Item C24
BOARD OF COUNTY COMNllSSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 081\ 9/09
Division:
Public Works
Bulk Item: Yes ~
No
Department:
Solid Waste Management
Staff Contact: Rosa Washing!onJ292-4431
AGENDA ITEM WORDING: Approval ora Resolution and acceptance of the 7"' year ConsoJidaled
Small Count~y Solid Waste Management Grant Agreement.
ITEM BACKGROUND: for the 71b year, the Department of Environmental Protection is offering a
Consolidated Small County Solid Waste Management Grant.
PREVIOUS RELEVANT BOCC ACTION: Approval of seven previous years' applications and
grant agreements; approval of the current gum! application on 6/\7/2009.
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDA nONS: Approval
TOTAL COST:
N/A
BUDGETED: Yes l No
COST TO COUNTY:
N/A
SOURCE OF FUNDS: Department of Environmental
Protection
REVENUE PRODUCING: Yes ~ No
AMOilllr'T PER YEAR: $78.787.00
APPROVED BY: County Atty.
'<Y
OM B/Purchasing Yes
Risk Management ~~__~
DOCUMENTATION:
Included ~
Not Required_
DISPOSITION:
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
Contract with: Florida Department of
Environmental Protection
Contract Purpose/Description:_
CONTRACT SUMMARY
Contract #_
Effective Date: 1 % 1/09
Expiration Date:09/30/1 0
Contract Manager: Rosa Washin!tton
(Name)
4432
(Ext.)
Public Works /#1
(Department) / Courier Stop
for BOCC meeting on 8/19/09
Agenda Deadline: 8/4/09
CONTRACT ~ t~t ~ c'l\,L( S-
Total Dollar Value of Contract: $78.787.00 Current Year Portion: $_
Budgeted? Yes 0 No 0 Account Codes: 414-41003-530490-GRIO03-530340
Grant: $ 78, 78 7.00 -
County Match: $ Q _-_
- - - -
-----
ADDITIONAL COSTS
Estimated Ongoing Costs: $lliA.yr For: N/A
(Not included in dollar value above) (e., maiur.enaoce, utilities, 'anilOrial. salaries, etc.)
CONTRACT REVIEW
County Attorney
Changes
D,ate In Needed
</ S/C"1 YesD NoG1'
YesDNoD
YesD NoD
YesD No!!]
. rcewer
b.etl\..- /; jc-
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Date Out
)Jjl; <1
Division Director
Risk Mana~ement
o.M.B.J{r~asing
_ ~5{c)C1
Christine Limbert-Barrows
~09
Comments
SOLID WASTE MANAGEMENT
RESOLUTION NO. - 2009
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF
MONROE COUNTY FLORIDA., AUTHORIZING THE EXECU-
TION OF A GRANT AGREEMENT WITH THE FLORIDA
DEPARTMENT OF ENVIRONMENTAL PROTECTION (DEP)
FOR THE ACCEPTANCE OF THE CONSOLIDATED SMALL
COUNTY SOLID WASTE MANAGEMENT GRANT FOR
FISCAL YEAR 2009/2010.
WHEREAS, by Resolution No. 176-2009, the Monroe County Board of Commissioners
Authorized the submission of a grant application to the Florida Department of
Environmental Protection for consolidated Small County Solid Waste Management
Grant funds; and
WHEREAS, the Florida Department of Environmental Protection bas awarded
Monroe County a Small County Solid Waste Grant, in the amount of $78, 787; and
WHEREAS, the Florida Department of Environmental Protection has issued
Grant Agreement 023SC as part of the grant awards; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA., that:
I. The Grant is hereby accepted and the Mayor is authorized to execute tbe
Grant contract.
2. This resolution wiil become effective immediately upon adoption by the
Commission and execution by the Mayor and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe
County, Florida, at a meeting of said Board held on 19th day of August AD 2009.
Mayor George Neugent
Mayor Pro Tem Sylvia Murphy
Commissioner Kim Wigington
Commissioner Heather Carruthers
Commissioner Mario Di Gennaro
(SEAL)
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Attest :
Mayor/Chairman
Danny L. KoLhage, Clerk
MONROE COUNTY ATTORNEY
/lj~P~OV~ AS TO FORM:
L . JAft,o &~uI:f-J2YJlUt,.,~
CHRISTINE M. LIMBERT-BARROWS
ASSISTMgf,oYNTY ATTORNEY
Date ~ lJq
/ I
Florida Department of
Environmental Protection
Bob Martinez Center
2600 Blair Slone Road
Tallahassee. Florida 32399-2400
2009-2010 SMALL COUNTY CONSOLIDATED GRANT AGREEMENT
FOR STATE ASSISTANCE UNDER SECTION 403.7095(3), FLORIDA STATUTES
PART I . GRANT NOTIFICATION INFORMATION
1.
Granl Agreement Number: 023SC
2. Date of Award: August 1. 2009
3. Grant Title SMALL COUNTY CONSOLIDATED GRANT
4. Grant Period. October 1, 2009 or Execution (whichever is later) - September 30, 2010
5. Grant Amount: $ 78,787
6. CSFA # and Project Name 37 .Q121Small County Consolidated Grants
7. Grantee{s): MONROE COUNTY
Address: 1100 Simonton Street, #2-231
Key West, FL 33040
8. Grantee Fiscal Year End: September 30, 2009
9 Federal Employer Identification Number: 596000749
10. Grantee's Authorized Representative:
Name: George Neugent
Tille: Mayor
Phone: 305-292-4432
11. Grantee's Contact:
Name:
TiUe:
Address:
Phone
Rosa S. Washington
Sr. Administrator
1100 Simonton Street, #2-231, Key West, FL 33040
305-292-4432
Any changes to the contact information shown above must be reduced to wriling in the form of a
Change Order to this Agreement.
