FINANCIAL ASSISTANCE AGREEMENT (2)Agreement #:
CSFA #: 71.010
Financial Assistance Agreement between the
Florida Department of Law Enforcement
and
Clearwater Police Department
This agreement is entered into by and between the Florida Department of Law Enforcement (herein
referred to as "FDLE" or "Department") and Clearwater Police Department (herein referred to as "Recipient"
or "Participating Agency"); and
WHEREAS, the Department has the authority pursuant to Florida law and does hereby agree
to provide state financial assistance to the Recipient upon the terms and conditions hereinafter
set forth, and
WHEREAS, the Recipient represents that it is fully qualified, possesses the requisite skills,
knowledge, qualifications and experience to carry out the state project identified herein, and
does offer to perform such services, and
WHEREAS, the parties entered into a Multi -Agency Voluntary Cooperation Mutual Aid
Agreement (MAA) to establish terms and conditions for the purpose of facilitating and providing
technical assistance and equipment in criminal investigations in Florida, which became
effective upon signature of the authorized representative of the parties and will remain in effect
until; and
WHEREAS, the MAA provides that the participating agency agrees to provide technical and
investigative assistance upon request; and
WHEREAS, the Department has budget authority and available funds for the 2018-19 fiscal
year to reimburse the Participating Agency for eligible costs resulting from allowable activities
as defined in this agreement incurred during the course of investigative operations.
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree to this
agreement as follows:
FDLE will administer and disburse funds under this agreement in accordance with sections 215.97,
215.971, 215.981 and 215.985, F.S. for state financial assistance. The Recipient shall perform all tasks,
activities, and provide deliverables, including reports, as specified in this agreement. Certification or
attestation of the receipt of deliverables from an FDLE Task Force Leader must be received and accepted
by FDLE's Office of Criminal Justice Grants (OCJG) prior to payment and are subject to subsequent audit
and review to the satisfaction of the FDLE. FDLE's determination of acceptable expenditures shall be
conclusive.
The State of Florida's performance and obligation to pay under this agreement is contingent upon an
appropriation by the Legislature, availability of funds, and subject to any modification in accordance with
Chapter 216, Florida Statutes or the Florida Constitution.
The Recipient certifies with respect to this agreement that it possesses the legal authority to receive the
funds to be provided under this agreement and that, if applicable, its governing body has authorized, by
resolution or otherwise, the execution and acceptance of this agreement with all covenants and assurances
contained herein. The Recipient also certifies that the undersigned possesses the authority to legally
execute and bind Recipient to the terms of this agreement.
Expenditures of state financial assistance shall be compliant with laws, rules and regulations applicable to
expenditures of State funds, including, but not limited to, the Reference Guide for State Expenditures
published by the Florida Department of Financial Services. Any travel paid from this agreement will be in
accordance with State of Florida travel guidelines, including maximum rates for per diem, mileage, and
lodging rates.
OVERVIEW AND FUNDING
Project Title
Electronic Surveillance Support Team and Cyber High Tech Task Force
Term of Agreement
Project Start Date: 07/01/2018 Project End Date: 06/30/2019
Program Activities and Scope of Work
This grant provides reimbursement, not to exceed $12,500 per task force member, to participate in
investigative operations or related training. The Recipient will provide task force members to work overtime,
provide vehicles and fuel for the personnel, and provide personnel with necessary FDLE-approved training.
Total reimbursement for all participating agencies for the ESST/CHT task force under FDLE's appropriation
shall not exceed $300,000.
Available funds may be reprogrammed based on the operational needs of the task force; therefore, the
actual amount to be reimbursed may be reduced subject to the availability of funds.
Deliverables, Performance and Reports
Task force members will conduct operations during the 2018-19 state fiscal year according to the MAA.
Task force members must be approved by FDLE's task force leader and must pass a FDLE background
investigation. Activities shall be considered authorized only when approved and directed by a FDLE
supervisor or command designee. FDLE's task force coordinator or designee shall maintain activity Togs
that demonstrate the involvement of specific employees or agents provided by the parties to this
agreement, including each operation's supervisor or designated leader.
