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Agreement No. A0037 07/17/2019 pcouRi�11fc •°°°° ° Kevin Madok, CPA 14 N ,_ Clerk of the Circuit Court& Comptroller—Monroe County, Florida DATE: October 2, 2019 TO: Jeff Manning, Sr. Planner Emergency Management ` 1 FROM: Pamela G. Hanco' ��I.C. SU$JEGT: July 17th BOCC Meeting Enclosed are two duplicate originals of the following item, executed on behalf of Monroe County, for your handling: C7 Agreement with the State of Florida, Division of Emergency Management concerning an Emergency Management Preparedness and Assistance Base Grant(Agreement No.A0036) in the amount of$105,806.00, fully grant funded with no county match; and authorization for the County Administrator to execute any other required documentation in relation to the grant. Please be sure to return a fully executed original to this office once signed by the state. Should you have any questions,please feel free to contact me at ext. 3130. cc: County Attorney Finance File KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING 500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070 305-294-4641 305-289-6027 305-852-7145 - 305-852-7145 „Agreement Number: 40031 STATEFUNDED IGRiAGREEMENT ➢S.:aGREEMENT is entered into by Lie Slate Florida,Divus[i n (.,;i Emergency llf ianagemen t„ wall headquarters in Tall 'hasseen Flol ii a thereinafter-referred lea as the°` viiSinnr)),and Elul woe County, thereinafter Ireferred to as the 1"'Re piier ). �g p 7�® �q,'p p �p�g�� 7�� {��p�s ll 1S:/GRE EN�l SS ENTERED�tl IERe m�v INFO Iio:!td;�Ee ON THE FOn O NG .9 AE RISEN E. ONS: The Recipient represents ur:l..;;it its fully equal t l ed and el-able raceme`.r,:ese grant funds t prwiride the seavices identified Therein.;and a The Division has received these grant funds from the State of Florida and has•itoe aufgactity•co subgral,r these funds to IIr a Recipient upon the terms and(conditions(below and C_ The Division has statutory authority I to ca,isburse.the funds under this Agreement THEREFORE,the Division and the Recipient agree to the felloWing: (1 LAWS,RULES,lREGULA !IONS,AND(POLICIES a As required by Section 211I.9f1((1)),Florida Statutes,this Agreement includes: i. A;provision.specifying a scope&wworik Mat clearly.establishes the tasks that the Recipient is:required to perform. ii. A;provision(dividing the agreement into quantifiable units of deliverables that must be:received and accepted in writing by the(Division before payment Each deliverable!must be directly related to the scope of work and specify the required i inimum level of service to be•performed and the criteria for evaluating the successful,completion plefion of each deliverable_ Till. A provision specifying the ifinandial consequences that apply if the Recipient fails to perform the Minimum level of service required by the agreement. iv. A provision specifying that the Recipient!may expend funds only for allowable costs resulting from obligations incurred during the spedmed agreement period_ v. A provision specifying that any balance of unobligated funds Which has been advanced or paid must be refunded to the'Division. vi. A provision.specifying that any funds paid in excess of the amount to Which the Recipient is entitled under the terms s and conditions of the agreement must be refunded to the Division. b. In addition to the foregoing,the Recipient and the Division shall be governed by all applicable State and Federal laws,rules and regulations„including those identiified_in the Scope of Workk (Attachment B). Any express reference in this Agreement ent to a particular statute, rule, or regulation in no way implies that no other statute, rule„or regulation applies. 1 I T.M.1 (2))) !.(oi i iI;'CT a_ lin,,:.rr(erto ,0;-.nce with Settion 2 E7f;((2))n Floridaites„the D'i iiision'S Grant azarregertheiri be Iffewandible;kr aegbrtinalm- i wi ce ffthiis,/ reernerriifet tErtItilliS and Candiifonsand Shall serve as the 11131Migingli IIGaisn ,fl d1 i the Reti. T ent_ ,As part Doff ilhiiigher didiliies„the Grant e er i$nr the TISOen shall: r_ I �DrT1 we and document I et'plieni ii i..,i «-'-,;ana Review and document all dative;,.iroi!ass lflorvith1Odh the Redfpient iregueSis payment. It The IDiiaaion's Grant Manager.i+or this,Agreement Ts: Michael Day 2555 Shumard Oak IBonievartd Tallahassee,Florida 32 Telephone:100 )815-4345 Email:Midhael_Dav@em mvtlori da com c. The e name and addres iofthe representative&f the Recipient responsible for the administration Of this,Agreement is: Martin Senterfitt 490 63rd ST Ocean, Suite 150 Marathon, FL 33050 Tele,Phone: (305) 289-6065 Email: Senterfitt-Martin@monroecounty-fl.gov d. In the event That different representatives or addresses are aiesignated by either party after execution of this Agreement notice(of the name,title and address of the new(representative will be provided to the:other ipally- (3) TERMS AND CONDITIONS This Agreement contains all the terms and conditions agreed upon by the!parties. (4) EXECUTION This Agreement may beexecuted Fin any number of,counterparts,any one of Which may be taken as anoriginal. 2 (( ,)) I,PODOIRIChIIIIKON Eiiffrharue,.-Ay may li.i:> nett Innotific ltamn«0)`the ipro iiSiionsoftlfhis 1,a;Teeanedt.. Changes tzfr fi th are ag ;:sa1i1 upon Shall be wand orillymben Iglu' iiti rig,sign:in by eatih e tt}he!parties,and atiadned the 0d]Of this Ai.rearnent. (r°) SCOPE OF WORK The Shall ,e". oi�ent Sha 'perfo hew work!in a000rrdancaa v :"11 tthe,11', a,et(A'ttachrnenitA)and Sops of�lYl�'!-,�q��/�,oitk(,A or tmenit i o),of lirids Agreement. reern (7) PERIOD OF AGREEMENT This is,Agreennernt Shall'begin July 1.m 2019 upon execution by bdtilli I.or rues and`shall end,on June 30,20210,unless terminated earlier in acco 'ans e :/TI11,1;Ire provisions of;Paragraph((1'6)) TERMINATION_ in accordance viith Section 2152°71(1)(dt Florida Stabtes, Redipienrt irnay expend funds all iv,on ed by I 'is Agreement"tonly for allowable coats Inesailting from Obligations incurred d during' the period of agreement. (8) FUNDING a. This is a cost-reinribursemeritAgreement stilted to the availability of funds. Ib_ The State of Florida's performance and'obligation to pay under this Agreement is contingent upon an annual appropriation by the.Legislature,and sub ect to any:modification in accordance With either Chapter 216„(Florida Statutes or the:Florida Constitution. c. The Division will reimburse the Recipient only for allowable costs incurred by the Recipient iin the successful'com,pletion of each deliverable. The maximum makimum rei I'burse ,ent amount for each deliverable is outlined iin the Budget(Attachment A)and Scope of Work(Attachment Et).The maximum reimbursement amount for the entirety of this Agreement is$105,806. d. The Division will review any request for reimbursement by comparing the documentation provided by the Recipient against a performance imeasure,outlined in Attachment A and Attachment C,which clearly delineates: ii. The required Minimum acceptable level of service to be performed;ed;and, The criteria for evaluating the successful,completion of each deliverable. e. The(Division's Grant Manager,as required by Section 2-15.971(2)'(c),Florida Statutes,shall reconcile and verify a'II funds received against all funds expended during the period of agreement and produce a final reconciliation,report. The final report must identify any funds paid in excess of the expenditures incurred by the Recipient if. For the'purposes of this Agreement,the term"ii ,proper;payment"means or includes: ii. Any payment that should not have'been made or that was made in an incorrect amount(includiin.g(overpayments and underpayments) under statutory, contractual, administrative,,or other legally applicable requirements;and, 3 iii. Any;far ytbne,'11t IItor am i l iilbie flees„any ipaynrnerittf rain iinatigiIle ii' CORM OF SEIfop De„a,.n��.,,��yycttlu „te iila :,,/rnj eni�,n�,,T'ny ipa 'nentlfor,.«aa,�arµroriap,e,,i,S i ice IRntl'Tensity,� =a'((except i ai sett IIa II t \GlYII'�gere an'tlitlllD'Inn edEby IIIeW),any;payrn'ent tftnat does Inuit a 'inn Fltifor( K 'iiUs� dISCIT nrndn„and-a>any 1payrrnentt mere insufficient or Ilia&of itbr ocumea i ir:i on;prevents a[reviewer fromm dIiscerniing wThatttera paymneriit was proper_ :g_ As I''-'Q;aired by the!Reference Guide i i e r Slate .;,a.� ilitaun n Ireirribu semnent for travel 'must be in accord iiltn Section 1 ' _IE1,.Florida suites_ The Retipierit must submit submission blithe iclaim on either their Ilotel travel vouther with snow ling idocumeaalr:rI en;anvil Their-Roca travel pnilicy,or,oro The approved tr travel voucher_ (9,) RECORDS a_ As a condition Of iFeceiVing state financial assistance,and as(required by Setfions 2 G55'(6)( )and 215_97(5);(b).,Florida Statutes,;wile Division,the iChief(Inspector General of ir, a Stale of Florida,it ie Florida Auditor General,or any of Their atithorized(representatives,Shall enjoy;r le tight of access to any documents.,financial statements,;papers.,or Other records of The iRedipient Width are pertinent to This Agreement,in order to make audits,exarninations,excerpts,and transcripts. The:night of access also includes timely and reasonable access to the(Red pien1s personnel for the pu ;a• .- of lintenaiew and;discussion related to such documents.For The e purposes of this section,the term'.Recipient' includes employees for agents,including all subcontractors or consultants to be paid from funds prodded sunder this,Agree ent.. b. The Recipient shall maintain,all records related to this Agreement for the period of time specified in the appropriate retention schedule published by the Florida Department of State. Information regarding retention schedules can be Obtained at: ihttp Ydos_myiflorida co ilibrary- archivestrecordsmanagement/general-records chedulesi. c. 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))all meetings of public boards or comniisSions must be open to the public;(2) reasonable notice of such meetings must be given;and,(3)) Minutes of the!meetings(must be taken and promptly recorded. The mere receipt of public funds'by a private entity,standing alone,is insufficient to bring that entity within the ambit of the open government(requirements. However,the Government in the Sunshine Law applies to private entities that provide services to governmental agencies and that act on behalf:of those.agencies in the agencies'performance of their public duties. If a public agency delegates the performance ance of fits 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 tire department provides firefighting services to a governmental entity and uses facilities and equipment purchased with public funds,then the Government in the•Sunshiine'Law applies to board of directors for that volunteer fire department. Thus, to the extent that the Government in the Sunshine Law applies to 4 titre Red+,' ied based upon the funds bi,':-.'(i underthis,DV, ! rrNel'rll�„the!IIIIIF.GS:W!I. s Itf�li;;::f«IIb).FS71'IILL� (0ore!rnrrila Ito i(o) al oaths ::.1"fings of bI7 mina e'making lib titre(mtai';: 111 'ioiro..: tai !mr!ay be sulked Fl M omen government uri:{a;uirememits_ These ese meetings. Lth Ibe;puibiliit y nut „,Dglen do the pato,,:.nd•tlthe Minutes rib elite IltneEitings Shall 1!0 10,,bt7 c grecgoiK avallatei the a *- Teen CIh ,0)11: 11119,„Flo, _ • d. ;Fititiides Puiolis Records taw 1proVides a tight ofa to the ireoomiiis etaMate and lima ,a vemnmemits as wall as to private entice a laidng on their lbetriallf. Unless specificail4 exempted from disclosure by the Legidature,ill!rnaterials!made for'received by a governmental agency(ore ipiirvate ' ti y acting on behalf of stern an as-nc jy iin c orlrgundtion Wan officlail business Whidh are used uu« C0' taste„communicate,or ii rmalize ilenooledge qualify as(public rrecords stilted lig Obit!u The mere receipt of public Funds by a(private entity,standing alone,is ins' i}cient.to bring'It,,.t entity Within the aught of ,lee';public record requirements. However;men a peblic:entity delegates a;parib'lic ndtion to a;:o - allay,the records generated by the!private entity s!performance of that d ;become ;public records_ Thus,the nature and scope of the serraiices!provided by a;private entity determine Whether filial entity is acting on behalf of a public agency and is therefore subjedt to the requirements ofFlorida's Public Records Law. e. The Recipient shall'maintain all records for t e;Recipient and for.all subcontractors or • consultants to be paid from funds provided!under this,Agreement,including documentation of all program costs,in a form sufficient to,determine compliance vruith the require eats and objectives of the Budget (Attachment.A)and Scope of Work(Attachment B)-and all Other applicable!laws and regulations. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 1'19, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: (850) 815-4156, Records ca em.myflorida.com, or 2555 Shumard Oak Boulevard, Tallahassee, FL 32399. 00;) AUDITS a in accounting for the receipt and expenditure of funds under this Agreement, the Recipient shall follow Generally Accepted Accounting Principles(("GAAP")_ As defined by 2 G.F_R. §200.49, GAAP'has the meaning specified in accounting standards issued by the Government Accounting Standards Board(GASB)and the Financial Accounting Standards Board(FASB)" b. When conducting an audit of the Recipient's performance under this Agreement,the Division shall use Generally Accepted Government Auditing Standards("GAGAS"). As defined by 2 C.F.R.§200_50, GALAS„"also known as the Yellow Book, means generally accepted government 5 auditing Standards issued iby the Corn ui rr r General cif the Dui;n-,i;Sty„Tiihii;dh are applicable b e t rrie racial auditts n' C. [Warn audit shows total.ill for any porton of the buds disbursed unit eta;-nit inn accordance\ugh the conditions of id i;ns !°: reertnen ,tbe Retipienit shall be bald Illi lle>'ffor rhairmilbursement tit a, the Division of ail(funds irndt spent in accordance with these applicable(regulations and;'greemnent ,,,Invisiorisltittain thirty u ays aiiifer cra ne i!r ivisioa has rum ed the Recipient of sni th non-uamrrlpl race. d. The Re¢hj iadt that have ail audits completed by an independent auditor,witiithins defter]in Semen 215.2712);(iq),Florida motes,as'an independent certified public accountant licensed ,under tapter473 ; iindepe 0 0 em tauditorShall .