Item S08C ounty of M onroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
The FlOnda Key
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Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
June 20, 2018
Agenda Item Number: S.8
Agenda Item Summary #4253
BULK ITEM: Yes DEPARTMENT: Facilities Maintenance
TIME APPROXIMATE: STAFF CONTACT: Alice Steryou (305) 292 -4549
None
AGENDA ITEM WORDING: Approval of Third Amendment to Agreement to update current
revisions pursuant to ordinances and Federal required contract provisions with Master Mechanical
Services, Inc. for A/C maintenance and repair services for the Upper Keys' facilities.
ITEM BACKGROUND: The original Agreement with Master Mechanical Services, Inc. was
awarded on November 17, 2015, for a one year term and provided for two (2) additional one -year
renewal options. The first renewal extended the term to November 30, 2017, with a CPI -U increase
of .7 %. The second renewal extended the term to November 30, 2018. The Second Amendment also
included the CPI -U adjustment of 2.1% and the public records provision was updated pursuant to
current law. The Third Amendment is requesting approval to correct some scrivener's errors and
update current revisions pursuant to ordinances and Federal required contract provisions.
PREVIOUS RELEVANT BOCC ACTION:
10 -18 -17 BOCC approved the Second Amendment Renewal Agreement extending term to 11 -30-
2018, CPI increase of 2.1 % and updated the public records provision.
10 -19 -16 BOCC approved the First Amendment Renewal Agreement extending term to 11 -30 -17
and CPI increase of .7 %.
11 -17 -15 BOCC approved award of bid and contract with Master Mechanical Services, Inc. for
A/C maintenance and repair services for Upper Keys facilities.
CONTRACT /AGREEMENT CHANGES:
3rd Amendment to Agreement to correct scrivener's errors and update current revisions pursuant to
ordinances and Federal required contract provisions.
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
EXECUTED STAMPED Third Amendment Master Mechanical (with corrected page 6) 6 12 18
2nd Amendment - Master Mechanical
1st Renewal Master Mechanical - executed (10- 19 -16)
Master Mechanical Contract Upper Keys AC - executed (11- 17 -15)
FINANCIAL IMPACT:
Effective Date: 06/20/18
Expiration Date: 11/30/2018
Total Dollar Value of Contract: $50,000
Total Cost to County: $50,000
Current Year Portion: $41,666.70
Budgeted: Yes
Source of Funds: 001-20501530340,147-20503-530340, 101 - 20505 - 530340
CPI: Yes
Indirect Costs: n/a
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No
Grant: No
County Match: N/A
Insurance Required: Yes
Additional Details:
If yes, amount:
N/A
12/01/17 001 -20501 - FACILITIES MAINTENANCE
12/01/17 101 -20505 -CORRECTION FACILITIES
12/01/17 147 -20503 - UNINC PARKS & BEACHES
Total:
REVIEWED BY:
Patricia Eables
William DeSantis
Budget and Finance
Maria Slavik
Kathy Peters
Board of County Commissioners
Completed
Completed
Completed
Completed
Completed
Pending
$40,000.00
$5,000.00
$5,000.00
$50,000.00
06/12/2018 2:15 PM
06/12/2018 2:21 PM
06/12/2018 2:41 PM
06/12/2018 2:46 PM
06/12/2018 3:26 PM
06/20/2018 9:00 AM
R,
ow—
THIRD AMENDMENT TO AGREEMENT FOR
CENTRAL A/C REPAIR SERVICES FOR
UPPER KEYS FACILITrES, MONROE COUNTY, FLORIDA
THIS THIRD AMENDMENT is made and entered into on this 20th day of June, 2018,
between MONROE COUNTY (hereinafter "County" or "Owner "), a political subdivision of the
State of Florida, whose address is 1100 Simonton Street, Key West, Florida 33040, and
MASTER MECHANICAL SERVICES, INC., ( "CONTRACTOR "), a Florida corporation,
whose address is 15181 NW 33 Place, Miami, Florida 33054. >
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WHEREAS, on November 17, 2015, the parties entered into an Agreement for Central
A/C Repair Services for Upper Keys Facilities, Monroe County, Florida ( "Original Agreement ");
and
WHEREAS, on October 19, 2016, the First Amendment First Renewal Agreement was
approved renewing the Agreement for an additional one -year term, adjusted the contract amount
in accordance with the annual U. S. Department of Commerce Consumer Price Index for all
Urban Consumers (CPI -U), and adjusted the hourly rates; and
WHEREAS, on September 20, 2017, the Second Amendment Second Renewal
Agreement was approved renewing the Agreement for an additional one -year term, adjusted the
contract amount in accordance with the annual U. S. Department of Commerce Consumer Price
Index for all Urban Consumers (CPI -U), adjusted the hourly rates, and revised the Public
Records compliance language in accordance with Chapter 119 of the Florida Statutes pursuant to
legislative revisions to Sec. 119.0701, which became effective March 8, 2015, and any
subsequent changes thereto; and
WHEREAS, the County desires to correct certain scrivener's errors within the Original
Agreement; and
WHEREAS, County desires to revise the maintenance of records provision, non-
discrimination, and termination clauses in its contracts and/or agreement to update and/or add
current revisions pursuant to its ordinances and/or Federal Required Contract Provisions; and
WHEREAS, Contractor agrees and consents to such revisions in its Agreement to
correct errors and ensure compliance with the Maintenance of Records, Non - Discrimination, and
Termination clauses, and compliance with Federal Required Contract Provisions requirements;
and
WHEREAS, the parties find it mutually beneficial to amend its Agreement as to the
scrivener's errors, Maintenance of Records, Non - Discrimination, and Termination compliance
clauses, and Federal Required Contract Provisions; and
NOW, THEREFORE, IN CONSIDERATION of the mutual promises and covenants
set forth below, the parties agree as follows:
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1. The second numbered Paragraph 2, PAYMENTS TO CONTRACTOR, of the
Original Agreement, shall be renumbered to reflect the correct number as follows:
3. PAYMENTS TO CONTRACTOR
All other provisions of that paragraph remain the same.
2. Paragraph 6, FINANCIAL RECORDS OF CONTRACTOR, of the Original
Agreement, shall be amended as follows;
6. MAINTENANCE OF RECORDS
Contractor shall maintain all books, records, and documents directly pertinent to
performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Records shall be retained for a period of five (5) years
from the termination of this agreement or for a period of three (3) years from the
submission of the final expenditure report as per 2 C.F.R. §200.333, whichever is greater.
Each party to this Agreement or their authorized representatives shall have reasonable
and timely access to such records of each other party to this Agreement for public records
purposes during the term of the Agreement and for five (5) years following the
termination of this Agreement, If an auditor employed by the County or Clerk
determines that monies paid to Contractor pursuant to this Agreement were spent for
purposes not authorized by this Agreement, or were wrongfully retained by the
Contractor, the Contractor shall repay the monies together with interest calculated
pursuant to Sec. 55.03, Florida Statutes, running from the date the monies were paid to
Contractor.
3. Paragraph 11, NONDISCRIMINATION, of the Original Agreement, is hereby
amended to correct certain scrivener's errors and include the following Federal Required
Contract Provisions, if applicable:
11. NONDISCRINIINATION/EOUAL EM OPPORTUNITY
A. CONTRACTOR and COUNTY agree that there will be no discrimination
against any person, and it is expressly understood that upon a determination
by a court of competent jurisdiction that discrimination has occurred, this
Agreement automatically terminates without any further action of the part of
any party, effective the date of the court order. CONTRACTOR or COUNTY
agrees to comply with all Federal and Florida statutes, and all local
ordinances, as applicable, relating to nondiscrimination. This include but are
not limited to: 1) Title VII of the Civil Rights Act of 1964 (PL 88 -352) which
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the subject matter of, this Agreement.
During the performance of this Agreement, the CONTRACTOR, in accordance with
Equal Employment Oppormnity (30 Fed. Reg. 12319, 12935, 3 C.F.R. Part, 1964 -1965
Comp., p. 339) as amended by Executive Order 11375, Amending Executive Order 11246
Relating to Equal Employment Opportunity, and implementing regulations at 41 C.F.R.
Part 60 (Office of Federal Contract Compliance Programs, Equal Employment
Opportunity, Department of Labor), see 2 C.F.R. Part 200, Appendix 11, T C, agrees as
follows:
1) The CONTRACTOR will not discriminate against any employee or applicant
for employment because of race, color, religion, sex, sexual orientation,
gender identity, or national origin. The CONTRACTOR will take affirmative
action to ensure that applicants are employed, and that employees are treated
equally during employment, without regard to their race, color, religion, sex,
sexual orientation, gender identity, or national origin. Such action shall
include, but not be limited to the following: Employment, upgrading,
demotion, or transfer, recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and selection for
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prohibits discrimination on the basis of race, color or national origin; 2) Title
IX of the Education Amendment of 1972, as amended (20 USC ss. 1681-
1683, and 1685 - 1686), which prohibits discrimination on the basis of sex; 3)
Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794),
which prohibits discrimination on the basis of handicaps; 4) The Age
Discrimination Act of 1975, as amended (42 USC ss. 6101 -6107) which
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prohibits discrimination on the basis of age; 5) The Drug Abuse Office and
Treatment Act of 1972 (PL 92 -255), as amended, relating to
nondiscrimination on the basis of drug abuse; 6) The Comprehensive Alcohol
Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970
(PL 91 -616), as amended, relating to nondiscrimination on the basis of alcohol
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abuse or alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and
527 (42 USC ss. 690dd -3 and 290ee -3), as amended, relating to confidentiality
of alcohol and drug abuse patient records; 8) Title VIII of Civil Rights Act of
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1968 (42 USC s. et seq.), as amended, relating to nondiscrimination in the
sale, rental or financing of housing; 9) The Americans with Disabilities Act of
1990 (42 USC s. 12101 Note), as may be amended from time to time, relating
to nondiscrimination of the basis of disability; 10) Monroe County Code
Chapter I4, Article II, which prohibits discrimination on the basis of race,
color, sex, religion, national origin, ancestry, sexual orientation, gender
identity or expression, familial status or age; l 1) Any other nondiscrimination
provisions in any Federal or state statutes which may apply to the parties to, or
the subject matter of, this Agreement.
During the performance of this Agreement, the CONTRACTOR, in accordance with
Equal Employment Oppormnity (30 Fed. Reg. 12319, 12935, 3 C.F.R. Part, 1964 -1965
Comp., p. 339) as amended by Executive Order 11375, Amending Executive Order 11246
Relating to Equal Employment Opportunity, and implementing regulations at 41 C.F.R.
Part 60 (Office of Federal Contract Compliance Programs, Equal Employment
Opportunity, Department of Labor), see 2 C.F.R. Part 200, Appendix 11, T C, agrees as
follows:
1) The CONTRACTOR will not discriminate against any employee or applicant
for employment because of race, color, religion, sex, sexual orientation,
gender identity, or national origin. The CONTRACTOR will take affirmative
action to ensure that applicants are employed, and that employees are treated
equally during employment, without regard to their race, color, religion, sex,
sexual orientation, gender identity, or national origin. Such action shall
include, but not be limited to the following: Employment, upgrading,
demotion, or transfer, recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and selection for
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training, including apprenticeship, The CONTRACTOR agrees to post in
conspicuous places, available to employees and applicants for employment,
notices to be provided by the contracting officer setting forth the provisions of
this nondiscrimination clause.
2) The CONTRACTOR will, in all solicitations or advertisements for employees
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placed by or on behalf of the CONTRACTOR, state that all qualified
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applicants will receive consideration for employment without regard to race,
color, religion, sex, sexual orientation, gender identity, or national origin.
3) The CONTRACTOR will not discharge or in any other manner discriminate
against any employee or applicant for employment because such employee or
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applicant has inquired about, discussed, or disclosed the compensation of the
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employee or applicant or another employee or applicant. This provision shall
not apply to instances in which an employee, who has access to the
compensation information of other employees or applicants as a part of such
employee's essential job functions, discloses the compensation of such other
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employees or applicants to individuals who do not otherwise have access to
such information, unless such disclosure is in response to a formal complaint
or charge, in furtherance of an investigation, proceeding, hearing, or action,
including an investigation conducted by the employer, or is consistent with the
CONTRACTOR'S legal duty to furnish information,
4) The CONTRACTOR will send to each labor union or representative of
workers with which it has a collective bargaining agreement or other contract
or understanding, a notice to be provided by the agency contracting officer,
advising the labor union or workers' representative of the CONTRACTOR'S
commitments under section 202 of Executive Order 11246 of September 24,
1965, and shall post copies of the notice in conspicuous places available to
employees and applicants for employment.
5) The CONTRACTOR will comply with all provisions of Executive Order
11246 of September 24, 1965, and of the rules, regulations, and relevant
orders of the Secretary of Labor.
6) The CONTRACTOR will furnish all information and reports required by
Executive Order 11246 of September 24, 1965, and by the rules, regulations,
and orders of the Secretary of Labor, or pursuant thereto, and will permit
access to his books, records, and accounts by the contracting agency and the
Secretary of Labor for purposes of investigation to ascertain compliance with
such rules, regulations, and orders.
In the event of the CONTRACTOR'S non - compliance with the nondiscrimination
clauses of this contract or with any of such rules, regulations, or orders, this
contract may be canceled, terminated, or suspended in whale or in part and the
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CONTRACTOR may be declared ineligible for further Government contracts in
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accordance with procedures authorized in Executive Order 11246 of September
24, 1955, and such other sanctions may be imposed and remedies invoked as
provided in Executive Order 11246 of September 24, 1965, or by rule, regulation,
or order of the Secretary of Labor, or as otherwise provided by law.
4. Paragraph 18, TERMINATION, of the Original Agreement, is hereby amended to
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include the following Federal Required Contract Provisions, if applicable:
18. TERMINATION
A. In the event that the CONTRACTOR shall be found to be negligent in any aspect of
service, the COUNTY shall have the right to terminate this Agreement after five (5)
days' written notification to the CONTRACTOR.
B. Either of the parties hereto may cancel this Agreement without cause by giving the other
party sixty (60) days' written notice of its intention to do so.
C. Termination for Cause and Remedies: In the event of breach of any contract terms, the
COUNTY retains the right to terminate this Agreement. The COUNTY may also
terminate this Agreement for cause with CONTRACTOR should CONTRACTOR fail to
perform the covenants herein contained at the time and in the manner herein provided. In
the event of such termination, prior to termination, the COUNTY shall provide
CONTRACTOR with five (5) calendar days' notice and provide the CONTRACTOR
with an opportunity to cure the breach that has occurred. If the breach is not cured, the
Agreement will be terminated for cause. If the COUNTY terminates this Agreement with
the CONTRACTOR, COUNTY shall pay CONTRACTOR the surd due the
CONTRACTOR under this Agreement prior to termination, unless the cost of completion
to the COUNTY exceeds the funds remaining in the contract; however, the COUNTY
reserves the right to assert and seek an offset for damages caused by the breach. The
maximum amount due to CONTRACTOR shall not in any event exceed the spending cap
in this Agreement. In addition, the COUNTY reserves all rights available to recoup
monies paid under this Agreement, including the right to sue for breach of contract and
including the right to pursue a claim for violation of the County's False Claims
Ordinance, located at Section 2721 et al. of the Monroe County Code,
D. Termination for Convenience: The COUNTY may terminate this Agreement for
convenience, at any time, upon sixty (60) days' notice to CONTRACTOR. If the
COUNTY terminates this Agreement with the CONTRACTOR, COUNTY shall pay
CONTRACTOR the sum due the CONTRACTOR under this Agreement prior to
termination, unless the cost of completion to the COUNTY exceeds the funds remaining
in the contract. The maximum amount due to CONTRACTOR shall not exceed the
spending cap in this Agreement. In addition, the COUNTY reserves all rights available
to recoup monies paid under this Agreement, including the right to sue for breach of
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contract and including the right to pursue a claim for violation of the County's False
Claims Ordinance, located at Art. IX, Section 2 -721 et al. of the Monroe County Code.
5. The Original Agreement is hereby amended to include the following identified as
Paragraph 39, FEDERAL CONTRACT REQUIREMENTS, Paragraphs 40 and 41, to include the
following Federal Required Contract Provisions, if applicable: --
39. FEDERAL CONTRACT REQUIREMENTS
The CONTRACTOR and its sub - contractors must follow the provisions, as applicable, as
set forth in 2 C.F.R. §200.326 Contract provisions and Appendix II to Part 200, as amended,
including but not limited to:
39.1 Clean Air Act and the Federal Water Pollution Control Act CONTRACTOR
agrees to comply with all applicable standards, orders, or regulations issued pursuant to the
Clean Air Act (42 U.S.C. 7401- 767Iq) and the Federal Water Pollution Control Act as amended
(33 U.S.C. 1251 -I387) and will report violations to FEMA and the Regional Office of the
Environmental Protection Agency (EPA).
39.2 Davis -Bacon Act, as amended (40 U.S.C. 3141 - 3148) When required by Federal
program legislation, which includes emergency Management Preparedness Grant Program,
Homeland Security Grant Program, Nonprofit Security Grant Program, Tribal Homeland
Security Grant Program, Port Security Grant Program and Transit Security Grant Program, all
prime construction contracts in excess of $2,000, for the construction, alteration, or repair
(including painting and decorating) of public buildings or public works, awarded by non- Federal
entities must comply with the Davis -Bacon Act (40 U.S.C. 3141 -3144 and 3146 -3148) as
supplemented by Department of Labor regulations (29 CFR Part 5, "Labor Standards Provisions
Applicable to Contracts Covering Federally Financed and Assisted Construction "). In
accordance with the statute, CONTRACTORS must be required to pay wages to laborers and
mechanics at a rate not less than the prevailing wages specified in a wage determination made by
the Secretary of Labor. In addition, CONTRACTORS must be required to pay wages not less
than once a week. If applicable, the COUNTY must place a copy of the current prevailing wage
determination issued by the Department of Labor in each solicitation (attached hereto as Exhibit
"A" and made a part hereof). The decision to award a contract or subcontract must be
conditioned upon the acceptance of the wage determination. The COUNTY must report all
suspected or reported violations to the Federal awarding agency. When required by Federal
program legislation, which includes emergency Management Preparedness Grant Program,
Homeland Security Grant Program, Nonprofit Security Grant Program, Tribal Homeland
Security Grant Program, Port Security Grant Program and Transit Security Grant Program (it
does not apply to other FEMA grant and cooperative agreement programs, including the Public
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Assistance Program), the CONTRACTORS must also comply with the Copeland "Anti -
Kickback" Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR
Part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole
or in Part by Loans or Grants from the United States "), As required by the Act, each
CONTRACTOR or subrecipient is prohibited from inducing, by any means, any person E
employed in the construction, completion, or repair of public work, to give up any part of the
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compensation to which he or she is otherwise entitled. The COUNTY must report all suspected
or reported violations to the Federal awarding agency. The CONTRACTOR shall comply with
18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable,
which are incorporated by reference into this contract. _ Go
i) Subcontracts. The CONTRACTOR or subcontractor shall insert in any
subcontracts the clause above and such other clauses as the FEMA may by
appropriate instructions require, and also a clause requiring the subcontractors to
include these clauses in any lower tier subcontracts. The prime CONTRACTOR
shall be responsible for the compliance by any subcontractor or lower tier
subcontractor with all of these contract clauses.
ii) Breach. A breach of the contract clauses above may be grounds for
termination of the contract, and for debarment as a contractor and subcontractor
as provided in 29 C.F.R. § 5.12.
39.3 Contract Work Hours an Safet Sta ndards Act (40 U.S.C. 3701-3708) Where
applicable, which includes all FEMA grant and cooperative agreement programs, all contracts
awarded by the COUNTY in excess of $100,000 that involve the employment of mechanics or
laborers must comply with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor
regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each CONTRACTOR must
compute the wages of every mechanic and laborer on the basis of a standard work week of forty
(40) hours. Work in excess of the standard work week is permissible provided that the worker is
compensated at a rate of not less than one and a half times the basic rate of pay for all hours
worked in excess of forty (40) hours in the work week. The requirements of 40 U.S.C. 3704 are
applicable to construction work and provide that no laborer or mechanic must be required to
work in surroundings or under working conditions which are unsanitary, hazardous, or
dangerous. These requirements do not apply to the purchases of supplies or materials or articles
ordinarily available on the open market, or contracts for transportation or transmission of
intelligence.
39.4 Rights to Inventions Made Under a Contract or Agreement If the Federal award
meets the definition of "funding agreement" under 37 CFR §401.2 (a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental, developmental,
or research work under that "funding agreement," the recipient or subrecipient must comply with
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the requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations
and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,"
and any implementing regulations issued by the awarding agency.
39.5 Clean Air Act 42 U.S,C. 7401-7671 Water Pollution Control Act 33 U.S.C.
1251- 1387)_as__amended Contracts and subgrants of amounts in excess of $150,000 must
comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act
(42 U.S.C. 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C.
1251 - 1387). Violations must be reported to the Federal awarding agency and the Regional Office
of the Environmental Protection Agency (EPA).
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39.6 Debarment and Suspension (Executive Orders 12549 and _12689) A contract
award (see 2 CFR 180.220) must not be made to parties listed on the government wide
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exclusions in the System for Award Management (SAM), in accordance with the OMB
guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1985 Comp., p.
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189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM
Exclusions contains the names of parties debarred, suspended, or otherwise excluded by
agencies, as well as parties declared ineligible under statutory or regulatory authority other than
Executive Order 12549.
39.7 Byrd Anti-Lobbying Amendment 31 U.S.C. 1352. CONTRACTORS that apply
or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to
the tier above that it will not and has not used Federal appropriated funds to pay any person or
organization for influencing or attempting to influence an officer or employee of any agency, a
member of Congress, officer or employee of Congress, or an employee of a member of Congress
in connection with obtaining any Federal contract, grant or any other award covered by 31
U.S.C. 1352. Each tier must also disclose any lobbying with non - Federal funds that takes place
in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier
up to the non - Federal award,
39.8 Compliance with Procurement of recovered materials as set forth in 2 CFR
200.322 CONTRACTOR must comply with section 6002 of the Solid Waste disposal Act, as
amendment by the Resource Conservation and Recovery Act. The requirements of Section 6002
include procuring only items designed in guidelines of the Environmental Protection Agency
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{EPA at 40 CPR part 247 that contain the highest percentage of recovered materials practicable,
consistent with maintaining a satisfactory level of competition, where the purchase price of the
item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year
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exceeded $ 10,000; procuring solid waste management services in a manner that maximizes
energy and resource recovery; and establishing an affirmative procurement program for
procurement of recovered materials identified in the EPA guidelines. (1) In the performance of
this contract, the CONTRACTOR shall make maximum use of products containing recovered
materials that are EPA - designated items unless the product cannot be acquired (i) Competitively
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within a timeframe providing for compliance with the contract performance schedule; (ii)
Meeting contract performance requirements; or (iii) At a reasonable price. (2) Information about
this requirement, along with the list of EPA - designated items, is available at EPA's
Comprehensive Procurement Guidelines web site, https:/ /www.epa.gov /smm/comprehensive-
procurement - guideline -epg- program.
39.9 Americans with Disabilities Act of 1990, as amended (ADA) The
CONTRACTOR will comply with all the requirements as imposed by the ADA, the regulations
of the Federal government issued thereunder, and the assurance by the CONTRACTOR pursuant
thereto.
39.10 The CONTRACTOR shall utilize the U.S. Department of Homeland Security's E-
Verify system to verify the employment eligibility of all new employees hired by the
CONTRACTOR during the term of the Contract and shall expressly require any subcontractors
performing work or providing services pursuant to the Contract to likewise utilize the U.S.
Department of Homeland Security's E- Verify system to verify the employment eligibility of all
new employees hired by the subcontractor during the Contract term.
39.11 Fraud and False or Fraudulent or Related Acts The CONTRACTOR
acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and
Statements) applies to the CONTRACTOR'S actions pertaining to this contract.
39.12 Access to Records The following access to records requirements apply to this
contract:
(1) The CONTRACTOR agrees to provide MONROE COUNTY, the FEMA
Administrator, the Comptroller General of the United States, or any of their
authorized representatives access to any books, documents, papers, and records of
the CONTRACTOR which are directly pertinent to this contract for the purposes
of making audits, examinations, excerpts, and transcriptions.
(2) The CONTRACTOR agrees to permit any of the foregoing parties to
reproduce by any means whatsoever or to copy excerpts and transcriptions as
reasonably needed.
(3) The CONTRACTOR agrees to provide the FEMA Administrator or his
authorized representatives access to construction or other work sites pertaining to
the work being completed under the contract.
39.13 Federal Government not a party to contract. CONTRACTOR acknowledges that
the Federal Government is not a party to this contract and is not subject to any obligations or
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liabilities to the non - Federal entity, contractor, or any other ,party pertaining to any matter
resulting from the contract.
39.14 Department of Homeland Security (DHS) Seal, Logo— and Flags The
CONTRACTOR shall not use the DHS seal(s), logos, crests, or reproductions of flags or
likenesses of DHS agency officials without specific FEMA pre - approval.
39.15 Compliance with Federal Law, Regulations, and Executive Order This is an
acknowledgement that FEMA financial assistance will be used to fund the contract only. The
CONTRACTOR will comply will all applicable federal law, regulations, executive orders,
FEMA policies, procedures, and directives.
39.16 Disadvantaged Business Enterprise DBE Policy and Obligation. It is the policy
of the COUNTY that DBE's, as defined in 49 C.F.R. Part 26, as amended, shall have the
opportunity to participate in the performance of contracts financed in whole or in part with
COUNTY funds under this Agreement. The DBE requirements of applicable federal and state
laws and regulations apply to this Agreement. The COUNTY and its CONTRACTOR agree to
ensure that DBE's have the opportunity to participate in the performance of this Agreement. In
this regard, all recipients and contractors shall take all necessary and reasonable steps in
accordance with applicable federal and state laws and regulations to ensure that the DBE's have
the opportunity to compete for and perform contracts, including but not limited to 2 C.F.R.
§200,321. The COUNTY and the CONTRACTOR and subcontractors shall not discriminate on
the basis of race, color, national origin, or sex in the award and performance of contracts, entered
pursuant to this Agreement. CONTRACTING WITH SMALL AND MINORITY
BUSINESSES WOMEN'S BUSINESS ENTERPRISES AND LABOR SURPLUS AREA
FIRMS.
a. If the CONTRACTOR, with the funds authorized by this Agreement,
seeks to subcontract goods or services, then, in accordance with 2 C.F.R.
§200.321, the CONTRACTOR shall take the following affirmative steps to assure
that minority businesses, women's business enterprises, and labor surplus area
firms are used whenever possible
L Placing qualified small and minority businesses and women's business
enterprises on solicitation lists;
ii. Assuring that small and minority businesses, and women's business
enterprises are solicited whenever they are potential sources;
iii. Dividing total requirements, when economically feasible, into smaller
tasks or quantities to permit maximum participation by small and minority
businesses, and women's business enterprises;
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iv. Establishing delivery schedules, where the requirement permits, which
encourage participation by small and minority businesses, and women's business
enterprises;
V. Using services and assistance, as appropr ate, of such organizations as the
Small Business Administration and the Minority Business Development Agency
of the Department of Commerce.
40. The CONTRACTOR is bound by the terms and conditions of the Federally-
Funded Subaward and Grant Agreement between County and the Florida Division of Emergency
Management (Division), which is attached hereto as Exhibit "B" and made a part hereof.
41. The CONTRACTOR shall hold the Division and County harmless against all claims
of whatever nature arising out of the CONTRACTOR'S performance of work under this
Agreement, to the extent allowed and required by law.
6. In all other respects, the remaining terms of the Original Agreement dated November
17, 2015, and as amended on October 19, 2016, and September 20, 2017, not inconsistent
herewith, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have hereunto set their hands and seal, the day
and year first written above.
