Item C07 C.7
� � �, BOARD OF COUNTY COMMISSIONERS
County of Monroe � ��r�i
�r � s�� Mayor Heather Carruthers,District 3
The Florida.Keys � � � ������]�j Mayor Pro Tem Michelle Coldiron,District 2
Craig Cates,District 1
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David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
July 15, 2020
Agenda Item Number: C.7
Agenda Item Summary #6968
BULK ITEM: Yes DEPARTMENT: Emergency Management
TIME APPROXIMATE: STAFF CONTACT: Jeff Manning (305) 289-6325
N/A
AGENDA ITEM WORDING: Approval of an agreement with the State of Florida, Division of
Emergency Management concerning an Emergency Management Performance Grant (Agreement
4G0158) in the amount of $67,351, fully grant funded and no county match; and authorization for
the County Administrator to execute any required documentation in relation to the grant.
ITEM BACKGROUND: This is an annual Grant Agreement between the State of Florida,
Division of Emergency Management and Monroe County. The Grant is intended to enhance County
Emergency Management plans and programs that are consistent with the State Comprehensive
Emergency Management Plan and Program. This agreement shall begin July 1, 2020 and end June
30, 2021.
PREVIOUS RELEVANT BOCC ACTION: This grant has been approved each year since 1994
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION:
DOCUMENTATION:
C17 46968 6 24 20 FY 2020-2021 EMPG AGREEMENT.Monroe.County.G0158 - APPROVED
(REV 6/24/20)
FINANCIAL IMPACT:
Effective Date: July 1, 2020
Expiration Date: June 30, 2021
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C.7
Total Dollar Value of Contract: $67,351
Total Cost to County: 0
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: N/A If yes, amount:
Grant: $67,351
County Match: 0
Insurance Required: NO
Additional Details:
N/A
REVIEWED BY:
Pedro Mercado Completed 05/28/2020 2:37 PM
Shannon Weiner Completed 05/28/2020 2:58 PM
Purchasing Completed 05/28/2020 3:08 PM
Budget and Finance Completed 05/28/2020 3:39 PM
Maria Slavik Completed 05/28/2020 4:39 PM
Kathy Peters Completed 05/28/2020 4:45 PM
Board of County Commissioners Completed 06/17/2020 9:00 AM
Board of County Commissioners Pending 07/15/2020 9:00 AM
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STATE OF FLORIDA
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
CFDA Number(s): 97.042 Agreement Number: G0158 0'
FEDERALLY FUNDED SUBAWARD AND GRANT AGREEMENT
EMERGENCY MANAGEMENT PERFORMANCE GRANTS
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and Monroe County,
(hereinafter referred to as the"Sub-Recipient
For the purposes of this Agreement, the Division serves as the pass-through entity for a Federal
award, and the Sub-Recipient serves as the recipient of a subaward.
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: CL
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A. 2 C.F.R. §200.92 states that a "subaward may be provided through any form of legal agreement,
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including an agreement that the pass-through entity considers a contract." LO
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B. As defined by 2 C.F.R. §200.74, "pass-through entity" means "a non-Federal entity that provides
a subaward to a Sub-Recipient to carry out part of a Federal program."
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C. As defined by 2 C.F.R. §200.93, "Sub-Recipient" means "a non-Federal entity that receives a
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subaward from a pass-through entity to carry out part of a Federal program." 0
D. As defined by 2 C.F.R. §200.38, "Federal award" means "Federal financial assistance that a non-
Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity."
E. As defined by 2 C.F.R. §200.92, "subaward" means "an award provided by a pass-through entity
to a Sub-Recipient for the Sub-Recipient to carry out part of a Federal award received by the pass-
through entity."
THEREFORE, Division AND Sub-Recipient agree to the following: CD
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(1) SCOPE OF WORK
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(a) Sub-Recipient shall perform the work in accordance with Scope of Work (Attachment A) >-
and Proposed Budget Detail Worksheet (Attachment A(2)), of this agreement.
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(2) INCORPORATION OF LAWS, REGULATIONS, AND POLICIES
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(a) Sub-Recipient and Division shall be governed by all applicable State and Federal laws,
rules, and regulations, including, but not limited to, those identified in Attachment E, Program Statement r�
of Assurances. In addition, section 215.971, Florida Statutes applies to this Agreement because 2 C.F.R.
§200.302 states in part: "Each state must expend and account for the Federal award in accordance with
state laws and procedures for expending and accounting for the state's own funds."
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(3) PERIOD OF AGREEMENT
(a) This agreement period will begin on July 01, 2020, and will end on June 30, 2021, unless
terminated earlier in accordance with provisions of this Agreement, including, but not limited to Paragraph
(12)TERMINATION, of this Agreement. m
(4) FUNDING CONSIDERATION
(a) This is a cost reimbursement agreement. Division shall reimburse Sub-Recipient for
allowable costs incurred in the satisfactory performance of work hereunder in an amount not to exceed
$67,351.00, subject to legality of the expenditures, availability of funds, and appropriate budget authority. CD
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(b) Any advance payment under this Agreement is subject to section 216.181(16), Florida c`
Statutes. The amount of advanced funds may not exceed the expected cash needs of Sub-Recipient
within the first ninety (90)days of the term of this Agreement. If an advance payment is requested, the
budget data on which the request is based, and a justification statement shall be included with this
Agreement as indicated in Attachment B, Justification of Advance Payment. Attachment B must specify
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the amount of advance disbursement requested and provide an explanation of the necessity for and CL
proposed use of the funds. co
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(c) As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement
must include a certification, signed by an official who is authorized to legally bind the Sub-Recipient ,
which reads as follows: "By signing this report, I certify to the best of my knowledge and belief that the
report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the ai
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purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any
false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal,
civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18,
Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)."
(d) In accordance with section 215.971(1)(d), Florida Statutes, the Sub-Recipient may
expend funds authorized by this Agreement "only for allowable costs resulting from obligations incurred CL
during"the period of Agreement.
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(e) As required by section 215.971(2)(c), Florida Statutes, the Grant Manager shall reconcile
and verify all funds received against all funds expended during the grant agreement period and produce a N
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final reconciliation report. �-
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(5) REPORTS
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Sub-Recipients shall provide Division with all required Reports, as set forth in Exhibit 1 —Audit
Requirements, to this agreement.
(a) Consistent with 2 C.F.R. §200.328, the Sub-Recipient shall provide the Division with E
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quarterly reports and a close-out report. These reports shall include the current status and progress by
the Sub-Recipient and all subcontractors in completing the work described in the Scope of Work and the
expenditure of funds under this Agreement, in addition to any other information requested by the Division.
(b) Quarterly reports are due to the Division no later than thirty(30)days after the end of
each quarter of the program year and shall be sent each quarter until submission of the administrative
close-out report. The ending dates for each quarter of the program year are September 30, December 31, W
March 31, and June 30.
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(c) The Form 5- Close-Out Report is due sixty (60)days after termination of this Agreement
or sixty(60)days after completion of the activities contained in this Agreement, whichever first occurs.
(d) If all required reports and copies are not sent to the Division or are not completed in a W
manner acceptable to the Division, then the Division may withhold further payments until they are
completed or may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the CL
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Division" means that the work product was completed in accordance with the Proposed Budget Detail
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Worksheet (Attachment A (2)) and Scope of Work (Attachment A). LO
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(e) The Sub-Recipient shall provide additional program updates or information that may be
required by the Division.
(f) The Sub-Recipient shall provide additional reports and information identified in Quarterly o
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Reports (Attachment A(3)). The necessary forms for completing Quarterly Reports are located in
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Attachment G, Reporting Forms.
(6) MONITORING
(a) Sub-Recipient is responsible for and shall monitor its performance under this Agreement.
Sub-Recipient shall monitor the performance of its contractors, consultants, agents, and who are paid
from funds provided under this Agreement or acting in furtherance of this Agreement.
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(b) In addition to reviews of audits conducted in accordance with Exhibit 1 —Audit
Requirements, monitoring procedures may include, but not limited to, desk reviews and on-site visits by
Division staff, limited scope audits, and other procedures.
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(7) SUBCONTRACTS N
(a) Sub-Recipient shall not contract in furtherance of this Agreement prior to receiving
Division's written confirmation that the proposed contract includes the following requirements:
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i. Contractor is bound by all applicable State and Federal law and regulations;
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ii. Contractor shall indemnify and hold Division and Sub-Recipient harmless against
all claims of whatever nature arising out of or related to the contractor's performance of under this
Agreement, to the extent allowed by law; and
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iii. Prior to entering into a contract with any contractor to be paid from funds from
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this Agreement, Sub-Recipient shall submit to Division a completed Attachment C, Certification Regarding m
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Debarment, Suspension, Ineligibility, and Voluntary Exclusion to this Agreement.
(8) AUDITS
(a) Sub-Recipient 's performance under this Agreement is subject to the applicable
requirements published in the Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, Title 2 of the United States Code of Federal Regulations (C.F.R.) part
200 hereinafter referred to as the "Uniform Guidance."
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(b) Sub-Recipient shall retain all records pertaining to this Agreement, regardless of the form
of the record (e.g. paper, film, recording, electronic), including but not limited to financial records,
supporting documents, statistical records, and any other documents (hereinafter referred to as "Records")
for a period of five State fiscal years after all reporting requirements are satisfied and final payments have
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been received, or if an audit has been initiated and audit findings through ligation or otherwise. CL
(c) If Sub-Recipient 's expenditures of State of Federal awards during its applicable fiscal CO
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year(s) require it to conduct an audit in accordance with Exhibit 1 —Audit Requirements, to this
Agreement, such audit will comply with all applicable requirements of Exhibit 1 —Audit Requirements, to
this Agreement, section 215.97, Florida Statues, and the Uniform Guidance as applicable, and Sub-
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Recipient shall ensure that all related party transactions are disclosed to the auditor.
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(d) The reporting packages for required audits must be timely submitted in accordance with
the requirements of Exhibit 1 —Audit Requirements, of this Agreement and the applicable laws, rules and
audits of Federal awards conducted in accordance with Subparagraph (c)above.
(9) LIABILITY
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(a) Unless Sub-Recipient is a State agency or subdivision, as defined in section 768.28(2),
Florida Statutes, the Sub-Recipient is solely responsible to parties it deals with in carrying out the terms of
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this Agreement. As authorized by section 768.28(19), Florida Statutes, Sub-Recipient shall hold the '
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Division harmless against all claims of whatever nature by third parties arising from the work performance cv
under this Agreement. For purposes of this Agreement, Sub-Recipient agrees that it is not an employee
or agent of the Division but is an independent contractor.
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(b) As required by section 768.28(19), Florida Statutes, any Sub-Recipient which is a state
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agency or subdivision, as defined in section 768.28(2), Florida Statutes, agrees to be fully responsible for
its negligent or tortious acts or omissions which result in claims or suits against the Division, and agrees
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to be liable for any damages proximately caused by the acts or omissions to the extent set forth in section U
768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of sovereign immunity by any
Sub-Recipient to which sovereign immunity applies. Nothing herein shall be construed as consent by a
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state agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of
any contract.
(10) DEFAULT 03
If any of the following events occur("Events of Default"), all obligations on the part of the Division
to make further payment of funds shall terminate and the Division has the option to exercise any of its
remedies set forth in Paragraph (11) REMEDIES; however, the Division may make payments or partial
payments after any Events of Default without waiving the right to exercise such remedies, and without
becoming liable to make any further payment if: W
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(a) Any warranty or representation made by the Sub-Recipient in this Agreement or any c`
previous agreement with the Division is or becomes false or misleading in any respect, or if the Sub-
Recipient fails to keep or perform any of the obligations, terms or covenants in this Agreement or any
previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to
meet its obligations under this Agreement;
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(b) Material adverse changes occur in the financial condition of the Sub-Recipient at any
time during the term of this Agreement, and the Sub-Recipient fails to cure this adverse change within CO
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thirty(30)days from the date written notice is sent by the Division;
(c) Any reports required by this Agreement have not been submitted to the Division or have
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been submitted with incorrect, incomplete, or insufficient information; or,
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(d) The Sub-Recipient has failed to perform and complete on time any of its obligations
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under this Agreement.
(11) REMEDIES
If an Event of Default occurs, then the Division shall, after thirty(30)calendar days written notice
to the Sub-Recipient and upon the Sub-Recipient's failure to cure within those thirty (30)days, exercise
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any one or more of the following remedies, either concurrently or consecutively:
(a) Terminate this Agreement, provided that the Sub-Recipient is given at least thirty (30)
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days prior written notice of the termination. The notice shall be effective when placed in the United States, '
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first class mail, postage prepaid, by registered or certified mail-return receipt requested, to the address in cv
paragraph (3) herein;
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(b) Begin an appropriate legal or equitable action to enforce performance of this Agreement;
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(c) Withhold or suspend payment of all or any part of a request for payment;
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(d) Require that the Sub-Recipient refund to the Division any monies used for ineligible
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purposes under the laws, rules and regulations governing the use of these funds;
(e) Exercise any corrective or remedial actions, to include but not be limited to:
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i. Request additional information from the Sub-Recipient to determine the reasons
for or the extent of non-compliance or lack of performance;
ii. Issue a written warning to advise that more serious measures may be taken if the
situation is not corrected;
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iii. Advise the Sub-Recipient to suspend, discontinue or refrain from incurring costs
for any activities in question or;
iv. Require the Sub-Recipient to reimburse the Division for costs incurred for any
items determined to be ineligible;
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(f) Exercise any other rights or remedies which may be available under law.
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Pursuing any of the above remedies will not stop the Division from pursuing any other remedies LO
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in this Agreement or provided at law or in equity. If the Division waives any right or remedy in this
Agreement or fails to insist on strict performance by the Sub-Recipient, it will not affect, extend or waive
any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the
Division for any other default by the Sub-Recipient.
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(12) TERMINATION
(a) The Division may terminate this Agreement for cause after thirty (30)days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Sub-Recipient to permit public access to any document,
paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as amended.
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(b) The Division may terminate this Agreement for convenience or when it determines, in its
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sole discretion, that continuing the Agreement would not produce beneficial results in line with the further
expenditure of funds, by providing the Sub-Recipient with thirty(30)calendar days prior written notice. cv
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(c) The parties may agree to terminate this Agreement for their mutual convenience through U_
a written amendment of this Agreement. The amendment will state the effective date of the termination
and the procedures for proper closeout of the Agreement.
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(d) In the event this Agreement is terminated, the Sub-Recipient will not incur new
obligations for the terminated portion of the Agreement after the Sub-Recipient has received the r�
notification of termination.
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The Sub-Recipient will cancel as many outstanding obligations as possible. Costs incurred after receipt of
the termination notice will be disallowed. The Sub-Recipient shall not be relieved of liability to the Division
because of any breach of Agreement by the Sub-Recipient. The Division may, to the extent authorized by
law, withhold payments to the Sub-Recipient for the purpose of set-off until the exact amount of damages 0)
due the Division from the Sub-Recipient is determined.
(13) PROCUREMENT
(a) The Sub-Recipient shall ensure that any procurement involving funds authorized by the
Agreement complies with all applicable federal and state laws and regulations, to include 2 C.F.R.
§§200.318 through 200.326 as well as Appendix II to 2 C.F.R. Part 200 (entitled "Contract Provisions for
Non-Federal Entity Contracts Under Federal Awards"). c`
(b) As required by 2 C.F.R. §200.318(i), the Sub-Recipient shall "maintain records sufficient
to detail the history of procurement. These records will include but are not necessarily limited to the
following: rationale for the method of procurement, selection of contract type, contractor selection or
rejection, and the basis for the contract price." CL
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(c) As required by 2 C.F.R. §200.318(b), the Sub-Recipient shall "maintain oversight to
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ensure that contractors perform in accordance with the terms, conditions, and specifications of their T_
contracts or purchase orders." In order to demonstrate compliance with this requirement, the Sub-
Recipient shall document, in its quarterly report to the Division, the progress of any and all subcontractors
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performing work under this Agreement.
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(d) Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a)or
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procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub-Recipient
chooses to subcontract any of the work required under this Agreement, then the Sub-Recipient shall
forward to the Division a copy of any solicitation (whether competitive or non-competitive) at least fifteen
(15)days prior to the publication or communication of the solicitation. The Division shall review the
solicitation and provide comments, if any, to the Sub-Recipient within seven (7) business days.
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Consistent with 2 C.F.R. §200.324, the Division will review the solicitation for compliance with the
procurement standards outlined in 2 C.F.R. §§200.318 through 200.326 as well as Appendix II to 2 C.F.R.
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Part 200. Consistent with 2 C.F.R. §200.318(k), the Division will not substitute its judgment for that of the
Sub-Recipient. While the Sub-Recipient does not need the approval of the Division in order to publish a CD
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competitive solicitation, this review may allow the Division to identify deficiencies in the vendor >-
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requirements or in the commodity or service specifications. The Division's review and comments shall not N
constitute an approval of the solicitation. Regardless of the Division's review, the Sub-Recipient remains N
bound by all applicable laws, regulations, and agreement terms. If during its review the Division identifies CO
any deficiencies, then the Division shall communicate those deficiencies to the Sub-Recipient as quickly
as possible within the seven (7) business day window outlined above. If the Sub-Recipient publishes a
competitive solicitation after receiving comments from the Division that the solicitation is deficient, then
the Division may: E
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i. Terminate this Agreement in accordance with the provisions outlined in
Paragraph (12)above; and,
H. Refuse to reimburse the Sub-Recipient for any costs associated with that E
solicitation.
