Item C04BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:June 11,2014 Division: Emer envy Services
Bulk Item: Yes X No — Department:--imgwnc i� � event
Staff Contact Person/Phone # Jose Tezanox / 305-289-6325
AGENDA ITEM WORDING: Approval of an Emergency Management Performance Grant FY 15
Federally Funded Subgrant Agreement 15-FG- -11-54-01-111 in the amount of $66,349.00, fully grant
ftmded and no county match, and authorization for the County Administrator to execute any other
required documentation in relation to the application process.
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 BOARD 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: Approval. OMB please create a separate project number for
Federal Agreement to facilitate Finance Dept. project management.
TOTAL COST: None INDIRECT COST: — BUDGETED: Yes — No X-1
DIFFERENTIAL OF LOCAL PREFERENCE: NIA
COST TO COUNTY:_J --0.00 SOURCE OF FUNDS: Base Grant
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH— Year 66,349
APPROVED BY: County Atty]X:CrOM/pAsing reha Risk Manage —X—
DO
SIT MENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #—
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: State of Florida DEM Contract #15-FG-11-54-01-111
Effective Date: July 1, 2014
Expiration Date: June 30, 2015
Contract Purpose/Description:
Approval of an Emergency Management Performance Grant FYI Federally Funded
Sub rant Agreement in the amount of 66 349.00 fully grant funded and no county match
and authorization for the County Administrator to execute any other required documentation in
relation to the application process. OMB please create separate project number for federal
onion of Base Grant.
Contract Manager: Jose Tezanos 6325 14
(Name) (Ext.) (Department/Stop #�
for BOCC meeting on June 11, 2014 Agenda Deadline: May 27, 2014
CONTRACT COSTS
Total Dollar Value of Contract: $ 66,349.00 Current Year Portion: $ 66,349.00
Budgeted? Yes❑ No ® Account Codes: 13S 4Z - CAE 03 -
Grant: $ 66,349.00 - - -
County Match: $ 0 - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes Date Out
e In Needed ev r
Division Director Yes❑ No
Risk Management ; Yes[] No[
O.M.B./PurcWasing �� Yes❑ Nog
County Attorney "5I`t Yes❑ No i ' - �� i-o
Comments:
{FMB Fenn Revised 2/27/01 MCP #2
Contract Number: 15-FG- -11-54-01-111
FEDERALLY -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").
...............
the original of this Agreement.
(5) _RECORDKEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the
federal OMB Circular No. A-102, "Common Rule: Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments" (53 Federal Register 8034) or OMB Circular
No. A-1 10, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost
Principles for State, Local and Indian Tribal Governments," OMB Circular No. A-21, "Cost Principles for
Educational Institutions," or OMB Circular No. A-122, "Cost Principles for Non-profit Organizations."
(b) The Recipient shall retain sufficient records to show its compliance with the terms of
this Agreement, and the compliance of all subcontractors or consultants paid from funds under this
Agreement, for a period of five years from the date the audit report is issued, and shall allow the Division
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
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to determine compliance with the requirements and objectives of the Program
Budget and Scope of Work - Attachment A and B - and all other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to
be paid from funds provided under this Agreement, shall allow access to its records at reasonable times
to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during normal business
hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be
limited to, auditors retained by the Division.
(6) AUDIT RE ENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement.
(b) These records shall be available at reasonable times for inspection, review, or audit
by state personnel and other personnel authorized by the Division. "Reasonable" shall ordinarily mean
normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
(c) The Recipient shall provide the Division with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
(d) If the Recipient is a State or local government or a non-profit organization as defined
in DIMS Circular A-1 33, as revised, and in the event that the Recipient expends $500,000 or more in
Federal awards in its fiscal year, the Recipient must have a single or program -specific audit conducted in
accordance with the provisions of OMB Circular A-1 33, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement. In determining the Federal
awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including
Federal resources received from the Division. The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by Old B Circular A-1 33, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A-1 33, as revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fulfill the requirements for ausfitee responsibilities as provided in Subpart C of OMB Circular A-1 33,
as revised.
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB Circular A-1 33, as revised, is not required. In the
event that the Recipient expends less than $500,000 in Federal awards in its fiscal year and chooses to
have an audit conducted in accordance with the provisions of OMB Circular A-1 33, as revised, the cost of
the audit must be paid from non -Federal funds.
(a) Send copies of reporting packages for audits conducted in accordance with OMB
Circular A-1 33, as revised, and required by subparagraph (d) above, when required by Section .320 (d),
OMB Circular A-1 33, as revised, by or on behalf of the Recipient to,
The Division at the following address:
Division of Emergency Management
Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
OR
DEMSingle—Audit@em,myflorida.com
N
Send the Single Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by
submission online at
hftp:Hhary gter-census. oy/fac�/collect�tddeind�ex.ht�mI
And to any other Federal agencies and pass -through entities in accordance with Sections .320 (a) and (f),
OVID Circular A-1 33, as revised.
(ft Pursuant to Section .320 (f), OMB Circular A-1 33, as revised, the Recipient shall send
a copy of the reporting package described in Section .320 (c), OM B Circular A-1 33, as revised, and any
management letter issued by the auditor, to the Division at the following address:
Division of Emergency Management
Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
OR
DEMSingle—Audit@em.myflorida.com
(g) By the date due, send any reports, management letter, or other information required
to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A-1 33,
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, as applicable.
