Agenda 01/13/2009 Item #16F 4Agenda Item No. 16F4
January 13, 2009
Page 1 of 40
EXECUTIVE SUMMARY
Recommendation for the Board of County Commissioners to approve and authorize the
Chairman to sign Grant Agreement #08DS- 51- 09 -21 -01 between Collier County and the
Florida Division of Emergency Management accepting $103,500.00 for Emergency
Management Program Enhancements and approve a budget amendment to recognize and
appropriate the grant funds.
OBJECTIVE: That the Board of County Commissioners accept and approve Agreement #
08DS- 51- 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 2009.
CONSIDERATIONS: The Federal Government has made available, through the Department of
Homeland Security, funds in the amount of $103,500.00 to be used to support training, planning
and exercise capabilities of the Collier County Emergency Management Department and their
county partners. These funds will enable the Department of Emergency Management to enhance
our post disaster redevelopment, enhance our county -wide exercise program and augment our
Federal and State mandated Comprehensive Emergency Management Plan.
FISCAL IMPACT: There will be an increase by budget amendment totaling $103,500.00 to
fund 118 (Emergency Management Grants) for FY 09. No matching funds are required.
LEGAL CONSIDERATIONS: This item is not quasi - judicial, and as such ex parte disclosure
is not required. This item requires majority vote only. This item is legally sufficient for Board
action. — CMG
GROWTH MANAGEMENT IMPACT. There is no Growth Management associated with this
Executive Summary.
RECOMMENDATION: That the Board of County Commissioners approve and authorize the
Chairman to sign Grant Agreement #08- 08DS- 51- 09 -21 -01 totaling $103,500.00 from the
Florida Division of Emergency Management for emergency management program enhancement
and approve the associated budget amendment.
Prepared by: Joseph W. Frazier, Homeland Security Coordinator
Page I of I
Agenda Item No. 16F4
January 13, 2009
Page 2 of 40
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
16F4
Item Summary:
Recommendation for the Board of County Commissioners
to approve and authorize the
Chairman to sign Grant Agreement #08DS- 51- 09
-21 -01 between Collier County and the
Florida Division of Emergency Management accepting $103.500.00 for Emergency
Management Program Enhancements and approve
a budget amendment to recognize and
appropriate the grant funds.
Meeting Date:
1/13/2009 9.00.00 AM
Prepared By
Joseph Frazier
Purchasing Agent
Date
Administrative Services
Purchasing
12119(2008 9:35:27 AM
Approved By
Dan E. Summers
Bureau of Emergency Services Director
Date
County Manager's Office
Bureau of Emergency Services
12!2212008 8:26 AM
Approved By
Colleen Greene
Assistant County Attorner
Date
County Attorney
County Attorney Office
12/2212008 11:39 AM
Approved By
Debra Eurom
Assistant Grant Coordinator
Date
Administrative Services
Administrative Services
12123i200812:08 PM
Approved By
Sherry Pryor
€hanagement 8 Budget Analyst
Date
County Manager's Office
Office of Management 8 Budget
12!29,'2008 3:57 PM
Approved By
James V. Mudd
County Manager
Date
Board County
Commissioners
County Manager's Office
1212912008 5:33 PM
tile: / /C:AAeerndaTest \Expot\1 21- January %201 1,% 202009 \16. %20C0NSFNT %20AGRNDA \... 1/7/2009
Agenda !lem No. 16F4
January 13, 2009
Page 3 of 40
Contract Number: 08DS- 51- 09- 21 -01-
CFDA Number: 97.067
FEDERALLY - FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division "), and Collier County
Emergency Management, (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 Budget and Scope of Work,
Attachment A 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 B.
(3) PERIOD OF AGREEMENT.
This Agreement shall begin upon execution by both parties, and shall end 18 months
after the date of execution, but no later than May 31, 2010, uniess 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
Principles for State and Local Governments," OMB Circular No. A -21, "Cost Principles for Educational
Institutions," or OMB Circular No. A -122, "Cost Principles for Nonprofit Organizations." If this Agreement
Agenda Item No. 16F4
January 13, 2009
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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 Auditor General access to the records upon
request. The Recipient shall ensure that audit working papers are available to them upon request for a
period of five years from the date the audit report is issued, unless extended in writing by the Division.
The five year period may be extended for the following exceptions:
1. If any litigation, claim or audit is started before the five year period expires,
and extends beyond the five year period, the records shall be retained until all litigation, claims or audit
findings involving the records have been resolved.
2. Records for the disposition of non - expendable personal property valued at
$5,000 or more at the time it is acquired shall be retained for five years after final disposition.
3. Records relating to real property acquired shall be retained for five years after
the closing on the transfer of title.
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget
and Scope of Work - Attachment A - and 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 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.
_anuary 13. 2CI��9
P =,qe 5 of 4 J
(d) If the Recipient is a State or local government or a non - profit organization as defined
in OMB Circular A -133, as revised, and in the event that the Recipient expends $500,000 or more in
Federal awards in its fiscal year, the Recipient must have a single or program- specific audit conducted in
accordance with the provisions of OMB Circular A -133, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement. In determining the Federal
awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including
Federal resources received from the Division. The determination of amounts of Federal
awards expended should he in annnrdance with the guidelines established by OMB Circular A -133, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A -133, as revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A -133,
as revised.
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB Circular A -133, as revised, is not required. In the
event that the Recipient expends less than $500,000 in Federal awards in its fiscal year and chooses to
have an audit conducted in accordance with the provisions of OMB Circular A -133, as revised, the cost of
the audit must be paid from non - Federal funds.
(e) Send copies of reporting packages for audits conducted in accordance with OMB
Circular A -133, as revised, and required by subparagraph (d) above, when required by Section .320 (d),
OMB Circular A -133, as revised, by or on behalf of the Recipient to:
The Division at each of the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
[also send an electronic copy to aurilla .parrish @dca.state.fl.us]
and
Division of Emergency Management
Bureau of Response
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
The Federal Audit Clearinghouse designated in OMB Circular A -133, as revised (submit the number of
copies required by Sections .320(d)(1) and (2), OMB Circular A -133, as revised), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10`" Street
Jeffersonville. IN 47132
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January 13, 2009
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Other Federal agencies and pass- through entities in accordance with Sections .320 (e) and (f), OMB
Circular A -133, as revised.
(f) Pursuant to Section .320 (f), OMB Circular A -133, as revised, the Recipient shall send
a copy of the reporting package described in Section .320 (c), OMB Circular A -133, as revised, and any
management letter issued by the auditor, to the Division at the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
[also send an electronic copy to aurilla .parrish @dca.state.fl.us]
and
Division of Emergency Management
Bureau of Response
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
(g) By the date due, send any reports, management letter, or other information required
to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A -133,
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit
organizations), Rules of the Auditor General, as applicable.
(h) Recipients should state the date that the reporting package was delivered to the
Recipient when submitting financial reporting packages to the Division for audits done in accordance with
OMB Circular A -133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit
organizations), Rules of the Auditor General,
(i) If the audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non - compliance.
0) The Recipient shall have all audits completed by an independent certified public
accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter 473,
Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
year.
(7) REPORTS
(a) The Recipient shall provide the Division with quarterly reports and a close -out report.
These reports shall include the current status and progress by the Recipient and all subrecipients and
subcontractors in completing the work described In the Scope of Work and the expenditure of funds under
this Agreement, in addition to any other information requested by the Division.
Agenda Item No. 16x4
January 112009
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(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.
(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.
(8) MONITORING.
