HomeMy WebLinkAbout24198AGREEMENT INFORMATION
AGREEMENT NUMBER
24198
NAME/TYPE OF AGREEMENT
STATE OF FLORIDA, DIVISION OF EMERGENCY
MANAGEMENT
DESCRIPTION
MODIFICATION #3 TO SUBGRANT /EXTEND UASI GRANT
AGREEMENT FY 2019/FILE ID: 6765/R-19-0509/MATTER ID: 22-
2513/#43
EFFECTIVE DATE
ATTESTED BY
NICOLE EWAN
ATTESTED DATE
10/24/2022
DATE RECEIVED FROM ISSUING
DEPT.
12/15/2022
NOTE
CITY OF MIAMI
DOCUMENT ROUTING FORM
ORIGINATING DEPARTMENT: Fire -Rescue
DEPT. CONTACT PERSON: Maria T. Martinez EXT. 1672
NAME OF OTHER CONTRACTUAL PARTY/ENTITY: "State of Florida Division of Emergency
Management"
IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? ❑ YES X NO
TOTAL CONTRACT AMOUNT: $ FUNDING INVOLVED? El YES X NO
TYPE OF AGREEMENT:
❑ MANAGEMENT AGREEMENT
PROFESSIONAL SERVICES AGREEMENT
X GRANT AGREEMENT
❑ EXPERT CONSULTANT AGREEMENT
El LICENSE AGREEMENT
❑ PUBLIC WORKS AGREEMENT
❑ MAINTENANCE AGREEMENT
❑ INTER -LOCAL AGREEMENT
❑ LEASE AGREEMENT
❑ PURCHASE OR SALE AGREEMENT
OTHER: (PLEASE SPECIFY
PURPOSE OF ITEM (BRIEF SUMMARY): Modification #3 extending UASI Grant Agreement FY 2019 until March
31.2023.
COMMISSION APPROVAL DATE: 12/12/2019
FILE ID: 6765 ENACTMENT NO.: R-19-0509
IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN:
" ROUTING INFORMATION
Date
PLEASE PRINT AND SIGN
APPROVAL BY DEPARTMENTAL DIRECTOR
9/27/22
PRINT: Ty McGann, AFC
j
SIGNATURE: _/ tc,e____
SUBMITTED TO RISK MANAGEMENT
PRINT: ANN — MARIE SIlI' 'e by
Gomez, .Gomez Frank
SIGNATURZ rank dare:29 7
13:7 3:29 -04'00'
SUBMITTED TO CITY ATTORNEY
10/14/2022
PRIN • 'VIC ORIA M EZ
SIG °_—`"C-. -2513
APPROVAL BY ASSISTANT CITY MANAGER
PRINT:
SIGNATURE:
RECEIVED BY CITY MANAGER
PRINT: ART N G- t: EGA
SIGNATU' ' : 4/
1) ONE ORIGINAL TO CITY CLERK;
2) ONE COPY TO_CITY ATTORIVEY'S OFFICE,:
3) REMAINING ORIGINAL(S) TO:ORIGINATING
DEPARTMENT
PRINT:
SIGNATURE:
PRINT:
SIGNATURE:
PRINT'
SIGNATURE:
PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE
EXECUTION BY THE CITY MANAGER
MODIFICATION #3 TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND CITY OF MIAMI FIRE
RESCUE
This Modification is made and entered into by and between the State of Florida,
Division of Emergency Management ("the Division"), and the City of Miami Fire Rescue
("Recipient"), to modify Contract Number R0075, which began on March 12, 2020 ("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 Urban
Area Security Initiative program of $6,650,000.00.
WHEREAS, the Agreement will expire on October 31, 2022; and,
WHEREAS, the Division and the Recipient desire to 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 March 31, 2023, 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: CITY OF MI FIRE RESCUE
By:
Name and Title: Arti- o— [ bri 90..1 CI'tL1 M 12.r
/g)--
Date:
DIVISION OF EMERGENCY MANAGEMENT
By:
see +.h)
Name and Title: Kevin Guthrie, Director
Date: tt 1 aslaaaa-
IN WITNESS WHEREOF, the parties hereto have executed this Modification as of
the dates set out below.
RECIPIENT: CITY OF MIAMITI E SCUE
By:
Name and Title: Ptal-tU-c- C. MOXIC94-r"
Date: /L)
DIVISION OF EMERGENCY MANAGEMENT
• Digitally signed by Linda McWhorter
DN dc=org, dc=fleoc, ou=DEM Users
Linda McWhorter ou=Preparedness, cn=Linda McWhorter,
,• • emaiI=Unda.McWhorter@em.myflorida.com
By: Date: 2022.11.22 14:11:53 -0500'
Au: Name and Titre: Kevin Guthrie, Director
Date: See e-signature above
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
ATTEST:
By. By:
Todd Hannon
ft/
City ' lerk
APPROVED AS TO FORM AND
CORRECTNESS
By:
Art r Norie:a
City Manager
APPROVED AS TO INSURANCE
REQUIREMENTS
Gomez Digitally signed
by Gomez, Frank
By: Date: 2022.09.27
Frank 13:13:54-04'00'
Victoria Mendez — Ann -Marie Sharpe, Director
City Attorney Department of Risk Management
TMF MID 22-2513
Signature Page for Modification #3 to Subgrant Agreement Between
the State of Florida Division of Emergency Management and the City of Miami
Contract No. R0075
Counterparts and Electronic Signatures. This Agreement may be executed in any number of counterparts, each of
which so executed shall be deemed to be an original, and such counterparts shall together constitute but one and
the same Agreement. The parties shall be entitled to sign and transmit an electronic signature of this Agreement
(whether by facsimile, PDF or other email transmission), which signature shall be binding on the party whose name
is contained therein. Any party providing an electronic signature agrees to promptly execute and deliver to the other
parties an original signed Agreement upon request.
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Ron DeSantis
Governor
March 18, 2020
Robert Hevia
City of Miami
444 SW 2nd Avenue, 10th Floor
Miami, Florida 32804
Certified Mail -Return Receipt Requested
RE: FY19 UASI City of Miami Agreement Number R0075
Dear Chief Hevia:
Jared Moskowitz
Director
Enclosed is the fully executed agreement between City of Miami and the Florida Division
of Emergency Management, executed on March 12, 2020. Under Section (3) (c), Contact,
of this agreement you have been identified as the recipient's representative responsible for
the administration of this agreement. It is your responsibility to thoroughly read, understand
and oversee the compliance of all the conditions within this agreement.
If you have any questions about this agreement, please contact Kizzy K. Caban at
850-815-4348 or email kzzy.cabanc em.myflorida.com.
Linda McWhorter
Preparedness Bureau Chief
LM/kc
Enclosures
DIVISION HEADQUARTERS Tel: 850-413-9969 • Fax: 850-488-1016
2555 Shumard Oak Boulevard www.FloridaDisaster.orq
Tallahassee, FL 32399-2100
STATE LOGISTICS RESPONSE CENTER
2702 Directors Row
Orlando, FL 32809-5631
Contract Number: R0075
FEDERALLY -FUNDED SUBAWARD AND GRANT AGREEMENT
2 C.F.R. §200.92 states that a "subaward may be provided through any form of legal agreement, including an
agreement that the pass -through entity considers a contract"
As defined by 2 C.F.R. §200.74, 'pass -through entity" means "a non -Federal entity that provides a subaward to a
Sub -Recipient to carry out part of a Federal program."
As defined by 2 C.F.R. §200,93, "Sub -Recipient' means °a non -Federal entity that receives a subaward from a
pass -through entity to carry out part of a Federal program."
As defined by 2 C.F.R. §200.36, "Federal award" means "Federal financial assistance that a non -Federal entity
receives directly from a Federal awarding agency or indirectly from a pass -through entity."
As defined by 2 C.F.R. §200.92, "subaward" means "an award provided by a pass -through entity to a Sub -
Recipient for the Sub -Recipient to carry out part ofa Federal award received by the pass -through entity."
The following information is provided pursuant to 2 C.F.R. §200.331(a)(1):
Sub -Recipient's name:
Sub -Recipient's unique entity identifier:
Federal Award identification Number (FAIN):
Federal Award Date:
Subaward Period of Performance Start and End Date:
Amount of Federal Funds Obligated by this Agreement
Total Amount of Federal Funds Obligated to the Sub -Recipient
by the pass -through entity to include this Agreement:
Total Amount of the Federal Award committed to the Sub -Recipient
by the pass -through entity:
Federal award project description (see FFATA):
Name of Federal awarding agency:
Name of pass -through entity:
Contact information for the pass -through entity:
Catalog of Federal Domestic Assistance (CFDA) Number and Name:
Whether the award Is R&D:
Indirect cost rate for the Federal award:
City of Miami Fire Rescue
072-22077/4
EMW-2019-SS-00049
September 1.2019
9/1/2019 —12/31/2021
$6 660.000.00
$15,346,603.76
$6,850,000.00
See Article 1, Agreement Artioies:
Dept. of Homeland Security
FL Division of Emergency
Management.
2555 Shumard Oak Boulevard
Tallahassee. Florida 32311
97.067 Homeland Security
Program NO (N/A)
29.26
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and City of Miami Fire
Rescue, (hereinafter referred to as the "Sub -Recipient").
For the purposes of this Agreement, the Division serves as the pass -through entity for a Federal
award, and the Sub -Recipient serves as the recipient of a subaward.
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Sub -Recipient represents that it is fully qualified and eligible to receive these grant funds
to provide the services identified herein;
B. The State of Florida received thesegrant funds from the Federal government, and the Division
has the authority to subgrant these funds to the Sub -Recipient upon the terms and conditions outlined
below; and,
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the. Sub -Recipient agree to the following:
(1) APPLICATION OF STATE LAW TO THIS AGREEMENT
2 C.F.R. §200.302 provides: °Each state must expend and account for the Federal award
in accordance with state laws and procedures for expending and accounting for the state's own funds."
Therefore, section 215.971, Florida Statutes, entitled °Agreements funded with federal or state assistance°,
applies to this Agreement.
(2) LAWS, RULES.REGULATiONS AND POLICIES
a. The Sub -Recipient's performance under this Agreement is subject to 2 C.F.R. Part
200, entitled °Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards?
b. As required by Section 215.971(1), Florida Statutes, this Agreement includes:
i. A provision specifying a scope of work that clearly establishes the tasks that
the Sub -Recipient is required to perform.
11. A provision dividing the agreement into quantifiable units of deliverables that
must be received and accepted in writing by the Division before payment. Each deliverable must be
directly related to the scope of work and specify the required minimum Level of service to be performed and
the criteria for evaluating the successful completion of each deliverable.
iii. A provision specifying the financial consequences that apply if the Sub -
Recipient fails to perform the minimum level of service required by the agreement.
iv. A provision specifying that the Sub -Recipient may expend funds only for
allowable costs resulting from obligations incurred during the specified agreement period.
v, A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division,
vi. A provision specifying that any funds paid in excess of the amount to which
the Sub -Recipient is entitled under the terms and conditions of the agreement must be refunded to the
Division.
c. In addition to the foregoing, the Sub -Recipient and the Division shalt be governed by
all applicable State and Federal laws, rules and regulations, including those identified in Attachment D.
2
Any express reference in this Agreement to a particular statute, rule, or regulation in no way implies that no
other statute, rule, or regulation applies.
(3) CONTACT
a. In accordance with section 215.971(2), Florida Statutes, the Division's Grant Manager
shall be responsible for enforcing'performance of this Agreement's terms and conditions and shall serve as
the Division's liaison with the Sub -Recipient. As part of his/her duties, the Grant Manager for the Division
shall:
i. Monitor and document Sub -Recipient performance; and,
-
ii. Review and document all deliverables for which the Sub -Recipient requests
payment.
b. The Division's Grant Manager for this Agreement is:
Kizzy.K. Caban
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
Telephone: (850) 815-4348
Email: Kizzv.Cabanaem.mvflorlda.com
c. The name and address of the Representative of the Sub -Recipient responsible for the
administration of this Agreement is:
Chief Robert Hevia
444 SW 2nd Avenue, 10th Floor
Miami, Florida 33130
Telephone: (305) 569-5402
Fax: (305) 569-4070
Email: RobHeviaCa)_miami.aov
d. In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the name, title and address of the new representative will be
provided to the other party.
3
(4) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(6) EXECUTION
This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original.
(6) MODIFICATION
Either party may request modification of the provisions of this Agreement. Changes which
are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to the
original of this Agreement.
(7) SCOPE OF WORK.
The Sub -Recipient shall perform the work in accordance with the Budget and Scope of
Work, Attachments A and B of this Agreement.
(8) PERIOD OF AGREEMENT.
This Agreement shall begin on September 1, 2019 and end on December 31, 2021
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.E.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.
(9) FUNDING
a. This is a cost -reimbursement Agreement, subject to the availability of funds.
b. The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance
with either Chapter 216, Florida Statutes, or the Florida Constitution.
c. The Division will reimburse the Sub -Recipient only for allowable costs incurred by the
Sub -Recipient In the successful completion of each deliverable. The maximum reimbursement amount for
each deliverable is outlined in Attachment A and B of this Agreement ("Budget and Scope of Work"). The
maximum reimbursement amount for the entirety of this Agreement is $6,650.000.00.
d. As required by 2 G.F.R. §200.415(a), any request for payment under this Agreement
must include a certification, signed by an yfficial who is authorized to feaaily bind the Sub -Recipient, which
reads as follows: "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. f 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. (U.S. Code Title 18, Section
1001 and Title 31, Sections 3729-3730 and 3801-3812)."
4
e. The Division will review any request for reimbursement by comparing the
documentation provided by the Sub -Recipient against a performance measure, outlined in Attachment B,
that clearly delineates:
i. The required minimum acceptable level of service to be performed; and,
11. The criteria for evaluating the successful completion of each deliverable.
f. The performance measure required by section 215.971(1)(b), Florida Statutes,
remains consistent with the requirement for a °performance goal", which Is defined in 2 C.F.R. §200.76 as
°a target level of performance expressed as a tangible, measurable objective, against which actual
achievement can be compared." It also remains consistent with the requirement, contained in 2 C.F.R.
§200.301, that the Division and the Sub -Recipient "relate financial data to performance accomplishments
of the Federal award.°
g. If authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub -Recipient for overtime expenses in accordance with 2 C.F.R. §200.430 ("Compensation —personal
services") and 2 C.F.R. §200.431 ("Compensation —fringe benefits"). If the Sub -Recipient seeks
reimbursement for overtime expenses for periods when no work Is performed due to vacation, holiday,
illness, failure of the employer to provide sufficient work, or other similar cause (see 29 U.S.C. §207(e)(2)),
then the Division will treat the expense as a fringe benefit. 2 C.F.R. §200.431(a) defines fringe benefits as
"allowances and services provided by employers to their employees as compensation In addition to regular
salaries and wages." Fringe benefits are allowable under this Agreement as long as the benefits are
reasonable and are required by law, Sub -Recipient -employee agreement, or an established policy of the
Sub -Recipient. 2 C.F.R. §200.431(b) provides that the cost of fringe benefits in the form of regular
compensation paid to employees during periods of authorized absences from the job, such as for annual
leave, family -related leave, sick leave, holidays, court leave, military leave, administrative leave, and other
similar benefits, are allowable if all of the following criteria are met:
i. They are provided under established written leave policies;
ii. The costs are equitably allocated to all related activities, including Federal
awards; and,
The accounting basis (cash or accrual) selected for costing each type of leave
is consistently followed by the non -Federal entity or specified grouping of employees.
h. If authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub -Recipient for travel expenses in accordance with 2 G.F.R. §200.474. As required by the Reference
Guide for State Expenditures, reimbursement for travel must be in accordance with section 112.061,
Florida Statutes, which includes submission of the claim on the approved state travel voucher. If the Sub-,
Recipient seeks reimbursement for travel costs that exceed the amounts stated in section 112.061(6)(b),
Florida Statutes ($6 for breakfast, $11 for lunch, and $19 for dinner), then the Sub -Recipient must provide
documentation that:
i. The costs are reasonable and do not exceed charges normally allowed by the
Sub -Recipient in its regular operations as a result of the Sub -Recipient's written travel policy; and,
ii. Participation of the individual in the travel is necessary to the Federal award.
i. The Division's grant manager, as required by section 216.971(2)(c), Florida Statutes,
shall reconcile and verify all funds received against ail funds expended during the grant agreement period
5
and produce a final reconciliation report. The final report must identify any funds paid in excess of the
expenditures incurred by the Sub -Recipient.
j. As defined by 2 C,F.R. §200.53, the term "improper payment" means or includes:
I. Any payment that should not have been made or that was made in an
incorrect amount (including overpayments and underpayments) under statutory, contractual,
administrative, or other legally applicable requirements; and,
11. Any payment to an ineligible party, any payment for an, ineligible good or
service, any duplicate payment, any payment for a good or service not received (except for such payments
where authorized by law), any payment that does not account for credit for applicable discounts, and any
payment where insufficient or lack of documentation prevents a reviewer from discerning whether a
payment was proper.
(10)RECORDS
a. As required by 2 C.F.R. §200.336, the Federal awarding agency, Inspectors General,
the Comptroller General of the United States, and the Division, or any of their authorized representatives,
shall enjoy the right of access to any documents, papers, or other records of the Sub -Recipient which are
pertinent to the Federal award, in order to make audits, examinations, excerpts, and transcripts. The right
of access also includes timely and reasonable access to the Sub -Recipient's personnel for the purpose of
interview and discussion related to such documents. Finally, the right of access is not limited to the
required retention period but lasts as long as the records are retained.
b. As required by 2 C.F.R. §200.331(a)(5), the Division, the Chief Inspector General of
the State of Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the
right of access to any documents, financial statements, papers, or other records of the Sub -Recipient
which are pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts.
The right of access also includes timely and reasonable access to the Sub -Recipient's personnel for the
purpose of interview and discussion related to such documents.
c. As required by Florida Department of State's record retention requirements (Chapter
119, Florida Statutes) and by 2 C.F.R. §200.333, the Sub -Recipient shall retain sufficient records to show
its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or
consultants paid from funds under this Agreement, for a period of flye (5) years from the date of
submission of the final expenditure report. The following are the only exceptions to the five (5) year
requirement:
i. if any litigation, claim, or audit is started before the expiration of the 5-year
period, then the records must be retained until alllitigation, claims, or audit findings involving the records
have been resolved and final action taken,
li. When the Division or the Sub -Recipient is notified in writing by the Federal
awarding agency, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect
costs, or pass -through entity to extend the retention period.
Ili. Records for real property and equipment acquired with Federal funds must be
retained for 5 years after final disposition.
iv. When records are transferred to or maintained by the Federal awarding
agency or pass -through entity, the 5-year retention requirement is not applicable to the Sub -Recipient.
6
v. Records for program Income transactions after the period of performance. In
some cases, recipients must report program Income after the period of performance. Where there is such
a requirement, the retention period for the records pertaining to the earning of the program income starts
from the end of the non -Federal entity's fiscal year in which the program income Is eamed.
vi. Indirect cost rate proposals and cost allocations plans. This paragraph
applies to the following types of documents and their supporting records: indirect cost rate computations
or proposals, cost allocation plans, and any similar accounting computations of the rate at which a
particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe
benefit rates).
d. In accordance with 2 C.F.R. §200.334, the Federal awarding agency must request
transfer of certain records to its custody from the Division or the Sub -Recipient when it determines that the
records possess long-term retention value.
e. In accordance with 2 C.F.R. §200.335, the Division must always provide or accept
paper versions of Agreement information to and from the Sub -Recipient upon request. If paper copies are
submitted, then the Division must not require more than an original and two copies. When original records
are electronic and cannot be altered, there is no need to create and retain paper copies. When original
records are paper, electronic versions may be substituted through the use of duplication or other forms of
electronic media provided that they are subject to periodic quality control reviews, provide reasonable
safeguards against alteration, and remain readable.
f. As required by 2 C.F.R. §200.303, the Sub -Recipient shah take reasonable measures
to safeguard protected personally Identifiable information and other information the Federal awarding
agency or the Division designates as sensitive or the Sub -Recipient considers sensitive consistent with
applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality.
g. Florida's Government in the Sunshine Law (Section 286.011, Florida Statutes)
provides the citizens of Florida with a right of access to governmental proceedings and mandates three,
basic requirements: (1) meetings of public boards or commissions must be open to the public; (2)
reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and
promptly recorded. The mere receipt of public funds by a private entity, standing alone, is insufficient to
bring that entity within the ambit of the open government requirements. However, the Government in. the
Sunshine Law applies to private entities that provide services to governmental agencies and that act on
behalf of those agencies in the agencies' performance of their public duties. If a public agency delegates
the performance of its public purpose to a private entity, then, to the extent that private entity is performing
that public purpose, the Government in the Sunshine Law applies. For example, if a volunteer fire
department provides firefighting services to a governmental entity and uses facilities and equipment
purchased with public funds, then the Government in the Sunshine Law applies to board of directors for
that volunteer fire department. Thus, to the extent that the Government in the Sunshine Law applies to the
Sub -Recipient based upon the funds provided under this Agreement, the meetings of the Sub -Recipient's
governing board or the meetings of any subcommittee making recommendations to the governing board
may be subject to open government requirements. These meetings shall be publicly noticed, open to the
public, and the minutes of ail the meetings shall be public records, available to the public in accordance
with Chapter 119, Florida Statutes.
7
h. Florida's Public Records Law provides a right of access to the records of the state and
local governments as well as to private entities acting on their behalf. Unless specifically exempted from
disclosure by the Legislature, all materials made or received by a governmental agency (or a private entity
acting on behalf of such an agency) in conjunction with official business which are used to perpetuate,
communicate, or formalize knowledge qualify as public records subject to public inspection. The mere
receipt of public funds by a private entity, standing alone, is insufficient to bring that entity within the ambit
of the public record requirements. However, when a public entity delegates a public function to a private
entity, the records generated by the private entity's performance of that duty become public records. Thus,
the nature and scope of the services provided by a private entity determine whether that entity is acting on
behalf of a public agency and is therefore subject to the requirements of Florida's Public Records Law.
The Sub -Recipient shall maintain ail records for the Sub -Recipient and for all
subcontractors or consultants to be paid from funds provided under this Agreement, including
documentation of all program costs, in a form sufficient to determine compliance with the requirements and
objectives of the Budget and Scope of Work - Attachment A and B - and all other applicable laws and
regulations.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT: (850) 815-4156, Records@em.myflorida.com, or 2555
Shumard Oak Boulevard, Tallahassee, FL 32399.
(11)AUPITS
a. The Sub -Recipient shall comply with the audit requirements contained in 2 C.F.R. Part
200, Subpart F.
b. In accounting for the receipt and expenditure of funds under this Agreement, the Sub- .
Recipient shall follow Generally Accepted Accounting Principles ("GAAP"). As defined by 2 C,F.R.
§200.49, GAAP 'has the meaning specified in accounting standards issued by the Government -Accounting
Standards Board (GASB) and the Financial Accounting Standards. Board (FASB)."
c. When conducting an audit of the Sub -Recipient's performance under this Agreement,
the Division shall use Generally Accepted Government Auditing Standards ("GAGAS"). As defined by 2
C.F.R. §200.50, GAGAS, "also known as the Yellow Book, means generally accepted government auditing
standards issued by the Comptroller General of the United States, which are applicable to financial audits."
d. if an audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Sub -Recipient shall be held liable for reimbursement
to the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Sub -Recipient of such non-compliance.
e. The Sub -Recipient shall have all audits completed by an independent auditor, which is
defined in section 215.97(2)(i), Florida Statutes, as "an independent certified public accountant licensed
under chapter 473." The independent auditor shall state that the audit complied with the applicable
8
provisions noted above. The audit must be received by the Division no later than nine months from the
end of the Sub -Recipient's fiscal year,
f. The Sub -Recipient shall send copies of reporting packages for audits conducted in
accordance with 2 C.F.R. Part 200, by or on behalf of the Sub -Recipient, to the Division at the folowing
address:
DEMSingle_Audit@em.myflorida,com
Qg
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
g. The Sub -Recipient shall send the Single Audit reporting package and Form SF -SAC to
the Federal Audit Clearinghouse by submission online at:
http:l/harvester.census.gov/facicoilectlddeindex.html
h. The Sub -Recipient shall send any management letter issued by the auditor to the
Division at the following address:
D EM Si n g Ie_Audit@em. myflo rid a. com
QR
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(12)REPORTS
a. Consistent with 2 C.F.R, §200.328, the Sub -Recipient shall provide the Division with
quarterly reports and a close-out report. These reports shall include the current status and progress by the
Sub -Recipient and all subcontractors in completing the work described in the Scope of Work and the
expenditure of funds under this Agreement, in addition to any other information requested by the Division.
b. Quarterly reports are due to the Division no later than 30 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative close-out
report. The ending dates for each quarter of the program year are March 31, June 30, September 30 and
December 31.
c. The close-out report is due 60 days after termination of this Agreement or 30 days
after completion of the activities contained in this Agreement, whichever first occurs.
d. If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, then the Division may withhold further payments until they are
completed or may take other action as stated in Paragraph (16) REMEDIES. "Acceptable to the Division"
means that the work product was completed in accordance with the Budget and Scope of Work.
e. The Sub -Recipient shall provide additional program updates or information that may
be required by the Division.
f. The Sub -Recipient shall provide additional reports and information identified in
Attachment B.
