Agenda 07/27/2010 Item #16J 6Agenda Item No. 16,16
July 27, 2010
Page 1 of 21
EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners of Collier County
authorize the Collier County Supervisor of Elections to accept federal election
activities funds with a 15% matching contribution and that the Board direct its
Chairman to sign the Certificate Regarding Matching Funds.
OBJECTIVE: To obtain authorization to accept funds from the Department of State,
Division of Elections, for additional federal election activities beyond the Supervisor of
Elections' current programs, for the Board to have its Chairman to sign the Certificate
Regarding Matching Funds, and to authorize any necessary budget amendments to
receive those funds.
CONSIDERATIONS: The 2010 Legislature appropriated $2,000,000 specifically for
federal election activities. These funds are being distributed to the State's Supervisors of
Elections based on the number of active registered voters as of the 2008 General
Election, as certified by the Department of State. Collier County's share of these funds is
$36,109.82, (see Attachment B). In order to receive the $36,109.82, the Chairman of the
Board of County Commissioners must certify that the county will provide a 15%
($5,416.47) matching contribution. This matching contribution was included in the
Supervisor of Elections 2010 budget.
FISCAL IMPACT: The County will incur a fiscal impact of $5,416.47, which
constitutes the required matching contribution necessary for the Collier County
Supervisor of Elections to receive the $36,109.82 from the Division of Elections. The
funds received will be appropriated in the Supervisor of Elections budget with definitive
project tracking.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the
County Attorney's Office and is legally sufficient for Board action —SRT.
GROWTH MANAGEMENT INPACT: None
RECOMMENDATION: That the Collier County Board of County Commissioners
authorizes the Collier County Supervisor of Elections to accept federal election activities
funds with a 15% matching contribution from the County, to authorize any necessary
budget amendments to receive those funds, and that the Board's Chairman sign the
Certificate Regarding Matching Funds.
Submitted by: Jennifer J. Edwards, Supervisor of Elections
Agenda Item No. 16,16
July 27, 2010
Page 2 of 21
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number: 16,16
Item Summary: Recommendation to authorize the Collier County Supervisor of Elections to accept federal
election activities funds with a 15% matching contribution and that the Board direct its
Chairman to sign the Certificate Regarding Matching Funds. (Fiscal Impact: 55,416.47)
Meeting Date: 7/2712010 9:00:00 AM
Approved By
OMB Coordinator
Date
County Manager's Office
Office of Management & Budget
711212010 9:31 AM
Approved By
Scott R. Teach
Deputy County Attorney
Date
County Attorney
County Attorney
7/1312010 1:14 PM
Approved By
Randy Greenwald
Management/Budget Analyst
Date
Office of Management &
Budget
Office of Management & Budget
7/14/2010 2:06 PM
Approved By
Jeff Klatzkow
County Attorney
Date
7114 ;2010 3:01 PM
Approved By
Leo E. Ochs, Jr.
County Manager
Date
County Managers Office
County Managers Office
7'14!2010 7:26 PM
CHARLIE CRIST
Governor
MEMORANDUM
To: Supervisors of Elections
From: Donald L. Palmer, Director, Division of Elections
Date: July 1, 2010
Subject: FY 2010 -11 Federal Election Activities Funds
,,4e da t m o. 16J6
UL 1201�F4 ?i T2010
Page 3 of 21
DAWN K. ROBERTS
Interim Secretary of State
The 2010 Legislature appropriated $2,000,000 specifically for federal election activities. These
funds will be distributed to the Supervisors of Elections pursuant to a formula based on active
registered voters in each county as of the 2008 General Election.
Funds received pursuant to this Agreement may be spent for any of the following purposes
relating to federal election activities:
• Voter education;
• Poll worker training;
• Implementing and maintaining the provisions of the Military and Overseas Voter
Empowerment (MOVE) Act and the Uniformed and Overseas Citizens Absentee
Voting Act (UOCAVA);
• Standardizing election results reporting; or
• Other federal election administration activities, as approved by the Department of State.
These are the acceptable uses for the funds under the categories listed above:
• Mailing or publishing sample ballots which must include additional information on
voting procedures, voting rights or voting technology;
• Voter information cards which must include additional voter education information on
voting procedures, voting rights or voting technology;
• Advertising or publications outlining voting procedures, voting rights or voting
technology;
• Voting System demonstrations;
• Poll worker training stipends;
• Training materials for poll workers;
• Voter guides which must include voter education information concerning voting
procedures, voting rights, or voting technology but shall not contain elected officials'
contact information other than the supervisor's contact information; or
Division of Elections
R. A. Gray Building, Room 316 • 500 South Bronough Street • Tallahassee, Florida 32399 -0250
Telephone: (850) 245 -6200 • Facsimile: (850) 245 -6217
ele etions.myflo rida. co m
FY 2010 -11 Federal Election Activities Funds
July 1, 2010
Page 2
Agenda Item No. 16 ,16
July 27, 2010
Page 4 of 21
• Maintaining online or web -based absentee ballot request and ballot tracking and precinct
finder system as relates to use in federal elections and for the costs for upgrades and
future license fees and maintenance fees for the MOVE Act and other UOCAVA
expenditures.
These funds must be used to support federal election activities related only to federal elections
(that is, elections in which a federal candidate is on the ballot). If any of the funds are used for an
election in which a federal candidate is not on the ballot, the cost must be pro -rated for the
portion of the expenditure that is allocable to federal elections. Any of these funds can be used
for the 2010 Primary and General Elections.
In order to receive the funds, the Legislature has required that the Supervisor of Elections provide
the Department of State with a detailed description of the programs that will be implemented in
the Supervisor's federal election activities plan. The Supervisor shall identify the source of funds
(federal funds, county matching funds, other county funds/local) being used for each federal
election activity set forth in the plan. Samples of any documents and/or publications that you
plan to produce as part of these activities must be provided along with the plan.
Enclosed is a federal election activities plan form. The Division requires that this form be used
when submitting the plan. It will simplify the preparation of your plan, and it will expedite the
Division's review allowing your check to be mailed to you more quickly. Simply place an X in
the box for the programs that you plan to carry out this fiscal year. Please also place an X in the
box for the topics that apply to each activity. If the topic is not listed, either write or type in the
topic.
There is no need to enter specific dollar amounts on the plan. The dollar amounts will be
addressed when you submit the annual financial report which is due December 31, 2011.
Invoices and supporting documents will need to be provided for all HAVA expenditures when
submitting the annual financial report.
Please also note, the 2010 Legislature has added the following requirement in the appropriation.
Supervisors of Elections shall report to the Department of State any unspent funds remaining
at June 30, 2011. This will be reported on the annual financial report which was referred to
previously.
If you need to make any changes to your original plan, the revised plan must be submitted in
advance, in writing and approved by the Department of State.
In addition, the Chairman of the Board of County Commissioners will be required to provide
written certification that the county will match the state funds with a 15% county match. If the
county governing body fails to appropriate the matching funds, the Supervisor must return or
repay to the State a portion of the funds for which the matching funds applied. Both the federal
Agenda Item No. 16J6
July 27, 2010
Page 5 of 21
FY 2010 -11 Federal Election Activities Funds
July 1, 2010
Page 3
funds and the county matching funds must be held in a separate interest bearing account to be
used solely for federal election activities purposes.
Enclosed are the following documents:
1. Memorandum of Agreement, Receipt and Use of HAVA Funds for Federal Election
Administration Activities (required to be signed by the Supervisor of Elections);
2. Attachment A, Compliance Requirements;
3. Attachment A -1, Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion Lower Tier Covered Transactions (required to be signed by the
Supervisor of Elections);
4. Attachment B, FY 2010 -2011 Federal Election Activities Funds Spreadsheet;
5. Certificate Regarding Matching Funds (required to be signed by the Chairman of the
Board of County Commissioners);
6. Federal Election Activities plan form (required to be completed and returned by the
Supervisor of Elections).
