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HomeMy WebLinkAboutItem 06 Approval of Identity Theft and Fraud GrantMeeting Date: November 7, 2023
Item #: 6
Contact Name: Chris McKinstry Department Director: Saima Plasencia
Contact Number: Ext. 3055 City Manager: Robert Frank
Background Summary:
The State of Florida Office of Criminal Justice Grants, Florida Department of Law Enforcement, awarded the
Police Department an Identity Theft and Fraud Grant, in the amount of $9,950 for the second consecutive
year. The Identity Theft and Fraud Grant will provide funding to support the investigation and enforcement of
personal identification theft and fraud and enhance the investigative skills of our detectives. It will also allow
them to dedicate time to specifically investigate fraud cases. The acceptance of the Identity Theft and Fraud
Grant requires the execution of an Agreement between the Florida Department of Law Enforcement and
Ocoee Police Department.
Issue:
Should the Honorable Mayor and City Commissioners authorize the acceptance of the Identity Theft and
Fraud Grant, execution of the Agreement, and expenditure of the funding for the Department to attend
advanced training classes related to fraudulent crimes for officers and detectives and/or fund overtime
activities for fraud investigations in the 2024 fiscal year?
Recommendations:
Staff respectfully recommends that the Honorable Mayor and City Commissioners authorize the acceptance of
the Identity Theft and Fraud Grant, execution of the Agreement, and expenditure of the funding for the
Department to attend advanced training classes related to fraudulent crimes for detectives and/or fund
overtime activities for fraud investigations in the 2024 fiscal year.
Attachments:
1. Award Agreement
Financial Impacts:
The Identity Theft and Fraud Grant will award the Department $9,950 to enhance the investigative skills of our
detectives and to dedicate investigative time specifically to personal identification theft and fraud cases.
Type of Item: Consent
City of •-- • . Avenue - • •-- Florida 34761
Page 37 of 241
Agreement for State Financial Assistance Between
Florida Department of Law Enforcement
and
Ocoee Police Department
Award Number:
L601 0
Project Title:
FY2023-2024 Identity Theft and Fraud Grant
Award Period:
10/01/2023 — 06/30/2024
Awarded Funds:
$9,950.00
FLAIR Vendor ID:
596019764
CSFA Catalog Number: 71.042
This agreement is entered into by and between the Department of Law Enforcement (herein referred to az
"FDLE" or "Department") and Ocoee Police Department (herein referred to as "Recipient); and
WHEREQ, Jhl DIRIJililAi ill jWttorit R,I,i w I- g 1, IWO, 1p-qt9f z
and
as defined in the agreement;
WHEREAS the Department conducted a competitive award solicitation to award a portion of funds to the
Recipient; and
WHEREAS, the Recipient represents that it is fully qualified, possesses the requisite skills, knowledge,
xualifications and ex-terience to 4carr T out the stat 1.roect identified hereon and d •es offerAuW-r-jf-eicf-s-.iv-r,%
services.
NOW THEREFORE, in consideration of the foregoing, the parties agree as follows:
assistance Standard Conditions provided in Appendix D.
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.
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. 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
De%artment of Financial Services. All ex!.enditures shall be allowable reasonable and necessa for the
success of the award project. The Department's determination of acceptable expenditures shall be
conclusive.
Page 38 of 241
UOTAILITIMIXAM21547M MU4-91POTCOM i M1
Tro 1733MI-rl 1 - 6 6. 9 - 0. 1 1 - 1 0
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theft and fraud. Funds under this program may only be used for the items/activities approved in Appendix
C.
The Recipient shall prepare and submit to MILE a monthly "Expenditure Report for Payment" within 30
da s after the end of each rtin ero In h
This is a cost reimbursement a•reement with the abilit under extenuatin
-Ax*rffit" - - wrfrllfflm��te
must be accompanied by a signed "Cash Advance Request" form and copies of the supporting
refunded to the Department prior to any further award disbursements.
A,2 w2 � k>cx Ac*t Rt��ILA;E,;E ainrj!
during each reporting period according to the terms and conditions of this award. The Department's
determination of acceptable expenditures shall be conclusive.
The Recipient shall provide "Expenditure Request for Payment" reports to the Department attesting to
expenditures made during the reporting period. These reports are due 30 days after the end of each
reporting period. For example: If the monthly reporting period is October 1-31, the Performance Report is
due November 301h.
must contain information regarding the status of project activities and the progress� made toward
implementing the public firearms safety training sessions. All submitted reports must be certified by the
incurred in accordance with the agreement.
