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10IMENNIME To: The Honorable Mayor and Members of the City Commission From: Hector Mirabile, PhD, City Manager 0 Date: April, 8, 2011 �fggnda Item # Rackground: The Police Department is required to maintain station security in order to provide for the employees and public's safety and provide for security of city property. The Key Trak system provides security and documentation for key security and control, as well as verifying which employee may possess a missing key, thereby negating the necessity and expense of re-keying doors. The Police Department is increasing its Reserve Officer Program by an additional 12 officers, who will provide staffing at no salary cost to the Department. In order to process the Reserve officers according to FDLE mandates, testing and background investigations are required and must be completed. The Police Department will also partially equip these officers for uniformity and security purposes. W&A of the local businesses that support our programs with monetary contributions and rewarding such with plaques and keepsakes for public recognition. 1-h-UTY—oTicawr7parcment nas a ciezu-7715-curil %-Tfrm—erusu-ffr-f��Ffl when driving in emergency mode with lights and sirens, and new technology has been developed to attract attention using low frequency sirens in addition to the older high frequency sirens. 9 Account: The funds are budgeted in account number 615 -1910 -521 -5210 (Federal Forfeiture Supplies), in the amount of $3,800.00, account number 615 -1910- 521 -5205 (Federal Forfeiture Computer Equipment), in the amount of $16,935.00, account number 615 -1910- 521 -5220 (Federal Forfeiture Uniforms), in the amount $10,000.00, and account number 615 -1910- 521 -6440 (Federal Forfeiture Vehicles), in the amount of $5,595.00 of the Federal Forfeiture Fund with a current balance of $80,115.00. Attachments: 0 Proposed Resolution 0 Key Trak quote and sole source letter 0 Quote from Dana Safety Supply (DSS) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 A Resolution of the Mayor and City Commission of the City of South Miami, Florida, relating to budget; authorizing an increase of expense line item 615 -1910- 521 -5210 (Federal Forfeiture Supplies) in the amount of $3800, line item 615- 1910 - 521 -5205 (Federal Forfeiture Computer Equipment) in the amount of $16,935.00, line item 615- 1910- 521 -5220 (Federal Forfeiture Uniforms) in the amount of $10,000.00, line item 615 -1910- 521 -4970 (Federal Forfeiture Employee Testing) in the amount of $6,000.00, and line item 615 -1910 -521 -6440 (Federal Forfeiture Vehicles) in the amount of $5,595.00, due to the obtained and received confiscated revenues of $80,11 S.00 in FY 2011 and appropriate a total of $42,330.00, providing for an effective date. WHEREAS, the Police Department is required to maintain station security in order to maintain homeland security, enforce the laws of the State of Florida, provide for the employees' and public's safety, and provide for security of city property, thereby making our community safer, and WHEREAS, The Key Trak system provides security and documentation for key security and control, as well as verifying which employee may have a missing key, thereby negating the necessity and expense of re- keying doors, and WHEREAS, The Police Department is increasing its Reserve Officer Program by an additional 12 Officers, who will provide staffing at no salary cost to the Department, and mandatory testing required by the Florida Department of Law Enforcement must be completed and, WHEREAS, the Police Department will partially equip these officers for uniformity and security purposes and, WHEREAS, the Department has a clear and compelling interest in recognizing employee excellence and rewarding such with handsome plaques and keepsakes and for public recognition, and WHEREAS, the Department has a clear and compelling interest in recognizing local businesses' generosity and support of our programs and enterprises with monetary contributions, and rewarding such with handsome plaques and keepsakes and for public recognition, and WHEREAS, the Department has a clear and compelling interest in keeping the public safe when driving in emergency mode with lights and sirens, and new technology has been developed to attract attention using low frequency sirens in addition to the older high frequency sirens, and WHEREAS, these items are necessary for the operation of the Police Department. 