Item C33�1•'11 1' 1TAM1 '
13 110 ILVA VIA •
Meeting Date: August 15, 2012 Division: Emergency Services
Bulk Item: Yes X No _ Department: Emergency Management
Staff Contact Person/Phone # Jose Tezanos/x6325
AGENDA ITEM WORDING: Approval of Modification #2 to reinstate and extend expiration date of
the FY09 State Homeland Security Grant Program Agreement (SHSGP) I IDS-29-11-54-01-091 to
December 31, 2012, with no county match required; and authorization for the County Administrator to
execute any other required documentation in relation to the application process.
ITEM BACKGROUND: The Florida Division of Emergency Management has provided Monroe
County an agreement which outlines condition to provide planning, training and exercises under the
State Homeland Security Grant Program — Issue 7 in the amount of $15,000.00. This grant reinstatement
and extension is intended to purchase Functional Needs Support Services equipment for our general
population shelters.
PREVIOUS RELEVANT BOARD ACTION: On December 16, 2009 the BOCC approved an award
letter which outlined conditions of this grant. On May 19, 2010 the BOCC approved the I IDS-29-11-
54-01-091 agreement. On June 20, 2012 the Board approved Modification #1 extending deadline to July
31, 2012.
STAFF RECOMMENDATIONS: Approval
TOTAL1 111 11 INDIRECT COST:BUDGETED: 1
DIFFERENTIAL OF LOCALPREFERENCE: N/A
COST TO i 0.00 SOURCE OF FUNDS:
VENUE PRODUCING: Yes —+, o X AMOUNT PER MONTH Year
PROVED Y: County Atty OMB/Purchasing Risk Management'
DOCUMENTATION: Included X Not Required
Revised 7/09
• A. of •' •. DEM Contract• 1 1•
Oct.Effective Date: 11•
Expiration Date: Dec. 31, 2012
Contract Purpose/Description:
Approval r of •• • to reinstate and extend expiration date of 1' State
Homeland Security Grant r, • • 1 1• to Dec.
1 • • •, . • • • •W-061111 WIN 411,11111
x. • •
Contract MaJose Tezanos
for BOCC meeting on 1
6325 14
(Ext.) (Department/Stop #)
Deadline: July 31, 2012
• m-A INCH
Total Dollar Value of Contract: $ 15,000 Current Year Portion: $ 15,000
Budgeted? Yes❑ No ® Account Codes: 13528-GE1011-530490- -
Grant: $ 15,000 - - -
County Match: $ 0 - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(loot included In dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date Out
Division Director
Date In
Needed e` ' ,
Yes❑ No
/Z
Risk Management
Yes[:] No
e/
O.M.B./Purchasing
-
Yes[:] No
County Attorney
t
Yes❑ No
Z
� 7i 01z.
Comments:
OMB Form Revised 2/27/01 MCP #2
Contract N umber: 11 DS-29-11-54-01-091
CFDA Number: 97.067
MODIFICATION #2 TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
MONROE COUNTY EMERGENCY MANAGEMENT
This Modification is made and entered into by and between the State of Florida, Division of Emergency
Management, ("the Division"), and Monroe County Emergency Management ("the Recipient) to modify the
Division's Contract Number 11DS-29-11-54-01-091, dated July 13, 2012, ("the Agreement").
WHEREAS, the Division and the Recipient have entered into the Agreement, pursuant to which the
Division has provided a subgrant to Recipient under the State Homeland Security Grants Program of $15,000;
and
WHEREAS, the Agreement expired on July 31, 2012; and
WHEREAS, the Division and the Recipient desire to reinstate the Agreement and extend the terms of the
Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the parties
agree as follows:
1. The Agreement is hereby reinstated as though it had never expired.
2. Paragraph 3, Period of Agreement, is hereby amended to have an expiration date for the
Agreement of December 31, 2012. Final requests for reimbursement should be submitted no later
than thirty (30) days after the termination date of the contract. Any requests received after
January 31, 2013 may, in the discretion of the Division, not be reimbursed from this Agreement.
All provisions of the Agreement being modified and any attachments in conflict with this
Modification shall be and are hereby changed to conform with this Modification, effective on the
date of execution of this Modification by both parties.
4. All provisions not in conflict with this Modification remain in full force and effect, and are to be
performed at the level specified in the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the dates set out
below.
By:
Name and Title:
Contract Number; 11 DS-29-11-54-01-091
CFDA Number: 97.067
with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and Monroe County
Emergency Management, (hereinafter referred to as the "Recipient").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to
B. The Division has received these grant funds from the State of Florida, and has the authority I
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Recipient agree to the following:
(1) SCOPE OF WORK.
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terminated earlier in accordance with the provisions of Paragraph (12) of this Agreement.
All , a I All
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(5) RECORDKEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the
federal OMB Circular No. A-102, Common Rule: Uniform Administrative Requirements for State and
Local Governments" or OMB Circular No. A-1 10, "Grants and Agreements with Institutions of Higher
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." If this Agreement
is .•- with a commercial (for -profit) organization • a cost -reimbursement basis, the Recipient shall •-
• to -•- Acquisition Regulations 31.2 and 931.2.
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this Agreement, and the compliance of all subcontractors or consultants paid from funds under this
A,Q,reement for a,,zeriod of five vears from th - L
or its desixnee the �*�tate Chief Financial Af
request. The Recipient shall ensure that audit working papers are available to them upon request for a
period of five years from the date the audit report is issued, unless extended in writing by the Division.
The five year period may be extended for the following exceptions:
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and extends beyond the five year period, the records shall be retained until all litigation, claims or au
findings involving the records have been resolved. i
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consil ants to De palo s prolla 11 - - Agreement, incrtming ooc, avil"Wimm
costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget
and Scope of Work - Attachment A - and all other applicable laws and regulations.
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to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during no7rmal busines
hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not
• • auditors retained by the Division.
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accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement.
by state personnel and other personnel authorized by the Department or the Division. "Reasonable" shall
:trdinarily mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
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in OMB Circular A-133, as revised, and in the event that the Recipient expends $500,000 or more in
Federal awards in its fiscal year, the Recipient must have a single or program -specific audit conducted in
accordance with the provisions of OMB Circular A-133, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement. In determining the Federal
awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including
Federal resources received from the Division. The determination of amounts of Federal
2wards expended should be in accordance with the guidelines established by OMB Circular A-1 33, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A-133, as revised, will meet the requirements of this paragraph.
shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A-133,
as revised.