The Recipient shall monitor its performance under this Agreement, as well as that of its
subcontractors and /or consultants who are paid from funds provided under this Agreement, to ensure that
time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished
within the specified time periods, and other performance goals are being achieved. A review shall be
done for each function or activity in Attachment A 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 or the
Department determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to
comply with any additional instructions 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 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.
Agenda Item No, 16F4
January 13, 2009
Page 8 of 40
(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;
(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 may, 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;
Agenda Item No. 16F4
January 13, 2009
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(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:
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
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.
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January 13. 2009
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(13) NOTICE AND CONTACT.
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by
hand delivery, or first class, certified mail, return receipt requested, to the representative named below, at
the address below, and this notification attached to the original of this Agreement.
(b) The name and address of the Division contract manager for this Agreement is:
Carolyn Washington, Community Assistance Consultant
Division of Emergency Management
Bureau of Response
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
Telephone: (850) 410-1271
Fax: (850) 488-7842
Email: carolvn .washingtonaem.mvflorida.com
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is:
Dan E. Summers
Director, Bureau of Emergency Services
3301 E. Tamiami Trail
Naples, FL, 34112
Telephone: 239 - 252 -8000
Fax: 239-775-5008
Email: DanSummersecolllergOV.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 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.
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January 13 2009
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(16) ATTACHMENTS
(a) Ail attachments to this Agreement are incorporated as if set out fully.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
Attachment A — Budget and Scope of Work
Attachment B — Program Statutes and Regulations
Attachment C — Justification of Advance
Attachment D — Warranties and Representations
Attachment E — Certification Regarding Debarment
Attachment F — Statement of Assurances
(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 $103,500,
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 maybe advanced may not exceed the expected cash
needs of the Recipient within the first three 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
Attachment C. Attachment C 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
(c) After the initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work,
Attachment A 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 (20)(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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(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 Community Affairs
Cashier
Finance and Accounting
2555 Shumard Oak Boulevard
Tallahassee FL 32399 -2100
In accordance with Section 215.34(2), Fla. Stat., if a check or other draft is returned to the Division for
collection, Recipient shall pay the Division a service fee of $15.00 or 5% of the face amount of the
returned check or draft, whichever is greater.
(19) MANDATED CONDITIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials is incorporated by
reference. The inaccuracy of the submissions or any material changes shall, at the option of the Division
and with thirty days written notice to the Recipient, cause the termination of this Agreement and the
release of the Division from all its obligations to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
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 se g.), 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
Agenda Item No. 16F4
January 13, 2009
Page 13 of" 0
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 slate 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 G) for each intended subcontractor which Recipient plans to fund under
this Agreement. The form must be received by the Division before the Recipient enters into a
contract with any subcontractor.
(h) The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance with Chapter 216, Fla. Stat. or the Florida Constitution.
(i) All bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a proper preaudit and postaudit thereof.
Fla. Stat.
0) Any bills for travel expenses shall be submitted in accordance with Section 112.061,
(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.
Agenda Item No. 16F4
January 13, 2009
Page 14 of 40
(1) 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 Stale 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 IN,A shall be grounds for unilateral cancellation of this Agreement by the Division.
(n) The Recipient is subject to Florida's Government in the Sunshine Law (Section
286.011, Fla. Stat.) with respect to the meetings of the Recipient's governing board or the meetings of
any subcommittee making recommendations to the governing board. All of these meetings shall be
publicly noticed, open to the public, and the minutes of all the meetings shall be public records, available
to the public in accordance with Chapter 119, Fla. Stat.
(o) All unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost.
(20) LOBBYING PROHIBITION
(a) No funds or other resources received from the Division under this Agreement may be used
directly or indirectly to influence legislation or any other official action by the Florida Legislature or any
state agency.
(b) The Recipient certifies, by its signature to this Agreement, that to the best of his or
her knowledge and belief:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf
of the Recipient, to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
2. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete
and submit Standard Form -LLL, "Disclosure Form to Report Lobbying"
Agenda Item No. 16F4
January 13, 2009
Page 15 of 40
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.
Agenda Item No. 16174
January 13, 2009
Page 16 of 40
(22) LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that it's governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
(23) ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment F.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
RECIPIENT: COLLIER COUNTY EMERGENCY MANAGEMENT
By:
Name and title: Chairman, Board of County Commissioners
Date:
FID# 59- 6000 -558
ATTEST: Dwight E. Brock, Clerk Approved as to Form and Legal Sufficiency
By:
Deputy Clerk
STATE OF FLORIDA
DIVISION OF EMERGENCY MANGEMENT
Assistant County Attorney
By:
Name and Title: W. Craig Fugate Director of the Division of Emergency Management
Date:
Agenda Item No. 16F4
January 13, 2009
Page 17 of 40
EXHIBIT — 1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE: If the resources awarded to the Recipient are from more than one Federal program, provide the
same information shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal agency: Department of Homeland Security - State Homeland Security Grant
Program (SHSGP)
Catalog of Federal Domestic Assistance title and number: 97.067
Award amount: $103,500
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
NOTE. If the resources awarded to the Recipient represent more than one Federal program, list
applicable compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1. Recipient is to use funding to perform eligible activities as identified in the Office of Grants and
Training Fiscal Year 2008 -2009 State Homeland Security Grant Program (SHSGP), consistent
with the Department of Homeland Security State Strategy.
2. Recipient is subject to all administrative and financial requirements or will be in violation with the
terms of the agreement.
NOTE: Instead of listing the specific compliance requirements as shown above, the State awarding
agency may elect to use language that requires the Recipient to comply with the requirements of
applicable provisions of specific laws, rules, regulations. etc. For example, for Federal Program 1, the
language may state that the Recipient must comply with specific laws, rules, or regulations that pertain to
how the awarded resources must be used or how eligibility determinations are to be made. The State
awarding agency, if practical, may want to attach a copy of the specific law, rule, or regulation referred to.
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.
Agenda Item No. 16F4
January 13, 2009
Page 18 of 40
Attachment A
Budget and Scope of Work
Proposed Program Budget
Below is a general budget which outlines eligible categories and their allocation under this award. The Recipient is to utilize the
"Proposed Program Budget' as a guide for completing the Budget Detail Worksheet below.
4. No more than 3% of the total award may be expended on Management and Administration costs by the Recipient
4. At the discretion of the Recipient, funds allocated to Management and Administration (as described in the "Proposed
Program Budget ") may be put towards Programmatic costs instead.
4. The transfer of funds between Planning, Training, Exercises and Management & Administration is permitted, for this
contract only, whereas Management & Administration costs do not exceed 3% of the Recipients total award.
Agenda Item No, 16F4
January 13, 2009
Page 19 of 40
Budget Detail Worksheet
The Recipient is required to provide a completed Budget Detail Worksheet, to the Division, which accounts for the total award for
issue 20 as described in the "Proposed Program Budget ".
If any changes need to be made to the Budget Detail Worksheet or Metrics, after the execution of this contract, contact the contract
manager listed in this contract via email or letter.
Budget Detail Worksheet
1 — Solution Areas
Public EducationlOutreach
Develop and implement homeland security support programs
and adopt ongoing DHS national initiatives, including State
Preparedness Reports
Develop and enhance plans and protocols
Develop or conduct assessments
Establish, enhance, or evaluate Citizen Corps- related volunteer
programs
Contract out
combined Hazard
Hiring of full or part -time staff or contractors /consultants to assist
Vulnerability and
with planning activities (not for the purpose of hiring public safety
Temporary
$38,500
$38,500
personnel fulfilling traditional public safety duties)
Housing Study for
Catastrophic
Events
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel /per diem related to planning activities
2- Travel Activities
$2,000
$4,000
Overtime and backfill costs — Payment of overtime expenses
will be for work performed by award (SAA) or sub -award
employees in excess of the established work week (usually 40
hours) related to the planning activities for the development and
implementation of the programs under HSGP. (IAW operational
Cost Guidance)
Other projects areas with prior approval from FEMA
Overtime and backfill funding for emergency preparedness and
response personnel attending FEMA- sponsored and approved
training classes and technical assistance programs.