Please return all of these documents to the Division of Elections. You will be provided a copy of
the agreement upon execution by the Division.
If you have any questions, please let us know.
DLP /jd/aj
Enclosures
Agenda Item No. 16,16
July 27, 2010
Page 6 of 21
MEMORANDUM OF AGREEMENT
RECEIPT AND USE OF HAVA FUNDS
FOR FEDERAL ELECTION ADMINISTRATION ACTIVITIES
This agreement is between the State of Florida, Department of State, Division of Elections
( "Department "), R.A. Gray Building, 500 South Bronough Street, Tallahassee, FL 32399 -0250
and The Honorable Jennifer J. Edwards, Supervisor of Elections ( "Supervisor "), on behalf of
Collier County, 3301 Tamiami Trail East, Reverend Dr. MLK, Jr. Building, Naples, Florida 34112-
4907. This agreement is effective as of the date fully executed by the parties.
I. GOVERNING LAw
The Department is authorized pursuant to specific appropriation 3164 of the 2010 -2011
General Appropriations Act (see section 6, chapter 2010 -152, Laws of Florida), to disburse a
total of $2,000,000 from the Grants and Donations Trust Fund to the county supervisors of
elections for the fiscal year 2010 -2011 ( "FY 2010 -11 funds "). Therefore, funds are made
available through section 251 of the Help America Vote Act of 2002 (HAVA) and the Catalog of
Federal Domestic Assistance (CFDA) 90.401, Help America Vote Act Requirements Payments for
improving the administration of federal elections.
SCOPE OF USE AND RESTRICTIONS
As more specifically set forth in paragraph 1 of Attachment A, which is hereby incorporated by
reference, the funds granted shall be used for federal election administration activities.
• These funds shall be used to support election activities related only to federal elections
(that is, elections in which a federal candidate is on the ballot). If any of these funds are
used for an election in which a federal candidate is not on the ballot, the cost must be
pro -rated for the portion of the expenditure that is allocable to a federal election. These
funds shall not be used to support state or federal lobbying activities but this does not
affect the right, or that of any other organization to petition Congress, or any other level
of Government, through the use of other resources.
• Prior to receiving FY 2010 -11 funds, the Supervisor must first submit in accordance with
paragraph 2 of Attachment A: 1) A detailed plan for use of the funds, 2) Certification
from the county governing body to provide matching funds, and 3) Certification
Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier
Covered Transactions form. Any change, modification or deviation from the activities or
expenses initially provided in the plan for use of the funds must be reviewed and
approved by the Department prior to expenditure.
• The FY 2010 -11 funds shall be placed in a separate interest bearing account and in
accordance with accounting requirements as set forth in paragraphs 3 and 4 of
Attachment A.
MCA #2010- 2011 -0001
-1-
Agenda Item No. 16J6
July 27, 2010
Page 7 of 21
The Supervisor shall report and account for expenditures in accordance with this
agreement including paragraphs 5 and 6 of Attachment A.
III. DISBURSEMENT
The Department shall distribute to each eligible county supervisor of elections an amount equal
to the funding level per voter multiplied by the number of active registered voters in the county
for the 2008 General Election. The Department shall determine the funding level per voter in
the state based on that information. The Supervisor shall receive a sum certain as outlined in
Attachment B, incorporated by reference.
IV. MONITORING, AUDITS, AND REPORTING
The administration of resources awarded to the Supervisor is subject to monitoring, audits, and
reporting as described herein,
A. Monitoring
In addition to reviews of audits conducted in accordance with OMB Circular A -133 (as revised),
the Department may provide additional monitoring including on -site visits, and /or other
procedures permitted under federal and state law. The Supervisor shall comply and cooperate
with any monitoring procedures /processes the Department deems appropriate.
