MUTUAL AID AGREEMENT FOR OPERATIONAL ASSISTANCE IN PROVIDING SECURITY FOR THE REPUBLICAN NATIONAL CONVENTIONMUTUAL AID AGREEMENT
FOR OPERATIONAL ASSISTANCE IN
PROVIDING SECURITY FOR THE
REPUBLICAN NATIONAL CONVENTION
TAMPA, FLORIDA, 2012
WHEREAS, the City of Tampa, Florida has been selected to host the 2012 Republican
National Convention (RNC) during the week of August 26, 2012; and
WHEREAS, the RNC has been designated a National Special Security Event due to the
event's significance to the United States and the inherent challenge of ensuring the safety and
security of all event participants; and
WHEREAS, the RNC is expected to attract in excess of 15,000 persons who will engage in
the enthusiastic exercise of their right of free speech; and
WHEREAS, the United States Department of Justice has awarded a federal grant to the City
of Tampa to help defray the expense of providing a secure venue for the RNC delegates and for
ensuring the opportunity for the lawful exercise of constitutional rights by all persons; and
WHEREAS, the Hillsborough County Sheriff's Office has partnered with the Tampa Police
Department in all aspects of providing security for the RNC; and
WHEREAS, in addition to the commitment of the Hillsborough County Sheriff's Office, law
enforcement officers from al1 levels of government throughout the State of Florida will be needed to
provide law enforcement services for the event; and
WHEREAS, law enforcement agencies providing personnel for the RNC are considered to be
subrecipients of the federal grant and eligible for reimbursement for personnel and other costs
subject to the terms of both this agreement and the grant; and
WHEREAS, Florida Governor Rick Scott will execute an executive order in advance of the
RNC to activate the Florida Mutual Aid Plan pursuant to Florida Statutes Chapter 23, Part I, thereby
conferring upon participating law enforcement agencies jurisdiction for all officers for all activities
related to the RNC; and
WHEREAS, Florida Statutes Chapter 23 further provides authoriTy for law enforcement
agencies to enter into written mutual aid agreements including operational assistance agreements
pursuant to Florida Statute § 23.1225(1)(b) for assistance in the management of an emergency as
defned in Florida Statute § 252.34.
Now, therefore, in consideration of the mutual covenants expressed herein the undersigned
parties agree as follows:
1. Parties
This agreement is entered into between the City of Tampa, Florida and each
respective agency ar entity identified on the list attached hereto as Appendix 1. The
various covenants of this agreement run between the City of Tampa and the
individual listed entities, not between or among the entities themselves. Nothing in
this agreement shall be interpreted as creating any rights in any third party.
2. Applicability
This agreement applies to the RNC to be held primarily in Tampa, Florida scheduled
for the calendar week commencing August 26, 2012, including an event at Tropicana
Field in St. Petersburg on that date. The agreement applies where specifically set
forth to RNC preparation activities and to RNC clean-up activities requiring law
enforcement personnel. This agreement will apply to all RNC activities occurring
after the calendar week specified above in the event the RNC is postponed due to
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weather or for any other reason. For activities directly connected with RNC security,
this agreement temporarily supersedes any existing interlocal agreement or
memorandum of understanding between the City of Tampa and any of the parties
hereto to the extent of any conflict between the respective agreements.
3. Requested Operational Assistance
The City of Tampa and the Tampa Police Department (TPD) hereby request the
operational assistance of all agencies and entities listed in attached Appendix 1 for
RNC security planning, training, execution and post-event law enforcement
operations.
a. The Tampa Police Department is utilizing the •�'ponder website and
program for planriing and coordination with all assisting agencies. All
agencies should already be familiar with and are encouraged to use E•Sponder
for communications with TPD related to the RNC.
b. Although assisting agencies are being asked for firm commitments of
personnel, TPD recognizes that circumstances may require assisting agencies
to deviate from the committed number of officers. The final decision of the
number of officers to be dedicated to the RNC by each individual
participating agency rests solely with the respective sheriffs and chiefs.
However, all participating officers will be issued individual credentials and
receive specialized training and instructions. Many officers will be issued
fitted equipment and uniforms purchased especially for the individual officer.
Accordingly, it is important that officers committed to the RNC security
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endeavor be available for the entire event. TPD will continuously monitor
circumstances and will release officers from RNC duty as quickly as possible.
c. Assisting agencies will, or have, advise(d) TPD of the specific number of
personnel and the type of specialized equipment each agency will commit to
the RNC. Agencies may provide officers only or may provide officers and
supervisors. Prior to the event, agencies will be advised of the specific
assignments allocated to their respective personnel. Whenever practical,
direct supervision of an individual agency's personnel will be accomplished
by or through that agency's own supervisors when such supervisors are
provided. However, due to the scale of the event and the large number of
assisting agencies participating, at times it is likely that supervision will occur
or direction will be given by supervisors of another agency. Prior to the
event, each participating officer will be aware of his or her specific chain of
command. In any case, overall control of all law enfarcement activities will
be the responsibility of the Tampa Police Department and the Hillsborough
County Sheriff's Office.
d, No participating law enforcement officer will be ordered, required or
requested to perform any act that would be prohibited by that offcer's own
agency's rules and regulations. Assisting agency personnel will, or have,
receive(d) training specific to their assigned function. Issues regarding
conflicts in rules and regulations or preferred response to anticipated
situations should be raised during the training.
