Backup Documents 11/12/2024 Item #16F10 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 1 6 F 1 C
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
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. Jeff Klatzkow County Attorney's Office
3,+kf, L(113
4-Bee-orf re Beard of County
CO 4' PLovajer Cemmissietiers nil 3
5. Minutes and Records Clerk of Court's Office
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 11/12/24 Agenda Item Number 1673 16.F.% (0
Approved by the BCC
Type of Document Grant Agreement EMPG G0559 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 11/12/24 and all changes made during
the meeting have been incorporated in the attached document. The County ,rp�
Attorney's Office has reviewed the changes,if applicable. Jy!''11
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 5Aki„0
Chairman's signature.
16F10
MEMORANDUM
Date: November 19, 2024
To: Christine Boni, Accountant II
Emergency Management
From: Martha Vergara, Sr. Deputy Clerk
Minutes & Records Department
Re: Grant Agreement for EMPG #G0559
Enclosed please find one (1) scanned original of the document referenced above
(Agenda Item #16F10), approved by the Board of County Commissioners on Tuesday,
November 12, 2024.
Our office has kept a copy of the referenced document to be kept as part of the Board's
Official Records.
If you have any questions, please contact me at 252-7240.
Thank you.
Enclosure
16F10
Agreement Number: G0559
FY2024 EMERGENCY MANAGEMENT PERFORMANCE AGREEMENT(EMPG)
2 C.F.R. §200.1 states that a"subaward may be provided through any form of legal agreement, including an agreement that the
pass-through entity considers a contract."
As defined by 2 C.F.R.§200.1, "pass-through entity"means"a non-federal entity that provides a subaward to a Sub-Recipient to
carry out part of a federal program."
As defined by 2 C.F.R. §200.1, "Sub-Recipient"means"a non-federal entity that receives a subaward from a pass-through entity
to carry out part of a federal award."
As defined by 2 C.F.R.§200.1, "Federal award"means"federal financial assistance that a non-federal entity receives directly from
a federal awarding agency or indirectly from a pass-through entity."
As defined by 2 C.F.R. §200.1,"subaward"means"an award provided by a pass-through entity to a Sub-Recipient for the Sub-
Recipient to carry out part of a federal award received by the pass-through entity."
The following information is provided pursuant to 2 C.F.R. §200.332:
Sub-Recipient's name: Collier County
Sub-Recipient's unique entity identifier: JWKJKYRPLLU6
Federal Award Identification Number(FAIN): EMA-2024-EP-05024
Federal Award Date: 10/01/023—09/30/2026
Subaward Period of Performance Start and End Date: 10/01/2024—03/31/2026
Budget Period Start and End Date: 07/01/2024—03/31/2026
Amount of Federal Funds Obligated by this Agreement: $98,895.00
Total Amount of Federal Funds Obligated to the Sub-Recipient
by the pass-through entity to include this Agreement: $98,895.00
Total Amount of the Federal Award committed to the Sub-Recipient
by the pass-through entity: $98,895.00
Federal award project description (see FFATA): See Article 1,Agreement Articles
Name of Federal awarding agency: Dept. of Homeland Security
Name of pass-through entity: FL. Division of Emergency Mgmt.
Contact information for the pass-through entity: Kevin Guthrie, Executive Director
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
Assistance Listings Number and Title 97.042-Emergency Management
Performance Grant(EMPG) Program
Whether the award is R&D: N/A
Indirect cost rate for the Federal award: 31.90%
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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"Sub-
Recipient").
For the purposes of this Agreement, the Division serves as the pass-through entity for a federal award, and the
Sub-Recipient serves as the recipient of a subaward.
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Sub-Recipient represents that it is fully qualified and eligible to receive these grant funds to provide the
services identified herein;
B. The State of Florida received these grant funds from the Federal Government, and the Division has the
authority to subgrant these funds to the Sub-Recipient upon the terms and conditions outlined below; and,
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Sub-Recipient agree to the following:
(1) APPLICATION OF STATE LAW TO THIS AGREEMENT
2 C.F.R. §200.302(a) provides: "Each state must expend and account for the Federal award in
accordance with state laws and procedures for expending and accounting for the state's own funds. . ." Therefore,
section 215.971, Florida Statutes, entitled "Agreements funded with federal or state assistance," applies to this
Agreement.
(2) LAWS, RULES, REGULATIONS AND POLICIES
a. The Sub-Recipient's performance under this Agreement is subject to 2 C.F.R. Part 200, entitled
"Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards."
b. As required by Section 215.971(1), Florida Statutes, this Agreement includes:
i. A provision specifying a scope of work that clearly establishes the tasks that the Sub-
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.
iii. A provision specifying the financial consequences that apply if the Sub-Recipient fails to
perform the minimum level of service required by the agreement.
iv. A provision specifying that the Sub-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 Sub-
Recipient is entitled under the terms and conditions of the agreement must be refunded to the Division.
c. In addition to the foregoing, the Sub-Recipient and the Division shall be governed by all applicable
State of Florida and Federal laws, rules and regulations, including those identified in Attachment D. 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.
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(3) CONTACT
a. In accordance with section 215.971(2)(a)1, Florida Statutes, the Division's Grant Manager shall be
responsible for enforcing performance of this Agreement's terms and conditions and shall serve as the Division's liaison
with the Sub-Recipient. The Grant Manager for the Division shall:
i. Monitor and document Sub-Recipient performance; and,
ii. Review and document all deliverables for which the Sub-Recipient requests payment.
b. The Division's Grant Manager for this Agreement is:
Tamisha Jenkins, Grant Manager
2555 Shumard Oak Boulevard
Tallahassee, Florida
Telephone: 850-815-4367
Email: Tamisha.Jenkinsem.myflorida.com
c. The name and address of the Representative of the Sub-Recipient responsible for the administration
of this Agreement is:
Dan E Summers
8075 Lely Cultural Pkwy, Suite 445
Naples, FL 34113
Telephone: 239-252-3600
Fax: 239-252-3700
Email: Dan.Summers@CollierCountyFL.gov
d. In the event that different representatives or addresses are designated by either party after execution
of this Agreement, notice of the name, title, and address of the new representative shall be provided to the other party.
(4) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(5) EXECUTION
This Agreement may be executed in counterparts, each of which shall be an original and
all of which shall constitute but one and the same instrument. This Agreement shall be signed by the Sub-Recipient and
returned to the Division for execution no later than forty-five (45) days following initial notification of receipt. Failure to
return the signed agreement by the deadline may result in termination of the grant award.
(6) MODIFICATION
Either party may request modification of the provisions of this Agreement. Changes which are agreed
upon shall be valid only when in writing, signed by each of the parties, and attached to the original of this Agreement.
Subrecipients may initiate a one-time extension of the period of performance by up to six (6) months
unless one or more of the conditions outlined in (i) through (iii) of this section apply. For one-time extensions, the
subrecipient shall notify the Division in writing with the supporting reasons and revised period of performance at least one
hundred eighty (180) calendar days before the end of the period of performance. This one-time extension shall not be
exercised merely for the purpose of spending down the award balance. Extensions require explicit prior Division approval
when:
(i)The terms and conditions of the federal award prohibit the extension.
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(ii) The extension requires additional federal funds.
(iii) The extension involves any change in the approved objectives or scope of the project.
(7) SCOPE OF WORK.
The Sub-Recipient shall perform the work in accordance with the Budget and Scope of Work,
Attachments A and B of this Agreement.
(8) PERIOD OF AGREEMENT.
This Agreement shall begin October 1, 2024 and shall end September 30, 2025 unless terminated
earlier in accordance with the provisions of Paragraph (17) of this Agreement. Consistent with the definition of"period of
performance" contained in 2 C.F.R. §200.1, the term "period of agreement" refers to the time during which the Sub-
Recipient"may incur new obligations to carry out the work authorized under"this Agreement. In accordance with 2
C.F.R. §200.1, the Sub-Recipient may receive reimbursement under this Agreement only for"allowable costs incurred
during the period of performance." In accordance with section 215.971(1)(d), Florida Statutes, the Sub-Recipient may
expend funds authorized by this Agreement"only for allowable costs resulting from obligations incurred during"the period
of agreement.
(9) FUNDING
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 shall reimburse the Sub-Recipient only for allowable costs incurred by the Sub-Recipient
in the successful completion of each deliverable. The maximum reimbursement amount for each deliverable is outlined in
Attachment A and B of this Agreement ("Budget and Scope of Work"). The maximum reimbursement amount for the
entirety of this Agreement is$ 98,895.00.
d. As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement shall include a
certification, signed by an official who is authorized to legally bind the Sub-Recipient, which reads as follows: "By signing
this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the
expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions
of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact,
may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S.
Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)."
e. The Division shall review any request for reimbursement by comparing the documentation provided
by the Sub-Recipient against a performance measure, outlined in Attachment B, that clearly delineates:
i. The required minimum acceptable level of service to be performed; and,
ii. The criteria for evaluating the successful completion of each deliverable.
f. The performance measure required by section 215.971(1)(b), Florida Statutes, remains consistent
with the requirement for a"performance goal", which is defined in 2 C.F.R. §200.1 as "a target level of performance
expressed as a tangible, measurable objective, against which actual achievement can be compared." It also remains
consistent with the requirement, contained in 2 C.F.R. §200.329, that the Division and the Sub-Recipient"relate financial
data to performance goals and objectives of the Federal award."
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g. If authorized by the federal awarding agency, then the Division shall reimburse the Sub-Recipient for
overtime expenses in accordance with 2 C.F.R. § 200.430 ("Compensation—personal services") and 2 C.F.R. §200.431
("Compensation—fringe benefits"). If the Sub-Recipient seeks reimbursement for overtime expenses for periods when no
work is performed due to vacation, holiday, illness, failure of the employer to provide sufficient work, or other similar
cause (see 29 U.S.C. §207(e)(2)), then the Division shall treat the expense as a fringe benefit. 2 C.F.R. § 200.431(a)
defines fringe benefits as "allowances and services provided by employers to their employees as compensation in
addition to regular salaries and wages." Fringe benefits are allowable under this Agreement as long as the benefits are
reasonable and are required by law, Sub-Recipient-employee agreement, or an established policy of the Sub-Recipient.
2 C.F.R. §200.431(b) provides that the cost of fringe benefits in the form of regular compensation paid to employees
during periods of authorized absences from the job, such as for annual leave, family-related leave, sick leave, holidays,
court leave, military leave, administrative leave, and other similar benefits, are allowable if all of the following criteria are
met:
i. They are provided under established written leave policies;
ii. The costs are equitably allocated to all related activities, including federal awards; and,
iii. The accounting basis (cash or accrual) selected for costing each type of leave is consistently
followed by the non-federal entity or specified grouping of employees.
h. If authorized by the federal awarding agency, then the Division shall reimburse the Sub-Recipient for
travel expenses in accordance with 2 C.F.R. §200.475. Reimbursement for travel shall be in accordance with section
112.061, Florida Statutes, which includes submission of the claim on the approved state travel voucher. If the Sub-
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 Sub-Recipient shall provide documentation that:
i. The costs are reasonable and do not exceed charges normally allowed by the Sub-Recipient
in its regular operations as a result of the Sub-Recipient's written travel policy; and,
ii. Participation of the individual in the travel is necessary to the Federal award.
i. 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 grant agreement period and produce a final
reconciliation report. The final report shall identify any funds paid in excess of the expenditures incurred by the Sub-
Recipient.
j. As defined by 2 C.F.R. § 200.1, the term "improper payment" means or includes:
i. 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,
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.
k. 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 and may not exceed fifty percent of the grant award. If
an advance payment is requested, an estimated expense table and justification statement shall be included with this
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Agreement as indicated in Attachment E, Justification of Advance Payment. Attachment E shall specify the amount of
advance disbursement requested and provide an explanation of the necessity for and proposed use of the funds.
(10)RECORDS
a. As required by 2 C.F.R. § 200.337, the federal awarding agency, Inspectors General, the Comptroller
General of the United States, and the Division, or any of their authorized representatives, shall enjoy the right of access to
any documents, papers, or other records of the Sub-Recipient which are pertinent to the Federal award, in order to make
audits, examinations, excerpts, and transcripts. The right of access also includes timely and reasonable access to the
Sub-Recipient's personnel for the purpose of interview and discussion related to such documents. Finally, the right of
access is not limited to the required retention period but lasts as long as the records are retained.
b. 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 Sub-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 Sub-Recipient's personnel for the purpose of interview and discussion
related to such documents.
c. As required by 2 C.F.R. §200.334, the Sub-Recipient shall retain sufficient records to show its
compliance with the terms of this Agreement, as well as the compliance of all subcontractors or consultants paid from
funds under this Agreement for a period of three(3) years from the date of submission of the final expenditure report. The
following are the only exceptions to the three (3)year requirement: Financial records, supporting documents, statistical
records, and all other non-federal entity records pertinent to a federal award shall be retained for a period of three (3)
years from the date of submission of the final expenditure report or, for federal awards that are renewed quarterly or
annually, from the date of the submission of the quarterly or annual financial report, respectively, as reported to the
federal awarding agency or pass-through entity in the case of a Sub-Recipient. federal awarding agencies and pass-
through entities shall not impose any other record retention requirements upon non-federal entities.
i. If any litigation, claim, or audit is started before the expiration of the three (3) year period, the records shall be
retained until all litigation, claims, or audit findings involving the records have been resolved and final action
taken.
ii. When the non-federal entity is notified in writing by the federal awarding agency, cognizant agency for audit,
oversight agency for audit, cognizant agency for indirect costs, or pass-through entity to extend the retention
period.
iii. Records for real property and equipment acquired with federal funds shall be retained for three (3) years after
final disposition.
iv. When records are transferred to or maintained by the federal awarding agency or pass-through entity, the three
(3) year retention requirement is not applicable to the non-federal entity.
v. Records for program income transactions after the period of performance. In some cases, recipients shall report
program income after the period of performance. Where there is such a requirement, the retention period for the
records pertaining to the earning of the program income starts from the end of the non-federal entity's fiscal year
in which the program income is earned.
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vi. Indirect cost rate proposals and cost allocations plans. This paragraph applies to the following types of
documents and their supporting records: Indirect cost rate computations or proposals, cost allocation plans, and
any similar accounting computations of the rate at which a particular group of costs is chargeable (such as
computer usage chargeback rates or composite fringe benefit rates).
1. If submitted for negotiation. If the proposal, plan, or other computation is required to be submitted to the
federal Government (or to the pass-through entity) to form the basis for negotiation of the rate, then the
three (3)year retention period for its supporting records starts from the date of such submission.
2. If not submitted for negotiation. If the proposal, plan, or other computation is not required to be submitted
to the federal Government(or to the pass-through entity)for negotiation purposes, then the three (3) year
retention period for the proposal, plan, or computation and its supporting records starts from the end of
the fiscal year(or other accounting period) covered by the proposal, plan, or other computation.
d. In accordance with 2 C.F.R. §200.335, the federal awarding agency shall request transfer of certain
records to its custody from the Division or the Sub-Recipient when it determines that the records possess long-term
retention value. However, in order to avoid duplicate recordkeeping, the federal awarding agency may make
arrangements for the non-federal entity to retain any records that are continuously needed for joint use.
e. In accordance with 2 C.F.R. §200.336, the Division shall always provide or accept paper versions of
Agreement information to and from the Sub-Recipient upon request. If paper copies are submitted, then the Division shall
not require more than an original and two copies. When original records are electronic and cannot be altered, there is no
need to create and retain paper copies. When original records are paper, electronic versions may be substituted through
the use of duplication or other forms of electronic media provided that they are subject to periodic quality control reviews,
provide reasonable safeguards against alteration, and remain readable.
f. As required by 2 C.F.R. §200.303(e), the Sub-Recipient shall take reasonable measures to
safeguard protected personally identifiable information and other information the federal awarding agency or the Division
designates as sensitive or the Sub-Recipient considers sensitive consistent with applicable federal, state, local, and tribal
laws regarding privacy and obligations of confidentiality.
g. Section 286.011, Florida Statutes (Florida's Government in the Sunshine Law), provides the citizens
of Florida with a right of access to governmental proceedings and mandates three, basic requirements: (1) meetings of
public boards or commissions shall be open to the public; (2) reasonable notice of such meetings shall be given; and (3)
minutes of the meetings shall 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, Section
286.011, Florida Statutes (Florida's Government in the Sunshine Law), also 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, Section 286.011, Florida Statutes, 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 Section 286.011, Florida Statutes, (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 Sub-Recipient based upon the funds provided under this Agreement, the meetings of the
Sub-Recipient's governing board or the meetings of any subcommittee making recommendations to the governing board
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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.
h. Chapter 119, Florida Statutes (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 chapter 119,
Florida Statutes.
i. The Sub-Recipient shall maintain all records for the Sub-Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program costs, in a form
sufficient to determine compliance with the requirements and objectives of the Program Budget and Scope of Work -
Attachment A and B-and all other applicable laws and regulations.