12. Total county population from official April 1 , 2008 population estimates: 76,081
13. Issuing Office:
Mr. Bobby Adams, Grant Manager
Florida Department of Environmental Protection
Bureau of Solid and Hazardous Waste
2600 Blair Stone Road
Tallahassee, FL 32399-2400
DEP Agreement No. 023SC. Page 1 of8
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PART 11- GRANT CONDITIONS
GENERAL CONDITIONS:
As consideration for lhe services rendered by the Grantee under the terms of this Agreement, the
Department shall pay the Grantee on a cosl reimbursement basis in an amount not to exceed
$78,787 toward the project described in Attachment A, Grant Application, for direct costs only.
The Grantee shall not be eligible for reimbursement for work performed prior to the date of
execution or October 1, 2009 (whichever is later) or after September 30,2010.
2.
A
The Grantee, using Attachment B, Reimbursement Request Form, shall elect to
suomit reimbursement requests on either a monthly or quarterly basis. The Grantee shall
notify the Departmenl's Grant Manager in writing of their choice no later than November
1, 2009. The Grantee shall submit a final invoice to the Department no later than
Oclober 31. 2010, to assure the availability of funds for final payment. The method
chosen shall be followed for the entire grant period. An original of the Reimbursement
Request Form, with summaries and appropriate contracts attached, shall be due on the
last day of the monlh following the end of the reporting period (monthly or quarterly).
Reimbursement Request Forms must be signed by the designated authorized
representative. This should be the same person who Signed the Grant Agreement. If
there is a change in the authorized representative during the Grant period, the
Departmenl must be notified of the new representative by resolution or minutes of a
commission meeting.
B. As an attachment to the Reimbursement Request Form. the Grantee must provide from
its accounting system a listing of expenditures made under this Agreement. The listing
shall include. at a minimum, a description of the goods or services purchased, date of the
transaction (check date), voucher number (if available), check number, amount paid, and
vendor name. The Grantee shall comply with the minimum requirements set forth in
Attachment C, Contract Payment Requirements. Authorized travel expenses are
included in the amount of this Grant and no additional travel expenses above those
included in the allowable items described in paragraph 4 will be aulhorized. My requests
for reimbursement of authorized travel expenses must be submitted in accordance with
Section 112.061, Florida Statutes
C. The Grantee shall submit Attachmenl B, Reimbursement Request Form, in conjunction
wfth progress reports. The Grantee shall utilize Attachment D, Progress Report Form,
10 clearly describe what the expenditures were used for and how such expenditures
relate to one of tl1e allowable items described in paragraph 4 below. To the extent that
lhe expenditures are used for a specific project, the progress report should also include a
description of problems encountered, problem resolutions, a financial summary of the
project. and any schedule updates.
3. In addition to the requirements in lhe paragraph above, the Department will periodically request
proof of a lransaction (invoice, payroll register, etc.) to evaluate the appropriateness of cosls to
the Grant Agreement pursuant to State and Federal guidelines (including cost allocation
guidelines), as appropriate. This information, when requested, must be provided within thirty (30)
caleMar days of such request. The Grantee may also be required to submit a cost allocalion
plan to the Department in support of its multipliers for fringe benefits. All bills for amounts due
under this Grant Agreement shall be submitted in detail sufficient for a proper pre-audit and post-
audit thereof. State guidelines for allowable costs can be found In the Department of Financial
Services' Reference Guide for State Expenditures at
http://www.fldfscom/aadir/reference%5Fouide.
DEP Agreement No. 023SC, Page 2 of 8
4. Expenditures shall be limited to the following items. as specified in Rule 62-716.510, Florida
Administrative Code, in accordance with Section 403.7095(3), Florida Statutes:
Allowable costs for reimbursemenl under this Agreement, include:
A. Annual solid waste management program operating costs (may include waste tire and
liNer control and prevention);
B. Purchasing or repairing solid waste scales;
C Planning;
D. Construction and maintenance of solid waste facili1ies; and
E Recycling and education programs, which may inClude solid waste management
education for employees or the public and recycling demonstration projects.
Unallowable costs for reimbursement under this Agreement inclUde:
A. Cell phone expenditures;
8. Indirect, overhead or administrative costs; and
C. Promotional items such as T-shirts and other items promoting the program as authorized In
403.705(2)(g) and 403.706(c)2; and
D. Vehicles. unless authorized by this Agreement or an executed amendment to this Agreement.
5. The Grantee shall maintain books, records and documents directly pertinent to performance
under this Agreement in accordance with generally accepted accounting principles consistently
applied. The Department, the State. or their authorized representatives shall have access to
such records for audit purposes duing the term of this Agreement and for five (5) years following
Agreement completion. The Grantee agrees that it will expeditiously initiate and complete the
program work for which assistance has been awarded under this Grant Agreement in accordance
with all applicable provisions of Florida Statutes and the Florida Administrative Code. In the
event any work is subcontracted. the Grantee shall similarly require each subcontractor to
maintain and allow access to such records for audit purposes.
6.
A
In addition to the requirements of the preceding paragraph, the Grantee shall comply with
the applicable provisions contained in Attachment E (Special Audit Requirements),
attached hereto and made a part hereof. Exhibit 1 to Attachment E summarizes the
funding sources supporting the Agreement fOf purposes of assisting the Grantee in
complying with the requirements of Attachment E. A revised copy of Exhibit 1 must be
provided to the Grantee for each amendment which authorizes a funding increase or
decrease. If the Grantee fails to receive a revised copy of Exhibit 1. the Grantee shall
notify the Department's Grants Manager to request a copy of the updated information.
