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FY2019 08/19/2020
;;ate' °W 's Kevin Madok, CPA 5,q;b _ Clerk of the Circuit Court& Comptroller—Monroe County,Florida DATE August 25, 2020 TO: Jeff Maiming, Sr. Planner Emergency Management FROM: Pamela G. HancoC. SUBJECT: August 19th BOCC Meeting Enclosed are four duplicate originals of the following item, executed on behalf of Monroe County, for your handling: C I2 UASI (Urban Area Security Initiative) Fiscal Year 2019 Memorandum of Agreement with the City of Miami, concerning a United States Department of Homeland Security Office of Grants and Training Grant; through the State of Florida Division of Emergency Management Sub-Grant Agreement R0075;in the amount of$106,400.00; with no county match required. Please be sure to return a fully executed duplicate original once signed by the City of Miami. Should you have any questions please feel free to contact me at(305) 292-3550. cc: County Attorney Finance File KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING 500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road Key West,Rorida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070 305-294-4641 305-289-6027 305-852-7145 305-852-7145 v v v v of ARTHUR NORIEGA JOSEPH F.ZAHRALBAN City Manager Fire Chief yk {YR � rr r� a September 14, 2020 Shannon Davis-Weiner, Director Monroe County Emergency Management 490 63,d St. Ocean Suite 150 Marathon, FL 33050 Re: Monroe County Award Letter— UASI 2019 GY Dear Ms. Davis-Weiner This letter serves as official notification that Monroe County has been awarded funding for the following projects: Grant Year Line Item Project Allocation 2019 2019-22E APX6000 700/800 Portable Radios $53,200.00 Incident Command System Training/ 2019 2019-01Q $53,200.00 Position Specifics Training Please refer to the Funding Year of 2019 Miami UASI MOA (Agreement # R0075) between the City of Miami and Monroe County for more information and stipulations. The period of performance for the UASI 2019 projects expire June 30, 2021, and the reimbursement packages are to be submitted no later than July 15, 2021. Project timelines and benchmarks shall be clearly communicated to the administrating agency (City of Miami) upon request. Failure to comply with timelines and benchmarks will result in the de-obligation of funds for these projects. If you have any questions, please do not hesitate to contact UASI Program Manager, Andrea Becraft at (305) 416-5454 or via email at abecraftA_miami�ov.com. Sincerely, for Robert Hevia, DNP BA Assistant Fire Chief Emergency Manager/UASI Administrator Division of Emergency Management Department of Fire-Rescue RH/ab DEPARTMENT OF FIRE-RESCUE/Division of Emergency Management 444 S.W.2"d Avenue 10"Floor /Miami,FL 33130/(305)416-5439 MEMORANDUM OF AGREEMENT URBAN AREA SECURITY INITIATIVE FY 2019 "Monroe County" Agreement Number: R0075 FAIN Number: EMW-2019-SS-00049 CFDA#: 97.067 This Agreement is entered into this 11 day of September 2020, by and between the City of Miami,a municipal corporation of the State of Florida, (the"Sponsoring Agency")and the Monroe County, (the"Participating Agency"). RECITALS WHEREAS, the U.S. Department of Homeland Security (USDHS) is providing financial assistance to the Miami urban area in the amount$6,650,000 dollars through the Urban Area Security Initiative(UASI) Grant Program 2019; and WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program 2019; and WHEREAS, as the USDHS requires that the urban areas selected for funding take a regional metropolitan area approach to the development and implementation of the UASI Grant Program 2019 and involve core cities, core counties, contiguous jurisdictions, mutual aid partners, and State agencies; and WHEREAS, the 2019 Urban Area has been defined Miami and Ft. Lauderdale collectively and anticipates sub-granting a portion of the UASI funds in accordance with the grant requirements; and WHEREAS, the City Commission, by Resolution No. R-19-0509, adopted on December 12. 2019, has authorized the City Manager to enter into this Agreement with each participating agency on behalf of the City of Miami; and WHEREAS, the Sponsoring Agency wishes to work with the participating agencies through the Urban Area Working Group process to enhance Miami and its surrounding jurisdictions ability to respond to a terrorist threat or act. NOW THEREFORE, in consideration of the foregoing, the parties hereto agree as follow- 1 L PURPOSE A. This Agreement delineates responsibilities of the Sponsoring Agency and the Participating Agencies for activities under the UASI Grant Program 2019 which was made available by the U.S. Department of Homeland Security and the State of Florida Division of Emergency Management(FDEM). B. This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring Agency. II. SCOPE A. The provisions of this Agreement apply to UASI Grant Program 2019 activities to be performed at the request of the federal government, provided at the option of the Sponsoring Agency, and in conjunction with, preparation for, or in anticipation of, a major disaster or emergency related to terrorism and or weapons of mass destruction. B. No provision in this Agreement limits the activities of the Urban Area Working Group or its Sponsoring Agency in performing local and state functions. Ill. DEFINITIONS A. Critical Infrastructure: Any system or asset that if attacked would result in catastrophic loss of life and/or catastrophic economic loss management of resources (including systems for classifying types of resources); qualifications and certification; and the collection, tracking, and reporting of incident information and incident resources. B. Core County: The County within which the core city is geographically located. The core city is the City of Miami. C. UASI Grant Program 2019: The UASI Grant Program 2019 reflects the intent of Congress and the Administration to enhance and quantify the preparedness of the nation to combat terrorism and continues to address the unique equipment, training, planning,organization and exercise needs of large high threat urban areas, and program activities must involve coordination by the identified core city, core county/counties, and the respective State Administrative Agency. Funding for the UASI Grant Program 2019 was appropriated by U.S. Congress and is authorized by Public Law 108-11, the Emergency Wartime Supplemental Appropriations Act, 2003. The funding will provide assistance to build an enhanced and sustainable capacity to plan, prevent, protect, mitigate, respond to, and recover from threats or acts of terrorism for the selected urban areas. D. National Incident Management System (NIMS): This system will provide a consistent nationwide approach for federal, state, and local governments to work effectively and efficiently together to prepare for, respond to, and recover from domestic incidents, regardless of cause, size, or complexity. To 2 provide for interoperability and compatibility among Federal, State, and local capabilities, the NIMS will include a core set of concepts, principles, terminology, and technologies covering the incident command system; multi-agency coordination systems; unified command and training. E. Urban Area Working Group (UAWG): The State Administrating Agency Point of Contact (SAA POC) must work through the Mayor/CEOs from all other jurisdictions within the defined urban area to identify POCs from these jurisdictions to serve on the Urban Area Working Group. The Urban Area Working Group will be responsible for coordinating development and implementation of all program elements, including the urban area assessment, strategy development, and any direct services that are delivered by the grant. F. Urban Area: An urban area is limited to inclusion of jurisdictions contiguous to the core city and county{counties, or with which the core city or county/counties have established formal mutual aid agreements. IV. SPONSORING AGENCY SHALL BE RESPONSIBLE FOR: A. Providing an administrative department, which shall be the City of Miami Fire-Rescue Department, authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency. B. Coordinating with named counties and cities,with the respective State Administrative Agency, and with the FDEM and USDHS. C. Conducting a comprehensive Urban Area Assessment, which will in turn guide the development of an Urban Area Stakeholder Preparedness Review. D. Ensuring the participation of the following critical players in the assessment and strategy development process: law enforcement, emergency medical services, emergency management, the fire service, hazardous materials, public works, governmental administrative, public safety communications, healthcare and public health. E. Developing a comprehensive Urban Area Stakeholder Preparedness Review and submit to the SAA POC. F. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit#1". G. Ensuring satisfactory progress toward the goals or objectives stipulated in "Exhibit#1". H. Following grant agreement requirements and/or special conditions as stipulated in "Exhibit#1". 3 I. Submitting required reports. V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR: A. Providing an administrative department, which shall be the main liaison and partner with the City of Miami Fire-Rescue Department, authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency. B. Participating Agencies and any sub-grantees must abide by the grant requirements including budget authorizations, required accounting and reporting expenditures, proper use of funds, and tracking of assets as stipulated in "Exhibit#1". C. Submitting quarterly reports to the City of Miami detailing the progress of projects to include direct purchases of equipment or services as stipulated in "Exhibit#1". D. Complying with all UASI Grant Program 2019 requirements as stipulated in "Exhibit#V. E. Participating as a member of the Urban Area Working Group to include coordinating with and assisting the City of Miami in conducting a comprehensive Urban Area Assessment, which in turn will guide development of an Urban Area Stakeholder Preparedness Review. F. Ensuring the participation of the following critical players in the assessment and Stakeholder Preparedness Review development process: law enforcement, emergency medical services, emergency management, the fire service, hazardous materials, public works, governmental administrative, public safety communications, healthcare and public health. G. Assisting the sponsoring agency in development of a comprehensive Urban Area assessment and Stakeholder Preparedness Review. H. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit#1". I. Ensuring satisfactory progress toward the goals or objectives as stipulated in ''Exhibit#1". J. Submitting required reports as prescribed by the Sponsoring Agency as stipulated in "Exhibit#1". K. Maintaining an equipment inventory of UASI purchased items. L. Ensure that equipment obtained from the UASI Grant Program 2019, as identified in "Exhibit #2", is readily available for use by personnel trained to use such equipment for actual emergencies, special 4 events or exercises. Also, ensure that such equipment is readily available for onsite monitoring by DHS, FDEM, and the Sponsoring Agency. If the Participating Agency is incapable of staffing the equipment, such equipment shall be made available to another Participating Agency for use during any actual emergencies, special events or exercises. Failure to ensure equipment availability may result in loss of funding and/or equipment to the Participating Agency. M. All equipment obtained from the UASI Grant Program 2019, as identified in "Exhibit 2", is the sole responsibility of the receiving agency. This includes, where applicable, maintenance, replacement, training on equipment, and insuring of equipment and personnel, and compliance with intra-agency auditing requirements. VI. THE SPONSORING AGENCY AND THE PARTICIPATING AGENCY AGREE: A. That funding acquired and identified for the Urban Area Security Initiative will be administered solely by the Sponsoring Agency. B. The Participating Agencies will provide financial and performance reports to the sponsoring agency in a timely fashion. The Sponsoring Agency will prepare consolidated reports for submission to the State of Florida as stipulated in "Exhibit V- C. The Sponsoring Agency is not responsible for personnel salaries, benefits, workers compensation or time related issues of the Participating Agency personnel. D. The Sponsoring Agency and Participating Agency are subdivisions as defined in Section 768.28, Florida Statutes, and each party agrees to be fully responsible for the respective acts and omissions of its agents or employees to the extent permitted by law. Nothing herein is intended to serve as a waiver of sovereign immunity by any party to which sovereign immunity may be applicable. Nothing herein shall be construed as consent by a municipality, state agency or subdivision of the State of Florida to be sued by third parties in any manner arising out of this Agreement or any other contract. E. This is a reimbursement grant that requires the Participating Agencies to purchase, receive, and pay invoices in full for equipment, services, and allowable personnel costs PRIOR to submitting the same for reimbursement to the Sponsoring Agency. VII. FINANCIAL AGREEMENTS A. Financial and Compliance Audit Report: Recipients that expend $750,000 or more of Federal funds during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the U.S. General Accounting Office Government Auditing Standards and 2 CFR 200. B. The Secretary of Homeland Security and the Comptroller General of the United States shall have access to any books, documents, and records of recipients of UASI Grant Program 2019 assistance for audit and examination purposes, provided that, in the opinion of the Secretary of Homeland Security or the Comptroller General, these documents are related to the receipt or use of such assistance. The grantee will also 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. C. Financial Status Reports are due within 14 days after the end of each calendar quarter. A report must be submitted for every quarter that the award is active, including partial calendar quarters, as well as for periods where no grant activity occurs as stipulated in "Exhibit 1". D. Submit progress reports to describe progress to date in implementing the grant and its impact on homeland security in the state. E. All financial commitments herein are made subject to the availability of funds and the continued mutual agreements of the parties as identified in "Exhibit 2 Vlll. CONDITIONS,AMENDMENTS,AND TERMINATION A. The Participating Agency will not illegally discriminate against any employee or applicant for employment on the grounds of race, color, religion, sex, age, or national origin in fulfilling any and all obligations under this Agreement. B. Any provision of this Agreement later found to be in conflict with Federal law or regulation, or invalidated by a court of competent jurisdiction, shall be considered inoperable and/or superseded by that law or regulation. Any provision found inoperable is severable from this Agreement, and the remainder of the Agreement shall remain in full force and effect. C. This Agreement may be terminated by either party on thirty (30) days written notice to the other party at the address furnished by the parties to one another to receive notices under this agreement or if no address is specified, to the address of the parties' signatory executing this contract. D. This Agreement shall be considered the full and complete agreement between the undersigned parties, and shall supersede any prior Memorandum of Agreement among the parties, written or oral, except for any executory obligations that have not been fulfilled. 6 E. This Agreement will end on June 30, 2021, unless otherwise extended, by a written amendment duly approved and executed prior to June 30, 2021, unless otherwise extended, at which time the parties may agree to renew the association. Renewal will be based on evaluation of the Sponsoring Agency's ability to conform to procedures, training and equipment standards as prescribed by the grant. IX. MISCELLANEOUS OVERALL Counterparts; Electronic Sicinatures. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. Facsimile, .pdf and other electronic signatures to this Agreement shall have the same effect as original signatures. SPONSORING AGENCY THE CITY OF M€AMI, a municipal Corporation of the State of Florida ATTEST: r r BY: __, BY: ; Todd B. Hannon Arthur Noriega City Clerk City Manager APPROVED AS TO FORM AND APPROVED AS TO INSURANCE CORRECTNESS: REQUIREMENTS: BY: U��%2a�C��L ,L `� /�f8 BY: Victoria Mendez Ann-Marie Sharpe, Director City Attorney Department of Risk Management (20-1867-GKW) 7 PARTICIPATING AGENCY "ysub-recipientt" TTEST: KEVIN MADOK,CLERK BOARD OF COUNTY COMMISSIONERS r `R, \' OF MONROE COUNTY, FLORIDA e r It �� ea bel54-s BY Name Pamela Hancock NAME. Heather Carruthers Title: As Deputy Clerk TITLE. Mayor c OE O S` Q N FID#. 