HomeMy Public PortalAbout2015-25 Authorizing the purchase and sustainment of equipment and training from the 2014 Urban Areas Security Initiative ProgramRESOLUTION NO. 2015-25
A CAPITAL PROJECT AUTHORIZING RESOLUTION OF
THE VILLAGE COUNCIL OF THE VILLAGE OF KEY
BISCAYNE, AUTHORIZING THE PURCHASE AND
SUSTAINMENT OF EQUIPMENT AND TRAINING FROM
THE 2014 URBAN AREAS SECURITY INITIATIVE
PROGRAM; APPROVING THE INTERLOCAL AGREEMENT
FOR JOINT COMPLETION OF AN URBAN AREAS
SECURITY INITIATIVE PROGRAM BETWEEN THE CITY
OF MIAMI AND THE VILLAGE OF KEY BISCAYNE FOR
THE PURPOSE OF CARRYING OUT FY2014 URBAN AREAS
SECURITY INITIATIVE PROGRAM OBJECTIVES;
AUTHORIZING VILLAGE MANAGER TO EXECUTE THE
AGREEMENT; PROVIDING FOR AN El''1''LCTIVE DATE.
WHEREAS, the Village of Key Biscayne (the "Village") has identified equipment and
sustainment needs that have been included in the local Urban Area Security Initiative Program
("UASI") spending plan, which offers funds for the payment of such equipment and sustainment
needs accessible through the Florida Division of Emergency Management; and
WHEREAS, the attached Interlocal Agreement for Joint Completion of the UASI (the
"Agreement") between City of Miami ("City") and the Village provides for carrying out the FY 2014
UASI objectives as part of a Homeland Security initiative; and
WHEREAS, the Village will purchase equipment identified as part of the UASI Program
in the amount of $16,380.54, which funds shall be UASI grant funds reimbursed to the Village by
the City; and
WHEREAS, the Village Council finds that approval of the Agreement is in the best interest
of the Village.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE VILLAGE
OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted
and confirmed.
Section 2. Interlocal Agreement Approved. That the 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. Purchase of Equipment Authorized. Source of Funds. That
pursuant to the Agreement, the purchase of equipment to strengthen and protect the community
against chemical, biological, radiological, and nuclear threats, at a cost of Sixteen Thousand Three
Hundred Eighty Dollars and Fifty Four Cents ($16,380.54) is hereby approved.
The purchase shall be made from governmental contracts pursuant to Village Code Section
2-86. The source of funds for the purchase shall be UASI grant funds on a reimbursement basis, as
described in the Agreement; and any changes in the description of the purchased equipment shall be
authorized by the Village Fire Chief and shall be in accordance with the terms of the Agreement and
UASI grant terms.
Section 4. Implementation. That the Village Manager is hereby authorized to take
any action which is necessary to implement the purposes of the Agreement and this Resolution.
Section 5. Effective Date. That this Resolution shall take effect immediately upon
adoption hereof.
PASSED AND ADOPTED this 26th day of May , 2015.
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ATTEST:
HITA H. ALVAREZ, MMC, VILLAGE CLE
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
',, ",›
VILLAGE ATTORNEY
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MA . ' YRA PENA LINDSAY
EXHIBIT "A"
MEMORANDUM OF AGREEMENT
URBAN AREA SECURITY INITIATIVE FY 2014
"Village of Key Biscayne"
Agreement Number: 15 -DS -P8-11-23-02 =
CFDA 4: 97.067
This Agreement is entered into this clay of 2015, by and between
the City of Miami, a municipal corporation of the State of Florida, (the "Sponsoring Agency") and 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 $5,225,000 dollars through the Urban Area Security
Initiative (UASI) Grant Program 2014; and
WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program
2014; 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 2014 and
involve core cities, core counties, contiguous jurisdictions, mutual ald partners, and State agencies; and
WHEREAS, the 2014 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
2015, 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 or act.
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree as follow:
1. PURPOSE
A, This Agreement delineates responsibilities of the Sponsoring Agency and the Participating Agencies
for entwines under the UASI Grant Program 2014 which was made available by the U.S. Department
of Homeland Security and the State of Florida Division of Emergency Management (FDEM),
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B This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring
Agency.
It. SCOPE
A. The provisions of this Agreement apply to UASI Grant Program 2014 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 to 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 foss 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 2014: The UASI Grant Program 2014 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, 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 2014 was appropriated by U.S. Congress and is authorized by Public Law 108-11, the
Emergency Wartime Supplemental Appropriations Act, 2003. The funding will provide assistance to
build an enhanced and sustainable capacity to prevent, respond to, and recover from threats or acts
of terrorism for the selected urban areas.
D. National Incident Management System (NIMS): This system wit 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 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.
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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 Homeland Security Strategy.
D. Ensuring the participation of the following critical players in the assessment and strategy development
process: faw 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 Homeland Security Strategy and submit to the SAA POC.
F. Complying with the requirements or statutory objectives of federal law as stipulated in "Attachment
#1".
G. Ensuring satisfactory progress toward the goals or objectives stipulated in "Attachment #1".
H. Following grant agreement requirements and/or special conditions as stipulated in "Attachment #1".
I. Submitting required reports.
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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 Flre-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 "Attachment #1".
C. Submitting monthly budget detail worksheets to the City of Miami on the progress of direct purchases
of equipment or services as stipulated In "Attachment #1'.
D. Complying with all UASI Grant Program 2014 requirements as stipulated in "Attachment #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 Homeland Security Strategy.
F. 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.
G. Assisting the sponsoring agency in development of a comprehensive Urban Area Homeland Security
Strategy.
H. Complying with the requirements or statutory objectives of federal law as stipulated in "Attachment
#1".
I. Ensuring satisfactory progress toward the goals or objectives as stipulated in "Attachment #1".
J. Submitting required reports as prescribed by the Sponsoring Agency as stipulated in "Attachment #1".
K. Maintaining an equipment inventory of UASI purchased Items.
L. Ensure that equipment obtained from the UASI Grant Program 2014, as identified in "Attachment #2",
is readily available for use by personnel trained to use such equipment for actual emergencies or
exercises. Also, ensure that such equipment is readily available for onsite monitoring by DHS, DEM,
and the Sponsoring Agency. If the Participating Agency is incapable of staffing the equipment, such
equipment shall be made available lo another Participating Agency for use during any actual
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emergencies 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 2014, as Identified in "Attachment 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 infra -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 "Attachment 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 $300,000 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 OMB Circular A-133.
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 2014 assistance
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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 7 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 "Attachment 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 "Attachment 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 raoe, color, religion, sex, age, or national origin in fulfilling any and all
obligations under this Agreement
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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.
E This Agreement will end on April 30, 2016, unless otherwise extended, by a written amendment duly
approved and executed prior to April 30, 2016, 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.
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SPONSORING AGENCY
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
ATTEST
BY: BY.
Todd B. Hannon Daniel J. Alfonso
City Clerk 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
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PARTICIPATING AGENCY
"Village of Key Biscayne"
ATTEST:
Owe(' 01 ,SYclq/ ie pc,J- Clerk
Title:
BY:
NAME: T'4',v '
TITLE: VI i\CAnaT,(
FID #: J
DUNS:
APPROVED AS TO FORM AND
CORRECTNESS:
Participating Agency Attorney
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"Attachment #1"
Agreement Number.15-DS-P8-11-23.02- -I53
CFDA #: 97.067
FEDERALLY -FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Honda (hereinafter referred to as the "Division"), and City of Miami
(hereinafter referred to as the "Recipient").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligble to receive these grantfunds to
provide the services identified herein; and
B. The Division has received these grant funds from the State of Florida, and has the authority to
subgrant these funds to the Recipient upon the terms and conditions below, and
C. The Division has statutory authority to disburse the funds under this Agreement
THEREFORE, the Division and the Recipient agree to the following:
(1) SCOPE OFWORK.
The Recipient shall perform the work in accordance with the Budget and Scope of Work,
Attachment A and Attachment B of this Agreement.
(2) INCORPORATION OF LAWS. RULES. REGULATIONSAND POLICIES
The Recipient and the Division shalt be governed by applicable State and Federal laws,
rules and regulations, including those identified in Attachment D.
(3) PERIOD OF AGREEMENT.
This Agreement shall begin upon execution by both parties and shall end June 30 2016
unless terminated earlier in accordance with the provisions of Paragraph (12) of this Agreement
(4) MODIFICATION OF CONTRACT
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
to original of this Agreement.
(5) RECORDKEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the
federal OMB Circular No. A-102, "Common Rule: Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments" (53 Federal Register 8034) or OMB Circular
No. A-110. "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost
Principles for State, Local and Indian Tribal Governments," OMB Circular No. A-21, "Cost Principles for
Educational Institutions," or OMB Circular No. A-122, "Cost Pnnciples far Non-profit Organizations.'
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(b) The Recipient shall retain sufficient records to show its compliance with the terms of
this Agreement, and the compliance of all subcontractors or consultants paid from funds under this
Agreement, for a penod of five years from the date the audit report is issued, and shall allow the Division
or its designee, the State Chief Financial Officer or the State Auditor General access to the records upon
request. The Recipient shall ensure that audit working papers are available to them upon request for a
period of five years from the date the audit report is issued, unless extended in writing by the Division.
The five year period may be extended for the following exceptions:
1. If any litigation, claim or audit is started before the five year period expires,
and extends beyond the five year period, the records shall be retained until all litigation, claims or audit
findings involving the records have been resolved.
2. Records for the disposition of non -expendable personal property valued at
$5,000 or more at the time it is acquired shall be retained for five years after final disposition.
3. Records relating to real property acquired shall be retained for five years after
the closing on the transfer of title.
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget
and Scope of Work - Attachment A and Attachment B - and all other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to
be paid from funds provided under this Agreement, shall allow access to its records at reasonable times
to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during normal business
hours of 8.00 a m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be
limited to, auditors retained by the Division.
(6) AUDIT REQUIREMENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement
(b) These records shall be available at reasonable times for inspection, review, or audit
by state personnel and other personnel authorized by the Division. "Reasonable" shalt ordinarily mean
normal business hours of 8:00 a.m. to 5 00 p.rn., local time, Monday through Friday.
(c) The Recipient shall provide the Division with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
(d) If the Recipient is a State or local government or a non-profit organization as defined
in OMB Circular A-133, as revised, and in the event that the Recipient expends $500,000 or more in
Federal awards in its fiscal year, the Recipient must have a single or program -specific audit conducted in
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accordance with the provisions of OMB Circular A-133, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement In determining the Federal
awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including
Federal resources received from the Division. The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMB Circular A-133, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A-133, as revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A-133,
as revised
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the
event that the Recipient expends less than $500,000 in Federal awards in its fiscal year and chooses to
have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of
the audit must be paid from non -Federal funds
(e) Send copies of reporting packages for audits conducted in accordance with OMB
Circular A-133, as revised, and required by subparagraph (d) above, when required by Section .320 (d),
OMB Circular A-133, as revised, by or on behalf of the Recipient to:
The Division at the following address:
Division of Emergency Management
Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Send the Single Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by
submission online at
http://harvester.census.eov/fackollectiddeindex.html
And to any other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f),
OMB Circular A-133, as revised
(f) Pursuant to Seaton .320 (f), OMB Circular A-133, as revised, the Recipient shall send
a copy of the reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any
management letter issued by the auditor, to the Division at the following address:
Division of Emergency Management
Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(g) By the date due, send any reports, management letter, or other information required
to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A-133,
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Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General, as applicable.
(h) Recipients should state the date that the reporting package was delivered to the
Recipient when submitting financial reporting packages to the Division for audits done in accordance with
OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10 650 (nonprofit and for-profit
organizations), Rules of the Auditor General,
(i) If the audit shows that all cr any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non-compliance.
(j) The Recipient shall have all audits completed by an independent certified public
accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter 473,
Fla Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
year.
(7) REPORTS
(a) The Recipient shall provide the Division with quarterly reports and a close-out report.
These reports shall include the current status and progress by the Recipient and all subrecipients and
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 tc the Division no later than 15 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative close-
out report. The ending dates for each quarter of the program year are March 31, June 30, September 30
and December 31.
(c) The close-out report is due 45 days after termination of this Agreement or 45 days
after completion of the activities contained in this Agreement, whichever first occurs.
(d) If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, the Division may withhold further payments until they are completed or
may take other action as stated in Paragraph (11) REMEDIES °Acceptable to the Division" means that
the work product was completed in accordance with the Budget and Scope of Work.
(e) The Recipient shall provide additional program updates or information that may be
required by the Division.
(f) The Recipient shall provide additional reports and information identified in Attachment
B.
(8) MONITORING.
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The 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 A and Attachment B to this Agreement, and reported in
the quarterly report
In addition to reviews of audits conducted in accordance with paragraph (6) above, monitoring
procedures may include, but not be limited to, on -site visits by Division staff, limited scope audits, and/or
other procedures. The Recipient agrees to comply and cooperate with any monitonng
procedures/processes deemed appropriate by the Division. In the event that the Division determines that
a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional
instructions provided by the Division to the Recipient regarding such audit. The Recipient further agrees
to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the
Florida Chief Financial Officer or Auditor General. In addition, the Division will monitor the performance
and financial management by the Recipient throughout the contract term to ensure timely completion of
all tasks.
(9) LIABILITY
(a) Unless Recipient is a State agency or subdivision, as defined in Section 768.28, Fla.
Stat., the Recipient is solely responsible to parties it deals with in carrying out the terms of this
Agreement, and shall hold the Division harmless against at claims of whatever nature by third parties
arising from the work performance under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division, but is an independent contractor.
(b) Any Recipient which is a state agency or subdivision, as defined in Section 768.28,
Fla. Stat agrees to be fully responsible for its negligent or torbous 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, Fla. Stat. Nothing herein is intended to serve
as a waiver of sovereign immunity by any Recipient to which sovereign immunity applies. Nothing herein
shall be construed as consent by a state agency or subdivision of the State of Florida to be sued by third
parties in any matter arising out of any contract
(10) DEFAULT.
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, if the Division elects, terminate and the Division has the
option to exercise any of its remedies set forth in Paragraph (11). 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
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(a) If any warranty or representation made by the Recipient in this Agreement or any
previous agreement with the Division is or becomes false or misleading in any respect, or if the 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) If material adverse changes occur in the financial condition of the Recipient at any
time during the term of this Agreement and the Recipient fails to cure this adverse change within thirty
days from the date written notice is sent by the Division.
(c) if any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information;
(d) If the Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
(11) REMEDIES.
If an Event of Default occurs, then the Division shall, after thirty calendar days written
notice to the Recipient and upon the 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 Recipient is given at least thirty days
prior written notice of the termination. The notice shall be effective when placed in the United States, first
class mail, postage prepaid, by registered or certified mail-retum receipt requested, to the address in
paragraph (13) 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 Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations goveming 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 Recipient to determine the reasons for
or the extent of noncompliance or lack of performance,
2. issue a written warning to advise that more serious measures may be taken if
the situation is not corrected,
3. advise the Recipient to suspend, discontinue or refrain from incurring costs for
any activities in question or
4 require the Recipient to reimburse the Division for the amount of costs incurred
for any items determined to be ineligible;
(f) Exercise any other rights or remedies which maybe available under law.
6
(g) Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at law or in equity. if the Division waives any right or remedy in
this Agreement or fails to insist on strict performance by the 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 Recipient
(12) TERMINATION.
(a) The Division may terminate this Agreement for cause after thirty days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules. laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document, paper,
letter, or other material subject to disclosure under Chapter 119 Fla. Stat., as amended.
(b) The Division may terminate this Agreement for convenience or when it determines, in
it sole discretion, that continuing the Agreement would not produce beneficial results in line with the
further expenditure of funds, by providing the Recipient with thirty calepdar days prior written notice.
(c) The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement
(d) In the event that this Agreement is terminated, the Recipient will not incur new
obligations for the terminated portion of the Agreement after the Recipient has received the notification of
termination. The Recipient will cancel as many outstanding obligations as possible. Costs incurred after
receipt of the termination notice will be disallowed. The Recipient shall not be relieved of liability to the
Division because of any breach of Agreement by the Recipient The Division may, to the extent
authorized by law, withhold payments to the Recipient for the purpose of set-off until the exact amount of
damages due the Division from the Recipient is determined.
(13) NOTICE AND CONTACT.
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by
hand delivery, or first class, certified mail, return receipt requested, to the representative named below, at
the address below, and this notification attached to the original of this Agreement.
(b) The name and address of the Division contract manager for this Agreement is.
Michael Day
2555 Shumard Oak Blvd, Ste. 120
Tallahassee, FL 32399-2100
Telephone: (850) 488-3133
Fax: (850) 922-8689
Email:Michael.Day@em.myflorida.com
7
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is'
Pedro Gomez
444 SW 2nd Ave, 10th Floor
Miami, FL 33130
Telephone: 305 - 416 -5402
Fax 305-569-4070
Email: peromez@miamigov _ 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 as outlined in (13)(a) above.
(14) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the
unsigned subcontract must be forwarded to the Division for review and approval before it is executed by
the Recipient. The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by
the terns of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and
regulations, and (iii) the subcontractor shall hold the Division and 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. The Recipient shall document in the quarterly report the
subcontractor's progress in performing its work under this Agreement
For each subcontract the Recipient shall provide a written statement to the Division as to
whether that subcontractor is a minority business enterprise, as defined in Section 288.703 Fla. Stat.
(15) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(16) ATTACHMENTS
(a) Ail attachments to this Agreement are incorporated as if set out fully.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
Attachment A - Budget
Attachment B - Scope of Work
Attachment C - Deliverables & Performance
Attachment D - Program Statutes and Regulations
Attachment E -Justification of Advance Payment
Attachment F -Warranties and Representations
8
Attachment G — Certification Regarding Debarment
Attachment 1-1 — Statement of Assurances
Attachment I — Reimbursement Checklist
Attachment J — Monrtonng Guidelines
(17) FUNDING/CONSIDERATION
(a) This is a cost -reimbursement Agreement The Recipient shall be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to exceed
$5,225,000.00, subject to the availability of funds.
(b) Any advance payment under this Agreement is subject to Section 216.181(16),
FIa.Stat.. and is contingent upon the Recipient's acceptance of the rights of the Division under Paragraph
(12)(b) of this Agreement. The amount which may be advanced may not exceed the expected cash
needs of the Recipient within the first three (3) months of the contract term. For a federally funded
contract, any advance payment is also subject to federal OMB Circulars A-87, A-110, A-122 and the Cash
Management Improvement Act of 1990. All advances are required to be held in an interest -bearing
account If an advance payment is requested, the budget data on which the request is based and a
justification statement shall be included in this Agreement as Attachment E. Attachment E will specify the
amount of advance payment needed and provide an explanation of the necessity for and proposed use of
these funds No advance shall be accepted for processing if a reimbursement has been paid prior to the
submittal of a request for advanced payment.
