Item C4Meeting Date: JanihM 21, 2015 Division: Emerizency Services
Bulk Item: Yes X No — Department: Emergency Management
AGENDA ITEM WORDING: Approval of a Florida Division of Emergency Management (FDEM)
Federally -Funded Subgrant Agreement for delivery of Emergency Management All -Hazard Local
Planning, Training and Exercise in the amount of $40,000.00, no county match required; and
authorization for the County Administrator to execute any other required documentation in relation to
the application process. I
ITEM BACKGROUND: In accordance with the provisions of Federal Fiscal Year 2014 Homeland
Security Grant Program (SHSGP), FDEM has provided Monroe County a Subgrant Agreement contract
number 15DS-P5-11-54-01 which outlines condition to provide planning, training and exercise in
compliance with program guidance.
PREVIOUS RELEVANT BOARD ACTION: None
CONTRACT/AGREEMENT CHANGES: None
STAFF RECOMMENDATIONS: Approval. A revenue cost center is requested of OMB.
TOTAL COST: 40,000.00 IRDIJEi CT COST: BJI1GETE1 1'es 'Ao X
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: $ 0.00 SOURCE OF FUNDS: Grant
REVENUE PRODUCING: Yes X No/ - OUNT PER MONTH Year
APPROVED BY: County Atty X?/0MV/P`urchLg X Risk Management 2�a'
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM 9 ... .................................. .........
Revised 7/09
CONTRACT SUMMARY
Contract with: State of Florida DEM Contract #1 5DS P5-11-54-01
Effective Date: January 21, 2015
Expiration D. December 31, 2015
Contract Purpose./Description:
Approval of a Florida Division of Emergency Man�gement (FDEM) Federal ly-Funded
MEMO
I.T.relrogre" "INITT"M 11,1111111fliffl, 11 FOR, �,
to the application process.
Contract Manager: Jose Tezanos 6325 14
(Department/Stop #)
for BOCC meeting on Jan 21, 2015 Agenda Deadline: Jan 6, 2015
Total Dollar Value of Contract: $ 40,000.00 Current Year Portion: $ 40,000.00
Budgeted? YesF1 No 0 Account Codes: GE -
Grant: $ 40,000.00
County
ADDITIONAL COSTS
Estimated Ongoing Costs: $---/yr For:
(Not included in dollar value above) (eg. maintenance, utilitties, Ajanitorial,
Changes
Date In Needed
TWivision Director IIIIIII -A- Yes[3 No
kisk Management lif
*,.M.B./Purc asing
9"
%.,Ounty Attorney 1144
Comments:
Fonn Revised 212TO I MCP
0
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and Monroe County,
(hereinafter referred to as the "Recipient"),
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATION&
A, The Recipient represents that it is fully qualified and eligible to receive these grant funds to
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C. The Division has statutory authority to disburse the funds under this Agreeme
THEREFORE, the Division and the Recipient agree to the following:
(1) SCOPE OF WORK. I
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71ther party may request modification of the provisions of this Agreement, Changeis?
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(5) RECORDKEEPING
---
federal OMB Circular No A-102, 'Common Rule* Uniform Administrative Requirements for Grants and
Noi A-1 10, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost
Principles for State, Local and Indian Tribal Governments," OMB Circular No. A-21, "Cost Principles for
Educational Institutions," or OMB Circular No. A-122, "Cost Principles for Non-profit Organizations."
this Agreement, and the compliance of all subcontractors or consultants paid from funds under this
request. The Recipient shall ensure that audit working papers are available to them upon request for a
period of five years from the date the audit report is issued, unless extended in writing by the Division.
The five year period may be extended for the following exceptions:
findings involving the records have been resolved.
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costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget
and Scope of Work - Attachment A and Attachment B - and all other applicable laws and regulations.
to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during normal business
hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be
limited to, auditors retained by the Division.
(6) AUDIT REQUIREMENTS
eApenUff"IM
funds under this Agreement,
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by state personnel and other personnel authorized by the Division. "Reasonable" shall ordinarily mear.
normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
11
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Agreement.
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in OMS Circular A-1 33, as revised, and in the event that the Recipient expends $500,000 or more in
ederal awards in its fiscal year, the Recipient must have a single or program -specific audit conducted ir.
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accordance with the provisions of OMB Circular A-1 33, as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement, In determining the Federal
awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including
Federal resources received from the Division. The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMB Circular A-1 33, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A-1 33, as revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipil
shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A-133,
as revised.
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB Circular A-1 33, as revised, is not required. In the
event that the Recipient expends less than $500,000 in Federal awards in its fiscal year and chooses to
have an audit conducted in accordance with the wrovisions of OMB Circular A-1R—1 �-*
the audit must be paid from non -Federal funds.
OMB Circular A-1 33, as revised, by or on behalf of the Recipient to:
The Division at the following address:
m IIM IF] iF_TPr_T_W 2 roTirs F�_§I
Send the Single Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by
submission online at
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0 M B C i rcu la r A-1 33, a s revised.
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management letter issued by the auditor, to the Division at the following address:
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organizations), Rules of the Auditor General, as applicable.
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OMB Circular A-1 33 or Chapters 10.550 (local governmental entities) or 10,650 (nonprofit and for -profit
trganizations), Rules of the Auditor General,
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the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non-compliance,
;W111cakf�111 CI 7
Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Division no later than nine months from the end of the Recipient's fiscal
year.
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These reports shall include the current status and progress by the Recipient and all subrecipients. and
a-fe exxIaT-faure THMA6-av�
this Agreement, in addition to any other information requested by the Division.
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 DeceTFber 31.
I
,c) The close-out report is due 45 days after termination of this Agreement or 45 days
may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the Division" means that
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9
(8) MONITORING.
The Recipient shall monitor its Performance under this Agreement, as well asJtat of its
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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 A and Attachment B to this Agreement, and reported in
the quarterly report.
In addition to reviews of audits conducted in accordance with paragraph (6) above, monitoring
procedures may include, but not be limited to, on -site visits by Division staff, limited scope audits, and/or
other procedures. The Recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Division. In the event that the Division determines that
a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional
instructions provided by the Division to the Recipient regarding such audit. The Recipient further agrees
to comAlo and coo.,--�erate with ano in_zj� smsia-:uo
Florida Chief Financial Officer or Auditor General. In addition, the Division will monitor the performance
and financial management by the Recipient throughout the contract term to ensure timely completion of
aLaL, and the Recipient is solely responsible to parties it deals with in carrying out the terms of this
Agfm= agairal aftWhirof-"eveffrattwe �Fy-fi*l � -
arisin,y] from the work jerformance under this A�* reement. For �W 14.,oses of thi -reement Recil-�Jej
agrees that it is not an employee or agent of the Division, but is an independent contractor, I
Fla. Stat., agrees to be fully responsible for its negligent or tortious acts or omissions which result in
"r 0 ns wh ich resu It in
claims or suits against the Division, and agrees to be liable for any damages proximately caused by th
acts or omissions to the extent set forth in Section 768.28, Fla. Stat. Nothing herein is intended to sery
as a waiver of sovereinn immunitv bjL�v Recipient to which sovRreinrnd1vjM�
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parties in any matter arising out of any contract.
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option to exercise any of its remedies set forth in Paragraph (11). However, the Division may make
payments or partial payments after any Events of Default without waiving the right to exercise such
remedies, and without becoming liable to make any further payment:
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fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous
irbligations under this Agreement;
- - A MR172" - E
days from the date written notice is sent by the Division.
�11, :1111, 1111111P 11111 1 1111111111 iiiiiiiij I
under this Agreement.
