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Agenda 10/10/2017 Item #16E110/10/2017 EXECUTIVE SUMMARY Recommendation to approve and authorize the Chair to execute a Florida Emergency Medical Services County Grant Application, Request for Grant Fund Distribution Form and Resolution in the amount of $68,984 for Training and Medical/Rescue Equipment and to authorize the necessary Budget Amendment. OBJECTIVE: To expand and improve pre-hospital emergency medical services utilizing State grant money. CONSIDERATIONS: The State of Florida established the Emergency Medical Services Grant Award Program for the expansion and/or improvement of emergency medical services. A grant award notice was recently received from the State of Florida indicating that Collier County’s grant allocation for fiscal year 2017-2018 will be $68,984. A resolution is required with the grant application stating that funds will not be used to supplant the EMS budget and certifying that the grant funds will be used to improve the County’s emergency medical services. Also, included with the application is a Request for G rant Fund Distribution, which directs the Florida Department of Health to remit the grant funds to Collier County Board of Commissioners. Approval of these documents also constitutes acceptance of the grant when awarded. FISCAL IMPACT: Qualified purchases will be totally funded by the State of Florida Emergency Medical Services Grant Award Program. Funds will be allocated to and disbursed from Fund 493 - EMS Grants, Project 33531. A Budget Amendment is necessary to appropriate the grant award of $68,984. GROWTH MANAGEMENT IMPACT: There are no growth management impacts associated with this action. LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority vote for Board approval. - JAB RECOMMENDATION: To approve and authorize the Chair to execute the Florida Emergency Medical Services County Grant Application, the Request for Grant Distribution form, and the required Resolution; and to authorize a Budget Amendment in the amount of $68,984.00 to appropriate the grant funds. Prepared by: Artie R. Bay, Supervisor- Admin., Emergency Medical Services ATTACHMENT(S) 1. Grant Application- CAO Rev (PDF) 2. 2017 Resolution (PDF) 3. Notice of Award (PDF) 10/10/2017 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.1 Doc ID: 3618 Item Summary: Recommendation to approve and authorize the Chair to execute a Florida Emergency Medical Services County Grant Application, Request for Grant Fund Distribution Form and Resolution in the amount of $68,984 for Training and Medical/Rescue Equipment and to authorize the necessary Budget Amendment. Meeting Date: 10/10/2017 Prepared by: Title: Supervisor - Accounting – Emergency Medical Services Name: Artie Bay 09/07/2017 9:47 AM Submitted by: Title: Division Director - EMS Operations – Emergency Medical Services Name: Tabatha Butcher 09/07/2017 9:47 AM Approved By: Review: Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 09/25/2017 1:52 PM Emergency Medical Services Tabatha Butcher Additional Reviewer Completed 09/26/2017 2:43 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/27/2017 7:57 AM Grants Edmond Kushi Level 2 Grants Review Completed 09/27/2017 10:01 AM County Attorney's Office Jennifer Belpedio Level 2 Attorney of Record Review Completed 09/27/2017 11:06 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/27/2017 4:22 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/28/2017 8:44 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 09/28/2017 9:03 AM Grants Therese Stanley Additional Reviewer Completed 09/29/2017 5:03 PM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 10/02/2017 4:45 PM Board of County Commissioners MaryJo Brock Meeting Pending 10/10/2017 9:00 AM ` EMS COUNTY GRANT APPLICATION FLORIDA DEPARTMENT OF HEALTH FIT Emergency Medical Services Program HEALTH Complete all items ID. Code (The State EMS Program will assign the ID Code -- leave this blank) C50 1. Count Name: Collier Business Address: 3299 Tamiami Trail East, Suite 700 Naples, FL 34112-5747 Telephone: 239-252-3740 Federal Tax ID Number Nine Digit Number). VF 59-6000558 2. Certification: (The applicant signatory who has authority to sign contracts, grants, and other legal documents for the county) I certify that ail information and data in this EMS county grant application and its attachments are true and correct. My signature acknowledges and assures that the County shall comply fully with the conditions outlined in the Florida EMS County Grant Application. Signature: Date: Printed Name: Penny Taylor Position Title: Chairman 3. Contact Person: (The individual with direct knowledge