Item C06 C.6
� � �, BOARD OF COUNTY COMMISSIONERS
County of Monroe � ��r�i
�r � s�� Mayor Heather Carruthers,District 3
The Florida.Keys � � � ������]�j Mayor Pro Tem Michelle Coldiron,District 2
Craig Cates,District 1
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David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
July 15, 2020
Agenda Item Number: C.6
Agenda Item Summary #6966
BULK ITEM: Yes DEPARTMENT: Emergency Management
TIME APPROXIMATE: STAFF CONTACT: Jeff Manning (305) 289-6325
N/A
AGENDA ITEM WORDING: Approval of an agreement with the State of Florida, Division of
Emergency Management concerning an Emergency Management Preparedness and Assistance Base
Grant(Agreement Number A0110) in the amount of$105,806.00, fully grant funded with no county
match; and authorization for the County Administrator to execute any other required documentation
in relation to the grant.
ITEM BACKGROUND: This is an annual grant agreement between the State of Florida, Division
of Emergency Management and Monroe County. The grant is intended to enhance county
emergency management plans and programs that are consistent with the State Comprehensive
Emergency Management Plan. This agreement shall begin July 1, 2020 and end June 30, 2021.
PREVIOUS RELEVANT BOCC ACTION: This grant has been approved each year since 1994.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
FY 2020-2021 EMPA AGREEMENT.Monroe.County.A0110 - Monroe - Approved (REV 6/24/20)
FINANCIAL IMPACT:
Effective Date: July 1, 2020
Expiration Date: June 30, 2021
Total Dollar Value of Contract: $105,806
Total Cost to County: 0
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C.6
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: N/A If yes, amount:
Grant: $105,806
County Match: 0
Insurance Required: N/A
Additional Details:
NA
REVIEWED BY:
Pedro Mercado Completed 05/28/2020 3:01 PM
Shannon Weiner Completed 05/28/2020 3:09 PM
Purchasing Completed 05/28/2020 3:11 PM
Budget and Finance Completed 05/28/2020 3:23 PM
Maria Slavik Completed 05/28/2020 4:40 PM
Kathy Peters Completed 05/28/2020 4:45 PM
Board of County Commissioners Completed 06/17/2020 9:00 AM
Board of County Commissioners Pending 07/15/2020 9:00 AM
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STATE OF FLORIDA
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
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CSFA Number(s): 31.063 Agreement Number: A0110
STATE- FUNDED SUBAWARD AND GRANT AGREEMENT
EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANTS
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management, with
headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and Monroe County,. c`
(hereinafter referred to as the "Recipient').
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: >
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A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to
provide the services identified herein; and
B. The Division has received these grant funds from the State of Florida, and has the authority to
subgrant these funds to the Recipient upon the terms and conditions below; and 0
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division AND Recipient agree to the following:
(1) SCOPE OF WORK
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(a) The Recipient shall perform the work in accordance with the Scope of Work (Attachment
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A)and Proposed Budget Detail Worksheet (Attachment A(2)), of this Agreement.
(2) INCORPORATION OF LAWS, RULES, REGULATIONS, AND POLICIES z
(a) As required by section 215.971(1), Florida Statutes, this Agreement includes:
i. A provision specifying a scope of work that clearly establishes the tasks that the
Recipient is required to perform.
ii. A provision dividing the agreement into quantifiable units of deliverables that CL
must be received and accepted in writing by the Division before payment. Each deliverable must be
directly related to the scope of work and specify the required minimum level of service to be performed
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and the criteria for evaluating the successful completion of each deliverable.
iii. A provision specifying the financial consequences that apply if the Recipient fails
to perform the minimum level of service required by the agreement.
iv. A provision specifying that the Recipient may expend funds only for allowable
costs resulting from obligations incurred during the specified agreement period.
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V. A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division.
vi. A provision specifying that any funds paid in excess of the amount to which the 0)
Recipient is entitled under the terms and conditions of the agreement must be refunded to the Division.
(b) In addition to the foregoing, the Recipient and the Division shall be governed by all
applicable State and Federal laws, rules, and regulations, including those identified in the Scope of Work
(Attachment A). Any express reference in this Agreement to a particular statute, rule, or regulation in no
way implies that no other statute, rule, or regulation applies.
(3) PERIOD OF AGREEMENT W
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(a) This Agreement shall begin July 1, 2020 upon execution by both parties and shall end on
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June 30, 2021, unless terminated earlier in accordance with the provisions of Paragraph (12)
TERMINATION. In accordance with section 215.971(1)(d), Florida Statutes, the Recipient may expend
funds authorized by this Agreement"only for allowable costs resulting from obligations incurred during"
the period of agreement.
(4) FUNDING CONSIDERATION
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(a) This is a cost-reimbursement Agreement, subject to the availability of funds.
(b) The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance with either Chapter 216, Florida Statutes, or the Florida Constitution.
(c) The Division will reimburse the Recipient only for allowable costs incurred by the
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Recipient for the completion of each deliverable. The maximum reimbursement amount for each
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deliverable is outlined in the Proposed Budget Detail Worksheet (Attachment A(2)) and Scope of Work
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(Attachment A). The maximum reimbursement amount for the entirety of this Agreement is$105,806.00.
(d) The Division will review any request for reimbursement by comparing the documentation
provided by the Recipient against a performance measure, outlined in Scope of Work (Attachment A)and
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion (Attachment C)
which clearly delineates:
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i The required minimum acceptable level of service to be performed; and,
ii. The criteria for evaluating the successful completion of each deliverable. CD
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(e) The Division's Grant Manager, as required by section 215.971(2)(c), Florida Statutes, CD
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shall reconcile and verify all funds received against all funds expended during the period of agreement >-
and produce a final reconciliation report. The final report must identify any funds paid in excess of the
expenditures incurred by the Recipient.
(f) For the purposes of this Agreement, the term "improper payment" means or includes:
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i. Any payment that should not have been made or that was made in an incorrect
amount (including overpayments and underpayments) under statutory, contractual, administrative, or
other legally applicable requirements; and, 0)
ii. Any payment to an ineligible party, any payment for an ineligible good or service,
any duplicate payment, any payment for a good or service not received (except for such payments where
authorized by law), any payment that does not account for credit for applicable discounts, and any
payment where insufficient or lack of documentation prevents a reviewer from discerning whether a
payment was proper.
(g) As required by the Reference Guide for State Expenditures, reimbursement for travel W
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must be in accord with section 112.061, Florida Statutes. The Recipient must submit submission of the
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claim on either their local travel voucher with supporting documentation and their local travel policy, or on
the approved state travel voucher.
(5) REPORTS
(a) The Recipient shall provide the Division with quarterly reports and a close-out report.
These reports shall include the current status and progress by the Recipient and all Recipients and
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subcontractors in completing the work described in the Scope of Work(Attachment A)and the
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expenditure of funds under this Agreement, in addition to any other information requested by the Division.
(b) Quarterly reports are due to the Division no later than forty-five (45)days after the end of
each quarter of the program year and shall be sent each quarter until submission of the administrative
close-out report. The ending dates for each quarter of the program year are September 30, December
31, March 31, and June 30. o
(c) The Form 5- Close-Out Report is due sixty (60)days after termination of this Agreement
or sixty (60)days after completion of the activities contained in this Agreement, whichever occurs first.
(d) If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, the Division may withhold further payments until they are completed or
may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the Division" means that
the work product was completed in accordance with the Proposed Budget Detail Worksheet (Attachment
A(2))and Scope of Work (Attachment A).
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(e) The Recipient shall provide additional program updates or information that may be
required by the Division.
(f) The Recipient shall provide additional reports and information identified in the Quarterly
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Reports (Attachment A(3)).
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C.6.a
(6) MONITORING
(a) Recipient is responsible for and shall monitor its performance under this Agreement.
Recipient shall monitor the performance of its contractors, consultants, agents, and who are paid from °'
funds provided under this Agreement or acting in furtherance of this Agreement.
(b) In addition to reviews of audits conducted in accordance with Exhibit 1 —Audit
Requirements, monitoring procedures may include, but not limited to, desk reviews and on-site visits by
Division staff, limited scope audits, and other procedures.
(7) SUBCONTRACTS N
If the Recipient subcontracts any of the work required under this Agreement, a copy of the unsigned c`
subcontract must be forwarded to the Division for review and approval before it is executed by the
Recipient. The Recipient agrees to include in the subcontract that (i)the subcontractor is bound by the
terms of this Agreement, (ii)the subcontractor is bound by all applicable state and federal laws and
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regulations, and (iii)the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the
extent allowed and required by law. The Recipient shall document in the quarterly report the
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subcontractor's progress in performing its work under this Agreement.
For each subcontract, the Recipient shall provide a written statement to the Division as to whether that
subcontractor is a minority business enterprise, as defined in section 288.703, Florida Statutes.
(8) AUDITS
(a) In accounting for the receipt and expenditure of funds under this Agreement, the o
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Recipient shall follow Generally Accepted Accounting Principles ("GAAP"). As defined by 2 C.F.R.
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§200.49, GAAP "has the meaning specified in accounting standards issued by the Government
Accounting Standards Board (GASB) and the Financial Accounting Standards Board (FASB)."
(b) When conducting an audit of the Recipient's performance under this Agreement, the
Division shall use Generally Accepted Government Auditing Standards ("GAGAS"). As defined by 2
C.F.R. §200.50, GAGAS, "also known as the Yellow Book, means generally accepted government
auditing standards issued by the Comptroller General of the United States, which are applicable to
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financial audits."
(c) If an audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
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the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty (30)days after the Division has notified the Recipient of such non-compliance.
(d) The Recipient shall have all audits completed by an independent auditor, which is defined
in section 215.97(2)(i), Florida Statutes, as"an independent certified public accountant licensed under
chapter 473." The independent auditor shall state that the audit complied with the applicable provisions
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noted above. The audits must be received by the Division no later than nine months from the end of the
Recipient's fiscal year.
(e) The Recipient shall send copies of reporting packages required under this paragraph 0)
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directly to each of the following:
The Division of Emergency Management
DEMSingle Audit(gem.m)dlorida.com
DEMSingle_Audit@em.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard c`
Tallahassee, Florida 32399-2100
The Auditor General >
Room 401, Claude Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
(9) LIABILITY
(a) Unless Recipient is a state agency or subdivision, as defined in section 768.28, Florida
Statutes, the Recipient is solely responsible to parties it deals with in carrying out the terms of this
Agreement and shall hold the Division harmless against all claims of whatever nature by third parties
arising from the work performed under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division but is an independent contractor.
(b) As required by section 768.28(19), Florida Statutes, any Recipient which is a state
agency or subdivision, as defined in section 768.28(2), Florida Statutes, agrees to be fully responsible for
its negligent or tortious acts or omissions which result in claims or suits against the Division, and agrees
to be liable for any damages proximately caused by the acts or omissions to the extent set forth in section
768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of sovereign immunity by any
Recipient to which sovereign immunity applies. Nothing herein shall be construed as consent by a state
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agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of any
contract.
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(10) DEFAULT CD
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If any of the following events occur ("Events of Default"), all obligations on the part of the Division to make U-
further payment of funds shall, if the Division elects, terminate and the Division has the option to exercise
any of its remedies set forth in Paragraph (11) REMEDIES; however, the Division may make payments or
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partial payments after any Events of Default without waiving the right to exercise such remedies, and
without becoming liable to make any further payment:
(a) If any warranty or representation made by the Recipient in this Agreement or any 0)
previous agreement with the Division is or becomes false or misleading in any respect, or if the Recipient
fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous
agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its
obligations under this Agreement;
(b) If material adverse changes occur in the financial condition of the Recipient at any time
during the period of agreement, and the Recipient fails to cure this adverse change within thirty(30)days W
from the date written notice is sent by the Division.
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(c) If any reports required by this Agreement have not been submitted to the Division or have
been submitted with incorrect, incomplete, or insufficient information;
(d) If the Recipient has failed to perform and complete on time any of its obligations under
this Agreement.
(11) REMEDIES
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If an Event of Default occurs, then the Division shall, after thirty (30) calendar days, provide written notice
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to the Recipient and upon the Recipient's failure to cure within those thirty (30)days, exercise any one or
more of the following remedies, either concurrently or consecutively:
(a) Terminate this Agreement, provided that the Recipient is given at least thirty (30)days
prior written notice of the termination. The notice shall be effective when placed in the United States, first
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class mail, postage prepaid, by registered or certified mail-return receipt requested, to the address in
Paragraph (3) herein;
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(b) Begin an appropriate legal or equitable action to enforce performance of this Agreement;
(c) Withhold or suspend payment of all or any part of a request for payment;
(d) Require that the Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds;
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(e) Exercise any corrective or remedial actions, to include but not be limited to:
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i. Request additional information from the Recipient to determine
the reasons for or the extent of non-compliance or lack of performance;
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ii. Issue a written warning to advise that more serious measures
may be taken if the situation is not corrected;
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iii. Advise the Recipient to suspend, discontinue or refrain from
incurring costs for any activities in question or;
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iv. Require the Recipient to reimburse the Division for costs
incurred for any items determined to be ineligible;
(f) Exercise any other rights or remedies which may be available under law. m
Pursuing any of the above remedies will not stop the Division from pursuing any other remedies in this
Agreement or provided at law or in equity. If the Division waives any right or remedy in this Agreement or W
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fails to insist on strict performance by the Recipient , it will not affect, extend or waive any other right or
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remedy of the Division, or affect the later exercise of the same right or remedy by the Division for any
other default by the Recipient .
(12) TERMINATION
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(a) The Division may terminate this Agreement for cause after thirty (30)days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document, paper,
letter, or other material subject to disclosure under Chapter 119, Florida Statutes., as amended.
(b) The Division may terminate this Agreement for convenience or when it determines, in its '
sole discretion, that continuing the Agreement would not produce beneficial results in line with the further
expenditure of funds, by providing the Recipient with thirty(30) calendar days prior written notice.
(c) The parties may agree to terminate this Agreement for their mutual convenience through
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a written amendment of this Agreement. The amendment will state the effective date of the termination
and the procedures for proper closeout of this Agreement.
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(d) In the event this Agreement is terminated, the Recipient will not incur new obligations for
the terminated portion of this Agreement after the Recipient has received the notification of termination.
The Recipient will cancel as many outstanding obligations as possible. Costs incurred after receipt of the
termination notice will be disallowed. The Recipient shall not be relieved of liability to the Division
because of any breach of this Agreement by the Recipient. The Division may, to the extent authorized by
law, withhold payments to the Recipient for the purpose of set-off until the exact amount of damages due CL
the Division from the Recipient is determined.
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(13) PROCUREMENT cV
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(a) The Recipient shall ensure that any procurement involving funds authorized by the
Agreement complies with all applicable federal and state laws and regulations, to include 2 C.F.R.
§§200.318 through 200.326 as well as Appendix II to 2 C.F.R. Part 200 (entitled "Contract Provisions for
Non-Federal Entity Contracts Under Federal Awards").
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(b) As required by 2 C.F.R. §200.318(i), the Recipient shall "maintain records sufficient to
detail the history of procurement. These records will include but are not necessarily limited to the
following: rationale for the method of procurement, selection of contract type, contractor selection or 0)
rejection, and the basis for the contract price."
(c) As required by 2 C.F.R. §200.318(b), the Recipient shall "maintain oversight to ensure
that contractors perform in accordance with the terms, conditions, and specifications of their contracts or
purchase orders." In order to demonstrate compliance with this requirement, the Recipient shall
document, in its quarterly report to the Division, the progress of any and all subcontractors performing
work under this Agreement.
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(d) Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a)or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Recipient chooses
to subcontract any of the work required under this Agreement, then the Recipient shall forward to the
Division a copy of any solicitation (whether competitive or non-competitive)at least fifteen (15)days prior
to the publication or communication of the solicitation. The Division shall review the solicitation and
provide comments, if any, to the Recipient within seven (7) business days. Consistent with 2 C.F.R.
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§200.324, the Division will review the solicitation for compliance with the procurement standards outlined
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in 2 C.F.R. §§200.318 through 200.326 as well as Appendix II to 2 C.F.R. Part 200. Consistent with 2
C.F.R. §200.318(k), the Division will not substitute its judgment for that of the Recipient. While the
Recipient does not need the approval of the Division in order to publish a competitive solicitation, this
review may allow the Division to identify deficiencies in the vendor requirements or in the commodity or
service specifications. The Division's review and comments shall not constitute an approval of the
solicitation. Regardless of the Division's review, the Recipient remains bound by all applicable laws,
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regulations, and agreement terms. If during its review the Division identifies any deficiencies, then the
Division shall communicate those deficiencies to the Recipient as quickly as possible within the seven (7)
business day window outlined above. If the Recipient publishes a competitive solicitation after receiving
comments from the Division that the solicitation is deficient, then the Division may:
i. Terminate this Agreement in accordance with the provisions
outlined in paragraph (12) above; and, CL
H. Refuse to reimburse the Recipient for any costs associated with
that solicitation.