-te twat-the audit co npli-(01 with The applica0;e provisions noted above. The audits mutt be received by'fl' a Division no Il.re-r than rnnne Irmo+i, is ifrom ,e:e end of the Recipient's fecal year. e. The Recipient shall send(copies of reporting 1packeges required ender this(paragraph (directly to each of the fdilowing: in. The Division off Emergency Management DEMSingle Auditem.mvflorida.com DEMSingle ,Auditi@errumyflorida.com OR Office of the(Inspector General 2555 Shumard Oak Boulevard Tallahassee,Florida 32399-21100 ii. The'Auditor General Room 401„(Claude Pepper Building 111 West Madison Street • Tallahassee,Florida 32399-1450 (11) REPORTS a The Recipient shall provide the Division with quarterly reports and a close-out report. These reports:shall include the current status and progress by the Recipient and ell Sub-Recipients and subcontractors in completing the work described in the Scope of Work(Attachment B)and The expenditure of funds under this Agree ent,in addition to any other information requested by the Division. b. Quarterly reports are due to the Division no later than forty-five(45)days after the end of each quarter of the program year and Shall be sent each quarter until submission of the administrative dose- out report. The ending dates for eadh quarter of the program year are September 30,December 31., March 31„and June 30. c. The Form 5-Close-Out Report its due sixty(60)days after termination of this Agreement or sixty(60)days after completion of the activities contained in this Agreement,whichever occurs first. 6 di_ If all required d reports and co lies are hm!ot sent Km the ID ion(glare unlit competed in a Enanner astable to the Divusiron„00,1 a O<iVi ion may ��pvnREMEDIES.ittituitd 18iu b er;payr me uumi t theyrpare Boa p ;-a'por„may lake 4l'NIIIIS actin ass'"IIC'sit .0 ha(Para, r"'ph((Illa'77J1 m A WOK:a'tt%POY C the ILL.71 4a !g�means It hat the work produutitinras wmm l tad iin ate:., ance\arch the Ir.,utilget and' •:1«l0 0,;-lofliVolk e_ The Rec piemit shall prattle. ddiifional i o, (a yarn ar00aftes for information that!may be uregnir d!;ey the'hr ivis lion. t The Recipient.shall;0,3 ande addi klional!mom{ ,and info natrem identified in the(Quarterly Report (Attachment D). (12) MO' CORING a. The Reci{a,erat wall!monitor its performance under this.Afire m emit„as well as that of iirts adboortre an dioromnsi:altahts'who are paid from funds proved under this!?_greemerat,to ensure that time schedules are being!met,the Schedrile Of Deliverables and Scope of Cc":ark are(being accomplished within !r,re specified time periods,and other performance gcoals are being achieved. AA review shall be done a;e r each function or activity in the Budget(Attachment.A)and Scope of Work(teach erit B,)to this Agreement and reported in the Quarterly Report(Attadh 1 ent D). b. In addition to reviews of audits conducted in accordance with paragraph((1%AUDITS above, monitoring procedures may include,but!not be limited to,on-site visits by Division staff,(limited scope audits,or other procedures. The Recipient agrees to comply and(cooperate with any'monitoring procedures/processes deemed.appropriate by the'Division. In the event!that the Division determines that a limited scope audit of the;Recipient is:appropriate,the Recipient agrees to(co pity With any additional instructions;provided by the Division to the Recipient regarding such audit The(Recipient further agrees to comply and cooperate With any iinspections, reviews,investigations or.audits deemed necessary by the Florida Chief Financial(Officer for Auditor General. In addition,the Division Will monitor the;performance and financial management ent by the,Recipient throughout the period of agreement to ensure timely completion of all tasks. (13) LIABILITY a Unless Recipient is a state agency or subdivision,,as(defined in Section 768 28„Florida Statutes,,the Recipient its solely'responsible to;parties it deals with in carrying out the terms of this Agreement and.shall Ihdld the Division harmless against all claims of Whatever nature by third parties arising from the work performed under this Agreement. For purposes of this Agreement,(Recipient agrees that it is not an employee or agent of the Division but is an independent contractor.. b. Any Recipient Which is a state agency or subdivision„as defined iin Section 768..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 party to which sovereign immunity applies. Nothing herein shall 7 Ira.-(Aran o -cu,as(consent by a Slate;«ta • or salbrilivition oftthe of Florida limy IIc-sued b7third itor�;ES in any!matteraniting mitt ofthis;«.o;moment. (14)) DEFAULT Ill any of the ifollowing(events(occur(Q"E`orris of fau llt�j„an(Obligations on tyre partt of tlhe Ditition tto make further payment of ff u nnds st llln i F'The TAVition sleets,tte raliina'r-and the InhiltiDli has tire melon to exerdise:any of ills remedies set;{a,It in Paragraph((115)REMEDIES_ IIloweve.The 'tiiVisaoru may mike payments or,a- n.:l ice 1,,.ants after any Events!of Defauflt Itowit waking the aright;mm•exerotse suer +rernedie5,and Withontbecoming(Diable to'make any further ipaym a_ if any warranty ,;m resentaiion made Witte Redipient in this orany;preaiuonts agr eement'with The Division is or becomes false or imnflsleading in any reepedt,or if the Recipient fails Ina, keep or perform any Of the,o`bligafions,terms or o enants in this Agreement nor any previous agreement With the Division and has.not cured them in timely fashion,or its unable or Eunvilling to meet its Obligations under this Agreements b. If'materiel adverse changes occur in the fnnandial condi;inn Of the(Recipient at any time during the e period of agreement,and the Recipient fails to cure this adverse change within thirty(30)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!subrhitted With iincorrect,incomplete or insufficient information; d. If the Recipient has failed to perform and complete on time any of its;dbligallons under this Agreement. ((1 )) REMEDIES If an Event of Default occurs,then the Division:shall,after thirty((30))calendar days written notice to the Redipient and!upon the Recipient's failure to cure Within those thirty((30))days,exercise any one or more of the following:remedies, either concurrently or consecutively: a. Te r r r'inate this.Agreement,provided that the.Recipient its given at least thirty(30)days prior written notice of the termination. The notice shall be effective When(placed iin the United States,first class mail,postage preipaid,by registered or certified mail-return receipt requested,to the address in paragraph ((2))CONTACT herein; lb. Begin an appropriate legal or equitable action to enforce performance of this Agreement; c. \With'hold or suspend payment of all or any;part of a request for payment; d.. IRequire that the Recipient refund to the Division any monies used for ineligible purposes under the flaws;,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 Recipient to determine the reasons for or the extent of non-compliance or lack of performance:, (III_ issue a written N11YanniIIQ11 (rpm ailhmise iiri r at ImnD SBITI 1 s may ibe taken Illf the S Milne fl fl I Indt hi l_ a ilVise the;i"eci nevi t Iwo suispend,discontinue or!refrain fawn tricurring, for any oft-Mites bin questronn r require the Recipient rlreirriburse the 'Madan-for amnowrrit ofoaf imicin+:;;�,ar for any items deteirarriined to be iineligible; Exerbise any other rights or Ire(eedies werfidh irnay be able!under lew_ Pursuing any&ttae above remedies Will irndt stop The IDiziision fin pursuing any.Other!remedies in this Agreemneaat or e •vided,at Rawer in aq?H y._ tithe i'fivisian wives any'irirgfht or remedy in this ,Agreement or fails to insist on stair"performance by mile Recipient,it 'net affect„extend,(or waive any (other aright cr remedy of the Diversion,,or affect'r pe litter exerdise of the same[=Ir+a;'ht or medy by ito e Division for any iother default by at,e ti"a pierL ({i )) LlRMlNA iION a. The Division may tern ninate this.Agree eriit for cause after thirty(30)days written data (Causer can include Misuse Of funds,fraud,,(lack of compliance\With applicable �'les,laws and regulations, failure to perform on time,and refusal by the Recipient to ipennit public access to any document paper, (letter,or(other material subject to disclosure under(Chapter 119,Florida Statutes_,as amended_ b. The Division,may terminate this Agreement for(convenience or When it determiines,in its sole (discretion,that continuing the Agreement would nt produce beneficial results in line with the further expenditure of funds,by providing the Recipient With thirty((30))calendar days priorwritten notice. c. The parties may agree to terrninate this Agreement for their'mutual,convenience through a written amendment of this Agreement. The amendment Will State the effective date of the termination and the procedures for proper Closeout of this Agreement. d. In the event this Agreement is terMinated,the Recipient Will not incur new obligations for the terminated(portion of this Agreement after the iRecipient has received the notification of termination. The Recipient Will cancel as many outstanding obligations as possible. Costs incurred after receipt of the terrnination notice will be disallowed_The Recipient:shall mot be(relieved of inability to the Division because of any breach of this Agreement by the Recipient. The Division may„to the extent authorized by law,withhold;payments to the Recipient for the purpose Of set-off until the exact amount of damages due the Division from the Recipient is determined. (17)) SUBCONTRACTS • if the Recipient subcontracts any of the work(required under this Agreement,a copy of the unsigned subcontract must be forwarded to the Division for review and approval before it is executed by the Recipient. The Recipient agrees to include in the subcontract that(0)The subcontractor is bound by the terms of this Agreement, (ii)the subcontractor is bound by all applicable state and federal laws and regulations,and (iii)the subcontractor shall hold the Division and Redi.pient harmless against all claims of 9 W.thatever nature angina oni t of the siuibco itracltort 1,0:r+,ommance&work order this Agreement,nwe)the ce itenit allowed and iregUiired iby taw. The Recipierdt shall document iiurn the qua dreport the s nhco itraftefs!Im fo ressIIIn i;m w iim,..; irag its work under this A,gree.'rrnent_ ;For ead'h su ibooritrattt„the Red-intent shall IproVide a written staff to the Ott ilsion as lmm\ h ler ;f, sUboorittattor its a minority Iciness(enterprise,as defined in Se;c iUn 2 :.7/85n ;:; c11tes -1;:) TTACH\'1ENTS a. A l attachments to this Agreement are incorporated as if set cult tfuilty b_ in the event of any inconsistencies or conflict between the Ilan uage of f^greement and lane.tt nrrehts.,;i1,;a llarngnuage cof;r e.attachmerits shall control,but,only Ito the extent of:aka confider inconsistency_ cc_ This Agreement has the fdlloWing chmedts_ Eaibit I-Fundirng Sources Ektribit 2-El 'Director or IPart-ttime(Coordinator Certitic;r o,n and Compliance With Rule 27P l.9,,Florida Adrriifistrative Code and'Chapter 252,Florida Statutes Attachment A—Proposed Program Budget Detail'Worktheet Attachment B—Scope of Work Attachment C—Allowable Cost and Eligible Activities Attachment D—Quarterly Reports Attachment E—Response Capabilities Attachment F—Hurricane Shelter Retrofit Attachment C—Recovery Capabilities Attachment H—Certfication Regarding Debarment Attachment I—Justification of Advance Payment Attachment J—Warranties and Representations Attachment K—Statement ent of Assurances (19) PAYMENTS a. Any advance payment under this Agreement ent is subject to Section 216_181(16),'Florida Statutes. All advances are required to be held in an iinterest bearing account if an advance payment its requested,the budget data on which the request is based,and a justification statement shall be included in this Agreement as Justification of Advance Payment(Attachment I)_ Justification of.Advance Payment (Attachment l)will specify 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. b_ Invoices shall be submitted at least quarterly and shall include the supporting documentation for all costs of the project or services. The final:invoice shall be submitted within forty-five(45)days after 10 ere levitation date of the agr ( '3gpllan l ftl(ofany+�I�1'Ir4J191iR rn©es1a the sub11 lof quanta-1V imbibes Shall be uitnanfi Lz.,4;dote ilnti t;11:1 •er as part of RedipienifS quantal" inn as referenced ;para ph\ "{1)RE1O; TS n •,',(9;reamed. • effy !ninth are met available to fund this as a msullt Fattima by.r�F e United States Congress„the I feral Office of Management and I;midgating,ii a State Chief IFFinnannial r,or under parag> 4 armf mans 9 g Befft sham-:nti.e 'on uNI, (13f'iiiie,D' an:We!n' elteany further mr nt Hof fonds Shan ten ninate,and fir:1 a Rebipient Shall submit it tits dos nut':: a„e,.,; iirn tau days of receiving=I k from um e 1Di ion_ ,(20)) REPAYMENTS All!refunds cor rep\;!t,,,emits due to the Division under this ,at,•reement are to be made;payable to 'it,e order of'``Division of Emergency Management,'and mailed(directly to fir,a Icillowing address: Division of Emergency Management Cashier 2555 Shumard rd Oak Boulevard Tallahassee FL 32399-2100 In accordance with Section 21.S:34(2),Florida'Statutes,if a check or other draft is returned to the(Division for collection,Recipient Shall pay the Division a service fee of$15.00 or 5%of the face amourit'of the returned check or draft,Whichever is greater. (21) MANDATED CONDITIONS a The validity of this,Agreement is,subject to the truth and accuracy of all the information, representations,and materiels sub fitted or provided by the Recipient in this Agreement,in any later submission or response to a Division request,or in any submission or response to fulfill the requirements of this Agreement All of:said information,representations,and materials is incorporated by reference. The inaccuracy of the sUbrnisSions or any material changes Shall,at the,option of the Division and with thirty(30)days written notice to the Recipient,cause the termination of this Agreement and the release:of the Division from all its Obligations to the Redpiient. b. This Agreement shall be construed under the laws of the State of Florida,and'venue for any actions arising out of this Agreement:shall be in the Circuit Court of Leon County_ if any;provision of this Agreement is in.conflict with any applicable statute or rule,or is unenforceable,then the provision Shall be null and void to the extent of the conflict,and shall be severable, but shall not invalidate any other provision of this Agreement c_ Any power of approval or disapproval granted to the Division under the terms of this Agreement shall survive the term of this Agreement. d_ This Agreement may be executed in any number of counterparts„any one of which may be taken as an original_ e_ The Recipient agrees to comply with the Americans With Disabilities Act(Public Law 101- 336,42 U.S.C.Section 121;01 et seq..)