(11) REMEDIES.
notice to the Recipient and upon the Recipient's failure to cure within those thirty days, exercise any onz
i,r more of the following remedies, either concurrently or consecutively:
Oor written notice of the termination. The notice shall be effective when placed in the United States, first
-lass mail, postage prepaid, by registered or certified mail -return receipt requested, to the address in
Xaragraph (13) herein;
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(c) Withhold or suspend payment of all or any part of a request for payment;
(d) Require that the Recipient refund to the Division any monies used for ineligible
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for any items determined to be ineligible;
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remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy
this Acireement or fails to insist on strict performance by the R.
a n �YA ot h e r jCs h t o r re I e d i5 of t h e D w vi s i -in
Division for any other default by the Recipient,
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Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Recipient to permit public access to any document, paper,
letter, or other material subject to disclosure under Chapter 119, Fla. Stat,, as amended.
further expenditure of funds, by providing the Recipient with thirty calendar day's prior written notice.
through a written amendment of this Agreement, The amendment will state the effective date of t
termination and the procedures for proper closeout of the Agreement. i
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TIM&M=1057 tur -greemenrMer i ekWpient nas receivea Ine notitication
termination, The Recipient will cancel as many outstanding obligations as possible. Costs incurred aft
receipt of the termination notice will be disallowed. The Rec7ipient shall not be relieved of liability to the
Division because of any breach of Agreement by the Recipient. The Division may, to the extent
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damages due the Division from the Recipient is determined.
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Laura Beagle
Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone- (850) 413-9953
Fax: (850) 922-8689
L;I:un- II!a Mcmdrkl
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Irene Toner, Director
490 63rd Street
Maratbon, of 331!i1'
Telephone: 365-289-6018
Fax: i1g-2gg-6331
Email:tnnPr-irPn,-(amnnr eeouitv-f_1_=
e .■. -•g1e_1I`MOUL-L—U ana auaress ortne new representative wil tie
provided as outlined in (1 3)(a) above.
If the Recipient subcontracts any of the work required under this Agreement, a copy of the
unsigned subcontract must be forwarded to the Division for review and approval before it is executed by
the Recipient, The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by
the terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and
.AtlatbrLs and jii]l i%_14v �
whatever nature arising out of the subcontractors performance of work under this Agreement, to the
extent allowed and required by law, The Recipient shall document in the quarterly report the
subcontractor's progress in performing its work under this Agreement.
For each subcontract, the Recipient shall provide a written statement to the Division as to
whether that subcontractor is a minority business enterprise, as defined in Section 288.703, Fla, Stat,
bj1[d:I;1II
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(16) ATTACHMENTS
(a) All attachments to this Agreement are incorporated as if set out fully.
the conflict or inconsistency,
(c) This Agreement has the following attachments�
Exhibit 1 - Funding Sources
Attachment A - Budget
Attachment B - Scope of Work
Attachment C - Deliverables & Performance
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Attachment E - Justification of Advance Payment
Attachment F -Warranties and Representations
Attachment H — Statement of Assurances
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cirsts ixcurrel iA tXe!;2t1sf2ctv7y AegirmA2nce if wirk hereyA•er in am arnment nit tt exceef $411!I11-,
subject to the availability of funds.
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(12)(b) of this Agreement. The amount which maybe advanced may not exceed the expected cash
needs of the Recipient within the first three (3) months of the contract term, For a federally funded
contract, anv advance navment is also subiect to federal OMB Circulars A-87 A-1 10 •
Management Improvement Act of 1990. All advances are required to be held in an interest -bearing
account. If an advance payment is requested., the budget data on which the request is based and a
justification statement shall be included in this Agreement as Attachment E. Attachment E will specify the
these funds, No advance shall be accepted for processing if a reimbursement has been paid prior to the
submittal of a request for advanced payment,
needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work,
Attachment A and Attachment B of this Agreement.
documentation for all costs of the project or services, Invoices shall be accompanied by a statement
sio-red
requested for these amounts." The supporting documentation must comply with the documentation
requirements of applicable OMB Circular Cost Principles. The final invoice shall be submitted within sixty
(60) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the
submittal of quarterly invoices shall be submitted to the Division contract manager as part of the
Recipient's quarterly reporting as referenced in Paragraph 7 of this Agreement.
[f the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or
under subparagraph (11 9)(h) of this Agreement, all obligations on the part of the Division to make any
further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty
days of receiving notice from the Division.
V
(18) REPAYMENTS
All refunds or repayments due to the Division under this Agreement are to be made payable to
the order of 'Division of Emergency Management" and mailed directly to the following address -
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
collection, Recipient shall pay the Division a service fee of $15.00 or 5% of the face amount of the
returned check or draft, whichever is greater.
(19) MANDATED CONDITIONS
information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials is incorporated by
reference. The inaccuracy of the submissions or any material changes shall, at the option of the Division
and with thirty days written notice to the Recipient, cause the termination of this Agreement and the
release of the Division from all its obligations to the Recipient
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
*f this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
;-hall be null and void to the extent of the conflict. and shall be sever e. W =-
7-0023RIMM = !M
I I - III a a
101-336, 42 U.S.C. Section 12101 et seg. , which prohibits discrimination by public and private entities on
the basis of disabilitN in
services, and telecommunications,
public entity cdme or on the discriminat ry 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
constructio n or re�a i r of a ��ubl ic bu ilY in i Q.
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
10
consultant under a contract with a public entity, and may not transact business with any public entity in
or on the discriminatory vendor list.
i golernment,-MMT93, MRTOWUrlIVieuge ana neuet,
that it and Us ■
i II I: I IpI! I IIIII
MW t n-5117-7111156TMO M IT M-Pr=-M�ii 1!71 1111171,1111?Z1 =-- . Irm-11M 11 11111 1111 - a - Jr -A 1111-1 0 _--
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,
19(g)2. ■ this cercation; and
11-1101111IT 1�1 III!IIIIII III 1 11 1 1
NOW=
shall attach an explanation to this Agreement.
In addition, the Recipient shall send to the Division (by email or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment G) for each intended subcontractor which Recipient plans to fund under
this Agreement. The form must be received by the Division before the Recipient enters into a
contract with any subcontractor.
accordance with Chapter 216, Fla. Stat. or the Florida Constitution. i
refuses to allow public access to all documents, papers, letters or other material subject to the provisions
of Chapter 119, Fla. Stat., which the Recipient created or received under this Agreement.
Im"71 71PWb �52 to All e ell' Ul L It: -
Division's obligation to pay the contract amount,
�1111 Pill III iiiiii IIIIII I � I I � I, I! !1 111
provisions contained in 8 U.S.C. Section 1324a(e) (Section 274A(e) of the Immigration and Nationality Act
("INI The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions contained in
Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division,
286.011, Fla. Stat. with respect to the meetings of the Recipient's governing board or the meetings of
any subcommittee making recommendations to the governing board. All of these meetings shall be
publi
2V !it-- avamzklz
to the public in accordance with Chapter 119, Fla. Stat.
I
under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost.
71171717-TERTU -HZT�410-104111-0;YIAMI
or
any state agency,
of the 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
2greement
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
connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall comple
and submit Standard Form-LLL, "Disclosure of Lobbying Activities,"
12
10_■ _ �__ �
1TTC1eT-grdn15-,1UaTM—,dTFt
cooperative agreements) and that all subrecipients shall certify and disclose.
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IT471 � � 1 :1 � � I I 1:�l�:��,:����::I�ll::I�ll�ll��rin�I �__ �,. M.
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, and U.S. Code. Any person
more than $100,000 for each such failure,
AATARD ALL PATEAT RIGATS ACCRVING 1NDER OR IN CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA.
OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF
FLORIDA.