(a) After the initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work,
Attachment A and Attachment 8 of this Agreement
(d) Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services. Invoices shall be accompanied by a statement
signed and dated by an authorized representative of the Recipient certifying that "all disbursements made
in accordance with conditions of the Division agreement and payment is due and has not been previously
requested for these amounts." The supporting documentation must comply with the documentation
requirements of applicable OMB Circular Cost Principles. The final invoice shall be submitted within sixty
(80) 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 contract manager as part of the
Recipient's quarterly reporting as referenced in Paragraph 7 of this Agreement.
If the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or
under subparagraph (19)(h) of this Agreement, all obligations on the part of the Division to make any
further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty
days of receiving notice from the Division.
9
(18) REPAYMENTS
MI refunds or repayments due to the Division under this Agreement are to be made payable to
the order of "Division of Emergency Management", and mailed directly to the following address:
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
In accordance with Section 215.34(2), Fla. Star . if a check or other draft is returned to the Division far
collection, Recipient shall pay the Division a service fee of $15.00 or 5% of the face amount of the
retumed check or draft, whichever is greater.
(19) MANDATED CONDITIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the 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 is 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 Recipient, cause the termination of this Agreement and the
release of the Division from all its obligations to the 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 Lean County. If any provision
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of this Agreement.
(c) Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement
(d) This Agreement may be executed in any number of counterparts, any one of which
may be taken as an original.
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law
101-336, 42 U.S.C. Section 12101 et sea.) which prohibits discrimination by public and pnvate entities on
the basis of disability in employment, public accommodations, transportation, State and local government
services, and telecommunications.
(f) Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a hid 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
10
consultant under a contract with a public entity, and may not transact business with any public entity in
excess of $25,000,00 for a period of 36 months from the date of being placed on the convicted vendor list
or on the discriminatory vendor list
(g) Any Recipient which is nct 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.
1. are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
2. have not, within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
3. are not presently indicted or otherwise cnminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
13(9)2. of this certification; and
4. have not within a five-year period preceding this Agreement had one or more
p.ibirc transactions (federal, state or local) terminated for cause or default.
If the Recipient is unable to certify to any of the statements in this certification, then the Recipient
shall attach an explanation to this Agreement
In addition, the Recipient shall send to the Division (by email or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment G) for each intended subcontractor which Recipient plans to fund under
this Agreement. The form must be received by the Division before the Recipient enters into a
contract with any subcontractor.
(h) 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 Chapter 216 Fla. Stat or the Florida Constitution
(1) All bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a proper preaudit and postaudit thereof.
(j) Any bills for travel expenses shall be submitted in accordance with Section 112.061,
Fla. Stat
(k) The Division reserves the right to unilaterally cancel this Agreement if the Recipient
refuses to allow public access to all documents, papers, letters or other matenal subject to the provisions
of Chapter 119, Fla. Stat. which the Recipient created or received under this Agreement
11
(I) If the 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.
(m) 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
("INA")]. The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e) of the INA. Such violation oy the Recipient of the employment provisions contained in
Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division.
(n) The Recipient is subject to Florida's Government in the Sunshine Law (Section
286.011, Fla. Star) with respect to the meetings of the Recipient's governing board or the meetings of
any subcommittee making recommendations to the goveming board. All of 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, Fla. Stat.
(o) All unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost.
(20) LOBBYING PROHIBITION
(a) 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.
(b) The 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 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.
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 Federal contract, grant, loan or cooperative agreement, the Recipient shall complete
and submit Standard Form-LLL, "Disclosure of Lobbying Activities."
12
3. The 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 subrecipients shall certify and disclose.
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 $100,000 for each such failure.
(21) COPYRIGHT, PATENT AND TRADEMARK
ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR It1 CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA.
ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE
OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF
FLORIDA.
(a) If the Recipient has a pre-existing patent or copyright, the Recipient shall retain alt
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 Recipient shall refer the
discovery or invention to the Division for a determination whether the State of Florida wit 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 copyrightabte
material are produced, the Recipient shall notify the Division. Any copynghts accruing under or in
connection with the performance under this Agreement are transferred by the Recipient to the State of
Florida.
(c) Within thirty days of execution of this Agreement, the 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 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 (b), have the right to all patents and copyrights which
accrue during performance of the Agreement
(22) LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that it's governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement
13
(23) ASSURANCES
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment H.
14
IN WITNESS WHEREOF. the parties hereto have executed this Agreement
RECIPIENT:
CITY OF MIAMI
By:
Name and Title: Daniel . V fonso, City Manager
Date: 312 1l S
FID# 59-6000375
DUNS# 072220791
Include a copy of the designation of authority for the signatory, if applicable.
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Name and Title: Brya7_ Ko n, Director
�t/ ( Date: //s
15
Af1hST: THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
CI\ • /i4 3- DA"- is
104- Todd%lannon
City Clerk
Daniel J.
City Manager
APPROVED AS TO FORM AND APPROVED AS INSrURANCE
CORRECTNESS:
REQUIREMENTS:i
Department of Risk Management
%S q
EXHIBIT —1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE: If the resources awarded to the Recipient are from more than one Federal program, provide the
same information shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal agency: U.S. Department of Homeland Security, Federal Emergency Management
Catalog of Federal Domestic Assistance title and number: Homeland Secunty Grant Program
Award amount: $ 5,225,000 00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
Chapter 252, Florida Statutes
Rule Chapters 27P=6, 27P-11 and 27P-19. Florida Administrative Code
44 CFR (Code of Federal Regulations) Part 13 (Common Rule)
2 CFR Part 215
OMB Circular A-21, A-102, A-110, A-122, A-128, A-87 and A-133
Federal Program:
List applicable compliance requirements as follows:
1. Recipient is to use funding to perform elglble activities as identified FY2014 Department of
Homeland Security Funding Opportunity Announcement.
2. Recipient is subject to all administrative and financial requirements as set forth in this Agreement
or will not be in compliant with the terms of the Agreement.
NOTE Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes,
require that the information about Federal Programs and State Projects included in Exhibit 1 be provided
to the Recipient.
16
ATTACHMENT A
PROGRAM BUDGET
• Below is a general budget which outlines eligible categories and their allocation under
this award. The Recipient is to utilize the °Proposed Program Budget° as a guide for
completing the "Budget Detail Worksheet" below.
• The transfer of funds between the categories listed in the "Proposed Program Budget" is
permitted. However, the transfer of funds between Issues is strictly prohibited.
• At the discretion of the Recipient, funds allocated to Management and Administration
costs (as described in the 'Proposed Program Budget") may be put towards
Programmatic costs instead. However, no more than 5% of each Recipienfs total award
may be expended on Management and Administration costs.
• ' CraM •-
' ^ IieSpieot Ageacy
. •. Canon',
AmooutS0oes4d
FY 2014 - State Homeland
Security Grant Program —
Urban Area Security
Initiative - Issue 24
Miami/Fort Lauderdale
UASI
Award Allocation
$5,500,000
State Management &
Administration withheld 5%
$275,000
Expendable Award Allocation after
5% reduction
$5,225,000
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.
$1,375,000
Management and Administration
(The dollar amount which
corresponds to 5% of the total local
agency allocation is shown in the
column an the right).
$261,250
-Total i�yvardyrvY
.•�
`°°'
• °,• a, ".
%$5225,-00 40
State 53 & A costs '
- i� 700000 s ^
17
BUDGET DETAIL WORKSHEET
The Recipient is required to provide a completed budget detail worksheet, to the Division, which
accounts for the total award as described in the "Proposed Program Budget".
If any changes need to be made to the "Budget Detail Worksheet", after the execution of this
agreement, contact the grant manager listed in this agreement via email or letter.
. " {C�
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,!s i�aM{L?�
r ,�"?`wW .'
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Developing hazard/threat-specific annexes that
incorporate the range of prevention, protection,
response, and recovery activates
Developing and implementing homeland security
support programs and adopting ongoing DHS national
initiatives
Developing related terrorism prevention activities
Developing and enhancing plans and protocols
BSO Develop an All Hazard CEMP, Line item 2014-08
1
$50,000.00
$50,000.06
24
Hollywood Planning, Training and Exercise. Line item
201419
1
$122,225.00
$122,225.00
24
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. Line
item 2014-25
1
$208,141.75
$208,141.75
24
MB Update of EOC Operations Plan, Line item 2014
32
1
$20,000.00
$20,000.00
24
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)
EM Planner for Broward Mass Migration Plan, Line
item 201401
1
$66,720.00
$66,720.00
24
EM Planner for All Hazards IMT Development, Line
item 201402
1
$66,720.00
$66,720.00
24
Hialeah LPR Analyst Sustainment, Line item 201417
1
•
$55,000.00
$55,000.00
24
18
Hialeah EOC Planner Sustainment, Line item 201418
1
$55,000.00
$55,000.00
24
EM Coordinator, Line item 2014-28
1
$95,000.00
$95,000.00
24
UASI Project Planner, Line item 2014-29
1
$80,000.00
$80,000.00
24
MDEM Whole Community Preparedness Planners,
Line item 201443
3
$97,853.00
$293,559.00
24
Regional Program Manager. This position assists the
UASI with Regional Planning Needs (e.g. Drafting of
Investment Justifications, Coordination of UAWG
Meetings, Development of Annual Budgets, etc.). Line
item 2014-56
1
$95,000.00
$95,000.00
24
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. Line item 2014-57
1
$75,000.00
$75,000.00
24
Regional Metadata Planner, Line item 2014-59
1
$45,000.00
$45,000.00
24
EM Planner, Line item 2014-67
1
$55,000.00
$55,000.00
24
Identifying resources for medical supplies necessary to
support children during an emergency, includirg
pharmaceuticals and pediatric -sized equipment on
which first responders and medical providers are
trained
Developing and implementing a community
preparedness strategy for the State/ocal jurisdiction
Travel/per diem related to planning activities
Overtime and backfil casts (in accordance with
operational Cost Guidance)
Establishing, expanding, and maintaining volunteer
programs and volunteer recruitment efforts that
support disaster preparedness and/or response
CERT-Recognition (awards), Line item 2014-15
1
$500.00
$500.00
24
Issuance of WHTI-compliant tribal identification cards
(SHSP only)
Activities to achieve planning inclusive of people with
disabilities
19
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IReimbursement
for select operational expenses
associated with increased security measures at critical
infrastructure sites incurred (up to 50 percent of the
allocation)
Operational OT for Special Events approved by FEMA,
Line item 2014-26
1
$67,925.00
$67,925.00
24
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 informationhlntelligence analysis and
sharing groups or fusion center activities (up to 50
percent of the allocation)
Intelligence Analysts, Line item 2014-58
4
$60,000.00
$240,000.00
24
Allowable Training Costs,,
Quantity '.
Unit Cost
Total Cost
issue •
Number
Developing, Delivering, and Evaluating Training
Overtime and backfill for emergency preparedness
and response personnel attending FEMA-sponsored
and approved training classes.
Overtime and backfill expenses for part-time and
volunteer emergency response personnel participating
in FEMA training.
OT to Teach CERT Courses, Line item 2014-15
1
$13,000.00
$13,000.00
24
Training Workshops and Conferences
Immediate Action Team (IAT) Training, Line item
201406
1
$6,000.00
$6,000.00
24
Regional Planning, Training & Exercise, Line item
2014-63
1
$176,934.14
$176,934.14
24
Activities to achieve framing inclusive of people with
disabilities
Full or Part -Time Staff or Contractors/Consultants
Certification/RecertifrcafJon of instructors
Travel
Supplies
Tuition for higher education
Other items
20
A complete list ofFEMA approved courses may be found atwwv,.aip
osdoi eovlf EMArdo_'Elielbie Feder;i Cowses,ndf
I.^7'Y y >ae
IYr .,`i�" `•`[� ;. .•�j .1 ,Y . �,i5.
Yu
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Design, Develop, Conduct and Evaluate an Exercise
Exercise Planning Workshop — Grant funds may be
used to plan and conduct an Exercise Planning
Workshop to include costs related to planning, meeting
space and other meeting costs, facilitation costs,
materials and supplies, travel and exercise plan
development. _
MB Tabletop Planning Workshop, Line item 2014-32
1
$20,000.00
$20,000.00
24 .
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 ofCBRNE exercises. The applicants formal
written procurement policy or the Federal Acquisition
Regulations (FAR) must be followed.
Overtime and backfif costs — Overtime and backfill
costs, including expenses for part-time and volunteer
emergency response personnel participating In FEMA
exercises
Implementation of HSEEP
Activities to achieve exercises inclusive of people with
disabilities
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).
These costs must be in accordance with state law as
highlighted in the OJP Financial Guide. States must
also follow state regulations regarding travel. If a state
or territory does not have a travel policy they must
follow federal guidelines and rates, as explained in the
OJP Financial Guide. For further information on
federal law pertaining to travel costs please refer to
http://wvvw.aplisdpj.gov/FinGuide.
21
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).
Other Items — These costs include the rental of
spaceAocatons for exercise planning and conduct,
exercise signs, badges, etc.
Eligible Equipment Acquisition Costs The table below highlights the allowable equipment categories for
the award. Acomprehensive listing of these allowable equipment
ctegodes, and specific equipment eligible under each category, are
hsted on the wet based version cite Authonzed Equipment List
(AEL) on the Lessons Learned Information System at bite I/Ilis,sovf
Quantity
Unit Cost
.
Total Cost
Issue
Number
Here is where you Wit find the appropriate AEL numberfcrthe
equipment you plan to purchase.
Personal protective equipment
MB Body Armor, Line item 2014-31, AEL #01LE-01-
ARMR
14
$2000.00
$28,000.00
24
MDPD Hazmat PPE, Air Purifying Respirator, line
item 2014-39, AEL #01AR-03-PAPA
62
51,686.44
$104,559.00
24
MDPD Hazmat PPE, Chemical Suites, Line item 2014-
39,
1000
5109.00
5109,000.00
24
PBSO WRT Dive Equipment, Halycon BC System,
Line item 2014-53, AEL #01 WA-06-BCMP
15
$713.34
510,700.00
24
PBSO WRT Dive Equipment, KMDSI Manifold/Scuba
Adapt Auxiliary Valves, Line item 2014-53, AEL
#01 WA-01-SCBA
15
5460.00
$6,900.00
24
Sunrise Hazmat— CBRNE Suit, Line item #2014-65,
AEL #01VF-01-ENSM
12
53,000.00
536,000.00
24
Explosive device mitigation end remediatren equipment
BSO Grid Aim Systems — Portable X-ray for Bomb
Squad, Line item 2014-09, AEL #02EX-01-XRAP
2
53,000.00
56,000.00
24
PBSO EOD Sustainment— Bomb suits, Line item
2014.52, AEL #02PE-01-BSUT
2
$15,733.00
531,466.00
24
GSRNE operational search and rescue equs meat •
BSO Marine Enhancements, line item 2014-04, AEL
#030E-01-CTAC
1
$5,500.00
55,500.00
24
BSO Night Vision Goggles, Line item 2014-05, AEL
#030E-02-TILA
2
512,500.00
525,000.00
24
PBSO WRT Dive Equipment Hollis H-160 Underwater
Scooter including replacement battery, Line item 2014-
53, AEL #03WA 01 -PROP ,
1
54,500.00
54,500.00
24
PBSO WRT Dive Equipment Halcyon HP LED
Underwater Handheld Lights, Line item 2014-53, AEL
#030E-04-LTHH
15
5140.00
52,100.00
24
22
Sunrise Vehicular and Hand Held FLIR. Line item
2014-66, AEL#03OE-02-TILA
1
$95,877.00
$95,877.00
24
Intomiahan technology
es6 WebEOC Development, Line item 2014-03, AEL
#04AP-05-CDSS
1
$17,485.00
§77,495.00
24
FTL Fixed License Plate Readers, Line item 2014-14,
AEL #04AP-02-AVLS
1
$84,869.00
$84,869.00
24
MG Mobile License Plate Readers, Line item 2014-34,
AEL #04AP-02-AVLS
5
$24,038.77
$120,193.85
24
MDPD Mobile Video Platform Upgrade, Line item
2014-35, AEL #04HW-01-INI-IW
1
$80,000.00
$80,000.00
24
Miramar Forcible Entry Training Simulator, Line item
2014-44, AEL #04AP-08-SIMS
2
37,981.00
$75,962.00
24
Miramar EOC Software Sustainment, Line item 2014
46, AEL #04AP-05-CDSS
1
341,899.25
$41,899.25
24
PBC Upgrade of the Emergency Operations Center's
Information Technology Infrastructure Hardware, Line
item 2014-50, AEL #04HW-01-INHW •
1
3133,908.00
$133,908.00
24
PBSO Fusion Center Computers -Hardware and
Software, Line item 2014-51, AEL #04HW-01-INHW
4
$9,273.00
$37,092.00
24
PBSO HD 4G IP67 Streaming FLIR Package with 250
GB Camera Package, Line item 2014-54, AEL #04MD-
01-IRED
6
$6,200.00
$37,200.00
24
PBSO Mini Dome Stainless Steel Camera, Line item
2014-54, AEL#04MD-01-VCAM
2
$1,225.00
i
$2,450.00
24
PBSO Self-contained GPS Tracking and Monitoring
System, Line item 2014-54, AEL #04AP-02-DGPS
1
31,500.00
$1,500.00
24
Regional Incident Command Software System, Line
item 2014-60, AEL #04AP-05-CDSS
1
$159,484.00
$159,484.00
24
Regional Simulator Enhancement, Line item 2014-68;
AEL #04AP-08-SIMS
1
$6,995.00
$6,995.00
24
Cyber secunty enhancement equipment
Coral Springs Interoperable Communications and
Technology Project, System Patch/Configuration
Management, Line item 2014-12, AEL #05PM-00-
PTCH
1
3120,544.25
3120,544.25
24
Miramar Cyber Security Software, Line item 2014.45,
AEL #051-IS-00-MALW
1
322,945.00
$22,945.00
24
Interoperable rvmmrm,rabons equipment
Coral Gables Portable P25 Radios, Line item 2014-11,
AEL #O6CP-01-PORT
30
$2,116.65
$63,499.60
24
Hialeah Interoperable Communications Project P-25
Radios, Line item 2014-16, AEL#06CP-01-PORT
1
$355,000.00
$355,000.00
24
Key Biscayne Interoperable Communications Project,
Line item 2014-20, AEL #06CP-01-PORT
4
$4,095.00
$16,380.54
24
23
MEM Satellite Phone Sustainment Citywide. 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. Line item 2014-24, AEL #06CC-03-SATP
1
$25,000.00
$25,000.00
24
MDFR Upgrade to Existing Network Switch/Gateway
(CST), Line item 2014-41, AEL#06CP-02-BRDG
1
$200,100.00
$200,100.00
24
Monroe P-25 Compliant XTS 2500 762-870 MHz 1-
3W/870, Line item 2014-48, AEL#06CP-01-MOBL
32
$3,028.92
$06,925.27
24
PPPD Motorola APX 7000 ; APCO P-25 Compliant
Portable Radios; 700-800MHZ; IMPRESS Energy
System; Multi-band(UHF-VHF/FDMA-TDMA);P-25
Smart —Zone Trunking; AES Radio -to -Radio
Encrypted; Equipped w/Extemal Antennas; Shoulder
Microphone; Batteries; Carriers; and Battery Chargers.