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(e) Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a)or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Recipient chooses
to subcontract any of the work required under this Agreement, then the Recipient shall forward to the
Division a copy of any contemplated contract prior to contract execution. The Division shall review the
unexecuted contract and provide comments, if any, to the Recipient within seven (7) business days.
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Consistent with 2 C.F.R. §200.324, the Division will review the unexecuted contract for compliance with
the procurement standards outlined in 2 C.F.R. §§200.318 through 200.326 as well as Appendix II to 2
C.F.R. Part 200. Consistent with 2 C.F.R. §200.318(k), the Division will not substitute its judgment for that 0)
of the Recipient. While the Recipient does not need the approval of the Division in order to execute a
subcontract, this review may allow the Division to identify deficiencies in the terms and conditions of the
subcontract as well as deficiencies in the procurement process that led to the subcontract. The Division's
review and comments shall not constitute an approval of the subcontract. Regardless of the Division's
review, the Recipient remains bound by all applicable laws, regulations, and agreement terms. If during
its review the Division identifies any deficiencies, then the Division shall communicate those deficiencies W
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to the Recipient as quickly as possible within the seven (7) business day window outlined above. If the
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Recipient executes a subcontract after receiving a communication from the Division that the subcontract
is non-compliant, then the Division may:
i. Terminate this Agreement in accordance with the provisions
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outlined in Paragraph (12) above; and,
ii. Refuse to reimburse the Recipient for any costs associated with
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that subcontract.
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(f) The Recipient agrees to include in the subcontract that (i)the subcontractor is bound by
the terms of this Agreement, (ii)the subcontractor is bound by all applicable state and federal laws and
regulations, and (iii)the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the
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extent allowed and required by law.
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(g) As required by 2 C.F.R. §200.318(c)(1), the Recipient shall "maintain written standards of
conduct covering conflicts of interest and governing the actions of its employees engaged in the selection,
award and administration of contracts."
(h) As required by 2 C.F.R. §200.319(a), the Recipient shall conduct any procurement under
this agreement"in a manner providing full and open competition." Accordingly, the Recipient shall not:
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i. Place unreasonable requirements on firms in order for them to
qualify to do business;
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ii. Require unnecessary experience or excessive bonding;
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iii. Use noncompetitive pricing practices between firms or between �-
affiliated companies;
iv. Execute noncompetitive contracts to consultants that are on
retainer contracts;
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V. Authorize, condone, or ignore organizational conflicts of interest;
vi. Specify only a brand name product without allowing vendors to
offer an equivalent; °'
vii. Specify a brand name product instead of describing the
performance, specifications, or other relevant requirements that pertain to the commodity
or service solicited by the procurement;
viii. Engage in any arbitrary action during the procurement process;
or,
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ix. Allow a vendor to bid on a contract if that bidder was involved
with developing or drafting the specifications, requirements, statement of work, invitation
to bid, or request for proposals.
(i) Except in those cases where applicable Federal statutes expressly mandate or
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encourage otherwise, the Recipient, as required by 2 C.F.R. §200.319(b), shall not use a geographic
preference when procuring commodities or services under this Agreement.
(j) The Recipient shall conduct any procurement involving invitations to bid (i.e. sealed bids)
in accordance with 2 C.F.R. §200.320(c) as well as section 287.057(1)(a), Florida Statutes.
(k) The Recipient shall conduct any procurement involving requests for proposals (i.e.
competitive proposals) in accordance with 2 C.F.R. §200.320(d) as well as section 287.057(1)(b), Florida
Statutes.
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(1) For each subcontract, the Recipient shall provide a written statement to the Division as to c,
whether that subcontractor is a minority business enterprise, as defined in section 288.703, Florida
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Statutes. Additionally, the Recipient shall comply with the requirements of 2 C.F.R. §200.321 0
("Contracting with small and minority businesses, women's business enterprises, and labor surplus area Z
firms").
(m) FEMA has developed helpful resources for Sub-Recipients when procuring with federal
grant funds because Sub-Recipients must comply with the Federal procurement standards outlined in 2
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C.F.R. §§200.318 through 200.326 as well as Appendix 11 to 2 C.F.R. Part 200. These resources are
generally available at https://www.fema.gov/procurement-disaster-assistance-team. FEMA periodically
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updates this resource page so please check back for the latest information. While not all the provisions cv
discussed in the resources are applicable to this subgrant agreement, the Sub-Recipient may find these
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resources helpful when drafting its solicitation and contract for compliance with the Federal procurement �-
standards outlined in 2 C.F.R. §§200.318 through 200.326 as well as Appendix 11 to 2 C.F.R. Part
200. FEMA provides the following hands-on resources for Recipients of federal funding: E
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i. 2018 PDAT Procurement Compliance Checklist for Public Assistance Applicants
available at https://www.fema.gov/media-library-data/1569959172327-
92358d63e00dl7639d5db4de015184c9/PDAT ProcurementChecklist 11-21-2018.pdf 0)
ii. 2019 PDAT Contract Provisions Template available at
https://www.fema.gov/media-library-data/l 569959119092-
92358d63e00dl7639d5db4de015184c9/PDAT ContractProvisionsTem plate 9-30-19.pdf
(14) ATTACHMENTS AND EXHIBITS
(a) All attachments to this Agreement are incorporated as if set out fully.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 —Audit Requirements
Exhibit 2— Funding Sources
Exhibit 3—Single Audits
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Exhibit 4—27P-19 Administrative Code— EM Director or Part-Time Coordinator Certification ,
Attachment A—Scope of Work
Attachment A(1)—Allowable Costs and Eligible Activities—Budget Directions
Attachment A(2)— Proposed Budget Detail Worksheet
Attachment A(3)—Quarterly Reports
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Attachment B—Justification of Advance Payment
Attachment C—Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion
Attachment D—Warranties and Representations
Attachment E—Statement of Assurances CL
Attachment F— Response Capabilities
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Attachment G— Hurricane Retrofit Shelter '
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Attachment H — Recovery Capabilities N
Attachment I — Reporting Forms
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(15) NOTICE OF CONTACT
(a) All notices provided by Recipient under or pursuant to this Agreement shall be in writing
to Division's Grant Manager and delivered by standard or electronic mail using the correct information 0)
provided in Subparagraph 15(b) below.
(b) The name and address of Division's Grant Manager for this Agreement is:
Contractual Point of Contact
Kizzy K. Caban
Division of Emergency Management
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850)815-4348
Kizzy.Caban@em.myflorida.com
(c) The name and address of Division's Programmatic Reviewer for this Agreement is:
Programmatic Point of Contact
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Karla Brown
Division of Emergency Management 0
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850)815-4357
Naytoyla.Brown@em.myflorida.com
(d) The name and address of Representative of the Recipient responsible for the
administration of this Agreement is:
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Name: Shannon Weiner
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Title: Director e®
Address: 490 63rd Street, Suite 150
Marathon, Florida 33050
Phone: (305)289-6012 CL
Email:Weiner-shannon@monroecounty-fl.gov
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(16) PAYMENTS CD
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(a) Any advance payment under this Agreement is subject to section 216.181(16), Florida >'
Statutes. All advances are required to be held in an interest-bearing account. If an advance payment is
requested, the budget data on which the request is based, and a justification statement shall be included
in this Agreement as Justification of Advance Payment as Attachment B. Justification of Advance
Payment (Attachment B)will specify the amount of advance payment needed and provide an explanation
12
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C 6.a
of the necessity for and proposed use of these funds. No advance shall be accepted for processing if a
reimbursement has been paid prior to the submittal of a request for advanced payment. After the initial
advance, if any, payment shall be made on a reimbursement basis as needed. 0)
(b) Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services. The final invoice shall be submitted within forty-five
(45)days after the expiration date of the agreement. An explanation of any circumstances prohibiting the
submittal of quarterly invoices shall be submitted to the Division Grant Manager as part of the Recipient's
quarterly reporting as referenced in Paragraph (5) REPORTS of this Agreement.
(c) If the necessary funds are not available to fund this Agreement as a result of action by W
the United States Congress, the federal Office of Management and Budgeting, the State Chief Financial
Officer or under Paragraph (4) FUNDING CONSIDERATION of this Agreement, all obligations on the part
of the Division to make any further payment of funds shall terminate, and the Recipient shall submit its
closeout report within thirty (30)days of receiving notice from the Division.
(17) REPAYMENTS
(a) All refunds or repayments due to the Division under this Agreement are to be made
payable to the order of"Division of Emergency Management," and mailed directly to the following
2
address:
0
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
(b) In accordance with section 215.34(2), Florida Statutes, if a check or other draft is
returned to the Division for collection, Recipient shall pay the Division a service fee of$15.00 or 5%of the
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face amount of the returned check or draft, whichever is greater.
(18) MANDATED CONDITIONS AND OTHER LAWS z
(a) The validity of this Agreement is subject to the truth and accuracy of all the information,
representations, and materials submitted or provided by the Recipient in this Agreement, in any later
submission or response to a Division request, or in any submission or response to fulfill the requirements
of this Agreement. All of said information, representations, and materials are incorporated by reference. CL
The inaccuracy of the submissions or any material changes shall, at the option of the Division and with
(thirty) 30 days written notice to the Recipient, cause the termination of this Agreement and the release of CD
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the Division from all its obligations to the Recipient. N
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(b) This Agreement shall be construed under the laws of the State of Florida, and venue for N
any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision of
this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of this Agreement.
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C.6.a
(c) Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement.
(d) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law 0)
101-336, 42 U.S.C. Section 12101 et seg.), which prohibits discrimination by public and private entities on
the basis of disability in employment, public accommodations, transportation, State and local government
services, and telecommunications.
(e) Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for the W
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construction or repair of a public building or public work, may not submit bids on leases of real property to
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a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity, and may not transact business with any public entity in
excess of$25,000.00 for a period of thirty-six (36) months from the date of being placed on the convicted
vendor list or on the discriminatory vendor list.
(f) Any Recipient which is not a local government or state agency, and which receives funds
under this Agreement from the federal government, certifies, to the best of its knowledge and belief, that it
0
and its principals:
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i. Are not presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from covered transactions by a
federal department or agency;
ii. Have not, within a five-year period preceding this proposal been
convicted of or had a civil judgment rendered against them for fraud or a criminal offense o
in connection with obtaining, attempting to obtain, or performing a public (federal, state or
local)transaction or contract under public transaction; violation of federal or state antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
iii. Are not presently indicted or otherwise criminally or civilly
charged by a governmental entity (federal, state, or local)with commission of any
offenses enumerated in Paragraph (18)(f)(ii)of this certification; and
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iv. Have not within a five-year period preceding this Agreement had
one or more public transactions (federal, state, or local)terminated for cause or default.
(g) If the Recipient is unable to certify to any of the statements in this certification, then the
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Recipient shall attach an explanation to this Agreement.
(h) In addition, the Recipient shall send to the Division (by email or by facsimile
transmission)the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment C)for each intended subcontractor which Recipient plans to fund under this
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Agreement. The form must be received by the Division before the Recipient enters into a contract with
any subcontractor.
(i) The Division reserves the right to unilaterally cancel this Agreement if the Recipient 0)
refuses to allow public access to all documents, papers, letters or other material subject to the provisions
of Chapter 119, Florida Statutes, which the Recipient created or received under this Agreement.
(j) If the Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the
Division's obligation to pay the contract amount.
(k) The State of Florida will not intentionally award publicly-funded contracts to any W
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contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
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provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e)of the Immigration and Nationality Act
("INA")]. The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e)of the INA. Such violation by the Recipient of the employment provisions contained in
Section 274A(e)of the INA shall be grounds for unilateral cancellation of this Agreement by the Division.
(1) Section 287.05805, Florida Statutes, requires that any state funds provided for the
purchase of or improvements to real property are contingent upon the contractor or political division
granting to the state a security interest in the property at least to the amount of state funds provided for at
0
least 5 years from the date of purchase or the completion of the improvements or as further required by
law.
(m) The Division may, at its option, terminate the Contract if the Contractor is found to have
submitted a false certification as provided under section 287.135(5),Florida Statutes, or been placed on
the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the o
Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria, or to have
been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel.
(19) FEDERAL REQUIREMENTS PERTAINING TO LOBBYING
(a) Section 216.347, Florida Statutes, prohibits "any disbursement of grants and aids
appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant
or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature, the judicial
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branch, or a state agency."
(b) No funds or other resources received from the Division under this Agreement may be
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used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency. CD
(20) COPYRIGHT, PATENT AND TRADEMARK
EXCEPT AS PROVIDED BELOW, ANY AND ALL PATENT RIGHTS
ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE
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C.6.a
OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF
FLORIDA. ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN
CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE 0)
HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF
FLORIDA.
(a) If the Recipient has a pre-existing patent or copyright, the Recipient shall retain all rights
and entitlements to that pre-existing patent or copyright unless this Agreement provides otherwise. m
(b) If any discovery or invention is developed in the course of or as a result of work or E
services performed under this Agreement, or in any way connected with it, the Recipient shall refer the
discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Recipient to the State of
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Florida.
(c) Within thirty(30)days of execution of this Agreement, the Recipient shall disclose all
2
intellectual properties relating to the performance of this Agreement that he or she knows or should know
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could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any pre- ,
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existing intellectual property that is disclosed. Failure to disclose will indicate that no such property exists.
The Division shall then, under Paragraph (b), have the right to all patents and copyrights that accrue
during performance of this Agreement.
(d) If the Recipient qualifies as a state university under Florida law, then, pursuant to section
1004.23, Florida Statutes, any invention conceived exclusively by the employees of the Recipient shall
become the sole property of the Recipient. In the case of joint inventions, that is inventions made jointly o
by one or more employees of both parties hereto, each party shall have an equal, undivided interest in
and to such joint inventions. The Division shall retain a perpetual, irrevocable, fully-paid, nonexclusive
license, for its use and the use of its contractors of any resulting patented, copyrighted or trademarked
work products, developed solely by the Recipient, under this Agreement, for Florida government
purposes.
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(21) LEGAL AUTHORIZATION.
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(a) The Recipient certifies that it has the legal authority to receive the funds under this C ID
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Agreement and that its governing body has authorized the execution and acceptance of this Agreement. N
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
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C.6.a
(22) ASSURANCES
(a) The Recipient shall comply with any Statement of Assurances incorporated as
Attachment H. 0)
(23) RECORDS
(a) As a condition of receiving state financial assistance, and as required by sections
20.055(6)(c)and 215.97(5)(b), Florida Statutes, the Division, the Chief Inspector General of the State of
Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the right of
access to any documents, financial statements, papers, or other records of the Recipient which are
pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts. The right of
access also includes timely and reasonable access to the Recipient's personnel for the purpose of
interview and discussion related to such documents. For the purposes of this section, the term "Recipient"
includes employees or agents, including all subcontractors or consultants to be paid from funds provided
2
under this Agreement.
(b) The Recipient shall maintain all records related to this Agreement for the period of time
specified in the appropriate retention schedule published by the Florida Department of State. Information
regarding retention schedules can be obtained at: http://dos.mVflorida.com/library-archives/records- o
management/general-records-schedules/. '
(c) Florida's Government in the Sunshine Law(section 286.011, Florida Statutes) provides
the citizens of Florida with a right of access to governmental proceedings and mandates three, basic
requirements: (1)all meetings of public boards or commissions must be open to the public; (2)
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reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and
recorded. The mere receipt of public funds b a private entity, standing alone, is insufficient to
promptly p p Y p Y 9
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bring that entity within the ambit of the open government requirements. However, the Government in the
Sunshine Law applies to private entities that provide services to governmental agencies and that act on
behalf of those agencies in the agencies' performance of their public duties. If a public agency delegates
the performance of its public purpose to a private entity, then, to the extent that private entity is
performing that public purpose, the Government in the Sunshine Law applies. For example, if a volunteer
fire department provides firefighting services to a governmental entity and uses facilities and equipment CL
purchased with public funds, then the Government in the Sunshine Law applies to board of directors for
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that volunteer fire department. Thus, to the extent that the Government in the Sunshine Law applies to
the Recipient based upon the funds provided under this Agreement, the meetings of the Recipient's cv
governing board or the meetings of any subcommittee making recommendations to the governing board
may be subject to open government requirements. These meetings shall be publicly noticed, open to the
public, and the minutes of all the meetings shall be public records, available to the public in accordance
with Chapter 119, Florida Statutes.