of the project on a day-to-day basis and has responsibility for the implementation of the grant activities. This person is authorized to sign project reports and may request project changes. The signer and the contact person. may be the same.) Name: Artie Ba Position Title: Supervisor -- EMS Admin Address: 8075 Lely Cultural Pkwy, Suite 267 Naples, FL 34113 Telephone: 239-252-3756 Fax Number: 239-252-3298 E-mail Address: Artieba collier ov.not 4. Resolution: Attach a resolution from the Board of County Commissioners certifying the grant funds will improve and expand the county pre -hospital EMS system and will not be used to supplant current levels of�county expenditures. We cannot process for funds without a current resolution. 5. Budget: Complete a budget page(s) for each organization to which you shall provide funds. List the organization(s) below. (Use additional pages if necessary) Collier County Emergency Medical Services uH 1bd4, uecernperluuu b4J-1,Ulb, f .A.L. ATTEST. 1 Approved as to form and legality Assistant County Attorney BUDGET PAGE A_ Salaries and Renefltcv For each position title, provide the amount of salary per hour, FICA per hour, other fringe benefits, and the total number of hours. Amount TOTAL Salaries = $ 0.00 TOTAL FICA & Other Benefits = Total Salaries & Benefits = $ 0.00 B. Expenses: These are travel costs and the usual, ordinary, and incidental expenditures by an agency, such as, commodities and supplies of a consumable nature excluding expenditures classified as operating capital outlay see next category). List the item and, if applicable, the quantity Amount Training 5,000.00 Total Expenses = $ 5,000.00 C. Vehicles, equipment, and other operating capital outlay means equipment, fixtures, and other tangible personal property of a non consumable and non expendable nature with a normal expected life of one year or more. List the item and, if applicable, the quantity Amount Medical/Rescue Equipment 63984.00 I Total Veh. & Equipment = I $ 63,984.00 Grand Total = I 68 984.00 DH 1684, December 2008 2 COP FLORIDA DEPARTMENT OF HEALTH EMERGENCY MEDICAL SERVICEs (EMS) GRANT SECTION REQUEST FOR GRANT FUND DISTRIBUTION In accordance with the provisions of Section 401.113(2) (a), Florida Statutes, the undersigned hereby requests an EMS grant fund distribution for the improvement and expansion of pre -hospital EMS. DOH Remit Pavment To: The agency name and mailing address must be in the state MyFloridaMarketPlace (MFMP) system. Name of Agency: Collier County Board of County Commissioners Mailing Address: 3299 Tamiami Trail East, Suite 700 Naples, FL 34112-5749 Federal Identification number: 58-6000558. Authorized County Official:, Signature Date Pennv Tavlor. Chairman Type or Print Name and Title Sign and return this page with your application to: Florida Department of Health Emergency Medical Services Section, Grants 4052 Bald Cypress Way, Bin A-22 Tallahassee, Florida 32399-1722 Do not write below this line. For use by State Emergency Medical Services Program Grant .Amount for State to Pay: $ Grant ID: Code: C60 Approved. By Signature of State EMS Grant Officer Date State Fiscal Year; 2017 - 2018 Organization Code E.O. OCA Object Code Cate o 64-61-70-30-000 05 SF005 750000 059998 Federal Tax 1D: VF Grant Beginning Date: Grant Ending Date: DH 1767P, December 2008 64J-1.015, F.A.C. 3 GENERAL CONDITIONS AND REQUIREMENTS The EMS County grant general conditions and requirements are an integral part of the county grant agreement between the agency/organization (grantee) and the state of Florida, Department of Health (grantor or department). in the event of a conflict, the following requirements shall always be controlling: FINANCIAL FUND ACCOUNTING: All state EMS grant funds shall be deposited by the grantee in an account maintained by the grantee, and assigned an unique accounting code designator for all grant deposits and disbursements or expenditures thereof. All state EMS grant funds in the account maintained by the grantee shall be accounted for separately from all other grantee funds. USE OF COUNTY GRANT FUNDS: All state EMS grant funds shall be used between the beginning and ending dates of the grant solely for activities as outlined in the Notice of Grant Award letter, its attachments if any, and the application including its budget with its revisions, if any, on file in the state EMS office. The grantee is not restricted to staying within the line item amounts within the approved grant budget. However, the grantee must adhere to the approved total grant budget. Any expenditures beyond this budget are the full responsibility of the grantee. Any unencumbered EMS county grant