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Home My WebLink AboutExhibitOPERATION STONEGARDEN SUBAWARD AGREEMENT MIAMI-DADE SHERIFF'S OFFICE AND THE CITY OF MIAMI Agreement Number: R0925 FAIN: EMW-2023-SS-00058-S01 This Subaward Agreement ("Agreement"), by and between the Miami -Dade Sheriff's Office ("MDSO"), an independent constitutional office underthe laws of Florida, and the City of Miami ("City"), a municipality of the State of Florida, through its Miami Police Department ("MPD") (collectivelythe "Parties" and singularlya "Party"), is effective as of October 20, 2024 ("Effective Date"). WHEREAS, the Un ited States Department of Homeland Secu rity ("DHS"), through the Florida Division of Emergency Management ("FDEM"), awarded grant funds in the amount of $392,040 from the Fiscal Year ("FY") 2023 Homeland Security Grant Program to Miami -Dade County ("County"), through the Miami -Dade Police Department ("MDPD"), for the DHS Operation Stonegarden ("OPSG") program, a joint effort between state, local, tribal, territorial, and federal law enforcement agencies (collectively "Partner Agencies" and each a "Partner Agency")to secure the United States borders along routes of ingress from international borders to include travel corridors in states bordering Mexico and Canada, as well as states and territories with international waters; WHEREAS, the County, through the MDPD, and FDEM entered into a Federally Funded Subaward and Grant Agreement Number R0925, and related Modification, for the funding of OPSG operations in the County from October 20, 2024, through June 30, 2026 (collectively, the "Grant Agreement"), attached hereto as Attachments A and B; and WHEREAS, on January 7, 2025, the MDPD transitioned to the MDSO and the County and MDSO agreed that grant funds awarded to the County, through the MDPD, prior to January 7, 2025, would be managed by the County's Office of Management and Budget ("OMB") until legal and administrative responsibility for the funds can be transferred over to the MDSO or the grant expires; and WHEREAS, the formation of the MDSO independent of the County necessitated a Subaward Agreement between the County and the MDSO ("Subaward Agreement") to establish formal financial and operational frameworks that align with the terms of the original grant, mitigate risks of non-compliance, and maintain the integrity of the grant - funded activities; and WHEREAS, the Subaward Agreement provides that MDSO, in conjunction with overseeing programmatic implementation, reporting, and financial management of the FY 2023 OPSG grant, shall be solely responsible for all related purchases and subcontracts; and WHEREAS, the MDSO and the City, through its MPD, have a long history of partnering on OPSG operations; and WHEREAS, the City's MPD is one of the Partner Agencies authorized to assist with FY 2023 OPSG operations in the County; and WHEREAS, the MDSO and the City desire to enter into this Agreementto provide a mechanismforreimbursing expenses incurred by the MPD in connection with FY2023 OPSG operations. OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 2 of 14 NOW, THEREFORE, in consideration ofthe mutual covenants, promises recorded herein, the Parties agree as follows: I. PURPOSE; EXPENDITURES A. The purpose, goals, and objectives of this Agreement are to fund FY 2023 OPSG operations with grant funds awarded from DHS, through FDEM and the County, for the enhanced cooperation and coordination among Partner Agencies to jointly enhance security along the United States land and water borders. B. All expenditures made with funds provided under this Agreement shall be for allowable program expenditures in line with the requirements of the funding source and approved budget and incurred from October 20, 2024, through May 31, 2026. II. SCOPE This Agreement delineates the responsibilities and scope of work expected for participation in the FY 2023 OPSG program, FAIN EMW-2023-SS-00058-S01. Funds have been provided to the County by FDEM. FDEM serves as the pass - through entity for a DHS award, for which the County is the sub -recipient, and MDSO is the sub-subrecipient. III. BUDGET; AMOUNT PAYABLE A. The maximum amountpayable by MDSO to the City underthisAgreementshall not exceed $68,756.06, unless such amount is changed through a formal amendment executed by the Parties. OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 3 of 14 B. MDSO shall reimburse the City only for allowable costs incurred by the MPD during FY 2023 OPSG operations. The maximum reimbursement amount for each authorized cost category is set forth in the matrix below: Cost Category Rate Total Overtime for information, investigative, and intelligence sharing activities $63.87/hourX 1,000 hours $63,870.00 Fringe Benefits $ 7.65%/Fringe Rate (FICA = 6.2%, MICA = 1.45%) $4,886.06 Total Reimbursable Amount $68,756.06 C. Amounts payable u n der th is Agreement are subject to continued funding from thefunder,anddistributionofsuchfundsfromtheCountytotheMDSO. Should the availabilityor distribution of grant funding for FY 2023 OPSG be reduced or terminated, the MDSO reserves the right to proportionally reduce or terminate the maximum amount payable to the City for the grant award. D. If MDSO determines that a budget reduction is necessary (i) to implement a funding cut imposed by the fu n der; (ii) to implementa fu nding distribution freeze imposed by the County; (iii) to recoup reimbursement for disallowable costs; (iv) to offset fines or levies imposed by the funderfor noncompliance; or (v) for other reasons, the MDSO shall provide the MPD with written notice of the proposed budget reduction along with supporting documentation within thirty (30) calendardays of the