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Memorandum of Agreement Urban Area Security Initiative FY 2017 911/2 - ' ` '2 MEMORANDUM OF AGREEMENT URBAN AREA SECURITY INITIATIVE FY 2017 "City of Miami Beach" Agreement Number: 17-DS-X3-11-23-02- FAIN Number: EMW-2017-SS-00061 CFDA#: 97.067 This Agreement is entered into this day of , 2018, by and between the City of Miami, a municipal corporation of the State of Florida, (the "Sponsoring Agency") and the City of Miami Beach, (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 $4,921,000 dollars through the Urban Area Security Initiative(UASI) Grant Program 2017; and WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program 2017; 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 2017 and involve core cities, core counties, contiguous jurisdictions, mutual aid partners, and State agencies; and WHEREAS, the 2017 Urban Area has been defined Miami and Ft. Lauderdale collectively and anticipates sub-granting a portion of the UASI funds in accordance with the grant requirements; and WHEREAS, the City Commission, by Resolution No. R-18-0049, adopted on February 81h, 2018, 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 I. PURPOSE A. This Agreement delineates responsibilities of the Sponsoring Agency and the Participating Agencies for activities under the UASI Grant Program 2017 which was made available by the U.S. Department of Homeland Security and the State of Florida Division of Emergency Management(FDEM). B. This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring Agency. II. SCOPE A. The provisions of this Agreement apply to UASI Grant Program 2017 activities to be performed at the request of the federal government, provided at the option of the Sponsoring Agency, and in conjunction with, preparation for, or in anticipation of, a major disaster or emergency related to terrorism and or weapons of mass destruction. B. No provision in this Agreement limits the activities of the Urban Area Working Group or its Sponsoring Agency in performing local and state functions. III. DEFINITIONS A. Critical Infrastructure: Any system or asset that if attacked would result in catastrophic loss of life and/or catastrophic economic loss management of resources (including systems for classifying types of resources); qualifications and certification; and the collection, tracking, and reporting of incident information and incident resources. B. Core County: The County within which the core city is geographically located. The core city is the City of Miami. C. UASI Grant Program 2017: The UASI Grant Program 2017 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 2017 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 will provide a consistent nationwide approach for federal, state, and local governments to work effectively and efficiently together to prepare for, respond to, and recover from domestic incidents, regardless of cause, size, or 2 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. 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: law enforcement, emergency medical services, emergency management, the fire service, hazardous materials, public works, governmental administrative, public safety communications, healthcare and public health. E. Developing a comprehensive Urban Area Homeland Security Strategy and submit to the SAA POC. F. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit#1". G. Ensuring satisfactory progress toward the goals or objectives stipulated in "Exhibit#1". H. Following grant agreement requirements and/or special conditions as stipulated in"Exhibit#1". 3 I. Submitting required reports. V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR: A. Providing an administrative department, which shall be the main liaison and partner with the City of Miami Fire-Rescue Department, authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency. B. Participating Agencies and any sub-grantees must abide by the grant requirements including budget authorizations, required accounting and reporting expenditures, proper use of funds, and tracking of assets as stipulated in "Exhibit#1". C. Submitting monthly budget detail worksheets to the City of Miami on the progress of direct purchases of equipment or services as stipulated in "Exhibit#1". D. Complying with all UASI Grant Program 2017 requirements as stipulated in "Exhibit#1". E. Participating as a member of the Urban Area Working Group to include coordinating with and assisting the City of Miami in conducting a comprehensive Urban Area Assessment, which in turn will guide development of an Urban Area 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 "Exhibit#1". I. Ensuring satisfactory progress toward the goals or objectives as stipulated in "Exhibit#1". J. Submitting required reports as prescribed by the Sponsoring Agency as stipulated in "Exhibit#1". K. Maintaining an equipment inventory of UASI purchased items. L. Ensure that equipment obtained from the UASI Grant Program 2017, as identified in "Exhibit #2", is readily available for use by personnel trained to use such equipment for actual emergencies or 4 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 to another Participating Agency for use during any actual 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 2017, as identified in "Exhibit 2", is the sole responsibility of the receiving agency. This includes, where applicable, maintenance, replacement, training on equipment, and insuring of equipment and personnel, and compliance with intra-agency auditing requirements. VI. THE SPONSORING AGENCY AND THE PARTICIPATING AGENCY AGREE: A. That funding acquired and identified for the Urban Area Security Initiative will be administered solely by the Sponsoring Agency. B. The Participating Agencies will provide financial and performance reports to the sponsoring agency in a timely fashion. The Sponsoring Agency will prepare consolidated reports for submission to the State of Florida as stipulated in "Exhibit 1". C. The Sponsoring Agency is not responsible for personnel salaries, benefits, workers compensation or time related issues of the Participating Agency personnel. D. The Sponsoring Agency and Participating Agency are subdivisions as defined in Section 768.28, Florida Statutes, and each party agrees to be fully responsible for the respective acts and omissions of its agents or employees to the extent permitted by law. Nothing herein is intended to serve as a waiver of sovereign immunity by any party to which sovereign immunity may be applicable. Nothing herein shall be construed as consent by a municipality, state agency or subdivision of the State of Florida to be sued by third parties in any manner arising out of this Agreement or any other contract. E. This is a reimbursement grant that requires the Participating Agencies to purchase, receive, and pay invoices in full for equipment, services, and allowable personnel costs PRIOR to submitting the same for reimbursement to the Sponsoring Agency. VII. FINANCIAL AGREEMENTS A. Financial and Compliance Audit Report: Recipients that expend $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 2 CFR 200. 5 B. The Secretary of Homeland Security and the Comptroller General of the United States shall have access to any books, documents, and records of recipients of UASI Grant Program 2017 assistance for audit and examination purposes, provided that, in the opinion of the Secretary of Homeland Security or the Comptroller General, these documents are related to the receipt or use of such assistance.The grantee will also give the sponsoring agency or the Comptroller General, through any authorized representative, access to and the right to examine all records, books, papers or documents related to the grant. C. Financial Status Reports are due within 14 days after the end of each calendar quarter.A report must be submitted for every quarter that the award is active, including partial calendar quarters, as well as for periods where no grant activity occurs as stipulated in "Exhibit 1". D. Submit progress reports to describe progress to date in implementing the grant and its impact on homeland security in the state. E. All financial commitments herein are made subject to the availability of funds and the continued mutual agreements of the parties as identified in "Exhibit 2". VIII. CONDITIONS, AMENDMENTS, AND TERMINATION A. The Participating Agency will not illegally discriminate against any employee or applicant for employment on the grounds of race, color, religion, sex, age, or national origin in fulfilling any and all obligations under this Agreement. B. Any provision of this Agreement later found to be in conflict with Federal law or regulation, or invalidated by a court of competent jurisdiction, shall be considered inoperable and/or superseded by that law or regulation. Any provision found inoperable is severable from this Agreement, and the remainder of the Agreement shall remain in full force and effect. C. This Agreement may be terminated by either party on thirty (30)days written notice to the other party at the address furnished by the parties to one another to receive notices under this agreement or if no address is specified, to the address of the parties' signatory executing this contract. D. This Agreement shall be considered the full and complete agreement between the undersigned parties, and shall supersede any prior Memorandum of Agreement among the parties, written or oral, except for any executory obligations that have not been fulfilled. 6 E. This Agreement will end on June 30, 2019, unless otherwise extended, by a written amendment duly approved and executed prior to June 30, 2019, 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. SPONSORING AGENCY THE CITY OF MIAMI, a municipal Corporation of the State of Florida ATTEST: BY: BY: Todd B. Hannon Emilio Gonzalez, Ph.D. 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 7 PARTICIPATING AGENCY "City of Miami Beach" ATTEST. 773/ BY: I—- - Name. NAME: Jimmy L. Morales 0177 CL_t t+K Title: � ! TITLE CA-c-1 nA,A-1-tr4ft�,P FID#: 59-6000372 DUNS: 02-054-6289 APPROVED AS TO FORM AND CORRECTNESS: 4 • t4 -48 Participating Agency Attorney N� 8 EXHIBIT-1 THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB-RECIPIENT UNDER THIS AGREEMENT: NOTE' if the resources awarded to the Sub-Recipient are from more than one Federal program,provide the same information shown below for each Federal program and show total Federal resources awarded. Federal Program Federal agency U S Department of Homeland Security, Federal Emergency Management Catalog of Federal Domestic Assistance title and number 97.06667 Award amount: $4,921.000.00 THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER THIS AGREEMENT: NOTE: If the resources awarded to the Sub-Recipient represent more than one Federal program, list applicable compliance requirements for each Federal program in the same manner as shown below. Federal Program: List applicable compliance requirements as follows: 1. First applicable compliance requirement Sub-recipient is to use funding :o perform eligible activities as identified FY2017 Department of Homeland Security Notice of Funding Opportunity. 2. Second applicable compliance requirement Sub-recipient is subject to all administrative and financial requirements as set forth in this Agreement or will not be in compliance with the terms of the Agreement. 3 Third applicable requirement Sub-Recipient must comply with specific laws, rules, or regulations that pertain to how the awarded resources must be used or how eligibility determinations are to be made. NOTE.2 C F.R.Part 200.and Section 215.97(5lta),F,orida Statutes require that the information about Federal Programs and State Projects included in Exticit I be provided to the Sub-recipient. 