Agenda 09/13/2011 Item #16F39/13/2011 Item 16.F.3.
EXECUTIVE SUMMARY
Recommendation to approve a Florida Emergency Medical Services County Grant
Application, Grant Distribution Farm and Resolution for the funding of Medical/Rescue
Equipment and Supplies in the amount of $38,919.00 and to approve a Budget
Amendment.
OBJEC= : To expand and improve pre- hospital emergency medical. services utilizing State
grant money.
CONSIDERA„'I`t ONS: 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 the second half of fiscal year 2011 will be $38,919.00. 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
n Emergency Medical Services Grant Award Program. A Budget Amendment is necessary to
appropriate the grant award of $38,919.00 to EMS Grant Fund 493, Project 33145. ,
LEGAL CONSIDERATIONS: This item is legally sufficient for Board action and requires a
majority vote. - JBW
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 graa 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 $38,919.00 to appropriate funds.
Prepared by Artie Bay, Administrative Supervisor, Emergency Medical Services
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9/13/2011 Item 16.F.3.
COLLIER COUNTY
Board of County commissioners
Item Number: 16.F.3.
Item Summary: Recommendation to approve a Florida Emergency Medical Services
County Grant Application, Grant Distribution Form and Resolution for the funding of
Medical/ Rescue Equipment and Supplies in the amount of $38,919 and to approve a Budget
Amendment.
Meeting Date: 9/13/2011
Prepared By
Name: BayArtie
Title: Supervisor Accounting,EMS Operations
8/2/20119:17:03 AM
Approved By
Name: PageJeff
Title: Chief - Emergency Medical Services,EMS Operations
Date: 8/2/2011 9:57:1`7 AM
Name: WhiteJennifer
Title: Assistant County Attomey,County Attorney
Date: 8/2/2011 11 :07:58 AM
Name: SummersDan
Title: Director - Bureau of Emergency Services, -
Date: 8/5/2011 1 :23:38 PM
Name: Joshua Thomas
Title: Grants Support Specialist,
Date: 8/11/20118:46:32 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 8/19/20114:29:56 PM
Name: PryorCheryl
Title: Management/ Budget Analyst, Senior,Office of Management & Budget
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9/13/2011 Item 161.3.
n Date: 8/24/2011 1:58 :31 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Management & Budget
Date: 9/2/2011 10:45:05 AM
Name: Klatzkowleff
Title: County Attorney,
Date: 9/2/20112:34:38 PM
Name: OchsLeo
Title: County Manager
Date: 9/2/2011, 4:21:13 PM
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9/13/2011 Item 16. F.3.
EMS COUNTY GRANT APPLICATION
FLORIDA DEPARTMENT OF HEALTH
Bureau of Emergency Medical Services
Complete all items
ID. Code (The State Bureau of EMS will asst n the ID Code - leave this blank C
1. Count .Name: Collier
Business Address: 3299 Tamiami Trail East, Suite 303
spies, 3
Tele one: 239- 352 -3740
Federal Tax ID Number (Nine Di it Number). VF 59-6000568L.
6. 4-P Kr[li WOUVIA. t t 110 at+�rn�+an• v.`y.. w.v.� ..... - -- , -
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. . Date:
an
3. Contact Person; (The individual with direct knowledge of the project on a day - today 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 Bay
Position Title: Administrative Supervisor, EMS
Address: 8075 Leiy Cultural Parkway, Suite 267
apes, L 34112
Telephone: 239 - 252 -3740 Fax Number: 239 -252 -3298
E -mail Address: ArtieBay @-colliergov.net
4. Resolution: Attach current resolution from the Board of County Commissioners certifying the grant
a
funds will improve and expand the county pre - hospital EMS system and will not be. used to supplant
current levels of county expenditures.
5. Budget: Complete a budget pages} for each organization to which you shall provide funds. List
the organization(s) below. (Use additional pages if necessary)
Collier County Emergency Medical Services
DH Form 1684, December 2008 64J- 1.018, F.A.C.
ATTEB'ti 3 as to form & legal sufficiency
DWIGHT E. BROCK, Ciao
By: Packet Page -2845- Aselstant County Attorney
9/13/2011 Item 16. F.3.
BUDGET PAGE
A. Salaries and Benefits:
For eac pose ion title, provide-1V6 amount ot salary per hour, FICA,per
hour, other fringe benefits, and the total number of hours.