determination. MPD shall have ten (10) calendardays OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 4 of 14 from receipt of such notice to submit a written objection, including any documentation or explanation supporting its position. Upon timely receipt of such an objection, MDSO and MPD shall meet within ten (10) calendar days in good faith to discuss the objection and attempt to reach a mutually acceptable resolution. MDSO shall give due and reasonable consideration to all information and arguments presented by MPD during this process and shall document its rationale in any final determination. MDSO's decision following this meeting shall be final. IV. RESPONSIBILITIES OF THE CITY The City, by and through the MPD, agrees to: A. Participate as a member of the FY 2023 OPSG grant program, to include (i) providing maritime, land, and air assets with sworn officers for OSPG operations, (ii) providing K-9 teams in supportof OSPG operations; and (iii) coordinating with and assisting MDSO in conducting all related law enforcement operations, in accordance with the Scope of Work set forth in Attachment A. B. Abide by all grant requirements, including, but not limited to, budget authorizations, required accounting and reporting expenditures, and proper use of funds, as stipulated in Attachment A. C. Comply with the purpose, goals, and objectives of the FY 2023 OPSG program as stipulated in Attachment A. OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 5 of 14 D. Ensure satisfactory progress towards the grant goals or objectives as stipulated in Attachment A. E. Document compliance with the purpose of the grant and all grant requirements, including progress toward goals or objectives as stipulated in Attachment A. F. Submit quarterly reimbursement requests by the tenth (10th) day after the end of each quarter, using the forms attached hereto as Attachments E through J, if an expense has occurred. G. Provide quarterly financial and performance reports to MDSO, as provided andstipulated in Attachment 1, Financial Historyand Performance Tracking Form 1A (Attachment C), and Quarterly Status Report Form 1B (Attachment D), by the tenth (10th) day after the end of each quarter. H. Provide all programmatic and financial records, documents, and reports as may be required by MDSO, the funder, or the County, in a timely and complete manner, including submitting Close -Out Report Form 8 (Attachment K) no later than sixty (60) days after th e Ag reement termination date specified in section X herein. I. Be solely responsible for any and all expenses disallowed by the funder or the County. J. Provide an administrative liaison to coordinate financial and programmatic compliance. OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 6 of 14 V. RESPONSIBILITIES OF THE MDSO The MDSO agrees to: A. Monitor the implementation of this Agreement in accordance with FY 2023 OPSG grant guidelines and requirements, that include, but are not limited to, operational and administrative performance, financial management, reporting, and other related grant requirements stipulated in Attachment A. B. Abide by all grant requirements as stipulated in Attachment A. C. Comply with the purpose, goals, and objectives of the FY 2023 OPSG grant as stipulated in Attachment A. D. Ensure satisfactory progress towards the grant goals or objectives stipulated in Attach ment A. E. Document compliance with the purpose of the grant and all grant requirements, including progress toward goals or objectives as stipulated in Attachment A. F. Review submitted reimbursement requests and deliverable reports in accordance with Attachments C through K. G. Provide all programmatic and financial records, documents, and reports as may be required by the County or the funding source, in a timely and complete manner. H. Provide quarterly financial and performance reports to the County's OMB detailing grant progress. OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 7 of 14 I. Implement appropriate action as may be necessary to maintain grant compliance. J. Provide MPD with reporting deadlines and other information required to participate in OPSG operations. K. Make payments within thirty (30) calendar days after receipt of the City's reimbursement request, unless there is reason to believe that the request is improper. If the request is found to be improper, it will be returned to the City for revision. Upon submission of a revised reimbursement request, a new 30-day calendar period will begin. L. Provide liaisons to coordinate administrative, programmatic, and financial compliance with grant requirements, as follows: 1. Administrative Liaison: Lisette Reyes -Wilcox, Commander Management and Budget Office 9105 N.W. 25th Street, Suite 3042 Doral, FL 33172 Email: lisi(a�mdso.com Phone: 305-471-2520 2. Programmatic Liaison: Sergeant Samir Amado, Grant Award Administrator Management and Budget Office 9105 N.W. 25th Street, Suite 3042 Doral, FL 33172 Email: samadoAmdso.com Phone: 305-471-2501 OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 8 of 14 3. Financial Liaison: Angela Diaz, Financial Manager Management and Budget Office 9105 N.W. 25th Street, Suite 3042 Doral, FL 33172 Email: adiaz(a�mdso.com Phone: 305-471-1704 4. With a copy to: Andres Brito, Manager of Fiscal Resources Management and Budget Office 9105 N.W. 25th Street, Suite 3042 Doral, FL 33172 Emai I :abritomdso.com Phone: 305-471-3130 VI. MDSO AND CITY AGREE: A. The MPD shall maintain all necessary documentation for grant expenditures, including invoices, receipts and reports, in compliance with federal, state, and local requirements. B. The MPD will provide financial and performance reports in a timely fashion. C. The MDSO will prepare consolidated reports for submission to the funder, through theCounty'sOMB, as stipulated in Attachments A through K and the Subaward Agreement. D. MDSO and the County are not responsible for personnel salaries, benefits, workers compensation or time related issues of the MPD personnel. E. All records received or created shall be made available at all reasonable times for inspection, review, copying, or audit by the County, MDSO, FDEM, DHS or other entities as required by law. OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 9 of 14 F. All financial commitments herein are made subject to the availability and distribution of grant funds and the continued mutual agreements of the parties as identified in Attachment A. G. FY 2023 OPSG is a reimbursement grant program. As such, the City shall pay all allowable expenditures in full prior to submitting requests for reimbursement to the MDSO. VII. AUDITS The Parties shall comply with all applicable audit requirements outlined in 2 C.F.R. 200, subpart F, state regulations, and/or Attachments A through K. VIII. INDEMNIFICATION Each party to this Agreement agrees to assume responsibility for the acts, omissions, or conduct of such party's own employees while participating herein and pursuant to this Agreement, subject to the provisions of Section 768.28, Florida Statutes, where applicable. "Assume Responsibility" shall mean incurring all costs associated with any suit, action, or claim for damages arising from the performance of this Agreement. IX. NON -ASSIGNABILITY Neither party shall assign any of the obligations or benefits of this Agreement. X. TERM This Agreement shall take effect on the Effective Date and end on May 31, 2026, unless extended by mutual written agreement. OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 10 of 14 XL NOTICES All notices to include invoices required or permitted underthis Agreement shall be in writing and delivered by personal service, United States mail, or electronic mail, to the representatives and addresses listed below: If to MDSO: With a copy to: If to the City: With a copy to: SamirAmado, Sergeant Miami -Dade Sheriff's Office Management & Budget Office 9105 N.W. 25th Street, Suite 3055 Doral, Florida 33172 Phone: 305-787-5331 E-mail: samadoc mdso.com Lisette Reyes -Wilcox, Commander Miami -Dade Sheriff's Office Management & Budget Office 9105 N.W. 25th Street Doral, Florida 33172 Phone: 305-471-2520 E-mail: lisi@mdso.com Miami -Dade Sheriff's Office Attn: General Counsel's Office 9105 NW 25th Street, Suite 3042 Doral, Florida 33172 Email: gcoinfoAmdso.com Manuel A. Morales, Chief Miami Police Department 400 N.W. 2nd Avenue Miami, Florida 33128 Phone: 305-579-6111 Elizabeth Quijano Miami Police Department 400 N.W. 2nd Avenue Miami, Florida 33128 E-mail: 25208Amiami-police.orq OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 11 of 14 XII. AMENDMENTS This Agreement may be amended as may be necessary, including to remain consistent with FY23 OPSG requirements, amendments, or extensions. Such amendments shall be made in writing and shall be effective only when signed by all Parties. XIII. CANCELLATION This Agreement may be cancelled by either Party upon providing 90 days' written notice to the other Party. Cancellation will beat the discretion of the Parties; in the case of MDSO, the Sheriff is authorized to cancelth isAgreement. This Agreement shall be considered cancelled should the funderterminate the grant. SIGNATURES ON FOLLOWING PAGES OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 12 of 14 IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their respective and duly authorized officers on the last signature date below. AGREED TO AND ACKNOWLEDGED BY: MIAMI-DADE SHERIFF'S OFFICE: Rosie Cordero-Stutz, Sheriff Date APPROVED FOR FORM AND LEGAL SUFFICIENCY: Janet Lewis, General Counsel Date OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 13 of 14 CITY OF MIAMI: Arthur Noriega V., City Manager Date Manuel A. Morales, Chief Date Miami Police Department ATTEST: Todd B. Hannon City Clerk Miami, Florida APPROVED FOR FORM AND CORRECTNESS: George Wysong, Esq. City Attorney Miami, Florida APPROVED FOR INSURANCE REQUIREMENTS: D ate D ate David Ruiz, Interim Director of Risk Management Date OPSG Subaward Agreement Agreement Number R0925 MDSO & City of Miami Page 14 of 14 Attachment B MODIFICATION #1 TO SUBGRANT AGREEMENT BETWEEN THE DIVISION OF EMERGENCY MANAGEMENT AND MIAMI-DADE COUNTY This Modification, effective September 30, 2025, is made and entered into by and between the State of Florida, Division of Emergency Management ("the Division"), and Miami -Dade County ("Recipient"), to modify Contract Number R0925, which began on October 20, 2024 ("the Agreement"). WHEREAS, the Division and the Recipient have entered into the Agreement, pursuant to which the Division has provided a subgrant to Recipient under the State Homeland Security Grant Program in the amount of $392,040.00. WHEREAS, the Agreement expired on September 30, 2025; and, WHEREAS, the Division and the Recipient desire to reinstate and extend the terms of the Agreement; and, WHEREAS, the Division and the Recipient desire to modify the Agreement; and, WHEREFORE, in consideration of the mutual promises of the parties contained herein, the parties agree as follows: 1. Paragraph 8 of the Agreement is hereby amended to read as follows: This Agreement shall begin upon execution by both parties and shall end on June 30, 2026, unless terminated earlier in accordance with the provisions of Paragraph (17) of this Agreement. Consistent with the definition of "period of performance" contained in 2 C.F.R. §200.77, the term "period of agreement" refers to the time during which the Sub - Recipient "may incur new obligations to carry out the work authorized under" this Agreement. In accordance with 2 C.F.R. §200.309, the Sub - Recipient may receive reimbursement under this Agreement only for "allowable costs incurred during the period of performance." In accordance with section 215.971(1)(d), Florida Statutes, the Sub - Recipient may expend funds authorized by this Agreement "only for allowable costs resulting from obligations incurred during" the period of agreement. 