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Agenda 09/28/2010 Item #16F 1 EXECUTIVE SUMMARY Agenda Item No, 16F1 September 28,2010 Page 1 of 42 Recommendation to approve and authorize the Chairman to sign an Agreement between Collier County and the Florida Division of Emergency Management accepting a Grant award for $79,355 for Emergency Management Program Enhancement and approve the associated budget amendment. OBJECTIVE: That the Board of County Commissioners accept and approve Agreement #11-BG-05-09-21-01- between the State of Florida, Division of Emergency Management and Collier County for funds that will enhance emergency program activities within Collier County for Fiscal Year 2011, - CONSIDERATION: The Emergency Management Preparedness Assistance Grant has been given by the Florida Department of Community Affairs (Department) to each county for the past sixteen 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. Each county must develop a five year Strategic plan which comprises the Scope of Work for the grant. For Fiscal Year 2011, the Department of Community Affairs has agreed to provide the sum of $79,355 to Collier County for program enhancements, From this sum, the State Division of Emergency Management will deduct an annual service charge of $2,312 for the Emergency Satellite Communication System (ESATCOM) that is installed in the Emergency Operations Center and the Sheriffs Office Communications Center. As in past years, monies from this fund cannot be used to supplant existing emergency management funding nor be used to match funds from another program under this Trust Fund, This grant is for a period of 9 months (10/01/10-06/30/11) in order to align with the legislation appropriation and the State fiscal year which runs 7/1-6/30, FISCAL IMPACT: County Manager Grants Fund (713) will increase by $77,043. No general funds are being used. LEGAL CONSIDERATIONS: This item is legally sufficient for Board action, - JBW GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary, - RECOMMENDATION: That the Board of County Commissioners approve and authorize the Chairman to sign the Agreement #11-BG-05-09-21-01- accepting a Grant award totaling $79,355 from the Florida Division of Emergency Management for emergency management program enhancement and approve the associated budget amendment. Agenda Item No, 16F1 Prepared by: Christine Boni, Sr. Administrative Assistant, Dept. of Emerg~m~~~~82 ~~l~ Management Item Number: Item Summary: Meeting Date: Agenda Item No, 16F1 September 28, 2010 Page 3 of 42 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS 16F1 Recommendation to approve and authorize the Chairman to sign an Agreement between Collier County and the Fiorida Division of Emergency Management accepting a Grant award for $79,355 for Emergency Management Program Enhancement and approve the associated budget amendment 9/28/20109:00:00 AM Prepared By Christine Chase Emergency Management Sr Administrative Assistant Date Emergency Management 9116/20108:17:24 AM Approved By Marlene J. Foard Administrative Services Division Grant Development & Mgmt Coordinator Date Administrative Services Division 91161201011:20 AM Approved By Dan E. Summers Bureau of Emergency Services and Emergency Management Director of Emergency Services Date Bureau of Emergency Services and Emergency Management 9116/201011:33 AM Approved By Jennifer White County Attorney Assistant County Attorney Date County Attorney 9/16120102:41 PM Approved By Jeff Klatzkow County Attorney Date Approved By 9116120105:03 PM OMS Coordinator County Manager's Office Date Office of Management & Budget 9117120109:25 AM Approved By Sherry Pryor Office of Management & Budget ManagemenU Budget Analyst, Senior Date Office of Management & Budget 91171201012:24 PM Approved By Leo E. Ochs, Jr. County Managers Office County Manager Date County Managers Office 9119/201010:39 AM Agenda Item No, 16F1 September 28, 2010 Page 4 of 42 Contract Number: 11-BG-05-09-21-01-_ CFSA Number: 52,008 STATE-FUNDED SUBGRANT AGREEMENT THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management, with headquarters in Tallahassee, Fiorida (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 authortty 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 Scope of Work and Budget, Attachment A, A-1 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 C. (3) PERIOD OF AGREEMENT. This Agreement shall begin on October 1, 2010 and shall end June 30, 2011, unless terminated earlier in accordance with the prOVisions of Paragraph (12) of this Agreement. (4) MODIFICATION OF CONTRACT Either party may request modification of the provisions of this Agreement. Changes which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to the original of this Agreement. (5) RECORDKEEPING (a) As applicable, Recipient's performance under this Agreement shall be subject to the federal Common Rule: Uniform Administrative Requirements for State and Local Governments" (53 Federal Register 8034) or OMB Circular No, A-110, "Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No, A-87, "Cost Prtnciples for State and Local Governments," OMB Circular No, A-21, "Cost Principles for Educational Institutions," or OMS Circular No, A-122, "Cost Principles for Nonprofit Organizations," If this Agreement is made with a commercial (for-profit) organization on a cost-reimbursement basis, the Recipient shall be subject to Federal Acquisition Regulations 31.2 and 931.2, (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 AuditDr General access to the recDrds 