(h) Recipients should state the date that the reporting package was delivered to the
Recipient when submitting financial reporting packages to the Division for audits done in accordance with
OMB Circular A-1 33 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General,
(I) If the audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non-compliance.
0) The Recipient shall have all audits completed by an independent certified public
accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter 473,
Fla. The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
year,
(7) REPORTS
(a) The Recipient shall provide the Division with quarterly reports and a close-out report.
These reports shall include the current status and progress by the Recipient and all subrecipients and
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 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
manner acceptable to the Division, the Division may withhold further payments until they are completed or
may take other action as stated in Paragraph (11) REM EDI ES . "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.
ff) 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
Mj a pm*ded 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.
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
ioations or audits deemed necessa b thL
shall be construed as c nsent by a state agency or suumvisio
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 Recipient in this Agreement or any
previous agreement with the Division is or becomes false or misleading in any respect, or if the Recipient
fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous
2gr. fashion, or is unable orunwilliN 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 falls to cure this adverse change within thirty
days from the date written notice is sent by the Division.
11
.......... .........
low[&
0 Iga 10 a or a 7111111saLzu pul
termination. The Recipient will cancel as many outstanding obligations as possible. Costs incurred after
receipt of the termination notice will be disallowed. The Recipient shall not be relieved of liability to the
Division because of any breach of Agreement by the Recipient. The Division may, to the extent
authorized by law, withhold payments to the Recipient for the purpose 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: 850-413-9920
Fax: 850-488-7842
Email: jenen Lhelms@em.mj flohda.com
(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, Suite 150
Marathon, Florida 33050
Telephone- 305-289-6018
Fax:305-289-6333
Email: toner-irene@monroegSgnjy:fLgSv
(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 (1 3)(a) above.
(14) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the
unsigned subcontract must be forwarded to the Division for review and approval before it is executed by
the Recipient. The Recipient agrees to include in the subcontract that (I) the subcontractor is bound by
the terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and
regulations, and (III) the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the subcontractors 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.Q_ONDITIONS
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 event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
.1
Attachment A — Program Budget
Attachment B — Scope of Work
Attachment C — Budget Narrative Recordkeeping
Attachment D — Deliverables
Attachment E — Reports
Attachment F — Program Statutes, Regulations and Special Conditions
Attachment G — Justification of Advance Payment
Attachment H — Warranties and Representations
Attachment I — Certification Regarding Debarment
Attachment J — Statement of Assurances
Attachment K — Reporting Forms
(17) FUN DINGWONSI SEDATION
(a) This is a cost -reimbursement Agreement. The Recipient shall be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $66,349.00,
subject to the availability of funds.
(b) Any advance payment under this Agreement is subject to Section 216.181 (16),
Fla.Stat., and is contingent upon the Recipient's acceptance of the rights of the Division under Paragraph
(12)(b) of this Agreement. The amount which maybe advanced may not exceed the expected cash
needs of the Recipient within the first three (3) months of the contract term. For a federally funded
contract, any advance payment is also subject to federal OMB Circulars A-87, A-1 10, A-1 22 and the Cash
Management Improvement Act of 1990. 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 G. Attachment G will specify
the amount of advance payment needed and provide an explanation of the necessity for and 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.
(c) After the initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Recipient agrees to expend funds in accordance with the Program Budget and Scope of
Work, Attachment A and B of this Agreement.
(d) Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services. Invoices shall be accompanied by a statement
signed and dated by an authorized representative of the Recipient certifying that "all disbursements made
in accordance with conditions of the Division agreement and payment is due and has not been previously
requested for these amounts," The supporting documentation must comply with the documentation
requirements of applicable OMB Circular Cost Principles. The final invoice shall be submitted within sixty
(60) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the
submittal of quarterly invoices shall be submitted to the Division contract manager as part of the
Recipient's quarterly reporting as referenced in Paragraph 7 of this Agreement.
If the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or
under subparagraph (1 9)(h) of this Agreement, all obligations on the part of the Division to make any
further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty
days of receiving notice from the Division.
All funds received hereunder shall be placed in an account with a separate account code identifier
for tracking all deposits, expenditures and interest earned. Funds disbursed to the Recipient by the
Division that are not expended in implementing this program shall be returned to the Division, along with
any interest earned on all funds received under this Agreement, within ninety (90) days of the expiration
of the award Agreement.
H
The Recipient shall comply with all applicable procurement rules and regulations in securing
goods and services to implement the Scope of Work, Whenever required by law or otherwise permitted,
the Reent shall uze competitive procurement practices.
Allowable costs shall be determined in accordance with applicable Office of Management and
Budget Circulars, or, in the event no circular applies, by 48 CFR Part 31 CONTRACT COST
PRINCIPLES AND PROCEDURES.
Any requests received after July 31, 2015, at the discretion of the Division, may not be
reimbursed from this Agreement.
This agreement may be renewed, at the Division's sole discretion, for a period that may not
exceed three years or the term of the original Agreement, whichever period is longer, specifying the
renewed price and subject to the availability of funds. Pursuant to Section 287.057(13), Florida Statutes,
exceptional purchase contracts pursuant to Section 287.057(3)(a) and (c), may not be renewed.
Federal funds provided under this Agreement shall be matched by the Recipient dollar,
dollar from non-federal funds.
III MORRISROE III iiiiiiii ��I
monroe oun y mergency ROT2UUMUM
Aft: Jose Tezanos, Senior Planner
490 63rd Street, Suite 150
Marathon, Florida 33050
(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
any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials is incorporated by
reference. The inaccuracy of the submissions or any material changes shall, at the option of the Division
and with thirty days written notice to the Recipient, cause the termination of this Agreement and the
release of the Division from all its obligations to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of this Agreement.