program funds as of September 30, of each year, including interest, remaining in the assigned grantee account at the end of a grant period shall be reported to the department. The grantee will retain these funds in the EMS County Grant account and include them in a budget revision request after receipt of approval of their next county grant application. DISALLOWED EXPENDITURES No expenditures are allowable as grant costs unless they are clearly specified as a line item in the approved grant budget, including approved change requests, or are clearly included under an existing line item. Any disallowed EMS county grant expenditure shall be returned to the EMS county grant account maintained by the grantee within 40 days after the department's notification. The costs of disallowed items are the responsibility of the county. VEHICLES AND EQUIPMENT The grantee shall own all items, including vehicles and equipment purchased with the state EMS grant funds, unless otherwise described in the approved grant application. The grantee shall clearly document the assignment of equipment ownership and usage; and maintain these documents so they are available to the department. The owner of the vehicle shall be responsible for the proper insurance, licensing and, permitting and maintenance. All equipment purchased with grant funds shall continue to be used for pre -hospital EMS or the purpose for which it was purchased throughout its useful life. When any grant -funded equipment is no longer usable, it may be sold for scrap or disposed of in the customary procedure of the receiving agency. TRANSFER OF PROPERTY A private organization owning any equipment funded through the grant program in whole or in part and purchased that equipment to provide services for a municipality, county or other public agency ceasing operation within five years of the ending date of a grant awarded to the organization shall transfer the equipment or other items to the local agency. There shall be no cost to the recipient organization. This provision is applicable when services cease operating due to a contract ending as well as any other reason. REQUESTS FOR CHANGE After a grant has been awarded, all requests for change shall be on DH Form 1684C EMS Grant Program Change Request, December 2008. The grantee shall obtain written approval from the department prior to making the requested changes. The following changes must be requested: 1. Changes in the project activities. 2. Redistribution of the funds between entities or equipment approved. 3. Establishing a new line item in the budget. 4. Changing a salary rate more than 10%. SUPPLANTING FUNDS The applicant cannot propose to use grant funds to supplant or replace any county or other funding source. Funds received under the county award grant program cannot be used to fulfill the matching requirement for the matching grant program. DEPOSIT OF FUNDS County grant funds provided to an applicant shall be deposited in a separate account. All interest earned shall be documented on the required reports. REPORTS Each grantee shall submit two reports to the department. The due dates for the required reports shall be specified in the letter from the department notifying the grantee of the grant award. These reports shall include, at a minimum, a narrative of the activities completed or the progress of grant activities during the reporting period. A report shall be submitted by the due date whether or not any action or expenditures have occurred. GRANT SIGNATURE The authorized individual listed on page one of the application shall sign each original application. Should this not be possible before the due date a letter shall be submitted to the department explaining why and when the signed application shall be received. I:4 X@lei :� The grantee shall maintain financial and other documents related to the grant to support all revenue and expenditures. A file shall be maintained by the grantee, which includes a copy of the "Notice of Grant Award" letter, a copy of the application and department approved budget and a copy of all approved changes. FINAL REPORTS Within 120 days of the grant ending date a final report shall be submitted to the department. The final report shall at a minimum contain a narrative describing the activities conducted including any bid or purchasing process and a copy of all invoices, canceled checks relating to the purchase of any equipment and supplies. If the activity funded was for training a list of all individuals receiving the training shall be submitted along with the dates, times and location of the training, if the grant was for training to be obtained by staff then a