(SEAL)
Attest: KEVIN MADOK, CLERK
By:
Deputy Clerk
Date:
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor
Date:
MONROE COUNTY ATTORNEY'S OFFICE
PPROV�D AS T� Ft
PATRICIA t:ABLES
ASSISTANICO UN TY ATLORN Ey
DA'T'E: , . _ ..,..... - .. -._ , . , :..,,,,_:
11
. . .........
Dale'
S* it9fe Of person authorized Date
Sid ally bind Corporation
- 1,j 1�1 I411 A i- Y xi i-f Z:�-,
Print Name Title
J�wv
Address: e "2
V4.
Telephone Number
M
Witnesses for CONTRACTOR:
CONTRACTOR:
MASTER MECHANICA SERVICES,
INC.
. . .........
Dale'
S* it9fe Of person authorized Date
Sid ally bind Corporation
- 1,j 1�1 I411 A i- Y xi i-f Z:�-,
Print Name Title
J�wv
Address: e "2
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Telephone Number
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Witnesses for CONTRACTOR:
Exhibit A
Department of Labor Wage Determination
General Decision Number: FL180063 03/16/2018 FL63
superseded Genetical. Decision Number: FL20170063
State: Plorida
Construction Type; Building
County; Monroe County in Florida.
BUILDING CONSTRUCTION PROTECTS (does not include single family
homes or apartments up to and including 4 stories).
Note: Under Executive Order (EO) 13658, an hourly minimum wage
of $10.35 for calendar year 2018 applies to all contracts
subject to the Davis -Bacon Act for which the contract is
awarded (and any solicitation was issued) on or after .January
1, 2015. If this contract is covered by the SO, the contractor
must pay all workers in any classification listed on this wage
determination at least $10.35 per hour (ox the applicable wage
rate listed on this wage determination, if it is higher) for
all hours spent performing on the contract in calendar year
2018. The EO minimum wage rate will be adjusted annually.
Please note that this EO applies to the above - mentioned types
of contracts entered into by the federal government that are
subject to the Davis -Bacon Act itself, but it does not apply to
contracts subject only to the Davis -Bacon Related Acts,
including those set forth at 29 CFR 5.1(a)(2) -(60). Additional
information on contractor requirements and worker protections
under the EO is available at www.dol.gov /whd /govcontracts.
Modification Number Publication Date
0 01/05/2018
1 01/12/2018
2 02/23/2018
3 03/16/2018
* BLECO349 -003 03/05/2018
Rates Fringes
ELECTRICIAN ......................$ 33.11 12.31
ENG10487 -004 07/01/2013
Rates Fringes
OPERATOR: Crane
All Cranes Over 15 Ton
Capacity ................... $ 29.00 8,80
13
Yard Crane, Hydraulic
Crane, Capacity 15 Ton and
Under ........................$ 22.00 8.80
!P.ONO272 -004 10/01/2017
Rates Fringes
IRONWORKER, STRUCTURAL AND
REINFORCING ......................$ 24.89 10.10
PAINO365 -004 07/01/2017
Rates Fringes
PAINTER: Brush Only .............$ 20.21 10.08
SFFLO821 -001 01/01/2018
Rates Fringes
SPRINKLER FITTER (Fire
Sprinklers ) ......................$ 27.68 18.89
------------- - - ---- ------------------------ ------ __--- _--- _ --- --
SHEE0032 -003 12/01/2013
Rates Fringes
SHEETMETAL WORKER (HVAC Duct
Installation ) .................. - $ 23.50 12.18
SUPL2009 -059 05/22/2009
OPERATOR: Paver (Asphalt,
Aggregate, and Concrete) ....... ..$
Rates
Fringes
CARPENTER ........................$
15.08
5.07
CEMENT MASON /CONCRETE FINISHER ...
$ 12.45
0.00
PENCE ERECTOR ....................$
9.94
0.00
LABORER: Common or General ......
$ 8.62
0.00
LABORER: Pipelayer ..............$
10.45
0.00
OPERATOR: Sackhoe /Excavator.....$
16.98
0.00
OPERATOR: Paver (Asphalt,
Aggregate, and Concrete) ....... ..$
9.58
0.00
OPERATOR: Pump ..................$
11.00
0.00
PAINTER: Roller and Spray .......
$ 11.21
0.00
PLUMBER-- ....................$
12.27
3.33
ROOFER: Built Up,
14
Composition, Hot Tar and
Single Ply... ........ _ .......... $ 14.33 0.00
SHEET METAL WORKER, Excludes
HVAC Duct Installation ........... $ 19.41 3.61
TRUCK DRIVER, Includes Dump
and 10 Yard Haul Away ............ $ 8.00 0.15
WELDERS - Receive rate prescribed for craft performing
operation to which welding is incidental.
Note: Executive Order (EO) 13706, Establishing Paid Sick Leave
for Federal Contractors applies to all contracts subject to the
Davis -Bacon Act for which the contract is awarded (and any
solicitation was issued) on or after January 1, 2017. If this
contract is covered by the E0, the contractor must provide
employees with 1 hour of paid sick leave for every 30 hours
they work, up to 56 hours of paid sick leave each year.
Employees must be permitted to use paid sick leave for their
own illness, injury or other health - related needs, including
preventive care; to assist a family member (or person who is
like family to the employee) who is ill, injured, or has other
health - related needs, including preventive care; or for reasons
resulting from, or to assist a family member (or person who is
like family to the employee) who is a victim of, domestic
violence, sexual assault, or stalking. Additional information
on contractor requirements and worker protections under the SO
is available at www.dol.gov /whd /govcontracts.
Unlisted classifications needed for work not included within
the scope of the classifications listed may be added after
award only as provided in the labor standards contract clauses
(29CFR 5.5 (a) (1) (ii)).
The body of each wage determination lists the classification
and wage rates that have been found to be prevailing for the
cited type(s) of construction in the area covered by the wage
determination. The classifications are listed in alphabetical
order of "identifiers" that indicate whether the particular
rate is a union rate (current union negotiated rate for local),
a survey rate (weighted average rate) or a union average rate
(weighted union average rate).
Union Rate Identifiers
A four letter classification abbreviation identifier enclosed
in dotted lines beginning with characters other than "SU" or
11 UAVG" denotes that the union classification and rate were
prevailing for that classification in the survey. Example:
15
PLUM0198 -005 07/01/2014. PLUM is an abbreviation identifier of
the union which prevailed in the survey for this
classification, which in this example would be Plumbers. 0198
indicates the local union number or district council number
where applicable, i.e., Plumbers Local 0198. The next number,
005 in the example, is an internal number used in processing
the wage determination. 07/01/2014 is the effective date of the
most current negotiated rate, which in this example is July 1,
2014.
Union prevailing wage rates are updated to reflect all rate
changes in the collective bargaining agreement (CBA) governing
this classification and rate.
Survey Rate Identifiers
Classifications listed under the "SU" identifier indicate that
no one rate prevailed for this classification in the survey and
the published rate is derived by computing a weighted average
rate based on all the rates reported in the survey for that
classification. As this weighted average rate includes all
rates reported in the survey, it may include both union and
non -union rates. Example: SULA2012 -007 5/13/2014. SU indicates
the rates are survey rates based on a weighted average
calculation of rates and are not majority rates. LA indicates
the State of Louisiana. 2012 is the year of survey on which
these classifications and rates are based. The next number, 007
in.the example, is an internal number used in producing the
wage determination. 5/13/2014 indicates the survey completion
date for the classifications and rates under that identifier.
Survey wage rates are not updated and remain in effect until a
new survey is conducted.
Union Average Rate Identifiers
Classification (s) listed under the UAVG identifier indicate
that no single majority rate prevailed for those
classifications, however, loot of the data reported for the
classifications was union data. EXAMPLE; UAVG -OH -0010
08/29/2014. UAVG indicates that the rate is a weighted union
average rate. OH indicates the state. The next number, 0010 in
the example, is an internal number used in producing the wage
determination. 08/29/2014 indicates the survey completion date
for the classifications and rates under that identifier.
A UAVG rate will be updated once a year, usually in January of
each year, to reflect a weighted average of the current
negotiated /CBA rate of the union locals from which the rate is
based.
WAGE DETERMINATION APPEALS PROCESS
16
1.) Has there been an initial decision in the matter? This can
be.
* an existing published wage determination
* a survey underlying a wage determination
* a wage and Hour Division letter setting forth a position on
a wage determination matter
* a conformance (additional classification and rate) ruling
on survey related matters, initial contact, including requests
for summaries of surveys, should be with the Wage and Hour
Regional office for the area in which the survey was conducted
because those Regional offices have responsibility for the
Davis -Bacon survey program. If the response from this initial
contact is not satisfactory, then the process described in 2.)
and 3.) should be followed.
With regard to any other matter not yet ripe for the formal
process described here, initial contact should be with the
Branch of Construction Wage Determinations. Write to:
Branch of Construction Wage Determinations
Wage and Hour Division
U.S. Department of Labor
200 Constitution Avenue, N.W.
Washington, AC 20210
2.) If the answer to the question in 1.) is yes, then an
interested party (those affected by the action) can request
review and reconsideration from the Wage and Hour Administrator
(See 29 CFR Part 1.8 and 29 CFR Part 7). Write to:
wage and Hour Administrator
U.S. Department of Labor
200 Constitution Avenue, N.W.
Washington, DC 20210
The request should be accompanied by a full statement of the
interested party's position and by any information (wage
payment data, project description, area practice material,
etc.) that the requestor considers relevant to the issue.
3.) If the decision of the Administrator is not favorable, an
interested party may appeal directly to the Administrative
Review Board (formerly the Wage Appeals Board). Write to:
Administrative Review Board
U.S. Department of Labor
200 Constitution Avenue, N.W.
Washington, DC 20210
4.) All decisions by the Administrative Review Board are final.
END OF GENERAL DECISION
17
Exhibit
Monroe County FDEM Agreement
APPENDW C -I - Grnnts /Subgrants
DIVISION OF EMERGENCY MANAGEMENT
Grant /Grant and Aid Subgrant Routing Sheet
DEM ContractlGrant Number: 24402 Mod #: D Mi
Project ManagerX(Ir [ "A rson- U11 Forbes Phone: 815.4419
Division Approval: Date: 3116118 Dat ire ctor
SubgranteelFunding our ce: roeC n 1 Did - 4337 Received:
Effective Dates: 9!14117 )- (3110118 Amount: 2
Typc of Agrcomen €: A) Grant B) G & A Subgrant Agreement:
q) Loan Agrwment D) Other (explain)
Routing:
First Review -- Finance:
k
Fiscal Mgrat Signature:
D
FirstReview — Legal: /V 1 sr S� �aaReceived
Dat Revi wed
L egal Sign :
Seeimil Review Finance: Date Received
Date Reviewed
Fiscal Mgmt Signature:
Second Review — Legal;
Date Received
Date Reviewed
Legal Signature: Y �
Distribution; 1 - Divisnonit3ureau with Original Agreement. 2 - Grants with Original Agreement 3 - Fiscal Mgmt with Copy of
Agreement
.
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Ga CIA *r
1
^' - A
ell
Go
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SUBGRANTEE AND CDNTRACTUAI.. AGREEMENT INFORMATION SHEET
SECTION 1 - GENERAL CONTRACTIGRANT INFORMATION
CONTRACT #: Z0002 AWARD AMOUNT: $2,858,535-94
DIVISION: DEM BUREAU: Recovery PROGRAM: _DR-4337 (Federal Funds)
SUBGRANTEE /CONTRACTOR NAME: Monroe County
SUBGRANTEE /CONTRACTOR ADDRESS: 1100 Simonton St., Ste. 2 -213, KeV West, FL 33040
WARRANT REMITTANCE ADDRESS) Same as above
SUBGRANTEEICONTRACTOR CONTACT PERSON & TITLE: Laura deLoach- Hartle, Finance & Shared Services Manager
PHONE: 305.292.4482 FAX: E -MAIL: deloachhartle -!aura .monroecounty- fl.pov
DEM CONTRACT MANAGER: Lili Forbes
BEGINNING DATE: (9/10/17) ENDING DATE: (03110/18)
FEDERAL EMPLOYER IDENTIFICATION/SOCIAL SECURITY NUMBER: 59- 6000749
OR
SAMAS FUND IDENTIFICATION NUMBER
(STATE AGENCIES ONLY - 29 DIGITS)
MINORITY VENDOR CODE: (If Applicable, choose one: H- Black, 1- Hispanic, J- Asian, K- Native American, M- Woman)
SECTION 2 - SUBGRANT RECIPIENT DATABASE INFORMATION
ALLOCATION OF PROGRAM ASSISTANCE BY COUNTY:
COUNTY COUNTY AWARD AMOUNT COUNTY MATCH AMOUNT
Monroe $2,858.53 $
STATEWIDE ALLOCATION
SECTION 3 - SUBGRANT /CONTRACT FINANCIAL INFORMATION
GRANT REPORTING REQUIREMENTS: QR (Grant Awards Only) (MO- Monthly, QR- Quarterly, NA)
ORGANIZATION LEVEL: 31800400000 CFDA #: 97.036 CSFA #:
<�'``lk DEM GRANT # 4337F FUND 1 2- 750001- 105150 EO Z2 $ 2,858.535.94
gob75 DEM GRANT # _ 4A ?Y§ FUND 2 2-239047- 105150 EO Z3 $
DI=M GRANT # FUND 3 EO $
IF THIS IS A MODIFICATION:
MODIFICATION #:
EFFECT OF MODIFICATION:
AMOUNT OF INCREASEIDECREASE IN AWARD AMOUNT:
SECTION 4 - FINANCE AND ACCOUNTING USE ONLY (To be completed by Finance and Accounting)
FID #: SAMAS CONTRACT #: INPUT BY:
DATE:
FLORIDA SINGLE AUDIT ACT CHECKLIST FOR NON -STATE ORGANIZATIONS -
RECIPIENTISUBRECIPIENT VS. VENDOR DETERMINATION
This checklist and the standard contract audit language may be obtained electronically from the Executive Office of the
Governor's website ( http:// www. myflorida. com/ myflorida /governmentfgovernorinitiatives /fsaa /index.htmi).
If a Florida Single Audit Act State Project Determination Checklist has not been previously completed, please complete it
now. (Applies only to State agencies)
This checklist must be used by State agencies to evaluate the applicability of the Florida Single Audit Act (FSAA) to non -
state organizations' after a state program has been determined (using the Florida Single Audit Act State Project
Determination Checklist) to provide state financial assistance (i.e, is a State Project as defined in 215.97 (2)(r), F_S.). This
checklist assists in determining if the non -state organization is a vendor, recipient/subrecipient, or an exempt organization.
1 A non -state organization is defined as a nonprofit organization, for - profit organization (including sole proprietors), or
Florida local government (excluding district school boards, charter schools and community colleges), which receives
State resources.
Recipients and subrecipients of state financial assistance must also use this checklist to evaluate the applicability of the
FSAA to non -state organizations to which they provide State resources to assist in carrying out a State Project.
Name of Non -state Organization: MonrnP County
Type of Non -state Organization: I aril r'o"a'"m°"
(i.e, nonprofit, for - profit, local government; if the non -state organization is a local government, please indicate the type of
local government – municipality, county commission, constitutional officer, water management district, etc.)
Awarding Agency: Division of FmergenrV Managt— men+
Title of State Project: Fed ^ Piihfic Agsistnnnp DR-4327
Catalog of State Financial Assistance (CSFA) Number:
Contract/Grant/Agreement Number:
P APT
YES NO
X 1. Is the non -state organization a district school board, charter school, community college,
government/public university outside of Florida or a Federal agency?
X 2. Is the relationship with the non -state organization only to procure commodities (as defined in
287.012(5) F.S.)?
X_ 3. Does the relationship with the non -state organization consist of only Federal resources, State
matching resources for Federal Programs or local matching resources for Federal Programs?
X 4. Does the relationship with the non -state organization consist of only State maintenance of effort
(MOE) resources that meet all of the following criteria?
---- X A. Do Federal Regulations specify the requirements for the use of the State MOE resources and
are there no additional State requirements?
_ X_ B. Do contracts contain sufficient language to identify the State MOE resources and the associated
Federal Program?
X C. Do A -133 audit requirements apply to the State MOE resources and do contracts stipulate that
the State MOE resources should be tested in an A-133 audit in accordance with Federal
Program requirements?
2 MOE refers to the Federal maintenance of effort/level of effort requirements as defined by OMB Circular A -133
Compliance Requirement G (Matching, Level of Effort, Earmarking).
If any of 1 -4 above is yes, the recipient/vendor relationship determination does not need to be completed because the
FSAA is not ap plicabl e to the non -st organization.
Revised January 01, 2002
Form Number: FSAA CL2
PART R
Recipient(Vendor Relationship Determination:
The following should be analyzed for each relationship with a non -state organization where it has been determined that
the state program provides state financial assistance (i.e. is a State Project) and the non -state organization is not exempt
based on the questions above. This relationship may be evidenced by, but not limited to, a contract, agreement, or
application.
YES NO
1. Does State law or legislative proviso create the non -state organization to carry out this State Project?
2. Is the non -state organization required to provide matching resources not related to a Federal Program?
3. Is the non -state organization required to meet or comply with specified State Project requirements in
order to receive State resources? (State Project requirements include laws, rules, or guidelines specific
to the State Project such as eligibility guidelines, specified types of jobs to be created, donation of
specified assets, etc. Specified State Project requirements do not include procurement standards,
general guidelines, or general laws /rules.)
_ 4. Is the non -state organization required to make State Project decisions, which the State agency would
otherwise make? (e.g. determine eligibility, provide case management, etc.)
_ 5. Is the non -state organization's performance measured against whether State Project objectives are met?
(e.g. number of jobs to be created, number of patients to be seen, number of disadvantaged citizens to
be transported, etc. Performance measures may or may not be related to State performance -based
budgeting.)
If any of the above is yes, there is a recipientlsubrecipient relationship and the non -state organization is subject to the
FSAA. Otherwise the non -state organization is a vendor and is not subject to the FSAA.
PART r'
Based on your analysis of the responses above and discussions with appropriate agency personnel, state your conclusion
regarding the non -state organization:
(Check one) Reel pientlSubrecipient: X - - -- Vendor: —
Comments:
Print Name:
Title: Grant Manage
Signa ture: —
Exempt Organization:
Telephone Number: 81 1 5-4419
Date: 3 2 a . - 2 01 b
Note it is the program personnel's responsibility to notify Finance and Accounting of which non -state organizations have
been determined to be recipients and are receiving state financial assistance (i.e. disbursements must be coded as 7500
object code in FLAIR).
Note it is possible to have a contractual agreement with a non -state organization under Chapter 287, Florida Statutes, and
still consider the non -state organization a recipient under the Florida Single Audit Act.
If a recipient/subrecipient relationship exists the standard contract audit language, including Exhibit 1, must be included in
the document that established the State's, recipient's, or subrecipient's relationship with the non -state organization.
Questions regarding the evaluation of a non -state organization or if it has been determined that the non -state organization
is a recipient and a CSI=A number has not been assigned, contact your FSAA State agency liaison or the Executive Office
of the Governor, Office of Policy and Budget, Budget Management Policy Unit at (850) 487 -3832 or Suncom 277 -3832.
Reference may be made to Rule 27D -1, FAC.
Revised January 01, 2002
Form Number: FSAA CL2
Contract Number: 20002
FEDERALLY - FUNDED SUBAWARD AND GRANT AGREEMENT
2 C.F_R. §200.92 states that a "subaward may be provided through any form of legal agreement, including an
agreement that the pass- through entity considers a contract."
As defined by 2 C.F.R. §200.74, "pass- through entity" means "a non - Federal entity that provides a subaward to a
Sub- Recipient to carry out part of a Federal program."
As defined by 2 C.F.R. §200.93, "Sub- Recipient" means "a non - Federal entity that receives a subaward from a
pass- through entity to carry out part of a Federal program."
As defined by 2 C.F.R. §200.38, "Federal award" means "Federal financial assistance that a non - Federal entity
receives directly from a Federal awarding agency or indirectly from a pass - through entity."
As defined by 2 C.F.R. §200.92, "subaward" means "an award provided by a pass - through entity to a Sub -
Recipient for the Sub - Recipient to carry out part of a Federal award received by the pass- through entity."
The following information is provided pursuant to 2 C.F.R. §200.331(a)(1):
Sub- Recipient's name:
Sub - Recipient's PA ID /FIPS Number:
Sub - Recipient's unique entity identifier;
Federal Award Identification Number (FAIN):
Federal Award Date;
Subaward Period of Performance Start and End Date:
Amount of Federal Funds Obligated by this Agreement:
Total Amount of Federal Funds Obligated to the Sub- Recipient
by the pass - through entity to include this Agreement:
Total Amount of the Federal Award committed to the Sub - Recipient
by the pass - through entity:
Federal award project description (see FFATA)
Name of Federal awarding agency:
Name of pass - through entity:
Monroe County
087 - 99087 -00
021771709
4337DRFLP0000001
913012017
9/10/2017 — 03/1012018
$2,858,535.94
$2,858,535.94
2 858 535.94
Grant to Local Government for
debris removal emergenc
p rotective measures and repair or
replacement of disaster damaged
facilities
Dept. of Homeland Security (OHS)
Federal Emergency Management
Agency(FEMA) —
Florida Division of Fm,ergencv
Management (FDE,M,)
2
Contact information for the pass - through entity:
Catalog of Federal Domestic Assistance (CFDA) Number and Name:
Whetherthe award is Research & Development:
Indirect cost rate for the Federal award:
2555 Shumard Oak Blvd.
Tallahassee FL 32399 -2100
97.036 Public Assistance
NIA
See-by 44 C.F.R. 207.5(b)(4)
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 "Sub- Recipient ").
For the purposes of this Agreement, the Division serves as the pass - through entity for a Federal
award, and the Sub- Recipient serves as the recipient of a subaward,
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Sub - Recipient represents that it is fully qualified and eligible to receive these grant funds
to provide the services identified herein;
B. The State of Florida received these grant funds from the Federal government, and the
Division has the authority to subgrant these funds to the Sub - Recipient upon the terms and conditions
outlined below; and,
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Sub- Recipient agree to the following:
(1) APPLICATION OF STATE LAW TO THIS AGREEMENT
2 C.F.R. §200.302 provides: "Each state must expend and account for the Federal award
in accordance with state laws and procedures for expending and accounting for the state's own funds."
Therefore, section 215.971, Florida Statutes, entitled "Agreements funded with federal or state
assistance", applies to this Agreement.
(2) LAWS, RULES, REGULATIONS AND POLICIES
a. The Sub - Recipient's performance under this Agreement is subject to 2 C.F.R. Part
200, entitled "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards."
b. As required by Section 215.971(1), Florida Statutes, this Agreement includes_
A provision specifying a scope of work that clearly establishes the tasks that
the Sub - Recipient is required to perform.
ii. A provision dividing the agreement into quantifiable units of deliverables that
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.
iii. A prevision specifying the financial consequences that apply if the Sub-
Recipient fails to perform the minimum level of service required by the agreement.
iv. A provision specifying that the Sub - Recipient may expend funds only for
allowable costs resulting from obligations incurred during the specified agreement period.
A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division.
vi. A provision specifying that any funds paid in excess of the amount to which
the Sub - Recipient is entitled under the terms and conditions of the agreement must be refunded to the
Division.
c. In addition to the foregoing, the Sub - Recipient and the Division shall be governed by
all applicable State and Federal laws, rules and regulations. Any express reference in this Agreement to
a particular statute, rule, or regulation in no way implies that no other statute, rule, or regulation applies_
(3) CONTACT
a. In accordance with section 215.971(2), Florida Statutes, the Division's Grant
Manager shall be responsible for enforcing performance of this Agreement's terms and conditions and
shall serve as the Division's liaison with the Sub - Recipient. As part of his/her duties, the Grant Manager
for the Division shall:
i. Monitor and document Sub- Recipient performance; and,
ii. Review and document all deliverables for which the Sub- Recipient requests
payment.
b. The Division's Grant Manager for this Agreement is:
Lililita Forbes
2555 Shumard Oak Blvd. Ste. 360
Tallahassee, FL 32399 -2100
Telephone: 850-815-4419
Email: Lililita .Forbes @em.myflorida.com
c. The name and address of the Representative of the Sub- Recipient responsible for
the administration of this Agreement is:
Laura deLoach- Hartle
1100 Simonton St., Ste. 2.213
Key West, FL 33040 -3110
Telephone: 305- 292 -4482
Email: deloachhartle- laura @monroecounty- fl.gov
d. In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the name, title and address of the new representative will be
provided to the other party in writing via letter or electronic email. It is the Sub - Recipient's responsibility to
authorize its users in the FloridaPA.org website. Only the Authorized or Primary Agents identified on the
Designation of Authority (Agents) in Attachment D may authorize addition or removal of agency users_
(4) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(5) EXECUTION
This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original.
(6) MODIFICATION
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement. In order for a Project to be eligible for reimbursement, a modification to this
agreement must be executed incorporating the Project as identified by number, budget, and scope of
work. Projects not included by modification will be ineligible for funding, regardless of Federal approval for
the Project.
(7) SCOPE OF WORK
The Sub - Recipient shall perform the work in accordance with the Budget and Project List
— Attachment A and Scope of Work, Deliverables and Financial Consequences -- Attachment B of this
Agreement.
(8) PERIOD OF AGREEMENT
This Agreement shall begin upon execution by both parties and shall end six (6) months
from the date of declaration for Emergency Work (Categories A & B) or eighteen (98) months from
the date of declaration for Permanent Work (Categories C -G), unless terminated earlier in accordance
with the provisions of Paragraph (17) of this Agreement, Consistent with the definition of "period of
performance" contained in 2 C.F.R. §200.77, the term "period of agreement" refers to the time during
which the Sub - Recipient "may incur new obligations to carry out the work authorized under" this
Agreement. In accordance with 2 C.F.R. §200.309, the Sub - Recipient may receive reimbursement under
this Agreement only for "allowable costs incurred during the period of performance." In accordance with
section 215.971(1)(d), Florida Statutes, the Sub - Recipient may expend funds authorized by this
Agreement "only for allowable costs resulting from obligations incurred during" the period of agreement.
(9) FUNDING
a. This is a cost- reimbursement Agreement, subject to the availability of funds.
b. The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance with either Chapter 216, Florida Statutes, or the Florida Constitution.
c. The Division will reimburse the Sub - Recipient o I for allowable costs incurred by the
Sub - Recipient in the successful completion of each deliverable. The maximum reimbursement amount
for each deliverable is outlined in Attachment A of this Agreement ( "Budget and Project List "). The
maximum reimbursement amount for the entirety of this Agreement is two million, eight hundred fifty -eight
thousand, five hundred and thirty -five dollars and ninety -four cents ($2,658,536.94).
d_ As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement
must include a certification, signed by an official who is authorized to legally bind the Sub - Recipient _
which reads as follows: "By signing this report, 1 certify to the best of my knowledge and belief that the
report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the
L
purposes and objectives set forth in the terms and conditions of the Federal award, lam aware that any
false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal,
civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18,
Section 1001 and Title 31, Sections 3729 -3730 and 3801 - 3812)."
e. The Division will review any request for reimbursement by comparing the
documentation provided by the Sub- Recipient in FforidaPA.org against a performance measure, outlined
in Attachment B, Scope of Work, Deliverables, and Financial Consequences, that clearly delineates:
The required minimum acceptable level of service to be performed; and,
The criteria for evaluating the successful completion of each deliverable.
f. The performance measure required by section 215.971(1)(b), Florida Statutes,
remains consistent with the requirement for a "performance goal ", which is defined in 2 C.F.R. §200.76 as
"a target level of performance expressed as a tangible, measurable objective, against which actual
achievement can be compared." It also remains consistent with the requirement, contained in 2 C.F.R.