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 DivisiDn, 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 resoived, Agenda Item No, 16F1 September 28,2010 Page 5 of 42 2, Records for the disposition of non-expendable personal property valued at $5,000 or more at the time it is acquired shall be retained for five years after final disposition, 3, Records relating to real property acquired shall be retained fDr 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 cDnsultants 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 Scope of Work and Budget - Attachment A, A-1 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 limtted 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 expendtture 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 Department or 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 Department 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., tt 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 fiscai 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, S1at.; 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}, Fia, Stat. and Chapters 10,550 (local governmental entities) or 10,650 (nonprofit and for-prDfit 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 audtt 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 (Le" 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: hltD:l/www.state.fj.uslfsaalstatutes.htmL 2 Agenda Item No, 16F1 September 28, 2010 Page 6 of 42 (e) Report Submission 1, The annual financial audit report shall include all management letters and the Recipient's response to all findings, including corrective aelions to be taken, 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 direellv to each of the following: The Department of Community Affairs at each of the following addresses: Department of Community Affairs Office of Audit Services 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 [an electronic copy shall also be submitted to aurtlla.parrtsh@dca.state,ff.us) and Division of Emergency Management Policy and Financial Management 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 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 or the Department of Community Affairs 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 Divi5ion or the Department of Community Affairs 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, (I) 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 reimbur5ementto 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 Seelion 215,97, Fla, Stat. by an independent certified public accountant (IPA) who shall either be a certified public accountant 3 Agenda Item No, 16F1 September 28, 2010 Page 7 of 42 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 prDgress by th,e Recipient and all subrecipients and subcontractors in cDmpletlng the wDrk 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 December 31, March 31 and June 30, (c) The close-out report Is due 45 days after termination of this Agreement or 45 days after completion of the activities contained in this Agreement, whichever first occurs, (d) If all required reports and copies are not sent to the Division or are not completed in a manner acceptable to the Division, the Division may withhold further payments until they are completed or may take other action as stated in 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, (I) The Recipient shall provide additional reports and information Identified in Attachment D, (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 Dellverables and Scope of Work are being accomplished within the specified time periods, and other performance goals are being achieved, A review shall be done for each function or activity in Attachment A and A-1 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 visit5 by Division staff, limited scope audits, and/or other procedures, The Recipient agrees to compiy and cDoperate with any monitoring procedures/processes deemed appropriate by the Division, In the event that the Division or the Department determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional instruction5 provided by the Division or the Department 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 wllh in carrying out the terms of this Agreement, and shall hold the Division harmless against all claims of whatever nature by third parties arising frDm 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 omis5ions which result in 4 Agenda Item No, 16F1 September 28,2010 Page 8 of 42 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 Df any contract. (10) DEFAULT, If any of the following events occur ("Events of Defauij"), 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 optiDn to exercise any of its remedies set forth in Paragraph (11), However, the Division may make payments or partial payments after any Events of Defauij 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 Dbligations, 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 obllgabons under this Agreement; (b) If mllterlal adverse changes occur in the financial condijion 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 wijh 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 may, after thirty calendar days written notice to the Recipient and upon the Recipient's failure to cure within those thirty days, exercise anyone 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-retum receipt requested, to the address in paragraph (13) herein; (b) Begin an appropriate legal or equitable action to enforce performance of thi9 