Item N2 N.2
G BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida Keys l'U � � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
July 17, 2019
Agenda Item Number: N2
Agenda Item Summary #5694
BULK ITEM: No DEPARTMENT: Building
TIME APPROXIMATE: STAFF CONTACT: Karl Bursa(305) 453-8759
15 minutes
AGENDA ITEM WORDING: Authorize County Administrator to submit letter to Florida
Department of Emergency Management (FDEM) for Monroe County to assume grant management
responsibilities for housing reconstruction of 1514 and 1516 Duncombe Street, Key West, Florida
from the City of Key West for FEMA FMA Project FMA-PJ-04-FL-2016-013.
ITEM BACKGROUND: The City of Key West was awarded grant funding for Mitigation and
Reconstruction under Flood Mitigation Assistance Grant Fund via FEMA Project ID FMA-PJ-04-
FL-2016-013 to provide mitigation/reconstruction assistance to the properties located at 1514 and
1516 Duncombe Street in Key West. During the course of the City drafting and executing the
contract to manage the grant, Hurricane Irma struck and the City's reserve funds were depleted.
Since the grant is managed on a reimbursement basis, they requested Monroe County assume grant
administration and project management, given the fact that the County accepted and submitted
similar grants Keys wide, regardless of jurisdiction after Hurricane Irma and the fact that the County
plans to complete other grant funded projects for the same type of activity in the future.
The City of Key West staff approached Monroe County to gauge the County's interest/ability to take
over the management of this grant.
Following discussions with the Florida Department of Emergency Management (FDEM), it was
determined that Monroe County would be accepted by FDEM as a subgrantee and that it had the
necessary ability to take over Project FMA-PJ-04-FL-2016-013. In order for FDEM to accept the
City of Key West request for Monroe County's to assume grant and project implementation
responsibilities, a letter to FDEM from Key West and the County is needed. The attached letter
accomplishes this request. (See Attachment A).
This Item is being brought forward to the Board of County Commissioners today to request that the
BOCC grant the County Administrator approval to sign the letter confirming Monroe County's
willingness to take on grant management responsibility for FEMA Project ID FMA-PJ-04-FL-2016-
013. If the BOCC approves this action, a grant management agreement will be brought forward next
month confirming the County as the entity responsible for this project.
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The County Commission authorized an RFP on June 19, 2019 to seek a consultant to assist in grant
administration and project management of the reconstruction of this site, as well as others the
County expects to be funded through either HMGP, PDM, or FMA.
PREVIOUS RELEVANT BOCC ACTION: None.
CONTRACT/AGREEMENT CHANGES:
Grant project FMA-PJ-04-FL-2016-013 management responsibilities would transfer from Key West
to Monroe County
STAFF RECOMMENDATION: Staff recommends the BOCC authorize the County
Administrator to sign the document requesting responsibility for FEMA Project ID FMA-PJ-04-FL-
2016 be transferred to Monroe County. The County Attorney's Office conditionally approves this
item upon satisfactory determination of the legal sufficiency of extra jurisdictional FEMA grant
administration.
DOCUMENTATION:
Att_A_2016_03_FMA_LTR
FMA-PJ-04-FL-2016-013 City of Key West Approved Agreement 9-13-17 with 2...
Duncombe SOW Attachments
KeyWest MR Environmental Attachmentsv2_compressed
FW FMA-PJ-04-FL-2016-013 City of Key West 2016 Duncombe Mitigation Reconstruction
Contract Execution
FINANCIAL IMPACT:
Effective Date: Upon BOCC Signature of Grant Management Agreement
Expiration Date: Upon Completion of Construction and all relevant inspections.
Total Dollar Value of Contract: $268,774.29
Total Cost to County: $12,359.60 for Grant Management(administrative funds are available in
the grant. Reimbursement through FEMA)
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant: FEMA Flood Mitigation Assistance Grant
County Match:
Insurance Required:
Additional Details:
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If Monroe County agrees to take over this project, individual project management costs would be
incurred; however, with the exception of operating expenses, FEMA would reimburse the
County for any money spent as a result of undertaking responsibility for this grant.
07/17/19 NEW COST CENTER ADDED $12,359.38
Total Grant Amount= $247,187.60; Grant Mgt Cost= $12,359.38. Funds to be reimbursed by
FEMA.
REVIEWED BY:
Rick Griffin Completed 06/20/2019 6:51 AM
Assistant County Administrator Christine Hurley Completed
06/25/2019 1:32 PM
Steve Williams Completed 07/01/2019 12:57 PM
Budget and Finance Completed 07/01/2019 3:28 PM
Maria Slavik Completed 07/01/2019 4:21 PM
Karl Bursa Completed 07/01/2019 4:32 PM
Kathy Peters Completed 07/01/2019 4:33 PM
Board of County Commissioners Pending 07/17/2019 9:00 AM
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County of Monroe
Building Department- Board of Countv Commissioners
Floodplain Management Mayor Sylvia Murphy,District 5
2798 Overseas Highway Mayor Pro TernDanny Kohlage,District 1
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Suite#300 Michelle Coldiron,District 2
Marathon,FL 33050 J Heather Carruthers,District 3
305-289-2501—Office ; David Rice,District 4
305-289-2515—Fax
We strive to be caring,professional,and fair.
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June 11,2019Cr
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Bob Collins
Mitigation Grant Manager 0
Florida Division of Emergency Management
Bureau of Mitigation
2555 Shumard Oak Blvd. _
Tallahassee, FL 32399-1718
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RE: FMA-PJ-04-FL-2016-013
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Dear Mr. Collins:
Monroe County is in receipt of The City of Key West's request to withdraw from this project with the understanding
that the County will be taking over grant management responsibility.
Please accept this letter as Monroe County's indication that we are ready and willing to assume grant management
responsibilities for this project. It is understood that Key West's withdrawal is specifically undertaken with the
condition that Monroe County will become the subgrantee in the City's stead. MI
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Monroe County, therefore, agrees to assume the grant management responsibilities and become the subgrantee for
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Project Number FMA-PJ-04-FL-2016-013. cm
Monroe County notes that the deadline for the Period of Performance on this project is August 30, 2019. In light of
the short timeframe to complete the project, we would request an extension of the Period of Performance to a date
of August 28,2020 and would ask for your support in securing such an extension for this project.
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Please feel free to contact us with any questions or concerns.
Sincerely,
Roman Gastesi
County Administrator
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Agreement Number: 18FM-X8-11-54-02-XXX
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Project Number: FMA-PJ-04-FL-2016-013
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FEDERALLY-FUNDED SUBAWARD AND GRANT AGREEMENT
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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
subrecipient to carry out part of a Federal program." LL
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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
subrecipient for the subrecipient 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: City of Key West
Sub-Recipient's unique entity identifier: 59-6000346
Federal Award Identification Number(FAIN): EMA-2016-FM-E007
Federal Award Date: August 3,2017
Subaward Period of Performance Start and End Date: 03/15/2016—08/30/2019
Amount of Federal Funds Obligated by this Agreement: $222,697.81
Total Amount of Federal Funds Obligated to the Sub-Recipient
by the pass-through entity to include this Agreement: $222,697.81
Total Amount of the Federal Award committed to the Sub-Recipient
by the pass-through entity: $222,697.81
Federal award project description (see FFATA): Reconstruction
Name of Federal awarding agency: Federal Emergency Management Agency
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Name of pass-through entity: FL Division of Emergency Management
Contact information for the pass-through entity: Susan Harris-Council, Protect Manager CL
Catalog of Federal Domestic Assistance (CFDA)Number and Name: 97.029—Flood Mitigation Assistance
Whether the award is R&D: N/A
Indirect cost rate for the Federal award: N/A
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THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management, with
headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and the City of Key West,
(hereinafter referred to as the "Sub-Recipient"). Cr
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. 0
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:
i. 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
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must be received and accepted in writing by the Division before payment. Each deliverable must be
directly related to the scope of work and specify the required minimum level of service to be performed
and the criteria for evaluating the successful completion of each deliverable.
iii. A provision specifying the financial consequences that apply if the Sub-
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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. CL
V. A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division.
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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. Cr
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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, including those identified in Attachment C. 0
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
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Manager shall be responsible for enforcing performance of this Agreement's terms and conditions and U)
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:
Ms. Susan Harris-Council, Project Manager
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FL Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
Telephone: 850-414-8419
Email:Susan.Harris-Councila-em.myflorida.com
c. The name and address of the Representative of the Sub-Recipient responsible for
the administration of this Agreement is:
Mr. Scott Fraser, FEMA/CRS Coodinator/Floodplain Administrator
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City of Key West
3132 Flagler Avenue
Key West, Florida 33040
Telephone: 305-809-3810
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Email: sfrasera-cityofkeywest-fl.gov
d. In the event that different representatives or addresses are designated by either party CL
after execution of this Agreement, notice of the name, title and address of the new representative will be
provided to the other party.
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(4) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(5) EXECUTION Cr
This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original. 0
(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.
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(7) SCOPE OF WORK.
The Sub-Recipient shall perform the work in accordance with the Budget and Scope of
Work, Attachment A of this Agreement.
(8) PERIOD OF AGREEMENT.
This Agreement shall begin upon execution by both parties and shall end on August 30,
2019, 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
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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
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accordance with either Chapter 216, Florida Statutes, or the Florida Constitution.
c. The Division will reimburse the Sub-Recipient only 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 Scope of Work"). The
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maximum reimbursement amount for the entirety of this Agreement is $222,697.81.
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, CL
which reads as follows: "By signing this report, I 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
purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any E
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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)." Cr
e. The Division will review any request for reimbursement by comparing the
documentation provided by the Sub-Recipient against a performance measure, outlined in Attachment A, 0
that clearly delineates:
i. The required minimum acceptable level of service to be performed; and,
ii. The criteria for evaluating the successful completion of each deliverable.
f. The performance measure required by section 215.971(1)(b), Florida Statutes,
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remains consistent with the requirement for a "performance goal', which is defined in 2 C.F.R. §200.76 as U)
"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 C.F.R. §200.430 ("Compensation—personal
services") and 2 C.F.R. §200.431 ("Compensation—fringe benefits"). 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 Ion
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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,
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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,
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iii. The accounting basis (cash or accrual)selected for costing each type of
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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 CL
Sub-Recipient for travel expenses in accordance with 2 C.F.R. §200.474. As required by the Reference
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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- E
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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: Cr
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i. 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, 0
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
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expenditures incurred by the Sub-Recipient. U)
j. As defined by 2 C.F.R. §200.53, the term "improper payment" means or includes:
i. 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,
ii. 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
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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
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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
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which are pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts.
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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. CL
c. As required by 2 C.F.R. §200.333, the Sub-Recipient shall retain sufficient records to
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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 three (3)years from the date of E
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submission of the final expenditure report. The following are the only exceptions to the three (3)year
requirement:
i. If any litigation, claim, or audit is started before the expiration of the 3-year Cr
period, then the records must be retained until all litigation, claims, or audit findings involving the records
have been resolved and final action taken. 0
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
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be retained for 3 years after final disposition. U)
iv. When records are transferred to or maintained by the Federal awarding
agency or pass-through entity, the 3-year retention requirement is not applicable to the Sub-Recipient.