copy of all invoices and payment documents for the training shall also be submitted. COMMUNICATIONS EQUIPMENT The grantee shall have all communications activities, services, and equipment approved in writing by the Department of Management Services, Information Technology Program (ITP). The approval shall be dated after the beginning date of the grant. Any commitment to purchase the requested equipment and service shall also be dated after the beginning date of the grant. EXPENDITURES No expenditures may be incurred prior to the grant starting date or after the grant ending date. Rollover funds may be used to meet expenditures prior to receipt of current year funds. CREDIT STATEMENT The grantee ensures that where activities supported by this grant produce original writing, sound recording, pictorial reproductions, drawings or other graphic representations and works of any other nature, notices, informational pamphlets, press releases, advertisements, descriptions of the sponsorship of the program, research reports, and similar public notices prepared and released by the provider shall include the statement: "Sponsored by [Your Organization's Name] and the State of Florida, Department of Health, Bureau of Emergency Medical Services." If the sponsorship reference is in written or other visual material, the words, "State of Florida, Department of Health, Bureau of Emergency Medical Services" shall appear in the same size letter or type as the name of the grantee's organization. One complimentary copy of all such materials shall be sent to the department within three weeks of their reproduction and delivery to the grantee. If the proper credit statement is not included, or if a copy of each item produced is not provided to the department within three weeks, the cost for any such materials produced shall be disallowed. Where activities supported by this grant produce writing, sound recordings, pictorial reproductions, drawings, or other graphic representations and works of any similar nature, the department has the right to use, duplicate and disclose such materials in whole or in part, in any manner or purpose whatsoever and others acting on behalf of the department. If the materials so developed are subject to copyright, trademark, or patent, legal title and every right, interest, claim, or demand of any kind in and to any patent, trademark or copyright, or application for the same, will vest in the State of Florida, Department of State, for the exclusive use and benefits of the state. Pursuant to section 286.02 (1), F.S., no person, firm or corporation, including parties to this grant, shall be entitled to use the copyright, patent or trademark without the prior written consent of the Department of State. FINANCIAL AND COMPLIANCE AUDIT REQUIREMENTS This is applicable, if the provider or grantee, hereinafter referred to as provider, is any local government entity, nonprofit organization, or for-profit organization. An audit, performed in accordance with section 215.97, F.S. by the Auditor General shall satisfy the requirement of this attachment. STATE FUNDED This part is applicable if the provider is a nonprofit organization that expends a total of $100,000 or more in funds from the department during its fiscal year, which was not paid from a rate contract based on a set state or area -wide fixed rate for service, and of which less that $300,000 is federally funded. The determination of when a provider has "expended" funds is based on when the activity related to the award occurs. The grantee agrees to have an annual financial audit performed by independent auditors in accordance with the current Government Auditing Standards issued by the Comptroller General of the United States. Such audits shall cover the entire organization for the organization's fiscal year. The scope of the audit performed shall cover the financial statements and include reports on internal control and compliance. The reporting package shall include a schedule that discloses the amount of expenditures and/or receipts by grant number for each grant with the department in effect during the audit period. Compliance findings related to grants with the department shall be based on the grant requirements, including any rules, regulations, or statutes referenced in the grant. The financial statements shall disclose whether or not the matching requirement was met for each applicable grant. All questioned costs and liabilities due to the department shall be fully disclosed in the audit report with reference to the department grant involved. If the grantee receives funds from a grants and aids appropriation, the provider shall have an