FY2016 03/15/2017KEVIN MADOK, CPA
MONROE COUNTY CLERK OF THE CIRCUIT COURT & COMPTROLLER
DATE: March 30, 2017
TO: Jeff Manning
Emergency Services/Stop 14
FROM: Painela G. Hancd*.C.
SUBJECT: March 15th BOCC Meeting
Attached are four duplicate originals of* Item C9, t1ASI FY 2016 Memorandum of
Agreement with the City of Miami, concerning a United States Department of Homeland Security
Office of Grants and Training grant, through the State of Florida Division of' Emergency
Management sub -grant agreement #17-DS-V9-11-23-02-346, in the amount of $95,691.41 with no
county match required; and authorization for the County Administrator to execute any other
required documentation in relation to the application process and execution of the agreement, for
your liandling.
Once signed by the state, please be sure to return two fully executed originals to me, for the
record as well as Finance. Should you have any questions, please feel free to contact me at ext.
3130. Tliank you.
cc: County Attorney w/o document
File✓
MEMORANDUM OF AGREEMENT
URBAN AREA SECURITY INITIATIVE FY 2016
"Monroe County"
Agreement Number: 17-DS-V9-11-23-02-346
FAIN Number: EMW-2016-SS-00092-S01
CFDA #: 97.067
This Agreement is entered into this ?( day of April , 2016, by and between the
City of Miami, a municipal corporation of the State of Florida, (the "Sponsoring Agency") and Monroe County
(the "Participating Agency").
RECITALS
WHEREAS, the U.S. Department of Homeland Security (USDHS) is providing financial assistance
to the Miami urban area in the amount $5,158,500 dollars through the Urban Area Security Initiative (UASI)
Grant Program 2016; and
WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program
2016; and
WHEREAS, as the USDHS requires that the urban areas selected for funding take a regional
metropolitan area approach to the development and implementation of the UASI Grant Program 2016 and
involve core cities, core counties, contiguous jurisdictions, mutual aid partners, and State agencies; and
WHEREAS, the 2016 Urban Area has been defined Miami and Ft. Lauderdale collectively and
anticipates sub -granting a portion of the UASI funds in accordance with the grant requirements; and
WHEREAS, the City Commission, by Resolution No./ (O -i9 t) a, adopted on l0 ' d
2016, has authorized the City Manager to enter into this Agreement with each participating agency on
behalf of the City of Miami; and
WHEREAS, the Sponsoring Agency wishes to work with the participating agencies through the
Urban Area Working Group process to enhance Miami and its surrounding jurisdictions ability to respond
to a terrorist threat or act.
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree as follow:
I. PURPOSE
A. This Agreement delineates responsibilities of the Sponsoring Agency and the Participating Agencies
for activities under the UASI Grant Program 2016 which was made available by the U.S. Department
of Homeland Security and the State of Florida Division of Emergency Management (FDEM).
B. This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring
Agency.
II. SCOPE
A. The provisions of this Agreement apply to UASI Grant Program 2016 activities to be performed at the
request of the federal government, provided at the option of the Sponsoring Agency, and in
conjunction with, preparation for, or in anticipation of, a major disaster or emergency related to
terrorism and or weapons of mass destruction.
B. No provision in this Agreement limits the activities of the Urban Area Working Group or its Sponsoring
Agency in performing local and state functions.
III. DEFINITIONS
A. Critical Infrastructure: Any system or asset that if attacked would result in catastrophic loss of life
and/or catastrophic economic loss management of resources (including systems for classifying types
of resources); qualifications and certification; and the collection, tracking, and reporting of incident
information and incident resources.
B. Core County: The County within which the core city is geographically located. The core city is the
City of Miami.
C. UASI Grant Program 2016: The UASI Grant Program 2016 reflects the intent of Congress and the
Administration to enhance and quantify the preparedness of the nation to combat terrorism and
continues to address the unique equipment, training, planning, and exercise needs of large high
threat urban areas, and program activities must involve coordination by the identified core city, core
county/counties, and the respective State Administrative Agency. Funding for the UASI Grant
Program 2016 was appropriated by U.S. Congress and is authorized by Public Law 108-11, the
Emergency Wartime Supplemental Appropriations Act, 2003. The funding will provide assistance to
build an enhanced and sustainable capacity to prevent, respond to, and recover from threats or acts
of terrorism for the selected urban areas.
D. National Incident Management System (NIMS): This system will provide a consistent nationwide
approach for federal, state, and local governments to work effectively and efficiently together to
prepare for, respond to, and recover from domestic incidents, regardless of cause, size, or
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complexity. To provide for interoperability and compatibility among Federal, State, and local
capabilities, the NIMS will include a core set of concepts, principles, terminology, and technologies
covering the incident command system; multi -agency coordination systems; unified command and
training.
E. Urban Area Working Group (UAWG): The State Administrating Agency Point of Contact (SAA POC)
must work through the Mayor/CEOs from all other jurisdictions within the defined urban area to
identify POCs from these jurisdictions to serve on the Urban Area Working Group. The Urban Area
Working Group will be responsible for coordinating development and implementation of all program
elements, including the urban area assessment, strategy development, and any direct services that
are delivered by the grant.
F. Urban Area: An urban area is limited to inclusion of jurisdictions contiguous to the core city and
county/counties, or with which the core city or county/counties have established formal mutual aid
agreements.
IV. SPONSORING AGENCY SHALL BE RESPONSIBLE FOR:
A. Providing an administrative department, which shall be the City of Miami Fire -Rescue Department,
authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency.
B. Coordinating with named counties and cities, with the respective State Administrative Agency, and
with the FDEM and USDHS.
C. Conducting a comprehensive Urban Area Assessment, which will in turn guide the development of an
Urban Area Homeland Security Strategy.
D. Ensuring the participation of the following critical players in the assessment and strategy development
process: law enforcement, emergency medical services, emergency management, the fire service,
hazardous materials, public works, governmental administrative, public safety communications,
healthcare and public health.
E. Developing a comprehensive Urban Area Homeland Security Strategy and submit to the SAA POC.
F. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit #1 of
MOK.
G. Ensuring satisfactory progress toward the goals or objectives stipulated in "Exhibit #1 of MOK.
K
H. Following grant agreement requirements and/or special conditions as stipulated in "Exhibit #1 of
MOX.
I. Submitting required reports.
V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR:
A. Providing an administrative department, which shall be the main liaison and partner with the City of
Miami Fire -Rescue Department, authorized to carry out the herein agreed upon responsibilities of the
Sponsoring Agency.
B. Participating Agencies and any sub -grantees must abide by the grant requirements including budget
authorizations, required accounting and reporting expenditures, proper use of funds, and tracking of
assets as stipulated in the UASI Grant Program 2016 Agreement.
C. Submitting monthly budget detail worksheets to the City of Miami on the progress of direct purchases
of equipment or services as stipulated in "Exhibit #1 of MOX.
D. Complying with all UASI Grant Program 2016 requirements as stipulated in "Exhibit #1 of MOK.
E. Participating as a member of the Urban Area Working Group to include coordinating with and
assisting the City of Miami in conducting a comprehensive Urban Area Assessment, which in turn will
guide development of an Urban Area Homeland Security Strategy.
F. Ensuring the participation of the following critical players in the assessment and strategy development
process: law enforcement, emergency medical services, emergency management, the fire service,
hazardous materials, public works, governmental administrative, public safety communications,
healthcare and public health.
G. Assisting the sponsoring agency in development of a comprehensive Urban Area Homeland Security
Strategy.
H. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit #1 of
MOX.
I. Ensuring satisfactory progress toward the goals or objectives as stipulated in "Exhibit #1 of MOX.
J. Submitting required reports as prescribed by the Sponsoring Agency as stipulated in "Exhibit #1 of
MOK.
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K. Inventory of the equipment obtained from the UASI Grant Program 2016, as identified in "Exhibit #2 of
MOX, shall be maintained and be made available for onsite monitoring upon request by the
Sponsoring Agency, DEM, and/or DHS by trained personnel on such equipment.
L. If the Participating Agency is incapable of staffing or maintaining the equipment obtained from the
UASI Grant Program 2016, as identified in "Exhibit #2 of MOK, the Participating Agency shall notify
the Sponsoring Agency and such equipment may be made available or transferred to another
Participating Agency ONLY with the Sponsoring Agency's approval in writing.
M. All equipment obtained from the UASI Grant Program 2016, as identified in "Exhibit #2 of MOX, is
the sole responsibility of the receiving agency. This includes, where applicable, maintenance,
replacement, training on equipment, certifications, licenses, insuring of equipment and personnel, and
compliance with intra-agency auditing requirements.
VI. THE SPONSORING AGENCY AND THE PARTICIPATING AGENCY AGREE:
A. That funding acquired and identified for the Urban Area Security Initiative will be administered solely
by the Sponsoring Agency.
B. The Participating Agencies will provide financial and performance reports to the sponsoring agency in
a timely fashion. The Sponsoring Agency will prepare consolidated reports for submission to the State
of Florida as stipulated in "Exhibit #1 of MOX.
C. The Sponsoring Agency is not responsible for personnel salaries, benefits, workers compensation or
time related issues of the Participating Agency personnel.
D. The Sponsoring Agency and Participating Agency are subdivisions as defined in Section 768.28,
Florida Statutes, and each party agrees to be fully responsible for the respective acts and omissions
of its agents or employees to the extent permitted by law. Nothing herein is intended to serve as a
waiver of sovereign immunity by any party to which sovereign immunity may be applicable. Nothing
herein shall be construed as consent by a municipality, state agency or subdivision of the State of
Florida to be sued by third parties in any manner arising out of this Agreement or any other contract.
E. This is a reimbursement grant that requires the Participating Agencies to purchase, receive, and pay
invoices in full for equipment, services, and allowable personnel costs PRIOR to submitting the same
for reimbursement to the Sponsoring Agency.
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VII. FINANCIAL AGREEMENTS
A. Financial and Compliance Audit Report: Recipients that expend $300,000 or more of Federal funds
during their fiscal year are required to submit an organization -wide financial and compliance audit
report. The audit must be performed in accordance with the U.S. General Accounting Office
Government Auditing Standards and 2 CFR 200.
B. The Secretary of Homeland Security and the Comptroller General of the United States shall have
access to any books, documents, and records of recipients of UASI Grant Program 2016 assistance
for audit and examination purposes, provided that, in the opinion of the Secretary of Homeland
Security or the Comptroller General, these documents are related to the receipt or use of such
assistance. The grantee will also 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.
C. Financial Status Reports are due within 7 days after the end of each calendar quarter. A report must
be submitted for every quarter that the award is active, including partial calendar quarters, as well as
for periods where no grant activity occurs as stipulated in "Exhibit 1 of MOX.
D. Submit progress reports to describe progress to date in implementing the grant and its impact on
homeland security in the state.
E. All financial commitments herein are made subject to the availability of funds and the continued
mutual agreements of the parties as identified in "Exhibit 2 of MOA".
VIII. CONDITIONS, AMENDMENTS, AND TERMINATION
A. The Participating Agency will not illegally discriminate against any employee or applicant for
employment on the grounds of race, color, religion, sex, age, or national origin in fulfilling any and all
obligations under this Agreement.
B. Any provision of this Agreement later found to be in conflict with Federal law or regulation, or
invalidated by a court of competent jurisdiction, shall be considered inoperable and/or superseded by
that law or regulation. Any provision found inoperable is severable from this Agreement, and the
remainder of the Agreement shall remain in full force and effect.
C. This Agreement may be terminated by either party on thirty (30) days written notice to the other party
at the address furnished by the parties to one another to receive notices under this agreement or if no
address is specified, to the address of the parties' signatory executing this contract.
Z
D. This Agreement shall be considered the full and complete agreement between the undersigned
parties, and shall supersede any prior Memorandum of Agreement among the parties, written or oral,
except for any executory obligations that have not been fulfilled.
E. This Agreement will end on June 30, 2018, unless otherwise extended, by a written amendment duly
approved and executed prior to June 30, 2018, unless otherwise extended, at which time the parties
may agree to renew the association. Renewal will be based on evaluation of the Sponsoring
Agency's ability to conform to procedures, training and equipment standards as prescribed by the
grant.
ATTEST. -
Todd B. Hannon
City Clerk
APPROVED AS TO FORM AND
CORRECTNESS:
B•Y''
Victoria Mendez
City Attorney
SPONSORING AGENCY
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
Daniel J. Alfon
City Manager
APPROVED AS O IN
REQUIREM TS:
BY: [- /
Ann-M ie Shy
Department of
NCE
, Director
k Management
7
Name: Kevin Madok
3%S'1' %
Title: Clerk
it
A
PARTICIPATING AGENCY
"Monroe County"
NAME: George Neugent
TITLE: Monroe County Mayor
FID #: 59-6000749
DUNS: 073876757
APPROVED AS TO FORM AND
CORRECTNESS:
Ad
Assistant County Attorney,
Monroe County Attorney's Office
8
Exhibit #1 of MOA
Contract Number: 17-DS-V9-11-23-02- ,; 46
"Exhibit #1 of Memorandum of Agreement (MOA)"
FEDERALLY -FUNDED SUB -AWARD AND GRANT AGREEMENT
2 C.F.R. §200,92 states that a "sub -award may be provided through any form of legal agreement, inciudirg an
agreement teat the pass-througn entity considers a contract.'
As defined by 2 C.F.R. §200.74, "pass -through entity" means "a non -Federal entity that provides a sub-a*ard to
a sub -recipient to carry out part of a Federal program."
As dP ined by 2 C.F.R. §200.93, "Sub -Recipient' means 'a non -Federal entity that receives a sub -award from a
pass -through erit.ti to carry out part of a Federal program."
As defined by 2 C,F.R. §200.38, "Federal award' means "Federal financial assistance that a non -Federal entity
receives directly from a Federal &N-Irding agency or indirectly from a pass -through entity."
As defined by 2 C.F.R. §200.92, 'sub -award' means 'an award provided by a pass -through entity to a sub -
recipient fo- the sub -recipient to carry out part of a Federal award received by the pass -through entity.'
The following information is proviced pursuant to 2 C.F.R. §200.331(a)(1):
Sub-Rec'pient's name:
Sub -Recipient's unique entity identifer.
Federal Award Identificat'on Number (FAIN):
Federal Award Date:
Sub -award Period of Performance Start and End Date:
Amount of Federal Funds Obligated by this Agreement:
Total Amount of Federal Funds Obligated to the Sub -Recipient
by the pass-througl- entity to include this Agreement:
Total An nount of the Federal Award committed to the Sub -Recipient
by the pass -through entity:
Federal a,Aard project desc'iptior (see FFATA):
Name of Federal awarding agency:
Name of pass -though entity:
Management
Contact information for the pass -through entity:
Catalog of Federal Domestic Assistance (CFDA) Number and Name
Whether the avvard is R&D:
Indirect cost rate for the Fedora! award:
1
City of Miami
072220791
E MV'J-2016-SS-00092-S01
09/01 /2016
Date of Execution — 12,3112018
S5.158,500.00
$12,127.499.99
$5,158,500.00
See Article 1. Agreement Articles:
EMW-2016-SS-00092-S01
Dept of Homeland Security
FL. Div. of Emergency
2555 Shumard Oak Boulevard
Tallahassee. Florida 32311
97.067 Homeland Security Prooram
NO N/A
26.21 %
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management, with
headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and City of Miami,
(hereinafter referred to as the "Sub -Recipient").
For the purposes of th's Agreement, the Division serves as the pass -through entity for a Federal
award, and the Sub -Recipient serves as the recipient of a sub -award.
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Sub -Recipient represents that it is fuliy qualified and eligible to receive these grant funds
to provide the services identified hereln;
B. The State of Florida received these grant funds from the Federal government, and the
Division has the authority to subgrant these funds to the Sub -Recipient upon the terms and conditions
outlined below; and,
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Sub -Recipient agree to the following:
(1) APPLICATION OF STATE LAW TO THIS AGREEMENT
2 C.F.R. §200.302 provides: "Each state must expend and account for the Federal award
in accordance with state laws and procedures for expending and accounting for the state's awn funds."
Therefore, section 215.971, Florida Statutes, entitled "Agreements funded with federal or state
assistance", applies to this Agreement.
(2) LAWS, RULES, REGULATIONS AND POLICIES
a. The Sub -Recipient's performarce under this Agreement is subect to 2 C.F.R. Part
200, entitled "Uniform Administrative Regjirements, Cost Principles, and Audit Requirements for Federal
Awards."
b. As required by Section 215.971(1), Florida Statutes, this Agreement includes:
A provision specifying a scope of work that clearly establishes the tasks that
the Sub -Recipient is required to perform.
A provision, dividing the agreement into quantifiable units of dellverables that
;rust be received and accepted in writing by the Division before payment. Each deliverable must be
directly related to the scope of work and specify the required minimum level of service to be performed
and the criteria for evaluating the successful completion of each deliverable.
iii. A provslon specifying the financial consequences that apply if the Sub -
Recipient fails to perform the minimum level of service required by the agreement.
IV. A provision specifying that the Sub -Recipient may expend funds only for
a'lowable costs resulting from obl'gations incurred during the specified agreement period.
V. A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division.
2
vi. A provision specifying that any funds paid in excess of the amount to which
the Sub -Recipient is entitled under the terms and conditions of the agreement must be refunded to the
Division.
c. In addition to the foregoing, the Sub -Recipient and the Division shall be governed by
all applicable State and Federal laws, rules and regulations: including those identified in Attachment C.
Any express reference in this Agreement to a particular statute, rule, or regulation in no way implies tha
no other statute, rule, or regulation applies.
(3) CONTACT
a. In, accordance with section 215.971(2), Florida Statutes, the Division's Grant
Manager shall be responsible for enforcing performance of this Agreement's terms and conditions and
snail serve as the Division's liaison with the Sub -Recipient. As part of nisPier duties, the Grant Manager
for the Division shall:
i. Monitor and document Sub -Recipient performance; and,
ii. Review and document all deliverables for which the Sub -Recipient requests
payment.
b. The Division's Grant Manager for this Agreement is:
__ Michael J. Dav
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone (850) 488-3133
Fax: (850) 922-8689
Email: Michael.Dav;�em.mvflorida.com
c. The name and address of the Representative of the Sub -Recipient responsible for
the administration of this Agreement is:
Chief Pete Gomez
444 SW 2°a Avenue. 101' Fir
Miami, FL 33130
Telephone: 305-416-5402
Fax: 305-569-4070
Email: pgomeVerniamiaov.com
d. in the event that different representatives or addresses are designated by either party
after execution of this Agreement. notice of the name, title and address of the new representative will be
provided to the other party.
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(4) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties,
(5) EXECUTION
This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original.
(6) MODIFICATION
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shai be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(7) SCOPE OF WORK.
The Sub -Recipient shall perform the work in accordance with the Budget and Scope of
Work, Attachment A and B of this Agreement.
(8) PERIOD OF AGREEMENT.
This Agreement shall begin upon execution by both parties and shall end on December
31, 2018, unless terminated earlier in accordance wits the provisions of Paragraph (17) of this
Agreement. Consistent with the definition of "period of performance" contained in 2 C.F.R. §200.77, the
term "period of agreement" refers to the time during winch the Sub -Recipient "may incur new 4 iigations
to carry out the work authorized under" this Agreement. In accordance with 2 C.F.R. §200.309, the S,.b-
Recipient may receive reimbursement under this Agreement only for "allowable costs incurred during the
period of performance." in accordance with section 215.971(1)(d), Florida Statutes, the Sub -Recipient
may expend funds authorized by this Agreement "only for allowable costs resulting from obligations
incurred during" the period of agreement.
(9) FUNDING
a. This is a cost -reimbursement Agreement, subject to the availability of funds.
b. The Stare 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 either Chapter 216, Florida Statutes, or the Florida Constitution.
c. The Division will reimburse the Sub -Recipient only for allowable costs incurred by the
Sub -Recipient in the successful completion of each deliverable. The maximum reimbursement amount
for each deliverable is outlined in Attachment A and B of this Agreement ("Budget and Scope of Work").
The maximum reimbursement amount for the entirety of this Agreement is $5,158,500.00.
d. As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement
must include a certification, signed by an official who is authorized to legally bind the Sub -Recipient,
which reads as follows: "By signing this report, I certify to the best of my knowledge and belief that the
report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the
purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any
EI
false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal,
civil or administrative penalties for fraud, false statements, false claims or otherwse. (U.S. Code Title 18,
Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)."
e. The Division will review any request for reimbursement by comparing the
documentation provided by the Sub -Recipient against a performance measure, outlined in Attachments A
and B, that clearly delineates:
1. The required minimum acceptable level of service to be performed; and,
ii. The criteria for evaluating the successful completion of each deliverable.
f. The performarce measure required by section 215.971(1)(b), Florida Statutes,
remains consistent with the requirement for a 'performance goal", which is defined in 2 C.F.R. §200.76 as
"a target level of performance expressed as a tar.gible, measurable objective, against which actua'
achievement can be compared." It also remairs consistent with the requirement, contained it 2 C.F.R.