The deliverables for this agreement is the completion of training in direct support of task force activities,
and the performance of task force investigative activities and operations by authorized task force members
as directed by the FDLE task force leader or supervisor. The minimum performance for these activities will
be determined based on the needs of each investigation and communicated to task force members by the
supervisor or task force leader.
Documentation of performance and deliverables will consist of signature certification by an FDLE task force
leader or supervisor on each payment invoice. The Department will determine the specific required
services and activities and associated costs based on the nature of each investigation. Active criminal
intelligence information, active criminal investigative information, and information revealing surveillance
techniques, procedures, or personnel are exempt from public records disclosures under section
119.071(2), F.S.; therefore, specific activities will not be detailed in this agreement or subsequent
performance or expenditures reports.
Distribution and Payments
This award is a cost -reimbursement agreement for eligible costs incurred during the term of the agreement
for satisfactory performance of eligible activities described in the Budget Narrative. Only project costs
incurred on or after the start date, and on or prior to the end date are eligible for reimbursement.
Expenditures must be supported with documentation and verified prior to payment.
The parties agree that all expenditures of state financial assistance must be in compliance with laws, rules,
and regulations applicable to expenditures of state funds, including, but not limited to, the Reference Guide
for State Expenditures.
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The parties agree that any funds paid in excess of the amount to which the participating agency is entitled
under the terms and conditions of the agreement must be refunded to FDLE.
Budget Narrative
The total available for all participating task force agencies under this program is $300,000. Requests for
payment will be processed and paid in the order received by FDLE up to the total $300,000 available for all
participating agencies.
Funds will be reimbursed up to an annual maximum of $12,500 per task force participant.
Overtime (Salaries and Benefits):
Grant funds will be used to pay overtime or straight -time pay in excess of a task force member's contracted
regular pay hours for participating in joint task force operations under the direction of an FDLE task force
leader.
Expense — (Travel and Training):
Grant funds will be used to pay travel costs for task force members participating in FDLE approved training
in direct support of joint task force operations. Training funded under this Agreement must receive pre -
approval from the FDLE HQ Investigation and Forensic Sciences/Cyber High Tech Crimes, Special Agent
Supervisor and/or the ESST or Cyber Inspector assigned to the IFS/HQ Cyber High Tech Crime unit in
Tallahassee via email using the standard FDLE travel/training email format. Recipient shall submit pre -
approval request through their local FDLE Task Force leader. The Task Force Leader will coordinate
approval of the training event with FDLE IFS Cyber High Tech Crime Unit in Tallahassee. The request shall
include the following:
• Task Force member name
• Task Force member agency
• Name and number of training course
• Date of training
• Location of training
• Estimated cost of training, to include a breakout of registration, travel and per diem expenses
Recipients shall provide documentation of the training approval as backup with the request for
reimbursement.
Grant funds will be used to pay mileage costs for task force members utilizing the Recipient's vehicles in
joint task force operations under the direction of an FDLE task force leader. Mileage will be documented in
a sufficient manner to be directly attributable to joint task force operations, and reimbursed at a rate in
accordance with State of Florida travel guidelines.
All expenditures related to travel must be in accordance with the terms and conditions of this agreement
and will be reimbursed by FDLE up to the amount paid by Recipient, not to exceed amounts specified in
section 112.061, F.S. Per Diem may be reimbursed at a rate not to exceed $80 per day. Meals will be
reimbursed at the State of Florida rate of $6 for Breakfast, $11 for lunch, and $19 for dinner.
Documentation must support the per diem and travel were for a participant employed by the Recipient,
incurred in conjunction with investigative operations or training pre -approved by the task force leader
pursuant to the MAA, and were in accordance with this agreement and F.S. 112.061. Documentation
includes, but is not limited to, agendas, training certifications, registration confirmation, payment receipts,
etc.
Supporting backup documentation for all travel costs will consist of those specified in this section and
Florida Statute, and recorded on a State of Florida Travel Voucher.
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Supporting backup documentation for all personnel costs will consist of the Recipient's written
compensation and pay plan, timesheets supporting time worked was in excess of the individual's regular
pay and contracted hours, payroll records supporting the amount of personnel costs paid, and time/activity
records supporting time worked were for approved task force activities.
