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Item C03BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: June 11 2014 Division: Emgjggngy3e ices� Bulk Item: Yes X No — Department: Emer ency Manna ment Staff Contact Person/Phone #: Jose Tezanos X6325 AGENDA ITEM WORDING: Approval of an agreement with the State of Florida, Division of Emergency Management concerning an Emergency Management Base Grant (Contract # 15-BG-83- 11 -54-01-044) in the amount of $105,806, fully grant funded and no county match; and authorization for the County Administrator to execute any other required documentation in relation to the application ME= ITEM BACKGROUND: This is an annual Grant Agreement between the State of Florida, Division of Emergency Management and Monroe County, The Grant is intended to enhance County Emergency Management plans and programs that are consistent with the State Comprehensive Emergency Management Plan and Program. PREVIOUS RELEVANT BOCC ACTION: This grant has been approved each year since 1994. CONTRACT/AGREEMENT CHANGES: This Agreement shall begin on July 1, 2014 and shall end June 30, 2015. STAFF RECOMMENDATIONS: Approve. TOTAL COST: NONE INDIRECT COST: N/A BUDGETED: Yes No X DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY:- NONE — SOURCE OF FUNDS: Base Grant REVENUE PRODUCING: Yes X No — AMOUNT PER MONTH Year _II05.896. APPROVED BY: County Arty X VOMM/PuraLing _A_ Risk Management DOCUMENTATION: DISPOSITION: Included X Not Required. AGENDA ITEM # MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: State of Florida DEM Contract #15-BG 83-11-54-01-044 Effective Date: July 1, 2014 Expiration Date: June 30, 2015 Contract Purpose/Description: Approval of an agreement with the State of Florida, Division of Emergency Mann ement concerning an Emergency Management Base Grant FY 2015 in the amount of $105,806.00, fully grant funded and no county match. This is the state portion. Contract Manager: Jose Tezanos 6325 14 (Name) (Ext.) (Department/Stop #) for BOCC meeting on July 11, 2014 Agenda Deadline: May 27, 2014 CONTRACT COSTS Total Dollar Value of Contract: $ 105,806.00 Current Year Portion: $ 105,806.00 Budgeted? Yes❑ No ® Account Codes: GrEri�6 - - - Grant: $ 105,806.00 13Is02. - 049 1 o - County Match: $ 0 - - - - ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (eg. maintenance salaries, etc. CONTRACT REVIEW Changes Date Out Date In Needed ier Division Director y YesEl No Risk Management } Yes❑ NoEf _ 7 O.M.B./Purchast�ng Yes❑ Nod S County Attorney Yes❑ NoE�V1 o 1 Comments: OMB Form revised 2/27/01 MCP #2 STATE -FUNDED SUBGRANT AGREEMENT 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 Monroe County, (hereinafter referred to as the "Recipient"). greemem, jui a put IUD Ive years woni-Trie uate it le a or its designee, the State Chief Financial Officer or the State Auditor General access to the records upon request. The Recipient shall ensure that audit working papers are available to them upon request for a period of five years from the date the audit report is issued, unless extended in writing by the Division. The five year period may be extended for the following exceptions: 1. If any litigation, claim or audit is started before the five year period expires, and extends beyond the five year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non -expendable personal property valued at $5,000 or more at the time it is acquired shall be retained for five years after final disposition. 3. Records relating to real property acquired shall be retained for five years after the closing on the transfer of title. (c) The Recipient shall maintain all records for the Recipient and for all subcontractors or ■id m funds rovided under this A- reement includin documentation of all r ■ ■ ■ JAM ri UI Lllt� dUUIL F11 LUbL UI ZMU UK; PCIIU from the Recipient's resources obtained from other than State entities). Additional information on the Florida Single Audit Act may be found at the following website: https:Happs.fldfs.com/fsaa/singleauditact.asl2x. (a) Report Submission 1. The annual financial audit report shall include all management letters and the Recipient's response to all findings, including corrective actions to be taken. N 2. The annual financial audit report shall include a schedule of financial assistance specifically identifying all Agreement and other revenue by sponsoring agency and Agreement number. 3. Copies of financial reporting packages required under this Paragraph 6 shall be submitted by or on behalf of the Recipient directl to each of the following: The Division of Emergency Management at the following addresses: Division of Emergency Management Office of Inspector General 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 OR irida.cont &uditor Geveral's Office Room 401, Claude Pepper Building 111 West Madison Street ■ ........... .......... this Agreement, in addition to any other information requested by the Division. (b) Quarterly reports are due to the Division no later than 30 days after the end of each quarter of the program year and shall be sent each quarter until submission of the administrative close- out report. The ending dates for each quarter of the program year are March 31, June 30, September 30 and December 31. (c) The close-out report is due 60 days after termination of this Agreement or 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 me_jnc%vmQkie_*-e._&V4nLjhe Division, the Division mab, withhold further paWments until thev are completed or may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the Division" means that the work product was completed in accordance with the Budget and Scope of Work. (a) The Recipient shall provide additional program updates or information that may be required by the Division. (f]I The Recipient shall provide additional reports and information identified in Attachment E. (8) MONITORING. The Recipient shall monitor its performance under this Agreement, as well as that of its 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. In addition to reviews of audits conducted in accordance with paragraph (6) above, monitoring procedures may include, but not be limited to, on -site visits by Division staff, limited scope audits, and/or other procedures. The Recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division, In the event that the Division determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional instructions provided by the Division to the Recipient regarding such audit. The Recipient further agrees �%�y 2eL,.4,cor-*n-rate3ufflia%,LkMQections, reviews, investipations or audits deemed