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e. Pursuant to the Governor's Executive Order and F.S. § 23.1225(5)(a), all
members of the assisting agencies when providing operational assistance in
support of RNC security outside of their jurisdictional limits but inside the
State of Florida shall have the same powers, duties, rights, privileges and
immunities as if the member was performing duties inside the member's own
jurisdiction. All of the privileges.and immunities from liability, exemption
from laws, ordinances, and rules, and all pension, insurance, relief, disability,
workers' compensation, salary, death and other beneiits which apply to the
activity of such members when performing their duties within the territorial
limits of inember's agency apply to the member to the same degree, manner,
and extent while engaged anywhere in the state in the performance of the
member's duties extraterritorially in support of, or connected with, the RNC
security mission.
4. Federal Grant Requirements
Attached hereto as Appendix 2 and incorporated herein is a copy of the United States
Bureau of Justice Assistance grant which is the primary source of funding for RNC
security operations. All law enforcement agencies providing personnel and
equipment in support of RNC security are considered subrecipients under the grant
and subject to certain Special Conditions specified on pages two through fve of the
grant. Except for conditions which by their nature apply exclusively to the grant
recipient (City of Tampa), subrecipients must scrupulously adhere to the
requirements of the Special Conditions. Although all the Special Conditions are
material to this agreement, among the most significant for subrecipients are:
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S.C. #2: Equal Employment Opportunity Plan (EEOP) requirements:
Agencies expecting to be reimbursed for expenses exceeding $25,000
and which have 50 or more employees must have an EEOP and make
the appropriate certification. The certification form is attached hereto
as Appendix 3.
S.C. #5: Duty to report fraud, conflict of interest, bribery, gratuity or similar
misconduct involving grant funds.
S.C. #18: All grant draw downs are reimbursement-only basis.
S.C. #20: No supplanting of local or state funds.
As primary grant recipient and pursuant to Special Condition 21, the City of Tampa
is obligated to ensure the compliance of all subrecipients with all applicable Special
Conditions.
5. Certification of Non-supplanting
By execution of this agreement, all participating agencies and entities certify that
grant funds received pursuant to this agreement will not be used to supplant local
and/or state funds
6. Reimbursement of Personnel Costs
a. The City of Ta�npa will reimburse assisting agencies for specified personnel
expenses in conformance with the requirements of the federal RNC grant.
Because of the strict non-supplanting rule, agencies must request
reimbursement of personnel costs based upon one of the following models:
A. Assisting agencies that do not have actual jurisdiction in the City of
Tampa may request reimbursement of salary costs for all hours
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assigned and worked by their personnel as RNC security (both
straight time and overtime) or
B. Agencies having actual jurisdiction inside the City of Tampa may
request reimbursement of salary costs for all overtime hours assigned
and worked by their personnel as RNC security and overtime
incurred as necessary backfill.
"Salary Costs" includes straight time or overtime at the hourly rate of the officer
assigned plus Medicare (1.45%), FICA (6.2%), and the agency's actual pension
contribution. No other fringe benefits will be reimbursed.
"Personnel" means sworn certified law enforcement officers and supervisors of any
rank who are assigned and present in support of the RNC mission, and sworn
certified corrections personnel required above normal staffing.
"Hours Assigned and Worked" means the actual scheduled hours assigned to each
officer in support of the RNC mission and actually worked by the officer during the
event.
b. Agencies having actual jurisdiction in Tampa will absorb all costs for their
own assigned personnel for the first forty (40) hours of the respective
officers' work week during the RNC. Overtime personnel costs for hours
worked beyond forty (40) hours during the RNC will be reimbursed to those
agencies pursuant to the terms (specifically Model B) contained herein.
c. All assisting agencies will be provided with an electronic form for collecting
data necessary for reimbursement. The forms should be completed by each
assisting agency and returned to the Tampa administrator specified on the
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form by October 1, 2012. The City of Tampa will make every effort to
process the forms and remit payment within 35 days of receipt of the
reimbursement request and supporting documentation. Administrative costs
including planning and fscal functions will not be reimbursed.
d. All assisting agencies must provide payroll verification documentation,
certify the accuracy of the reimbursement request, and maintain all supporting
documentation for a minimum of seven years. Assisting agencies specifically
agree to cooperate with any required audit relating to the federal RNC grant
and further agree to reimburse the federal government for any payments
received which are subsequently deemed ineligible by any future federal
audit.
e. Officers from assisting agencies will be housed and fed under arrangements
made by, and directly paid for by, the City of Tampa. Accordingly, no
housing costs or per diem will be paid to assisting agencies. Exceptions to
this policy may be made for officers who are required to arrive in the Tampa
area prior to the effective date of housing and feeding arrangements.
£ Depending on the availability of funding, agencies whose personnel
participate in extensive (more than 40 hours) training may apply for
reimbursement of salary costs incurred on an overtime basis for RNC specific
training.
