2013-48 RESOLUTION NO. 2013-48
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA AUTHORIZING THE CITY
MANAGER TO EXECUTE AND APPLY FOR THE
FEDERAL DRUG CONTROL AND SYSTEM
IMPROVEMENT PROGRAM GRANT AVAILABLE
THROUGH THE MIAMI-DADE COUNTY; TO APPLY FOR,
RECEIVE, AND EXPEND $3,948 IN FEDERAL FUNDS
FOR THE SCHOOL RESOURCE OFFICER PROJECT;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO CARRY OUT THE AIMS OF THIS
RESOLUTION; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Commission of the City of Aventura desires to accomplish
the purpose outlined in the contract attached hereto and incorporated herein by
reference.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. The City Manager is authorized to apply for funds in the
approximate amount of $3,948 and execute such contracts and agreements as are
required between Miami-Dade County and the City of Aventura to provide for services
provided by the Community Drug & Crime Prevention School Resource Officer Program
in substantially the form as attached hereto.
Section 2. The City Manager is authorized to do all things necessary to carry
out the aims of this Resolution.
Section 3. This Resolution shall become effective immediately upon its
adoption.
The foregoing Resolution was offered by Commissioner Joel, who moved its
adoption. The motion was seconded by Commissioner Cohen, and upon being put to a
vote, the vote was as follows:
Commissioner Enbar Cohen yes
Commissioner Teri Holzberg yes
Commissioner Billy Joel yes
Commissioner Michael Stern yes
Commissioner Howard Weinberg yes
Commissioner Luz Urbaez Weinberg absent
Mayor Susan Gottlieb yes
Resolution No. 2013-48
Page 2
PASSED AND ADOPTED this 5th day of November, 2013.
SUSAN GO IEB, MAYOR
ATTEST:
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APPROVED AS TO LEGAL UFFICIENCpN
CITY ATTORNEY
Aventura
FY2014
Contract
MIAMI-DADE COUNTY
CONTRACT
This Contract, made this day of 2013, by and between
Miami-Dade County, a political subdivision of the State of Florida (hereinafter referred to as
"County") through its Office of Management and Budget (hereinafter referred to as
"Department"), located at 111 N.W. First Street, 19th Floor Miami, FL 33128, and the CITY of
AVENTURA a municipality located in Miami-Dade County, Florida (hereinafter referred to as
"Provider"). This Contract provides the terms and conditions pursuant to which the Provider
shall provide a School Resource Officer Project.
WHEREAS, the County has been awarded federal funds from the Drug Control and
System Improvement Formula Grant Program under Public Law 100-690, the Federal Anti-Drug
Abuse Act of 1988, hereinafter referred to as the ACT; and.
WHEREAS, the Provider warrants and represents that it possesses the legal
authority to enter into this Contract by way of resolution, motion or similar action that has been
duly adopted or passed as an official act of the Provider's governing body, authorizing the
execution of the Contract, including all understandings and assurances contained herein, and
authorizing the person identified as the official representative of the Provider to carry out on
behalf of the Provider all of the duties and responsibilities set forth in this Contract; and
WHEREAS, this Contract shall be deemed effective upon award of grant funds by
the State of Florida Department of Law Enforcement, Office of Criminal Justice Grants to
Miami-Dade County or when this Contract has been duly executed by both parties, whichever is
later; and
WHEREAS, the County is desirous of supporting an expansion of the services
provided by the School Resource Officer Project by providing a portion of the federal funds
awarded to Miami-Dade County to the School Resource Officer Project; and
WHEREAS, the County as grantee for the State of Florida is authorized to contract
for said services for the School Resource Officer Project as an allowable activity under the
ACT; and
WHEREAS, the County requires the above-mentioned services from the Provider in
order to fulfill its contractual obligations under the aforementioned grant,
NOW, THEREFORE, for and in consideration of the mutual covenants recorded
herein, the parties hereto agree as follows:
I. AMOUNT PAYABLE Subject to available funds, the maximum amount payable for
services rendered under this Contract, shall not exceed $3,948. Both parties agree that should
available County funding be reduced, the amount payable under this Contract may be
proportionately reduced at the option of the County. Availability of funds shall be determined in
the sole discretion of the County.
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II. SCOPE OF SERVICES. The Provider agrees to render services in accordance with
the Scope of Services incorporated herein and attached hereto as Attachment A.
III. EFFECTIVE TERM. The effective term of this Contract shall be from October 1, 2013
through July 31, 2014.
IV. CASH MATCH REQUIREMENT. The Provider shall maintain sufficient financial
resources to meet the expenses incurred during the period between the provision of services
and payment by the County; however a Cash Match is not required for this grant term.