59-6000749 PEDR- J. MER AS "O T NEY DUNS: 073876757 Date / go APPROVED AS TO FORM AND o t CORRECTNESS. z _, m LT.; p; v -c > o co C Participating Agency Attorney 8 STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT Ron DeSantis Jared Moskowitz Governor Director March 18, 2020 Robert Hevia City of Miami 444 SW 2nd Avenue, 1 Oth Floor Miami, Florida 32804 Certified Mail-Return Receipt Requested RE: FY19 UASI City of Miami Agreement Number R0075 Dear Chief Hevia: Enclosed is the fully executed agreement between City of Miami and the Florida Division of Emergency Management, executed on March 12, 2020. Under Section (3) (c), Contact, of this agreement you have been identified as the recipient's representative responsible for the administration of this agreement. It is your responsibility to thoroughly read, understand and oversee the compliance of all the conditions within this agreement. If you have any questions about this agreement, please contact Kizzy K. Caban at 850-815-4348 or email kizzy.caban@em.myflorida.com. in r ly, Linda McWhorter Preparedness Bureau Chief LM/kc Enclosures D I V I S 1 0 N H E A D Q U A R T E R S Tel: 850-413-9969 - Fax: 850-488-1016 STATE LOGISTICS RESPONSE CENTER 2555 Shurnard Oak Boulevard www.FloridaDisaster.orq 2702 Directors Row Tallahassee, FL 32399-2100 Orlando, FL 32809-5631 Contract Number., R0075 FEDERALLY-FUNDED SUBAWARD AND GRANT AGREEMENT 2 C.F.R. §200,92 states that a"subaward may be provided through any form of legal agreement,including on agreement that the pass-through entity considers a contract" As defined by 2 C,F,R,§200,74, 'pass-through entity"means"a non-Federal entity that provides a subaward to a Sub-Recipient to carry out part of a Federal program.' . As defined by C.F.R. §200.93, 'Sub-Reclplent'means'a non-Federal entity that receives a subaward from a pass-through entity to carry out part of a Federal program," As defined by 2 C.F.R.§200,38, "Federal award'means"Federal financial assistance that a non-Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity." As defined by 2 C.F.R.§200.92,"subaward"means"an award provided by apass-through entity to a Sub- Recipient for the Sub-Recipient to carry out part of a Federal award received by the pass-through entity," The following Information Is provided pursuant to 2 C.F.R.§200.331(a)(1): Sub-Recipient's namw Cl!y of Miami Fire ResgLie Sub-Recipient's unique entity identifier: 01 Federal Award Identification Number(FAIN). EM-201 9-55-00049. Federal Award Date, 89PWMWL11ZQ19_ Subaward Period of Performance Start and End Date: AU/2019z:.�111220�21_ Amount of Federal Funds Obligated by this Agreement: MMOMOM Total Amount of Federal Funds Obligated to the Sub-Recipient by the pass-through entity to include this Agreement: Total Amount of the Federal Award committed to the Sub-Recipient by the pass-through entity: $6m0,000.00_.. Federal award project description (see FFATA): See Aqicle 1,69LOement Articles: Name of Federal awarding agency: Dell Name of pm-through entity: FL.Division-gL9mergency Management Contact information for the pass-through erifty, 2555 ghumAllf Oak Boulevard Tallahassee Florida 32311 Catalog of Federal Domestic Assistance(CFDA)Number and Name: 97.067 F12meland Segu!j!y Whether the award is RM Pjogram NQ_[NIA1 Indirect cost rate for th a Federal award: 29.26 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.QJJXQf M.1ami Eire Reggg , (hereinafter referred to as the"Sub-Recipient"). For the purposes of this Agreement, the Division serves as the pass-through entity for a Federal award, and the Sub-Recipient serves as the recipient of a subaward. THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: A. The Sub-Recipient represents that it is fully qualified and eligible to receive these grant funds to provide the services identified herein; B. The State of Florida received these.grant funds from the Federal government,and the Division has the authority to subgrant these funds to the Sub-Recipient upon the terms and conditions outlined below; and, C. The Division has statutory authority to disburse the funds under this Agreement. THEREFORE,the Division and the Sub-Recipient agree to the following: (1) 82PLI96IIQN QE 9ME LA. IQ MIS&2REEMEH! 2 C.F.R. §200.302 provides: "Each state must expend and account for the Federal award in accordance with state laws and procedures for expending and accounting for the state's own funds," Therefore, section 215,971, Florida Statutes, entitled"Agreements funded with federal or state assistance", applies to this Agreement. (2) LAWS, SULU, SEQ2UL61IONS 6ND PQLIQIES a, The Sub-Recipient's performance under this Agreement is subject to 2 C.F.R. Part 200, entitled "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards." b. As required by Section 215.971(1), Florida Statutes, this Agreement includes: 1. A provision specifying a scope of work that clearly establishes the tasks that the Sub-Recipient is required to perform. ii. A provision dividing the agreement into quantifiable units of deliverables that must be received and accepted in writing by the Division before payment. Each deliverable must be directly related to the scope of work and specify the required minimum level of service to be performed and the criteria for evaluating the successful completion of each deliverable. iii. A provision specifying the financial consequences that apply if the Sub- Recipient fails to perform the minimum level of service required by the agreement. iv. A provision specifying that the Sub-Recipient may expend funds only for allowable costs resulting from obligations incurred during the specified agreement period, V. A provision specifying that any balance of unobligated funds which has been advanced or paid must be refunded to the Division. vi. A provision specifying that any funds paid in excess of the amount to which the Sub-Recipient is entitled under the terms and conditions of the agreement must be refunded to the Division. c. In addition to the foregoing,the Sub-Recipient and the Division shall be governed by all applicable State and Federal laws, rules and regulations, including those identified in Attachment D. 2 Any express reference in this Agreement to a particular statute, rule, or regulation in no way implies that no other statute, rule, or regulation applies. (3) CONTACT a. In accordance with section 215.971(2), Florida Statutes, the Division's Grant Manager shall be responsible for enforcing performance of this Agreement's terms and conditions and shall serve as the Division's liaison with the Sub-Recipient. As part of his/her duties, the Grant Manager for the Division shall: i. Monitor and document Sub-Recipient performance; and, ii. Review and document all deliverables for which the Sub-Recipient requests payment. b. The Division's Grant Manager for this Agreement is: Kizzy K. Caban 2555 Shumard Oak Boulevard Tallahassee, Florida 32399 Telephone: (850)815-4348 Email: Kizzy.CabanP_em.myfIorida.com c. The name and address of the Representative of the Sub-Recipient responsible for the administration of this Agreement is: Chief Robert Hevia 444 SW 2nd Avenue, 10th Floor Miami Florida 33130 Telephone: (305)_569-5402 Fax: 305 569-4070 Email: RobHeyia[c�miami.gov d. In the event that different representatives or addresses are designated by either party after execution of this Agreement, notice of the name, title and address of the new representative will be provided to the other party. 3 (4) TERMS ANIL)CONDITIONS This Agreement contains all the terms and conditions agreed upon by the parties, (5) EXECV[ION This Agreement may be executed in any number of counterparts, any one of which may be taken as an original. (6) MODIFICATION Either party may request modification of the provisions of this Agreement. Changes which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to the original of this Agreement. (7) SOM OF WQRK, The Sub-Recipient shall perform the work in accordance with the Budget and Scope of Work,Attachments A and B of this Agreement, (8) PERIOD OF AGREEMENT. This Agreement shall begin on September 1, 2019 and end on December 31, 2021 unless terminated earlier in accordance with the provisions of Paragraph(17) of this Agreement. Consistent with the definition of"period of performance" contained in 2 C.F.R. §200,77,the term "period of agreement' refers to the time during which the Sub-Recipient'may incur new obligations to carry out the work authorized under"this Agreement. In accordance with 2 C.F.R. §200.309,the Sub-Recipient may receive reimbursement under this Agreement only for"allowable costs incurred during the period of performance." In accordance with section 215.971(1)(d), Florida Statutes,the Sub-Recipient may expend funds authorized by this Agreement"only for allowable costs resulting from obligations incurred during"the period of agreement. (9) EUUD-1-U. a. This is a cost-reimbursement Agreement, subject to the availability of funds. b. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with either Chapter 216, Florida Statutes, or the Florida Constitution, c. The Division will reimburse the Sub-Recipient pi Ul for allowable costs incurred by the Sub-Recipient in the successful compleflon of each deliverable. The maximum reimbursement amount for each deliverable is outlined in Attachment and B of this Agreement("Budget and Scope of Work"). The maximum reimbursement amount for the entirety of this Agreement is$6,65Q,OQO.99. d. As required by 2 C.F.R. §200,41 5(a), any request for payment under this Agreement must include a certification, sioned by an official.who is authorized to le all Jud the S -ReclRient,which u reads as follows: "By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any 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. (US, Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)." 4 e. The Division will review any request for reimbursement by comparing the documentation provided by the Sub-Recipient against a performance measure, outlined in Attachment B, that clearly delineates, i. The required minimum acceptable level of service to be performed; and, li. The criteria for evaluating the successful completion of each deliverable. f. The performance measure required by section 215,971(1)(b), Florida Statutes, remains consistent with the requirement for a'performance goal', which is defined in 2 C.F.R. §200,76 as (Ja target level of performance expressed as a tangible, measurable objective, against which actual achievement can be compared.' It also remains consistent with the requirement,.contained in 2 C.F.R. §200.301,that the Division and the Sub-Recipient'relate financial data to performance accomplishments of the Federal award." 9, If authorized by the Federal Awarding Agency,then the Division will reimburse the Sub-Recipient for overtime expenses in accordance with 2 C.F.R. §200.430("Compensation—personal services')and 2 C,F,R, §200.431 ("Compensation—fringe benefits"). If the Sub-Recipient seeks reimbursement for overtime expenses for periods when no work is performed due to vacation, holiday, illness, failure of the employer to provide sufficient work, or other similar cause(see 29 U.S.C. §207(e)(2)), then the Division will treat the expense as a fringe benefit. 2 C.F.R.§200,431(a)defines fringe benefits as "allowances and services provided by employers to their employees as compensation in addition to regular salaries and wages," Fringe benefits are allowable under this Agreement as long as the benefits are reasonable and are required by law, Sub-Recipient-employee agreement, or an established policy of the Sub-Recipient. 2 G.F.R. §200,431(b) provides that the cost of fringe benefits in the form of regular compensation paid to employees during periods of authorized absences from the job,such as for annual leave, family-related leave, sick leave, holidays, court leave, military leave, administrative leave, and other similar benefits, are allowable if all of the following criteria are met: L They are provided under established written leave policies; ii, The costs are.equitably allocated to all related activities, including Federal awards, and, W, The accounting basis (cash or accrual) selected for costing each type of leave is consistently followed by the non-Federal entity or specified grouping of employees. h. If authorized by the Federal Awarding Agency, then the Division will reimburse the Sub-Recipient for travel expenses in accordance with 2 C.F,R. §200,474. As required by the Reference Guide for State Expenditures, reimbursement for travel must be in accordance with section 112.061, Florida Statutes, which includes submission of the claim on the approved state travel voucher. If the Sub- Recipient seeks reimbursement for travel costs that exceed the amounts stated in section 11 2,061(6)(b), Florida Statutes($6 for breakfast, $11 for lunch, and$19 for dinner),then the Sub-Recipient must provide documentation that, L The costs are reasonable and do not exceed charges normally allowed by the Sub-Recipient in its regular operations as a result of the Sub-Recipient's written travel policy, and, ii, Participation of the individual in the travel is necessary to the Federal award. i. The Division's grant manager, as required by section 216,971(2)(0), Florida Statutes, shall reconcile and verify all funds received against all funds expended during the grant agreement period 5 and produce a final reconciliation report. The final report must identify any funds paid in excess of the expenditures incurred by the Sub-Recipient. j. As defined by 2 C.F,R. §200.53, the term "improper payment" means or includes: 1. Any payment that should not have been made or that was made in an incorrect amount(including overpayments and underpayments) under statutory, contractual, administrative,or other legally applicable requirements; and, il, Any payment to an ineligible party, any payment for an ineligible good or service, any duplicate payment, any payment for a good or service not received (except for such payments where authorized by law), any payment that does not account for credit for applicable discounts, and any payment where insufficient or lack of documentation prevents a reviewer from discerning whether a payment was proper. (10)RECORD a. As required by 2 C.F.R. §200,336, the Federal awarding agency, Inspectors General, the Comptroller General of the united States, and the Division,or any of their authorized representatives, shall enjoy the right of access to any documents, papers, or other records of the Sub-Recipient which are pertinent to the Federal award, in order to make audits,examinations, excerpts, and transcripts. The right of access also includes timely and reasonable access to the Sub-Recipient's personnel for the purpose of interview and discussion related to such documents, Finally, the right of access is not limited to the required retention period but lasts as long as the records are retained, b, As required by 2 C.F.R. §200,331(a)(5), the Division, the Chief Inspector General of the State of Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the right of access to any documents, financial statements, papers, or other records of the Sub-Recipient which are pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts. The right of access also includes timely and reasonable access to the Sub-Recipient's personnel for the purpose of interview and discussion related to such documents. c. As required by Florida Department of State's record retention requirements(Chapter 119, Florida Statutes)and by 2 C.F.R. §200.333,the Sub-Recipient shall retain sufficient records to show its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or consultants paid from funds under this Agreement,for a period of five(5) years from the date of submission of the final expenditure report. The following are the only exceptions to the five(5)year requirement: 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. ii. When the Division or the Sub-Recipient is notified in writing by the Federal awarding agency, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect costs, or pass-through entity to extend the retention period. iii. Records for real property and equipment acquired with.Federal funds must be retained for 5 years after final disposition. iv. When records are transferred to or maintained by the Federal awarding agency or pass-through entity,the 5-year retention requirement is not applicable to the Sub-Recipient. 