necessar��v the Florida Chief Financial Officer or Auditor General. In addition, the Division will monitor the performance and financial management by the Recipient throughout the contract term to ensure timely completion of all tasks. (9) LIABILITY (a) Unless Recipient is a State agency or subdivision, as defined in Section 768.28, Fla. ajgL, the Recipient is solely responsible to parties it deals with in carrying out the terms of this Agreement, and shall hold 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, Recipient agrees that it is not an employee or agent of the Division, but is an independent contractor. (b) Any Recipient which is a state agency or subdivision, as defined in Section 768.28, R& Stat, agrees to be fully responsible for its negligent or tortious acts or omissions which result in claims or suits against the Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the extent set forth in Section 768.28, Fla. Stat. Nothing herein is intended to serve -a_-,,2._w2JMPr af sgveceign immunitg b 2.eciUiett to w4ici sovereig mmunit aoolies. Nothinj bereft -97= UUMM1,175 Rb fUTC, ____ 0- i i parties in any matter arising out of any contract. (10) DEFAULT. If any of the following events occur ("Events of Default"), all obligations on the part of the Division to make further payment of funds shall, if the Division elects, terminate and the Division has the option to exercise any of its remedies set forth in Paragraph (11). However, the Division may make payments or partial payments after any Events of Default 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 Recent in this Agreement or any fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous agreement 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 Recipient at any time during the term of this Agreement, and the Recipient fails to cure this adverse change within thirty 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; (d) If the Recipient has failed to perform and complete on time any of its obligations under this Agreement. (11) REMEDIES. If an Event of Default occurs, then the Division shall, after thirty calendar days written notice to the Recipient and upon the Recipient's failure to cure within those thirty days, exercise any one or more of the following remedies, either concurrently or consecutively: (a) Terminate this Agreement, provided that the Recipient is given at least thirty 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 receipt requested, to the address in paragraph (13) herein; (b) Begin an appropriate legal or equitable action to enforce performance of this Agreement; (c) Withhold or suspend payment of all or any part of a request for payment; (d) Require that the Recipient refund to the Division any monies used for ineligible purposes under the laws, rules and regulations governing the use of these funds. (a) Exercise any corrective or remedial actions, to include but not be limited to: 1. request additional information from the Recipient to determine the reasons for or the extent of non-compliance or lack of performance, 2. issue a written warning to advise that more serious measures may be taken if the situation is not corrected, 3. advise the Recipient to suspend, discontinue or refrain from incurring costs for any activities in question or 4. require the Recipient to reimburse the Division for the amount of costs incurred for any items determined to be ineligible-, (ft Exercise any other rights or remedies which may be available under law. (g) 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 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 Recipient. (12) TERMINATION, (a) The Division may terminate this Agreement for cause after thirty days written 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 Recipient to permit public access to any document, paper, letter, or other material subject to disclosure under Chapter 119, Fla. Stat., as amended. (b) The Division may terminate this Agreement for convenience or when it determines, in its sole discretion, that continuing the Agreement would not produce beneficial results in line with the further expenditure of funds, by providing the Recipient with thirty 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 will state the effective date of the termination and the procedures for proper closeout of the Agreement. (d) In the event that this Agreement is terminated, the Recipient will not incur new obligations for the terminated portion of the Agreement after the Recipient has received the notification of termination. The Recipient will cancel as many outstanding obligations as possible. Costs incurred after M receipt of the termination notice will be disallowed, The Recipient shall not be relieved of liability to the Division because of any breach of Agreement by the Recipient. The Division may, to the extent amthorized by law withhold Iwapments to the Rec4cient for the -- r--ose of set-off until the exact amount of damages due the Division from the Recipient is determined. (13) NOTICE AND CONTACT. (a) All notices provided under or pursuant to this Agreement shall be in writing, either by hand delivery, or first class, certified mail, return receipt requested, to the representative named below, at the address below, and this notification attached to the original of this Agreement. (b) The name and address of the Division contract manager for this Agreement is: Jenene Helms Florida Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 Telephone: 850413-9920 Fax: 850488-7842 Email: iLeneneheimsg em.m flodda.corn ----- y__ (c) The name and address of the Representative of the Recipient responsible for the administration of this Agreement is: Irene Toner, Director Monroe County Emergency Management 490 63rd Street Marathon, FL 33050 Telephone: 305-289-6018 Fax:305-289-6333 Email: toner, irene(@monroecountv-fl. oov (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 as outlined in (I 3)(a) above. (14) SUBCONTRACTS If the Recipient subcontracts any of the work required under this Agreement, a copy of the unsigned subcontract must be forwarded to the Division for review and approval before it is executed by the Recipient. The Recipient agrees to include in the subcontract that (I) the subcontractor is bound by the terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and regulations, and (III) the subcontractor shall hold the Division and Recipient harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent allowed and required by law. The Recipient shall document in the quarterly report the subcontractor's progress in performing its