STANDARD TERMS AND CONDITIONS
Financial Expenditure Reports, Payment, and Invoice Requirements
The Recipient shall submit monthly invoices to the Department. Invoices shall be signed by the Recipient's
Chief Financial Officer or the Chief Financial Officer's designee. The final invoice for payment shall be
submitted to the Department no more than 30 days after the end date of the agreement.
Financial Consequences
If the Recipient fails to perform in accordance with this agreement, the Department will apply financial
consequences as described in accordance with sections 287.058(1)(h) and 215.971(1)(c), F.S. The
foregoing does not limit additional financial consequences, which may include but are not limited to
withholding funds, withholding payments until deficiency is corrected, tendering only partial payments,
applying payment adjustments for additional financial consequences or for liquidated damages to the
extent permitted, or termination of the agreement. Any payment made in reliance on the Recipient's
evidence of performance, which evidence is subsequently determined to be erroneous, will be immediately
due as an overpayment to the extent of such error.
Overpayments and Offsets
The Recipient shall return to the Department any overpayments due to unearned funds or funds disallowed
that were disbursed to the Recipient by the Department, and any interest attributable to such funds. Should
repayment not be made promptly upon discovery by the Recipient or its auditor, or upon written notice by
the Department, the Recipient will be charged interest at the lawful rate of interest on the outstanding
balance until returned.
Payments made for services subsequently determined by the Department to not be in full compliance with
contract requirements shall be deemed overpayments. The Department shall have the right at any time to
offset or deduct from any payment due under this or any other contract or agreement any amount due to
the Department from the Recipient under this or any other contract or agreement.
Financial Management
The Recipient is required to establish and maintain adequate accounting systems and financial records and
to accurately account for funds awarded. The Recipient must have a financial management system in place
that is able to record and report on the receipt, obligation, and expenditure of grant funds. An adequate
accounting system must be able to accommodate a fund and account structure to separately track receipts,
expenditures, assets, and liabilities for awards, programs, and subrecipients. The Recipient shall maintain
books, records, and documents (including electronic storage media) in accordance with generally accepted
accounting procedures and practices.
All funds spent on this project shall be disbursed according to provisions of the project budget as approved
by the Department.
Subcontracts
The Department may conduct, and Recipient shall cooperate in, a security background check or otherwise
assess any employee, subcontractor, or agent furnished by the Recipient.
Recipient agrees to be responsible for all work performance and all expenses incurred in fulfilling the
obligations of this Agreement, and will not assign the responsibility for this Agreement to another party. If
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the Recipient subcontracts any or all of the work required under this agreement, a copy of the executed
subcontract must be forwarded to the Department within thirty (30) days after execution of the subcontract.
The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by all applicable state
and federal laws and regulations, and (ii) the subcontractor shall hold the Department and Recipient
harmless against all claims of whatever nature arising out of the subcontractor's performance of work under
this agreement, to the extent allowed and required by law.
Conflict of Interest
The Recipient will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain.
Recipients must disclose in writing any potential conflict of interest to the Department.
Violations of Criminal Law
The Recipient must disclose all violations of state or federal criminal law involving fraud, bribery or gratuity
violations potentially affecting the grant award.
Reporting Potential Fraud, Waste, Abuse, and Similar Misconduct
The Recipient must promptly refer to the Department of Law Enforcement, Office of Criminal Justice Grants
any credible evidence that a principal, employee, agent, contractor, subcontractor, or other person has
either 1) submitted a claim for grant funds that violates the False Claims Act; or 2) committed a criminal or
civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving
grant funds.
Restrictions and certifications regarding non -disclosure agreements and related matters
Recipients or contracts/subcontracts under this award may not require any employee or contractor to sign
an internal confidentiality agreement or statement that prohibits, restricts or purports to prohibit or restrict,
the reporting of waste, fraud or abuse in accordance with law, to an investigative or law enforcement
representative of a state or federal department or agency authorized to receive such information.
The Recipient certifies that if is informed or notified of any subrecipient, or contractor/subcontractor has
been requiring their employees to execute agreements or statements that prohibit the reporting of fraud,
waste, or abuse that it will immediately cease all further obligations of award funds to the entity and will
immediately notify the Department. The Recipient will not resume obligations until expressively authorized
to do so from the Department.