1 44 a +« © therefore, be it Resolved by the Mayor and City Commission of the City of South Miami, 45 Florida: I ATTEST: APPROVED: CITY CLERK MAYOR C11- I in v! I am I 54 0 1 11 I : \""N \ ƒ�� � %����\ WIFE «l ff.0 co I w mmfit: !M I M-M KeyTrak Inc. 200 Quality Circle, College Station, TX 77845 www.KeyTrak.com KeyTrak, Inc. 200 Quality Circle College Station, TX 77845 (888) KEYTRAK (539 -8725) FAX (937) 485 -4040 ACCOUNT EXECUTIVE ORDERING POC CONTACT Derek Clark Derek Clark Michael Weissberg dclark @keytrak.com +l (305) 663 -6352 +1 (407) 832 -2929 DESCRIPTION I CODE QTY UNIT PRI C4 EXTENDED PRICE Guardian Additional 40 KP - 40 Panel I GRDAP40 1 2 1 $4,025.00 $8,050.0( Includes Drywall mounting kit, 50 Keys x 1.25 D rings, and Crimping tools One Year Software Support - 24 Hours a day, 365 Days a year One Year Onsite repair during normal business hours Guardian Auto Rprt Generator w /sys pur Enables scheduling of automated printed and emailed reports WITH SYSTEM PURCHASE ONLY Guardian Smart Panel Plus w/ 40 (40) Includes 15" Touch screen monitor, Fingerprint ID, Motion Sensing Security Camera, Drywall mounting kit, 50 Keys x 1.25 D rings, Crimping tools, and Guardian Software License. One Year Software Support - 24 Hours a day, 365 Days a year One Year Onsite repair during normal business hours Guardian WEB Plus Site License Fee for KeyTrak Host One Year Software Support - 24 Hours a day, 365 Days a year One Year Onsite repair during normal business hours GARGWSP grdspp40 gwebplus Page 1 of 2 1 $250.00 1 $7,752.00 1 $483.00 $250.00 $7,752.00 $483.00 Rev. 40307 Supplier Identification: Federal Tax ID: 20- 1965421 GSA Contract: GS- 07F -9926H GSA Expiration: March 31, 2013 DUNS Number: 105723915 CAGE Code: 1A9E8 Payment Address: KeyTrak, Inc. P.O. Box 4346 Dept. 663 Houston, TX 77210 -4346 1 (713) 718 -1800 One Year Software Telephone One Year Hardware Support - Repair by Repl Installation and Shipping F.O.B. De Total Expenditure for P Page 2 of 2 $16,535.0( Included Included Included Included $16,535.0( If applicable - Sales Tax must be included with payment. Authorized Signature of KeyTrak, Inc. Date Rev. 40307 V 5221 W. MARKET ST GREENSBORO, NC 27409 Telephone: 800-845-0045 CITY OF SOUTH MIAMI •.D. DO NOT MAIL FL 33143 CITY OF SOUTH MIAMI PD. U7WI17rrA—S7D-ET-:T-S]J-,r?-C'T- FL 33126 03/03/11 12:56-24 PM I - Printed By: DANNY LEON PDF created with pdfFactory trial version AffL �21- 5221 W. MARKET ST GREENSBORO, ammmmm�ar•M Telephone: } 6. a Contact: la •, CITY OF F C/O DANA SAFETY SUPPLY FL f DANNY LEON I A a I NeiLilli�►�i.... 305-663-6309 10 10 N INSTALL U of M; EACH DANA INSTALLATION OF VEHICLE EQUIPMENT Warehouse: INSTM INSTALLATION OF HOWLER SPEAKER SYSTEM TO EXISTING SIRENS AT DSS MIAMI I. 03/04/11 c M e I is R 01:42:36 PM iltl � ai m of Printed By: DANNY LEON Total 1,750.0(} PDF created with pdfFactory trial version _ ._ ? ff L r OmIry # # t {° u. aim # # # r w • IIIIII 4 WIWI Select Tone SAyle Via LED Indicator a =011 I 'I 1 2 3 (LED Indicators) Select Tone Dumation Via LED Indicator mutium view of speaker I Winthrop Road Whelan Engineering a 5 reserves the right m 0 Chester, Connecticut 06412-0684 Is to upgrade and improve products s (860) 526-9504a Fax: (860) 526-4078 MADE IN THE U.S.A. without notice. ENGINEERING COMPANY, INC. www.whelen.com 0 2008 Woolen Engineering Co., Inc. Ninled In USA. Code Na 12174D-Mq 7.5 Seconds (default) 15 Seconds iconds 1 37.5 Seconds 45 Seconds 52.5 Seconds 160 Seconds mutium view of speaker I Winthrop Road Whelan Engineering a 5 reserves the right m 0 Chester, Connecticut 06412-0684 Is to upgrade and improve products s (860) 526-9504a Fax: (860) 526-4078 MADE IN THE U.S.A. without notice. ENGINEERING COMPANY, INC. www.whelen.com 0 2008 Woolen Engineering Co., Inc. Ninled In USA. Code Na 12174D-Mq Whelen Howler Siren and Speaker System Page I of 2 PAy AccouM Orde, wiu�h Lists te,,,, GeQ Sy[, n')� cwm , �M INS to Search Advanced Search I Search Tips Fire Am,�,cr I Putfic 1S se kr; Recrcmtional I Off.-Road FunerM Vehicle Motcracle Equipment Home About Us Installation/Repair Services Products/Catalog News & 'vents Support Contact Us Photo Gallery Home Sirens & Speakers Whaler) Howler Siren and Speaker System Home Sirens -8,Speakers Sirens Whelan Howler Siren and Speaker System Home FIRE DEPARTMENT PRODUCTS Melen Howler Siren and Speaker System Whell n Howler Siren and Speaker System Price: $479,96 SKU: SR-HOWLER Brand: Whelan Shipping: Calculated at checkout Mounting Brackets: Choose a Mounting Brackets Quantity: gp, SHARE t Product Descr�ption Howler is not a replacement to the vehicle's primary siren; Howler adds a minimum eight second penetrating burst of low frequency siren sound for use in heavy traffic, intersections or other high ambient noise conditions. • The Howler is an add-on to any 100-200 watt