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 inciude 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 seriDus 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; (I) Exercise any other rights or remedies which may be available under law, 5 Agenda Item No, 16F1 September 28, 2010 Page 9 of 42 (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 tD 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 disciosure 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 resutts in line with the further expenditure Df 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 possibie, Costs incurred after receipt of the termination notice will be disallowed, The Recipient shall not be relieved of liability to the Division because of any breach of Agreement by the Recipient The Division may, to the extent authorized by law, withhold payments to the Recipient for the purpose of set-off until the exact amount of damages due the Division from the Recipient is determined, (13) NOTICE AND CONTACT, (a) All notices provided under <?r 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 Df this Agreement (b) The name and address of the Division contract manager for this Agreement is: Jenene Helms Florida Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 Telephone: 850-413-9920 Fax: 850-488-7842 Email: jenene.helms@em.myflorida.com (c) The name and address of the Representative of the Recipient responsible for the administration of this Agreement is: Dan Summers Collier County 8075 L'*y Cultural Parkway, Suite 445 Naples, Florida 34113 Telephone: 239-252-3600 Fax: 239-252-3609 Email: dansummers@colliergov.net (u)y) 6 Agenda Item No, 16F1 September 28,2010 Page 10 of 42 (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 ij 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 hoid 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 minorijy vendor, as defined in Section 288,703, Fla, Stat. (15) TERMS AND CONDITIONS This Agreement contains all the terms and conditions agreed upon by the parties, (16) ATTACHMENTS (a) All attachments to this Agreement are incorporated as if set out fully, (b) In the event of any inconsistencies or conflict between the language of this Agreement and the attachments, the language of the attachments shall contrDI, but only to the extent of the confiict or inconsistency, (c) This Agreement has the following attachments: ExhiM 1 - Funding Sources Attachment A and A-1 - Scope of Work Attachment B - Budget Attachment C - Program Statutes, Regulations and Program Requirements Attachment D - Reports Attachment E - Justification of Advance Attachment F - Warranties and Representations Attachment G - Certification Regarding Debarment Attachment H - Statement of Assurances Attachment I - Change Sheet (17) FUNDING/CONSIDERATION (a) By execution of this Agreement, the Recipient also authorizes the Division to pay on its behalf $2,312 for the recurring charges for the satellite communications service from the total allocation provided to Recipient of $79,355, (b) 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 $77,043, subject to the avaiiability of funds, (c) 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, If an advance payment is requested below, the budget data on which the request is based and a justification statement shall be included in this Agreement as 7 Agenda Item No, 16F1 September 28, 2010 Page 11 of 42 Attachment E. Attachment E will specify the amount of advance payment needed and provide an explanation of the necessity for and proposed use of these funds, An advance payment of $ Is requested (d) After the initial advance, If any, payment shall be made on a reimbllrsement basis as needed, The Recipient agrees to expend funds in accordance with the Scope of Work and Budget, Attachment A, A-1 and B 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, ail obligations on the part of the Division to make any further payment of funds shall tenninate, and the Recipient shall submit its closeout report within forty-five days of receiving notice from the Division. The amount of funds available pursuant to this rule chapter (Rule 9G-19,011, Florida Administrative Code) may be adjusted proportionally when necessary to meet any matching requirements . imposed as a condition of receiving federal disaster relief assistance or planning funds, Any requests received after July 31, 2011, may, in the discretion of the Division, not be reimbursed from this Agreement Reimbursement requests shall not be submitted by facsimile transmission or bye-mail. Changes to the amount of funding to be provided may be accomplished by notice from the Division to the Recipient. The Division may make an award of additional funds by subsequent modification, Should the Recipient detenmine It does not wish to accept the award of additional funds, the Recipient shall provide notice to the Division contact within thirty (30) days of receipt of the Award Letter The tenms of this Agreement shall be considered to have been modified to include the additional funds upon execution of the modification and receipt of a budget form which details the proposed expenditure of the additional funds, The budget fonm will be provided by the Division when the offer of additional funds is made. All funds received hereunder shall be placed in an interest-bearing account with a separate account code identifier for tracking all deposits, expenditures and interest earned, Funds disbursed to the Recipient by the Division that are not expended in implementing this program shall be returned to the Division, aiong with any interest eamed 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, Allowabie costs shall be determined in accordance with applicable Office of Management and Budget Circulars, or, in the event no circuiar applies, by 48 CFR Part 31 CONTRACT COST PRINCIPLES AND PROCEDURES, 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 fig ure Is lower (Rule 9G-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 detennining the "level of county funding of the Recipient's Emergency Management Agency." The Recipient shall certify compliance wtth Rule Chapter 9G.19, Florida Administrative by its execution of this Agreement, and as a condition precedent to receipt of funding. 