Compliance with Statutes, Rules, and Regulations
In performing its obligations under this agreement, the Recipient shall without exception be aware of and
comply with all State and Federal laws, rules and regulations relating to its performance under this
agreement as they may be enacted or amended from time -to -time, as well as any court or administrative
order, judgment, settlement or compliance agreement involving the FDLE which by its nature affects the
services provided under this agreement. The following are examples of rules and regulations that govern
Recipient's performance under this agreement.
Civil Rights
The Recipient agrees to comply with the Americans With Disabilities Act (Public Law 101-336, 42 U.S.C.
Section 12101 et seq.) and shall not discriminate against any employee (or applicant for employment) in
the performance of this Agreement because of race, color, religion, sex, national origin, disability, age, or
marital status. These requirements shall apply to all contractors, subcontractors, subgrantees or others with
whom it arranges to provide services or benefits to clients or employees in connection with its programs
and activities.
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Lobbying Prohibited
The Recipient shall comply with the provisions of sections 11.062 and 216.347, F.S., which prohibit the
expenditure of funds for the purpose of lobbying the Legislature, judicial branch, or a State agency. No
funds or other resources received from the Department in connection with this agreement may be used
directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state
agency.
Public Records
As required by section 287.058(1)(c), F.S., the Recipient shall allow public access to all documents,
papers, letters, or other public records as defined in section 119.011(12), F.S. as prescribed by section
119.07(1) F.S., made or received by the Recipient in conjunction with this Agreement, except that public
records which are made confidential by law must be protected from disclosure. It is expressly understood
that the Recipient's failure to comply with this provision shall constitute an immediate breach of contract, for
which the Department may unilaterally terminate this Agreement.
Notice of Legal Actions
The Recipient shall notify the Department of potential or actual legal actions taken against the Recipient
related to services provided through this Agreement or that may impact the Recipient's ability to complete
the deliverables outlined herein, or that may adversely impact the Department. The Department's Grant
Manager will be notified within 10 days of Recipient becoming aware of such actions or potential actions or
from the day of the legal filing, whichever comes first.
Records, Retention
Retention of all financial records, supporting documents, statistical records, and any other documents
(including electronic storage media) pertinent to this Agreement shall be maintained by the Recipient during
the term of this Agreement and retained for a period of five (5) years after completion of the Agreement or
longer when required by law. In the event an audit is required under this Agreement, records shall be
retained for a minimum period of five (5) years after the audit report is issued or until resolution of any audit
findings or litigation based on the terms of this Agreement, at no additional cost to the Department.
Upon demand, at no additional cost to the Department, the Recipient will facilitate the duplication and
transfer of any records or documents during the term of this Agreement and the required five (5) year
retention period. No record may be withheld, nor may the Recipient attempt to limit the scope of any of the
foregoing inspections, reviews, copying, transfers or audits based on any claim that any record is exempt
from public inspection or is confidential, proprietary or trade secret in nature; provided, however, that this
provision does not limit any exemption to public inspection or copying to any such record.
These records shall be made available at all reasonable times for inspection, review, copying, or audit by
State, or other personnel duly authorized by the Department.
Audits
The Recipient shall comply and cooperate immediately with any inspections, reviews, investigations, or
audits deemed necessary by the Office of the Inspector General (section 20.055, F.S.).
In the event that the Recipient expends a total amount of state financial assistance equal to or in excess of
$750,000 in any fiscal year of such Recipient, the Recipient must have a State single or project -specific
audit for such fiscal year in accordance with section 215.97, F.S.; applicable rules of the Department of
Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General. In determining the state financial assistance expended in its
fiscal year, the Recipient shall consider all sources of state financial assistance, including state financial
assistance received from the Department of Law Enforcement, other state agencies, and other non -state
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entities. State financial assistance does not include Federal direct or pass-through awards and resources
received by a non -state entity for Federal program matching requirements.
The schedule of expenditures should disclose the expenditures by contract/agreement number for each
contract with the Department in effect during the audit period. All questioned costs and liabilities due the
Department shall be fully disclosed in the audit report package with reference to the specific contract
number.