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) 815-7671,
Records@em.myflorida.com, or 2555 Shumard Oak Boulevard, Tallahassee, FL
32399.
(11)AUDITS
a. The Sub-Recipient shall comply with the audit requirements contained in 2 C.F.R. Part 200, Subpart
F.
b. In accounting for the receipt and expenditure of funds under this Agreement, the Sub-Recipient shall
follow Generally Accepted Accounting Principles ("GAAP"). As defined by 2 C.F.R. §200.1, GAAP "has the meaning
specified in accounting standards issued by the Government Accounting Standards Board (GASB) and the Financial
Accounting Standards Board (FASB)."
c. When conducting an audit of the Sub-Recipient's performance under this Agreement, the Division
shall use Generally Accepted Government Auditing Standards ("GAGAS"). As defined by 2 C.F.R. §200.1, 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."
d. 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 Sub-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 Sub-Recipient of such non-compliance.
e. The Sub-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
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independent auditor shall state that the audit complied with the applicable provisions noted above. The audit shall be
received by the Division no later than nine (9) months from the end of the Sub-Recipient's fiscal year.
f. The Sub-Recipient shall send copies of reporting packages for audits conducted in accordance with 2
C.F.R. Part 200, by or on behalf of the Sub-Recipient, to the Division at the following address:
DEMSingleAudit@em.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
g. The Sub-Recipient shall send the Single Audit reporting package and Form SF-SAC to the Federal
Audit Clearinghouse by submission online at:
https://facides.census.qov
h. The Sub-Recipient shall send any management letter issued by the auditor to the Division at the
following address:
DEMSingleAudit(cr�em.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(12)REPORTS
a. Consistent with 2 C.F.R. § 200.328, the Sub-Recipient shall provide the Division with quarterly
reports and a close-out report. These reports shall include the current status and progress by the Sub-Recipient and all
subcontractors in completing the work described in Attachment B-Scope of Work and the expenditure of funds under this
Agreement, in addition to any other information requested by the Division.
b. Quarterly reports are due to the Division no later than thirty (30) days after the end of each quarter of
the program year and shall be sent each quarter until submission of the close-out report. The ending dates for each
quarter of the program year are March 31, June 30, September 30, and December 31.
c. The close-out report is due sixty (60) days after termination of this Agreement or thirty (30) days after
completion of the activities contained in this Agreement, whichever first occurs.
d. If all required reports and copies are not sent to the Division or are not completed in a manner
acceptable to the Division, then the Division may withhold further payments until they are completed or may take other
action as stated in Paragraph (16) REMEDIES. "Acceptable to the Division" means that the work product was completed
in accordance with Attachments A and B of this Agreement.
e. The Sub-Recipient shall provide additional program updates or information that may be required by
the Division.
f. The Sub-Recipient shall provide additional reports and information identified in Attachment B.
(13)MONITORING.
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a. Consistent with 2 C.F.R. §200.328 the Sub-Recipient shall monitor its performance under this
Agreement, as well as that of its subcontractors and/or consultants who are paid from funds provided under this
Agreement, to ensure that time schedules are being met, the Schedule of Deliverables and Scope of Work are being
accomplished within the specified time periods, and other performance goals are being achieved. A review shall be done
for each function or activity in Attachment B to this Agreement and reported in the quarterly report.
b. In addition to reviews of audits, monitoring procedures may include, but not be limited to, On-site
visits by Division staff, limited scope audits, and/or other procedures. The Sub-Recipient agrees to comply and cooperate
with any monitoring procedures/processes deemed appropriate by the Division. In the event that the Division determines
that a limited scope audit of the Sub-Recipient is appropriate, the Sub-Recipient agrees to comply with any additional
instructions provided by the Division to the Sub-Recipient regarding such audit. The Sub-Recipient further agrees to
comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief
Financial Officer or Auditor General. In addition, the Division shall monitor the performance and financial management by
the Sub-Recipient throughout the contract term to ensure timely completion of all tasks.
(14)LIABILITY
a. Unless Sub-Recipient is a State agency or subdivision, as defined in section 768.28(2), Florida
Statutes, the Sub-Recipient is solely responsible to parties it deals with in carrying out the terms of this Agreement; as
authorized by section 768.28(19), Florida Statutes, Sub-Recipient shall hold the Division harmless against all claims of
whatever nature by third parties arising from the work performance under this Agreement. For purposes of this
Agreement, Sub-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 Sub-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 Sub-Recipient to which sovereign immunity applies. Nothing herein shall
be construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in any matter
arising out of any contract.
c. As defined in section 200.310 Insurance Coverage: The non-federal entity shall, at a
minimum, provide the equivalent insurance coverage for real property and equipment acquired or improved with
federal funds as provided to property owned by the non-federal entity. Federally-owned property need not be
insured unless required by the terms and conditions of the federal award.
(15)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 terminate and the Division has the option to exercise any of its remedies set forth in
Paragraph (16); 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 if:
a. Any warranty or representation made by the Sub-Recipient in this Agreement or any previous
agreement with the Division is or becomes false or misleading in any respect, or if the Sub-Recipient fails to keep or
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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. Material adverse changes occur in the financial condition of the Sub-Recipient at any time during the
term of this Agreement, and the Sub-Recipient fails to cure this adverse change within thirty (30) days from the date
written notice is sent by the Division;
c. Any reports required by this Agreement have not been submitted to the Division or have been
submitted with incorrect, incomplete, or insufficient information; or,
d. The Sub-Recipient has failed to perform and complete on time any of its obligations under this
Agreement.
(16)REMEDIES
If an Event of Default occurs, then the Division shall, after thirty (30) calendar days written notice to the
Sub-Recipient and upon the Sub-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 Sub-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 Sub-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:
i. Request additional information from the Sub-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 Sub-Recipient to suspend, discontinue or refrain from incurring costs for any
activities in question or
iv. Require the Sub-Recipient to reimburse the Division for the amount of costs incurred for any
items determined to be ineligible;
f. The Division may Administratively close an Agreement. The Division may use the administrative close-
out process when a Sub-Recipient is not responsive to reasonable efforts to collect required reports
needed to complete the standard close-out process. The Division shall make three (3)written attempts
to collect required reports before initiating administrative close-out. In addition, if an agreement is
administratively closed, the Division 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 awards. If the Division needs to administratively close an agreement, this may
negatively impact a Sub-Recipient's ability to obtain future funding; and
g. Exercise any other rights or remedies which may be available under law.
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Pursuing any of the above remedies shall 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 Sub-Recipient, it shall 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 Sub-Recipient.
(17)TERMINATION
a. The Division may terminate this Agreement for cause after thirty days (30)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 Sub-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 cause after rejecting an appeal submitted due to
noncompliance, nonactivity, and/or a lack of expenditures for four(4) consecutive quarterly reporting periods.
c. 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 Sub-Recipient with thirty (30) calendar days prior written notice.
d. The parties may agree to terminate this Agreement for their mutual convenience through a written
amendment of this Agreement. The amendment shall state the effective date of the termination and the procedures for
proper closeout of the Agreement.
e. In the event that this Agreement is terminated, the Sub-Recipient shall not incur new obligations for
the terminated portion of the Agreement after the Sub-Recipient has received the notification of termination. The Sub-
Recipient shall cancel as many outstanding obligations as possible. Costs incurred after receipt of the termination notice
shall be disallowed. The Sub-Recipient shall not be relieved of liability to the Division because of any breach of
Agreement by the Sub-Recipient. The Division may, to the extent authorized by law, withhold payments to the Sub-
Recipient for the purpose of set-off until the exact amount of damages due the Division from the Sub-Recipient is
determined.
(18)PROCUREMENT
a. The Sub-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 as
well as Appendix II to 2 C.F.R. Part 200 (entitled "Contract Provisions for Non-Federal Entity Contracts Under Federal
Awards").
b. As required by 2 C.F.R. § 200.318(i), the Sub-Recipient shall"maintain records sufficient to detail the
history of procurement. These records shall 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 Sub-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 Sub-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 Sub-Recipient chooses to subcontract any of
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the work required under this Agreement, then the Sub-Recipient shall forward to the Division a copy of any solicitation
(whether competitive or non-competitive) at least ten (10) days prior to the publication or communication of the
solicitation. The Division shall review the solicitation and provide comments, if any, to the Sub-Recipient within seven (7)
business days. Consistent with 2 C.F.R. §200.325, the Division shall 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 shall not substitute its judgment for that of the Sub-Recipient. While
the Sub-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 Sub-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 Sub-Recipient as quickly
as possible within the seven (7) business day window outlined above. If the Sub-Recipient publishes a competitive
solicitation after receiving comments from the Division that the solicitation is deficient, then the Division may:
i. Terminate this Agreement in accordance with the provisions outlined in paragraph (17)
above; and,
ii. Refuse to reimburse the Sub-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 Sub-Recipient chooses to subcontract any of
the work required under this Agreement, then the Sub-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 Sub-Recipient within seven (7) business days. Consistent with 2 C.F.R. § 200.325, the Division shall 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 shall not substitute its
judgment for that of the Sub-Recipient. While the Sub-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 Sub-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 Sub-Recipient as quickly as possible within the
seven (7) business day window outlined above. If the Sub-Recipient executes a subcontract after receiving a
communication from the Division that the subcontract is non-compliant, then the Division may:
i. Terminate this Agreement in accordance with the provisions outlined in paragraph (17)
above; and,
ii. Refuse to reimburse the Sub-Recipient for any costs associated with that subcontract.
f. The Sub-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 Sub-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. effected
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g. As required by 2 C.F.R. §200.318(c)(1), the Sub-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."
h. As required by 2 C.F.R. §200.319(b) contractors that develop or draft specifications, requirements,
statements of work, or invitations for bids or requests for proposals shall be excluded from competing for such
procurements. The Sub-Recipient or pass-thru entity shall disclose to the Division, in writing, any real or potential conflict
of interest that may arise during the administration of the Federal award, as defined by federal statutes or regulations, or
their own existing policies, within five (5) days of learning of the conflict of interest. "Conflict of interest" is considered as
any situation where an employee, officer, or agent, any members of his or her immediate family, or his or her partner has
a close personal relationship, business relationship, or professional relationship, with a recipient or Sub-Recipient.
i. As required by 2 C.F.R. § 200.319(a), the Sub-Recipient shall conduct any procurement under this
agreement"in a manner providing full and open competition." Accordingly, the Sub-Recipient shall not:
i. 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.
j. "Except in those cases where applicable Federal statutes expressly mandate or encourage"
otherwise, the Sub-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.
k. The Sub-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.
I. The Sub-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.
m. For each subcontract, the Sub-Recipient shall provide information to the Division as to whether that
subcontractor is a minority business enterprise, as defined in Section 288.703, Florida Statutes, except for the
requirement the subcontractor be domiciled in Florida, on the required Procurement Method Report (Form 5).
Additionally, the Sub-Recipient shall comply with the requirements of 2 C.F.R. §200.321 ("Contracting with small and
minority businesses, women's business enterprises, and labor surplus area firms").
n. The Federal Emergency Management Agency (FEMA) has developed helpful resources for Sub-
Recipients using federal grant funds for procurements. These resources are generally available at
https://www.fema.gov/grants/procurement. FEMA periodically 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
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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.
(19)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:
i. Exhibit 1 - Funding Sources
ii. Exhibit 2—Certification Regarding Telecommunications and Video
Restrictions
iii. Exhibit 3—Certification Regarding Lobbying
iv. Attachment A—Program Budget
v. Attachment B—Scope of Work
vi. Attachment C—Deliverables and Performance
vii. Attachment D—Program Statutes and Regulations
viii. Attachment E—Justification of Advance Payment
ix. Attachment F—Warranties and Representations
x. Attachment G—Certification Regarding Debarment, Suspension, Ineligibility
and Voluntary Exclusion
xi. Attachment H—Statement of Assurances
xii. Attachment I—Mandatory Contract Provisions
xiii. Attachment J—Financial and Program Monitoring Guidelines
xiv. Attachment K— EHP Guidelines
xv. Attachment L—Reimbursement Checklist
xvi. Attachment M—Foreign Country of Concern Affidavit—Personal Identifying
Information Contract
(20) PAYMENTS
a. If the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the Federal Office of Management and Budgeting, the State Chief Financial Officer or under
subparagraph (9)b. of this Agreement, all obligations on the part of the Division to make any further payment of funds
shall terminate, and the Sub-Recipient shall submit its closeout report within thirty (30) days of receiving notice from the
Division.
b. Invoices shall be submitted at least quarterly and shall include the supporting documentation for all
costs of the project or services. The final invoice shall be submitted within thirty(30) 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 Sub-Recipient's quarterly reporting as referenced in Paragraph (12) of this
Agreement.
c. Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as applicable,
section 216.181(16), Florida Statutes. All requests for advance payments shall be reviewed and considered on a case-by-
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case basis. All advances are required to be held in an interest-bearing account and shall not exceed fifty percent of the
grant award. If an advance payment is requested, an estimated expense table and justification statement shall be
included in this Agreement. All advance requests shall be submitted at the time of execution of the original agreement,
unless an Environmental Historical Preservation (EHP) review is required. If an EHP is required advance payments shall
not be processed until approval from FEMA has been received. Advance requests can only be made by completing
Attachment E and shall specify the amount of advance payment needed and provide an explanation of the necessity for
and proposed use of these funds. No advance shall be accepted for processing if a reimbursement has been paid prior to
the submittal of a request for advanced payment. After the initial advance, if any, payment shall be made on a
reimbursement basis as needed.
(21)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, Sub-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.
(22) MANDATED CONDITIONS
a. The validity of this Agreement is subject to the truth and accuracy of all the information,
representations, and materials submitted or provided by the Sub-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 Sub-Recipient, cause the
termination of this Agreement and the release of the Division from all its obligations to the Sub-Recipient.
b. The laws of the State of Florida shall govern this Agreement. The Division and the Sub-Recipient
submit to the jurisdiction of the courts of the State of Florida exclusively for any legal action related to this Agreement.
Further, the Sub-Recipient hereby waives any and all privileges and rights relating to venue it may have under chapter 47,
Florida Statutes, and any and all such venue privileges and rights it may have under any other statute, rule, or case law,
including, but not limited to those grounded on convenience. The Sub-Recipient hereby submits to venue in the county
chosen by the Division, to wit: Leon County, Florida.
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 Sub-Recipient agrees to comply with the Americans With Disabilities Act(Public Law 101-336,
42 U.S.C. Section 12101 et seq.), 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.
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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 shall not submit a bid on a contract to provide any goods or services to a public
entity, shall not submit a bid on a contract with a public entity for the construction or repair of a public building or public
work, shall not submit bids on leases of real property to a public entity, shall not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with a public entity, and shall not transact business with
any public entity in excess of$25,000.00 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 Sub-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:
i. 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 (5) 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 (22) f. ii. of this certification; and,
iv. Have not within a five (5) year period preceding this Agreement had one or more public
transactions (federal, state or local)terminated for cause or default.
g. If the Sub-Recipient is unable to certify to any of the statements in this certification, then the Sub-
Recipient shall attach an explanation to this Agreement.
h. In addition,the Sub-Recipient shall send to the Division (by email or by facsimile
transmission)the completed "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion" (Attachment G)for each intended subcontractor which Sub-Recipient plans to fund under this
Agreement. The form shall be received by the Division before the Sub-Recipient enters into a contract with any
subcontractor.
i. The Division reserves the right to unilaterally cancel this Agreement if the Sub-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 Sub-Recipient created or received under this Agreement.
j. If the Sub-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 shall not intentionally award publicly funded contracts to any contractor who
knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8
U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INA")]. The Division shall consider the
employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the
Sub-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.
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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 subdivision granting to the state a security
interest in the property at least to the amount of state funds provided for at least five(5) years from the date of purchase
or the completion of the improvements or as further required by law.
m. Unless preempted by federal law, 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), F.S., 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.
n. If applicable, pursuant to Section 255.0993, Florida Statutes, the Sub-Recipient shall ensure that any
iron or steel product, as defined in Section 255.0993(1)(b), Florida Statutes, that is permanently incorporated in the
deliverable(s) resulting from this project, must be produced in the United States.