work under this Agreement. For each subcontract, the 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, Fla. Stat. (15) TERMS AND CONDITIONS This Agreement contains all the terms and conditions agreed upon by the parties, (16) ATTACHMENTS (a) All attachments to this Agreement are incorporated as if set out fully. (b) In the avant of any inconsistencies or conflict between the language of this Agreement and the attachments, the language of the attachments shall control, but only to the extent of the conflict or inconsistency. (c) This Agreement has the following attachments: Exhibit 1 - Funding Sources Attachment A — Program Budget Attachment E — Scope of Work Attachment C — Budget Narrative Attachment D — Deliverables Attachment Reports Attachment F — Program Statutes, Regulations and Program Requirements Attachment G — Justification of Advance Payment Attachment H — Warranties and Representations Attachment 1— Certification Regarding Debarment Attachment J — Statement of Assurances Attachment R — Reporting Forms Agreement.(a) This is a cost -reimbursement costs incurred in the satisfactory performance of work hereunder in an amountd $105,806.00, subject to the availability (b) Any advance payment under this Agreement is subject to Section 216.181(16), FI t and is confin ant u on R . ax ax xt. �,. �� � � xe. xe. ■ xe. ', •■ � :n � � .gin ■. �.w� .w: m: ■ documentationrequested for these amounts." The supporting documentation must comply with the Principles.requirements of applicable OMB Circular Cost M, nt An PY■*nation of any circumstances prombiting th* submittal of quarterly invoices shall be submitted to the Division contract manager as part of the Recipient's ..rterly reporting as referenced in Paragraph 7 of this Agreement. AgreementIf the necessary funds are not available to fund this States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or fie.. subparagraphAgreement, all obligations on the part of the Division to make any days of receiving notice from the Division. further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty gency;or e eve lo un ng or e fiscal year, whichever figure is lower (Rule 2713-19.011, Florida Administrative Code). Recipient's general revenue funding for 911 services, emergency medical services, law enforcement, criminal justice, public works or other services outside the local emergency management agency as defined by Section 252.38, Florida Statutes, shall not be included in determining the "level of county funding of the Recipient's Emergency Management Agency." The Recipient shall certify compliance with Rule Chapter 27P-19, Florida Administrative by its execution of this Agreement, and as a condition precedent to receipt of funding. III! MINE � q 1111111111p, III �lilil I I Att: Jose Tezanos, Senior Planner 490 63d Street Suite 150 (18) REPAYMENTS 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 In accordance with Section 215.34(2), Fla. Stat., if a check or other draft is returned to the Division for collection, Recipient shall pay the Division a service fee of $15.00 or 5% of the face amount of the returned check or draft, whichever is greater. (19) _MANDATED CONDITIONS (a) The validity of this Agreement is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the Recipient in this Agreement, in 60 NIMM t:MUWbb U1 or a peno U U1 UU111Y Pldut:"U U�] LUU V or on the discriminatory vendor list. (g) Any Recipient which is not a local government or state agency, and which receives km k 0 0*4&-*-Km4ezlgb:-_ 2xi that it and its principals: 1 . are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a federal department or agency; 2. have not, within a five-year period preceding this proposal been convicted of ■ is W NU IUM MV VINJAM W I M 11IMINAI 9 MWIN UM11MOMM - -BrAMM provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INK)]. The Division shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division. (n) The Recipient is subject to Florida's Government in the Sunshine Law (Section 28&011, Fla. Stat.) with respect to the meetings of the Recipient's governing board ■. the meetings of any subcommittee making recommendations to the governing board. All of these meetings shall be publicly noticed, open to the public, and the minutes of all the meetings shall be public records, available to the public in accordance with Chapter 119, Fla. Stat. (o) All expenditures of state financial assistance shall be in compliance with the laws, f State funds includin but not limited to, the Referenc.A ■ 10 (23) ASSURANCES. The Recipient shall comply with any Statement of Assurances incorporated as Attachment J. Bv: Name and title: Date: FID# STATE OF FLORIDA Date: L i l�l�iiiiiiijill'I'l !1111!1 1jj1!!j111j!!1j1,1j1! 1!11 12 STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: subject to Section 215.97, Florida Statutes. State Project - State awarding agency: Division of Emergency Management Catalog of State Financial Assistance title: Emergency Management Programs Catalog of State Financial Assistance number: 31.063 $105,806.00 131! i i 011`1111011� I I I I Code. ffMJr=1V1L1Ub IU� 0105UTITTUB-M- -t-nhancing county emergency management plans and programs. Eligible recipients for these funds are limited to the 67 Florida counties. NOTE: Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes, require that the information about Federal Programs and State Projects included in Exhibit 1 be provide4 to the recipient. 13 Amount 'ItoWpn-4, 4t Aq" C* Allocated Salary and Benefits 59,806 Other Personal/Contractual FY 2014-2015 Emergency Management MONROE COUNTY Services (OPS) Preparedness and Assistance Grant Expenses Operating Capital Outlay (OCO) 46,000 Fixed Capital Outlay (FCO) 2 14 w NeSK monitoring■ ■ '..,.. and the applicant via e-mail and telephone. On -Site Monitoring are actual visits to the recipient agenci by a Division representative who examines records, procedures and equipment. i determined The Division may request additional monitoring/information if the activity, or lack thereof, generates questions from the region, the sponsoring agency or Division leadership. The method of gathering this information will be on case -by -case basis. Z.