Resolution 240-2009
SOLID WASTE MANAGEMENT
RESOLUTION NO. 240- 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 has 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 023 SC as part of the grant awards; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
1. The Grant is hereby accepted and the Mayor is authorized to execute the
Grant contract.
2. This resolution will become effective immediately upon adoption by the
Commission and execution by the Mayor and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners ofMorg>e c
County, Florida, at a meeting of said Board held on 19th day of August AD ~~~
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Mayor George Neugent
Mayor Pro Tem Sylvia Murphy
.".:(?Qm:missioner Kim Wigington
_.c~;.!-~; ~sioner Heather Carruthers
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Danny L. olhage, Clerk
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BOARD OF COUNTY COMMISSIONERS
OF ~NROE COUNTY, FLORIDA
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MONROE COUNTY ATTORNEY
/Ij!:'P':lOV~ AS TO FORM:
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CHRISTINE M. LIMBERT-BARROWS
ASSISTArgfOYNTY ATTORNEY
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Florida Department of
Environmental Protection
Charlie Crist
Governor
Bob Martinez Center
2600 Blair Stone Road
Tallahassee. Florida 32399-2400
lefT Kottkamp
Lt. Governor
Michael W. Sole
Secretel rv
2009-2010 SMALL COUNTY CONSOLIDATED GRANT AGREEMENT
FOR STATE ASSISTANCE UNDER SECTION 403.7095(3), FLORIDA STATUTES
PART 1- GRANT NOTIFICATION INFORMATION
1.
Grant 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: 37.012/Small 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
Title: Mayor
Phone: 305-292-4432
11. Grantee's Contact:
Name: Rosa S. Washington
Title: Sr. Administrator
Address: 1100 Simonton Street, #2-231, Key West, FL 33040
Phone: 305-292-4432
Any changes to the contact information shown above must be reduced to writing 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 of 8
"More Protection. Less Process"
www.dep.slale./7.us
PART 11- GRANT CONDITIONS
GENERAL CONDITIONS:
1 . As consideration for the services rendered by the Grantee under the terms of this Agreement, the
Department shall pay the Grantee on a cost 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
submit reimbursement requests on either a monthly or quarterly basis. The Grantee shall
notify the Department'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
October 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 month 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
Department 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 authorized. Any requests
for reimbursement of authorized travel expenses must be submitted in accordance with
Section 112.061, Florida Statutes.
C. The Grantee shall submit Attachment B, Reimbursement Request Form, in conjunction
with progress reports. The Grantee shall utilize Attachment D, Progress Report Form,
to clearly describe what the expenditures were used for and how such expenditures
relate to one of the allowable items described in paragraph 4 below. To the extent that
the 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 the paragraph above, the Department will periodically request
proof of a transaction (invoice, payroll register, etc.) to evaluate the appropriateness of costs 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)
calendar days of such request. The Grantee may also be required to submit a cost allocation
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
htto ://www.fldfs.com/aad ir/reference%5FQu ide.
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 reimbursement under this Agreement, include:
A. Annual solid waste management program operating costs (may include waste tire and
litter control and prevention);
B. Purchasing or repairing solid waste scales;
C. Planning;
D. Construction and maintenance of solid waste facilities; 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;
B. 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 for 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
B. 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 OMB Circular
A-133, Subpart B, Section.210 for determining whether the relationship represents that of
a subrecipient or vendor. For state financial assistance, the Grantee shall utilize the form
entitled "Checklist for Nonstate Organizations RecipienUSubrecipient vs Vendor
Determination" (form number DFS-A2-NS) that can be found under the "Links/Forms"
section appearing at the following website:
httos :/Iaoos. fldfs .com/fsaa
The Grantee should confer with its chief financial officer, audit director or contact the
Department for assistance with questions pertaining to the applicability of these
requirements.
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, Mail 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 the 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
term ination.
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
contingent 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 all 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 extent 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 the protection afforded by the Grantee.
DEP Agreement No. 023SC, Page 4 of 8
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 to 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 liability 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 presently 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 PURCHASI~G 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 of 8
prior to the vehicle purchases being authorized by the Department or shall purchase
the vehicles utilizing the Grantee's procurement procedures.
B. 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 the 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 authorized purposes of this Agreement as long as the required work is being
performed.
