Agenda 10/28/2008 Item #16F 1
Agenda Item No. 16F1
October 28, 2008
Page 1 of 13
EXECUTIVE SUMMARY
Recommendation to approve a Florida Emergency Medical Services County Grant
Application, Grant Distribution Form and Resolution for the Funding of the EMS Portion
of the EMS/Fire Consolidation Study, Training and MedicallRescue Equipment and
Supplies in the amount of $170,111.00 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 2009 will be $170,111.00. 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 491 - EMS Grants. A Budget Amendment is necessary to appropriate the additional
grant award of $70,111.00 over the amount budgeted of $100,000.00 for FY 09. This Budget
Amendment will also reallocate unexpended funds of $4,500 from the FY07 County Grant and
$127,047.65 from the FY08 County Grant to the FY09 County Grant account.
LEGAL CONSIDERATIONS: Documents listed in number 1 below have been signed for
legal sufficiency. This item is legally sufficient for Board action. - JAB
GROWTH IMPACT: There is no Growth Management Impact resulting from this action.
RECOMMENDA TIONS: 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. Approve the Budget Amendment in the an10unt of $70,111.00 to appropriate funds over
the $100,000.00 budgeted for FY 09 and to reallocate unexpended funds from the FY07
and FY08 County Grants to the FY09 account.
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PREP ARED BY: Artie R. Bay, Supervisor - Accounting, Emergency Medical Services
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EMS Cv9UNTY GRANT APPUCA TION
FLORIDA DEPARTMENT OF HEALTH
SUrNU of Emergency Medical Service.
Complete .1/ Items
10. Code (The Stlt. Burnu of EMS will ..Ian the ID Code -leave this blink) C
1. Cou Nlm.: Collet Cclunly
Business Address: 33CI1 YamlllmlTraIl e..r
Nap/ef. FL 3011 t2
Agenda Item No. 16F1
October 28, 2008
Page 2 of 13
2. Certification: (The applicant slgnatory who has aulhorlty to sign contract., grants. and other legal
dOClJrr1ents for the county) , certify that all information and data in this EMS c:ot.I1ty grant apJ:Ilication and
Its attaChments are true and correct. My slgnatlA aeknowledges and ..... th8t the County IhaII
compfy My wiIh the condlt.lons outlined in the Florida EMS County GrantAppllC8tlon.
: Date:
PrW\ted Name: T_ Herlning
Position Title: CtlIIrmIIn
3. Conblct Person: (The Individual with direct knowledge of the project on a day-to-day basis and has
respontibiMty for the Implementation of the grant activities.. This person Is authortzed to sign project
reports and may request project change.. The .Igner and the cantact person mllY be the ..me.)
Name: .lit
Position Title: DIiIf
Address: 27OII1l._OM
....,..., F1. "101
Tele hone: 0It)2S244SI
E-mair Address: J-.cICCIlI..'V........
Fax Number: 1238I'M-W64
4. RnoIutlon: Attach a current re"*Alon from the Board of County Commlsllonera certifying the grant
funds will imprOVe.,d expand the county pre-ho8pftaJ EMS system and will not be used to supplllnt
current level. of ooun\y expenditures.
I. Bud9et~ Complete 8 budget page(S) for each orglriZlltion to whleh you ah8II proyide funds.
Usllhe organization(s) below. (Uae additional peges If nece'Mry)
EMS Portion of EMSlFlre Consolidation Study not to exceed
Medical EquIpment/Supplies
$100,000
30.111
Training
Medk:aflRescue Equipment
10,000
30.000
OH Form 16M. Rev. June 2002
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Agenda Item No. 16F1
October 28. 2008
Page 3 of 13
BUDGET PAGE
A 8111"".net Beneftts:
.
For each poaition title. provide the emount of salary per hour, FICA per
hour, other tmge benefits. and the total numbet d hours. Amount
TOTAL Salaries
TOTAl FICA
Grand total salaries and FICA
B. Expen...: These era travel costs and the usual. ordIrwy, and Incidental expen<itures by an
agency. such as, commodities and S~pH88 of a consl.m8ble nature excluding expenditures classified
as ooeratlna caDitlll outlav (IN next cateaorvt
Ust the Item and, If IppHnble, the quantity Amount
EMS/Rre Consolidation Study (not to exceed) $100.000
Medical Equipment/Supplies 30,1\1
Training 10,000
TOTAL $ 141l,f11
C. Vehle.... equipment, and other operallng capital outlay means equipment, fixtures. and other
tangible peraonal property of a non consumable and non expendable nature With . normal expected me
of one (1) vear or m01'e.
