Backup Documents 09/26/2023 Item #16F 6 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 1 6 F 6
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
3. r.ff iko-_, County Attorney's Office r
Derct. t�evrt1 y) 0 P atI>,� v3
4. BCC Office Board of County
Commissioners Pl, Jj l 9/z&/t
5. Minutes and Records Clerk of Court's Office 9�►9a3/
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PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the
addressees above,may need to contact staff for additional or missing information.
Name of Primary Staff Christine Boni Phone Number 252-3617
Contact/ Department
Agenda Date Item was 9/26/22 g/ 1a3 Agenda Item Number 26489 16.F.6
Approved by the BCC
Type of Document Grant Agreement EMPA A0345 Number of Original 1
Attached Documents Attached
PO number or account *Please return the signed document to
number if document is Christine Boni for uploading to DEMES per
to be recorded the Grant Agreement. *
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature? CB
2. Does the document need to be sent to another agency for additional signatures? If yes, CB
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman,with the exception of most letters,must be reviewed and signed CB
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the CB
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's CB
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip CB
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on 9/26/23 and all changes made during the
meeting have been incorporated in the attached document. The County Attorney's (�
Office has reviewed the changes,if applicable. rJ
9. Initials of attorney verifying that the attached document is the version approved by the
BCC,all changes directed by the BCC have been made,and the document is ready for the V V
Chairman's signature.
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Agreement Number: A0345
STATE-FUNDED GRANT AGREEMENT
EMERGENCY PREPARDNESS AND ASSISTANCE GRANT
THIS AGREEMENT is entered into by the State of Florida Division of Emergency Management, with
headquarters in Tallahassee, Florida (hereinafter referred to as the"Division"), and
Collier County , (hereinafter referred to as the 'Recipient").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to
provide the services identified herein: and
B. The Division has received these grant funds from the State of Florida, and has the authority to
subgrant these funds to the Recipient upon the terms and conditions below; and
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division AND Recipient agree to the following:
(1) SCOPE OF WORK
(a) The Recipient shall perform the work in accordance with the Scope of Work(Attachment
A) and Proposed Budget Detail Worksheet(Attachment A(2)), of this Agreement.
(2) INCORPORATION OF LAWS, RULES, REGULATIONS. AND POLICIES
(a) As required by Section 215.971(1), Florida Statutes, this Agreement includes:
A provision specifying a scope of work that clearly establishes the tasks that the
Recipient is required to perform.
ii. A provision dividing the agreement into quantifiable units of deliverables that
must be received and accepted in writing by the Division before payment. Each deliverable must be
directly related to the scope of work and specify the required minimum level of service to be performed
and the criteria for evaluating the successful completion of each deliverable.
A provision specifying the financial consequences that apply if the Recipient fails
to perform the minimum level of service required by the agreement
iv. A provision specifying that the Recipient may expend funds only for allowable
costs resulting from obligations incurred during the specified agreement period.
v. A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division.
vi. A provision specifying that any funds paid in excess of the amount to which the
Recipient is entitled under the terms and conditions of the agreement must be refunded to the Division.
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(b) In addition to the foregoing, the Recipient and the Division shall be governed by all
applicable State and Federal laws, rules, and regulations, including those identified in the Scope
of Work(Attachment A). Any express reference in this Agreement to a particular statute, rule, or
regulation in no way implies that no other statute, rule, or regulation applies.
(3) PERIOD OF AGREEMENT
(a) This Agreement shall begin July 1, 2023 and shall end on June 30, 2024,
unless terminated earlier in accordance with the provisions of Paragraph (12)TERMINATION.
In accordance with Section 215.971(1)(d), Florida Statutes, the Recipient may expend funds authorized
by this Agreement"only for allowable costs resulting from obligations incurred during"the period of
Agreement.
(4) FUNDING CONSIDERATION
(a) This is a cost-reimbursement Agreement, subject to the availability of funds.
(b) 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 either Chapter 216, Florida Statutes, or the Florida Constitution.
(c) The Division will reimburse the Recipient only for allowable costs incurred by the
Recipient for the completion of each deliverable.The maximum reimbursement amount for each
deliverable is outlined in the Proposed Budget Detail Worksheet(Attachment A(2))The maximum
reimbursement amount for the entirety of this Agreement is$105,806.00.
(d) The Division will review quarterly requests for reimbursement by comparing the
documentation provided by the Recipient against a performance measure, outlined in Scope of Work
(Attachment A), and Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
(Attachment C)which clearly delineates:
The required minimum acceptable level of service to be performed; and,
ii. The criteria for evaluating the successful completion of each deliverable.
(e) The Division's Grant Manager, as required by Section 215.971(2)(c), Florida Statutes,
shall reconcile and verify all funds received against all funds expended during the period of agreement
and produce a final reconciliation report. The final report must identify any funds paid in excess of the
expenditures incurred by the Recipient.
(f) For the purposes of this Agreement,the term"improper payment" means or includes:
Any payment that should not have been made or that was made in an incorrect
amount(including overpayments and underpayments) under statutory, contractual, administrative, or
other legally applicable requirements; and,
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ii. Any payment to an ineligible party, any payment for an ineligible good or service,
any duplicate payment, any payment for a good or service not received (except for such payments where
authorized by law), any payment that does not account for credit for applicable discounts, and any
payment where insufficient or lack of documentation prevents a reviewer from discerning whether a
payment was proper.
(g) As required by the Reference Guide for State Expenditures, reimbursement for travel
must be in accord with Section 112.061, Florida Statutes. The Recipient must submit submission of the
claim on either their local travel voucher with supporting documentation and their local travel policy, or on
the approved state travel voucher.
(5) 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 of all Recipients and subcontractors in
completing the work described in the Scope of Work(Attachment A)and the expenditure of funds under
this Agreement, in addition to any other information requested by the Division.
(b) Quarterly reports are due to the Division no later than forty-five(45)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 September 30, December
31, March 31, and June 30.
(c) The Close-Out Report is due sixty (60)days after termination of this Agreement or sixty
(60)days after completion of the activities contained in this Agreement, whichever occurs first.
(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 Proposed Budget Detail Worksheet(Attachment
A(2)) and Scope of Work(Attachment A),
(e) The Recipient shall provide additional program updates or information that may be
required by the Division.
(f) The Recipient shall provide additional reports and information identified in the Division of
Emergency Management Enterprise Solution (DEMES).
(6) MONITORING
(a) The Division is responsible for and shall monitor Recipients performance under this
Agreement. Recipient shall monitor the performance of its contractors, consultants, agents, and who are
paid from funds provided under this Agreement or acting in furtherance of this Agreement.
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(b) In addition to reviews of audits conducted in accordance with Exhibit 1 —Audit Requirements,
monitoring procedures may include, but not limited to, desk reviews and on-site visits by
Division staff, limited scope audits, and other procedures.
(c) Monitoring visits are performed to confirm grant requirements are being fulfilled to ensure
correct and accurate documentation is being generated and to assist with any questions or
concerns Recipients may have related to the grant. Recipients will be monitored
programmatically and financially by the Division to ensure that all grant activities and project
goals, objectives, performance requirements,timelines, milestone completion, budgets, and
other related program criteria are being met,
(d) On-site monitoring visits will be performed according to Division schedules, as requested, or
as needed. At minimum, Recipients will receive monitoring from Division per year. If an on-
site visit cannot be arranged, the Recipient may be asked to perform desk review monitoring,
Additional monitoring visits may be conducted throughout the period of performance as part
of corrective action when Recipients are demonstrating non-compliance.
(7) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the unsigned
subcontract must be forwarded to the Division for review and approval before it is executed by the
Recipient. The Recipient agrees to include in the subcontract that(i)the subcontractor is bound by the
terms of this Agreement, (ii)the subcontractor is bound by all applicable state and federal laws and
regulations, and (iii)the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the
extent allowed and required by law. The Recipient shall document in the quarterly report the
subcontractor's progress in performing its work under this Agreement.
For each subcontract, the Recipient shall provide a written statement to the Division as to whether that
subcontractor is a minority business enterprise, as defined in Section 288.703, Florida Statutes.
(8) AUDITS
(a) In accounting for the receipt and expenditure of funds under this Agreement, the
Recipient shall follow Generally Accepted Accounting Principles ("GAAP"). As defined by 2 C.F.R.
§200.49, GAAP"has the meaning specified in accounting standards issued by the Government
Accounting Standards Board (GASB)and the Financial Accounting Standards Board (FASB)."
(b) When conducting an audit of the Recipient's performance under this Agreement, the
Division shall use Generally Accepted Government Auditing Standards ("GAGAS"). As defined by 2
C.F.R. §200.50, GAGAS, "also known as the Yellow Book, means generally accepted government
auditing standards issued by the Comptroller General of the United States, which are applicable to
financial audits."
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(c) If an 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 (30) days after the Division has notified the Recipient of such non-compliance.
(d) The Recipient shall have all audits completed by an independent auditor, which is defined
in section 215.97(2)(i), Florida Statutes, as"an independent certified public accountant licensed under
chapter 473." The independent auditor shall state that the audit complied with the applicable provisions
noted above. The audits must be received by the Division no later than nine months from the end of the
Recipient's fiscal year.
(e) The Recipient shall send copies of reporting packages required under this paragraph
directly to each of the following:
The Division of Emergency Management
DEMSingle Audit em.myflorida.com
DEMSingle_Audit@em.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
The Auditor General
Room 401, Claude Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
(9) LIABILITY
(a) Unless Recipient is a state agency or subdivision, as defined in Section 768.28, Florida
Statutes, 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 performed under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division but is an independent contractor.
(b) As required by Section 768.28(19), Florida Statutes, any Recipient which is a state
agency or subdivision, as defined in Section 768.28(2), Florida Statutes, 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, Florida Statutes. 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
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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) REMEDIES; 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 period of agreement, and the Recipient fails to cure this adverse change within thirty(30)days
from the date written notice is sent by the Division.