7. Liability Insurance
The City of Tampa will obtain a law enforcement liability insurance policy with a
coverage limit of $10,000,000 (ten million dollars) insuring all assisting agencies,
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and all participating law enforcement and corrections personnel in their individual
capacities, while acting within the scope of their employment, against job-related
liability claims including torts and constitutional allegations unless the assisting
agency or law enforcement and corrections personnel acted in bad faith or with
malicious purpose or in a manner exhibiting wanton and willful disregard of human
rights, safety or property. The policy will have a$25,000 per claim retention amount
which will be paid by the City of Tampa as necessary. Legal defense of claims and
all claims processing will be provided by the City of Tampa or by the insurer. The
City of Tampa shall have the exclusive right to negotiate and settle claims within
policy or retention limits.
All assisting agencies agree to cooperate fully in the processing of liability claims to
include, without limitation, forwarding to the City of Tampa or otherwise providing
effective notice of all claims or notice of events foreseeably resulting in a claim,
providing documents or other potential evidence and ensuring the availability of
employees for deposition and trial.
Nothing in this agreement shall be interpreted as waiving or modifying the provisions
of Florida Statute Section 7.68.28.
Workers' Compensation
The City of Tampa will obtain workers' compensation insurance coverage applicable to all
participating law enforcement and corrections personnel for full workers' compensation costs
mandated by Florida Statutes Chapter 440. Prior to the event, all assisting agencies will
receive a packet describing the claims process created by the insurer. Coverage will be
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effective July 1, 2012 in order to cover event training and will continue through all necessary
cleanup.
9. Term
This agreement shall be effective as to an individual entity upon complete execution
of this agreement by that entity and the City of Tampa. All operational assistance
commitments will cease with the release of each agency's respective personnel from
RNC security duty. Covenants and responsibilities articulated herein which are
necessarily ongoing in nature including, without limitation, financial obligations and
records retention requirements, shall survive and remain effective following
termination of the operational assistance commitment.
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Mutual Aid Agreement
Requested Operational Assistance
C 2012
IN WITNESS WHEREOF, the parties hereto cause these presents to be signed on the date
specified.
CITE' OF TAMPA
AT EST:
j
Bob Eucichorn, Mayor -Iriv Cleric
Date f�
PROVED AS TO FO
SanP- olf star ----� I�iristant sbe ger
Chi Police As City ttprney
ASSISTING AGENCY:
If STATE AGENCY: Siam
(Person authorized to
contractually bind agency) Print
Title
Date
If SHERIFF'S OFF'ICE: Sign
� (Sheriff or Authorized Designee)
Print
Title Sheriff, County
Date
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Signature Page — Mutual Aid Agreement, Requested Operational Assistance
RNC 2012
Countersigned:
'�i��(c �C�t��
George N. Cretekos
Mayor
Approved as to form:
�
Robert J. tte
Assistant Ci Attorney
CITY OF CLEARWATER, FLORIDA
By: ��,�2��:�. /�. ,��--�r
William B. Horne II
City Manager
Attest:
Rosemarie Call
City Clerk
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AGENCY POINT OF CONTACT POINT OF CONTACT E-MAIL
Alachua City PD Lt. Chad Scott cscott@cityofalachua.org
Alachua County SO Chief Deputy David Huckstep dhuckstep@alachuasheriff.org
Auburndale PD Deputy Chief Chris Nelson cnelson@auburndalefl.com
Bartow PD Lt. Gary McLin gmclin.pd@cityofbartow.net
Bradenton Beach PD Lt.lohn Cosby jacbbpd@hotmail.com
Bradenton PD Chief Michael Radzilowski m.radzilowski@cityofbradenton.com
Brevard County SO Major Mike DeMorat michael.demorat@bcso.us
Brooksville PD Captain Rick Hankins rhankins@ci.brooksville.fl.us
Broward County SO Major Kevin Tyrie kevin_tyrie@sheriff.org
Cape Coral PD Lt. Anthony Sizemore asizemore@capecoral.net
Charlotte County SO Lt. Darrell Caparo & Sgt. Rick Goff dcaparo@ccso.org / rgoff@ccso.org
Citrus County SO Captain Mike Richie mrichie@sheriffcitrus.org
Clearwater PD Deputy Chief Sandra Wilson Sandra.Wilson@MyClearwater.com
Collier County SO Chief 1im Bloom jim.bloom@colliersheriff.org
Dade City PD Chief Ray Velboom rvelboom@dadecityfl.com
Florida Department of Captain George LaMont george.lamont@dep.state.fl.us
Environmental Protection