2. All provisions not in conflict with this Modification remain in full force and effect and are to be performed at the level specified in the Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the dates set out below. RECIPIENT: MIAMI-DADE COUNTY Bv• Name and Title: Date: David Clodfelter 10/09/2025 DIVISION OF EMERGENCY MANAGEMENT By: C' a- Z7. l/ gu for: Name and Title: Kevin Guthrie, Executive Director Date: 10/13/2025 Attachment C RECIPIENT / GRANTEE Financial History Report Shaded cells are calculated for you. You do not need to e DIVISION OF EMERGENCY MANAGEMENT Financial History and Performance Tracking FORM 1A AGREEMENT# R0925 GRANT YEAR QUARTERLY REPORTING DUE DATES Drop box list below select the uarter of activity being reported along with year) Period: Select Period of Performance l Category Total Allocated Quarterly Funds Expended Previous Funds Expended Total Funds Expended Expenditure(s) Completion Percent Remaining Balance Planning Costs $0.00 $0.00 O% $ - ° 0 /° $ - 0% $ - 0% $ - 0% $ - 0% Training Costs $0.00 $0.00 Exercise Costs $0.00 Organization Costs $0.00 $0.00 Equipment Costs $0.00 $0.00 M&A Costs (limited up to 5% of Total Awatd) Total Expenditures $0.00 $0.00 $0.00 $0.00 $0.00 ; $0.00 $0.00 Performance Tracking Project Title Category Start Date Projected End Date Percentage Funds Allocated 1 Complete (Budget) Project Status I I TOTAL (or Average Percentage) I S0 Cumulative Amount Previously Submitted for Reimbursement Total Received I hereby certify that the above cost are true and valid cost incurred in accordance with the project agreement. Signed: Date: Grant Manager I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed: Date: Financial Officer By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. 1 am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. Attachment D Recipient 0 DIVISION OF EMERGENCY MANAGEMENT Quarterly Status Report FORM 1 B AGREEMENT# R0925 GRANT YEAR 0 INSTRUCTIONS 0 iFor instructions on completeing 0 click the HELP button PROJECT STATUS (Equipment, Training, Exercise, Organization, Planning) - Must provide a CURRENT status update for each quarter. TIMELINE OF EVENTS FOR REPORTING PERIOD OTHER (Optionall:_. Can report intemal expenditures not yet claimed and/or any projected balance and reason (i.e. cost savings or cancelled projects). TECHNICAL ASSISTANCE Is technical assistance needed: If "yes", are you requesting, onsite visit or phone call I hereby certify that the above information provided are true and the cost(s) are valid cost(s) incurred in accordance with the project agreement. Signed: Date: Grant Manager By signing this report, 1 certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms DIVISION OF EMERGENCY MANAGEMENT REIMBURSEMENT REQUEST Form 2 Attachment E RECIPIENT / GRANTEE AGREEMENT# R0925 POC Phone 'COSTS INCURRED DURING THE PERIOD OF: GRANT YEAR Agreement Amount Submission Date Payment # Payment Amount $ Shaded cells are calculated for you. You do not need to enter anything into shaded cells. 1. Planning Expenditures 2. Training Expenditures 3. Exercise Expenditures THROUGH THIS MUST BE ACCOMPANIED BY THE DETAIL OF CLAIMS FORM 4. Organizational Expenditures 5. Equipment Expenditures 6. Management and Administration Expenditures (limited up to 5% of the total award) TOTAL EXPENDITURES $ I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed: Date: Grant Manager I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed: Date: Financial Officer By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. TO BE COMPLETED BY DEM STAFF AGREEMENT AMOUNT PREVIOUS PAYMENT(S) THIS PAYMENT REMAINING BALANCE DEM FORM OPB - 5 9/14 TOTAL AMOUNT TO BE PAID ON THIS INVOICE DATE SUBMITTED TO FDEM Attachment F DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 3 SCROLL DOWN TO THE APPROPRIATE CATEGORIES AND COMPLETE FOR EACH BEING CLAIMED AGAINST SHORTCUT LINK TO EACH CATEGORY 1. Planning Expenditures 2. Training Expenditures 3, Exercise Expenditures 4. Organizational Expenditures 5. Equipment Expenditures 6. Management and Administration Expenditures (limited up to 5% of the total award if passing through funds, sub -awards) GRANTEE: COST INCURRED DURING THE PERIOD OF: AGREEMENT# THROUGH R0925 GRANT YEAR VENDOR INVOICE DATE DATE PAID CHECK # DESCRIPTION AMOUNT (Requested for reimbursement) Issue Number TOTAL EXPENDITURES FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST AGREEMENT # THROUGH DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 3 SCROLL DOWN TO THE APPROPRIATE CATEGORIES AND COMPLETE FOR EACH BEING CLAIMED AGAINST SHORTCUT LINK TO EACH CATEGORY 1. Planning Expenditures 2. Training Expenditures 3. Exercise Expenditures 4. Organizational Expenditures 5. Equipment Expenditures 6. Management and Administration Expenditures (limited up to 5% of the total award if passing through funds, sub -awards) GRANTEE: 0 COST INCURRED DURING THE PERIOD OF: VENDOR INVOICE DATE January 0, 1900 DATE PAID CHECK # R0925 September 30, 2014 DESCRIPTION TOTAL EXPENDITURES GRANT YEAR 2023 AMOUNT (Requested for reimbursement) $0.00 Issue Number FORM MIDST ACCOMPANY THE REIMBURSEMENT REQUEST DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 3 SCROLL DOWN TO THE APPROPRIATE CATEGORIES AND COMPLETE FOR EACH BEING CLAIMED