(c) If any reports required by this Agreement have not been submitted to the Division or have
been submitted with incorrect, incomplete, or insufficient information;
(d) If the Recipient has failed to perform and complete on time any of its obligations under
this Agreement.
(11) REMEDIES
If an Event of Default occurs, then the Division shall, after thirty (30) calendar days, provide written notice
to the Recipient and upon the Recipient's failure to cure within those thirty (30) 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 (30)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 (3) herein;
(b) Begin an appropriate legal or equitable action to enforce performance of this Agreement;
(c) Withhold or suspend payment of all or any part of a request for payment;
(d) Require that the Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds;
(e) Exercise any corrective or remedial actions, to include but not be limited to:
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Request additional information from the Recipient to determine
the reasons for or the extent of non-compliance or lack of performance;
ii. Issue a written warning to advise that more serious measures
may be taken if the situation is not corrected;
iii. Advise the Recipient to suspend, discontinue or refrain from
incurring costs for any activities in question or;
iv. Require the Recipient to reimburse the Division for costs
incurred for any items determined to be ineligible;
(f) Exercise any other rights or remedies which may be available under law. 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 (30)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, Florida Statutes, 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 (30)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 this Agreement.
(d) In the event this Agreement is terminated, the Recipient will not incur new obligations for
the terminated portion of this 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 this Agreement by the Recipient. The Division may, to the extent authorized by
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law, withhold payments to the Recipient for the purpose of set-off until the exact amount of damages due
the Division from the Recipient is determined.
(13) PROCUREMENT
(a) The Recipient shall ensure that any procurement involving funds authorized by the
Agreement complies with all applicable federal and state laws and regulations, to include 2 C.F.R. §§
200.318 through 200.327, Appendix II to 2 C.F.R. Part 200(entitled"Contract Provisions for Non-Federal
Entity Contracts Under Federal Awards"), and Section 287.057, Florida Statutes.
(b) As required by 2 C.F.R. § 200.318(i), the Recipient shall"maintain records sufficient to
detail the history of procurement. These records will include but are not necessarily limited to the
following: rationale for the method of procurement, selection of contract type, contractor selection or
rejection, and the basis for the contract price."
(c) As required by 2 C.F.R. §200.318(b), the Recipient shall"maintain oversight to ensure
that contractors perform in accordance with the terms, conditions, and specifications of their contracts or
purchase orders." In order to demonstrate compliance with this requirement, the Recipient shall
document, in its quarterly report to the Division, the progress of any and all subcontractors performing
work under this Agreement.
(d) Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a)(1)or
procurements by small purchase procedures pursuant to 2 C.F.R. § 200.320(a)(2), if the Recipient
chooses to subcontract any of the work required under this Agreement, then the Recipient shall forward
to the Division a copy of any solicitation (whether competitive or non-competitive) at least fifteen (15)days
prior to the publication or communication of the solicitation. The Division shall review the solicitation and
provide comments, if any, to the Recipient within seven (7) business days. Consistent with 2 G.F.R.
§200.325, the Division will review the solicitation for compliance with the procurement standards outlined
in 2 C.F.R. §§ 200.318 through 200.327 as well as Appendix II to 2 C.F.R. Part 200. Consistent with 2
C.F.R. § 200.318(k), the Division will not substitute its judgment for that of the Recipient. While the
Recipient does not need the approval of the Division in order to publish a competitive solicitation, this
review may allow the Division to identify deficiencies in the vendor requirements or in the commodity or
service specifications. The Division's review and comments shall not constitute an approval of the
solicitation, Regardless of the Division's review, the Recipient remains bound by all applicable laws,
regulations, and agreement terms. If during its review the Division identifies any deficiencies, then the
Division shall communicate those deficiencies to the Recipient as quickly as possible within the seven (7)
business day window outlined above. If the Recipient publishes a competitive solicitation after receiving
comments from the Division that the solicitation is deficient, then the Division may:
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Terminate this Agreement in accordance with the provisions
outlined in paragraph (12) above; and,
ii. Refuse to reimburse the Recipient for any costs associated with
that solicitation.
(e) Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a)(1)or
procurements by small purchase procedures pursuant to 2 C.F.R. § 200.320(a)(2), if the Recipient
chooses to subcontract any of the work required under this Agreement, then the Recipient shall forward
to the Division a copy of any contemplated contract prior to contract execution. The Division shall review
the unexecuted contract and provide comments, if any, to the Recipient within seven (7) business days.
Consistent with 2 C.F.R. § 200.325, the Division will review the unexecuted contract for compliance with
the procurement standards outlined in 2 C.F.R. §§200.318 through 200.327 as well as Appendix II to 2
C.F.R. Part 200. Consistent with 2 C.F.R. § 200.318(k), the Division will not substitute its judgment for
that of the Recipient. While the Recipient does not need the approval of the Division in order to execute a
subcontract, this review may allow the Division to identify deficiencies in the terms and conditions of the
subcontract as well as deficiencies in the procurement process that led to the subcontract. The Division's
review and comments shall not constitute an approval of the subcontract. Regardless of the Division's
review, the Recipient remains bound by all applicable laws, regulations, and agreement terms. If during
its review the Division identifies any deficiencies,then the Division shall communicate those deficiencies
to the Recipient as quickly as possible within the seven (7) business day window outlined above. If the
Recipient executes a subcontract after receiving a communication from the Division that the subcontract
is non-compliant, then the Division may:
Terminate this Agreement in accordance with the provisions
outlined in Paragraph (12)above; and,
ii. Refuse to reimburse the Recipient for any costs associated with
that subcontract.
(f) 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.
(g) As required by 2 C.F.R. § 200.318(c)(1), the Recipient shall "maintain written standards
of conduct covering conflicts of interest and governing the actions of its employees engaged in the
selection, award and administration of contracts."
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(h) As required by 2 C.F.R. § 200.319, the Recipient shall conduct any procurement under
this agreement"in a manner providing full and open competition."Accordingly, the Recipient shall not:
Place unreasonable requirements on firms in order for them to
qualify to do business;
ii. Require unnecessary experience or excessive bonding;
iii. Use noncompetitive pricing practices between firms or between
affiliated companies;
iv. Execute noncompetitive contracts to consultants that are on
retainer contracts;
v. Authorize, condone, or ignore organizational conflicts of interest;
vi. Specify only a brand name product without allowing vendors to
offer an equivalent;
vii. Specify a brand name product instead of describing the
performance, specifications, or other relevant requirements that pertain to the commodity
or service solicited by the procurement;
viii. Engage in any arbitrary action during the procurement process;
or,
ix. Allow a vendor to bid on a contract if that bidder was involved
with developing or drafting the specifications, requirements, statement of work. invitation
to bid, or request for proposals.
(i) Except in those cases where applicable Federal statutes expressly mandate or
encourage otherwise, the Recipient, as required by 2 C.F.R. §200,319(c), shall not use a geographic
preference when procuring commodities or services under this Agreement.
(j) The Recipient shall conduct any procurement involving invitations to bid (i.e. sealed bids)
in accordance with 2 C.F.R. §200.320(b)(1) as well as Section 287.057(1)(a). Florida Statutes.
(k) The Recipient shall conduct any procurement involving requests for proposals(i.e.
competitive proposals) in accordance with 2 C.F.R. § 200.320(b)(2)as well as Section 287.057(1)(b),
Florida Statutes.
(I) FEMA has developed helpful resources for Sub-Recipients when procuring with federal
grant funds because Sub-Recipients must comply with the Federal procurement standards outlined in 2
C.F.R. §§200.318 through 200.327 as well as Appendix II to 2 C.F.R. Part 200. These resources are
generally available at https:i/www.fema.gov/procurement-disaster-assistance-team. FEMA periodically
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updates this resource page so please check back for the latest information. While not all the provisions
discussed in the resources are applicable to this subgrant agreement, the Sub-Recipient may find these
resources helpful when drafting its solicitation and contract for compliance with the Federal procurement
standards outlined in 2 C.F.R. §§200.318 through 200.327 as well as Appendix II to 2 C.F.R. Part
200. FEMA provides the following hands-on resources for Recipients of federal funding:
2018 PDAT Procurement Compliance Checklist for Public Assistance Applicants
available at https://www.fema.gov/media-library-data/1569959172327-
92358d63e00d 17639d5db4de015184c9/PDAT ProcurementChecklist 11-21-2018.pdf
ii. 2019 PDAT Contract Provisions Template available at
https://www.fema.qov/media-library-data/1569959119092-
92358d63e00d 17639d5db4de015184c9/PDAT ContractProvisionsTemplate 9-30-19.pdf
(14) ATTACHMENTS AND EXHIBITS
(a) All attachments to this Agreement are incorporated as if set out fully.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 —Single Audits
Exhibit 2—27P-19 Administrative Code—EM Director Certification
Attachment A—Scope of Work
Attachment A(1)—Allowable Costs and Eligible Activities—Budget Directions
Attachment A(2)—Proposed Program Budget Detail Worksheet
Attachment A(3)—Quarterly Reports
Attachment B—Justification of Advance Payment
Attachment C—Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion
Attachment D—Warranties and Representations
Attachment E—Statement of Assurances
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(15) NOTICE OF CONTACT
(a) All notices provided by Recipient under or pursuant to this Agreement shall be in writing
to Division's Grant Manager and delivered by standard or electronic mail using the correct information
provided in Subparagraph 15(b) below.
