiring of two (2) new civilian positions in Fire consisting of one (1) Grant Funded Senior Budget and Financial Support Advisor and one (1) Grant Funded Special Projects Assistant, as required pursuant to Resolution No. R-23-0448 adopted December 11, 2023, and subject to the limitations and requirements set forth in Resolution No. R-22-0230. Section 6. The City Manager is authorized' to make any necessary changes to adjust, amend, and appropriate to the Fiscal Year 2023-24 operating budget, five-year financial plan, strategic plan, and multi -year capital plan regarding City services and resources as necessary, legally allowed, and applicable in order to create and hire said positions for Fire. Section 7. Certain necessary actions by the City Manager and the designated City departments to update the relevant financial controls, project close-outs, accounting entries, and computer systems are hereby ratified, approved, and confirmed. Section 8. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, ity Attor ey 2/7/2024 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to those prescribed by applicable City Charter and City Code provisions. 2 If the mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission.