Agenda 07/09/2024 Item #16F7 (To expand and improve pre-hospital emergency medical services utilizing State grant funds)07/09/2024
EXECUTIVE SUMMARY
Recommendation to provide after -the -fact approval for the County Manger or designee to execute
an EMS County Grant Program funding agreement with the Florida Department of Health,
Bureau of Emergency Medical Services for medical and rescue equipment and training in the
amount of $78,658.02 and to authorize necessary Budget Amendments.
OBJECTIVE: To expand and improve pre -hospital emergency medical services utilizing State grant
funds.
CONSIDERATIONS: On November 14, 2023, the Board of County Commissioners approved the
submittal of a SFY2023-24 grant application to the State of Florida Department of Health (FDOH),
Bureau of Emergency Medical Services in the amount of $78,658.02. The purpose of the grant is to
improve operational efficiency and increase the safety of patients and field personnel and funds will be
used to purchase medical and rescue equipment.
The County was sent a proposed funding agreement on June 27, 2024. FDOH advised that there would
be significant delays in funding if the County was not able to have the agreement executed before the end
of the State fiscal year or June 28, 2024. Due to the short turnaround time to execute the award, CMA
#5330 authorizes the County Manager to approve and execute grant awards, followed by "after -the -fact"
approval by the Board of County Commissioners at the next available Board meeting. The County
Manager approved the agreement on June 28, 2024.
FISCAL IMPACT: This grant requires no local match. A Budget Amendment is necessary to
appropriate the grant award of $78,658.02 within EMS Grant (4053), Project 33655.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
RECOMMENDATION: To provide after -the -fact approval for the County Manger or designee to
execute an EMS County Grant Program funding agreement with the Florida Department of Health,
Bureau of Emergency Medical Services for medical and rescue equipment in the amount of $78,658.02
and to authorize necessary Budget Amendments.
Prepared by: Cherie DuBock, Accounting Supervisor, Emergency Medical Services
ATTACHMENT(S)
1. UNEX MOA 2024 06-01 FDOH CGP C2411 (PDF)
2. CM MEMO 2024 06-28 FDOH CGP SFY23-24 AWD (PDF)
I Packet Pg. 846
07/09/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 161.7
Doe ID: 29337
Item Summary: Recommendation to provide after -the -fact approval for the County Manger or designee to
execute an EMS County Grant Program agreement with the Florida Department of Health, Bureau of Emergency
Medical Services for medical and rescue equipment and training in the amount of $78,658.02 and to authorize
necessary Budget Amendments.
Meeting Date: 07/09/2024
Prepared by:
Title: — Emergency Medical Services
Name: Cherie DuBock
07/01/2024 10:33 AM
Submitted by:
Title: — Emergency Medical Services
Name: Bruce Gastineau
07/01/2024 10:33 AM
Approved By:
Review:
Emergency Medical Services
Emergency Management
Grants
Office of Management and Budget
County Attorney's Office
Grants
Office of Management and Budget
County Manager's Office
Board of County Commissioners
Bruce Gastineau
EMS Chief Review
Michael Choate
Executive Director Review
Joanna Partyniewicz
Level 2 Grants Review
Debra Windsor
Level 3 OMB Gatekeeper Review
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Therese Stanley
OMB Reviewer
Agnieszka Chudy
OMB Reviewer
Amy Patterson
Level 4 County Manager Review
Geoffrey Willig
Meeting Pending
Completed
07/02/2024 2:20 PM
Completed
07/02/2024 3:28 PM
Completed
07/03/2024 9:23 AM
Completed
07/03/2024 9:24 AM
Completed
07/03/2024 9:26 AM
Completed
07/03/2024 9:52 AM
Completed
07/03/2024 10:29 AM
Completed
07/03/2024 10:44 AM
07/09/2024 9:00 AM
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DoruSign Envelope ID: 793650OA-63C4-4DB6-98FC-gC-BEA0280EED
This contract action has completed the Department's routing process and has
received the required approvals for execution.
Divisioil/CFID/Office: Division of Emergency Preparedness and
Community Support
Provider Name: Collier County Board of County Commissioners
Contract Number: C241 1
Original Contract Arnount: $78.658-02
Total Contract AMOLInt (executed actions): N/A
Original Conti -act Start Date: June 1, 2024
Contract End Date (exectited actions): May 31, 2025
DESCRIPTION OF CONTRACTUAL SERVICES:
Fxpansion and enhancement of Emergency Medical Services in area of covet -age as outlined in the
approved grant application (Attachment A).