V. REQUIREMENTS RELATED TO USE OF ANTI-DRUG ABUSE FUNDS UNDER THE
DRUG CONTROL AND SYSTEM IMPROVEMENT PROGRAM
A. Requirements of the Anti-Drug Abuse Act. The Provider agrees to abide by all
of the requirements of the Anti-Drug Abuse Act of 1988 under the Drug Control and System
Improvement Formula Grant Program, as may be amended from time to time, as well as with
Chapter 11D-9 of the Florida Administrative Code, and all applicable federal, state and local
laws, regulations and policies. Furthermore, the Florida Department of Law Enforcement,
Business Support Program, Office of Criminal Justice Grants, Edward Byrne Memorial Justice
Assistance Grant Program Application for Funding Assistance and all laws, rules, regulations
relating thereto are incorporated herein by reference as if fully set forth. Furthermore, this
award is subject to all applicable rules, regulations, and conditions as contained in the Financial
and Administrative Guide for Grants, Guideline Manual 7100 1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-87, or OMB Circulars A-110 or A-102,
as applicable, and A-21, in their entirety. It is also subject to such further rules, regulations and
policies as may be reasonably prescribed by the State or Federal Government consistent with
the purposes and authorization of Public Law 90-351, as amended, and Public Law 100-690.
B. Supplanting. The Provider agrees that funds received under this Contract shall
be utilized to supplement, not supplant state or local funds, and will be used to increase the
amounts of such funds that would, in the absence of grant funds, be made available for anti-
drug law enforcement activities, in accordance with Rule Chapter 11D-9, Florida Administrative
Code.
VI. CONTINUITY OF SERVICES. Provider agrees to provide optimal continuity of services
by assuring that services are provided by the same person whenever possible and, if not, by a
qualified replacement when necessary.
VII. PROGRAM CONTACT. Provider shall designate a contract coordinator who shall be
responsible for: 1) monitoring the Provider's compliance with the terms of this Contract and; 2)
whenever the County so requests, meeting with County staff to review such compliance.
VIII. INDEMNIFICATION BY THE PROVIDER. The Provider shall indemnify and hold
harmless the County and its officers, employees, agents and instrumentalities from any and all
liability, losses or damages, including attorneys' fees and costs of defense, which the County or
its officers, employees, agents or instrumentalities may incur as a result of claims, demands,
suits, causes of actions or proceedings of any kind or nature arising out of, relating to or
resulting from the performance of this Contract by the Provider or its employees, agents,
servants, partners, principals or subcontractors. Provider shall pay all claims and losses in
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connection therewith and shall investigate and defend all claims, suits or actions of any kind or
nature in the name of the County, where applicable, including appellate proceedings, and shall
pay all costs, judgments, and attorney's fees which may issue thereon. Provider expressly
understands and agrees that any insurance protection required by this Contract or otherwise
provided by Provider shall in no way limit the responsibility to indemnify, keep and save
harmless and defend the County or its officers, employees, agents and instrumentalities as
herein provided. The provisions of this section or indemnification shall survive the expiration or
termination of this Contract. Nothing herein shall be construed to extend any party's liability
beyond that provided in section 768.28, Florida Statutes.
IX. INSURANCE. If Provider is an agency or a political subdivision of the State as defined
by section 768.28, Florida Statutes, the Provider shall furnish the County, upon request, written
verification of liability protection in accordance with section 768.28, Florida Statutes.
X. LICENSURE AND CERTIFICATION. The Provider shall ensure that all other licensed
professionals providing School Resource Officer services shall have appropriate licenses,
training and experience in the field in which he/she practices and abide by all applicable State
and Federal laws and regulations and ethical standards consistent with those established for
his/her profession. Ignorance on the part of the Provider shall in no way relieve it from any of
its responsibilities in this regard.
The Provider agrees to comply with all applicable laws, regulations, ordinances and
resolutions regarding background screening of employees, volunteers and subcontractors.
Provider's failure to comply with any applicable laws, regulations, ordinances and resolutions
regarding background screening of employees, volunteers and subcontractors is grounds for a
material breach and termination of this contract at the sole discretion of the County.
The Provider agrees to comply with all applicable laws (including but not limited to
Chapters 39, 402, 409, 394, 408, 393, 397, 984, 985 and 435, Florida Statutes, as may be
amended form time to time), regulations, ordinances and resolutions, regarding background
screening of those who may work or volunteer with vulnerable persons, as defined by section
435.02, Florida Statutes, as may be amended from time to time.
In the event criminal background screening is required by law, the State of Florida
and/or the County, the Provider will permit only employees and subcontractors with a
satisfactory national criminal background check through an appropriate screening agency (i.e.,
the Florida Department of Juvenile Justice, Florida Department of Law Enforcement or Federal
Bureau of Investigation) to work or volunteer in direct contact with vulnerable persons.
The Provider agrees to ensure that employees and subcontracted personnel who work
with vulnerable persons satisfactorily complete and pass Level 2 background screening before
working or volunteering with vulnerable persons. Provider shall furnish the County with proof
that employees, volunteers and subcontracted personnel, who work with vulnerable persons,
satisfactorily passed Level 2 background screening, pursuant to Chapter 435, Florida Statutes,
as may be amended from time to time.
If the Provider fails to furnish to the County proof that an employee, volunteer or
subcontractor's Level 2 background screening was satisfactorily passed and completed prior to
that employee or subcontractor working or volunteering with a vulnerable person or vulnerable
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persons, the County shall not disburse any further funds and this Contract may be subject to
termination at the sole discretion of the County.
XI. CONFLICT OF INTEREST. The Provider agrees to abide by and be governed by the
Miami-Dade County Conflict of Interest and Code of Ethics Ordinance codified at Section 2-11.1
et al. of the Code of Miami-Dade County, as may be amended from time to time, which is
incorporated herein by reference as if fully set forth herein, in connection with its Contract
obligations hereunder.