Amount
TOTAL Salaries
TZMAC FICA
Grand total- 8alarie`s and-FICA
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
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
OT one (i) year or more.
List the item and, if applicable, the quantity Amount
DH Form 1684, December 2008
Grand Total j $38,919
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9/13/2011 Item 16. F.3.
FLORIDA DEPARTMENT OF HEALTH
EMS GRANT PROGRAM
REQUEST FOR GRANT FUND DISTRIBUTION
accordance with the provisions of Section 401.113(2)(x), F. S., the undersigned .hereby
guests 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- 6000558_
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 Bald Cypress Way, Sin C16
Tallahassee, Florida 32399 -1738
Do not write below this line. For use by Bureau of Emergency Medical Services personnel only
Grant Amount For State To Pay: $ Grant ID: Code:
(Approved By :
I State Fiscal Year:
Organization Code
64- 42 -10 -00 -000
Federal Tax ID:
Signature of EMS Grant Officer
I Grant Beginning Date:
E.O OC
VF___��..__�
DH 1707P, December 2008
A fTES7:
DWIGHT E. BROCK, Clerk
By:
Object Code_
750000
Grant Ending Date:
64,11.015, F.A.C.
uate
as to form & legal Sufficiency
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Aselstent County Attorney
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9/13/2011 Item 16.F.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.
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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9/13/2011 Item 16.F.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 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.
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9/13/2011 Item 16. F.3.
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.
RECORDS
The grantee shall maintain financial and other documents related to the grant to support all n
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.
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9/13/2011 Item 16. F.3.
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
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9/13/2011 Item 16.F.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 1301
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.
A--,I
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9/13/2011 Item 16.17.3.
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 years from the date the audit report is issued, unless
extended in writing by the department.
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9/13/2011 Item 16.F.3.
RESOLUTION NO. 2011-
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 classes 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 $38,919 in the EMS County Grant will be used to purchase medical/rescue
supplies /equipment and training classes 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
M.
Deputy Clerk
Approved as to form and
legal sufficiency:
Assis ant County Attorney
-:51 tJt'.a, '7-&(�_ (�.. V3
2011.
BOARD OF COUNTY COMMISSIONERS,
COLLIER COUNTY, FLORIDA
BY:
FRED W. COYLE, Chairman
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9/13/2011 Item 161.3.
Rick Scott
Governor
iHEALT ORIDA DEPARTMENT OF
^_ H. Frank Farmer, Jr., DID, PhD, FACP
State Surgeon General
Received
July 21, 2011 JUL 2 5 2411
EMS Dept.
Mr. Fred W. Coyle, Chairman
Collier County Board of County Commissioners
3299 Tamiami Trail East, Suite 303
Naples, Florida 34112
Dear Mr. Coyle:
Our March 1 letter awarded state EMS county grant C0011 its initial funds, and stated you
would be notified in July 2011, of the amount of the second and final payment for this grant.
The amount is $38,919.00 which is 45 percent of the funds your county deposited between
January 1, 2011 and June 30, 2011 into the state EMS Trust Fund under section 401.113(1),
Florida Statutes. The deadline to apply is October 12, 2011, 5:00 PM, Eastern Daylight Saving
Time.
We are authorized to provide this grant to your county by section 401.113(2) (a), Florida
10—N, Statutes upon receiving the following state county grant forms: (1) a budget which totals exactly
$38,919.00, and (2) a Request for Grant Fund Distribution form with the top part completed.
All budget items must improve and expand EMS because replacement and continuation are not
allowable for any county, rural or urban, per section 401.113 (1), Florida Statutes.
Complete and send the original plus one copy of the requested budget and signed Request for
Grant Distribution form to: DOH EMS County Grants, Attn: Alan Van Lewen, 4052 Bald Cypress
Way Mail Bin C18, Tallahassee, FL 32399 -1738.
Thank you very much for your cooperation and support to improve and expand quality EMS in
Florida. Please contact me if you have any questions: (850) 245 -4440, extension *2734.
Sincerely,
Acs L/d". -4��
Alan Van Lewen
Health Services and Facilities Consultant
cc: Ms. Artie Bay, Accounting Supervisor, EMS
DOH Bureau of Emergency Medical Services
4052 Bald Cypress Way, Bin C18 • Tallahassee, Florida 32399 -1738
Phone: (850) 245 -4444. Ext. 2734 s Far ( Packet Page -2855- http:// w�a, w.fl- ems.com/Gra»ts.Gra)its.litmi