Item G13BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
November 20, 2013
Division: Emergency
Services
Bulk Item: Yes
X No _
Department: Emergency
Management
Staff Contact /Phone #: Jose Tezanos /305- 289 -6325
AGENDA ITEM WORDING: Approval of a Florida Division of Emergency Management (FDEM)
Federally- Funded Subgrant Agreement for delivery of Emergency Management All- Hazard Planning
in the amount of $18,815.00, no county match required; and authorization for the County
Administrator to execute any other required documentation in relation to the application process.
ITEM BACKGROUND: In accordance with the provisions of Federal Fiscal Year 2013 Homeland
Security Grant Program (SHSGP), FDEM has provided Monroe County a Subgrant Agreement
contract number 14DS- L5- 11 -54 -01 which outlines conditions to provide planning in compliance with
program guidance.
PREVIOUS RELEVANT BOCC ACTION: None
CONTRACT /AGREEMENT CHANGES: None
STAFF RECOMMENDATIONS: Approval. A revenue cost center is requested of OMB.
TOTAL COST: $18,815.00 INDIRECT COST: BUDGETED: Yes No X
1 "I pwv1 1 ,
BUM
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year
APPROVED BY: County Atty ' OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
1 '1 l
1ROM4 /LEI']
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: State of Florida DEM
Contract # 14DS
Effective Date:
Expiration Date:
L5- 11 -54 -01
November 20, 2013
May 31, 2015
Contract Purpose/Description:
Florida Division of Emergency Management (FDEM) Federally- Funded Subgrant
Agreement for delivery of Emergency Management All- Hazard Planning in the amount
of $18,815.00, no county match required.
Contract Manager: Jose Tezanos
(Name)
for BOCC meeting on Nov. 20, 2013
6325 14
(Ext.) (Department/Stop #)
Deadline: Nov. 5, 2013
CONTRACT COSTS
Total Dollar Value of Contract: $ 18,815.00 Current Year Portion: $ 18,815.00
Budgeted? Yes❑ No ® Account Codes: GE- - - -
Grant: $ 18,815.00 - - - -
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
Division Director
Date In
.
Needed 2 ev' e
Yes❑ No �.
Risk Management
V. ,
-"Yes❑ No F.
O.M.B./Purchasing
Yes❑ No
J
County Attorney
Yes❑ N
Comments:
WNW111,
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
Emergency Management, (hereinafter referred to as the "Recipient").
TWISAGREE
17 Tl-- - -
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C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Recipient agree to the following:
(1) SCOPE OF WORK.
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end May 31, 201 5 unless terminated earlier in accordance with the provisions of Paragraph (11 2) of this
Agreement.
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which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(5) RECORDKEEPING
=7
ederal OMB Circular No. A-102, "Common Rule: Uniform Administrative Requirements for Grants ar§��
minl7srative men S TO - ants an
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. +
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."
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.
costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget
and Scope of Work - Attachment A and B - and all other applicable laws and regulations.
funds under this Agreement.
by state personnel and other personnel authori7ed 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.
!1111 111 111111 !1111 1111 !11 ;11111111 1111111ripill 111 111 1!!!1 11111!1111 Ir !!� IIIJI!! 11111111
statements upon request for the purposes ofauditing and monitoring the funds awarded under this
Circular A-1 33, as revised, and required by subparagraph (d) above, when required by Section .320 (d),
(]KDB Circular A-133.es revised, byoron behalf of the Recipient to:
The Division st the following address:
Send the Single Audit reporting package and Form SF-SAC to the Federal Audit Clearinghouse by
submission online at
OMB Circular A- 331, as revised.
a copy of the reporting package described in Section .320 (c), OMB Circular A-1 33, as revised, and any
management letter issued by the auditor, to the Division at the following address:
to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A-1 33,
Florida Statutes and Chawters 10.550 jocal �eovernmental entifiesi: or 10.650 1,non%rofit and for- rofit
organizations), Rules of the Auditor General, as applicable.
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! i i I R I i i I � I I i i I I:, I i I !I i : ! ;I I !!!! • sm�- • •-
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.
MMOMMITIMMIUM ==�
Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
year.
101292-0m
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this Agreement, in addition to any other information requested by the Division.
Auarter of the program year and shall be sent each quarter until submission of the administrative close-
tut report. The ending dates for each quarter • the program year are March 31, June 30, September 30
and December 31.
MN-1
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.nay take other action as stated in Paragraphs (10), (11) and (1 2) • this Agreement, "Acceptable to the
Division" means that the work product was completed in accordance with the Budget and Scope of Work.