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 authorized purposes of this Agreement as long as the required work is
being satisfactorily performed. 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 the 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.
I. The Grantee is responsible for the purchase of, and shall maintain a current State of
Florida tag and registration for all vehicles purchased under this Agreement.
17.
A.
The Grantee may subcontract work under this Agreement with the 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 the subcontract and that the Grantee shall be solely
liable to the subcontractor for all expenses and liabilities incurred under the subcontract.
)
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 of minority owned firms that could be
offered subcontracting opportunities may be obtained by contacting the Office of Supplier
Diversity at (850) 487-0915.
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 to discrimination in performance of this Agreement.
DEP Agreement No. 023SC, Page 6 of 8
B. 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 the list on its website. Questions regarding
the discriminatory vendor list may be directed to the Florida Department of Management
Services, Office of Supplier Diversity, at (850) 487":0915.
19. A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not perform 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 this 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. 023SC, Page 7 of 8
PART 11I- OFFER AND ACCEPTANCE
The State 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:
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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
they are duly authorized to act on behalf of the recipient county, and (2) the Grantee does hereby agree
to perform 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 tE[rzls
"Grantee" ecipient" and "Contractor", are used interchangeably. ~ 0 ~
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BY BEHALF OF THE D SI NATED RECIP ENT COUNTY: S;'~:'~~ t::
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Signature of Aut
George Neugent
Mayor
Date
MONROE COUNTY ATTORNEY
1,}P.R~~:S TO FORM:
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HRISTINE M. LIMBERT-BARROWS
ASSIST~T COUNTY ATTORNEY
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List of attachments/exhibits included as part of this Agreement:
Specify
Type
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
Attachment
Letter/
Number
A
B
C
D
E
F
G
Description (include number of paaes)
Grant Application (1 Paae)
Reimbursement Request Form and Instructions (2 Paaes)
Contract Pavment Requirements (1 Paae
Proaress Report Form (2 Paaes)
Special Audit Requirements (5 PaQes)
Certification of Applicability to Sinale Audit Act Reportina ( 1 Paae)
Property Reportina Form (1 Paae)
DEP Agreement No. 023SC, Page 8 of 8
Florida Department of
Environmental Protection
Bob Martinez Center
2600 Blair Stone Road
Tallahassee, Florida 32399-2400 .
CONSOLIDATED SMALL COUNIY SOLID WASTE MANAGEMENT
GRANT APPLICATION
------ ---- ---- -- --~-- ----- ------- ----------- ~
~---- ---- ---'--------.-----
1. Name of County: __MONROE
Charlie Crist
Governor
Jeff Kottkamp
Lt. Governor
Michael W. Sole
Secretary
RECEIVED
JUL 0 1 2009
DEP. WASTE REDUcnoN
2. Address of County: _1100 Simonton Street., #2-231, Key West, Fl 33040
3. Federal Employer Identification Number: _59-6000-749 .;
4. Name and Title of Contact Person (person handling program on a daily basiS):
Name: _ROSA S. WASHINGTON
Title: _SR ADMINISTRATOR
OJ.3SC-
5. Address of Contact Person: _1100 Simonton Street, #231
Key West, Fl 33040
7. Population of County:
6. Telephone Number of Contact Person: _ (305) 292-4432
1.3~~1
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8. Purpose for which grant money is requested (Indicate by checkmarks) : Rule 62-716.510 (1)
_ a Purchasing or repairing solid waste scales
e. Maintenance of solid waste facilities
-X- b. Annual solid waste management program
operating costs (may include waste tire and
litter control and prevention)
_ c. Planning
_ f. Education for employees or public
_ g. Recycling demonstration projects
_ d Construction of solid waste facilities
9. Name and Title of Authorized Representative:
Name: _GEORGE NEUGENT* ROMAN GASTFSI** DEBBIE FREDERICK-
Title: _MAYOR COUNTY ADMINISTRATOR_DEPUTY COUNTY ADMlNISTRATOR
* AS TO THE SIGNING OF THE APPUCATION AND AGREEMENT - AS TO THE SIGNING OF P A YMEl\IT REIMBURSEMENT
REQUESTS
10. This application is due by July 1, of each year.
11. E-Mail Address: washington-rosa@monroecounty-fl.gov
12. Is your County Self-Insured for Liability Insurance, appropriate and allowable under Florida Law? YES:---.X. NQ_
H your county is self-insured. we must have a written statement from your Chief Financial Officer stating this. (Please Attach).