� UTCFT471ntaif[�3 Budget Narrative 'I, ir"I 21 r FY2014-2015 allowable costs are divided into the following categories: salary and benefits, other personal contractual services, expenses, operating capital outlay and fixed capital outlay are allowable. ..................... Salaries and Benefits are eligible for reimbursement under the EMPA Agreement. The Staffing Detail Worksheet must list the position for which reimbursement is requested. Eligible categories for reimbursement include, but are not limited to: • Regular Salary • Overtime • FICA • SS/Medicare • Retirement ® Life/Health Insurance • Leave Payout Accumulated sick/vacation time paid out within the Agreement period (this must be claimed during the Agreement period in which the payout occurred (regardless of which Agreements were in place at the time of accumulation) . ... ... ... ... ... ... ... ... ... ... . employee filling established positions. This includes but is not limited to, temporary employees, student or graduate assistants, fellowships, part time academic employment, board members, consultants, and other services. Consultant Services require a pre -approved Contract or purchase order by the Division. Copies of additional quotes should also be supplied when requesting pre -approval. These requests should be sent to the Contract Manager for the Division for review either via e-mail or U.S. Mail. The Division will respond within five (5) business days to requests for pre -approval unless additional information is needed from the county. If requested, the response date will begin when the additional information is received. If no response is received by the close of business on the 5 th business day, the contract or purchase order will be approved by default. Once approved, a copy of the Agreement must be sent to the Contract Manager within ten (10) days of execution. 16 M Expenses are defined as usual, ordinary, and incidental expenditures by an agency, including but not limited to, commodities and supplies of a consumable nature, current obligations and fixed charges. Expenditures defined as Operating or Fixed Capital Outlay should not be included in this category. &CIUL, i Il -p-a tiov skould reflect the am-*junt reauested ot tke Eynewses Detail of Claims formm MMEM • Utility (electric, water and sewage) and Telephone Bills (landlines, cellular, and satellite) ® Internet Service • Maintenance Agreements for equipment or services • General Office Supplies • Travel to/from meetings and conferences related to emergency management • Travel to training and/or exercises related to emergency management • Dues and Conference Travel as it relates to the Scope of Work • Equipment (that does not qualify as GOO or FCC?) • Software and upgrades • Publications and Training Materials • Postage • Apparel for identification of Emergency Management Staff in the field ® Fuel for Emergency Management vehicles • Food/Beverages for activations (must have Governor's Executive Order or a declared Local State of Emergency) INN` 1 -9 NN laa IN* .. log. NOWANT41, IN 11. NN I INNAN I I N • Computers, printers, copiers and fax machines • Radios, satellite telephones and other communications equipment • Furniture for Emergency Management Offices and Emergency Operation Centers • Shelving for storage of Emergency Management equipment • Vehicles for the Emergency Management Program (see note regarding vehicle purchases below) IN renovations to real property which materially extend its useful life or materially improve or change its functional use, and including operating capital outlay necessary to furnish and operate a new or improved facility. Eligible items include, but are not limited to: • Major repairs to the County Emergency Operations Center ® Central Heat/Air • Out buildings for storage of Emergency Management Equipme • Security Improvements (i.e. Cameras and equipment to operat • Generators and Installation I I aminis Too aminis one kr-.Aua %,UUf1L11-_bL to employ and maintain either a Full-time Director or Part-time Coordinator. Coyn�i*s mrwat-e4# Fs,2intEk a C&amt)�_�Xcjqy �.�GR2gq�%em *u4gaPftt�s 94Q-tJXe-,,*uAt #4 the previous year or the average of the previous three years' level of funding. If the county budget is reduced for any reason, a waiver must be requested no later than forty-five (45) days prior to the beginning of the county fiscal year. Rule 27P-1 9.011, F.A.C. further defines these requirements. E WrArMIHAAMI In addition, the County is to achieve the following emergency management deliverables throughout the contract period to ensure county compliance and coordination with the state emergency management. Items listed below are to be reviewed during the mid -year and end -of year progress report prepared in conjunction with the Division's Regional Coordinator to ensure county compliance. Any two deliverables in the series of 1 to 5 not completed will cause a 5% reduction in the overall amount of the reimbursement authorized in this agreement. Quarterly Financial report. 1. COORDINATION AND COLLABORATION - Utilizing the elements below, county emergency management agencies will have an ongoing process that provides for coordinated and collaborat input in the preparation, implementation, evaluation and revision of emergency management programs. A) Need to attend at least three and provide an agenda or a copy of the certificate to show participation in the following during this contract period (July 1, 2014 — June 30, 2015): • Quarterly Regional Coordination Meetings — submittal of agenda is NOT required • Current Issues in Emergency Management (CIEM) — submittal of certification is NOT required • Florida Governor's Hurricane Conference or National Hurricane Conference • Florida Emergency Preparedness Association Annual Meeting • Florida Emergency Preparedness Association Mid Year Work Session • Local Mitigation Strategy (LMS) Workshops • Professional Development Conferences & Training Z) Update and submit changes to the County Contact Form, to include County Ofticials annually or as changes occur. C) Hold at least one (1) Emergency Operations Center (EOC) concept of operations meeting to include Emergency Support Function (ESF) and community partners prior to the start of hurricant season. �510W]111 2. TRAINING AND EXERCISE - To ensure that each county emergency management agency maintains a comprehensive, all hazards training and exercise program to evaluate and test all aspects of the local emergency management system including activation of the county EOC, during this contract period (July 1, 2014 — June 30, 2015), the county shall: A) Participate in the annual Statewide Hurricane Exercise and submit the following within 90 days, This shall be uploaded to the Division's Sharepoint portal, https://portal.floridadisaster.org. One (1) Incident Action Plan (1AP) QR one (1) Situation Report (SITREP) with a roster of participants; and K ENESISEEM 1) Submit an After Action Report (AAR) and Corrective Action Plan (CAP) within 90 days for all