04/21/1994 Contract Number: 94E0- 4M- 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 "Agency "),
and Monroe County, (hereinafter referred to as the "Recipient ").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS:
WHEREAS, the Agency 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 Recipient 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 Agency and the Recipient do mutually
agree as follows:
I. SCOPE OF WORK AND FUNDING
The Recipient 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 Recipient and the Agency 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 upon execution by both parties
and shall end September 30, 1994, 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, 1994, 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
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shall be valid only when reduced to writing, duly signed by
each of the parties hereto, and attached to the original of
this Agreement.
V. MONITORING
The Recipient 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 Recipient shall be solely responsible to parties with
whom it shall deal in carrying out the terms of this
Agreement. For purposes of this Agreement, Recipient agrees
that it is not an employee or agent of the Agency.
VII. NONCOMPLIANCE, REMEDIES, AND TERMINATION
A. If a recipient fails to comply with any term applicable
to an award under this rule chapter, the Agency may
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 Recipient resulting from obligations
incurred by the Recipient during suspension or after
termination of an award are not allowable unless the
Agency expressly authorizes them in the notice of
suspension or termination, or subsequently authorizes
them in writing. Other Recipient costs during
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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 Recipient 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. 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. Recipients of 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 rule chapter
should be disallowed, then the Recipient shall return
those disallowed funds to the Agency. In the
alternative, the Agency may offset the disallowed
amount against any current or future awards to the
Recipient.
E. Actions taken for noncompliance constitute final Agency
action under Chapter 120, Florida Statutes, as amended.
Notification of such actions shall include notice of
administrative hearing rights and time frames.
F. The Recipient shall return funds to the Agency if found
in non - compliance with laws, rules, 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 Agency designates Joseph F. Myers, Director,
Division of Emergency Management, or his designee, as
the Agency'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
2740 Centerview Drive
Tallahassee, Florida 32399 -2100
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.
B. The signer of this agreement or his designee shall be
the Recipient's Contract Manager. All communications,
written or oral, relating to this Contract shall be
directed to him at the following address:
Lisa. Goa-+ - Sr. P la" n
y 9 0 ( 3 c 5+rte.+ — Ocea,-,
5 -l-e_ 150
M a rek +harp Florida 33050
C. In the event that different representatives are
designated by either party after execution of this
Agreement, notice of the name, title and address 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 Recipient,
in this Agreement, in any subsequent submission or
response to Agency 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 Agency and with thirty (30) days written notice to
the Recipient, cause the termination of this Agreement
and the release of the Agency from all its obligations
to the Recipient.
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 Agency of any right or remedy granted
hereunder or failure to insist on strict performance by
the Recipient shall affect or extend or act as a waiver
of any other right or remedy of the Agency hereunder,
or affect the subsequent exercise of the same right or
remedy by the Agency for any further or subsequent
default by the Recipient. Any power of approval or
disapproval granted to the Agency under the terms of
this Agreement shall survive the terms and life of this
Agreement as a whole.
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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 Recipient 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.
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
Agency. "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. Recipient shall also provide the Agency with the
records, reports or financial statements upon request
for the purposes of auditing and monitoring the funds
awarded under this Agreement.
D. The Recipient shall provide the Agency 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
Agency as a grant -in -aid appropriation.
1. The annual financial audit report shall include
all management letters and the Recipient'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 agency and Agreement number.
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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 Audit Services
2740 Centerview Drive
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 Recipient shall
be held liable for reimbursement to the Agency of all
funds not spent in accordance with these applicable
regulations and Agreement provisions within thirty (30)
days after the Agency has notified the Recipient of
such non - compliance.
F. The Recipient 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.
G. The Recipient 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, 1995.
XI. SUBCONTRACTS AND PROCUREMENT
A. If the Recipient subcontracts any or all of the work
required under this Agreement, the Recipient agrees to
include in the subcontract that the subcontractor is
bound by the terms and conditions of this Agreement
with the Agency.