Line item 2014-55, AEL #O6CP-01-PORT
21
$5,700.00
$119,700.00
24
Detection Equipment
BSO Bomb Dog, Line item 2014-10, AEL #07ED-01-
DOGS
1
$9,000.00
$9,000.00
24
Deconiammabon Equipment (HSGP only)
BSO Marine Enhancements, Macaw Chemical/Bio
Decon System, Line item 2014-04, AEL #08D2-02-
EDCS
1
$8,000.00
$8,000.00
-
24
Medical supplies
Mass Casualty Incident Regional Project, Line item
2014-70; AEL#09ME-01-MCIK
1
$200.00
$200.00
24
Powerequiprient
Miramar Portable Generator, Line item 2014-47, AEL
#10GE-00-GENR
1
$39,908.00
$39,908.00
24
Charging Station for UASI Purchased FDLE MCV,
Line item 201469; AEL #10BC-00-SOLR .
1
$9,375.00
$9,375.00
24
CBRNE rererena3 mamas
CERNE incident response vehicles -
MDFR High Capacity Ventilation and Air Supply
Apparatus for Confined Spaces, Line item 2014142,
AEL #12VE-00-SPEC -
1
$93,458.00
$93,458.00
24
Terrorism moment prevention equipment
BSO Alert/Notification System, Line item 2014-07, AEL
#131T-00-ALRT
1
$6,000.00
$6,000.00
24
Regional Alert/Notification System, Line item 2014-61,
AEL #131T-00-ALRT
1
$60,000.00
$60,000.00
24
24
Pnysmat secunty enhancement equipment
Ethernet Secured @ Fire College for Redundant
Communications for Miami's First Responders. This
Project will Continue Services for a Metro-Ethemet
Line that Provides Fast Network Connectivity Between
the City's Network and the E911 Backup Center, Line
item 2014-23, AEL #14C1.00 -COOP
1
$10,000.00
$10,000.00
24
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.) Line
item 2014-27, AEL #14SW-01-VIDA
1
$159,489.35
$159,46935
24
MB City Hall Physical Security Enhancements,
Security Video Camera System, Line item 2014-33,
AEL #14SW-01-VIDA
4 '
13,000.00
112,000.00
24
MB City Hall Physical Security Enhancements, Access
Control System, Line item 2014-33, AEL#14S'N-01-
PACS
1
$12,000.00
$12,000.00
24
Inspection and Screening systems
Agriculture 'renews Prevention Response. and Nbtgatio,1 Eaummentt fHSGP onytt
CBRNE Prevention and Response watercraft
CBRNE Avlabon Euurpment
CBRNE logistical support enurement -
Intarvenbun equipment
Plink Alert and Warning Equpment
T1
Disability Access and Functional Needs
Me-autt-onzed equipment casts (mdude any conshucben or renovation re the category, Wntten approval must be
provld.d by FEMA pnerto the use of any funds foraonsin,chen or rerovabon)
FTL EOC Enhancements, Line item 2014-13, AEL
#21 GN-0O-OCEQ
1
$25,000.00
$25,000.00
24
CERT — Equipment for New CERT Members, Line
item 2014-15, AEL #21GN-00-CCEQ
1
$6,500.00
$6,500.00
24
MEM Maintenance/Sustainment/Repair/Replacement
of HSGP Purchased Equipment, Line item 2014-22,
AEL #21 GN-00-MAIN
1
$230,350.00
1230,350.00
24
MB Security System Installation, Line item 201.1-33,
AEL#21GN-00-INST
1
$6,000.00
$6,000.00
24
25
Regional Citizen Corps/CERT Planning, Training,
Exercise and Equipment, Line item 2014-62, AEL
#21 GN-00-CCEQ
1
$145,000.00
$145,000.00
24
EligibleMaitagement'arid Ftdininisfra'Oon Costs-
Quantity`
'�
? UnitCOst
r.,-.- -
Total Cost
-' ^ Issue'
,(dumber
Ming of full-time or part-time staff or contractors/consultants:
1- To assist with the management of the respective grant program
h To asstst with application requirements of the grant program
. To assist with the compliancy with reporting and data collection
as t may relate to the grant program
1
$261,250.00
$261,250.00
24
Development of operating plans for information collection and
processing necessaryto respond to DHSIODP data calls.
Costs associate with achieving emergency management that is
Inclusive of the access and functional needs of workers and
citizens with disabilities.
Overtime and backfill costs —Overtime expenses are defined as
the result of personnel who worked over and above their normal
scheduled daily or weekly worked time in the performance of FEMA
— approved activities Backlit! Costs also called 'Overtime as
Backfilr are defined as expenses from the result of personnel who
are working overtime in order to perform the duties of other
personnel who are temporanly assigned to FEMA— approved
activities outside their core responsibilities Neither overtime nor
backfill expenses are the result of an increase of Full — Time
Ecurvalent (FTEs) employees. These costs are allowed only to the
extent the payment for such services is in accordance wdh the
policies of the state or unit(s) of local government and has the
approval of the state or the awarding agency, whichever is
applicable. In no case s dual compensation allowable. That is, an
employee of a uml of government may not receive compensation
from their unit or agency of government AND from an award for a
sing'e period of time (e g , 1.00 pm to 5 00 pm), even though such
work may benefa both activities Fringe benefits on overtime hours
are Ivmted to Federal Insurance Contnbuhons Act(FICA), Workers'
Compensation and Unemployment Compensation
Travel expenses
Meeting -related expenses (Fora complete list of allowable
meeting -related expenses, please review the OJP Flnanc al Guide
at httpJ/www op usdoj gov/FinGuxie)
Acquisition of authorized office equipment, including personal
computers, laptop computers, punters, LCD projectors, and other
ecuipment or software which may be required to support the
implementation of the homeland secunty strategy.
The following are allowable only within the contract period.
Recurring fees/charges associated wdh certain equipment,
such as cell phones, faxes, etc
Leasing andfcr renting of space for newly hired personnel to
administer programs within the grant program.
.
26
ATTACHMENT B
SCOPE OF WORK
Funding is provided to perform eligible activities as identified in the Domestic Homeland Security —
Federal Emergency Management Agency National Preparedness Directorate Fiscal Year 2014 Homeland
Security Grant Program (HSGP), consistent with the Department of Homeland Security State Strategy.
Eligible activities are outlined in the Scope of Work for each category below.
1. Categories and Eligible Activities
Urban Area Security Initiative
FY2014 allowable costs for this agreement are divided into the following categories: planning,
organization, equipment, training, exercises, management and administration cost are
allowable cost. Up to 25% of UASI funds must be dedicated towards law enforcement terrorism
prevention -oriented planning, organization, training, exercise and equipment activities. Each
category's allowable costs have been listed in the "Budget Detail Worksheet'
A. Planning
Examples of allowable planning activities include:
• Developing hazard/threat-specific annexes that incorporate the range of prevention,
protection, mitigation, response, and recovery activities as identified in the national
planning frameworks
• Developing and implementing homeland security support programs and adopting DHS
national initiatives including but not limited to the following:
- Conducting a THIRA process
Implementing the Goal, National Preparedness System, and the Whole Community
Approach to Security and Emergency Management including efforts to support
strengthening of capacity among whole community partners
- Pre -event recovery planning
Implementing the 2014 National Infrastructure Protection Plan (NIPP) and associated
Sector Specific Plans
Enhancing and implementing SCIPs and Tactical Interoperable Communications Plans
(TICPs) that align with the goals, objectives, and initiatives of the Nation! Emergency
Communications Flan (NECP)
Costs associated with the adoption, implementation, and sustainment of the NIMS,
including implementing the NIMS Guideline for Credentialing of Personnel
Modifying existing incident management and EOPs to ensure proper alignment with the
coordinating structures, processes, and protocols described in the National Frameworks
- Establishing or enhancing mutual aid agreements
- Developing communications and interoperability protocols and solutions consistent with
NIMS/ICS that include communications support for faith -based and voluntary
organizations
Developing emergency communications SOPs and plain language protocols
Integrating emergency communications SOPs across jurisdiction, disciplines, and levels
of government
- Conducting local, regional, and Tribal program implementation workshops
27
Developing or updating resource inventory assets in accordance to NIMS-typed resource
definitions which are managed by FEMA's National Integration Center(NIC) and can be
found at http.1/www.fema.gov/resource-management
Designing State and local geospatial data systems
Developing and conducting public education and outreach campaigns, including
promoting individual, family, and organizational emergency preparedness and support for
the National Preparedness Campaign including America's PrepareAthon! and Ready
campaigns, as required by the National Preparedness System; alerts and wamings
education; promoting training, exercise, and volunteer opportunities; informing the public
about emergency plans, evacuation routes, shelter locations, and evacuation plans as
well as CBRNE prevention awareness • •
Designing programs to address targeting at -risk populations and engaging them in
emergency management planning efforts
Developing and conducting public education and outreach campaigns, including
promoting individual, family, and organizational emergency preparedness and support for
the national Campaign to Build and Sustain Preparedness, including America's
PrepareAthon!, as required by the National Preparedness System; the Ready Campaign;
alerts and warnings education; promoting training, exercise, and volunteer opportunities;
informing the public about emergency plans, evacuation routes, shelter locations; and
evacuation plans as well as CBRNE prevention awareness activities, materials, services,
tools and equipment to achieve planning, protection, mitigation, response and recovery
that is inclusive of people with disabilities (physical, programmatic and communications
access for people with physical, sensory, mental health, intellectual and cognitive
disabilities)
- Preparing materials for SPRs
WHTI implementation activities including the issuance of WHTI-compliant Tribal
identification cards
• Conducting statewide emergency communications and preparedness planning, including
the following activities:
Conducting/attending planning and governance workshops
Engaging and expanding the participation of the whole community in emergency
communications planning, response, and risk identification
Participating in THIRA development process
Collecting and using data (e g , NECP Goal Assessments, findings from national -level
exercises) to assess user needs, capabilities, and gaps, and to facilitate coordination and
asset -sharing
Assessing emergency communications needs and assets and integrating needs into
State plans (e.g., SCIP, SPR, and broadband plans)
Coordinating with SW IC, SAA, and State -level planners to ensure proposed investments
align to statewide plans (e.g., SCIP, State broadband plan) and comply with technical
requirements
• Developing related terrorism prevention activities:
Coordinating fusion center efforts with other analytical and investigative efforts including,
but not limited to JTTFs, Field Intelligence Groups (FIGs), High Intensity Drug Trafficking
Areas (HIDTAs), Regional Information Sharing Systems (RISS) Centers, criminal
intelligence units, and real-time crime analysis centers.
Developing THIRAs that reflect a representative makeup and composition of the
jurisdiction
Developing initiatives that directly support local efforts to understand, recognize, prepare
for, prevent, mitigate, and respond to pre -operational activity and other crimes that are
precursors or indicators of terrorist activity, in accordance with civil rights/civil liberties
protections
28
- Developing law enforcement prevention activities, to include establishing and/or
enhancing a fusion center
Hiring an IT specialist to plan, develop, and implement the IT applications necessary for a
fusion center
Developing and planning for information/intelligence sharing groups
- Integrating and coordinating the fire service, emergency management, public health care,
public safety, and health security data-gathenng (threats to human and animal health)
within designated fusion centers to achieve early warning, monitoring, and mitigation of
threats
Hinng and paining privacy, secunty, and/or fusion liaison officers (FLO) coordinators to
support fusion center operations
Integrating and coordinating private sector participation with fusion center activities
- Developing and implementing preventive radiological/nuclear detection activities
- Acquiring systems allowing connectivity to State, local, Tribal, territorial, and Federal data
networks, such as the National Crime Information Center (NCIC) and Integrated
Automated Fingerpnnt Identification System (IAFIS), as appropriate
Planning to enhance security during heightened alerts, terrorist incidents, and/or during
mitigation and recovery
Accessible public information/education: printed and electronic materials, public service
announcements, seminars/town hall meetings, and web postings coordinated through
local Citizen Corps Councils
'Volunteer programs and other activities to strengthen citizen participation
Conducting public education campaigns including promoting suspicious activity reporting
and preparedness; individual, family, and organizational emergency preparedness;
Promoting the national Campaign to Build and Sustain Preparedness and the Ready
campaign
- Evaluating Critical Infrastructure Protection (CIP) security equipment and/or personnel
requirements to protect and secure sites
CIP cost assessments, including resources (e.g., financial, personnel) required for
security enhancements/deployments
- Underwater Terrorist Protection Plans
• Developing and implementing a comprehensive model for preventing violent extremism in
local communities:
- Including existing law enforcement agencies' initiatives and including mechanisms for
engaging the resources and expertise available from a range of social service providers,
such as education administrators, mental health professionals, and religious leaders;
Enhancing engagement with communities to discuss violent extremism in an effort to (1)
share sound, meaningful, and timely information about the threat of radicalization to
violence with a wide range of groups and organizations, particularly those involved in
public safety; (2) respond to concerns about government policies and actions; and (3)
increase understand for how community -based solutions can be supported.
- Building expertise, including a robust training program to improve cultural competency
and to ensure that communities, govemment, and law enforcement receive accurate,
intelligence -based information about the dynamics of radicalization to violence.
Developing and enhancing risk centric capabilities -based plans and protocols, including
but not limited to:
- Community -based planning to advance 'whole community° security and emergency
management
Incorporating government/non-governmental collaboration, citizen preparedness, and
volunteer participation into State and local government homeland security strategies,
policies, guidance, plans, and evaluations
- Developing, enhancing, maintaining a current EOP that conforms to the guidelines
outlined in the CPG 101 v 2.0
29
Planning for the relocation of existing systems operating in the T -Band
Developing or enhancing local, regional, or Statewide strategic or tactical interoperable
emergency communications plans including such actions to support communications with
faith -based and voluntary entities who act as immediate responders in disaster
- Developing or enhancing critical infrastructure planning, to include planning for incidents
at chemical facilities
Developing protocols or SOPs for specialized teams to incorporate the use of equipment
acquired through this grant program
Developing terrorism prevention/protection plans
Developing plans, procedures, and requirements for the management of infrastructure
and resources related to HSGP and implementation of State or Urban Area Homeland
Security Strategies
- Developing plans for mass evacuation and pre -positioning equipment
Developing or enhancing plans for responding to mass casualty incidents caused by any
hazards
- Developing or enhancing applicable procedures and operational guides to implement the
response actions within the local plan including patient tracking that addresses identifying
and tracking children, access and functional needs population, and the elderly and
keeping families intact where possible
Developing or enhancing borcer security plans
Developing or enhancing cybersecurity and riskmitigation plans
- Developing or enhancing secondary health screening protocols at major points of entry
(e g., air, tail, port)
Developing or enhancing agriculture/food security risk mitigation, response, and recovery
plans
Developing public/private sector partnership emergency response, assessment, and
resource sharing plans
- Developing or enhancing plans to engage and interface with, and to increase the capacity
of, private sector/non-governmental entities working to meet the human service response
and recovery needs of survivors
Developing or updating local or regional communications plans
- Developing plans to support and assist jurisdictions, such as port authorities and rail and
mass transit agencies
Developing or enhancing contnuity of operations and continuity of govemment plans
Developing or enhancing existing catastrophic incident response and recovery plans to
include and integrate Federal assets provided under the NRF and the National Disaster
Recovery Framework (NDRF)
- Developing plans and response procedures for adjudicating, validating and responding to
an alarm from a chemical or biological detector (response procedures should include
emergency response procedures integrating local first responders)
Developing or enhancing evacuation plans
- Developing mechanisms for utilizing the National Emergency Family Registry and
Locator System (NEFRLS)
Developing or enhancing plans to prepare for surge capacity of volunteers
Developing or enhancing the State EMS systems
Developing or enhancing plans for donations and volunteer management and the
engagement/integration of private sector/non-governmental entities, and faith -based
organizations in preparedness, mitigation, response, and recovery activities
Developing school preparedness plans
Developing preparedness plans for child congregate care facilities, including group
residential facilities, juvenile detention facilities, and public/private child care facilities
- Developing plans to educate youth on disaster preparedness
Ensuring jurisdiction EOPs adequately address warnings, emergency public information,
evacuation, sheltering, mass care, resource management from non-govemmental
sources, unaffiliated volunteer and donations management, and volunteer resource
30
integration to support each Emergency Support Function, to include appropriate
considerations for integrating activities, materials, services, tools and equipment to
achieve planning inclusive of people with disabilities (physical, programmatic and
communications access for people with physical, sensory, mental health, intellectual and
cognitive disabilities). Developing and implementing civil rights, civil liberties, and pnvacy
policies, procedures, and protocols
Designing and developing State, local, Tribal, and territorial geospatial data systems
Developing and implementing statewide electronic patient care reporting systems
compliant with the National Emergency Medical Services Information System (NEMSIS)
Costs associated with inclusive practices and the provision of reasonable
accommodations and modifications to provide full access for children and adults with
disabilities
• Preparing and submitting SCIPs for SHSP, Preparing and submitting reports to the Office
of Emergency Communications (OEC) on progress of implementing that State's SCIP and
achieving interoperability at the interstate, State, county, regional, and city levels
• Updating and implementing SCIP and TICP to:
- Address findings and gaps identified in AARs from real world incidents and planned
exercises, NECP Goal assessments, other State -level preparedness reports and
assessments
Incorporate the National Preparedness System and DNS Whole Community initiatives
Address plans for implementaion of the Federal Communications Commission (FCC)
narrowband requirements
Describe strategic broadband planning activities and initiatives in preparation for the
future deployment of the Nationwide Public Safety Broadband Network (NPSBN)
• Developing or conducting assessments, including but not limited to:
Developing pre -event recovery plans
Conducting point vulnerability assessments at cntical infrastructure sites/key assets and
develop remediation/security plans
Participating Regional Resiliency Assessment Program (RRAP) activities
Conducting or updating interoperable emergency communications capabilities
assessments at the local, regional, or Statewide level (e.g., Communications Assets and
Mapping [CASM])
Developing border security operations plans in coordination with CBP
Developing, implementing, and reviewing Area.Maritime Security Plans for ports,
waterways, and coastal areas
Updating and refining threat matrices
Conducting cyber risk and vulnerability assessments
- Conducting assessments and exercising existing catastrophic incident response and
recovery plans and capabilities to identify critical capability gaps that cannot be met by
existing local, regional, and State resources
Activities that directly support the identification of specific catastrophic incident priority
response and recovery projected needs across disciplines (e.g., law enforcement, fire
service, EMS, public health, behavioral health, public works, agriculture, information
technology, and citizen preparedness)
Activities that directly support the identification of pre -designated temporary housing sites
- Activities that support the identification and development of alternate care sites
- Conducting community assessments, surveys, and research of vulnerabilities and
resource needs to determine how to meet needs and build effective and tailored
strategies for educating Individuals conducting assessments of the extent to which
compliance with the integration mandate of disability laws is being achieved
- Conducting Preparedness research
31
Conducting or updating interoperable emergency communications capabilities and
broadband needs assessments at the local, regional, or Statewide level
- Soft target security planning (e.g., public gatherings)
• Developing, hosting, or participating in bombing prevention/counter-
improvised explosives device (IED)-specific planning initiatives to include:
- Incorporating appropriate IED-specific intelligence and threat analysis when developing
and maintaining a THIRA;
- Conducting inventories and assessments of capabilities or typed resource using the
counter-IED-specific DHS National Counter-IED Capabilities Analysis Database
(NCCAD) program for use in applicable THIRAs, preparedness reporting, or strategies;
- Conducting DHS Multi -Jurisdiction IED Security Planning (MJIEDSP) workshops to
develop THIRA based plans and strategies that maximize the use of limited resources;
- Developing ED hazard -specific EOP annexes.
