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HomeMy WebLinkAboutFBI ORANGE COUNTY VIOLENT CRIMES TASK FORCEINSURANCE NOT REQUIRED N-2023-030 WORK MAY PROCEED Return FULLLY EXECUTED CLERK OF THE COUNCIL Copy to COTC, M-30 FEDERAL BUREAU OF INVESTIGATION DATE: ORANGE COUNTY VIOLENT CRIMES TASK FORCE Copy Cost Reimbursement Agreement OCVCTF File No.: 88-LA-A2357846-MOU 04 Pursuant to Congressional appropriations, the Federal Bureau of Investigation (FBI) receives authority to pay overtime for police officers assigned to the formalized Orange County Violent Crimes Task Force (OCVCTF), as set forth below, for expenses necessary for detection, investigation, and prosecution of crimes against the United States. It is hereby agreed between the FBI and Santa Ana Police Department (SAPD), located at 60 Civic Center Plaza, Santa Ana, California 92701, Taxpayer Identification Number: 95-6000785, and Telephone Number: 714-245-8665, that: 1. This Agreement is entered into pursuant to, and as an annex to, the FBI OCVCTF Memorandum of Understanding (MOU) signed by the Chief David Valentin of SAPD on 7/19/2022, and shall be read and interpreted in conformity with all terms of that document. 2. Commencing upon execution of this Agreement, the FBI will, subject to availability of required funding, reimburse SAPD for overtime payments made to officers assigned to and working full time on OCVCTF related matters. 3. Requests for reimbursement shall be made on a monthly basis utilizing the United States Department of the Treasury Invoice Processing Platform (IPP) software system and shall be submitted to the FBI, Los Angeles Field Office immediately after the first of the month which follows the month for which reimbursement is requested. The reimbursement request shall be approved by the appropriate Supervisor (or their designee) at SAPD prior to the invoice submission in IPP. The invoice submitted in IPP will automatically route to the FBI OCVCTF personnel for their review, approval, and processing for payment. 4. Overtime reimbursement payments from the FBI will be made via electronic funds transfer (EFT) directly to SAPD using the FBI's Unified Financial Management System (UFMS). To facilitate EFT, SAPD shall establish an account online in the System for Award Management (SAM) at www.SAM.gov. Verification of SAPD banking information is required on an annual basis in order to keep payment information current. For additional information regarding the UFMS and SAM, contact the FBI, Los Angeles Financial Liaison Specialist. 5.. Overtime reimbursements will be calculated at the usual rate for which the individual officers time would be compensated in the absence of this Agreement. However, said reimbursement, per officer, shall not exceed monthly and/or annual limits established annually by the FBI. The limits, calculated using Federal pay tables, will be in effect for the Federal fiscal year running from October 1 st of one year through September 30th of the following year, unless changed during the period. The FBI reserves the right to change the reimbursement limits, upward or downward, for subsequent periods based on fiscal priorities and appropriations limits. The FBI will notify SAPD of the applicable annual limits prior to October 1st of each year. 6. The number of SAPD deputies assigned full-time to the OCVCTF and entitled to overtime reimbursement by the FBI shall be approved by the FBI in advance of each fiscal year. Based on the needs of the OCVCTF, this number may change periodically, upward or downward, as approved in advance by the FBI. 7. Prior to submission of any overtime reimbursement requests, SAPD shall prepare an official document setting forth the identity of each officer assigned full-time to the OCVCTF, along with the regular and overtime hourly rates for each officer. Should any officers change during the fiscal year, a similar statement shall be prepared regarding the new officers prior to submitting any overtime reimbursement requests for the officers. If the rate changes during the fiscal year for a previously assigned officer, an updated letter shall be attached with the invoice submission in IPP that reflects the new rate. The updated letter shall be mailed to the Los Angeles Field Office OCVCTF personnel to maintain in FBI records. 8. Each request for reimbursement shall be submitted via IPP to the FBI. The request for reimbursement shall include an invoice number, invoice date, the name, overtime compensation rate, number of reimbursable hours claimed, and the dates of those hours for each officer for whom reimbursement is sought. An attachment signed and dated by an authorized Agency representative noting the dates and hours for each officer overtime reimbursement claimed shall be uploaded in IPP as supporting documentation for the invoice to confirm the information described in this paragraph is accurate, and the personnel for whom reimbursement Is claimed were assigned full-time to the OCVCTF. 9. Requests for reimbursement shall be submitted monthly and all requests shall be received by the FBI no later than December 31st of the next fiscal year for which the reimbursement applies. For example, reimbursements for the fiscal year ending September 30, 2022, shall be received by the FBI monthly and not later than December 31, 2022. The FBI is not obligated to reimburse any requests received untimely and not in accordance herewith. 10. This Agreement is effective upon signatures of the parties and will remain in effect for the duration of OCVCTF's participation on the OCVCTF, contingent upon approval of necessary funding, and unless terminated in accordance with the provisions herein. This Agreement may be modified at any time by written consent of the parties or based on changing business operations and practices of the FBI. It may be terminated at any time upon mutual consent of the parties, or unilaterally upon written notice from the terminating party to the other party at least 30 days prior to the termination date. Signatories: Brian T. Gilhooly Acting Special Agent in Charge Federal Bureau of Investigation Date: Financial Liaison Specialist Federal Bureau of Investigation Date: See attached signature page David Valentin Chief of Police Santa Ana Police Department Date: 2 For Official Use Only This document is the property of the FBI and is loaned to your agency. Neither it nor its contents may be released without authorization by FBI Headquarters. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: NORMA OROZC Acting Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: TAMARA BOGOSIAN Senior Assistant City Attorney CITY OF SANTA ANA ISTINE RID City Manager RECOMMENDED FOR APPROVAL: D ALENTIN Chief of Police