(e) Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a)or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub-Recipient
chooses to subcontract any of the work required under this Agreement, then the Sub-Recipient shall
forward to the Division a copy of any contemplated contract prior to contract execution. The Division shall
review the unexecuted contract and provide comments, if any, to the Sub-Recipient within seven (7)
business days. Consistent with 2 C.F.R. §200.324, the Division will review the unexecuted contract for c`
compliance with the procurement standards outlined in 2 C.F.R. §§200.318 through 200.326 as well as
Appendix II to 2 C.F.R. Part 200. Consistent with 2 C.F.R. §200.318(k), the Division will not substitute its
judgment for that of the Sub-Recipient. While the Sub-Recipient does not need the approval of the
Division in order to execute a subcontract, this review may allow the Division to identify deficiencies in the
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terms and conditions of the subcontract as well as deficiencies in the procurement process that led to the CL
subcontract. The Division's review and comments shall not constitute an approval of the subcontract. CO
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Regardless of the Division's review, the Sub-Recipient remains bound by all applicable laws, regulations, T_
and agreement terms. If during its review the Division identifies any deficiencies, then the Division shall
communicate those deficiencies to the Sub-Recipient as quickly as possible within the seven (7) business
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day window outlined above. If the Sub-Recipient executes a subcontract after receiving a communication
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from the Division that the subcontract is non-compliant, then the Division may:
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i. Terminate this Agreement in accordance with the provisions outlined in
Paragraph (12)above; and,
H. Refuse to reimburse the Sub-Recipient for any costs associated with that
subcontract.
(f) The Sub-Recipient agrees to include in the subcontract that (i)the subcontractor is bound
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by the terms of this Agreement, (ii)the subcontractor is bound by all applicable state and federal laws
and regulations, and (iii)the subcontractor shall hold the Division and Sub-Recipient harmless against all
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claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to cv
the extent allowed and required by law.
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(g) As required by 2 C.F.R. §200.318(c)(1), the Sub-Recipient shall "maintain written
standards of conduct covering conflicts of interest and governing the actions of its employees engaged in `V
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the selection, award and administration of contracts."
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(h) As required by 2 C.F.R. §200.319(a), the Sub-Recipient shall conduct any procurement
under this agreement"in a manner providing full and open competition."Accordingly, the Sub-Recipient
shall not:
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i. Place unreasonable requirements on firms in order for them to qualify to do
business;
ii. Require unnecessary experience or excessive bonding; E
iii. Use noncompetitive pricing practices between firms or between affiliated
companies;
iv. Execute noncompetitive contracts to consultants that are on retainer contracts;
V. Authorize, condone, or ignore organizational conflicts of interest;
vi. Specify only a brand name product without allowing vendors to offer an
equivalent;
vii. Specify a brand name product instead of describing the performance,
specifications, or other relevant requirements that pertain to the commodity or service solicited by the
procurement;
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viii. Engage in any arbitrary action during the procurement process; or,
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ix. Allow a vendor to bid on a contract if that bidder was involved with developing or LO
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drafting the specifications, requirements, statement of work, invitation to bid, or request for proposals.
(i) Except in those cases where applicable Federal statutes expressly mandate or
encourage otherwise, the Sub-Recipient, as required b 2 C.F.R. 200.319 b , shall not use ageographic
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preference when procuring commodities or services under this Agreement.
(j) The Sub-Recipient shall conduct any procurement involving invitations to bid (i.e. sealed
bids) in accordance with 2 C.F.R. §200.320(c)as well as section 287.057(1)(a), Florida Statutes.
(k) The Sub-Recipient shall conduct any procurement involving requests for proposals (i.e.
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competitive proposals) in accordance with 2 C.F.R. §200.320(d)as well as section 287.057(1)(b), Florida
Statutes.
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(1) For each subcontract, the Sub—Recipient shall provide a written statement to the Division
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as to whether that subcontractor is a minority business enterprise, as defined in section 288.703, Florida �-
Statutes. Additionally, the Sub-Recipient shall comply with the requirements of 2 C.F.R. §200.321 CD
("Contracting with small and minority businesses, women's business enterprises, and labor surplus area cv
firms"). CO
(m) FEMA has developed helpful resources for Sub-Recipients when procuring with federal
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grant funds because Sub-Recipients must comply with the Federal procurement standards outlined in 2 j
C.F.R. §§200.318 through 200.326 as well as Appendix 11 to 2 C.F.R. Part 200. These resources are
generally available at https://www.fema.gov/procurement-disaster-assistance-team. FEMA periodically
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updates this resource page so please check back for the latest information. While not all the provisions
discussed in the resources are applicable to this subgrant agreement, the Sub-Recipient may find these
resources helpful when drafting its solicitation and contract for compliance with the Federal procurement
standards outlined in 2 C.F.R. §§200.318 through 200.326 as well as Appendix II to 2 C.F.R. Part 0)
200. FEMA provides the following hands-on resources for Recipients of federal funding:
i. 2018 PDAT Procurement Compliance Checklist for Public Assistance Applicants
available at https://www.fema.gov/media-library-data/1569959172327-
92358d63e00dl7639d5db4de015184c9/PDAT ProcurementChecklist 11-21-2018.pdf
ii. 2019 PDAT Contract Provisions Template available at
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https://www.fema.gov/media-library-data/l 569959119092-
92358d63e00dl7639d5db4de015184c9/PDAT Contra ctP rovisio nsTem plate 9-30-19.pdf
(14) ATTACHMENTS AND EXHIBITS
(a) All attachments to this Agreement are incorporated as if set out fully.
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(b) In the event of any inconsistencies or conflict between the language of this Agreement
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and the attachments, the language of the attachments shall control, but only to the extent of the conflict or LO
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inconsistency.
(c) This Agreement has the following attachments:
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Exhibit 1 —Audit Requirements
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Exhibit 2— Funding Sources
Exhibit 3—Single Audits
Attachment A—Scope of Work
Attachment A(1)—Allowable Costs and Eligible Activities— Budget Directions
Attachment A(2)— Proposed Budget Detail Worksheet
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Attachment A(3)—Quarterly Reports
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Attachment B—Justification of Advance Payment N
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Attachment C—Certification Regarding Debarment, Suspension, Ineligibility and Voluntary CD
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Exclusion >-
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Attachment D—Warranties and Representations N
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Attachment E—Statement of Assurances
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Attachment F— Mandatory Contract Provisions
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Attachment G— Reporting Forms j
(15) NOTICE OF CONTACT
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(a) In accordance with section 215.971(2), Florida Statutes, the Division's Grant Manager
shall be responsible for enforcing performance of this Agreement's terms and conditions and shall serve
as the Division's liaison with the Sub-Recipient. All notices provided by Sub-Recipient under or pursuant
to this Agreement shall be in writing to Division's Grant Manager and delivered by standard or electronic 0)
mail using the correct information provided in Subparagraph 15(b) below.
(b) The name and address of Division's Grant Manager for this Agreement is:
Contractual Point of Contact E
Kizzy K. Caban
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2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850)815-4348
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Kizzy.Caban@em.myflorida.com
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(c) The name and address of Division's Programmatic Reviewer for this Agreement is:
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Programmatic Point of Contact CL
Karla Brown co
FDEMLO
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2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850)815-4357
Naytoyla.Brown@em.myflorida.com 0
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(d) The name and address of Representative of the Sub-Recipient responsible for the
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administration of this Agreement is:
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Name: Shannon Weiner
Title: Director
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Address: 490 63rd Street, Suite 150 LU
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Marathon, Florida 33050 CD
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Phone: (305)289-6012 cv
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Email: Weiner-shannon@monroecounty-fl.gov >-
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(e) In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the name, title and address of the new representative will be co
provided to the other party.
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(16) PAYMENTS
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C.7.a
(a) Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as
applicable, section 216.181(16), Florida Statutes. All advances are required to be held in an interest-
bearing account. If an advance payment is requested, the budget data on which the request is based and
a justification statement shall be included in this Agreement as Justification of Advance Payment as a)
Attachment B. Justification of Advance (Attachment B)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 N
documentation for all costs of the project or services. The final invoice shall be submitted within thirty (30)
days after the expiration date of the agreement. An explanation of any circumstances prohibiting the
submittal of quarterly invoices shall be submitted to the Division grant manager as part of the Sub-
Recipient 's quarterly reporting as referenced in Paragraph (5) REPORTS of this Agreement.
(c) If the necessary funds are not available to fund this Agreement as a result of action by
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the United States Congress, the federal Office of Management and Budgeting, the State Chief Financial CL
Officer or under Paragraph (4) FUNDING CONSIDERATION of this Agreement, all obligations on the part co
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of the Division to make any further payment of funds shall terminate, and the Sub-Recipient shall submit T'
its closeout report within thirty (30)days of receiving notice from the Division.
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(17) REPAYMENTS
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(a) All refunds or repayments due to the Division under this Agreement are to be made
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payable to the order of"Division of Emergency Management", and mailed directly to the following
address:
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100 CL
(b) In accordance with section 215.34(2), Florida Statutes, if a check or other draft is CD
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returned to the Division for collection, Sub-Recipient shall pay the Division a service fee of$15.00 or 5% N
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of the face amount of the returned check or draft, whichever is greater. N
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(18) MANDATED CONDITIONS AND OTHER LAWS N
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(a) The validity of this Agreement is subject to the truth and accuracy of all the information, co
representations, and materials submitted or provided by the Sub-Recipient in this Agreement, in any later
submission or response to a Division request, or in any submission or response to fulfill the requirements
of this Agreement. All of said information, representations, and materials are incorporated by reference.
The inaccuracy of the submissions or any material changes shall, at the option of the Division and with
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C.7.a
thirty(30)days written notice to the Sub-Recipient , cause the termination of this Agreement and the
release of the Division from all its obligations to the Sub-Recipient .
(b) This Agreement shall be construed under the laws of the State of Florida, and venue for
any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision of a)
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) The Sub-Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101-336, 42 U.S.C. Section 12101 et seg.), which prohibits discrimination by public and private
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services, and telecommunications.
(e) Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any
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goods or services to a public entity, may not submit a bid on a contract with a public entity for the CL
construction or repair of a public building or public work, may not submit bids on leases of real property toCO
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a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or T'
consultant under a contract with a public entity, and may not transact business with any public entity in
excess of$25,000.00 for a period of thirty-six (36) months from the date of being placed on the convicted
vendor list or on the discriminatory vendor list.
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(f) Any Sub-Recipient which is not a local government or state agency, and which receives
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funds under this Agreement from the federal government, certifies, to the best of its knowledge and belief,
that it and its principals:
i. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
ii. Have not, within a five-year period preceding this proposal been convicted of or CL
had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
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attempting to obtain, or performing a public (federal, state or local)transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, cv
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
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iii. Are not presently indicted or otherwise criminally or civilly charged by a
governmental entity(federal, state, or local)with commission of any offenses enumerated in Paragraph CO
(18)(f)(ii)of this certification; and,
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iv. Have not within a five-year period preceding this Agreement had one or more
public transactions (federal, state, or local)terminated for cause or default.
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C.7.a
(g) If the Sub-Recipient is unable to certify to any of the statements in this certification, then
the Sub-Recipient shall attach an explanation to this Agreement.
(h) In addition, the Sub-Recipient shall send to the Division (by email or by facsimile m
transmission)the completed "Certification Regarding Debarment, Suspension, Ineligibility And Voluntary
Exclusion" (Attachment C)for each intended subcontractor which Sub-Recipient plans to fund under this
Agreement. The form must be received by the Division before the Sub-Recipient enters into a contract
with any subcontractor.
(i) The Division reserves the right to unilaterally cancel this Agreement if the Sub-Recipient
refuses to allow public access to all documents, papers, letters or other material subject to the provisions
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of Chapter 119, Florida Statutes, which the Sub-Recipient created or received under this Agreement.
(j) If the Sub-Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the
Division's obligation to pay the contract amount.
(k) The State of Florida will not intentionally award publicly-funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment CL
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provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e)of the Immigration and Nationality ActCO
,
("INA")]. The Division shall consider the employment by any contractor of unauthorized aliens a violation LO
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of Section 274A(e)of the INA. Such violation by the Sub-Recipient of the employment provisions
contained in Section 274A(e)of the INA shall be grounds for unilateral cancellation of this Agreement by
the Division. o
(1) Section 287.05805, Florida Statutes, requires that any state funds provided for the
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purchase of or improvements to real property are contingent upon the contractor or political subdivision o
granting to the state a security interest in the property at least to the amount of state funds provided for at
least 5 years from the date of purchase or the completion of the improvements or as further required by
law.
(m) The Division may, at its option, terminate the Contract if the Contractor is found to have
submitted a false certification as provided under section 287.135(5),Florida Statutes., or been placed on
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the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the
Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria, or to have
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been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. C ID
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(19) FEDERAL REQUIREMENTS PERTAINING TO LOBBYING CD
(a) 2 C.F.R. §200.450 prohibits reimbursement for costs associated with certain lobbying N
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activities. W
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(b) Section 216.347, Florida Statutes, prohibits "any disbursement of grants and aids
appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant
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or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature, the judicial c,
branch, or a state agency."
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C.7.a
(c) No funds or other resources received from the Division under this Agreement may be
used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency.
(d) The Sub-Recipient certifies, by its signature to this Agreement, that to the best of his or 0)
her knowledge and belief:
i. No Federal appropriated funds have been paid or will be paid, by or on behalf of
the Sub-Recipient , to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
ii. If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of any agency, a Member
of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection
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with this Federal contract, grant, loan or cooperative agreement, the Sub-Recipient shall complete and CL
submit Standard Form-LLL, "Disclosure of Lobbying Activities." co
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iii. The Sub-Recipient shall require that this certification be included in the award
documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, and
cooperative agreements)and that all Sub-Recipients shall certify and disclose.
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iv. This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person
who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
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(20) COPYRIGHT, PATENT, AND TRADEMARK
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EXCEPT AS PROVIDED BELOW, ANY AND ALL PATENT RIGHTS
ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE
OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF
FLORIDA; AND, ANY AND ALL COPYRIGHTS ACCRUING UNDER OR
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IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT
ARE HEREBY TRANSFERRED BY THE SUB- RECIPIENT TO THE
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STATE OF FLORIDA.
(a) If the Sub-Recipient has a pre-existing patent or copyright, the Sub-Recipient shall retain j
all rights and entitlements to that pre-existing patent or copyright unless the Agreement provides
otherwise.
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C.7.a
(b) If any discovery or invention is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected with it, the Sub-Recipient shall refer
the discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this m
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Sub-Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Sub-Recipient to the State
of Florida.
(c) Within thirty(30)days of execution of this Agreement, the Sub-Recipient shall disclose all
intellectual properties relating to the performance of this Agreement which he or she knows or should
know could give rise to a patent or copyright. The Sub-Recipient shall retain all rights and entitlements to
any pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such
property exists. The Division shall then, under Paragraph (20)(b), have the right to all patents and
copyrights which accrue during performance of the Agreement.
(d) If the Sub-Recipient qualifies as a state university under Florida law, then, pursuant to
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section 1004.23, Florida Statutes, any invention conceived exclusively by the employees of the Sub CL
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Recipient shall become the sole property of the Sub-Recipient. In the case of joint inventions, that is CO
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inventions made jointly by one or more employees of both parties hereto, each party shall have an equal, T'
undivided interest in and to such joint inventions. The Division shall retain a perpetual, irrevocable, fully-
paid, nonexclusive license, for its use and the use of its contractors of any resulting patented, copyrighted
or trademarked work products, developed solely by the Sub-Recipient, under this Agreement, for Florida
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government purposes. o
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(21) LEGAL AUTHORIZATION
(a) The Sub-Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Sub-Recipient also certifies that the undersigned person has the authority to legally execute and bind
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Sub-Recipient to the terms of this Agreement.
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(22) ASSURANCES
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(a) The Sub-Recipient shall comply with any Statement of Assurances incorporated as cv
Attachment E. U_
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(23) RECORDS
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(a) As required by 2 C.F.R. §200.336, the Federal awarding agency, Inspectors General, the
Comptroller General of the United States, and the Division, or any of their authorized representatives,
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shall enjoy the right of access to any documents, papers, or other records of the Sub-Recipient which are U
pertinent to the Federal award, in order to make audits, examinations, excerpts, and transcripts. The right
of access also includes timely and reasonable access to the Sub-Recipient 's personnel for the purpose
16
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C.7.a
of interview and discussion related to such documents. Finally, the right of access is not limited to the
required retention period but lasts as long as the records are retained.
(b) As required by 2 C.F.R. §200.331(a)(5), the Division, the Chief Inspector General of the
State of Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the a)
right of access to any documents, financial statements, papers, or other records of the Sub-Recipient
which are pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts.
The right of access also includes timely and reasonable access to the Sub-Recipient 's personnel for the
purpose of interview and discussion related to such documents.
(c) As required by Florida Department of State's record retention requirements (Chapter 119,
Florida Statutes) and by 2 C.F.R. §200.333, the Sub-Recipient shall retain sufficient records to show its
compliance with the terms of this Agreement, as well as the compliance of all subcontractors or
consultants paid from funds under this Agreement, for a period of 5 years from the date of submission of
the final expenditure report. The following are the only exceptions to the 5-year requirement:
i. If any litigation, claim, or audit is started before the expiration of the 5-year
period, then the records must be retained until all litigation, claims, or audit findings involving the records
have been resolved and final action taken.
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ii. When the Division or the Sub-Recipient is notified in writing by the Federal ,
awarding agency, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect CO
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costs, or pass-through entity to extend the retention period. T'
iii. Records for real property and equipment acquired with Federal funds must be
retained for 5 years after final disposition.
iv. When records are transferred to or maintained by the Federal awarding agency
or pass-through entity, the 5-year retention requirement is not applicable to the Sub-Recipient.
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V. Records for program income transactions after the period of performance. In o
some cases, recipients must report program income after the period of performance. Where there is
such a requirement, the retention period for the records pertaining to the earning of the program income
starts from the end of the non-Federal entity's fiscal year in which the program income is earned.
vi. Indirect cost rate proposals and cost allocations plans. This paragraph applies
to the following types of documents and their supporting records: indirect cost rate computations or
proposals, cost allocation plans, and any similar accounting computations of the rate at which a
particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe CL
benefit rates).
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(d) In accordance with 2 C.F.R. §200.334, the Federal awarding agency must request
transfer of certain records to its custody from the Division or the Sub-Recipient when it determines that cv
the records possess long-term retention value.
(e) In accordance with 2 C.F.R. §200.335, the Division must always provide or accept paper
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versions of Agreement information to and from the Sub-Recipient upon request. If paper copies are
submitted, then the Division must not require more than an original and two copies. When original CO
records are electronic and cannot be altered, there is no need to create and retain paper copies. When
original records are paper, electronic versions may be substituted through the use of duplication or other
forms of electronic media provided that they are subject to periodic quality control reviews, provide
reasonable safeguards against alteration, and remain readable.