Nepotism. The Provider will comply with section 112.3135 of the Florida Statutes
regarding restrictions on employment of relations.
XII. CIVIL RIGHTS. The Provider agrees to abide by Chapter 11A of the Code of Miami-
Dade County ("County Code"), as amended, which prohibits discrimination in employment,
housing and public accommodations; Title VII of the Civil Rights Act of 1968, as amended,
which prohibits discrimination in employment and public accommodation; the Age
Discrimination Act of 1975, 42 U.S.C., §2000d as amended, which prohibits discrimination in
employment because of age; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. §794, as
amended, which prohibits discrimination on the basis of disability; and the Americans with
Disabilities Act, 42 U.S.C. §12103 et seq., which prohibits discrimination in employment and
accommodation because of disability.
It is expressly understood that upon receipt of evidence of discrimination under any of these
laws, the County shall have the right to terminate this Contract. It is further understood that the
Provider must submit an affidavit attesting that it is not in violation of the Americans with
Disability Act, the Rehabilitation Act, the Federal Transit Act, 49 U.S.C. §1612, and the Fair
Housing Act, 42 U.S.C. §3601 et seq. If the Provider or any owner, subsidiary, or other firm
affiliated with or related to the Provider, is found by the responsible enforcement agency, the
Courts or the County to be in violation of these Acts, the County will conduct no further
business with the Provider. Any contract entered into based upon a false affidavit shall be
voidable by the County. If the Provider violates any of the Acts during the term of any Contract
the Provider has with the County, such contract shall be voidable by the County, even if the
Provider was not in violation at the time it submitted its affidavit.
The Provider agrees that it is in compliance with the Domestic Violence Leave Ordinance,
codified as § 11A-60 et seq. of the Miami-Dade County Code, which requires an employer, who
in the regular course of business has fifty (50) or more employees working in Miami-Dade
County for each working day during each of twenty (20) or more calendar work weeks to
provide domestic violence leave to its employees. Failure to comply with this local law may be
grounds for voiding or terminating this Contract or for commencement of debarment
proceedings against Provider.
XIII. NOTICES. Notice under this Contract shall be sufficient if made in writing and delivered
personally or sent by mail or by facsimile to the parties at the following addresses or to such
other address as either party may specify:
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If to the COUNTY:
Miami-Dade County
Office of Management and Budget
111 NW First St., 19th Floor
Miami, Florida 33128
Attention: Ms. Michaela Doherty
If to the PROVIDER:
Aventura Police Department
19200 W. Country Club Dr.
Aventura, FL 33180
Attention: Ms. Shelisa Persaud
XIV. AUTONOMY. Both parties agree that this Contract recognizes the autonomy of and
stipulates or implies no affiliation between the contracting parties. It is expressly understood
and intended that the Provider is only a recipient of funding support and is not an agent or
instrumentality of the County. Furthermore, the Provider's agents and employees are not
agents or employees of the County.
Xy. BREACH OF CONTRACT: COUNTY REMEDIES.
A. Breach. A breach or default by the Provider shall have occurred under this
Contract if: (1) The Provider fails to provide services outlined in the Scope of Services
(Attachment A) within the effective term of this Contract; (2) the Provider ineffectively or
improperly uses the funds allocated under this Contract; (3) the Provider fails to submit, or
submits incorrect or incomplete proof of expenditures to support reimbursement requests or
fails to submit or submits incomplete or incorrect detailed reports of expenditures or final
expenditure reports; (4) the Provider does not submit or submits incomplete or incorrect
required reports; (5) the Provider refuses to allow the County access to records or refuses to
allow the County to monitor, evaluate and review the Provider's program; (6) the Provider
discriminates under any of the laws outlined in Section XII of this Contract; (7) the Provider fails
to provide Domestic Violence Leave to its employees pursuant to local law; (8) the Provider
falsifies or violates the provisions of the Drug Free Workplace Affidavit (Attachment D); (9) the
Provider attempts to meet its obligations under this Contract through fraud, misrepresentation
or material misstatement; (10) the Provider fails to correct deficiencies found during a
monitoring, evaluation or review within the specified time; (11) the Provider fails to meet any of
the terms and conditions of the Miami-Dade County Affidavits (Attachment D); (12) the
Provider fails to meet any of the terms and conditions of any obligation under any contract or
otherwise or any repayment schedule to any of its agencies or instrumentalities; (13) the
Provider fails to fulfill in a timely and proper manner any and all of its obligations, covenants,
agreements and stipulations in this Contract. Waiver of breach of any provisions of this
Contract shall not be deemed to be a waiver of any other breach and shall not be construed to
be a modification of the terms of this Contract; or (14) The Provider has failed to comply with
the public records disclosure requirements set forth in Section 119.0701 of the Florida Statutes.