8 Agenda Item No, 16F1 September 28, 2010 Page 12 of 42 All payments relating to the Agreement shall be mailed to the following address: ~.~I_l7lmll'\m; -r:ID.i1 [o.st ~I ~W..2. (18) REPAYMENTS All refunds or repayments due to the Division under this Agreement are to be made payable to the order of "Department of Community Affairs., and mailed directly to the following address: Department of Communrty Affairs Cashier Finance and Accounting 2555 Shumard Oak Boulevard Tallahassee FL 32399-2100 In accordance with Section 215,34(2), Fia, Stat., If a check or other draft is retumed to the Division for cOIlec1iDn, Recipient shall pay the Division a service fee of $15,00 or 5% of the face amount of the retumed 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 materiais submitted or provided by the Recipient in this Agreement, in any later submission or response to a Division request, or in any submission or response to fulfill the requirements of this Agreement All of said information, representations, and materials is incorporated by reference, The inaccuracy of the submissions or any material changes shall, at the option of the Division and with thirty days written notice to the Recipient, cause the termination of this Agreement and the release of the Division from all its obligations to the Recipient (b) This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall be in the Circuit Court Df Leon County, If any provision of this Agreement is in confiict 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, anyone of which may be taken as an original. (e) The Recipient agrees to comply with the Americans With Disabilrties 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. (I) Those who have been placed on the convicted vendor list following a conviction for a public entity crime or on the discrim inatorv 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 an a contract with a public entity for the 9 Agenda Item No, 16F1 September 28, 2010 Page 13 of 42 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 Dr 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, wrthin a five-year period preceding this proposal been convicted of or had a civil judgment rendered against them for fraud or a criminai 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 antrtrust statutes or commission of embezziement, 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(9)2, of this certification; and 4, have not within a five-year period preceding this Agreement had one or mDre 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 emall or by facsimile transmission) the completed "Certification Regarding Debannent. Suspension. Ineligibility And Voluntary Exclusion" (Attachment G) for each Intended subcontractor which Recipient plans to fund under this Agreement. The fonn must be received by the Division before the Recipient enters into a contract with any subcontractor. (h) The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Fla, Stat. or the Florida Constitution, (i) All bills for fees Dr other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof, G) Any bills for travel expenses shall be submitted in accordance with Section 112,061, Fla. Stat. (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, 10 Agenda Item No, 16F1 September 28,2010 Page 14 of 42 (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. (0) 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 lim~ed to, the Reference Guide for State Expend~ures, (p) The Agreement may be charged only w~h allowabie 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 empioyee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative agreement. 2, If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection w~h this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," 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, 11 Agenda Item No, 16F1 September 28, 2010 Page 15 of 42 (b) If any discovery or invention Is developed in the course of or as a result of work or services perfonmed under this Agreement, or in any way connected with It, the Recipient shall refer the discovery or invention to the Division for a detenmlnation whether the State of Florida will seek patent protection in its name, Any patent rights accruing under or in connection with the perfonmance of this Agreement are reserved to the State of Florida, If any books, manuals, films, Dr 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 perfonmance 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 disciosed, 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 perfonmance of the Agreement (22) LEGAL AUTHORIZATION, The Recipient certifies that it has the iegal 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. 