9
(13)MONITORING,
a. The Sub -Recipient shall monitor Its performance under this Agreement, as well as that
of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure
that time schedules are being met, the Schedule of Deliverables and Scope of Work are being
accomplished within the specified time periods, and other performance goals are being achieved. A
review shall be done for each function or activity in Attachment B to this Agreement and reported in the
quarterly report.
b. In addition to reviews of audits, monitoring procedures may include, but not be limited
to, On -site visits by Division staff, limited scope audits, and/or other procedures, The Sub -Recipient
agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the
Division. in the event that the Division determines that a limited scope audit of the Sub -Recipient is
appropriate, the Sub -Recipient agrees to comply with any additional instructions provided by the Division
to the Sub -Recipient regarding such audit. The Sub -Recipient further agrees to comply and cooperate
with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial
Officer or Auditor General, In addition, the Division will monitor the performance and financial
management by the Sub -Recipient throughout the contract term to ensure timely completion of all tasks.
(14)LiABILITY
a. Unless Sub -Recipient is a State agency or subdivision, as defined in section
768,28(2), Florida: Statutes, the Sub -Recipient is solely responsible to parties it deals with in carrying out
the terms of this Agreement as authorized by section 768.28(19), Florida Statutes, Sub -Recipient shall
hold the Division harmless against all claims of whatever nature by third parties arising from the work
performance under this Agreement. For purposes of this Agreement, Sub -Recipient agrees that it is not an
employee or agent of the Division but is an independent contractor.
b. As required by section 768.28(19), Florida Statutes, any Sub -Recipient which is a
state agency or subdivision, as defined in section 768.28(2), Florida Statutes,agrees to be fully
responsible for Its negligent or tortious acts or omissions which result in claims or suits against the
Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the
extent set forth in Section 768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of
sovereign immunity by any Sub -Recipient to which sovereign immunity applies. Nothing herein shall be
construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in
any matter arising out of any contract.
(15)DEFAULi.
If any of the following events occur ("Events of Default"), all obligations on the part of the
Division to make further payment of funds shall terminate and the Division has the option to exercise any
of its remedies set forth in Paragraph (16); however, the Division may make payments or partial payments
after any Events of Default without waiving the right to exercise such remedies, and without becoming
liable to make any further payment if:
a. Any warranty or representation made by the Sub -Recipient in this Agreement or any
previous agreement with the Division is or becomes false or misleading in any respect, or if the Sub -
Recipient fails to keep or perform any of the obligations, terms or covenants in this Agreement or any
10
previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to
meet its obligations under this Agreement;
b. Material adverse changes occur in the financial condition of the Sub -Recipient at any
time during the term of this Agreement, and the Sub -Recipient fails to cure this adverse change within
thirty clays from the date written notice is sent by the Division;
c. Any reports required by this Agreement have not been submitted to the Division or
have been submitted with Incorrect, incomplete or insufficient Information; or,
d. The Sub -Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
(16)REMEQIES.
Wan Event of Default occurs, then the Division shall, after thirty calendar days written
notice to the Sub -Recipient and upon the Sub -Recipient's failure to cure within those thirty days, exercise
any one or more of the following remedies, either concurrently or consecutively:
a. Terminate this Agreement, provided that the Sub -Recipient is given at least thirty days
prior written notice of the termination. The notice shall be effective when placed in the United States, first
class mail, postage prepaid, by registered or certified mail -return receipt requested, to the address in
paragraph (3) herein;
b. Begin an appropriate legal or equitable action to enforce performance of this
Agreement;
c. Withhold or suspend payment of all or any part of a request for payment;.
d. Require that the Sub -Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds.
e. Exercise any corrective or remedial actions, to include but not be limited to:
1. Request additional information from the Sub -Recipient to determine the
reasons for or the extent of non-compliance or lack of performance,
ii. Issue a written warning to advise that more serious measures may be taken If
the situation is not corrected,
iii. Advise the Sub -Recipient to suspend, discontinue or refrain from incurring
costs for any activities in question or
• iv. Require the Sub -Recipient to reimburse the Division for the amount of costs
incurred for any items determined to be ineligible;
f. Exercise any other rights or remedies which may be available under law.
Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in
this Agreement or fails to insist on strict performance by the Sub -Recipient, it will not affect, extend or
waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by
the Division for any other default by the Sub -Recipient.
(17)TERMINATION.
a. The Division may terminate this Agreement for cause after thirty days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
11
failure to perform on time, and refusal by the Sub -Recipient to permit public access to any document,
paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as amended.
b. The Division may terminate this Agreement for convenience or when it determines, in
its sole discretion, that continuing the Agreement would not produce beneficial results in line with the
further expenditure of funds, by providing the Sub -Recipient with thirty calendar days prior written notice.
c. The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement.. The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement.
d. In the event that this Agreement is terminated, the Sub -Recipient will not incur new
obligations for the terminated portionof the Agreement after the Sub -Recipient has received the
notification of termination. The Sub -Recipient will cancel as many outstanding obligations as possible.
Costs incurred after receipt of the termination notice will be disallowed. The Sub -Recipient shall not be
relieved of liability to the Division because of any breach of Agreement by the Sub -Recipient. The Division
may, to the extent authorized by law, withhold payments to the Sub -Recipient for the purpose of set-off
until the exact amount of damages due the Division from the Sub -Recipient is determined.
(18)PROCUREMENT
a. The Sub -Recipient shall ensure that any procurement involving funds authorized by
the Agreement complies with all applicable federal and state Jaws and regulations, to include 2 C.F.R.
§§200.318 through 200.326 as well as Appendix II to 2 C.F.R. Part 200 (entitled "Contract Provisions for
Non -Federal Entity Contracts Under Federal Awards").
b. As required by 2. C.F.R. §200.318(i), the Sub -Recipient shall "maintain records
sufficient to detail the history of procurement. 'These records will include but are not necessarily limited to
the following: rationale for the method of procurement, selection of contract type, contractor selection or
rejection, and the basis for the contract price."
c. As required by 2 C.F.R. §200.318(b), the Sub -Recipient shall °maintain oversight to
ensure that contractors perform in accordance with the terms, conditions, and specifications of their
contracts or purchase orders." in order to demonstrate compliance with this requirement, the Sub -
Recipient shall document, in its quarterly report to the Division, the progress of any and all subcontractors
performing work under this Agreement.
d. Except for procurements by micro -purchases pursuant to 2 C.F.R. §200.320(a) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub -Recipient
chooses to subcontract any of the work required under this Agreement, then the Sub -Recipient shall
forward to the Division a copy of any solicitation (whether competitive or non-competitive) at least ten (10)
days prior to the publication or communication of the solicitation. The Division shall review the solicitation
and provide comments, if any, to the Sub -Recipient within seven (7) business days. Consistent with 2
C.F.R. §200.324, the Division will review the solicitation for compliance with the procurement standards
outlined in 2 C.F.R. §§20O318 through 200.326 as well as Appendix II to 2 G.F.R. Part 200. Consistent
with 2 C.F.R. §200.318(k), the Division will not substitute its judgment for that of the Sub -Recipient. While
the Sub -Recipient does not need the approval of the Division in order to publish a competitive solicitation,
this review may allow the Division to identify deficiencies in the vendor requirements or in the commodity
or service specifications. The Division's review and comments shall not constitute an approval of the
12
solicitation. Regardless of the Division's review, the Sub -Recipient remains bound by all applicable laws,
regulations, and agreement terms. if during its review the Division identifies any deficiencies, then the
Division shall communicate those deficiencies to the Sub -Recipient as quickly as possible within the seven
(7)1business day window outlined above. If the Sub -Recipient publishes a competitive solicitation after
receiving comments from the Division that the solicitation is deficient, then the Division may:
i. Terminate this Agreement in accordance with the provisions outlined in
paragraph (17) above; and,
ii. Refuse to reimburse the Sub -Recipient for any costs associated with that
solicitation.
e. Except for procurements by micro -purchases pursuant to 2 G.F.R. §200.320(a) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub -Recipient
chooses to subcontract any of the work required under this Agreement, then the Sub-Recipientshall
forward to the Division a copy of any contemplated contract prior to contract execution. The Division shall
review the unexecuted contract and provide comments, if any, to the Sub -Recipient within three (3)
business days. Consistent with 2 G.F.R. §200.324, the Division will review the unexecuted contract for
compliance with the procurement standards outlined in 2 C.F.R. §§200.318 through 200.326 as well as
Appendix!! to 2 C.F.R. Part 200. Consistent with 2 C.F.R. §200.318(k), the Division will not substitute its
judgment for that of the Sub -Recipient. Whae the Sub -Recipient does not need the approval of the
Division in order to execute a subcontract, this review may allow the Division to identify deficiencies in the
terms and conditions of the subcontract as well as deficiencies in the procurement process that led to the
subcontract. The Division's review and comments shall not constitute an approval of the subcontract.
Regardless of the Division's review, the Sub -Recipient remains bound by all applicable Paws, regulations,
and agreement terms. If during its review the Division identifies any deficiencies, then the Division shall
communicate those deficiencies to the Sub -Recipient as quickly as possible within the seven (7) business
day window outlined above, If the Sub -Recipient executes a subcontract after receiving a communication
from the Division that the subcontract is non -compliant, then the Division may:
i. Terminate this Agreement in accordance with the provisions outlined in
paragraph (17) above; and,
ii. Refuse to reimburse the Sub -Recipient for any costs associated with that
subcontract.
f. The Sub -Recipient agrees to include in the subcontract that (i) the subcontractor is
bound by the terms of this Agreement, (ii) the subcontractor is bound by ail applicable state and federal
laws and regulations, and (ili) the subcontractor shall hold the Division and Sub -Recipient harmless against
all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement,
to the extent allowed and required by law. effected -
g. As required by 2 C.F.R. §200.318(c)(1), the Sub -Recipient shall 'maintain written
standards of conduct covering conflicts of interest and governing the actions of its employees engaged in
the selection, award and administration of contracts."
h. As required by 2 G.F.R. §200.319(a), the Sub -Recipient shall conduct any
procurement under this agreement "in a manner providing full and open competition." Accordingly, the
Sub -Recipient shall not:
13
business;
companies;
contracts;
equivalent;
i. Place unreasonable requirements on firms in order for them to qualify to do
ii. Require unnecessary experience or excessive bonding;
III Use noncompetitive pricing practices between firms or between affiliated
iv. Execute noncompetitive contracts to consultants that are on retainer
v. Authorize, condone, or ignore organizational conflicts of interest;
vi. Specify only a brand name product without allowing vendors to offer an
vii. Specify a brand name product instead of describing the performance,
specifications, or other relevant requirements that pertain to the commodity or service solicled by the
procurement;
viii. Engage in any arbitrary action during the procurement process; or,
ix. Allow a vendor to bid on a contract if that bidder was involved with developing
or drafting the specifications, requirements, statement of work, invitation to bid, or request for proposals.
1. "[Ejxcept in those cases where applicable Federal statutes expressly mandate or
encourage" otherwise, the Sub -Recipient, as required by 2 C.F.R. §200.319(b), shall not use a geographic
preference when procuring commodities or services under this Agreement.
j. The Sub -Recipient shall conduct any procurement Involving Invitations to bid (Le.
sealed bids) in accordance with 2 C.F.R. §200.320(c) as well as section 287.057(1)(a), Florida Statutes.
k. The Sub -Recipient shall conduct any procurement involving requests for proposals
(Le. competitive proposals) in accordance with 2 C.F.R. §200.320(d) as well as section 287.057(1)(b),
Florida Statutes,
I. For each subcontract, the Sub -Recipient shall provide a written statement to the
Division as to whether that subcontractor is a minority business enterprise, as defined in Section 288.703,
Florida Statutes. Additionally, the Sub -Recipient shall comply with the requirements of 2 C.F.R. §200.321
("Contracting with small and minority businesses, women's business enterprises, and labor surplus area
firms").
(19)ATTACHMENTS
a. All attachments to this Agreement are incorporated as if set out fully,
b. In the event of any inconsistencies or confiict between the language of this Agreement
and the attachments, the language of the attachments shall control, but only to the extent of the conflict or
inconsistency.
c. This Agreement has the following attachments:
I. Exhibit 1 - Funding Sources
ii. Attachment A — Program Budget
iii. Attachment B — Scope of Work
iv. Attachment C — Deliverables and Performance
v. Attachment D — Program Statutes and Regulations
vi. Attachment E — Justification of Advance Payment
14
vii. Attachment F —Warranties and Representations
viii. Attachment G — Certification Regarding Debarment
Ix. Attachment H — Statement of Assurances
x. Attachment I — Mandatory Contract Provisions
xi. Attachment J — Monitoring Guidelines
xii, Attachment K — EHP Guidelines
xili. Attachment L — Reimbursement Checklist
(20)PAYMENTS
a. If the necessary funds are not available to fund this. Agreement as a result of action by
the United States Congress, the federal Office of Management and Budgeting, the State Chief Financial
Officer or under subparagraph (9)b. of this Agreement, all obligations on the part of the Division to make
any further payment of funds shall terminate, and the Sub -Recipient shall submit its closeout report within
thirty days of receiving notice from the Division.
b. Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services. The final invoice shall be submitted within thirty (30)
days after the expiration date of the agreement. An explanation of any circumstances prohibiting the
submittal of quarterly invoices shall be submitted to the Division grant manager as part of the Sub -
Recipient's quarterly reporting as referenced in Paragraph (12) of this Agreement.
c. Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as
applicable, section 216.181(16), Florida Statutes. All requests for advance payments will be reviewed and
considered an a case by case basis. All advances are required to be held in an interest -bearing account.
If an advance payment is requested, the budget data on which the request is based, and a justification
statement shall be included in this Agreement as Attachment E. Attachment E will specify the amount of
advance payment needed and provide an explanation of the necessity for and proposed use of these
funds. No advance shall be accepted for processing if a reimbursement has been paid prior to the
submittal of a request for advanced payment. After the initial advance, if any, payment shall be made on a
reimbursement basis as needed.
(21)REPAYMENTS
a. All refunds or repayments due to the Division under this Agreement are to be made
payable to the order of "Division of Emergency Management", and mailed directly to the following address:
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
b. In accordance with Section 215.34(2), Florida Statutes, if a check or other draft is
returned to the Division for collection, Sub -Recipient shall pay the Division a service fee of $15.00 or 5% of
the face amount of the returned check or draft, whichever is greater.
(22)MANDATED CONDITIONS
a. The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Sub -Recipient in this Agreement,
in any later submission or response to a Division request, or in any submission or response to fulfill the
15
requirements of this Agreement. All of said information, representations, and materials are incorporated by
reference. The Inaccuracy of the submissions or any material changes shall, at the option of the Division
and with thirty clays written notice to the Sub -Recipient, cause the termination of this Agreement and the
release of the Division from all its obligations to the Sub -Recipient.
b. This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreement is In conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of this Agreement.
c. Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement.
d. The Sub -Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101-336, 42 U.S.C. Section 12101 et sea,), which prohibits discrimination by public and private
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services, and telecommunications.
e, Those who have been placed on the convicted vendor fist following a conviction for a
public entity crime or on the discriminatory vendor list may not submita bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant
under a contract with a publicentity, and may not transact business with any public entity In excess of
$25,000,00 for a period of 36 months from the date of being placed on the convicted vendor list or on the
discriminatory vendor list. .
f. Any Sub -Recipient which is not a local government or state agency, and which
receives funds under this Agreement from the federal government, certifies, to the best of its knowledge
and belief, that it and its principals:
i. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal departmentor agency;
ii. Have not, within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false, statements, or receiving stolen property;
iii. Are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph (22)
f. ii. of this certification; and,
iv. Have not within a five-year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
g. If the Sub -Recipient is unable to certify to any of the statements in this certification,
then the Sub -Recipient shall attach an explanation to this Agreement.
16
h. In addition, the Sub -Recipient shall send to the Division (by email or by
facsimile transmission) the completed "Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion" (Attachment G) for each intended subcontractor which Sub -
Recipient plans to fund under this Agreement. The form must be received by the Division before
the Sub -Recipient enters Into a contract with any subcontractor.
I. The Division reserves the right to unilaterally cancel this Agreement if the Sub -
Recipient refuses to allow public access to all documents, papers, letters or other material subject to the
provisions of Chapter 119, Florida Statutes, which the Sub -Recipient created or received under this
Agreement.
j. If the Sub -Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest Income shall either be returned to the Division or be applied against the Division's
obligation to pay the contract amount.
k. The State of Florida will not intentionally awardpublicly-funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the immigration and Nationality Act
("INA")]. The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e) of the INA. Such violation by the Sub -Recipient of the employment provisions
contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation ofthis Agreement by
the Division.
I. Section 287.05805, Florida Statutes, requires that any state funds provided for the
purchase of or improvements to real property are contingent upon the contractor or political subdivision
granting to the state a security interest in the property at least to the amount of state funds provided for at
least 5 years from the date of purchase or the completion of the improvements or as further required by
law.
m. The Division may, at its option, terminate the Contract if the Contractor is found to
have submitted a false certification as provided under section 287.135(5), F.S., or been placed on the
Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities In the Iran
Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria, or to have been
placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel.
(23)j-OBBYING PROHIBITION
a. 2 C.F.R. §200.450 prohibits reimbursement for costs associated with certain lobbying
activities.
b. Section 216.347, Florida Statutes, prohibits any disbursement of grants and aids
appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant
or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature, the judicial branch,
or a state agency."
c. No funds or other resources received from the Division under this Agreement may be
used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency.
d. The Sub -Recipient certifies, by its signature to this Agreement, that to the best of his
or her knowledge and belief:
17
1. No Federal appropriated funds have been paid or will be paid, by or on behalf
of the Sub -Recipient, to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
il. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan or cooperative agreement, the Sub -Recipient shall
complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities."
ill. The Sub -Recipient shall require that this certification be included in the award
documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, and
cooperative agreements) and that all Sub -Recipients shall certify and disclose.
iv. This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into, Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who
fails to fire the required certification shall be subject to a civil penalty of not less than $10,000 and not more
than $100,000 for each such failure.
(24)QOPYRIGHT, PATENT AND TRADEMARK
EXCEPT AS PROVIDED BELOW, ANY AND ALL PATENT RIGHTS ACCRUING
UNDER OR IN CONNECTION WiTH THE PERFORMANCE OF THiS AGREEMENT ARE HEREBY
RESERVED TO THE STATE OF FLORIDA; AND, ANY AND ALL COPYRIGHTS ACCRUING UNDER
OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY
TRANSFERRED BY THE SUB -RECIPIENT TO THE STATE OF FLORIDA,
a. If the Sub -Recipient has a pre-existing patent or copyright, the Sub-Reclpient shall
retain all rights and entitlements to that pre-existing patent or copyright unless the Agreement provides
otherwise.
b. If any discovery or invention is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected with it, the Sub -Recipient shall refer
the discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Sub -Recipient shall notify the Division. Any copyrights accruing under or in
. connection with the performance under this Agreement are transferred by the Sub -Recipient to the State of
Florida.
c. Within thirty days of execution of this Agreement, the Sub -Recipient shall disclose all
intellectual properties relating to the performance of this Agreement which he or she knows or should know
could give rise to a patent or copyright. The Sub -Recipient shall retain all rights and entitlements to any
pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such property
18
exists. The Division shall then, under Paragraph (24) b., have the right to all patents and copyrights which
accrue during performance of the Agreement.
d. If the Sub -Recipient qualifies as a state university under Florida law, then, pursuant to
section 1004.23, Florida Statutes, any Invention conceived exclusively by the employees of the Sub -
Recipient shall become the sole -property of the Sub -Recipient. in the case of joint inventions, that is
inventions made jointly by one or more employees of both parties hereto, each party shall have an equal,
undivided interest in and to such joint inventions. The Division shall retain a perpetual, irrevocable, fully-
pald, nonexclusive license, for its use and the use of its contractors of any resulting patented, copyrighted
or trademarked work products, developed solely by the Sub -Recipient, under this Agreement, for Florida
government purposes.
(25)LEGI5,L AUTHORIZATION
The Sub -Recipient certifies that it has the legal authority to receive the funds underthis Agreement
and that its governing body has authorized the execution and acceptance of this Agreement. The Sub -
Recipient also certifies that the undersigned person has the authority to legally execute and bind Sub -
Recipient to the terms of this Agreement.
(26)EQUAL OPPORTUNITY EMPLOYMENT
a. in accordance with 41 C.F.R. §60-1,4(b), the Sub -Recipient hereby agrees that it will
incorporate or cause to be incorporated into any contract for construction work, or modification thereof, as
defined in the regulations of the Secretary of Labor at 41 CFR Chapter 60, which is paid for in whole or in
part with funds obtained from the Federal Government or borrowed on the credit of the Federal
Government pursuant to a grant, contract, loan, insurance, or guarantee, or undertaken pursuant to any
Federal program involving such grant, contract, loan, insurance, or guarantee, the following equal
opportunity clause:
During the performance of this contract, the contractor agrees as follows:
1. The contractor will not discriminate against any employee or
applicant for employment because of race, color, religion, sex, sexual
orientation, gender identity, or national origin. The contractor will take
affirmative action to ensure that applicants are employed, and that
employees are treated during employment without regard to their race,
color, religion, sex, sexual orientation, gender identity, or national origin.
Such action shall include, but not be limited to the following:
Employment, upgrading, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. The
contractor agrees to post in conspicuous places, available to employees
and applicants for employment, notices to be provided setting forth the
provisions of this nondiscrimination clause.
ii. The contractor will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, state that all qualified
applicants will receive considerations for employment without regard to
race, color, religion, sex, sexual orientation, gender identity, or national
origin.
iii. The contractor will not discharge or in any other manner
discriminate against any employee or applicant for employment because
such employee or applicant has inquired about, discussed, or disclosed
the compensation of the employee or applicant or another employee or
19
applicant. This provision shall not apply to instances in which an
employee who has access to the compensation information of other
employees or applicants as a part of such employee's essential job
functions discloses the compensation of such other employees or
applicants to individuals who do not otherwise have access to such
information, unless such disclosure is in response to a formal complaint or
charge, in furtherance of an investigation, proceeding, hearing, or action,
including an investigation conducted by the employer, or is consistent with
the contractor's legal duty to furnish information.
iv. The contractor will send to each labor union or representative of
workers with which he has a collective bargaining agreement or other
contract or understanding, a notice to be provided advising the said labor
union or workers' representatives of the contractor's commitments under
this section and shall post copies of the notice in conspicuous places
available to employees and applicants for employment.
v. The contractor will comply with all provisions of Executive Order
11246 of September 24, 1965, and of the rules, regulations, and relevant
orders of the Secretary of Labor.
vi. The contractor will furnish all information and reports required by
Executive Order 11246 of September 24, 1965, and by rules, regulations,
and orders of the Secretary of Labor, or pursuant thereto, and wilt permit
access to his books, records, and accounts by the administering agency
and the Secretary of Labor for purposes of investigation to ascertain
compliance with such rules, regulations, and orders.
vii. In the event of the contractor's noncompliance with the
nondiscrimination clauses of this contract or with any of the said rules,
regulations, or orders, this contract may be canceled, terminated, or
suspended in whole or in part and the contractor may be declared
ineligible for further Government contracts or federally assisted
construction contracts in accordance with procedures authorized in
Executive Order 11246 of September 24, 1965, and such other sanctions
may be imposed and remedies invoked as provided in Executive Order
11246 of September 24, 1965, or by rule, regulation, or order of the
Secretary of Labor, or as otherwise provided by law.
viii. The contractor will include the portion of the sentence
immediately preceding paragraph (1) and the provisions of paragraphs (1)
through (8) in every subcontract or purchase order unless exempted by
rules, regulations, or orders of the Secretary of Labor issued pursuant to
section 204 of Executive Order 11246 of September 24, 1965, so that
such provisions will be binding upon each subcontractor or vendor. The
contractor will take such action with respect to any subcontract or
purchase order as the administering agency may direct as a means of
enforcing such provisions, including sanctions for noncompliance:
Provided, however, that in the event a contractor becomes involved in, or
is threatened with, litigation with a subcontractor or vendor as a result of
such direction by the administering agency the contractor may request the
United States to enter into such litigation to protect the interests of the
United States.