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the
event that the Recipient expends less than $500,000 in Federal awards in its fiscal year and chooses to
have an audit conducted in accordance with the #.rovi,--17ei=&�•W�.)L*a-"e.-a&OmOJWi:--t�,
the audit must be paid from non -Federal funds.
Circular A-133, as revised, and required by subparagraph (d) above, when required by Section .320 (d),
OMB Circular A-133, as revised, by or on behalf of the Recipient to:
The Division at each of the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
[also send an electronic copy to aurilia.parrish@dca.state.fl.us]
and
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Send the Single Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by
submission online at
OMB Circular A-1 33, as revised.
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a copy of the reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any
management letter issued by the auditor, to the Division at the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
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to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A-133,
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, as applicable.
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Recipient when submitting financial reporting packages to the Division for audits done in accordance with
OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General,
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accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non-compliance.
accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter 473,
Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
=1
(7) REPORTS
(a) The Recipient shall provide the Division with quarterly reports and a close-out report.
These reports shall include the current status and progress by the Recipient and all subrecipients and
OjAr* it A, ka&v - A- -61 &4-11XI-filki tt;aWXW 4 ?nt 1AW&X,_rATf_, Wf—
this Agreement, in addition to any other information requested by the Division.
0
(b) Quarterly reports are due to the Division no later than 30 days after the end of eaoIi
quarter of the program year and shall be sent each quarter until submission of the administrative close-
out report. The ending dates for each quarter of the program year are March 31, June 30, September 31
and December 31.
(c) The close-out report is due 60 days after termination of this Agreement or 60 days
(d) If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, the Division may withhold further payments until they are completed or
may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the Division" means that
the work product was completed in accordance with the Budget and Scope of Work.
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(8) MONITORING.
The Recipient shall monitor its performance under this Agreement, as well as that of its
b-11UGUTTITact-Ur L r1*V__C11_C6F 11 , 11,11 IME 1 ly Werl-rel 11- - - -
time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished
within the specified time periods, and other performance goals are being achieved. A review shall be
done for each function or activity in Attachment A to this Agreement, and reported in the quarterly report.
11! lI;IrlI!!Ij 1111111111;
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other procedures. The Recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Division. In the event that the Division or the
Department determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to
comply with any additional instructions provided by the Division or the Department to the Recipient
regarding such audit. The Recipient further agrees to comply and cooperate with any inspections,
reviews, investigations or audits deemed necessary by the Florida Chief Financial Off icer or Auditor
General. In addition, the Division will monitor the performance and financial management by the
Recipient throughout the contract term to ensure timely completion of all tasks.
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Stat., and the Recipient is solely responsible to parties it deals with in carrying out the terms of this
arising from the work performance under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division, but is an independent contractor.
5
Fla. Stat., agrees to be fully responsible for its negligent or tortious acts or omissions which result in
claims or suits against the Division, and agrees to be liable for any damages proximately caused by the
acts • omissions to the extent set • in Section 768.28, Fla. Stat. Nothing herein is intended to serve
as a waiver of sovereign immunity by any Recipient to which sovereign immunity applies. Nothing herein
shall •- construed as • by a state .•- • subdivision • the State • Florida to •- sued • third
I'TrIS -711 67— -
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option to exercise any of its remedies set forth in Paragraph (11). However, the Division may make
•. • •. •. after any Events • Default without waiving the right to exercise such
remedies, and • becoming .• to make any further payment:
previous agreement with the Division is or becomes false or misleading in any respect, or if the Recipient
fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous
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obligations under this Agreement;
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•. from the •. written notice is sent by the Division.
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:tr more •i the following remedies, either concurrently • consecutively:
prior written notice of the termination. The notice shall be effective when placed in the United States, first
class mail, postage prepaid, by registered or certified mail -return receipt requested, to the address in
paragraph (13) herein;
(c) Withhold or suspend payment of all or any part of a request for payment;
6
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remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in
this ALareement or fails to insist on strict ..cerformance boT the ci.jeent it will not affect extend or waive
any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the
Division for any other default by the Recipient.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document, paper,
letter, or other material subject to disclosure under Chapter 119, Fla. Stat., as amended.
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through a written amendment of this Agreement. The amendment will state the effective date of t
termination and the procedures for proper closeout of the Agreement. I
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#,bligations for the terminated portion of the Agreement after the Recipient has received the notification of
termination. The Recipient will cancel as many outstanding obligations as possible. Costs incurred after
receipt of the termination notice will be disallowed. The Recipient shall not be relieved of liability to the
Division because of any breach of Agreement by the Recipient. The Division may, to the extent
authorized by, law withhold oayments to the Recioient for the _Qur_Qose of set-off until the exact amount of
damages due the Division from the Recipient is determined.
7
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the address below, and this notification attached to the original of this Agreement.
Carolyn Washington, Community Assistance Consultant
Florida Division of Emergency Management
Bureau of Finance Grants Section
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone: (850) 410-1271
Fax: (850) 488-7842
Email: carolyn.washington@em.mvflorida.com
Irene Toner, Director
49063 rd Street Suite 150
Marathon, Florida 33050
Telephone: (305) 289-6325
Fax: (305) 289-6333
after execution of this Agreement, notice of the name, title and address of the new representative
will be provided as outlined in (1 3)(a) above.
(14) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the
unsigned subcontract must be forwarded to the Division for review and approval before it is executed by
the Recipient. The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by
the terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and
regulations, and (iii) the subcontractor shall hold the Division and Recipient harmless against all claims oi
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the
extent allowed and required by law. The Recipient shall document in the quarterly report the
subcontractor's progress in performing its work under this Agreement.
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,a) All attachments to this Agreement are incorporated as if set out fully.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
Attachment A — Budget and Scope of Work
Attachment B — Program Statutes, Regulations and Special Conditions
Attachment C — Justification of Advance
Attachment D— Warranties and Representations
Attachment E — Certification Regarding Debarment
Attachment F — Statement of Assurances
V1111711INVIRRIERIVIR 11 1111 1
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Fla.Stat., and is contingent upon the Recipient's acceptance of the rights of the Division under Paragraph
(12)(b) of this Agreement. The amount which may be advanced may not exceed the expected cash
needs of the Recipient within the first three months of the contract term. For a federally funded contract,
any advance payment is also subject to federal OMB Circulars A-87, A-1 10, A-1 22 and the Cash
Management Improvement Act of 1990. If an advance payment is requested below, the budget data on
which the request is based and a justification statement shall be included in this Agreement as
Attachment C. Attachment C will specify the amount of advance payment needed and provide an
explanation of the necessity for and proposed use of these funds.
needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work,
Attachment A of this Agreement.
