Agenda 06/10/2014 Item #16E 3 6/10/2014 16.E.3.
EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chairman to sign State-Funded Subgrant
/1 Agreement 15-BG-83-09-21-01-011 accepting a Grant award totaling $105,806 from the
Florida Division of Emergency Management for emergency management program
enhancement and approve the associated budget amendment.
OBJECTIVE: To accept State of Florida,. Division of Emergency Management funds that will
enhance emergency program activities within Collier County for Fiscal Year 2014-2015.
CONSIDERATION: The Emergency Management Preparedness Assistance Grant has been
given by the Florida Department of Community Affairs (Department)to each county for the past
twenty years and does not require an application. These funds are available as a result of a
surcharge of$2.00 for each residential insurance policy and $4.00 for each business insurance
policy issued in Florida. The Florida Legislature adopted Rule 9G-19, Florida Administrative
Code in January 1994. This Rule enables counties with full-time emergency management
directors to receive monies to enhance existing programs by purchasing additional equipment,
services, or hiring additional personnel. For Fiscal Year 2015, the Department of Community
Affairs has agreed to provide the sum of.$105,806 to Collier County of which $75,806 is
budgeted for general operating expenses including the purchase of office supplies, conduction of
disaster exercises, and day to day operations. The remaining $30,000 is budgeted for
communication and data processing equipment, shelter supplies and equipment, and minor office
equipment. As in past years, monies from this fund cannot be used to supplant existing
emergency management funding. In addition, per Rule 27P-19.011, Florida Administrative
Code, at a minimum, the Recipient shall continue to provide other funding for the Recipient's
n Emergency Management Agency at an amount equal to either: (1) the average of the previous
three years' level of county general revenue funding of the Recipient's Emergency Management
Agency; or(2) the level of funding for the Recipient's Emergency Management Agency for the
last fiscal year,whichever figure is lower. This grant is for a period of one year(7/1/14-6/30/15).
FISCAL IMPACT: A budget amendment is required to recognize revenue in the amount of
$105,806 to the County Manager's Grant Fund(713)Project#33345.
LEGAL CONSIDERATIONS: The State Funded Subgrant Agreement is a standard
document. It allows the State to terminate for cause or convenience. It allows the County to
terminate for convenience only with State approval. This item is approved for form and legality
and requires a majority vote for approval. -JAB
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated
with this Executive Summary.
RECOMMENDATION: That the Board of County Commissioners approves and authorizes
the Chairman to sign the State-Funded Subgrant Agreement 15-BG-83-09-21-01-011 accepting a
Grant award totaling $105,806 from the Florida Division of Emergency Management for
emergency management program enhancement and approve the associated budget amendment.
Prepared by: Christine Boni,Accountant,Department of Emergency Management
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.3.
Item Summary: Recommendation to approve and authorize the Chairman to sign State-
Funded Subgrant Agreement 15-BG-83-09-21-01-011 accepting a Grant award totaling
$105,806 from the Florida Division of Emergency Management for emergency management
program enhancement and approve the associated budget amendment.
Meeting Date: 6/10/2014
Prepared By
Name: BoniChristine
Title:Accountant,Bureau of Emergency Services
5/19/2014 2:34:41 PM
Submitted by
Title:Accountant,Bureau of Emergency Services
Name: BoniChristine
5/19/2014 2:34:42 PM
Approved By
Name: pochopinpat
Title:Administrative Assistant,Administrative Services Division
Date: 5/20/2014 8:58:21 AM
Name: SummersDan
Title:Director-Bureau of Emergency Services,Bureau of Emergency Services
Date: 5/20/2014 9:21:39 AM
Name: Joshua Thomas
Title: Grants Support Specialist, Grants Management Office
Date: 5/20/2014 9:47:54 AM
Name: BelpedioJennifer
Title:Assistant County Attorney, CAO General Services
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Date: 5/20/2014 3:31:29 PM
Name: PriceLen
Title:Administrator-Administrative Services,Administrative Services Division
Date: 5/28/2014 11:11:41 AM
Name: BelpedioJennifer
Title:Assistant County Attorney,CAO General Services
Date: 5/29/2014 11:09:30 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 5/29/2014 3:37:54 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior, Grants Management Office
Date: 5/30/2014 4:39:01 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior, Grants Management Office
Date: 5/30/2014 4:49:16 PM
Name: OchsLeo
n
Title: County Manager, County Managers Office
Date: 6/1/2014 4:19:35 PM
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Contract Number: 15-BG-83-09-21-01-011
STATE-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,
(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 received these grant funds from the State of Florida, and 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 F.
(3) PERIOD OF AGREEMENT.
This Agreement shall begin on July 1, 2014 and shall end June 30, 2015, 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.
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(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
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.
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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 Program
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.
(d) If the Recipient is a nonstate entity as defined by Section 215.97, Fla. Stat., it shall
comply with the following:
If the Recipient expends a total amount of State financial assistance equal to or more than
$500,000 in any fiscal year of such Recipient, the Recipient must have a State single or project-specific /••■
audit for such fiscal year in accordance with Section 215.97, Fla. Stat.;applicable rules of the Executive
Office of the Governor and the Chief Financial Officer, and Chapters 10.550(local government entities)or
10.650(nonprofit and for-profit organizations), Rules of the Auditor General. EXHIBIT 1 to this
Agreement shows the State financial assistance awarded by this Agreement. In determining the State
financial assistance expended in its fiscal year,the Recipient shall include all sources of State financial
assistance, including State funds received from the Division,other state agencies, and other nonstate •
entities. State financial assistance does not include Federal direct or pass-through awards and resources
received by a nonstate entity for Federal program matching requirements.