warning siren such as the Whalen 295SL Series. Works with most Siren Amplifiers. Includes two speakers for use with Howler amplifier only. • Works with any sweeping tone, plus Fit/Low and electronic mechanical tone generated by the primary siren. • The Howler low-frequency tones are synchronous with your primary siren tones to penetrate high noise, high traffic situations. • The Howler Siren Amplifier module uses the primary siren speaker output wires and divides the frequency down to one of three frequency bands via dip switch. Selections are 114 tone, 1/2 tone or a composite of 114 and 112 tones. ir Lower frequency reverberating tones are better able to penetrate other vehicles, alerting drivers to the presence of the oncoming emergency vehicle. • Push on/push off button activates/ deactivates the siren, allowing radio transmission to the vehicle without waiting for the unit to time out, • Built-in timer limits overexposure time to operator. Operators are advised to wear approved hearing protection. ® Two separate external cancel controls, standard. A positive or negative activation will cancel tone. e Select tone duration and tone style via easy Scan-LockTm feature and LED indicator. (selection of 8 different tone durations: 8-60 seconds maximum) SPECIFICA11ONS * Size, Speaker without bracket: 7-1/4" (1 84mm) Dia. a 9" (229mm) L. * Weight: 8 Ila& (3.63kg). * Size, Amplifier: 2-114" (54mm) H x 5" (127mm) D x 4-3/4" (120mm) L. Munu "IT lm_,01,111111111� ;111 iqiq!gqi!ml��e .111 111111 a 11 AddtDWsshList Click the button below to add the Whalen Howler Siren and Speaker System to your wish list. ADD TO WISHLIST Related Products Whalen SA315 Siren Speaker Whalen 295 SL Series Electronic Siren Amplifier with 17 Scars Lock Siren Tones 627a 96 Federal Signal BP100 Siren Speaker $269 95 Federal Signal BP100 Siren Speaker Mount Kits $39,95 You ftcentlyVwlled.. Federal Signal AS 24 Speaker r $99,95 16 ® Guide to Epitable Sharing VIII. What Are the Uses of Equitably Shared Property? A. Law enforcement uses Except as noted in this Guide, equitably shared funds shall be used by law enforcement agencies for law enforcement purposes only. Subject to lam =s, rules, regulations, and orders of the state or local juris- diction governing the use of public funds available for law enforcement purposes, the expenses noted below are pre - approved as permissible uses of shared funds and property. To avoid a conflict of interest or the appearance of a conflict of interest, any employee of any federal, state, or local governmental agency (or members of his or her immediate family or those residing in his or her household) who was involved in the investigation which led to the forfeiture of the prop- erty to be sold by the USMS contractor is prohibited from purchasing, either directly or indirectly, forfeited property. Additionally, Department of Justice employees and contractors may not, without prior written approval of a designated agency official, directly or indirectly purchase property that has been forfeited to the United States; or personally use such property that has been directly or indirectly purchased from the United States by a member of his or her immediate family. The fact that shared property was forfeited as a result of a particular federal violation does not limit its use. For example, when an agency receives a share of property that was forfeited for a federal drug violation, the recipient is not limited in its use of the property in the recipient agency's drug enforce- ment program. Among the following uses, priority should be given to supporting community policing activities, training, and law enforcement operations: 1. Permissible uses a. Law enforcement investigations —the support of investigations and operations that may result in furthering the law enforcement goals and mission, e.g., payment of overtime for officers and investigators; payments to informants; "buy," "flash," or reward money; and the purchase of evidence. b. Law enforcement training —the training of officers, investigators, prosecutors, and law enforcement support personnel in any area that is necessary to perform official law enforcement duties. Priority consideration should be given to training in: (1) asset forfeiture in general (statutory requirements, policies, procedures, case law); (2) the Fourth Amendment (search and seizure, probable cause, drafting affidavits, confidential informant reliability); (3) ethics and the National Code of Professional Conduct for Asset Forfeiture,16 (4) due process; (5) protecting the rights of innocent third parties (individuals and lienholders); (6) use of computers and other equipment