Item C27County of Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
IleOI1da Keys
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Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District I
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George Neugent, District 2
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Heather Carruthers, District 3
County Commission Meeting
May 16, 2018
Agenda Item Number: C27
Agenda Item Summary #4199
BULK ITEM: Yes DEPARTMENT: Emergency Management
TIME APPROXIMATE: STAFF CONTACT: Jeff Manning (305) 289 -6325
N/A
AGENDA ITEM WORDING: Approval of an agreement with the State of Florida, Division of
Emergency Management concerning an Emergency Management Preparedness and Assistance Base
Grant (Contract 419- BG -XX) in the amount of $105,806.00, fully grant funded and no county
match; and authorization for the County Administrator to execute any other required documentation
in relation to the grant.
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. This agreement shall begin July 1, 2018 and end June
30, 2019.
PREVIOUS RELEVANT BOCC ACTION: This grant has been approved each year since 1994.
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Monroe - EMPA agreement 2018 - 19
FINANCIAL IMPACT:
Effective Date: July 1, 2018
Expiration Date: June 30, 2019
Total Dollar Value of Contract: $105,806
Total Cost to County: 0
Current Year Portion:
Budgeted: Yes
Source of Funds: Grant
CPI:
Indirect Costs: No
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: Yes
Grant: $105,806
County Match: 0
Insurance Required: N/A
Additional Details:
If yes, amount: $105,806
N/A
REVIEWED BY:
Martin Senterfitt
Completed
05/01/2018 8:32 AM
James Callahan
Completed
05/01/2018 8:35 AM
Cynthia Hall
Completed
05/01/2018 8:56 AM
Budget and Finance
Completed
05/01/2018 10:01 AM
Maria Slavik
Completed
05/01/2018 10:05 AM
Kathy Peters
Completed
05/01/2018 10:17 AM
Board of County Commissioners
Pending
05/16/2018 9:00 AM
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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").
THIS AGREEMENT IS ENTERED •:A f ON THE FOLLOWING REPRESENTATIONS:
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1. LAI�ij REGULATIONS AND POLICIES
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Florida Statutes, means a "nonstate entity that receives state financial assistance directly from a state
�.warding agency." As defined by Rule 27P-1 9.002(12), Florida Administrative Code the term 'Recipient"
Aso means "an Applicant that is offered and accepts an award from the Division."
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recipient with "information needed by the recipient to comply with the requirements of" the Florida Single
Audit Act.
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must be received and accepted in writing by the Division before payment. Each deliverable must be
directly related to the scope of work and specify the required minimum level of service to be performed
and the criteria for evaluating the successful completion of each deliverable
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the Recipient is entitled under the terms and condit,ons of the agreement must be refunded to the
Division.
applicable State and Federal laws. rules and regulations. Any express reference in this Agreement to—.-
particular statute, rule, or regulation in no way inI that no other statute, rule, or regulation applies
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shall serve as the DjVsjon's liaison with the Recipient, As part of his/her duties, the Grant Manager for
the Division shall:
`1) ffiowtor and document Rec'.pient performance and,
'.2) Review and document aH deliverables for which the Recipient requests
B. The Division's Grant Manager for this Agreement is:
Michael J. Day
Telephone: 850-815-4346
administration of this Agreement is Et iI f 4 4
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after execution of this Agreement, notice of the name, title and address of the new representative will be
provided to the other party. '
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1111le taken as an original.
5. MODIFICATION
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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.
6. SCOPE OF WORK
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7 PERIOD OF AGREEMENT
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terminated earlier in accordance with the provisions of Paragraph (16) of this Agreement. In accordanCe
with section 215.971(l)(d), Florida Statutes, the Recipient may expend funds authorized by this
Agreement"only for allowable costs resulting from obligations incurred during" the period of agreement.
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance wth either Chapter 216, Florida Statutes, or the Florida Constitution.
determined in accordance with applicable Federal Off ice of Management and Budget Circulars...
Therefore, 2 CFR Part 200, Subpart A (Definitions) and Subpart E (Cost Principles) shall apply to this
Agreement.