In connection with the audit requirements addressed in this Paragraph 6(d)above,the Recipient
shall ensure that the audit complies with the requirements of Section 215.97(8), Fla. Stat. This includes
submission of a reporting package as defined by Section 215.97(2)(e), Fla. Stat. and Chapters 10.550
(local governmental entities)or 10.650(nonprofit and for-profit organizations), Rules of the Auditor
General.
If the Recipient expends less than$500,000 in State financial assistance in its fiscal year,an
audit conducted in accordance with the provisions of Section 215.97,Fla. Stat, is not required. In the
event that the Recipient expends less than$500,000 in state financial assistance in its fiscal year and
elects to have an audit conducted in accordance with the provisions of Section 215.97, Fla. Stat,the cost
of the audit must be paid from the nonstate entity's resources(i.e.,the cost of such an audit must be paid
from the Recipient's resources obtained from other than State entities). Additional information on the
Florida Single Audit Act may be found at the following website:
httos://apps.fidfs.com/fsaa/sinaleauditact.asax.
(e)Report Submission
1. The annual financial audit report shall include all management letters and the
Recipient's response to all findings, including corrective actions to be taken.
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2. The annual financial audit report shall include a schedule of financial
assistance specifically identifying all Agreement and other revenue by sponsoring agency and Agreement
number.
3. Copies of financial reporting packages required under this Paragraph 6 shall
be submitted by or on behalf of the Recipient directly,to each of the following:
The Division of Emergency Management at the following addresses:
Division of Emergency Management
Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
OR
DEMSingle Audit@em.myflorida.com
The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Claude Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
4. Any reports, management letter, or other information required to be submitted
to the Division of Emergency Management pursuant to this Agreement shall be submitted on time as
required under 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.
5. Recipients,when submitting financial reporting packages to the Division of
Emergency Management 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, should indicate the date that the reporting package was delivered to the Recipient in
correspondence accompanying the reporting package.
(f) If the audit shows that all or any portion of the funds disbursed hereunder 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.
(g) The Recipient shall have all audits completed in accordance with Section 215.97, Fla.
Stat. by an independent certified public accountant(IPA)who shall either be 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 submitted to the Division no later than
nine(9)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 60 days after termination of this Agreement or 60 days
after completion of the activities contained in this Agreement,whichever first occurs.
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(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 Paragraph (11)REMEDIES. "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 and information identified in Attachment
E.
(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 B to this Agreement,and reported in the quarterly 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:
(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;
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(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.
(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
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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:
Jenene Helms
Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone: 850-413-9920
Fax:850-488-7842
Email: ienene.helmsCa em.mvflorida.com
(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
Telephone:239-252-3600
Fax:239-252-3700 !'\
Email:dansummers @colliergov.net-also copy-christineboni @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.
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(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—Program Budget
Attachment B—Scope of Work
Attachment C—Budget Narrative
Attachment D—Deliverables
Attachment E—Reports
Attachment F—Program Statutes, Regulations and Program Requirements
Attachment G—Justification of Advance Payment
Attachment H—Warranties and Representations
Attachment I—Certification Regarding Debarment
Attachment J—Statement of Assurances
Attachment K—Reporting Forms
(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
$105,806.00,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 G. Attachment G 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 Program 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 sixty
(60)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 contract 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.
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All funds received hereunder shall be placed in an 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.
Any requests received after July 31,2015,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.
At a minimum,the Recipient shall continue to provide other funding for the Recipient's
Emergency Management Agency at an amount equal to either:(1)the average of the previous
three years' level of county general revenue funding of the Recipient's Emergency Management
Agency; or(2)the level of funding for the Recipient's Emergency Management Agency for the last
fiscal year,whichever figure is lower(Rule 27P-19.011,Florida Administrative Code). Recipient's
general revenue funding for 911 services,emergency medical services,law enforcement,criminal
justice, public works or other services outside the local emergency management agency as
defined by Section 252.38, Florida Statutes,shall not be included in determining the"level of
county funding of the Recipient's Emergency Management Agency." The Recipient shall certify
compliance with Rule Chapter 27P-19,Florida Administrative by its execution of this Agreement,
and as a condition precedent to receipt of funding.
All payments relating to the Agreement shall be mailed to the following address:
Collier County BCC
3299 Tamiami Trail E
Suite #700
Naples, FL 34112
(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
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•
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
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 sea.),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.
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 I)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.
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(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(14)(a), 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 expenditures of state financial assistance shall be in compliance with the laws,
rules and regulations applicable to expenditures of State funds, including but not limited to, the Reference
Guide for State Expenditures.
(p) The Agreement may be charged only with allowable costs resulting from obligations
incurred during the term of the Agreement.
(q) Any balances of unobligated cash that have been advanced or paid that are not
authorized to be retained for direct program costs in a subsequent period must be refunded to the State.
(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
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connection with this Federal contract, grant, loan or cooperative agreement,the Recipient shall com lete
and submit Standard Form-LLL, "Disclosure of Lobbying Activities." p
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
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 its 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.
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(23) ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated as Attachment J.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
Recipient: COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
By:
Tom Henning, Chairman
Date: 6/10/14
FEID#59-6000558
DUNS#076997790
ATTEST: Dwight E. Brock,Clerk Approved as to Form and Legality
By:
Deputy Clerk 2-£04IreR A.eat,Assistant County Attorney
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Title:
Date:
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EXHIBIT—1
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST
OF THE FOLLOWING:
SUBJECT TO SECTION 215.97, FLORIDA STATUTES:
NOTE: If the resources awarded to the redolent represent more than one State project, provide the same
information shown below for each State project and show total state financial assistance awarded that is
subject to Section 215.97. Florida Statutes.