§200.301, that the Division and the Sub - Recipient "relate financial data to performance accomplishments
of the Federal award."
g. If authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub - Recipient for overtime expenses in accordance with 2 G.F.R. §200.430 ( "Compensation— personal
services ") and 2 C.F.R. §200.431 ( "Compensation— fringe benefits "). if authorized by the Federal
Awarding Agency, and if the Sub - Recipient seeks reimbursement for overtime expenses for periods when
no work is performed due to vacation, holiday, illness, failure of the employer to provide sufficient work, or
other similar cause (see 29 U.S.C, §207(e)(2)), then the Division will treat the expense as a fringe benefit.
2 C.F.R. §200,431(a) defines fringe benefits as "allowances and services provided by employers to their
employees as compensation in addition to regular salaries and wages_" Fringe benefits are allowable
under this Agreement as long as the benefits are reasonable and are required by law, Sub- Recipient-
employee agreement, or an established policy of the Sub - Recipient. 2 C.F.R, §200.431(b) provides that
the cost of fringe benefits in the form of regular compensation paid to employees during periods of
authorized absences from the job, such as for annual leave, family - related leave, sick leave, holidays,
court leave, military leave, administrative leave, and other similar benefits, are allowable if all of the
following criteria are met:
i. They are provided under established written leave policies;
ii. The costs are equitably allocated to all related activities, including Federal
awards; and,
7
M. The accounting basis (cash or accrual) selected for costing each type of
leave is consistently followed by the non - Federal entity or specified grouping of employees.
h. If authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub - Recipient for travel expenses in accordance with 2 C.F.R. §200.474. As required by the Reference
Guide for State Expenditures, reimbursement for travel must be in accordance with section 112.061,
Florida Statutes, which includes submission of the claim on the approved state travel voucher. If the Sub -
Recipient seeks reimbursement for travel costs that exceed the amounts stated in section 112.061(6)(b),
Florida Statutes ($6 for breakfast, $11 for lunch, and $19 for dinner), then the Sub - Recipient must provide
documentation that:
The costs are reasonable and do not exceed charges normally allowed by
the Sub- Recipient in its regular operations as a result of the Sub - Recipient's written travel policy; and,
ii. Participation of the individual in the travel is necessary to the Federal award.
i. The Division's grant manager, as required by section 215.971(2)(c), Florida Statutes,
shall reconcile and verify all funds received against all funds expended during the grant agreement period
and produce a final reconciliation report. The final report must identify any funds paid in excess of the
expenditures incurred by the Sub - Recipient.
j. As defined by 2 C.F.R. §200.53, the term "improper payment" means or includes:
Any payment that should not have been made or that was made in an
incorrect amount (including overpayments and underpayments) under statutory, contractual,
administrative, or other legally applicable requirements; and,
Any payment to an ineligible party, any payment for an ineligible good or
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.
(10) RECORDS
a. As required by 2 C.F.R. §200.336, the Federal awarding agency, Inspectors General,
the Comptroller General of the United States, and the Division, or any of their authorized representatives,
shall enjoy the right of access to any documents, papers, or other records of the Sub - Recipient which are
pertinent to the Federal award, in order to make audits, examinations, excerpts, and transcripts. The right
of access also includes timely and reasonable access to the Sub - Recipient's personnel for the purpose of
interview and discussion related to such documents. Finally, the right of access is not limited to the
required retention period but lasts as long as the records are retained.
b. As required by 2 C.F.R. §200.331(a)(5), the Division, the Chief Inspector General of
the State of Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the
right of access to any documents, financial statements, papers, or other records of the Sub - Recipient
which are pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts.
The right of access also includes timely and reasonable access to the Sub - Recipient's personnel for the
purpose of interview and discussion related to such documents.
c. As required by Florida Department of State's record retention requirements (Chapter
119, Florida Statutes) and by 2 C.F.R. §200.333, the Sub- Recipient shall retain sufficient records to show
its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or
consultants paid from funds under this Agreement, for a period of five (5) years from the date of
submission of the final expenditure report. The following are the only exceptions to the five (5) year
requirement:
If any litigation, claim, or audit is started before the expiration of the 5 -year
period, then the records must be retained until all litigation, claims, or audit findings involving the records
have been resolved and final action taken.
ii. When the Division or the Sub - Recipient is notified in writing by the Federal
awarding agency, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect
costs, or pass - through entity to extend the retention period.
iii. Records for real property and equipment acquired with Federal funds must
be retained for 5 years after final disposition.
iv, When records are transferred to or maintained by the Federal awarding
agency or pass - through entity, the 5 -year retention requirement is not applicable to the Sub-Recipient-
Records for program income transactions after the period of performance. In
some cases recipients must report program income after the period of performance. Where there is such
a requirement, the retention period for the records pertaining to the earning of the program income starts
from the end of the non - Federal entity's fiscal year in which the program income is earned.
vi. Indirect cost rate proposals and cost allocations plans. This paragraph
applies to the following types of documents and their supporting records: indirect cost rate computations
or proposals, cost allocation plans, and any similar accounting computations of the rate at which a
particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe
benefit rates).
d. In accordance with 2 C,F.R. §200.334, the Federal awarding agency must request
transfer of certain records to its custody from the Division or the Sub - Recipient when it determines that
the records possess long -term retention value.
e. In accordance with 2 C.F.R. §200.335, the Division must always provide or accept
paper versions of Agreement information to and from the Sub- Recipient upon request. If paper copies
are submitted, then the Division must not require more than an original and two copies. When original
records are electronic and cannot be altered, there is no need to create and retain paper copies, When
original records are paper, electronic versions may be substituted through the use of duplication or other
forms of electronic media provided that they are subject to periodic quality control reviews, provide
reasonable safeguards against alteration, and remain readable.
f. As required by 2 C.F.R. §200.303, the Sub - Recipient shall take reasonable measures
to safeguard protected personally identifiable information and other information the Federal awarding
agency or the Division designates as sensitive or the Sub- Recipient considers sensitive consistent with
applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality.
g. Florida's Government in the Sunshine Law (Section 286.011, Florida Statutes)
provides the citizens of Florida with a right of access to governmental proceedings and mandates three,
basic requirements: (1) meetings of public boards or commissions must be open to the public; (2)
reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and
promptly recorded. The more receipt of public funds by a private entity, standing alone, is insufficient to
bring that entity within the ambit of the open government requirements. However, the Government in the
Sunshine Law applies to private entities that provide services to governmental agencies and that act on
behalf of those agencies in the agencies' performance of their public duties. If a public agency delegates
the performance of its public purpose to a private entity, then, to the extent that private entity is
performing that public purpose, the Government in the Sunshine Law applies. For example, if a volunteer
fire department provides firefighting services to a governmental entity and uses facilities and equipment
purchased with public funds, then the Government in the Sunshine Law applies to board of directors for
that volunteer fire department. Thus, to the extent that the Government in the Sunshine Law applies to
the Sub - Recipient based upon the funds provided under this Agreement, the meetings of the Sub -
Recipient's governing board or the meetings of any subcommittee making recommendations to the
governing board may be subject to open government requirements_ These meetings shall be publicly
noticed, open to the public, and the minutes of all the meetings shall be public records, available to the
public in accordance with Chapter 119, Florida Statutes.
h, Florida's Public Records Law provides a right of access to the records of the state
and local governments as well as to private entities acting on their behalf. Unless specifically exempted
from disclosure by the Legislature, all materials made or received by a governmental agency (or a private
entity acting on behalf of such an agency) in conjunction with official business which are used to
perpetuate, communicate, or formalize knowledge qualify as public records subject to public inspection.
The mere receipt of public funds by a private entity, standing alone, is insufficient to bring that entity
within the ambit of the public record requirements. However, when a public entity delegates a public
function to a private entity, the records generated by the private entity's performance of that duty become
public records. Thus, the nature and scope of the services provided by a private entity determine whether
that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's
Public Records Law.
I. The Sub - Recipient shall maintain all records for the Sub- 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
to
and objectives of the Budget and Project List — Attachment A, Scope of Work — Attachment B, and all
other applicable laws and regulations. _
(11) AUDITS
a. The Sub - Recipient shall comply with the audit requirements contained in 2 C.F.R.
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Part 200, Subpart F.
b. In accounting for the receipt and expenditure of funds under this Agreement, the
Sub - Recipient shall follow Generally Accepted Accounting Principles ( "GAAP "). As defined by 2 C.F.R.
§200.49, GAAP "has the meaning specified in accounting standards issued by the Government
Accounting Standards Board (GASB) and the Financial Accounting Standards Board (FASB)."
c. When conducting an audit of the Sub - Recipient's performance under this Agreement,
the Division shall use Generally Accepted Government Auditing Standards ( "GAGAS "). As defined by 2
C.F.R. §200.50, GAGAS, "also known as the Yellow Book, means generally accepted government
auditing standards issued by the Comptroller General of the United States, which are applicable to
financial audits."
d. If an audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Sub - Recipient shall be held liable for
reimbursement to the Division of all funds not spent in accordance with these applicable regulations and
Agreement provisions within thirty days after the Division has notified the Sub - Recipient of such non-
compliance.
e. The Sub - Recipient shall have all audits completed by an independent auditor, which
is defined in section 215.97(2)(h), Florida Statutes, as "an independent certified public accountant
licensed under chapter 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 of the Sub - Recipient's fiscal year.
f. The Sub - Recipient shall send copies of reporting packages for audits conducted in
accordance with 2 C.F.R. Part 200, by or on behalf of the Sub - Recipient, to the Division at the following
address:
DEMSingle Audit @em.my€lorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
g. The Sub - Recipient shall send the Single Audit reporting package and Form SF -SAC
to the Federal Audit Clearinghouse by submission online at:
http
h. The Sub- Recipient shall send any management letter issued by the auditor to the
Division at the following address:
DEMSingle
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
L
Tallahassee, Florida 32399 -2100
(12) REPORTS
a. Consistent with 2 C.F.R, §200,328, the Sub - Recipient shall provide the Division with
quarterly reports and a close -out report. These reports shall include the current status and progress by
the Sub- Recipient and all subcontractors in completing the work described in the Scope of Work and the
expenditure of funds under this Agreement, in addition to any other information requested by the Division,
b• Quarterly reports are due to the Division no later than 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 closeout report is due sixty (60) days after termination of this Agreement or sixty
(60) days after completion of the activities contained in this Agreement, whichever first occurs.
d. If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, then the Division may withhold further payments until they are
completed or may take other action as stated in Paragraph (16) REMEDIES. "Acceptable to the
Division" means that the work product was completed in accordance with the Budget and Project List —
Attachment A, and Scope of Work —Attachment B.
e. The Sub - Recipient shall provide additional program updates or information that may
be required by the Division.
f. The Sub - Recipient shall provide additional reports and information identified in
Attachment G — Public Assistance Program Guidance.
(13) MONITORING .
a. The Sub - Recipient shall monitor its performance under this Agreement, as well as
that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to
ensure that time schedules are being met, the Schedule of Deliverables and Scope of Work are being
accomplished within the specified time periods, and other performance goals are being achieved, A
review shall be done for each function or activity in Attachment B to this Agreement, and reported in the
quarterly report.
b. In addition to reviews of audits, monitoring procedures may include, but not be limited
to, on -site visits by Division staff, limited scope audits, and /or other procedures. The Sub- Recipient
agrees to comply and cooperate with any monitoring procedures /processes deemed appropriate by the
Division. In the event that the Division determines that a limited scope audit of the Sub- Recipient is
appropriate, the Sub - Recipient agrees to comply with any additional instructions provided by the Division
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to the Sub- Recipient regarding such audit. The Sub - Recipient further agrees to comply and cooperate
with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial
Officer or Auditor General. In addition, the Division will monitor the performance and financial
management by the Sub - Recipient throughout the contract term to ensure timely completion of all tasks. L
(14) LIABILITY
a. unless Sub - Recipient is a State agency or subdivision, as defined in section
768,28(2), Florida Statutes, the Sub- Recipient is solely responsible to parties it deals with in carrying out
the terms of this Agreement, as authorized by section 768,28(19), Florida Statutes, Sub- Recipient 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, Sub - Recipient agrees that it is not
an employee or agent of the Division, but is an independent contractor,
b. As required by section 768.28(19), Florida Statutes, any Sub - Recipient which is a
state agency or subdivision, as defined in section 768.28(2), Florida Statutes, agrees to be fully
responsible for its negligent or tortious acts or omissions which result in claims or suits against the
Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the
extent set forth in Section 768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of
sovereign immunity by any Sub- Recipient to which sovereign immunity applies. Nothing herein shall be
construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in
any matter arising out of any contract.
(15) 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 terminate and the Division has the option to exercise any
of its remedies set forth in Paragraph (16); however, the Division may make payments or partial payments
after any Events of Default without waiving the right to exercise such remedies, and without becoming
liable to make any further payment if:
a. Any warranty or representation made by the Sub - Recipient in this Agreement or any
previous agreement with the Division is or becomes false or misleading in any respect, or if the Sub -
Recipient 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. Material adverse changes occur in the financial condition of the Sub- Recipient at any
time during the term of this Agreement, and the Sub - Recipient fails to cure this adverse change within
thirty days from the date written notice is sent by the Division;
c, Any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information; or,
d. The Sub- Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
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(16) REMEDIES .
If an Event of Default occurs, then the Division shall, after thirty calendar days written
notice to the Sub - Recipient and upon the Sub-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 Sub- 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 (3) herein;
b. Begin an appropriate legal or equitable action to enforce performance of this
Agreement;
c. Withhold or suspend payment of all or any part of a request for payment;
d. Require that the Sub - Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds.
e, Exercise any corrective or remedial actions, to include but not be limited to:
Request additional information from the Sub- Recipient to determine the
reasons for or the extent of non - compliance or lack of performance,
H. Issue a written warning to advise that more serious measures may be taken
if the situation is not corrected,
iii. Advise the Sub- Recipient to suspend, discontinue or refrain from incurring
costs for any activities in question or
iv. Require the Sub- Recipient to reimburse the Division for the amount of costs
incurred for any items determined to be ineligible;
f. Exercise any other rights or remedies which may be available under law.
Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in
this Agreement or falls to insist on strict performance by the Sub - Recipient, it will not affect, extend or
waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by
the Division for any other default by the Sub - Recipient.
(17) TERMINATION .
a. The Division may terminate this Agreement for cause after thirty days written notice,
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Sub - Recipient to permit public access to any document,
paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as amended.
b. The Division may terminate this Agreement for convenience or when it determines, in
its sole discretion, that continuing the Agreement would not produce beneficial results in line with the
further expenditure of funds, by providing the Sub - Recipient with thirty (30) calendar days prior written
notice.
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c, The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement. The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement.
d. In the event that this Agreement is terminated, the Sub - Recipient will not incur new
obligations for the terminated portion of the Agreement after the Sub - Recipient has received the
notification of termination. The Sub- Recipient will cancel as many outstanding obligations as possible.
Costs incurred after receipt of the termination notice will be disallowed. The Sub - Recipient shall not be
relieved of liability to the Division because of any breach of Agreement by the Sub - Recipient. The
Division may, to the extent authorized by law, withhold payments to the Sub- Recipient for the purpose of
set -off until the exact amount of damages due the Division from the Sub - Recipient is determined,
(18) PROCUREMENT
a. The Sub - Recipient shall ensure that any procurement involving funds authorized by
the Agreement complies with all applicable federal and state laws and regulations, to include 2 C.F.R.
§ §200.318 through 200.326 as well as Appendix 11 to 2 G.F.R. Part 200 (entitled "Contract Provisions for
Non - Federal Entity Contracts Under Federal Awards ").
b. As required by 2 C.F.R. §200.318(b), the Sub - Recipient shall "maintain records
sufficient to detail the history of procurement. These records will include, but are not necessarily limited
to the following: rationale for the method of procurement, selection of contract type, contractor selection
or rejection, and the basis for the contract price."
c. As required by 2 C.F.R. §200.318(i), the Sub- Recipient shall "maintain oversight to
ensure that contractors perform in accordance with the terms, conditions, and specifications of their
contracts or purchase orders." In order to demonstrate compliance with this requirement, the Sub -
Recipient shall document, in its quarterly report to the Division, the progress of any and all subcontractors
performing work under this Agreement.
d. Except for procurements by micro - purchases pursuant to 2 C.F.R. §200.320(a) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub - Recipient
chooses to subcontract any of the work required under this Agreement, then the Sub - Recipient shall
forward to the Division a copy of any solicitation (whether competitive or non - competitive) at least fifteen
(1 b) days prior to the publication or communication of the solicitation. The Division shall review the
solicitation and provide comments, if any, to the Sub - Recipient within three (3) business days. Consistent
with 2 C.F.R. §200.324, the Division will review the solicitation for compliance with the procurement
standards outlined in 2 C.F.R, § §200.318 through 200.326 as well as Appendix li to 2 C.F.R. Part 200.
Consistent with 2 C.F.R, §200.318(k), the Division will not substitute its judgment for that of the Sub -
Recipient. While the Sub- Recipient does not need the approval of the Division in order to publish a
competitive solicitation, this review may allow the Division to identify deficiencies in the vendor
requirements or in the commodity or service specifications. The Division's review and comments shall not
constitute on approval of the solicitation, Regardless of the Division's review, the Sub - Recipient remains
15
bound by all applicable laws, regulations, and agreement terms. If during its review the Division identifies
any deficiencies, then the Division shall communicate those deficiencies to the Sub - recipient as quickly =
as possible within the three (3) business day window outlined above. If the Sub - recipient publishes a
competitive solicitation after receiving comments from the Division that the solicitation is deficient, then
L
the Division may:
Terminate this Agreement in accordance with the provisions outlined in
paragraph (17) above; and,
Refuse to reimburse the Sub - Recipient for any costs associated with that
solicitation.
e. Except for procurements by micro- purchases pursuant to 2 C.F.R. §200,320(a) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub - Recipient
chooses to subcontract any of the work required under this Agreement, then the Sub - Recipient shall
forward to the Division a copy of any contemplated contract prior to contract execution. The Division shall
review the unexecuted contract and provide comments, if any, to the Sub - Recipient within three (3)
business days. Consistent with 2 C.F.R. §200.324, the Division will review the unexecuted contract for
compliance with the procurement standards outlined in 2 C.F.R, § §200.318 through 200.325 as well as
Appendix II to 2 C.F.R. Part 200. Consistent with 2 C.F.R. §200.318(k), the Division will not substitute its
judgment for that of the Sub - Recipient. While the Sub - Recipient does not need the approval of the
Division in order to execute a subcontract, this review may allow the Division to identify deficiencies in the
terms and conditions of the subcontract as well as deficiencies in the procurement process that led to the
subcontract. The Division's review and comments shall not constitute an approval of the subcontract.
Regardless of the Division's review, the Sub- Recipient remains bound by all applicable laws, regulations,
and agreement terms, If during its review the Division identifies any deficiencies, then the Division shall
communicate those deficiencies to the Sub - Recipient as quickly as possible within the three (3) business
day window outlined above. If the Sub - Recipient executes a subcontract after receiving a communication
from the Division that the subcontract is non - compliant, then the Division may:
Terminate this Agreement in accordance with the provisions outlined in
paragraph (17) above; and,
Refuse to reimburse the Sub- Recipient for any costs associated with that
subcontract.
f. The Sub- Recipient agrees to include in the subcontract that (1) the subcontractor is
bound by the terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal
laws and regulations, and (iii) the subcontractor shall hold the Division and Sub- Recipient harmless
against all claims of whatever nature arising out of the subcontractor's performance of work under this
Agreement, to the extent allowed and required by law,
16ol
g. As required by 2 C.F.R. §200.318(c)(1), the Sub - Recipient shall "maintain written
standards of conduct covering conflicts of interest and governing the actions of its employees engaged in
the selection, award and administration of contracts,"
h. As required by 2 C.F.R. §200.319(a), the Sub - Recipient shall conduct any
procurement under this agreement "in a manner providing full and open competition." Accordingly, the
Sub - Recipient shall not:
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business;
ii,
iii_
companies;
iv.
contracts;
V.
vi.
equivalent;
vii.
Place unreasonable requirements on firms in order for them to qualify to do
Require unnecessary experience or excessive bonding;
Use noncompetitive pricing practices between firms or between affiliated
Execute noncompetitive contracts to consultants that are on retainer
Authorize, condone, or ignore organizational conflicts of interest;
Specify only a brand name product without allowing vendors to offer an
Specify a brand name product instead of describing the performance,
specifications, or other relevant requirements that pertain to the commodity or service solicited by the
procurement;
viii. Engage in any arbitrary action during the procurement process; or,
ix. Allow a vendor to bid on a contract if that bidder was involved with
developing or drafting the specifications, requirements, statement of work, invitation to bid, or request for
proposals.
i. "[E]xcept in those cases where applicable Federal statutes expressly mandate or
encourage" otherwise, the Sub - Recipient, as required by 2 C.F.R. §200.319(b), shall not use a
geographic preference when procuring commodities or services under this Agreement.
j. The Sub - Recipient shall conduct any procurement involving invitations to bid (i.e.
sealed bills) in accordance with 2 C.F.R. §200.320(c) as well as section 287.057(1)(a), Florida Statutes.
k. The Sub - Recipient shall conduct any procurement involving requests for proposals
(i.e. competitive proposals) in accordance with 2 C.F.R. §200.320(d) as well as section 287.057(1)(b),
Florida Statutes.
I. For each subcontract, the Sub - Recipient shall provide a written statement to the
Division as to whether that subcontractor is a minority business enterprise, as defined in Section 288.703,
Florida Statutes. Additionally, the Sub - Recipient shall comply with the requirements of 2 C.F.R. §200321
( "Contracting with small and minority businesses, women's business enterprises, and labor surplus area
firms ").
(19) ATTACHMENTS
17
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:
i. Exhibit 1 - Funding Sources
Ii. Attachment A — Budget and Project List
M. Attachment B — Scope of Work, Deliverables, and Financial Consequences
iv. Attachment C — Certification Regarding Debarment
V. Attachment D — Designation of Authority
vi. Attachment E — Statement of Assurances
vii. Attachment F — Election to Participate in PA Alternative Procedures (PAAP)
viii. Attachment G — Public Assistance Program Guidance
ix. Attachment H — FFATA Reporting
X, Attachment I — Mandatory Contract Provisions
A. Attachment J — DHS OIG Audit Issues and Acknowledgement
xii_ Attachment K — Justification of Advance Payment
(20) PAYMENTS
a. Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as
applicable, section 218.181(46), Florida Statutes. All advances are required to be held in an interest-
bearing account unless otherwise governed by program specific waiver. If an advance payment is
requested, the budget data on which the request is based and a justification statement shall be submitted
along with this agreement at the time of execution by completing Attachment K -- Justification of Advance
Payment. The request will specify the amount of advance payment needed and provide an explanation of
the necessity for and proposed use of these funds. Any advance funds not expended within the first
ninety (90) days of the contract term must be returned to the Division Cashier within (30) days, along with
any interest earned on the advance. No advance shall be accepted for processing if a reimbursement has
been paid prior to the submittal of a request for advanced payment. After the initial advance, if any,
payment shall be made on a reimbursement basis as needed.
b. Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services, The final invoice shall be submitted within thirty (30)
days after the expiration date of the agreement or completion of applicable Project, whichever occurs first.
An explanation of any circumstances prohibiting the submittal of quarterly invoices shall be submitted to
the Division Grant Manager as part of the Sub- Recipient's quarterly reporting as referenced in Paragraph
(12) of this Agreement.
c. 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
18
Financial Officer or under subparagraph (9)b. of this Agreement, all obligations on the part of the Division
to make any further payment of funds shall terminate, and the Sub - Recipient shall submit its closeout =
report within thirty days of receiving notice from the Division.
(21) REPAYMENTS
L
a. All refunds or repayments due to the Division under this agreement, subject to the
exhaustion of appeals, are due no later than thirty (30) days from notification by the Division of funds due.
FEMA only allows thirty (30) days from deobligation for the funds to be repaid before it will refer the
amount to the FEMA Finance Center (FFC) for collection.
b. The Sub - Recipient understands and agrees that the Recipient may offset funds due
and payable to the Sub - Recipient until the debt to the State is satisfied. In such event, the Recipient will
notify the Sub - Recipient via the entry of notes in FloridaPA,org.
c. 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 or Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399 -2100
d. In accordance with Section 215.34(2), Florida Statutes, if a check or other draft is
returned to the Division for collection, Sub - 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.
(22) 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 Sub- 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 are 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 Sub - Recipient, cause the termination of this Agreement
and the release of the Division from all its obligations to the Sub - 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.
c. Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement.
Z
d. The Sub - Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101 -336, 42 U.S.C. Section 12101 et seg. which prohibits discrimination by public and private
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services, and telecommunications.
e. Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discrimi 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
excess of $26,000.00 for a period of 36 months from the date of being placed on the convicted vendor list
or on the discriminatory vendor list.
f. Any Sub - Recipient which receives funds under this Agreement from the federal
government, certifies, to the best of its knowledge and belief, that it and its principals:
Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
ii. Have not, within a five -year period preceding this proposal been convicted of
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 (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;
iii. Are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
(22) f. ii. of this certification; and,
iv. Have not within a five -year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
g. If the Sub - Recipient is unable to certify to any of the statements in this certification,
then the Sub- Recipient shall attach an explanation to this Agreement.
h. In addition, the Sub - Recipient shall send to the Division (by email or by
facsimile transmission) the completed "Certification Regarding Debarment, Suspension,
Ineligibility And Voluntary Exclusion" (Attachment C) for the Sub- Recipient agency and each
intended subcontractor which Sub- Recipient plans to fund under this Agreement. The form must
be received by the Division before the Sub - Recipient enters into a contract with any
subcontractor.
i. The Division reserves the right to unilaterally cancel this Agreement if the Sub-
Recipient refuses to allow public access to all documents, papers, letters or other material subject to the
20
provisions of Chapter 119, Florida Statutes, which the Sub- Recipient created or received under this
Agreement.
j. if the Sub- Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the
Division's obligation to pay the contract amount unless otherwise governed by program specific waiver.
k. The State of Florida will not intentionally award publicly- funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act
( "INA")]. The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e) of the INA. Such violation by the Sub - Recipient of the employment provisions
contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by
the Division.
I. All unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost.
(23) LOBBYING PROHIBITION
a. 2 C.F.R. §200.450 prohibits reimbursement for costs associated with certain lobbying
activities.
b. Section 216.347, Florida Statutes, prohibits "any disbursement of grants and aids
appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant
or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature, the judicial
branch, or a state agency."
G. No funds or other resources received from the Division under this Agreement may be
used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency,
d. The Sub - Recipient certifies, by its signature to this Agreement, that to the best of his
or her knowledge and belief:
No Federal appropriated funds have been paid or will be paid, by or on
behalf of the Sub- Recipient, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with the awarding of any Federal contract, the making of any
Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or
cooperative agreement.
ii. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
21
connection with this Federal contract, grant, loan or cooperative agreement, the Sub- Recipient shall
complete and submit Standard Form -LLL, "Disclosure of Lobbying Activities," in accordance with its
instructions.
iii. The Sub- Recipient shall require that this certification be included in the
award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under
grants, loans, and cooperative agreements) and that all Sub- Recipients shall certify and disclose
accordingly.
iv. This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person
who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
(24) COPYRIGHT, PATENT AND TRADEMARK
EXCEPT AS PROVIDED BELOW, ANY AND ALL PATENT RIGHTS ACCRUING
UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY
RESERVED TO THE STATE OF FLORIDA; AND, ANY AND ALL COPYRIGHTS ACCRUING UNDER
OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY
TRANSFERRED BY THE SUB- RECIPIENT TO THE STATE OF FLORIDA.
a. If the Sub - Recipient has a pre - existing patent or copyright, the Sub- Recipient shall
retain all rights and entitlements to that pre - existing patent or copyright unless the Agreement provides
otherwise.
b. If any discovery or invention is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected with it, the Sub - Recipient shall refer
the discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Sub- Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Sub - Recipient to the State
of Florida.
c. Within thirty (30) days of execution of this Agreement, the Sub- Recipient shall
disclose all intellectual properties relating to the performance of this Agreement which he or she knows or
should know could give rise to a patent or copyright. The Sub - Recipient shall retain all rights and
entitlements to any pre - existing intellectual property which is disclosed. Failure to disclose will indicate
that no such property exists. The Division shall then, under Paragraph (24) b., have the right to all
patents and copyrights which accrue during performance of the Agreement.
d. If the Sub - Recipient qualifies as a state university under Florida law, then, pursuant
to section 1004.23, Florida Statutes, any invention conceived exclusively by the employees of the Sub-
22
c
Recipient shall become the sole property of the Sub- Recipient. In the case of joint inventions, that is
inventions made jointly by one or more employees of both parties hereto, each party shall have an equal,
undivided interest in and to such joint inventions. The Division shall retain a perpetual, irrevocable, fully -
paid, nonexclusive license, for its use and the use of its contractors of any resulting patented, copyrighted
L
or trademarked work products, developed solely by the Sub - Recipient, under this Agreement, for Florida
government purposes.