B. The Recipient agrees to include in the subcontract that
the subcontractor shall hold the Agency and Recipient
harmless against all claims of whatever nature arising
out of the subcontractor's performance of work under
this Agreement, to the extent allowed and required by
law.
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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 Recipient 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. 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 Recipient.
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 Agency reserves the right to unilaterally cancel
this Agreement for refusal by the Recipient to allow
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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
Recipient in conjunction with the Agreement.
XV. STATE LOBBYING PROHIBITION
No funds or other resources received from the Agency 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 agency.
XVI. LEGAL AUTHORIZATION
The Recipient 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 Recipient
also certifies that the undersigned possesses the authority
to legally execute and bind Recipient to the terms of this
Agreement. By its signature below, the Recipient reaffirms
its certification to employ and maintain a full -time
Director consistent with Section 9G- 19.002(6), Florida
Administrative Code.
XVII. EOUIPMENT AND PROPERTY MANAGEMENT
The Agency agrees to provide Recipient with certain
equipment to enable it to perform the scope of work and
related emergency management services. This equipment
consists of: (1) an NCR personal computer, model 3333, with
an Intel 486 -DX33 processor; (2) a 14" color VGA NCR monitor
with .28 pitch LE; (3) a Panasonic 1150 9 -pin printer; (4)
an AP brand surge protector with telephone protection; and
(5) an AT &T Paradyne 14.4 kb Data /9.6 kb Fax Modem. The
personal computer will be supplied with the following
software: (1) ProComm + for Windows; and (2) Borland Office
2.0 for Windows. Recipient shall abide by all terms and
conditions of the license provided for use of the software
and shall not violate the terms and conditions of that
license. Recipient shall not copy, transfer or otherwise
use said software in violation of the license agreement. In
addition, the Agency will supply satellite communications
equipment consisting of a mounted 1.75 meter disk with a
receiver /monitor console to be used with the personal
computer and Recipient's communications systems.
Recipient agrees to use said equipment for emergency
management purposes only, and to properly maintain and
8
repair said equipment. Recipient shall establish adequate
maintenance procedures to keep the equipment in proper
working condition. Recipient shall establish a control
system to insure adequate safeguards to prevent loss, damage
or theft of the equipment. Recipient shall promptly advise
the Agency of any loss, damage or theft affecting said
equipment. Recipient shall house this equipment within the
offices of the established 24 -hour warning point and to
connect said equipment to its 110 volt power and its
telephone system in accordance with the equipment's
specifications and requirements. Recipient shall not sell,
lease, rent, lend, encumber or dispose of said equipment
without the written permission of the Agency.
By its execution of this Agreement, Recipient authorizes the
Agency to deduct the appropriate costs of the recurring
charges for the satellite communications equipment and the
cost of the National Warning System (NAWAS), if applicable,
from the allocation provided to Recipient under Rule 9G -19,
Florida Administrative Code.
IN WITNESS WHEREOF, the parties hereto have caused this
Agreement to be executed by their undersigned officials as duly
authorized.
RECIPIENT: Mr , 'OE COUNTY ATTEST :DANNY L. KOLHAGE, cumq
igrV X i
` \ Bye t, J
BY: AK:-
put ei.k
Name an. tle: Jack London - Mayor /Chairman
APPR d or ° ' 7 0 FOftf
Date: - 1 / 2)) l 1
Federal Employer I.D. 59 - 6000749
STATE OF FLORIDA
DEPARTMENT OF 3MMUNITY AFFAIRS
BY: '
Name and e: SO se ek F. V 1 p r s— b - '''
I
Dat 61 l i1 1e►i
9
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. 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. To be eligible for an award, each county must certify
that it is in compliance with the requirements of Chapter 252,
Florida Statutes and appropriate administrative rules and
regulations that guide the Emergency Management Program and
associated activities. At a minimum, the county must:
1. Maintain a county emergency management agency that supports,
and is consistent with, the Florida Emergency Management
Program as outlined in Chapter 252, Florida Statutes.
2. Maintain plans and procedures to prepare for, respond to,
recover from and mitigate the effects of any incident that
may threaten the jurisdiction.