The Reciiient shall submit a final "Ex•enditure Re•uest Wr P14W6 •J1, 2024- 4,-tYiaav-ffe-rt due
adjustments have been approved by the Department.
I W-W, W
manager and may be audited to the satisfaction of the Department and/or the Florida Department of
Financial Services.
Failure to comply with these provisions shall result in forfeiture of reimbursement and/or a refund of any
advanced funding.
2 of 16
Page 39 of 241
x I . . ; . I #
WMR1711WARI I
A i
dministration
19k2mes-4 tXQ-f'I8iWm V
Criminal Justice Grants in w6ting.
. Recipient Grant Manager
Name:
Mireya lannuzzi
Title:
Lieutenant
Address:
646 Ocoee Commerce Parkway
Ocoee, FL 34761
Phone:
407-554-7197
Email:
miannuzzi@ocoee.org
decipient Chief Official
Name:
Saima Plasencia
Title:
Chief of Police
Address:
646 Ocoee Commerce Parkway
Ocoee, FL 34761
Phone:
407-905-310
Email:
splasencia@ocoee.org
M (#hie Financial Officer
Aame:
Rebecca Roberts
Title:
Finance Director
Address:
1 North Bluford Aven
Ocoee,FL 34761
Phone:
407-905-3190
Email:
rroberts@ci.ocoee.fl.Li
Name:
Patricia Stark
Title:
Government Analyst 11
ddres©
P.O. Box 1489
Tallahassee, FL 3230214.
Phone:
850417-1252
Email:
patriciasta rk@fd le. state. fl.
Page 4 of 21
The Recipient certifies with respect to this agreement that it possesses the legal • 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.
In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this
LZI I K111 I VAL-[' III low-Azis Roil I Ltr-j"41 al
MM, =
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/I
Recipient
Ocoee "• III•.
Signature- 4UAnA. �Ff Amwd-s�
Typed Name and Title:. Saima Plasencia. Chief of Police
Date: 0CMA" kia I 'pa-ft."ob
Page 41 of 241
Grant Number: L601 0
Recipient: Ocoee Police Department
Project Title: FY2023-2024 Identity Theft and Fraud Gra
conditions set forth below.
W0001 WITHHOLDING OF FUNDS: Prior to the drawdown of funds for overtime (salaries
and benefits), the Recipient must submit their agencies overtime pay policy to the
Office of Criminal Justice Grants.
S0002 The intent of this program is to increase investigation and enforcement efforts.
Community education and awareness related expenses are not allowable under
this award.
Page 42 of 241
Grant Number: L601 0
Recipient: Ocoee Police Department
Project Title: FY2023-2024 Identity Theft and Fraud Grant
Project Period: 10/01/2023 — 06/30/2024
I
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W4,14,17-1WARI
�Personnel working on the project will be paid a rate consistent with the
;;Minimum Performance Criteria: 'Recipient's compensation and pay policy. Documentation includes an
attestation of activities or services rendered on the expenditure report.
This is a cost reimbursement deliverable. Only hours worked on eligible
Tinancial Consequences: activities and supported by appropriate documentation will be
reimbursed.
Deliverable Price: Total payments for this deliverable will be approximately $5,726.00
Registration and/or Completion of identity theft and/or fraud related
Minimum Performance Criteria: training. Documentation includes an attestation of activities or services
rendered on the expenditure report,
Financial Consequences: This is a cost reimbursement deliverable. Only allowable costs incurred
�and supported by appropriate documentation will be reimbursed.
Veliverable Price: Total payments for this deliverable will be approximately $4,224.00
Page 43 of 241
I I . 4 1 . I
MoIllint
Grant Number:
L601 0
Recipient:
Ocoee Police Department
Project Title:
FY2023-2024 Identity Theft and Fraud Grant
Project Period:
10/0 1 /2023 - 06/30/2024
Budget Category Total
A.
Personnel (Sala ry/Overtime)
$4,200.00
B.
Fringe Benefits
$1,526.00
C.
Travel
—(0C
$3,124.00
D.
Equipment 0)
MOO
E.
Supplies
`Eo—nstructi-o-n
$0.00
F.
MOO
G.
Consultants/Contracts
$0.00
terCosts—
$1,1-00.00
Standard Budaet Terms
All items, quantities, and/or prices below are estimates based on the information available at the time of
application.
All items purchased with these funds must be allowable in accordance with the approved budget,
reasonab[W,dced based on current market reviA tw.�m-'Arrzl
program.
The item(s) below may include additional individually priced, operationally necessary accessories,
components, and/or peripherals and may be categorized as a "kit", "bundle", "system", etc.
Award funds may be used to pay for applicable shipping, freight, and/or installation costs.