Florida Highway Patrol Captain Robert S. Duncan robertduncan@flhsmv.gov
Florida Office of Agricultural Captain Glenn Kramer Glenn.Kramer@freshfromflorida.com
Law Enforcement
Fort Myers PD Lt. Jim Mulligan jmulligan@fmpolice.com
Gainesville PD Major Rick Hanna hannarw@cityofgainesville.org
Gulf Port PD Chief Robert Vincent chief@gulfportpolice.com
Haines City PD Captain Brian McNulty bmcnulty@hainescitypd.com
Hernando County SO Captain William Beetz bbeetz@hernandosheriff.org
Hillsborough County SO Colonel Ed Duncan eduncan@hcso.tampa.fl.us
Kissimmee PD Captain Warren Shepard wshepard@kissimmee.org
Lake County SO Sgt. Ralph McDuffie ralph.mcduffie@Icso.org
Lake Wales PD Deputy Chief Troy Schulze tschulze@cityoflakewales.com
Lakeland PD Lt. Stephen P. Walker steve.walker@lakelandgov.net
Lee County SO Major Gene F. Sims gsims@sheriffleefl.org
Leesburg PD Captain Rob Hicks Robert.Hicks@leesburgflorida.gov
Manatee County SO Major Dennis P. Dummer dennis.dummer@manateesheriff.com
Marion County SO Lt. Dennis McFatten DMCFATTEN@MARIONSO.COM
North Port PD Captain Lee Leirmann Iliermann@northportpd.com
Ocala PD Captain Mike Scroble MScroble@ocalapd.org
Ocoee PD Deputy Chief Steven Goclon sgoclon@ocoee.org
Orange County SO Major Danny Vereen danny.vereen@ocfl.net
Orlando PD Captain Carl Metzger Carl.Metzger@CityofOrlando.net
Osceola County SO Captain Robert L. Yawn II byawn@osceola.org
Oviedo PD Chief Jeffrey Chudnow jchudnow@cityofoviedo.net
Palm Beach County SO Captain Robert Allen allenrl@pbso.org
Palmetto PD Lt. Scott Tyler styler@palmettopolice.com
Pasco County SO Lt. Troy Fergueson tfergueson@pascosheriff.org
Pinellas County SO Cpl. Ernie Armistead earmistead@pcsonet.com
Plant City PD Captain Steven Singletary ssingletary@plantcitygov.com
Polk County SO Major Michael Pruitt mpruitt@polksheriff.org
Punta Gorda PD Captain Thomas Lewis tlewis@pgorda.us
Sarasota County SO Major Kevin Kenney kkenney@scgov.net
Sarasota PD Captain Jeffrey Karr Jeffrey.Karr@sarasotagov.com
Seminole County SO Lt. Mike Weippert mweippert@seminolesheriff.org
St Cloud PD Deputy Chief Vinny Shepard vshepard@stcloud.org
St Petersburg PD Major Melanie Bevan melanie.bevan@stpete,org
Tarpon Springs PD Captain Jeffrey P. Young jyoung@tspd.us
Temple Terrace PD Deputy Chief Bernard Seeley bseeley@templeterrace.com
USF PD MajorJD Withrow jwithrow@admin.usf.edu
Volusia County 50 Captain Eric Dietrich edietrich@vcso.us
Waldo PD Chief Michael Szabo szabo@waldo-fl.com
Winter Haven PD Captain David Brannan dbrannan@mywinterhaven.com
Winter Park PD Captain Jess Johnson jjohnson@cityofwinterpark.org
Winter Springs PD Captain Kevin L. Presley kpresley@winterspringsfl.org
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I
nepartment of J�stice
,-
� Offica of Justice Programa
�
Office of the Assistant Attorney (kneral }pqAhrrigwn, D.C. 20537
Ma�h 30, 2012
1'he Honorable Bob Buckhorn
City of Tampa
306 E. Jackson Street
Tampe, FL 33b02-4832
Dear Mayor Buckhom:
On behalf of Attomey Cfeneral Eric Hoider, it is my pleas�re to i�ocm you d�at the Officx of Juatice Progtams has approved
your application for fitnding under the P'Y 12 Solicited ia the amount of $49,850,000 for City of Tampa
Enclosed you will find the Giant Award and Specia] Condidons docaments. This awerd is subject m all administradve and
fu�ancial requinments, including the timely submission of all financial and programmaticrepoRS, resolution of all interim
audit 5ndings, end the maintenance of a minimum level of cash-on-hand, Should you not adhere to these requirements, you
will be ia violation of the tenns of this agreement and tt►e award will be subject ta tam�ination for cause or other administrative
action as appmpriau.
If you have quesdons regarding this award, please contact:
Program Questions, Sufanio Hazris, Program Manager at (202} 305-8069; and
- P'inancial Questions, the Office of the Ct�iaf Financial Officer, C�stomer Service Center (CSC) at
{800) 458-0786, or you may contact the CSC at esk.ocfo�usdoj.gov,
Congratulations, and we look forward to working with you.
Sincerely,
����,:��
- Ntffiy Lou L�y
- Acting Aasistent Attomey Qeneral
Enclosures
Department of Justice
Office of Jusdce Programs
Bnreau oi Justice Assistance PAOS 1 OF 5
Grant
1. R8C�I6M' NAME AND ADDR&SS (Includiog Zip Code) 4. AWARD NUMBER: �l2-NC-BX-3Q70
CSty of Tampe
306 E Jackson Street 5. PROJECL' PBRIOD: FROM iQ�01/ZOL L TO 09/3012012
Tampa, FL 3360Z-4832
BUPCiET PERIOD_ FROM l01O11201 I'PO 09/30/2012
5. AWARD DATE 03/30l20L2 7. A4T10N
lA. ORANfEE IRSNffi�IDOR NO. B. SUPPIEMBNT NUIvEBER �t��
59110i139 00
4. PR&V[OUS AWARD AMOUNT $ 6
3. PROJECI' TITLE 10. AMOUNT OF THIS AWARD S 49,850,000
Securiry Suppmt for the FY 7Al2 P[esidentlat Namineting Convention .