V. 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
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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
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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
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reasonable safeguards against alteration, and remain readable.
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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 CL
agency or the Division designates as sensitive or the Sub-Recipient considers sensitive consistent with
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applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality.
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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) Cr
reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and
promptly recorded. The mere receipt of public funds by a private entity, standing alone, is insufficient to 0
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
entityactin on behalf of such an agency) in conjunction with official business which are used to
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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
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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
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subcontractors or consultants to be paid from funds provided under this Agreement, including
documentation of all program costs, in a form sufficient to determine compliance with the requirements
and objectives of the Budget and Scope of Work -Attachment A- and all other applicable laws and CL
regulations.
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(11)AUDITS
a. The Sub-Recipient shall comply with the audit requirements contained in 2 C.F.R.
Part 200, Subpart F. Cr
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. 0
§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
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C.F.R. §200.50, GAGAS, "also known as the Yellow Book, means generally accepted government U)
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.
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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 AuditPem.myflorida.com
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DEMSingle_Audit@em.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
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Tallahassee, Florida 32399-2100
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g. The Sub-Recipient shall send the Single Audit reporting package and Form SF-SAC
to the Federal Audit Clearinghouse by submission online at: CL
http://harvester.census.gov/fac/collect/ddeindex.htmi
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h. The Sub-Recipient shall send any management letter issued by the auditor to the
Division at the following address: E
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DEMSin Ie Audit(c em.myflorida.com
DEMSingle_Audit@em.myflorida.com
OR Cr
Office of the Inspector General
2555 Shumard Oak Boulevard 0
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
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the Sub-Recipient and all subcontractors in completing the work described in the Scope of Work and the U)
expenditure of funds under this Agreement, in addition to any other information requested by the Division.
b. Quarterly reports are due to the Division no later than 30 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative close-
out report. The ending dates for each quarter of the program year are March 31, June 30, September 30
and December 31.
c. The close-out report is due 60 days after termination of this Agreement or 60 days
after completion of the activities contained in this Agreement, whichever first occurs.
d. If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, 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 Scope of Work.
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 D.
(13)MONITORING.
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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
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review shall be done for each function or activity in Attachment A to this Agreement, and reported in the
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quarterly report.
b. In addition to reviews of audits, monitoring procedures may include, but not be limited CL
to, on-site visits by Division staff, limited scope audits, and/or other procedures. The Sub-Recipient
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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 E
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appropriate, the Sub-Recipient agrees to comply with any additional instructions provided by the Division
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 Cr
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. 0
(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:
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a. If 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
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meet its obligations under this Agreement;
b. If 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 CL
within thirty days from the date written notice is sent by the Division;
c. If any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information; or, E
Packet Pg. 2644
N.2.b
d. If the Sub-Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
(16)REMEDIES. Cr
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 0
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
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address in paragraph (3) herein; U)
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:
i. Request additional information from the Sub-Recipient to determine the
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reasons for or the extent of non-compliance or lack of performance, 4)
ii. 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
0
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
0
remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in
this Agreement or fails 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.
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(17)TERMINATION.
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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, CL
failure to perform on time, and refusal by the Sub-Recipient to permit public access to any document,
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paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as amended.
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4)
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N.2.b
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 calendar days prior written notice. Cr
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 0
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.
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Costs incurred after receipt of the termination notice will be disallowed. The Sub-Recipient shall not be U)
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 II to 2 C.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
0
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
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forward to the Division a copy of any solicitation (whether competitive or non-competitive) at least fifteen
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(15)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 CL
with 2 C.F.R. §200.324, the Division will review the solicitation for compliance with the procurement
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standards outlined in 2 C.F.R. §§200.318 through 200.326 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- E
13
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N.2.b
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 Cr
constitute an approval of the solicitation. 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 0
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
the Division may:
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i. Terminate this Agreement in accordance with the provisions outlined in U)
paragraph 17 above; and,
ii. 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 200.326 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,
0
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:
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i. Terminate this Agreement in accordance with the provisions outlined in
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paragraph 17 above; and,
ii. Refuse to reimburse the Sub-Recipient for any costs associated with that CL
subcontract.
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f. The Sub-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 E
14
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N.2.b
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. Cr
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 0
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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i. Place unreasonable requirements on firms in order for them to qualify to do U)
business;
ii. Require unnecessary experience or excessive bonding;
iii. Use noncompetitive pricing practices between firms or between affiliated
companies;
iv. Execute noncompetitive contracts to consultants that are on retainer
contracts;
V. Authorize, condone, or ignore organizational conflicts of interest;
vi. Specify only a brand name product without allowing vendors to offer an
equivalent;
vii. 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.
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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.
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sealed bids) in accordance with 2 C.F.R. §200.320(c) as well as section 287.057(1)(a), Florida Statutes.
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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), CL
Florida Statutes.
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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, E
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N.2.b
Florida Statutes. Additionally, the Sub-Recipient shall comply with the requirements of 2 C.F.R. §200.321
("Contracting with small and minority businesses, women's business enterprises, and labor surplus area
firms"). Cr
(19)ATTACHMENTS
a. All attachments to this Agreement are incorporated as if set out fully. 0
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:
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i. Exhibit 1 - Funding Sources U)
ii. Attachment A— Budget and Scope of Work
iii. Attachment B— Program Statutes and Regulations
iv. Attachment C—Statement of Assurances
V. Attachment D— Request for Advance or Reimbursement
vi. Attachment E—Justification of Advance Payment
vii. Attachment F—Quarterly Report Form
viii. Attachment G—Warranties and Representations
ix. Attachment H —Certification Regarding Debarment, Suspension, Ineligibility
X. Attachment I — Federal Funding Accountability and Transparency Act
A. Attachment J —Mandatory Contract Provisions
(20)PAYMENTS
a. Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as
applicable, section 216.181(16), Florida Statues. 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
4-
the amount of advance payment needed and provide an explanation of the necessity for and proposed
use of these funds. No advance shall be accepted for processing if a reimbursement has been paid prior
to the submittal of a request for advanced payment. After the initial advance, if any, payment shall be
made on a reimbursement basis as needed.
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b. Invoices shall be submitted at least quarterly and shall include the supporting
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documentation for all costs of the project or services. The final invoice shall be submitted within sixty(60)
days after the expiration date of the agreement. An explanation of any circumstances prohibiting theCL
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. LL
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N.2.b
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
Financial Officer or under subparagraph (9)b. of this Agreement, all obligations on the part of the Division Cr
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. 0
(21)REPAYMENTS
a. 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:
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Division of Emergency Management U)
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
b. In accordance with Section 215.34(2), Florid 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
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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
b reference. The inaccuracy of the submissions or an material changes shall, at the option of the
Y Y Y g p
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
0
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
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Agreement shall survive the term of this Agreement.
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 CL
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services, and telecommunications.
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e. Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory 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 Cr
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 0
consultant under a contract with a public entity, and may not transact business with any public entity in
excess of$25,000.00 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 is not a local government or state agency, and which
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receives funds under this Agreement from the federal government, certifies, to the best of its knowledge U)
and belief, that it and its principals:
i. 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,
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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
19(g)2. of this certification; and,
iv. Have not within a five-year period preceding this Agreement had one or more
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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
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facsimile transmission)the completed "Certification Regarding Debarment, Suspension,
Ineligibility And Voluntary Exclusion" (Attachment G) for 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.
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i. The Division reserves the right to unilaterally cancel this Agreement if the Sub-
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Recipient refuses to allow public access to all documents, papers, letters or other material subject to the
provisions of Chapter 119, Florida Statutes, which the Sub-Recipient created or received under this CL
Agreement.
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N.2.b
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. Cr
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 0
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
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the Division. U)
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
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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."
c. No funds or other resources received from the Division under this Agreement may be
used direct) or indirect) to influence legislation or an other official action b the Florida Legislature or
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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:
i. No Federal appropriated funds have been paid or will be paid, by or on
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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
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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 CL
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
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N.2.b
connection with this Federal contract, grant, loan or cooperative agreement, the Sub-Recipient shall
complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities."
iii. The Sub-Recipient shall require that this certification be included in the Cr
award documents for all subawards (including subcontracts, subgrants, and contracts under grants,
loans, and cooperative agreements)and that all Sub-Recipients shall certify and disclose. 0
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. U)
(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
0
of Florida.
c. Within thirty 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
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any pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such
property exists. The Division shall then, under Paragraph (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-
Recipient shall become the sole property of the Sub-Recipient. In the case of joint inventions, that is E
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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 Cr
or trademarked work products, developed solely by the Sub-Recipient, under this Agreement, for Florida
government purposes. 0
(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. U)
(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
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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. Cj
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 CM
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 CL
contract or understanding, a notice to be provided advising the said labor
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
11246 of September 24, 1965, and of the rules, regulations, and relevant
orders of the Secretary of Labor.
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V. The contractor will furnish all information and reports required by
Executive Order 11246 of September 24, 1965, and by rules,
regulations, and orders of the Secretary of Labor, or pursuant thereto, 0
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
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
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.
vii. The contractor will include the portion of the sentence
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 a
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
0
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. CM
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
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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.
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N.2.b
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 Cr
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 0
administering agency or the Secretary of Labor pursuant to Part II, 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 a
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 Cj
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
CM
must include a provision for compliance 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 be required
to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.
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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 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
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N.2.b
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.
(29)CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT Cr
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. 7401-7671 q)
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
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract,
then any such contract must include the following provisions:
i. 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. e3
(31)BYRD ANTI-LOBBYING AMENDMENT
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract,
CM
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
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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
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N.2.b
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. Cr
(32)CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS
0
ENTERPRISES, AND LABOR SURPLUS AREA FIRMS 0
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:
i. 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; E
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
0
vi. Requiring the prime contractor, if subcontracts are to be let, to take the
affirmative steps listed in paragraphs (a)through (e)of this section.
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.
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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. cm
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
CL
women's business enterprises, does not authorize the Sub-Recipient to break a single project down into
smaller components in order to circumvent the micro-purchase or small purchase thresholds so as to
utilize streamlined acquisition procedures (e.g. "project splitting").
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N.2.b
(33)ASSURANCES.
The Sub-Recipient shall comply with any Statement of Assurances incorporated as
Attachment C. Cr
IN WITNESS WHEREOF, the parties hereto have executed this Agreement. 0
SUB-RECIPIENT: CITY OF KEY WEST
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By:
Name and title:
Date:
FI D#:
STATE OF FLORIDA
DIVISION OF EMERGENCY MANGEMENT
By:
Name and Title: Bryan W. Koon, Director
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Date:
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EXHIBIT— 1
U)
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS 0
AGREEMENT:
Federal Program: Federal Emergency Management Agency.Hazard Mitigation Grant >
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Catalog of Federal Domestic Assistance Number: 97.029
Amount of Federal Funding: $222,697.81
THE FOLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
• 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards
Commonly Applicable Statutes and Regulations
• 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
• Sections 1361(A) of the National Flood Insurance Act of 1968 (NFIA, or"the Act"), 42 cm
U.S.C. 4104c, as amended by the National Flood Insurance Reform Act of 1994(NFIRA),
Public Law 103-325 and the Bun ning-Bereuter-Blumenauer Flood Insurance Reform Act of
2004, Public Law 108-264
• 31 CFR Part 205 Rules and Procedures for Funds Transfers
Federal Program:
List applicable compliance requirements as follows:
1. Recipient is to use funding to perform the following eligible activities:
• Mitigation Reconstruction
2. Recipient is subject to all administrative and financial requirements as set forth in this
Agreement, or will be in violation of the terms of the Agreement.