The Department's determination of acceptable expenditures requested for reimbursement shall be
conclusive.
r-IM a 7-4-TIT, MW - - - 1 ®r . "I If If
The Recipient will use funds to support overtime costs for (2) Detectives working identity theft and fraud
cases at an average rate of $50 per hour.
The Recipient shall provide timesheets, paystubs, and overtime detail reports (if applicable) with each
payment request.
B. Fringe Benefits�= $1,526.00
The Recipient will use funds to support fringe benefits associated with overtime hours worked on award
activities. The employee portion of any fringe benefit is unallowable.
F-C- Iff
Worker's compensation will be reimbursed at a rate of 4.48%. The employer portion of health and life
Page 44 of 241
I , . 0 , . # i
09-OIAZMA go I
insurance will be reimbursed at a pro -rated amount corresponding to the number of hours the employee
worked on the project.
The Recipient shall provide documentation of the emj[UZIL-�oaid fdn�e benefits such as r,
schedules, benefit summaries, etc. with each payment request to substantiate costs charged to the grant.
C. Travel'= $3;112004�0��
The Recipient will use grant funds to reimburse hotel rates, airfare and baggage, parking, rental car, and
fi?J J-PiAli WWI -
the compact car rate. Per them will be reimbursed in accordance with State of Florida Travel Guidelines
outlined in Section 112.06, Florida Statutes.
The Recivient shall 1,rovide course Ee�*Jstration confirmation course
Voucher, and hotel, airline, parking, and rental car receipts.
H. PtheeCdOUO
MMVi_
$250 each for the Mid -Atlantic Chapter IAFCI Conference (Williamsburg, VA).
x wuiiilage
'10 MY44
• P it _q AH t ..............
Page 45 of 241
i I . 0 ; . I
Mft!'12F-1W11K1
1111,7mroll 0 - a a* 1 0 1 #
. MM.-
required registrations and certifications for eligibility under this program.
of intellectual property as a part of this agreement.
■
IN rtm. FA 1 0 W.
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and assurancec,-r-mtaLkpsL�kpcei-k,-D-e-RR-clrxkp AtaL-4�-— S to legally execute and bind Recipient to the terms of this agreement.
Not Operational within 60 and 90 D. If a project is not operational within 60 days of the original
start date of the award period, the Recipient must report by letter to the Department the steps taken to
initiate the project, the reasons for delay, and the expected start date. If a project is not operational within
90 days of the original start date of the award period, the Recipient must submit a second statement to
the Department explaining the implementation delay. Upon receipt of the 90-day letter, the Department
shall determine if the reason for delay is justified or shall, at its discretion, require additional project
documentation and justifications throughout the award period. The Department will also require the
Recipient provide a revised project timeline that includes all anticipated project activities, tasks, and
astimated completion date(s).
SECTION II: P"MENTS
Obligation to Pay: The State of Florida's obligation to pay under this agreement is contingent upon an
appropriation by the Legislature.
1 4! 1 - 35 pala in eXcess UTT w Ic e eci ient is entitled under the terms
and conditions of the agreement must be refunded to the Department. Any balance of unobligated cash
that has been paid and has not been authorized to be retained for direct program costs in a subsequent
period must be refunded to the Department.
�4x*]-Vsril
or Project Director or any change in contact information, including mailing address, phone number, email,
tr title change.
WNW-11 W141,111 W1110111411111 Iiiio
111MVINVORGIMIJIMM olini�Illoew- 04191M
401 L;KQ1K4g," MY771MR-7111117, I i Lowl Wim el i Lei steli M -8
Page 46 of 241
I I . 0 - . I I
MWIV-1WAKI I
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period of performance.
Financial Management: The Recipient must have a financial management system able to record and
report on the receipt, oblioation. and exne7d%TP&-n�wey IT
cluave".
written procedures for procurement transactions.
Travel: Cost for travel shall be reimbursed at the Recipient's travel rate, but the maximum reimbursement
for each type of travel cost shall not exceed rates established in State of Florida e
Travel Guidelins,
§112.061, F.S.
Subcontracts, Rec':)ient a rees that all eml2loye bcon
LOOM
of whatever nature arising out of the subcontractor's performance of work under this agreement, to the
extent allowed and required by law.
Grant Ad'ustrirl n
A czp.rlwl!cll, CIZ) "a db Uft: TIVIUS are oanexising inei m. us ments
are required when there will be a transfer of 10% or more of the total budget between budget categories.
Under no circumstances can transfers of funds increase the total award. Requests for changes to the grant
agreement must be signed by the Recipient or Implementing Agency's chief official or the chief official's
designee. All requests for changes must be submitted no later than thirty (30) days prior to grant expiration
date.