Grantees may also use FEMA grant funds to cover overtime and
backfill expenses for part-lime and volunteer emergency
response personnel participating in FEMA training_
_
Training Workshops and Conferences - Grant funds may be
1- in- County
used to plan and conduct training workshops or conferences to
Volunteer
include costs related to planning, meeting space and other
Training
$1,500
$1,500
meeting costs, facilitation costs, materials and supplies, travel,
and
and training plan development.
Workshop
Agenda Item No. 16F4
January 13, 2009
Page 20 of 40
Full or Part-Time Staff or Contractors/Consultants - Full or
part-time staff may be hired to support training - related activities.
Payment of salaries and fringe benefits must be In accordance
with the policies of the state or local unit(s) of government and
have the approval of the state or the awarding agency, whichever
1- Contract
$3,500
$3,500
is applicable. The services of contractors /consultants may also
Training
be procured by the state in the design, development, conduct,
and evaluation of CBRNE training. The applicant's formal written
procurement policy or the Federal Acquisition Regulations (FAR)
must be followed.
Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.)
are allowable as expenses by employees who are on travel
status for official business related to the planning and conduct of
the training project(s) or for attending ODP- sponsored courses.
These costs must be in accordance with state law as highlighted
3- Training
in the OJP Financial Guide. States must also follow state
Opportunities
$2,000
$6,000
regulations regarding travel. If a state or territory does not have a
travel policy they must follow federal guidelines and rates, as
explained in the OJP Financial Guide. For
further information on federal law pertaining to travel costs
please refer to http://www.ojp.usdoi.gov/FinGuide.
Supplies - Supplies are items that are expended or consumed
2- In- County
during the course of the planning and conduct of the training
Training
$3,000
$6,000
projects) (e.g., copying paper, gloves, tape, and non - sterile
Events
masks).
Tuition for higher education
Other Items - These costs include the rental of spacelocations
for planning and conducting training, badges, etc.
A complete list of FEMA approved courses may be found at www.oio.usdoi.00v /odd /docs/Elioible
Federal
Courses.odf
Design, Develop, Conduct and Evaluate and Exercise -The
scenarios used in HSGP- funded exercises must be based on the
State's /Urban Area's Homeland Security Strategy and plans. 7- Full Scale
Acceptable scenarios include: chemical, biological, radiological, Terrorist
$17,000
$17,000
nuclear, explosive, cyber, agricultural and natural or
Exercise
technological disasters. Exercise scenarios must be catastrophic
in scope and size, as defined by the
National Response Framework.
Exercise Planning Workshop - Grant funds may be used to
plan and conduct an Exercise Planning Workshop to include
costs related to planning, meeting space and other meeting
costs, facilitation costs, materials and supplies, travel and
exercise plan development.
Full or Part-Time Staff or Contractors /Consultants - Full or
part-time staff may be hired to support exercise- related activities.
Payment of salaries and fringe benefits must be in accordance
with the policies of the state or local units) of government and
1- Contracted
have the approval of the state or the awarding agency, whichever
Pandemic
$14,000
$14,000
is applicable. The services of contractors /consultants may also
Flu
be procured to support the design, development, conduct and
Exercise
evaluation of CBRNE exercises. The applicant's formal written
procurement policy or the Federal Acquisition Regulations (FAR)
must be followed.
Overtime and backfill costs — Overtime and backfll costs
associated with the design, development and conduct of CBRNE
exercises are allowable expenses.
2- Backfrll for
Grantees may also use FEMA grant funds to cover overtime and
Exercises
$3,500
$7,000
backfll expenses for part-time and volunteer emergency
response personnel participating in FEMA exercises.
Implementation of HSEEP (Homeland Security Exercise and
Evaluation Program
Sg�_nda Item No. 16F4
January 13, 20(,9
Page 21 of 40
Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.)
are allowable as expenses by employees who are on travel
status for official business related to the planning and conduct of
the exercise project(s). These costs must be in accordance with
state law as highlighted in the OJP Financial Guide. States must
also follow state regulations regarding travel. If a state or terr itory
does not have a travel policy they must follow federal guidelines
and rates, as explained in the OJP Financial Guide. For further
information on federal law pertaining to travel costs please refer
to http://www.ojp.usdoj. gov /FinGuide.
Supplies - Supplies are items that are expended or consumed
during the course of the planning and conduct of the exercise
ICS Training
$3,000
$3,000
projects) (e.g., copying paper, gloves, tape, non - sterile masks,
Supplies
and disposable protective equipment).
Other Items - These costs include the rental of space4ocations
for exercise planning and conduct, exercise signs, badges, etc.
The scenarios used in SHSGP funded exercises must be terrorism - related and based on the Stale Homeland Security
Strategy and plans. Acceptable scenarios for exercises include: chemical, biological, radiological, nuclear, explosive, cyber
and agricultural. A state or localjurisdiction that conducts an exercise using SHSGP funds must follow the HSEEP doctrine
and protocols located at http: /Avww. rip. usdoi. gov /ono /exercises, htm#hseep.
Hiring of full -time or part -time staff or
contractors /consultants:
1 To assist with the management of the FY 2008 SHSGP
1 To assist with application requirements and the
implementation of the FY 2008 SHSGP
A. To assist with the compliancy with reporting and data
collection as it may relate to the FY 2008 SHSGP
1 Meeting compliance with reporting /data collection
requirements, including data calls.
Development of operating plans for information collection
and processing necessary to respond to DHS /ODF tlata
calls.
Overtime and backfill costs — Overtime expenses are defined I
as the result of personnel who worked over and above their
normal scheduled daily or weekly worked time in the
performance of FEMA — approved activities. Backfill Costs also
called "Overtime as Backfill" are defined as expenses from the
result of personnel who are working overtime in order to perform
the duties of other personnel who are temporarily assigned to
FEMA — approved activities outside their core responsibilities.
Neither overtime nor backfill expenses are the result of an
increase of Full — Time Equivalent (FTEs) employees. These
costs are allowed only to the extent the payment for such
services is in accordance with the policies of the state or unit(s)
of local government and has the approval of the state or the
awarding agency, whichever is applicable. In no case is dual
compensation allowable. That is an employee of a unit of
government may not receive compensation from their unit or
agency of government AND from an award for a single period of
time (e.g., 1:00 pm to 5'00 pm), even though such work may
benefit both activities. Fringe benefits on overtime hours are
limited to Federal Insurance Contributions Act (FICA), Workers'
Compensation and Unemployment Compensation.
Travel expenses _1
1- Travel
$1,000
$1,000
fleeting- related expenses (For a complet <_ Iisl of allcwaGlc
meeting - related expenses, please review the OJP Financial
Guide at http : / /www.ojp- usdojgov (FinGuide).
Agenda (tern No. ISF4
January 13 2009
Page 22 of 40
Acquisition of authorized office equipment, including
Planning
Total Planned for Life of Grant
(indicate yes or no)
Assessments:
personal computers, laptop computers, printers, LCD projectors,
Authorized Equipment
$2,000
E2,000
and other equipment or software which may be required to
Yes
Capability Gap Analysis /Shortfalls Against Planning Scenarios /Capacity
Thresholds
support the implementation of the homeland security strategy.