If the Recipient expends Tess than $750,000 in state financial assistance in its fiscal year, an audit
conducted in accordance with the provisions of section 215.97, F.S., is not required. In the event that the
Recipient expends less than $750,000 in state financial assistance in its fiscal year and elects to have an
audit conducted in accordance with the provisions of section 215.97, F.S., the cost of the audit must be
paid from the non -state entity's resources (Le., the cost of such an audit must be paid from the recipient's
resources obtained from other than State entities).
Pursuant to section 215.97(8), F.S., State agencies may conduct or arrange for audits of state financial
assistance that are in addition to audits conducted in accordance with section 215.97, F.S.. In such an
event, the State awarding agency must arrange for funding the full cost of such additional audits.
Any reports, management letters, or other information required to be submitted to the Department pursuant
to this agreement shall be submitted within nine (9) months after the end of the Recipient's fiscal year or
within 30 days of the recipient's receipt of the audit report, whichever occurs first, unless otherwise required
by Florida Statutes:
Copies of financial reporting packages required by of this Agreement shall be submitted by or on behalf of
the Recipient directly to each of the following:
The Department of Law Enforcement at:
ATTN: Petrina T. Herring
Florida Department of Law Enforcement
Office of Criminal Justice Grants
Post Office Box 1489
Tallahassee, Florida 32302-1489
The Auditor General's Office at:
Auditor General's Office
Room 401, Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
Monitoring
The Recipient agrees to comply with the Department's grant monitoring guidelines, protocols, and
procedures; and to cooperate with the Department on all grant monitoring requests, including requests
related to desk reviews, enhanced programmatic desk reviews, site visits, and/or Florida Department of
Financial Services contract reviews and Expanded Audits of Payment (EAP).
The Recipient agrees to provide the Department all documentation necessary to complete monitoring of the
award and verify expenditures in accordance with section 215.971, F.S. Further, the Recipient agrees to
abide by reasonable deadlines set by the Department for providing requested documents. Failure to
cooperate with grant monitoring activities may result in sanctions affecting the Recipient's award, including,
but not limited to: withholding and/or other restrictions on the recipient's access to funds.
Recipient's Confidential and Exempt Information
By executing this agreement, the Recipient acknowledges that, having been provided an opportunity to
review all provisions hereof, all provisions of this agreement not specifically identified in writing by the
Recipient prior to execution hereof as "confidential" or "exempt" will be posted by the Department on the
public website maintained by the Department of Financial Services pursuant to section 215.985, F.S. The
Recipient agrees that, upon written request of the Department, it shall promptly provide to the Department
a written statement of the basis for the exemption applicable to each provision identified by the Recipient
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as "confidential" or "exempt", including the statutory citation to an exemption created or afforded by statute,
and state with particularity the reasons for the conclusion that the provision is exempt or confidential.
Any claim by Recipient of trade secret (proprietary) confidentiality for any information contained in
Recipient's documents (reports, deliverables or work papers, etc., in paper or electronic form) submitted to
the Department in connection with this Agreement cannot be waived, unless the claimed confidential
information is submitted in accordance with the following two paragraphs:
The Recipient must clearly label any portion of the documents, data, or records submitted that it
considers exempt from public inspection or disclosure pursuant to Florida's Public Records Law as
trade secret. The labeling will include a justification citing specific statutes and facts that authorize
exemption of the information from public disclosure. If different exemptions are claimed to be
applicable to different portions of the protected information, the Recipient shall include information
correlating the nature of the claims to the particular protected information.
The Recipient must clearly label any portion of the documents, data, or records submitted that it
considers exempt from public inspection or disclosure pursuant to Florida's Public Records Law as
trade secret. The labeling will include a justification citing specific statutes and facts that authorize
exemption of the information from public disclosure. If different exemptions are claimed to be
applicable to different portions of the protected information, the Recipient shall include information
correlating the nature of the claims to the particular protected information.
