06/19/1996 i?L Mlay 29 (A. 16:Z4 RZo . 005 P.01
AGREEMENT 1968M- 61J- 11- -54 -10 -044
AGREEMENT
BETWEEN THE STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRe,
AND
MONRGE COUNTY
This Agreement entered into by and between the 'Department of Community Affairs
(Grantee) and Monroe County (Subgrantee), shall govern certain emergency
management- related activities to be financed by the Grantee.
WI IE1tEAS, the Federal Government has not yet passed a budget for fiscal year 1995-
1996; and
WHEREAS, the Federal Government has made a limited amount of funding available by
continuing resolution for certain programs;
THEREFORE., in consideration of the mutual promises and covenants hTrein contained,
the parties agree as follows:
I. pM3 ? AGR EMENI
A. This Agreement shall begird on October 1, 1995, and shall cvyithi c in fall fora: and
effect to, an't. including, September 30, 1976.
13. The Grantee agrees to allocate to the. Subgrantee the total amount of $28,783.00
which the Subgrantee will match with $23,783.00 to initiate the successful completion of the
autivities/projccts in the approved five year strategic; plan submitted by this Subgrantee and
which are applicable to the period of performance of this contr pact. This sum represents Federal
Emergency Management Agency (FEMA) State and Local Assistance (SLA) funds made
available for Fiscal Year 1996.
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C. It is agreed that liability of the Grantee under this Agreement shall not exceed the total
funds received and allocated by the Grantee for this Agreement.
D. The Grantee or Subgrantee rna.y terminate this Agreement for breach of contract or in
the event of non - availability of funds with such notice as is reasonable under the circumstances.
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. Either party may terminate this Agreement without cause by
giving thirty (30) days written notice to the other party.
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E. The Subgrantee, in performing the requirements of this Agreement, shall comply with
all applicable laws, rules, regulations, ordinances and codes of the federal, state and local
governments. The payment of funding provided by this Agreement is contingent upon
compliance with all applicable laws, rules, regulations, ordinances and codes of the federal , state
and local governments. Non - compliance may result in the withholding of funds and the
suspension and termination of this Agreenze _ -
II. REQUII:EMENTS AND ASSURANCE §
A. General Provisions. The Subgrantce hereby assures and cerCfies that it will comply
with all applicable regulations, policies, guidelines and requirements, including 14 CFR (Code of
Federal Regulations) Part 13 ( "Common Rule "), 44 CFR Part 302, and Office of Management
and Budget (OMB) Circulars A -87, A -102 and A -128 as they relate to application, acceptance
and use of federal funds under this Agreement. Subgrantee also certifies it shall comply with
chapter 252, F.S., Rule Chapters 9G -6, 9G -7, and 9G -19, F.A.C., as a condition of the receipt
and acceptance of funds under this Agreement.
B. Lobbying.
1. The Subgrantee cerffies, by their signature to this Agreement, that to the best of his or
her knowledge and belief that no federal appropriated funds have been paid or will be paid, by or
on behalf of the undersigned, to any person for influencing or attempting to influence an officer
or employee of any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding of any federal contract, the
making of any federal grant, the making of any federal loan, the entering into of any cooperative
agreement, and the extension, continuation, renewal, amendment or modification of any federal
contract, grant, loan or cooperative agreement.
2. • Pursuant to Section 216.347, Florida Statutes, the Subgrantce agrees that no funds
from this Agreement will be expended for the purpose of lobbying the Legislature or a state,
agency.
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C. Scope of Work. The Subgrantee will comply with the appro ed "Five Year Strategic
Plan", hereinafter referred to as the "Strategic Plan ", submitted by the c unty describing the
activities /projects to be accomplished this year under this State and Loc 1 Assistance (SLA)
Agreement. Such approved Strategic Plan is on file for Subgrantee an has been previously
routed for approval with the Subgrantee's Emergency Management PrepF redness Assistance Base
Grant. At a minimum, Subgrantee shall complete those tasks identified xn its Strategic Plan to be
performed during the period of this Agreement (i.e. -the first year's activities). Failure to timely
complete tasks identified in the Strategic Plan may constitute grounds for withholding funds and
suspension and termination of this Agreement. •
D. Compensation and Financial Re sorting Requirements.
1. The Subgrantee shall use the funds available from this Agreement to pay for State and
Local Assistance administrative expenditures. OMB Circular A -87 should be used to provide
guidance concerning allowable and unallowable expenditures. The Subgrantee shall he
reimbursed for costs,incurred in the satisfactory performance of work hereunder in an amount not
to exceed the total allocation shown in Paragraph I.13. of this Agreement. Funds will be released
on a quarterly basis with the maximum quarterly release not to exceed one - fourth (1/4) of the
total Agreement amount or as otherwise approved by the Grantee.