DEP Agreement No. 023SC, Page 3 of 8
8. The Grantee is hereby advised that the Federal and/or Florida Single Audit Act
Requirements may further apply to lower tier transactions that may be a result of this
Agreement. The Grantee shall consider the type of financial assistance (federal and/or
state) identified in Attachment E, Exhibit 1 when making its determination. For federal
financial assistance, the Grantee shall utilize the guidance provided under OM8 Circular
A-133, Subpart 8, Seclion.210 for determining whether the relationship represents that of
a subreclpient or vendor. For state financial assistance, the Grantee shall utilize the form
entitled "Checklist for Nonstate Organizations RecipientlSubrecipient vs Vendor
Determination" (form number DFS-A2-NS) that can be found under the "links/Forms"
section appearing at the following website:
https://apPs.fidfs.com/fsaa
The Grantee should confer with ils chief financial officer, audit director or contact the
Department for assistance with questions pertaining to the applicability of these
req uirements.
C. In addition, the Grantee agrees to complete and submit the Certification of
Applicability to Single AudIt Act Reporting, Attachment F, attached hereto and made
a part hereof, within four (4) months following the end of the Grantee's fiscal year.
Attachment F should be submitted to the Department's Grants Development and Review
Manager at 3900 Commonwealth Boulevard. Mait Station 93, Tallahassee, Florida
32399-3000. The Grants Development and Review Manager is available to answer any
questions at (850) 245-2361.
7.
A.
The Department has the right to terminate a Grant award and demand refund of Grant
funds for non-compliance with Ihe terms of the award, Section 403.7095, Florida
Statutes, or the Solid Waste Grants Program Rule, Chapter 62-716, Florida
Administrative Code. Such action may also result in the Department declaring the local
government ineligible for further partiCipation in the program until the local government
complies with the terms of the Grant award. Prior to termination. the Department shall
provide thirty (30) calendar days written notice of its intent to terminate and shall provide
the Grantee an opportunity to consult with the Department regarding the reason(s) for
termination
B. The Department may terminate this Agreement for convenience by providing the Grantee
with thirty (30) calendar days written notice.
8. The Grantee shall obtain all necessary construction-related permits before initiating construction.
9, The State of Florida's performance and obligation to pay under this Grant Agreement is
contingenl upon an annual appropriation by the Legislature.
10, This Agreement may be unilaterally canceled by the Department for refusal by the Grantee to
allow public access to al/ documents, papers, letters, or other material made or received by the
Grantee in conjunction with this Agreement, unless the records are exempt from Section 24(a) of
Article I of the State Constitution and Section 119.07(1)(a), Florida Statutes.
11. Pursuant to Section 216.347, Florida Statutes, the Grantee is prohibited from using Grant funds
for the purpose of lobbying the Legislature, the judicial branch, or a State Agency.
12. To the ex1ent required by law, the Grantee will be self-insured against, or will secure and maintain
during the life of this Grant Agreement, Workers' Compensation Insurance for all of its employees
connected with the work of this project and. in case any work is subcontracted, the Grantee shall
require the subcontractor similarly to provide Workers' Compensation Insurance for all of the
latter's employees unless such employees are covered by (he protection afforded by the Grantee.
DEP Agreement No. 023SC, Page 4 of8
Such self-insurance program or insurance coverage shall comply fully with the Florida Workers'
Compensation law. In case any class of employees engaged in hazardous work under this Grant
Agreement is not protected under Workers' Compensation statutes, the Grantee shall provide,
and cause each subcontractor to provide, adequate insurance satisfactory 10 the Department, for
the protection of his employees not otherwise protected.
13. For Agreements with State of Florida governmental entities that are not self.insured, the
following provisIon may be used.
The Grantee, as an independent contractor and not an agent, representative, or employee of the
Department, agrees to carry adequate liability and other appropriate forms of insurance. The
Department shall have no liaoility except as specifically provided in this Agreement.
OR
The following language may replace the language above for contracts with Florida
governmental entities that are self-insured: (make sure you have something in writing
from the Chief FInancial Officer confirming they are self-insured)
The Grantee warrants and represents that it is self-funded for liability insurance, appropriate and
allowable under Florida law, and that such self-insurance offers protection applicable to the
Grantee's officers, employees, servants and agents while acting within the scope of their
employment with the Grantee.
14. Each party hereto agrees that it shall be solely responsible for the negligent or wrongful acts of its
employees and agents. However, nothing contained herein shall constitute a waiver by either
party of Its sovereign immunity or the provisions of Section 768.28, Florida Statutes.
15. The Grantee covenants that it presenUy has no interest and shall not acquire any interest, which
would conflict in any manner or degree with the performance of services required.
16. IF THE GRANTEE IS PURCHASING EQUIPMENT, THE FOLLOWING LANGUAGE IS TO BE
USED:
Upon satisfactory completion of this Grant Agreement, the Grantee may retain ownership of the
equipment purchased under this Grant Agreement. However, the Grantee shall complete and
sign a Property Reporting Form, provided as Attachment G, and forward it along with the
appropriate invoice to the Department's Grant Manager. The following terms shall apply:
A. The Grantee shall have use of the equipment for the authorized purposes of the
contractual arrangement as long as the required work is being performed.
B. The Grantee is responsible for the implementation of adequate maintenance procedures
to keep the equipment in good operating condition.
C. The Grantee is responsible for any loss, damage, or theft of. and any loss, damage or
injury caused by the use of, non-expendable personal property or equipment purchased
with state funds and held in his posseSsion fQr use in a contractual arrangement with the
Department.
IF THE GRANTEE IS PURCHASING A VEHICLE, THE FOllOWING LANGUAGE SHOULD
BE USED: (IF NOT KNOWN UNTIL AFTER EXECUTION OF AGREEMENT THIS LANGUAGE
SHOULD BE BROUGHT IN WITH AN AMENDMENT TO THE AGREEMENT.)
A. The Grantee is authorized to purchase a vehicle necessary to complete the work
under this Agreement, the cost of which shall not exceed a total of $_, for use in
performing the services described in Attachment A. The Grantee must obtain written
approval, in advance, of the purchase, identifying the vehicle type proposed for
purchase and shall produce at least two (2) written quotes for comparable vehicles
DEP Agreement No. 023SC. Page 5 of8
prior to the vehicle purchases being aulhorized by the Department or shall purchase
\he vehicles utilizing the Grantee's procurement procedures.