(25) LEGAL AUTHORIZATION
The Sub - Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Sub- Recipient also certifies that the undersigned person has the authority to legally execute and bind
Sub- Recipient to the terms of this Agreement.
(26) EQUAL OPPORTUNITY EMPLOYMENT
a. In accordance with 41 C.F.R. §60- 1.4(b), the Sub - Recipient hereby agrees that it will
incorporate or cause to be incorporated into any contract for construction work, or modification thereof, as
defined in the regulations of the Secretary of Labor at 41 CFR Chapter 60, which is paid for in whole or in
part with funds obtained from the Federal Government or borrowed on the credit of the Federal
Government pursuant to a grant, contract, loan insurance, or guarantee, or undertaken pursuant to any
Federal program involving such grant, contract, loan, insurance, or guarantee, the following equal
opportunity clause:
During the performance of this contract, the contractor agrees as follows:
i. The contractor will not discriminate against any employee or
applicant for employment because of race, color, religion, sex, or
national origin. The contractor will take affirmative action to ensure that
applicants are employed, and that employees are treated during
employment without regard to their race, color, religion, sex, or national
origin. Such action shall include, but not be limited to the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. The
contractor agrees to post in conspicuous places, available to employees
and applicants for employment, notices to be provided setting forth the
provisions of this nondiscrimination clause.
ii. The contractor will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, state that all
qualified applicants will receive considerations for employment without
regard to race, color, religion, sex, or national origin.
iii. The contractor will send to each labor union or representative of
workers with which he has a collective bargaining agreement or other
contract or understanding, a notice to be provided advising the said tabor
union or workers' representatives of the contractor's commitments under
this section, and shall post copies of the notice in conspicuous places
available to employees and applicants for employment.
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iv. The contractor will comply with all provisions of Executive Order
C
11246 of September 24, 1965, and of the rules, regulations, and relevant
orders of the Secretary of Labor.
W
V. The contractor will furnish all information and reports required by
Executive Order 11246 of September 24, 1965, and by rules,
L
regulations, and orders of the Secretary of Labor, or pursuant thereto,
and will permit access to his books, records, and accounts by the
administering agency and the Secretary of Labor for purposes of
investigation to ascertain compliance with such rules, regulations, and
orders.
vi. In the event of the contractor's noncompliance with the
nondiscrimination clauses of this contract or with any of the said rules,
regulations, or orders, this contract may be canceled, terminated, or
suspended in whole or in part and the contractor may be declared
r
ineligible for further Government contracts or federally assisted
construction contracts in accordance with procedures authorized in
Executive Order 11246 of September 24, 1965, and such other sanctions
tM
may be imposed and remedies invoked as provided in Executive Order
CL
11246 of September 24, 1965, or by rule, regulation, or order of the
Secretary of Labor, or as otherwise provided by law.
vii. The contractor will include the portion of the sentence
L
immediately preceding paragraph (1) and the provisions of paragraphs
(1) through (7) in every subcontract or purchase order unless exempted
by rules, regulations, or orders of the Secretary of Labor issued pursuant
to section 204 of Executive Order 11246 of September 24, 1965, so that
such provisions will be binding upon each subcontractor or vendor. The
contractor will take such action with respect to any subcontract or
purchase order as the administering agency may direct as a means of
enforcing such provisions, including sanctions for noncompliance:
provided, however, that in the event a contractor becomes involved in, or
is threatened with, litigation with a subcontractor or vendor as a result of
such direction by the administering agency the contractor may request
the United States to enter into such litigation to protect the interests of
the United States.
b. The Sub- Recipient further agrees that It will be bound by the above equal opportunity
clause with respect to its own employment practices when it participates in federally assisted construction
work: provided, that if the applicant so participating is a State or local government, the above equal
opportunity clause is not applicable to any agency, instrumentality or subdivision of such government
which does not participate in work on or under the contract.
c. The Sub- Recipient agrees that it will assist and cooperate actively with the
administering agency and the Secretary of Labor in obtaining the compliance of contractors and
subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the
Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such
information as they may require for the supervision of such compliance, and that it will otherwise assist
the administering agency in the discharge of the agency's primary responsibility for securing compliance,
24
d. The Sub - Recipient further agrees that it will refrain from entering into any contract or
contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor
debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted
construction contracts pursuant to the Executive order and will carry out such sanctions and penalties for
violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the
administering agency or the Secretary of Labor pursuant to Part 11, Subpart D of the Executive order, In
addition, the Sub - Recipient agrees that if it fails or refuses to comply with these undertakings, the
administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole
or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to
the Sub - Recipient under the program with respect to which the failure or refund occurred until satisfactory
assurance of future compliance has been received from such Sub - Recipient; and refer the case to the
Department of Justice for appropriate legal proceedings.
(27) COPELAND ANTI- KICKBACK ACT
The Sub- Recipient hereby agrees that, unless exempt under Federal law, it will
incorporate or cause to be incorporated into any contract for construction work, or modification thereof,
the following clause:
i. Contractor. The contractor shall comply with 18 U.S.C. § 874,
40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be
applicable, which are incorporated by reference into this contract.
ii, Subcontracts. The contractor or subcontractor shall insert in any
subcontracts the clause above and such other clauses as the FEMA may
by appropriate instructions require, and also a clause requiring the
subcontractors to include these clauses in any lower tier subcontracts.
The prime contractor shall be responsible for the compliance by any
subcontractor or lower tier subcontractor with all of these contract
clauses.
iii. Breach. A breach of the contract clauses above may be grounds
for termination of the contract, and for debarment as a contractor and
subcontractor as provided in 29 C.F.R. § 5.12,
(28) CONTRACT WORK HOURS AND SAFETY STANDARDS
If the Sub- Recipient, with the funds authorized by this Agreement, enters into a contract
that exceeds $100,000 and involves the employment of mechanics or laborers, then any such contract
must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department
of Labor regulations (29 CI=R Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required
to compute the wages of every mechanic and laborer on the basis of a standard work week of forty (40)
hours. Work in excess of the standard work week is permissible provided that the worker is compensated
at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of forty
(40) hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work
and provide that no laborer or mechanic must be required to work in surroundings or under working
conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the
25
purchases of supplies or materials or articles ordinarily available on the open market, or contracts for
transportation.
(29) CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT
If the Sub- Recipient, with the funds authorized by this Agreement, enters into a contract
that exceeds $150,000, then any such contract must include the following provision_
Contractor agrees to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act (42 U,S.C. 7401- 7671q)
and the Federal Water Pollution Control Act as amended (33 U.S.C.
1251- 1387), and will report violations to FEMA and the Regional Office of
the Environmental Protection Agency (EPA).
(30) SUSPENSION AND DEBARMENT
Per 2 C_F.R. 200.213 Suspension and debarment, non - Federal entities are subject to the
non - procurement debarment and suspension regulations implementing Executive Orders 12549 and
12689, 2 C,F.R. part 180. These regulations restrict awards, subawards, and contracts with certain
parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal
assistance programs or activities,
If the Sub - Recipient, with the funds authorized by this Agreement, enters into a contract,
then any such contract must include the following provisions:
1. This contract is a covered transaction for purposes of 2 C.F.R.
pt. 180 and 2 C.F.R. pt. 3000. As such the contractor is required to
verify that none of the contractor, its principals (defined at 2 C.F.R. §
180.995), or its affiliates (defined at 2 C.F_R. § 180.905) are excluded
(defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. §
180.935).
ii. The contractor must comply with 2 C.F.R. pt. 180, subpart C and
2 C.F.R. pt. 3000, subpart C and must include a requirement to comply
with these regulations in any lower tier covered transaction it enters into.
iii. This certification is a material representation of fact relied upon
by the Division. If it is later determined that the contractor did not comply
with 2 C.F.R. pt. 180, subpart C and 2 C,F,R, pt. 3000, subpart C, in
addition to remedies available to the Division, the Federal Government
may pursue available remedies, including but not limited to suspension
and/or debarment.
iv. The bidder or proposer agrees to comply with the requirements
of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this
offer is valid and throughout the period of any contract that may arise
from this offer. The bidder or proposer further agrees to include a
provision requiring such compliance in its lower tier covered transactions.
(31) BYRD ANTI - LOBBYING AMENDMENT
If the Sub- Recipient, with the funds authorized by this Agreement, enters into a contract,
then any such contract must include the following clause:
Byrd Anti - Lobbying Amendment, 31 U.S.C. § 1352 (as amended).
Contractors who apply or bid for an award of $100,000 or more shall file
26
the required certification. Each tier certifies to the tier above that it will
not and has not used Federal appropriated funds to pay any person or
organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, officer or employee of
Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant, or any other award covered by 31 L
U_S.C. § 1352. Each tier shall also disclose any lobbying with non -
Federal funds that takes place in connection with obtaining any Federal
award. Such disclosures are forwarded from tier to tier up to the
recipient.
(32) CONTRACTING WITH SMALL. AND MINORITY BUSINESSES WOMEN'S BUSINESS
ENTERPRISES AND LABOR SURPLUS AREA FIRMS
a. If the Sub- Recipient, with the funds authorized by this Agreement, seeks to procure
goods or services, then, in accordance with 2 C.F.R. §200.321, the Sub - Recipient shall take the following
affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus
area firms are used whenever possible
Placing qualified small and minority businesses and women's business
enterprises on solicitation lists;
ii. Assuring that small and minority businesses, and women's business
enterprises are solicited whenever they are potential sources;
iii. Dividing total requirements, when economically feasible into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and women's business
enterprises;
iv. Establishing delivery schedules, where the requirement permits which
encourage participation by small and minority businesses, and women's business enterprises;
V. Using the services and assistance, as appropriate of such organizations as
the Small Business Administration and the Minority Business Development Agency of the Department of
Commerce; and
vi, Requiring the prime contractor, if subcontracts are to be let, to take the
affirmative steps listed in paragraphs 1. through v. of this subparagraph.
b. The requirement outlined in subparagraph a. above, sometimes referred to as
"socioeconomic contracting," does not impose an obligation to set aside either the solicitation or award of
a contract to these types of firms. Rather, the requirement only imposes an obligation to carry out and
document the six affirmative steps identified above.
c. The "socioeconomic contracting" requirement outlines the affirmative steps that the
Sub - Recipient must take; the requirements do not preclude the Sub - Recipient from undertaking additional
steps to involve small and minority businesses and women's business enterprises.
d. The requirement to divide total requirements, when economically feasible, into
smaller tasks or quantities to permit maximum participation by small and minority businesses, and
woman's business enterprises, does not authorize the Sub - Recipient to break a single project down into
27
L
smaller components in order to circumvent the micro - purchase or small purchase thresholds so as to
utilize streamlined acquisition procedures (e.g. "project splitting ").
(33) ASSURANCES.
The Sub - Recipient shall comply with any Statement of Assurances incorporated as
Attachment E. L
zs
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
SUB - RECIPIENT MON OE COUNTY
S y. /," ��
r I Name and title: 17av i Ii c e M A a✓
Bate: M 2, 2.e I`g
FEID# 69- 6000749
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
, By: N me a d Title: Wesley Maul, Director
�u0A W.fl�C�
Date_ "T
MONROE COUNTY ATTORNEY
APPROVED AS TQ,FORM:
CSRISTINE LIWERT- BARROWS
ASSIST ANTCOUgy TTORNEY
DATE:
(SEAL)
A MA 1(, CLERK
BY,
DEPC" CLERK
29
ow—
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB- RECIPIENT UNDER THIS
AGREEMENT:
Federal Program
Federal agency: Federal Emergency Management Agency: Public Assistance Program
Catalog of Federal Domestic Assistance: 97.036
Amount of Federal Funding: $ 2,858
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
• 2 C_F.R. Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements
for Federal Awards
44 C.F.R. Part 206
• The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93 -288, as
amended, 42 U.S.C. 5121 et seq., and Related Authorities
• FEMA Public Assistance Program and Policy Guide, 2017 (in effect for incidents declared on or
after April 1, 2097)
Federal Program:
Sub - Recipient is to use funding to perform eligible activities in accordance with the Public
Assistance Program and Policy Guide, 2017 and approved Project Worksheet(s). Eligible work is
classified into the following categories:
Emergency Work
Category A: Debris Removal
Category B: Emergency Protective Measures
Permanent Work
Category C: Roads and Bridges
Category D: Water Control Facilities
Category E: Public Buildings and Contents
Category F: Public Utilities
Category G: Parks, Recreational, and other Facilities
2. Sub- 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 200.337(a)(7) of 2 CFR, as revised, and Section 215.97(5)(a), Florida Statutes, require
that the information about Federal Programs and State Projects included on pg. 7 of this subgrant
agreement and in Exhibit 7 be provided to the Sub - Recipient.
30
c
Attachment A
Budget and Project List
Budget:
The Budget of this Agreement is initially determined by the amount of any Project Worksheet(s) (PW) that
the Federal Emergency Management Administration (FEMA) has obligated for a Sub- Recipient at the
time of execution. Subsequent PWs or revisions thereof will increase or decrease the Budget of this
Agreement. The PW(s) that have been obligated are:
DR -4337 Sub - Recipient: MONROE COUNTY
PW
#
Cat
Project Title
Estimated
Total
Fed
%
Federal
Share
State
Share
Local
Share
Total Funding
22(0)
B
Force Account
Labor first 30
days
$2,667,613.65
100%
$2,667,613.65
0
0
$2, 667, 613.65
39(0)
B
Fire Rescue
Medical
Supplies
$106,465.29
100%
$106,465.29
0
0
$106,465.29
41(0)
8
Temporary
Sanitary
Facilities
Rentals for 100
$60,949.60
100%
$60,949,50
0
i
0
$60,949.50
48(0)
B
Temporary
fence
$23,507.50
400%
$23,507.50
0
0
$23,507.50
I
I
I
I
DR -4337 Total
$2,858,535.94
31
Attachment R
SCOPE OF WORK, DELIVERABLES =
and FINANCIAL CONSEQUENCES
Scol2e of Work L
Complete eligible Projects for emergency protective measures, debris removal, repair or replacement of
r
Disaster damaged facilities. _
When FEMA has obligated funding for a Sub - Recipient's PW, the Division notifies the Sub- Recipient with
a copy of the PW (or P2 Report). A Sub - Recipient may receive more than one PW and each. will contain
a separate Project. Attachment A, Budget and Project List of this Agreement will be modified as
necessary to incorporate new or revised PWs. For the purpose of this Agreement, each Project will
be monitored, completed and reimbursed independently of the other Projects which are made part
of this Agreement.
Deliverables
Large Projects
Reimbursement requests will be submitted separately for each Large Project. Reimbursement for Large
Project costs shall be based on the percentage of completion of the individual Project. Any request for
reimbursement shall provide adequate, well organized and complete source documentation to support all
costs related to the Project, and shall be clearly identified by the Project Number as generated by FEMA.
Requests which do not conform will be returned to the Sub - Recipient prior to acceptance for payment.
Reimbursement up to 95% of the total eligible amount will be paid upon acceptance and contingent upon:
• Timely submission of Quarterly Reports (due 30 days after end of each quarter).
• Timely submission of invoices (Requests for Reimbursement) at least quarterly and supported by
documentation for all costs of the project or services. The final invoice shall be submitted within
sixty (60) days after the expiration of the agreement or completion of the project, whichever
occurs first. An explanation of any circumstances prohibiting the submittal of quarterly invoices
shall be submitted to the Division Grant Manager as part of the Sub - Recipient's quarterly
reporting as referenced in Paragraph 7 of this agreement.
• Timely submission of Request for Final Inspection (within ninety (90) days of project completion —
for each project).
• Sub - Recipient shall include a sworn Affidavit or American Institute of Architects (AIA) forms G702
and G703, as required below.
• A. Affidavit, The Recipient is required to submit an Affidavit signed by the Recipient's
project personnel with each reimbursement request attesting to the following: the
percentage of completion of the work that the reimbursement request represents, that
disbursements or payments were made in accordance with all of the Agreement and
regulatory conditions, and that reimbursement is due and has not been previously
requested.
• S. AIA Forms G702 and G703. For construction projects where an architectural,
engineering or construction management firm provides construction administration
services, the Recipient shall provide a copy of the American Institute of Architects (AIA)
form G702, Application and Certification for Payment, or a comparable form approved by
the Division, signed by the contractor and inspection /certifying architect or engineer, and
a copy of form G703, Continuation Sheet, or a comparable form approved by the
Division.
32
Five percent (5 %) of the total eligible amount (including Federal, state and local shares) will be withheld
from payment until the final Request for Reimbursement (or backup for advance expenditure) has been
verified as acceptable by the Division's grant manager, which must include dated certification that the
Project is 100% complete. Further, all required documentation must be available in FloridaPA.org prior to
release of final 5 %, to include permits, policies & procedures, procurement and insurance documents.
Small Projects L
Small projects will be paid upon obligation of the Project Worksheet. Sub - Recipient must Initiate the
Small Project Closeout in FloridaPA.org within 30 days of completion of the project work, or no later than
the period of performance end date. Small Project Closeout is initiated by logging into FloridaPA.org,
selecting the Sub - Recipient's account, then selecting 'Create New Request', and selecting 'New Small
Project Completion /Closeout'. Complete the form and 'Save'. The final action is to Advance the form to
the next queue for review. `
Financial Conse uences:
For any Project (PW) that the Sub - Recipient fails to complete in compliance with Federal, state and local
requirements, the Division shall withhold a portion of the funding up to the full amount. Any funds
advanced to the Sub- Recipient will be due back to the Division.
33
Attachment C
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY
and VOLUNTARY EXCLUSION
Contractor Covered Transactions
(1) The prospective subcontractor of the Sub - recipient, Monroe County 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 Sub- recipient's subcontractor is unable to certify to the above statement, the prospective
contract shall attach an explanation to this form.
CONTRACTOR
Monroe County__
C
By: Monroe County
S46ature V Sub-Recipient's Name
David Rice, Mayor
Name and Title
1100 Simonton Street
Street Address
Key West, Florida 330
City, State, Zip
March 19, 2018
Date
20002
DEM Contract Number
FEMA Project Number
34
Attachment D
DESIGNATION OF AUTHORITY
The Designation of Authority Form is submitted with each new disaster or emergency declaration to
provide the authority for the Sub - Recipient's Primary Agent and Alternate Agent to access the FloridaPA_org
system in order to enter notes, review notes and documents, and submit the documentation necessary to
work the new event. The Designation of Authority Form is originally submitted as Attachment "D" to the PA
Funding Agreement for each disaster or emergency declaration. Subsequently, the Primary or Alternate
contact should review the agency contacts at least quarterly. The Authorized Representative can request
a change in contacts via email to the state team; a note should be entered in FloridaPA.org if the list is
correct. Contacts should be removed as soon as they separate, retire, or are reassigned by the Agency. A
new form will only be needed if all authorized representatives have separated from your agency. Note that
if a new Designation form is submitted, all Agency Representatives currently listed as contacts that are not
included on the updated form will be deleted from FloridaPA.org as the contacts listed are replaced in the
system, not supplemented. All users must log in on a monthly basis to keep their accounts from becoming
locked.
Instructions for Completion
Complete the form in its entirety, listing the name and information for all representatives who will be working
in the FloridaPA.org Grant Management System. lasers will be notified via email when they have been
granted access. The user must log in to the FloridaPA.org system within 12 hours of being notified or their
account will lock them out, Each user must log in within a 60 -day time period or their account will lock them
out. In the event you try to log in and your account is locked, submit a ticket using the Access Request link
on the home page.
The form is divided into twelve blocks; each block must be completed where appropriate.
Black 1: "Authorized Agent" -- This should be the highest authority in your organization who is authorized
to sign legal documents on behalf of your organization. (Only one Authorized Agent is allowed and this
person will have full accesslauthority unless otherwise requested).
Block 2: "Primary Agent" — This is the person designated by your organization to receive all
correspondence and is our main point of contact. This contact will be responsible for answering questions,
uploading documents, and submitting reports /requests in FloridaPA.org. The Primary Agent is usually not
the Authorized Agent but should be responsible for updating all internal stakeholders on all grant activities.
(Only one Primary Agent is allowed and this contact will have full access).
Block 3: "Alternate Agent" — This is the person designated by your organization to be available when the
Primary is not. (Only one Alternate Agent is allowed and this contact will have full access).
Block 4, 5, and 6: "Other" (Finance /Point of Contact, Risk Management - Insurance, and Environmental -
Historic). Providing these contacts is essential in the coordination and communication required between
state and local subject matter experts. We understand that the same agent may be identified in multiple
blocks, however we ask that you enter the name and information again to ensure we are communicating
with the correct individuals.
Block 7 --12: "Other" (Read Only Access) — There is no limit on "Other" contacts but we ask that this be
restricted to those that are going to actually need to log in and have a role in reviewing the information.
This designation is only for situational awareness purposes as individuals with the "Other Read- Only"
designation cannot take any action in FlorldaPA.org.
35
DESIGNATION OF AUTHORITY (AGENTS)
FENNIA /GRANTEE PUBLIC ASSISTANCE PROGRAM
FLORIDA DIVISION OF EMERGENCY NIANAGENI
Sub - Granter;:
Box I: Authorized Agent (Fill[ Access)
Box 2: Primary Agent (Full Access)
Agent's Name
Agent's Name
Signature
Signature
Organization 1 Official Position
Organization/ Official Position
Mailing Address
Mailing Address
City, State, Zip
City, State, Zip
Daytime Telephone
Daytime Telephone
E -mail Address
E -mail Address
Box 3: Alternate Agent (Full Access)
Box ri: Otlter- Finance /Point of ContAet (Full Access)
Agent's Name
Official's Name
Signature
Signature
Organization /Official Position
Organization IOfficial Position
Mailing Address
Mailing Address
City, Slate, Zip
City, State, 71p
Daytime Telephone
Daytime Telephone
E -mail Address
E-mail Address
Box 5: Other -Risk Mgmt- Insurance (Full Access)
Box G: Other - Environmental- Historic (Full Access)
Agent's Name
Agent's Name
Signature
Signature
Organization / Official Position
Organization/ Official Position
Mailing Address
Mailing Address
City, Slate, Zip
City, State, Zip
Daytime Telephone
Daytime Telephone
E -mail Address
E-mail Address
Ilia above Primary and Alternate Agents are hereby authorized to execute and file an Application for Public Assistance on behalf of the Sub - grantee for the
purpose of obtaining certain Grantee and Federal financial assistance under 9-P Rubert "r. Stafford Disaster Relief & Emergency Assistance Act, (Public Law
93 -288 as amended) or otherwise available. These agents are authorized to represent and act for the Sub - Grantee in all dealings with the State of Florida,
Grantee, for all matters pertaining to such disaster assistance previously signed and executed by the Grantee and Sub-granlee. Additional contacts may be
placed on page 2 of this document for read only access by the above Authorized Agents.
Sub- Grantee Authorized Agent Signature
Date
36
DESIGNATION OF AUTHORITY (AGENTS)
FEMA /GRANTEE PUBLIC ASSISTANCE PROGRANI
FLORIDA DIVISION OF EMERGENCY NIANAGENIENT
Sub - Grantee: Date:
Box 7: Other (Read Only Access)
Box 8: Other (Read Only Access)
Agent's Name
Agent's Name
Signature
Signature
Organization I Official Position
Organization / Official Position
Mailing Address
Mailing Address
City, State, Zip
City, State, Zip
Daytime Telephone
Daytime Telephone
E -mail Address
E -maii Address
Box 9: Other (Read Only Access)
Box 10: Other (Read Only Access)
Agent's Nwne
Official's Name
Signature
Signature
Organization / Official Position
Organization /Official Position
Mailing Address
Mailing Address
City, State, Zip
City, State, Zip
Daytime Telephone
Daytime Telephone
E -mail Address
E -mail Address
Box 11: Other (Read Only Access)
Box 12: Other (Read Only Access)
Agent's Name
Agent's Name
Signature
Signature
Organization I Official Position
Organization I Official Position
Mailing Address
Mailing Address
City, State, Zip
City, State, Zip
Daytime Telephone
Daytime Telephone
E -mail Address
E -mail Address
Sub - G rantee's Fiscal Year (FY) Start: Month: Day:
Sub - Grantee's Federal Employer's ldentifieatioit Number (BIN) -
Sub- Grantee's Grantee Cognizant Agency for Single Audit Purposes: Florida Division of Emergency Management
Sub- Grantee's: F[PS Number (If Known) -
NOTE: This form should be reviewed and necessary updates should be made each quarter to maintain efficient communication and continuity
throughout staff turnover. Updates may he made by email to the stale team assigned to your account. A new form will only be needed if all
authorized representatives have separated From your agency. Be aware that submitting a new Designation of Authority affects the contacts that have
been listed on previous Designation Corms in that the in1lorrnation in FloridaPA.org will he updated and the contacts listed above will replace, not
supplement, the contacts on the previous list.
Rrv. 09 -09 -2017 WWARO P.Qrvlous VERSIONS
37
Attachment E
STATEMENT OF ASSURANCES
I} The Sub- Recipient hereby certifies compliance with all Federal statutes, regulations, policies,
guidelines, and requirements, including but not limited to OMB Circulars No. A -21, A -87, A -110, A-
E
122, and A -128; E.O. 12372; and Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, 2 C,F.R, Part 200; that govern the application, acceptance and
use of Federal funds for this Federally- assisted project,
2) Additionally, to the extent the following provisions apply to this Agreement, the Sub- Recipient
assures and certifies that:
a. It possesses legal authority to apply for the grant, and to finance and construct the
proposed facilities; that a resolution, motion, or similar action has been duly adopted
or passed as an official act of the Sub- Recipient's governing body, authorizing the filing
of the application, including all understandings and assurances contained therein, and
directing and authorizing the person identified as the official representative of the Sub -
Recipient to act in connection with the application and to provide such additional
information as may be required.
b. To the best of its knowledge and belief the disaster relief work described on each
Federal Emergency Management Agency (FEMA) Project Application for which
Federal Financial assistance is requested is eligible in accordance with the criteria
contained in 44 C.F.R. § 206, and applicable FEMA policy documents.
c. The emergency or disaster relief work therein described for which Federal Assistance
is requested hereunder does not, or will not, duplicate benefits available for the same
loss from another source.