111!�1111 11111111, ii'llill 111!1 1
R3,11v =I.
al 79
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 Recipient shall notify the Division. Any copyrights accruing under or in
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 Recipient shall retain all rights and entitlements to a
pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such prope
exists. The Division shall then, under Paragraph (b), have the right to all patents and copyrights which
accrue during performance of the Agreement.
(22) LEGAL AUTHORIZATION, I
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
13
(23) ASSURANCES.
UTR M-ITIM1110
1*:fc;1 f #In dwIT, rel I K.@T=-Fqsqukym
By:
Name and Titl mayor D�ann Kolhage
Date.
FID# 59-6000749
DUNS# Q238 6252
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EXHIBIT — I
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Federal agency: U.S. Department of Homeland Security, Federal Emergency Management
G7t?IsS irf Feler?l Irimestic Assistai%ce title ai;�l nzmker.- Hitmela;ii Se-m
Award amount: $40,000
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
Chapter 252, Florida Statutes
Rule Chapters 27P=6, 27P-1 1 and 27P-1 9. Florida Administrative Code
44 CFR (Code of Federal Regulations) Part 13 (Common Rule)
2 CFR Part 215
OMB Circular A-21, A-102, A-1 10, A-122, A-128, A-87 and A-1 33
Federal Program:
Homeland Security Funding Opportunity Announcement.
Recipient is subject to all administrative and financial requirements as set forth in this Agreemen)
or will not be in compliant with the terms of the Agreement.
ROTE: Section .400(d) of OMB Circular A-1 33, as revised, and Section 215.97(5)(a), Florida Statutes
regwire that the int's?matism akswt Feleral Pri�rams ank State Prijacts ina-6y1ei! in ExhNit I �e Ari-rit'--F
to the Recipient. I
IN
ATTACHMENT A
Below is a general budget which outlines eligible categories and their allocation
under this award. The Recipient is to utilize the "Proposed Program Budget" as a
guide for completing the "Budget: Detail Worksheet" below.
• The transfer of funds between the categories listed in the "Proposed Program
Budget" is permitted. However, the transfer of funds between Issues is strictly
prohibited.
11i 1 11 ''1 TI
The Recipient is required to provide a completed budget detail worksheet, to the Division, which
accounts for the total award as described in the "Proposed Program Budget".
YN
Overtime and backfill expe ses for part-time and
FEMA traiaE2,---
Training Workshops and Conferences
Activities to achieve training inclusive of people with
disabilities
Full or Part -Time Staff or Contractors/Consultants
U
Travel - Travel costs (i.e., airfare, mileage, per diem,
are on travel status for official business related to the
planning and conduct of the exercise project(s), These
Supplies - Supplies are items that are expended or
of the exercise project(s) (e.g., copying paper, gloves,
tape, non -sterile masks, and disposable protective
Nuipment).
Cher Items - These costs include the rental of
qpace/locations for exercise planning and conduct,
exercise siqns, badges, etc.
= AL BUDGET
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Issue 16 — Local Planning, Training & Exercise - Allows all seven regions to execute multi-
disciplinary planning, training and exercises initiatives that will test the knowledge, skills and
abilities of personnel, organizations, teams and the public/private partnerships.
Categories and Eligible Activities
FY2014 allowable costs for this agreement are for the Planning, Training and Exercise
Categories. Allowable costs have been listed in the 'Budget Detail Worksheet" Attachment A.
A. Planning
Examples of allowable planning actives include:
Developing hazardithreat-specific annexes that incorporate the range of prevention,
protection, mitigation, response, and recovery activities as identified in the national
planning frameworks
Developing and implementing homeland security support programs and adopting DHS
national initiatives including but not limited to the following:
- Conducting a THIRA process
- Implementing the Goal, National Preparedness System, and the Whole Community
Approach to Security and Emergency Management including efforts to support
strengthening of capacity among whole community partners
- Pre -event recovery planning
- Implementing the 2014 National Infrastructure Protection Plan (NIPP) and associated
Sector Specific Plans
- Enhancing and implementing SCIPs and Tactical Interoperable Communications Plan!
(TICPs) that align with the goals, objectives, and initiatives of the National Emergency
Communications Plan (NECP)
- Costs associated with the adoption, implementation, and sustainment of the NIMS,
including implementing the NIMS Guideline for Credentialing of Personnel
- Modifying existing incident management and EOPs to ensure proper alignment with th
coordinating structures, processes, and protocols described in the National Frameworl
Establishing or enhancing mutual aid agreements
Developing communications and interoperability protocols and solutions consistent wit
NIMS/ICS that include communications support for faith -based and voluntary
organizations
Developing emergency communications SOPs and plain language protocols
Integrating emergency communications SOPs across jurisdiction, disciplines, and leve
of government
Conducting local, regional, and Tribal program implementation workshops
RE
Developing or updating resource inventory assets in accordance to NIMS-typed resource
definitions which are managed by FEMA's National Integration Center (NIC) and can be
found at: http,,Ilwww.feme.govlresource-management
Designing State and local geospatial data systems
Developing and conducting public education and outreach campaigns, including
promoting individual, family, and organizational emergency preparedness and support for
the National Preparedness Campaign including America's PrepareAthon! and Ready
campaigns, as required by the National Preparedness System; alerts and warnings
education; promoting training, exercise, and volunteer opportunities; informing the public
about emergency plans, evacuation routes, shelter locations; and evacuation plans as
well as CBRNE prevention awareness
- Designing programs to address targeting at -risk populations and engaging them in
emergency management planning efforts
- Developing and conducting public education and outreach campaigns, including
promoting individual, family, and organizational emergency preparedness and support for
the national Campaign to Build and Sustain Preparedness, including America's
PrepareAthon!, as required by the National Preparedness System; the Ready Campaign;
alerts and warnings education; promoting training, exercise, and volunteer opportunities;
informing the public about emergency plans, evacuation routes, shelter locations; and
evacuation plans as well as CBRNE prevention awareness activities, materials, services,
tools and equipment to achieve planning, protection, mitigation, response and recovery
that is inclusive of people with disabilities (physical, programmatic and communications
access for people with physical, sensory, mental health, intellectual and cognitive
disabilities)
Preparing materials for SPRs
WHTI implementation activities including the issuance of WHTI-compliant Tribal
identification cards
t following activities:
- Conducting/aftending planning and governance workshops
- Engaging and expanding the participation of the whole community in emergency
communications planning, response, and risk identification
- Participating in THIRA development process
- Collecting and using data (e.g., NECP Goal Assessments, findings from national -level
exercises) to assess user needs, capabilities, and gaps, and to facilitate coordination and
asset -sharing
- Assessing emergency communications needs and assets and integrating needs into
State plans (e.g., SCIP, SPR, and broadband plans)
- Coordinating with SWIC, SAA, and State -level planners to ensure proposed investments
align to statewide plans (e.g., SCIP, State broadband plan) and comply with technical
requirements
Developing related terrorism prevention activities:
Coordinating fusion center efforts with other analytical and investigative efforts including,
but not limited to JTTFs, Field Intelligence Groups (FIGs), High Intensity Drug Trafficking
Areas (HIDTAs), Regional Information Sharing Systems (RISS) Centers, criminal
intelligence units, and real-time crime analysis centers.