(23)LOBBYING PROHIBITION
a. 2 C.F.R. §200.450 prohibits reimbursement for costs associated with certain lobbying activities.
b. 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."
c. 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.
d. The Sub-Recipient certifies, by its signature to this Agreement, that to the best of his or her
knowledge and belief:
i. No federal appropriated funds have been paid or shall be paid, by or on behalf of the Sub-
Recipient, to any person for influencing or attempting to influence an officer or employee of any agency, a member of
Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding
of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment or modification of any federal contract,
grant, loan or cooperative agreement.
ii. If any funds other than federal appropriated funds have been paid or shall be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer
or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan or
cooperative agreement, the Sub-Recipient shall complete and submit Standard Form-LLL, "Disclosure of Lobbying
Activities."
iii. The Sub-Recipient shall require that this certification be included in the award documents for
all subawards (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and
that all Sub-Recipients shall certify and disclose.
iv. This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be
subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
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v. If this subgrant agreement amount is $100,000 or more, the Sub-Recipient, and
subcontractors, as applicable, shall sign Attachment M—Certification Regarding Lobbying.
(24)COPYRIGHT, PATENT AND TRADEMARK
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; AND,ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE SUB-RECIPIENT TO THE STATE
OF FLORIDA.
a. If the Sub-Recipient has a pre-existing patent or copyright, the Sub-Recipient shall retain all rights
and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise.
b. If any discovery or invention is developed in the course of or as a result of work or services
performed under this Agreement, or in any way connected with it, the Sub-Recipient shall refer the discovery or invention
to the Division for a determination whether the State of Florida shall 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 Sub-Recipient shall notify the Division. Any
copyrights accruing under or in connection with the performance under this Agreement are transferred by the Sub-
Recipient to the State of Florida.
c. Within thirty (30) days of execution of this Agreement, the Sub-Recipient shall disclose all intellectual
properties relating to the performance of this Agreement which he or she knows or should know could give rise to a patent
or copyright. The Sub-Recipient shall retain all rights and entitlements to any pre-existing intellectual property which is
disclosed. Failure to disclose shall indicate that no such property exists. The Division shall then, under Paragraph (24)
b., have the right to all patents and copyrights which accrue during performance of the Agreement.
d. If the Sub-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 Sub-Recipient shall become the
sole property of the Sub-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 Sub-Recipient, under this
Agreement, for Florida government purposes.
(25)LEGAL AUTHORIZATION
The Sub-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 Sub-Recipient also certifies that
the undersigned person has the authority to legally execute and bind Sub-Recipient to the terms of this Agreement.
(26)EQUAL OPPORTUNITY EMPLOYMENT
a. In accordance with 41 C.F.R. §60-1.4(b), the Sub-Recipient hereby agrees that it shall incorporate or
cause to be incorporated into any contract for construction work, or modification thereof, as defined in the regulations of
the Secretary of Labor at 41 CFR Chapter 60, which is paid for in whole or in part with funds obtained from the federal
government or borrowed on the credit of the federal government pursuant to a grant, contract, loan, insurance, or
19
1 6 F 1 0
guarantee, or undertaken pursuant to any federal program involving such grant, contract, loan, insurance, or guarantee,
the following equal opportunity clause:
During the performance of this contract, the contractor agrees as follows:
i. The contractor shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, sexual orientation, gender identity, or
national origin. The contractor shall take affirmative action to ensure that applicants are
employed, and that employees are treated during employment without regard to their
race, color, religion, sex, sexual orientation, gender identity, or national origin. Such
action shall include, but not be limited to the following:
Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. The contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices to be provided setting
forth the provisions of this nondiscrimination clause.
ii. The contractor shall, in all solicitations or advertisements for employees placed
by or on behalf of the contractor, state that all qualified applicants shall receive
considerations for employment without regard to race, color, religion, sex, sexual
orientation, gender identity, or national origin.
iii. The contractor shall not discharge or in any other manner discriminate against
any employee or applicant for employment because such employee or applicant has
inquired about, discussed, or disclosed the compensation of the employee or applicant or
another employee or applicant. This provision shall not apply to instances in which an
employee who has access to the compensation information of other employees or
applicants as a part of such employee's essential job functions discloses the
compensation of such other employees or applicants to individuals who do not otherwise
have access to such information, unless such disclosure is in response to a formal
complaint or charge, in furtherance of an investigation, proceeding, hearing, or action,
including an investigation conducted by the employer, or is consistent with the
contractor's legal duty to furnish information.
iv. The contractor shall send to each labor union or representative of workers with
which he has a collective bargaining agreement or other contract or understanding, a
notice to be provided advising the said labor union or workers' representatives of the
contractor's commitments under this section and shall post copies of the notice in
conspicuous places available to employees and applicants for employment.
v. The contractor shall comply with all provisions of Executive Order 11246 of
September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary
of Labor.
vi. The contractor shall furnish all information and reports required by Executive
Order 11246 of September 24, 1965, and by rules, regulations, and orders of the
Secretary of Labor, or pursuant thereto, and shall permit access to his books, records,
and accounts by the administering agency and the Secretary of Labor for purposes of
investigation to ascertain compliance with such rules, regulations, and orders.
vii. In the event of the contractor's noncompliance with the nondiscrimination
clauses of this contract or with any of the said rules, regulations, or orders, this contract
may be canceled, terminated, or suspended in whole or in part and the contractor may
be declared ineligible for further Government contracts or federally assisted construction
contracts in accordance with procedures authorized in Executive Order 11246 of
September 24, 1965, and such other sanctions may be imposed and remedies invoked
as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or
order of the Secretary of Labor, or as otherwise provided by law.
20
16F10
viii. The contractor shall include the portion of the sentence immediately preceding
paragraph (1) and the provisions of paragraphs (1)through (8) in every subcontract or
purchase order unless exempted by rules, regulations, or orders of the Secretary of
Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965,
so that such provisions shall be binding upon each subcontractor or vendor. The
contractor shall take such action with respect to any subcontract or purchase order as
the administering agency may direct as a means of enforcing such provisions, including
sanctions for noncompliance:
Provided, however, that in the event a contractor becomes involved in, or is threatened
with, litigation with a subcontractor or vendor as a result of such direction by the
administering agency the contractor may request the United States to enter into such
litigation to protect the interests of the United States.
b. The Sub-Recipient further agrees that it shall be bound by the above equal opportunity clause with
respect to its own employment practices when it participates in federally assisted construction work: Provided, that if the
applicant so participating is a State or local government, the above equal opportunity clause is not applicable to any
agency, instrumentality or subdivision of such government which does not participate in work on or under the contract.
c. The Sub-Recipient agrees that it shall assist and cooperate actively with the administering agency
and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity
clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it shall furnish the administering
agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that
it shall otherwise assist the administering agency in the discharge of the agency's primary responsibility for securing
compliance.
d. The Sub-Recipient further agrees that it shall refrain from entering into any contract or contract
modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not
demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive
order and shall carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed
upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D
of the Executive order. In addition, the Sub-Recipient agrees that if it fails or refuses to comply with these undertakings,
the administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole or in part
this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to the Sub-Recipient under
the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has
been received from such Sub-Recipient; and refer the case to the Department of Justice for appropriate legal
proceedings.
(27)COPELAND ANTI-KICKBACK ACT
The Sub-Recipient hereby agrees that, unless exempt under federal law, it shall incorporate or cause to
be incorporated into any contract for construction work, or modification thereof, the following clause:
i. Contractor. The contractor shall comply with 18 U.S.C. §874, 40 U.S.C. §3145,
and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by
reference into this contract.
ii. Subcontracts. The contractor or subcontractor shall insert in any subcontracts
the clause above and such other clauses as the FEMA may by appropriate instructions
require, and also a clause requiring the subcontractors to include these clauses in any
21
16F10
lower tier subcontracts. The prime contractor shall be responsible for the compliance by
any subcontractor or lower tier subcontractor with all of these contract clauses.
iii. Breach. A breach of the contract clauses above may be grounds for termination
of the contract, and for debarment as a contractor and subcontractor as provided in 29
C.F.R. § 5.12.
(28)CONTRACT WORK HOURS AND SAFETY STANDARDS
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract that exceeds
$100,000 and involves the employment of mechanics or laborers, then any such contract shall include a provision for
compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under
40 U.S.C. 3702 of the Act, each contractor shall be required to compute the wages of every mechanic and laborer on the
basis of a standard work week of forty (40) hours. Work in excess of the standard work week is permissible provided that
the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in
excess of forty (40) hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and
provide that no laborer or mechanic shall be required to work in surroundings or under working conditions which are
unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or
articles ordinarily available on the open market, or contracts for transportation.
(29)CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract that exceeds
$150,000, then any such contract shall include the following provision:
Contractor agrees to comply with all applicable standards, orders or regulations issued
pursuant to the Clean Air Act(42 U.S.C. 7401-7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. 1251-1387) and shall report violations to FEMA and
the Regional Office of the Environmental Protection Agency (EPA).
(30)SUSPENSION AND DEBARMENT
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract, then any such
contract shall include the following provisions:
i. This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2
C.F.R. pt. 3000. As such the contractor is required to verify that none of the contractor,
its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. §
180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R.
§ 180.935).
ii. The contractor shall comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt.
3000, subpart C and shall include a requirement to comply with these regulations in any
lower tier covered transaction it enters into.
iii. This certification is a material representation of fact relied upon by the Division.
If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C
and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the Division, the
Federal Government may pursue available remedies, including but not limited to
suspension and/or debarment.
iv. The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt.
180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout
the period of any contract that may arise from this offer. The bidder or proposer further
22
16F14
agrees to include a provision requiring such compliance in its lower tier covered
transactions.
(31)BYRD ANTI-LOBBYING AMENDMENT
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract, then any such
contract shall include the following clause:
Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended). Contractors who
apply or bid for an award of$100,000 or more shall file the required certification. Each
tier certifies to the tier above that it shall not and has not used federal appropriated funds
to pay any person or organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, officer or employee of Congress, or an
employee of a member of Congress in connection with obtaining any federal contract,
grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any
lobbying with non-federal funds that takes place in connection with obtaining any federal
award. Such disclosures are forwarded from tier to tier up to the recipient.
If the Sub-Recipient enters into a contract with a subcontractor for an award of$100,000 or more, the
subcontractor shall sign Exhibit 3—Certification Regarding Lobbying.
(32) CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS ENTERPRISES,AND
LABOR SURPLUS AREA FIRMS
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, 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:
i. 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;
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
shallt take; the requirements do not preclude the Sub-Recipient from undertaking additional steps to involve small and
minority businesses and women's business enterprises.
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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").
(33)ASSURANCES
The Sub-Recipient shall comply with any Statement of Assurances incorporated as Attachment H.
24
16F10
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
SUB-RECIPIENT:C LLIER COUNTY
By:
Name and Titl . Amy Patterson, County Manager
Date: a// a/a9
FID#59-6000558
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.
I acknowledge that typewritten and/or script fonts are not acceptable as a digital signature. All electronic signatures shall
be certified digital signatures and include: the signee's name, time, and date stamp.
This statement is to certify that I confine 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.
ATTEST, Crystal K Kinzel, Clerk
By
Deputy II -
Approved as : I • e' :lity
4h... J'
11
. Cou i Attorney
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Title: Kevin Guthrie, Executive Director
Date:
25
16F10 .
EXHIBIT—1
Federal Programs and Resources Awarded
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB-RECIPIENT UNDER THIS AGREEMENT:
Federal Program: EMERGENCY MANAGEMENT PERFORMANCE GRANT(EMPG)PROGRAM
Federal Agency: U.S. Department of Homeland Security. Federal Emergency Management
Catalog of Federal Domestic Assistance title and number: 97.042
Award amount: $ 98,895.00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER
THIS AGREEMENT:
Federal Program: Emergency Management Performance Grant(EMPG) Program
List applicable compliance requirements as follows:
1. Sub-Recipient is to use funding to perform eligible activities as identified FY 2024 Department of Homeland Security Notice of
Funding Opportunity.
2. Sub-Recipient is subject to all administrative and financial requirements as set forth in this Agreement or shall not be in
compliance with the terms of the Agreement.
3. Sub-Recipient shall comply with specific laws. rules. or regulations that pertain to how the awarded resources shall be used or
how eligibility determinations are to be made.
NOTE:2 C.F.R. Part 200, and section 215.97(5)(a), Florida Statutes, require that the information about Federal Programs and State
Projects included in Exhibit 1 be provided to the Sub-Recipient.
2
Sub-Reci ign • COLLIER C.` Y
���, / --- Date: /0/ �7
Dan E Summers, Director
Printed Name and Title
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.
I acknowledge that typewritten andlor script fonts are not acceptable as a digital signature. All electronic signatures shall
be certified digital signatures and include: the signee's name, time and date stamp.
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.
26
1 6 F 1 0
EXHIBIT—2
Certification Regarding Telecommunications and Video Restrictions
Effective August 13, 2020, DHS/FEMA Sub-Recipients, as well as their contractors and subcontractors, shall not use
grant funds under the Emergency Management Performance Grant(EMPG) Program covered by this Agreement and
provided in FY 2024 or previous years to:
1. Procure or obtain, extend or renew a contract to procure or obtain. or enter into a contract to procure or obtain
any equipment, system, or service that uses "covered telecommunications equipment or services"as a
substantial or essential component of any system, or as critical technology of any system; or
2. Enter into, extend or renew contracts with entities that use or provide, as part of its performance of this
agreement or any other contractual instrument, any equipment, system, or service that uses "covered
telecommunications equipment or services"as a substantial or essential component of any system, or as critical
technology as part of any system.
This prohibition regarding certain telecommunications and video surveillance services or equipment is mandated by
section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No.
115-232 (2018), and 2 C.F.R. §200.216, 200.327, 200.471, AND Appendix II to 2 C.F.R. Part 200. Sub-Recipients may
use DHS/FEMA grant funding to procure replacement equipment and services impacted by this prohibition, provided the
costs are otherwise consistent with the requirements of the FY 2023 Preparedness Grants Manual, applicable appendix
to the Manual, and applicable NOFO. DHS/FEMA shall publish additional guidance in a subsequent Information Bulletin
or similar notice. Per section 889(f)(2)-(3) of the FY 2019 NDAA. covered telecommunications equipment or services
means:
1. Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation, (or any
subsidiary or affiliate of such entities);
2. For the purpose of public safety, security of Government facilities, physical security surveillance of critical
infrastructure, and other national security purposes, video surveillance and telecommunications equipment
produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua
Technology Company(or any subsidiary or affiliate of such entities);
3. Telecommunications or video surveillance services provided by such entities or using such equipment; or
4. Telecommunications or video surveillance equipment or services produced or provided by an entity that the
Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal
Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to.
the People's Republic of China.
In the event the Sub-Recipient identifies covered telecommunications equipment or services used as a substantial or
essential component of any system, or as critical technology as part of any system, during contract performance or at any
time or by any other source, the Sub-Recipient shall report the information to the Division:
1. Within one (1) business day from the date of such identification or notification: The contract number; the order
number(s), if applicable; supplier name: supplier unique entity identifier(if known): supplier Commercial and
Government Entity(CAGE) code(if known); brand; model number(original equipment manufacturer number,
manufacturer part number, or wholesaler number); item description; and any readily available information about
mitigation actions undertaken or recommended.
2. Within ten (10) business days of submitting the aforementioned information: Any further available information
about mitigation actions undertaken or recommended. In addition. the Sub-Recipient shall describe the efforts it
undertook to prevent use or submission of covered telecommunications equipment or services, and any additional
efforts that shall be incorporated to prevent future use or submission of covered telecommunications equipment or
services.
27
16F10
Sub-Recipient;COL/LIER_ CO TV
�� 7 1----> Date: /C/< /��`
an E Summers, Director
Printed Name and Title
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. /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.
I acknowledge that typewritten andlor script fonts are not acceptable as a digital signature. All electronic signatures shall
be certified digital signatures and include:the signee's name, time and date stamp.
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.
28
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EXHIBIT—3
CERTIFICATION REGARDING LOBBYING
Check the appropriate box:
❑ This Certification Regarding Lobbying is required because the Contract, Grant, Loan, or
Cooperative Agreement shall exceed $100,000 pursuant to 2 C.F.R. Part 200, Appendix II(I); 31 U.S.C. §
1352; and 44 C.F.R. Part 18.
❑ This Certification is not required because the Contract, Grant, Loan, or Cooperative Agreement shall be
equal to or less than $100,000.
APPENDIX A, 44 C.F.R. PART 18—CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No federal appropriated funds have been paid or shall be paid, by or on behalf of the undersigned, to any person
for influencing or attempting to influence an officer or employee of an agency, a member of Congress, an officer
or employee of Congress, or an employee of a member of Congress in connection with the awarding of any
federal contract, the making of any federal grant, the making of any federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal
contract, grant, loan, or cooperative agreement.
2. If any funds other than federal appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of
Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to
Report Lobbying," in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award documents for all
subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative
agreements) and that all Sub-Recipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by
section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure.
