Fort Walton Beach Resolution — 2024-02 Accepting FDLE Funding for PD Fitness Equipment — reading text

RESOLUTIION 2024- 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FORT WALTON BEACH, FLORIDA, ACCEPTING FUNDING THROUGH THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT UNDER THE U.S. DEPARTMENT OF JUSTICE ( USDOJ) EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) TO PURCHASE FITNESS EQUIPMENT; AUTHORIZING THE MAYOR TO EXECUTE THE CERTIFICATION OF ACCEPTANCE; AUTHORIZING A BUDGET AMENDMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Edward Bryne Memorial Justice Assistance Grant ( JAG) provides funding to public safety; and WHEREAS, the City is eligible to participate in this competitive grant program and has applied for and been awarded a project total of$ 6, 000. 00 for fitness equipment; and WHEREAS, City Council finds that it is in the best interest of the citizens of Fort Walton Beach to participate in the Grant from the Florida Department of Law Enforcement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FORT WALTON BEACH, FLORIDA THAT: Section 1. City Council hereby adopts Resolution 2024- 02 accepting $ 6, 000.00 under the Edward Bryne Memorial Justice Assistance Grant ( JAG), authorizing the Mayor to sign the acceptance document( s), authorizing the City Manager or Police Chief to execute all necessary documents to complete the grant and grant- related purchases, and authorizing a budget amendment to record the grant within the General Fund. Budget Amendment for Grant Funds: Revenue Expense 102- 1543- 331- 2000 6, 000. 00 102- 1543- 521- 5200 6, 000. 00 Project Number: FITCOP Section 2. This Resolution shall take effect immediately upon approval by City Council and signature of the Mayor. Adopted: AA arek I a .mak) Q wm. .0,v' ichard A. Rynearson, ayor Attest: I,,. ved . as to legal form and sufficiency akk City of Fort Walton Beach, only. APA- Kim . Barnes, City Clerk erly Romano Kopp, City Attorney  State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, FL 32308 AWARD AGREEMENT Recipient: City of Fort Walton Beach Recipient SAM UEI: F596000323016 Award Number: R7226 Award Period: 10/ 01/ 2023— 09/ 30/ 2024 Award Title: C- R7226: FIT COP PROJECT Federal Funds: $ 6, 000. 00 Matching Funds: $ 0. 00 Total Funds: $ 6, 000. 00 CFDA: 16. 738 Federal Award Number: 15PBJA- 22- GG- 00656- MUMU Federal Program: Edward Byrne Memorial Justice Assistance Grant( JAG) Federal Awarding Agency: U. S. Department of Justice( USDOJ) Pass-through Entity: Florida Department of Law Enforcement( FDLE) Research & Development: No Indirect Cost: No An award agreement is entered into by and between the Florida Department of Law Enforcement ( herein referred to as " FDLE" or" Department") and the City of Fort Walton Beach ( herein referred to as" Recipient"); WHEREAS, the Department has the authority pursuant to Florida law and does hereby agree to provide federal financial assistance to the Recipient in accordance with the terms and conditions set forth in the award agreement, and WHEREAS, the Department has available funds resulting from the federal award listed above, and WHEREAS, the Recipient and the Department have each affirmed they have read and understood the agreement in its entirety and the Recipient has provided an executed agreement to the Department. SCHEDULE OF APPENDICES Appendix A— Scope of Work Appendix B— Deliverables Appendix C— Approved Budget Appendix D— Award Contacts Appendix E— Special Conditions Appendix F— Standard Conditions PERFORMANCE REPORTING The Recipient shall provide Quarterly Performance Reports to the Department attesting to the progress towards deliverables. Performance Reports are due no later than 15 days after the end of each reporting period. For example: If the monthly reporting period is July 1- 31, the Performance Report is due August 15th; if the quarterly reporting period is January 1 — March 31, the Performance Report is due by April 15tH The Recipient shall respond to the metrics in the electronic grant management system. Information provided by the Recipient will be used by the Department to compile reports on project progress and metrics to the U. S. Department of Justice. Supporting documentation for performance must be maintained by Recipient and made available upon request for monitoring purposes. Examples of supporting documentation include but are not limited to timesheets, activity reports, meeting notices, delivery documents, public announcements, rosters, presentations, database statistics, etc. Failure to submit performance reports by the deadline will result in a withholding of funds until performance reports are received. FINANCIAL REPORTING The State of Florida' s performance and obligation to pay under this agreement is contingent upon an appropriation by the Legislature. The Department will administer and disburse funds under this agreement in accordance with ss. 215. 97, 215. 971, 215. 981 and 215. 