(b) The name and address of Division's Grant Manager for this Agreement is:
Division Contractual Point of Contact
Brandi King
2555 Shumard Oak Blvd., Suite 330J
Tallahassee, FL 32399-2100
(850)815-4340
Brandi.King@em.myflorida.com
(e) The name and address of Division's Programmatic Reviewer for this Agreement is:
Division Programmatic Point of Contact
Terence Blakely
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850) 815-4367
Terence.Blakely@em.myflorida.com
(f) The name and address of Representative of the Recipient responsible for the
administration of this Agreement is:
Name: Dan E Summers
Title: Director, Bureau of Emergency Services
Address: 8075 Lely Cultural Pkwy
Ste 445
Naples, FL 34113
Phone: 239-252-3600
Email: dan.summers@colliercountyfl.gov
(16) PAYMENTS
(a) Any advance payment under this Agreement is subject to Section 216.181(16), Florida
Statutes. All advances are required to be held in an interest-bearing account. If an advance payment is
requested, the budget data on which the request is based, and a justification statement shall be included
in this Agreement as Justification of Advance Payment as Attachment B. Justification of Advance
Payment(Attachment B)will specify the amount of advance payment needed and provide an explanation
12
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16F6
of the necessity for and proposed use of these funds. No advance shall be accepted for processing if a
reimbursement has been paid prior to the submittal of a request for advanced payment. After the initial
advance, if any, payment shall be made on a reimbursement basis as needed. FDEM will only advance
50%of the total award amount.
(b) Invoices shall be submitted to include the supporting documentation for all costs of the
project or services. The final invoice shall be submitted within forty-five(45)days after the expiration date
of the agreement. An explanation of any circumstances prohibiting the submittal of quarterly invoices shall
be submitted to the Division Grant Manager as part of the Recipient's quarterly reporting as referenced in
Paragraph (5) REPORTS of this Agreement.
(c) If the necessary funds are not available to fund this Agreement as a result of action by
the State Chief Financial Officer or under Paragraph (4) FUNDING CONSIDERATION 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(30) days of receiving notice from the Division.
(17) REPAYMENTS
(a) All refunds or repayments due to the Division under this Agreement are to be made
payable to the order of"Division of Emergency Management," and mailed directly to the following
address:
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
(b) In accordance with section 215.34(2), Florida Statutes, 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.
(18) MANDATED CONDITIONS AND OTHER LAWS
(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 are incorporated by reference.
The inaccuracy of the submissions or any material changes shall, at the option of the Division and with
(thirty) 30 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
13
1
16F6 ``
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) The Recipient agrees to comply with the Americans with Disabilities Act(Public Law 101-
336,42 U.S.C. Section 12101 et sea.),which prohibits discrimination by public and private entities on the
basis of disability in employment, public accommodations, transportation, State and local government
services, and telecommunications.
(e) Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity, and may not transact business with any public entity in
excess of S25,000.00 for a period of thirty-six(36) months from the date of being placed on the convicted
vendor list or on the discriminatory vendor list.
(f) 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:
Are not presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from covered transactions by a
federal department or agency;
ii. Have not, within a five-year period preceding this proposal been
convicted of or had a civil judgment rendered against them for fraud or a criminal offense
in connection with obtaining, attempting to obtain, or performing a public(federal, state or
local)transaction or contract under public transaction; violation of federal or state antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
iii. 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 (18)(f)(ii)of this certification; and
iv. 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.
(g) 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.
(h) In addition,the Recipient shall send to the Division (via Division of Emergency
Management Enterprise Solutions(DEMES)the completed "Certification Regarding Debarment,
14 C,
16F6
Suspension, Ineligibility And Voluntary Exclusion" (Attachment C)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.
(i) 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, Florida Statutes,which the Recipient created or received under this Agreement.
(j) 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.
(k) The State of Florida will not intentionally award publicly funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324(a) [Section 274A(e)of the Immigration and Nationality Act
("INA")). The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e)of the INA. Such violation by the Recipient of the employment provisions contained in
Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division.
(I) Section 287.05805, Florida Statutes, requires that any state funds provided for the
purchase of or improvements to real property are contingent upon the contractor or political division
granting to the state a security interest in the property at least to the amount of state funds provided for at
least 5 years from the date of purchase or the completion of the improvements or as further required by
law.
(m) The Division may, at its option, terminate the Contract if the Contractor is found to have
submitted a false certification as provided under section 287.135(5),Florida Statutes, or been placed on
the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the
Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria, or to have
been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel.
(19) STATE REQUIREMENTS PERTAINING TO LOBBYING
(a) Section 216.347, Florida Statutes, prohibits"any disbursement of grants and aids
appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant
or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature,the judicial
branch, or a state agency."
(b) 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.
(20) COPYRIGHT, PATENT AND TRADEMARK
15
16F6
EXCEPT AS PROVIDED BELOW, 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 this 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 (30)days of execution of this Agreement, the Recipient shall disclose all
intellectual properties relating to the performance of this Agreement that 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 that 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 that accrue
during performance of this Agreement.
(d) If the Recipient qualifies as a state university under Florida law, then, pursuant to Section
1004.23, Florida Statutes, any invention conceived exclusively by the employees of the Recipient shall
become the sole property of the Recipient. In the case of joint inventions, that is inventions made jointly
by one or more employees of both parties hereto, each party shall have an equal, undivided interest in
and to such joint inventions. The Division shall retain a perpetual, irrevocable, fully paid, nonexclusive
license, for its use and the use of its contractors of any resulting patented, copyrighted or trademarked
work products, developed solely by the Recipient, under this Agreement, for Florida government
purposes.
(21) LEGAL AUTHORIZATION.
(a) The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
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16F6
(22) STATEMENT AND ASSURANCES
(a) The Recipient shall comply with any Statement of Assurances incorporated as
Attachment E.
(23) RECORDS
(a) As a condition of receiving state financial assistance, and as required by Sections
20.055(6)(c)and 215.97(5)(b), Florida Statutes, the Division, the Chief Inspector General of the State of
Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the right of
access to any documents, financial statements, papers, or other records of the Recipient which are
pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts. The right of
access also includes timely and reasonable access to the Recipient's personnel for the purpose of
interview and discussion related to such documents. For the purposes of this section, the term"Recipient"
includes employees or agents, including all subcontractors or consultants to be paid from funds provided
under this Agreement.
(b) The Recipient shall maintain all records related to this Agreement for the period of time
specified in the appropriate retention schedule published by the Florida Department of State. Information
regarding retention schedules can be obtained at: http://dos.mvflorida.com/library-archives/records-
management/general-records-schedules/.
(c) Florida's Government in the Sunshine Law(Section 286.011, Florida Statutes)provides
the citizens of Florida with a right of access to governmental proceedings and mandates three, basic
requirements: (1)all meetings of public boards or commissions must be open to the public; (2)
reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and
promptly recorded. The mere receipt of public funds by a private entity, standing alone, is insufficient to
bring that entity within the ambit of the open government requirements. However, the Government in the
Sunshine Law applies to private entities that provide services to governmental agencies and that act on
behalf of those agencies in the agencies'performance of their public duties. If a public agency delegates
the performance of its public purpose to a private entity, then, to the extent that private entity is
performing that public purpose, the Government in the Sunshine Law applies. For example, if a volunteer
fire department provides firefighting services to a governmental entity and uses facilities and equipment
purchased with public funds, then the Government in the Sunshine Law applies to board of directors for
that volunteer fire department. Thus, to the extent that the Government in the Sunshine Law applies to
the Recipient based upon the funds provided under this Agreement, the meetings of the Recipient's
governing board or the meetings of any subcommittee making recommendations to the governing board
may be subject to open government requirements. 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, Florida Statutes.
17
1 6 F 6
(d) Florida's Public Records Law provides a right of access to the records of the state and
local governments as well as to private entities acting on their behalf. Unless specifically exempted from
disclosure by the Legislature. all materials made or received by a governmental agency (or a private
entity acting on behalf of such an agency) in conjunction with official business which are used to
perpetuate, communicate, or formalize knowledge qualify as public records subject to public inspection.
The mere receipt of public funds by a private entity, standing alone, is insufficient to bring that entity
within the ambit of the public record requirements. However, when a public entity delegates a public
function to a private entity, the records generated by the private entity's performance of that duty become
public records Thus, the nature and scope of the services provided by a private entity determine whether
that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's
Public Records Law.
(e) 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
(Attachment A 2)— Proposed Budget Detail Worksheet and Scope of Work (Attachment A) - and all other
appl cable laws and regulations.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT: (850) 815-4156, Records@em.myflorida.com, or 2555
Shumard Oak Boulevard, Tallahassee, FL 32399.
(24) TERMS AND CONDITION
(a) This Agreement contains all the terms and conditions agreed upon by the parties.
(25) EXECUTION
(a) This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original.
(26) MODIFICATION
(a) Either Party may request modification of the provisions of this agreement. Modifications
of provisions of this Agreement are valid only when reduced to writing and duly signed by the Parties.
(27) CONSTRUCTION and RENOVATION
18
1 6 F 6
Construction and renovation projects for a local government's principal
Emergency Operations Center(EOC), are allowable under the EMPA Program. The Division
must provide written approval prior to the use of any EMPA Program funds for construction or
renovation. Requests for EMPA Program funds for construction of an EOC must be
accompanied by a justification to their EMPA Grant Manager for review and processing.The
above examples are not intended to exclude other construction projects as potentially
allowable costs. For example, construction of a facility for the storage of critical emergency
supplies, as a Point of Distribution (POD)for emergency distribution, and/or to serve as a
staging area for deployment of emergency response resources is potentially an allowable
expense. Other construction or renovation projects, such as a secondary or local EOC,will
be considered on a case-by-case basis,with advance written approval.
(28) REAL PROPERTY
Section 287.05805, Florida Statutes, Contract requirement for use of state funds to
purchase or improve real property—Each state agency shall include in its standard contract document
a requirement that any state funds provided for the purchase of or improvements to real property are
contingent upon the contractor or political subdivision granting to the state a security interest in the
property at least to the amount of state funds provided for at least 5 years from the date of purchase or
the completion of the improvements or as further required by law.