Property Management: The Recipient shall establish and administer a system to protect, preserve, use,
maintain, and dispose of any property furnished to it by the Department or purchased pursuant to this
2greement.
Conflict of Interest: The Recipient will establish safeguards to prohibit employees from using their
5*-j6�� , a &_-kramuppuV�U FO&IMMXIM
interest, or personal gain. Recipients must disclose in writing any potential conTlict of interest to the
1epartment.
Tiolations 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.
Convicted Vendors: The Recipient shall disclose to the Department if it, or any of its affiliates, as defined
in §287.133(l)(a) F.S., is on the convicted vendor list. A person or affiliate placed on the convicted vendor
list following a conviction for a public entity crime is prohibited from doing any activities listed in the
2greement for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.
Page 47 of 241
MOM21FIMAKI I
NP rtor Ust, createa pursuant to S21 or engage in usiness opera ions n u a or
event that federal law ceases to authorize the states to adopt and enforce the contracting prohibition
identified herein, this provision shall be null and void.
Discriminatory Vendors: The Recipient shall disclose to the Department if it or any of its affiliates, as
defined by §287.134(l)(a), F.S. appears on the discriminatory vendors list. An entity or affiliate placed on
the discriminatory vendor list pursuant to §287.134, F.S. may not a) submit a bid, proposal, or reply on a
contract or a reement to nroy'de apMoods or services to a public entit%,!;_b) submit a bid, - - - -_ ?
on a contract or agreement with a public entity for the construction or repair of a public building or public
• c) submit bids, proposals, • replies • leases of real property to a public entity; • • awarded or
perform work as a contractor, subcontractor, Recipient, supplier, subrecipient, or consultant under a
contract or agreement with any public entity; or e) transact business with any public entity.
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
to fraud, conflict of interest, bribery, gratuity, • similar misconduct involving grant funds.
Non -Disclosure Agreements: Restrictions and certifications regarding non- disclosure agreements
lunds to the entity and will immediately notify the Department. The Recipient will not resume obligations
until expressively authorized to do so from the Department.
tij 0 1 is ® ij - A I I �. k I Z I .
the services provided under this agreement. The following are examples • rules and regulations that
,yovern Recipient's performance under this agreement.
any state •.
State of Florida E.O. 20-44: Public -Private Partnerships: Any entity named in statute with which th
agency must form a sole -source, public -private agreement; and any nongovernmental Recipient receivin
Page 48 of 241
WMIFY",
compensation between the annual reports. All compensation reports must indicate what percent
compensation comes directly from the State or Federal allocations to the Recipient.
Civil Rights: The Recipient agrees to comply with the Americans With Disabilities Act (Public Law 10
336, 42 U.S.C. Section 12101 et seq.) and shall not discriminate against any employee (or applicant
employment) in the performance of this agreement because of race, color, religion, sex, national origi
disability, age, or marital status. These requirements shall apply to all contractors, subcontracto
subgrantees or others with whom it arranges to provide services or benefits to clients or employees
connection with its programs and activities.
E-Verify: The Department shall consider the employment by any contractor of unauthorized aliens
violation of section 274(e) of the Immigration and Nationalization Act. Such violation shall be cause
unilateral cancellation of this contract. Pursuant to F.S. 448.095, the Contracting Party and a
subcontractors are reauired to realster with and use the E-Verifv s,%sten onerat
copy of which the Contracting Party must maintain. The Contracting Party and any subcontractors a -
VULC2111111V 011IJI1.11�1 �WIMCML iiIII1.11 COA JVJU
year.
0 All W
e7dr-CMITNTS77FIENrij: MIGUM LMI-Olign Me MUM 01recil OT XOT:IM9
record checks through local law enforcement agencies.
Public Records: As required by 287.058(l)(c), F.S., the Recipient shall allow public access to a
documents, papers, letters, or other public records as defined in 119.011(12), F.S.as prescribed b
119.07(
SIM 11RAMU W11 WOMM, OW1111111110- I-61w,
mecipient ts Idillit: LU UUMpy I lin pru!
the Department may unilaterally terminate this •
Independent Contractor, Subcontracting and Assignments: In performing its obligations under thi
aareement. thg-Veciola-iit stall at all firs es he acti-io i-f t
willal�m III- M—WWO• N 10 WIRW
to bind the Department by virtue of this agreement, unless specifically authorized in writing to do so.