B. County Remedies. If the Provider breaches this Contract, the County may
pursue any or all of the following remedies:
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1. The County may terminate this Contract by giving written notice to the
Provider of such termination and specifying the effective date thereof at least five (5) days
before the effective date of termination. In the event of termination, the County may: (a)
request the return of all finished or unfinished documents, data studies, surveys, drawings,
maps, models, photographs, reports prepared and secured by the Provider with County funds
under this Contract; (b) seek reimbursement of County funds allocated to the Provider under
this Contract; (c) terminate or cancel any other contracts entered into between the County and
the Provider. The Provider shall be responsible for all direct and indirect costs associated with
such termination, including attorney's fees;
2. The County may suspend payment in whole or in part under this Contract
by providing written notice to the Provider of such suspension and specifying the effective date
thereof, at least five (5) days before the effective date of suspension. If payments are
suspended, the County shall specify in writing the actions that must be taken by the Provider as
condition precedent to resumption of payments and shall specify a reasonable date for
compliance. The County may also suspend any payments in whole or in part under any other
contracts entered into between the County and the Provider. The Provider shall be responsible
for all direct and indirect costs associated with such suspension, including attorney's fees;
3. The County may seek enforcement of this Contract including but not
limited to filing action with a court of appropriate jurisdiction. The Provider shall be responsible
for all direct and indirect costs associated with such enforcement, including attorney's fees;
4. The County may decline to contract with the Provider in the future;
5. If, for any reason, the Provider should attempt to meet its obligations
under this Contract through fraud, misrepresentation or material misstatement, the County
shall, whenever practicable terminate this Contract by giving written notice to the Provider of
such termination and specifying the effective date thereof at least five (5) days before the
effective date of such termination. The County may terminate or cancel any other contracts
which such individual or entity has with the County. Such individual or entity shall be
responsible for all direct or indirect costs associated with such termination or cancellation,
including attorney's fees. Any individual or entity who attempts to meet its contractual
obligations with the County through fraud, misrepresentation or material misstatement may be
disbarred from County contracting for up to five (5) years;
6. Any other remedy available at law or equity.
C. The County Mayor or Mayor's designee is authorized to terminate this Contract
on behalf of the County.
D. Damages Sustained. Notwithstanding the above, the Provider shall not be
relieved of liability to the County for damages sustained by the County by virtue of any breach
of the Contract, and the County may withhold any payments to the Provider until such time as
the exact amount of damages due the County is determined. The Provider shall be responsible
for all direct and indirect costs associated with such action, including attorney's fees.
XVI. TERMINATION BY EITHER PARTY. Both parties agree that this Contract may be
terminated by either party hereto by written notice to the other party of such intent to terminate
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•
at least thirty (30) days prior to the effective date of such termination. The County Mayor or
Mayor's designee is authorized to terminate this Contract on behalf of the County.
XVII. PROJECT BUDGET AND PAYMENT PROCEDURES. The Provider agrees that all
expenditures or costs shall be made in accordance with the Budget which is attached herein
and incorporated hereto as Attachment B.
A. Budget Variance. Funds may be shifted between approved line items, not to
exceed ten percent (10%) of the total budget, without a written amendment, upon written
approval of the Department. Variances greater than ten percent (10%) in any approved line
item shall require a written amendment signed by both parties.
B. Recapture Funds. At the conclusion of the second quarter and upon submission
of the Quarterly Performance Report and Expenditure Report, the County will review the
Provider's Year-To-Date expenditures.
1. Municipalities reporting remaining balances which exceed expenditure
levels for normal program operations must submit a plan which documents those steps the
municipality will take in the Third Quarter to fully expend the contract by the end of the program
period.
2. This expenditure plan must be approved by the County.
3. Where the municipality does not anticipate full expenditures by the end of
the program period, the County will recapture the anticipated unexpended amount for use in
another program, without a formal amendment process, and will notify the Provider in writing of
the recapture amount.
C. Payment Procedures. The County agrees to pay the Provider for services
rendered under this Contract based on the line item budget incorporated herein and attached
hereto as Attachment B. The parties agree that this is a cost-basis Contract and the Provider
shall be paid through reimbursement payment for allowable expenses on the budget approved
under this Contract (see Attachment B). The Provider agrees to invoice the County for each
School Resource Officer Project using the Quarterly Expenditure Report as it appears in
Attachment D, and to do so on a quarterly basis, as stated in Section XIX. B.2., the Quarterly
Expenditure Report shall be prepared in a manner in accordance with the form provided in
Attachment D. The final Expenditure Report shall be submitted by August 15, 2014
D. The Provider agrees to mail all invoices to the address listed above, Section XIII.
E. The County agrees to review invoices and to inform the Provider of any
questions. Payments shall be mailed to the Provider by the County's Finance Department.
F. No payment of subcontractors. In no event shall County funds be advanced
directly to any subcontractor hereunder.
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XVIII. INVENTORY - CAPITAL EQUIPMENT AND REAL PROPERTY.
A. Acquisition of Property. The Provider is required to be prudent in the acquisition
and management of property with federal funds. Expenditure of funds for the acquisition of
new property, when suitable property required for the successful execution of projects is
already available within the Provider organization, will be considered an unnecessary
expenditure.
B. Screening. Careful screening should take place before acquiring property in
order to ensure that it is needed with particular consideration given to whether equipment
already in the possession of the Provider organization can meet identified needs, the cost of the
proposed equipment and the size of the Provider organization. The Provider shall maintain an
adequate property management system. The establishment of a screening committee may
facilitate the process; however, the Provider may utilize other management techniques which it
finds effective as a basis for determining that the property is needed and that it is not already
within the Provider's organization. The County must ensure that the screening referenced
above takes place and that the Provider has an effective system for property management.