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or
under subparagraph (1 9)(h) of this Agreement, all obligations on the part of the Division to make any
further..wagAment of funds shall terminate and the
days of receiving notice from the Division.
0
(18) REPAYMENTS
All refunds or repayments due to the Division under this Agreement are to be made payable to
I I ii I i i ;I I I I Iff I! I V I I i I i i
Cashier
Fiscal Management
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
in accor i:11 li:11711 :ll
collection, Recipient shall pay the Division a service fee of $15.00 or 5% of the face amount of the
returned check or draft, whichever is greater.
a IVA ELI 01197-1111 :11006104 1 a] I I•
information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials is incorporated by
reference. Additional special conditions are listed on Attachment B. The inaccuracy of the submissions
or any material changes shall, at the option of the Division and with thirty days written notice to the
Recipient, cause the termination of this Agreement and the release of the Division from all its obligations
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for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provisio
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any oth
provision of this Agreement. -1
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government services, and telecommunications.
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?ny goods or services to a public entity, may not submit a bid on a contract with a public entity for the
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a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity, and may not transact business with any public entity in
excess of $25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list
or on the discriminatory vendor list.
and belief, that it and its principals:
16M TM a 17, 11119 ESM M M -me
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
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governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
19(g)2. of this certification; and
the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment E) for each intended subcontractor which Recipient plans to fund under
this Agreement. The form must be received by the Division before the Recipient enters into a
contract with any subcontractor.
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance with Chapter 216, Fla. Stat. or the Florida Constitution.
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•i C11-r - - IFelf e r rn WNW at OTIFU •Me proTIsIons
of Chapter 119, Fla. Stat., which the Recipient created or received under this Agreement.
Agreement, any interest income shall either be returned to the Division or be applied against the
Division's obligation to pay the contract amount.
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employmen
provisions contained inSection 1324a(e) [Section 274A(e) of the Immigration and Nationality A
("INK)]. The Division shall consider the employment by any contractor of unauthorized aliens a violatiorl
of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions contained i
I
Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division.
Iffif 1111211141111 f ;I,; 6;1%11;�- 9n,
286.011, Fla. Stat.) with respect to the meetings of the Recipient's governing board or the meetings of
any subcommittee making recommendations to the governing board. All of these meetings shall be
o,ublicly noticed ooen to the oublic and the minutes of
to the public in accordance with Chapter 119, Fla. Stat.
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under 41 U.S.C. 1 Oa, unless it would not be in the public interest or unreasonable in cost.
(20) LOBBYING PROHIBITION
(a) No funds or other resources received from the Division under this Agreement may be used
directly or indirectly to influence legislation or any other official action by the Florida Legislature or any
state agency.
*f the Recipient, 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
I Iffliffiffliffili VIVIVIIIII 11 111111111
paid 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
12
CIPTIFFUM7=11,11 Lyr trdut—,gran , oan or Cooper
and submit Standard Form-LILL, "Disclosure Form to Report Lobbying."
documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, an,i
cooperative agreements) and that all subrecipients shall certify and disclose.
when this transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
ARTAAD ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA.
ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE
OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF
FLORIDA.
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discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Recipient shall notify the Division. Any copyrights accruing under or in
intellectual properties relating to the performance of this Agreement which he or she knows or should
know could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any
pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such property
exists. The Division shall then, under Paragraph (b), have the right to all patents and copyrights which
accrue during performance of the Agreement.
13
(22) LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that it's governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
(23) ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated as
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EMERGENCY MANAGEMENT
Date: May 19, 2010
FlD# — 59-6000-749
STATE OF FLORIDA
DIVISION OF EMERGENCY MANGEMENT
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Award amount: $15,000
NOTE. If the resources awarded to the Recipient represent more than one Federal program, list
"'!A& rjjaff.�ir.A —Z - MIILIZA6 i i
-:ederal Program:
.IMILC, 1—aaaLL
2. Recipient is • to all administrative and financial requirements as set forth in this Agreement,
or will be in violation • the terms of the Agreement.
NOTE: Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes,
require that the information about Federal Programs and State Projects included in Exhibit 1 be providei
Ilk
�@
REQUEST FOR REVIEW ROUTING SHEET
Date: Agreement # h&—jaW
To: Grant Program:
From: Carolyn Was. ington Award Year. v
Recipient 'MAIssue #
Recipient Point of Contact Name/ bLumber1�2�tl 06J cg'c kdxLS
Please review the attached - &� i, for consi
Agreement. If this information meets the kftnt of the Scope of Woric, pie
meet the intent of the SOW or is missing vMI portions, please indicate yc
Program/Planning Manger for review.
Planni g/ Equipm t/ MBA/ Orga n:
ED Approved ,
Signature
Not Approved
Signature
If not approved, please define reason. In your definition, please ct
and section as referenced; if applicable. Comments:
ncy with the Scope of work listed in the
your approval below. If the information does not
al and forward to the appropriate
t
ate
Training:
Approved
Signature Date
r
Not Approved
Signature Date
Routed Date and Comments:
Exercise:
Approved
Signature
Not Approved
Signature
Routed Date and Comments:
Grant Manager Comments:
Date
Date
year, Guidance page number
Below is a general budget which outlines eligible categories and their allocation under this award. The Recipient is to
utilize the "Proposed Program Budget" as a guide for completing the "Budget Detail Worksheet" below.
The equipment category will require a "Detailed Budget Worksheet" including the proposed equipment to be purchased a
the corresponding Authorized Equipment List (AEL) reference number. The AEL can be found at www.rkb.0 .
The transfer of funds between the categories listed in the 'Proposed Program Budget" is permitted. However, the trans
of funds between issues is strictly prohibited.
At the discretion of the Recipient, funds allocated to Management and Administration costs (as described in the 'Propo
Program Budget") may be put towards Programmatic costs instead. However, no more than 3% of each Recipients'to
award may be expended on Management and Administration costs. I
M
'167-640-
UUU
W,
Budget Detail Worksheet
I0D5-39-11-54-01-091
The Recipient is required to provide a completed budget detail worksheet, to the Division, which accounts for the total award as
described in the "Proposed Program Budget".