29 ATTACHMENT A PROPOSED PROGRAM BUDGET Below is a general budget which outFines elig'bre categories and their allocation under this award. The Sub-recipient is to utilize the "Proposed Program Budget'as a guide for completing the 'Budget Detail Worksheet' below. The Equipment category will require Authorized Equipment List (AEL) reference number. The Authorized Equipment List (AEL) is a list of approved equipment types allowed under FEMA's preparedness grant programs. The intended audience of this tool is emergency manager, first responders, and other homeland security professionals. The list consists of 21 equipment categories divided into sub-categenes, tertiary categories, and then individual equipment items The AEL can be found at ti o;i'berg ce , _cute ha edEGLiar—eat-23' At the discretion of the Sub-recipient, funds allocated to Management and Administration costs (as described in the "Proposed Program Budget') may be put towards Programmatic costs instead. Howeverno more than 5% of each Sub-recipient's total award may be expended on Management and Administration costs. 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 Grant - I sub-reci ient Aaeic f Category/Issue ryIrssue remount Allocated>- Awed ANccation—Issue 46 $5,13000000 Fy 20T i-State yomeland d•iamilFcrt Lauderdale CASE Security Gra 1 ogrm— State 5'39 men[RAdminisiration $ 2.:9,00000 withheld 5% Urban Area SecurityMoat va -- ' Expendable Award A location after 5'9 $4,921,000.00 reduction Lc P-Type Actetes(259,of award a'location)This a c nt is not In - $1,295,000.00 1 a cition to the remaining award amount but instead signifies the amount needed to meet the 25'ra requirement. Management and Administration (The dollar amount which corresponds $ 246,050.00 to 5%of the total local agency allocation is shown in the column on the right). 30 BUDGET DETAIL WORKSHEET The Sub-recipient is required to provide a completed budget detail worksheet, to the Division, which accounts for the total award as described in the "Proposed Program Budget". If any changes need to be made to the'Budget Detail Worksheet as=er the execution of this agreement, contact the grant manager listed in this agreement via email or letter. r.l t , A,=e�G 41;:!Iy.^itNrst'+ .': Developing hazard/threat-specific nazardtthreat-specific anneres that rporate e'e range of orevenuon proteceon,response and recovery activities Developing andrapier-nem l g humeiare security succart crograms and adopting ongoing OHS nationalettiatives Developing related terrorism and other catastrophic event prevent an f r activities Lei/eloping ard enhancing dans ard p .tocols Common—Planning(Planning, Training and 1 $293,722.22 $293,722.22 Exercise), Line item 2017-01 Developing or conducing assessments I I Borg of run or panthce staff er ccrtractorsiconsidtants- sst with F anors actict es(n t fr the purpose of hiring public spersonnel ff fuddling dada aal public saferyduties, Common—Planning (Planners), Line item 2017-01 1 $673,043.21 $673,043.21 Prevention— Intelligence and Information Sharing (Metadata Planner), Line item 2017-04 i $33,388.58 $13,388.58 Matepafs required[o conduct planning activates li I Prevention—Public Information and Warning _. I'.. (Business/Community Partners Against Terrorism 1 r $38,158.38 $38,158.38 Initiative), Line item 2017-06 fraveiper dies related to planning activities F 31 Common—Planning (Traver, Line item 201701 ''I 1 $3,338.86 'i $3,338.86 Overtime and oacenl casts Ln accordance with ocerations,Cost Guidance; -- Issuance W-ITI-ccirpdant Tb l Identification cams ant,nes t jos!eve p1a ening ' ve or pespie srts.ds Mates and others with access and functional needs Gni:Asiatics withCt r CoCouncils uci:c 11 infa-mation_d-ca on and development of volunteers Lipa gat/amerce sinctures and process and oians for emergency - mmuccarncs 1. apt sit es o aw acr ete plann cg incius,fe of people ailed Englis Proficiency TOTAL PLANNING EXPENDITURES $1,041,851.251 Allowable Training Costs I Quantity Unit Cost I Total Cost Cyan,me end secant: r e nergency preparedness and response personnel srendina fa[h&FEMA s ' :.cored and smoked training a:asses OveRrme and Cac411 expenses for part-rime and'volunteer emergency response ps nel participating in OH S/FEMA training Taining Workshops and Conferences I I I I ! Activities to achieve training MILS ve of people with disabilities and , others with access and functional needs Full or Part Tine Staff or contractors/Consu tants Common-Operational Coordination (Rapid Deployment Force Basic and Recertification 1 $49,989.38 $49,989.38 Training). Line item 2017-02 I I Cerruti=omRacehiticavon of Instructors Crave, —_ Sup plies 3re t that are pe 'r concur tang the coursep of eit g and ecspatbl t , gi yirg pa gloves fee nor tenie masrs and disposable pratective GuIpmeat) . I Cop drna can witn C,tizen Corps Councils in corcu_tng training Common -Operational Coordination, (CERT/Citizen Corp): Line item 2017.02 1 $32,401.35 $32,401.35 Interopera ie cornmunications Iran ing norig t es ro soh 2evs r,rg roxsxe or aeocie with ,mlted Eng.sh ornhogenCe TOTAL TRAINING EXPENDITURES ' $82,390.73 nAIIoWab1e HSGP and LETP.Organfattonal Acuvtties M�-Ouantity unt oat al-•taticoste=' Re,m.bursernerr`Pr select operarc a expenses associated Joh eased security measur s at sulcal n`rastructure sites cared(Tip to 50 SO percent of the alloca,ionl � I I Prevention- Interdiction and Disruption (Operational ! I OT for Special Events), Line item 2017-05 1 $26,615.80 $26,815.80 Overtime`or p. nrestg and mterhi5 nce sn ae ng ac:ic{ties ilia to SO pec r of The aiccar ) ) HNng of new stag positions contractors,'censuitarts fm particpat,on in Lnformatlorhlntelligence analysis and sharing groups or Tums center acriwfes(up to 50 per:ert of the;Meagan) Prevention-Intelligence and Information Sharing, (Fusion Center Analysts), Line item 2017-04 1 5252,799.16 $252,799.26 TOTAL ORGANIZATIONAL EXPENDITURES $279,615,06 33 �A)IOwable ExereseLcsh arFdir u .-,.. .... .. ..^.." ,. a � � +`Quebtt "'�"tlnitP,tP�'" os?, Design. Develop.Conduct and Evaluate an Exercise Exercise P anning ViSricshop Cram 1.rads may be used to plan and conduct an ExercisePtanning W its op to include costs re'ated to pla mmrg meeting s^ace and whet meeting costfa. itat on costs mater.a s and;tool es travel and exercise plan_evelepmece I i Full or Parsrime Staff cr CootracturstcraJltarts-Full d ce F staff may be hired to s,,cpcd exercise-related act.vires Payment of saa`esad frirge benefits must Pe s accordance!SUS the p Lees of the state ocsi Urea;of government and have he approval of the state or tne shrg agency wh,crever Is applicable.the senrices at csntractc/siccrsota os may sso be procured to support the design. devetoprest co_duC and evaluatem of CBANE exercisesThe applicants formai w'Aten cmcurer-engdicy or the Federal Acqulsihbn Regulations FA.-i;must be followed I Mitigation—Risk and Disaster Resilience Assessment(Recover/Table Top Exercise), Line 1 $33,333.53 $33,338.58 !tem 2017-11 C;e^.ine and bakr0l cosy O•e.^'me and tackl.coots.including _-- expen3es'or Rad-time and volunteer emergency response personnel pat t:cioating in FE4,A exeroises Implementation of HSEEP Act At es to acr.exe exercises mclks he Of peopp turn dsabetes and n otters'NA'�3p_ AN53ird Y o9al needs Ira --Paved sts e Issraeper m.hotel )are attowatP as excesses oy employees who are on travel status for ofersor business related so the➢ i g and condxct ort. exercise F le t(sy T e - must be accordance of statelawas M1 gF g 3tl oi the G„F got,arc ar Guide Stales must also ailow stale rearriar.ocs regard ng me' Ifo vete or er'tory does 1 nave a travel policy tFey must felo federal g ce nes and rats as expiamed In the I OAT F-fra7C.31Gade oar U.diter Pfmmetion on femora! a pertaining to travel ost to „Iyi I are ng I__ ... S the dies e ofthe planning items[hares expended ex exerciser pro consumed s1l donne they atoll acendconduct of makanddiposabl(s)(e g. copying paper groves,'ape non-sterile masks.and disposable I protective acu,pner[). I ' Isterocerable communications exereses TOTAL EXERCISE EXPENDITURES $33,388.58 ____ 34 I Eligible Equipment Acquisition Costs The table below hgnl gnts the asowable equpment categories for rut award. A comprehensive Ystrng of these giver ie equipment �categnres and apeG(peq pment&Nide under each category are j Quantity Unit Cost Total Cost at"7o ttewebbased ve et irzhe A!-eQui returiEquipment Lat PFLIa -- Personal of Q 9 equiPment Protection-Physical Protective Measures(Check Point Ballistic Podiums), Line item 2017-08; AEL 1 $76,797.55 $76,797.55 I #01LE-01-SHLD Response-CBRNE-On Scene Security, Protection ' and Law Enforcement(Personal Protective Ballistic 1 $23,849.00 $23,849.00 Equipment); Line item 2017-14; AEL#01LE-01-SHLD, 0ILE-01-HLMT Response-CBRNE-Environmental Response/Health and Safety(CBRNE Equipment for Special Response Teams); Line item 2017-15; AEL#01CL-02-ENSM, 1 ! $75,052.76 $75,052.76 01AR-03-PAPA,OIAR-07-FTST Explosive.device.^.igarion and remediation equipment - - I Prevention- Screening, Search, Detection (X-ray j systems/Metal Detectors), Line item 2017-03, AEL 1 $46,457.83 $46.457.83 #02EX-02-XRAP, 02EX-00-PSIE _-„ I CBRNE cperarsai search anc rescue ecuipment Prevention-Interdiction and Disruption(Mobile - Surveillance Platforms), Line item 2017-05; AEL 1 $144,618.35 $144,613.35 tt03OE-07-ROVL • Response-CBRNE-Critical Transportation • (Unmanned Aerial), Line item 2017-12; AEL#03OE-07- 1 ' $29,572.74 F $29,572.74 Response-Communications -Operational - - - - I Communications (Tactical Communications Devices), l I Line item 2017-16; AEL#03OE-01CTAC, 045N-01- 1 $91,946.43 $91,946.43 I XMIT and 06CP-03-ICOM 1 Information technology Common -Operational Coordination (Incident I Command Software System -WebEOC), Line item I I 2017-02, AEL#04AP-04-RISK, 04AP-01-CADS, 04AP- 1 $159,337.96 $159,337.96 1 05-COSS, 04AP-03-GISS, 045W-04-NETW,21GN-00- I CNST, 04HW-01-INHW, 04AP-02-AVLS - Prevention-Screening, Search, Detection (LPR Systems), Line item 2017-03, AEL#04AP-02-AVLS, ! 1 . $157,116.18 $157,116.18 LE-00-SURV, 12TR-00-TEOP I 35 Response-CBRNE–Situational Assessment(Training ! 1 j $12,284.14 $12284141 Simulator); Line item 2017-13; AEL#04AP-08-SIMS I Cybesecurry ernarcement equipment I Protection–Cybersecurity (Cybersecurity Malware t 1 Protection), Line item 2017-09; AEL#05HS-00-MALW 1 $40,d76.50 $60,676.50 • 1Fteraterable communcarons eculonert Mitigation–Long-Term Vulnerability Reduction (Interoperable Communications Sustainment), Line 1 $133,554.34 $133,554.34 item 2017-10; AEL#06CP-01-MOBL, 06CP-01-REPT, 11 1 OBC-00-BATT,21 GN-00-INST • • Response Communications–Operational I Communications(Upgrade for Network ' Switch/Gateway); Line item 2017-16; AEL#O6CP-02- 1 $136,569.79 $136,569.79 1, BRDG i Response-Communications–Operational I Communications (Mobile/Portable Radios and I Accessories); Line item 2017-16; AEL#O6CP-01- 1 $460,387.48 $460,367.48 '.. PORT, 06CP-01-MOBL, O6CP-03-PRAC ' Response-Communications–Operational ; Communications(Satellite Phone Sustainment); Line 1 $23,544.67 $23,544.67 1; item 2017-16; AEL #O6CC-03-SATB I II Ceiecton Es-on-act Prevention–Screening, Search. Detection (Chemical I Sensors/Monitors), Line item 2017-03,AEL#07CD-02- 1 $62,247.77 $62,247.77 I DLSP neswo,naticr Equlumet Medical supclies _- -- --- Pae equipment CBRNE Reference Materials CBRNE Incdent Response Vehicles Response–Critical Transportation (Specialized EM Vehicle); Line item 2017-12; AEL#12VE-00-SPEC 1 859,805.63 $59,805.631'1 II – — 4 Terrorism!rodent Prevention Equipment Common -Operational Coordination (Emergency • - '-' Alert Notification System), Line item 2017-02, AEL 1 555,329.65 ! $55,329.65 #131T-00-ALRT Physical Security Enilancerrect ECUIFmen, Protection—Access Control and Identity Verification j I (Access Card Reader Systems), Line item 2017-07, 1 AEL#14SW-01-PAC, 21GN-00-INST $67,731,12 $67,731.12 Protection -Physical Protective Measures(CCTV Systems); Line item 2017-08, AEL#14SW-01-VIDA, 21GN-00-INST, 21GN-00-MAIN, 04HW-01-INHW, 04MD- 1 $280,997.36 $280,997.36 03-DISP I Protection-Physical Protective Measures (Long ! Range Acoustical Device), Line item 2017-08;AEL 1 $113,200.65 ! $113,200.65 #145W-01-LRHW Protection-Physical Protective Measures(Code - -- Brown/Active Shooter Alert System); Line item 2017- 1 $63,044.32 $63,044.32 08, AEL#14SW-01-ALRM,21GN-00-INST I Protection-Physical Protective Measures (EGG Target Hardening); Line item 2017-08; AEL#145W-01- ! 