M
(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) This Agreement may be executed in any number of counterparts, any one of which
may be taken as an original.
(a) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law
101 -33& 42 U.S.C. Section 12101 at sea. which on
U6, rohibits discrimination by public and private entities dWb U1 Y Varcrcwl'
services, and telecommunications.
(f]i Those who have been placed on the gonvicted vendor list following a conviction for a
public entity crime or on the dLiscrirninatoa 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 the
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 any public entity in
e-wuvwr%K 0-.-N 4r a peAo6e� �-Wto-kom g it"-d vendor list
or on the discriminatory vendor list.
(g) Any Recipient which is not a local government or state agency, and which receives
�=4s vrrOer *ft Agrawrry#e and belief,
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
4- r iii
■
■
ima. Iffigg it
M
■U ■
a
(a) If the Recipient has a pre-existing patent or copyright, the Recipient shall re
V'4
. . . . . . . . .•..........
tiffift Oxe-WALUVO
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
(23) AS
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment J.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
jz4*811:21:4
wei;90�1*
STATE OF FLORIDA
By:
Name and Title:
RIM
12
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
NOTE: If the resources awarded to the Recipient are from more than one Federal program, provide the
same information shown below for each Federal program and show total Federal resources awarded.
Federal Program -
Federal agency: U.S. Department of Homeland Security I Federal Emergency Management Agency
Catalog of Federal Domestic Assistance title and number: Emergency Management Performance Grant #
97,042
Award amount: $66,349.00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
Chapter 252, Florida Statutes
Rule Chapters 27P-6, 27P-1 1, and 27P-1 9, Florida Administrative Code
44 CFR, (Code of Federal Regulations) Part 13 (Common Rule)
44 CFR, Part 302
48 CFR, Part 31
OMB Circular A-21, A-1 02, A-1 10, A-122, A-128, A-87 and A-1 33
NOTE: If the resources awarded to the Recipient represent more than one Federal program, list
applicable compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows-
1 Recipient is to use funding to perform eligible activities as identified in the United States
Department of Homeland Security, Federal Emergency Management Agency, National
Preparedness Directorate, Fiscal Year 2014 Emergency Management Performance Grants
Program,
2. Recipient is subject to all administrative and financial requirements as set forth in this Agreement,
or will be in violation of the terms of the Agreement.
NOTE: Section .400(d) of OMB Circular A-1 33, 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 provided
to the Recipient.
is"
Fi Eme?gerey li4,2n2§erll Pseromr.Rnc�;-�2m�-�AT�mdswd
perform the following eligible activities as identified in the United States Department of Homeland
Security, Federal Emergency Management Agency, Fiscal Year 2014 Emergency Management
Performance Grants Program and programs that are consistent with Title 44, Code of Regulations
(CFR) Part 13, State Rule Chapter 27P-6, FloridaAdminist -ative Code and Chapter 252, Florida
Statutes
1.
Ill Will 11 Will ill ill lill Will ! Ill
MIMI
AMWnt
-4000
Coo—"
Allocated
Organizational Expenditures
66,349
FY 2014 — Emergency
Management Performance
MONROE COUNTY
Planning Expenditures
Grants Program
Training Expenditures
Exercise Expenditures
Equipment Expenditures
Management and Administration
Expenditures (5%)
ift
E
..........
emergency management. Items list d !R c ment D are to b rev ewea ouring Ine
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 I to 4 not completed will cause a
5% reduction in the overall amount of the reimbursement authorized in this agreement.
44c,Wflansavew. sfflw*.�Mis 07190711plut4r.- *� t on the
Quarterly Financial report.
By signing this Agreement the Recipient certifies that it will use the award to enhance its Emergency
Management Program.
Monitoring: Monitoring may be accomplished through either a desk -based review or on -site monitoring
visits, or both, Monitoring will involve the review and analysis of the financial, programmatic,
performance, compliance and administrative processes, policies, activities, and other attributes of each
county and will identify areas where technical assistance, corrective actions and other support may be
needed.
Rnckechr�ca6,cassistz?�W WiZ �i
ruiiew of
and the applicant via e-mail and telephone. On -Site Monitoring are actual visits to the recipient agencies
by a Division representative who examines records, procedures and equipment.
15
F-31 M-IrTITME
RM10-
exercise, equipment, and management and administration cost are allowable.
Per the Robert T Stafford Disaster Relief and Emergency Assistance Act, as amended, 42 U.S.C.
5121-5287, EM?e used for all-X2z2rds emerSexcy max2gene*t t-peratioso
staffing, and other day-to-day activities in support of emergency management. Proposed
staffing activities should be linked to accomplishing the projects and activities outlined in the EMPG
Program Work Plan.
Personnel costs, including salary, overtime, compensatory time off, and associated fringe benefits,
are allowable costs with FY 2014 EMPG Program funds, These costs must comply with 2 CFR Part
§225, Cost Principles for State, Local, and Indian Tribal Governments (Office of Management and
Budget [OMB] CircularA-87).
B. Planning
Planning spans across all five National Preparedness Goal (the Goal) mission areas and provides a
baseline for determining potential threats and hazards, required capabilities, required resources, and
establishes a framework for roles and responsibilities. Planning provides a methodical way to engage
the whole community in the development of a strategic, operational, and/or community -based
approach to preparedness.