S, Upon satisfactory completion of this Agreement. the Grantee may retain ownership of
the non-expendable personal property or equipment purchased under this Agreement.
However, the Grantee Shall complete and sign a Property Reporting Form. DEP 55-
212, provided as Attachment G, and forward it along with the appropriate Payment
Request Form, to Ihe Department's Grant Manager, The following terms shall apply:
C. The Grantee shall have use of the non-expendable personal property or equipment for
the aulhorized purposes of thiS Agreement as long as the required work is being
periormed.
D. The Grantee is responsible for the implementation of adequate maintenance
procedures to keep the non-expendable personal property or equipment in good
operating condition.
E. The Grantee shall have title to and use of the vehicle, by its authorized employees
only, for the au\horized }>urposes of this Agreement as long as the required work is
being satisfactorily periormed. In the event that this Agreement is terminated for any
reason, or the use of the vehicle is no longer needed, title of the vehicle shall be
transferred to the Department.
F. The Grantee is responsible for the implementation of manufacturer required
maintenance procedures to keep the vehicle in good operating condition.
G. The Grantee shall secure and maintain comprehensive collision and general
automobile liability coverage for the vehicle during the term of this Agreement. The
Grantee is responsible for any applicable deductibles.
H. The Grantee is responsible for any loss, damage, or theft of, and any loss, damage. or
injury caused by Ihe use of, non.expendable personal property or equipment
purchased with state funds and held in his possession for use in this Agreement with
the Department.
The Grantee is responsible for Ihe purchase of. and shall maintain a current State of
Flonda tag and registration for all vehicles purchased under \his Agreement.
17.
The Grantee may subcontract work under this Agreement with Ihe prior written consent of
the Department's Grant Manager. The Grantee agrees to be responsible for the
fulfillment of all work elements included in any subcontract and agrees to be responsible
for the payment of all monies due under any subcontract. It is understood and agreed by
the Grantee that the Department shall not be liable to any subcontractor for any
expenses or liabilities incurred under Ihe subcontract and Ihatlhe Grantee shall be solely
liable to Ihe subcontractor for all expenses and liabilities incurred under \he sub~ntract.
B. The Department of Environmental Protection supports diversity in its procurement
program and requests that all subcontracting opportunities afforded by this Agreement
embrace diversity enthusiastically. The award of subcontracts should reflect the full
diversity of the citizens of the State of Florida. A list af minorITy owned firms that could be
offered subcontracting opportunities may be obtained by contacting the Office of Supplier
Diversity at (850) 487-0915.
A.
18.
A
No person, on the grounds of race, creed. color, national origin, age, sex, or disability.
shall be excluded from participation in; be denied the proceedS or benefits of: or be
otherwise subjected ta discrimination in performance of this Agreement.
DEP Agreement No. 023SC, Page 6 of 8
8. An entity or affiliate who has been placed on the discriminatory vendor list may not
submit a bid on a contract to provide goods or services to a public entity, may not submit
a bid on a contract with a pUblic entity for the construction or repair of a public building or
public work, may not submit bids on leases of real property to a public entity, may not
award or perform work as a contractor, supplier. subcontractor, or consultant under
contract with any public entity, and may not transact business with any publiC entity. The
Florida Department of Management Services is responsible for maintaining the
discriminatory vendor list and intends to post Ihe lisl on its website. Questions regarding
the discriminatory vendor list may be directed to the Florida Department of Management
Services, Office of Supplier Diversity, at (8S0} 487-0915.
19. A person or affiliate who has been placed on Ihe convicted vendor list foltowlng a conviction for a
public entity crime may not pertorm work as a Grantee. contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public
entity in excess of the threShOld amount provided in Section 287.017. Florida Statutes, for
Category Two, for a period of 36 months from the date of being placed on the convicted vendor
list.
20. The Grantee shall comply with all applicable federal, state and local rules and regulations in
conducting the project funded under this Agreement. The Grantee acknowledges that this
requirement includes compliance with all applicable federal, state and local health and safety
rules and regulations. The Grantee further agrees to include this provision in all subcontracts
Issued as a result of this Grant Agreement
21. The Department may at any time, by written order designated to be a change order, make any
change in the contact information identified in Section I of this Agreement. All change orders are
subject to the mutual agreement of both parties as evidenced in writing. Any change. which
causes an increase or decrease in the Grantee's cost or time, shall require formal amendment to
this Agreement.
22 land acquisition is not allowed under the terms of Ihis Agreement.
23. ThiS Agreement represents the entire Agreement of the parties. Any alterations, variations,
changes, modifications or waivers of provisions of this Agreement shall only be valid when they
have been reduced to writing, duly signed by each of the parties hereto, and attached to the
original of this Agreement, unless otherwise provided herein.
THE REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP Agreement No. 02JSC, Page] of 8
PART III - OFFER AND ACCEPTANCE
The Slate of Florida, acting by and through the Department of Environmental Protection, hereby offers
assistance to the county of MONROE for all allowable costs incurred up to and not exceeding $78,787.
THE STATE OF FLORIDA BY THE DEPARTMENT OF ENVIRONMENTAL PROTECTION:
~~
7/iJftJ
Charles F. Goddard. Chief
Bureau of Solid and Hazardous Waste
Date
Approved as to form and legality:
This form has been pre-approved as to
Form and legality by Chris McGuire,
Senior Assistant General Counsel, on
July 6, 2009 for use for one year.
In accepting this award and any payments made pursuant thereto, (1) the undersigned represents that
Ihey are duly authorized to act on behalf of the recipient county, and (2) the Grantee does hereby agree
10 pertorm in accordance with the terms and conditions set forth in this Agreement, Attachment A, Grant
Application, and all attachments and exhibits named herein which are attached hereto and incorporated
by reference. For purposes of this Agreement. the terms "Contract" and "Agreement" and the terms
"Grantee", "Reciplenr' and "Contractor", are used interchangeably.