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C.6.a
(d) Florida's Public Records Law provides a right of access to the records of the state and
local governments as well as to private entities acting on their behalf. Unless specifically exempted from
disclosure by the Legislature, all materials made or received by a governmental agency (or a private 0)
entity acting on behalf of such an agency) in conjunction with official business which are used to
perpetuate, communicate, or formalize knowledge qualify as public records subject to public inspection.
The mere receipt of public funds by a private entity, standing alone, is insufficient to bring that entity
within the ambit of the public record requirements. However, when a public entity delegates a public
function to a private entity, the records generated by the private entity's performance of that duty become
public records. Thus, the nature and scope of the services provided by a private entity determine whether W
that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's
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Public Records Law.
(e) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to determine compliance with the requirements and objectives of the
Attachment A(2)—Proposed Budget Detail Worksheet and Scope of Work (Attachment A)- and all other
applicable laws and regulations.
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IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT: (850) 815-4156, Records@em.myflorida.com, or 2555
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Shumard Oak Boulevard, Tallahassee, FL 32399.
(24) TERMS AND CONDITION
(a) This Agreement contains all the terms and conditions agreed upon by the parties.
(25) EXECUTION
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(a) This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original.
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(26) MODIFICATION CD
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(a) Either Party may request modification of the provisions of this agreement. Modifications >-
of provisions of this Agreement are valid only when reduced to writing and duly signed by the Parties.
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STATE OF FLORIDA
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
STATE- FUNDED SUBAWARD AND GRANT AGREEMENT °'
SIGNATURE PAGE
IN WITNESS WHEREOF, the Parties have duly executed and delivered this Agreement as of the date set
forth below. m
RECIPIENT: MONROE COUNTY
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By:
(Name and Title)
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Date:
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Federal Identification Number
DUNS Number 0
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Agreement Number
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
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(Jared Moskowitz, Division Director)
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Date:
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FY 2020—2021 EMPA AGREEMENT
EXHIBIT 1 —AUDIT REQUIREMENTS
The administration of resources awarded by the Division to the Recipient may be subject to audits and/or °'
monitoring by Division as described in this section.
MONITORING
Monitoring visits are performed to confirm grant requirements are being fulfilled to ensure correct and
accurate documentation is being generated and to assist with any questions or concerns Recipients may
have related to the grant. Recipients will be monitored programmatically and financially by the Division to
ensure that all grant activities and project goals, objectives, performance requirements, timelines, c`
milestone completion, budgets, and other related program criteria are being met.
On-site monitoring visits will be performed according to Division schedules, as requested, or as needed.
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At minimum, Recipients will receive monitoring from Division per year. If an on-site visit cannot be
arranged, the Recipient may be asked to perform desk review monitoring. Additional monitoring visits may
be conducted throughout the period of performance as part of corrective action when Recipients are
2
demonstrating non-compliance.
(a) The Recipient shall monitor its performance under this Agreement, as well as that of its
subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that
time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished
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within the specified time periods, and other performance goals are being achieved. A review shall be
done for each function or activity in the Proposed Budget Detail Worksheet (Attachment A(2))and Scope
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of Work (Attachment A)to this Agreement and reported in Quarterly Reports (Attachment A(3)). o
(b) In addition to reviews of audits, monitoring procedures may include, but not be limited to, z
on-site visits by Division staff, limited scope audits, and/or other procedures. The Recipient agrees to
comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division. If
the Division determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to
comply with any additional instructions provided by the Division to the Recipient regarding such audit. The CL
Recipient further agrees to comply and cooperate with any inspections, reviews, investigations, or audits
deemed necessary by the Florida Chief Financial Officer or Auditor General. In addition, the Division will
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monitor the performance and financial management by the Recipient throughout the contract term to
ensure timely completion of all tasks.
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AUDITS
The Recipient shall comply with the audit requirements contained in 2 C.F.R. Part 200, Subpart F.
In accounting for the receipt and expenditure of funds under this Agreement, the Recipient shall follow 0)
Generally Accepted Accounting Principles ("GAAP"). As defined by 2 C.F.R. §200.49, GAAP "has the
meaning specified in accounting standards issued by the Government Accounting Standards Board
(GASB) and the Financial Accounting Standards Board (FASB)."
When conducting an audit of the Recipient's performance under this Agreement, the Division shall use
Generally Accepted Government Auditing Standards ("GAGAS"). As defined by 2 C.F.R. §200.50, W
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GAGAS, "also known as the Yellow Book, means generally accepted government auditing standards
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issued by the Comptroller General of the United States, which are applicable to financial audits."
If an audit shows that all or any portion of the funds disbursed were not spent in accordance with the
conditions of this Agreement, the Recipient shall be held liable for reimbursement to the Division of all
funds not spent in accordance with these applicable regulations and Agreement provisions within 30 days
after the Division has notified the Recipient of such non-compliance.
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(a) The Recipient shall have all audits completed by an independent auditor, which is defined in
section 215.97(2)(i), Florida Statutes, as"an independent certified public accountant licensed under
chapter 473." The independent auditor shall state that the audit complied with the applicable provisions
noted above. The audit must be received by the Division no later than nine months from the end of the
Recipient's fiscal year. 0
(b) The Recipient shall send copies of reporting packages for audits conducted in accordance with 2
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C.F.R. Part 200, by or on behalf of the Recipient, to the Division at the following address:
DEMSingle_Audit@em.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
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Tallahassee, Florida 32399-2100
(c) The Recipient shall send the Single Audit reporting package and Form SF-SAC to the Federal
Audit Clearinghouse by submission online at:
http://harvester.census.aov/fac/collect/ddeindex.htmI N
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(d) The Recipient shall send any management letter issued by the auditor to the Division at the
following address:
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C.6.a
DEMSingle_Audit@em.myflorida.com
OR
Office of the Inspector General 0)
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
REPORTS
(a) Consistent with 2 C.F.R. §200.328, the Recipient shall provide the Division with quarterly reports
and a close-out report. These reports shall include the current status and progress by the W
Recipient and all subcontractors in completing the work described in the Scope of Work and the
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expenditure of funds under this Agreement, in addition to any other information requested by the
Division. UI
(b) Quarterly reports are due to the Division no later than forty-five (45)days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative
close-out report. The ending dates for each quarter of the program year are September 30, o
December 31, March 31, and June 30.
(c) The close-out report is due sixty(60)days after termination of this Agreement or sixty(60)days
2
after completion of the activities contained in this Agreement, whichever first occurs.
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(d) If all required reports and copies are not sent to the Division or are not completed in a manner ,
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acceptable to the Division, then the Division may withhold further payments until they are
completed or may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the
Division" means that the work product was completed in accordance with the Budget and Scope
of Work.
(e) The Recipient shall provide additional program updates or information that may be required by
the Division. o
(f) The Recipient shall provide additional reports and information identified in Quarterly Reports
(Attachment A(3)).
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C.6.a
FY 2020—2021 EMPA AGREEMENT
EXHIBIT 2—FUNDING SOURCES
I. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT °'
CONSIST OF THE FOLLOWING:
Recipient's Name: Monroe County
Recipient's unique entity identifier(DUNS): m
Federal Award Identification Number(FAIN):
Award Date: July 01, 2020
Subaward Period of Performance Start and End July 01, 2020 to June 30, 2021
Date:
Amount of State Funds Obligated by this $105,806.00
Agreement:
Florida Accountability Contract Tracking Section 215.97, Florida Statutes of Florida
System (see FACTS): Single Audit; note if the resources awarded
to the recipient represent more than one
State Project, provide the same information
shown below for each State Project and
show total.
State Financial Assistance Awarded that is
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subject to section 215.97, Florida Statutes.
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Name of Awarding Agency: Florida Division of Emergency Management
Name of Pass-Through Entity: N/A
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Contact Information for Awarding Official of Kizzy K. Caban/(850) 815-4348
Pass-Through Entity:
Catalog of State Financial Assistance (CSFA) 31.063 0
Number: e®
Catalog of State Financial Assistance (CSFA) Emergency Management Preparedness and
Name: Assistance Grant
Whether the award is Research & Development: No
Indirect Cost Rate for the Federal Award: N/A
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II. COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
Federal Program: 0)
1. 2 C.F.R. 200 Uniform Administrative Requirements for Federal Grants
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS AGREEMENT ARE AS FOLLOWS:
1. Rule 27-P, Florida Administrative Code
2. Section 215.97, Section 215.971, Section 252.371-373, and Florida Statutes
3. Reference Guide for State Expenditures
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MATCHING RESOURCES FOR FEDERAL PROGRAMS:
Federal Program: N/A
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0
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FY 2020—2021 EMPA AGREEMENT
EXHIBIT 3—SINGLE AUDITS
AUDIT COMPLIANCE CERTIFICATION W
Email a copy of this form at the time of agreement submission to the Division at:
DEMSingle Audit&em.myflorida.com.
Recipient: Monroe County
FEIN: Sub-Recipient's Fiscal Year:
Contact Name: Contact's Phone:
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Contact's Email:
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1. Did Recipient expend the State Financial Assistance, during its fiscal year, that it received under
any agreement (e.g., contract, grant, memorandum of agreement, memorandum of understanding,
economic incentive award agreement, etc.) between Recipient and the Florida Division of
Emergency Management (Division)? ❑Yes ❑No
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If the above answer is yes, answer the following before proceeding to item 2.
Did Recipient exceed $750,000 or more of State financial assistance (from DIVISION and all other
sources of State financial assistance combined)during its fiscal year? ❑Yes ❑No
If yes, Recipient certifies that it will timely comply with all applicable State single or project
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specific audit requirements of section 215.97(2)(i), Florida Statutes, and the applicable rules
of the Department of Financial Services and the Auditor General.
2. Did Recipient expend Federal awards during it fiscal year that it received under any agreement
(e.g. contract, grant, memorandum of agreement, memorandum of understanding, economic
incentive award agreement, etc.) between Recipient and Division? ❑Yes ❑No
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If the above answer is yes, answer the following before proceeding to item 2. o
Did Recipient exceed $750,000 or more of State financial assistance (from Division and all other
sources of State financial assistance combined)during its fiscal year? ❑Yes ❑No
If yes, Recipient certifies that it will timely comply with all applicable single or program—
specific audit requirements of title 2 C.F.R. part 200, subpart F, as adopted and supplement
by DHS at 2 C.F.R. part 200.
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By signing below, I certify, on behalf of Recipient, that the above representations for items 1 and 2
are correct.
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Signature of Authorized Representative Date cv
Printed Name of Authorized Representative Title of Authorized Representative
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C.6.a
FY 2020—2021 EMPA AGREEMENT
EXHIBIT 4—27-19 FLORIDA ADMINISTRATIVE CODE
EM DIRECTOR OR PART—TIME COORDINATOR CERTIFICATION
0)
In accordance with the 2020-2021 Emergency Management Preparedness and Assistance Grant
agreement, which shall begin July 1, 2020 and shall end on June 30, 2021, and to remain consistent with
Rules 27P-19.005(4) and (5), Florida Administrative Code, in order to receive EMPA funding, each
County Emergency Management Agency shall annually certify their commitment to employ and maintain
either a Full-time Director or Part-time Coordinator, in their efforts to serve as liaison for and coordinator
of municipalities' requests for state and federal assistance during post-disaster emergency operations.
Pursuant to Rule 27P-19.004, Florida Administrative Code, if the Recipient is a county with a population
of 75,000 or more, then the Recipient shall employ a full-time county emergency management director. If
the Recipient is a county with a population less than 75,000, or if the Recipient is a county that is a party
to an inter-jurisdictional emergency management agreement entered into pursuant to Section c`
252.38(3)(b), F.S., then the Recipient shall employ either:
• An Emergency Management Coordinator who works at least 20 hours a week in that capacity; or,
• A full-time director.
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I, (Name) certify compliance with the aforementioned
requirements for the 2020-2021 Emergency Management Preparedness and Assistance grant program.
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(Recipient) has employed a
(EM Director or an EM Coordinator) pursuant to Section 252.38(3)(b), Florida Statutes.
I, also certify that I am the official representative for
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(Recipient) and have authority to bind
(Recipient)to this certification of compliance.
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Signed by:
Printed Name:
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Title:
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FY 2020—2021 EMPA AGREEMENT
ATTACHMENT A—SCOPE OF WORK
I. GENERAL POLICY °'
Recipient shall comply with the following requirements, and if applicable, ensure all contracts require
compliance with the following requirements. In carrying out this Agreement, Recipient shall provide all
necessary personnel, materials, services, and facilities, except otherwise provided herein, to carry out the
program. Recipient shall designate an individual, referred to by Division as the Grant Manager, who will m
be responsible for ensuring that the following activities are adhered to:
• Planning;
• Organization;
• Equipment;
• Training;
• Exercise; and
• Management and Administration _
The intent of the Emergency Management Preparedness and Assistance Grant (EMPA) is to provide
state funds to assist local grovernments in preparing for all hazards as authorized by section 252.373,
Florida Statutes. EMPA shall be awarded to a county for the use and benefit of the County Emergency
Management Agency. Funds shall be allocated to implement and administer county emergency
management programs including management and administration.
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Consistent with Rule 27P-19.010(11), Florida Administrative Code, the Division shall determine allowable
costs in accordance with 2 C.F.R. Part 200, entitled "Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards."
II. RECIPIENT RESPONSIBILITIES
Recipient shall support efforts to build and sustain core capabilities across the Prevention, Protection,
Mitigation, Response, and Recovery mission areas described in the National Preparedness Goal.
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Counties must be able to prepare for, respond to, recover from, and mitigate against natural and man- 0
made disasters/emergencies. Each Emergency Management staff person must work the number hours
and assume the responsibilities for the duties in their official position description as well as provide the
coordination and support for all incidents within their jurisdiction.
TASKS AND QUARTERLY DELIVERABLES
The Recipient must successfully complete the following tasks and deliverables throughout the period of
performance. Quarterly Tasks (Form 1 B)will need to be provided each quarter to show completion or
progress towards the completion of each task. Quarterly deliverables must be submitted to the Grant CL
Manager's email address provided in Subparagraph 15(b) as stated in the scope of work. The Recipient
must also provide a certification of completion on the deliverable checklist.
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TASK 1: CERTIFICATION OF COUNTY EMERGENCY MANAGEMENT STAFF
A. EMERGENCY MANAGEMENT STAFF 0)
Each County Emergency Management Agency must annually certify their commitment to employ and
maintain either a Full-time Director or Part-time Coordinator consistent with Rule 27P-19.005(4) and (5),
Florida Administrative Code.
Pursuant to section 252.38(1)(c), Florida Statutes, the County Emergency Management Agency shall
perform emergency management functions throughout the territorial limits of the county in which it is
organized. Additionally, the County Emergency Management Agency shall conduct such activities
outside its territorial limits as required by law and in accordance with state and county emergency
management plans and mutual aid agreements.
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The County Emergency Management Agency shall serve as liaison for and coordinator of municipalities' c`
requests for state and federal assistance during post-disaster emergency operations. If the Recipient is a
county with a population of 75,000 or more, then the Recipient shall employ a full-time county emergency
management director. If the Recipient is a county with a population less than 75,000, or if the Recipient is
a county that is a party to an inter-jurisdictional emergency management agreement entered into pursuant
to section 252.38(3)(b), Florida Statutes then the Recipient shall employ either:
• An Emergency Management Coordinator who works at least twenty(20) hours a week in that
capacity; or,
• A full-time director
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In order to demonstrate successful completion of all required tasks for Quarter 1, the Recipient must
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submit the following items in the Division's SharePoint portal or WebEOC:
DELIVERABLES:
• The Division Exhibit 4, certification letter for the full-time Emergency Management Director or
part-time Coordinator, in accordance with Rule 27P-19.004, Florida Administrative Code each
quarter;
• The Division Form 4—Staffing Detail and position descriptions for funded emergency
management staff;
• A Quarterly Report as outlined in Quarterly Reports (Attachment A(3)); and
• The full-time Emergency Management Director's or part-time Coordinator's certified timesheets
or paystubs.