3) The Sub- Recipient further assures it will;
a. Have sufficient funds available to meet the non - Federal share of the cost for
construction projects. Sufficient funds will be available when construction is completed
to assure effective operation and maintenance of the facility for the purpose
constructed, and if not it will request a waiver from the Governor to cover the cost.
b. Refrain from entering into a construction contract(s) for the project or undertake other
activities until the conditions of the grant program(s) have been met, all contracts meet
Federal, State, and local regulations.
c. Provide and maintain competent and adequate architectural engineering supervision
and inspection at the construction site to ensure that the completed work conforms to
the approved plans and specifications, and will furnish progress reports and such other
information as the Federal grantor agency may need.
d. Cause work on the project to be commenced within a reasonable time after receipt of
notification from the approving Federal agency that funds have been approved and will
see that work on the project will be done to completion with reasonable diligence.
e. Not dispose of or encumber its title or other interests in the site and facilities during the
period of Federal interest or while the Government holds bonds, whichever is longer.
f. Provide without cost to the United States and the Grantee /Recipient all lands,
easements and rights -of -way necessary for accomplishment of the approved work and
will also hold and save the United States and the Grantee /Recipient free from damages
due to the approved work or Federal funding.
g. 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
38
themselves or others, particularly those with whom they have family, business, or other
ties.
h. Assist the Federal grantor agency in its compliance with Section 106 of the National
Historic Preservation Act of 1966 as amended, Executive Order 11593, and the
Archeological and Historical Preservation Act of 1966 by:
i, consulting with the State Historic Preservation Officer on the conduct of
investigations, as necessary, to identify properties listed in or eligible for
inclusion in the National Register of Historic Places that are subject to adverse
effects (see 36 C.F.R. Part 800.8) by the activity, and notifying the Federal
grantor agency of the existence of any such properties; and
ii. by complying with all requirements established by the Federal grantor agency
to avoid or mitigate adverse effects upon such properties.
i. 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.
j. With respect to demolition activities:
i. create and make available documentation sufficient to demonstrate that the
Sub - Recipient and its demolition contractor have sufficient manpower and
equipment to comply with the obligations as outlined in this Agreement;
ii, return the property to its natural state as though no improvements had been
contained thereon;
M. furnish documentation of all qualified personnel, licenses, and all equipment
necessary to inspect buildings located in Sub - Recipient's jurisdiction to detect
the presence of asbestos and lead in accordance with requirements of the U.S,
Environmental Protection Agency, the Florida Department of Environmental
Protection, and the appropriate County Health Department;
iv. provide documentation of the inspection results for each structure to indicate
safety hazards present, health hazards present, and/or hazardous materials
present;
v. provide supervision over contractors or employees employed by the Sub -
Recipient to remove asbestos and lead from demolished or otherwise
applicable structures;
vi, leave the demolished site clean, level, and free of debris;
vii. notify the Grantee/Recipient promptly of any unusual existing condition which
hampers the contractors work;
viii. obtain all required permits;
ix, provide addresses and marked maps for each site where water wells and
septic tanks are to be closed, along with the number of wells and septic tanks
located on each site, and provide documentation of such closures;
x. comply with mandatory standards and policies relating to energy efficiency
which are contained in the State energy conservation plan issued in
compliance with the Energy Policy and Conservation Act;
A. comply with all applicable standards, orders, or requirements issued under
Section 112 and 306 of the Clean Air Act, Section 508 of the Clean Water Act,
Executive Order 11738, and the U.S. Environmental Protection Agency
regulations, (This clause must be added to any subcontracts); and
xii. provide documentation of public notices for demolition activities.
39
k. Require facilities to be designed to comply with the "American Standard Specifications
for Making Buildings and Facilities Accessible to, and Usable by the Physically
Handicapped," Number A117.1 -1961, as modified. The Sub- Recipient will be
responsible for conducting inspections to ensure compliance with these specifications
by the contractor.
Provide an Equal Employment Opportunity Program, if required to maintain one, where L
the application is for $500,000 P9 or more.
m. Return overpaid funds within the forty -five (45) day requirement, and if unable to pay
within the required time period, begin working with the Grantee /Recipient in good faith
to agree upon a repayment date.
n. 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, forward a copy of
the finding to the Office for Civil Rights, Office of Justice Programs.
4) The Sub- Recipient agrees it will comply with the:
a. Requirements of all provisions of the Uniform Relocation Assistance and Real
Property Acquisitions Act of 1970 which provides for fair and equitable treatment of
persons displaced as a result of Federal and Federally- assisted programs.
b. Provisions of Federal law found at 5 U.S.C. § 1501, et. seq. 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.
c. Provisions of 18 U.S.C. §§ 594, 598, and 600 -605 relating to elections, relief
appropriations, and employment, contributions, and solicitations.
d. Minimum wage and maximum hour's provisions of the Federal Fair Labor Standards
Act.
e. Contract Work Hours and Safety Standards Act of 1962, requiring that mechanics and
laborers (including watchmen and guards) employed on Federally assisted contracts
be paid wages of not less than one and one -half times their basic wage rates for all
hours worked in excess of forty hours in a work week.
f. Federal Fair Labor Standards Act, requiring that covered employees be paid at least
the minimum prescribed wage, and also that they be paid one and one -half times their
basic wage rates for all hours worked in excess of the prescribed work -week.
g. Anti - Kickback Act of 1986, which outlaws and prescribes penalties for "kick- backs" of
wages in Federally financed or assisted construction activities.
h. Requirements imposed by the Federal sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements. It
further agrees to ensure that the facilities under its ownership, lease or supervision
which are 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.
i. Flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973, which requires that 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
40
"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.
j, Insurance requirements of Section 314, PL 93 -288, to obtain and maintain any other
insurance as may be reasonable, adequate, and necessary to protect against further
loss to any property which was replaced, restored, repaired, or constructed with this
assistance. Note that FEMA provides a mechanism to modify this insurance
requirement by filing a request for an insurance commissioner certification (]CC). The
state's insurance commissioner cannot waive Federal insurance requirements but may
certify the types and extent of insurance reasonable to protect against future loss to an
insurable facility. _
k. 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 provisions of the current edition of the Office
of Justice Programs Financial and Administrative Guide for Grants, M7100.1; and all
other applicable Federal laws, orders, circulars, or regulations, and assure the
compliance of all its Sub- Recipients and contractors.
1. Provisions of 28 C.F.R. applicable to grants and cooperative agreements including Part
18, Administrative Review Procedure; Part 20, Criminal Justice Information Systems;
Part 22, Confidentiality of Identifiable Research and Statistical Information; Dart 23,
Criminal Intelligence Systems Operating Policies; Part 30, Intergovernmental Review
of Department of Justice Programs and Activities; Part 42, Nondiscrimination /Equal
Employment Opportunity Policies and Procedures; Part 61, Procedures for
Implementing the National Environmental Policy Act; Part 63, Floodp[ain Management
and Wetland Protection Procedures; and Federal laws or regulations applicable to
Federal Assistance Programs.
m. lead -Based Paint Poison Prevention Act which prohibits the use of lead based paint
in construction of rehabilitation or residential structures.
n. Energy Policy and Conservation Act and the provisions of the State Energy
Conservation Plan adopted pursuant thereto.
o. Non - discrimination requirements of the Omnibus Crime Control and Safe Streets Act
of 1968, as amended, or Victims of Crime Act (as appropriate); Section 504 of the
Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the Americans with
Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age
Discrimination Act of 1975; Department of Justice Non - Discrimination Regulations; and
Department of Justice regulations on disability discrimination, and assure the
compliance of all its Sub - Recipients and contractors.
p. Provisions of Section 311, P.L. 93 -288, and with the Civil Rights Act of 1964 (P.L. 83-
352) which, in Title VI of the Act, provides that no person in the United States of
America, Grantees / Rec[pients shall, on the ground of race, color, or national origin, be
excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity for which the Sub- Recipient receives
Federal financial assistance and will immediately take any measures necessary to
effectuate this agreement. If any real property or structure is provided or improved with
the aid of Federal financial assistance extended to the Sub- Recipient, this assurance
shall obligate the Sub- Reoipient or in the case of any transfer of such property, any
transferee, for the period during which the real property or structure is used for a
purpose for which the Federal financial assistance is extended or for another purpose
involving the provision of similar services or benefits.
q. Provisions of Title IX of the Education Amendments of 1972, as amended which
prohibits discrimination on the basis of gender.
41 L
r. Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970, relating to nondiscrimination on the basis of alcohol abuse
or alcoholism.
s. Provisions of 523 and 527 of the Public Health Service Act of 1912 as amended,
relating to confidentiality of alcohol and drug abuse patient records.
t. Provisions of all appropriate environmental laws, including but not limited to:
I. The Clean Air Act of 1955, as amended;
ii. The Clean Water Act of 1977, as amended;
iii. The Endangered Species Act of 1973;
iv. The intergovernmental Personnel Act of 1970;
v. Environmental standards which may be prescribed pursuant to the National
Environmental Policy Act of 1969;
vi. The Wild and Scenic Rivers Act of 1968, related to protecting components or
potential components of the national wild and scenic rivers system;
vii. The Fish and Wildlife Coordination Act of 1958;
viii. Environmental standards which may be prescribed pursuant to the Safe
Drinking Water Act of 1974, regarding the protection of underground water
sources:
ix. The provisions of the Coastal Barrier Resources Act (P.L. 97 -348) dated
October 19, 1982 which prohibits the expenditure of newest Federal funds
within the units of the Coastal Barrier Resources System.
u. The provisions of all Executive Orders including but not limited to:
Executive Order 11246 as amended by Executive Orders 11375 and 12086,
and the regulations issued pursuant thereto, which provide that no person shall
be discriminated against on the basis of race, color, religion, sex or national
origin in all phases of employment during the performance of Federal or
Federally assisted construction contracts; affirmative action to insure fair
treatment in employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff /termination, rates of pay or other forms of
compensation; and election for training and apprenticeship,
ii. EO 11514 (NEPA).
iii. EO 11738 (violating facilities).
iv. EO 11988 (Floodplain Management).
v. EO 11990 (Wetlands).
vi. EO 12898 (Environmental Justice).
5) For Grantees /Recipients other than individuals, the provisions of the DRUG -FRET= WORKPLACE
as required by the Drug -Free Workplace Act of 1988.
42
This assurance is given in consideration of and for the purpose of obtaining Federal grants, loans,
reimbursements, advances, contracts, property, discounts and/or other Federal financial assistance
extended to the Sub - Recipient by FEMA. The Sub - Recipient understands that such Federal Financial
assistance will be extended in reliance on the representations and agreements made in this Assurance and
that both the United States and the Grantee /Recipient have the joint and several right to seek judicial
enforcement of this assurance. This assurance is binding on the Sub- Recipient, its successors, transferees,
and assignees
FOR THE SUBGRANTEE/SUB- RE.C[PIENT :
Signature
Tina Boan Sr. Director Budget & Finance 03/05/2098
Printed Name and Title Date
43
Attachment F
Election of Participation in
Public Assistance Alternative Procedures (PAAP) Pilot Program
L
Should the Sub- Recipient desire to utilize the Public Assistance Alternative Procedures provisions of the
Sandy Recovery Improvement Act (Division P of P.L. 113 -2), execution of a Supplemental Funding
Agreement covering specific aspects of the Alternative Procedures Package is required of the Sub -
Recipient prior to the payment of such funds by the State as the Recipient.
Payments processed under the Alternative Procedures provisions will be requested as an advance and
are exempt from advance requirements covered by Section 216,181(16), Florida Statutes. They will,
however, be treated as an advance for purposes of Requests for Reimbursement (RFRs) and satisfaction
of the requirement that ninety percent (90 %) of previously advanced funds must be accounted for prior to
receiving a second advance.
In order to elect to participate in the PAAP program for one of the following options, you must read the
Guidance found at httos:// www .fema,gov /alternativeprocedures and then complete the required
documents on the following pages. The documents can be found under the Permanent Work section of
the webpage in editable ,pdf format if preferred.
PAAP for Debris Removal (Category A Reg uired Documents:
+ Public Assistance for Alternative Procedures Pilot Program for Debris Removal
Acknowledgement
https://www.fema.gov/media-library-data/1
24dfda9ae3e22d450582563bdb62eOfl/APPENDIX A Revised for limited sliding scale 8 -23-
Lz f
PAAP for Permanent Work (Categories C-G) Required documents:
Fixed Subgrant Agreement Letter
httos://www.fema..qovlm.edia-librarV-data/l 388154577585-
398aea786c6aedbdO48c371270fd7b22/508 PA Alternative Procedures Pilot Program Perman
ent Work Fixed Sub rant Agreement Letter %2012- 13 -13. df
• Public Assistance Alternative Procedures Pilot Program for Permanent Work Acknowledgement
httpsJlwww. fem a.g ovlmed is -1 ib rary- data /1388155802544-
11629c78f83O8b5c4l2Odebl35460129/PA Alternative Procedures Pilot Pro ram Permanent
Work Acknowled ement %2012- 13 -13. df
All PAAP Related Documents (guides, Fact Sheets, Standard Operating Procedures, FAQs, Archived
Does, etc.) may be found at: https:/ /www.fema.gov /media- library /assets /documents /115868
Note: PAAP Pilot Program Guide for Debris Removal (Version 5) published ,tune 28, 2017 contains the
following changes:
The Public Assistance Alternative Procedures Pilot Program for Debris Removal has been extended for
one year to .tune 27, 2018. As part of the extension, FEMA will only authorize the sliding scale provision
in events with significant debris impacts. The other three provisions available under the Pilot remain
unchanged.
For disasters declared on or after August 28, 2017, FEMA is limiting the usage of the pilot's sliding scale
provision to high impact incidents that meet the following criteria: high concentration of localized damage;
44
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large quantities of debris (over $20M or 1.5 million cubic yards); and disasters declared very soon after
the incident (8 days) to incentivize rapid debris removal.
This guide is applicable to disasters declared on or after June 28, 2017. The changes to the sliding scale
provision are applicable to disasters declared on or after August 28, 2017. This version of the pilot
guide supersedes the previous pilot guide for debris removal (W) which was published June 28, 2016.
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Public Assistance Alternative Procedures Pilot Program for Debris Removal Acknowledgement
In accordance with the Sandy Recovery Improvement Act of 2013, the Federal Emergency
Management Agency (FEMA) is implementing alternative procedures for the Public Assistance (PA)
Program through a pilot program.
As a representative of the subrecipient, we elect to participate in the following:
❑ Accelerated Debris Removal - increased Federal cost share (sliding scale)
x Recycling Revenue (subrecipient retention of income from debris recycling without a award offset)
x One -time incentive for a FEMA - accepted debris management plan and identification of at least one
pre - qualified contractor
x Reimbursement of straight time force account labor costs for debris removal
1, The pilot is voluntary and the subrecipient must apply the selected alternative procedures to all of its
debris removal subawards.
2. For the sliding scale, the subrecipient accepts responsibility for any costs related to debris operations
after six months from the date of the incident unless, based on extenuating circumstances, FEMA
grants a time extension.
3. The subrecipient acknowledges that FEMA may request joint quantity evaluations and details
regarding subrecipient operations necessary to assess the pilot program procedures.
4. All contracts must comply with local, state, and Federal requirements for procurement, including
provisions of 2 CFR Part 200,
5. The subrecipient must comply with all Federal, state and local environmental and historic
preservation laws, regulations, and ordinances.
6. The Office of Inspector General may audit any subrecipient and /or subaward.
Signatur of Subrecipient's Authorized Representative bate
Tina Boan, Sr. Director Budget & Finance
Printed Name and Title
Monroe County
Sub - Recipient Name PA ID Number
❑ We elect to not participate in the Alternative Procedures for Debris Removal.
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FIXED SUBGRANT AGREEMENT LETTER
BATE:
To Address:
To FEMA,
As a public Assistance (PA) Sub- Recipient
(PA ID _ ) , in accordance with Section 428 of the Robert T. Stafford Disaster
Relief and Emergency Assistance Act, we agree to accept a permanent work subgrant based on a fixed
estimate in the amount of $
for subgrant number (copy attached)
under Disaster # . We accept responsibility for all costs above the fixed estimate.
We understand that by participating in this pilot program we will be reimbursed for allowable costs in
accordance with 44 CFR § 13.22(b) — "Applicable cost principles ", the reimbursement will not exceed the
fixed estimate. We also understand that by agreeing to this fixed estimate, we will not receive additional
funding related to the facilities or sites included in the subgrant. We also acknowledge that failure to
comply with the requirements of applicable laws and regulations governing assistance provided by FEMA
and the PA alternative procedures pilot program guidance (such as procurement and contracting;
environmental and historic preservation compliance; and audit and financial accountability) may lead to
loss of Federal funding.
Signature of Sub - Recipient's Authorized Representative Date
Printed Name and Title
Signature of Grantee's Authorized Representative Date
Printed Name and Title
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Public Assistance Alternative Procedures Pilot Program for (Permanent Work
Acknowledgement
In accordance with the Sandy Recovery Improvement Act of 2013, the Federal Emergency Management
Agency (FEMA) is implementing alternative procedures for the Public Assistance (PA) Program through a
pilot program. As a representative of the Sub - Recipient, our agency understands the following:
1. We plan to participate in the following elements:
❑ Subgrants based on fixed estimates, and as the Sub - Recipient, accept responsibility for costs
above the estimate
H Consolidation of multiple fixed subgrants into a single subgrant
❑ FEMA validation of Sub - Recipient - provided estimates
❑ Elimination of reduced eligible funding for alternate projects
n Use of excess funds
❑ Review of estimates by an expert panel for projects with a Federal share of $5 million or greater
2. The pilot is voluntary, and a Sub- Recipient may participate in alternative procedures for one or more
large project subgrants.
3. If the Sub - Recipient accepts a fixed subgrant estimate, the Sub - Recipient understands they are
responsible for all costs greater than the fixed amount.
4. The Sub - Recipient agrees to notify the Grantee regarding the specific use of excess funds.
5. All contracts must comply with local, State, and Federal requirements for procurement, including
provisions of 44 CFR Part 13.
6. The Office of Inspector General may audit any Sub - Recipient and /or subgrant.
7. EHP review must be completed for all subgrants, including cases where new scopes of work would
require EHP compliance, before the subgrant scope of work is implemented. Failure to comply with this
requirement may lead to loss of Federal funding.
8. The Sub - Recipient may submit appeals in accordance with 44 CFR §206.206, However, FEMA will not
consider appeals solely for additional costs on fixed subgrants.
Signature of Sub - Recipient's Authorized Representative Date
Printed Name and Title
Sub - Recipient Name
PA ID Number
❑ We elect to not participate in the Alternative Procedures for Permanent Work.
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Attachment G
PUBLIC ASSISTANCE PROGRAM GUIDANCE
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GRANTEEWRECIPIENT'S WEB -BASED PROJECT MANAGEMENT SYSTEM FloridaPA.or
Sub- Recipient s must use the Grantee's /Recipient's web -based project management system,
FloridaPA.org, (available at www.FloridaPA.org) to access and exchange project information with the State
throughout the project's life. This includes processing advances, reimbursement requests, quarterly reports,
final inspection schedules, change requests, time extensions, and other services as identified in the
Agreement. Training on this system will be supplied by the Recipient upon request by the Sub- Recipient.
The Sub - Recipient is required to have working knowledge of the FloridaPA,org system.
PROJECT DOCUMENTATION
The Sub- Recipient must maintain all source documentation supporting the project costs. To facilitate
closeout and audits, the Applicant should file all documentation pertaining to each project with the
corresponding PW as the permanent record of the project. In order to validate Large Project Requests
for Reimbursement (RFRs), all supporting documents should be uploaded to the FloridaPA,org website.
Contact the grant manager with questions about how and where to upload documents, and for assistance
finking common documents that apply to more than one (1) PW,
The Sub - Recipient must retain sufficient records to show its compliance with the terms of this Agreement,
including documentation of all program costs, in a form sufficient to determine compliance with the
requirements and objectives under this Agreement and all other applicable laws and regulations, for a
period of five (5) years from the date of the Sub - Recipient account closeout by FEMA.
The five (5) year period is extended if any litigation, claim or audit is started before the five (5) year period
expires, and extends beyond the five (5) year period. The records must then be retained until all litigation,
claims, or audit findings involving the records have been resolved.
Records for the disposition of non - expendable personal property valued at $5,000° or more at the time it
is acquired must be retained for five (5) years after final account closeout.
Records relating to the acquisition of real property must be retained for five (5) years after final account
closeout.
INTERIM INSPECTIONS
Interim Inspections may be requested by the Sub - Recipient, on both small and large projects, to:
L conduct insurance reconciliations;
ii. review an alternate scope of work;
ill. review an improved scope of work; and/or
iv. validate scope of work and /or cost.
Interim Inspections may be scheduled and submitted by the Recipient as a request in FloridaPA.org under
the following conditions:
i. a quarterly report has not been updated between quarters;
ii. the Sub - Recipient is not submitting Requests for Reimbursement (RFR's) in a
timely manner;
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iii. requests for a Time Extension have been made that exceed the Grantee's/
Recipient's authority to approve; and /or
iv. there are issues or concerns identified by the Recipient that may impact funding
under this agreement.
PROJECT RECONCILIATION AND CLOSEOUT
The purpose of closeout is for the Sub - Recipient to certify that all work has been completed. To ensure a
timely closeout process, the Sub - Recipient should notify the Recipient within sixty (SO) days of Project
completion.
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The Sub - Recipient should include the following information with its closeout request:
• Certification that project is complete;
• Date of project completion; and
• Copies of any Recipient time extensions.
Large Projects
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With exception of Fixed Cost Estimate Subawards, Alternate Projects and Improved Projects where final
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costs exceed FEMA's original approval, the final eligible amount for a Large Project is the actual
documented cost of the completed, eligible SOW. Therefore, upon completion of each Large Project that
FEMA obligated based on an estimated amount; the Sub - Recipient should provide the documentation to
support the actual costs. If -the actual costs significantly differ from the estimated amount, the Sub -
u
Recipient should provide an explanation for the significant difference.
FEMA reviews the documentation and, if necessary, obligates additional funds or reduces funding based
on actual costs to complete the eligible SOW. If the project included approved hazard mitigation
measures; FEMA does not re- evaluate the cost - effectiveness of the HMP based on the final actual cost. If
during the review, FEMA determines that the Sub - Recipient perforated work that was not included in the
approved SOW, FEMA will designate the project as an improved Project, cap the funding at the original
estimated amount, and review the additional SOW for EHP compliance.
For Fixed Cost Estimate Subawards, the Applicant must provide documentation to support that it used the
L
funds in accordance with the eligibility criteria described in the PAPPG Chapter 2:VII.G and guidance
provided at http: / /www.fema.gov /alternative- procedures
Once FEMA completes the necessary review and funding adjustments, FEMA closes the project.
c
Small Projects
Once FEMA obligates a Small Project, FEMA does not adjust the approved amount of an individual Small
Project. This applies even when FEMA obligates the PW based on an estimate and actual costs for
completing the eligible SOW differ from the estimated amount. FEMA only adjusts the approved amount
on individual Small Projects if one of the following conditions applies:
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• The Sub- Recipient did not complete the approved SOW;
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• The Sub - Recipient requests additional funds related to an eligible change in SOW;
• The PW contains inadvertent errors or omissions; or
• Actual insurance proceeds differ from the amount deducted in the PW.
In these cases, FEMA only adjusts the specific cost items affected.
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If none of the above applies, the Sub- Recipient may request additional funding if the total actual cost of all
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of its Small Projects combined exceeds the total amount obligated for all of its Small Projects. In this
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case, the Sub - Recipient must request the additional funding through the appeal process, described in the
50
PAPPG Chapter 3 :IV.D, within sixty (60) days of completion of its last Small Project. FEMA refers to this
as a net small project overrun appeal. The appeal must include actual cost documentation for all Small
Projects that FEMA originally funded based on estimate amounts.
To ensure that all work has been performed within the scope of work specified on the Project
Worksheets, the Recipient will conduct final inspections on Large Projects, and may, at its sole discretion,
a
select one or more Small Projects to be inspected. Costs determined to be outside of the approved scope
of work and/or outside of the approved performance period cannot be reimbursed.
TIME EXTENSIONS
FEMA only provides PA funding for work completed and costs incurred within regulatory deadlines. The
deadline for Emergency Work is 6 months from the declaration date. The deadline for Permanent Work is
18 months from the declaration date.
MAW)TIM cI r' WI A.
Type of Work Months
Emergency Work 6
Permanent Work 18
If the Applicant determines it needs additional time to complete the project, including direct administrative
tasks related to the project, it must submit a written request for a time extension to the Recipient with the
following information:
• Documentation substantiating delays beyond its control,
• A detailed justification for the delay;
• Status of the work; and
• The project timeline with the projected completion date
The State (FDEM) has the authority to grant limited time extensions based on extenuating circumstances
or unusual project requirements beyond the control of the Sub - Recipient.
It may extend Emergency Work projects by 6 months and Permanent Work projects by 30 months.
FEMA has authority to extend individual project deadlines beyond these timeframes if extenuating
circumstances justify additional time. This applies to all projects with the exception of those funded under
the PAAP Accelerated Debris Removal procedure and projects for temporary facilities.
With exception of debris removal operations funded under the Accelerated Debris Removal Procedure of
the Alternative Procedures Pilot Program, FEMA generally considers the following to be extenuating
circumstances beyond the Applicant's control:
• Permitting or ENP compliance related delays due to other agencies involved
• Environmental limitations (such as short construction window)
• Inclement weather (site access prohibited or adverse impact on construction)
FEMA generally considers the following to be circumstances within the control of the Applicant and not
justifiable for a time extension _
• Permitting or environmental delays due to Applicant delays in requesting permits
• Lack of funding
• Change in administration or cost accounting system
• Compilation of cost documentation
Although FEMA only provides PA funding for work performed on or before the approved deadline, the
Applicant must still complete the approved SOW for funding to be eligible. FEMA deobligates funding for
any project that the Applicant does not complete, If the Applicant completes a portion of the approved
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SOW and the completed work is distinct from the uncompleted work, FEMA only deobligates funding for
the uncompleted work. For example, if one project includes funds for three facilities and the Applicant
restores only two of the three facilities, FEMA only deobligates the amount related to the facility that the
Applicant did not restore.
Request should be submitted prior to current approved deadline, be specific to one project, and include
the following information with supporting documentation:
• Dates and provisions of all previous t ime extensions
• Construction timeline / project schedule in support of requested time
• Basis for time extension request:
• Delay in obtaining permits
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■ Permitting agencies involved and application dates
• Environmental delays or limitations (e.g., short construction window, nesting seasons)
■ Dates of correspondence with various agencies
■ Specific details
• Inclement weather (prolonged severe weather conditions prohibited access to the area, or
adversely impacted construction)
�.
o Specific details
• Other reason for delay
o Specific details
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Submission of a request does not automatically grant an extension to the period of performance. Without
an approved time extension from the State of FEMA (as applicable), any expenses incurred outside the
P.O.P. are ineligible.
INSURANCE
The Sub - Recipient understands and agrees that disaster funding for insurable facilities provided by FEMA
is intended to supplement, not replace, financial assistance from insurance coverage and/or other sources.
Actual or anticipated insurance proceeds must be deducted from all applicable FEMA Public Assistance
grants in order to avoid a duplication of benefits. The Sub- Recipient further understands and agrees that If
Public Assistance funding is obligated for work that is subsequently determined to be covered by insurance
and/or other sources of funding, FEMA must deobligate the funds per Stafford Act Sections 101 (b)(4) and
312 (c).
As a condition of funding under this Agreement, pursuant to 44 G.F.R. §§ 206.252 -253, for damaged
facilities, the Sub- Recipient understands it must, and it agrees to, maintain such types of insurance as are
reasonable and necessary to protect against future loss for the anticipated life of the restorative work or the
insured facility, whichever is lesser. Except that the Recipient acknowledges FEMA does not require
insurance to be obtained and maintained for projects where the total eligible damage is less than $5,000°° —°.
