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Backup Documents 02/25/2014 Item #16E13
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SI4P, E 13 TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later than R londay preceding the Board meeting. **NEW** ROUTING SLIP Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office. Route to Addressee(s) (List in routing order) Office Initials Date 1. 2. 3. County Attorney Office County Attorney Office 2 j 2 2 I k 4. BCC Office Board of County Commissioners \\\C Z,Z5\14 5. Minutes and Records Clerk of Court's Office `gym 425/r4 f:2310n,.. PRIMARY CONTACT INFORMATION Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees above,may need to contact staff for additional or missing information. Name of Primary Staff Christine Boni Phone Number 252-3617 Contact/ Department Agenda Date Item w 2/25/14/ Agenda Item Number 16E13 Approved by the BCC�.� Type of Document Grant Agreement Number of Original 4(all need to be Attached Documents Attached returned so that I can PO number or account send to the State) number if document is to be recorded INSTRUCTIONS & CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not appropriate. (Initial) Applicable) 1. Does the document require the chairman's original signature? CB 2. Does the document need to be sent to another agency for additional signatures? If yes, CB provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet. 3. Original document has been signed/initialed for legal sufficiency. (All documents to be signed by the Chairman,with the exception of most letters,must be reviewed and signed CB by the Office of the County Attorney. 4. All handwritten strike-through and revisions have been initialed by the County Attorney's CB Office and all other parties except the BCC Chairman and the Clerk to the Board 5. The Chairman's signature line date has been entered as the date of BCC approval of the CB document or the final negotiated contract date whichever is applicable. 6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's CB signature and initials are required. 7. In most cases(some contracts are an exception),the original document and this routing slip CB should be provided to the County Attorney Office at the time the item is input into SIRE. Some documents are time sensitive and require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified. Be aware of your deadlines! 8. The document was approved by the BCC on 2/25/14(enter date)and all changes made during the meeting have been incorporated in the attached document. The ^G County Attorney's Office has reviewed the changes,if applicable. 9. Initials of attorney verifying that the attached document is the version approved by the BCC,all changes directed by the BCC have been made,and the document is ready for e d r Chairman's signature. I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12 4-1-1A6 new 5 G r0yr\i- 4e- - k n^2- 16E13 MEMORANDUM Date: February 25, 2014 To: Christine Boni, Administrative Assistant Bureau of Emergency Services From: Martha Vergara, Deputy Clerk Minutes & Records Department Re: Federally-Funded Subgrant Agreement Contract #14DS-C2-09-21-01 CFDA #97.067 Attached is (4) four originals of the document referenced above, (Item #16E13) approved by the Board of County Commissioners February 25, 2014. Please forward a fully executed original back to the Minutes and Records Department once additional signatures received. If you have any questions, please feel free to call me at 252-7240. Thank you. 16E13 1 MEMORANDUM 11-19v( 1 (5t , ?c�t4 Date: ruary 25, 2014 Christine Boni, Administrative Assistant n - Bureau of Emergency Services Fr 'l artha Vergara, Dep ity Clerk i 'flutes _ • i s Department Re: Federally-Funded Subgrant Agreement Contract #14DS-C2-09-21-01 CFDA #97.067 Attached is (4) four originals of the document referenced above, (Item #16E13) approved by the Board of County Commissioners February 25, 2014. Please forward a fully executed original back to the Minutes and Records Department once additional signatures received. If you have any questions, please feel free to call me at 252-7240. Thank you. e,�e � 6E1 3 3/a9/f p STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT RICK SCOTT BRYAN W.KOON Governor Director March 14, 2014 Mr. Dan E. Summers Collier County Board of County Commissioners 8075 Lely Cultural Parkway, Suite 445 Naples, Florida 34113 Certified Mail-Return Receipt Requested #70122210000181875605 RE: Agreement Number 14DS-C2-09-21-01-443 Dear Mr. Summers: Enclosed is your fully executed agreement between Collier County Board of County Commissioners and the Florida Division of Emergency Management, executed on March 12, 2014. Under Section (13) (c), Notice and Contact, of this Agreement you have been identified as the Representative of the Recipient responsible for the administration of this Agreement. It is your responsibility to thoroughly read, understand and oversee the compliance of all the conditions within this Agreement. Attached are the complete AMENDED package of forms identified in Section (7) (a) through (f). It is very important that these reports be fully completed and remitted within the time frames specified under Section (7). Failure to supply this information in a timely manner can cause non-compliance of this Agreement or a delay in processing your reimbursement requests. If you have any questions about this Agreement please contact me at 850-410-1271 or email carolyn.washington©em.myflorida.com. Sincerely, 0 Wa ington Community Assistance Consultant Division of Emergency Management Bureau of Preparedness /cw Enclosures DIVISION HEADQUARTERS STATE LOGISTICS RESPONSE CENTER 2555 Shumard Oak Boulevard FLORIDA RECOVRY OFFICE Tallahassee, Fl 32399-2100 2702 Directors Row Tel: 850-413-9969 • Fax: 850-488-1016 Orlando, FL 32809-5631 www.FloridaDisaster.orq 16E13 4 Contract Number: 14DS-C2-09-21-01- 44-3 CFDA Number 97.067 FEDERALLY-FUNDED SUBGRANT AGREEMENT THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management, with headquarters in Tallahassee, Florida (hereinafter referred to as the"Division"), and Collier County Board of County Commissioners, (hereinafter referred to as the"Recipient"). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to provide the services identified herein; and B. The Division has the authority to subgrant these funds to the Recipient upon the terms and conditions below; and C. The Division has statutory authority to disburse the funds under this Agreement. THEREFORE, the Division and the Recipient agree to the following: (1) SCOPE OF WORK. The Recipient shall perform the work in accordance with the Program Budget and Scope of Work, Attachment A and B of this Agreement. (2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES The Recipient and the Division shall be governed by applicable State and Federal laws, rules and regulations, including those identified in Attachment D. (3) PERIOD OF AGREEMENT. This Agreement shall begin upon execution by both parties whichever is later, and shall end June 30, 2014, unless terminated earlier in accordance with the provisions of Paragraph (12) of this Agreement. (4) MODIFICATION OF CONTRACT Either party may request modification of the provisions of this Agreement. Changes which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to the original of this Agreement. (5) RECORDKEEPING (a) As applicable, Recipient's performance under this Agreement shall be subject to the Federal OMB Circular No.A-102, "Common Rule: Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments" (53 Federal Register 8034) or OMB Circular No. A-110, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations,"and either OMB Circular No. A-87, "Cost 1 1 E1. 31 Principles for State, Local and Indian Tribal Governments,"OMB Circular No.A-21, "Cost Principles for Educational Institutions,"or OMB Circular No. A-122, "Cost Principles for Non-profit Organizations." (b) The Recipient shall retain sufficient records to show its compliance with the terms of this Agreement, and the compliance of all subcontractors or consultants paid from funds under this Agreement, for a period of five years from the date the audit report is issued, and shall allow the Division or its designee, the State Chief Financial Officer or the State Auditor General access to the records upon request. The Recipient shall ensure that audit working papers are available to them upon request for a period of five years from the date the audit report is issued, unless extended in writing by the Division. The five year period may be extended for the following exceptions: 1. If any litigation, claim or audit is started before the five year period expires, and extends beyond the five year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non-expendable personal property valued at $5,000 or more at the time it is acquired shall be retained for five years after final disposition. 3. Records relating to real property acquired shall be retained for five years after the closing on the transfer of title. (c) The Recipient shall maintain all records for the Recipient and for all subcontractors or consultants to be paid from funds provided under this Agreement, including documentation of all program costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget and Scope of Work-Attachment A and B-and all other applicable laws and regulations. (d) The Recipient, its employees or agents, including all subcontractors or consultants to be paid from funds provided under this Agreement, shall allow access to its records at reasonable times to the Division, its employees, and agents. "Reasonable"shall ordinarily mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Division. (6) AUDIT REQUIREMENTS (a) The Recipient agrees to maintain financial procedures and support documents, in accordance with generally accepted accounting principles, to account for the receipt and expenditure of funds under this Agreement. (b) These records shall be available at reasonable times for inspection, review, or audit by state personnel and other personnel authorized by the Division. "Reasonable" shall ordinarily mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. (c) The Recipient shall provide the Division with the records, reports or financial statements upon request for the purposes of auditing and monitoring the funds awarded under this Agreement. 2 (:) 16E131 (d) If the Recipient is a State or local government or a non-profit organization as defined in OMB Circular A-133, as revised, and in the event that the Recipient expends$500,000 or more in Federal awards in its fiscal year, the Recipient must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. EXHIBIT 1 to this Agreement shows the Federal resources awarded through the Division by this Agreement. In determining the Federal awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including Federal resources received from the Division. The determination of amounts of federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of OMB Circular A-133, as revised, will meet the requirements of this paragraph. In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. If the Recipient expends less than $500,000 in federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the Recipient expends less than $500,000 in federal awards in its fiscal year and chooses to have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must be paid from non-Federal funds. (e) Send copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and required by subparagraph (d) above, when required by Section .320 (d), OMB Circular A-133, as revised, by or on behalf of the Recipient to: The Division at the following address: Division of Emergency Management Office of Inspector General 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 Send the Single Audit reporting package and Form SF-SAC to the Federal Audit Clearinghouse by submission online at http://harvestercensus.00v/fac/collect/ddeindex.html And to any other Federal agencies and pass-through entities in accordance with Sections .320 (e)and (f), OMB Circular A-133, as revised. (f) Pursuant to Section .320 (f), OMB Circular A-133, as revised, the Recipient shall send a copy of the reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any management letter issued by the auditor, to the Division at the following address: Division of Emergency Management Office of Inspector General 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 3 0 16E131 (g) By the date due, send any reports, management letter, or other information required to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A-133, Florida Statutes, and Chapters 10.550(local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable. (h) Recipients should state the date that the reporting package was delivered to the Recipient when submitting financial reporting packages to the Division for audits done in accordance with OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, (i) If the audit shows that all or any portion of the funds disbursed were not spent in accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to the Division of all funds not spent in accordance with these applicable regulations and Agreement provisions within thirty days after the Division has notified the Recipient of such non-compliance. (j) The Recipient shall have all audits completed by an independent certified public accountant(IPA), either a certified public accountant or a public accountant licensed under Chapter 473, Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The audit must be received by the Division no later than nine months from the end of the Recipient's fiscal year. (7) REPORTS (a) The Recipient shall provide the Division with quarterly reports and a close-out report. These reports shall include the current status and progress by the Recipient and all subrecipients and subcontractors in completing the work described in the Scope of Work and the expenditure of funds under this Agreement, in addition to any other information requested by the Division. (b) Quarterly reports are due to the Division no later than 30 days after the end of each quarter of the program year and shall be sent each quarter until submission of the administrative close- out report. The ending dates for each quarter of the program year are March 31, June 30, September 30 and December 31. (c) The close-out report is due 45 days after termination of this Agreement or 45 days after completion of the activities contained in this Agreement, whichever first occurs. (d) If all required reports and copies are not sent to the Division or are not completed in a manner acceptable to the Division, the Division may withhold further payments until they are completed or may take other action as stated in Paragraphs (10), (11)and (12) of this Agreement, "Acceptable to the Division" means that the work product was completed in accordance with the Budget and Scope of Work. (e) The Recipient shall provide additional program updates or information that may be required by the Division. (f) The Recipient shall provide additional reports as requested by the Division. 