12 Agenda Item No, 16F1 September 28, 2010 Page 16 of 42 (23) ASSURANCES, The recipient shall comply with any Statement of Assurances incorporated as Attachment H. IN WITNESS WHEREOF., the parties hereto have executed this Agreement ReciDien\: COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS By: Fred W, Coyle, Chairman Date: FEID# 59-60000558 ATTEST: Dwight E. Brock, Clerk ,Deputy Clerk Approved as to Form and Legal Sufficiency ~ ~\,2)~ Jenni r B. White, Assistant County Attorney By: STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT By: Name and Title: David Halstead, Director. Florida Division of Emeraencv Manaaement Date: 13 Agenda Item No, 16F1 September 28, 2010 Page 17 of 42 EXHIBIT - 1 STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOllOWING: SUBJECT TO SECTION 215.97, FLORIDA STATUTES: State Project (list State awarding agency, Catalog of State Financial Assistance till. and numbel') State Awarding Agency: Division of Emeraencv Maneaemem Catalog of State Financial Assistance Title: Emeraencv Maneaement Praararns Catalog of State Financial Assistance Number: ~ State Flnenclal Assistance: $79,355 (less $2,312 for satellite service for 9 months) COMPWANCE REQUIREMENTS APPWCABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: . Pursuant to Section 252.373, Florida Statutes and Rule Chapter 9G-19, Florida Administrative fQ!!!. Eligible activities for these funds are salaries and expenses relating to maintaining and enhancing county emergency management plans and programs, Eligible recipients for these funds are the 67 Florida counties, NOTE: Section AOO(d) of OMS 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, 14 Agenda Item No, 16F1 September 28, 2010 Page 18 of 42 Attachment A and A-1 Scope of Work 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 9G-6, Florida Administrative Code and Chapter 252, Florida Statutes), This Scope of Work recognizes that each recipient is at a varying ievel of preparedness, and it is understood that each county has a unique geography, faces unique threats and hazards, and serves a unique population, In order to receive base grant funding, the Recipient must certify that It will use the award to enhance its Emergency Management Program, As a condition of receiving funding pursuant to this Agreement, the Recipient shall complete the work items approved by the Division and attached hereto as Attachment A-1, Subsequent revisions during the term of this Agreement shall be a written modification in accordance with Paragraph (4) of this Agreement. 15 Agenda Item No, 16F1 September 28,2010 Page 19 of 42 .... ~ = ~ ~ ~ sa ..... ~ ~ = ~ = ~ ~ - = ~ . = 0( ~ "C U " ~ ~ '-0 .. 0( - - " -. 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"tiilZl c " ~;S ~~ s ~ 0_ U il c."E3 '" ~ ~ '" 8 8 ",-0 '5 Iii .: ~ 01 0 :2u , " ~E .-l E: Q.,'Vi f- .2 Z ,- '" S :2~ '" 01 0:9 -< - z,g ~~ ;>-Oc u",,, ;z~Ci: u.l :::l c 00::" o<,sS p.1.- ~ ::;: ~ 01 W ~ a ,., ",,,, >~oG - - ;.- Vl 0 U Z g ~ uJC\S~ :I: c " :;j ,- S ~~~ o t::.~ U E ~ .-l" " -< Ol)- u~g. o e:l a: .-l:2u t"'- Agenda Item No, 16F1 September 28, 2010 Page 25 of 42 N N ii c Q S S . U ~ .e = ;;~ :;s f .~ ""il '" ~ Q,l ... > Q,l ~ .... o "0 .. o ~ Q,l ~ ~ <: " !j ~ " ~ ~ ~ 0Il~ 'iii '" '" <: Ot a So 0 So ";; .- == ~;;; os: rJj ... ;>,,, .- " 5 " > 0,;:: <: .- ~l'l >< " ~ OIl.::! .... .. <: ~ <: .. " " 0 " E '" '" "0 ""' !:! = ~ !:! ;; 0. " ... ;>,;r 'iii ~ OJ c~ 0 CI ~ 0 u c " E " " " .. .. OIl::> ::> ~ '" ~ OJ '" '" '" " '" <: So os: ~,!2!' 0 .v.i .- ~ C/l ,_ C/l ;>,,, .~ d,) " > o 'E: ... <: ,- '" " ~ " OIl'" ~ '" .. ~ ~ ;:... " <: ~ " E 1;l " "0 CI '" :E r.:.J: ~ " ""' !:! ;>,0. OJ C. " ~ " 0 " "'iii 5~ ~ CI 0 u Agenda Item No, 16F1 September 28, 2010 Page 26 of 42 .... N Agenda Item No, 16F1 September 28,2010 Page 27 of 42 Attachment B Budget The anticipated expenditures for the Categories listed below are for the Emergency Management Preparedness and Assistance (EMPA) State portion of this subgrant only (Paragraph (17)(a), FUNDING/ CONSIDERATION) Total State Funds (see section 17 - Funding/Consideration) Anticloated Exoenditure Amount <if $ $ -er $ 53,DOO $ Q 4, D43 $ -e-- $ '71/ Ol.f3 Cateaorv Salaries/Fringe Benefits Other Personal Services Expenses Operating Capital Outlay Fixed Capital Outlay 24 Agenda Item No, 16F1 September 28, 2010 Page 28 of 42 Attachment C Program Statutes, Regulations and Program Requirements Prooram Statutes 1, Chapter 252, Florida Statutes 2, Rule Chapters 9G-6, 9G-11, 9G-19 and 9G-20, Florida Administrative Code 3, 48 CFR, Part 31 Proaram Reauirements (1) EQUIPMENT AND PROPERTY MANAGEMENT The Recipient acknowledges the completed installation of a Hughes Network Systems, Inc" Personal Earth Station and related equipment (hereinafter "the Equipment"), The Recipient acknowledges and agrees to comply with applicable terms and conditions of; (t) the State of Fiorida lease/Purchase Agreement, dated October 1994, executed between Hughes Network Systems, inc, ("HNS"), and the Division, (a copy of which is available from the Division) regarding the procurement and use of the Equipment; and (2) the Services Agreement Between Hughes Network Systems, Inc" and the State of Florida, dated January 1995, (a copy of which is available from the Division) (hereinafter, collectively, "the HNS Agreements") regarding the operation of an interactive satellite communications service for the Division, the Recipient and other sites, In particular, the Recipient agrees: A, That any reports of problems with the Equipment or system, trouble reports, and any requests for repairs, service, maintenance or the like, shall be communicated directly and exclusively to the Division's State Watch Office (SWO) (850) 413-9910. 