State Project-
State awarding agency: Division of Emergency Management
Catalog of State Financial Assistance title: Emergency Management Programs
Catalog of State Financial Assistance number.31.063
$105,806.00
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS AGREEMENT ARE AS FOLLOWS:
Pursuant to Section 252.373, Florida Statutes and Rule Chapter 27P-19,Florida Administrative
Code.
Eligible activities for these funds are limited to salaries and expenses relating to maintaining and
enhancing county emergency management plans and programs.
Eligible recipients for these funds are limited to the 67 Florida counties.
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.
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Attachment A
Program Budget
• Below is a general budget which outlines eligible categories and their allocation.
• The transfer of funds between the categories listed in the Program Budget is permitted.
Salary and Benefits p
FY 2014-2015 —
Emergency Management COUNTY Other Personal/Contractual p
Preparedness and Services(OPS)
Assistance Grant
Expenses 75,806
Operating Capital Outlay(OCO) 30,000
Fixed Capital Outlay(FCO) 0
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Attachment B
Scope of Work
Intent of Agreement: The intent of the EMPA Base Grant Agreement is to provide each county with the
means to successfully manage and operate an Emergency Management Program. Counties must be
able to prepare for, respond to, recover from, and mitigate against natural and man-made disasters/
emergencies.
Base Grant funding from the Emergency Management Preparedness and Assistance Trust Fund is
intended to enhance county emergency management plans and programs that are consistent with the
State Comprehensive Emergency Management Plan and Program(reference Rule Chapter 27P-6,
Florida Administrative Code and Chapter 252, Florida Statutes). This Scope of Work recognizes that
each recipient is at a varying level of preparedness,and it is understood that each county has a unique
geography, faces unique threats and hazards, and serves a unique population.
The objective of this funding is to assist in providing operating support for the areas outlined in
Attachment C to maintain a county emergency management program. The objective is to help
fund the county Emergency Management programs and maintain a 24-7(this includes on-call
coverage)daily response to county emergencies. The minimum acceptable standard for payment
is a twelve month 24-7 operation. Emergency Management operation below the minimum
standard will result in a prorated reduction in payment.
In addition,the County is to achieve the following emergency management deliverables
throughout the contract period to ensure county compliance and coordination with the state
emergency management. Items listed in Attachment D are to be reviewed during the mid-year and
end-of year progress report prepared in conjunction with the Division's Regional Coordinator to
ensure county compliance. Any two deliverables in the series of 1 to 5 not completed will cause a
5% reduction in the overall amount of the reimbursement authorized in this agreement.
Documentation supporting the completion of the goals outlined below should be submitted on the
Quarterly Financial report.
By signing this Agreement the Recipient certifies that it will use the award to enhance its Emergency
Management Program.
Monitoring: Monitoring may be accomplished through either a desk-based review or on-site monitoring
visits, or both. Monitoring will involve the review and analysis of the financial,programmatic,
performance,compliance and administrative processes, policies, activities, and other attributes of each
county and will identify areas where technical assistance,corrective actions and other support may be
needed.
Desk monitoring is the review of projects,financial activity and technical assistance between the Division
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.
The Division may request additional monitoring/information if the activity,or lack thereof, generates
questions from the region,the sponsoring agency or Division leadership. The method of gathering this
information will be determined on a case-by-case basis.
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Attachment C
Budget Narrative
I. Categories and Eligible Activities
Emergency Management Preparedness and Assistance Grant
FY2014-2015 allowable costs are divided into the following categories:salary and benefits,other
personal contractual services,expenses,operating capital outlay and fixed capital outlay are
allowable.
A. Salaries and Benefits
Salaries and Benefits are eligible for reimbursement under the EMPA Agreement. The Staffing Detail
Worksheet must list the position for which reimbursement is requested. Eligible categories for
reimbursement include, but are not limited to:
• Regular Salary
• Overtime
• FICA n
• SS/Medicare
• Retirement
• Life/Health Insurance
• Leave Payout
• Accumulated sick/vacation time paid out within the Agreement period(this must be
claimed during the Agreement period in which the payout occurred(regardless of which•
Agreements were in place at the time of accumulation)
B. Other Personal/Contractual Services
This category allows for reimbursement for services by a person(s)who is not a regular or full time
employee filling established positions. This includes but is not limited to,temporary employees,
student or graduate assistants,fellowships, part time academic employment, board members,
consultants, and other services.
Consultant Services require a pre-approved Contract or purchase order by the Division. Copies of
additional quotes should also be supplied when requesting pre-approval. These requests should be
sent to the Contract Manager for the Division for review either via e-mail or U.S. Mail. The Division
will respond within five(5)business days to requests for pre-approval unless additional information is
needed from the county. If requested, the response date will begin when the additional information is
received. If no response is received by the close of business on the 5th business day,the contract or
purchase order will be approved by default. Once approved,a copy of the Agreement must be sent
to the Contract Manager within ten (10) days of execution.
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C. Expenses,
Expenses are defined as usual, ordinary, and incidental expenditures by an agency, including but not
limited to, commodities and supplies of a consumable nature, current obligations and fixed charges.
Expenditures defined as Operating or Fixed Capital Outlay should not be included in this category.
Backup Documentation should reflect the amount requested on the Expenses Detail of Claims form.