The Provider is hereby informed that if the County is made aware that the Provider does not
employ an adequate property management system, project costs associated with the
acquisition of the property may be disallowed.
C. Loss, Damage or Theft of Equipment. The Provider is responsible for replacing
or repairing any property which is willfully or negligently lost, stolen, damaged or destroyed.
Any loss, damage, or theft of the property must be investigated and fully documented and made
part of the official project records.
D. Equipment Acquired with Funds under this Contract. Equipment acquired shall
be used and managed by the Provider to ensure that the equipment is used for criminal justice
purposes.
E. Management. The Provider's procedures for managing equipment (including
replacement), whether acquired in whole or in part with project funds, will, at a minimum, meet
the following requirements: 1) Property records must be maintained which include description
of property, serial number or other identification number, source of the property, identification of
who holds the title, acquisition date, costs of the property, percentage of County participation in
the cost of the property (Federal funds), location of property, use and condition of the property,
disposition data including the date of disposal and sale price; 2) a physical inventory of the
property must be taken and the results reconciled with the property records at least once every
two (2) years; 3) a control system must exist to ensure adequate safeguards to prevent loss,
damage or theft of the property. Any loss, damage, or theft shall be investigated by the Provider
as appropriate; 4) adequate maintenance procedures must exist to keep the property in good
condition; and 5) if the Provider is authorized or required to sell the property, proper sales
procedures must be established to ensure the highest possible return.
F. Retention of Property Records. Records for equipment, nonexpendable
personal property, and real property shall be retained for a period of at least five (5) years from
the date of the disposition or replacement or transfer at the discretion of the County. If any
litigation, claim, or audit is started before the expiration of the five-year period, the records shall
be retained until all litigation, claims, or audit findings involving the records have been resolved.
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XIX. RECORDS, REPORTS, MONITORING AUDITS, AND EVALUATION STUDIES.
The Provider shall keep records of program services in sufficient detail to provide any reports
that may be requested by the County.
A. Records. All program records will be retained by the Provider for not less than
five (5) years beyond the term of this Contract. In accordance with contract requirements from
the State of Florida, records for the School Resource Officer Project services must reflect:
1. The names of staff providing services as described in Attachment A.
2. The dates and number of hours the staff provided services.
3. The dates of services and activities and the names of program
participants in attendance to such as described in Attachment A.
4. The records of all other program services provided under this Contract.
Pursuant to Section 119.0701 of the Florida Statutes, if.the Provider meets the definition of
"Contractor" as defined in Section 119.10701(1)(a), the Provider shall:
(a) Keep and maintain public records that ordinarily and necessarily would be required by the
public agency in order to perform the service;
(b) Provide the public with access to public records on the same terms and conditions that the
public agency would provide the records and at a cost that does not exceed the cost provided in
this chapter or as otherwise provided by law;
(c) Ensure that public records that are exempt or confidential an exempt from public records
disclosure requirements are not disclosed except as authorized by law; and
(d) Meet all requirements for retaining public records and transfer to the County, at no County
cost, all public records created, received, maintained and or directly related to the performance
of this Agreement that are in possession of the Provider upon termination of this Agreement.
Upon termination of this Agreement, the Provider shall destroy any duplicate public records that
are exempt or confidential and exempt.from public records disclosure requirements. All records
stored electronically must be provided to the County in a format that is compatible with the
information technology systems of the County.
For purposes of this Article, the term "public records" shall mean all documents, papers, letters,
maps, books, tapes, photographs, films, sound recordings, data processing software, or other
material, regardless of the physical form, characteristics, or means of transmission, made or
received pursuant to law or ordinance or in connection with the transaction of official business
of the County.
B. Reporting Requirements.
1. Quarterly and Final Project Performance Report. The Provider shall
submit the Quarterly Project Performance Report to the Office of Management and Budget by
January 5, April 5, July 5, and the Final Performance Report August 5, 2014 covering the
Contract activity for the previous quarter. The Quarterly and Final Project Performance Report
shall be submitted in the format and using the form attached hereto as Attachment C.
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2. Quarterly and Final Expenditure Report. The provider shall submit the
Quarterly Expenditure Report with supporting documentation to the Office of Management and
•
Budget by January 15, April 15, July 15, and the Final Expenditure Report August 15, 2014
covering the expenditures to be reimbursed for the previous quarter. The Quarterly and Final
Expenditure Report shall be submitted in the format and using the form attached hereto as
Attachment D.
3. Other Required Reports. The Provider shall submit other reports as may
be required by the Office of Management and Budget during the program period.
C. Changes to Reporting Requirements. The Provider understands that the
County may at any time require changes in data collected, records or reporting, as may be
necessary and agrees to comply with any such modifications.
D. Monitoring and Audit. The Provider shall make available for review, inspection,
monitoring or audit by the County without notice during normal business hours all financial
records and other program records and documents which relate to or have been produced or
created as a result of this Contract. The Provider shall provide assistance as may be
necessary to facilitate a financial/program audit when deemed necessary by the County to
ensure compliance with applicable accounting and financial standards. The County reserves
the right to require the Provider to submit to an audit of the County's choosing. Furthermore,
the Provider understands, it may be subject to an audit, random or otherwise, by the Office of
the Dade County Inspector General or independent private sector inspector general retained by
the Office of the Inspector General.