BY AND ON BEHALF OF THE DESIGNATED RECIPIENT COUNTY:
Signature of Authorized Representative
George Neugent
Mayor
Date
Please return to:
Department of Environmental Protection
Bureau of Solid and Hazardous Wasle
Solid Waste Section - M.S. # 4555
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
MONROE COUNTY ATTORNEY
~P.RO~DAS TO FORM:
Q ~ II(' ,0#- fYtl1'J"lh l.A
HAISTINE M. LlMBERT.BARROWS
ASSISTtlfT COUNTY ATTORNEY
Dale ~ 1/)9
I
List of attachments/exhibits included as part of this Agreement:
Specify
IYI2L-
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
Letter/
Number
A
B
C
o
E
F
G
Descriotion (include number of oaoes)
Grant Application (1 Paoe)
Reimbursement Reauest Form and Instructions (2 PaQes)
Contract Payment ReQuirements (1 Paae
ProQress Report Form 12 PaQes)
Special Audit Reauirements (5 Paoes)
Certification of Applicability to Sinale Audit Act Reoortina (1 Pace)
Properly ReportinQ Form (1 Paae)
DEP Agreement NQ. 023SC, Page 8 of 8
I
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Florida Department of
Environmental Protection
80b Martinez Cettter
2600 BLair Stone Road
T~lhAA~, Florida 323~-2400
CONSOLIDATID SMALL COUNTY SOLID WASTE MANAG~
GRANT APPUCA lION
Charlie erisl
Governor
Jeff Kottkamp
Lt Governor
-- ------- ----._............--~~---
------ ~---~--- -
Michael W. Sole
Secretary
2. Address of County. _1100 Simonton Street, #2-231, Key West, Fl 33040
ReCEIVED
JUL 0 1 2009
DEP. WASte REDUcnON
OJ-sSC-
L Name of County: _MONROE
3. Federal Employer IdenlificalionNumber: _59-6000-749 .;
4. Name and Title of Contact Person (person handling progr$IIl on a dail y basis):
Name: _ROSA S. W ASHJNGTON
Title: _SR ADMlNlSTRATOR
5. Address of ConIact Person: _1100 Simonton St:reet. #231
Key West, Fl 33040
6. Telephone Number of Contact Person: _ (305) 2924432
7. Population of County
~
7~O&J
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.
8. Purpose for which gre.nl money ia requested (Indicate by ched:marks) : Rule 62--716.510 (1)
_ a Purchasing or repairing solid waste scales
_ e. Maintenance of solid wallte facilities
....lL.- b. Annual solid waste ma:nagement program
operatinil costs (may include waste tire and
lil:ter conlrol and prevention)
_ c. Planning
_ f. Education for employees or public
_ g. Recycling demonstration projects
_ d. Ccnstructi.On of solid waste facilities
9. Name and Title of Authorized Representative:
Name: _GEORGE NEUGENT" ~OMAN GASTESI'" DEBBlB FREDERICK-
Title:~YOR COUNTY ADMlNISTRATOR--DEPUTYCOUNTY ADM!N15TRATOR_
. AS TO THE SIGNING OF THE APPUCA nON AND AGREEMENT .. AS TO THB SIGNING OF PAYMENT REIMBURSEMENT
REQUES1'S
10. This application is due by July 1, of each year.
11. E-Mail Address weshinJrton-rosa@mon:roecounty-fLgov
12 Is your County SeIi-Insared for Liability Insunmce, appropriate and allowable unde:r Florida Law? YES:-2:- NO_
H ycmr CCIU1\ly is sell-insured, we must have a written stateml!llt from your Chief Financial Officer stating this. (Please Attach).
I CERTIFY that I am familiar with the information coruained. in this application, and that to the best of my knowledge and belief such
In.forme.~n Is true, c.ornp~~d aa:;urate. I~ certify that I possess the authority to apply for this jV9I1.l~~ ~ of thi.. 's county.
~~L.c Ol.LA4.,e..(T' ~11'7/09,- _ .::-.' ,
Signature of Authorized Representative I I Date .
S'",W_~~~~"~Rood .. C~;?^"~?I0:
NEY Florida 32399-2400 .B~ --
Page 1 of 1 5/(y).. FYOO/W. EEFlllY Cii$R.l{
2S/0'1'If>r'" P..,/"rfi"" J "'<. Pmr",."
ATTACHMENT B
REIMBURSEMENT REQUEST FORM
Grantee:
Mailing Address;
Grantee's Grant Manager:
Payment Request No.:
DEP Agreement No.:
Date Of Request:
Amount Requested: $
Expenditure
Period:
GRANT EXPENDITURES SU1vfMARY SECTION
EXPEJI,'DITURE
Purcb.sing or Repairing Solid Waste Weigbt
Scales
Annual Solid Waste Management Program
o eratiD Costs
Planning
CQllstruction of Solid Waste Management or
Rec cUn Facilities
Maintenance of Solid Waste Management or
Re clin Facilities
Solid Waste Management Education for
Em 10 ees or tbe Public
Recycling Demonstration Projects
WlI.Ste Tire Costs
[Effecnve Date of Grant through End-{)f.Grant Period
AMOUNT OF TIDS
HE UEST
TOTAL CUMULATIVE
PAYMENTS
s
$
$
$
$
s
s
$
$
$
$
$
Litter Control aod Prevention Projects
TOT AL A.1'10UNT
AGREEMENT AMOUNT
$
$
$
$
s
Less ToW Cumulative Paymenls of:
TOTAL REMAINING IN GRANT
CERTIFICATION
The undersigned certifies that the amount being requested for reimbursement above
was for items that were charged to and utilized only for the above cited grant activities.
Signature of Author2.ed Representative (Not Stamp)
Print Name
Date
DEP Agreement No. SC023, Attacbment at Page 1 of 2
INSTRUCTIONS FOR COM:PLETING
REIMBURSEMEj','T REQUEST FORM
GRA.NTEE: Enrer the llJIme oCthe grantee's agency.