in support of law enforcement duties; and (7) this Guide. c. Law enforcement and detention facilities —the costs associated with the purchase, lease, construction, expansion, improvement, or operation of law enforcement or detention facilities used or managed by the recipient agency. For example, the costs of leasing, 16 See Appendix B for a copy of the National Code of Professional Conduct for Asset Forfeiture. operating, and furnishing an off-site undercover narcotics facility is permissible use of shared funds. Capital improvements should not be made onleased property or space since the law enforcement agency will not benefit from the improvements upon termination of the lease; improvement costs are generally covered in the terms of the lease. Approval from AFML5iarequired prior (o making such capital expenditures. d. Law enforcement equipment— the costsassodate with the purchase, lease, maintenance, or operation of law enforcement equipment for use 6v law enforcement personnel that supports law enforcement activities, For example, furniture, file cabinets, office supplies, telecommunications equipment, copiers, safes, fitness equipment, cnuapnksa,cooupoter accessories and software, body armor, uniforms, firearms, radios, cellular telephones, electronic surveillance equipment, oudvebic&y(e.g.,potoloucsandanrvetUancovebichm). e. Law enforcement travel and transportation —theoostsussociatedwdbtrave and transportation to perform nrin support of law enforcement duties and activities, All related costs must bein accordance with the m state per them and must not create the appearance of extravagance orimpropriety. f. Law enforcement awards and memorials —the cost ut award plaques and certificates for law enforcement personnel, provided that the plaque oc certificate ioin recognition ofa law enforcement achievement, activity, or the completion of law enforcement training, and the cost does not create the appearance of extravagance primpropriety, Shared funds may not be used to pay cash awards. Shared funds may be used to pay the costs for modest commemorative plaques, displays, or mernorials that serve to recognize or memorialize a law enforcement officer's contributions, such as a memorial plaque or stone at a police department facility in honor oI officers killed tu the line oiduty. R. Drug and gang education and awareness programs—the costs associated with conducting drug mz gang education and awareness programs by law enforcement agenciea. Such costs include meeting costs, anti-drug abuse literature costs, travel expenses, and salaries for officers working in a drug education program such as DARE. b. Matching funds —the costs associated with paying a state or local law enforcement agency's matching contribution orshare ina federal grant pzoGranprovidedthatdhe grant funds are used for o permissible lavveoknccznentpurpuoebuaccocdaucep/itbtbim Guide or where such use tm authorized by federal law. i. Pro rata bnding—u law enforcement agency's percentage ol the costs associated with supporting multi-agency itenmo or facilities. For example, if a town purchases mnevv computerized payroll system, and the police department payroll represents 20 percent of the total use of the payroll system, then the police department may use shared money to fund its pro rata share (20 percent) of the operating and maintenance expenses nfthe system. 18 ■ Guide to Epitabie Sharing j. Asset accounting and tracking —the costs associated with the accounting, auditing, and tracking of expenditures for federally shared cash, proceeds, and tangible property. For example, the use of shared funds to pay the fees associated with the contracting of a bookkeeper is permissible. The OMB Single Audit Act requires any agency that expends more than $500,000 in federal funds in an agency's fiscal year to complete an external audit. The use of forfeiture funds to perform this audit is permissible. k. Language assistance services— In connection with their law enforcement activities and operations, recipient agencies are encouraged to consider the need for language services for persons with limited English proficiency and, consistent with the provisions of this Guide, may use shared funds to provide such services. Examples of such permissible uses include the costs of language training for law enforcement personnel and 911 operators, contracting for interpretation services, and printing law enforcement documents in foreign languages. 