Eligible items in the Expenses category include, but are not limited to:
• Utility(electric,water and sewage)and Telephone Bills(landlines, cellular, and satellite)
• Internet Service
• Maintenance Agreements for equipment or services
• General Office Supplies
• Travel to/from meetings and conferences related to emergency management
• Travel to training and/or exercises related to emergency management
• Dues and Conference Travel as it relates to the Scope of Work
• Equipment(that does not qualify as OCO or FCO)
• Software and upgrades
• Publications and Training Materials
• Postage
• Apparel for identification of Emergency Management Staff in the field
• Fuel for Emergency Management vehicles
• Food/Beverages for activations(must have Governor's Executive Order or a declared Local State
of Emergency)
Maintenance and Service Contracts or Purchase Orders Maintenance and Service Contracts and
Purchase order timeframes are at the discretion of the county. However, reimbursement can only be
claimed for services within the Agreement period. These Agreements cannot be rolled over from year
to year. The procurement process must be repeated each year to ensure competitive solicitation.
D. Operating Capital Outlay
Operating Capital Outla y(OCO)is defined as
equipment,fixtures and other tangible personal
property of a non-consumable nature that has a normal expected life of one year or more.
Eligible items include, but are not limited to:
• Computers, printers, copiers and fax machines
• Radios, satellite telephones and other communications equipment
• Furniture for Emergency Management Offices and Emergency Operation Centers
• Shelving for storage of Emergency Management equipment
• Vehicles for the Emergency Management Program (see note regarding vehicle purchases below)
E. Fixed Capital Outlay
Fixed Capital Outlay(FCO) is defined as real property(land, buildings including appurtenances,
fixtures and fixed equipment, structures, etc.)including additions, replacements, major repairs and
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renovations to real property which materially extend its useful life or materially improve or change its
functional use, and including operating capital outlay necessary to furnish and operate a new or
improved facility.
Eligible items include, but are not limited to:
• Major repairs to the County Emergency Operations Center
• Central Heat/Air
• Out buildings for storage of Emergency Management Equipment
• Security Improvements(i.e. Cameras and equipment to operate)
• Generators and Installation
II. Eligibility Requirements:
Rule 27P-19.004, Florida Administrative Code(F.A.C.) requires Counties to certify their commitment
to employ and maintain either a Full-time Director or Part-time Coordinator.
Counties must also maintain a County Emergency Management budget that is equal to the amount of
the previous year or the average of the previous three years'level of funding. If the county budget is
reduced for any reason, a waiver must be requested no later than forty-five(45)days prior to the
beginning of the county fiscal year. Rule 27P-19.011, F.A.C.further defines these requirements.
•
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Attachment D
Deliverables
The objective of this funding is to assist in providing operating support for the areas outlined in
Attachment B and C to maintain a county emergency management program. The objective is to
help fund the county Emergency Management programs and maintain a 24-7(this includes on-call
coverage)daily response to county emergencies. The minimum acceptable standard for payment
is a twelve month 24-7 operation. Emergency Management operation below the minimum
standard will result in a prorated reduction in payment.
in addition,the County is to achieve the following emergency management deliverables
throughout the contract period to ensure county compliance and coordination with the state
emergency management. Items listed below are to be reviewed during the mid-year and end-of
year progress report prepared in conjunction with the Division's Regional Coordinator to ensure
county compliance. Any two deliverables in the series of 1 to 5 not completed will cause a 5%
reduction in the overall amount of the reimbursement authorized in this agreement.
Documentation supporting the completion of the goals outlined below should be submitted on the
Quarterly Financial report.
1. COORDINATION AND COLLABORATION-Utilizing the elements below, county emergency
management agencies will have an ongoing process that provides for coordinated and collaborated
input in the preparation, implementation, evaluation and revision of emergency management
programs.
A) Need to attend at least three and provide an agenda or a copy of the certificate to show
participation in the following during this contract period(July 1, 2014—June 30, 2015):
• Quarterly Regional Coordination Meetings—submittal of agenda is NOT required
• Current Issues in Emergency Management(CIEM)—submittal of certification is NOT
required
• Florida Governor's Hurricane Conference or National Hurricane Conference
• Florida Emergency Preparedness Association Annual Meeting
• Florida Emergency Preparedness Association Mid Year Work Session
• Local Mitigation Strategy(LMS)Workshops
• Professional Development Conferences&Training
B) Update and submit changes to the County Contact Form,to include County Officials annually or
as changes occur.
C) Hold at least one(1)Emergency Operations Center(EOC)concept of operations meeting to
include Emergency Support Function(ESF)and community partners prior to the start of hurricane
season.
D) Hold at least one(1)Recovery Strategy meeting to include the appropriate ESF, Non
Government Partners(NGO)and community partners prior to the start of hurricane season.
2. TRAINING AND EXERCISE-To ensure that each county emergency management agency
maintains a comprehensive,all hazards training and exercise program to evaluate and test all
aspects of the local emergency management system including activation of the county EOC, during
this contract period(July 1,2014—June 30,2015), the county shall:
A) Participate in the annual Statewide Hurricane Exercise and submit the following within 90 days.
This shall be uploaded to the Division's Sharepoint portal, httos://aortal.floridadisaster.orq.
• One(1) Incident Action Plan(IAP)OR one(1)Situation Report(SITREP)with a roster of
participants;and
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• Participate in at least one(1)conference call.
B) Submit an After Action Report(AAR)and Corrective Action Plan (CAP)within 90 days for all
exercises not conducted by the State. This shall be uploaded to the Division's Sharepoint portal,
httos://Dortal.floridadisaster.orq.
