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10/16/1996 Contract Number: 97CP- 05- 11 -54 -01 -044 GRANT AGREEMENT THIS AGREEMENT is entered into by and between the State of Florida, Department of Community Affairs, with headquarters in Tallahassee, Florida (hereinafter referred to as the "Department "), and Monroe County, (hereinafter referred to as the "County "). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS: WHEREAS, the Department is authorized, pursuant to Section 252.373, Florida Statutes, and Rule Chapter 9G -19, Florida Administrative Code, to disburse funds for emergency management grants to counties; and WHEREAS, the County is eligible to receive said funds and agrees to comply with all the requirements of this Agreement and Rule Chapter 9G -19, Florida Administrative Code. NOW, THEREFORE, the Department and the County do mutually agree as follows: I. SCOPE OF WORK AND FUNDING The County shall fully perform the obligations in accordance with the Scope of Work, Attachment A of this Agreement. Funding for performance of the Scope of Work shall be provided in accordance with Attachment F. II. INCORPORATION OF LAWS; RULES, REGULATIONS AND POLICIES Both the County and the Department shall be governed by applicable State and Federal laws, rules and regulations, including, but not limited to, those identified in Attachment B. III. PERIOD OF AGREEMENT This Agreement shall begin October 1, 1996 and shall end September 30, 1997, unless terminated earlier in accordance with the provisions of Paragraphs VII. or IX. of this Agreement. All requests for reimbursement should be submitted prior to the termination date of the Agreement. However, no requests received after November 1, 1997, will be reimbursed from this Agreement. Reimbursement requests shall not be submitted by facsimile transmission. IV. MODIFICATION OF CONTRACT Either party may request modification of the provisions of this Agreement. Changes which are mutually agreed upon shall be effective only when reduced to writing, duly signed by each of the parties hereto, and attached to the original of this Agreement. 1 • V. • MONITORING The County shall constantly monitor its performance under this Agreement to ensure that time schedules are being met, the Scope of Work is being accomplished and other performance goals are being achieved. Such review shall be made for each function or activity set forth in Attachment A to this Agreement, and reported in accordance with Attachment D. Records of such activities shall be created and retained in accordance with Attachment C. VI. LIABILITY. The County shall be solely responsible to parties with whom it shall deal in carrying out the terms of this Agreement. For purposes of this Agreement, the County agrees that it is not an employee or agent of the Department. VII. NONCOMPLIANCE. REMEDIES. AND TERMINATION A. If a County fails to comply with any term or condition applicable to an award under Rule Chapter 9G -19 or any term or condition including, but not limited to, federal and state laws, rules and regulations, applicable to any other funding administered by the Division, then the Department shall take one or more of the following actions, as indicated by the attendant circumstances: 1. temporarily withhold cash payments, pending correction of the deficiency, or more severe enforcement action; 2. disallow all or part of the cost of the activity or action not in compliance; 3. suspend or terminate the award; 4. disallow future participation in the program or funding provided under this rule chapter; 5. recover all funds provided under the current award. B. Costs of the County resulting from obligations incurred by the County during suspension or after termination of an award are not allowable unless the Department expressly authorizes them in the notice of suspension or termination, or subsequently authorizes them in writing. Other County costs during suspension or after termination which are necessary and not reasonably avoidable may be allowable if: 1. the costs result from obligations which were properly incurred by the County before the effective date of the suspension or termination, are not in anticipation of the suspension or termination, and, in the case of termination, are not cancelable, and 2 2. the costs would be allowable if the award were not suspended or expired normally at the end of the period in which the termination occurs. C. Counties with terminated grants shall remain obligated to provide all required closeout information. D. In the event that any audit determines that costs reimbursed or otherwise funded under this Agreement should be disallowed, then the County shall return those disallowed funds to the Department. In the alternative, the Department may, in its sole discretion, offset the disallowed amount against any current or future awards to the County. E. Actions taken for noncompliance constitute final Department action under Chapter 120, Florida Statutes, as amended. Notification of such actions shall include notice of administrative hearing rights and time frames. F. The County shall return funds to the Department if found in non - compliance with laws, rules, or regulations governing the use of the funds or this Agreement. G. This Agreement may be terminated by the written mutual consent of the parties. VIII. NOTICE AND CONTACT A. The Department designates Joseph F. Myers, Director, Division of Emergency Management, or his designee, as the Department's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to him at the following address: Department of Community Affairs Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, Florida 32399 -2100 B. The signer of this Agreement or his /her designee shall be the County's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to him/her at the following address: Elizaheth (Lisa) Coats Senior Coordinator Planner Monroe County Emerc{ency Management 490 63rd St. Ocean Marathon, FL 33050 Telephone #: (305) 7519 - 601$ 3 C. All payments relating to this Agreement