4 0 16E131 (8) MONITORING. The Recipient shall monitor its performance under this Agreement, as well as that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished within the specified time periods, and other performance goals are being achieved. A review shall be done for each function or activity in Attachment A and B to this Agreement, and reported in the quarterly financial report. In addition to reviews of audits conducted in accordance with paragraph (6) above, monitoring procedures may include, but not be limited to, on-site visits by Division staff, limited scope audits, and/or other procedures. The Recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division. In the event that the Division determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional instructions provided by the Division to the Recipient regarding such audit. The Recipient further agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or Auditor General. In addition, the Division will monitor the performance and financial management by the Recipient throughout the contract term to ensure timely completion of all tasks. (9) LIABILITY (a) Unless Recipient is a State agency or subdivision, as defined in Section 768.28, Fla. Stat., the Recipient is solely responsible to parties it deals with in carrying out the terms of this Agreement, and shall hold the Division harmless against all claims of whatever nature by third parties arising from the work performance under this Agreement. For purposes of this Agreement, Recipient agrees that it is not an employee or agent of the Division, but is an independent contractor. (b) Any Recipient which is a state agency or subdivision, as defined in Section 768.28, Fla. Stat., agrees to be fully responsible for its negligent or tortious acts or omissions which result in claims or suits against the Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the extent set forth in Section 768.28, Fla. Stat. Nothing herein is intended to serve as a waiver of sovereign immunity by any Recipient to which sovereign immunity applies. Nothing herein shall be construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of any contract. (10) DEFAULT. If any of the following events occur("Events of Default"), all obligations on the part of the Division to make further payment of funds shall, if the Division elects, terminate and the Division has the option to exercise any of its remedies set forth in Paragraph (11). However, the Division may make payments or partial payments after any Events of Default without waiving the right to exercise such remedies, and without becoming liable to make any further payment: 5 0 16E13 (a) If any warranty or representation made by the Recipient in this Agreement or any previous agreement with the Division is or becomes false or misleading in any respect, or if the Recipient fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its obligations under this Agreement; (b) If material adverse changes occur in the financial condition of the Recipient at any time during the term of this Agreement and the Recipient fails to cure this adverse change within thirty days from the date written notice is sent by the Division. (c) If any reports required by this Agreement have not been submitted to the Division or have been submitted with incorrect, incomplete or insufficient information; (d) If the Recipient has failed to perform and complete on time any of its obligations under this Agreement. (11) REMEDIES. If an Event of Default occurs, then the Division shall, after thirty calendar days written notice to the Recipient and upon the Recipient's failure to cure within those thirty days, exercise any one or more of the following remedies, either concurrently or consecutively: (a) Terminate this Agreement, provided that the Recipient is given at least thirty days prior written notice of the termination. The notice shall be effective when placed in the United States, first class mail, postage prepaid, by registered or certified mail-return receipt requested, to the address in paragraph (13) herein; (b) Begin an appropriate legal or equitable action to enforce performance of this Agreement; (c) Withhold or suspend payment of all or any part of a request for payment; (d) Require that the Recipient refund to the Division any monies used for ineligible purposes under the laws, rules and regulations governing the use of these funds. (e) Exercise any corrective or remedial actions, to include but not be limited to: 1. Request additional information from the Recipient to determine the reasons for or the extent of non-compliance or lack of performance, 2. Issue a written warning to advise that more serious measures may be taken if the situation is not corrected, 3. Advise the Recipient to suspend, discontinue or refrain from incurring costs for any activities in question or 4. Require the Recipient to reimburse the Division for the amount of costs incurred for any items determined to be ineligible; (f) Exercise any other rights or remedies which may be available under law. 6 0 16E13 (g) Pursuing any of the above remedies will not stop the Division from pursuing any other remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in this Agreement or fails to insist on strict performance by the Recipient, it will not affect, extend or waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the Division for any other default by the Recipient. (12) TERMINATION. (a) The Division may terminate this Agreement for cause after thirty days written notice. Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, failure to perform on time, and refusal by the Recipient to permit public access to any document, paper, letter, or other material subject to disclosure under Chapter 119, Fla. Stat., as amended. (b) The Division may terminate this Agreement for convenience or when it determines, in its sole discretion that continuing the Agreement would not produce beneficial results in line with the further expenditure of funds, by providing the Recipient with thirty calendar days prior written notice. (c) The parties may agree to terminate this Agreement for their mutual convenience through a written amendment of this Agreement. The amendment will state the effective date of the termination and the procedures for proper closeout of the Agreement. (d) In the event that this Agreement is terminated, the Recipient will not incur new obligations for the terminated portion of the Agreement after the Recipient has received the notification of termination. The Recipient will cancel as many outstanding obligations as possible. Costs incurred after receipt of the termination notice will be disallowed. The Recipient shall not be relieved of liability to the Division because of any breach of Agreement by the Recipient. The Division may, to the extent authorized by law, withhold payments to the Recipient for the purpose of set-off until the exact amount of damages due the Division from the Recipient is determined. (13) NOTICE AND CONTACT. (a) All notices provided under or pursuant to this Agreement shall be in writing, either by hand delivery, or first class, certified mail, return receipt requested, to the representative named below, at the address below, and this notification attached to the original of this Agreement. (b) The name and address of the Division contract manager for this Agreement is: Carolyn Washington, Community Assistance Consultant EOG/Division of Emergency Management 2555 Shumard Oak Boulevard, Room 120D Telephone: (850)410-1271 Fax: (850) 922-8689 Email: Carolyn.washington(a�em.mvflorida.com 7 16E134 (c) The name and address of the Representative of the Recipient responsible for the administration of this Agreement is: Dan E. Summers 8075 Lely Cultural Pkwy, Suite 445 Naples, FL 34113 Te leph one:2 39-252-3600 dansummers a(�colliergov.net (d) In the event that different representatives or addresses are designated by either party after execution of this Agreement, notice of the name, title and address of the new representative will be provided as outlined in(13)(a)above. (14) SUBCONTRACTS If the Recipient subcontracts any of the work required under this Agreement, a copy of the unsigned subcontract must be forwarded to the Division for review and approval before it is executed by the Recipient. The Recipient agrees to include in the subcontract that(i)the subcontractor is bound by the terms of this Agreement, (ii)the subcontractor is bound by all applicable state and federal laws and regulations, and(iii)the subcontractor shall hold the Division and Recipient harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent allowed and required by law. The Recipient shall document in the quarterly report the subcontractor's progress in performing its work under this Agreement. For each subcontract, the Recipient shall provide a written statement to the Division as to whether that subcontractor is a minority business enterprise, as defined in Section 288.703, Fla. Stat. (15) TERMS AND CONDITIONS This Agreement contains all the terms and conditions agreed upon by the parties. (16) ATTACHMENTS (a) All attachments to this Agreement are incorporated as if set out fully. (b) In the event of any inconsistencies or conflict between the language of this Agreement and the attachments,the language of the attachments shall control, but only to the extent of the conflict or inconsistency. (c) This Agreement has the following attachments: Exhibit 1 -Funding Sources Attachment A—Budget Attachment B—Scope of Work Attachment C-Deliverables Attachment D—Program Statutes and Regulations Attachment E—Justification of Advance Payment Attachment F—Warranties and Representations 8 16E131 1 Attachment G—Certification Regarding Debarment Attachment H—Statement of Assurances Attachment I— Reimbursement Checklist (17) FUNDING/CONSIDERATION (a) This is a cost-reimbursement Agreement. The Recipient shall be reimbursed for costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $495,500.00, subject to the availability of funds. (b) Any advance payment under this Agreement is subject to Section 216.181(16), Fla.Stat., and is contingent upon the Recipient's acceptance of the rights of the Division under Paragraph (12)(b)of this Agreement. The amount which may be advanced may not exceed the expected cash needs of the Recipient within the first three(3) months of the contract term. For a federally funded contract, any advance payment is also subject to federal OMB Circulars A-87, A-110, A-122 and the Cash Management Improvement Act of 1990. All advances are required to be held in an interest-bearing account. If an advance payment is requested, the budget data on which the request is based and a justification statement shall be included in this Agreement as Attachment E. Attachment E will specify the amount of advance payment needed and provide an explanation of the necessity for and proposed use of these funds. No advance shall be accepted for processing if a reimbursement has been paid prior to the submittal of a request for advanced payment. (c) After the initial advance, if any, payment shall be made on a reimbursement basis as needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work, Attachment A and B of this Agreement. (d) Invoices shall be submitted at least quarterly and shall include the supporting documentation for all costs of the project or services. Invoices shall be accompanied by a statement signed and dated by an authorized representative of the Recipient certifying that"all disbursements made in accordance with conditions of the Division agreement and payment is due and has not been previously requested for these amounts." The supporting documentation must comply with the documentation requirements of applicable OMB Circular Cost Principles. The final invoice shall be submitted within thirty (30) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the submittal of quarterly invoices shall be submitted to the Division grant manager as part of the Recipient's quarterly reporting as referenced in Paragraph 7 of this Agreement. If the necessary funds are not available to fund this Agreement as a result of action by the United States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or under subparagraph (19)(h)of this Agreement, all obligations on the part of the Division to make any further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty days of receiving notice from the Division. 