NOTE: Section 200.331(a)(1) of 2 C.F.R., as revised, and Section 215.97(5)(a), Florida Statutes,
require that the information about Federal Programs and State Projects included on pg. 1 of this sub-
grant agreement and in Exhibit 1 be provided to the Sub-recipient.
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Ur
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Attachment A
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Budget and Scope of Work
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Homeowner: Elzbieta Krysztofiak
Property Address: 1512 Duncombe Street, Key West, Florida 33040
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Homeowner: Elzbieta Kryszlofiak
Property Address: 1514 Duncombe Street, Key West, Florida 33040
STATEMENT OF PURPOSE
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The purpose of this Scope of Work (SOW) is mitigation reconstruction of two residential properties
located in Key West, Florida 33040; funded through the Flood Mitigation Assistance Grant Program
(FMA) FMA-PJ-04-FL-2016-013 as approved by the Florida Division of Emergency Management
(Division) and the Federal Emergency Management Agency(FEMA).
The Sub-Recipient, City of Key West, agrees to administer and complete the project per the scope of
work as submitted by the Sub-Recipient and subsequently approved by the Division and FEMA. The Sub-
Recipient shall complete the work in accordance with all applicable Federal, State and Local Laws,
Regulations and Codes.
PROJECT OVERVIEW:
T
As a Flood Mitigation Assistance Grant Program (FMA) project, the Sub-Recipient proposes to demolish 4)
the two residential structures and to construct new elevated structures having the first floor elevation at E
least 2.8 feet above the Base Flood Elevation (BFE) in compliance with local ordinances. The square
footage of a resulting structure shall be no more than 10 percent greater than that of the original structure.
The new elevated structure should comply with the National Flood Insurance Program requirements, the
Florida Building Code and all applicable local codes and permitting requirements. The areas below the
lowest floor must be used solely for parking of vehicles, building access or storage.
TASKS&DELIVERABLES:
A. Tasks
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1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor and
execute a contract with the selected bidder to complete the scope of work as approved by the Division
and FEMA. The Sub-Recipient shall select the qualified, licensed Florida contractor in accordance
with the Sub-Recipient's procurement policy as well as all federal and state laws and regulations. All
procurement activities shall contain sufficient source documentation and be in accordance with all
applicable regulations.
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The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials, equipment,
tools, transportation and supervision and for performing all work per sealed engineering designs and
construction plans presented to the Division by the Sub-Recipient and subsequently approved by the CL
Division and FEMA.
The Sub-Recipient and contractor shall be responsible for maintaining a safe and secure worksite for LL
aj
the duration of the work. The contractor shall maintain all work staging areas in a neat and
presentable condition.
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N.2.b
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or suspended
from participating in federally funded projects.
The selected contractor shall have a current and valid occupational license/business tax receipt Cr
issued for the type of services being performed. 4'
The Sub-Recipient shall provide documentation demonstrating the results of the procurement
process. This shall include a rationale for the method of procurement and selection of contract type,
contractor selection and/or rejection and bid tabulation and listing, and the basis of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility, Voluntary
Exclusion Form"for each contractor and/or subcontractor performing services under this agreement.
Executed contracts with contractors and/or subcontractors shall be provided to the Division by the
Sub-Recipient.
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The Sub-Recipient shall provide copies of professional licenses for contractors selected to perform
services. The Sub-Recipient shall provide a copy of a current and valid occupational license or
business tax receipt issued for the type of services to be performed by selected contractor.
2) The Sub-Recipient shall monitor and manage the demolition and construction of each property
subjected to or in danger of repetitive damage. The project shall be implemented in accordance with
the approved scope of work previously presented to the Division by the Sub-Recipient and
subsequently approved by the Division and FEMA. The Sub-Recipient shall ensure that all applicable
state, local and federal laws and regulations are followed and documented, as appropriate.
The project consists of the general construction and furnishing of all materials, equipment, labor and
fees to minimize recurring flooding and reduce repetitive flood loss to structures and roadways.
The Sub-Recipient shall fully perform the approved project, as described in the submitted documents,
in accordance with the approved scope of work, budget line item, allocation of funds and applicable
terms and conditions indicated herein. The Sub-Recipient shall not deviate from the approved project
terms and conditions.
Construction activities shall be completed by a qualified and licensed Florida contractor. All
construction activities shall be monitored by a qualified engineer. The Sub-Recipient shall complete
the project in accordance with all required permits. All work shall be completed in accordance with
applicable codes and standards. U)
Upon completion of the work, the Sub-Recipient shall schedule and participate in a final inspection of
the completed project by the local municipal or county official, or other approving official, as
applicable. The official shall inspect and certify that all installation was in accordance with the
manufacturer's specifications. Any deficiencies found during this final inspection shall be corrected
by the Sub-Recipient prior to Sub-Recipient's submittal of the final inspection request to the Division.
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with sufficient
supporting documentation, and provide a summary of all contract scope of work and scope of work
changes, if any. Additional documentation for closeout shall include:
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a) A copy of the Local Building Official Inspection Report and Final Approval, as applicable.
b) A copy of the Certificate of Occupancy issued by the local authority. CL
c) A copy of Elevation Certificate before mitigation, if available.
d) A copy of the Elevation Certificate after mitigation.
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N.2.b
e) As-built drawings showing that the square footage of the newly constructed and elevated
structure does not exceed 10 percent of the original square footage.
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f) All Product Specifications/Data Sheets(s) (technical standards) satisfying protect
requirements on all products utilized, as applicable.
0
g) Signed notices from the affected property owner in the SFHA that the Sub-Recipient will record a
Deed Notice applicable to their property, as described in section (h), below, and that they will
maintain flood insurance.
h) Confirmation that the Sub-Recipient (or property owner) has legally recorded with the county or LL
appropriate jurisdiction's land records a notice that includes the name of the current property
owner (including book/page reference to record of current title, if readily available), a legal
description of the property, and the following notice of flood insurance requirements:
"This property has received Federal hazard mitigation assistance. Federal law requires that flood
insurance coverage on this property must be maintained during the life of the property regardless
of transfer of ownership of such property, pursuant to 42 U.S.C. §5154a, failure to maintain flood
insurance on this property may prohibit the owner from receiving Federal disaster assistance with
respect to this property in the event of a flood disaster. The property owner is also required to
maintain this property in accordance with the floodplain management criteria of 44 CFR 60.3 and
City/County Ordinances."
T
(i) Verification that the property located within a SFHA is covered by an NFIP flood insurance policy
to the amount at least equal to the project cost or to the maximum limit of coverage made
available with respect to the particular property, whichever is less.
Q) Letter verifying that unusable equipment, debris, and materials were disposed of in an approved
manner and location. The letter shall also include if any significant items (or evidence thereof) >
0
were discovered during implementation of the project, and that the Sub-recipient handled,
managed, and disposed of petroleum products, hazardous materials and toxic waste in
accordance to the requirements and to the satisfaction of the governing local, state, and federal
agencies.
(k) Letter verifying if any asbestos containing material, lead-based paint, or other toxic materials
were found during construction activities, and that the Sub-recipient complied with all federal,
state, and local abatement and disposal requirements. Notice of Demolition or Asbestos
Renovation forms and confirmation that any ACM were taken to an authorized landfill for such
materials shall be provided, if applicable.
(I) Proof of compliance with Project Requirements and Conditions contained herein.
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3) During the course of this agreement, the Sub-Recipient shall submit requests for reimbursement.
Adequate and complete source documentation shall be submitted to support all costs (federal share
and local share) related to the project. In some cases, all project activities may not be fully completeCL
prior to requesting reimbursement of costs incurred in completion of this scope of work; however, a
partial reimbursement may be requested.
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel with
each reimbursement request attesting to the completion of the work, disbursements or payments
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N.2.b
were made in accordance with all agreement and regulatory conditions, and that reimbursement is
due and has not been previously requested.
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure invoices are Cr
accurate and any contracted services were rendered within the terms and timelines of this 4'
agreement. All supporting documentation shall agree with the requested billing period. All costs
submitted for reimbursement shall contain adequate source documentation which may include but not >
0
be limited to: cancelled checks, bank statements, Electronic Funds Transfer, paid bills and invoices,
payrolls, time and attendance records, contract and subcontract award documents.
Construction Expense: The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted by
the contractors and subcontractors and pay the contractors and subcontractors for approved bills,
invoices, and/or charges. Sub-Recipient shall ensure that all contractor/subcontractor bills, invoices,
and/or charges are legitimate and clearly identify the activities being performed and associated costs.
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Project Management Expenses: The Sub-Recipient shall pre-audit source documentation such as
payroll records, project time sheets, attendance logs, etc. Documentation shall be detailed
information describing tasks performed, hours devoted to each task, and the hourly rate charged for
each hour including enough information to calculate the hourly rates based on payroll records.
Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of information.
Further, the Division shall ensure that no unauthorized work was completed prior to the approved
project start date by verifying vendor and contractor invoices. The Division shall verify that reported
costs were incurred in the performance of eligible work, that the approved work was completed, and
that the mitigation measures are in compliance with the approved scope of work prior to processing
any requests for reimbursement.
Review and approval of any third party in-kind services, if applicable, shall be conducted by the
Division in coordination with the Sub-Recipient. Quarterly reports shall be submitted by the Sub-
Recipient and received by the Division at the times provided in this agreement prior to the processing
of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual construction and
managerial costs related to the project as identified in the project application. The requests for
reimbursement shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of services
performed, description of services performed, location of services performed, cost of services
performed, name of service provider and any other pertinent information;
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor for
4-
invoiced services;
c) Clear identification of amount of costs being requested for reimbursement as well as costs being Cj
applied against the local match amount;
The Sub-Recipient's final request for reimbursement shall include the final construction project cost.
Supporting documentation shall show that all contractors and subcontractors have been paid.
cm
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B) Deliverables
Mitigation activities for this project consists of demolishing two existing residential structures located CL
Key West, Florida 33040, to construct new elevated structures having the first floor elevation at least
2.8 feet above the Base Flood Elevation (BFE) in compliance with local ordinances. The square LL
footage of a resulting structure shall be no more than 10 percent greater than that of the original
structure.
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N.2.b
The new elevated structures should comply with the National Flood Insurance Program requirements,
the Florida Building Code and all applicable local codes and permitting requirements. The areas
below the lowest floor must be used solely for parking of vehicles, building access or storage.
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4)
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
Agreement, the Division shall reimburse the Sub-Recipient based on the percentage of
overall project completion. 0
PROJECT CONDITIONS AND REQUIREMENTS:
C) Engineering
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1) The Sub-Recipient shall submit to the Division an official letter stating that the project is 100% w
complete and ready for the Division's Final Inspection of the project.
2) The Sub-Recipient shall provide a copy of the Certificate of Occupancy issued by the local authority
and/or a copy of the local official Inspection Report and/or Final approval; as applicable.