2. Administrative Expenditure report^ must be submitted to the Grantee on a quarterly
basis and are due within thirty (30) days after the end of each quarter. Progress reports must be
submitted to the Grantee on a semiannual basis and are due within fifteen (15) days after the end
of the second and fourth quarter. A final Administrative Expenditure Report, serving as the
close -out report, is due within forty -five (45) days after the termination of this Agreement. The
Subgrantee shall not receive reimbursement for final expenditures until the final progress report
is received and approved by the Grantee.
3. The Subgrantee shall, within sh .ty (60) days of execut ::en of this Agreement, provide
the Grantee with a copy of the annual budget request submitted to the Board of County
Commissioners for emergency management purposes and the actual approved budget for
emergency management, including costs not compensated by funds provided in this Agreement.
Upon request, the Subgrantee shall provide,aclditional budget detail within thirty (30) days.
E. Fiscal and Program Accountability. The Subgrantee must establish fiscal control of
subgrant funds and required matching expenditures as required in Federal Emergency
Management Agency (FEMA) regulations, and OMB Circulars. The Subgrantee acknowledges
that it has full responsibility for fiscal and programmatic accountability for this subgrant. In the
event the Subgrantee is unable to produce records capable of being audited without
reconstruction by auditors, all funds paid under this Agreement by the Grantee to the Subgrantee
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shall be disallowed and subject to repayment. The accounting system established and maintained
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by the Subgrantee must have internal controls adequate to safeguard the assets of the Subgrantee,
check the accuracy and reliability of accounting data, promote operating efficiency and ensure •
compliance with described management policies of this Agreement.
F. Recording and Documentation of Receipts and Expenditures. Accounting procedui
must provide for an accurate and timely recording of receipt of fiends by type of expenditures
made from such funds and of unexpended balances. Accounting procedures must be adequate to
ensure that expenditures charged to this subgrant are for allowable purposes and that
documentation is readily available to verify that such charges are accurate. Failure to create and
maintain said documentation may result in the disallowance and recovery of funds.
G. Unexpended Funds. Unexpended funds which are reflected on the final
Administrative Expenditure Report referred to in Paragraph II.D. above will automatically revert
to the Grantee and the Grantee reserves the right to unilaterally reobligate such funds.
H. Obligation of Grant Funds. Subgrant funds shall not be obligated prior to the effective
date, or subsequent to the termination date, of the subgrant period. Obligations outstanding as of
the termination date shall be liquidated within forty -five (45) days. Such obligations must be •
related to goods or services provided and utilized within the subgrant period.
I. Retention of Records.
1. All original records pertinent to this Agreement shall be retained by the Subgrantee for
three years following the date of termination of this Agreement or of submission of the final
close -out report, whichever is later. However, 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. 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 •
shown in paragraph II.C. and all other applicable laws and regulations.
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3. The Subgrantee, its employees or agents, including all subcontractors or consultants to
be paid from funds provided under this Agreement, shall allow access to its public records at
reasonable times to the Grantee, its employees, and agents. "Reasonable" shall be construed
according to the circurnstances 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 Grantee. •
J. Audit Requirements. The Subgrantee 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.
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1. These records shall be available at all reasonable times for in pection, review, or audit
by state personnel and other personnel duly authorized by the Grantee. 'Reasonable" shall be
construed according to circumstances, but ordinarily shall mean normal usiness hours of
8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
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2. The Subgrantee shall also provide the Grantee with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under
this Agreement.
3. The Subgrantee shall provide the Grantee with an annual financial audit report which
meets the requirements of Sections 11.45 and 216.349, Florida Statutes, and Chapter 10.550,
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 and A -133 for the purposes of auditing and
monitoring the funds awarded under this Agreement.
4. The annual financial audit report shall include all management letters and the
Subgrantee's response to all findings, including corrective actions to be taken.
5. 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.