9 16E134 Changes to the amount of funding pursuant to Paragraph (17)(a) above may be accomplished by notice from the Division to the Recipient. The Division may make an award of additional funds by subsequent modification. All funds received hereunder shall be placed in an interest-bearing account with a separate account code identifier for tracking all deposits, expenditures and interest earned. Funds disbursed to the Recipient by the Division that are not expended in implementing this program shall be returned to the Division, along with any interest earned on all funds received under this Agreement, within ninety(90) days of the expiration of the award Agreement. The Recipient shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. Whenever required by law or otherwise permitted, the Recipient shall utilize competitive procurement practices. Allowable costs shall be determined in accordance with applicable Office of Management and Budget Circulars, or, in the event no circular applies, by 48 CFR Part 31 CONTRACT COST PRINCIPLES AND PROCEDURES. Any requests received after June 30, 2014, at the discretion of the Division, may not be reimbursed from this Agreement. This agreement may be renewed, at the Division's sole discretion, for a period that may not exceed three years or the term of the original Agreement, whichever period is longer, specifying the renewed price and subject to the availability of funds. Pursuant to Section 287.057(13), Florida Statutes, exceptional purchase contracts pursuant to Section 287.057(3)(a) and (c), may not be renewed. (18) REPAYMENTS All refunds or repayments due to the Division under this Agreement are to be made payable to the order of"Division of Emergency Management" and mailed directly to the following address: Division of Emergency Management Cashier 2555 Shumard Oak Boulevard Tallahassee FL 32399-2100 In accordance with Section 215.34(2), Fla. Stat., if a check or other draft is returned to the Division for collection, Recipient shall pay the Division a service fee of$15.00 or 5% of the face amount of the returned check or draft, whichever is greater. (19) MANDATED CONDITIONS (a) The validity of this Agreement is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the Recipient in this Agreement, in any later submission or response to a Division request, or in any submission or response to fulfill the requirements of this Agreement. All of said information, representations, and materials is incorporated by reference. The inaccuracy of the submissions or any material changes shall, at the option of the Division and with thirty days written notice to the Recipient, cause the termination of this Agreement and the release of the Division from all its obligations to the Recipient. (b) This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision 10 (661 16E13 shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other provision of this Agreement. (c) Any power of approval or disapproval granted to the Division under the terms of this Agreement shall survive the term of this Agreement. (d) This Agreement may be executed in any number of counterparts, any one of which may be taken as an original. (e) The Recipient agrees to comply with the Americans With Disabilities Act(Public Law 101-336, 42 U.S.C. Section 12101 et seq.), which prohibits discrimination by public and private entities on the basis of disability in employment, public accommodations, transportation, State and local government services, and telecommunications. (f) Those who have been placed on the convicted vendor list following a conviction for a public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of$25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list or on the discriminatory vendor list. (g) Any Recipient which is not a local government or state agency, and which receives funds under this Agreement from the federal government, certifies, to the best of its knowledge and belief, that it and its principals: 1. are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a federal department or agency; 2. have not, within a five-year period preceding this proposal been convicted of or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public(federal, state or local)transaction or contract under public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 3. are not presently indicted or otherwise criminally or civilly charged by a governmental entity(federal, state or local)with commission of any offenses enumerated in paragraph 19(g)2. of this certification; and 4. have not within a five-year period preceding this Agreement had one or more public transactions(federal, state or local)terminated for cause or default. If the Recipient is unable to certify to any of the statements in this certification, then the Recipient shall attach an explanation to this Agreement. 11 0 16E13 41 In addition,the Recipient shall send to the Division (by email or by facsimile transmission) the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion" (Attachment G)for each intended subcontractor which Recipient plans to fund under this Agreement. The form must be received by the Division before the Recipient enters into a contract with any subcontractor. (h) The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Fla. Stat. or the Florida Constitution. (i) All bills for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof. (j) Any bills for travel expenses shall be submitted in accordance with Section 112.061, Fla. Stat. The provisions of any special or local law, present or future, shall prevail over any conflicting provisions in this section, but only to the extent of the conflict. (k) The Division reserves the right to unilaterally cancel this Agreement if the Recipient refuses to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Fla. Stat., which the Recipient created or received under this Agreement. (I) If the Recipient is allowed to temporarily invest any advances of funds under this Agreement, any interest income shall either be returned to the Division or be applied against the Division's obligation to pay the contract amount. (m) The State of Florida will not intentionally award publicly-funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e)of the Immigration and Nationality Act ("INA")]. The Division shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e)of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division. (n) The Recipient is subject to Florida's Government in the Sunshine Law(Section 286.011, Fla. Stat.)with respect to the meetings of the Recipient's governing board or the meetings of any subcommittee making recommendations to the governing board. All of these meetings shall be publicly noticed, open to the public, and the minutes of all the meetings shall be public records, available to the public in accordance with Chapter 119, Fla. Stat. (o) All unmanufactured and manufactured articles, materials and supplies which are acquired for public use under this Agreement must have been produced in the United States as required under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost. 12 06, J 16E134 • (20) LOBBYING PROHIBITION (a) No funds or other resources received from the Division under this Agreement may be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state agency. (b) The Recipient certifies, by its signature to this Agreement, that to the best of his or her knowledge and belief: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the Recipient, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities." 3. The Recipient shall require that this certification be included in the award documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. (21) COPYRIGHT, PATENT AND TRADEMARK ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA. ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF FLORIDA. (a) If the Recipient has a pre-existing patent or copyright, the Recipient shall retain all rights and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise. (b) If any discovery or invention is developed in the course of or as a result of work or services performed under this Agreement, or in any way connected with it, the Recipient shall refer the 13 16E13 discovery or invention to the Division for a determination whether the State of Florida will seek patent protection in its name. Any patent rights accruing under or in connection with the performance of this Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable material are produced, the Recipient shall notify the Division. Any copyrights accruing under or in connection with the performance under this Agreement are transferred by the Recipient to the State of Florida. (c) Within thirty days of execution of this Agreement, the Recipient shall disclose all intellectual properties relating to the performance of this Agreement which he or she knows or should know could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such property exists. The Division shall then, under Paragraph (b), have the right to all patents and copyrights which accrue during performance of the Agreement. (22) LEGAL AUTHORIZATION. The Recipient certifies that it has the legal authority to receive the funds under this Agreement and that it's governing body has authorized the execution and acceptance of this Agreement. The Recipient also certifies that the undersigned person has the authority to legally execute and bind Recipient to the terms of this Agreement. (23) ASSURANCES. The Recipient shall comply with any Statement of Assurances incorporated as Attachment H. 14 0 16E13 ` IN WITNESS WHEREOF, the parties hereto have executed this Agreement. RECIPIENT: COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS B __- Tom Henning, Chair Date: O/ 1/14 FID#59-6000558 DUNS#076997790 0 4. ' ,,.,1.),":-- • E8 f:'Dw.ht:%. Br*k Clerk Approved as to Form and Legality 'aro By 6 ' i s Aii∎ .: By Gl -- _ ' ,, `- pep.•'' '' Jennif . Belpedio CIA Attest as to Chami an; Assistant County Attorney O\ signatuieon *" , y' Q.1' STATE OF FLORIDA DIVISION OF E ERG NC MA , EMENT By: #1 / 1 �J , Name and Title: AY A&J *4d A>j p/R, Date: 3 /L. /,t 15 O d r� 1 EXHIBIT—1 THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS AGREEMENT: NOTE: If the resources awarded to the Recipient are from more than one Federal program, provide the same information shown below for each Federal program and show total Federal resources awarded. Federal Program Federal agency: U.S. Department of Homeland Security/Federal Emergency Management Agency Catalog of Federal Domestic Assistance title and number: 97.067 Award amount: $495,500.00 THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER THIS AGREEMENT: 44 CFR, (Code of Federal Regulations) Part 13 (Common Rule) OMB Circular A-21, A-102, A-110,A-122, A-128,A-87 and A-133 NOTE: if the resources awarded to the Recipient represent more than one Federal program, list applicable compliance requirements for each Federal program in the same manner as shown below. Federal Program: List applicable compliance requirements as follows: 1. Recipient is to use funding to perform the following eligible activities as identified in the United States Department of Homeland Security, Federal Emergency Management Agency, and National Preparedness Directorate Fiscal Year 2012 Homeland Security Grant Program (HSGP), consistent with the Department of Homeland Security State Strategy. 2. Recipient is subject to all administrative and financial requirements as set forth in this Agreement, or will be in violation of the terms of the Agreement. NOTE: Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes, require that the information about Federal Programs and State Projects included in Exhibit 1 be provided to the Recipient. 16 ()Q 16E13 ' ATTACHMENT A Proposed Program Budget • Below is a general budget which outlines eligible categories and their allocation under this award. The Recipient is to utilize the "Proposed Program Budget"as a guide for completing the`Budget Detail Worksheet"below. • The equipment category will require a"Detailed Budget Worksheet"including the proposed equipment to be purchased and the corresponding Authorized Equipment List(AEL)reference number.The AEL can be found at www.rkb.us. • The transfer of funds between the categories listed in the"Proposed Program Budget"is permitted. However,the transfer of funds between Issues is strictly prohibited. r{a At the discretion of the Recipient,funds allocated to Management and Administration costs(as described in the"Proposed Program Budget")may be put towards Programmatic costs instead. However,no more than 3%of each Recipient's total award may be expended on Management and Administration costs. .b ' �y sc ash, is ? d YKC e .mow.. f "?