3) The Sub-Recipient shall provide a copy of the Elevation Certificate prepared before mitigation, if
available.
4) The Sub-Recipient shall submit a copy of Elevation Certificate prepared after mitigation.
5) The Sub-Recipient shall provide as-built drawings showing that the square footage of the newly
constructed and elevated structure does not exceed 10 percent of the original square footage.
6) The Sub-Recipient shall submit all Product Specifications/Data Sheet(s) (technical standards) E
satisfying protect requirements on all products utilized.
7) All installations shall be done in strict compliance with the Florida Building Code or any local codes
and ordinances. All materials shall be certified to exceed the wind and impact standards of the current
local codes.
8) The Sub-Recipient shall follow all applicable State, Local and Federal Laws Regulations and
requirements, and obtain (before starting project work) and comply with all required permits and
approvals. Failure to obtain all appropriate Federal, State, and Local permits and clearances may
jeopardize federal funding.
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D) Environmental:
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1) Sub-Recipient shall follow all applicable state, local and federal laws, regulations and requirements,
and obtain (before starting project work) and comply with all required permits and approvals. Failure
to obtain all appropriate Federal, State, and Local environmental permits and clearances may
jeopardize federal funding. If project work is delayed for a year or more after the date of the CM
categorical exclusion (CATEX), then coordination with and project review by regulatory agencies
must be redone.
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2) Any change, addition or supplement to the approved Scope of Work that alters the project (including
other work not funded by FEMA, but done substantially at the same time), regardless of the budget
implications, shall require resubmission to the Division and FEMA for National Environmental
Protection Act(NEPA) re-evaluation before starting project work.
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N.2.b
3) The Sub-Recipient shall monitor ground disturbing activities during construction, and if any potential
archeological resources are discovered, shall immediately cease construction in that area and notify
the Division and FEMA.
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If prehistoric or historic artifacts, such as pottery or ceramics, projectile points, dugout canoes, metal 4'
implements, historic building materials, or any other physical remains that could be associated with
Native American, early European, or American settlement are encountered at any time within the >
0
project site area, the project shall cease all activities involving subsurface disturbance in the
immediate vicinity of the discovery. The Sub-Recipient shall contact the Florida Department of State,
Division of Historical Resources, Compliance Review Section at (850) 245-6333, and the Division's
State Environmental Officer within 24 hours of the discovery. Project activities shall not resume
without verbal and/or written authorization from the SHPO, the Division, and FEMA.
In the event that unmarked human remains are encountered during permitted activities, all work shall
LL
stop immediately and the proper authorities notified in accordance with Florida Statutes, Section W
872.05.
4) Unusable equipment, debris and material shall be disposed of in an approved manner and location. In
the event significant items (or evidence thereof) are discovered during implementation of the project,
Sub-recipient shall handle, manage, and dispose of petroleum products, hazardous materials and
toxic waste in accordance to the requirements and to the satisfaction of the governing local, state,
and federal agencies. Verification of compliance is required at project closeout.
5) If any asbestos containing material, lead-based paint, or other toxic materials are found during
construction activities, the Sub-Recipient shall comply with all federal, state, and local abatement and
disposal requirements. The Sub-Recipient shall provide Notice of Demolition or Asbestos Renovation
forms and confirmation that any ACM were taken to an authorized landfill for such materials.
Verification of compliance is required at project closeout.
6) Construction vehicles and equipment used for this project shall be maintained in good working order
to minimize pollutant emissions.
E) Programmatic: U)
1) The Sub-Recipient must notify the Division as soon as significant developments becomes known,
such as delays or adverse conditions that might raise costs or delay completion, or favorable
conditions allowing lower costs or earlier completion.
2) The Sub-Recipient must "obtain prior written approval for any budget revision which would result
in a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
3) Any extension of the Period of Performance shall be submitted to FEMA, 60 days prior to the
expiration date. Therefore, any request for a Period of Performance Extension shall be in writing
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and submitted along with substantiation of new expiration date, and a new schedule of work, to
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the Division a minimum of seventy (70) days prior to the expiration date, for Division processing
to FEMA.
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4) The Sub-Recipient must avoid duplication of benefits between the FMAP and any other form of
assistance, as required by Section 312 of the Stafford Act, and further clarification in 44 CFR
206.191.
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FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or more of the
following actions, as appropriate in the circumstances: Cr
4)
1) Temporarily withhold cash payments pending correction of the deficiency by the Sub-Recipient;
2) Disallow all or part of the cost of the activity or action not in compliance; >
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3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
5) Take other remedies that may be legally available.
BUDGET
Funding Summary
Federal Share: $222,697.81 (82.85681268%)
Local Share: $46,076.48 (17.14318732%)
Total Project Cost $268,774.29 (100%)
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Line Item Budget
Elzbieta Krysztofiak Local Share/
1512 Duncombe Street Total Federal Share Homeowner Costs
Key West, Florida 33040 Project Cost (90%) (10%)
Pre-Award Costs $4,613.66 $4,152.29 $461.37
Construction Costs $108,540.28 $97,686.25 $10,854.03
Pre/Post Construction Costs $8,171.00 $7,353.90 $817.10
Tenant Displacement Costs $13,276.00 $11,948.40 $1,327.60
Grant Management Costs $6,499.38 $5,825.46 $673.92
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TOTAL PROJECT COSTS: $141,100.32 $126,966.30 $14,134.02
U)
Elzbieta Krysztofiak Local Share/
1514 Duncombe Street Total Federal Share Homeowner Costs
Key West, Florida 33040 Project Cost (75%) (25%)
Pre-Award Costs $4,613.65 $3,460.24 $1,153.41
Construction Costs $97,947.32 $73,460.49 $24,486.83
Pre/Post Construction Costs $7,374.00 $5,530.50 $1,843.50
Tenant Displacement Costs $11,879.00 $8,909.25 $2,969.75
Grant Management Costs $5,860.00 $4,371.03 $1,488.97 cm
TOTAL PROJECT COSTS: $127,673.97 $95,731.51 $31,942.46
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4)
SCHEDULE OF WORK:
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4)
State/Local Contract Process 6 Months
Engineering/Inspection 2 Months
Permitting 3 Months
Bids/Demolition/Construction 9 Months
Final Inspection/Acceptance 3 Months
Closeout 3 Months U)
Total : 26 Months
This is FEMA project number FMA-PJ-04-FL-2016-013, City of Key West Mitigation Reconstruction
Project. The Period of Performance (POP)for this project shall end on August 30, 2019.
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Attachment B
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Program Statutes and Regulations
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The parties to this Agreement and the Hazard Mitigation Grant Program (HMGP) are generally
governed by the following statutes and regulations:
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(1) The Robert T. Stafford Disaster Relief and Emergency Assistance Act;
(2) 44 CFR Parts 7, 9, 10, 13, 14, 17, 18, 25, 206, 220, and 221, and any other applicable FEMA
policy memoranda and guidance documents;
(3) State of Florida Administrative Plan for the Hazard Mitigation Grant Program;
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(4) Hazard Mitigation Assistance Guidance- February 27, 2015 Update; and
(5) All applicable laws and regulations delineated in Attachment C of this Agreement.
In addition to the above statutes and regulations, the Sub-recipient must comply with the
following:
The Sub-recipient shall fully perform the approved hazard mitigation project, as described in the
Application and Attachment A(Budget and Scope of Work) attached to this Agreement, in accordance
with approved scope of work indicated therein, the estimate of costs indicated therein, the allocation of
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funds indicated therein, and the terms and conditions of this Agreement. The Sub-recipient shall not
deviate from the approved project and the terms and conditions of this Agreement. The Sub-recipient
shall comply with any and all applicable codes and standards in performing work funded under this
Agreement, and shall provide any appropriate maintenance and security for the project.
Any development permit issued by, or development activity undertaken by, the Sub-recipient and
any land use permitted by or engaged in by the Sub-recipient, shall be consistent with the local
comprehensive plan and land development regulations prepared and adopted pursuant to Chapter 163,
Part II, Florida Statutes. Funds shall be expended for, and development activities and land uses
authorized for, only those uses which are permitted under the comprehensive plan and land development
regulations. The Sub-recipient shall be responsible for ensuring that any development permit issued and
any development activity or land use undertaken is, where applicable, also authorized by the Water
Management District, the Florida Department of Environmental Protection, the Florida Department of
Health, the Florida Game and Fish Commission, and any Federal, State, or local environmental or land
use permitting authority, where required. The Sub-recipient agrees that any repair or construction shall
be in accordance with applicable standards of safety, decency, and sanitation, and in conformity with C3
applicable codes, specifications and standards.
The Sub-recipient will provide and maintain competent and adequate engineering supervision at
the construction site to ensure that the completed work conforms with the approved plans and cm
specifications and will furnish progress reports and such other information to HMGP as may be required. LL
If the hazard mitigation project described in Attachment A includes an acquisition or relocation
project, than the Sub-recipient shall ensure that, as a condition of funding under this Agreement, the CL
owner of the affected real property shall record in the public records of the county where it is located the
following covenants and restrictions, which shall run with and apply to any property acquired, accepted, or LL
from which a structure will be removed pursuant to the project.
(1) The property will be dedicated and maintained in perpetuity for a use that is compatible with
open space, recreational, or wetlands management practices;
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N.2.b
(2) No new structure will be erected on property other than:
a. a public facility that is open on all sides and functionally related to a designed open
space;
b. a restroom; or Cr
4)
(3) A structure that the Director of the Federal Emergency Management Agency approves in
writing before the commencement of the construction of the structure; >
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(4) After the date of the acquisition or relocation no application for disaster assistance for any
purpose will be made to any Federal entity and no disaster assistance will be provided for
the property by any Federal source; and
(5) If any of these covenants and restrictions is violated by the owner or by some third party with
the knowledge of the owner, fee simple title to the Property described herein shall be
conveyed to the Board of Trustees of the Internal Improvement Trust Fund of the State of LL
Florida without further notice to the owner, its successors and assigns, and the owner, its
successors and assigns shall forfeit all right, title and interest in and to the property.
HMGP Contract Manager will evaluate requests for cost overruns and submit to the regional
Director written determination of cost overrun eligibility. Cost overruns shall meet Federal regulations set
forth in 44 CFR 206.438(b).
The National Environmental Policy Act(NEPA)stipulates that additions or amendments to a
HMGP Sub-recipient Scope of Work (SOW)shall be reviewed by all State and Federal agencies
participating in the NEPA process.
As a reminder, the Sub-recipient must obtain prior approval from the State, before implementing
changes to the approved project Scope of Work (SOW). Per the Uniform Administrative Requirements for
Grants and Cooperative Agreements to State and Local Governments:
1 For Construction projects, the grantee must "obtain prior written approval for an budget
( ) p j 9 p � pp Y 9
revision which result in a need for additional funds" (44 CFR 13(c));
(2) A change in the Scope of Work must be approved by FEMA in advance regardless of the
budget implications; and
(3) The Sub-recipient must notify the State as soon as significant developments become known,
such as delays or adverse conditions that might raise costs or delay completion, or
favorable conditions allowing lower cost or earlier completion. Any extensions of the
period of performance must be submitted to FEMA sixty days prior to the project
expiration date.