3. GEOGRAPHICAL INFORMATION-Emergency services data shall be developed, maintained, and
updated in cooperation between counties and the Division. A data export will be created for each
county and uploaded to the Division's Sharepoint portal, httos://nortal.floridadisaster,orq. Updates and
corrections shall be provided to the Division's GeoSpatial Information Systems(GIS)section on or
before April 15,2015. This shall include:
A) Location and attribute information of all fire rescue, law enforcement, public safety and
emergency service stations shall be reviewed and updated as needed.
B) Location and attribute information of other critical facilities as deemed necessary by the county
Emergency Manager.
Attribute information for spatial data requested shall include: facility name,facility type, physical
address, and USNG coordinates OR Latitude/Longitude in decimal degrees(only one or the other is
needed).
NOTES:
• Instead of reviewing the spreadsheet,an export from a county GIS department may be submitted.
Zipped shapefiles or geodatabases may be extracted from a county GIS system and uploaded to
the Sharepoint portal.
• If a county maintains a GIS data download website,that URL may simply be provided.
• If counties have no changes in last submission, no update is necessary,but please provide
feedback through the Sharepoint portal to indicate the data has been reviewed and no changes
are required.
• Critical facility inventory spreadsheets provided will contain more facility types than are required
to be reviewed and are provided as information to the counties.
4. LOGISTICS-The County shall maintain a comprehensive resource management program that
involves pre-disaster, systematic identification of resource requirements,shortfalls and inventories.
Also,the county shall identify local resources to meet emergency needs, and develop local contracts
for goods and services. The following shall be uploaded to the Division's Sharepoint portal,
httos://oortal.floridadisaster.orq, no later than June 1, 2015.
A) An updated county logistics strategy/plan that is consistent with guidance found in the County
Logistics and Points of Distribution(POD)Standard Operating Guide(SOG)(CEMP 2355). The
strategy/plan shall also include, but is not limited to the following:
• County Government Emergency Fuel Strategy
• Utilization of private business and industry in meeting emergency resource needs
• List of local vendors, any Memorandum of Agreements and contracts that will provide
resources in an emergency
• Location,survey forms and attributes information for county logistical staging areas
• Location and attribute information for Points of Distribution(POD) sites and Comfort Stations
5. SHELTER SURVEY AND RETROFIT PROGRAM—In accordance with Florida's statewide hurricane
shelter space deficit elimination program, the following shall be uploaded to the Division's Sharepoint
portal, httos://oortal.floridadisaster.orq. All information shall be verified by the county.
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A) Identify potential hurricane shelter retrofit projects or report that there are no new identified
projects. (This information is used to compile the Shelter Retrofit Report)
B) Report all hurricane shelter retrofit projects that are undertaken, regardless of funding source(s)
or report that there are no projects.
C) Develop and submit a strategy to ensure that by June 1,2015, all designated Special Needs
Shelters(SpNS) have a standby power system or capability with adequate capacity to support
life-safety systems, essential lighting and outlet receptacles,air-conditioning, and necessary
medical equipment. For those designated SpNS facilities without a permanently equipped
standby electric generating capacity,a locally sourced and acquired temporary electric generator
with adequate capacity to support the standby power system requirements shall be provided.
D) Develop and submit a strategy to ensure that by June 1,2015, there is adequate designated
SpNS client space capacity to meet the anticipated five-year demands as determined by the 2012
Statewide Emergency Shelter Plan(January 31,2012). All designated SpNS facilities must at a
minimum meet the hurricane safety criteria established in the American Red Cross Standards for
Hurricane Evacuation Shelter Selection(ARC 4496)and be equipped with an adequate standby
electric power system or capability as described in item 5.C.above.
E) Update and submit a hurricane shelter deficit reduction progress reports,which include"as-is",
retrofit and Enhanced Hurricane Protection Areas(EHPA)construction. (This information is used
to compile the Shelter Retrofit Report.)
F) Provide a brief report on results of the year's coordination with school boards, community
colleges and universities(as applicable)for implementation of the statutory and code required
Public Shelter Design Criteria(a.k.a. EHPA). The most recent published Statewide Emergency
Shelter Plan can provide guidance for implementation of the EHPA criteria. A checklist to provide
this information will be made available on the Division's Sharepoint Portal.
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Attachment E
Reports
A. Recipient shall provide the Division with quarterly financial reports,mid-year and end-of-year
summary progress reports prepared in conjunction with the Division's Regional Coordinator,and
a final close-out report. Reporting Forms are located in Attachment K and can be found on the
Division intemet site.
B. The Recipient shall provide the Division with full support documentation for the quarterly
financial reports. To eliminate large files and mailings,the Division will accept back up
documentation on a CD If desired by the county.
• Salaries: includes,but is not limited to, a copy of the payroll register(highlight, underline or
circle expenses being claimed), spreadsheet showing breakdown(optional),timesheets(if
applicable), and canceled checks or proof of payment. Check/payroll registers are accepted
as backup for both State and Federal Agreements with the Division if canceled checks are
not available.
• OPS/Contractual Services: includes, but is not limited to copies of contracts, MOUs or
agreements with consultants or sub-contractors providing services,payroll registers,
timesheets and copies of checks/proof of payment for temporary employees,student or
graduate assistants,fellowships, part-time academic employment, etc. Invoice detailing
services performed and a copy of proof of payment(i.e., canceled checks, general ledger
showing deducted expenditure, etc.)