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C.7.a
(f) As required by 2 C.F.R. §200.303, the Sub-Recipient shall take reasonable measures to
safeguard protected personally identifiable information and other information the Federal awarding
agency or the Division designates as sensitive or the Sub-Recipient considers sensitive consistent with
applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality. m
(g) Florida's Government in the Sunshine Law(Section 286.011, Florida Statutes) provides
the citizens of Florida with a right of access to governmental proceedings and mandates three, basic
requirements: (1) meetings of public boards or commissions must be open to the public; (2) reasonable
notice of such meetings must be given; and, (3) minutes of the meetings must be taken and promptly
recorded. The 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 of its public purpose to a private entity, then, to the extent that private entity is performing
that public purpose, the Government in the Sunshine Law applies. For example, if a volunteer fire
department provides firefighting services to a governmental entity and uses facilities and equipment
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purchased with public funds, then the Government in the Sunshine Law applies to board of directors for CL
that volunteer fire department. Thus, to the extent that the Government in the Sunshine Law applies to CO
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the Sub-Recipient based upon the funds provided under this Agreement, the meetings of the Sub- T'
Recipient 's governing board or the meetings of any subcommittee making recommendations to the
governing board may be subject to open government requirements. These meetings shall be publicly
noticed, open to the public, and the minutes of all the meetings shall be public records, available to the
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public in accordance with Chapter 119, Florida Statutes.
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(h) Florida's Public Records Law provides a right of access to the records of the state and
local governments as well as to private entities acting on their behalf. Unless specifically exempted from
disclosure by the Legislature, all materials made or received by a governmental agency(or a private
entity acting on behalf of such an agency) in conjunction with official business which are used to
perpetuate, communicate, or formalize knowledge qualify as public records subject to public inspection.
The mere receipt of public funds by a private entity, standing alone, is insufficient to bring that entity CL
within the ambit of the public record requirements. However, when a public entity delegates a public
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function to a private entity, the records generated by the private entity's performance of that duty become
public records. Thus, the nature and scope of the services provided by a private entity determine whether cv
that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's
Public Records Law.
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(i) The Sub-Recipient shall maintain all records for the Sub-Recipient and for all
subcontractors or consultants to be paid from funds provided under this Agreement, including CO
documentation of all program costs, in a form sufficient to determine compliance with the requirements
and objectives of the Proposed Budget Detail Worksheet (Attachment A(2)) and Scope of Work
(Attachment A) and all other applicable laws and regulations.
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C.7.a
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT: (850) 815-4156, Records@em.myflorida.com, or 2555
Shumard Oak Boulevard, Tallahassee, FL 32399.
(24) TERMS AND CONDITIONS
(a) This Agreement contains all the terms and conditions agreed upon by the parties.
(25) EXECUTION
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(a) This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original.
(26) MODIFICATION
(a) Either Party may request modification of the provisions of this agreement. Modifications CL
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of provisions of this Agreement are valid only when reduced to writing and duly signed by the Parties. co
,
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(27) EQUAL OPPORTUNITY EMPLOYMENT
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(a) In accordance with 41 C.F.R. §60-1.4(b), the Sub-Recipient hereby agrees that it will
incorporate or cause to be incorporated into any contract for construction work, or modification thereof, as
defined in the regulations of the Secretary of Labor at 41 CFR Chapter 60, which is paid for in whole or in
part with funds obtained from the Federal Government or borrowed on the credit of the Federal
Government pursuant to a grant, contract, loan, insurance, or guarantee, or undertaken pursuant to any
Federal program involving such grant, contract, loan, insurance, or guarantee, the following equal
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opportunity clause:
During the performance of this contract, the contractor agrees as follows:
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i. The contractor will not discriminate against any employee or N
applicant for employment because of race, color, religion, sex, sexual N
orientation, gender identity, or national origin. The contractor will take >'
affirmative action to ensure that applicants are employed, and that CD
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employees are treated during employment without regard to their race,
color, religion, sex, sexual orientation, gender identity, or national origin. N
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Such action shall include, but not be limited to the following: co
Employment, upgrading, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. The
contractor agrees to post in conspicuous places, available to employees
and applicants for employment, notices to be provided setting forth the
provisions of this nondiscrimination clause.
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C.7.a
ii. The contractor will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, state that all
qualified applicants will receive considerations for employment without
regard to race, color, religion, sex, sexual orientation, gender identity, or of
national origin.
iii. The contractor will not discharge or in any other manner
discriminate against any employee or applicant for employment because
such employee or applicant has inquired about, discussed, or disclosed
the compensation of the employee or applicant or another employee or
applicant. This provision shall not apply to instances in which an
employee who has access to the compensation information of other
employees or applicants as a part of such employee's essential job
functions discloses the compensation of such other employees or
applicants to individuals who do not otherwise have access to such
information, unless such disclosure is in response to a formal complaint
or charge, in furtherance of an investigation, proceeding, hearing, or
action, including an investigation conducted by the employer, or is
consistent with the contractor's legal duty to furnish information.
iv. The contractor will send to each labor union or representative of
workers with which he has a collective bargaining agreement or other CL
CL
contract or understanding, a notice to be provided advising the said labor
union or workers' representatives of the contractor's commitments under Co
this section, and shall post copies of the notice in conspicuous places LO
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available to employees and applicants for employment.
V. The contractor will comply with all provisions of Executive Order
11246 of September 24, 1965, and of the rules, regulations, and relevant
orders of the Secretary of Labor.
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vi. The contractor will furnish all information and reports required by
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Executive Order 11246 of September 24, 1965, and by rules,
regulations, and orders of the Secretary of Labor, or pursuant thereto,
and will permit access to his books, records, and accounts by the
administering agency and the Secretary of Labor for purposes of
investigation to ascertain compliance with such rules, regulations, and
orders.
vii. In the event of the contractor's noncompliance with the
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nondiscrimination clauses of this contract or with any of the said rules,
regulations, or orders, this contract may be canceled, terminated, or
suspended in whole or in part and the contractor may be declared
ineligible for further Government contracts or federally assisted
construction contracts in accordance with procedures authorized in cv
Executive Order 11246 of September 24, 1965, and such other sanctions cv
may be imposed and remedies invoked as provided in Executive Order �-
11246 of September 24, 1965, or by rule, regulation, or order of the
Secretary of Labor, or as otherwise provided by law.
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viii. The contractor will include the portion of the sentence Co
immediately preceding paragraph (i)and the provisions of paragraphs (i)
through (viii) in every subcontract or purchase order unless exempted by
rules, regulations, or orders of the Secretary of Labor issued pursuant to N-
section 204 of Executive Order 11246 of September 24, 1965, so that U
such provisions will be binding upon each subcontractor or vendor. The
contractor will take such action with respect to any subcontract or
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C.7.a
purchase order as the administering agency may direct as a means of
enforcing such provisions, including sanctions for noncompliance:
Provided, however, that in the event a contractor becomes involved in, or
is threatened with, litigation with a subcontractor or vendor as a result of m
such direction by the administering agency the contractor may request
the United States to enter into such litigation to protect the interests of
the United States.
(b) The Sub-Recipient further agrees that it will be bound by the above equal opportunity
clause with respect to its own employment practices when it participates in federally assisted construction
work: Provided, that if the applicant so participating is a State or local government, the above equal
opportunity clause is not applicable to any agency, instrumentality or subdivision of such government N
which does not participate in work on or under the contract.
(c) The Sub-Recipient agrees that it will assist and cooperate actively with the administering
agency and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the
equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it
will furnish the administering agency and the Secretary of Labor such information as they may require for
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the supervision of such compliance, and that it will otherwise assist the administering agency in the CL
discharge of the agency's primary responsibility for securing compliance. co
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(d) The Sub-Recipient further agrees that it will refrain from entering into any contract or T'
contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor
debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted
construction contracts pursuant to the Executive order and will carry out such sanctions and penalties for
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violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the
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administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive order. In
addition, the Sub-Recipient agrees that if it fails or refuses to comply with these undertakings, the
administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole
or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to
the Sub-Recipient under the program with respect to which the failure or refund occurred until
satisfactory assurance of future compliance has been received from such Sub-Recipient ; and refer the CL
case to the Department of Justice for appropriate legal proceedings.
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(28) COPELAND ANTI-KICKBACK ACT N
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(a) The Sub-Recipient hereby agrees that, unless exempt under Federal law, it will N
incorporate or cause to be incorporated into any contract for construction work, or modification thereof, CD
N
the following clause: N
i. Contractor. The contractor shall comply with 18 U.S.C. §874, 40 co
U.S.C. §3145, and the requirements of 29 C.F.R. pt. 3 as may be
applicable, which are incorporated by reference into this contract.
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ii. Subcontracts. The contractor or subcontractor shall insert in any c,
subcontracts the clause above and such other clauses as the FEMA may
by appropriate instructions require, and also a clause requiring the
subcontractors to include these clauses in any lower tier subcontracts.
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C.7.a
The prime contractor shall be responsible for the compliance by any
subcontractor or lower tier subcontractor with all of these contract
clauses.
iii. Breach. A breach of the contract clauses above may be grounds m
for termination of the contract, and for debarment as a contractor and
subcontractor as provided in 29 C.F.R. § 5.12.
(29) CONTRACT WORK HOURS AND SAFETY STANDARDS
(a) If the Sub-Recipient , with the funds authorized by this Agreement, enters into a contract
that exceeds$100,000 and involves the employment of mechanics or laborers, then any such contract
must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department
of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required
to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.
Work in excess of the standard work week is permissible provided that the worker is compensated at a
rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours
in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide
that no laborer or mechanic must be required to work in surroundings or under working conditions which CL
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are unsanitary, hazardous, or dangerous. These requirements do not apply to the purchases of suppliesco
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or materials or articles ordinarily available on the open market, or contracts for transportation. LO
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(30) CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT
(a) If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract
that exceeds$150,000, then any such contract must include the following provision:
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Contractor agrees to comply with all applicable standards, orders or o
regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671 q)
and the Federal Water Pollution Control Act as amended (33 U.S.C.
1251-1387), and will report violations to FEMA and the Regional Office of
the Environmental Protection Agency(EPA).
(31) SUSPENSION AND DEBARMENT
(a) If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract, CL
then any such contract must include the following provisions:
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i. This contract is a covered transaction for purposes of 2 C.F.R. N
pt. 180 and 2 C.F.R. pt. 3000. As such the contractor is required to '
verify that none of the contractor, its principals (defined at 2 C.F.R. § N
180.995), or its affiliates (defined at 2 C.F.R. § 180.905)are excluded N
(defined at 2 C.F.R. § 180.940)or disqualified (defined at 2 C.F.R. §
180.935). N
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ii. The contractor must comply with 2 C.F.R. pt. 180, subpart C and
2 C.F.R. pt. 3000, subpart C and must include a requirement to comply co
with these regulations in any lower tier covered transaction it enters into.
iii. This certification is a material representation of fact relied upon
by the Division. If it is later determined that the contractor did not comply
with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in
addition to remedies available to the Division, the Federal Government
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may pursue available remedies, including but not limited to suspension
and/or debarment.
iv. The bidder or proposer agrees to comply with the requirements
of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this of
offer is valid and throughout the period of any contract that may arise
from this offer. The bidder or proposer further agrees to include a
provision requiring such compliance in its lower tier covered transactions.
(32) BYRD ANTI-LOBBYING AMENDMENT a'
(a) If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract,
then any such contract must include the following clause:
Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended).
Contractors who apply or bid for an award of$100,000 or more shall file
the required certification. Each tier certifies to the tier above that it will
not and has not used Federal appropriated funds to pay any person or
organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, officer or employee of
Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant, or any other award covered by 31
U.S.C. § 1352. Each tier shall also disclose any lobbying with non CL
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Federal funds that takes place in connection with obtaining any Federal
award. Such disclosures are forwarded from tier to tier up to the CO
recipient. LO
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(33) CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS
ENTERPRISES, AND LABOR SURPLUS AREA FIRMS o
(a) If the Sub-Recipient , with the funds authorized by this Agreement, seeks to procure
goods or services, then, in accordance with 2 C.F.R. §200.321, the Sub-Recipient shall take the following o
affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus
area firms are used whenever possible:
i. Placing qualified small and minority businesses and women's business
enterprises on solicitation lists;
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ii. Assuring that small and minority businesses, and women's business enterprises
are solicited whenever they are potential sources;
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iii. Dividing total requirements, when economically feasible, into smaller tasks or cv
quantities to permit maximum participation by small and minority businesses, and women's business
enterprises;
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iv. Establishing delivery schedules, where the requirement permits, which
encourage participation by small and minority businesses, and women's business enterprises;
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C.7.a
V. Using the services and assistance, as appropriate, of such organizations as the
Small Business Administration and the Minority Business Development Agency of the Department of
Commerce; and
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vi. Requiring the prime contractor, if subcontracts are to be let, to take the
affirmative steps listed in paragraphs (i). through v. of this subparagraph.
(b) The requirement outlined in subparagraph a. above, sometimes referred to as
"socioeconomic contracting," does not impose an obligation to set aside either the solicitation or award of
a contract to these types of firms. Rather, the requirement only imposes an obligation to carry out and
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document the six affirmative steps identified above.
(c) The "socioeconomic contracting" requirement outlines the affirmative steps that the Sub-
Recipient must take; the requirements do not preclude the Sub-Recipient from undertaking additional
steps to involve small and minority businesses and women's business enterprises.
(d) The requirement to divide total requirements, when economically feasible, into smaller
tasks or quantities to permit maximum participation by small and minority businesses, and women's CL
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business enterprises, does not authorize the Sub-Recipient to break a single project down into smallerCO
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components in order to circumvent the micro-purchase or small purchase thresholds so as to utilize LO
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streamlined acquisition procedures (e.g. "project splitting").
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STATE OF FLORIDA
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
FEDERALLY FUNDED RECIPIENT AGREEMENT
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SIGNATURE PAGE
IN WITNESS WHEREOF, the Parties have duly executed this Agreement as of the last date set forth
below.
SUB-RECIPIENT: MONROE COUNTY
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By:
(Name and Title)
Date: CL
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Federal Identification Number
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DUNS Number
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Agreement Number
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT CL
By:
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(Jared Moskowitz, Division Director)
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FY 2020-2021 EMPG AGREEMENT
EXHIBIT 1 —AUDIT REQUIREMENTS
The administration of resources awarded by Division to the Sub-Recipient may be subject to audits and/or m
monitoring by Division as described in this section.
MONITORING
Monitoring visits are performed to confirm grant requirements are being fulfilled to ensure correct and
accurate documentation is being generated and to assist with any questions or concerns Sub-Recipient's
may have related to the grant. Sub-Recipient's will be monitored programmatically and financially by W
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Division to ensure that all grant activities and project goals, objectives, performance requirements,
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timelines, milestone completion, budgets, and other related program criteria are being met.
On-site monitoring visits will be performed according to Division schedules, as requested, or as needed.
At minimum, Sub-Recipient's will receive monitoring from Division once per year. If an on-site visit cannot
be arranged, the Sub-Recipient may be asked to perform desk review monitoring. Additional monitoring CL
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visits may be conducted throughout the period of performance as part of corrective action when Sub- co
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Recipients are demonstrating non-compliance. LO
(a) The Sub-Recipient shall monitor its performance under this Agreement, as well as that of
its subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure
that time schedules are being met, the Schedule of Deliverables and Scope of Work are being
accomplished within the specified time periods, and other performance goals are being achieved. A
review shall be done for each function or activity in the Proposed Budget Detail Worksheet Attachment
A(2)and Scope of Work(Attachment A)to this Agreement and reported in Quarterly Reports (Attachment
A(3)).
(b) In addition to reviews of audits, monitoring procedures may include, but not be limited to,
on-site visits by Division staff, limited scope audits, and/or other procedures. The Sub-Recipient agrees to
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comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division. If
the Division determines that a limited scope audit of the Sub-Recipient is appropriate, the Sub-Recipient
agrees to comply with any additional instructions provided by the Division to the Sub-Recipient regarding
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such audit. The Sub-Recipient further agrees to comply and cooperate with any inspections, reviews,
investigations, or audits deemed necessary by the Florida Chief Financial Officer or Auditor General. In U_
addition, the Division will monitor the performance and financial management by the Sub-Recipient
throughout the contract term to ensure timely completion of all tasks.
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C.7.a
AUDITS
The Sub-Recipient shall comply with the audit requirements contained in 2 C.F.R. Part 200,
Subpart F.
In accounting for the receipt and expenditure of funds under this Agreement, the Sub-Recipient 0)
shall follow Generally Accepted Accounting Principles ("GAAP"). As defined by 2 C.F.R. §200.49, GAAP
"has the meaning specified in accounting standards issued by the Government Accounting Standards
Board (GASB)and the Financial Accounting Standards Board (FASB)."
When conducting an audit of the Sub-Recipient 's performance under this Agreement, the
Division shall use Generally Accepted Government Auditing Standards ("GAGAS"). As defined by 2
C.F.R. §200.50, GAGAS, "also known as the Yellow Book, means generally accepted government
auditing standards issued by the Comptroller General of the United States, which are applicable to
financial audits."
If an audit shows that all or any portion of the funds disbursed were not spent in accordance with
the conditions of this Agreement, the Sub-Recipient shall be held liable for reimbursement to the Division
of all funds not spent in accordance with these applicable regulations and Agreement provisions within
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thirty(30)days after the Division has notified the Sub-Recipient of such non-compliance. CL
(a) The Sub-Recipient shall have all audits completed by an independent auditor, which is co
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defined in section 215.97(2)(i), Florida Statutes, as "an independent certified public accountant licensed T'
under chapter 473." The independent auditor shall state that the audit complied with the applicable
provisions noted above. The audit must be received by the Division no later than nine months from the
end of the Sub-Recipient 's fiscal year.