STATEMENT OF ASSURANCES
The Sub-recipient assures that it will comply with the following statutes and regulations to the
extent applicable:
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(1) 53 Federal Register 8034
(2) Federal Acquisition Regulations 31.2
(3) Section 1352, Title 31, US Code
(4) Chapter 473, Florida Statutes CL
(5) Chapter 215, Florida Statutes
(6) Section 768.28, Florida Statutes
(7) Chapter 119, Florida Statutes
(8) Section 216.181(6), Florida Statutes
(9) Cash Management Improvement Act Of 1990
(10)American with Disabilities Act
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N.2.b
(11)Section 112.061, Florida Statutes
(12)lmmigration and Nationality Act
(13)Section 286.011, Florida Statues
(14)E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Cr
Agreements 28 CFR, Part 66, Common Rule
(15)Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
(16)Title I of the Omnibus Crime Control and Safe Streets Act of 1968 0
(17)Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
(18)Omnibus Crime Control and Safe Streets Act of 1968, as amended
(19)42 U.S.C. 3789(d)or Victims of Crime Act(as appropriate)
(20)Section 504 of the Rehabilitation Act of 1973, as amended
(21)Subtitle A, Title 11 of the Americans with Disabilities Act(ADA) (1990)
(22)Department of Justice regulations on disability discrimination, 28 CFR, Part 35 and
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Part 39
(23)42 U.S.C. 5154a
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Attachment C U)
Statement of Assurances Cr
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To the extent the following provisions apply to this Agreement, the Sub-recipient certifies that:
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(a) It possesses legal authority to enter into this Agreement and to carry out the proposed program;
(b) Its governing body has duly adopted or passed as an official act of resolution, motion or similar action
authorizing the execution of the hazard mitigation agreement with the Division of Emergency
Management(DEM), including all understandings and assurances contained in it, and directing
and authorizing the Sub-recipient's chief administrative officer or designee to act in connection
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with the application and to provide such additional information as may be required;
U)
(c) No member of or delegate to the Congress of the United States, and no Resident Commissioner,
shall receive any share or part of this Agreement or any benefit. No member, officer, or
employee of the Sub-recipient or its designees or agents, no member of the governing body of
the locality in which this program is situated, and no other public official of the locality or localities
who exercises any functions or responsibilities with respect to the program during his tenure or
for one year after, shall have any interest, direct or indirect, in any contract or subcontract, or the
proceeds, for work be performed in connection with the program assisted under this Agreement.
The Sub-recipient shall incorporate, in all contracts or subcontracts a provision prohibiting any
interest pursuant to the purpose stated above;
(d) All Sub-recipient contracts for which the State Legislature is in any part a funding source, shall
contain language to provide for termination with reasonable costs to be paid by the Sub-recipient
for eligible contract work completed prior to the date the notice of suspension of funding was
received by the Sub-recipient. Any cost incurred after a notice of suspension or termination is a
received by the Sub-recipient may not be funded with funds provided under this Agreement
unless previously approved in writing by the Division. All Sub-recipient contracts shall contain
provisions for termination for cause or convenience and shall provide for the method of payment
in such event;
(e) It will comply with:
(1) Contract Work Hours and Safety Standards Act of 1962, 40 U.S.C. 327 et seq., 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; and
(2) Federal Fair Labor Standards Act, 29 U.S.C. Section 201 et seq., requiring that covered
employees be paid at least 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.
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(f) It will comply with
(1) Title VI of the Civil Rights Act of 1964 (P.L. 88-352), and the regulations issued pursuant
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thereto, which provides that no person in the United States shall on the grounds 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 received Federal financial assistance and will immediately take any measures
necessary to effectuate this assurance. If any real property or structure thereon is
provided or improved with the aid of Federal financial assistance extended to the Sub-
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N.2.b
recipient, this assurance shall obligate the Sub-recipient, 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; Cr
(2) Any prohibition against discrimination on the basis of age under the Age Discrimination Act of
1975, as amended (42 U.S.C. 6101-6107)which prohibits discrimination on the basis of >
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age or with respect to otherwise qualifies handicapped individuals as provided in Section
504 of the Rehabilitation Act of 1973;
(3) 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
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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;
(g) It will establish safeguards to prohibit employees from using positions for a purpose that is or gives
the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business, or other ties pursuant to Section 112.313
and Section 112.3135, Florida Statutes;
(h) It will comply with the Anti-Kickback Act of 1986, 41 U.S.C. Section 51 which outlaws and prescribes
penalties for"kickbacks" of wages in federally financed or assisted construction activities;
(i) It will comply with the provisions of 18 U.S.C. 594, 598, 600-605 (further known as the Hatch Act)
which limits the political activities of employees;
Q) It will comply with the flood insurance purchase and other requirements of the Flood Disaster a
Protection Act of 1973, as amended, 42 U.S.C. 4002-4107, including requirements regarding 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 having special flood hazards. The phrase "Federal financial assistance" includes any
form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or
grant, or any other form of direct or indirect Federal assistance;
For sites located within Special Flood Hazard Areas (SFHA), the Sub-recipient must include a
FEMA Model Acknowledgement of Conditions of Mitigation of Property in a Special Flood Hazard
Area with FEMA Grant Funds executed by the title holder with the closeout request verifying that
certain SFHA requirements were satisfied on each of the properties. The Model
Acknowledgement can be found at www.fema.gov/governmenta/grant/sfha_conditions.shtm Cj
(k) It will require every building or facility(other than a privately owned residential structure)designed,
constructed, or altered with funds provided under this Agreement to comply with the "Uniform
Federal Accessibility Standards," (AS) which is Appendix A to 41 CFR Section 101-19.6 for cm
general type buildings and Appendix A to 24 CFR, Part 40 for residential structures. The Sub-
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recipient will be responsible for conducting inspections to ensure compliance with these
specifications by the contractor;
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(I) It will, in connection with its performance of environmental assessments under the National
Environmental Policy Act of 1969, comply with Section 106 of the National Historic Preservation LL
Act of 1966 (U.S.C. 470), Executive Order 11593, 24 CFR, Part 800, and the Preservation of
Archaeological and Historical Data Act of 1966 (16 U.S.C. 469a-1, et seq.) by:
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N.2.b
(1) Consulting with the State Historic Preservation Office to identify properties listed in or eligible
for inclusion in the National Register of Historic Places that are subject to adverse effects
(see 36 CFR, Section 800.8) by the proposed activity; and
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(2) Complying with all requirements established by the State to avoid or mitigate adverse effects 4'
upon such properties.
(3) Abiding by the terms and conditions of the "Programmatic Agreement Among the Federal
Emergency Management Agency, the Florida State Historic Preservation Office, the
Florida Division of Emergency Management and the Advisory Council on Historic
Preservation, (PA)" which addresses roles and responsibilities of Federal and State
entities in implementing Section 106 of the National Historic Preservation Act(NHPA), 16
U.S.C. 470(f), and implementing regulations in 36 CFR, Part 800.
(4) When any of the Sub-recipient's projects funded under this Agreement may affect a historic LL
property, as defined in 36 CFR, Part 800 (2)(e), the Federal Emergency Management
Agency(FEMA) may require the Sub-recipient to review the eligible scope of work in
consultation with the State Historic Preservation Office (SHPO)and suggest methods of
repair or construction that will conform with the recommended approaches set out in the
Secretary of Interior's Standards for Rehabilitation and Guidelines for
Rehabilitating Historic Buildings 1992 (Standards), the Secretary of the Interior's
Guidelines for Archeological Documentation (Guidelines) (48 Federal Register
44734-37), or any other applicable Secretary of Interior standards. If FEMA determines
that the eligible scope of work will not conform with the Standards, the Sub-recipient
agrees to participate in consultations to develop, and after execution by all parties, to
abide by, a written agreement that establishes mitigation and recondition measures,
including but not limited to, impacts to archeological sites, and the salvage, storage, and
reuse of any significant architectural features that may otherwise be demolished.
(5) The Sub-recipient agrees to notify FEMA and the Division if any project funded under this
Agreement will involve ground disturbing activities, including, but not limited to:
subsurface disturbance; removal of trees; excavation of footings and foundations, and
installation of utilities (such as water, sewer, storm drains, electrical, gas, leach lines and
septic tanks) except where these activities are restricted solely to areas previously
disturbed by the installation, replacement or maintenance of such utilities. FEMA will
request the SHPO's opinion on the potential that archeological properties may be present
and be affected by such activities. The SHPO will advise the Sub-recipient on any
feasible steps to be accomplished to avoid any National Register eligible archeological
property or will make recommendations for the development of a treatment plan for the
recovery or archeological data from the property.
If the Sub-recipient is unable to avoid the archeological property, develop, in consultation
with SHPO, a treatment plan consistent with the Guidelines and take into account the
Advisory Council on Historic Preservation (Council) publication "Treatment of
Archeological Properties". The Sub-recipient shall forward information regarding the
treatment plan to FEMA, the SHPO and the Council for review. If the SHPO and the
Council do not object within 15 calendar days of receipt of the treatment plan, FEMA may
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direct the Sub-recipient to implement the treatment plan. If either the Council or the
SHPO object, Sub-recipient shall not proceed with the project until the objection is LL
resolved.
(6) The Sub-recipient shall notify the Division and FEMA as soon as practicable: (a)of any CL
changes in the approved scope of work for a National Register eligible or listed property;
(b)of all changes to a project that may result in a supplemental DSR or modify a HMGP LL
project for a National Register eligible or listed property; (c) if it appears that a project
funded under this Agreement will affect a previously unidentified property that may be
eligible for inclusion in the National Register or affect a known historic property in an
unanticipated manner. The Sub-recipient acknowledges that FEMA may require the Sub-
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N.2.b
recipient to stop construction in the vicinity of the discovery of a previously unidentified
property that may eligible for inclusion in the National Register or upon learning that
construction may affect a known historic property in an unanticipated manner. The Sub-
recipient further acknowledges that FEMA may require the Sub-recipient to take all Cr
reasonable measures to avoid or minimize harm to such property until FEMA concludes
consultation with the SHPO. The Sub-recipient also acknowledges that FEMA will
require, and the Sub-recipient shall comply with, modifications to the project scope of 0
work necessary to implement recommendations to address the project and the property.