IR *,V 14-1 ILI
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(8) MONITORING.
The Recigient shall monitor its gerformance under this Agreement, as well as that of its
�j�, the Recipient is solely responsible to parties it deals with in carrying out the terms of this
arising from the work performance under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division, but is an independent contractor.
01 11MITIM
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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
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;
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.
(e) 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;
(f) Exercise any other rights or remedies which may be available under law.
C0i
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remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in
tkisAnreenest • fails to insist • strict oerformance • the Recipient. it will not affect. extend • waive
anj oiner rignt or rernea ne
Division for any other default • the Recipient.
KINVEMMINE-0
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document, paper,
letter, or other material subject to disclosure under Chapter 119, Fla. Stat., as amended.
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further expenditure of funds, by providing the Recipient with thirty calendar days prior written notice.
through a written amendment of this Agreement. The amendment will state the effective date of t
termination and the procedures for proper closeout of the Agreement. I
. -9 - - - • - . . . •`.
.
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the address below, and this notification attached to the original of this Agreement.
41 MIAMI 1:4
WV7rT:I W771IF&TIP
1
EOG/Division • Emergency Management
2555 Shumard Oak Boulevard, Room 120D
Telephone: (850) 410-1271
Fax: (850) 922-8689
Email: Carolyn.washingtoneem.mvflorida.com
ii
administration of this Agreement is:
u_
provided as outlined in (1 3)(a) above.
(14) SUBCONTRACTS
MIRMUM" M11
(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.
Attachment E — Justification of Advance Payment
Attachment F — Warranties and Representations
N .
Attachment H Statement of Assurances
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subject to the availability of funds.
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needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work,
Attachment A and B of this Agreement.
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EDIN92NEUAW
All refunds or repayments due to the Division under this Agreement are to be made payabl-
-•. Division of Emergency Management" and mailed directly to the following address:
Division of Emergency ffianagement
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
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for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of-t.Wis Aqreement is in conflict with anX goglicable statute or rule, or is unenforceable, then the provision
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the basis of disability in employment, public accommodations, transportation, State and local government
services, and telecommunications.
EM
funds under this Agreement from the federal government, certifies, to the best of its knowledge and belief,
that it and its principals:
ir had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
golernmentai MMMT�Ymera In commission
19(g)2. of this certification; and
1 1 1 111
3ZMEMEMLEE=
2FOWNIM-WIPITSIA—VA-21AW -, - I - I I'll,
2ccordance with Chapter 216, Fla. Stat. or the Florida Constitution.
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relses 111 all LU C1 T =FF 1jT'rTbfTj-f�j
ofChapter119, Fla. Stat., which the Recipient created or received under this Agreement.
Agreement, any Interes income snair
Division's obligation to pay the contract amount.
%�MMIFTIMIIII IMIMPIMIJIJ���jj!00���
286.011, Fla. Stat.) with respect to the meetings of the Recipient's governing board or the meetings of
any subcommittee making recommendations to the governing board. All of these meetings shall be
o,ublicl. d--Qoen to the Qublic and the minutes of all the meetin-os shall be oublic records available
to the public in accordance with Chapter 119, Fla. Stat.
- - I a a 9 - - -
under 41 U.S.C. 1 Oa, unless it would not be in the public interest or unreasonable in cost.
IN
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used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency.
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Aaid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member • Congress, an officer • employee of Congress, • an employee of a Member • Congress i
connection with this Federal contractce rant loan or c00%serative a�e reement, the Reci �Jent shal
and submit Standard Form-LLL, "Disclosure of Lobbying Activities."
documents for ail subawards (including subcontracts, subgrants, and contracts under grants, loans, and
cooperative agreements) and that all subrecipients shall certify and disclose.
when this transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person wh#
fails
• file the required certification shall be subject to a civil penalty • not less than $10,000 and not
more than $100,000 for each such failure.
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The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms ■ this Agreement.
(23) ASSURANCES.
F-AMMMITIMINN
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ASSISTANT COUNTY ATTORNEY
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<z< - « »« »<on shown belo fore < Federal program and show total Federal resources awared.
NOT If the resources awarded to the Recipient represent more than one Federal program, list
Federal Program:
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consistent with the Department of Homeland Security State Strategy.
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r will be in viol�tion of the terms of the Agreement.
NOTE: Section .400(d) of OMB Circular A-133, _<» «e« and Section 215.97(5)(a), Florida Statutes,
to the Recipient.
