Fort Walton Beach Resolution — 2025-15 Accepting FDLE Grant Funding to Tactical First Aid Kits ‎(TFAK)‎ — reading text

procurement or state-term/alternate source contract, OC.JG must ensure quotes and/or bids are obtained as defined by your agency's procurement policy or federal policy. This documentation must be maintained on file and provided to OCJUG upon request at the time of reimbursement or monitoring. Sole Source Rules and Limitations Page 8 of 18 TFAK Medical Kits City of Fort Walton Beach, FL The use of non-competitive procurement methods (i.e. sole source) for grant-funded purchases is strongly discouraged. However, there are three scenarios in which sole source is allowable: 1. The item or service is only available from on rce. This does not mean a particular brand name of a product justifies a sole source, it is the item itself. For example, procuring electronic control devices cannot be a sole source because these less-lethal devices are available to purchase from Taser Intemational and various other vendors. NOTE: Vendor sole source letters are not sufficient justification for noncompetitive purchases. 2. Apublic emergency exists that will result in harmful delays if formal competition is required. This requires official written declaration of the public emergency by an authorized official (i.e. President, Governor, Mayor, etc.). The ability to purchase non-competitively under a declaration of public emergency expires when the written declaration expires. 3. Inadequate competition was noted after soliciting a number of sources, Documentation of the solicitations from each source must be maintained to support the non-competitive procurement. Applicants who plan to utilize grant funds for non-competitive procurement MUST complete an OCJG Sole Source Justification Approval form for pre-approval by OCJG. Sole source purchases in excess of $250,000 require OCJG to submit a GAM to DOJ for federal pre-approval. Additional information may be required by your OCJG grant manager. Your OCJG grant manager will inform you if your sole source request has been pre-approved. If your sole source request is not pre-approved by OCJG and/or DOJ, quotes and/or bids must be obtained and provided to OCJG as required by your organization's procurement policy. This documentation must be maintained on file and provided to OCJG prior to reimbursement or at the time of monitoring. Sole source justification provided after the purchase has already been made will not be accepted. Are any items being procured non-competitively (i.e. sole source)? © Yes @ No State-Term or Alternate Source Contracts State-Term Contracts: Recipients utilizing these types of contracts must provide the Florida State-Term Contract number at the time of application (if known). Alternate Source Contracts: Federal procurement regulations allow for grant-funded items to be piggybacked off of existing contracts with other entities. This is known as "alternate source" contracting and is often used by OCJG recipients. Recipients utilizing an alternate source contract are required to describe the contract and provide the contract number (if known). if the contract number is not known at the time of application, it must be provided at the time of reimbursement. Are any items being procured from an existing Florida State-Term Contract? O Yes @ No Are any items being procured from any other Alternate Source Contract (GSA, NASPO, piggybacking existing contract, etc.). O Yes @ No Third-Party Services (Contractual Services) Will you be using funds to support third-party services (consulting services, contractual services, and/or subawards)? O Yes @ No Third-Party Consultants Page 9 of 18 TFAK Medical Kits City of Fort Walton Beach, FL Third-Party Contracts Third-Party Subawards Other Costs Will you be using funds to support "other" costs not captured in any of the categories above? O Yes @ No Indirect Costs Federal recipients may elect to use a portion of funding for indirect costs. Will you be using funds to support indirect costs? O Yes @ No Program Generated Income (PGI) Grant-funded activities may generate revenues for the recipient organization. Examples of program income activities include but are not limited to: asset seizures/forfeitures, registration/uition fees collected from hosted events, interest earned on advance award funds, membership fees, court-ordered attomey's fees, and fees/fines for failed drug tests. All program income must be accounted for, reported, and expended in accordance with Section 3.4 of the DOJ Grants Financial Guide. Will any proposed grant activities generate Program Income? O Yes (a special condition will be added to the award) @ No JAG Pre-Approvals BJA has provided guidance regarding prohibited and controlled expenditures. A guide for expenditures made during or after Federal Fiscal Year 2023 may be found here: FY23 Prohibited Expenditures Aseparate guide exists for expenditures made during Federal Fiscal Year 2015 through Fiscal Year 2022: FY15-FY22 Prohibited Expenditures See BJA's JAG FAQs for more information on the approval process. OCJG grant managers will review the application and seek more information for any items that may require BJA pre-approval. Page 10 of 18 TFAK Medical Kits City of Fort Walton Beach, FL JAG Program - Certifications & Forms Forms/Certifications Required for All Applicants Lobbying, Debarment, and Drug Free Workplace All recipients are required to complete and upload a Lobbying, Debarment, and Drug Free Workplace Certification. A separate certification must be signed for EACH application. Upload the completed certification below. Lobbying Debarment.pdf Does this application equal $100,000 or more? O Yes @ No Subrecipient Management Questionnaire All recipients are required to complete and upload a Subrecipien nagement ionnai with their application. This form is used to help evaluate the recipient organization's existing internal controls related to the management of