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interest pertaining to [this] award."
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Work"). The maximum reimbursement amount for the entirety • this Agreement is $105,806.00
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documentation provided by the Recipient against a performance measure, outlined in Attachment C, that
clearly delineates:
(1) The required minimum acceptable level of service to be performed and,
(2) The criteria for evaluating the successful completion of each deliverable,
G. The Division's grant manager, as required by section 215.971(2)(c), Florida Statutes,
and produce a final reconciliation report. The final report must identify any funds paid in excess of the
expenditures incurred by the Recent.
'I For the purposes of this Agreement, the term "improper payment" means or includes
(1) Any payment that should not have been made • that was made in an
administrative, or other legally applicable requirements" and,
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service, any duplicate payment, any payment for a good or service not received (except for such
payments where authorized by law), any payment that does not account for credit for applicable
discounts, and any payment where insufficient or lack of documentation prevents a reviewer from
discerning whether a payment was proper.
9. RECORDS
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purposes of this section, the term 'Recipient" includes employees or agents, including all subcontractors
or consultants to be paid from funds provided under this Agreement.
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Information regarding retention schedules can be obtained at: http_:/Idos.mv
arch ives/record s-ma naciement/ge n eral- reco rds-schedu les/.
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costs, in a form sufficient to determine compliance with the requirements and objectives of the Program
Budget and Scope of Work - Attachments A and C - and all other applicable laws and regulations
section 215.97, Florida Statutes]. A report of the audit will be forwarded to the Division within 60 days •
its completion."
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standards issued by the Government Accounting Standards Board (GASB) and the Financial Accounting
Standards Board (FASB),"
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means "the threshold amount used to determine when a state single audit or project-specific audit of a
nonstate entity shall be conducted in accordance with" the Florida Single Audit Act, The current audit
threshold is $750,000.
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include Federal direct or pass-through awards and resources received by a nonstate entity for Federal
program matching requirements,
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an independent certified public accountant licensed under chapter 473." The independent auditor 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 ► the Recipient's fiscal year.
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accordance with the conditions of this Agreement, then 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.
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year, an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not
required. In the event that the Recipient expends less than $750,000 in state financial assistance in i
fisil year and elects to have an audit conducted in accordance with the provisions of Section 215.97 1
Florida Statutes, t�e cost of the audit must be pa,4��istate_ejitity's resources (i.e.—fte cost
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Fivision with "one copy of each financial reporting package prepared in accordance with" t
requirements of the Florida Single Audit Act.
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package" means the Recipient's "financial statements, Schedule of Expenditures of State Financial
Assistall auditor's reports, management letter, auditee's written responses or corrective action plan,
correspondence on followup of prior years' corrective actions taken, and such other information
determined by the Auditor General to be necessary and consistent with the purposes" of the Florida
Single Audit Act.
revenue by sponsoring agency and Agreement number,
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Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2104'
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(2) The Auditor General's Off ice at the following address.
Auditor General's Office
n707PII, #Wrf ro-w-7,
111 West Madison Street
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receive trust funds from the Division on a quarterly basis, based on the submittal of reports. Said reports
shall be provided using the forms included in the grant agreement, as supplemented by any particular
information requested in writing by the Division prior to the due date of the report."
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These reports shall include the current status and progress by the Recipient and all subrecipients and
subcontractors in com the work described in the Sco of Work an.*' th 1 u
this Agreement, in addition to any other informaCon requested by the Division.
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*ut report. The ending dates for each quarter of the program year are September 30, December 31,
March 31 and June 30.
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manner acceptable to the Division, the Div'sion may withhold further payments until they are completed or
may take other action as stated in paragraph 15 REMEDIES, "Acceptable to the Division" means that
the work product was completed in accordance with the Budget and Scope of Work.
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shall be permitted to inspect and monitor the records and facilities of funded projects and award
recipients. Such inspections may occur without notice at any reasonable time, which shall be presumed
to be normal business hours on Monday through Friday."