Developing THIRAs that reflect a representative makeup and composition of the
jurisdiction
Developing initiatives that directly support local efforts to understand, recognize, prepare
for, prevent, mitigate, and respond to pre -operational activity and other crimes that are
precursors or indicators of terrorist activity, in accordance with civil rights/civil liberties
protections
MI
- Developing law enforcement prevention activities, to include establishing andlor
enhancing a fusion center
- Hiring an IT specialist to plan, develop, and implement the IT applications necessary for
fusion center
- Developing and planning for informationlintelligence sharing groups
- Integrating and coordinating the fire service, emergency management, public health car
public safety, and health security data -gathering (threats to human and animal health)
within designated fusion centers to achieve early warning, monitoring, and mitigation of
threats
- Hiring and training privacy, security, and/or fusion liaison officers (FLO) coordinators to
support fusion center operations
- Integrating and coordinating private sector participation with fusion center activities
- Developing and implementing preventive radiological/nuclear detection activities
- Acquiring systems allowing connectivity to State, local, Tribal, territorial, and Federal dal
networks, such as the National Crime Information Center (NCIC) and Integrated
Automated Fingerprint Identification System (IAFIS), as appropriate
- Planning to enhance security during heightened alerts, terrorist incidents, and/or during
gation and recovery
- Accessible public informationleducation: printed and electronic materials, public service
announcements, seminars/town hall meetings, and web postings coordinated through
local Citizen Corps Councils
- Volunteer programs and other activities to strengthen citizen participation
- Conducting public education campaigns including promoting suspicious activity reportini
and preparedness; individual, family, and organizational emergency preparedness;
Promoting the national Campaign to Build and Sustain Preparedness and the Ready
campaign
- Evaluating Critical Infrastructure Protection (CIP) security equipment and/or personnel
requirements to protect and secure sites
- CIP cost assessments, including resources (e-g,, financial, personnel) required for
security enhancements/deployments
- Underwater Terrorist Protection Plans
V*Tjr - I
local communities:
Including existing law enforcement agencies' initiatives and including mechanisms for
engaging the resources and expertise available from a range of social service providers.
such as education administrators, mental health professionals, and religious leaders;
Enhancing engagement with communities to discuss violent extremism in an effort to (1)
share sound, meaningful, and timely information about the threat of radicalization to
violence with a wide range of groups and organizations, particularly those involved in
public safety; (2) respond to concerns about government policies and actions; and (3)
increase understand for how community -based solutions can be supported.
Building expertise, including a robust training program to improve cultural competency
and to ensure that communities, government, and law enforcement receive accurate,
intelligence -based information about the dynamics of radicalization to violence.
Vrffi7_7
but not limited to:
- Community -based planning to advance "whole community' security and emergency
management
- Incorporating governmentinon-governmental collaboration, citizen preparedness, and
volunteer participation into State and local government homeland security strategies,
policies, guidance, plans, and evaluations
- Developing, enhancing, maintaining a current EOP that conforms to the guidelines
outlined in the CPG 101 v 2.0
22
- W1 iql[14014fl a] 01
policies, procedures, and pro c Is
Designing and developing State, local, Tribal, and territorial geospatial data systems
Developing and implementing statewide electronic patient care reporting systems
compliant with the National Emergency Medical Services Information System (NEMSIS)
Costs associated with inclusive practices and the provision of reasonable
accommodations and modifications to provide full access for children and adults with
disabilities
=119111011 ' I "1 11 i , Awwww"Will UNIP111- I 1111411WIWA1141114 1, . -
�._Lslmajllp 211iLlisi 114tJ III I [%,Ar- k 'R 4 i14M(M�FIFJ C4W1ir- I i�NKPII I i 1JVj1 T1 i 110 R-A ILMT, M)72 - -
Iladating and implementing SCIP and TICP to:
- Address findings and gaps identified in AARs from real world incidents and planned nned
exercises, NECP Goal assessments, other State -level preparedness reports and
assessments
- Incorporate the National Preparedness System and DHS Whole Community initiativ
- Address plans for implementation of the Federal Communications Commission FC
narrowband requirements
Z) r
- Describe strategic broadband planning activities and initiatives in preparation fo ) thel
future deployment of the Nationwide Public Safety Broadband Network (NPSBN
leveloping or conducting assessments, including but not limited to:
- Developing pre -event recovery plans
- Conducting point vulnerability assessments at critical infrastructure sites/key assets and
develop remediation/security plans
- Participating Regional Resiliency Assessment Program (RRAP) activities
- Conducting or updating interoperable emergency communications capabilities
assessments at the local, regional, or Statewide level (e.g., Communications Assets and
Mapping [CASM])
- Developing border security operations plans in coordination with CBP
- Developing, implementing, and reviewing Area Maritime Security Plans for ports,
waterways, and coastal areas
- Updating and refining threat matrices
- Conducting cyber risk and vulnerability assessments
- Conducting assessments and exercising existing catastrophic incident response and
recovery plans and capabilities to identify critical capability gaps that cannot be met by
existing local, regional, and State resources
- Activities that directly support the identification of specific catastrophic incident priority
response and recovery projected needs across disciplines (e.g., law enforcement, fire
service, EMS, public health, behavioral health, public works, agriculture, information
technology, and citizen preparedness)
- Activities that directly support the identification of pre -designated temporary housing sites
- Activities that support the identification and development of alternate care sites
- Conducting community assessments, surveys, and research of vulnerabilities and
resource needs to determine how to meet needs and build effective and tailored
strategies for educating individuals conducting assessments of the extent to which
compliance with the integration mandate of disability laws is being achieved
- Conducting Preparedness research
NE
Corps C ouncils, partners, and affiliates, CERTs� Fire Corps-, Medical Reserve
(VIPS); and jurisdiction -specific volunteer programs and efforts.
Establishing and sustaining zen Corps •
Additional Planning Information
MITI �A a I r- 1 lall 0 a
MN
1:090-TWNRCi M- ■ I- - 0 a -• - T _■- - - - I
focus on the importance of personal preparedness and protective actions.
Per FEITJA Grant Programs Directorate Policy FP 207-008-064-1, Review and Approval
Requirements for Training Courses Funded Through Preparedness Grants, issued on Septembli
9, 2013, States, territories, Tribal entities and urban areas are no longer required to request
Rpproval from FEMA for personnel to attend non-FEMA training as long as the training is
coordinated with and approved by the State, territory, Tribal or Urban Area Training Point of
Contact (TPOC) and falls within the FEMA mission scope and the jurisdiction's Emergency
fterations Plan (EOP). The only exception to this policy is for Countering Violent Extremism
zourses. The Policy can be accessed at http://www.fema.gov/media-
:ibrary/assets/documents/34856.
0
-1 gap, 0 1
For further information on developing courses using the instructional design methodology and
tools that can facilitate the process, SAAs and TPOCs are encouraged to review the TED
Responder Training Development Center (RTDC) available at
http:l/www.firstrespondertraining.gov/rtdc/state/.
Additional Training Information
FEMA Provided Training. These trainings include programs or courses developed for and
delivered by institutions and organizations funded by FEMA. This includes the Center for
Domestic Preiraredness fC the Eme[�renWj ManaZoement Institute ' EMI) and the National
Training and Education Division's (NTED) training partner programs including, the Continuing
Training Grants, the National Domestic Preparedness Consortium (NDPC) and the Rural
Domestic Preparedness Consortium (RDPC),
Approved State and Federal Sponsored Course Catalogue, This catalogue lists State and
Federal sponsored courses that fall within the FEMA mission scope, and have been approved
through the FEMA course review and approval process. An updated version of this catalog car.
be accessed at http://www.firstrespondertraining.gov,
Training Not Provided by FEMA. These trainings includes courses that are either State
sponsored or Federal sponsored (non-FEMA), coordinated and approved by the SAA or their
lesignated TPOC, and fall within the FEMA mission scope to prepare State, local, Tribal, and
territorial personnel to prevent, protect against, mitigate, respond to, and recover from acts of
terrorism or catastrophic events.
State S�tonsored Courses. These courses are develoy-ced for and/or delivered 3�m�t
*rganizations other than Federal entities or FEMA and are sponsored by the SAA or their
iesignated TPOC.