§200.301, that the Division and the Sub -Recipient "relate financial data to performance accomplishments
of the Federal award."
i g. if authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub -Recipient for overtime expenses in accordance with 2 C.F.R. §200.430 ("Compensation —personal
services") and 2 C.F.R. §200.431 ("Compensation —fringe benefits"). If.the. Sub -Recipient seeks.
reimbursement for overime expenses for periods when no work is performed due to vacation. holiday,
illness, failure of the employer to provide sufficient work, or other similar cause (see 29 U.S.C,
§207(e)(2)), the^ the Division will treat the expense as a fringe benefit. 2 C.F.R. §200.431(a) defines
fringe benefits as "allowances and services provided by employers to their employees as compensation in
I addition to regular salaries and wages." Fringe benefits are allowable under this Agreement as long as
the benefits are reasonable and are required by law, Sub -Recipient -employee agreement, or an
established polcy of the Sub -Recipient. 2 C.F.R. §200.431(b) provides that the cost of fringe benefits in
the form of regular compensation paid to employees curing periods of authorized absences from the job,
such as for annual leave, family -related leave, sick leave, holidays, court leave, military leave,
administrative leave, and other similar benefits, are allowable if all of the following criteria are met:
I. They are provided under established written leave policies;
V. The costs are equitably allocated to all related activities, including Federal
awards; and,
iii. The accounting basis (cash or accrual) selected for costing each type of
leave is consistently followed by the ron-Federal entity or specified grouping of employees.
h. If authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub -Recipient for travel expenses in accordance with 2 C.F,R. §200.474. As required by the Reference
Guide for State Expenditures, reimbursement for travel must be in accordance with section 112.061,
Florida Statutes, which includes submission of the claim on the approved state travel voucher. If the Sub -
A
Recipient seeks reimbursement for travel costs that exceed the amounts stated in section 112.061(6)(b),
Florida Statutes ($6 for b,eakfast, $11 for lunch, and $19 for dinner), then the Sub -Recipient must provide
documentation that:
L The costs are reasonable and do not exceed charges ncrma ly allowed by
the Sub -Recipient in its regu'ar operations as a result of the Sub -Recipient's written travel policy; and,
li. Participation of the individual in the trave, is necessary to the Federal award.
L The Division's grant manager, as required by section 215.971(2)(c), Florida Statutes,
shall reconcile and verify all funds rece'ved against all funds expended during the grant agreement period
and produce a final reconciliation report. The final report must identify any funds paid in excess of the
expenditures ir.curred by the Sub -Recipient.
j. As defined by 2 C.F.R. §200.53, the term ''improper payment" means or includes;
Any payment that should not nave been made or that was made in an
incorrect amount (including overpayments and underpayments) under statutory, contractual,
administrative, or other legally applicable requirements; and,
i'.. Any payment to an ineligible party, any payment for an ineligible good or
service, ary duplicate payment, any payment for a good or service no. received (except for such
payments where autl-or:.zed bylaw), any payment that does not account for credit for applicable
discounts, and any payment where insufficient or lack of documentation prevents a reviewer from
discerning whether a payment was proper.
(10)RECORDS
a. As required by 2 C.F.R. §200.336, the Federal awarding agency, inspectors General,
the Comptroller General of the United States, and the Division, or any of their authorized representatives,
shall e-ijoy the right of access to any documents, papers, or other records of the Sub -Recipient which are
pertinent to the Federal award, in order to make audits, examinations, excerpts, and transcripts. The right
of access also includes timely and reasonable access to the Sub -Recipient's personnel for the purpose of
interview and discussion related to such documents. Finally, the right of access is not limited to the
required retention period but lasts as long as the records are retained.
b. As required by 2 C.F.R. §200.331(a)(5), the Division, the Chief Inspector General of
the State of Florida, the Florida Auditor Genera:, or any of their authorized representatives, shall enjoy the
right of access to any documents, financial statements, papers, or other records of the Sub -Recipient
which are perbrent to this Agreement, in order to make audits, examinations, excerpts, and transcripts.
The right of access also includes timely and reasonable access to the Sub -Recipient's personnel for the
purpose of interview and discussion related to such documents.
c. As required by 2 C.F.R. §200.333, the Sub -Recipient shall retain, sufficient records to
show its compliance with the terms of this Agreement, as well as the compliance of ail subcontractors or
consultants paid from funds under this Agreement, for a period of three (3) years from the date of
P.
r
submission of the final expenditure report. The following are the only exceptions to the three (3) year
requirement:
I. if any litigation, clam, or audit is started before the expiration of the three (3)
year period, then the records must be retained until alp litigation, claims, or audit findings involving the
records have been resolved and final act;on taken.
H. When the Division or the Sub -Recipient is notified in writing by the Federal
awarding agency, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect
costs, or pass -through entitbj to extend the retention period.
iii. Records for real property ar.d equipment acquired with Federal funds must
be retained for 3 years after final disposition.
iv. When records are transferred to or maintained by the Federal awarding
agency or pass -through entity, the three (3) year retention requirement is not applicable to the Sub -
Recipient.
V. Records for program income transactions after the period of performance. In
some cases, recipients must report program income after the period of performance. Where there is such
a requirement, the retention period for the records pertaining to the earning of the program income starts
from the end of the non -Federal entity's fiscal_year in which the program income is earned. _
vi. Indirect cost rate proposals and cost allocations plans. This paragraph
appCes to the following types of documents and their supporting records: indirect cost rate computations
or proposals, cost allocation plans, and any similar accounting computations of the rate at which a
particular group of costs is chargeable (such as computer usage chargeback rates or composite frirge
benefit rates).
d. In accordance with 2 C.F.R. §200.334, the Federal awarding agency must request
transfer of certain records to its custody from the Division or the Sub -Recipient when it determines that
the records possess long-term retention value.
e. In accordance with 2 C.F.R. §200.335, the Division must always provide or accept
paper versions of Agreement information to and from the Sub -Recipient upon request. If paper copies
I
` are submitted, then the Division must not require more than an original and two (2) copies. When original
records are electronic and cannot be altered, there is no need to create and retain paper copies. When
origina' records are paper, electronic versions may be substituted through the use of duplication or other
forms of electronic media provided that they are subject to periodic quality control reviews, provide
reasonable safeguards against alteration, and remain readable.
f. As required by 2 C.F.R. §200.303, the Sub -Recipient shall take reasonable measures
to safeguard protected personally identifiable information and other information the Federal awarding
agency or the Division designates as sensitive or the Sub -Recipient considers sensitive consistent with
applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality.
7
g. Florida's Government in the Sunshine Law (Section 286.011, Florda Statutes)
provides tree citizens of Florida with a right of access to governmental proceedings and mandates three,
basic requirements: (1) meetings of public boards or commissions must be open to the public; (2)
reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and
prompt.y recorded. The mere receipt of public funds by a private entity, standing alone, is Insufficient to
bring that entity within the ambit of the open government requirements. However, the Government in the
Sunshine Law applies to private entities that provide services to governmental agencies and that act on
behalf of those agencies in the agencies' performance of their public duties. If a public agency delegates
the per°ormance of its public purpose to a private entity, then,, to the extent that private entity is
performing that public purpose, the Governmert in the Sunshine Law applies. For example, if a volunteer
fire department provides firefighting services to a governmental entity and uses facilities and equipment
purchased with public funds, then the Government in the Sunshine Law applies to board of directors for
that volunteer fire department. Thus, to the extent that the Government in the Sunshine Law applies to
the Sub -Recipient based upon the funds provided under this Agreement, the meetings of the Sub -
Recipient's governing board or the meetings of any subcommittee making recommendations to the
governing board may be subject to oper. government requirements. These meetings shall be publicly
roticed, open to the public. and the minutes of all the meetings sha!1 be pudic records, available to t,e
public in accordance with Chapter 119, Florida Statutes.
h. Florida's Public Records Law provides a right of access to the reco-ds of the state
and local governments as we!I as to private entities acting on their behalf. Unless specifically exempted
from disclosure by the Legislature, all materials made or received by a governmental agency (or a private
entity acting of behalf of such an agency) in conjunction with official business which are used to
perpetuate, communicate, or formalize knowledge qualify as public records subject to public inspection.
The mere receipt of public funds by a private entity, standing alone, is insufficient to bring that entity
within the ambit of the pub'ic record requirements. However, when a public entity delegates a public
function to a private entity, the records generated by the private entitys performance of that duty become
public records. Thus, the nature and scope of the services provided by a private entity determine whether
that entity is acting on beiaif of a public agency and is therefore subject to the requirements of Florida's
Public Records Law,
1. The Sub -Recipient shall maintain all records for the Sub -Recipient and for all
subcontractors or consultants to be paid from funds provided under ;his Agreement, including
documentation of all program costs, in a form sufficient to determine compliance with the requirements
and objectives of the Budget and Scope of Work - Attachment A and B - and 211 other applicable laws and
regulations.
i
I
(11)AUDITS
a. The Sub -Recipient shall comply with the audit requirements contained in 2 C.F.R.
Part 200, Subpart F.
b. In accounting for the receipt and expenditure of funds under this Agreement, the
Sub -Recipient shall follow Generally Accepted Accounting Principles ('GAAP"). As der.ned by 2 C F.R.
§200.49, GAAP "has the meaning specified in accounting standards issued by the Govemmert
Accounti-ig Standards Board (GASB) and the Financial Accourting Standards Board (=ASB)."
c, When conducting an audit of the Sub -Recipient's performance under this Agreement,
the Division s�all use Generally Accepted Government Auditing Standards ("GAGAS"). As defsned by 2
C.F.R. §200.50, GAGAS, "also known as the Yellow Book, means generally accepted government
auditing standards issued by the Comptroller General of the U-iited States, which are applicable to
financial audits."
d. if an audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Sub -Recipient shall be held liable for
reimbursement to the Division of all furds not spent in accordance with these applicable regulations and
Agreement provisions within thirty days after the Division has notified the Sub -Recipient of such non-
compliai•ce.
e. The Sub -Recipient shall have all audits completed by an independent auditor, which
is defined in section 215.97(2)(h). Florida Statutes, as "an independent certified public accountant
licensed under chapter 47V The independent auditor shall state that the audit complied with the
applicable p^ovis'o^s roted above. The audit must be received by the Division ro later than nine months
from the end of the Sub -Recipient's fiscal year.
f. The Sub-Recipien: shall send copies of reporting packages for audits conducted in
accordance with 2 C.F.R. Part 200, by or on behalf of the Sub -Recipient, to the Division at the following
address:
DEMSingle Audit(i'�em.mvflohda com
DEMSing'.e_Audit@em.myflorida.com
OR
Office of the Irspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
g. The Sub -Recipient shall send the Single Audit reporting package and Form SF -SAC
to the Federal Audit Clearinghouse by submission online at:
htttp://harvester.census.aov/f2c/collectlddeindex.html
h. The Sub -Recipient shall send any management letter issued by the auditor to the
Division at the following address:
E.
DEMSingle Auditra.em.mvfiorida.com
DEMSingle_Audit@em.myflorida.com
OR
Off!ce of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(12)REPORTS
a. Consistent with 2 C.F.R. §200.328, the Sub -Recipient shall provide the Division with
quarterly reports and a close-out report. These reports shall include the current status and progress by
the Sub -Recipient and all subcontractors in completing the work described in the Scope of Work and the
expenditure of funds under this Agreement, in addition to any other information requested by the Division.
b. Quarterly reports are due to the Division no later than thirty (30) days after the end of
each quarter of the program year and shall be se^.t 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 30 and December 31.
c. The dose -out report is due sixty (60) days after termination of this Agreement or sixty
(60) days after completion of the activities contained in this Agreement, whichever first. occurs.
d. If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, then the Division may withhold further payments :.until they are
completed or may take other action as stated in Paragraph (16) REMEDIES. "Acceptable to the
Division" means that the 'work product was completed in accordance with the Budget and Scope of Work.
e. The Sub -Recipient shall provide additional program updates or information that may
be required by the Division.
(13)MONITORING.
a. The Sub -Recipient shall mon for its performance under this Agreement, as well as
that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to
ensure that 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 B to this Agreement, and reported in the
quarterly report.
b. in addition to reviews of audits, monitoring procedures may include: but not be limited
to, on -site visits by Division staff, limited scope audits, and/or other procedures. The Sub -Recipient
agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the
Division. In the event that the Division determines that a limited scope audit of the Sub -Recipient is
appropriate, the Sub -Recipient agrees to comply with any additional instructions provided by the Division
to the Sub -Recipient regarding such audit. The Sub -Recipient further agrees to comply and cooperate
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{
with any irspections, reviews, `nvesbgatior.s or audits. deemed necessary by the Florida Chief Financial
Officer or Auditor General. In addition, the Division will monitor ti,,e performance and financial
i
mar•agement by the Sub -Recipient throughout the contract term to ensure timely completion w al' tasks.
(14)LIABILITY
a. Unless Sub -Recipient is a State agency or subdivision, as defined in section
768.28(2), Florida Statutes, the Sub -Recipient is solely responsible to parties it deals with in carrying out
the terms of this Agreement; as authorized by section 768.28(19), Fiorida Statutes, Sub -Recipient shall
hod the Division harmless against all claims of whatever nature by third parties arising from the work
performance under this Agreement. For purposes of this Agreement, Sub -Recipient agrees that it is not
an employee or agent of the Division, but is an independent contractor.
b. As required by section 768.28(19), Florida Statutes, any Sub -Recipient which is a
state agency or subdivision, as defined in section 768.28(2), Florida Statutes, 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 Nab':e for ar�y damages proximately caused by the acts or omissions to the
extent set forth in Section 768.28, Florida Statutes. Nothino herein is intQnriPri fn carve n� � ,..;-, f
sovereign, immunity by any Sub -Recipient to which sovereign immunity applies. Nothing herein shall be
constried as consent b,/..a state agency or_subd;vision of the Stare of Fiorida _t_o be sued by third parties in
any matter arising out of any contract.
(15)DEFAULT.
If any cf the fcllovAng events occur ("Events of DefaLlt"), ail obligations on the part of t^e
Division to make further payment of funds shall terminate and the Division has the option to exercise any
of its remedies set forth in Paragraph (16); however, the Division may make payments or partia payments
after a•iy Events of De-auft without waiving the right to exercise such remedies, and without becoming
liable to make any further payment:
a. If any warranty or representation made by the Sub -Recipient in this Agreement or
any previous agreement with the Division is or becomes false or misleading in any respect, or if the Sub -
Recipient fads to keep or perform any of the obligations, terms or covenants in this Agreement or any
previous agreeme-t with the Division and has not cured them in timely fashion, or is unable or unwilling to
meet its obligations under this Agreement;
b. If material adverse changes occur in the financial condition of the Sub -Recipient at
any time during the term of this Agreement, and the Sub -Recipient fails to cure this adverse change
within thirty (30) days from the date written notice is sent by the Division;
c. if any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information; or,
d. if the Sub -Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
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(16)REMEDIES.
If an Event of Default occurs, then the Divis'on shall, after thirty (30) calendar days
written notice to the Sub -Recipient and upon the Sub -Recipient's failure to cure within those thirty (30)
days, exercise any one or more of the following remedies, ei*.her concurrently or consecutively:
a. Terminate this Agreement, provided that the Sub -Recipient is given at least thirty (30)
days 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 rece;pt requested, to the
address in paragraph (3) he-ein;
Agreement;
b. Begin an appropriate legal or equitable action to enforce performance of this
c, Withhold or suspend payment of all or any part of a request for payment;
d. Require that the Sub -Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds,
e. Exercise any corrective or remedial actions, to include but not be limited to:
I. Request additional Information from the Sub -Recipient to determine the
reasons for or tie extent of non-compliance or lack of performance,
ii. . Issue a written warning ,c advise hat more serious measures may 5e_taken
if the situation is no corrected,
iii. Advise the Sub -Recipient to suspend, discontinue or refrain from incurring
costs for any activities in question or
iv. Require the Sub -Recipient to reimburse the Division for the amount of costs
incurred for any items determined to be ineligible;
f. Exercise any other rights or remedies which may be available under law.
Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at law or in equity. if the Division waives any right or remedy in
this Agreement or fails to insist on strict performance by the Sub -Recipient, 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 Sub -Recipient.
(17)TERMINATION.
a. The Division may terminate this Agreement for cause after thirty (30) days Witten
notice. 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 Sub -Recipient to permit public access to any
document, paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as
amended.
b. The Division may terminate this Agreement for convenience or when it determines, in
its sole discret on, that continuing the Agreement would not produce beneficial results in line with the
12
further expenditure of funds, by providing the Sub -Recipient with thirty (30) calendar days prior written
notice.
c, The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement. The amendment w i!I state the effective date of the
termination, and the procedures for proper closeout of the Agreement.
d, In the event that tnis Agreement is terminated, the Sub -Recipient wi'I not incur new
obligations for the terminated portion of the Agreement after, the Sub -Recipient has received the
notifcat on of termination. The Sub -Recipient will cancel as many outstanding obligations as possible.
Costs incurred after receipt of the termination notice will be disallowed. The Sub -Recipient shall not be
relieved of liabi'ity to the Divsior because of any breach of Agreement by the Sub -Recipient. The
Division may, to the extent authorized by law, withhold payments to the Sub -Recipient for the purpose of
set-off untli the exact amount of damages due the Division from the Sub -Recipient is determined.
(18)PROCUREMENT
i a. The Sub -Recipient shall ensure that any procurement involving funds authorized by
the Agreement complies with all applicable federal and state laws and regu'ations, to include 2 C.F.R.
§§200.318 through 200.326 as well as Appendix II to 2 C.F.R. Part 200 (entitled "Contract Provisions for
Non -Federal Entity Contracts Under Federal Awards').._
b. As required by 2 C,F.R. §200.318(b), the Sub -Recipient shall "Trainlain records
sufficient to de -ail the history cf procurement. These records will include, but are not necessarily imited
to the following: rationale for the method of procurement, selectior of contract type, contractor selection
or rejection, and the basis for the contract price."
c. As required by 2 C.F.R. §200.318(i), the Sub -Recipient shall "ma ntain oversight to
ensure that contractors perform in accordance with the terms, conditions, and specifications of their
contracts or purchase orders.' In order to remonstrate compliance wish this requirement, the Sub-
Rec`.pient shall document, in its quarter,y report to the Division, the progress of any and all subcontractors
performing work under this Agreement.
d. Except for procurements by micro -purchases pursuant to 2 C.F.R. §200.320(a) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub -Recipient
chooses to subcontract any of the work required under this Agreement, then the Sub -Recipient shal'
forward to the Division a copy of any solicitation. (whether competitive or non-competitive) at least fifteen
(15) days prior to the publication or communication of the solic
itation. The Division shall review the
solicitation and provide comments, if any, to the Sub -Recipient within three (3) business days. Consistent
with 2 C.F.R. §200.324, the Division will review the solicitation for compliance with the procurement
standards outlined in 2 C.F.R. §200.318 through 200.326 as well as Appendix it to 2 C.F.R. Part 200.
Consistent with 2 C.F.R. §200.318(k), the Division wN not substitute its judgment for that of the Sub-
Reciplent. While the Sub -Recipient does not need the approval of the Division in order to publish a
13
competitive solicitation, this review may allow the Division to identify defic'encles in the vendor
requirements or in the commodity or service specifications. The Division's review and comments shall not
constitute an approval of the solicitation. Regardless of the Division's review, the Sub -Recipient remains
bound by all applicable laws, regulations, and agreement terms. If during its review the Division identifies
any deficiencies, then the Division shall communicate those deficiencies to the Sub -Recipient as quickly
as possible within the three (3) business day window outlined above. If the Sub -Recipient publishes a
competitive solicitation after receiving comments from the Division that the solicitation is deficient, then
the Division may:
paragraph 17 above; and,
solicitation.
Terminate this Agreement in accordance with the provisions outlined in
Refuse to reimburse the Sub -Recipient for any costs associated with that
e. Except for procurements by micro -purchases pursuant to 2 C.F.R. §200.320(a) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub -Recipient
chooses to subcontract any of t're work required under this Agreement, then the Sub -Recipient shall
forward to the Division a copy of any contemplated contract prior to contract execution. The Division seal
review the unexecuted contract and provide comments, if any, to the Sub -Recipient within three (3)
easiness days. Consistent with 2 C.F.R. §200.324, the Division will review the unexecuted contract for
compliance with the procurement standards outlined in 2 C.F.R. §200.318 through 200.326 as well as
Appendix 11 to 2 C.F.R. Part 200. Consistent with 2 C.F.R. §200.318(k), the Division will not substitute its
Judgment for that of the Sub -Recipient. While the Sub -Recipient does not need the approval of the
Division in order to execute a subcontract, this review may allow the Division to identify deficiencies in the
terms and conditions of the subcontract as well as deficiencies in the procurement process that led to the
subcontract. Tne Division's review and comments shall not constitute an approval of the subcontract.