E. Office of Miami-Dade County Inspector General. Miami-Dade County has
established the Office of the Inspector General, which is empowered to perform random audits
on all County contracts throughout the duration of each contract. Grant recipients are exempt
from paying the cost of the audit, which is normally 1/4 of 1% of the total contract amount.
The Miami-Dade County Inspector General is authorized and empowered to review past,
present and proposed County and Public Health Trust Programs, contracts, transactions,
accounts, records, and programs. In addition, the Inspector General has the power to
subpoena witness, administer oaths, require the production of records and monitor.existing
projects and programs. Monitoring of an existing project or program may include a report
concerning whether the project is on time, within budget and in compliance with plans,
specifications and applicable law.
The Inspector General is empowered to analyze the necessity of and reasonableness of
proposed change orders to the Contract. The Inspector General is empowered to retain the
services of independent private sector inspectors general to audit, investigate, monitor,
oversee, inspect and review operations, activities, performance and procurement process
including but not limited to project design, bid specifications, proposal submittals, activities of
the Provider, its officers, agents and employees, lobbyists, County staff and elected officials to
ensure compliance with contract specifications and to detect fraud and corruption
Upon ten (10) days prior written notice to the Provider from the Inspector General or IPSIG
retained by the Inspector General, the Provider shall make all requested records and
documents available to the Inspector General or IPSIG for inspection and copying. The
Inspector General and IPSIG shall have the right to inspect and copy all documents and
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records in the Provider's possession, custody or control which, in the Inspector General or
IPSIG's sole judgment, pertain to performance of the contract, including, but not limited to
original estimate files, change order estimate files, worksheets, proposals and Contracts from
and with successful and unsuccessful subcontractors and suppliers, all project-related
correspondence, memoranda, instructions, financial documents, construction documents,
proposal and contract documents, back-charge documents, all documents and records which
involve cash, trade or volume discounts, insurance proceeds, rebates, or dividends received,
payroll and personnel records, and supporting documentation for the aforesaid documents and
records.
The provisions in this section shall apply to the Provider, its officers, agents, employees,
subcontractors and suppliers. The Provider shall incorporate the provisions in this section in all
subcontracts and all other Contracts executed by the Provider in connection with the
performance of the contract.
Nothing in this contract shall impair any independent right of the County to conduct audit or
investigative activities. The provisions of this section are neither intended nor shall they be
construed to impose any liability on the County by the Provider or third parties.
F. Independent Private Sector Inspector General Reviews. Pursuant to Miami-
Dade County Administrative Order 3-20, the Provider is aware that the County has the right to
retain the services of an Independent Private Sector Inspector General ("IPSIG"), whenever the
County deems it appropriate to do so. Upon written notice from the County, the Provider shall
make available to the IPSIG retained by the County, all requested records and documentation
pertaining to this Contract for inspection and copying. The County shall be responsible for the
payment of these IPSIG services, and under no circumstances shall the Provider's budget and
any changes thereto approved by the County, be inclusive of any changes relating to these
IPSIG services.
The terms of this provision herein, apply to the Provider, its officers, agents, employees,
subconsultants and assignees. Nothing contained in this provision shall impair any
independent right of the County to conduct an audit or investigate the operations, activities and
performance of the Provider in connection with this Contract. The terms of this Section shall
not impose any liability on the County by the Provider or any third party.
G. Evaluation Studies. The Provider agrees to participate in evaluation studies
sponsored by the administrative agent for these funds from the Florida Department of Law
Enforcement, Business Support Program, and Office of Criminal Justice Grants. This
participation shall at a minimum include access to the Provider's premises and records.
XX. PROHIBITED USE OF FUNDS.
A. Adverse Actions or Proceeding. The Provider shall not utilize County funds to
retain legal counsel for any action or proceeding against the County or any of its agents,
instrumentalities, employees or officials. The Provider shall not utilize County funds to provide
legal representation, advice or counsel to any client in any action or proceeding against the
County or any of its agents, instrumentalities, employees or officials.
B. Religious Purposes. County funds shall not be used for religious purposes.
11 of 15
•
C. Commingling Funds. The Provider shall not commingle funds provided under
this Contract with funds received from any other funding sources.
D. Double Payments. Provider costs claimed under this Contract may not also
be claimed under another contract or grant from the County or any other agency.
Any claim for double payment by Provider shall be considered a material breach
of this Contract.
XXI. MISCELLANEOUS.
A. Contract. This Contract is the complete and exclusive statement of all the
arrangements between the County and the Provider regarding provision of the services
described in Attachments A and B. Nothing herein shall alter, affect, modify, change or extend
any other agreement between the Provider and the County unless specifically stated herein.
B. Amendments and Modifications. Except as otherwise enumerated herein, no
amendment to this Contract shall be binding on either party unless reduced to writing, signed by
both parties, and approved by the County Mayor or Mayor's designee. Provided, however, that
the County may effect amendments to this Contract without the written consent of the Provider,
to conform this Contract to changes in the laws, directives, guidelines, and objectives of
County, State and Federal Governments.
Any alterations, variations, amendments, or other modifications of this Contract, including but
not limited to amount payable and effective term, shall only be valid when they have been
reduced to writing, duly approved and signed by both parties and attached to the original of this
Contract.
