HomeMy WebLinkAbout24212AGREEMENT INFORMATION
AGREEMENT NUMBER
24212
NAME/TYPE OF AGREEMENT
VILLAGE OF KEY BISCAYNE
DESCRIPTION
MEMORANDUM OF AGREEMENT/URBAN AREA SECURITY
INITIATIVE FY 2021/FILE ID: 11336/R-22-078/MATTER ID: 22-
3285
EFFECTIVE DATE
December 20, 2022
ATTESTED BY
TODD B. HANNON
ATTESTED DATE
12/12/2022
DATE RECEIVED FROM ISSUING
DEPT.
12/29/2022
NOTE
CITY OF MIAMI
DOCUMENT ROUTING FORM 0.1401)..
ORIGINATING DEPARTMENT: Fire -Rescue
DEPT. CONTACT PERSON: Maria T. Martinez
EXT. 1672
NAME OF OTHER CONTRACTUAL PARTY/ENTITY: "Village of Key Biscayne"
IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? ❑ YES X NO
TOTAL CONTRACT AMOUNT: $ FUNDING INVOLVED? ❑ YES X NO
TYPE OF AGREEMENT:
❑ MANAGEMENT AGREEMENT
❑ PROFESSIONAL SERVICES AGREEMENT
❑ GRANT AGREEMENT
❑ EXPERT CONSULTANT AGREEMENT
El LICENSE AGREEMENT
OTHER: (PLEASE SPECIFY: Memorandum of Agreement
❑ PUBLIC WORKS AGREEMENT
❑ MAINTENANCE AGREEMENT
❑ INTER -LOCAL AGREEMENT
❑ LEASE AGREEMENT
❑ PURCHASE OR SALE AGREEMENT
c\V
PURPOSE OF ITEM (BRIEF SUMMARY): To execute FY 2021 Urban Area Security Initiative ("UASI")
- Memorandum of Agreement ("MOA").
COMMISSION APPROVAL DATE: 2/24/2022
FILE ID: 11336 ENACTMENT NO.: R-22-0078
IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN:
° -,ROUTING INFORMATION
Date
PLEASE PRINT AND SIGN
APPROVAL BY DEPARTMENTAL DIRECTOR
11/21/22
PRINT: Ty McGann, AFC
SIGNATURE: _fin__
SUBMITTED TO RISK MANAGEMENT
PRINT: ANN - MAI agiAMomez,
aggtEF rank DateFrank: 2022.11.28 07:42:02
-05'00'
SUBMITTED TO CITY ATTORNEY
12/4/22
PRINT: VI TO IA MENDEZ.,,.
SIGNAT 4',, 0 2;
APPROVAL BY ASSISTANT CITY MANAGER
PRINT: y
SIGNATURE:
RECEIVED BY CITY MANAGER
/g6/�a
!
PRINT: ART NO GA
SIGNATURE:
1) ONE ORIGINAL,TO CIwGLERK;
2) ONE, COPY TO. CITY. ATTORNEY'S OFFICE;
3) ,REMAINING ORIGINAL(S).TOO R.GINATING
DEPARTM ENT
PRINT:
SIGNATURE:
PRINT:
SIGNATURE:
PRINT:
SIGNATURE:
PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE
EXECUTION BY THE CITY MANAGER
-3285
EXHIBIT "B"
MEMORANDUM OF AGREEMENT
URBAN AREA SECURITY INITIATIVE F'Y 2021
"Village of Key Biscayne"
Agreement Number: R0521
FAIN Number: EMW-2021-SS-00056-S01
CFDA #: 97.067
This Agreement is entered into this�•?ay , 2022, by and between the City
of Miami, a municipal corporation of the State of Florida, (the "Sponsoring Agency") and the Village of Key
Biscayne, (the "Participating Agency").
RECITALS
WHEREAS, the U.S. Department of Homeland Security (USDHS) is providing financial assistance
to the Miami urban area in the amount $14,012,500 dollars through the Urban Area Security Initiative (UASI)
Grant Program 2021; and
WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program
2021; and
WHEREAS, as the USDHS requires that the urban areas selected for funding take a regional
metropolitan area approach to the development and implementation of the UASI Grant Program 2021 and
involve core cities, core counties, contiguous Jurisdictions, mutual aid partners, and State agencies; and
WHEREAS, the 2021 Urban Area has been defined Miami and Ft. Lauderdale collectively and
anticipates sub -granting a portion of the UASI funds in accordance with the grant requirements; and
WHEREAS, the City Commission, by Resolution No. R-2?-0078, adopted on February 24. 2022.
has authorized the City Manager to enter into this Agreement with each participating agency on behalf of
the City of Miami; and
WHEREAS, the Sponsoring Agency wishes to work with the participating agencies through the
Urban Area Working Group process to enhance Miami and its surrounding jurisdiction's ability to respond
to a terrorist threat or act.
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree as follow:
i
1. PURPOSE
A This Agreement delineates respnnsihilities of the Sponsoring Agency and the Participating Agencies
for activities under the UASI Grant Program 2021 which was made available by the U.S. Department
of Homeland Security and the State of Florida Division of Emergency Management (FDEM).
B. This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring
Agency.
1I. SCOPE
A. The provisions of this Agreement apply to UASI Grant Program 2021 activities to be performed at the
request of the federal government, provided at the option of the Sponsoring Agency, and in conjunction
with, preparation for, or In anticipation of, a major disaster or emergency related to terrorism and or
weapons of mass destruction.
B. No provision In this Agreement limits the activities of the Urban Area Working Group or its Sponsoring
Agency in performing local and state functions.
IIi. DEFINITIONS
A. Critical Infrastructure: Any system or asset that if attacked would result in catastrophic loss of fife and/or
catastrophic economic Toss management of resources (including systems for classifying types of
resources); qualifications and certification; and the collection, tracking, and reporting of incident
information and incident resources.
8. Core County: The County within which the core city is geographically located. The core city is the City
of Miami.
C. UAS1 Grant Program 2021: The UASI Grant Program 2021 reflects the intent of Congress and the
Administration to enhance and quantify the preparedness of the nation to combat terrorism and
continues to address the unique equipment, training, planning, organization and exercise needs of large
high threat urban areas, and program activities must involve coordination by the identified core city,
core county/counties, and the respective State Administrative Agency. Funding for the UASI Grant
Program 2021 was appropriated by U.S. Congress and is authorized by Public Law 108-11, the
Emergency Wartime Supplemental Appropriations Act, 2003. The funding will aid in building an
enhanced and sustainable capacity to plan, prevent, protect, mitigate, respond to, and recover from
threats or acts of terrorism for the selected urban areas.
D. National Incident Management System (NIMS): This system will provide a consistent nationwide
approach for federal, state, and local governments to work effectively and efficiently together to prepare
for, respond to, and recover from domestic incidents, regardless of cause, size, or complexity. To
2
provide for interoperability and compatibility among Federal, State, and local capabilities, the NiMS will
include a core set of concepts, principles, terminology, and technologies covering the incident
command system; multi -agency coordination systems; unified command and training.
E. Urban Area Working Group (UAWG): The State Administrating Agency Point of Contact (SAA POC)
must work through the Mayor/CEOs from ail other jurisdictions within the defined urban area to identify
POCs from these jurisdictions to serve on the Urban Area Working Group. The Urban Area Working
Group will be responsible for coordinating development and implementation of all program elements,
including the urban area assessment, strategy development, and any direct services that are delivered
by the grant.
F. Urban Area: An urban area Is limited to inclusion of jurisdictions contiguous to the core city and
county/counties,or with which the core city or county/counties have established formal mutual aid
agreements.
IV. SPONSORING AGENCY SHALL BE RESPONSIBLE FOR:
A. Providing an administrative department, which shall be the City of Miami Fire -Rescue Department,
authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency.
B. Coordinating with named counties and cities, with the respective State Administrative Agency, and with
the FDEM and USDHS.
C. Conducting a comprehensive Urban Area Assessment, which will in turn guide the development of an
Urban Area Stakeholder Preparedness Review.
D. Ensuring the participation of the following critical players in the assessment and strategy development
process: law enforcement, emergency medical services, emergency management, the fire service,
hazardous materials, public works, governmental administrative, public safety communications,
healthcare, and public health.
E. Developing a comprehensive Urban Area Stakeholder Preparedness Review and submit to the SAA
POC.
F. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit #1".
G. Ensuring satisfactory progress toward the goals or objectives stipulated in "Exhibit #1".
H. Following grant agreement requirements and/or special conditions as stipulated in "Exhibit #1".
3
I. Submitting required reports.
V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR:
A. Providing an administrative department, which shall be the main liaison and partner with the City of
Miami Fire -Rescue Department, authorized to carry out the herein agreed upon responsibilities of the
Sponsoring Agency. -
B. Participating Agencies and any sub -grantees must abide by the grant requirements including budget
authorizations, required accounting, and reporting expenditures, proper use of funds, and tracking of
assets as stipulated in "Exhibit #1".
C. - Submitting quarterly reports to the City of Miami detailing the progress of projects to include direct
purchases of equipment or services as stipulated in "Exhibit #1".
D. Complying with all UASI Grant Program 2021 requirements as stipulated In "Exhibit #1".
E. Participating as a member of the Urban Area Working Group to include coordinating with and assisting
the City of Miami In conducting a comprehensive Urban Area Assessment, which in tum will guide
development of an Urban Area Stakeholder Preparedness Review.
F. Ensuring the participation of the following critical players in the assessment and Stakeholder
Preparedness Review development process: law enforcement, emergency medical services,
emergency management, the fire service, hazardous materials, public works, governmental
administrative, public safety communications, healthcare, and public health.
G. Assisting the sponsoring agency in development of a comprehensive Urban Area assessment and
Stakeholder Preparedness Review.
H. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit #1".
1. Ensuring satisfactory progress toward the goals or objectives as stipulated in "Exhibit #1".
J. Submitting required reports as prescribed by the Sponsoring Agency as stipulated in "Exhibit #1".
K. Maintaining an equipment Inventory of UASI purchased items.
L. Ensure that equipment obtained from the UASI Grant Program 2021, as identified in "Exhibit #2", is
readily available for use by personnel trained to use such equipment for actual emergencies, special
4
events or exercises. Also, ensure that such equipment Is readily available for onsite monitoring by
DHS, FDEM, and the Sponsoring Agency. If the Participating Agency is incapable of staffing the
equipment, such equipment shall be made available to another Participating Agency for use during any
actual emergencies, special events or exercises. Failure to ensure equipment availability may result in
loss of funding and/or equipment to the Participating Agency.
M. All equipment obtained from the UASI Grant Program 2021, as identified in "Exhibit 2°, is the sole
responsibility of the receiving agency. This includes, where applicable, maintenance, replacement,
training on equipment, and insuring of equipment and personnel, and compliance with intra-agency
auditing requirements.
VI. THE SPONSORING AGENCY AND THE PARTICIPATING AGENCY AGREE:
A. That funding acquired and identified for the Urban Area Security initiative will be administered solely
by the Sponsoring Agency.
B. The Participating Agencies will provide financial and performance reports to the sponsoring agency in
a timely fashion. The Sponsoring Agency will prepare consolidated reports for submission to the State
of Florida as stipulated in °Exhibit 1°.
C. The Sponsoring Agency is not responsible for personnel salaries, benefits, workers compensation or
time related issues of the Participating Agency personnel.
D. The Sponsoring Agency and Participating Agency are subdivisions as defined in Section 768.28,
Florida Statutes, and each party agrees to be fully responsible for the respective acts and omissions of
its agents or employees to the extent permitted by law. Nothing herein is intended to serve as a waiver
of sovereign immunity by any party to which sovereign immunity may be applicable. Nothing herein
shall be construed as consent by a municipality, state agency or subdivision of the State of Florida to
be sued by third parties in any manner arising out of this Agreement or any other contract.
E. This is a reimbursement grant that requires the Participating Agencies to purchase, receive, and pay
invoices in full for equipment, services, and allowable personnel costs PRIOR to submitting the same
for reimbursement to the Sponsoring Agency.
VII. FINANCIAL AGREEMENTS
A. Financial and Compliance Audit Report: Recipients that expend $750,000 or more of Federal funds
during their fiscal year are required to submit an organization -wide financial and compliance audit
report. The audit must be performed in accordance with the U.S. General Accounting Office
Government Auditing. Standards and 2 CFR 200.
5
B. The Secretary of Homeland Security and the Comptroller General of the United States shall have
access to any books, documents, and records of recipients of UASI Grant Program 2021 assistance
for audit and examination purposes, provided that, in the opinion of the Secretary of Homeland Security
or the Comptroller General, these documents are related to the receipt or use of such assistance. The
grantee will also give the sponsoring agency or the Comptroller General, through any authorized
representative, access to and the right to examine ail records, books, papers or documents related to
the grant.
C. Financial Status Reports are due within 14 days after the end of each calendar quarter. A report must
be submitted for every quarter that the award is active, including partial calendar quarters, as well as
for periods where no grant activity occurs as stipulated in "Exhibit 1".
D. Submit progress reports to describe progress to date in implementing the grant and its impact on
homeland security in the state.
E. All financial commitments herein are made subject to the availability of funds and the continued mutual
agreements of the parties as identified In "Exhibit 2".
VIII. CONDITIONS, AMENDMENTS, AND TERMINATION
A. The Participating Agency will not illegally discriminate against any employee or applicant for
employment on the grounds of race, color, religion, sex, age, or national origin in fulfilling any and all
obligations under this Agreement.
B. Any provision of this Agreement later found to be in conflict with Federal law or regulation, or invalidated
by a court of competent jurisdiction, shall be considered inoperable and/or superseded by that law or
regulation. Any provision found inoperable is severable from this Agreement, and the remainder of the
Agreement shall remain in full force and effect.
C. This Agreement may be terminated by either party on thirty (30) days written notice to the other party
at the address furnished by the parties to one another to receive notices under this agreement or If no
address is specified, to the address of the parties' signatory executing this contract.
D. This Agreement shall be considered the full and complete agreement between the undersigned parties
and shall supersede any prior Memorandum of Agreement among the parties, written or oral, except
for any executory obligations that have not been fulfilled.
6
E. This Agreement will end on June 30, 2023, unless otherwise extended, by a written amendment duly
approved and executed prior to June 30, 2023, unless otherwise extended, at which time the parties
may agree to renew the association. Renewal will be based on evaluation of the Sponsoring Agency's
ability to conform to procedures, training and equipment standards as prescribed by the grant.
IX. MISCELLANEOUS OVERALL
Counterparts: Electronic Signatures. This Agreement may be executed In any number of counterparts,
each of which shall be deemed 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.
SPONSORING AGENCY
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
ATTEST:
BY:
Todd B. Hannon
City Clerk
Arthur Norieg
City Manager
APPROVED AS TO FORM AND APPROVED AS TO INSURANCE
CORRECTNESS:
BY:
Victoria Mendez
City Attorney
TMF MID 22-3285
REQUIREMENTS:
BY:
7
Gomez Digitally signed
by Gomez, Frank
Date: 2022.11.28
Frank 07:43:08-05'00'
Ann -Marie Sharpe, Director
Department of Risk Management
ATTEST:
Name:
Lx_c-3-c C
Title:
a of Ke Blsca ne
BY:
NAME: E' t r (\ G - 11 ir.msci
TITLE: V+ 1 Ia . i�`�cicucr�c
FID#: G502'1I1
DUNS: r78 (0369 i �}
APPROVED AS TO FORM AND
CORRECTNESS:
Participating Agency Attorney
8
RESOLUTION NO. 2022- SS
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, APPROVING
MEMORANDUM OF AGREEMENTS WITH THE CITY OF
MIAMI FOR URBAN AREA SECURITY INITIATIVES
(UASI) FY 2020 AND FY 2021; PROVIDING FOR
AUTHORIZATION; PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the Urban Area Security Initiative Grant Program ("UASI") is part of a U.S.
Department of Homeland Security Initiative that the Village of Key Biscayne (the "Village") has
participated in as a sub -grantee of the City of Miami ("City"); and
WHEREAS, UASI has provided funding for training and equipment .to better prepare the
Village's Fire Rescue Department to respond to and recover from threats or acts of terrorism by
Chemical, Biological, Radioactive, Nuclear and Explosive incidents; and
WHEREAS, the Village has identified equipment and sustainment needs that have been
included in the local spending plan for UASI for FY 2020 and FY 2021, which offers funds for
the payment of such equipment and sustainment needs accessible through the Florida Division of
Emergency Management; and
WHEREAS, the attached Memorandum of Agreements for UASI FY 2020 (the "FY 2020
Agreement") and FY 2021 (the "FY 2021 Agreement") between the City and the Village provides
for carrying out the UASI objectives; and
WHEREAS, the Village Council finds that this Resolution is in the best interest of the
Village.
NOW, TnEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted,
confirmed and incorporated herein.
Section 2. Agreement Approved for FY 2020. That the FY 2020 Agreement, in
substantially the form attached hereto as Exhibit "A," is hereby approved, subject to approval by
the Village Attorney as to form and legal sufficiency, and the Village Manager is hereby authorized
to execute the Agreement, on behalf of the Village.
Section 3. Agreement Approved for FY 2021. That the FY 2021 Agreement, in
substantially -the -form -attached -hereto as Exhibit "B," is hereby approved, subject to approval by
the Village Attorney as to form, content, and legal sufficiency, and the Village Manager is hereby
authorized to execute the Agreement, on behalf of the Village.
Section 4. Authorization. That the Village Manager is hereby authorized to execute the
FY 2020 Agreement and FY 2021 Agreement in substantially the form attached hereto as Exhibit
"A" and Exhibit `B," subject to the approval by the Village Attorney as to form, content, and legal
sufficiency.
Section 5. Effective Date. That this Resolution shall take effect immediately upon
adoption.
PASSED and ADOPTED this 11 th day of October , 2022.
A 1 I EST:
JOCEi,YN B. CH
VILLAGE CLERK
MICHAEL W. DAVEY, MAY
Page 2 of 3
APPROVED AS TO FORM AND LEGAL SUFFICIENCY:
WEISS SEROTA HELFMAN COLE & BIERMAN, F.L.
VILLAGE ATTORNEY
Page 3 of 3
FY 2021 Budget -Miami -Ft. Lauderdale UASI
Exhibit #2
Jurisdiction
Regional Project
Procurement
Category
Sub -Category
Discipline
Line Item g
a
Detailed Item Description
AEI #
Qty
Unit Cost
Final Budget Allocation
BEMA
Planning
Personnel
Emergency
Management
2021-06A
Emergency Management Planner
1
$115,325.00
$115,325.00
BEMA
Equipment
Equipment
Emergency
Management
2021-13A
Light Towers for Night Field
Operations
030E-03-LTPA
20
$11,000.00
$249,000.00
BSO
Planning
Training
Emergency
Management
2021-068
BSO PTE - CEMP/COOP/COG -
National Homeland Security
Conference
1
$14,000.00
$14,000.00
BSO
Equipment
Equipment
Fire Rescue
2021-05A
BMS Microwave Downlink System
for Aircraft
06CP-03-MWAV
1
5226,000.00
$226,000.00
BSO
Equipment
Equipment
All Disciplines
2021-05B
Y
Bomb Suit
02PE-01-BSUT
2
$12,500.00
$25,000.00
BSO
Equipment
Equipment
Fire Rescue
2021-05C
Microwave Downlink System for
SUAS
06CP-03-MWAV
5
$13,000.00
$65,000.00
BSO
Equipment
Equipment
Law
Enforcement
2021-05D
3 EOD Night Vision Goggles
030E-02-TILA
1
$34,325.00
$34,325.00
Coral Gables
Equipment
Training
Fire Rescue
2021-12A
CBRNE Response Small Fireboat
and applicable NASBLA Fire Boat
training, NFPA 1405, 1005, NIMS
508, 509
17WC-00-BOAT,
21GN-00-TRNG
1
$173,755.00
$173,755.00
Coral Springs
Equipment
Equipment
Law
Enforcement
2021-01A
Y
Real Time Crime Center Facial
Recognition Software
131T-00-FACE
1
$99,293.00
$0.00
Coral Springs
Equipment
Equipment
Law
Enforcement
2021-04A
Y
License Plate Reader System (LPR)
(fixed to existing poles)
030E-03-ALPR,
21GN-00-INST,
21GN-00-SHIP
6
$30,000.00
$180,000.00
Coral Springs
Equipment
Equipment
Law
Enforcement
2021-02A
Y
Portable Bollards for Special
Events and Polling Locations
14SW-01-WALL
7
$7,143.00
$50,001.00
1
Jurisdiction
Regional Project
Procurement
Category
Sub -Category
Discipline
Line Item #
Detailed Item Description
AEL#
Qty
Unit Cost
Final Budget Allocation
Fort
Lauderdale
Equipment
Equipment
Emergency
Management
2021-07A
Ft. Lauderdale EOC - Enhancement
21GN-00-OCEQ,
06CP-05-VCON,
06CP-01-PORT,
04M D-03-DISP,
04HW-01-HHCD
05PM-00-PTCH,
06CC-03-SATP,
06CC-03-SATB,
06CC-04-SADS,
06CC-01-CELL,
14SW-01-PACS,
14CI-00-COOP,
21G N-00-INST,
04H W -01-CABL
1
$79,450.00
$79,450.00
Fort
Lauderdale
Equipment
Training
All Disciplines
2021-08A
Ft. Lauderdale CERT (Equip $7,300
and Training $7,300)
21GN-00-CCEQ
1
$14,600.00
$14,600.00
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-138
Ballistic Helmets
01LE-01-HLMT
4
$1,835.00
$7,340.00
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-05E
Twin Port Gas Masks for Bomb
Squad
01AR-02-APR
10
$691.00
$6,910.00
Fort
Lauderdale
Equipment
Equipment
Fire Rescue
2021-12B
TRT Enhancements to include
supplied (10) air respirators and a
throwable camera
O1AR-01-SAR,
030E-01-CTAC,
21GN-00-SHIP
1
$35,512.00
$35,512.00
Fort
Lauderdale
Equipment
Equipment
Emergency
Management
2021-15A
Repeater for CERT
06CP-01-REPT
1
$20,000.00
$20,000.00
Fort
Lauderdale
Equipment
Equipment
All Disciplines
2021-01B
IT Contingency Operations System
(Redundancy IT System to include
servers, application licenses and
network peripherals)
14CI-01-COOP
1
$42,000.00
$42,000.00
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-03A
Y
RTCC Enhancement to include 3
Video displays
04M0-01-DISP,
21GN-00-INST
1
$29,930.00
$29,930.00
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-13C
Night Vision Goggles for SWAT
030E-02-TILA
6
$12,400.00
$74,400.00
2
Jurisdiction
Regional Project
Procurement
Cate o
g rY
o
Sub -Category ry
Disci line
P
line Item tt
r
v
Detailed Item Description
AFL ri
Qty
Unit Cost
Final Budget Allocation
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-02B
Y
CCTV system installed at EOC and
RTCC
14SW-01-VIDA,
21GN-00-INST
2
$14,100.00
$28,200.00
Fort
Lauderdale
Equipment
Equipment
Fire Rescue
2021-15B
Hazmat Enhancement to include 1
deployable tactical comms kit and
1 throwable camera
06CC-02-DSAD,
030E-01-CTAC
1
$16,174.00
$16,174.00
Hialeah
Equipment
Equipment
Law
Enforcement
2021-02C
Y
Law Enforcement Surveillance
(CCTV) (The Closed Circuit TV
project will allow the Hialeah
Police Department the opportunity
to install CCTV 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-MAIN,
21GN-00-INST
35
$16,072.00
$562,520.00
Hialeah
Training
Planning
All Disciplines
2021-06C
PT&E: HazMat courses, Homeland
Security Conference and updating
local COOP Plan
1
$135,614.00
$135,614.00
Hialeah
Planning
Personnel
Law
Enforcement
2021-04B
Y
LPR Analyst Sustainment
1
$62,549.00
$62,549.00
Hialeah
PlanningPersonnel
Emergency
Management
2021-06D
Emergency Management Planner
g y g
1
$100,000.00
$100,000.00
Hialeah
Equipment
Equipment
Law
Enforcement
2021-04C
Y
License Plate Reader System (LPR)
Fixed on poles
131E-00-BURN
04AP-02-AVLS
030E-01-ALPR
18
$22,636.00
$407,448.00
Hollywood
Exercise
Planninglines
All Disci P
2021-01C
Y
Cybersecurity Exercise and Plan
Development
1
$273,497.00
$273,497.00
Hollywood
Equipment
Equipment
Emergency
Management
2021-076
EOC Enhancements to include
computer
04HW-01-INHW
1
$60,000.00
$60,000.00
KeyBiscayneEquipment
E1
q P01LE-01HLMT
Equipment
Fire Rescue
2021-13D
Ballistic Vest and Helmets for Fire
O1LE-Ol-SHED
$23,200.00
$23,200.00
M&A
Management
and
Administratio
n
All Disciplines
2021-17
M&A
M&A
1
$560,500.00
$560,500.00
Miami
Equipment
Equipment
All Disciplines
2021-09A
Maintenance/Sustainment/
Repair/Replacement for HSGP
Purchased Equipment. EM
$138,000; Fire $5,000
21GN-00-MAIN
1
$143,000.00
$143,000.00
3
Jurisdiction
Regional Project
Procurement
g ry
Category
g ryDetailed
Sub -Category
Discipline
Une Item N
r
-u
Item Description
AEt N
Ctty
Unit Cost
Final Budget Allocation
Miami
Equipment
Equipment
Emergency
Management
2021-07C
EOC Enhancements/Maintenance/
Sustainment
21G N-00-OCEQ
14CI-00-COOP
075E-03-ENVS
06CC-05-PRTY
06CC-02-DSAD
21GN-00-INST,
04M D-03-D ISP,
04HW-01-INHW
1
$210,000.00
$210,000.00
Miami
Equipment
Equipment
All Disciplines
2021-16A
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.