exercises not conducted by the State. This shall be uploaded to the Division's Sharepoint portal, https://12ortaI.floridadisaster.oLq, 1 GEOGRAPHICAL INFORMATION - Emergency services data shall be developed, maintained, arTT updated in cooperation between counties and the Division. A data export will be created for each county and uploaded to the Division's Sharepoint portal, https://portal.floridadisaster.org.. Updates a corrections shall be provided to the Division's GeoSpatial Information Systems (GIS) section on o before April 15, 2015. This shall include: "I A) Location and attribute information of all fire rescue, law enforcement, public safety and emergency service stations shall be reviewed and updated as needed. B) Location and attribute information of other critical facilities as deemed necessary by the county Emergency Manager. Attribute information for spatial data requested shall include: facility name, facility type, physical address, and USNG coordinates OR Latitude/Longitude in decimal degrees (only one or the other is needed). NOTES: Instead of reviewing the spreadsheet, an export from a county CIS department may be submitted. Zipped shapefiles or geodatabases may be extracted from a county CIS system and uploaded to the Sharepoint portal. If a county maintains a CIS data download website, that URL may simply be provided. If counties have no changes in last submission, no update is necessary, but please provide feedback through the Sharepoint portal to indicate the data has been reviewed and no changes are required. Critical facility inventory spreadsheets provided will contain more facility types than are required to be reviewed and are provided as information to the counties. 4LOGISTICS - The County shall maintain a comprehensive resource management program that involves pre -disaster, systematic identification of resource requirements, shortfalls and inventories. Also, the county shall identify local resources to meet emergency needs, and develop local contracts for goods and services. The following shall be uploaded to the Division's Sharepoint portal, htpL./igortal.fioridad'isaster.org, no later than June 1, 2015. A) An updated county logistics strategy/plan that is consistent with guidance found in the County Logistics and Points of Distribution (POD) Standard Operating Guide (SOG) (CEMP 2355). The strategy/plan shall also include, but is not limited to the following: • County Government Emergency Fuel Strategy • Utilization of private business and industry in meeting emergency resource needs • List of local vendors, any Memorandum of Agreements and contracts that will provide resources in an emergency • Location, survey forms and attributes information for county logistical staging areas • Location and attribute information for Points of Distribution (POD) sites and Comfort Stations 611111111114 MINN 111111 11 1011,1111mil Islip, W 21 A. Recipient shall provide the Division with quarterly financial reports, mid -year and end -of -year summary progress reports prepared in conjunction with the Division's Regional Coordinator, and a final close-out report. Reporting Forms are located in Attachment K and can be found on the Division internet site. in the form of a check or ledger showing payment deduction. C. Quarterly financial reports are due to the Division no later than thirty days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close-out report. The ending dates for each quarter of this program year are September 30, December 31, March 31 and June 30. INIFE1091WIF W 1111.1 1111'1� � 11111 1111 11 1� !IIII IIII 111 111111,1911!1111111 11 !111111111111111 11111 . 11111"I MON N E. The Budget Form is to be completed and sent along with the County's signed agreements for execution. Along with the Budget Form the county needs to provide a copy of the current Emergency Management Local Budget (General Revenue). This is to ensure compliance with Rule 27P-1 9.011, Florida Administrative Code. F. In addition to the above, in order to ensure compliance with Rule 27P-19.01 1, Florida Administrative Code, historical budgetary information relating to the Recipient's Emergency Management Program is also required. This information shall be developed based on guidelines provided by the Department and shall be submitted to the Division no later than December 31, 2014. The Historical Information form must be prepared and signed by an official of the County's Finance Office. G. Ina format provided by the Division, a proposed staffing summary and the counties position descriptions shall be submitted to the Division not later than December 31, 2014. H. If all required reports prescribed above are not provided to the Division or are not completed in a manner acceptable to the Division, the Division may withhold further payments until they are completed or may take such other action as set forth in Paragraphs (10), (11) and (12) of this Agreement, and Rule 27P-1 9.014, Florida Administrative Code. "Acceptable to the Division" means that the work product was completed in accordance with generally accepted principles, guidelines and applicable law, and is consistent with the Scope of Work. 1. Mid -Year and End -of -Year summary progress reports are to be scheduled and reviewed by the Division's Regional Coordinator and submitted to the contract manager. 23 Program refutes 1. Chapter 252, Florida Statutes 2, Rule Chapters 27P-6, 27P-1 1, 27P-1 9 and 27P-20, Florida Administrative Code & 48 CFR, Part 31 The Division will cover the monthly cost of the satellite service provided to the counties (this includes one (1) license per county). The charge does not cover maintenance, repair, additional equipment and other services not part of the initial order for services. In particular, the service charge does not cover: "■2111MIMMM11 . . . . . eq1L, bAUT I db, WUr?M=dU LU, IdIMM: Ur,7777177,TM�ULMW pUvvt::l■ error, failure or malfunction of data communication equipment not provided to the Recipient y the Division under this Agreement, or from any cause other than intended and ordinary use. (b) Changes, modifications, or alterations in or to the equipment other than approved upgrades and configuration changes. (c) reinstallation, relocation, or removal of the equipment or any accessories, attachments or other devices. The Recipient shall be independently responsible for any and all charges not part of the initial service order. The Florida National Warning System (NAWAS)Department of Homeland Security wroduct that shall be monitored 24 hours a day/365 days a year. The U. S. Department of Homeland at. Additional