` ✓ fi'� Equipment—Multi-Patient Medical $487,000.00 Collier County BOCC Trans•ort Vehicle FY 2012-Homeland Security Grant Program—Residual Management and Administration $8,500.00 (the dollar amount which corresponds to 3%of the total local agency allocation is shown in the column on the right). a *T-%s . :a c � s b�&" m¢ Y ey, s '"E�6 x 1p"^". .� ' ,44V-,.1'4 "..4.''4' *d„ s s 17 16E13 Budget Detail Worksheet The Recipient is required to provide a completed budget detail worksheet,to the Division,which accounts for the total award as described in the"Proposed Program Budget". If any changes need to be made to the"Budget Detail Worksheet",after the execution of this agreement,contact the grant manager listed in this agreement via email or letter. FY2010 Residual Collier County Budget DetailWorksneet-Eligible Activities " Eligible Equipment Acquisition Costs The table below highlights the allowable equipment categories for this award. A comprehensive listing of these allowable equipment categories,and specific equipment eligible under each category,can be found on the web-based Authorized Equipment List at: Quantity Unit Cost Total Cost Issue http://wowv.rkb.us Number •+b- Click on"Authorized Equipment List(AEL) . If you wish to purchase a piece of equipment from any category below,then,in the space given below that category,put the"AEL item number'and'title" Personal protective equipment e.g., 1.12.2.1,Covers,Outer Footwear Explosive device mitigation and remediation equipment CBRNE operational search and rescue equipment Information technology Cyber security enhancement equipment Interoperable communications equipment 2 $4917 $9834 FY 2010 06 CP 01 MOBL RADIO MOBILE 1 $4916 $4916 HSGP 06CC-03-SATM SATELLITE MOBILE PHONE RESIDUAL Detection Equipment Decontamination Equipment (HSGP only) Medical supplies Power equipment CBRNE reference materials CBRNE incident response vehicles FY 2010 12VE-00-ABUS MASS CASUALTY VEHICLE TRANSPORT 1 $472,250 $472,250 RESIDUAL Terrorism incident prevention equipment Physical security enhancement equipment Inspection and Screening systems 18 oy J 16E13 Agriculture Terrorism Prevention,Response,and Mitigation Equipment (HSGP only) CBRNE Prevention and Response watercraft CBRNE Aviation Equipment CBRNE logistical support equipment Intervention equipment Public Alert and Warning Equipment Disability Access and Functional Needs- Other authorized equipment costs(include any construction or renovation costs in this category;Written approval must be provided by FEMA prior to the use of any funds for construction or renovation) •El,.gi:b le Nian.age`!Sn3'f Er,e ntat nd.+c i Ad` mn).�is7 t rat4 t`fio n I C-.ok9 st s .J F { ",x{_Q..,Us an,tcr it Unit C' osy Totaf Cos t N'u.QmSu Mb ?:.., Hiring of full-time or part-time staff or contractors/consultants: _.E To assist with the management of the respective grant program 4. To assist with application requirements of the grant program 4. To assist with the compliancy with reporting and data collection as it may relate to the grant program Development of operating plans for information collection and processing necessary to respond to DHS/ODP data calls. Costs associate with achieving emergency management that is inclusive of the access and functional needs of workers and citizens with disabilities. Overtime and backfill costs—Overtime expenses are defined as the result of personnel who worked over and above their normal scheduled daily or weekly worked time in the performance of FEMA—approved activities.Backfill Costs also called"Overtime as Backfill"are defined as expenses from the result of personnel who are working overtime in order to perform the duties of other personnel who are temporarily assigned to FEMA—approved activities outside their core responsibilities.Neither overtime nor backfill expenses are the result of an increase of Full—Time Equivalent(FTEs)employees.These costs are allowed only to the extent the payment for such services is in accordance with the policies of the state or unit(s)of local government and has the approval of the state or the awarding agency,whichever is applicable.In no case is dual compensation allowable.That is,an employee of a unit of government may not receive compensation from their unit or agency of government AND from an award for a single period of time(e.g., 1:00 pm to 5:00 pm),even though such work may benefit both activities.Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act(FICA),Workers'Compensation and Unemployment Compensation. FY 2010 Travel expenses 1 $8,500 $8,500 HSGP RESIDUAL Meeting-related expenses(For a complete list of allowable meeting- related expenses,please review the OJP Financial Guide at http://www.ojp.usdoj.gov/FinGuide). 19 16E13' Acquisition of authorized office equipment,including personal computers,laptop computers,printers,LCD projectors,and other equipment or software which may be required to support the implementation of the homeland security strategy. The following are allowable only within the contract period: 4. Recurring fees/charges associated with certain equipment,such as cell phones,faxes,etc. 1 Leasing and/or renting of space for newly hired personnel to administer programs within the grant program. - FY 2010 HSGP RESIDUAL TOTAL BUDGET $495,500 • 20 Oki 16E13 ' ATTACHMENT B Scope of Work Funding is provided to perform eligible activities as identified in the Domestic Homeland Security—Federal Emergency Management Agency National Preparedness Directorate Fiscal Year 2012 Homeland Security Grant Program(HSGP),consistent with the Department of Homeland Security State Strategy. Eligible activities are outlined in the Scope of Work for each category below: Issue and Project Description Multi-Patient Medical Transport Vehicle -Vehicle which will function to provide basic medical transportation services during large-scale disaster events and localized mass medical emergency scenes or first responder re-hab services. The vehicle will be climate controlled, have the capability for a minimum of 9 patients with various combination(s) of seated, stretcher based, and wheel chair transport capability. Additionally the vehicle will be capable of transporting one (1) bariatric patient within the maximum of (9) nine respective patients configuration as noted above. The vehicle will be identified as a Basic Life Support type, however, Collier County EMS could provide complimentary personnel and ALS equipment if warranted in accordance with rules and regulations provided by the Florida Department of Health, Division of Emergency Medical Services during disaster conditions. II. Categories and Eligible Activities FY2013 allowable costs are divided into the following categories:equipment and management and administration cost are allowable cost. Each category's allowable costs have been listed in the"Budget Detail Worksheet"above. A. Equipment Acquisition The 21 allowable prevention,protection,mitigation,response,and recovery equipment categories and equipment standards for FY 2013 HSGP are listed on the web-based version of the Authorized Equipment List(AEL)on the Responder Knowledge Base(RKB),at https://www.rkb.us. Unless otherwise stated,equipment must meet all mandatory regulatory and/or DHS-adopted standards to be eligible for purchase using these funds.In addition, agencies will be responsible for obtaining and maintaining all necessary certifications and licenses for the requested equipment. The equipment,goods,and supplies("the eligible equipment")purchased with funds provided under this agreement are for the purposes specified in"Florida's Domestic Security Strategy". Equipment purchased with these funds will be utilized in the event of emergencies,including,but not limited to,terrorism-related hazards. The sub-recipient shall place the equipment throughout the State of Florida in such a manner that,in the event of an emergency,the equipment can be deployed on the scene of the emergency or be available for use at a fixed location within two(2)hours of a request for said deployment.The Florida Division of Emergency Management(FDEM)must approve any purchases of equipment not itemized in a project's approved Initial Strategic Implementation Plan(ISIP)in advance of the purchase. The sub-recipient will,in accordance with the statewide mutual aid agreement or other emergency response purpose as specified in the"Florida Domestic Security Strategy,"ensure that all equipment purchased with these funds is used to respond to any and all incidents within its regional response area as applicable for so long as this Agreement remains in effect. Prior to requesting a response,the FDEM will take prudent and appropriate action to determine that the level or intensity of the incident is such that the specialized equipment and resources are necessary to mitigate the outcome of the incident. The sub-recipient shall notify the FDEM Office of Domestic Preparedness at 2555 Shumard Oak Blvd., Tallahassee,Florida 32399 one year in advance of the expiration of the equipment's posted shelf-life or normal life expectancy or when it has been expended. The sub-recipient shall notify the FDEM immediately if the equipment is destroyed,lost,or stolen. The sub-recipient shall not transfer,rent,sell,lease,alienate,donate,mortgage,encumber or otherwise dispose of the eligible equipment without the prior written consent of the FDEM. B. Management and Administration-no more than 3%of each sub-recipient's total award may be expended on Management and Administration costs. Hiring of full-time or part-time staff or contractors/consultants: • To assist with the management of the respective grant program • To assist with application requirements • To assist with the compliancy with reporting and data collection requirements Development of operating plans for information collection and processing necessary to respond to FEMA data calls Overtime costs-Overtime are allowable for personnel to participate in information,investigative,and intelligence sharing activities specifically related to homeland security and specifically requested by a Federal 21 (6D 16E13 agency. Allowable costs are limited to overtime associated with federally requested participation in eligible fusion activities including anti-terrorism task forces,Joint Terrorism Task Forces(JTTFs),Area Maritime Security Committees(as required by Maritime Transportation Security Act of 2002), DHS Border Enforcement Security Task Forces,and Integrated Border Enforcement Teams. Grant funding can only be used in proportion to the Federal man-hour estimate,and only after funding for these activities from other Federal sources(i.e.FBI JTTF payments to State and local agencies)has been exhausted. Under no circumstances should OHS grant funding be used to pay for costs already supported by funding from another Federal source. Operational overtime costs. In support of efforts to enhance capabilities for detecting,deterring,disrupting, and preventing acts of terrorism,operational overtime costs are allowable for increased security measures at critical infrastructure sites. FY 2013 SHSP or IASI funds for organizational costs may be used to support select operational expenses associated with increased security measures at critical infrastructures sites in the following authorized categories: - Backfill and overtime expenses(as defined in FOA)for staffing State or Major Urban Area fusion centers; - Hiring of contracted security for critical infrastructure sites; - Public safety overtime(as defined in FOA) - Title 21 or State Active Duty National Guard deployments to protect critical infrastructure sites,including all resources that are part of the standard National Guard deployment package);and - Increased border security activities in coordination with CPB,as outlined in Information Bulletin 135. FY 2013 SHSP funds may only be spent for operational overtime costs upon prior approval provided in writing by the FEMA Administrator. Travel expenses Meeting-related expenses(For a complete list of allowable meeting-related expenses,please review the OJP Financial Guide at http://www.ojp.usdoi.00v/FinGuide). Acquisition of authorized office equipment,including: • Personal computers • Laptop computers • Printers • LCD projectors,and • Other equipment or software which may be required to support the implementation of the homeland security strategy The following are allowable only within the period of performance of the contract: • Recurring fees/charges associated with certain equipment,such as cell phones,faxes,etc. • Leasing and/or renting of space for newly hired personnel during the period of performance of the grant program C. Unauthorized Expenditures • Activities unrelated to the completion and implementation of the grant program • Other items not in accordance with the Authorized Equipment List or previously listed as allowable costs • Funding may not be used to supplant ongoing,routine public safety activities of state and local emergency responders,and may not be used to hire staff for operational activities or backfill.Funds cannot not replace (supplant)funds that have been appropriated for the same purpose. D. Construction and Renovation Project construction using SHSP and UASI funds may not exceed the greater of$1,000,000 or 15%of the grant award. For the purposes of the limitations on funding levels,communications towers are not considered construction. Written approval must be provided by FEMA prior to the use of any HSGP funds for construction or renovation. When applying for construction funds,including communications towers,at the time of application,grantees are highly encouraged to submit evidence of approved zoning ordinances,architectural plans,any other locally required planning permits and documents,and to have completed as many steps as possible for a successful EHP review in support of their proposal for funding(e.g.,completing the FCC's Section 06 review process for tower construction projects;coordination with their State Historic Preservation Office to identify potential historic preservation issues and to discuss the potential for project effects). Projects for which the grantee believes and Environmental Assessment(EA)may be needed,as defined in 44 CFR 10.8 and 10.9,must also be identified to the FEMA Program Analyst within six(6)months of the award and completed EHP review packets must be submitted no later than 12 months before the end of the Period of Performance. EHP review packets should be sent by the SAA to FEMA for review. 