The Sub-Recipient or subcontractor, Collier County , certifies or affirms the truthfulness and
accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees
that the provisions of 31 U.S.C. Ch. 38, Administrative Remedies for False Claims and Statements, apply to this
certif. tion and disc sure, if any.
Sig ure of -Recipient/subcontractor's Authorized Official
Amy Patterson, County Manager
Name and Title of Sub-Recipient/subcontractor's Authorized Official
ilia fag
Date
29
16h10
FY 2024 EMPG AGREEMENT
ATTACHMENT A (2)
PROPOSED PROGRAM BUDGET DETAIL WORKSHEET
Funding from the Emergency Management Performance Grant (EMPG") is intended for use by the Sub-
Recipient to perform eligible activities as identified in the Fiscal Year 2024 Notice of Funding Opportunity
(NOFO)and must be consistent with 2 C.F.R. Part 200 and Chapter 252, Florida Statutes.
The "Proposed Program Budget Detail Worksheet" serves as a guide for both the Sub-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 Sub-Recipient shall complete the"Proposed Program Budget
Detail Worksheet" listed below. If the Sub-Recipient fails to complete the "Proposed Program Budget
Detail Worksheet", then the Division shall not execute this Agreement.
After execution of this Agreement, the Sub-Recipient may change the allocation amounts in the
"Proposed Program Budget Detail Worksheet." If the Sub-Recipient changes the"Proposed Program
Budget Detail Worksheet", then the Sub-Recipient 's quarterly report must include an updated "Proposed
Program Budget Detail Worksheet"to reflect current expenditures.
BUDGET SUMMARY AND EXPENDITURES
SUB-RECIPIENT: COLLIER, COUNTY OF
AGREEMENT: EMPG G-0559
1. PLANNING $0
2. ORGANIZATION $0
3. EQUIPMENT $98,895
4. TRAINING $0
5. EXERCISE $0
6. MANAGEMENT AND ADMINISTRATION $0
7. TOTAL AWARD $98,895
FY 2021-2022 PROPOSED PROGRAM BUDGET DETAIL WORKSHEET-ELIGIBLE ACTIVITIES
(Not limited to activities below)
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
1 6 F 1 0
Utilities (electric, water and sewage)
Service/Maintenance agreements
Supplies/Materials
Memberships
Publications
Postage
Storage
0 AL bRGANIZATION EXPENDITURES $
Allowable Equipment Acquisition Costs Quantity Unit Cost Total Cost
Personal protective equipment
Information technology I
Cybersecurity enhancement equipment
Interoperable communications equipment
Detection Equipment
Power equipment
250kw Towable Generator 1 OGE-00-GENR 1 I 98,895 98,895
CBRNE Reference Materials
CBRNE Incident Response Vehicles I I I
Physical Security Enhancement Equipment
Logistics
Other authorized equipment costs
21GN-00-OCEQ - EOC Equipment& Supplies
(provide description of EOC equipment& supplies)
TOTAL EQUIPMENT EXPENDITURES $98,895
Allowable Training Costs Quantity Unit Cost Total Cost
Salaries and Fringe Benefits
Develop, Deliver Training
1 6 F 1 0
Workshops and Conferences
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 iiimmo __
Allowable Management and Administration Costs -
(Up to 5%of total award) Quantity Unit Cost Total Cost
Salaries and Fringe Benefits
TOTALTMANAGEMENT AND ADMINISTRATION EXPENDITURES
TOTAL EXPENDITURES $98,895
REVISION DATE:
16Fyp
FY 2024 EMPG AGREEMENT
ATTACHMENT B—SCOPE OF WORK
I• GENERAL POLICY
The EMPG Program contributes to the implementation of the National Preparedness System by
supporting the building, sustainment, and delivery of core capabilities. Core capabilities are essential for
the execution of critical tasks for each of the five mission areas outlined in the National Preparedness
Goal. The EMPG Program's allowable costs support efforts to build and sustain core capabilities across
the Prevention, Protection, Mitigation, Response, and Recovery mission areas described in the Goal
FEMA requires recipients to prioritize grant funding to demonstrate how EMPG Program-funded
investments support building or sustaining capabilities identified as high priority through the
THIRA/SPR process and closing capability gaps that are identified in the state or territory's most
recent SPR.
Based on Florida's FY2023 Stakeholders Preparedness Review (SPR) and other relevant sources,
the FEMA Administrator and Executive Director identified the below core capabilities as priorities to
address gaps across the State:
• Planning
• Public Information and Warning
• Operational Coordination
• Economic Recovery
• Cybersecurity
Grant funds under this program may be charged to one of the below listed categories:
• Planning
• Organization
• Equipment
• Training
• Exercise
• Management and Administration
II• TASK(S)AND DELIVERABLE(S):
The Subrecipient must successfully complete the following tasks and deliverables throughout the period
of performance.
TASK 1: GRANT REQUIREMENTS
A. QUARTERLY MATCH
The FY 2024 EMPG Program has a cost-share requirement. Federal funds provided under the EMPG
agreement shall be matched by the Subrecipient dollar-for-dollar totaling the award amount. The recipient
contribution can be cash (hard match) or third-party in-kind (soft match). DHS/FEMA administers cost-
matching requirements in accordance with 2 C.F.R. § 200.306. To meet matching requirements, the
recipient contributions must be verifiable, reasonable, allowable, allocable, necessary under the grant
program, and in compliance with all applicable federal requirements and regulations.
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Emergency Management and Preparedness Assistance (EMPA) grant funds may be used by the Sub-
Recipient as match for EMPG funding.
To demonstrate successful completion of task 1A for Quarters 1-4, the Subrecipient must submit the
following items in the Division of Emergency Management Enterprise System (DEMES).
DELIVERABLES
• Provide Quarterly Match Form to identify the non-federal match amount.
• If using EMPA as match, no additional supporting documentation is required.
• Supporting documentation is required if the federal obligation exceeds the EMPA
award amount or you are using other non-Federal funds (such as local general
revenue)to satisfy the match requirement.
Reporting Requirements.
Quarter 1 Quarter 2 Quarter 3 Quarter 4
Deliverables Due Deliverables Due Deliverables Due Deliverables Due
Supporting Documentation: For non-EMPA funds used as match, the following documents are required
to satisfy the deliverable: invoices, receipts, paystubs, certified timesheets, earning statements, cancelled
checks, credit card statements, bank statements for proof of payment at least equal to the amount of
reimbursement requested for that quarter.
TASK 2: IMPLEMENTATION OF THE NATIONAL PREPAREDNESS SYSTEM
A. NATIONAL INCIDENT MANAGEMENT SYSTEM (NIMS) IMPLEMENTATION
EMPG Program Subrecipients are required to implement NIMS. NIMS provides a common approach to
state and national response that enables responders at all levels to work together more effectively to
manage domestic incidents through a core set of guidelines, standards, and protocols for command and
management, preparedness, and communications in emergency situations.
All Subrecipients must certify that they have achieved or are working towards achieving NIMS
implementation objectives. All Subrecipients must complete and submit the NIMS Data Collection
Worksheet_Local annually.
To demonstrate successful completion of task 2A for Quarter 1, the Sub-Recipient must submit the
following item in DEMES:
DELIVERABLES
• The Sub-Recipient shall complete the annual NIMS Data Collection Worksheet_Local,
provided by the Preparedness Bureau during the month of September and uploaded
into DEMES not later than December 1, 2024.
Reporting Requirements:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
Deliverables Due N/A N/A N/A
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Supporting Documentation: The NIMS Data Collection Worksheet Local.
B. OPERATIONAL COORDINATION
The EMPG grant program supports the building or sustainment of core capabilities across the five mission
areas that are necessary to prepare for incidents that pose the greatest risk to the State of Florida. Effective
operational coordination results from the establishment and maintenance a unified and coordinated
operational structure and process that appropriately integrates all critical stakeholders and supports the
execution of Core Capabilities.
Sub-Recipients must engage with whole community stakeholders, on a quarterly basis; either by
participating in regional meetings of existing multi-agency organizations (i.e., Regional Domestic Security
Task Forces, Local Emergency Planning Committees, Regional Health Care Coalitions, Local
Voluntary/Community Organizations Active in Disaster) or by hosting/conducting meetings with whole
community stakeholders.
To demonstrate successful completion of task 2B for Quarters 1-4, the Sub-Recipient must submit the
following items in DEMES:
DELIVERABLES
• Provide proof of participation by a representative of the Subrecipient in quarterly
meetings with whole community stakeholders (i.e., fire, law enforcement, health and
health care coalitions, public works, public and private sector, and Volunteer
Organizations). EMPG funded personnel are encouraged to participate in these
meetings.
Reporting Requirements
Quarter 1 Quarter 2 Quarter 3 Quarter 4
Deliverables Due Deliverables Due Deliverables Due Deliverables Due
Supporting Documentation: Provide proof of participation by a representative of the Sub-Recipient in
quarterly meetings with whole community stakeholders to include sign-in sheets, agendas, and meeting
minutes (for meetings hosted/conducted by the Subrecipient).
TASK 3: TRAINING AND EXERCISE
A. INTEGRATED PREPAREDNESS PLAN (IPP)
Subrecipients are required to engage senior leaders and other whole community stakeholders to identify
preparedness priorities specific to training and exercise needs, which will guide development of the
county's multi-year IPP. The IPP should identify a combination of planning, training and exercise activities
that address preparedness priorities and capability gaps based on planning efforts, hazard and risk
assessments, and exercise/incident after-action reviews (AARs).
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The State of Florida uses the Integrated Preparedness Plan Workshop (IPPW) process to synchronize
local IPP's into a statewide IPP. Sub-Recipients shall have a representative participate in their Regional
IPPW, and EMPG funded personnel are encouraged to attend.
To demonstrate successful completion of task 3A for Quarter 2, the Sub-Recipient must submit the
following items in the Division's Salesforce system:
DELIVERABLES
• Submit the County 2028-2029 IPP Data Sheets by April 30, 2025, in DEMES
• Proof of participation by a representative of the Subrecipient in the appropriate
Regional IPP Workshop (IPPW)
Reporting Requirements:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
NA NA Deliverables Due NA
Supporting Documentation: Submission of IPP Data Sheets Only in DEMES not later than April 30, 2025.
Proof of Participation (provided by the Training and Exercise Unit.) by a representative of the Subrecipient
at the appropriate Regional IPP Workshop (IPPW).
B. TRAINING
All EMPG Program-funded personnel are expected to be trained emergency managers. All EMPG funded
personnel must complete either the NIMS Independent Study courses and the Professional Development
Series, or the FEMA National Emergency Management Basic Academy delivered either by EMI or at a
sponsored state, local or other designated location.
• NIMS Training, Independent Study (IS)-100 (any version), IS-200 (any version), IS-
700 (any version), and IS-800 (any version)4, and, and
• Professional Development Series (PDS) or the Emergency Management
Professionals Program (EMPP) Basic Academy courses listed in the chart below.
PDS Basic Academy
Professional Development Series OR Basic Academy Pre-requisites and Courses
IS0120.c: An Introduction to Exercises IS0240.c: Leadership and Influence
IS0230.e: Fundamentals of Emergency IS0241.c: Decision Making and Problem
Management Solving
IS0235.c: Emergency Planning IS0242.c: Effective Communication
IS0240.c: Leadership and Influence IS0244.b: Developing and Managing
Volunteers
IS0241.c: Decision Making and S0100.c: An Introduction to the
Problem Solving Incident Command System,ICS 100
IS0242.c: Effective Communication 150120.c: An Introduction to Exercises
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1S0244.b: Developing and Managing IS0200.c: Basic Incident Command System for
Volunteers Initial Response
IS-244.b: Developing and Managing 1S0230.e: Fundamentals of Emergency
Volunteers Management
IS-244.b: Developing and Managing IS0700.b: An Introduction to the National
Volunteers Incident Management System
IS0800.d: National Response Framework,An
Introduction
IS0235.c: Emergency Planning
E/L0101 Foundations of Emergency Management
E/10102 Science for Disasters
E/L0103 Planning: Emergency Operations
E/L0105 Public Information Basics
To demonstrate successful completion of task 3B for Quarters 1-4, the Sub-Recipient must submit the
following items to DEMES:
DELIVERABLES
• The Staffing Detail for all EMPG funded personnel.
• Training verifications for EMPG funded personnel listed on Staffing Detail—will be
provided by the FDEM Training and Exercise (T&E) Unit to the FDEM Grant
Management Staff.
Reporting Requirements
Quarter 1 Quarter 2 Quarter 3 Quarter 4
Deliverables Due Deliverables Due Deliverables Due Deliverables Due
NOTE: Additional course completion documentation is required only if new personnel are listed
on the Staffing Detail Form.
C. VALIDATING CAPABILITIES THROUGH EXERCISE
Exercises play a vital role in preparedness by testing capabilities, familiarizing emergency management
personnel with role and responsibilities, fostering meaningful interaction and communicating across
organizations. Exercises bring together and strengthen the whole community in its efforts to prevent, protect
against, mitigate, respond to, and recover from all hazards.
To demonstrate successful completion of task 3C for Quarter 2-4. All EMPG funded personnel are
encouraged to participate in a minimum of three (3) exercises during the agreement period.
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Submit the following item in DEMES:
DELIVERABLES
• Sub-Recipient must provide sign-in sheets for exercise in which EMPG funded
personnel participated.
• If a local jurisdiction has experienced a major disaster and they would like to request
exemptions for a scheduled exercise, the recipient should send this request to its
assigned Grants Manager utilizing the quarterly report. Exemptions will be
reviewed/approved by the State on a case-by-case basis.
Reporting Requirements
Quarter 1 Quarter 2 Quarter 3 Quarter 4
Deliverables Due Deliverables Due Deliverables Due (Not
required if completed
Deliverable Accepted in Q 1-3)
Supporting Documentation: Submission of sign-in sheets for exercises in which EMPG funded
personnel participated.
ATTACHMENT C
DELIVERABLES AND PERFORMANCE
Sub-Recipients shall comply with all the requirements in 2 C.F.R. Part 200 (Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards).
Funding is provided to perform eligible activities as identified in the FY 2023 Emergency Management
Performance Grant(EMPG) Program Notice of Funding Opportunity (NOFO), consistent with the
Department of Homeland Security (DHS) State Strategy. Eligible activities are outlined in the Allowable
Cost and Eligible Activity for each category below:
Categories and Eligible Activities
FY 2023 EMPG allowable costs are divided into the following categories: Planning,
Organization, Equipment, Training, Exercise, and Management and Administration in this
Agreement. Each category's allowable costs have been listed in the"Budget Detail Worksheet"
above.
A. Allowable Planning Related Costs
Funding may be used for security or emergency planning expenses and the materials required to
conduct planning activities. Planning shall be related to the protection of the facility and the
people within the facility and should include with access and functional needs as well as those
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with limited English proficiency. Examples of planning activities allowable under this program
include:
• Development and enhancement of security plans and protocols;
• Development or further strengthening of security assessments;
• Emergency contingency plans;
• Evacuation/Shelter-in-place plans;
• Coordination and information sharing with fusion centers, and
• Other project planning activities with prior approval from DHS/FEMA.
Planning Costs Supporting Documentation:
• Copies of completed plan, contracts, Memorandum of Understanding or agreements
with consultants or sub-contractors providing services and documenting hours
worked and proof employee was paid (paystubs, earning statements, payroll
expenditure reports).
• Copies of invoices, receipts and cancelled checks, or credit card statements, or bank
statements for proof of payment.
B. Allowable Organization Related Costs
EMPG Program funds may be used for all-hazards emergency management operations, staffing,
and other day-to-day activities in support of emergency management. Personnel costs, including
salary, overtime and backfill, compensatory time off, and associated fringe benefits are allowable
costs with EMPG Program funds. These costs must comply with 2 C.F.R. Part 200, Subpart E—
Cost Principles.
Eligible"Organization Cost" items include, but are not limited to:
• Salaries and Fringe Benefits
• 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).
• Position descriptions for funded EMPG personnel and any position being used as match;
• 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.
• Maintenance and Enhancement
• Major repairs to the County Emergency Operations Center(Need prior EHP approval)
• Central Heat/Air(Need prior EHP approval)
• Out buildings for storage of Emergency Management Equipment (Need prior EHP
approval)
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• Security Improvements (i.e. Cameras and equipment to operate)
• Generators and Installation (Need prior EHP approval)
Additional Organizational Costs
There may be a need for emergency management personnel to wear clothing that clearly
identifies their agency, organizational function, and responsibilities when carrying out their official
emergency-related duties. EMPG funding may be used to purchase organizational clothing for
full-time emergency management personnel who may be deployed for emergency operations,
including when:
1. The Emergency Operations Center(EOC) is activated;
2. Emergency management personnel are deployed in the field to conduct damage
assessments and response and recovery operations;
3. Assisting in and delivering official emergency management training and exercises, and;
4. Providing public information briefs and interviews on behalf of their emergency
management agency.