R
U"IMEN li , 1AJ4,
Planning All Hazards Public Education and $18.81500
Outreach
I-Y 2013 - State Homeland Security Monroe County
Grant Prop-ram Issue 5 Management and Administration
(the dollar amount %khich corresponds to 3% of
the total local agency allocation is shown in the
column on the right)
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I
The Recipient is required to provide a completed budget detail worksheet, to the Division \\luch accounts for the total av,ard as described in the
"Proposed Program Budget"
If any changes need to be made to the -- Budget Detail 1k orksheet". after the execution of this agreement contact the grant manager listed in tills
agreement via email or letter
M
REHM g, 0 �&M; wwaw
issue
Quantity Unit To tat Co, st
Number
AlIdWableVilanning'Coits
. . ... . .... .
Developing liazard"threat-spec annexes that incorporate the range of
trever ttion, protection, re ponce. and recovers activities
Developing and implementing homeland security support programs and
adopting ongoing DFIS national initiatives
Developing related terrorism prevention actisities
Developing and enhancing plans and protocols
Developing or conducting assessments
. ..........
Ifiring of full or part -time staff or contractomconsultants to assist with
planning activities (not for the purpose of hiring public safety personnel /(5,
fulfilling traditional public safety duties)
Identifying resources for medical supplies necessan to support children during
an emergency including pharmaceuticals and pediatric-sized equipment on
which first resp onders and medical providers are trained . . .......
Developing and implementing a cornmumtN preparedness strategy for the t
jurisdiction
Eras eliper them related to planning actin ores
.v_.........
Overtime and backfill costs (in accordance with operational Cost Guidance)
Establishing, expanding, and maintaining volunteer programs and volunteer
recruitment efforts that support disaster rEaledness an�2 once __
Issuance of'WI ITI-comphant tribal identification cards (I1SGP only)
Activities to achieve planning inclusive of people with disabilities
j7
"77 'y"'Jiing ,
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Hiring of full-time or part-time staff or contractors/consultants
4 To assist with the management of the respective grant program
To assist with application requirements of the grant program
4, To assist with the compliancy with reporting and data collection as
it may relate to the grant program
Development of operating plans for information collection and processing
necessary to respond to DHS/ODP data calls.
. .. . ... ........__.......... _,._. .._.... _ _ ._... _........�
Costs associate vifith achieving emergency management that is inclusive of
the access and functional needs of workers and citizens with disabilities.
. ...........
18
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rNatloflai Tr7pai UUT lush
See Linty State StratM Fligible acti% ities are outlined in tire Scope of Work for each category below:
Developing related terrorism prevention activities including:
ME
Developing and enhancing plans and protocols, including but not limited to:
a
ox,
11
F Y 20 13 HS61 Program grantees using mods lor construction projects n1usFc wit I le allis- aco , jet i2m u S C
3141 et seq.) Grant recipients must ensure that their contractors or subcontractors for construction projects pa� workers
2inplo)ed directly at the vork no less than the prevai I ing w ages and fringe benefits paid on projects of a sirm I ar
character. Additional information, including Department of Labor wage determinations. is available from the followinp
website
In addition, the erection 0�.'cornmunicatioyrs torrers that are included in a hiriscliction's hiterve.-aer-able conirmancationsplan
is allou ecl. subject to all opliticable ki-irs. regulations. anel licensing provisions. Coininiorication towerprojects rintst be
subinated to FEAM for EHP review. Per the Consolidate(I Security. Disaster Assistance, and Coiitioiiiiiig.4ppi-opi-ititioits
J2009 (Public Law 1 10-329). communications lowers are riot subjeci to theS1.000,000 consiruction apirl reprovation
presemationoqUirenents
Additional informa may also be foun mu the nswA`sweh ite located at
Note: oioim^»»ml,/muy/`,»,mmmjl�,cvm prior. m tile use v an funds for "ammo/onor reommflvo
Overtime and Backfill Guidance
perform allowable FY 20 13 HSGP plannin& training, exercise, and equipment activities A personnel cost cap ofup to 50
percent (50%) ofthe total SFISP and UASI program funds may be used for personnel and personnel - related activities as
directed by the Personnel RehriburseynentJbi hiteffigence Cooperation and Enhancement (PRICF) ofhfonrelandSecurity
. (Public Law 11 0-412). Grantees who wish to seek a waiver from the personnel cost cap must provide documentation
explaining why the cap should be %%arved; waiver requests will be considered onlyunder extreme circumstances In
general, the use ofSFISP and UASI funding to pay for staffandlor contractor regular time or overtime/back fill is
considered a personnel cost.
a
Command System (ICS-100). Incident Command SN stem (ICS-200). Intermediate Incident Coin mand SN stem (G-300), ani]
Ad% anced Incident Command System (G-400) are also recommended For additional guidance on NIMS training please
refer to http://ww ferna.poy/emergency/nims/nims traininp-shtm
Additional information about NIMS implementation and resources for achieving compliance are available through the
NIMS Integration Center (NIC), at
1. Quarterh Programmatic Reporting-
he
30 September 30 and December 30) for the life ofthis contract.
If a reports) is delinquent, future financial reimbursements will be withheld until the Recipient s
reporting is current.