Plans and Procedures Developed Enhanced:
The following are allowable only within the contract period:
Risk Mitigation Plan
1 Recurring fees /charges associated with certain equipment,
Interoperable Communications Plans
such as cell phones, faxes, etc.
Develop /Enhance Emergency Operations Plans: Integration of
CitizenNolunteer Resources
+l Leasing and /or renting of space for newly hired personnel
All-Hazards Mitigation Plan
! t
to administer programs within FY 2008 SHSGP.
EMAP Accreditation
TOTAL
1 $103,500
Project Metrics
Planning
Total Planned for Life of Grant
(indicate yes or no)
Assessments:
Terrorism Risk Assessments
Identification of Critical Infrastructure and Key Assets
All- Hazards Analysis and Risk Assessments
Yes
Capability Gap Analysis /Shortfalls Against Planning Scenarios /Capacity
Thresholds
Point Vulnerability Assessments
Plans and Procedures Developed Enhanced:
Terrorism Prevention /Deterrence Plan
Site and Buffer Zone Security Plan
Risk Mitigation Plan
COOP /COG an
Interoperable Communications Plans
Develop /Enhance Emergency Operations Plans
Develop /Enhance Emergency Operations Plans: Integration of
CitizenNolunteer Resources
Develop /Enhance Emergency Operations Plans: Other EOP Elements and
Annexes
All-Hazards Mitigation Plan
! t
Crisis Communications Plan
EMAP Accreditation
Mass Casualty and Mass Fatality Plans
Critical Site /Jurisdiction Evacuation Plans, Including Sheltering Efforts
Logistics and Resource Management Plan
Catastrophic Incident Response Training
Integration of ALL - Hazards Strategic Elements to the State Homeland Security
Strategy
Develop /Enhance Emergency Operations Plans: Integration of NIMS
Concepts/Principals
Develop /Enhance Emergency Operations Plans: Terrorism Incident Annexes
Comprehensive Emergency Management Plan
Yes
Citizen Corps Plans and Outreach
Recovery Plans i
Training
Total Planned for Life of Grant
indicate actual numbers
Number of Personnel to be Trained to Awareness Level
Number of Personnel to be trained to Management & Planning Level
Number if Citizens Who Received Some Other Type of Training (e.g., advanced
search and rescue, first aid, community relations, ICS)
Number of Personnel to be Trained in AII- Hazards Emergency Management
200
Agenda stern No, 16F4
January 13, 2009
Page 23 of 40
Number of Personnel to be Trained in NIMS /ICS
100
Number of Personnel to be Trained to Performance (Defensive) Level
Number of Personnel to be trained to Performance (Offensive) Level
Number of CERT Team Members Trained
Number of Training Courses to be Institutionalized in Existing Training Systems
3
Exercises
Total Planned for Life of Grant .
indicate actual numbers
Number of Seminars Conducted
Number of Full -Scale Exercises Conducted
1
Number of Exercises Conducted (al types) that test NIMS Concepts/Principles
Number of Exercises Conducted (all types) that Address Hazards Other Than
Terrorism
Number of Workshops Conducted
Number of Tabletop Exercises Conducted
1
Number of Games Conducted
Number of Functional Exercises Involving Two or More MMRS Capability Areas
Number of Drills Conducted
Number of Functional Exercises Conducted
Number of Exercises Conducted (all types) that include Citizen Participation
Management & Administration
Total Planned for Life of Grant
indicate actual numbers
Number of Contractors/Consultants Hired (Work - Years)
y
Number of Full -Time or Part-Time Staff Hired (Work- Years)
Agenda Item No. 16174
January 13, 2009
Page 24 of 40
Scope of Work
Funding is provided to perform eligible activities as identified in the Domestic Homeland Security — Federal Emergency
Management Agency National Preparedness Directorate Fiscal Year 2008 State Homeland Security Grant Program
(SHSGP), consistent with the Department of Homeland Security State Strategy. Eligible activities are outlined in the
Scope of Work for each category below:
Categories and Eligible Activities
20. Planning, Training and Exercises for Local and Regional Efforts
FY 2008 SHSGP, Issue 20, allowable costs are divided into the following categories: planning, training and
exercises. In addition, management and administration costs are also allowable. Management and
administration costs may not exceed 3% of the Recipient's total award.
A- Planning
Public Outreach 8 education
Developing scenario plans that incorporate the range of prevention, protection, response, and recovery
activities for a scenario
Developing and implementing homeland security support programs and adopting DHS national initiatives
including but not limited to the following:
1 Implementing the National Preparedness Guidelines
4. Costs associated with the adoption, implementation and adherence to NIMS compliance
requirements; including implementing the NIMS National Credentialing Framework.
�I, Modifying existing incident management and EOPs to ensure proper alignment with the NRF
coordinating structures, processes, and protocols
1 Establishing or enhancing mutual aid agreements
1 Developing communications and interoperability protocols and solutions
1 Conducting local, regional, and Tribal program implementation meetings
1 Developing or updating resource inventory assets in accordance to typed resource definitions issued
by the NIMS Integration Center (NIC)
1 Designing State and local geospalial data systems
>4, Conducting public education and outreach campaigns, including promoting individual, family and
business emergency preparedness; alerts and warnings education; and evacuation plans as well as
[ED or bombing prevention awareness
1 Preparing materials for the State Preparedness Report (SPR)
Developing related terrorism prevention activities including:
J. Developing law enforcement prevention activities, to include establishing and /or enhancing a fusion
center
+L. Hiring an IT specialist to plan, develop, and implement the IT applications necessary for a fusion
center
A. Developing and planning for informationfintelligence sharing groups
l Hiring contractors and consultants to make recommendations on the development of a fusion center
3 Integrating and coordinating private sector participation with fusion center activities
l Acquiring systems allowing connectivity to State, local, and Federal data networks, such as the
National Crime Information Center (NCIC) and Integrated Automated Fingerprint Identification System
(IAFIS), as appropriate
l Planning to enhance security during heightened alerts, during terrorist incidents, and /or during
mitigation and recovery
a. Multi- discipline preparation across first responder community, including EMS for response to
catastrophic events and acts of tenonsm
J. Public information /education: printed and electronic materials, public service announcements,
seminars /town hall meetings, web postings coordinated through local Citizen Corps Councils
1 Citizen Corps volunteer programs and other activities to strengthen citizen participation
J. Conducting public education campaigns, including promoting individual, family and business
emergency preparedness; promoting the Ready campaign; and /or creating State, regional or local
emergency preparedness efforts that build upon the Ready campaign
d Evaluating CIP security equipment and /or personnel requirements to protect and secure sites
t CIP cost assessments, including resources (e.g., financial, personnel) required for security
enhancements /deployments
4 Multi- Jurisdiction Bombing Prevention Plans (MJBPP)
1 underwater Terrorist Protection Plans
Developing and enhancing plans and protocols, including but not limited to:
J, Developing or enhancing EOPs and operating procedures
AgenCa item No. 16F4
January 13, 2009
Page 25 of 40
Developing terrorism preventlonddeterrence plans
Developing plans, procedures, and requirements for the management of infrastructure and resources
related to HSGP and implementation of State or Urban Area Homeland Security Strategies
Developing or enhancing border security plans
Developing or enhancing cyber security plans
Developing or enhancing cyber risk mitigation plans
Developing or enhancing agriculture /food security risk mitigation, response, and recovery plans
Developing public/private sector partnership emergency response, assessment, and resource sharing
plans
Developing or enhancing plans to engage and interface with, and to increase the capacity of, private
sector /non - governmental entities working to meet the human service response and recovery needs of
victims
Developing or updating local or regional communications plans
Developing plans to support and assist special needs jurisdictions, such as port authorities and rail
and mass transit agencies
Developing or enhancing contir ity of operations and continuity of government plans
Developing or enhancing existing catastrophic incident response and recovery plans to include and
integrate Federal assets provided under the NRF
Developing or enhancing evacuation plans
Developing or enhancing citizen surge capacity
Developing or enhancing plans for donations and volunteer management and the