3. Assist the Agency in developing and implementing strategies
to reduce the statewide shelter deficit.
4. Perform required plan review and comments.
5. Assist the Agency in ensuring adequate communications,
notification and coordination of response activities.
6. Participate in preparedness, training and exercise
activities.
7. In addition to the above tasks the county must submit a
self- assessment of its emergency management program by June
30, 1994 in a format to be provided by the division. This
assessment is subject to Agency review and peer review. The
county will use the self - evaluation to outline its multi-
year strategy to enhance its program and to detail
activities to accomplish priority goals.
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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 13 and 206
9. Rule Chapters 9G -6 and 9G -7, Florida Administrative
Code
11
Attachment C
RECORDKEEPING
A. If applicable, Recipient'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 Recipient 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, Attachment A, and all other applicable laws and
regulations.
D. The Recipient, 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 Agency, 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 Agency.
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Attachment D
REPORTS
A. At a minimum, the Recipient shall provide the Agency
with quarterly financial, quarterly summary project
progress and final close -out reports, all in a format
to be provided by the Agency.
B. Quarterly reports shall begin with the second quarter
of the county fiscal year; are due to the Agency 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 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. If all required reports and copies prescribed above are
not sent to the Agency or are not completed in a manner
acceptable to the Agency, the Agency 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
Agency" means that the work product was completed in
accordance with generally accepted principles and
applicable law, and is consistent with the Scope of
Work.
E. Upon reasonable notice, the Recipient shall provide
such additional program updates or information as may
be required by the Agency.
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Attachment E
PROCUREMENT, SUBCONTRACTS AND SUBGRANTS
A. Subcontracts entered into by a Recipient in connection
with any portion of the proposed project shall contain
all terms of the Recipient's Agreement with the Agency.
B. The Recipient shall send a copy of any subcontracts
entered into in connection with implementing the
proposed project to the Agency within 30 days after
their effective date.
C. Recipients shall not award subgrants using funds
awarded pursuant to this rule chapter.
D. Recipients shall comply with all applicable procurement
rules and regulations in securing goods and services to
implement a proposed project. Wherever required by law
or otherwise permitted, Recipients shall utilize
competitive procurement practices.
E. Allowable costs shall be determined in accordance with
Office of Management and Budget Circular A -87.
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Attachment F
FUNDING /MATCHING
A. This is a cost - reimbursement Agreement. The Recipient
shall be reimbursed for costs incurred in the
satisfactory performance of work hereunder in an amount
not to exceed $70,424, subject to the availability of
funds. 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.
B. Any advance payment under this Agreement is subject to
presentation of a written justification statement
identifying the need for and the proposed use of the
advanced funds. An advance may be issued to cover:
(1) the expected initial cash needs as determined by
the Recipient, or (2) the entire grant amount. All
funds received hereunder shall be placed in an
interest - bearing account with a separate account code.
The interest earned on said account shall be remitted
promptly, but at least quarterly, to the Agency. No
Recipient shall automatically receive an advance. Any
advance is subject to the availability of funds.
1. 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.
3. An advance of the entire grant amount is
requested.
C. After the initial advance, if any, any further payments
shall be made on a reimbursement basis. The Recipient
agrees to expend funds in accordance with the Scope of
Work, Attachment A of this Agreement.
D. Base grants shall be matched at an amount either equal
to the average of the previous three years' level of
county general revenue funding of the County Emergency
Management Agency or the level of funding for the
County Emergency Management Agency for the last fiscal
year, whichever figure is lower. County general
15
'•
revenue funding for 911 services, emergency medical
services, law enforcement, criminal justice, public
works or other services outside the emergency
management agency by Section 252.38, Florida Statutes,
shall not be included in determining the "level of
county funding of the County Emergency Management
Agency." Each 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.
t .
r ,
16
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE PROGRAM
SUMMARY PROJECT PROGRESS REPORT
COUNTY Quarter Reporting: First
SUBGRANTEE Second
AGREEMENT # Third
Fourth
QUARTER
TO BE
SCOPE OF WORK CATEGORY / ITEM COMPLETED STATUS
1. Maintain a county emergency management agency that
supports, and is consistent with, the Florida
Emergency Management Program as outlined in Chapter
252, Florida Statutes.