equin connectiorih 2nd handsets are the responsibility of the Recipient. ........... Written approval from the Director of the Division must be obtained prior to the purchase of any motor vehicle with funds provided under this Agreement. In the absence of such approval, the Division ft L If, iiiili a W1 S■t 'C IN■ BE ■ a , ft5l' - MAN■A --- El (a) The recipient shall comply with applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. Wherever required by law or otherwise permitted, the Recipient shall utilize competitive procurement practices. (b) Allowable costs shall be determined in accordance with Office of Management and Budget Circular A-1 02 - Common Rule. (c) Recipient agrees to use any equipment purchased under the terms of this Agreement for the purpose for which it was intended. (d) Equipment purchased under the terms of this Agreement shall remain the property of the Recipient. The disposition of equipment shall be made in accordance with the Recipient's policies and procedures and applicable federal policies and procedures. (a) By its execution of this Agreement, the Recipient certifies that it is currently in full compliance with the Rule Chapters 27P-6, 27P-1 1, and 27P-1 9, Florida Administrative Code, Chapter 252, Florida Statutes, and appropriate administrative rules and regulations that guide the emergency management program and associated activities. (b) The Recipient certifies that funds received from the Emergency Management, Preparedness and Assistance Trust Fund (EMPA funds) will not be used to supplant existing funds, nor will funds from one program under the Trust Fund be used to match funds received from another program under the Trust Fund, The Recipient further certifies that EPA funds shall not be expended for 911 services, emergency medical services, law enforcement, criminal justice, fire service, public works or other services outside the emergency management responsibilities assigned to the Recipient's Emergency Management Agency, unless such expenditure enhances emergency management capabilities as expressly assigned in the local Comprehensive Emergency Management Plan (CEMP). (c) The Recipient certifies that it is a participant in the most current Statewide Mutual Aid Agreement (SMAA). (d) By its signature, the Recipient reaffirms its certification to employ and maintain a full-time Director consistent with Rule 27P-19.002(6), Florida Administrative Code. (a) As a further condition of receiving funding under this Agreement, following full or partial County Emergency Operation Center activation at a level equivalent to a State Emergency Operation Center level two (2) or above during the period of this Agreement, then the Recipient shall, within forty- five (45) days following the conclusion of the activation, evaluate the performance of all elements of the bcEd em*Neny-wTemgemr&,*fw"mm arrd 1pFsvida 2 wFA�s -�-cciqel WO?ko the Division. (b) Funds may not be used for items such as door prizes and gifts. Flyers and educational information to educate the public about the Emergency Management Program is allowable. M (c) Food and beverages may be purchased for Emergency Management personnel and other personnel g1ly if the Recipient's Emergency Operation Center or field command office is in an activated status and personnel receiving food/beverage are on duty at either of these locations. Purchases may be made only under (1) An Executive Order issued by the Governor or (2) a State of Emergency appropriately declared by local officials in response to an emergency event or threat. (d) Within 60 days of execution of this Agreement, the Recipient shall provide copies of any nel or updated ordinances in effect which expressly address emergency management, disaster preparedness, civil defense, disasters, and emergencies or otherwise govern the activation of the local emergency management program provided in s.252.38, Florida Statutes. 11 F-Mr.-rel JUSTIFICATION OF ADVANCE PAYMENT RECIPIENT: If you are requesting an advance, indicate same by checking the box below. [ ] ADVANCE REQUESTED Advance payment of $ is requested. Balance of payments will be made on a reimbursement basis. These funds are needed to pay staff, award benefits to clients, duplicate forms and purchase start-up supplies and equipment. We would not be able to operate the program without this advance. ESTIMATED EXPENSES BUDGET CATEGORY/LINE ITEMS 20-20 Anticipated Expenditures for First Three Months of (list applicable line items) Contract For examMI ADMINISTRATIVE COSTS (Include Secondary Administration.) For examp Is 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 contract term. Support 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 contract 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) 27 Financial Management Recipient's financial management system must include the following: (1) Accurate, current and complete disclosure of the financial results of this project or program (2) Records that identify the source and use of funds for all activities. These records shall contain information pertaining to grant awards, authorizations, obligations, uncoligated balances, assets, outlays, income and interest. (3) Effective control over and accountability for all funds, property and other assets. Recipient shall safeguard all assets and assure that they are used solely for authorized purposes. (4) Comparison of expenditures with budget amounts for each Request For Payment. Whenever appropriate, financial information should be related to performance and unit cost data. (5) Written procedures to determine whether costs are allowed and reasonable under the provisions of the applicable OMB cost principles and the terms and conditions of this Agreement. (6) Cost accounting records that are supported by backup documentation. Competition All ■ transactions shall be done in a manner to provide open and free competition. The 14 may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent co tract r ■ #A ....... ....... ...... and other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must ful in order for the bid or offer to be evaluated by the Recipient. Any and all ■ or offers may be rejected when it is in the Recipient's interest to do so. Codes of Conduct. The Recipient shall maintain written standards of conduct governing the performance of its employees officer, or anent shall �.