Regardless of the Division's review, the Sub -Recipient remains bound by all applicable laws, regulations,
and agreement terms. If during its review the Division identifies any deficiencies, ther the Division shall
communicate those deficiencies to the Sub -Recipient as quickly as possible within the three (3) business
day window outlined above. If the Sub -Recipient executes a subcontract after receiving a communication
from the Division that the subcontract is non -compliant, then the Division may:
Terminate this Agreement in accordance with the provisions outlined in
paragraph 17 above; and,
li. Refuse to reimburse the Sub -Recipient for any costs associated with that
subcontract.
f. The Sub -Recipient agrees to include in the subcontract that (1) the subcontractor is
bound by the terms of this Agreement, (il) the subcontractor is bound by all applicable state and federal
laws and regulations, and (iii) the subcontractor shall hold the Division and Sub -Recipient harmless
14
1
i
r
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.
c. As required by 2 C.F.R. §200.318(c)(1), the Sub -Recipient shall "maintain written
standards of conduct covering conflicts of interest and governing the actions of its employees engaged it
the selection, award and administration: of contracts."
h. As required by 2 C.F.R. §200.319(2), the Sub -Recipient shal conduct any
procurement under this agreement "in a manner provid`ng full and open competition." Accordingly, the
Sub -Recipient shall not:
i. Place unreasonable requirements on firms in order for them to qualify to do
business:
li. Require unnecessary experience or excessive bonding;
iif. Use noncompetitive pricing practices between firms or between affiliated
companies;
iv. Execute noncompetitive contracts to consultants that are on reta net
contracts;
V. Authorize, condone; or ignore organizational conflicts of interest;
vi. Specify only a branc name product without allowing vendors to offer an
equivalent;
vii. Specify a brand rame product instead of describing the performance,
specificalons, or other re`eva.-t requ'rements that pertain to the commodity or service solicited by the
i
procurement;
v!ii. Engage in any arbitrary action during the procurement process; or,
ix. Allow a vendor to bid on a contract if the` bidder was Involved with
developing or drafting the specifications, requirements, statement of work, invitation to bid, or request for
proposals.
i. "Except in those cases 4vhere applicable Federal statutes expressly mandate or
encourage" otherwise, the Sub -Recipient, as required by 2 C.F.R. §200.319(b), shall not use a
geographic preference when procuring commodities or services under this Agreement.
j. The Sub -Recipient shall conduct any procurement involving invitations to bid (i.e.
sealed bids) in accordance with 2 C.F.R. §200.320(c) as well as section 287.057(1)(a), Florida Statutes.
k. The Sub -Recipient shall conduct any procurement involving requests for proposals
(i.e. competitive proposals) in accordance with 2 C.F.R. §200.320(d) as well as section 287.057(1)(b),
Florida Statutes.
I. For each subcontract, the Sub -Recipient shall provide a written statement to the
Division as to whether that subcontractor is a minority business enterprise, as defined in Section 288.703,
Florida Statutes. Additionally, the Sub -Recipient shall comply with the requirements of 2 C.F.R. §200 321
15
("Contracting with small and minority businesses, women's business enterprises, and abor surplus area
firms").
(19)ATTACHMENTS
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 orly to the extent of
the conflict or inconsistency.
c. This Agreement has the following attachments:
I. Exhibit 1 - Funding Sources
ii. Attachment A — Budget
iii. Attachment B — Scope of Work
iv. Attachment C — Deliverables and Performance
V. Attachment D — Program Statutes and Regulations
vi. Attachment E — Justification of Advance Payment
v'i. Attachment F — Warranties and Representations
vlii. Attachment G — Certification Regarding Debarment
ix: Attachment H — Statement of Assurances
X. Attachment I — Mandatory Contract Provisions
xi. Attachment J — Reimbursement Checklist
xii. Attachment K — EHP Guidelines
xiii. Attachment l — Monitoring Guidelines
(20) PAYM E NTS
a. Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as
applicable, section 216.181(16), Florida Statues. All advances are required to be held in an interest -
bearing account. If an advance payment is requested, the budget data on which the request is based and
a justification statement shall be included in this Agreement as Attachment E. Attachment E will specify
the amount of advance payment needed and provide an explanation of the r.ecessity for arid proposed
use of these funds. No advance shall be accepted for processing if a reimbursement has been paid prior
to the submittal of a request for advanced payment. After the initial advance, if any, payment shall be
made on a reimbursement basis as needed.
b. Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services, The final invoice shall be submitted within sixty (60)
days after the expiration date of the agreement. An explanation of any circumstances prohibiting ti-e
submittal of quarterly invoices shall be submitted to the Division grant manager as part of the Sub-
Recipent's quarterly reporting as referenced in Paragraph 7 of this Agreement.
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c. If the necessary funds are rot available to fund this Agreement as a result of acfon
by the United States Congress, the federal Ofrice of Management and Budgeting, the State Chief
Financial Officer or under subparagraph (9)b, of this Agreement, all obligations on the part of the Division
to make any furt! er payment of funds sha!, terminate, and the Sub Recipient shall submit its closeout
report within thirty days of receiving notice from the Division.
(21)REPAYM ENTS
a. All refunds or repayments due to the Division under this Agreement are to be made
payable to the order of 'Division of Emergency Management", and mailed directly to the following
address:
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
b. In accordance with Section 215.34(2), Florid Statutes, if a check or other draft is
returned to the Division for collection, Sub -Recipient shal! pay the Division a service fee of $15.00 or 5%
of the face amount of the returned check or draft, whichever Is greater.
(22)MANDATED CONDITIONS
a. The validity of this Agreement is subject to the truth and accuracy of all the
information, represenitations, and materials submitted or provided by the Sub -Recipient in this Agreement,
i
in any later subrrissior, or response to a Divislon regiest, or In any submiss'on or response to full`!: the
require -rents of this Agreement, All of said infor nation, representations, and materials are incorporated
by reference. The inaccuracy of the submissions or any material changes shall, at the option of the
Divison and with thirty (30) days written notice to the Sub -Recipient, cause the termination of this
Agreement and the release of the Division frog^ ail its obligations to the Sub -Recipient.
b. This Agreement steal: be construed under the laws of the State of Florida, and venue
for any actions arsing out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreemert is in conflict Wth 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 other
provision of this Agreement.
c. Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall[ survive the term of this Agreement.
d. The Sub -Recipient agrees to comply with the Americans With Disabilities Ac (Publ'c
Law 101-336, 42 U.S.C. Section, 12101 et sea.), which prohibits discrimination by public and private
entities or; the basis of disability in employment, pubic accommodations, transportation, State and local
government services, and telecommunications.
17
e. Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for t"e
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity: may not 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 ary public entity in
excess of $25,000.00 for a period of thirty-slx (36) months from the date of being placed on the convicted
vendor list or on the discriminatory vendor list.
f, Any Sub -Recipient which is not a local government or state agency, and which
receives funds under 'his Agreement from the federal government, certifies, to the best of its knowledge
and belief, that it and its principals:
L Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
ii. Have not, within a five (5) year period preceding this proposal been convicted
of or had a civil judgment rendered against tnem for fraud or a criminal offense in connection with
obtaining, attempting to obta;n, or performing a public (federal, state or local) traisaction or contract
under public transaction; violation of federal or state antitrust statutes or.commisslon of embezzlement,
theft, forgery, br'bery, falsification or destruction of records: mak'ng false statements, or receiving stolen
property;
iii. Are not present'y indicted or otherwise crimina'ly or civil!y charged by a
governmental entity (federa!, state or local) with commission of any offenses enumerated in paragraph
19(g)2. of this certification; and,
iv. Have not within a five (5) year period preceding this Agreement had one or
more public transactions (federal, state or local) terminated for cause or default.
g. If the Sub -Recipient is unable to certify to any of the statements in this certification,
then the Sub -Recipient shall attach an explanation to this Agreement.
h. In addition, the Sub -Recipient shall send to the Division (by email or by
facsimile transmission) the completed "Certification Regarding Debarment, Suspension,
Ineligibility And Voluntary Exclusion" (Attachment G) for each intended subcontractor which Sub -
Recipient plans to fund under this Agreement. The form must be received by the Division before
the Sub -Recipient enters into a contract with any subcontractor.
L The Division reserves the right to unilaterally cancel this Agreement if the Sub -
Recipient refuses to allow public access to all documents, papers, letters or other material subject to the
provisions of Chapter 110, Florida Statutes, which the Sub -Recipient created or received under this
Agreement.
18
j. If the Sub -Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interes` income shall either be resumed to the Division or be app'r:ed against the
Division's obligation to pay the contract amount.
k. The State of Florda wiV not intentiona'ly award pubRciy-funded contracts to a-y
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) (Section 274A(e) of the Immigration and Nationality Act
("INA"). The Dvis:on shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e) of the INA. Such violation by the Sub -Recipient of the employment provisions
contained in Section 274A(e) of the INA shall be grounds for unilatera' cancellation of this Agreement by
the Division.
I. All unmanufactured and manufactured articles, materials and supplies which are
acqu;red for public use under this Agreement must have been produced in the United States as required
under 41 U.S.C. 1 Ca, unless It wou'd not be in the public interest or unreasonable in cost.
(23)LOBBYING PROHIBITION
a. 2 C.F.R. §200,450 prohibits reimbursement for costs associated with certain lobbying
activities.
b. Section 216.347, Flor:.da Statutes, prohibits 'any disbursement of grants and a,'ds
appropriatons pursuant to a contract or grant to any person er organization unless the terms of the grant
or contract prohibit the expenditure of funds for the purpose of lobbying the Leg stature, the judicial
oranch, or a state agency."
I
c. 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.
d. The Sub -Recipient certifies, by its s'grature to this Agreement, that to the best of his
or her knowledge and belief
i. No Federal appropriated funds have been paid or will be paid, by or on
behalf of the Sub -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 Nlemberef Congress in connection with the awarding of any Federa: 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.
ii. If any fur:ds other than Federal appropriated funds have been paid or will be
pa'd 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
19
connection with this Federal contract, grant, loan or cooperative agreement, the Sub -Recipient shall
complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities."
iii. The Sub -Recipient shall require that this certification be included in the
award documents for ali sub -awards (including subcontracts, sub -grants, and contracts under grants,
loans, and cooperative agreements) and that all Sub -Recipients shall certify and disclose.
iv. This certification is a material representation of fact upon which reliance was
placed 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 fife 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.
(24)COPYRIGHT, PATENT AND TRADEMARK
EXCEPT AS PROVIDED BELOW, ANY AND ALL PATENT RIGHTS ACCRUING
UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY
RESERVED TO THE STATE OF FLORIDA; AND, ANY AND ALL COPYRIGHTS ACCRUING UNDER
OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY
TRANSFERRED BY THE SUB -RECIPIENT TO THE STATE OF FLORIDA.
a_ If the -Sub. -Recipient has a pre-existing patent or copyright, the Sub -Recipient shall
retair ali rights and entitlements to that pre-existing pater:t or copyright unless the Agreement provides
-otherr;ise.
b. If any d scovery or invention is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected with it, the Sub -Recipient shall refer
the 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 Sub -Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Sub -Recipient to the State
of Florida.
c. Within thirty (30) days of execution of this Agreement, the Sub -Recipient shall
disclose all 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 Sub -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.
d. If the Sub -Recipient qualifies as a state university under Florida law, then, pursuant
to section 1004.23, Florida Statutes, any invention conceived exclusively by the employees of the Sub -
Recipient shall become the sole property of the Sub -Recipient. In the case of joint inventions, that is
Q11
i,iventions made jointly by one or more employees of both parties hereto, each party shall have an equal:
undivided interest in and to such joint inventions. The Division shall retain a perpetual, irrevocable, fWy-
pa`d, no9exclusive license, for its use and the use of its contractors of any resulting patented, copy -lighted
or trademarked work products, developed solely by the Sub -Recipient, under this Agreement, for Florida
government purposes.
(25)LEGAL AUTHORIZATION.
The Sub -Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Sub -Recipient also certifies that the undersigned person has the authority to legally execute and bind
Sub-Recip ent to the terms of this Agreement.
(26)EOUAL OPPORTUNITY EMPLOYMENT
a. In accordance with 41 C.F.R. §60-1.4(b), the Sub -Recipient hereby agrees that it will
incorporate or cause to be incorporated into any contract for construction work, or modification thereof, as
defired in the regulations of the Secretary of Labor a: 41 CFR Chapter 60, which is paid for in whole or in
part with fund's obtained from the Federal Government or borrowed on the credit of the Federal
Government pursuant to a grant, contract, loan insurance, o- guarantee, or undertaken pursuant to any
Federal prcgra•n involving such grant, _contract, "oan, insurance. or.guarGntee, the following equal _
opportunity clause:
Oaring the performance of this contract, the contractor agrees as follows:
i. The contractor will not discr.minale against any employee or
applicant for employment because of race, color, religion, sex, or
national origin. The contractor will take affirmative action to ensure that
applicants are employed, and that employees are treated during
employment without regard to their race, color, religion, sex, or national
origin. Such action shall include, bLt not be limited to the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. The
1 contractor agrees to post in conspicuous places, available to employees
and applicants for empieymient, notices to be provided setting forth the
provisions of this nondiscrimination clause.
ii. The contractor will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, state that all
qualified applicants will receive considerations for employment without
regard to race, color, religion, sex, or national origin.
21
9
iii. Tne contractor will send to each labor union or representative of
workers with which he has a collective bargaining agreement or other
contract or understanding, a notice to be provided advising the said labor
union or workers' representatives of the contractor's commitments under
this section, and shall post copies of the notice in conspicuous places
available to employees and applicants for employment.
iv. The contractor will comply with all provisions of Executive Order
11246 of September 24, 1965, and of the rules, regulations, and relevant
orders of the Secretary of Labor.
V. The contractor will furnish all information and reports required by
Executive Order 11246 of September 24, 1965, ar.d by rules,
regulations, and orders of the Secretary or Labor, or pursuant thereto;
and will permit access to his books, records, and accounts by the
administering agency and the Secretary of Labor for purposes of
investigation to ascertain compliance with such rules, regulations, and
orders.
vi In tie event of the contractor's noncompliance with the
nondiscrimination clauses of this contract or with any of the said rules,
regulations, or orders, th;s contract may be canceled, terminated, or
suspended in whose or in part and the contractor may be declared
ineligible for further Government contracts or federally assisted
construction contracts in accordance with procedures authorized in
Executive Order 11246 of September 24, 1965, and such other sanctions
may be imposed and remedies invoked as provided in Executive Order
11246 of September 24, 1965, or by rule, regulation, or order of the
Secretary of Labor, or as otherwise provided by law,
vii, The contractor will include the portion of the sentence
immediately preceding paragraph (1) and the provisions of paragraphs
(1) through (7) in every subcontract or purchase order unless exempted
by rules, regulations, or orders of the Secretary of Labor issued pursuant
to section 204 of Executive Order 11246 of September 24, 1965, so that
such provisions will be binding upon each subcontractor or vendor. The
22
V
contractor wi take such action with respect to any subcontract or
purchase order as the administering agency may direct as a means of
enforcing such provisions, including sanctions for noncompliance:
provided, however, that in tie event a contractor becomes involved in, or
is threatened w1h, litigation with a subcontractor or vendor as a result of
such direction by the administering agency the contractor may request
the United States to enter into such litigation to protect the interests of
the United States.
b. The Sub -Recipient further agrees that it will be bound by the above equal opportunity
clause ;nth respect to its own emp!oyment p-act ces whet it participates in federally assisted construction
work: provided, that if the applicant so participating is a State or local government, the above equal
opportunity clause is not app'icable to any agency, instrumentality or subdivlson of such government
which does not participate it work on or under the contract.
c. The Sub -Recipient agrees that it wiN assist and cooperate actively with the
administering agency and the Secretary of Labor in obtaining the compliance of contractors and
subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the
Secreta-/ of Labor, that it wil: furnish the administering agency and the Secretary of Labor such
information as they may require for the supervision of such compliance, and that it wil! otherwise assist
the administering agency in the discharge of the agency's primary responsibility for securing compliance.
I
d. The Sub -Recipient further agrees that it will refrain from entering into any contract or
contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor
debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted
construction contracts pursuant to the Executive order and will carry out such sanctions and penalties for
violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the
administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive order. In
addition, the Sub -Recipient agrees that if it fails or refuses to comply with these undertakings, the
admin'stering agency may take any or all of the following actions: cancel, terminate, or suspend in whole
or in part this grant (contract, loan, insurance, guarantee),- refrain from extending any further assistance to
the Sub -Recipient under the program with respect to which the fai`ure or refund occurred until satisfactory
assurance of future compliance has been received from such Sub-Recpient; and refer the case to the
Department of Justice for appropriate legal proceedings.
(27)COPELAND ANTI -KICKBACK ACT
The Sub -Recipient hereby agrees that, unless exempt under Federal law, it will
incorporate or cause to be incorporated into any contract for construction work, or modification thereof,
the following clause:
23
i. Contractor. The contractor shall comply wits 18 U.S.C. § 874,
40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be
applicable, which are incorporated by reference into this contract.
ii. Subcontracts. The contractor or subcontractor shall Insert in any
subcontracts the clause above and such other clauses as the FEMA may
by appropriate instructions require, and also a clause requiring the
subcontractors to include these clauses in any lower tier subcontracts.
The prime contractor shall be responsible for the compliance by any
subcontractor or lower tier subcontractor with all of these contract
clauses.
li , Breach. A breach of the contract clauses above may be grounds
for termination of the contract, and for debarment as a contractor and
subcontractor as provided in 29 C,F.R. § 5.12.
(28)CONTRACT WORK HOURS AND SAFETY STANDARDS
If the Sub -Recipient, wdth the funds authorized by this Agreement, enters into a contract
that exceeds $100,000 and involves the empioyment of mechanics or laborers, then any such contract
i
must include a provls on For compliance with 40 U.S.C. 3702 and 3704, as supplemented by Departmera
of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required
to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.
Work in excess of the standard work week is permissible provided that the worker is compensated at a
rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours
in the work week, The requirements of 40 U.S.C. 3704 are applicable to construction work and provide
that no laborer or mechanic must be required to work in surroundings or under working conditions which
I
are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies
or materials or articles ordinarily available on the open market, or contracts for transportation.
(29)CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT
If the Sub -Recipient, with the funds authorized by this Agreement, enters into a contract
that exceeds $150,000, then any such contract must include the following provision:
Contractor agrees to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q)
' and the Federal Water Pollution Control Act as amended (33 U.S.C.
1251-1387), and will report violations to FEMA and the Regional Office of
the Environmental Protection Agency (EPA).
24
(30)SUSPENSION AND DEBARMENT
If the Sub -Recipient, with the funds authorized by this Agreement, enters into a contract,
then a^y such contract must include the following provisions:
i. This contract is a covered transaction for purposes of 2 C.F.R.
pt. 180 and 2 C.F.R. pt. 3000. As such the contractor is required to
verFy that none of the contractor, its principals (defined at 2 C.F.R. §
180,995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded
(deemed at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. §
180.935).
ii. The contractor must comply wits 2 C.F.R. pt. 180, subpart C and
2 C.F.R. pt. 3000, subpart C and must include a requirement to comply
with these regulations in any lower tier covered transaction it enters into.
IN. This certification is a material representation of fact relied upon
by the Division. If it is later determined that the contractor did not comply
with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in
addition to remedies availabie to the D vis'on, One Federal Government
may pursue available remedies, including but not limited to suspension
andicr debarment.
iv. The bidder or proposer agrees to comply with the requiremerts
of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this
offer is vai:d and througnout the period of any contract that may arise
from this offer. The bidder or proposer further agrees to include a
provision requiring such compliance in Its lower tier covered transactions.
(31)BYRD ANTI -LOBBYING AMENDMENT
i If the Sub -Recipient, with the funds authorized by this Agreement, enters into a contract,
then any sich contract must include the following clause:
Byrd Antl-Lobbying Amendment, 31 U.S.C. § 1352 (as amended).
Contractors who apply or bid for an award of $100,000 or more shall file
the required certification. Each tier certifies to the tier above that it will
not and has not used Federal appropriated funds to pay any person or
organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, officer or employee of
Congress, or an employee of a member of Congress in connection with
25
obtaining any Federal contract, grant, or any other award covered by 31
U.S C. § 1352. Each tier shall also disclose any lobbying with non -
Federal funds that takes place In connection with obtaining any Federal
award. Such disclosures are forwarded from tier to tier up to the
recipient.
(32)CON T RACTING WITH SMALL AND MINORITY BUSINESSES. WOMEN'S BUSINESS
ENTERPRISES. AND LABOR SURPLUS AREA FIRMS
a. If the Sub -Recipient, with the funds authorized by this Agreement, seeks to procure
goods or services, then, in accordance with 2 C.F.R. §200,321, the Sub -Recipient shall take the fol.owing
affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus
area firms are used whenever possible:
I. Placing qualified small and minority businesses and women's business
enterprises on solicitation lists;
ii. Assuring teat sma9 and minority businesses, and women's business
enterprises are solicited whenever they are potential sources;
iii. Dividing total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by sma!I and minority businesses, and women's business
enterprises;
iv. Estab!W ing delivery schedules, where the requirement permits, which
encourage participation by small and minority businesses, and women's business enterprises;
v. Using the services and assistance, as appropriate, of such organizations as
the Small Business Administration and the Minority Business Development Agency of the Department of
Commerce; and
vi. Requiring the prime con`.ractor, if subcontracts are to be let, to take the
affirmative steps listed in paragraphs (a) through (e) of this section.
b. The requirement outlined in subparagraph a. above, sometimes referred to as
"socioeconomic contracting," does not impose an obligation to set aside ether the solicitation or award of
a contract to these types of firms. Rather, the requirement only imposes an obligation to carry out and
document the six affirmative steps identified above.
c. The "socioeconomic contracting" requirement outlines the affirmative steps that the
Stab -Recipient must take; the requirements do not preclude the Sub -Recipient from undertaking add'tional
steps to involve small and minority businesses and women's business enterprises.
d. The requirement ;o divide total requirements, when economically feasible, into
smaller tasks or quantities to permit maximum participation by small and minority businesses, and
women's business enterprises, does not authorize the Sub -Recipient to break a single project down into
KPI
smaller components in order to circumvent the micro -purchase or small purchase thresholds so as to
i
utilize streaml'ned acquisition procedures (e.g. "project splitting").