shall be mailed to the following address: Monroe County Emergency Management 490 63rd Street Ocean Suite 150 Marathon, FL 33050 D. In the event that different representatives are designated by either party after execution of this Agreement, notice of the name, title, address and telephone number of the new representative will be rendered as provided in Paragraph VIII. A and B above. IX. OTHER PROVISIONS A. The validity of this Agreement is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the County, in this Agreement, in any subsequent submission or response to Department request, or in any submission or response to fulfill the requirements of this Agreement, and such information, representations, and materials are incorporated by reference. The lack of accuracy thereof or any material changes shall, at the option of the Department and with thirty (30) days written notice to the County, cause the termination of this Agreement and the release of the Department from all its obligations to the County. B. This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall lie in Leon County. If any provision hereof is in conflict with any applicable statute or rule, or is otherwise unenforceable, then such provision shall be deemed null and void to the extent of such conflict, and shall be deemed severable, but shall not invalidate any other provision of this Agreement. C. No waiver by the Department of any right or remedy granted hereunder or failure to insist on strict performance by the County shall affect or extend or act as a waiver of any other right or remedy of the Department hereunder, or affect the subsequent exercise of the same right or remedy by the Department for any further or subsequent default by the County. Any power of approval or disapproval granted to the Department under the terms of this Agreement shall survive the terms and life of this Agreement as a whole. D. The Agreement may be executed in any number of counterparts, any one of which may be taken as an original. X. AUDIT REQUIREMENTS A. The County agrees to maintain financial procedures and support documents, in accordance with generally accepted accounting principles, to account for the receipt and expenditure of funds under this Agreement. 4 .. . ' B. These records shall be available at all reasonable times for inspection, review, or audit by state personnel and other personnel duly authorized by the Department. "Reasonable" shall be construed according to circumstances, but ordinarily shall mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. C. County shall also provide the Department with the records, reports or financial statements upon request for the purposes of auditing and monitoring the funds awarded under this Agreement. D. The County shall provide the Department with an annual financial audit report which meets the requirements of Sections 11.45 and 216.349, Florida Statutes, and Chapter 10.550 and 10.600, Rules of the Auditor General, and, to the extent applicable, the Single Audit Act of 1984, 31 U.S.C. ss. 7501 -7507, OMB Circulars • A -128 or A -133 for the purposes of auditing and monitoring the funds awarded under this Agreement. The funding for this Agreement was received by the Department as a grant -in -aid appropriation. 1. The annual financial audit report shall include all management letters and the County's response to all findings, including corrective actions to be taken. 2. The annual financial audit report shall include a schedule of financial assistance specifically identifying all Agreement and grant revenue by sponsoring Department and Agreement number. 3. The complete financial audit report, including all items specified in Paragraph X. D. 1. and 2. above, shall be sent directly to: Department of Community Affairs Office of Inspector General 2555 Shumard Oak Boulevard Tallahassee, Florida 32399 -2100 E. In the event the audit shows that the entire funds, or any portion thereof, were not spent in accordance with the conditions of this Agreement, the County shall be held liable for reimbursement to the Department of all funds not spent in accordance with these applicable regulations and Agreement provisions within thirty (30) days after the Department has notified the County of such non - compliance. F. The County shall retain all financial records, supporting documents, statistical records, and any other documents pertinent to this Agreement for a period of three years after the date of submission of the final expenditures report. However, if litigation or an audit has been initiated prior to the expiration of the three -year period, the records shall be retained until the litigation or audit findings have been resolved. 5 G. The County shall have all audits completed by an Independent Certified Public Accountant (ICPA) who shall either be a certified public accountant or a public accountant licensed under Chapter 473, Florida Statutes. The ICPA shall state that the audit complied with the applicable provisions noted above. H. The audit will be submitted no later than April 30, 1998. XI. SUBCONTRACTS AND PROCUREMENT A. If the County subcontracts any or all of the work required under this Agreement, the County agrees to include in the subcontract that the subcontractor is bound by the terms and conditions of this Agreement with the Department. B. The County agrees to include in the subcontract a provision that the subcontractor shall hold the Department and County harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent allowed and required by law. See Attachment E for any additional terms and conditions pertaining to subcontracts. XII. TERMS AND CONDITIONS The Agreement contains all the terms and conditions agreed upon by the parties. XIII. ATTACHMENTS A. All attachments to this Agreement are incorporated as if set out fully herein. B. In the event of any inconsistencies or conflict between the language of this Agreement and the attachments hereto, the language of such attachments shall be controlling, but only to the extent of such conflict or inconsistency. XIV. STANDARD CONDITIONS The County agrees to be bound by the following standard conditions: A. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Florida Statutes. B. If otherwise allowed under this Agreement, extension of an Agreement for contractual services shall be in writing for a period not to exceed six (6) months and shall be subject to the same terms and conditions set forth in the initial Agreement. 6 There shall be only one extension of the Agreement unless the failure to meet the criteria set forth in the Agreement for completion of the Agreement is due to events beyond the control of the County. C. All bills for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof. D. If otherwise allowed under this Agreement, all bills for any travel expenses shall be submitted in accordance with s. 112.061, Florida Statutes. E. The Department reserves the right to unilaterally cancel this Agreement for refusal by the County to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by the County in conjunction with the Agreement. XV. STATE LOBBYING PROHIBITION No funds or other resources received from the Department in connection with this Agreement may be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state Department. XVI. LEGAL AUTHORIZATION The County certifies with respect to this Agreement that it possesses the legal authority to receive the funds to be provided under this Agreement and that, if applicable, its governing body has authorized, by resolution or otherwise, the execution and acceptance of this Agreement with all covenants and assurances contained herein. The County also certifies that the undersigned possesses the authority to legally execute and bind County to the terms of this Agreement. XVII. EQUIPMENT AND PROPERTY MANAGEMENT The County acknowledges the completed installation of a Hughes Network Systems, Inc., Personal Earth Station® and related equipment (hereinafter "the Equipment "). The County acknowledges and agrees to comply with applicable terms and conditions of: (1) the State of Florida Lease/Purchase Agreement, dated October 1994, executed between Hughes Network Systems, Inc. ( "HNS "), and the Department, (a copy of which is available from the Department) regarding the procurement and use of the Equipment; and (2) the Services Agreement Between Hughes Network Systems, Inc., and the State of Florida, dated January 1995, (a copy of which is available from the Department) (hereinafter, collectively, "the HNS Agreements ") regarding the operation of an interactive satellite communications service for the Department, the County and other sites. In particular, the County agrees: 7 A. That any reports of problems with the Equipment or system, trouble reports, and any requests for repairs, service, maintenance or the like, shall be communicated directly and exclusively to the Department's State Warning Point (SWP) (904) 413 -9910. B. That the County will assist and comply with the instructions of the SWP and any technical service representative responding to the report or service request. County personnel shall cooperate with and assist service representatives, as required, for installation, troubleshooting and fault isolation, with adequate staff. C. That the County shall not change, modify, deinstall, relocate, remove or alter the Equipment, accessories, attachments and related items without the express written approval of the Department. D. That the County shall provide access, subject to reasonable security restrictions, to the Equipment and related areas and locations of the County's facilities and premises, and will arrange permitted access to areas of third -party facilities and premises for the purpose of inspecting the Equipment and performing work related to the Equipment. Service representatives and others performing said work shall comply with the County's reasonable rules and regulations for access, provided the Department is promptly furnished with a copy after execution of this Agreement. The County shall provide safe access to the Equipment and will maintain the environment where the Equipment is located in a safe and secure condition. The County shall provide service representatives with access to electrical power, water and other utilities, as well as telephone access to the County facility as required for efficient service. E. That the County shall take reasonable steps to secure the Equipment and to protect the Equipment from damage, theft, loss and other hazards. This shall not obligate the County to procure insurance. The Department agrees to procure and maintain all risks insurance coverage on the Equipment. The County agrees to refrain from using or dealing with the Equipment in any manner which is inconsistent with the HNS Agreements, any policy of insurance referred to in the FINS Agreements, any applicable laws, codes ordinances or regulations. The County shall not allow the Equipment to be misused, abused, wasted, or allowed to deteriorate, except normal wear and tear resulting from its intended use. The County shall immediately report any damage, loss, trouble, service interruption, accident or other problem related to the Equipment to the SWP, and shall comply with reasonable instructions issued thereafter. F. That any software supplied in connection with the use or installation of the equipment is subject to proprietary rights of Hughes Network Systems, Inc., and/or HNS's vendor(s) and /or the Department's vendor(s). The use of one copy of said software is subject to a license granted from FINS to the Department, and a sublicense from the Department to the County, to use the software solely in the operation of the Equipment, to commence on delivery of the software to the County and to last for the term of the HNS Agreements. The County shall not: (i) copy or 8 • duplicate, or permit anyone else to copy or duplicate, any part of the software, or (ii) create or attempt to create, or permit others to create or attempt to create, by reverse engineering or