,b. The Sub -Recipient further agrees that it will be bound by the above equal opportunity
clause with respect to its own employment practices when it participates in federally assisted construction
work: Provided, that if the applicant so participating is a State or local government, the above equal
20
opportunity clause is not applicable to any agency, instrumentality or subdivision of such government
which does not participate in work on or under the contract.
c. The Sub -Recipient agrees that it will assist and cooperate actively with the
administering agency and the Secretary of Labor in obtaining the compliance of contractors and
subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the
Secretary of Labor, that it will fumish the administering agency and the Secretary of Labor such
information as they may require for the supervision of such compliance, and that it will otherwise assist the
administering agency in the discharge of the agency's primary responsibility for securing compliance.
d. The Sub -Recipient further agrees that it will refrain from entering into any contract or
contract modification subject to Executive Order 11246 of September 24,1965, with a contractor debarred
from, or who has not demonstrated eligibility for, Government contracts and federally assisted construction
contracts pursuant to the Executive order and will carry out such sanctions and penalties for violation of
the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering
agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive order. In addition, the
Sub -Recipient agrees that if it falls or refuses to comply with these undertakings, the administering agency
may take any or all of the following actions: cancel, terminate, or suspend in whole or in part this grant
(contract, loan, Insurance, guarantee); refrain from extending any further assistance to the Sub -Recipient
under the program with respect to which the failure or refund occurred until satisfactory assurance of future
compliance has been received from such Sub -Recipient; and refer the case to the Department of Justice
for appropriate legal proceedings.
(27)COPELAND ANTI -KICKBACK ACT
The Sub -Recipient hereby agrees that, unless exempt under Federal law, it will
incorporate or cause to be incorporated into any contract for construction work, or modification thereof, the
following clause:
i. Contractor. The contractor shall comply with 18 U.S.C. § 874, 40
U.S.C. § 3145, and the requirements of 29 C..F.R. pt. 3 as may be
applicable, which are incorporated by reference into this contract.
ii. Subcontracts. The contractor or subcontractor shall insert in any
subcontracts the clause above and such other clauses as the FEMA may
by appropriate Instructions require, and also a clause requiring the
subcontractors to include these clauses in any lower tier subcontracts.
The prime contractor shall be responsible for the compliance by any
subcontractor or lower tier subcontractor with all of these contract clauses.
iii. .Breach, A breach of the contract clauses above may be grounds
for termination of the contract, and for debarment as a contractor and
subcontractor as. provided In 29 C.F.R. § 5.12.
(28)CONTRACT WORK HOURS AND SAFETY STANDARDS
If the Sub -Recipient, with the funds authorized by this Agreement, enters into a contract
that exceeds $100,000 and involves the employment of mechanics or laborers, then any such contract
must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of
Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to
compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.
Work in excess of the standard work week is permissible provided that the worker is compensated at a
21
rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in
the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that
no laborer or mechanic must be required to work in surroundings or under working conditions which are
unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or
materials or articles ordinarily available on the open market, or contracts for transportation.
(29)CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT
If the Sub -Recipient, with the funds authorized by this Agreement, enters into a contract
that exceeds $150,000, then any such contract must include the following provision:
Contractor agrees to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671 q)
and the Federal Water Pollution Control Act as amended (33 U.S.C.
1251-1387) and will report violations to FEMA.and the Regional Office of
the Environmental Protection Agency (EPA).
(30)SUSPENSION AND DEBARMENT
If the Sub -Recipient, with the funds authorized by this Agreement, enters into a contract,
then any such contract must include the following provisions:
i. This contract is a covered transaction for purposes of 2 C.F.R.. pt.
180 and 2 C.F.R. pt. 3000. As such the contractor is required to verify
that none of the contractor, its principals (defined at 2 C.F.R. § 180.995),
or its affiliates (defined at 2 C.F,R. § 180.905) are excluded (defined at 2
C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).
ii. The contractor must comply with 2 C.F.R. pt. 180, subpart C and
2 C.F.R. pt. 3000, subpart C and must include a requirement to comply
with these regulations in any lower tier covered transaction it enters into,
111. This certification is a material representation of fact relied upon by
the Division. if it is later determined that the contractor did not comply
with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in
addition to remedies available to the Division, the Federal Government
may pursue available remedies, including but not limited to suspension
and/or debarment.
iv. The bidder or proposer agrees to comply with the requirements of
2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this
offer is valid and throughout the period of any contract that may arise from
this offer. The bidder or proposer further agrees to include a provision
requiring such compliance in its lower tier covered transactions.
(31)BYRD ANTI -LOBBYING AMENDMENT
If the Sub -Recipient, with the funds authorized by this Agreement, enters into a contract,
then any such contract must include the following clause:
Byrd Anti -Lobbying Amendment, 31 U.S.C. § 1352 (as amended}.
Contractors who apply or bid for an award of $100,000 or more shall file
the required certification. Each tier certifies to the tier above that it will not
and has not used Federal appropriated funds to pay any person'or
organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, officer or employee of
Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant, or any other award covered by 31
U.S.C. § 1352. Each tier shall also disclose any lobbying with non -
Federal funds that takes place in connection with obtaining any Federal
award. Such disclosures are forwarded from tier to tier up to the recipient.
22
(32) CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS
gNTERPRi$ES,_AND LABOR SURPLUS AREA FIRMS
a. If the Sub -Recipient, with the funds authorized by this Agreement, seeks to procure
goods or services, then, in accordance with 2 C.F.R. §200.321, the Sub -Recipient shall take the following
affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area
firms are used whenever possible:
i. Placing qualified small and minority businesses and women's business
enterprises on solicitation lists;
ii. Assuring that small and minority businesses, and women's business
enterprises are solicited whenever they are potential sources;
Ili. Dividing total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and women's business
enterprises;
iv. Establishing delivery schedules, where the reauirement permits, which
encourage participation by small and minority businesses, and women's business enterprises;
v. Using the services and assistance, as appropriate, of such organizations as
the Small Business Administration and the Minority Business Development Agency of the Department of
Commerce; and
vi. Requiring the prime contractor, if subcontracts are to be let, to take the
affirmative steps listed in paragraphs i. through v. of this subparagraph.
b. The requirement outlined in subparagraph a. above, sometimes referred to as
°socioeconomic contracting;' does not impose an obligation to set aside either the solicitation or award of a
contract to these types of firms. Rather, the requirement only Imposes an obligation to carry out ar
document, the six affirmative steps identified above.
c. The "socioeconomic contracting" requirement outlines the affirmative steps that the
Sub -Recipient must take; the requirements do not preclude the Sub -Recipient from undertaking additional
steps to involve small and minority businesses and women's business enterprises.
d. The requirement to divide total requirements, when economically feasible, into smaller
tasks or quantities to permit maximum participation by small and minority businesses, and women's
business enterprises, does not authorize the Sub -Recipient to break a single project down Into smaller
components in order to circumvent the micro -purchase or small purchase thresholds so as to utilize
streamlined acquisition procedures (e.g. "project splitting").
33. ASSURANCES,
The Sub -Recipient shall comply with any Statement of Assurances incorporated as
Attachment H.
23
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
SUB-REC T: CITY OF MIA I RE RESCUE
By. 4` U (;/� G°" "d
Name and Title: Emilio T. Gem alez, City Manager
Date:
FID# 59-6000375
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By: J� .� �d�'r iee
Name and Jared Moskowitz, Director
Date: /Z./7 e" ' 24
//.°
ATTEST:
Todd B. Hannon
City Clerk
SPONSORING AGENCY
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
Emilio T. Gonzalez, Ph.
City Manager
APPROVED AS TO FORM AND APPROVED AS , o' INSURANCE
CORRECTNESS
Victoria endez
City Atto ey
25
REQUIREME
nn-Mari Sharp: , Director
Departmt of Ri- c4 Management
EXHIBIT — 1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB -RECIPIENT UNDER THIS
AGREEMENT:
NOTE: If the resources awarded to the Sub -Recipient are from more than one Federal program, provide
the same information shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal Agency: U.S. Department of Homeland Security, Federal Emergency Management
Catalog of Federal Domestic Assistance title and number: 97.067
Award amount: $6,650,000.00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
NOTE: If the resources awarded to the Sub -Recipient represent more than one Federal program, list
applicable compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1. First applicable compliance requirement (e.g., what activities/services/purposes the federal
resources must be used for):
2. Second applicable compliance requirement (e.g., eligibility requirements for Sub -Recipients of the
resources:
3. Etc.
NOTE: Instead of listing the specific compliance requirements as shown above, the State awarding agency
may elect to use language that requires the Sub -Recipient to comply with the requirements of applicable
provisions of specific laws, rules, regulations, etc. For example, for Federal Program 1, fhe language may
state that the Sub -Recipient must comply with specific laws, rules, or regulations that pertain to how the
awarded resources must be used or how eligibility determinations are to be made. The State awarding
agency, if practical, may want to attach a copy of the specific taw, rule, or regulation referred to.
26
ATTACHMENT A
Program Budget
Below is a general budget which outlines eligible categories and their allocation under this award. The
Sub -Recipient is to utilize the "Program Budget" as a guide for completing the "Budget Detail Worksheet"
below.
The Equipment category will require Authorized Equipment List (AEL) reference number. The Authorized
Equipment List (AEL) is a list of approved equipment types allowed under FEMA's preparedness grant
programs. The intended audience of this tool is emergency managers, first responders, and other
homeland security professionals. The list consists of 21 equipment categories divided into sub -categories,
tertiary categories, and then individual equipment items. The AEL can be found at
http://www.fema.qoviauthorized-equipment-list.
At the discretion of the Sub -recipient, funds allocated to Management and Administration costs (as
described in the "Proposed Program Budget") may be put towards Programmatic costs instead. However,
no more than 5% of each Sub -recipient's total award may be expended on Management and
Administration costs.
The transf roffunds between the categories listed in the"Prograrn Budget and Scope of Work" is permitted.
However, the transfer of funds between Issues is strictly prohibited.
FY 2019 - State Homeland
Security Grant Program —
Urban Area Security Initiative
Issue 45
City of Miami Fire Rescue
Award Allocation — Issue 45
$7,000,000.00
State Management & Administration
withheld 5%
$350,000.00
Expendable Award Allocation after 5%
reduction
$6,650,000.00
LETP-Type Activities (25% of award
allocation) This amount Is not in
addition to the remaining award
amount but instead signifies the
amount needed to meet the 25%
requirement.
Management and Administration
(the dollar amount which corresponds
to 5% of the total local agency
allocation is shown in the column on
the right).
$1,750,000.00
$332, 500.00
27
BUDGET DETAIL WORKSHEEET
The Sub -Recipient is required to provide a completed budget detail worksheet, to the Division, which
accounts for the total award as described in the "Proposed Program Budget".
If any changes need to be made to the "Budget Detail Worksheet", after the execution of this agreement,
contact the Grant Manager listed in this agreement via email or letter.
AllowableylannIng Costs
` Quantity
Unit CCbst
To(aI Cost`
Issue# •
Developing hazard/threat-specific annexes that
incorporate the range of prevention, protection, response,
and recovery activities
Developing and implementing homeland security support
programs and adopting ongoing DHS national initiatives
Developing related terrorism and other catastrophic event
prevention activities
Developing and enhancing plans and protocols
Common — Planning (Planning, Training, Exercise)
Developing or conducting assessments
Hiring of full or part-time staff or contractors/consultants to
assist with planning activities (not for the purpose of hiring
public safety personnel fulfilling traditional public safety
duties)
Common — Planning Activities to include Planners
and Contractors, Line item 2019-01
1
$1,109,865.34
t 552p,'122..
► 45
Prevention — intelligence and Info Sharing (LPR
Analyst), Line item 2019-04
1
$55,000.00
$55,000.00
45
Prevention — Fusion (Metadata Planner), Line item
2019-08
1
$43,000.00
$43,000.00
45
Materials required to conduct planning activities
Travel/per diem related to planning activities
Common — Planning (Travel), Line item 2019-01
1
$61,478,00
$61,478,00
45
Overtime and backfili costs (in accordance with
operational Cost Guidance)
Issuance of WHTI-compliant Tribal identification cards
Activities to achieve planning inclusive of people with
disabilities and others with access and functional needs
Coordination with Citizen Corps Councils for public
information/education and development of volunteer
programs
Update governance structures and processes and plans
for emergency communications
Development, review and revision of continuity of
operations plans
Development, review and revision of the THIRA/SPR
continuity of operations plans
Activities to achieve planning inclusive of people with
limited English prof_iclency
TOTAL' PLANNING €XPI=NQtTURES'
t -1 Q °
•,
{^
28
`Allowable Training Costs
quantity
Urtit Cost
Total Cost '
Issue #
Overtime and backfill for emergency preparedness and
response personnel attending DHS/FEMA-sponsored and
approved training classes
Overtime and backfill expenses for part-time and
volunteer emergency response personnel participating in
DHS/FEMA training
Training Workshops and Conferences
Common- Planning (Training Courses), Line item
2019-01
1
$529,700 68
,318 p�
`iu
5
4�
Activities to achieve training inclusive of people with
disabilities and others with access and functional needs
r
Full or Part -Time Staff or Contractors/Consultants
Common - Operational Coordination (CERT Training),
Line item 2019-02
1
$90,000.00
160� �U •00
45
Travel
Supplies are items that are expended or consumed during
the course of the planning and conduct of the exercise
project(s) (e.g., copying paper, gloves, tape, non -sterile
masks, and disposable protective equipment).
Instructor certification/re-certification
Coordination with Citizen Corps Councils in conducting
training exercises
interoperabie communications training
Activities to achieve training inclusive of people with
limited English proficiency
Immigration enforcement training
TOTAL, TRAJNLNG EXPENDITURES
! � i�
?i.} ��
1�0j `lliY
4 -
�
i o api �O ry�i44itio al tivr(ea { SGP a nsl :''. ' ,lr',
1 >U , ,1•ya rF ,. N z
'_, a Aft
5� " ,A y' ,,
, a 3 ,���� :x a �y
6:, .7.1t o ..
1 i ,
-- $ tT os(r
* ;fib;
S jf e'
Program management
Development of whole community partnerships
Structures and mechanisms for information sharing
between the public and private sector
Prevention — Public Information and Warning
(Communities and Business Partners Against
Terrorism Program), Line item 2019-06
1
$38,000.00
$38,000.00
45
Implementing models, programs, and workforce
enhancement initiatives
Tools, resources, and activities that facilitate shared
situational awareness between the public and private
sectors
Operational support
Prevention — Interdiction and Disruption (Operational
OT for special events approved by FEMA, Line item
2019-05
1
$139,337.00
$139,337.00
45
Utilization of standardized resource management
concepts
Responding to an increase in the threat level under the
National Terrorism Advisory System (NTAS), or needs in
resulting from a National S ecial Security Event
Reimbursement for select operational expenses
associated with increased security measures at critical
29
infrastructure sites incurred (up to 50 percent of the
allocation)
Overtime for information, Investigative, and intelligence
sharing activities (up to 50 percent of the allocation)
Hiring of new staff positions/contractors/consultants for
participation in information/intelligence analysis and
sharing groups or fusion center activities (up to 50
percent of the allocation)
Prevention — Fusion (Fusion Analyst), Line item 2019-
08
5
$54,000.00
$270,000.00
45
. .i w�� ad4 �at tFi. Mi S V kt 41 rJ-i*O } a.c
� � a (� ", 15 xt ' ALZOlt :Ntt A714NA ,4EXaaP����_E_�'NEOUryRES}j
,j;'T. 1/.6^ic •J: ., 1Y,.: Y�, j,:.. wi Ll.. .. ✓.-y F —0 1.5i1
v' < 5i; -.4 4, 7 IY ^
R 4, .�ny__0", 4ie r t4g
;- 4, T 'i,to * C1
-4$44/ $3T 0a
- t�i�! 1
•{ ‘
E " ' t
,.
AUowable`Exercise.Costs
Quantity
= Unit Cost
Total Cost .
M E
Issue #
Design, Develop, Conduct and Evaluate an Exercise
Exercise Planning Workshop - Grant funds may be used
to plan and conduct an Exercise Planning Workshop to
include costs related to planning, meeting space and
other meeting costs, facilitation costs, materials and
supplies, travel and exercise plan development.
Full or Part -Time Staff or Contractors/Consultants - Full
or part-time staff may be hired to support exercise -related
activities. Payment of salaries and fringe benefits must be
in accordance with the policies of the state or local unit(s)
of government and have the approval of the state or the
awarding agency, whichever is applicable. The services
of contractors/consultants may also be procured to
support the design, development, conduct and evaluation
of CBRNE exercises. The applicant's formal written
procurement policy or the Federal Acquisition
Regulations (FAR) must be followed.
Overtime and backfill costs — Overtime and backfill costs,
including expenses for part-time and .volunteer
emergency response personnel participating in FEMA
exercises
Implementation of HSEEP
Activities to achieve exercises inclusive of people with
disabilities and others with access and functional needs
Travel - Travel costs (i.e., airfare, mileage, per diem,
hotel, etc.) are allowable as expenses by employees who
are on travel status for official business related to the
planning and conduct of the exercise project(s).
Supplies - Supplies are items that are expended or
consumed during the course of the planning and conduct
of the exercise project(s) (e.g., copying paper, gloves,
tape, non -sterile masks, and disposable protective
equipment).
Inte~operable communications exercises
Activities to achieve planning inclusive of people with
limited English proficiency
TOTAL'EXERCIS
EXPENDITURES AO] 04
30
qieHy�'�x'�
`
s%,
. ;:1.',}j` } :' Saw
�b �� W- Ii�lrsr�y I io `iQii«$
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,�r�3t 1Cr,
• O � Vre �C' - 0 0 I I
�7"' i �3 I
c'' ' { " = , " � e tV. - r 8 ,-
•�J"A7 'lt` Itoo a a a's
.. } er: �.o :t{ r ii . ee
� #-ivr 3`-t ti,hx. S. vt
AID 4$1 61_A"ry 2 0
`v . -1 r .lx
}�.rl :. �`
'O1 0 At `
_ t 4
�t 0 C S.
[4 °l•�' '
- o e 1i .4 is ,4
_
r
�{J�yt'{Y�
- to Orti
it } ` v�r
i' i r
y�4 ,: e..
�� W i '
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t}b; ,F
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ftg
ill
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4R.•+"'
_ zr ..,. : gI ••� <
- d' `£iG ,��i
tj'fi+•
} k..t '` Y>.,.
Y�.V]<A �;
�'s+`^ r • A.
tse tt OS
' �5�9� Y 3
r
•,, rf<ha �..`
- y.
5 x. •
x��tty -
R$ ' �ti ��
�' c r Jr
��
tr.i�ffy'5
}S sr 'F {;'�fC2''
`..
1 F4 s
a•
s} }ri} 1
`Ci t Y
3•-
�{'! ; n;�<f �'i"§
xii
a-77.i:.:3... !. �A502, n& 4W-'p'='t, '•`t,
•<
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,\raiA
(7
Personal protective equipment
Prevention - Interdiction and Disruption (Bomb Disposal
Unit - Underwater Ops Equipment), AEL #01 WA-01-SCBA
01WA-06-BCMO 03WA-01-DCMP 01WA-06-FINS 01WA-03-
SUTW 01WA-06-MASK 01WA-03-GLOV 01WA-03-BOOT,
Line item 2019-05
1
$40,000.00
$40,000.00
45
Response CBRNE - Environmental Health and Safety
(PPE), AEL#01AR-01-SCBA, 01SP-01-ENSE, 06CP-03-PRAC
01SP-02-FTWR, 07CD-01-DPMG,I9MH-00-CONT, Line item
2019-16
1
$218,787.00
$218,787.00
45
Response CBRNE - On Scene Security, Protection and LE -
(Ballistic Protection); AEL #01 LE-01-SHLD, 01 LE-01-HLMT;
Line Item 2019-19
9
$3,202.77
$28,825.00
45
Explosive device mitigation and remedlation equipment
Response CBRNE - On Scene Security, Protection and LE -
(Bomb Suits); AEL #02PE-01-BSUT; Line item 2019-19
3
$38,500.00
$115,500.00
45
CBRNE operational search and Fescue-equiprnent
_ _ ,
u '$16,000.00
Common - Public Information and Warning (Electronic
Message Boards), AEL# 030E-03-SiGN, Line item 2019.03
i 2
$32,000.00
c 45
Prevention - Interdiction and Disruption (Bomb Robot),
AEL #03OE-07-RQBT, Line item 2019-05
1
i i $60,040.00
$60,000.00
45
Prevention - interdiction and Disruption (Surveillance
Platform), AEL #030E-07-ROVL, Line Item 2019-05
1
$78,890.00
$78,890.00
45
Prevention - Screening, Search and Detection (Underwater
ROV), AEL #03'WA-01-UWMD, Line Item 2019-07
2
$35,000.00
$70,000.00
--,
45
Prevention - Screening, Search and Detection (LPR). AEL
#03OE-01-ALPR, 12TR-00-TEQP, 131T-00-INTL, 04HW-01-
iNHW, Line Item 2019-07
1
$193,000.00
$193,000.00
45
Mitigation -Threats and Hazard Identification (UAV
Detection), AEL #03OE-07-UPGD, Line Item 2019-12
1
$20,848,00
$20,848.00
45
Response CBRNE - Environmental Response/Health and
Safety (intrinsically Safe Hydraulic Tools), AEL #03SR-02-
TPEL, 10BC-00-BATT, 10BC-00-SOLR, 21GN-00-SHIP, Line
item 2019-16
1
$96,220.00
$96,220,00
45
Response CBRNE - Mass Search and Rescue Operations
(TRT Transition to Type 1); AEL #03SR-02-THPY, 030E-05-
ROPH, 03SR-02-TPEL, 03SR-02-TR1G, 09ME-05-LITR, 06CP-
03-ICOM; 01AR-03-PAPA, 03SR-01-TLPN, 08D2.01-LITR,
LOPE-00-GFCI, LOGE-00-GENR, 03SR-03-SCAM , 03SR-01-
ABAG, 03SR-01-COMP, 03SR-01-TLPN, 01AR-01-SCBC;
Line item 2019-18
1
$107,372.00
$107,372.00
45
Response CBRNE - Mass Search and Rescue Operations
(Thermal Imaging Cameras), AEL #03OE-02-TILA, Line item
2019-18
9
$5,860.11
$52,741.00
45
31
r
Response CBRNE - On Scene Security, Protection and LE -
(SWAT Videoscope); AEL #03SR-03-SCAM; Line item 2019-
19
2
$9,058.50
$18,117.00
45
Response CBRNE - Public Health, Healthcare and EMS
(Stop the Bleed Kits); AEL #030E-03-KTFA, 090E-01-MCIK;
Line item 2019-20
1
$36,656,00
$36,656.00
45
Response CBRNE - Situational Assessment (Unmanned
Aviation S stems , AEL #030E-07-SUAS Line item 2019-21
4
$18,832.50
575,330.00
45
Infortttation techrplogy
Common - Planning (Training Simulators), AEL #04AP-08-
SIMS, Line Item 2019-01
1
$27,311.00
$27,311.00
45
Common - Operational Coordination (ICS Software), AEL
#04AP-01-CADS, 04AP-01-GISS, 04AP-05-CDSS, 04SW-01-
NETW, Line Item 2019-02
1
$149,245,00
$149,245,00
45
Prevention - Intelligence and Info Sharing (Real Time Crime
Center), AEL#04HW-01-INHW, 04MD-03-DISP,21GN-00-
OCEQ, Line item 2019-04
1
$113,549.00
$113,549.00
45
Response CBRNE - Situational Assessment (Damage
Assessment Tablets), AEL #04HW-01-MOBL, Line item
2019-21
5
$2,000.00
$10,000.00
45
Gybersecurity enhancement equipment;. ..:
Protection - Cybersecurity (Cybersecurity), AEL #05NP-00-
IDPS, 05HS-00-FRNS, 04HW-01-INHW, Line item 2019-13
1
$82,509.00
$82,509,00
45
Interoperable comrnunications equipment
Response CBRNE - Operational Communications
(Interoperable Communications and accessories), AEL
#06CP-01-PORT, 04HW-01-NNW, 10BC-00-BATT, 06CP-03-
PRAC, 06CP-01-MOBL, 06CP-01-TOWR, 06CP-01-BAMP,
Line item 2019-22
1
$89,200.00
$89,200.00
45
Response CBRNE - Operational Communications
__(Bridging), AEL #06CP-02•BRDG, Line item 2019-22
1
$264,905.00
$264,905.00
45
Response-CBRNE - Operational Communications (Satellite
Phones); AEL #06CC-03-SATP, 06CC-03-SATB; Line item
2019-22
1
$47,955.00
$47,955.00
45
etecfron Equipment
Protection - Screening, Search, Detection (Chemical
Detectors), AEL #07CD-01-DPFP, Line Item 2019-11
10
$20,000.00
$200,000.00
45
Mitigation - Threats and Hazard Identification (First
Defender), AEL #07CD-02-DLSP, Line item 2019-12
1
$59,500.00
$59,500.00
45
Pecontantination Equipment•
Medical supplies _
Power equipment (generators, batteries, powgr;cefis)
CBRNE Reference Materials ... -
32
CBRNE (rscident'Resporlse Veh1d•ep .:'
Response CBRNE - Critical Transportation (Response
Vehicles), AEL #12VE-00-MISS, 12TR-00-MOVR ,10GE-00-
GENR,I2TR-00-TEQP, Line item 2019-15
1
$245,000.00
$245,000.00
45
Response - CBRNE - Logistics and Supply Chain
Management (Communication Emergency Response
Support Trailer); AEL #12TR-00-TEQP,_Line item 2019-17
1
$24,000.00
$24,000.00
45
Terrorism nciderit Prevention Equipment '
Response Communications - Operational Communications
(Alert System), AEL #13IT-00-ALRT, Line item 2019-22
1
$52,000.00
$52,000.00
45
Rhyslcal;Securlty Enharicertient Equipment
Common - Public Information and Warning (LRAD), AEL#
14SW-01-LRHW, Line item 2019-03
1
$30,200.00
$30,200.00
45
Protection - Access Control and Identity Verification
(Access Control), AEL #14SW-01-PACS, 14SW-01-VIDA,
21GN-00-INST 04HW-01-INHW 21GN-00-CNST, Line item
2019-09
1
' 107 047.00
$107,047.00
45
Protection - Physical Protective Measures (CCTV), AEL
#14SW-01-VIDA, 04HW-01-INHW, 04MD-03-DISP, 21GN-00-
INST, 12TR-00-TEQP, 030E-01-ALPR, 21GN-00-MAIN, Line
item 2019-10
1
$312,302.00
$312,302.00
45
Recover? - Infrastructure Systems (Backup Ethernet E911),
AEL#14C1-01-COOP, Line item 2019.23
1
$15,000.00
515,000.00
45
n inspection and Screening Systems
Ariihial and Plants ,. ..