14CI-01-COOP
1
$20,000.00
$20,000.00
Miami
Equipment
Equipment
All Disciplines
2021-15C
Satellite Phone Sustainment
Citywide (12 months). This project
will sustain the satellite phones
that are installed throughout City
Departments including police and
fire stations which allow all first
responders to communicate when
primary communication services
are down. Includes Key Biscayne
O6CC-03-SATB
1
$30,000.00
$30,000.00
Miami
Planning
Training
All Disciplines
2021-06E
P,T & E. This project will support
multi -disciplinary projects for the
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 and trainings
that benefit terrorism -related
emergency management trainings.
Trainings will include ICS, Hazmat
160 and any other specialized
courses needed due to staff
attrition. Fire $54,894, EM
$171,258
1
$226,152.00
$226,152.00
Miami
Equipment
Equipment
Fire Rescue
2021-15D
Deployable Repeaters
06CP-01-REPT
6
$21,714.00
$130,284.00
Miami
Planning
Equipment
All Disciplines
2021-08B
CERT/Miami - Training and
equipment
1
$170,000.00
$170,000.00
4
Jurisdiction
Regional Project
Procurement
Category
Sub -Category
Discipline
tine Item N
9
Detailed Item Description
AFL#
Qty
Unit Cost
Final Budget Allocation
Miami
Organization
Organization
Fire Rescue
2021-02D
Y
Operational OT for Special Events
approved by FEMA; Fire $22,000
1
$5,000.00
$5,000.00
Miami
Equipment
Equipment
Law
Enforcement
2021-02E
Y
Law Enforcement Surveillance
(CCTV) (The Closed Circuit TV
project will allow the Miami Police
Department the opportunity to
deploy CCTV 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-MAIN
1
$313,567.00
5313,567.00
Miami
Equipment
Equipment
Law
Enforcement
2021-040
Virtual Reality Counter -Terrorism
Training System Project
1
$178,000.00
$178,000.00
Miami
Equipment
E ui Equipment
q P
Law
Enforcement
2021-10A
Armored Response Project
Bearcat
12VE-00-MISS
1
$300,000.00
$300,000.00
Miami
Equipment
Equipment
Law
Enforcement
2021-13E
Ballistic Vest for SWAT and K9
O11E-01-ARMR
25
$4,436.00
$110,900.00
Miami
Plannin g
Personnel
Emergency
Management
2021-06F
Emergency Management
Coordinator (12 months). This
position will assist with the
development/revision of citywide
emergency management plans
such as the CEMP, COG and COOP.
1
$85,000.00
$85,000.00
Miami
Planning
Personnel
Emergency
Management
2021-06G
Emergency Management Planner
(12 months). This position will
assist with general planning
responsibilities related to the
implementation of the UASI grant
program.
1
$85,000.00
585,000.00
Miami
Planning
Personnel
Emergency
Management
2021-06H
Equipment Inventory Planner (12
months). This position will be
responsible for resource
management tracking and
planning portion of the EHP
process.
1
$60,000.00
$60,000.00
Miami
Equipment
Equipment
Fire Rescue
2021-O5F
4-Gas Meters and calibration
sensors (69)
07CD-01-DPMG
1
$64,950.00
$64,950.00
5
Jurisdiction
Regional Project
Procurement
Category
Sub -Category
Discipline
Line item #
r
o
Detailed Item Description
AFL ff
Qty
Unit Cost
Final Budget Allocation
Miami
Equipment
Equipment
Fire Rescue
2021-01D
PSAP Go Kits (COOP Project)
14CI-01-COOP
1
$35,000.00
$35,000.00
Miami
Equipment
Equipment
Fire Rescue
2021-05G
(HAT Explosion Detection
07ED-01-IMOB,
07Z2-00-NCBR
5
$18,500.00
$92,500.00
Miami
Equipment
Equipment
Fire Rescue
2021-12C
Tablets for Survey 123
04HW-01-INHW
SO
$1,700.00
$85,000.00
Miami Beach
Equipment
Equipment
Law
Enforcement
2021-02F
Y
Target Hardening at Miami Beach
Facilities (Fire Stations, Satellite
Police Stations, Youth Centers)
14SW-01-VIDA,
21GN-00-INST
1
$264,836.00
$264,836.00
Miami
Gardens
Equipment
Equipment
Law
Enforcement
2021-02G
Y
Video Wall & Covert Surveillance
Technology
04H W -01-INHW,
04M D-01-VCAM,
12TR-02-TEQP,
030E-02-ROVL,
04S W -04-N ET W,
04SW-05-SCAD
1
$327,884.00
$327,884.00
Miami -Dade
Equipment
Equipment
Emergency
Management
2021-07D
WebEOC Municipal Enhancement
04MD-01-CDSS
1
$75,000.00
$75,000.00
Miami -Dade
Planning
Planning
Emergency
Management
2021-061
THIRA/SPR for the County
1
$90,000.00
$90,000.00
Miami -Dade
E ui ment
q P
E ui ment
q p
Emergency
Management
2021-02H
Y
Security Camera/Access Control
for MD Elections Department HQ
14SW-01-VIDA,
21GN-00-INST
1
$150,000.00
$150,000.00
Miami -Dade
PlanningEmergency
2021-061
Whole Community
1
$161,000.00
$161,000.00
Miami -Dade
Exercise
Contractor
Emergency
Management
2021-14A
Closed POD Exercise and Training
Video
1
$75,515.00
$75,515.00
Miami -Dade
Equipment
Equipment
Emergency
Management
2021-021
Y
Access Control at MD Elections
Department Building
14SW-01-PACS,
21GN-00-INST
1
$250,000.00
$250,000.00
Miami -Dade
2
Equipment
Equipment
Law
Enforcement
2021-03B
Y
Forensic Video Covert Streaming
Systems
13LE-00-SURV,
04HW-01-INHW,
04MD-03-DISP,
10GE-00-GENR
1
$134,058.00
$134,058.00
Miami -Dade
Equipment
Equipment
Law
Enforcement
2021-021
Y
Multi Functional Video Wall and
work stations for Fusion Center
and RTCC
04HW-01-INHW
131T-00-INTL
21GN-00-OCEQ
21GN-00-INST,
04MD-03-DISP
1
$667,457.00
$667,457.00
Miami -Dade
Equipment
Equipment
Fire Rescue
2021-11A
Mobile Solar Power Supply Unit
10BC-00-SOLR
1
$107,554.00
$107,554.00
6
Jurisdiction
Regional Project
Procurement
Category
Sub -Category
Discipline
Line Item t
v
Detailed Item Description
AEI x
CRY
Unit Cost
Final Budget Allocation
Miami -Dade
Equipment
Equipment
Fire Rescue
2021-05H
MCI Ambulance Bus/Mobile
Treatment Unit (MTU)
12V E-00-AB U S
$583,961.00
$583,961.00
Miami -Dade
Training
Training
Fire Rescue
2021-06K
NIMS ICS Position Specific Training
1
$105,000.00
$105,000.00
Miami -Dade
Planning
Training
Fire Rescue
2021-06L
Planning, Training and Exercises:
UASI Homeland Security
Conference
N/A
1
$5,000.00
$5,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-08C
Training Mannequins for CERT
04AP-08-SIMS
3
$4,000.00
$12,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-08D
Miramar CERT Equipment
21GN-00-CCEQ
1
$1,293.00
$1,293.00
Miramar
Equipment
Equipment
Fire Rescue
2021-07E
WebEOC Fleet Eyes Software
04AP-05-CDSS,
04AP-02-AVLS
1
$30,000.00
$30,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-12D
Thermal Imaging Cameras
030E-02-TILA
5
$9,000.00
$45,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-13F
Ballistic Helmets
OULE-01-HLMT
1
$10,000.00
$10,000.00
Miramar
Exercise
Exercise
Emergency
Management
2021-01E
Y
Cybersecurity Election Based
Incident Response TTX
1
$100,000.00
$100,000.00
Miramar
Planning
Contractor
Emergency
Management
2021-06M
THIRA/SPR for the City
1
$50,000.00
$50,000.00
Miramar
Training
Planning
Emergency
Management
2021-06N
PT&E: Homeland Security
Conference and ICS courses
(Virtual if necessary)
1
$71,000.00
$71,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-051
Y
Personal Radiation Detectors
(PRD)
07RD-02-PRDA
4
$2,500.00
$10,000.00
Monroe
Equipment
Equipment
Law
Enforcement
2021-10B
SWAT Personnel Carrier with Coms
12VE-00-MISS
1
$100,000.00
$100,000.00
Monroe
Equipment
Equipment
Law
Enforcement
2021-15E
APX6000 700/800 Portable Radios
06CP-01-PORT
6
$5,403.00
$32,418.00
Monroe
Equipment
Exercise
Emergency
Management
2021-05J
Radiation Portal Monitor
15SC-00-PMON
1
$18,285.00
$18,285.00
7
Jurisdiction
Regional Project
Procurement
Category
Sub -Category
Discipline
Line Rem #
`-
v
Detailed Item Description
AEL 5
Qty
Unit Cost
Final Budget Allocation
Monroe
Equipment
E ui Equipment
q p$114,133.00
Fire Rescue
2021-05K
Hazmat Trailer with various
hazmat equipment and PPE
12TR-00-TEQP,
01CB-04-ENSM,
01CB-02-ENSM,
01VT-02-FTW R,
01VT-02-GARM,
01VT-02-GLOV,
01ZA-04-HEAR,
07CD-01-DPGC,
see template for
list of AELs
1
$114,133.00
Palm Beach
County
Equipment
Equipment
Emergency
Management
2021-07F
EOC Technology Upgrades to
include 53 microcomputers, 104
laptops, 2 all -in -one computers, 27
desktop computers and 4 printers
1
$156,150.00
$156,150.00
Palm Beach
County
Equipment
Equipment
Emergency
Management
2021-11B
Logistics/Deployable equipment:
Fort/shelter (125k) and generator
($84,576)
1
$209,576.00
$209,576.00
PB50
Equipment
Equipment
Law
Enforcement
2021-13G
SWAT Night Vision Goggles
030E-02-TILA
19
$8,600.00
$163,400.00
PBSO
Training
Planning
Law
Enforcement
2021-04E
y
Community Business Partners
Against Terrorism Program
1
$92,326.00
$92,326.00
PBSO
Equipment
Equipment
Law
Enforcement
2021-05L
Y
Bomb Suit (40k) and Man Portable
Bomb Robot (70k)
02PE-01-BSUT
and 02EX-02-
RBTL
1
$110,000.00
$110,000.00
Pembroke
Pines
Equipment
Equipment
Fire Rescue
2021-13H
66 Body Helmets and Body Armor
for Fire/EMS personnel for
deployment to hotzones.
01LE-01-ARMR
0111-01-HLMT
66
$1,133.00
$74,778.00
Pembroke
Pines
Equipment
Equipment
Law
Enforcement
2021-01F
Y
Data Analytics for RTCC
131T-00-FACE;
04HW-01-INHW
1
$214,000.00
$0.00
Pembroke
Pines
Equipment
Equipment
Fire Rescue
2021-05M
Y
6-Gas Detectors
07CD-01-DPGC
10
$2,300.00
$23,000.00
Pembroke
Pines
Equipment
Equipment
Fire Rescue
2021-12E
Thermal Imaging Cameras
030E-02-TILA
3
$6,300.00
$18,900.00
Sunrise
Equipment
Equipment
Law
Enforcement
2021-10C
Bear Cat for SWAT
12VE-00-MISS
1
$360,121.00
$360,121.00
8
Jurisdiction
Regional Project
Procurement
Category
Sub -Category
Discipline
tine Item #
.
Detailed Item Description
AEI #
Qty
Unit Cost
Final Budget Allocation
Regional
Miami
Planning
Personnel
Emergency
Management
2021-060
Regional Program Manager. This
position assists the Miami and Ft.
Lauderdale with regional planning
needs (e.g. drafting of investment
justifications, coordination of
UAWG meetings, development of
annual budgets, etc.).
Planning
1
$110,000.00
$110,000.00
Regional
Miami
Planning
Personnel
Emergency
Management
2021-06P
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
1
$75,000.00
$75,000.00
Regional
PBSO Fusion
Organization
Personnel
Law
Enforcement
2021-03C
Y
Fusion Center Analysts
Organization
5
$57,500.00
$287,500.00
Regional
MiamiEmergency
Planning g
Training2021-06Q
Management
Regional Planning, Training &
Exercise to include attendance at
grant related meetings
21GN-00-TRNG
1
$20,876.00
$20,876.00
Regional
Miami
Organization
Equipment
Law
Enforcement
2021-01G
Y
Regional Cybersecurity Analysts
Project
2
$150,000.00
$300,000.00
Regional
PBSO Fusion
Planning
Personnel
Law
Enforcement
2021-01H
Y
Metadata Planner
1
$43,000.00
$43,000.00
Regional
PBSO Fusion
Equipment
Training
Law
Enforcement
2021-03D
Y
Fusion Center Operations to
include computer hardware and
peripherals, software
maintenance, DHS sponsored
Training, alert system and TLO
program support and office
supplies/equipment
04HW-01-INHW
131T-00-INTL
131T-00-ALRT
1
$270,000.00
$270,000.00
Regional
Miami
Equipment
Training
Emergency
Management
2021-07G
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.
(WebE0C)
04AP-05-CDSS
04AP-03-GISS
04SW-04-NETW
1
$150,000.00
$150,000.00
Regional
Ft. Lauderdale
Training
Equipment
All Disciplines
2021-08E
Regional Citizen Corps/CERT
Planning, Training Exercise and
Equipment
19GN-00-BGPK
06CP-01-PORT
216N-00-CCEQ
3
$100,000.00
$300,000.00
9
Jurisdiction
Regional Project
Procurement
Category
sub -Category
Discipline
Une Item It
En
v
o
Detailed Item Description
Aft #
Qty
Unit Cost
Final Budget Allocation
Regional
Ft. Lauderdale
Equipment
Training
All Disciplines
2021-15F
Deployable LTE Radio & Celluar
Comm Kit - RDSTF 7 lnteroperable
Trailer- Regional Project
06CC-02-DSAD,
21GN-00-TRNG
1
$23,150.00
$23,150.00
Regional
FDLE
Equipment
Equipment
Law
Enforcement
2021-15G
Communications Interoperability
System
06CP-01-PORT
1
$8,000.00
$8,000.00
Regional
FDLE
Equipment
Equipment
Law
Enforcement
2021-15H
7 Satellite Radios
06CC-03-SATM
1
$6,570.00
$6,570.00
Regional
gq
FDLE
Equipment
E ui Equipment
p
Law
Enforcement
2021-096
Maintenance/Sustainment
Regional Command Vehicle Wrap
21GN-00-MAIN
1
$5,750.00
$5,750.00
Regional
Miami Beach
Equipment
Equipment
Law
Enforcement
2021-04F
Y
Regional LPR Project
131T-00-INTL
030E-01-ALPR,
21GN-00-CNST
1
$250,000.00
$250,000.00
Regional
Miami
Equipment
Equipment
Fire
2021-05N
Radiation Detection for Hazmat to
include: 1 AreaRae Pro Rapid
Deployment Kit RDK, cylinder
(calibration), FLIR Identifinder
R200 PRND, annual calibration,
FTIR Technology, Autorae
controler and cradles
07CS-01-KAVC,
07CD-01-OPMG,
07RD-02-PRDA,
07CS-01-KEGS
1
$150,000.00
$150,000.00
Regional
PBSO
Equipment
Equipment
Law
Enforcement
2021-03E
Y
Regional Maritime Radar Project -
Monroe
14SW-02-RADR
1
$330,000.00
$330,000.00
Regional
MDEM
Planning
Exercise
Emergency
Management
2021-11C
Logistics/Resource Management
Project
1
$116,225.00
$116,225.00
Regional
MDPD
Equipment
Equipment
Fire
2021-151
Communications 700MHz Overlay
06CP-01-BASE,
06CP-02-BRDG
1
$436,888.00
$436,888.00
Regional
PBSO
Training
Law
Enforcement
2021-01
Y
Cyber Response Training
1
$313,293.00
$313,293.00
Total
$14,012,500.00
$14,012,500.00
$0.00
$2,212,500.00
10
Regional Project
m
Jurisdiction
Procurement
Category
Sub -Category
Discipline
tine Item a
c
Detailed Rem Description
AFL a
Criy
Unit Cost
Final Budget Allocation
11
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? ❑ YES X NO
TYPE OF AGREEMENT:
❑ MANAGEMENT AGREEMENT
PROFESSIONAL SERVICES AGREEMENT
X GRANT AGREEMENT
❑ EXPERT CONSULTANT AGREEMENT
❑ LICENSE AGREEi4IENT
❑ PUBLIC WORKS AGREEMENT
❑ MAINTENANCE AGREEMENT
❑ INTER -LOCAL AGREEMENT
❑ LEASE AGREEMENT
❑ PURCHASE OR SALE AGREEMENT
OTHER: (PLEASE SPECIFY
PURPOSE OF ITEM (BRIEF SUMMARY): To establish the Urban Area Security
Memorandum of Agreement ("MOA's").
COMMISSION APPROVAL DATE: 2l24/2022 FILE ID: 11336
Initiative ("UASI") FY 2021 &
ENACTMENT NO.: R-22-0078
IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN:
R0uTiitG:19+dFORMATION' .:
Date
PLEASE PRINT AND SIGN
APPROVAL BY DEPARTMENTAL DIRECTOR
2/28/22
PRINT: Ty McGann, AFC
a�,
SIGNATURE:_ %(,
SUBMITTED TO RISK MANAGEMENT
PRINT: ANN - MARIE SHARPE
Quevedo, '"`O""'''"'
SIGNATURE: Terry °a':m "°'}°°�'9"'
SUBMITTED TO CITY ATTORNEY
3/14/22
PRINT: VICTORIA MENDEZ
"'
SIGNATURE: TMF MID 22-50K
APPROVAL BY ASSISTANT CITY MANAGER
PRINT:
SIGNATURE:
RECEIVED BY CITY MANAGER
Zt
PRINT: ART NO 719A
�
SIGNA . •.
1) ONE ORIGINAL TO CITY CLERK,
2) ONE COPY TO CITY ATTORNEY'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
Date: 01/10/202R
fricZ
AGENDA ITEM SUMMARY FORM
File ID; # 1336
Requesting Department: Decartmer t of 5ire-
Rescue
Commission Meeting Date: ,Q2/2412,02 Sponsored By:
District Impacted: QII
Type: Resolution
Subject: Establish Saeclal Revenue - Urban Area $ecurititiative rent Pro rrm
Purpose of ItQfl1
Resolution to establish a Special Revenue Fund titled: "Urban Area Security Initiative
("UASI") Grant Program FY 2021", appropriating funds in the amount of $14,012,500,00
received from the 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, outlining their
responsibilities in connection with their 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 2021 to the City of Miami and contiguous partners
In the amount of $14,012,500.00. 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.
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, Broward County Sheriffs Office, the City of Coral Gables, the City of
Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City of Hollywood,
the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of
Pembroke Pines, the City of Sunrise, Miami -Dade County (Fire, Police and Emergency
Management), Monroe County (Fire, Police and Emergency Management), Pafm Beach
County Emergency Management, Palm Beach County Sheriffs Office, the Village of
Key Biscayne, and regional projects shared across the entire region that Include the
members listed above as well as Florida Department of Law Enforcement, setting forth
the parties' responsibilities In connection with the development and support of the UASI
Program FY 2021, which is administered by the City of Miami Department of Fire -
Rescue.
