Res. No. 096-04-11875RESOLUTIONNO. 96-04-11875
Section 1. The City Manager is authorized to execute applicable
contracts and documents for the Emergency Preparedness Grant FY 2003/04 from the Florida
Department of Community Affairs.
Section 2. The City Manager is authorized to direct the Finance Director to set up
appropriate accounts from the grant funds.
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Section 3. This resolution shall take effect immediately upon approv"M
PASSED AND ADOPTED this <2— day of 2004,
ATTEST: APPROVED:
City of South Miami
Police Department
INTER-OFFICE MEMORANDUM
WATE: October 20, 2004
SUBJECT: FDCA Emergency Preparedness Grant — 2003/Ll
City of South Miami
Police Department
INTr.R-OFFICE MEMORANDUM
C: Maria Menendez, City Clerk
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Through a competitive process, the Police Department has applied for and received approval for
a grant from the Florida Department of Community Affairs FY 2003/04 for a Reverse 911
System. The installation of a Reverse 911 System is essential in improving two key areas:
overall emergency personnel response during catastrophic events, and enhancing communication
with the citizens of South Miami and its surrounding areas.
The Reverse 911 System is a computerized system which is connected to a phone line. When
emergency arises, the system operator - using a pre-defined database and GIS mapping - can
initiate a call session reaching all residents and businesses in the affected area(s).
Simultaneously, it can notify essential personnel wherever they are. It supplies detailed
information and instructions • the target group.
The special reimbursable account within the Federal Forfeiture Fund will be used as a pass
through. When a bill is received from the vendor for services/work performed, the Police
ade to the CijV4 of South Miami who then pays
the vendor.
Your approval is recommende&
Contract Number: 04CG-2J-11-2.'3-02-33M'
CFDA Number: 97.04M
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A. WHEREAS, the Recipient represents that it is fully qualified and eligible to receive
these grant funds to provide the services identified herein; and
B. WHEREAS, the Department has received these grant funds from the federal
conditions hereinafter set forth; and
C. WHEREAS, the Department has authority pursuant to Florida law to disburse the
funds under this Agreement,
(1) BUDGET AND SCOPE OF WORK
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(2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES
Both the Recipient and the Department shall be governed by applicable'Sta!te an,,,
Federal laws. rules aid Te
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Attachment C. -gulations inclu ing bz. m I
(c) All refunds or repayments to be made to the Department under t
Agreement are to be made payable to the order of "Department o
Community Affairs and mailed directly to the Department at th
following address: I
Cashier
Finance and Accounting
2555 Shumard Oak Boulevard
Tallahassee FL 323 99-2 100
or Five Percent (5%) of the face amount of the check or draft, whichever i
greater.
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(1) If any litigation, claim or audit is started before the expiration of the
five-year period and extends beyond the five-year period, the
records will be maintained until all gation, claims or audit
findings involving the records have been resolved,
(2) Records for the disposition of non-expendable personal property
valued at $5,000 or more at the time of acquisition shall • retainel
for five years after final disposition.
(3) Records relating to real property acquisition shall be retained for
five years after closing of title.
(a) At a minimum, the Recipient shall provide the Department with quarter
Financial History (Form 1) and quarterly Status (Form 2) Reports, and
final Close Out (Form 5) Report. I
(b) Quarterly Fmiancial History (Form 1) and quarterly Status (Form 2)
Reports are due to the Department no later than rifteen (15) days after the
end • each quarter of the program year and shall continue to be submitted
each quarter until submission of the Close Out Report (Form 5). The
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ending dates for each quarter of the program fiscal year are September 30,
December 3 1, March 31 and June 30.
(c) Reimbursement Request (Form 3) and Detail • Claims (Form 4a-f) are to
be filed simultaneously, as needed.
(d) The Close Out (Form 5) Report is due forty-five 5) ays er
termination of this Agreement or upon completion of the activiti
contained in this Agreement. I
(f) Upon reasonable notice, the Recipient shall provide such additional
reports, program updates or information as may be required by the
Department.