AGAINST SHORTCUT LINK TO EACH CATEGORY 1. Planning Expenditures 2. Training Expenditures 3. Exercise Expenditures 4. Organizational Expenditures 5. Equipment Expenditures 6. Management and Administration Expenditures (limited up to 5% of the total award if passing through funds, sub -awards) GRANTEE: 0 COST INCURRED DURING THE PERIOD OF: January 0, 1900 AGREEMENT # THROUGH CATEGORY EXERCISE R0925 January 0, 1900 GRANT YEAR 2023 VENDOR INVOICE DATE DATE PAID CHECK # DESCRIPTION AMOUNT (Requested for reimbursement) Issue Number TOTAL EXPENDITURES $0 00 FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 3 SCROLL DOWN TO THE APPROPRIATE CATEGORIES AND COMPLETE FOR EACH BEING CLAIMED AGAINST SHORTCUT LINK TO EACH CATEGORY 1. Planning Expenditures 2. Training Expenditures 3. Exercise Expenditures 4. Organizational Expenditures 5. Equipment Expenditures 6. Management and Administration Expenditures (limited up to 5% of the total award If passing through funds, sub -awards) GRANTEE: 0 COST INCURRED DURING THE PERIOD OF: January 0, 1900 AGREEMENT # THROUGH CATEGORY ORGANIZATIONAL R0925 January 0, 1900 GRANT YEAR 2023 VENDOR INVOICE DATE DATE PAID CHECK tt DESCRIPTION AMOUNT (Requested for reimbursement) Issue Number TOTAL EXPENDITURES $0.00 FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 3 SCROLL DOWN TO THE APPROPRIATE CATEGORY AND COMPLETE A FORM FOR EACH BEING CLAIMED AGAINST SHORTCUT LINK TO EACH CATEGORY 1. Planning Expenditures 2. Training Expenditures 3. Exercise Expenditures 4. Organizational Expenditures 5. Equipment Expenditures 6. Management and Administration Expenditures (limited up to 5% of the total award if passing through funds, sub -awards) GRANTEE: 0 COST INCURRED DURING THE PERIOD OF: January 0, 1900 AGREEMENT # THROUGH R0925 January 0, 1900 GRANT YEAR 2023 VENDOR INVOICE DATE DATE PAID CHECK 4 DESCRIPTION AMOUNT (Requested for reimbursement) Issue Number TOTAL EXPENDITURES $0.00 FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 3 SCROLL DOWN TO THE APPROPRIATE CATEGORY AND COMPLETE A FORM FOR EACH BEING CLAIMED AGAINST SHORTCUT LINK TO EACH CATEGORY 1. Planning Expenditures 2. Training Expenditures 3, Exercise Expenditures 4. Organizational Expenditures 5. Equipment Expenditures 6. Management and Administration Expenditures (limited up to 5% of the total award 1f passing through funds, sub -awards) GRANTEE: 0 COST INCURRED DURING THE PERIOD OF: January 0, 1900 CATEGORY MANAGEMENT & ADMINISTRATION LIMITED UP TO 5% OF TOTAL AWARD IF PASSING FUNDS THROUGH (SUBAWARDS) AGREEMENT # THROUGH R0925 January 0, 1900 GRANT YEAR 2023 VENDOR INVOICE DATE DATE PAID CHECK # DESCRIPTION AMOUNT (Requested for reimbursement) Issue Number TOTAL EXPENDITURES $0 00 FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST Atachment G 'pivistON`OF`E,[iA RGENCYJAANAG M -L AGREEMENT # REIMBURSEMENT BUDGET BREAKDOWN. R0925 GRANT YEAR FORM 4 - Line Item - Allowable Planning Costs. Quantity Unit Cost Budget Total Allocated Current Claim Amount Previous Claim(s) Total - Remaining Balance Issue # Oevelopmg hanrdMreat-specAc ames.s that inwrpnt. the mng. of pevernon. Crotectron, map... and recovery anon« S - $ - S $ - $ - $ - Osvebping and imPlem. rg homeland seuufy support P-ogrema and &darn g ongoing OHS natmul intm.. 5 - S - $ - $ - $ - $ - Developing elated Mrodsm prevention a.Ntief $ - $ - $ - $ - $ - $ - Developing and enhancing plans &a protocols S - $ - $ - $ - $ - $ - Developing uconducting assessments S - $ - $ - $ - $ - $ - Hiring of full or pad2me staff or contractoricgnwlbnb to asiswed planning ...es (not for the purpose of hiring WIN safety personnel fulfilling traditional public safety data,) $ - $ - $ - $ - $ - $ - Conferences to facillbfe planning activities $ - $ - $ - $ - $ - $ - MaNrials required N conduct planning activities $ - $ - $ - $ - $ - $ - Tr.ve9.r diem related to planning activities $ - $ - S - $ - $ - S - Overtime and Packfill costs - Payment of overt1111 expenses will be Nr work performed by award (SPA) or ...I'd employees inm c s of ramsestablished FISOPreek (usu. , 40 hours) related to the planning a...s fox. development andimple $ - $ - $- S - $ - S - Other projects areas wig prim appoval from FEMA $ - $ - $ - $ - S - S - Planning - SUB TOTAL S - $ - Line Item Allowable HSGP and LETP Organizational Costs Quantity Unit Cost Budget Total Allocated Current Claim Amount Previous Claim(s) Total Remaining Balance Issue # Overtone for irhforxnMon, iovestigative. art ktuligence sharing .antes (up to so percent W the al... S - $ - $ - $ - S - S - Rwmbunement of.el.ct operational exp.nses associated with imposed used mounhy memo. at cr.. mhastucN,. axes. incurred during time periods of OHS -declared alerts(up to 50 percent of the allocation,. S - $ - $ - $ - $ - S - Hiring of new staff position, wntractorslconsuhnb for par.p.n in IMpmadoMnbligence analysis and sharing groups or Nslon center activities (fro to 5Oprcent of the anoca.onl $ - $ - $ - $ - $ - $ - OrganizationalCost- SUBTOTAL S - S - Line Item Allowable Training Costs Quantity Unit Cost Budget Total Allocated Current Claim Amount Previous Claim(s) Total Remaining Balance Issue # Overtime and Packtll for emergency Preparedness aM .Pone. pesennel attending FEMA-spo,aped and approved training $ - $ - $ - Overtime and Paclit expenses for part-time and voluntear emergency response pnsennel participating In FEIM trairdny. $ - $ - $ - $ - $ - $ - Training. Workshops and Confereocea- Grant NMs may b. used to plan and ...training %mi.. eorconferercesb include coats relabel to P.M. meeting span and ether me.bg tests, faoliotron cesb, ma.adis and wPplbs, travel aM framing plan development. S $ - S $ - S - $ - Full or Part -Time Staff or Contractora/Consultants - Full or part-time cell may b. hired to support raininO9.Gt.l M.N.. Payment of salvias and fringe b.nfib must be in acrdanuwith tha pakcin of the stab or local unite) id government and have the approval of the state or th. awvdi,p.../..... is appk.bfe. T ...mites of cantracemstanaullania may also be procured by the sob in fee design. development conduct and evaluation M CSRNE training. The aPPE Ms Nnhul vmean procurement policy or. Federal ...don Regulations (FAR) must be !Wowed. S - $ - $ - $ - $ - $ - Travel -Travel co. p.e.. airfare. mileage, per diem, Po. .N.) are albw.ble as eayerea by employ.