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b The Sub-Recipient shall send copies of reporting packages for audits conducted in 0
( ) p p p 9p 9
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accordance with 2 C.F.R. Part 200, by or on behalf of the Sub-Recipient, to the Division at the following
address:
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DEMSingle_Audit@em.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard CL
Tallahassee, Florida 32399-2100
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(c) The Sub-Recipient shall send the Single Audit reporting package and Form SF-SAC to
the Federal Audit Clearinghouse by submission online at: cv
http://harvester.census.gov/fac/collect/ddeindex.htmI
(d) The Sub-Recipient shall send any management letter issued by the auditor to the
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Division at the following address:
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DEMSingle_Audit@em.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard a)
Tallahassee, Florida 32399-2100
REPORTS
(a) Consistent with 2 C.F.R. §200.328, the Sub-Recipient shall provide the Division with
quarterly reports and a close-out report. These reports shall include the current status and progress by
the Sub-Recipient and all subcontractors in completing the work described in the Scope of Work and the
expenditure of funds under this Agreement, in addition to any other information requested by the Division.
(b) Quarterly reports are due to the Division no later than thirty(30)days after the end of
each quarter of the program year and shall be sent each quarter until submission of the administrative
close-out report. The ending dates for each quarter of the program year are September 30, December 31,
March 31, and June 30.
(c) The close-out report is due sixty(60)days after termination of this Agreement or sixty
CL
(60)days after completion of the activities contained in this Agreement, whichever first occurs. CL
(d) If all required reports and copies are not sent to the Division or are not completed in a co
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manner acceptable to the Division, then the Division may withhold further payments until they are T'
completed or may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the
Division" means that the work product was completed in accordance with the Budget and Scope of Work.
(e) The Sub-Recipient shall provide additional program updates or information that may be
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required by the Division.
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(f) The Sub-Recipient shall provide additional reports and information identified in Quarterly
Reports (Attachment A(3)).
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FY 2020-2021 EMPG AGREEMENT
EXHIBIT 2— FUNDING SOURCES
I. FEDERAL RESOURCES AWARDED TO THE SUB-RECIPIENT PURSUANT TO THIS
AGREEMENT CONSIST OF THE FOLLOWING: m
Sub-Recipient 's Name: Monroe County
Sub-Recipient 's unique entity identifier(DUNS):
Federal Award Identification Number(FAIN): E
Federal Award Date: July 01, 2020
Subaward Period of Performance Start and End July 01, 2020 to June 30, 2021 c®
Date:
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Amount of Federal Funds Obligated by this
Agreement: $67,351.00
Total Amount of the Federal Funds Obligated to
the Sub-Recipient by the pass-through entity to
include the Agreement:
Total Amount of the Federal Award committed to CL
the Sub-Recipient by the pass-through entity: $67,351.00 CL
Federal award project description (see FFATA): Section 662 of the Post-Katrina
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Emergency Management Reform Act of L
2006 (PKEMRA), as amended, (Pub. L.
No. 109-295) (6 U.S.C. §762); the Robert
T. Stafford Disaster Relief and Emergency
Assistance Act, as amended (Pub. L. No.
93-288) (42 U.S.C. §§ 5121 et seq.); the c,
Earthquake Hazards Reduction Act of
1977, as amended (Pub. L. No. 95-124)
(42 U.S.C. §§7701 et seq.); and the o
National Flood Insurance Act of 1968, as
amended (Pub. L. No. 90-448) (42 U.S.C.
§§4001 et seq.).
Name of Federal awarding agency: Department of Homeland Security (DHS),
Federal Emergency Management Agency
(FEMA), and Grant Program Directorate
(GPD) CL
Name of Pass-Through Entity: Florida Division of Emergency
Management
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Contact information for the pass-through entity: Kizzy K. Caban/(850) 815-4348 CD
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Catalog of Federal Domestic Assistance Number 97.042 >-
(CFDA): 11,
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Assistance Listings Title (Formerly Catalog of Emergency Management Performance N
Federal Domestic Assistance(CFDA) Name: Grant
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Whether the award is Research & Development: No
Indirect Cost Rate for the Federal Award:
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C.7.a
II. COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
Federal Program: m
1. C.F.R. 200, Uniform Administrative Requirements for Federal Grants
2. Appendix"H", FEMA Preparedness Grants Manual, FEMA Grant Program Directorate, dated February
2020
3. The Department of Homeland Security(DHS) Notice of Funding Opportunity(NOFO) Fiscal Year (FY)
2020 Emergency Management Performance Grant Program (EMPG)
STATE RESOURCES AWARDED TO THE SUB-RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING: N/A
N
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
Federal Program: N/A
SUBJECT TO SECTION 215.97, FLORIDA STATUTES:
State Project: N/A
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS AGREEMENT ARE AS FOLLOWS: N/A
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FY 2020 -2021 EMPG AGREEMENT
EXHIBIT 3—SINGLE AUDITS
AUDIT COMPLIANCE CERTIFICATION
Email a copy of this form at the time of agreement submission to the Division at: m
DEMSingle Audit(@em.m)dlorida.com.
Sub-Recipient: Monroe County
FEIN: Sub-Recipient 's Fiscal Year:
Contact Name: Contact's Phone:
Contact's Email:
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1. Did Sub-Recipient expend the State Financial Assistance, during its fiscal year, that it
received under any agreement (e.g., contract, grant, memorandum of agreement, memorandum of
understanding, economic incentive award agreement, etc.) between Sub-Recipient and the Florida
Division of Emergency Management (FDEM)? ❑Yes [:]No
If the above answer is yes, answer the following before proceeding to item 2.
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Did Sub-Recipient exceed $750,000 or more of State financial assistance (from Division and
all other sources of State financial assistance combined)during its fiscal year? ❑Yes ❑No co
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If yes, Sub-Recipient certifies that it will timely comply with all applicable State single
or project specific audit requirements of section 215.97(2)(i), Florida Statutes, and the
applicable rules of the Department of Financial Services and the Auditor General.
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2. Did Sub-Recipient expend Federal awards during it fiscal year that it received under any
agreement (e.g. contract, grant, memorandum of agreement, memorandum of understanding, 0
economic incentive award agreement, etc.) between Sub-Recipient and Division? ❑Yes [:]No
If the above answer is yes, answer the following before proceeding to item 2.
Did Sub-Recipient exceed $750,000 or more of State financial assistance (from Division and
all other sources of State financial assistance combined)during its fiscal year? ❑Yes ❑No
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If yes, Sub-Recipient certifies that it will timely comply with all applicable single or
program—specific audit requirements of title 2 C.F.R. part 200, subpart F, as adopted and
supplement by DHS at 2 C.F.R. part 200.
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By signing below, I certify, on behalf of Sub-Recipient, that the above representations for items
1 and 2 are correct.
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Signature of Authorized Representative Date
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FY 2020 -2021 EMPG AGREEMENT
ATTACHMENT A—SCOPE OF WORK
I. GENERAL POLICY
Sub-Recipient shall comply with the following requirements, and if applicable, ensure all contracts require
compliance with the following requirements. In carrying out this Agreement, Sub-Recipient shall provide m
all necessary personnel, materials, services, and facilities, except otherwise provided herein, to carry out
the program. Sub-Recipient shall designate an individual, referred to by Division as the Grant Manager,
who will be responsible for ensuring that the following activities are adhered to:
• Planning;
• Organization;
• Equipment; W
• Training;
• Exercise; and
• Management and Administration c`
The intent of the EMPG Base Grant Agreement is to provide each county with the means to successfully
manage and operate an Emergency Management Program by enhancing county emergency
management plans and programs that are consistent with the State and Local Comprehensive
Emergency Management Plans and Chapter 252, Florida Statutes.
II. SUB-RECIPIENT RESPONSIBILITIES CL
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Sub-Recipient shall support efforts to build and sustain core capabilities across the Prevention,
Protection, Mitigation, Response, and Recovery mission areas described in the National Preparedness co
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Goal.
Counties must be able to prepare for, respond to, recover from, and mitigate against natural and man-
made disasters/emergencies. Each Emergency Management staff person must work the number hours
and assume the responsibilities for the duties in their official position description as well as provide the 0
coordination and support for all incidents within their jurisdiction.
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TASKS AND DELIVERABLES:
The Sub-Recipient must successfully complete the following tasks and deliverables throughout the period
of performance. Quarterly Tasks (Form1 B)will need to be provided each quarter to show completion or
progress towards the completion of each task. Quarterly deliverables must be submitted to the Grant
Manager's email address provided in Subparagraph 16(b) as stated in the scope of work. The Sub-
Recipient must also provide a certification of completion on the deliverable checklist.
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TASK 1: MATCH
A. QUARTERLY MATCH
The EMPG agreement has a 50% Federal and 50% Local match requirement. Unless otherwise
authorized by law, Federal funds cannot be matched with other Federal funds. To meet matching
requirements, the Sub-Recipient contributions must be reasonable, allowable, allocable, and necessary
under the grant program and must comply with all Federal requirements and regulations.
DELIVERABLES
• Provide Quarterly Match Form 3A to identify the non-federal match amount; cv
• Supporting documentation is required if the federal obligation exceeds the EMPA
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award amount or you are using local funds to satisfy the match requirement. If using
EMPA as match, no additional supporting documentation is required;
Reporting Requirements (Quarters 1,2,3, and 4).
Supporting Documentation: invoices, receipts, paystubs, certified timesheets, earning statements,
cancelled checks, credit card statements, bank statements for proof of payment at least equal to the
amount of reimbursement requested for that quarter.
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TASK 2: BUILDING AND SUSTAINING CORE CAPABILITIES
A. NATIONAL INCIDENT MANAGEMENT SYSTEM (NIMS) IMPLEMENTATION °3
In accordance with the (HSPD)-5, Management of Domestic Incidents, the adoption of the National
Incident Management System (NIMS) is a requirement to receive Federal preparedness assistance
through grants, contracts, and other activities. NIMS provides a common approach to state and national
response that enables responders at all levels to work together more effectively to manage domestic
incidents a core set of guidelines, standards, and protocols for command and management,
preparedness, and communications in emergency situations.
All Sub-Recipients must certify that they are NIMS compliant or working towards compliance and
will furnish documentation upon request. All Sub-Recipients are required to complete and submit
the NIMS Data Collection Worksheet_Local compliance annually.
DELIVERABLES
• NIMS Data Collection Worksheet Local, provided by the Preparedness Bureau, in
the month of September, will be submitted electronically by December 01, 2020 to
the Bureau Chief of Preparedness;
Reporting Requirements (Quarter 2).
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Supporting Documentation: The NIMS Data Collection Worksheet Local. CL
B. LOGISTICS PLANNING— DISTRIBUTION MANAGEMENT PLAN co
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Continuing the requirement from 2019, counties will begin an update of its' Logistics Plan, a component to T'
their existing Local Comprehensive Emergency Management Plan (CEMP). The Logistics plan, for this
agreement cycle, should focus on the distribution of commodities and supplies such as food, water,
generators, and tarps to survivors following a disaster.
Section 252.35 (2)(g), Florida Statutes, requires the Department to:
• Ascertain the requirements of the state and its political subdivisions for supplies and
equipment of all kinds in the event of a disaster; and o
• Plan for and either procure supplies, medicines, materials, and equipment or enter
into memoranda of agreement or open purchase orders that will ensure their
availability.
Completion of this requirement ensures statewide resource requirements are identified.
DELIVERABLES
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• Provide the updated Logistics Plan Component addressing the following:
■ Resource Ordering
■ Distribution Methods
■ Inventory Management
■ Staging areas cv
■ Transportation
■ Demobilization U_
Reporting Requirements (Quarter 4). CD
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TASK 3: VALIDATING CAPABILITIES
A. INTEGRATED PREPAREDNESS PROGRAM (IPP)
The Sub-Recipient shall develop and maintain an Integrated Preparedness Program (IPP)that identifies j
a combination of exercises and associated training requirements that address priorities and build gaps
identified in the Integrated Preparedness Program Workshop (IPPW) and builds from training gaps
identified in the county assessment process.
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The IPP is designed to consolidate the training and exercise that will be undertaken by any and all
stakeholders within the State of Florida in an effort to maximize opportunities to coordinate, collaborate,
and improve effectiveness of each stakeholder's (the Whole Community)capacity/capability when
responding or assisting in the response to, recovery from, and mitigation of impacts from any of the "All as
Hazards"threats. Training and exercises play a crucial role in this strategy, providing the State with a
means of attaining, practicing, validating, and improving core capabilities.
DELIVERABLES
• Provide the percentage of completed training and exercise activities listed on the
current IPP;
Reporting Requirements (Quarters 1,2,3, and 4);
• The County 2022-2024 IPP by February 1, 2021;
Reporting Requirements (Quarter 3).
B. TRAINING AND EXERCISE
Training and Exercise activities must enhance the capabilities of emergency management personnel,
including establishing, supporting, conducting, and attending training deliveries. Training activities should
align to a current, IPP developed through an annual IPPW and should reflect efforts to address training �--
capabilities gaps.
In addition to training activities aligned to and addressed in the IPP, all EMPG funded personnel must
complete the following training requirements and record proof of completion:
• NIMS Training, Independent Study(IS)-100 (any version), IS-200 (any version), IS co-
700 (any version), and IS-800 (any version), and Professional Development Series T-
(PDS); or Emergency Management Professionals Program (EMPP) Basic Academy.
Exercises play a vital role in national preparedness by enables whole community stakeholders to test and
validate plans and capabilities and identify both capability gaps and areas for improvement.
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Exercises also test capabilities, familiarize emergency management personnel with role and
responsibilities, foster meaningful interaction and communication across organizations. Exercises bring
together and strengthen the whole community in its efforts to prevent, protect against, mitigate, respond
to, and recover from all hazards.
DELIVERABLES
• The Division Form 4- Staffing Detail for all funded EMPG personnel;
• Training transcripts for funded EMPG personnel listed on the Division Form 4—
Staffing Detail. If certificates are uploaded into SERT TRAC, Grant Manager will
request a copy of the transcript from the Training and Exercise Unit (T&E); CL
• Provide sign in sheet or certificate or participation in at least three (3) exercises for
funded EMPG personnel during the period of performance
Reporting Requirements (Quarters 1,2,3, and 4) N
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NOTE: Additional course completion documentation is required only if; new personnel are listed on the CD
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Staffing Detail Form. >-
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Reference: FEMA Preparedness Grants Manual -Program Appendix H N
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FY 2020-2021 EMPG AGREEMENT
ATTACHMENT A(1)
ALLOWABE COSTS AND ELIGIBLE ACTIVITIES— BUDGET DIRECTIONS
I. CATEGORIES AND ELIGIBLE ACTIVITIES m
The 2020 EMPG Funding Guidance allowable costs are divided into the following categories: Planning,
Organization, Equipment, Training, Exercise, and Management and Administration.
A. PLANNING
Planning spans all five National Preparedness Goal (the 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 whole ._
community in the development of a strategic, operational, and/or community-based approach to
preparedness.
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Plans should have prior review and approval from the respective DEM state program. Funds may
not be reimbursed for any plans that are not approved.
EMPG Program funds may be used to develop or enhance emergency management planning activities.
Some examples include, but not limited to:
• Emergency Operation Plans/Local Comprehensive Emergency Management Planning CL
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• Communications Plans
• Administrative Plansco
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• Whole Community Engagement/Planning LO
• Resource Management Planning
• Sheltering and Evacuation Planning
• Recovery Planning
• Continuity Plans
Planning Costs Supporting Documentation:
• Copies of completed plan, contracts, Memorandum of Understanding or agreements with
consultants or sub-contractors providing services and documenting hours worked and
proof employee was paid (pa stubs, earning statements, payroll expenditure reports). Z
• Copies of invoices, receipts and cancelled checks, credit card statements, bank
statements for proof of payment.
Reference: FEMA Preparedness Manual Program Appendix H
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B. ORGANIZATION
EMPG Program funds may be used for all-hazards emergency management operations, staffing, and
other day-to-day activities in support of emergency management. Personnel costs, including salary,
overtime and backfill, compensatory time off, and associated fringe benefits are allowable costs with
EMPG Program funds. These costs must comply with 2 C.F.R. Part 200, Subpart E—Cost Principles.
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Eligible "Organization Cost" items include, but are not limited to: U_
• Salaries and Fringe Benefits
■ Copies of certified timesheets with employee and supervisor signature
documenting hours worked or Division Form 6-Time and Effort and proof
employee was paid (paystubs, earning statements, and payroll expenditure co
reports).
■ Position descriptions for funded EMPG personnel and any position being used as
match;
• Utilities (electric, water and sewage)
• Service/Maintenance agreements (provide vendor debarment and service agreement for
contractual services)
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• Office Supplies/Materials
• IT Software Upgrades
• Memberships
• Publications E
• Postage m
• Storage
• Other Personnel/Contractual Services
■ Reimbursement for services by a person(s)who is not a regular or full-time employee
filling established positions. This includes but is not limited to temporary employees,
student or graduate assistants, fellowships, part time academic employment, board
members, consultants, and other services.
■ Consultant Services require a pre-approved Contract or purchase order by the
Division. Copies of additional quotes should also be supplied when requesting
pre-approval. These requests should be sent to the grant manager for the
Division for review.
• Maintenance and Enhancement
■ Major repairs to the County Emergency Operations Center(Need prior EHP
approval)
■ Central Heat/Air(Need prior EHP approval)
■ Out buildings for storage of Emergency Management Equipment (Need prior EHP
approval)
■ Security Improvements (i.e. Cameras and equipment to operate)
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■ Generators and Installation (Need prior EHP approval) CL
Maintenance and Sustainment: co
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The use of FEMA preparedness grant funds for maintenance contracts, warranties, repair or replacement T_
costs, upgrades, and user fees are allowable under all active grant awards, unless otherwise noted.