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to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the
Florida Chief Financial Off icer or Auditor General. In addition, the Division will monitor the performance
and financial management by the Recipient throughout the contract term to ensure timely completion of
all tasks.
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Agreement, and shall hold the Division harmless against all claims of whatever nature by third parties
arising from the work performance under this Agreement. For purposes of this Agreement, Recipient
agrees that it is not an employee or agent of the Division, but is an independent contractor.
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the option to exercise any of its remedies set forth in paragraph 15.
payments without waiving the right to exercise such remedies, and without becoming liable to make any
Further payment:
2ny 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;
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thirty days from the date written notice is sent by the Division.
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15. REMEDIES
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:
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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 t
address in paragraph 2 above� I
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performance by the Recipient, it will not affect, extend or waive any other right or remedy of the Division,
or affect the later exercise of the same right or remedy by the Division for any other default by the
Recipient.
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failure to y-griform on time, and refusal-by, the Recipient to mrmit j ublic access to anN documentv� �
letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as amended.
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further expenditure of funds, by providing the Recipient with thirty calendar days prior written notice.
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through a written amendment • this Agreement. The amendment will state the effective date of t I
termination and the procedures for proper closeout of the Agreement. 0
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11) Rationale for the method of procurement:
(2) Selection of contract type;
(3) Contractor selection or rejectio d,
(4) The basis for the contract price,
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accordance with the terms, conditions, and specifications • their contracts or purchase orders In order
to demonstrate compliance with this requirement, th-R p all document, in its quarterly report to
the Division, the progress of any and all subcontractors performing work under this Agreement.
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The Recipient agrees to include in any subcontract the following: —
(1) The subcontractor is bound by the terms of this Agreement
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claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to
the extent allowed and required by law.
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(2) Require unnecessary experience or excessive bonding
(3) Use noncompetitive pricing practices between firms or between affiliated
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(5) Authorize, condone, or ignore organizational conflicts of interest;
(6) Specify only a brand name product without allowing vendors to offer an
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(8) Engage in any arbitrary action during the procurement process;
(9) Allow a vendor to bid on a contract if tWat bMer wpLtiv It
developing or drafting the specifications, requirements, statement of work, invitation to bid, or request for
proposals.
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as to whether that subcontractor is a minority business enterprise, as defined in Section 288,703, Florida
Statutes.
A. All attachments to this Agreement are incorporated as if set out fu
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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 oWy to the extent of
the conflict or inconsistency.
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request for advanced payment After the initial advance if any, payment shall be made on a
reimbursement basis as needed.
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tocumentation for all costs of the project or services. The final invoice shall be submitted within sixty
(60) days after the exp date of the agreement. An explanation of any circumstances prohibiting the
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�uarterly reporting as referenced in paragraph I I of this Agreement,
by the United States Congress, the federal Off ice of Management and Budgeting, the State Chief
Financial Off tcer or underp
arac h 8 of this Acireeme4t. , ;?I[ obliazt'o-ts ot VI nof of Vtp Divi-,in-a tn
cur 1=1 I e, ano I su I I Fo report
within thirty days of receiving notice from the Division,
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payable to the order of "Division of Emergency Management", and mailed directly to the following
address
Cashier
709
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face amount of the returned check or draft, whichever is greater.
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information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Division request, • 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
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release • the Division from all its obligaCons to the Recipient.
or an; actions arising olf o ME greemen a e in T Leon L;ol it 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 an other
provision of this Agreement.
101 -336, 42 U.S.C. Section 121 et seg.), which prill discrimination • public and private entities •
the basis of disability in employment, public accommodations, transportation, State and local government
services, and telecommunications,
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funds under this Agreement from the federal government, certifies to the best of its knowledge and belief
that it and its principals:
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or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (fill state or local) transaction or contract under public
transactiR n: violation • federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
g* -•- st commission o ses enumeratea in par Ali apn
21F(2) of this certificatio •
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transmission) ine compi"UfUnf
Voluntary Exclusion" (Attachment G) for each intended subcontractor which Recipient plans fili
fund under this Agreement. The form must be received by the Division before the Recipient
enters into a contract with any subcontractor.