Budaet impact Anaivais
item is Related.to Revenue
item Is an Expenditure
Item Is NOT funded by Bonds
Total Fiscal impact:
Total Fiscal impact: $14,012,500.00
Start Up Capital Cost:$14,012,500,00
Special Revenue Account No: 11100,189000.431000.0900,00000
Department of Fire -Rescue
Department of Fire -Rescue
Department of Fire -Rescue
Office of Management and Budget
Office of Management and Budget
Legislative Division
City Manager's Office
Office of the City Attorney
Office of the City Attorney
Office of the City Attorney
City Commission
Reviewed By
Ty McGann
Johnny Duran
Bloy Garcia
Pedro Laoret
Made Gouln
Valentin J Alvarez
Arthur Idorfega V
Thomas M. Fossler
Barnaby L Min
Victoria Mondez
Madcarrnen Lopez
Fire Department Review
Fire Budget Review
Fire Chief Review
Budget Analyst Review
Budget Review
Legislative DMslon Review
City Manager Review
ACA Revlew
Deputy City Attorney Review
Approved Form and Correctness
Meeting
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
Completed
01/10/2022 11;24 AM
01110/2022 11:27 AM
02/02/2022 10:54 AM
02/03/2022 1:28 PM
02/03/2022 3;24 PM
02/03/2022 3;46 PM
02/04/2022 8:24 AM
02/10f 2022 6:10 PM
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02/14/2022 8:10 PM
02/24/2022 9;00 AM
City of Miami
y,t Legislation
``40
Resolution
Enactment Number. R-22-0078
Clly Hall
3500 Pan American Drive
Miami, FL 33133
www.miamlgov.com
File Number: 11336 Final Action Date:2/24/2022
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENTS,
ESTABLISHING A NEW SPECIAL REVENUE PROJECT TITLED "URBAN AREA
SECURITY INITIATIVE ('UASI') GRANT PROGRAM FISCAL YEAR 2021' AND
APPROPRIATING FUNDS FOR THE OPERATION OF THE SAME IN THE AMOUNT
OF $14,012,500.00 CONSISTING OF A GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY DIRECTLY TO THE STATE OF
FLORIDA'S DIVISION OF EMERGENCY MANAGEMENT ("GRANT AWARD");
AUTHORIZING THE CITY MANAGER TO ACCEPT THE GRANT AWARD AND TO
EXECUTE THE FEDERALLY -FUNDED SUBGRANT AGREEMENT, fN
- SUBSTANTIALLY --THE ATTACHED FORM; FURTHER AUTHORIZING THE CITY
MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL OTHER NECESSARY
DOCUMENTS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, IN ORDER
TO IMPLEMENT THE ACCEPTANCE OF AND COMPLIANCE WITH THE GRANT
AWARD; AUTHORIZING THE CITY MANAGER TO EXTEND THE FISCAL YEAR 2021
UASI GRANT PROGRAM, AS NECESSARY; AUTHORIZING THE EXPENDITURE OF
FUNDS TO VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR
HOMELAND SECURITY EXPENSES PURSUANT TO THE UASI GRANT
GUIDELINES; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE
MEMORANDA OF AGREEMENTS, IN SUBSTANTIALLY THE ATTACHED FARM,
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 THE
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's Division of Emergency
Management ("FDEM"), has sub -granted an Urban Area Security Initiative ("UASI") Grant
Program for Fiscal Year ("FY") 2021 to the City of Miami ("City") in the amount of
$14,012,500.00 ("Grant"); and
WHEREAS, the City's Department of Fire -Rescue ("Fire") will use the Grant 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 ants of terrorism ("Project"); and
WHEREAS, in accordance with the UASI Grant Program FY 2021, the attached
Memoranda of Agreements ("MOAs") with the contiguous partners of the City, including
Broward County Emergency Management, Broward County Sheriffs Office, the City of coral
Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hiaieth, the City of
Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of
Pembroke Pines, the City of Sunrise, Miami -Dade County (Fire, Police and Emergency
Management), Monroe County (Fire, Police and Emergency Management), Palm Beach County
Emergency Management, Palm Beach County Sheriff's Office, the Village of Key Biscayne, and
the Florida Department of Law Enforcement (collectively "Contiguous Partners"), will set forth
the parties' responsibilities in connection with the development and support of the FY 2021
UASI Grant Program administered by Fire contingent upon funding of the Project being secured;
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 Projeot is established and resources are
appropriated as described below: -
FUND TITLE: UASI Grant Program Fiscal Year2021
RESOURCES: USDHS directly to FDEM $14,012,600,00
APPROPRIATIONS: $14,012,500.00
Section 3, The City Manager is authorized" to accept the Grant and to execute the
federally funded sub -grant agreement, in substantially the attached form, for the Project.
Section 4. The City Manager is further authorized1 to negotiate and execute any and all
other necessary documents, all in forms acceptable to the City Attorney, In order to implement
the acceptance of and compliance with the Grant.
Section 5. The City Manager is further authorizedi to extend the FY 2021 UASI Grant
Program, as necessary.
Section 6. The City Manager is authorized' to execute MOAs, in substantially attached
form, with the Contiguous Partners of the City for the purpose of setting forth the parties'
responsibilities in connection with the development and support of the FY 2021 UASI Grant
Program administered by Fire contingent upon funding of the Protect being secured.
Section 7. This Resolution shall become effective Immediately upon its adoption and
signature of the Mayor.2
1 The herein authorization is further subject to compliance with all legal requirements that may be
imposed, including but not limited to those prescribed by applicable City Charter and City Coda
provisions.
2 If the Mayor does not sign this Resolution, It shall become effective at the end of ten calendar days from
the date it was passed and adopted. If the Mayor vetoes this Resolution, It shall become effective
immediately upon override of the veto by the City Commission.
APPROVED AS TO FORM AND CORRECTNESS:
2fi 4)2022
ATTEST:
Todd B. Hannon
City Clerk
APPROVED AS TO FORM AND
CORRECTNESS
By:
Victoria Mendez
City Attorney
IMF MID 22-50K
For Contract No. R0521
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
By.
Arthur Non
City Manager
APPROVED AS TO INSURANCE
RECZUIREI TENTS
By: `�---
AnnMarie Sharpe, irector
Department of Ris Management
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 shalt 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.
FUND TITLE:
RESOURCES:
Urban Area Security Initiative ("UAS}")
Grant Program Fy 2021
Department of Homeland Security ("MIS")
directly to the State of Florida Division
of Emergency Management ("FDEM")
$14,012,500.00
APPROPRIATIONS: $14,012,500.00
Contract Number: R0521
FEDERALLY FUNDED SUBAWARD AND GRANT AGREEMENT
2 C.F.R. §200.1 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. §200.1, "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. §200.1, "Sub -Recipient" means "a non -Federal entity that receives a subaward from a
pass -through entity to carry out part of a Federal award."
As defined by 2 C.F.R. §200.1, "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. §200.1, "subaward" means "an award provided by a pass -through entity to a Sub -
Recipient for the Sub -Recipient to carry out part of a Federal award received by the pass -through entity."
The following information is provided pursuant to 2 C.F.R. §200.332:
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-Reclpient
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 (CDFA Number and Name
Whether the award is R&D:
Indirect cost rate for the Federal award:
1
of Miami Fire Rescue
TC-C rr0"'s4-g twL
E M W-2 021-S S -00056-S 01
9/1/2021 — 08/31/2024
DOE —12/31/2023
$14,012,500.00
$23,761,785.18
$14,012,500.00
See Article 1, Agreement Articles
Dept. of Homeland Security
FL. Division of Emergency Mgmt.
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
97.067-Homeland Security
Grant Program
N/A
21.40%
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 Mlaml Firo
Rescue, (hereinafter referred to as the "Sub -Recipient").
For the purposes of this Agreement, the Division seems 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 FOLLOWNG 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 these grant funds from the Federal government, and the
Division has the authority to subcdrant 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 fallowing
(1) APPUCAIION 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 21 5,971, Florida Statutes, entitled 'Agreements funded with federal or state
assistance", applies to this Agreement.
(2) lave RULES EGULATIQNS ANC? PO iCIES
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.
li. 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
direcfly 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,
Ill. 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 unobllgated funds which has been
advanced or paid must be refunded to the Division.
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_
a. In addition to the foregoing, the Sub -Recipient and the Division shall be governed by
all applicable State and Federal laws, rules and regulations, Including those Identified in Attachment D,
My 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) PONTACT
a, In accordance with section 216.971(2), Florida Statutes, the Division's Grant
Manager shall be responsible for enforcing performance of this Agreements 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 ail deliverables for which the Sub -Recipient requests
payment,
b. The Division's Grant Manager for this Agreement is:
Chenda Jenkins
A5,-55 Shumerd QQk Boulevard
railatlassee, Florida 8e3Q9
'Telephone: an.) el5-4,342
Erna)); Ghandd,JenkIns@em.mvflortda.porn
c, The name and address of the Representative of the Sub -Recipient responsible for
the administration of this Agreement is:
Asst Fire Chief Robert He j1
444 SW 2nd Ave,ldth Floor
Miami, FL 33130
Telephone: 305-416.5402
Fax: 305-400-5348
Email; RabHevieemiamlgov,com
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.
{4) TERMS ANQ CONDITIONS
This Agreement contains all the terms end conditions agreed upon by the parties.
(5) EXECUTION
This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original,
3
(6) MODIFICATION
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shall be vaiid 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 upon execution by both parties and will end December
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. §200.1, 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 G.F.R. §200.1, 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 $14,012,500.
d. As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement
must include a certification, signed by an official who is authorized to legally bind the Sub -Recipient,
which reads as follows: "By signing this report, I certify to the best of my knowledge and belief that the
report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the
purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any
false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal,
civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18,
Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)."
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:
4
(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 originai 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 upon execution by both parties and will end June 30,
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. §200.1, 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. §200.1, 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 gdy. 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 13 of this Agreement ("Budget and Scope of Work"),
The maximum reimbursement amount for the entirety of this Agreement Is $14,012,500,
d. As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement
must include a certification, stoned by an official who is authorized to legally bind the Sub-Reclpien,(,
which reads as follows: "By signing this report, i certify to the best of my knowledge and belief that the
report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the
purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any
false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal,
civil or administrative penalties for fraud, false statements, false claims or otherwise, (U.S. Code Title 18,
Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)."
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,
ii. 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. §200.1 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.
§200.329, that the Division and the Sub -Recipient "relate financial data to performance goals and
objectives 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 ail related activities, including Federal
awards; and,
ill. 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 1n accordance with 2 C.F,R. §200,475. 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 breakfaat, $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 Federai award.
5
i. The Division's grant manager, es required by section 216.971(2)(c), Florida Statutes,
shall reconcile and verify all funds received against all funds expended during the grant agreement period
and produce a final reconc(Iiatlon 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, §200.1, 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,
li. 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 time 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.
k. My advance payment under this Agreement Is subject to section.216.181(1e),
Florida Statutes. The amount of advanced funds may not exceed the expected cash needs of Sub-
rectpierit within the first ninety (90) days of the term of this Agreement. If an advance payment is
requested, the budget date on which the request is based, and a justification statement shall be included
with this Agreement as indicated fn Attachment E, Justification of Advance Payment. Attachment E. must
specify the amount of advance disbursement requested and provide an explanetton of the necessity for
and proposed use of the funds.
(10)RECQRDS
a As required by 2 C.F.R. §200.337, the Federal awarding agency, Inspectors Genera!,
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 ether 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 es the records are retained.
b. As required by seotions 20.055(8)(c) and 215.97(5)(b), Florida Statutes, 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. §200,334, the Sub -Recipient shall retain sufficient records to show
its compliances with the terms of this Agreement, as well as the compliance of all subcontractors or
6
consultants paid from funds under this Agreement, for a period of five (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. 1f any litigation, claim, or audit is started before the expiration of the 5-year
period, then the records must be retained until all litigation, oiaints, or audit findings involving the records
have been resolved and final action taken,
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.
lii. Records for real property and equipment acquired with Federal funds trust
be retained for 6 years after final disposition.
iv. When records are transferred to or maintained by the Federaf awarding
agency or pens -through entity, the 5-year retention requirement Is not applicable to the Sub -Recipient.
v. Records for program lnoome 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 earned.
1- vi. Indirect cost rate proposals and cost railocatlons 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. §200.335, 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. §200.336, the Division must always provide or accept
paper versions of Agreement informatian 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(e), the Sub -Recipient shall 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.
7
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 ri Mice 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 all the meetings shall be public records, available to the
public in accordance with chapter 119, Florida Statutes.
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 entitles acting on their behalf. Unless speciificaliy exempted
from disclosure by the Legislature, aft 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.
i. The Sub -Recipient shall maintain all records for the Sub -Recipient and for all
subcontractors or consultants to be paid from funds provided under this Agreement, including
documentation of ail 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 ail other applicable laws and
regulations.
IF THE CONTRACTOR HiAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO
8
THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS
ATt (850) 915.7671, Records@em.myflorida,corm, or 2556 Shur nand Oak
Boulevard, Tallahassee, FL 32399.
{11)A_UD1-TS
a. The Sub -Recipient shall comply with the audit requirements contained in 2 C.F.R.
Part 200, Subpart F.
b. to 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,
g200.1, G} p "has.the meaning specified in accounting standards issued by the Government Accounting
Standards. Board (GASS) and the Financial Accounting Standards Board (FASt3).'
o. Men conducfing an audit of the Sub -Recipient's performance under this Agreement,
the Division shall use Generally Accepted Government Auditing 'Standards ("GAGA$'). As defined by 2
C.F.R. §200,1, GALAS, "also known as the Yellow Book, mearis.generatty.accepted gctvemment auditing
standards issued by the Comptroller General of the United.States, which are applicable to financial
audits:'
_ d. If an audtt 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
Agreerr nt provisions within thirty drys after the Division has notified the Sub -Recipient of such non;
compliance,
e. The Sub -Recipient shalt hayed audits computed by an independent auditor, which
is. defined In section 215.97(2)(1), Florida Statutes, as °an independent certified pubtk; accountant licensed
under chapter 473." The independent auditor snail state that the audit complied with the applicable.
provisions notedabove. The audit mast be received by the.Diviaion no later than .nine months from the
end of the Sub-Rscipient's.fiscal..year.
f. The Sub -Recipient shall sand 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 following
address:
g.
OFMSingteAudiitaern,myfferida. cony
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee;. Florida 3299-2100
The Sub-Reclpient shall send the Single Audit reporting package and Form SF -SAC
tothe Federal Audit Clearinghouse by submission online at:
httptilharveelee:census.gov/facicoilectiddeindeK,Ad
h. The Sub Recipient shall send any management fetter issued by the auditor to the
Division at the following.address:
DEMSingleAudlt@em.myflorida,com
Office of the Inspector General
2556 Shumard Oak Boulevard
Tallahassee, Florida 32399.2100
(12)Ri wPORTS
a. Consistent with 2 C,F,R. §200.328, the Sub -Recipient shail 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 ail 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 thirty (30) days after the end of
each quarter of the prograrn year and shall be sent each quarter until submission of the 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 ail 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 additlonai 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.
(13)NIONITORING.
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
10
with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial
Officer or Auditor General. In addition, the Division wltl monitor the performance and financial
management by the Sub -Recipient throughout the contract term to ensure timely completion of all tasks.
(14)LIABtj JTY
a. Unless Sub -Recipient le a State agency or subdivision, as defined in suction
766.28(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 788.28(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 sults 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-Reciplent 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)PFAULT
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
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 days 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 filled to perform and complete on time any of its obligations
under this Agreement.
(16)REMEQ(ES
11
if an 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 mall, 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,
if. Issue a written warning to advise that more serious measures may be taken
if the situation is not corrected,
Ili. Advise the Sub-Reclpient to suspend, discontinue or refrain from incurring
costs for any activities in question or
iv. Require the $ub-Reolplent to reimburse the Division for the amount of costs
incurred for any items determined to be ineligible;
f. The Division may Administratively close an Agreement, The Division may use the
administrative close-out process when a Sub -Recipient is not responsive to reasonable efforts to collect
required reports needed to complete the standard close-out process. The Division wilt make three written
attempts to collect required reports before initiating administrative close-out. in addition, If an agreement
is administratively closed, the Division may decide to impose remedies for noncompliance per 2 C.F.R.
§ 200.339, consider this Information in reviewing future award applications, or apply special conditions to
existing or future awards. If the Division needs to administratively close an agreement, this may
negatively Impact a Sub -Recipient's ability to obtain future funding.
g. 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
falls 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.
12
(17)TERIVMATIQN
a. The Division may terminate this Agreement for cause after thirty days (30) written
notice. Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and
regulations, 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 cause after rejecting an appeal
submitted due to noncompliance, nonactivity, and/or a lack of expenditures forfour.(4) consecutive
quarterly reporting periods.
c. 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 Ilne with the
further expenditure of funds, by providing the Sub -Recipient with Thirty calendar days prior written notice.
d. 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 data of the
termination and the procedures for proper closeout of the Agreement.
e, - In the event that this Agreement is terminated, the Sub -Recipient will not incur new
obligations for the terminated portion of the Agreement after the Sub -Recipient has received the
notification of termination. The Sub -Recipient will cancel as many outstanding obligations as passible.
Costs incurred after receipt of the termination notice will be disallowed. The SUb-Reciplent 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, withhofd 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)PRQCUREMENT
a. The Sub -Recipient shall ensure that any procurement involving funds authorized by
the Agreement complies with all applicable federal and state laws and regulations, to include 2 C,F,R,
§§2Q0,318 through 200.327 as well as Appendix 11 to 2 C.F.R. Pari 200 (entitled Contract Provisions for
Non -Federal Entity Contracts Under Federal Awards").
b, As required by 2 C.F.R. §200.318(1), 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 N In order to demonstrate compliance with thls 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.
13
d. Except for procurements by micro -purchases pursuant to 2 C.F.R. §200,320(a)(1) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(a)(2), 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. §200.325, the Division will review the solicitation for compliance with the procurement standards
outlined in 2 C.F.R. §§200,318 through 200.327 as well ae Appendix 1! 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. 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
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) business 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.
a. Except for procurements by micro -purchases pursuant to 2 C.F.R. §200.320(a)(1) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(a)(2), 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 contemplated contract prior to contract execution, The Division shall
review the unexecuted contract and provide comments, if any, to the Sub -Recipient within seven (7)
business days. Consistent with 2 C.F.R. §200.325, the Division will review the unexecuted contract for
compliance with the procurement standards outlined in 2 C.F.R. §§200.318 through 200.327 as well as
Appendix Ii 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. While 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 shalt not constitute an approval of the subcontract.
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) business
14
•
•
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:
1. Terminate this Agreement in accordance with the provisions outlined in
paragraph (17) above; and,
fi. 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 all applicable state and federal
laws and regulations, and (lit) 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 C,F.R. §200.319(b) contractors that develop or draft specifications,
requirements, statements of work, or invitations for bids or requests for proposals must be excluded from
competing for such procurements. The Sub -Recipient or pass-thru entity must disclose to the Division, in
writing, any real or potential conflict of Interest that may arise during the administration of the federal
award, as defined by federal statutes or regulations, or their own existing policies, within five (5) days of
learning of the conflict of interest. "Conflict of interest° is considered as any situation where an employee,
officer, or agent, any members of his or her Immediate family, or his or her partner has a close personal
relationship, business relationship, or professional relationship, with a reciplent or subreciplent.
1. As required by 2 C.F.R. §200.319(a), the Sub-Reclpierrt shall conduct any
procurement under thls agreement In a manner providing full and open competition? Accordingly, the
Sub -Recipient shall not:
I. Place unreasonable requirements on firms in order for them to qualify to do
business;
companies;
contracts;
equivalent;
11. Require unnecessary experience or excessive bonding;
ill. 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;
vl. Specify only a brand name product without allowing vendors to offer an
15
vli. Specify a brand name product instead of describing the performance,
specifications, or other relevant requirements that pertain to the commodity or service solicited 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 et drafting the specifications, requirements, statement of work, Invitation to bid, or request for
proposals.
j. °[E]xcept in those cases where applicable Federal statutes expressly mandate or
encourage" otherwise, the Sub -Recipient, as required:by 2 C.P.R. •§20a.319(c),, shall not'use a
geographic preference when procuring commodities or services under this Agreement.
k, The Sub -Recipient shall conduct any procurement involving invitations to bid (i.e,
sealed bids) in accordance With 2 C.F.R. §200.320(b)(1).as well as section 287.067(1)(a), Florida
Statutes.
I. The Sub -Recipient shall conduct any procurement involving requests for proposals
(i.e. Competitive proposals) in accordance with 2 C.F.R. §200.320(b)(2) es wail as section 287,0557(1)(b),
Florida Statutes.
m. For each subcontract, the Sub -Recipient shall provide information to the Division as
to whether that subcontractor's a minority business enterprise, as.defined in Seetion•288.703, Florida
Statute& an the required Procurement Method Report (Form 5). Additionally, the Sub -Recipient shall
comply with.the requirements of,2 C.F.R. §200.32.1 ("Contracting with small and'minority businesses,
woments business enterprises, and labor surplus area flrrns").
n, FEMA has developed helpful resources for Sub-Raciplents using federal grant funds
for procurements. Thesa resources are generally available at h+ttp /_iww r.fema.govigrarft�yi rocurer ant.
FEMA periodically updates this resource page se please check back for the latest information. While not
all the provisions discussed in the resources are applicable to this subyrant agreement, the Sub -Recipient
may find these resources helpful when drafting its solicitation and contract for compliance with the
Federal procurement standards outlined in 2 C.F.R. §§200,318.through.200,327'as well as Appendix 11 to
2 C.F.R. Part200.
(19)ATTACHMBYTS AND EXHIBITS
a. All attachments to this Agreement are incorporated as if set out fully..
b. in the event of any inconsistencies or conflict botween.the language of this
AWeerent and the attachments, the -language of the attachments shall control, but:only to the extent of
the conflict or inconaistency,
c. This Agreement has the foficwing attachments:
i. Exhibit.1 - Funding .Sources
ii. Exhibit2 Certification Regarding Telecommunications and Video
Restrictions
10
Exhibit 3 -- Certification Regarding Lobbying
iv. Attachment A — Program Budget
v. Attachment B — Scope of Work
O. Attachment C — Deliverables and Performance
vii. Attachment D — Program Statutes and Regulations
vlil. Attachment E —Justification of Advance Payment
ix. Attachment F -- Warranties and Representations
x. Attachment G — Certification Regarding Debarment, Suspension, Ineligibility
and Voluntary Exclusion
xi, Attachment Id Statement of Assurances
xll. Attachment I — Mandatory Contract Provisions
xiil. Attachment J — Financial and Program Monitoring Guidelines
xiv. Attachment K — EHP Guidelines
xv. Attachment L — Reimbursement Checklist
,(2.0)PAYMENTS
a. if the necessary funds are not available to fund thls 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, ail 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, es
applicable, section 218.181(16), Florida Statutes. All requests for advance payments will be reviewed and
considered on a case -by -case basis, Ali 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.
17
(211REPAYMI NTS
a. Alt 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
2565 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)VANDATEI) 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
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 days 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 voidto 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 shalt survive the term of this Agreement,
d. The Sub -Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101-339, 42 U.S.C. Section 12101 et sere), 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 list following a conviction for a
public entity crime or on the discriminatory vendor fist may not submit a 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 public entity, and may not transact business with any public entity In
18
excess of $25,000.00 fora period of 35 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 department or agency;
li. Have not, within a five-year period preceding this proposal bean 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 she!! attach an explanation to this Agreement.
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) far 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.
!, 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 award publicly 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
("1NA°)]. 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
19
contained In Section 274A(e) of the INA shaft be grounds for unilateral cancellation of this 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. Unless preempted by federal law, the Dlvislon 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)LOBBYING PROHIBUTiON
a. 2 C.F.R. §200..450 prohibits reimbursement for costs associated with certain lobbying
activilies.
b. Section 216.647, 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:
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.
ii. 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."
20
iii. 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 shalt 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 1362, Title 34, U.S. Code. Any person
who fails to file the required certification shall be subject to a civil penalty of not leas than $10,000 and not
more than $100,000 for each such failure.
v, if this subgrant agreement amount is $100,000 or more, the Sub -Recipient,
and subcontractors, as applicable, shall sign Attachment M — Certification Regarding Lobbying.
(24)CQPYRiGHT. PATENT AND TRADEMARK
EXCEPT AS PROVIDED BLOW, 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 -Recipient shalt
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 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,
21
undivided interest in and to such joint inventions. The Division shall retain a perpetual, irrevocable, taffy -
paid, 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)L EGAL AUTHORIZATION
The Sub -Recipient certifies that it has the legal authority to receive the funds under this 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)EQtJA, OPPORTUNITY EMPLOYMENT
a. in accordance with 41 C,F.R, §60-1,4(b), the Sub -Recipient hereby agrees that it wifi
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 80, 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:
I. 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.
11. 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,
ill. 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
applicant. Thia 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
22
function 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,
reguiatlons, and orders of the Secretary of Labor, or pursuant thereto,
and will 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.
vill. 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 cif
suoh direction by the administering agency the contractor may request
the United States to enter into such iltigation 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
23
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-Reelplent agrees that it w111 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 furnish 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 cortract 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 ID 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)COPE_LAND ANTI-K pmACK ACJ
The Sub-Reclpient 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;
1, 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 thle contract.
il. 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.
ill. 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).QNTRACT WORK HOURS AND SAFETY STAN1DARDS
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
24
must include a provision far 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
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)CLE6N AIR ACT AND 'nip FEDERAL WATER PO ,LUTi*N 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 Alr Act (42 U.S.C, 7401-7671q)
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)USPENSION 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).
il. 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.
ill, 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 G.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.