EMPG Program grant funds are intended to support the Goal and fund activities and projects that build
and sustain the capabilities necessary to prevent, protect against, mitigate the effects of, respond to, and
recover from those threats that pose the greatest risk to the security of the Nation. In order to provide
Sub-Recipients the ability to meet this objective, the policy set forth in GPD's IB 379 (Guidance to State
Administrative Agencies to Expedite the Expenditure of Certain DHS/FEMA Grant Funding) allows for the o
expansion of eligible maintenance and sustainment costs, which must be in: (1)direct support of existing
capabilities; (2) must be an otherwise allowable expenditure under the applicable grant program; (3) be
tied to one of the core capabilities in the five mission areas contained within the Goal, and (4)shareable
through the EMAC. Additionally, eligible costs may also be in support of equipment, training, and critical
resources that have previously been purchased with either federal grant funding or any other source of
funding other than DHS/FEMA preparedness grant program dollars. Additional guidance is provided in
FEMA Policy FP 205-402-125-1, Maintenance Contracts and Warranty Coverage Funded by
Preparedness Grants, located at: http://www.fema.gov/media-library/assets/documents/32474. CL
Organization Costs Supporting Documentation
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If the recipient seeks reimbursement for operational activities, then the following shall be submitted:
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• For salaries, provide copies of certified timesheets with employee and supervisor
signature documenting hours worked or Division Form 6-Time and Effort and proof �-
employee was paid (paystubs, earning statements, payroll expenditure reports).
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• Expense items need to have copies of invoices, receipts and cancelled checks, credit
card statements, bank statements for proof of payment. All documentation for
reimbursement amounts must be clearly visible and defined (i.e., highlighted, underlined, co
circled on the required supporting documentation).
r.
The Quarterly Tasks (Form 1 B) is due every quarter with the quarterly financial report. This is to identify j
emergency management personnel, all EMPG funded employees and the completion of the required
tasks and deliverables as outlined in the scope of work during the agreement period.
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C.7.a
Reference: FEMA Preparedness Manual Program Appendix H
C. EQUIPMENT
Allowable equipment categories for the EMPG Program are listed on the web-based version of the m
Authorized Equipment List (AEL) at https://www.fema.gov/authorized-equipment-list. Unless otherwise
stated, equipment must meet all mandatory regulatory and/or FEMA-adopted standards to be eligible for
purchase using these funds. In addition, agencies will be responsible for obtaining and maintaining all
necessary certifications and licenses for the requested equipment.
Allowable equipment includes equipment from the following AEL categories:
• Personal Protective Equipment (PPE) (Category 1)
• Information Technology(Category 4)
• Cybersecurity Enhancement Equipment (Category 5)
• Interoperable Communications Equipment (Category 6) N
• Detection Equipment (Category 7)
• Power Equipment (Category 10)
• Chemical, Biological, Radiological, Nuclear, and Explosive (CBRNE) Reference Materials
(Category 11)
• CBRNE Incident Response Vehicles (Category 12)
• Physical Security Enhancement Equipment (Category 14)
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• CBRNE Logistical Support Equipment (Category 19) CL
• Other Authorized Equipment (Category 21) co
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In addition to the above, general purpose vehicles can be procured in order to carry out the T'
responsibilities of the EMPG Program. If Sub-Recipients have questions concerning the eligibility of
equipment not specifically addressed in the AEL, they should contact their Grant Manager for clarification.
Sub-Recipients should analyze the cost benefits of purchasing versus leasing equipment, especially high
cost items and those subject to rapid technical advances. Large equipment purchases must be identified
and explained. For more information regarding property management standards for equipment, please
reference 2 C.F.R. Part 200, including 2 C.F.R. §§200.310, 200.313, and 200.316. o
Requirements for Small Unmanned Aircraft System
All requests to purchase Small Unmanned Aircraft System (SUAS) must comply with Information Bulletin
(IB) 426 and must include the policies and procedures in place to safeguard individuals' privacy, civil
rights, and civil liberties in the jurisdiction that will purchase, take title to, or otherwise use the SUAS
equipment.
Funding for Critical Emergency Supplies CL
Critical emergency supplies—such as shelf stable products, water, and basic medical supplies—are an
allowable expense under EMPG. DHS/FEMA must approve a state's five-year viable inventory
management plan prior to allocating grant funds for stockpiling purposes. The five-year plan should
include a distribution strategy and related sustainment costs if the grant expenditure is over$100,000. '
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Equipment Acquisition Costs Supporting Documentation
• Provide copies of invoices, receipts and cancelled checks, credit card statements, bank
statements for proof of payment. cv
• Provide the Authorized Equipment List (AEL)#for each equipment purchase.
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Unauthorized Equipment -Related Costs
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• Unallowable Equipment: Grant funds must comply with IB 426 and may not be used for
the purchase of the following equipment: firearms, ammunition, grenade launchers,
bayonets, or weaponized aircraft, vessels, or vehicles of any kind with weapons installed.
• Expenditures for weapons systems and ammunition.
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C.7.a
Reference: FEMA Preparedness Manual Program Appendix H
D. TRAINING
m
EMPG Training funds may be used for a range of emergency management-related training activities to
enhance the capabilities of local emergency management personnel through the establishment, support,
conduct, and attendance of training. Training activities should align to a current IPP developed through an
annual Integrated Preparedness Program Workshop (IPPW). Training should foster the development of a
community-oriented approach to emergency management that emphasizes engagement at the
community level, strengthens best practices, and provides a path toward building sustainable resilience.
All EMPG-funded personnel are expected to be trained emergency managers. In addition to training ._
activities aligned to and addressed in the IPP, all EMPG -funded personnel (including full- and part-time
state, local, tribal, and territorial (SLTT) recipients and Sub-Recipients)shall complete the following
training requirements and record proof of completion: c`
(1) NIMS Training, Independent Study (IS)-100 (any version), IS-200 (any version), IS-700 (any
version), and IS-800 (any version)AND;
(2) Professional Development Series (PDS) OR the Emergency Management Professionals
Program (EMPP) Basic Academy listed in the chart below.
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Professional Development Series or Basic Academy
PDS Basic Academy co
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Professional Development Series Basic Academy Pre-requisites and
Courses
IS-120.a An Introduction to Exercises IS-100 (any version) Introduction to the
Incident Command System
IS-230.d Fundamentals of Emergency IS-700 (any version) National Incident
Management Management System (NIMS)-An
Introduction
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IS-235.b Emergency Planning IS-800 (any version) National Response o
Framework, An Introduction
IS-240.b Leadership and Influence OR IS-230.d Fundamentals of Emergency
Management
IS-241.b Decision Making and E/1-101 Foundations of Emergency
Problem Solving Management
IS-242.b Effective Communication E/L102 Science of Disasters
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E/L103 Planning Emergency Operations
IS-244.b Developing and Managing
Volunteers L-146 HEEP
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E/L105 Public Information &Warning
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Additional types of training or training related activities include, but are not limited to, the following: >-
• Developing/enhancing systems to monitor training programs CD
• Conducting all hazards emergency management training N
• Attending Emergency Management Institute (EMI)training or delivering EMI train-the-trainer N
courses `°
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• Attending other FEMA-approved emergency management training
• State-approved, locally sponsored CERT training
• Mass evacuation training at local, state, and tribal levels r�
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 Division State
Training Officer for course specific guidance. Unless the recipient receives advance written approval from
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C.7.a
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.
When conducting an exercise that shall include meals for the attendees, the recipient shall submit a
request for approval to the Division no later than 25 days prior to the event to allow for both the Division of
and the Department of Financial Services to review. The request for meals must be submitted on
letterhead and must include the date of exercise, agenda, number of attendees, and costs of meals.
Allowable training-related costs include the following:
• 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 should provide the opportunity to demonstrate and validate skills learned, as
well as to identify any gaps in these skills. Any training or training gaps, including those for
children and individuals with disabilities or access and functional needs, should be identified in
the Integrated Preparedness Program (IPP) and addressed in the training cycle. States are
encouraged to use existing training rather than developing new courses. When developing new
courses states are encouraged to apply the Analyze, Design, Develop, Implement and Evaluate
(ADDIE) model for instruction design.
• Overtime and Backfill. The entire amount of overtime costs, including payments related to
backfilling personnel, which are the direct result of attendance at FEMA and/or approved training
courses and programs are allowable. These costs are allowed only to the extent the payment for
such services is in accordance with the policies of the state or unit(s)of local government and has CL
CL
the approval of the state or FEMA, whichever is applicable. In no case is dual compensation
allowable. That is, an employee of a unit of government may not receive compensation from their co
unit or agency of government AND from an award for a single period of time (e.g., 1:00 p.m. to LO
5:00 p.m.), even though such work may benefit both activities.
• Travel. Travel costs (e.g., airfare, mileage, per diem, and hotel)are allowable as expenses by
employees who are on travel status for official business related to approved training.
• Hiring of Full or Part-Time Staff or Contractors/Consultants. Full or part-time staff or o
contractors/consultants may be hired to support direct training-related 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 or FEMA, whichever is applicable.
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• Certification/Recertification of Instructors. Costs associated with the certification and re-
certification of instructors are allowed. States are encouraged to follow the FEMA Instructor
Quality Assurance Program to ensure a minimum level of competency and corresponding levels
of evaluation of student learning. This is particularly important for those courses which involve
training of trainers.
Conferences
The Division recognizes the important role that conferences can play in the professional development of
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emergency managers.
2 C.F.R. §200.432 defines the term conference as "a meeting, retreat, seminar, symposium, workshop or
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event whose primary purpose is the dissemination of technical information beyond the non-Federal entity
and is necessary and reasonable for successful performance under the Federal award." N
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Rule 69I-42.002(3), Florida Administrative Code, defines the term conference as: >-
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The coming together of persons with a common interest or interests for the purpose of N
deliberation, interchange of views, or for the removal of differences or disputes and for discussion N
of their common problems and interests. The term also includes similar meetings such as co
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 together of r�
agency or interagency personnel. U
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C.7.a
For travel to a conference or convention to qualify 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 m
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(1), Florida Administrative 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 conference or convention; and
• The request for payment of travel expenses is otherwise in compliance with these rules.
Provided the cost qualifies as reasonable and necessary for the successful completion of a task required
by this Agreement, and provided any related travel complies with the requirements of Rule 691-42.004,
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Florida Administrative Code, conferences may qualify for reimbursement under this Agreement: CL
Requests for reimbursement for payment of the registration fee or for a conference or convention must CO
include: T-
• A statement explaining how the expense directly relates to the Recipient's successful
performance of a task outlined in this Agreement;
• A copy of those pages of the agenda that itemizes the registration fee; o
• A copy of local travel policy; and,
• A copy of the travel voucher or a statement that no travel costs were incurred, if applicable.
0
When a meal is included in a registration fee, the meal allowance must be deducted from the
reimbursement claim, even if the traveler decides for personal reasons not to eat the meal. See section
112.061(6)(c), Florida Statutes ("No one, whether traveling out of or in state, shall be reimbursed for any
meal or lodging included in a convention or conference registration fee paid by the state"). A continental
breakfast is considered a meal and must be deducted if included in a registration fee for a convention or
conference. However, in the case where a meal is provided by a hotel or airline, the traveler shall be
allowed to claim the meal allowance provided by law.
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Class A, Class B, and Class C Travel:
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• Class A travel is continuous travel of 24 hours or more away from official headquarters. The travel
day for Class A is based on a calendar day(midnight to midnight). C ID
• Class B travel is continuous travel of less than 24 hours which involves overnight absence away CD
from official headquarters. The travel day for Class B travel begins at the same time as the travel
period.
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• Class C travel is short or day trips in which the traveler is not away from his/her official N
headquarters overnight. Class C allowances are currently not authorized for reimbursement.
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CO
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C.7.a
Meal Allowance and Per Diem:
Section 112.061(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.m.);
m
$11 for lunch (when travel begins before 12 noon and extends beyond 2 p.m.);
$19 for dinner(When travel begins before 6 p.m. and extends beyond 8 p.m. or when travel
occurs during nighttime hours due to special assignment.).
Section 112.061(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) (b), F.S., plus actual expenses for lodging at a single occupancy rate.
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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.
Reimbursement for Meal Allowances That Exceed the State Rates
The Division shall not reimburse for any meal allowance that exceeds $6 for breakfast, $11 for lunch, or
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$19 for dinner unless: CL
• For counties—the requirements of section 112.061(14), Florida Statutes, are satisfied; ,CO
• The costs do not exceed charges normally allowed by the Recipient in its regular operations as
the result of the Recipient's written travel policy (in other words, the reimbursement rates apply
uniformly to all travel by the Recipient); and,
• The costs do not exceed the reimbursement rates established by the United States General
Services Administration ("GSA") for that locale (see https://www.gsa.gov/portal/content/l04877). U
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Hotel Accommodations
• A traveler may not claim per diem or lodging reimbursement for overnight travel within 50 miles 0
(one-way)of his or her headquarters or residence unless the circumstances necessitating the
overnight stay are fully explained by the traveler and approved by the Division.
• Absent prior approval from the Division, the cost of any hotel accommodation shall not exceed
$150 per night.
Training Costs Supporting Documentation
• Copies of contracts or agreements with consultants providing services;
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• Copies of invoices, receipts and cancelled checks, credit card statements and bank statements
for proof of payment.
• Copies of the agenda, certificates and/or sign in sheets (if using prepopulated sign in sheets they
must be certified by the Emergency Management Director or Lead Instructor verifying
attendance).
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For travel and conferences related to EMPG activities: �-
• Copies of all receipts must be submitted (i.e., airfare, proof of mileage, toll receipts, hotel receipts,
car rental receipts, etc.) Receipts must be itemized and match the dates of travel/conference;
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• Copies of Conferences must be providing an agenda. Proof of payment is also required for all
travel and conferences. If the Sub-Recipient seeks reimbursement for travel costs that exceed
the amounts stated in section 112.061(6)(b), Florida Statutes ($6 for breakfast, $11 for lunch, and
$19 for dinner), then the Sub-Recipient must provide documentation that: The costs are r�
reasonable and do not exceed charges normally allowed by the Sub-Recipient in its regular
operations as a result of the Sub-Recipient 's written travel policy; and participation of the
individual in the travel is necessary to the Federal award. E
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C.7.a
Reference: FEMA Preparedness Manual Program Appendix H
E. EXERCISES
Exercises conducted with grant funds should test and evaluate performance towards meeting capability
targets established in a jurisdiction's THIRA for the core capabilities needed to address its greatest risks.
Exercise priorities should align to a current Integrated Preparedness Program (IPP) developed through an
annual Integrated Preparedness Program Workshop (IPPW).
Allowable Exercise-Related Costs
• Design, Develop, Conduct and Evaluate an Exercise. This includes costs related to planning,
meeting space and other meeting costs, facilitation costs, materials and supplies, travel, and
documentation. Sub-Recipients are encouraged to use free public space/locations/facilities,
whenever available, prior to the rental of space/locations/facilities. Exercises should 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, should be identified in the AAR/IP and addressed in
the exercise cycle.
• Hiring of Full or Part-Time Staff or Contractors/Consultants. Full or part—time staff 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
CL
the state or FEMA, whichever is applicable. The services of contractors/consultants may also be CL
procured to support the design, development, conduct and evaluation of exercises.
• Overtime and Backfill. The entire amount of overtime costs, including payments related to co
LO
backfilling personnel, which are the direct result of time spent on the design, development and
conduct of exercises are allowable expenses. These costs are allowed only to the extent the
payment for such services is in accordance with the policies of the state or unit(s)of local
government and has the approval of the state or FEMA, whichever is applicable. In no case is
dual compensation allowable. That is, an employee of a unit of government may not receive
compensation from their unit or agency of government AND from an award for a single period of
time (e.g., 1:00 p.m. to 5:00 p.m.), even though such work may benefit both activities.
• Travel. Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses by
employees who are on travel status for official business related to the planning and conduct of the
exercise activities.
• Supplies. Supplies are items that are expended or consumed during the course of the planning
and conduct of the exercise activities (e.g., gloves, non-sterile masks, and disposable protective
equipment).
• Other Items. These costs are limited to items consumed in direct support of exercise activities
such as the rental of space/locations for planning and conducting an exercise, rental of
equipment, and the procurement of other essential nondurable goods. Sub-Recipients are CL
encouraged to use free public space/locations, whenever available, prior to the rental of
space/locations. Costs associated with inclusive practices and the provision of reasonable
accommodations and modifications that facilitate full access for children and adults with
disabilities are allowable.
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When conducting an exercise that shall include meals for the attendees, the Sub-recipient shall submit a
request for approval to the Division no later than twenty-five (25)days prior to the event to allow for both
the Division and the Department of Financial Services to review. The request for meals must be submitted
on letterhead and must include the date of exercise, agenda, number of attendees, and costs of meals.
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Unauthorized Exercise - Related Costs co
• 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 vehicle costs that are reimbursable are fuel/gasoline or mileage;
• Equipment that is purchased for permanent installation and/or use, beyond the scope of exercise
conduct (e.g., electronic messaging signs);
• Durable and non-durable goods purchased for installation and/or use beyond the scope of
exercise conduct.
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C.7.a
Exercise Costs Supporting Documentation
• Copies of contracts, MOUs or agreements with consultants or sub-contractors providing services;
• Copies of invoices, receipts and cancelled checks, credit card statements and bank statements
for proof of payment;
• Copies of Exercise Plan (EXPLAN), After-Action Report/Improvement Plan (AAR/IP)and sign in
sheets for conducted exercises (if using prepopulated sign in sheets they must be certified by the
Emergency Management Director or Lead Exercise Planner verifying attendance).
Reference: FEMA Preparedness Manual Program Appendix H
F. MANAGEMENT AND ADMINSTRATIVE (M&A)
M&A activities are those defined as directly relating to the management and administration of EMPG N
Program funds, such as financial management and monitoring. It should be noted that salaries of state
and local emergency managers are not typically categorized as M&A, unless the state or local EMA
chooses to assign personnel to specific M&A activities.
Management and Administrative Costs Supporting Documentation
• Copies of certified timesheets with employee and supervisor signature documenting hours
worked or Division Form 6-Time and Effort and proof employee was paid (paystubs, earning
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statements, and payroll expenditure reports); CL
• Costs for M&A activities are allowed up to 5% of the total award amount.