1 $125,117.26 I $126,117.26 i VIDA, 14SW-01-WALL, 21GN-00-INST - I Recovery-Infrastructure Systems (Ethernet Redundant Communications), Line item 2017-17; AEL 1 $10,360.00 $10,360.00 e14CI-00-COOP Inspection ard Sueening Systems, Anima!and Plants j CBRNE Prevention arc Response watercraft CBRNE Avon Epci:mert CBRNE Cogwheel Support EGNpnem. -� � I Intervention Equipment — — • Other authonzec eq rent costs(include any constructor or renovation costs Tins a gery',Wrten aro slat must be - I provided by FMA odor to the use at any funds for conslrcOon orreovato Common Operational Coordination (EOC • Enhancements),Line item 2017-02, AEL#210N-00- OCEQ, 04HW-01-INHW, 04MD-02-PROJ, 04M0.03- 1 $152,349.23 I $152,349.23 DISP, 21GN-00-INST, 14C1-00-COOP,075E-03-ENVS, I 06CC-05-PRTY, 06CC-02-DSAD 37 Common -Operational Coordination , (CERT/Citizen Corp), Line item 2017-02, AEL#210N-00-CCEQ, 1 $30,000.00 830,000.00 I 19GN-00-BGPK, 21CR-00-MEDI, 06CP-01-PORT Prevention- Intelligence and Information Sharing (Fusion Center Operations), Line item 2017-04, AEL 1 $162,173.11 5162,173.11 #21GN-00-OCEQ, 04HW-01-INHW, 131T-00-ALRT,1317- 00-INTLI. i I I Mitigation-Long-Term Vulnerability Reduction (Maintenance/Sustain/Repair/Replace UASI 1 $306,432.77 $306,432.77 -Equipment), Line item 2017-10; AEL#21GN-00-MAIN Ji Mitigation-Long-Term Vulnerability Reduction (UASI jl Equipment Storage Facility), Line item 2017-10; AEL 1 $136,569.79 $136,569.79 #210N-00-LEAS 1 — I TOTAL EQUIPMENT EXPENDITURES � $3,237,904.38 :Eligible Management and Administration Costs Quantity Unit Cost CI,Titaliatal Costs/ Mr . ffit tire or pa_time 1 9 o s Rn!s s. toad Irama rhaesoo: re:egra_tP g-at Lcat cc requirements s a qare rte rig- certify and data em collection,agCaa:rasts M&A Salary (4 positions), Line item 2017-13 1 5246,050.00 5246.050.00 C eve'opm r f'gating ears for se arca :leo:oon and pro-cess ny necessary to'esvond:o Ge3iFEMA data calls I Ovemme and baCker1Sraels-Dven ree:<Tenses are tl f.. l as the result of oersonnei wro worked over arc mote thee noneal schelu!ed i gaily or'weekly worked timer he performance of FEMA-approved actio ties Sackful Costs alsS cried'0:tenur_as B Jeered as parses from nmere cf personnei Niroare 9 ovemme In order I to perform the Lutes Mover perso=ref who re!emperarlly assignee to FEMA-au prowtidac:Ivreaauhlde their core respons-0Jles Neither or I -Overture kill expenses'a Ue R ofa aofFull- eEa rF r ucosts aedopci oxteer the Cr sacks od . policies of state o of t and has Plod statecr the roaming agency aneapplicable In no case s n compensationallcwacle That-s mpeeeetunit of government may not receive iecomoronrom(net tire orgeof goren1 AND rrom award forasrga pericolof time re 1.0d cm to 500 pm) even thuh sycn Narkmay beneet both ash/ties Forge benefits on overtime hours are to on FederalContributionsAct (FICA) Worker's-Compensation and Unemployment nloymt Compensation I Travel expenses etteeting-,elaled expenses(For a COmoletc as;of allowable Tearing- I related expanses please renew the O0.1Pnnancial Guide at 38 IAuthor d office equipment:including persona.computers loot= i computers iters.LCD ppe tors and other equipment or scrt rare which may be required to support the imolemenlation of Rye homeland I s curt]strategy The following are ailowable only Nthin the agreement period. Recurng'ees'char^yes assoc aced Nilh ca'ain equicment,such as cell 1 phones.fazes j Leasing and,%or renting of space for newly bired cersonnel to administer 1 I programs ivrin.in the grant program TOTAL M&A EXPENDITURES I $246,050.00 TOTAL EXPENDITURES I; $4,921,000.00 39 ATTACHMENTS SCOPE OF WORK Sub-recipients must comply with all the requirements in 2 C.F.R. Part 200(Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) Funding is provided to perform eligible activities as identified in the Domestic Homeland Security-Federal Emergency Management Agency National Preparedness Directorate Fiscal Year 2015 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: Issue and Project Description Issue 46-Urban Area Security Initiative (UASI): The UASI Program assists high-threat, high- density Urban Areas in efforts to build, sustain, and deliver the capabilities necessary to prevent, protect against. mitigate, respond to, and recover from acts of terrorism 11. Categories and Eligible Activities FY2016 allowable costs are divided into the following categories: Planning, Organization, Exercise, Training, Equipment and Management and Administration are allowable categories in this Agreement. Each category's allowable costs have been listed In the"Budget Detail Worksheet"above. A. Allowable Planning Related Costs • SHSP funds may be used for a range of emergency preparedness and management planning activities and such as those associated with the deveiocment of the THIRA, SPR. contird4ty of operations plans and other planning activities that support the Goal and placing an emphasis on updating and maintaining a current FOP that conforms to the guidelines outlined in ,Ft; . • Developing bazardltnreat-specific annexes that incorporate the range of prevention. protection, response. and recovery activities • Developing and implementing homeland security support programs and adopting DHS/FEMA national initianves • Developing related terrorism and other catastrophic event prevention activities • Developing and enhancing plans and protocols • Developing or conducting assessments • Hiring of ful-or part-time staff or contract/consultants to assist wit planning activities(not for the purpose of hiring pubic safety personnel fulfilling traditional public safety duties) • Materials required to Conduct planning activltes • Travell/per diem related to planning activities • Overtime and backfill costs (in accordance with operational Cost Guidance) • Issuance of WHTI-compliant Tribal identification card • Activities to achieve planning inclusive of people with disabilities • Coordination with Citizen Corps Councils for public information/education and development of volunteer programs Additional Planning Information FEMA's National Preparedness Directorate(NPD)offers technical assistance (TA)that is designed to provide sub-recipients and sub-sub-recipients 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 40 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 DHS/FEMA.TA. TA deliveries combine current emergency management best practices with practical consideration of emerging trends, through discussion facilitated by DHS/FEMA contract specialists and with the support of FEMA Region operational specialists. While the invitation of participants is up to the requesting jurisdiction, DHS/FEMA encourages requesting jurisdictions 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 DHS/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/hvw.vfema gov/rational-incident- managemen tsystem/fee a-technical-assistance-division B. Organization (SHSP and UASI Only) Organizational activities include: • Program management, • Development of whole community partnerships. through groups sucr as Citizen Corp Councils, • Structures and mechanisms for information sharing between the public and private sector, • Implementing modelsprograms and workforce enhancement initiatives to address ideologically-inspired radicalization to vio;ence in the homeland; • Tools, resources and activities that facllirate shared situational awareness between the public and private sectors • Operational Support; • Utilization of standardized resource management concepts such as typing. inventorying. organizing, and tracking to facilitate the dispatch, deployment. and recovery of resources before, during and after an incident; • Responding to an increase in the threat level under the National Terrorism Advisory System(NTAS), or reeds in resulting from a National Special Security Event; and • Paying salaries and benefits for personnel to serve as qualified intelligence analysts States and Urban Areas must justify proposed expenditures of SHSP or UASI funds to support organiza:.on activities within their U submission. A:I SAAs are allowed to utilize up to 50 percent (50%) of their SHSP funding and all Urban Areas are allowed up to 50 percent(50%)of their UASI funding for personne. costs. At the request of a sub-recipient of a grant, the FEMA Administrator may grant a waiver of the 50 percent(50%) limitation noted above Request for waivers to the personnel cap must be submitted by the SAA to GPD in writing on official letterhead,with the following information: • Documentation explaining why the cap should be waived. • Conditions under which the request is being submitted; and • A budget and method of calculation pf personnel costs both in percentages of the grant award and in total dollar amount. To avoid supplanting issues, the request must also nclude a three year staffing history for the requesting entity 41 Organizational activities under SHSP and UASI include. • Intelligence analysts. Per the Personnel Reimbursement for Intelligence Cooperation and Enhancement(PRICE) of Homeland Security Act(Public Law 110-412), SHSP and UASI Funds maybe used to here new staff andier contractor positions to serve as intelligence analysts to enable information/intelligence sharing capabilities. as well as support existing intelligence analysts previously covered by SHSP or UASI fund ng_ in order to be hired as an intelligence analyst, staff and/or contractor personnel must meet at least one of the following criteria: o Successfully complete training to ensure baseline proficiency in intelligence analysis and production within six months of being hired: andior, c Previously served as an intelligence analyst for a minimum of two years either in a Federal intelligence agency, the military, or State and/or local law enforcement intelligence unit As identified in the Maturation and Enhancement of State and Major Urban Area Fusion Centers priority. all fusion center analytic personnel must demonstrate qualifications that meet or exceed competencies idenbbed in the Common Competencies for State_ Local, and Tribal Intelligence Analysts, which outlines the minimum categories of training needed for intelligence analysts. A certificate of completion of such training must be on file with to SAA and must be made available to the grantee s respective Headquarters Program Analyst upon request. In addition to these training reequirementsfusion centers should also continue to mature their analytic capabilities by addressing gaps it analytic capability identified during the fusion center's annual assessment • Overtime costs. Overtime costs are allowaole for personnel to participate in irtormation, investigative. and inte.ligence sharing activities specifically related to homeland security and specifically requested by a Federal agency. Allowable costs are limited to overtime associated wit federally requested participation in eligible fusion actiitesincluding art-terrorism task forces Joint Terrorism Task Forces(JTTFs;,Area Maritime Security Committees(as required by to Maritime Transportation Security Act of 2002), OHS Border Enforcement Security Task F aces. and Integrated Border Enforcement Teams. Grant funding can only be used in proportion to !te Federal man-hour estimate, and only after funding for these acttvaes from other Federal sources (I.e.. FBI JTTF payments to State and local agencies) has been exhausted. Under no circumstances should OHS grant funding be used to pay for costs already suppered by funding from another Federal source • Operational overtime costs. in support of efforts to enhance capabilities for detecting. deterring, disruptingand preventing acts of terrorism, operational overtime costs are allowable for increased security measures at critical irfrastructurre 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 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 (Nate