CONTRLACT ACTION:
AMENDMENT(Y/N):
N
AMENDMENT AMOUNT:
N/A
CHANCE TO TEPM(Y/NT):
N
START DATF: N/A
END DATE: N/A
RENEWAL:
N
RENEWAL AMOUNT:
N/A
START DATE:
N/A
END DATE:
N/A
DESCRIPTION OF CONTRACT AMENDMENT ACTION:
N/A
This contract comulics with all of the folloi muirtments:
• A statement of work
• QuantifiRble and mevsurahtc dclh,crAbles
• Performance meftsures
• Financial consequences for nou-performance
• Terms and conditions which protect the interest of the state
• All requirCukehtg Of iRNY hHVV been met regarding the contract
• Documentation iu the contract rile is sufficient to support the contract and the attestation (exatuples:
business case; directive to establish couti-Rcl, subject research and analysis, etc.)
• If the contract is citablished by way of a COMI)Clilive SUliCitIttion an identificd in section 287.07(l), Florida
statutes, the costs of the contract are the most advantageous to the state orofferthe best value
__ (a
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DocuSign Envelope 10. 793650i]A-63C4-4086-98FC-13EBEA0280EEO
I HI-5,
C2411
Collier County Board of County Commissioners
MEMORANDUM OF AGREEMENT
BETWEEN
The FLORIDA DEPARTMENT OF HEALTH
And
Collier County Board of County Commissioners
This Memorandum of Agreement "Agreement" for Emergency Medical Services County Grants,
is entered into between the Florida Department of Health "Department", and Collier County
Board of County Commissioners "Grantee", each a "Party" and jointly referred to as the
"Parties". In consideration of the mutual covenants contained herein and other good and
valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties
agree as follows:
SECTION 1: DEFINITIONS
A. Definition of Terms:
1 Quarter: A three-month period of the executed agreement. The quarters for this
Agreement are July through September (Quarter One); October through
December (Quarter Two): January through March (Quarter Three); and April
through June (Quarter Four),
2) Emergency Medical Services (EMS)i A system that responds to emergencies in
need of highly skilled pre -hospital clinicians.
3) Emer_qency Medical Services County Grant: Grant funds divided among Florida's
67 counties according to the proportion of the combined amount deposited in the
trust fund from the county. These funds may not be used to match grant funds.
4) Grantee: A county emergency medical services organization for which the
Department has approved an application for an Emergency Medical Services
County Grant.
SECTION 11: GENERAL TERMS AND CONDITIONS
A. General Statement: The Grantee will receive $78,658-02 from General Appropriation
516 of the 2024-2025 Appropriations Act Laws of Florida," Grants and Aids — Emergency
Med�cal Services County Grants from Emergency Medical Services Trust Fund."
B, Legal Authority: This Agreement is made pursuant to the Specific Appropriation Line
item 516, 2024-2025 Appropriations Act and Section 401.111, Florida Statutes.
C. Entire Agreement: This Agreement embodies the entire Agreement and understanding
between the Parties, on the subject hereof.
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C2411
Collier County Board of County Commissioners
D. Term: The term of this Agreement is June 1, 2024 to May 31, 2025, or upon completion
of the project, or whichever is sooner.
SECTION III: PROPERTY AND EQUIPMENT
A. Property and equipment are defined as non -expendable, tangible property having a
useful life of more than one year with a cost of $5,000 or more.
All property and equipment purchased with Emergency Medical Services County
Grant funds must be:
a. Necessary to carry out the approved project�
b� Justified to and pre -approved by the Department;
C. Inventoried and tracked throughout the grant period� and
d. Protected with sufficient insurance and security safeguards.
B. All approved property and equipment must be purchased and received prior to the last
three months of the grant period unless prior written approval from the Department has
been obtained.
C. All equipment purchased with grant funds is the property of the grantee, and is subject to
Chapter 273, Flodda Statutes, dealing with state-owned tangible personal property and
the d�spositjon thereof, For research institutions not covered under Chapter 1000,
Florida Statutes, equipment no longer deemed to be useful will remain state property
and must be transferred or donated to a state agency or public university for
redistribution or disposition.
SECTION IV: SERVICES TO BE PROVIDED
A. Task List: Grantee will perform the following tasks:
1) Ensure the following tasks are performed as needed:
a. Grantee must complete the project as specified in the Department approved
Emergency Medical Services County Grant Program application (Attachment
A hereinafter referred to as the "Project").
b. Grantee will obtain all supplies, services, and labor for use in the
performance of this MOA at the lowest practicable cost and by means of
competitive bidding wherever practicable or required by Florida law.