I CERTIFY that I am familiar with the information contained in this applicatio~ and that to the best of my knowledge and belief such
WomB. n~ tru~ CZln~ certify~t I ~ ~ aU~i;;;; for this ~~ob~~:,dUS~'
Signature of Authorized Representative I I Date .' . .... c...'~,J: ~-':_' ....
Please return form to: (Si~')~
Department of Environmental Protection AT~ ST:: DANN.Y l. ~OU1A<E
Solid Waste Section * Mail Station # 4555 * 2600 Blair Stone Road --;-,( p=. \, C. ~
N EY ssee, Florida 32399-24005 . . .
Page 1 of 1 5/09- FY~/l0 ... . DEPUTY CLERK
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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 SUMMARY SECTION
EXPENDITURE
Purchasing or Repairing Solid Waste Weight
Scales
Annual Solid Waste Management Program
o eratin Costs
Planning
Construction of Solid Waste Management or
Rec clin Facilities
Maintenance of Solid Waste Management or
Rec clin Facilities
Solid Waste Management Education for
Em 10 ees or the Public
Recycling Demonstration Projects
Waste Tire Costs
[Effective Date of Grant through End-of-Grant Period]
AMOUNT OF THIS
REQUEST
TOTAL CUMULATIVE
PAYMENTS
$
$
$
$
$
$
$
$
$
$
$
$
Litter Control and Prevention Projects
TOTAL AMOUNT
$
$
$
$
$
Less Total Cumulative Payments of:
TOTAL REMAINING IN GRANT
AGREEMENT AMOUNT
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 Authorized Representative (Not Stamp)
Print Name
Date
DEP Agreement No. SC023, Attachment B, Page 1 of 2
INSTRUCTIONS FOR COMPLETING
REIMBURSEMENT REQUEST FORM
GRANTEE: Enter the name of the grantee's agency.
MAILING ADDRESS: Enter the address that you want the state warrant sent.
DEP AGREEMENT NO.: This is the number on your grant agreement.
DATE OF REQUEST: This is the date you are submitting the request.
AMOUNT REQUESTED: This should match the amount on the "TOTAL AMOUNT" line for the "AMOUNT OF THIS
REQUEST' column.
GRANTEE'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 number.
EXPENDITURE PERIOD: This is the beginning and ending date of the period of these expenditures.,
GRANT EXPENDITURES SUMMARY SECTION:
"AMOUNT OF THIS REQUEST" COLUMN: Enter the amount that was paid out during the invoice period 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 cumulative amount of this request and all previous
payments on the "LESS TOTAL CUMULATIVE PAYMENTS OF' line. Deduct the "LESS TOTAL CUMULATIVE
PAYMENTS OF' from the "AGREEMENT AMOUNT' for the amount to enter on the "TOTAL REMAINING IN GRANT'
line.
"TOTAL CUMULATIVE PAYMENTS" COLUMN: Enter the cumulative amounts 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 Agreement). Enter the column total on the "TOTALS"
line. Do not enter anything in the shaded areas.
CERTIFICATION: Must be signed by the Grantee's Authorized Representative. This should be the same person
who signed the Grant Agreement.
A LISTING OF EXPENDITURES, REQUIRED DOCUMENTATION AND A PROGRESS REPORT MUST BE
SUBMITTED ALONG WITH THIS REIMBURSEMENT REQUEST, AS REQUIRED IN SECTION II,
PARAGRAPH 2 OF TIDS GRANT AGREEMENT.
DEP Agreement No. SC023, Attachment B, Page 2 of 2
ATTACHMENT C
Contract Payment Requirements
Florida Department of Financial Services, Reference Guide for State Expenditures
Cost Reimbursement Contracts
Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category
(salary, travel, expenses, etc.) Supporting documentation must be provided for each amount for which
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 contract budget should be reimbursed.
(1) Salaries:
Listed below are examples of the types of documentation representing the minimum requirements:
(2) Fringe Benefits:
(3) Travel:
(4) Other direct costs:
(5) In-house charges:
(6) Indirect costs:
A payroll register or similar documentation should be submitted. The payroll register
should show gross salary charges, fringe benefits, other deductions and net pay. If an
individual for whom reimbursement is being claimed is paid by the hour, a document
reflecting the hours worked times the rate of pay will be acceptable.