„ which prohibits discrimination by public and private entities on the 11 1b7 ns of nbi i bit iin errnployMiart public acco it .417.4..5„braim t i i1„:Siz ile and!llocal ei a rerai el se, „and irT4eeomr mu nicattions_ if V. 8Ui o;rs,aaod Ree niemits AVAIIo have been rigeEedi Gill tifftie Stitt 01:14111ll +led\verudor(list fob o, 'i0,a eon ffiion(;(o,r a!public wilily crime Cr en the Slate disciriirm ii (0) f vendor Mitt may root submit a(bid Gn a QEao tt fl*pro Vide any goods or se i a public blliic •mildly„rimy eat su baron a bid d a corriftratt with a Ior irC i!mrliti,;econstrudien(or lme irefapri..;itibuidinger!public rani;!; may hot a lb tit I.7dis on (leases&mail l(property to a public en w ;� may.not be awarded or iperfonnro work as a contra I.r,sup,pler,, sdbcon radio,(or consdltarit under a; ntratI th a paint.emitity„and may ini0;ii transedt(business with any i;o.iicei11ini;'iin excess Of „'01. 0,.1 for a;e,-IT e,«iot 1. montbsfromthedattecot!beimglplacedeathe convisited vendor(list eren the discrianina'tory vendor Mitt. The Ronda IDe,;o,..I"a emit;a,;Management Semites maintains c ae convicted vendor lust at intios immdansJrn toridalcomibusiness -o ltiiannsr/staff curt hasinq tale agency resourcealvendor T edistrafion and vendor iiistalconvidted vendor (list„and e discri n t inatory vendor(list et Ihtloslimmilmsnnyfloridacomibutiness operations sttate purdhasin:e'stele agency resourcestvendor r egrstration and \vendor fistaldiscrirriinatory vendor Mist g. Any Recipient which is not a local government or state agency,and Which receives funds under this Agreement from the:state government„certifies,to the beat of its!knoviledge and!belief,that it and its;principals: Are mot presently debarred,suspended,proposed for debarment,declared ineligible,or voluntarily excluded from covered transactions by a federal department or agency as indicated by IhttpsJ// nv_sa gov/; Have not,within a five-year period preceding this Agreement been convicted of or had a civil judgment rendered against it 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 erribelement(theft,forgery,bribery, falsification or destruction of records,,making false statements,,or receiving stolen;property, 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((21))(g)(o)of this certification;and iiv. Have not*(thin a five-year period preceding this Agreement had one or more public transactions(federal,state or(local)terminated for cause or default. if the Recipient is unable to certify to any of the statements iin this certification,then the Recipient shall attach an explanation to this Agreement. IN ADDITION,THE RECIPIENT SHALL SEND TO THE DIVISION(BY EMAIL OR BY FACSIMILE TRANSMISSION)THE COMPLETED"CERTIFICATION REGARDING DEBARMENT, SUSPENSION,INELIGIBILITY AND VOLUNTARY EXCLUSION" (ATTACHMENT IH)FOR EACH 12 III I ENDED .1CONTRACTOR THAT RECIPIENT ', ;S TO FUND UNDER THIS GR ' li... ll<il liF eRI0 1J17JUSI IIr,E RECEIVED!ft;1 THE;E ' (311F,E THE RECIPIENT ENTERS INTO CONTRACT WITH ANY SU:CO ''ACC, CDR.. Ih. ire Stele of I lorida's parbmmance and Obligation to pay under tills:.greeraneratt its contingent upon an annual appropriation by the L{:J itslalhuna and subs jest lto,.;ny modification iion in aocordance with Chapter216„(Florida Stables.,CT the Florida Con ltution_ i_ /Al'I!bills for fees or other compensation;I or seraruces or expenses Shall be subm tilt z.re in dill sultiderit fora proper pc audit and;post-audit there& jj_ ,Any bills for travel expenses Shall be saubr iin r—+d:iin arpotitiance ittn Section 112 ,Florida Ik_ The Division reserves the aright to!unilaterally cancel rl is,Agreemerat ion the:Redpient refuses to allow;putblic access to all tdocumnents„ pers„letters or Other materiel subject to it,t e provisions of Chapter-I1719,,Florida Statutes,Which the,Recipient created or received under this Agreement IL Ilf the Recipient is allowed to temporarily invest any advances cif funds under this Agreement„ any iintereat income Shall either be returned to the'Division or be applied,against the'Division's oblige e n to pay the contract amount 1m. The State of;Florida will not intentionally award;publidly-funded contracts to any contractor Who(knowingly employs unauthorized alien workers„constituting a violation of The employment provisions contained in 8 U_S'C_Section 1324a(e)I[Section 274A(e)of the Immigration and Nationality Act((�:lNA,)]. The e Division:shall consider the employment'by any contractor of unauthorized aliens a violation of Section 274A(e)of the INA. Such violation by the Recipient of the,employment provisions contained in Section 274A(e))of the INA Shall be grounds for unilateral cancellation Of this is Agreement by the Division. n. The Recipient is subject to Florida's Government in the Sunshine Law(Section 286:011, Florida Statutes))With,respect to the meetings of the Recipient's governing board or the meetings of any silbcomMittee making recommendations to the governing board. All of 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 o. All expenditures of state financial assistance shall be in compliance with the laws,rules and regulations aapplicable to expenditures Of State funds,,including but not(limited Ito„the Reference Guide for State Expenditures. ip.. This Agreement may be charged only with allowable costs resulting from obligations incurred during the period of agreement. q. Any balances of unobligated cash that have been advanced or paid that are not authorized to be retained for direct program costs in a subsequent period must be refunded to the State. r. Section 287.05805, Florida Statutes, requires that any state funds provided for the purchase of or improvements to real property are contingent upon the contractor or political subdivision granting to 13 the s'taite a seam-4 iftetarest in the i;o,.!e„o= ,r at deist"0 the amount&Stale funds;le�ra ndled lffr at IlleaSt 5 yePrs from the dateofla, « .. r ltlhe oz'Arrgplaf ion(Q)i lthe Tim ayfem irdS.or as ifurther toquirred by lllaw. S. ,u the Division may„ itsoiii n terirritrate,Id I e Corntradi the Cat 9s found to!have suibmitted a false certification as(prow ided under,Section 2.71.13515),Florida: „or been;plate on the Scradir ized!Cormlpanres\vith Attifriities in Sudan!List or' SCrilfirifized Companies the Iran IDetrdleurn Energy:Setter List or(been engaged in Ibusirness roe ;ons m Qui on.or Syria„or Icro:have been kOi -oat on the mini p;Cg omn a)..ruies ho,o:yodtt'Ismail List cor is engaged Ina ,oi(oycallit elf:lsrtael. (22) LOID`TYING ,'D:il 4D.l li>�mON a. S Seen 2i&. 0„Florida Statutes,1;0 ls`"<any drsbursemernt of gramme and aids apple, Tailors pursuant 1.6 a contractor grant Ito any iperson or gm anrzation unless in,e items of dv i I e grant or conitad prohibit the expend in re,cif ifuunds for the purpose of labbbing the Legislature,the judicial branch,or a stale agency:" b. No funds or(Other resources received from the Dilation under this Agreement may be used directly or indirectly to!il, iuence ilegaslation or any other official action by the e Florida Legialaiture or any State.agency. (23) 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. ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION 'WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF FLORIDA. a. If the Recipient has a pre-existing patent or copyright,the Recipient shall retain all rights and entitlements to that pre-existing patent or copyright unless this Agreement provides otherwise. b. If any discovery or invention is develpped in the course of or as a result of work or services performed under this Agreement,or in any way connected with it,the Recipient shall refer the discovery or invention to the Division for a determination Whether the State of Florida will seek patent protection in its name. Any patent rights accruing under or in connection With the performance of this Agreement.are reserved to the State of Florida. If any Ibodks,manuals,annals,films,,or other copyrightable material are produced,the Recipient shall notify the D:iVision. Any copyrights accruing under or in connection with the performance under this Agreement are transferred by the Recipient to the State of Florida. c. Within thirty(30)days of execution of this Agreement,the Recipient shall disclose all intellectual properties relating to the performance of this Agreement that he or she knows or should know could give rise to a patent or copyright. The Recipient shall retain all:rights and entitlements to any pre- existing intellectual property that 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 that accrue during performance of this Agreement. 14 d ff1flthe qualites as a State tart veutity[under Florida illato,„truer%pursuant rivo,settion 1B134.25„Florida SThatutes„any iimenition vnsvei ,imy the emplbyees of the R;v4,1pferrit Shall bacons the sole;iv (04.1.-'1,v of the i!'etiplieritt. Ign Li ease ofininit iiinlY/E4111§3M thart is inventions made JOTS/ by one,or more employees of bothImes Iheatto„Reath party Shall have an rundliViiilled interest in and to sill&Joint inventions. The Iiiihon tha retain a perpetuall bre nINItaxiditErPre ficense,„for its false a Oil:be use of its OrMitlartois of any isiinpaterritea,copyrighted or trademarked] work I., ucts,,devello!e)=-(i;sadly bydie IRetipient ender d1s.A'oe'reeMBIlit for Florida government puhlooses_ (24)) LEGAL;111.11111ftRIZATION. The.1-!eciipievit Gefitifies i4hiat it lhas the legal authority to+receive the faurti4'.under this Agreement and that its governing 13oy has authorized the fexecon and acceptance of NIS 4"\greemenit. The Recipient ellen)certifies that undertigned person lhas the atithority to!Regally exe.cutte and!bind Recipient toii,LO terms of this Agreement (25) ASSURANCES. The Retipient that!corn* th any Statement.of Assurances incorporated as Attadhment K 15 IN liNilITNESSIMHEREOF,theforteslh.;, 111=4 this„,,,,(0!Ineemenit 2,3 Px, vo. RECIPIENT:MONROE COUNTY ,••• ATTEST: KEVIN MADOK, CLERK tmg- By / • AW-14714 -7. :"' Deputy Clerk BY: &LAI" 7—moor Name anti line: Sylvia Murphy, Mayor ROE COU MEV ROVED ORM Date: (--- a I7, PEDR OUNTY FRAINEY FID# 59-6000749 Date ci(7 5/i 5 STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT By: II4 € Name and ii .Jared Moskowitz,Division Director Date: W Z,/? f".- rn c:Jrri ,^40 = `', -71• 1; 16 E3iIBlT I FUNDING SOURCES L ST'°,TE RESOURCES ',a...WARDED TO THE RECIIPOEN !PIP'SUANT TO THIS '',GREEff LENT +CO':''SOSTOF THE FOLLOWING: SUBJECT TO SECTION 211.5_97 FLORID.?.ST,•,TUTES.IFLORIDA SINGLE!'►'MN ACT NOTE: IF THE RESOURCES AWARDED TO THE RECIPIENT REPRESENT MORE THAN ONE ST'TIE PROJECJ, PROVIDE THE SAME INFORMATION SHOWN BELOW FOR EACH STAH E PROJECT AND SHOW TOTAL STAI E HNANCIAL L ASSISTANCE AWARDED THAT IS SUBJECT TO SECTION ON 215_9 'FLORIDA STATUTES. IL STATE PROJECT: State awarding agency: Florida Division of Emergency'Management Catalog cif State Financial,Assistance title: Emergency Management Pre,paredness and Assistance Grant Catalog Of State:Financial Assistance number: 311..953 Amount $105,806 III. 'COMPLIANCE REQUIREMENTS APPLICABLE TO .'STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: List applicable compliance:requirements as follows: 1.. Rule 27P-19, Florida Administrative Code 2. Section 215.97, Section 215.971,Section 252..371-373,Florida Statutes,etc. 3. Reference Guide for State Expenditures 4 2 CFiR. Part 200 NOTE: 2 C..,F_R. Part 200„ and Section 215.97(5)(a)„ .Florida Statutes, require that the information about Federal Programs and State Projects included in Exhibit 1 be provided to the recipient. 17 EXHIBIT 2 EM DIRECTOR OR PART-TIME COORDINATOR CERTIFICATION&COMPLIANCE WITH RULE 27P-19,FLORIDA ADMINISTRATIVE CODE and CHAPTER 252, FLORIDA STATUTES In accordance with the 2019-2020 Emergency:ManagGment Preparedness and Assistance Grant agreement which shall begin July 1,2019 and shall end on June 30, 2020,and to remain consistent with Rules 27P-19.005(4) and(5),Florida Administrative Code, in order to receive EMPA funding, each County Emergency Management Agency shall annually certify their commitment to employ and maintain either a Full-time Director or Part-time Coordinator, in their efforts to serve as liaison for and coordinator of Municipalities' requests for state and federal assistance during post-disaster emergency operations. Pursuant to Rule 27P-19.004, Florida Administrative Code, if the Recipient is a county with a population of 75,000 or more,then the Recipient shall employ a full-time county emergency management director. If the Recipient is a county with a population less than 75,000, or if the Recipient is a county that is a party to an inter jurisdictional emergency management agreement entered into pursuant to Section 252.38(3)(b), F.S.;then the Recipient shall employ either: • An Emergency Management Coordinator who works at least 20 hours a week in that capacity;or, • A full-time director. I,,__Shannon Davis-Weiner (Name)certify compliance with the aforementioned requirements for the 2019-2020 Emergency Management Preparedness and Assistance grant program. Monroe:County (Recipient)has employed a EM Director (EM Director or an EM Coordinator) pursuant to Section 252.38(3)(b), Florida Statutes. I, . Shannon Davis-Weiner also certify that I am the official representative for Monroe.County (Recipient)and have authority to bind. Monroe County (Recipient)to this certification of compliance: Signed thy: Printed Name: - Shannon Davis-Weiner Title: Deputy Director Date:; /Oft IR Phone/Email:(305)289-6012,Weiner-Shannon@monroecounty-fl.gov 18 ATTACHMENT A PROPOSED PROGRAM BUDGET DETAIL WORKSHEET The Recipient shall use the Emergency Management Preparedness and Assistance("BAP "))Trust Fund monies authorized by this •;reernent in order to oomplete the tasks outlined in the Seripin of iork (A ment B). The'Proposed Program Biallget Detail Worksheet'serves as a guide for • the Recipient and the Division during the paw of the tasks outlined in the Scope of Work(Ati d mr nt Prior to execution of this Agreement,the Recipient shall complete the Proposed Program Budget Detail Worksheet listed below. If the Recipient fails to complete the Proposed Program Budget Detail Worksheet„then theDivision shall not execute this Agreement After execution of this Agreement,the Recipient may change the allocation amounts in the Proposed Program Budget Detail Worksheet.' If the Recipient changes the Proposed Program Budget Detail Worksheet,then the Recipients quarterly reports must include an updated Proposed Program Budget Detail Worksheet to reflect current expenditures.. µ .ectpient