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of Chapter 119, Florida Statutes, which the Recipient created or received under this Agreement
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Agreement, any interest income shall either be returned to the Division or be applied against the
Division's obJgation to pay the contract amount.
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Guide for State Expenditures.
UPPTUPTrMMns parstallf to a contract or grant to 57j pe - Wo"Riess Me Xerrill OT Ifirm
or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature, the judicial
branch, or a state agency."
used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency.
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services performed under this Agreement, or in any way connected with it, the Recipient shall refer the
discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
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Ag a na - accep 'greement
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
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By:
Name and title:
Date:
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ATTACHMENT A
PROPOSED PROGRAM BUDGET AND
BUDGET DETAIL WORKSHEET
The Recipient shall use the Emergency Management Preparedness and Assistance ( "EMPA ") Trust Fund
monies authorized by this Agreement in order to complete the tasks outlined in the Scope of Work
(Attachment C).
The "Proposed Program Budget" and the "Budget Detail Worksheet" serve as a guide for both the
Recipient and the Division during the performance of the tasks outlined in the Scope of Work (Attachment
C).
Prior to execution of this Agreement, the Recipient shall complete the "Proposed Program Budget" and
the "Budget Detail Worksheet" listed below. If the Recipient fails to complete either the "Proposed
Program Budget" or the "Budget Detail Worksheet ", then the Division shall not execute this Agreement.
After execution of this Agreement, the Recipient may change the allocation amounts in the "Proposed
Program Budget" as well as the information listed in the "Budget Detail Worksheet." If the Recipient
changes the "Proposed Program Budget" or the "Budget Detail Worksheet ", then the Recipient's next
quarterly report must include an updated "Proposed Program Budget" and /or "Budget Detail Worksheet"
Additionally, if the Recipient submits a request for reimbursement to the Division, then the "Proposed
Program Budget" as well as the information listed in the "Budget Detail Worksheet" must match the
information contained in the request for reimbursement.
.... ......... . . . .... ... . . .......... . 7
FY 2018-19 BUDGET DETAIL WORKSHEET - ELIGIBLE ACTIVITIES
ot limited to activities below)
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Emergency Management/Operation Plan
Communications Plans
Continuity/Administration Plans
Whole Community Engagement/Planning
Resource Management Planning
Evacuation Planning
Recovery Planning
Credentialing and Validation
Hiring of full or part-time staff or contractors/consultants to
assist with planning activities (not for the purpose of hiring
public safety personnel fulfilling traditional public safety
duties)
Materials required to conduct planning activities
Travel/per them related to planning activities
Allowable EM Agency Administration Costs
Quantity
Unit Cost
Total Cost
- - - - - -- ---------------
Hiring of full or part-time staff or contractors/consultants
(temporary employees, student or graduate assistant
fellowships, part time academic employment, consultants and
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other service
Utility (electric, water and sewage)
Telephone Bills (landlines, cellular and satellite)
Internet Services
. .
Maintenance agreements
. . .............
Supplies
Software and Upgrades
Computers, printers, copiers and fax machines
Radios
------------ -------------------------------------------- - — ------- — --- — -----------
Satellite telephones
Storage
... . ................
Postage
Memberships
Publications
TOTAL EM AGENCY ADMINISTRATION EXPENDITURES
$ 16
Allowable Exercise Costs
Quantity
Unit Cost
Total Cost
Design, Develop, Conduct and Evaluate an Exercise
Exercise Planning Workshop - Funds may be used to plan
and conduct an Exercise Planning Workshop to include costs
related to planning, meeting space and other meeting costs,
materials and supplies, travel and exercise plan development.
Full or Part -Time Staff or Contractors /Consultants - (Full or
part -time staff may be hired to support exercise - related
activities. Payment of salaries and fringe benefits must be in
accordance with the policies of the state or local unit(s) of
government and have the approval of the state or the
awarding agency, whichever is applicable.