22 16E134 FEMA is legally required to consider the potential impacts of all HSGP projects on environmental resources and historic properties. Grantees must comply with all applicable environmental planning and historic preservation (EHP)laws,regulations,and Executive Orders(EOs)in order to draw down their FY 2013 HSGP grant funds. To avoid unnecessary delays in starting a project,grantees are encouraged to pay close attention to the reporting requirements for an EHP review. For more information on FEMA's EHP requirements please refer to Bulletins 329 and 345(http://www.fema.govlgovernment/grant/bulletins/indes.shtm). FY 2013 HSGP Program grantees using funds for construction projects must comply with the Davis-Bacon Act (40 U.S.C.3141 et seq.). Grant recipients must ensure that their contractors or subcontractors for construction projects pay workers employed directly at the work-site no less than the prevailing wages and fringe benefits paid on projects of a similar character. Additional information,including Department of Labor wage determinations,is available from the following website: http://www.dol.gov/compliancellaws/comp-dbra,htm. In addition,the erection of communications towers that are included in a jurisdiction's interoperable communications plan is allowed,subject to all applicable laws,regulations,and licensing provisions. Communication tower projects must be submitted to FEMA for EHP review.Per the Consolidated Security, Disaster Assistance,and Continuing Appropriations Act of 2009(Public Law 110-329),communications towers are not subject to the$1,000,000 construction and renovation cap. Approval Process: In order for grantees to drawdown funds for construction and renovation costs,the grantee must provide the Division with: • A description of the asset or facility,asset location,whether the infrastructure is publicly or privately owned, and the construction or renovation project; • Certification that a facility vulnerability assessment has been conducted • An outline addressing how the construction or renovation project will address the identified vulnerabilities from the assessment • Consequences of not implementing the construction or renovation project • Any additional information requested by FEMA to ensure compliance with Federal environmental and historic preservation requirements Additional information may also be found on the FEMA's website located at http://www.fema.gov/plan/ehp/. Note:Written approval must be provided by FEMA prior to the use of any funds for construction or renovation. E. Overtime and Backfill Guidance Personnel(SHSP and UASI)—Personnel hiring,overtime,and backfill expenses are permitted under this grant in order to perform allowable FY 2013 HSGP planning,training,exercise,and equipment activities. A personnel cost cap of up to 50 percent(50%)of the total SHSP and UASI program funds may be used for personnel and personnel-related activities as directed by the Personnel Reimbursement for Intelligence Cooperation and Enhancement(PRICE)of Homeland Security Act(Public Law 110-412). Grantees who wish to seek a waiver from the personnel cost cap must provide documentation explaining why the cap should be waived;waiver requests will be considered only under extreme circumstances. In general,the use of SHSP and UASI funding to pay for staff and/or contractor regular time or overtime/backfill is considered a personnel cost. For further details,please refer to Information Bulletin 358. FY 2013 HSGP funds may not be used to support the hiring of any personnel for the purposes of fulfilling traditional public health and safety duties or to supplant traditional public health and safety positions and responsibilities. Definitions for hiring,overtime,and backfill-related overtime,and supplanting remain unchanged from FY 2011 HSGP. F. National Incident Management System(NIMS)Compliance HSPD-5,"Management of Domestic Incidents,"mandated the creation of NIMS and the National Response Plan (NRP).NIMS provides a consistent framework for entities at all jurisdictional levels to work together to manage domestic incidents,regardless of cause,size,or complexity.To promote interoperability and compatibility among Federal,State,local,and tribal capabilities,NIMS includes a core set of guidelines,standards,and protocols for command and management,preparedness,resource management,communications and information management,supporting technologies,and management and maintenance of NIMS.The NRP,using the template established by NIMS,is an all-discipline,all-hazards plan that provides the structure and mechanisms to coordinate operations for evolving or potential Incidents of National Significance,which are major events that "require a coordinated and effective response by an appropriate combination of Federal,State,local,tribal, private sector,and nongovernmental entities." 23 16E13 The NIMS Integration Center(NIC)recommends 38 NIMS Compliance Objectives for nongovernmental organizations that support NIMS implementation.These activities closely parallel the implementation activities that have been required of State,territorial,tribal,and local governments since 2004 and can be found at www.fema.gov/pdf/emergencV/nims/nqo fs.pdf.To integrate nonprofit organizations into the broader national preparedness effort,DHS encourages grantees to consider pursuing these recommended activities. Additionally,nongovernmental organizations grantees and sub-grantees will be required to meet certain NIMS compliance requirements.This includes all emergency preparedness,response,and/or security personnel in the organization participating in the development,implementation,and/or operation of resources and/or activities awarded through this grant must complete training programs consistent with the NIMS National Standard Curriculum Development Guide.Minimum training includes IS-700 NIMS:An Introduction. In addition,IS-800.a NRP:An Introduction, Incident Command System(ICS-100),Incident Command System(ICS-200),Intermediate Incident Command System(G-300),and Advanced Incident Command System(G-400)are also recommended. For additional guidance on NIMS training,please refer to http://www.fema.gov/emergencV/nims/nims traininq.shtm. Additional information about NIMS implementation and resources for achieving compliance are available through the NIMS Integration Center(NIC),at http://www.fema.gov/emergencV/nims/. III. Reporting Requirements 1.Quarterly Programmatic Reporting: The Quarterly Programmatic Report is due within 30 days after the end of the reporting periods(March 30,June 30,September 30 and December 30)for the life of this contract. • If a report(s)is delinquent,future financial reimbursements will be withheld until the Recipient's reporting is current. • If a report goes 2 consecutive quarters without Recipient providing information in the narrative portion of the Quarterly Status Report,Report will be denied until narrative is provided,also financial reimbursements will be withheld until the required information has been submitted. Programmatic Reporting Schedule Reporting Period Report due to DEM no later than January 1 through March 31 April 30 April 1 through June 30 July 31 July 1 through September 30 October 31 October 1 through December 31 January 31 2.Programmatic Reporting-BSIR Biannual Strategic Implementation Report: After the end of each reporting period,for the life of the contract unless directed otherwise,the SAA will complete the Biannual Strategic Implementation Report in the Grants Reporting Tool(GRT) https://www.reoorting.odo.dhs.gov. The reporting periods are January 1-June 30 and July 1-December 31. Data entry is scheduled for December 1 and June 1 respectively. Future awards and reimbursement may be withheld if these reports are delinquent. 3.Reimbursement Requests: A request for reimbursement may be sent to your grant manager for review and approval at anytime during the contract period. The Recipient should include the category's corresponding line item number in the"Detail of Claims"form. This number can be found in the"Proposed Program Budget". A line item number is to be included for every dollar amount listed in the"Detail of Claims"form. 4.Close-out Programmatic Reporting: The Close-out Report is due to the Florida Division of Emergency Management no later than 45 calendar days after the agreement is either completed or the agreement has expired. 5.Monitoring: Florida Division of Emergency Management US Department of Homeland Security Grants Program Grant Monitoring Process 24 0 16E13 ' Florida has enhanced state and local capability and capacity to prevent,prepare and respond to terrorist threats since 1999 through various funding sources including federal grant funds. The Florida Division of Emergency Management(FDEM)has a responsibility to track and monitor the status of grant activity and items purchased to ensure compliance with applicable SHSGP grant guidance and statutory regulations. The monitoring process is designed to assess a recipient agency's compliance with applicable state and federal guidelines. Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits. There are two primary areas reviewed during monitoring activities-financial and programmatic monitoring. Financial monitoring is the review of records associated with the purchase and disposition of property,projects and contracts. Programmatic monitoring is the observation of equipment purchased,protocols and other associated records. Various levels of financial and programmatic review may be accomplished during this process. Desk monitoring is the review of projects,financial activity and technical assistance between FDEM and the applicant via e- mail and telephone. On-Site Monitoring are actual visits to the recipient agencies by a Division representative who examines records,procedures and equipment. Frequency of annual monitoring activity: Each year the FDEM will conduct monitoring for up to 50%of their sub-grantees. It is important to note that although a given grant has been closed,it is still subject to either desk or on-site monitoring for a five year period following closure. Areas that will be examined include: Management and administrative procedures; Grant folder maintenance; Equipment accountability and sub-hand receipt procedures; Program for obsolescence; Status of equipment purchases; Status of training for purchased equipment; Status and number of response trainings conducted to include number trained; Status and number of exercises; Status of planning activity; Anticipated projected completion; Difficulties encountered in completing projects; Agency NIMS/ICS compliance documentation; Equal Employment Opportunity(EEO Status); Procurement Policy FDEM may request additional monitoring/information if the activity,or lack there of,generates questions from the region,the sponsoring agency or FDEM leadership. The method of gathering this information will be determined on a case-by-case basis. Desk monitoring is an on-going process. Recipients will be required to participate in desk top monitoring on an annual basis and as determined by the FDEM. This contact will provide an opportunity to identify the need for technical assistance(TA) and/or a site visit if the FDEM determines that a recipient is having difficulty completing their project. As difficulties/deficiencies are identified,the respective region or sponsoring agency will be notified by the program office via email. Information will include the grant recipient agency name,year and project description and the nature of the issue in 25 06,E 16E13 '' question. Many of the issues that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to the FDEM for assistance. Examples of TA include but are not limited to: 4- Equipment selection or available vendors Eligibility of items or services 4-Coordination and partnership with other agencies within or outside the region or discipline J- Record Keeping -4: Reporting Requirements -4-Documentation in support of a Request for Reimbursement On-Site Monitoring will be conducted by the FDEM or designated personnel. On-site Monitoring visits will be scheduled in advance with the recipient agency POC designated in the grant