The Department shall closely monitor the Supervisors' annual expenditure reports required by
paragraph 5 of Attachment A to ensure that the Supervisors expend HAVA funds in accordance
with approved plans and will require reimbursement for all expenditures not approved or
otherwise authorized. Also, the Department shall ensure that Supervisors report the
expenditures made with HAVA funds separately from expenditures made with county funds.
B. Audits
1. Federal audit /OMB Circular A -133 (as revised)
If the Supervisor expends $500,000 ($300,000 for fiscal years ending before December 31, 2003)
or more in federal awards in its fiscal year, a single or program- specific audit must be
conducted in accordance with the provisions of OMB Circular A -133 (as revised). This may be
satisfied by an audit of the Supervisor of Elections conducted by the Auditor General in
accordance with OMB Circular A -133 (as revised). In determining the federal awards expended
in its fiscal year, the Supervisor shall consider all sources of federal awards. Attachment A
indicates federal resources are being awarded under this Agreement. The determination of
amounts of federal awards expended shall be in accordance with the guidelines established by
OMB Circular A -133 (as revised). In connection with an audit herein, the Supervisor shall fulfill
the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular
A -133 (as revised).
MOA #2010 - 2011 -0001
-2-
Agenda Item No. 16,16
July 27, 2010
Page 8 of 21
If the Supervisor expends less than $500,000 ($300,000 for fiscal years ending before December
31, 2003) in federal awards in its fiscal year, an audit pursuant to OMB Circular A -133 (as
revised), is optional. If the Supervisor elects to have an audit conducted in accordance with the
provisions of OMB Circular A -133 (as revised), the cost of the audit must be paid from non-
federal resources (i.e., from sources other than federal entities).
2. Other audits
The Department may conduct a limited scope audit of federal funds as defined by OMB Circular
A -133 (as revised) or other financial analysis or review of federal funds as permitted by federal
law. In the event the Department determines that such audit analysis, or review is appropriate,
the Supervisor agrees to comply with any additional instructions provided by Department staff
to the Supervisor regarding such process. If the Department determines that federal funds
received under this Agreement were used for any unauthorized purpose or that the Supervisor
did not comply with this agreement or state or federal requirements for receipt, expenditure,
or accounting, the Supervisor must return or repay these federal funds in an amount sufficient
to ensure or obtain compliance, including expenses for any corrective or remedial action.
Additionally, the Department may withhold funds, otherwise due, in an amount sufficient to
cover any costs associated with the limited scope audit or financial analysis or review to
determine or ensure compliance.
The Supervisor further agrees to comply and cooperate with any inspections, reviews,
investigations, or audits of federal funds deemed necessary by the Department of State, Chief
Financial Officer (CFO) or Auditor General.
For additional guidance to state and federal monitoring and auditing requirements, refer to:
http: / %lection. dos .state.fl.uslhovolindex.shtml and http: / /www.eac.aov.
C. Reporting
Copies of financial reporting packages as described in section .320(c), OMB A -133 (as revised)
for audits conducted by or on behalf of the Supervisor pursuant to Section IV.13.1 of this
agreement, shall be submitted as required by sections .320(d) of such circular to:
Department of State
Department of State
Auditor General's Office
Federal Audit
Division of Elections
Office of Inspector General
Room 401, Pepper Bldg
Clearinghouse
R.A. Gray Building, Ste 316
Clifton Building, Ste 320
111 West Madison St.
Bureau of the Census
500 S. Bronough St.
2661 Executive Cntr Cir.
Tallahassee, FL
1201 East 10th 5t.
Tallahassee, FL 32399 -0250
Tallahassee, FL 32399 -0250
32399 -1450
Jeffersonville, IN 47132
Other Federal agencies and pass- through entities in accordance with Sections .320 (e) and (f), OMB Circular A -133
(as revised).