Tribes, and Urban Areas are encourag d to incorporate the private sect 3nt-
sponsored training and exercises-
41
L i T1 I ?'' 7 MT5?MP2N1
found at http://www,firstrespondertraining.gov,
FDEM State Training Offlice conditions, For the purposes of this Agreement, any training
course listed on the DHS approved course catalog qualifies as an authorized course. The
• In order to receive payment for successfully attending an authorized training
course, the Recipient must provide the Division with a certificate of course
completioni; additionally. the Recipient must provide the Division with all receipts
that document the costs incurred by the Recipient in order to attend the course,
• In order the receive payment for successfully conducting an authorized course,
the Recipient must provide the Division with the course materials and a roster
sign -in sheet; additionally. the Recipient must provide the Division with all
receipts that document the costs incurred by the Recipient in order to conduct the
course,"
• For courses that are non-DHS approved training, recipient must request approval
to conduct training through the use of the Non-TED Form and provide a copy.
along with email, showing approval granted for conduct,
• ■ the conduct • training • recipient must provide a •■ • the
course materials and sigets.
• The number of participants must be a minimum of 15 in order to justify the cost of
holding a course, For questions regarding adequate number of participants
please ■ the FDEM State Training Officer for course ■- guidance.
Unless the recipient receives advance written approval from the State Training
Officer for the number of participants, then the Division will reduce the amount
authorized for reimbursement on a proi basis for any training with less than
15 participants.
• The Recipient must include with the reimbursement package a separate copy of
the page(s) from the State (and County or Regional) MYTEP reflecting the
training.
Z. Exercises
Allowable exercise -related costs Inctude:
9 is rMMITA r Fro —
9
FDEM adheres to Florida Statues, which are more stringent than federal
guidance. Such expenditures are restricted to the rates specified for Class C
meals in Section 112 061, Florida Statutes,
Exercise Requirements
FMI I M
NIM 161111 Lie W I 1 -11112 IWIN K�MZJIMKI "I I a; Re gxl 14 NzIN1111111119
website hftps://hseep.dhs.gov,
States must com�lete a cucle xercise activities duri the *,eriod of IbLi-erant.
Exercises conducted by States and Urban Areas may be used to fulfill similar exercise
requirements required by other grant programs, For example, HHS preparedness programs
MW
oil Laid 11 L=1-M__I @If MMMOMAJ 111 I1;i;z1Ir_A I HUNN "I ,�MWdlt�
and Exercise Plan.
Exercise Evaluation and Improvement. Exercises should evaluate performance of
the objectives and capabilities required to respond to the exercise scenario.
Guidance related to exercise evaluation and improvement planning is defined in the
HSEEP located at.hftps�//hssep,dhs.gov,
KE
Wylwcewr' -awl-it woen�w -n-V
Non -governmental participation in exercises should be coordinated with the local
Citizen Corps Council(s) or their equivalent and other partner agencies, The
scenarios used in HSGP-funded exercises must focus on validating existing
capabilities, must comply with and be large enough in scope and size to exercise
,rnd non -governmental organizations, and take into account the needs and
requirements for individuals with disabilities
nu C Ine
d xercise,
State of Florida (and County or Regional) MYTEP qualifies as an authorize ttel
c1se The Recipient can successfully complete an authorized exercise either by attending or
conducting that exercise.
In order to receive payment for successfully attending an authorized
exercise, the Recipient must provide the Division with a certificate of
completion or similar correspondence signed by the individual in charge of
the exercise; additionally, the Recipient must provide the Division with all
receipts that document the costs incurred by the Recipient in order to attend
the exercise.
In order the receive payment for successfully conducting an authorized
exercise, the Recipient must provide the Division with an ExPLAN, AARAP,
IPC/MPC/FPC Meeting Minutes and Sign -in Sheet for exercise attendees;
additionally, the Recipient must provide the Division with all receipts that
document the costs incurred by the Recipient in order to conduct the
exercise.
of the page(s) from the Exercise Plan which identifies the participant
agencies and a printed page(s) from the State (and County or Regional)
MYTEP reflecting the exercise.
If you require food/water for this event, request must come to the Division
within 25 days of event in the following format:
Exercise Title:
Location:
Exercise Date:
Exercise Schedule:
IN
11 - - I a 0 00 1 - -
AL-74:1MIN 141RO] RKS) El REZA -Pj;4KM -
�11111 111r.1 RA No
44 Code of Federal Regulation, Section 13.3
Chapter 287, Florida Statues; and,
any local procurement policy. I
follow the more strJingent standard. For example, if a State statute imposes a stricter
requirement than a Federal regulation, then the subgrantee must adhere to the requirements
of the State statute.
Inalt-m- 5--loinis - a
T-TEn, M"491R- I MR
dim I lie I
11ROWNIN.4
that performed work under the agreement. Furt ermore, if requested by the Division, the
of vendor selection.
200009��
III] LJ!1014 r-141-11M W- 14 1;1&41 M JIMIAN r. I I VAN III 1-741-7A 1194im] I 14VI
Section 215.971, Florida Statutes
Statuto
subgrant agreements funded with Federal or State financial assistance. In pertinent part,
Section 215.971 (1) states�
(1) An agency agreement that provides state financial assistance to a recipient or
subrecipient, as those terms are defined in s. 215.97, or that provides federal
financial assistance to a subrecilpient, as defined by applicable United States Office
of Management and Budget circulars, must include all of the following:
(a) A provision specifying a scope of work that clearly establishes the tasks
that the recipient or subrecipient is required to perform.
Pir- Nall[=] I Vt4etivj NEE I I 11L,14 91;�Ksl I C40t(L'Af4f-I (*0
W,
the required minimum level of service to be performed and the criteria for
evaluating the successful completion of each deliverable,
(c) A provision specifying the financial consequences that apply if the
recipient or subrecipient fails to perform the minimum level of service
required by the agreement. The provision can be excluded from the
agreement only if financial consequences are prohibited by the federal
agency awarding the grant. Funds refunded to a state agency from a
recipient or subrecipient for failure to perform as required under the
agreement may be expended only in direct support of the program from
which the agreement originated.
(d) A provision specifying that a recipient or subrecipient of federal or state
financial assistance may expend funds only for allowable costs resulting from
obligations incurred during the specified agreement period,
(e) ■'. provision specifying that any balance of unobligated funds which has
been advanced or paid must be refunded to the state agency,
(f) A provision specifying that any funds paid in excess of the amount to
which the recipient or subrecipient is entitled under the terms and conditions
of the agreement must be refunded to the state agency.
(g) Any additional information required pursuant to s 215,97,
Failure ■ comply
Failure to comply with any of the provisions outlined above shall result in disallowance of
reimbursement for expenditures.
Meeting -related expenses (For a complete list of allowable meeting -related expenses,
please review the OJP Financial Guide at hftp..Hwww,oir) usdoi.gov/FinGuide).
The following are allowable only within the period of performance of the contract.-
* Recurring feesicharges associated with certain equipment, such as cell phones,
faxes, etc.
* Leasing and/or renting of space for newly hired personnel during the period of
performance of the grant program
F. Unauthorized Expenditures
a, Activfties unrelated to the completion and implementation of the grant program
b, Funding may not be used to supplant ongoing, routine public safety activities of state
and local emergency responders, and may not be used to hire staff for operational
activities or backfill. Funds cannot not replace (supplant) funds that have been
appropriated for the same purpose.