(29) CONTRACTING WITH SMALL AND MINORITY BUSINESSES
(a) If the Sub-Recipient,with the funds authorized by this Agreement, seeks to procure
goods or services, then, in accordance with 2 C.F.R. § 200.321 and Section 288.703, Florida Statutes,
the Sub-Recipient shall take the following affirmative steps to assure that minority businesses,women's
business enterprises, and labor surplus area firms are used whenever possible:
Placing qualified small and minority businesses and women's business
enterprises on solicitation lists;
ii. Assuring that small and minority businesses, and women's business enterprises
are solicited whenever they are potential sources;
iii. Dividing total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and women's
business enterprises;
19
1 6F 6
iv. Establishing delivery schedules,where the requirement permits,which
encourage participation by small and minority businesses, and women's business enterprises;
v. Using the services and assistance, as appropriate, of such organizations as the
Small Business Administration and the Minority Business Development Agency of the
Department of Commerce; and
vi. Requiring the prime contractor, if subcontracts are to be let, to take the
affirmative steps listed in paragraphs (i), through v. of this subparagraph.
(b) The requirement outlined in subparagraph a. above, sometimes referred to as
"socioeconomic contracting,"does not impose an obligation to set aside either the solicitation or award of
a contract to these types of firms. Rather, the requirement only imposes an obligation to carry out and
document the six affirmative steps identified above.
(c) The"socioeconomic contracting" requirement outlines the affirmative steps that the Sub-
Recipient must take; the requirements do not preclude the Sub-Recipient from undertaking additional
steps to involve small and minority businesses and women's business enterprises.
(d) The requirement to divide total requirements,when economically feasible, into smaller
tasks or quantities to permit maximum participation by small and minority businesses, and women's
business enterprises, does not authorize the Sub-Recipient to break a single project down into smaller
components in order to circumvent the micro-purchase or small purchase thresholds so as to utilize
streamlined acquisition procedures(e.g. "project splitting").
20 4 ,
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1 6 F 6
STATE OF FLORIDA
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
STATE -FUNDED SUBAWARD AND GRANT AGREEMENT
SIGNATURE PAGE
IN WITNESS WHEREOF,the Parties have duly executed and delivered this Agreement as of the date set
forth below.
RECIPIENT: COLLIER COUNTY
By: ./ •
Rick LoCastro, Chairman
(Name and Title)
Date: 9/26/23 ATTEST Cry . 411. rk ,
By:
,
59-6000558 e t 114W ptputy Clerk
signppe only
Federal Identification Number
Appr ed a to Fcjrm n L ity
JWKJKYRPLLU6
L.)
‘,. \011
UEID/SAM Number
D Eiz e D. R(2-1 Assistant C Attorney it\
23-Erna-csosool %no
If signing electronically: By providing this electronic signature, I am attesting that I understand that electronic
signatures are legally binding and have the same meaning as handwritten signatures I am also confirming that
internal controls have been maintained, and that policies and procedures were properly followed to ensure the
authenticity of the electronic signature.
This statement is to certify that I confirm that this electronic signature is to be the legally binding equivalent of
my handwritten signature and that the data on this form is accurate to the best of my knowledge
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By: Ld71//-C-04.6)- 2, /e)
for: Kevin Guthrie, Division Director
Date: 13 November 2023
21
16F6
FY 2023—2024 EMPA AGREEMENT
EXHIBIT 1 —SINGLE AUDITS
AUDIT COMPLIANCE CERTIFICATION
Email a copy of this form at the time of agreement submission to the Division at:
DEMSingle Auditftem.myflorida.com.
Recipient: Collier County
FEIN: 59-6000558 Sub-Recipient's Fiscal Year: 2023
Contact Name:Dan E Summers Contact's Phone:239-252-3600
Contact's Email: dan.summers@colliercountyfl.gav
1. Did Recipient expend the State Financial Assistance, during its fiscal year, that it received under
any agreement(e.g , contract, grant, memorandum of agreement, memorandum of understanding,
economic incentive award agreement, etc.)between Recipient and the Florida Division of
Emergency Management(Division)? ®Yes ❑No
If the above answer is yes, answer the following before proceeding to item 2.
Did Recipient exceed $750,000 or more of State financial assistance (from DIVISION and all other
sources of State financial assistance combined)during its fiscal year? ®Yes ❑No
If yes, Recipient certifies that it will timely comply with all applicable State single or project
specific audit requirements of section 215.97(2)(i), Florida Statutes, and the applicable rules
of the Department of Financial Services and the Auditor General.
2. Did Recipient expend Federal awards during it fiscal year that it received under any agreement
(e.g. contract, grant, memorandum of agreement, memorandum of understanding, economic
incentive award agreement, etc.) between Recipient and Division? ®Yes ❑No
If the above answer is yes, answer the following before proceeding to item 2.
Did Recipient exceed $750,000 or more of federal awards (from Division and all other sources of
federal awards combined) during its fiscal year? ®Yes [No
If yes, Recipient certifies that it will timely comply with all applicable single or program—
specific audit requirements of title 2 C.F.R. part 200,subpart F, as adopted and supplement
by DHS at 2 C.F.R. part 200.
By signing below, I certify, on behalf of Recipient,that the above representations for items 1 and 2
are correct.
7-7G August 22,2023
Signature of Authorized Representative Da
te
Dan E Summers ector, Bureau of Emergency Services
Printed Name of Authorized Representative Title of Authorized Representative
16F6
FY 2023—2024 EMPA AGREEMENT
EXHIBIT 2—27-19 FLORIDA ADMINISTRATIVE CODE
EM DIRECTOR CERTIFICATION
In accordance with the 2023-2024 Emergency Management Preparedness and Assistance Grant
agreement.which shall begin July 1, 2023 and shall end on June 30. 2024, and to remain consistent with
section 252 38(1)(c). Florida Statutes and Rules 27P-19 005(4)and (5). Florida Administrative Code, in
order to receive EMPA funding, each County Emergency Management Agency shall annually certify on
their Exhibit 3 their commitment to employ and maintain a Director
I. Amy Patterson (Name)certify compliance with the requirements for the 2023-
2024 Emergency Management Preparedness and Assistance grant program.
Collier County Government (Recipient) has employed an Emergency Management Director
(EM Director) pursuant to Section 252 38(3)(b). Florida Statutes.
I. Amy Patterson also certify that I am the official representative for
Collier County Government(Recipient)and have authority to bind Collier County Government
(Recipient)to this certification of compliance
Signed by:
Printed Name. Amy Patterson
Title County Manager
Date. 6/27/23
Phone/Email 239-252-5721 Amy.Patterson@colliercountyfl.gov
16F6
Attachment A
Scope of Work
FY 2023-2024 EMPA Agreement
GENERAL POLICY
The purpose of the Emergency Management Preparedness and Assistance Grant(EMPA) is to provide
state funds to assist local grovernments in preparing for all hazards as authorized by Section 252.373,
Florida Statutes. Funds shall be allocated to implement and administer county emergency management
programs, to support the following activities:
• Planning
• Organization
• Equipment
• Training
• Exercise, and
• Management and Administration
Pursuant to Rule 27P-19.010(11), Florida Administrative Code, the Division shall determine allowable
costs in accordance with 48 C.F.R. Part 31, entitled"Contract Cost Principles and Procedures." 2 C.F.R.
Part 200, entitled"Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards."
II. TASKS AND QUARTERLY DELIVERABLES
Recipient shall support efforts to build and sustain core capabilities across the Prevention, Protection,
Mitigation, Response, and Recovery mission areas described in the National Preparedness Goal.
Counties must be able to prepare for, respond to, recover from, and mitigate against natural and man-
made disasters/emergencies.
The Recipient must successfully complete the following Tasks and Deliverables throughout the period of
performance. Quarterly deliverables must be uploaded through the Division of Emergency Management
Enterprise Solution (DEMES) portal.
TASK 1: CERTIFICATION OF COUNTY EMERGENCY MANAGEMENT STAFF
A. EMERGENCY MANAGEMENT DIRECTOR AND STAFF CERTIFICATION
Pursuant to Section 252.38(1)(c), Florida Statutes, the County Emergency Management Agency shall
perform emergency management functions throughout the Jurisdictional limits of the county in which it is
organized.
Pursuant to Rule 27P-19.004, Florida Administrative Code, each County Emergency Management
Agency must annually certify their commitment to employ and maintain a director consistent with Rule
27P-19.005(4)and (5), Florida Administrative Code.
To demonstrate successful completion,the Recipient must submit the following into DEMES:
DELIVERABLES:
• Exhibit 3—Certification letter for the Emergency Management Director in accordance with Rule
27P-19.004, Florida Administrative Code, in accordance with Table below.
24
CAO
16F 6
• Reportinq Form 4—Staffing Detail and Position Descriptions for funded emergency
management staff in accordance with Table below.
REPORTING REQUIREMENTS
Quarter 1 Quarter 2 Quarter 3 Quarter 4
De the c bfes5Dtte ' Updates Only Updates Only Updates Only
TASK 2: LOCAL COST SHARE CERTIFICATION
A. COST SHARE
Pursuant to Rule 27P-19.011(1), Florida Administrative Code, Recipient shall provide documentation to
show cost share amount either equal to the average of the County Emergency Management Agency's
previous three years' level of general revenue funding or the level of funding for the last fiscal year,
whichever figure is lower.
If the Recipient demonstrates that exceptional financial circumstances prevent the Recipient from
complying with the cost share match requirements specified in Rule 27P-19.011(1), Florida Administrative
Code, then the Recipient may request that the Division authorize a reduction in the amount of cost share
required. All requests for cost share reduction shall be submitted no later than forty-five(45)days after
the county budget has been approved pursuant to Rule 27P-19.011(2).