MAILING ADDRESS: Enter the address that you want the scate warrant sent.
DEl' AGREEMENT NO.: This is the number on your grant agreemenl
DATE OF REQUEST: This is the date you are submitting the request.
AMOUNT REQUESTED: This should roatch the amount on the "TOTAL AMOUNT" line for the ",{A10UNT OF THIS
REQUEST" column.
GRAi'I/TEE'S GRANT MANAGER: This should be the person identified as grant manager in the grant Agreement.
PAYMENT REQUEST NO.: This is the number of your payment request, not the quarter nurn')er.
EXPENDITURE PERIOD: This is the beginning and ending date of the period of these eipenditures.
GRANT EXPENDITURES SUMMARY SECTION:
"AMOUNT OF TIDS REOUEST" COLUM:\': Eoter the amount that was paid out during the invoice penod for which
you are requesting reimbursement. Enter the column total on the "TOTAL AMOUNT' line. Enter the amount of the
Agreement on the "AGREEMENT AMOUNT' line. Enter the total cwnulative amount of this request and aU previous
payments on the "LESS TOTAL CUMULATIVE PAYMENTS OP' line. Deduct the "LESS TOTAL CUMULATIVE
PAYMENTS OF' from the "AGREEMENT AMOUNT' for the amount to enter on the "TOTAL REIYfAINfNG [}/ GRANf'
line.
"TOTAL CUMULATIVE PAYMENTS" COLUMN: Enter the cumulative amoUDls that have been cLaimed to date for
reimbursement by budget category. The final request should show the total of all paymentS; first through the final payment
(this amount cannot exceed the approved budget amount for this AgreeIDEnt). Enter the column total on the "TOTALS"
line. Do not enter anything in the shaded areas.
CERTIFICATION: Must be signed by tbe Grantee's Authorized Representative. Tbis shauld be tbe same persao
who signed the Grant Agreement.
A LISTING OF EXPENDITURES, REQUIRED DOCUMENTATION AND A PROGRESS REPORT MUST BE
SUBMITTED ALONG WITH TillS RElMBURSEME7'o'T REQUEST, AS REQUIRED IN SECTION 0,
PARAGRAPH 2 OF TIDS GRANT AGREEMENT.
DEP Agreement No. SC023, Attachment B, Page 2 or 2
ATTACHMENT C
Contract Payment Requirements
Florida Departmeot of Financial Services, Reference Guide for State Expenditures
Cost Reimbursemelll ContrfUfS
Iuvoices for cosc reunburseroem conb:acts must be supporred by an ilemized listing of expendltures by category
(salary, b:avel, expenses, etc.) Supporting dc<:umentation must be provided for each amount for wlllch
reimbursement is being claimed indicating that the item has been paid. Check numbers may be provided in lieu of
copies of actual checks. Each piece of documentation should clearly reflect the dates of service. Only expenditures
for categories in the approved conttact budget should be reimbursed.
(l) Salaries:
Listed below are examples of the types of documentation representing the mininwm requirements:
(2) Fringe Benefits:
(3) Travel:
(4) Other direct costs:
(5) l:n-bouse chMges:
(6) IudJrect costs:
A payroll register or slmilar documentation should be submined The payroll regisler
should show gross salary charges, fringe benefits, other deducnons and net pay. If an
individual for whom reunbursement is being claimed is paid by the hour, a documenl
refle<:;ting the hours worked times the rate of pay win be acceptable.
Fringe Benefits should be supported by invoices sbowing the amount paid 00 behalf of
the employee (e.g. insurance prem.illlIlS paid). If the conb:act specifically stales that
fringe benefits will be based on a specified percentage rarner than the actual cost of Dioge
benefits, then the calculation for the fringe benefits amount must be shown.
Exception: Governmental enttl1es are nOI required to provide cbeck numbers or copies
of checks for fringe benefits.
Reimbursement for travellDlJ.St be in accordance with Section 112.061, Florida Statutes,
which includes subDllSsioo of the claim on the approved State travel voucher or
eleceronic means.
ReirnbllISement ",,~II be made based on paid invoiceslreceipts. Ifoonexpendable property
is pW'Chased using State funds, the contracl sbould include a provision for the transfer of
the property to the State wheo services are tenninated. Documentation must be provided
to show compliance with Depanment of Management Services Rule 60A-l.OI 7, Florida
Administrative Code, regarding the requirements for cootracts whiCh include se(Vlces and
thaI provide for the conb:actor to purchase taDglble personal properry as defined in
Section 273.02, Florida Starutes, fOT subsequent transfer to the State.
Charges which may be of an inlernal narure (e.g., postage, copies, etc.) may be
reimbursed on a usage log which shows the units times the rate being charged. The rates
must be reasonable.
If the contract specifies that indirect costs will be paid based on a specified rate, then the
c;;lcuJation sbould be showIl_
Contracts between state agencies, and or contracts between universities may submit alternative documentation to
substantiate the reimbursement request that may be in the form of FLAIR reports or other detailed reportS.
The Florida Department of Financial Services, online Reference Guide for State Expenditures can be found at this
web address: htto://www.Odfs.comlaadir/reference guide.hnn
DEP 55-219 (65/2608)
DEP Agreement No. SC023, Attacbment C, Page 1 of 1
ATTACHMENT D
PROGRESS REPORT FORi"I
DEP Agreement No.: #####
Grantee Name:
Grantee Address:
Grantee's Grant Manaeer: I Telephone No.: I
Repomne Period: ,
Provide a description of what expenditures were used for and how such expenditures relate
to one of the allowable items described in the Grant Agreement.
I
I
l
If expenditu.res were used for a specific project, include how the expenditures relate to the
I specific project, a description of any problems encountered and problem resolutions.
DEP Agreement No. SC023, Attachment D, Page 1 of2
Identify below, and attach copies of, any relevant work products being submitted for the.
project for this reporting period (e.g., photographs of equipment purchased or work
i accomplished, etc.)