G. National Incident Management System (NIMS) Implementation
HSPD-5, "Management of Domestic Incidents," mandated the creation of NIMS and the
National, Response Framework (NRF). NIMS provides a consistent framework for entiti
at all jurisdictional levels to work together to manage domestic incidents. regardless of
cause, size, or complexity. To promote interoperabillty and compatibility among Federal
State, local', and tribal capabilities, NIMS includes a core set of guidelines, standards, a
protocols for command and management, preparedness, resource management,
communications and information management, supporting technologies, and
management and maintenance of NIMS. Prior to the allocation of any Federal
ran
preparedness awards in FY20114, g 34 tees must ensure and maintain adoption and
and Advanced Incident Command System (G-400) are also recommended, For additiona'.
guidance on NIMS training, please refer to
htte-/Iwww.fema.gov/emerciencv/nims/nims training prociram.odf
H. Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within 15 days after the end of the reporting
periods (March 31, June 30, September 30 and December 31) for the life of this contract.,
If a report(s) is delinquent, future financial reimbursements will be withheld u
the Recipient's reporting is current, ri
1#1WAILOUS] E1191-4:1 01:1 Ire RUEF-PUIll Ill �V- VAtzlzil lid 110(-74 nillar-141-finvi M4 N-
0 10] 216 FoiTnal FT
January.1 through March 31■
1--__jyj,,jh�ou h§!�p mber30 October 15 je
October 1 through December 31
2. Programmatic Reporting-BSIR
Biannua[ Strategic Implementation Report,
After the end of each reporting period, for the life of the contract unless directed
otherwise, the SAA, will complete the Biannual Strategic Implementation Report
in the Grants Reporting Toot (GRT) https�iiwww.reporting.odp.dhs.-gov. The
reporting periods are January 1-June 30 and July 1-December 31. Data entry is
scheduled for December 1 and June 1 respectively. Future awards and
reimbursement may be withheld if these reports are delinquent.
3. Reimbursement Requests:
A request for reimbursement may be sent to your grant manager for review and
approval at anytime during the contract period. Reimbursements must be
requested w9hIn 90 calendar days of expenditure of funds, and quarterly at a
minimum, Failure to submit request for reimbursement within 90 calendars of
expenditure shall result in denial of reimbursement. The Recipient should
include the category's corresponding line item number in the 'Detail of Claims"
form, This number can be found In the 'Proposed Program Budget". A line item
M
VITIW6Tn=ffFYR)—uWb-V5—reVery 050ar a—M-5-01 Astea in t e 1.3taii ot Daims
fo Tff'.
Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management
no later than 45 calendar days after the agreement is either completed or the
agreement has expired.
IIIIIIIIN =I. Eq-TITMM
Laura Beagle
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850) 413-9953
Felicia Pinnock
FDEM
2555 Shumard Oak Blvd,
Tallahassee, FL 32399-2100
(850) 410-3457
WATML 0-C_JUUU&V_&V_ff amad
J. Contractual Responsibilities
• The FDEM shall determine eligibility of projects and approve changes in scope of work.
• The FDEM shall administer the financial processes,
KI
` a rkr, W.
HazardArea, State, and regional Threat and Identification and Risk Assessments
respondThe capability levels are assessed in the State Preparedness Report (SPR) and inform
planning, organization, equipment, training, and exercise needs to prevent, protect against,
acts of terrorism and - events.
Planning ■-liverable: Subject to the funding limitations of this Agreement,the Division shall
reimburse the Recipient for the actual cost of successfully completing Planning activities
consistent with the guidelines contained in the Comprehensive Planning Guide CPG 101 v,2,
For additional information,please see
http.//www.fema.gov/i2df/aboutidivisions/npd/CPG 101 V2.Pd or grant guidance (Funding
Opportunity . = -
For the purposes of this Agreement, any planning activity such as those associated with the
and other planning activities that support the National Preparedness Goal (NPG) and place an
emphasis on updating and maintaining a current Emergency Operations Plan (EOP) are
eligible.The Recipient can succ- complete planning activity either by creating or
updating such • .
Training Deliverable: Subject to the funding limitations of this Agreement, the Division shall
the Department of Homeland Security (DHS) approved course catalog., For non-DHS approved
courses the recipient shall obtain advance FDEM approval using the Non-TED form by
contacting their grant manager. The DHS. course catalog is available online at-
hftp://training.fema.gov/. For the purposes of this Agreement, any training course listed on the
DHS approved course catalog qualifies as an authorized course. The Recipient can
successfully complete an authorized course either by attending or conducting that course,
Exercise Deliverable: Subject to the funding limitations of this Agreement, the Division shall
reimburse the Recipient for the actual cost of successfully completing an exercise which meets
the Department of Homeland Security Homeland Security Exercise and Evaluation Program
(HSEEP) standards and is listed in A) the State of Florida Multi -Year Training & Exercise Plan
(MYTEP), and B) County or Regional TEP for the region in which the subgrantee is
geographically located. Information related to TEPs and HSEEP compliance can be found
online at: https://www.ilis.dhs.gov/hseep. For the purposes of this Agreement, any exercise
as an authorized exercise. The Recipient can successfully complete an authorized exercise
either by attending or conducting that exercise.
KW
1 ) 53 Federal Register 8034
2) Lobbying Prohibons 31 U.S.C. §1352
3) ChapterFlorida Statutes
4) ChapterFlorida Statutes
5) E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreemer
28 CFR Part 66, Common rule
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975
8) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470),
Executive Order 11593
9) Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq,)
10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968,
11) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
12) 28 CFR applicable to grants and cooperative agreements
13) Omnibus Crime Control and Safe Streets Act of 1968, as amended,
14) 42 USC 3789(d), or Victims of Crime Act (as appropriate);
15) Title VI of the Civil Rights Act of 1964, as amended;
16) Section 504 of the Rehabilitation Act of 1973, as amended,-
17) Subtitle A, Title 11 of the Americans with Disabilities Act (ADA) (1990)',
18) Title IX of the Education Amendments of 1975;
19) Age Discrimination Act of 1975; Department of Justice Non -Discrimination Regulations,
20) 28 CFR Part 42, Subparts C,D,E, and G
21) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39
22) Chapter 252, Florida Statutes
23) Rule Chapters 27P-6, 27P-1 1, and 27P-1 9, Florida Administrative Code
24) 44 CFR, Part 302
25) 48 CFR, Part 31
26) OMB Circular A-21, A-102, A-1 10, A-122, A-1 28, A-87 and A-1 33
27) Drug Free Workplace Act of 1988
28) False Claims Act and Program Fraud Civil Remedies (31 U.&C. § 3729)
29) Fly America Act of 1974
30) Hotel and Motel Fire Safety Act of 1990
31) Trafficking Victims Protection Act of 2000
32) USA Patriot Act of 2001
Seecial Conditions
1 The Recipient shall comply with the most recent version of the Administrative Requirements, Cost
Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to
Department of Homeland Security grants are listed below -
A. Administrative Requirements
44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments
2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with
Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations (OMB
Circular A-1 10)
ku:
B. Cost Principles
2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB
Circular A-87)
0 2 CFR Part 230, Cost Principles for Non -Profit Organizations (OMB Circular A-122)
0 Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and
Procedures, Contracts with Commercial Organizations
C. Audit Requirements
0 OMB Circular A-1 33, Audits of States, Local Governments, and Non -Profit Organizations
2. Recipient understands and agrees that it cannot use any federal funds, either directly or
indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or
policy, at any level of government, without the express prior wdtten approval of FEMA.
3. The Funding Opportunity Announcement for this program is hereby incorporated into your award
by reference. By accepting these funds, the recipient agrees that all allocations and use of funds
under this grant will be in accordance with the requirements contained in the Funding Opportunity
Aarrouicer-itett.