Any reports, management letter, or other required information shall be submitted timely in
accordance with OMB Circular A -133 (as revised), the Florida Single Audit Act, and Chapters
10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of
the Auditor General, as applicable. When submitting financial reporting packages to the
Department for audits conducted in accordance with the aforementioned circular or Rules of
MOA #2010 - 2011 -0001
-3-
Agenda Item No, 16,16
July 27, 2010
Page 9 of 21
the Auditor General, the Supervisor shall include within the information the date the Supervisor
received the reporting package.
V. RECORD RETENTION
The Supervisor shall keep and maintain accurate and detailed records (e.g., invoices, receipts,
and other documentation) sufficient to identify how and whether expenditures were used for
authorized purposes, to support financial reporting, and to conduct audits as may be required
or requested. The Supervisor shall retain these records for five fiscal years in accordance with
the guidelines of the Department of Financial Services and the Office of the Auditor General, or
three years after the date an audit report is issued, whichever is later. The Supervisor shall
allow the Department or its designee, CFO, or Auditor General access to such records, including
the audit working papers upon request.
Failure to provide adequate documentation shall result in a request to return the funds to the
Department.
Vl. ENTIRETY OF THE AGREEMENT
All terms and conditions of this agreement are fully set forth in this
document and attachments incorporated by reference and shall be governed by the laws of the
State of Florida regardless of any conflict of laws provisions. In any proceeding or action
brought under this section, the parties agree that the prevailing party will be entitled to its
reasonable attorney's fees from the other party. The parties agree that proper venue will be in
Leon County, Florida.
IN WITNESS THEREOF, the parties have caused this Agreement to be executed by their
undersigned officials as duly authorized.
Co Supervisor of Elt'ens
_ y
By: i
Printed ,lame and title
l aoP,y�rt., z�-r
Witness
7.9• +0
Date
Department of State, Division of Elections
By:
Printed name and title
Witness
Date
Please complete, sign & return the. Memorandum of Agreement, Certificate Regarding
Matching Funds signed by the county governing body, &
Certification Regarding Debarment and Suspension to:
Joyce Durbin, HAVA Funds Coordinator, Florida Department of State, Division of Elections,
R.A. Gray Building, Room 316, 500 South Bronough Street, Tallahassee, Florida 32399 -0250
MOA #2010 - 2011 -0001
-4-
Agenda I,em No. 16J6
July 27, 2010
Page 10 of 21
ATTACHMENT A to MOA #2010 - 2011 -0001
Federal Program: Federal Help America Vote Act — Catalog of Federal Domestic
Assistance (CFDA) § 90.401 Help America Vote Act Requirements Payments
Compliance requirements applicable to the federal resources awarded under this
agreement are as follows:
1. The Supervisor shall only use the FY 2010 -2011 Funds (amount specified in Attachment
B) for one or more of the following federal election administration activities:
• Voter education;
• Poll worker training;
• Implementing and maintaining the provisions of the Military and Overseas Voter
Empowerment (MOVE) Act and the Uniformed and Overseas Citizens Absentee
Voting Act ( UOCAVA);
• Standardizing election results reporting; or
• Other federal election administration activities, as approved by the Department of
State.
These are the acceptable uses for the funds under the categories listed above:
• Mailing or publishing sample ballots which must include additional information on
voting procedures, voting rights or voting technology;
• Voter information cards which must include additional voter education information
on voting procedures, voting rights or voting technology;
• Advertising or publications outlining voting procedures, voting rights or voting
technology;
• Voting System demonstrations;
• Poll worker training stipends;
• Training materials for poll workers;
• Voter guides which must include voter education information concerning voting
procedures, voting rights, or voting technology but shall not contain elected
officials' contact information other than the supervisor's contact information; or
• Maintaining online or web -based absentee ballot request and ballot tracking and
precinct- finder system as relates to use in federal elections and for the costs for
upgrades and future license fees and maintenance fees for the MOVE Act and other
UOCAVA expenditures
2. Prior to receipt of FY 2010 -2011 funds under this Agreement, the Supervisor must
submit to the Department:
Page 1 of 3
Agenda Item No. 16J6
July 27, 2010
Page 11 of 21
• A detailed description of the Supervisor's plan to use the funds for federal election
administration activities and include the source of funds (federal, county matching
funds and other county funds (local) being used for each federal election activity set
forth in the plan.