* an on trnsl stay. for official business Mated to the planning and condo. of the training prgecps) or M amrdbg OOP -spooned courses. Then cosh must ....dance with .tote law es hghtpN.d in tla OJP Fnavtl Gad.. Stabs muv else follow tab regulation regarding travel. I o sob or territory does ....revel policy they must f aow federal guider. and as explained M fee OJP Fnemial Oak.. For further Information an fed.M ow pertaining to travel coats pease refer to hhpJMwwojp.uadcl.gov/Fk.Guide. S - S - $ - $ - $ - $ - Supplies- Supplies are items that are expended or opbumed during.. course of the planning and com. of ,. Gaining pgects)(e.g..copying paper. gloves. tap. and non-sfenle mesh) $ - $ - $ - $ - $ - $ - Line Item - - Allowable Training Costs - - Quantity Unit Cost - Budget Total Allocated Current Claim Amount Previous Claim(s) Total Remaining Balance Issue # $ - $ - s Other Items -Those cob in b d.IM rttnint lsac'rto^JEcm for plammg and conducag taming. budges. etc. $ _ $ - $ $ - $ - $ Training -SUB TOTAL $ - $ - A complete list of OOP approved training courses may be round at www.olp.uscloj.goviodpidoes/Eligible_Federal_Courses.pdf Line Item - - Allowable Exercise Costs - - Quantity Unit Cost - Budget Total Allocated Current • Claim Amount Previous Claim(s) Total Remaining Balance Issue # pnign, Develop. Conduct and Evaluate an Exercise $ - $ - $ - Exercise Planning Workshop -Grua holds may M us.d to plan and conduct an Exercise Planning W.ksisy b iny.d. .. rW W to homes' g. me.nn9 Waco and M.r mIng cases facWnen wb. ma... and wpp9a. tray. and exercise P. davalop tent $ - $ - $ $ - $ - $ Line Item Allowable Exercise Costs . - Quantity Unit Cost - - Budget Total Allocated Current Claim Amount Previous Claim(s) Total Remaining Balance Issue # Fun or Part-time EMIT or Contractors/Consultants -Fun aprtam. see may M laird to support .xm isomo..d estnt.a. Paymun of salaries and binge b.n.fib must be in accordance who Me pond. of nine state or local unn(s) d government aM have M. approval dthe state or the wording agency,.McM*.r is appf e.. The servicesal dontraaPPramsultan. may also b.pocur.db support Ma design. development, co.ud aM evaloa'an of CERNE exorcises. The apWicants formal sMtlen prouremenl polity oMe Fednal Acquisition Regulations IFAR1 must b. fdlwnd. $ _ $ - $ $ - $ - $ - Overtime aM backfill costs—Oanima and bwkfil cone, including ecyonsen Oa Warne end vaunt. emergency r.o.so persons. padcipating in FEW exercise.. $ _ $ _ $ _ $ - $ $ Impl.m.ntanonolHSEEP $ - $ - $ - $ - $ - $ - Travel -Tre .l cos! (1.e.. airfare. nil.aga. per diem. hotel, tab) sae aMnab. as npnsw by nnploy..sthe are on n.val eels tor olficial business related to Me planning and mMlrt of M. exercise prcj.ct(s). Towe costs must M in acwdanco with state. as highlighted in ds OJP Financial GYI9.. State must also loll*stab regulations regarding travel. as stab a rydory does not have a travel policy they must tell*federal guidelines and rates. as explained in Me OJP Financial Guide. For IuMer information on federal law pertaining to bevel costs please M. to hnpjv oIp.usdol.govFnGuide. $ - $ - $ - $ - $ - $ - SupP.a - Supplies are items Mat an expended a consumed Otmg M. cause d Me Panning and conduct of the exercise W%.d(sl (.9...oving pant, gioi.s. tap. non-* masks. aM disposal.prd.We oteeeeten0. $ - $ - $ - $ - $ - $ - Other Items -These cos include the rental of spaceflocations for axe ross planning and conduct exercise signs. badges. etc. $ - S - $ _ $ - $ - $ - Exercise - SUB TOTAL S - $ - Line Item Allowable Equipment Costs Quantity Unit Cost Budget Total Allocated Current Claim Amount Previous Claim(s) Total Remaining Balance Issue # Eligible Equipment Acquisition Costs The table below highlights the allowable equipment categories for this award. A comprehensive listing of these allowable equipment categories, and specific equipment eligible under each category, are listed on the web -based version of the Authorized Equipment List (AEL) on the Lessons Learned nformation System at http://llis.aov/. Here is where you will find the appropriate AEL number for the equipment you plan to purchase. S - $ - S - $ - $ - S - S - $ - S - S - S - S S - S - $ - s - S - S - S - $ - S - S - $ - S - S - S - S - S - S - S - S - S - $ - s - S - S - $ - S - S - $ - S - S - $ - S - S - $ - $ - S - S - S - S - $ - S - S $ - $ - S - S - $ - S - S - $ - S - S - S - S - S - $ - $ S - S - S - S - S - S - $ - S - s - $ - S - $ - $ - S - $ - S - S - s - S - S - S - $ - s - s - $ - $ - s - s - $ - 5 - 5 - $ - S - 5 - $ - $ - $ - s - $ - $ - $ - $ - $ - S - $ - 5 - s - $ - 5 - $ - 5 - $ - s - 5 - $ - $ - $ - s - $ - $ - $ - S - $ - $ - $ - $ - $ - $ - 5 - Equipment SUB TOTAL S - Line Item Eligible Management and Administration Costs (M&A costs may not exceed 5% of the Recipient's total award) Quantity Unit Cost _ Budget Total Allocated Current Claim Amount Previous Claim(s) Total Remaining Balance Issue # Ming. full-time ar part -erne a mar oantratlashmwltanh: • To assist.. the managamsnt of Mrs gran • To assistwi. ...ion rpuiremenb an to Implementation delis grant • To assist... compliancy.. reporting apt dab coaectren as it may relate to this grant • M..., compliance.. repoNngreats cogs.. requirements. including data cells. S - S - S - s - S - S - Development of op.ratng plans I. information collection and ppcesaing necessary to respond to DM$,FEMA deb calls. S 5 $ - $ - S - $ - s - $ - s - Line Item Eligible Management and Administration Costs (M&A costs may not exceed 5% of the Recipient's total award) Quantity Unit Cost Budget Total Allocated Current Claim Amount Previous Claim(s) Total Remaining Balance Issue # S - $ - s - Tr.. rumens. $ - S - S - s - s - 5 - Meting -related expenses (Fora complete list of anon.. nesting-r.Iated expenses, please renew.. OJP Financial Guide at tidpJAvmv ejp.uadoj govfFinGuid.). 