(33)ASSURANCES.
The Sub -Recipient shall comply with any Statement of Assurances incorporated as
Attachment H.
27
IN WITNESS WHEREOF, the pa(ies hereto have executec this Agreemert.
SUB -RECIPIENT:
Name ar,d Title:
Date: /- G
FID# 59-6000375
DUNS# 072220791
Include a copy o` the designation of authority for the signatory, if applicable.
STATE OF FLORIDA
DIVISION. OF EMERGENCY MANAGEMENT
By:
Name and Title: Jongan Lord Deouty D'rector
f
Date: #
28
SPONSORING AGENCY:
ATTEST: THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
To d B. Hannon Date Daniel J. AlfciA b
City Clerk ,, I LP City Manager
APPROVED AS TO FORM AND
CORRECTNESS:
29
APPROVED AS TO I URANCE
REQUIREME TS' :
Ann -Marie gharpe, Director
Department of Riskj Management
EXHIBIT-1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB -RECIPIENT UNDER THIS
AGREEIVIENT:
NOTE. If the resources awarded to the Sub -Recipient are from more than one Federa; program, provide
the same information shown below for each Federal program and show total Federal resources a;rvarded.
Federal Program
Federal agency U.S. Department of Homeland Security, Federal Emergency Management
Catalog of Federal Domestic Assistance Ole and number: 97.067
Award amount: $5,153,500.00
THE FOLLO VING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
NOTE: !f the resources a:rarded to the Sub -Recipient represent more than one Federal program, list
applicable compliance requirements fcr each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1. First applicable compliance requirement: Sib -recipient is to use funding to perform eligib;e
activities as identified FY2016 Department of Homeland Security Notice of Funding Opportunity.
2. Second applicable compliance requirement: Sub -recipient is subject to all administrative and
francial requirements as set forth in this Agreement or will not be in compliant with the terms of
the Agreement.
3. Third applicable requirement: Sub -Recipient must comply with specific laws, rules, or regulations
that pertain to how the awarded resources must be used or how eligibility determinations are to
be made.
NOTE: 2 C.F.R. Part 200, and Section 215.97(5xa), Ficrida Statutes, req.+ire that the +ntor*n85on about Federal Programs and State
Projects Vcluded n Exhibit 1 be provided to the Sub -recipient.
ATTACHMENT A
PROPOSED PROGRAM BUDGET
Below is a general budget which outlines eligible categories and their allocation under this
award. The Sub -recipient is to utilize the 'Proposed Program Budget" as a guide for completing
the "Budget Detail Worksheet" below.
The Equipment category will require Authorized Equipment List (AEL) reference number. The
Authorized Equipment List (AEL) is a list of approved equipment types allowed under FEMA's
preparedness grant programs. The intended audience of this tool is emergency managers, first
responders, and other homeland security professionals. The list consists of 21 equipment
categories divided into sub -categories, tertiary categories, and then individual equipment items.
The AEL can be found at http://beta.fema.gov/authorized-equipment-list.
At the discretion of the Sub -recipient, funds allocated to Management and Administration costs
(as described in the "Proposed Program Budget") may be put towards Programmatic costs
instead. However, no more than 5% of each Sub -recipient's total award may be expended on
Management and Administration costs.
The transfer of funds between the categories listed in the "Proposed Program Budget" is
permitted. However, the transfer of funds between Issues is strictly prohibited.
BUDGET DETAIL WORKSHEET
31
The Sub -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.
Developing hazard/threat-specific annexes that incorporate the range of
prevention, protection, response, and recovery activities
Broward County Cyber Incident Response Annex, Line item
2016-01
1
$65,870.84
$65,870.84 .
Developing and implementing homeland security support programs and
adopting ongoing DHS national initiatives
Miami Dade Whole Community Planning Workshop; Line
Item 2016-49
1
$74,045.45
$74,045.45
Developing related terrorism and other catastrophic event prevention
activities
I
Developing and enhancing plans and protocols
Miami Dade Unmet Needs Plan Development. This is a
E
primarily a planning project to leverage whole community
partners to document their capabilities and capacity to
prepare for, respond to, and recover from an Incident. This
1
$24,681.82
$24,681.82
plan will identify social services resource to improve the
resiliency of the county and its 34 municipalities; Line item
2016-47
Miami Dade Volunteer Reception Center Plan Development.
The plan will produce a coordinated system for matching
the skills and abilities of County employees, volunteer
organizations, and spontaneous unaffiliated volunteers to
1
$54,300.00
$54,300.00
assist the community during an emergency or disaster;
Line item 2016-48
Developing or conducting assessments
Miami Dade Conduct a geospatial hazard impact modeling
utilizing HAZUS-MH Level 3 analysis, third party proprietary
hazard modeling tools, and quantitative geospatial analysis
1
$102,239.99
$102,239.99
to estimate the losses to natural and human -induced hazard
i
events in Miami -Dade County; Line item 2016-45
Hiring of full or part-time staff or contractors/consultants to assist with
planning activities (not for the purpose of hiring public safety personnel
fulfilling traditional public safety duties)
Broward County Whole Community Planning; Integration
of Volunteer & Faith Based Organizations, Line item 2016-
1
$65,870.84
$65,870.84
02
32
Broward Sheriff's Office CEMP/COOP/COG, Line item 2016-
03
1
$30,442.55
$30,442.55
Hialeah License Plate Reader Analyst, Line item 2016-19
1
$54,300.00
$54,300.00
Hialeah EOC Planner, Line item 2018-20
1
$",427.27
$44,427.27
Miami Emergency Management Planner (12 months). This
position will assist with the development/revision of
citywide emergency management plans such as the CEMP,
1
$49,363.64
$49,363.64
COG and COOP; Line Item 2016-32
Miami Emergency Management Planner (12 months). This
position will assist with general planning responsibilities
related to the implementation of the UASI grant program;
1
$64,172.73
$64,172.73
Line item 2016-33
Miami Equipment Inventory Planner (12 months). This
position will be responsible for resource management
tracking and planning portion of the EHP process; Line Item
1
$44,427.27
$44,427.27
2016-34
Miami Regional Program Manager. This position assists
the Miami and Ft. Lauderdale with regional planning needs
(e.g. drafting of investment justifications, coordination of
1
$88,854.55
$88,854.55
UAWG meetings, development of annual budgets, etc.);
Line item 2016-62
Miami Regional Planning, Training and Exercises
Coordinator- this position includes the responsibilities of
ensuring compliance with training courses as well as the
1
$75,032.73
$75,032.73
coordination of necessary regional exercises; Line item
2016-63
Palm Beach Sheriffs Office Regional Metadata Planner,
Line item 2016-65
1
$29,618.18
$29,618.18
Materials required to conduct planning activities
Travellper diem related to planning activities
Miami Dade Planning, Training and Exercises: UASI
Homeland Security Conference; Line Item 2016-44
1
$3,512.72
$3,512.72
Overtime and backfill costs (in accordance with operational Cost
Guidance
Issuance of WHTI-compliant Tribal identification cards
Activities to achieve planning inclusive of people with disabilities and
others with access and functional needs
Coordinatlon with Citizen Corps Councils for public
information/education and development of volunteers
Update governance structures and process and plans for emergency
communications
Activities to achieve planning inclusive of people with limited English
proficiency
33
Aiiowabifs Tnin;p C�t2:d�atarttit�r
..:, w
, l rs.�t ,"
,.
!
Overtime and backfiii for emergency preparedness and response
personnel attending DHS/FEMA-sponsored and approved training
classes _
Overtime and backfill expenses for part-time and volunteer emergency
response personnel participating in DHS/FEMA training
Training Workshops and Conferences
Miami Planning, Training and Exercise. This project will
support multi -disciplinary projects for the City of Miami
under the leadership of MEM. Project scope will involve a
full scale exercise, revision of planning documents such as
the CEMP/COOP/COG and trainings that benefit terrorism -
related emergency management trainings. Trainings will
Include ICS, Hazmat 160 and any other specialized courses
needed due to staff attrition; Line item 2016-29
1
$119,531.08
$119,531.08
Regional Planning, Training and Exercise, Line item 2016-
69
1
$70,880.02
$70,880.02
Miami Dade Tactical Life Saver Course DNS-13-29430; Line
Item 2016-71
1
$17,557.66
$17,557.66
.
Activities to achieve training inclusive of people with disabilities and
others with access and functional needs
Full or Part -Time Staff or Contractors/Consultants
Certification/Recertification of Instructors
Travel
Supplies are items that are expended or consumed during the course of
the planning and conduct of the exercise project(s) (e.g., copying paper,
gloves, tape, non -sterile masks, and disposable protective equipment).
Instructor certification/re-certification
34
Coordination with Citizen Corps Councils in conducting training
Interoperable communications training
Activities to achieve training inclusive of people with limited English
proficiency
TOTAL TRAINING EXPENDITURES2076
.. 'anal ifies
Reimbursement for select operational expenses associated with
Increased security measures at critical infrastructure sites incurred (up to
50 percent of the allocation)
Oiiantl
Un9t:
Miami Operational OT for Special Events approved by
FEMA, Line Item 2016-30
$28,109.63
$28,109.63
Overtime for information, investigative, and intelligence sharing activities
(up to 50 percent of the allocation)
Hiring of new staff positions/contractors/consultants for participation in
informatiorYntelliigence analysis and sharing groups or fusion center
activities (up to 50 percent of the allocation)
Palm Beach Sheriffs Office Regional Fusion Analysts; Line
Item 2016-64
1
$236,645.45
$236,945.45
TOTAL ORGANIZATIONAL EXPENDITURES
Design, Develop, Conduct and Evaluate an Exercise
;2s5,o55.os
Miami Dade Disaster Housing Table Top Exercise; Line
Item 2016-46
1
$34,554.55
$34,554.55
Exercise Planning Workshop — Grant funds may be used to plan and
conduct an Exercise Planning Workshop to include costs related to
planning, meeting space and other meeting costs, facilitation costs,
materials and supplies, travel and exercise plan development.
35
01
Full or Part -Time Staff or Contractors/Consultants — Full or part-time
staff may be hired to support exercise -related activities. Payment of
salaries and fringe benefits must be in accordance with the policies of
the state or local unit(s) of government and have the approval of the
state or the awarding agency, whichever is applicable. The services of
contractors/consultants may also be procured to support the design,
development, conduct and evaluation of CBRNE exercises. The
applicant's formal written procurement policy or the Federal Acquisition
Regulations (FAR) must be followed.
Overtime and backfill costs — Overtime and backfill costs, including
expenses for part-time and volunteer emergency response personnel
participating in FEMA exercises
Implementation of HSEEP
Activities to achieve exercises inclusive of people with disabilities and
others with access and functional needs
Travel — Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are
allowable as expenses by employees who are on travel status for
official business related to the planning and conduct of the exercise
project(s). These costs must be in accordance with state law as
highlighted in the OJP Financial Guide. States must also follow state
regulations regarding travel. If a state or territory does not have a travel
policy they must follow federal guidelines and rates, as explained in the
OJP Financial Guide. For further information on federal law pertaining to
travel costs please refer to httg://www.oio.usdoi.gov/FinGuide.
Supplies — Supplies are items that are expended or consumed during
the course of the planning and conduct of the exercise project(s) (e.g.,
copying paper, gloves, tape, non -sterile masks, and disposable
protective equipment).
Interoperabie communications exercises
TOTAL EXERCISE EXPENDITURES $34,554.55
3M
_-
Eligible Equipment Acquisition Costs
The table below trghlights the allowable equipment categories for this
award. A comprehensive listing of these allowable equipment
categories, and spqcffic equipment eligible under each category, are
Quantity
Unit Cost
Total Cost
listed on the web -based version of the Authorized Equipment List (AEL)
at http://beta-ferna.gov/authorized-equipment-list.
Personal protective equipment
-----__ .
Broward Sheriffs Office Mass Casualty Incident Protection
for Fire Rescue — Ballistic Helmets, AEL #01 LE-01-HLMT 1 $18,027.60 $18,027.60 j
Line item 2016-05
Broward Sheriffs Office Mass Casualty Incident Protection
for Fire Rescue — Ballistic Vests, AEL #01LE-01-ARMR, Line
1
$31,494.00
$31,494.00
Item 2016-06
Palm Beach Sheriffs Office SWAT CBRNE Gas Mask and
Amplifier; AEL #01AR-06-REUS and 030E-01-CTAC; Line
1
$30,259.91
$30,259.91
Item 2016-57
Eviosive device mitigation and remediation equipment
Broward Sheriffs Office Explosive Ordinance Device Team
Portable X-Ray Unit, AEL 002EX-01-XRAP, Line item 2016-
1
$36,529.09
$36,529.09
07
Miami Dade EOD 9A Bomb Suits (Med Eng); AEL #02PE-01-
2
$29,616.18
$59,236.36
BSUT; Line item 2016-37
0NE operational search and rescue equipment
Coral Gables Mobile Message Boards to Relay Emergency
4
$9,502.50
$38,010.00
Messages; AEL #030E-03-SIGN; Line item 2016-10
Coral Springs Police (211) Tactical Trauma Kits and (10)
1
18,992.17
$18,992.17
Refills; AEL #030E-03-KTFA; Line Item 2016-11
Coral Springs Police Night Vision for SWAT to include:
helmet mounted binocular night vision, binocular and
helmet mounts, Integrated Mount Univ. Night Sight (IMUNS),
1
$73,799.88
$73,799.88
Clip on thermal imager wleyepiece, batteries, case, special
lighting and aiming laser; AEL #030E-02-TILA and 04MD-01-
LAMP, Line item 2016-12
Coral Springs Police Mobile Message Boards to Relay
Emergency Messages, AEL #030E-03-SIGN, Line item 2016-
1
$26,237.76
$26,237.76
13
Miami Gardens Portable Elevated Surveillance Platform;
1
$118,663.27
$118,663.27
AEL #030E-07-ROVL; Line item 2016-36
Miami Dade Tactical Interoperable Communications
Headset for SWAT; AEL #030E-01-CTAC and 06CP-03-
1
$39,490.91
$39,490.91
PRAC; Line item 2016-41
Miramar Thermal Imaging Camera; AEL #030E-02-TILA;
2
$9,237.91
$18,475.82
Line item 2016-50
_
Miramar eHydraulic Extrication Tools; AEL #03SR-02-TPHY;
2
$29,618.18
$59,236.36
Line item 2016-52
Palm Beach Sheriffs Office Bomb Squad EOD Detection
2
$2,961.82
$5,923.64
Kits/Multi-Meters; AEL #030E-04-MMTR; Line item 2016-58
Pembroke Pines Portable Elevated Surveillance Platform;
1
$70,992.81
$70,992.81
AEL #030E-07-ROVL; Line item 2016-60
Sunrise SWAT Robot Accessories and Upgrades to include
claw attachment kit, quick release FLIR attachment and
1
$12,713.11
$12,713.11
hardshell transit case; AEL #030E-07-UPGD; Line item
2016-74
37
Sunrise Portable Elevated Surveillance Platform; AEL
1
$71,083.64
$71,083.64
#030E-07-ROVL; Line item 2016-76
R(OfTtlaBOneflT1Cs169y
a 'A
! 4.
`ter r
Broward Sheriffs Office DRT Digital Camera System will
include: Digital Controller and Monitor, Mini High
Resolution Camera, Camera Cable with 1000' breaking
1
$14,809.09
$14,809.09
strength, 300' of coax cable, 48VDC LED Light and Helios
Video Enhancement Module, AEL #04MD-01-UCAM, Line
item 2016-04
_
Ft. Lauderdale Police SWAT Enhancement- Electronic
Equipment to include tactical communications device,
video camera and wireless transmission device; AEL
1
$32,549.39
$32,549.39
#04MD-01-VCAM, 030E-01-CTAC and 04SN-01-XMIT; Line
Item 2016-16
Miramar Incident Command System Software; AEL #04AP-
1
$15,796.36
$15,796.36
05-CDSS, 04AP-01-CADS; Line item 2016-53
Miami Regional Incident command software system needed
for regional info sharing during emergency operations as
well as non -emergency situations to provide a platform for
1
$123,409.09
$123,409.09
day-to-day regional info sharing and updates; AEL #04AP-
05-CDSS, 04AP-03-GISS, 04SW-04-NETW; Line item 2016-67
Cyber Security Enhancement Equipment
Hollywood Cybersecurity system to gather, analyze, and
present information from network and security devices,
identify and assess management applications, manage
vulnerability and policy compliance, and centralize
1
$60,836.73
$60,836.73
database and application logs. The overall focus will be on
security and threat detection and management; AEL #05NP-
00-IDPS and 05NP-00-SEIM; Line item 2016-21
Interoperabie communications equipment
Hialeah P25 Radio Microwave System, AEL #06CP-03-
1
$296,181.82
$296,181.82
MWAV, Line item 2016-17
Hialeah Maintenance and Sustainment of P25 Radios and
accessories; AEL #06CP-03-PRAC, 06CP-01-MOBL and
1
$64,172.73
$64,172.73
21GN-00-MAIN; Line item 2016-18
Miami Satellite Phone Sustainment Citywide (12 months).
This project will sustain the satellite phones that are
installed throughout City Departments including police and
1
$24,681.82
$24,681.82
fire stations which allow all first responders to
communicate when primary communication services are
down, AEL #06CC-03-SATB, Line item 2016-28
Miramar Mobile Radio Repeaters; AEL #06CP-01-REPT;
1
$19,745.45
$19,745.45
Line item 2016-51
Monroe APX6000 7001800 Portable Radios; AEL #06CP-01-
1
$95,691.41
$95,691.41
MOBL; Line item 2016-55
Pembroke Pines Portable P25 Compliant Radios; AEL
1
$47,183.74
$47,183.74
#06CP-01-PORT; Line item 2016-61
Ft. Lauderdale Region 7 Interoperable Communications
Trailer Enhanced Capabilities to include a UHF Repeater;
1
$36,134.18
$36,134.18
AEL #06CP-05-LPBX, 04HW-04-CABL, 21 GN-00-INST and
21 GN-00-MAIN; Line item 2016-72
38
Ft. Lauderdale Region 7 Interoperable Communications
Trailer Enhanced Capabilities to include a Cisco IP Phone
System; AEL #06CP-05-LPBX, 04HW-04-CABL, 21GN-00-
INST and 21GN-00-MAIN; Line item 2016-73
1
$22,460.45
$22,460.45
Detecfiahl:qufpment z . :-s `��� itif+�+�-°� x
Coral Gables Hazardous Materials Detection Equipment,
AEL # 07CD-01-DPMG, Line Item 2016-08
1
$19,745.45
$19,745.45
Palm Beach Sheriffs Office EOD Analyzer - Chemical and
Explosives Detection Instrument; AEL #07ED-01-LASR;
Line item 2016-59
1
$96,020.17
$96,020.17
Decontamination Equipment
I
Medical suppr'ies = _
Sunrise FRTK-1 First Responder Trauma Kits for Police;
AEL #090E-03-KTFA; Line item 2016-75
100
$108.60
$10,860.00
Power equipment e Fw-
CBRNE Reference Materials
CBRNE Incident Response Vehicles
Miami Dade EOD Personnel Carrier capable of carrying four
bomb technicians and a locked storage box in the bed of
the vehicle; AEL #12VE-00-MISS; Line item 2016-38
1
$30,605.45
$30,605.45
Terrorism Incident Prevention Equipment
Miramar Alert/Notification System; AEL #131T-00-ALRT;
Line item 2016-54
1
$5,923.64
$5,923.64
Miami Regional Emergency Notification System; AEL #131T-
00-ALRT; Line item 2016-68
1
$59,236.36
$59,236.36
i
Physical Security Enhancement Equipment
Miami Ethernet Secured @ Fire College for Redundant
Communications for Miami's First Responders (18 months).
This project will continue services for a Metro -Ethernet line
that provides fast network connectivity between the City's
network and the E911 backup center; AEL #14CI-01-COOP;
Line item 2016-27
1
$10,860.00
$10,860.00
i
_
Miami Law Enforcement Surveillance (CCTV) (The Closed
Circuit TV project will allow the Miami Police Department
the opportunity to deploy CCTV equipment in the area of
soft targets and enhance our ability to deter and investigate
terrorist activity; AEL # 14SW-01-VIDA,04HW-01-INHW,
04MD-03-DISP, 21GN-00-MAIN; Line item 2016-31
1
$177,709.09
j $177,709.09
Miami Dade Security Cameras and Access Controls at
Miami Dade FR HQ Complex; AEL # 14SW-01-VIDA, 14SW-
01-PACS, 21GN-00-INST; Line item 2016-43
1
$286,309.09
$286,309.09
Sunrise Access Control at Fire Stations; AEL #14SW-01-
PACS; Line item 2016-77
1
$35,541.82
$35,541.82
L
j
061
Inspection and Screening Systemstw<.. ,
Anlm a1 p nd Plants 7 4 `.