To demonstrate successful completion, the Recipient must submit the following in DEMES:
DELIVERABLES:
• Reportinq Form 3—Local Cost Share Certification in accordance with Table below.
• A copy of the current and accurate Local Budget(General Revenue) including the signed budget
in accordance with Table below.
• A copy of the Emergency Management general revenue expenditure(general ledger) report in
accordance with Table below.
REPORTING REQUIREMENTS:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
N/A Deliverables Due Updates Only Updates Only
TASK 3: RESPONSE CAPABILITIES
A. Equipment Inventory and Availability
Pursuant to Section 252.35(2)(s), Florida Statutes, the Division must maintain an inventory of portable
generators owned by the state and local governments which can operate during a major disaster. Upon
notification by the Director or State Emergency Response Team(SERT)Chief, the Agency in possession
of the portable generators shall make such generators available for deployment on behalf of the Division.
25 C.
16F6
DELIVERABLES:
• Complete an inventory of portable generators owned by the local governments which can
operate during a major disaster. The inventory must identify:
The location of each generator;
c The number of generators stored at each specific location;
c The agency to which each generator belongs;
o The primary use of each generator by the owner agency; and
c The names, addresses, and telephone numbers of persons having the authority to loan
the stored generators as authorized by the Division during a declared emergency.
To demonstrate successful completion, the Recipient must submit the above information to the Division's
WEBEOC Equipment Inventory Board no later than March 31, 2024.
REPORTING REQUIREMENTS:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
NIA N/A Deliverables Due Updates Only
B. Logistics Staging Areas
To meet the immediate needs of survivors of disasters, the State has developed the capacity to establish
Logistics Staging Areas to expedite the recovery process. In accordance with the Division's State
Logistics Staging Areas(LSA) Operations Guidance, Recipients are requested to identify areas that will
be used for the staging of emergency supplies, such as water, fuel, generators,vehicles, equipment, and
other related materials.
Upon activation, the Field Logistics Unit or Logistics Section Chief will make a request tor utilization of
areas uploaded into the WEBEOC Emergency Site Board.
DELIVERABLES:
• GIS or aerial photo map of the site, showing the boundaries of the usable space and any points of
entry or exit, should be made available to locations. Population Requirements are as follows:
o For Counties with a population above 500,000, provide the Division with three(3) LSA
locations.
o For Counties with a population above 100,000 but below 500,000, provide the Division
with two(2) LSA locations.
o For Counties with a population below 100,000, provide the Division with one(1) LSA
location.
To demonstrate successful completion, Recipient must submit upload the above information to the
WEBEOC Emergency Site Board no later than June 30, 2024.
REPORTING REQUIREMENTS:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
NA NA NA Deliverables Due
26 r:
�7
--- 16F
FY 2023—2024 EMPA AGREEMENT
ATTACHMENT A (1)
ALLOWABE COSTS AND ELIGIBLE ACTIVITIES—BUDGET DIRECTIONS
I. CATEGORIES AND ELIGIBLE ACTIVITIES
The 2023 EMPA Funding Guidance allowable costs are divided into the following categories: Planning,
Organization, Equipment,Training, Exercise, and Management and Administration.
A. PLANNING
Planning spans all five National Preparedness Goal (the Goal) mission areas and provides a baseline for
determining potential threats and hazards, required capabilities, required resources, and establishes a
framework for roles and responsibilities. Planning provides a methodical way to engage the whole
community in the development of a strategic, operational, and/or community-based approach to
preparedness.
Plans should have prior review and approval from the respective DEM state program. Funds may
not be reimbursed for any plans that are not approved.
EMPA Program funds may be used to develop or enhance emergency management planning activities.
Some examples include, but not limited to:
• Emergency Operation Plans! Local Comprehensive Emergency Management Planning
• Communications Plans
• Administrative Plans
• Whole Community Engagement/Planning
• Resource Management Planning
• Sheltering and Evacuation Planning
• Recovery Planning
• Continuity Plans
For planning expenditures to qualify for reimbursement under this Agreement, the Recipient must submit
a final plan to the Division for approval. As part of any request for reimbursement for planning
expenditures, the Recipient must submit the following:
• Copies of contracts or agreements prior to contracting with consultants or sub-contractors
providing services:
• Invoice from any consultant/contractor involved in the planning 0:
• Copies of all planning materials and work product(e.g. meeting documents, copies of plans);
• If a meeting was held by Recipient, an agenda and sign-in sheet with meeting date
• Proof of payment(e.g. , credit card statement, Bank Statement);
• Complete debarment form and/or Sam.gov for any contractors/consultants;
• Proof of Procurement method (e.g. quotes, and or Solicitation);
B. OPERATIONAL
EMPA Program funds may be used for all day-to-day preparedness activities in support of the four
phases of emergency management(preparedness, response, recovery, and mitigation).
Rules 27P-19.004 and 27P-19.0061, Florida Administrative Code., outline the minimum performance
level (definition below). Each Emergency Management staff person must be available to work the
number of hours and assume the responsibilities for the duties in their official position description as well
as provide the coordination and support for all incidents within the jurisdiction on a 24-hour basis.
Eligible"Operational Cost" items include, but are not limited to:
• Salaries and Fringe Benefits
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• Utilities(electric,water and sewage)
• Service/Maintenance agreements(provide vendor debarment and service agreement for
contractual services)
• Office Supplies/Materials
• IT Software Upgrades
• Memberships
• Publications
• Postage
• Storage
• Other Personnel/Contractual Services
■ Reimbursement for services by a person(s)who is not a regular or full-time employee filling
established positions. This includes but is not limited to temporary employees, student or
graduate assistants. fellowships, part time academic employment, board members,
consultants, and other services.
■ Consultant Services require a pre-approved Contract or purchase order by the Division.
Copies of additional quotes should also be supplied when requesting pre-approval. These
requests should be sent to the grant manager for the Division for review.
Funding for Critical Emergency Supplies
Critical emergency supplies—such as shelf stable products, water, and basic medical supplies—are
an allowable expense under EMPA. DHS/FEMA must approve a state's five-year viable inventory
management plan prior to allocating grant funds for stockpiling purposes. The five-year plan should
include a distribution strategy and related sustainment costs if the grant expenditure is over$100,000.
Operational Costs Supporting Documentation
If the recipient seeks reimbursement for operational activities,then the following shall be submitted:
• For salaries, provide copies of payroll expendiure reports
• Expense items need to have copies of invoices, or receipts and proof of payment (credit card
statements, bank statements)for. All documentation for reimbursement amounts must be clearly
visible and defined (i.e., highlighted, underlined. circled on the required supporting
documentation).
Please Note: You can only charge 1%of the total award amount for apparel and promotional items.
C. EQUIPMENT
Pursuant to 27P-19.010 Disbursement. Allowable equipment costs shall be determined in accordance
with applicable Federal Office of Management and Budget Circulars, or, in the event no circular applies.
by 48 C.F.R. part 31 CONTRACT COST PRINCIPLES AND PROCEDURES. If an item qualifies as
reasonable and necessary, and the item is EMPG-coded on the FEMA AEL, then the Recipient does not
need to obtain permission from the Division prior to purchasing the item in order to seek reimbursement.
If the Recipient seeks reimbursement for the purchase of an item that is not EMPG-coded on the FEMA
AEL, then the Recipient must receive permission from the Division prior to purchasing the item. If the
Recipient purchases such an item without receiving permission from the Division beforehand, then the
Division will not provide any reimbursement for that purchase.
Allowable equipment includes equipment from the following AEL categories:
• Personal Protective Equipment(PPE) (Category 1)
• Information Technology (Category 4)
• Cybersecurity Enhancement Equipment(Category 5)
• Interoperable Communications Equipment(Category 6)
• Detection Equipment(Category 7)
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• Power Equipment(Category 10)
• Chemical, Biological, Radiological, Nuclear, and Explosive (CBRNE) Reference Materials
(Category 11)
• CBRNE Incident Response Vehicles (Category 12)
• Physical Security Enhancement Equipment(Category 14)
• CBRNE Logistical Support Equipment(Category 19)
• Other Authorized Equipment(Category 21)
The Authorized Equipment List(AEL) is a list of approved equipment types allowed under FEMA's
preparedness grant programs and can be located at https.Uwww.fema.gov/authorized-equipment-list.
If Recipients have questions concerning the eligibility of equipment, they shall contact their Grant
Manager for clarification.
Recipients should analyze the cost benefits of purchasing versus leasing equipment, especially high cost
items and those subject to rapid technical advances. Large equipment purchases must be identified and
explained. For more information regarding property management standards for equipment, please
reference 2 C.F.R. Part 200, including 2 C.F.R. §§200.310, 200.313, and 200.316.
Equipment Acquisition Costs Supporting Documentation
• Provide copies of invoices, or receipts, proof of payment credit card statements, bank statements
for.
• Provide the Authorized Equipment List(AEL)#for each equipment purchase.
D. TRAINING
EMPA Training funds may be used for a range of emergency management-related training activities to
enhance the capabilities of state and local emergency management personnel through the establishment,
support, conduct. and attendance of training. Training should foster the development of a community-
oriented approach to emergency management that emphasizes engagement at the community level,
strengthens best practices, and provides a path toward building sustainable resilience.
The Recipient can successfully complete an authorized course either by attending or by conducting that
course.
• In order to receive payment for successfully attending a training course, the Recipient must
provide a certificate of completion:. all receipts that document the costs incurred by the Recipient
in order to attend the course.
• In order to receive payment for successfully conducting a course. the Recipient must provide the
course sign-in sheet. with all receipts that document the costs incurred by the Recipient in order
to conduct the course.
• In order to receive payment for successfully conducting a workshop, the recipient must provide
workshop sign-in sheets, materials used for workshop. and all receipts that document the costs
incurred by the Recipient in order to conduct the workshop.