otherwise, the source programs or any part thereof from the object programs or from other information provided in connection with the Equipment. The County shall not, directly or indirectly, sell, transfer, offer, disclose, lease, or license the software to any third party. G. To comply with these provisions for a period of sixty -seven (67) months from the date of installation of the Equipment, or the termination of the HNS Agreements, whichever occurs first. XVIII. COMMUNICATIONS COSTS By its execution of this Agreement, the County authorizes the Department to deduct the appropriate costs of the recurring charges for the satellite communications equipment from the allocation provided to County under Rule 9G- 19.005(3), Florida Administrative Code. The deduction is $500 per month for twelve months ($6,000 /year) less a credit of $1,685 from Fiscal Year 1995 -96 for a total deduction of $4,315 for Fiscal Year 1996 -97. In the event the County desires to continue use of the National Warning System (NAWAS) line, then the County shall assume all operational and fiscal responsibility for the NAWAS line and equipment in the County. XIX. CERTIFICATIONS By its execution of this Agreement, the County certifies that it is currently in full compliance with the Rule Chapters 9G -6, 9G -7, and 9G -19, F.A.C., Chapter 252, Florida Statutes and appropriate administrative rules and regulations that guide the emergency management program and associated activities. The County certifies that funds received from the Emergency Management, Preparedness and Assistance Trust Fund will not be used to supplant existing funds, nor will funds from one program under the Trust Fund be used to match funds received from another program under the Trust Fund. By its signature below, the County reaffirms its certification to employ and maintain a full - time Director consistent with Section 9G- 19.002(6), Florida Administrative Code. 9 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their undersigned officials as duly authorized. County: BY: (�� ,•, / p /��/ / :PPROVED AS TO FORM Name and title:- ( (-i-'i �f i pWi 111A (t 6� D LEG: SUFFICIENCY, opir �� � / /� ` J � DA E .776/96 / Date: 6 ). �t- /4' ( /Kt Federal Employer I.D. )q - 74/9 ��� :O NY L. KOLHAGE, CLERK BY °- a,tJ C. D96icivAL DEPUTY CLERK STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS BY \ K C Sirai zr k 1 Name and Title: Joseph F. Myers, Director Date: 11/1 r i tv 10 Attachment A SCOPE OF WORK Base Grant funding from the Emergency Management, Preparedness and Assistance Trust Fund is intended to enhance county emergency management plans and programs that are consistent with the State Comprehensive Emergency Management Plan and Program (reference Rule Chapters 9G -6 and 7, F.A.C. and Chapter 252, F.S.). This Scope of Work recognizes that each county is at a varying level of preparedness, and it is understood that each county has a unique geography, faces unique threats and hazards and serves a unique population. In order to receive base grant funding, each county must certify that it will use the award to enhance its Emergency Management Program. As a condition of receiving funding pursuant to this Agreement, the County shall complete the work items that fall between October 1, 1996 and September 30, 1997, listed in the revised Five -year Strategic Plan, as approved by the Department. The revised Five -year Strategic Plan is attached hereto as Attachment A -1. 11 • Attachment B PROGRAM STATUTES AND REGULATIONS 1. Chapter 252, Florida Statutes 2. Rule Chapter 9G -19, Florida Administrative Code 3. OMB Circular A -87 4. Chapter 287, Florida Statutes 5. Chapter 119, Florida Statutes 6. Chapter 60A -1, Florida Administrative Code 7. The Robert T. Stafford Disaster Relief and Assistance Act (42 USC 5121 et seq) 8. 44 Code of Federal Regulations parts 7, 9, 13 and 206 9. Rule Chapters 9G -6 and 9G -7, Florida Administrative Code 12 Attachment C RECORDKEEPING A. If applicable, County's performance under this Agreement shall be subject to OMB Circular No. A -102, "Uniform Administrative Requirements for State and Local Governments" or OMB Circular No. A -110, "Grants and Agreements with Institutions of High Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A -87, "Cost Principles for State and Local Governments," OMB Circular No. A -21, "Cost Principles for Educational Institutions," or OMB Circular No. A -122, "Cost Principles for Nonprofit Organizations." B. All original records pertinent to this Agreement shall be retained by the County for three years following the date of termination of this Agreement or of submission of the final close -out report, whichever is later, with the following exceptions: 1. If any litigation, claim or audit is started before the expiration of the three year period and extends beyond the three year period, the records will be maintained until all litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non - expendable personal property valued at $1,000 or more at the time of acquisition shall be retained for three years after final disposition. 3. Records relating to real property acquisition shall be retained for three years after closing of title. C. All records, including supporting documentation of all program costs, shall be sufficient to determine compliance with the requirements and objectives of the Scope of Work, Attachments A and A -1, and all other applicable laws and regulations. D. The County, its employees or agents, including all subcontractors or consultants to be paid from funds provided under this Agreement, shall allow access to its records at reasonable times to the Department, its employees, and agents. "Reasonable" shall be construed according to the circumstances but ordinarily shall mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Department. 