Ifa report goes 2 consecutive quarters without Recipient providing information in the narrative
portion of the Quarterly Status Report, Report will be denied until narrative is prov also
financial reimbursements will be withheld until the required information has been submitted
2. Programmatic Reporting-BSIR
Biannual Strategic Implementatiog Report
After the end ofeach reporting period, for the life ofthe contract unless directed otherwise the SAA \%dl
complete the Biannual Strategic Implementation Report in the Grants Reporting Tool (GRT)
The reporting periods are January I-June 30 and July I-December 31
Data entry is scheduled for December I and June I respectively. Future awards and reimbursement rna� be
withheld ifthese reports are delinquent
aucm=
Florida Division of Emergency Management
US Department of Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through
various funding sources including federal grant funds. The Florida Division of Emergency Management (FDEM) has a responsibility to
track and monitor the status of grant activity and items purchased to ensure compliance with applicable SHSGP grant guidance and
statutory regulations The monitoring process is designed to assess a recipient avency°s compliance with applicable state and federal
guidelines
--)-5
Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits. There are two primary areas
re%rev,ed during monitoring sells rites - financial and programmatic monitoring Financial monitoring is the review of records associated
with the purchase and disposition of property. projects and contracts Programmatic monitoring is the observation of equipment
purchased. protocols and other associated records Various levels of financial arid programmatic reviev, may be accomplished during
this process
Desk monitoring is the rev re\% of protects. financial activity and technical assistance between FDEM and the applicant via e-mall and
telephone On-Site Monitoring are actual visits to the recipient agencies by a Division representative who examines records. procedures
and equipment
Freatiencv of annual Filordlorini! activity:
Each year the FDl-M swill conduct monitoring for Lip to 50% of their sub - grantees. It is important to note that although a gr%en grant has
been closed. It IS Still SUbJect to either desk or on-site monitoring for a five s=ear period following closure
FDEM may request additional monitoring/information ifthe acu\ny or lack thereof, generates questions from the region, the sponsoring
agency or FDEM leadership. 'The method ofgathering this information will be determined on a case -by -case basis.
Desk monitoring is an on-going process. Recipients will be required to participate in desk top monitoring on an annual basis and as
determined by the FDEM. This contact will provide an opportunity to identify the need for technical assistance (TA) and/or a site visit If'
the FDEM determines that a recipient is having difficulty completing their protect
As difficulties/deficiencies are identified, the respective region or sponsoring agency \% be notified by the progralo Office ` la email
Information will include the grant recipient agency name, year and project description and tile nature ofthe issue in question Man} of
the issues that arise may be resolved at the regional or sponsoring agency level Issues that require further TA will be referred to the
FDL.M for assistance. Examples of TA include but are not 11111ned to
� Equipment selection or available vendors
-4� Eligibility of items or services
4 Coordination and partnership with other agencies within or outside the region or discipline
In
4. Record Keeping
--t, Reporting Requirements
-4, Documentation in support ol'a Request For Reimbursement
On-Site Monitoring vill be conducted ti} the I-DEM or designated personnel On-site Monitoring visits ,sill be scheduled in advance
with the recipient arienc? POC designated in the grant agreement
The FDEM %%fll also conduct coordinated financial and grant file monitoring rhese monitoring visits vfll be coordinated with the
capability re% iev, % isits Subject matter experts from other agencies v, ithin the region or state me% be called upon to assist in the form of
a peer reviev, as needed
All findings related to the capabflrt5 re% iev, ofll be documented and maintained %whin the FDEM
On-site Monitoring Protocol
On-site Monitoring Visits will begin with those grantees that are curremb spending or ha% e completed spending for that federal fiscal
year (FFY) Site % isits may be combined when geographically convenient. There is a financial and programmatic on-site monitoring
checklist to assist in the completion of all required tasks.