CBRIiPrevention and ResppnsQ:watercraft
CBRNE Aviation qujpfient
GBRNE Logistical Support. Equipment
Common - Operational Coordination (Regional AHIMT
Project), AEL #19MH-00-CONT, I9SS-00-SHEL, 21GN-00-
OCEQ, 04HW-01-INHW, Line item 2019-02
1
$55,000.00
$55,000.00
45
Response CBRNE - Environmental Response/Health Safety
(intrinsically Safe Fans), AEL #19GN-00-FANE, Line item
2019-16
4
$4,570.00
$18,280.00
45
Interventlott Equipment (e,g, tacttcal-entry clirtie scene processing) ....
Prevention - Screening, Search, Detection (External
Blometric Readers), AEL #2OCS-01-AFIS, Line Item 2019-07
1
$3,200.00
$3,200,00
45
Critical emergency supplies
33
Other authorized a uipnienf costs.(incf ideiapy construction or renovation costs rn this•category; Written approval must be
provided by FEMA prior to.1he;use of any funds for construction, or renovation)
Common — Operational Coordination (EOC Enhancements
and Sustainment), AEL #21GN-00-OCEQ, 21GN-00-MAIN,
21GN-00-INST,O4HW-01-INHW, 04MD-03-DISP,04HW-01-
HHCD, 04AP-05-CDSS, 05PM-00-PTCH,O6CP-05-VCOM,
06CC-03-SATB, 06CC-03-SATP, 06CC-02-DSAD, 06CC-05-
PRTY, 07SE-03-ENVS, 14Ct-00-COOP, Line item 2019-02
1
$201,397.00
$201,397.00
45
Common —Operational Coordination (Regional CERT
Project), AEL #21GN-00-CCEQ, 19GN-00-BGPK, 09ME-01-
BAGM, O6CP-01-PORT, Line Item 2019-02
1
$97,800.00
-{3`1) 8Q-O
45
Prevention — Fusion (Fusion Operations), AEL #21 GN-00-
OCEQ, O4HW-01-INHW, 131T-00-INTL,13IT-00-ALRT, Line
item 2019-08
1
$240,000.00
$240,000.00
45
Mitigation — Long Term Vulnerability Reduction
(Maintenance and Sustainment), AEL #21GN-00-MAIN, Line
item 2019-14
1
$291,433.00
$291,433.00
45
l 7 .. $
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i y Y n.� t• e r r
t ' .f'f F T
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ENT
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Hiring of full-time or part-time staff or
contractors/consultants:
to assist with the management of the respective grant
program; application requirements, and compliance with
reporting and data collection requirements
t
4�,
Personnel
5
$61,900.00
$309,500.00
45
Development of operating plans for information collection
and processing necessary to respond to DHS/FEMA data
calls
Overtime and backfill costs — Overtime expenses are
defined as the result of personnel who worked over and
above 40 hours of weekly work time in the performance of
FEMA — approved activities within the scope of this grant.
Backfill Costs also called 'Overtime as Backfill" are
defined as expenses from the result of personnel who are
working overtime in order to perform the duties of other
personnel who are temporarily assigned to FEMA —
approved activities outside their core responsibilities.
Neither overtime nor backfill expenses are the result of an
increase of Full — Time Equivalent (FTEs) employees.
Travel expenses
1
$5,000.00
$5,000.00
45
Meeting -related expenses
Authorized office equipment: including personal
computers, laptop computers, printers, LCD projectors,
and other equipment or software which may be required
to support the implementation of the homeland security
Strategy.
Office Supplies/Equipment
1
$10,000.00
$10,000.00
45
The following are allowable only within the agreement
period:
Recurring fees/charges associated with certain
equipment, such as cell phones, faxes. Leasing and/or
renting of space for newly hired personnel to administer
programs within the grant program.
34
FedEx
1
$1,000.00
$1,000,00
45
Storage Rental
1
$7,000.00
$7,000.00
45
"A
,, y7sr i ` ss . t 7iJ
r?. tJt , 4.4i � tkikti..
3e s'm +i
�v
N
s,:,
F'
Mo
i pit
f
i _ tl-s �_ nMr. W'=:T
`14.10 i` 46'4 niQ
, r J:', .�j...j j
\ . ', 1 ` Y
,�i... '-', _;Y* ,P^•,t
,§,y_� .',Fr";
Jb r�
}l i
TOTAL AWARD EXPENDITURES
$6,650,000.00
ail.'.i:'ui.'T'-LJJ
ATTACHMENT B
SCOPE OF WORK
Sub -Recipients must comply with all the requirements in 2 C.F.R. Part200 (Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards).
Funding Is provided to perform eligible activities asidentified in the Domestic Homeland Security —Federal
Emergency Management Agency National Preparedness Directorate Fiscal Year 2019 Homeland Security
Grant Program (HSGP), consistent with the Department of Homeland Security State Strategy. Eligible
activities are outlined in the Scope of Work for each category below:
I. Issue and Project Description —
Issue 45 - The Urban Area Security Initiative (UASI) has allowable Management and
Administration (M&A) costs associated with it. The Division of Emergency Management, as the
designated State Administrative Agency, will retain five (5) percent of the total UASI amount
allocated to Florida for M&A purposes. These funds will provide the SAA with the means to
manage and administer the UASI grant. The proper management and administration of these
funds ensures that each projects listed will be fulfilled, or partially fulfilled, more efficiently while
remaining in compliance with the DHS Federal Fiscal Year 2019 Homeland Security Grant
Program Guidance
II. Categories and Eligible Activities
FY 2019 allowable costs are divided into the following categories for this agreement: Planning,
Organizational, Exercise, Training, Equipment and Management and Administration. Each
category's allowable costs have been listed in the "Budget Detail Worksheet" above.
A. Allowable Planning Related Costs
HSGP funds may be used for a range of emergency preparedness and management planning activities
such as those associated with the development, review, and revision of the THIRA, SPR, continuity of
operations plans, and other planning activities that support the Goal and placing an emphasis on updating
and maintaining a current EOP that conforms to the guidelines outlined in CPG 101 v 2.0.
• Developing hazard/threat-specific annexes that Incorporate the range of prevention,
protection, response, andrecovery activities;
• Developing and Implementing homeland security support programs and adopting DHS/FEMA
national initiatives;
• Developing related terrorism and other catastrophic event prevention activities;
• Developing and enhancing plans and protocols;
• Developing or conducting assessments;
• Hiring of full -or part-time staff or contract/consultants to assist with planning activities (not for
the purpose of hiring public safety personnel fulfilling traditional public safety duties);
• Materials required to conduct planning activities; -
• Travel/per diem related to planning activities;
• Overtime and backfiil costs (in accordance with operational Cost Guidance);
• Issuance of WHTI-compliant Tribal identification card;
• Activities to achieve planning inclusive of people with disabilities;
• Coordination with Citizen Corps Councils for public information/education and development of
volunteer programs;
• Update governance structures and processes and plans for emergency communications; and
• Activities to achieve planning inclusive of people with limited English proficiency.
B. Allowable Organization Related Costs (HSGP and UASI Only)
Sub -Recipients proposed expenditures of SHSP or UASI funds to support organization activities include:
• Program Management;
• Development of whole community partnerships, through groups such as Citizen Corp
Councils;
36
Structures and mechanisms for information sharing between the public and private sector;
• Implementing models, programs, and workforce enhancement initiatives to address
ideologically inspired radicalization to violence in the homeland;
• Tools, resources, and activities that facilitate shared situational awareness between the public
and private sectors;
• Operational Support;
• Utilization of standardized resource management concepts such as typing, inventorying,
organizing, and tracking to facilitate the dispatch, deployment, and recovery of resources
before, during, and after an incident;
• Responding to an increase in the threat level under the National Terrorism Advisory System
(NTAS) or needs resulting from a National Special Security Event; and
• Paying salaries and benefits for personnel to serve as qualified Intelligence Analysts. Per the
Personnel Reimbursement for Intelligence Cooperation and Enhancement (PRICE) of
Homeland Security Act, Pub, L. No. 110-412, § 2, codified in relevant part, as amended, at 6
U.S.C. § 609(a), HSGP and UASI funds may be used to hire new staff and/or contractor
positions to serve as intelligence analysts to enable information/Intelligence sharing
capabilities, as well as support existing intelligence analysts previously covered .by HSGP or
UASI funding. See 6 U.S.C. § 609(a). To be hired as an intelligence analyst, staff and/or
contractor personnel must meet at least one of the following criteria:_
• Complete training to ensure baseline proficiency in intelligence analysis and production
within six months of being hired; and/or,
• Previously served as an Intelligence analyst for a minimum of two years either in a
federal intelligence agency, the military, or state and/or local law enforcement intelligence
unit.
Intelligence Analyst Activities Allowable Costs (HSGP and UASI)
All fusion center analytical personnel must demonstrate qualifications that meet or exceed
competencies identifled in the Common Competencies for state, local, and tribal Intelligence
Analysts, which outlines the minimum categories of training needed for intelligence analysts. A
certificate of completion of such training must be on file with the SAA and must be made available
to the recipient's respective FEMA HQ Program Analyst upon request. States and Urban Areas
must justify proposed expenditures of HSGP or UASi funds to support organization activities
within their IJ submission, All SAAs are allowed to utilize up to 50 percent (50%) of their HSGP
funding and all Urban Areas are allowed up to 50 percent (50%) of their UASI funding for
personnel costs. At the request of a Sub -Recipient of a grant, the FEMA Administrator may grant
a waiver of the 50 percent (50%) limitation noted above. Request for waivers to the personnel
cap must be submitted by the SAA to GPD in writing on official letterhead, with the following information:
• Documentation explaining why the cap should be waived;
• Conditions under which the request Is being submitted; and
• A budget and method of calculation of personnel costs both in percentages of the grant award
and In total dollar amount. To avoid supplanting issues, the request must also include a three-
year staffing history for the requesting entity.
Law Enforcement Terrorism Prevention (LETP) Activities Allowable Costs (HSGP and UASI)
LETP Activities eligible for use of LETPA focused funds include but are not limited to:
• Maturation and enhancement of designated state and major Urban Area fusion centers,
including Information sharing and analysis, threat recognition, terrorist interdiction, and
training/ hiring of intelligence analysts;
• Coordination between fusion centers and other analytical and investigative efforts including,
but not limited to Joint Terrorism Task Forces (JTTFs), Field Intelligence Groups (FiGs), High
intensity Drug Trafficking Areas (HiDTAs), Regional Information Sharing Systems (RISS)
Centers, criminal intelligence units, and real-time crime analysis centers;
• implementation and maintenance of the Nationwide SARiInitiative, including training for front
line personnel on identifying and reporting suspicious activities; and
s implementation of the "lf You See Something, Say Something" campaign to raise public
awareness of indicators of terrorism and terrorism -related crime and associated efforts to
Increase the sharing of Information with public and private sector partners, Including nonprofit
organizations.
37
• Note: DHS requires that all public and private sector partners wanting to
implement and/or expand the DHS If You See Something, Say Something Y'
campaign using grant funds work directly with the DHS Office of Partnership and
Engagement (OPE) to ensure all public awareness materials (e.g., videos,
posters, tri-folds, etc.). are consistent with the DHS's messaging and strategy for
the campaign and compliant with the initiative's trademark, which is licensed to
DHS by the New York Metropolitan Transportation Authority. Coordination with
OPE, through the Campaign's Office (seesay@hq.dhs.gov), must be facilitated by
FEMA.
• Increase physical security, through law enforcement personnel and other protective measures,
by implementing preventive and protective measures at critical infrastructure site or at -risk
nonprofit organizations; and
• Building and sustaining preventive radiological and nuclear detection capabilities, including
those developed through the Securing the Cities initiative.
Organizational activities under HSGP and UAS1 include:
Operational Overtime Costs. in support of efforts to enhance capabilities for detecting, deterring,
disrupting, and preventing acts of terrorism and other catastrophic events, operational overtime costs are
allowable for increased protective security measures at critical infrastructure sites or other high -risk
locations and to enhance public safety during mass gatherings and high -profile events. In that regard,
HSGP Sub -Recipients are urged to consider using grant funding to support soft target preparedness
activities. HSGP or UASI funds may be used to support select operational expenses associated with
increased security measures in the authorized categories cited below:
• Backfif and overtime expenses for staffing State or Major Urban Area fusion centers;
• Hiring of contracted security for critical infrastructure sites;
• Participation in Regional Resiliency Assessment Program (RRAP) activities;
• Public safety overtime;
• Title 32 or State Active Duty National Guard deployments to protect critical infrastructure sites,
including all resources that are part of the standard National Guard deployment package (Note:
Consumable costs, such as fuel expenses, are not allowed except as part of the standard
National Guard deployment package);
• Increased border security activities in coordination with CBP;
• National Terrorism Advisory System;
• National Security Events;
• Special Event Assessment Rating (SEAR) Level 1 through 4 Events
• States of Emergency;
• National Critical Infrastructure Prioritization Program (NCIPP);
• Directed Transit Patrols; and
• Operational Support to a Federal Agency.
Operational Overtime Requests:
• Except for an elevated NTAS alert, HSGP or UASI funds may only be spent for operational
overtime costs upon prior written approval by FEMA. The SAA must submit operational
overtime requests in writing to its assigned FEMA Program Analyst (PA). FEMA will consider
requests for special event activities up to one year in advance. However, such requests must
be within the award's current period of performance and must not result In the need for a
request to extend the period of performance.
• All operational.overtime requests must clearly explain how the request meets the criteria of one
or more of the categories listed in the table above. Requests must address the threat
environment as it relates to the event or activity requiring operational overtime support and
explain how the overtime activity is responsive to the threat.
• Post -event operational overtime requests will only be considered on a case -by -case basis,
where it is demonstrated that exigent circumstances prevented submission of a request in
advance of the event or activity.
• Under no circumstances may DHS/FEMA grant funding be used to pay for costs already
supported by funding from another federal source.
38
• States with .UASI jurisdictions can use funds retained at the state level to reimburse eligible
operational overtime expenses incurred by the state (per the above guidance limitations). Any
UASI funds retained by the state must be used in direct support of the high -risk urban area.
States must provide documentation to the UAWG and DHS/FEMA upon request demonstrating
how any UASi funds retained by a state would directly support the high-rlsk urban area.
• FEMA will consult and coordinate with appropriate DHS components as necessary to verify
information used to support operational overtime requests.
Personnel Costs (HSGP and UASI)
Personnel hiring, overtime, and backfill expenses are permitted under this grant to perform allowable
HSGP planning, training, exercise, and equipment activities. Personnel may include but are not limited to
training and exercise coordinators, program managers for activities directly associated with HSGP and
UASI funded activities, intelligence analysts, and Statewide interoperability coordinators (SWIC).
Sub -Recipients should refer to Information Bulletin No. 421, Clarification on the Personnel
Reimbursement for Intelligence Cooperation and Enhancement of Homeland Security Act of 2008 (Public
Law 110-412 — the PRICE Act), Aug. 22, 2017. HSGP funds may not be used to support the hiring of any
personnel to fulfil traditional public health and safety duties nor to supplant traditional public health and
safety positions and responsibilities.
The following definitions apply to personnel costs:
• Hiring. State and local entities may use grant funding to cover the salary of newly hired
personnel who are exclusively undertaking allowable DHS/FEMA grant activities as specified in
this guidance. This may not include new personnel who are hired to fulfill any non-DHS/FEMA
program activities under any circumstances. Hiring will always result in a net increase of Full
Time Equivalent (FTE) employees.
• Overtime. These expenses are limited to the additional costs that result from personnel
working over and above 40 hours of weekly work time as the direct result of their performance
of DHS/FEMA-approved activities specified in this guidance. Overtime associated with any
other activity is not eligible.
• Backfill-Related Overtime. Also called "Overtime as Backfill," these expenses are limited to
overtime costs that result from personnel who are working overtime (as identified above) to
perform the duties of other personnel who are temporarily assigned to DHS/FEMA-approved
activities outside their core responsibilities. Neither overtime nor backflll expenses are the result
of an increase of FTE employees.
• Supplanting. Grant funds will be used to supplement existing funds and will not replace
(supplant) funds that have been appropriated for the same purpose. Applicants or recipients
may be required to supply documentation certifying that a reduction in non-federal resources
occurred for reasons other than the receipt or expected receipt of federal funds.
OPSG funds may be used for domestic travel and per diem, including costs associated with the
deployment/redeployment of personnel to border areas and for travel associated with law enforcement
entities assisting other local jurisdictions in law enforcement activities (travel costs must be in accordance
with applicable travel regulations).
Organization (OPSG)
Operational Overtime Costs. OPSG funds should be used for operational overtime costs associated with
law enforcement activities in support of border law enforcement agencies for increased border security
enhancement. Overtime pay is for enhanced patrol for certified public safety officers, along with limited
support for other law enforcement direct support personnel (e.g., Communication Officers/Dispatchers,
non -sworn patrol pilots, etc.). Overtime shall be reimbursed consistent with the non-federal entity's
overtime policy and the requirements as stated below:
• Overtime is time worked that exceeds the required number of hours during an employee's
designated shift.
• Overtime must be worked to increase patrol capacity and be in support of identified and
approved USBP border security operations.
39
• The OPSG overtime hourly rate of pay will be no more than the approved overtime rate per
local law and policy and must be in accordance with applicable State and Federal regulations.
• Exempt salaried employees may not be reimbursed for overtime unless the non-federal
entity's policy specifically allows for overtime reimbursement for these employees.
• The non-federal entity may not utilize OPSG funding to pay for an employee's overtime hours
or pay that exceeds 18 hours worked in any 24-hour period.
Personnel Costs (OPSG):
Up to 50 percent of an OPSG award may be used to pay for all personnel costs (only to the extent that
such expenses are for the allowable activities within the scope of the grant). At the requestof a recipient or
Sub -Recipient, the FEMA Administrator (or designee) may waive the 50 percent personnel cap. Waiver
decisions are at the discretion of the FEMA Administrator and will be considered on a case -by -case basis.
Further, changes in scope or objective also require FEMA's prior written approval pursuant to 2 C.F.R. §
200.308(c)(1)(1). A formai OPSG personnel waiver request should:
• Be on official letterhead, include a written justification, and be signed by the local jurisdiction.
• Include a budget and method of calculation of personnel costs both in the percentage of the
grant award and in total dollar amount, reflecting the change in scope or objective to the
project.
• Include an approved Operations Order from the USBP Sector office that supports the local
jurisdiction's written justification.
• Be coordinated with the USBP Sector, SAA, and the DHS/CBP Office of the Border Patrol
(OBP).
As with all OPSG personnel costs, OPSG grant funds will be used to supplement existing funds and will
not replace (supplant) funds that have been appropriated for the same purpose. Applicants or recipients
may be required to supply documentation certifying that a reduction in non-federalresources occurred for
reasons other than the receipt or expected receipt of federal funds.
Temporary or Term Appointments
• Sub -Recipients may utilize temporary or term appointments to augment the law enforcement
presence on the borders. However, applying funds toward hiring full-time or permanent sworn
public safety officers is unallowable.
• OPSG-funded temporary or term appointments may not exceed the approved period of
performance.
• For OPSG purposes, temporary appointments are non -status appointments for less than one
year.
• OPSG funding for temporary or term appointments may pay for salary only. Benefits are not
allowable expenses for term or temporary employees.
• OPSG remains a non -hiring program. Appropriate uses of temporary or term appointments
Include:
• To carry out specific enforcement operations work for ongoing OPSG-funded patrols
throughout the Sector Area of Operation;
• To staff operations of limited duration; such as OPSG-enhanced enforcement patrols targeting
specific locations or criminal activity; and,
• To fill OPSG positions in activities undergoing transition or personnel shortages and local
backfill policies (medical/military deployments).
• OPSG term and temporary appointments must have all necessary certifications and training to
enforce state and local laws. OPSG funds will not be used to train or certify term or temporary
appointments except as otherwise stated hi the OPSG section of this manual and the HSGP
i4OFO.
• Sub -Recipients must follow their own applicable policies and procedures regarding temporary
or term appointments.