Agency •s ategory Allocated FY 2019-2020 Emergency MONROE COUNTY Operational $105,806 Management Preparedness and Equipment Assistance Grant Training Exercise Management& Administration o a Award $103,806 ') FY 2019-2020 PROPOSED PROGRAM BUDGET DETAIL WORKSHEET-ELIGIBLE ACTIVITIES (Not limited to activities below) _ Allowable Planning Costs Quantity Unit. Cost Total Cost Devellopirrierd of Emergency Pians Salaries and Fringe Benefits • Supplies Travel/per diem related to planning activities ry TOTAL PLANNING EXPENDITURES $ Allowable Operabanal Costs Quantity Unit Cost Total Cost Salaries and Fringe Benefits 2 $52,903 $105,806 Utilities(electric,water and sewage) Service/Maintenance agreements Office Supplies/Materials IT Software Upgrades EM Fuel Memberships Publications Postage Storage TOTAL ftATl•, S $$105,806��, Allowable Equipment Acquisition Costs Quantity Unit Cost Total Cost Personal protective equipment Information technology Cybersecurity enhancement equipment Interoperable communications equipment Detection Equipment Power equipment CBRNE Reference Materials �i) CBRNE Incide:n, Response \✓eholes 1 Physical Security Enhancement Egtt t Lo'c sties Other authonzea eauapment costs 21GN -OCEQ-EOC equipment&saippdies (provide description of EOC equ-.ment&supp/ies' TOTAL EQUIPMENT EXPENDITURES Allowable Training Costs Quantity Unit Cost Total Cost Salaries and Fringe Benefits Develop, Deliver Training Workshops and Conferences Certification/Recertification of Instructors Travel Supplies Overtime and Backfill T PENDITURES $ Allowable Exercise Costs Quantity l Unit Cost Total Cost Salaries and Fringe Benefits—Hiring of contractors or consultants Design. Develop. Conduct and Evaluate an Exercise in accordance with HSEEP standards Exercise Planning Workshop Travel Supplies _ Overtime and Backfill TOTAL EXERCISE EXPENDITURES Allowable Management and Administration Costs Quantity j Unit Cost Total Cost Salaries and Fringe Benefits TOTAL MANAGEMENT AND ADMINISTRATION EXPENDITURES TOTAL EXPENDITURES $105,806 REVISION DATE: 06/17/2019 21 ATTACHMENT B SCOPE OF WORK BACKGROUND: (Emergency management is The organization and imriaruagerruer>tt of it,a iresouur¢es,and res,ponsibillties tor dealing sato all Ihuumanitarian ass of emergencies(((preparedness,ires;a,o nse,irn ig.,m eon„anti recover 1))_ The aim its ft0r'reduce the'harmful effects ofall Ihazauds,tin¢luding(o isasters_ The purpose og re Emergency Management Preparedness and Assistance Grant( `A)is to provide State i irinds to:assist Vocal grovernmemits in!preparing i `,all(hazards as authorized by,Sion 252 373, !Florida Stag_EMPA shall he avral ed Ito a cotrio.i tor i ir,I e use and(benefit(of i r e County Enne'rgency Management rit Agency_Funds shall a allocated to implement and adarinister count]emergency 'management Iprogra�ms including management and administration_ Consistent\with Rile 27P-19_010(111:Florida Administrative Code,the Division shall determine allowable costs in accordance with 2 C_F:R_.Part 200,,en ed'"Uniform,Atirriinittrative Regiirements,Cost Principles,and Audit(Requirements for Federal Awards:" TASKS: Throughout the;period of this Agreement,the'Recipient muSt.ad mister an all-,hazard,county emergency management agency that includes preparedness,'Mitigation, response,and recovery components and capabilities_ Task One: certification of County Emergency Management Staff Each County Emergency Management Agency must annually certify their commitment to employ and maintain!either a Full-'time Director or Part-time Coordinator consistent with:subsections 27P-19_005(4) and((5)),F.AC_ Pursuant to Section 252.38(1)(c),RS,the County Emergency Management Agency shall perform emergency management functions throughout the territorial Ili its of the county in which it is organized. Additionally,the County Emergency Management Agency shall conduct such activities outside its territorial limits as required by law and in accordance with state and county emergency management plans and mutual aid agreements. The County Emergency Management Agency shall serve as liaison for and coordinator of municipalities' requests for state and federal assistance during post disaster emergency operations. If the:Recipient is a county With a population of 75,000 or more,then the(Recipient shall employ a full-time county emergency management director. if the Recipient is a county With,a'population less than 75,000,or if the Recipient is a county that is a party to an inter jurisdictional emergency management agreement entered into pursuant to Section 252.38(3)(b)., F_S_,then the Recipient shall employ either: • An Emergency Management Coordinator Who'works at least 20 hours a week in that capacity;or, • A full-time director 22 Task TwD-Loral Budget Math Teilmil,ghtnt the period of thiis, reerr a End EIS rewired Iby de: P=19_91111 11)),!fflionl .,r.nirri e Carden tr,e ,"efpient tnalllinnatthlbase,{t,ranitifurnds'"`atttheanaounitelttneregnuallItothe..,v = (Dereftlhe precious three years"!level cifcounity,a;eneral'revenue funding(,af the Coaunity Emergency Management Agency or the Ilevell of funding for The County Em my.;ency['Management Agerncy'for the!last ffscall yearn vwwi hexer lower:" NOTE RaDle i9'-9 ID1tl" (11)n FloridaAtinnirristrative(Code,:states: tCournty general!revenue found; :o;for 911 ser vies,emergency[medicall services„Rev/enforcement criminalguatioe,1,0 11:61fc'works orOther services ontside the erne,o,ency management responsibilitiesPi -cgned <n. the(County Ern` 'o - ;cy 'Management Agency by Se fora 252., .ES.,Shall Inert be included in datenrnimning The level Hof:county funding cif the County Emergency Management,Agency: For Teak 2,The person Who executes ,r,ecertification mutt possess the Illegal authority i bind(the Recipiennt_ in accordance With Rule:27P 11g_9111(2),Florida,Ad n 'inistrrfive Code,and jiff°'ex¢ ptional;furnemacial ,circumatances exist,then the Recipient may'request from the Division a match:redu ion: If the Base Grant recipient demonstrates that exceptional financial,circumatances prevent the Base Grant recipient from complying With the matth requirements in subsection 2 P- 19_911(1),F_A.C..„then the Base Grant recipient'may request that the Division authorize a reduction in the amount of match required. The i atch required.shall not be reduces Iby a percentage amount in excess of reductions in funding for county 911 services, emergency medical services,law enforcement,criminal justice,public works or other emergency management related services. To be eligible for any reduction,the Base Grant recipient shall demonstrate and,certify that the reduction is due to reductions county general revenue funding and thet the amount of the requested reduction is equivalent to across the'board reductions in all county budgets. County requests for reduction shall'be:signed by the county's thief elected officer and the certification of reduction in county budget funding nding shall be signed by the county's chief financial officer_ Requests shall certify the intent to return to pre-reduced funding as soon as practicable and shall provide an;estimate of the date at Which the county will return to the current level of funding. Requests for reduction shall also be accompanied by financial data for the previous three years indicating: the level of county funding for the County Emergency Management Agency budget;budget detail regarding all individual items of the County Emergency Management Agency budget;and the proposed level of funding,for all budget items.,if the reduction its authorized by the Division. All requests for match reduction shall be submitted no later than forty-five(45,)days after the county budget has been approved by the governing'body of the jurisdiction,or the opportunity to request shall be waived. 23 T Thi Tee Response,CCpaiites T sr n rouuiit Atm;pEtio; iaat this"°gn rn 110,eRetipient mutt arnai currant courts erarrargenos errantanddthialiCIATlitattS11130111,41 the DirVneiorafs S rare±Pdi r it p I iiirirttudiing rCeau 11E1711211e OThititittj,SIl u uei Il P:grearrenitt e rr ,and many more; The r"eu rar t irnuat main im-ro SharePoiintSite ii 9arriflriifuaciiion data iindluudiing Ibffiron and attribute WM:Transition for-tam IreSCUR,Hew enforcement,Ipaablucsafety„and see ins; The RecOlent,roust maintain MithEOC Site identification location and:attttaibuite iirforrna6on o, all pre- identified iCounity Staging.Areas(CS AS)and(Paints cif Distribution( ODe)„.and.; The Recipient roust upload Ihurricane Shelter retrofit iitorrafion iuo the DM'sua es SharePoint portal in accordance v Th Halides ides StateHde hurricane Shelter space deficit elimination program. Task Four—Recovery Capabilities Throughout the.,period of is Agreement the(Recipient must imaintlain potential Disaster Recovery Center {MC)tocafions and jproVide(basic information in\WebEOC rich identifies physical(location„contact personsn site characteristics,interior,office characteristics,phone service,and:sketches. 24 QUARTERLY DELIVERABLE-S.: Garariterty deliverables mutt Ibe uploadediininothe Division's S>fiareP Pint portal arm/er ' ebECC sa a quarter as meted iin ere ape of ? °rils.The Recipient irruuust also pnotiide a CETtificardim((a)I Drina 9e3ii3n the dleliivle(chetsiisL NOT ifthere are no updates,duplicate infounafion is not rrequired.throughout the period of perforanance and is not required to be uploaded into The Divisionfs SharePoint portal.Please just notate such in the notes section°n$he Daverahles Checklist in SharePoint. QUARTER1:jULY 1.201S—SEPITEMBER313.2131S in,orderto demonstrate successful completion of all'reqa'required teaks for Quarter t ,,e Recipient must sutl ut r:cefolloWing items in the Division's Shy"'oint;ja o rtal an+i.lorWell EOC: Taski ▪ The FDEM Exhibit:2,(certificE41r an Iletterfor i e full--lime Erne ,a.ency[Management Director or ipart i lime Coordinator,in accordance with Rule 27P-19.034,Honda:Mdrdinistr a C.a,<a e; • The FDEM Form4—Staffing Detail and position(descriptions for funded emergency management staff,including an identification for vihich employees are ireeponsible for Preparedness, Response,Recovery,Mitigation,and Finance; • A quarterly report as(outlined in Quarterly Reports(Attachment D); • The i I'll-ti e Emergency Management Directors or part-4time Coordinators certified timesheets or paysti bs; • Training certificates for all employees of the County Emergency iManagemerit Agency for any GuS,FEMA or Division courses that,pertain to Preparedness,Response,Recovery,Mitigation and Finance(if uploaded into SERT TRAC,the Divisions Grant Manager will request a copy of the transcript); Task 2 • The FDEM Form:3-Local Budget Match Requirement; • A copy of the current and accurate County Emergency Management Local Budget(General Revenue))including the budget approval date.All requests flora budgetmath reduction shall'be requested ino later than 45 days after the county budget has been approved; Task3 Support of Response capabilities((Attachment E);,iincluding contact information foremergency management agency and other contacts,County Director and alternate contacts,State Mutual Aid Agreement contacts and others; Site Data iineluding location and attribute information for all fire rescue,Jaw enforcement,public safety,and emergency service stations; • Site Data including location and attribute information for,all ipre;identified sites for the County Staging Areas(GSA)and Points of Distribution (P_ODs) • Updates applicable to Hurricane Shelter Retrofit;(Attachment F)in accordance with Florida's statewide hurricane Shelter space deficit elimination program; Task 4 • Support of Recovery capabilities(Attachment G), identify potential Disaster Recovery Center (DRC)locations and;provide basic information in WebEOC_ 25 'QUARTER 2:OCT BER1,2Og—. ECEMSE331,2013 In corder n re ry ernonlizitesuoressitiill camp!et ion of the tectihed iftaslks filar Quatier 2,the 1r edpierit(maul stihrrkt the faulting terns in the 1135+411Siiorn"s Sltnare,"oii.nit!ports!(arad%r ib'ErDC_ Task I • Any updates'gm the MEM Form 4—Sitaffing Dail and„om}than cdesavi;a,[-eras for funded nded emergency management staff,„indurating an idenitificationi i gi ruwhith employees are responsible for o,nessn ;.es!poruse :Reoovery, itigatirm,and Finance; • A Guar Guarterly Report as outlined Tin Quarterly Reports((Attad omerit ID)); • The 1fnill4 m e Emergency Marragement'i•irea tors or;paal ime Coordinates(sued timesheets or 1 - bs; a Any new certificates(obtained by.employees of ih;;le County Emergency Management Agency fax any cGlIS,FEMA or(in:ijisitNi courses:lost pa';r in to Pre redness,iRese ease,Reoovrery, Mitigation gation and Finance;cif uploaded into SERT TRAC, ii a Division's Grant Manager will rEgalett a campy of the itrarascript); Task 2 .• Any updates to the FDEM Fe.rm 3-Local Budget Meta Requirement;and • ,Any updates to the current and accurate County(Emergency Management Local Budget(General Revenue))iincluding budget approval date; Task 3 Updates to support of Response capabilities(Attachment IE),including contact information for emergency imanagement agency and Other,contacts,,County Director and alternate contacts, State Mrituail,?aid Agreement contacts and Others; • Updates for Site Data induding location and attribute information for all fire rescue,law enforcement public safety,and emergency service stations; Updates for Site Data induding location and attribute information for,all pre=identified sites for The County Staging Areas(CSAs)and Points of Distribution(PODs); • Updates applicable to the Hurricane Shelter Retrofit(Attachment F)in accordance with Florida's statewide hurricane Shelter space deficit elimination program; Task 4 • Updates to support Recovery capabilities(Attachment G),iidentify potential'Disaster Recovery (Center(DRcC)locations and provide basic information in WebEOC_ QUARTER 3:JANUARY 1,2020—MARCH 31,2020 In order to demonstrate successful completion of the required taSks for Quarter 3„the Recipient must submit the following items in the Division's SharePoint portal andlorWeb'EOC: Task 9 • Updates to the FDEM Form 4—Staffing Detail and;position descriptions for funded emergency management staff,including an identification for snhich employees are responsible for Preparedness,Response, Recovery, Mitigation,and Finance; • A quarterly report as outlined in Quarterly Reports(Attachment D); • The full-time Emergency Management Director's or part-time Coordinator's,certified timesheets or paystubs; • Any new certificates obtained by employees of the County Emergency 11anagernent Agency for any GliS, FEMA or Division courses that pertain to Preparedness,, Response, Recovery, Mitigation and Finance(if uploaded into SERT TRAC,the Division's'Grant Manager will request a copy of the transcript); 26 Task • F/,:ly uupdates to the MEM Form:3-Local Budget Match 07 a uiirern a`;and Any[updates to the currant and acirmsrate County Emergency Management 1Lotall o Asset(General ,t"'e''erniue)including Ibiii Metav,ai (oval date; Task 3 , orates(iLe,the support of?