I
I
I
I
. Provide actual costs to date:
Amount of Amount of
Expenditures Expenditures
PrioJ to this for this Total of Amount of
Expenditure Reporting Reporting Expenditures to
CategorY Period Period Date
Purchasing or Repairing Solid
Waste Weight Scales
Annual Solid Waste Management
Program Operating Costs
! (includes waste tire and litter
control and prevention)
Planning
Construction of Solid Waste I
Management or Recycling
Facilities
Maintenance of Solid Waste
Management or Recycling
Facilities
Solid Waste Management
Education for Employees or the I
i
Public !
Recycling Demonstration Projects I
Tbis report is submitted in accordance with the reporting requirements ofDEP Agreement No.
SCXXX and accurately reflects the activities and costs associated with the subject project.
Signature of Grantee's Grant Manager
Date
DEP Agreement No. SC023, Attachment D, Page 2 of 2
ATTACHMENT E
SPECIAL AUDIT REQUIREMENTS
The administration ofresoU!ces awarded by the Depanmenl of Euvironmental Protection (which may be referred 10
os the "Depanmenl", "DE?". "FDEP" or "Granlor", or othr:r name in Ihe contract/agreement) to the recipient
(which may be referred to os Ihe "Contractor", Grantee" or a/her name in the conuactJagreement) may be subject
to audits md/oT monitoring by the Departmenr of Environmental Protection, as descnoed in this attachment.
MONITORTh'G
In addition 10 re\-iews of audits conducted in accordance with OMB Circular A-B3 and Section 215.9-7, F.S., as
revised (see "AUDITS" below), monitoring procedures may include, but not be Iimieed to, on-sile visits by
Department stafi; limited scope auditS as defined by OMB Circ\llar A- 133, as revised., and/or other procedures. By
entering into this Agreemenr, the recipient agrees to comply md cooperate with any monitoring
procedures/processes deemed. appropriate by the Department of Environmental Protection. ill the event the
Department of Environmental Protection dererrmnes that a limited scope audit of the recipient is appropriate, the
recipIent agrees to comply w1th my additional instructions provided by the Department to the recipient regarding
such audit The recipient further agrees to comply and cooperate with any inspections, reviews, investigations, Or
au.dits deemed necessary by the Chief Financial Officer or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
Th.is part is applicable if the recipient is a State or locaL government or a non-profit organization as defined in OMB
Circular A-133, as revise<L
1, Iu the evene that the recipient expends $500,000 Or more in Federal awards in its fucal year, the recipient
must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular
A-133, as re.,-ised. EXHIBIT 1 to this Agreement indicates Pederal funds awarded through the Department
of Environmental Protection by this Agreement. In determining the Federal awards expended in its fiscal
year, the recipienr shall consider all sources of Federal awards, including Federal resources received from
the Department of Environmental Protection. The determination of amounts of Federal awards expended
should be in accordance w1th the guidelines established by OMB Circular A-D3, as revised. An audit of
the recipiet1t conducted by the Auditor GenerallD accordance with the provisions of OMB Circular A-133,
as revised, will meet the requirements of this part.
2. 10 connection with the audit requirements addressed in Parr I, paragraph 1, the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of 01\18 Circular A- J 33, as
revised.
3. If the recipiellt elCpends less than $500,000 in Federal awards in its fiscal year, an audit cooducted in
accordance with the provisions of OMB Circular A-133, as revised, is not required. ill the event that the
recipient expends less than $500,000 in Federal awards in its fiscal year and eleclS to have an audit
conducted in accordance with the provisions ofOMB Circular A-133, as revised, the cost of the audit must
be paid from non-Federal resources (i.e" the cost of such an audit must be paid from recipient resources
oblllincd from other than Federal entities).
4. The recipient may access information regarding the Catalog of Federal Domestic Assistance (CFDA) via
the internet at bttp://12.46.245.173/cfdalcfda.htmL
JE? 55.215 (03109)
DEP Agreement No. 8C023, Attachment E, Page l of 5
PART IT: STATE FUNDED
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2)(m), Florida Statut~.
I. In the event that the recipient expends a total amount of state financial assistance eqillll to or in excess of
$500,000 in any fiscal year of such recipient, the recipient must have a State single or project-specific audit
for ;;uch fiscal year in accordance with Section 215.97, Florida Statutes; applicable roles of the Department
ofFimmcial Services; and Chapters 10.550 (local govemmenUll entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General. EXHIBIT 1 to this Agreement indicates slate financtal
assistance awarded lbrough the Department of Environmeatal Protection by this Agreement. In
determining the SUIte financial assistance expended in itS fiscal year, the recipient shall consider aU sources
of Slate financial assistance, including state financial assistance received from the Department of
Environmental Protection., other state agencies, and other nons tate entities. State financial assistance does
not include Federal direct or pass-through awards and resources received by a non.state entity for Federal
program matching requirements.
2. In connection with the audit rettuirements addressed in Part IT, paragraph 1; the recipient shall ensure that
the audi{ complies with the requirements of Section 215.97(7), Florida Statutes. Tbis includes submission
of a financial reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters 10.550
(local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Audilor
General.
3. If the recipient expends less than $500,000 in state financial assistance in itS fiscal year, m audit conducted
m accordance with the provisions of Section 215.97, Florida Statutes, IS not required. In the event that the
recipient expends less than $500,000 in state financial assistanCe in its fiscal year, and elects to have an
audit conducted in accordance with the ptovisions of Section 215.97, Florida Statutes, the cost of the audit
must be pajd from the non-state entiey's resources (i.e., the cost of such an audit must be paid from the
recipient's resources obtained from other than State entities).