Reporting Requirements:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
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�`�� �t Submit—Updates Submit—Updates Submit—Updates
I"V11' "O �1Jr�y+ Only Only Only
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Supporting Documentation: invoices, receipts, paystubs, earning statements, cancelled checks, credit N
card statements, bank statements for proof of payment at least equal to the amount of reimbursement N
requested for this quarter.
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TASK 2: LOCAL BUDGET MATCH CERTIFICATION
A. QUARTERLY MATCH 0)
Throughout the period of this Agreement, and as required by Rule 27P-19.011(1), Florida Administrative
Code, the Recipient shall match base grant funds"at the amount either equal to the average of the
previous three years' level of county general revenue funding of the County Emergency Management
Agency or the level of funding for the County Emergency Management Agency for the last fiscal year,
whichever is lower."
NOTE: Rule 27P-19.011(1), Florida Administrative Code, states: "County general revenue funding for E
911 services, emergency medical services, law enforcement, criminal justice, public works or other
services outside the emergency management responsibilities assigned to the County Emergency
Management Agency by section 252.38, Florida Statutes., shall not be included in determining the"level
of county funding of the County Emergency Management Agency.' " c`
In accordance with Rule 27P-19.011(2), Florida Administrative Code, and if"exceptional financial
circumstances" exist, then the Recipient may request from the Division a match reduction.
DELIVERABLES:
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• The Division Form 3- Local Budget Match Certification;
• A copy of the current and accurate County Emergency Management Local Budget (General
Revenue) including the budget approval date. All requests for a budget match reduction shall be
requested no later than 45 days after the county budget has been approved;
• A copy of the local EM general revenue expenditure (general ledger) report.
Reporting Requirements:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
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Submit—Updates Submit—Updates
N/A `ivr �,l '` � Only Only U0
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TASK 3: RESPONSE CAPABILITIES
A. SITE IDENTIFICATION DATA/LOCATIONS AND HURRICANE SHELTER RETROFIT
Throughout the period of this Agreement, the Recipient must maintain current county emergency
management and other contacts through the Division's SharePoint including County Director and
Alternate contacts, State Mutual Aid Agreement contacts, and many more;
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The Recipient must maintain SharePoint site identification data including location and attribute
information for fire stations, law enforcement, emergency medical services, emergency operations
center(s) and call centers;
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The Recipient must maintain WebEOC site identification location and attribute information of all pre-
identified County Staging Areas (CSAs)and County Points of Distribution (PODs), and;
The Recipient must complete, and upload Hurricane Shelter Retrofit information in WebEOC portal in
accordance with Florida's statewide Hurricane Shelter Space Deficit Elimination program.
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DELIVERABLES:
• Attachment F-The Recipient must maintain current county emergency management and other
contacts through the Division's SharePoint including County Director and Alternate contacts, E
State Mutual Aid Agreement contacts, and many more;
• Attachment F- Maintain site data in SharePoint including location and attribute information for all
fire stations, law enforcement, emergency medical services, emergency operations center(s) and
call centers;
• Attachment F- Maintain site data in WebEOC including location and attribute information for all
pre-identified sites for County Staging Areas (CSAs)and County Points of Distribution (PODs);
• Attachment G - Complete the Hurricane Shelter Retrofit items A-G in the worksheet provided no
later than March 31, 2021 and upload into WebEOC.
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Reporting Requirements:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
,' Submit—Updates
N/A N/A �Ifve�ru3 Str)rit Only
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TASK 4: RECOVERY CAPABILITIES 0
A. DISASTER RECOVERY CENTER LOCATIONS
Throughout the period of this Agreement, the Recipient must maintain potential Disaster Recovery Center
(DRC) locations and provide basic information in WebEOC which identifies physical location, contact
persons, site characteristics, interior, office characteristics, phone service, and sketches.
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DELIVERABLES
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• Attachment H —Support of Recovery capabilities (Attachment H), identify potential Disaster
Recovery Center (DRC) locations and provide basic information in WebEOC.
Reporting Requirements:
Quarter 1 Quarter 2 Quarter 3 Quarter 4
N/A N/A N/AiCL
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FY 2020—2021 EMPA AGREEMENT
ATTACHMENT A(1)
ALLOWABE COSTS AND ELIGIBLE ACTIVITIES— BUDGET DIRECTIONS
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I. CATEGORIES AND ELIGIBLE ACTIVITIES
The 2020 EMPA Funding Guidance allowable costs are divided into the following categories: Planning,
Organization, Equipment, Training, Exercise, and Management and Administration.
A. PLANNING
Planning spans all five National Preparedness Goal (the Goal) mission areas and provides a baseline for
determining potential threats and hazards, required capabilities, required resources, and establishes a
framework for roles and responsibilities. Planning provides a methodical way to engage the whole
community in the development of a strategic, operational, and/or community-based approach to
preparedness.
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Plans should have prior review and approval from the respective DEM state program. Funds may
not be reimbursed for any plans that are not approved.
EMPA Program funds may be used to develop or enhance emergency management planning activities.
Some examples include, but not limited to:
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• Emergency Operation Plans/Local Comprehensive Emergency Management Planning
• Communications Plans
• Administrative Plans
• Whole Community Engagement/Planning
• Resource Management Planning o
• Sheltering and Evacuation Planning
• Recovery Planning
• Continuity Plans
For planning expenditures to qualify for reimbursement under this Agreement, the Recipient must submit
a final plan to the Division and the Division's Natural Hazard Planning Manager must approve that plan.
As part of any request for reimbursement for planning expenditures, the Recipient must submit the
following to the Division:
• Copies of contracts or agreements prior to contracting with consultants or sub-contractors
providing services;
• Invoice from any consultant/contractor involved in the planning (Note—grant agreement must e®
be referenced on the invoice);
• Copies of all planning materials and work product (e.g. meeting documents, copies of plans);
• If a meeting was held by Recipient, an agenda and signup sheet with meeting date must be
included;
• Proof of payment (e.g. canceled check, electronic funds transfer, credit card statement);
• Complete debarment form and/or Sam.gov for any contractors/consultants; CL
• Proof of purchase methodology (e.g. quotes, sole source, state contract, competitive bid
results);
• Invoices and proof of payment for Travel costs (e.g., airfare, mileage, per diem, hotel) related
to planning activities.
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B. OPERATIONAL
EMPA Program funds may be used for all day-to-day preparedness activities in support of the four U_
phases of emergency management (preparedness, response, recovery, and mitigation). Reimbursable
personnel costs include salary, overtime, and backfill, compensatory time off, and associated fringe
benefits.
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Rules 27P-19.004 and 27P-19.0061, Florida Administrative Code., outline the minimum performance
level (definition below). Each Emergency Management staff person must be available to work the
number of hours and assume the responsibilities for the duties in their official position description as well
as provide the coordination and support for all incidents within the jurisdiction on a 24-hour basis. W
Personnel Cost- Rules 27P-11.004, 27P-11.0061, Florida Administrative Code:
Counties with populations of 75,000 or more must have a full-time emergency management
director. Counties with populations of less than 75,000 or party to an inter-jurisdictional
emergency management agreement entered into pursuant to section 252.38(3)(b), Florida
Statutes, that is recognized by the Governor by executive order or rule, are encouraged to have a
full-time director. However, as a minimum, such a county must have an emergency management
coordinator who works at least twenty(20) hours a week in that capacity. "Full-time Emergency
Management Director" means a single professional emergency management program
Administrator working full-time as identified in the position description established by the
governing body of the jurisdiction. c`
Eligible"Operational Cost" items include, but are not limited to:
• Salaries and Fringe Benefits
■ Copies of certified timesheets with employee and supervisor signature documenting
hours worked or Division Form 6-Time and Effort and proof employee was paid >
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(paystubs, earning statements, and payroll expenditure reports).
• Utilities (electric,water and sewage)
• Service/Maintenance agreements (provide vendor debarment and service agreement for
contractual services)
• Office Supplies/Materials
• IT Software Upgrades
• Memberships
• Publications
• Postage
• Storage
• Other Personnel/Contractual Services
■ Reimbursement for services by a person(s)who is not a regular or full-time employee filling
established positions. This includes but is not limited to temporary employees, student or
graduate assistants, fellowships, part time academic employment, board members,
consultants, and other services. o
■ Consultant Services require a pre-approved Contract or purchase order by the Division.
Copies of additional quotes should also be supplied when requesting pre-approval. These
requests should be sent to the grant manager for the Division for review.
Funding for Critical Emergency Supplies
Critical emergency supplies—such as shelf stable products, water, and basic medical supplies—are
an allowable expense under EMPA. DHS/FEMA must approve a state's five-year viable inventory
management plan prior to allocating grant funds for stockpiling purposes. The five-year plan should CL
include a distribution strategy and related sustainment costs if the grant expenditure is over$100,000.
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Operational Costs Supporting Documentation
If the recipient seeks reimbursement for operational activities, then the following shall be submitted:
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• For salaries, provide copies of certified timesheets with employee and supervisor signature �-
documenting hours worked or Division Form 6-Time and Effort and proof employee was paid
(paystubs, earning statements, payroll expenditure reports).
• Expense items need to have copies of invoices, receipts and cancelled checks, credit card
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statements, bank statements for proof of payment. All documentation for reimbursement amounts
must be clearly visible and defined (i.e., highlighted, underlined, circled on the required
supporting documentation).
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C. EQUIPMENT
Provided the cost of the item qualifies as reasonable and necessary for the successful completion of a
task required by this Agreement, an item on the FEMA AEL that is specifically coded for the Emergency
Management Performance Grant ("EMPG") Program satisfies the minimum level of service for an
equipment purchase under this Agreement. If an item qualifies as reasonable and necessary, and if the m
item is EMPG-coded on the FEMA AEL, then the Recipient does not need to obtain permission from the
Division prior to purchasing the item in order to seek reimbursement.
If the Recipient seeks reimbursement for the purchase of an item that is not EMPG-coded on the FEMA
AEL, then the Recipient must receive permission from the Division prior to purchasing the item. If the
Recipient purchases such an item without receiving permission from the Division beforehand, then the
Division will not provide any reimbursement for that purchase.
Allowable equipment includes equipment from the following AEL categories:
• Personal Protective Equipment (PPE) (Category 1)
• Information Technology(Category 4)
• Cybersecurity Enhancement Equipment (Category 5)
• Interoperable Communications Equipment (Category 6) ,
• Detection Equipment (Category 7)
• Power Equipment (Category 10)
• Chemical, Biological, Radiological, Nuclear, and Explosive (CBRNE) Reference Materials 0
(Category 11)
• CBRNE Incident Response Vehicles (Category 12)
• Physical Security Enhancement Equipment (Category 14)
• CBRNE Logistical Support Equipment (Category 19)
• Other Authorized Equipment (Category 21)
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The Authorized Equipment List (AEL) is a list of approved equipment types allowed under FEMA's
preparedness grant programs and can be located at https://www.fema.gov/authorized-equipment-list.
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If Recipients have questions concerning the eligibility of equipment, they shall contact their Grant
Manager for clarification.
Recipients should analyze the cost benefits of purchasing versus leasing equipment, especially high cost
items and those subject to rapid technical advances. Large equipment purchases must be identified and
explained. For more information regarding property management standards for equipment, please
reference 2 C.F.R. Part 200, including 2 C.F.R. §§200.310, 200.313, and 200.316.
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Equipment Acquisition Costs Supporting Documentation
• Provide copies of invoices, receipts and cancelled checks, credit card statements, bank
statements for proof of payment.
• Provide the Authorized Equipment List (AEL)#for each equipment purchase.
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D. TRAINING
EMPA Training funds may be used for a range of emergency management-related training activities to
enhance the capabilities of state and local emergency management personnel through the establishment,
support, conduct, and attendance of training. Training should foster the development of a community-
oriented approach to emergency management that emphasizes engagement at the community level,
strengthens best practices, and provides a path toward building sustainable resilience.
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The Recipient can successfully complete an authorized course either by attending or by conducting that
course.
• In order to receive payment for successfully attending a training course, the Recipient must 0)
provide the Division with a certificate of completion; additionally, the Recipient must provide the
Division with all receipts that document the costs incurred by the Recipient in order to attend the
course.
• In order to receive payment for successfully conducting a course, the Recipient must provide the
Division with the course sign-in sheet. Additionally, the Recipient must provide the Division with
all receipts that document the costs incurred by the Recipient in order to conduct the course.
• In order to receive payment for successfully conducting a workshop, the recipient must provide
the Division with workshop sign-in sheets and materials used for workshop. Additionally, the
Recipient must provide the Division with all receipts that document the costs incurred by the c`
Recipient in order to conduct the workshop.
For training, the number of participants must be a minimum of fifteen (15) in order to justify the cost of
holding a course. For questions regarding adequate number of participants, please contact the Division
State Training Officer for course specific guidance. Unless the recipient receives advance written
approval from the State Training Officer for the number of participants, then the Division must reduce the
amount authorized for reimbursement on a pro-rata basis for any training with less than fifteen (15)
participants. '
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When conducting a training that shall include meals for the attendees, the recipient shall submit a request
for approval to the Division no later than twenty-five (25)days prior to the event to allow for both the
Division and the Department of Financial Services to review. The request for meals must be submitted on '
letterhead and must include the date of exercise, agenda, number of attendees, and costs of meals.
Allowable training-related costs include the following:
• Develop, Deliver, and Evaluate Training. This includes costs related to administering the
training: planning, scheduling, facilities, materials and supplies, reproduction of materials, and o
equipment. Training should provide the opportunity to demonstrate and validate skills learned, as
well as to identify any gaps in these skills. Any training or training gaps, including those for
children and individuals with disabilities or access and functional needs, should be identified in
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the Integrated Preparedness Program (IPP)and addressed in the training cycle. States are
encouraged to use existing training rather than developing new courses. When developing new
courses states are encouraged to apply the Analyze, Design, Develop, Implement and Evaluate
(ADDIE) model for instruction design.
• Overtime and Backfill. The entire amount of overtime costs, including payments related to
backfilling personnel, which are the direct result of attendance at FEMA and/or approved training
courses and programs are allowable. These costs are allowed only to the extent the payment for
such services is in accordance with the policies of the state or unit(s)of local government and hasCL
the approval of the state or FEMA, whichever is applicable. In no case is dual compensation
allowable. That is, an employee of a unit of government may not receive compensation from their
unit or agency of government AND from an award for a single period of time (e.g., 1:00 p.m. to
5:00 p.m.), even though such work may benefit both activities.
• Travel. Travel costs (e.g., airfare, mileage, per diem, and hotel)are allowable as expenses by cv
employees who are on travel status for official business related to approved training.
• Hiring of Full or Part-Time Staff or Contractors/Consultants. Full or part-time staff or
contractors/consultants may be hired to support direct training-related activities. Payment of
salaries and fringe benefits must be in accordance with the policies of the state or unit(s)of local
government and have the approval of the state or FEMA, whichever is applicable.
• Certification/Recertification of Instructors. Costs associated with the certification and re-
certification of instructors are allowed. States are encouraged to follow the FEMA Instructor
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Quality Assurance Program to ensure a minimum level of competency and corresponding levels
of evaluation of student learning. This is particularly important for those courses which involve
training of trainers.
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Conferences
The Division recognizes the important role that conferences can play in the professional development of
emergency managers.
2 C.F.R. §200.432 defines the term conference as"a meeting, retreat, seminar, symposium, workshop or
event whose primary purpose is the dissemination of technical information beyond the non-Federal entity
and is necessary and reasonable for successful performance under the Federal award." m
Rule 691-42.002(3), Florida Administrative Code, defines the term conference as: W
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The coming together of persons with a common interest or interests for the purpose of c`
deliberation, interchange of views, or for the removal of differences or disputes and for discussion
of their common problems and interests. The term also includes similar meetings such as
seminars and workshops which are large formal group meetings that are programmed and
supervised to accomplish intensive research, study, discussion, and work in some specific field or
on a governmental problem or problems. A conference does not mean the coming together of
agency or interagency personnel.
For travel to a conference or convention to qualify for reimbursement, the cost must be reasonable and
attendance at the conference must be necessary for the successful completion of a task required by this
Agreement.
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Provided the cost qualifies as reasonable and necessary for the successful completion of a task required
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by this Agreement, travel to a conference that complies with the requirements of Rule 691-42.004, Florida
Administrative Code, satisfies the minimum level of service for conference travel under this Agreement.