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C2411
Collier County Board of County Commissioners
c. Provide a quarterly report to the Department outlining all items that were
purchased during the quarter, as well as any remaining items to be
purchased during the contract term.
A. Deliverables: Grantee must complete and submit the fo1owing deliverable in the time
and manner specified:
1) Quarterly: The Grantee must provide a quarterly report, reflecting all purchases
made in accordance with the approved Attachment A, to the Department
demonstrating progress toward completion of the Project as specified in the
Department approved Attachment A.
13, Method of Paymen :
1 ) Payment: This is a 100% advance payment.
2) Reporting Requirements: Grantee must submit a properly completed quarterly
report to the Agreement Manager within 15 days of the end of each quarter, At a
minimum, each report must be submitted on Grantee's letterhead, provide the
invoice date, and all activities completed during the invoice period. On a separate
page, the Grantee must provide the following:
a) Beginning budget amount;
b) Amount spent year to date:
0) Amount remaining in budget;
d) Statement cetfying the accuracy of the invoice; and
e) Signature of an individual with the authority to bind the Grantee.
3) Matching of State Funds
Funds received from the Department for this grant shall not be used as Matching
Funds for any Projects.
C. Special Provisions:
Allowable Costs: The Grantee may expend funds only for allowable costs
resulting from obligations incurred during the Agreement term. Allowable costs
are those that are related to the approved Attachment A.
2) Return of Fundsi Any balance of unobligated funds advanced or paid, or funds
that were not expended in accordance with the Attachment A must be refunded
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9 C2411
Collier County Board of County Commissioners
to the Department within three months of the grant end date.
3) Monitoring: The Grantee must permit persons duly authorized by the
Department to inspect any records, papers, documents, facilities, or goods and
services of the Grantee that are relevant to this grant, and interview any clients,
sub -contractors, and employees of the Grantee to assure the Department of
satisfactory performance of the Terms and Conditions of this grant. Monitoring
may take place at any time during the grant period or records retention period,
with reasonable advance notice, during normal business hours. Following such
evaluation, the Department may deliver to Grantee a written report of its findings
and may include written recommendations with regard to Grantee's performance
of the Terms and Conditions of this grant. Grantee will correct all noted
deficiencies identified by the Department within the specified period of time set
forth in the recommendations. Grantee's failure to correct noted deficiencies
may, at the sole and exclusive discretion of the Department, result in any one or
a combination of the following: 1) Grantee being deemed in breach or default of
this Agreement; 2) the termination of this grant.
4) Duties of Designated Grant Manager: The Grant Manager designated by the
Department shall reconcile and verify all funds received against all funds
expended dur�ng the term of this Agreement period and produce a final
reconciliation report. The final report for this project must identify any funds paid
in excess of the expenditures incurred by the Grantee or Sub -recipient.
5) Sovereign Immunity: Pursuant to section 768.28, Florida Statutes, the
Department is immune from civil or criminal liability resulting from acts or
omissions of the Grantee and the Grantee's agents, employees, or assigns.
6) Governinq Law and Venue: This Agreement is executed and entered into in the
State of Florida and will be construed and performed under the laws, rules, and
regulations of the State of Florida, Venue must be in Leon County, Florida, to the
exclusion of all other jurisdictions.
7) Indemnification: Grantee will be liable for, and indemnify, defend, and hold the
Department harmless from and against all claims, demands, suits, judgments, or
damages, including. but not limited to, court costs and attorneys' fees and
damages resulting from personal injury, including death or damage to property,
arising out of the negligence, intentional or unintentional acts or omissions of the
Grantee, and the Grantee's agents, assignees, sub -contractors, and employees,
that may arise during the course of the operation of this Agreement, or that arise
out of or relating to the subject property, the Project, or the use of grant money.
8) Modification: This Agreement may only be amended in writing and upon mutual
agreement by the Parties.
9) Termination:
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DocuSign Envelope lU 793660OA-63C4-4DB6-98FC-gFBF-AO280EEO
C2411
Collier County Board of County Commissioners
a) Termination Because of Lack of Funds: It is agreed that in the event
funds to finance this Agreement, or part of this Agreement, become
unavailable, the obligations of each Party, hereunder may be terminated
upon no less than 24 hours' notice in writing to the other Party. Said
notice will be delivered by certified mail, return receipt requested, or in
person with proof of delivery. The Department will be the final authority as
to the availability of state funds, and how any remaining funds will be
allocated among Grantees.
b) Termination for Breach: Unless the Grantee's breach is excused by the
Department, the Department may provide written notice to the Grantee
specifically setting forth the breach and allow a 30-calendar day period
whereby the Grantee may cure any such breach. The Department may
terminate any part or the whole of this Agreement in any of the following
circumstances:
If Grantee fails to provide services called for by this Agreement
within the time specified herein or any extension thereof.