If any changes need to be made to the "Budget Detail Worksheet", after the execution of this agreement, contact the grant manager
listed in this agreement Via email or letter-
1:44 FMMWI-Mi!z�
found on the web -based Authorized Equipment List at:
http://www.rkb.us
4 Click on "Authorized Equipment List (AEL)
If you wish to purchase a piece of equipment fftrorn any catego,
below, then, in the space given below that category, put the "A
item number' and *titld" I
e.g., 1.12.2.1, Covers, Outer Footwear
I riformation technology
GURN
wheelchairs, pediatric (swing away and removable footrests) AEL
09ME-05-GURN
wheelchairs, adult, extra -large (450 lb. capacity; swing away/remov.
footrests) AEL 09ME-05-GURN
patient lift w/2 mesh slings (450 lb. cap) (Hoyer lift) AEL 09MO-02-
BHST
oi side rails trendelenbur
PositioningO 18"H x 35"W x 81"L, weight 32 lbs., weight capacity 400
tbs. AEL 09ME-01-COTS
body bag set of 10 AEL 09MY-02-BAGS
cot mattress cover, elastic edge, waterproof 70 x box AEL 09ME-01-
COTS
screen, privacy, 4 panel (3 x cache) AEL 09MS-01-SCRN
TTYS text telephone AEL 06CC-02-2WAY
r-f itr*pq vVult w0iustable (3 T.
WA
���WWTMNN M
4
106
424
7
4
560
2240
7
8
295
2360
7
4
795
3180
7
20
101.2005
2024.01
7
1
143.55
143.55
7
140
1.10
154
7
4
333
1332
7
4
454.95
1819.80
7
46.50
139.50
7
crutches, pediatric a justable (3 x cache) AEL 09ME-05-GURN 3 board0BOR
M1, I J 5-241
wheelchair transfer s (2 x cache) AEL-3WA-02-D 4 576
1 300
Shipping AEL21GN-00-SHIP I a
Power equipment
CBRNE incident response vehicles
Terrorism Incident prevention equipment
Physical security enhancement equipment
Agriculture Terrorism Prevention, Response, and Mitigation Equipment (HSGP only)
CBRNE Prevention and Response watercreft
7-
CBRNE Aviation Equipment (HSGP only} •-� - °
W-.1ZM =,
intervention equipment
to
any consti I uction or renovation costs in this category',
M1 WIN R %
"R
an increase of Full — Time Equivalent (FTEs) employees. These costs
are allowed only to the extent the payment for such services is in
ff.]
employee of a unit of government may not receive compensation from
their unit or agency of government AND from an award for a single
period of time (e.g., 1:00 prn to 5:00 pm), even though such work may
benefit both activities. Fringe benefits on overtime hours are limited to
Federal Insurance Contributions Act (FICA), Workers' Compensation
and Unemployment Compensation.
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -
related expenses, please review the OJP Financial Guide at
-http://www.gjp.usdoi.qov/FinGuide)
Acquisition of authorized office equipment, including personal
computers, laptop computers, printers, LCD projectors, and other
equipment or software which may be required to support the
implementation of the homeland security strategy.
dry erase board, 12 x 18 w markers AL 030E-03-SIGNS
4
13.47
53.88
7
sign language board AEL 030E-03-SIGNS
2
56.88
113.76
7
The following are allowable only within the contract period:
4, Recurring fees/charges associated with certain equipment, such as
cell phones, faxes, etc.
-1 Leasing and/or renting of space for newly hired personnel to
administer programs within the grant program.
TOTAL AGREEMENT AMOUNT $15,000.00
i-
2 2,':. 0 - 0 U U +
2 J u U
3, 1 c, U - J1 U U
2) 1,121, -0 I0
143- 5,-U-
'1 54 - 0U0
1 332 - U U U
it 9 - b U (J +
) - 5 u u +
3�- 5UU+
5'! 6 - OU0 +
ii 0 U0
'd 6 0
6 0 +
im
TOTAL T 15,000.00
B. Scope of or
Funding is provided to perform eligible activities as identified in the Fiscal Year 2009 Homeland Security Grant Program, consistent with the
c o
Department of Homeland Security State Strategy. 'Me intent of this agreement is to complete the following approved projects:
1. Issues and Project Description
Issue 7 - Local Planning and Training - The project provides support to Florida's 67 counties through all hazard and all -discipline
funding for a variety of plans, training and exercises. Each county was allowed to choose a gap that existed in their county from a list
of specific plans, NIMS compliant training or exercises. These exercises were also chosen from a list of tabletop, functional or
executive level. Cost estimates based on size of the county were gathered from the most recent available information.
11. Categories and Eligible Activities
Eligible activities are outlined in the Scope of Work for each category below. FY2009 SHSGP allowable costs are divided into the
following categories: planning, training and exercise costs. Each cate.-ory's allowable costs have been listed in the "Budget Detail
Workshect" above, Eligible activities should Support the above appro% ed projects.
A. Planning
Developing scenario plans that incorporate the range of prevention, protection, response, and recovery activities for a scenario
Developing and implementing homeland security support programs and adopting DHS national initiatives including but not
limited to the following:
• Implementing the National Preparedness Guidelines
• Enhancing and implementing Statewide Communication Interoperability Plans (SLIP) and Tactical Interoperable
Communications Plans (TICP)
• Aligning SCIPs and TICPs to the goals and objectives of the National Emergency Communications Plan (NECP)
• Costs associated with the adoption, implementation and adherence to NIMS compliance requirements, including
implementing the NIMS National Credentialing Framework.