(7) The Sub-recipient acknowledges that, unless FEMA specifically stipulates otherwise, it shall
not receive funding for projects when, with intent to avoid the requirements of the PA or
the NHPA, the Sub-recipient intentionally and significantly adversely affects a historic
property, or having the legal power to prevent it, allowed such significant adverse affect
to occur. LL
U)
(m) It will comply with Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683
and 1685-1686)which prohibits discrimination on the basis of sex;
(n) It will comply with the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970, (42 U.S.C. 4521-45-94) relating to nondiscrimination on the basis of
alcohol abuse or alcoholism;
(o) It will comply with 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290
ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records;
(p) It will comply with Lead-Based Paint Poison Prevention Act(42 U.S.C. 4821 et seq.)which prohibits
the use of lead based paint in construction of rehabilitation or residential structures; 4)
(q) It will comply with the Energy Policy and Conservation Act(P.L. 94-163; 42 U.S.C. 6201-6422), and
the provisions of the State Energy Conservation Plan adopted pursuant thereto; '
(r) It will comply with the Laboratory Animal Welfare Act of 1966, (7 U.S.C. 2131-2159), pertaining to the
care, handling, and treatment of warm blooded animals held for research, teaching, or other
activities supported by an award of assistance under this Agreement;
(s) It will comply with Title VII I of the Civil Rights Act of 1968, (42 U.S.0 2000c and 42 U.S.C. 3601-
3619), as amended, relating to non-discrimination in the sale, rental, or financing of housing, and
Title VI of the Civil Rights Act of 1964 (P.L. 88-352), which prohibits discrimination on the basis of
race, color or national origin;
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(t) It will comply with the Clean Air Act of 1955, as amended, 42 U.S.C. 7401-7642;
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(u) It will comply with the Clean Water Act of 1977, as amended, 42 U.S.C. 7419-7626
(v) It will comply with the endangered Species Act of 1973, 16 U.S.C. 1531-1544;
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(w) It will comply with the Intergovernmental Personnel Act of 1970, 42 U.S.C. 4728-4763;
(x) It will assist the awarding agency in assuring compliance with the National Historic Preservation Act
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of 1966, as amended, 16 U.S.C. 270;
(y) It will comply with environmental standards which may be prescribed pursuant to the National
Environmental Policy Act of 1969, 42 U.S.C. 4321-4347;
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N.2.b
(z) It will assist the awarding agency in assuring compliance with the Preservation of Archeological and
Historical Preservation Act of 1966, 16 U.S.C. 469a, et seq.;
(aa)lt will comply with the Rehabilitation Act of 1973, Section 504, 29 U.S.C. 794, regarding non- Cr
discrimination;
(bb)lt will comply with the environmental standards which may be prescribed pursuant to the Safe 0
Drinking Water Act of 1974, 42 U.S.C. 300f-300j, regarding the protection of underground water
sources;
(cc)It will comply with the requirements of Titles II and III of the Uniform Relocation Assistance and
Property Acquisition Policies Act of 1970, 42 U.S.C. 4621-4638, which provide for fair and
equitable treatment of persons displaced or whose property is acquired as a result of Federal or
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Federally assisted programs;
U)
(dd)lt will comply with the Wild and Scenic Rivers Act of 1968, 16 U.S.C. 1271-1287, related to protecting
components or potential components of the national wild and scenic rivers system;
(ee)lt will comply with the following Executive Orders: EO 11514 (NEPA); EO 11738 (violating facilities);
EO 11988 (Floodplain Management); EO 11990 (Wetlands); and EO 12898 (Environmental
Justice);
(ff) It will comply with the Coastal Barrier Resources Act of 1977, 16 U.S.C. 3510;
(gg)lt will assure project consistency with the approved State program developed under the Coastal Zone
Management Act of 1972, 16 U.S.C. 1451-1464; and
(hh)lt will comply with the Fish and Wildlife Coordination Act of 1958, 16 U.S.C. 661-666.
(ii) With respect to demolition activities, it will:
(1) 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.
(2) Return the property to its natural state as though no improvements had ever been contained
thereon.
(3) Furnish documentation of all qualified personnel, licenses and all equipment necessary to
inspect buildings located in the 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 County Health Cj
Department.
(4) Provide documentation of the inspection results for each structure to indicate:
a. Safety Hazard Present
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b. Health Hazards Present
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c. Hazardous Materials Present
(5) Provide supervision over contractors or employees employed by the Sub-recipient to remove
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asbestos and lead from demolished or otherwise applicable structures.
(6) Leave the demolished site clean, level and free of debris.
(7) Notify the Division promptly of any unusual existing condition which hampers the contractor's
work.
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(8) Obtain all required permits.
(9) 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. Provide Cr
documentation of closures. 4'
(10)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(Public Law 94-163).
(11)Comply with all applicable standards, orders, or requirements issued under Section 112 and
306 of the Clean Air Act(42 U.S.C. 1857h), Section 508 of the Clean Water Act(33
U.S.C. 1368), Executive Order 11738, and the U.S. Environmental Protection Agency
regulations (40 CFR, Part 15 and 61). This clause shall be added to any subcontracts.
(12)Provide documentation of public notices for demolition activities.
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Attachment D
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DIVISION OF EMERGENCY MANAGEMENT
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REQUEST FOR ADVANCE OR REIMBURSEMENT OF
HAZARD MITIGATION ASSISTANCE PROGRAM FUNDS
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SUB-RECIPIENT City of Key West
NAME:
REMIT ADDRESS:
CITY, STATE, ZIP CODE:
U)
PAYMENT#: CONTRACT#: 18FM-X8-11-54-02-XXX
FEMA TRACKING #: FMA-PJ-04-FL-2016-013 INVOICE PERIOD: to
Eligible Obligated Obligated cm
Amount Federal Non-Federal Previous Current DEM Use Only
100% % % Payments Request Approved Comments
J I I I >
TOTAL CURRENT REQUEST: $
By signing this report,I certify to the best of my knowledge and belief that the report is true,complete,and accurate, 4)
and the expenditures,disbursements and cash receipts are for the purposes and objectives set forth in the terms and
conditions of the Federal award. I am 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
4-
claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812 0
SUB-RECIPIENT Cj
SIGNATURE:
NAME AND TITLE: DATE:
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APPROVED PROJECT TOTAL $
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ADMINISTRATIVE COST $
GOVERNOR'S AUTHORIZED REPRESENTATIVE
APPROVED FOR PAYMENT $ E
DATE
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Attachment D U)
(Continued)
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0
DIVISION OF EMERGENCY MANAGEMENT
SUMMARY OF DOCUMENTATION IN SUPPORT OF AMOUNT 0
CLAIMED FOR ELIGIBLE DISASTER WORK UNDER THE
HAZARD MTIGATION ASSISTANCE PROGRAM
SUB- City of Key West DISASTER#:
RECIPIENT:
CONTRACT#: 18FM-X8-11-54-02-XXX FEMA TRACKING #: FMA-PJ-04-FL-
2016-013
Applicant's Date of delivery DOCUMENTATION
Reference No. of articles, List documentation (applicant's payroll, material out of Applicant's
(Warrant, completion of applicant's stock, applicant owned equipment and Eligible
Voucher, Claim work or name of vendor or contractor) by category and line Costs
check, or performance item in the approved project application and give a 100%
Schedule No.) services. brief description of the articles or services.
T
0
0
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TOTAL E
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Attachment E U)
JUSTIFICATION OF ADVANCE PAYMENT 0
SUB-RECIPIENT: City of Key West
If you are requesting an advance, indicate same by checking the box below.
[ ] ADVANCE REQUESTED
Advance payment of$ is requested. Balance of payments will be made on a LL
reimbursement basis. These funds are needed to pay staff, award benefits to clients, duplicate U)
forms and purchase start-up supplies and equipment. We would not be able to operate the
program without this advance.
If you are requesting an advance, complete the following chart and line item justification below.
ESTIMATED EXPENSES
BUDGET CATEGORY/LINE ITEMS 20_-20_Anticipated Expenditures for the First Three ,
(list applicable line items) Months of Contract
T
For Example
ADMINISTRATIVE COSTS E
(Include Secondary Administration)
For Example
PROGRAM EXPENSES
TOTAL EXPENSES
U)
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 shall be returned to the Division Cashier, 2555 Shumard Oak Boulevard, Tallahassee,
Florida 32399, within thirty(30)days of receipt, along with any interest earned on the advance).
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Attachment F
U)
DIVISION OF EMERGENCY MANAGEMENT
HAZARD MITIGATION GRANT PROGRAM Cr
QUARTERLY REPORT FORM
0
RECEIPT City of Key West PROJECT#: FMA-PJ-04-FL-2016-013 0
PROJECT TYPE: Reconstruction CONTRACT#: 18FM-X8-11-54-02-XXX
DISASTER NUMBER: QUARTER ENDING:
U)
Provide amount of advance funds disbursed for period (if applicable): $
Provide reimbursement projections for this project:
July-Sep 20_$ Oct-Dec 20 $ Jan-Mar 20_$ Apr-June 20_$
July-Sep 20_$ Oct-Dec 20_$ Jan-Mar 20_$ Apr-June 20_$
Percentage of Work Completed (may be confirmed by state inspector's): %
Project Proceeding on Schedule: Yes [_] No
Describe milestones achieved during this quarter:
0
Provide a schedule for the remainder of work to project completion:
U)
Describe problems or circumstances affecting completion date, milestones, scope of work, and cost:
4-
0
C3
Cost Status: : [_] Cost Unchanged [_] Under Budget [_] Over Budget
Additional Comments/Elaboration: cm
LL
NOTE: Division of Emergency Management(DEM)staff may perform interim inspections and/or audits CL
at any time. Events may occur between quarterly reports, which have significant impact upon your
project, such as, anticipated overruns, changes in scope of work, etc. Please contact the Division asLL
soon as these conditions become known, otherwise you may be found non-compliant with your
subgrant award.
Name and Phone Number of Person Completing This Form
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Attachment G U)
Warranties and Representations Cr
Financial Management
The Sub-Recipient's financial management system must comply with 2 C.F.R. §200.302.
Procurements
Any procurement undertaken with funds authorized by this Agreement must comply with the
LL
requirements of 2 C.F.R. §200, Part D—Post Federal Award Requirements—Procurement Standards (2
C.F.R. §§200.317 through 200.326).
Business Hours
The Sub-Recipient shall have its offices open for business, with the entrance door open to the
public, and at least one employee on site, from: Monday through Friday, 8:00 a.m. until 5:00 p.m.
T
Licensing and Permitting
All subcontractors or employees hired by the Sub-Recipient shall have all current licenses and
permits required for all of the particular work for which they are hired by the Sub-Recipient. '
0
4-
0
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Attachment H
Cr
0
Certification Regarding
Debarment, Suspension, Ineligibility
And Voluntary Exclusion
Contractor Covered Transactions
(1) The prospective subcontractor of the Sub-recipient, City of Key West certifies, by submission of LL
this document, that neither it nor its principals is presently debarred, suspended, proposed for U)
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
T
By: City of Key West
Signature Sub-recipient's Name
18FM-X8-11-54-02-XXX
Name and Title DEM Contract Number
FMA-PJ-04-FL-2016-013
Street Address FEMA Project Number
U)
City, State, Zip
Date
0
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U)
Attachment 1
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FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT
INSTRUCTIONS AND WORKSHEET 0
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 IrlV:4:liD://uvWW,LJSasiaoir)(.Jiir)g,gov/. LL
U)
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.
T
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 $25,000 or more in federal funds as described above. Please
provide the following information and return the signed form to the Division as requested.
0
PROJECT#: FMA-PJ-04-FL-2016-013
FUNDING AGENCY: Federal Emergency Management Agency
AWARD AMOUNT: $222,697.81
0
OBLIGATION/ACTION DATE: August 3, 2017
SUBAWARD DATE (if applicable):
DUNS#:
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DUNS#+4:
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U)
*If your company or organization does not have a DUNS number, you will need to obtain one from Dun &
Cr
Bradstreet at 866-705-5711 or use the web form The process to
request a DUNS number takes about ten minutes and is free of charge.
