Agenda 09/11/2012 Item #16E 39/11/2012 Item 16.E.3.
EXECUTIVE SUMMARY
Recommendation to approve a Florida Emergency Medical Services County Grant
Application, Grant Distribution Form and Resolution for the funding of Training and
Medical /Rescue Equipment and Supplies in the amount of $74,895 and to approve a
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 award for fiscal year 2012 will be $74,895.00. A resolution is required to be included 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 Grant 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. A Budget Amendment is necessary to appropriate the grant award
of $74,895.00.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office,
is legally sufficient, and requires a majority vote for approval. - JW
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact resulting
from this action.
RECOMMENDATION: That the Board of County Commissioners:
1. Approve the Florida Emergency Medical Services County Grant Application, the Grant
Distribution Form requesting grant funds be remitted to the Collier County Board of
Commissioners and the Resolution stating that grant funds will not supplant the EMS
budget;
2. Authorize the Chairman to execute the documents listed in number 1 above; and,
3. Authorize the Budget Amendment in the amount of $74,895.00 to appropriate the grant
funds.
PREPARED BY: Artie R. Bay, Supervisor- Admin., Emergency Medical Services
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9/11/2012 Item 16.E.3.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3.
Item Summary: Recommendation to approve a Florida Emergency Medical Services
County Grant Application, Grant Distribution Form and Resolution for the funding of Training
and Medical /Rescue Equipment and Supplies in the amount of $74,895 and to approve a
Budget Amendment.
Meeting Date: 9/11/2012
Prepared By
Name: BayArtie
Title: Supervisor - Accounting,EMS Operations
8/7/2012 4:05:32 PM
Approved By
Name: KopkaWalter
Date: 8/7/2012 4:28:26 PM
Name: Joshua Thomas
Title: Grants Support Specialist,
Date: 8/9/2012 9:49:54 AM
Name: WrightJeff
Title: Assistant County Attomey,County Attorney
Date: 8/20/2012 11:49:37 AM
Name: PriceLen
Title: Administrator, Administrative Services
Date: 8/29/2012 12:20:34 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 8/29/2012 3:32:08 PM
Name: PryorCheryl
Title: Management/ Budget Analyst, Senior,Office of Management & Budget
Date: 9/4/2012 4:25:50 PM
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Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Management & Budget
Date: 9/4/2012 4:42:58 PM
Name: OchsLeo
Title: County Manager
Date: 9/4/2012 8:53:16 PM
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9/11/2012 Item 16.E.3.
FLORIDA DEPARTMENT OF
Rick Scott HEALT
Governor
July 18, 2012
Chairperson
Collier County Board of
County Commissioners
Building H — Third Floor
3299 East Tamiami Trail, Suite 303
Naples, Florida 34112
Dear Chairperson:
9/11 /2012 Item 16.E.3.
John H. Armstrong, MD
State Surgeon General
RCCeived
JUL 2 3 2012
EMS Dept.
We are pleased to announce that you may now apply for your county's annual grant from the
state for the improvement and expansion of your county's emergency medical services (EMS).
The amount of your grant is $74,895.00. The sum is 45 percent of the funds your county
deposited into the state Emergency Medical Services Trust Fund for traffic fine surcharges as
specified in 401.113(1), Florida Statutes, for the 12 months of July 1, 2011 through June 30,
2012.
We will process your award when we receive the completed forms detailed in the following
paragraph. All items in your budget must improve and expand Emergency Medical Services.
Replacement and ongoing costs are not allowable.
We are again using the 2008 edition grant booklet and forms. If you need a copy, please contact
me or obtain them online at http:// www .fl- ems.com /FormsIForms.htmi. The application forms
are pages 3 -5 in the grant booklet. Item 4 in the application form describes and requires a
current resolution from the Board of County Commissioners (BOCC). Complete and return the
original plus one copy of: the application form DH Form 1684, the request for grant distribution
page DH Form 1767P, and the resolution (all three documents must be signed) to: EMS County
Grant Program, DOH Emergency Medical Services, 4052 Bald Cypress Way, Mail Bin C18,
Tallahassee, FL 32399 -1738
The deadline for us to receive completed applications is October 19, 2012, 5:00 PM, Eastern
Daylight Saving Time.
Thank you for your cooperation and support to improve and expand quality EMS. Please
contact me at telephone (850) 245 -4440, extension 2734, if you have any questions.
Sincerely,
A 6c, Llt, /
Alan Van Lewen
Health Services and Facilities Consultant
Grants Unit
cc: Ms. Artie Bay, EMS Administrative Supervisor
D014 Bureau of hinergency h4edieut Services
4052 Bald Cypress way. Mail Bin C 19 • Tallahassee. Floridn 32399 -1739
(850) 245- 4440.13sts. 2734 or 2782 e Fax: " " "'' — .1— _ - -:.. http : / /�4ti�� +.f1-cn�s.com /Grants /Grants.hhnl
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9/11/2012 Item 16.E.3.