Modifying existing incident management and EOPs to ensure proper alignment with the NRF coordinating structures,
processes, and protocols
• Establishing or enhancing mutual aid agreements
• Developing communications and interoperability protocols and solutions
• Conducting local, regional, and Tribal program implementation meetings
Developing or updating resource inventory assets in accordance to typed resource definitions issued by the NIMS Integration
Center (N IC)
• Designing State and local geospatial data systems
Conducting public education and outreach campaigns, including promoting individual, family and business emergency
preparedness; alerts and warnings education: and evacuation plans as well as IED or bombing prevention awareness
• Preparing materials for the State Preparedness Report (SPR)
Developing related terrorism prevention activities including:
• Developing law enforcement prevention activities, to include establishing and/or enhancing a fusion center
• Hiring an IT specialist to plan, develop, and implement the IT applications necessary for a fusion center
• Developing and planning for inibrmation/intelligence sharing groups
• Hiring contractors and consultants to make recommendations on the development of a fusion center
• Integrating and coordinating public health care and health security data gathering (threats to human and animal health) within
State and local fusion centers to achieve early warning and mitigation of health events
• Integrating and coordinating private sector participation with fusion center activities
• Acquiring systems allowing connectivity to State, local, and Federal data networks, such as the National Crime Information
Center (NCIC) and Integrated Automated Fingerprint Identification System (IAFIS), as appropriate
• Planning to enhance security during heightened alerts, during terrorist incidents, and/or during mitigation and reco% cry
• Multi -discipline preparation across first responder community, including EMS for response to catastrophic events and acts of
terrorism
• Public information/education: printed and electronic materials, public service announcements, serninarshown hall meetings,
web postings coordinated through local Citizen Corps Councils
• Citizen Corps volunteer programs and other activities to strengthen citizen participation
is
• Conducting- public education campaigns. including promoting individual, family and business emergency preparedness;
promoting the Ready campaign: and/or creating State, regional or local emergency preparedness efforts that build upon the
ReadY campaign
® Evaluating- CIP security equipment and/or personnel requirements to protect and secure sites
• CIP cost assessments, including- resources (e.g., financial, personnel) required for security enhancements/deployments
• NILAIti-Jurisdiction Bombing Prevention Plans (NIJBPP)
• Underwater Terrorist Protection Plans
Developing and enhancing plans and protocols, including but not limited to:
® Developing or enhancing EOPs and operating procedures
• Developing or enhancing local, regional, or Statewide strategic or tactical interoperable emergency communications plans
• Implementing Statewide Communication Imeroperability Plans (SLIP) and Tactical Interoperable Communications Plans
(TICP)
® Aligning SCIPs and TICPs to the goals and objectives of the NECP
Developing protocols or standard operating procedures for specialized teams to incorporate the use of equipment acquired
through this grant program
® Developing terrorism prevention/deterrence plans
• Developing plans, procedures, and requirements for the management of infrastructure and resources related to HSGP and
implementation of State or Urban Area Homeland Security Strategies
® Developing or enhancing border security plans
• Developing or enhancing cyber security plans
• Developing or enhancing secondary health screening protocols at major points of entry (air, rail, port)
• Developing or enhancing cyber risk mitigation plans
• Developing or enhancing agriculture/food security risk mitigation, response, and rcco%er} plans
• Developing public/private sector partnership emergency response, assessment, and resource sharing plans
® Developing or enhancing plans to engage and interface with, and to increase the capacity of, private sector/non-governmental
entities working to meet the human service response and recovery needs of victim.,,
® Developing or updating local or regional communications plans
• Developing plans to support and assist jurisdictions, such as port authorities and rail and mass transit agencies
® Developing or enhancing continuity of operations and continuity of government plan-,
• Developing or enhancing existing catastrophic incident response and recovery plans to include and integrate Federal assets
provided tinder the NRF
® Developing or enhancing evacuation plans
® Developing or enhancing citizen surge capacity
® Developing or enhancing plans for donations and volunteer management and the engagement/integration ol'private
sector/non-governmental entities in preparedness, response, and recovery acu% ines
• Developing or enhancing Bombing Prevention Plans
® Developing school preparedness plans
Ensuring jurisdiction EOPs adequately address warnings, emergency public information, evacuation, sheltering, mass care,
resource management from non -governmental sources, unaffiliated volunteer and donations management, and volunteer
resource integration to support each Emergency Support Function, to include appropriate considerations for special needs
populations
• Developing and implementing civil rights, civil liberties and privacy policies, procedures, and protocols
® Designing and developing State and local geospatial data systems
Developing or conducting assessments, including but not limited to:
• Conducting- point vulnerability assessments at critical infrastructure sites/ke) assets and develop remedurtion/securit} plans
® Conducting or updating interoperable emergency communications capabilities assessments at the local, regional, or
Statewide level
• Developing border security operations plans in coordination with CBP
® Developing, implementing, and reviewing Area Maritime Security Plans for ports, waterways, and coastal areas
® Updating and refining threat matrices
• Conducting cyber risk and vulnerability assessments
® Conducting assessments and exercising existing catastrophic incident response and recovery plans and capabilities to identify
critical gaps that cannot be met by existing local and State resources
® Conducting Bombing Prevention Capability Analysis
® Activities that directly support the identification of specific catastrophic incident priority response and recovery projected
needs across disciplines (e.g. law enforcement, fire, EMS, public health, behavioral health, public works, agriculture,
information technology, and citizen preparedness)
® Activities that directly support the identification of pre -designated temporary holism.- sites
• Conducting community assessments, surveys, and research of vulnerabilities and resource needs, and detennine citizen
education and participation to meet the needs
9
Conducting Citizen Corps program assessments and c%aluations, citizen preparedness surNcys, %olunteer impact studies, and
cost/benefit analysis
Soft target security planning (public gatherings)
Participating in the FEMA Gap Analysis Program
Hiring of full or part-time staff or contractors/consultants to assist with planning activities
0 Grantees cannot use funding to hire public safer} personnel fulfilling traditional public safety duties.
Conferences to facilitate planning activities
Materials required to conduct planning activities
TraveLlper them related to planning activities
Overtime and backfill
Payment of overtime expenses will be for work performed by award (SAA) or sub-a%%ard employees in excess of the
established work week (usually 40 hour.,,) related to the planning activities for the development and implementation of the
pro. -rams under HSGP. (IAW operational Cost Guidance)
Other project areas with prior approval from FEMA
Training
Allowable training -related costs include, but are not limited to, the following:
• Funds used to develop, deliver, and evaluate training, including costs related to administering the training,
planning, scheduling, facilities, materials and supplies, reproduction of materials, and equipment
• Overtime and Backfill costs, as defined in this guidance, associated with attending or teaching FEMA-sponsored
and/or approved training courses and programs are allowed. These costs are allowed only to the extent the payment
for such services is in accordance with the policies of the State or unit(s) of local government and has the approval of
the State or the awarding agency, whichever is applicable. In no case is dual compensation allowable. That is, an
employee of unit of government may not receive compensation from both their unit or agency of government AND
from an award for a single period of time (e.g., 1:00 pro to 5:00 pm), even though such work may benefit both
activities. Further, overtime costs associated with employees who participate in training in a teaching role for which
they are compensated are not allowed.
• Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by employees who are on travel status
for official business related to approved training.