11. TOTAL AWARD S 49,850,ODQ
12. SPECIAL CONDITIONS
THE ABOVE aRANT PROSEC'C IS APPROV� SUB7ECT TO SUCH CONAITfONS OR LIhd7'ATIONS AS ARE SEf FORTH
ON'[E� ATfACi�D PAdE(S)•
l3. STATOTORY AUTHORITY FOR Oi2ANT
1Uia project is apporoed under FYl2(SJA • Prasidential Nominuing Conveotio�) Pub. L No. l 12-55,125 Stet. SS2, 625
I5. MHS'HOD OF PAYMFNf
OPRS
A(iFNCY APPROYAL GRANCBE ACCSP'fANCB
16. TYPBD MAME AND TiTL& OF APPROVING OPFIC W., 18.'CYPED NAM& AND 7'LTLE OF AUTHORIZBD GRANTEE OFFiCIAL
Mary Loa I,aty Bob�Bucl�om
Acting Aesiazuu AtWrney Qenual �Y�
l7. S[aNATURE OP APPROVINO OFPICIAL l9. SIQNA7'(1RE OF AUTHOR178D RECIP1FNNf OPFICfAL S9A. DATE
"' ;`�t�.i.1���.� �' '.
. . . � .. �.
A6ENCY US8 OM.Y
2b. ACCOUNTING CLASSIFiCATlON CODBS 21. IZCUOT0012
FISCAL FUND BUD. DN.
YEAR CODB ACT. OFC, RfiO. SUB. POMS AMOUNT
X B ZC 80 00 00 49850000
O!P FORM A000/2 (REV. 5-87) PREVIOUS mY110N5 ARE OBSOLETE.
O]P FORM 4000/2 (RBV. 4-88)
Depaztment of 7ustice
Office of Justice Programs
Bareaa of Justice Assistance
PROJECT NUMBER 2012-NC-HX-3070
AWARD CONTINUATION
SHEET
Grant
AWARD DATE 03/30/20[2
SPECL4L CONDTI70NS
PAOE 2 OF 5
1. The t'ecipient sgrees to comply with the financial and administrative requirements set forth in the ct►a�ent edidon of the
Office of Justice Pn�gtams (OJ�) Financial Ciuide.
2, The recipient acknowledges that failure to submit an acceptable Equsl Employment Qppmtunity Plan (if recipient is
c'equired to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a
violation of its Certified Assuraaces and may resuIt in suspension or +��++��on of funding, until such time as the
recipient is in compliance.
3. The recipient agrees Lo comply with the organizational audit requuements of ONlB Circuiar A-i33, Audits of Statcs,
Local Govamments, and Non-Profit Organizations, aad fu�ther understands and egrees t6at funds muy be withheld� or
other rolated requirements may beimposed, if outstanding audit issues (if any) &om OMB Circute� A-133 audits {and
any other audits of OJP graat funds) aze not satisfacto�ily and prompdy addressed, as further desctibed in the current
edition of the OJP Finsncisl'Duide.
4. Recipient understands and agrees that it cannot use any federal funds, eithcr directly or indirecdy, ia support of the
enacdment, iepeal, modification or adoption of any 1aw, regulation or policy, at any level of govecnment, without the
express prior written approvai of OJP.
5. 3'he tecipient mnst prompdy refer to the DOJ OIG atty csedible evidence that a principal, employcx, agent, contrsctor,
subgantee, subcontractor, or othet pason has eit6er 1) submitted e false claim for graat funds under the False Claims
Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of iaterest, bribery, graurity, or
similar misconduct involving grsnt fuads. This condition also applies to any subrecipients. Potential fraud, waste,
abuse, or miaconduct should be reported to the OIG by -
mail:
Office of the Inepector Genecai
U.S. Department of Jusflce
lnvestigations Division
9SO Ponnaylvania Avenue, N.W.
Roam 4706
Washington, DC 20530
e-mail: oig.hodine�usdoj.gov
hotline: (contact information in Fi�glish aAd Spaniah): (SOQ) 869-4499
or hoUine fax: (202) 516-9881
Additional i�ormation is available from the DOJ OIG website at www.uadoj.gov/oig.
6. Recipient undeastands and ag�ees that it cannot use any federnl fuads, either diractly or indirectly, in sup�ttt of any
contract or subaward to either the Association of Commumty Organizations far Reform Now (ACORI� or its
subaidiariea, without the express prior written approval of OIP.