Implementing a Corrective Action Plan (CAP) to close IED-related capability gaps
identified through MJIEDSP or other planning processes
• Continuity of Operations/Continuity of Government (COOP/COG) Planning
activities, which Include but are not limited to:
Determining essential functions and activities, interdependencies, and
resources needed to perform hem
Establishing orders of succession and delegations of authority to key agency
positions and establish and maintain current roster(s) of fully equipped and
trained COOP personnel with the authority to perform essential functions
- Providing for the identification and preparation of altemate operating facilities for
relocated operations
Providing for the regular training, testing, and exercising of COOP personnel,
systems, and facilities
- Providing for reconstitution of agency capabilities and transition from continuity
operations to normal operations
Identifying resources for medical supplies necessary to support children during
an emergency, Including pharmaceuticals and pediatric -sized equipment on
which first responders and medical providers are trained
Ensuring subject matter experts, durable medical equipment, consumable
medical supplies and other resources required to assist children and, adults with
disabilities to maintain health, safety and usual levels of independence in general
population environments
Developing and Implementing a community preparedness strategy for the
State/local jurisdiction
Building and expanding governance structures to:
Include representatives from multiple agencies, jurisdictions, disciplines, levels
of govemment, Tribes, rural areas, subject matter experts, and private industry
- Integrate statewide leadership and governance structures into broader
statewide planning efforts (e.g., statewide broadband planning activities, grants
coordination activities, needs assessments) to ensure emergency
communications needs are represented
Conduct outreach and education on emergency communications needs and
initiatives to stakeholder groups
Establishing, expanding, and maintaining volunteer programs and volunteer
recruitment efforts that support disaster preparedness and/or response
32
- Allowable volunteer programs and efforts include, but are not limited to: Citizen
Corps Councils, partners, and affiliates; CERTs; Fire Corps; Medical Reserve
Corps (MRC); Neighborhood Watch/USAonWatch; Volunteers in Police Service
(VIPS); and jurisdiction -specific volunteer programs and efforts.
- Establishing and sustaining Citizen Corps Councils
- Working with youth -serving organizations and houses of worship to develop and
sustain youth and faith -based preparedness programs
Additional Planning Information
The National Preparedness Directorate (NPD) offers technical assistance (TA) that is designed to
provide grantees and sub -grantees with specialized expertise to improve their emergency plans
and planning. TA deliveries are designed specifically to improve and enhance the continuing
development of state and local emergency management across the five mission areas of the
National Preparedness Goal and across all core capabilities. TA provides the opportunity to
engage emergency managers, emergency planners, and appropriate decision -makers in open
discussion of options to improve plans and planning in light of their jurisdiction's needs There is
no cost to approved jurisdictions for FEMA TA
TA deliveries combine current emergency management best practices with practical
consideration of emerging trends, through discussion facilitated by FEMA contract specialists and
with the support of FEMA Region operational specialists. While the invitation of participants is up
to the requesting jurisdiction, FEMA encourages requesting lunsdictions to include the broadest
practical range of its emergency managers and planners in all TA deliveries. TA deliveries should
be made open to neighboring jurisdictions. As necessary, FEMA may also invite other Federal
experts and practitioners to participate. Additionally, peer -to -peer representation may also be
included from other jurisdictions that have recently used TA for the same planning issue.
The TA catalog, showing the full range of TA available across all five mission areas and by all
providers, and the TA request form can be accessed at http://www.fema.gov/national-incident-
management system/fema-technical-assistance-division.
The following are allowable only within the period of performance of the contract:
• Recumng fees/charges associated with certain equipment, such as cell phones,
faxes, etc.
Leasing and/or renting of space for newly hired personnel during the period of
performance of the grant program.
B. Organization (SHSP and UASI Only)
Organizational 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;
33
" U t i l i z a t i o n o f s t a n d a r d i z e d r e s o u r c e m a n a g e m e n t c o n c e p t s s u c h a s t y p i n g ,
i n v e n t o r y i n g , o r g a n i z i n g , a n d t r a c k i n g t o f a c i l i t a t e t h e d i s p a t c h , d e p l o y m e n t , a n d
r e c o v e r y o f r e s o u r c e s b e f o r e , d u r i n g , a n d a f t e r a n I n c i d e n t ;
R e s p o n d i n g t o a n i n c r e a s e i n t h e t h r e a t l e v e l u n d e r t h e N a t i o n a l T e r r o r i s m
A d v i s o r y S y s t e m ( N T A S ) , o r n e e d s i n r e s u l t i n g f r o m a N a t i o n a l S p e c i a l
S e c u r i t y E v e n t a n d
" P a y i n g s a l a r i e s a n d b e n e f i t s f o r p e r s o n n e l t o s e r v e a s q u a l i f i e d i n t e l l i g e n c e
a n a l y s t s .
S t a t e s a n d U r b a n A r e a s m u s t j u s t i f y p r o p o s e d e x p e n d i t u r e s o f S H S P o r U A S I f u n d s t o s u p p o r t
o r g a n i z a t i o n a c t i v i t i e s w i t h i n t h e i r I J s u b m i s s i o n b y u s i n g h i s t o r i c a l d a t a o r o t h e r a n a l y s i s . A l l S t a t e s
a r e a l l o w e d t o u t i l i z e u p t o 5 0 p e r c e n t ( 5 0 % ) o f t h e i r S H S P f u n d i n g a n d a l l U r b a n A r e a s a r e a l l o w e d
u p t o 5 0 p e r c e n t ( 5 0 % ) o f t h e i r U A S I f u n d i n g f o r p e r s o n n e l c o s t s . A t t h e r e q u e s t o f a r e c i p i e n t o f a
g r a n t , t h e A d m i n i s t r a t o r m a y g r a n t a w a i v e r o f t h e 5 0 p e r c e n t ( 5 0 % ) l i m i t a t i o n n o t e d a b o v e .
O r g a n i z a t i o n a l a c t i v i t i e s u n d e r S H S P a n d U A S I i n c l u d e :
" I n t e l l i g e n c e a n a l y s t s . P e r t h e P e r s o n n e l R e i m b u r s e m e n t f o r I n t e l l i g e n c e
C o o p e r a t i o n a n d E n h a n c e m e n t ( P R I C E ) o f H o m e l a n d S e c u n t y A c t ( P u b l i c L a w
1 1 0 - 4 1 2 ) , S H S P a n d U A S I f u n d s m a y b e u s e d t o h i r e n e w s t a f f a n d / o r
c o n t r a c t o r p o s i t i o n s t o s e r v e a s i n t e l l i g e n c e a n a l y s t s t o e n a b l e
i n f o r m a t i o n / i n t e l l i g e n c e s h a r i n g c a p a b i l i t i e s , a s w e l t a s s u p p o r t e x i s t i n g
i n t e l l i g e n c e a n a l y s t s p r e v i o u s l y c o v e r e d b y S H S P o r U A S I f u n d i n g . I n o r d e r t o
b e h i r e d a s a n i n t e l l i g e n c e a n a l y s t , s t a f f a n d / o r c o n t r a c t o r p e r s o n n e l m u s t m e e t
a t l e a s t o n e o f t h e f o l l o w i n g c r i t e r i a :
o S u c c e s s f u l l y c o m p l e t e t r a i n i n g t o e n s u r e b a s e l i n e p r o f i c i e n c y i n
i n t e l l i g e n c e a r . a l y s i s a n d p r o d u c t i o n w i t h i n s i x m o n t h s o f b e i n g
h i r e d , a n d / o r ,
o P r e v i o u s l y s e r v e d a s a n i n t e l l i g e n c e a n a l y s t f o r a m i n i m u m o f t w o
y e a r s e i t h e r i n a F e d e r a l i n t e l l i g e n c e a g e n c y , t h e m i l i t a r y , o r S t a t e
a n d / o r l o c a l l a w e n f o r c e m e n t i n t e l l i g e n c e u n i t
A s i d e n t i f i e d i n t h e M a t u r a t i o n a n d E n h a n c e m e n t o f S t a t e a n d M a j o r U r b a n A r e a F u s i o n C e n t e r s
p r i o r i t y , a l l f u s i o n c e n t e r a n a l y t i c p e r s o n n e l m u s t d e m o n s t r a t e q u a l i f i c a t i o n s t h a t m e e t o r e x c e e d
c o m p e t e n c i e s i d e n t i f i e d i n t h e C o m m o n C o m p e t e n c i e s f o r S t a t e , L o c a l , a n d T r i b a l I n t e l l i g e n c e A n a l y s t s ,
w h i c h o u t l i n e s t h e m i n i m u m c a t e g o r i e s o f t r a i n i n g n e e d e d f o r i n t e l l i g e n c e a n a l y s t s . A c e r t i f i c a t e o f
c o m p l e t i o n o f s u c h t r a i n i n g m u s t b e o n f i l e w i t h t h e S A A a n d m u s t b e m a d e a v a i l a b l e t o t h e g r a n t e e ' s
r e s p e c t i v e F E M A P r o g r a m A n a l y s t u p o n r e q u e s t l a a d d i t i o n t o t h e s e t r a i n i n g r e q u i r e m e n t s , f u s i o n
c e n t e r s s h o u l d a l s o c o n t i n u e t o m a t u r e t h e i r a n a l y t i c c a p a b i l i t i e s b y a d d r e s s i n g g a p s i n a n a l y t i c
c a p a b i l i t y i d e n t i f i e d d u r i n g t h e f u s i o n c e n t e r ' s a n n u a l a s s e s s m e n t
O v e r t i m e c o s t s . O v e r t i m e c o s t s a r e a l l o w a b l e f a r p e r s o n n e l t o p a r t i c i p a t e i n
i n f o r m a t i o n , i n v e s t i g a t i v e , a n d i n t e l l i g e n c e s h a r i n g a c t i v i t i e s s p e c i f i c a l l y r e l a t e d
t o h o m e l a n d s e c u r i t y a n d s p e c i f i c a l l y r e q u e s t e d b y a F e d e r a l a g e n c y . A l l o w a b l e
c o s t s a r e l i m i t e d t o o v e r t i m e a s s o c i a t e d w i t h f e d e r a l l y r e q u e s t e d p a r t i c i p a t i o n i n
e l i g i b l e f u s i o n a c t i v i t i e s , i n c l u d i n g a n t i - t e r r o r i s m t a s k f o r c e s , J o i n t T e r r o r i s m
T a s k F o r c e s ( J T T F s ) , A r e a M a r i t i m e S e c u r i t y C o m m i t t e e s ( a s r e q u i r e d b y t h e
M a r i t i m e T r a n s p o r t a t i o n S e c u r i t y A c t o f 2 0 0 2 ) , D I - I S B o r d e r E n f o r c e m e n t
S e c u r i t y T a s k F o r c e s , a n d I n t e g r a t e d B o r d e r E n f o r c e m e n t T e a m s . G r a n t
f u n d i n g c a n o n l y b e u s e d i n p r o p o r t i o n t o t h e F e d e r a l m a n - h o u r e s t i m a t e , a n d
o n l y a f t e r f u n d i n g f o r t h e s e a c t i v i t i e s f r o m o t h e r F e d e r a l s o u r c e s ( i . e . , F B I J T T F
p a y m e n t s t o S t a t e a n d l o c a l a g e n c i e s ) h a s b e e n e x h a u s t e d . U n d e r n o
3 4
circumstances shoulc DHS grant funding be used to pay for costs already
supported by funding from another Federal source.
• Operational overtime costs. In support of efforts to enhance capabilities for
detecting, deterring, olsrupting, and preventing acts of terronsm, operational
overtime costs are allowable for increased security measures at cntical
infrastructure sites. SHSP or UASI funds for organizational costs may be used
to support select operational expenses associated with increased security
measures at critical infrastructure sites in the following authorized categories'
o Backfill and overtime expenses for staffing State or Major Urban
Area fusion centers;
o Hiring of contracted security for critical infrastructure sites;
o Participation in Regional Resiliency Assessment Program (RRAP)
activities;
o Public safety overtime;
o 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); and
o Increased border security activities in coordination with CBP, as
outlined in IB 135 (httrs//www.fema qov/grants/grant-orocrams-
directorate-information- bulletins .
SHSP or UASI funds may only be spent for operational overtime costs upon prior approval
provided in writing by the FEMA Administrato-.
C. Training
FY 2014 SHSP and UASI funds may be used to support attendance to allowable training
deliveries and programs, as described below. FEMA funds must be used to supplement, not
supplant, existing funds that have been appropriated for the same purpose. Allowable training -
related costs include, but are not limited to, the following:
Developing, Delivering, and Evaluating Training. Includes costs related to administering the
training, planning, scheduling, facilities, materials and supplies, reproduction of materials,
disability accommodations, and equipment.
Training that promotes individual, family, or community safety and preparedness is encouraged,
including: all -hazards safety training such as emergency preparedness, basic first aid, lifesaving
skills, crime prevention and terrorism awareness, school preparedness, public health issues,
chemical facility incidents, mitigation/property damage prevention, safety in the home, light
search and rescue skills, principles of NIMS/ICS, volunteer management and volunteer activities,
serving and integrating people with disabilities, pet care preparedness, CPR/AED training, identity
theft workshops, terrorism awareness seminars, and disability -inclusive community preparedness
conferences. The delivery of the CERT Basic Training Course and supplemental training for
CERT members who have completed the basic training, the CERT Train -the -Trainer Course, and
the CERT Program Manager course are strongly encouraged
• Conducting, hosting, or participating in training related to IED prevention, protection,
mitigation, or response to include:
• Awareness and education for the public, private sector and first responders;
• Suspicious activity identification and reporting, including the Surveillance Detection and
Bomb -Making Materials Awareness Program (BMAP),
35
" M a n a g e m e n t o f b o m b t h r e a t s ;
" P h y s i c a l p r o t e c t i v e m e a s u r e s ;
" D i v e r s i o n c o n t r o l m e a s u r e s f o r d u a l - u s e e x p l o s i v e p r e c u r s o r c h e m i c a l s , i n c l u d i n g t h e
S u r v e i l l a n c e D e t e c t i o n a n d B o m b - M a k i n g M a t e r i a l s A w a r e n e s s P r o g r a m ( B M A P ) ;
" T r a i n i n g f o r s p e c i a l i z e d I E D p r e v e n t i o n a n d p r o t e c t i o n t e a m s o r O P a c k s s u c h a s P u b l i c
S a f e t y B o m b S q u a d s , E x p l o s i v e s D e t e c t i o n C a n i n e T e a m s , a n d M o b i l e E x p l o s i v e D e v i c e
S c r e e n i n g T e a m s i n a c c o r d a n c e w r t h a p p l i c a b l e g u i d e l i n e s , c e r t i f i c a t i o n , o r a c c r e d i t a t i o n
r e q u i r e m e n t s .
" O v e r t i m e a n d B a c k b i t . T h e e n t i r e a m o u n t o f o v e r t i m e c o s t s , i n c l u d i n g p a y m e n t s r e l a t e d t o
b a c k f i l l i n g p e r s o n n e l , w h i c h a r e t h e d i r e c t r e s u l t o f a t t e n d a n c e a t F E M A a n d / o r a p p r o v e d
t r a i n i n g c o u r s e s a n d p r o g r a m s , a r e a l l o w a b l e . T h e s e c o s t s a r e a l l o w e d o n l y t o t h e e x t e n t
t h e p a y m e n t f o r s u c h s e r v i c e s i s i n a c c o r d a n c e w i t h t h e p o l i c i e s o f t h e S t a t e o r u n i t ( s ) o f
l o c a l g o v e r n m e n t a n d h a s t h e a p p r o v a l o f t h e S t a t e o r t h e a w a r d i n g a g e n c y , w h i c h e v e r i s
a p p l i c a b l e . I n n o c a s e i s d u a l c o m p e n s a t i o n a l l o w a b l e . T h a t i s , a n e m p l o y e e o f a u n i t o f
g o v e m m e n t m a y n o t r e c e i v e c o m p e n s a t i o n f r o m t h e i r u n i t o r a g e n c y o f g o v e r n m e n t a n d
f r o m a n a w a r d f o r a s i n g l e p e r i o d o f t i m e ( e . g . , 1 . 0 0 p . m . t o 5 : 0 0 p . m . ) , e v e n t h o u g h s u c h
w o r k m a y b e n e f i t b o t h a c t i v i t i e s . R e q u e s t s f o r o v e r t i m e o r b a c k f i l l m u s t b e r e d u c e d b y
t h e n u m b e r o f h o u r s o f l e a v e t a k e n i n t h e p a y p e r i o d . F o r t h e p u r p o s e s o f t h i s
a g r e e m e n t , l e a v e a n d p a y p e r i o d a r e d e f i n e d a c c o r d i n g t o t h e F a i r L a b o r S t a n d a r d s A c t
( F L S A ) .
" T r a v e l C o s t s ( e g . , a i r f a r e , m i l e a g e , p e r d i e m , h o t e l ) a r e a l l o w a b l e a s e x p e n s e s b y
e m p l o y e e s w h o a r e o n t r a v e l s t a t u s f o r o f f i c i a l b u s i n e s s r e l a t e d t o a p p r o v e d t r a i n i n g .
" H i r i n g o f F u l l o r P a r t - T i m e S t a f f o r C o n t r a c t o r s / C o n s u l t a n t s . P a y m e n t o f s a l a r i e s a n d
f r i n g e b e n e f i t s t o f u l l o r p a r t - t i m e s t a f f o r c o n t r a c t o r s / c o n s u l t a n t s m u s t b e i n a c c o r d a n c e
w i t h t h e p o l i c i e s o f t h e S t a t e o r u n i t ( s ) o f l o c a l g o v e m m e n t a n d h a v e t h e a p p r o v a l o f t h e
S t a t e o r a w a r d i n g a g e n c y , w h i c h e v e r i s a p p l i c a b l e . S u c h c o s t s m u s t b e i n c l u d e d w i t h i n
t h e f u n d i n g a l l o w e d f o r p r o g r a m m a n a g e m e n t p e r s o n n e l e x p e n s e s . I n n o c a s e i s d u a l
c o m p e n s a t i o n a l l o w a b l e .