25
(31)13YRD ANTI -LOBBYING AMENDMENT
ff 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 en 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.
if the Sub -Recipient enters into a contract with a subcontractor for an award of $100,000
or more, the subcontractor shall sign Attachment M — Certification Regarding Lobbying.
(32)QQNTRACTiNG WiTH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS
ENTERPRIS S. 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 fallowing
affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus
area firms are used wl;enevenoossible:
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;
iii. Dividing total requirements, when econoriliCaRy feasible, into smaller tasks or
quantities to permit maximum participation by smelt and minority businesses, and women's business
enterprises;
Iv. Establishing delivery schedules, where the reoptrerrmentoermits, which
encourage participation by small and minority businesses, and wornen's business enterprises;
v. Using the services and assistance, as aprsropr}ate, 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
"sooloeconomic 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 and
document the six affirmative steps identified above.
26
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.
iN WITNESS WHEREOF, theparties hereto have executed this Agreement.
SLAB -RECIPIENT: CITYfr,,O,i MIAM1 FIRE RESCUE
By: 4:-.._ `r/ /
Name and Title: Arfho Noriegity a. CManager
Date:
FiD# 59-6000375
If signing electronically; By providing this electronic signature, I am attesting that / understand that
electronic signatures am legally binding and have the same meaning as handwritten signatures. I am also
confirming that internal controls have been maintained, and that policies and procedures were properly
followed to ensure the authenticity of the electronic signature.
This statement is to certify that I confirm that this electronic signature is to be the legally binding
equivalent of my handwritten signature and that the data on this form is accurate to the best of my
knowledge.
STATE OF FLORIDA
DIVISION 01 EMERGE
By:
Name and
Date:
27
EXHIBIT --1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB-RECtPIENT UNDER THIS
AGREEMENT;
Federal Program: ,HOMELANifSECURITY GRANT PROGRAM
Federal Agency: U.S, Per.artnient of Homeland Security, Federal Firriergenov tuteneeement
Catalog of Federal Domestic Assistance title and number: 97,Q67
Award amount: $ 14,012,500.0,0
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
Federal Program; OM_amp SECURITY GRANT eROGRAM
List applicable compliance requirements as follows:
1. Sub -Recipient is to use funding to perform eligible activities as Identified FY 2021 Department of Homeland
Security Notice of Funding Opportunity.
2. Sub -Recipient is subject to all administrative and financial requirements as set forth in this Agreement or will
not be In compliance with the terms of the Agreement.
3, Sub -Recipient must comply with specific taws, rules, or regulations that pertain to how the awarded
resources must be used or how eligibility determinations are to be made.
NOTE: 2 C.F. R. Part 200, and section 216.97(5)(a), Florida Statutes, require that the Information about Federal
Programs and State Projects Included In Exhibit 1 be provided to the Sub-Reciplent,
28
EXHIBIT -- 2
Certification Regarding Telecommunications and Video Restrictions
Effective August 13, 2020, DHS1FEMA Sub -Recipients, as well as their contractors and subcontractors,
may not use grant funds under the Nonprofit Security Grant Program covered by this Agreement and
provided in FY 2021 or previous years to:
1. Procure or obtain, extend or renew a contract to procure or obtain, or enter Into a contract to
procure or obtain any equipment, system, or service that uses "covered telecommunications
equipment or services" as a substantial or essential component of any system, or as critical
technology of any system; or
2. Enter Into, extend or renew contracts with entities that use or provide, as part of Its performance
of this agreement or any other contractual instrument, any equipment, system, or service that
uses "covered' telecommunications equipment or services" as a substantial or essential
component of any system, or as critical technology as part of any system,
This prohibition regarding certain telecommunications and video surveillance services or equipment Is
mandated by section 809 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019
(FY 2019 NDAA), Pub. L. No. 115-232 (2018), and 2 C.F,R. § 200.21S. Sub -Recipients may use
DHS/FEMA grant funding to procure replacement equipment and services impacted by this prohibition,
provided the costs are otherwise consistent with the requirements of the FY 2021 Preparedness Grants
Manual, applicable appendix to the Manual, and applicable NOFO, DHS/FEMA will publish additional
guidance in a subsequent information Bulletin or similar notice, Per section 089(f)(2)-(3) of the FY 2019
NDAA, covered telecommunications equipment or services means:
1. Telecommunications equipment produced by Huawei Technologies Company or ZTE
Corporation, (or any subsidiary or affiliate of such entities);
2. For the purpose of public safety, security of Government facilities, physical security surveillance
of critical infrastructure, and other national security purposes, video surveillance and
telecommunications equipment produced by Hytera Communications Corporation, Hangzhou
Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or
affiliate of such entities);
3. Telecommunications or video surveillance services provided by such entities or using such
equipment; or
4. Telecommunications or video surveillance equipment or services produced or provided by an
entity that the Secretary of Defense, in consultation with the Director of National intelligence or
the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or
controlled by, or otherwise connected to, the People's Republio of China.
in the event the Sub -Recipient identifies covered telecommunications equipment or services used as a
substantial or essential component of any system, or as critical technology as part of any system, during
contract performance or at any time or by any other source, the Sub -Recipient shall report the information
to the SAA:
1, Within one business day from the date of such identification or notification: The contract number;
the order number(s), if applicable; supplier name; supplier unique entity identifier (If known);
supplier Commercial and Government Entity (CAGE) code (if known); brand; model number
(original equipment manufacturer number, manufacturer part number, or wholesaler number);
item description; and any readily available information about mitigation actions undertaken or
recommended.
2. Within 10 business days of submitting the aforementioned information: Any further available
information about mitigation actions undertaken or recommended. in addition, the Sub -Recipient
shall describe the efforts it undertook to prevent use or submission of covered
29
telecommunications equipment or services, and any additional efforts that will be incorporated to
prevent future use or submission of covered telecommunications equipment or services.
Sub•Recleieri t CITY OF MIAMI FIRE RESCUE
By: Date:
Arthur Noriega, City Manager
Printed Name and Title
if signing electronically: By providing this electronic signature, 1 am attesting that I understand that
electronic signatures ere legally binding and have the same meaning es handwritten signatures. t am also
confirming that Internal controls have been maintained, and that policies and procedures were properly
followed to ensure the authenticity of the electronic signature,
This statement Is to certify that I confirm that this electronic signature is to be the legally binding
equivalent of my handwritten signature and that l understand that It is my responsibility, on behalf of the
organization, to ensure that we adhere to these restrictions.
30
EXHIBIT — 3
CERTIFICATION REGARDING LOBBYING
Check the appropriate box:
I This Certifioation Regarding Lobbying is required because the Contract, Grant, Loan, or
Cooperative Agreement wilt exceed $100,000 pursuant to 2 G.F.R. Part 200, Appendix II(I); 31
U.S.C. § 1352; and 44 C.F,R. Part 18.
0 This Certification is ,0,_ot required because the Contract, Grant, Loan, or Cooperative Agreement
will be less than $100,000,
APPEN.DiX A, 44 C.F.R. PART 18 — CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,
to any person for Influencing or attempting to influence an officer or employee of an 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.
2. 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 Federai contract, grant, loan, or cooperative agreement, the undersigned
shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under
grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose
accordingly.
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 file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than S100,000 for
each such failure.
The Sub -Recipient or subcontractor, City Qf M1aml , certifies or affirms the
truthfulness and accuracy of each statement of Its certification and disclosure, if any. In addition, the
Contractor understands and agrees that the provisions of 31 U,S.C. Chap. 38, Administrative Remedies
for False. Claims and Statements, apply to this certification and disclosure, if any.
Signature of Sub»Recipient/subcontractor's Authorized Official
Arthur Norlesia, City Manager
Name and Title of Sub-Recipient/subcontractor's Authorized Official
Date
31
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.ferna. goy/authorized-equipment-list.
The transfer of funds botween the categories listed in the "Program Budget and Scope of Work' /s permittced.
However, the tninsfer of funds between Issues Is strictly prohibited.
FY 2021 - State Homeland
Security Grant Program —
Urban Area Security Initiative
Issue #45
City of Miami Fire Rescue
State Management & Administration
withheld 5%
$14, 750, 000.00
$737,500.00
Expendable Award Allocation after 5%
reduction
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.
$14,012,500.00
$3.687, 500. 00
Management and Administration
(the dollar amount which corresponds
to 4°io of the total local agency
allocation is shown in the column on
the right).
$560,500.00
32
BUDGET DETAIL WORKSHEET
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'', der the execution of this agreement,
contact the Grant Manager listed in this agreement via email or letter.
Allowable Plannir g Coetes ,r a
" i�
r i 12sf t .''
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/FEMA national
initiatives
Developing related terrorism and other catastrophic event
revention activities
Developing and enhancing plans and protocols
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)
Cybersecurity - Planning, Training and Exercises
(Planning); Line Item 2021-01
1
573,497.O0
$73,497.00
1
Cybersecurity - Metadata Planner; Line item 2021-01
1
$43,000.00
$43,000.00
1
COVE — Screening, Search and Detection (LPR Analyst);
Line item 2021-04
1
$62,549.00
$82,549.00
4
Cross Cutting — Planning (PTE to include Planners and !
Consultants)
1
$1,508,987.O0
$1,508,967,40
6
Materials required to conduct planning activities
COVE — Public Information and Warning (C/BPAT); Line
item 2021-04
1
592,326.00
$92,326.00
4
Travel/per diem related to planning activities
1
32A
Overtime and backfill 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 and
limited English proficiency
Coordination with Citizen Corps Councils for public
information/education and development of volunteer
pro• rams
Update governance structures and processes and plans for
emergency communications
Development, and review and revision of continuity of
operations plans
Development, and review and revision of the THIRA/SPR
continuity of operations plans
Unit Cost
$ 180 333 0i
Total Cost
iJ #
TOALPLANNCXPNDTURES
Aiilewable Organizational Activities (HSGP and L TP)
Program management
Quantity
Development of whole community partnerships
Structures and mechanisms for information sharing between
the ublic and rivate sector
Implementing models, programs, and workforce
enhancement initiatives
Tools, resources, and activities that facilitate shared
situational awareness between the public and private
sectors
Operational support
32a
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 Special Security Event
Reimbursement for select operational expenses associated
with increased security measures at critical infrastructure
sites incurred (up to 50 percent of the allocation)
ST/CP — Interdiction and Disruption (Operational OT for
FEMA approved events; Line item 2021-02
$5,008.00
$5,000.00
( 2
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)
Cybersecurity- Cyber Analysts; Line item 2021-01
1
$290,000.00
$290,000.00
F
Intelligence and Info Sharing — t & i — Fusion Center
Analysts; Line Item 2021-03
$57,500.00
$287,500.00
3
Cost of migrating online services to the `.gov" domain
$532 5 0.00
Total Cost
iJ 1
TOTAL ORGANIZATIONAL
Allo ahfI Exorcise Costs
Design, Develop, Conduct and Evaluate an Exercise
EXPENDITURES
Quantity
Unit Cost
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.
32
Cybersecurity Planning, Training and Exercises
(Exercises); Line item 2021-01
1
$300,000.00
$900,000.00
1
Response — Public Health, Healthcare and EMS
(Development of Closed POD Exercise and Training
Video); Line item 2021-14
1
$75.515.00
$75,515.00
8
Overtime and backfill costs - Overtime and backfill costs,
including expenses for part-time and volunteer emergency
response personnel partic gating 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).
Interoperable communications exercises
Activities to achieve planning inclusive of people with limited
English proficiency
EXERCISE EXPENDITURES'
i; anitids
rol AL
.� , -:.y $4 X �j} ( {{,^:: g• m "5� {s �v ?ys
0
Overtime and backfill for emergency preparedness and
response personnel attending DHS/FEMA-sponsored and
approved training classes
32D
Overtime 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 and others with access and functional needs and
limited English proficiency
Full or Part -Time Staff or Contractors/Consultants
Cybersecurity — Planning, Training and Exercises
(Training); Line Item 2021-01
1
$313,293.00
$313,293.00
1
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
Interoperable communications training
rl
Activities to achieve training inclusive people with limited
English proficiency
Immigration enforcement training
qr
!r
�IRr
��r,7i41
tad ,e+G
32
Eligible Equipment Acquisition Costs
The table below highlights the allowable equipment
categories for this award. A comprehensive listing of these
allowable equipment categories, and specific equipment
eligible under each category, are listed on the web -based
version of the Authorized Equipment List (AEL) at
http./t'vrww. m 90v'autharize+ :quipn'ient- .
Quantity
Unit Cost
Total Cost
issue
#
Personal protective,. equipment
Emergent Threats — On -Scene Security, Protection and LE
Gas Masks); AEL #01AR-02-APR; Line item 2021.05
10
$691.00
$6,910.00
5
Response — On -Scene Security, Protection and LE (Ballistic
Protection); AEL #01LE-01 HLMT, 01LE-01-ARMR, 01LE.01-
SHLD}; Line item 2021-13
1
5226,218.00
$226,218.00
8
Expk ive device mitigation and remediation equipment
Emergent Threats — Interdiction and Disruption (Bomb
Suits/Bomb Robots); AEL #02PE-01-BSUT and 02EX-02.RBTL;
Line item 2021-05
1
$135,000.00
$135,000.00
mm
5
CBRNE operational search and rescue equipment
Cybersecurity — Analysts' Equipment, AEL #05HS-00-MALW,
05HS.00-PFWL; 05HS-00-FRNS; 04HW-01-INHW and 19GN-00-
BGPK; Line item 2021-01
2
$5,000.00
310,000.00
1
CDVE - Screening, Search and Detection (Regional LPR
Initiatives); AEL #030E-01-ALPR, 04AP-02-AVLS, 131T-
00-1NTL, 13LE-00-SURV, 21GN-00-INST, 21GN-00-CNST
and 21GN-00-SHIP; Line item 2021-04
1
$837,448.00
$837,448.00
4
Emergent Threats - On -Scene Security, Protection and
LE (NVG); AEL #030E-02-TILA; Line item 2021-05
1
$34,325.00
$34,325.00
5
Response - Mass Search and Rescue (TRT
Enhancements, Tablets, Thermal Imaging Cameras);
AEL #030E-01-CTAC, 030E-02-TILA, 01AR-01-SAR,
04HW-01-INHW, 21GN-00-SHIP; Line item 2021-12
1
$184,412.00
$184,412.00
8
Response - On -Scene Security, Protection and LE (NVG and Lighting); AEL #030E-02-TiLA, 030E-LTPA; Line
item 2021-13
1
$486,800.00
9486,800.00
8
Information technology
ST/CP — Intelligence and Information Sharing (Video Walls and I
Covert Surveillance Technology); AEL #04HW-01-INHW, 04MD-
01-VCAM, 045W-04-NETW, 04SW-05-SCAD, 04M0-03-DISP,
12TR-02-TEQP, 030E-02-ROVL,131T-00-INTL, 21GN-00-INST
and 21GN-00-OCEQ); Line Item 20214)2
1
$995,341.00
$995,341.00
2
Intelligence and Info Sharing - I & I - (RTCC
EnhancemontNideo Display); AEL #04MD-01-DISP,
21GN-00-INST; Line item 2021-03
1
$29,930.00
929,930.00
3
325
CDVE - Planning (VIR Counter Terrorism Training
System); AEL #04AP-05-SIMS; Line item 2021-04
1
$178,000.00
$178,000.00
4
Cross Cutting - Operational Coordination (WebEOC);
04AP-06-CDSS, 04AP-03-GISS, 04SW-04-NETW, 04AP-
02-AVLS
1
$255,000.00
$255,000.00
6
41444:litifiiillkiifkg*y.11:•r:**:i.:; :1:.-,,..rv:,t-.,,,v4xf,,,iril...;.,n
.pqsli-t.:;:i ,-.y.:-„,,,,!..,1",...:,-; j`i...*.z4,:-,Ye--,.
Emergent Threats - Operational Communications (Microwave
Downlink); AEL #06CP-03-MWAV; Line Item 2021-05
1
$291,000.00
$291,000.00
5
Response - Operational Communications (Repeaters, Radios,
Sat phones/radlos, Cellular Corns Kits, Overlay); AM- #06CP-
01-BASE, 06CP-02-BRDG, 013CC-03-SATM, 06CP-01-PORT,
06CC-02-DSAD, 21 ON-00-TRNG, 06CP-01-PORT, 06CP-01-
REPT, 06CC-03-SATB, 030E-01-CTAC; Line item 2021-15
1
$703,484,00
$703,484.00
9
•5137 :.',..104030-014- ?.A747;•.:',A4--&:i!N.4•;,4,5,i'i.;;Af::;:J.:zi•••••,!-/•5;;.::.'N',;;,!•"7.i:
.f.',,;,,r,4!,...., .., :: ' •.:1,:l.•-:::'',:5,:4-:•:i•
;-.,-,
Emergent Threats - Screening, Search and Detection (Hazmat
Detectors, Monitors, Meters); AEL #07CD-01-DPNIG, 07ED-01-
IMOB, 07ZZ-00-NCBR, 07RD-02-PRDA, 07CD-01-DPGC, 07CS-
01 -KAVC, 07CS-01-KLCS and 15SC-00-PIVION; Line Item 2021.
05
1
$358,735 00
$358,735,00
8
' .'-4000,,..040,11 _ ,,,,,,,,,::•...1*:447-.04;445V4Kait'WZMW•gfiWk; ..:1 t/i'.1:737••••;:f' .;,:ef),T7'7:::,
-
'Nor ' i:CF1-iliezi5,':AZI?&II.4'.•';i.,:;?1,;;'<:F1.0;;IR-17/4!:.76-:',::#.:4!';;:t,'il-1101,.Z.ASef;Zi•;-:1'1
:,. -:,,,LY:
• -'04,0 ' *03(4:***Tigkii1134#1;_i*CFP;r0.!11604:P:ftNA6.7?& ''' '.' .;.'e...-L..., 1'
74::'"
5
Response - Logistics and Supply Chain Management
(Generators, Power Cells, Shelter); AEL #10BC-00-SOLR,
10GE-06-GENR and 19SS-00-SHEL; Line Item 2021-11
1
$433,355.00
$433,355.00
7013PWR,RefOhttknit0010.7e,=.7i:Kii:?•;',f,,,,5zrftv;',i "-.:;*;C?;;.i..
4F) -"`:4-ii.;.).) 7;7'i :;::: , ,__, ,'If;..i..7",:-'1,-C.!:),.:',?,(:,;(?0",'S, " ::!:ei.„
'':-;, ff
•••••orim••--,,I.-•-----.-
8
Emergent Threats - Critical Transportation (MCI Bus/MTU);
AEL #12VE-00-ABUS; Line Item 2021-06
1
$553,961,00
$583,961,00
Emergent Threats - Environmental Response, Health and
Safety (Hazmat Trailer/Equipment); AEL #12TR-00-TEQP,
01CB-04-ENSIVI, 01C13-02-ENSM, 01VT-02-FTWR, 01VT-02-
GARM, 01VT-02-GLOV, 01ZA-04-HEAR, 07CD-01.DPOC, OIZA-
02-FTWC, 07CD-04-DCSO, 01SP-02-FTWR, 07C0-01-DPFI,
01SP.02-GLOV, 07CD-01-DPPI, 01AR-02-APR, 01AR-02-APRC,
04AP-02-0APT, 07CD-01-KLSV, 01AR-01 -SCSI, 0802-01-
WWCI), 030E-0241LA, 0802-02-EDCS, 06D2.03-TDEW, I9GN-
00-COMP, 0802-04-SOLN, 11RE-00-RFCB, 07RD-02-11HSM and
030E-03-CACS; Lino item 2021.05
1
1413300
$1,,
114,13300
5,
5
.---
3 2
Response - Critical Transportation; AEL 12VE-00-MISS; Line
item 2021-10
1
$760,121.00
$780,121.00
8
-
7-Tiro'-' r''<iiSfPffAr ', ' ,e ' i7ifi7z...:i.'..,.4...145•4,-'4. .
''''.1-444'',,•e",-4;,,I: ,...,", , I, , 1, t...,,,,-..., •••,t.','..C;;.'iLt..1.1;"::tf'r.‘t•'..AZ:tfk;'.e.
4 , - ' .,. 7.:';...A'A':;:i.
'j' e/:'',.';' 4'-': 1.N.::::'..?;-'
..:;..1!-^r?c.,'-tii,',,Zir-V.'!:".:1,:t•
' ' ..'',1V±1,!;....i %::,'::„S'1,.Z.h-F.
$134,058.00
3
Intelligence and Info Sharing - I & I - (Forensic Video
Covert Streaming Systems); AEL #13LE-00-SURV,
04MD-03-DISP, 04HW-01-INNW and 10GE-00-GENR; Une
Item 2021-03
1
S134068.00
,
70.4.#4.0..- 4151,'.., o .'• ,:.: '2.'..lci. kofit.N7.4',..,4.'4. '‘7‘,..:::f.•:,•°A;;!;7.1..,4.i.."...;.i,:i:-.,...:i,,r.,,,,,,,,,,t,:iffi4.,-:.i,::4;,.i:g.....•,;471....i...-:
,,
Cybersecurtty (COOP Projects), AEL #14CI-01-COOP, Line
item 2021-01
1
$77,000.00 $77,000,00
1
ST/CP (Access Control to include Election Security); AEL
#14SW-01-PACS and 21GN-00-INST, Line item 2021.02
1
$250,000.00
$250,000.00
2
STICP (Physical Protective Measures - CCTV, Bollards); AEL
#14SW-01-VIDA, 14SW-01-WALL, 21ON-00-INST, 04MD-03-
DISP, 2101N-00-MA(W, 04HYV-01-1{441W)
1
$1,369,124.00
$1,369,124.00
2
intelligence and Info Sharing - Interdiction and Disruption
(Regional Maritime Radar Project); AEL #14SW-01-RADR; Line
item 2021-03
1
$330,000.00
$330,000.00
3
Response - Communications (Backup Ethernet); AEL I4SW-
01-COOP; Une Item 2021-16
1
820,000.00
$20,000.00
9
triip46110106(1scrietiliii, Systems( 1, `.::'.':•..'....-: ::::' -...*: ,.... '::-; ...., .......' '1:: ..:. . ....'. ' . . . . ..
1
'
-
1
$173,786.00
I
3113,766.00
8
''.`,•:. . 1.' fitifiliiitig:.040,"*:7. ".0iiii,•FiCeNtl 7••-j-vPS!!:•'::::::?;t:',:-P•k:P...;.,:40,:r4.:'.--':.;:;--•;.ks.'.'gggit'lii'-',i!",v,.:.;!:;:.':X*A
Response - Mass Search and Rescue (Fireboat), AEL ilil"71714-C:
00-130A7, 21GN-043-TRNG; Line item 2021-12
.pBfojiy.filtioilrand,Riaponse•UrirriannedAtrcieft ' '. . ' ' "..': : .'-', :, . ' •••••••.: • : .. '.*:....; :• .,:.• •••• : • ...