2. Maintain plans and procedures to prepare for,
respond to, recover from and mitigate the effects
of any incident that may threaten the jurisdiction.
3. Assist the Division in developing and
implementing strategies to reduce the statewide
shelter deficit.
4. Perform required plan review and comments.
5. Assist the Division in ensuring adequate communi-
cations, notification and coordination of response
activities.
6. Participate in preparedness, training and exercise
activities.
7. Submit a self- assessment of county's emergency
management program by June 30, 1994 in a format
to be provided by the Division. This assessment
is subject to Division and peer review. The
county will use the self - evaluation to outline its
multi -year strategy to enhance its program and to
detail activities to accomplish priority goals.
COMMENTS - Describe problems or circumstances affecting completion dates,
milestones, scope of work and /or cost. Also, describe achievements,
successes, process and special issues.
Overall comments and explanations (if any):
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE PROGRAM
INSTRUCTIONS AND FORMS FOR SUBMITTING
REIMBURSEMENT CLAIMS
These instructions pertain specifically to claims for reimbursement of costs incurred in the Emergency
Management Preparedness and Assistance Program.
PROCEDURES FOR FILING CLAIMS FOR REIMBURSEMENT
A. Where to file:
Claims are to be submitted to the Division of Emergency Management (DEM), addressed as follows:
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF EMERGENCY MANAGEMENT
BUREAU OF RECOVERY AND MITIGATION
FISCAL SECTION
2740 CENTERVIEW DRIVE
TALLAHASSEE, FLORIDA 32399 -2100
B. Time for filing reimbursement claims:
In accordance with Attachment D of the Agreement, and to assure prompt processing, claims should
be filed so as to be received by the DEM on or before 30 days after the end of each quarter at a
minimum. More frequent claim filing may be made at the subgrantee's discretion.
C. Documentation of project expenditures:
1. Subgrantees must maintain documentation of expenditures for a minimum period of three
years following the close of project operations unless audits require a longer period of time.
2. Subgrantees should maintain a financial file with copies of back -up documentation for all
paid project expenditures made by the subgrantee during the subgrant period.
Documentation of expenditures against the program will be reviewed and verified during on-
site monitoring visits or when necessary by the DEM staff. Acceptable documentation
includes copies of purchase orders and paid vouchers, paid invoices or cancelled checks,
payroll vouchers, journal transfers, etc. Documentation of expenditures should not be sent
to the DEM.
3. In order to document hours worked on the program by permanent or temporary staff, the
subgrantee may use its own time and attendance forms.
4. All claims for reimbursement of expenditures must be submitted on the approved DCA
financial reporting forms. Submit on1v those forms for budget categories in which you have
incurred expenditures. Do not send blank forms.
STATE OF FLORIDA Page 1 of 7
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE PROGRAM
FINANCIAL REPORT*/ REIMBURSEMENT REQUEST
County Date of Claim
Subgrantee
Address
Telephone Number
Agreement Number Claim Number
Costs Incurred During the Period of: / / through / /
CURRENT CUMULATIVE
1. SALARY AND BENEFITS
2. OTHER PERSONAL/
CONTRACTUAL SERVICES (OPS)
3. EXPENSES
4. OPERATING CAPITAL OUTLAY (OCO)
5. FIXED CAPITAL OUTLAY (FCO)
6. TOTAL EXPENDITURES FOR THIS PERIOD
7. LESS ADVANCED FUNDS ( ).
8. BALANCE DUE FOR THIS PERIOD
I hereby certify that the above costs are true and valid costs incurred in accordance with the project
agreement.
Signed
Contract Manager or
Financial Officer
TOTAL AMOUNT TO BE PAID
* TO BE SUBMITTED ON ON THIS INVOICE:
A QUARTERLY BASIS
AT A MINIMUM. $
(To be completed by DEM)
02/94
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