The Department, when required to comply with a public records request including documents submitted by
the Recipient, may require the Recipient to expeditiously submit redacted copies of documents marked as
trade secret in accordance with this section. Accompanying the submission shall be an updated version of
the justification, correlated specifically to redacted information, either confirming that the statutory and
factual basis originally asserted remain unchanged or indicating any changes affecting the basis for the
asserted exemption from public inspection or disclosure. The redacted copy must exclude or obliterate only
those exact portions that are claimed to be trade secret. If the Recipient fails to promptly submit a redacted
copy, the Department is authorized to produce the records sought without any redaction of proprietary or
trade secret information.
Termination
The Department reserves the right to unilaterally cancel this agreement for refusal by the Recipient to allow
public access to 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, unless the
records are exempt pursuant to Article I. Section 24(a), of the Florida Constitution and section 119.07(1),
F.S.
In the event funds for payment pursuant to this agreement become unavailable, the Department may
terminate this agreement with twenty-four (24) hour written notice in writing to the Recipient. The
Department shall be the final authority as to the appropriation, availability and adequacy of funds.
In the event the Recipient fails to fully comply with the terms and conditions of this agreement, the
Department may terminate the Agreement upon written notice. Such notice may be issued without
providing an opportunity for cure if it specifies the nature of the noncompliance and states that provision for
cure would adversely affect the interests of the State or is not permitted by law or regulation. Otherwise,
notice of termination will be issued after the Recipient's failure to fully cure such noncompliance within the
time specified in a written notice of noncompliance issued by the Department specifying the nature of the
noncompliance and the actions required to cure such noncompliance. In addition, the Department may
employ the default provisions in Rule 60A-1.006(3), F.A.C., but is not required to do so in order to terminate
the agreement. The Department's failure to demand performance of any provision of this agreement shall
not be deemed a waiver of such performance. The Department's waiver of any one breach of any provision
of this Agreement shall not be deemed to be a waiver of any other breach and neither event shall be
construed to be a modification of the terms and conditions of this Agreement. The provisions herein do not
limit the Department's right to remedies at law or in equity.
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The validity of this agreement is subject to the truth and accuracy of all the information, representations,
and materials submitted or provided by the Recipient in this agreement, in any subsequent submission or
response to Department request, or in any submission or response to fulfill the requirements of this
agreement, and such information, representations, and materials are incorporated by reference. The lack
of accuracy thereof or any material changes shall, at the option of the Department and with thirty (30)days
written notice to the Recipient, cause the termination of this agreement and the release of the Department
from all its obligations to the
This agreement shall boconstrued under the laws of the State of Florida, and venue for any actions arising
out ofthis agreement shall lie inLeon County. If any provisionhereof iainconflict with any applicable
statute or rule, or is otherwise unenforceable, then such provision shall be deemed null and void to the
extent of such conflict, and shall be deemed severable, but shall not invalidate any other provision of this
agreement.
Nuwaiver bvthe Depo�nlertofany hghtormemnedygranted hereunder orfailure toinsist onsthot
performance' bv�heeo|p|entehaUofhectorextend oract asewaiver ofany other hghtorrernedyofthe
Department hereunder,
undor, oraffect the subsequent e%eroiseofthe sanmehghtornemnedybythe C)opa�n�ent
for any fu�herorsubsequent defau�bvthe
'Recipient. Any power ofapproval ordisapproval granted tothe
Department under the terms ofthis agreement mhmUsun/kmtheNannsand |ifeofth|soQraennentooa
whole.
The agreement may be executed in any number of counterparts, any one of which may be taken as an
original.
In the event of termination, the Recipient will be compensated for any work satisfactorily completed through
the date oftermination ormnearlier date ofsuspension ofwork.