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II. OTHER CRITICAL INFORMATION T_
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A. INDIRECT COSTS
Indirect cost is allowable under this program as described in 2 C.F.R. Part 200, including 2 C.F.R. § o
U
200.414. Sub-Recipients with a negotiated cost rate agreement that desire to charge indirect costs to an
award must provide a fully executed copy of their negotiated indirect cost rate agreement at the time of
application. Sub-Recipients that are not required by 2 C.F.R. Part 200 to have a negotiated indirect cost o
rate agreement but are required by 2 C.F.R. Part 200 to develop an indirect cost rate proposal must
provide a copy of their proposal at time of application. Post-award requests to charge indirect cost will be
considered on case-by-case basis and based upon the submission of an agreement or proposal.
B. ENVIRONMENTAL PLANNING AND HISTORIC PRESRVATION (EHP) COMPLIANCE
As a federal agency, FEMA is required to consider the effects of its actions on the environment and/or
historic properties to ensure that all activities and programs funded by the agency, including grants CL
-
funded projects, comply with federal EHP regulations, laws and Executive Orders as applicable. Sub-
Recipient's proposing protects that have the potential to impact the environment, including but not limited
to construction of communication towers, modification or renovation of existing buildings, structures and CD
N
facilities, or new construction including replacement of facilities, must participate in the FEMA EHP review
process. The EHP review process involves the submission of a detailed project description that explains
the goals and objectives of the proposed project along with supporting documentation so that FEMA may N
determine whether the proposed project has the potential to impact environmental resources and/or U_
historic properties. In some cases, FEMA also is required to consult with other regulatory agencies and CD
N
the public in order to complete the review process. The EHP review process must be completed and
approved before funds are released to carry out the proposed project. FEMA will not fund projects that
are initiated without the required EHP review. co
Additionally, all Sub-Recipients are required to comply with DHS/FEMA EHP Policy Guidance, FEMA
Policy#108-023-1. The EHP screening form is located https://www.fema.gov/media-
Preparedness Grants Manual I April 2019 Page 19
library/assets/documents/90195, and further EHP guidance can be found at https://www.fema.gov/media-
library/assets/documents/118323.
C. CONSTRUCTION AND RENOVATION
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Construction and renovation projects for a state, local, territorial, or Tribal government's principal
Emergency Operations Center(EOC) as defined by the State Administrative Agency are allowable under
the EMPG Program.
Written approval must be provided by FEMA prior to the use of any EMPG Program funds for construction m
or renovation. Requests for EMPG Program funds for construction of an EOC must be accompanied by
an EOC Investment Justification (located in the Related Documents tab of the EMPG grants.gov posting)
to their Regional EMPG Manager for review. Additionally, recipients are required to submit a SF-424C
Form and Budget detail citing the project costs.
When applying for funds to construct communication towers Sub-Recipients must submit evidence that
the Federal Communication Commission's (FCC) Section 106 review process has been completed and
submit all documentation resulting from that review to Grants Program Directorate (GPD) prior to
submitting materials for EHP review. Sub-Recipients are also encouraged to have completed as many
steps as possible for a successful EHP review in support of their proposal for funding (e.g., coordination
with their State Historic Preservation Office to identify potential historic preservation issues and to discuss
the potential for project effects, compliance with all state and EHP laws and requirements). Projects for
which the Sub-Recipient believes an Environmental Assessment (EA) may be needed, as defined in as LU
defined in DHS Instruction Manual 023-01-001-01, Revision 01, FEMA Directive 108-1 and FEMA
Instruction 108-1-1, must also be identified to the FEMA EMPG Regional Program Manager within six
LU
months of the award, and completed EHP review materials must be submitted no later than 12 months
before the end of the period of performance. EHP review packets should be sent to
gpdehpinfoC@fema.gov. CL
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EMPG Program Sub-Recipients using funds for construction projects must comply with the Davis-Bacon co
Act(40 U.S.C. §§ 3141 et seq.). Grant Sub-Recipients must ensure that their contractors or LO
subcontractors for construction projects pay workers no less than the prevailing wages for laborers and
mechanics employed on projects of a character similar to the contract work in the civil subdivision of the
state in which the work is to be performed. Additional information regarding compliance with the Davis-
Bacon Act, including Department of Labor(DOL)wage determinations, is available from the following o
website: https://www.dol.gov/whd/govcontracts/dbra.htm
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2
In general, Sub-Recipients should consult with their Grant Manager prior to making any investment that
0
does not clearly meet the allowable expense criteria established in this Guidance.
D. PROCUREMENT LU
All Procurement transactions will be conducted in a manner providing full and open competition and shall
LU
comply with the standards articulated in:
• 2 C.F.R. Part 200;
• Chapter 287, Florida Statues; and, CL
• Any local procurement policy.
Per 2 CFR 200.318 through 200.326, Sub-Recipients are required to adhere to certain procurement CD
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standards for entering contracts for personnel or services. This includes full and open competition,
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methods of procurement to follow, federal or passthrough entity review, and including federal provisions
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intro contracts. N
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E. FINANCIAL CONSEQUENCES
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Actions to Address Noncompliance:
Non-federal entities receiving financial assistance from FEMA are required to comply with requirements in
the terms and conditions of their awards or subawards, including the terms set forth in applicable federal
statutes, regulations, NOFOs, policies, and this Manual. Throughout the award lifecycle or even after an
award has been closed, FEMA or the pass-through entity may discover potential or actual noncompliance
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on the part of a recipient or subrecipient. This potential or actual noncompliance may be discovered
through routine monitoring, audits, closeout, or reporting from various sources.
In the case of any potential or actual noncompliance, the Division may place special conditions on an
award per 2 C.F.R. §§200.207 and 200.338, the Division may place a hold on funds until the matter is m
corrected, or additional information is provided per 2 C.F.R. §200.338, or it may do both. In the event the
noncompliance is not able to be corrected by imposing additional conditions or if the recipient or
subrecipient refuses to correct the matter, the Division may use other remedies allowed under 2 C.F.R. §
200.338. These remedies include actions to disallow costs, recover funds, wholly or partly suspend, or
terminate the award, initiate suspension, and debarment proceedings, withhold further federal awards, or
take other actions that may be legally available.
Reference: (1) FEMA Preparedness Manual Program Actions to Address Noncompliance (pgs. 37-
38) and (2) 2 C.F.R. 200— Uniform Administrative Requirements, Cost Principles, and Audit cv
Requirements for Federal Awards
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FY 2020-2021 EMPG AGREEMENT
ATTACHMENT A(2)
PROPOSED PROGRAM BUDGET DETAIL WORKSHEET
Funding from the Emergency Management Performance Grant (EMPG") is intended for use by the Sub- m
Recipient to perform eligible activities as identified in the Fiscal Year 2020 Notice of Funding Opportunity
(NOFO) and must be consistent with 2 C.F.R. Part 200 and Chapter 252, Florida Statutes.
The "Proposed Program Budget Detail Worksheet"serves as a guide for both the Sub-Recipient and the
Division during the performance of the tasks outlined in the Scope of Work (Attachment A).
Prior to execution of this Agreement, the Sub-Recipient shall complete the "Proposed Program Budget W
Detail Worksheet" listed below. If the Sub-Recipient fails to complete the "Proposed Program Budget
Detail Worksheet", then the Division shall not execute this Agreement. c®
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After execution of this Agreement, the Sub-Recipient may change the allocation amounts in the
"Proposed Program Budget Detail Worksheet." If the Sub-Recipient changes the "Proposed Program
Budget Detail Worksheet", then the Sub-Recipient 's quarterly report must include an updated "Proposed
Program Budget Detail Worksheet"to reflect current expenditures.
BUDGET SUMMARY AND EXPENDITURES
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SUB-RECIPIENT: MONROE, COUNTY OF
AGREEMENT: G0158 LO
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1. PLANNING $
2. ORGANIZATION $67,351.00
3. EQUIPMENT $
4. TRAINING $
5. EXERCISE $
6. MANAGEMENT AND ADMINISTRATION $
7. TOTAL AWARD 1$67,351.00
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Allowable Planning Costs Quantity Unit Cost Total Cost
Emergency Operations Plan
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Salaries and Fringe Benefits (Contractors and
Consultants) `V
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Supplies �-
Travel/per diem related to planning activities
t\ i +,, ----a,i \„v f t', ,r' , t s -.:,A :\'t, )< " ,, , i S >S„ _ s, 2
_ls ,.1.,,. d, , r t 1l.., 1,1 l „:_ ,�, t , t s ,t t...,...,,.71) , », lc,a,.y, st �),,,, ?3 , I: \.jj �?. s __..,
l 5 «««, + ..\„ s,ri _\
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, �,s \v\ �is1s,:,:r,,, ,,,,,� r ,a,.. +, v i :_,�, ,t}, , t, „,.i ��i,.�\���,-\�\, .,\4,\�t��..
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�¢�1 \ :.�, yVvS�r� ,,,,,,, ,.�.�.� �.�.� 1}1{t tri, ,,, 'yA{S\ s�\\ ;{�\ ,,,t;�}, �n,Jl�!,,,�� fi ?fir, liAl�.A�?,\�s;\;�,�lS) �y6��1 C
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Allowable Organization Costs Quantity Unit Cost Total Cost
Salaries and Fringe Benefits (EM Personnel)
2 $33,675.50 $67,351.00 j
Salaries and Fringe Benefits (Contractors and
Consultants
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Utilities (electric, water and sewage)
Service/Maintenance agreements
Office Supplies/Materials 0)
IT Software Upgrades
Memberships
Publications
Postage
Storage
Y\i+ ,, (( i ,._;) rss 3 s '\, a sa,,, ,1 �) ,q ,f1
;, t, ,,,1 ,1,,,;s), s -,' Y �}£ :...s,(\ sts7�.,., ! <J ,., :,n __.as , „ '4;St u 1 __,.,,
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s�(�)\7s=IY;:s),� , 11 4\_,fi\tt t S-r-� , 1, it ) ,1.),t 2
}bs),3,rfr )s\ s\l S .,t�1S 4 s (l > t,., t., +rl
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IA � 1
\{(f (>})({t i2 Q \\y St. )11,,,,,{ tts��c{,()\. �, " , �.„�s"',,�t s
�ss, {�'t �d��\\ ,,,,,,', }t�+,�,a{��11111{s eb rlr;� �\,,, h� �ftksnnn,s�) ��{>)',„? ,,,,ltl,t�„si;
Allowable Equipment Acquisition Costs Quantity Unit Cost Total Cost
Personal protective equipment
Information technology
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Cybersecurity enhancement equipment
Interoperable communications equipment
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Detection'Equipment
0
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Power equipment
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CB'RNE Reference Materials
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CBRNE Incident Response Vehicles
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Physical Security Enhancement Equipment
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Logistics CD
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Other authorized equipment costs N
21GN-00-OCEQ - EOC Equipment& Supplies
(provide description of EOC equipment&supplies)
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'd 1l» 4s + \S}i`S (yl tri,J t s}I{r{r 0, ' f,�q �t} r _l{,s J,)}it ,1,Y• (,,,,,, \y,(,s`ty}t!,(.ttp 55,
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Allowable Training Costs Quantity Unit Cost Total Cost
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Salaries and Fringe Benefits (EM Personnel)
Salaries and Fringe Benefits (Contractors and
Consultants
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Develop, Deliver Training
Workshops and Conferences
Certification/Recertification of Instructors 0)
Travel
Supplies
Overtime and Backfill
Jrs, .\,"�).:.nsi, \�:tS t,r;`t ,�, g 't, ril.re, `,)i`„ ,.:\}'` ?::rs 1,,ar`f, +;t lt,�,i St',',4 't\rk,;,
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Allowable Exercise Costs Quantity Unit Cost Total Cost N
Salaries and Fringe Benefits (EM Personnel)
Salaries and Fringe Benefits (Contractors and
Consultants
Design, Develop, Conduct and Evaluate an Exercise in
accordance with HSEEP standards
Exercise Planning Workshop
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Allowable Management and Administration Costs 0;
(Up to 5% of total award) Quantity Unit Cost Total Cost 0
Salaries and Fringe Benefits (EM Personnel) o
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TOTAL EXPENDITURES $67, 351.00
REVISION DATE:
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FY 2020-2021 EMPG AGREEMENT
ATTACHMENT A(3)—QUARTERLY REPORTS
Sub-Recipients must provide the Division with quarterly financial reports and a final close-out report.
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• Quarterly financial reports are due to the Division no later than 30 days after the end of each
quarter of the program year and must continue to be submitted each quarter until submission of
the final close-out report. The ending dates for each quarter of this program year are September
30, December 31, March 31, and June 30.
Reporting Period Report due to Division no later than
July 1 through September 30 October 30
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October 1 through December 31 January 30
January 1 through March 31 Aril 30
April 1 through June 30 July 30
The Sub-Recipient shall provide the Division with full support documentation for the
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quarterly financial reports. CL
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A. The Quarterly Tasks Form 1 B is due with your quarterly financial report each quarter. This form LO
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identifies all Emergency Management personnel's required training completed (or working
towards completion) as well as quarterly deliverables during the agreement period. The
necessary reporting forms are found in Attachment G, Reporting Forms.
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B. The Quarterly Match Form (Form 3A) is due each quarter for Sub-Recipients to identify funds
being used to match the federal obligation. If the federal obligation exceeds EMPA or using local
funds supporting documentation is required. The Sub-Recipient must identify the non-federal 0
match on Form 3A and provide supporting documentation if applicable (i.e. invoices, cancelled
checks, earning statements, payroll expense reports, credit card statements, bank statements,
etc.). Cost-matching requirements must be in accordance with 2 C.F.R. 200.306. To meet
matching requirements, the Sub-Recipient contributions must be verifiable, reasonable,
allowable, allocable, and necessary under the grant program and must comply with all Federal
requirements and regulations.
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C. The final Close Out report is due sixty (60)days after termination of this Agreement. Federal
funds provided under this agreement shall be matched by the Sub-Recipient dollar for dollar from
non-federal funds. If the funds are being matched with EMPA and are less than the expended
EMPA, no additional back-up/supporting documentation is needed. However, if your EMPG
funds exceed EMPA, or if you are not using EMPA for match, the appropriate back-up/supporting >_
documentation needs to be provided (i.e. invoices, canceled checks, earning statements, payroll
expense reports, credit card statements, bank statements).
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FY 2020-2021 EMPG AGREEMENT
ATTACHMENT B
JUSTIFICATION OF ADVANCE PAYMENT
Indicate by checking one of the items below if you are requesting an advance. An advance payment
under this Agreement is subject to section 216.181(16), Florida Statutes. of
NO ADVANCE PAYMENT REQUESTED Check here:
Payment will be solely on a reimbursement basis. No Additional information is required.
ADVANCE REQUESTED Check here: W
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Advance payment of$ is requested. Balance of payments will be made on c`
a reimbursement basis. These funds are needed to pay staff, award benefits to clients, and
purchase supplies and equipment. Sub-Recipient would not be able to operate the program
without this advance.
ADVANCE CALCULATION
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If you are requesting an advance, complete the following chart and line item justification below.
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BUDGET CATEGORY/LINE ITEMS 20_-20_Anticipated Expenditures for First Three
(list applicable line items) Months of Contract
For example
ADMINISTRATIVE COSTS
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(Include Secondary
Administration.)
For example
PROGRAM EXPENSES
TOTAL EXPENSES
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LINE ITEM JUSTIFICATION
For each line item, provide a detailed justification explaining the need for the cash advance. The
justification must include supporting documentation that clearly shows the advance will be
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expended within the first ninety (90) days of the contract term. Support documentation should
include quotes for purchases, deliver timelines, salary, U_
q p y ry, and expense projections, etc. to provide
the Division reasonable and necessary support that the advance will be expended within the first
ninety (90) days of the contract term. Any advance funds not expended within the first ninety (90)
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days of the contract term shall be returned to the Division Cashier, 2555 Shumard Oak Boulevard,
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Tallahassee, Florida 32399,within thirty(30) days of receipt, along with any interest earned on the
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advance. j
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FY 2020-2021 EMPG AGREEMENT
ATTACHMENT C
Certification Regarding
Debarment; Suspension;Ineligibility a
And Voluntary Exclusion
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Sub-Recipient, certifies, W
by submission of this document, that neither it nor its principals is presently debarred, suspended,
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proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Sub-Recipient 's subcontractor is unable to certify to the above statement, the
prospective subcontractor shall attach an explanation to this form.
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SUBCONTRACTOR: LO
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Signature Sub-Recipient 's Name 0
Name and Title Division Contract Number
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Street Address Project Number
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FY 2020-2021 EMPG AGREEMENT
ATTACHMENT D
WARRANTIES AND REPRESENTATIONS
Financial Management 0)
Sub-Recipient 's financial management system must include the following:
(1) Accurate, current, and complete disclosure of the financial results of this project or program.
(2) Records that identify the source and use of funds for all activities. These records shall contain
information pertaining to grant awards, authorizations, obligations, unobligated balances, assets,
outlays, income, and interest.
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(3) Effective control over and accountability for all funds, property, and other assets. Sub-Recipient
shall safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request for Payment. Whenever
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appropriate, financial information should be related to performance and unit cost data. CL
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(5) Written procedures to determine whether costs are allowed and reasonable under the provisions T'
of the applicable OMB cost principles and the terms and conditions of this Agreement.
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(6) Cost accounting records that are supported by backup documentation.
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Competition
(1) All procurement transactions shall be done in a manner to provide open and free competition.
(2) Sub-Recipient shall 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 CL
that develop or draft specifications, requirements, statements of work, invitations for bids and/or
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requests for proposals shall be excluded from competing for such procurements.
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(3) Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation
and is most advantageous to the Sub-Recipient, considering the price, quality, and other factors.
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(4) Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill for the bid co
or offer to be evaluated by the Sub-Recipient. All bids or offers may be rejected when it is in the
Sub-Recipient's interest to do so.
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Codes of Conduct.
Sub-Recipient warrants the following:
(1) The Sub-Recipient shall maintain written standards of conduct governing the performance of its m
employees engaged in the award and administration of contracts.
(2) No employee, officer, or agent shall participate in the selection, award, or administration of a
contract supported by public grant funds if a real or apparent conflict of interest would be
involved. Such a conflict would arise when the employee, officer, or agent, any member of his or
her immediate family, his or her partner, or an organization which employs or is about to employ N
any of the parties indicated, has a financial or other interest in the firm selected for an award.