audit, or submit an attestation statement, in accordance with Section 215.97, F. S. The audit report shall include a schedule of financial assistance, which discloses each state grant by number and indicates which grants are funded from state grants and aids appropriations. The grantee has "received" funds when it has obtained cash from the department or when it has incurred reimbursable expenses. The grantee agrees to submit the required reports. SUBMISSION OF AUDIT REPORTS Copies of the audit report and any management letter by the independent auditors, or attestation statement, required by this attachment shall be submitted within 180 days after the end of the grantee's fiscal year to the following, unless otherwise required by F. S.: A. Send one copy to: Florida Department of Health Contract Administrative Monitoring Unit 4052 Bald Cypress Way, BIN BO 1 Tallahassee, Florida. 32399-1729 B. Submit to this address only those audits performed or attestation statements prepared in accordance with Section 215.97, F. S.: Send two copies to: Auditor General's Office Local Government Audits/342 Claude Pepper Building, Room 401 111 West Madison Street Tallahassee, Florida 32399-1450 C. Do not send this report to the state Bureau of EMS. RECORDS RETENTION The grantee shall ensure that audit working papers are made available to the department, or its designee, upon request for a period of five years from the date the audit report is issued, unless extended in writing by the department. RESOLUTION NO. 2017 - RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA, CERTIFYING THAT THE APPLICATION FOR AND USE OF EMS COUNTY GRANT FUNDS WILL IMPROVE AND EXPAND PRE -HOSPITAL EMS DEPARTMENT ACTIVITIES AND WILL NOT SUPPLANT EXISTING COUNTY EMS BUDGET ALLOCATIONS. WHEREAS, EMS Department Paramedics and Paramedic/Firefighters provide basic and advanced life support care and highly technical service to the citizens and visitors of Collier County; and WHEREAS, the purchase of equipment and provision of training shall greatly enhance the effectiveness of pre -hospital emergency medical care. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that: The $68,984.00 in the EMS County Grant will be used to provide training and purchase medical/rescue equipment and these funds will not be used to supplant existing EMS Department budget allocations. PASSED AND DULY ADOPTED by the Board of County Commissioners of Collier County, Florida, this day of ATTEST: DWIGHT E. BROCK, CLERK MW , Deputy Clerk Approved as to form and legality: Jennifer A. Belpedio Assistant County Attorney [1 7 -EMS -00799/1357899/1) 2017. BOARD OF COUNTY COMMISSIONERS, COLLIER COUNTY, FLORIDA mm PENNY TAYLOR, Chairman 0 BayArtie From: Van Lewen, Alan [Alan.VanLewen@fihealth.gov] Sent: Tuesday, August 01, 2017 7:17 AM To: TaylorPenny Cc: BayArtie Subject: FW: New State EMS Funds for Your County We are pleased to announce that you may now obtain your 2017-2018 emergency medical services (EMS) county grant funds. 401.113 (2) (a), Florida Statutes, requires the state to return to each county 45% of its own yearly deposits into the state EMS Trust Fund. Section 401.113 (1); Florida Statutes, requires the funds must be used solely to improve and expand pre -hospital EMS. Therefore, replacement, indirect, and recurring costs are not allowable. The amount for your county this year is $68,984.00 The state EMS website at the following address has the forms and instructions to obtain the funds. At the site scroll down the page to "County Government Grants." http://www.floridahealth.gov/provider-and-partner-resources/ems- grants/index.html Please contact me if you have any questions. Alan Van Lewen Health Services and Facilities Consultant 4052 Bald Cypress Way, Mail Bin A-22 Tallahassee, FL 32399-1722 E -Mail: Alan.VanLewen@flhealth.gov Telephone: (850) 558-9550 ------------------------------------------------------------------------------------------------------------------------------------------------ DOH Mission: To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts. PLEASE NOTE: Florida has a very broad public records law. Most written communications to or from state officials regarding state business are public records available to the public and media upon request. Your email communications may therefore be subject to disclosure (section 668.6076, Florida Statutes). State EMS Grants. Please refer to the following website for information. hitp://www.floridahealth. ov/provider-and-partner-resources/ems-g,rants/index.html Accredited Haafth Department fo'r I • = Public Health Accreditation Beard HEALTH First accr .rifted state pubile health system In the U.S.