In the event the County determines that a reduction in the Provider's budget is necessary, the
County shall notify the Provider in writing within thirty (30) days of said reduction decision.
Budget revision requests must be submitted in writing by the Provider to the Office of
Management and Budget (OMB). Budget revision requests will be effective upon the date of
written approval by the State of Florida Department of Law Enforcement.
C. Ownership of Data and Other Material. All reports, information documents, tapes
and recordings, maps and other data and procedures developed, prepared, assembled or
completed by the Provider in connection with the duties and responsibilities undertaken by the
Provider in accordance with the terms of this Contract shall become the property of the County
without restriction, reservation or limitation of their use and shall be made available to the
County by the Provider at any time upon request by the County. Upon completion of all work
contemplated under this Contract, copies of all of the above data shall be delivered to the
County upon request.
D. Contract Guidelines. This Contract is made in the State of Florida and shall be
governed according to the laws of the State of Florida. Proper venue for this Contract shall be
Miami-Dade County, Florida. Nothing in this contract shall be considered a waiver of sovereign
immunity.
E. Publicity. It is understood and agreed between the parties hereto that this
Provider is funded by Miami-Dade County. Further, by acceptance of these funds, the Provider
12 of 15
agrees that events and printed documents funded by this Contract shall recognize the funding
source as follows:
This program was supported by a grant awarded to Miami-Dade County, the
Florida Department of Law Enforcement (FDLE) and the U.S. Department of
Justice, Bureau of Justice Assistance (BJA).
F. Subcontracts. The Provider agrees not to enter into subcontracts, retain
consultants, or assign, transfer, convey, sublet, or otherwise dispose of this Contract, or any or
all of its rights, title or interest herein, or its power to execute such Contract without the prior
written approval of the County and that all subcontractors or assignees shall be governed by
the terms and conditions of this Contract. If this Contract involves the expenditure of $100,000
or more by the County and the Provider intends to use subcontractors to provide the services
listed in the Scope of Services (Attachment A) or suppliers to supply the materials, the Provider
shall provide the names of the subcontractors and suppliers on the form attached as
Attachment E. The Provider agrees that it will not change or substitute subcontractors or
suppliers from those listed in Attachment E without prior written approval of the County.
G. Review of this Contract. Each party hereto represents and warrants that they
have consulted with their own attorney concerning each of the terms contained in this Contract.
No inference, assumption, or presumption shall be drawn from the fact that one party or its
attorney prepared this Contract. It shall be conclusively presumed that each party participated
in the preparation and drafting of this Contract.
H. Headings, Use of Singular and Gender. Paragraph headings are for
convenience only and are not intended to expand or restrict the scope or substance of the
provisions of this Contract. Wherever used herein, the singular shall include the plural and
plural shall include the singular and pronouns shall be read as masculine, feminine or neuter as
the context requires.
I. Total of Contract/Severability of Provisions. This fifteen (15) page Contract with
its recitals on the first page of the Contract and with its attachments as referenced below
contain all the terms and conditions agreed upon by the parties:
Attachment A: Scope of Services
Attachment B: Budget
Attachment C: Quarterly Project Performance Report
Attachment D: Quarterly Expenditure Report
Attachment E: Miami-Dade County Affidavits
Attachment E1: Code of Business Ethics
Attachment E2: Miami-Dade County Debarment Disclosure Affidavit
Attachment E3: State Public Entities Crime Affidavit
Attachment F: Provider's Disclosure of Subcontractors and Suppliers
No other Contract, oral or otherwise, regarding the subject matter of this Contract shall be
deemed to exist or bind any of the parties hereto. If any provision of this Contract is held invalid
or void, the remainder of this Contract shall not be affected thereby if such remainder would
then continue to conform to the terms and requirement of applicable law.
13 of 15
INTENTIONALLY LEFT BLANK
14 of 15
IN WITNESS WHEREOF, the parties hereto have caused this Contract, along with all of
its Attachments, to be executed by their respective and duly authorized officers, the day and
year first above written.
Signature Title
Name (typed)
ATTEST:
By: By:
(Corporate Seal)
ATTEST: MIAMI-DADE COUNTY, FLORIDA
HARVEY RUVIN, CLERK
By: By:
DEPUTY CLERK CARLOS A. GIMENEZ
MAYOR
15 of 15
SUMMARY OF ATTACHMENTS
ATTACHMENT A Scope of Services
ATTACHMENT B Program Budget
ATTACHMENT C Quarterly Project Performance Report
ATTACHMENT D Quarterly Expenditure Report
ATTACHMENT E Miami-Dade County Affidavits
ATTACHMENT El Code of Business Ethics
ATTACHMENT E2 Miami-Dade County Debarment Disclosure Affidavit
ATTACHNENT E3 State Public Entities Crime Affidavit
ATTACHMENT F Provider's Disclosure of Subcontractors and Suppliers
ATTACHMENT A
PROGRAM NARRATIVE
Jurisdiction Name: Aventura Contact Person: Shelisa Persaud
Address: 19200 W. Country Club Dr. Contact Numbers: 0 305-466-8965
Aventura, FL 33180 F (305) 466-2895
Program Area: School Resource Officer Program Dates: 10/01/13 through 07/31/14
Program Name: AVLET2 (Aventura Learn, Evaluate, Target Population: School aged children's
Take Action) Parents
Problem Identification
Every day 4700 youth under age 18 try marijuana for the first.time. Studies have shown that one in five
8th grade students who were surveyed indicated that they had used drugs of some type. Our own
studies have shown that the drug problem is increasing in local schools with documented evidence that
the use of drugs is starting at a younger age, in 2003 nearly nine out of ten twelfth graders reported
marijuana being accessible by the eighth grade. By the time they finish eighth grade approximately 50
percent report having one drink and 20 percent report having been drunk. One thing remains true in
spite of these numbers; a parent's influence on the child can have dramatic results regarding the child's
decision to use or continue to use drugs. It is essential that we train parents on what to look for.