Consumable costs, 42 such as fuel expenses, are not allowed except as part of the standard National Guard deployment package). and I:creased border security activities in coordination with CBR SHSP or UASI funds mal only be spent for operational overtime costs upon prior approval provided in writing by the FEMA Administrator per instructions in/E 379. C. Allowable Exercise Related Costs Exercises conducted with grant funding should be managed and conducted consistent with HSEEP. HSEEP guidance for exercise design, development. conduct, evaluation, and improvement panning is located at n;tux ',,v z-Feria gcv,eee.tse •Design. Develop, Conduct. and Evaluate an Exercise •Full-or part-time staff or contractors/consultants •Overtime and backfill costs including expenses for part-time and volunteer emergency response personnel participating it DHS/FEMA exercises •Implementation of HSEEP •Activities to achieve exercises inclusive of people with dis_bilit es •Travel •Supplies associated with allowable approved exercises •Interoperable communications exercises Additional Exercise Information Sub-recipients that decide to use HSGP funds to conduct en exerese(s) are encouraged to complete a progressive exercise series Exercises conducted by states and Urban Areas may be used to fulriil sunder exercise red diremects required by other grant programs Sub-recipients are encouraged to Invite representative.sibianners involved with other Federally-.mandated or private exercise activities States and Urban Areas are encouraged to snare at a minimum, the multi-year training and exercise schedule wit those departments. agenciesand oroanizations included in the plan. • Exercise Scenarios. The scenarios used in HSGP-funded,exercises must be based on the state/Urban Areas THIP,A and SPR The scenarios used in HSGP-funded exercises must focus on validating capabilitiesmust be large enough in scope and size to exercise multiple activities and warrart involvement from multiple judictions and diseipi nes and non-governmental organizations, and take into account the reeds and requirements for individuals with disabilities Exercise scenarios should align with priorities and capabilities identified ''.n the Multi-year TEP. • Special Event Planning If a state or Urban Area will be hosting a special event(e.g Super Bowl, G-8 Summit). the special event planning should be considered as a training or exercise activity for the purpose of the Multi year TEP. 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 te.g , arenasconvention centers) that focus on evacuations. communicationsand command and control. • Regional Exercises. States should also anticipate participating in at least one Regional Exercise annually. States must include all confirmed or planned special events in the Multi-year TEP. • Role o)Non-Governmental Entities in Exercises. Non-governmental participation in all levels of exercises is strongly encouraged. Leaders from non-governmental entities should be included in the panning, design. and evaluation of an exercise. State. local, Tribal, and territorial jurisdictions are encouraged to develop exercises that test the integration and use of non-governmental resources provided by non-governmental entities, defined as the private sector and private non- 43 profit. faith-based, community, participation in exercises should be coordinated with the local Citizen Corps Councilrs)or their equivalent and other partner agencies. FDEM State Training Office conditions for Exercises For the purposes of this Agreement, any exercise which is compliant with HSEEP standards and contained in the State of Florida (and County or Regional) MYTEP qualifies as an authorized exercise. The Sub-recipient can successfully complete an authorized exercise either by attending or conducting that exercise • In order to receive payment for successfully attending an authorized exercise,the Sub-recipient must provide the Division with a certificate of completion or similar correspondence signed by the individual 'n charge of the exercise; additionally, the Sub-recipient must provide the Division with all receiots that document the costs incurred by the Sub-recipient in order to attend the exercise. • in order he receive payment for successfully conducting an authorized exercise, the Sub-recipient must provide the Division with an ExPLAN AAR/IP, IPC/MPC/FPC Meeting Minutes and Sign-in Sheet for exercise attendees; additionally. the Sub-recipient must provide the Division with all receipts tat document the costs incurred by;he Sub-recipient in order to conduct the exercise. The Sub-pec;plena must include with the reimbursement package a separate copy of the bagels) from the Exercise Plan which identities the participant agencies and a printed page(s)from the State(aro County or Regional) MYTEP reflecting the exercise. • If you recuire trod/•watte_r for this event, request must come to the Division within 25 days of evert in the following format: Exercise Title. Location. Exercise Cate. Exercise Schedule. Estimated Number of Paniciparts that will be fed. Estimated Cost for foodiwater. Description of the Exercise. Unauthorized Exercise Costs • Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (a 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 the conclusion of the exercise (e.g electronic messaging signs). D. Allowable Training Related Costs Allowable training-related costs under HSGP include the establishment, support, conduct, and attendance of training specifically identified under the SHSP and UASI programs and/or in conjunction with emergency preparedness training by other Federal agencies(e.g., HHS and DO O Training conducted using HSGP funds should address a performance gap identified through an AAP/IP or other assessments(e g., National Emergency Communications Plan NECP Goal Assessments)and contribute to building a capability that will be evaluated through a formal exercise Any training or training gaps, including those for children, older adults, pregnant women, and individuals with disabilities and others who also have or access and functional needs. should be identified in the AAR/IP and addressed in the state or Urban Area training cycle. Sub-recipients are encouraged to use existing training rather than developing new courses. When developing new courses. sub-recipients are 44 encouraged to appy the Analysis. Design. Development, Implementation and Evaluation model of instructional design using the Co;rse Ceveaoome^r Tao! • Overtime and backfill for emergency preparedness and response personnel attending DHS/EEiMA-sponsored and approved training classes • Overtime and backfill expenses for par.-time and volunteer emergency response personnel participating in DHS/FEMA training • Traring workshops and conferences • Activities to achieve training inclusive of people with disabilities • poll-or part-time staff or contractors/consultants • Travel • Supplies associated with allowable approved train.ng tat are expended or consumed during the course of the planning and conduct or the exercise project(s) • Instructor certification/re-certification • Coordination with Citizen Corps Councils in conducting training exercises • Interoperabie communications training Additional Training Information Per DHS.FEMA Grant Programs Directorate Policy FA 2SlenC CF4-1, Review and Approval P.equdements for Trainivg Courses Funded Through Preparedness Grants, issued or September 9. 2013 states territories, Tribe; entities and urban areas are no longer required to request approval from FEMA for personnel to attend ndn-DHS FEMA training as long as the training is coordinated with and approved by the state, territory, Tribal or Urban Area Training Point of Contact (TPOC)and falls within the FEMA mission scope and the jurisdiction's Emergency Operations Plan (COP) The only exception to this policy is for Countering Vlo'ent Extremism courses. DHS/FEMA will conduct periodic reviews of ail state. [erritor/, and Urban Area training funded by DHS+FEMA_These reviews may include requests for all course materials and physical observation of. or participation in, the funded training If these reviews determine that courses are outside the scope of this guidancesub-recipients will be asked to repay grant funds expended in support of those efforts For further informaton on developing courses using the Ins;nzlronal design methodology and tools that car facilitate the process. SAAB and TPOCs are encouraged to review the NTED Eason/Ida, r Curter(RTDC)website DHS/FEMA Provided Training. These trarnings include programs or courses developed for and delivered by institutions and organizations funded by DHS/FEMA.This includes the Center for Domestic Preparedness(COP). 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 fail within the DHS/FEMA mission scope, and have been approved 45 through the FEMA course review and approval process. An updated version of this catalog can be accessed at!Utz.11f wv, fistraszoneararaintog Training Not Provided by DHS/FEMA. These trainings include courses that are either state sponsored or Federal sponsored (non-DHS/FEMA). coordinated and approved by the SAA or their designated TPOC and fall within the DHS,'FE.MA mission scope to prepare state. local. Tribal, and territorial personnel to prevent, protect against. mitigaterespond to, and recover from acts of terrorism or catastrophic events. • State Sponsored Courses These courses are developed for and/or delivered by institutions Cr organizations other than Federal entities or DHSFEMA and are sponsored by the SAA or their designated WOO • 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 Rea nst.. mitigate, respond to and recover from acts of terrorism or catastrophic events Overtime pay for first responders and emergency managers who participate Ir public-private training and exercises is allowable In addition. States, territories. Tribes. and Urban Areas are encouraged to incorporate the private sector in government-sponsored training and exercises. Additional information or both DHS/FEMA provided training and ocher federal and state training can be found at p Noma firstres,ondertraining gov Training Information Reporting System ("Web-Forms").Web-Forms is an electronic form/data management system built tc assist the SAP,and its designated State, territory and Tribal Training Point of Contact(TROD) Reporting training antvhies through Web-Forms is not required under FY 2015 HSG'. however, e system retains available and ca!r be accessed trircugh the FEfuIA Toolkit located at http l-m,pkarstrespondertraming go/tad—in '.n order to support grantees in their own tracking of training FDEM State Training Office conditions- For!he pur?cses of this Agreement any training course listed on the DNS approved course cata'ag q sures as an authorized course. The Sub-recipient can successfully complete an adthorized course either cy attending cr conducting that course. • In order to receive payment for successfully attending an authorized rairing course, the Sub-recipient must provide the Division with a certificate of course completion; addalonaily, the Sub-recipent must provide the Division with all receipts that document the costs incurred by the Sub-recipient in order to attend the course. • In order the receive payment for successfully concocting an authorized course the Sub-recipient must provide the Division with the course materials and a roster sign- in sheet, additiona,ly. the Sub-recipient must provide the Division with ail receipts that document the costs incurred by the Sub-recipient rn order to conduct the course • For courses that are non-DHS approved training. sub-recip-ent must request approval to conduct training through the use of the Non-TED Form and provide a copy, along with email showing approval granted for conduct • For the conduct of training workshops. sub-recipient must provide a copy of the course materials and sign-in sheets • 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 cf participants please 45 contact the FDEM State Training Officer for