Timely Payment of Subcontractors: To the extent that a subcontract provides for payment aft
Recipient's receipt of payment from the Department, the Recipient shall make payments to al
subcontractor within 7 working days after receipt of full or partial payments from the Department i
accordance with §287.0585, F.S., unless otherwise stated in the agreement between the Recipient an
subcontractor. Failure to pay within seven (7) working days will result in a penalty that shall be charge
Page 49 of 241
WS!KIZIMA
J, ne eXpirauon o OIL,
be in addition to actual payments owed and shall not exceed fifteen (15%) percent of the outstandi ercent of the outstandi
ial or actua I legal actio
t or y i ct
balance due. '7
Notice of Legal Actions: The Recipient shall notify the Department of potential or actual legal • actio
taken against the Recipient related to services provided through this agreement or that may impact th -
Recipient's ability to complete the deliverables outlined herein, or that may adversely impact t -
of such actions or potential actions or from the day of the legal filing, whichever comes first.
Property: In accordance with 287.05805, F.S., any State funds provided for the purchase of
purchase or the completion of the improvements or as further required by law.
SECTIONNVAIECORDS,-AUDITS, ANDANFORMAtION SECURIv
Records Retention: Retention of all financial records, suppoti-ii• docu-tteits- statistical rern!]
*T:19
Sit... .0A IL
Ii. 11-1. 1,* '-i-- .1,
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of any audit findings or litigation based on the terms of this agreement, at no additional cost to th-
Department. Upon demand, at no additional cost to the Department, the Recipient will facilitate
duplication and transfer of any records or documents during the term of this agreement and t e require
five (5) year retention period. No record may be withheld, nor may the Recipient attempt to lim t the scop
1W1
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WM�A �1771Mife -- a. e
records shall be made available at all reasonable times for inspection, review, copying, or audit by Stat
or other personnel duly authorized by the Department.
Records Inspection: Pursuant to Section 216.1366, F.S., in order to preserve the interest of the state I
the prudent expenditure of state funds, the Department shall be authorized to inspect the (a) Financi
records , papers, and documents of the Contractor that are directly related to the performance of th-
Contract or the ex enditure of state funds. and Rail- WAWA e7its of ft
RAWWRIE411Z 11N IN
to ensure that the terms Ot the Contract are being met. The Contractor shall provide such records, paper
and documents requested by the Department within ten (10) business days after the request is made.
Monitoring: The Recipient agrees to comply with the Department's grant monitoring guidelines, protocol
and procedures; and to cooperate with the Department on all grant monitoring requests, including request
related to desk reviews, enhanced programmatic desk reviews, site visits, and/or Florida Department
r
Financial Services contract reviews and Expanded Audits of Payment (EAP). The Recipient agrees t
provide the Department all documentation necessary to complete monitoring of the award and verif
expenditures in accordance with 215.971, F.S. Further, the Recipient agrees to abide by reasonabll
deadlines set by the Department for providing requested documents. Failure to cooperate with gra
t
monitoring activities may result in sanctions affecting the Recipient's award, including, but not limited I
w0X*NiAS ?-AIA[r �ither restrictiaAs+A the Reci;tiei%t's access-ts, fynts, a.-,,i!/4r referral t* the *ffice if t
Inspector General for audit review.
Florida Single Audit Act (FSAA): The Recipient shall comply and cooperate immediately with an
inspections, reviews, investigations, or audits deemed necessary by The Office of the Inspector Gene
u
(§20.055, F.S.). In the event that the Recipient expends a total amount of state financial assistance eq I
to or in excess of $750,000 in any fiscal year, the Recipient must have a single audit or project-specifii
-m-udit in accordance with §215.97, F.S. and the applicable rules of the Department of Financial Service%,
09CMIP.
Page 50 of 241
non -state entity for Federal proaram-n*kN7r1 ve4mW-�mp--M!;—�
jj M501104 Ki =W area =-i MUMTRIF-M
iMMUMT10111! UI Fa UTA I in M 0 a-
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to each of the following:
The DeDartment of Law Enforcement:
Florida Department of Law Enforcement
Office of Criminal Justice Grants
ATTN: State Financial Assistance
Post Office Box 1489 -Pizlloz
Criminal Justice Information Data Security: Acceptance of this award, constitutes understanding that
Wamm- 4"�AWA
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F.S. The Recipient agrees that, upon written request of the Department, it shall promptly provide to the
V
a .41MOMM1141 It
The Recipient must clearly label any portion of the documents, data, or records submitted thatil
W W
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correlating the nature of the claims to the particular protected information.
Page 51 of 241
=0617-1WAMOR,
Liability: Unless the Recipient is a state agency or subdivision, the Recipient shall be solely responsible
Page 53 of 241