(3) The officers, employees, and agents of the Sub-Recipient shall neither solicit nor accept
gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.
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(4) The standards of conduct shall provide for disciplinary actions to be applied for violations of the CL
standards by officers, employees, or agents of the Recipient. CO
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Business Hours
The Sub-Recipient shall have its offices open for business, with the entrance door open to the public,
and at least one employee on site, from (Monday)through (Friday), and from (times) ( )to
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Licensing and Permitting
All subcontractors or employees hired by the Sub-Recipient shall have all current licenses and permits
required for all the particular work for which they are hired by the Sub-Recipient.
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FY 2020-2021 EMPG AGREEMENT
ATTACHMENT E
STATEMENT OF ASSURANCES AND REGULATIONS
The Sub-Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies, m
guidelines and requirements, including 2 C.F.R. Part 200; E.O. 12372 and Uniform Administrative
Requirements for Grants and Cooperative Agreements 28 CFR, Part 66, Common rule, that govern the
application, acceptance and use of Federal funds for this federally-assisted project.Also, the Applicant assures
and certifies that:
1. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970(P.L. 91-646)which provides for fair and equitable treatment of persons displaced as a
result of Federal and federally assisted programs.
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2. It will comply with provisions of Federal law which limit certain political activities of employees of a State or
local unit of government whose principal employment is in connection with an activity financed in whole or in
part by Federal grants (5 USC 1501, et. seq.).
3. It will comply with the minimum wage and maximum hour's provisions of the Federal Fair Labor Standards
Act.
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4. It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the
appearance of being motivated by a desire for private gain for themselves or others, particularly those with co
whom they have family, business, or other ties. T_
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.
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6. It will comply with all requirements imposed by the Federal sponsoring agency concerning 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 Protection Agency's (EPA) list of Violating
Facilities and that it will notify the Federal grantor agency of the receipt of any communication from the Director
of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration
for listing by the EPA.
8. It will comply with the flood insurance purchase requirements of Section 102(a)of the Flood Disaster CL
Protection Act of 1973, Public Law 93-234, 87 Stat. 975, approved December 31, 1976, Section 102(a)
requires, on and after March 2, 1975, the purchase of flood insurance in communities where such insurance is
available as a condition for the receipt of any Federal financial assistance for construction or acquisition N
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 cv
form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or any
other form of direct or indirect Federal assistance.
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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 co
Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by(a)consulting with the State Historic
Preservation Officer on the conduct of Investigations, as necessary, to identify properties listed in or eligible for
inclusion in the National Register of Historic Places that are subject to adverse effects (see 36 CFR Part 800.8) j
by the activity, and notifying the Federal grantor agency of the existence of any such properties and by(b)
complying with all requirements established by the Federal grantor agency to avoid or mitigate adverse effects
upon such properties.
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10. It will comply, and assure the compliance of all its Sub-Recipient's and contractors,with the applicable
provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, the Juvenile
Justice and Delinquency Prevention Act, or the Victims of Crime Act, as appropriate; the provisions of the m
current edition of the Office of Justice Programs Financial and Administrative Guide for Grants, M7100.1; and 0i
all other applicable Federal laws, orders, circulars, or regulations.
11. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements including Part
18,Administrative Review Procedure; Part 20, Criminal Justice Information Systems; Part 22, Confidentiality of
Identifiable Research and Statistical Information; Part 23, Criminal Intelligence Systems Operating Policies;
Part 30, Intergovernmental Review of Department of Justice Programs and Activities; Part 42,
Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61, Procedures for
Implementing the National Environmental Policy Act; Part 63, Floodplain Management and Wetland Protection
Procedures; and Federal laws or regulations applicable to Federal Assistance Programs.
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12. It will comply, and all its contractors will comply,with the non-discrimination requirements of the Omnibus
Crime Control and Safe Streets Act of 1968, as amended,42 USC 3789(d), or Victims of Crime Act(as
appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973,
as amended; Subtitle A, Title II of the Americans with Disabilities Act(ADA)(1990); Title IX of the Education
Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Non-Discrimination
Regulations, 28 CFR Part 42, Subparts C,D,E, and G; and Department of Justice regulations on disability CL
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discrimination, 28 CFR Part 35 and Part 39.
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13. In the event a Federal or State court or Federal or State administrative agency makes a finding of LO
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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.
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14. It will provide an Equal Employment Opportunity Program if required to maintain one,where the application ai
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is for$500,000 or more.
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15. It will comply with the provisions of the Coastal Barrier Resources Act(P.L. 97-348)dated October 19, 1982 h-
(16 USC 3501 et seq.)which prohibits the expenditure of most new Federal funds within the units of the
Coastal Barrier Resources System.
16. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS)As required by the Drug-Free
Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F,for grantees, as defined at 28 CFR
Part 67 Sections 67.615 and 67.620. CL
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FY 2020-2021 EMPG AGREEMENT
ATTACHMENT F
MANDATORY CONTRACT PROVISIONS
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Provisions:
Any contract or subcontract funded by this Agreement must contain the applicable provisions outlined in
Appendix II to 2 C.F.R. Part 200. It is the responsibility of the Sub-Recipient to include the required
provisions.
The Division provides the following list of provisions that may be required depending upon the type of
contract or subcontract being funded by this Agreement:
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OMB GUIDANCE PT. 200, APP. II:
Pt. 200, App. II
Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal
Awards
In addition to other provisions required by the Federal agency or non-Federal entity, all contracts
made by the non-Federal entity under the Federal award must contain provisions covering the following,
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as applicable. CL
(A) Contracts for more than the simplified acquisition threshold currently set at$150,000, which is
the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense co
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Acquisition Regulations Council (Councils)as authorized by 41 U.S.C. 1908, must address T'
administrative, contractual, or legal remedies in instances where contractors violate or breach contract
terms, and provide for such sanctions and penalties as appropriate.
(B)All contracts in excess of$10,000 must address termination for cause and for convenience by
the non-Federal entity including the manner by which it will be affected and the basis for settlement.
(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all
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contracts that meet the definition of"federally assisted construction contract" in 41 CFR Part 60-1.3 must
include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive o
Order 11246, "Equal Employment Opportunity" (30 FIR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p.
339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal
Employment Opportunity," and implementing regulations at 41 CFR part 60, "Office of Federal Contract
Compliance Programs, Equal Employment Opportunity, Department of Labor."
(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program
legislation, all prime construction contracts in excess of$2,000 awarded by non-Federal entities must
include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148)as
supplemented by Department of Labor regulations (29 CFR Part 5, "Labor Standards Provisions CL
Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the
statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the
prevailing wages specified in a wage determination made by the Secretary of Labor. In addition,
contractors must be required to pay wages not less than once a week. The non-Federal entity must place '
a copy of the current prevailing wage determination issued by the Department of Labor in each
solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of
the wage determination. The non-Federal entity must report all suspected or reported violations to the
Federal awarding agency. The contracts must also include a provision for compliance with the Copeland cv
"Anti-Kickback"Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part
3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by
Loans or Grants from the United States"). The Act provides that each contractor or Sub-Recipient must co
be prohibited from inducing, by any means, any person employed in the construction, completion, or
repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The
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non-Federal entity must report all suspected or reported violations to the Federal awarding agency.
(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all
contracts awarded by the non-Federal entity in excess of$100,000 that involve the employment of
mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as
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supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act,
each contractor must be required to compute the wages of every mechanic and laborer on the basis of a
standard work week of 40 hours. Work in excess of the standard work week is permissible provided that
the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all
hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable of
to construction work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements do not
apply to the purchases of supplies or materials or articles ordinarily available on the open market, or
contracts for transportation or transmission of intelligence.
(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the
definition of"funding agreement" under 37 CFR §401.2 (a) and the recipient or Sub-Recipient wishes to
enter into a contract with a small business firm or nonprofit organization regarding the substitution of
parties, assignment or performance of experimental, developmental, or research work under that"funding
agreement,"the recipient or Sub-Recipient must comply with the requirements of 37 CFR Part 401,
"Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government
Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the
awarding agency.
(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33
U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of$150,000 must
contain a provision that requires the non-Federal award to agree to comply with all applicable standards,
orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671 q) and the Federal Water
Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA). CL
CL
(H) Mandatory standards and policies relating to energy efficiency which are contained in the
state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 co
U.S.C. 6201). LO
(1) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2
CFR 180.220) must not be made to parties listed on the governmentwide Excluded Parties List System in
the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that
implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 0
Comp., p. 235), "Debarment and Suspension."The Excluded Parties List System in SAM contains the
names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
0
(J) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award
of$100,000 or more must file the required certification. Each tier certifies to the tier above that it will not
and has not used Federal appropriated funds to pay any person or organization for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, officer or employee
of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract,
grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-
Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are
forwarded from tier to tier up to the non-Federal award.
CL
(K) See §200.322 Procurement of recovered materials.
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57
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C.7.a
ATTACHMENT G- REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM-BASE GRANT
2020-2021 EMPG REPORTING FORMS;
2020-2021 QUARTERLY REPORTING FORMS 0)
QUARTERLY REPORTS INCLUDE:DIVISION Form 1A-Quarterly Financial Report,DIVISION Form 1B-Quarterly Tasks,
DIVISION Forms 2A&213 Detail of Claims and DIVISION Form 6-Time and Effort(if applicable).
1. These forms are to be submitted to the Division each quarter.
2. Complete Division Form 1A-Quarterly Financial Report by entering all information needed to support the claim for reimbursement,
sign and date.Include a descriptive narrative outlining quarterly progress,events,delays in the section provided.
�3. Complete Division Form 113-Quarterly Tasks to support that deliverables and tasks are being completed as required throughout the a)
period of performance,sign and date.
p4. The Division Form 2A-Detail of Claims&Division Form 213-Detail of Claims(Salaries&Fringe)forms must accompany the
Division Form 1A-Quarterly Financial Report each quarter.
5. The Division Form 1A-Quarterly Financial Report form must be signed by the grant manager or someone with equal authority. N
6. Claims for reimbursement may be submitted by email to the appropriate Division Grant Manager according to applicable region or at
the address below. N
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2555 SHUMARD OAK BOULEVARD
TALLAHASSEE,FLOMDA 32399-2100
Attn:(Division Grant Manager)
Division Form 3A-Quarterly Match:
1. The 2020-2021 EMPG agreement has a 50%Federal and 50%Local match requirement.The Division Form 3A-Quarter Match
Form shall be submitted to the Division each quarter to identify non-federal match. The Sub-Recipient must provide supporting CIL
documentation of matching funds(i.e.invoices,cancelled checks,credit card statements,earning statements,payroll registries, CIL
etc.),if using funds other then EMPA expenditures claimed for reimbursement. Cost-matching requirements shall be in accordance
with 2 C.F.R.part 200.306.Match contributions must be verifiable,reasonable,allowable,allocable,and necessary under the grant
program and must comply with applicable Federal requirements and regulations. LO
Division Form 4-Staffing Detail: r
"1. List EMPG funded Emergency Management Agency staff. Provide a total anticipated annual amount of Salaries and Benefits to be
paid for each position. Provide the funding distribution amount or percentage in each applicable column:local,state.federal,etc.
This form is due with Quarter 1 submission or no later than October 30,2020,whichever occurs first.Please provide the Division
updates to this form as necessary.
O
2. Along with the Division Form 4-Staffing Detail,please provide position descriptions for EMPG funded staff. U
�3. Along with the Division Form 4-Staffing Detail,please provide documented policies for any fringe benefits,incentives or special pay
to be claimed through the grant. 0
C
Division Form 5-Close Out Report: O
1. The Division Form 5-Close Out Report is due within sixty(60)days after the period of agreement ends. The 2020-2021 EMPG
agreement has a 50%Federal and 50%Local match requirement.If the the EMPG award is matched with EMPA and/or are less
than the EMPA award,no additional back-up/supporting documentation is needed to be provided to the Division.However,if the
EMPG award exceeds the EMPA award,or if the Sub-Recipient is not using EMPA expenditures for match,the appropriate back-
up/supporting documentation shall be provided to the Division along with the Form 5-Close Out Report(i.e.invoices,reciepts,
cancelled checks,credit card and bank statements,earning statements,paystubs,etc.).
2. The agreement cannot be considered closed until the Division Form 5-Close Out Report has been received and approved by the
Division.
Division Form 6-Time and Effort: CIL
p1. Provide copies of certified timesheets with employee and supervisor signature documenting hours worked or Division Form 6-Time
and Effort.The form must account for 100%of the hours claimed for reimbursement each quarter.
r
Training and Exercise Requirements for EMPG funded personnel CN
p1. All EMPG funded personnel shall complete the following training requirements and record proof of completion:NIMS Training, N
FEMA Independent Study(IS)100,IS 200,IS 700,and IS 800.In addition,personnel shall complete either the FEMA Independent '
Study courses identified in the FEMA Professional Development Series or the National Emergency Management Basic Academy N
delivered either by the Emergency Management Institute(EMI)or at a sponsored State,local,tribal,territorial,regional or other N
designated location.Participation in at least three(3)exercises for funded EMPG personnel during the period of performance. >-
Required documentation to support project expenditures:
r 1. Sub-Recipients shall maintain a grant/financial file with copies of supporting documentation for all paid project/program expenditures N
claimed during the grant period. Documentation of expenditures claimed for reimbursement through the grant will be reviewed and
verified by Division staff. Acceptable documentation includes copies of purchase orders and paid vouchers,paid invoices or N
cancelled checks,timesheets and payroll vouchers,journal transfers,credit card and bank statements,etc. These documents
should be submitted when requesting reimbursement.
2. All claims for reimbursement shall be submitted on the approved Division Quarterly Financial Reporting forms. Claims not submitted
on the proper forms or that are unsupported by proper documentation will not be processed and will be returned for additional
support. h
r 3. Please ensure that the documentation submitted for review is legible.
�4. Please verify form calculations for accuracy before submitting to the Division for review each quarter.
U
58
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C.7.a
ATTACHMENT G- REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PERFORMANCE GRANT-EMPG BASE GRANT
DIVISION FORM 1A-QUARTERLY FINANCIAL REPORT
AGREEMENT#: CLAIM#: 1
U
AWARD AMOUNT: QUARTER#: 1
SUB-RECIPIENT:
COUNTY: REPORTING FORMS DUE DATES(30 DAYS AFTER QUARTER)
ADDRESS: 1- July 1-Sept.30,2020 (Forms are due no later than October 30) ('V
-r,
2- October 1-Dec.31,2020 (Forms are due no later than January 30) N
3- January 1-March 31,2021 (Forms are due no later than April 30)
POINT OF CONTACT: 4- Apnl 1-June 30,2021 (Forms are due no later than July 30)
PHONE/EMAIL:
UJI
BUDGETED CUMULATIVE REMAINING
EMPG ALLOCATION CATEGORIES Q1 CLAIM Q2 CLAIM Q3 CLAIM Q4 CLAIM
'ALLOCATIONS EXPENDED FUNDS BALANCE
CL
CL
1.PLANNING $0.00 $0.00 $0.00
2.ORGANIZATION $0.00 $0.00 $0.00 00
LO
3.EQUIPMENT $0.00 $0.00 $0.00 r
4.TRAINING $0.00 $0.00 $0.00
5.EXERCISE $0.00 $0.00 $0.00
6.MGMT AND ADMIN(up to 5%) $0.00 $0.00 $0.00 O
L)
TOTAL $0.00 $0.00 r $0.00 $0.00 $0.00 $0:00 $0:00 0;
O
AMOUNT OF REIMBURSEMENT FOR THIS CLAIM:
"By signing this report,I certify to the best of my knowledge and belief that the report is true,complete,and accurate,and the expenditures,disbursements and cash receipts are for
the purposes and objectives set forth in the terms and conditions or the Federal award.I am aware that any false,fictitious,or fraudulent information,or the omission of any material
fact,may subject me to criminal,civil or administrative penalties for fraud,false statements,false claims or otherwise.(U.S.Code Title 18,Section 1001 and Title 31,Sections LU
3729-3730 and 3801-3812)." 2
LU
LU
SIGNATURE:
AUTHORIZED REPRESENTATIVE DATE
QUARTERLY STATUS REPORT
Please report EM activities,meetings,training,exercises,or other necessary information to support quarterly progression. CL
r
N
CD
CD
CD
CD
N
00
THE SECTION BELOW IS TO BE COMPLETED BY THE DIVISION
AWARD AMOUNT DIVISION DATE RECEIVED STAMP
PRIOR CLAIMS h
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THIS CLAIM AMOUNT
BALANCE OF AWARD
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59
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C.7.a
ATTACHMENT G- REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE GRANT-EMPA`
DIVISION FORM 1 B-QUARTERLY TASKS E
RECIPIENT:
QUARTER: July 1 -Sept.30
National
Emergency Management Personnel NIMS IS 100 NIMS IS 200 NIMS IS 700 NIMS IS 800 FEMA Profess oral oR
Development Senes ManEmergency
agement Basic
Academy
EM Employee Name&Position Title
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a a a a a a a a a a a a a a a a a a a a a a a a
N
N
LU
LU
DELIVERABLESITASK REQUIREMENTS: ENTER DATE COMPLETED
QRT.1 QRT 2 QRT 3 QRT 4 COMMENTS
T1:Provide Division Exhibit 4,certification of afull-time Use for explanation that supports
Emergency Management Director or part-time Coordinator. Training&Exercise progression LO
(Q1,any updates Q2-Q4) r
CD
T1:Provide Division Form 4-Staffing Detail and position
descriptions for funded emergency management staff.
(Q1,any updates Q2-Q4)
T1:Provide a quarterly report as outlined in Quarterly Reports
(Attachment(A3).(Q1-Q4) O
T1:Provide full-time Emergency Management Director's or part-
time Coordinator's certified timesheets or paystubs.(Q1-Q4)
T2:Provide the Division Form 3-Local Budget Match
Requirement.(Q2,any updates Q3-Q4)
T2:Submit a copy of the current and accurate County Emergency
Management Local Budget(General Revenue)including the budget
approval date(Q2,any updates Q3-Q4)
T2:Submit copy of the local EM general revenue expenditure LU
(general ledger)report(Q2,any updates Q3-Q4)
LU
T3:Response Capabilities(Attachment F)-Maintain current LU
county emergency management and other contacts through the
Division's SharePoint Portal including County Director and
Alternate contacts.(Q3,any updates Q4)
T3:Response Capabilities(Attachment F)-Upload current GIS
site data to the Division's SharePoint Portal.