I
1- 1
. dioNt2.Aviat.loogquip* ' ,..... , .. '•,: .- ;• .• . •. : ...__ .: . : • ..* .,.:.. • .. .;:-.
-„mii - qg,4004114 -,-.ioir..-ii' , .., --z..T..!..-;.,4,i..,•',..:',14:•ct.,•v.:sp.4:;..1-.17.7•=..-iti...:07.::•:.,,:;;,0I:-...:',:.',F-.,:,,,?;:i:?...f,-,,,..?A. :',i'i4...:,-....,.;,,....;-:.:,.-,'..,F.,1
',4,0044003/40).?*6-iic.iii0:0-W-"'..'1.:-.4iiik. : .74.044:04it,ifrii,ii-:,it?i5.,..)ti?';',:t-).•:33::Ii.f.:1:ii:t.;,:7..:!:;i•i':;.:i'fi,;.';',c1--.*:i,;:Fi
•
i 1
:,.. e.il-., . - Obiiscro4octioox -- , •• hifp.-kitis.tro*oir: watistii914.-tat#00
liNiiiitik#41' ' ',4.triik*OF:40.4-?°- ' il '
owyon•alipi,
-;P.:,-ir• f4.
- - 1111 ' . '
'''7,':,:.iiiTr.j.4iz)-4',.. ..., •A:, -;
Intelligence and information Sharing -1 & I - Fusion Center
Operations; AEL #21GN-00-CCEQ; 0.41-IW-01-1N1-1W; 1317-00-
INTL, 131T-00-ALRT; Line Item 2021-03
1
$270,000.00
$270,000.00
3
32 14
I Cross Cutting - Operational Coordination (EOC
• Enhancements); AEL #21GN-00-OCEQ, 06CP-05-VCON, 06CP-
01-PORT, 04MD-03-OISP, 04HW-01-HHCD 05PM-00-PTCH,
08CC-03-SATP, 08CC-03SATB, 06CC-04-SADS, 06CC-01-
CELL, 14SW-01-PACS, 14CI-00-COOP, 21GN-00-INST, 041-1W-
01-CABL, 04HW-01-INHW and 21GN-00-INST; Line item 2021-
07
1
5505,600.00
$ s05,600.00
�1
6
Mitigation - Community Resilience (Citizen Corp/CERT); AEL
#21GN-00-CCEQ, 04AP-08-SIMS, 06CP-01-PORT; Line item
2021-08
1
$497,893.00
$497,893.00
7
Mitigation - Long Term Vulnerability Reduction
(Maintenance/Sustainment of Equipment); AEL #21GN-00-
MAIN; Line item 2021-09
1
$148,750.00
$148,750.00
7
TOTAL EQUIPMENT
Hiring of futi-tirne or part-time staff or
contractors/consultants: to assist with the management of
the respective grant program; application requirements, and
com fiance with reporting and data collection requirements
EXPENDITURES
$10.400.353.00
M&A Salary Personnel, Line item 2021-17
1
$510,500.00
$510,500.00
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 Backfit" 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
M&A Travel, Line item 2021-17
1
$20,000.00
$20,000.00
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, Line item 2021-17
1
$20,000.00
$20,000.00
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.
Recurring Expenses, Line item 2021.17
1
$10,000.00
$10,000.00
$14,012,000
TOTAL AWARD EXPENDITURES
32
ATTACHMENT S
SCOPE OF WORK
Sub -Recipients must comply with ail the requirements in 2 C.F.R. Part 200 (Uniform Administrative
Requirements, Cost Prtnciplee, and Audit Requirements for FederalAwards).
Funding fa provided to perform eligible activities as identified in the Domestic Homeland Security —
Federal Emergency Management Agency National Preparedness Dfreotorate Fiscal Year 2021 Homeland
Security Grant Program (HSGP), consistent with the Department of Homeland Security StateStrategy.
Eligibly activities are outlined in the. Scope of Work for each category
i. issue: and Project Description —
tssue 46: 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
Adminisfrative.Ageney, 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 msnagernent and administration of these funds ensures that each project
listed -will be fulfilled, or partially fulfilled, more efficiently While remaining (n compliance with the
DHS. Federal Fiscal Year2021 Homeland Security Grant Program Guidanee,
tt. Categories and Eligible. Activities
P Y 2021 allowable costs are 'divided into the following categories for this agreement: Planning,
Organlxationel, 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
HSGPfunds may be used fora range of emergency preparedness and management planning
activities such as.those assodiated .with the development, review, and revision of the THIRA, SP.R,
continuity of opOratione.plans, and, other planning ectivities that sgpportths Goal and placing en
emphasis on updating and maintaining a current EOP that content to the guidelines oittifnad in. GPG
101 v.2.0.
e Developing hazardlthreat-specific annexes that incorporate the range of prevention,
protection, response, arid recovery activities;
e Developing acid implementing homeland security Support programs and adopting DHS/FEMA
national initiatives;
• Developing related terrorism -and other catastrophic event prevention activities;
o Developing and enhancing planetoid protegels;
• Developing or conducting assessments;
o Hiring of full -or parteime staff or oontreci/consultants to assist with planning activities (Trot for
the purpose of hiring public: safety personnel fulfilling traditional public safety duties);
Q Materials required to conduct planning activities;
Q Travel/per diem rented to planning activities;
a Overtime and backflll costs (in accordance with operational Cost Guidance);
m leeuance of 1nlHTI-compliant Tribal identification card;
• Activities to achieve planning Inclusive of people with diisabitities and others with access and
functional needs;
.4, Coordlriatiott with Citizen Corps Councils for nubile fnforrnation/eduoation and development of
voluntear programs;
e update governance structures and processes and plants for emergency communications;
• Development, and review and revision of continuity of operations plans_,
• Development, and review and revision: of the THIRA/;PR continuity of operations plans; and
• Activities to achieve planning inclusive of people with limited English proficiency.
38
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;
• 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 Nattos\al Special Security Event;
• Migrating online services to the ".gov" Internet domain; 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 5
U.S.C. § 809(a), HSGP and UASI funds may be used to hire new staff and/or contractor
positions to serve as intelligence analysts to enable informatics/Intelligence sharing
capabilities, as well as support existing intelligence analysts previously covered by HSGP or
UASI funding, See e U.S.C. § 809(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 fora minimum 0 two years either in a
federal intelligence agency, the military, or state and/or local Iaw enforcement
intelligence unit,
Intelligence Analyst Activities Attawabte Costs (HSGP and UASI)
All fusion center analytical personnel must demonstrate qualifications that meet or exceed
competencies Identified 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.
States and Urban Areas must justify proposed expenditures of HSGP or UASI funds to support
organization activities within their IJ submission, All SAAs arc 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 Glee) 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 (i.ETP) Activities Allowable Costs (HSGP and UAW)
39
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, real-time crime analysis centers and DHS intelligence,
operational, analytic, and investigative entities;
• implementation and maintenance of the Nationwide SAR initiative, Including training for front
line personnel on identifying and reporting suspicious aotivltiee, tips/feeds, and online/social
media -based threats, as well as the execution and management of threat assessment
programs to Identify, evaluate, and analyze indicators and behaviors Indicative of terrorism,
targeted violence, threats to life, and other criminal activity;
• Management and operation of activities that support the execution of the intelligence process
and Fusion centers, including but not limited to: Fusion Liaison Officer (FLO) programs,
security programs to protect the facility, personnel, and information, and the protection of
privacy, civil rights, and civil liberties.
• Implementation of the "If 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,
o Note: DHS requires that ail 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;
• Building and sustaining preventive radiological and nuclear detection capabilities, including
those developed through the Securing the Cities initiative; and
• Integration and interoperabillty of systems and data, such as computer aided dispatch (CAD)
and record management systems (RMS), to facilitate the collection, evaluation, and
assessment of suspicious activity reports, tips/leads, and online/social media -based threats.
Organizational activities under FISGP and UASI 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:
• Sackflll 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;
40
• 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 activitlees in coordination with CSP;
• National Terrorism Advisory System;
• Designated Netionai Security Events;
• Special Event Assessment Rating (SEAR) Level 1 through 4 Events
• States of Emergency;
• National Critical Infrastructure Prioritization Program (NCIPP);
• Directed Transit Patrols; end
• Operational Support to a Federal Agency.
Operational Overtime Requests:
• Except for en 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.
• Ali operational overtime requests must oleerly explain how the request meets the criteria of
one or more of the categories listed above, Requests must address the threat environment as
it relates to the event or activity requlring 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 anotherfedera) source.
• States with UASi jurisdictions can use funds retained at the state ievel•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 -rink
urban area.
• FEMA will consult and coordinate with appropriate DHS components as necessary to verity
Information used to support operational overtime requests.
Personnel Costs (HSQP anct LIAM)
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 interoperabllity coordinators (SWIC).
Sub -Recipients should refer to Information Bulletin No. 421 b, Clarification on the Personnel
Reimbursement for Intelligence Cooperation and Enhancement of Homeland Security Act of 2008 (Public
Law 110-412 -- the PRICE Act), October 30, 2019. 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:
• Wring. State and local entitles may use grant funding to cover the salary of newly hired
personnel who are exclusively undertaking allowable DHS)FEMA grant activities as specified
41
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 weekry 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.
• Backfi11 Related Overtime, Also called "Overtime as 13ackflll," 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 OHS/FEMA-approved
activities outside their core responsibilities. Neither overtime nor backfill expenses are the
result of en 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.
Organization (OPSG)
Personnel Costs: 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 regulatipns).
Up to 60 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 request of a recipient
or Sub-13ecipient, the FEMA Administrator (or designee) may waive the 50 percent personnel cap,
Waiver decisions ars 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 formal OPSG personnel waiver request shcuid:
• Be on official letterhead, Include a written justification, and be signed by the local jurisdiction.
• Include a budget and method of calculation of personnel casts 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 ail 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. Applicents,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,
Operational Overtime Cosh. 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
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,
42
• 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 1=ederaf
regulations.
• All overtime expenses under OPSG must be reasonable for the services rendered and
conform to the non-federal entity's established written policy, which must apply to both
federally funded and non-federailyfunded activities and comply with the otherappileable
requirements under 2. C.F.R. §. 200.430-200.431.
• The non -:federal' entity may not utilize OPSG funding to pay for an eimpioyee's overtime hours
or pay that exceeds 16 hours wad i'n any 24-hour period.
Temporary or Term Appointments
• Sub -Recipients may utilize temporary or term appointments to augment the lew.enfoccement
presence on the borders. However, applying funds toward hidnc full-time.or permanent sworn
.public safety..officers isuna)lowable.
• OPSG-16nded temporary or terrn appointments may not exceed the approved period of
performance..
e For OPSG purposes, temporary appointments are non -status appointments fair less
than- one .yeer.
o For OPSG purposes, term appointment& are non -status eppointmenis for. one year,
extendable for one year as necessary.
.• °PSGfunding for te►imperery+ or term appointments may pay for salary only. Oenetits are not
allowable expenses for term or ternpor2ry employees.
OPSG remains a nen-hiring program,. Appropriate .uses of temporary or term appointments
Include;
To carry out specifio enforcement operations work for ongoing OPSG-funded petrels
throughout the Sector Area of Operatiofl
• To staff operations of limited duration; such as OPSG-enhanced enforcement patrols
targeting specific locations or criminal. activity; and,
• To fill °PSG. positions in activities undergoing transition or personnel .shortages and
local backfill pdficies (medical/miiitary.deptoymentel.
• OPSG term end temporary eppeintments must have all necessary certifications and training
to enforce state and local laws, °PSG funciewill not be used to train or certify term or
temporary appointments except as otherwise staid in the °PSG section of the
Preparedness GYants.Mianual andlthe HSGP NOFO.
Q. In addition to these terms Sub -Recipients must follow their own applicable policies and
procedures regarding temporary or term appointments.
Unallowable Costs (OPSG)
OPSG unallowebte.costs inoIude costs assoctated with evidence collection, arrest processing,
prosecution, and Traffic/DUI checkpoints, such as evidence dozumeetatian camerae, fingerprinttrg
supplies,. alcohol breathalyzers, portable worts lights, traffic barricades, and sfmilarlaw enforcement
expenses. Additional unallowable costs also: include costs assooiatad with staffing and general'IT
computing equipnnentand hardware, such es personal computers, faxes, copy, machines, modems;
eto. OPSG is not intended as a hiring program. Therefore, applying:funds toward hiring full-time or
permahent.swom public safety officers. is unallowable. °PSG funding shall not be used.to supplant
inherent routine patrolsand law enforcement op.eratione:ar activities not directly related to providing
enhanced coordination between local' and fadefial.faw enforcement agencies, Finally, construction
andiorrenovatien costs,,and exercise expenses are prohibited under OPSG.
C. Allowabio Exercise Related Costs
Exercises conducted with grant funding should be managed and conducted consistent with HSEEP,
HSEEP guidance far exercise el sign, development, conduct, evaluation, and: improvement planning
is located at(trt ty.tema.yo4'/4msraencyrnenaaers/netiocei-oranaredrteseexerciseslits :
43
• Design, Develop, Conduct, and Evaluate an Exercise
• Full or part-time staff or contractors/consultants
• Exercise Planning Workshop
• Full- or part-time staff or contractors/consultants
• Overtime and backfill costs, including expenses for part-time and
response personnel participating In DHSIFEMA exercise
• Implementation of HSEEP
• Activities to achieve exercises Inclusive of people with disabilities
functional needs
• Travel
• Supplies associated with allowable approved exercises
• Interopereble communications exercises
Additional Exercise information
volunteer emergency
and others with access and
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 Brent 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 capabilitles-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 Ares 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 exercises at 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 ail 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 entitles, defined as the private
sector and private non-profit, faith -based, community, participation in exercises should be
44
coordinated with the local Citizen Corps Councli(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-Reoiplent 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-
Reciplent 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 Diivision 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, !PC/MPG/FPO 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-Reciplent 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) Thorn 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 Bate:
Exercise Schedule:
Estimated Number of Participants that will be fed:
Estimated Cost for food/water:
Description of the Exercise:
ID. Allowable Training Related Costs (SHOP and UASI)
Allowable training -related costs under HSGP include the establishment, support, conduct, and
attendance of training specifically Identified under the HSGP and WASI 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 disabiilties and others who also have access or functlona! needs, should be identified
in the AAR/IP and addressed in the state or Urban Area training cycle, Sub-Reciplents 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 (ADOIE) model of instructional design.
• Overtime and backlit! for emergency preparedness and response personnel attending
DHS/FEMA-sponsored and approved training cfasses
• Overtime and backlit! 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 and others with access
and functional needs and limited English proficiency
45
• 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
• Interopsrable communications training
• Activities to achieve planning inclusive of people with limited English proficiency
• Immigration enforcement training
Additional Training Information
Per }DHS/FEMA Grant Programs Directorate Policy 113 43/ Review and Approval Reelulremenfs far
Training Courses Funded Through Preparedness. Grants, issued on July 19, 2018, states, territories,
Tribal entities and high -risk urban- areas are.nolonger required to requeet approval from FEMA for
personnel to attend non -DNS FEMA training as long as the training is coordinated with and approved by
the state, territory,, Tribal or high -risk urban area Training Point of Contact (TPOC) and fells within the
FEMA mission scope and the jurlsdlction's Emergency Operations Plan (EOP): The only exception to this
policy ia.for Countering Violent Extremism courses. DHS/FEMA will conduct periodic reviews of all state,.
territory., and Urban Area training funded by DHS/FEMA. These reviews may include requests for all
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-lecipfents 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
oars facilitate the process, SAAs acid TPOGs are encouraged.to review the NTt £/ f espondor rraitiing
Lnrnre/vpfrrtsnf Center (RTDC)website.
DHSIFEMMA Provided Training. These trainingsinclude programs or courses developed for and
delivered by institutions and organizations funded by DNS/FEMA. This includes the Center far Domestic
Preparedness (COP), the Emergency Management Institute (EMI), and the National Training and
Education tDivision's (NTED:) Training Partner Programs (TPP), TPP includes the Center for Homeland
Defense and Security, National Domestic Preparedness Consortium (NDPC), Rural Domestic
Preparedness Consortium (RDPC), and training partners through 'the Continuing Training Grants
program.
Approved State and Federal Sponsored Course Catalogue, This catalogue lists state and Federal
sponsored courses that fall.withln the DHS/FEMA mission scope and Nava been approved through the
FEMA course review and approval process. An updated version of this catalog can be accessed at:
www.flrstrespondertraining.gov.
Training Not -Provided by DPISIFEMA. 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 fail within the DFHS/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 andior 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'Pubilc 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 ants
46
of terrorism or catastrophic events. in addition, States, territories, Tribes, and Urban Areas
are encouraged to incorporatethe private sectorin government -sponsored training and
exercises.
Additional information on both DHS/FEMA provided training and other federal and state training can be
found at: www,firstreepondertraininepeov.
Training information Reporting System ("Web -Forms"). Web -Forms is en electronic form/data
management system:bulit 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 2021 HSGP,
however, the system remains available and can be accessed through the FEMA Toolklt located at
ettee:l/w ei etresponderfrainenq.00v/fit/ in order to support grantees in their own tracking of training
deliveries.
FDEM State Training Office Conditions: For the purpeses of thls. Agreement, any training course listed,
on the DHS approved oourse catalog qualifiesas an authorized course. The Sub -Recipient can.
successfully complete an authorized course either by attending or conducting that course.
• in order to receive payment for successfully attending an authorized training course, the Sub -
Recipient rnust 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.
O in order the receive payment for successfully conducting an authorized course, the Sub -
Recipient must provide the Division with the cotrrsa.meteriats 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 conductthe course."
• For curaesthat are non-DHS approved training, Sub -Recipient must request approval to
conduct training through the use of the Npn-TED Form end 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,
• The number of participants must be a minimum ale in order to iustffy the cost of holding a
course. For questions regarding adequate number of participants piease..contaet the FDEM
State Training Officer for course specific guidance, Unless the sue -Recipient receives
advancer rltten approval from the State Training Officer for the number of participants; then
the Division will reduce.:the arnount authorized for reimbursement on a pro-rata basis for any
training with fess than 15 participants.
• The.Sub-Recipleet must include with: the reimbursement package a separate copy of the
page(&) from the State (and County or Regional) MYTEP reflecting the training,
E. Allowable Equipment Related Costa (SHGP and UAW)
The 21 allowable prevention, protection, mitigation, response, and recovery equipment categories for
HSGP are listed on the Authorized Equipment last (AEL). The AEL is available at
hag„s://w rw:fema.govlaeth,orieedeectuipmetit-lief. Some equipment items require prior approval from
DH-HS/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
necessery,.Unless otherwise stated, all equipment must meet all mandatory regutatoryandlor
DHS/FEMeeadopted standards: to be eligible for purchase using these funds:: in addition, recipients
will be responsible for:obtaining and maintaining all necessary certifications and licenses for the
requested equipment.
47
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 perladic 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, goads, and supplies ("tihe 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-Reciplent 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 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)
OPSG equipment Is intended to be incidental to the enhanced border security operations being
performed. The grant Is not intended to be used to outfit or supply general equipment to SLTT
law enforcement agencies, Equipment must be relatable to and justified by the operational
benefit It will provide.
• Equipment Marking, Because equipment purchased with OPSG funding is intended to
be used to support OPSG activities, It may be appropriately marked to ensure its ready
identification and primary use for that purpose, When practicable, any equipment
purchased with OPSG funding should be prominently marked as follows;
"Purchased with DHS funds for Operation Stonegarden Use"
fa 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 vehicles and other mission -specific equipment
whose primary purpose is to increase operational capabilities 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 Ili 438,
48
I . Unallowable Costs (HSGP, UASI and OPSG)
s 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 IONS/FEMA,
Grant funds must comply with IS 426 and may not be used for the purchase of the following
equipment: firearms; ammunition; grenade launchers; bayonets; or weapontzed aircraft,
vessels, or vehicles of any kind with weapons Installed,
e Unauthorized exercise -related costs Include:
a 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. Regional Border Projects (OPSG)
Subrecipients are encouraged to prioritize the acquisition and development of regional projects
on the borders to maximize intercperability and coordination capabilities among federal agencies
and with state, local, and tribal law enforcement partners. Sueh regional protects include:
• Communications equipment:
• Radio systems and repeaters
• Integration with regional intelligence and information sharing effort (Le. fusion centers)
o Intelligence analysts
e Situational Awareness equipment:
o License Plate Reader Networks
o Visua! detection and surveillance systems
o Sensor Systems
o Radar Systems (for air and/or marine incursions)
o Aircraft systems (manned or unmanned)
H. Critical Emergency Supplies (SHSP and UASI)
Critical emergency supplies, such as sheaf stable products, water, and medical equipment
and supplies are an allowable expense under SI-fSP and UASI. Prior to the allocation of grant
funds for stockpiling purposes, each state must have f3HS/FEMA's approval of a five-year viable
inventory management plan, which should include a distribution strategy and related
sustainment costs if planned grant expenditure Is over $100,000.00.
If grant expenditures exceed the minimum threshold, the five year inventory management
plan will be developed by the recipient and monitored by FEMA. FEMA will provide program
oversight and technical assistance as it relates to the purchase of critical emergency supplies
under UASI. FEMA will establish guidelines and requirements for the purchase of these
supplies under UASI and monitor development and status of the states Inventory
management plan.
1, Construction and Renovation (SHSP and UASI)
Project construction using SHSP and UASI funds may not exceed the greater of $1,000,000 or
15% of the grant award, For the purposes of the limitations on funding levels, communications
towers are not considered construction.
Written approval must be provided by DHS/F MA prior to the use of any HSGP funds for
construction or renovation, When applying for construction funds, recipients must submit
evidence of approved zoning ordinances, architectural plans, and any other locaiiy required
planning permits. Additionally, recipients are required to submit a SF-424C form with budget
detail citing the project costs.
49
Recipients using funds for construction projects must comply with the Davis -Bacon Act (codified
as amended at 40 U.S.C, §§ 3141 et seq.), Recipients must ensure that their contractors or
subcontractors for construction projects pay workers no Less than the prevailing wages for
laborers and mechanics employed on projects of a character like the contract work in the civil
eubdivlsion of the State in which the work is to be performed.. Additional information regarding
compliance with the Davis -Bacon Act, including iDepartment of Labor (DOL) wage
determinations, is available online at Detpsliiwww.dei goyfv lgcarceafirar'rsidlera.lat 2.
J. Communications Towers
When, applying for funds to construct communication towers, subrectpients must submit
evidence that the Federal Communication Commission's Section 106 of the National Historic
Preservation Act, Pub. L No. 85-665, as. amended, review process has been completed.
K. Disposition
Men 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
awerding agency, except as othenivise provided in Federal statutes, regulations, or Federal awarding
agency disposition instructions, the Sub -Recipient must request disposition instructions from FDLM
Office of Domestic Preparedness and the State Administrative a Agency will request deposition
instructions from Federal awarding agency'as required by the terms end eondittieri of the Federal
award, The Sub -Recipient shall nottfythe Ft)EM Office of Domestic Preparedness ea 2555 Shumard
Oak Blvd., Tallahassee, Florida 3239:9 one (1) year in advance of the_expiration of the equipment's
posted shelf -life -or normal life expectancy or whenit has been expended. The.Sub-Recipient shall
notify the POEM immediately if the equipment. is destroyed, lost; or stolen.