4. for information regarding the Florida Catalog of State Financial Assistance (CSF A), a recipient should
access the Florida Single Audit Act website located at hllps:J/app.s.f1dfs.com/fsaa for assistance. In
additioo to the above websites, the following websjtes may be acce;ssed for information: Legislature's
Website at http://www.leg.state.fI.uslWelcorneJindex.cfrn. State of Florida's website at
http://www.mvflorida.com/, Department of Financial Servic~' Website at http://www.fldfs.com/ and the
AudiTOr General's Website at htlD://www.state.f1.usJaude:en.
PART ill: OTHER AUDIT REQUIREMENTS
(NOTE: This pan would be used /0 specify any additionaloudil requir(!T'fJenzs imposed by the State awarding entity
that are solely 0 maaer of (hat Sw~ awarding entity's policy (i.e., the audit is not required by PeLleral or Stale laws
and is nor in conflicJ with other Federal or Stale audit requirements). PurStUlnt /() Section 21597(8), Ploridn
SratuleS. State agencies may conduct or arrangeJor audits of Statefinancial assistance thot are in addition to audits
conducted in accordance with Section 2]5.97, Flon'da Statutes. In such an event, the Slare awarding agency must
arrange for funding thefUlI cost of such additional audits)
P ART IV: REPORT SUBMISSroN
l. Copies ofrepotting packages fOt audits ~nducted in accordance with OM:B Circular A-133, as revised, and
required by PART I of this Attachment shall be submitted, when required by Section .320 (d), OMB
Circul.ar A-133, as revised, by Or on behalf of the recipient directly to each of the following:
DEP 55.1'.5 (ClYfl9)
DEP Agreement No. SC023, Atrachroent E, Page 2 of 5
A. The Department of Environmental Protection at the following address:
Audit Diredor
Florida Department of Environmental Protection
Office of the Inspector General, MS 40
3900 Co=onwealth Boulevard
Tallahassee, Florida 32399-3000
B. The Federal Audit Clearinghouse designated in OMB Circular A-133. as remed (the number of
copies required by Sections .320 (d)(I) and (2), OMB Circular A-l33. as reme<!, should be
submitted to the Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau afthe Census
1201 East IOtb Street
Jeffersonv1lle, IN 47132
Submissions oflhe Single Audit reportmg package for fiscal periods ending on or after January 1,
2008, must be submitted using the Federal Clearinghouse's Internet Data Entry System which can
be found at httpJlbarvester.census.20v/facl
c. Other Fe<:Ieral agencies and pass-through entities in accordance with Sections .320 (e) and (f),
OMB Circular A-B3. as revised.
2. PurSUMlt to Section .320{l), OMB Circular A-133, as revised. the recipient shall submit a copy of the
reporting package descnced in Section .320(c), OMB Circular A-133, as revised, and any management
letters issued by the auditor, to the Department of Environmental Protection at me following address:
Audit Director
Florida Deparonent of Environmental Protection
Office of the Inspector GeDera~ MS 40
3900 Commonwealth Boulevard
Tallahassee. Florida 32399-3000
3_ Copies of financial reporting packages required by PART II of this Attachment shall be submitted by Or on
behalf of the recipient directly to each of the following:
A The Department of Ellvironmenlal Protection at the following address:
Audit Director
Florida Departtn.ent of Environmental Protection
Office of the Inspector General, MS 40
3900 Commonwealth Boulevard
Tallahassee. Florida 32399-3000
B. The AuditOr General's Office at the following address:
State of Florida Auditor General
Room 40 1, Claude Pepper Building
III West Madison SlIeet
TallahAssee, Flonda 32399-1450
REMAINDER OF PAGE INTENTIONAU Y LEFT BLANK
D~P 55.215 (03109)
DEP Agreement No. SC023, Attachment E, Page 3 of 5
4. Glpies of reportS or management letters required by PART ill of this Attachment shall be submitted by or
on behalf of the recipient directly to the Department ofEnvlron=ntal Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General, MS 40
3900 Commonwealth Boulevard
Tallahassee, Florida 32399-3000
5. Any repons, management letters, or other information required to be submitted to the Department of
ElIYirorunenlal Protection pUlsuant to this Agreement shall be submitted timely in accordance wi1h OMB
Circular A-D3, F]orida Statutes, or Chapters ]0.550 (local governmental entities) or 10.650 (nonprofit and
for-profir organizations), Rules o[the Auditor General, as applicable.
6. Recipients, when submitting financial reporting packages to the Department of Environmental ProtectiOll
for audits done in accordance with OMB Circular A- LB, or Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date
that the reporting package was delivered to the recipient in correspondence accompanying the reporting
package.
PART V: RECORDRETEl'o'TION
The recipient shaU retaio sufficient records demonstrating its compliance with the tel'1IlS of this Agreemenl fOT a
period of 5 years from the date the audit report is issued, and sb:alJ allow the Department of Environmenlal
Protection. or its designee, Chief Financial Officer, or Auditor General access to such records upon request The
recipient shall ensure that audit working papers are made available to the Department of Environmental Protection,
Or its designee, Chief Financial Officer, or AuditoT General upon request for ~ period of 3 years from the date the
audirreporr is issued, unless extended in writing by the Department of Environmental Protection..
REMATh.T!)ER OF P AGE INTENTIONALLY LEFT BLANK
DEP 55.2l 5 (03/09)
DEP Agreement No. SC023, Attachment E, Page 4 of 5
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ATTACHMENT F
CERTIFICATION OF APPLICABILITY TO SINGLE AUDIT ACT REPORTING
Grantee's Name:
Grantee's Flscal Year Period: FROM:
TO:
Total State Financial Assistance Expended during Grantee's most recently completed Fiscal
Year: $
Total Federal Financial Assistance Expended during Grantee's most recently completed Fiscal
Year: $
Please identify grants to be included in the Single Audit that are provided by the Department of
Environmental Protection
~SFA#
CFDA#
DEP GRAATT AGREEMENT NUMBER
CERTIFICATION STATEMENT:
I hereby certify tbat the above informatioo is correct:
Name
Date
Title
DEP Project Agreement No. SC023, Attachment F, Page I of I
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