• Expenses: must include a copy of the invoice/receipt and proof of payment in the form of a
canceled check or ledger showing amount deducted from county fund.
o If training/exercise is provided by contractor,an agenda,training materials,exercise
materials and copies of sign-in rosters of attendees should be included. If planning is
provided then will need copies of planning materials and work products(i.e., meeting
documents,copies of completed plans, etc.)
o For travel and conference activities, copies of all receipts must be submitted(i.e.,
airfare, proof of mileage,toll receipts, hotel receipts,car rental receipts,etc.)
Receipts must be itemized and match the dates of travel/conference. If conference,
a copy of the agenda must be provided. Proof of payment is also required for all
travel and conferences.
• OCO: includes but is not limited to a copy of the vendor invoice/receipt and proof of payment
in the form of a check or ledger showing payment deduction.
• FCO: includes but is not limited to a copy of the vendor invoice/receipt and proof of payment
in the form of a check or ledger showing payment deduction.
• Copies of the general ledger each quarter should also be provided.
C. Quarterly financial reports are due to the Division no later than thirty days after the end of
each quarter of the program year;and shall continue to be submitted each quarter until
submission of the final close-out report. The ending dates for each quarter of this
program year are September 30, December 31,March 31 and June 30.
D. The final close-out report is due forty-five days after termination of this Agreement.
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E. The Budget Form is to be completed and sent along with the County's signed agreements
for execution. Along with the Budget Form the county needs to provide a copy of the
current Emergency Management Local Budget(General Revenue). This is to ensure
compliance with Rule 27P-19.011, Florida Administrative Code.
F. In addition to the above, in order to ensure compliance with Rule 27P-19.011, Florida
Administrative Code, historical budgetary information relating to the Recipient's Emergency
Management Program is also required. This information shall be developed based on guidelines
provided by the Department and shall be submitted to the Division no later than December 31,
2014. The Historical Information form must be areoared and signed by an official of the County's
Finance Office.
G. In a format provided by the Division, a proposed staffing summary and the counties position
descriptions shall be submitted to the Division not later than December 31,2014.
H. If all required reports prescribed above are not provided 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 such other action as set forth in Paragraphs(10), (11)and(12)of this
Agreement,and Rule 27P-19.014, Florida Administrative Code. "Acceptable to the Division"
means that the work product was completed in accordance with generally accepted principles,
guidelines and applicable law, and is consistent with the Scope of Work.
I. Mid-Year and End-of-Year summary progress reports are to be scheduled and reviewed by the
Division's Regional Coordinator and submitted to the contract manager.
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Attachment F
Program Statutes, Regulations and Program Requirements
Program Statutes
1. Chapter 252, Florida Statutes
2. Rule Chapters 27P-6, 27P-11,27P-19 and 27P-20, Florida Administrative Code
3. 48 CFR, Part 31
Program Requirements
(1) EQUIPMENT AND PROPERTY MANAGEMENT
The Division will cover the monthly cost of the satellite service provided to the counties(this
includes one(1) license per county). The charge does not cover maintenance, repair, additional
equipment and other services not part of the initial order for services. In particular,the service charge
does not cover:
(a) Maintenance, repair, or replacement of parts damaged or lost through catastrophe,
accident, lightning,theft, misuse,fault or negligence of the Recipient or causes external damage to the
equipment, such as, but not limited to,failure of,or faulty,electrical power or air conditioning, operator
error,failure or malfunction of data communication equipment not provided to the Recipient by the
Division under this Agreement, or from any cause other than intended and ordinary use.
(b) Changes,modifications, or alterations in or to the equipment other than approved •—■
upgrades and configuration changes.
(c) Deinstallation, relocation, or removal of the equipment or any accessories,attachments
• or other devices.
The Recipient shall be independently responsible for any and all charges not part of the initial service
order.
(2) NAWAS
The Florida National Warning System (NAWAS)is a U.S. Department of Homeland Security
product that shall be monitored 24 hours a day/365 days a year. The U. S. Department of Homeland
Security supplies the line and one handset to the recipient at no cost. Additional equipment, connections
and handsets are the responsibility of the Recipient.
(3) VEHICLES
Written approval from the Director of the Division must be obtained prior to the purchase of any
motor vehicle with funds provided under this Agreement. In the absence of such approval,the Division
has no obligation to honor such reimbursement request.Any trade-in or resale funds received relating to
any vehicle purchased under this subgrant is program income and must be applied toward the Recipient's
Emergency Management Preparedness and Assistance(EMPA)Base Grant expenditures.
(4) PROPERTY MANAGEMENT/PROCUREMENT
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(a) The recipient shall comply with applicable procurement rules and regulations in securing
goods and services to implement the Scope of Work. Wherever required by law or otherwise permitted,
the Recipient shall utilize competitive procurement practices.
(b) Allowable costs shall be determined in accordance with Office of Management and Budget
Circular A-102-Common Rule.
(c) Recipient agrees to use any equipment purchased under the terms of this Agreement for the
purpose for which it was intended.
(d) Equipment purchased under the terms of this Agreement shall remain the property of the
Recipient. The disposition of equipment shall be made in accordance with the Recipient's policies and
procedures and applicable federal policies and procedures.
(5) CERTIFICATIONS
(a) By its execution of this Agreement,the Recipient certifies that it is currently in full
compliance with the Rule Chapters 27P-6,27P-11,and 27P-19, Florida Administrative Code, Chapter
252,Florida Statutes, and appropriate administrative rules and regulations that guide the emergency
management program and associated activities.