8, That the Recipient will assist and comply with the instructions of the SWO and any technical service representative responding to the report or service request Recipient's personnel shall cooperate with and assist service representatives, as required, for installation, troubleshooting and fault isolation, with adequate staff, C, That the Recipient shall not change, modify, deinstall, relocate, remove or alter the Equipment, accessories, attachments and related items without the express written approval of the Division, D, That the Recipient shall provide access, subject to reasonable security restrictions, to the Equipment and related areas and locations of the Recipient's facilities and premises, and will arrange permitted access to areas of third-party facilities and premises for the purp0ge of inspecting the Equipment and performing work related to the Equipment Service representatives and others performing said work shall comply with the Recipient's reasonable rules and regulations for access, provided the Division is promptly furnished with a copy after execution of this Agreement The Recipient shall provide safe access to the Equipment and will maintain the environment where the Equipment is located in a safe and secure condition, The Recipient shall provide service representatives with access to electrical power, water and other utilities, as well as telephone access to the Recipient's facility as required for efficient service, 25 Agenda Item No, 16F1 September 28, 2010 Page 29 of 42 E. That the Recipient shall take reasonable steps to secure the Equipment and to protect the Equipment from damage, theft, loss and other hazards, This shall not obligate the Recipient to procure insurance, The Division agrees to procure and maintain all risks insurance coverage on the Equipment. The Recipient agrees to refrain from using or dealing with the Equipment in any manner which is inconsistent wnh the HNS Agreements, any policy of insurance referred to in the HNS Agreements, and any applicable laws, codes ordinances or regulations. The Recipient shall not allow the Equipment to be misused, abused, wasted, or allowed to deteriorate, except normal wear and tear resulting frDm its intended use, The Recipient shall immediately report any damage, loss, trouble, service interruption, accident or other problem related to the Equipment to the SWO, and shall comply with reasonable Instructions issued thereafter. F, That any software supplied in connection with the use or installation of the equipment is subject to proprietary rights Df Hughes Network Systems, Inc" and/or HNS's vendor(s) and/or the Division's vendor(s), The use of one copy of said software is subject to a license granted from HNS to the Department, and a sublicense from the Division to the Recipient, to use the software solely in the operation of the Equipment, to commence Dn delivery of the software to the Recipient and to last for the term of the HNS Agreements, The Recipient shall not: (i) copy or duplicate, or permit anyone else to copy or duplicate, any part of the software, or (ii) create or attempt to create, or permit others to create or attempt to create, by reverse engineering or otherwise, the source programs or any part thereof from the object programs or from other information provided in connection with the Equipment. The Recipient shall not, directly or indirectly, sell, transfer, offer, disclose, lease, or license the software to any third party, G, To comply with these provisions until the termination of the HNS Agreements, H, The amounts retained for the satellite service cover the initial order for services provided to the Division pursuant to the services agreement between Hughes Network Systems and the State of Florida, The charge does not cover maintenance, repair, additional equipment and other services not part of the initial order for services, The service charge covers only the remote corrective maintenance specified in paragraph 4,3 of the Service Agreement with HNS and does not cover other maintenance, repair, additional equipment and other services not part of the innial order for services, In particular, the service charge does not cover: 1, 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, Dperator 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, 2, Changes, modifications, or alterations in or to the equipment other than approved upgrades and configuration changes, 3, Deinstallation, relocation, or removal of the equipment or any accessories, attachments or other devices, 26 Agenda Item No, 16F1 September 28,2010 Page 30 of 42 The Recipient shall be independently responsible for any and all charges not part of the initial service order. (2) NAWAS The Fiorida 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 of Emergency Management 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 (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 - CDmmon 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 9G-6, 9G-11, and 9G-19, Florida Administrative Code, Chapter 252, Florida Statutes, and appropriate adm inistrative rules and regulations that guide the emergency management prDgram 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, uniess such expenditure enhances 27 Agenda Item No, 16F1 September 28, 2010 Page 31 of 42 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 9G-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 fDrty-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 abounhe Emergency Management Program