5 - S - S - 5 - $ - s - ....on of .u..mon 4Rce equipment incdrdm9 personal computers. laptop comm. a. pintas. LCD protectors. and other equipment or software which may I. req... support Me implementation of.e homeland sear. strategy. 5 - $ - $ - $ - $ - S - • Prmumn9 lees/charges associated.. certain equipment such as cell p.n.. faxes,. • Leasing anchor rent., of space for rm., hired personnel to administer programs. 5 S $ - 5 - $ - s - Management & Administrative SUB TOTAL $ - $ - TOTAL EXPENDITURES 5 - $ - $ DIVISION OF EMERGENCY MANAGEMENT Procurement Method Report Form 5 Attachment H Vendor Name: Invoice #: Agreement #: Invoice Amount: R0925 GRANT YEAR Attach to Applicable Invoke This report must be used to summarize methodology for all procurements. All forms mentioned are available at 0-dos/Ammon, floridadisaster oro/deco/oreoaredness/nrants-unit/ Subrecipients must check the federally debarred/suspended vendors at System for Award Management (previously called Excluded Parties List System) at www.sam.gov prior to execution of any procurement or contract. Check appropriate boxes below System for Award Management (SAM) • Checked System for Award Management (SAM) for debarment/suspension (print page and attach). If no search was found for the vendor, complete the FDEM debarment/suspension form located in the grant agreement. Affirmative Steps [ Were necessary affirmative steps taken to assure that minority businesses, women's enterprises, and labor surplus area fines were used? Please provide their information here. Vendor Name: Vendor Name: Vendor Type: Amount: Vendor Type: Amount: Sole Source and Single Vendor Response to a Competitive Bid All sole source procurements and single vendor response to a competitive bid require pre -approval by the Florida Division of Emergency Management Domestic Security Unit and use of the Sole Source Form. FDEM's sole source approval documentation wit be maintained in both the jurisdictional and FDEM grant files. State Term Contract State Term Contract is when contracted vendor(s) provide specific commodites and service purchases to agencies on as as -needed basis for a specified period of time. Vendor Name State Term Contract #: Discretionary Purchases Purchases up to $2,499: shall be carried out using good purchasing practices which may include written quotations or written record of telephone quotes. Amount: L SO - 52,499 — Self-assurance and adequate competition must be documented for jurisdiction's grant files. Purchases greater than $2,500 but less than 535,000: Requires at least two (2) documented written quotations. Documented quotes must be attached. [ 52,500 - 534,999 — Certification Statement required for reimbursement (for each procurement). 1. Vendor Name 2. Vendor Name 3. Vendor Name Selection Method & Justification: Formal Solicitations Scope of Work (SOW) must be provided. Amount: Amount: Amount: Much Additional Easels) as Needed for Explanation of Selection emcees Utilized and Justification for Selection [ 535,000 - Greater— Written solicitation required and pre -approval from FDEM. FDEM Pre -Approval received date Invitation to Bid, Request for Proposal or Invitation to Negotiate documents. Published advertisement and/or solicitations. List all submitted proposals/vendor and the bid amounts. Vendor award/selection criteria, Justification statement as to why vendor was chosen. Contract award/Change Orders/Revisions/Amendments/etc. Alternative Contract Source Commodities or Services available to the State via outside contract vehicle. A copy of the executed contract must be submitted. Sourcing from a Piggyback Contract or General Services Adminisration approved vendor lists (S0-$50,000) 1. Applicable Government Contract 2. Vendor Name If GSA contract requires additional quotes please submit them along with this report. I certify the above information is true and accurate and documentation related to this procurement is on file and available upon request. Grant Manager Signature Print Name and Title Date By signing this report, I certify to the best of my knowledge and belief that the report Is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent Information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. This report must be used to summarize the methodology for all procurements Federal/State Procurement References 60-A 1.002 Florida Administrative Code 287-057 F.S. State of Florida Statute 2 CFR 200'317 - 200:326 Cede of Federel Regulations Attachment I AGREEMENT # R0925 GRANT YEAR Required Signatures: PROJECT TIRE: DIVISION OF EMERGENCY MANAGEMENT Cost Analysis Original Ink Form 6 BUDGET DETAIL COST ANALYSIS Budget items below to be provided by the Contractor. See attached instructions. Cost Analysis to be completed by the Department Contract Manager. See attached instructions. 