Overtime and backfill costs — Overtime and backfill costs,
including expenses for part-time and volunteer emergency
response personnel participating in approved exercises.
Implementation of Homeland Security Exercise and
Evaluation Program
Travel - Travel costs (i.e., airfare, mileage, per diem, hotel,
etc.) are allowable as expenses by employees who are on
travel status for official business related to the planning and
conduct of the exercise project(s). These costs must be in
accordance with state law. States must also follow state
regulations regarding travel. If a state or territory does not
have a travel policy they must follow federal guidelines and
rates.
Supplies - Supplies are items that are expended or consumed
during the course of the planning and conduct of the exercise
project(s) (e.g., copying paper, gloves, tape, non- sterile
masks, fuel, and disposable protective equipment).
TOTAL EXERCISE EXPENDITURES
$
Allowable Training Costs
Quantity
Unit Cost
Total Cast
Develop, Deliver and Evaluate Training
Overtime and backfill for emergency preparedness and
response personnel attending sponsored and approved
training classes
Overtime and backfill expenses for part-time and volunteer
emergency response personnel participating in approved
trainin
Training Workshops and Conferences
Full or Part-Time Staff or Contractors /Consultants
ATTACHMENT B
ALLOWABLE COSTS AND ELIGIBLE ACTIVITIJ
2 CFR Part 200:
Rule 27P-19.010(l 1), Florida Administrative Code, states: "Allowable costs shall be determined in
accordance with applicable Federal Office of Management and Budget Circulars..." Therefore, unless a
specific exception applies, 2 CFR Part 200 Subpart A (Definitions) and Subpart E (Cost Principles) shall
apply to this Agreement.
Expenses:
In order to qualify for reimbursement under the terms of this Agreement, an expense incurred by the
Recipient must be reasonable and necessary for the successful completion of a task required by this
Agreement, If an expense fails to qualify as either reasonable or necessary to successfully compete a
tM sk, then the Division shall not provide any reimbursement for that expense,
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• i7vight be at a different level of preparedness than another RecipieM-
• Operates within a unique geography:
• Faces unique threats and hazards and,
• Serves a unique population.
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task under this Agreement might not qualify as reasonable and necessary for another Recipient to
successfully complete a task. Conversely, what might not qualify for one may qualify for another.
In order to avoid a "one size fits all" approach, this Agreement provides some level of flexibility. If a
unigue cost fe.a. eauloment not listed on the EMPQ AEL) gualifies as reasonable and necessarX for t
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Performance:
In order to qualify for reimbursement under the terms of this Agreement, the Recipient's performance
Agreement. If the performance fails to satisfy the minimum level of service, then the Division shall not
provide any reimbursement for that performance.
Planning:
P42
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.
In order for planning expenditures to qualify for reimbursement under this Agreement, the Recipient mum
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submit a final plan to the Division and the Division's Preparedness Bureau Chief must approve th
As part of any request for reimbursement for planning expenditures, the Recipient shall submit the
following to the Division: I
Rules 27P-1 1.004 and 27P-1 1,0061, F.&C., outline the minimum performance level (definition below).
the responsibilities for the duties in their official position description as well as provide the coordination
and support for all incidents within the jurisdiction on a 24 hour basis.
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Documentation clearly indicating the purpose/objectives • the exercise (e ,g Situation Manual,
Exercise Plan);
After-action report, Sign-In sheets, Agenda, Rosters�
21
• Receipts and proof of payment (e.g. canceled check, electronic funds transfer confirmation, cre
card statement and payment to credit card company for that statement) for supplies expenditur
copying paper, gloves, tap,
• Invoices and proof of payment for Travel costs (e.g , airfare, mileage, per diem, hotel) related to
exercise activities, and,
• Proof of purchase methodology (e,g sole source, state contract, competitive bid results).
Ro later than 90 days after completion of an exercise, the recipient shall upload to the Division's
SharePoint portal at https�//Portali.floridadisaster.org an After Action Report (AAR) that includes the
following:
• An Improvement Plan; and,
• A roster of participants
Training:
The Recipient can successfully complete an authorized course either by attending or by conducting that
course.