Unallowable Costs (OPSG)
OPSG unallowable costs include costs associated with staffing and general IT computing equipment and
hardware, such as personal computers, faxes, copy machines, modems, etc. OPSG is not intended as a
hiring program. Therefore, applying funds toward hiring full-time or permanent sworn public safety
officers is unallowable. OPSG funding shall not be used to supplant inherent routine patrols and law
enforcement operations or activities not directly related to providing enhanced coordination between local
40
and federal law enforcement agencies. Finally, construction and/or renovation costs are prohibited under
OPSG.
C. Allowable Exercise Related Costs
Exercises conducted with grant funding should be managed and conducted consistent with HSEEP.
HSEEP guidance for exercise design, development, conduct, evaluation, and improvement planning is
located at f'riIpslAvww.fetna.govfexeroise,
• Design, Develop, Conduct, and Evaluate an Exercise
• Exercise Planning Workshop
• Full- or part-time staff or contractors/consultants
• Overtime and backfili costs, including expenses for part-time and volunteer emergency
• Response personnelparticipating in. DHS/FEMA exercise
• Implementation of HSEEP
• Activities to achieve exercises inclusive of people with disabilities
• Travel
• Supplies associated with allowable approved exercises
• Interoperable communications exercises
Additional Exercise Information
Sub -Recipients that decide to use HSGP funds to conduct an exercise(s) are encouraged to complete a
progressive exercise series. Exercises conducted by states and high risked urban areas may be used to
fulfill similar exercise requirements required by other grant programs. Sub -Recipients are encouraged to
invite representatives/planners involved with other Federally -mandated or private exercise activities. States
and high risked urban areas are encouraged to share, at a minimum, the multi -year training and exercise
schedule with those departments, agencies, and organizations included in the plan.
• Validating Capabilities. Exercises examine and validate capabilities -based planning across
the Prevention, Protection, Mitigation, Response, and Recovery mission areas. The extensive
engagement of the whole community, including but not limited to examining the needs and
requirements for individuals with disabilities, individuals with limited English proficiency, and
others with access and functional needs, is essential to the development of an effective and
comprehensive exercise program. Exercises are designed to be progressive — increasing in
scope and complexity and drawing upon results and outcomes from prior exercises and real -
world incidents — to challenge participating communities. Consistent with Homeland Security
Exercise and Evaluation Program guidance and tools, the National Exercise Program (NEP)
serves as the principal exercise mechanism for examining national preparedness and
measuring readiness. Exercises should align with priorities and capabilities identified in a
multi -year TEP,
• Special Event Planning. if a state or Urban Area will be hosting a special event (e.g., Super
Bowl, G-8 Summit), the special event planning should be considered as a training or exercise
activity for the purpose of the multi -year TEP. States must include all confirmed or planned
special events in the Multi -year TEP. The state or Urban Aree may plan to use HSGP or UASI
funding to finance training and exercise activities in preparation for those events, States and
Urban Areas should also consider exercisesat major venues (e.g., arenas, convention
centers) that focus on evacuations, communications, and command and control.
• Regional Exercises. States should also anticipate participating in at least one Regional
Exercise annually. States must include all confirmed or planned special events in the Multi-
year TEP.
• Role of Non -Governmental Entities in Exercises. Non -governmental participation in all
levels of exercises is strongly encouraged. Leaders from non -governmental entities should be
included in the planning, design, and evaluation of an exercise. State, local, Tribal, and
territorial jurisdictions are encouraged to develop exercises that test the integration and use of
non -governmental resources provided by non -governmental entities, defined as the private
sector and private non-profit, faith -based, community, participation in exercises should be
41
coordinated with the local Citizen Corps Council(s) or their equivalent and other partner
agencies.
FDEM State Training Office conditions for Exercises: For the purposes of this Agreement, any exercise
which is compliant with HSEEP standards and contained in the State of Florida (and County or Regional)
MYTEP qualifies as an authorized exercise. The Sub -Recipient can successfully complete an authorized
exercise either by attending or conducting that exercise.
• In order to receive payment for successfully attending an authorized exercise, the Sub -
Recipient must provide the Division with a certificate of completion or similar correspondence
signed by the individual In charge of the exercise; additionally, the Sub -Recipient must provide
the Division with all receipts that document the costs incurred by the Sub -Recipient in order to
attend the exercise.
• in order the receive payment for successfully conducting an authorized exercise, the Sub -
Recipient must provide the Division with an ExPLAN, AAR/IP, IPC/MPC/FPC Meeting Minutes
and Sign -in Sheet for exercise attendees; additionally, the Sub -Recipient must provide the
Division with all receipts that document the costs incurred by the Sub -Recipient in order to
conduct the exercise, The Sub -Recipient must include with the reimbursement package a
separate copy of the page(s) from the Exercise Plan which identifies the participant agencies
and a printed page(s) from the State (and County or Regional) MYTEP reflecting the exercise.
• If you require food/water for this event, request must come to the Division within 25 days prior
to the event, in the following format:
Exercise Title:
Location:
Exercise Date:
Exercise Schedule:
Estimated Number of Participants that will be fed:
Estimated Cost for food/water:
Description of the Exercise:
D. Allowable Training Related Costs (SHGP and UASI)
Allowable training -related costs under HSGP include the establishment, support, conduct, and attendance
of training specifically identified under the HSGP and UASI programs and/or in conjunction with emergency
preparedness training by other Federal agencies (e.g., HHS and DOT). Training conducted using HSGP
funds should address a performance gap identified through an AAR/IP or other assessments (e.g.,
National Emergency Communications Plan NECP Goal Assessments) and contribute to building a
capability that will be evaluated through a formal exercise. Any training or training gaps, including those for
children, older adults, pregnant women, and Individuals with disabilities and others who also have access
or functional needs, should be identified in the AAR/IP and addressed in the state or Urban Area training
cycle. Sub -Recipients are encouraged to use existing training rather than developing new courses. When
developing new courses, Sub -Recipients are encouraged to apply the Analysis, Design, Development,
Implementation and Evaluation (ADDLE) model of instructional design.
• Overtime and backffli for emergency preparedness and response personnel attending
OHS/FEMA-sponsored and approved training classes
• 0vertime and backfill expenses for part-time and volunteer emergency response
personnel participating in DHS/FEMA training
• Training workshops and conferences
• Activities to achieve training inclusive of people with disabilities
• Full- or part-time staff or contractors/consultants
• Travel
• Supplies associated with allowable approved training that are expended or consumed
during the course of the planning and conduct of the exercise project(s)
• Instructor certification/re-certification
• Coordination with Citizen Corps Councils in conducting training exercises
42
• Interoperable communications training
Additional Training information
Per DHS/FEMA Grant Programs Directorate Policy FP 207-008-064-9, Review and Approval
Requirements for Training Courses Funded Through Preparedness Grants, issued on September 9, 2013,
states, territories, Tribal entities and urban areas are no longer required to request approval from FEMA for
personnel to attend non-DHS FEMA training as long as the training, is coordinated with and approved by
the state, territory, Tribal or Urban Area Training Point of Contact (TPOC) and falls within the FEMA
mission scope and the jurisdiction's Emergency Qperations Plan (EOP). The only exception to this policy is
for Countering Violent Extremism courses. DNS/FEMA will conduct periodic reviews of all state, territory,
and Urban Area training funded by DHS/FEMA. These reviews may include requests for ail course
materials and physical observation of, or participation in, the funded training. If these reviews determine
that courses are outside the scope of this guidance, Sub -Recipients will be asked to repay grant funds
expended in support of those efforts.
For further information on developing courses using the instructional design methodology and tools that
can facilitate the process, SAAs and TPOCs are encouraged to review the .NTED Responder Training
Development Center (RTDC) website.
DI4S/FEMA Provided Training. These trainings include programs or courses developed for and delivered
by institutions and organizations funded by DHS/FEMA. This includes the Center for Domestic
Preparedness (CDP), the Emergency Management Institute (EMI), and the National Training and
Education Division's (NTED) training partner programs including, the Continuing Training Grants, the
National Domestic Preparedness Consortium (NDPC) and the Rural Domestic Preparedness Consortium
(RDPC).
Approved State and Federal Sponsored Course Catalogue. This catalogue lists state and Federal
sponsored courses that fall within the DHS/FEMA mission scope, and have been approved through the
FEMA course review and approval process. An updated version of this catalog can be accessed at:
www.firstrespondertrainin.gov.
Training Not Provided by DHS/FEMA. These trainings include courses that are either state sponsored or
Federal sponsored (non-DHS/FEMA), coordinated and approved by the SAA or their designated TPOC,
and fall within the DHS/FEMA mission scope to prepare state, local, Tribal, and territorial personnel to
prevent, protect against, mitigate, respond to, and recover from acts of terrorism or catastrophic events.
• State Sponsored Courses. These courses are developed for and/or delivered by institutions
or organizations other than Federal entities or FEMA and are sponsored by the SAA or their
designated TPOC.
• Joint Training and Exercises with the Public and Private Sectors. These courses are
sponsored and coordinated by private sector entities to enhance public -private partnerships
for training personnel to prevent, protect against, mitigate, respond to, and recover from acts
of terrorism or catastrophic events. Overtime pay for first responders and emergency
managers who participate in public -private training and exercises is allowable. In addition,
States, territories, Tribes, and Urban Areas are encouraged to incorporate the private sector in
govemment-sponsored training and exercises.
Additional information on both DHS/FEMA provided training and other federal and state training can be
found at: www.flrstresoondertrainino.aov.
Training Information Reporting System ("Web -Forms"). Web -Forms is an electronic form/data
management system built to assist the SAA and its designated State, territory and Tribal Training Point of
Contact (TPOC). Reporting training activities through Web -Forms is not required under FY 2019 HSGP,
however, the system remains available and can be accessed through the FEMA Toolkit located at
http://www,firstresponder#rairiiric.gov/admin In order to support grantees in their own tracking of training.
FDEM State Training Office Conditions: For the purposes of this Agreement, any training course listed
on the DHS approved course catalog qualifies as an authorized course. The Sub -Recipient can
successfully complete an authorized course either by attending or conducting that course.
43
+ In order to receive payment for successfully attending an authorized training course, the Sub -
Recipient must provide the Division with a certificate of course completion; additionally, the
Sub -Recipient must provide the Division with all receipts that document the costs incurred by
the Sub -Recipient In order to attend the course.
• In order the receive payment for successfully conducting an authorized course, the Sub -
Recipient must provide the Division with the course materials and a roster sign -in sheet;
additionally, the Sub -Recipient must provide the Division with all receipts that document the
costs incurred by the Sub -Recipient in order to conduct the course."
• For courses that are non-DHS approved training, Sub -Recipient must request approval to
conduct training through the use of the Non-TED Form and provide a copy, along with email,
showing approval granted for conduct.
• For the conduct of training workshops, Sub -Recipient must provide a copy of the course
materials and sign -In sheets.
o The number of participants must be a minimum of 15 in order to justify the cost of holding a
course. For questions regarding adequate number of participants please contact the FDEM
State Training Officer for course specific guidance. Unless the Sub -Recipient receives
advance written approval from the State Training Officer for the number of participants, then
the Division will reduce the amount authorized for reimbursement on a pro-rata basis for any
training with less than 15 participants.
• The Sub -Recipient must include with the reimbursement package a separate copy of the
page(s) from the State (and County or Regional) MYTEP reflecting the training.
E. Allowable Equipment Related Costs (SHGP and UASI)
The 21 allowable prevention, protection, mitigation, response, and recovery equipment categories for
HSGP are listed on the Authorized Equipment List (AEL). The AEL. is available at
tteAtmiw.fema.gov/authorized-eouioment-iist. Some equipment items require prior approval from
DHS/FEMA before obligation or purchase of the items. Please reference the grant notes for each
equipment item to ensure prior approval is not required or to ensure prior approval is obtained if
necessary. Unless otherwise stated, all equipment must meet all mandatory regulatory and/or DHS/FEMA-
adopted standards to be eligible for purchase using these funds. in addition, recipients will be responsible
for obtaining and maintaining ail necessary certifications and licenses for the requested equipment.
Grant funds may be used for the procurement of medical countermeasures. Procurement of medical
countermeasures must be conducted in collaboration with State/city/local health departments who
administer Federal funds from NHS for this purpose. Procurement must have a sound threat -based
justification with an aim to reduce the consequences of mass casualty incidents during the first crucial
hours of a response. Prior to procuring pharmaceuticals, grantees must have in place an inventory
management plan to avoid large periodic variations in supplies due to coinciding purchase and expiration
dates. Grantees are encouraged to enter into rotational procurement agreements with vendors and
distributors. Purchases of pharmaceuticals must include a budget for the disposal of expired drugs within
each fiscal year's period of performance for HSGP. The cost of disposal cannot be carried over to another
FEMA grant or grant period.
The equipment, goods, and supplies ("the eligible equipment") purchased with funds provided under
this agreement are for the purposes specified in "Florida's Domestic Security Strategy". Equipment
purchased with these funds will be utilized in the event of emergencies, including, but not limited to,
terrorism -related hazards. The Sub -Recipient shall place the equipment throughout the State of
Florida in such a manner that, In the event of an emergency, the equipment can be deployed on the
scene of the emergency or be available for use at a fixed location within two (2) hours of a request for
said deployment. The Florida Division of Emergency Management (FDEM) must approve any
purchases of equipment not itemized in a project's approved budget in advance of the purchase,
The Sub -Recipient will, in accordance with the statewide mutual aid agreement or other emergency
response purpose as specified in the "Florida Domestic Security Strategy," ensure that all equipment
purchased with these funds is used to respond to any and all incidents within its regional response
44
area as applicable for so long as this Agreement remains in effect. Prior to requesting a response,
the FDEM will take prudent and appropriate action to determine that the level or intensity of the
incident is such that the specialized equipment and resources are necessary to mitigate the outcome
of the incident.
Allowable Equipment (OPSG).
• Equipment Marking. Because equipment purchased with OPSG funding is intended to
be used to support OPSG activities, it must be appropriately marked to ensure Its ready
identification and primary use for that purpose. When practicable, any equipment
purchased with OPSG funding shall be prominently marked as follows:
"Purchased with DWS funds for Operation Stonegarden Use"
• Fuel Cost and/or Mileage Reimbursement. There is no cap for reimbursement of fuel
and mileage costs in support of operational activities. Vehicle and Equipment Acquisition,
Including Leasing and Rentals, Allowable purchases under OPSG include patrol cars and
other mission -specific vehicles whose primary use is to increase operational
activities/patrols on or near a border nexus in support of approved border security
operations. A detailed justification must be submitted to the respective FEMA HQ
Program Analyst prior to purchase.
• Medical Emergency Countermeasures: Allowable purchases under OPSG include
narcotic antagonist pharmaceuticals, detection and identification equipment, safe storage
and transportation, personnel protective equipment, and initial equipment training, as will
be reflected in the AEL and explained in 1B 438.
F. Unallowable Costs (HSGP, UASI and OPSG)
• Per FEMA policy, the purchase of weapons and weapons accessories, including ammunition,
is not allowed with HSGP funds.
• Grant funds may not be used for the purchase of equipment not approved by DHS/FEMA.
Grant funds must comply with iB 426 and may not be used for the purchase of the following
equipment: firearms; -ammunition; grenade launchers; bayonets; or weaponized aircraft,
vessels, or vehicles of any kind with weapons installed.
• Unauthorized exercise-relatedcosts include:
o Reimbursement for the maintenance or wear and tear costs of general use vehicles
(e.g., construction vehicles), medical supplies, and emergency response apparatus
(e.g., fire trucks, ambulances).
o Equipment that is purchased for permanent installation and/or use, beyond the scope
of the conclusion of the exercise (e.g., electronic messaging sign).
G. Disposition
When original or replacement equipment.acquired under a Federal award is no longer needed for the
original project or program or for other activities currently or previously supported by a Federal
awarding agency, except as otherwise provided in Federal statutes, regulations, or Federal awarding
agency disposition instructions, the Sub -Recipient must request disposition instructions from FDEM
Office of Domestic Preparedness and the State Administrative Agency will request deposition
instructions from Federal awarding agency as required by the terms and conditions of the Federal
award. The Sub -Recipient shall notify the FDEM Office of Domestic Preparedness at: 2565 Shumard
Oak Blvd., Tallahassee, Florida 32399 one year in advance of the expiration of the equipment's posted
shelf -life or normal Life expectancy or when it has been expended. The Sub -Recipient shall notify the
FDEM immediately if the equipment is destroyed, lost, or stolen.
H. Requirements for Small Unmanned Aircraft System (SHSP, UASI, and OPSG)
All requests to purchase Small Unmanned Aircraft Systems (SUAS) with FEMA grant funding must
comply with IB 426 and IB 438 and include a description of the policies and procedures in place to
safeguard individuals' privacy, civil rights, and civil liberties of the jurisdiction that will purchase, take
title to or otherwise use the SUAS equipment.
45
1. SAFECOM
Emergency communications systems and equipment must meet applicable SAFECOM
Guidance. Sub -Recipients must be coordinated with the SWIC and the State lnteroperability
Governing Body (SiGB) to ensure interoperabillty and Tong -term compatibility.
J. CBYERSECURITY
Sub -Recipients must use HSGP funds for cybersecurity projects that support the security and
functioning of critical infrastructure and core capabilities as they relate to terrorism preparedness
and may simultaneously support enhanced preparedness for other hazards unrelated to acts of
terrorism.
K. Law Enforcement Readiness (SHSP, UASI, and OPSG)
OPSG grant funds may be used to increase operational, material, and technological readiness
of SLTT law enforcement agencies. The Delegation of Immigration Authority, Section 287(g) of the
Immigration and Nationality Act (1NA) program allows a state or local law enforcement entity to enter
into a partnership with ICE, under a joint Memorandum of Agreement (MOA), to receive delegated
authority for immigration enforcement within their jurisdictions SHSP, UASI, or OPSG grant funds may
be requested and may be approved on a case -by -case basis for immigration enforcement training in
support of the border security mission, Requests for training will be evaluated on a case -by -case basis
and can only be used for certification in the section 287(g) program provided by DHS/ICE. SHSP,
UASI, or OPSG Sub -Recipients with agreements under section 287(g) of the Immigration and
Nationality Act (8 U.S.C. § 1357(g)) to receive delegated authority for immigration enforcement within
their jurisdictions may also be reimbursed for section 287(g) related operational activities with approval
from FEMA on a case -by -case basis. For OPSG, Sub -Recipients must be authorized by USBP
Headquarters and Sectors, and operational activities must be coordinated through a USBP Sector.
L. Maintenance and Sustainment (SHSP, UASI, and OPSG)
The use of DHS/FEMA preparedness grant fundsfor maintenance contracts, warranties, repair or
replacement costs, upgrades, and user fees are allowable, as described in FEMA Policy FP 205-402-
125-1 under all active and future grant awards, unless otherwise noted. Except for maintenance plans
or extended warranties purchased incidental to the original purchase of the equipment, the period
covered by maintenance or warranty plan must not exceed the POP of the specific grant funds used to
purchase the plan or warranty.
Grant funds are intended to support the Goal by funding projects that build and sustain the core
capabilities necessary to prevent, protect against, mitigate the effects of, respond to, and recover from
those threats that pose the greatest risk to the security of the Nation. In order to provide recipients the
ability to meet this objective, the policy set forth in FEMA's IB 379, Guidance to State Administrative
Agencies to Expedite the Expenditure of Certain DHS/FEMA Grant Funding, initially for FY 2007-2011,
allows for the expansion of eligible maintenance and sustainment costs which must be In (1) direct
support of existing capabilities; (2) must be an otherwise allowable expenditure under the applicable
grant program; (3) be tied to one of the core capabilities in the five mission areas contained within the
Goal, and (4) shareable through the Emergency Management Assistance Compact. Additionally,
eligible costs may also be in support of equipment, training, and critical resources that have previously
been purchased with either federal grant or any other source of funding other.than DHS/FEMA
preparedness grant program dollars.
M. Management and Administration (M&A) (HSGP & UASI)
Management and administration (M&A) activities are those directly relating to the management and
administration of HSGP funds, such as financial management and monitoring. Sub -Recipients
awarded M&A costs under this agreement can retain a maximum of up to 5% of their total agreement
award amount for M&A costs.
M&A activities includes:
• Hiring of full-time or part-time staff or contractors/consultants:
• To assist with the management of the respective grant program.
• To assist with application requirements.
• To assist with the compliancy with reporting and data collection requirements.
46
Management and Administration (M&A) (OPSG)
Management and administration (M&A) activities are those directly relating to the management and
administration of OPSG funds, such as financial management and monitoring. Recipients may retain
up to 2.5% of the overall OPSG allocation prior to passing -through funding to Sub -Recipients. This
funding must be deducted in an equal percentage from each Sub -Recipient. Sub -Recipients and
friendiy forces may retainfunding for M&A purposes; however, the total amount retained cannot
exceed 5 percent of the Sub -Recipient's subaward. Friendly forces are local law enforcement entities
that are subordinate Sub-Reclpients under OPSG. In other words, friendly forces are entities that
receive a subaward from a Sub -Recipient under the OPSG program. Friendly forces must comply with
all requirements of Sub -Recipients under 2 C.F.R. Part 200.
N. Procurement
All procurement transactions will be conducted in a manner providing full and open competition and
shall comply with the standards articulated in:
• 2 C.F.R. Part 200;
• Chapter 287, Florida Statues; and,
• any local procurement policy.
To the extent that one standard is more stringent than another, the Sub -Recipient must follow the
more stringent standard. For example, if a State statute imposes a stricter requirement than a Federal
regulation, then the Sub -Recipient must adhere to the requirements of the State statute,
The Division shall pre -approve all scopes of work for projects funded under this agreement.
Additionally, the Sub-Reciplent shall not execute a piggy -back contract unless the Division has
approved the Scope of Work contained in the original contract that forms the basis for the piggy -back
contract. Also, in order to receive reimbursement from the Division, the Sub -Recipient must provide
the Division with a suspension and debarment form for each vendor that performed work under the
agreement. Furthermore, if requested by the Division, the Sub -Recipient shall provide copies of
solicitation documents including responses and justification of vendor selection.
Contracts may include:
State Term Contract: A State Terrn Contract is a contract that Is competitively procured by the
Division of State Purchasing for selected products and services for use by agencies and eligible users.
Florida agencies and eligible users may use a request for quote to obtain written pricing or services
information from a state term contact vendor forcommodities or contractual services available on a
state termcontract from that vendor. Use of state term contracts is mandatory for Florida agencies in
accordance with section. 267.056, Florida Statutes,
Alternate Contract Source: An Alternate Contract Source is a contract let by a federal, state, or
local government that has been approved by the Department of Management Services, based on a
determination that the contract is cost-effective and in the best interest of the state, for use by one or
all Florida agencies for purchases, without the requirement of competitive procurement. Alternate
contract sources are authorized by subsection 287.042(16), Florida Statutes, as implemented by Rule
60A-1.045, Florida Administrative Code.
General Services Administration Schedules: The General Services Administration (GSA) is an
independent agency of the United States Government. States, tribes, and local governments, and any
Instrumentality thereof (such as local education agencies or institutions of higher education) may
participate in the GSA Cooperative Purchasing Program. ). Refer to the appropriate GSA Schedule
for additional requirements.
O. Piggy -Backing
The practice of procurement by one agency using the agreement of another agency is called
piggybacking. The ability to piggyback onto an existing contract is not unlimited. The existing contract
must contain language or other legal authority authorizing third parties to make purchases from the
47
contract with the vendor's consent The terms and conditions of the new contract, including the Scope of
Work, must be substantially the same as those of the existing contract. The piggyback contract may not
exceed the existing contract in scope or volume of goods or services. An agency may not use the
preexisting contract merely as a "basis to begin negotiations" for a broader or materially different contract.
Section 215.871, Florida Statutes
Statutory changes enacted by the Legislature impose additional requirements on grant and Sub -Recipient
agreements funded with Federal or State financial assistance. In pertinent part, Section 215.971(1) states:
• An agency agreement that provides state financial assistance to a Recipient or
Sub -Recipient, as those terms are defined in s, 215.97, or that provides federal financial
assistance to a Sub -Recipient, as defined by applicable United States Office of
Management and Budget circulars, must include all of the following:
• A provision specifying a Scope of Work that clearly establishes the tasks that the
Recipient or Sub -Recipient is required to perform.