. A written certification from the county governing body (e.g. Board of County
Commissioners) that the county will provide matching funds in the amount of 15 %.
If the county governing body fails to appropriate the matching funds, the Supervisor
must return or repay to the State the portion of the funds for which the matching
funds applied.
• A completed ED Form GCAS -009 (6188), entitled "Certification Regarding Debarment,
Suspension, Ineligibility, and Voluntary Exclusion lower Tier Covered Transactions ".
The form is attached hereto as Attachment its th[Executive e Order federal
Debarment and Suspension, 45 CFR 1183.35, prohibits
funds to the intended recipient of such funds or to any sub - recipient thereunder
unless such recipient and each sub - recipient, if any, certify that they are not
excluded or disqualified from receiving federal funds by any federal department or
agency.]
3. The Supervisor must establish and maintain the FY 2010 -2011 funds in an interest
bearing account. The Supervisor must segregate funds for federal election administration
activities and required county matching dollars in a separate account established for such
funds. Any funds remaining at the end of the fiscal year shall remain in the account to be
used for the same purposes for subsequent years or until such funds are expended.
4. The Supervisor shall maintain separate accounting records for each of the funding
sources identified under its plan submitted pursuant to paragraph #2.
5. The Supervisor shall submit a written financial report to the Department:
• On or before December 31, 2010 all actual expenditures from the date of receipt
through September 30, 2010. The report must include documentation (such as
appropriation statement, committee meeting minutes approving appropriation, or
account statement) that the county governing body appropriated matching funds as
certified under paragraph 2. Failure to appropriate the matching funds must be
reported.
• On or before each and every December 31 after 2010, all actual expenditures for
preceding period of October 1 through September 30, and the amount of FY 2010-
2011 funds unspent as of June 30 of the year being reported. Such annual reporting is
required until such funds are fully expended.
Page 2 of 3
Agenda Item No. 16,16
July 27, 2010
Page 12 of 21
Each financial report shall include documentation including but not limited to billing
or itemized receipts in support of the expenditures for the services or products used
to promote voter education, voting rights or voting technology. For example, the
report must include a copy of or the actual product or publication and indicate how
many individual items were produced or printed. For services, the report must
include a copy of or the actual newspaper article, audio recording, or video clip
and /or template or transcript thereof, and indicate how many times it was
published, aired, or accessed, or include a copy of the graphics template and
content layout for a special created webpage.
6. Copies of any reports or other submissions required by paragraphs 2 and 5 of this
Attachment shall be submitted by or on behalf of the Supervisor directly to: Department of
State, Division of Elections, R.A. Gray Building, 500 S. Bronough Street, Tallahassee, Florida
32399 -0250.
State Resources Awarded to the Supervisor Under this Agreement Consist of the
Following: N/A
Matching Resources for Federal Programs: N/A
Subject to section 215.97, Florida Statutes (Florida Single Audit Act): N/A
Compliance requirements applicable to state resources awarded pursuant to this
Agreement areas follows: N/A
Page 3 of 3
Agenda Item No. 16J6
July 27, 2010
Page 13 of 21
Attachment A -1 to MOA 2010 - 2011 -0001
CERTIFICATION REGARDING
DEBARMENT, S LOWER SPENSIOT , INELIGIBILITY CO FRED TRANSACOLU SARY EXCLUSION
This certification is required by the regulations implementing Executive Order 12549, Debarment
and Suspension, 45 CFR 1183.35, Participants' responsibilities. The regulations were published as
Part VII of the May 26, 1988 Federal Register (pages 19160 - 19211). Copies of the regulations may be
obtained by contacting the person to which this proposal is submitted.