�Ipate in w5,ppLMdd �y 2pA,2%*w* 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 financial or other interest in the firm selected for an award. The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. The standards of conduct shall provide for disciplinary actions to be applied for violations of the standards by officers, employees, or agents of the Recipient. IM Business Hours The Recipient shall have its offices open for business, with the entrance door open to the public, and at least one employee on site, from =04IMM. All subcontractors or employees hired by the Recipient shall have all current licenses and permits required for all of the particular work for which they are hired by the Recipient. M Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion (1) The prospective subcontractor of the Recipient, , certifies, submission of this document, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. I (2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective subcontractor shall attach an explanation to this form. By-, Signature Recipient's Name Name and Title DEM Contract Number IMINEIMM EM MEMMUMM In Attachment J Statement of Assurances The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies, guidelines and requirements, including OMB Circulars No. A-21, A-1 10, A-1 22, A-1 28, A-87; E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66, Common rule, that govern the application, acceptance and use of Federal funds for this federally -assisted project. Also the Applicant assures and certifies that: 1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (P.L. 91-646) which provides for fair and equitable treatment of persons displaced as a result of Federal and federally -assisted programs. 2. It will comply with provisions of Federal law which limit certain political activities of employees of a State or local unit of government whose principal employment is in connection with an activity financed in whole or in part by Federal grants. (5 USC 1501,et. seq.) 1 It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor Standards Act. MOM r Mains mulvaLPTER-7777117"77p those with whom they have family, business, or other ties, 5It will give the sponsoring agency or the Comptroller General, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the grant. 7, It will ensure that the facilities under its ownership, lease or supervision which shall be utilized in the accomplishment 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 communication froon tXe Sirector of tke EPA QJfice of Feder2l Activities indic2ting that a facility to be used I* tliw .r#ject under consideration for listing by the EPA. & It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975, approved December 31, 1976, Section 102(a) requires, on and after March 2, 1975, the purchase of flood insurance in communities where such �Tsvrdrc;6 acquisition purposes for use in any area that has been identified by the Secretary of the Department of Housing and Urban Development as an area having special flood hazards. The phrase "Federal financial assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or any other form of direct or indirect Federal assistance. 9It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 at seq.) by (a) consulting with the State Historic IF ,*reservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or eligible for incivsion in the National Xagister#f Historic ?�laces that are subject to a4verse effects (see 32 CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such prWarties—crni *tl4ahei-by the F&i&ra4rant*r agariey­�il *r gate adverse effects upon such properties. 10. It will comply, and assure the compliance of all its subgrantees and contractors, with the applicable provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, the Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act, as appropriate; the 13. 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 recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs. 14. It will provide an Equal Employment Opportunity Program if required to maintain one, where the application is for $500,000 or more. 15. It will comply with the provisions of the Coastal Barrier Resources Act (P.L. 97-348) dated October 19, 1982 (16 USC 3501 at seq.) which prohibits the expenditure of most new Federal funds within the units of the Coastal Barrier Resources System, 16. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug - Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620. 32 Attachment K Reporting Forms X EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT - BASE GRANT Quarterly Financial Report (Form 1): 1. These reports must be completed in full on a quarterly basis and be submitted no later than 30 days after the end of each quarter. QUARTERLY FINANCIAL REPORTS MUST BE SUBMITTED ON A QUARTERLY BASIS EVEN IF YOU ARE NOT CLAIMING ANY EXPENDITURES. Quarterly Financial Report (Form 1) and Detail of Claims (Form 2 and 3): 1. These forms are to be submitted quarterly. Complete Quarterly Financial Report by entering all information needed for reimbursement. 2. The Detail of Claims form must accompany the Quarterly Financial Report, 3, The Quarterly Financial Report form must be signed by the contract manager or someone with equal authority. 4. Claims are to be submitted to the following address: DIVISION OF EMERGENCY MANAGEMENT 2555 SHUMARD OAK BOLIEVARD TALLAHASSEE, FLORIDA 32399-2100 Attn: (Contract Manager's name) Budget -(Form 4): 1. The Budget Form is to show how the EMPA Base Grants will be matched at an amount either equal to the average of the previous three years' level of county general revenue funding of the County Emergency Management Agency or the level of funding for the County Emergency Management Agency for the last fiscal year, whichever figure is lower. 2, This form is to be completed and sent along with the signed agreements for execution. Required with this form the county needs to provide a copy of the current Emergency Management Local Budget (General Revenue). 1 This is to ensure compliance with Rule 27P-19.01 1, Match Requirements, Florida Administrative Code. Staffing Detail - (Form 5): 1. List ALL Emergency Management Agency staff, regardless of funding. Provide a total anticipated annual amount of Salaries and Benefits to be paid for each position. Provide the funding distribution (A) in each applicable column: local, state. federal, etc. Historical for Match - (Form 6): 1. AGREEMENT PERIOD 2013-2014 - This will consist of the last quarter of the county's fiscal year 2012-2013 and the first three quarters of the county's fiscal year 2013-2014 2, This information represents the county's general funds and all federal and/or state funds provided for the county's Emergency Management Program for Fiscal Year 2013-2014. Federal Funds requires a dollar for dollar non-federal match from county generated funds or other non- federal funds, 1 This information focuses only on the County Emergency Management Agency's annual costs; it should not include any disaster -related response or recovery costs. 