In pertinent part, Rule 691-42.004(1), Florida Administrative Code, states "No public funds shall be
expended for attendance at conferences or conventions unless:
• The main purpose of the conference or convention is in connection with the official business
of the state and directly related to the performance of the statutory duties and responsibilities
of the agency participating;
• The activity provides a direct educational or other benefit supporting the work and public e®
purpose of the person attending;
• The duties and responsibilities of the traveler attending such meetings are compatible with
the objectives of the conference or convention; and
• The request for payment of travel expenses is otherwise in compliance with these rules.
Provided the cost qualifies as reasonable and necessary for the successful completion of a task required
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by this Agreement, and provided any related travel complies with the requirements of Rule 691-42.004,
Florida Administrative Code, conferences may qualify for reimbursement under this Agreement:
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Requests for reimbursement for payment of the registration fee or for a conference or convention must
include: N
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• A statement explaining how the expense directly relates to the Recipient's successful >'
performance of a task outlined in this Agreement;
• A copy of those pages of the agenda that itemizes the registration fee;
• A copy of local travel policy; and,
• A copy of the travel voucher or a statement that no travel costs were incurred, if applicable.
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When a meal is included in a registration fee, the meal allowance must be deducted from the
reimbursement claim, even if the traveler decides for personal reasons not to eat the meal. See section
112.061(6)(c), Florida Statutes ("No one, whether traveling out of or in state, shall be reimbursed for any
meal or lodging included in a convention or conference registration fee paid by the state"). A continental W
breakfast is considered a meal and must be deducted if included in a registration fee for a convention or
conference. However, in the case where a meal is provided by a hotel or airline, the traveler shall be
allowed to claim the meal allowance provided by law.
Class A, Class B, and Class C Travel:
• Class A travel is continuous travel of 24 hours or more away from official headquarters. The E
travel day for Class A is based on a calendar day(midnight to midnight). ._
• Class B travel is continuous travel of less than 24 hours which involves overnight absence
away from official headquarters. The travel day for Class B travel begins at the same time as
the travel period. N
• Class C travel is short or day trips in which the traveler is not away from his/her official
headquarters overnight. Class C allowances are currently not authorized for reimbursement. LU
Meal Allowance and Per Diem:
Section 112.061(6)(b) Florida Statutes,establishes the meal allowance for each meal 0
during a travel;period as follows:
$6 for breakfast (when travel begins before 6 a.m. and extends beyond 8 a.m.); e(
$11 for lunch (when travel begins before 12 noon and extends beyond 2 p.m.);
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$19 for dinner(When travel begins before 6 p.m. and extends beyond 8 p.m. or when travel
occurs during nighttime hours due to special assignment.).
Section 112.061 a , Florida Statutes, establishes the per diem amounts.
All travelers are allowed: The authorized per diem for each day of travel; or,
If actual expenses exceed the allowable per diem, the amount allowed for meals as provided in
s. 112.061(6) (b), F.S., plus actual expenses for lodging at a single occupancy rate. 0
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Per diem shall be calculated using four six-hour periods (quarters) beginning at midnight for Class
A or when travel begins for Class B travel. Travelers may only switch from actual to per diem
while on Class A travel on a midnight to midnight basis. A traveler on Class A or B travel who Z
elects to be reimbursed on a per diem basis is allowed $20.00 for each quarter from the time of
departure until the time of return.
Reimbursement for Meal Allowances That Exceed the State Rates
The Division shall not reimburse for any meal allowance that exceeds $6 for breakfast, $11 for lunch, or
$19 for dinner unless: CL
• For counties—the requirements of section 112.061(14), Florida Statutes, are satisfied;
The costs do not exceed charges normally allowed by the Recipient in its regular operations as
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the result of the Recipient's written travel policy(in other words, the reimbursement rates apply
uniformly to all travel by the Recipient); and,
• The costs do not exceed the reimbursement rates established by the United States General
Services Administration ("GSA")for that locale (see https://www.gsa.gov/portal/content/l04877).
Hotel Accommodations
• A traveler may not claim per diem or lodging reimbursement for overnight travel within fifty (50)
miles (one-way)of his or her headquarters or residence unless the circumstances necessitating
the overnight stay are fully explained by the traveler and approved by the Division. <
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• Absent prior approval from the Division, the cost of any hotel accommodation shall not
exceed $150 per night.
Training Costs Supporting Documentation E
• Copies of contracts or agreements with consultants or sub-contractors providing services;
• Copies of invoices, receipts and cancelled checks, credit card statements and bank
statements for proof of payment;
• Copies of the agenda, certificates and/or sign in sheets (if using prepopulated sign in sheets
they must be certified by the Emergency Management Director or Lead Instructor verifying m
attendance).
For travel and conferences related to EMPA activities: �--
• Copies of all receipts must be submitted (i.e., airfare, proof of mileage, toll receipts, hotel
receipts, car rental receipts, etc.) Receipts must be itemized and match the dates of
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travel/conference;
• Copies of Conferences must be providing an agenda. Proof of payment is also required for all
travel and conferences. If the Recipient seeks reimbursement for travel costs that exceed the
amounts stated in section 112.061(6)(b), Florida Statutes ($6 for breakfast, $11 for lunch, and
$19 for dinner), then the Recipient must provide documentation that: The costs are
reasonable and do not exceed charges normally allowed by the Recipient in its regular
operations as a result of the Recipient's written travel policy; and participation of the
individual in the travel is necessary to the Federal award.
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E. EXERCISES 0
Exercises conducted with grant funds should test and evaluate performance towards meeting capability
targets established in a jurisdiction's Integrated Preparedness Program (IPP)for the core capabilities
needed to address its greatest risks.
Allowable Exercise-Related Costs
• Design, Develop, Conduct and Evaluate an Exercise. This includes costs related to
planning, meeting space and other meeting costs, facilitation costs, materials and supplies,
travel, and documentation. Recipients are encouraged to use free public
space/locations/facilities, whenever available, prior to the rental of space/locations/facilities.
Exercises shall provide the opportunity to demonstrate and validate skills learned, as well as
to identify any gaps in these skills. Gaps identified during an exercise including those for e®
children and individuals with disabilities or access and functional needs, shall be identified in
the AAR/IP and addressed in the exercise cycle.
• Hiring of Contractors or Consultants. Contractors or Consultants may be hired to support
direct exercise activities. Payment of salaries and fringe benefits must be in accordance with
the policies of the state or unit(s)of local government and have the approval of the state. The
services of contractors/consultants may also be procured to support the design,
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development, conduct and evaluation of exercises.
• Overtime and Backfill. The entire amount of overtime costs, including payments related to
backfilling personnel, which are the direct result of time spent on the design, development
and conduct of exercises are allowable expenses. These costs are allowed only to the extent
the payment for such services is in accordance with the policies of the local government. In cv
no case is dual compensation allowable. That is, an employee of a unit of government may cv
not receive compensation from their unit or agency of government AND from an award for a >-
single period of time (e.g., 1:00 p.m. to 5:00 p.m.), even though such work may benefit both
activities.
Travel. Travel costs (e.g., airfare, mileage, per diem, hotel)are allowable as expenses by
employees who are on travel status for official business related to the planning and conduct
of the exercise activities.
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C.6.a
• Supplies. Supplies are items that are expended or consumed during the course of the
planning and conduct of the exercise activities (e.g., gloves, non-sterile masks,fuel, and
disposable protective equipment).
• Other Items. These costs are limited to items consumed in direct support of exercise W
activities such as the rental of space/locations for planning and conducting an exercise, rental
of equipment, and the procurement of other essential nondurable goods. Recipients are
encouraged to use free public space/locations, whenever available, prior to the rental of
space/locations. Costs associated with inclusive practices and the provision of reasonable
accommodations and modifications that facilitate full access for children and adults with m
disabilities are allowable.
When conducting an exercise that shall include meals for the attendees, the recipient shall submit a
request for approval to the Division no later than twenty-five (25)days prior to the event to allow for both
the Division and the Department of Financial Services to review. The request for meals must be submitted
on letterhead and must include the date of exercise, agenda, number of attendees, and costs of meals. c`
Unauthorized Exercise-Related Costs
• Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g.,
construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances).
The only vehicle costs that are reimbursable are fuel/gasoline or mileage;
• Equipment that is purchased for permanent installation and/or use, beyond the scope of
exercise conduct (e.g., electronic messaging signs);
• Durable and non-durable goods purchased for installation and/or use beyond the scope of
exercise conduct.
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If the recipient seeks reimbursement for exercise activities, then the following shall be submitted:
• Documentation clearly indicating the purpose/objectives of the exercise (e.g. Situation
Manual, Exercise Plan);
• After-action report with Improvement Plan (AAR/IP), Sign-In sheets, Agenda;
• Receipts and proof of payment (e.g. canceled check, electronic funds transfer confirmation,
credit card statement, bank statement)for supplies expenditures (e.g. copying paper, gloves, 0
tap, etc.);
• Invoices and proof of payment for Travel costs (e.g., internal travel voucher, airfare, mileage,
per diem, hotel) related to exercise activities; o
• Proof of purchase methodology, if applicable (e.g. quotes, sole source, state contract,
competitive bid results). Z
No later than 90 days after completion of an exercise, the recipient must upload to the Division's
SharePoint portal at: https://portal.floridadisaster.org an After Action Report (AAR)that includes the
following:
An Improvement Plan; and,
A roster of participants. CL
F. MANAGEMENT AND ADMINISTRATIVE (M&A)
M&A activities are those defined as directly relating to the management and administration of EMPA
Program funds, such as financial management and monitoring. It should be noted that salaries of state
and local emergency managers are not typically categorized as M&A, unless the state or local EMA
chooses to assign personnel to specific M&A activities.
Management and Administrative Costs Supporting Documentation
• Copies of certified timesheets with employee and supervisor signature documenting hours
worked or Division Form 6-Time and Effort and proof employee was paid (paystubs, earning
statements, and payroll expenditure reports);
• Costs for M&A activities are allowed up to 5% of the total award amount.
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C 6.a
Supplanting Prohibited
Section 252.372, Florida Statutes, states that the monies from the EMPA Trust Fund "may not be used to
supplant existing funding." Additionally, Rule 27P-19.003(3), Florida Administrative Code, states: "Funds
received from the [EMPA] Trust Fund may not be used to supplant existing funding, nor shall funds from W
one program under the Trust Fund be used to match funds received from another program under the
Trust Fund."
II. OTHER CRITICAL INFORMATION
A. RULE 27P-19, FLORIDA ADMINISTRATIVE CODE
Rule 27P-19.010(11), Florida Administrative Code, states: "Allowable costs shall be determined in
accordance with applicable Federal Office of Management and Budget Circulars..." Therefore, unless a
specific exception applies, 2 CFR Part 200 Subpart A(Definitions) and Subpart E (Cost Principles)shall
apply to this Agreement. c`
Expenses
In order to qualify for reimbursement under the terms of this Agreement, an expense incurred by the
Recipient must be reasonable and necessary for the successful completion of a task required by this
Agreement. If an expense fails to qualify as either reasonable or necessary to successfully compete a
task, then the Division shall not provide any reimbursement for that expense.
NOTE: This Scope of Work recognizes that each Recipient:
0
• Might be at a different level of preparedness than another Recipient
• Operates within a unique geography
• Faces unique threats and hazards '
• Serves a unique population
Therefore, what might qualify as reasonable and necessary for one Recipient to successfully complete a
task under this Agreement might not qualify as reasonable and necessary for another Recipient to
successfully complete a task. Conversely, what might not qualify for one may qualify for another. o
In order to avoid a "one size fits all" approach, this Agreement provides some level of flexibility. If a
unique cost (e.g. equipment not listed on the EMPG AEL)qualifies as reasonable and necessary for the
0
successful completion of a task under this Agreement, and if the Recipient receives permission from the
Division prior to incurring that unique cost, then the Division shall reimburse the Recipient for that cost.
Performance
In order to qualify for reimbursement under the terms of this Agreement, the Recipient's performance
must satisfy the minimum level of service required for the successful completion of a task required by this
Agreement. If the performance fails to satisfy the minimum level of service, then the Division shall not
provide any reimbursement for that performance.
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B. INDIRECT COSTS
Indirect cost is allowable under this program as described in 2 C.F.R. Part 200, including 2 C.F.R. §
200.414. Recipients with a negotiated cost rate agreement that desire to charge indirect costs to an
award must provide a copy of their negotiated indirect cost rate agreement at the time of application. N
Recipients that are not required by 2 C.F.R. Part 200 to have a negotiated indirect cost rate agreement N
but are required by 2 C.F.R. Part 200 to develop an indirect cost rate proposal must provide a copy of >-
their proposal at time of application. Post-award requests to charge indirect cost will be considered on
case-by-case basis and based upon the submission of an agreement or proposal.
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C.6.a
C. PROCUREMENT
All Procurement transactions will be conducted in a manner providing full and open competition and shall
comply with the standards articulated in:
• 2 C.F.R. Part 200; W
• Chapter 287, Florida Statues; and,
• Any local procurement policy.
Per 2 CFR 200.318 through 200.326, Recipients are required to adhere to certain procurement standards
for entering contracts for personnel or services. This includes full and open competition, methods of m
procurement to follow, federal or passthrough entity review, and including federal provisions intro
contracts.
D. FINANCIAL CONSEQUENCES
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Actions to Address Noncompliance:
In the case of any potential or actual noncompliance, The Division may place special conditions on an
award per 2 C.F.R. §§200.207 and 200.338, Division may place a hold on funds until the matter is
corrected, or additional information is provided per 2 C.F.R. §200.338, or it may do both. In the event the
noncompliance is not able to be corrected by imposing additional conditions or if the recipient refuses to
correct the matter, Division may use other remedies allowed under 2 C.F.R. §200.338. These remedies
include actions to disallow costs, recover funds, wholly or partly suspend, or terminate the award, initiate
suspension, and debarment proceedings, withhold further federal awards, or take other actions that may
be legally available.
0
Reference: 2 C.F.R. 200—Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards
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C 6.a
FY 2020—2021 EMPA AGREEMENT
ATTACHMENT A(2)
PROPOSED PROGRAM BUDGET DETAIL WORKSHEET
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The Recipient shall use the Emergency Management Preparedness and Assistance ("EMPA")Trust Fund
monies authorized by this Agreement in order to complete the tasks outlined in the Scope of Work
(Attachment A).
The"Proposed Program Budget Detail Worksheet" serves as a guide for both the Recipient and the
Division during the performance of the tasks outlined in the Scope of Work (Attachment A).
Prior to execution of this Agreement, the Recipient shall complete the"Proposed Program Budget Detail W
Worksheet" listed below. If the Recipient fails to complete the"Proposed Program Budget Detail
Worksheet", then the Division shall not execute this Agreement. c`
After execution of this Agreement, the Recipient may change the allocation amounts in the "Proposed
Program Budget Detail Worksheet." If the Recipient changes the"Proposed Program Budget Detail
Worksheet", then the Recipient's quarterly reports must include an updated "Proposed Program Budget
Detail Worksheet"to reflect current expenditures.
2
BUDGET SUMMARY AND EXPENDITURES
2
RECIPIENT: MONROE, COUNTY OF
AGREEMENT: A0110 ,
1. PLANNING $
2. ORGANIZATION $ 105,806.00
3. EQUIPMENT $
4. TRAINING $ o
5. EXERCISE $
6. MANAGEMENT AND ADMINISTRATION $
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7. TOTAL AWARD $ 105,806.00
1 , '! i:I}r
\ 'i•_ 1, rfl ,t , , It,„ sa,ls£,3tiC fi
fl,\tl-j1
t 11T ?1�4 #{ r {St1�,} vt �41o1i }t ��wv wfvvl4v
Allowable Planning Costs Quantity Unit Cost Total Cost
Emergency Operations Plan
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Salaries and Fringe Benefits (Contractors and
Consultants
Supplies
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Travel/per diem related to planning activities
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t�tr�S
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Es k+\t(r,tl ��is rt StitS t,.,l s\,,,rt, ,. �1 s 4 Ott\\.r., s ) �) 7, ,' ) ", t }..il. s t��rr l\ 3+,br{�\\, s T1. ,�1l
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6 V 7 !`1 fit tl�r 1(p 1\, „�s, \3t 1 ,,
'„hA ,}a \���}131+� 1?#'M!,}s ,' ) r 4yc�s it {} I Vt tti, as t t\, r;��U;r{tk USA\+�V s1At o}�„!)lik2 �,'%~11 1 \ lY„4 NIP„+ ;t tt°t°t°t,r {£}t i t \1 n �nnm ��nnn �snn+ �, r „ )�„ �,�as ..