0
BUSINESS NAME:
DBA NAME (IF APPLICABLE):
PRINCIPAL PLACE OF BUSINESS ADDRESS:
ADDRESS LINE 1:
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)
Homeowner: Elzbieta Krysztofiak
Property Address: 1512 Duncombe Street, Key West, Florida 33040
Homeowner: Elzbieta Kryszlofiak
Property Address: 1514 Duncombe Street, Key West, Florida 33040
The purpose of this Scope of Work (SOW) is mitigation reconstruction of two residential properties
located in Key West, Florida 33040; funded through the Flood Mitigation Assistance Grant Program
(FMA) FMA-PJ-04-FL-2016-013 ) The City of Key West, agrees to administer and complete the project
per the scope of work as submitted by the Sub-Recipient and subsequently approved by the Division
and FEMA. The Sub-Recipient shall complete the work in accordance with all applicable Federal, State
and Local Laws, Regulations and Codes.
As a Flood Mitigation Assistance Grant Program (FMA) project, the Sub-Recipient proposes to demolish
the two residential structures and to construct new elevated structures having the first floor elevation at
least 2.8 feet above the Base Flood Elevation (BFE) in compliance with local ordinances. The square
footage of a resulting structure shall be no more than 10 percent greater than that of the original
structure.
The new elevated structure should comply with the National Flood Insurance Program requirements, the
Florida Building Code and all applicable local codes and permitting requirements. The areas below thecm
lowest floor must be used solely for parking of vehicles, building access or storage.
Verify the approved project description above, if there is any discrepancy, please CL
contact the project manager.
52
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PRINCIPAL PLACE OF PROJECT PERFORMANCE (IF DIFFERENT THAN PRINCIPAL PLACE OF
BUSINESS): U)
ADDRESS LINE 1:
Cr
ADDRESS LINE 2:
ADDRESS LINE 3:
0
CITY STATE ZIP CODE+4** 0
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 170.320; , (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 1 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//www.sec.gov/answers/execomp.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"
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:
cm
"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:
i. 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.
53
Packet Pg. 2686
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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.
Cr
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
(Date of Fiscal Year Completion )
Rank Total Compensation
(Highest to Name for Most Recently
Lowest) (Last, First, MI) Title Completed Fiscal Year
1
2
3
4
5
THE UNDERSIGNED CERTIFIES THAT ON THE DATE WRITTEN BELOW, THE INFORMATION
PROVIDED HEREIN IS ACCURATE.
SIGNATURE: U)
NAME AND TITLE:
DATE:
0
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Attachment J
Mandatory Contract Provisions
Provisions: Cr
0
Any contract or subcontract funded by this Agreement must contain the applicable provisions outlined in
Appendix II to 2 C.F.R. 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:
O IB,GuMance Pt. 200,App. III
tl:Y� Iaa�I�>1:3,„uurm,dnuls.,a,." druuuauu¢9ta1�h1�11.r,v.l. onaN, oial,u r��ra auld„lumia uu•udlul•aitl.i+ �„a.t➢�lulmu,um �
M41 a�1R1- Anm r°u�iluulx°udl by 1'.,rtlual pxuu���u am L!n op n nw la:�at,, rnor o omto a�,N O tno an.�r.p+u1°- �
➢rr l l utirm.a:01 p�rinvM;on.M intulion corth M, :���1°n rvu lu to irrb ion
in arwa m>p S..000 ,r�vasded by nrn Federal T1 Riaht's 10 dn"'oulMlrano Made Under, a.
arnl,vhos rrtur ut, Im°lu&apo ron;taum fo owmuph- Cot i a;M orAyr Kv110 r ll thua 1'.,r lora,l:Amami �(
axn i with th r lwa t,..11 Loon Act akin o1lop l In r do lnitlorn ,°Y Iurmul n al,r o nno rth"° �
31,fl 3144, arlyd ltFt 21,lldd a> ."uupr,pilaununluwl 1.3` under ,I' i..�G'R§,1i11'�I00 and lho t "tt,p�Htpu or
l L�
eparMunanr, ud Laboruuomuln9.n],ran"a [29 UTH unluuuu,ipidaun�R; dot hes tau oaten°ln1u a contract �
Part a NMI= Stawhrim p o r u room; Apor widlr a=rall laur Im s rti n m n=piWlt,thu^p, ,,. �
adpri Lo d,"uomlraols d'nv rim; 'W"o all,y Pr noxutirn r Po'ur°ulrn; Aw wNlimmm or par...
na.rn ed and a~,.,, i,lr"td d.un txml,;ton"° In ac Lie n" iv uunonh ur• praudurinarru w mY expeit.-
°o-MAam. w1lh TO >Iatuut.0. Imnl,aaa I o u mum rmnlaul. dwalopwMA. or r•u ,mnT, work �a
0 rrwilunrrwul M pay bwrMw to t ul7orns amd unun uulrod rr 11W "Inuhn.a adi ra-+m nm.t.' Ahn rN•1M.... Big
clra:nlmA a mW not On Mira,ll AM p rrwva.tltna mi"r uuulrr°omplu nt,u-rnur t mnuply w1M11 l,lr:r m
WNIo. piudflarl M ua. wage quu,lo eonauL:u ul.l^d @'h'l ParG 411'l., ld1,.1 Ls Our Im.
nu,n�ulr by Llhe S ru 1ary uY dNnlnura,• In nd llun., �ru':unl,tdum.0 �alh by� '�'domu+'p1d�: 11o;au1lxa.M, M,;
Wnlraotua a nuw1 Mro mlmmd to pa• Ym"n and Srriu :1 lout tit nr piomu", Una a Gaawnar°m- A
nob An Tan mc, a ww u n to non F:ao:d,rad rnmL Want,an l.uulluu,ar Ls and {uupo>orallve �
0111IM,r unust place•a anupu of lho uurrroultu pre a'dgwoar m enls and nn;a'linupi➢aunamlin�r rovula, �
vaihnq wa o h nrrn n,:allrzn Asxi d by Hlo Do cm Ismuwd by 1dri aaw ao dti1� �aa and P
p rtmo rth or r,abnr° in oax h . hA IMaa llon 'l ho (f r M,hen AIr°.4d r'h2 ill, 1, ML 7WQ Mel
u,ri,lran leer award a,sau,mU a L ou ",olu,mll, el Llhm I tdu:aJl WnWr ll" Hurldaan Conl i ul Act a;3 F*
nuunu,>t LQ a uraudiMlranrxid u:rpr+nl the a, uptarice of p:d.,�.i... Hurl.-.1 xAK as a:rnam+d��ud....�.uuatno ar tn°a and �
hlvo ua a o dh�Gni onlim,alulrron 9"ho non 1 o dora„l o n uuu�ulr,ra,ntn o r. amount,,, to �wx.o�.;m, , ooi' �I,511 uNXl �
ttl.y man;t roproi all rr p¢CGnd or oipuirtnd 1111.2 t oonUiln a provIsIon 6haA roquuirr;;., tho �
ddulatirn> to the C~odronl awwaxdlnu, ,a,zen.,w. ron luaudora,t, nadotd tip Fivroe do comply win �
Um, "i d�s S MA al,dr trm➢r.&a pai ovIslrar�, ru01 app It;abk i,andao l, -iri,�!�n; o i�n�n la,. �
for nrn)dur.,uncowith rho M."d:o,pnl.°od. 'Antt lcm„ a,uuuoo:d purnnxnt vj rho plu,um At,r Act �
ltiiu10^ls An OD US-C.US-C. as "oppdo 02 USA 74W, 76T7 1) and 18119 P ulr o nl ilk a turn" �
ru entrtd b.v l:pu pra hnonr ul I:.atApi r e;urlat�hrns ItIAMM c oxiow A"as nnwr ur of a.ld U&C.
dll� d 111 Part d, `B.arnLraftor, and „volr I`drrt 111M Watdaow unur M 1mrarpI W Me �
nurluaa run." ran 1'urlullr' BUJIdIV14 un foul➢du, 1"odor a➢ vea°,a<rdin u-verrir arld9, the ids-viona"t �
Wcro,l. C~lur nux+1 in'u'phta o mr.•in Part luau t;m u; 4a?�f ro a�ud° Mo I'�:m�wtrurnrrrlrnu,o�!al 1'iavuama�. Ion
�
or°niomh hemMloo UnIol w6uu,kn o Ito AN rb,.arrnu,y gMPA). �(
piuW&s MaL eml amUmWr u1 u,uuli (iU mandaMoiw otanduds and prull lM5 re �
imrlW"mb nosh to f prW1 dual Imn inrduunin„ hill; 1u on o?a offb I nr wv WhI h a,re con ggg
by any niva:n.. ,°rny pr:"u urn ompboyudl In ltv G,,,amwl in Hid ,hato on i y oon,,,rn W,.,fAmn p0r.,u,m >
rrr M o0 11 n. uvrreiphwlli n o mpati r�l pxuubl �u,rd, d do uaanph gnu a yvilh lho h,ruu u?Ww p"ul cv
work. Mra �_IIVQ top any pao N Of Ghe rompen a and i um arvali rn Ao$�142 6,7013. �
Lion to which ht or she >uAh,,ar•wl"u onUrhd. (L l)"laa.rlainut andrvo.,purn„lrm tplua„aai,t�rt;q �
lri, noun Podorad :malty ma t roport ald sun Ordoi yallu and 126'89t ,4 onntrau,1, awaro:d
pr,,dnol or rrpl;orrtod 9dlohJl n° to t11u FoArrad Ove d CPR must nW iw mawdu to par..
a:wa.i llm� a"rw�,rur 9,,, Gies Il t.0 r,i r��m N,lre,;rr:iu t i rnnatiul,N:+w Irltn I�";:,us➢,urrltwl, �
1 unt.raJ Work iluounu � auul w+a,Nu I o� i',°u rt� List rvo Ito+rrt nu th r wtiy ut mi fo A o7ard
-ata,nrdMs Ast 00 dl_rre d p7pV:.r N V"Po rn Management, (r;ANI), in a oro'l un^ia ,with rho
apWU nlul Atunlraer asa,anled 0 ti (he now I�N�Idld W lu!l9n r at 2 CPR 00 d ai ttvoerntnt; �
1'adrnal untdin in twxum of 9e111Ri1ulul Qat to t«lxt urMWo rauWro 0"hrd9 A CPR Pact, 1N6 ggg
vo:lwtly,ompboymorrL Yrr<<Irr.,ualta, or dudaorr Comp, p M)t and [uu;lah +;a C11t, Part 1MW0
ors nnuu",t wlur& a prrrwt,lore Or ooronplhua m Comp.,p Idl'3�Ap `I' Tar mru nL and 1,uu�.p moon."
o �
wl d USA r _ d p m supp unWd ' r puuuliml daiitr List d;lr;Lrrei aw -ddM 0
ly l➢epraulruuunt drill ab0l ot,uuu➢,ualli n1 (29 UFR co;nlaln., the narnes ua( praitlos drfhaired. •ras- �
1'ua:r't 0lu���e del dd,�O,I'Q a t lhm MA aqua<r lu pa�n p 1.or of her.dot>p dnxcl.1 ded b •aaorlclu��, &a
wnlraxo tnr iunu.t,Nn o�oq uiro d t ompruef n lhur woull,.,v par tau ,of ro ka rod inohlpld lu nn,hlr",tat C)
wnon rol ovory um"lh,amta anal llrlu imi cur no rutvor5 or rr,:rurlaMui^y mnrnorit,y uvlhtn tom Mr.
drasis of a tarloddna9, wun1c owook rar 41 Ihuwno ,,. oc utiw Orod,uur V'rddl.