FY 2014 EMPG Program funds may be used to develop or enhance upon emergency
management planning activities, some examples include:
Provide input for data collection in THIRA development
Development of an all -hazards mitigation plan based on identified risks and hazards
Emergency Management/Operation Plans
Maintain/enhance current local County Emergency Management Plan (CEMP)
Modifying existing incident management and emergency operations plans
Developing/enhancing large-scale and catastrophic event incident plans
Communications Plans
Developing and updating Statewide Communication Interoperability Plans
Developing and updating Tactical Interoperafflity Communications Plans
Continuity/Administrative Plans
Developing/enhancing Continuity of Operation (COOP)/Continuity of Government (COG) plans
rh
Developing/enhancing financial and administrative procedures for use before, during, and after
disaster events in support of a comprehensive emergency management program
Whole Community engagement/planning
Developing/enhancing emergency operations plans to integrate citizen/volunteer and other non-
governmental organization resources and participation
Engaging the "Whole Community" in security and emergency management is critical to achieving
the NPG
Public education and awareness on emergency management and preparedness
Planning to foster public -private sector partnerships
Development or enhancement of mutual aid agreements/corn pacts, including required
membership in EMAC
Resource management planning
Developing/enhancing logistics and resource management plans
Developinglenhancing volunteer and/or donations management plans
• Acquisition of critical emergency supplies defined as: shelf stable food products, Water, and/or
basic medical supplies. Acquisition of critical emergency supplies requires each State to have
FEMA's approval of a viable inventory management plan; an effective distribution strategy;
sustainment costs for such an effort; and logistics expertise to avoid situations where funds or --
wasted because supplies are rendered ineffective due to lack of planning.
• Supply preparation
Evacuation planning
Developing/enhancing evacuation plans, including plans for: alerts/warning, crisis
communications, pre -positioning of equipment for areas potentially impacted by mass
evacuations sheltering, and re-entry,
,*re -disaster and post -disaster Recovery planning
Pre -event response/recovery/mitigation plans in coordination with State, local, and tribal
governments
Developing/enhancing other response and recovery plans
Develop recovery plans and preparedness programs consistent with the principles and guidance
in the NDRF that will provide the foundation for recovery programs and whole -community
partnerships. Preparedness and pre -disaster planning was given special attention within the
NDRF with specific guidance: Planning for a Successful Disaster Recovery (pages 63-70). For
more information on the NDRF see ligg.-Ilwony. ■rovAlghmecovervfrarnework/rickt. got.
F/ERO Credentialing and Validation:
Working group meetings and conferences relating to emergency responder creftentialing and
validation
Compiling data to enter into an emergency responder repository
Coordinating with other State, local, territorial, and tribal partners to ensure interoperability among
existing and planned credentialing and validation systems and equipment
Planning to incorporate emergency responder identity and credential validation into training and
exercises.
MI�M
M
FY 2014 EMPG Program funds may be used for a range of emergency management -related training
activities to enhance the capabilities of local emergency management personnel through the
establishment, support, conduct, and attendance of training. Training activities should align to a
current, Multi -Year TEP developed through an annual TEPW. Training should foster the development
of a community oriented approach to emergency management that emphasizes engagement at the
community level, strengthens best practices, and provides a path toward building sustainable
resilience.
Each EMPG Program funded position is R to complete the following training(s)
during this contract period or show proof (certificate) that each training has been completed.
These training requirements are also outlined in Attachment D, #2.
IS 100 — Introduction to Incident Command System
IS 200 — ICE for Single Resources and Initial Action Incidents
IS 700 — National Incident Management Systems (NIMS)
IS 800 — National Response Framework
EMPG Program funds used for training should support the nationwide implementation of NIMS. The
NIMS Training Program establishes a national curriculum for NINE and provides information on NIMS
courses; grantees are encouraged to place emphasis on the core competencies as defined in the
NIMS Training Program. The NIMS Training Program can be found at
hffp.-_11Www.ferns 2damar cTiro rant
_ov/ Sny1nims1nime training rg.pm.
gM _ _
The NIMS Guideline for Credentialing of Personnel provides guidance on the national credentialing
standards. The NIMS Guidelines for Credenfialing can be found at
ligg.-Ilonvot.ferns .goUg dfleme[genoldnintsInims cred guidelines redortAdf
To ensure the professional development of the emergency management workforce, the grantee must
ensure a routine capabilities assessment is accomplished and a multi -year training plan is developed
and implemented.
Additional types of training include, but are not limited to, the following:
Developing/enhancing systems to monitor training programs
Conducting all hazards emergency management training
Attending Emergency Management Institute (EMI) training or delivering EMI train -the -trainer
courses
Attending other FEMA-approved emergency management traini
Mass evacuation training at local, State, and tribal levels I
Allowable training -related costs include the following:
Funds Used to Develop, Deliver, and Evaluate Training. Includes costs related to
administering the training: planning, scheduling, facilities, materials and supplies, reproduction of
materials, and equipment. Training should provide the opportunity to demonstrate and validate
skills learned, as well as to identify any gaps in these skills. Any training or training gaps,
including those for children and individuals with disabilities or access and functional needs,
should be identified in the AAR/IP and addressed in the training cycle.
Overtime and Backfill. The entire amount of overtime costs, including payments related to
backfilling personnel, which are the direct result of attendance at PIERIA and/or approved training
courses and programs are allowable, These costs are allowed only to the extent the payment for
such services is in accordance with the policies of the State or unips) of local government and
Wj
exercises in a 12 month period. One real world event can count towards meeting this
requirement. (see Attachment D, #2)
...... ......