is allowable, (c) Food and beverages may be purchased for Emergency Management personnel and other personnel onlv 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) W~hin 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, emergencies or otherwise govern the activation of the local emergency management program provided in s.252,38, Florida Statutes, 28 Agenda Item No, 16F1 September 28, 2010 Page 32 of 42 Attachment D Reports A, The Recipient shall provide the Division with quarterly financial reports, semi-annual summary progress reports prepared in conjunction with the Division's Regional Coordinator, and a final clDse-out report, all in a format to be provided by the Division, All report formats provided by the Division shall be made available to the Recipient on the Division's Internet site and a hard CODV will be mailed with a fullv executed CDDV of the Aoreemenl. B. The Recipient shall provide the Division with a sampling of documentation listed below will be requested by your contract manager for each quarter. If you wish to submit one or two Items (i.e., invoice and check/proof of payment) with your reports, this will suffice unless other sample documents are deemed necessary for audit purposes for the quarterly financial reports. To eliminate large flies and mailings, the Divlslo~ will accept back up documentation on a CD If desired by the county, o Salaries: Supply copies of timesheets documenting hours worked and proof employee was paid (I.e" earning statements/pavroll reoistries) o OPS/Contractual Services: Copies of contracts, MOUs or agreements with consultants or sub- contractors providing services, Copies of invoices, checks and canceled checks related to these services. . Expenses: Copies of invoices/receipts, checks and canceled checks o If training/exercise is provided by contractor, an agenda, training materials, exercise materials and copies of sign-in rosters of attendees shouid 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 travellconference, If conference, a copy of the agenda must be provided, Proof of payment is also required for all travel and conferences, . OCO: Copies of invoices/receipts, checks and canceled checks o FCO: Copies of invoices/receipts, checks and canceled checks o Copies of the general ledger each quarter should also be provided, C, Quarterly financial reports shall begin with the first quarter of the Recipient's fiscal year; 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 December 31, March 31 and June 30. D, The final close-out report Is due forty-five days after termination of this Agreement. E, In addition to the above, in order to ensure compliance wrth Rule 9G-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, 2010, The Historical Information form must be DreDared and sicned bv an Dfficial of the Countv's Finance Office, 29 Agenda Item No, 16F1 September 28,2010 Page 33 of 42 F, In a format provided by the Division, a proposed staffing summary and the counties posttion descriptions shall be submitted to the Division not later than December 31,2010, G, 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), and Rule 9G-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, 30 Agenda Item No, 16F1 September 28,2010 Page 34 of 42 Attachment E JUSTIFICATION OF ADVANCE PAYMENT RECIPIENT: Indicate by checking one of the boxes below if you are requesting 8n advance. If aD advance payment is requested, budget data on which the request is based must be submitted. Any advance payment under this Agreement is subject to s. 216.181(16), Florida Statutes. The amount which may be advanced shall Dot exceed the expected cash needs ortbe Recipient within the initial three months of tbe Agreement. M NO ADVANCE REQUESTED [ ] ADVANCE REQUESTED No advance payment is requested. Payment will be solely on a reimbursement basis. No additional information is required. 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. ADVANCE REQUEST WORKSHEET lfyou are requesting an advance, complete the following worksheet (A) (B) (C) (D) DESCRIPTION FFY 2008 FFY 2009 FFY 2010 Total 1 INITIAL CONTRACT ALLOCA nON 2 FIRST THREE MONTHS CONTRACT EXPENDITURES! 3 AVERAGE PERCENT EXPENDED IN FIRST THREE MONTHS (Divide Iioe 2 by line 1.) FIMlt three months expenditures need only be provided for the years m which you requested an advance. If you do not have thiS information, call your consultant and they will assist you. MAXIMUM ADVANCE ALLOWED CALULA nON: X $ Cell D3 DEM Award (Do not include any match) MAXIMUM ADVANCE 31 Agenda Item No, 16F1 September 28,2010 Page 35 of 42 REOUEST FOR WAIVER OF CALCULATED MAXIMUM Recipient has DO previous DEMIDCA contract history. Complete Estimated Expenses chart and Explanation of Circumstances below. I Recipient has exceptioDal circumstances that require an advance greater than the Maximum Advance calculated above. Complete estimated expenses chart and Explanation of Circumstances below. Attach additional pages if needed. ESTIMATED EXPENSES BUDGET CATEGORY 200_-200_ Anticipated Expenditures for First Three Months of Contract ADMINISTRATIVE COSTS (Include Secondary Administratinn.) PROGRAM EXPENSES TOTAL EXPENSES ExDlanation of Circumstances: 32 Agenda Item No, 16F1 September 28,2010 Page 36 of 42 Attachment F Warranties and Representations Financial Manaaement Recipient's financial management system must include the following: (1) Accurate, current and complete disclosure of the financial results of this project or program (2) Records that identify the source and use of funds for all activities, These records shall contain information pertaining to grant awards, authorizations, obligations, unobligated balances, assets, outlays, income and interest. (3) Effective control over and accountability for all funds, property and other assets, Recipient shall safeguard all assets and assu~e 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 OMS cost principies and the terms and conditions of this Agreement. (6) Cost accounting records that are supported by backup documentation, Comnetition 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 deveiop 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, empioyees, 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 tD be applied for violations of the standards by officers, employees, or agents of the Recipient. 