Site Visit Pre2iurruti(Ln
-_
A letter vdl be sent to the recipient agency Point of Contact (POC) outlining the date, ume and purpose of the site % isit before the
07111mm
The appointment should be confirmed with the grantee in writing (email is acceptable) and documented in the grantee folder
The physical location of any equipment located at an alternate site should be confirmed oah a representattNe from that location and the
address should be documented in the grantee folder before the site visit.
Once FIDEM personnel have arrived at the site, an orientation conference %%fll be conducted. During this time. the purpose of the site
visit and the items FDEM intends to examine will be identified If financial monitoring visit will be conducted, they will then explain
their objectives and will proceed to perform the financial re% ie"
FDEM personnel v,ill review all files and supporting documentation Once the supporting documentation has been reviewed, a
tour /visual /spot inspection of equipment will be conducted
Each item should be visually inspected whenever possible Bigger items (computers, response vehicles, etc.) should have an asset decal
(information/serial number) placed in a prominent location on each piece of equipment as per recipient agency requirements. The serial
number should correspond %%ith the appropriate receipt to confirm purchase Photographs should be taken of the equipment (large capitol
expenditures in excess of 1 ,000 per hem).
If an item is not a% rulable (being used during time of the site % vat), the appropriate documentation must be provided to account for that
particular piece of equipment. Once the tour/visual/spot inspection of equipment has been completed, the FDEM personnel %%dl then
conduct an emt conference with the grantee to review the findings
27
Other programmatic issues can be discussed at this time, such as missing quarterly reports, payment voucher/reimbursement equipment.
questions etc
Post
FDEM personnel %%ill revic%N the on-site monitoring re% iem v,orksheets and backup documentation as a team and discuss the e%ents of
the on-site nionitormp.
Within 30 calendar days ofthe site visit. a monitoring report v,d] be generated and sent to the grantee explaining any issues and
e4ffLeWl- « A t LIM11--
generated and sent to the grantee ThL grantee "ill submit a Correctne Action Plan within a timeframe as determined b) the FDEM
Noncompliance on behalf'ofsub-grantees is resolved by management under the terms ofthe Sub grant Agreement.
The On-Site Monitoring Worksheets. the monitoring report and all back up documentation will then be included in the grantee's file
Contractual Point of'Contact
Carolyn Washington
FIDEM
2555 Shurnard Oak Blvd.
Programmatic Point ol'Contact
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FIL 32399-2100
(850) 410-3457
mvm� «.:�
* The FIDEM shall determine eligibility of projects and approve changes in scope of work
* The FDEM shall administer the financial processes.
W.
ATTACHMENT C
inaclaition,tnemecipientistocompYgt7'fRLrMra R;
agreement period to ensure compliance and coordination with the Homeland Security Grant
Program. Items listed below are to be reviewed quarterly to ensure recipients'
compliance. Documentation supporting the completion of the issues outlined below shall be
submitted along with the Quarterly Financial report.
Planning activities will be to support the regional or statewide advancement of all-
hazard (inclusive of terrorism) preparedness. Planning initiatives will include the
following:
• All Hazards Public Education and Outreaj
91j,
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 (also known as the "A-1 02 Common Rule").
2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements wit�
Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (OMB
Circular A-1 10)
B. Cost Principles
• 2 CF R Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB
Circular A-87)
• 2 CFR Part 230, Cost Principles for Non-Profit Organizations (OMB Circular A -1 22)
30
a
If you are requesting aoadvance, indicate same by checking the box below.
Advance payment of $ � nques�d. Balance of
poymenuwU|hc made onareimbu�emcmbasis. These funds are
needed tn pay staff, award benefits m clients, duplicate forms and
purchase start-up supplies and equipment. VVc would not hc able »o
operate the program without this advance.
I[ you are requesting mnadvance, complete the following chart and line item justificat below.
32
1 1 1 ! 11 1 • 333E=
!III! IMMISIM11 I'M I I
(2) Records that identify the source and use • funds for all activities. These records shall
contain information pertaining to grant awards, authorizations, obligations, unobligatei
13) 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
USE=
33
WMIM
A Mr
X
required for all of the particular work for which they are hired by the Recipient.
IE
Certification Regarding
Debarment, Suspension, Ineligibility
And Voluntary Exclusion
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.
( Where the Recipient's subcontractor is unable ho certify hothe above statement, the prospective
subcontractor shall attach an explanation to this form.
Recipient's Name
M
Attachment H
�7
Reimbursement Check List
Please Note: FDEM reserves the right to update this check list throughout the life of the grant to
ensure compliance with applicable federal and state rules and regulations.
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