..... . . . . . . .
......... .......
M
• Supplies. Supplies are items that are expended or consumed during the course of the planning
and conduct of the exercise activities (e.g., gloves, non -sterile masks, and disposable protective
equipment)
• Implementation of HSEEP. This refers to costs related to developing and maintaining a self-
sustaining State HSEEP which is modeled after the national HSEEP
Other Items. These costs are limited to items consumed in direct support of exercise activities
such as the rental of space/locations for planning and conducting an exercise, rental of
equipment, and the procurement of other essential nondurable goods. Grantees are encouraged
to use free public space/locations, whenever available, prior to the rental of space/locations.
Costs associated with inclusive practices and the provision of reasonable accommodations and
modifications that facilitate full access for children and adults with disabilities.
Unauthorized exercise -related costs include:
Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g.,
construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances). The
only vehicle costs that are reimbursable are fuel/gasoline or mileage.
• Equipment that is purchased for permanent installation and/or use, beyond the scope of exercise
conduct (e.g., electronic messaging signs)
• Durable and non -durable goods purchased for installation and/or use beyond the scope of
exercise conduct
E. Equipment
Allowable equipment categories for the EMPG Program are listed on the web -based version of the
Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB), which is sponsored by
FEMA at http.lAvww.ilis.dhs.govlknowledgebase, Unless otherwise stated, equipment must meet all
mandatory regulatory and/or FEMA-adopted standards to be eligible for purchase using these funds.
In addition, counties will be responsible for obtaining and maintaining all necessary certifications and
licenses for the requested equipment.
The select allowable equipment includes equipment from the following AEL categories:
Information Technology (Category 4)
Cyber-Security Enhancement Equipment (Category 5)
Interoperable Communications Equipment (Category 6)
Detection Equipment (Category 7)
Power Equipment (Category 10)
Chemical, Biological, Radiological, Nuclear, and Explosive (CBRNE) Reference Materials
(Category 11)
CBRNE Incident Response Vehicles (Category 12)
Physical Security Enhancement Equipment (Category 14)
CBRNE Logistical Support Equipment (Category 19)
Other Authorized Equipment (Category 21)
In addition to the above, general purpose vehicles (such as sports utility vehicles) are allowed to be
procured in order to carry out the responsibilities of the EMPG Program. If State agencies and/or local
governments have questions concerning the eligibility of equipment not specifically addressed in the
AEL, they should contact their contract manager who will coordinate with the FEMA Regional
Program Analyst for clarification.
21
M&A activities are those defined as directly relating to the management and administration of EMPG
Program funds, such as financial management and monitoring. It should be noted that salaries of
State and local emergency managers are not typically categorized as M&A, unless the State or local
EMA chooses to assign personnel to specific M&A activities.
Recipients must comply with all applicable EHP laws, regulations, and Executive Orders (EOs) in
order to draw down their FY 2014 EMPG Program grant funds. Any project with the potential to
impact natural resources or historic properties cannot be initiated until FEMA has completed the
required FEMA EHP review. Recipients that implement projects prior to receiving EHP approval from
FEMA risk de -obligation of funds. For these types of projects, Recipients must complete the FEMA
EHP Screening Form (OMB Number 1660-0115/FEMA Form 024-0-01) and submit it, with all
supporting documentation to their Contract Manager. Recipients should submit the FEMA EHP
Screening Form for each project as soon as possible upon receiving their grant award. The Screening
Form must be submitted prior to funds being expended. Refer to IBs 329, 345, and 356.
EHP Policy Guidance can be found in FP 108-023-1, Environmental Planning and Historic
Preservation Policy Guidance, at http.-Ilwww.fema.govlmedia-librarylassetsldocumentsl85376.
The following types of EMPG projects are to be submitted to FEMA for compliance review under EHP
laws and requirements prior to initiation of the project:
• Any involvement with the installation of equipment,
® Ground -disturbing activities,
® New construction (installation and renovation), including communication towers, or
modification/renovation of existing buildings or structures
• Proposed construction or renovation projects that are part of larger projects funded from a
non-FEMA source (such as an BOO that is part of a larger proposed public safety complex)
® Renovation of and modification to buildings and structures that are 50 years old or older
® Any other construction or renovation efforts that change or expand the footprint of a facility
or structure including security enhancements to improve perimeter security
® Physical Security Enhancements, including but not limited to:
Lighting
Fencing
Closed-circuit television (CCTV) systems
• Motion detection systems
• Barriers, doors, gates and related security enhancements
• Field based training and exercises including activities that involve ground disturbance, use
of explosives, toxic agents or otherwise have the potential to cause impact to the
environment or historical resources. This is only a requirement if the exercise or field
training is not being conducted by a certified professional or at an existing facility with
established procedures.
• Communication tower projects
The following activities do not require the submission of the FEMA EHP Screening Form: planning
and development of policies or processes; management and administration; classroom -based
IN
training; table top exercises and functional exercises; and, acquisition of mobile and portable
equipment (no installation).
the environment, including protection against natural disasters. To comply with NEPA for its grant-
supFoilted activites, DHG-feAw-�rea4he &f--'*x,6tucti",*aKts Omgt-caX9iA
construction projects as specified by the component and awarding office) to be reviewed and
evaluated before final action on the application.