L. Requirements foe Small Unmanned Aircraft System (S14SP, UASL, and OPSC)
All requests to purchase Small Unmanned Aircraft Systems (SUAS) with. FEMA grant funding must
comply with 18 428 anc IB 438 and. include a description of the policies and procedures in plaoe to
safeguard individuals' privacy, civil rights, and civil liberties of the jurisdiction that will purchase, take
title to or otherwise usathe.SUAS equipment.
M. Acquisition and Use of Technology td Mitigate UAS (CotrrstereUAS)
Prior to the testing, acquisition, installation,.or use of UAS detection and/or mitigation systems,
entities Should seek the advice of counsel experienced with both federal and state criminal,
surveillance, and eonimunicatlons taws. Subrecipienta should conduct their own legal and
technical analysis of each UAS detention andlor mitigation system and should not rely solely on
vendors' representations of the systems' legality or functionality. For further information please
see the DHS press release onthis topic, hopslfwwWd'ns.govinewsi }20108f17/interagc ngy-
issues- adVisoiy-use-teofinotov-rtr?tect-and-rtiiticii te-unmanned-aircraft,
N. FiratNet
FlrstNet provides public eafety entities with mission -critical broadband data capabilities and
services including, but not limited to messaging, linage sharing,.video streaming, group text,
voice, date storage, application, location. -based services, and Quality of Service, Priority, and
Preemption. Public. safety entities seeking to enhance their operational capabilities using.
broadband technology may seek grant funding from appropriate programs to support the
fallowing:
• planning foriategration of Information technology (IT) infrastructure, software, and site
upgrades necessery•to connect to FlrstNet
• handheld broadband devices including smarlphones, feature phones, tablets,
wearables, push-totalk (PTT) devices
e Vehicle -mounted or otherwise field operated data devices, such as ruggedized laptops
Network access devices, including pertable Wi-Fi devices, Universat Serial Bus (U e4
modems/dongles, trunk -mounted modems, routers
50
ffi Customer -Owned and Managed (CORM) broadband deployable equipment, enabling
public safety to own and dispatch coverageexpansion or capacity enhancement
equipment within their jurisdiction
• Broadband device necessaries that enable -efficient and safe public safety operations
such as headsets, belt dips, earpiecee, remote Bluetooth sensors;, ruggedized cases
• Subscriber Identification Modules. (SfMs)/tJniversa! Integrated Circuit Cards (UICCs) to
alfow public safety users to update existing devices to operate an public safety
prioritized services
• One-time pierchase and su bscription-based applications for public safety use Which
could include, among several other options, enterprise mobility management (EMM),
mobile device management (MDM), mobile Virtual Private Network (VPN), identity
services, or cloud senrice tools
Sub -Recipients must be coordinated with the Statewide interoperability Coordinator(SWIC) and
FirstNet on the planning, deployment timelines, and operational availability of the network
deployment within* a specific state or territory end to ensure that project dose not conflict with
network plannine.efforts and.compljes with all technical requirerneritS. FirstNet requires
participating agencies to demonstrate a subscription to public safety -.prioritized broadband
services to purchase FirstNet broadband devices, or applications. FEMA 'Information Bulletin (8)
#386 has been rescinded by prior NOFOs and remains rescinded as the technical requirements
and nationwide network architecture has been developed, and FirstNet is operational.
Subrecipients; however, rriust coordinate with FirstNet in advance of any strategic acquisition of
broadband LT.E,equipment to ensure that purchases erlhem to all applicable standards for public
safety entities.
O. SAFECQM
Emergency communications systems and equipment must meet applicable. SAFECOM
Guidance. Sub -Recipients must be coordinated.with the SW1C and the State lnteroperabillty
Governing Body (SLOB) to ensure interoperability and long-term compatibility.
P,. Cybersecurity
Sub -Recipients roust use HSGP funds for cybersacurity projects thatsupport the security and
functioning of critical infrastruoture and.core capabilities as they relate to terrorism preparedness
and may sirnultarieousty support enhanced preparedness for other hazards unrelated to acts of
terrorisrn,
Q. Law. Enfar'cenient Readiness (SFHSP,, BASIL and OPSG)
()PSG grant funds may be used to increase operational material, and technological readiness
of SLTT 'leer enforcement agencies. The Delegation of ImmigratioreAuthority, Section 237(g) of the
Immigration and Nationality Act (INA) program allows -a state or local law enforcement entity to enter
into a partnership with iCE, under a joint Memorandum of Agreement 0110A), to receive delegated
authority for immigration enforcementwithih their jurisdictions SHSP, UASI, or °PSG grant funds
May be regl.tested and may be approved on a case -by -case basis for immigration enforcement
training in supporC.of the border security mission. Requests for training -will be evaluated. on a case -
by -case Petrie and can only be used for certification in the section 287(g) program provided, by
DHSiiCE. SHSP,. tJASI, or °F'SG Sub -Recipients with agreements. under erection 287(g) of the'
Immigration and Nationality Act (S tJ.S.C. § 1357(g)) to receive delegated authority forimmigration
enforcement within their jurisdictions may also be reimbursed for section 2S7(g) telated.operational
activities with approval from FEMA on a case•by-ease basis, For OPSG, Sub -Recipients must be
authorized by USBP Headquarters and Sectors, slid operational activities must be coordinated
through a US13P Sector.
Pv, ftMMaintenence and Sustatnment (SHSP, UASI, and ()PSG}
The use of DHS/FEMA preparedness grant funds for maintenance contracts, warranties, repair or
replacement costs, upgrades, and user fees are allowable, as described in FEMA Policy FP 205-4Q2-
125-1 under all active and future grant awards,. unless otherwise noted. Except for mairtenaece {mans
51
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 pro}acts 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 FrrMA's I13 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 matntenance end sustalnment costs which must
be in (1) direct support of existing capablilties; (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 grantor any other source of
funding other than DHS/FEMA preparedness grant program dollars,
S. Management and Administration (M&A) (HSGF & UJASI)
Management and administration (M&A) activities are those directly relating to the management and
administration of FfSGP 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.
Allowable M&A activ{ties include.
Hiring of full-time or part-time staff or contractors/consultants:
o To assist with the management of the respective grant program.
o To assist with application requirements,
o To assist with eompilance reporting and data collection requirements.
Management and Administration (M&A) (OPSO)
Management and administration (M&A) aotivities 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
friendly forces may retain funding 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 -Recipients under OPSG. In other words, friendly forces are entitles 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.P.R. Part 200.
1. 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,
• Subreciplent's 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.
52
The Division shall pre -approve all scopes of work for projects funded under this agreement.
Additionally, the Sub -Recipient shall not execute a piggy -back contract unless their local written policy
allows for piggybacking, and 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 'Term 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 InforreatIon from a state term contact vendor for commodities or contractual services
available an a state term contract from that vendor. Use of state term contracts is mandatory for
Florida agencies in accordance with section 287.056, 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 coat -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 267.442(16), Florida Statutes, as implemented by Rule
60A-1.046, 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 focal education agencies or institutions of higher education) may
participate in the GSA Cooperative Purchasing Program. ). Refer to the appropriate GSA Schedule
for additional requirements.
U. Piggybacking
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 Subrecipient's
written procurement policy must be submitted to the SAA and must allow for piggybacking. The
existing contract must contain language or other legal authority authorizing third parties to make
purchases from the 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.
Sectlon 216.971, 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.
53
• 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.
fl 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 unobiigated 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,
V. Unique Entity identifier and System for Award Management (SAM)
Sun•Recipients for this award must:
• Be registered in SAM;
• Provide e valid DUNS number; and -
• Continue to maintain an active SAM registration with current information at ail times during
which it has an active federal award.
W. 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 reports) is delinquent, future financial reimbursements will be withheld until the
Sub -Recipient's reporting Is current.
• If a report goes three (3) consecutive quarters from date of execution without the
Sub-Reclpient reflecting any activity and/or expenditures it will result in the issuance
of a noncompliance lefter, end a written Justification must then be provided.
o Based on the SAA's determination, the Sub-rectpient will have 30 days to
submit a letter of appeal to the SAA/FNSA.
o Subreclplents will only be allowed one opportunity to appeal,
o if the appeal Is denied, or if there Is no response to the notification of
noncompliance, the Sub -recipient's funds will be terminated.
• If a report goes four (4) consecutive quarters from date of execution without the Sub -
Recipient reflecting any activity and/or expenditures it will result in termination of
the agreement,
54
Pro p mmetic Reporting Schedule
ReportirigPeriod
Re ort due to FDEM no later than
Januar i throe h March 31
April 30
A ril 1 through June 30
July 31
July 1 throu h Se tember. 30
October 31
October 1 through December 31
January 31
2. Programmatic•ReportIng- Biannual Strategic Implernsntat;ion 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
(GRT)telos://wwW.r.geortinceodp,qhs.gov. hs.gov. Thereporting periods are January 1-June 30and
July 1-December 31. Data entry is scheduled for December 1 and June 1 respectively. Future
awards and reimbursement may be withhetd if these reports are delinquent.
3. Reimbursement Requests:
A request for reimbuissement.may be sent to your.grant manager for review and approvai at any
time during the 'cent ct 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.shouid Include the category's corresponding line item
number In the "Detail of Cfairtis" form. This number can be found in the "Proposed Program
Budget". A fine 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.
5. Administrative iioseout
An administrative closeout May be conducted when a recipient le not responsive to the Division's
reasonable efforts to. collect required reports, forms, or ether documentation needed: to complete
the standard ward and/or closeout process. FDEM will make three written attempts to collect
required information before initiating an administrative closeout..lf an award is acfmir'istrst'ively
closed, FDEM may .decide to impose remedies for noncompliance pert G.F.R. § 200, 3.35,
consider this information in reviewing future award applications, or apply .specietconditions to
existing or future. awards.
X. Period of Performance (POP) Extensions
Extensions to the period of performance identified in the. agreement are allowable under limited
circumstances and will only be considered through formal, writtee requests tethe SAA. Alt. extension
requests must contain specific and Compelling justifications as to why an extension is required, and
must address the following:
1. The grant program, fiscal year, and.agreement number;
2. Reason for the delay—includingdetails of the legal, policy, or operational challenges that
prevent the final expenditure of awarded funds by the deadline;
3. Current status of project activity;
4. Requested POP termini Eton date and new project completion date;
S. Amount of funds reimbursed to date;
55
6, Remaining available funds;
7. Budget outlining how the remaining funds wig be expended;
8. Plan for completion, Including milestones and timeframes for achieving each milestone
and the position or person responsible for implementing the plan for completion; and
9. Certification that the activity(ies) will be completed within the extended POP without any
modification to the original statement of work, as described in the investment Justification
and as approved by FEMA,
Extension requests are typically granted for no more than a six-month period, and will be granted only
due to compelling legal, policy, or operational challenges. Extension requests will only be considered
for the following reasons:
• Contractual commitments by the recipient or subrecipient with vendors prevent completion
of the project within the existing POP;
• The project must undergo a complex environmental review that cannot be completed
within the existing POP;
• Projects are long-term by design, and therefore acceleration would compromise core
programmatic goals; or
• Where other special or extenuating circumstances exist.
Y. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Chanda Jenkins
FDEM
2555 Shumard Oak Blvd,
Tallahassee, FL 32399-2100
(850) 815-4342
ChandaJenkins@em,myflorida.com
Amy Garmon
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850) 815-4366
Amy.Garmon@em.myflorida.00rn
Z. Contractual Responsibilities
• The FDEM shall determine eilgibility of projects and approve changes in Scope of Work.
• The FDEM shall administer the financial processes.
AA. Failure to Comply
• 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,
eapabilities-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, organizatfen,
equipmentetraining, 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 limitationd of this Agreement, the Division shall reimbUrse
the Sub-Recipitant for the actual coetof successfully completing Pienning activities consistent with the
guidelines contained in the Comprehensive Planning Guide CPG 101 v,2. For additional information,
please see 1)(tyllwviv,fernacieviedflaboLiydivisiolpinntigE5 101 Ve.pdf or grant guidance (Notice Of
Funding..Opporturtity). 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 (SPFl),
and other planning activities that support the National Preparedrress„Goal (NPG) and place an emphasis
oh updating:and maintaining a current Erneigeney Operations Plan (EOP) are eligible. The Sob -Recipient
can suctessfully 'complete a planning ectivity.either by creating or updatipg such pien(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 Analyste, Overtime
and Operational Overtirne,
Exercise Detiveyabie: Subject to the funding limitationeof this Agreement, the Division shag reimburse
the Sob -Recipient for the aptual cost of successfully completing an exereise„Which meets the Department
of Homeland Security Homeland Security Exereise anclEvaluation Program (HSESP) standards and is
listed in Aythe State of Florida Multi -Year Training & Exercise, Plan (MYTEP), and B) County or Regional
TEP for the region in which the SubaReciPlent is geographically faceted. Information related to TEPs and
HSEEP compliance danbe found online at: fattes;//www.ille.dlie.gev/hsaea. for the purposes al this
Agreement, any eXercise which. is compliant with HSEEP standards and contained in the State of Florida
Mr-EP qualifies as an authorized eetercise. The SubeRecipient can successfully completean authorized
exerciseeither by attending or conducting thet.exercise.
Training Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse
the SubAeciplent for the actual cost of Successfully completing training course Heed on the
Department of Homeland Security (DHS) approved course .cataidg. For non-DHS approved courses the
SebaRecIplent shall obtain advance FDEM approval using the Non-TED farm by contacting their grant
manager. The DHS course catalog is.availeble repine at 12tp;Ltraining.femasievt. Forehe purpoeeerf
this Agreement, any training course listed on the DHS approved course catalog qualifies as an authorized
course. The Sub, -Recipient can successfullycompiete an authorized course either by attending or
conducting thateourse.
Equipment Deliverable! Subject to the funding limitations ofthis Agreement the Division Shall reimburse
the Sub -Recipient for the actutil cost of purchasing an item identified in the approved project funding
template and budget of this agreement end .listed on the DHS Authorized Equipment List (AEL), For the
purposes of this Agreement any item listed on the AEL quallfies.as an authorized item. The 21 allowable
prevention, protection, mitigation, response, and recovery equipment categories and equipment
standards fdi'HSCP are listed on the web-baSed version of the Authorized Equipment List (AEL) on the
Lessons Learned information System at htle1;!fibeta.fei-equiPrnent-list, in addition,
agencies will be responsible' for obtaining and. maintaining all necessary certifiCations and licensee for the
requested equipment.
57
i
Management Deliverable: Sullied to the funding (imitations of this Agreement, the Division shall
reimburse the Sub -Recipient for the actual cost for Management and Administration (M&A) 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.
ATTACHMENT 0
Program Statutes and Regulations
1) Ago Discrimination Act of 1975 42 U.S,C. § 6101 of seq.
2) Americans with Disabilities Act of 1990 42 U. S.C. § 12101-12213
3) Chapter 473, ,Florlda Statutes
4) Chapter 215, Florida Statutes
5) Chapter 252, Florida Statutes
6) Title VI of the Civil Rights Act of 1984 42 U.S.C. § 2000 et seq.
7) Title VI II of the Civil Rights Acts of 1988 42 U,S, C, § 3801 et seq.
8) Copyright notice 17 LJ.S.0, §§ 401 or 402
9) Assurances, Administrative Requirements, Cost Principles, Representations and Certifications
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. Part200, Subpart E
13) Energy Policy and Conservation Act 42 U.S,C, g 6201
14) False Claims Mt 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.G. § 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 Sotid Waste Disposal Act
20) Terrorist Financing Executive Order 13224
21) Title IX of the Education Amendments of 1872 {Equal Opportunity in Education Act) 20 U, S.C. §
1681 et seq.
22) Trafficking Victims Protection Act of 200022 U.S.C. § 7104
23) Rehabilitation Act of 1973 Section 504, 29 U,S.C, § 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
59
ATTACHMENT t=
JUSTIFICATION OF ADVANCE PAYMENT
SUB -RECIPIENT:
If you are requesting an advance, Indicate saute by checking the box below.
1 ADVANCE :REQUESTED
Advance payment of $ - is requested. Balance of payments will ba made on a reimbursement basis, These
ft ads 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 CATEGORY/LINE ITEMS
(list applicable line Items)
Fiscal Year 2021 Anticipated Expenditures for
First Three Months of Contract
Fpr example
ADMINISTRATIVE COSTS:
For example
-
PROGRAM EXPENSES:
TOTAL EXPENSES:
LINE ITEM JUSTIFI ATION (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, but
is not limited to the following: quotes for purchases, delivery timelines, salary and expense projections, 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 expanded within the first ninety (90) days of the
contract term shall be returned to the Division Cashier, 2655 Shumard Oak Boulevard, Tallahassee, Florida
32399, within thirty (30) days of receipt, along with any Interest earned on the advance)
REQUESTS FOR ADVANCE fxAYMf NTS WILL SE CONSIDERED ON A CASE BY CASE BASIS*
Signature of Sub -Recipient Date:
Name and Title of Sub -Recipient
60
ATTACHMIENT 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. §§200.318 through 200.327).
¢uslness 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 she, from:
Monday to Friday 8)00am Ro 5;001Mm exciudtinq ho(Idays
Licensing and Permitting
All subcontractors or employees hired by the Sub -Recipient shelf have al! current licenses and
permits required for the particular work for which they are hired by the Sub -Recipient.
61
ATTACHMENT G
CERTIFICATION REGARDING
DEBARMENT, SUSPENSION, INELIGIBILITY
AND VOLUNTARY EXCLUSION
Subcontractor Covered Transactions
The prospective subcontractor, , of the
Sub-Raclpient certifies, by submission of this document, that neither it, its principals, nor Its affiliates are
presently debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded, or
disqualified from participation in this transaction by any Federal department or agency,
By;
SUB -CONTRACTOR:
Signature Sub -Recipient's Name
Name and Title FDEM Contract Number
Street Address DI -IS Grant Award Number
City, State, Zip
Date
62
ATTACHMENT H
STATEMENT OF ASSURANCES
Ail 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. All Sub -Recipients must compiy with any such requirements set forth In the program NQFO.
Alf 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,
Ali 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 compiy with applicable provisions governing OHS
access to records, accounts, documents, information, facilities, and staff.
1. Sub -Recipient must cooperate with any compifance review or compliant investigation conducted
by the State Administrative Agency or OHS,
2, Sub -Recipient will give the State Administrative Agency, DHS or through any authorized
representative, access to and the right to examine and dopy, 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 acourate 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 compiy 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 tills award by the Sub -Recipient Is no
longer needed for the original project or program or for other activities currently or previously
63
supported by DHSIFEMA, you must request Instructions from FDEM to make proper disposition
of the equipment pursuant to 2 C.F.R, Section 200,313.
7. DHSIFEMA funded activities that may require an EHP"review are subject to FEMA'a
Environmental Planning and Historic Preservation (EHP) review process. This review does
not address all federal, state, and local requirements. Acceptance of federal funding requires
recipient to comply with ail federal, state, and iocat laws. Failure to obtain ail 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 wilt
immediately cease work in that area and notify the pas -through entity, if applicable, and
DHS/FEMA.
8. Sub -Recipient will comply with the applicable provisions of the following laws and policies
prohibiting discrimination,
a. Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination based
on race, color, or national origin (including limited English proficiency).
b. Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination
based on disability.
c, Title IX of the Education Amendments Act of 1972, as amended, which prohibits
discrimination based on sex in education programs or activities.
d. Age Discrimination Act of 1975, which prohibits discrimination based on age.
e. U.S. Department of Homeland Security regulation 8 C.F.R, Part 19, which prohibits
discrimination based on religion in social service programs.
ATTACHMENT I
MANDATORY CONTRACT PROVISIONS
Provisions:
Any contract or subcontract funded by this Agreement must contain the applicable provisions outlined in
Appendix ii to 2 C.F,R. Part 200. It is the responsibility of the sub -recipient to include the required
provisfons. The following is a list of sample provisions from Appendix 1l to 2 C.F.R. Part 200 that nei_et be
required:1
Appendix it to Part 200—Contract Provisions for Non -Federal Entity
Contracts Under Federal Awards
in addition to other provisions required by the Federal agency or non -Federal entity, all contracts
made by the non -Federal entity under the Federal award must contain provisions covering the following,
as applicable.
(A) Contracts for more than the simplified acquisition threshold, which is the Inflation adjusted
amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations
Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal
remedies in instances where contractors violate or breach contract terms, and provide for such sanctions
and penalties as appropriate.
(B) Ali contracts in excess of $10,000 must address termination for cause and for convenience by
the non -Federal entity including the manner by which it will be affected and the basis for settlement.
(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all
contracts that meet the definition of "federally assisted eonatruotion contract" in 41 CFR Part 60-1.3 must
include the equal opportunity clause provided under 41 CFR 60.1,4(b), In accordance wfth Executive
Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p.
339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal
Employment Opportunity," and implementing regulations al 41 CPR part 60, "Office of Federal Contract
Compliance Programs, Equal Employment Opportunity, Department of Labor."
(D) Davis -Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program
legislation, all prime construction contracts In excess of $2,000 awarded by non•Federai entities must
include a provision for compliance with the Davis -Bacon Act (40 U.S.C. 3141-3144, and 3146.3148) es
supplemented by Department of Labor regulations (29 CFR Part 6, "Labor Standards Provisions
Applicable to Contracts Covering Federally Financed and Assisted Construction"). in accordance wifh the
statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the
prevailing wages specified in a wage determination made by the Secretary of Labor. In addition,
contractors must be required to pay wages not lase than once a week. The non -Federal entity must place
a copy of the current prevailing wage determination Issued by the Department of Labor in each
solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of
the wage determination. The non -Federal entity must report all suspected or reported violations to the
Federal awarding agency, The contracts must also include a provision for compliance with the Copeland
"Anti -Kickback" Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part
3, "Contractors and Subcontractors on Public Building or public Work Financed In Whole or in Part by
Loans or Grants from the United States"). The Act provides that each contractor or Sub -recipient must be
prohibited from inducing, by any means, any person employed in the construction, completion, or repair of
public work, to give up any part of the compensation to which he or she is otherwise entitled. The non -
Federal entity must report all suspected or reported violations to the Federal awarding agency.
(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all
contracts awarded by the non -Federal entity In excess of $100,000 that involve the employment of
mechanics or laborers must include a provision for compliance with 40 U.S.G. §g 3702 and 3704, as
1 For example, the Davis -Bacon Act is not applicable to other FEMA grant and cooperative agreement
programs, including the Public Assistance Program or Hazard Mitigation Grant Program; however, sub -
recipient may include the provision in its subcontracts.
65
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 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 or transmission of intelligence.
(F) Rights to Inventions Made Under a Contractor Agreement. If the Federal award meets the
definition of "funding agreement* under 37 CFR §4012 (a) and the recipient or Sub -recipient wishes to
enter into a contract with a small business firm or nonprofit organization regarding the substitution of
parties, assignment or performance of experimental, developmental, or research work under that "funding
agreement," the recipient or Sub -recipient must comply with the requirements of 37 CFI, Part 401, "Rights
to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants,
Contracts and Cooperative Agreements," anct any Implementing regulations issued by the awarding
agency.