Fringe Benefits should be supported by invoices showing the amount paid on behalf of
the employee (e.g., insurance premiums paid). If the contract specifically states that
fringe benefits will be based on a specified percentage rather than the actual cost of fringe
benefits, then the calculation for the fringe benefits amount must be shown.
Exception:
Governmental entities are not required to provide check numbers or copies
of checks for fringe benefits.
Reimbursement for travel must be in accordance with Section 112.061, Florida Statutes,
which includes submission of the claim on the approved State travel voucher or
electronic means.
Reimbursement will be made based on paid invoices/receipts. If nonexpendable property
is purchased using State funds, the contract should include a provision for the transfer of
the property to the State when services are terminated. Documentation must be provided
to show compliance with Department of Management Services Rule 60A -1. 0 17, Florida
Administrative Code, regarding the requirements for contracts which include services and
that provide for the contractor to purchase tangible personal property as defmed in
Section 273.02, Florida Statutes, for subsequent transfer to the State.
Charges which may be of an internal nature (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
calculation should be shown.
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: http://www.fldfs.com/aadir/referenceguide.htm
DEP 55-219 (05/2008)
DEP Agreement No. SC023, Attachment C, Page 1 of 1
ATTACHMENT D
PROGRESS REPORT FORM
DEP Agreement No.: #####
Grantee Name:
Grantee Address:
Grantee's Grant Mana2er:
I Telephone No.: I
Reporting 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.
If expenditures were used for a specific project, include how the expenditures relate to the
specific project, a description of any problems encountered and problem resolutions.
DEP Agreement No. Se023, 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
accomplished, etc.)
Provide actual costs to date:
I
Expenditure
Cate20ry
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
Management or Recycling
Facilities
Maintenance of Solid Waste
Management or Recycling
Facilities
Solid Waste Management
Education for Employees or the
Public
Recycling Demonstration Projects
Amount of
Expenditures
Prior to this
Reporting
Period
Amount of
Expenditures
for this
Reporting
Period
Total of Amount of
Expenditures to
Date
This 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. Se023, Attachment D, Page 2 of 2
ATTACHMENTE
SPECIAL AUDIT REQUIREMENTS
The administration of resources awarded by the Department of Environmental Protection (which may be referred to
as the "Department", "DEP", "FDEP" or "Grantor", or other name in the contract/agreement) to the recipient
(which may be referred to as the "Contractor",Grantee" or other name in the contract/agreement) may be subject
to audits and/or monitoring 'by the Department of Environmental Protection, as described in this attachment.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, F.S., as
revised (see "AUDITS" below), monitoring procedures may include, but not be limited to, on-site visits by
Department staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By
entering into this Agreement, the recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed, appropriate by the Department of Environmental Protection. In the event the
Department of Environmental Protection determines that a limited scope audit of the recipient is appropriate, the
recipient agrees to comply with any 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
audits deemed necessary by the Chief Financial Officer or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB
Circular A -13 3, as revised.
1. In the event that the recipient expends $500,000 or more. in Federal. awards in its fiscal year, the' recipient
must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular
A-133, as revised. EXHIBIT 1 to this Agreement indicates Federal funds awarded through the Department
of Environmental Protection by this Agreement. In determining the Federal awards expended in its fiscal
year, the recipient 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 with the guidelines established by OMB Circular A-133, as revised. An audit of
the recipient conducted by the Auditor General in accordance with the provisions ofOMB Circular A-133,
as revised, will meet the requirements of this part.
2. In connection with the audit requirements addressed in Part I, paragraph I, the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as
revised.
3. If the recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the
recipient expends less than $500,000 in Federal awards in its fiscal year and elects 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
obtained from other than Federal entities).
4. The recipient may access information regarding the Catalog of Federal Domestic Assistance (CFDA) via
the internet at htto://12.46.245.173/cfda/cfda.html.
DEP 55-215 (03/09)
DEP Agreement No. SC023, Attachment E, Page 1 of 5
PART II: STATE FUNDED
This part is applicable if the recipient is a nons tate entity as defined by Section 215.97(2)(m), Florida Statutes.