PARTICIPATING AGENCY STATE OFFLORIDA
CLEARWATER POLICE DEPARTMENT DEPARTMENT OF LRCEK8ENT
nature eFgnature
Name 'Name
Special Agent in Charge, Tampa Bay Region
Title(Agency Head/Chief Official) Title
/I/
Date/
04 S V c-e- A Bureau Chief, Office of Criminal Justice Grants
Address to Remit Payment Title
City, Zip Date
THIS CONTRACT|SNOT VALID UNTIL SIGNED AND DATED BYALL PARTIES
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Signature Page - Renew the revised Financial Assistance Agreement between the
Florida Department of Law Enforcement and Clearwater Police Department 2018-2019
Countersigned: CITY OF CLEARWATER, FLORIDA
—cteont\crckkos
George N. Cretekos
Mayor
By: \Aci0
!.)Ou-ate L
illiam B. Horne II
City Manager
Approved as to form: Attest:
1 VA. X14
Ma =w Smit
Assistant City 7 orney
Rosemarie Call
City Clerk
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CLAIM & REIMBURSMENT GUIDELINES
Invoice Frequency
The recipient shall submit claims for reimbursement of authorized expenditures monthly or quarterly
and within 30 days after the end of the reporting period. Quarters are defined on state fiscal year as
July -September; October -December; January -March and April -June.
Submission Information
Claims should be submitted to the FDLE grant manager electronically or via mail. The name and
address of the Department contact and grant manager for this agreement is:
ATTN: Chanda Zirkelbach
Florida Department of Law Enforcement
Office of Criminal Justice Grants
Post Office Box 1489
Tallahassee, Florida 32302-1489
ChandaZirkelbach a(�,fdle.state.fl.us
General Requirements
Funds will be reimbursed up to an annual maximum of $12,500 per task force participant to
participate in investigative operations or related training.
All costs invoiced must directly relate to an authorized task force investigation or pre -approved
training, and include a task force assigned case number or training title for cost claimed.
Training funded under this agreement must receive pre -approval from the FDLE HQ Investigation
and Forensic Sciences/Cyber High Tech Crimes, Special Agent Supervisor and/or the ESST or
Cyber Inspector assigned to the IFS/HQ Cyber High Tech Crime unit in Tallahassee via email using
the standard FDLE travel/training email format.
Claims must be submitted in detail sufficient for pre -audit and post -audit thereof.
All claims must reflect a summary of reimbursable expenses paid by the participating agency for the
reporting period for each participant and incurred for investigative operations or training pursuant to
the MAA.
All claims must include the total reimbursement amount claimed by the participating agency, the
contract number, FEID number, and the billing period.
For all costs, maintain documentation to verify that the costs were:
• Incurred during the agreement period;
• Paid by the participating agency prior to requesting reimbursement; and
• Directly related to a specific case or training.
The claim must be signed by the participating agency's chief official and must include a certification
that the costs claimed are true and valid costs incurred in accordance with the agreement and do
not exceed the annual cost limitations.
DOCUMENTATION FOR INVOICES
Please submit a signed copy of the Claim for Payment document attached below, as well as the
appropriate supporting documentation for your specific request. Claims will be held until all
documentation is provided and correct.
Overtime (Salaries and Benefits):
Grant funds will be used to pay overtime or straight -time pay in excess of a task force member's
contracted regular pay hours for participating in joint task force operations under the direction of an
FDLE task force leader.
Supporting documentation for overtime must include:
• Copy of the timesheet to include the name of task force member, the date and case worked.
• Pay stub reflecting the overtime and rate of pay that correlates with overtime submitted.
Expense — (Training, Travel, Mileage and Per Diem):
Grant funds will be used to pay travel costs for task force members participating in FDLE approved
training in direct support of joint task force operations. Recipient shall submit pre -approval request
through their local FDLE Task Force leader. The Task Force Leader will coordinate approval of the
training event with FDLE IFS Cyber High Tech Crime Unit in Tallahassee. The request to the FDLE
Task Force Leader shall include the following:
• Task Force member name
• Task Force member agency
• Name and number of training course
• Date of training
• Location of training
• Estimated cost of training, to include a breakout of registration, travel and per diem
expenses
Supporting documentation for training must include:
• Documentation of the training approval as backup with the request for reimbursement.
Grant funds will be used to pay mileage costs for task force members utilizing the Recipient's
vehicles in joint task force operations under the direction of an FDLE task force leader.
Mileage will be documented with date and case number to be directly attributable to joint task force
operations, incurred in conjunction with investigative operations or training pre -approved by the task
force leader pursuant to the MAA, and reimbursed at a rate in accordance with State of Florida
travel guidelines Section 112.061, F.S.