(G) Clean Air Act (42 U,S.C. §§ 7401-7671q.) and the Federal Water Pollution Control Act (33
U.S.C. 1251-1387), as amended —Contracts and subgrants of amounts in excess of $150,000 must
contain a provision that requires the non -Federal award to agree to comply with all applicable standards,
orders or regulations Issued pursuant to the Clean Air Act (42 U.S.C. §§ 7401-7671q) and the Federal
Water Pollution Control Act es amended (33 U.S.C. §§ 1251-1387). Violations must be reported to the
Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
(I-1) Debarment and Suspension (Executive Orders 12649 and 12689)—A contract award (see 2
CFR § '180.220) must not be made to parties listed on the governmentwide Excluded Parties List System
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that
Implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989
Comp., p. 235), "Debarment and Suspension." The Excluded Parties List System In SAM contains the
names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549,
(1) Byrd Anti -Lobbying Amendment (31 U.S.C. § 1352)--Contractors that apply or bid for an
award of $100,000 or more must fife 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 connectiort with obtaining any Federal contract,
grant or any other award covered by 31 U.S.C. § 1352. Each tier must 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 ter up to the non -Federal award.
(J) See § 200,323 Procurement of recovered materials.
(lf) See §200.216 Prohibition on certain telecommunication end video surveillance services or
equipment.
(L) See §200,322 Domestic preferences for procurements
(Appendix IT to Part 200, Revised Eff. 11W12/2020).
Please note that the sub -recipient alone is responsible for ensuring that all language included in
its contracts meets the requirements of 2 G.F.R. § z00.327 and 2 C.F.R, Part 200, Appendix 1I.
66
ATTACNMENTJ
FINANCIAL AND PROGRAM MONITORING GUIDELINES
Florida hes 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 (F0E1111) 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 taw primary areas reviewed during monitoring activities - financial and
programmatic monitoring. Financial monitoring primarily focuses an statutory and regulatory
compliance with administrative grant requirements. It Involves the review of records associated with
the purchase and disposition of property, projects and contracts. Programmatic monitoring seeks
to validate and assist In the grant progress, targeting Issues that may be hindering project goals
and ensuring compliance with the purpose of the grant and overall grant program. Programmatic
monitoring involves the observation of equipment purchased, protocols and other associated
records. Various levels of financial and prograrmatic review may be accomplished during the
monitoring process.
MeggliragAslection and Scheduling;
Each year the FDEM will conduct monitoring based on a "Risk Assessment°. The risk assessment
tool 1s used to help in determining the priority of Sub -Recipients that should be reviewed and the
level of monitoring that should be performed. ft 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,
threas that will be examined jnclu4e:
• 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 tralnings conducted to include number trained;
• Status and number of exercises;
• Status of planning activity;
• Anticipated projected completion;
• Difficulties encountered in completing projects;
• Agency NIMSJICS 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 sits visits are two forms of monitoring. Desk monitoring Is the review of projects,
financial activity and technical assistance between FDEM and the appecant 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.
67
Desk monitoring Is an an -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 vleit if FDEM determines that a Sub -Recipient is having
difficulty compio'ting their project,
As dlfflculties/deficlencles are identified, the respective region or sponsoring agency wilt 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
maybe 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
• Reoord 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.
POEM 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 Monitori►te Protocol
On -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.
stye Visit.Preparptlon
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.
cigaSIteMonitcrino Visit
Orice 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 will be
Identified. Ail objectives of the site visit will be explained during this time.
FDEM personnel will review all flea 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).
68
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 Iloniterine 1(isl
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
issues or findings be identified, a noncompliance 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 FIMEM. Noncompliance on behalf of sub -grantees is resolved by management under
the terms of the Sub -Grant Agreement.
The On -site monitoring report and ail back up documentation will then be included in the Sub -
Recipient's fife.
Monitarins Responsibilities of Pass-thru Entities
Subreoipients who are pass -through entitles are responsible for monitoring their subrecipienta in a
meaner consistent with the terms of the federal award at 2 C.F.R. Part 200, including 2 C.F.R. §
200.331. This includes the pass -through entity's responsibility to monitor the activities of the
subreeipient as necessary to ensure that the subaward is used for authorized purposes, in
compliance with federal statutes, regulations, and the terms and conditJons of the subaward; and
that subaward performance goals are achieved.
Subreclplent responsibilities also include but are not limited to: accounting of receipts and
expenditures, cash management, maintaining adequate financial records, reporting and refunding
expenditures disallowed by audits, monitoring if acting as a pass -through entity, other assessments
and reviews, and ensuring overall comp[iance with the terms and conditions of the award or
subaward, as applicable, including the terms of 2 C.F.R. Part 200.
69
ATTAGFIMENT 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:
o 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 bulldtngs.and structures that are 50 years told or older
• Any ptherconstruction 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 Fens ng
o Closed-cirttiit television (CC* systems
o Wien detection. systems
o Barriers, doors, gates and related security enhancements
to addition, the erection of communications towers that are included in a jurisdiction's interoperable
communications plants allowed, subject to elf applicabte.laws, 'regulations, and licensing provisions.
Communication tower projects must beeubniitted to FEMA for EFIP review.
ENP SCREENING FORM SUBMISSiON
1, Far projects requiring EHP review, the Sub -Recipient must submit the EHP Screening Form to
the State Administrative Agency (SAA) for review prior to funds being expended. The SAA.Potnt
of Contact for EHP review is:
Ms, Felicia Pinrrock
Bureau of Preparedness — OernestiG'Secu jtit
2555 i humard Oak Boirletiard
Tallahassee Florida 4 3$9-21.00
Leteohone: 850-S 15-4343
Felisia.Pirinock(o7em. rnvfiarida. com
ii. The SAA POC will forward EHP.Screening Forms to DHSIFEiVMA for review and approval,
III. Sub -Recipient's must receive written approval from the SAA prior to the use of grant funds far
project implementation. THE PROJECT MA? NOT BiEGIN UNTIL lifNAL FEMA APPROVAL. IS
RECEIVED,
70
ATTACHMENT L
REIMBURSEMENT CHECKLIST
LLAJVNINO
[] 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 plane)
been included? (Note - If a meeting was held by Sub -Recipient or contractor/consultant of Sub -
Recipient, an agenda and slgnup sheet with meeting date
El 4. Has the invoice from oonsultanticontractor been included? (Note — grant agreement must be
referenced on the Invoice.)
5. . Has proof of payment been included?
Canceled check, bank statement or transaction history (Showing the transaction was
processed by the bank)
Electronic Funds Transfer (EFT} Confirmation
Credit Card Statement & payment to credit card company for that statement
6. Has Attachment 0 (found within Agreement with FDEM) bean completed for this
contractor/consultant and Included In the reimbursement package?
0 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 825,000)
State Contract (page showing contract #, price list)
Competitive bid results (e,g, Quotewlre, bid tabulation page)
Cgnsuftants(ContraItors (Nolo: this applies to contrgrtors also billed under organlzatlgn1
TRAINING
[l 1, Is the course OHS approved?
2. Is there a course or catalog number?
3. If not, has FDEM approved the non -OHS training?
El 4. Have Sign -in Sheets, Rosters and Agenda been provided?
5. If billing for overtime and/or backflll, 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 backilll, has a clear dellneatlon/cross reference been provided showing who was
backfiflfng who?
8. 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'?
El 7. Have 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.
71
Canceled check, bank statement or transaction history (Showing the transaction was
processed by the bank)
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
El 7. Has proof of purchase methodology been Included? Please see Form 5 of Reporting Porma or
Purchasing Basics Attachment ff further clarity is needed.
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price flat)
Competitive bid results (e,g. Quotewire, bid tabulation page)
E.XERCJ,SE
El 1.
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:
rt„ _ After•actioe report
Sfgrein sheets
Agenda
Rosters
El 3. If billing for overtime and backflil, has a spreadsheet been provided that fists attendee names,
department, # of hours spent at exercise, hourly rate and total paid to eaoh attendee?
Have documentation from entity's financial system bean provided to prove attendees were
paid?
For backflil, has a clear detlneatlonlcross reference been provided showing who was
backfllling 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?
El 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, bank statement or transaction history (Showing the transaction was
processed by the bank)
Electronic Fonds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
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, bank statement or transaction history (Showing the transaction was
processed by the bank)
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
_ f 7, Has proof of purchase methodology been {ncieded? Please see Form B of Reporting Forms or
Purchasing Basics Attachment if further clergy is needed.
Sole Source (approved by FCEM for purchases exceeding $26,000)
State Contract (page showing contract #, price list)
Competitive bid results (e,g. (uotewire, bid tabulation page)
'QUIPM,ENT
1. Have all Invoices been Included?
72
El 2. Has an Mt, # been identified for each purchase?
0 3. If service/warranty expenses are listed, are they only for the performance period of the grant?
0 4. Has proof of payment been included?
Canceled check, bank statement or transaction history (Showing the transaction was
processed by the bank)
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 EDEM for purchases exceeding $25,000)
State Contract (page showing contract 0, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
TRAVEL/CONItP,EAENCES
1. Have all receipts been fumed 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
ED 2. If travel Is a conference has the conference agenda been Included?
3. Has proof of payment to traveler been Included?
Canceled check, bank statement or transaction history (Showing the transaction was
processed by the bank
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that statement
Copy of paycheck if reimbursed through payroll
SALARY POSr77oNS
1. Has a planed ttmesheet by employee and supervisor been included? Timesheet must certify the
hours and information presented as true and correct.
2. Has proof for time worked by the employee been Included? Is time period summary included?
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
Ei 1. If billing for overtime and backflll, 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?
73
For backflil, has a dear delineation/cross reference been provided showing who was
backflllIng who?
I OR ALL REIMBURSEMENTS - 774E FINAL, CHECK(
El 1. Have all relevant forms been completed and Included with each request for reimbursement (Including
Daily Activity Reports for OPSG)?
2. Have the costs Incurred been charged to the appropriate POETS category?
3. Does the total on all Forms submitted match?
El 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?
0 B. Have the quantity end unit cost been notated an Reimbursement Budget Breakdown?
7. If this purchase was made via Sole Source, have you included the approved Sole Source
documentation and Justification?
[l 8. Do all of your vendors have a current W-9 (Taxpayer Identification) on file?
El 9. Has the Attachment G (found within Agreement with FDEM) or proof of SAM.gov registration been
provided for the contractors/consultants with the reimbursement package.
Please note: Ftl1E1M reserves the right to update this checklist throughout the life of the grant to ensure
compliance with applicable federal and state rules and regulations.
74
FY 2021 Budget -Miami -Ft. Lauderdale UASP
Exhibit #2
ItgltdkNeq
(ail o
-. wb•Caa4ejary
ol:daree
Un hem N
; i ,
oetaNed it Description
: AEL1
City
unit Cost .
" Sinai pudaet Aaocatlou
BEMA
PlanningPersonnel
Emergency
Management
2021-06A
Emergency Management Planner
g 8
1
$115,325.00
5115,325.00
BEMA
Equipment
Equipment
Emergency
Management
2021-13A
Light Towers for Night Field
Operations
030E-03-tTPA
20
$11,000.00
$249,000.00
BSO
Planning
Training
Emergency
Management
2021-06B
BSO PTE - CEMP/COOP/COG -
National Homeland Security
Conference
1
$14,000.00
$14,000.00
850
Equipment
E ui
Equipment
Fire Rescue
2021-OSA
BMS Microwave Downlink System
for Aircraft
06CP-03-MWAV
1
$226,000.00
$226,000.00
BSO
Equipment
Equipment
All Disciplines
2021-05B
Y
Bomb Suit
02PE-01-BSUT
2
$12,500.00
$25,000.00
850
Equipment
Equipment
Fire Rescue
2021-05C
Microwave Downlink System for
SUAS
06CP-03-MWAV
5
$13,000.00
$65,000.00
B50
Equipment
Equipment
Law
Enforcement
2021-05D
3 EOD Night Vision Goggles
030E-02-TILA
1
$34,325.00
$34,325.00
Coral Gables
Equipment
Trainin g
Fire Rescue
2021.12A
CBRNE Response Small Fireboat
and applicable NASBLA Fire Boat
training, NFPA 1405, 1005, NIMS
508, 509
17WC-0D-BOAT,
216N-00-TRNG
1
$173,755.00
$173,755.00
Coral Springs
Equipment
Equipment
Law
Enforcement
2021-01A
Y
Real Time Crime Center Facial
Recognition Software
131T-00-FACE
1
$99,293.00
$0.00
Coral Springs
Equipment
Equipment
Law
Enforcement
2021 04A
Y
License Plate Reader System (LPR)
(fixed to existing poles)
030E-01-ALPR
21GN-00-INST,
21GN-00-SHIP
6
$30,000.00
$180,000.00
Coral Springs
Equipment
Equipment
Law
Enforcement
2021-02A
Y
Portable Bollards for Special
Events and Polling Locations
14SW-01-WALL
7
$7,143.00
$50,001.00
1
AxNdktba
ealoset
ProcurementProcurement* molact
CaProcurement$ory .
;.
Sub-CaNMrr
OkdpIMe
tine teem a
;
Detailed item OtsaiptIon
AEL a
Qty
LinR Geri
fleet Bud{et Allocation
Fort
Lauderdale
Equipment
Equipment
Emergency
Management
2021-07A
Ft. Lauderdale EOC - Enhancement
21GN-00-OCEQ,
06CP-05-VCON,
06CP-01-PORT,
04MD-03-DISP,
O4HW-01-HHCD
05PM-00-PTCH,
06CC-03-SATP,
O6CC-03-SATB,
06CC-04-SADS,
06CC-01-CELL,
145W-01-PACS,
14CI-00-COOP,
216N-00-INST,
04HW-01-CABL
1
$79,450.00
$79,450.00
Fort
Lauderdale
Equipment
Training
All Disciplines
2021-08A
Ft. Lauderdale CERT (Equip $7,300
and Training $7,300)
21GN-00-CCEQ
1
514,600.00
$14,600.00
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-13B
Ballistic Helmets
01LE-01-HLMT
4
$1,835.00
$7,340.00
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-05E
Twin Port Gas Masks for Bomb
Squad
01AR-02-APR
10
$691.00
$6,910.00
Fort
Lauderdale
Equipment
Equipment
Fire Rescue
2021-128
TRT Enhancements to include
supplied (10) air respirators and a
throwable camera
01AR-01-SAR,
030E-01-CTAC,
21GN-00-SHIP
1
$35,512.00
$35,512.00
Fort
Lauderdale
Equipment
Equipment
Emergency
Management
2021-15A
Repeater for CERT
06CP-01-REPT
1
$20,000.00
$20,000.00
Fort
Lauderdale
Equipment
Equipment
All Disciplines
2021-018
IT Contingency Operations System
(Redundancy IT System to include
servers, application licenses and
network peripherals)
14CI-01-COOP
1
$42,000.00
$42,000.00
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-03A
Y
RTCC Enhancement to include 3
Video displays
04MD-01-DISP,
21GN-00-INST
1
$29,930.00
$29,930.00
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-13C
Night Vision Goggles for SWAT
030E-02-TILA
6
$12,400.00
$74,400.00
2
Jurisdiction
Project
Peocurement
Category
sub -Category
0lsdpane
tine ttem a
Detailed Item Description
AELS
4h
Unit Cost
Final Budget Allocation
Fort
Lauderdale
Equipment
Equipment
Law
Enforcement
2021-02B
Y
CCTV system installed at EOC and
RTCC
145W-01-VIDA,
21GN-00-INST
2
$14,100.00
$28,200.00
Fort
Hazmat Enhancement to include 1
06CC-02-DSAD,
Lauderdale
Equipment
Equipment
Fire Rescue
2021-15B
deployable tactical comms kit and
1
$16,174.00
$16,174.00
1 throwable camera
030E-Ol-CTAC
Law Enforcement Surveillance
(CCTV) (The Closed Circuit TV
project will allow the Hialeah
14SW-01-VIDA
04HW-01-INHW
Hialeah
Equipment
Equipment
Law
Enforcement
2021-02C
Y
Police Department the opportunity
to install CCTV equipment in the
area of soft targets and enhance
04M0-03-DISP
21GN-00-MAIN,
35
$16,072.00
$562,520.00
our ability to deter and investigate
terrorist activity.)
21GN-00-INST
PT&E: HazMat courses, Homeland
Hialeah
Training
Planning
All Disciplines
2021-06C
Security Conference and updating
local COOP Plan
1
$135,614.00
5135,614.00
Law
Hialeah
Planning
Personnel
Enforcement
2021-04B
Y
LPR Analyst Sustainment
1
$62,549.00
$62,549.00
Hialeah
Planning
Personnel
Emergency
Management
2021-060
Emergency Management Planner
g y Mana g
1
$100,000.00
$100,000.00
Law
license Plate Reader System (LPR)
13LE-00-BURN
Hialeah
Equipment
Equipment
Enforcement
2021-04C
Y
Fixed on poles
04AP-02-AVLS
18
$22,636.00
$407,448.00
030E-01-AtPR
Hollywood
Exercise
PlanningAll
Disciplines
P
2021-01C
Y
Cybersecurity Exercise and Plan
Development
1
5273,497.00
$273,497.00
Hollywood
Equipment
Equipment
Emergency
2021-07B
EOC Enhancements to include
computer
04HW-01-INHW
1Management
560,000.00
$60,O00.00
01LE-01-SHED
Key Biscayne
Equipment
Equipment
Fire Rescue
2021-13D
Ballistic Vest and Helmets for Fire
01LE-01H0MT
1
523,200.00
523,200.00
Management
and
M&A
Administratio
n
All Disciplines
2021-17
M&A
M&A
1
5560,500.00
$560,500.00
Maintenance/Sustainment/
Repair/Replacement for HSGP
Miami
Equipment
Equipment
All Disciplines
2021-09A
Purchased Equipment. EM
216N-00-MAIN
1
$143,000.00
5143,000.00
$138,000; Fire $5,000
3
Jurisdiction
Regional Protect
Procurement
Category
g ry
sub.cato gory
Discipline iP
tine Item $
^�.
v
v
Detailed Item Description
Anil
qty
unit Cost
anal Budget Allocation
Miami
Equipment
Equipment
Emergency
Management
2021-07C
EOC Enhancements/Maintenance/
Sustainment
21GN-00-0CEQ
14C1-00-COOP
075E-03-ENVS
06CC-0S-PRTY
06CC-02-DSAD
21GN-00-INST,
04M0-03-DISP,
04HW-01-INHW
1
$210,000.00
$210,000.00
Miami
Equipment
Equipment
All Disciplines
2021-16A
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.
13C1-01-COOP
1
$20,000.00
$20,000.00
Miami
Equipment
Equipment
All Disciplines
2021-15C
Satellite Phone Sustainment
Citywide (12 months). This project
will sustain the satellite phones
that are installed throughout City
Departments including police and
fire stations which allow all first
responders to communicate when
primary communication services
are down. Includes Key Biscayne
06CC-03-SP.TO
1
$30,000.00
$30,000.00
Miami
Planning
Training
All Disciplines
2021-06E
P,T & E. This project will support
multi -disciplinary projects for the
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 and trainings
that benefit terrorism -related
emergency management trainings.
Trainings will include ICS, Hazmat
160 and any other specialized
courses needed due to staff
attrition. Fire $54,894, EM
$171,258
1
$226,152.00
$226,152.00
Miami
Equipment
Equipment
Fire Rescue
20214513
Deployable Repeaters
06CP-01-REPT
6
$21,714.00
$130,284.00
Miami
Planning
Equipment
All Disciplines
2021-08B
CERT/Miami - Training and
equipment
1
$170,000.00
$170,000.00
4
Jurisdiction
RrgIonal P o»ce
Procurement
Category
Sub -Category
01xip11ne
One ttrm R
ro
Detailed Rem Description
AEL M
(DV
unit Cost
Flnel Budget Atfocatlon
Miami
Organization
Organization
Fire Rescue
2021-02D
V
Operational OT for Special Events
approved by FEMA; Fire $22,000
1
$5,000.00
55,000.00
Miami
Equipment
Equipment
Law
Enforcement
2021-02E
y
Law Enforcement Surveillance
(CCTV) (The Closed Circuit TV
project will allow the Miami Police
Department the opportunity to
deploy CCTV 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-OJSP
21GN-00-MAIN
5313,567.00
$313,567.00
Miami
Equipment
Equipment
law
Enforcement
2021-04D
Virtual Reality Counter -Terrorism
Training System Project
1
$178,000.00
$178,000.00
Miami
Equipment
Equipment
law
Enforcement
2021-10A
Armored Response Project -
Bearcat
12VE-00-MISS
1
$300,000.00
$300,000.00
Miami
Equipment
Equipment
Law
Enforcement
2021-13E
Ballistic Vest for SWAT and K9
01LE-01-ARMR
25
$4,436.00
$110,900.00
Miami
Planning
Personnel
Emergency
Management
2021-06F
Emergency Management
Coordinator (12 months). This
position will assist with the
development/revision of citywide
emergency management plans
such as the CEMP, COG and COOP.
1
$85,000.00
S85,000.00
Miami
Planning
Personnel
Emergency
Management
2021-06G
Emergency Management Planner
(12 months). This position will
assist with general planning
responsibilities related to the
implementation of the UASI grant
program.
1
$85,000.00
$85,000.00
Miami
Planning
Personnel
Emergency
Management
2021-06H
Equipment Inventory Planner (12
months). This position will be
responsible for resource
management tracking and
planning portion of the EHP
process.