• A provision dividing the agreement into quantifiable units of deliverables that must be
received and accepted in writing by the agency before payment. Each deliverable must be
directly related to the Scope of Work and specify the required minimum level of service to
be performed and the criteria for evaluating the successful completion of each deliverable.
• A provision specifying the financial consequences that apply if the Recipient or Sub -
Recipient fails to perform the minimum level of service required by the agreement. The
provision can be excluded from the agreement only if financial consequences are
prohibited by the federal agency awarding the grant. Funds refunded to a state agency
from a Recipient or Sub -Recipient for failure to perform as required under the agreement
may be expended only In direct support of the program from which the agreement
originated.
• A provision specifying that a_ Recipient or Sub -Recipient of federal or state financial
assistance may expend funds only for allowable costs resulting from obligations incurred
during the specified agreement period.
• A provision specifying that any balance of unobligated funds which has been advanced or
paid must be refunded to the state agency.
• A provision specifying that any funds paid in excess of the amount to which the Recipient
or Sub -Recipient Is entitled under the terms and conditions of the agreement must be
refunded to the state agency.
• Any additional information required pursuant to s. 215.97.
P. Unique Entity identifier and System for Award Management (SAM)
Sub -Recipients for this award must:
• Be registered in SAM;
• Provide a valid DUNS number; and
• Continue to maintain an active SAM registration with current information at all times during
which it has an active federal award.
Q. Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within thirty (30) days after the end of the reporting
periods (March 31, June 30, September 30 and December 31) for the life of this contract
• If a report(s) is delinquent, future financial reimbursements will be withheld until
the Sub -Recipients reporting is current.
• If a report goes two (2) consecutive quarters without Sub -Recipient reflecting any
activity andfor no expenditures wilt likely result in termination of the agreement.
48:
Programmatic Reporting Schedule
Reporting Period
Report due to FDEM no later than
January 1 through March 31
April 30
April 1 through June 30
July 31
July 1 through September 30
October 31
October 1 through December 31
January 31
2. Programmatic Reporting- Biannual Strategic Implementation Report (BSIR):
After the end of each reporting period, for the life of the contract unless directed otherwise, the
SAA, will complete the Biannual Strategic Implementation Report in the Grants Reporting Tool
(CRT) https://www.reporting.odp.dhs.gov. The reporting periods are January 1-June 30 and July
1-December 31. Data entry is scheduled for December 1 and June 1 respectively. Future
awards and reimbursement may be withheld if these reports are delinquent.
3. Reimbursement Requests:
A request for reimbursement may be sent to your grant manager for review and approval at any
time during the contract period. Reimbursements must be requested within ninety (90) calendar
days of expenditure of funds, and quarterly at a minimum. Failure to submit request for
reimbursement within ninety (90) calendar days of expenditure shall result in denial of
reimbursement. The Sub -Recipient should include the category's corresponding line item number
in the "Detail of Claims" form. This number can be found in the "Proposed Program Budget". A
line item number is to be included for every dollar amount listed in the "Detail of Claims" form.
4. Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management no later than sixty
(60) calendar days after the agreement is either completed or the agreement has expired.
R. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Kizzy K. Caban
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850) 815-4348
Kizzy.Caban @em.myflorida.com
Amy Garmon
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850) 815-4352
Amy.Garmon@em.myfiorida.com
S. Contractual Responsibilities
• The FDEM shall determine eligibility of projects and approve changes in Scope of Work.
• The FDEM shall administer the financial processes.
T. Failure to Comply
e Failure to comply with any of the provisions outlined above shall result in disallowance of
reimbursement for expenditures.
ATTACHMENT C
DELIVERABLES AND PERFORMANCE
State Homeland Security Program (HSGP): HSGP supports the implementation of risk driven,
capabilities -based State Homeland Security Strategies to address capability targets set in Urban Area,
State, and regional Threat and Hazard Identification and Risk Assessments (THIRAs). The capability
levels are assessed in the State Preparedness Report (SPR) and inform planning, organization,
equipment, training, and exercise needs to prevent, protect against, mitigate, respond to, and recover from
acts of terrorism and other catastrophic events.
Planning Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse
the Sub -Recipient for the actual cost of successfully completing Planning activities consistent with the
guidelines contained in the Comprehensive Planning Guide CPG 101 v.2. For additional information,
please see htto://www.fema.aov/odf/about/divisions/nod/CPG 1Qt V2.pdf or grant guidance (Notice of
Funding Opportunity). For the purposes of this Agreement, any planning activity such as those associated
with the Threat and Hazard identification and Risk Analysis (THIRA), State Preparedness Report (SPR),
and other planning activities that support the National Preparedness Goal (NPG) and place an emphasis
on updating and maintaining a current Emergency Operations Plan (EOP) are eligible. The Sub -Recipient
can successfully complete a planning activity either by creating or updating such plan(s).
Organization Deliverable: Subject to the funding limitations of this Agreement, the Division shall
reimburse the Sub -Recipient for the actual eligible costs for Personnel, Intelligence Analysts, Overtime and
Operational Overtime.
Exercise Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse
the Sub -Recipient for the actual cost of successfully completing an exercise which meets the Department
of Homeland Security Homeland Security Exercise and Evaluation Program (HSEEP) standards and is
listed in A) the State of Florida Multi -Year Training & Exercise Plan (MYTEP), and B) County or Regional
TEP for the region in which the Sub -Recipient is geographically located. Information related to TEPs and
HSEEP compliance can be found online at https://www.110.dhs.gov/hseep. For the purposes of this
Agreement, any exercise which is compliant with HSEEP standards and contained in the State of Florida
MYTEP qualifies as an authorized exercise, The Sub -Recipient can successfully complete an authorized
exercise either by attending or conducting that exercise.
Training Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse the
Sub -Recipient for the actual cost of successfully completing a training course listed on the Department of
Homeland Security (DHS) approved course catalog. For non-DHS approved courses the Sub -Recipient
shall obtain advance FDEM approval using the Non-TED form by contacting their grant manager. The
DHS course catalog is available online at: http://training.fema.aov/. For the purposes of this Agreement,
any training course listed on the DHS approved course catalog qualifies as an authorized course. The
Sub -Recipient can successfully complete an authorized course either by attending or conducting that
course.
Equipment Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse
the Sub -Recipient for the actual cost of purchasing an item identified in the approved project funding
template and budget of this agreement and listed on the DHS Authorized Equipment List (AEL). For the
purposes of this Agreement, any item listed on the AEL qualifies as an authorized item. The 21 allowable
prevention, protection, mitigation, response, and recovery equipment categories and equipment standards
for HSGP are listed on the web -based version of the Authorized Equipment List (AEL) on the Lessons
Learned Information System at htto://beta.fema oov/authorized-equipment-list. In addition, agencies will
be responsible for obtaining and maintaining all necessary certifications and licenses for the requested
equipment.
Management Deliverable: Subject to the funding limitations of this Agreement, the Division shall
reimburse the Sub -Recipient for the actual cost for Management and Administration (MBA) activities.
Costs for allowable Items will be reimbursed if Incurred and completed within the period of
performance, in accordance with the Budget and Scope of Work, Attachments A and B of this
agreement.
50
ATTACHMENT D
Program Statutes and Regulations
1) Age Discrimination Act of 1975 42 U.S.C. § 6101 et seq.
2) Americans with Disabilities Act of 1990 42 U.S.C. § 12101-12213
3) Chapter 473, Florida Statutes
4) Chapter 215, Florida Statutes
5) Chapter 252, Florida Statutes
6) Title VI of the Civil Rights Act of 1964 42 U.S.G. § 2000 et seq.
7) Title VIII of the Civil Rights Acts of 1968 42 U.S.C, § 3601 et seq.
8) Copyright notice 17 U.S.C. §§ 401 or 402
9) Assurances, Administrative Requirements and Cost Principles 2 C.F.R. Part 200
10) Debarment and Suspension Executive Orders 12549 and 12689
11) Drug Free Workplace Act of 1988 41 U.S.C. § 701 et seq.
12) Duplication of Benefits 2 C.F.R. Part 200, Subpart E
13) Energy Policy and Conservation Act 42 U.S.C. § 6201
14) False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729-3733 also 31 U.S.C. §
3801-3812
15) Fly America Act of 1974 49 U.S.C. § 41102 also 49 U.S.C, § 40118
16) Hotel and Motel Fire Safety Act of 199015 U.S.C. § 2225a
17) Lobbying Prohibitions 31 U.S.C. § 1352
18) Patents and Intellectual Property Rights 35 U.S.C. § 200 et seq.
19) Procurement of Recovered Materials section 6002 of Solid Waste Disposal Act
20) Terrorist Financing Executive Order 13224
21) Title IX of the Education Amendments of 1972 (Equal Opportunity In Education Act) 20 U.S.C. §
1681 et seq.
22) Trafficking Victims Protection Act of 2000 22 U.S.C. § 7104
23) Rehabilitation Act of 1973 Section 504, 29 U.S.G. § 794
24) USA Patriot Act of 2001 18 U.S.C. § 175-172c
25) Whistleblower Protection Act 10 U.S.C. § 2409, 41 US.C. § 4712, and 10 U.S.C. § 2324, 41
U.S.C. § 4304 and § 4310
26) 53 Federal Register 8034
27) Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code
51
ATTACHMENT E
JUSTIFICATION OF ADVANCE PAYMENT
SUI3-RECIPIENT:
If you are requesting an advance, indicate same by checking the box below.
[ j ADVANCE REQUESTED
Advance payment of $ is requested. Balance of payments will be made on a reimbursement basis. These
funds are needed to pay staff, award benefits to clients, duplicate forms and purchase start-up supplies and equipment. We
would not be able to operate the program without this advance.
If you are requesting an advance, complete the following chart and line item justification below.
ESTIMATED EXPENSES
BUDGET CA.TEGORYILINE ITEMS
(list applicable line items)
20_ 20Anticipated Expenditures for
First Three Months of Contract
For example
ADMINISTRATIVE COSTS
(Include Secondary Administration,)
Mgr example
PROGRAM EXPENSES
TOTAL EXPENSES
LINE ITEN.[ JUSTIFICATION (For each line item, provide a detailed justification explaining the need
for the cash advance. The justification must include supporting documentation that clearly shows the advance
will be expended within the first ninety (90) days of the contract term. Support documentation should Include
quotes for purchases, delivery timelines, salary and expenseprojections, etc. to provide the Division reasonable
and necessary support that the advance will be expended within the first ninety (90) days of the contract term.
Any advance funds not expended within the first ninety (90) days of the contract term shall be returned to the
Division Cashier, 2555 Shumard Oak Boulevard, Tallahassee, Florida 32399, within thirty (30) days of receipt,
along with any interest earned on the advance)
*REQUESTS FOR ADVANCE PAYMENTS WILL BE CONSIDERED ONA CASE BY CASE BASIS*
52
ATTACHMENT F
WARRANTIES AND REPRESENTATIONS
Financial Management
The Sub -Recipient's financial management system must comply with 2 C.F.R. §200.302.
Procurements
Any procurement undertaken with funds authorized by this Agreement must comply with the
requirements of 2 C.F.R. §200, Part D—Post Federal Award Requirements —Procurement Standards (2
C.F.R. §§200.317 through 200.326).
Business Hours
The Sub -Recipient shall have its offices open for business, with the entrance door open to the
public, and at least one employee on site, from: Monday through Friday (except on Holidays) from 8am
to 5pm
Licensing and Permifting
All subcontractors or employees hired by the Sub -Recipient shall have all current licenses and
permits required for all of the particular work for which they are hired by the Sub -Recipient.
53
ATTACHMENT G
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Sub -Recipient, , certifies,
by submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency,
(2) Where the Sub -Recipient's subcontractor is unable to certify to the above statement, the
prospective subcontractor shall attach an explanation to this form.
SUB -CONTRACTOR
By:
Signature Sub -Recipient's Name
Name and Title FDEM Contract Number
Street Address DHS Grant Award Number
City, State, Zip
Date
54
ATTACHMENT H
Statement of Assurances
All of the instructions, guidance, limitations, and other conditions set forth in the Notice of Funding
Opportunity (NOFO) for this program are incorporated here by reference in the terms and conditions of
your award. Ali Sub -Recipients must comply with any such requirements set forth in the program NOFO.
All Sub -Recipients who receive awards made under programs that prohibit supplanting by law must ensure
that Federal funds do not replace (supplant). funds that have been budgeted for the same purpose through
non -Federal sources.
All Sub -Recipients must acknowledge their use of federal funding when issuing statements, press.
releases, requests for proposals, bid invitations, and other documents describing projects or programs
funded in whole or in part with Federal funds.
Any cost allocable to a particular Federal award provided for in 2 C.F.R. Part 200, Subpart E may not be
charged to other Federal awards to overcome fund deficiencies, to avoid restrictions imposed by Federal
statutes, regulations, or terms and conditions of the Federal awards, or for other reasons. However, this
prohibition would not preclude a Sub -Recipient from shifting costs that are allowable under two or more
Federal awards in accordance with existing Federal statutes, 'regulations, or the terms and conditions of
the Federal award.
Sub -Recipients are required to comply with the requirements set forth in the government -wide Award Term
regarding the System for Award Management and Universal identifier Requirements located at 2 C.F.R.
Part 25, Appendix A, the full text of which incorporated here by reference in the terms and conditions of
your award.
All Sub -Recipients must acknowledge and agree to comply with applicable provisions governing DHS
access to records, accounts, documents, information, facilities, and staff,
1. Sub -Recipient must cooperate with any compliance review or compliant investigation conducted by the
State Administrative Agency or DHS.
2. Sub -Recipient will give the State Administrative Agency, DHS or through any authorized
representative, access to and the right to examine and copy, records, accounts, and other documents and
sources of information related to the federal financial assistance award and permit access to facilities,
personnel, and other individuals and information as may be necessary, as required by DHS regulations
and other applicable laws or program guidance.
3. Sub -Recipient must submit timely, complete,and accurate reports to the FDEM and maintain
appropriate backup documentation to support the reports. Sub -Recipients must also comply with all other
special reporting, data collection and evaluation requirements, as prescribed by law or detailed in program
guidance.
4. Sub -Recipient will acknowledge their Use of federal funding when issuing statements, press releases,
requests for proposals, bid invitations, and other documents describing projects or programs funded in
whole or in part with Federal funds.
5. Sub -Recipient who receives awards made under programs that provide emergency communications
equipment and its related activities must comply with SAFECOM Guidance for Emergency
Communications Grants, including provisions on technical standards that ensure and enhance
interoperable communications.
6. When original or replacement equipment acquired under this award by the Sub -Recipient is no longer
needed for the original project or program or for other activities currently or previously supported by
DHS/FEMA, you must request instructions from FDEM to make proper disposition of the equipment
pursuant to 2 C.F.R. Section 200.313.
7. DHS/FEMA funded activities that may require an EHP review are subject to FEMA's Environmental
Planning and Historic Preservation (EHP) review process. This review does not address all federal,
55
state, and local requirements. Acceptance of federal funding requires recipient to comply with all federal,
state, and local laws. Failure to obtain all appropriate federal, state, and local environmental permits and
clearances may jeopardize federal funding. if ground disturbing activities occur during construction,
applicant will monitor ground disturbance, and if any potential archeological resources are discovered,
applicant will immediately cease work in that area and notify the pass -through entity, if applicable, and
DHSJFEMA.
56
ATTACHMENT I
Mandatory Contract Provisions
Provisions:
Any contract or subcontract funded by this Agreement must contain the applicable provisions outlined in
Appendix I1 to 2 C,F.R, Part 200. It is the responsibility of the sub -recipient to include the required
provisions. The Division provides the following list of sample provisions that may be required:
57
OMB Guidance
(1)) Davis -Flacon Ara. au enmmTIdladi (40 tl.S.C.
3141-9140). Whenrogulrsd by Agora! program
legislation. all prime convtruntlnn Dontroofs
in oxduk4s of 32.000 awardd91 by non-1Poihwal
entities must inciudo a provision for compli-
ance with tho Dav1B.Aucoai Act (40 U.S.C.
31414144, and 3146-3140) a& supplemented by
Department of Labor regulations (20 CFR
Part 8, "Labor Staind rdo ?moist/YOB Appn-
crtbio to Controotr, Cavorino Federally P5
naxmol and Assisted Construction"). Ta ac-
cordance with tho statut,8, cont acts s must
bra required to pay wages txe laborerti and. me-
odrannlco at x rata not less than ilia prevailing
wares tpuicifist in a ward determination
made by oho Eooratary. of Loner. In addition.
mentraotors must leis rtaquired to pay wages
not hiss than anco a week. TAo .non-Fadolaal
antaiy -Mast iliac t a nol)Y of trio current pro-
vctiltatg wagni dotsrminatnan lasuodt by the De-
partmamt of Labor an each aolloitatiog. Tbo
tiomiston. to awards a contanot or subcontract
mast ba dmndltionod Upon. the acenigniico of
oleo o determination. Tho non-irodarat en-
tity must r000&t all suspactadl or reported
violations to Ma Podoral awarding agonc+s.
The contrasts moat alieo include a provision
tar compliance with the ckspdsland "Anti-
liio thank" Aa li (40 U.W.'i8148). on sauppple-
metltedl by Mpurf moat of Labor roguIatlons
(29 CFR Part a, "Contractors and Stth-
oont3acttarat oia P¢W10 Building or Pubktc
Work Finrurcod no Whale or in Part by Loans
or Gnats (tom Sim United BMW"). Tho Ant
providwo Udat oath contaactor or anb-
roolplont worst be prohibited fans lath oing,
by any mates, any 'aroma employed In the
Otnntruciion, daxnpla42an, or repair of public/
work. to giro up any part of the ooiuponsa-
taon to whack ho or sun 10 ottiorwisa entitled.
Tiro soli-60deral 4ntlty nnvid report all sos-
IR3otesi or reported violations to oho 3'odoral
awarding agony.
tt0IL0am 08Sanity
Standar Act. (4.O.700i-97). Whom
app11cab o, all contracts awardod by tho non.
b'odorat -earthy in exds of 1100,000 that In-
volvO the trmnploymvnt of niuehanica or labor-
ers mob include, d provtstnn for compliance
with 40 UAW. 3MO and 3701, as aupplon anted
ley Depax4dnnt of Labor regulations (39 OFR
Part 8), tindor 40 11.11.0.-3702 of the Act, oath
contractor must be roe 1rrtl to conflate the
wagos of away inacbanto and IaboL r on Me
twirl of a atamlard work weak of 40 hours.
Work in exams of true standlarit work wink is
permiosiblCom-
p/mooted at aal nolo ofed that the not !cos than worker
oanmtl a
half thee- the basin rate of pay ihr all boom
ferarkoil to osdxwa of 40 boors in ChB work
wook. The i`eriilirsmanta of 40 U.S.C. 3001 aro
applicable.- to -oonslatiotimi work and provide,
Mat no laborer or nxuahanac must 1do re -
mired to Work in surround -logs or deader
working conditions which are unxnnitttry.
h arardoua or i1.'urgot'onn. nee r6ouarGoianis
do not apply to the parratasas of auppnoo or
Pi. 2001, App. N
09abwlaln or artlulos ordinarily available on
oho open market, or contrasts for transpor-
tation or tralllniismon of lntelligoaeo.
(i) R£gbin. to Ipvtinttonu hiaele Under a
ConUnot or Agroatnont. If the Federal award
moats aha definition of "funding agrsarnont"
under S4 CPU ¢401.2 (a) and the .r0aipieltt or
aubreoipient wlsl aa9 to enter into a contract
with a small business firm or nonprofit onio-
atr.ation Malang the oubotilaidoa of par-
ties, assignment or parforrnanc of export -
mortal, dovelopnwntal. or rrooarrh work
under that "funding a;t:vuautinio" oleo Main-
ont or subramp14ut must comply with the re-
quirt/mists
ti d c/o by No pre t t401. eas ts toanno
and Sina1i 13usinem Fian19 Under (Iovtxrn-
mont Omuta, Contracts and Cooperative
Agreements," and any implementing ragnhs.
trona lsstroel by the awairdiig agony;
(0).Cloan.Air Act (4213.L.0.' 401-y419i .).mad
tho d renal Water Pollution Coeitroi Act (23
U.S.A 1251-110?), as amaandecl—Coalracts and
a0bgranta of amounts 1n mimeo of 3150.000
must contain a provision that regarlma oho
non -Fedora! award to agree to comply with
all applicable standards, motors or r shies.
tinrp nomad il'suant to oche Moan Air. Act
(42 U.S.C. 740-1571q) and ilea Federal Ulster
Pollution Control Aet :as alnonde4 (20 U.S.C.
1241-1287). Vialationa mustbeinported to- the
Federal awarding Vale& and the Fogional
°Nino of the Environmental Protection
.Agency (EPA).
{If) Mandatory standards and 171o1101es no -
luting to enemy offloioncy which are con-
tained In oho state energy conservation plan
tesoodl in compiianeo with the Murray Policy
anti; (`Ansorvation Aot (42 U.S.C. 6'20f)..
(1) debarment and $usponaann (1lxacu.tW :
firdarn 12810 and 12689)—A contract award
(zoo 2 CPR 100.220) mutt not bo made to par -
low 1lsted on the govorrian antwida ixiriauttdd
Parties List Systom in the System, fbr Award
bl000tt-meat (SAM), in accordance with thud
OUR guideline at 2 CPR 180 that imploonont
Po ativa ordoro 12549 (8 OFR Part 108E
Cmnp., p, 2)2) and 12069 (3 CPR Part. 1989
Clomp.. tr. 238), "I)d3lxtsaauan6 and. Suspension."
`.flat )oludedt. Portico Licit Systom in SAM
contains the winos of parties��dd�p,ebaired, xus-
pondad, or othorwiais excludedagfenoloa
wwei anparties- daalared lnalbeiblo underaiat-
utory or regulatory authority other than Ex.
mace Order 12010.
(J) Byrd Anti-Lubbyia>g Anxmdtnnt (dl
U.B.C. 1352)--€'oaitractors that apply ear bud
for an award of 4 90.009 or more must Ilia Lim
required won. Bach tier tort/hod to
fire tier above that .it will not and Tian not
nand loodorul. appropriator/ Minds to gay ap,y
Do�parstm or organfzatiatt for iniloonolnit or at-
temptinr to influence an °Moor or amployoa
of a ,v agency, a 1ni'4nhor of Conisr08s, officer
or employee of Conoroa„ or an ornplo,dio of a
rrdotnbd=_r of Congress in commotion with ob-
taining afly I dioral contract. =ant or any'
195
Pt. 200, App. III
other award covored by 81 I1.8.Q 1ar,2. Bach
tier must also dlsotose any lobbying with
non-Fod€r.*i Rinds that talon plat* in cor-
naetlan with obtaining any Adam, award.
Snob disclosures arts Rewarded from tier to
tier up to the son-PodaraI award.
(X) See §2110.an Pixie -moment of roeuvared
materials.
APPENDIX I1I tYi PART 230--Ilinwni i`
(V&A) Cot3rs ItatiffilicATION AND
A&a lCIDNMl;2Rf', AND ItATII DRTILIiM1NA-
TION b OR Itra riir 3UAt8 err Hhaw a
EDUCATION (Ili s)
A, Osmium
This apttondix pravidc+s criteria far idonii.
I!rtng and competing indtroet (or indirect
(F'&AO ratan at fl!IDc1 (institutions). Indirect
(MA) oasts aro thaw that are incurroat far
common or joint abjaoti ms and thoreforo
cannot bo ilia/WPM readily and apeatftoaily
with a aartivaiir spomxnarad projant. an tn-
struotdonal activtt,j. nr any other iimt1tt-
ttoilai activity. See subsaraton 8.1. Defini-
tion of facilities and Athnb aatsatlon, for a,
discussion ar the components of inairt
(F&A) distal.