13 Attachment D REPORTS A. The County shall provide the Department with quarterly financial reports, semi - annual summary progress reports prepared in conjunction with the Department's Area Coordinator, and a final close -out report, all in a format to be provided by the Department. B. Quarterly reports shall begin with the first quarter of the county fiscal year; are due to the Department no later than thirty (30) days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close -out report. The ending dates for each quarter of this program year are December 31, March 31, June 30 and September 30. C. The final close -out report is due forty -five (45) days after termination of this Agreement. D. In addition to the above, in order to ensure compliance with Rule 9G- 19.011, F.A.C., historical budgetary information relating to the County Emergency Management Program will also be required. This information shall be developed based on guidelines provided by the Department and shall be submitted to the Department no later than March 31, 1997. E. A proposed budget summary describing planned expenditure of funds provided under this Agreement toward the completion of items detailed in Attachments A and A -1 shall be submitted to the Department in a format provided by the Department not later than December 31, 1996. F. If all required reports, budget summary and budgetary information prescribed above are not provided to the Department or are not completed in a manner acceptable to the Department, the Department may withhold further payments until they are completed or may take such other action as set forth in Paragraphs VII. and IX., and Rule 9G- 19.014, F.A.C. "Acceptable to the Department" means that the work product was completed in accordance with generally accepted principles, guidelines and applicable law, and is consistent with the Scope of Work. G. Upon reasonable notice, the County shall provide such additional program updates or information as may be required by the Department. H. All report formats provided by the Department shall be made available to the County by request on electronic disk. 14 Attachment E PROCUREMENT, SUBCONTRACTS AND SUBGRANTS A. Subcontracts entered into by a County in connection with any portion of the Scope of Work shall contain all terms of the County's Agreement with the Department. B. The County shall send a copy of any subcontracts entered into in connection with implementing the Scope of Work to the Department within 30 days after their effective dates. C. The County shall not award subgrants using funds awarded pursuant to this Agreement. D. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. Wherever required by law or otherwise permitted, the County shall utilize competitive procurement practices. E. Allowable costs shall be determined in accordance with Office of Management and Budget Circular A -87. 15 } Attachment F FUNDING/MATCHING A. This is a cost - reimbursement Agreement. The County shall be reimbursed for costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $93,404 subject to the availability of funds from the Department. The amount of funds available pursuant to this rule chapter may be adjusted proportionally when necessary to meet any matching requirements imposed as a condition of receiving federal disaster relief assistance or planning funds. Funds received from the Emergency Management, Preparedness and Assistance Trust Fund may not be used to supplant existing funds, nor shall funds from one program under the Trust Fund be used to match funds received from another program under the Trust Fund. B. Any advance payment under this Agreement is subject to s. 216.181(14), Florida Statutes. Up to twenty -five (25) percent of an award may be advanced. If an advance payment is requested, the budget data on which the request is based and a justification letter shall be submitted. The letter will specify the amount of advance payment needed and provide an explanation of the necessity for and proposed use of these funds. Indicate below which method of payment is preferred: 1. X No advance payment is requested; payment will be made solely on a reimbursement basis. 2. An advance payment of $ is requested; balance of payments will be made on a reimbursement basis. (Justification letter must be provided; advanced funds may not exceed 25% of total eligible award) C. After the initial advance, if any, any further payments shall be made on a quarterly reimbursement basis. Additional reimbursement requests in excess of those made quarterly may be approved by the Department for exceptional circumstances. An explanation of the exceptional circumstances must accompany the request for reimbursement. The County agrees to expend funds in accordance with the Scope of Work, Attachments A and A -1 of this Agreement. D. All funds received hereunder shall be placed in an interest - bearing account with a separate account code for tracking all deposits, expenditures and interest earned. Funds disbursed to the County by the Department that are not expended in implementing this program shall be returned to the Department, along with any interest earned on all funds received under this Agreement, within ninety (90) days of the expiration of the award Agreement. 16 E. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. F. Allowable costs shall be determined in accordance with applicable Office of Management and Budget Circulars, or, in the event no circular applies, by 48 CFR Part 31 CONTRACT COST PRINCIPLES AND PROCEDURES. G. At a minimum, the County shall continue to provide other funding for the County Emergency Management Department at an amount equal to either: (1) the average of the previous three years' level of county general revenue funding of the County Emergency Management Department; or (2) the level of funding for the County Emergency Management Department for the last fiscal year, whichever figure is lower. County general revenue funding for 911 services, emergency medical services, law enforcement, criminal justice, public works or other services outside the Emergency Management Department by Section 252.38, Florida Statutes, shall not be included in determining the "level of county funding of the County Emergency