In order to receive payment for successfully attending a training course, the Recipient must
provide the Division with a certificate of course completion ' additionally, the Recipient must
provide the Division with all receipts that document the costs incurred by the Recipient in order to
attend the course
In order to receive payment for successfully conducting a course, the Recipient must provide the
Division with the course materials and a roster sign-in sheet� additionally, the Recipient must
provide the Division with all receipts that document the costs incurred by the Recipient in order to
conduct the course."
For the conduct of training workshops, the Recipient must provide a copy of the course materials
and sign-in sheets
CertificadonlRecertification of Instructors. Costs associated with the certification and re-
certification of instructors are allowed. States are encouraged to follow the FEMA Instructor
Quality Assurance Program to ensure a minimum level of competency and corresponding levels
of evaluation of student learnmg. This is particularly important for those courses involving the
training of trainers.
PROOF M M M
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19 — Xg — reement requires Me eciplent to aftena urrent issues in t ergency alanagement
meeting hosted by the Division,
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required by this Agreement.
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• The activity provides a direct educational or other benefit supporting the work and public purposa
of the person attencling�
• The duties and responsibilities of the traveler attending such meetings are compatible with the
objectives of the particular conference or convention', and
• The request for payment of travel expenses is otherwise in compliance with these rules."
01, -
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Requests for reimbursement for payment of the registration fee or for a conference or convention must
include:
• A statement explaining how the expense directly relates to the Recipient's successful
performance of a task outlined in this Agreement;
• A copy ■ those pages of the agenda that itemizes the registration fee;
• A copy of local travel policy; and,
• A copy of the travel voucher or a statement that no travel costs were incurred, if applicable.
Meal Allowance and Per Diem:
Section 11.61(6)(b), Florida Statutes, establishes the meal allowance for each meal during a travel
period as follows:
0 $6 for breakfast (when travel begins before 6 a.m. and extends beyond 8 a.m.)�
0 $11 for lunch (when travel begins before 12 noon and extends beyond 2 p.m.)� and
0 $19 for dinner (When travel begins before 6 p.m. and extends beyond 8 p m or when travel'
occurs during nighttime hours due to special assignment,).
• The authorized per them for each day o or,
• If actual expenses exceed the allowable per diem, the amount allowed for rneal$ as provided in s
112.061(6) (b), F.S., plus actual expenses for lodging at a single occupancy rate,
Per them shall be calculated using four six-hour periods (quarters) beginning at midnight for Class A or
when travel begins for Class B travel. Travelers may only switch from actual to per them while on Class A
31
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OUP RUM 51 vj 040111 a1z i WN
Reimbursement for Meal Allowances That Exceed the State Rates:
The Division shall not reimburse for any meal allowance that exceeds $6 for breakfast, $11 for lunch, or
$19 for dinner unless:
• For counties — the requirements of section 11 2,061(14), Florida Statutes, are satisfied
• The costs do not exceed charges normally allowed by the Recipient in its regular operations as
the result • the Recipient's written travel policy (in other words, the reimbursement rates apply
uniformly to all travel by the Recipient); and,
• The costs do not exceed the reimbursement rates established by the United States General
Services Administration ("GSA") for that locale (see https://www.cisa.gov/r)ortal/content/104877).
Hotel Accommodations*
of his or her headquarters or residence unless the circumstances necessitating the overnight stay are
fully explained by the traveler and approved by the Division.