6. The complete financial audit report, including all items specified in J.4. and 5. above,
is due on or before April 30, 1997 and shall be sent directly to: •
Department of Community Affairs
Oifice of Inspector General
2740 Centerview Drive
Tallahassee, Florida 32399 -2100
7. In the event the audit shows that the entire ..mount of awarded funds, or my portion •
thereof, were not spent in accordance with the conditions of this Agreement, the Subgrantee shall
be held liable for reimbursement to the Grantee of all funds not spent in'accordance with these
applicable regulations and Agreement provisions within thirty (30) days after the Grantee has
notified the Subgrantee of such non - compliance.
3. The Subgrantee shall have all audits completed by an independent public accountant
(IPA) who shall either be a certified public accountant or a public accountant licensed under
Chapter 473, Florida Statutes. The IPA shall state that the audit complied with the applicable
provisions noted above.
K. Modification of Agreement. Either party may request modi cation of the provisions
of this Agreement. Changes which are mutually agreed upon shall be v lid only when reduced to
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writing, duly signed by each of the parties hereto, and attached to the original of. this Agreement.
However, the funding amount and match commitment identified in paragraph I.B., above, may
be modified as provided in that paragraph.
L. Notice and Contact.
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1. All notices provided under or pursuant to this Agreement shall be in writing, either by
hand delivery, or first class, certified mail, return receipt requested, to the representative
identified below and said notification attached to the original of this Agreement.
2. The Representative of the Grantee is the Grantee contract manager for this Agreement,
Joseph F. Myers, Director, Division of Emergency Management.
3. The Representative of the Subgrantee responsible for the administration of this
Agreement is the County's Authorized Official who executes this Agreement.
4. 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 L.1. above.
M. Subcontracts.
1. If the Subgrantee subcontracts any or all of the work required under this Agreement,
the Subgrantee agrees to include in the subcontract that the subcontractor is bound by the terms
and conditions of this Agreement with the Grantee.
2. The Subgrantee agrees to include in the subcontract that the subcontractor shall hold
the Grantee and Subgrantee harmless against all claims of whatever nature arising out of the
subcontractor's performance of work under this Agreement, to the extent allowed by law.
3. If the Subgrantee subcontracts, a copy of the executed subcontract must be forwarded
to the Grantee within ten (10) days after execution.
III. MISCELIANEOUS REQUIREMENT
A. Bills for fees or other compensation for services or expenses must be submitted in
detail sufficient for a proper pre -audit and post -audit thereof.
B. Bills for any travel expenses must be submitted in accordance with Section 112.061,
Florida Statutes.
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C. Units of deliverables, including reports, findings, and drafts as specified in Paragraph
II.C. of this Agreement, must be received and accepted by the contract manager prior to payment. • '
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D. The Subgrantee must comply with the criteria and final date by which criteria must be
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met for completion of this Agreement as specified in Paragraph I.A. of this Agreement. b E. The Grantee may unilaterally cancel this agreement for refusril by the Subgrantee to
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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 Subgrantee in conjunction with this
Agreement. It is expressly understood that substantial evidence of the Subgrantee's refusal to
comply with this provision shall constitute a breach of contract.
IV. LEGAL AUTHORIZATIONN_
The Subgrantee certifies with respect to this Agreement that it possesses legal authority to
receive the funds to be provided under this Agreement. The Subgrantee also certifies that the
undersigned possesses the authority to legally execute and bind Subgrantee to the terms of this '
Agreement.
The Subgrantee acknowledges that the responsibility for complying with the approved
subgrant award rests with the Subgrantee and acknowledges that failure to do so constitutes
grounds for the recession or suspension of this subgrant and may influence future subgrant
awards.
IN WITNESS IIERF_,OF, the Grantee and the Subgrar tee have executed this Agreement;
FOR THE SUBGRANTEE: FOR THE GRANTEE:
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
BY: BY:
Authorized Coun ficial Authorized Department Official
� - f r,1,( Joseph T',1�1 Myers/Division Director _ -
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Name /Title MA y�� Leone /Title
Date Date -
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Federal Employer ID # _._..__. _ �\
Catalog of Federal Domestic Assistance Number and Program i ._ "
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CFDA # 83.534 State and Local Assistance (SI.A) = , ,
APPROVED AS TO ORM (SEAL)
Ai ! � . AL � J& rac° .., D
ATTEST: 1. KOLHAGE, CLERK
RKI;ERT N. r BY .! . p 4,
E 'ITV CL ' //A /
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DATE k.1 _ -