7. T6e recipient agrees to comply with any a�itional requirements that may be imposed during the grant performance
pariod if the egency detenmines that the recipient is a high-risk grantee. Cf. 28 C.F.R. parts 66, 70.
orn Poxns aooaz �xev. ase)
Depaztment of 7ustice
Office of 7ustice Programs
Bnreau of Justice Assistance
PROIEGT AI[IMBPR 2012-NC-BX-3070
awaRn coNrnvuATTON
SHEET
Grsni
AVJARD DATE 03130i2012
SPBCIAL CONDTl70NS
PA(}E 3 OF 5
8. The ncipient agtees to oomply with applicable aquirements regerding Central Conttactor Registradon (CCR) and
applicable restrictions on subawards to first-dec subrecipients that do not acquin and provide a Data Universal
Numbering System (DUNS) number. The details of tecipient obligations are posted on t6e Office of Justice Progrems
web eiu at hapJ/www.ojp.gov/funding/ccr.htm (Awazd condition: Cena�al Contractor Registration and Universal
Identifier Requiromente), and are incorporated by reference hece. Tlvs special condition does aot epply to an award to
an individual who received the award as a natuial peison (i.e., unrelated W any business or non-profit organization that
he or she may own or operate in his or her name).
9. P�rsuant W Executive Order 13513, "Fedecal l.eadership on Reducing Text Messaging While Driving," 74 Fed. Reg.
51225 (October 1, ?A09), the Departtnent encouragea cecipients and sub recipients to adopt and enforoe policies
banning employees from te�ct messaging while dtivi[tg any vehicle during the cowse of peafrnming work funded by this
grant, and to establish workplace safety policies and conduct education, awareness, and other ouueach to dxrease
crashes caused by distracted dtivecs,
10. 1'he recipient agrees to comply with applicab3e requirements to report first-der subawards of 525,000 or more and, in
certain M+�+�±±±etancea, to report the names and total compensation of tha five most highiy compansated execudves of
the recipient and first-tier subeeciQienta of award funds. Such data will be submitted tn the FFATA Subawerd
Reporting Sysum (FSRS). The details of recipient obligations, wluch derive from the Fedzral Funding Accountabiliry
and Transparency Act of 20(16 (FFATA), are posted on the Office of 3ustice Programs web siu at
http://www.ojp,gov/funding/ffata.htm (Award wndition: Repordng Subawards and Executive Compensation), and at�e
incorpora[ed by reference here. TLis condidon, and its reporting requuzment does not apply ro grant awazds made to
an individuel who n�cxivod the award as a natural person (ie., unreiated to any business or non-profit organization that
he oi she may own operate in his or her name).
11. With respect to this award, federal fuads may not be used to pay cash compensation {salary pIus bonuses) to any
employee of the award ncipient at a rate that exceeds I I096 of the msximum annual salary payable to a member of the
federal government's Senior Exscufiva Service (S&S) at an agency with a Ceitified SES Performance Appraisal Sysum
for that year. (An award recipiem unay compensate an employee at a higher rate, provided the amount in excess of this
companaation limitation is paid with non-Pederal funds.)
This limitation on compensarioQ rates allowable under this award may be waived on art individual basis at the
discretion of the OJP official indicated in the program announcement under which this award is made.
12. The recipient agroea that all income generated av a direct result of this award shall be deemed pmgam income. All
progcam income sarned must be accounted for and used for the purposes of funda provided under this awazd, including
such use being consistent with the condidons of the awazd, the effective edition of the 07P Fiaancisl Cruide and, as
applicable, either (1) 28 C.F.R. Part b6 or (2) 28 C.P.R Part 70 and 2 C,F.R. Pert 215 (OMB {�ulair A-110). Further,
the use of program income must be reported on the quarterly Federal Financial Report, SF 425.
13. Approval af this award dces not indicate approval of any consuItaat rate in excess of 5450 pes day, A deteiled
jusdfication must be submitted to and approved by the Office of Justice Programs (OJP) progam of&ce prior to
obligation or expenditure of such funds.
14. All contracts undar this award should be competidvely awarded ualess circumstances preclude comperition. When a
eoatract amount exceeds $I00,000 and thero has been no competiaon for the award, the recipient must comply with
rules governing sole so�rce pmcu�ement found in the cu�rent ediCion of tha OJP Financiel Guide.
OlP FQRb1400N2 (REV. 4-88)
Depaitmextt of lustice
Office of Jusflco Programs
Bareau of Justice Assistance
PRO7ECT NUMBHR ZOL�NC-BX-307Q
AWARD CONTINUATION
SH�ET
Grsnt
AWARp DATE 03/3012p12
SPECIAL CONDTI70NS
PAGB 4 OF S
15. The recipient agrees that it will submit quarnrly financial status reporta to OIP on-line (at 6ttps://grants.ojp,usdoj.gov)
using the SF 425 Federal Financist Report form (available for viewing at
www.whitehouse.gov/omhJgrants/standard_forms/ff_aport,pd�, not lata thatt 30 days after the end of each calendat
quarter. The fiatl report shall be submitted not later then 90 days following the end of the award period.
16. The recipient shall submit semiannual progress reports. Progness reports shall be submitted wichin 30 days after the md
of the reporting petioda, which ane June 30 and ikcember 31, for the life of d1e award. Ti�ese reports will be submitted
to the Officc of Justice Programs, on-line tdrough the Intemet at hups://granta.ojp.usdoj.gov/.
17. The recipient agrees that it wiU submit monthly status repotts to OJP on-line as an attachment to a Program Office
Approval Grent Adjusmtent Notice ((3AI�I), not later than 15 days after the ead of each calendar month. These reports
should provide a list of expendihues by budget categary m dau, as approved in the application budget or subau�uent
budget revision GAN. Additionally, the reports ahould describe any projected delays w the project, or actual delays to
date.