" C e r t i f i c a t i o n / R e c e r t i f i c a t i o n o f I n s t r u c t o r s . S t a t e s a r e e n c o u r a g e d t o f o l l o w t h e N T E
I n s t r u c t o r Q u a l i t y A s s u r a n c e P r o g r a m t o e n s u r e a m i n i m u m l e v e l o f c o m p e t e n c y a n d
c o r r e s p o n d i n g l e v e l s o f e v a l u a t i o n o f s t u d e n t t e a m i n g . T h i s i s p a r t i c u l a r l y i m p o r t a n t f o r
t h o s e c o u r s e s t h a t i n v o l v e t r a i n i n g o f t r a i n e r s . T h i s i n f o r m a t i o n i s c o n t a i n e d i n I B 1 9 3 ,
i s s u e d O c t o b e r 2 0 , 2 0 0 5 . A d d i t i o n a l i n f o r m a t i o n c a n b e o b t a i n e d a t
h t t p . / / w w w . f e m a . g o v / g o o d _ g u i d a n c e / d o w n l o a d / 1 0 1 4 6 .
" T r a i n i n g a n d e x e r c i s e s f o r t h e p u b l i c o r c i v i l i a n v o l u n t e e r p r o g r a m s s u p p o r t i n g f i r s t
r e s p o n d e r s , i n c l u d i n g C E R T s , b e f o r e , d u r i n g a n d a f t e r d i s a s t e r s s h o u l d a d d r e s s t h e
n e e d s o f t h e W h o l e C o m m u n i t y . A l l o w a b l e t r a i n i n g i n c l u d e s * a l l - h a z a r d s s a f e t y s u c h a s
e m e r g e n c y p r e p a r e d n e s s , b a s i c f i r s t a i d , l i f e s a v i n g s k i l l s , c r i m e p r e v e n t i o n a n d t e r r o r i s m
a w a r e n e s s , s c h o o l p r e p a r e d n e s s , y o u t h p r e p a r e d n e s s , p u b l i c h e a l t h i s s u e s , c h e m i c a l
f a c i l i t y i n c i d e n t s , m i t i g a t i o n / p r o p e r t y d a m a g e p r e v e n t i o n , s a f e t y i n t h e h o m e , l i g h t s e a r c h
a n d r e s c u e s k i l l s , p r i n c i p l e s o f N I M S a n d I C S , v o l u n t e e r m a n a g e m e n t , s e r v i n g a n d
i n t e g r a t i n g p e o p l e w i t h d i s a b i l i t i e s . p e t c a r e p r e p a r e d n e s s , t r a i n i n g n e c e s s a r y t o
p a r t i c i p a t e i n v o l u n t e e r a c t i v i t i e s , f u l f i l l s u r g e c a p a c i t y r o l e s , i n t e g r a t i o n a n d c o o r d i n a t i o n
o f f a i t h c o m m u n i t y r o l e s , c o m m u n i c a t i o n I n d i s a s t e r o r p r o m o t e s i n d i v i d u a l , f a m i l y , o r
w h o l e c o m m u n i t y s a f e t y a n d p r e p a r e d n e s s . E x e r c i s e s t h a t i n c l u d e m e m b e r s o f t h e p u b l i c
o r t h a t a r e c o n d u c t e d f o r t h e p u b l i c s h o u l d b e c o o r d i n a t e d w i t h l o c a l C E R T s a n d / o r
C i t i z e n C o r p s C o u n c i l s a s w e l l a s o r g a n i z a t i o n s o u t s i d e o f e m e r g e n c y m a n a g e m e n t a n d
f o c u s o n t h e i m p o r t a n c e o f p e r s o n a l p r e p a r e d n e s s a n d p r o t e c t i v e a c t i o n s .
P e r F E M A G r a n t P r o g r a m s D i r e c t o r a t e P o l i c y F P 2 0 7 - 0 0 8 - 0 6 4 - 1 , R e v i e w a n d A p p r o v a l
R e q u i r e m e n t s f o r T r a i n i n g C o u r s e s F u n d e d T h r o u g h P r e p a r e d n e s s G r a n t s , i s s u e d o n S e p t e m b e r
9 , 2 0 1 3 , S t a t e s , t e r r i t o r i e s , T r i b a l e n t i t i e s a n d u r b a n a r e a s a r e n o l o n g e r r e q u i r e d t o r e q u e s t
a p p r o v a l f r o m F E M A f o r p e r s o n n e l t o a t t e n d n o n - F E M A t r a i n i n g a s l o n g a s t h e t r a i n i n g i s
c o o r d i n a t e d w i t h a n d a p p r o v e d b y t h e S t a t e , t e r r i t o r y , T r i b a l o r U r b a n A r e a T r a i n i n g P o i n t o f
3 6
Contact (TPOC) and falls within the FEMA mission scope and the junsdiction's Emergency
Operations Plan (EOP). The only exception to this policy is for Countering Violent Extremism
courses. The Policy can be accessed at http://www.fema.gov/media-
library/assets/documents/34956
FEMA will conduct periodic reviews of all State, territory, and Urban Area training funded by
FEMA These reviews may include,requests for all course materials and physical observation of,
or participation in, the funded framing. If these reviews determine that courses are outside the
scope of this guidance, grantees will be asked to repay grant funds expended in support of those
efforts.
For further information on developing courses using the instructional design methodology and
tools that can facilitate the process, SAAB and TPOCs are encouraged to review the TED
Responder Training Development Center (RTDC) available at
http://www.firstrespondertraining.govktdc/stateL
Additional Training Information
FEMA Provided Training. These trainings include programs or courses developed for and
delivered by institutions and organizations funded by FEMA This includes the Center for
Domestic Preparedness (CDP), the Emergency Management Institute (EMI), and the National
Training and Education Division's (NTED) training partner programs including, the Continuing
Training Grants, the National Domestic Preparedness Consortium (NDPC) and the Rural
Domestic Preparedness Consortium (RDPC).
Approved State and Federal Sponsored Course Catalogue. This catalogue lists State and
Federal sponsored courses that fall within the FEMA mission scope, and have been approved
through the FEMA course review and approval process. An updated version of this catalog can
be accessed at http)/www.firstrespondertraining.gov.
Training Not Provided by FEMA These trainings includes courses that are either State
sponsored or Federal sponsored (non-FEMA), coordinated and approved by the SAA or their
designated TPOC, and fall within the FEMA mission scope to prepare State, local, Tribal, and
territorial personnel to prevent, protect against, mitigate, respond to, and recover from acts of
terrorism or catastrophic events.
State Sponsored Courses. These courses are developed for and/or delivered by institutions or
organizations other than Federal entities or FEMA and are sponsored by the SAA or their
designated TPOC.
Joint Training and Exercises with the Public and Private Sectors. These courses are
sponsored and coordinated by private sector entities to enhance public -private partnerships for
training personnel to prevent, protect against, mitigate, respond to, and recover from acts of
terrorism or catastrophic events. Overtime pay for first responders and emergency managers
who participate in public -private training and exercises is allowable. In addition, States, temtones,
Tribes, and Urban Areas are encouraged to incorporate the pnvate sector in government -
sponsored training and exercises.
Additional information on both FEMA provided training and other federal and state training can be
found at http:/lwww.flrstrespondertraining.gov.
Training Information Reporting System ("Web -Forms"). Web -Farms is an electronic
form/data management system built to assist the SAA and its designated State, territory and
Tnbal Training Point of Contact (TPOC). Reporting training activities through Web -Forms is not
required under FY 2014 HSGP, however, the system remains available and can be accessed
through the FEMA Toolkit located at http://www.firstrespondertraining.gov/admin in order to
support grantees in their own tracking of training.
37
FDEM State Training Office conditions: For the purposes of this Agreement, any training
course listed on the DHS approved course catalog qualifies as an authorized course. The
Recipient can successfully complete an authorized course either by attending or conducting that
course.
• In order to receive payment fcr successfully attending an authorized training course, the
Recipient must provide the Division with a certificate of course completion; additionally, the
Recipient must provide the Division with all receipts that document the costs Incurred by the
Recipient in order to attend the course.
• In order the receive payment for successfully conducting an authorized course, the .
Recipient must provide the Division with the course materials and a roster sign -in sheet;
additionally, the Recipient must provide the Division with all receipts that document the costs
incurred by the Recipient in order to conduct the course."
• For courses that are non-DHS approved training, recipient must request approval to
conduct training through the use of the Non -TED Form and provide a copy, along with email,
showing approval granted for conduct
• For the conduct of training workshops, recipient must provide a copy of the course
materials and sign -in sheets.
• The number of participants must be a minimum of 15 in order to justify the cost of holding
a course. For questions regarding adequate number of participants please contact the FDEM
State Training Officer for course specific guidance. Unless the recipient receives advance
written approval from the State Training Officer for the number of participants, then the
Division will reduce the amount authorized for reimbursement on a pro -rata basis for any
training with less than 15 participants.
D. Exercises
Allowable exercise -related costs include:
• Funds Used to Design, Develop, Conduct, and Evaluate an Exercise — Includes
costs related to planning, meeting space and other meeting costs, facilitation costs,
materials and supplies, travel, and documentation. Grantees are encouraged to use
government or free public space/locations/facilities, whenever available, prior to the
rental of space/locations/facilities. Exercises should provide the opportunity to
demonstrate and validate skills learned, as well as to identify any gaps in these skills.
My exercise or exercise gaps, including those for children and individuals with
disabilities or access and functional needs, should be identified in the AARJIP and
addressed in the exercise cycle.
• Hiring of Full or Part -Time Staff or Contractors/Consultants — Full or part-time
staff may be hired to support exercise -related activities. Such costs must be included
within the funding allowed for program management personnel expenses.
• The applicant's (State of Florida's) formal written procurement policy or 44 CFR
13.36 —whichever is more stringent — must be followed.
• Overtime and Backfill —The entire amount of overtime costs, including payments
related to backfilling personnel, which are the direct result of time spent on the
design, development, and conduct of exercises are allowable expenses. These costs
are allowed only to the extent the payment for such services is in accordance with the
38
policies of the State or unit(s) of local government and has the approval of the State
or the awarding agency, whichever is applicable. In no case is dual compensation
allowable. That is, an employee of a unit of government may not receive
compensation from their unit or agency of govemment AND from an award for a
single period of time (e.g., 1:00 p.m. to 5:00 p.m.), even though such work may
benefit both activities. Requests for overtime or backfill must be reduced by the
number of hours of leave taken in the pay period. For the purposes of this
agreement, leave and pay period are defined according to the Fair Labor Standards
Act (FLSA).
• Travel — Travel costs are allowable as expenses by employees who are on travel
status for official business related to the planning and conduct of exercise project(s)
or HSEEP programmatic requirements as described in the HSEEP website (e.g.,
Improvement Plan Workshops, Training and Exercise Plan).
• 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 disposabie protective equipment).
• Disability Accommodations — Materials, services, tools and equipment for
exercising inclusive of people with disabilities (physical, programmatic and
communications access for people with physical sensory, mental health, intellectual
and cognitive disabilities).
• Other Items — These costs include the rental of equipment and other expenses used
specifically for exercises, costs associated with inclusive practices and the provision
of reasonable accommodations and modifications to provide full access for children
and adults with disabilities.
Unauthorized exercise -related costs include:
• Reimbursement for the maintenance and/or wear and tear costs of general use
vehicles (e.g , construction vehicles) medical supplies, and emergency response
apparatus (e.g., fire trucks, ambulances).
• Equipment that is purchased for permanent installation and/or use, beyond the scope
of exercise conduct (e.g., electronic messaging signs).
• The purchase of food is not permissible under this grant, subject to prior approval of
the Department of Financial Services, explicitly authorized by 2 CFR, Part 225,
Appendix B. While this is an allowable purchase by DHS, please note that FDEM
adheres to Florida Statues, which are more stringent than federal guidance. Such
expenditures are restricted to the rates specified for Class C meals in Section
112.061, Florida Statutes.
Exercise Requirements
Training and Exercise Plan Worksnop. States and Urban Areas are required to conduct an
annual Training and Exercise Plan Workshop (TEPW). A Multi -year Training and Exercise
Plan must be developed from the workshops on an annual basis and submitted to the States
respective Exercise Program point of contact The State Exercise Program point of contact
should submit a copy of the State and Urban Area plans to hseepc6)dhs.gov.
39
The Training and Exercise Plan will include the State's program pnontres and a Multi -Year
Training and Exercise Plan (schedule) that supports the identified priorities and aligned
capabilities. In addition to submission of the Multi -Year Training and Exercise Plan to
hseeptadhs.crov all scheduled taming and exercises should be entered into the HSEEP
National Exercise Scheduling (NEXUS) System, located in the HSEEP Toolkiton the HSEEP
website https://hseeo.dhs.aov.
States must complete a cycle of progressive exercise activities dunng the period of this grant.
Exercises conducted by States and Urban Areas may be used to fulfill similar exercise
requirements required by other grant programs. For example, HHS preparedness programs
require joint exercises between public health departments, the health care sector and medical
countermeasure authorities including law enforcement which could provide collaborative
opportunities. To this end, grantees are encouraged to invite representatrves/planners
involved with other federally -mandated or private exercise activities. States and Urban Areas
are encouraged to share, at a mirimum, the multi -year training and exercise schedule with
those departments, agencies, and organizations included in the plan
• Exercise Scenarios. The scenarios used in HSGP-funded exercises must be based
on the State/Urban Area's THIRA. The scenarios used in HSGP-funded exercises
must focus on testing capabilities, must be large enough in scope and size to
exercise multiple activities and warrant involvement from multiple disciplines and/or
jurisdictions and non-govemmental organizations, and take into account the needs
and requirements for individuals with disabilities. Exercise scenarios should align with
pnorties and capabilities identified in the Multi -year Training and Exercise Plan.
• 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 Training and Exercise
Plan. The State or Urban Area should plan to use SHSP 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.
States should also anticipate participating in at least one Regional Exercise annually.
States must include all confirmed or planned special events in the Multi -year Training
and Exercise Plan.
• Exercise Evaluation and Improvement. Exercises should evaluate performance of
the objectives and capabilities required to respond to the exercise scenario.
Guidance related to exercise evaluation and improvement planning is defined in the
HSEEP located at https•//hssep.dhs qov.
• Self -Sustaining Exercise Programs. States are expected to develop a self-
sustaining exercise program. A self-sustaining exercise program is one that is
successfully able to implement, maintain, and oversee the Multi -Year Training and
Exercise Plan, including tte development and delivery of HSGP-funded exercises.
The program must utilize a multi -disciplinary approach to the development and
delivery of exercises, and build upon existing plans, training, and equipment.
• Role of Non -Governmental Entities in Exercises. Non-govemmental participation
in all levels of exercises is strongly encouraged. Leaders from nongovernmental
entities should be included in the planning, conduct, and evaluation of an exercise.
State, local, tribal, and temtorial jurisdictions are encouraged to develop exercises
that test the integration and use of gon-govemmental resources provided by non-
governmental entities, defined as the private sector and private non-profit, faith -
40
based, community, disability, volunteer, and other non-govemmental organizations.
Non-govemmental participation in exercises should be coordinated with the local
Citizen Corps Council(s) or their equivalent and other partner agencies. The
scenarios used in HSGP-funded exercises must focus on validating existing
capabilities, must comply with and be large enough in scope and size to exercise
multiple activities and warrant involvement from multiple jurisdictions and disciplines
and non -governmental organizations, and take into account the needs and
requirements for individuals with disabilities.
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 Flonda (and County or Regional) MYTEP qualifies as an authorized exercise.
The Recipient can successfully complete an authorized exercise either by attending or
conducting that exercise.
• In order to receive payment for successfully attending an authorized
exercise, the Recipient must provide the Division with a certificate of
completion or similar correspondence signed by the individual in charge of
the exercise; additionally, the Recipient must provide the Division with all
receipts that document the costs incurred by the Recipient in order to attend
the exercise
• In order the receive payment for successfully conducting an authorized
exercise, the Recipient must provide the Division with an ExPLAN, AAR/IP,
IPC/MPC/FPC Meeting Minutes and Sign -in Sheet far exercise attendees;
additionally, the Recipient must provide the Division with al receipts that
document the costs incurred by the Recipient in order to conduct the
exercise.
The Recipient must include with the reimbursement package a separate copy
of the page(s) from the Exercise Plan which idenG6es the participant
agencies and a panted page(s) from the State (and County or Regional)
MYTEP reflecting the exercise.
• If you require food/water for this event, request must come to the Division
within 25 days of event in the following format
Exercise Title:
Location:
Exercise Date:
Exercise Schedule:
Estimated Number of Participants that will be fed:
Estimated Cost for food/water.
Description of the Exercise:
E. Procurement
All procurement transactions will be conducted in a manner providing full and open
competition and shall comply with the standards articulated in:
• 44 Code of Federal Regulation, Section 13.36,
• Chapter 287, Florida Statues; and,
• any local procurement policy.
41
To the extent that one standard is more stringent than another, then the subgrantee must
follow the more stringent standard For example, if a State statute imposes a stricter
requirement than a Federal regula5on, then the subgrantee must adhere to the requirements
of the State statute.
The Division shall pre -approve all scopes of work for projects funded under this agreement
Additionally, the subgrantee shall not execute a piggy -back contract unless the Division has
approved the scope of work contained in the original contract that forms the basis for the
piggy -back contract. Also, in order to receive reimbursement from the Division, the
subgrantee 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
subgrantee shall provide copies of solicitation documents including responses and justification
of vendor selection.
F. Piggy -backing
The practice of procurement by one agency using the agreement of another agency is called
piggybacking. The ability to piggyback onto an existing contract Is not unlimited. The
existing contract must contain language or other legal authonty 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
Section 215.971, Florida Statutes
Statutory changes enacted by the Legislature impose additional requirements on grant and
subgrant agreements funded with Federal or State financial assistance. In pertinent part,
Section 215.971(1) states:
(1) An agency agreement that provides state financial assistance to a recipient or
subrecipient, as those terms are defined in s 215.97, or that provides federal
financial assistance to a subrecipient, as defined by applicable United States Office
of Management and Budget circulars, must include all of the following:
(a) A provision specifying a scope of work that dearly establishes the tasks
that the recipient or subrecipient is required to perform.
(b) 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.
(c) A provision specifying the financial consequences that apply if the
recipient or subrecipient fails to perform the minimum level of service
required by the agreement. The provision can be excluded from the
agreement only if financial consecuences are prohibited by the federal
agency awarding the grant. Funds refunded to a state agency from a
recipient or subrecipient for failure to perform as required under the
agreement may be expended only in direct support of the program from
which the agreement originated.
42
(d) A provision specifying that a recipient or subrecipient of federal or state
financial assistance may expend funds only for allowable costs resulting from
obligations incurred during the specified agreement period
(e) A provision specifying that any balance of unobligated funds which has
been advanced or paid must be refunded to the state agency.
(f) A provision specifying that any funds paid in excess of the amount to
which the recipient or subrecipient is entitled under the terms and conditions
of the agreement must be refunded to the state agency.