6 V. Records for program Income transactions after the period of performance. In some cases, recipients must report program income after the period of performance. Where there Is such a requirement,the retention period for the records pertaining to the earning of the program income starts from the end of the non-Federal entity's fiscal year in which the program income Is earned, vi, Indirect cost rate proposals and cost allocations plans. This paragraph applies to the following types of documents and their supporting records: indirect cost rate computations or proposals, cost allocation plans, and any similar accounting computations of the rate at which a particular group of costs is chargeable(such as computer usage chargeback rates or composite fringe benefit rates), d. In accordance with 2 C.FR, §200.334,the Federal awarding agency.must request transfer of certain records to its custody from the Division or the Sub-Recipient when it determines that the records possess long-term retention value, e. In accordance with 2 C-F.R� §200,336, the Division must always provide or accept paper versions of Agreement information to and from the Sub-Recipient upon request. If paper copies are submitted,then the Division must not require more than an original and two copies, When original records are electronic and cannot be altered, there is no need to create and retain paper copies. When original records are paper, electronic versions may be substituted through the use of duplication or other forms of electronic media provided that they are subject to periodic quality control reviews, provide reasonable safeguards against alteration, and remain readable. f. As required by 2 C.F.R. §200.303, the Sub-Recipient shall take reasonable measures to safeguard protected personally Identifiable information and other information the Federal awarding agency or the Division designates as sensitive or the Sub-Recipient considers sensitive consistent with applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality. g. Florida's Government in the Sunshine Law(Section 286.011, Florida Statutes) provides the citizens of Florida with a right of access to governmental proceedings and mandates three, basic requirements: (1)meetings of public boards or commissions must be open to the public; (2) reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and promptly recorded. The 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 purchased with public funds, then the Government In the Sunshine Law applies to board of directors for that volunteer fire department. Thus,to the extent that the Government in the Sunshine Law applies to the Sub-Recipient based upon the funds provided under this Agreement, the meetings of the Sub-Recipient's governing board or the meetings of any subcommittee making recommendations to the governing board may be subject to open government requirements. These meetings shall be publicly noticed, open to the public, and the minutes of all the meetings shall be public records, available to the public In accordance with Chapter 119, Florida Statutes. 7 h, Florida's Public Records Law provides a right of access to the records of the state and local governments as well as to private entities acting on their behalf. Unless specifically exempted from disclosure by the Legislature, all materials made or received by a governmental agency(or a private entity acting on behalf of such an agency) in conjunction with official business which are used to perpetuate, communicate, or formalize knowledge qualify as public records subject to public Inspection. The mere receipt of public funds by a private entity, standing alone, is'insufficient to bring that entity Within the ambit of the public record requirements. However, when a public entity delegates a public function to a private entity,the records generated by the private entity's performance of that duty become public records. Thus, the nature and scope of the services provided by a private entity determine whether that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's Public Records Law. i. The Sub-Recipient shall maintain all records for the Sub-Recipient and for all subcontractors or consultants to be paid from funds provided under this Agreement, including documentation of all program costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget and Scope of Work-Attachment A and B-and all other applicable laws and regulations. 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) 815-4166, Records @em.myflorida.com, or 2666 Shumard Oak Boulevard, Tallahassee, FL 32399, (11)AMLTS a. The Sub-Recipient shall comply with the audit requirements contained in 2 C.F.R. Part 200, Subpart F. b. In accounting for the receipt and expenditure of funds under this Agreement, the Sub- Recipient shall follow Generally Accepted Accounting Principles ("GAAP"). As defined by 2 C�F.R. §200.49, GAAP"has the meaning specified In accounting standards issued by the Govern ment-Accounting Standards Board (GAS13)and the Financial Accounting Standards.Board (FASB),o c. When conducting an audit of the Sub-Recipient's performance under this Agreement, the Division shall use Generally Accepted Government Auditing Standards ("GALAS"). As defined by 2 C.F.R.§200,60, GALAS, "also known as the Yellow Book,means generally accepted government auditing standards issued by the Comptroller General of the United States,which are applicable to financial audits." d, if an audit shows that all or any portion of the funds disbursed were not spent in accordance with the conditions of this Agreement, the Sub-Recipient shall be held liable for reimbursement to the Division of all funds not spent in accordance with these applicable regulations and Agreement provisions within thirty days after the Division has notified the Sub-Recipient of such non-compliance. e. The Sub-Recipient shall have all audits completed by an independent auditor,which is defined in section 215.97(2)(i), Florida Statutes, as "an independent certified public accountant licensed under chapter 473." The Independent auditor shall state that the audit complied with the applicable 8 provisions noted above. The audit must.be received by the division no later than nine months from the end of the Sub-Recipient's fiscal year. f. The Sub-Recipient shell send copies of reporting packages for audits conducted in accordance with 2 C,F.R. Part 200,by or on behalf of the Sub-Recipient, to the Division at the following address: DEMSingle_Audit@em.myflorida.com OR Office of the inspector General 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 g. The Sub-Recipient shall send the Single Audit reporting package and Form SF-SAC to the Federal Audit Clearinghouse by submission online at: http://harvester.cens us.gov/fac/collect/ddeindex,htm l h. The Sub-Recipient shall send any management letter issued by the auditor to the Division at the following address:. DEMSingle—Audlt@em,myflorida.com 93 Office of the Inspector General 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 (12)REPORTS a. Consistent with 2 C.F:R, §200,328, the Sub-Recipient shall provide the Division with quarterly reports and a close-out report. These reports shall include the current status and progress by the Sub-Recipient and all subcontractors in completing the work described in the Scope of Work and the expenditure of funds under this Agreement, in addition to any other information requested by the Division. b. Quarterly reports are due to the Division no later than 30 days after the end of each quarter of the program year and shall be sent each quarter until submission of the administrative close-out report. The ending dates for each quarter of the program year are March 31, ,June 30, September 30 and December 31. c. The close-out report is due 60 days after termination of this Agreement or 30 days after completion of the activities contained in this Agreement,whichever first occurs. d. If all required reports and copies are not.sent to the Division or are not completed in a manner acceptable to the Division, then the Division may withhold further payments until they are completed or may take other action as stated in Paragraph (16) REMEDIES. "Acceptable to the Division" means that the work product was completed in accordance with the Budget.and Scope of Work. e. The Sub-Recipient shall provide additional program updates or information that may be required by the Division. f. The Sub-recipient shall provide additional reports and information identified in Attachment B. 9 (13)MONITORING. a. The Sub-Recipient shall monitor its performance under this Agreement, as well as that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished within the specified time periods, and other performance goals are being achieved. A review shall be done for each function or activity in Attachment 8 to this Agreement and reported in the quarterly report. b. In addition to reviews of audits, monitoring procedures may include, but not be limited to, On-site visits by Division staff, limited scope audits, and/or other procedures, The Sub-Recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division. In the event that the Division determines that a limited scope audit of the Sub-Recipient is appropriate, the Sub-Recipient agrees to comply with any additional instructions provided by the Division to the Sub-Recipient regarding such audit. The Sub-Recipient further agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or Auditor General, In addition,the Division will monitor the performance and financial management by the Sub-Recipient throughout the contract term to ensure timely completion of all tasks. (14)LI6 I ITY a. Unless Sub-Recipient is a State agency or subdivision, as defined in section 768,28(2), Florida.Statutes, the Sub-Recipient is solely responsible to parties it deals with in carrying out the terms of this Agreement,as authorized by section 768.28(19), Florida Statutes, Sub-Recipient shall hold the Division harmless against all claims of whatever nature by third parties arising from the work performance under this Agreement. For purposes of this Agreement, Sub-Recipient agrees that it is not an employee or agent of the Division but is an independent contractor. b. As required by section 768.28(19); Florida Statutes, any Sub-Recipient which is a state agency or subdivision, as defined in section 768.28(2), Florida Statutes,agrees to be fully responsible for its negligent or tortious acts or omissions which result in claims or suits against the Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the extent set forth in Section 768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of sovereign immunity by any Sub-Recipient to which sovereign immunity applies, Nothing.herein shall be construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of any contract. (15)DF_ I"AULT, If any of the following events occur("Events of Default"), all obligations on the part of the Division to make further payment of funds shall terminate and the Division has the option to exercise any of its remedies set forth in Paragraph(16); however, the Division may make payments or partial payments after any Events of Default without waiving the right to exercise such remedies, and without becoming liable to make any further payment€f* a. Any warranty or representation made by the Sub-Recipient in this Agreement or any previous agreement with the Division is or becomes false or misleading in any respect, or if the Sub- Recipient falls to keep or perform any of the obligations, terms or covenants in this Agreement or any 10 previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its obligations under this Agreement; b. Material adverse changes occur in the financial condition of the Sub-Recipient at any time during the term of this Agreement, and the Sub-Recipient fails to cure this adverse change within thirty days from the date written notice is sent by the Division; c. Any reports required by this Agreement have not been submitted to the Division or have been submitted with incorrect, incomplete or insufficient Information; or, d. The Sub-Recipient has failed to perform and complete on time any of its obligations under this Agreement. 0 62EMED-1 U. If an Event of Default occurs, then the Division shaft, after thirty calendar days written notice to the Sub-Recipient and upon the Sub-Recipient's failure to cure within those thirty days, exercise any one or more of the following remedies, either concurrently or consecutively: a. Terminate this Agreement, provided that the Sub-Recipient Is given at least thirty days prior written notice of the termination. The notice shall be effective when placed in the United States, first class mail, postage prepaid, by registered or certified mail-return receipt requested,to the address in paragraph(3) herein; b. Begin an appropriate legal or equitable action to enforce performance of this Agreement.; c. Withhold or suspend payment of all or any part of a request for payment;. d. Require that the Sub-Recipient refund to the Division any monies used for ineligible purposes under the laws, rules and regulations governing the use of these funds. e, Exercise any corrective or remedial actions, to include but not be limited to, 1. Request additional information from the Sub-Recipient to determine the reasons for or the extent of non-compliance or lack of performance, iL Issue a written warning to advise that more serious measures may be taken if the situation is not corrected, lil. Advise the Sub-Recipient to suspend,discontinue or refrain from incurring costs for any activities in question or iv. Require the Sub-Recipient to reimburse the Division for the amount of costs incurred for any items determined to be ineligible; f. Exercise any other rights or remedies which maybe available under law. Pursuing any of the above remedies will not stop the Division from pursuing any other remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in this Agreement or 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. (17)JEEMINEQN. a. The Division may terminate this Agreement for cause after thirty days written notice. Cause can include misuse of funds,fraud, lack of compliance with applicable rules, laws and regulations, I I failure to perform on time, and refusal by the Sub-Recipient to permit public access to any document, paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as amended. b. The Division may terminate this Agreement for convenience or when It determines, in its sole discretion, that continuing the Agreement would not produce beneficial results in line with the further expenditure of funds, by providing the Sub-Recipient with thirty calendar days prior written notice. c. The parties may agree to terminate this Agreement for their mutual convenience through a written amendment of this Agreement. The amendment will state the effective date of the termination and the procedures for proper closeout of the Agreement. d. In the event that this Agreement is terminated,the Sub-Recipient Will not incur new obligations for the terminated portion of the Agreement after the Sub-Recipient has received the notification of termination. The Sub-Recipient will cancel as many outstanding obligations as possible. Costs incurred after receipt of the termination notice will be disallowed. The Sub-Recipient shall not be relieved of liability to the Division because of any breach of Agreement by the Sub-Recipient, The Division may, to the extent authorized by law, withhold payments to the Sub-Recipient for the purpose of set-off until the exact amount of damages due the Division from the Sub-Recipient Is determined. (18)eROCUREMENT a:. The Sub-Recipient shall ensure that any procurement involving funds authorized by the Agreement complies with all applicable federal and state lavers and regulations, to include 2 C.F.R. §§200.318 through 200.32E as well as Appendix 11 to 2 C.F.R. Part 200 (entitled "Contract Provisions for Non-Federal Entity Contracts under Federal Awards"), b. As required by 2 C.F.R. §200.318(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," c. As required by 2 C.F.R. §200,318(b),the Sub-Recipient shall"maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders." In order to demonstrate compliance with this requirement,the Sub- Recipient shall document, in its quarterly report to the Division, the progress of any and all subcontractors performing work under this Agreement. d. Except for procurements by micro-purchases pursuant to 2 C.F.R, §200.320(a)or procurements by small purchase procedures pursuant to 2 C.F.R. §200,320(b), if the Sub-Recipient chooses to subcontract any of the work required under this Agreement,then the Sub-Recipient shall forward to the Division a copy of any solicitation (whether competitive or non-Competitive)at least ten (10) 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. 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 11 to 2 C.F.R. Part 200. Consistent with 2 C.F.R. §200.318(k), the Division will not substitute its judgment for that of the Sub-Recipient. While the Sub-Recipient does not need the approval of the Division in order to publish a competitive solicitation., this review may allow the Division to identify deficiencies in the vendor requirements or in the commodity or service specifications, The Division's review and comments shall not constitute an approval of the 12 solicitation. Regardless of the Division's review, the Sub-Recipient remains bound by all applicable laws, regulations, and agreement terms. if during its review the Division identifies 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: i. Terminate this Agreement in accordance with the provisions outlined in paragraph(17)above,and, ii. Refuse to reimburse the Sub-Recipient for any costs associated with that solicitation. e. Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a) or procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b),.if the.Sub-Recipient chooses to subcontract any of the work required under this Agreement, then the Sub-Recipient shall forward to the Division a copy of any contemplated contract prior to contract execution. The Division shall review the unexecuted contract and provide comments, if any, to the Sub-Recipient within three(3) business days. Consistent with 2 C, .R. §200.324,the Division will review the unexecuted contract for compliance with the procurement standards outlined in 2 C,F.R. §§200.318 through 200,326 as well as Appendix 11 to 2 C.F.R. Part 200. Consistent with 2 C.F.R. §200.318(k), the Division will not substitute its judgment for that of the Sub-Recipient. While the Sub-Recipient does not need the approval of the Division in order to execute a subcontract,this review may allow the Division to identify deficiencies in the terms and conditions of the subcontract as well as deficiencies in the procurement process that led to the subcontract. The Division's review and comments shall not constitute an approval of the subcontract. Regardless of the Division's review,the Sub-Recipient remains bound by all applicable laws, regulations, and agreement terms. If during its review the Division identifies any deficiencies, then the Division shall communicate those deficiencies to the Sub-Recipient as quickly as possible within the seven (7)business day window outlined above, If the Sub-Recipient executes a subcontract after receiving a communication from the Division that the subcontract is non-compliant, then the Division may: i. Terminate this Agreement in accordance with the provisions outlined in paragraph (17)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(1)the subcontractor is bound by the terms of this Agreement, (ii)the subcontractor is bound by all applicable state and federal laws and regulations,and (ili)the subcontractor shall hold the Division and Sub-Recipient harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent allowed and required by law. effected g. As required by 2 C.F.R. §2M316(c)(1), the Sub-Recipient shall'maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award and administration of contracts." h. As required by 2 C.F.R. §200.319(a),the Sub-Recipient shall conduct any procurement under this agreement"in a manner providing full and open competition." Accordingly, the Sub-Recipient shall not: 13 1, place unreasonable requirements on firms in order for them to qualify to do bushes% 1 II. Require unnecessary experience or excessive bonding; iii. Use noncompetitive pricing practices between firms or between affiliated companies; iv. Execute noncompetitive contracts to consultants that are on retainer contracts; V. Authorize,condone, or ignore organizational conflicts of interest; vi. Specify only a brand name product without allowing vendors to offer an equivalent; vii. Specify a brand name product instead of describing the performance, specifications, or other relevant requirements that pertain to the commodity or service solicited by the procurement, V14. Engage in any arbitrary action during the procurement process; or, ix. Allow a vendor to bid on a contract if that bidder was involved with developing or drafting the specifications, requirements, statement of work, invitation to bid,or request for proposals. I. "[E]xcept in those cases where applicable Federal.statutes expressly mandate or encourage" otherwise,the Sub-Recipient, as required by 2 C.F.R. §200.319(b), shall not use a geographic preference when procuring commodities or services under this Agreement. j. The Sub-Recipient shall conduct any procurement involving invitations to bid (i.e. sealed bids).in accordance with 2 C.F.R. §200.320(c)as well as section 287.057(l)(8), Florida Statutes. k. The Sub-Recipient shall conduct any procurement involving requests for proposals (i.e. competitive proposals) in accordance with 2 C.KR. §200.320(d)as well as section 287.057(1)(b), Florida Statutes. I. For each subcontract,the Sub-Recipient shall provide a written statement to the Division as to whether that subcontractor is a minority business enterprise, as defined in Section 288.703, Florida Statutes. Additionally, the Sub-R.eciplent shall comply with the requirements of 2 C.F.R. §200.321 ("Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms"). (19)ATTACHMENTS a. All attachments to this Agreement are incorporated as if set out fully. b. In the event of any inconsistencies or conflict between the language of this Agreement and the attachments, the language of the attachments shall control, but only to the extent of the conflict or inconsistency. c. This Agreement has the following attachments: L Exhibit 1 -Funding Sources ii. Attachment A—program Budget M. Attachment B—Scope of Work iv. Attachment C—Deliverables and performance V. Attachment D—Program Statutes and Regulations vi. Attachment E—Justification of Advance payment 14 vii. Attachment F—Warranties and Representations viii. Attachment G—Certification Regarding Debarment ix. Attachment H—Statement of Assurances X Attachment I—Mandatory Contract Provisions xi, Attachment J—Monitoring Guidelines xii. Attachment K—EHP Guidelines xiii. Attachment L—Reimbursement Checklist (20)RAYMI NTS a. If the necessary funds are not available to fund this Agreement as a result of action by the United States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or under subparagraph (9)b. of this Agreement, all obligations on the part of the Division to make any further payment of funds shall terminate, and the Sub-Recipient shall submit its closeout report within thirty days of receiving notice from the Division. b, Invoices shall be submitted at least quarterly and shall include the supporting documentation for all costs of the project or services. The final invoice shall be submitted within thirty(30) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the submittal of quarterly invoices shall be submitted to the Division grant manager as part of the Sub- Recipient's quarterly reporting as referenced in Paragraph (12) of this Agreement. c. 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 requests for advance payments will be reviewed and considered on a case by case basis. All advances are required to be held in an interest-bearing account. If an advance payment is requested,the budget data on which the request is based, and a justification statement shall be included in this Agreement as Attachment E.- Attachment E will specify the 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 pall 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. (21)REPAYMENTS . a. All refunds or repayments due to the Division under this Agreement are to be made payable to the order of"Division of Emergency Management", and mailed directly to the following address: Division of Emergency Management Cashier 2555 Shumard Oak Boulevard Tallahassee FL 32399-2100 b, In accordance with Section 215,34(2), Florida Statutes, if a check or other draft is returned to the Division for collection, Sub-Recipient shall pay the Division a service fee of$16.00 or 8% of the face amount of the returned check or draft,whichever is greater. (22)MANDATED CONDITIONS a. The validity of this Agreement is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the Sub-Recipient in this Agreement, in any later submission or response to a Division request, or in any submission or response to fulfill the 15 requirements of this Agreement. All of said information, representations, and materials are incorporated by reference. The inaccuracy of the submissions or any material changes shall, at the option of the Division and with thirty days written notice to the Sub-Recipient, cause the termination of this Agreement and the release of the Division from all its obligations to the Sub-Recipient. b. This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision of this Agreement is In conflict with any applicable statute or rule, or is unenforceable, then the provision shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other provision of this Agreement, c. Any power of approval or disapproval granted to the Division under the terms of this Agreement shall survive the term of this Agreement d. The Sub-Recipient agrees to comply with the Americans With Disabilities Act(Public Law 101-336, 42 U.&C. Section 12101 At1W, 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 ggaZtgted vendor list following a conviction for a public entity crime or on the discriMloato vendor list may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier,subcontractor, or consultant under a contract with a public entity, and may not transact business with any public entity In excess of $25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list or on the discriminatory vendor list. f, Any Sub-Recipient which is not a focal government or state agency, and which receives 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; if. Have not, within a five-year period preceding this proposal been convicted of or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public(federal, state or local)transaction or contract under public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; III. Are not presently indicted or otherwise criminally or civilly charged by a governmental entity(federal, state or local)with commission of any offenses enumerated in paragraph (22) f. I!.of this certification; and, lv. Have not within a five-year period preceding this Agreement had one or more public transactions(federal, state or local)terminated for cause or default. g. If the Sub-Recipient is unable to certify to any of the statements in this certification, then the Sub-Recipient shall attach an explanation to this Agreement. 16 h. In addition,the Sub-Recipient shalt send to the Division (by email or by facsimile transmission)the completed "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion"(Attachment G)for each intended subcontractor which 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 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 provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e)of the Immigration and Nationality Act The Division shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e)of the INA. Such violation by the Sub-Recipient of the employment provisions contained in Section 274A(e) of the INA shall be.grounds for unilateral cancellation of this Agreement by the Division. I. Section 287,05805, Florida Statutes,requires that any state funds provided for the purchase of or improvements to real property are contingent upon the contractor or political subdivision granting to 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), F.S., or been placed on 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 been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. (23)LO—DUYIbIG P OHIBI a. 2 C.F.R. §200.450 prohibits reimbursement for costs associated with certain lobbying activities. b. Section 216,347, Florida Statutes, prohibits"any disbursement of grants and aids appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature,the judicial branch, or a state agency." c. No funds or other resources received from the Division under this Agreement maybe used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state agency. d. The sub-Recipient certifies, by Its signature to this Agreement,that to the best of his or her knowledge and belief: 17 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 with this Federal contract, grant, loan or cooperative agreement,the Sub-Recipient shall complete and submit Standard Form-LLL,"Disclosure of Lobbying Activities," III. The Sub-Recipient shall require that this certification be included in the 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. 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 falls to file the required certification shall be subject to a civil penalty of not less than$110,000 and not more than $100,000 for each such failure, (24)QOP.YRIGHT,F,6MUT AND IB_AD LMARK EXCEPT AS PROVIDED BELOW,ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA; AND,ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE SUB-RECIPIENT TO THE STATE OF FLORIDA. a, If the Sub-Recipient has a pre-existing patent or copyright,the Sub-Recipient shall retain all rights and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise. b. If any discovery or invention is developed in the course of or as a result of work or services performed under this Agreement,or in any way connected with it, the Sub-Recipient shall refer the discovery or invention to the Division for a determination whether the State of Florida will seek patent protection in its name. Any patent rights accruing under or in connection with the performance of this Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable material are produced,the Sub-Recipient shall notify the Division. Any copyrights accruing under or in connection with the performance under this Agreement are transferred by the Sub-Recipient to the State of Florida. c. Within thirty 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 18 exists. The Division shall then, under Paragraph (24)b., have the right to all patents and copyrights which accrue during performance of the Agreement. d. If the Sub-Recipient qualifies as a state university under Florida law, then, pursuant to section 1004.23, Florida Statutes, any invention conceived exclusively by the employees of the Sub- Recipient shall become the sole-property of the Sub-Recipient. In the case of joint inventions, that is inventions made jointly by one or more employees of both parties hereto, each party shall have an equal, undivided interest in and to such joint inventions. The Division shall retain a perpetual, irrevocable, fully- paid, nonexclusive license, for its use and the use of its contractors of any resulting patented, copyrighted or trademarked work products, developed solely by the Sub-Recipient, under this Agreement, for Florida government purposes. (25)LEQ6-AUTLIQRIZLTION The Sub-Recipient certifies that it has the legal authority to receive the funds under this Agreement and that its governing body has authorized the execution and acceptance of this Agreement. The Sub- Recipient also certifies that the undersigned person has the authority to legally execute and bind Sub- Recipient to the terms of this Agreement. a, In accordance with 41 C.F.R. §60-1 A(b),the Sub-Recipient hereby agrees that it will incorporate or cause to be incorporated into any contract for construction work,or modification thereof, as defined in the regulations of the Secretary of Labor at 41 CFR Chapter 60,which is paid for in whole or in part with funds obtained from the Federal Government or borrowed on the credit of the Federal Government pursuant to a grant, contract, loan, insurance, or guarantee, or undertaken pursuant to any Federal program involving such grant, contract, loan, insurance,or guarantee,the following equal opportunity clause; During the performance of this contract, the contractor agrees as follows: 1. The contractor will not discriminate against any employee or applicant for employment because of race,color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion,sex,sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places,available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. ii. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. Ill. 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 19 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 contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment. V. The contractor will comply with all provisions of Executive Order 11246 of September 24, 1966, and of the rules, regulations, and relevant orders of the Secretary of Labor, A The contractor will furnish all information and reports required by Executive Order 11.246 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 nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be unposed 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. viii. The contractor will include the portion of the sentence immediately preceding paragraph(1) and the provisions of paragraphs (1) through(8) in every subcontract or purchase order unless exempted by rules, regulations,or orders of the Secretary of Labor issued pursuant to section 294 of Executive Order 11246 of September 24, 1965, sty that such provisions will be binding upon each subcontractor or vendor, The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency the contractor may request the United States to enter into such litigation to protect the interests of the United States. b. The Sub-recipient further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates In federally assisted construction work. Provided, that if the applicant so participating is a State or local government, the above equal 20 opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the contract. c. The Sub-Recipient agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that it will otherwise assist the administering agency in the discharge of the agency's primary responsibility for securing compliance. d, The Sub-Recipient further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965,with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part 11, Subpart D of the Executive order. In addition, the Sub-Recipient agrees that if it fails or refuses to comply with these undertakings, the administering agency may take any or all of the following actions: cancel,terminate, or suspend in whole or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to the Sub-Recipient under the program With respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such Sub-Recipient; and refer the case to the Department of Justice for appropriate legal proceedings. (27MEgLANQ6NI I-KICKBACK6-QT The Sub-Recipient hereby agrees that, unless exempt under Federal law, it Will incorporate or cause to be incorporated into any contract for construction work, or modification thereof,the following clause: I. Contractor. The contractor shall comply with 18 U.S.C. §874,40 U.S.C. §3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract. il. Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as the FEMA may by appropriate Instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses. fli. Breach. A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. §5.11 (28)CONIMCI WORK HOURS AND SAFET STANDARQS 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 21 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 are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation. (29) LE8N AIR AC AND THE FEDERAL WATER POLL ION CO NT OL 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: Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act(421 U.S.C. 7401-7671 q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387)and will report Violations to FEMA and the Regional Office of the Environmental Protection Agency(EPA). (30)SUSPENSION AND DE56RMENT If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract, then any such contract must include the following provisions: 1. This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt, 3000. As such the contractor is required to verify that none of the contractor, its principals(defined at 2 C.F.R. § 180,995), or its affiliates(defined at 2 C.F.R. § 180.905)are excluded(defined at 2 C.F.R. § 180.940)or disqualified (defined at 2 C.F.R. § 180,936). ii. The contractor must comply with 2 G.F.R. pt. 180, subpart.C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into, 1N. This certification is a material representation of fact relied upon by the Division. If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the Division,the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. iv. The bidder or proposer agrees to comply with the requirements of 2 C,F,R. pt, 180., subpart C and 2 C.F.R.pt. 3000, subpart 0 while this offer is valid and throughout the period of any contract that may arise from this offer, The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. (31)BYRD 6NTI-LOBBYING AMENDMENT If the.Sub-Recipierit, 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. § 1362(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&C. § 1352. Each tier shall also disclose any lobbying with non Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient, 22 (32) CONTRACTING WITH MALL AND MICA IY BUS INESSE, .. . . -9,=MEN'S BU NES� ENJ j AHQ L6@OR SURPLUS A 6 EIB—M a. If the Sub-Recipient, with the funds authorized by this Agreement, seeks to procure goods or services, then, in accordance with 2 C.F.R. §200.321, the Sub-Recipient shall take the following affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used whenever possible: I. Placing qualified small and minority businesses and women's business enterprises on solicitation lists-, ii. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; iii, Dividing total requirements,wheri %congmically feasible, Into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises; iv, Establishing delivery schedules, r imhee the requirement permits,which encourage participation by small and minority businesses, and women's business enterprises; V, Using the services and assistance,aLp4aropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and vi, Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs 1.through v. of this subparagraph, b. The requirement outlined in subparagraph a. above, sometimes referred to as "socioeconomic contracting,"does not impose an obligation to set aside either the solicitation or award of a contract to these types of firms. Rather,the requirement only imposes an obligation to carry out 1 documen 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 business enterprises, does not authorize the Sub-Recipient to break a single project down Into smaller components in order to circumvent the micro-purchase or small purchase thresholds so as to utilize streamlined acquisition procedures(e.g, "project splitting"). 33- A, gQMNQE& The Sub-Recipient shall comply with any Statement of Assurances incorporated as Attachment H. 23 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. SUB-RE 'EVT: CITY OF MIA I RE RESCUE By:—i Name and Title: Emilio T,/G6/rzalez, City Manager Date: FID# 59-6000375 STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT By: Name and Jared Moskowitz, Director 2_12;2A"e_-W 7W)02� Date., 24 SPONSORING AGENCY ATTEST: THE CITY OF MIAMI, a municipal Corporation of the State of Florida f, dr Todd B. Hannon .. „ ate' Emilio T. Gonz6lez h.b. City Clerk City Manager APPROVED AS TO FORM AND APPROVED AS INSURANCE CORRECTNESS REQUIREME f Victoria'Wndez ,inn-Mari Sharp Director City Attorney Departm t of Ri krManagement l; 25 EXHIBIT—I THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB-RECIPIENT UNDER THIS AGREEMENT' NOTE: If the resources awarded to the Sub-Recipient are from more than one Federal program, provide the same information shown below for each Federal program and show total Federal resources awarded. Federal Program Federal Agency: U.S. Department of Homeland Securify, Federal Empfgenpy Mpnagement Catalog of Federal Domestic Assistance title and number 97,067 Award amount: $0,650,000.00 THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER THIS AGREEMENT: NOTE:If the resources awarded to the Sub-Recipient represent more then one Federal program, list applicable compliance requirements for each Federal program in the same manner as shown below, Federal Program: List applicable compliance requirements as follows: 1. First applicable compliance requirement(e.g., what activifie"ervices1purposes the federal resources must be used for): 2. Second applicable compliance requirement(e.g,, eligibility requirements for Sub-Recipients of the resources: 1 Etc. NOTE. Instead of listing the specific compliance requirements as shown above, the State awarding agency may elect to use language that requires the Sub-Reciplont to comply with the requirements of applicable provisions of specific laws,rules, regulations, etc. For example, for Federal Program 1, the language may state that the Sub-Recipient must comply with specific laws, rules, or regulations that pertain to how the awarded resources must be used or how eligibility determinations are to be made. The State awarding agency, if practical, may went to attach a copy of the specific law, rule, or regulation referred to. 26 ATTACHMENT A Program Budget Below is a general budget which outlines eligible categories and their allocation under this award. The Sub-Recipient is to utilize the "Program Budget" as a guide for completing the"Budget Detail Worksheet" below, The Equipment category will require Authorized Equipment List(AEL) reference number. The Authorized Equipment List(AEL) Is a list of approved equipment types allowed under FEMA's preparedness grant programs. The intended audi6nce of this tool is emergency managers, first responders, and other homeland security professionals. The list consists of 21 equipment categories divided into sub-categories, tertiary categories, and then individual equipment items. The AEL can be found at htt.o:i/www.fema-gov/authorized&ggtaMgat-tist. At the discretion of the Sub-recipient, funds allocated to Management and Administration costs (as described in the"Proposed Program Budget") may be put towards Programmatic costs instead. However, no more than 5% of each Sub-recipient's total award may be expended on Management and Administration costs. The f$'ansfo'offun'da s b-_q wen the cafey 3ries fisted in the"Pro€Urarn Bodgat and Scope;of Work"Is permiff d, However, the tranSfer of funds bolwoon t.%saas is strictly Prohibited. 1Rcilnt �)� Y {.z ,;'�r. �{7@Ov �SS���. r's_a �,s�_ C211 ..j1I• (! 8L€' Z <dY-- n5 4 Award Allocation--Issue 45 $7,000,000.00 FY 2019- State Homeland State Management&Administration Security Grant Program— withheld 5% $350,000,00 Urban Area Security Initiative City of Miami Fire Rescue Issue 45 Expendable Award Allocation after 5% $6,650,000.00 reduction LETP-Type Activities(25% of award allocation)This amount Is not In $1,750,000.00 addition to the remaining award amount but instead signifies the amount needed to meet the 25% requirement. Management and Administration (the dollar amount which corresponds $3.32,500.00 to 5%of the total local agency allocation is shown in the column on the ri ht . Sam 27 BUDGET DETAIL WORKSHEEET The Sub-Recipient is required to provide a completed budget detail worksheet, to the Division, which accounts for the total award as described in the"Proposed Program Budget". If any changes need to be made to the "Budget Detail Worksheet", after the execution of this agreement, contact the Grant Manager listed in this agreement via email or letter. A1f4vs+dbMe Planning Costs Quantity Un[t Cost Total Cost:" issue#, Developing hazard/threat4specific annexes that incorporate the range of prevention, protection, response, and recover .activities Developing and implementing homeland security support programs and adopting ongoing DHS national initiatives Developing related terrorism and other catastrophic event prevention activities Developing and enhancing plans and protocols Common— Planning (Planning, Training, Exercise) Developing or conducting assessments Hiring of full or part-time staff or contractors/consultants to assist with planning activities (not for the purpose of hiring public safety personnel fulfilling traditional public safety duties Common—Planning Activities to include Planners � $1,109,866,34 4�2a,'7 22, 45 and Contractors, Line item 2019-01 a Prevention --Intelligence and Info Sharing (LPR 1 $66,000.00 $55,000.00 49 Analyst), Line item 2019-04 Prevention— 1=usion (Metadata Planner), Line Item 1 $43,000.00 $43,000.00 45 2019-€8 Materials required to conduct planning activities Travel/per diem related to planning activities L Common--Planning (Travel), Line item 2019-01 1 $61,478.00 $611478,00 45 Overtime and backfill costs (in accordance with operational Cost Guidance Issuance of WHTI-compliant Tribal identification cards Activities to achieve planning inclusive of people with disabilities and others with access and functional needs Coordination with Citizen Corps Councils for public information/education and development of volunteer programs Update,governance structures and processes and plans for emergency communications Development, review and revision of continuity of operations plans Development, review and revision of the THIRA/SPR continuity of operations plans Activities to achieve planning inclusive of people with limited English proficiency }:fi3�AL,PLANNING EXPfNDI �} ( Q� � 28 Allowable Trilning Costs Quantity Unit Cott Total cost 1.ssUe# Overtime and backfill for emergency preparedness and response personnel attending DHS/FEMA-sponsored and approved training classes Overtime and backfill expenses for part-time and volunteer emergency response personnel participating in DHS/FEMA training Training Workshops and Conferences Commo0 01n_Planning (Training Courses), Line item q $52 9y700 5g 31$,$'�'a.Op 4a Activities to achieve training inclusive of people with disabilities and others with access and functional needs Full or Part-Time Staff or Contractors/Consultants Common -Operational Coordination (CERT Training), �Line item 2019-02 $90,000.0016D,fit)AO 45 Travel Supplies are items that are expended or consumed during the course of the planning and conduct of the exercise project(s) (e.g., copying paper, gloves,tape, non-sterile masks and dis osable protective e ui rnent). Instructor certificationfre-certification Coordination with Citizen Corps Councils in conducting training exercises Interoperable communications training Activities to achieve training inclusive of people with limited English proficiency Immigration enforcement training TC)TALTRAINING EXP Nf317URES 22 `�A�o+Nable(3rgahrzat�anal Activities �HS,GP anti L�T}�� ;>t�uantity tlrtit Coat zTo��cOst� Iasc`te ff'� Program management Development of whole community partnerships Structures and mechanisms for information sharing between the public and pLvate.sector Prevention—Public Information and Warning (Communities and Business Partners Against $38,000.00 $38,000.00 45 Terrorism Pry rare , Line Item 2019-06 Implementing models, programs, and workforce enhancement initiatives Tools, resources, and activities that facilitate shared situational awareness between the public and private sectors Operational support Prevention--Interdiction and Disruption (Operatfonal OT for special events approved by FEMA, Line item 9 $139,337.00 $139,337.00 45 2019-05 Utilization of standardized resource management concepts Responding to an increase in the threat level under the National Terrorism Advisory System (NTAS), or needs in resulting from a National Special Security Event Reimbursement for select operational expenses associated with increased security measures at critical 29 infrastructure sites incurred (up to 50 percent of the allocation) Overtime for information, investigative, and intelligence sharing activities (up to 50 percent of the a€location Hiring of new staff position slcontractors!consu[tents for participation in informationfintelligence analysis and sharing groups or fusion center activities(up to 50 percent of the allocation Prevention—Fusion (Fusion Analyst), tine item 2018- 5 $54,000.00 $270,000.00 45 08 � ' =r d�tS kr f, x s tzst 7 , -7QTAL 4RGbNIZATIO AI.-�EXPMYt-I gllowabie;Exorcise Casts Qaantt`ty. Unit Cost Total Cast issue#: Design, Develop, Conduct and Evaluate an Exercise Exercise Planning Workshop -Grant funds may be used to plan and conduct an Exercise Planning Workshop to include costs related to planning, meeting space and other meeting costs, facilitation casts, materials and supplies, travel and exercise plan deyelo ment, Full or Part-Time Staff or Cohtractors/Consultants-Full or part-time staff may be hired to support exercise-related activities. Payment of salaries and fringe benefits must be in accordance with the policies of the state or local unit(s) of government and have the approval of the state or the awarding agency, whichever is applicable. The services of contractors/consultants may also be procured to support the design, development, conduct and evaluation of CBRNE exercises. The applicant's formal written procurement policy or the Federal Acquisition Re uiations FAR must be followed. Overtime and backfill costs—Overtime and backfill costs, including expenses for part-time and volunteer emergency response personnel participating in FEMA exercises Implementation of HSEEP Activities to achieve exercises inclusive of people with disabilities and others with access and functional needs Travel -Travel costs(i.e„ airfare, mileage, per diem, hotel, etc.)are allowable as expenses by employees who are on travel status for official business related to the planning and conduct of the exercise ro'ect s . Supplies-Supplies are items that are expended or consumed during the course of the planning and conduct of the exercise project(s) (e.g,, copying paper, gloves, tape, non-sterile masks, and disposable protective equipment). Interoperable communications exercises Activities to achieve planning inclusive of people with limited English proficiency 7QTAL':ExElzcfsE exr �lv�rruiz�sa 30 'ski` `i ,x,f r �,�. j , ; . .� .� k•-�;,,� 3�"i,- s � �. ' s�� '�1P4• 1 Pgrsonal protectiv' e`equilirt erif Prevention•-Interdiction and Disruption(Bomb Disposal Unit--Underwater Ops Equipment),AEL#01 WA-01-SCBA 01WA-06-BCMO 03WA-01-DCMP 01WA•06-FINS 01WA-03- 1 $40,000.00 $40,000.00 45 SUTW 01WA=06-MA8H 01WA-03-OLOV 01WA•03-BOOT, Line item 2019-05 Response CBRNE--Environmental Health and Safety (PPE),AEG.#01 AR-01-SCBA, 01 SP-01-ENSE,06CP-03»PRAC 1 $218,787.00 $218,787.00 45 01SP-02-FTWR,07CD-01-10PM0,19MH-00-CONT, Line item 2019-18 Response QBRNE—On Scene Security, Protection and LE— (Ballistic Protection);AEI.