1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of
$500,000 in ~y fiscal year of such recipient, the recipient must have a State single or project-specific audit
for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Department
of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General. EXHIBIT 1 to this Agreement indicates state financial
assistance awarded through the Department of Environmental Protection by this Agreement. In
determining the state financial assistance expended in its fiscal year, the recipient shall consider all sources
of state financial assistance, including state financial assistance received from the Department of
Environmental Protection, other state agencies, and other nonstate entities. State financial assistance does
not include Federal direct or pass-through awards and resources received by a nonstate entity for Federal
program matching requirements.
2. In connection with the audit requirements addressed in Part II, paragraph 1; the recipient shall ensure that
the audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes submission
of a fmancial 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 Auditor
General.
3. If the recipient expends less than $500,000 in state fmancial assistance in its fiscal year, an audit conducted
in 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 fmancial assistance in its fiscal year, and elects to have an
audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit
must be paid from the non-state entity'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 httos://apps.f1dfs.com/fsaa for assistance. In
addition to the above websites, the following websites may be accessed for information: Legislature's
Website at htto://www.leg.state.f1.us/Welcome/index.cfin. State of Florida's web site at
htto://www.mvf1orida.com/, Department of Financial Services' Website at htto://www.f1dfs.com/ and the
Auditor General's W ebsite at htto://www.state.fl.us/audgen.
P ART III: OTHER AUDIT REQUIREMENTS
(NOTE: This part would be used to specify any additional audit requirements imposed by the State awarding entity
that are solely a matter of that State awarding entity's policy (i.e., the audit is not required by Federal or State laws
and is not in conflict with other Federal or State audit requirements). Pursuant to Section 215.97(8), Florida
Statutes, State agencies may conduct or arrange for audits of State financial assistance that are in addition to audits
conducted in accordance with Section 215.97, Florida Statutes. In such an event, the State awarding agency must
arrange for funding the full cost of such additional audits.)
PART IV: REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and
required by PART I of this Attachment shall be submitted, when required by Section .320 (d), OMB
Circular A-B3, as revised, by or on behalf of the recipient directly to each of the following:
DEP 55-215 (03/09)
DEP Agreement No. SC023, Attachment E, Page 2 of 5
A. The Department of Environmental 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
B. The Federal Audit Clearinghouse designated in OMB Circular A-I33, as revised (the number of
copies required by Sections .320 (d)(I) and (2), OMB Circular A-B3, as revised, should be
submitted to the Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East lOth Street
Jeffersonville, IN 47132
Submissions of the Single Audit reporting 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 htto:/lharvester.census.gov/fac/
C. Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and (t),
OMB Circular A-B3, as revised.
2. Pursuant to Section .320(t), OMB Circular A-B3, as revised, the recipient shall submit a copy of the
reporting package described in Section .320(c), OMB Circular A-B3, as revised, and any management
letters issued by the auditor, to the Department of Environmental 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
3. Copies offmancial 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 Environmental 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
B. The Auditor General's Office at the following address:
State of Florida Auditor General
Room 40 1, Claude Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK.
DEP 55-215 (03/09)
DEP Agreement No. SC023, Attachment E, Page 3 of5
4. Copies of reports or management letters required by PART ITI of this Attachment shall be submitted by or
on behalf of the recipient directly to the Department of Environmental 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 reports, management letters, or other information required to be submitted to the Department of
Environmental Protection pursuant to this Agreement shall be submitted timely in accordance with OMB
Circular A-I33, Florida Statutes, or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and
for-profit organizations), Rules of the Auditor General, as applicable.
6. Recipients, when submitting financial reporting packages to the Department of Environmental Protection
for audits done in accordance with OMB Circular A-B3, 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: RECORD RETENTION
The recipient shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a
period of 5 years from the date the audit report is issued, and shall allow the Department of Environmental
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 Auditor General upon request for a period of 3 years from the date the
audit report is issued, unless extended in writing by the Department of Environmental Protection.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP 55-215 (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 Fiscal Year Period: FROM:
TO:
Total State Financial Assistance Expended during Grantee's most recently completed ~iscal
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
CSFA#
CFDA#
DEP GRANT AGREEMENT NUMBER
CERTIFICATION STATEMENT:
I hereby certify that the above information is correct:
Name
Date
Title
DEP Project Agreement No. SC023, Attachment F, Page 1 of 1
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