Management Department." The County shall certify compliance with this rule chapter and this rule by their execution of this Agreement, and as a condition precedent to receipt of funding. H. Should the County wish to carry forward, into the fiscal year beginning October 1, 1997, any unspent funds awarded under this Agreement , the County must request such carry forward of funds in writing to the Department by July 31, 1997. This request must include a detailed explanation and justification for the request and may not exceed an amount equal to 25% of the total amount awarded under this Agreement less the funds, if any, carried forward in the initial FY 1996 -97 Agreement from the FY 1995 -96 Base Grant Agreement. Failure to timely submit information, or failure to submit complete information, may result in the denial of a request to carry funds forward. Any carry forward amounts approved will be added to the County's following year's base Agreement. 17 b ' 1 -`�t ,),,,,..,.„..., , MONROE COUNTY EMERGENCY MANAGEMENT r a Y O �Ta tt'�; { y g.. ,.,..,.. Q. 444: j 4. *" ''' # y. ) 7. A . P 4 2 EMERGENCY MANAGEMENT FIVE YEAR STRATEGIC PLAN 1996 -1997 • MONROE COUNTY FIVE YEAR STRATEGIC PLAN Public Safety is Emergency Management's number one priority when responding to any type of emergency. Although we are faced with a number of rather "unique" circumstances, Monroe County Emergency Management prides itself with having a comprehensive and sound Emergency Management Program. During our development of this plan, we looked at all aspects of our program and found a number of areas we would like to improve. Monroe County evaluates itself after every event or drill, and the knowledge obtained from these sessions allows Emergency Management to tailor it's program as required. By 1997, Emergency Management will develop a Internal Assessment Program to include plan review, event review and self evaluation procedures to standardized this process. An area that is essential to all counties is that of critical facilities. By 1998, Monroe County will develop and have in place a comprehensive critical facility program that will enhance mitigation, preparedness, response and recovery efforts of the county when faced with an emergency situation. Keeping in mind the circumstances Monroe County must face when dealing with a hurricane emergency, it is critical to have in place, a sound Shelter and Refuge of Last Resort Plan. Although we presently have a very good plan, it is the goal of this department to produce an expanded and comprehensive version of this . plan by 1999. We need to develop plans and procedures for recovery and redevelopment of the county following a disaster. To date, our plans are minimal, but this plan will be complete by the year 2000. Finally, we would like to form a cooperative effort with our School Board to not only provide a positive learning environment for our children, but mitigate some of our needs for additional shelters within the county. We would like to have a plan to accomplish this by 2001. • MONROE COUNTY FIVE YEAR STRATEGIC PLAN GOAL 1: By June 1997, develop an "Emergency Management Internal Assessment Program ". STRATEGY 1: By October 1996, identify all plans which Emergency Management is directly responsible for developing, updating and implementing. TASKS: 1. Compile an inventory of all plans Emergency Management develops, maintains and implements, including the date of the last revision by October of 1996. STRATEGY 2: By October 1996, develop an exercise schedule and identify areas to be tested. (Included in the exercise schedule will be the Statewide Hurricane Drill(s) and Turkey Point Drill(s)) TASKS: 1. Set exercise schedule by October of 1996. 2. Identify areas to be tested by October of 1996. 3. Develop internal exercise review procedures by November of 1996. STRATEGY 3: By January 1997, develop comprehensive internal assessment review procedures. TASKS: 1. Identify areas for review by November of 1996. 2. Develop procedures for internal program review by January of 1997. 3. Develop review format by January 1997. STRATEGY 4: By June 1997, conduct FDEM Self Assessment, Internal Program Evaluation, and make necessary revisions to the 5 Year Strategic Plan. TASKS: 1. Conduct internal evaluation to update the FDEM self assessment document an submit to FDEM prior to the end of the 3rd quarter of FY 96/97. 2. Conduct internal program review by June 1997. 3. Revise 5 Year Strategic Plan as required. GOAL 2: Complete emergency - related post disaster redevelopment as quickly as possible while mitigating future risk. STRATEGY 1: Complete post disaster redevelopment while mitigating future losses to life, property, and business. TASKS: 1. Address disaster /redevelopment issues and submit an annual evaluation and appraisal report. GOAL 3: Update emergency plans, standard operating procedures, and the Comprehensive Emergency Management Plan ( consistent with 9G -6 and 9G -7) on an annual basis. STRATEGY 1: Achieve consistency between goals and objectives of agency plans and emergency plans. TASKS: 1. Annually review and update all Emergency Management plans and procedures. GOAL 4: Annually update the inventory of shelters and refuges in Monroe County. STRATEGY 1: Annually conduct inspections and obtain critical information for all shelters and refuges, or potential shelters and refuges, in Monroe County. TASKS: 1. Inspect and document critical information on shelters and refuges in the Upper Keys. 2. Inspect and document critical information on shelters and refuges in the Middle Keys. 3. Inspect and document critical information on shelters and refuges in the Lower Keys. GOAL 5: Annually update Monroe County's Critical Facility Inventory. STRATEGY 1: By September 30th of each year, update the critical facility inventory throughout Monroe County. TASKS: 1. Update the comprehensive listing of all critical facilities in the Upper Keys. 2. Update the comprehensive listing of all critical facilities in the Middle Keys. 3. Update the comprehensive listing of all critical facilities in the Lower Keys. 2 • GOAL 1: By June 1998, have in place a comprehensive critical facilities inventory. STRATEGY 1: By September 1997, identify the critical facilities in Monroe County. TASKS: 1. Develop a comprehensive listing of all critical facilities in the Upper Keys by June of 1997. 