• Hiring of Full or Part -Time Staff or Contractors/Consultants to support training -related activities. Payment of
salaries and fringe benefits must be in accordance with the policies of the State or unit(s) of local government and
have the approval of the State or awarding agency, whichever is applicable. Such costs must be included within the
funding allowed for program management personnel expenses, which must not exceed 15 percent of the total
allocation as specified in section E.6. In no case is dual compensation allowable (see above).
Certification/Recertification of Instructors is an allowable cost. States are encouraged to follow the FEMA
Instructor Quality Assurance Program to ensure a minimum level of competency and corresponding levels of
evaluation of student learning. This is particularly important for those courses that involve training of trainers. This
information is contained in an Information Bulletin #193, issued October 20, 2005.
Training Activities
States, territories, and Urban Areas are strongly encouraged to use HSGP funds to develop a State/territory homeland
security training program. Allowable training related costs under HSGP include the establishment, support, conduct,
and attendance of training specifically identified under the SHSP, UASI, MMRS, and CCP grant programs.
Allowable training topics include, but are not limited to, CBRNE terrorism, cyber/agriculture/food security,
intelligence gathering and analysis, NIMS related training, citizen and community preparedness, and training for
volunteers. Training conducted using HSGP funds should address a performance gap identified through an After
Action Report/Improvement Plan (AAR/[P) or contribute to building a capability that will be evaluated through an
exercise. Exercises should be used to provide the opportunity to demonstrate and validate skills learned in training, as
well as to identify training gaps. Any training or training gaps should be identified in the AARIIP and addressed in
the State or Urban Area training cycle. All training and exercises conducted with HSGP funds should support the
development and testing of the jurisdiction's Emergency Operations Plan (EOP) or specific annexes, where
applicable.
9E
Ill. Program Requirements
- --------- ---
. ENVIRONMENTAL PLANNING & HISTORIC PRESERVATION COMPLIANCE GUIDELINES
'Me following types of projects are to be submitted to FEMA for compliance review tinder Federal environmental planning
and historic preservation (EHP) laws and requirements prior to initiation of the project:
New Construction, Installation and Renovation, including but not limited to:
a Emergency Operation Centers
o Security Guard facilities
a Equipment buildings (such as those accompanying communication towers)
a Waterside Structures (such as dock houses, piers, etc.)
e Placing a repeater and/or other equipment on an existing tower
Renovation of and modification to buildings and structures that are 50 year', old or older
® Any other construction or renovation efforts that change or expand the footprint of a facility or structure
including security enhancements to improve perimeter security
® Physical Security Enhancements, including but not limited to:
o Lighting
o Fencing
o Closed-circuit television (CCTV) systems
o Motion detection systems
o Barriers, doors, gates and related security enhancement,
® Field based training and exercises including actin ifies that invoke ground disturbance, use of explosives,
toxic agents or otherwise have the potential to cause impact to the en% ironment or historical resources.
This is only a requirement if the exercise or field training is not being conducted by a certified
professional or at an existing facility with established procedures.
In addition, the erection of commurfications towers that are included in a jurisdiction's interoperable communications plan
is allowed, subject to all applicable laws, regulations, and licensing provisions. Communication tower projects must be
submitted to FEMA for EHP review.
ff
APPROVAL PROCESS TO FENIA
rZ
Requirements, page 2.
Directorate (GPD) for an EHP regulatory complia nce review. �#
IV. Prepare maps indicating the location(s) of proposed project (Guidance provided)
V Take photographs of the location(s) of proposed project (Guidance provided)
V1, Forward all document,; to the SAA. All documents are then forwarded to GPD electronically via the
Centralized Scheduling- and Information Desk (CSID) at askcsid@dhs.eo%.
V11 CSID will send an entail confirming receipt of the project description.
VIR FEMA Pro. -ram Analyst sends notification to SAA when review is complete. SAA notifies recipient of
FEMA's final decision.
Ix THE PROJECT MAY BEGIN ONCE FINAL FEN/IA APPROVAL IS RECEIVED. Grantee should incorporate
sufficient time and resources into the project planning process to accommodate EHP requirements. Grantees
must receive written approval from FERIA prior to the use of grant funds for project implementation.
1. Quarterly Programmatic Reporting:
Mi—WYogrammatic Report is due within 10 chqis after the end of the repportin , eriods (March 30, June
30, September 30 and December 30) for the life ofthis contract. If a report(s) is delinquent, future financial
reimbursements will be withheld until the Recipient's reporting is current.
Pro2rammatic Reportiniz Schedule
R Period
Ito ort due to DENI no later than
January I through March 31
Apr -
April 1 throw ghJune 31[l
J2!y 31
July I through September 30
October 31
October I through December 31
January 31
2. Programmatic Reporting-BSIR
After the end of each reporting period, for the life of the contract, the recipient will complete their Biannual
Strategic Implementation Report in the Grants Reporting Tool (GRT) httl)s://www.i-eportiiiL,.odp.dhs.Lo%. The
reporting periods are January I -June 30 and July I -December 31. Data entry is scheduled for December I and
June I respectively, Future awards and reimbursement may be withheld if these reports are delinquent.
3. Reimbursement Requests:
the contract period. The Recipient should include the category's corresponding line item number in the "Detail
of Claims- form. This number can be found in the "Proposed Program Budget". A line item number is to be
included for every dollar amount listed in the "Detail of Claims" form.
4. Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management no later than 60 days after the
agreement is either completed or the agreement has expired.
22
Florida Division of Emergency Management
'6Si Pulwam
Grant Monitoring Process
Florida has enhanced the state and local capability and capacity to pre% ent, prepare and respond to terrorist threats since 1999 through
various funding sources including federal grant funds. As the steward of the State Homeland Security Grant Program funds, projects
and equipment the Florida Division of Emergency Management (FDEM) has a responsibility to track and monitor the status of the
grant activity and items purchased.
The monitoring process detailed in this document is designed to assess a recipient agency's compliance with applicable state and
federal guidelines. The FDEM is responsible for monitoring the financial, programmatic and capability portion of the grant to include
equipment procurement and compliance with applicable SHSGP grant guidance and statutory regulations.
Monitoring is accomplished utilizing various methods including- desk monitoring and on -site visits. There are two primary areas
reviewed during monitoring activities - financial and pro.-raniniatic/capability. Financial monitoring is the review of records
associated with the purchase and disposition of property, projects and contracts. Capability revicov is the observation of equipment
purchased, protocols and other associated records. Various levels of` financial and programmatic review may be accomplished during
this process.