For more information on FEMA's EHP requirements, see Informational Bulletins below"
• Information Bulletin 329, Environmental Planning and Historic Preservation Requirements for
Grants, available at hftp://www.feMg.gov/pdf/governm@Dti rant/builetins/info329.2df,,
• Information Bulletin 345, Programmatic Environmental Assessment, available at
hftg://www.fema.gov/pd overnment/grantibulletingtbfg24§,2ff; and
• Information Bulletin 356, EHP Screening Form, available at
kltko://www,fe ma.aov/t)df/-qovemmen—tlqr-an-t/-b-ul-ltf-in--sLin-f-Q3-5-6-P-d-f
23
The use of FEMA preparedness grant funds for maintenance contracts, warranties, repair or
r--g12;;%M%A rant awards,
unless otherwise noted.
EMPG Program grant funds are intended to support the Goal and fund activities and projects that
build and sustain the capabilities necessary to prevent, protect against, mitigate the effects of,
ji�����hose threats that pose the greatest risk to the secud .. of the Nation. In
order to provide grantees the ability to meet this objective, the policy set forth in GPD's I B 379
be in 1�
MMW4) MMMACWww", I
direct support of existing capabilities; (2) must be an otherwise allowable expenditure under the
applicable grant program; (3) be tied to one of the core capabilities in the five mission areas
contained within the National preparedness Goal, and (4) shareable through the Emergency
Management Assistance Compact. Additionally, eligible costs must also be in support of equipment,
training, and critical resources that have previously been purchased with either Federal grant or any
other source of funding other than DHS/FEMA preparedness grant program dollars.
Expenditures for weapons systems and ammunition
• Costs to support the hiring of sworn public safety officers for the purposes of fulfilling traditional.
public safety duties or to supplant traditional public safety positions and responsibilities
• Activities unrelated to the completion and implementation of the EMPG Program
in general, recipients snout consm L I it licit UU1 111111 —c ... ...
Regional Program Analyst prior to making any Investment that does not clearly meet the allowable
expense criteria established in this Guidance.
we
r MMUMM
The objective of this funding is to assist in providing operating support for the areas outlined in
Attachment B and C to maintain a county emergency management program. The objective is to
coverage) daily response to county emergencies. The minimum acceptable standard for payment
is a twelve month 24-7 operation. Emergency Management operation below the minimum
standard will result in a prorated reduction in payment.
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 I to 4 not completed will cause a 5%
reduction in the overall amount of the reimbursement authorized in this agreement.
syppitertirvs Vne th"-*,250
Quarterly Financial report.
COORDINATION ,AND COLLABORATION - Utilizing the below elements, county emergency
management agencies will have an ongoing process that provides for coordinated and
collaborated input in the preparation, implementation, evaluation and revision of emergency
management programs.
Recipient will need to attend at least the Regional Training and Exercise Planning (TEP)
Workshop 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):
2. TRAINING AND EXERCISE - To ensure that each county emergency management agency is i
compliance with EMPG Guidance, each EMPG,,funded p during this contract period (J
1, 2014 — June 30, 2015) shall provide the following items. This shall be uploaded to the
Division's Sharepoint portal, hftps://portal.floridadisaster.o
Participate in no less than three (3) exercises within the 12 month Agreement period
Submit an After Action Report (AAR) for each exercise conducted by the Recipient and/or
provide sufficient exercise documentationsign in sheet, cercate, etc.) for participati
in each exercise not conducted by the Recipient
Complete: IS 100, 200, 700 and 800 1
3. Ngtional Incident Management System INIMS) - Due to the NIMSCAST system being
terminated the Recipient will be required to complete a NIMS survey and provide the NIMS
implementation status of your jurisdiction before December 1st. This survey, upon receipt, is
designed to provide a self -assessment instrument to evaluate and report on your jurisdiction's
implementation of the National Incident Management System (NIMS).
rewuira* Wilevelon a MYTEP
. ... ... ... ... ... ... ... ... ... ... ..
11
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.
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.
D. The Staffing Detail and Exercise Detail Form (Form 3) is due every quarter with your
quarterly financial report (for EMPG funded employees only). This is to identify all EMPG
funded employees, the required training completed and the required amount of exercises
during the agreement period by those employees.
WN
ftpsi-cs �n&aftewi alo 2p,—,F,*t W-Fov44ie ta-«a *visi" or Pr"*Lc*x-xPAete-d_i-*-B
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, "Acceptable to the Division" means that the work product was completed in
consistent
with the Scope of Work.
G. 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.
27
1) 53 Federal Register 8034
2) 31 U.S.C. § 1352
3) Chapter 473, Florida Statutes
4) Chapter 215, Florida Statutes
5) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements
28 CFR Part 66, Common rule
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975
8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470),
Executive Order 11593
9) Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 at seg.)