engagement/integration of pnvate sector /non- governmental entities in preparedness, response, and
recovery activities
Developing or enhancing Bombing Prevention Plans
Developing school preparedness plans
Ensuring jurisdiction EOPS adequately address warnings, emergency public information, evacuation,
mass care, resource management from non - governmental sources, unaffiliated volunteer and
donations management, and volunteer resource integration to support each Emergency Support
Function, to include appropriate considerations for special needs populations
Developing and implementing civil rights, civil liberties and privacy policies, procedures, and protocols
Designing and developing State and local geospatial data systems
Developing or conducting assessments, including but not limited to:
1 Conducting point vulnerability assessments at critical infrastructure siteslkey assets and develop
remediation /security, plans
i Developing border security operators plans in coordination with CBP
L Developing, implementing, and reviewing Area Maritime Security Plans for ports, waterways, and
coastal areas
4. Updating and refining threat matrices
-1 Conducting cyber risk and vulnerability assessments
1 Conducting assessments and exercising existing catastrophic incident response and recovery plans
and capabilities to identify critical gaps that cannot be met by existing local and State resources
1 Conducting Bombing Prevention Capability Analysis
J. Activities that directly support the identification of specific catastrophic incident priority response and
recovery projected needs across disciplines (e g. law enforcement, fire, EMS, public health,
behavioral health, public works, agriculture, information technology, and citizen preparedness)
1 Activities that directly support the identification of pre- designated temporary housing sites
i Conducting community assessments, surveys, and research of vulnerabilities and resource needs,
and determine citizen education and participation to meet the needs
1 Conducting Citizen Corps program assessments and evaluations, citizen preparedness surveys,
volunteer impact studies, and cost/benefit analysis
« Soft target security planning (public gatherings)
Establish, enhance, or evaluate Citizen Corps -related volunteer programs
Hiring of full or part-time staff or contractors /consultants to assist with planning activities
. Grantees cannot use funding to hire public safety personnel fulfilling traditional public safety duties.
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel /per diem related to planning activities
Overtime and backfill
i Payment of overtime expenses will be for work performed by award (SAA) or sub -award
employees in excess of the established work week (usually 40 hours) related to the planning
^agenda Item No. 16F4
January 13, 2009
Page 26 of 40
- -- activities for the development and implementation of the programs under HSGP. (IAW operational
Cost Guidance)
B. Training
Funds may be used to enhance the capabilities of State and local emergency preparedness and
response personnel through development of a State homeland security training program. Allowable
training - related costs include: Funds used to develop, deliver, and evaluate training, including costs
related to administering the training, planning, scheduling, facilities, materials and supplies,
reproduction of materials, and equipment.
Overtime and Backfill costs, as defined in this guidance, associated with attending or teaching
FEMA- sponsored and /or approved training courses and programs are allowed. These costs are
allowed only to the extent the payment for such services is in accordance with the policies of the
State or unit(s) of local government and has the approval of the State or the awarding agency,
whichever is applicable. In no case is dual compensation allowable. That is, an employee of a unit
of government may not receive compensation from both their unit or agency of government AND
from an award for a single period of time (e -g., 1:00 pm to 5:00 pm), even though such work may
benefit both activities. Further, overtime costs associated with employees who participate in
training in a teaching role for which they are compensated are not allowed. Fringe benefits on
overtime hours are limited to Federal Insurance Contributions Act (FICA), Workers' Compensation
and Unemployment Compensation.
1 Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by employees who
are on travel status for official business related to approved training.
1 Hiring of Full or Part-Time Staff or Contractors /Consultants to support training- related
activities. Payment of salaries and fringe benefits must be in accordance with the policies of the
State or unit(s) of local government and have the approval of the State or awarding agency,
whichever is applicable. Such costs must be included within the funding allowed for program
management personnel expenses, which must not exceed 15 percent of the total allocation as
specified in section E.6. In no case is dual compensation allowable.
1 Certification /Recertification of Instructors is an allowable cost. States are encouraged to follow
the FEMA Instructor Quality Assurance Program to ensure a minimum level of competency and
corresponding levels of evaluation of student learning. This is particularly important for those
-- courses that involve training of trainers.
C. Exercises
Funds may be used to design, develop, conduct, and evaluate exercises that:
• Evaluate prevention and response plans, policy, procedures, and protocols, including NIMS and
NRP.
• Assess the readiness of jurisdictions to prevent and respond to terrorist attacks.
• Encourage coordination with surrounding jurisdictions in prevention, protection, response, and
recovery activities.
• Implementation of HSEEP, including developing and maintaining a self- sustaining State
Homeland Security Exercise and Evaluation Program that is modeled on the national HSEEP.
Grantees are expected to develop a self sustaining exercise program. A self- sustaining exercise
program is one that is successfully able to implement, maintain, and oversee the Multi -year Training
and Exercise Plan, including the development and delivery of HSGP- funded exercises. The program
must utilize a multi - disciplinary approach to the development and delivery of exercises, and build
upon existing plans, training, and equipment. Non - governmental participation in all levels of
exercises is strongly encouraged. Leaders from nongovernmental entities should be included in the
planning, conduct, and evaluation of an exercise. State and local jurisdictions are encouraged to
develop exercises that test the integration and use of non - governmental resources provided by non-
governmental entities, defined as the private sector and private non - profit, faith- based, community,
volunteer and other non - governmental organizations. Non - governmental participation in exercises
should be coordinated with the local Citizen Corps Council(s).
Exercises conducted with FEMA support must be managed and executed in accordance with the
Homeland Security Exercise and Evaluation Program (HSEEP). HSEEP Volumes 1 -III contains
guidance for exercise design, development, conduct, evaluation and improvement planning. HSEEP
volume Iv provides sample exercise materials and HSEEP Volume V: Prevention Exercises contains
guidance and recommendations for designing, developing, conducting, and evaluating prevention
focused exercises. All volumes can be found at hffp : / /hsee o. ohs. cov. An exercises using HSGP
funding must be NIMS compliant. More information is available online at the NIMS Integration Center,
h1p 1,1m tiy.ferns cov /emeroencvGpimyndex. shim.
Agenda Item No. 10F4
January 13, 2009
Page 27 of 40
Exercise Scenarios. The scenarios used in SHSGP- funded exercises include catastrophic events,
provided that they also build capabilities that relate to terrorism and based on the State of Urban Area
Homeland Security Strategy and plans. Acceptable scenarios for exercises include: chemical,
biological, radiological, nuclear, explosive, cyber, agricultural and natural or technological disasters.
Exercise scenarios must be catastrophic in scope and size, as defined by the National Response
Framework. Grantees that need further clarification on scenarios should consult with their State
Exercise Manager for assistance and /or approval. Fifteen all- hazards National Planning Scenarios,
including 12 terrorism scenarios, have been developed, and will be made available for use in national,
federal, state, and local homeland security preparedness activities (See HSPD -8: National
Preparedness on page 49). Citizen participation in exercises is encouraged to include backfilling non-
professional tasks for first responders deployed on exercise, administrative and logistical assistance
With exercise implementation, and providing simulated victims, press, and members of the public.