agreement. The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be coordinated with the capability review visits. Subject matter experts from other agencies within the region or state may be called upon to assist in the form of a peer review as needed. All findings related to the capability review will be documented and maintained within the FDEM. On-site Monitoring Protocol On-site Monitoring Visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal year(FFY). Site visits may be combined when geographically convenient. There is a financial and programmatic on-site monitoring checklist to assist in the completion of all required tasks. Site Visit Preparation A letter will be sent to the recipient agency Point of Contact(POC)outlining the date,time and purpose of the site visit before the planned arrival date. The appointment should be confirmed with the grantee in writing(email is acceptable)and documented in the grantee folder. The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address should be documented in the grantee folder before the site visit. On-Site Monitoring Visit Once FDEM personnel have arrived at the site,an orientation conference will be conducted. During this time,the purpose of the site visit and the items FDEM intends to examine will be identified.If financial monitoring visit will be conducted,they will then explain their objectives and will proceed to perform the financial review. FDEM personnel will review all files and supporting documentation. Once the supporting documentation has been reviewed, a tour/visual/spot inspection of equipment will be conducted. Each item should be visually inspected whenever possible. Bigger items(computers,response vehicles,etc.)should have an asset decal(information/serial number)placed in a prominent location on each piece of equipment as per recipient agency requirements. The serial number should correspond with the appropriate receipt to confirm purchase.Photographs should be taken of the equipment(large capitol expenditures in excess of$1,000.per item). 26 ; 16E13 ' If an item is not available(being used during time of the site visit),the appropriate documentation must be provided to account • for that particular piece of equipment. Once the tour/visual/spot inspection of equipment has been completed,the FDEM personnel will then conduct an exit conference with the grantee to review the findings. Other programmatic issues can be discussed at this time,such as missing quarterly reports,payment voucher/reimbursement,equipment,questions,etc. Post Monitoring Visit FDEM personnel will review the on-site monitoring review worksheets and backup documentation as a team and discuss the events of the on-site monitoring. Within 30 calendar days of the site visit,a monitoring report will be generated and sent to the grantee explaining any issues and corrective actions required or recommendations.Should no issues or findings be identified,a monitoring report to that effect will be generated and sent to the grantee. The grantee will submit a Corrective Action Plan within a timeframe as determined by the FDEM. Noncompliance on behalf of sub-grantees is resolved by management under the terms of the Sub grant Agreement. The On-Site Monitoring Worksheets,the monitoring report and all back up documentation will then be included in the grantee's file. A. Programmatic Point of Contact Contractual Point of Contact Programmatic Point of Contact Carolyn Washington Owen Roach FDEM FDEM 2555 Shumard Oak Blvd. 2555 Shumard Oak Blvd. Tallahassee,FL 32399-2100 Tallahassee,FL 32399-2100 (850)410-1271 (850)410-1599 carolyn.washingtont7a.em.myflorida.com Owen.roach©em.myflorida.com B. Contractual Responsibilities • The FDEM shall determine eligibility of projects and approve changes in scope of work. • The FDEM shall administer the financial processes. 27 0 16E13 '1 ATTACHMENT C DELIVERABLES State Homeland Security Program (SHSP): SHSP supports the implementation of risk driven, capabilities-based State Homeland Security Strategies to address capability targets set in Urban Area, State, and regional Threat and Hazard Identification and Risk Assessments (THIRAs). The capability levels are assessed in the State Preparedness Report (SPR) and inform planning, organization, equipment, training, and exercise needs to prevent, protect against, mitigate, respond to, and recover from acts of terrorism and other catastrophic events. In addition, the Recipient is to complete the following issues as described below throughout the agreement period to ensure compliance and coordination with the Homeland Security Grant Program. Items listed below are to be reviewed quarterly to ensure recipients' compliance. Documentation supporting the completion of the issues outlined below shall be submitted along with the Quarterly Financial report. Ambulance Bus —which will function to provide basic medical transportation services during large-scale disaster events and localized mass medical emergency scenes or first responder re-hab services. • Chassis for uplift production - $142,600 • Travel for construction inspections and meetings- $8,500 • (2) Two-way radios, 1 satellite telephone- $11,250 • Programming of two-way radios- $3,500 • Final delivery of unit- $329,650 TOTAL: $495,500 28 o; 16E13 Attachment D Program Statutes, Regulations and Special Conditions 1) 53 Federal Register 8034 2) 31 U.S.C. §1352 3) Chapter 473, Florida Statutes 4) Chapter 215, Florida Statutes 5) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR Part 66, Common rule 6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975 8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593 9) Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) 10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968, 11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act 12) 28 CFR applicable to grants and cooperative agreements 13) Omnibus Crime Control and Safe Streets Act of 1968, as amended, 14) 42 USC 3789(d), or Victims of Crime Act (as appropriate); 15) Title VI of the Civil Rights Act of 1964, as amended; 16) Section 504 of the Rehabilitation Act of 1973, as amended; 17) Subtitle A, Title II of the Americans with Disabilities Act(ADA) (1990); 18) Title IX of the Education Amendments of 1972; 19) Age Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations, 20) 28 CFR Part 42, Subparts C,D,E, and G 21) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39 22) Chapter 252, Florida Statutes 23) Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code 24) 44 CFR, (Code of Federal Regulations) Part 13 (Common Rule) 25) 44 CFR, Part 302 26) 48 CFR, Part 31 27) OMB CircularA-21, A-102, A-110,A-122, A-128, A-87 and A-133 Special Conditions 1. The Recipient shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements.A non-exclusive list of regulations commonly applicable to Department of Homeland Security grants are listed below: A. Administrative Requirements • 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (also known as the"A-102 Common Rule"). • 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (OMB Circular A-110) B. Cost Principles • 2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments(OMB Circular A-87) • 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21) • 2 CFR Part 230, Cost Principles for Non-Profit Organizations (OMB Circular A-122) 29 16E13 C. Audit Requirements for State • OMB Circular A-133, Audits of States, Local Governments and Non Profit Organizations 2. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA. 3. The recipient agrees that all allocations and use of funds under this grant will be in accordance with the FY 2012 Homeland Security Grant Program guidance and application kit. 4. The recipient shall not undertake any project having the potential to impact Environmental or Historical Preservation (EHP) resources without the prior approval of FEMA, including but not limited to communications towers, physical security enhancements involving ground disturbance, new construction, and modifications to buildings, structures and objects that are 50 years old or older, and purchase and use of sonar equipment. Recipient must comply with all conditions placed on the project as the result of the EHP review. Any change to the approved project scope of work will require re-evaluation for compliance with these EHP requirements. If ground disturbing activities occur during project implementation, the recipient must ensure monitoring of ground disturbance, and if any potential archeological resources are discovered, the recipient will immediately cease construction in that area and notify FEMA and the appropriate State Historic Preservation Office. Any construction activities that have been initiated without the necessary EHP review and approval will result in a non-compliance finding and will not be eligible for FEMA funding. 5. The recipient is prohibited from obligation or expending Operation Stonegarden (OPSG)funds provided through this award until each unique, specific or modified county level or equivalent Operational Order/Frag Operations Order with embedded estimated operational budget has been reviewed and approved through an official email notice issued by FEMA removing this special programmatic condition. The Operations Order approval process/structure is as follows: Operations Orders are submitted to (1)the appropriate Customs and Border Protection (CBP) Border Patrol (BP) Sector Headquarters (HQ); upon approval by the Sector HQ, forwarded through the Border Patrol Enforcement Transfer System (BPETS) system to(2)the OPSG Coordinator, CPB/BP Washington, DC and upon approval forwarded to(3) Federal Emergency Management Agency(FEMA), Grant Programs Directorate(GPD), Grant Development and Administration Division (GD&A). Notification of release of programmatic hold will be sent by FEMA via email to the State Administrative Agency(SAA)with a copy to OPSG Coordinator at CBP/BP HQ, Washington, DC. 30 ob J 16E13 Attachment E JUSTIFICATION OF ADVANCE PAYMENT RECIPIENT: If you are requesting an advance,indicate same by checking the box below. [ ] ADVANCE REQUESTED Advance payment of$ is requested. Balance of payments will be made on a reimbursement basis. These funds are needed to pay staff,award benefits to clients,duplicate forms and purchase start-up supplies and equipment. We would not be able to operate the program without this advance. If you are requesting an advance,complete the following chart and line item justification below. ESTIMATED EXPENSES BUDGET CATEGORY/LINE ITEMS 20=20_Anticipated Expenditures for First Three Months of (list applicable line items) Contract For example ADMINISTRATIVE COSTS (Include Secondary Administration.) For example PROGRAM EXPENSES TOTAL EXPENSES LINE ITEM JUSTIFICATION (For each line item,provide a detailed justification explaining the need for • the cash advance. The justification must include supporting documentation that clearly shows the advance will be expended within the first ninety(90)days of the contract term. Support documentation should include quotes for purchases,delivery timelines,salary and expense projections,etc.to provide the Division reasonable and necessary support that the advance will be expended within the first ninety(90)days of the contract term. Any advance funds not expended within the first ninety(90)days of the contract term shall be returned to the Division Cashier,2555 Shumard Oak Boulevard,Tallahassee,Florida 32399 within thirty(30) days of receipt,along with any interest earned on the advance) 31 16E13 Attachment F Warranties and Representations Financial Management Recipient's financial management system must include the following: (1) Accurate, current and complete disclosure of the financial results of this project or program (2) Records that identify the source and use of funds for all activities. These records shall contain information pertaining to grant awards, authorizations, obligations, unobligated balances, assets, outlays, income and interest. (3) Effective control over and accountability for all funds, property and other assets. Recipient shall safeguard all assets and assure that they are used solely for authorized purposes. (4) Comparison of expenditures with budget amounts for each Request For Payment.Whenever appropriate, financial information should be related to performance and unit cost data. (5) Written procedures to determine whether costs are allowed and reasonable under the provisions of the applicable OMB cost principles and the terms and conditions of this Agreement. (6) Cost accounting records that are supported by backup documentation. Competition All procurement transactions shall be done in a manner to provide open and free competition. The Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, and invitations for bids and/or requests for proposals shall be excluded from competing for such procurements.Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is most advantageous to the Recipient, considering the price, quality and other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill in order for the bid or offer to be evaluated by the Recipient. Any and all bids or offers may be rejected when it is in the Recipient's interest to do so. 32 1 6 E13 Codes of conduct. The Recipient shall maintain written standards of conduct governing the performance of its employees engaged in the award and administration of contracts. No employee, officer, or agent shall participate in the selection, award, or administration of a contract supported by public grant funds if a real or apparent conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated, has a financial or other interest in the firm selected for an award. The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. The standards of conduct shall provide for disciplinary actions to be applied for violations of the standards by officers, employees, or agents of the Recipient. Business Hours The Recipient shall have its offices open for business, with the entrance door open to the public, and at least one employee on site, from 114. M A-5 Licensing and Permitting All subcontractors or employees hired by the Recipient shall have all current licenses and permits required for all of the particular work for which they are hired by the Recipient. 33 16E13 Attachment G ° ra Certification Regarding � Debarment;Suspension Ineiigibihty , And Voluntary,Exclusion , Subcontractor Covered Transactions (1) The prospective subcontractor of the Recipient, certifies, by submission of this document, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective subcontractor shall attach an explanation to this form. SUBCONTRACTOR: By: Signature Recipient's Name Name and Title DEM Contract Number Street Address Project Number City, State, Zip Date 34 0 16E13 . 1 Attachment H Statement of Assurances The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies, guidelines and requirements, including OMB Circulars No. A-21, A-110,A-122, A-128, A-87; E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66, Common rule,that govern the application, acceptance and use of Federal funds for this federally-assisted project.Also the Applicant assures and certifies that: 1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (P.L. 91-646)which provides for fair and equitable treatment of persons displaced as a result of Federal and federally-assisted programs. 2. It will comply with provisions of Federal law which limit certain political activities of employees of a State or local unit of government whose principal employment is in connection with an activity financed in whole or in part by Federal grants. (5 USC 1501,et. seq.) 3. It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor Standards Act. 4. It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. 5. It will give the sponsoring agency or the Comptroller General, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the grant. 6. It will comply with all requirements imposed by the Federal sponsoring agency concerning special requirements of law, program requirements, and other administrative requirements. 7. It will ensure that the facilities under its ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that it will notify the Federal grantor agency of the receipt of any communication from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration for listing by the EPA. 8. It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975, approved December 31, 1976, Section 102(a) requires, on and after March 2, 1975, the purchase of flood insurance in communities where such insurance is available as a condition for the receipt of any Federal financial assistance for construction or acquisition purposes for use in any area that has been identified by the Secretary of the Department of Housing and Urban Development as an area having special flood hazards. The phrase"Federal financial assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or any other form of direct or indirect Federal assistance. 9. It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by(a)consulting with the State Historic Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or eligible for inclusion in the National Register of Historic Places that are subject to adverse effects (see 36 CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such properties and by(b)complying with all requirements established by the Federal grantor agency to avoid or mitigate adverse effects upon such properties. 35 0 16E13 10. It will comply, and assure the compliance of all its subgrantees and contractors, with the applicable provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, the Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act, as appropriate; the provisions of the current edition of the Office of Justice Programs Financial and Administrative Guide for Grants, M7100.1; and all other applicable Federal laws, orders, circulars, or regulations. 11. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements including Part 18, Administrative Review Procedure; Part 20, Criminal Justice Information Systems; Part 22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Programs and Activities; Part 42, Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61, Procedures for Implementing the National Environmental Policy Act; Part 63, Floodplain Management and Wetland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance Programs. 12. It will comply, and all its contractors will comply, with the non-discrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime Act(as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the Americans with Disabilities Act(ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39. 13. In the event a Federal or State court or Federal or State administrative agency makes a finding of discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs. 14. It will provide an Equal Employment Opportunity Program if required to maintain one, where the application is for$500,000 or more. 15. It will comply with the provisions of the Coastal Barrier Resources Act(P.L. 97-348)dated October 19, 1982 (16 USC 3501 et seq.)which prohibits the expenditure of most new Federal funds within the units of the Coastal Barrier Resources System. 16. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS)As required by the Drug- Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620. 36 16E13 10 Attachment I Reimbursement Check List Please Note: FDEM reserves the right to update this check list throughout the life of the grant to ensure compliance with applicable federal and state rules and regulations. Equipment I 1. Have all invoices been included? 2. Has an AEL#been identified for each purchase? I I 3. If service/warranty expenses are listed, are they only for the performance period of the grant? 4. Has proof of payment been included? (E.g. canceled check, Electronic Funds Transfer (EFT) confirmation, or P-Card back up documentation which will include receipt with vendor, copy of credit card statement showing expense charged, and payment to credit card company for that statement) 5. If EHP form needed—has copy of it and approval from State/DHS been included? Planning Consultants/Contractors (Note: this applies to contractors also billed under Organization) I I 1. Does the amount billed by consultant add up correctly? I I 2. Has all appropriate documentation to denote hours worked been properly signed? 3. Have copies of all planning materials and work product (e.g. meeting documents, copies of plans) been included? (If a meeting was held by recipient or contractor/consultant of recipient, an agenda and signup sheet with meeting date must be included). 4. Has the invoice from consultant/contrator been included? n 5. Has proof of payment been included? (E.g. canceled check, Electronic Funds Transfer (EFT) confirmation, or P-Card back up documentation which will include receipt with vendor, copy of credit card statement showing expense charged, and payment to credit card company for that statement). 6. Has Attachment G (found within Agreement with FDEM) been completed for this consultant and included in the reimbursement package? Salary Positions (Note:this applies to positions billed under M&A and Organization as well) 1. Have the following been provided: signed time sheet by employee and supervisor and proof that employee was paid for time worked (statement of earnings, copy of payroll check or payroll register)? Has a time period summary sheet been included for total claimed amount? I 2. Does the back-up documentation provided match the time period for which reimbursement is being requested? Training 1. Is the course DHS approved? Is there a course or catalog number? If not, has FDEM approved the non-DHS training? Is supporting documentation included your reimbursement request? 2. Have sign-in sheets, rosters and agenda been provided? n 3. If billing for overtime and/or backfill, has a spreadsheet been provided that lists attendee names, department, # of hours spent at training, hourly rate and total amount paid to each attendee? Have print outs from entity's financial system been provided as proof 37 G°1 16E13 attendees were paid? For backfill, has a clear delineation/cross reference been provided showing who was backfilling who? 4. Have the names on the sign-in sheets been cross-referenced with the names of the individuals for whom training reimbursement costs are being sought? I 5. Has any expenditures occurred in support of the training (e.g., printing costs, costs related to administering the training, planning, scheduling, facilities, materials and supplies, reproduction of materials, and equipment)? If so, receipts and proof of payment must be submitted. (E.g. canceled check, Electronic Funds Transfer (EFT) confirmation, or P-Card back up documentation which will include receipt with vendor, copy of credit card statement showing expense charged, and payment to credit card company for that statement). Exercise I 1. Has documentation been provided on the purpose/objectives of the exercise? Such as, SITMAN/EXPLAN. 2. If exercise has been conducted - has after-action report been included? Have sign-in sheets, agenda, rosters been provided? I I 3. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee names, department, # of hours spent at exercise, hourly rate and total paid to each attendee? Have print outs from entity's financial system been provided to prove attendees were paid? For backfill, has a clear delineation/cross reference been provided showing who was backfilling who? 4. Have the names on the sign-in sheets been cross-referenced with the names of the individuals for whom exercise reimbursement costs are being sought? 5. Has any expenditures occurred on supplies (e.g., copying paper, gloves, tape, etc) in support of the exercise? If so, receipts and proof of payment must be submitted. (E.g. canceled check, Electronic Funds Transfer (EFT) confirmation, or P-Card back up documentation to include receipt with vendor, copy of credit card statement showing expense charged, and payment to credit card company for that statement). I 6. Has any expenditures occurred on rental of space/locations for exercises planning and conduct, exercise signs, badges, etc.? If so, receipts and proof of payment must be submitted. (E.g. canceled check, Electronic Funds Transfer (EFT) confirmation, or P- Card back up documentation to include receipt with vendor, copy of credit card statement showing expense charged, and payment to credit card company for that statement). Travel/Conferences 1. Have all receipts been turned in such as: airplane receipts, proof of mileage, toll receipts, hotel receipts, car rental receipts, registration fee receipts and parking receipts? Are these receipts itemized? Do the dates of the receipts match the date(s) of travel/conference? Does the hotel receipt have a zero balance? If applicable, have a travel authorization and travel reimbursement form been included to account for per diem, mileage and other travel expenses which have been reimbursed to the traveler by sub grantee? I I 2. If travel is a conference has the conference agenda been included? I I 3. Has proof of payment to traveler been included? (E.g. canceled check, Electronic Funds Transfer(EFT) confirmation, or copy of payroll check if reimbursed through payroll). 38 0 16E134. Organization 1. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee names, department, and #of hours spent at EOC, hourly rate and total paid to each attendee? Have print outs from entity's financial system been provided to prove attendees were paid? For backfill, has a clear delineation/cross reference been provided showing who was backfilling who? Matching Funds n 1. Contributions are from Non Federal funding sources. 2. Contributions are from cash or in-kind contributions which may include training investments. n 3. Contributions are not from salary, overtime or other operational costs unrelated to training. For All Reimbursements- The Final Check 1. Have Forms 3, 4a, 4b and 4c been completed and included with each request for reimbursement? I 2. Have the costs incurred been charged to the appropriate POETE category? 3. Does the total on Form 3 match the totals on Forms 4a, 4b and 4c? 4. Has Form 3 been signed by the Grant Manager? [] 5. Has the reimbursement package been entered into sub grantee's records/spreadsheet? 6. Have the quantity and unit cost been notated on Form 4b? 39 16E13 STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT SUBGRANT FORMS and REQUIREMENTS Quarterly Financial History Report/Status Report(Form 1 and Form 2): 1. These reports must be completed in full on a quarterly basis. These are required reports and must be submitted no later than 30 days after the end of each period of the program year in order to be considered in compliance with the terms of the contract. 