Desk monitoring is defined as the review of projects, Financial activity and technical assistance between the program office and the
applicant via e-mail and telephone. Site visits are defined as actual visits to the recipient agency's location by a team or members of
the FDEM or their designee, to actually observe records, procedures and equipment.
Frequency of annual monitoring activity:
Each year the FDEM will identify up to 5017c of'sub-grantees for site visit monitoring. It is important to note that although a given
grant has been closed successfully, it is still subject to either desk or on -site monitoring for a five year period following closure.
Examples of areas that may be examined include:
Management and administrative procedures
Grant folder maintenance
Equipment accountability and sub -hand receipt procedures
Program for obsolescence
Status of equipment purchases
Status of training for purchased equipment
Status and number of response trainings conducted to include number trained
Status and number of exercises
Status of planning activity
Anticipated projected completion
Specific difficulties completing the project.
Agency NIMS/ICS compliance documentation
V I -,Kim, iir ic �A
specific recipient has generated questions front the region, the sponsoring state agency or the FDErvI leadership. The method of
gathering this information will be determined on a case -by -case basis.
111111111411MON1
ihe issues that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to the
FDEM for assistance. Examples of TA include but are not limited to:
Equipment selection or available vendors
Eligibility of items or smices
-4- Coordination and partnership with other agencies within or outside the region or discipline
W
Site Visits
Site visits will be conducted by the FDENI ordesig-nated personnel. Site visits will be scheduled in advance with the recipient agency
POC designated fit the grant a.geernent. Monitoring questionnaires will be provided in ach, ance of the visit.
The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be coordinated with the
capability reviev, % isits. Subject matter experts front other agencies within the region or state may be called upon to assist in the form
of a peer reviev, as needed.
All findings related to the capability review will be documented and maintained within the FDEM.
Site Visit Protocol
The following outlines the monitoring protocol for the FDENI:
The site visits `rill begin with those grantees that are currently spending or have completed spending for that federal fiscal year
(FFY). Site visits may be combined when geographically convenient. 'Mere is a site visit checklist to assist in the completion of all
required tasks.
Site Wsit Preparation
A letter will be sent to the recipient agency Point of Contact (POC) stating the purpose of the site visit at least 30 calendar days before
the planned arrival date. FDEM personnel will call within the next 10 calendar days to schedule an appointment to review the
grantee's program.
The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and
the address should be documented in the grantee folder before the site visit.
The appointment should be confirmed with the grantee in writing (email is acceptable) and documented in the grantee folder.
Any personnel from the FDEM attending the site visit will review the grantee's corresponding folder(s) before the visit. Prior to the
visit, individual roles will be identified for the site visit. Copies of applicable documents will be made and distributed to the site visit
team at a minimum of five (5) calendar days before the visit. A reminder e-mail should be sent to all team members and the recipient
POC one business day in advance of the site visit.
Site Visit
Once FIDEM personnel have arrived at the site, an orientation conference will be conducted. During this time, the purpose of the site
visit and the items FDEM intends to examine will be identified. If financial monitoring visit will be conducted, they will then explain
their objectives and will proceed to perform the financial review.
FIDEM personnel will review all files and supporting documentation. Once the supporting documentation has been reviewed, a
toter/visual/spot inspection of equipment will be conducted.
Each item should be visually inspected whenever possible. Bigger items (computers, response vehicles, etc.) should have an asset
decal (inforination/scrial number) placed in a prominent location on each piece of equipment as per recipient agency requirements.
The serial number should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment
(large capital expenditures in excess of S 1,000. per item).
Iran item is not available (being used during time of the site visit), the appropriate documentation must be provided to account for that
particular piece of equipment. Once the tour/visual/spot inspection or equipment has been completed, the FIDEM personnel will then
conduct an exit conference with the grantee to review the findings.
Other programmatic issues can be discussed at this time, such as missing quarterly report,;, payment % oucher/reirribur%ement,
equipment, questions, etc.
Post Site Visit
FDEM personnel will review the site visit worksheet as a team and receive notes from the Financial Review Team, if applicable.
Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the grantee explaining any issues and
corrective actions required or recommendations. Should no issues or findings be identified, a monitoring report to that effect will be
generated and sent to the grantee. The grantee will submit a Corrective Action Plan within a timeframe as determined by the FDEM.
The Site Visit Worksheet, report and photographs will then be included in the grantee's file along with any documents distributed at
the site visit by the grantee.
M9
M
Contractual Point or Contact Programmatic Point or Contact
Carolyn Washington Andrea Becraft
FDEM FDEM
2555 Shumard Oak Blvd. 2555 Shurnard Oak Blvd.
Tallahassee, FL 32399-2 100 Tallahassee, FL 32399-2 100
(850) 410-1271 (850) 410-3457
Andi-ea.becraft@cni.nivll(ai-id,,i.ciini
The FDEM shall administer the financial ■♦
OR
UTI r ern r
T U:
I 1 40 N 1111 11!1111 11111 a * a
1 ) 53 Federal Register 8034
2) Section 1352, Title 31, US Code
3) Chapter 473, Florida Statutes
6q Chapter 215, Florida Statutes
5) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements
28 CFR, Part 66, Common rule,
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975
8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470),
Executive Order 11593
9) Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.)
10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968,
11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
12) 28 CFR applicable to grants and cooperative agreements
13) Omnibus Crime Control and Safe Streets Act of 1968, as amended,
14) 42 USC 3789(d), or Victims of Crime Act (as appropriate);
15) Title VI of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended;
17) Subtitle A, Title 11 of the Americans with Disabilities Act (ADA) (1990);
18) Title IX of the Education Amendments of 1972;
19) Age Discrimination Act of 1975; Department of Justice Non -Discrimination Regulations,
20) 28 CFR Part 42, Subparts C,D,E, and G
21) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39
'CIE
MINIMUM= 1IM11
A. Administrative Requirements
44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments
2 CFR PartUniform Administrative Requirements for Grants and Agreements w0
Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations (OMB
Circular A-1 10)
B. Cost Principles
2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB
Circular A-87)
Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles an*
Procedures, Contracts with Commercial Organizations
IM
C. Audit Requirements
OMB Circular A-1 33, Audits of States, Local Governments, and Non -Prof it Organizations
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61911 ISTAL-112,181TAIMUNK41 ILI LOWUM 111 21MA @III WYT
M, I al I M WAV41119J " OEM •1lR*T4rMrJM,1 11[alluill
4 The recipient shall not undertake any project having the potential to impact Environmental or
Historical Preservation (EHP) resources without the prior approval of FEMA, including but not
limited to communications towers, physical security enhancements, new construction, and
modifications to buildings, structures and objects that are 50 years old or greater. Recipient mu-s-)
comply with all conditions placed on the project as the result of the EHP review. Any change to
the approved project scope of work will require re-evaluation for compliance with these EHP
requirements. If ground disturbing activities occur during project implementation, the recipient
must ensure monitoring of ground disturbance, and if any potential archeological resources are
discovered, the recipient will immediately cease construction in that area and notify FEMA and
the appropriate State Historic Preservation Office. Any construction activities that have been
initiated without the necessary EHP review and approval will result in a non-compliance finding
and will not be eligible for FEMA funding.