The emergency management agency should maintain an inventory of such clothing and uniforms
to allow for issuance to other personnel who may be deployed for emergency operations.
In addition:
1. EMPG funding may not be used to purchase clothing that would be used for everyday
wear by emergency management employees or other personnel; and
2. Clothing, uniforms, undergarments,jackets, vests, etc. are also allowable for CERT
members as listed on the Authorized Equipment List (AEL): 21GN-00-CCEQ I FEMA.gov.
For a complete list of other eligible clothing and protective gear allowable for purchase with
EMPG funding, recipients are encouraged to refer to the AEL website for the most up to-date
information: Authorized Equipment List I FEMA.gov.
Organization Costs Supporting Documentation
If the recipient seeks reimbursement for operational activities, then the following shall be
submitted:
• For salaries, provide 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, payroll expenditure reports).
• Expense items need to have copies of invoices, receipts and cancelled checks, or credit card
statements, or bank statements for proof of payment. All documentation for reimbursement
amounts must be clearly visible and defined (i.e., highlighted, underlined, circled on the
required supporting documentation).
• Annual inventory of clothing and uniforms, if applicable.
C. Allowable Equipment Related Costs
Allowable equipment categories for the EMPG Program are listed on the web-based version of
the Authorized Equipment List(AEL) at https://www.fema.gov/authorized-equipment-list. Unless
otherwise stated, equipment must meet all mandatory regulatory and/or FEMA-adopted
standards to be eligible for purchase using these funds. In addition, agencies will be responsible
for obtaining and maintaining all necessary certifications and licenses for the requested
equipment.
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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)
• 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)
In addition to the above, general-purpose vehicles can be procured in order to carry out the
responsibilities of the EMPG Program. If Sub-Recipients have questions concerning the eligibility of
equipment not specifically addressed in the AEL, they should contact their Grant Manager for clarification.
Sub-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.
Requirements for the Purchase of Lights for Emergency Management Vehicles
In accordance with 316.2397(3)(c), Florida Statutes, only authorized emergency vehicles may operate
emergency lights and/or sirens in response to an emergency. Such vehicles may show or display amber
lights when actively responding to an emergency, provided they are not used going to-and-fro from the
scene of operation or hazard without specific authorization of a law enforcement officer or law
enforcement agency. To utilize EMPG funding to purchase emergency lights, the agency must make a
written request to the Executive Director, Division of Emergency Management, and the Federal
Emergency Management Agency (FEMA), requesting the authority to purchase since this equipment
currently has no Authorized Equipment List(AEL) number. This request should address the statute that
authorizes equipment usage, purchase cost of the emergency light package, and must include installation
costs and vehicle year/make/model.
Requirements for Small Unmanned Aircraft System
All requests to purchase Small Unmanned Aircraft System (SUAS) must comply with Information Bulletin
(IB) 426 and must include the policies and procedures in place to safeguard individuals' privacy, civil
rights, and civil liberties in the jurisdiction that will purchase, take title to, or otherwise use the SUAS
equipment.
Funding for Critical Emergency Supplies
Critical emergency supplies—such as shelf stable products, water, and basic medical supplies—are an
allowable expense under EMPG. 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.
Equipment Acquisition Costs Supporting Documentation
• Provide copies of invoices, receipts and cancelled checks, credit card statements, bank statements
for proof of payment.
• Provide the Authorized Equipment List (AEL)#for each equipment purchase.
Unauthorized Equipment- Related Costs
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• Unallowable Equipment: Grant funds must comply with IB 426 and may not be used for the purchase
of the following equipment: firearms, ammunition, grenade launchers, bayonets, or weaponized
aircraft, vessels, or vehicles of any kind with weapons installed.
• Expenditures for weapons systems and ammunition.
• Costs associated with hiring, equipping, training, etc. sworn public safety officers whose primary job
responsibilities include fulfilling traditional public safety duties such as law enforcement, firefighting,
emergency medical services, or other first responder duties.
• Costs that supplant traditional public safety positions and responsibilities.
• Activities and projects unrelated to the completion and implementation of the EMPG Program.
• Clothing used for everyday wear by emergency management employees or other personnel.
As defined in section 200.310 Insurance Coverage: The non-federal entity must, at a minimum, provide
the equivalent insurance coverage for real property and equipment acquired or improved with Federal
funds as provided to property owned by the non-federal entity. Federally owned property need not be
insured unless required by the terms and conditions of the Federal award.
D. Allowable Training Related Costs
EMPG Training funds may be used for a range of emergency management-related training
activities to enhance the capabilities of local emergency management personnel through the
establishment, support, conduct, and attendance of training. Training activities should align to a
current IPP developed through an annual Integrated Preparedness Program Workshop (IPPW).
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.
All EMPG-funded personnel are expected to be trained emergency managers. In addition to
training activities aligned to and addressed in the IPP, all EMPG -funded personnel (including full-
and part-time state, local, tribal, and territorial (SLTT) recipients and Sub-Recipients) shall
complete the following training requirements and record proof of completion:
(1) NIMS Training, Independent Study (IS)-100 (any version), IS-200 (any version), IS-700 (any
version), and IS-800 (any version) and;
(2) Professional Development Series (PDS) OR the Emergency Management Professionals
Program (EMPP) Basic Academy listed in the chart below.
Additional types of training or training related activities include, but are not limited to, the following:
• Developing/enhancing systems to monitor training programs
• Conducting all hazards emergency management training
• Attending National Disaster& Emergency Management University (NDEMU)
training or delivering NDEMU train-the-trainercourses
• Attending other Department of Homeland Security (DHS) approved emergency
management training
• State-approved, locally sponsored CERT training
• Mass evacuation training at local, state, and tribal levels
For training, the number of participants must be a minimum of 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 written 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 15 participants.
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When conducting a training that shall include meals for the attendees, the recipient shall submit a
request for approval to the Division no later than 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.
Allowable training-related costs include the following:
• 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 ofemergency managers.
2 C.F.R. §200.432 defines the term conference as "a meeting, retreat, seminar,
symposium, workshop orevent whose primary purpose is the dissemination of technical
information beyond the non-Federal entityand is necessary and reasonable for successful
performance under the Federal award."
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 discussionof their common problems and interests. The term
also includes similar meetings such as seminars and workshops which are large
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formal group meetings that are programmed and supervised to accomplish
intensive research, study, discussion, and work in some specific field oron 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 thisAgreement.
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, FloridaAdministrative 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 beexpended for attendance at conferences or conventions
unless:
• 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 theagency participating;
• The activity provides a direct educational or other benefit supporting the work
and public purposeof the person attending;
• The duties and responsibilities of the traveler attending such meetings are
compatible with theobjectives 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 requiredby 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 mustinclude:
• A statement explaining how the expense directly relates to the
Recipient's successfulperformance 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 anymeal or lodging included in a convention or
conference registration fee paid by the state"). A continentalbreakfast 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:
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• Class A travel is continuous travel of 24 hours or more away from official
headquarters. The travelday 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 travelperiod.
• 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:
$6 for breakfast(when travel begins before 6 a.m. and extends beyond 8 a.m.);
$11 for lunch (when travel begins before 12 noon and extends beyond 2 p.m.);
$19 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.
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 Atravel on a midnight-to-midnight basis. A traveler on
Class A or B travel who elects to be reimbursed on aper 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 asthe result of the Recipient's written travel policy (in other words,
the reimbursement rates applyuniformly 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.qsa.ciov/portal/content/104877).
Hotel Accommodations
• A traveler may not claim per diem or lodging reimbursement for overnight
travel within 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 $225 per night.
Training Costs Supporting Documentation
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• Copies of contracts or agreements with consultants providing services;
• Copies of invoices, receipts and cancelled checks, credit card statements and
bank statementsfor proof of payment.
• Copies of the agenda, certificates and/or sign in sheets (if using prepopulated
sign in sheets theymust be certified by the Emergency Management Director or
Lead Instructor verifying attendance).
For travel and conferences related to EMPG 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 Sub-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 Sub-Recipient must provide documentation that:
The costs are reasonable and do not exceed charges normally allowed by
the Sub-Recipient in its regularoperations as a result of the Sub-Recipient's
written travel policy; and participation of the individual in the travel is
necessary to the Federal award.
Certain trainings may trigger Environmental Planning and Historic Preservation (EHP)
requirements. Please reference the EHP sections in the NOFO and this Agreement for
more information.
E. Allowable Exercise Related Costs
Exercises conducted with grant funds should test and evaluate performance towards
meeting capability targets established in a jurisdiction's THIRA for the core capabilities
needed to address its greatest risks. Exercise priorities should align to a current
Integrated Preparedness Program (IPP)developed through anannual Integrated
Preparedness Program Workshop (IPPW).
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. Sub-Recipients are
encouraged to use free public space/locations/facilities, whenever available,
prior to the rental of space/locations/facilities. Exercises should 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, should
be identified in the AAR/IP and addressed in the exercise cycle.
• Hiring of Full or Part-Time Staff or Contractors/Consultants. Full or part—
time staff 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 ofthe state or FEMA, whichever is
applicable. The services of contractors/consultants may also beprocured 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 state or unit(s) of local
government and has the approval of the state or FEMA, whichever is
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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 oftime (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 theexercise activities.
• Supplies. Supplies are items that are expended or consumed during the course
of the planningand conduct of the exercise activities (e.g., gloves, non-sterile
masks, and disposable protectiveequipment).
• Other Items.These costs are limited to items consumed in direct support of
exercise activitiessuch as the rental of space/locations for planning and
conducting an exercise, rental of equipment, and the procurement of other
essential nondurable goods. Sub-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 Sub-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 submittedon 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). Theonly vehicle costs that are reimbursable
are fuel/gasoline or mileage;
• Equipment that is purchased for permanent installation and/or use, beyond the
scope of exerciseconduct(e.g., electronic messaging signs);
• Durable and non-durable goods purchased for installation and/or use
beyond the scope ofexercise conduct.
Exercise Costs Supporting Documentation
• Copies of contracts, MOUs or agreements with consultants or sub-contractors providing
services;
• Copies of invoices, receipts and cancelled checks, credit card statements and
bank statementsfor proof of payment;
• Copies of Exercise Plan (EXPLAN), After-Action Report/Improvement Plan
(AAR/IP) and sign in sheets for conducted exercises (if using prepopulated sign
in sheets they must be certified by theEmergency Management Director or Lead
Exercise Planner verifying attendance).
Certain exercises may trigger Environmental Planning and Historic Preservation (EHP)
requirements. Please reference the EHP sections in the NOFO and this Agreement for
more information.
F. Management and Administration
No more than 5% of each Sub-Recipient's total award shall be expended on Management and
Administration costs.
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• Hiring of full-time or part-time staff or contractors/consultants responsible for activities
relating to the management and administration of EMPG funds. Hiring of
contractors/consultants shall follow applicable federal procurement requirements at 2
C.F.R. §§200.318-200.327.
• Meeting-related expenses directly related to M&A of EMPG funds.
G. Maintenance and Sustainment
The use of DHS/FEMA preparedness grant funds for maintenance contracts, warranties, repair or
replacement costs, upgrades, and user fees are allowable, as described in DHS/FEMA Policy FP
205-402-125-1 (Additional guidance is provided in DHS/FEMA Policy FP 205-402-125-1,
Maintenance Contracts and Warranty Coverage Funded by Preparedness Grants, located at:
http://www.fema.gov/medialibrary/assets/documents/32474, under all active and future grant
awards, unless otherwise noted.
Preparedness grant funds may be used to purchase maintenance contracts or agreements,
warranty coverage, licenses and user fees. These contracts may exceed the period of
performance if they are purchased incidental to the original purchase of the system or equipment
as long as the original purchase of the system or equipment is consistent with that which is
typically provided for, or available through, these types of agreements, warranties, or contracts.
When purchasing a stand-alone warranty or extending an existing maintenance contract on an
already-owned piece of equipment system, coverage purchased shall not exceed the period of
performance of the award used to purchase the maintenance agreement or warranty. As with
warranties and maintenance agreements, this extends to licenses and user fees as well.
H. Construction and Renovation
EMPG funding shall not be used for construction and renovation projects without prior written
approval from the Division and DHS/FEMA. In some cases, the installation of equipment may
constitute construction and/or renovation. All Sub-Recipients of EMPG funds shall request and
receive approval from the Division and DHS/FEMA before any EMPG funds are used for any
construction or renovation.
Indirect Facilities&Administrative (F&A) Costs
Indirect costs are allowable under this program as described in 2 C.F.R. Part 200, including 2
C.F.R. §200.414. Sub-Recipients with a current negotiated indirect cost rate
agreement that desire to charge indirect costs to an award shall provide a copy of their
negotiated indirect cost rate agreement at the time of application. Sub-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 shall provide a copy of their
proposal at the time of application. Post-award requests to charge indirect costs shall be
considered on a case-by-case basis and based upon the submission of an agreement or proposal
as discussed above.
J. Disposition
When original or replacement equipment, including excepted and controlled items, acquired
under a federal award is no longer needed for the original project or program or for other activities
currently or previously supported by a federal awarding agency, except as otherwise provided in
federal statutes, regulations, or federal awarding agency disposition instructions, the Sub-
Recipient shall request disposition instructions from their Grant Manager and the State
Administrative Agency (SAA) shall request disposition instructions from federal awarding agency
as required by the terms and conditions of the federal award. Excepted or controlled
equipment shall not be transferred and shall remain in the possession of the original
FEMA grant recipient.
The Sub-Recipient shall notify their Grant Manager via email one (1) year in advance of the
expiration of the equipment's posted shelf-life or normal life expectancy or when it has been
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expended. The Sub-Recipient shall notify their Grant Manager immediately if the equipment is
destroyed, lost, or stolen.
K. Ensuring the Protection of Civil Rights
As the Nation works towards achieving the National Preparedness Goal, it is important to
continue to protect the civil rights of individuals. Sub-Recipients shall carry out their programs and
activities, including those related to the building, sustainment, and delivery of core capabilities, in
a manner that respects and ensures the protection of civil rights for protected populations.
Federal civil rights statutes, such as Section 308 of the Stafford Act, Section 504 of the
Rehabilitation Act of 1973, and Title VI of the Civil Rights Act of 1964, Age Discrimination Act,
along with DHS and FEMA regulations, prohibit discrimination on the basis of race, color, national
origin, sex, religion, age, disability, limited English proficiency, or economic status in connection
with programs and activities receiving federal financial assistance from FEMA.
Monitoring and oversight requirements in connection with Sub-Recipient compliance with federal
civil rights laws are also authorized pursuant to 44 C.F.R Part 7.
In accordance with civil rights laws and regulations, Sub-Recipients shall ensure the consistent
and systematic fair,just, and impartial treatment of all individuals, including individuals who
belong to underserved communities that have been denied such treatment.
L. SAFECOM
Emergency communications systems and equipment shall meet applicable SAFECOM
Guidance. Sub-Recipients shall coordinate with the Statewide Interoperability Coordinator
(SWIC) and the State Interoperability Governing Body (SIGB) to ensure interoperability and
long-term compatibility.
M. Procurement
The purpose of the procurement process is to ensure a fair and reasonable price is paid for the
services provided. All procurement transactions shall 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,
• Sub-Recipient's local procurement policy.
To the extent that one standard is more stringent than another, the Sub-Recipient shall follow the
more stringent standard. For example, if a state statute imposes a stricter requirement than a
federal regulation, then the Sub-Recipient shall adhere to the requirements of the state statute.
The State of Florida procurement policy and procedure is as follows:
Amount Documentation Required
Shall be carried out using good purchasing practices which may include
Up to$2,499 certification of written or telephone quotes
$2,500 but less Submit summary of 2 (minimum)written quotes, signed by the vendor
than 35,000 representative.
For vendors not on STC; submit documentation of Invitation to Bid
> $35,000 Process (ITB), Request for Proposal (RFP) or Intent to Negotiate (ITN)
All Sole Source FDEM pre-approval is required
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Alternative Commodities or Services available to the State via outside contract
Contract Source vehicle. A copy of the executed contract shall be submitted along with
additional quotes if GSA 70 or GSA 84.
Formal Competitive Solicitations: $35,000 and above and not available on STC include
Invitation to Bid (ITB), Request for Proposal (RFP), or Invitation to Negotiate (ITN). Each
requires a Scope of Work that meets all statutory requirements and formal posting or publication
processes. Subrecipients shall submit their formal solicitation documentation and
subsequent vendor selection documentation for approval prior to initiating any work.
The Division shall review the solicitation and provide comments, if any, to the Sub-Recipient.