In addition to the preceding requirements, the Sub- Recipient under - stands it is required to obtain and
maintain insurance on certain permanent work projects in order to be eligible for Public Assistance funding
in future disasters pursuant to § 311 of the Stafford Act. As stated in the Stafford Act, "Such coverage must
at a minimum be in the amount of the eligible project costs." Further, the Stafford Act, requires a Sub -
Recipient to purchase and maintain insurance, where that insurance is "reasonably available, adequate or
necessary to protect against future loss" to an insurable facility as a condition for receiving disaster
assistance funding. The Public Assistance Program and Policy Guide further states "If the Applicant does
not comply with the requirement to obtain and maintain insurance, FEMA will deny or deobligate PA funds
from the current disaster." If the State Insurance Commissioner certifies that the type and extent of
insurance is not "reasonably available, adequate or necessary to protect against future loss" to an insurable
facility, the Regional Administrator may modify or waive the requirement in conformity with the certification.
The Sub - Recipient understands and agrees it is responsible for being aware of, and complying with, all
insurance considerations contained in the Stafford Act and in 44 C.F.R. §§ 208.252 -253.
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The Sub - Recipient agrees to notify the Recipient in writing within thirty (30) days of the date it becomes
aware of any insurance coverage for the damage identified on the applicable Project Worksheets and of
any entitlement to compensation or indemnification from such insurance, The Sub - recipient further agrees
to provide all pertinent insurance information, including but not limited to copies of all policies, declarations
pages, insuring agreements, conditions, and exclusions, Statement of Loss, and Statement of Values for
each insured damaged facility. L
The Sub - Recipient understands and agrees that it is required to pursue payment under its insurance
policies to the best of its ability to maximize potential coverage available,
DUPLICATION OF BENEFITS
The Sub- Recipient understands it may not receive funding under this Agreement to payfor damage covered
by insurance, nor may the Sub - Recipient receive any other duplicate benefits from any source whatsoever.
The Sub - Recipient agrees to reimburse the Recipient if it receives any duplicate benefits, from any source,
for any damage identified on the applicable Project Worksheets, for which the Sub- Recipient has received
payment from the Recipient.
The Sub - Recipient agrees to notify the Recipient in writing within thirty (30) days of the date it becomes
aware of the possible availability of, applies for, or receives funds, regardless of the source, which could
reasonably be considered as duplicate benefits.
In the event the Recipient determines the Sub- Recipient has received duplicate benefits, the Sub - Recipient
gives the Grantee/ Recipient and/or the Chief Financial Officer of the State of Florida, the express authority
to offset the amount of any such duplicate benefits by withholding theist from any other funds otherwise due
and payable to the Sub - Recipient, and to use such remedies as may be available administratively, at law,
or at equity, to recover such benefits.
COMPLIANCE WITH PLANNING /PERMITTING REGULATIONS AND LAWS
The Sub - Recipient is responsible for the implementation and completion of the approved projects described
in the Project Worksheets in a manner acceptable to Recipient, and in accordance with applicable Local,
State, and Federal legal requirements.
If applicable, the contract documents for any project undertaken by the Sub - grantee /Sub- Recipient, and
any land use permitted by or engaged in by the Sub - grantee /Sub - Recipient, must be consistent with the
local government comprehensive plan,
The Sub - Recipient must ensure that any development or development order complies with all applicable
planning, permitting, and building requirements including, but not limited to, the National Environmental
Policy Act and the National Historic Preservation Act,
The Sub- Recipient must engage such competent, properly licensed, engineering, environmental,
archeological, building, and other technical and professional assistance at all project sites as may be
needed to ensure that the project complies with the contract documents.
FUNDING FOR LARGE PROJECTS
Although Large project payment must be based on documented actual costs, most Large Projects are
initially approved based on estimated costs. Funds are made available to the Sub - Recipient when work is
in progress and funds have been expended with documentation of costs available. When all work
associated with the project is complete, the State will perform a reconciliation of actual costs and will
transmit the information to FEMA for its consideration for final funding adjustments (See C[oseouts).
The submission from the Sub - Recipient requesting this reimbursement must include:
a) a Request for Reimbursement (available in FloridaPA.org);
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b) a Summary of Documentation (SOD) which is titled Reimbursement Detail Report in
FloridaPA.org and is automatically created when the Request for Reimbursement is submitted
(and is supported by copies of original documents such as, but not limited to, contract
documents, insurance policies, payroll records, daily work logs, invoices, purchase orders, and
change orders); and
C) the FOEM Cost Claim Summary Workbook (found in the Forms section of FloridaPA.org), along
with copies of original documents such as contract documents, invoices, change orders,
canceled checks (or other proof of expenditure), purchase orders, etc.
ADVANCES
Payments under the Public Assistance Alternative Procedures Program (PAAP) are paid as an Advance
Payment. Notwithstanding Paragraph 9) Funding, in the Agreement, these payments are not bound by
Section 215.181(16), Florida Statutes.
1. For a Federally funded contract, any advance payment is also subject to 2 C.F.R., Federal OMB
Circulars A -87, A -110, A -122, and the Cash Management Improvement Act of 1990.
2. All advances must be held in an interest - bearing account with the interest being remitted to the
Recipient as often as practicable, but not later than ten (10) business days after the close of each calendar
quarter.
3. In order to prepare a Request for Advance (RFA) the Sub - Recipient must certify to the Recipient
that it has procedures in place to ensure that funds are disbursed to project vendors, contractors, and
subcontractors without unnecessary delay. The Sub - Recipient must prepare and submit a budget that
contains a timeline projecting future payment schedules through project completion.
4. A separate RFA roust be completed for each Project Worksheet to be included in the Advance
Funding Payment.
5. The Sub- Recipient must complete a Request for Reimbursement (RFR) via FloridaPA.org no more
than ninety (90) days after receiving its Advance Payment for a specific project. The RFR must account
for all expenditures incurred while performing eligible work documented in the applicable Project
Worksheet for which the Advance was received.
5. If a reimbursement has been paid prior to the submittal of a request for an advance payment, an
Advance cannot be accepted for processing.
7. The Recipient may advance funds to the Sub- Recipient, not exceeding the Federal share, only if
the Sub- Recipient meets the following conditions;
a) the Sub - Recipient must certify to the Recipient that Sub- Recipient has procedures in place to
ensure that funds are disbursed to project vendors, contractors, and subcontractors without
unnecessary delay;
b) the Sub - Recipient must submit to the Recipient the budget supporting the request.
8. The Sub -- Recipient must submit a statement justifying the advance and the proposed use of the
funds, which also specifies the amount of funds requested and certifies that the advanced funds will be
expended no more than ninety (90) days after receipt of the Advance;
9. The Recipient may, in its sole discretion, withhold a portion of the Federal and/or nonfederal share
of funding under this Agreement from the Sub- Recipient if the Recipient reasonably expects that the Sub -
Recipient cannot meet the projected budgeted timeline or that there may be a subsequent determination
by FEMA that a previous disbursement of funds under this or any other Agreement with the Sub - Recipient
was improper,
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c
DESIGNATION OF AGENT
The Sub - Recipient must complete Attachment D by designating at least three agents to execute any
Requests for Advance or Reimbursement, certifications, or other necessary documentation on behalf of the
Sub - Recipient.
After execution of this Agreement, the authorized, primary, and secondary Agent may request changes to
contacts via email to the State assigned team.
In the event the Sub - Recipient contacts have not been updated regularly and all three (3) Agents have
separated from the Sub- Recipient's agency, a designation of authority form will be needed to change
contacts.
NOTE. This is very important because if contacts are not updated, notifications made from
FloridaPA.org may not be received and could result in failure to meet time periods to appeal a
Federal determination.
bill !t 300f.'VI
What is a DUNS number?
The Data Universal Numbering System (NUNS) number is a unique nine -digit identification number
provided by Dun & Bradstreet (D &B). The DUNS number is site specific. Therefore, each distinct physical
location of an entity such as branches, divisions and headquarters, may be assigned a DUNS number.
Who needs a DUNS number?
Any Institution that wants to submit a grant application to the Federal government. Individual researchers
do not need a DUNS number if they are submitting their application through a research organization.
How do I get a DUNS number?
Dun & Bradstreet have designated a special phone number for Federal grant and cooperative agreement
applicants /prospective applicants. Call the number below between 8 a.m. and 5 p.m., local time in the 48
contiguous states and speak to a D &B representative. This process will take approximately 5 —10
minutes and you will receive your DUNS number at the conclusion of the call.
1- 866 - 705 -5711
What do I need before I request a DUNS number?
Before you call D &B, you will need the following pieces of information:
• Legal Name
• Headquarters name and address for your organization
• Doing business as (dba) or other name by which your organization is commonly recognized
• Physical address
• Mailing address (if separate from headquarters and/or physical address)
• Telephone number
• Contact name and title
• Number of employees at your physical location
How much does a DUNS number cost?
There is no charge to obtain a DUNS number
Why does my institution need a DUNS number?
New regulations taking affect Oct. 1, 2003 mandate that a DUNS number be provided on all Federal grant
and cooperative agreement applications. The DUNS number will offer a way for the Federal government
to better match information across all agencies.
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How do I see if my institution already has a DUNS number?
Calf the toll free number above and indicate that you are a Federal grant and /or cooperative agreement
applicant. D &B will tell you if your organization already has a number assigned. If not, they will ask if you
wish to obtain one.
Should we use the +4 extension to the DUNS number?
Although D &l3 provides the ability to use a 4 -digit extension to the DUNS number, neither D &B nor the
Federal government assign any importance to the extension. Benefits, if any, derived from the extension
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will be at your institution only.
Is there anything special that we should do for multi- campus systems?
Multi - campus systems can use what is called a parent DUNS number to aggregate information for the
system as a whole. The main campus will need to be assigned a NUNS. number. Then each satellite
campus will need to reference the main campus DUNS number as their parent DUNS when obtaining
their own DUNS number. For NIH grantees, if each campus submits grant applications as a unique
grantee organization, then each campus needs to obtain their own DUNS number.
Does the DUNS number need to be included on individual fellowship applications?
Yes with one exception. It is the DUNS number of the sponsoring institution that should be put on the
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application. Individual Kirschstein -NRSA fellowships that propose training at Federal laboratories do not
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require a DUNS number.
What does the DUNS number have to do with the Central Contractor Registry (CCR), soon to be the
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Business Partner Network (BPN)?
Registration in the CCR is mandatory for anyone wishing to submit a grant application electronically
through Grants.gov. Your organization will need a DUNS number in order to register in the CCR. The
CCR is the central registry for organizations that have received Federal contracts. If your organization has
received Federal contracts, it is already registered in the CCR, but this is a good opportunity to verify that
your organization information is up to date. For more information about the CCR, please visit'the CCR
web site at: www.ccr.gov.
What should we do if our institution has more than 1 DUNS number?
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Your institution will need to decide which DUNS number to use for grant application purposes and use
only that number.
Does this apply to non -US organizations?
Yes, this new requirement applies to all types of grantee organizations including foreign, non - profit, for
profit as well as for state and Federal government agencies.
Does this apply to non - competing progress reports?
No. This new requirement applies only to competing applications.
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Are there any exceptions to the new DUNS number rules?
Individuals who would personally receive a grant or cooperative agreement award from the Federal
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government apart from any business or non- profit organization they may operate are exempt from this
requirement. Also individual Kirschstein -NRSA fellowships that propose training at Federal laboratories
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do not require a DUNS number.
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Who at my institution is responsible for requesting a DUNS number?
This will vary from institution to institution. This should be done by someone knowledgeable about the
entire structure of your institution and who has the authority to make such decisions. Typically this
request would come from the finance /accounting department or some other department that conducts
business with a large cross section of the institution.
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We are an organization new to Federal grant funding so we obviously need a DUNS number. But we
don't want to be included in any marketing list. What can we do?
Inclusion on a D &B marketing list is optional. If you do not want your name /organization included on this
marketing fist, request to be de- listed from D &B's marketing file when you are speaking with a D &B
representative during your DUNS number telephone application.
Who do we contact if we have questions?
If you have questions about applying for a DUNS number, contact the Dun & Bradstreet special phone
number 1- 866 -705- 5771. If you have questions concerning this new Federal -wide requirement, contact
Sandra Swab, Office of Federal Financial Management, 202- 395 -3993 or via d -mail at
sswab(a omb,eop.goy
Substitute Form W -9
For the purpose of this Agreement, a Sub - recipient is also a Vendor.
The State of Florida requires vendors doing business with the State to submit a Substitute Form W -9. The
purpose of a Form W -9 is to provide a Federal Taxpayer Identification Number (TIN), official entity name,
a business designation (sole proprietorship, corporation, partnership, etc.), and other taxpayer information
to the State. Submission of a Form W -9 ensures that the State's vendor records and Form 1099 reporting
are accurate. Due to specific State of Florida requirements, the State will not accept the Internal Revenue
Service Form W -9.
Effective March 5, 2012, State of Florida agencies will not be permitted to place orders for goods and
services or make payments to any vendor that does not have a verified Substitute W -J on file with
the Department of Financial Services. Vendors are required to register and submit a Form W -9 on the
State's Vendor Website at https : / /flvendor.myfloridacfo.com
57
Attachment H
c
FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT (FFATA)
INSTRUCTIONS AND WORKSHEET
PURPOSE: The Federal Funding Accountability and Transparency Act (FFATA) was signed on ,)
September 26, 2006. The intent of this legislation is to empower every American with the ability to hold
the government accountable for each spending decision. The FFATA legislation requires information on
Federal awards (Federal assistance and expenditures) be made available to the public via a single,
searchable website, which is http: / /www.usaspending.govf. .
The FFATA Sub -award Reporting System (FSRS) is the reporting tool the Florida Division of Emergency
Management ( "FDEM" or "Division ") must use to capture and report sub -award and executive
compensation data regarding first -tier sub - awards that obligate $25,000 or more in Federal funds
(excluding Recovery funds as defined in section 1512(a) (2) of the American Recovery and Reinvestment
Act of 2009, Pub. L. 111 -5).
Note: This "Instructions and Worksheet" is meant to explain the requirements of the FFATA and give
clarity to the FFATA Form distributed to sub- awardees for completion. All pertinent information below
should be filled out, signed, and returned to the project manager.
ORGANIZATION AND PROJECT INFORMATION
The following information must be provided to the FDEM prior to the FDEM's issuance of a sub -
award (Agreement) that obligates $26,000 or more in Federal funds as described above. Please
provide the following information and return the signed form to the Division as requested.
PROJECT #: N/A -- Do not Complete
FUNDING AGENCY: Federal Emergency Management Agency
AWARD AMOUNT: $ Federal share amount only
OBLIGATION /ACTION DATE: date awarder[ to State of Florida
SUBAWARD DATE (if applicable):
DUNS #:
DUNS# +4:
*If your company or organization does not have a DUNS number, you will need to obtain one from Dun &
Bradstreet at 866- 705 -5711 or use the web form ( http://fedgov.dnb.com/webform). The process to
request a DUNS number takes about ten minutes and is free of charge.
BUSINESS NAME:
DBA NAME (IF APPLICABLE):
PRINCIPAL PLACE O F BUSINESS ADDRESS:
ADDRESS LINE 1;
58
ADDRESS LINE 2:
ADDRESS LINE 3:
CITY
STATE ZIP CODE +4 **
PARENT COMPANY DUNS# (if applicable):
CATALOG OF FEDERAL DOMESTIC ASSISTANCE (CFDA #):
DESCRIPTION OF PROJECT (Up to 4000 Characters)
Complete eligible Projects for repair or replacement of Disaster damaged facilities.
PRINCIPAL PLACE OF PROJECT PERFORMANCE (IF DIFFERENT THAN PRINCIPAL PLACE OF
BUSINESS):
ADDRESS LINE 1:
ADDRESS LINE 2:
ADDRESS LINE 3:
CITY
STATE ZIP CODE +4 **
CONGRESSIONAL DISTRICT FOR PRINCIPAL PLACE OF PROJECT PERFORMANCE:
*"Providing the Zip +4 ensures that the correct Congressional District is reported.
EXECUTIVE COMPENSATION INFORMATION
1. 1. In your business or organization's previous fiscal year, did your business or organization
(including parent organization, all branches, and all affiliates worldwide) receive (a) 80 percent or
more of your annual gross revenues from Federal procurement contracts (and subcontracts) and
Federal financial assistance (e.g. loans, grants, subgrants, and /or cooperative agreements, etc.)
subject to the Transparency Act, as defined at 2 CFR 1701.320; , (b) $25,000,000 or more in annual
gross revenues from U.S. Federal procurement contracts (and subcontracts) and Federal financial
assistance (e.g. loans, grants, subgrants, and/or cooperative agreements, etc.) subject to the
Transparency Act?
Yes ❑ No ❑
if the answer to Question 9 is "Yes," continue to Question 2. If the answer to Question 1 is "No',
move to the signature block below to complete the certification and submittal process,
2. Does the public have access to information about the compensation of the executives in your
business or organization (including parent organization, all branches, and all affiliates worldwide)
through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934
(15 U.S.C. 78m(a), 78o(d)) Section 6104 of the Internal Revenue Code of 1986?
Yes ❑ No ❑
If the answer to Question 2 is "Yes," move to the signature block below to complete the
certification and submittal process. [Note: Securities Exchange Commission information should
be accessible at http/ lwww .sec.govlanswerslexecomp.htm. Requests for Internal Revenue Service
(IRS) information should be directed to the local IRS for further assistance.]
If the answer to Question 2 is "No" FFATA reporting is required, Provide the Information required
in the "TOTAL COMPENSATION CHART FOR MOST RECENTLY COMPLETED FISCAL YEAR"
59
appearing below to report the "Total Compensation" for the five (5) most highly compensated
"Executives ", in rank order, in your organization. For purposes of this request, the following terms
apply as defined in 2 CFR Ch. 1 Part 170 Appendix A:
"Executive" is defined as "officers, managing partners, or other employees in management positions ".
"Total Compensation" is defined as the cash and noncash dollar value earned by the executive during the
most recently completed fiscal year and includes the following:
1. Salary and bonus_
ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount
recognized for financial statement reporting purposes with respect to the fiscal year in
accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004)
(FAS 123R), Shared Based Payments.
iii. Earnings for services under non - equity incentive plans. This does not include group life,
health, hospitalization or medical reimbursement plans that do not discriminate in favor of
executives, and are available generally to all salaried employees.
iv. Change in pension value. This is the change in present value of defined benefit and actuarial
pension plans.
V. Above - market earnings on deferred compensation which is not tax - qualified.
vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance,
termination payments, value of life insurance paid on behalf of the employee, perquisites or
property) for the executive exceeds $10,000.
TOTAL COMPENSATION CHART FOR MOST RECENTLY COMPLETED FISCAL YEAR
(hate of Fiscal Year Completion
Rank
(Highest to
Lowest )
Name
(Last, f=irst, ME )
Title
Total Compensation
for Most Recently
Completed Fiscal Year
1
2
3
4
5
. ....... ._.
. ......... . —.. .........._
.... —
THE UNDERSIGNED CERTIFIES THAT ON THE DATE WRITTEN BELOW, THE INFORMATION
PROVIDED HEREIN IS ACCURATE.
SIGNATURE:
NAME AND TITLE:
DATE:
60
ow—
Attachment I
Mandatory Contract Provisions
c
Provisions:
Any contract or subcontract funded by this Agreement must contain the applicable provisions outlined in
Appendix 11 to 2 CFR Part 200. It is the responsibility of the sub - recipient to include the required
provisions. The Division provides the following list of sample provisions that may be required;
RIM
M. 200, App. 11
ur;etv:ya Fadtral a6wardA umv lhaluda. Pro -
vldln€ this infnrnrattnn Ista a PAonttll ay.
plkaat idta -Ify OUT re with
•-Atch It •X',uld hsvY diffiauLt4 comtplykn£ If
Lta app }ica:snn Is auoeea;,ful. In those caaea,
early hoUliai tlon Abduk tJte regtlLtetnonta a3-
tows thr, yrtant -M appllcaat. to doolde not to
apply or to taka ncoded actions hgforn ro•
ccivkrig tiro Fcdcra,I axrord, Thv announro
ny,nt prod not lncludc all of the termite and
COhdilFche or the redum) kWdid. but axvy
t Her W A devwneul (with €nfury ltom about
how to Salim 1a) c•,r lntornnt afte whoro 3.W
rltv.Wn caul —% thy tcrlyA Aad Condit €ate, Te
thw fund €Az apAll=un €ty will lead to Federal
awards with eeme speclaL terina and Coadf-
140M thut differ 5-1131 the FMIlnrvi avt'ardIUL
xerpacy'd uatotl (- eutnetlnwe adkd ''f omuru3'•)
terms and cencilklow. thN _egkivu ehuuld
htgbl(gb4 those ar olal Lorne acrd mraittioan,
Dolag so will alert applicants that h;," M-
Ceived €red3ral aww-(Li "m the Pederal
awardlh; aifmoF prevlettely dmd micbt net
otherwise atp^dt d:ff_rtnt terntr and t6adl-
ti,lm. ror the xmv r the anneunca-
lywAi ehc ild tnrorm 7'ntantial ar.rAteanta
aho4t nlx•,J. .ji rcgnitnnlcuty that rquid &prly
iq f;A ,4 i- P -doral ARarde attar tho vo;
of at) P4 akloui And other lkfarltultica, U:ued
On the JR- t!"'Wki vncvutttstaacas of the effort
t.. h8 04Prnrl.ad (a, if hunnn subjects vxra
iri hn JTV*lVC l or If een19 Atn:.ti lf,V jM
Airy special teiTA& ?•n €ntelLe0mt l property,
data Abtrib; pt ee.ittr:ty regl1men1en12),
0. Rep +Ora— RE.lulr xt. This deotion most
I-Ando €ew-ral fnfavnmtion abont the type
flba , -Ial a• wwrurnxtnr4), fvlglwnvy.
anil mMU,I a aul mission (paper ar Olen
truale) of putt - Federal at,ard reporting to.
quattnamtd. Hfshlli,ht Aql• special mLportln€
1,quty -wqw for Fad:ml awwda under thin
fund€ar; uppurtunity thib dlfrnt• (ed., by re
1>m t; p'. llegEw-nCy. folwfdlai -t, w Clr-
ewmtanCed far M.) (Yell], what the Federal
awmrckta:, n;;ohey'0 Federal awards veld, € €$
require. redekid novArdinr atteAClea mart alas
tlescrll;e In WA etzlloa :.li relevaht kl'01 0-
monto Stich nil thane al. 2 MR BOA* and 2
If the FE',leral aL,tra Of atop Federal award
rt,y include mx•e thaw 4570,060 ore• the Pb-
1-mil of p+•t furvn.inrr., MA% :x -c ttea rnuat in.
f "Tro polantfat Applicants about the I-�,st
awaikl txC• -rites rPqutlententa rAflectad In
Appendix Y4. Award Tartu and Condltian
for PC.60e13t Iaterrlty and llerrornxtaea
klattcrs.
i:.'PED IAi, AWARDING ACEYOY CO,ITAMZ --
A'.3Qt1fRE0
The Annon"QWgnt nalst• P.lrc potvmtlal ap
p[1••arlta R polat(s) of P3ntaot for aavwerluc
getestlana Ct help:njr x•fth problams white the
Wading op)xn•tunity IN 01t4, The Intent of
thin regtitt is to lie 1 s heiMi 4m po3-
mr te. potantlal applwano. so the Fodolv.t
2 CFit Ch, II (1.1--17 tdition)
uwarding aroney should ccnelder approaclivs
Loch as CMUg:
1, Points of vantavt who wtoy he reac)wd In
uutittpla ways (e.g., by irh phano, VAX, and/
or enrol, as well a:J ngu €m mal)j,
It. A fax or mmil. addraw that multiple
l*dple felts, ec, that corneae will tvapund
seen if nr.hera are W*XjvP mlodly 0.1—at dtlr•
fng orltfral lx rioda,
III. Atff:rcnt cautacrn fOe 413tlaot Jclada of
help lo,g., and far guomInns of pmemnintttia
OOntent and a aeoand for adnitpietMliva
qucetldusl,
H, OTHM NFORKAMON -OL✓ ONAI.
lhls ?ootfon m ly tactnda Aqv additional
Wcwnat)tn that will awlut a rtnenrt.vl xv
piloaat. Fore;atnple. nhenectlun nsl;;ht:
i, IudlWe ',Yhotber this is a new prgyrnm
or a onr -tt —� ipikiaLive,
11, 311•ailen relovted pv.g -t,m or nthrr amp
vin €ug 0, angoll1p Fcdes:tl --ding agmwy
funding opwrtunitt for shellac Acttvit.laa.
M, Innhido gmmw Internet. AddrisaCs for
POdat:sS swAvdlpg wngy Wdib nitea that many
In us-ful to an upplioant In understanding
the prygrgrn.
iv, AAert applltanta to the nett to identify
praprlalat•y information. and lnfarm thntu
ahou; tho wap the Fedaral awn1 adoaey
%Mt bangle it.
v. looiude cariain ruuttno noUteA to appH-
cantn (n.g., that the Fedar+il Covgrmnont le
not obifr4tvd to linhc gay fbderal avrord as
a recut of the announcement at• that• only
erauts ofgeara eke bind tale Feder,at Ooveva-
nnat to th,: atpttndituty of fuudal,
(10 M 70448, I)-,. 29, 2019. fo atnandrd at 90
VA 43310, Joly 2A, 20151
t5,1'CE \°DI3 II TO PART 200-- CONTILICT
PAI)VEsrONe FOR NON-FEDBRAL ENTI-
TY C;OKI'K. C.W1 VNEWA I'RURRAI,
.AWARDS
In addition to other provision4 rvqulmd by
the Pedarak pr naa- lcodeMl entity, $01
cr,ntra0tti tnadf by the nan- Federal entity
seder the Fndetal award nxtut contain rruvi-
mone CorrrJog the falbiwing, aP Appltcaltla,
iA) L;R(r eta for m ro than the nimpllfled
uetlulettlon rhnvah -ld onrrnntly aui. at
8150,0W, wWOb is lho JoAat3on ndjvratgd
Anxltmt d0irtnlued by the (Al vUJan Moavy
At gaWtien Coun and the befoaga Acqutal-
tinh negtklwona Counotl (Counatta) ea Am-
thgrizdd by 41 U.S.G. 19M muAt address ad•
mintstrotirn, routractn:tl, or logal rmlw,11*4
In IostmDom wl+nra coatrAot)t'8 Autoto or
bmoah crntraot loviim and movide for angh
il,•snetlum aal ptnaltiea as apprdtklate.
OI) 911 contrnta In gxenae of 110A04 nutet
Adcbrae ternnhition for mom) and for con -
vcninnt.: by the Aoki Fndcrai entity faeluiling
the maunvr by which It tvill be offnated and
the heals for aottinrmnt.
200
r
r,
62
QMB GUldanco
(0) Equal Employntont Oppoltuuity. Er-
capt as othorR provided under 41 UPR
PArt 00, 411 aontr"ta thAt moot tbo dolint-
Mon of "federally N."istod eanatmeLlott call -
trot -" in 41 CF'R XArt 88 -1.3 must iuolltda the
equal oppartantty claune pravl(ted under 41
OLIR 60- 1.40b), in aocordanoe wait Bxecativo
Utder 11240, *%qoa) Pniploytmiat Oppor-
tunity" 00 PR. 12310, lan. 3 OI'R3 Part, 1904-
1955 ColnP., P. 330). by n.nrrnded by ]axsoatfve
Order 11375. "Ameuding £xeoutiv6 Order
11244 Relating to Rgoat Al"Ploylnent oppor
tunity," and tmptermoting rogulatlons at 41
OPII pu't fio, .0fa4 of Federal c6lltraot
Oomplianco wovrarnv, alttxi £rniloylnCht
Opportunity, Fie)xcrttwnt of Gabor."