`es snse capabilities(Attatihmerit 9.n i,;duffing cornett intimation for emergency management agency and s er cornetts,Goad,' Director and eternal iu-contacts, State Mutual Aid P.greementcaftans and wit,ers; • In s a ates to Site Data iru ding(location and•, iniibute inform ilion for ill Ere nee,,flaw enforcement public safety,and emergency service stations,; •• U ates do Site'late fim iun lii r a;Rotation and attribrite information for all;pr,eiitden ed sites for the County Staging Areas(CSAs)and IP.dirats of D:istdb on((PODs)); Complete Hurricane Shelter iRetrofit((Attachment 9 requirements in accordance with Flatida"s statewide hurricane shelter space deficit elir eination program; Task 4 • [Lb: ates to support Recovery,capabilities((Attachment sG)),identify;potential Disaster Recovery Center(DRC)locations and provide(basic information in WebEOC_ QUAR 1 E 4_:APRIL 1,,2020—JUNE 30,2020 in'order to(demonstrate successful cofnpletion Of the required tasks for Quarter 4,the Recipient must su'brnit the following items in the Division's SharePoint portal and/or WebEOC: Task 9 • Any new certificates obtained by employees of the County Emergency Management Agency for any G/IS„FEMA or Division courses that;pertain to Preparedness„Response,Recovery, Mitigation and Finance(if uploaded into SERT TRAC,the Division's Grant Manager will:request a copy,of the transcript)); •• A Quarterly report as outlined in Quarterly Reports(Attachment • The full-time Emergency Management Director's or(part-time Coordinator's certified timesheets or paystubs; Task2 • Any updates to the FDEM Form 3-Local Budget Match Requirement; • Any updates to the current and accurate County Emergency Management Local Budget(General Revenue)including budget approval date; Task 3 • Updates to the support of Response capabilities(Attachment E ,including contact information for emergency management agency and other contacts,County Director and alternate contacts., State Mutual Aid Agreement contacts and others; • Updates to Site Data including location and attribute information for all fire rescue, law enforcement, public safety, and emergency service stations; • Updates to Site Data including location and attribute information for all pre-:identified sites for the County Staging Areas(CSAs)and Points of Distribution(PODs).. Task 4 • Updates to support Recovery capabilities(Attachment G) identify potential Disaster Recovery Center(DRC)locations and provide basic information:in'We'bEOC 27 mr,ACHATENT C .ALLOINABLE COSTS AND iF 1GIBLE ACTIVITIES Rule 27P4S,:Florida Administrainre Code: Ridge 271P=t9, 110((11111)})„Florida d^:drf>iinistfattive Code,states:'Allowable mIII Ibedetenn.11nediiiin orardaru©e With aw,loilioable Federal Office,ice cco„Management arud•o:udget ctCiunauiltars_,:" -lfltuerefOre„1urollees a ge c ex ::o•i a,.,appllies.„2 CCFR IPart 2B3 Subpart A(Definition*and Sd E(Cost ° iintiples;))Shellppit, ,".g rnent. Expenses: in order to qualify for-reimbursement under the terms cif this Agreement an expanse klICILIIIrtred.by i i rte Redpieht!mutt Ile ifeasona;o;Band necessary for -success corpOletion of a tk irzepplilred by this Agreement_ if an expense fails to rit uualiify as either reasonable or necessary to soodessfullly c=rrgpete a teak,then the Division Shall snot proakide any r:iirr>ibufsemerot t o r expense_ N DM This Scope of r.o k r «o,.o;sizes t h at teadh Redipiedt • Might be at a different level of{preparedness than another Recipient • Operates Within a unique geography, • Faces unique ttihreats,and hazards;and, • Serves a unique;popLilation_ Therefore,*fiat intigh't qualify as reasonable and necessary for one Recipient to successfailly(complete a task under this Agreement Might net qualify as reasonable and necessary for another Recipient to successfully complete a task_ Conversely,What Might not qualify for one may qualify for another_ in order to avoid a i0one size fits air<qpproach,this.Agreement;provides some level of flexibility. Ilf a unique coat(e.g.equip ent not(listed on the EMPG AEL)qualities as reasonable and necessary for the successful completion of a task under this Agreement and iif the Recipient receives pet; fission from the Division,prior to incurring that unique coat,then the!Division,shall reimburse the Recipient for that coat Performance: In order to qualify for rei r iburse en't under the terms s of this.Agreement,the iRedi,pients performance must satisfy the minimum lirlinimum level Of service required for the successful completion of a task'required by this Agreement if the performance fails to satisfy the Minimum level of service,then the Division shall:not provide any reimbursement ent for that performance. Planning: Planning:spans all five National Preparedness Goal Mission areas and provides a baseline for determining potential threats and(hazards,required(capabilities,required resources,and establishes a framework for roles and responsibilities.Planning;provides a methodical way to engage the,vihele community in the development of,a strategic,(operational,and%or(community=based approadh to preparedness. Some examples of authorized planning activities iindlude„but not limited to: • Emergency Operations Plans; • Communications Plans;; • Whole Community Engagement/Planning; • Resource Management Planning; • Evacuation Planning, • Recovery Planning, • Local Comprehensive Emergency Management Plan(CEMP), and • Mitigation Planning 28 Iln order it or pllenmiing expenditure.s to cm;ualifyfu3r retnribaarserrrerri t u erifhiis;,;°gree rnerri t,one Relit aent rrrn�,utsit s ibrnit a ttinall Flan tithe Iivisiora and sae PsvusionS Natural]Hazard'Planting Manager must drove ttnat ;plain_ .As'part of any t 1;-ft?ues3 far reinnibursernett forplanning a, ;i tomes„ rtne Redpierritrrnuttsuihrriiitthe f011oWirrag'to the nil sivan: • {;(a e;ies of contratts or agreements Ipai>ir contrail—mg min consul/emits toll su ib-contractors providing sell ices; • !nvoice tram any consrtltanit/ccntractor iinvdived iin the planning(Note—grant agreement must ureferen ed on the invoice); • :,a o,: of,,.;II'planning!materials and work i;a, {oduct(erg_meelting documents,co es of plans); • if intending s(held by IRetipient,an agenda and Signup Sheet io irneetrng date'must be indlud n • Proof of;payment(e.g.canceled(check,electronic funds transfer.credit cca:,a;statement); • Citann011elteitiehaurnerit form and/or Sam my for any contrartorsFoonsailtants; • Pmofcof;purchase'methodology(e.g_quotes,stile source„ Cardiac ,competitive bid iresritts))„ • invoices and proof cif payment for Travel.costs(e.g„airfare,Mileage,per diem,(hotel)'related ;planning:activities_ Operational: EMPA Program funds may be used for all day today acies in support(of the four phases of emergency management((preparedness,'response,, recovery,and'mitigation))_ Rei nr'bursable personnel costs include salary,overtime and'backfill,compensatory time,of(,and associated fringe benefits. Rules 27:P=99_004 and 27P-199 i0061.,F-A_C_,outline the minimum um performance(level((definition(below). Each Emergency Management staff person must be available to work the nuruber•of hours and assume the responsibilities for the duties iin their official position description aswell as;provide the coordination and support for all'incidents Within the jurisdiction on a 24=hourbasis_ Personnel costs 27F 11_(004„27P-1 i_A0061: Counties With!populations of 75,000 or more muSt have a full--time emergency management director.Counties With;populations of less than 75,000 or party to an linter jurisdictional emergency management ent agreement entered into pursuant to Section 252.38(3))(4 iF.S.,,that is recognized by the Governor by executive order or nle,are encouraged to have a frill-time director_However,as a Minimum,such a county'mutt have an emergency management coordinator Who works at least 20 hours a'week in that capacity."Full-time Emergency Management(Director means a single professional emergency management program Administrator working frill-time as identified in the;position description established by the governing body of the jurisdiction. Eligible"Operational"items include„but are not limited to: • Salary and Fringe Benefits(include FDEM Form.6 Time and Effort With employee Et supervisor signatures—focus is on proof of hours actually worked) • (Utilities(electric„water and sewage) • Service/Maintenance agreements(providevendordebar entandservice,agree ent for contractual services) • Office Supplies/Materials • IT Software Upgrades • EM Fuel • Memberships • Publications • Postage • Storage • Other Personnel/Contractual Services 29 einiburserheatt for senVires iby a lid, ((a))vitro is rdit,:. ;:•mailer or employee Ening (established ipositioms_ Thus us includes ib',uit is!milt 'Iwo,,,tterrgporary errlployees„ ,dent:i graduate asSiSterits,Falb Ships,part t6ime academic err>Iployrrnent„(boas imiarribers, mst ants,and ottaer.se,1iices_ Position descriptions are t ,-o;uuf.,_oi;_ «) Comsiltant Services i ,-a,dire a;pyre- ;0,lair l CCIlithradt Cr 1pirthase order lby the is it n_ Copies&additional]«ojwrdltes Shell also Ibe anen!requesting ppro rat. These irequeets`shall be sent.to the Grant Manager for the>IDivasiom ufor;resew_ if the tetipuerit.seeks reirribursement for ogle ail item then fit;e ii oillo ring:shall be sdbnatted: mentation Athat Clearly indicates horns worked ii or toll"ll or part-time me or contaacto /consultants.ipotin on descriptions,and;proof employee was(paid_ • IFtu=Ei'�A'' Form6-dime and Effort for ill oryo,..;atfume stafferCO dit /COMISIl3attsminemployee and supervisor signatures_ • Receipts and;proof cof;payment(e_g_;canceled Chet*,celectronic funds transfer conErenaticrn„credit card statement,!bank statements)for any expend I res in support cof operational off_ Equipment Provided thecoat of the item qualifies as reasonable and necessary for the successfdl completion of a ;teak required by this Agreement,an item,on the iFE ,. AEL That is specifically coded for the Emergency Management Performance Grant((`EMPG"):Program:satisfies the'Minimum(level of service for an equipment purchase under this Agreement If an item qual'u"nes as treasonable and necessary,and of the item is EMPG_coded on the FEMA AEL,then the Recipient does!nit need to,Obtain;permission from the Division prior to;purchasing the item in order to seek reimbursement_ if the Recipient seeks reimbursement for the purchase of an item that is mot EIVlPG-coded on the FEMA AEL,then the Recipient must receive;permission from the Division;prior to(purchasing the item. If the Recipient;purchases such an item without receiving;permission from the Division beforehand,then the Division will not(provide any reirribursement for that,purchase_ Of incite,AEL 21GN'00=0CEQ(Equipment and Supplies,Information/Emergency(Operations/Fusion Centers));provides authorization for the;purchase of equipment,and supplies that are necessary to establish and'maintain an Emergency Operations Center. Allowable equipment;includes equipment from the following AEL categories: • Personal(Protective Equipment,ent(PPE)(Category 1) • Information Technology(Category 4) • Cybersecurity(Enhancement Equipment(Category 5) • iinteroperab'le Communications Equipment(Category 6) • Detection Equipment(Category 7) • Power Equipment(Category 10) • Chemical,Bidlogical„Radiological, Nuclear„and Explosive(CBRNE)Reference Materials (Category 11) • CBRNE Incident Response Vehicles(Category 12) • Physical Security Enhancement Equipment(Category 14) • CBRNE Logistical Support Equipment(Category 19) • Other Authorized Equipment(Category 21) The Authorized Equipment List(AEL)is a list of approved equipment types allowed under FEMA's preparedness grant,programs and can be located at https://www.fema.gov/authorized-equipment-list. If Recipients have questions concerning the eligibility of equipment,they Shall contact their Grant Manager for clarification. 30 'Iwo rents mutt analyze the cost t benefiits of p ura nasimg versus 11 Sing equil,pmerit,espediallty'high coat , items and those su itrlect ilo repid tatilturrical advances_ For MINE iirafneeiattion Iregamdins j;m iar ar (i, man- .- i wit standards for a uq s,Tmerat,please irseferuNmce 2 (O.,'FRR_9°art 2l0 o.including 2 C.1F IR_; : .3110„2(04.31111,and 2f0r of 315. flf ri h i e redipieait seeks m irnbursemruent for :a;uii;a mruent awes,«r,i en id,e must be subui illr to- invoice • lbe,AEL#for teeth purtbase, Proof of,payment tag.canceled drat it,elettronic funds nds transfer,:credit card statement barik statement>);and, • Pront cifpath.se mrieiiL odcl y(e.g.quote,stile souice,sn° e,00ntract;,competitive bi l results). Training: ruining funds may be used flora range of emei,,a;ency anagement related training,activiifies to enhance the capabilities of state and!local emergency imanage ent personnel nel through iru„a establiishment sulppar„ conduct,and attendance'of straining. Training should foster the development of a community-oriented approach to(emergency management that e •phasizes engagement et the community;level,strengthens best practices,and provides a path toward building sustainable resilience. The Recipient can successfully,complete an authorized course(either by attending or by:conducting that course. • In order to receive payment for successfully attending a training course,the Recipient must provide the Division with a certificate of!completion;additionally,the Recipient imust provide the Division With all receipts that(document The costs incurred by the Recipient in order to attend the course. • In order to receive;payment for successfully conducting a course,the:Recipient must provide the Division With the course signin sheet. Additionally,the Recipient must provide the Division with all receipts That document the costs incurred by the(Recipient in order to conduct the course. • in order to receive payment for successfully conducting.a workshop The recipient must provide the DivisionWith workshop sign-iin sheets and materials used for workshop_ .Additionally,the Recipient'must provide the Division With all receipts that document ent the costs incurred by the Recipient iin order to conduct the workshop.. For training,the number of participants must be a Minimum of 15 in order to justify the cost of holding a course. For questions regarding adequate number of;participants,,please contact the FDEM State Training Officer for course specific guidance_ Unless the recipient receives advance written approval from the State Training Officer for the number of participants„then the Division must reduce the amount authorized for reimbursement on a pro-rata'basis for any training With less than 15 participants. Allowable training related costs include the following: • Funds Used to Develop,Deliver, and Evaluate Training. This includes costs related to administering the training: planning,scheduling,facilities.,materials and supplies, reproduction of materials,and equipment. Training shall provide the opportunity to demonstrate and validate skills learned,as well as to identify any gaps in these!skills. • Overtime and Backfiill. The entire amount of overtime costs,including payments related to backfilling personnel,which are the direct result of attendance at approved training courses and programs are allowable_ These costs are allowed only to the extent the payment for such 31 servnies is in accorderrice\ iifh the pm Itches Of the(local government Itn no case is dual bmallowable_ That ii „aum employeeofaunit&sovernmentarrr r+n receive co ;o,,f 1•-:1niomifiramtheiruur ter agency cofra,orverranae AND from anaa rdtarasiingllelperriodaf &Ere(e.g..