Citizen participation in exercises should be coordinated with local Citizen Corps Councils). If a state
or urban area will be hosting an upcoming special event (e.g., Super bowl, G -8 Summit, etc.), or they
anticipate that they will apply to be a venue for a future Top Officials (TOPOFF) exercise, they should
plan to use SHSP or HASI funding to fund training and exercise activities in preparation for that event.
All tabletop exercises (TTXs), drills, functional exercises (FES), and full -scale exercises (FSEs) will be
evaluated and performance based. An After Action Report (AAR) and Improvement Plan will be
prepared and submitted to the State following every TTX, drill, FE, and FSE. AAR/IPs must be
provided to the State within 30 days following completion of each exercise (see HSEEP Volume Il,
Appendix A).
D. Management and Administration - no more than 3% of each sub - recipient's total award may be
expended on Management and Administration costs.
Hiring of full-time or part-time staff or contractors /consultants:
To assist with the management of the FY 2008 SHSGP
• To assist with application requirements and the implementation of the FY 2008 SHSGP
• To assist with the compliancy with reporting and data collection as it may relate to the FY 2008
SHSGP
Hiring of full -time or part-time staff or contractors /consultants and expenses related to:
• Meeting compliance reporting /data collection requirements, including data rolls
Development of operating plans for information collection and processing necessary to
respond to DHS /ODP data calls
Overtime and backfill costs - Overtime expenses are defined as the result of personnel who worked
over and above their normal scheduled daily or weekly worked time in the performance of FEMA -
approved activities. Backfill Costs also called "Overtime as Backfill" are defined as expenses from the
result of personnel who are working overtime in order to perform the duties of other personnel who
are temporarily assigned to FEMA - approved activities outside their core responsibilities. Neither
overtime nor backfill expenses are the result of an increase of Full - Time Equivalent (FTEs)
employees. These costs are allowed only to the extent the payment for such services is in
accordance with the policies of the state or units) of Iocai government and has the approval of the
state or the awarding agency, whichever is applicable. In no rase is dual compensation allowable.
That is, an employee of a unit of government may not receive compensation from their unit or agency
of government AND from an award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though
such work may benefit both activities. Fringe benefits on overtime hours are limited to Federal
Insurance Contributions Act (FICA), Workers Compensation and Unemployment Compensation.
Travel expenses
Meeting - related expenses (For a complete list of allowable meeting - related expenses, please
review the OJP Financial Guide at htto : / /www.oip.usdoi.eov /FinGuide).
Acquisition of authorized office equipment, including:
The following are allowable only within the period of performance of the contract:
• Recurring fees /charges associated with certain equipment, such as cell phones, faxes, etc.
• Leasing and /or renting of space for newly hired personnel to administer programs within the
FY 2008 SHSGP
E. Unauthorized Expenditures
• Activities unrelated to the completion and implementation of the SHSGP
• Other items not in accordance with the Authorized Equipment List or previously listed as allowable
costs
Agenda Item No. 16F4
January 13, 2009
Page 22 of 40
-- Funding may not be used to supplant ongoing, routine public safety activities of state and local
emergency responders, and may not be used to hire staff for operational activities or backfill
F. Overtime and Backfill Guidance
Overtime: Expenses incurred by those personnel who, as a result of FEMA- approved activities, are
performing over and above their normal, scheduled work hours or work week.
Backfill (also called Overtime as Backfill): Expenses incurred by those personnel who are working
over and above their normal, scheduled work hours, or work week, in order to perform the duties of
other personnel who are temporarily assigned to FEMA- approved activities outside their core
responsibilities. The OJP OC does not distinguish between Overtime and Overtime as Backfill – they
are both viewed as overtime regardless of whether the individual has performed more hours in their
normally assigned place of duty or if the overtime accrued as a result of being re- assigned to a
different place of duty. Overtime and backfill do not result in an increase of full -time employees
(FTEs).
National Preparedness Initiatives
Urban Areas are strongly encouraged to pay close attention to the language in these sections in order to stay
abreast of initiatives being highlighted by DHS and to comply with associated program requirements.
A. National Incident Management System (NIMS)
Prior to Fiscal Year (FY) 2007, IMSI required jurisdictions to self- certify their NIMS compliance.
Beginning in FY 2007, NIMS compliance was determined by State, territory, Tribal Nation and local
government responses to performance -based "metrics ". IMSI developed these compliance metrics
from previously - required implementation objectives specified in the FY 2006 NIMS Implementation
Matrix for States and Territories and the FY 2006 NIMS Implementation Matrix for Tribal
Governments and Local Jurisdictions. Additionally, the NIMS Compliance Assistance Support Tool
(NIMSCAST) has been expanded to incorporate these metrics as well as provide stakeholders with a
way to collect and report data relating to NIMS Implementation and compliance. IMSI will analyze this
data to help shape the future of its NIMS compliance program.
1. FY 2008 NIMS Compliance Requirements
... In FY 2008, there are 38 NIMS compliance objectives. Twenty-four (24) of these objectives are pre-
existing objectives with which local governments must continue to comply. Only one additional
compliance objective under Resource Management, #21, is new to States and territories, Tribal
Nations, and local governments in this fiscal year. One objective under Preparedness: Training was
previously issued in FY 2007 and is a compliance objective requiring Tribal Nation compliance by the
end of FY 2009. IMSI identifies an additional 11 FY 2009 objectives for which States and Territories,
Tribal Nation, and Local government can plan. Projected FY 2009 compliance objective include:
• Complete ICS -400 Advanced ICS training or equivalent by appropriate personnel (as
identified in the Five -Year NIMS Training Plan, February 2008).
• Complete Emergency Management Framework Course — Awareness Training (as
identified in the Five -Year NIMS Training Plan, February 2008)
• Include preparedness organizations and elected and appointed officials in the
development of emergency operations plans (EOPs).
Plan for special needs populations in the development of EOPs (to include, but not limited
to, individuals with limited English language proficiency; individuals with disabilities;
children; the aged, etc.).
• Include NGOs and the private sector in an all- hazards exercise program, when
appropriate.
• Promote the integration of Incident Command, Muitiagency Coordination System, and
Public Information into appropriate exercises and evaluate against associated target
capabilities (refer to HSEEP Volume III and the Exercise Evaluation Guides)
• Institute procedures and protocols for operational and information security during an
incident/planned event.
• Institute rnuitiu'iscipiinary ardor rnulti- jurisdictional procedures and protocols for
standardization of data collection and analysis to utilize or share information during an
incident/planned event.
Develop procedures and protocols for communications (to include voice, data, access to
geospatial information, Internet/Web use, and data encryption), where applicable, to utilize
or share information during an incidentlplanned event.
Agenda Item No. 16F4
January 13, 2009
Page 29 of 40
• Institute policies, plans, procedures and protocols to prevent spontaneous deployment of
resources/personnel and/or responding to a request that bypassed official resource
coordination processes (i.e., resources requested through improper channels).
• Institute mechanisms to deploy, track, recover, demobilize, and to provide reimbursement
for resources utilized during response and recovery.
• Utilize access control measures during an incident, as appropriate.
Local units of government should support NIMS implementation by:
Having relevant personnel complete the NIMS Awareness Course:
These independent study courses are available on -line and will take between forty -five
minutes to three hours to complete. The course is available on the Emergency
Management Institute web page at: htp.fltraining.femagov
• Formally recognizing NIMS and adopting NIMS principles and policies. The NIC
will provide sample language and templates to assist in formally adopting NIMS
through legislative and /or executive /administrative means.