18, The recipient agrees to complete all gtant draw dawns oa a reimbursement-anly basis.
I9. All revisions to the budget, whether within a line ium or across budget categories, must be submitted for prior approval
by OIP. A budget modification Grant Adjustment Nodce (GAI� must be submitted once these revisions aro determined
by the recipient and no grant funds may be obligated or expanded on new budget ioems until the (3AN is approvcd.
20. Any and all Memoranda of Understanding (iV10[J) entered into by and between the Host City and any and all other
J���� �SeBed in the pecfoimance of work under this gant should include a cerQfication by those participating
jurisdictions affirmatively acimowledging granY funds will not be used to supplant local and/or state funds. More
information about supplantiag can be found in the OJP Financial Guide -
http://www,ojp.osdoj.gov/financialguide/PDFs/OCFO�O11FinancialGuide.pdf.
21. Tha recipient agcees to moniwr subawards under this award in accordance with atl applicable statute.c, reguFations,
OMB circulars, and guidelines, including the OJP Pinencial Duide,.aud to include die applicable conditions of this
award in any subaward. The recipient is �e;sponsible for ovecsight of subrecipient spending and monitoring of specific
outcomes and benefits attributable to use of funds by subrecipients. T'he recipient agrees to submit, upon request,
documentation of its policies and procedures for monitaring of subawards uader this award.
22. The recipienf must submit a certificatioa to BJA that all grant-funded equipmcnt has beea purchased and is aIready
operational as of the date of the certi$cation. The certificatian must be zecezved by BJA no later than fourteen (14)
calendar days prior ta the commencement daee of t6e Presidential Nominating Convenflon with respect to wluch the
grant is made. No funds awarded under this gcanc may be obligated, expended or drawn down W cover costs for any
equipment that is not covered by the certification.
23. At teast thirty (30) days paior to t6e commencement of the Presideadal Nominating Convention, the recipieat must
submit to the BJA, documa�tation that idenlifies by name, all stau and local law enfo�ement agencie�urisdictions
that the iecipient anricipates to ieiroburse with grant funds for security and relsted costs, including overtime, essociated
with the Pnsiden6al i�Tominating Convention. No gcant funds may be used for reimbursemenc of a state or local law
enforcement ageacy/jurisdictioa which is not included on this liat, without specific approval by the BJA Director. T6e
BJA Dire�tor maintains the right to d�y reimbursable expenditu:rs inc�tred by the grantee if the expendit�txes aro
otherwise ineligible for roimb»�+++�nt under any other applicable statuu, rogulation or award provision.
aie soxM aaoaz cRev. a-aa�
Depar�ent of Justice
Office of Justica Programs
Bareau of ,�ustice Assistance
PROJECT NUMBSR 2012-NC-BX-3070
AWARD CONTINUATION
SHEET
Grant
AWAAD DA1E 03/3QP2612
SPECIAL COND7170NS
PAG6 5 OF 5
24. The grantee shall make its unclesaified operational secudty plan, including any amendmenta thereto, aveilable for
inspecdon by designated BJA oflicials, during site visits conducted by BJA, or upon reques[ by, and for review by, t6e
B7A Dinector.
25. The recipient understands and eclmowledges that for purpos�s of this award, food and! or beverages expenses are
deemed reasonable and allowable only to the extent that: 1) such coats are dinctly related to law enfoice�nent aad
releted securiry operations asaociated wit6 the Pmaidendal Canttidate Nomineting coaventEon; (2) such costs hnve been
� specifically included in the budget approved by OJP; (3) such costs a�e consistent with threshold limits established by
OJP in the Financial Quide; and (4) actuat costs relsted to food and beverage are ropocted direcdy to 03P after the
convention. The recipient may not expend funds for food and/or beverage expenses that ane related to other
: conferences or meetings, or are otfierwise dcemed umeasonable or unallowable by BJA and/or OTP's Office of the
� Chief Financial Officer (OCFO).
?b, The recipient acknowledgos �at five percent (5 %) of the total award amount will be withheld unti190 days prior to the
award end date. To mmove this withhold'eng condition, the recipient must aubmit Lo BJA for 3ta review and approval, a
timeline for the closute of the �t, along with an ass�uence by the gantee that all documents neoeasary far closeout
will be submitted no laber thsa 90 days after tha award end date. Tho grantce will also submit, along with the timeline
end necessary cloaeout documents, a list of alt remaining expenditures (designated by appmved budga catcgory)
plannod for the with6eld funds. The granue aiso agrees to submit any other supporting dacumcatation deemed
naxssary by BJA prior to the release of tlu withheld funds. BJA will issue a Grant Adjustrnent Notice to remove this
condirion only upon its receipt and appmval of this additional documentation. No portion of du five pem.ent in
withheld funds may be ezpended or drawn down unti] the recipient receives nodce of this GAN approval.