„IA)*iai Ip.r rn)))„even though suth work may ibenafut lbbh anthifities. a Travel. Travel co9is(e.g..„ iirfare„imriullaaga„}per diem,and lh riled)are allbwable as e4penses by :-rrnployees Who are on travel Status for(0 I:del(business irelated appinn led training.. • Supplies_ Supplies are ems that are a;co ended or consumed during the curse of the Manning and conduudt of the exertise attiVit6ias((esg.„cg,aves„tnon-sterrue ima ss„just and disposable odxoifu:rri; .ra;lul )) • liking of Contactors or Consultants. Contractors CrConsalltants may be hired to support ,direct traininwrellated actii irtiles and fringe benefits mutt,be in accordance win;I.a mtoff-des e e iteoriunit(*)uo local government and have the mittresir:te_ CerffficefionfRecelificaffon of Instructors. Costs associated a the,ceirifffication and Ir e- carfif>imi itiorn of linalructors are allow_ (Counties are encmunraped fokillow the State/FEW, .lnstructor Cuuali i,,; Assurance Program to ensure a;minimum[level of competency and (corresponding levels of evaluation of Sludent(learning_ This is particularly i rn >fitant'i gar Those courses involving the training of trainers. Conferences: The Division recognizes the important rdle that conferences can play in the;'professional,development of emergency managers. 2 C_F.R_§200.432 defines the term conference as°,a meeting,retreat,seminar,symposium„viorkthop or .event whose primary purpose is the diisse r r ination of technical information beyond the non-Federal entity and is necessary and'reasonable for successful performance under the:Federal award?' Rule 691-42002(3),Florida.Adrriiriistraifive Code,defines the term conference as: The coming together of;persons'viith a common interest or interests for the.purpose of deliberation,!interchange of views,or for the removal of differences or disputes and for discussion of their common problems and interests. The term also includes similar meetings such as seminars and workshops\which are large formal group meetings that are programmed and supervised to,accomplish intensive research,study,discussion and work in some specific field or on a governmental;problem or problems. A conference does not mean the coming togethercofagency or interagency personnel. in order for travel to a conference or convention toqualify for reimbursement,the:cost must be reasonable and attendance at the conference must be necessary for the successful completion of a task required by this Agreement. Provided the cost qualifies as reasonable and necessary for the successful completion of a task required by this Agreement,travel to a conference that complies with the requirements of Rule 691-42 004,Florida Administrative Code,satisfies the Minimum level of service for conference travel under this Agreement. In pertinent part, Rule 691-42.004(11 Florida Ad miniStrative Code,states'No public funds shall be expended for attendance at conferences or conventions unless: • The main purpose of the conference or convention is in connection'with the official business of the state and directly related to the performance of the statutory duties and responsibilities of the agency participating; • The activity provides a direct educational or other benefit supporting the work and public purpose of the person attending; • The duties and responsibilities of the traveler attending such meetings are compatible'with the objectives of the particular conference or convention;and • The request for payment of travel expenses.is otherwise in compliance with these rules.' 32 Pro&led the coat qualifies as reasonable and!ne ry for[RIB wrc 'ill rcorrgglEtion of a liatlk ar gauiire it by ttlis Agreement and(pro r a;::ra,any!ratted travel complies With the!req uiura rraernls rot E utlile 691-42.i 1 3 Honda Adlrruiunir i hdti!re 4 (i e„CenlifBTEMBEES irraay cgaual!y l i w r reinnbersermulitt under this . Reourts for in irnbursement for payment(e the registration cnr tfor a two. ;: ; or carnven'tiron mutt include: • A copy of:vile internal travel voucher or a statement That no travel(ate were incurred,if e e fficable.At ,a statement On The winter explaining(bow:attendance wit a conference(directly ;relates to hire Reclplenf'!sicib duties; • A copy Of r:.,ose;pages of ill;n e agenda that ii ten nines the e,ice, fee; • A copy of local ttravel pe craw and, when a meal is included in a registration fee,the!meal allowance! utt be deducted frern c!dne rein ibursernenf claim.,even.1 f the traveler decides for personal!reasons!not to eat the anneal. Sea Section 112 61(Bi))(d;)n Florida Stabiles(-No one,Whether:traveling ante or in state,shall be reirr ibur:sed for any meal or(lodging included in a convention or cconference iregietaation fee paid by the tote:°)_ A continental breakfast is considered a meal and!must be(deducted if included in a iregigirAtion fee fore convention or conference_ However.in The case Where a meal is provided by a betel or aiding-•,.the traveler`shall be allowed to;claim the meal allowance;provided Iby Ilaw_ Class A,Class B,and Class C Travel: • Class A travel is continuous travel Of 24 hours or more away from,official headquarters. The travel day for Class A its based ton a calendar day(Midnight to i i idnight). • Class B travel is continuous travel of(less than 24 hours wfiieh iinvelves overnight absence away from official headquarters. The travel day for Class B travel begins at the same time as the travel period. • Class C travel is short or day traps in which the traveler is not away from hislher official headquarters(ove ight Class iC allowances are currently snot authorized for reimbursement. Meal Allowance and Per Diem: Section 112061(6)(b),Florida Statutes,establishes the meal allowance for each meal during a travel period as follows: • $6 for breakfast(When travel!begins before 6 a.m.and extends beyond 8 a_im.); • $11 for(lunch (whentravel begins(before 12 noon and extends beyond 2 p .);and,, • $19 for dinner(When travel ibegins before p..!r n.and extends beyond 8 p.m.,or When travel occurs during inightti a hours due to special assignment). Section 112_O61(a), Florida'Statutes;,establishes the per diem amounts. All travelers are allowed: • The authorized per diem for each day of travel;or, • if actual expenses exceed the allowable per diem, the amount allowed for meals as provided in s. 112..061(6)(ib), F'S..;, plus actual expenses for!lodging at a single occupancy rate. Per diem shall be calculated using four six-hour periods(quarters)beginning at midnight for Class A or when travel begins for Class B travel. Travelers may,only.switch from actual to per diem While on Class A travel on a midnight to midnight basis.. A traveler,on Class A or B travel who elects to be reimbursed on a per diem basis is allowed$20.00 for each quarter from the time of departure until the time of return. 33 Reimbursement lor use imiowarices That Exceed tbBState Rates: DiViSion Shall mictrelinnibuffse for any meal allowance thatexceeds two far Ib;�r I ,$111 T(hunch, T Ste fordinn+zr'BMWs: • i Prom amities—tine ire> miiremnents of Se Jff 1U21(0),o,11(((14, ' i;.a Statuites,are satiated, • do ncit exceed Changes normally allow.::+a by the a I iiin fits regular,Q,;o),-raiorns as the resat lfthe Recipients written travel policy((in tnerwer „the reiurmilbrursememit rates any iva iforrrilly to all travel by the Redowitt);.anal, • ¢io indt exceed the Ireiiialburseanerit rates by the United States Genera ioes Anniirriittrafion((GSA))for that locale(seehttps://www.gsa.gov/portal/content/104877)). Hotel Accommodations: A traveler may milt(Claim per diem or tog reimbursement for overnight travel Wallin 50 miles(one-wadi) of his or her(headquarters or(residence!unless :r;:a circumstances necess i ii i„a the(overnight: 'stay are fanply a defined by 1,,le traveler and approved by The Division. Absent prior approval from Vie Division,the coat Of any ihotel accommodation odattiori.shall net exceed$150 per niht lithe recipient seeks rreirnbursernerit for training actiVities,then the fdllo rog:shall be submitted: • Training certificates or Sign-in`sheets,either Frith.all participants signatures or pre-poptilated with lead iinstructor:signature and date; • Receipts and proof of payment((e g.canceled.check,electronic funds banger confirmation, credit card:statement bank statement)for any expenditures in support of the training(e.g. printing costs, costs related to administering the training,planning,:scheduiling,facilities,;materials and:supplies,reproduction of i .tents,and equipment); • Invoices and proof of payment for Travel costs(e.g.,,internal travel fo ,airfare,mileage,per diem,hotel)related to training/conference activities and; • Proof of;purchase i ethoddlogy((e.g.(quotes,,sole source,state contract,competitive bid results), if applicable,and; • .Provide copy of current;procurement,employment,and travel ppolicies. Exercises: Exercisesconducted with grant funds should test and evaluate performance towards meeting capability targets established in.a,ijurisdiction's Multi-Year Training and Exercise Plan(MYTEP)for the core capabilities needed to address its greatest risks. Allowable exercise-related costs include: • Funds Used to Design,Develop, Conduct and Evaluate an Exercise. This includes costs related to planning,imeeting space and other,meeting costs,facilitation costs,,materials and supplies,travel,and documentation. Recipients are encouraged to use free public ,pace/locations%facilities„whenever available, prior to the rental of space/locations%facilities_ Exercises shall;provide the,opportunity to demonstrate and validate Skills(learned, as well as to identify any gaps in these Skills. Gaps identified during an exercise including those for:children and individuals With disabilities or access and functional needs,Shall be identified in the AAR/i.P and addressed in the exercise cycle. • Hiring of Contractors or Consultants. Contractors or Consultants may be hired to support direct exercise,activities_ Payment of salaries and fringe'benefits must,be in accordance with the policies of the state,or unit(s)of local government and have the approval of the state_ The services of,contractors%consultants may also be procured to support the design,development, conduct and evaluation of exercises_ 34 Ome and BB cirEIL The ent re amount of overtime coats,iamdlaudii Ipa` is grar da baclivElling Io- o,nne awlt th are the dulled mesaultof time smart era l toecdesigrn„deval 041 ,-. ,and conduit o« exercises are allowable (o' . ._ These catis are allow,- wily Ib tile extent the ?c witty sloth services iiis iiin aocordance With tine l io,(elides coif the Moral government in no case its dual c mi penssitiorn allowable_!le.. Thetis,an emrIgloyee ea unite government may inOt receive compernsaEMB 1lf nrn their unit cr agency of+o cverrnrrnent r'°;) !ior from an award far a single period of time((ape_,1:1)13 p.m.ride,5_.0tai prim l)),even though stab work'may benefit bran ales.. • Travel Travel(costs(e g_,,airfare,rrnileagen per(diem,tbotel)are allowable es expenses by employees mean are on travel status for&tidal Ibutiiness'related ii e(planning and conduct t%, exercise actiiaiilies_ • Supplies. Supplies are items that are expended or consumed during the coupe i.s,,,r a i ai Wing nd conclud of the exercise ac ur ities(e g_,gloves,'non-Sterile' asks,tad,and disposable Ipa otettive equipment)_ • Otheritlems. These costs are!flubbed to items cconsum Tin diced support of exercise acliVifies such as the rental cof pauelflocEedicas for planning and conducting an exercise,rental of equipment and The procurement ofother essential'nondurable goods_ Costs associated with iin«usive jpractices and the praoviision,of reasonable accommodations and modifications trat fadlill to fill access for children and adults With disabifiies are allowable_ When conducting an exercise that Shall include meals for the attendees,the sapient shall submit a request for approval to the Division at ileast twenty-five((25))days prior to The event to allow for both The D:M llon and the Department of Financial Services to review_The request for meals must be subrn it ed on (letterhead and must iindude the date of exercise,agenda,inurriber of attendees,and costs of;meals_ Unauthorized exercise-related costs include_ • Reimbursement for the maintenance and/or wear and tear costs(of general use vehicles(e_g., construction vehicles)and emergency response apparatus(e.g„fire trucks,ambulances)_ The (only vehide costs that are,reimbursable are fuel/gesoline cor mileage; • Equipment that is purchased for permanent installation and/or use,beyond the scope of exercise conduct((e gig_„electronic messaging signs)):.; • Durable and anon-durable goods purchased for iinstallation and/or use beyond the scope of exercise conduct. If the recipient seeks reimbursement for exercise activities,then the following:shall be submitted_ • Documentation dearly indicating the purpose/objectives of the exercise(e.g.Situation Manual, Exercise Plan); • After-action report with improvement Plan (AAR/IIP)„Sign;ln°sheets,Agenda; • Receipts and proof of payment(e.g. canceled check, electronic funds transfer confirmation,credit card Statement bank statement)for supplies expenditures(e gig.copying paper,gloves,tap,etc_); • Invoices and proof of payment for Travel costs(e_g.,,internal travel voucher,airfare,,mileage,per diem,(hotel)related to exercise