4The recipient shall not undertake any project having the potential to impact Environmental or
Historical Preservation (EHP) resources without the prior approval of FEMA, including but not
limited to communications towers, physical security enhancements involving ground disturbance,
new construction, and modifications to buildings, structures and objects that are 50 years old or
older, and purchase and use of sonar equipment. Recipient must comply with all conditions
placed on the project as the result of the EHP review, Any change to the approved project scope
of work will require re-evaluation for compliance with these EHP requirements. If ground
disturbing activities occur during project implementation, the recipient must ensure monitoring of
ground disturbance, and if any potential archeological resources are discovered, the recipient wil'.
immediately cease construction in that area and notify FEMA and the appropriate State Historic
Preservation Office. Any construction activities that have been initiated without the necessary
EHP review and approval will result in a non-compliance finding and will not be eligible for FEMA
funding.
K9
a
P11111-11fa
[ ] ADVANCE REQUESTED
Advance payment of $ is requested,
Balance of payments will be made on a reimbursement basis.
These funds are needed to pay staff, award benefits to clients..;
duplicate forms and purchase start-up supplies and equipment:
We would not be able to operate the proqram without this advance.
CATEGORY/LINEDGET iAnticipated Expenditures
.. .'r Contract
COSTSFor example
ADMINISTRATIVE
Secondary.'
•
�TOTALEXPENSES
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 contractterm. 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 190) days of the contract term shall be
returned to the Division Cashier, 2555 Shumard Oak Boulevard, Tallahassee, Florida 32399, within thirty (30)
days of receipt, along with any interest earned an the advance)
EX
ITINT ITTITITIMITIT111119 11119T 1111!1103a M
(2) Records that identify the source and use of funds for all activities. These records shall
contain information pertaining to grant awards, authorizations, obligations, unobligated
'3) Effective control over and accountability for all funds, property and other assets. Recipie
shall safeguard all assets and assure that they are used solely for authorized pui i
rM trCKI - (2-T freM M I f"IM iIM7537?WT7=7F e'I'MUMM
appropriate, financial information should be related to performance and unit cost data.
5��
.T. N-71 =77-1 F-1 M-1
Competition
All procurement transactions shall be done in a manner to provide open and free competition. The
may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor
gerformance and eliminate unfair com"Ietitive advan Te contractors that develo-� a cificaI
reyuiremeaLs statements of work and'nvitat'onsfor V: liq
7:rWh- jpr
!r--wra4z-ft4hz-I r7 V11! t*oft�-
is responsive to the solicitation and is most advantageous to the Recipient, considedng the price, quality
and other factors. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill
in order for the bid or offer to be evaluated by the Recipient, Any and all bids or offers may be rejected
when it is in the Recipient's interest to do so.
M
The Recipient shall maintain written standards of conduct governing the performance of Us employees
C-1 ffiykioj 4IFC*-7j!jAf4&A
Lkmds-�-
conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent,
any member of his or her immediate family, his or her partner, or an organization which employs or is
about to employ any of the parties indicated, has a financial or other interest in the firm selected for an
award. The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities,
favors, or anything of monetary value from contractors or parties to subcontracts. The standards of
conduct shall provide for disciplinary actions to be applied for violations of the standards by officers,
employees, or agents of the Recipient,
77
WEVAWTV
least one employee on site, from
42
ATTACHMENT G
Subcontractor Covered Transactions
(1) The prospective ■ of the Recipient, , certifies,
submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency. I
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this ■
2=
Street Address
Date
Recipient's Name I
DEM • Number
NEZO=
IM
ATTACHMENT H
STATEMENT OF ASSURANCES
i
Isla 111,01i7d iROMI I i Iff-l"kNew.117 40. 1 ! i0l". � 11 1
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project. Also the Applicant assures and certifies that:
on
'P7UP'*7J , treatment 0i personj
displaced as a result of Federal and federal ly-ass isted programs.
2. It will comply with provisions of Federal law which limit certain political activities of employees of a
am!
3. It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor
Standards Act.
At. It will establish safeguards to prohibit employees from using their positions for a purpose that is or
those with whom they have family, business, or other ties.
-o- 4 lung all] I 1 0
Vins MUM a IIWWNWG�ml I L179L C'F1 WE 7,,r L C
under consideration for listing by the EPA.
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K1,161 r. I' M411 let; I I K11415 11r] limp] NVII 514111;j 0101111K41114 IltqO1410101114 11 V-101 6 WZ14 Nt- 111174*11zit-
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13. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
lisability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil
Rights, Office of Justice Programs.
14. It will provide an Equal Employment Opportunity Program if required to maintain one, where the
application is for $500,000 or more.
15. It will comply with the provisions of the Coastal Barrier Resources Act (P.L. 97-348) dated October 19,
1982 1.16 USC 3501 et seX"hich Frohibits the
the Coastal Barrier Resources System.
16. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug -
Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at
28 CFR Part 67 Sections 67.615 and 67.620.
4 5
rightPlease Note: FDEM reserves the ■date this check list throughout the life of
grant to ensure compliancerl' ■ state rules and
regulations.
®[JIARJBITf
1. Have all invoices been included?
2. Has an AEL # been identified for each purchase?
® 3. If service/warranty expenses are listed, are they only for the performance period
of the grant?
® 4. Has proof of payment been included? (E.g, canceled check, Electronic Funds
Transfer (EFT) confirmation, or P-Card back up documentation which will include
receipt with vendor, copy of credit card statement showing expense charged, and
payment to credit card company for that statement)
❑ 5. If EHP form needed — has copy of it and approval from State/DHS been
included?
Consultants/Contractors Note: this applies to contractors also billed under
Organization)
1. Does the amount billed by consultant add up correctly?
2. Has all appropriate documentation to denote hours worked been properly
signed?
3. Have copies of all planning materials and work product (e.g. meeting documents,
copies of plans) been included? (If a meeting was held by recipient or
contractor/consultant of recipient, an agenda and signup sheet with meeting date
must be included).
4. Has the invoice from consultant/contrator been included?
® 5. Has proof of payment been included? (E.g. canceled check, Electronic Funds
Transfer (EFT) confirmation, or P-Card back up documentation which will include
receipt with vendor, copy of credit card statement showing expense charged, and
payment to credit card Company for that statement).
6. Has Attachment H (found within Agreement with FDEM) been completed for this
consultant and included in the reimbursement package?
Trainin_g
® 1. Is the course DHS approved? Is there a course or catalog number? If not, has
FDEM approved the non-DHS training? Is supporting documentation included
your reimbursement request?
® 2. Have sign -in sheets, rosters and agenda been provided?
3. If billing for overtime and/or backfill, has a spreadsheet been provided that lists
attendee names, department, # of hours spent at training, hourly rate and total
46
amount paid to each attendee? Have print outs from entity's financial system
been .w. as proof attendeeswere paid?. backfill, has _ clear
delineation/cross reference been provided showing who was backfilling who?
4. Have the names on the sign -in sheets been cross-referenced with the names of
the individuals for whom training reimbursement . are being
related5. Has any expenditures occurred in support of the training (e.g., printing costsi
costs to administering the training, planning,-r
receipts and proof of payment must be submitted. (E.g. canceled check,
Electronic Funds Transfer (EFT) confirmation, or P-Card back up documentation
which will include receipt with vendor, copy of credit card statement showing
expense charged, and payment to credit card Company for that statement).
materials and supplies, reproduction of materials, and equipment)? If so,
Exercise
0 1 . Has documentation been provided on the purpose/objectives of the exercise?
Such as, SITMAN/EXPLAN.
El 2. If exercise has been conducted - has after -action report been included? Have
sign -in sheets, agenda, rosters been provided?
F__J 3. If billing for overtime and backfill, has a spreadsheet been provided that lists
attendee names, department, # of hours spent at exercise, hourly rate and total
paid to each attendee? Have print outs from entity's financial system been
provided to prove attendees were paid? For backfill, has a clear delineation/cross
reference been provided showing who was backfilling who?