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it
nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in this transaction by any federal department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
% � ��(4)H 1�5 �cP l ►X02_ Gt, 7r�S
Name and I rt e ot Autnonzed KeprCSCntat1ve
ED Form GCS -009, 6188
INSTRUCTIONS FOR CERTIFICATION
Agenda Item No. 16J6
July 27, 2010
Page 14 of 21
1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set
out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this
transaction was entered into. If it is later determined that the prospective lower tier participant knowingly
rendered an erroneous certification, in addition to other remedies available to the federal government, the
department or agency with which this transaction originated may pursue available remedies, including
suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this
proposal is submitted if at any time the prospective lower tier participant learns that its certification was
erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction,"
"participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as
used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing
Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in
obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person
who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered
transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause
titled "Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion -Lower Tier
Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for
lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier
covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered
transaction, unless it knows that the certification is erroneous. A participant may decide the method and
frequency by which it determines the eligibility of its principals. Each participant may, but is not required to,
check the Nonprocurement List (Telephone Number).
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order
to render in good faith the certification required by this clause. The knowledge and information of a
participant is not required to exceed that which is normally possessed by a prudent person in the ordinary
course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred,
ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available
to the federal government, the department or agency with which this transaction originated may pursue
available remedies, including suspension and/or debarment.
ED Form GCS -009, 6188
Agenda Item No. 16J6
July 27, 2010
ATTACHMENT B to MOA #2010 -201fP 000115 of 21
DEPARTMENT OF STATE
DIVISION OF ELECTIONS
FEDERAL ELECTION ACTIVITIES
FY 2010 -11
COUNTY
2006
GENERAL
ELECTION
REGISTERED VOTERS
FEDERAL ELECTION
ACTIVITIES
FUNDING
PER COUNTY
COUNTY
MATCHING
FUNDS
15%
Alachua
154,706
$
27,509.07
$
4,126.36
Baker
14,172
$
2,520.00
$
376.00
Bay
110,739
$
19,691.07
$
2,953.66
Bradford
15,732
$
2,797.39
$
419.61
Brevard
351,488
$
62,499.90
$
9,374.98
Broward
1.008,656
$
179,354.34
$
26,903.15
Calhoun
8,622
$
1,533.12
$
229.97
Charlotte
118.837
$
21,131.02
$
3,169.65
Citrus
102,742
$
18,269.09
$
2,740.36
Clay
120.656
$
21.454.47
$
3.218.17
Collier
203,075
$
36,109.62
$
5,416.47
Columbia
38.272
$
6,805.34
$
1,020,60
DeSoto
15,613
$
2,776.23
$
416.43
Dixie
10,775
$
1,915.95
$
287.39
Duval
536.588
$
95,413.49
$
14,312.02
Escambia
195,193
$
34,708.28
$
5,206.24
Radler
60,079
$
10,682.96