If Grantee fails to perform any of the other provisions of this
Agreement.
iii. Except as set forth above, termination will be upon no less than 24
hours' notice in writing delivered by certified mail, return receipt
requested, or in person with proof of delivery.
C) All provisions of this Agreement that were not terminated, amended, or
modifed will remain in full effect and Grantee will continue performance
under any remaining provisions.
d) After receipt of a notice of termination, and except as otherwise directed
in writing, the Grantee will:
Stop work under this Agreement on the date and to the extent
specified in the notice of termination and take any other actions as
directed in writing from the Department,
Place no further orders or contracts for materials, services, or
facilities except as may be necessary for completion of such
portion of work under the Agreement as is not terminated.
iii. Terminate all outstanding orders and contracts to the extent that
they relate to the performance of work under this Agreement.
iv. Prepare all necessary reports and documents required under the
terms of this Agreement. Documents must be prepared up to the
date of termination and include the final report due upon
completion of this Agreement. The Department will provide no
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Collier County Board of County Commissioners
additional funds for administrative fees or for the completion of final
reports after the date of termination,
V. Notwithstanding anything to the contrary set forth herein, upon
termination of this Agreement, the Grantee may continue work on
the Project that is the subject of this MOA so long as such work is
funded by sources other than the Department.
10) Notice: Any notices given by either party to the other party under this Agreement
will be in writing and sent either: v�a email to the designated email address, by
overnight courier, with a verified receipt; or by registered or certified United
States Mail, postage prepaid. Either party's specified point of contacts may be
changed by notiyng the other party a minimum of one week prior to such
change. Notice will be deemed sufficiently given upon receipt at the following
addresses:
Department: Doug Woodlief
Director, Division of Emergency Preparedness and Community
Support
4052 Bald Cypress Way, Bin A-26
Tallahassee, FL. 32399
Doug.Woodlief@flhealth.gov
Grantee: Amy Patterson, County Manager
Collier County Board of County Commissioners
3299 Tamiami Trail East
Suite 700
Naples, FL 34112
Amy.Patterson@CollierCountyFL.gov
11) Cooperation with Inspectors General: To the extent applicable, the Parties will
cooperate with the inspector general in any investigation, audit, inspection,
review, or hearing pursuant to section 2C.055(5), Florida Statutes.
12) Public Records: The Grantee must keep and maintain public records, as defined
in Chapter 119, Florida Statutes that are required by the Department to perform
the services required by the grant, Questions regarding the application of
Chapter 119, Florida Statutes, and its duty to provide public records relating to
this Agreement, contact the custodian of public records at (850) 245-4005,
PublicRecordsRequest@flhealth.gov or 4052 Bald Cypress Way, Bin A02,
Tallahassee, FL 32399.
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DocuSign Envelope ID: 793C)500A-63C4-4DB6-98FC-9EBEA0280EEO
C241 1
Collier County Board of County Commissioners
SECTION V. AUTHORIZATION
IN WITNESS THEREOF, the Parties hereto have caused this 7-page Agreement to be executed
by their undersigned, duly authorized, officials:
Grantee: Collier County Board of County Commissioners
Name: Amy P V rson
Title: County Manager
Florida Department of Health
Date C-9
Date:
Name: Doug Woodlief
Title: Director, Division of Emergency Preparedness and Community Support
Jeffrey A.