course specific guidance. Unless the sub-recipient receives advance written approval from the State Training Officer for the number of participants, then the Division will reduce the amount authorized for reimbursement on a pro-rata basis for any training with less than 15 participants • The Sub-recipient must include with the reimbursement package a separate copy of the page(s)from the State(rd County Cr Regional)MYTEP reflecting the training E. Equipment Acquisition The 21 allowable prevention, protection, mitgation, response, and recovery equipment catecorles and equipment standards for HSGP are listed on the Authorized Equipment List (AEL)available at hitt Marryfern ac t ori,rMisr. Unless otherwise stated equipment must meet all mancator f regulatory and/or DHS/F BMA-adopted standards to be ellg the for purchase using these fords. In addition, agencies will be responsible for attaining and maintaining all necessary certifications and licenses for the requested equipment. Grant funds may be used for Me procurement of medical countermeasures Procurement of medical countermeasures must be conducted in collaboration with State/city/local health deoadmments who administer Federai funds from HHS for this purpose. Procurement must have a sound threat based justification with an aim to reduce the consequences of mass casualty incidents during the first crucial hours of a response. Prier to procuring pharmaceuticals, grantees must have n place a-inventory management plan to avoid targe periodic variations in supplies due to coinciding purchase and expiration dates Grantees are encouraged to enter into rotational procurement agreements with vendors and dishbutors Purchases of pharmaceuticals mus'include a budget for the disposal of expired drugs within each fiscal yea-'s the period of performance for HSGP.The cost of disposal cannot be carried oeer to another DHS/FE-MA grant or grant period. The equipment, goodsand supplies('the eligible equipment") purchased witr Lynda provided under this agreement are for the purposes specified in'Florida's Domestic Security Strategy'. Equipment purchased with these funds will be utilized in the event of emergencies. including. but not limited to terrorsm-related hazards. The sub- recipient shall place the equipment throughout the State of Florida in such a manner that. in the event of an emergencythe equipment can be deployed on the scene of the emergency or be adailable for use at a fixed Location within two (2) hours of a request for said deployment The Fir da Division of Emergency Management(FDEM) must approve any purchases of equipment not itemized in a project's approved budget in advance of the ourthase. The sub-recipient will. in accordance with the statewide mutual aid agreement or other emergency response purpose as specified in the'Florida Domestic Security Strategy." ensure that all equipment purchased with these funds is used to respond to any and all incidents within its regional response area as applicable for so long as this Agreement remains in effect. Prior to requesting a response.the FDEM will take prudent and appropriate action to determine that the level or intensity of the incident is such that the specialized equipment and resources are necessary to mitigate the outcome of the incident. The sub-recipient shall notify the FDEM Office of Domestic Preparedness at 2555 Shumard Oak Blvd., Tallahassee Fionda 32399 one year in advance of the expiration of he equipment's posted shelf-life or normal life expectancy or when it has been 47 expended The sub-recipient shall notify the FDEM immediately if the equipment 'S destroyedlost, or stolen. 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 FDEMI F. Management and Administration.no mere 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, investigativeand intelligence sharing activities specifically related to homeland security and specifically requested by a Federal agency Allowable costs are limited to overtime associated with federa'ly requested participation in eligible fusion activities including a.nti- terror:sm task forces. Joint Terrorism Task Forces (JTTFs). Area Maritime Security Committees (as required by Maritime Trersportabon Security Act of 2002;, DHS Border Enforcement Security Task Forex, 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 activates from other Federal sources H. 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 supper of efforts to enhance capabilities for detecting. deterring, disrupting.and preventing acts of terrorism. operational overtime costs are allowable for increased security measures at critical infrastructure sites. FY 2016 SHSP or UASI funds for organizational costs may be used to support select operational expenses associated with increased security measures at critical infrastructures s tes'in the following authorized categories • Backfla 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.OPE, as outlined in Information Bulletin 135 FY 2016 SHSP funds may only be scent for operational overtime costs upon prior approval provided in writing by the FEMA Administrator. Travel expenses Meeting-related expenses (For a complete list of avowable meeting-related expenses. please review the OJP Financial Guide at •A-.a uotol ccv(Fr. Guide) 48 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 andlor ranting of space for newly hired personnel during the period of performance of the grant program G. Procurement All procurement transactions will be conducted in a manner providing full and open compete:on and sha'I comply with the standards articulated In: • 2 C.F.R. Part 200; • Chapter 287, Florida Statues; and, • any local procurement policy. To the extent that one standard is more stringent than another, the sub-sub-recipient must follow the more stringent standard_ For example if a State statute imposes a stricter requirement than a Federal regulation. then the sub-sub-recipient must adhere to the requirements of the State statute. The Drvis:on shall praaporove al scopes of work for projects funded under this agreement Additionally the sub-s:b-recipient shall rot execute a piggy-back contract unless the Division has approved the scope of work contained m the original contract that forms the basis for the p.ggy-back contract. Also. in order to receive reimbursement from the Division,the sub-sub- recipient must provide the Division wit a suspension and deoarment form for eacn vendor that per`crmed work under the agreement Furthermore, if requested by the Division, the sub-sut- recipiect shall provide copes of solicitation documents including responses and justification of vendor selection. H. Piggy-backing The practice of procurement by one agency us.rg 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 aethority authorizing third parties to make purchases from the contract with the vendor's consent. The terms and conditions of the raw 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. Ar agency may not use the preexisting contract merely as a'basis to begin negotiations'far a broader or materially different contract Section 215.971, Florida Statutes Statutory changes enacted by the Legislature impose additional requirements on grant and sub-sub-recipient agreements funded with Federal or State financial assistance. In pertinent part. Section 215 97(11 states. 49 An agency agreement that provides state financial assistance to a sub- recipient or sub-sub-recipient, as those terms are defined in s 216 97. or that provides federal financial assistance to a sub-sub-recipient, as defined by applicable United States Office of Management and Budget Circulars. must include all of the following • A provision specifying a scope of work that clearly establishes the tasks that the sub-recipient or sub-sub-recipient is required to perform • A provision dividing the agreement into quantifiable units of deliverables the: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 successfui completion of each deliverable • Aprovision specifying the financial consequences that apply if the sub- recipient or sub-sub-recipient fails to perform the minimum level of service require°by the agreement.The provision can be excluded from the agreement only if financial consequences are prohibited by the federal agency awardirg the grant. Funds refunded to a state agency from a sub-recipient or sub-sub-recipient for failure to perform as required under the agreement may ea expended only it d,rect support of the program from which the agreement originated • A provision specifying that a sub-recipient or sub-sub-recipient of federal or state financial assistance may expend funds only for allowatie costs resulting from obi'gatlocs incurred during the specified agreement period. • A provision specifying that any ba ance of unotligated funds which has Peen advanced or paid must be refunded to the state agency • A provision specifying that any funds pad in excess of the amount to which the sub-recipient cr sub-sub-recipient is entitled under the terms and conditions of the agreement must be re'unded to the state agency • Any additional information required pursuant to s. 215 97 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 sue services is in accordance with the policies of the State or units)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 government 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 perod are defined according to the Fair Labor Standards Act(FLSA) Failure to comply Failure to comoiy with any of the provisions outlined above shall result in disallowance of reimbursement for expenditures. Unallowable Costs (SHSP, UASI and OPSG) Per FEMA policythe purchase of weapons and weapons accessories is not allowed with HSGP. 50 J. Reporting Requirements 1. Quarterly Programmatic Reporting: The Quarterly Programmatic Report is due within thirbf(30)days after the end of the reporting periods(March 31, June 30, September 30 and December 31) for the life of this contract. • If a reports)is delinquent. future financial reimbursements will be withheld until the Sub-recipient s reporting is current. • If a report goes two (2)consecutive quarters without Sub-recipient reflecting any activity and/or no expenditures will likely result in termination of the agreement. Procram=rtat:c Repartinq Schedule Reporting Period I Report due to FDEM no later than Januar/ 1 through March 31 April 30 April 1 through June 30 i July 31 July 1 through Seotember 30 October 31 October 1 throcch December 31 January 31 2. Programmatic Reporting-BSIR Biannual Strategic implementation Report. After he end of each reporting pe-.cd, for the Pe of the contract unless directed otherwise. the SAA, will complete the Biannual Strategic Implementation Report in the Grants Reporting Tool (GRT) hum 3 oJ_. coy. The reporting per cds are Jandary 1-June 30 and July 1-D=_cember 31 Data entry is scheduled for December 1 and June 1 respectively Future awads and reimbursement may be withheld if these reports are delinquent 3. Reimbursement Requests: A request for reimbursement may be sent to your grant manager for review and approval at any time during the contract period. Reimbursements must be requested within nirety (90) calendar days of expenditure of funds, and quarterly at a minimum. Failure to submit request for reimbursement witnin ninety (9Ci caerdars of experditure shad result in deniai of reimbursement. The Sub- recipient should include the category's corresponding line item number in the 'Detail of Clams"form. This number can be found in the 'Proposed Program Budget! A line item number is to be included for every dollar amount hated in the "Detail of Claims"form. 4. Close-out Programmatic Reporting: The Close-out Report is due to the Florida Division of Emergency Management no later than sixty (50)calendar days after the agreement is either completed or the agreement has expired. K. Programmatic Point of Contact Contractual Point of Contact Programmatic Point of Contact 51 Michael J. Day Katie Jones FDEM FDEM 2555 Shumard Oak Blvd. 2555 Shumard Oak Blvd. Tallahassee. FL 32399-2100 Tallahassee, FL 32399-2100 (550) 815-4346 (850)315-4325 Michael Day@em myflorida.corr. Katie.Jones©emmyflorida.corr. L. Contractual Responsibilities • The FDEM shall determine eligibility of projects and approve changes in scope of work. • The FDEM shall administer the financial processes. 