Allowable Organization Costs Quantity Unit Cost Total Cost
Salaries and Fringe Benefits (EM Personnel) 2 $52,903 $105,806
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Packet Pg.228
C 6.a
Salaries and Fringe Benefits (Contractors and
Consultants
Utilities (electric, water and sewage) E
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Service/Maintenance agreements
Office Supplies/Materials
IT Software Upgrades
Memberships
Publications W
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Postage c`
Storage
t,tt, ,``t5 ,r ,::._ hs
l ,+ 11 c 1,..\ 7 1luyytttttttt t r_s,7.\�
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�\ t{sp r.,ttSalS is `S 1tAII� set fIS I yilsr ,\u, ,
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»�33335,
Allowable Equipment Acquisition Costs Quantity Unit Cost Total Cost
Personal protective equipment '
0
Information technology o
Cybersecurity enhancement equipment
Interoperable communications equipment
0
Detection Equipment
0
0
Power equipment
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CBRNE Reference Materials
LU
LU
CBRNE Incident Response Vehicles
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Physical Security Enhancement Equipment
LU
Logistics `CD
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Other authorized equipment costs c�
21GN-00-OCEQ- EOC Equipment& Supplies
(provide description of EOC equipment&supplies)
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t \1 r «„t 311. ,,,ril,o
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,.3,,,,}�`t l l ttt-`•,,.,7+t S1�i,�..c1!11 stt�, ,.y,l.tS1, s �1 :�;�F, d,) ,tL+t„ \\� ,,\ ,tt,b ,1. \\ ,fS,, s }S�S ., ,t�3� i; „34�t! } 3 S st4. ,7�.„Allowable Training Costs Quantity Unit Cost Total Cost
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C 6.a
Salaries and Fringe Benefits (EM Personnel)
Salaries and Fringe Benefits (Contractors and
Consultants) 0)
Develop, Deliver Training
Workshops and Conferences
Certification/Recertification of Instructors
Travel
Supplies W
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Overtime and Backfill cv
?i1�,.�it,\U 1� � s,rS#«,s,�\�11111,� ,, t lt�t, � }cb�►LlT, 1 , .> �k„„ii '� t ,,t,. €�t�?,,,,�Itst+,,,......., „
Allowable Exercise Costs Quantity Unit CostGGGG Total Cost
Salaries and Fringe Benefits (EM Personnel)
2
Salaries and Fringe Benefits (Contractors and
Consultants
Design, Develop, Conduct and Evaluate an Exercise in
accordance with HSEEP standards
Exercise Planning Workshop
Travel
Supplies
Overtime and Backfill
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,
Allowable Management and Administration Costs
(Up to 5% of total award) Quantity Unit Cost Total Cost
Salaries and Fringe Benefits (EM Personnel)
LU
Ali
x 4dLU
LU
TOTAL EXPENDITURES $105,806.00
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REVISION DATE:
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Packet Pg.230
C.6.a
FY 2020—2021 EMPA AGREEMENT
ATTACHMENT A(3)—QUARTERLY REPORTS
Recipients must provide the Division with quarterly financial reports and a final close-out report. 0)
• Quarterly financial reports are due to the Division no later than forty-five (45)days after the end of
each quarter of the program year and must continue to be submitted each quarter until
submission of the final close-out report. The ending dates for each quarter of this program year
are September 30, December 31, March 31, and June 30.
Reporting Period Report due to Division no later than
July 1 through September 30 November 15
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October 1 through December 31 February 15
January 1 through March 31 May 15
April 1 through June 30 August 15
2
The Recipient shall provide the Division with full support documentation for the quarterly
financial reports.
0
A. The Recipient must provide the Division with supporting documentation for the quarterly financial
reports. To eliminate large files and mailings, the Division shall accept back up documentation on
a CD if desired by the county.
B. The Quarterly Tasks form 1 B is due with your quarterly financial report each quarter. This form
identifies all Emergency Management personnel's required training completed (or working
towards completion)as well as quarterly deliverables during the agreement period.
0
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C. In order to ensure compliance with Rule 27P-19.011, Florida Administrative Code, the Local
Budget Match Requirement Form shall be completed and sent when the Local County Budget is
approved or by November 15, 2020. The County shall provide a copy of the current Emergency o
Management Local Budget (General Revenue) including approved budget date with the form. If
the County's current budget is lower than the previous year, or the average of the last three
years, the county is required to request a Waiver no later than forty-five (45)days after the county
budget is approved.
D. In a format provided by the Division, Form 4 -Staffing Detail and position descriptions of each
funded county emergency management staff shall be submitted no later than November 15,
2020, or along with 1st quarter reimbursement submission, whichever occurs first. CL
E. The final close-out report is due sixty(60)days after termination of this Agreement by August 30,
2021, or 60 days after completion of activities contained in this agreement, whichever occurs first.
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Packet Pg.231
C.6.a
FY 2020—2021 EMPA AGREEMENT
ATTACHMENT B
JUSTIFICATION OF ADVANCE PAYMENT
Indicate by checking one of the items below if you are requesting an advance. An advance payment 0)
under this Agreement is subject to section 216.181(16), Florida Statutes.
NO ADVANCE PAYMENT REQUESTED Check here:
Payment will be solely on a reimbursement basis. No Additional information is required. m
ADVANCE REQUESTED Check here:
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Advance payment of$ is requested. Balance of payments will be made on
a reimbursement basis. These funds are needed to pay staff, award benefits to clients, and
purchase supplies and equipment. Recipient would not be able to operate the program
without this advance.
>
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ADVANCE CALCULATION
If you are requesting an advance, complete the following chart and line item justification below.
0
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BUDGET CATEGORY/LINE ITEMS 20_-20_Anticipated Expenditures for First Three
(list applicable line items) Months of Contract
For example
ADMINISTRATIVE COSTS
0
(Include Secondary
Administration.)
0
For example
PROGRAM EXPENSES z
TOTAL EXPENSES
LINE ITEM JUSTIFICATION
For each line item, provide a detailed justification explaining the need for the cash advance. The
justification must include supporting documentation that clearly shows the advance will be
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expended within the first ninety(90) days of the contract term. Support documentation should cv
include quotes for purchases, delivery timelines, salary, and expense projections, etc. to provide
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the Division reasonable and necessary support that the advance will be expended within the first �-
ninety (90) days of the contract term. Any advance funds not expended within the first ninety(90)
days of the contract term shall be returned to the Division Cashier, 2555 Shumard Oak Boulevard,
Tallahassee, Florida 32399,within thirty(30) days of receipt, along with any interest earned on the
advance.
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C.6.a
FY 2020-2021 EMPA AGREEMENT
ATTACHMENT C
Certification Regarding
Debarment, Suspension, Ineligibility
And Voluntary Exclusion
Subcontractor Covered Transactions m
(1) The prospective subcontractor of the Recipient, certifies, by
submission of this document, that neither it nor its principals is 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 Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
0
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SUBCONTRACTOR: 0
By:
Signature Recipient's Name
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Name and Title Division Contract Number
Street Address Project Number
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Date
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C.6.a
FY 2020-2021 EMPA AGREEMENT
ATTACHMENT D
WARRANTIES AND REPRESENTATIONS
Financial Management
Recipient's financial management system must include the following:
(1) Accurate, current, and complete disclosure of the financial results of this project or program.
(2) Records that identify the source and use of funds for all activities. These records shall contain
information pertaining to grant awards, authorizations, obligations, unobligated balances, assets, W
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outlays, income, and interest.
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(3) Effective control over and accountability for all funds, property, and other assets. Recipient shall
safeguard all assets and assure that they are used solely for authorized purposes.
0
(4) Comparison of expenditures with budget amounts for each Request for Payment. Whenever
appropriate, financial information should be related to performance and unit cost data.
0
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0
(5) Written procedures to determine whether costs are allowed and reasonable under the provisions
of the applicable OMB cost principles and the terms and conditions of this Agreement.
(6) Cost accounting records that are supported by backup documentation.
0
Competition
0
(1) All procurement transactions shall be done in a manner to provide open and free competition.
(2) Recipient shall be alert to conflicts of interest as well as noncompetitive practices among
contractors that may restrict or eliminate competition or otherwise restrain trade. In order to
ensure excellent contractor performance and eliminate unfair competitive advantage, contractors
that develop or draft specifications, requirements, statements of work, invitations for bids and/or
CL
requests for proposals shall be excluded from competing for such procurements.
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(3) Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation
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and is most advantageous to the Recipient, considering the price, quality, and other factors.
(4) Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill for the bid
or offer to be evaluated by the Recipient. All bids or offers may be rejected when it is in the
Recipient's interest to do so.
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C 6.a
Codes of Conduct
Recipient warrants the following:
0)
(1) The Recipient shall maintain written standards of conduct governing the performance of its
employees engaged in the award and administration of contracts.
(2) No employee, officer, or agent shall participate in the selection, award, or administration of a
contract supported by public grant funds if a real or apparent conflict of interest would be
involved. Such a conflict would arise when the employee, officer, or agent, any member of his or W
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her immediate family, his or her partner, or an organization which employs or is about to employ
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any of the parties indicated, has a financial or other interest in the firm selected for an award.
(3) The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities,
favors, or anything of monetary value from contractors or parties to subcontracts.
(4) The standards of conduct shall provide for disciplinary actions to be applied for violations of the
0
standards by officers, employees, or agents of the Recipient.
0
Business Hours
The Recipient shall have its offices open for business, with the entrance door open to the public, and at
least one employee on site, from (Monday)through (Friday), and from (times) ( )to ( ).
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Licensing and Permitting
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All subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all the particular work for which they are hired by the Recipient.
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C.6.a
FY 2020-2021 EMPA AGREEMENT
ATTACHMENT E
STATEMENT OF ASSURANCES AND REGULATIONS
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The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies,
guidelines and requirements, including 2 C.F.R. Part 200; E.O. 12372 and Uniform Administrative
Requirements for Grants and Cooperative Agreements 28 CFR, Part 66, Common rule, that govern the
application, acceptance and use of Federal funds for this federally-assisted project.Also, the Applicant assures
and certifies that:
1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970 (P.L. 91-646)which provides for fair and equitable treatment of persons displaced as a
result of Federal and federally assisted programs.
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2. It will comply with provisions of Federal law which limit certain political activities of employees of a State or
local unit of government whose principal employment is in connection with an activity financed in whole or in
part by Federal grants (5 USC 1501, et. seg.).
3. It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor Standards
Act.
4. It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the
2
appearance of being motivated by a desire for private gain for themselves or others, particularly those with
whom they have family, business, or other ties.
5. It will give the sponsoring agency or the Comptroller General, through any authorized representative, access
to and the right to examine all records, books, papers, or documents related to the grant.
6. It will comply with all requirements imposed by the Federal sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements.
0
7. It will ensure that the facilities under its ownership, lease or supervision which shall be utilized in the
accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating c
Facilities and that it will notify the Federal grantor agency of the receipt of any communication from the Director h®
of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration
for listing by the EPA.
8. It will comply with the flood insurance purchase requirements of Section 102(a)of the Flood Disaster
Protection Act of 1973, Public Law 93-234, 87 Stat. 975, approved December 31, 1976, Section 102(a)
requires, on and after March 2, 1975, the purchase of flood insurance in communities where such insurance is CL
available as a condition for the receipt of any Federal financial assistance for construction or acquisition
purposes for use in any area that has been identified by the Secretary of the Department of Housing and Urban
Development as an area having special flood hazards. The phrase "Federal financial assistance" includes any cv
form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or any
other form of direct or indirect Federal assistance.
9. It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic
Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and
Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by(a)consulting with the State Historic
Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or eligible for
inclusion in the National Register of Historic Places that are subject to adverse effects (see 36 CFR Part 800.8)
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C.6.a
by the activity,and notifying the Federal grantor agency of the existence of any such properties and by(b)
complying with all requirements established by the Federal grantor agency to avoid or mitigate adverse effects
upon such properties.
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10. It will comply, and assure the compliance of all its Recipients and contractors,with the applicable provisions
of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, the Juvenile Justice and
Delinquency Prevention Act, or the Victims of Crime Act, as appropriate; the provisions of the current edition of
the Office of Justice Programs Financial and Administrative Guide for Grants, M7100.1; and all other applicable
Federal laws,orders, circulars, or regulations.
11. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements including Part W
18,Administrative Review Procedure; Part 20, Criminal Justice Information Systems; Part 22, Confidentiality of
Identifiable Research and Statistical Information; Part 23, Criminal Intelligence Systems Operating Policies; N
Part 30, Intergovernmental Review of Department of Justice Programs and Activities; Part 42,
Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61, Procedures for
Implementing the National Environmental Policy Act; Part 63, Floodplain Management and Wetland Protection
Procedures; and Federal laws or regulations applicable to Federal Assistance Programs.
12. It will comply, and all its contractors will comply,with the non-discrimination requirements of the Omnibus
Crime Control and Safe Streets Act of 1968, as amended,42 USC 3789(d), or Victims of Crime Act(as
appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973, ,
as amended; Subtitle A, Title II of the Americans with Disabilities Act(ADA)(1990); Title IX of the Education
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Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Non-Discrimination
Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of Justice regulations on disability c
discrimination, 28 CFR Part 35 and Part 39. '
13. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
disability against a Recipient of funds, the Recipient will forward a copy of the finding to the Office for Civil
Rights, Office of Justice Programs.
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14. It will provide an Equal Employment Opportunity Program if required to maintain one,where the application
is for$500,000 or more. c
15. It will comply with the provisions of the Coastal Barrier Resources Act(P.L. 97-348)dated October 19, 1982
(16 USC 3501 et seq.)which prohibits the expenditure of most new Federal funds within the units of the
Coastal Barrier Resources System.
16. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS)As required by the Drug-Free
Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F,for grantees, as defined at 28 CFR CL
Part 67 Sections 67.615 and 67.620.
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C 6.a
FY 2020—2021 EMPA AGREEMENT
ATTACHMENT F—RESPONSE CAPABILITIES
Contacts -The Recipient shall maintain current county emergency management and other contacts 0)
through the Division's SharePoint portal available at https://portal.floridadisaster.org.
From the Portal main page, click"County Links", then pulldown and select"Update County Contacts."
This information includes the following but not limited to:
• County Director and Alternate contacts
• State Mutual Aid Agreement contacts
WebEOC Site Identification -The Recipient shall upload current Site Data to WebEOC available at
hops://eoc.floridadisaster.or�. WebEOC site Identification data includes: `
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• Through the SERT County Emergency Sites Board via the State's WebEOC Instance or through
your local instance if you are subscribed to this Board - location and attribute information of all
pre-identified --
o County Staging Areas (CSAs)
o County Points of Distribution (PODs)
Attribute information shall include at a minimum: Site Name, Site Type, Site Address, Full Address with
Latitude/Longitude in decimal degrees, Primary Contact (name, e-mail, and phone) Secondary Contact
(name, e-mail, and phone). Site address shall be mapped by clicking on Map icon to verify address.
0
The following Site Information is optional:
• Picture attachment of Site.
• Comments regarding access, transportation routes or any planning information.
SITE SUGGESTIONS:
County Staging Areas (CSAs)
• Sites should be located adjacent to a major highway and have the ability to establish safe one-
way traffic through the compound and reasonably secured. County Staging Areas must also be
located in a region that can support countywide relief operations. 0
• For coastal counties, sites should not be located in a "Zone A" Evacuation Zone where possible,
exceptions can be made.
County Point of Distribution (PODS)
• PODs should not be nearby a business that has water and food for sale.
• Counties should focus on placing PODS in outlying areas where these types of stores are not
located in-order to ensure that resources are available in those areas.
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• For coastal counties, sites should not be located in a "Zone A" Evacuation Zone where possible,
exceptions can be made.
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C 6.a
FY 2020—2021 EMPA AGREEMENT
ATTACHMENT G— HURRICANE SHELTER RETROFIT
Hurricane Shelter Retrofit-The responses collected in this task are the basis for the Shelter Retrofit E
Report as required by 252.38 F.S. Each county's current Shelter Inventory Spreadsheet is available on
Web EOC for reference and is found on the board titled SESP Inventory.
A. Please review your County's page on the SESP Inventory WebEOC board. Please review all
the information and check your pet friendly shelter column for accuracy. If corrections are
needed please type them in the notes box on the WebEOC page itself. If no changes are
needed, please add the date reviewed in the notes box. (e.g. Reviewed 3/31/2021).
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B. Do you know of any new public buildings planned or under construction? (If so, please list).
C. Are new public schools planned or under construction?Will any be EHPA? If not, do you
anticipate providing a waiver? (If so, please list anticipated new schools and EHPA status).