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(a) If the Recipient fails to comply with any term applicable to this
Agreement, the Department may take one or more of the following
actions, as indicated by the attendant circumstances:
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(3) if any reports required by this Agreement have not been submitted
to the Department or have been submitted with incorrect,
incomplete or insufficient information;
(4) if the Recipient has failed to, perform and comp ete in time y
fashion any of the services required under the Budget, Attachment
A and Scope of Work attached hereto as Attachment B.
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(1) terminate this Agreement, provided that the Recipient is given at
least thirty (30) days prior written notice of such termi
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notice shall be effective when placed in the United States mail,
first class mail, postage prepaid, by registered or certified mail-
return receipt requested, to the address set forth in paragraph (10)
herein-,
(5) exercise any other rights or remedies is may be otherwise
available under law.
Suspension or termination constitutes final agency actionunder Chapt
120, Florida Statutes, as amended. Notification of suspension or
termination shall include notice of administrative hearing rights and ti
frames. I
In addition to any other remedies, the Recipient shall return to the
Department any funds which were used for ineligible purposes under the
program laws, rules, and regulations governing the use of the funds under
the program,
(g) This Agreement may be terminated by the written mutual consent of the
parties.
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(a) All notices provided under or pursuant to this Agreement shall be in
writing, either by hand delivery, or first class, certified mail, return
receipt requested, to the representative identified below at the address s
forth below and said notification attached to the original of this
Agreement. I
(b) The name and address of the Department program manager for this
Agreement
(c) The name and address of the Representative of the Recipient responsible
for the administration of this Agreement
(d) in the event that different representatives or addresses are designated by
either party after execution of this Agreement, notice of the name, title,
address and telephone number of the new representative will be rendered
as provided in (I 0)(a) above.
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awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity, and may not transact
business with any public entity in excess of Category Two for a period of
thirty-six (36) months from the date of being placed on the convicted vendor
list or on the discriminatory vendor list.
(g) With respect to any Recipient which is not a local government or state
agency, and which receives funds -under this Agreement from the federal
government by signigg his Agreement the Recipient certifies to the best of its
knowledge and belief, that it and its principals:
1. are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal
department or agency;
enumerated in paragraph 1 I(g)2. of this certification; and
4. have not within a five-year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default,
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(12) AUDIT REQUIREMENTS.
(a) The Recipient agrees to maintain financial procedures and support
documents, in accordance with generally accepted accounting principles, to
account for the receipt and expenditure of fun�s under this Agreement.
(b) These records shall be available at all reasonable times for inspection,
review, or audit by state personnel and other personnel duly authorized by the
Department. "Reasonable" shall be construed according to circumstances, but
ordinarily shall mean normal business hours of 8:00 a.m. to 5:00 p.m., local time,
Monday through Friday.
(c) The Recipient shall also provide the Department with the records, reports Or
financial statements upon request for the purposes of auditing and monitoring the
funds awarded under this Agreement.
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in accordance with the provisions of OMB Circular A- 13 3, as revised, the cost of
the audit must be paid from non-Federal resources (i.e., the cost of such audit
must be paid from Recipient resources obtained from other than Federal entities)�
=i -Yr 9.xtJk4-.wkmA,)Pted in accordance with OMB
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Circular A- 13 3, as revised, and required by subparagraph (d) above shall be
submitted, when required by Section.320 (d), OMB Circular A-133, as revised,
by or on behalf of the Recipient directly to each of the following:
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alarA-133 asreviseT
(the number of copies required by Sections .320(d)(1) and (2), OMB Circular
133, as revised, should be submitted to the Federal Audit Clearinghouse), at thl
following address:
Bureau of the Census
1201 East 10th Street
Jeffersonville, IN 47132
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(e) and (f), OMB Circular • 133, as revised.