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Travel Reimbursement Forms:
Unless the Recipient has received prior approval from the Florida Department of Financial Services
Ill "' the Reci shall use the travel forms incor�.orated by reference in Rule 691-42.003, Florida
Administrative Code Those forms include:
• The Authorization to Incur Travel Expense, or DFS-AA-1 3�
• The Application for Advance on Travel Expenses, Form DFS-AA-25; and,
• The Voucher for Reimbursement of Travel Expenses, Form DFS-AA-1 5
32
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Emergency Management, Preparedness, and Assistance ("EMPA")
In 1993, in the aftermath of Hurricane Andrew, the Florida Legislature passed C.S.S.B. No. 1858 entitl
"Disaster and Emergency Preparedness — Trust Fund." In addition to modifying other statutory s�ction
the legislation created sections 252.371 through 252.373, Florida Statutes, I
Section 252.371, Florida Statutes, establishes the Emergency Management, Preparedness, and
Assistance ("EMPA") Trust Fund, which the Division administers. Section 252.372, Florida Statutes,
imposes:
An annual $2 surcharge on "every homeowner's, mobile home owner's, tenant homeowner'$, and
condominium unit owner's policy% and,
An annual $4 surcharge on "every commercial fire, commercial multiple peril, and business
owner's property insurance policy."
In accordance with Section 252,372, Florida Statutes, all proceeds from the surcharges "shall be
teposited in the [EMPA] Trust Fund.,." Section 252.373, Florida Statutes, provides for the allocation of
monies from the EMPA Trust Fund, authorizes the Division to promulgate rules, and establishes minimum
requirements.
Emergency Management an Innate Responsibility
Section 252,38, Florida Statutes, states: "Safeguarding the life and property of its citizens is an innate
responsibility of the governing body of each political subdivision of the state."
30190=
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_�%'ule 27P-19-002(l), FlorAa Administrative Code, defines the term "base grant" as "those funds allocated
.n accordance with the formula in Rule 27P-1 9.005, F.A.C., as a minimum allocation to County
-nmergency Management Agencies."
33
Base Grant Funds
Consistent with Rule 27P-1 9.010,4 �, Florida Administrative Code the Division shall cletermin 11
0--aL
costs in accordance with 2 C.F.R. Part 200, entitled "Uniform Administrative Requirements, Cost
�
Principles, and Audit Requirements for Federal Awards."
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In accordanGe with Rule 27P�l 9.005(2), Florida Administrative Code, the recipient may use base grant
funds for any of the following categories:
* Planning, Training, and Exercises ("PT&E");
* EM Agency Administration; and,
* Equipment.
Supplanting Prohibited
Section 252.372, Florida Statutes, states that the monies from the EMPA Trust Fund "may not be used to
supplant ex�sting funding." Additionally, Rule 27P-19.003(3), Florida Administrative Code, states: "Funds
received from the [EMPA] Trust Fund may not be used to supplant existing funding, nor shall funds from
one program under the Trust Fund be used to match funds received from another program under the
Trust Fund."
Annual Certification
Rule 27P-1 9.004(l), Florida Administrative Code, requires that, in order to receive EMPA funding, "each
either a Full-time Director or Part-time Coordinator consistent with subsections 27P-19.005(4) and (5),
F.A.0 "
99
OF-MMEM 11111 =I M 0
management agency that includes preparedness, mitigation, response, and recovery components aInd
capabilities.
RUPP M.1 a - 01 r
Additionally, the County Emergency Management Agency shall conduct such activities outside its
territorial limits as required by law and in accordance with state and county emergency management
plans and mutual aid agreements.
The County Emergency Management Agency shall serve as liaison for and coordinator of municipalities'
requests for state and federal assistance during post-disaster emergency operations. If the Recipient is a
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• An Emergency Management Coordinator who works at least 20 hours a week in that capacity; or,
• A full-time director.
In order to demonstrate successful completion of Task 1, the Recipient shall submit to the Division the
f
lollowing:
RN
For Task 1, the person who executes the certification must possess the legal authority to bind the
Recipient.
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hazards, 24 hours a day, 7 days a week.
....................................
Cask Two Deliverables:
11 I IM
following:
m
Task Three - Local Budget Match
Throughout the period of this Agreement, and as required by Rule 27P19,01 1 (1), Florida Administrative
Code, the Recipient shall match base grant funds "at the amount either equal to the average of the
previous three years' level of county general revenue funding of the County Emergency Management
Agency or the level • funding for the County Emergency Management Agency for the last fiscal year,
whichever is lower."