and lcgality
Attorney
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Certificate Of Completion
Envelope Id: 79365DOA63C44DB698FC9EBEA0280EEO
Subject- Contract C241 1� Has been sent to the providers POC to obtain signature
Source Envelope:
Document Pages: 8 Signatures: 0
Certificate Pages! 5 Initials: 0
AulaNav: Enabled
Envelopeld Stamping: Enabled
Time Zone (UTC-05iOO) Eastern Time (US & Canada)
Record Tracking
Status: Original
6128/2D24 10:51:30 AM
Signer Events
Amy Lefstead
Amy.Lefstead@fihealth.gov
Security Level� Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 612812024 11-06:35 AM
ID: 9fa033a 1-Cb62-410e-b3l I-lbia(125c68aQ
Douglas Woodlief
Dc)uglas.Woodlief@flhealth.gov
Security LeveL Email, Account Authentication
(None)
Electronic Record and Signature Dlsclosure�
Accepted: 6t2812024 8:47:05 AM
ID: C04d2e96-bO5l-4Oc7-a5da-482bbD6l77eg
In Person Signer Events
Editor Delivery Events
Lexie Easton
alexandra.easton@flhcalth.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure;
Not Offered via DocuSign
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Carbon Copy Events
Sam Samlal
Sam.Samlal@ffhealth.gov
Secudty Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted� 3118/2024 4:10:38 PM
107 697812fl-b4ai5-45C)i-bOca-Od278bb(733a
Holder: Lexle Easton
alexiindra.easton@nhea[th.gov
Signature
Signature
Status
Status
Status
Status
Status
7�00-,
DocuSign
Status: Sent
Envelope Originator:
Lexie Easton
alexandra.easton@flhealth.gov
IP Ad dress: 167.78.4.21
Location: DocuSign
Timestamp
Sent; 6/2812024 11:04 A 5 AM
Viewed: 612MO24 11:06:35 AM
Timestamp
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Sent: 612812D24 1116-.2 2 AM
Timestamp
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Sent: 612812024 11:04:43 AM
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Carbon Copy Events
Amy Lefstead
Amy I efstead(pil health. gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 6128/2024 11:06:35 AM
ID: 9fa 033a 1 -cb62-41 Oe-01 1 -1 Da025c68af2
Amy Patterson
AMy.Patterson@CollierCountyFL.gov
Security Level: Ernafl, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSIgn
Witness Events
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Sent: 612812024 11!04:44 AM
Viewed: 612812024 11:06:11 AM
Sent: 612812024 11:04:44 AM
Viewed: 612M024 11:67:29 AM
Timestamp
Timestamp
Timestamps
6128/2024 11:04:44 AM
6128/2024 11:26:21 AM
6/28/2024 11:26:21 AM
6/28/2024 11:26:21 AM
Timestamps
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Electronic Record and Signature Disclosure created on: 3/24/2017 1:05:43 PM
Parties agreed to: Amy Lefstead, Douglas Woo(flief, Sam Sam[al, Amy Lefstead
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Ce0#IC7r_ C4,01414ty
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Office of Management & Budget
TO: Amy Patterson, County Manager
CC: Michael Choate
Public Safety Executive Director
FROM: Therese Stanley
Manager — OMB Grants Compliance
DATE: June 28, 2024
Grant Award Approval and Execution by the
County Manager, o��esignee:
County Manager
After -the -Fact Approval by the BCC is required at the
July 9, 2024, BCC meeting.
R E County Manager to accept and execute the annual County Grant Program award for the state
fiscal year 2023-24 from the Florida Department of Health (FDOH) in the amount of
$78,658.02. (ATF 24-010).
The Florida Emergency Management Services Grant is an annual formula grant program to improve
and expand prehospital emergency medical services in the County. Section 401.113, Florida Statutes,
gives authority to the FDOH to dispense funds contained in the Emergency Medical Services (EMS)
Trust Fund to counties. Forty-five (45) percent of the monies are divided among Florida's 67 counties
according to the proportion of the combined amount deposited in the trust fund on an annual basis.
The formula -based grant requires an application which was approved by the Board on November 11,
2023. The FDOH advised the County on several occasions that their process to provide advanced
funding was changing from an award letter to a legal funding agreement that would require execution.
On May 7, 2024, the County was notified that a Memorandum of Agreement (MOA) was developed and
routing through multiple levels of state approval to disburse funds as soon as possible. On June 27,
2024, the County received notice that the MOA had been issued with an execution deadline of June 28,
2024, prior to the state's fiscal year ending June 30th. FDOH further advised that if the deadline could
understandably not be met, FDOH would still honor funding, but the states process would need to revert
all unspent funds and request expanded authority to release the FY2023-24 funds in FY2024-25 which
would add several months to complete.
Due to the extremely short turnaround, it is necessary to utilize Collier County CMA 5330 which
authorizes the County Manager to approve and execute the award with a subsequent Board action at
the July 8, 2024, Board meeting.
Once you have reviewed the grant agreement, please sign the areas marked throughout the agreement
and call me for pickup at 239-252-2959.
Thank you, and please let me know if you have any questions regarding this request.
3299 Tarniarni Trail East, Suite 201 - Naples, Florida 34112-5746 - 239-252-8973 - FAX 239-252-8828
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