(� Pursuant to Section .320 (f), OMB Circular A- 133, as revised, the recipient
shall submit a copy of the reporting package described in Section .320 (c), OMB
Circular A- 13 3, as revised, and any management letter issued by the auditor, to
the Department at each of the following addresses:
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2101
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(program office)
2555 Shumard Oak Boulevard
Florida 32399-2100
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public accountant licensed under Chapter 473, Fla� Stat. The IPA shall state that
the audit complied with the applicable provisions noted above, The audit must b*
submitted to the Department no later than seven (7) months from the end of the
Recipient's fiscal year.
(13) SUBCONTRACTS
MGM a I. E H�
HITHMONS
(a) All attachments to this Agreement are incorporated as if set out fully
herein.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments hereto, the language of such attachments
shall be controlling, but only to the extent of such conflict or inconsistency.,
IF
(a) This is a cost-reimbursement Agreement. The Recipient shall be
reimbursed for costs incurred in the satisfactory peiformance of work
hereunder in an amount not to exceed $45,269.00 subject to the availability
• lands.
1 X No advance payment is requeste i, .
2, An advance payment of $_ is requested,
(c) After the initial advance, if any' payment shall be made on a
reimbursement basis as needed. The Recipient agrees to expend funds in
accordance with the Budget, Attachment A and Scope of Work,
Attachment B of this Agreement.
(a) The State of Florida's performance and obligation to pay under this
Agreement is contingent upon an annual appropriation by the Legislature,
and subject to any modification in accordance with Chapter 216, Florida
Statutes or the Florida Constitution.
(d) The Department of Community Affairs reserves the right to unilaterally
cancel this Agreement for refusal by the Recipient to allow public access is
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all documents, papers, letters Or other material subject to the provisions of
Chapter 119, Florida Statutes, and made or received by the Recipient in
conjunction with this Agreement.
Uffieke4i6wis allbwedtO te
buider "Agrom�Y any intel
I)opoitmdrit or �e' *Oied ailb-,
contract amount.
i.
The State of Florida will not intentionally award publicly-funded contracts
ta any contractor V�*o*66NAbglY eMPIOYS tinau�� allm Wokmi
C 44jdug 6latiOri Otto �0*1 e�ut provi�iohg �66htgficd in 8
on A �4
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3. The undersigned shall require that the language of r be included
in the award documents for all r. all (including
subgrants, and contracts under r. r cooperative agreements)
all r r, disclose r r
() C p I 'f -PATENT AND -TRADEMARK
(a) If the Recipient brings to the pcifortnaiwe of this Agreement a pie- existing
patent or copyright, the Recipient shall retain all rih is and entitlements to
that pre - existing patent or copyright witless the Agreement provides
otherwise.
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(b) If any discovery or invention arises or is developed in the course of or as
result • work or services performed under this Agreement, or in any wa
connected herewith, the Recipient shall refer the discovery or invention t
The Recipient shall, in publicizing, advertising, or describing the project, state:
"Sponsored by the State of Florida, Division of Emergency Management." If the
project is displayed or referenced in written material, the words, "State of Florida,
Division
• Emergency Management", shall appear in the same size letters or type
as the name • the Recipient.
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The Recipient shall comply with any Statement of Assurances incorporated as
Attachment E.
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(24) VENDOR -PAYMENTS
Pursuant to Section 215.422, Florida -Statutes. the Department shall issue
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
Federal Program :
Federal Emergency Management Agency
04 EMPG - CFDA — 97.042
$30,811
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
FederalProgram�
it r 4; fidlows.
1) This agreement is for the purpose of receiving funding for the purchase of eligible emergency
management equipment.
2) Funds will be used to further state and local comprehensive emergency management plans including, but
not limited to, preparedness, response, recovery and hazard mitigation activities.
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A "I a I _ffix
State Project (list State awarding agency, Catalog of State Financial Assistance title and number) -
$ (amount)
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COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
will
NOTE: Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes, require,
that the information about Federal Programs and State Projects included in Exhibit 1 be provided to the
recipient.