EMS COUNTYGRANTAPPLICATm
FLORIDA DEPARTMENT OF HEALTH
Bureau of Emergency Medical Services
Complete aU items
D. C The State.13ureau of EMS wilt asst n the ID Code - leave this blank
I. Coun Name; Collier
Business Address: 3299 Tamlem! Trail East, Suite 303
Naples, FL 34112
Tele hone: 239 -35 -3740
Federal Tax ID Number Nine Digit Number). VF 59- 6000558
2. ert Ica on; (The app can
t signatory who has authority to sign contracts, grants, and other legal
documents for the county) I certify that all 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: Elate:
Printed Name: Fred W. C-0710
Position Title: Chairman
2- CAnfaw4 Darenn. /Tf,n 1,41..1.4. 1...U1. J1-__e
responsibility for the Implementation of the grant activities. This person is authorized to sign project nas
reports and may request project changes. The signer and the contact person may be the same.)
Name: Walter Kopka
Position Title: Assistant Chief
Address: 8075 Lely Cultural Parkwa Suite 267
a Ies, FL 34913
Tele hone: 239-262-3740 Fax Number: 239 - 252 -3296
E -mail Address: WalterKo ka coiller ov.net
A- Racnin4lnn. Afk�-Ak .. .,,a -., i..&I
.�.. «.v ... _WU11% vv11an1amviR01b l.Mill 111 l {IB rani
funds will Improve and expand the county—pre-hospital S system an will not be use to supplant
current levels of county expenditures.
a. AlfdrEafr f`nml�frafc fl knAnei r - _
o"'!! vii 011011 FJIVVIUU IUMU, L15C
the organization(;)' below. (Use additional pages if necessary)
Collier County Emergency Medical Services
DH Form 1684, December 2008 64JA.016, F.A.C.
s
4Ap ve I as #o for I s ufficiency
. r ight, Assistant County Attorney
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9/11/2012 Item 16.E.3.
BUDGET PAGE
A. Salaries and Benefits:
For each position title, provide e amount ot salary per hour, FICA per
hour, other fringe benefits, and the total number of hours.
Amount
Medical qu pmen upp es
Training
10,0000.00
Salaries
70TAL FICA
�iran� "foal �a1arles arid'>= CCfi.... �."...._.,..:.. G.,....... �... Y..... ..�,,..,.�,_� „_:.. «..- ...�....
:...r..,,..,�...�......�...._. _..__.�.�.
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 Miuding expenditures classified as
operating capital outlay (see next category).
List the Item and, If applicable, the quantity
Amount
Medical qu pmen upp es
Training
10,0000.00
TOTAL
4 ,8 .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 (1) year or more.
List the Item Mel, If appllcable, the quantity
Amount
- eaI-5 TFt'escuTVIO7pmen{ _
.00
Grand Total
$_74,896,00____
DH Form 1884, December 2008
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9/11/2012 Item 16.E.3.
FLORIDA DEPARTMENT OF HEALTH
EMS GRANT PROGRAM
REQUEST FOR GRAFT FUND DISTRIBUTION
In accordance with the provisions of Section 401,113(2)(a), F. S., the undersigned hereby
requests an EMS grant fund distribution for the improvement and expansion of pre - hospital
Name of Agency: Collier County Board of County Commissioners
Mailing Address: 3299 Tamiami Trail East, Suite 303
Naples, FL 34112
Federal Identification number_59.6000556
Authorized Official:
Signature Date
Fred W. Coyle, Chairman
Type Name and Title
Sign and return this page with your application to.
Florida Department of Health
BEMS Grant Program
4052 Bard Cypress way, Bin C18
Tallahassee, Florida 32399 -1738
Do not write below this line. For use by Bureau of Emergency Medical Services personnel
Grant Amount For State To Pay: $ Grant ID: Code:
Approved By
Signature of FMS Grant Officer Date
State Fiscal Year:
Qrgaaniallon Code 9A 9M Object Code
64.42 -10 -00 -000 750000
Federal Tax ID: VF _ _ _ _ _ _ _ .- .,
Grant Beginning Date: Grant Ending Date:
Appr a as to form and iega L.3fLffidency
DH 9767P, December 2008 64,14.495, F.A,C, Jeff Wight, Assistant County Attorney
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9/11/2012 Item 16.E.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
tha 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.
ROLLOVERS
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,
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9/11/2012 Item 16.E.3.
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 fine 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 16840 EMS
Grant Program Change Request, December 2006. 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.
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9/11/2012 Item 16.E.3.
DEPOSIT OF FUNDS
County grant funds provided to an applicant shall be deposited in a separate account. Ail
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.
RECORDS
The grantee shall maintain financial and other documente 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, limes 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.
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9/11/2012 Item 16.E.3.
EXPENDITURES Aft
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 288.02 (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
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9/11/2012 Item 16.E.3.
$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 I
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 hvo 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.
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9/11/2012 Item 16.E.3.
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 ars from the date the audit report is issued, unless
extended in writing by the department.
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9/11/2012 Item 16.E.3.
RESOLUTION NO. 2012 -
RESOLUTION OI'' 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 $74,895.00 in the EMS County Grant will be used for training and to purchase
medical /rescue supplies /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
Deputy Clerk
Approved as to form and
legal sufficiency:
Je f . Wright
As istant County Attorney
2012.
BOARD OF COUNTY COMMISSIONERS,
COLLIER COUNTY, FLORIDA
RIN
FRED W. COYLE, Chairman
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