CBRNE Prevention and Response watercraft
Miami Beach CBRNE Prevention and Response Police boat
with inflatable hull and full cabin, AEL #17WC-00-BOAT,
1
$96,752.73
$96,752.73
Line item 2016-35
Miami Dade Open Center Console Vessel and Electronics;
1
$138,218.18
$138,218.18
AEL #17WC-00-BOAT; Line item 2016-42
'ZBRNE Aviatior%Equipment
BRNE Logistical Supp4l%� fpment
Hollywood Fold -out temporary shelter and standard
1 $59,832.68
$59,832.68
mobilizer; AEL #19GN-00-HSSF; Line item 2016-22
'intervention Equipment
Miami Dade Forensic Response Team Unit Enhancements
to include: 4 inflatable lighting towers, 4 portable
generators, 2 alternate light source detectors, 2 camera
1
$32,481.27
$32,481.27
lenses; AEL # 20CS-02-UVLT, 20CS-02-SUPP, 030E-03-
LTPA and 10GE-00-GENR; Line item 2016-39
Other authorized equipment costs (include any construction or renovation costs In this category, Written approval must be
provided by FEMA prior to the use of any funds for construction or renovat on
Coral Gables Maintenance/Sustainment/Repair/
Replacement for UASI Purchased Equipment; AEL #21GN-
1
$4,936.36
$4,936.36
00-MAIN; Line item 2016-09
Ft. Lauderdale EOC Enhancements to include digital control
hardware server Enterprise Control System, tablets, LED
monitors, video conferencing and its installation or
1
$70,984.91
i $70,984.91
maintenance, AEL #21GN-00-OCEQ, 21GN-00-MAIN, 06CP-
05-VCON, 04MD-03-DISP, 04HW-01-HHCD and 04HW-01-
INHW, Line Item 2016-14
Ft. Lauderdale CERT to include: medical bags, CERT
backpacks, radios, Awards, and Instructor OT; AEL #21GN-
1
$24,681.82
$24,681.82
00-CCEQ, and 19GN-00-BGPK, 06CP-01-PORT, 09ME-01-
BAGM, Line item 2016-15
Key Biscayne Maintenance/Sustainment/Repair/
Replacement for UASI Purchased Equipment; AEL #21GN-
1
$16,171.53
$16,171.53
00-MAIN; Line item 2016-23
Miami Mai ntenance/Sustainment/Repal r/Replace ment for
HSGP Purchased Equipment; AEL #21GN-00-MAIN, Line
1
$321,221.00
$321,221.00
item 2016-25
_
Miami EOC Enhancements/Maintenance/Sustainment, AEL
1
$78,981.83
$78,981.83
#21GN-00-OCEQ, Line item 2016-26
Miami Dade Fusion Center Operations to include 24 month
license to Snaptrends Soclal Intelligence System; AEL
1
$24,681.82
$24,681.82
#21GN-00-OCEQ and 131T-00-DFSN; Line item 2016-40
Palm Beach County EOC Enhancements - IT Upgrades to
include laptops, pcs, and ICS Software; AEL #21GN-00-
1
$132,203.72
$132,203.72
OCEQ, 04AP-05-CDSS and 04HW-01-INHW; Line item 2016-
56
40
Palm Beach Sheriffs Office Regional Fusion Center
Operations to include computer hardware and peripherals,
software maintenance, DHS sponsored Training, alert
1
$153,027.27
$153,027.27
system and TLO program support and office
supplies/equipment; AEL #21GN-00-OCEQ, 04HW-01-INHW,
131T-00-INTL, 131T-00-ALRT; Line item 2016-66
Regional Citizen CorpslCERT Planning, Training Exercise
and Equipment; AEL #21 GN-00-CCEQ, 19GN-00-BGPK,
1
$52,031.25
$52,031.25
21CR-00-MEDI, 06CP-01-PORT; Line Item 2016-70
TOTAL :EQUIPMENT�,PXPENDIT//U�yRES
$3,552111,836.03
• V(/ ,1 � ill
t�
� � ,i..9
-^ E�
Hiring of full-time or part-time staff or contractors/consultants:
to assist with the management of the respective grant program;
application requirements, and compliance with reporting and data
collection requirements
M & A Personnel, Line Item 2016-24
1
$257,925.00
$257,925.00
Development of operating plans for information collection and
processing necessary to respond to DHSFFEMA data calls
Overtime and backfill costs — Overtime expenses are defined as the
result of personnel who worked over and above their normal scheduled
daily or weekly worked time in the performance of FEMA — approved
activities. Backfill Costs also called "Overtime as Backfll" are defined as
expenses from the result of personnel who are working overtime in order
to perform the duties of other personnel who are temporarily assigned to
FEMA — approved activities outside their core responsibilities. Neither
overtime nor backfiil expenses are the result of an increase of Full —
Time Equivalent (FTEs) employees. 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 govemment 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 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 pm 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 meefing-
related expenses, please review the OJP Financial Guide at
http://w,f^v.ojp.usdoi.gov/FinGuide).
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.
The following are allowable only within the agreement period:
Recurring fees/charges associated with certain equipment, such as cell
phones, faxes.
Leasing and/or renting of space for newly hired personnel to administer
programs within the grant program.
TOTAL M&A EXPENDITURES
$257,925.00
TOTAL EXPENDITURES
55,15a,soo.ao
41
ATTACHMENT B
SCOPE OF WORK
Sub -recipients must comply with all the requirements in 2 C.F.R. Part 200 (Uniform Adm'nistrative
Requirements, Cost Principles; and Audit Requirements for Federal Awards),
Funding is provided to perform eligible activities as identified in the Domestic Homeland Security -
Federal Emergency Managemert Agency National Preparedness Directorate Fiscal Year 2016 Homeland
Security Grant Program (HSGP), consistent with the Department of Homeland Security State Strategy.
Eligible activities are outlined in the Scope of Work for each category below:
Issue and Project Description
Issue 41 - Urban Area Security Initiative (UASI): The UASI Program assists high -threat, hig-
densi:y Urban Areas in efforts to Mild, sustain, and deliver the capabilities necessary to prevent,
protect against, mitigate, respond to, and recover from acts of terrorism.
II. Categories and Eligible Activities
FY2016 al:o.vable costs are divided ;nto the following categories: Planning, Organization,
Exercise, Training, Equipment and Management and Administration are allowable
categories in this Agreement. Each categorys allowable -costs have been listed in the "Budget
Detail Worksheet" above.
A. Allowable Planning Related Costs
• UASI fern: s may be usea for a range of emergency preparedness and management
planning activities and such as those associated with the development of the THIRA,
SPR, cortiru ty of operations plans and other planning activities that support the Goal
and plac'rg an emphasis on updating and maintaining a current EOP that conforms to
the guidelines outi;red in CPG 101 v 2.0.
• Developing hazard.`:hreat-specific annexes that incorporate the range of prevention,
protection, response, and recovery activities
• Deve'oping and imolementng homeland security support programs and adopting
DHSIFEMA national initiatives
• Developing related terrorism and other catastrophic event prevention activities
• Developing and enhancing plans and protocols
• Developing or conducting assessments
• Hiring of full- or part-time staff or contracL`consultants to assist with p:ann'.ng activities
(not for the purpose of hiring public safety personnel fulfilling traditional public safety
duties)
• Materials required tc conduct planning activities
• Travel/per diem reia'ed to planning activities
• Overtime and backfili costs (in accordance with operational Cost Guidance)
• Issuance of WHTI-compliant Tribal Identification card
• Activities to achieve planning inclusive of people with disabilities
• Coordination with Citizen Corps Councils for public information/education and
development of volunteer programs
Additional Planning Information
FEMA's National Preparedness Directorate (NPD) offers technical assistance (TA) that is
designed to provide sub -recipients and sub -sub -recipients with specialized expertise to improve
their emergency plans and planning. TA deliveries are designed specifically to improve and
42
enhance the continu'rg development of state and local eme-gency management across the five
mission areas of the National Preparedness Goal and across all core capabiRies. TA provides
the opportunity to engage emergency managers, emergency planners, and appropriate decision -
makers in open discussion of options to improve plans and planning in light of their jurisdiction's
needs. There is no cost to approved jurisdictions for DHSiFEMA TA.
TA deliveries combine current emergency management best practices Nrith practical
cons`deration of emerging trends, through discussion facilitated by DHS FEMA contract
specialists and with the support of FEMA Region operational specialists, Whi!e the invitation of
participants Is up to the requesting jurisdiction, DHS/FEMA encourages requesting jurisdictions to
include the broadest practical range of its emergency managers and planners in all TA deliveries.
TA deliveries should be made open to neighboring jurisdictions. As necessary; DHS/F2MA may
also invite other Federal experts and practitioners to participate. Additionally, peer -to -peer
representation may a'so be included from other jurisdictions that have recently used TA for the
same planning issue.
The TA catalog, showing the `sill range of TA available across ail five mission areas and by al
providers, and the TA request form can be accessed at http:;/w,+rnr.feria.govinat:onai-incident-
management-system/fema-technical-assistance-division.
B. Organization (SHSP and UASI Only)
Organizational activities include:
• Program management;
• Development or bvi,ole community partnerships, thro-- , groups sdch a; Citizen
Corp Councils;
• Structures and mecharisms for information sharing bet` seen the public and
private sector;
• Implementing rnode.s, programs, and workforce enhancement initiatives
to address ideological'y-inspi,ed radicalization to violence in the homeland;
• Tools, resources and activities that facilitate shared situational awareness
betweer: the public and private sectors;
• Operational Support;
• Utilization of standardizec resource management concepts such as
typing, inventorying, organiz'ng, and tracking to facilitate the dispatch, deployment,
and recovery of resources before, during, and after an incident;
• Responding to an increase in the threat level under the National
Terrorism Advisory System (NTAS), or reeds in resulting from a National
Special Security Event; and
• Paying salaries and ber:efits for personnel to same as qualified intelligence aralysts.
States and Urban Areas must justify proposed expenditures of SHSP or UASI funds to suppor.
organization activities within their L) submission. All SAAs are allowed to utilize up to 50 percent (50%)
of their SHSP funding and all Urban Areas are allowed up to 50 percent (50%) of their UASI funding
for personnel costs. At the request of a sub -recipient of a grant, the FEf;tA Administrator may grant a
waiver of the 50 percent (50%) limitation noted above. Request for waivers to the personnel cap must
be submitted by the SAA to GPD in writing on official letterhead, with the following information:
• Doc .,mentatior explaining why the cap should be waived;
• Conditions under which the request is being submitted; and
43
• A budget and method of calculation pf personnel costs both in percentages of the
grant award and in total dollar amount. To avoid supplanting issues, the request
Must also include a three year staffing history for the requesting entity.
Organizational activities urder SHSP and UASI include:
• Intelligence analysts. Per the Personnel Reimbursement for Intelligence
Cooperation and Enhancement (PRICE) of Homeland Security Act (Public Law
110-412), SHSP and UASI funds may be used to hire new staff and/or
contractor positions to serve as intelligence analysts to enable
inform ation/lntell gence sharing capabilities, as well as support existing
intelligence analysts previously covered by SHSP or UASI funding. In order to
be hired as an inteligence analyst, staff and/or contractor personnel must meet
at least one of the following criteria:
o Successfully complete training to ensure baseline proficiency in
intelligence analysis and production within six months of being
hired; and/or,
c Previously served as an intelligence analyst for a minimum of two
years either in a Federal intelligence agency, tl^e military, or State
andior local law enforcement intelligence unit
As identified in the Maturation and Enhancement of State and Major Urban Area Fusion Centers
priority, aI; fusion center analytic personnel must demonstrate qua!ifcations that meet or exceed
competencies identified in .the Common Competencies for.State, Local, and Tribal tntefligence.
Analysts, which outlires the minimum categories of training needed for intelligence analysts. A
certificate of complet;or of such training rr%st be on file with the SAA and must be made available
to the grantee's respective Headq: arters Program Analyst upon request. In addition to these
training requirements, fusion centers should a;so continue to mature their anaiytic capabilit es by
addressing gaps in analytic capability identified during the fusion center's annual assessrrert.
Overtime costs. Overtime costs are allowable for personnel to participate in
information, investigative, and intelligence sharing activities specifically related
to homeland security and specifically requested by a Federal agency. A;lowable
costs are limited to overtime associated with federally requested participation in
eligible fusion activities, including anti -terrorism task forces, Joint Terrorism
Task Forces (JTTFs), Area Maritime Security Committees (as required by the
Maritime Transportation Security Act of2002), DHS Border Enforcement
Security Task Forces, and Integrated Border Enforcement Teams. Grant
funding can only be used in proportion to the Federal man- hour estimate, and
only after funding for these activities from other Federal sources (i.e., FBI JTTF
payments to State and local agencies) has been exhausted. Under no
circumstances should DHS grant funding be used to pay for costs already
supported by funding from another Federal source.
Operational overtime costs. In support of efforts to enhance capabilities for
detecting, deterring, disrupting, and preventing acts of terrorism, operational
overtime costs are allowable for increased security measures at critical
infrastructure sites. SHSP or UASI funds for organizational costs may be used
to support select operational expenses associated with increased security
measures at critical infrastructure sites in the following authorized categories:
e Back,ill and overtime expenses for staffing State or Major Urban
Area fusion centers;
Hiring of contracted security for critical infrastructure sites;
Participation in Regional Resiliency Assessment Program (RRAP)
activities;
Public safety overtime;
44
Tide 32 or State Active Duty Nationai Guard deployments to protect
critical infrastructure sites. including a.l resources that are part of the
standard National Guard dep'oyment package (Note: Consumable
costs, suer as fuel expenses, are not al;ovved except as part of the
standard National Guard deployment package); and
Increased border security activities in coordination with CBP
SHSP or UASI funds may only be spent for operational overtime costs upon prior approval
provided in wrting by the FENIA Administrator per Instructions in IB 379.
C. Allowable Exercise Related Costs
Exercises conducted with grant funding should be managed and conducted consistent with
HSEEP, HSEEP guidance for exercise design, development, conduct, eva'uation, a-,d
improvement planning is located at https:/,,vw,,,v.fema.govlexercise.
• Design, Develop, Conduct, and Evaluate an Exercise
• Full- or part-time staff, or contractors/consultants
• Overtime and backfill costs, including expenses for part-time and volunteer
emergency response personne' participating in DHSIFEMA exercises
• Implementation of HSEEP
_ shcJvit* to achieve exercises inclusive Y oeople_wit h_disab'i;ties
• Travel
• Supplies associated with ailowable approved exereses
• Intero.oerable comm.;rications exercises
Additional Exercise Information
Sub -recipients that decide to use F'.SGP funds to conduct an exercise(s) are encouraged to compete a
progressive exercise ser'es. Exercises conducted by states aid Urban Areas may be used to fulfil similar
exercise requiremerts requ'red by other grant programs. Sub -recipients are encouraged to invite
represertatives'pianners irvolved wish other Federa,ly-manda'ed or. rivate exercise activities. States and
Urban Areas are encouraged to share, at a r,inimu!r, tl-e multi -yea trairing and exerc,se schedule with
those departments, agercies, and organizations included in the plan.
• Exercise Scenarios. The scenarios used in HSGP-funded exercises must be based on t, e
state;'Urban Area's THIRA and SPR. The scenarios used in HSGP-funded exercises must focus
on validating capabilities, m;,st be large enough in scope and size to exercise multiple activities
and warrant involvement from multiple Jurisdictions and discipl'nes and non -governmental
organizations, and take into account the needs and requirements for individuals with disabilities.
Exercise scenarios should aligr with priorities and capabilities identified in the Multi -year TEP.
• Special Event Planning. If a state or Urban Area will be hosting a special event (e.g., Super
Bowt, G-8 Summit), the special event planning should be considered as a training or exercise
activity for the purpose V the Multi -year TEP. The state or Urban Area should plan to use SHSP
or UASI funding to finance training and exercise activities in preparation for those events. States
and Urban Areas should also consider exercises at major venues (e.g., arenas. convention
centers) that focus on evacuations, communications, and command and control.
• Regional Exercises. States should also anticipate participating in at least one Regional Exercise
annually. States must include all confirmed or planned speciaf events in the Multi -year TEP.
45
Role of Non -Governmental Entities in Exercises. Non -governmental participation in all levels
of exercises is strongly encouraged. Leaders from non -governmental entities should be included
in the planning, design, and evaluation of an exercise. State, local, Tribal, and territoria.
jurisdictions are encouraged to develop exercises that test the integrafon and use of non-
governmental resources provided by non -governmental entities, defined as the private sector and
private non-profit, faith -based, comrnunity, particpation in exercises should be coordinated with
the local Citizen Corps Council(s) or their equivalent and other partner agencies.
FDEM State Training Office conditions for Exercises: For the purposes of this Agreement, any
exercise which Is compliant with FISEEP standards and contained in the State of Florida (and County or
Regional) MYTEP qualifies as an authorized exercise. The Sub -recipient can successfully complete an
authorized exercise either by attending or conducting that exercise.
• In order to receive payment for successfully attending an authorized exercise, the Sub -recipient
must provide the Division with a certificate of comp;etion or similar correspondence signed by the
individual in charge of the exercise; adflionally the Sub -recipient must provide the Division wit: -
all receipts that document the costs incurred by the Sub -recipient in order to attend the exercise.
In order the receive payment for successfully conducting an authorized exercise. the Sub-
recipier,t must provide the Division with an ExPLAN, AAR/IP, IPC/MPC(FPC Meeting Minutes
anc Sign -in Sheet for exercise attendees; additiorally, the Sub -recipient must provide the
Division with al receipts that document the costs incurred by the Sub -recipient in order to conduct
the exercise.
The Sub -recipient must include with the reimbursement package a separate copy of the pages)
from the E.xarcise Pion which identifies the participant agencies and a printed page(s) from the
State (ard County or Regional) MYTEP reflecting the exercise.
• if you require foodiwater for this event, request must come to the Division within 25 days of event
in the following format:
Exercise Title:
Location:
Exercise Date'
Exercise Schedule:
Estimated Number of Participants that will be fed:
Estimated Cost for foodiwater:
Description of the Exercise:
Unauthorized Exercise Costs
• Reimbursement for the maintenance and/or wear and tear costs of general use vehicles
(e.g., construction vehicles); medical supplies, and emergency response apoaratus (e.g.,
fire trucks, ambulances).
• Equipment that is purchased for permanent installation andior use, beyond the scope of
the conclusion of the exercise (e.g., electronic messaging signs).
D. Allowable Training Related Costs
Allowable training -related costs under HSGP include the establishment, support, conduct,
and attendance of training specifically identified under the SHSP and UASi programs
and/or in conjunction with emergency preparedness training by other'Federal agencies
(e.g., HHS and DOT). Training conducted using HSGP funds should address a
performance gap identified through an AAMP or other assessments (e.g., National
46
Emergency Communications Plan NECP Goal Assessments) and contribute to building a
capability that will be eva;uated through a formal exercise. Any training or training gaps,
including those for children; older adults, pregnant women, and individuals with disabilit°es
and others who also have or access and functional reeds, should be identified in the
AARIP and addressed in the state or Urba^ Area training cycle. Sub -recipients are
encouraged to use existing training rather than developing new courses. When developing
new courses, sub -recipients are encouraged to apply the Analysis, Design, Development,
implementation and Evaluation mcdel of instructional design using the Course
Development Tool.
• Overtime and backfli for emergency preparedness and response personnel attending
DHSiFEMA-sponsored and approved training classes
• Overtime and bacKil expenses for part-time and volunteer emergency response
personnel par:icipat ng in DHS!FE✓}A t�aininc
• Training workshops and conferences
• Activities to achieve training inclusive of people Mth disabilities
• Full- or part-time staff or contractors% consultants
— - Travel .
• Supplies associated with allowable approved training that are expended or consumed
during the course of the pla^ring and co^duct of the exercise project(s)
• Instructor certification/re-certification
• Cooroination with Citizen Corps Councils in conducting tra`ning exercises
• interoperabie comrnunicat;ors training
Additional Training information
Per DHSIFENIA Grant Programs Directorate Policy FP 207-006-064-9, Review and Approval
Requirements for Training Courses Funded Through Preparedness Grants, issued on September
9, 2013, states, territories; Tribal entities and urban areas are no longer required to request
approval. from FEMA for personnei to attend non-DHS FENIA training as long as the training is
coordinated with and approved by the state, territory, Tribal or Urban Area Training Point of
Contact (TPOC) and falls within the FENIA mission scope ar•d the jurisdiction's Emergency
Operations Plan (EOP). The only exception to this policy is for Countering Violent Extremism
courses.
DHS/FENIA will conduct periodic revie,vs of ail state, territory, and Urban Area training funded by
DHSIFEiviA. These reviews may include requests for ail course materials and physical
observa'.ion of; or participation in, the funded training. If these reviews determine that courses are
outside the scope of this guidance, sub -recipients will. be asked to repay grant funds expended in
support of those efforts.
For further information on developing courses using the instructional design methodology and
tools that can facilitate the process, SAAs and TPOCs are encouraged to review the NTED
Responder Training Development Center (RTDC) website.
