Ordinance No. 16,377 (Item 5.a.)ORDINANCE NO. 16,377
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN,
TEXAS, AUTHORIZING THE CITY MANAGER TO SIGN A COST
REIMBURSEMENT AGREEMENT BETWEEN THE FEDERAL BUREAU OF
INVESTIGATION (FBI) AND THE CITY OF BAYTOWN, TO REIMBURSE
THE CITY OF BAYTOWN FOR OVERTIME PAYMENTS MADE TO
OFFICERS ASSIGNED TO AND WORKING FULL TIME ON GREATER
HOUSTON REGIONAL COMPUTER FORENSICS LABORATORY
(GHRCFL) RELATED MATTERS; AND PROVIDING FOR THE EFFECTIVE
DATE THEREOF.
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BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS:
Section 1: That the City Council of the City of Baytown, Texas, hereby authorizes the
City Manager to execute a Cost Reimbursement Agreement between the Federal Bureau of
Investigations (FBI) and the City of Baytown (COB), to reimburse the COB for overtime payments
made to officers assigned to and working full time on Greater Houston Regional Computer
Forensics Laboratory (GHRCFL) related matters. A copy of said agreement is attached hereto,
marked Exhibit "A" and incorporated herein for all intents and purposes.
Section 2: This ordinance shall take effect immediately from and after its passage by the
City Council of the City of Baytown.
INTRODUCED, READ, and PASSED by the affirmative vote of the City Council of the
City of Baytown this the 22nd day of January, 2026.
ANGEVA\A ON, City Ck
APPROVED
SCOTT LEM`QND, City Attorney
R:\Ordinances and Resolutions\Ordinance Drafts\2026-1-22\Ordinance Authorizing MOU with FBI for Reimbursement Updated.vh.docx
EXHIBIT "A"
FEDERAL BUREAU OF INVESTIGATION
Greater Houston Reginal Computer Forensics Laboratory
Cost Reimbursement Agreement
City of Baytown/Baytown Police Department File No.:
Pursuant to Congressional appropriations, the Federal Bureau of Investigation (FBI) receives authority to pay
overtime for police officers assigned to the formalized Greater Houston Regional Forensics Laboratory
(GHRCFL), 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 the City of Baytown, located at 2401
Market Street, Baytown, Texas, 77520, Taxpayer Identification Number: 74-6000246, and Telephone Number:
281-422-8281, that:
1. This Agreement is entered into pursuant to, and as an annex to, the FBI Baytown Police Department
(BPD Memorandum of Understanding (MOU) signed by the Chief of Police John Stringer of BPD on December
16, 2024, 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 the City of Baytown for overtime payments made to officers assigned to and working full time on
GHRCFL 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 Houston
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
BPD prior to the invoice submission in IPP. The invoice submitted in IPP will automatically route to the FBI
GHRCFL 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 the City of Baytown using the FBI's Unified Financial Management System (UFMS). To facilitate
EFT, BPD shall establish an account online in the System for Award Management (SAM) at www.SAM.gov.
Verification of BPD 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 Houston Financial Liaison
Specialist.
5. Overtime reimbursements will be calculated at the usual rate for which the individual officer's 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 the City of Baytown and BPD of the applicable annual limits prior to
October 1st of each year.
6. The number of BPD deputies assigned full-time to the GHRCFL 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 GHRCFL,
this number may change periodically, upward or downward, as approved in advance by the FBI.
1
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.
Revised 05/24/2022
7. Prior to submission of any overtime reimbursement requests, the City of Baytown/BPD shall prepare
an official document setting forth the identity of each officer assigned full-time to the GHRCFL, 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 Houston Field Office GHRCFL 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
GHRCFL.
9. Requests for reimbursement shall be submitted monthly and all requests shall be received by
the FBI no later than December 31 st 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 the City of Baytown/BPD's participation on the GHRCFL, 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:
Douglas Williams Jason E. Reynolds
Special Agent In Charge City Manager
Federal Bureau of Investigation on behalf of Baytown Police Department
Date:
Date:
Financial Liaison Specialist
Federal Bureau of Investigation
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.
Revised 05/24/2022