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D. Do you have any public schools or public buildings that you would like surveyed to add to 0
your shelter inventory or to the Retrofit Report for potential funding? (If so, please list).
E. Do you have enough special needs space now and for the next 5 years? (If not, please
comment here or upload your plan).
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F. Do your special needs shelters have an alternate source for power?Will the power source
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also run cooling? (If not, please comment here or upload your plan). 0
G. How do you communicate and coordinate with your school boards, state colleges,
universities and shelter partners?When was the last time you reviewed your shelter plan and
policy with your shelter partners?
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C.6.a
FY 2020—2021 EMPA AGREEMENT
ATTACHMENT H—RECOVERY CAPABILITIES
The following recommendations should be considered when identifying potential Disaster Recovery 0)
Center (DRC) locations:
1. Locations must be large enough for the needs of the situation (number of agencies and clients
anticipated in the DRC). This may vary from a location identified as small as 1500 square feet for a
small DRC to more than 5000 square feet for a large DRC. It is good to identify a variety of possible
locations of different sizes within the county. The size of a DRC will vary dependent upon the number
of anticipated applicants to be served within the community.
DRC Size Chart W
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Small: 1500-3499 sq. ft.
Medium: 3500-4999 sq. ft
Large: 5000 sq. ft-Above
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2. Consider locations that do not require a fee to use the facility and FEMA generally only pays for
utilities or phone line installation. If a written agreement is made prior to occupancy, then FEMA will
take responsibility for the utilities or other payments to a facility.
3. Facilities should have heat, electricity, good lighting, potable water, rest rooms, and adequate
0
parking.
4. All locations should be compliant with the Americans with Disabilities Act of 1990, to ensure access to '
all individuals, including individuals with disabilities and others with access and functional needs.
5. Appropriate emergency fire & medical support should be quickly available to the location.
6. Preferably when a DRC is established, the first seven (7)days should be without interruption from
prior commitments (e.g. basketball games, weddings, parties, meetings, etc.). It is also important to
understand that a DRC may need to remain operational for a minimum of thirty (30)days or longer.
7. The location's owner must be willing to allow FEMA to install telephone lines and/or internet service if
necessary.
8. Facilities should be available from 7:30am-7:00pm daily, Monday through Saturday, and possibly on
Sundays and holidays.
ADDITIONAL CONSIDERATIONS
1. When possible, DRC facilities should be centrally located in a community to minimize
travel time. Consideration must be given to the most vulnerable population. Where applicable, DRCs
should be established on a public transportation route. The public should generally be familiar with
the location and Custodial support should be available at the facility. CL
2. If necessary, the parking lot should be able to temporarily accommodate a Mobile Communication
Office Vehicle (MCOV) (60'long x 20'wide)with an unobstructed view of the south-western sky for
satellite connectivity.
3. Does the occupancy of the facility have any Environmental Planning and Historic Preservation (EPH)
considerations that need to be addressed? (e.g. special flood hazard area, Historical site, etc.) N
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C 6.a
FY 2020-2021 EMPA AGREEMENT
DISASTER RECOVERY CENTER BASIC REQUIRMENTS
PHYSICAL LOCATION: 0)
Name:
Physical Address (no PO Box):
City: County: State: Zip
GPS: LAT LONG
Directions/Landmarks: E
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CONTACT PERSONS (POC):
Facility Point Of Contact: Name
Phone:
Address:
City: State: Zip:
After hours POC: Name
Phone:
2
Address:
City: State: Zip: o
Alternative POC: Name
Phone:
Address:
City: State: Zip:
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Emergency Management Director: Name
Phone:
2
Address:
City: State: Zip: o
SITE CHARACTERISTICS:
Date available: Begin: End: Lease required: Y ❑ N ❑
Cost$ Space available: sq. ft. Hours of use: Keys:
DRC use parking spaces: ADA parking spaces: Total:
Parking lot lights: Y❑ N ❑ Outside building lights: Y❑ N ❑
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ADA accessibility:
Exterior notes:
Response Time: Police: Fire: cv
Nearest hospital: Name Phone:
Address:
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Distance: Time: >-
Local crime summary:
Local hazards summary: E
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C 6.a
INTERIOR:
#Rooms: Room Size: Room A_x_Room B_x Room C_x
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#Bathrooms:_ADA Compliant: Y ❑ N ❑
Are doors secure?: Y ❑ N ❑ Comment:
Are windows secure?: Y ❑ N ❑ Comment:
Are Emergency lighting functional?: Y ❑ N ❑ Exit lighting functional: Y❑ N ❑
Are Fire sprinkler system functional?: Y ❑ N ❑ #Fire extinguishers:
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Water System: Y ❑ N ❑ City/County System: Y ❑ N ❑ Approved for drinking: Y ❑ N ❑
Air Conditioning: Y ❑ N ❑ Fans: Y ❑ N ❑ Adequate Ventilation: Y ❑ N ❑
Is electrical power to support computer and office equipment demanded? Y ❑ N ❑
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Can inside re-wiring be accomplished easily and safely? Y ❑ N ❑
Is building interior in good shape (check for water leaks&visible hazards)? Y❑ N ❑
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OFFICE CHARACTERISTICS: o
Internet access: Y ❑ N ❑ Wi-Fi: Y ❑ N ❑ # Fax: #Toner Cartridges:
Flatbed Tabletop Copier: Y ❑ N ❑ Copy Paper Boxes #Toner Cartridges:
High Speed Printer: Y ❑ N ❑ Shredder: Y ❑ N ❑
#Trash Cans: Is Janitorial &Trash pickup available? Y ❑ N ❑
#Tables: #Office chairs: # Folding chairs: Bathroom access: Y❑ N ❑
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#Paper towels: #Toilet paper: # Paper cups: # Ext. cords:
Comment:
TELEPHONE AND/OR COMMUNICATION:
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FEMA cell phone signal? Y ❑ N ❑ Strength: Air Card? Y ❑ N ❑ Strength:
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Do phone lines already exist for DRC use? Y ❑ N ❑ How many? cV
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What is maximum phone line capacity? DSL: POTS: Switchboard: Y❑ N ❑
Phone service point in building:
Phone service provider: Contact number: E
Phone number connected to DRC location (for tel/com reference):
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C.6.a
Comments:
SKETCHES:
Draw location sketches: (1) Exterior: building, ADA parking & ramps, DRC, parking (2) Interior: building,
rooms w/dimensions, location of outlets and telephone equipment.
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C 6.a
ATTACHMENT I-REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PREAPAREDNESS AND ASSISTANCE GRANT PROGRAM-BASE GRANT al
2020-2021 EMPA REPORTING FORMS E
2020-2021 QUARTERLY REPORTING FORMS t8
QUARTERLY REPORTS INCLUDE:Dvision Form 1A-Quarterly Financial Report,Division Form 1B-Quarterly Tasks,Division
Forms 2A&2B Detail of Claims and Divsion Form 6-Time and Effort(if applicable).
1. These forms are to be submitted to Division each quarter.
2. Complete Division Form 1A-Quarterly Financial Report by entering all information needed to support the claim for reimbursement,
sign and date.Include a narrative in the box.Outlines of quarterly events,nor calendars will suffice for the required narrative.
`3. Complete Division Form 1 B-Quarterly Tasks to support that deliverables and tasks are being completed as required throughout the
agreement,sign and date.
4. The Division Form 1A-Quarterly Financial Report form must be signed by the grant manager or someone with equal authority.
`5. The Division Form 2A&2B Detail of Claims forms must accompany the Division Form 1A-Quarterly Financial Report each quarter.
�6. Claims for reimbursement may be submitted by email to the appropriate Division Grant Manager according to applicable region,via the
Division SharePoint Portal,or by mail at the address below:
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2555 SHUMARD OAK BOULEVARD
TALLAHASSEE,FLORIDA 32399-2100 IX
Attn:(Division Grant Manager)
0)
�7. It is the responsibility of the Recipient to properly notify the assigned Division Grant Manger when they upload required >
documentation to the Division SharePoint Portal. The Division is not responsible for delays to claim processing due to failure to notify
the Division Grant Manager of document submissions via SharePoint.
DIVISION Form 3-Local Budget Match: ,
1. The Division Form 3-Local Budget Match must be submitted to the Division in Quarter 2 submission. 0)
�2. EMPA grants shall be matched at an amount equal to the average of the last three years'level of county general revenue funding of the
County Emergency Management Agency or the level of funding for the County Emergency Management Agency for the last fiscal O
year,whichever figure is lower.
`3. Division Form 3- Local Budget Match Requirement shall be submitted to the Division when the local county budget is approved or by I
November 15,2020.The County shall provide a copy of the current Emergency Management Local Budget(General Revenue) r
including approved budget date.If a Recipient's county's current local budget is lower then the previous year,or the average of the last r
three previous years,the recipient shall request a Waiver no later than 45 days after the county budget is approved.
DIVISION Form 4-Staffing Detail:
�1. List ALL Emergency Management Agency staff,regardless of funding. Provide a total anticipated annual amount of Salaries and
Benefits to be paid for each position. Provide the funding distribution amount or%in each applicable column:local,state.federal, �O
etc. This form is due no later than November 15,2020 or along with 1st quarter reimbursement submission,whichever occurs first.
Please provide the Division updates to this form as necessary. 0)
0
�2. Along with Division Form 4-Staffing Detail,please provide position descriptions for EMPA funded staff.
�3. Along with the Division Form 4-Staffing Detail,please provide documented policies for any fringe benefits,incentives or special pay to O
be claimed through the grant.
DIVISION Form 5-Close Out Report:
1. The Division Form 5-Close Out Report is due sixty(60)days after termination of this Agreement by August 30,2021,or 60 days LIJ
after completion of activities contained in this agreement,whichever occurs first.Before submitting the Division Form 5-Close Out
LIJ
Report,please verify that the local general revenue budget match amount as reported on Division Form 3-Local Budget Match,has LIJ
not changed since originally reported to the Division.If a difference is found please immediately notify the Division in writing of the
discrepancy and provide a detailed justification for the change accompanied by supporting documentation.
�2. The agreement cannot be considered closed until the Division Form 5-Close Out Report has been received and approved by the Divisi
CIL
DIVISION Form 6-Time and Attendance:
1. Provide copies of certified timesheets with employee and supervisor signature documenting hours worked or Division Form 6-Time LIJ
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and Effort.The form must account for 100%of the hours claimed for reimbursement each quarter.❑ N
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Required documentation to support project expenditures: Ni
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1. Recipients shall maintain a grant/financial file with copies of supporting documentation for all paid project/program expenditures CD
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claimed during the grant period. Documentation of expenditures claimed for reimbursement through the grant will be reviewed and CN
verified by Division staff. Acceptable documentation includes copies of purchase orders and paid vouchers,paid invoices or >-
cancelled checks,timesheets and payroll vouchers,journal transfers,credit card and bank statements,etc. These documents should
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be submitted when requesting reimbursement.❑
�2. All claims for reimbursement shall be submitted on the approved Division Quarterly Financial Reporting forms. Claims not submitted on 0)
the proper forms or that are unsupported by proper documentation will not be processed and will be returned for additional
support.❑
�3. Please ensure that the documentation submitted for review is legible.
�4. Please verify form calculations for accuracy before submitting to the Division for review each quarter.❑
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C 6.a
ATTACHMENT I-REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020 -2021 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE- EMPA 0)
DIVISION FORM 1A-QUARTERLY FINANCIAL REPORT
AGREEMENT#: CLAIM#: 1 O
AWARD AMOUNT: QUARTER#: 1
RECIPIENT: REPORTING i FORMS DUE DATES(45 DAYS AFTER QUARTER) UJ
COUNTY: 1. July 1-Sept.30,2020 =November 15,2020 •....
ADDRESS: 2. October 1-Dec.31,2020 =February 15,2021 rr
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3. January 1-March 31,2021=May 15,2021 "^
POINT OF CONTACT: 4. April 1-June 30,2021 =August 15,2021 CN
PHONE/EMAIL: 1 @arnail.com
CUMULATIVE
EMPAALLOCATION CATEGORIES BUDGETED 01 CLAIM 02 CLAIM 03 CLAIM Q4 CLAIM EXPENDED FUNDS REMAINING
ALLOCATIONS BALANCE
0
1.PLANNING $0.00 $0.00 $0.00
2.ORGANIZATION $0.00 $0.00 $0.00
3.EQUIPMENT $0.00 $0.00 $0.00
4.TRAINING $0.00 $0.00 $0.00
5.EXERCISE $0.00 $0.00 $0.00 O
6.MANAGEMENT AND ADMIN.(Up to 5/0 $0.00 $0.00 $0.00
TOTAL r $0.00 r$0.00 $0.00 r$0.00 $0.00 $0.00 $0.00
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AMOUNT OF REIMBURSEMENT FOR THIS CLAIM:
By signing this report,I certify to the best of my knowledge and belief that the report is true,complete,accurate and the expenditures,disbursements a nd cash receipts
are for the purposes and objectives set forth in the conditions of the 2020-2021 EMPA agreement.
SIGNATURE:
AUTHORIZED REPRESENTATIVE DATE
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QUARTERLY STATUS REPORT
Please report EM activities, meetings,training,exercises,or other necessary information to support quarterly progression.
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THE SECTION BELOW IS TO BE COMPLETED BY DIVISION
AWARD AMOUNT DIVISION DATE RECEIVED STAMP
PRIOR CLAIMS
THIS CLAIM AMOUNT cJ
BALANCE OF AWARD
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C 6.a
ATTACHMENT I-REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT r-
0)
2020-2021 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT-EMPA
DIVISION FORM 1B-(QUARTERLY TASKS C
RECIPIENT:
QUARTER: July 1 -Sept.30
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Nations
Emergency Management Personnel NIN1S IS 100 NINIS 1S 200 NINIS IS 700 NINIS IS 800 FEMA Professonal Emergent- oP y 01
Oe,elopment Senes Management Basic
Academy AfAtt,
EM Employee Name&Position Title
a a a a a a a a a a a a a a a a a a a a r a a a a W
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DELWERABLESITASK REQUIREMENTS. ENTER DATE COMPLETED
QRT1 QRT2 QRT3 QRT4 COMMENTS
T1:Provide Division Exhibit 4,certification of a full-time Use for explanation that supports
Emergency Management Director or part-time Coordinator. Training&Exercise progression +
(Q1,any updates Q2-Q4)
T1:Provide Division Form 4-Staffing Detail and position
descriptions for funded emergency management staff. CD
Q1,any updates Q2-Q4
T1:Provide a quarterly report as outlined in Quarterly Reports
(Attachment(A3).(Q1-Q4) CD
T1:Provide full-time Emergency Management Director's or part-
time Coordinator's certified timesheets or paystubs.(Q1-Q4) ¢'
T2:Provide the Division Form 3-Local Budget Match
Requirement.(Q2,any updates Q3-Q4)
T2:Submit a copy of the current and accurate County Emergency
Management Local Budget(General Revenue)including the budget CI
approval date(Q2,any updates Q3-Q4)
T2:Submit copy of the local EM general revenue expenditure CI
(general ledger)report(Q2,any updates Q3-Q4)
T3:Response Capabilities(Attachment F)-Maintain current
county emergency management and other contacts through the
Division's SharePoint Portal including County Director and
Alternate contacts.(Q3,any updates Q4)
T3:Response Capabilities(Attachment F)-Upload current GIB LJU
site data to the Division's SharePoint Portal. LJU
(Q3,any updates Q4)
T3:Response Capabilities(Attachment F-Upload current site data
into WebEOC to include County Staging Areas(CSAs)and County
Points of Distribution(PODs).
(Q3,any updates Q4) DL
T3:Attachment G-Complete Hurricane Shelter Retrofit items A-G
in the worksheet and upload into WebEOC no later than March 31, LJU
2021.
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T4:Recovery Capabilities(Attachment H)-Identify any potential
Disaster Recovery Center(DRC)locations and provide basic
information in WebEOC.(CA) CD
By signing this report,I certify to the best of my knowledge and belief that the report is true,complete,accurate and the expenditures,disbursements and cash CD
receipts are for the purposes and objectives set forth in the conditions of the 2020-2021 EMPA agreement.
SIGNATURE:
AUTHORIZED REPRESENTATIVE ¢'
PRINTED NAME:
TITLE:
DATE:
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C 6.a
ATTACHMENT I-REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT-EMPA`
DIVISION FORM 2A-:DETAIL.OFCLAIMS 7.