Consistent with 2 C.F.R. §200.325, the Division shall 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 shall not substitute its
judgment for that of the Sub-Recipient. While the Sub-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 Sub-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 Sub-Recipient as quickly as
possible.
If the Sub-Recipient publishes a competitive solicitation after receiving comments from the
Division that the solicitation is deficient, then the Division may:
• Terminate this Agreement in accordance with the provisions outlined in paragraph
(17) above; and,
• Refuse to reimburse the Sub-Recipient for any costs associated with that
solicitation.
Examples of when to use each method:
Invitation to Bid: Procurement by sealed bidding is a method where bids are publicly solicited
through formal advertising. It is when a Sub-Recipient can establish precise specifications for a
commodity or service defining, with specificity, as further outlined in the scope of work.
Under this procurement method, the solicitation document used is known as the ITB. Sealed
bidding is often utilized when the Sub-Recipient's requirements are known and specific in detail.
The sealed bid method is the preferred method for procuring construction services and is
appropriate when the following conditions are present:
• Complete, adequate, and realistic specifications or purchase descriptions are
available;
• Two or more responsible bidders are willing and able to compete effectively for the
business;
The Sub-Recipient primarily selects the successful bidder based on price. This includes the price-
related factors included within the solicitation. Other than the responsibility determination, the
Sub-Recipient shall not select a contractor on the basis of non-price-related factors.
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Sub-Recipients shall publicly advertise the ITB. The precise manner of advertising depends upon
the facts and circumstances of the procurement, subject to any applicable state, local, and/or
tribal requirements.
Sub-Recipients shall solicit bids from an adequate number of known suppliers. The regulation
does not provide specific guidance regarding the method for soliciting additional bids or what
constitutes an adequate number of qualified sources. These determinations shall be dependent
upon the facts and circumstances of the procurement, subject to any relevant state, local, and/or
federal requirements. The general requirements for an ITB are as follows:
• The ITB shall define the items or services including any specifications and pertinent
attachments so potential bidders can properly respond.
• The subrecipient shall provide potential bidders sufficient time to prepare and submit
bids prior to the date set for bid opening.
• All bids shall be opened at the date, time, and location established in the ITB.
• After the official bid opening procedures are completed, the subrecipient shall award
a contract to the lowest price bid provided by a responsive and responsible bidder. If
specified in the bidding documents, the subrecipient may consider discounts,
transportation costs, and life cycle costs to determine which bid is the lowest.
If using the Sealed Bidding method of procurement, the subrecipient shall document the
procurement history. Examples of circumstances under which a subrecipient may reject an
individual bid include but are not limited to:
• The bid fails to conform to the essential requirements or applicable specifications as
outlined in the ITB;
• The bid fails to conform to the delivery schedule as outlined in the ITB;
• The bid imposes conditions that would modify the requirements as outlined in the
ITB;
• The Sub-Recipient determines that the bid price is unreasonable;
• The bid is submitted by a suspended or debarred vendor; and/or
• A bidder fails to furnish a bid guarantee when such a guarantee is required.
The contract should then be awarded to the responsible and responsive vendor who submits the
lowest responsive bid. The Subrecipient shall also provide a justification letter to the Division
supporting their selection.
Request for Proposal: Under this procurement method, the solicitation document used is also
known as the RFP. Proposals are an acceptable method of procurement when the nature of the
procurement does not lend itself to sealed bidding and when a cost-reimbursement contract is
appropriate. Through this process, vendors can compete on a cost basis for like items or
services. The request for proposals method of procurement is an acceptable method of
procurement, where non-state entities cannot base the contract award exclusively on price or
price-related factors due to the nature of the service or property to be acquired. Simply put, the
Sub-Recipient can describe what it wants to accomplish but the methods or means to accomplish
the desired outcome cannot be easily defined. An RFP is appropriate when the following
conditions are present:
• The Sub-Recipient cannot base the contract award exclusively on price or price-
related factors due to the nature or the service or property to be acquired;
• The requirements are less definitive, more development work is required, or there is
a greater risk of performance;
• Technical capability, past performance, and prior experience considerations play a
dominant role in source selection; and/or
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• Separate discussions with individual offerors are expected to be necessary after
they have submitted proposals. This is a key distinction from the sealed bidding
method of procurement where discussions with individual bidders are prohibited and
the contract shall be awarded based on price and price-related factors alone.
The Sub-Recipient shall publicize their RFP. The manner of the advertising depends upon the
facts and circumstances of the procurement, subject to state, local, and/or tribal requirements.
Within the advertisement, the Sub-Recipient shall identify all evaluation factors and their relative
importance. The following provides several considerations for developing evaluation factors:
• The evaluation factors for a specific procurement should reflect the subject matter
and elements that are most important to the Sub-Recipient.
• The evaluation factors may include such things as technical design, technical
approach, length of delivery schedules, past performance, and quality of proposed
personnel.
• The Sub-Recipient may use any one or a combination of source selection
approaches as permitted under state, local, and/or tribal laws, regulations, and
procedures, and these approaches will often differ based on the relative importance
of price or cost for the procurement.
• If permitted by the Sub-Recipient, written procurement procedures, and applicable
state, local, and/or tribal law, the Sub-Recipient may award a contract to the offeror
whose proposal offers the"best value"to the Sub-Recipient. The solicitation shall
also inform potential offerors that the award shall be made on a"best value" basis,
which should include a statement that the Sub-Recipient reserves the right to award
the contract to other than the lowest-priced offeror.
• The RFP shall identify evaluation factors and their relative importance; however,
they need not disclose numerical or percentage ratings or weights.
• FEMA does not require any specific evaluation factors or analytic process, but the
evaluation factors shall support the purposes of the grant or cooperative agreement.
The Sub-Recipient shall consider any response to a publicized request for proposals to the
maximum extent practical. In addition to publicizing the request for proposals, non-state entities
shall solicit proposals from an adequate number of offerors, providing them with sufficient
response time before the date set for the receipt of proposals. Determining an adequate number
of sources shall depend upon the facts and circumstances of the procurement, subject to relevant
state, local, and/or tribal requirements.
The Sub-Recipient shall have a written method for conducting their technical evaluations of the
proposals received and for selecting offerors. When evaluating proposals, FEMA expects the
Sub-Recipient to consider all evaluation factors specified in its solicitation documents and
evaluate offers only on the evaluation factors included in the solicitation documents. A Sub-
Recipient shall not modify its evaluation factors after proposals have been submitted without re-
opening the solicitation. In awarding a contract that will include options, FEMA expects the Sub-
Recipient to evaluate proposals for any option quantities or periods contained in the solicitation if
it intends to exercise those options after the contract is awarded.
The contract shall be awarded to the responsible offeror whose proposal is most advantageous to
the program with price and other factors considered.
Invitation to Negotiate: If the Sub-Recipient has determined that an ITB or an RFP will not result
in the best value, the Sub-Recipient may procure commodities and contractual services using the
ITN process. The procurement file shall be documented to support why an ITB and a RFP will not
result in best value (287.057(1)(c), Florida Statutes). Contracts that exceed $1 million require a
Florida Certified Contract Negotiator. Contracts more than $10 million in any fiscal year, requires
a Project Management Professional on the team.
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Formal competitive solicitation postings or publication on an organization's website shall
not be accepted as it discourages true competition. Effective FY2023 such postings shall
be via a public forum for example the Florida Administrative Registry, local newspaper,
etc.
The Division shall pre-approve all scopes of work for projects funded under this agreement. Also,
to receive reimbursement from the Division, the Sub-Recipient shall provide the Division with a
suspension and debarment form for each vendor that performed work under the
agreement. Furthermore, if requested by the Division, the Sub-Recipient shall provide copies of
solicitation documents including responses and justification of vendor selection.
Contracts may include:
State Term Contract: A State Term Contract is a contract that is competitively procured by the
Division of State Purchasing for selected products and services for use by agencies and eligible
users. Florida agencies and eligible users may use a request for quote to obtain written pricing or
services information from a state term contact vendor for commodities or contractual services
available on a state term contract from that vendor. Use of state term contracts is mandatory for
Florida agencies in accordance with section 287.056, Florida Statutes.
Alternate Contract Source: An Alternate Contract Source is a contract let by a federal, state,
or local government that has been approved by the Department of Management Services, based
on a determination that the contract is cost-effective and in the best interest of the state, for use
by one or all Florida agencies for purchases, without the requirement of competitive procurement.
Alternate contract sources are authorized by subsection 287.042(16), Florida Statutes, as
implemented by Rule 60A-1.045, Florida Administrative Code.
General Services Administration Schedules: The General Services Administration (GSA) is an
independent agency of the United States Government. States, tribes, and local governments, and
any instrumentality thereof(such as local education agencies or institutions of higher education)
may participate in the GSA Cooperative Purchasing Program.). Refer to the appropriate GSA
Schedule for additional requirements.
N. Piggybacking
The practice of procurement by one agency using the agreement of another agency is called
piggybacking. The ability to piggyback onto an existing contract is not unlimited. The Sub-
Recipient's written procurement policy shall be submitted to the Division and shall allow for
piggybacking. The existing contract shall contain language or other legal authority authorizing
third parties to make purchases from the contract with the vendor's consent. The terms and
conditions of the new contract, including the Scope of Work, shall be substantially the same as
those of the existing contract and approved by the Division. The piggyback contract shall not
exceed the existing contract in scope or volume of goods or services. A Sub-Recipient shall not
use the preexisting contract merely as a"basis to begin negotiations"for a broader or materially
different contract.
Section 215.971, Florida Statutes
Statutory changes enacted by the Legislature impose additional requirements on grant and Sub-
Recipient agreements funded with federal or state financial assistance. Section 215.971(1)
states:
An agency agreement that provides state financial assistance to a Recipient or Sub-Recipient, as
those terms are defined in section215.97, Florida Statutes, or that provides federal financial
assistance to a Sub-Recipient, as defined by applicable United States Office of Management and
Budget circulars, shall include all of the following:
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• A provision specifying a Scope of Work that clearly establishes the tasks that the
Recipient or Sub-Recipient is required to perform.
• A provision dividing the agreement into quantifiable units of deliverables that shall be
received and accepted in writing by the agency before payment. Each deliverable shall
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 or Sub-
Recipient fails to perform the minimum level of service required by the agreement. The
provision can be excluded from the agreement only if financial consequences are
prohibited by the federal agency awarding the grant. Funds refunded to a state agency
from a Recipient or Sub-Recipient for failure to perform as required under the agreement
may be expended only in direct support of the program from which the agreement
originated.
• A provision specifying that a Recipient or Sub-Recipient of federal or state financial
assistance may expend funds only for allowable costs resulting from obligations incurred
during the specified agreement period.
• A provision specifying that any balance of unobligated funds which has been advanced or
paid shall be refunded to the state agency.
• A provision specifying that any funds paid in excess of the amount to which the Recipient
or Sub-Recipient is entitled under the terms and conditions of the agreement shall be
refunded to the state agency.
• Any additional information required pursuant to s. 215.97.
O. Unallowable Procurement Practices
Noncompetitive Pricing Practices: Noncompetitive pricing practices between firms or between
affiliated companies are prohibited. Subrecipients shall undertake reasonable efforts to ensure
that prospective vendors have not engaged in noncompetitive pricing practices when responding
to a solicitation, and that they themselves have not when soliciting vendors. If noncompetitive
pricing practices are identified, the activity shall be reported to the Division. Below are common
noncompetitive pricing practices:
• Bid rigging: Occurs when conspiring competitors raise prices under a process where a
purchaser acquires goods or services by soliciting competing bids. Competitors agree in
advance who will submit the lowest priced or winning bid on a contract. Bid rigging takes
many forms, but conspiracies usually fall into one or more of the following categories: bid
suppression, complementary bidding, and bid rotation.
• Bid suppression: Where one or more competitor(s), who otherwise would be expected
to bid or who have previously bid, agree to refrain from bidding or withdraw a previously
submitted bid so that the designated winning competitor's bid will be accepted.
• Complementary bidding: Also known as "cover" or"courtesy" bidding, occurs when
some competitors agree to submit bids that are either too high to be accepted or contain
special terms that will not be acceptable to the buyer. Such bids are not intended to
secure the buyer's acceptance but are merely designed to give the appearance of
genuine competitive bidding while making the designated winning competitor's bid
appear most attractive. Complementary bidding schemes are a frequent form of bid
rigging. They defraud purchasers by creating the appearance of competition to conceal
secretly inflated prices.
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• Bid rotation: A scheme where all conspirators submit bids but take turns being the
lowest bidder. The terms of the rotation may vary. For example, competitors may take
turns on contracts according to the size of the contract, allocating equal amounts to each
conspirator, or allocating volumes that correspond to the size of each conspirator
company.
P. Unique Entity Identifier(UEI) and System for Award Management(SAM)
Sub-Recipients for this award shall:
• Be registered in SAM;
• Provide a valid DUNS number; and
• Continue to maintain an active UEI with current information at all times during which it
has an active federal award.
Q. Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within thirty (30) days after the end of the
reporting periods (March 31, June 30, September 30, and December 31)for the life of this
contract.
• If a report(s) is delinquent, future financial reimbursements shall be withheld until the
Sub-Recipient's reporting is current.
• If a report goes three (3) consecutive quarters from date of execution without the Sub-
Recipient reflecting any activity and/or expenditures it shall result in the issuance of a
noncompliance letter, and a written justification shall then be provided.
o Based on the Division's determination, the Sub-Recipient shall have thirty (30)
days to submit a letter of appeal to the Division.
o Sub-Recipients shall only be allowed one opportunity to appeal.
o If the appeal is denied, or if there is no response to the notification of
noncompliance, the Sub-Recipient's funds shall be terminated.
• If a report goes four(4) consecutive quarters from date of execution without the Sub-
Recipient reflecting any activity and/or expenditures, it shall result in termination of the
agreement.
Programmatic Reporting Schedule
Reporting Period Report due to FDEM no later than
January 1 through March 31 April 30
April 1 through June 30 July 31
July 1 through September 30 October 31
October 1 through December 31 January 31
2. Programmatic Reporting- Biannual Strategic Implementation Report(BSIR):
After the end of each reporting period, for the life of the contract unless directed otherwise,
the Division, shall complete the Biannual Strategic Implementation Report in the Grants
Reporting Tool (GRT) https://www.reporting.odp.dhs.gov. The reporting periods are January
1-June, July 1-December 31. Data entry is scheduled for December 1 and June 1
respectively. Future awards and reimbursement may be withheld if these reports are
delinquent.
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3. Reimbursement Requests:
A request for reimbursement may be sent to your grant manager for review and approval at
any time during the contract period. Reimbursements shall be requested within ninety (90)
calendar days of expenditure of funds, and quarterly at a minimum. Failure to submit request
for reimbursement within ninety(90) calendar days of expenditure shall result in denial of
reimbursement. The Sub-Recipient should include the category's corresponding line-item
number in the"Detail of Claims"form. This number can be found in the "Proposed Program
Budget". A line-item number is to be included for every dollar amount listed in the"Detail of
Claims"form.
4. Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management no later than
sixty (60) calendar days after the agreement is either completed or the agreement has
expired.
5. Administrative Closeout
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. The Division shall make
three (3)written attempts to collect required information before initiating an administrative
closeout. If an award is administratively closed, the Division 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 awards.
R. Period of Performance (POP) Extensions
An extension to the period of performance identified in the agreement is allowable under limited
circumstances and shall only be considered through formal, written requests to the Division. All
extension requests shall contain specific and compelling justifications as to why an extension is
required, and shall address the following:
1. The grant program, fiscal year, and agreement number;
2. Reason for the delay—including details of the legal, policy, or operational challenges that
prevent the final expenditure of awarded funds by the deadline;
3. Current status of project activity;
4. Requested POP termination date and new project completion date;
5. Amount of funds reimbursed to date;
6. Remaining available funds;
7. Budget outlining how the remaining funds shall be expended;
8. Plan for completion, including milestones and timeframes for achieving each milestone
and the position or person responsible for implementing the plan for completion; and
9. Certification that the activity(ies) shall be completed within the extended POP without any
modification to the original statement of work, as described in the investment justification
and as approved by FEMA.
Extension requests are typically granted for no more than a six(6) month period, and shall be
granted only due to compelling legal, policy, or operational challenges. Extension requests shall
only be considered for the following reasons:
• Contractual commitments by the recipient or Sub-Recipient with vendors prevent
completion of the project within the existing POP;
• The project shall undergo a complex environmental review that cannot be completed
within the existing POP;
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• Projects are long-term by design, and therefore acceleration would compromise core
programmatic goals; or
• Where other special or extenuating circumstances exist.
Subrecipient's shall be limited to one (1) extension over the grant period of performance.
Extension requests shall not be considered within the last one hundred eighty (180) days
of the grant period of performance.