Establish a NIMS baseline by determining which NIMS requirements are already
satisfied. Prior to Fiscal Year (FY) 2007, IMSI required jurisdictions to self - certify their
NIMS compliance. Beginning in FY 2007, NIMS compliance was determined by State,
territory, Tribal Nation and local government responses to performance -based
"metrics". IMSI developed these compliance metrics from previously- required
implementation objectives specified in the FY 2006 NIMS Implementation Matrix for
States and Territories and the FY 2006 NIMS Implementation Matrix for Tribal
Governments and Local Jurisdictions. Additionally, the NIMS Compliance Assistance
Support Tool (NIMSCAST) has been expanded to incorporate these metrics as well as
provide stakeholders with a way to collect and report data relating to NIMS
implementation and compliance. IMSI will analyze this data to help shape the future of
its NIMS compliance program.
3. FY 2007 Requirements
In order for the State to receive FY 2008 preparedness funding, the compliance requirements
described above must be met. Additional information about NIMS compliance and resources for
achieving compliance will be forthcoming from the NIC. The NIC web page,
http. /,1wivw.fema.00v /nims, will be updated regularly with NIMS information and implementation
guidance.
B. National Preparedness System (NPSI
The NPS provides a tool to assist jurisdictions, agencies, and organizations at all levels to plan for, assess, and
track capabilities in a shared environment It Integrates various efforts to provide the comprehensive picture of
preparedness and progress toward achieving the Goal. Recipients are responsible for /and required to report
data into this developing system.
Reporting Requirements
A. Benchmarks
L
All funds s
both part!e
+
No less thu
of the coot
1
100% of th
May 31, 20
1
Anv unobh.
B. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within 30 calendar days after the end of the reporting periods (March
31, June 30, September 30 and December 31) for the life of this contract. If a report(s) is delinquent, future
financial reimbursements will be withheld until the Recipient's reporting is current.
Agenda Item No. 16F4
January 13, 2009
Page 30 of 40
Programmatic Reporting Schedule
Reporting Period
Report due to DEM no later than
January 1 through March 31
April 30
April 1 through June 30
July 31
July 1 through September 30
October 31
October 1 through December 31
January 31
Biannual Strategic Implementation Report:
After the end of each reporting period, for the life of the contract, the recipient will complete their Biannual
Strategic Implementation Report in the Grants Reporting Tool (GRT) httos : / /www.reoortinq.odp.dhs.gov. The
reporting periods are January 1 -June 30 and July 1- December 31. Data entry is scheduled for December 1 and
June 1 respectively.
C. Reimbursement Requests:
A request for reimbursement may be sent to your contract manager for review and approval at anytime during
the contract period. The Recipient should include the category's corresponding line item number in the "Detail
of Claims" form. This number can be found in the "Proposed Program Budget". A line item number is to be
included for every dollar amount listed in the "Detail of Claims" form.
D. Closeout Programmatic Reporting:
The Closeout Report is due to the Florida Division of Emergency Management no later than 60 calendar days
after the contract is either completed or the contract has expired.
E. Monitoring:
Florida Division of Emergency Management
US Department of Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced the state and local capability and capacity to prevent, prepare and respond to terrorist threats since
1999 through various funding sources including federal grant funds. As the steward of the State Homeland Security Grant
Program funds, projects and equipment the Florida Division of Emergency Management (FDEM) has a responsibility to
track and monitor the status of the grant activity and items purchased.
The monitoring process detailed in this document is designed to assess a recipient agency's compliance with applicable
state and federal guidelines. The FDEM is responsible for monitoring the financial, programmatic and capability portion of
the grant to include equipment procurement and compliance with applicable SHSGP grant guidance and statutory
regulations.
Monitoring is accomplished utilizing various methods including desk monitoring and on -site visits. There are two primary
areas reviewed during monitoring activities - financial and programmatictcapability. Financial monitoring is the review of
records associated with the purchase and disposition of property, projects and contracts. Capability review is the
observation of equipment purchased, protocols and other associated records. Various levels of financial and
programmatic review may be accomplished during this process.
Desk monitoring is defined as the review of projects, financial activity and technical assistance between the program office
and the applicant via e-mail and telephone. Site visits are defined as actual visits to the recipient agency's location by a
team or members of the FDEM or their designee, to actually observe records, procedures and equipment.
Frequency of annual monitoring activity:
Each year the FDEM will identify up to 50% of sub - grantees for site visit monitoring. it is important to note that although a
given grant has been closed successfully, it is still subject to either desk or on -site monitoring.
Examples of areas that may be examined include:
Management and administrative procedures
Grant folder maintenance
Equipment accountability and sub -hand receipt procedures
Program for obsolescence
Status of equipment purchases
28
Agenda Item No. 1GF4
January 13, 2009
Paae 31 of 40
Status of training for purchased equipment
Status and number of response trainings conducted to include number trained
Status and number of exercises
Status of planning activity
Anticipated projected completion
Specific difficulties completing the project
Agency NIMS /ICS compliance documentation
In certain circumstances, the FDEM may request additional monitoringrinformation if the activity, or lack there of, on the
part of the specific recipient has generated questions from the region, the sponsoring state agency or the FDEM
leadership. The method of gathering this information will be determined on a case -by -case basis.
Desk monitoring is an on -going process. Agency recipients will be required to participate in desk top monitoring on an
annual basis and as determined by the FDEM. The agency recipients will complete and submit the desk top monitoring
within 14 business calendar days of receipt. This contact will provide an opportunity to identity the need for technical
assistance (TA) and /or a site visit if the FDEM determines that a recipient is having difficulty completing their project
As difficulties /deficiencies are identified, the respective region or sponsoring agency will be notified by the program office
via email. Information will include the grant recipient agency name, year and project description and the nature of the
issue in question. Many of the issues that arise may be resolved at the regional or sponsoring agency level. Issues that
require further TA will be referred to the FDEM for assistance. Examples of TA include but are not limited to
k Equipment selection or available vendors
1 Eligibility of items or services
i Coordination and partnership with other agencies within or outside the region or discipline
Site Visits
Site visits will be conducted by the FDEM or their designated personnel. Site visits will be scheduled in advanced with the
recipient agency POC designated in the grant agreement Monitoring questionnaires will be provided in advance of the
visit.
The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be coordinated
with the capability review visits. Subject matter experts from other agencies within the region or state may be called upon
to assist in the form of a peer review as needed.
All findings related to the capability review will be documented and maintained within the FDEM.
Site Visit Protocol
The following outlines the monitoring protocol for the FDEM:
The site visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal
year (FFY). Site visits may be combined when geographically convenient. There is a site visit checklist to assist in the
completion of all required tasks.
Site Visit Preparation
A ietter will be sent to recipient agency Point of Contact (POC) stating the purpose of the site visit and sent at least 30
calendar days before the planned arrival date. FDEM personnel will call within the next 10 calendar days to schedule an
appointment to review the grantee's program.
The physical location of any equipment located at an alternate site should be confirmed with a representative from that
location and the address should be documented in the grantee folder before the site visit.
The appointment should be confirmed with the grantee in writing (email Is acceptable) and documented in the grantee
folder.
Any personnel from the FDEM attending the site visit will review the grantee's corresponding folder(s) before the visit.
Prior to the visit, individual roles WII be identified for the site visit Copies of applicable documents will be made and
distributed to the site visit team at a minimum of five (5) calendar days before the visit. A reminder e-mail should be sent
to all team members and the recipient POC one business day in advance of the site visit.
Site Visit
Once FDEM personnel have arrived at the site, at orientation conference will be conducted. During this time, the purpose
of the site visit and the gems FDEM intends to examine will be dentfied. If financial monitoring visit will be conducted,
they will then explain their objectives and will proceed to perform the financial review.