DHSIFEMA Provided Training. These trainings include programs or courses developed for and
delivered by institutions and organizations funded by DHS/FEMA. This includes the Center for
47
Domestic Preparedness (CDP), the Emergency Management Institute (EMI), and the National
Training and Education Division's (NTED) training partner programs including, the Continu'ng
Training Grants, the National Domestic Preparedness Consortium (NDPC) and the Rural
Domestic Preparedness Consortium (RDPC).
Approved State and Federal Sponsored Course Catalogue. This catalogue lists state and
Federal sponsored courses that fall within the DHS!FEMA mission scope, and have been
approved through the FEMA course review and approval process. An updated version of this
catalog can be accessed at http:J/vvvnv.firstrespondertraining.go✓.
Training Not Provided by DHS/FEMA. These trainings nclude courses that are either state
sponsored or Federal sponsored (non-DHS/FEMA), coordinated and approved by the SAA or
their designated TPOC, and fall within the DHSlFEMA mission scope to prepare state, local,
Tribal, and territorial personnel to prevent, protect against, mitigate, respond to, and recover from
acts o` terrorism or catastrophic events.
• State Sponsored Courses. These courses are developed for and/or delivered by
institutions or organizations other than Federal entities or DHS/FEN1A and are
sponsored by the SAA or their designated TPOC.
• Joint Training and Exercises with the Public and Private Sectors. These courses
are sponsored and coordinated by private sector entities to enhance public -private
partnerships for training personnel to prevent, protect against, mitigate, respond to;
and recover from acts of terrorism or catastrophic- events. Overtime pay for first
responders and emergency managers who participate in public -private training and
exercises is allowable. In addition, States. territories, Tribes, and Urban Areas are
e:,co:.raged to incorporate the private secto, in government -sponsored trainirg and
exercises.
Addi-.ionai in°ofmation on both DHS`; EMA provided training and other federal and state tra nlrg
car be found a, http:,,',ti nv.firstrespondertraining.gov.
Training Information Reporting System ("Web -Forms"). Web -Forms is a-, electronic
form/data management system built to assist the SAA and Its designated State, territory and
Triba Training Point of Contact (TPOC). Reporting training activities through Web -Forms is rot
required under FY 2016 HSGP, however, the system remains available and can be accessed
through the FEMA Toolkit located at http://vpYvv/.firstrespondertrain'ng.gov/admnIn in order to
support grantees in their own tracking of training.
FDEM State Training Office conditions: For the pu•poses of this Agreement, any training
course listed on the DHS approved course catalog qua'ifies as an authorized course. The Sub -
recipient can successfully complete an authorized course either by attending or conducting that
course.
• In order to receive payment for successfully attending an authorized training
course, the Sub -recipient must provide the Division with a certificate of course
comp'etion; additionally, the Sub -recipient must provide the Division with all
receipts that document the costs incurred by the Sub -recipient in order to attend
the course.
• In order the receive payment for successfully conducting an authorized course,
the Sub -recipient must provide the Division with the course materials and a roster
sign -in sheet; additionally, the Sub -recipient must provide the Division with all
receipts that document the costs incurred by the Sub -recipient in order to
conduct the course."
48
• For courses that are non-DHS approved training, sub -recipient must request
approva! to conduct training tnroug^ the use of the Non-TED Form and provide a
copy, along with email, showing approval granted for conduct.
• For the conduct of training workshops, sub-recip'ent must provide a copy of the
co.;re materials and sign -in sheets.
The number of participants must be a minimum of 15 in order to iustify the cost of
holding a course. For questiois regarding adequate number of participants
please contact the FDEM State Training Officer for course speck guidance.
Unless the sub -recipient receives advance written approval from the State
Training Officer for the number of participants, th en the Division will reduce the
amount authorized for reimbursement on a pro-rata bass for any training with
less than 15 participants.
• The Sub -recipient must Irciude wi;n the reimbursement package a separate copy
of the page(s) from the State (and County or Regional) MYfEP reflecting the
training.
E. Equipment Acquisition
The 2' allowable prevention, protection, mitigation, response; and recovery equipment
- categories and equipment standards for .HSGP.are. listed on the Authorized Equipment__
List (AEL) available at htta:fema ao�/'authorized-equipment fist, Unless otherwise
stated. equipment must meet all mandatory regulatory and/or DHS,'FEMA-adopted
standards to be eligible for purchase using these funds. In addition,, age -,ties -vO', be
responsib'e for obtaining and maintaining all necessary certifications and licenses for the
requested equipment.
Grant funds may be used fo- the procurement of medical countermeasures. Procurement
of medical countermeasures must be conducted in collaboration with State/city.'local
health departments who admirister Federal funds from HHS for this purpose.
Procurement must have a sound threat based justification with an aim to reduce t`le
consequences of mass casualty incidents durirg the first crucial nours of a respo^se.
Prior to procuring pharmaceut:ca!s, grantees must have in place an inventory
management plan to avoid large periodic variations in supplies due to coinciding
purchase and expiration dates. Grantees are ercouraged to enter into rotational
procurement agreements with vendors and distributors. Purchases of pharmaceuticals
must include a budget for the disposa' of expired drugs within each fiscal year's the
period of performance for HSGP. The cost of disposal cannot be carried over to another
DHS/FEMA grant or grant perod.
The equipment, goods, and supplies ("the eligible equipment") purchased with funds
provided under this agreement are for the purposes specified in "Florida's Domestic
Security Strategy". Equipment purchased with these funds will be utilized in the
event of emergencies, incl.iding. but not limited to, terrorism -related hazards. The
sub -recipient shall place the equipment throughout the State of Florida in such a
manner that, in the event o= an emergency, the equipment can be deployed or, the
scene of the emergency or be available for use at a fixed location within two (2)
hours of a request for said deployment. The Florida Division of Emergency
Management (FOEM) must approve any purchases of equipment not itemized in a
project's approved budget in advance of the purchase.
Tne sub -recipient will, in accordance with the statewide mutual aid agreement or
other emergency response purpose as specified in the "Florida Domestic Security
49
Strategy," ensure that all equipment purchased with these funds is used to respond
to any and all incidents within its reglonal response area as applicable for so long as
:his Agreement remains in effect. Prior to requesting a response, the FDEM will
take prudent and appropriate action to determine that the leve'. or intensity of the
incident is such that the specialized equipment and resources are necessary to
mitigate the outcome of the incident.
The sub -recipient shall notify the FDEM Office of Domestic Preparedness at 2555
Shumard Oak Blvd., Tallahassee, Florida 32399 one year in advance of the
expiration of the equipmerVs posted shelf -life or normal life expectancy or when it
has been expended. The sub -recipient shall notify the FDEM immediately if the
equipment is destroyed, lost, or stolen.
The sub -recipient shall not transfer, rent, sell, lease, alienate, donate, mortgage,
ercurnber or otherwise dispose of the eligible equipment without the prior written
consent of the FDEM.
F. Management and Administration - no more than 5% of each sub -recipient's total aviard
may be expended on Management and Administration costs.
Hiring of full-time or part-time staff or contractors/consultants:
• To assist with the management of the respective grant program
• To assist wi-h application requirements
- To assist with'the-Mmpllalty W0 repo-t;ng'and-da'a Collection, requirements
Development of operating plans for information collection and processing
necessary to respond to
FEMA data calls
Overtime costs - Overtime are allowable for personnel to participate in information,
irvestigative, and intelligence sharing activities specifically related to homeland security
and specifically requested by a Federal agency. Allowable costs are limited to overtime
associated with federally requested participation in eligible fusior activities inciuding anti-
terrorism task forces, Joint Terrorsm Task Forces (JTTFs), Area Maritime Security
Committees (as required by Maritime Transportation Security Act of 2002), DHS Border
Enforcement Security Task Forces, and Integrated Border Enforcement Teams Grant
funding can only be used in proportion to the Federal man-hour estimate, and only after
funding for these activities from other Federal sources (i.e. FBI JTTF payments to State
and local agencies) has been exhausted. Under no circumstances should DHS grant
funding be used to pay for costs already supported by funding from another Federal
source.
Operational overtime costs. in support of efforts to enhance capabilities for detecting,
deterring, disrupting, and preventing acts of terrorism, operational overtime costs are
allowable for increased security measures at critical infrastructure sites. FY 2016 SHSP
or UASI funds for organizational costs may be used to support select operational
expenses associated with increased security measures at critical infrastructures sites in
the following authorized categories:
• Backfill and overtime expenses (as defined in FOA) for staffing State or
Major Urban Area fusion centers;
• Hiring of contracted security for critical infrastructure sites;
• Public safety overtime (as defined in FOA)
• Title 21 or State Active Duty National Guard deployments to protect
critical infrastructure sites, including all resources that are part of the
standard National Guard deployment package); and
50
• Increased border security activit es in coordination with CPB, as outlined
in Information Bulletin 135,
FY 2016 UASI funds may only be spent for operational overtime costs upon prior
approva! provided in vvTiting by the FEIVIA Admirrst•ator.
Travel expenses
Meeting -related expenses (For a complete list of aliowabie meeting -related expenses,
please review the OJP Finarcia! Glade at htto:Utiwrry o'o usdoi -gov/FinGjide).
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 imp'emertation of
the homeland security strategy
The following are allowable only within the period of performance of the contract:
• Recurring fees/charges associated with certain equipment, such as cell phones,
faxes, etc.
• - Leasing and/or -renting -of space for newly -hired personnel during the period of -
performance of the grant program
G. Procurement
All procurement transactions will be conducted in a manner providing full and open
compettion and steal! comply with the standards articulated in:
• 2 C.F.R. Part 200;
• Chapter 287, Florida Statues; and,
• any local procurement policy.
To t:,ie extent that one standard is more stringent than another, the sub -sub -recipient must
follow the more stringent standard. For example, if a State statute imposes a stricter
requ rement than a Federal regulation, they. the sub -sub -recipient must a&ere to the
requ!rements of the State statute.
The Division shall pre -approve all scopes of work for projects funded under this agreement.
Additionally, the sub -sub -recipient shall not execute a piggy -back contract unless the Division
has approved the scope of work contained in the original contract that forms the basis for the
piggy -back contract. Also, in order to receive reimbursement from the Division, the sub -sub -
recipient must provide the Division with a suspension and debarment form for each vendor
that performed work under the agreement. Furthermore, if requested by the Division, the sub -
sub -recipient shall provide copies of solicitation documents including responses and
justification of vendor selection.
H. Piggy -backing
The practice of procurement by one agency using the agreement of another agency is called
piggybacking. The ability to piggyback onto an existing contract is not unlimited. The
existing contract must contain language or other legal authority authorizing third parties to
make purchases from the contract with the vendor's consent. The terms and conditions of
51
the new contract, including the scope of work, must be substantially the same as those of the
existing contract. The piggyback contract may not exceed the existing contract in scope or
volume of goods or services. An agency rray not use the preexisting contract merely as a
`basis to begin negot'ations" for a broader or materially different contract.
Section 215.971, Florida Statutes
Statutory changes enacted by the Legislature impose additional requirements on grant and
sub -sub -recipient agreements funded with Federal or State financial assistance. In pertinent
part, Section 215.97(1) states:
An agency agreement that provides state financial assistance to a sub -
recipient or sub -sub -recipient, as those terms are defined in s. 215.97, or that
provides federal financial assistance to a sub -sub -recipient, as defined by
appFcable United States Office of Management and Budget circulars, must
include all of the following:
• A provision specifying a scope of work that clearly establishes the
tasks that the sub -recipient or sub -sub -recipient is required to
perform.
• A provision dividing the agreement into quantifiable units of
deliverables that must be received and accepted in writing by the
agency before payment. Each deliverable must be directly related to
_ he scope of -.york.and speciTyaha required minimum level of service _.. -
- to be performed and the criteria for evaluating the successful
completion of each deliverable.
• A provision specifying the financial consequences that apply if the
sub -recipient or sub -sub -recipient fails to perform the minimum lee'
of se -vice required by the agreement. The provision car. be excluded
from the agreement only if financial consequences are prohibited by
,he federal agency awarding the grant. Funds refunded to a state
agency frog a sub -recipient or sub -sub -recipient for failure to
perform as required under the agreement may be expended only in
direct support of the program from which the agreement originated.
A provision specifying that a sub -recipient or sub -sub -recipient of
federal or state financial assistance may expend funds only for
allowable costs resulting from obligations incurred during the
specified agreement period.
• A provision specifying that any balance of unobligated funds which
has been advanced or paid must be refunded to the state agency.
• A provision specifying that any funds paid in excess of the amount to
which the sub -recipient or sub -sub -recipient is entitled under the
terms and conditions of the agreement must be refunded to the state
agency.
• Any additional information required pursuant to s. 215.97.
Overtime and Backfill
The entire amount of overtime costs, including payments related to backfi1ing personnel,
which are the direct result of time spent on the design, development, and conduct of
exercises are allowable expenses. These costs are allowed only to the extent the payment
`.or such services is in accordance with the policies of the State or units) 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 a unit of
government may not receive compensation from their unit or agency of government AND
52
from an award for a sin& period of time (e.g., 1:00 p.m. to 5:00 p.m.), even though such
work may benefit both activities. Requests for overtime or backfiii must be reduced by the
number of hours of leave taken in the pay period. For the purposes of this agreement,
leave and pay period are defined according to the Fair Labor Standards Act (FLSA).
Failure to comply
Failure to comply vo'th any of the provisions outlined above shaa result in d;sallowarce of
reimbursement for expenditures.
Unallowable Costs (SHSP, UASI and OPSG)
Per FENIA policy, the purchase of weapons and weapons accessories is not asowed with
HSGP.
Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within thirty (30) days after the end of the
reporting periods (March 31, June 30, September 30 and December 31) for the life or this
contract.
• If a report(s) is delinquent, future financier reimbursements will be withheld until
the Sub -recipient's reporting is current.
• if a report goes two (2) consecutive quarters without Sub -recipient reflecting any
activ_ty qnd/or no expenditures *11 likely result -in _Lermfnatl9r ol.tihe.agre 'g ent,_
Programmatic Reportin Schedule
i
Reporting Period
Report due to FDEM no later than
i January 1 through March 31
April 30
j Aril 1 through June 30
July 31
Juiy 1 through September 30
i
October 31
October 1 throu h December 31
January 31
2. Programmatic Reporting-BSIR
Biannua! Strategic Imolementat on Report:
After the end of each reporting period, for the life of the contract unless directed
otherwVse, the SAA, will complete the Biannual Strategic Implementation Report
in the Grants Reporting Tod (GRT) https://Unniri.reportinc.odp.dhs,gov. The
reporting periods are January i-June 30 and July 1-December 31. Data entry is
scheduled for December', and June 1 respectively. Future awards and
reimbursement may be withheld if these reports are delinquent.
3. Reimbursement Requests:
A request for reimbursement may be sen: to your grant manager for revie;v and
approval at any time during the contract period. Reimbursements must be
requested within ninety (90) calendar days of expenditure of funds, and quarterly
at a minimum. Fai":ure to submit request for reimbursement within ninety (90)
calendars of expenditure shall result in denial of reimbursement. The Sub -
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
53
K
i
Budge`". A fine item number is to be included for every dollar amount :isted 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 sixty (60) calendar days after the agreement is either completed or
the agreement has expired.
Procirammatic Point of Contact
Contractual Point of Contact Programmatic Point of Contact
Michael J. Day Felicia Pinnock
FDEM FDEM
2555 Shumard Oak Bird. 2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100 Tallahassee, FL 32399-2100
(850) 488-3133 (850) 410-3457
Nl;chael.Day@em.myilorida.com Felicia.Pinnock em.m or'da.com
L. Contractual Responsibilities
• The FDEM sha`i determine eligibility of projects and approve changes in scope of work.
• The FDEM shad administer the financial processes.
54
ATTACHMENT C
DELIVERABLES AND PERFORMANCE
Urban Area Security Initiative (UASI): The UASI program supports the implementation of risk
driven, capabilities -based planning, organization, equipment, training, and exercise needs of
high -threat and high -density Urban Areas based on the capability targets set in Urban Area,
State, and regional Threat and Hazard Identification and Risk Assessments (THIRAs). The
capability levels are assessed in the State Preparedness Report (SPR) and inform planning,
organization, equipment, training, and exercise needs to prevent, protect against, mitigate,
respond to, and recover from acts of terrorism and other catastrophic events.
Planning Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse the Sub -
recipient for the actual cost of successfully completing Planning activities consistent with the guidelines contained in
the Comprehensive Planning Guide CPG 104 v.2. For additional information, please see
http://",w.fema.gov/pdf/abouVdivisions/nod/CPG 101 V2 odf or grant guidance (Notice of Funding Opportunity),
Foe the purposes of this Agreement, any planning activity such as those associated with the Threat and Hazard
identification and Risk Analysis (THIRA), State Preparedness Report (SPR), and other planning activities that support
the National Preparedness Goa! (NPG) and place an emphasis on updating and maintaining a current Emergency
Operations Plan (EDP) are eligible. The Sub -recipient can successfully complete a planning activity either by creating
or updating such plan(s).
'= - "C5'rganiiation'beifver`alilei Sib;ectfo t'ie furidirg Ifmitations of tfus=Agreer'rient—the Division shall Seim-bufse"the�u�="=""- T' -'-
recipient for the actual eligible costs for Personnel, Intelligence Analysts, Overtime and Operational Overtime.
Exercise Deliverable: Subject to Oe funding limitations of this Agreement, the Division shall reimburse the Sub -
recipient for the actua! cost of successfully completing an exercise which meets the Department of Homeland
Securty Homeland Security Exercise and Evaluation Program (HSEE?) standards and is listed in A) the State of
Florida Multi -Year Training & Exercise Plan. (MYTEP), and B) County or Regional TEP for the region in which the
sub -sub -recipient is geograph cally located, information related to TEPs and HSEEP compliance can be found online
at: https://awrnv.11's.dhs.aov/hseeo. For the purposes of this Agreemert, any exercise which is compliant with HSEEP
standards and contained in the State of =lorida MvTEP qualifies as an authorized exercise. The Sub -recipient can
successfully complete an authorized exercise either by attending or conducting that exercise.
Training Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse the Sub -
recipient for the actual cost of successfully completing a training course listed on the Department of Homeland
Security (DHS) approved course catalog. For non-DHS approved courses the sub -recipient shall obtain advance
FDEM approvai using the Non-TED form by contacting their grant manager. The DHS course catalog is available
online at: http://`raininci.fema_Qov/. For the purposes of this Agreement, any training course listed on the DHS
approved course catalog qualifies as an authorized course. The Sub -recipient can successfully complete an
authorized course either by attending or conducting that course.
Equipment Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse the Sub -
recipient for the actual cost of purchasing an item identified in the approved project funding template and budget of
this agreement and listed on the DHS Authorized Equipment List (AEL). For the purposes of this Agreement, any
item listed on the AEL qualifies as an authorized item. The 21 alowable prevention, protection, mitigation, response,
and recovery equipment categories and equipment standards for HSGP are listed or the web -based version of the
Authorized Equipment List (AEL) on the Lessons Learned Information System at htto:/Ibeta.fama.go,//authodzed-
eauioment-list. In addition, agencies will be responsible for obtaining and maintaining all necessary certifications and
licenses for the requested equipment.
55
i
I
Costs for allowable items will be reimbursed if incurred and completed within the period
of performance, in accordance with the Scope of Work, Attachment B of this agreement.
56
ATTACHMENT D
PROGRAM STATUTES AND REGULATIONS
1) Age Discrimination Act of 1975 42 U.S.C. § 6101 et seq.
2) Americans with Disabilities Act of 1990 42 U.S.C. § 12101-12213
3) Chapter 473, Florida Statutes
4) Chapter 215, Florida Statutes
5) Chapter 252, Florida Statutes
6) Title VI of the Civil Rights Act of 1964 42 U.S.C. § 2000 of seq.
7) Title Vill of the Civil Rights Acts of 1968 42 U.S.C. § 3601 et seq.
8) Copyright notice 17 U.S.C. §§ 401 or 402
9) Assurances, Administrative Requirements and Cost Principles 2 C.F.R. Part 200
10)Debarment and Suspension Executive Orders 12549 and 12689
11)Drug Free Workplace Act of 1988 41 U.S.C. § 701 et seq.
12)Duplication of Benefits 2 C.F.R. Part 200, Subpart E
13)Energy Policy and Conservation Act 42 U.S.C. § 6201
14)False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729 also 38
U.S.C._§ 3801-3812_______.____-_..___.__--
15)Fly America Act of 1974-49 U.S.C.-§ 41102 also 49-U.S.C.-§-40118
16)Hotel and Motel Fire Safety Act of 1990 15 U.S.C. § 2225a
17)Lobbying Prohibitions 31 U.S.C. § 1352
18)Patents and Intellectual Property Rights 35 U.S.C. § 200 et seq.
19)Procurement of Recovered Materials section 6002 of Solid Waste Disposal Act
20)Terrorist Financing Executive Order 13224
21)Title IX of the Education Amendments of 1972 (Equal Opportunity in Education Act)
20 U.S.C. § 1681 et seq.
22)Trafficking Victims Protection Act of 2000 22 U.S.C. § 7104
23)Rehab ilitation Act of 1973 Section 504, 29 U.S.C. § 794
24)USA Patriot Act of 2001 18 U.S.C. § 175-172c
25)Whistleblower Protection Act 10 U.S.C. § 2409, 41 US.C. 4712, and 10 U.S.C. §
2324, 41 U.S.C. § § 4304 and 4310
26)53 Federal Register 8034
27)Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code
57
i
1
ATTACHMENT E
JUSTIFICATION OF ADVANCE PAYMENT
SUB -RECIPIENT:
If you are requesting an advance, indicate same by checking the box below.