activities; • Proof of purchase methodology,if applicable((e.g.quotes,:sole source„state contract,competitive bid results)). No later than 990 days after completion of an exercise,the recipient must upload to the Division's SharePoint portal at: httos://oortal.floridadisaster.org an After,Action Report(AAR)that includes the following: 35 11 An improvement Plan;emit • Ar ref,le-rtiOpants. Management and Administration: t;llowelile inamagerment and e,naliniiittration costs iindludes: • Hiring&Contractors or Consultants. CoratrartEnt orcConsultamits us®e:assirstlefffi ithe imanagement cf u e tetpecl6ive grant prograrn; ppli on zequurernerots,and Gorruplfiamn veto mot:citing and data collie on regairements. MT The redipient seeks reirnbursernent or management and arintinistralion as hies,Allen the fblllo riing thaIII he submitted: • Documeattjfian Et dearly indicates lhoursworked fora dtratto (of nsnttants„and proof «0 nsultant was paid; FDF1 Form 6-lime and ECG r«rt With employee superMisor signatures for contractors or consultants; !Contractual service agreement,if applicable; Proof of purchase;rmair;,e dology,if applicable(e.g.quotes,sole source,state contact„icor petitive bid results)_ !Up to;5%®of the total award,amount imay ireinibursed for management and administration,actilf Supplanting Prohibited Section 252_372,Florida Statutes, states that the monies from the e EMPA Trust Fund•",may not be used to supplant existing funding:" Additionally,Rule:27P 191003;(3),Florida Administrative Code,states:`Funds received from the!IEMPA]Trust Fund may not be used to supplant existing funding,nor shall funds from one program under the Trust Fund be used to matdh funds received from another program under the Trutt Fund." FINANCIAL CONSEQUENCES: Failure to successfully complete each of the required tasks,as(demonstrated by the failure to satisfy the applicable deliverables„shall result in the following penalty: • A Ile%o reduction of the:overall amount authorized by this Agreement. The Division shall apply the penalty each quarter during Which the(Recipient fails to successfully complete lete each of the required tasks. During this Agreement, u,p to four penalties may be imposed;and,,each penalty shall be applied cumulatively. it,because of circumstances beyond the Recipient's control,the Recipient is unable to successfully perform a task required by this Agreement,then the Recipient Shall notify the Division immediately_ if the Division agrees that the inability to perform was.directly due to Circumstances beyond the control of the Recipient,then the Division will consider waiving the imposition of a financial consequence_ 36 ATTACHMENT D Q'IJ 'Y REPORTS Reeprem s melt p't rde the DIhY1tSion11\9TY1t1th"uarterily final-id-del c 1 `lts and airmail cios Ut i i;-jmtmT1L • millet/thandiall ureports are(it;a svo Tue!Division Ina)dater than f (((414)days after the end of chi luarterr of the program year and!must continue to Ibe sr brr d(--th quarter au dlulN sutr rnuston of The final tiose-out imprint The- ending dates ifor each quarter of this;pi maa; ;iyear are SePterho— 30n Der ember 31,n Larch 31 and.June Reporting Period Report due to MEM no later Than Ally 1 through September 30 November 15 E ' October 1 through December 31 Fabn iary 15 January 1 through Mardi 31 May 15 °e ril 11 through,June 30 August 15 • The Recipient must provide the Division with supporting documentation for the quarterly(financial re;a.rts. To eliminate large files and I ailings,the(Division shall accept back pup documentation on a CD if desired by the county. • The Quarterly Tasks form 1B is due with your quarterly financial report each quarter. This form identifies all Emergency Management personnel's required training completed((or working towards completion))as well as quarterly deliverables during the agreement period. • In order to ensure co pliance with iRi le 271P-19.011„the'Local Budget Match Requirement Form shall be completed and sent when the Local County Budget is approved or'by November 15,2019. The County shall provide a copy of the current Emergency Management Local Budget(General Revenue)including-approved budget date with the form.. If The Countfs current budget is lower than the previous year,or the average of the(last three years,the county is required to request a Waiver no later than forty-five(45)days after the county budget is approved. • In a format provided by the OiMision,Form 4-Staffing Detail and position descriptions of,each funded county emergency management staff shall Ibe submitted no later than November 1.5,2019 or along with 151quarter reimbursement submission,whichever occurs first. • The final close-out report is due sixty((BO))days after termination of this Agreement by August 30,2020„or B0 days after completion of activities contained in this agreement,'whichever occurs first. 37 Progragnmatc Pent of Contact • Contrattuall Pent cif Contact Programmafic Pent Of Contact ilhEnta au ll.1 Day Karen!Lyons 2555 ShLumaind Oak BM_ 2555 S uuumard Oak I{n, ma,_ Taipi ng „IFL 32399-2i( TaIllialthassean FL 323 9=211 (85111,a;1 Q a ;o) :154325 q'It asail_Day(oii,-.:,:im ntiasc rn 1 is ml.Lynif oed emonytilatirlamnan 38 ATTACHMENT E RESPONSE CAPABILITIES Contacts-The Recipient shall maintain current county emergency management and other contacts through the Division's SharePoint portal available at https://portal.floridadisaster.org. From the Portal main page, click"County Links", then pulldown and select"Update County Contacts." This information includes the following but not limited to: • County Director and Alternate contacts • State Mutual Aid Agreement contacts SharePoint Site Identification -The Recipient shall upload current GIS Site Data to the Division's SharePoint portal available at https://portal.floridadisaster.orq. SharePoint site identification data includes: • Through SharePoint-location and attribute information of all Emergency Services sites— o Fire Stations o Law Enforcement o Emergency Medical Services o Emergency Operations Center(s) o. Call Centers Attribute information shall include at a minimum:facility name,facility type, physical address, USNG coordinates, and Latitude/Longitude in decimal degrees:Site address shall be mapped by clicking on Map icon to verify.address. NOTES: For Site Identification data uploaded through SharePoint— To facilitate emergency services sites review, FDEM GIS will annually(Q1) upload a spreadsheet extracted from the critical facilities inventory. This spreadsheet is intended to provide Counties with the catalog of current sites that the State has in its critical facilities inventory.Critical facility inventory spreadsheets uploaded will contain only emergency service facility types that are required for review. Any additional facility types provided to the State will be at the discretion of the County. Counties with GIS resources may, instead of reviewing this spreadsheet for updates- o Upload zipped shapefile(s)or file geodatabase(s)extracted from a county GIS system, o Upload a zipped geodatabase of Essential Facilities created using HAZUS Comprehensive Data Management System (https://www.fema.gov/comprehensive-data- management-system) o : Provide URL.to a GIS data download website maintained by the County If,counties have no changes since the last agreement period, a statement of"no change shall be submitted via the SharePoint portal. WebEOC Site Identification-The Recipient shall upload current Site Data to WebEOC available at https://eoc.floridadisaster.org.WebEOC site identification data includes: • Through the SERT County Emergency Sites Board via the State's WebEOC Instance or through your local instance if you are subscribed to this Board-location and attribute information of all pre-identified- O . County Staging Areas (CSAs) o County Points of Distribution.(PODs) Attribute information shall include at a minimum: Site Name, Site Type, Site Address, Full Address with Latitude/Longitude in decimal degrees, Primary Contact(name, e-mail and phone)Secondary Contact(name, e-mail and phone). 39 The following Site Information upload is optional: • Picture attachment of Site. • Comments regarding access, transportation routes or any planning information. SITE SUGGESTIONS: County Staging Areas (CSAs) • Sites should be located adjacent to a major highway and have the ability to establish safe one-way traffic through the compound and reasonably secured. County Staging Areas must also be located in a region that can support countywide relief operations. • For coastal counties, sites should not be located in a"Zone A" Evacuation Zone where possible, exceptions can be made. Point of Distribution (PODs) • PODs should not be nearby a business that has water and food for sale. • Counties should focus on placing PODS in outlying areas where these types of stores are not located in-order to insure that resources are available in those areas. • For coastal counties, sites should not be located in a"Zone A" Evacuation Zone where possible, exceptions can be made. 40 .AI TACH ' F HURRICANE S 7ELith}}RETROFIT Hurticane Shelter Retrofit-iln accordance With Florida's stateside ihunitane Shelter space delitit e atairraiion program,IT e Re¢ipirent n uet upload items A-E in the Diiv+reion's Shane'° int i io col rf1l by the and of the 3udl(Quarter sit https://portal.floridadisaster.org. The r urhe Sheer Rr-4Lin ra,1fliEit[Repaffit as Ii;`ai eked!by 252_38 S_Eadhh;coutrit s current Shelter iDnvenroar tit/ Spreadsheet shall be available con SharePdint for reference_ Hurricane Shelter deceit reduction(information. 1._ Submit a list of neally oon 'as=is� Ir rotor Enhanced Hurricane Preteciff en Areas ;(EHPIV facilities_Unarm,enter bone"_ 2_ Submit any corrections ineeded on the Shelter inventory Spreadsheet i hone,enter'wno 000rrs needed,o►I,,e lira6 Tmetion i6scorrecr. Current or neWly coumplrted!hurricane:shelter retrofit protects_ 1._ List all hu dcane Shelter!rebuilt proojedts completed in the preVicustscal year.regardless of funding sours)_if none,centernone._ 2_ List,potential Ihu n l cane Shelter Ir.ettulit projects_ILieting projetts Is the first step for grant .eligibility_if none,enter',none. C. U,,0,elate Special Needs Shelters"(SANS)powersyetems. 1. Respond yes or no Ito this statement All designated SpNS(have a;standby power,system or the,capability for a temporary power system with adequate size to support(life-safety systems,essential alighting and outlet receptacles,air-conditioning,and necessary medical Lequipment 2_ if ino, upload a strategy so that all designated SpNS shall',have a standby power capability with adequate capacity to support Ihfe-safety systems,essential lighting and outlet receptacles,air=conditioning,and necessary medicel equipment For those designated S,pNS facilities without a permanently equipped,standby eleotric generating(capacity,a temporary electric generator with adequate(capacity to support the standby power system requirements is available and locally sourced. a Update SpNS client space:capacity. 1.. Respond yes or no to this statement: The county has designated sufficient SIAS(client spaces to meet the anticipated five year demands as determined by the 2018 Statewide Emergency ergency Shelter Plan(published January 31,2018). 2. If no,upload a strategy to.adhieve sufficient SANS,client!spaces to meet the anticipated five- year demands as determined by the 2018 Statewide Emergency Shelter Plan(,January 31„2018). E Upload a brief report on results of this year's coordination with school boards,community munity colleges and universities(as applicable).The most regent published Statewide Emergency Shelter Plan provides guidance for implementation entation of the criteria. The Report to the Division shall discuss,at an executive level,the results of the I I eeting(s)(including: 1. List of planned facilities%buildings(e gig.,,initial name/title of the project((such as,,High School AAA),location and estimate of shelter space floor area or spaces)that the educational agency shall design and/or build in the coming ing two(2)years;and five(5)years. 2. List of facilities/buildings that shall be designed and constructed as EHPA,include anticipated hurricane shelter spaces,if!known. 3_ List of facilities/buildings forwhich an exemption from EHPA shall be requested,and anticipated statute or cod&based,cause(s)for such exem;ption(s)_ 4. List of facilities/buildings where future(retrofitting may be practical to create shelter space. b.. Update the status of EHPA or new construction projects from previous reports to the(Division 6_ Upload a copy of the participant sign-in sheet with agency affiliation shown,and a copy of any meeting minutes(or similar documentation). 41 • ATTACHMENT RECOVERY CAPAERHIES The taming areconnurnaradatorns Shahid be corasi 0 reti When iu -Ttthliffing itii ill(biller 11712011VST center(i(iI C,))locations: A. IILesetomts must➢ Mange achy c to'i3O r is.e heeds 06'1 the ectuattan(nuithar, f._4 dlienitts arnitipated in the IIDt"q_This imayr wary from a location identified as s small as 11590 square feet fifer a small DRC more than •me(0)square feet i m r a large IiERG.lit its a(e,o;tea enffi a\vaimetty possible Igor lions f different Sizes within the warty. The e size of a DRC tllvary dependerot upon the inurnber of ari i,;1i applicants he served t,iIWIfin firuecommunity_ DRC Size Chart Small: 1500- 09 sq Medium: 35004999:sq.lit La! e: 5000 sq.tt-.Above D_ Consider locations that don't require a fee to use the facility and FEMA,. generally only pays for utilities or phone tine installation.If a written agreement is made prior to occupancy,then IFEMA Will take responsibility for the utilities(or(other payments to a facility_ C. Facilities.should have heat,,electricity„good(lighting,potable water,,rest rooms,and adequate parking. D. All locations_should be compliant With the Americans with Disabilities Adt of 1990„to ensure access to all individuals,iincluding individuals With(disabilities and others,With access and fundtionail needs. E. Appropriate emergency fire,&medical support should be quickly available to the(location_ F. Preferably When a DRC its,established,,the first 7 days should be Without interruption from prior commitments(e.g.'