federal grant funds. OCJG will utilize this form as a "risk assessment" to determine the appropriate level of monitoring (desk or onsite) for the award. Additional supporting documentation is required, such as a Single Audit Certification. Upload the completed SMQ form below. SMQ 2.pdf Upload the completed Single Audit Certification form below. Single-Audit-Certification_Revised-05-27-25 (002).pdf SMG Documentation: The following documents are not required at the time of application submission but are required at monitoring. Upload a copy of your Third-Party procedures. Upload a copy of your cash advance payment procedures. Upload a copy of your internal control procedures. Upload a copy of your financial management procedures. Upload a copy of your written procedures regarding safequarding personally identifiable information. Upload a copy of your written procedures regarding whistleblower protections. Upload a copy of your written inventory procedures. Upload a copy of your written procedures regarding reporting and investigating grant-funded property loss. Page 11 of 18 TFAK Medical Kits City of Fort Walton Beach, FL Upload an copy of your procurement policy. Upload a copy of any additional documentation required when completing the SMQ. Equal Employment Opportunity (EEO) Civil Rights Training As a condition of the federal JAG award, OCJG requires all recipients (and subrecipients) to complete a two part Civil Rights Training and provide copies of the training certificates upon request. To access the training, please visit our Civil Rights Training for Grantees webpage. At a minimum, the recipient grant manager must complete the training. These certificates do not expire and may be utilized for future awards. Have you completed the Civil Rights Training for Grantees modules? @ Yes O No (a condition will be added to award). Upload copy of Civil Rights Training for Grantees certificates for the individual designated as Recipient Grant Manager. Certificate of Completion - Module 1- Ross.pdf, Certificate of Completion - Module 2 -Ross.pdf EEO Certification (EEOC) All recipients are required to submit an EEO Certification (EEOC) annually. Upload completed EEO Certification below. EEOP-2.pdf Answer the following questions to determine if your agency is required to submit an EEO Plan (Utilization Report) to DOJ’s Office of Civil Rights: Does your organization have 50 employees or more? @ Yes O No Did your organization receive a single award of $25,000 or more from any U.S. Department of Justice grant program in the last fiscal year? O Yes @ No No Plan Required (Less than $25,000 in DOJ funding) Based on your response, you are not required to submit an EEO Plan/Utilization Report to DOJ. You may move to the next section. Project Specific Certifications Ballistic Vests Recipients proposing the use of grant funds to procure ballistic vests or plate carriers must ensure the vests are American-made, ordered to fit the user, and are compliant with NIJ Ballistic/Stab Standards. In addition, Page 12 of 18 TFAK Medical Kits City of Fort Walton Beach, FL recipients purchasing routine-duty body armor must complete the Ballistic Vests (Mandatory Wear) Certification with their application. Does this application propose the use of grant funds for ballistic vests? O Yes (a condition will be added to award) @ No Body Worn Cameras Recipients proposing the use of grant funds to procure body worn camera equipment and supplies must complete the Body Worn Camera Policy Certification with their application. NOTE: Grant funds will only reimburse for licensing, data storage, and warranties during the project period. If costs extend past the project period, they will be pro-rated from the date of purchase. Does this application propose the use of grant funds for body cameras? O Yes (a condition will be added to award) @ No Telecommunications and Video Surveillance Services and/or Equipment Recipients proposing the use of grant funds to procure telecommunications and/or video surveillance equipment and/or services must complete a TVS Certification with their application. For more information on this requirement, please review the FAQs and the training posted to OCJG's webpage. Examples of TVS equipment include but are not limited to: camerashvebcams, DVR's, computers/laptops, servers, televisions, monitors, "smart" boards, and radios. Does this application propose the use of grant funds for telecommunications or video surveillance services and/or equipment? O Yes (a condition will be added to award) @ No Suitability to Work With Minors (SWIM) Recipients OR subrecipients (at any tier) who plan to use grant funds for activities that involve working with or interacting with minors (individuals under the age of 18), must provide a Suitability to Work and/or Interact with Minors Certification (SWIMC). For more information, review the training session posted on our website and the condition language on OJP's website. Does this application's project, as described in the scope of work, indicate ANY activities may involve working with, or interacting with, minors? O Yes (a condition will be added to award) @ No nfidenti Recipients proposing the use of grant funds to support confidential fund activities must complete the Confidential Funds Certification with their application. Additionally, recipients must have written policies and procedures to ensure confidential funds are managed in accordance with federal guidelines. Agencies who do not have a written policy may consider formalizing and adopting polices based off of the sample policy provided on our website. Page 13 of 18 TFAK Medical Kits City of Fort Walton Beach, FL Does this application propose the use of grant funds to support confidential fund activities? O Yes @ No Task Force Activities Recipients proposing to use funds to support task force personnel, overtime, equipment, or contracted positions must provide a task force personnel roster at the time of application. In