I. Major Functions o%aa Iailitunan
Rama to Matt notion, organtacd monarch.
other aponsored activities and other itaatttn-
Monal a olavities ns defined In this section:
a. Namur -nap moans the tainting and
training Rativtt4ns of an tn=Citation. Except
Pm rassarch training as provided is sub.
contain b. this tern( includes all toaohing and
Maiming activities, wbather Ishoy are offered
for audits toward a dogma or eartifkntta or
on a non-credit hasia. and 'thanes' thry era
offered through regular academic depart -
mods ee separate threstanar, suet as a sum -
mar reboot *$Vinton or an oxtewton division.
Also ennaldarod part of tills. major iunatton
aro departmental roseanrch, and. where
agreed to, untvarsity roaoarch.
(1) AJrounarrai Oirinc gW8 acid training means
a pectf o Instructional or twining activity es-
sabuBhed tat grant, contract; or coomuntava
agreement;. Por purposes 8f the emit lirin-
cnpdaea, this activity may ba oonsidorod a
major f'anaticn coon though an basidtut1on's
accountant treat/nut may Include it to the
Mutilation function,
(3) Departmental rnreorait nntna resoiarch,
davoIogmaat and scholarly activities that
aro not organized roaaarcb and. con-
ssquentig, aye nopa n taly budpa teul and
m000untoti for. Departmental rraoarch, for
igrrposos of this dnonuwnt. la not caesium rod
as a major fir Lotion, but our a part of te in -
striation fbaction of tho institution.
b. Or ra tfaad r soarelm means all roaonra.4t
and dowalopmont activation aI an tmtitatton
that aro separately budgeted and atountq.
tor. it int:ludas:
2 CFR Ch. It (1-.1--14 Edition)
(I) Bµvasorecd rematch mama all romarell
and dovelopmont aotIvittea that are upon -
oared by Faiiorai and nan-Pe4aral agencies
and osmanirattons. Thla term uxdudea na-tIvi-
bias Involving tha training of individuals In
roseari h tochnitluas (conniumly called re-
match training) whore such aotivitlos utilise
the same facilities as other rneaarchh and do-
vaiaptnoot sotivitlea and whore snob activi-
ties aro not Inolnded In th& fastruet-!on tm4.
tion.
{2) ffntvsrattg raanan:h means all resaearch
and dovdalimant activities that aro ampa-
rgtNy budgeted and amounted for by the in.
stttuh, on nador an internal app1Joation of In-
statattanal finds. University rosciamb. fur
pponre sea of this 'document. must ho oom-
bined with sponsored roccarob under tho
fanOWtan of organnied monarch.
a.. Other sponsored acttafUen means pnsarain
and limpets financed by Federal and non -
Fedora!, agonies and organixattons wrath In-
volve. the perform/Awe of work other than m-
struction and organized roseaarch_ Examples
of mob programs and proloota aro health
sarvica projects and community oorvino pra-
gramn; IIawevor. when any of Mona aoti IMI
are ttndettakon by the inaitttutdon without
outatdo support,. May may bo olaaatlaaad as
other instltattional aotivitum .
d, Miff fna ttuataaa'I acflvtitaa mans, all an-
tivitdas of an tastitutian oxcart for imbue,
Eon. dolxdtmontatl rmaaaruh, organlwld ro-
aaarab. and other sponsored activities, as do -
Snail in this section; Indirect (F&A) coatao-
initfas identified In this Appendix
epaia�
tc�fmi and lisvdiret (&A)aoaisand spooaiized u as facilities decanted in §2d0.9s2 Spaolalized
sonars faellitias of Eva Part.
Examplaa of attar institutional aet11ruloa
taoleaio operation of reslitui a hails. dining
httJla, hospitals and rdinfas, abaiont anions.
Intercollegiate athletics, baokatarea. faculty
hmrtalitC, student apartmonta. iluoat houses,
lantana, t astoi:i. publics mammas, and other
similar analllav r entnrprlaea. This definition
also includes any other oatagarlo s of activi-
tiaaa, costs of whirl t aro "ueailawablo" to
t odoral a awards, anima otbetvrian lntdteatott
in an award.
Criteria Or Distrthunon
a. Ilan paled: A bane period Isar distribu-
tion of indirect (MA) coatis is tars 'period
during witch the coatis are Mewed. '1bn
bases period normatfy should sofa nrdo with
the fi ord Boar aatabliabod by the lnatttnblon,
but In any avant the bane period shout* bo IIo
sofa ited as to avoid lamguttlas in the dis-
tribution -of costa.
b, Need far mast group/rms. Tim avorsil ob-
jection of tho indirect (F&A) coat allocation
groom is io dlatributo tho indirect (F&h)
costa daonrlbed in Section 11. itlontipuitfen
and a agnmont: of indirect (MA) costa, to
.198
ATTACHMENT J
Financial and Program Monitoring Guidelines
Florida has enhanced state and local capability and capacity to prevent, prepare and respond to
terrorist threats since 1999 through various funding sources including federal grant funds. The
Florida Division of Emergency Management (FDEM) has a responsibility to track and monitor the
status of grant activity and items purchased to ensure compliance with applicable Homeland
Security Grant Program (HSGP) grant guidance and statutory regulations. The monitoring process
is designed to assess a Sub -Recipient agency's compliance with applicable state and federal
guidelines.
Monitoring is accomplished utilizing various methods Including desk monitoring and on -site
visits. There are two primary areas reviewed during monitoring activities - financial and
programmatic monitoring. Financial monitoring is the review of records associated with the
purchase and disposition of property, projects and contracts. Programmatic monitoring is the
observation of equipment purchased, protocols and other associated records. Various levels of
financial and programmatic review may be accomplished during this process.
Monitoring Selection and Scheduling:
Each year the FDEM will conduct monitoring based on a "Risk Assessment". The risk assessment
_tool is used to help in determining the priority of Sub -Recipients that should be reviewed and the
level of monitoring that should be performed. It is important to note that although a given grant may
be closed, it is still subject to either desk or on -site monitoring for a five (5) year period following
closure.
Areas that will be examined include:
• Management and administrative procedures;
• Grant folder. maintenance;
• Equipment accountability and sub -hand receipt procedures;
• Program for obsolescence;
• Status of equipment purchases;
• Status of training for purchased equipment;
• Status and number of response trainings conducted to include number trained;
• Status and number of exercises;
• Status of planning activity;
• Anticipated projected completion;
• Difficulties encountered in completing projects;
• Agency NIMS/ICS compliance documentation;
• Equal Employment Opportunity (EEO Status);
• Procurement Policy
"FDEM may request additional monitoring/information of the activity, or lack thereof, generates
questions from the region, the sponsoring agency or FDEM leadership. The method of gathering
this information will be determined on a case -by -case basis.
Monitoring Activities:
Desk reviews and site visits are two forms of monitoring. Desk monitoring is the review of projects,
financial activity and technical assistance between FDEM and the applicant via -e-mail and
telephone. On -site monitoring are actual visits to the Sub -Recipient agencies by Division
representatives who examines records, procedures and equipment.
Desk monitoring is an on -going process. Sub -Recipients will be required to participate in desk top
monitoring as determined by FDEM. This contact will provide an opportunity to identify the need for
technical assistance (TA) and/or a site visit if FDEM determines that a Sub -Recipient is having
difficulty completing their project.
60
As difficulties/deficiencies are identified, the respective region or sponsoring agency will be notified
by the program office via email. Information will include the grant Sub -Recipient agency name, year
and project description and the nature of the issue in question. Many of the Issues that arise may be
resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to
FDEM for assistance. Examples of TA include but are not limited to:
• Equipment selection or available vendors
• Eligibility of items or services
• Coordination and partnership with other agencies within or outside the region or discipline
• Record Keeping
• Reporting Requirements
• Documentation in support of a Request for Reimbursement
On -site monitoring will be conducted by FDEM or designated personnel. On -site monitoring visits
will be scheduled in advance with the Sub -Recipient agency POC designated in the grant
agreement.
FDEM will also conduct coordinated financial and grant file monitoring. Subject matter experts from
other agencies within the region or state may be called upon to assist in the form of a peer review as
needed,
On -Site Monitoring Protocol
0n-site monitoring visits will begin with those grantees that are currently spending or have
completed spending for that federal fiscal year (FFY). Site visits may be combined when
geographically convenient. There is a financial/ programmatic On -site monitoring checklist to assist
in the completion of all required tasks.
Site Visit Preparation
A letter will be sent to the Sub -Recipient agency Point of Contact (POC) outlining the date, time and
purpose of the site visit before the planned arrival date. The appointment should be confirmed with
the grantee in writing (email is acceptable) and documented in the grantee folder.
The physical location of any equipment located at an alternate site should be confirmed with a
representative from that location and the address should be documented in the grantee folder before
the site visit.
On -Site Monitoring Visit
Once FDEM personnel have arrived at the site, an orientation conference will be conducted.
During this time, the purpose of the site visit and the items FDEM intends to examine wilt be
identified. All objectives of the site visit will be explained during this time.
FDEM personnel will review all files and supporting documentation. Once the supporting
documentation has been reviewed, a tour/visual/spot inspection of equipment will be conducted.
Each item selected for review should be visually inspected whenever possible. Bigger items
(computers, response vehicles, etc.) should have an asset decal (information/serial number) placed
in a prominent location on each piece of equipment as per Sub -Recipient agency requirements. The
serial number should correspond with the appropriate receipt to confirm purchase. Photographs
should be taken of the equipment (large capital expenditures in excess of $1,000. per item).
If an item is not available (being used during time of the site visit), the appropriate documentation
must be provided to account for that particular piece of equipment. Other programmatic issues can
be discussed at this time, such as missing quarterly reports, payment voucher/reimbursement,
equipment, questions, etc.
Post Monitoring Visit
FDEM personnel will review the On -site monitoring worksheets and backup documentation as a
team and discuss the events of the On -site monitoring.
Within Forty -Five (45) calendar days of the site visit, a post monitoring letter will be generated and sent
to the grantee explaining any issues and corrective actions required or commendations. Should no
61
issues or findings be identified, a post monitoring letter to that effect will be generated and sent to the
Sub -Recipient. The Sub -Recipient will submit a Corrective Action Plan within a timeframe as
determined by FDEM. Noncompliance on behalf of sub -grantees is resolved by management under
the terms of the Sub -Grant Agreement,
The On -site monitoring report and all back up documentation will then be included in the Sub -
Recipient's file.
62
ATTACHMENT K
EHP GUIDELINES
ENVIRONMENTAL PLANNING & HISTORIC PRESERVATION (EHP) COMPLIANCE GUIDELINES
The following types of projects are to be submitted to FEMA for compliance review under Federal
environmental planning and historic preservation (EHP) laws and requirements prior to initiation of the
project:
• New Construction, Installation and Renovation, including but not limited to:
a Emergency Operation Centers
o Security Guard facilities
o Equipment buildings (such as those accompanying communication towers)
o Waterside Structures (such as dock houses, piers, etc.)
• Placing a repeater and/or other equipment on an existing tower
• Renovation of and modification to buildings and structures that are 50 years old or older
• Any other construction or renovation efforts that change or expand the footprint of a facility or
structure including security enhancements to improve perimeter security
• Physical Security Enhancements, including but not limited to:
o Lighting
o Fencing
o Closed-circuit television (CCTV) systems
o Motion detection systems
o Barriers, doors, gates and related security enhancements
In addition, the erection of communications towers that are included in a jurisdiction's interoperable
communications plan is allowed, subject to all applicablelaws, regulations, and licensing provisions.
Communication tower projects must be submitted to FEMA for EHP review.
EHP DETERMINATION PROCESS
Submit the Final Screening Memo to the SAA for review prior to funds being expended.
11. The SAA will review and notify the Sub -Recipient of its decision. The grantee should incorporate
sufficient time and resources into the project planning process to accommodate EHP
requirements.
APPROVAL PROCESS TO FEMA
1. Prepare a formal written Scope of Work with details outlined in the attached EHP Compliance
Requirements, page 2.
11. The Final Screening Memo should be attached to all project information sent to the Grant
Programs Directorate (GPD) for an EHP regulatory compliance review.
111. Complete the attached National Environmental Policy Act (NEPA) Compliance checklist
IV. Prepare maps indicating the location(s) of proposed project (Guidance provided)
V. Take photographs of the location(s) of proposed project (Guidance provided)
VI. Forward all documents to the SAA. All documents are then forwarded to GPD electronically via
the Centralized Scheduling and Information Desk (CSID) at askcsid@dhs.gov.
VII. CSID will send an email confirming receipt of the project description.
VIII, FEMA Program Analyst sends notification to SAA when review is complete. SAA notifies Sub -
Recipient of FEMA's final decision.
IX. THE PROJECT MAY BEGIN ONCE FINAL FEMA APPROVAL IS RECEIVED. Grantee should
incorporate sufficient time and resources into the project planning process to accommodate EHP
requirements. Grantees must receive written approval from FEMA prior to the use of grant funds
for project Implementation.
63
PLANNING
ATTACHMENT L
REIMBURSEMENT CHECKLIST
1. Does the amount billed by consultant add up correctly?
2. Has all appropriate documentation to denote hours worked been properly signed?
3. Have copies of all planning materials and work product (e.g. meeting documents, copies of
plans) been included? (Note - If a meeting was held by Sub -Recipient or
contractor/consultant of Sub -Recipient, an agenda and signup sheet with meeting date must
be Included).
❑ 4. Has the invoice from consultant/contractor been included? (Note — grant agreement must
be referenced on the invoice.)
❑ 5. Has proof of payment been included?
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
❑ 6. Has Attachment G (found within Agreement with FDEM) been completed for this
contractor/consultant and included in the reimbursement package?
❑ 7. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms
or Purchasing Basics Attachment if further clarity is needed.
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
Consultants/Contractors (Note: t is applies to contractors also billed under Oraani'zation)
TRAINING
Li 1. is the course DHS approved?
❑ 2. Is there a course or catalog number?
❑ 3. If not, has FDEM approved the non-DHS training?
❑ 4. Have Sign -In Sheets, Rosters and Agenda been provided?
❑ 5. If billing for overtime and/or backfiil, has documentation been provided that lists attendee
names, department, # of hours spent at training, hourly rate and total amount paid to each
attendee?
Have documentation from entity's financial system been provided as proof
attendees were paid?
For backfiil, has a clear delineation/cross reference been provided showing who
was backfilling who?
El
6. Have the names on the sign -in sheets been cross-referenced with the names of the
individuals for whom training reimbursement costs are being sought?
64
7. Has any expenditures occurred in support of the training such as printing costs, costs related
to administering the training, planning, scheduling, facilities, materials and supplies,
reproduction of materials, and equipment? If so, receipts and proof of payment must be
submitted.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
7. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms
or Pumhassinng Basics Attachment if further clarity is needed.
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
EXE
f. Has documentation been provided on the purpose/objectives of the exercise?
Situation Manual
Exercise Plan
2. If exercise has been conducted are the following included:
After -action report
Sign -in sheets
Agenda
Rosters
3. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee
names, department, # of hours spent at exercise, hourly rate and total paid to each
attendee?
Have documentation from entity's financial system been provided to prove
attendees were paid?
For backfill, has a clear delineation/cross reference been provided showing who
was backfilling who?
❑ 4. Have the names on the sign -in sheets been cross-referenced with the names of the
individuals for whom exercise reimbursement costs are being sought?
5. Have any expenditures occurred on supplies (e.g„ copying paper, gloves, tape, etc) in
support of the exercise? If so, receipts and proof of payment must be included.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
E 6. Has any expenditures occurred on rental of space/locations for exercises- planning and
conduct, exercise signs, badges, etc.? If -so, receipts and proof of payment must be
included.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
. Credit Card Statement & payment to credit card company for that statement
7. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms
or Purchasing Basics Attachment if further clarity is needed.
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
65
iu
1. Have all invoices been included?
2. Has an AEL # been identified for each purchase?
3. If service/warranty expenses are listed, are they only for the performance period of the
grant?
4. Has proof of payment been Included?
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
5. If EHP form needed, has a copy of the approval DHS been included?
6. Has proof of purchase methodology been Included? Please see Form 5 of Reporting Forms
or Purchasing Basics Attachment if further clarity is needed.
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation -page)
--- -----
TRAVEL/CONFERENCES
❑ 1. Have all receipts been turned in, itemized and do the dates on the receipts match travel
dates?
Airplane receipts
Proof of mileage (Google or Yahoo map printout or mileage log)
Toll and/or Parking receipts
Hotel receipts (is there a zero balance?)
Car rental receipts
Registration fee receipts
Note: Make sure that meals paid for by conference are not included in per diem
amount
2. If travel is a conference has the conference agenda been included?
3. Has proof of payment to traveler been included?
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
Copy of paycheck if reimbursed through payroll
MATCHING FUNDS
D 1. Contributions are from Non -Federal funding sources identified?
2. Contributions are from cash or in -kind contributions which may include training investments.
3. Contributions are not from salary, overtime or other operational costs unrelated to training.
SALARY POSMONS
1. Has a signed tirnesheet by employee and supervisor been included?
2. Has proof for time worked by theemployee been included? Is time period summary
included?
66
Statement of Earnings
Copy of Payroll Check
Payroll Register
For fusion center analysts, have the certification documents been provided to the
SAA to demonstrate compliance with training and experience standards?
ORGANIZATION
1. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee
names, department, # of hours spent at exercise, hourly rate and total paid to each
attendee?
Have documentation from entity's financial system been provided to prove
attendees were paid?
For backfill, has a clear delineation/cross reference been provided showing who
was backfilling who?
FOR ALL REIMBURSEMENTS - THE FINAL CHECK
❑ 1. Have all relevant forms been completed and included with each request for reimbursement?
2. Have the costs incurred been charged to the appropriate POETE category?
3. Does the total on all Forms submitted match?
4. Has Reimbursement Form been signed by the Grant Manager and Financial Officer?
5. Has the reimbursement package been entered into Sub -Recipients records/spreadsheet?
❑ 6. Have the quantity and unit cost been notated on Reimbursement Budget Breakdown?
❑ 7. if this purchase was made via Sole Source, have you included the approved Sole Source
documentation and justification?
❑ 8. Do all of your vendors have a current W-9 (Tax Payer identification) on file?
Please note: FDEM reserves the right to update this checklist throughout the life of the grant to
ensure cornpiiance with applicable federal and state rules and regulations.
67
Exhibit #2
FY 2019 Budget -Miami -Ft. Lauderdale UASI
t`,1.1,P.illil
I, I
: 41I,111
I 411P1Illail 1!. II
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ili AUL
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iiitlaii
f
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6.
i
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0111PIINEri
qiilitti
Logistics and
Plan
'I 61
WaliT,1111 iti.
Resource
Update
ffii 1.,
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Ritil tih;,Zi,
--4'
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No
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Iiii 7` IMM.0.717
,i, '`".','"gr
BEMA
Planning
Training
Emergency
Management
2019-01A
N
County
Management
$79,580.00
BEMA
Planning
Personnel
Emergency
Management
2019-01B
N
Senior EM Planner
No
$66,720.00
BSO
Planning
Training
Emergency
Management
2019-01C
BSO PTE - CEMP/COOP/COG -
National Homeland Security
Conference (P- $5000
T - $20,624)
No
$35,624.00
BSO
Equipment
Equipment
Law
Enforcement
2019-22A
N
COW Enhancements &
Sustainment: UASI Purchased
Communications on Wheels
Trailer.
06CP-01-MOBL
06CP-01-TOWR
06CP-01-BAMP
Yes
$26,000.00
BSO
Equipment
Equipment
All Disciplines
2019-07A
Y
Underwater ROV {Police $35.000
Fire $35,000): for search and
detection underwater
03WA-01-UWMD
$70,000.00
1330
Equipment
Equipment
Law
Enforcement
2019-02A
N
EOC Enhancements & 5ustainment
sat phones at EOC
06CC-03-SATB
Yes
$13,000.00
Coral Gables
Equipment
Equipment
Fire Rescue
2019-21A
N
Small Unmanned Aircraft
030E-07-SUAS
No
$41,000.00
Coral Gables
Equipment
Equipment
Fire Rescue
2019-19A
N
MCI Ballistic Protection for
Emergency Medical Services
Responders
01LE-01-SHLD
011E-01-HLIVIT
No
$28.825.00
7 qtff
i I,.
11111 Ili
til il
Mill,
I Ix=
1111MR 11°' I"
li
41:
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iiiii nigiu
„.
t I.
1,,1
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ry
Mt .iiiiiiiiMilif
' ne -rtrilNit
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i , the
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, ,
Reim-17y 'mill 11111
LONA tliq!iVifilirlii4111,1.,1'
tt
thi'
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I
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6*
„,,,,
. eltilt 1 i
Vi"„::„",31i
Coral Springs
Equipment
Equipment
Law
Enforcement
2019-04A
Y
Crime Center Project ($53,549 for
software, $20,000 for computer
hardware, $20,000 for monitors,
brackets, tvs, miscellaneous,
$20,000 for furniture)
04HW-001-INHW
No
,o,
$113,549.00
Coral Springs
Equipment
Equipment
Law
Enforcement
2019-16D
N
SWAT Tactical Gas Masks with
Communication capability
OIAR-01-SCBA
No
$18,787.00
Fort
Lauderdale
Equipment
Equipment
Emergency
Management
2019-026
N
Ft. Lauderdale EOC - Technology
Capabilities
21GN-00-CCEQ,
21GN-00-0CEO,
216N-00-MAIN,
06CP-05-VCOM,
04MD-03-01SP,
04HW-01-HHCD
05PM-00-PTCH,
06CC-03-SATP
$88,397.00
Fort
Lauderdale
Equipment
Equipment
Alt Disciplines
2019-03A
Long Range Emergency Broadcast
Equipment
145W-01-LRHW
Yes
530,200.00
Fort
Lauderdale
Equipment
Equipment
All Disciplines
2019-17A
Communication Emergency
Response Support Trailer
12TR-00-TEQP
$24,000.00
Hialeah
Equipment
Equipment
Fire Rescue
2019-16A
N
Intrinsically Safe Exhaust Fan for
ventilation of confined spaces or
enclosed areas with contaminated
atmospheres
19GN-00-FANE
$18,280.00
Hialeah
Equipment
Equipment
Fire Rescue
2019-16B
Intrinsically Safe Electric Power
Hydraulic Tools for HazMat Team
and Special Operations Unit (3
power cutter ($34,185), 3 power
spreader ($33,585), 3 power
ram($26,385), 3 outlet battery
charger ($555), 6 28V battery
(51110) and freight)
03SR-02-TPEL, NBC
00-BATT, 10BC-00-
SOLR, 216N-00-
SHIP
No
$96,220.00
Hialeah
Training
Planning
Fire Rescue
2019-01D
N
PT&E: HazMat 160 and XVRF Fire
Simulation Training, and
Hazardous Toxicology Class
No
$75,445.00
Hialeah
Equipment
Equipment
Fire Rescue
2019-16C
N
SCBA - Self Contained Breathing
Apparatus Sustainment
OIAR-01-503A
No
$120,000.00
Hialeah
Planning
Personnel
Law
Enforcement
2019-0413
Y
LPR Analyst Sustainment
No
$55,000.00
2
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I 1'n -6iiil, '1 ' "1'-'111i,111
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Hialeah
P arming
Personnel
Emergency
Management
2019-01E
Emergency Management Planner
No
.4=1,119C9S1141k
$75,000.00
Hialeah
Equipment
Equipment
Law
Enforcement
2019-10C
Y
Law Enforcement Surveillance
(CCTV and LPRs) (The project will
allow the Hialeah Police
Department the opportunity to
deploy CCTV/LPR equipment in
the area of soft targets and
enhance our ability to deter and
investigate terrorist activity.)