10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968,
11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
12) 28 OFF: applicable to grants and cooperative agreements
13) Omnibus Crime Control and Safe Streets Act of 1968, as amended,
14) 42 USC 3789(d), or Victims of Crime Act (as appropriate);
15) Title V1 of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended;
17) Subtitle A, Title 11 of the Americans with Disabilities Act (ADA) (1990);
18) Title IS of the Education Amendments of 1972;
19) Age Discrimination Act of 1975; Department of Justice Non -Discrimination Regulations,
20) 28 CFR Part 42, Subparts C,D,E, and G
21) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39
22) Chapter 252, Florida Statutes
23) Rule Chapters 27P-6, 27P-1 1, and 27P-1 9, Florida Administrative Code
24) 44 CFR, (Code of Federal Regulations) Part 13 (Common Rule)
25) 44 CFR, Part 302
26) 48 CFR, Part 31
27) OMB Circular A-21, A-1 02, A-1 10, A-1 22, A-1 28, A-87 and A-1 33
Special Conditions
1 The Recipient shall comply with the most recent version of the Administrative Requirements, Cost
Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to
Department of Homeland Security grants are listed below:
A. Administrative Requirements
44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments
Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations (OMB
Circular A-1 10)
IM
B. Cost Principles
2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB
Circular A-87)
ON!", I'l 11111 will 111111111 � 111111111111 1111111111 111111 ill ill, 1� �"I ill .1
Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and
Procedures, Contracts with Commercial Organizations
C. Audit Requirements
0 OMB Circular A-1 33, Audits of States, Local Governments, and Non -Profit Organizations
2. Recipient understands and agrees that it cannot use any federal funds, either directly or
indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or
policy, at any level of government, without the express prior written approval of PENA.
3. The recipient agrees that all allocations and uses of funds under this grant will be in accordance
with the FY 2014 Emergency Management Performance Grants Funding Opportunity
Announcement.
4. The recipient shall not undertake any project having the potential to impact Environmental or
Historical Preservation (EH P) resources without the prior approval of FEMA, including but not
limited to communications towers, physical security enhancements involving ground disturbance,
new construction, and modifications to buildings, structures and objects that are 50 years old or
older, and purchase and use of sonar equipment. Recipient must comply with all conditions
placed on the project as the result of the EHP review. Any change to the approved project scope
of work will require re-evaluation for compliance with these EHP requirements. If ground
disturbing activities occur during project implementation, the recipient must ensure monitoring of
ground disturbance, and if any potential archeological resources are discovered, the recipient will
immediately cease construction in that area and notify FEMA and the appropriate State Historic
Preservation Office. Any construction activities that have been initiated without the necessary
EHP review and approval will result in a non-compliance finding and will not be eligible for FEMA
funding.
In
JUSTIFICATION OF ADVANCE PAYMENT
RECEPIENT:
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,
If you are requesting an advance, complete the following chart and line item justification below.
BUDGET CATEGORY/LINE ITEMS
(list applicable line items)
EkLuimRk
ADMINISTRATIVE COSTS
(Include Secondary Administration.)
For exanalke
PROGRAM EXPENSES
TOTAL EXPENSES
20-20 Anticipated Expenditures for First Three Months of
Contract
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 Sidelines, 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)
In
I
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, unoffilgated
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 procurement transactions shall be done in a manner to provide open and free competition. The
Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors that
may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor
performance and eliminate unfair competitive advantage, contractors that develop or draft specifications,
requirements, statements of work, invitations for bids and/or requests for proposals shall be excluded
from competing for such procurements. Awards shall be made to the bidder or offeror whose bid or offer
is responsive to the solicitation and is most advantageous to the Recipient, considering the price, quality
and other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill
in order for the bid or offer to be evaluated by the Recipient. Any and all bids or offers may be rejected
when it is in the Recipients interest to do so.
Codes of.
The Recipient shall maintain written standards of conduct governing the performance of its employees
racts, No am loies, officer, or scent shall Darticipate in
u 4W bVIOLUalut s, dw U77M
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
31
kx, ft�narT ac"WaK* *a ax0i&4 *6�oWli*roa- ok'he otR;sdor*Q kY Wscerls,
employees, or agents of the Recipient.
T SA I ,
4"Wice&4"W ic andol
least one employee on site, from
All sw�osntract*rs or emF.loyees hirei ky tM R*G-'.�ieAt sh2ll k2Ve 211 curreAt licexseS 2*d peroft
required for all of the particular work for which they are hired by the Recipient.
3 2
F-TMTUlT=
Certification Regarding
Debannent, Suspension, Ineligibility
And Voluntary Exclusion
(1) The prospective subcontractor of the Recipient, , certifies, by
submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
Recipient's Name
Name and Title DEM Contract Number
Street Address Project Number
181MMEMM
Date
33
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-122, A-128, 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.
Z 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. seg.)
3. It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor
Standards Act.
4. It 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, particularly
those with whom they have family, business, or other ties.
5. It will give the sponsoring agency or the Comptroller General, through any authorized representative,
access to and the right to examine all records, books, papers, or documents related to the grant.
& It will comply with all requirements imposed by the Federal sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements.
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
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.
8. 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
insurance is available as a condition for the receipt of any Federal financial assistance for construction or
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.
9. It 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 seg.) by (a) consulting with the State Historic
Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or
afigible fm-4miusi-t-T�mr-ft Natianal Regis*r *f 1H49t*4aPIacoG41k2t 2;s-etlb�s�o 9dvetsP_,_zXec1s4see_16
CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such
prm "as ant 4-y;tki *y ancy to avoid
or mitigate 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
of-Jua4ce R-*gFa,Ar& P,,�_-iccial
Grants, M71 00.1; and all other applicable Federal laws, orders, circulars, or regulations.
Emig M.
jo "jWjWgL*U*
Incivaing Part 10, P%Uffll wk all menen ryQueF*ry
22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence
Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Programs a
Activities; Part 42, Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Policy Act; Part 63, Floodplain Management
and Wetiand Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Omnibus Crime Control ana caTe btreets 966, as amenueu, 42 X=MVrUT7Urr=T7
Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the ... with Disabilities Act (ADA)
(11990); Title IS of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of
Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of
Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
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.