$
1.602.44
Franklin
7,722
$
1,373.09
$
205.96
Gadsden
30,128
$
5.357.22
$
803.58
Gilchrist
10,721
$
1,906.36
$
285.95
Glades
6.584
$
1.170.74
$
175.61
Gulf
9,123
$
1.622.21
$
243.33
Hamilton
7.688
$
1,367.04
$
205.06
Hardee
11.802
$
2,098.57
$
314.79
Hendry
16,936
$
3,011.48
$
451.72
Hernando
123,013
$
21,873.58
$
3,281.04
Highlands
66.092
$
11,752.16
$
1.762.82
Hillsborough
701,464
$
124,730.94
$
18,709.64
Holmes
11,513
$
2,047.19
$
307.08
Indian River
90,053
$
16,012.79
$
2,401.92
Jackson
28.128
$
5,001.59
$
750.24
Jefferson
10,310
$
1,833.27
$
274.99
Lafavette
4,469
$
794.66
$
119.20
Lake
188,702
$
33,554.08
$
5,033.11
Lee
320,512
$
56.991.90
$
8,548.78
Leon
174,544
$
31,036.57
$
4,655.49
Levy
25,924
$
41609.68
$
691A5
Liberty
4,304
$
765.32
$
114.80
Madison
12,278
$
2,183.21
$
327.48
Manatee
206,211
$
36,667.44
$
5.500.12
Marion
214,722
$
38,180.83
$
5,727.12
Martin
101,155
$
17,986.89
$
2,698.03
FYI D-11 Federal Election Activities Att. B FINAL 6 -11 -10
6/22/2010
Agenda Item No. 16,16
July 27, 2010
DEPARTMENT OF STATE Page 16 of 21
DIVISION OF ELECTIONS
FEDERAL ELECTION ACTIVITIES
FY 2010 -11
COUNTY
2008
GENERAL
ELECTION
REGISTERED VOTERS
FEDERAL ELECTION
ACTIVITIES
FUNDING
PER COUNTY
COUNTY
MATCHING
FUNDS
15 °k
Miami -Dade
1,243,315
$ 221,080.27
$ 33,162.04
Monroe
50,136
$ 8,914.94
$ 1,337.24
Nassau
47,501
$ 8,446.40
$ 1,266.96
Okaloosa
129,373
$ 23,004,48
$ 3,450.67
Okeechobee
18,859
$ 3,353.42
$ 503.01
Orange
604,243
$ 107,443.57
$ 16,116.54
Osceola
136,544
$ 24,279.60
$ 3,641.94
Palm Beach
831,423
$ 147.839.63
$ 22,175.94
Pasco
294,431
$ 52.354.30
$ 7,853.14
Pinellas
643,423
$ 114,410.37
$ 17,161.56
Polk
332,015
$ 59,037.31
$ 8,855.60
Putnam
46,432
$ 8,256.31
$ 1.238.45
St. Johns
131,744
$ 23,426.08
$ 3,513.91
St. Lucie
157,676
$ 28,037.19
$ 4,205.58
Santa Rosa
107,253
$ 19,071.21
$ 2.860.68
Sarasota
260,618
$ 46,341.84
$ 6,951.28
Seminole
259,3361
$ 46,113.88
$ 6.917.06
Sumter
59,913
$ 10,653A4
$ 1,598.02
Suwannee
24,791
$ 4,408.22
$ 661.23
Taylor
13,0881
$ 2,327.25
$ 349.09
Union
7,2731
$ 1,293.25
$ 193.99
Volusia
326,854'
$ 58,119.60
$ 8,717.94
Wakulla
18,5651
$ 3,301.14
$ 495.17
Walton
36,8471
$ 6.551.96
$ 962.79
Washington
15,9381
$ 2,834.02
1 $ 425.10
TOTAL 11,247,6341 $ 2,000,000.00 1 $ 300,000.00
FY 2010 -11 APPROPRIATION - FEDERAL ELECTION ACTIVITIES $2,000,000
2008 General Election - Total number of registered voters in the state 11,247,634
FUNDING LEVEL PER INDIVIDUAL VOTER $0.1778
(Based on FY 2010 -11 appropriation number 3164 for Federal Election Activities
divided by the total number of registered voters in the state
for the 2008 General Election.)
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Agenda Item No. 16J6
July 27, 2010
Page 21 of 21
Certificate Regarding Matching Funds
I , Chairman of the Board of County Commissioners of
Collier County, Florida, do hereby certify that the Board of County Commissioners will provide
matching funds for the Federal Election Activities grant in county FY 2010 -11 to the Supervisor
of Elections in an amount equal to at least 15% of the amount to be received from the state,
which for Collier County is $5,416.47. I understand that if the Board fails to appropriate the
required matching funds, all funds received from the state for this grant during the 2010 -11 state
fiscal year will be required to be returned to the Department of State.
Chairman, Board of County Commissioners
Date
MOA #2010- 2011 -0001