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Budget
---6—ash In-Kin
EXPENDITURE CATEGORIES
—Total
ENVA
Total
Match Services
Grantee
Award
Project
Match
Cost
Cost
A B
A+B=C
D
C+D=E
1. SALARY AND BENEFITS 49,158.00
49,158.00
2. OTHER PERSONAL / CONTRACTUAL
E
SERVICES
-j- IVE
ADMINISTRAT EXPENSES
614,00
614-00
4. EXPENSES
A. Office Supplies: Backup Tapes, paper,
900.00
900.00
postage, printer ink, copies.
700.00
700.00
B, Cominunit. Advertisi"ry
5. OPERATING CAPITAL OUTLAY
A. Reverse 911 basic system
17,350.00
17,350.00
B. Options: Guardian Calling, Mobilization
6,900.00
6,9WOO
C. Hardware
4,950.00
4950.00
D. Software, Hardware, Database,
13,855.00
13855.00
Maintenance
6. FIXED CAPITAL OUTLAY
TOTAL EXPENDITURES 0 49,158.00
49,158.00
45,269.00
94,427.00
PERCENTAGES 0 53%
53%
47%
100%
Narrative Explanation and Justification of Line Items:
1. Salaries and Benefits: $49,15 8. 00 Grant Funds
This is the Police Department computer services person that will be coordinating
all stages of the project implementation. This will act
as the In Kind
Match
funding.
A, Office supplies related operating new equipment as a result of the project, ink
cartridges for printer backup tape for the server and paper and postage for
notifying the community about the project.
B. Informing the citizens of the community by advertising the Reverse 911
features.
6. Fixed Capital Outlay
None Needed.
Scope of Work
a
in the grant
with County, State
All electrical and electronic equipment purchased using grant funds will be Underwriters
Laboratory approved.
The Recipient will provide to the Division of Emergency Management the following, prior to or
with the final progress report:
4) A diagram of the finished system, showing the "as-built" configuration.
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5) The results of all tests an acceptance trials of the equipment, a copy of the syllabus
used for the training and the attendance I ist(s), by name and title, of the applicant's staff
or employees attending the training.
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3. Chapter 119, Florida Statutes
4. Chapter 60A-1, Florida Administrative Code
6, Chapter 215.34(2), Florida Statutes
7. Chapters 10.550 (local government entities) or 10.650 (non-profit organizations),
Rules of the Auditor General
amon. �
9. Section 112.061, Florida Statutes
10. 8 U.S.C., Section 1324a(e) [Section 27 (e) of the Immigration
and Nationality Act ("INA")
11. Section 768.28, Florida Statutes
12, Americans With Disabilities Act (Public Law 101-336, 42 U.S.C. Section 12101 et se
A.)
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Grantee's Advance Justification
ri7:i r Attachment
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will assist the Federal
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zenev of the existence of any sud,
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requirements
established by the Federal grantor agency to avoid or mitigate adverse effects upon such
f2l It will, comply with the provisiong Of A M awicable to grants and cooperative
udi" W t8 Administtativ&Revkw� Procedure; Part 20, Criminal Justice
,6ni��as ip��l . P 3 denti" 0 Identifiable Research and Statistical
lh�maffon$V�Wu* PDA�nl C0119 - - I - I —
WERME
dm' 'strativ agencymakesa
14, In the event a Federal or State court or Federal or State a im e
finding of discrimination after a d6b prpb)��g h646fig On the Grounds n
of race, color, religio,
national origin, sex, or disability 99difisi A **iOt Of f�nds, the recipient will forward a copy o
the finding to the Office for Civil M&�, Offide of Just ce Programs.
15, It will provide an Equal Employment Opportunity Program if required to maintain one,
where the application is for $500,000 or more.
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Attachment
Forms Packet
(To be mailed _ with fully executed copy of Agreement)
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