UIt 1M Item and, If applclble, the quantity Amouht
MedicaVRescue Equipment $30,000
TOTAL $ 30.000
Grand Toml $ 170.111
OH Form 1eM. Rev. June 20DZ
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Agenda Item No. 16F1
October 28,2008
Page 4 of 13
FLORIDA DEPARTMENT OF HEAL TH
EMS GRANT PROGRAN
REQUEST FOR GRANT FUND DISTRIBUTION
In accordance with the provisions of Section 401.113(2)(a), F. 5., the undersigned hereby
requests an EMS grant fund distribution for the improvement and expansion of pre-hospital
EMS.
DOH Remit Payment To:
Name of Agency: Collier County Board of County Commissioners
Mailing Address:
3301 Tamiami Trail East
Naples, FL 34112
Federal Identification number Fed 10 59-6000558
Authorized Official:
ATT T:
OWl HT E. BROCK, Clerk
By:
Signature
Date
Tom Henning, Chairman
Type ~ and TItle
Sign and return this page with your application to:
Florida Department of Health
BEMS Grant Program
4052 Bald Cypress Way, Bin e18
Tallahassee, Florida 32399-1738
Appmved as to form & I gal sufficiency
Do not write below this line. For us. by Bureau of Em.
Grant Amount For State To Pay: $
Approved By :
Signature of EMS Grant Officer
State Fiscal Year:
Organization Code
64-2s..ao-oo..oQQ
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Federal Tax 10:
Grant 10: Code:
Date
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N2000
Obiect Code
7
VF _________
Grant Ending Date: September 30,
DH FOllTl 1767P, Rev. June 2002
Grant Beginning Date: October 1,
5
Agenda Item No. 16F1
October 28, 2008
Page 5 of 13
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, jf 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 fulf responslblfity of the gran1ee.
ROLLOVERS
Any unencumbered EMS county grant program funds as of September 30, of each vear.
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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Agenda Item No. 16F1
October 28,2008
Page 6 of 13
DISALLOWED EXPENDITURES
No expenditures are allowable as grant costs unless they are clearly specified as a Une 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
shalf clearly document the assignment of equipment ownership and usage; and maintain thete
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 shalf 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 weal 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, June 2002. 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
fulfiU the matching requirement for the matching grant program.
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Agenda Item No. 16F1
October 28, 2008
Page 7 of 13
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
revenue and expenditures. A file shall be maintained by the grantee, which includes a copy of
the uNotice 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 g rant end Ing 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. Ir 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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Agenda Item No. 16F1
October 28.2008
Page 8 of 13
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 provid&r shall include the statement:
~Sponsored by [Your Organization's Name) and the State of Florida, Department of
Health, Bureau of Emergency Medlcal Services..
If the sponsorship reference is in written or other visual material, the words, "State of Fiorida,
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 shalf 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
govemment 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-wiele fixed rate for service. and of which less that
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Agenda Item No. 16F1
October 28,2008
Page 9 of 13
$300,000 is federally funded. The determination of when a provider has "expended't 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 Govemment 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 financiat 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 aOOft report shall include a schedu'e
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
Caples of the audit report and any management letter by the independent auditors. or
a"estation 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. Department of Health
OffICe of the Inspector General
4052 Bald Cypress Way, Bin A03
Tallahassee, Florida 32399-1704
a. Department of Health
Bureau of Emergency Medical Services
County Grant Manager
4052 Bald Cypress Way, Bin C1a
Tallahassee, Florida 32399-1738
C. Submit to this add..... only those audits perfonned or attestation etltementa
prepared in accordance with Section 215.97, F. S.:
Office of the Auditor General
Post Office Box 1735
Tallahassee, Florida 32302
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Agenda Item No. 16F1
October 28, 2008
Page10of13
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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Agenda Item No. 16F1
October 28, 2008
Page 11 of 13
RESOLUTION NO. 2008 -
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 Al\'1>
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 funding of the EMS portion of the EMS/Fire Consolidation Study
not to exceed $100,000, the purchase of medical rescue supplies and 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 $170,111.00 in the EMS County Grant win be used to fund the EMS portion of
the EMS/Fire Consolidation Study not to exceed $100,000, medicaVrescue supplies and
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
, 2008.