(6) I)avjv -Bacon Ant, as amended (40 U.C,C,
3141 - 3158). When regtttrrd by Fedar4l pru,,ram
€egislatiou, Ali prime comtructlen eox'"act3
in excess of 32,5700 �.avar'dnd by noli'voderal
ontit.las lmlot ibrindn a pravAion for convlf
ante with the Davlo-Pacoa AcL (40 U,fi,C.
$111-8144, 4134 3r•18.a144? n2 enppletuepted L +s
)'iepxt of Labok regulations 0.1 CFtt
Part 0, " Labor Standanls Proviatous Appli-
oablh to Cantriteta Covering Fad-wally Ft
nanoed and A�vlate € Conytfit>ction" ). In ae-
, vildance 1401 the etittnw. cuutrmtorr Beret
be rzgttired to pay w4as to lobama and hic-
cb- MI rate nPL real trim the provailial;
wages specified in a wage dev.'rtnination
rnade by the Sccrctary of Labor. In addition.
0ontraetosw muse Nn required to pay wr903
not lean than oneo k weok, The ratio- Ferlersl
errllty tnuat plaoe it oop of the otlrrent pro -
vailiur *no dKlertniuAtion i:xued by tLo De-
partment, of Labor is each aollcitation. 'l'bo
deo3:4oa Ut award a rontraat or nobconti - Aot
ntu;,t be conditioned kl%mn the wc6ptan„a Of
the rAUv d0l+wallniMou. Tlte,nou•Federal en-
tity rata, repart ,ill auupeoted or reported
violmialm to the Pednrol awatding a7enry.
Thr• cnutraoM nowt n1no inoJurto a provtsiou
for conirdtan0n with the Cn)wland "Autl-
kl Art (40 UA>X. 3145), as supple•
unnted by Department of Labor remiilatione
t20 ORR Part 3, Contractors 2nd Sa?+-
roatraaturs on Publio Building or Public
Work )''inanood in Whok.. or In kwrt by Loans
or Grants ftutn khn united States"), The Ai�t
prttviden drat e;wh colitt or uq>?-
vneipient imvit be pr'ohlblted IYom induola%.
by any means. any 1x.tt,uu miiiiiosrd In the
twtult.rnotiou, aartiptetlou, or repair 4 public
:York, to give tip :coy purt. of the ctanpeusw
tion to which ha or slit is otherMsc ontiticd,
Thq nun- Pedeml entity mnyt report all koA-
pocted or reported violatlone t{, the Federal
awarding agencir.
(li) f ontr"t. work fours and Surety -
Ofe.Tulardo Act (40 U.S.Q. 37014700). What
app[iCsble, x11 coutrart�f awurdad by the non -
Faderui entity in wwoo, or 51okow titat in-
volve the oraployninnt or ire,ollkwea or leboi-
eiv must lnclu& a. lerov]Aon for mliplilurm
, math 44 U.S.c. 4742 ,end mi, as eappl3rrrenwa
by lleiwrtinent of Labor regltlatJons (20 CPA
Pt. 200, App. 11
Part 5), Under' 40 U.$.C. 3702 of the Aot, each
contraotvr - swat bn required to compttto tbij
tv496d of n4M nlr*ban3(' And Ub en the
baxia of a stawlard work weak of 40 buurro.
Work In exc:t *e of the standard Work v,'eek Is
perrahralble provided that the worker to corn -
pensatod at a rate otnot loss tban one and a
half thl1w thn baste veto of pay for ull hours
worked in Axcrran of 44 bont•2 In the work
weak. The regnlrouwalm or 90 UAC. 3704 are
applicable to comtruct -IGn Work and pt•ovlde
that no bkorer or mcobanle inunt bo re-
quhvd to work in surroundJugs or under
working mndith))* whiob srn nYtowflTavy,
LW&Ardopa of dmt4 . iokm ne*$ roqulrentent8
do nal apply I - thr pttrcbsees of eupplloe or
imter€als or articles ordinarily available on
tb� open imrkot, or cnittrw>ta for ttinspnr
Eat toe or iranamEasinn of intelligence.
(F) 12171lts to inventions hfado Upder it
Conn'ao ar Agr6e3n0int. If the FodorAluward
xlwoW the dellnWon of " 4uldtng agreement"
eador 37 QM 1471.3 (,M and the re6pient or
8ubrecipiam Mehe4 to enter into a contract
with a ulna" 7 11 sintmu firth or nonpr 4i`A orga-
iltxation rngarding tiro auhstMition of W.
,fee, aea€enmenL or ra or axjwrl-
trkatal, &veloprrttln4ll, or row((rt work
tinder that • ftmding w rear nt," the recipi-
ent or sub'ectpient intist con2ply with tho rc-
gniroln�nta of V ( PM-L 401, "REghto to In
ventlons Made by Nonprofit Oriiard7Ationj
rind ,Rthxll Runimvsa Firh'w Voilo Govern-
ment M-antA, Uontra0la and Cooper•.ti•tive
At;rminenw," and any ituptemn .utlog re(tula-
Lk >11y leaked by the AWar "jiq; arnnuy.
(0) Olo Air Aot (42 U. 6.C. 74034617q.) and
th" Federal waL•r Pulluthn Gorttivt Not (33
U.U.0, 125E - 1187), as ati,endAi Cuptracla and
subtraula of :rntonnts im yxt ai 3150,000
rmot, coattla a provision t -hnL rer€ahea the
non - Federal award to agree to can,ply with
rill applioMoV, standards, orders or rvrgnln-
14onA taznad ptupoanr to the Chvm Air AM
(4 U.S.C. 7401.7071q) and for F'edelnl Wntor•
Pollution Control Aat aA amended (33 ti.S.Q.
1251 1347). CiGhLtlona nutat be i epol -ted W th4
Fcderul varardiug woneY and tho REgtonal
office of the x:pVb•Ant,bntnt Pfoer.oGian
A,r; eacy (EPA).
(Fis DebarnivAr. and 9t1uprnsion ( Novutisa
OrdvrA I'M and lb3O) - -A ooatta+pr award
(one 2 OFT, 100MO) ulnat hot be trade to par -
No) Rated on the Voverrrtrrtat exchpiions
In the 5yatera for Award 1411 v: elneuL
(51a))r in 8ccordanco with the 17141$ guida-
iinea at 'L OVE 1.50 drat lmploment RNIQutive
Orders 12s44 (3 CFR pat•+, 1088 Cotmp., p, 183)
and t26W (3 QPR part, 1884 Gomp•, p. 236),
1 L1)ebarluent and 9AM £zotit
nieny vont7iiha the, names of partite debarred,
stiopanded, or otherwise excluded by ag6n-
oles, an well sa par'tius doolared Inolirible
itder statutory or vequlatavy antborlty
other than Fxerutivn Order 126.11,
(T1 llyrd Anti- .LobbylnP "wndntont (31
1358}.- Co13tntctora that apply or bid
201
r
r,
PI.200, App. 111
for on aww-d cxcavding SIMM0 mnat file the
wxplired c.rrtifieatioo. Ea-h tier Curtities to
the tior abpw that It kvlii not. and hue not
ured Federal itpPropriAtOd tUnda to pay any
pnnon or orgatlt'aGioa for ibflueaaing oar at
leusptlnt to inffnoaGA au officer or employeo
of app oeolwy, A mclllltar of conprd*s, off €6
or employee of CaA!A•rm' Oren cniployeO of o
twndxr of Cotigrrms It, couneetlon with oh-
toinins aakv FpderRl vouirmt, uraak or any
4tbrr favard coreved by ill L.S,c- 3352. Farb
tier roust also disoloae any IobbylBg With
iPR- Fedari-I funds th -t I,thsa phsn ie cpn-
neetioR with oh€aimW any Poderal nwaxd.
5noh diholoaures are torwatdod Troux tiro• to
tier kip to the BOB - Federal Award.
(J) tlet. IM -322 Pv6turewent of r- ,5vered
lenbrri'lla,
t78 FFl 79648, Na 29, 2013, as fuwuded at 10
FR 790%, Doc. 10, 2019;
APPL -.mxx III To PAnT 200 —L mu'CT
OMA) Cd81 IftNTIFICATLON AND
�t!d[r1NbI"T. Anti ll vrk; 1)FirT :R,NIINA-
'£IGN FOA TIN T1TL!TIOl to nFF 210KEP..
EDUCATI fIREP
A. GP113RAL
Thfe appendix provillm evit".[a £or ldentl-
fyinp and compatlnu Indirect (or €bdtre -t
(1 rates at 111Es (Inatitutlnn! j. lndire
(FRA) cohts are ibann that are €nr..urrod rar
mkolAott or Joint abic!tivee and therefore
cunaot bo ldeat€flad 1•okdlly and owLiMmIlT
with a Inkrtlnular Oponuered proluc(, an €n-
struct€OF'U MM Itg, Dr any otber Ina ttlu.
ttona) activity. Sea anbaection L'.1, Lkebzl-
tfen of Facllltiea utd Adinidairatdon, for s
dL:eusaton or the oentt»nente of Indiraot•
(P &&\ euato.
1. Mojcr FWUCC nfnr. ),rilPruler
lt;fera ro IoAlrtjgtt6p, ul•;awted real. Lb,
arbor al/opaared aoldvitiea and etb Inatlnl.
tloaai aetuviiios az dettn?d is this acct €on:
A, luffrttet,%c i *411" the tnlchlng trnd
"miring aetivitics of nn tnsto utlon. F.utcept
Cur ra. t•nh ttnlbin; as PrIP14 d in sub•
r6etlou b, this tovlu lacludoe all tc- achlag and
trAwill "t€vitted. Wh6tb6r tbe5' axe- olrered
for Ov LOW-rd n dvew or rer Iiflcrta or
on a to,a- dredil bualu, and whothOr they are
offered through rnyular artdnlnlo dofxvc
lwata or mp;UAto dlvlktona, ettoh as a fedtu-
tmr aehool djvj.t n Oi as s:;tva +lap di vision,
Aloe eonaideMit Puri of this 11r.4jor ft.uction
gr: dotyatrovnl.al rr ,trnh. red, whnrn
aeried W, unlverfltyret ,Arch-
-.) apawl6jred M.'r"vc'ian and frerrina msar,a
Vj>cVlfh' JUATuk 1.1"Ut.1 nr tlatRlAF a AIVity a -a
ml by trant.:outnret, or Cdopetati
Iwcemont, FOr pnrl,nnaa of thr coat. Wyk
elploa, this &, t€vity Lilay be conatdored a
rrnjor hlnotlon even Ihuprh on 3uatttntdon'a
63
2 C R Ch, 11 (1 -1 -17 EdItion)
acrounting Lroatmoat may €ncbldo it In the
Eastructton ttrnctioa.
(2Y Atporb u !ul te;Mt.! n4Ab9 1-- bWAM16
dvrolaparrepC and acbolarlr agFlvltki tb%T
am not o „ablzed ra- umvh Anil, 011 -
xe41Wnl8y, vro not xcparaLalg b.10Fetl•d nod
accokrnted tor, 1?epkrtu*utal reesarch. for
pUrpmea of shill docanleul, 1 s not cduWred
as a rllaior 111avM(u). hat- as o: pal t of thn In
-
At Lin don faactlon of the Institution.
(3) Only nnndatnry cost aharins or coat
'dharin, Baeeirkally coauul Cled le the riLel"t.
budget moat bo Ineludnd in the. ofpanlzcdra-
eeal +dh baee for tOmputfto thA [ad€reot (F &A)
rout rata or rene-rtni in any Allt,mUun of Ia-
d[tcor cwty. kralary C08t% Abwo RMIiit -0w$
L lvilth .Rr? not cornlMernd coat ahavine.
b. O 7ruw :eA mratwe all renc:ovb
and drvaE6fruaut actKLCieB of an €natRittfou
that We s POAU161.4 budatS'W and oele6Llntad
for. It JILVAIdea:
417 a'p ,wed ruru••th in,raux All ttinn>•r>:b
and developulsnt activltles that nice spou-
&rod lu? FBdaral recd port- Federal 2gekicfea
and pigantzatlous,'F Inrn: Innivdoe aotivf
ties felyd:vinv IhA ttraidbn of ludividuAk In
ramp vh teebniyneu (raLrat.aalr callnd rn-
r Inch tralntot 7 w lim stteh nellvidea atPirr
the eatne, favffir a as other reeeateh and dr-
•.•plopnsnL Aetiviti,sk Arai vfhk-re su.Al votivi
ill*:ue npl Included in t-be Inalrtwrlop fang
:1ua.
(2) L'nl 4Mly rk.rtlrrl: msana. all reesarOb
:wad dovetopntnnt ar :tivltivi 1b.t "LL
Lately budreted and accounted for by the In-
a.Ututlen tinder et Internal ayuikAlou of [a-
ptlautte.Dsl PITIM. University ro0rnh, (or
pkirlweb of this dnanment, moat bn coln-
binM with apowared ry ",Al under the
fuccrlen ei orgwril¢od roatarob.
o. fT1ItLY Sk'i.iC edrttl!' :!sk3 rnk&na la
,tnd pr flr ncud by Fodi e1 sad nun -
yoilox kl a�onctoo aid or!-animtieps WhI4la•
volve 1 -he porforntance of work other Man in-
)tructlon and orgaulxod rlwnareh, l:talnplAe
of such 1xngrA,r :;ad prolecta nre h"ith
aervl r sad muurauuity snrvico pro
null*. however, when nny of thead: writhe
Anl pndvrtnkor. by thr Inititutlon withonk
,nttelde DUPWl't, they may to claasifted as
othnr tnstitutinna] actik•ltic�>
d. O!ka ire! :;xdenat r.62fvft :ca nvAni 311 ao
tiviftus W ors luvAlObvi , :x , :rs+ fur inntroo-
t16U. deral'rtYWUMI [e,oareb, emitIZcd to
s!earck, avid 6th -'1' %P lts&od attivitite, so de-
f €ned thin xerhinn: in'] If,wt (PILA1 -at Ac-
'WHIP" ldearifled fo %hlu APpwlIx CxLa'a-
Sraph )R, Tdcntdflaatlnn and aasirntnant of in-
dbecr, iY&Al casts; and so- whlUaed a6rvlela
13M) tier d 61--d in 1204.486 Sl,epialIUA
wrvie(. fuultle=cI titre Ru•t.
Examples if otlrur inatttntional activitioa
ianlu,lr operation of rtmjd:ace tctlla, WON$
hills, b"Otale and 01 €aik3, ntudont nuiuna.
Intet'spllnllxto Mh) -3dn, brahetoroa, YtCtrity
houafBt" 3tddent al•6:•tfrv:atr. {:ueat- houew,
ahapoln, ovw Ara, l,ablhr rts,.,seurm, wid other
202
t
t,
64
Attachment J
DHS OIG AUDIT ISSUES and ACKNOWEDGEMENT
The Department of Homeland Security (DHS) Office of Inspector General (OIG) was tasked by
Congress to audit all FEMA projects for fiscal year 2014. A synopsis of those findings are listed
below:
There have been 32 separate instances where Grantees /Recipients or Sub - Recipients did not follow the
prescribed rules to the point that the OIG believed the below listed violations could have nullified the
FEMA/State agreement.
1. Non Competitive contracting practices.
2, Failure to include required contract provisions.
3. Failure to employ the required procedures to ensure that small, minority, and women's owned firms
were all given fair consideration.
4, Improper " cost - plus -a- percentage -of- cost" contracting practices.
The following information comes directly from DHS`s OIG Audit Tips for Managing Disaster Related
Project Costs; Report Number OIG -16 -109 -D dated July 1, 2016. The following may be reasons for
the disallowance or total de- obligation of funding given under the FEMA /State agreement:
1. Use of improper contracting practices.
2. Unsupported costs.
3. Poor project accounting.
4. Duplication of benefits.
5. Excessive equipment charges (applicability may vary with hazard mitigation projects).
6. Excessive labor and fringe benefit charges.
7. Unrelated project costs.
8, Direct Administrative Costs,
9, Failure to meet the requirement to obtain and maintain insurance.
Key Points that must be followed when Administering FEMA Grants:
Designate one person to coordinate the accumulation of records.
• Establish a separate and distinct account for recording revenue and expenditures, and a separate
identifier for each specific FEMA project.
• Ensure that the final claim for each project is supported by amounts recorded in the accounting
system.
• Ensure that each expenditure is recorded in the accounting books and references supporting
sources of documentation (checks, invoices, etc,) that can be readily retrieved,
1341
• Research insurance coverage and seek reimbursement for the maximum amount. Credit the
appropriate FEMA project with that amount.
• Check with your Federal Grant Program Coordinator about availability of funding under other
Federal programs (Federal Highways, Housing and Urban Development, etc.) and ensure that the
final project claim does not include costs that another Federal agency funded or could have funded.
• Ensure that materials taken from existing inventories for use on FEMA projects are documented by
inventory withdrawal and usage records,
• Ensure that expenditures claimed under the FEMA project are reasonable, necessary, directly
benefit the project, and are authorized under the "Scope of Work."
I acknowledge that I have received a copy of, and have been briefed on, the above DHS OIG Audit Issues
Monroe County 03/0512018
Sub - Recipient Agency Date
Signature
Tina Boan, Sr. Director Budget & Finance
Printed Name & Title
M
Attachment K
JUSTIFICATION FOR ADVANCE PAYMENT
RECIPIENT
If you are requesting an advance, indicate same by checking the box below.
[ 1 ADVANCE REQUESTED
Advance payment of $ is
requested. Balance of payments will be made on a reimbursement
basis. These funds are needed to pay pending obligations for
eligible work. 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)
20 -20 Anticipated Expenditures for First Three Months
of Agreement
Example: AW#00001(0)
Contract Work $1,500,000.00 (provide detailed justification).
TOTAL EXPENSES
LINE ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the need
for the cash advance. The justification must include supporting documentation that clearly shows the
advance will be expended within the first ninety (90) days of the contract term. Support documentation
should include quotes for purchases, delivery timelines, salary and expense projections, etc, to provide the
Division reasonable and necessary support that the advance will be expended within the first ninety (90)
days of the contract term. Any advance funds not expended within the first ninety (90) days of the contract
term must 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).
KEVIN MADOK, CPA
MONROE COUNTY CLERK OF THE CIRCUIT COURT & COMPTROLLER
DATE: October 30, 2017
TO: Alice Steryou
Contract Monitor
FROM: Pamela G. Hancock, D.C.
SUBJECT: October 18th BOCC Meeting
Attached is a duplicate original of 134, Second Renewal Agreement with Master Mechanical
Services, Inc. for A/C maintenance and repair services for the Upper Keys facilities, increasing hourly
rates, and amending the public records language, for your handling.
Should you have any questions, please feel free to contact me at ext. 3130. Thank you.
cc: Facilities vla email
County Attorney vra email
Finance vla email
File
SECOND AMENDMENT SECOND RENEWAL AGREEMENT
CENTRAL A/C REPAIR SERVICES FOR
UPPER KEYS FACILITIES, MONROE COUNTY, FLORIDA
THIS SE AMENDME SECOND RENEWAL AGREEMENT is made and
entered into this h day of Sc+Wmber, 201.7, between MONROE COUNTY (hereinafter
"County" or "Owner"), a political subdivision of the State of Florida, whose address is 1100
Simonton Street, Key West, Florida 33040, and MASTER MECHANICAI. SERVICES, INC.,
( "CONTRACTOR "), a Florida corporation, whose address is 15181 NW 33 Place, Miami,
Florida 33054.
WHEREAS, the parties hereto did on November 17, 2015, enter into an agreement for
central A/C repair services for the Upper Keys Facilities, Monroe County (hereinafter "Original
Agreement "); and
WHEREAS, on October 19, 2016, the BOCC approved the First Amendment First
Renewal Agreement; and
WHEREAS, the parties have found the Original Agreement as amended to be mutually
beneficial; and
WHEREAS, the parties find that it would be mutually beneficial to enter into this Second
Amendment Second Renewal Agreement;
NOW THEREFORE, IN CONSIDERATION of the mutual promises and covenants set
forth,below, the parties agree as follows:
1. In accordance with Paragraph 4 of the Original Agreement, the County:
a. Exercises the option to renew the Original Agreement for the second of the two
(2) one -year terms. This term will commence on December 01, 2017, and
terminate November 30, 2018; and
b. The amount shall be adjusted in accordance with the percentage change in the
U.S. Department of Commerce Consumer Price Index (CPI -U) for all Urban
Consumers as reported by the U.S. Bureau of Labor Statistics at December 31 of
the previous year of 2.1 %.
2. In accordance with Paragraph 2 of the Original Agreement, the County:
a. Item 2E under Contract Amount, hourly rate for a mechanic shall increase from
$51.98 to $53.07 during normal working hours of 8:00 am to 5:00 pm, Monday
through Friday, excluding holidays; hourly rate for a mechanic plus helper shall
increase from $96.15 to $98.17.
b. Item 2E under Contract Amount, the overtime labor rate shall increase from
$77.97 to $79.61 for hours not stated above, including holidays and facilities that
-1-
I Packet Pg. 1905 1
J
conduct critical business; hourly rates for a mechanic plus helper shall increase
from $144.24 to $147.27.
3. In accordance with Paragraph 7 of the Original Agreement, PUBLIC ACCESS shall
read as follows:
Contractor must comply with Florida public records laws, including but not limited to
Chapter 119, Florida Statutes and Section 24 of article I of the Constitution of Florida.
The County and Contractor shall allow and permit reasonable access to, and inspection
of, all documents, records, papers, letters or other "public record" materials in its
possession or under its control subject to the provisions of Chapter 119, Florida Statutes,
and made or received by the County and Contractor in conjunction with this contract and
related to contract performance. The County shall have the right to unilaterally cancel
this contract upon violation of this provision by the Contractor. Failure of the Contractor
to abide by the terms of this provision shall be deemed a material breach of this contract
and the County may enforce the terms of this provision in the form of a court proceeding
and shall, as a prevailing party, be entitled to reimbursement of all attorney's fees and
costs associated with that proceeding. This provision shall survive any termination or
expiration of the contract.
The Contractor is encouraged to consult with its advisors about Florida Public Records
Law in order to comply with this provision.
Pursuant to Fla. Stat. Section 119.0701 and the terms and conditions of this contract, the
Contractor is required to:
(1) Keep and maintain public records that would be required by the County to perform
the service.
(2) Upon receipt from the County's custodian of records, provide the County with a
copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided in this chapter or as
otherwise provided by law.
(3) Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law for the
duration of the contract term and following completion of the contract if the contractor
does not transfer the records to the County.
(4) Upon completion of the contract, transfer, at no cost, to the County all public
records in possession of the Contractor or keep and maintain public records that would be
required by the County to perform the service. If the Contractor transfers all public
records to the County upon completion of the contract, the Contractor shall. destroy any
duplicate public records that are exempt or confidential and exempt from public records
disclosure requirements. If the Contractor keeps and maintains public records upon
completion of the contract, the Contractor shall meet all applicable requirements for
retaining public records. All records stored electronically must be provided to the County,
upon request from the County's custodian of records, in a format that is compatible with
the information technology systems of the County.
-2-
(5) A request to inspect or copy public records relating to a County contract must be
made directly to the County, but if the County does not possess the requested records, the
County shall immediately notify the Contractor of the request, and the Contractor must
provide the records to the County or allow the records to be inspected or copied within a
reasonable time.
If the Contractor does not comply with the County's request for records, the County shall
enforce the public records contract provisions in accordance with the contract,
notwithstanding the County's option and right to unilaterally cancel this contract upon
violation of this provision by the Contractor. A Contractor who fails to provide the public
records to the County or pursuant to a valid public records request within a reasonable
time may be subject to penalties under Section 119. 10, Florida Statutes.
The Contractor shall not transfer custody, release, alter, destroy or otherwise dispose of
any public records unless or otherwise provided in this provision or as otherwise
provided by law.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION_
OF CHAPTER 119 FLORIDA STATUTES TO THE CONTRACTOR'S DUTY
TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,
CONTACT THE CUSTODIAN OF PUBLIC RECORDS, BRIAN BRADLEY AT
PHONE# 305- 292 -3470 BRADLEY- BRIAN@MONROECOUNTY- FL.GOV
MONROE COUNTY ATTORNEY'S OFFICE 1111 12 Street, SUITE 408, KEY
WEST, FL 33040.
4. Except as set forth in paragraph 1 and 2 of this Second Amendment Second
Renewal Agreement, in all other respects, the terms and conditions set forth in the
Original Agreement as Amended remain in full force and effect.
`WITNESS WHEREOF, the parties hereto have set their hands and seals the day and
; ysatbove written.
at4 -J
BOARD OF COUNTY COMMISSIONERS
: MVIN MADOK, CLERK OF MONROE COUNTY, FLORIDA
}
�
Cgy e-
e� C�eputy Clerk Mayor /Chair person
t-- ujc:
M07 0E COUNTY ATTORNEY'S OFFICE Q
?) A�RpVE¢ AS T F0 P C�
PATRICIA EABLES g ^�
ASSISTANT COUNTY ATTORNEY
-3- DATE;
__ -- --- ._.._. - ....... Packet Pg. 1907
Witnesses for CONTRACTOR:
Signature
-_ s AS � I =t-
P mt N ame Date
ig ature
Pr1inName ���Date�
CONTRACTOR:
MASTER MECHANICAL SERVICES,
INC
By
Print Name in Al t r6.
Print Title a;cx�
Address: L'�; _ ftAJ Pl-
Telephone Number: ;3 0,S — 3 w4
-4-
ow—
I
zl�
FIRST AMENDMENT FIRST RENEWAL AGREEMENT
CENTRAL A/C REPAIR SERVICES FOR
UPPER KEYS FACILITIES MONROE COUNTY, FLORIDA
THIS FIRST AMENDMENT FIRST RENEWAL AGREEMENT is made and entered
into this 19th day of October, 2016, between MONROE COUNTY (hereinafter "County" or
"Owner "), a political subdivision of the State of Florida, whose address is 1100 Simonton Street,
Key West, Florida 33040, and MASTER MECHANICAL SERVICES, INC.,
( "CONTRACTOR "), a Florida corporation, whose address is 15183 NW 33 Place, Miami, FL
33054.
WHEREAS, the parties hereto did on November 17, 2015 enter into an agreement for
central A/C repair services for the Upper Keys Facilities, Monroe County (hereinafter "Original
Agreement "); and
WHEREAS, the parties have found the Original Agreement to be mutually beneficial
and;
WHEREAS, the parties find that it would be mutually beneficial to enter into this first
amendment renewal agreement; now therefore
NOW THEREFORE, IN CONSIDERATION of the mutual promises and covenants set
forth below, the parties agree as follows:
1. In accordance with Paragraph 4 of the Original Agreement, the County:
a. Exercises the option to renew the Original Agreement for the first of the two (2)
one -year terms. This term will commence on December 01, 2016 and terminate
November 30, 2017; and
b. The amount shall be adjusted in accordance with the percentage change in the
U.S. Department of Commerce Consumer Price Index (CPI -U) for all Urban
Consumers as reported by the U.S. Bureau of Labor Statistics at December 31 of
the previous year of .7 %.
2. In accordance with Paragraph 2 of the Original Agreement, the County:
a. Item 2E under Contract Amount, hourly rate for a mechanic shall increase from
$51.61 to $51.98 during normal working hours of 8:00 am to 5:00 pm, Monday
through Friday, excluding holidays; hourly rate for a mechanic plus helper shall
increase from $95.48 to $96.15.
b. Item 2E under Contract Amount, the overtime labor shall increase from $77.42 to
$77.97 for hours not stated above, including holidays and facilities that conduct
critical business; hourly rates for a mechanic plus helper shall increase from
$143.23 to $144.24.
_1_
3. Except as set forth in paragraph 1 and 2 of this First Amendment First Renewal
Agreement, in all other respects, the terms and conditions set forth in the Original
Agreement remain in full force and effect.
,14ESS WHEREOF, the parties hereto have set their hands and seals the day and
written.