14SW-01-VIDA
04HW-01-INHW
04MD-03-DISP
21GN-00-IN5T
12TR-00-Tar
030E-01-ALPR
Yes
$72,775.00
Hollywood
Equipment
Equipment
All Disciplines
2019-21B
I0ronewth
Thermal Imaging
030E-07-SUAS
No
$34,330.00
Hollywood
-
Equipment
Planning
All Disciplines
2019-02C
CERT Uniforms
21GN-00-CCEQ
No
$7,800.00
Hollywood
Equipment
Equipment
Law
Enforcement
2019-076
Y
External Biometric Readers (40)
20CS-01-AFIS
No
$3,200.00
Hollywood
Equipment
Equipment
Law
Enforcement
2019-05A
Y
Robot: to increase safety and
effective response to critical
incidents by providing for the
remote manipulation of suspicious
items
030E-07-ROBT
No
$60,000.00
Hollywood
Equipment
Equipment
Law
Enforcement
2019-13A
Y
Solid State Drive to allow file
encryption on police computers
05NP-00-IDPS
No
$19000.00
,
Hollywood
Equipment
Equipment
Law
Enforcement
2019-21C
N
Tablets for detectives who report
to the EOC and conduct Damage
Assessments pre/post critical
incidents
04HW-01-MOBL
No
$10,000.00
Key Biscayne
Equipment
Equipment
Fire Rescue
2019-22B
N
Maintenance & Sustainment of
UASI purchased Equipment -
Satellite Phone replacement
06CC-03-SATP
No
$17,955.00
M&A
Management and
Administration
All Disciplines
2019-24
M&A
M&A
No
$332,500.00
Miami
Equipment
Equipment
All Disciplines
2019-14A
N
Maintenance/Sustainment/
Repair/Replacement for HSGP
Purchased Equipment. Police
$176,465.33; Fire $94,079.48; EM
$12,960.55, HazMat $7927.40.
216N-00-MAIN
NO
$291,433.00
3
$ Hiyi
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tlinit . Ili
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-
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Miami
Equipment
Equipment
Emergency
Management
2019-02D
N
EOC Enhancements/Niaintenancej
Sustainment
21GN-00-0CEQ
14C1-00-COOP
07SE-03-ENVS
06CC-05-PRTY
06CC-02-0SAD
21GN-00-1NST
Yes
$100,000.00
Miami
Equipment
Equipment
All Disciplines
2019-23A
N
Ethernet Secured @ Fire College
for Redundant Communications
for Miami's First Responders (18
months). This project will continue
services for a Metro -Ethernet line
that provides fast network
connectivity between the City's
network and the E911 backup
center.
14C1-01-COOP
No
$15,000.00
Miami
Equipment
Equipment
Ail Disciplines
2019-22C
N
Satellite Phone Sustainment
Citywide (12 months). This project
will sustain the satellite phones
that are installed throughout Gty
Departments including police and
fire stations which allow ail first
responders to communicate when
primary communication services
are down. Includes Key Biscayne
06CC-03-SATB
No
$30,000.00
4
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1 1.01 iiiMi IF
Awl
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tio
$vinl
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vp,i, t
II Al
I Oft llivi4
1 )} ilciEll
If ANN
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1 Jtillill' i ,)tilIP
1. Ple' Ili
11 fill A Ma ,Iii.,
I iil
glitiil
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,,,Itiliolir:
Of
*I
IMINR014111011,,
,,,Dc
01111.
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Miami
Planning
Training
All Disciplines
2019-01F
N
P,T & E. This project will support
multi -disciplinary projects for
City of Miami under the leadership
of MEM. Project scope will
involve a full scale exercise,
revision of planning documents
such as the CEMP/COOP/COG
train-ngsthat benefit terrorism
related emergency management
trainings. Trainings will include
ICS, Hazmat 160 and any other
specialized courses needed
staff attrition. Police $30,972.33;
Fire $88062.33, EM $70,959.34
No
$189,994.00
Miami
Training
Equipment
All Disciplines
2019-02E
CERT/Miami
196N-00-13GPK
7_1CR-00-MEDI
06CP-01-PORT
216N-00-CCEQ
No
$30,000.00
Miami
Organization
Organization
Alt Disciplines
2019-058
Y
Operational OT for Special Events
approved by FEMA; Fire
$18,906.52 and EM $7,909.28
No
$26,816.00
Miami
Equipment
Equipment
Law
Enforcement
2019-10A
Y
Law Enforcement Surveillance
(CCTV) Illie Closed Circuit TV
project will allow the Miami Police
Department the opportunity to
deploy CCTV- equipment n the
area of soft targets and enhance
our ability to deter and investigate
terrorist activity.)
14SW-01-VIDA
04HW-01-1NHW
04MD-03-DISP
216N-00-MAIN
Yes
$169,527.00
Miami
Planning
Personnel
Emergency
Management
2019-01G
Emergency Management Planner
(12 months). This position will
assist with the
developmentfrevision of citywide
emergency management plans
such as the CEMP, COG and COOP.
$55,000.00
5
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EHP,
Miami
tanning
ersonnel
mergency
anagement
019-01H
Emergency Management Planner
(12 months). This position will
assist with general planning
responsibilities related to the
implementation of the UASI grant
program.
No
$75,000.00
Miami
Planning
Personnel
Emergency
Management
2019-011
N
Equipment Inventory Planner (12
months). This position will be
responsible for resource
management tracking and
planning portion of the EHP
process.
No
$50,000.00
Miami Beach
Equipment
Equipment
Alt Disciplines
2019-18A
N
Technical Rescue Team Transition
to Type 1 Team to include: saw,
chain diamond segmented, stanley
concrete chainsaw, tripod, cutter,
air gun 40 chisel kit, hammer
demolition electric, stretcher
system, half backboard, stretcher,
camera telescoping with color
monitor and accessories, air
compressor, breathing
apparatus....etc...
03SR-02-THPY
030E-05-ROPH
03SR-02-TPEL 03SR
02-TRIG 09ME-05-
LITR 06CP-03-ICOIVI
01AR-03-PAPA
O3SR-01-TLPN
0802-01-LITR TOPE
00-GFCI 10GE-00-
GENR 03SR-03-
SCAM 035R-01-
ABAG 03SR-01-
COMP 03SR-01-
TLPN O1AR-01-
SCBC
No
$107,372.00
Miami
Gardens
Training
Training
Law
Enforcement
2019-01J
PT&E: Active Shooter Response
Training: Course Number TX-010-
RESP;TX-002-RESP;MO-010-
RESP;NY-008-RESP;NY-010-RESP
No
$132,338.00
Miami -Dade
Planning
Contractor
Emergency
Management
2019-01K
Whole Community Preparedness
Planning
No
$49,502.00
Miami -Dade
Planning
Contractor
Emergency
Management
2019-011
N
Evacuation Clearance Time
Estimate
No
$273,024.00
Miami -Dade
Organization
Planning
Law
Enforcement
20194)5C
Fusion Center Special Events
Support (Operational Overtime)
$112,521.00
6
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'
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Law
Enforcement
1
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2019-05D
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Bomb
Operations
Tanks,
Compensator,
computer,
suits,
Jii Dtia
qiNiiLli1610tiltliiika
Disposal
8 SCUBA
mask,
kad' ter°
Equipment
8
regulator,
gloves,
it ,. 414
Des'criPti n
Unit Underwater
(16 Scuba
Buoyancy
of each (Dive
fins, wet
boots)
ii
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01WA-01-SCBA
01WA-06-BCMO
031/VA-01-DCMP
01WA-06-FINS
01WA-03-SUTW
01WA-06-MASK
01WA-03-GLOV
01WA-03-BOOT
I
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11[11!f!!
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$40,000.00
Mlami-Dade
Equipment
Miami -Dade
Equipment
Equipment
Law
Enforcement
2019-15A
Y
MDPD SRT Lenco Medcat
12VE-00-MISS
No
$160,000.00
Miami -Dade
Equipment
Equipment
Fire Rescue
2019-22D
N
P25 Portable and Mobile Radios,
Batteries and Accessories
06CP-01-PORT
04HW-01-INHW
10BC-00-BATT
06CP-03-PRAC
06CP-01-MOBL
No
$10,000.00
Miami-Clade
Equipment
Equipment
Fire Rescue
2019-11A
N
AP4C Chemical Detector
07CD-01-DPFP
No
$200000.00
Miami -Dade
Equipment
Equipment
Fire Rescue
2019-09A
Y
Security Camera/Access Control
for MDFR Fire Stations
145W-01-VIDA
14SW-01-PACS
21GN-004NST
04HW-01-INHW
21GN-00-CNST
Yes
5107,047.00
Miami -Dade
Planning
Training
Fire Rescue
2019-01M
N
Planning, Training and Exercises:
UASI Homeland Security
Conference
N/A
No
$5,478.00
Miami -Dade
Planning
Training
Law
Enforcement
2019-01N
N
Planning, Training and Exercises:
UASI Homeland Security
Conference (MOM)
N/A
No
$10,000.00
Miramar
Equipment
Equipment
Fire Rescue
2019-03B
N
Mobile Electronic Message Boards
030E-03-SIGN
No
$32,000.00
Miramar
Equipment
Equipment
Fire Rescue
2019-010
N
Simulation Trainers (training
manikins)
04AP-Og-SIMS
No
$8,666.00
Miramar04AP-01-CA
Equipment
Equipment
Fire Rescue
2019-02F
N
WebEOC Fleet Eyes Software
04AP-05-CDSS,
DS
$30,000.00
Miramar
Equipment
Equipment
Law
Enforcement
2019-07C
Y
License Plate Reader System (LPR)
12TR-00-TEQP
030E-01-ALPR
$43,000.00
Miramar
Equipment
Equipment
Emergency
Management
2019-01P
N
Simulation Trainer Fire
Extinguisher System for CERT
04AP-08-SIMS
No
$18,645.00
Monroe
Equipment
Equipment
All Disciplines
2019-22E
N
APX6000 700/800 Portable Radios
O6CP-01-MOBL
No
$53,200.00
7
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Monroe
Training
Training
All Disciplines
2019-01Q.
Incident
N Training
Training
Command System
/ Position Specifics
No
$53,200.00
Palm Beach
County
Equipment
Equipment
Emergency
Management
2019-02G
IT
N
Infrastructure and Upgrades for
EOC
04AP-05-CDSS,
04HW-01-1NHW
216N-00-0CECt
No
Soo)
PBSO
Equipment
Equipment
Law
Enforcement
2019-10B
y
PBIA CCTV Build -Out
14SW-01-VIDA
04HW-01-INHW
04MD-03-DISP
216N-00-MAIN
Yes
$70,000.00
PBS°
Equipment
Equipment
Law
Enforcement
2019-19B
Y
SWAT Handheld Videoscope
System
03SR-03-SCAM
No
$18,117.00
PBSO
Planning
Planning
Law
Enforcement
2019-06A
Y
Community Business Partners
Against Terrorism Program
No
$38,600m
PBSO
EquipmentLaw
Equipment
Enforcement
2019-128
N
UAV Detection Location System
030E-07-UPGD
No
$20,848.00
Pembroke
Pines
Equipment
Equipment
Law
Enforcement
2019-05E
Portable Elevated Surveillance
Platform
030E-07-ROVL
Yes
$78,890.00
Pembroke
Pines
Equipment
Equipment
Fire Rescue
2019-188
N
Thermal Imaging Cameras
030E-02-TILA
No
$52,741.00
Sunrise
Equipment
Equipment
Law
Enforcement
2019-22F
N
Compact Rapid Deployable (CRD)
For Public Safety Communications
06CP-02-BRDG
Yes
$114,905.00
Sunrise
Equipment
Equipment
Fire Rescue
2019-20A
N
Active Shooter/Stop the Bleed
090E-01-MCIK
030E-03-KTFA
No
$36,656.00
Regional
Nliami
Planning
Personnel
Emergency
Management
2019-01R
N
Regional Program Manager - This
position assists the Miami and Ft.
Lauderdale area with regional
planning needs (e.g. drafting of
investment justifications,
coordination of UAWG meetings,
development of annual budgets,
etc.).
Planning
$90,000.00
8
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ifill,
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9,10,Pdrii
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riFfiiidilliTrOhtt
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Regional
Miami
Planning
Personnel
Emergency
Management
2019-015
N
Regional Planning, Training and
Exercises Coordinator- this
position includes the
responsibilities of ensuring
compliance with training courses
as well as the coordination of
necessary regional exercises.
Planning
No
,,,ATI
$72,501.00
Regional
PESO Fusion
Organization
Personnel
Law
Enforcement
2019-08A
Y
Fusion Center Analysts
Organization
P4o
$270,000.00
Regional
PBSO Fusion
Planning
Personnel
Law
Enforcement
2019-08B
Y
Metadata Planner
Planning
No
$43,000.00
Regional
PBSO Fusion
Equipment
Training
Law
Enforcement
2019-08C
Y
Fusion Center Operations to
include computer hardware and
peripherals, software
maintenance, DI-15 sponsored
Training, alert system and TLO
program support and office
supplies/equipment
041-1W-01-INHW
131T-00-INTL
131T-00-ALRT
No
$240,000.00
Regional
Miami
Equipment
Training
Emergency
Management
2019-02H
N
Incident command software
system needed for regional info
sharing during emergency
operations as well as non -
emergency situations to provide a
platform for day-to-day regional
info sharing and updates.
(WebEOC)
04AP-05-CDSS
04AP-03-GISS
04SW-04-NETW
No
$119,245.00
Regional
Miami
Equipment
Equipment
Emergency
Management
2019-226
N
Emergency Notification System
13IT-00-ALRT
No
$52,000.00
Regional
Miami
Planning
Training
All Disciplines
2019-01T
N
Regional Planning, Training &
Exercise to Include Travel and
Position Specific ICS Classes
21GN-00-TRNG
No
$107,812.00
Regional
MDPD
Equipment
Training
AR Disciplines
2019-13B
Regional Cyber Security Network
Intrusion Response Enhancement
(includes Advanced Network
incident Response Training)
04HW-01-INHW
05HS-00-FRNS
$63,509.00
Regional
PBC
Equipment
Equipment
Fire Rescue
2019-12A
N
First Defender RMX
07CD-02-DLSP
$59,500.00
9
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lig,,,',"':,`T,,,',„,,,,,I1,1
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;11,,, ,01 if i
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. .1!
141
1,,I,..,
1144
VITirliFil
4jr,h
1 • INI,,i'
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i iiiiiiiiltIE
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WPAlilt4W14
Regional
Ft_ Lauderdale,
Miami -Dade,
Monroe and
Palm Beach
Training
Equipment
Ali Disciplines
2019-021
N
Regional Citizen Corps/CERT
Planning, Training Exercise and
Equipment
19GN-00-BGPK
21CR-00-MEDI
06CP-01-PORT
21GN-00-CCEQ
No
$150,000.00
Regional
AHIMT
Equipment
Equipment
All Disciplines
2019-021
N
All Hazards IMT Operational
Coordination Project to include
tablets with cases and a pelicon
case with wheels for transport,
uniforms and an inflatable shelter
04HVV-01-INHVV,
19MH-00-CONT,
19SS-00-SHEL ,
21GN-00-0CEQ
555,000.00
Regional
AHIMT
Equipment
Equipment
Alt Disciplines
2019-15B
N
AHIMT Critical Transportation -
Truck and mobile generator
w/trailer
12TR-00-MOVR
10GE-00-GENR
12TR-00-TECIP
$85,000.00
Regional
MDPD
Equipment
Equipment
All Disciplines
2019-07D
Y
Region 7 ALPR Project
131T-00-INTL,030E-
01-ALPR
No
$150,000.00
Regional
MDFR
Equipment
Equipment
Fire Rescue
2019-22H
N
1ST Network Interoperability,
Communications and Situational
Awareness Upgrade;
.
06CP-02-BRDG
Yes
$1S0,000.00
Regional
MDPD Broward
PBSO
Equipment
Equipment
Law
Enforcement
2019-19C
Y
Region 7 Bomb Squad Suits (PBSO
$38,500, Broward $ 38,500 MOPD
$38,500
02PE-01-BSUT
$115,500_00
Regional
MDPD
Equipment
Equipment
All Disciplines
2019-16D
N
Region 7- Forensic Response
Team Unit Enhancements
(chemical suits, SCBA,scba
communications, chemical boots,
Portable chemical device, scba
cylinders, storage containers)
01SP-01-ENSE
01AR-01-SCBA
06CP-03-PRAC
01SP-02-FTWR
07CD-01-DPMG
01AR-01-SCBA
19MH-00-CONT
No
$80,000.00
Regional
Miami/Broward
Health
Training
Training
Fire Rescue
2019
N
Critical Care Parmedic/Air Rescue-01U
Course
$39,291.00
Regional
MDPD
Training
Training
Ail Disciplines
2019-01V
N
ROF Basic Certification Course
$20,570.00
PBC
Planning
Planning
Emergency
Management
2019-01W
N
EM Planning Initiatives to Inciude:
COOP Workshop ($20k), Shelter
Deficit Strategic Plan ($63,482.50),
Transportation/Evacuation Plan
($63,482.50)
No
$146,965.00
Total
$6,650,000.00
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r7l' , AGENDA ITEM SUMMARY FORM
4\ tl File ID: #6765
\PR-
Date: 11/04/2019 Requesting Department: Department of Fire -
Rescue
Commission Meeting Date: 12/12/2019 Sponsored By:
District Impacted: All
Type: Resolution
Subject: Establish Special Revenue - Urban Area Security Initiative
Purpose of Item:
Resolution to establish a Special Revenue Project entitled: "The Urban Area Security
Initiative ("UASI") Grant Program FY 2019"; appropriating funds in the amount of
$6,650,000.00 received from the U.S. Department of Homeland Security, passed
directly through the State of Florida Division of Emergency Management and
authorizing_the_City_Manager_to execute Memoranda of Agreements ("MOA's") with - —
contiguous partners, setting forth their responsibilities in connection with the support of
the UASI Project administered by the City of Miami Department of Fire -Rescue.
Background of Item:
The United States Department of Homeland Security, through the State of Florida
Division of Emergency Management (DEM), has sub -granted the Urban Area Security
Initiative ("UASI") Grant Program FY 2019 to the City of Miami and its contiguous
partners in the amount of $6,650,000.00. This program targets homeland security
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.
Exhibit 1 is to be provided at time of execution and is to be included as part of Exhibit 2
of the item.
It is now appropriate to accept said grant award, establish a special revenue project,
and appropriate said grant award therein.
In addition, the City Commission authorizes the City Manager to execute Memoranda of
Agreements ("MOA's") with contiguous partners, Broward County Emergency
Management ("BEMA"), Broward County Sheriffs Office ("BSO"), 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, Monroe
County, Palm Beach County Emergency Management, Palm Beach County Sheriffs
Office, the Village of Key Biscayne, and regional projects shared across the entire
region, setting forth the parties' responsibilities in connection with the development and
support of the UASI Program FY 2019 which is administered by the City of Miami
Department of Fire -Rescue.
Budget Impact Analysis
Item is Related to Revenue
Item is an Expenditure
Item is NOT funded by Bonds
Total Fiscal Impact:
$6,650,000.00
Special Revenue Account No: 11100.189000.431000.0000.00000
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 -- --
Office of the City Attorney
City Commission
Office of the Mayor
Office of the City Clerk
Office of the City Clerk
Reviewed By
Johnny Duran
Eloy Garcia
Pedro Lacret
Christopher M Rose
Nikolas Pascual
Valentin J Alvarez
George Wysong
Bamaby L. Min -
Victoria Mendez
Maricarmen Lopez
Mayor's Office
City Clerk's Office
City Clerk's Office
Fire Budget Review Completed. 11/04/2019 1:49 PM
Fire Chief Review Completed 11/05/2019 6:20 AM
Budget Analyst Review Completed 11/05/2019 3:54 PM
Budget Review Completed 11/05/2019 6:36 PM
City Manager Review Completed 11/06/2019 4:13 PM
Legislative Division Review Completed 11/13/2019 10:20 AM
ACA Review Completed 11/13/2019 1.1:47 AM _
Deputy City Attorney Review Completed 11/13/2019 6:13 PM
Approved Form and Correctness Completed 11/25/2019 7:46 PM
Meeting Completed 12/12/2019 9:00 AM
Signed by the Mayor Pending
Signed and Attested by the City Clerk Pending
Rendered Pending
City of Miami
Legislation
Resolution
Enactment Number: R-19-0509
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 6765
Final Action Date:12/12/2019
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 2019," AND
APPROPRIATING FUNDS FOR THE OPERATION OF SAME IN THE AMOUNT OF
$6,650,000.00, CONSISTING OF A GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY DIRECTLY TO THE STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT; AUTHORIZING THE CITY MANAGER
TO ACCEPT SAID GRANT AWARD AND TO EXECUTE THE FEDERALLY -FUNDED
SUBGRANT AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, AND ANY
AND ALL OTHER NECESSARY DOCUMENTS, ALL IN A FORM ACCEPTABLE TO
THE _CITY _ATTORNEY, _IN ORDER TO IMPLEMENT THE -ACCEPTANCE OF SAID
GRANT AWARD; AUTHORIZING THE CITY MANAGER TO EXTEND THE FISCAL
YEAR 2019 UASI GRANT PROGRAM, AS NECESSARY; AUTHORIZING THE
EXPENDITURE OF FUNDS TO VARIOUS GOVERNMENTAL AGENCIES
DESIGNATED FOR HOMELAND SECURITY EXPENSE PURSUANT TO THE UASI
GRANT GUIDELINES; FURTHER AUTHORIZING THE CITY MANAGER TO
EXECUTE MEMORANDA OF AGREEMENT(S), IN SUBSTANTIALLY THE
ATTACHED FORM(S), WITH CONTIGUOUS PARTNERS OF THE CITY OF MIAMI
("CITY") SETTING FORTH THE PARTIES' RESPONSIBILITIES IN CONNECTION
WITH THE DEVELOPMENT AND SUPPORT OF THE UASI PROJECT
ADMINISTERED BY THE CITY'S DEPARTMENT OF FIRE -RESCUE, CONTINGENT
UPON FUNDING OF SAID PROJECT BEING SECURED.
WHEREAS, the United States Department of Homeland Security ("USDHS") is
authorized by 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 USDHS, through the State of Florida Division of Emergency
Management ("FDEM"), has sub -granted an Urban Area Security Initiative ("UASI") Grant
Program for Fiscal Year ("FY") 2019 to the City of Miami ("City") in the amount of $6,650,000.00;
and
WHEREAS, the City's Department of Fire Rescue ("Fire") will use said funds to continue
to address the unique equipment, training, planning, exercise, and operational needs of the City
and its contiguous partners and to continue building an enhanced and sustainable capacity to
prevent, respond to, and recover from threats or acts of terrorism; and
WHEREAS, in accordance with the UASI Grant Program FY 2019 as detailed in the
attached Memoranda of Agreements ("MOA"), the City's contiguous partners including Broward
County Emergency Management ("BEMA"), Broward County Sheriffs Office ("BSO"), 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, Monroe County, Palm Beach
County Emergency Management, Palm Beach County Sheriff's Office, and the Village of Key
Biscayne will provide the necessary guidelines to coordinate the UASI Grant Program FY 2019
and will permit the City to reimburse its partners for their eligible expenditures that are compliant
with said Project;
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: UASI Grant Program Fiscal Year 2019
RESOURCES: USDHS directly to FDEM $6,650,000.00
APPROPRIATIONS: $6,650,000.00
Section 3. The City Manager is authorized' to accept said grant award and to execute
the federally funded sub -grant agreement, in substantially the attached form, and any and all
other necessary documents, all in a form acceptable,to the City Attorney, in order to implement
the acceptance of and compliance with said grant award.
Section 4. The City Manager is further authorized to extend the FY 2019 UASI Grant
Program, as necessary.
Section 5, The City Manager is authorized' to execute. MOAs, in substantially attached
form(s), with the City's contiguous partners including BEMA, BSO, 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, Monroe County, Palm Beach County
Emergency Management, Palm Beach County Sheriffs Office, and the Village of Key Biscayne
for the purpose of setting forth the parties' responsibilities in connection with the development
and support of the FY 2019 UASI Grant Program administered by Fire, an UASI sponsoring
agency, contingent upon funding of said project being secured.
Section 6. This Resolution shall become effective immediately upon its adoption and
signature of the Mayor.2
APPROVED AS TO FORM AND CORRECTNESS:
dez, i y ttor ey 11/25/2019
The herein authorization is further subject to compliance with all requirements that may be imposed by
the City Attorney, 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 (10) 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.
FUND TITLE: Urban Area Security Initiative (UASI)
Grant Program FY 2019
RESOURCES:
Department of Homeland Security ("DHS")
directly to the State of Florida Division
of Emergency Management ("FDEM")
$6,650,000.00
APPROPRIATIONS: $6,650,000.00