For training, the number of participants must be a minimum of fifteen(15) in order to justify the cost of
holding a course. For questions regarding adequate number of participants, please contact the Division
State Training Officer for course specific guidance. Unless the recipient receives advance approval from
the State Training Officer for the number of participants, then the Division must reduce the amount
authorized for reimbursement on a pro-rata basis for any training with less than fifteen (15) participants.
Allowable training-related costs include the following:
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• Develop, Deliver,and Evaluate Training.This includes costs related to administering the
training: planning, scheduling, facilities, materials and supplies, reproduction of materials, and
equipment. Training should provide the opportunity to demonstrate and validate skills learned, as
well as to identify any gaps in these skills. Any training or training gaps, including those for
children and individuals with disabilities or access and functional needs, should be identified in
the Integrated Preparedness Program (IPP)and addressed in the training cycle. States are
encouraged to use existing training rather than developing new courses. When developing new
courses states are encouraged to apply the Analyze, Design. Develop, Implement and Evaluate
(ADDIE) model for instruction design.
• Overtime and Backfill. The entire amount of overtime costs, including payments related to
backfilling personnel, which are the direct result of attendance at FEMA and/or approved training
courses and programs are allowable. 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 FEMA,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 p.m. to
5:00 p m.). even though such work may benefit both activities.
• Travel.Travel costs (e.g., airfare, mileage, per diem, and hotel)are allowable as expenses by
employees who are on travel status for official business related to approved training.
• Hiring of Full or Part-Time Staff or Contractors/Consultants. Full or part-time staff or
contractors/consultants may be hired to support direct 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 FEMA,whichever is applicable.
• Certification/Recertification of Instructors. Costs associated with the certification and re-
certification of instructors are allowed. 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 which involve
training of trainers.
Conferences
The Division recognizes the important role that conferences can play in the professional development of
emergency managers.
Rule 691-42,002(3), Florida Administrative Code, defines the term conference as:
The coming together of persons with a common interest or interests for the purpose of
deliberation, interchange of views, or for the removal of differences or disputes and for discussion
of their common problems and interests. The term also includes similar meetings such as
seminars and workshops which are large formal group meetings that are programmed and
supervised to accomplish intensive research, study, discussion, and work in some specific field or
on a governmental problem or problems. A conference does not mean the coming together of
agency or interagency personnel.
For travel to a conference or convention to qualify for reimbursement, the cost must be reasonable and
attendance at the conference must be necessary for the successful completion of a task required by this
Agreement.
Provided the cost qualifies as reasonable and necessary for the successful completion of a task required
by this Agreement, travel to a conference that complies with the requirements of Rule 691-42.004, Florida
Administrative Code, satisfies the minimum level of service for conference travel under this Agreement.
In pertinent part. Rule 691-42.004(1), Florida Administrative Code, states"No public funds shall be
expended for attendance at conferences or conventions unless:
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• The main purpose of the conference or convention is in connection with the official business
of the state and directly related to the performance of the statutory duties and responsibilities
of the agency participating;
• The activity provides a direct educational or other benefit supporting the work and public
purpose of the person attending;
• The duties and responsibilities of the traveler attending such meetings are compatible with
the objectives of the conference or convention; and
• The request for payment of travel expenses is otherwise in compliance with these rules.
Provided the cost qualifies as reasonable and necessary for the successful completion of a task required
by this Agreement, and provided any related travel complies with the requirements of Rule 691-42.004,
Florida Administrative Code, conferences may qualify for reimbursement under this Agreement:
Requests for reimbursement for payment of the registration fee or for a conference or convention must
include:
• A statement explaining how the expense directly relates to the Recipient's successful
performance of a task outlined in this Agreement;
• A copy of those pages of the agenda that itemizes the registration fee;
• A copy of local travel policy; and,
• A copy of the travel voucher or a statement that no travel costs were incurred, if applicable.
When a meal is included in a registration fee, the meal allowance must be deducted from the
reimbursement claim, even if the traveler decides for personal reasons not to eat the meal. See section
112.061(6)(c), Florida Statutes ("No one,whether traveling out of or in state, shall be reimbursed for any
meal or lodging included in a convention or conference registration fee paid by the state"). A continental
breakfast is considered a meal and must be deducted if included in a registration fee for a convention or
conference. However, in the case where a meal is provided by a hotel or airline, the traveler shall be
allowed to claim the meal allowance provided by law.
Class A, Class B, and Class C Travel:
• Class A travel is continuous travel of 24 hours or more away from official headquarters. The
travel day for Class A is based on a calendar day (midnight to midnight).
• Class B travel is continuous travel of less than 24 hours which involves overnight absence
away from official headquarters. The travel day for Class B travel begins at the same time as
the travel period.
• Class C travel is short or day trips in which the traveler is not away from his/her official
headquarters overnight. Class C allowances are currently not authorized for reimbursement.
Meal Allowance and Per Diem:
Section 112.061(6)(b),Florida Statutes,establishes the meal allowance for each meal
during a travel period as follows:
56 for breakfast(when travel begins before 6 a.m. and extends beyond 8 a.m.);
511 for lunch (when travel begins before 12 noon and extends beyond 2 p.m.);
519 for dinner(When travel begins before 6 p.m. and extends beyond 8 p.m. or when travel
occurs during nighttime hours due to special assignment.).
Section 112.061(a),Florida Statutes,establishes the per diem amounts.
All travelers are allowed: The authorized per diem for each day of travel; or,
If actual expenses exceed the allowable per diem, the amount allowed for meals as provided in
s. 112.061(6) (b), F.S., plus actual expenses for lodging at a single occupancy rate.
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Per diem shall be calculated using four six-hour periods (quarters)beginning at midnight for Class
A or when travel begins for Class B travel. Travelers may only switch from actual to per diem
while on Class A travel on a midnight to midnight basis. A traveler on Class A or B travel who
elects to be reimbursed on a per diem basis is allowed $20.00 for each quarter from the time of
departure until the time of return
Reimbursement for Meal Allowances That Exceed the State Rates
The Division shall not reimburse for any meal allowance that exceeds$6 for breakfast. $11 for lunch, or
$19 for dinner unless:
• For counties—the requirements of section 112.061(14). Florida Statutes, are satisfied,
• The costs do not exceed charges normally allowed by the Recipient in its regular operations as
the result of the Recipient's written travel policy (in other words, the reimbursement rates apply
uniformly to all travel by the Recipient); and,
• The costs do not exceed the reimbursement rates established by the United States General
Services Administration ("GSA")for that locale(see https://www.osa.clov/portal/content/104877).
Hotel Accommodations
• A traveler may not claim per diem or lodging reimbursement for overnight travel within fifty (50)
miles (one-way) of his or her headquarters or residence unless the circumstances necessitating
the overnight stay are fully explained by the traveler and approved by the Division.
• Absent prior approval from the Division, the cost of any hotel accommodation shall not
exceed $175 per night.
Training Costs Supporting Documentation
• Copies of contracts or agreements with consultants or sub-contractors providing services;
• Copies of invoices, receipts and cancelled checks, credit card statements and bank
statements for proof of payment;
• Copies of the agenda, certificates and/or sign in sheets (if using prepopulated sign in sheets
they must be certified by the Emergency Management Director or Lead Instructor verifying
attendance).
For travel and conferences related to EMPA activities:
• Copies of all receipts must be submitted (i.e., airfare, proof of mileage, toll receipts, hotel
receipts, car rental receipts, etc.) Receipts must be itemized and match the dates of
travel/conference;
• Copies of Conferences must be providing an agenda. Proof of payment is also required for all
travel and conferences. If the Recipient seeks reimbursement for travel costs that exceed the
amounts stated in section 112.061(6)(b), Florida Statutes ($6 for breakfast, $11 for lunch, and
$19 for dinner), then the Recipient must provide documentation that: The costs are
reasonable and do not exceed charges normally allowed by the Recipient in its regular
operations as a result of the Recipient's written travel policy: and participation of the
individual in the travel is necessary to the Federal award.
E. EXERCISES
Exercises conducted with grant funds should test and evaluate performance towards meeting capability
targets established in a jurisdiction's Integrated Preparedness Program (IPP)for the core capabilities
needed to address its greatest risks.
Allowable Exercise-Related Costs
• Design, Develop, Conduct and Evaluate an Exercise.This includes costs related to
planning, meeting space and other meeting costs, facilitation costs, materials and supplies.
travel. and documentation. Recipients are encouraged to use free public
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space/locations/facilities, whenever available, prior to the rental of space/locations/facilities.
Exercises shall provide the opportunity to demonstrate and validate skills learned, as well as
to identify any gaps in these skills. Gaps identified during an exercise including those for
children and individuals with disabilities or access and functional needs. shall be identified in
the AAR/IP and addressed in the exercise cycle.
• Hiring of Contractors or Consultants.Contractors or Consultants may be hired to support
direct exercise 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. The
services of contractors/consultants may also be procured to support the design,
development conduct and evaluation of exercises.
• Overtime and Backfill. The entire amount of overtime costs, including payments related to
backfilling personnel, which are the direct result of time spent on the design, development
and conduct of exercises are allowable expenses. These costs are allowed only to the extent
the payment for such services is in accordance with the policies of the local government. 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 p.m. to 5:00 p.m.), even though such work may benefit both
activities.
Travel. 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 the planning and conduct
of the exercise activities.
• Supplies. Supplies are items that are expended or consumed during the course of the
planning and conduct of the exercise activities (e.g., gloves, non-sterile masks, fuel, and
disposable protective equipment).