0)
RECIPIENT: INCURRED DATE RANGE: Example:July 1 through November 5,2020
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Please use separate Division Form 2A-Detail of Claims per allocation category. Please add additional pages or lines as needed for each allocation category.
Please provide FEMA AEL numbers for EQUIPMENT expenditures only.
Please provide a budget revision along with this form,if expenses being claimed are not allocated on the most recently approved budget.
Please include the Costs Incurred Date Range in the applicable cell above.This is usually the quarterly period;however,a recipient may incorporate a larger date
range to include a forgotten claim for reimbursement for a payment made the previous quarter(within the period of agreement).This allowance does not circumvent
the four(4)required quarterly reporting forms submissions.
ALLOCATION CATEGORIES
PLEASE SELECT FROM THE LIST BELOW
CATEGORY: ORGANIZATION
DATEOF PAYMENT 1 N
DESCRIPTION OF SERVICE OR PAYMENT FOR REFERENCE PURCHASE Equipment FEMAAEL#
# VENDOR SERVICE OR (WA if equipment was not CN
EXPENSE E (CHECK#,PO#, AMOUNT P_.
.EXPENSE JT#,etc.) purchased) C9
(Include full date).
1 Ex:Electric Company Monthly Utilities for July 2020 8/5/20 CK#1001 $ 300.00 N/A LLJ
2
3
4
5
6
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9
10
11
12
13
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14
15
16 O
17
18
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19
UJ
20 UJ
21
22
23
24
25
TOTAL $ 300.00 1 N
By signing this report,I certify to the best of my knowledge and belief that the report is true,complete,accurate and the expenditures disbursements and cash receipts are
for the purposes and objectives set forth in the conditions of the 2020-2021 EMPA agreement. N
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SIGNATURE:
AUTHORIZED REPRESENTATIVE LL
LL
PRINTED NAME:
TITLE:
DATE: U
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ATTACHMENT I- REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT EMPA E
DIVISION FORM 2B-DETAIL OF CLAIMS 0)
SALARIES AND BENEFITS COSTS
SALARY DEFINITION: The cash compensation for services rendered by a regular employee in an
established position for a specific period of time.
RECIPIENT: Florida County CLAIM#:
DOES THIS CLAIM FOR REIMBURSMENT INCLUDE ANY INCENTIVES OR SPECIAL PAY? W
Note: If this claim includes incentives or special pay,please provide the Division with the written established policy for support. CV
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%TIME FRINGE
EM EMPLOYEE NAME EM POSITION TITLE CHARGED TO SALARY BENEFITS _
EMPA
Ex: Jane Doe EM Planner 50% $ 5,000.00 $ 1,200.00
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3
4
5
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6
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7
8CD
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9
10 CD
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15
16 O
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18
19
20
TOTALS ',$ 5,00000 $ 1,200.00
TOTAI-r $ 6,200.00
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By signing this report,1 certify to the best of my knowledge and belief that the report is true,complete,accurate and the
expenditures,disbursements and cash receipts are for the purposes and objectives set forth in the conditions of the 2020-2021
EMPA agreement. CD
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SIGNATURE: tV
AUTHORIZED REPRESENTATIVE tV
PRINTED NAME:
TITLE: iv
DATE:
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ATTACHMENT I—REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT-EMPA 0)
LOCAL BUDGET MATCH REQUIREMENT'
DIVISION FORM 3-LOCAL BUDGET MATCH 0)
CD
2020-2021 2019-2020 2018-2019 2017-2018 LOWEST
LOCAL LOCAL LOCAL LOCAL AVERAGE % $CHANGE $CHANGE
AVERAGE VS
(PREVIOUS 3 2020.2021 VS 2020.2021;VS 2020.2021 VS >y
YEARS) PREVIOUS (AVERAGE AVERAGE 20192020
(10/1/20- (10/1/19- (10/1/18- (10/1/17- YEAR
RECIPIENT' 9/30/21) 9/30/20) 9/30/19 9/30/18
Florida County $100,000 $95,000 $90,000 $85,000 $90,000 AVERAGE 10% $10,000 $5,000 0)
This form is to be completed and sent when the Local County Budget is approved or by the end of the first quarter. Required with this form the CV
recipient shall provide a copy of the current Emergency Management Local Budget(General Revenue)with She approved buget date. If the CV
Recipient's county's current budget is lower than the last year or the average of the last three previous years,the county is required to request a C44
waiver from the Division no later than forty-five(45)'days after the county budget is approved.
RULE 27P-19 FLORIDA ADMINISTRATIVE CODE
(1)Base Grants shall be matched at an amount either equal to the average of the previous three years'level of county general >
0
revenue funding of the County Emergency Management Agency or the level of funding for the County Emergency Management Agency
for the last fiscal year,whichever figure is lower.County general revenue funding for 911 services,emergency medical services,law
enforcement,criminal justice,public works or other services outside the emergency management responsibilities assigned to the
County Emergency Management Agency by Section 252.38,F.S.,shall not be included in determining the"level of county funding of
the County Emergency Management Agency."Each county shall certify compliance with this rule chapter and this rule,as a condition 0
precedent to receipt of funding.
0
(2)If the Base Grant recipient demonstrates that exceptional financial circumstances prevent the Base Grant recipient from complying I
with the match requirements in subsection 27P-19.011(1),F.A.C.,then the Base Grant recipient may request that the Division
authorize a reduction in the amount of match required.The match required shall not be reduced by a percentage amount in excess of r
reductions in funding for county 911 services,emergency medical services,law enforcement,criminal justice,public works or other
emergency management related services. To be eligible for any reduction,the Base Grant recipient shall demonstrate and certify that
the reduction is due to reductions in county general revenue funding and that the amount of the requested reduction is equivalent to
across the board reductions in all county budgets. County requests for reduction shall be signed by the county's chief elected officer
and the certification of reduction in county budget funding shall be signed by the county's chief financial officer.Requests shall certify
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the intent to return to pre-reduced funding as soon as practicable,and shall provide an estimate of the date at which the county will
return to the current level of funding.Requests for reduction shall also be accompanied by financial data for the previous three years
indicating:the level of county funding for the County Emergency Management Agency budget;budget detail regarding all individual
items of the Count Emergency Management Agency budget;and the proposed level of funding,for all budget items,if the reduction is C7
Y 9 Y 9 9 Y 9 P P 9 9
authorized by the Division. All requests for match reduction shall be submitted no later than forty-five 45 days after the county
budget has been approved or by the first quarter by the governing body of the jurisdiction,or the opportunity to request shall be
waived.
REQUIRED CERTIFICATION BY AUTHORIZED REPESENTATIVE
I, ,certify that the above match requirements have been
met in accordance with the 2020-2021 EMPA Agreement and Rule 27P-19,Florida Administrative
Code. CL
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I, ,certify that__________
(RECIPIENT's COUNTY),will not meet the match requirement. Attached is the request for waiver.
CD
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PRINTED NAME: CD
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TITLE: >_
DATE:
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ATTACHMENT I-REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT-EMPA 0)
DIVISION FORM 4-STAFFING DETAIL
COUNTY EMERGENCY:MANAGEMENT AGENCY 0)
ANTICIPATED SALARIES&BENEFITS
SUB-RECIPIENT:s FL COUNTY '.POINT OF.CONTACT Jane Doe,Planner I PHONE/EMAIL:: 128-123-1234 (B
EMPLOYEE INFORMATION LOCAL STATE AND FEDERAL
Employee Name,Position Ttie& Approx.#of Annual % % % $ % $'
Area of Responsibility Hrs.per week Total Salaries County Other EMPA EMPA EMPG EMPG HMGP Other Total
# (Preparednesg Response_Recovery General Planning State or
Mdigation&Finance Devoted to EM &Benefits$ Fund Local Base Grant Base Grant Base Grant Base Grant Grant Federal All
activites by Position (Local) Funds State (State)'. (Federal) (Federal)
(state) ) ) (State) Funds Funds' �
[11 [2] [3] [4] [5] [6] [7] : 181 191 1101 [11] [12]
1 Ex.Jane Doe,Director,ALL 40 $ 60,000.00 50% $30,000.00'. 50% $30,000 00 100% W
2 $ $0.00 0%
3 $ $0 00 0% Cy
4 $ $0.00 0
N
5 $ $000 0%
6 $ $0.00 0
7 $ $0 00 0
8 $ $0.00 0% i
9 $ $0 00 0
10 $ $000 0%
11 $ $0.00 0%
12 $ $0.00 0%
13 $ $0.00 0
14 $ $000 0% a)
15 $ $000 0%
16 $ $0.00 0
17 $ $000 0%
18 $ $0.00 0
19 $ $0.00 0% r
20 $ $0.00 0% S: r
TOTAL $30,000.00.' $30,000.00
DIRECTIONS: 1
1. In Column#1,list the name,position title and area of responsibility(s)for all Emergency Management staff,regardless if paid through grant funding.
2. In Column#2,enter the amount of anticipated hours worked per week for grant related activities for each EM position.
3. In Column#3,list total anticipated annual amount of Salaries and Benefits to be paid for each EM position. O
4. In Columns#4-11,provide the funding distribution(%or$)in each applicable column.
5. Column#12 calculates the sum of percentages entered in Columns 4-11 and must equal 100%of the anticipated annual salaries and benefits per EM position. 0;
6. Please provide to the Division updates or revisions to this form throughout the period of the agreement,as necessary.
7. This form is to be submitted to the Division along with the 1st Quarter submission,or by November 15,2020,whichever occurs first.
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ATTACHMENT I-REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT r-
2020-2021 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT-EMPA 0)
DIVISION FORM 5-CLOSE-OUT REPORT E
CD
cu
DIVISION FORM 5-CLOSEOUT REPORT shall be completed and submitted to the Division no later than sixty(60)days after the
termination date of the agreement. The 2020-2021 period of agreement ends on June 30,2021. DIVISION Form 5 is due by August 30,
2021.
U
RECIPIENT: AGREEMENT#:
CD
POINT OF CONTACT: EMPA AWARD AMOUNT:
PHONE/EMAIL: UNCLAIMED BALANCE: LU
REIMBURSEMENTS RECEIVED BY THE RECIPIENT
EXAMPLE (Include any advanced funds and final requested payment) CV
va
ALLOCATION CATEGORIES ALLOCATIONS DATE AMOUNT C44
1.PLANNING $ - $ LU
-
2.ORGANIZATION
3.TRAINING
4.EXERCISE 0
6.EQUIPMENT
6.MANAGEMENT AND ADMIN.
O
$ - '$ -
O
AWARD AMOUNT: $
(LESS ADVANCED FUNDS) r
r
(LESS REIMBURSEMENTS)
UNCLAIMED BALANCE OF AWARD $
In accordance with Rule 27P-19 011,Florida Administrative Code,base grants shall be matched at an amount either equal to the average of the previous three 0
years level of county general revenue funding of the County Emergency Management Agency or the level of funding for the County Emergency Management
Agency for the last fiscal year,whichever:is lower. Required with this form,the county needs to provide a copy of the current EM local budget(general revenue)
and general ledger expenditure report as of 6/30/2021.- 0.
2019 2020 AVERAGE OF 2020 2021 EM LOCAL O
RECIPIENT 202p-2D21 LOCAL 201E-2019 LOCAL 2017-2018LOCAL PREVIOUS 'GENERALREVENUE
LOCAL 3 YEARS EXPENDITURES
Exmple:FL County LLj
SIGNATURE REQUIRED LLj
LLj
By signing this report,I certify to the best of my knowledge and belief that the report is hue,complete,accurate and the expenditures,disbursements
and cash receipts are for the purposes and objectives set forth in the conditions of the 2020-2021 EMPA agreement.
SIGNATURE AND DATE:
AUTHORIZED REPRESENTATIVE CIL
PRINTED NAME AND TITLE:
LU
3I—
Refund and/or final interest checks are due no later than ninety(90)days after the expiration of the agreement. Please submit thisform and (V
supporting documentation to: Florida Division of Emergency Management,2555 Shumard Oak Blvd.,Tallahassee,FL 32399,Attn:(Division Grant CD
Manager)
-BELOW TO BE:COMPLETED.BY DIVISION N
N
SIGNATURE AND DATE:
DIVISION GRANT MANAGERUL
SIGNATURE AND DATE:
DIVISION PROGRAMMATIC REVIEWER
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ATTACHMENT I-REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEIVENT
2020-2021 EMERGENCY MANAGEMENT PERFORMANCE GRANT-EMPA BASE GRANT
DIVISION FORM 6-.TIME AND.EFFORT
This form is required to accompany reimbursement claims for salaries charged to the grant.
EM EMPLOYEE NAIVE: QUARTERLY REPORTING PERIOD: October 1-December 31
PERIOD DATES: TO CLAIM#:
Ex 10/0112020-10/14/2021 Week Week �d9
CATEGORY ('
ALLOCATION CATEGORY S S M T W T F Total S S M T W T F at TOTALS:
1 PLANNING 0 0 0
2 ORGANIZATION 0 0 0
3 TRAINING 0 0 0
4 EXERCISE 0 0 0
5 EQUIPMENT :.0 0 0 wr
6 MGMT&ADMIN 0 0 0
DAILY:TOTALS :::0 0: 0 0 0 0 0 0 0 0 ::0: 0 0 0 (V
PERIODONETOTALI 0 : 1 PERIOD TWO TOTALI 0 0 1
N
1 10115120-10130124 Week 3 Week 4 CATEGORY to
ALLOCATION CATEGORY S S M T W T F Total S S M T W T F Total - TOTALS
1 PLANNING 0 0 0
2 ORGANIZATION 0 0 0
3 TRAINING 0 0 0
4 EXERCISE 0 0 0
5 EQUIPMENT 0 0 0
6 MGMT&ADMIN 0 0 0 L.
DAILY TOTALS :::0 0: 0 0 0 0 0 0 0 0 ::0: 0 0 :::0
PERIODONETOTALI 0 1 PERIOD TWO TOTALI 0 0
Week Week CATEGORY
ALLOCATION CATEGORY S S M T W T F Total S S M T W T F Total TOTALS
1 PLANNING 0 0 0
2 ORGANIZATION 0 0 0
3 TRAINING 0 0 0
4 EXERCISE 0 0 0 1
5 EQUIPMENT 0 0 0
6 MGMT&ADMIN 0 0 0
DAILY:TOTALS :::0 0: 0 0 :::0 0 0 0 0 :: 0 ::0: 0 0 :::0
PERIODONETOTALI 0 : PERIOD TWO TOTAL 0 0
Week T Week 8
CATEGORY
ALLOCATION CATEGORY S S M T W T F Total S S M T W T F Total TOTALS
1 PLANNING 0 0 0 ®y
2 ORGANIZATION 0 0 0 W
3 TRAINING 0 0 0
4 EXERCISE 0 0 0
5 EQUIPMENT 0 0 0
6 MGMT 8 ADMIN 0 0 0
DAILY:TOTALS 0 0: 0 0 0 0 0 0 0 0 0: 0 0 0
PERIODONETOTALI 0 : 1 PERIOD TWO TOTALI 0 0
Week 9 Week 10
CATEGORY LU
ALLOCATION CATEGORY S S M T W T F Total S S M T W T F Total TOTALS
1 PLANNING 0 0 0 LU
2 ORGANIZATION 0 0 0 LU
3 TRAINING 0 0 0
4 EXERCISE :.0 0 0
5 EQUIPMENT :.0 0 0
6 MGMT S ADMIN 0 0 0 CL
DAILY:TOTALS 0 0 0 0 0 0 0 0 0 0 0 0 0 0
PERIODONETOTALI 0 1 PERIOD TWO TOTALI 0 0
LU
Week 11 Week 12
CATEGORY ' T—
ALLOCATION CATEGORY S S M T W T F Total S S M T W T F Total TOTALS IN
1 PLANNING 0 0 0
2 ORGANIZATION 0 0 0
3 TRAINING 0 0 0 N
4 EXERCISE 0 0 0 N
5 EQUIPMENT 0 0 0
6 MGMT&ADMIN 0 0 0
DAILY:TOTALS :::0 ::0: 0 0 :::0 0 0 0 0 0 ::0: 0 0 :::0
PERIOD ONE TOTAL :0 :: PERIOD TWO TOTALI 0 1 0
By signing fits report,I certify to the best of my k nowledge and belief that the report is true,complete,accurate and the expenr6tures,r6sbursemems and cash recegxs are for the purposes and obpctives set
forth in the cond ions of the 2020-2021 EMPA agreement.
Employee Signature: Date: Supervisor Signature: Date:
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