(g) My additional information required pursuant to s. 215.97
Failure to comply
Failure to comply with any of the provisions outlined above shall result n disallowance of
reimbursement for expenditures.
G. Equipment Acquisition
The 21 allowable prevention, protection, mitigation, response, and recovery equipment
categories and equipment standards for HSGP are listed on the web -based version of the
Authorized Equipment List (AEL) on the Lessons Learned Information System at
httpi/llis oov/. Unless otherwise stated, equipment must meet all mandatory regulatory
and/or DHS-adopted standards to be eligible for purchase using these funds. In addition,
agencies will be responsible for obtaining and maintaining all necessary certifications and
licenses for the requested equipment.
Grant funds may be used for the procurement of medical countermeasures. Procurement
of medical countermeasures must be conducted in collaboration with State/city/local
health departments who administer Federal funds from HI -IS for this purpose.
Procurement must have a sound threat based justification with an aim to reduce the
consequences of mass casualty incidents dunng the first crucial hours of a response.
Prior to procuring pharmaceuticals, grantees must have in place an inventory
management plan to avoid large periodic variations in supplies due to coinciding
purchase and expiration dates. Grantees are encouraged to enter into rotational
procurement agreements with vendors and distributors. Purchases of pharmaceuticals
must include a budget for the disposal of expired drugs within each fiscal year's the
period of performance for HSGP. The cost of disposal cannot be carried over to another
FEMA grant or grant period.
The equipment, goods, and supplies ("the eligible equipment") purchased with funds
provided under this agreement are for the purposes specified in "Florida's Domestic
Secunty Strategy'. Equipment purchased with these funds will be utilized in the
event of emergencies, including, but not limited to, terrorism -related hazards. The
sub -recipient shall place the equipment throughout the State of Florida in such a
manner that, in the event of an emergency, the equipment can be deployed on the
scene of the emergency or be available for use at a fixed location within two (2)
hours of a request for said deployment The Florida Division of Emergency
Management (FDEM) must approve any purchases of equipment not itemized in a
project's approved budget in advance of the purchase.
The sub -recipient will, in accordance with the statewide mutual aid agreement or
other emergency response purpose as specified in the "Florida Domestic Security
Strategy,' ensure that all equipment purchased with these funds is used to respond
43
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 appropnate 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.
The sub -recipient shall notify tie FDEM Office of Domestic Preparedness at 2555
Shumard Oak Blvd., Tallahassee, Florida 32399 one year in advance of the
expiration of the equipment's posted shelf -life or normal life expectancy or when it
has been expended. The sub -recipient shall notify the FDEM immediately if the
equipment is destroyed, lost, or stolen.
The recipient shall enter all equipment items with a purchase price of $1000 or more
purchased with these funds in the State Resource Management Network (SRMN)
within 90 calendar days of delivery. Recipients shall work with the Regional
Domestic Security Task Force (RDSTF) Emergency Management (EM) Planner for
access and assistance with equipment data entry.
The sub -recipient shall not transfer, rent, sell, lease, alienate, donate, mortgage,
encumber or otherwise dispose of the eligible equipment without the prior written
consent of the FDEM.
The following are allowable only within the period of performance of the contract:
Recurring fees/charges associated with certain equipment, such as cell phones,
faxes, etc.
Leasing and/or renting of space for newly hired personnel during the period of
performance of the grant program
H. Management and Administration -no more than 5% of each sub -recipient's total award may
be expended on Management and Administration costs.
Hiring of full-time or part-time staff or contractors/consultants:
• To assist with the management of the respective grant program
• To assist with application requirements
• To assist with the compliancy with reporting and data collection requirements
Development of operating plans for information collection and processing
necessary to respond to "
FEMA data calls
Overtime costs - Overtime are allowable for personnel to participate in information,
investigative, and intelligence sharing activities specifically related to homeland security
and specifically requested by a Federal agency. Allowable costs are limited to overtime
associated with federally requested participation in eligible fusion activities including anti-
terrorism task forces, Joint Terrorism Task Forces (JTTFs), Area Mantime Security
Committees (as required by Maritime Transportation Security Act of 2002), DHS Border
Enforcement Security Task Forces. and Integrated Border Enforcement Teams. Grant
funding can only be used in proportion to the Federal man-hour estimate. and only after
funding for these activities from other Federal sources (i.e. FBI JTTF payments to State
and local agencies) has been exhausted Under no circumstances should DHS grant
funding be used to pay for costs already supported by funding from another Federal
source.
Operational overtime costs. In support of efforts to enhance capabilities for detecting,
deterring, disrupting, and preventing acts of terrorism, operational overtime costs are
44
allowable for increased security measures at critical infrastructure sites. FY 2014 SHSP
or UASI funds for organizational costs may be used to support select operational
expenses associated with increased security measures at critical infrastructures sites in
the following authorized categories;
• Backfill and overtime expenses (as defined in FOA) for staffing State or
Major Urban Area fusion centers;
• Hiring of contracted security for critical infrastructure sites;
• Public safety overtime (as defined in FOA)
• Title 21 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); and
• Increased border security activities in coordination with CPB, as outlined
in Information Bulletin 135.
FY 2014 SHSP funds may only be spent for operational overtime costs upon prior
approval provided in writing by the FEMA Administrator.
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -related expenses,
please review the OJP Financial Guide at http://www_oip.usdoi.00v/FinGuide).
Acquisition of 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
The following are allowable only within the period of performance of the contract:
• Recurring fees/charges associated with certain equipment, such as cell phones,
faxes, etc
• Leasing and/or renting of space for newly hired personnel during the period of
performance of the grant grogram
Unauthorized Expenditures
a. Activities unrelated to the completion and implementation of the grant program
b. Funding may not be used to supplant ongoing, routine public safety activities of state
and local emergency responders, and may not be used to hire staff for operational
activities or backfill. Funds cannot not replace (supplant) funds that have been
appropriated for the same purpose.
J. National Incident Management System (NIMS) Implementation
HSPD-5, "Management of Domestic Incidents," mandated the creation of NIMS and the
National Response Framework (NRF). NIMS provides a consistent framework for entities
at all jurisdictional revels to work together to manage domestic incidents, regardless of
cause, size, or complexity. To promote interoperability and compatibility among Federal,
State, local, and tribal capabilities, NIMS includes a core set of guidelines, standards, and
protocols for command and management, preparedness, resource management,
communications and information management, supporting technologies, and
management and maintenance of NIMS. Prior to the allocation of any Federal
preparedness awards in FY2014, grantees must ensure and maintain adoption and
implementation of NIMS. Additionally, grantees and sub -grantees will be required to
45
meet certain NIMS compliance requirements This includes at emergency preparedness,
response, and/or security personnel in the organization participating in the development,
implementation, and/or operation of resources and/or activities awarded through this
grant must complete training programs consistent with the NIMS Training Plan. Minimum
training includes: IS -100.b Introduction to ICS; IS -200.b ICS for Single Incident and Initial
Action Incidents; IS -700. a NIMS: An Introduction. IS -800 NRF: An Introduction,
Additional NIMS courses would include: Intermediate Incident Command System (G-
300), and Advanced Incident Command System (G-400) are also recommended. For
additional guidance on NIMS training, please refer to
http'//www.fema qov/emeraercylnims/nims training program.pdf
K. Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within 15 days after the end of the reporting
periods (March 31, June 30, September 30 and December 31) for the life of this contract
• If a report(s) is delinquent, future financial reimbursements will be withheld until
the Recipient's reporting is current.
• If a report goes two (2) consecutive quarters without Recipient reflecting any
activity and/or no expenditures will likely result in termination of the agreement.
Programmatic Reporting Schedule
Reporting Period
Report due to DEM no later than
January 1 through March 31
April 15
April 1 through June 30
July 15
July 1 through September 30
October 15
October 1 through December 31
January 15
2. Programmatic Reporting-BSIR
Biannual Strategic Implementation Report:
After the end of each reporting period, for the life of the contract unless directed
otherwise, the SAA, MI complete the Biannual Strategic Implementation Report
in the Grants Reporting Tool (GRT) httos://www.reportina.odp dhs.qov. The
reporting periods are January 1 -June 30 and July 1 -December 31. Data entry is
scheduled for December 1 and June 1 respectively- Future awards and
reimbursement may be withheld if these reports are delinquent
3. Reimbursement Requests:
A request for reimbursement may be sent to your grant manager for review and
approval at anytime during the contract period. Reimbursements must be
requested within 90 calendar days of expenditure of funds, and quarterly at a
minimum Failure to submit request for reimbursement within 90 calendars of
expenditure shall result in denial of reimbursement The Recipient should
include the category's corresponding line item number in the "Detail of Claims'
form. This number can be found in the "Proposed Program Budget" A line item
number is to be included for every dollar amount listed in the "Detail of Claims°
form.
46
4. Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management
no later than 45 calendar days after the agreement is either completed or the
agreement has expired.
L. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Michael Day
FDEM
2555 Shumard Oak Blvd., Ste. 120
Tallahassee, FL 32399-2100
(850) 488-3133
Michael.Day@em.myflorida.com
Felicia Pinnock
FDEM
2555 Shumard Oak Blvd., Ste. 120
Tallahassee, FL 32399-2100
(850) 410-3457
Felicia Pinnock@em.myflorida.com
M. Contractual Responsibilities
• The FDEM shall determine eligibility of projects and approve changes in scope of work.
• The FDEM shall administer the financial processes.
47
ATTACHMENT C
DELIVERABLES & PERFORMAMCE
Urban Areas Security Initiative (DASI): The UASI program addresses the unique risk driven and capabilities -based
planning, organization, equipment, training, exercise needs, of high -threat, high -density Urban Areas based on the
capability targets identified dunng the THIRA process and associated assessment efforts, and assists them in
building an enhanced and sustainable capacity to prevent, protect against, mitigate, respond to, and recover from
acts of terronsm.
Planning Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse the Recipient
fcr the actual cost of successfully completing Planning activities consistent with the guidelines contained In the
Comprehensive Planning Guide CPG 101 v 2. For additional information, please sea
httn://www.femaoov/pdf/abouf/divfsions/npd/CPG 101 V2 odor grant guidance (Funding Opportunity
Announcement).
For the purposes of this Agreement, any planning activity such as those associated with the Threat and Hazard
lcentification and Risk Analysis (THIRA), State Preparedness Report (SPR), and other planning activities that support
the National Preparedness Goal (NPG) and place an emphasis on updating and maintaining a current Emergency
C3eratlons Plan (EOP) are eligible- The Recipient can successfully complete a planning activity either by creating or
updating such plan(s)
Organization Deliverable: Subject to the funding limitations of this Agreement, the Division will reimburse the
recipient for the actual costs incurred dunng the periodic completion of the organizational tasks identified in
Attachment B (Scope of Work). In order to qualify as eligible, the performance costs must fall into one of the
fo'lowing, three categories: (1) personnel costs for intelligence analysts who meet the minimum criteria outlined in
Attachment B and who perform duties that enable information and intelligence sharing between govemmental entities
that actively monitor temorsm threats; (2) overtime costs that directly relate to participation in anti -terrorism task
forces, Joint Terrorism Task Forces (JTTFs), Area Maritime Security Committees, Department of Homeland Secunty
(DHS) Border Enforcement Secunty Task Forces, and DHS Integrated Border Enforcement Teams; or, (3)
operational overtime costs that directly relate to backfill expenses that support staffing for State or Major Urban Area
fusion centers, personnel expenses for security at cntical infrastructure sites, participation in Regional Resiliency
Assessment Program (RRAP) activities, Title 32 or State Active Duty National Guard deployments that serve to
protect critical infrastructure sites, and border security activities that satisfy the requirements of IB 135
Training Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse the Recipient
for the actual cost of successfully completing a h -airing course listed on the Department of Homeland Security (DHS)
approved course catalog. The catalog is avallable online at. httolitraininq.fema.nov/ For the purposes of this
Agreement, any training course listed on the DHS approved course catalog qualifies as an authorized course. The
Recipient can successfully complete an authorized course either by attending or conducting that course.
Exercise Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse the
Recipient for the actual cost of successfully completing an exercise which meets the Department of Homeland
Security Homeland Security Exercise and Evaluation Program (HSEEP) standards and Is listed in A) the State of
Florida Multl-Year Training & Exercise Plan (MYTEP), and B) County or Regional TEP for the region in which the
subgrantee is geographically located. Information related to TEPs and HSEEP compliance can be found online at:
hips://www.lhs dhs gov/hseeo For the purposes of this Agreement, any exercise which is compliant with HSEEP
standards and contained in the State of Flonda MYrEP qualifies as an authorized exercise The Recipient can
successfully complete an authorized exercise either by attending or conducting that exercise.
Equipment Deliverable: Subject to the funding Ilmdations of thls Agreement, the Division shall reimburse the
Recipient for the actual cost of purchasing an item identified in the approved project funding template and budget of
this agreement and listed on the DHS Authorized Equipment List (AEL). For the purposes of this Agreement, any
item listed on the AEL qualrfies as an authorized item. The 21 allowable prevention, protection, mitigation, response,
and recovery equipment categories and equipment standards for HSGP are listed on the web -based version of the
Authorized Equipment List (AEL) on the Lessons Learned Information System at http•/Nis covl. In addition, agencies
48
vtll be responsible for obtaining and maintaining all necessary certifications and licenses for the requested
equipment
To receive reimbursement for performance of each category, the Recipient's
activities must be completed within the period of performance and in accordance
with the Budget and Scope of Work, Attachment A and B of this agreement.
49
ATTACHMENT D
PROGRAM STATUTES, REGULATIONS AND SPECIAL CONDITIONS
1) 53 Federal Register8034
2) Lobbying Prohibitions 31 U.S.C. §1352
3) Chapter 473 Florida Statutes
4) Chapter 215, Florida Statutes
5) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements
28 CFR Part 66, Common rule
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat 975
8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470),
Executive Order11593
9) Archeological and Historical Preservation Act of 1966 (18 USC 569a-1 et seq.)
10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968,
11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
12) 28 CFR applicable to grants and cooperative agreements
13) Omnibus Crime Control and Safe Streets Act of 1968, as amended,
14) 42 USC 3789(d), or Victims of Crime Act (as appropriate);
15) Title VI of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended;
17) Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990);
18) Title IX of the Education, Amendments of 1975;
19) Age Discrimination Act of 1975; Department of Justice Non -Discrimination Regulations,
20) 28 CFR Part 42, Subparts C,D,E, and G
21) Department of Justice regulations on disability discnmination, 28 CFR Part 35 and Part 39
22) Chapter 252, Florida Statutes
23) Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code
24) 44 CFR, Part 302
25) 48 CFR, Part 31
26) OMB Circular A-21, A-102, A-110, A-122, A-128, A-87 and A-133
27) Drug Free Workplace Act of 1988
28) False Claims Act and Program Fraud Civil Remedies (31 U.S.C. § 3729)
29) Fly America Act of 1974
30) Hotel and Motel Fire Safety Act of 1990 (15 U.S.C. §2225(a)
31) Trafficking Victims Protection Act of 2000
32) USA Patriot Act of 2001
Special Conditions
1. The Recipient shall comply with the most recent version of the Administrative Requirements, Cost
Pnnciples, and Audit Requirements. A non-exclusive list of regulations commonly applicable to
Department of Homeland Security gra'its are listed below:
A. Administrative Requirements
• 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Govemments
• 2 CFR Part 215, Uniform Administrable Requirements for Grants and Agreements with
Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations (OMB
Circular A-110)
50
B. Cost Principles
• 2 CFR Part 225, Cost Principles for State, Local and Indian Tnbal Govemments (OMB
Circular A-87)
• 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21)
2 CFR Part 230, Cost Principles for Non -Profit Organizations (OMB Circular A-122)
• Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and
Procedures, Contracts with Commercial Organizations
C. Audit Requirements
1. OMB Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations
2 Recipient understands and agrees that it cannot use any federal funds, either directly or
indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or
policy, at any level of government, without the express prior written approval of FEMA.
3 The Funding Opportunity Announcement for this program is hereby incorporated into your award
by reference. By accepting these funds, the recipient agrees that all allocations and use of funds
under this grant will be in accordance with the requirements contained in the Funding Opportunity
Announcement
4 The recipient shall not undertake any project having the potential to impact Environmental or
Historical Preservation (EHP) resources without the prior approval of FEMA, including but not
limited to communications towers, physical secunty enhancements involving ground disturbance,
new construction, and modifications to buildings, structures and objects that are 45 years old or
older, and purchase and use of sonar equipment Recipient must comply with all conditions
placed on the project as the result of the EHP review. My change to the approved project scope
of work will require re-evaluation for compliance with these EHP requirements. If ground
disturbing activities occur during project implementation, the recipient must ensure monitoring of
ground disturbance, and if any potential archeological resources are discovered, the recipient will
immediately cease construction in that area and notify FEMA and the appropriate State Historic
Preservation Office. Any construction activities that have been initiated without the necessary
EHP review and approval will result in a non-compliance finding and will not be eligible for FEMA
funding.
51
ATTACHMENT E
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
If you are requesting an advance, indicate same by checking the box below.
[ 1 ADVANCE REQUESTED
Advance payment of $ is requested.
Balance of payments will be made on a reimbursement basis.
These funds are needed to pay staff, award benefits to clients,
duplicate forms and purchase start-up supplies and equipment
We would not be able to operate the program without this advance
If you are requesting an advance, complete the following chart and line item justification below.
ESTIMATED EXPENSES
BUDGET CATEGORY/LINE ITEMS
(list applicable line items)
20_ 20 Anticipated Expenditures for First Three Months
of Contract
For example
ADMINISTRATIVE COSTS
(Include Secondary Administration.)
For example
PROGRAM EXPENSES '
TOTAL EXPENSES
LINE ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the need for the cash
advance. The justification must Include supportng documentation that clearly shows the advance will be
expended within the first ninety (90) days of the contract term. Support documentation should include
quotes for purchases, delivery timelines, salary and 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 expended within the first ninety (90) days of the contract term shall be
returned to the Division Cashier, 2555 Shumard Oak Boulevard, Tallahassee, Florida 32399, within thirty (30)
days of receipt, along with any interest eamed on the advance)
52
ATTACHMENT F
WARRANTIES AND REPRESENTATIONS
Financial Management
Recipient's financial management system must include the following:
(1) Accurate, current and complete disclosure of the financial results of this project or program
(2) Records that identify the source and use of funds for all activities. These records shelf
contain information pertaining to grant awards, authorizations, obligations, unobligated
balances, assets, outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient
shall safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request for Payment Whenever
appropriate, financial information should be related to performance and unit cost data.
(5) Wntten procedures to determine whether costs are allowed and reasonable under the
provisions of the applicable OMB cost principles and the terms and conditions of this
Agreement
(6) Cost accounting records that are supported by backup documentation.