#01 LE•01-SHLD,01 LE-01-HLMT; 9 $3,202.77 $28,825.00 45 Line item 2010-19 Explosive device mitigation:and r..emediation.equipment Response CERNE--On Scene Security, Protection and LE— 3 $38,500.00 $115,Is00.00 4S Bomb Suits);AEL#02PE-01-13SUT; Line Item 2019-19 CBRNE operational search end rescue eq€aiMgnt Common—Public Information and Warning(Electronic 2 $16,000.00 $32,000.1?0 45 Message Boards),AEL#030E-03-SIGN, Line Item 2019-03 Prevention—Interdiction and Disruption(Bomb Robot), 1 $60,000..00 $60,000.00 45 AEL.903OE-07-ROBS',Line Item 2019-05 Prevention—Interdiction and Disruption(Surveillance 1 $78,850,00 $78,890,00 4;S ....Platform),AEL#03OE-07-ROVL,Line Item 2019.05 Prevention—Screening, Search and Detection(Underwater 2 $35,000.00 $70,000,00 45 ROV),AEL#03WA-01-UWMD, Line Item 2019-07 Prevention—Screening,Search and Detection(LIAR),AEI #030E-01-ALPR, 12TR-00-TEQP, 131T-00-1NTL, 04HW-01- 1 $193,000.00 $193,000.D0 45 INI-W Llne Item 2019-07 Mitigation—Threats and Hazard Identification(UA1l 1 $20,848,00 $20,848.00 45 Detection),AEL.#03OE-07-UPGI] Line item 2019-12 Response CBRNE--Environmental ResponselHealth and Safety(intrinsically Safe Hydraulic Tools),AEL#03SR-02- 1 $96,220.00 $96,220.00 45 TPEL,1OBC-00-SATT,IOBC-DO-SOLR,21GN-00-SHIM, Line item 2019-16 Response CBRNE—Mass Search and Rescue Operations (TRT Transition to Type 1); AEL#03SR-02-THPY,0.30E-06- RQPH,03SR-02-TPEL,03SR-02-TRIG, 09ME-05-LITR, 06CP- 03-ICOM; 01AR-03-PAPA, 03SR-01-TLPN,08D2-01-LITR, 1 $107,172.00 $107,372.00 45 10PE-00-GFCI, 10GE-00-GENR, 03SR-03-SCAM,03SR-01- ABAC,03SR-01-COMP,03SR-01-TLPN,01AR-01-SCBC; Line Item 2019-18 Response CBRNE—Mass Search and Rescue Operations (Thermal Imaging Cameras),AEL#030E-02-TILA, Line item 9 $6,860.11 $52,741.00 45 2019-18 31 Response CBRNE-On Scene Security, Protection and LE- (SWAT Videoscope);AEL#03SR-03-SCAM; Line item 2019- 2 $9,058.60 $18.117.00 46 19 Response CBRNE-Public Health, Healthcare and EMS (Stop the Bleed Kits),AEL#030E-03-KTFA,09UE-01-MCI K; 1 $36,6666,00 $36,656.00 45 Line item 2019.20 Response CBRNE-Situational Assessment(Unmanned 4 $18,832,50 $76,330.00 45 Aviation Systems),AEL#030E•07-SUAS, Line item 2019-21 Inforl�at�orr�echr�alogy :, - Common-Planning(Training Simulators),AEL#04AP-08-SIMS, Line Item 2019-01 1 $27,311.00 $27,311.00 45 Common-Operational Coordinatio-h (ICS Software),AEL #04AP-01-CADS, 04AP-01-MSS,04AP-05-CDSS, 04SW-01. 1 $149,245.00 $149,246,00 45 NETW Line Item 2019-02 Prevention-Intelligence and Info Sharing(Meal Time Crime Center),AEL#04HW-01-INI-IW, 04MD-03-DISP,21GN-00- 1 $113,549.00 $113,549.00 45 OCEQ, Line item 2019-04 Response CBRNE-Situational Assessment(Damage Assessment Tablets),AEL#04HW-01-MOBL, Line Item 5 $2,000.00 $10,000.00 45 2019-21 Cybrsecurit}i enhancem nt.i?quiprrient.. Protection-Cybersecurity(Cybersecurity),AEL,#05NP-00- 1 $82,509.00 $-82,509.00 45 IDPS, 05HS-DO-FRNS O4HW-01-INHW, Line Item 2019-13 lnferoperable.comtnurticatsons equipritent Response CBRNE--Operational Communications (Interoperable Communications and accessories),AEL #06CP-01-POE T,04HW-01-INHW, 10BC-00-BATT,06CP-03- 1 $89,200.00 $89,200.00 45 PRAC, OGCP-01-MOBL, 06CP-01-TOWR,06CP-01-BAMP, Line item 2019-22 Response CBRNE-Operational Communications 1 $264,905.00 $264,905.00 46 Brill in ,AEL#06CP-02-SRt0O, Line item 2019-22 Response-CBRNE-Operational Communications(Satellite Phones);AEL#06CC-03-SATP,06CC-03-SATB; Line item 1 $47,956.00 $47,955.00 45 2019-22 �lefectian Egtipment - . Protection-,Screening,Searoh,Detection(Chemical 10 $20,OOO.QO $200,000.00 45 Detectors),AEL#07CD-01-DPFP, Line item 2019-11 Mitigation-Threats and Hazard Identification (First 1 $59,600.00 $59,500.00 45 Defender),AEL#07CD-02ZI-SP,Line item 2019-12 Decaritarn�nafon EquipmerE# Medical supplies - PoWer.equiprnent.(generate rs, batteries,power cells) CBRNE Werence(Materials` 32 6{ l�tE lrciden`t Response Vehicles . Response CBRNE—Critical Transportation(Response* Vehicles),AEL#12VE-004[$S, 12TR-00-MOVR,10GE-00- 1 $245,000.00 $246,000.00 45 GENR,12TR-00-TEQP, Line item 2019-15 Response--CBRNE—Logistics and Supply Chain Management(Communication Emergency Response 1 $24,000.00 $24,000.00 45 Support Trailer),AEL#12TR-00-TEQP Line item 2019-17 Terrorism Ir cidont Prevai�t an Equipment 77 Response Communications Operational Communications' 1 $52,000.00 $52,000,00 45 Alert System 1,AEL#1317-00-ALRT, Line item 2019-22 Physical Security �rhance�ierrt Equipment Common--Public Information and Warning(LRAD), AEL# 1 $30,200.00 $30,200.00 45 14SW-01-LRHW, Line item 2019-03 Protection—Access Control and Identity Verification (Access Control),AEL#14SW-01-PACS, 148W-01-VIDA, 1 $107,047.00 $107,047.00 45 21GN-GO-INST 04HW-01-INHW 21GN-00.CNST, Line item 2019.09 Protection—Physical Protective Measures(CCTV), AEL #14SW-01-VIDA, 04HW-01-INIIW,04MD-03-DISP,21GN-00- 1 $312,302.00 $312,302.00 45 INST, 12TR-00-TEQP,030E-01-ALPR, 21GN-00-FAIN, Line item 2019-10 Recovery-W Infrastructure Systems(Backup Ethernet E911), 1 $15,000.00 $15,000,00 45 AEL#14CI-01-COOP,Line item 2019-23 liispection.and Screening Sysie`ms AM al and Plants C81§KE PreV606n and l:tespanse watercraft, C�RNE Aviation EqOiprm6nt. CBRNE Logisticai Support Equipmerif Common--Operational Coordination(Regional AHIMT Project),AEL#19MH-00-CONT, 19SS-00-SHEL,21 GN-00. 1 $55,000.00 $55,000.00 45 OCEQ 04HW-01-INHW, Line Item 2019-02 Response CBRNE—Environmental Response/Health Safety (Intrinsically Safe Pans),AEL#18GN-00-FAME, Line item 4 $4,570.00 $18,280.00 46 2019-16 Inter�veh0q �quipmegt(e g,.tactical entry, c"rime scene pracessEng) , Prevention—Screening,Search, Detection(External 1 $3,200.00 $3,200.00 45 Slometric Readers),AEL#20CS-01-AFIS, Line item 2019-07 Critical emergency supplies 33 tier a�i#hprized equitaCnent costs(inc de ar�y°construction or reno0fion costs in this category;;IVritteri approvai.must be provided,b i EMA rior:t©.fhe;use of an .ful dsfor conshic'iion or renovation Common--Operational Coordination (EOC Enhancements and Sustainment),AEL#21GN-00-OCEO, 21GN-00-MAIN, 21 ON-004 NST,04HW-01-INHW,04.MD-03-DISP,04HW.01- 1 $201,397.00 $201,397.00 45 HHCD,04AP-05-CDSS, 05PM-00-PTCH,06CP-05-vcoM, 05CC-03-SATB, 06CC-03-SATP,06CC42-DSAD, 06CC-05- PRTY,07SE-03-ENVS 14Ci-00-COOP Line item 2019.02 Common—Operational coordination (Regional CERT Project),AEL#21GN-00-CCEQ, 19GN.-00-BGPK, 09ME-01- 1 $97,800,00 439, SM•co 45 BAGM 06CP-01-PORT, Line item 2019-02 Prevention--Fusion(Fusion Operations),AEL#21 GN-00- OCEQ, 04HW-01-INHW, 13lT-004NTL,13iT-00-ALRT, Line 1 $240,000.00 $240,000.00 46 item 2019-06 Mitigation—Long Term Vulnerability Reduction (Maintenance and Sustainment),AEL#21GN-00-MAIN, Line 1 $291,433.00 $291,433.00 45 Item 2019-14 1 �1t31� EtVTEy�izf�i flliE � gal,ll _ F . iaP..4�-:rc1 .€st _ _t _ 4."d.� - _ws..c�� ).� _ 3z ' it !-tiring of full-time or part-time staff or a contractors/consultants: to assist with the management of the respective grant program: application requirements, and compliance with reporting and data collection requirements Personnel 5 $61,900,00 $309,500.00 45 Development of operating plans for information collection and processing necessary to respond to DHS/FEMA data calls Overtime and backfill costs--Overtime expenses are defined as the result of personnel who worked over and above 40 hours of weekly work time in the performance of FEMA—approved activities within the scope of this grant. Backfl(Casts also called"Overtime as Backfill" are defined as expenses from the result of personnel who are working overtime in order to perform the duties of other personnel who are temporarily assigned to FEMA— approved activities outside their care responsibilities. Neither overtime nor backfill expenses are the result of an increase of Full—Time E uivalent FTEs employees. Travel expenses 1 $5,000,00 $5,000.00 45 Meeting-related expenses Authorized office equipment: including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which may be required to support the implementation of the homeland security strategy. Office SuppilestEqulpment 1 $10,000.00 $10,000.00 45 The following are allowable only within the agreement period: Recurring fees/charges associated with certain equipment, such as cell phones, faxes, Leasing and/or renting of space for newly hired personnel to administer programs within the grant program. 34 Fed Ex 1 $1,000.00 $1,000,00 45 Storage Rental 1 $7,000.00 $7,000.00 45 TOTAL AWARD EXPENDITURES $6,650 000.00 35 ATTACHMENT B SCOPE OF WORK Sub-Recipients must comply with all the requirements in 2 C.F.R. Part 200(Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards), Funding Is provided to perform eligible activities as identified in the Domestic Homeland Security—Federal Emergency Management Agency National Preparedness Directorate Fiscal Year 2019 Homeland Security Grant Program (HSGP), consistent with the Department of Homeland Security State Strategy. Eligible activities are outlined in the Scope of Work for each category below: L Issue and Project Description— Issue 45-The Urban Area Security Initiative-(UASI) has allowable Management and Administration(M&A)costs associated with it.The Division of Emergency Management, as the designated State Administrative Agency, will retain five(5) percent of the total UASI amount allocated to Florida for M&A purposes.These funds will provide the SAA with the means to manage and administer the UASI grant. The proper management and administration of these funds ensures that each projects listed will be fulfilled, or partially fulfilled, more efficiently while remaining in compliance with the DIMS Federal Fiscal Year 2019 Homeland Security Grant Program Guidance H. Categories and Eligible Activities FY 2019 allowable costs are divided into the following categories for this agreement: Planning, Organizational, Exercise,Training, Equipment and Management and Administration. Each category's allowable costs have been listed in the"Budget Detail Worksheet"above. A. Allowable Planning Related Costs HSGP funds may be used for a range of emergency preparedness and management planning activities such as those associated with the development, review, and revision of the THIRA, SPR, continuity of operations plans, and other planning activities that support the Goal and placing an emphasis on updating and maintaining a current EOP that conforms to the guidelines outlined in CPG 101 v 2..0. • Developing hazard/threat-specific annexes that Incorporate the range of prevention, protection, response, and recovery activities; • Developing and implementing homeland security support programs and adopting DHS/FEMA national initiatives; • Developing related terrorism and other catastrophic event prevention activities; Developing and enhancing plans and protocols; • Developing or conducting assessments; Hiring of full-or part-time staff or contract/consultants to assist with planning activities (not for the purpose of hiring.public safety personnel fulfilling traditional public safety duties); Materials required to conduct planning activities; Travel/per diem related to planning activities; • Overtime and backfill costs(In accordance with operational Cost Guidance); Issuance of WHTI-compliant Tribal identification card; Activities to achieve planning inclusive of people with disabilities; • Coordination with Citizen Corps Councils for public informationleducation and development of volunteer programs; Update governance structures and processes and plans for emergency communications; and • Activities to achieve planning inclusive of people with limited English proficiency. B. Allowable Organization Related Costs(HSGP and LIASI Only) Sub-Recipients proposed expenditures of SHSP or UASI funds to support organization activities include: • Program Management; • Development of whole community partnerships, through groups such as Citizen Corp Councils; 36 Structures and mechanisms for information sharing between the public and private sector; • Implementing models, programs,and workforce enhancement initiatives to address ideologically inspired radicalization to violence in the homeland; « Tools, resources,and activities that facilitate shared situational awareness between the public and private sectors; « Operational Support; N Utilization of standardized resource management concepts such as typing, inventorying, organizing, and tracking to facilitate the dispatch, deployment, and recovery of resources before, during, and after an incident; « Desponding to an increase in the threat level under the National Terrorism Advisory System (NTAS)or needs resulting from a National Special Security Event;and • Paying salaries and benefits for personnel to serve as qualified Intelligence Analysts. Per the Personnel Reimbursement for Intelligence Cooperation and Enhancement(PRICE)of Homeland Security Act, Pub, L. No, 11 D•412, §2,codified in relevant part, as amended, at 6 U.S.C. §809(a), HSGP and UASI funds may be used to hire new staff•and/or contractor positions to serve as intelligence analysts to enable information/intelligence sharing capabilities, as well as support existing intelligence analysts previously covered by HSGP or UASI funding. See 6 U.S.C. §649(a).To be fired as an intelligence analyst, staff and/or contractor personnel must meet at least one of the following criteria: #Complete training to ensure baseline proficiency in intelligence analysis and production within six months of being hired; and/or, « Previously served as an Intelligence analyst for a minimum of two years either in a federal intelligence agency,the military, or state and/or local law enforcement intelligence unit. Intelligence Analyst Activities Allowable Costs(HSGP and UASI) All fusion center analytical personnel must demonstrate qualifications that meet or exceed competencies identified in the Common Competencies for state, local, and tribal Intelligence Analysts, which outlines the m1nimum categories of training needed for intelligence analysts. A certificate of completion of such training must be on file with the SAA and roust be made available to the recipient's respective FEMA HQ Program Analyst upon request. States and Urban Areas must Justify proposed expenditures of HSGP or UASI funds to support organization activities within their IJ submission, All SAAs are allowed to utilize up to 50 percent(50%) of their HSGP funding and all Urban Areas are allowed up to 50 percent(50%)of their UASI funding for personnel casts.At the request of a Sub-Recipient of a grant, the FEMA Administrator may grant a waiver of the 58 percent(60%) limitation noted above. Request for waivers to the personnel cap must be submitted by the SAA to GPD in writing on official letterhead, with the following information; « Documentation explaining why the cap should be waived; « Conditions under which the request is being submitted; and «A budget and method of calculation of personnel costs both in percentages of the grant award and In total dollar amount. To avoid supplanting issues, the request must also include a three- year staffing history for the requesting entity. Law Enforcement Terrorism Prevention (LETP)Activities Allowable Costs (HSGP and UASI) LETP Activities eligible for use of LETPA focused funds include but are not limited to: « Maturation and enhancement of designated state and major Urban Area fusion centers, including Information sharing and analysis,threat recognition, terrorist interdiction, and training/hiring of intelligence analysts; « Coordination between fusion centers and other analytical and investigative efforts including, but not limited to Joint Terrorism Task Forces(JTTFs), Field Intelligence Groups(FIGS), High Intensity Drug Trafficking Areas(HIDTAs), Regional Information Sharing Systems(MISS) Centers, criminal intelligence units, and real-time crime analysis centers; « Implementation and.maintenance of the Nationwide SAID Initiative, including training for front line personnel on identifying and reporting suspicious activities; and • Implementation of the"lf You See Something, Say Something campaign to raise public awareness of indicators of terrorism and terrorism-related crime and associated efforts to increase the snaring of information with public and private sector partners, Including nonprofit organizations. 