1
$60,000.00
$60,000.00
Miami
Equipment
Equipment
Fire Rescue
2021-05F
4-Gas Meters and calibration
sensors (69)
07C0-01-DPMG
1
$64,950.00
$64,950.00
5
Miami
Equipment
Equipment
Fire Rescue
2021-010
PSAP Go Kits (COOP Project)
14CI-01-COOP
pty
1
$35,000.00
$35,000.00
Miami
Equipment
Equipment
Fire Rescue
2021-05G
JHAT Explosion Detection
07ED-01-IMOB,
0722-00-NCBR
5
$18,500.00
$92,500.00
Miami
Equipment Equipment
Fire Rescue
2021-12C
Tablets for Survey 123
04HW-01-INHW 50
$1,700.00
$85,000.00
Miami Beach
Equipment
Equipment
Law
Enforcement
2021-02F
Y
Target Hardening at Miami Beach
Facilities (Fire Stations, Satellite
Police Stations, Youth Centers)
145W-01-VIDA,
21GN•00-INST
1
5264,836.00
$264,836.00
Miami
Gardens
E ui ment
q pEnforcement
Equipment
Law
2021-02G
Y
Video Wall & Covert Surveillance
Technology
04HW-01-INHW,
04MD-01-VCAM,
12TR-02-TEQP,
030E-02-ROVE
04SW-04-NETW,
04SW-05-SCAD
1
$327,884.Q0
$327,884.00
Miami -Dade
Equipment
E ui Equipment
q P
Emergency
Management
2021-07D
WebE0C Municipal Enhancement
P
04MD-01-CDSS
1
$75,000.00
$75,0OO.OD
Miami -Dade
Planning
Planning
Emergency
Management
2021-061
THIRA/SPRfor the County
1
$90,000.00
$90,000.00
Miami -Dade
Equipment
Equipment
Emergency
Management
2021-02H
Y
Security Camera/Access Control
for MO Elections Department HQ
14SW-01-VIDA,
21GN-00-INST
1
$150,000.00
$150,000.00
Miami -Dade
Planning
Contractor
Emergency 2021-06J
Management
Whole Community
1
$161,000.00
$161,000.00
Miami -Dade
Exercise
Contractor
Emergency
Management
2021-14A
Closed POD Exercise and Training
Video
1
$75,515.00
$75,515.00
Miami -Dade
Equipment
Equipment
Emergency
Management
2021-021
Y
Access Control at MD Elections
Department Building
14SW-01-PACS,
21GN-00-INST
1
$250,000.00
$250,000.00
Miami -Dade
Miami -Dade
2
Equipment
Equipment
Equipment
Equipment
Law
Enforcement
Law
Enforcement
2021-03B
2021-021
Y
Y
Forensic Video Covert Streaming
Systems
Multi Functional Video Wall and
work stations for Fusion Center
and RTCC
131E-00-SURV,
04HW-01-INHW,
04MD-03-DISP,
10GE-00-GENR
04H W -01-INHW
131T-00-INTL
216N-00-OCEQ
21GN-00-INST,
04MD-03-DISP
1
1
$134,058.00
$667,457.00
$134,058.00
$667,457.00
Miami -Dade
Equipment
Equipment
Fire Rescue
2021-11A
Mobile Solar Power Supply Unit
10BC-00-SOLR
1
$107,554.00
$107,554.00
6
Jurisdiction Regional Protect
Procurement
Miami -Dade
Category
SubCCtegory
Disdpiine
tine item K
Detailed item Description
AEI8
Qty
Unit Cost
Heal Budget Allocation
Equipment
Equipment
Fire Rescue
2021-OSH
MCI Ambulance Bus/Mobile
Treatment Unit (MTU)
12VE-00-ABUS
1
$583,961.00
$583,961.00
Miami -Dade
Training
Training
Fire Rescue
2021-06K
NIMS ICS Position Specific Training
1
$105,000.00
$105,000.00
Miami -Dade
Planning
Training
Fire Rescue
2021-06L
Planning, Training and Exercises:
UASI Homeland Security
Conference
N/A
1
$5,000.00
$5,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-08C
Training Mannequins for CERT
04AP-08-SIMS
3
$4,000.00
r
$12,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-08D
Miramar CERT Equipment
21GN-00-CCEQ
1
$1,293.00
$1,293.00
Miramar
Equipment
Equipment
Fire Rescue
2021-07E
WebEOC Fleet Eyes Software
04AP-05-CDSS,
04AP-02-AVLS
1
$30,000.00
$30,000.00
Miramar
Equipment Equipment
Fire Rescue
2021-12D
Thermal Imaging Cameras
030E-02-TILA
5
$9,000.00
$45,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-13F
Ballistic Helmets
01LE-01-HLMT
1
$10,000.00
$10,000.00
Miramar
Exercise
Exercise
Emergency
Management
2021-01E
Y
Cybersecurity Election Based
Incident Response TTX
1
$100,000.00
$100,000.00
Miramar
Miraniar
Planning
Training
Contractor
Planning
Emergency
Management
Emergency
Management
2021-06M
2021-06N
1 HIRA/SPR for the City
PT&E: Homeland Security
Conference and ICS courses
(Virtual if necessary)
1
1
$50,000.00
$71,000.00
$50,000.00
$71,000.00
Miramar
Equipment
Equipment
Fire Rescue
2021-051
Y
Personal Radiation Detectors
(PRO)
07HD-02-PRDA
4
$2,500.00
$10,000.00
Monroe
Equipment
Equipment
Law
Enforcement
2021-10B
SWAT Personnel Carrier with Coms
12VE-00-MISS
1
$100,000.00
$100,000.00
Monroe
Monroe
Equipment
Equipment
Equipment
Exercise
law
Enforcement
Emergency
Management
2021-15E
2021-051
APX6000 700/800 Portable Radios
Radiation Portal Monitor
06CP-01-PORT
15SC-00-PMON
6
1
$5,403.00
$18,285.00
$32,418.00
$18, 285.00
7
Pegional Project
ProcurementP
Category
Subfategory
Discipline
Line item $
5Jurisdiction
.
Detailed Item Desaf tion
Aft*
titV
Unit Cori
Final Budget Allocation
Monroe
Equipment
Equipment
fire Rescue
2021-OSK
Hazmat Trailer with various
hamlet equipment and PPE
12TR-00-TEQP,
01CB-04-ENSM,
01CB-02-ENSM,
OiVT-02- FTW R,
0f VT-02-GARM,
01VT-02-GLOV,
01ZA-04-HEAR,
07CD-01-DPGC,
see template for
list of AEIs
1
$114,133.00
$114,133.00
Palm Beach
County
Equipment
Equipment
Emergency
Management
2021-07F
EOC Technology Upgrades to
include 53 microcomputers, 104
laptops, 2 all -in -one computers, 27
desktop computers and 4 printers
1
$156,150.00
$156,150.00
Palm Beach
County
Equipment
Equipment
Emergency
Management
2021-11B
Logistics/Deployable equipment:
Fort/shelter (125k) and generator
($84,576)
1
$209,576.00
$209,576.00
PBS°
Equipment
Equipment
Law
Enforcement
2021-13G
SWAT Night Vision Goggles
030E-02-TILA
19
$8,600.00
$163,400.00
PBSO
Training
Planning
Law
Enforcement
2021-04E
y
Community Business Partners
Against Terrorism Program
1
$92,326.00
$92,326.00
PBSO
Equipment
Equipment
Law
Enforcement
2021-05L
y
Bomb Suit (40k) and Man Portable
Bomb Robot (70k)
02PE-01-BSUT
and 02EX-02-
RIM
1
$110,000.00
$110,000.00
Pembroke
Pines
Equipment
Equipment
Fire Rescue
2021-13H
66 Body Helmets and Body Armor
for Fire/EMS personnel for
deployment to hot:ones.
O1LE-0I-ARMR
011E-01-HIMT
66
$1,133.00
$74,778.00
Pembroke
Pines
Equipment
Equipment
Law
Enforcement
2021-01F
Y
Data Analytics for RTCC
131T-� FACE;
04H W-01-INH W
1
$214,000.00
$0.00
Pembroke
Pines
Equipment
Equipment
Fire Rescue
2021-05M
Y
6-Gas Detectors
07CD-01-DPGC
10
$2,300.00
$23,000.00
Pembroke
Pines
Equipment
Equipment
Fire Rescue
2021-12E
Thermal Imaging Cameras
030E-02-TILA
3
$6,300.00
$18,900.00
Sunrise
Equipment
Equipment
Law
Enforcement
2021-10C
Bear Cat for SWAT
12VE-00-MISS
1
$360,121.00
$360,121.00
Jurisdiction
eeglvnal Project
Wkmal ent
ocurRegional
Category
Sub -Category
Discipline
line Item X
5
v
Detailed ttem Description
AEI X
4ry
unit Cost
Hntt Budget Allocation
Regional
B
Miami
PlanningPersonnel
Emergency
Management
2021-060
Program Manager. This
position assists the Miami and Ft.
Lauderdale with regional planning
needs (e.g.draftingof investment
justifications, coordination of
UAWG meetings, development of
annual budgets, etc.).
Planning
B
1
$110,000.00
$110,000.00
Regional
B
Miami
PlanningPersonnel
Emergency
Management
2021-06P
Regional Planning, Training and
Exercises Coordinator- this
position includes the
responsibilities of ensuringPlanning
P
compliance with training courses
as well as the coordination of
necessary regional exercises.
B
1
$75,000.00
$75,000.00
Regional
PBSO Fusion
Organization
Personnel
Law
Enforcement
2021-03C
Y
Fusion Center Analysts
Organization
5
$57,500.00
$287,500.00
Regional
Miami
Planning
Training
Emergency
Management
2021-064
Regional Planning, Training &
Exercise to include attendance at
grant related meetings
21GN-00-TRNG
1
$20,876.00
$20,876.00
Regional
Miami
Organization
Equipment
Law
Enforcement
2021-01G
Y
Regional Cybersecurity Analysts
Project
2
$150,000.00
$300,000.00
Regional
PBSO Fusion
Planning
Personnel
law
Enforcement
2021-01H
Y
Metadata Planner
1
$43,000.00
$43,000.00
Regional
PBSO Fusion
Equipment
Training
law
Enforcement
2021-030
Y
Fusion Center Operations to
include computer hardware and
peripherals, software
maintenance, OHS sponsored
Training, alert system and TLO
program support and office
supplies/equipment
04HW-01-INHW
1317-DO-INTL
131T-00-ALRT
1
$270,000.00
5270,000.00
Regional
Miami
Equipment
Training
Emergency
Management
2021-076
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
1
$150,000.00
$150,000.00
Regional
Ft. Lauderdale
Training
Equipment
All Disciplines
2021.08E
Regional Citizen Corps/CERT
Planning, Training Exercise and
Equipment
19GN-00-BGPK
06CP-01-PORT
216N-00-CCEQ
3
$100,000.00
$300,000.00
9
Jurisdiction
Regional Project
Procurement
CategorympriSub-Category
Discipline
Line item N
.,
Detailed Item Description
AEI N
Qty
Unit Ce I
Fine! Budget Ariocadon
B
Regional
Ft. Lauderdale
Equipment
Training
All Disciplines
2021-15F
Deployable LTE Radio & Celluar
Comm Kit - RDSTF 7 lnteroerable
p
Trailer -Regional Project
06CC-02-DSAD,
21GN-00-TRNG
1
$23,150.00
$23,150.00
Regional
FDLE
Equipment
Equipment
I aw
Enforcement
2021-15G
Communications Interoperability
System
06CP-01-PORT
1
$8,000.00
$8,000.00
Regional
FDLE
Equipment
Equipment
law
Enforcement
2021-15H
7 Satellite Radios
06CC-03-SATM
1
$6,570.00
$6,570.00
Regional
FDLE
Equipment
Equipment
Law
Enforcement
2021-09B
Maintenance/Sustainment -
Regional Command Vehicle Wrap
21GN-00-MAIN
1
$5,750.00
$5,750.00
Regional
Miami Beach
Equipment
Equipment
Law
Enforcement
2021-04F
Y
Regional LPR Project
131T-00-INTL
030E-01-ALPR,
21GN-00-CNST
1
5250,000.00
$250,000.00
Regional
Miami
Equipment
Equipment
Fire
2021-05N
Radiation Detection for Hazrnat to
include: 1 AreaRae Pro Rapid
Deployment Kit RDK, cylinder
(calibration), FLIR Identifinder
R200 PRND, annual calibration,
FTIR Technology, Autorae
controler and cradles
07CS-01-KAVC,
07C0-0I-DPMG,
07RD-02-PR OA ,
07C5-01-KEGS
1
$150,000.00
$150,000.00
Regional
P850
Equipment
Equipment
Law
Enforcement
2021-03E
Y
Regional Maritime Radar Project -
Monroe
14SW-02-RADR
1
$330,000.00
$330,000.00
Regional
MDEM
Planning
Exercise
Emergency
Management
2021-11C
Logistics/Resource Management
Project
1
$116,225.00
$116,225.00
Regional
MDPD
Equipment
Equipment
Fire
2021-151
Communications 700MHz Overlay
06CP-01-BASE,
06CP-02-BRDG
1
5436,888.00
$436,888.00
Regional
PBSO
Training
Law
Enforcement
2021-01
Y
Cyber Response Training
1
$313,293.00
$313,293.00
Total
10
$14,012,500.00
$14,012,500.00
0.00
$2,212,500.00
Jurisdiction
pProcNemoerkitn
Cate
Category
e� ry
Sub{et o
Discipline
P
Line ham M
Detailed Item Description
P
AEI
QLY
Unit Cost
Final Budget A9ocat$on
11
2021 UASI Sub -Recipients
Broward County Emergency Management (BEMA)
Broward Sheriff's Office (BSO)
Coral Gables
Coral Springs
Fort Lauderdale
Hialeah
Hollywood
Key Biscayne
Miami Beach
Miami Gardens
Miami -Dade (Fire, Police and Emergency Management)
Miramar
Monroe County (Fire, Police and Emergency Management)
Palm Beach County Emergency Management
Palm Beach County Sheriff's Office (PBSO)
Pembroke Pines
Sunrise
Regional — Projects shared across the entire region that includes members listed
above as well as:
Florida Department of Law Enforcement (FDLE)
MEMORANDUM OF AGREEMENT
URBAN AREA SECURITY INITIATIVE FY 2021
"Jurisdiction"
Agreement Number: R0521
FAIN Number: EMW-2021-SS-00056-501
CFDA #: 97.067
This Agreement is entered into thisday of , 2022, by and between the City
of Miami, a municipal corporation of the State of Florida, (the "Sponsoring Agency") and
, (the "Participating Agency").
RECITALS
WHEREAS, the U.S. Department of Homeland Security (USDHS) is providing financial assistance
to the Miami urban area in the amount $14,012,500 dollars through the Urban Area Security Initiative (UASI)
Grant Program 2021; and
WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program
2021; and
WHEREAS, as the USDHS requires that the urban areas selected for funding take a regional
metropolitan area approach to the development and implementation of the UASI Grant Program 2021 and
involve core cities, core counties, contiguous jurisdictions, mutual aid partners, and State agencies; and
WHEREAS, the 2021 Urban Area has been defined Miami and Ft. Lauderdale collectively and
anticipates sub -granting a portion of the UASI funds in accordance with the grant requirements; and
WHEREAS, the City Commission, by Resolution No. , adopted on
2022 , has authorized the City Manager to enter into this Agreement with each participating agency on
behalf of the City of Miami; and
WHEREAS, the Sponsoring Agency wishes to work with the participating agencies through the
Urban Area Working Group process to enhance Miami and its surrounding jurisdictions ability to respond
to a terrorist threat sr act.
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree as follow:
1
I. PURPOSE
A. This Agreement delineates responsibilities of the Sponsoring Agency and the Participating Agencies
for activities under the UASI Grant Program 2021 which was made available by the U.S. Department
of Homeland Security and the State of Florida Division of Emergency Management (FDEM).
B. This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring
Agency.
II. SCOPE
A. The provisions of this Agreement apply to UASI Grant Program 2021 activities to be performed at the
request of the federal government, provided at the option of the Sponsoring Agency, and in conjunction
with, preparation for, or in anticipation of, a major disaster or emergency related to terrorism and or
weapons of mass destruction.
B. No provision in this Agreement limits the activities of the Urban Area Working Group or its Sponsoring
Agency in performing local and state functions.
III. DEFINITIONS
A. Critical Infrastructure: Any system or asset that if attacked would result in catastrophic loss of life and/or
catastrophic economic loss management of resources (including systems for classifying types of
resources); qualifications and certification; and the collection, tracking, and reporting of incident
information and incident resources.
B. Core County: The County within which the core city is geographically located. The core city is the City
of Miami.
C. UASI Grant Program 2021: The UASI Grant Program 2021 reflects the intent of Congress and the
Administration to enhance and quantify the preparedness of the nation to combat terrorism and
continues to address the unique equipment, training, planning, organization and exercise needs of large
high threat urban areas, and program activities must involve coordination by the identified core city,
core county/counties, and the respective State Administrative Agency. Funding for the UASI Grant
Program 2021 was appropriated by U.S. Congress and Is authorized by Public Law 108-11, the
Emergency Wartime Supplemental Appropriations Act, 2003. The funding will aid in building an
enhanced and sustainable capacity to plan, prevent, protect, mitigate, respond to, and recover from
threats or acts of terrorism for the selected urban areas.
D. National Incident Management System (NIMS): This system will provide a consistent nationwide
approach for federal, state, and local governments to work effectively and efficiently together to prepare
for, respond to, and recover from domestic incidents, regardless of cause, size, or complexity. To
2
provide for interoperability and compatibility among Federal, State, and local capabilities, the NIMS will
include a core set of concepts, principles, terminology, and technologies covering the incident
command system; multi -agency coordination systems; unified command and training.
E. Urban Area Working Group (UAWG): The State Administrating Agency Point of Contact (SAA POC)
must work through the Mayor/CEOs from all other jurisdictions within the defined urban area to identify
POCs from these jurisdictions to serve on the urban Area Working Group. The Urban Area Working
Group will be responsible for coordinating development and implementation of all program elements,
including the urban area assessment, strategy development, and any direct services that are delivered
by the grant.
F. Urban Area: An urban area Is limited to inclusion of jurisdictions contiguous to the core city and
county/counties, or with which the core city or county/counties have established formal mutual aid
agreements.
IV. SPONSORING AGENCY SHALL BE RESPONSIBLE FOR:
A. Providing an administrative department, which shall be the City of Miami Fire -Rescue Department, ._
authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency.
B. Coordinating with named counties and cities, with the respective State Administrative Agency, and with
the FDEM and USDHS.
C. Conducting a comprehensive Urban Area Assessment, which will in turn guide the development of an
Urban Area Stakeholder Preparedness Review.
D. Ensuring the participation of the following critical players in the assessment and strategy development
process: taw enforcement, emergency medical services, emergency management, the fire service,
hazardous materials, public works, governmental administrative, public safety communications,
healthcare and public health.
E. Developing a comprehensive Urban Area Stakeholder Preparedness Review and submit to the SAA
POC.
F. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit #1".
G. Ensuring satisfactory progress toward the goals or objectives stipulated in "Exhibit #1".
H. Following grant agreement requirements and/or special conditions as stipulated in "Exhibit #1".
3
I. Submitting required reports.
V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR:
A. Providing an administrative department, which shah be the main liaison and partner with the City of
Miami Fire -Rescue Department, authorized to carry out the herein agreed upon responsibilities of the
Sponsoring Agency.
B. Participating 'Agencies and any sub -grantees must abide by the grant requirements including budget
authorizations, required accounting and reporting expenditures, proper use of funds, and tracking of
assets as stipulated in "Exhibit #1".
C. Submitting quarterly reports to the City of Miami detailing the progress of projects to include direct
purchases of equipment or services as stipulated in "Exhibit #1".
D. Complying with all UASI Grant Program 2021 requirements as stipulated in "Exhibit #1".
E. Participating as a member of the Urban Area Working Group to include coordinating with and assisting
the City of Miami in conducting a comprehensive Urban Area Assessment, which in turn will guide
development of an Urban Area Stakeholder Preparedness Review.
F. Ensuring the participation of the following critical players in the assessment and Stakeholder
Preparedness Review development process: law enforcement, emergency medical services,
emergency management, the fire service, hazardous materials, public works, governmental
administrative, public safety communications, healthcare and public health.
G. Assisting the sponsoring agency in development of a comprehensive Urban Area assessment and
Stakeholder Preparedness Review.
H. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit #1".
I. Ensuring satisfactory progress toward the goals or objectives as stipulated in "Exhibit#1".
J. Submitting required reports as prescribed by the Sponsoring Agency as stipulated in "Exhibit #1".
K. Maintaining an equipment inventory of UASI purchased items.
L. Ensure that equipment obtained from the UASI Grant Program 2021, as identified in "Exhibit #2°, is
readily available for use by personnel trained to use such equipment for actual emergencies, special
4
events or exercises. Also, ensure that such equipment Is readily available for onsite monitoring by
DNS, FDEM, and the Sponsoring Agency. If the Participating Agency is incapable of staffing the
equipment, such equipment shall be made available to another Participating Agency for use during any
actual emergencies, special events or exercises. Failure to ensure equipment availability may result in
loss of funding and/or equipment to the Participating Agency.
M. All equipment obtained from the UASI Grant Program 2021, as identified in "Exhibit 2", is the sole
responsibility of the receiving agency. This includes, where applicable, maintenance, replacement,
training on equipment, and Insuring of equipment and personnel, and compliance with intra-agency
auditing requirements.
VI. THE SPONSORING AGENCY AND THE PARTICIPATING AGENCY AGREE:
A. That funding acquired and identified for the Urban Area Security Initiative will be administered solely
by the Sponsoring Agency.
B. The Participating Agencies will provide financial and performance reports to the sponsoring agency in
a timely fashion. The Sponsoring Agency will prepare consolidated reports for submission to the State
of Florida as stipulated in "Exhibit 1".
C. The Sponsoring Agency is not responsible for personnel salaries, benefits, workers compensation or
time related issues of the Participating Agency personnel.
D. The Sponsoring Agency and Participating Agency are subdivisions as defined in Section 768.28,
Florida Statutes, and each party agrees to be fully responsible for the respective acts and omissions of
its agents or employees to the extent permitted by law. Nothing herein is intended to serve as a waiver
of sovereign immunity by any party to which sovereign immunity may be applicable. Nothing herein
shall be construed as consent by a municipality, state agency or subdivision of the State of Florida to
be sued by third parties in any manner arising out of this Agreement or any other contract.
E. This is a reimbursement grant that requires the Participating Agencies to purchase, receive, and pay
invoices in full for equipment, services, and allowable personnel costs PRIOR to submitting the same
for reimbursement to the Sponsoring Agency.
VII. FINANCIAL AGREEMENTS
A. Financial and Compliance Audit Report Recipients that expend $750,000 or more of Federal funds
during their fiscal year are required to submit an organization -wide financial and compliance audit
report. The audit must be performed in accordance with the U.S. General Accounting Office
Government Auditing Standards and 2 CFR 200.
5
B. The Secretary of Homeland Security and the Comptroller General of the United States shall have
access to any books, documents, and records of recipients of UASI Grant Program 2021 assistance
for audit and examination purposes, provided that, in the opinion of the Secretary of Homeland Security
or the Comptroller General, these documents are related to the receipt or use of such assistance. The
grantee will also give the sponsoring agency or the Comptroller General, through any authorized
representative, access to and the right to examine all records, books, papers or documents related to
the grant.
C. Financial Status Reports are due within 14 days after the end of each calendar quarter. A report must
be submitted for every quarter that the award is active, including partial calendar quarters, as well as
for periods where no grant activity occurs as stipulated in "Exhibit 1".
D. Submit progress reports to describe progress to date in implementing the grant and its impact on
homeland security in the state. _
E. All financial commitments herein are made subject to the availability of funds and the continued mutual
agreements of the parties as identified in "Exhibit 2",
VIII. CONDITIONS, AMENDMENTS, AND TERMINATION
A. The Participating Agency will not illegally discriminate against any employee or applicant for
employment on the grounds of race, color, religion, sex, age, or national origin in fulfilling any and all
obligations under this Agreement.
B. Any provision of this Agreement later found to be in conflict with Federal law or regulation, or invalidated
by a court of competent jurisdiction, shall be considered inoperable and/or superseded by that law or
regulation. Any provision found inoperable is severable from this Agreement, and the remainder of the
Agreement shall remain in full force and effect.
C. This Agreement may be terminated by either party on thirty (30) days written notice to the other party
at the address furnished by the parties to one another to receive notices under this agreement or if no
address Is specified, to the address of the parties' signatory executing this contract.
D, This Agreement shall be considered the full and complete agreement between the undersigned parties
and shall supersede any prior Memorandum of Agreement among the parties, written or oral, except
for any executory obligations that have not been fulfilled.
6
E. This Agreement will end on June 30, 2023, unless otherwise extended, by a written amendment duly
approved and executed prior to June 30, 2023, unless otherwise extended, at which time the parties
may agree to renew the association. Renewal will be based on evaluation of the Sponsoring Agency's
ability to conform to procedures, training and equipment standards as prescribed by the grant. -
IX. MISCELLANEOUS OVERALL
Counterparts; Electronic Signatures. This Agreement may be executed in any number of counterparts,
each of which shall be deemed 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.
SPONSORING AGENCY
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
ATTEST:
BY: BY:
Todd B. Hannon
City Clerk
Arthur Noriega
City Manager
APPROVED AS TO FORM AND APPROVED. AS TO INSURANCE
CORRECTNESS: REQUIREMENTS:
BY: BY:
Victoria Mendez Ann -Marie Sharpe, Director
City Attorney Department of Risk Management
7
ATTEST:
Name:
Title:
PARTICIPATING AGENCY
"Isub-recipient)'
BY:
NAME:
TITLE:
FID #:
DUNS:
APPROVED AS TO FORM AND
CORRECTNESS:
Participating Agency Attorney
8
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