27. The recipient cannot expend or draw down any funda relatsd ta budgeted items totaling $1,339,940 for specialty
velricles ualess and until these itemc are approved by the BJA Director, in the event these requested itecns are not
approved, the grant recipient agr�es to ezpedidously submit to the program office a revised budget plan {either in whals
or in part) for such unallowed costs. Revised budgets wiIl be subject to the review and approval of both the progcam
of6ce and the Office of the Chief FSnancial Officrs (OCFO). The recipient may not ezpend ar draw down these funds
until a Graut Adjustrnent Notice (GAI+� has been iasued removing this special condition,
28. The recipi�nt agras to cooperate with any assessments, narional evaluation efforts, or information or ciata collection
requests, including, but not liarited m, the provision of any informadon mquued far the assesament or evaluation of any
ecrivitics widria this project.
29. Tlu recipient shall not expend aa� draw down any budgoted funds related w food aad bevcragc itcros totaling
$1,065,894 unril these items az�e justifed and approved by BJA. In the event these requesud items are not approved, t6e
grant tacipiont agroes to expeditiously submit to the progiam office a revised budgtt plan (either in wholc or in part) for
such unallowable costs. Revised budgets will be subject to the �view and approval of both the program office and the
Offiee of the Chiaf Financial Officer (OCFO). The recipient may not expend or draw down these funds unlil a Grant
Adjustme;nt Notice (GAIV) haa bxn issued removing t6is special condition.
30, The award recipient agrees to provi� a fair and transparent process for other jurisdictions that are hosting official
Convcntion evcnts, or providing agreed upon mutual as4istance to the hoat city, to receive reimbursement for
reasonable security-related coats from thc appmpriated funds; az►d disburae gac►t funds to all authoriud mutual aid
pa�tnars involved in law enforcement and related aecurity activities in a timely mann�. BJA reserves the right to freeze
grant funds via a Grant Adjusm�cnt Notice at any tirae during the course of this award if any part of this special
condition is not adheied to by the award recipient
orn aoxn� aooan l�v. �-ee�
Re�ipient Name and Address:
Grant Title:
Contact Person Name and Title:
CERTIFICATION FORM
Crrant Aiumber: Award Amount:
Phone Number: ( )
Fedoral regulations require recipienis of financial sssistance from the Office of Justice Programs (OJP), iis component agencies, and the
Office of Commuaity Oriented Policing Services (COPS) to prepare, maintain on fie, submit to OJP for review, and implement an Equal
Employmeat Opportunity Plan (EEOP} in accordance with 28 C.F.R §§ 42.301-.308. The regulations exempt some recipients from a!1 of
the BEOP requiremeata. Other recipients, according to the regul�tions, arust prepare, maintain on file and implemeat an EEOP, but they
do not need to anbm'st the EEOP to OJP for review. Recipients that clairn a complete exempdon from the EEOP requiremeat must
compFese Section A below. Recipients that claim the limited exemptioa from the submission requirement, must completc Section B
betow. A recipient should complete either Section A or Section B, not both, If a recipient receives multiple O7P or COPS grants,
piease compiete s form for each grant, easuring that any EE�P recipient certifies as completed and on £le (if appliceble) has been
prepared within two years of the latest grant. Please send the completed form(s) to the �ffice for Civil Rights, Office of Justice Programs,
U.S. Department of JusHce, SIO 7`" Sueet, N.W., Washington, D.C. 24531. For assistance in completing this form, please call {202)307-
Q690 or TTY (202) 3U7-2427.
Section A- Declaration Claiming Complete Exemntion from the EEOP Requirement P�e�e �he�k att rhe boxes rhar
pppty.
o Recipient has less than 50 employees, ❑ Recipient is an Indian tribe,
a Recipient is a non-protit organization, � Recipient is an educational institutioa, or
❑ Recipient ia a medical institution, ❑ Recipieni is receiving an award less than $25,000
I� [responsible official], certify that
[recipientj is not required to
prepaze an EEOP far the reason(s) checked above, pursuant to 28 C.F.R §42.302. I further certify that
[recipientj will comply with applicable Federal civil rights
laws that prohibit discrimination in employment and in the deiivery of services.
Print or type Name and Tttle Signatnre Date
Section B- Declaration Claimiag Exemption from the EEOP Submission Reauirement and Certifying That an
EEOP Is on File for Review.
Tf a recipient agency has 50 or more employeea and is receiving a aingle award or subaward for $25,000 or more, but (eas then 5500,000,
then the recipicnt ageacy does not have to subrnit an EEOP to OJP for review as long as it certifiea thc fo(lowing (42 C.F.R. § 42.305):
I, [responsible offlcial], certify that
�e [recipientj,which has 50 or more
employees and is receiving a single award or subaward for $25,400 or more, but less than $500,000, has formulated an
EEOP in accordance with 28 CFR §42.301, et seq., subpart E. I fuither certify that the EEOP has been formulated and
signed into effect within the past two years by the proper authority and that it is available for review. The EEOP is on fi1e in
the office of: [organization],
$t [address],for review by the public and
employees or for review or audit by officials of the relevant state planning agency or the Office for Civil Rights, Offsce of
Justice Programs, U. S. Department of dustice, as required by relevant laws and regulations.
Print or type Name and Title
OMB Approval No. 1121-0140 Facpiracion Date; 32/31/12
Signature
Aate �^