!basketball games,weddings,parties,meetings, etc.).It is also important portant to;understand • that a DRC may need to remain operational for a Minimum'up to 30 days or longer. G. The location's owner mutt be Wilting to,allow FEMA to install telephone lines and/or iin'te r n et service if • necessary. H. Facilities should be available from 730am-7:OOpm daily,Monday through Saturday,and possibly ion Sundays and holidays_ ADDITIONAL CONSIDERATIONS 1.. When possible„DRC facilities:should be centrally located fin a community to minimize travel time. Consideration must be given to the imost vulnerable po;pula'tion.Where apptica'ble DRCs should be established on a;public transportation route. The public should generally be familiar With the location Custodial support should be available at the facility 2.. If necessary,the parking lot:should be able to temporarily accommodate a Mobile Communication Office Vehicle(MCOV)(60'iibng x'2i0`wide;)with an unobstructed view of the south=western Sky for satellite connectivity_ 3_ Does the occupancy of the facility have any Environmental Planning and Historic:Preservation ((EPH)considerations that need to be addressed? (e..g.special flood hazard area,iHistorica'l site, etc.) 42 Disaster Recovery Center Basic Requirements Physical:Localon Name: Physical Address(no PO Boxy: City: County: State': Zip GPS: LAT LONG Dir ions! -andrnarks': Contact Persons(POC): Facility point of contact Name Phone: - Address: City: State: Zip: After hours POC: Name Phone: Address: City: State: Zip: Alternative POC: Name Phone: Address: City: State: Zip: County Emergency Management Director: Name Phone: Address: City: State: Zip: Site Characteristics Date available: Begin: End: Lease required:Y N Cost$ Space available: sq_ft_ Hours of use: Keys: DRC use parking spaces: ADA parking spaces: Total: Parking lot lights:Y N Outside building lights: Y N ADA accessibility: Exterior notes: Response time: Police: Fire: Nearest hospital: Name Phone: Address: Distance: Time: Local crime summary: 43 Local(hazards summary, :Interior Rooms:s: Room size:Room A x Room B x Room C x Bathrooms: ADA ax npt ant Y N Are doors secure:Y N Comment Are windows secure:Y N CI mmenb' Emergency alighting functional:Y N Exit lighting functional:Y N Fire sprinkler system functional:Y N lire extinguishers: Water system:Y N City1County system:Y N Approved for drinking:Y N Air,conditioning:Y N Fans:Y N Adequate ventilation:Y N Electrical power to support computer and office equipment demand:Y N Can iinside re-wiring be accomplished easily and safely?Y N is building interior in good shape (check for water leaks&visible hazards)?Y N Office Characteristics Internet access:Y N Wi-Fi:Y N #Fax: #Toner cartridges: Flatbed tabletop copier:Y N Copy paper boxes It Toner cartridges: High speed printer Y N #Toner cartridges: Shredder:Y N #Trash cans: Janitorial &trash pickup available?Y N #Tables: #office chairs: f#folding chairs: Bathroom access: Y N Paper towels: #toilet paper #paper cups: #ext. cords: Comment: Phones FEiVIA cell phone signal?Y N Strength: Air Card?Y N Strength: Do phone clines already exist for DRC use?Y N How many? What is maximum phone line capacity: DSL POTS: Switchboard:Y N Phone service point in building: Phone service provider Contact number. Phone number connected to DRC location (for tel/com reference): Comments: Sketches Draw location sketches: (1) Exterior: building, ADA parking ,& ramps, DRC, parking (2) Interior building, rooms w/dimensions, location of outlets and telephone equipment Note:Above checklist compiled from various sources including: 44 ATTACHMENT 13 Certification Regarding Debarment,Suspension,Ine1igT3Iity And Winning Exctvelon Subcontractor Covered Transactions (1) The; pec eve stbconhattor of > e RerApien' .„ , 6itiies„ submission of 1jn,its document&tat melt Liar it nor its 1;oi;;roc*)-is is;p es i I•+debaPm suspended„ proposed for debarment.declarers iinesfligil�l� orvciluntarily cexd uded from c zn in finis transactonb :any Federal depaitudentor agency_ (a: ) Where The Re>>ipienrs subcontractor is tunable to certify to the above statement,the prospective subcontractor shall attach an ecplanation to i*is form. SUBCONTRACTOR: By: Signature Recipient's Name Name and Title FDEM Contract Number Street Address Project Nurriber City,State„Zip Date 45 ATTACHMENT IMENT I JUSTIFICATION OF.ADVANCE PAYMENT RECIPIENT: if you are requesting an adlgatalet,'indicate same by checking the box below_ j ADVANCE REQUESTED ''..dvacice ti'a; nm,'1[nitlOf.$ isorequ eged_ Iie auee of I;e;«, 'mews will be Hi isrrueon a reimbursement a is_ These(funds are Ilu:•.ral..rri 11c0,lom .",VKI,award of die (.ei I L,orHaile foams and ,pundluse start-up Ime,Neil,I I es ,equipment We would a f e able to 0i:u ullt,.. ',W;ithout II I1 i$ F mvuu¢$''e_ 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 First Three f'Tionths of gist applicable line items) Contract For example ADMINISTRATIVE COSTS (Include Secondary Administration.) For example PROGRAM EXPENSES TOTAL EXPENSES LINE ITEM JUSTIFICA TION (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 oftbe 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) 46 ,ATTACHMENTJ WARRANTIES D REPRESENTATIONS 1Funa dal -;�t Recifpierrife ffunancial a ernent system;must dIrde the tfolismAng: ((`l)) scurate,current and conpletedis llesuureoftfiefinanciall;r tscofthisIle, I07-- ncorprogram (R) Records that ui0,a ratify the source and'use of funds for all amities_These'records ehall contain ill, i rmatran pertaining to grant awards„at hou bons„(obr(4:. ions„[un obligated balances„assets„ouitlays„income and interest_ (3) Effective oontrdl over and accountability for all funds„nds,„ property and Other assets Recipient ehall safeguard all assets and assure that they are used solely forauthorized purposes. (4) Comparison cof expenditures With budget.amounts for each Request for Payment Whenever appropriate„financial information.should be related to performance and unit cost data. (S) Written procedures to(determine Whether costs are allowed and reasonable under the ;provisions the applicable OMB cost principles and the terms and conditions of this Agreement ,(6;) Cost accounting records that are supported by backup documentation. Competition All procurement transactions ehall be done in a manner to provide open and free co petition.The Recipient thall be alert to conflicts of interest as well as noncompetitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor performance and;eliminate unfair competitive advantage, contractors that:develop or draft specifications, requirements,statements of work,invitations for'bids.and/or requests for proposals shall be excluded from competing for such procurements.Awards shall be made to the bidder or offeror Whose bid or offer is responsive to the solicitation and is most advantageous to the'Recipient, considering the price„quality and other factors. Solicitations hall clearly set forth all requirements that the bidder or offeror must fulfill in order for the bid or offer to be evaluated by the Recipient Any and all bids or offers may be rejected when it is in the Recipient's interest to do so. 47 The i'"e , shallittna] atin witittrens#andards,©=anduu t graveuting the Ifpettnimanneoffiitsemploy/Ben (engaged iin the award and adn iritis aiti n.off=Intens_if to erniplayee o nzer or agent tlnaffl patitipate iinrto the saledionn award n ter edrnidi Ilan!of.e cnithatt suppo ted by Ipuu➢ic gra ft funds if atnasill!or spit conflict of fin terest u i O'be kiwi', +a_Such a ooriffitt woad arise When the employee,officer,or agent any arrnerrjle,t-r ce,i INS or Iher,immediate family,'.his or her patter,hor n azganizatfon sitith!err pilays or As about to employ any dill o e parties indicted„:has a iifnnantial or other interest in 11 ,e firm sea:bled for an award_The offfficers,employees.and-agents of The Recipient shspiritnoraocept in ern favors,or anything of imonatary value i+,,earn 001/fractors or parties to.subcontracts_ The e standards of ,conduetshall provide for disciplinary actions to.be applied for Violations of the`standards by of bees employees,or agents of the Recipient_ Business(Hours The Recipient shall have its offices open for business,with the entrance door open to the;pudic,and at [least:one employee on site,from IM.vh- c:oo a., Licensing and Permitting All subcontractors,or employees hired by the Recipient shall have,all current licenses and permits required for all Of the;particular work for which they are[hired by the Recipient_ 48 ATTACHMENT It STATEMENT OF ASSURANCES CES "The Redipiient'hereby SWIMS and dies arrigialEITRIDE win all Federal Statutes,negeleljna5,;1"+t iiiaier5„ «0 r 7de roes and iretguireme „iintluting C.F.R.(Pad 2litt;E D_12372 and lfittritiforrimAdertinistrtkiie Regvtanrentts for Grants and „a, ,a,•,greerroaafts 20,CFR,Part c;e,„;„Common irxrite„that err the app ii ition.„acceptance and unse&F;:i0'wail limits for iui its'i eterally assisted ip a p /fie%,th'e ja;e ticenit assures and des that 1._lit'vdll ccomri a,,With requirements elite,provisions(of the Uniform Relocation and Real Propel Act iieltiorrsAbt cif 1970;(P IL 91 )k.,rluii o provides for glair and equitable treatment of persrnns ds;e,l_red.as a result cof Federal and faderaili assisted;programs_ 2_lit it campy with(provisions of F 'law Which Iliraiit certain Ipolf.(Cal atlivities cif employees ea State or 'local unite government whose;principal.employment is in(connection With an at Wily fnanced iin'v Mile or in part by Federal grants_i(5USC 1591.,,et.seq.) :3_III Will(comply With the(minimum:wage and imardmum(hour's;provisions Of the(Federal Fair Labor Standards Act_ 4_Rt Wll:establish safeguards to',prohibit;employees from fusing their 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 mvith 'whom they have farriily.,business,or Other ties. 5._it Will give the sponsoring agency or the Comptroller General,through any authorized representative,access to and the(right to:examine all records,(books.,!papers,or(documents related to the grant_ 6_it Will comply with all requirements imposed by the Federal:sponsoring agency ooncerriing special requirements of law,program requirements,and Other administrative requirements. 7..it Will ensure that the facilities under its ownership,(lease or supervision Which shall'be utilized in the accomplishment of the project are not(listed on the Environmental PProtection Agency's(EPA)(list of Violating F,acitifies and that it will notify the Federal grantor agency of the receipt of any communication from the Director Hof the EPA Office of Federal.Activities indicating that a facility to be used in the(project is under consideration for listing by the EPA. 8.it Will comply With the flood insurance;purchase requirements cif Section 1002(a)of the'Flood Disaster Protection Act of 1973,,Public Law 93-234,87 Stet.975,,approved Dece 'ber:31„ 1976.,Section 102(a) requires,on and after March 2, 1975,,the(purchase of flood insurance in cco murities where such insurance is available as a condition for the receipt of any Federal financial assistance for construction or acquisition purposes for use in any area that has been identified by the Secretary of the'Department of Housing and Urban Development as an area having special flood hazards. The;phrase'Federal financial assistance"includes any form of iloan,grant,guaranty,insurance payment,rebate,subsidy,disaster assistance loan or grant,or any other form of direct or indirect Federal assistance_ :9_it Will assist the Federal grantor agency in its compliance with Section 106 of the National Historic Preservation Act of 1966 as amended(16 USC 470),Executive Order 11593,and the Archeological and 49 113,tsta�icaJ AIProservatorn 589a411 seq j Iby(((a}) tithe SittEI➢ ii t� Piresenation Office the CENTitillaltdi cif Ilro igatinra as matecesSely tiD ifillattify properties Meted iiin or ihilile tar intilualunTinthe Keitinnal ietter&II EtturicPla that are :tettIto athISTSB s(SEM: CFR Part 8 18) !by lithe,a uty„and i¢n ei n llh,}fiinPg the Federal grantorageracy rof ittoe.esristerte Hof any soh ides a ((,e�) faxarrudyimrg 171, hn ill irooiremnemit5 estab!liShed lb_y the e F c anal grantor agency to.mid,or imniflgate adverse reds nllpm Men„er to c— i1e5_ 1:0_Ill wfil`ate„and assure the compliance cof 1fl iit>ts sub paemils and C atttrat taus„%n t h the s pplieible iphavitions Itiliftle 11 of the Oranrnibws Crime Cortitirl.and Safe Streets Ad c 1:98/„as arnended„the Juvenile Justice and Delinquency Prevention Ate„(or the Victims&Crirrie Act,as appropriate„the iprovisions&the current(editor' n oft6'he Oftte of.Jwtslice Prograrns Finandal and Adrutrifittraffve Gwide ffor G;rar „ 0.11;;and �It tier appti le F-ce eral laws,(orders,direr tars„or rregnlations_ i1.lit\will cumplysidlito the provisions of 28(CFR.applicable to grants and copper a agr rrnerits irnduding Part 18,Adrriir isfi atuve Review Procedure;Part 20,Criminal.Justice Information Systems;Part 22,Confidentiality„i Ildentifable Researt h and Statistical Information;Part 23„Criminal itntelligenee Systems(Operating Policies; Part 311,Intergovernmental Review of (Department rof Justice Programs and Actriities;Part 42, iNondiscrimina#ionVrEgival Employment(Opportunity(Policies and Procedures;'Part 31.„Procedures for Implementing the National Environmental Policy Ant;Parti63,Floodplain Management end`Wetland Protection Procedures;and Federal laws or regulations applicable to Federal Assistance Programs_ 12_Ilt vssill comply,and all its contractors Mill comply,with the non-discrimination requirements of theOmnibus Crime Control and Safe:Streets Act of-1968,as amended,42 USC 3789(d),or Victims of Crime.Actt(as appropriate),;Title VI of the Civil Rights Act of 1964,as amended;Section 504 of the;Rehabilitation Act of 11973, as amended;Subtitle A,Title 111 of the Americans with Disabilities,Act((ADA)(0.990);Title IX Of the e Education Amendments of 1:972;the Age Discrimination:Act of 1975;Department of Justice Non-Discrimination Regulations,28 CFR Part 42,Subparts C,D„E,and G;and Department of Justice regulations on disability discrirninafion,28 CFR Part 35 and Part 39. 13_In the event a Federal or State court or Federal or State.adrninistra'five agency makes a finding of discrimination after a due process(hearing on the Grounds of race,,color,religion,national origin,sex,or disability against a Sub-Recipient of funds,the Sub-Recipient will forward a copy Of the finding to the Office for ,Civil Rights,Office of Justice Programs. 14.It Will provide an Equal Employment Opportunity Program iif.required to maintain one,where the application is for$500,000 or.more. • 15.it will comply with the;provisions of the Coastal Barrier Resources Act(Pi_97-348)dated October 19„1982 (16 USC 3501 et seq.)which prohibits the,expenditure Of most new'.Federal funds within the units of the Coastal Barrier Resources System. 116_'DRUG-FREE WORKPLACE(GRANTEES OTHER THAN INDIVIDUALS)As required by the Drug-Free Workplace Act of 1988,and implemented et 28 CFR Part 67,Subpart F.,for grantees,as defined at 28 CFR Part 67 Sections 67_615 and(67.620.. 50