4. Include any explanatory footnotes or narrative comments you feel relevant, particularly if you experienced any large, atypicalmon-recurring expenditures (e.g., construction of an EOC) that would spike your local spending in any given year. EXPENDITURE DEFINITIONS - This sample report should serve only as an example - Use actual data from your County's financial records 1. Includes the compensation for services that are directly related to the emergency management program by persons who are regular employees in established positions. Calculation should include any known overtime cost requirements and all salary related matching benefits such as social security, retirement and insurance contributions, etc, 2. Includes the compensation for services that are directly related to the program by an outside company or a person who is not a regular or full- time employee filling an established position. This shall include but not be limited to, temporary employees, student or graduate assistants, fellowships, part time academic employment, board members, consultants, and other services. 1 Includes the usual, ordinary, and incidental expenditures by an agency, including, but not limited to, commodities and supplies of a consumable nature. 4, Includes equipment, fixtures and other tangible personal property of a nonconsumable and nonexpendable nature that have a normal expected life of one year or more, 5, Includes real property (land, building including appurtenances, fixtures and fixed equipment, structures, etc.), including additions, replacements, major repairs, and renovations to real property which materially extend its useful life or materially improve or change its functional use, and including operating capital outlay necessary to furnish and operate a new or improved facility. Close Out Report - (Form Q: 1. Close Out Reports are due forty-five (45) days after the contract end date, 2. The agreement cannot be considered closed until the Close Out Report has been received. Grantees must maintain documentation of expenditures for a minimum period of five years following the close of projectmrogram operations unless audits require a longer period of time. Grantees should maintain a financial file with copies of back-up documentation for all paid projectiprogram expenditures made by the grantee during the grant period. Documentation of eMenditures a ainst the program will be reviewed and verified upon receipt,,by,,DEM staff. Acceptable documentation includes copies of purchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, journal transfers, etc. These documents should be submitted when requesting reimbursement. In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and attendance forms. A Staffing Detail Workshem is also required to identify positions being funded by the agreement. All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms. Claims not submitted on the groger form, cannot be processed and will be returned for corrections, Forms must be submitted with originalsignatures. NNE DIVISION OF EMERGENCY MANAGEMENT EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT - EMPA BASE GRANT QUARTERLY FINANCIAL REPORT Or 1 GRANTEE: Claim # County Name - Address: (Select the quarter of submission) QUARTERLY REPORTING DUE DATES ............................................................................. CUMULATIVE qRRENT TOTAL ALLOCATED CLAIM .... ....................................................... CUM.FUNDS EXPENDED ........................... Salary and Benefits 011 111101. ........ ............ ............................... ... F x enses . E ................. �3 1,100 "111111. 1 .............. ....................................................... ........... ........ ........................................................................................................................ TOTAL AMOUNT TO BE PAID ON THIS INVOICE $0.00 Signed: Grantee Contract Manager or Financial Officer Date QUARTERLY STATUS REPORT This information below is required EACH QUARTER. This information MUST be clearly linked to the project TIMELINE, DELIVERABLES AND SCOPE OF WORK. Regort event. grogress, delays, etc., that pertain to this project (i,e., incidents, activities, meetings, reporting training and /or exercisec-) ... . ........... (Attach additional p umuz * - .6 : I lUnexpended Funds I I kim m I. w r:3 0 619� U) Q q 0 C! *-j 0 4-1 4- r- -0 CO 4) U. 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Make checks payable to: e. I hereby certify that the above costs are true and valid costs Incurred In accordance with this Agreement. Mail To: Division of Emergency Management Signed 2555 Shumard Oak Boulevard Grantee Contract Manager or Financial Officer Tallahassee, Florida 32399-2100 Attn: (contract manager) Date STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT SALARY AND BENEFITS: The cash compensation for services rendered by a regular employee in an established position for a specific period of time. 2 OTHER PERSONALICONTRACTUAL SERVICES (OLSI: The compensation for services by a person who is not a regular or full-time employee filling an established position. This shall include but not be limited to, temporary employees, student or graduate assistants, fellowships, part time academic employment, board members, consultants, ani other services specifically budgeted by each agency in this category. EXPENSES: The usual, ordinary, and incidental expenditures by an agency, including, but not limited to, commodities and supplies of a consumable nature, current obligations, and fixed charges, and excluding expenditures classified as operating capital outlay. Payments to other funds or local, state, or federal agencies are included in this budget classification of expenditures. 4 OPERATING CAPITAL OUTLAY: Equipment, fixtures and other tangible personal property of a non -consumable nature and has a normal expected life of one year or more. 5 FIXED CAPITAL OUTLAY: Real property (land, buildings including appurtenances, fixtures and fixed equipment, structures, etc.), including additions, replacements, major repairs, and renovations to real property which materially extend its useful life or materially improve or change its functional use, and including operating capital outlay necessary to furnish and operate a new or improved facility.