,,; ti M r BOARD OF COUNTY COMMISSIONERS
A,'1 °lsi� , CLERK OF MONROE COUNTY, FLORIDA
y
Dephty Clerk
`,n��..`
RV "
W itr"c.9h 01'+1'1 RACTOR:
Signatdre
Date
Mayor /Chairperson
Address: 15/61 A/4)
r
Telephone Number: ti
-2-
AGREEMENT FOR CENTRAL A/C REPAIR SERVICES FOR
UPPER K FACILITIES MONROE COUNTY FLORIDA
This Agreement is made and entered into this W day of 201y,
between MONROE COUNTY, FLORIDA ( "COUNTY "), a political subdivision of the
State of Florida, whose address is 1100 Simonton Street, Key West, Florida 33040, and
MASTER MECHANICAL SERVICES, INC., ( "CONTRACTOR "), a Florida
corporation, whose address is 15181 NW 33 Place, Miami, FL 33054.
WHEREAS, COUNTY desires to provide central air conditioning repair
services for the Upper Keys Facilities, Monroe County, and
WHEREAS, CONTRACTOR desires and is able to provide central A/C repair
services for Upper Keys Facilities, Monroe County; and
WHEREAS, it serves a legitimate public purpose for CONTRACTOR to provide
central air conditioning repair services for Upper Keys facilities, Monroe County, now
therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein,
it is agreed as follows:
1. THE AGREEMENT
The Agreement consists of this document, the bid documents, exhibits, and any
addenda only.
2. SCOPE OF THE WORK
The Contractor shall furnish all labor, materials, equipment, tools, transportation,
services, and incidentals, and perform all the work necessary in accordance with the
specifications entitled:
CENTRAL AIR CONDITIONING REPAIR
UPPER KEYS FACILITIES, MONROE COUNTY, FLORIDA
A) Routine repairs and maintenance of all county maintained central air
conditioning units in the Upper Keys area.
B) Emergency repairs of all county maintained central air conditioning units
in the Upper Keys area. The CONTRACTOR shall be available 24 hours per day, 365
days per year. The CONTRACTOR shall be at the site of an air conditioning
malfunction within three (3) hours of verbal or written notification by the COUNTY.
The CONTRACTOR shall provide an after hours contact person and phone number. The
COUNTY, upon award of the contract, shall provide a contact person and phone number
for building and equipment access.
C) The CONTRACTOR shall have access to a supply of all parts and controls
normally necessary for the emergency repairs of all county maintained central air
conditioning units so that such emergency repairs will be completed within 48 hours of
notification by the COUNTY.
D) The COUNTY shall reimburse the CONTRACTOR for the
Manufacturer's invoice cost of all parts and materials (excluding freight,
tax, services supplied by others and equipment rental), plus percentage
indicated in section 3D of this agreement, that are used in the repair of all
county maintained central air conditioning units. Manufacturer's invoice
must accompany all requests for payment. All parts and materials shall be
of equal or greater quality as compared to existing parts and materials in
use.
On all orders that require shipping or transportation of parts or materials
whether the part is under warranty or not, freight invoices must
accompany requests for payment.
E) In the event of a major component failure or system breakdown, the
COUNTY, when deemed as an emergency situation, shall have the option
to request from the CONTRACTOR only, a proposal /quote for
replacement equipment in an amount that could exceed Five Thousand
Dollars ($5,000). Any proposal over $5,000 up to and including $10,000
must be approved and signed by the Division Director and /or the County
Administrator. Any proposal over $10,000 up to and including
$49,999.99 must be approved and signed by the Division Director and the
County Administrator.
F) The facilities are located throughout the Upper Keys, from Conch Key up
to and including Key Largo, Florida. Buildings to be serviced shall include, but shall not
be limited to, the following:
GOVERNMENT CENTER/COURTHOUSE
Highpoint Road, Plantation Key
COUNTY OFFICES — SOCIAL SERVICES & CODE ENFORCEMENT
Highpoint Road, Plantation Key
CARPENTER SHOP
Highpoint Road, Plantation Key
SENIOR CITIZEN CENTER/AARP
Highpoint Road, Plantation Key
TEMPORARY COURTROOM
Government Complex, Plantation Key
SHERIFF'S OFFICES — FIRST APPEARANCE
US 1, Plantation Key (former mobile trailer)
JERRY ELLIS BUILDING GOVERNMENTAL CENTER COMPLEX
88800 Overseas Highway, Plantation Key
SPOTTSWOOD STATION
88770 Overseas Highway, Plantation Key
PLANTATION KEY DETENTION FACILITY /JAIL
53 Highpoint Road, Plantation Key
TAVERNIER FIRE STATION
Marine Avenue, Tavernier
KEY LARGO LIBRARY
U. S. Highway # 1 MM 101, Tradewinds Shopping Center, Key Largo
ISLAMORADA LIBRARY
81.5 Bayside, Islamorada
ROTH BUILDING
48 Highpoint Road, Plantation Key
MONROE COUNTY COMMUNICATION BUILDING
Key Heights Drive, Plantation Key
MURRAY E. NELSON GOVERNMENT AND CULTURAL CENTER
102050 Overseas Highway, Key Largo
The Contractor shall be responsible to obtain any necessary permits during the
term of this contract.
2. PAYMENTS TO CONTRACTOR
A. COUNTY'S performance and obligation to pay under this agreement, is
contingent upon annual appropriation by the Board of County Commissioners.
B. COUNTY shall pay in accordance with the Florida Local Government
Prompt Payment Act; payment will be made after delivery and inspection by COUNTY
and upon submission of invoice by CONTRACTOR.
C. CONTRACTOR shall submit to COUNTY invoices with supporting
documentation acceptable to the Clerk, at completion of the work/repair by the
CONTRACTOR and approval by the on -site COUNTY representative. Acceptability to
the Clerk is based on generally accepted accounting principles and such laws, rules and
regulations as may govern the Clerk's disbursal of funds.
D. COUNTY shall pay the actual cost of parts, materials and refrigerants,
excluding freight, equipment rental, tax amounts, and services supplied by others
purchased from the manufacturer plus 20 % to fulfill the obligations of the
Contract. Freight, equipment rental, tax amounts, equipment rental amounts and services
supplied by others shall be reimbursed for amounts charged. A manufacturer's invoice
must accompany all requests for payment. Freight invoices must accompany all orders
that require shipping or transportation of parts whether the part is under warranty or not
(see 2.13.).
E. The cost of labor used by the contractor to fulfill the obligation of the
Contract. The labor costs will be calculated using the unit prices set forth in the
Contractor's bid as follows:
Labor — Normal working hours of 8:00 a.m. to 5:00 p.m. Monday through
Friday, excluding holidays:
$ 51.61 per hour, mechanic
$ 95.48 per hour, mechanic plus helper
Overtime rate for hours other than the normal working hours as
stated above, including holidays:
$ 77.42 per hour, mechanic
$ 143.23 per hour, mechanic plus helper
Such costs must be documented for each repair and /or maintenance job and included with
all Applications for Payment.
Refrigerants evacuation and disposal shall be a part of the Contractor's rate, and
shall not be billed as an additional item. Contractor shall provide all Refrigerants weight
and compliance reports as per EPA refrigerant recycling regulations under section 608 of
the Clean Air Act and amendments.
The air conditioning units to be maintained are installed at County Facilities
located throughout the Upper Keys. Window and portable units may, from time to time,
be submitted for analysis for economical repair. If the Contractor finds that the unit is
economically repairable, the Contractor will submit an estimate for repair to the Owner.
The Owner may, at his discretion, have the Contractor repair the window or portable unit
in keeping with the estimate.
There are no additional costs for travel, mileage, meals, or lodging..
Contractor shall submit with all invoices the Application for Payment form
attached.
F. Total Compensation to CONTRACTOR under this Agreement shall not
exceed FIFTY THOUSAND AND NO /100 DOLLRS ($50,000.00) unless pre- approved
emergency work requiring additional funds is implemented.
4. TERM OF AGREEMENT
This Agreement shall commence on December 01 , 2015, and ends upon November 30 ,
2016, unless terminated earlier under paragraph 18 of this Agreement.
The COUNTY shall have the option to renew this Agreement for up to an
additional two (2) one year periods at terms and conditions mutually agreeable to the
parties, exercisable upon written notice given at least 30 days prior to the end of the
initial term. Unless the context clearly indicates otherwise, references to the "term" of
this Agreement shall mean the initial term of one (1) year.
The Contract amount may be adjusted annually in accordance with the percentage
change in the U.S. Department of Commerce Consumer Price Index (CPI -U) for all
Urban Consumers as reported by the U.S. Bureau of Labor Statistics at December 31 of
the previous year using the most recently published indicator.
5. ACCEPTANCE OF CONDITIONS BY CONTRACTOR
CONTRACTOR has, and shall maintain throughout the term of this Agreement,
appropriate licenses. Proof of such licenses and approvals shall be submitted to the
COUNTY upon execution of this Agreement.
6. FINANCIAL RECORDS_ OF CONTRACTOR
CONTRACTOR shall maintain all books, records, and documents directly pertinent to
performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each party to this Agreement or their authorized
representatives shall have reasonable and timely access to such records of each other
party to this Agreement for public records purposes during the term of the Agreement and
for four years following the termination of this Agreement. If an auditor employed by the
COUNTY or Clerk determines that monies paid to CONTRACTOR pursuant to this
Agreement were spent for purposes not authorized by this Agreement, the
CONTRACTOR shall repay the monies together with interest calculated pursuant to Sec.
55.03, FS, running from the date the monies were paid to CONTRACTOR.
7. PUBLIC ACCESS
The COUNTY and CONTRACTOR shall allow and permit reasonable access to, and
inspection of, all documents, papers, letters or other materials in its possession or under
its control subject to the provisions of Chapter 119, Florida Statutes, and made or
received by the COUNTY and CONTRACTOR in conjunction with this Agreement; and
the COUNTY shall have the right to unilaterally cancel this Agreement upon violation of
this provision by CONTRACTOR.
8. HOLD HARMLESS AND INSURANCE
Notwithstanding any minimum insurance requirements prescribed elsewhere in this
agreement, Contractor shall defend, indemnify and hold the COUNTY and the
COUNTY's elected and appointed officers and employees harmless from and against (i)
any claims, actions or causes of action, (ii) any litigation, administrative proceedings,
appellate proceedings, or other proceedings relating to any type of injury (including
death), loss, damage, fine, penalty or business interruption, and (iii) any costs or expenses
that may be asserted against, initiated with respect to, or sustained by, any indemnified
party by reason of, or in connection with, (A) any activity of CONTRACTOR or any of
its employees, agents, sub - contractors or other invitees during the term of this
AGREEMENT, (B) the negligence or willful misconduct of CONTRACTOR or any of
its employees, agents, sub - contractors or other invitees, or (C) CONTRACTOR's default
in respect of any of the obligations that it undertakes under the terms of this
AGREEMENT, except to the extent the claims, actions, causes of action, litigation,
proceedings, costs or expenses arise from the intentional or sole negligent acts or
omissions of the COUNTY or any of its employees, agents, contractors or invitees (other
than CONTRACTOR). Insofar as the claims, actions, causes of action, litigation,
proceedings, costs or expenses relate to events or circumstances that occur during the
term of this AGREEMENT, this section will survive the expiration of the term of this
AGREEMENT or any earlier termination of this AGREEMENT.
The extent of liability is in no way limited to, reduced, or lessened by the insurance
requirements contained elsewhere within this agreement. Failure of CONTRACTOR to
comply with the requirements of this section shall be cause for immediate termination of
this agreement.
Prior to execution of this agreement, CONTRACTOR shall furnish the COUNTY
Certificates of Insurance indicating the minimum coverage limitations in the following
amounts:
WORKERS COMPENSATION AND EMPLOYER'S LIABILTIY INSURANCE.
Where applicable, coverage to apply for all employees at a minimum statutory limits as
required by Florida Law.
COMPREHENSIVE AUTOMOBILE VEHICLE LIABILITY INSURANCE. Motor
vehicle liability insurance, including applicable no -fault coverage, with limits of liability
of not less than $100,000. per occurrence, combined single limit for Bodily Injury
Liability and Property Damage Liability. Coverage shall include all owned vehicles, all
non -owned vehicles, and all hired vehicles.
COMMERCIAL GENERAL LIABILITY. Commercial general liability coverage with
limits of liability of not less than . 0 fl00. 00 per occurrence combined single limit for
Bodily Injury Liability and Property Damage Liability.
CERTIFICATES OF INSURANCE. Original Certificates of Insurance shall be provided
to the COUNTY at the time of execution of this Agreement and certified copies provided
if requested. Each policy certificate shall be endorsed with a provision that not less than
thirty (30) calendar days' written notice shall be provided to the COUNTY before any
policy or coverage is canceled or restricted. The underwriter of such insurance shall be
qualified to do business in the State of Florida. If requested by the County Administrator,
the insurance coverage shall be primary insurance with respect to the COUNTY, its
officials, employees, agents and volunteers.
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS MUST BE NAMED
AS ADDITIONAL INSURED ON ALL POLICIES EXCEPT WORKER'S
COMPENSATION.
9. NON - WAIVER OF IMMUNITY
Notwithstanding the provisions of Sec. 768.28, Florida Statutes, the participation of
COUNTY and CONTRACTOR in this Agreement and the acquisition of any commercial
liability insurance coverage, self - insurance coverage, or local government liability
insurance pool coverage shall not be deemed a waiver of immunity to the extent of
liability coverage, nor shall any Agreement entered into by the COUNTY be required to
contain any provision for waiver.
10. INDEPENDENT CONTRACTOR
At all times and for all purposes under this agreement CONTRACTOR is an independent
contractor and not an employee of the Board of County Commissioners of Monroe
County. No statement contained in this agreement shall be construed so as to find
CONTRACTOR or any of his employees, subcontractors, servants, or agents to be
employees of the Board of County Commissioners of Monroe County.
11. NONDISCRIMINATION
CONTRACTOR agrees that there will be no discrimination against any person, and it is
expressly understood that upon a determination by a court of competent jurisdiction that
discrimination has occurred, this Agreement automatically terminates without any further
action on the part of any party, effective the date of the court order. CONTRACTOR
agrees to comply with all Federal and Florida statutes, and all local ordinances, as
applicable, relating to nondiscrimination. These include but are not limited to: 1) Title
VI of the Civil Rights Act of 1964 (PL 88 -352) which prohibits discrimination on the
basis of race, color or national origin; 2) Title IX of the Education Amendment of 1972,
as amended (20 USC ss. 1681 -1683, and 1685- 1686), which prohibits discrimination on
the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s.
794), which prohibits discrimination on the basis of handicaps; 4) The Age
Discrimination Act of 1975, as amended (42 USC ss. 6101 -6107) which prohibits
discrimination on the basis of age; 5) The Drug Abuse Office and Treatment Act of 1972
(PL 92 -255), as amended, relating to nondiscrimination on the basis of drug abuse; 6)
The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (PL 91 -616), as amended, relating to nondiscrimination on the
basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, ss. 523
and 527 (42 USC ss. 690dd -3 and 290ee -3), as amended, relating to confidentiality of
alcohol and drug abuse patient records; 8) Title VIII of the Civil Rights Act of 1968 (42
USC s. et seq.), as amended, relating to nondiscrimination in the sale, rental or financing
of housing; 9) The Americans with Disabilities Act of 1990 (42 USC s. 1201 Note), as
maybe amended from time to time, relating to nondiscrimination on the basis of
disability; 10) Any other nondiscrimination provisions in any Federal or state statutes
which may apply to COUNTY and CONTRACTOR to, or the subject matter of, this
Agreement.
12. ASSIGNMENT /SUBCONTRACT
CONTRACTOR shall not assign or subcontract its obligations under this agreement to
others, except in writing and with the prior written approval of the Board of County
Commissioners of Monroe County and CONTRACTOR, which approval shall be subject
to such conditions and provisions as the Board may deem necessary. This paragraph
shall be incorporated by reference into any assignment or subcontract and any assignee or
subcontractor shall comply with all of the provisions of this agreement. Unless expressly
provided for therein, such approval shall in no manner or event be deemed to impose any
additional obligation upon the board.
13. COMPLIANCE WITH LAW AND LICENSE REQUIREMENTS
In providing all services /goods pursuant to this agreement, CONTRACTOR shall abide
by all laws of the Federal and State government, ordinances, rules and regulations
pertaining to, or regulating the provisions of, such services, including those now in effect
and hereinafter adopted. Compliance with all laws includes, but is not limited to, the
immigration laws of the Federal and State government. Any violation of said statutes,
ordinances, rules and regulations shall constitute a material breach of this agreement and
shall entitle the Board to terminate this Agreement. CONTRACTOR shall possess
proper licenses to perform work in accordance with these specifications throughout the
term of this Agreement.
14. DISCLOSURE AND CON F .ICT OF INTEREST
CONTRACTOR represents that it, its directors, principles and employees, presently have
no interest and shall acquire no interest, either direct or indirect, which would conflict in
any manner with the performance of services required by this contract, as provided in
Sect. 112.311, et. seq., Florida Statutes. COUNTY agrees that officers and employees of
the COUNTY recognize and will be required to comply with the standards of conduct for
public officers and employees as delineated in Section 112.313, Florida Statutes,
regarding, but not limited to, solicitation or acceptance of gifts; doing business with one's
agency; unauthorized compensation; misuse of public position, conflicting employment
or contractual relationship; and disclosure or use of certain information.
COUNTY and CONTRACTOR warrant that, in respect to itself, it has neither employed
nor retained any company or person, other than a bona fide employee working solely for
it, to solicit or secure this Agreement and that it has not paid or agreed to pay any person,
company, corporation, individual, or firm, other than a bona fide employee working
solely for it, any fee, commission, percentage, gift, or other consideration contingent
upon or resulting from the award or making of this Agreement. For the breach or
violation of the provision, the CONTRACTOR agrees that the COUNTY shall have the
right to terminate this Agreement without liability and, at its discretion, to offset from
monies owed, or otherwise recover, the full amount of such fee, commission, percentage,
gift, or consideration.
15. NO PLEDGE OF CREDIT
CONTRACTOR shall not pledge the COUNTY'S credit or make it a guarantor of
payment or surety for any contract, debt, obligation, judgment, lien, or any form of
indebtedness. CONTRACTOR further warrants and represents that it has no obligation
or indebtedness that would impair its ability to fulfill the terms of this contract.
16. NOTICE REQUIREMENT
Any notice required or permitted under this agreement shall be in writing and hand
delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt
requested, to the following:
FOR COUNTY
Monroe County
Public Works Facilities Maintenance
1100 Simonton Street
Key West, FL. 33040
and
Monroe County Attorney
Post Office Box 1026
Key West, FL 33041 -1026
FOR CONTRACTOR
Master Mechanical Services, Inc.
15181 NW 33 Place
Miami. Florida 33054
17. TAXES
COUNTY is exempt from payment of Florida State Sales and Use taxes.
CONTRACTOR shall not be exempted by virtue of the COUNTY'S exemption from
paying sales tax to its suppliers for materials used to fulfill its obligations under this
contract, nor is CONTRACTOR authorized to use the COUNTY'S Tax Exemption
Number in securing such materials. CONTRACTOR shall be responsible for any and all
taxes, or payments of withholding, related to services rendered under this agreement.
18. TERMINATION
A. The COUNTY or CONTRACTOR may terminate this Agreement for cause with
seven (7) days notice to CONTRACTOR. Cause shall constitute a breach of the
obligations of either party to perform the obligations enumerated under this Agreement.
B. Either of the parties hereto may cancel this agreement without cause by giving the
other party sixty (60) days written notice of its intention to do so with neither party
having,any further obligation under the term s of the contract upon termination.
19. GOVERNING LAW VENUE IN FERPRETATION COSTS ANTI FEES
This Agreement shall be governed by and construed in accordance with the laws of the
State of Florida applicable to Agreements made and to be performed entirely in the State.
In the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, the COUNTY and CONTRACTOR
agree that venue will lie in the appropriate court or before the appropriate administrative
body in Monroe County, Florida.
20. MEDIATION
The COUNTY and CONTRACTOR agree that, in the event of conflicting interpretations
of the terms or a term of this Agreement by or between any of them the issue shall be
submitted to mediation prior to the institution of any other administrative or legal
proceeding. Mediation proceedings initiated and conducted pursuant to this Agreement
shall be in accordance with the Florida Rules of Civil Procedure and usual and customary
procedures required by the circuit court of Monroe County.
21. SEVERABILITY
If any term, covenant, condition or provision of this Agreement (or the application
thereof to any circumstance or person) shall be declared invalid or unenforceable to any
extent by a court of competent jurisdiction, the remaining terms, covenants, conditions
and provisions of this Agreement, shall not be affected thereby; and each remaining term,
covenant, condition and provision of this Agreement shall be valid and shall be
enforceable to the fullest extent permitted by law unless the enforcement of the remaining
terms, covenants, conditions and provisions of this Agreement would prevent the
accomplishment of the original intent of this Agreement. The COUNTY and
CONTRACTOR agree to reform the Agreement to replace any stricken provision with a
valid provision that comes as close as possible to the intent of the stricken provision.
22. ATTORNEY'S FEES AND COSTS
COUNTY and CONTRACTOR agree that in the event any cause of action or
administrative proceeding is initiated or defended by any party relative to the
enforcement or interpretation of this Agreement, the prevailing party shall be entitled to
reasonable attorney's fees and attorney's fees, in appellate proceedings. Each party
agrees to pay its own court costs, investigative, and out -of- pocket expenses whether it is
the prevailing party or not, through all levels of the court system.
23. ADJUDICATION OF DISPUTES OR DISAGREEMENTS
COUNTY and CONTRACTOR agree that all disputes and disagreements shall be
attempted to be resolved by meet and confer sessions between representatives of
COUNTY and CONTRACTOR. If no resolution can be agreed upon within 30 days
after the first meet and confer session, the issue or issues shall be discussed at a public
meeting of the Board of County Commissioners. If the issue or issues are still not
resolved to the satisfaction of COUNTY and CONTRACTOR, then any party shall have
the right to seek such relief or remedy as may be provided by this Agreement or by
Florida law.
24. COOPERATION
In the event any administrative or legal proceeding is instituted against either party
relating to the formation, execution, performance, or breach of this Agreement,
COUNTY and CONTRACTOR agree to participate, to the extent required by the other
party, in all proceedings, hearings, processes, meetings, and other activities related to the
substance of this Agreement or provision of the services under this Agreement.
COUNTY and CONTRACTOR specifically agree that no party to this Agreement shall
be required to enter into any arbitration proceedings related to this Agreement.
25. BINDING EFFECT
The terms, covenants, conditions, and provisions of this Agreement shall bind and inure
to the benefit of COUNTY and CONTRACTOR and their respective legal
representatives, successors, and assigns.
26. AUTHORITY
Each party represents and warrants to the other that the execution, delivery and
performance of this Agreement have been duly authorized by all necessary COUNTY
and corporate action, as required by law.
27. CLAIMS FOR FEDERAL OR STATE AID
CONTRACTOR and COUNTY agree that each shall be, and is, empowered to apply for,
seek, and obtain federal and state funds to further the purpose of this Agreement;
provided that all applications, requests, grant proposals, and funding solicitations shall be
approved by each party prior to submission.
28. PRIVILEGES AND IMMUNITIES
All of the privileges and immunities from liability, exemptions from laws, ordinances,
and rules and pensions and relief, disability, workers' compensation, and other benefits
which apply to the activity of officers, agents, or employees of any public agents or
employees of the COUNTY, when performing their respective functions under this
Agreement within the territorial limits of the COUNTY shall apply to the same degree
and extent to the performance of such functions and duties of such officers, agents,
volunteers, or employees outside the territorial limits of the COUNTY.
29. LEGAL OBLIGATIONS AND RESPONSIBILITIES
This Agreement is not intended to, nor shall it be construed as, relieving any participating
entity from any obligation or responsibility imposed upon the entity by law except to the
extent of actual and timely performance thereof by any participating entity, in which case
the performance may be offered in satisfaction of the obligation or responsibility.
Further, this Agreement is not intended to, nor shall it be construed as, authorizing the
delegation of the constitutional or statutory duties of the COUNTY, except to the extent
permitted by the Florida constitution, state statute, and case law.
30. NON - RELIANCE BY NON - PARTIES
No person or entity shall be entitled to rely upon the terms, or any term, of this
Agreement to enforce or attempt to enforce any third -party claim or entitlement to or
benefit of any service or program contemplated hereunder, and the COUNTY and the
CONTRACTOR agree that neither the COUNTY nor the CONTRACTOR or any agent,
officer, or employee of either shall have the authority to inform, counsel, or otherwise
indicate that any particular individual or group of individuals, entity or entities, have
entitlements or benefits under this Agreement separate and apart, inferior to, or superior
to the community in general or for the purposes contemplated in this Agreement.
31. ATTESTATIONS
CONTRACTOR agrees to execute such documents as the COUNTY may reasonably
require, to include a Public Entity Crime Statement, an Ethics Statement, and a Drug -Free
Workplace Statement.
32. NO PERSONAL LIABILITY
No covenant or agreement contained herein shall be deemed to be a covenant or
agreement of any member, officer, agent or employee of Monroe County in his or her
individual capacity, and no member, officer, agent or employee of Monroe County shall
be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
33. EXECUTION IN COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall be
regarded as an original, all of which taken together shall constitute one and the same
instrument and any of the parties hereto may execute this Agreement by signing any such
counterpart.
34. SECTION HEADINGS
Section headings have been inserted in this Agreement as a matter of convenience of
reference only, and it is agreed that such section headings are not a part of this
Agreement and will not be used in the interpretation of any provision of this Agreement.
35. PUBLIC ENTITY CRIME INFORMATION STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crime 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 Construction Manager, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list."
36. MUTUAL REVIEW
This agreement has been carefully reviewed by Contractor and the County, therefore, this
agreement is not to be construed against either party on the basis of authorship.
37. INCORPORATION OF BID DOCUMENTS
The terms and conditions of the bid documents are incorporated by reference in this
contract agreement.
38. ANNUAL APPROPRIATION
The County's performance and obligation to pay under this agreement is contingent upon
an annual appropriation by the Board of County Commissioners. In the event that the
County funds on which this Agreement is dependent are withdrawn, this Agreement is
terminated and the County has no further obligation under the terms of this Agreement to
the Contractor beyond that already incurred by the termination date.
IN WITNESS WHEREOF, COUNTY and CONTRACTOR hereto have executed
this Agreement on the day and date first written above in four (4) counterparts, each of
which shall, without proof or accounting for the other counterparts, be deemed an
contract.
1=S FOR CONTRACTOR
N
BOARD OF COUl Y COMMISSIONERS
Print Name
Date
Address: 0`1
Telephone Number
APPLICATION FOR PAYMENT DETAILS
DATE:
ARRIVAL TIME:
LOCATION:
ITEM DESCRIPTION
DEPARTURE TIME
PARTS AND MATERIALS COSTS
UNIT PRICE QUANTITY SUB -TOTAL
2
3
4
5
REFRIGERANTS COST LBS OF @ PER POUND
PARTS, MATERIALS & REFRIGERANTS SUB -TOTAL
% INCREASE ON ABOVE PARTS, MATERIALS & REFRIGERANTS
FREIGHT CHARGE
TAX CHARGES
PARTS, MATERIALS & REFRIGERANTS TOTAL
C
LABOR AND EQUIPMENT COSTS
HOURS @ $ SUB -TOTAL $
_ ............... ............................... ...................... —HOURS @ $ SUB -TOTAL $,
LABOR & EQUIPMENT TOTAL
TOTAL
DESCRIPTION OF WORK
Date
Authorized Signature / Title
L
CL
L
u
c
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* Contractor must provide a copy of Invoice /Receipts for manufacturer's cost of parts, materials&
Refrigerants, freight for transportation /shipping costs, equipment rental amounts and services supplied by
others.