4. Have the names on the sign -in sheets been cross-referenced with the names of
the individuals for whom exercise reimbursement costs are being sought?
5. Has any expenditures occurred on supplies (e.g., copying paper, gloves, tape,
etc) in support of the exercise? If so, receipts and proof of payment must be
submitted. (E.g. canceled check, Electronic Funds Transfer (EFT) confirmation,
or P-Card back up documentation to include receipt with vendor, copy of credit
card statement showing expense charged, and payment to credit card Company
6. Has any expenditures occurred on rental of space/locations for exercises
planning and conduct, exercise signs, badges, etc.? If so, receipts and proof of
payment must be submitted. (E.g. canceled check, Electronic Funds Transfer
(EFT) confirmation, or P-Card back up documentation to include receipt with
vendor, copy of credit card statement showing expense charged, and payment to
credit card Company for that statement).
F-� 1. Have all receipts been turned in such as: airplane receipts, proof of mileage, toll
receipts, hotel receipts, car rental receipts, registration fee receipts and parking
receipts? Are these receipts itemized? Do the dates of the receipts match the
date(s) of travel/conference? Does the hotel receipt have a zero balance? If
47
applicable, have a travel authorization and travel reimbursement form beer
included to account for per diem, mileage and other travel expenses which havz
been reimbursed to the traveler by sub grantee?
F-1 2. If travel is a conference has the conference agenda been included?
3. Has proof of payment to traveler been included? (E.g. canceled check, Electronil.
Funds Transfer (EFT) confirmation, or copy of payroll check if reimbursed
through payroll).
r1Tj-W,t®rV12_r=w -1
1. Contributions are from Non Federal funding sources,
2. Contributions are from cash or in -kind contributions which may include training
investments,
3. Contributions are not from salary, overtime or other operational costs unrelated
to training.
F-1 1 . Have all relevant forms been completed and included with each request for
reimbursement?
F--j 2. Have the costs incurred been charged to the appropriate POETE category?
3. Does the total on all Forms submitted match?
4. Has Reimbursement Form been signed by the Grant Manager and Financial
Officer?
5. Has the reimbursement package been entered into sub grantee's
records/spreadsheet?
6. Have the quantity and unit cost been notated on Reimbursement Budget
Breakdown?
M
ATTACHMENT J
Florida Division of Emergency Management
Grant Monitoring Process
Florida has enhanced state and local capability and capacity to prevent, prepare and
respond to terrorist threats since 1999 through various funding sources including federal
grant funds. The Florida Division of Emergency Management (FDEM) has a responsibilill.
'
o
with applicable SHSGP grant guidance and statutory regulatins. The monitoring Aproce
!!Y!7:17�!1111
RE-n- ffm
Iflonitoring is accomplished utilizing various methods including desk monitoring and on -site
visits. There are two primary areas reviewed during monitoring activities - financial and
programmatic monitoring. Financial monitoring is the review of records associated with
the purchase and disposition of property, projects and contracts. Programmatic
monitoring is the observation of equipment purchased, protocols and other associated
records, Various levels of financial and programmatic review may be accomplished during
this process.
Desk monitoring is the review of projects, financial activity and technical assistance
between FDEM and the applicant via e-mail and telephone. On -Site Monitoring are actu,1
visits to the recipient agencies by a Division representative who examines records,
procedures and equipment.
Frequency of annual monitoring activity:
Each year the FIDEM will conduct monitoring for up to 50% of their sub -grantees. It 1
1
important to note that althou, h
desk or on -site monitoring for a five year period following closure.
Areas that will be examined Include:
Management and administrative procedures;
Grant folder maintenance;
49
Equipment accountability and sub -hand receipt procedures:
Program for obsolescence;
Status of equipment purchases;
Status of training for purchased equipment;
Status and number of response trainings conducted to include number trained;
Status and number of exercises;
Status of planning activity;
Anticipated projected completion;
Difficulties encountered in completing projects;
Agency NIMS/ICS compliance documentation;
Equal Employment Opportunity (EEO Status);
Procurement Policy
FDEM may request additional monitoring/information if the activity, or lack thereof,
generates questions from the region, the sponsoring agency or FIDEM leadership. The
method of gathering this information will be determined on a case -by -case basis.
Desk monitoring is an on -going process. Recipients will be required to participate in desk
top monitoring on an annual basis and as determined by the FDEM. This contact will
xcizvk�z 4zy��- �1 iFFIIY-&avoddK����WleeAei�"
the FDEM determines that a recipient is having difficulty completing their project.
NIT _11MIC"COF, - i .7UVR1n-UF-WU1
notified by the program office via email. Information will include the grant recipient agency
name, year and project description and the nature of the issue in question. Many of the
issues that arise may be resolved at the regional or sponsoring agency level. Issues that
require further TA will be referred to the FDEM for assistance. Examples of TA include but
are not limited to:
4Equipment selection or available vendors
4EIigibility of items or services
CIL J Itei"
go]
21
,Record Keeping
4Reporting Requirements
............ . .■. . . . . . . . . . . . . . . . ................ ........
U-Site Monitoring will be conducted by the FIDEM or designated personnel. On -site
.n the grant agreement.
The FIDEM will also conduct coordinated financial and grant file monitoring. These
monitoring visits will be coordinated with the capability review visits. Subject matter
experts from other agencies within the region or state may be called upon to assist in t
form of a peer review as needed. I
NYtindings related o the ca—pa-Wity—review will be documented and maintained within the
FIDEM.
M-T
TFlT-%WFW,ffM0rrn7T I I nose gran are cIrrenuy spenaing or T—ave
completed spending for that federal fiscal year (IFIFY). Site visits may be combined when
geographically convenient. There is a financial and programmatic on -site monitoring
checklist to assist in the completion of all required tasks.
VIRMM
A letter will be sent to the recipient agency Point of Contact (POC) outlining the date, time
and purpose of the site visit before the planned arrival date,
documented in the grantee folder.
. I ArIr0_VT_9_IF.1AWF_ I �__ I
with a representative from that location and the address should be documented in the
grantee folder before the site visit.
W
• Monitoring Visit
Once FDEM personnel have arrived at the site, an orientation conference will be conducted.
During this time, the purpose of the site visit and the items FIDEM intends to examine will be
identified. If financial monitorin! visit will be conducted theo will th�m
will proceed to perform the financial review.
FDEM personnel will review all files and supporting documentation. Once the supporting
documentation has been reviewed, a tour/visual/SDOt inaDection of eguiiaiFeirt will be awd
Each item should be visually inspected whenever possible. Bigger items (computers, response
vehicles, etc.) should have an asset decal (informationIserial number) placed in a prominent
location on each piece of equipment as per recipient agency requirements. The serial number
should corres-,Dond with the a nrovriate rece!"Et to confirm 9.urchase, Photo'Tra.-hs should b
of the equipment (large capital expenditures in excess of $1,000, per item). I
must be provided to account for that particular piece of equipment, Once the tour/visual/spot
inspection of equipment has been completed, the FDEM personnel will then conduct an exit
conference with the grantee to review the findings,
�ayment voucher/reimbursement, equipment, questions, etc.
Post ■ Visit
FDEM personnel will review the on -site monitoring review worksheets and backup documentation
as a team and discuss the events of the on -site monitoring.
Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the
grantee explaining any issues and corrective actions required or recommendations. Should no
issues or findings be identified, a monitoring report to that effect will be generated and sent to the
grantee. The grantee will submit a Corrective Action Plan within a timeframe as determined by the
FIDEM. Noncompliance on behalf of sub -grantees is resolved by management under the terms of
the ■ grant Agreement.
be included in the grantee's file.
ON