2. Develop a comprehensive listing of all critical facilities in the Middle Keys by July of 1997. 3. Develop a comprehensive listing of all critical facilities in the Lower Keys by August of 1997. STRATEGY 2: By January 1998, catalog the critical facilities in Monroe County. TASKS: 1. Catalog the critical facilities in the Upper Keys including the physical address, picture of the facility, and GPS coordinates by October of 1997. 2. Catalog the critical facilities in the Middle Keys including the physical address, picture of the facility, and GPS coordinates by November of 1997. 3. Catalog the critical facilities in the Lower Keys including the physical address, picture of the facility, and GPS coordinates by December of 1997. STRATEGY 3: By May 1998, obtain updated plans from the critical facilities in Monroe County. TASKS: 1. Contact all critical facility liaisons in the Upper Keys and obtain a copy of the current emergency plan for each facility by February of 1998. 2. Contact all critical facility liaisons in the Middle Keys and obtain a copy of the current emergency plan for each facility by March of 1998. 3. Contact all critical facility liaisons in the Lower Keys and obtain a copy of the current emergency plan for each facility by April of 1998. STRATEGY 5: By June 1998, create a library for all critical facilities in Monroe County. TASKS: 1. Create a library for all critical facilities in Monroe County to include all collected data and emergency plans. GOAL 2: Complete emergency - related post disaster redevelopment as quickly as possible while mitigating future risk. STRATEGY 1: Complete post disaster redevelopment while mitigating future losses to life, property, and business. TASKS: 1. Address disaster /redevelopment issues and submit an annual evaluation and appraisal report. GOAL 3: Update emergency plans, standard operating procedures, and the Comprehensive Emergency Management Plan ( consistent with 9G -6 and 9G -7) on an annual basis. STRATEGY 1: Achieve consistency between goals and objectives of agency plans and emergency plans. TASKS: 1. Annually review and update all Emergency Management plans and procedures. GOAL 4: Conduct annual review and accordingly update Emergency Management exercise schedule and identify areas to be tested. STRATEGY: Set exercise dates and identify areas to be tested based on annual review. TASKS: 1. Conduct internal program review. 2. Set exercise schedule. 3. Identify areas to be tested. 4. Update Five Year Strategic Plan as required. 5 GOAL 5: Annually update the inventory of shelters and refuges in Monroe County. STRATEGY 1: Annually conduct inspections and obtain critical information for all shelters and refuges, or potential shelters and refuges, in Monroe County. TASKS: 1. Inspect and document critical information on shelters and refuges in the Upper Keys. 2. Inspect and document critical information on shelters and refuges in the Middle Keys. 3. Inspect and document critical information on shelters and refuges in the Lower Keys. h • GOAL 1: By June 1999, have in place a comprehensive Shelter and Refuge of Last Resort Plan. STRATEGY 1: By December 1998, conduct inspections and obtain critical information (physical address, picture of facility, GPS coordinates, etc.) on all Shelters and Refuges of Last Resort in Monroe County. TASKS: 1. Inspect and document critical information on all Shelters and Refuges of Last Resort in the Upper Keys by April of 1998. 2. Inspect and document critical information on all Shelter and Refuges of Last Resort in the Middle Keys by August of 1998. 3. Inspect and document critical information on all Shelters and Refuges of Last Resort in the Lower Keys by December of 1998. STRATEGY 2: By April 1999, update the Shelter and Refuge of Last Resort Plan and Standard Operating Procedures. TASKS: 1. Review and update the Shelter and Refuge of Last Resort Plan and Standard Operating Procedures by April of 1999. STRATEGY 3: By June 1999, complete a comprehensive plan and procedures for the Shelters and Refuges of Last Resort in Monroe County. TASKS: 1. Incorporate the inspection and critical information with the plans and procedures for shelters and refuges in Monroe County into a finalized plan by June of 1999. GOAL 2: Complete emergency - related post disaster redevelopment as quickly as possible while mitigating future risk. STRATEGY 1: Complete post disaster redevelopment while mitigating future losses to life, property, and business. TASKS: 1. Address disaster /redevelopment issues and submit an annual evaluation and appraisal report. GOAL 3: Update emergency plans, standard operating procedures, and the Comprehensive Emergency Management Plan ( consistent with 9G -6 and 9G -7) on an annual basis. STRATEGY 1: Achieve consistency between goals and objectives of agency plans and emergency plans. TASKS: 1. Annually review and update all Emergency Management plans and procedures. GOAL 4: Annually update Monroe County's Critical Facility Inventory. STRATEGY 1: By September 30th of each year, update the critical facility inventory throughout Monroe County. TASKS: 1. Update the comprehensive listing of all critical facilities in the Upper Keys. 2. Update the comprehensive listing of all critical facilities in the Middle Keys. 3. Update the comprehensive listing of all critical facilities in the Lower Keys. GOAL 5: Conduct annual review and accordingly update the Emergency Management exercise schedule, identify areas to be tested, and update plans accordingly. STRATEGY 1: After the annual review, set the exercise dates, identify test areas, and adjuct the Five Year Strategic Plan. • TASKS: 1. Conduct internal program review. 2. Set exercise schedule. 