52 ATTACHMENT C DELIVERABLES AND PERFORMANCE State Homeland Security Program (SHSP): SHSP supports the implementation of risk driven, capabilities-based State Homeland Security Strategies to address capability targets set in Urban Area. State, and regional Threat and Hazard Identification and Risk Assessments (THIRAs). The capability levels are assessed in the State Preparedness Report(SPR) and inform planning, organization- equipment, training, and exercise needs to prevent, protect against, mitigate. respond toand recover from acts of terrorism and other catastrophic events. Planning Deliverable:Subject to the funding limitations of this Agreement, the Division shall reimburse the Sub- redolent ubredolent for ale actual cost of successfully completing Planning activities consistent with the guidelines contained in the Comprehensive Planning Guide CFG 101 v 2 For additional information,please see (ci -s. I?' +^ rdfi or grant g•_idarce(Notice of Funding Opportunity; For the purposes of this Agreement,any planning activity such as those associated with the Threat and Hazard identification and Risk Analysis(rHIRA).State Preparedness Report(SPR). and other planning activities that supped the National Preparedness Goal(NPG)and place an emphasis on updating and maintaining a current Emergency Operations Plan (_OF)are eligible.The Sub-recipient can successfully complete a planning activity either by creating or updating such plan(s). Organization Deliverable: Subject to the funding limitations or this Agreement.the Division shall reimburse the Sub- redolent fur the actual eligible costs for Person-el, intelligence Analysts, Overtime and Operational Overtime. Exercise Deliverable: Subject to the funding limitations of this Agreement,t e Division shall reimburse the Sub- racipient'or the actual cost of success idly computing an exercise which meets the Department of Homeland Security Homeland Security Exercise and Evaluation Program(HSEEP)standards and is fisted in A)the State of Florida Multi- Year Training 3 Exercise Plan(\,IYTEP) and B)County or Regional TEP for she region in which the sub-sub-recipient rs geographically located Information related to TEPs and HSEEP compliance can be found online at. .-;L For the purposes of tie Agrreement, any exerdse WPich is compliant with HSEEP standards and contained in the State of Florida MYTEP qualifies as ac authorized exercise. The Sub-recipient can sxcessully comclete an autbo-zed exercise either by attending or conducting that exercise Training Deliverable:Subject to the funding lim auors of this Agreement.the Division shall reimburse the Sub- recipient for the actual cost of successfully competing a training course listed or the Department of Homeland Security (DHS)approved course catalog For nen-DHS approved courses the sub-recipient shall obtain advance FDEM approval using the Non-TED form by contacting ter grant manager. The DHS course catalog is available online at: ^ +d=- For the purposes of this Agreement.any training course listed or.the DHS approved course catalog quailaes as an authorized course. The Sub-recipient can successfully complete_an authorized course either by attending or conducting that course Equipment Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub- recipient for the actual cost of purchasing an item identified in the approved project funding template and budget of this agreement and listed on the DHS Authorized Equipment List(AEL). For the purposes of this Agreement,any itern listed on the AEL quaiifres as an authorized tern. 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 rot lteta fema cow'authorize it, equninert - .1t In addition agencies will be responsible for obtaining and maintainingnecessary certifications all necessacertifications and licenses for the requested equipment Costs quipmertCosts for allowable items will be reimbursed if incurred and completed within the period of performance, in accordance with the Scope of Work, Attachment B of this agreement. 53 ATTACHMENT D PROGRAM STATUTES AND REGULATIONS 1) Age Discrimination Act of 1975 42 U.S.C. § 6101 et seq. 2) Americans with Disabilities Act of 199042 U.S.C. § 12101-12213 3) Chapter 473, Florida Statutes 4) Chapter 215, Florida Statutes 5) Chapter 252, Florida Statutes 6) Title VI of the Civil Rights Act of 1964 42 U S.C. § 2000 et seq. 7) Title VIII of the CMI Rights Acts of 1968 42 U.S.C. § 3601 et seq. 8) Copyright notice 17 U S.C. §§ 401 or 402 9) Assurances, Administrative Requirements and Cost Principles 2 C.F.R. Part 200 10)Debarment and Suspension Executive Orders 12549 and 12689 11)Drug Free Workplace Act of 1988 41 U.S.C. § 701 et seq. 12)Duplication of Benefits 2 C.F.R. Part 200, Subpart E 13)Energy Policy and Conservation Act 42 U.S.C. § 6201 14)False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729 also 38 U.S.C. § 3801-3812 15)Fly America Act of 1974 49 U.S.C. § 41102 also 49 U.S.C. § 40118 15)Hctei and Motel Fire Safety Act of 1990 15 U.S.C. § 2225a 17)Lobbying Prohibitions 31 U S.C. § 1352 18)Patents and Intellectual Property Rights 35 U.S.C. § 200 et seq. 19)Procurement of Recovered Materials section 6302 of Solid Waste Disposal Act 20)Terrorist Financing Executive Order 13224 21)Title IX of the Education Amendments of 1972 (Equal Opportunity in Education Act) 20 U.S.C. § 1681 et seq. 22)Trafficking Victims Protection Act of 2000 22 U.S C § 7104 23)Rehabilitation Act of 1973 Section 504, 29 U.S C. § 794 24)USA Patriot Act of 2001 18 U.S.C. § 175-172c 25)Whistlebrower Protection Act 10 U.S.C. § 2409, 41US.C. 4712, and 10 U.S.C. § 2324, 41 U.S.C. § § 4304 and 4310 26)53 Federal Register 8034 27)Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code 54 ATTACHMENT E JUSTIFICATION OF ADVANCE PAYMENT SUB.RECIPIENT: If you are requesting an advance,indicate same by checking the box below. [ )ADVANCE REQUESTED Advance pasmen:ofS _ is requested. Balance of payments is ill be made on a reimbursement basis. These hinds are needed to pas slata and benergs.to clients.duplicate forms and purchase suit-up iuppland egnipment. U' a vuld not be able to open the program wlhout thk ads ane. If you are requesting an advance,complete the foilcwing chart and line item justification below. ESTIMATED EXPENSES BUDGET CATEGORY/LINE ITEMS 20=20 Anticipated Expenditures for First Three Months(90 (list applicable line items) days) of Funding Agreement 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 supporting documentation that clearly shows the advance will be expended within the first ninety(90)days of the Funding Agreement term. Supporting 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 Funding Agreement term. Any advance Funds not expended within the first ninety(90)days of the contract term shall be returned to the Division Cashier,2555 Shumard Oak Boulevard, Tallahassee, Florida 32399,within thirty(30)days of receipt,along with any interest earned on the advance) 55 ATTACHMENT F WARRANTIES AND REPRESENTATIONS Financial Management The Sub-Recipient's ficancial management system must comply with 2 C.F.R. §200 302 Procurements Ary procurement undertaken with funds autorized by this Agreement must comply whin the requirements of 2 C.F.R.§20C Part D--Post Federal Awat Requirements—Procurement Standards(2 C.FR. § 2C0.317 through 200 326) Codes of conduct The Sub-recipient shall maintain written standards of conduct governing the performance of its employees engaged in the award and administration of contracts No employee,of icer,or agent shall participate in ;be selector. award. or administration tration of a contract supported by public grant funds_if a reap or apparent conflict of interest would be involved Such a confit:would arise when the employee, office:. or agent, any member of his or ner immediate farm? hs or her partner, or an organization which employs or is about to employ any of he paries indipated has a financial or other interest in the firm selected for an award The officers. employees. arid agents or the Sub-recipient shall neither scricit nor accept gratuities favors, cr any thing of monetem value from contractors er partes to subcontracts The standards of conduct snail provide for discipline actors to be eapied for violations of the standards by officers, enpioyees, or agents of the Sub-reopient. Business Hours The Suo-reoi:ient shad) have its offices open for business, •wi;n the entrance door open to the puaiio. and at least ore employee on site, for Mardian through Friday from 8am to Som exclucing Holidays Licensing and Permitting Alt subcontractors or employees hired by the Sub-recipient shall have all current licenses and permits required for all of the particular work for which they are hired by the Sub-recipient 58 ATTACHMENT G Certification Regarding Debarment,Suspension,Ineligibility And Voluntary Exclusion Subcontractor Covered Transactions (1) The prospective subcontractor of the Sub-recipient, certifies. by submission of this document. that neither it nor Its principals is presently debarredsuspended, proposed for debarment, declared ineligible,or voluntarily excluded from participation in this transaction by any Federal department or agency (2) Where the Sub-recipient's s.:boortractor is unable to certify to the above statement, the prospective subcontractor shall attach an explanation to this form. SUBCONTRACTOR: 5y. Signature Sub-recipient's Name Name and Title FDEM Contract Number Street Address Project Number City, State, Zip Date 57 ATTACHMENT H STATEMENT OF ASSURANCES All of the Instructions, guidance, limitationsand other conditions set forth in the Notice of Funding Opportunity(NO=D)for this program are incorporated here by reference in the terms and conditions of your award Ail sub-recipients must comply with. any such requirements set forth in the program NOFO. Ail sub-recipient, who receive awards made under programs that prohibit supplanting by law must ensure that Federal funds do not replace (supplant) funds that have been budgeted for the same purpose through nen-Federal sources Al sub-recipients must acknowledge their use of federal funding when issuing statements, press releases, requests for proposals, bd invitations.. and other documents describing projects cr programs funded in whole or in part with Federal funds. Any cost allocable to a particular Federal award provided for in 2 C F.R. Part 200, Subpart E may not be charged to other Federal awards to ovet-come fund deficiencies, to avoid restrictions imposed by Federal statutes. regulations, or terms and cordihons of the Federal awards, or for other reasons. However, this prohibition wou'd not preclude a sub-recipient from shifting costs that are allowable under Pao or more Federal awards in accordance with existing Federal statutes, regulations, or the terms and conditions of the Federal award. Sut-recipients are required to comply with the requirements set forth in the government-wide Award Term regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R. Part 25, Apoerdix A. 'he fuil text of which incorporated here by refereence in the terms and conditions of your award. A9 sub-recipients must acknowledge and agree to comply with applicable provisions governing DHS access to records, accounts, information, facilir.es and staff. 1. Sub-recipient must cooperate with any compliance review or compliant investigation conducted by the State Administrative Agency or DHS 2. Sub-recipient wit give the State Administrative Agency. DHS or through any authorized representative. access to and the right to examire and copy recordsaccounts. and bookspapers,cr documents related to the grant. 