• Other Items. These costs are limited to items consumed in direct support of exercise
activities such as the rental of space/locations for planning and conducting an exercise, rental
of equipment, and the procurement of other essential nondurable goods, Recipients are
encouraged to use free public space/locations, whenever available, prior to the rental of
space/locations. Costs associated with inclusive practices and the provision of reasonable
accommodations and modifications that facilitate full access for children and adults with
disabilities are allowable.
When conducting an exercise that shall include meals for the attendees, the recipient shall submit a
request for approval to the Division no later than twenty-five (25)days prior to the event to allow for both
the Division and the Department of Financial Services to review. The request for meals must be submitted
on letterhead and must include the date of exercise, agenda, number of attendees, and costs of meals.
Unauthorized Exercise-Related Costs
• Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g.,
construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances).
The only vehicle costs that are reimbursable are fuel/gasoline or mileage;
• Equipment that is purchased for permanent installation and/or use, beyond the scope of
exercise conduct(e.g., electronic messaging signs);
• Durable and non-durable goods purchased for installation and/or use beyond the scope of
exercise conduct.
If the recipient seeks reimbursement for exercise activities, then the following shall be submitted:
• Documentation clearly indicating the purpose/objectives of the exercise(e.g. Situation
Manual, Exercise Plan);
• After-action report with Improvement Plan (AAR/IP), Sign-In sheets, Agenda;
• Receipts and proof of payment(e.g. canceled check, electronic funds transfer confirmation,
credit card statement, bank statement)for supplies expenditures(e.g. copying paper, gloves,
tap, etc.);
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• Invoices and proof of payment for Travel costs (e.g., internal travel voucher, airfare, mileage,
per diem, hotel) related to exercise activities;
• Proof of purchase methodology. if applicable (e.g. quotes, sole source, state contract,
competitive bid results).
No later than 90 days after completion of an exercise, the recipient must upload to the DEMES an After
Action Report(AAR) that includes the following:
An Improvement Plan; and,
A roster of participants.
F. MANAGEMENT AND ADMINISTRATIVE(M&A)
M&A activities are those defined as directly relating to the management and administration of EMPA
Program funds. such as financial management and monitoring. It should be noted that salaries of state
and local emergency managers are not typically categorized as M&A, unless the state or local EMA
chooses to assign personnel to specific M&A activities.
Management and Administrative Costs Supporting Documentation
• Copies of certified timesheets with employee and supervisor signature documenting hours
worked or Division Form 6 -Time and Effort and proof employee was paid (paystubs, earning
statements, and payroll expenditure reports);
• Costs for M&A activities are allowed up to 5% of the total award amount.
Supplanting Prohibited
Section 252.372, Florida Statutes, states that the monies from the EMPA Trust Fund"may not be used to
supplant existing funding." Additionally, Rule 27P-19.003(3). Florida Administrative Code, states: "Funds
received from the [EMPA] Trust Fund may not be used to supplant existing funding, nor shall funds from
one program under the Trust Fund be used to match funds received from another program under the
Trust Fund."
II. OTHER CRITICAL INFORMATION
A. RULE 27P-19, FLORIDA ADMINISTRATIVE CODE
Rule 27P-19.010(11), Florida Administrative Code, states: "Allowable costs shall be determined in
accordance with applicable Federal Office of Management and Budget Circulars..." Therefore, unless a
specific exception applies, 2 CFR Part 200 Subpart A(Definitions)and Subpart E (Cost Principles) shall
apply to this Agreement.
Expenses
To qualify for reimbursement under the terms of this Agreement, an expense incurred by the Recipient
must be reasonable and necessary for the successful completion of a task required by this Agreement. If
an expense fails to qualify as either reasonable or necessary to successfully compete a task, then the
Division shall not provide any reimbursement for that expense.
NOTE: This Scope of Work recognizes that each Recipient:
• Might be at a different level of preparedness than another Recipient
• Operates within a unique geography
• Faces unique threats and hazards
• Serves a unique population
Therefore, what might qualify as reasonable and necessary for one Recipient to successfully complete a
task under this Agreement might not qualify as reasonable and necessary for another Recipient to
successfully complete a task. Conversely,what might not qualify for one may qualify for another.
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To avoid a"one size fits all"approach, this Agreement provides some level of flexibility. If a unique cost
(e.g. equipment not listed on the EMPG AEL)qualifies as reasonable and necessary for the successful
completion of a task under this Agreement, and if the Recipient receives permission from the Division
prior to incurring that unique cost, then the Division shall reimburse the Recipient for that cost.
Performance
To qualify for reimbursement under the terms of this Agreement, the Recipient's performance must satisfy
the minimum level of service required for the successful completion of a task required by this Agreement.
If the performance fails to satisfy the minimum level of service, then the Division shall not provide any
reimbursement for that performance.
B. INDIRECT COSTS
Indirect cost is allowable under this program as described in 2 C.F.R. Part 200, including 2 G.F.R. §
200.414. Recipients with a negotiated cost rate agreement that desire to charge indirect costs to an
award must provide a copy of their negotiated indirect cost rate agreement at the time of application.
Recipients that are not required by 2 C.F.R. Part 200 to have a negotiated indirect cost rate agreement
but are required by 2 C.F.R. Part 200 to develop an indirect cost rate proposal must provide a copy of
their proposal at time of application. Post-award requests to charge indirect cost will be considered on
case-by-case basis and based upon the submission of an agreement or proposal.
C. PROCUREMENT
All Procurement transactions will be conducted in a manner providing full and open competition and shall
comply with the standards articulated in:
• 2 C.F.R. Part 200;
• Chapter 287, Florida Statues; and.
• Any local procurement policy.
Per 2 CFR 200.318 through 200.326, Recipients are required to adhere to certain procurement standards
for entering contracts for personnel or services. This includes full and open competition, methods of
procurement to follow, federal or passthrough entity review, and including federal provisions intro
contracts.
D. FINANCIAL CONSEQUENCES:
If a recipient fails to comply with the terms and conditions of the State award, the Division may terminate
the award in whole or part. If the noncompliance can be corrected, the Division may first attempt to direct
the recipient to correct the noncompliance. This may take the form of a Compliance Notification. If the
noncompliance cannot be correct or the recipient is nonresponsive, one or more of the following steps
may be taken:
(1) Temporarily withhold payments pending correction of the deficiency by the recipient.
(2) Disallow(that is, deny both use of funds and any applicable matching credit for) all or part of
the cost of the activity or action not in compliance.
(3) Wholly or partly suspend or terminate the award.
(4) Take other remedies that may be legally available.
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FY 2023 —2024 EMPA AGREEMENT
ATTACHMENT A (2)
PROPOSED PROGRAM BUDGET DETAIL WORKSHEET
The Recipient shall use the Emergency Management Preparedness and Assistance ("EMPA")Trust Fund
monies authorized by this Agreement in order to complete the tasks outlined in the Scope of Work
(Attachment A).
The"Proposed Program Budget Detail Worksheet" serves as a guide for both the Recipient and the
Division during the performance of the tasks outlined in the Scope of Work (Attachment A).
Prior to execution of this Agreement, the Recipient shall complete the"Proposed Program Budget Detail
Worksheet" listed below. If the Recipient fails to complete the"Proposed Program Budget Detail
Worksheet", then the Division shall not execute this Agreement.
After execution of this Agreement, the Recipient may change the allocation amounts in the"Proposed
Program Budget Detail Worksheet." If the Recipient changes the"Proposed Program Budget Detail
Worksheet", then the Recipient's quarterly reports must include an updated "Proposed Program Budget
Detail Worksheet"to reflect current expenditures.
BUDGET SUMMARY AND EXPENDITURES
RECIPIENT: XXXXXXX, COUNTY OF
AGREEMENT: A0000
1. PLANNING $
2. ORGANIZATION $
3. EQUIPMENT $105,806.00
4. TRAINING $
5. EXERCISE $
6. MANAGEMENT AND ADMINISTRATION S
7. TOTAL AWARD $ 105,806.00
FY 2023-2024 PROPOSED PROGRAM BUDGET DETAIL WORKSHEET-ELIGIBLE ACTIVITIES
(Not limited to activities belowL
Allowable Planning Costs Quantity Unit Cost Total Cost
Emergency Operations Plan
Salaries and Fringe Benefits
Supplies
Travel/per diem related to planning activities
TOTAL PLANNING EXPENDITURES $
Allowable Organization Costs Quantity Unit Cost Total Cost
Salaries and Fringe Benefits
Utilities(electric, water and sewage)
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Service/Maintenance agreements
Supplies/Materials
Memberships
Publications
Postage
Storage
TOTAL ORGANIZATION EXPENDITURES $
Allowable Equipment Acquisition Costs Quantity Unit Cost Total Cost
Personal protective equipment
Information technology
Cybersecurity enhancement equipment
_ 1
Interoperable communications equipment
Detection Equipment
Power equipment
Towable Diesel Generator 10GE-00-GENR 1-2 TBD 105,806.00
CBRNE Reference Materials
CBRNE Incident Response Vehicles
Physical Security Enhancement Equipment
Logistics
Other authorized equipment costs
21GN-00-OCEQ - EOC Equipment & Supplies
(provide description of EOC equipment & supplies)
TOTAL EQUIPMENT EXPENDITURES $105,806.00
Allowable Training Costs Quantity Unit Cost Total Cost
Salaries and Fringe Benefits
Develop. Deliver Training
Workshops and Conferences
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Certification/Recertification of Instructors
Travel
Supplies
Overtime and Backfill
TOTAL TRAINING EXPENDITURES $
Allowable Exercise Costs Quantity Unit Cost Total Cost
Salaries and Fringe Benefits
Design, Develop, Conduct and Evaluate an Exercise in
accordance with HSEEP standards
Exercise Planning Workshop
Travel
Supplies
Overtime and Backfill
TOTAL EXERCISE EXPENDITURES
Allowable Management and Administration Costs Quantity Unit Cost Total Cost
(Up to 5% of total award)
Salaries and Fringe Berefts
TOTAL MANAGEMENT AND ADMINISTRATION EXPENDITURES
TOTAL EXPENDITURES $105,806.00
REVISION DATE:
{
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FY 2023—2024 EMPA AGREEMENT
ATTACHMENT A (3)—QUARTERLY REPORTS
Recipients must provide the Division with quarterly financial reports and a final close-out report.