33 Agenda Item No, 16F1 September 28,2010 Page 37 of 42 Business Hours The Recipient shell have its offices open for business, with the entrance door open to the public, and at least one employee on site, from Licensina and Permlttina All subcontractDrs Dr employees hired by the Recipient shall have all current licenses and permits required for all of the particular wDrk for which they are hired by the Recipient. 34 Agenda Item No, 16F1 September 28,2010 Page 38 of 42 Attachment G 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 subc()ntractof Is unabie to certify to the above statement, the prospective subcontractor shall attach an explanation to this form, SUBCONTRACTOR: By: Signature Recipient's Name Name and Trtle DCA Contract Number Street Address City, State, Zip Date 35 Agenda Item No, 16F1 September 28, 2010 Page 39 of 42 Attachment H Statement of Assurances The Recipient hereby assures and certifies compliance wrth all Federal statutes, regulations, policies, guidelines and requirements, including OMS Circulars No, A-21 , A-110, A-122, A-1211, A-1I7; E,O, 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements 211 CFR, Part 66, CommDn 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 Acquisrtlons Act of 1970 (P, L 91-646) which provides for fair and equitabie 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 insure 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 Facilrties 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 fiood 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 fiood 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 wrth Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and 36 Agenda Item No, 16F1 September 28,2010 Page 40 of 42 Historical Preservation Act of 1966 (16 USC 569a-1 et seq,) by (a) consulting with the State Historic Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or eligible for inclusion in the National Register of Historic Places that are subject to adverse effects (see 36 CFR Part 800,8) by the activity, and notifying the Federal grantor agency of the existence of any such properties and by (b) complying wtth 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 Hie 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, M71 00,1; 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 Reviewof Department of Justice Programs and Activities; Part 42, NondiscriminationlEqual Employment Opportunity Policies and Procedures; Part 61, Procedures for Implementin9 the National Environmental Policy Act; Part 63, Floodplain Management and Wetland Protection Procedures; and Federal laws or re9ulations applicable to Federal Assistance Programs, 12, It will comply, and all its contractors will comply, with the non-discrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39, 13, In the event a Federal or State court or Federal or State administrative agency makes a finding Df discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or disabiltty against a recipient of funds, the recipient will forward a copy Df 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 wtth the provisions of the Coastal Barrier Resources Act (P,L. 97-348) dated October 19, 1982 (16 USC 3501 et seq,) which prohibits the expendtture of most new Federal funds within the untts 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, 37 Agenda Item No, 16F1 September 28, 2010 Page 41 of 42 Attachment I CHANGE SHEET Whenever there is a change to any infonmation listed in the Telephone Directory, please note changes on this change form and submit it to our office as soon as possible, It is imperative for this directory to be as accurate as possible in the event of an emergency, A copy of these changes will be forwarded to the other counties on the Change Fonm included in the Telephone Directory, County: Emergency Management Contact/Director: Mailing Address: Physical Address: Office Phone: Home Phone: Fax: Suncom: Warning Point Phone: Duty Pager: Cellular Phone: Warning Point Fax: Intemet Address: Assistant Director: Office Phone: Pager: Cellular Phone: Home Phone: Other Staff: Directions to EOC: 38 Agenda Item No, 16F1 September 28,2010 Page 42 of 42 Directions to EM Office: County Officials: Mayor: Office Phone: Fax: Chairman: Office Phone: Fax: County Administrator: Office Phone: Fax: Assistant County Administrator: Office Phone: Fax: Sheriff: Office Phone: Fax: Superintendent: Office Phone: Fax: American Red Cross: (include Chapter) Office Phone: Fax: Other: Subm!t cb,anges to the State Watch Office bye-l'I)ail at EOC-Ooerations@em,mvflorida,com, by fax at 850-488-7841 or atthe followin,g address: " ., ,- " m,,' , , ' ,: - - iTiHf< . ':,g-':~'ci' . - '"' DiVision of Emergency Management 2555 S/lumard Oa~ Bouleyard"'" , Tallahassee, Florida 32399-2100 :" 39