37 Note: DHS requires that all public and private sector partners wanting to implement and/or expand the DHS"if You See Something, Say Something" campaign using grant funds work directly with the DHS Office of Partnership and Engagement(OPE)to ensure all public awareness materials(e.g.,videos, posters, tri-folds, etc.)are consistent with the DHS's messaging and strategy for the campaign and compliant with the initiative's trademark, which is licensed to DHS by the New York Metropolitan Transportation Authority, Coordination with OPE,through the Campaign's Office(seeaay@hq.dhs.gov), must be facilitated by FEMA, • Increase physical security, through law enforcement personnel and other protective measures, by implementing preventive and protective measures at critical infrastructure site or at-risk nonprofit organizations; and • Building and sustaining preventive radiological and nuclear detection capabilities, including those developed through the Securing the Cities initiative, Organizational activities under HSGP and UASI include,, Operational Overtime Costs. In support of efforts to enhance capabilities for detecting, deterring, disrupting,and preventing acts of terrorism and other catastrophic events, operational overtime costs are allowable for increased protective security measures at critical infrastructure sites or other high-risk locations and to enhance public safety during mass gatherings and high-profile events. In that regard, HSGP Sub-Recipients are urged to consider using grant funding to support soft target preparedness activities. HSGP or UASI funds may be used to support select operational expenses associated with increased security measures in the authorized categories cited below: • Backfill and overtime expenses for staffing State or Major Urban Area fusion centers; • Hiring of contracted security for critical infrastructure sites; • Participation in Regional Resiliency Assessment Program (RRAP) activitle% • Public safety overtime; •Title 32 or State Active Duty National Guard deployments to protect critical infrastructure sites, including all resources that are part of the standard National Guard deployment package(Note: Consumable costs, such as fuel expenses, are not allowed except as part of the standard National Guard deployment package); • Increased border security activities in coordination with CBP; • National Terrorism Advisory System, • National Security Events; • Special Event Assessment Rating(SEAR) Level I through 4 Events • States of Emergency; • National Critical Infrastructure Prioritization Program (NCIPP); • Directed Transit Patrols; and • Operational Support to a Federal Agency. Operational Overtime Requests,. • Except for an elevated WAS alert, HSGP or UASI funds may only be spent for operational overtime costs upon prior written approval by FEMA. The SAA must submit operational overtime requests in writing to its assigned FEMA Program Analyst(PA). FEMA will consider requests for special event activities up to one year in advance. However, such requests must be within the award's current period of performance and must not result In the need for a request to extend the period of performance. • All operational overtime requests must clearly explain how the request meets the criteria of one or more of the categories listed in the table above. Requests must address the threat environment as it relates to the event or activity requiring operational overtime support and explain how the overtime activity is responsive to the threat. • Post-event operational overtime requests will only be considered on a case-by-case basis, where it is demonstrated that exigent circumstances prevented submission of a request in advance of the event or activity. • Under no circumstances may DHS/FEMA grant funding be used to pay for costs already supported by funding from another federal source. 38 • States with UASI jurisdictions can use funds retained at the state level to reimburse eligible operational overtime expenses incurred by the state(per the above guidance limitations).Any UASI funds retained by the state must be used in direct support of the high-risk urban area. States roust provide documentation to the UAWG and DNS/FEMA upon request demonstrating how any UASI funds retained by a state would directly support the high-risk urban area. • FEMA will consult and coordinate with appropriate DH5 components as necessary to verify information used to support operational overtime requests. Personnel Costs(HSGP and UASI) Personnel hiring, overtime, and backfill expenses are permitted under this grant to perform allowable HSGP planning, training, exercise, and equipment activities. Personnel may Include but are not limited to training and exercise coordinators, program managers for activities directly associated with HSGP and UASI funded activities, intelligence analysts, and Statewide interoperability coordinators (SWIG). Sub-Recipients should refer to Information Bulletin No.421, Clarification on the Personnel Reimbursement for Intelligence Cooperation and Enhancement of Homeland Security Act of 2008 (Public Law 110-412--the PRICE Act),Aug.22, 2017. HSGP funds may not be used to support the hiring of any personnel to fulfil traditional public health and safety duties nor to supplant traditional public health and safety positions and responsibilities. The following definitions apply to personnel costs, • Hiring. State and local entities may use grant funding to cover the salary of newly hired personnel who are exclusively undertaking allowable DHS/FEMA grant activities as specified in this guidance, This may not include new personnel who are hired to fulfill any non-DHSIFEEMA program activities under any circumstances. Hiring will always result in a net increase of Full Time Equivalent(F'TE) employees. • Overtime.These expenses are limited to the additional costs that result from personnel working over and above 40 hours of weekly work time as the direct result of their performance of DH5/FEMA-approved activities specified in this guidance. Overtime associated:with any other activity is not eligible. • Sackfiil Related Overtime.Also called"Overtime as Backfill,"these expenses are limited to overtime costs that result from personnel who are working overtime(as identified above)to perform the duties of other personnel who are temporarily assigned to DHS/FIEMA-approved activities outside their care responsibilities. Neither overtime nor backfill expenses are the result of an increase of FTE employees. • Supplanting.Grant funds will be used to supplement existing funds and will not replace (supplant)funds that have been appropriated for the same purpose. Applicants or recipients may be required to supply documentation certifying that a reduction in non-federal resources occurred for reasons:other than the receipt or expected receipt of federal funds. OPSG funds may be used for domestic travel and per diem, including costs associated with the deployment/redeploymant of personnel to border areas and for travel associated with law enforcement entities assisting other local jurisdictions in law enforcement activities(travel casts must be in accordance with applicable travel regulations). Organization (OPSG) Operational Overtime Costs. OPSG funds should be used for operational overtime costs associated with law enforcement activities in support of border law enforcement agencies for increased border security enhancement. Overtime pay is for enhanced patrol for certified public safety officers, along with limited support for other law enforcement direct support personnel(e.g., Communication Officers/Dispatchers, non-sworn patrol pilots, etc.). Overtime shall be reimbursed consistent with the non:-federal entity's overtime policy and the requirements as stated below;. • Overtime is time worked that exceeds the required number of hours during an employee's designated shift. • Overtime must be worked to increase patrol capacity and be in support of identified and approved USBP border security operations. 39 • The OPSG overtime hourly rate of pay will be no more than the approved overtime rate per local law and policy and must be in accordance with applicable State and Federal regulations. Exempt salaried employees may not be reimbursed for overtime unless the non-federal entity's policy specifically allows for overtime reimbursement for these employees, • The non-federal entity may not utilize OPSG funding to pay for an employee's overtime hours or pay that exceeds 16 hours worked in any 24-hour period, Personnel Costs(OPSG); Up to 50 percent of an OPSG award may be used to pay for all personnel costs (only to the extent that such expenses are for the allowable activities within the scope of the grant). At the request.of a recipient or Sub-Recipient,the FEMA Administrator(or designee) may waive the 60 percent personnel cap, Waiver decisions are at the discretion of the FEMA Administrator and will be considered on a case-by-case basis. Further, changes in scope or objective also require FEMA's prior written approval pursuant to 2 C.F.R. 200.308(c)(I)(!), A formal OPSG personnel waiver request should: • Be on official letterhead, include a written justification, and be signed by the local jurisdiction. « Include a budget and method of calculation of personnel costs both in the percentage of the grant award and in total dollar amount, reflecting the change in scope or objective to the project. Include an approved Operations Order from the USBP Sector office that supports the local Jurisdiction's written justification. • Be coordinated with the USBP Sector, SAA, and the DHS/CBP Office of the Border Patrol (OBP). As with all OPSG personnel costs, OPSG grant funds will be used to supplement existing funds and will not replace(supplant)funds that have been appropriated for the same purpose.Applicants or recipients may be required to supply documentation certifying that a reduction in non-federal resources occurred for reasons other than the receipt or expected receipt of federal funds. Temporary or Term Appointments • Sub-Recipients may utilize temporary or term appointments to augment the law enforcement presence on the borders. However, applying funds toward hiring full-time or permanent sworn public safety officers Is unallowable. • OPSG-funded temporary or term appointments may not exceed the approved period of performance. • For OPSG purposes, temporary appointments are non-status appointments for less than one year. « OPSG funding for temporary or term appointments may pay for salary only. Benefits are not allowable expenses for term or temporary employees. • OPSG remains.a non-hiring program.Appropriate uses of temporary or term appointments include: To carry out specific enforcement operations work for ongoing OPSG-funded patrols throughout the Sector Area of Operation, • To staff operations of limited duration; such as OPSG-enhanced enforcement patrols targeting specific locations or criminal activity; and, • To fill OPSG positions in activities undergoing transition or personnel shortages and local backfill policies (medical/military deployments). OPSG term and temporary appointments must have all necessary certifications and training to enforce state and local laws. OPSG funds will not be used to train or certify term or temporary appointments except as otherwise stated in the OPSG section of this manual and the HSGP NOFO. • Sub-Recipients must follow their own applicable policies and procedures regarding temporary or term appointments. Unallowable Costs(OPSG) OPSG unallowable costs include costs associated with staffing and general IT computing equipment and hardware, such as personal computers, faxes, copy machines, modems, etc. OPSG is not intended as a hiring program.Therefore, applying funds toward hiring full-time or permanent sworn public safety officers is unallowable. OPSG funding shall not be used to supplant inherent routine patrols and law enforcement operations or activities not directly related to providing enhanced coordination between local 44 and federal law enforcement agencies. Finally, construction and/or renovation costs are prohibited under OPSG. C. Allowable Exercise Related Costs Exercises conducted with grant funding should be managed and conducted consistent with HSEEP, HSEEP guidance for exercise design, development, conduct, evaluation, and Improvement planning is located at https-,IAvww.foine-govlexei-olse, • Design, Develop, Conduct, and Evaluate an Exercise • Exercise Planning Workshop Full-or part-time staff or contractors/consultants • Overtime and backfill costs, including expenses for part-time and volunteer emergency • Response personnel participating in DHS/FEMA exercise • Implementation of HSEEP Activities to achieve exercises inclusive of people with disabilities • Travel • Supplies associated with allowable approved exercises Interoperable communications exercises Additional Exercise Information Sub-Recipients that decide to use HSGP funds to conduct an exercise(s) are encouraged to complete a progressive exercise series. Exercises conducted by states and high risked urban areas may be used to fulfill similar exercise requirements required by other grant programs. Sub-Recipients are encouraged to invite representatives/planners involved with other Federally-mandated or private exercise activities. States and high risked urban areas are encouraged to share,at a minimum, the multi-year training and exercise schedule with those departments, agencies, and organizations included in the plan. Validating Capabilities. Exercises examine and validate capabilities-based planning across the Prevention, Protection, Mitigation, Response, and Recovery mission areas.The extensive engagement of the whole community, including but not limited to examining the needs and requirements for individuals with disabilities, individuals with limited English proficiency, and others with access and functional needs, Is essential to the development of an effective and comprehensive exercise program. Exercises are designed to be progressive—Increasing in scope and complexity and drawing upon results and outoomes from prior exercises and real- world incidents—to challenge participating communities. Consistent with Homeland Security Exercise and Evaluation Program guidance and tools,the National Exercise Program (NEP) serves as the principal exercise mechanism for examining national preparedness and measuring readiness. Exercises should align with priorities and capabilities identified in a multi-year TER • Special Event Planning, If a state or Urban Area will be hosting a special event(e.g., Super Bowl, G-8 Summit), the special event planning should be considered as a training or exercise activity for the purpose of the multi-year TER States must include all confirmed or planned special events in the Multi-year TER The state or Urban Area may plan to use HSGP or UASI funding to finance training and exercise activities in preparation for those events. States and Urban Areas should also consider exercises at major venues (e.g.,arenas, convention centers)that focus on evacuations, communications, and command and control. • Regional Exercises. States should also anticipate participating in at least one Regional Exercise annually. States must include all confirmed or planned special events in the Multi- year TER • Role of Non-Governmental Entities in Exercises. Non-governmental participation in all levels of exercises is strongly encouraged. Leaders from non-governmental entities should be included in the planning,design, and evaluation of an exercise. State, local, Tribal, and territorial jurisdictions are encouraged to develop exercises that test the integration and use of non-governmental resources provided by non-governmental entities, defined as the private sector and private non-profit, faith-based, community, participation In exercises should be 41 coordinated with the local Citizen Corps Council(s) or their equivalent and other partner agencies.. FDEM State Training Office conditions for Sxerclses: For the purposes of this Agreement, any exercise which is compliant with HSEEP standards and contained in the State of Florida(and County or Regional) MYTEP qualifies as an authorized exercise. The Sub-Recipient can successfully complete an authorized exercise either by attending or conducting that exercise. • In order to receive payment for successfully attending an authorized exercise, the Sub- Recipient must provide the Division with a certificate of completion or similar correspondence signed by the individual in charge of the exercise, additionally, the Sub-Recipient must provide the Division with all receipts that document the costs incurred by the Sub-Recipient in order to attend the exercise, • In order the receive payment for successfully conducting an authorized exercise, the Sub- Recipient must provide the Division with an xPLAN, AARIIP, IPC/MPC/FPC Meeting Minutes and Sign-In Sheet for exercise attendees;additionally,the Sub-Recipient must provide the Division with all receipts that document the costs incurred by the Sub-Recipient in order to conduct the exercise, The Sub-Recipient raust include with the reimbursement package a separate copy of the page(s)from the Exercise Plan which identifies the participant agencies and a printed page(s)from the State(and County or Regional)MYTEP reflecting the exercise, • If you require food/water for this event, request must come to the Division within 25 days prior to the event, In the following format: Exercise Title: Location: Exercise Date: Exercise Schedule: Estimated Number of Participants that will be fed: Estimated Cost for food/water: Description of the Exercise: D. Allowable Training Related Costs(SHGP and UASI) Allowable training-related costs under HSGP Include the establishment, support, conduct, and attendance of training specifically Identified under the HSGP and UASI programs and/or in conjunction with emergency preparedness training by other Federal agencies(e.g., HHS and DOT).Training conducted using HSGP funds should address a performance gap identified through an AAR/1P or other assessments(e.g., National Emergency Communications Plan NECP Goal Assessments)and contribute to