2. These reports are to include,but not be limited to,the work that has been completed,the work in progress and the timeline of the work left to be completed. If any delays from the original timeline have occurred,specify the reason and revise the completion timeline. 3. If expenditures do not occur during the Quarter to be reported,a report should still be submitted along with a complete explanation on Form 1 and 2. Not submitting in a reporting period will result in a delay of receiving funds: No funds will Reimbursement Request(Form 3)and Detail of Claims (Form 4): 1. These forms are to be filed as needed. Complete Reimbursement Request by entering all information needed for reimbursement. 2. The Detail of Claims form must accompany the Reimbursement Request form,along with the Budget Detail Worksheet. 3, The Reimbursement Request form must be signed by the contract manager or someone with equal authority. 4. Claims are to be submitted to the following address: DIVISION OF EMERGENCY MANAGEMENT DHS GRANTS UNIT Attn: Carolyn Washington 2555 SHUMARD OAK BOUEVARD TALLAHASSEE, FLORIDA 32399-2100 Close Out Report-(Form 5): 1. Close Out Reports are due as soon as the final payment has been made and all final expenditures have occurred. 2. The agreement cannot be considered closed until the Close Out Report has been received. Documentation of project expenditures: 1. Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program operations unless audits require a longer period of time. 2. Grantees should maintain a financial file with copies of back-up documentation for all paid project/program expenditures made by the grantee during the grant period. Documentation of expenditures against the program will be reviewed and verified during on-site monitoring visits or when necessary by the DEM staff. Acceptable documentation includes copies of purchase orders and paid vouchers,paid invoices or cancelled checks, payroll vouchers,journal transfers,etc.These documents should be submitted when requesting reimbursement. 3. In order to document hours worked on the program by permanent or temporary staff,the grantee may use its own time and attendance forms. 4. All claims for reimbursement of expenditures must be submitted on the approved DEM financial reporting forms. Claims not submitted on the proper form cannot be processed and will be returned for corrections. Eq-M Local Report Forms-2012/Instructions, Forms 1, 2&3 1 of 3 16E13 DIVISION OF EMERGENCY MANAGEMENT FINANCIAL HISTORY REPORT/QUARTERLY STATUS REPORT FOR D 2 GRANTEE: (Select the quarter of submission along with year) QUARTERLY REPORTING DUE DATES JANUARY 1—MARCH 31—Due no later than April 30, N/A t° APRIL 1—JUNE 30—Due no later than July 31, N/A AGREEMENT# JULY 1—SEPTEMBER 30—Due no later than October 31, N/A OCTOBER 1-DECEMBER 31—Due no later than January 31, N/A FINANCIAL HISTORY REPORT THIS IS A REQUIRED DOCUMENT AND MUST BE SUBMITTED QUARTERLY TOTAL QUARTERLY CUM.FUNDS REMAINING CUMULATIVE ALLOCATED FUNDS EXPENDED EXPENDED BALANCE 1. Planning Costs 2. Training Costs 3. Exercise Costs 4. Organizational Costs 5. Equipment Costs $0.00 $0.00 $0.00 $0.00 6. Management and Administration Costs (limited to 3% of the total TOTAL EXPENDITURES $0.00 $0.00 $0.00 $0.00 TOTAL PAYMENTS PREVIOUSLY RECEIVED I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed: Contract Manager or Financial Officer QUARTERLY STATUS REPORT THIS IS A REQUIRED DOCUMENT AND MUST BE SUBMITTED QUARTERLY This information must be clearly linked to the project TIMELINE,DELIVERABLES AND THE SCOPE OF WORK. Report events,progress,delays,etc.that pertain to this project. (Attach additional page(s)if needed.) TO BE COMPLETED BY FDEM STAFF DATE SUBMITTED TO FDEM Eq-M Local Report Forms-2012/Instructions, Forms 1, 2 &3 2 of 3 16E13 DIVISION OF EMERGENCY MANAGEMENT REIMBURSEMENT REQUEST Fern; 3 Grantee Payment Date Address Agreement# Payment# Phone# Amount$ COSTS INCURRED AND PAID DURING THE PERIOD OF: through THIS MUST BE ACCOMPANIED BY THE DETAIL OF CLAIMS FORM 1. Planning Expenditures $ - 2. Training Expenditures $ - 3. Exercise Expenditures $ - 4. Organizational Exenditures $ 5. Equipment Expenditures $ - Management and Administration Expenditures 6. (limited to 3% of the total award) $ - TOTAL EXPENDITURES $ - I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed: Contract Manager or Financial Officer TO BE COMPLETED BY DEM STAFF AGREEMENT AMOUNT $0.00 TOTAL AMOUNT TO BE PAID PREVIOUS PAYMENT(S) $0.00 ON THIS INVOICE THIS PAYMENT $0.00 REMAINING BALANCE $0.00 $0.00 DATE SUBMITTED TO FDEM Eq-M Local Report Forms-2012/Instructions, Forms 1, 2&3 3 of 3 . , 16E13 „:., . C N O E ER N 7 z E p• N 2 < V a) a) a) IY w ce D I- 0 z w a X IL J z 0 H P O a 0 I- N a W 0 Z 0 w W 0 _ W Q I I- (.7 0 Z Q U Z � � >- Q 0 c°./ re J Q w C7 ZV et 0 u. Q Q ILI IL g ( 0rZ x g x* re ...I I- 0 212 0 v x I _ 0 U. Q 1r F- w } 0 O w a 0 C1 a IA W UJ > ce o U z 0 LU m Ui w _ CO W a rot Q.' Q W ix m a H a Ow 2 cn i w w Q .0 O W e. Z LL 2 " m w m W ›-Z p -E J 15 La 3 g Q W d c a 2 2 m O O Q ` m y N y .o« .n U U J v , y - z p W 0 a « . a 0.-0 a aI a Z m Q � c � Wa� w °w w 1— I— W x k c cu M w CCo rn H N m ° v c .0 - E 0, v z E E g 'E : ico°• m d Z re a' a rnQ M g Q y - O O a ow CD 0 ni vi a vi vi 0 U . . 16E13 DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 4B THIS FORM IS BACKUP AND MUST ACCOMPANY THE REIMBURSEMENT REQUEST AND DETAIL OF CLAIMS, FORM 4A The Recipient is required to provide a completed budget detail worksheet,to the Division,which accounts for the total award for Issues as described in the"Proposed Program Budget". If any changes need to be made to the"Budget Detail Worksheet",after the execution of this contract,contact the contract manager listed in this contract via email or letter. Allowable Equipment Costs Quantity Unit Cost I Total Cost Issue# The table below highlights the allowable equipment categories for this award. A comprehensive listing of these allowable equipment categories,and specific equipment eligible under each category,can be found on the web-based Authorized Equipment List at: http://www.rkb.us * Click on"Authorized Equipment List(AEL) * If you wish to purchase a piece of equipment from any category below,then, in the space given below that category, put the"AEL item number"and"title" Personal Protective Equipment $0.00 $0.00 Explosive Device Mitigation and Remediation Equipment $0.00 $0.00 CBRNE Operational Search and Rescue Equipment $0.00 $0.00 Information Technology $0.00 $0.00 Cyber Security Enhancement Equipment $0.00 $0.00 Interoperable Communications Equipment $0.00 $0.00 Detection Equipment $0.00 $0.00 Decontamination Equipment $0.00 $0.00 1 of3 16E13 DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 4B Medical $0.00 $0.00 Power $0.00 $0.00 CBRNE Reference Materials $0.00 $0.00 CBRNE Incident Response Vehicles $0.00 $0.00 Terrorism Incident Prevention Equipment $0.00 $0.00 Physical Security Enhancement Equipment $0.00 $0.00 Inspection and Screening Systems $0.00 $0.00 Agriculture Terrorism Prevention,Response,and Mitigation Equipment $0.00 $0.00 CBRNE Prevention and Response Watercraft $0.00 $0.00 CBRNE Aviation Equipment $0.00 $0.00 CBRNE Logistical Support Equipment $0.00 $0.00 Intervention Equipment $0.00 $0.00 Public Alert and Warning Equipment $0.00 $0.00 Disability Access and Functional Needs $0.00 $0.00 Other Authorized Equipment (include any construction or renovation costs in this category;Written approval must be provided by FEMA prior to the use of any funds for construction or renovation) $0.00 $0.00 SUBTOTAL $0.00 Eligible Management and Administration Costs Quantity Unit Cost Total Cost Issue# rvnng or iuu-lime or pair-ume stall or conuacroisiiunsuiranrs. •To assist with the management of the respective FY 2012 grant program. •To assist with application requirements and the implementation of the respective FY 2012 grant program •To assist with the compliancy with reporting and data collection as it may relate to the respective FY 2012 grant program •Meeting compliance with reporting/data collection requirements,including data calls. $0.00 Development of operating plans for information collection and processing necessary to respond to DHS/FEMA data calls. $0.00 Costs associate with achieving emergency management that is inclusive of the access and functional needs of workers and citizens with disabilities. $0.00 2 of3 16E13 DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS FORM 4B Overtime and backfill costs—Overtime expenses are defined as the result of personnel who worked over and above their normal scheduled daily or weekly worked time in the performance of FEMA—approved activities. Backfill Costs also called"Overtime as Backfill"are defined as expenses from the result of personnel who are working overtime in order to perform the duties of other personnel who are temporarily assigned to FEMA— approved activities outside their core responsibilities.Neither overtime nor backfill expenses are the result of an increase of Full—Time Equivalent (FTEs)employees.These costs are allowed only to the extent the payment for such services is in accordance with the policies of the state or unit(s)of local government and has the approval of the state or the awarding agency,whichever is applicable.In no case is dual compensation allowable.That is,an employee of a unit of government may not receive compensation from their unit or agency of government AND from an award for a single period of time(e.g., 1:00 pm to 5:00 pm),even though such work may benefit both activities.Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act(FICA),Workers' Compensation and Unemployment Compensation. $0.00 Travel expenses $0.00 Meeting-related expenses(For a complete list of allowable meeting-related expenses,please review the OJP Financial Guide at http://www.ojp.usdoj.gov/FinGuide). $0.00 Acquisition of authorized office equipment,including personal computers, laptop computers,printers,LCD projectors,and other equipment or software which may be required to support the implementation of the homeland security strategy. $0.00 The following are allowable only within the contract period: •Recurring fees/charges associated with certain equipment,such as cell phones,faxes,etc. •Leasing and/or renting of space for newly hired personnel to administer programs within the respective FY 2012 grant program. $0.00 SUBTOTAL $0.00 TOTAL ALL EXPENDITURES $0.00 3 of3 16E13 DIVISION OF EMERGENCY MANAGEMENT PROJECT MILESTONES AND DELIVERABLES FORM 4C THIS IS A REQUIRED DOCUMENT AND MUST BE SUBMITTED WITH EACH REQUEST FOR REIMBURSEMENT ITB RFP ITN Single/Sole Source Emergency Other: N/A If applicable,please (Cost Analysis) Certification Specify select the procurement Method of method(s)associated Procurement: r— ( ( ( rs. ( r with this request. Categories Funds Expended (This Request) 1. Planning Costs 2. Training Costs 3. Exercise Costs 4. Organization Costs 5. Equipment Costs 6. Management and Administration Costs (limited to 3% of the total award) TOTALS $0.00 Deliverables should be: *Directly related to *Used to measure *Specific, Quantifiable, Measureable *Events that *A necessary part of the scope progress &Verifiable trigger your performance payment NARRATIVE SUMMARY OF EXPENDITURES Deliverables Including Minimum Perfvormance Standards This information must be clearly linked to the project TIMELINE, DELIVERABLES AND SCOPE OF WORK. AGENCY MANAGEMENT CERTIFICATION: I certify, by evidence of my signature below, the above information is true and correct; and accurately reflects the terms and conditions of the executed agreement on file. I understand that the FDEM reserves the right to require additional documentation and/or conduct periodic post-audits of any agreement. Management Name Printed Management Signature Date: 16E13 DIVISION OF EMERGENCY MANAGEMENT 2555 SHUMARD OAK BOULEVARD TALLAHASSEE, FLORDIA 32399-2100 CLOSE-OUT REPORT FORM 5 This form should be completed and submitted to the Division no later than sixty(60)days after the termination date of the Agreement GRANTEE AGREEMENT# ADDRESS AGREEMENT AMOUNT CITY AND STATE AGREEMENT PERIOD (1) (2) (3) (4) TOTAL FUNDS RECEIVED UNDER THIS AGREEMENT COST CATEGORIES EXPENDITURES DATE AMOUNT 1.Planning Costs 2.Training Costs 3.Exercise Costs 4.Organization Costs • 5.Equipment Acquisition Costs 6.Management and Administration Costs TOTAL EXPENDITURES $0,00 TOTAL $0.00 Total funds received from the Division of Emergency Management under this Agreement(Column 4,Line 7) $0.00 Less total grant award expenditures (Column 2,Line 7) $0.00 Agreement Amout $0.00 Less total funds received Equals balance of Agreement owed to under this Agreement DEM $0.00 (Column 4,Line 7) $0.00 Refund due to State? Yes ;~ No Balance of Agreement $0.00 If Yes,refund check enclosed? Yes t No `p hereby certifiy that the above costs are true and valid costs incurred in accordance with the project Agreement,and that If No,enter date refund will be the matching funds,in-kind or cash,were utilized toward the Submitted project in this Agreement. Refund and/or final interest check are due no later than ninety(90) days after the expiration date of the Agreement. Signed: Make check payable to:Cashier, Department of Community Affairs Date: Mail to: Division of Emergency Management,2555 Shumard Oaks Boulevard,Tallahassee,FL 32399-2100