3. Sub-recipient must submit timely. complete,and accurate reports to the FDEM and maintain appropriate ba:kup documentation to support reports. Sub-recipients should also comply with all other special reportma data coilechon and evaluation requirements, as prescribes by law or detailed in program guidance 4 If, during the past three years, the sub-recipient has been accused of discrimination on the grounds of race, color, national origin (including limited English proficiency). sex, age.disability_religion, or familial status, the sub-recipient must provide a list of all such proceedings, pending or completed, incudicg outcome and copies of settlement agreements to FDEM for forwarding to the DHS awarding office and the OHS Component. 5 In the event a Federal or State court or Federal Cr State administrative agency makes a finding of discrimination after a due process hearing on the Grounds of race color, religion, national engin, sex, or disability against a sub-recipient of funds, the sub-recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs. 58 6 Sub-recipient will acknowledge their use of federal funding when issuing statements, press releases and requests for proposals. bid invitations, and othe documents describing projects or programs funded in whole or in part with Federal funds 7 Sub-recipient 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. 3. Sub-recipient who receives awards made under programs that provide emergency communmaaons equipment and its related activities must comply with SAFECOM Guidance for Emergency Communications Grants including provisions on technical standards that ensure and enhance interoperable communications. 9. Sub-recipient will ensure that the facilities under its ownership, lease or supervision which shall be utlized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and tat it will notify the Federal grantor agency of the receipt of any comm.mication 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. 10 When original or replacement equipment acquired under this award by the sub-recipient is no longer needed for the oriel^al project or program or for other activities currently or previously supported by DHSIFEMA, you must request instructions from FDEM to make proper disposition of the equipment pursuant to 2 C F.R. Section 200.313. 59 ATTACHMENT I REIMBURSEMENT CHECKLIST PLANNING PH 1 Does the amount billed by consultant add up correctly? l� 2 Has all appropriate documentation to denote hours worked been properly signed? ni 3. Have copies of all planning matecals and work product (e.g. meeting documents, copies of plans) been included? (Note - If a meeting was held by sub-recipient or contractor/consultant of sub-recipient, al agenda and signup sheet with meeting date must be included) i I 4 Has the invoice from consultant/contractor been included? (Note — grant agreement must Le referenced on the invoice.) 5. Has proof of payment been included? Canceled check Electronic Funds Transfer(EFT) Confirmation Credit Card Statement & payment to credit card company for that statement 6. Has Attachment G (found within Agreement with FDEM) been completed for this contractor/consultant and included in the reimbursement package? El 7 Has proof of purchase methodology been included? Please see Form 5 cf Reporting Forms or Purchasing Basics Attachment if further clarity is needed. Sole Source (approved by FDEM for purchases exceeding 325,000) State Contract (page showing contract#, price list) Competitive bid results (e g Quotewire, bid tabulation page) Consultants/Contractors (Note: this applies to contractors also billed under Organization( TRAINING 1 Is the course DHS approved? I 2 Is there a course or catalog number? If not, has FDEM approved the non-DHS training? 3 Have Sign-In Sheets, Rosters and Agenda been provided? 60 ❑ 4 If billing for overtime and/or backfill, has documentation been provided that lists attendee names. department, 4 of hours spent at training. hourly rate and total amount paid to each attendee? Have documentation from entity's financial system been provided as proof attendees were paid? For backfill, has a clear delineation/cross reference been provided showing who was backfilling who? 5. 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? ❑ 6 Has any expenditures occurred in support of the training such as printing costs, costs related to administering the training, planning, scheduling_facilities, materials and supplies. reproduction of materials, and equipment? If so. receipts and proof of payment must be submitted. Canceled check Electronic Funds Transfer (EFT) Confirmation Credit Card Statement& payment to credit card company fcr that statement 7. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms or Purchasing Basics Attachment if further clarity is needed. Sole Source (approved by FCEM for purchases exceeding 525,000) State Contract (page showing contract 4, price list) Competitive bid results (e g. Quotewire, bid tabulation page) EXERCISE 'J t Has documentation been provided on the purpose/objectives of the exercise? Situation Manual Exercise Plan 2 If exercise has been conducted are the following included. After-action report Sign-in sheets Agenda Rosters ', 3. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee namesdepartment, tt of hours spent at exercise, hourly rate and total paid to each attendee? Have documentation from entity's financial system been provided to prove attendees were paid? For backfill, has a clear delineation/cross reference been provided showing who was backfilling who? 51 4 Have the names on the sign-in sheets been cross-referenced with the names of the indrvidue's for whom exercise reimbursement costs are being sought? 1-1 5. Have any expenditures occurred on supplies (e.g., copying paper, gloves, tape. etc) in support of the exercise? If so, receipts and proof of payment must be included Canceled check Eiectronic Funds Transfer(EFT) Confirmation Credit Card Statement & payment to credit card company for that statement ❑ 6 Has any expenditures occurred on rental of space/locations for exercises planning and conduct, exercise signsbadges. etc.? If so, receipts and proof of payment must be included. Canceled check Eectronic Funds Transfer(EFT) Confirmation Credit Card Statement& payment to credit card company for that statement 7. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms or Purchas;ng Basics Attachment if further clarity is needed. Sole Source (approved by FDEM for purchases exceeding $25,000) State Contract (page showing contract#, price list) Compettive bid results (e.g Cootewire, bid tabulation page) EQUIPMENT I Have all invoices been included? ❑ 2. Has an AEL # been identified for each purchase? ni 3 If service/warranty expenses are listed, are they only for the performance period of the grant? ❑ 4 Has proof of payment been inciuded? Canceled check Electronic Funds Transfer(EFT) Confirmation Credit Card Statement& payment to credit card company for that statement n 5 If EH? form needed, has a copy of the approval OHS been included? ❑ 6 Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms or Purchasing Basics Attachment if further clarity is needed. Sole Source (approved by FDEM for purchases exceeding $25,000) State Contract(page showing contract ft, price list) 62 Competitive bid results (e.g. Quotewire, bid tabulation page) TRAVEL/CONFERENCES I Have all receipts been turned in, itemized and do the dates on the receipts match travel dates? Airplane receipts Proof of mileage (Google or Yahoo map printout or mileage log) Toll and/or Parking receipts Hotel receipts (is there a zero balance?) Car rental receipts Registration fee receipts Note: Make sure that meals paid for by conference are not included in per diem amount 2. If travel is a conference has the conference agenda been included? 3. Has proof of payment to traveler been included? Canceled check Electronic Funds Transfer(EFT) Confirmation Credit Card Statement & payment to credit card company for that statement Conry of paycheck if reimbursed through payroll MATCHING FUNDS I 1. Contributions are from Non Federal funding sources identified? 2. Contributions are from cash Cr in-kind contributions which may include training investments. 3 Contributions are not from salary, overtime or other operational costs unrelated to training SALARY POSITIONS 1. Has a signed timesheet by employee and supervisor included? 2 Has proof for time worked by the employee been included? Is time period summary included? Statement of Earnings Copy of Payroll Check Payroll Register For fusion center analysts, have the certification documents been provided to the SAA to demonstrate compliance with training and experience standards? ORGANIZATION 63 j 1 If billing for overtime and backfill, has a spreadsheet been provided that lists attendee names, department, # of hours spent at exercise, hourly rate and total paid to each attendee? Have documentation from entity's financial system been provided to prove attendees were paid? For backfill. has a clear delineation/cross reference been provided showing who was backfilling who? FOR ALL REIMBURSEMENTS- THE FINAL CHECK 1. Have all relevant forms been completed and included with each request for reimbursement? 1-1 2. Have he costs incurred been charged to the appropriate POETE category? I 3 Does the total on all Forms submitted match? 4. Has Reimbursement Form been signed by the Grant Manager and Financial Officer? fl 5. Has the reimbursement package been entered into sub-sub-recipients records/spreadsheet? n 6 Have the quantity and unit cost been notated on Reimbursement Budget Breakdown? r. this purchase was made via Sole Sourcehave you included the approved Sole Source documentation and justification? Ti 8 Do ail of your vendors have a current W-9 (Tax Payer Identification) on filen Please note: FDEM reserves the right to update this checklist throughout the life of the grant to ensure compliance with applicable federal and state rules and regulations. C4 jj.y,7� rte y a y 4,,--, 7: i ±k,':-.,2.2.,..1 -,....,: �$ C OS L x - 44 ! 1 Wr4 ill } u C P � M 0 00 o o a! o o' 0 0 0 Ni 0 00 0in ii tee01 0 Lb < r '-"= zI J a �-el Nco la t- d rlin LIQ �I ^i 0 0 ol c fix n m!,2 c ? .c n z i z g z AlFil o 00 0l00o t' 8'; 0000000 < al al o o zi J�- v u I3 N a 3 ul3 u e u ql au o a d - w ,, _ NI 0 2 .I =to ei c - „ 3 o c.E F = j g A 3 s ^' c c . E c c E cin e E .% 'o c c . E a ! EIa. 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IN.hylnIon i/rir.rrr. rf in LF:-.i4 pr PUF2-cii 11;rrt:i.. th. yn:DA :FitA. 4....24Ni_/4 AzAhrrnory oi is; 71 ATTACHMEMT L MANDATORY CONTRACT PROVISIONS Any cohtracq or subcontract funded by this Agreement must contain the applicable prows:ens eknned in Aopendx II to 2 CF P Part 200 It is to responsibility of the sub-recrolent'o include the recuire prov s ors The 0 a wn provides the following:ist of sample crows:cos that may be required. CUP Guldenca i.2CC,Aga II US r4 II 3 Prl IA i rd. J" it IP .12;_i kr..triti lap Mt lo trl rt, t P 1,, pi A rt.!.it I rirrt 1,1,7 tamyai Care tpit t 12-iam.rm If rilt ra. ram; • . t. -I y S m vitt^ t, cr"1 ri.za . • ar ^Pp.; pPi.pr ta pay Aid ' an Snail 1ujifl4a: Frt.a t'r Co4i:i . t Ll. I Jr rr rt.. EP P.m rt. rri t r •' laCtraccr rw,.. I. ]ir z.1 -pi R,1•,r‘; II I b -- YEN. if IP "M P' t. P ▪C . Itu. _ro r rr..1011 CmaiD 1711Str-Qrrv: ▪ cU C ra_at! I-A .Lyplm am.m lu r -;.••.u4n f: r Pz.it e".t Uri pair.i parlit tat arm] .t.r x,5it `m t.in. a [maul CI• m p kr Ma! ir r 1.. . om: itinlat I ,s.:k v• 'ii 10 oi^. ...yr...100,w Dort pia.'1..1 LP Lr"Ir4 at pia r CPA C. rtc.2.. Cu: mpp.y Or Sri Pt,ftbo latal 4t,r li rt.L.`, rt r•Plait:en gt.b ::or .ort.fl wok n.rtirrtryr,r,s 01 10 .S C PPM ir. Pod mt ippriart mi./ "Pr am pi. in. -0 _psi. pp or irrinipatain (or Inilictp: '4 It, .u:r.uadIPP Jr arm limps I r,rIrrttr,Jet Cr am-trip aopp.1.1,P., an: p it. or analcVA If Cotln'L_os or an iymplummi 1.1 i tiara.t. r')2. 71,1.r aupritropt. plipiymp If cit.