Program Description
For the FY2014 grant cycle the Aventura Police propose that the School Resource Officer will continue
to offer training to parents of teen students on drug abuse prevention. We will expand these efforts to
include elementary school level parents. The training will be broken into three parts and taught during
the school year to parents of students of various grade levels. The classes will consist of three topics
each one being covered in detail. The three topics are as follows:
Learn — Parents will be learning about the drugs that are out there and their potential for misuse. The
parents will be shown various drugs so they can readily identify them. Drug displays and brochures will
be used for hands on learning about the types of drugs commonly abused. Methods of obtaining drugs
and tactics used to cover up their use will be covered.
Evaluate — Parents will learn how to evaluate if their child is using or experimenting with drugs. The
danger signs and the not so obvious signs of potential drug abuse will also be addressed so that
parents can make a rational educated evaluation of their child to determine if drugs are being used.
This section will cover the appearances of drug abuse and teach parents the physical and evidential
signs of drug abuse: such as bloodshot eyes, hyper activity, and obsession with money which are
common to abusers of various drugs. This will enable the parent to recognize even the subtle signs of
abuse.
Take Action — Will show parents what actions to take in order to prevent drug abuse, how to get the
kids talking about potential situations where drugs can be abused and how to evaluate the risks
associated with drug abuse; how to talk to your child about your past experiences with drugs and how
to explain if you have had a history of drug usage yourself. This is an especially important topic as
parents who experimented with drugs are unsure how to explain this to their children in a manner that
places the child on the right track. There are talking points and conversation starters that will be shared
with parents to assist them in this all important phase of interaction with their child. This program will
continue to be offered at our local Schools.
Jurisdiction Name: Aventura Contact Person: Shelisa Persaud
Address: 19200 W. Country Club Dr. Contact Numbers: 0 305-466-8965
Aventura, FL 33180 F (305) 466-2895
Program Area: School Resource Officer Program Dates: 10/01/13 through 07/31/14
Program Name: AVLET (Aventura Learn, Evaluate, Target Population: Parents of School aged
Take Action) children
Required Activities Planned Measures Monitoring Plan
Conduct 12 Drug Prevention The provider shall be The provider is to submit the
classes for parents of school responsible for: following documentation to the
aged students. County in a complete and timely
Anti-Drug &Drug Prevention manner:
Provide training to approximately Classes to parents of school
1000 parents aged children Quarterly Performance Reports
Provide approximately 36 hours Video and Multimedia Quarterly Expenditure Reports
of training presentations
Program Plan and Activity
Purchase supplies for the Presentations on various drug Schedule
project including: prevention topics
Printed program materials, drug Meeting announcements,
prevention videos, pens, book attendance records
marks and drug id slide charts.
Wireless microphone Participant list and meeting
Projection screen attendance records
Copies of invoices for materials
purchased
•
•
ATTACHMENT B
PROGRAM BUDGET
Jurisdiction Name: AVENTURA Contact Person: Shelisa Persaud
Program Area: School Resource Officer 0(305)466-8965 F (305)466-2895
Program Name: AVLET Program Dates: 10/01/13- 07/31/14
CONTRACTUAL SERVICES TOTAL $3,948
Salaries and Benefits,Total
Operating Capital Outlay,Total
Expenses,Total $3,948
Program materials including Drug Prevention Videos, drug ID $3,050
slide charts, pens& key chains.
Wireless Microphone and projection screen 898
*All items inlcude shipping &handling
Total Budget $3,948
Miami-Dade County will reimburse an amount not to exceed: $3,948
Edward Byrne Memorial Justice Assistance Grant Program Attachment C
Drug Control and System Improvement Formula Grant Program
Quarterly Project Performance Report
SCHOOL RESOURCE OFFICER
Fiscal Year 2014
Aventura
(City)
(Project Name)
(Name of Person Completing Form) (Title) (Phone)
Report Number - Quarterly Period.:; ; _ Report Due Dates
1 October 1 - December 31 January 5
2 January 1 - March 31 April 5
3 April 1 - June 30 July 5
4 (FINAL) July 1 - July 31 August 5
i. .,Report Number „__ . ..Quarterly`Penod:°=` :Report Subrtisslori Date
Note: Those questions that are directly related to your program have been highlighted for your
convenience. All questions must be answered and explained in the NARRATIVE portion of this report.
Any report not received by January 5; April 5; July 5; and/or October 5,will result in the issuance
of a"Noncompliance Notice"and a delay or denial of Reimbursement Requests.
•
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