Competition
Al procurement transactions shall be done in a manner to provide open and free competition The
Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors that
may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor
performance and eliminate unfair competibve advantage, contractors that develop or draft specifications,
requirements, statements of work, invitations for bids and/or requests for proposals shall be excluded
from competing for such procurements. Awards shall be made to the bidder or offeror whose bid or offer
is responsive to the solicitation and is most ad✓antageous to the Recipient, considering the price, quality
and other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill
in order for the bid or offer to be evaluated by the Recipient Any and all bids or offers may be rejected
wnen it is in the Recipient's interest to do so.
53
Codes of conduct
The Recipient shall maintain written standards of conduct goveming the performance of its employees
engaged in the award and administration of contracts. No employee, officer, or agent shall participate in
the selection, award, or administration of a contract supported by public grant funds if a real or apparent
conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent,
any member of his or her immediate family, his or her partner, or an organization which employs or Is
about to employ any of the parties indicated, has a financial or other interest in the firm selected for an
award. The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities,
favors, or anything of monetary value from contractors or parties to subcontracts. The standards of
conduct shall provide for disciplinary actions to be applied for violations of the standards by officers,
employees, or agents of the Recipient
Business Hours
The Recipient shall have its offices open for business, with the entrance door open to the public, and at
least one employee on site, from Monday through Friday 8:0OAM to 5 : 0 OPM
Licensing and Permitting
All subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all of the particular work for which they are hired by the Recipient
54
ATTACHMENT G
Certification Regarding
Debarment, Suspension, ineligibility
And Voluntary Exclusion
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Recipient, certifies, by
submission of this document, that neit,er it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded front participation in this
transaction by any Federal department or agency.
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
BY:
Signature Recipient's Name
Name and Title DEM Contract Number
Street Address Project Number
City, State, Zip
Date
55
ATTACHMENT F;
STATEMENT OF ASSURANCES
Tne Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies,
gndelines and requirements, including OMB Circulars No. A-21, A-110, A-122, A-128, A-87; E.O. 12372
and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66,
Common rule, that govem the application, acceptance and use of Federal funds for this federally -assisted
project Also the Applicant assures and certifies that
1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real
Property Acquisitions Mt of 1970 (P.L. 91-646) which provides for fair and equitable treatment of persons
displaced as a result of Federal and federally -assisted programs.
2. It will comply with provisions of Federal law which limit certain political activities of employees of a
State or local unit of govemment whose principal employment is in connection with an activity financed in
whole or in part by Federal grants. (5 USC 1501,et seq.)
3. It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor
Standards Act.
4. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
gives the appearance of being motivated by a desire for private gain for themselves or others, particularly
those with whom they have family, business, or other ties.
5. It will give the sponsoring agency or the Comptroller General, through any authorized representative,
access to and the right to examine alt records, books, papers, or documents related to the grant.
6. It will comply with all requirements imposed by the Federal sponsoring agency conceming special
requirements of law, program requirements, and other administrative requirements.
7. It will ensure that the facilities under its ownership, lease or supervision which shall be utilized in the
accomplishment of the project are not listed or the Environmental Protection Agency's (EPA) list of
Violating Facilities and that it will notify the Federal grantor agency of the receipt of any communication
from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is
under consideration for listing by the EPA.
8. It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973, Public Law 93-234, 87 Stet 973, approved December 31, 1976, Section 102(a)
requires, on and after March 2, 1975, the purchase of flood insurance in communities where such
insurance is available as a condition for the receipt of any Federal financial assistance for construction or
acquisition purposes for use in any area that has been identified by the Secretary of the Department of
Housing and Urban Development as an area having special flood hazards. The phrase "Federal financial
assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster
assistance loan or grant, or any other form of direct or indirect Federal assistance.
9. It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic
Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and
Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by (a) consulting with the State Historic
Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or
eligible for inclusion in the National Register of Historic Places that are subject to adverse effects (see 36
CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such
properties and by (b) complying with all requirements established by the Federal grantor agency to avoid
or mitigate adverse effects upon such properties.
56
10. It will comply, and assure the compliance of all its subgrantees and contractors, with the applicable
provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, the
Juvenile Justice and Delinquency Prevention Act, or the Victims of Cnme Act, as appropriate; the
provisions of the cun-ent edition of the Office of Justice Programs Financial and Administrative Guide for
Grants, M7100.1; and all other applicable Federal laws, orders, circulars, or regulations.
11. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements
including Part 18, Administrative Review Procedure; Part 20, Criminal Justice Information Systems; Part
22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence
Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Programs and
Activities; Part 42, Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Policy Act; Part63, Floodplain Management
and Wetland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Programs.
12. It will comply, and all its contractors will comply, with the non-discrimination requirements of the
Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Cnme
Ant (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A. Title 11 of the Americans with Disabilities Act (ADA)
(1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of
Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of
Justice regulations on disability discrimination 28 CFR Part 35 and Part 39.
13. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil
Rights, Office of Justice Programs.
14. It will provide an Equal Employment Opportunity Program if required to maintain one, where the
application is for$500,000 or more.
15. It will comply with the provisions of the Coastal Barrier Resources Act (P.L. 97-348) dated October 19,
1982 (16 USC 3501 et seq.) which prohibits the expenditure of most new Federal funds within the units of
the Coastal Barrier Resources System.
13. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug -
Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at
23 CFR Part 67 Sections 67.615 and 67.620.
57
ATTACHMENT
REIMBURSEMENT CHECKLIST
Please Note: FDEM reserves the right to update this check list throughout the life of the
grant to ensure compliance with applicable federal and state rules and
regulations.
❑
❑
❑
Egu/amenf
1. Have all invoices been included?
2. Has an AEL # been identified for each purchase?
3. If service/warranty expenses are listed, are they only for the performance period
of the grant?
4. Has proof of payment been included? (E.g. canceled check, Electronic Funds
Transfer (EFT) confirmation, or P -Card back up documentation which will include
receipt with vendor, copy of credit card statement showing expense charged, and
payment to credit card company for that statement)
❑ 5. If EHP form needed — has copy of it and approval from State/DHS been
included?
Planning
Consultants/Contractors (Note: this applies to contractors also billed under
O an nation)
�( 1. Does the amount billed by consultant add up correctly?
❑ 2. Has all appropriate documentation to denote hours worked been properly
signed?
❑ 3. Have copies of all planning materials and work product (e.g. meeting documents,
copies of plans) been included? (If a meeting was held by recipient or
contractor/consultant of recipient, an agenda and signup sheet with meeting date
must be included).
❑ 4. Has the invoice from consuttant/contrator been included?
5. Has proof of payment been included? (E.g. canceled check, Electronic Funds
Transfer (EFT) confirmation, or P -Card back up documentation which will include
receipt with vendor, copy of credit card statement showing expense charged, and
payment to credit card Company for that statement).
❑ 6. Has Attachment H (found within Agreement with FDEM) been completed for this
consultant and included in the reimbursement package?
Training
1. Is the course DHS approved? Is there a course or catalog number If not, has
FDEM approved the non-DHS training? Is supporting documentation included
your reimbursement request?
2. Have sign -in sheets, rosters and agenda been provided?
3. If billing for overtime and/or backfill, has a spreadsheet been provided that lists
attendee names, department, # of hours spent at training, hourly rate and total
58
amount paid to each attendee? Have print outs from entity's financial system
been provided as proof attendees were paid? For backfill, has a clear
delineation/cross reference been provided showing who was backfilling who?
4. Have the names on the sign -in sheets been cross-referenced with the names of
the individuals for whom training reimbursement costs are being sought?
5. Has any expenditures occurred in support of the training (e.g., 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. (E.g. canceled check,
Electronic Funds Transfer (EFT) confirmation, or P -Card back up documentation
which will include receipt with vendor, copy of credit card statement showing
expense charged, and payment to credit card Company for that statement).
Exercise
❑ 1. Has documentation been provided on the purpose/objectives of the exercise?
Such as, SITMAN/EXPLAN.
❑ 2. If exercise has been conducted - has after -action report been included? Have
sign -in sheets, agenda, rosters been provided?
❑ 3. If billing for overtime and backfill, has a spreadsheet been provided that lists
attendee names, department, # of hours spent at exercise, hourly rate and total
paid to each attendee? Have print outs from entity's financial system been
provided to prove attendees were paid? For backfill, has a clear delineation/cross
reference been provided showing who was backfilling who?
❑ 4. Have the names on the sign -in sheets been cross-referenced with the names of
the individuals for whom exercise reimbursement costs are being sought?
❑ 5. Has any expenditures occurred an supplies (e.g., copying paper. gloves, tape,
etc) in support of the exercise? If so, receipts and proof of payment must be
submitted. (E.g. canceled check, Electronic Funds Transfer (EFT) confirmation,
or P -Card back up documentation to include receipt with vendor, copy of credit
card statement showing expense charged, and 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 submitted. (E.g. canceled check, Electronic Funds Transfer
(EFT) confirmation, or P -Card back up documentation to include receipt with
vendor, copy of credit card statement showing expense charged, and payment to
credit card Company for that statement).
E
Travel/Conferences
1. Have all receipts been turned in such as: airplane receipts, proof of mileage, toll
receipts, hotel receipts, car rental receipts, registration fee receipts and parking
receipts? Are these receipts itemized? Do the dates of the receipts match the
date(s) of travel/conference? Does the hotel receipt have a zero balance? If
59
applicable, have a travel authorization and travel reimbursement form been
included to account for per diem, mileage and other travel expenses which have
been reimbursed to the traveler by sub grantee?
❑ 2. If travel is a conference has the conference agenda been included?
❑ 3. Has proof of payment to traveler been included? (E.g. canceled check, Electronic
Funds Transfer (EFT) confirmation, or copy of payroll check if reimbursed
through payroll).
Matching Funds
❑ 1. Contributions are from Non Federal funding sources.
❑ 2. Contributions are from cash or in -kind contributions which may include training
investments.
El 3. Contributions are not from salary, overtime or other operational costs unrelated
to training.
For Al/ Reimbursements - The Final Check
❑ 1. Have all relevant forms been completed and included with each request for
reimbursement?
❑ 2. Have the costs incurred been charged to the appropriate POETE category?
3. Does the total on all Forms submitted match?
4. Has Reimbursement Form been signed by the Grant Manager and Financial
Officer?
❑ 5. Has the reimbursement package been entered into sub grantee's
records/spreadsheet?
❑ 6. Have the quantity and unit cost been notated on Reimbursement Budget
Breakdown?
60 •
ATTACHMENT J
Florida Division of Emergency Management
US Department of Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced state and local capability and capacity to prevent, prepare and respond to
terrorist threats since 1999 through venous funding sources including federal grant funds. The
Florida Division of Emergency Management (FDEM) has a responsibility to track and monitor the
status of grant activity and items purchased to ensure compliance with applicable SHSGP grant
guidance and statutory regulations. The monitoring process is designed to assess a recipient
agency's compliance with applicable state and federal guidelines.
Monitoring is accomplished utilizing various methods including desk monitoring and on -site visits.
There are two primary areas reviewed dunng monitoring activities - financial and programmatic
monitoring. Financial monitoring is the review of records associated with the purchase and
disposition of property, projects and contracts. Programmatic monitoring is the observation of
equipment purchased, protocols and other associated records. Various levels of financial and
programmatic review may be accomplished during this process.
Desk monitoring is the review of projects_, financial activity and technical assistance between FDEM
and the applicant via e-mail and telephone. On -Site Monitoring are actual visits to the recipient
agencies by a Division representative who examines records, procedures and equipment
Frequency of annual monitoring activity_
Each year the FDEM will conduct monitoring for up to 50% of their sub -grantees. It is important to
note that although a given grant has been closed, it is still subject to either desk or on -site
monitoring for a five year period following closure.
Areas that will be examined include:
Management and administrative procedures;
Grant folder maintenance;
Equipment accountability and sub -hand receipt procedures;
Program for obsolescence,
Status of equipment purchases;
Status of training for purchased equipment;
Status and number of response trainings conducted to include number trained;
61
Status and number of exercises;
Status of planning activity,
Anticipated projected completion;
Difficulties encountered in completing projects;
Agency MIMS/ICS compliance documentation;
Equal Employment Opportunity (EEO Status);
Procurement Policy
FDEM may request additional monitoring/information if the activity, or lack there of, 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.
Desk monitoring is an on -going process. Recipients will be required to participate in desk top
monitoring an an annual basis and as determined by the FDEM. This contact will provide an
opportunity to identify the need for technical assistance (TA) and/or a site visit if the FDEM
determines that a recipient is having difficulty completing their project.
As difficulties/deficiencies are identified, the respective region or sponsoring agency will be notified
by the program office via email Information will include the grant recipient agency name, year and
project description and the nature of the issue in question. Many of the issues that anse may be
resolved at the regional or sponsoring agency teveL Issues that require further TA will be referred
to the FDEM for assistance. Examples of TA include but are not limited to:
4 -Equipment selection or available vendors
4 -Eligibility of items orsennces
.Coordination and partnership with other agencies within or outside the region or discipline
4 -Record Keeping
.Reporting Requirements
++Documentation in support of a Request for Reimbursement
On -Site Monitoring will be conducted by the FDEM or designated personnel. On -site Monitoring
visits will be scheduled in advance with the recipient agency POC designated in the grant
agreement.
62
The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits
will be coordinated with the capability review visits. 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.
All findings related to the capability review will be documented and maintained within the FDEM.
On -site Monitoring 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 and programmatic on site monitonng checklist to
assist in the completion of all required tasks.
Site Visit Preparation
A letter will be sent to the recipient agercy 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 locabon of any equipment located at an altemate site should be confirmed with a
representative from that location and the address should be documented in the grantee folder
before the site visit.
On -Site Monitoring Visit
Once FDEM personnel have arrived at the site, an orientation conference will be conducted.
During this time, the purpose of the site visit and the items FDEM intends to examine will be
identified. If financial monitoring visit will be conducted, they will then explain their objectives and
will proceed to perform the financial review.
FDEM personnel will review all flies and supporting documentation. Once the supporting
documentation has been reviewed, a tour/visual/spot inspection of equipment will be conducted.
Each item 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 recipient agency requirements. The serial number
63
should correspond with the appropriate receipt to confirm purchase. Photographs should be taken
of the equipment (large capitol expenditures in excess of $1,000. per item).
If an item is not available (being used during time of the site visit), the appropriate documentation
must be provided to account for that particular piece of equipment. Once the tourNisual/spot
inspection of equipment has been completed, the FDEM personnel will then conduct an exit
conference with the grantee to review the findings.
Other programmatic issues can be discussed at this time, such as missing quarterly reports,
payment voucher/reimbursement, equipment, questions, etc.
Post Monitoring Visit
FDEM personnel will review the on -site monitoring review worksheets and backup documentation
as a team and discuss the events of the an -site monitoring.
Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the
grantee explaining any issues and corre:tive actions required or recommendations. Should no
issues or findings be identified, a monitoring report to that effect will be generated and sent to the
grantee. The grantee will submit a Corrective Action Plan within a timeframe as determined by the
FDEM. Noncompliance on behalf of sub -grantees is resolved by management under the terms of
the Sub grant Agreement.
The On -Site Monitoring Worksheets, the monitoring report and all back up documentation will then
be included in the grantee's file.
64
City of Miami
Master Report
Resolution R-15-0113
City Hall
3500 Pan American Dnve
Miami, FL 33133
www,miamigov.com
File ID #: 15.00298
Version: I
Enactment Date: 3/12/15
Controlling Office of the City Status: Passed
Body: Clerk
Title: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A
NEW SPECIAL REVENUE PROJECT ENTITLED "URBAN AREA SECURITY INITIATIVE ("UASI")
GRANT PROGRAM FISCAL YEAR 2014," AND APPROPRIATING FUNDS FOR THE OPERATION OF
SAME, IN THE AMOUNT OF 95,225,000.00, CONSISTING OF A GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY ("USDHS"), DIRECTLY TO THE STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT ("FDEM"); AUTHORIZING THE CITY MANAGER TO
ACCEPT SAID GRANT AWARD AND TO EXECUTE THE FEDERALLY -FUNDED SUBGRANT
AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, AND ANY NECESSARY
DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, IN ORDER TO IMPLEMENT
THE ACCEPTANCE OF SAID GRANT AWARD, AUTHORIZING THE CITY MANAGER TO EXTEND
SAID UASI GRANT PROGRAM (FISCAL YEAR 2014) AS NECESSARY, AND TO EXECUTE ANY
OTHER RELATED MODIFICATIONS, AMENDMENTS, OR EXTENSIONS, ON ALL MATTERS
EXCEPT THOSE DEALING WITH FUNDING CHANGES; AUTHORIZING THE EXPENDITURE OF
FUNDS TO VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY
EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES; FURTHER AUTHORIZING THE CITY
MANAGER TO EXECUTE MEMORANDA OF AGREEMENT ("MOA"), IN SUBSTANTIALLY THE
ATTACHED FORM, WITH ITS CONTIGUOUS PARTNERS SETTING FORTH THE PARTIES'
RESPONSIBILITIES IN CONNECTION WITH THE DEVELOPMENT AND SUPPORT OF THE UASI
PROJECT ADMINISTERED BY THE CITY OF MIAMI DEPARTMENT OF FIRE -RESCUE,
CONTINGENT UPON FUNDING OF SAID PROJECT BEING SECURED.
Reference: Introduced: 2/27115
Name: Accepting Grant- UASI Grant Prgm. FY 2014 & MOA's
Requester. Department of
Fire -Rescue
Notes:
Cost: Final Action: 3112115
Sections:
Indexes:
Attachments: 15-00298 Summary Form.pdf, 15-00298 Legislation.pdf,15.00298 Exhibit I - Subgrant Agreementpdf,
15-00298 Exhibit 2 -Agency MOA.pdf
Action History
City ofM,am
Pogo 1 Pnntod on 3/23/2015
Ver. Acting Body Date Action Sent To Due Date Returned Result
1 Office of the City 3/3/15 Reviewed and
Attorney Approved
1 City Commission 3/12/15 ADOPTED
A motion was made by Marc David Samoff, seconded b1 Frank Carollo, that this matter be ADOPTED. The motion
carried by the following vote.