(Q3,any updates Q4)
T3:Response Capabilities(Attachment F-Upload current site data
into WebEOC to include County Staging Areas(CSAs)and County r
Points of Distribution(PODS). CD
N
(Q3,any updates Q4) (V
T3:Attachment G-Complete Hurricane Shelter Retrofit items A-G CD
in the worksheet and upload into WebEOC no later than March 31,
2021. CD
N
T4:Recovery Capabilities(Attachment H)-Identify any potential
Disaster Recovery Center(DRC)locations and provide basic
information in WebEOC.(Q4) CD
By signing this report,1 certify to the best of my knowledge and belief that the report is true,complete,accurate and the expenditures,disbursements and cash
receipts are for the purposes and objectives set forth in the conditions of the 2020-2021 EMPA agreement N
SIGNATURE: 00
AUTHORIZED REPRESENTATIVE
PRINTED NAME:
TITLE:
DATE: r
ATTACHMENT G- REPORTING FORMS
60
Packet Pg.314
C.7.a
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM EMPG BASE GRANT
DIVISION FORM 2A-DETAIL OF CLAIMS 0)
a)
SUB-RECIPIENT: INCURRED DATE RANGE:
Example:July 1 through Sept.30,2020
Please use separate Division Form 2A- Detail of Claims per allocation category. Please provide FEMA AEL numbers for EQUIPMENT expenditures ONLY.
Please provide a budget revision to the Division along with this form,if expenses being claimed are not allocated on the most recently approved budget.
U
Please include the Costs Incurred Date Range in the applicable cell above. This is usually the quarterly period;however,a Sub-Recipient may incorporate a larger date range
to include a forgotten claim for reimbursement for a payment made the previous quarter(within the period of the agreement). This allowance does not circumvent the four(4)
required reporting submissions. ld.
ALLOCATION CATEGORIES
PLEASE SELECT FROM THE LIST BELOW
CATEGORY: PLANNING
cV
cV
DATE OF
PAYMENT PAYMENT PURCHASE FEMAAEL#
# VENDOR DESCRIPTION OF SERVICE OR:EXPENSE FOR SERVICE REFERENCE# (N/Af equ.pment was not
OR EXPENSE (CHECK#,PO,GC#,JT) AMOUNT pµrchased) LU
..(Include full date)
1
2
3
CL CL
5
6 LO
P'
CD
8
9
O
10
11
C
12 O
13
14
15
16
17
18
CL
19
20 r,
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TOTAL
CD
CD
"By signing this report,1 certify to the best of my knowledge and belief that the report is true,complete,and accurate,and the expenditures,disbursements and cash receipts are for the purposes CD
CV
and objectives set forth in the terms and conditions of the Federal award.I am aware that any false,fictitious,or fraudulent information,or the omission of any material fact,may subject me to
criminal,civil or administrative penalties for fraud,false statements,false claims or otherwise.(U.S.Code Title 18,Section 1001 and Title 31,Sections 3729-3730 and 3801-3812)."
UL
CD
SIGNATURE: CV
AUTHORIZED REPRESENTATIVE
to
PRINTED NAME: 00
CID
TITLE:
DATE:
P'
ATTACHMENT G- REPORTING FORMS E
61
Packet Pg.315
C.7.a
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM-EMPG BASE GRANT'
DIVISION FORM 2B-DETAIL OF CLAIMS
SALARIES AND FRINGE BENEFITS
a)
SALARY DEFINITION: The cash compensation for services rendered by a regular employee in an established position for a specific period of time. t8
SUB-RECIPIENT: CLAIM#:
U
DOES THIS CLAIM FOR REIMBURSMENT INCLUDE EXPENSES FOR ANY INCENTIVES OR SPECIAL PAY?
Note:If this claim includes incentives or special pay,please provide FDEM with the written established policy for support.
%OF TIME ,,,,
EM EMPLOYEE NAME EM POSITION TITLE CHARGED TO SALARY FRINGE BENEFITS
EMPG CD
N
1 Example:Jane Doe EM Planner 50% $ 5,000.00 $ 1,200.00 N
2
LU
4 LU
5
6 CL
CL
8 LO
r
CD
10
0
11 (a
ai
12
C
13
14
LU
15
LU
TOTALS $ 5,000.00 $ 1200.00 LU
TOTAL $ 6200.00
`By signing this report,1 certify to the best of my knowledge and belief that the report is true,complete,and accurate,and the expenditures, CL
disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award.I am aware
LU
that any false,fictitious,or fraudulent information,or the omission of any material fact,may subject me to criminal,civil or administrative r
penalties for fraud,false statements,false claims or otherwise.(U.S. Code Title 16, Section 1001 and Title 31,Sections 3729-3730 and
CD
3601-3612)." fy
N
CD
N
SIGNATURE: >-
AUTHORIZED REPRESENTATIVE
CD
PRINTED NAME:
N
TITLE:
DATE:
h
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tJ
ATTACHMENT G— REPORTING FORMS E
62
Packet Pg.316
C.7.a
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM-EMPG BASE GRANT
DIVISION FORM 3A-Quarterly Match
0)
SUB-RECIPIENT: CLAIM #: 1
QUARTERLY REPORTING PERIOD: July 1 -Sept; 30
1.The 2020-2021 EMPG agreement has a 50%Federal and 50%Local match requirement.Each quarter the Sub-Recipient must identify the non-
federal match on the Quarterly Match Form 3A. to
2. If the EMPG funds are being matched with 2020-2021 EMPA claimed expenditures,no additional back-up/supporting documentation is required to
be submitted with this form.
3.It the 2020-2021 EMPG award exceeds the 2020-2021 EMPA award,or if the Sub-Recipient is not using EMPA claimed expenditures to fulfill the N
EMPG match requirement,appropriate back-up/supporting documentation must accompany this form to support fulfillment of the required match
(i.e.invoices,receipts,paystubs, earning statements,cancelled checks,credit card and bank statements,etc.).
EMPG REPORTING AWARD AMOUNT: $
EMPG QUARTERLY CLAIM CUM.FUNDS EXPENDED REMAINING BALANCE
QUARTER 1 $0.00 $0.00
QUARTER 2 $0.00 $0.00
QUARTER 3 $0.00 $0.00
QUARTER 4 $0.00 $0.00
CL
CL
TOTAL EMPG CLAIMS $0.00
LO
EMPA REPORTING AWARD AMOUNT: $ 105 806.00f r
EMPA QUARTERLY CLAIM CUM.FUNDS EXPENDED REMAINING BALANCE
QUARTER 1 $0.00 $105,806.00
QUARTER $0.00 $105,806.00
QUARTER 3 $0.00 $105,806.00
QUARTER $0.00 $105,806.00
O
TOTAL EMPA CLAIMS $0.00
MATCH REPORTING REQUIRED MATCH AMOUNT: $ z
EMPA LOCAL(General Revenue) LOCAL(Other) OTHER(Non-Federal)
QUARTER 1
QUARTER 2
QUARTER 3
QUARTER 4
TOTALI $0.00 1 $0.00 1 $0.00 $0.00 CL
TOTAL MATCH= $0.00 r
N
CD
"By signing this report,l certify to the best of my knowledge and belief that the report is true,complete,and accurate,and the expenditures,disbursements and
cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award./am aware that any false,fictitious,or fraudulent N
information,or the omission of any material fact,may subject me to criminal,civil or administrative penalties for fraud,false statements,false claims or otherwise.
(U.S.Code Title 18,Section 1001 and Title 31,Sections 3729-3730 and 3801-3812)." N
UL
SIGNATURE: CD
AUTHORIZED REPRESENTATIVE
N
PRINTED NAME: Co
00
TITLE:
DATE:
ATTACHMENT G —REPORTING FORMS
63
Packet Pg.317
C.7.a
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021 EMERGENCY MANAGEMENT PERFORMANCE GRANT-EMPG BASE GRANT
DIVISION FORM 4-STAFFING DETAIL
EMERGENCY MANAGEMENT AGENCY ANTICIPATED SALARIES AND BENEFITS
SUB-RECIPIENT: FL County POINT OF CONTACT:I Jane Doe,Planner PHONE/Eli 123-123-1234 Q)
CD
EMPLOYEE INFORMATION LOCAL STATE AND FEDERAL TOTAL
EM Employee Name,Position Title # '. $ % % % $ % $ % % % (B
Hrs./Week Total Salaries County Other EMPA EMPA 'EMPG (EMPG HMGP Other( Total
Devoted to $Benefits General Fund Local Base Grant Base Grant Base Grant Base Grant Planning Grant State or Federal All �y
EM Activities by Position (Local) Funds '(State) ,'.(State) (Federal) ;(Federal) (State) Funds Funds (J
t 21 [31 r4l161 B 9 10 11 12
1 EXAMPLE John Smith,Planner 40 $ 40,000.00 0% 01% 501% $20,000.00 501% $20,000.00 01% 0% 100%
3 $ $ 0%
4 $ $ 0% w
5 $ $ 0%
6 $ $ 0% CV
-r,
$ $ 0% CV
8 $ $ 0%
9 $ $ 0%
10 $ - $ - 0%.. LU
11 $ $ 0%
12 $ - $ - 0%.:
3 $ LU
$ 0%
14 $ - $ - 0% >.
15 $ $ 0%
6 CL
$ $ 0% CL
17
$ $ 0%
18 $ - $ - _.0%.:.
19 $ - $ - 0% U7
20 $ - $ - 0%
TOTAL $20,000.00 $20,000.00
DIRECTIONS:
1. In Col.—#1,list the name and positon title for funded EMPG Emergency Management staff. ¢v
2. In Column#2,enter the amount of anticipated hours worked per week for grant related ac4N4es for each EM posibon.
3. In Column#3,list total anticipated annual amount of Salaries and Benefits to be paid for each EM position.
4. In Columns#4-11,promde the funding distribution(%or$)in each applicable column. ®®0♦
5.Column#12 calculates the sum of percentages entered in Columns 4-11 and must equal 100%of the anticipated annual salaries and benefits per EM positon. a,d
6. Please pmAde to the DiNsion updates or remsions to this form throughout the period of the agreement,as necessary.
7. This form is to be submitted to the DiNsion along Wth the 1st OLarter submission,or by October 30,2020,whichever occurs first. 0
0
CL
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1
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64
Packet Pg.318
C.7.a
ATTACHMENT G -REPORTING FORMS
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020-2021'EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM-BASE GRANT
DIVISION FORM 5-CLOSE-OUT REPORT W
0)
Division FORM 5-CLOSEOUT REPORT shall be completed and submitted to the Division no later than sixty(60)days after the
period of performance ends.The 2020-2021 period of performance ends on June 30,2021. Division FORM 5 is due by
August 30,2021.
SUB-RECIPIENT: AGREEMENT M U
POINT OF CONTACT: EMPG AWARD AMOUNT: $ CD
C,
PHONE/EMAIL: UNCLAIMED BALANCE: $
IJU
REIMBURSEMENTS RECEIVED BY THE SUB-RECIPIENT
(Include any advanced funds and final requested payment) CV
-r,
ALLOCATION CATEGORIES EXPENDITURES DATE AMOUNT ('V
1.PLANNING $ - $ -
LIJ
2.ORGANIZATION $ - 2 $ -
3.EQUIPMENT $ - 3
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4.TRAINING $ - 4
5.EXERCISE $ - 5
CL
CL
6.MANAGEMENT AND ADMIN. $ - 6
$ $ 00
LO
T_
AWARD AMOUNT $
(LESS ADVANCED FUNDS) $
(LESS REIMBURSEMENTS) $
UNCLAIMED BALANCE OF AWARD $
O
°m
The 2020-2021 EMPG agreement has a 50%Federal and 50%Local match requirement If the EMPG award is being matched with EMPA,
no additional back-up/supporting documentation is needed to be provided to the Division. If the EMPG award exceeds the EMPA award or
using local funds for match,the appropriate back-up/supporting documentation for the match fulfillment shall be provided with this form(i.e.
invoices,cancelled checks,earning statements,,payroll registries,with amounts clearly identified).
IJU
EMPA LOCAL General Revenue LOCAL Other OTHER Non-Federal
TOTAL MATCH IJU
SIGNATURE REQUIRED
"By signing this report,1 certify to the best of my knowledge and belief that the report is true,complete,and accurate,and the expenditures,disbursements and cash
receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award.1 am aware that any false,ficttou;or fraudulent information, CL
or the omission of any material fact may subject me to criminal,civil or administrative penalties for fraud,false statements,false claims or otherwise.(U.S.Code
Title 18,Section 1001 and Title 31,Sections 3729-3730 and 3801-3812)."
CV
SIGNATURE AND DATE: CD
AUTHORIZED REPRESENTATIVE i
CD
PRINTED NAME AND TITLE: CCD
V
N
Refund a nd/or final interest checks are due no later than ninety(90)days after the expiration of the Agreement.
Make checks payable to:Cashier,Florida Division of Emergency Management
Mail to:Florida Division of Emergency Management,2555 Shuma rd Oak Blvd.,Tallahassee,Florida 32399-2100,Attn: (Division Grant Manager) CD
CV
CV
BELOW TO BE COMPLETED BY FDEM: (0
SIGNATURE AND DATE:
Division Grant Manager
SIGNATURE AND DATE:
r
Division Programmatic Reviewer (J
ATTACHMENT G -REPORTING FORMS
65
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FLORIDA DIVISION OF EMERGENCY MANAGEMENT
2020.2021 EMERGENCY MANAGEMENT PERFORMANCE GRANT EMPG BASE GRANT
DIVISION FORM 6-TIME AND EFFORT
This form is required to accompany reimbursement claims for salaries charged to the grant.
EMPLOYEE NAME: QUARTERLY REPORTING PERIOD: October 1-December 31
PERIOD DATES: 101112020 TO 12/31/20 CLAIM#:
Date Range Week 1 Week 2
CATEGORY
ALLOCATION CATEGORY S S: M T W T F Total S S M T W. T F Total TOTALS
1 ORGANIZATION 4 4 0 4
2 MGMT&ADMIN 5 5 5 5 10 : 15
3 0 f 0 f 6
4 0 0 0 t
5 0 0 0
6 0 12 12 12
DAILY TOTALS :0 O.f 4 - 0 5 i 0';. 0 i 0 1 5 -:17 0 0 0
PERIODONETOTALI 9 1 PERIODTWOTOTALJ 22 31
Date Range Week 1 Week2 CATEGORY N
ALLOCATION CATEGORY S S M T W T F Total S S M T W T F Total TOTALS N
1 ORGANIZATION 4 5 9 ::0 9 to
2 MGMT&ADMIN 0 5 5 10 10
LU
3 0 0 0
4 0 0 0
5 0 0 0 w
6 0 0 0 LU
DAILY TOTALS 0 0 4 5 0 0 0 5 5 0 0 0'. 0 0
PERIOD ONE TOTAL Ili 9 PERIOD TWO TOTAL1 10 19
'.. Date Range Week E. Week2 CATEGORY
CL
ALLOCATION CATEGORY S S' M T W T F Total S S M T W. T F Total TOTALS C-
1 ORGANIZATION 4 5 9 ::0 9
2 MGMT&ADMIN 0 4 5 9 g co
3 0 0 0 LO
4 0 0 0 CD
5 0 0 0
6 0 0 0
DAILY TOTALS 0 -0- 0 0 =:4 5=: 0 -:0 4 0 5 -0: 0 - 0
PERIODONE TOTAL 9 '- PERIOD TWO TOTAL '9 18
Date Range Week E: Week2 0
CATEGORY (,
ALLOCATION CATEGORY S S' M T W T F Total S S M T W. T F Total TOTALS
1 ORGANIZATION 0 :0 0 L.
2 MGMT&ADMIN 5 5 4 4 g
3 0 0 0
4 0 0 0
5 0 0 0
6 0 0 0 UJ
DAILY TOTALS :0 0` 0 5 `0 0 : 0 1 0 1 4 0 : 0 0 0 - 0
PEWDONETOTALI 5 1 PERIODTWOTOTALJ 4 9 LU
',. Date Range Week 1: i Week2 LU
CATEGORY LU
ALLOCATION CATEGORY S S' M T W T F Total S S M T W. T F Total TOTALS
1 ORGANIZATION 0 :0 0
2 MGMT&ADMIN 4 4 -.0 4
3 0 5 5 5 CL
4 0 0 0
5 0 0 0
6 0 0 0
N
DAILY.TOTALS 1-::0 1 0:: 0 -1 0 1 0 0 -:0 0 5 0 -0: 0 0 1 CD
PERIOD ONE TOTAL 4 1 PERIODTWOTOTALJ 5 9 CV
r
Date Range Week 1i Week 2
CATEGORY
ALLOCATION CATEGORY S S' M T W T F Total S S M T W. T F Total TOTALS CD
N
1 ORGANIZATION 0 0 0
2 MGMT&ADMIN 4 5 9 0 g LL
3 0 5 5 5 CD
4 0 6 6 1 6 N
5 0 0 0
DAILY TOTALS 0 0 1 0 1 4 1 0 1 5 1 0 0 5 1 0 1 6 1 0 1 0 1 0
PERIOD ONE TOTAL 9 PERIODTNO TOTAL '11 1 20 00
lEmployee Signature: Date: Supervisor Signature: Data:
By signing this report,1 certify to the best of my knowledge and belief that the report is true,complete,and accurate,and the expenditures,disbursements and cash receipts are for the purposes and objectives set forth �.
in the terms and conditions of the Federal award.1 am aware that any false,fictitious,or fraudulent information,or the omission of any material fact,may subject me to criminal,civil or administrative penalties for fraud,
false statements,false claims or otherwise.(U.S.Code Title 18,Section 1001 and Title 31,Sections 3729-3730 and 3801-3812).
66
Packet Pg.320