3. Identify test areas. 4. Update Five Year Strategic Plan. GOAL 1: By June of 2000, develop plans and procedures for disaster recovery and redevelopment. STRATEGY: 1 By June 1996, develop a Disaster Recovery and Redevelopment Task Force. TASKS: 1. Compile a list of those departments and agencies to be on the task force by April of 1996. 2. Meet with all members of the task force by June of 1996. STRATEGY 2: By June 1997, develop a set direction for the County's Disaster Recovery and Redevelopment Plan. TASKS: 1. Hold meetings of the task force on a quarterly basis throughout the year to update the progress of each aspect of the plan. 2. Have a basic outline for the plan by June of 1997. STRATEGY 3: By June 1998, complete the plans and procedures for disaster recovery and redevelopment. TASKS: 1. Hold meetings of the task force on a quarterly basis throughout the year to update the progress of each aspect of the plan. 2. Submit the plan for approval by the Monroe County BOCC by June of 1998. STRATEGY 4: By June 1999, test and make necessary revision to the plan and procedures. TASKS: 1. Conduct an exercise to test the plans and procedures by June of 1999. 2. Hold meetings as needed to make necessary improvements to the plan and procedures. STRATEGY 5: By June 1998, complete the final revisions to the Disaster Recovery and Redevelopment Plan and Procedures. TASKS: 1. Make the necessary changes to the plan and procedures by June 2000. GOAL 2: Complete emergency - related post disaster redevelopment as quickly as possible while mitigating future risk. STRATEGY 1: Complete post disaster redevelopment while mitigating future losses to life, property, and business. TASKS: 1. Address disaster /redevelopment issues and submit an annual evaluation and appraisal report. GOAL 3: Update emergency plans, standard operating procedures, and the Comprehensive Emergency Management Plan ( consistent with 9G -6 and 9G -7) on an annual basis. STRATEGY 1: Achieve consistency between goals and objectives of agency plans and emergency plans. TASKS: 1. Annually review and update all Emergency Management plans and procedures. GOAL 4: Conduct annual review and accordingly update Emergency Management exercise schedule and identify areas to be tested. STRATEGY: Set exercise dates and identify areas to be tested based on annual review. TASKS: 1. Conduct internal program review. 2. Set exercise schedule. 3. Identify areas to be tested. 4. Update Five Year Strategic Plan as required. GOAL 5: Annually update the inventory of shelters and refuges in Monroe County. STRATEGY 1: Annually conduct inspections and obtain critical information for all shelters and refuges, or potential shelters and refuges, in Monroe County. TASKS: 1. Inspect and document critical information on shelters and refuges in the Upper Keys. 2. Inspect and document critical information on shelters and refuges in the Middle Keys. 3. Inspect and document critical information on shelters and refuges in the Lower Keys. GOAL 6: Annually update Monroe County's Critical Facility Inventory. STRATEGY 1: By September 30th of each year, update the critical facility inventory throughout Monroe County. TASKS: 1. Update the comprehensive listing of all critical facilities in the Upper Keys. 2. Update the comprehensive listing of all critical facilities in the Middle Keys. 3. Update the comprehensive listing of all critical facilities in the Lower Keys. • GOAL 1: By 2001, work with the Monroe County School Board in the location, planning, and construction of new schools throughout the county, to help mitigate the shelter deficit throughout the county. STRATEGY 1: Develop a committee to examine the needs of both the school system and Emergency Management. TASKS: 1. Establish the committee by January 1999. STRATEGY 2: Establish criteria for plan development. TASKS: 1. Based on recommendations of the committee, set outline for the development of the plan by January 2000. STRATEGY 3. Implement the plan developed by the established committee. TASKS: 1. Implement the plan by 2001. GOAL 2: Complete emergency - related post disaster redevelopment as quickly as possible while mitigating future risk. STRATEGY 1: Complete post disaster redevelopment while mitigating future losses to life, property, and business. TASKS: 1. Address disaster /redevelopment issues and submit an annual evaluation and appraisal report. GOAL 3: Update emergency plans, standard operating procedures, and the Comprehensive Emergency Management Plan ( consistent with 9G -6 and 9G -7) on an annual basis. STRATEGY 1: Achieve consistency between goals and objectives of agency plans and emergency plans. TASKS: 1. Annually review and update all Emergency Management plans and procedures. GOAL 4: Conduct annual review and accordingly update Emergency Management exercise schedule and identify areas to be tested. STRATEGY: Set exercise dates and identify areas to be tested based on annual review. TASKS: 1. Conduct internal program review. 2. Set exercise schedule. 3. Identify areas to be tested. 4. Update Five Year Strategic Plan as required. GOAL 5: Annually update the inventory of shelters and refuges in Monroe County. STRATEGY 1: Annually conduct inspections and obtain critical information for all shelters and refuges, or potential shelters and refuges, in Monroe County. TASKS: 1. Inspect and document critical information on shelters and refuges in the Upper Keys. 2. Inspect and document critical information on shelters and refuges in the Middle Keys. 3. Inspect and document critical information on shelters and refuges in the Lower Keys. GOAL 6: Annually update Monroe County's Critical Facility Inventory. STRATEGY 1: By September 30th of each year, update the critical facility inventory throughout Monroe County. TASKS: 1. Update the comprehensive listing of all critical facilities in the Upper Keys. 2. Update the comprehensive listing of all critical facilities in the Middle Keys. 3. Update the comprehensive listing of all critical facilities in the Lower Keys.