1. PERSONNEL EXPENSES A. Salaries - (Name/Title/Position) HourN Cost (5) Hours Totals (5) Allowable Reasonable Necessary COMMEN IS (Basis for Decision) t Total Salaries B. Fringe Benefits (Rate% * Total Salaries applicable) Rate % Total Sal. APP. Total $ Total Personnel Expenses (A+B) 2. Supplies Description Unit Cost 5 Ouantiry Totals $ Total Supplies 3. Equipment Description Unit Cost $ Quantity Totals $ Total Equipment 4. Travel Per Fare/ Purpose/Destination Days Diem $ Rate $ Mileage Totals $ r 1+r 1= r 1 + f 1= r 1+f 1= Total Travel 5. Contractual Name or Services Fee/Rate 5 Hours Totals 5 Allowable Reasonable Necessary LOMMEN IS (Basis for Decision) Total Contractual 6. Miscellaneous Description Unit Cost $ Quantity Totals 5 Total Miscellaneous SUBTOTAL (1 thru 6) 7. Overhead/Indirect - Base: Rate % Base $ Total 5 8. Total Budget 5 CERTIFICATION I certiry that the cost for each line item budget category has been evaluated and determined to be allowable, reasonable, and necessary as required by Section 216.3475, Florida Statutes. Documentation is attached evidencing the methodology used and the conclusions reached. Name: Date AGREEMENT # DIVISION OF EMERGENCY MANAGEMENT TIME AND EFFORT R0925 GRANT YEAR Employee Name: Pay Period: FORM 7 This form is required to accompany reimbursement claims for salaries charged to the grant. TO Indicate Contracted Hours for Pay Period Attachment J Week 1: Dates to Week 2 Dates to Grand Total Project Type S S M T W T F Total S S M T W T F Total 1 SHSP M&A 2 Planning 3 Organization 4 EMPG M&A 5 Planning 6 Vacation 7 Sick Time 8 9 10 11 12 13 14 Daily Totals Week One Total Week Two Total 1 hereby certify that the above allocation of my time is accurate for the time period in which this report covers. Employee Signature: Date: 1 hereby certify that to the best of my knowledge and belief, the reported time allocation entered in this report is accurate and in accordance with Local, State, and Federal Regulations and Guidance pertaining to reimbursement of Homeland Security Grant funds. Supervisor Signature: Date: By signing this report, 1 certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. 1 am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. Attachment K CLOSE-OUT REPORT FORM 8 This form should be completed and submitted to the Division no later than sixty (60) days after completion of projects or the termination date of the Agreement, whichever occurs first. RECIPIENT / GRANTEE ADDRESS CITY AND STATE (1) COST CATEGORIES - (2) TOTAL EXPENDITURES 1. Planning Costs 2. Training Costs 3. Exercise Costs 4. Organization Costs 5. Equipment Acquisition Costs 6. Management and Administration Costs TOTAL EXPENDITURES Please Indicate Amounts For The Following: Agreement Amount Total Expenditures Deobligated Funds $ Indicate Amounts Related to Advance(s): If not applicable, please proceed to next section Total Amount of Advance(s) Received Total Expenditures Deobligated Amount of Advance Rec'd Interest Earned on Advance Balance of Agreement owed to FDEM R0925 AGREEMENT# GRANT YEAR AGREEMENT AMOUNT AGREEMENT PERIOD OF PERFORMANCE (3) (4) DATE EXPENDITURE(S) PAYMENT RECEJVED DATE - AMOUNT TOTAL Was Equipment Purchased? Y/N If yes, provide final equipment list prior to close-out Were Funds Expended in accordance with agreement terms? Y/N All quarterly reports submitted up to current reporting period? Y/N REFUND AND/OR FINAL INTEREST CHECK Refund and/or final interest check is due no later than ninety (90) days after the expiration date of the Agreement. Make check Cashier, Division of Emergency payable to : Management Mail to: Florida Division of Emergency 2555 Shumard Oak Boulevard Tallahassee, FL 32399-2100 I hereby certify that the above cost(s) are true and valid cost(s) incurred in accordance with the project agreement. I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed: Date: Signed: Grant Manager Financial Officer Date: By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. ATTACHMENT M FOREIGN COUNTRY OF CONCERN AFFIDAVIT — PERSONAL IDENTIFYING INFORMATION CONTRACT Section 287.138, Florida Statutes, prohibits a Florida "Governmental entity"2 from entering into or extending contracts with any other entity whereby such a contract, or extension thereof, could grant the other entity access to an individual's personal identifying information if that entity is associated with a "Foreign Country of Concern."3 Specifically, section 287.138(2), Florida Statutes, prohibits such contracts with any entity that is owned by the government of a Foreign Country of Concern, any entity in which the government of a Foreign Country of Concern has a "controlling interest,"4 and any entity organized under the laws of or which has its principal place of business in a Foreign Country of Concern. As the person authorized to sign on behalf of Sub -Recipient, I hereby attest that the company identified above in the section entitled "Sub -Recipient Vendor Name" is not an entity owned by the government of a Foreign Country of Concern, no government of a Foreign Country of Concern has a controlling interest in the entity, and the entity has not been organized under the laws of or has its principal place of business in a Foreign Country of Concern. I understand that pursuant to section 287.138, Florida Statutes, I am submitting this affidavit under penalty of perjury. Sub -Recipient Vendor Name: Miami Dade Police Department Vendor FEIN: 59-6000573 Vendor's Authorized Representative Name and Title: Danielle Levine Cava, Mayor Address: 9105 NW 25 Street City: Dora! Phone Number: Email Address: Certified By: State: FL Zip: 33172 305-471-3518 grants@mdpd.com James Reyes Chief of Public Safety AUTHORIZED SIGNATURE Print Name and Title:for Date: 01/03/2024 Daniella Levine Cava, Mayor 2 As defined in Section 287.138 (1)(d), Florida Statutes. 3 As defined in Section 287.138 (1)(c), Florida Statutes. 4 As defined in Section 287.138 (1)(a), Florida Statutes. 82