1. Transfers to other law enforcement agencies —Cash transfers of shared funds from one state or local law enforcement agency to another are permitted. In order to receive a cash transfer of shared fiords, the law enforcement agency must be in compliance with the Agreement, Certification and Audit provisions of this Guide (see part X). All cash transfers must be used in accordance with the permissible use provisions of this Guide. The agency transferring the funds is responsible for verifying that the recipient agency is eligible to receive sharing. The transfer must be reported on the Equitable Sharing Agreement and Certification form filed by both the donor and recipient agencies. m. Support of community -based programs —A state or local law enforcement agency or prosecutor's office may use up to 15 percent of the total of shared monies received by that agency in the last two fiscal years for the costs associated with drug abuse treatment, drug and crime prevention education, housing and job skills programs, or other nonprofit community -based programs or activities that are formally approved by the chief law enforcement officer (e.g., chief, sheriff, prosecutor). All expenditures must be supportive of and consistent with a late enforcement effort, policy, and /or initiative. Cash transfers to community -based programs are not permitted. State and local law enforcement agencies are prohibited from making cash transfers or donations to support community -based programs. Instead, agencies may directly purchase supplies, equipment, and /or services for eligible community -based programs, or reimburse such programs for eligible expenditures with a valid, itemized receipt. See Appendix C for guidelines to determine a community -based program's eligibility. n. Windfall situations —Where the total amount of federal equitable sharing received within one fiscal year represents over 25 percent of a state or local law enforcement agency's annual budget, recipient agencies may utilize the amount over 25 percent to provide additional support to community -based programs as referenced in letter m above. For Guide to Equitable Sharing ® 19 example, if an agency's annual appropriated budget is $1 million and the agency receives a total of $300,000 in equitable sharing funds during the fiscal year, the amount above $250,000 (25 percent of the agency's budget), or $50,000, is considered a "windfall." The agency, in its discretion, may use all or part of this money in addition to the 15 percent permitted under section m above. In windfall situations, AFMLS may require additional auditing and /or reporting regarding the agency's handling and expenditure of funds. 2. Impermissible uses a. Salaries — Equitable sharing monies may not be used to pay the salaries and benefits of current, permanent law enforcement personnel, except in limited circumstances. The purpose of this rule is to protect the integrity of the asset forfeiture and equitable sharing programs so that the prospect of receiving equitable sharing monies does not influence, or appear to influence, law enforcement decisions. Exception: Equitable sharing funds may be used to pay the salaries and benefits of law enforcement officers in the following limited situations: (1) Express statutory authorization —When federal law expressly permits state and local law enforcement agencies to use equitably shared hinds to pay the salaries and benefits of local law enforcement officers or as matching funds in federal grant programs, such use is permissible. For example, the Community Oriented Policing Services (COPS) program established by the Violent Crime Control and Law Enforcement Act of 1994, allows state and local law enforcement agencies to use equitably shared funds to meet the local match requirements of that program, including grants for salaries and benefits. (2) Overtime of officers and investigators — Shared funds may be used to pay the overtime of officers and investigators involved in law enforcement operations. This policy is applicable to all officers and is not limited to those working on drug- related investigations. (3) New positions and temporary or not -to- exceed one year appointments — Shared funds may be used to pay the first year's salary and benefits of an individual hired for a new sworn law enforcement position that supplements the current law enforcement work force. After the first year, the salary and benefits for that position must be paid entirely from the agency's appropriated funds. Shared funds may also be used to pay the salaries of temporary (less than one year) positions or not -to- exceed one year appointments. This exception applies strictly to sworn law enforcement positions. Shared funds may not be used to provide funding for unsworn, support personnel (e.g., administrative, secretarial, or clerical positions).