S. Programmatic Point of Contact
Contractual Point of Contact Programmatic Point of Contact
Tamisha Jenkins Teresa Warner
FDEM FDEM
2555 Shumard Oak Blvd. 2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100 Tallahassee, FL 32399-2100
(850) 815-4367 (850) 815-4351
Tamisha.Jenkins@em.myflorida.com teresa.warner@em.myflorida.com
T. Contractual Responsibilities
• The Division shall determine eligibility of projects and approve changes in Scope of Work.
• The Division shall administer the financial processes.
U. Failure to Comply
• Failure to comply with any of the provisions outlined above shall result in disallowance of
reimbursement for expenditures.
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ATTACHMENT D
Program Statutes and Regulations
1) Age Discrimination Act of 1975 42 U.S.C. §6101 et seq.
2) Americans with Disabilities Act of 1990 42 U.S.C. § 12101-12213
3) Chapter 473, Florida Statutes
4) Chapter 215, Florida Statutes
5) Chapter 252, Florida Statutes
6) Title VI of the Civil Rights Act of 1964 42 U.S.C. §2000 et seq.
7) Title VIII of the Civil Rights Acts of 1968 42 U.S.C. § 3601 et seq.
8) Copyright notice 17 U.S.C. §§401 or 402
9) Assurances, Administrative Requirements, Cost Principles, Representations and Certifications
2 C.F.R. Part 200
10) Debarment and Suspension Executive Orders 12549 and 12689
11) Drug Free Workplace Act of 1988 41 U.S.C. § 701 et seq.
12) Duplication of Benefits 2 C.F.R. Part 200, Subpart E
13) Energy Policy and Conservation Act 42 U.S.C. §6201 et seq.
14) False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729-3733 also 31 U.S.C. §
3801-3812
15) Fly America Act of 1974 49 U.S.C. §41102 also 49 U.S.C. §40118
16) Hotel and Motel Fire Safety Act of 1990 15 U.S.C. §2225a
17) Lobbying Prohibitions 31 U.S.C. § 1352
18) Patents and Intellectual Property Rights 35 U.S.C. § 200 et seq.
19) Procurement of Recovered Materials section 6002 of Solid Waste Disposal Act
20) Terrorist Financing Executive Order 13224
21) Title IX of the Education Amendments of 1972 (Equal Opportunity in Education Act)20 U.S.C. §
1681 et seq.
22) Trafficking Victims Protection Act of 2000 22 U.S.C. § 7104
23) Rehabilitation Act of 1973 Section 504, 29 U.S.C. § 794
24) USA Patriot Act of 2001 18 U.S.C. § 175-172c
25) Whistleblower Protection Act 10 U.S.C. § 2409, 41 US.C. §4712, and 10 U.S.C. §2324, 41
U.S.C. §4304 and §4310
26) 53 Federal Register 8034
27) Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code
28) Section 287.138, Florida Statutes
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ATTACHMENT E
JUSTIFICATION OF ADVANCE PAYMENT
SUB-RECIPIENT:
Requests for an advance shall be submitted at the time of agreement execution or approval of the EHP,
if required. If you are requesting an advance, indicate same by checking the box below and completing
the Estimated Expenses table.
[ ]ADVANCE REQUESTED (Maximum request amount may not exceed fifty percent.)
Advance payment of$ is requested. Balance of payments will be made on a reimbursement
basis. This advance will be used on equipment specific projects within the budget of the agreement. We would
not be able to operate the program without this advance.
ESTIMATED EXPENSES
Project Days to complete Funding amount requested
LINE-ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the need for the
cash advance. The justification shall include supporting documentation that clearly shows the advance shall
be expended within the first ninety (90) days of the contract term or approval of the EHP, if required. 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 justification. Any
advance funds not expended within the specified timeframe shall be returned to the Division Cashier, 2555
Shumard Oak Boulevard, Tallahassee, Florida 32399,within thirty (30) days, along with any interest earned on
the advance)
*REQUESTS FOR ADVANCE PAYMENTS SHALL BE CONSIDERED ON A CASE-BY-CASE BASIS*
**EHP SHALL BE COMPLETED AND APPROVED BY FEMA PRIOR TO ADVANCE**
Signature of Sub-Recipient
Date:
Name and Title of Sub-Recipient
ATTACHMENT F
WARRANTIES AND REPRESENTATIONS
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Financial Management
The Sub-Recipient's financial management system shall comply with 2 C.F.R. §200.302.
Procurements
Any procurement undertaken with funds authorized by this Agreement shall comply with the
requirements of 2 C.F.R. §200, Part D—Post Federal Award Requirements—Procurement Standards (2
C.F.R. §§ 200.318 through 200.327).
Business Hours
The Sub-Recipient shall have its offices open for business, with the entrance door open to the
public, and at least one employee on site, from:
M-F 8:00am to 5:00pm
Licensing and Permitting
All subcontractors or employees hired by the Sub-Recipient shall have all current licenses and
permits required for the particular work for which they are hired by the Sub-Recipient.
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ATTACHMENT G
CERTIFICATION REGARDING
DEBARMENT, SUSPENSION, INELIGIBILITY
AND VOLUNTARY EXCLUSION
Subcontractor Covered Transactions
The prospective subcontractor, , of the
Sub-Recipient certifies, by submission of this document, that neither it, its principals, nor its affiliates are
presently debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded, or
disqualified from participation in this transaction by any federal department or agency.
SUB-CONTRACTOR:
By:
Signature Sub-Recipient's Name
Name and Title FDEM Agreement Number
Street Address
City, State, Zip
Date
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ATTACHMENT H
STATEMENT OF ASSURANCES
All of the instructions, guidance, limitations, and other conditions set forth in the Notice of Funding
Opportunity (NOFO)for this program are incorporated here by reference in the terms and conditions of
your award. All Sub-Recipients shall comply with any such requirements set forth in the program NOFO.
All Sub-Recipients who receive awards made under programs that prohibit supplanting by law shall
ensure that federal funds do not replace (supplant)funds that have been budgeted for the same purpose
through non-federal sources.
All Sub-Recipients shall acknowledge their use of federal funding when issuing statements, press
releases, requests for proposals, bid invitations, and other documents describing projects or programs
funded in whole or in part with federal funds.
Any cost allocable to a particular federal award provided for in 2 C.F.R. Part 200, Subpart E shall not be
charged to other federal awards to overcome fund deficiencies, to avoid restrictions imposed by federal
statutes, regulations, or terms and conditions of the federal awards, or for other reasons. However, this
prohibition would not preclude a Sub-Recipient from shifting costs that are allowable under two or more
federal awards in accordance with existing federal statutes, regulations, or the terms and conditions of the
federal award.
Sub-Recipients are required to comply with the requirements set forth in the government-wide Award
Term regarding the System for Award Management and Universal Identifier Requirements located at 2
C.F.R. Part 25, Appendix A, the full text of which incorporated here by reference in the terms and
conditions of your award.
All Sub-Recipients shall acknowledge and agree to comply with applicable provisions governing DHS
access to records, accounts, documents, information, facilities, and staff.
1. Sub-Recipient shall cooperate with any compliance review or compliant investigation conducted
by the State Administrative Agency or DHS.
2. Sub-Recipient shall give the State Administrative Agency, DHS or through any authorized
representative, access to and the right to examine and copy, records, accounts, and other
documents and sources of information related to the federal financial assistance award and
permit access to facilities, personnel, and other individuals and information as may be necessary,
as required by DHS regulations and other applicable laws or program guidance.
3. Sub-Recipient shall submit timely, complete, and accurate reports to the Division and maintain
appropriate backup documentation to support the reports. Sub-Recipients shall also comply with
all other special reporting, data collection and evaluation requirements, as prescribed by law or
detailed in program guidance.
4. Sub-Recipient shall acknowledge their use of federal funding when issuing statements, press
releases, requests for proposals, bid invitations, and other documents describing projects or
programs funded in whole or in part with federal funds.
5. Sub-Recipient who receives awards made under programs that provide emergency
communications equipment and its related activities shall comply with SAFECOM Guidance for
Emergency Communications Grants, including provisions on technical standards that ensure and
enhance interoperable communications.
6. When original or replacement equipment acquired under this award by the Sub-Recipient is no
longer needed for the original project or program or for other activities currently or previously
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supported by DHS/FEMA, you shall request instructions from the Division to make proper
disposition of the equipment pursuant to 2 C.F.R. § 200.313.
7. DHS/FEMA funded activities that may require an EHP review are subject to FEMA's
Environmental Planning and Historic Preservation (EHP) review process. This review does not
address all federal, state, and local requirements. Acceptance of federal funding requires
recipient to comply with all federal, state, and local laws. Failure to obtain all appropriate
federal, state, and local environmental permits and clearances may jeopardize federal funding.
If ground disturbing activities occur during construction, applicant shall monitor ground
disturbance, and if any potential archeological resources are discovered, applicant shall
immediately cease work in that area and notify the pass-through entity, if applicable, and
DHS/FEMA.
8. Sub-Recipients are required to comply with the Build America, Buy America Act(BABAA),
which was enacted as part of the Infrastructure Investment and Jobs Act Sections 70901-
70927, Pub. L. No. 117-58 (2021); and Executive Order 14005, Ensuring the Future is Made in
All of America by All of America's Workers.
9. Sub-Recipient shall comply with the applicable provisions of the following laws and policies
prohibiting discrimination:
a. Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination based
on race, color, or national origin (including limited English proficiency).
b. Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination
based on disability.
c. Title IX of the Education Amendments Act of 1972, as amended, which prohibits
discrimination based on sex in education programs or activities.
d. Age Discrimination Act of 1975, which prohibits discrimination based on age.
e. U.S. Department of Homeland Security regulation 6 C.F.R. Part 19, which prohibits
discrimination based on religion in social service programs.
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ATTACHMENT I
MANDATORY CONTRACT PROVISIONS
Provisions:
Any contract or subcontract funded by this Agreement shall contain the applicable provisions outlined in
Appendix II to 2 C.F.R. Part 200. It is the responsibility of the Sub-Recipient to include the required
provisions. The following is a list of sample provisions from Appendix II to 2 C.F.R. Part 200 that may be
required:1
Appendix II to Part 200—Contract Provisions for Non-Federal Entity
Contracts Under Federal Awards
In addition to other provisions required by the federal agency or non-federal entity, all contracts
made by the non-federal entity under the federal award shall contain provisions covering the following, as
applicable.
(A) Contracts for more than the simplified acquisition threshold, which is the inflation adjusted
amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations
Council (Councils) as authorized by 41 U.S.C. 1908, shall address administrative, contractual, or legal
remedies in instances where contractors violate or breach contract terms, and provide for such sanctions
and penalties as appropriate.
(B)All contracts in excess of$10,000 shall address termination for cause and for convenience by
the non-federal entity including the manner by which it will be affected and the basis for settlement.
(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all
contracts that meet the definition of"federally assisted construction contract" in 41 CFR Part 60-1.3 shall
include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive
Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p.
339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal
Employment Opportunity," and implementing regulations at 41 CFR part 60, "Office of Federal Contract
Compliance Programs, Equal Employment Opportunity, Department of Labor."
(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by federal program
legislation, all prime construction contracts in excess of$2,000 awarded by non-federal entities shall
include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as
supplemented by Department of Labor regulations (29 CFR Part 5, "Labor Standards Provisions
Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the
statute, contractors shall be required to pay wages to laborers and mechanics at a rate not less than the
prevailing wages specified in a wage determination made by the Secretary of Labor. In addition,
contractors shall be required to pay wages not less than once a week. The non-federal entity shall place a
copy of the current prevailing wage determination issued by the Department of Labor in each solicitation.
The decision to award a contract or subcontract shall be conditioned upon the acceptance of the wage
determination. The non-federal entity shall report all suspected or reported violations to the federal
awarding agency. The contracts shall also include a provision for compliance with the Copeland "Anti-
Kickback"Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3,
"Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans
or Grants from the United States"). The Act provides that each contractor or Sub-Recipient shall be
prohibited from inducing, by any means, any person employed in the construction, completion, or repair of
public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-
federal entity shall report all suspected or reported violations to the federal awarding agency.
(E) Contract Work Hours and Safety Standards Act(40 U.S.C. 3701-3708). Where applicable, all
contracts awarded by the non-federal entity in excess of$100,000 that involve the employment of
mechanics or laborers shall include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as
supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. § 3702 of the Act,
each contractor shall be required to compute the wages of every mechanic and laborer on the basis of a
1 For example, the Davis-Bacon Act is not applicable to other FEMA grant and cooperative agreement
programs, including the Public Assistance Program or Hazard Mitigation Grant Program; however, Sub-
Recipient may include the provision in its subcontracts.
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standard work week of forty (40) hours. Work in excess of the standard work week is permissible provided
that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all
hours worked in excess of forty (40) hours in the work week. The requirements of 40 U.S.C. § 3704 are
applicable to construction work and provide that no laborer or mechanic shall be required to work in
surroundings or under working conditions which are unsanitary, hazardous or dangerous. These
requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence.
(F) Rights to Inventions Made Under a Contract or Agreement. If the federal award meets the
definition of"funding agreement" under 37 CFR§401.2(a) and the recipient or Sub-Recipient wishes to
enter into a contract with a small business firm or nonprofit organization regarding the substitution of
parties, assignment or performance of experimental, developmental, or research work under that"funding
agreement,"the recipient or Sub-Recipient shall comply with the requirements of 37 CFR Part 401,
"Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government
Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the
awarding agency.
(G) Clean Air Act(42 U.S.C. §§ 7401-7671q.) and the Federal Water Pollution Control Act(33
U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of$150,000 shall
contain a provision that requires the non-federal award to agree to comply with all applicable standards,
orders or regulations issued pursuant to the Clean Air Act(42 U.S.C. §§ 7401-7671q) and the Federal
Water Pollution Control Act as amended (33 U.S.C. §§ 1251-1387). Violations shall be reported to the
federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
(H) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2
CFR§ 180.220) shall not be made to parties listed on the governmentwide Excluded Parties List System
in the System for Award Management(SAM), in accordance with the OMB guidelines at 2 CFR 180 that
implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989
Comp., p. 235), "Debarment and Suspension." The Excluded Parties List System in SAM contains the
names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
(I) Byrd Anti-Lobbying Amendment(31 U.S.C. § 1352)—Contractors that apply or bid for an
award of$100,000 or more shall file the required certification. Each tier certifies to the tier above that it
shall not and has not used federal appropriated funds to pay any person or organization for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, officer or employee
of Congress, or an employee of a member of Congress in connection with obtaining any federal contract,
grant or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with
non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are
forwarded from tier to tier up to the non-federal award.
(J) See 2 C.F.R. §200.323 Procurement of recovered materials.
(K) See 2 C.F.R. §200.216 Prohibition on certain telecommunication and video surveillance
services or equipment.
(L) See 2 C.F.R. § 200.322 Domestic preferences for procurements
(Appendix II to Part 200, Revised Eff. 11/12/2020).
Please note that the Sub-Recipient alone is responsible for ensuring that all language included
in its contracts meets the requirements of 2 C.F.R. §200.327 and 2 C.F.R. Part 200,Appendix
H.
ATTACHMENT J
FINANCIAL AND PROGRAM MONITORING GUIDELINES
Florida has enhanced state and local capability and capacity to prevent, prepare and respond to terrorist
threats since 1999 through various funding sources including federal grant funds. The Division has a
responsibility to track and monitor the status of grant activity and items purchased to ensure compliance
with applicable Emergency Management Performance Grant(EMPG) Program grant guidance and
statutory regulations. The monitoring process is designed to assess a Sub-Recipient agency's
compliance with applicable state and federal guidelines.
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Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits. There
are two primary areas reviewed during monitoring activities -financial and programmatic
monitoring. Financial monitoring primarily focuses on statutory and regulatory compliance with
administrative grant requirements. It involves the review of records associated with the purchase and
disposition of property, projects and contracts. Programmatic monitoring seeks to validate and assist in
the grant progress, targeting issues that may be hindering project goals and ensuring compliance with the
purpose of the grant and overall grant program. Programmatic monitoring involves the observation of
equipment purchased, protocols and other associated records. Various levels of financial and
programmatic review may be accomplished during the monitoring process.
Pursuant to 2 C.F.R. §200.337, the Division has the right, at all reasonable times, to make site visits or
conduct desk reviews to review project accomplishments and management control systems to review
award progress and to provide any required technical assistance. During site visits or desk reviews, The
Division shall review recipients'files related to the award.As part of any monitoring and program
evaluation activities, recipients shall permit the Division, upon reasonable notice, to review grant-related
records and to interview the organization's staff and contractors regarding the program. Recipients shall
respond in a timely and accurate manner to the Division's requests for information relating to the award.