985, F. S. This is a cost reimbursement agreement. The Department will reimburse the Recipient for allowable expenditures included in the approved budget ( Appendix B) incurred during each reporting period. The Recipient shall provide Quarterly Payment Requests to the Department attesting to expenditures made during the reporting period. These reports are due no later than 30 days after the end of each reporting period. For example: If the monthly reporting period is July 1- 31, the Payment Request is due August 30th; if the quarterly reporting period is January 1 — March 31, the Payment Request is due by April 30th. Using the electronic grant management system to record expenses, Payment Requests must clearly identify the dates of services, a description of the specific contract deliverables provided during the reporting period, the quantity provided, and the payment amount. All Payment Requests are reviewed and may be audited to the satisfaction of the Department. The Department' s determination of acceptable expenditures shall be conclusive. The final Payment Request shall be submitted to the Department no more than 60 days after the end date of the award. Any payment due under the terms of this agreement may be withheld until performance of services, all reports due are received, and necessary adjustments have been approved by the Department. The Recipient must maintain original supporting documentation for all funds expended and received under this agreement in sufficient detail for proper pre- and post-audit and to verify work performed was in accordance with the deliverable( s). Payment shall be contingent upon the Department' s grant manager receiving and accepting the invoice and the associated supporting documentation. Supporting documentation includes, but is not limited to: quotes, procurement documents, purchase orders, original receipts, invoices, canceled checks or EFT records, bank statements, etc. The state' s Chief Financial Officer ( CFO) reserves the right to require further documentation on an as needed basis. Failure to comply with these provisions shall result in forfeiture of reimbursement. Page 2 of 29 Award Signatures In witness whereof, the parties affirm they each have read and agree to the conditions set forth in Appendix C and Appendix D of this agreement, have read and understand the agreement in its entirety and have executed this agreement by their duly authorized officers on the date, month and year set out below. Award ID: R7226 Award Title: C- R7226: FIT COP PROJECT Award Period: 10/ 01/ 2023— 09/ 30/ 2024 Florida Department of Law Enforcement Office of Criminal Justice Grants Signature: Typed Name and Title: Cody Menacof, Bureau Chief Date: Recipient City of Fort Walton Beach Signature: ch Typed Name and Title: Dick Rynearson, Mayor Date: A akert 111 a-oay If using a designee, sign in the" Chief Official Designee" section below.*** Chief Official Designee ( optional) City of Fort Walton Beach Signature: Typed Name and Title: Date: THIS AWARD IS NOT VALID UNTIL SIGNED AND DATED BY ALL REQUIRED PARTIES Page 3 of 29 Appendix A- Scope of Work Award Number: R7226 Recipient: City of Fort Walton Beach Award Title: C- R7226: FIT COP PROJECT Award Period: 10/ 01/ 2023 - 09/ 30/ 2024 Problem Identification In today' s world, physical fitness is a well- known issue in law enforcement. The City of Fort Walton Beach' s police officers are faced with various physical challenges throughout their duty day all while carrying an inordinate amount of weight around their waists and vests. These challenges coupled with busy 12- hour shifts make it very difficult to find time to exercise properly. Officers who train and become more physically and mentally fit are proven to perform better, take less time off, and get injured less. We aim to improve the overall fitness level of our officers by providing exercise equipment that is readily available for officers to use while on duty. The equipment to be purchased will include items such as weighted plates, barbells, stall mats, barrel fan, pull- up bars, sandbags, kettlebells, barbell collars, wall balls, plyometric boxes, and concrete pads. Currently, we allow officers 1 hour per day 3 times per week to exercise on duty using equipment provided by the fire department. However, officers run into several challenges using the equipment because the firefighters are using their equipment, or they prefer we not use their gym which disturbs the firefighter's sleep. The purchase of this equipment will allow officers to effectively train their bodies to perform the rigorous demands associated with law enforcement. Scope of Work The City of Fort Walton Beach will use JAG funds to purchase equipment for our officers to train with during their shifts. These items are needed to create a functional fitness area. The proposed equipment is different than the equipment found in traditional gyms. While lifting weights in the traditional way is beneficial, functional fitness is much more useful and applicable to the daily life of a police officer. Without these items, our officers do not have a guaranteed place to exercise, which will not properly prepare them for the rigors of police work. Page 4 of 29 Appendix B- Deliverables Award Number: R7226