• Quarterly financial reports are due to the Division no later than forty-five (45)days after the end of
each quarter of the program year and must continue to be submitted each quarter until
submission of the final close-out report. The ending dates for each quarter of this program year
are September 30, December 31, March 31, and June 30.
Reporting Period Report due to Division no later than
July 1 through September 30 November 15
October 1 through December 31 February 15
January 1 through March 31 May 15
April 1 through June 30 August 15
The Recipient shall provide all support documentation for the quarterly financial reports.
A. The Recipient must provide all supporting documentation for the quarterly financial reports. The
Division shall accept back up documentation by email if the County is not able to upload on
Salesforce.
B. The Quarterly Tasks form 1 B is due with your quarterly financial report each quarter. This form
identifies all Emergency Management personnel's required training completed (or working
towards completion)as well as quarterly deliverables during the agreement period.
C. In order to ensure compliance with Rule 27P-19.011, Florida Administrative Code, the Local
Budget Match Requirement Form shall be completed and sent when the Local County Budget is
approved or by November 15, 2023. The County shall provide a copy of the current Emergency
Management Local Budget(General Revenue) including approved budget date with the form. If
the County's current budget is lower than the previous year, or the average of the last three
years,the county is required to request a Waiver no later than forty-five(45)days after the county
budget is approved
D. In a format provided by the Division, Form 4—Staffing Detail and position descriptions of each
funded county emergency management staff shall be submitted no later than November 15,
2023, or along with 151 quarter reimbursement submission, whichever occurs first.
E. The final close-out report is due sixty (60) days after termination of this Agreement by August 30,
2024, or 60 days after completion of activities contained in this agreement, whichever occurs first.
F. An administrative closeout may be conducted when a recipient is not responsive to the Division's
reasonable efforts to collect required reports, forms. or other documentation needed to complete
the standard award and/or closeout process. FDEM will make three written attempts to collect
required information before initiating an administrative closeout. If an award is administratively
closed, FDEM may decide to impose remedies for noncompliance per 2 C.F.R. § 200.339,
consider this information in reviewing future award applications, or apply special conditions to
existing or future award
39
1 6 F 6
FY 2023— 2024 EMPA AGREEMENT
ATTACHMENT B
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
If you are requesting an advance, indicate same by checking the box below.
I I ADVANCE REQUESTED
Advance payment of S is requested. Balance of payments will be made on a reimbursement basis. These
funds are needed to pay staff.award benefits to clients,duplicate forms and purchase start-up supplies and equipment. We
would not be able to operate the program without this advance.
If you are requesting an advance, complete the following chart and line item justification below.
ESTIMATED EXPENSES
BUDGET CATEGORY/LINE ITEMS Fiscal Year 2023 Anticipated Expenditures for
(list applicable line items) First Three Months of Contract
For example
ADMINISTRATIVE COSTS:
For example
PROGRAM EXPENSES:
TOTAL EXPENSES:
LINE ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the need for the
cash advance. The justification must include supporting documentation that clearly shows the advance will
be expended within the first ninety (90) days of the contract term. Support documentation should include, but
is not limited to the following: quotes for purchases, delivery timelines, salary and expense projections, etc.to
provide the Division reasonable and necessary support that the advance will be expended within the first
ninety (90) days of the contract term. Any advance funds not expended within the first ninety (90) days of the
contract term shall be returned to the Division Cashier, 2555 Shumard Oak Boulevard,Tallahassee, Florida
32399,within thirty (30) days of receipt, along with any interest earned on the advance)
*REQUESTS FOR ADVANCE PAYMENTS WILL BE CONSIDERED ON A CASE BY CASE BASIS`
Signature of Recipient/Subcontractor s Authorized Official Date:
Name and Title of Recipient/Subcontractor's Authorized Official
4()
16F6
FY 2023—2024 EMPA AGREEMENT
ATTACHMENT C
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY
EXCLUSION
Certification Regarding
Debarment, Suspension,Ineligibility
And Voluntary Exclusion
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Recipient, , certifies, by
submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible. or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
By:
Signature Recipient's Name
Name and Title Division Contract Number
Street Address Project Number
City. State, Zip
Date
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7r
16F6
FY 2023—2024 EMPA AGREEMENT
ATTACHMENT D
WARRANTIES AND REPRESENTATIONS
Financial Management
Recipient's financial management system must include the following:
(1) Accurate, current, and complete disclosure of the financial results of this project or program.
(2) Records that identify the source and use of funds for all activities. These records shall contain
information pertaining to grant awards, authorizations, obligations, unobligated balances, assets,
outlays, income, and interest.
(3) Effective control over and accountability for all funds, property. and other assets. Recipient shall
safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request for Payment. Whenever
appropriate, financial information should be related to performance and unit cost data.
(5) Written procedures to determine whether costs are allowed and reasonable under the provisions
of the applicable OMB cost principles and the terms and conditions of this Agreement.
(6) Cost accounting records that are supported by backup documentation.
Competition
(1) All procurement transactions shall be done in a manner to provide open and free competition.
(2) Recipient shall be alert to conflicts of interest as well as noncompetitive practices among
contractors that may restrict or eliminate competition or otherwise restrain trade. In order to
ensure excellent contractor performance and eliminate unfair competitive advantage, contractors
that develop or draft specifications. requirements, statements of work, invitations for bids and/or
requests for proposals shall be excluded from competing for such procurements.
(3) Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation
and is most advantageous to the Recipient. considering the price, quality, and other factors.
(4) Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill for the bid
or offer to be evaluated by the Recipient. All bids or offers may be rejected when it is in the
Recipient's interest to do so.
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16F6
Codes of Conduct
Recipient warrants the following:
(1) The Recipient shall maintain written standards of conduct governing the performance of its
employees engaged in the award and administration of contracts.
(2) No employee. officer, or agent shall participate in the selection, award, or administration of a
contract supported by public grant funds if a real or apparent conflict of interest would be
involved. Such a conflict would arise when the employee, officer, or agent, any member of his or
her immediate family, his or her partner, or an organization which employs or is about to employ
any of the parties indicated, has a financial or other interest in the firm selected for an award.
(3) 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.
(4) The standards of conduct shall provide for disciplinary actions to be applied for violations of the
standards by officers, employees, or agents of the Recipient.
Business Hours
The Recipient shall have its offices open for business,with the entrance door open to the public, and at
least one employee on site, from (Monday)through (Friday), and from(times) (8:00am )to (S:OOpm )
Licensing and Permitting
All subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all the particular work for which they are hired by the Recipient.
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16F
FY 2023—2024 EMPA AGREEMENT
ATTACHMENT E
STATEMENT OF ASSURANCES
The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies,
guidelines and requirements,including 2 C.F.R. Part 200; E.O. 12372 and Uniform Administrative
Requirements for Grants and Cooperative Agreements 28 CFR, Part 66, Common rule. that govern the
application, acceptance and use of Federal funds for this federally-assisted project.Also,the Applicant assures
and certifies that:
1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real
Property Acquisitions Act of 1970 (P.L. 91-646)which provides for fair and equitable treatment of
persons displaced as a result of Federal and federally assisted programs.
2. It will comply with provisions of Federal law which limit certain political activities of employees
of a State or local unit of government whose principal employment is in connection with an
activity financed in whole or in part by Federal grants(5 USC 1501, et.Seq.).
3. It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor
Standards Act.
4. It will establish safeguards to prohibit employees from using their positions for a purpose that is
or gives the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business,or other ties.
5. It will give the sponsoring agency or the Comptroller General,through any authorized
representative, access to and the right to examine all records, books, papers,or documents
related to the grant.
6. It will comply with all requirements imposed by the Federal sponsoring agency concerning
special requirements of law, program requirements,and other administrative requirements.
7. It will ensure that the facilities under its ownership,lease or supervision which shall be utilized
in the accomplishment of the project are not listed on the Environmental Protection Agency's
(EPA) list of Violating Facilities and that it will notify the Federal grantor agency of the receipt of
any communication from the Director of the EPA Office of Federal Activities indicating that a
facility to be used in the project is under consideration for listing by the EPA.
8. It will comply with the flood insurance purchase requirements of Section 102(a)of the Flood
Disaster Protection Act of 1973, Public Law 93-234, 87 Stat.975,approved December 31, 1976,
Section 102(a) requires, on and after March 2, 1975,the purchase of flood insurance in
communities where such insurance is available as a condition for the receipt of any Federal
financial assistance for construction or acquisition purposes for use in any ar
a that
has
an areaeen
identified by the Secretary of the Department of Housing and UrbanDevelopment as
having special flood hazards. The phrase"Federal financial assistance" includes any form of
loan,grant,guaranty, insurance payment, rebate,subsidy, disaster assistance loan or grant,or
any other form of direct or indirect Federal assistance.
9. It will assist the Federal grantor agency in its compliance with Section 106 of the National
Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the
Archeological and Historical Preservation Act of 1966(16 USC 569a-1 et seq.) by(a)consulting
with the State Historic Preservation Officer on the conduct of Investigations,as necessary,to
44
16F 6
identify properties listed in or eligible for inclusion in the National Register of Historic Places
that are subject to adverse effects(See 36 CFR Part 800,8) by the activity,and notifying the
Federal grantor agency of the existence of any such properties and by(b) complying with all
requirements established by the Federal grantor agency to avoid or mitigate adverse effects
upon such properties.
10. It will comply, and assure the compliance of all its Recipients 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.
45