[ j ADVANCE REQUESTED
Advance payment of S 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 wou'.d not be able to
operate the program without this advance.
If you are requesting an advance, complete the following chart and line item justification below.
ESTIMATED EXPENSES
BUDGET CATEGORY/LINE ITEMS i 20_-20_ Anticipated Expenditures for First Three Months (90
(list applicable line items) days) of Funding Agreement
For-example—
ADMINISTRATIVECOSTS j
(Include Secondary Administration.) II
PROGRAM EXPENSES
TOTAL EXPENSES
LINE ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the need for the
cash advance. The justification must include supporting documentation that clearly shows the advance will
be expended within the first ninety (90) days of the Funding Agreement term. Supporting documentation
should include quotes for purchases, delivery timelines, salary and expense projections, etc. to provide the
Division reasonable and necessary support that the advance will be expended within the first ninety (90)
days of the Funding Agreement term. Any advance funds not expended within the first ninety (90) days of
the contract term shall be returned to the Division Cashier, 2555 Shumard Oak Boulevard, Tallahassee,
Florida 32399, within thirty (30) days of receipt, along with any interest earned on the advance)
58
ATTACHMENT F
WARRANTIES AND REPRESENTATIONS
i
i
Financial Management
The Sub -Recipient's financial management system must comply with 2 C,F,R. §200.302. f
Procurements
Any procurement undertaken with funds authorized by this Agreement must comply with the
requirements of 2 C.F.R. §200, Part D—Post Federal Award Requirements —Procurement Standards (2
C.F.R. §§200,317 through 200:326).
Codes of conduct.
The Sub -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 the selection, -award, or adminlstr atlon of a contract supported by public grant funds If a real or apparent conflict of interest would be involved, Such a conflict would arise when the employee, officer,
or agent, any member of his or her immediate family, his or her partner, or an organization which employs
or is about to employ any of the parties indicated, has a firanciai or other interest in the'irm selected for
an award. The officers, employees, and agents of the Sub -recipient shall neither solic't nor accept
gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. The
standards of conduct shaC provide for disciplinary actions to be applied for violations of the standards by
officers, employees, or agents of the Sub -recipient.
Business Hours
The Sub -recipient shall have its offices open for business, with the entrance door open to the public, and
at least one employee on site, from ,► tVVx-�V t OON-kt - rj r Otl fO,i.
Licensing and Permitting
All subcontractors or employees hired by the Sub -recipient shall have all current licenses and permits
required for all of the particular work for which they are hired by the Sub -recipient.
59
ATTACHMENT G
Subcontractor Covered Transactions
(1) The prospective subcontractor or the Sub -recipient, certifies,
by submission of this documen`, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, deciared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Sub -recipient's subcontractor is unable to certify to the above statement, the
prospective subcontractor shall attach an explanation to this fo,m.
SUBCONTRACTOR:
By:
Signature
Name and Title
Street Address
City, State, Zip
Date
Sub -recipient's Name
FDEMI Contract Number
Project Number
ME
ATTACHMENT H
STATEMENT OF ASSURANCES
All of the instructions, guidance, limitations, and other conflions set forth in the Notice of Funding
Opportunity (NOFO) for this program are incorporated here by reference in the terms and conditions of
your awa, d. Al sub -recipients must comply with any such requirements set forth in the program NOFO.
All sub -recipients who receive awards made under programs that prohibit supplanting by law must ensure
that Federal funds do not replace (supplant) funds that have been budgeted for the same purpose
through ron-Federal sources.
All sub -recipients must acknowledge their use of federal funding when issuing statements, press
releases, requests for proposals, bid invitations, and other documents describing projects or programs
funded in whole or in part with Federal funds.
Any cost allocable to a particular Federal award provided for in 2 C.F.R. Part 200, Subpart E may not be
charged to other Federal awards to overcome fund deficiencies, to avoid restrictions imposed by Federal
statutes, regulations, or terms and conditioris of the Federal awards, or for other reasons. However, this
prohib'tion would not preclude a sub -recipient from shifting costs that are allowable under two or more
Federal awards in acco,dance with existing Federal statutes, regulations, or the terms and conditions of
the Federal award,
Sub -recipients are req fired Eo comolyb�iith the requiF&- ents set fortiin tie government-wnese-A.4ar_d Terr7
regarding the System for Award Management and Uriversai Identifier Requirements located at 2 C.F.R.
Part 25, Appendix A: tFe "if! text of which incorporated here by reference in the terms and conditions of
your award.
All sub -recipients must acknowledge and agree to comply with applicable provisions governing DHS
access to records, accounts, information, facilities, and staff.
1, Sub -recipient must cooperate with any compliance review or compliant investigation, conducted by the
State Administrative Agency or DHS.
2. Sub -recipient will give the State Administrative Agency, DHS or through any aithorized
representative, access to and the right to examine and copy records, accourts, and books, papers, or
documents related to the grant.
3. Sub -recipient must submit timely, complete, and accurate reports to the FDEM and maintain
appropriate backup documentation to support reports. Sub -recipients should also comply with all other
special reporting, data collection and evaluation requirements, as prescribes by law or detailed in
program guidance.
4. If, during the past three years, the sub -recipient has been accused of discrimination on the grounds of
race, color, national origin (including limited English proficiency), sex, age, disability, religion, or familial
status, the sub -recipient must provide a list of all such proceedings, pending or completed, including
outcome and copies of settlement agreements to FDEM for forwarding to the DHS awarding office and
the DHS Component.
5. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
disability against a sub -recipient of funds, the sub-reciplent will forward a copy of the finding to the Office
for Civil Rights,Office of Justice Programs.
61
6. Sub -recipient will acknowledge tneir.use of federal funding when issuing statements, press releases,
and requests for proposals, bid invitations, and other documents describing projects or programs funded
in whole or in part with Federal funds.
7. Sub -recipient will establish safeguards to prohibit employees from using their positions for a purpose
that is or gives the appearance of being motivated by a desire for private gain for themselves or others,
particu:arly those with whom they have family, business, or other ties.
8. Sub -recipient who receives awards made under programs that provide emergency communications
equipment and its related activities must comply with SAFECOht Guidance for Emergency
Communications Grants, including provis;ons on technical standards that ensure and enhance
interoperable communications.
9. Sub -recipient wi'I ensure that the facilities under its ownership, lease or supervision which shall be
utilized in the accornpiishmert of the project are not listed on the Environmental Protection Agency's
(EPA) list of Violating Facilities and that it will notify the Federal grantor agency of the receipt of any
corr..munica�lon from the Director of the EPA Office of Federal Activities indicating that a facility to be used
in the project is under consideration for listing by the EPA.
10. When original or replacement equipment acquired under this award by the sub -recipient is no to^ger
needed for the original project or program or for other activities currently or previously supported by
DHS/FEMA, you must request instructions from FDEM to make proper disposition of the equipment
_._. pGrsuant to 2 C.F.R. Sections 200.313{,_._._.----._-.-__-----
ATTACHMENT
REIMBURSEMENT CHECKLIST
PLANNING
❑ 1. Does the amount billed by consultant add up correctly?
2. Has all appropriate documentation to denote hours worked been properly
signed?
3. Have copies of all planning materials and work product (e.g. meeting documents,
copies of plans) been included? (Note - If a meeting was held by sub -recipient or
contractor/consultant of sub -recipient, an agenda and signup sheet with meeting
date must be included).
❑ 4. Has the invoice from consul tan ticontractor been included? (Note - grant
agreement must be referenced on the invoice.)
❑ 5. Has proof of payment been included?
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Sta'.ement & paymen: to credit card company for that
statement
❑ 6 Has Attachment G (found within Agreement with FDEM) been completed for this
contractor/consultant and included in the reimbursement package?
❑ 7. Has proof of purchase methodology been included? Please see Form 5 of
Reporting Forms or Purchasing Basics Attachment if further clarity is needed.
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
Consultants/Contractors (Note: this applies to contractors also billed under
Organization)
TRAINING
—1. Is the course DHS approved?
❑ 2. Is there a course or catalog number? If not, has FDEM approved the non-DHS
training?
❑ 3. Have Sign -In Sheets, Rosters and Agenda been provided?
63
4. if billing for overtime and/or backfill, has documentation been provided that lists
attendee names, department, # of hours spent at training, hourly rate and total
amount paid to each attendee?
Have documentation from entity's financial system been provided as
proof attendees vviere paid?
For backfill, has a clear delineation/cross reference been provided
showing who was backfilling who?
5. Have the names on the sign -in sheets been cross-referenced with the names of
the individuals for whom training reimbursement costs are being sought?
❑ 6. Has any expenditures occurred in support of the training such as printing costs,
costs related to administering the training, planning, scheduling, facilities,
materials and supplies, reproduction of materials, and equipment? If so, receipts
and proof of payment must be submitted.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
-Credit .Card-Statement-&-payment-to-credit-card-company_fcr-that ---
statement - -
❑ 7. Has proof of purchase methodology been included? Please see Form 5 of
Reporting Forms or Purchasing Basics Attachment if further clarity is needed.
Sole Source (approved by FDEfvl for purchases exceeding $25,000)
State Contract (page showing contract #, price list)'
Competitive bid results (e.g. Quotewire, bid tabulation page)
EXERCISE
—1. Has documentation been provided on the purpose/objectives of the exercise?
Situation Manual
Exercise Plan
2. if exercise has been conducted are the following included:
After -action report
Sign -in sheets
Agenda
Rosters
Gl 3. if billing for overtime and backfill, has a spreadsheet been provided that lists
attendee names, department, # of hours spent at exercise, hourly rate and total
paid to each attendee?
Have documentation from entity's financial system been provided to
prove attendees were paid?
64
For backfill, has a clear delineation/cross reference been provided
showing who was backfilling who?
❑ 4. Have the names on the sign -in sheets been cross-referenced with the names of
the individuals for whom exercise reimbursement costs are being sought?
❑ 5. Have any expenditures occurred on supplies (e.g., copying paper, gloves, tape,
etc) in support of the exercise? If so, receipts and proof of payment must be
included.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that
statement
❑ 6. Has any expenditures occurred on rental of spaceflocations for exercises
planning and conduct, exercise signs, badges, etc.? If so, receipts and proof of
payment must be included.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card ccmpany for that
statement
❑ 7. Has proof of purchase methodology been included? Please see Form 5 of
Reporting Forms or Purchasing Basics Attachment if further clarity is needed.
Sole Source (approved by FDEb1 for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
EQUIPMENT
7 1. Have all invoices been included?
❑ 2, Has an AEL # been identified for each purchase?
❑ 3. If service/warranty expenses are listed, are they only for the performance period
of the grant?
❑ 4. Has proof of payment been included?
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that
statement
❑ 5. If EHP form needed, has a copy of the approval DHS been included?
❑ 6. Has proof of purchase methodology been included? Please see Form 5 of
Reporting Forms or Purchasing Basics Attachment if further clarity is needed.
65
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
TRA VEUCONFERENCES
❑ 1. Have all receipts been turned in, itemized and do the dates on the receipts match
travel dates?
Airplane receipts
Proof of mileage (Google or Yahoo map printout or mileage log)
Toll and/or Parking receipts
Hotel receipts (is there a zero balance?)
Car rental receipts
Registration fee receipts
Note: Make sure that meals paid for by conference are not included in
per diem amount
❑ 2. If travel is a conference has the conference agenda been included?
_..__3. H�)q,prgof.of Gay_ment to traveler been_included�
Canceled check
_---------_____—�---�-__-._--_-._. _
Electronic Funds Transfer (EFT) Confirmation
_ Credit Card Statement & payment to credit card company for that
statement
Copy of paycheck if reimbursed through payroll
MATCHING FUNDS
❑ 1. Contributions are from Non Federal funding sources identified?
❑ 2. Contributions are from cash or in -kind contributions which may include training
investments.
❑ 3 Contributions are not from salary, overtime or other operational costs unrelated
to training.
SALARY POSITIONS
1. Hasa signed timesheet by employee and supervisor included?
2. Has proof for time worked by the employee been included? Is time period
summary included?
Statement of Earnings
Copy of Payroll Check
Payroll Register
For fusion center analysts, have the certification documents been
provided to the SAA to demonstrate compliance with training and experience
standards?
66
ORGANIZATION
❑ 1, If billing for overtime and backfill, has a spreadsheet been provided that lists
attendee names, department, # of hours spent at exercise, hourly rate and total
paid to each attendee?
Have documentation from entity's financial system been provided to
prove attendees were paid?
_ For backfill, has a clear delineation/cross reference been provided
shoving who was backfilling who?
FOR ALL REIMBURSEMENTS - THE FINAL CHECK
❑ 1. Have all relevant forms been completed and included with each request for
reimbursement?
❑ 2. Have the costs incurred been charged to the appropriate POETE category?
_ _ _ ___, . __ ❑ .. 3. _ Does.the total .on_all_Forms submitted_match..?._____��._._
❑ 4. Has Reimbursement Form been signed by the Grant Manager and Financial
Officer?
5. Has the reimbursement package been entered into sub -sub -recipients
records/spreadsheet?
❑ 6. Have the quantity and unit cost been notated on Reimbursement Budget
Breakdown?
❑ 7. If this purchase was made via Sole Source, have you included the approved Sole
Source documentation and justification?
❑ 8. Do all of your vendors have a current W-9 (Tax Payer Identification) on file?
Please note: FDEM reserves the right to update this checklist throughout the life of the grant to
ensure compliance with applicable federal and state rules and regulations.
67
ATTACHMENT J
MONITORING GUIDELINES
Florida has enhanced state and local capability and capacity to prevent, prepare and
respond to terrorist threats since 1999 through various funding sources including federal
grant funds. The Florida Division of Emergency Management (FDEM) has a responsibility
to track and monitor the status of grant activity and items purchased to ensure compliance
with applicable Homeland Security Grant Program (HSGP) grant guidance and statutory
regulations. The monitoring process is designed to assess a sub -recipient agency's
compliance with applicable state and federal guidelines.
Monitoring is accomplished utilizing various methods including desk monitoring and on -site
visits. There are Wic, primary areas reviewed during monitoring activities - financial and
programmatic monitoring. Financial monitoring is the review of records associated with
the purchase'and disposition of property, projects and contracts. Programmatic
monitoring 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 the review of projects, financial activity and technical assistance
between FDEM and the applicant via e-mail and telephone. On -Site Monitoring are actual
visits to the sub -recipient agencies by Division representatives who examines records,
procedures and equipment,
Frequency of annual monitoring activity:
Each year the FDEM will conduct monitoring based on a "Risk Assessment". The risk
assessment tool is used to help in determining the priority of sub -recipients that should be
reviewed and the level of monitoring that should be performed. It is important to note that
althogh a given grant may be closed, it is still subject to either desk or on -site monitoring
for a five (5) year period following closure.
6f:3
Areas that will 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;
Difficulties encountered in completing projects;
Agency NIMS/ICS compliance documentation. -
Equal Employment Opportunity (EEO Status);
Procurement Policy - -
FDENI may request additional monitoring/information of the activity, or lack thereof,
generates questions from the region, the sponsoring agency or FDEM leadership. The
metnod of gathering this information will be determined on a case -by -case basis.
Desk monitoring is an on -going process. Sub -recipients will be required to participate in
desk top monitoring as determined by FDEM. This contact will provide an opportunity to
identify the need for technical assistance (TA) and,or a site visit if FDEM determines that a
sub -recipient is having difficulty completing their project.
As difficulties/deficiencies are identified, the respective region or sponsoring agency will be
notified by the program office via email. Information will include the grant sub -recipient
agency name, year and project description and the nature of the issue in question. Many
of the issues that arise may be resolved at the regional or sponsoring agency level.
Issues that require further TA will be referred to FDEM for assistance. Examples of TA
include but are not limited to;
• Equipment selection or available vendors
69
• Eligibility of items or services
• Coordination and partnership with other agencies within or outside the region or
discipline
• Record Keeping
• Reporting Requirements
• Documentation in support of a Request for Reimbursement
On -Site Monitoring will be conducted by FDEIvt or designated personnel. On -site
F Monitoring visits will be scheduled in advance with the sub -recipient agency POC
designated in the grant agreement.
FDEM will also conduct coordinated financial and grant file monitoring. Subject matter
experts from other agencies within the region or state may be called upon to assist in the
form of a peer review as needed.
I
On -site Monitoring Protocol
On -site Ivionitoring Visits will 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. There is a financial/ programmatic on -site monitoring checklist
to assist in the completion of all required tasks.
Site Visit Preparation
A letter will be sent to the sub -recipient agency Point of Contact (POC) outlining the date,
time and purpose of the s?te visit before the planned arrival date.
The appointment should be confirmed with the grantee in writing (email is acceptable) and
documented in the grantee folder.
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.
70
On -Site Monitoring Visit
Once FDEM personnel have arrived at the site, an orientation conference will be conducted.
During this t,'me, the purpose of the site visit and the items FDEM intends to examine wil! be
identified. All objectives of the site visit will be explained during this time.
FDEM personnel wiil review all files and supporting documentation. Once the supporting
documentation has been reviewed, a tour/visual/spot inspection of equipment will be conducted.
Each item selected for review should be visualiy inspected whenever possible. Bigger items
(computers, response vehicles, etc.) should have an asset decal (information/serial number) placed
in a prominent location on each piece of equipment as per sub -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 $1,000. per item).
If an item is not available (being used during time of the site visit), the appropriate documentation
- ` --' must-bero`videC to acc"o`unt'fb� that artidulaf iece c` P P _ P Y' �uipi`ie .t_ — ___-_� __ __ _ ___ _�___,___ _. _ - _ _.
Other.programmatic issues can be diSCLSsed at this time, such as missing quarterly reports,
payment voucher/reimbursement, equipment, questons, etc.
Post Monitoring Visit
FDENI personnel will review the on -site monitoringworksheets and backup documentation as a
team and discuss the events of the on -site monitoring.
Within thirty (30) calendar days of the site visit, a post monitoring letter 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 post monitoring letter to that effect will be generated and sent
to the sub -recipient. The sub -recipient will submit a Corrective Action Plan within a timeframe as
determined by FDEM. Noncompliance on behalf of sub -grantees is resolved by management
under the terms of the Sub -Grant Agreement.
The On -Site Monitoring report and a'I back up documentation will then be included in the sub -
recipient's file.
71
ATTACHMEMT K
EHP GUIDELINES
ENVIRONMENTAL PLANNING & HISTORIC PRESERVATION (EHP)
COMPLIANCE GUIDELINES
The foi'cnrng types of projects are to be submitted to FEMA for compdance review under Federal environmarta? cianning and
h-storic preseriaticn (EHP) laws and requirements prior io initiation of the project:
flew Cers(rucbon, Installation and Renovation, 'nciud"jig but not lirrited to:
o Emergercy Operation Centers
Security Guard facilit;es
o Equipment buildings (such as those azcornpanyirg eomm.;nicaron'o.vers)
o Waterside Structures (such as dock hcuses, piers, etc.)
• Piacing a repeater and/or other equipment on an, existing tcwer
• Renovstlen of and modf9cation to build ncs and structures that are 50 years old or older
Any other construction or renovation ef`ors that cnange or expand the footprint of a facifty or structure including security
erharcemerts to improve perimeter securety
Physical Security Enharcernents, including but not lirrited to:
c Lighting
o Fencing
o Closed-circuit televisor: (CCTV) systems
Motion detection systems
_.__..__.—o—Barriers,_doors,.gatesand_related.saw6ty_enhanceren's_-___.._.
in acdit++cn, the a's-V,on of ccmmurlaticns tourers that are ircluded'n a urisd'ctlon's ir,teroz;erable communications plan :s a; owed,
suo;ect .c all Rnolicatie la`hs, regula`ions, and Ncersing provis:ons. Comcnurlcati.n tower projects must be submitted to FED:tA rem
EHP DETERMINATION PROCESS
Si_br-lit the Fina: Scree-i^g Memo to the SAA fur relr'err pr'.or to funds be;nc experdeJ,
ti. Tine SAA will review and notify the s:;b-recipient of its decision. The grantee shoulJ Ircorporate su`fiwernt tone a-d
resources ir.:o tlta project piarning process to accommodate EHP requirements.
APPROVAL PROCESS TO FEMA
1. P-epare a formal wit:en Scope of Work %it; details outllred in the attached EHP Compliance Requiremer;s, page 2.
II. T•ra Final Screening Nierro snouid be attached to all project inforrnaBor, sent to the Grant Programs Directorate (G'D) for
an EHP regulatory compl'arce review.
lil. Carnpiete the attached National Environmental Policy Act (NEPA) Compliance checklist
I1. Precare maps irdicating the'oca'ionls) of proposed project (Guidance provide:)
V- Tate phot1173phs of the location(s) of proposed project (GGldarce provided)
Vi. Forward ali documents to the SAA, All documents are then forwarded to GPD electronically v'a the Certratized
S chedutirg and information Desk (CSID) at askcsidCadhs.aov.
VE, CS{D will serd an errai. confirming rece:pt of the project description.