(b) The Recipient certifies that funds received from the Emergency Management, Preparedness
and Assistance Trust Fund (EMPA funds)will not be used to supplant existing funds, nor will funds from
�-. one program under the Trust Fund be used to match funds received from another program under the
Trust Fund. The Recipient further certifies that EMPA funds shall not be expended for 911 services,
emergency medical services, law enforcement, criminal justice,fire service, public works or other services
outside the emergency management responsibilities assigned to the Recipient's Emergency Management
Agency, unless such expenditure enhances emergency management capabilities as expressly assigned
in the local Comprehensive Emergency Management Plan(CEMP).
(c) The Recipient certifies that it is a participant in the most current Statewide Mutual Aid
Agreement(SMAA).
(d) By its signature,the Recipient reaffirms its certification to employ and maintain a full-time
Director consistent with Rule 27P-19.002(6), Florida Administrative Code.
(6) OTHER CONDITIONS
(a) As a further condition of receiving funding under this Agreement,following full or partial
County Emergency Operation Center activation at a level equivalent to a State Emergency Operation
Center level two(2)or above during the period of this Agreement,then the Recipient shall,within forty-
five(45)days following the conclusion of the activation,evaluate the performance of all elements of the
local emergency management program during that activation, and provide a written after action report to
the Division.
(b) Funds may not be used for items such as door prizes and gifts. Flyers and educational
information to educate the public about the Emergency Management Program is allowable.
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(c) Food and beverages may be purchased for Emergency Management personnel and other
personnel oily if the Recipient's Emergency Operation Center or field command office is in an activated
status and personnel receiving food/beverage are on duty at either of these locations. Purchases may be
made only under(1)An Executive Order issued by the Governor or(2)a State of Emergency
appropriately declared by local officials in response to an emergency event or threat.
(d) Within 60 days of execution of this Agreement, the Recipient shall provide copies of any new
or updated ordinances in effect which expressly address emergency management,disaster
preparedness,civil defense, disasters, and emergencies or otherwise govern the activation of the local
emergency management program provided in s.252.38, Florida Statutes.
•
i
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Attachment G
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,eta 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)
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Attachment H
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 projector 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, 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.
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.
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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
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.
•
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�. f N
rat
.1..i:.,P i"Li i 1,4>1*-'-'-` rx q ' ce ,, y, .Attachment I ,„ / , - ,ii e 1 F L,,,,,,,,,e- v' t' k t /f s It e de�' . F't F �k N ' f.t " �r q'41" z%, ,,m
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
n
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Attachment J
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
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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.
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 11 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.
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Attachment K 6/10/2014 16.E.3.
Reporting Forms
DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT-BASE GRANT
Quarterly Financial Report(Form 1):
1. These reports must be completed in full on a quarterly basis and be submitted no later than 30 days after the end of each quarter.
QUARTERLY FINANCIAL REPORTS MUST BE SUBMITTED ON A QUARTERLY BASIS EVEN IF YOU ARE NOT CLAIMING ANY
EXPENDITURES.
Quarterly Financial Report(Form 1)and Detail of Claims(Form 2 and 3):
1. These forms are to be submitted quarterly. Complete Quarterly Financial Report by entering all information needed for reimbursement.
2. The Detail of Claims form must accompany the Quarterly Financial Report.
3, The Quarterly Financial Report 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
2555 SHUMARD OAK BOUEVARD
TALLAHASSEE, FLORIDA 32399-2100
Attn:(Contract Manager's name)
Budget -(Form 4):
1. The Budget Form Is to show how the EMPA Base Grants will be matched at an amount either equal to the average of the previous three
years'level of county general revenue funding of the County Emergency Management Agency or the level of funding for the County
Emergency Management Agency for the last fiscal year,whichever figure is lower.
2. This form Is to be completed and sent along with the signed agreements for execution. Required with this form the county needs to
provide a copy of the current Emergency Management Local Budget(General Revenue).
3. This is to ensure compliance with Rule 27P-19.011,Match Requirements,Florida Administrative Code.
Staffing Detail -(Form 5):
1. List ALL Emergency Management Agency staff,regardless of funding. Provide a total anticipated annual amount of Salaries and Benefits to be
paid for each position. Provide the funding distribution(%)in each applicable column:local,state.federal,etc.
Historical for Match-(Form 6):
1. AGREEMENT PERIOD 2013-2014-This will consist of the last quarter of the county's fiscal year 2012-2013 and the first three quarters of
the county's fiscal year 2013-2014
2. This information represents the county's general funds and all federal and/or state funds provided for the county's Emergency Management
Program for Fiscal Year 2013-2014. Federal Funds requires a dollar for dollar non-federal match from county generated funds or other non-
federal funds. -
3. This information focuses only on the County Emergency Management Agency's annual costs;it should not include any disaster-related response
or recovery costs.
4. Include any explanatory footnotes or narrative comments you feel relevant,particularly if you experienced any large,atypical/non-recurring
expenditures(e.g.,construction of an EOC)that would spike your local spending in any given year.
EXPENDITURE DEFINITIONS-This sample report should serve only as an example-Use actual data from your County's financial
records
1. Includes the compensation for services that are directly related to the emergency management program by persons who are regular
employees in established positions. Calculation should include any known overtime cost requirements and all salary related matching
benefits such as social security,retirement and insurance contributions,etc.
2. Includes the compensation for services that are directly related to the program by an outside company or a person who is not a regular or full-
time employee filling an established position. This shall include but not be limited to,temporary employees,student or graduate assistants,
fellowships,part time academic employment,board members,consultants,and other services.