Per Diem may be reimbursed at a rate not to exceed $80 per day. Meals/sustenance will be
reimbursed at the State of Florida rate: Breakfast $6 — travel begins before 6 a.m. extends beyond 8
a.m.; Lunch $11 — travel begins before 12 noon extends beyond 2 p.m.; Dinner $19 — travel begins
before 6 p.m. extends beyond 8 p.m., or when travel occurs during nighttime hours due to special
assignment.
Supporting documentation for travel, mileage and per diem must include:
• Dates of travel, destination, purpose, mileage
• Payment receipts for food, gas, hotel, etc.
State Financial Assistance Grant
Expenditure Report for Payment
Program Name:
Grant #:
Recipient Organization:
FEID Number:
This report should only include the recipient
payments made prior to or during the report
period within the grant period.
Reporting Period:
Address:
Budget Category
Claim Report Number:
Category Total
Personnel (Salaries/Overtime)
Fringe Benefits
Expenses (Supplies)
Equipment (Capital Outlay)
Travel
Construction
Contractual Services/ Subcontracts
Other Costs
Total Claim Amount
I hereby certify that the above costs are true and valid costs incurred in accordance
with the agreement and do not exceed the annual cost limitations.
Date:
Signed:
Participating Agency Chief Official
Printed Name Chief Official
DETAIL OF PERSONNEL (Salaries/Overtime)
Recipient:
Grant #:
Reporting Period:
Claim #:
Employee name or ID and title
Description of work or case #
Dates of work
performed
Hours worked
Date(s) paid
Total charged to
project
TOTAL Personnel:
DETAIL OF TRAVEL
Recipient:
Grant #:
Reporting Period:
Claim #:
Dates of
travel
Employee name or
ID and title
Travel performed
from point of
origin to
destination
Purpose of travel
(i.e. training, case
# or conference)
Hours of
departure &Conference
return
cost
Meals
Per Diem
or hotel
Mileage
claimed
Total charged to
project (total miles x
$.445/mile)
TOTAL Travel:
$
FDLE
Years of
Florida Department of Service
Law Enforcement
Richard L. Swearingen 1 9 6 7-2 0 1 7
Commissioner
August 31, 2018
Mr. Daniel Slaughter
Chief
Clearwater Police Department
645 Pierce St.
Clearwater, FL 33756
Re: Grant No. 2019-SFA-EST-52-9M-004
Dear Chief Slaughter:
The Florida Department of Law Enforcement is pleased to award a grant for State Financial Assistance
in the amount of$300,000 for the project entitled, Electronic Surveillance Support Team and Cyber High
Tech Task Force.
This award is approved for a single non-recurring grant. Funding is allocated for the state fiscal year
2018-19, with the grant period beginning July 1, 2018 and ending June 30, 2019.
Enclosed is a copy of the approved award with the grant number, standard conditions, and the financial
claim report template. This award is subject to all administrative and financial requirements, including
timely submission of all monthly financial and performance reports, and compliance with all terms and
conditions. Information provided will be used by FDLE to meet Legislative and Governor's Office
reporting requirements for recipient performance and return on investment.
Information from grant awards and performance reports are provided to the Legislature and Governor's
Office, as well as to the Department of Financial Services (DFS) via the Florida Accountability Contract
Tracking System (FACTS). This grant agreement, all corresponding information, and a copy of the grant
document is provided to FACTS to meet requirements under Chapter 2013-54 and 2013-154 Laws of
Florida. Please be aware, in the event that your agency's submission contains confidential and/or
exempt information prohibited from public dissemination under Florida's Public Records Law, Chapter
119, Florida Statutes, your organization bears the responsibility for applying proper redactions.
Otherwise, any and all records submitted may be released without redactions.
We look forward to working with you on this project. Please contact Senior Management Analyst
Supervisor Danielle Terrell at (850) 617-1250 if you have any questions or we can be of further
assistance.
Sincerely,
Petrina Tuttle Herring
Bureau Chief
PTH/dt
Enclosure
Business Support m Office of Criminal Justice Grants
Post Office Box 1489,Tallahassee, FL 32302-1489
(850)617-1250
www.fdle.state.fl.us
Service ® Integrity a Respect ® Quality