Aye: 5 - Wifredo (Willy) Gort, Marc David Samoff, Frank Carollo, Francis Suarez and Kean Hardemon
1 Office of the Mayor 3/20/15 Signed by the Mayor Office of the City
Clerk
1 Office of the City Clerk 3/20/15 Signed and Attested by
City Clerk
Cdy ofAaemi Pegs 2 Pnnted on 3/73,'2015
City of Miami
Legislation
Resolution
City Hail
2500 Pan American
Drive
Miami, FL 33133
www.miamfgov.com
File Number: 15-00298 Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ESTABLISHING A NEW SPECIAL REVENUE PROJECT ENTITLED "URBAN AREA
SECURITY INITIATIVE ("UASI") GRANT PROGRAM FISCAL YEAR 2014," AND
APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE AMOUNT OF
$5,225,000.00, CONSISTING OFA GRANT FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY ("USDHS"), DIRECTLY TO THE STATE
OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT (eFDEM");
AUTHORIZING THE CITY MANAGER TO ACCEPT SAID GRANT AWARD AND TO
EXECUTE THE FEDERALLY -FUNDED VAGRANT IN
SUBSTANTIALLY THE ATTACHED FORM, AND ANY NECESSARY DOCUMENTS,
IN A FORM-A-CCEPTABLE-TO-THE eH Y-AT-TeRNEl IN-ORD€R TO-IMPL-EMENT
THE ACCEPTANCE OF SAID GRANT AWARD; AUTHORIZING THE CITY
MANAGER TO EXTEND SAID UASI GRANT PROGRAM (FISCAL YEAR 2014) AS
NECESSARY, AND TO EXECUTE ANY OTHER RELATED MODIFICATIONS,
AMENDMENTS, OR EXTENSIONS, ON ALL MATTERS EXCEPT THOSE DEALING
WITH FUNDING CHANGES; AUTHORIZING THE EXPENDITURE OF FUNDS TO
VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND
SECURITY EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES; FURTHER
AUTHORIZING THE CITY MANAGER TO EXECUTE MEMORANDA OF
AGREEMENT("MOA"), IN SUBSTANTIALLY THE ATTACHED FORM, WITH ITS
CONTIGUOUS PARTNERS SETTING FORTH THE PARTIES' RESPONSIBILITIES
IN CONNECTION WITH THE DEVELOPMENTAND SUPPORT OF THE UASI
PROJECT ADMINISTERED BY THE CITY OF MIAMI DEPARTMENT OF
FIRE -RESCUE, CONTINGENT UPON FUNDING OF SAID PROJECT BEING
SECURED.
WHEREAS, the United States Department of Homeland Security ("USDHS") is authorized by the
Emergency Wartime Supplemental Appropriations Act of 2003, to provide funds to States for
subsequent distribution to selected urban areas to address the unique equipment, training, planning,
exercise, and operational needs for large urban areas, and to assist them in building an enhanced and
sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism; and
WHEREAS, the USDHS, through the State of Florida Division of Emergency Management
("DEM"), has sub -granted an Urban Area Security Initiative ("UASI") Grant Project Fiscal Year 2014 to
the Clty of Miami ("City") in the amount of $5,225,000.00; and
WHEREAS, the City's Department of Fire -Rescue will use said funds to continue to address the
unique equipment, training, planning, exercise, and operational needs of the City and its contiguous
partners, and to continue building an enhanced and sustainable capacity to prevent, respond to, and
recover from threats or acts of terrorism; and
WHEREAS, In accordance with the UASI Grant Program Fiscal Year 2014, the attached
City ofMiam! Page 1 of 3 File Id: 15-00298 (Version: 1) Printed On: 3/2!015
File Number. 15-00298
Memoranda of Agreements ("MOA") with the City's contiguous partners, Broward County, 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, Monroe County,
Palm Beach County, Palm Beach County Sheriff's Office, and the Village of Key Biscayne, will provide
the necessary guidelines to coordinate the UASI Grant Program Fiscal Year 2014, and will permit the
City to reimburse its partners for their eligible expenditures that are compliant with said project;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted
by reference and incorporated as fully set forth in this Section.
Section 2. The following new Special Revenue Fund is established and resources are
appropriated as described below:
FUND TITLEL Urban Area Seo InitfatiSie_ (4JAS]} GrantPdsigram_Eiscal Year?Q14
RESOUCES: Department of Homeland Security (DHS) $5,225,060.00
directly to the State Of Florida Division
of Emergency Management (FDEM)
APPROPRIATIONS: $5,225,000.00
Section 3. The City Manager is authorized {1} to accept said grant award and to execute the
necessary documents, in a form acceptable to the City Attorney, to implement acceptance of said
grant award.
Section 4. The City Manager is further authorized to extend said UASI Grant Program (Fiscal
Year 2014) grant awards as necessary and to execute any other related modifications, amendments,
or extensions on all matters except those dealing with funding changes, in connection with the
development and support of the UASI projects administered by the City's Department of Fire -Rescue,
as an UASI Sponsoring Agency, contingent upon the funding of the UASI projects being secured In the
form of grants from the Federal Department through the Florida DEM.
Section 5. The City Manager is authorized {1} to execute the necessary MOAs, in substantially
the attached form, with its contiguous partners, Broward County, Broward County Sheriff's Office, the
City of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City
of Hollywood, the City of Miaml Beach, the City of Miami. Gardens, the City of Miramar, the City of
Pembroke Pines, the.City of Sunrise, Mlaml-Dade County, Monroe County, Palm Beach County, Palm
Beach County Sheriffs Office, and the Village of Key Biscayne, for the purpose of setting forth the
parties' responsibilities, in connection with the development and support of the UASI Grant Program
Fiscal Year 2014 administered by the City's Department of Fire -Rescue, an UASI sponsoring agency,
contingent upon funding of said project being secured.
Section 6. Thls Resolution shall become effective immediately upon its adoption and signature
of the Mayor.{2}
City of Altana Page 2 of 3 File Id: 15-00298 (Version: 1) Printed 0n: 3/22015
File Number 16-00298
APPROVED AS TO FORM AND CORRECTNESS:
VICp'ORIA MftNDEZ 4Kw
CITY ATTORNEY
oatnotes:
(1) The herein authorization is further subject to compliance with all requirements that may be
imposed by theCftyAttorney, Including but not limited to those prescribed by applicable City Charter
and Code provisions.
{2) If the mayor does not sign this Resofution,it stiall become effective al the and of teri-(1 Q) calenidii
___days from thedate lt-was passed-and-adopted.-lfthe Mayor vetoes-this-Resolutfonr-it shallbecome--
effective immediately upon override of the veto by the City Commission.
City of Miami Page 3 of3 File Id; 15-00298 Version: 11 Printed On: 3212015
1
Date: 2 l5 0 5
AGENDA ITeM SUMMARY FQRM
FILB to, 15-00298
RequestingDepartmant: Fire -Rescue
Commission Meeting Dates 2V/2/10. District Impacted: AR
Type: X Resolution 0 Ordinance 0 Bmergeaey Ordinance [] Disousaionitem
0 Other
,Subject Urbaa Area Security Iaitlattve f"UAS11Grent Program FY 2014 & Memoranda of
Agreements
Ism Department
MatterlD No.
f5-300
Purpose of Item:
Resolution to establish a Special IFede rrie Projeof 'entitled; "tie -Uzban"Asea Seoaslfy'IditiadY*
("UAS1") Ctrant?icgram FY 2014; appropriating Bands la the amount of $5,225,000,00 received from
the U.S. Department of Homeland Security, passed directly through the State of Florida Division of
Emergency Management and authorizing the City Manager to execute Memoranda" of Agreements
("MOM")witheoaacguous partners, setting forth si respons1b21itlea in oormeXoawftlftha stippo t
of the UASI Project administered by the City of Miami Department of Fite -Rescue.
Background Information:
Yes
YES
NO
{SIB ATTACHED)
Budget Impact Analysis
Is this item related to revenue?
Is this item en expenditure? Her, please identify funding source below.
G9seralAaaountNo:
BpecfaFltevenuaAecourairo4 A I.Grant-Brajeet"_ ,Hs s,E, V-
CIP Project No:
.b this item funded by Homeland DefensefNeighborhocd Improvement Bonds?
Start Yip Capital -Costs
Maintenance Cost:
Total Fiscal Impact:
n J�
Grants orma
Purcbasin
Chief
X0.00
$0.00
$5225.000.00
Final Approvals
Mal AO DATE', r
Budge
Risk Management,
Dept. Director_
City Managers
Pogo 1 oft
Background Information: (continued)
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 2014 to the City of Miami and its contiguous partners in the amount of $5,225,000.00.
This program targets homeland security funding to "high threat" urban areas in order to prevent,
respond, 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,
exercise, training, administrative services and 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, Broward County Sheriff's Office, the City of
Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City of
Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of
Pembroke Pines, the City of Sunrise, Miami -Dade County, Monroe County, Palm Beach County,
Palm Beach County Sheriff's Office, and the Village of Key Biscayne, setting forth the parties'
responsibilities in connection with the development and support of the UASI Program FY 2014 which
is administered by the City of Miami Department of Fire -Rescue.
Page 2 of 2
FUND TITLE: Urban Area Security Initiative (UASI)
Grant Program FY 2014
RESOURCES: Department of Homeland Security (DHS)
directly to the State of Florida Division
of Emergency Management (FDEM)
APPROPRIATIONS:
$5,225,000.00
$5,225,000.00
"Attachment 2"
UASI hY 2014 - Budget
Jurisdiction
Mission Area
Project
Discipline
!Meltem4
petalled Clem DesalptIon
Cement Budget
Broward County
Common
Planning
Emergency
Management
2014-01
Broward Mass Migration Plan
$66,72000
Broward County
Common
Planning
Emergency
Management
201402
All 451,931 IMT Development- Phase 2
566,72000
650
Common
Operational Coordination
Emergency
Management
2014-03
Web EOC Development
$1743500
BSO
Response •CBRNE
On Scene Seanry
Law Enforcement
2014-04
Marine Enhan®mans
513300.20
950
Response • CBRNE
Screening, Search, and Detection
Law Enforcement
201405
Night Weicn.Geggies-Awa Non
525/0200
B50
Response- 0009E
Situational Assessment
Law Enforcement
2014-06
immediate Action Team (IAT)Tralning
46,00000
BSO
Common
Public Information/Warning
Law Enforcement
2014-07
Alert/Notification System (Collabda)
76,000.00
050
Common
Planning
Emergency
Management
2014-08
Develop an All Hazards CEMP
550,000.00
050
Response-C3RNE
Screening,5earth, and Detection
taw Enforcement
201409
Grid Alm Systems - Bomb
$6,00000
050
Prevention
Screening, Search, and Detection
Law Enforcement
201410
Bomb Dog
59,000,00
Coral Gables
Response -
Communications
Operational Communica0ons
All Disciplines
2014-11
Portable Radios P23
$63,49960
Coral Springs
Response -
Communications
Operational Communications
All Dlsaplines
2014.12
Interoperable Communication Project
5120,54425
Fort Lauderdale
Response-CBIWE
Situational Assessment
Emergency
Management
2014-13
EOC Enhancements
5"25,00000
Fart Lauderdale
Response - [ERNE
Situational Assessment
Law Enforcement
2014-14
Flied License Plate Readers
$04,86900
Fort Lauderdale
Common
Operational Coordination
Emergency
Management
2014.14
CERT Planning, Training, and Equipment
$20,00000
Hialeah
Response-
Communications
Operational Communications
Law Enforcement
2014-16
Radio Microwave Link Replacement of
analog system with dgdal so that can
mmunioate to achieve digital P25
communications,
$055,60000
Hialeah
Response•C6396
Situational Assessment
Law Enforcement
2014-17
LPR Analyst Susainment
$55,000.00
Meieab
Common
Planning
Emergency
Management
201418
EOC Planner 5ustalnment
555,00000
Hollywood
Common
Planning
Ail Disciplines
201419
Planning, Training Exercise
5122,22500
Key Biscayne
Reapenee-
Communications
Operational Communications
All Disciplines
2014-20
Key OLscayne Communlcatmne Project
716,39054
EAU
DIM
M&A
All0123131162s
201421
M&0.
5261,25000
Miami
Mitigation
Long -Term Vulnerability Reduction
All Disciplines
2014-22
Maintenance/Svstalnment/ftepaidoepoeom
ent for HSGP Purchased Equipment
4230,35000
Mfaml
Response -
Communications infrastructure
Systems
All Disciplines
that
hetween
2014-23 back
Ethemettensred @ Fire College for
Redundant Communications for Miami'' First
Responders (16 manthsl, Thls protecttnil
combine senates fora Metro -Ethernet line
provides fart network connectivity
the qty's network end the 6911
up center,
510,00000
Response
Miami Communications
•
Operational
Cammumwtlots Ail
Disciplines 7014-74
Satellite
satellite
City
stations
communkate
services
Phone Susalnment Otyw,de (18
months) This project will sustain the
phones that are Installedthroughout
Departments including police and fire
whicha3ew all first responders to
when primary communication
are down
525/0000
Miami
Common
Planning
All Disciplines
2014-25
P,T& E. This proleCt will support muhl-
dlscipllnaryprojects for the City ofMiami
under the leadership of MEM Project scope
will Involve a fug scale exerdse, revision of
planning documentaasuch as the
CEMP/000P/COG and tralnings that benefit
terrorism -related emergency management
0dinings Tralnings well Include ICS, Hamlet
160 and any other specialized courses
needed due to staff attrition
5108,141.75
Miami
Prevention
On Scene Security
All Dadpllnos
2014-26
Operational OT for Special Events approved
try FEW
567,925.00
Miami
Protection
Screening, Search,and Detection
Law Enforcement
2014-27
Law Enforcement Surveillance (CCMVI (The
Closed CrcuhN proleetwlll allow the Miami
Police Department the opportunity to deploy
CCTV equipment in the area of soft targets
and enhance eurablltytc deter and
Investigate terrorist activky)
5159,48935
Miami
Common
Planning
Emergency
Management
2014-20
Emergency Management Planning
Coordinator (12 months) This position will
assist with the develapment/revalon of
citywide emergency management plans Mich
as the CEMP, COG and COOP
595,000.00
Miami
Common
Planning
Emergency
Management
2014-29
Emergency Management Planner (12
months). This Fadden will assist with
general planning responsibilities related to
thelmpkmentatlon cif the UASI grant
progam.
580,000.00
Miami Beach
Protection
Physical Protective Measures
Law Enforcement
201431
Body Armor
52500000
Miami Beach
Planning
Planning
EtneigeM4
Management
2014-32
Planning, Training Esc/else
$40,00000
Miami Beach
Protection
Physkal Protective Measures
All Doacipllnes
2014-33
Phyahal3eanry Enhancements at0ly Hail
$90,000.00
Miami Gardens
Protection
Screening.Searoh, and Detection
Law Enforcement
2014-34
Mobile A1PRS Use& Integration protect
712219305
Mlaml-Dade
Common
Screening, Search, and Detection
Law Enforcement
2014-35
Mobile Video Platform Upgrade
$80,00000
Manilla de
Protection
Physical Protective Measures
Law Enforcement
2014-39
Hazmat-PPE
521305900
Miami bade
Response -CBRNE
Environmental Response/Health and
Safety
Fire Rescue
201442
High Capacity Ventilation and Air Supply
Apparatus for Confined Spaces
593,45&00
Miami -Dade
Common
Community Resilience
Emergency
Management
2014-03
Whole Communav Preparedness Planning
5293,553.00
Miramar
Common
Operational Coordination
All Disciplines
2014-04
Forcible Entry Training Simulator
515,962.00
Miramar
Prevention
Infrastructure Systems
AR Disciplines
2014-05
Crber Secunty Software
522,94500
Miramar
Common
Operational Coordination
Emergency
Management
201446
E0C1oftwece Sustelnment
541,899.25
Miramar
Common
Infrastructure Systems
All Disciplines
2014-47
Portable Generator
533,90&00
Monroe
Response-
Communications
Operational Commuhlctions
Emergency
Management
201448
P-25 Compliant/CIS 2500762870 MHz 1.
3W/870(FM)
596,91527
Palm Beads County
Common
Operational Coordination
Emergency
Management
2014-50
EO0R Upgrades
$133,908.00
PB50
Protection
Intelligence and Information Sharing
Law Enforcement
2014-51
Computers and Information 5hanng
Software
537,092-00
9600
Response -CBRNE
Screening, Search,end Detection
Law Enforcement
201452
MD Team SOstalnment
531,46600
9250
Response - CBRNE
Operational Coordination
Law Enforcement
2014-53
WRT Enhancement -Dive Equipment
$24,200.00
P65o
Response -CBRNE
operational Coorgnadon
Law Enforcement
201454
WRT Enhancement- Live Stream Cameras
541,15000
Pembroke Pines
Response-
Communications
operational Communications
Law Enforcement
2014-55
Motorola APX 7000; APCO P 25 compliant
Portable Radios:700-900MR!) IMPRESS
Energy sysytem;multl band(UHFVHF/FDMA-
TDMA),P-25 Smart -Zane Trunking,AEB Reek
to-Rodloancrypted,equIpped w/external
e0tennas,shouldermicrophone; batteries,
carriers, and batter chargers
5119,700 00
Regional -(Miami)
Common
Planning
Emergency
Management
201406
Regional Program Manager. This Posihon
assists the Miami end Ft. Lauderdale with
regional planning needs (e g drafting of
investment jus6ia0ons, coordination of
UAWG meetings, development of annual
budgets, etc.)
485,00000
Regional -(Miami)
Common
Planning
Emergency
Management
2014-57
Regional Planning, Training and Exercises
Coordinator. this position includes Ma
responsibilities of ensuring compliance with
training courses as well as the coordination
of necessary regional exercises
$75,00000
Regional (4650)
Prevention
Intelligence and Information Sharing
law Enforcement
201450
Contract Intelligence Analysts
5240,00000
Regional (4650)
Prevention
Intelligence andlnferma0on Sharing
Low Enforcement
201459
Metedata Planner
545,000 00
Regional -Marrs]]
Common
Operational Coordination
Emergency
Management
2014-60
Web000- Interoperable Communkatkns
.software needed for regional Info shadng
during emergency operations as well as non-
mergencysltutations to provide a platform
for day-to-day regional nfo ahanng and
updates.
5159A84 Oa
Regional-IMlaml)
Common
Operational Coordination
Emergency
Management
201461
Responder Notification and CTllaborat,on
Project
56500000
Regional (Ft.
Lauderdale)
Common
Operational Coordination
Ali Disciplines
2014-62
Regional Citizen Corps/CERT Planning,
Training Exercise and Equipment
5145,00000
Regional (Miami)
Common
Planning
A110001711000
2014-63
Regional Manning, Training &Exercise
5076,934.14
SOmtse
Response -06RN1
Environmental Response/Heald) and
Fee Rescue
2014-65
Heamet-CBRNE Suit
536,000.00
5una&a
Common
Operational Coordination
Law Enforcement
2014-66
vehicular and Hand HefdFll0
595,07700
Miami
Common
Planning
Emergency
Management
2014-67
EM Planner
555,00000
FDIbMlaml
Common
Operanonal Cooidinaton
Law Enforcement
2014-68
Regional Simulator Enhancement
$6,99500
POLE-Mlami
Piotectian
Physical Protectve Measures Law
Enforcement 2014-69
11A51
Purchased FDLEMN Charging Station
59,37500
RegiOnaP(MIamQ
Response -
Operational
Operational Coordnaton All
Dlenpimes 2014-70
Maas Casualty incident
520000
Miami -Dade Response
-CBRNE Planning
Fire
Rescue 2014-71
MOFR OIsost1r Reeovary0uatainmerd
515,00000
Response-
Miami -Dada Communications
Operational Communications Fine
Rescue 201472
,Portable)
MOFR Intemperabtllty Communicatons
and (Batteries)
0175,10000