-a...,:31 . witha !it 105 ATTACHMEMT K EHP GUIDELINES ENVIRONMENTAL PLANNING & HISTORIC PRESERVATION (EHP) COMPLIANCE GUIDELINES Tne following Nees cf praiecs are to be aubmined:o FEMA for c mpnarce review under Federal eawonrental planning and historic presentation(EHP)laws and requirements prior m Int atcn of the project • New Construction,Installa.on and Renovatiot including but not limited to. • Emergency Operation Centers o Security Guard lacTit:es • Equipment be dings(such as those accompanying communication towers: Waterside Structures(such as dock houses piers etc • Placing a repeater andior ate:equipment on an eriscng Inver • Percyicon of and mod.Heater to bulkirgs and structures that are 50 years old or cider • Any other construct renovator erfOiS that change cr expand he Ma:prier otaec,i!ty orsru 're ircud'wg securty enhancements to improve perimeter security • Phys cal Securty Enhancements including bet not knitted to. • Lighting o Fencing • Clcseacircut television(CCTV)systems • Motion detection systems • o Barriers.doors.gates and Mated security enhancements In adettcra the ticr of commhnrcations owes tat are'ncioded in a Jurisdiction's interccerab'e oonm :cat:ens plan is allowed. subject to ail pa iahle taws regulations and licensing p okisio ns Cornuttcaton tower projects must be subnflsd fa FEMA kr EHP renew EHP DETERMINATION PROCESS Sdtruit , ml Screening Menne M the SAA for reritvrunes bent'expended. 11Tre SAX' (l review a.d noufr the s!r b.recuto erot of its decso . The granteeincorporated incporate surf: dent lame and e rssrss irtc L"a pretest olann:ry accommodate:p accommodateate EEP readraments APPROVAL PROCESS TO FEMA 2 forma erten Sense of Work We detntis, t::re _e attached EHP Compliance Requiremerts page 2 The Final oc:ee_n:rigMemo she u d oe a:ocoed to all prciett information sent =.he Grant Programs Directorate(GPD:kr an EHP regdatem compliance review III .ampere the anacred Narena:Entronmental Po:q Act(NEPA)Compliance checkist .r Preca•e maga Irdicarey the laeaacei D,cf proposed project(Guidance orpnaedi V Tale pnotogg.9phs at the tocatiionl a of orcposed protect(Guidance provided' k. Forvard all ccc'Jnents to the SAA. All documents are ten forva:ded to GPD electronically via Ire Central1z ed Scheduling and!rformatiion Desk(CBlo)at aa9t o0c Etta tall. CSID w10 send an emat confirming receipt of the project desorption VIII FEMA Program Araiyst sencs notifma!on to SAA when review s complete SAA nobles sub-recipient of FEMA s hr at decision tX. THE PROJECT MAY BEGIN ONCE FINAL FEMA APPROVAL IS RECEIVED Grantee should incorporate sufficient time and resources into the project fanning process to accommodate EHP requirements Grantees must receive written approval tram FEMA prior to the use of grant Ponds Er project mplemenlator. 69 On-Site Monitoring Visit Once EDEN/ 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 AU objectives of the site visit will be explained during this time. FDEM personnel will renew all flies and supporting documentation Once the supporting decumentaron has been renewed. a tour:tvisuallspet inspection of equipment will be conducted_ Each item selected for review would be visually inspected whenever possible. Egger items (computers. response vehicles etc)should have an asset decal(information/serial number)placed in a craminent location or each p eco of equipment as per sub-recipient agency requirements The serial number should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment(large capital expenditures in excess of S1.000. per item). If an item is not available (being used during time of the site visit), he appropriate documentation must be provided to account for that particular piece of equipment. Other progammatic issues can be discussed at this time_ such as missing quarterly reports. payment voucher/reimcursementequipment, questions, etc. Post Monitoring Visit FDEM personnel well review the on-site monitoring war sheets and backup documentation as a team and discuss the events of the on-site monitoring. Within thlry(30)calendar days or the site visit, a post monitoring letter will be generated and sent to the grantee explaining any issues and corrective actions required or recommendations Should no issues or findings be Identified, a post monitoring letter to that effect will be generated and sent to the s_C-recipient. The sub-recipient will submit a Corrective Action P'an within a timeframe as determined by FOEM. Noncompliance on behalf of sub-grantees is resolved by management under the terms of the Suo-Grant Agreement. Inc Or-Site Monitoring report and all back up documentation will then be included in the sub- recipient's file. 63 • Eligibility of items or services • Coordination and partnership with other agencies within or outside the region or discipline • Record Keeping • Reporting Requirements • Documentation in support of a Request for Reimbursement On-Site Monitoring will be conducted by FDEM or designated personnel. On-site Monitoring visits will be schedu=ed in advance with the sub-recipient agency POC designated in the grant agreement. FDEM will also conduct coordinated financial and grant file monitoring. Subject matter experts from other agencies within the region or state may be called upon to assist in the fcrm of a peer review as needed. 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/programmatic on-site monitoring checklist to assist in the completion of all required tasks. Site Visit Preparation A letter will be sent to the sub-recipient agency Point of Contact (POC) outlining the date, time and purpose of the site visit before the planned arrival date. The appointment should be confirmed with the grantee in writing (email is acceptable) and documented in the grantee folder. The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address should be documented in the grantee folder before the site visit. Areas that will be examined include: Management and administrative procedures: Grant folder maintenance; Equipment accountability and sub-hand receipt procedures. Program for obsolescence, Status of equipment purchases: Status of training for purchased equipment; Status and number of response trainings conducted to include number trained. Status and number of exercises: Status of planning activity: Anticipated projected completion: Difficulties encountered in completing projects; Agency NIMS/ICS compliance documentation; Equal Employment Opportunity (EEO Status); Procurement Policy FDEM may request additional mcnitoring/irformat,'on of the activity, or lack thereof, generates questions from the region, the sponsoring agency or FDEM leadership. The method of gathering this information will be determined on a case-by-case basis. Desk monitoring is an on-going process. Sub-recipients will be required to participate in desk top monitoring as determined by FDEM. This contact will provide an opportunity to identify the need for technical assistance (TA) and/or a site visit if FDEM determines that a sub-recipient is having difficulty completing their project. As difficulties/deficiencies are identified, the respective region or sponsoring agency will be notified by the program office via email. Information will include the grant sub-recipient agency name, year and project description and the nature of the issue in question. Many of the issues that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to FDEM for assistance. Examples of TA include but are not limited to: • Equipment selection or available vendors 66 ATTACHMENT J MONITORING GUIDELINES Florida has enhanced state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through various funding sources including federal grant funds The Florida Division of Emergency Management (FDEM) has a responsibility to track and monitor the status of grant activity and items purchased to ensure compliance with applicable Homeland Security Grant Program (HSGP) grant guidance and statutory regulations. The monitoring process is designed to assess a sub-recipient agency's compliance with applicable state and federal guidelines. Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits. There are two primary areas reviewed during monitoring activities -financial and programmatic monitoring Financial monitoring is the review of records associated with the purchase and disposition of property, projects and contracts. Programmatic monitoring is the observation of equipment purchased protocols and other associated records Various levels of financial and programmatic review may be accomplished during this process. Desk monitoring is the review of projects,financial activity and technical assistance between POEM and the applicant via e-mail and telephone. Cr-Ste Monitoring are actual visits to the sub-recipient agencies by Division representatives who examines records, procedures and equipmentt. Frequency of annual monitoring activity: Each year the FDEM wife conduct monitoring based on a "Risk Assessment'. 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Miami.FL 33133 n WNW miamigov.com Resolution Enactment Number: R-18-0049 File Number: 3457 Final Action Date:zi812ota 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 2017;" APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE AMOUNT OF $4,921,000.00, 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 AND ALL OTHER NECESSARY DOCUMENTS IN ORDER TO IMPLEMENT THE ACCEPTANCE OF SAID GRANT AWARD; AUTHORIZING THE CITY MANAGER TO EXTEND SAID UASI GRANT PROGRAM (FISCAL YEAR 2017) AS NECESSARY AND TO EXECUTE ANY AND ALL OTHER RELATED MODIFICATIONS, AMENDMENTS, AND EXTENSIONS ON ALL MATTERS, EXCEPT THOSE DEALING WITH FUNDING CHANGES, AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY EXPENSES PURSUANT TO THE UASI GRANT GUIDELINES; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE MEMORANDA OF AGREEMENT(S), IN SUBSTANTIALLY THE ATTACHED FORM(S), 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. WHEREAS, the United States Department of Homeland Security ("USDHS") is authorized by the Emergency Wartime Supplemental Appropriations Act 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("FDEM"), has sub-granted an Urban Area Security Initiative ("UASI") Grant Program Fiscal Year("FY") 2017 to the City of Miami ("City") in the amount of$4,921,000,00; 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 FY 2017, the attached Memoranda of Agreements ('MOAs") 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 (collectively, "Partners") -will provide the necessary guidelines to coordinate the UASI Grant Program FY 2017 and will permit the City to reimburse its partners for their eligible expenditures that are compliant with said Project; NOW, THEREFORE. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA. Section 1 The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2 The following new Special Revenue Fund is established and resources are appropriated as described below: FUND TITLE. Urban Area Security Initiative ("UASI') Grant Program Fiscal Year 2017 RESOUCES: Department of Homeland Security("DHS") 54,921,000 00 directly to the State of Florida Division of Emergency Management("FDEM") APPROPRIATIONS: $4,921,000.00 Section 3. The City Manager is authorized' 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. Section 4 The City Manager is authorized' to extend said UASI Grant Program FY 2017 as necessary and to execute any and all other related modifications, amendments, and extensions. in a form acceptable to the City Attorney, 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 FDEM. Section 5 The City Manager is authorized' to execute "MOAs", in substantially the attached form(s), with the City's Partners for the purpose of setting forth the parties' responsibilities in connection with the development and support of the UASI Grant Program FY 2017 administered by the City's Department of Fire-Rescue, an UASI sponsoring agency, contingent upon funding of said project being secured. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor. ' The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to, those prescribed by applicable City Charter and City Code provisions. 2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. APPROVED AS TO FORM AND CORRECTNESS: at aid .ria -ndez. ity Nor ey 1125/2018