Monitoring Selection and Scheduling:
Each year the Division shall conduct monitoring based on a "Risk Assessment". The risk assessment tool
is used to help in determining the priority of Sub-Recipients that should be reviewed and the level of
monitoring that should be performed. Note that although a given grant may be closed, it is still subject to
either desk or on-site monitoring for a five(5) year period following closure.
Areas that shall be examined include:
• Management and administrative procedures;
• Grant folder maintenance;
• Equipment accountability and sub-hand receipt procedures;
• Program for obsolescence;
• Status of equipment purchases;
• Status of training for purchased equipment;
• Status and number of response trainings conducted to include number trained;
• Status and number of exercises;
• Status of planning activity;
• Anticipated projected completion;
• Difficulties encountered in completing projects;
• Agency NIMS/ICS compliance documentation;
• Equal Employment Opportunity (EEO Status);
• Procurement Policy
The Division may request additional monitoring/information of the activity, or lack thereof, generates
questions from the region, the sponsoring agency or the Division's leadership. The method of gathering
this information shall be determined on a case-by-case basis.
Monitoring Activities:
Desk reviews and site visits are two forms of monitoring. Desk monitoring is the review of projects,
financial activity and technical assistance between the Division and the applicant via e-mail and
telephone. On-site monitoring are actual visits to the Sub-Recipient agencies by Division representatives
who examines records, procedures and equipment.
Desk monitoring is an on-going process. Sub-Recipients shall be required to participate in desk top
monitoring as determined by the Division. This contact shall provide an opportunity to identify the need
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for technical assistance (TA) and/or a site visit if the Division determines that a Sub-Recipient is having
difficulty completing their project.
As difficulties/deficiencies are identified, the respective region or sponsoring agency shall be notified by
the program office via email. Information shall include the grant Sub-Recipient agency name, year and
project description and the nature of the issue in question. Many of the issues that arise may be resolved
at the regional or sponsoring agency level. Issues that require further TA shall be referred to the division
for assistance. Examples of TA include but are not limited to:
• Equipment selection or available vendors
• Eligibility of items or services
• Coordination and partnership with other agencies within or outside the region or discipline
• Record Keeping
• Reporting Requirements
• Documentation in support of a Request for Reimbursement
On-site monitoring shall be conducted by the Division or designated personnel. On-site monitoring visits
shall be scheduled in advance with the Sub-Recipient agency POC designated in the grant agreement.
The Division shall also conduct coordinated financial and grant file monitoring. Subject matter experts
from other agencies within the region or state may be called upon to assist in the form of a peer review as
needed.
On-Site Monitoring Protocol
On-site monitoring visits shall begin with those grantees that are currently spending or have completed
spending for that federal fiscal year(FFY). Site visits may be combined when geographically
convenient. There is a financial/programmatic On-site monitoring checklist to assist in the completion of
all required tasks.
Site Visit Preparation
A letter shall be sent to the Sub-Recipient agency Point of Contact(POC) outlining the date, time and
purpose of the site visit before the planned arrival date. The appointment shall be confirmed with the
grantee in writing (email is acceptable) and documented in the grantee folder.
The physical location of any equipment located at an alternate site should be confirmed with a
representative from that location and the address should be documented in the grantee folder before the
site visit.
On-Site Monitoring Visit
Once Division personnel have arrived at the site, an orientation conference shall be conducted.
During this time, the purpose of the site visit and the items the Division intends to examine shall be
identified. All objectives of the site visit shall be explained during this time.
Division personnel shall review all files and supporting documentation. Once the supporting
documentation has been reviewed, a tour/visual/spot inspection of equipment shall be conducted.
Each item selected for review shall be visually inspected whenever possible. Larger items (computers,
response vehicles, etc.) shall have an asset decal (information/serial number) placed in a prominent
location on each piece of equipment as per Sub-Recipient agency requirements. The serial number shall
correspond with the appropriate receipt to confirm purchase. Photographs shall be taken of the
equipment(large capital expenditures in excess of$1,000. per item).
If an item is not available(being used during time of the site visit), the appropriate documentation shall be
provided to account for that particular piece of equipment. Other programmatic issues can be discussed
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at this time, such as missing quarterly reports, payment voucher/reimbursement, equipment, questions,
etc.
Post Monitoring Visit
Division personnel shall review the On-site monitoring worksheets and backup documentation as a team
and discuss the events of the On-site monitoring.
Within forty-five (45) calendar days of the site visit, a post monitoring letter shall be generated and sent to
the grantee explaining any issues and corrective actions required or commendations. Should issues or
findings be identified, a noncompliance letter to that effect shall be generated and sent to the Sub-
Recipient. The Sub-Recipient shall submit a Corrective Action Plan (CAP)within a timeframe as
determined by the Division. Noncompliance on behalf of sub-grantees is resolved by management under
the terms of the Sub-Grant Agreement. The On-site monitoring report and all back up documentation shall
then be included in the Sub-Recipient's file.
Monitoring Responsibilities of Pass-thru Entities
Sub-Recipients who are pass-through entities are responsible for monitoring their Sub-Recipients in a
manner consistent with the terms of the Federal award at 2 C.F.R. Part 200, including 2 C.F.R. §
200.332. This includes the pass-through entity's responsibility to monitor the activities of the Sub-
Recipient as necessary to ensure that the subaward is used for authorized purposes, in compliance with
federal statutes, regulations, and the terms and conditions of the subaward; and that subaward
performance goals are achieved.
Sub-Recipient responsibilities also include but are not limited to: accounting of receipts and expenditures,
cash management, maintaining adequate financial records, reporting and refunding expenditures
disallowed by audits, monitoring if acting as a pass-through entity, other assessments and reviews, and
ensuring overall compliance with the terms and conditions of the award or subaward, as applicable,
including the terms of 2 C.F.R. Part 200.
[Remainder of page intentionally left blank]
ATTACHMENT K
EHP GUIDELINES
ENVIRONMENTAL PLANNING & HISTORIC PRESERVATION (EHP) COMPLIANCE GUIDELINES
As a federal agency, FEMA is required to consider the effects of its actions on the environment and/or
historic properties to ensure that all activities and programs funded by the agency, including grants-
funded projects, comply with federal EHP regulations, laws and Executive Orders as applicable. Sub-
Recipient's proposing projects that have the potential to impact the environment, including but not limited
to construction of communication towers, modification or renovation of existing buildings, structures and
facilities, or new construction including replacement of facilities, must participate in the FEMA EHP review
process. The EHP review process involves the submission of a detailed project description that explains
the goals and objectives of the proposed project along with supporting documentation so that FEMA may
determine whether the proposed project has the potential to impact environmental resources and/or
historic properties. In some cases, FEMA also is required to consult with other regulatory agencies and
the public in order to complete the review process. The EHP review process must be completed and
approved before funds are released to carry out the proposed project. FEMA will not fund projects that
are initiated without the required EHP review.
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Additionally, all Sub-Recipients are required to comply with DHS/FEMA EHP Policy Guidance, FEMA
Policy#108-023-1.
Some training and exercise activities require Environmental and Historic Preservation (EHP) Review,
including exercises, drills or trainings that require any type of land, water, or vegetation disturbance or
building of temporary structures or that are not located at facilities designed to conduct training and
exercises.A thorough, detailed description of projects listed under these categories shall be required in
order to determine allowability. Additional information on training requirements and EHP review can be
found online at Environmental & Historic Preservation Guidance for FEMA Grant Applications
FEMA.gov. Once the grant agreement has been executed by both parties the EHP Screening Form
shall be submitted to the Division within forty-five(45) days.
EHP SCREENING FORM SUBMISSION
For projects requiring EHP review, the Sub-Recipient shall submit the EHP Screening Form to the
State Administrative Agency(SAA)for review prior to funds being expended. The SAA Point of
Contact for EHP review is:
Mr. Terence Blakely
Bureau of Preparedness Grants—EMPG Programmatic Manager
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone: 850-815-4367
Terence.B lakely(a�em.myflorida.corn
II. The SAA POC shall forward EHP Screening Forms to DHS/FEMA for review and approval.
III. Sub-Recipient's shall receive written approval from the SAA prior to the use of grant funds for
project implementation. THE PROJECT SHALL NOT BEGIN UNTIL FINAL FEMA APPROVAL
IS RECEIVED.
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ATTACHMENT L
REIMBURSEMENT CHECKLIST
PLANNING
1. Does the amount billed by consultant add up correctly?
2. Has all appropriate documentation to denote hours worked been properly signed?
3. Have copies of all planning materials and work product (e.g. meeting documents, copies of plans)
been included? (Note - If a meeting was held by Sub-Recipient or contractor/consultant of Sub-
Recipient, an agenda and signup sheet with meeting date
4. Has the zero dollar invoice and signed from the consultant/contractor been included?
5. Has proof of payment been included?
Canceled check, bank statement or transaction history(Showing the transaction was
processed by the bank)
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit card company for that statement
6. Has Attachment G (found within Agreement with FDEM) been completed for this
contractor/consultant and included in the reimbursement package?
7. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms or
Purchasing Basics Attachment if further clarity is needed.
Sole Source
State Contract(page showing contract#, price list)
Competitive bid results(e.g., Quote, bid tabulation page)
Consultants/Contractors (Note: this applies to contractors also billed under Organization)
TRAINING
1. Is the course OHS approved?
2. Is there a course or catalog number?
3. If not, has FDEM approved the non-DHS training?
4. Have Sign-In Sheets, Rosters and Agenda been provided?
5. If billing for overtime and/or backfill, has documentation been provided that lists attendee names,
department,#of hours spent at training, hourly rate and total amount paid to each attendee?
Have documentation from entity's financial system been provided as proof attendees were
paid?
For backfill, has a clear delineation/cross reference been provided showing who was
backfilling who?
6. Have the names on the sign-in sheets been cross-referenced with the names of the individuals for
whom training reimbursement costs are being sought?
7. Have any expenditures occurred in support of the training such as printing costs, costs related to
administering the training, planning, scheduling, facilities, materials and supplies, reproduction of
materials, and equipment? If so, receipts and proof of payment shall be submitted.
Canceled check, bank statement or transaction history(Showing the transaction was
processed by the bank)
Electronic Funds Transfer(EFT)Confirmation
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Credit Card Statement&payment to credit card company for that statement
8. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms or
Purchasing Basics Attachment if further clarity is needed.
Sole Source
State Contract(page showing contract#, price list)
Competitive bid results(e.g., Quote, bid tabulation page)
EXERCISE
1. Has documentation been provided on the purpose/objectives of the exercise?
Situation Manual or Exercise Plan
After-action report
Sign-in sheets or roster
2. If exercise has been conducted are the following included:
After-action report
Sign-in sheets
Agenda
Rosters
3. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee names,
department,#of hours spent at exercise, hourly rate and total paid to each attendee?
Have documentation from entity's financial system been provided to prove attendees were
paid?
For backfill, has a clear delineation/cross reference been provided showing who was
backfilling who?
4. Have the names on the sign-in sheets been cross-referenced with the names of the individuals for
whom exercise reimbursement costs are being sought?
5. Have any expenditures occurred on supplies(e.g.,copying paper,gloves,tape,etc)in support of the
exercise? If so, receipts and proof of payment shall be included.
Canceled check, bank statement or transaction history(Showing the transaction was
processed by the bank)
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit card company for that statement
6. Have any expenditures occurred on rental of space/locations for exercises planning and conduct,
exercise signs, badges, etc.? If so, receipts and proof of payment shall be included.
Canceled check, bank statement or transaction history(Showing the transaction was
processed by the bank)
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit card company for that statement
7. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms or
Purchasing Basics Attachment if further clarity is needed.
Sole Source
State Contract(page showing contract#, price list)
Competitive bid results(e.g., Quote, bid tabulation page)
EQUIPMENT
1. Has the zero dollar invoice and signed from the consultant/contractor been include?
2. Has an AEL#been identified for each purchase?
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3. If service/warranty expenses are listed, are they only for the performance period of the grant?
4. Has proof of payment been included?
Canceled check, bank statement or transaction history(Showing the transaction was
processed by the bank)
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit card company for that statement
5. If EHP form needed, has a copy of the approval DHS been included?
6. Has proof of purchase methodology been included? Please see Form 5 of Reporting Forms or
Purchasing Basics Attachment if further clarity is needed.
Sole Source
State Contract(page showing contract#, price list)
Competitive bid results(e.g., Quote, bid tabulation page)
TRAVEL/CONFERENCES
1. Have all receipts been turned in, itemized and do the dates on the receipts match travel dates?
Airplane receipts
Proof of mileage(Google or Yahoo map printout or mileage log)
Toll and/or Parking receipts
Hotel receipts(is there a zero balance?)
Car rental receipts
Registration fee receipts
Note: Make sure that meals paid for by conference are not included in per diem amount
2. If travel is a conference has the conference agenda been included?
3. Has proof of payment to traveler been included?
Canceled check, bank statement or transaction history(Showing the transaction was
processed by the bank
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit card company for that statement
Copy of paycheck if reimbursed through payroll
SALARY POSITIONS
1. Has a signed timesheet by employee and supervisor been included? Timesheet shall certify the
hours and information presented as true and correct.
2. Has proof for time worked by the employee been included? Is time period summary included?
Statement of Earnings
Copy of Payroll Check
Payroll Register
For fusion center analysts, have the certification documents been provided to the Division
to demonstrate compliance with training and experience standards?
For fusion center analysts, has documentation of PPR submission via the annual Fusion
Center Assessment been provided to the Division to demonstrate compliance with
performance measurement requirements?
ORGANIZATION
1. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee names,
department, #of hours spent at exercise, hourly rate and total paid to each attendee?
Have documentation from entity's financial system been provided to prove attendees were
paid?
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For backfill, has a clear delineation/cross reference been provided showing who was
backfilling who?
For Contract Security has time &effort documentation been submitted? Is a time period
summary included?(Signed&certified timesheets reflecting the name and number of hours
spent) **A signed contract between subrecipient and vendor shall be provided that
outlines the agreement—number of officers, hourly rate, frequency,price, etc...)
FOR ALL REIMBURSEMENTS- THE FINAL CHECK
1. Have all relevant forms been completed and included with each request for reimbursement(including
Daily Activity Reports for OPSG)?
2. Have the costs incurred been charged to the appropriate POETE category?
3. Does the total on all Forms submitted match?
4. Do all quotes and invoices from the selected vendor provide a legible signature from vendor?
5. Do all paid invoices show a$0.00 balance?
6. Has Reimbursement Form been signed by the Grant Manager and Financial Officer?
7. Has the reimbursement package been entered into Sub-Recipients records/spreadsheet?
8. Have the quantity and unit cost been notated on Reimbursement Budget Breakdown?
9. If this purchase was made via Sole Source, have you included the approved Sole Source
documentation and justification?
10. Do all of your vendors have a current W-9(Taxpayer Identification)on file?
11. Has the Attachment G (found within Agreement with FDEM) or proof of SAM.gov registration been
provided for the contractors/consultants with the reimbursement package.
Please note: FDEM reserves the right to update this checklist throughout the life of the grant to ensure
compliance with applicable federal and state rules and regulations.
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ATTACHMENT M
FOREIGN COUNTRY OF CONCERN AFFIDAVIT —
PERSONAL IDENTIFYING INFORMATION CONTRACT
Section 287.138, Florida Statutes, prohibits a Florida "Governmental entity"2 from entering
into or extending contracts with any other entity whereby such a contract, or extension thereof,
could grant the other entity access to an individual's personal identifying information if that
entity is associated with a "Foreign Country of Concern."3 Specifically, section 287.138(2),
Florida Statutes, prohibits such contracts with any entity that is owned by the government of
a Foreign Country of Concern, any entity in which the government of a Foreign Country of
Concern has a "controlling interest,"4 and any entity organized under the laws of or which has
its principal place of business in a Foreign Country of Concern.
As the person authorized to sign on behalf of Sub-Recipient, I hereby attest that the
company identified above in the section entitled "Sub-Recipient Vendor Name" is not an
entity owned by the government of a Foreign Country of Concern, no government of a Foreign
Country of Concern has a controlling interest in the entity, and the entity has not been
organized under the laws of or has its principal place of business in a Foreign Country of
Concern.
I understand that pursuant to section 287.138, Florida Statutes, I am submitting this affidavit
under penalty of perjury.
Sub-Recipient Vendor Name:
Vendor FEIN:
Vendor's Authorized Representative Name and Title:
Address:
City: State: Zip:
Phone Number:
Email Address:
Certified By:
AUTHORIZED SIGNATURE
Print Name and Title:
Date:
2 As defined in Section 287.138 (1)(d), Florida Statutes.
3 As defined in Section 287.138 (1)(c), Florida Statutes.
4 As defined in Section 287.138 (1)(a), Florida Statutes.
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