3. Includes the usual,ordinary,and incidental expenditures by an agency,including,but not limited to,commodities and supplies of a
consumable nature.
4. Includes equipment,fixtures and other tangible personal property of a nonconsumable and nonexpendabie nature that have a normal
expected life of one year or more.
5. Includes real property(land,building including appurtenances,fixtures and fixed equipment,structures,etc.),including additions,
replacements,major repairs,and renovations to real property which materially extend its useful life or materially improve or change its
functional use,and including operating capital outlay necessary to furnish and operate a new or improved facility.
Close Out Report-(Form 7):
Close Out Reports are due forty-five(45)days after the contract end date.
2. The agreement cannot be considered closed until the Close Out Report has been received.
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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 oroaram will be reviewed and verified upon receipt by 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. A
Staffing Detail Worksheet is also required to identify positions being funded by the agreement.
4. All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms. Claims not submitted
on the proper form. cannot be processed and will be returned for corrections. Forms must be submitted with orioinal signatures.
IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY,PLEASE FIND THEM ON OUR WEBSITE AT
http:/l www.floridadisaster.org/grants/index.htm OR NOTIFY YOUR CONTRACT MANAGER
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GRANTEE:
County Name:
Claim#
Address:
(Select the quarter of submission)
QUARTERLY REPORTING DUE DATES
July 1 —September 30—Due no later than October 31
Point of Contact: October 1—December 31-Due no later than January 31
Telephone#: January 1—March 31—Due no later than April30
AGREEMENT#
April 1-June 30—Due no later than July 31
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CUMULATIVE TOTAL ALLOCATED CURRENT CLAIM CUM.FUNDS REMAINING
EXPENDED BALANCE
1. Salary and Benefits
2. Other Personal/Contractual Services
3. Expenses
4. Operating Capital Outlay(OCO)
5. Fixed Capital Outla FCO
TOTAL
TOTAL AMOUNT TO BE PAID ON THIS INVOICE $0.00
I hereby certify that the above costs are true and valid costs Incurred in accordance with the project agreement.
Signed:
Grantee Contract Manager or Financial Officer Date
�. ., �_�.. , , s �tea. ._sJk<.
This
information below is required EACH QUARTER. This information MUST be clearly linked
to the project TIMELINE, DELIVERABLES AND SCOPE OF WORK.
Report event,progress,delays,etc.,that pertain to this project(i.e.,incidents,activities,meetings, reporting training and/or exercises)
Attach additional •e s if needed.
M�:.,..rro,_.,. a ,. a?1:� _ ... s.`` #-'".�." s.+.�. ,:...... ' �.smz:d'�✓ 7C1 a. 1 ,4.4 /`„ /%`
THIS SECTION BELOW IS TO BE COMPLETED BY DEM WITH EACH QUARTERLY FINANCIAL PAYMENT
Total EMPA(State)Amount
Prior Payments
This Payment
Unexpended Funds
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Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee,Florida 32399-2100
Emergency Management Preparedness Y ement 9 eparedness and Assistance Grant Program
ogram
Form 7
Close-Out Report
This form should be completed and submitted to the Division no later than forty-five(45)days after the termination date of
the Agreement.
Grantee
Agreement No.
Address
Agreement Amount
City and State Agreement Period
payments Received Under this Aareenerd
(Include any advanced funds and final requested payment)
By Category-l otal Contract
Cost Categories Expenditures Date Amount
Salary and Benefits
1
Other Personal/Contractual
Services
2
Expenses
3
Operating Capital Outlay
(Equipment)
4
Fixed Capital Outlay
5
Total
$0.00 Total 6 $0.00
•
Agreement Amount
• Minus Total Payments
(Including final requested funds—Line 6)
•
Unspent balance
Refund and/or final interest checks are due no later than ninety
(90)days after the expiration of the Agreement.
Make checks payable to:
Cashier,Division of Emergency Management
I hereby certify that the above costs are true and valid costs Incurred in
accordance with this Agreement
Mall To:
Division of Emergency Management Signed
2555 Shumard Oak Boulevard Grantee Contract Manager or Financial Officer
Tallahassee,Florida 32399-2100
Attn: (contract manager) Date
Packet Page-1659- 16"
6/10/2014 16.E.3.
Form 8
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE BASE GRANT PROGRAM
EXPENDITURE CATEGORY DEFINITIONS
1 SALARY AND BENEFITS:
The cash compensation for services rendered by a regular employee in an established position for a
specific period of time.
2 OTHER PERSONAL/CONTRACTUAL SERVICES (OPS):
The compensation for services by a person who is not a regular or full-time employee filling an
established position. This shall include but not be limited to, temporary employees, student or
graduate assistants, fellowships, part time academic employment, board members, consultants, and
other services specifically budgeted by each agency in this category.
3 EXPENSES:
The usual, ordinary, and incidental expenditures by an agency, including, but not limited to,
commodities and supplies of a consumable nature, current obligations, and fixed charges, and
excluding expenditures classified as operating capital outlay. Payments to other funds or local, state,
or federal agencies are included in this budget classification of expenditures.
4 OPERATING CAPITAL OUTLAY:
Equipment, fixtures and other tangible personal property of a non-consumable nature and has a
normal expected life of one year or more.
5 FIXED CAPITAL OUTLAY:
Real property(land, buildings including appurtenances, fixtures and fixed equipment, structures, etc.),
including additions, replacements, major repairs, and renovations to real property which materially
extend its useful life or materially improve or change its functional use, and including operating capital
outlay necessary to furnish and operate a new or improved facility.
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