FDEM personnel will review all files and supporting documentation. Once the supporting documentation has been
reviewed, a tour /visuaVSpot inspection of equipment will be conducted.
29
Agenda Item No. 16F4
January 13, 2009
Page 32 of 40
Each item should be visually inspected whenever possible. Bigger items (computers, response vehicles, etc.) should
have an asset decal (information /serial number) placed in a prominent location on each piece of equipment as per
recipient agency requirements. The serial number should correspond with the appropriate receipt to confirm purchase.
Photographs should be taken of the equipment (large capitol expenditures in excess of $1,000. per item).
If an item is not available (being used during time of the site visit), the appropriate documentation must be provided to
account for that particular piece of equipment. Once the tour /visual /spot inspection of equipment has been completed, the
FDEM personnel will then conduct an exit conference with the grantee to review the findings.
Other programmatic issues can be discussed at this time, such as missing quarterly reports, payment
voucher /reimbursement, equipment, questions, etc.
Post Site Visit
FDEM personnel will review the site visit worksheet as a team and receive notes from the Financial Review Team, if
applicable.
Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the grantee explaining any
issues and corrective actions required or recommendations. Should no issues or findings be identified, a monitoring report
to that effect will also be generated and sent to the grantee. The grantee will submit a Corrective Acton Plan within a
timeframe as determined by the FDEM. The Site Visit Worksheet, report and photographs will then be included in the
grantee's file along with any documents distributed at the site visit by the grantee.
K. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Carolyn Washington
Nicole Stanley
FDEM
FDEM
2555 Shumard Oak Blvd.
2555 Shumard Oak Blvd.
Tallahassee, FL 32399 -2100
Tallahassee, FL 32399 -2100
(850) 410 -1271
(850) 410 -3457
Carol n.washin ton em.m floridacom
Nicole.StanIey@em.myf1orida.comr
L. Contractual Responsibilities
• The FDEM shall determine eligibility of projects and approve changes in scope of work.
• The FDEM shall administer the financial processes.
30
Agenda Item No. 16F4
January 13, 2009
Page 33 of 40
Attachment B
Program Statutes and Regulations
1) 53 Federal Register 8034
2) Section 1352, Title 31, US Code
3) Chapter 473, Florida Statutes
4) Chapter 215, Florida Statutes
5) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements
28 CFR, Part 66, Common rule,
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93 -234, 87 Stat. 975
8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470),
Executive Order 11593
9) Archeological and Historical Preservation Act of 1966 (16 USC 569a -1 et seq.)
10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968,
11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
12) 28 CFR applicable to grants and cooperative agreements
13) Omnibus Crime Control and Safe Streets Act of 1968, as amended,
14) 42 USC 3789(d), or Victims of Crime Act (as appropriate);
15) Title VI of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended;
17) Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990);
18) Title IX of the Education Amendments of 1972;
19) Age Discrimination Act of 1975, Department of Justice Non - Discrimination Regulations,
20) 28 CFR Part 42, Subparts C,D,E, and G
21) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
31
Attachment C
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
Agenda Item No, 16F4
January 13, 2009
Page 34 of 40
Indicate by checking one of the boxes below, if you are requesting an advance. If an 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 not exceed the expected cash needs of the Recipient within the initial three months of
the Agreement.
[x] NO ADVANCE REQUESTED
No advance payment is requested.
Payment will be solely on a
reimbursement basis. No additional
information is required.
ADVANCE REQUEST WORKSHEET
I I 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 worksheet
First three months expenditures need only be provided for the years in which you requested an advance. If
you do not have this information, call your consultant and he or she will assist you.
MAXIMUM ADVANCE ALLOWED CALULATION:
X $ _
D3 DEM Award MAXIMUM
(Do not include any match) ADVANCE
REQUEST FOR WAIVER OF CALCULATED MAXIMUM
[ ] Recipient has no previous DCA/DEM contract history. Complete Estimated Expenses chart and
Explanation of Circumstances below.
[ ] Recipient has exceptional circumstances that require an advance greater than the Maximum
Advance calculated above.
32
(A)
(B)
(C)
(D)
FFY
IFFY
FFY
Total
DESCRIPTION
2005 -2006
2006 -2007
2007 -2008
1
INITIAL CONTRACT ALLOCATION
2
FIRST THREE MONTHS CONTRACT
EXPENDITURES'
3
AVERAGE PERCENT EXPENDED IN FIRST
THREE MONTHS
(Divide line 2 by line 1.
First three months expenditures need only be provided for the years in which you requested an advance. If
you do not have this information, call your consultant and he or she will assist you.
MAXIMUM ADVANCE ALLOWED CALULATION:
X $ _
D3 DEM Award MAXIMUM
(Do not include any match) ADVANCE
REQUEST FOR WAIVER OF CALCULATED MAXIMUM
[ ] Recipient has no previous DCA/DEM contract history. Complete Estimated Expenses chart and
Explanation of Circumstances below.
[ ] Recipient has exceptional circumstances that require an advance greater than the Maximum
Advance calculated above.
32
Agenda Item No. 16F4
.January 13, 2009
Page 35 of 40
Complete Estimated Expenses chart and Explanation of Circumstances below. Attach additional
pages if needed.
ESTIMATED EXPENSES
Explanation of Circumstances:
33
2008 -2009 Anticipated Expenditures for First Three Months of
BUDGET CATEGORY
Contract
ADMINISTRATIVE COSTS
Include Secondary Administration.)
PROGRAM EXPENSES
TOTAL EXPENSES
Explanation of Circumstances:
33
Agenda Item No. 16F4
January 13, 2009
Page 36 of 40
Attachment D
Warranties and Representations
Financial Management
Recipient's financial management system shall provide for the following:
(1) Accurate, current and complete disclosure of the financial results of this project or program
(2) Records that identify the source and use of funds for all activities. These records shall
contain information pertaining to grant awards, authorizations, obligations, unobligated
balances, assets, outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient
shall safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request For Payment. Whenever
appropriate, financial information should be related to performance and unit cost data.
(5) Written procedures to determine whether costs are allowed and reasonable under the
provisions of the applicable 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 conducted 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 objective 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 offer or 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 offer or 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 herein, 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 such standards by officers,
employees, or agents of the Recipient.
34
Agenda Item No. 16F4
January 13. 2009
Page 37 of 40
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.
i5
Agynia!iemNo. IGF4
jonuury1J.2009
Page Jdo[4g
Attachment E
Certliffco
11 1 eligibility
Subcontractor Covered Transactions
(1)
The prospective contractor of the Recipient, I 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 o/agency.
(2) Where the Recipient's contractor io unable to certify {o the above statement, the prospective
contractor shall attach an explanation tn this form.
By:
Signature
Name and Title
Street Address
City, State, Zip
Date
Recipient's Name
Division Contract Number
3 6
Agenda Item No. 16F4
January 13, 2009
Page 39 of 40
Attachment F
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
Slate 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 hours 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 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 arantor 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 sea.) by (a) consultina 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
37
Agenda Item No. 16174
January 13, 2009
Page 40 of 40
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 II of the Americans with Disabilities Act (ADA)
(1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of
Justice Non - Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of
Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
13. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil
Rights, Office of Justice Programs.
14. It will provide an Equal Employment Opportunity Program if required to maintain one, where the
application is for $500,000 or more.
15. It will comply with the provisions of the Coastal Barrier Resources Act (P.L. 97 -348) dated October 19,
1982 (16 USC 3501 et seq.) which prohibits the expenditure of most new Federal funds within the units of
the Coastal Barrier Resources System.
16. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug -
Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at
28 CFR Part 67 Sections 67.615 and 67.620.
38