VIII, �EfriA Program Analyst sends notification to SAA when review is complete. SAA notifies sutrrecipiert of FEMNs final
decision,,
X, THE PROJECT MAY BEG'N ONCE FINAL FEMA APPROVAL iS RECEIVED. Grantee shcu."d incorporate s:,fclent time
anc resources Into tFe project plarnfng process tic acaammadate EHP requirements. Grantees must receive writter
approval from FEMA prior to the use of grant f:Jnds fcr project implementation.
72
ATTACHMEMT L
MANDATORY CONTRACT PROVISIONS
Any cortract or subcontract funded by this Agreement must contain the applicable provisions outlined in
Appendix II to 2 C.F.R. Part 200. It is the responsibility of the sub -recipient to include the require provisions.
The Division provides the following list of sample provisions that may be required:
OMB Gutdcnce
M; D3As-Bu:on Aer, as amsrled AO U.S.C,
141-3142). 9l has m1alred by Fedaral program
logirlation, all prime construction contra.:ts
In excess of $2.000 awarded by non-Nderal
enatle6 mast irwioia a provision for coirpli-
anvo with the Dayta-Eaton Act (40 U.S.L.
3111-3t44, and 31ir.3148; u supptar.iont®d by
Dertment of labor rejaia<toju, (20 OPR
?art 6. "IAL
SUnddards Provslona Appli-
cab4a t.r,: Contracts Covarin Fadorally Pl-
nanced and A -'Water Corstrnctwn"). In ae-
cvrd_artce with Uae s4tute, contra:itcrs must.
be regnlred to pay wanes to laborars and me-
chanics at a rota not Im than the prezailirg
rates apsainL l it a wane dotamimtion
mada by the Scclatara o: Labor- In addition,
contracton moat be iequlrad to pay wages
not lass thin once A weak. The non rwL- 2i
watt" must piece a copy of the current pra-
M111119 W30 datermlm, tlon Gssusd by the D
gsrtmant of Labor in as ih a,:loltst;an. The
'- `-6a-ctsian tsaxarda�nt;3c;-ar-subcantr3ct
must to coaditionwt upon the acceptance of
the wntra detorminatlan. Tea non-Podar3l rn-
ttt7 mast raps:; ail st>rrarcad or rss.or:ai
vtola.` .irz. to Caa Pa4cr3 alvarsllntt :+Ken:; .
T;:e C)rtrsr.o w tat• aiao im.11i'e a Froc_sl�n
-or cor VII-Ina with the CoFai:ad "Anti-
Kl,:kba.k, Alt (4 U.S.C. 314a;, as supptc-
:r::)nt,al b? Dopartm nt of labs rosrulssions
i v CPR Part 3, "Contrz,.W" and Snb-
ro:itra.,ori cn Public R»IALog or Publilc
Work P:narced in 9vbo:a or In Part by Loan:;
or Grants from the Uattxd State.'j. Tha A.,t
provl9as tha, each contractor or z•Ai
r.Llpiert must be prGLIb4ted from Induoing.
by any mains, any prs;on egiployed in the
conetrnc ion. =nPletl.on, or repair of pubf!a
worS. to rive ap any part of the eomp,inm-
tton to whiab he or she is othw^stse antttled,
Tts non-Nderal entity must raport ail sus-
p Aed or reportod violation; to tha Fedoras
awardiro aganoy,
(E) Cartmel. Mork Ifours and Safacy
Starulanls A•.t 0.1 U.S.C. 3^7r-37081. Where
apply ablo, all contracts awarded by Elsa non -
Bodo -al entity in excoss of 5100SO that In-
volrs the employment of meehmuL% or labor-
ers most ircluda a provistea for compliance
wttb 10 U,S.C. 3 12 and 3iO4, as supplemental
by Dopartmfint of Labor wVaittions 1,29 Or^R
Part bl. Under 40 U.S.G, =-I of the Act, gaol,
contractor must be required to aempu:a the
wngos of every mechan!o and laborer on the
baste of a s andar3 work week of 40 hours.
Work In excess of Era standard WOO( a^eek IS
permissible provided the: the worker la oom-
P;imstad at a rate of not laved than orut and a
half linos the basic rata of pig for all boors
worked In excess of 40 boars in the work
w,rek. Tlw mqutrwr: w.ta of 40 U-S.C. "I are
applicable W construetlon work and provide
that no laboror or machante must be re-
qu.raQ to work In surroundings or ender
wor'xin; conditions which are anaarutary,
ha:ardnus or daugprous. These requirements
do act appi.- W tha purcham of supplies or
Pt. 200, App. 11
satartsls or artl,;les ordinar-Lv available on
the apes market, or wntrutts for transpfr-
tation ar tr3.ramisatan of intelilgence.
(F) Rights to Invanticna hfada Under a
Cxtraet or Agreement. If tba Pederal away-1
meeta Lila definiticn of 'funding Weer aant"
u.-rd9v 37 CPR 1,101,2 (al and the rectpient or
sntractpter-t wtshas to enter into a coa.raet
wlth a snail rusin+ss firm ar nooproflt oa'P-
R=Itlon regarding the substitution of par-
ties, assi�nniant or performance of exp*e-
meaW. de,elopinmtti, or research work
wider that `•fanding aarraement," the mclpl-
eat or sabrocipimt, mast comply w+.th the
�rv-
vecy$noaOntins MadeNoeat "Rights
omjutand Smal Business Firma Under Govern -
want Grants, Contracts and Cooperative
Agraoments," and any Implementing ragula-
t'.ous ls.ued by tha awarding agancy,
(0) Clean Air Act U2 U.S.C. 7401-7G71q.) Sad
--the Pederal-W,,iar-PoUtit4w,-Coatrol Al-t (fit---
U.S.C.. MI-13Rn, as am-3udQd_--0ontr acts and
sebgrants of amountl In axi.V.?s of 3150,OW
must cantain a pro•iLncn that requires sae
ron-Fsila-al award to neroe to compLy w:%
all appL eabla stand"--, o-ctars or r-gnla-
t:ams I=al Pursuant to Lia C14aa Air Act
(4-^, U.S.C. 74ril-7e`71yi and the vwla ,l Water
Pollution Costroi Art as amended (11 U S.G.
123-IX-7). Violations mast be rojorWd to Lhe
Padersl alvantna agetiuy and the Ra donal
Mice of the Fnvinnmantai Protection
AKancv (&PAL).
ta) Mande:ory stindaul and ooll.,,Ics rG-
33ttt" W eaaigy affhlency which are ccn-
talned to the state energy consar7ation play.
Issued in compliance with the anorZy Pahcy
and Cowwrratioa hat (42 U.,S.C. Lod).
(1) Debarment and Buspanston (Fzecattva
Orders 1=0 and 1 VjL-A contract awacvi
(sea 2 CPR 160.i1C•) must not be made to par-
ties lis'ed on the governmantwida yccia?ed
Partlas List System in the S,; stem for Aw;r;l
Nilaagament (S. IIC. in accordance with the
O&M 9�11dallres at 2 CFR IN that Irnplamint
Exacutive Orders 12&Z (3 CFR, Part lag
Comp., P. 190) anti L'S66D (3 CPR Fart INS
Comp., p 233), "Debarment and Suspenalon."
The Etcluded Parties List- System to SAM
Contains tha names of parties debarred, sis-
wndad, or otherwlra excluded by agencies, as
well w pa.-tim daclarod uxwhgn is nr_dar stjt�
rrtorg or ragulatory authority other than Bx-
ecutive Ordar Mo.
(S) B;rrd Antl-Lobbyin;i Amendment (2?
UA.C. 135"}--Contractors that apply or bid
for an award of II00,M or more must We the
required oerttficatton. Pooh tier cercuYew to
the tier "%,% that it will not and have not
u.:od Fodalai appraprlatad funds to pay any
person or omanizacion for Infiueniitng or at-
temptitip to tnfluonos an offlcer or employee
of any, agent,, a member of Congress, offl�r
or amployee of Confirm, or an amployse of a
member of Congrew In connection with ob-
taining any Padersl cancrnct. ,grant or any
195
VIA]
Pt. 200, App. HI
other award coserad bg 3 VAG. 1352, Each
tier malt also disclose aav lobbying ar:th
non -Federal fund-: that takes Flaw in con-
naation vith obtaining area• Fad-jr-al awv.l
Sach disclosure✓• are forwarda+, from tear to
t,_r sap to the n,u-Fad-*ai aatard.
(K) See 12003'3 Fror-uranwat of race-r.d
rr3Leri ens.
AP---T. JLY III is PA-FLT 29C--NnmFY--r
(F&A) C oasTs IDE3ri U ICAT76N AN-,;
A351mao. r, AND RATE DETERmvu-
TION FOR DsaTmu noirs of I31ctmR
D—LiFCATICN ir.J•MS)
T11:1 a;Fp4rdix p-o.ldes crt.ot:a for Matti-
frtEg and corn;using lndirao« (or in(P•ecs
IF")) rstea at fi4Es (lnstitrutlrrs}. indit�et
(F3:=1) cos'_z ar3 th oza thm, are tnctirrad F.r
•+;maven or 3r ins abieotl : s and tharsfors
cannot be idesWIM resdtly and spactfit:ai17
with a parts u'.ar srpo.worad protect, art 1c-
3tracti3nal aGtirrty, or an7 other institn-
tional actvnty. Sea subsecnlon B,1, I}afini-
t¢on of Faitltl aad Adanlutstratton, fer a
.._ _ _ . _ .. _ .._.. - ... _.� .._. _ _. _ ---- _dsssti;atcn�f-tt`>•s _catnpar.��� C,�lrsiit,:t
(Fcr:1) rt1tS.
1. Akj'vT Functtons of =. lr vi'ruti.xe
Rs;-G .0 tassr^actinn. orgax- it rasaar.h,
oi:.-er s irincrad activllaz as1 other Iasi la-
ttcnai a ti :etas as dafLi cl to laic a-tton:
a. 1aV;!u10rt rraens the taaehlr- aad
taalnln act -MI-ia of an institutliin. F=Qg..
for rezarch %:tuning as provl'k4 in seb-
z4 Lion b. tics tars,=,lutles all teazh:= and
t-mlat g a,;tn•lties. whether tha7 a:a ofi4red
fer c rri'ta toward a degree or cortiftcata or
on a non-cratitt bazis, and whether they arz
offered through regular academia dapart-
n:euts or saparsto such as a sum-
m4r! S.:.hoo: dlvislen or an axfopsion divimon_
:olio consulared part of tbis Ymjor function
are d epx mental re eainh, and, where
SzrQ2d to, Iml entry m---1st•ch.
(1,i 4onjorr-.d Gastrualan aad fro!nlnla m-sacs
9aar_ll:c ia.^,trueticn is or training uwett7 as-
tahllsltrd b7 irrwit, cer._ract, or coaserat4v3
3 rserrent. For purpn4as of tha cost prn-
cnpfe:i. this a Uvlti my be considerad a
major fhnctmn a-avn though an tnstitatnon's
ar conntln treatment may, include it, In the
tnstruaclon function.
(2) Deparaft^tat research moans r zanh.
davefopirant� and st-hollirly aotiv'itias that
3'4 not or;anIzld research and, con-
saquantly, ar•e act sor-tmtel3 budgatbl and
a:aouried fer. Laparbmaatal ra-ma ch, for
parpc3ris of this docs nAut. is not conalderad
w a major function, but as a part of the in-
structt3n function of the in tabution.
b. OrjtrnLzad rvearch means ate C s2arcL
anal deveinpm�nt actrrtttas of an tnstatutiin
that are sepa=a a!7 budgetad and samunted
for. It wcludes:
2 CFR Ch. H (1-1-14 Ediiton)
tl) 3pe!morid sesaar:F rnaans ai! r@sw.--h
and development ac:tivittes that are spon-
aorad by Betiaral and non-Ftvleral 0gaa+7las
and oiganlzatians. Th:a wrr. tnoludgs aati-0-
t1* m7cflving the tralnln �! of todivldw's in
raseamh teafiniquos (comnwrdy aailad ro-
search trai:ting) where such naiv_bas ntUtw
the lama faailituas as abbe: rissar,h and de -
vs opniant artf"Was a..3d modem such aetivi-
ti.s are not tncEtaed In the Inst.-t:ctlon fune-
tlon.
12i Lra Lwr vy research means all research
and davaloptnxit actarntles that are sopa-
rstely budsatu,_ and acconnW for by they ta-
atitution under art Internal appli aeon of ta-
sttt:utional funds. Vaivvslt.7 ryEi;arch, for
arposes of this docurueat, mitt be calr-
t1ned with spouaorttd rQsaarch un&r the
fanctlon of orpaW4 ra•.rearch.
a. Oihei spammd ardriitet means prosrsras
ane pro;acta, C:nanced by Fed3r3l and aon-
Fadara.' amaclas aad organisations which Is-
voIva the performanx of xor�i athar tha: w-
atraction and or;anued reccaroh. Examplas
o_' 3ma progmma ark! prolects are health
service projects a2d oommuntty sarvica Fro-
s. Fioiravar, whon any of thms activities
outside support, they ma-r be clavfn4 d m
other ins7.1tational ac tivl Iles.
d. Cthar lAJttilt;d-4h.ic!,2+rbtMIes Meafi)'Cl 3c-
t!Viti9:r cf an tnstttution except for mtrie-
ticr &,.rivtmental research. or-annad :+a
sea: cb, and other aposooral in-tivittas, as de-
flnad la this sacttan: In.11rec.1 ;FA -A) cost ac-
a•rirlcs identMod in this Appenl±x para-
g.nph B. klenttrleahon and aa::s nmont of in-
dira,.t (F&A) ccrts: and spvc-Cizod servl^as
"ractlittes daxriit — in IMAM ape-cialnzal
sevnea facillties of this mart.
5:aniplas of other institutlon.a i activities
tactuda op_ratfoa of rastdenoe balizz, taninra
bags, hospitals and clinks, student unions,
Intareol-Doglate athletics. bookstores, faculty
bousirg. student apartrants. guest, housez.
ch;qc N. tbeatars, pubUt, museums. aril other
stantiar auxlhar, entorpri ,as. This dellniston
also makides an,: other eatagortoa of acluv-.-
tnes, costs of wb.:ch are "unallowable" tc
Fadaral Swar , otherwise L'rdkat-al
':.n an aarar9,
2 Crams fer nfatrihtafon
a. Hare parted. A base period for dl-strtba-
tdon of Indiroc. (F&!L) aosta is tho portal
Marla; which the casts ar3 Incurred. The
ba3e period normally sbocad colr_rlds month
the fiscal year --taL•lished by the tne:W;L:twa.
but in :trey avent ale base period Wnilid be re
miscted as to avold inegmnes In the die
trlL•utton of costa,
b. ?read for cat prouptngs. 7--he mrara;; ob-
jectS.e of Utz- indirect (F&A) cost allocation
process is to dtstsibuta thi indirect fF&A;
oosts da aribcd In S-x tion B. Identification
and assignment of indt.-g::i (P&A) costs. to
196
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ON, OF City of Miami
Legislation
it IResolution R-16-0522
File Number: 1110
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
Final Action Date: 10/27/2016
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ESTABLISHING A NEW SPECIAL REVENUE PROJECT ENTITLED "URBAN
AREA SECURITY INITIATIVE ('UASI') GRANT PROGRAM FISCAL YEAR 2016",
AND APPROPRIATING FUNDS FOR THE OPERATION OF SAME, IN THE
AMOUNT OF $5,158,500.00, CONSISTING OF A GRANT FROM THE UNITED
STATES DEPARTMENT OF HOMELAND SECURITY ("USDHS"), DIRECTLY TO
THE STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT
("FDEM"); AUTHORIZING THE CITY MANAGER TO ACCEPT SAID GRANT
AWARD AND TO EXECUTE THE FEDERALLY -FUNDED SUBGRANT
AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, AND ANY
NECESSARY DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY
ATTORNEY, IN ORDER TO IMPLEMENT THE ACCEPTANCE OF SAID GRANT
AWARD; AUTHORIZING THE CITY MANAGER TO EXTEND SAID UASI GRANT
PROGRAM (FISCAL YEAR 2016) AS NECESSARY AND TO EXECUTE ANY
OTHER RELATED MODIFICATIONS, AMENDMENTS OR EXTENSIONS, IN A
FORM ACCEPTABLE TO THE CITY ATTORNEY, ON ALL MATTERS EXCEPT
THOSE DEALING WITH FUNDING CHANGES; AUTHORIZING THE
EXPENDITURE OF FUNDS TO VARIOUS GOVERNMENTAL AGENCIES
DESIGNATED FOR HOMELAND SECURITY EXPENSE PURSUANT TO THE
UASI GRANT GUIDELINES; FURTHER AUTHORIZING THE CITY MANAGER TO
EXECUTE MEMORANDA OF AGREEMENT(S), IN SUBSTANTIALLY THE
ATTACHED FORM(S), WITH ITS CONTIGUOUS PARTNERS SETTING FORTH
THE PARTIES' RESPONSIBILITIES IN CONNECTION WITH THE
DEVELOPMENT AND SUPPORT OF THE UASI PROJECT ADMINISTERED BY
THE CITY OF MIAMI DEPARTMENT OF FIRE -RESCUE, CONTINGENT UPON
FUNDING OF SAID PROJECT BEING SECURED.
WHEREAS, the United States Department of Homeland Security ("USDHS") is
authorized by the Emergency Wartime Supplemental Appropriations Act 2003, to provide funds
to States for subsequent distribution to selected urban areas to address the unique equipment,
training, planning, exercise and operational needs for large urban areas, and to assist them in
building an enhanced and sustainable capacity to prevent, respond to, and recover from threats
or acts of terrorism; and
WHEREAS, the USDHS, through the State of Florida Division of Emergency
Management ("FDEM"), has sub -granted an Urban Area Security Initiative ("UASI") Grant
Program Fiscal Year ("FY") 2016 to the City of Miami ("City") in the amount of $5,158,500.00;
and
WHEREAS, the City's Department of Fire -Rescue will use said funds to continue to
address the unique equipment, training, planning, exercise and operational needs of the City
and its contiguous partners and to continue building an enhanced and sustainable capacity to
prevent, respond to, and recover from threats or acts of terrorism; and
City of Miami Page 1 of 3 File ID: 1110 (Revision:) Printed On: 41412017
File ID: 1110 Enactment Number: R-16-0522
WHEREAS, in accordance with the UASI Grant Program FY 2016, the attached
Memoranda of Agreements ("MOAs") with the City's contiguous partners, Broward County,
Broward County Sheriffs Office, the City of Coral Gables, the City of Coral Springs, the City of
Fort Lauderdale, the City of Hialeah, the City of Hollywood, the City of Miami Beach, the City of
Miami Gardens, the City of Miramar, the City of Pembroke Pines, the City of Sunrise, Miami -
Dade County, Monroe County, Palm Beach County, Palm Beach County Sheriffs Office, and
the Village of Key Biscayne, will provide the necessary guidelines to coordinate the UASI Grant
Program FY 2016 and will permit the City to reimburse its partners for their eligible expenditures
that are compliant with said Project;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are
adopted by reference and incorporated as if fully set forth in this Section.
Section 2. The following new Special Revenue Fund is established and resources are
appropriated as described below:
FUND TITLE: Urban Area Security Initiative (UASI)
Grant Program Fiscal Year 2016
RESOUCES: Department of Homeland Security (DHS) $5,158,500.00
directly to the State Of Florida Division
of Emergency Management (FDEM)
APPROPRIATIONS:
$5,158,500.00
Section 3. The City Manager is authorized' to accept said grant award and to execute
the federally -funded subgrant agreement, in substantially the attached form, and any necessary
documents, in a form acceptable to the City Attorney, in order to implement the acceptance of
said grant award.
Section 4. The City Manager is further authorized' to extend said UASI Grant Program
FY 2016 grant awards as necessary and to execute any other related modifications,
amendments or extensions, in a form acceptable to the City Attorney, on all matters except
those dealing with funding changes, in connection with the development and support of the
UASI projects administered by the City's Department of Fire -Rescue, as an UASI Sponsoring
Agency, contingent upon the funding of the UASI projects being secured in the form of grants
from the Federal Department through the FDEM.
Section 5. The City Manager is authorized' to execute MOAs, in substantially attached
form(s), with its contiguous partners, Broward County, Broward County Sheriffs Office, the City
of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the
City of Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the
City of Pembroke Pines, the City of Sunrise, Miami -Dade County, Monroe County, Palm Beach
County, Palm Beach County Sheriffs Office, and the Village of Key Biscayne, for the purpose of
setting forth the parties' responsibilities in connection with the development and support of the
' The herein authorization is further subject to compliance with all requirements that may be imposed by
the City Attorney, including but not limited to those prescribed by applicable City Charter and Code
provisions.
City of Miami Page 2 of 3 File ID: 1110 (Revision:) Printed on: 41412017
File ID: 1110 Enactment Number: R-1"522
UASI Grant Program FY 2016 administered by the City's Department of Fire -Rescue, an UASI
sponsoring agency, contingent upon funding of said project being secured.
Section 6. This Resolution shall become effective immediately upon its adoption and
signature of the Mayor.2
APPROVED AS TO FORM AND CORRECTNESS:
r i:4a
1
ria ndez, ity ttor iey 10/18/2016
2 If the mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days
from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
City of Miami Page 3 of 3 File ID: 1110 (Revision:) Printed on: 41412017