35
Attachment K
Reporting Forms
DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM - BASE GRANT
These reports miggIg completed in full an a quarterly basis and be submitted no later than 30 days after the and of each quarter.
QUARTERLY FINANCIAL REPORTS MUST BE SUBMITTED ON A QUARTERLY BASIS EVEN IF YOU ARE NOT CLAIMING ANY
EXPENDITURES.
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 MyAaccompany the Quarterly Financial Report.
& The Quarterly Financial Report form must be signed by the contract manager or someone vain equal authority.
4. Claims are to be submitted to the following address:
MEMMEM
Staffing Detail and Exercise Detail Form is due every quarter with your quarterly financial report. This is b identify all EIvPG funded
employees, the required training completed by those employees and the required amount of exerdses that the EMPG funded employee has to
participate in each quarter.
2014 EMPG - FUNDING OPPORTUNITY ANNOUNCEMENT (FDA)
2. All EMPG funded personnel shall participate in three exercises of any type (e.g. Drills, Tabletop Examises, Functional), within a 12-month perrod.
Please note that response to any real -world events within a 12-month period may fulfill a single, quarterly exercise requirement.
3, Target Training and Verify Capability of Personnel. Training activities supported with EMPG Program funds should strategically align to the NPG
core capabilities identified in the Multi -Year TER To ensure the development of a professional emergency management workforce all EMPG
Program funded personnel shall complete the following training requirements and record proof of completion.
NIMS Training: IS 100; IS 200; IS 700; and IS 800. Previous versions of the IS courses meet the NIMS training requirement. A complete list of
Independent Study Program Courses may be found at hftp://training.fema.gov/is,
1 Close Out Reports are due forty-five (45) days after the contract end date.
2The agreement cannot be considered closed until the Close Out Report has been received.
1 , Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program operations
unless audits require a longer period of time.
2, Grantees should maintain a financial file with copies of back-up documentation for all paid project/program expenditures made by the grantee
during the grant period. QlfigXnaniq Denditures aaainlgLth9_XCGrgmWII Oft Bivillivabi,-and ft ugign yficeiat 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.
3. 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 Worksheet is also required to identify positions being funded by the agreement,
4. All claims for reimbursement of expenditures must be submitted on the approved DEN Quarterly Financial J Reporting forms. Claims not submitted
nggifir fgrm, gonot be orogessed ;gXI will go ISSOSid- g2rgaQ _ _iN
Aing. Farm inal 'i �nar
2 A
01plil. 17T13T M.T.-JER 11 "N. .012iff RIRIE
owl
W V11I
WE
DIVISION OF EMERGENCY MANAGEMENT
MANAGEMENT PERFORMANCE GRANT - EMPG BASE GRANT
QUARTERLY FINANCIAL REPORT
FORM I
Claim #
ffigffi���
TOTAL AMOUNT TO BE PAID ON THIS INVOICE $0.00 -1
L�=-
33MEM
IN=
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.
Report event, progress, delays, etc., that pertain to this project (i.e., incidents, activities, meetings, reporting training and /or exercises)
............. ...................................
... ... ... .
...............
�Attach additional eaqe�s� if,needed.)
MAE
Total EMPG (Federao_Amount
�Prior a ments
This Pav ent
!Unexpended Funds
0
as
'E
z
U) x
a U)
(D
Lu
To
Cc
0 6 C-4
j�
0
L
X •E
0 o
LL
0-
U,
c: — c:
Lu
LU
1! 1! 1
cr
0: 17
CL
—0
te c
F-
z
aIn
ui
ui
<
z
QT
C)
z
ui
(D
of
LU
5E
LU
I
18
I
M
0
E
E
z
z
A
C
to
IL
cc
re
F
46
CO)
w
V
c
cc
E
.c
O
I
m
0
m
6n
rA
w
(x
40.
En
Cd
cn
ti
I
CL
E
co
0
0
Z-
cn
0
E 0
8
r-
CN
z
CL
E
w
(D
�F-
U)
m
4) t--
en [2
m
Co 0)
0,9
CL
LULu
Lu
W >% EE
M
co
<
0 LLI eV
* .2
x -0
2.2
CL0
CL
<
0
U)
0
IL
E
m
z
C: 0
U) _0
Ica
MG IV
10
Z a
r
Lo
z
0 E 16 E E
2 '&,2 .2
00 E 0 0
o 0 0
W's L) S s
6 r �4 6 -4
p
I
IM
c
I
(D
CL
2
'a CD
A -
Ai
uj
'a
x
E 0) LU 0
O
0
2656 Shumard Oak Boulevard
Tallahassee, Florida
...
. i
.:...�
. .. :..:.. ..: • : CLOSE-OUT
.. .y!..
FORM 4
Kds € * a : d � . € : k.. Ik #' € _'" - N.' i : ' ; is i. a l2'ue**2n_f*€ : R ..:, #:._...ni_
the Agreement.
City and State
l-greement
Amount
Agreement Period
Payments Received Under this oreement
(Include any advanced funds and final requested paym ent)
Date Amount
1
2
3
4
6
6
$0.aa
Minus Total Payments
{including final requested funds — Line 7}
Unspent balance
r IBM "T.110.1111 Will
OTHER NON-FEDERAL
W +.■
it s • t
Refund and/or final interest checks are due no later than ninety (90) days after the expiration of the Agreement.
-'Asks checks payable Do
a yi
2665 i€ Oak Boulevard
Florida00
manager)man: (contract
I hereby certify that the above costs are true and valid costs incurred In
accordance with this Agreement.
Date