NOTE: Rule 27P-19 011(l) Florida Administrative Code, states� "County general revenue funding for
911 services, emergency medical services, law enforcement, criminal justice, public works or other
services outside the emergency management responsibilities assigned to the County Emergency
Management Agency by Section 252.38, F.S., shall not be included in determining the level • county
funding of the County Emergency Management Agency."
Irm%duman- tv M-. 11
In order to demonstrate successful completion of Task 3, the Recipient shall submit to the Nivision the
following
perso M-TsY posses
Recipient.
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As long as the information uploaded to SharePoint is current and accurate, the Recipient does not need
• upload those documents more than once.
IE
Four – Current Issue in Emergency Management (CIEM)
. . . ........
MiMTIA W INUMN I 9M &I GRM4, L-71-Ml I ZZAMjjL4L_- A K I irt�*VA I I MIE cas M!VA WILTI&J101
111F71 MUT-R. =4-
MWIRTUTTV Uf recipleni s II-Mlon Me
following
• Certificate of attendance and,
• If requesting grant reimbursement, a completed DFS state travel forr!
40
ININ & A M W I
by this Agreement. However, the following limitations shall apply:
• In any quarter, the Division shall not reimburse the Recipient for an amount that exceeds 40% of
the overall amount authorized by this Agreement� and,
• The cumulative amount of reimbursement • for quarters 1, 2, and • 3 shall not exceed 85% of the
overall amount authorized by this Agreement.
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MIM e iu O a eri 8 O e a • • I rsrnem afll-Int VT AINFLers 1, 4 an S eAce 65-7V Mrelaii artillit altnrizeu
Agreement.
1; 11. ul " rel T-1 Wool g 0 F UO I I
Failure to successfully complete each of the required tasks, as demonstrated by the failure to satisfy tha.
applicable deliverables, shall result in the following penalty:
I i - e $-ena-a-y eacn quarni I - r ViCces w
each
• the required tasks. During this Agreement, up to four penalties may • imposed and, each
penalty shall be applied cumulatively.
49
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- 1
LOVER414V , - - .
I'MINT11w !I 111i
Quarterly financial reports are due to the Division no llater than thirty days after the end of each
quarter of the program year; and must continue to be submitted each quarter until submission of
the final close-out report. The ending dates for each quarter of this program ye... »,•!»b.
30, December 31, March 31 and June 3■ ,
R-TIT M.
' LAITlichae! J. Day Karen Lyons
J FDEM FDEM
2555 Shumard Oak Blvd. 2555 Shumard Oak Blvd
Tallahassee, FL 32399-2100 Tallahassee, FL 32399-2100
(850) 815-4346 (8 50) 815-4325
Michael.Day@em.TA(�ida.com I Karen Lyon @em-myflonda com
The Division shall determine eligibility of projects and approve changes in Scope of Work,
The Division shall administer the financial processes.
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ATTACHMENT E
leyor
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79
IN
ATTACHMENT F
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ATTACHMENT G
(1) The prospective subcontractor of the Recipient, , certifies, by
subm"ssion of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Recipients subcontracto:« »4•!4 certify to the above statement, the prospective
subcontractor shall attach an explanation to » « 4»:
6II41042 ftTITOW■UR
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Recipient's Name
IFIRUMMITAM
Street Address
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in
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If you are requesting an ad% ance, indicate same bN1 checking the box below.
A&ance pa\ment of$ is reouested.
Balance of
pa}inents %%ill be made onai itir..wiiieiitb, These
funds are
if you are requesting an adiance, complete the folio-*%ing chart and line item justification beloi`.
LS'rl,%[,%'FLD EXPENSES
B IL DGETCATECOR)'i'LINE ITEMS 20-20 Anticipated Expenditures foi- First Three Months of
(list applicable line items) I Contract
For csnmtyle
ADMINISTRATIVE COSILI'S
(Include Secondary Administration.)
For examt,le
PROGR %Xl LXPLNSES
interest earned on the ad`ance)
EM