"dour: toexce ulM,l1wr,"lanula.rul°dork,,voekIs W, Byrd .soli-[,,r��rl,o0)Jlim���' �nn,menodment. 01. �
1onl�. WO �ru,t.9t,11,AltaL Newwo laud I° �:uun d:d.,'LO(. 15,27 , M.ranNiia.u;pou•� that, apply or b1t.],
p»ra,"� �p'� t d �
puanraM,+od M n rah A not An than ono a,nrd a tour°an,°rward Or aIW.1;i00 or morn mar'.M d"q:Lu Mlm �
ha,la'Lamru;no Qmconh or pH~,o i add hauuui . i ue,uu and r•.rmMillo atauvn Each hi i u ,rapt, Mar �
wu�rl.Q in a�,m , of dal hrnuu a In LW a°m t Llhm Mai aWw�" IIw M will not and ha.0 mua1:
wuQku '1"11 f ul lul1 11 r,v.l..3'7t.11,a.ia uuzuod I a duur,a,t apopoavpriated Vtnnd, 1u po,aa,v arry ®7
ffpplicabte to r on.,l i u c Iran °ddwT amod pAwWo pars M w dmtzal�lim for lu1{Pluru�oun M aA,
that no our 1auo,^ha,nIc o nv% ho ro 6uniplinpa to an ofricor or oruupUlo yo,,uq
qu,uirrl has wwort In sur°rounriinLn or cunudor oi' an3 ,u,nm,ty a nuo"md000 M."Couorol,rm;s. cRllloor �
wwurktntz conditluuruir eaht h axe urn>anitaxy. or ompluvu,wr of d rrrgr'V >.mr Guam emrdtovoe oi',+a
hars,uo dour; or lau1. "r.•cu:r..The so 1-flernher• r��rYf l.rarvro,>s in a unn,,NA. on win rrb.. CL
A UOL apwy I u AM pu n li "uu of°urpoptlas or a,nv Federal „,r.•a d, or arry �
195 U_
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fit.200,App. IIIII 2 CFR Ch. 11 (1-1-14 Edlifion)
Ioblwr auaar".9 ta+ .ur:nud hyr al 11 y.f;'' 1�252 L'dfau.ln lE, Spermsored rosvfaroh mranrs gall r, isarch 0
ldh�r" nut also udlsdaaa. a,nv as°llh and dove]r ppmen I au$IVjl,jeN llnal, FlYe SjWn-
Eon1, Pmleral l"unrrrd that Lakes place In con, sured bv pudurall and nun I tdoi ul a on lies �
rrnrhlinn ximi, aalalarrnln ana lindrlral ar7aarrd anrl This Gornnln,,llrulu ,Axltovl
uuaa�lr udt>„lar•G:a:r v. ,a<ru; 9 r.a,a<ruhau:! from di a Nrl hb-,s; Inar�lvinv Llnn Iialntng loi'mlividrta,k�S In �
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56
Packet Pg. 2689
N.2.e
Peters-Katherine
From: Hurley-Christine
Sent: Tuesday, June 25, 2019 10:14 AM U)
To: Bursa-Karl
Subject: FW: FMA-PJ-04-FL-2016-013, City of Key West, 2016 Duncombe
Mitigation/Reconstruction Contract Execution
Attachments: FMA-PJ-04-FL-2016-013 City of Key West Approved Agreement 9-13-17 with 2....pdf
Karl: Please attach this email and this attachment to the agenda item#5694 in minute traq.
Then, also get the documents Key West submitted to DEM for the grant and attach those as well. They were in the ZIP
files Scott Fraser sent us previously. I've reworded the minute traq item a bit and once you attach everything I'll o
to
approve and move it forward.
0
Christine Hurley, AICP
Monroe County
Assistant County Administrator
305.239.2517
0
From: Collins, Robert<Robert.Collins@em.myflorida.com>
Sent:Thursday, April 11, 2019 12:29 PM
To: Hurley-Christine<Hurley-Christine@ Mon roeCounty-FL.Gov>
Cc: sf rase r@cityofkeywest-fl.gov; Harris-Council, Susan <Susan.Harris-Council@em.myflorida.com>
Subject: RE: FMA-PJ-04-FL-2016-013, City of Key West, 2016 Duncombe Mitigation/Reconstruction Contract Execution
Good Afternoon Christine,
1 have attached the FMA contract with the City of Key West that you requested for your review. I am also including
below a copy of the original e-mail text sending the contract to the City of Key West for your reference. 4)
Dear Mr. Fraser:
The Division of Emergency Management (DEM) is pleased to inform you that the Federal Emergency o
Management Agency has approved the obligation of Flood Mitigation Assistance Grant Program (FMA)funds for
the project number(s) listed above. Please note that this is an eligible cost-reimbursement contract, and as such,
the recipient must make other funding arrangements to complete this project. However,the recipient may
submit periodic requests for payment throughout the project process, consistent with the terms of the contract.
Attached is your copy of the proposed contract between the City of Key West and DEM. Please print Two (2)
copies of the contract(please do not copy as a two-sided document). The official representative, as listed below,
will need to sign the signature page (Page 26), complete the Certification Regarding Debarment, Suspension,
CL
Ineligibility and Voluntary Exclusion form (Page 46) and complete the Federal Funding Accountability and
Transparency Act(FFATA) Instructions and Worksheet form (Page 49). The FFATA form has been provided
electronically for your use. The two (2) signed original contracts should then be sent to the Tallahassee address
listed below for full execution no later than ninety(90) days after receipt of this e-mail for final execution. One
original fully executed contract will be returned to the City of Key West for its files.
Official Representatives:
County: Chairman of the Board of Commissioners
1
Packet Pg. 2690
City: Mayor
Indian Tribe: Chief orPresident
Water Management District: Chairman
Non-Proft: Chairman of the Board �e
U_
|f there isan official that is not listed above who is authorized to sign the contracts for your or8anization please
�
' �
provide a copy of the organization's resolution or charter that specifically identifies the person or position that is
authorized tosign.
If you have questions about the contract or this matter please don't hesitate to contact me.
Regards, �
Bob
Bob Collins 0
�
Mitigation Grant Manager
Florida Division of Emergency Management '
Bureau ofMitigation
2555Shumand Oak Blvd.
Tallahassee, FLS2S99-1718
Direct Line: (85D)815-455S �
00 FA�LURE,IS NOTA,N OPT(ON _
Please note Florida has a broad public records law. most written communications to or from state officials regarding state business are public
records and will be made available tothe public and the media upon request.Your email message may,therefore,be subject to public disclosure. �
�
�
�
From: Hurley-Christine ] rw
Sent:Wednesday, April 1U, ZU1911:S7AM
T Collins, Robert ~
o� �
Cc: Harris'Cound|, 3usan >
�
Subject: Re: FMA'P]'04'FL'2016'013, City of Key West, 2016 Duncombe Mitigation/Reconstruction Contract Execution
0
Hi Bob. Can you email us a copy of the grant agreement for review please. Monroe is interested in taking this on but
would like to get the written information to review.
�
�
Christine Hurley, A|CP
Assistant County Administrator
Monroe County Ur
Z79O Overseas Highway
Marathon, FL33USU
CL
305'289'2517
Sent from my a iP d
3:
U_
On Mar ZZ, ZU19, at1U:3U AM, "Co||ins, Robert" wrote:
Hi Scott,
2
It is possible to change the subapplicant for this project from the City of Key Westto Monroe County,
but it will require the approval of FEMA to do so. If that is indeed what you all decide to do, we will need
two things:
1. A Letter from the City officially requesting to change the subapplicant to Monroe County; and �e
Z. A letter from Monroe County validating that they are ready and willing to assume the grant
management responsibilities for this project �
� �
With receipt of those two documents we can relay them to FEMA and help effect that transition.
Also the period of performance (P[}P)for this FMA8rant program year, FY2816, has been extended by
FEMA to August 30, 2020 and I would recommend that you and/or Monroe County preemptively submit
a request letter for an extension to that date. That way once we get approval from FEMAto change the
subapp|icant, we can draft up a new contract vvith the state that includes the POP extension. ��
| hope this information helps move this project along. | look forward to hearing from you all.
Have a great weekend,
Bob
Bob Collins
Mitigation Grant Manager
Florida Division of Emergency Management
Bureau ofMitigation
2555Shumard Oak Blvd.
Tallahassee, FLS2S99-1718
Direct Line: (85D)815-455S
<ima8eO8ljp8> �
�
Please note Florida has a broad public records law. most written communications toor from state officials regarding state
business are public records and will be made available to the public and the media upon request.Your email message may, rw
therefore,be subject to public disclosure.
�
From: Scott Fraser ] �
�
Sent Thursday, K�archZ1 ZU191UUPK�� ' � �0
To: Collins, Robert
�c� Harris���und|, 3usan (�
Subject: RE: FMArP]'U4'FLZU16'U13, CityofKeyVVest, ZU16DuncombeMitigation/Reconstruction "r
Contract Execution -r
�
Bob, '4
Ur
The City didn't execute the agreement. Following Hurricane Irma, and the depletion of our reserve
funds, the City isn't able to reimburse homeowner costs and await reimbursement from State/FEMA CL
mitigation funding.
U_
For the one FMA grant that was awarded for 2016 Duncombe, the City was in contact with floodplain 3:
management staff with Monroe County to see of the sponsoring agency could be changed to the
County, which isin better financial shape to fund such advances.
My latest conversation with the County regarding this grant was on March 1, 2019vxith:
3
Christine Hurley, /UCP
Assistant County Administrator
Monroe County
Z79O Overseas Highway
Marathon, FL33USU
3052892517 ~
Sew
Scott Fraser, CF[VI - F|oodp|ain Administrator
T: 3O5-8O9-381O | | X
From: Collins, Robert
Sent:Thursday, March 21, 2019 12:23 PM
To: Scott Fraser
Cc: � Harris'Cound|, Susan �
Subject: FMArP]'04'FL2016'013, City of Key West, 2016 Duncombe Mitigation/Reconstruction Contract
Execution
Mr. Fraser, oc
I'm just sending a friendly inquiry to find out the status of the contract execution for the above Flood
Mitigation Assistance (FMA) contract between the City of Key West and FDEM. My records show that vxe
sent out the contract for execution on 9/18/2017. 1 am also aware of your most recent exchange with
Ms. Harris Council regarding the funding and advance issues. Any status information would be greatly
appreciated. Please let me know if there is anything | can doto help in this regard.
Thank you, ~�
�
Bob
C14
Bob Coffins @
Mitigation Grant Manager Florida Division of Emergency Management �
Bureau ofMitigation 4-
0
2555Shumard Oak Blvd.
Tallahassee, FLS2S99-1718
Direct Line: (85D)815-455S
�
�
<ima8e084jp8> LL
Please note Florida has a broad public records law. Most written communications toor from state officials regarding state
CL
business are public records and will be made available to the public and the media upon request.Your email message may,
therefore,be subject to public disclosure.
LL
3:
LL
4