ATTEST:
DWIGHT E. BROCK, Clerk
BOARD OF COUNTY COMMISSIONERS,
COLLIER COUNTY, FLORIDA
Deputy Clerk
BY:
TOM HENNING, Chainnan
BY:
Approved as to form and
legal sufficiency:
~~~~J
J e. fer BelpedlO
Assistant Counly Attorney
Agenda Item No. 16F1
October 28, 2008
Page 12 of 13
Charlie Crist
Governor
Ana M. Viamonte Ros, M,D., M.P.H.
State Surgeon General
MEMORANDUM
Received
OCT 0' '2008
EMS Dept.
DATE:
September 29, 2008
TO:
Chairperson, Collier County
SUBJECT: 2008-2009 Emergency Medical Services County Grant Application
We are pleased to provide you with the Florida County Grant Program Application Packet
(Manual), revised June 2002. The Manual contains the application form and the information
needed to request your fiscal year 2008-2009 county grant funds for the improvement and
expansion of Emergency Medical Services (EMS) within your county. The amount of your grant
award will be $170,111.00. Use this amount when developing your grant budget.
The county grant booklet is located at internet address htto:/Iwww.f1-ems.com/Grants/Grants.html.
Scroll down to the link titled "County Grant Booklet and Application Form," and click on it.
Complete the application forms in the manual, (DH Form 1684 and DH Form 1767P, Rev. June
2002) pages 3-5. Please note Item 4 in the application requires you to include a current resolution
from the Board of County Commissioners with the completed application. The resolution criteria
are described in Item 4. Item 2 in the application form and the "Request for Grant Fund
Distribution" form both require original signatures. Retum a signed original and two copies of the
completed application, which includes only DH Form 1684, DH Form 1767P, and the resolution,
to the following address:
EMS County Grants Program
DOH Emergency Medical Services
4052 Bald Cypress Way, Bin C18
Tallahassee, Florida 32399~1738
The deadline by which we must receive the completed applications is no later than January 9,
2009, 5:00 PM, Eastern Standard Time. Completed applications will be processed in the
sequence we receive them. If we have not received the final report from your previous county
grant, it may delay the processing of the grant application until it is received.
Thank you for your cooperation and support to improve and expand access to quality EMS.
Please contact me at {850) 245-4440, extension 2737, or Alan Van Lewen at extension 2734, if
you have any questions.
~ilJk",if'
Edward L. Wilso .
Program Admini rator
Grants Unit
celene: Mr. Jeff Page
Bureau of Emergency Medical Services
4052 Bald Cypress Way, Bin C- 18- Tallahassee, FL 32399-1738
Page 1 of 1
Agenda Item No. 16F1
October 28,2008
Page 13 of 13
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
16F1
Recommendation to approve a Florida Emergency Medical Services County Grant
Application, Grant Distribution Form and Resolution for the Funding of the EMS Portion of the
EMS/Fire Consolidation Study Training and Medical/Rescue Equipment and Supplies In the
amount of 5170,11100 and to approve a Budget Amendment
Meeting Date:
10/28/2008 90000 ,A.M
Prepared By
Artie Bay
Bureau of Emergency
Services
Senior Administrative Assistant
Date
EMS
10/7/200811:25:12 AM
Approved By
Jennifer A. Belpedio
Assistant County Attorney
Date
County Attorney
County Attorney Office
10/7/200811 :48 AM
Approved By
Marlene J. Foord
Grants Coordinator
Date
Administrative Services
Administrative Services Admin.
10/71200811:55 AM
Approved By
Jeff Page
EMS Chief
Date
Bureau of Emergency
Services
EMS
10171200811:57 AM
Approved By
Dan E, Summers
Bureau of Emergency Services Director
Date
County Manager's Office
Bureau of Emergency Services
1017120084:32 PM
Approved By
OMB Coordinator
Applications Analyst
Date
Administrative Services
Information Technology
10114/2008 8:39 AM
Approved By
Sherry Pryor
Management & Budget Analyst
Date
County Manager's Office
Office of Management & Budget
10/14120084:37 PM
Approved By
James V, Mudd
County Manager
Date
Board of County
Commissioners
County Manager's Office
10/16/20086:49 PM
file://C:\AgendaTest\Export\ 115-0ctober%2028,%202008\16.%20CONSENT%20AGEN...
10/22/2008