5. Each State/UASI jurisdiction will contribute in full any cost share amount as submitted in the
Investment Justification.
is
Indicate by checking one of the boxes below, if you are requesting an advance. If an advance payment
is requested, budget data on which the request is based must be submitted. Any advance payment
under this Agreement is subject to s. 216.181(16), Florida Statutes. The amount which may be
advanced shall not exceed the expected cash needs of the Recipient within the initial three months of
the Agreement.
No advance payment is requested.
Payment will be solely on a
reimbursement basis. No additional
information is required.
Advance payment of $ is requested. Balance of
payments will be made on a reimbursement basis. These funds
are needed to pay staff, award benefits to clients, duplicate forms
and purchase start-up supplies and equipment. We would not be
able to operate the program without this advance.
If you are requesting an advance, complete the following worksheet
(A)
(13)
(C)
(D)
FFY
FFY
FFY
Total
DESCRIPTION
1
INITIAL CONTRACT ALLOCATION
2
FIRST THREE MONTHS CONTRACT
EXPENDITURES'
3
AVERAGE PERCENT EXPENDED IN FIRST
THREE MONTHS
(Divide line 2 byline 1.)
11.1 a. r. V" i JUIRI U-TfitYli L-1 I M-r! I I W'&.11 I A-M I ri, I I f; I I I Ir. I I ism 114.1 &.1 a DAYJ 11 Ir
I LyJ EIVA [ ITJ I I
EM-1
DEM Award MAXIMUM
D. not include any match) ADVANCE
Recipient has no previous DCA/DEM contract history. Complete Estimated Expenses chart and
Explanation of Circumstances below.
1pient has exceptional circumstances that require an advance greater than the Maximum
ance calculated above.
NN.
Complete Estimated Expenses chart and Explanation of Circumstances below. Attach additional
pages if needed.
ESTIMATED EXPENSES
BUDGET CATEGORY
I
2009-2010 Anticipated Expenditures for First Three Months of
Contract
ADMINISTRATIVE COSTS
(Include Secondary_ Ad m in istration.)
PROGRAM EXPENSES
TOTALEXPENSES
go]
URMIM
(2) Records that identify the source and use of funds for all activities. These records sh-91
contain information pertaining to grant awards, authorizations, obligations, unc I
MEM3MME=
(3) Effective control over and accountability for all funds, property and other assets. Recipient
shall safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request For Payment. Whenever
appropriate, financial information should be related to performance and unit cost data.
F.UrOM-3477TINUT. 0=1 I 18MMITIOMM1717
provisions of the applicable OMB cost principles and the terms and conditions of this
Agreement.
Competition
All procurement transactions shall be done in a manner to provide open and free competition. The
Recii,fienfi shall be alert to conflicts of interest as well as noncomyetitive yractices amon�eI contractors thal
may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor
performance and eliminate unfair compeve advantage, contractors that develop or draft specifications,
requirements, statements of work, invitations for bids and/or requests for proposals shall be excluded
from co&Q����:611IIN:t
is responsi o ton ano is II ao,
2.nd other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill
in order for the bid or offer to be evaluated by the Recipient. Any and all bids or offers may be rejected
when it is in the Recipient's interest to do so.
UE
The Recipient shall maintain written standards of conduct governing the performance of its employees
engaged in the award and administration of contracts. No employee, officer, or agent shall participate in
conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent,
any member • his • her immediate family, his • her partner, • an organization which employs • is
about to employ any of the parties indicated, has a financial or other interest in the firm selected for an
award. The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities,
favors, • anything • • value from contractors • • to subcontracts. The standards •',
conduct shall provide for disciplinary actions to be applied for violations of the standards by officers,
employees, or agents of the Recipient.
•
M TATMI MIT • G r--TGT a • 0
• - • •jee • site, from . . ....... ......
• subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all of the particular work for which they are hired by the Recipient.
31
agaim
The prospective subcontractor of the Recipient, certifies, by
submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
MMMMMELIM
32
Aftachment F
'7*ft6
91 Re I ��&Lo
di
project. Also the Applicant assures and certifies that:
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OWWO IM -111,41 IM11116161
whole or in part by Federal grants. (5 USC 1501, et seq.)
3. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor
Standards Act.
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yrrets irrL--appe-dTaltue-ul-UeTrrg-uTstT,iateu 47y R 00-5110 Mr pPNiRtU7ATW1i parmalatty
those with whom they have family, business, or other ties.
5. It will give the sponsoring agency or the Comptroller General, through any authorized representative,
access to and the right to examine all records, books, papers, or documents related to the grant.
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under consideration for listing by the EPA.
elm a- - go fee I
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10. It will comply, and assure the compliance • all its subgrantees and contractors, with the applicable
provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, the
Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act, as appropriate; the
provisions • the current edition • the • of Justice Programs Financial and Administrative Guide •
Grants, M71 00.1; and all • applicable '•- laws, orders, circulars, • regulations.
11. It will comply with the proons of 28 CFR applicable • grants • cooperative agreements
including Part 18, Administrative Review Procedure; Part 20, Criminal Justice Information Systems; Part
22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence
Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Programs and
Activities; Part 42, Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Policy Act; Part 63, Floodplain Management
and Wetland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Programs.
12. It will comply, and all its contractors will comply, with the n on-d iscrim i nation requirements of the
Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime
Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A, Title 11 of the Americans with Disabilities Act (ADA)
(1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department oi
Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of
Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
H iorlfaru a
Rights, Office of Justic Programs.
14. It will provide an Equal Employment •••• Program if required to maintain one, where the
application is for $500,000 • •
15. It will comply with the provisions of the Coastal Barrier Resources Act (P.L. 97-348) dated October 19,
• (16 USC 3501 et • which prohibits the expenditure • • new Federal funds within the units •
the •. Barrier Resources System.
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