building a capability that will be evaluated through a formal exercise.Any training or training gaps,Including those for children, older adults, pregnant women, and Individuals with disabilities and others who also have access or functional needs, should be Identified in the AAR/IP and addressed in the state or Urban Area training cycle. Sub-Recipients are encouraged to use existing training rather than developing now courses.When developing new courses, Sub-Recipients are encouraged to apply the Analysis, Design, Development, Implementation and Evaluation (ADDIE) model of instructional design, • Overtime and backfill for emergency preparedness and response personnel attending OHS/FEMA-sponsored and approved training classes • Overtime and backfill expenses for part-time and volunteer emergency response personnel participating in DHS/FEMA training • Training workshops and conferences • Activities to achieve training inclusive of people with disabilities • Full-or part-time staff or contractors/consultants 40 Travel • Supplies associated with allowable approved training that are expended or consumed during the course of the planning and conduct of the exercise project(s) • Instructor certification/re-certification • Coordination with Citizen Corps Councils in conducting training exercises 42 • Interoperable communications training Additional Training Information Per DHS/FEMA Grant Programs Directorate Policy FP 207-006-064-1, Review and Approval Requirements for Training Courses Funded Through Preparedness Grants, issued on September 9, 2013, states,territories, Tribal entities and urban areas are no longer required to request approval from FEMA for personnel to attend non-DHS FEMA training as long as the training is coordinated With and approved by the state, territory, Tribal or Urban Area Training Point of Contact(TPOC)and falls within the FEMA mission scope and the jurisdiction's Emergency Operations Plan (EOP).The only exception to this policy is for Countering Violent Extremism courses, DHSIFEMA will conduct periodic reviews of all state, territory, and Urban Area training funded by DHS/FEMA, These reviews may include requests for all course materials and physical observation of, or participation in, the funded training. If these reviews determine that courses are outside the scope of this guidance, Sub-Recipients will be asked to repay grant funds expended in support of those efforts. For further information on developing courses using the instructional design methodology and tools that can facilitate the process, SAAs and TPOGs are encouraged to review the NTED Responder Training Development Center(RTOO)website. DHSIFEMA Provided Training.These trainings include programs or courses developed for and delivered by institutions and organizations funded by DHS/FEMA.This includes the Center for Domestic Preparedness(CDP), the Emergency Management Institute(EMI), and the National Training and Education Division's (NTED)training partner programs including, the Continuing Training Grants, the National Domestic Preparedness Consortium (NDPC)and the Rural Domestic Preparedness Consortium (RDPC). Approved State and Federal Sponsored Course Catalogue.This catalogue lists state and Federal sponsored courses that fall within the DHS/FEMA mission scope, and have been approved through the FEMA course review and approval process. An updated version of this catalog can be accessed at: w8aftr-st Training,Not Provided by DHSIFEMA.These trainings include courses that are either state sponsored or Federal sponsored(non-DHS/FEMA), coordinated and approved by the SAA or their designated TPOC, and fall within the DHS/FEMA mission scope to prepare state, local, Tribal, and territorial personnel to prevent, protect against, mitigate, respond to, and recover from acts of terrorism or catastrophic events. • State Sponsored Courses. These courses are developed for and/or delivered by institutions or organizations other than Federal entities or FEMA and are sponsored by the SAA or their designated TPOC, • Joint Training and Exercises with the Public and Private Sectors,These courses are sponsored and coordinated by private sector entities to enhance public-private partnerships for training personnel to prevent, protect against, mitigate, respond to, and recover from acts of terrorism or catastrophic events. Overtime pay for first responders and emergency managers who participate in public-private training and exercises is allowable. In addition, States, territories, Tribes, and Urban Areas are encouraged to incorporate the private sector in government-sponsored training and exercises. Additional information on both DHS/FEMA provided training and other federal and state training can be found at:www.firstrest)ondeftrainina.gov. Training Information Reporting System ("Web-Forms").Web-Forms is an electronic form/data management system built to assist the SAA and its designated State,territory and Tribal Training Point of Contact(TPOC). Reporting training activities through Web-Forms is not required under FY 2019 HSGP, however,the system remains available and can be accessed through the FEMA Toolkit located at In order to support grantees in their own tracking of training, FDEM State Training Office Conditions: For the purposes of this Agreement, any training course listed on the DHS approved course catalog qualities as an authorized course. The Sub-Recipient can successfully complete an authorized course either by attending or conducting that course, 43 In order to receive payment for successfully attending an authorized training course,the Sub- Recipient must provide the Division with a certificate of course completion; additionally,the Sub-Recipient must provide the Division with all receipts that document the costs incurred by the Sub-Recipient In order to attend the course, In order the receive payment for successfully conducting an authorized course, the Sub- Recipient must provide the Division with the course materials and a roster sign-in sheet, additionally,the Sub-Recipient must provide the Division with all receipts that document the costs incurred by the Sub-Recipient in order to conduct the course." For courses that are non-DHS approved training, Sub-Recipient must request approval to conduct training through the use of the Non-TED Form and provide a copy, along with email, showing approval granted for conduct, For the conduct of training workshops, Sub-Recipient must provide a copy of the course materials and sign-In sheets. + The number of participants must be a minimum of 15 in order to justify the cost of holding a course. For questions regarding adequate number of participants please contact the FDEM State Training Officer for course specific guidance, Unless the Sub-Recipient receives advance written approval from the State Training Officer for the number of participants,then the Division will reduce the amount authorized for reimbursement on a pro-rats basis for any training with less than 15 participants, + The Sub-Recipient must include with the reimbursement package a separate copy of the page(s)from the.State(and County or Regional) MYTEP reflecting the training, E. Allowable Equipment Related Costs(SHOP and UASI) The 21 allowable prevention, protection, mitigation, response, and recovery equipment categories for HSGP are listed on the Authorized Equipment List(AEL).The AEL is available at bMAmnm.-fe-ma-.go-v-/-a-ut-h-orjze-d---e-gqipment-list. Some equipment items require prior approval from OHSIFEMA before obligation or purchase of the items. Please reference the grant notes for each equipment item to ensure prior approval is not required or to ensure prior approval is obtained if necessary. Unless otherwise stated, all equipment must meet all mandatory regulatory and/or DHS/FEMA- adopted standards to be eligible for purchase using these funds. In addition, recipients will be responsible for obtaining and maintaining all necessary certifications and licenses for the requested equipment. Grant funds may be used for the procurement of medical countermeasures. Procurement of medical countermeasures must be conducted in collaboration with Statelcity/local health departments who administer Federal funds from HHS for this purpose, Procurement must have a sound threat-based justification with an aim to reduce the consequences of mass casualty incidents during the first crucial hours of a response. Prior to procuring pharmaceuticals,grantees must have In place an inventory management plan to avoid large periodic variations in supplies due to coinciding purchase and expiration dates. Grantees are encouraged to enter into rotational procurement agreements with vendors and distributors. Purchases of pharmaceuticals must include a budget for the disposal of expired drugs within each fiscal year's period of performance for HSGIP. The cost of disposal cannot be carried over to another FEMA grant or grant period. The equipment, goods, and supplies('the eligible equipment") purchased with funds provided under this agreement are for the purposes specified in "Florida's Domestic Security Strategy". Equipment purchased with these funds will be utilized in the event of emergencies, including, but not limited to, terrorism-related hazards. The Sub-Recipient shall place the equipment throughout the State of Florida in such a manner that, In the event of an emergency, the equipment can be deployed on the scene of the emergency or be available for use at a fixed location within two(2) hours of a request for said deployment, The Florida Division of Emergency Management(FDEM) must approve any purchases of equipment not itemized in a project's approved budget in advance of the purchase, The Sub-Recipient will, in accordance with the statewide mutual aid agreement or other emergency response purpose as specified in the"Florida Domestic Security Strategy,"ensure that all equipment purchased with these funds is used to respond to any and all incidents within its regional response 44 area as applicable for so long as this Agreement remains in effect. Prior to requesting a response, the FDEM will take prudent and appropriate action to determine that the level or intensity of the incident is such that the specialized equipment and resources are necessary to mitigate the outcome of the incident, Allowable Equipment(OPSG) * Equipment Marking. Because equipment purchased with OPSG funding is intended to be used to support OPSG activities, it must be appropriately marked to ensure Its ready identification and primary use for that purpose.When practicable, any equipment purchased with OPSG funding shall be prominently marked as follows: "Purchased with DHS funds for Operation Stonegarden Use" o Fuel Cost and/or Mileage Reimbursement,There is no cap for reimbursement of fuel and mileage costs in support of operational activities. Vehicle and Equipment Acquisition, Including Leasing and Rentals.Allowable purchases under OPSG include patrol cars and other mission-specific vehicles whose primary use is to increase operational activitiestpatrols on or near a border nexus in support of approved border security operations.A detailed justification must be submitted to the respective FEMA HO Program Analyst prior to purchase. Medical Emergency Countermeasures., Allowable purchases under OPSG include narcotic antagonist pharmaceuticals, detection and identification equipment, safe storage and transportation, personnel protective equipment,and initial equipment training, as will be reflected in the AEL and explained in 113 438. F. Unallowable Costs(HSGP, UASI and OPSG) • Per FEMA policy, the purchase of weapons and weapons accessories, including ammunition, is not allowed with HSGP funds, • Grant funds may not be used for the purchase of equipment not approved by OHS/FEMA. Grant funds must comply with 113 426 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. • Unauthorized exercise-related costs include: o Reimbursement for the maintenance or wear and tear costs of general use vehicles (e.g., construction vehicles), medical supplies,and emergency response apparatus (e.g,, fire trucks, ambulances). o Equipment that is purchased for permanent installation and/or use, beyond the scope of the conclusion of the exercise(e.g,, electronic messaging sign). G. Disposition When original or replacement equipment.acquired under a Federal award is no longer needed for the original project or program or for other activities currently or previously supported by a Federal awarding agency, except as otherwise provided in Federal statutes, regulations, or Federal awarding agency disposition instructions, the Sub-Recipient must request disposition instructions from FDEM Office of Domestic Preparedness and the State Administrative Agency will request deposition instructions from Federal awarding agency as required by the terms and conditions of the Federal award.The Sub-Recipient shall notify the FDEM Office of Domestic Preparedness at: 2555 Shumard Oak Blvd., Tallahassee, Florida 32399 one year in advance of the expiration of the equipment's posted shelf-life or normal life expectancy or when it has been expended, The Sub-Recipient shall notify the FDEM immediately if the equipment is destroyed, lost, or stolen. H. Requirements for Small Unmanned Aircraft System (SHSP, UASI, and OPSG) All requests to purchase Small Unmanned Aircraft Systems (SUAS)with FEMA grant funding must comply with 113 426 and 113 438 and include a description of the policies and procedures in place to safeguard individuals' privacy, civil rights, and civil liberties of the jurisdiction that will purchase, take title to or otherwise use the SUAS equipment. 45 I. SAFECOM Emergency communications systems and equipment must meet applicable SAFECOM Guidance. Sub-Recipients must be coordinated with the SWIC and the State Interoperability Governing Body(SIGB)to ensure interoperabillty and long-term compatibility. J. C113YERSECURITY Sub-Recipients must use HSGP funds for cybersecurity projects that support the security and functioning of critical infrastructure and core capabilities as they relate to terrorism preparedness and may simultaneously support enhanced preparedness for other hazards unrelated to acts of terrorism. K. Law Enforcement Readiness(SHSP, UASI,and( PSG) OPSG grant funds may be used to increase operational, material, and technological readiness of SLTT law enforcement agencies. The Delegation of Immigration Authority, Section 287(g)of the Immigration and Nationality Act (INA) program allows a state or local law enforcement entity to enter into a partnership with ICE, under a joint Memorandum of Agreement(MOA),to receive delegated authority for Immigration enforcement within their jurisdictions SHSP, UASI, or OPSG grant funds may be requested and may be approved on a case-by-case basis for immigration enforcement training in support of the border security mission, Requests for training will be evaluated on a case-by-case basis and can only be used for certification in the section 287(g) program provided by DHS1ICE. SHSP, UASI,or OPSG Sub-Recipients with agreements under section 287(g)of the Immigration and Nationality Act(8 U.S.C. §1357(g))to receive delegated authority for immigration enforcement within their jurisdictions may also be reimbursed for section 287(g) related operational activities with approval from FEMA on a case-by-case basis. For OPSG, Sub-Recipients must be authorized by USBP Headquarters and Sectors, and operational activities must be coordinated through a USBP Sector. L. Maintenance and Sustainment(SHSP,UASI, and OPSG) The use of DHS/FEMA preparedness grant funds for maintenance contracts,warranties, repair or replacement costs, upgrades, and user fees are allowable, as described in FEMA Policy FP 205-402- 125-1 under all active and future grant awards, unless otherwise noted, Except for maintenance plans or extended warranties purchased incidental to the original purchase of the equipment,the period covered by maintenance or warranty plan must not exceed the POP of the specific grant funds used to purchase the plan or warranty. Grant funds are intended to support the Goal by funding projects that build and sustain the core 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 recipients the ability to meet this objective,the policy set forth in FEMA's 18 379, Guidance to State Administrative Agencies to Expedite the Expenditure of Certain OHSIFEMA Grant Funding, initially for FY 2007-2011, allows for the expansion of eligible maintenance and sustainment costs which must be in (1)direct support of existing capabllltles; (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 Emergency Management Assistance Compact, Additionally, eligible costs may also be in support of equipment,training, and critical resources that have previously been purchased with either federal grant or any other source of funding other.than DHSIFEMA preparedness grant program dollars. M. Management and Administration (M&A) (HSGP& UASI) Management and administration (M&A)activities are those directly relating to the management and administration of HSGP funds, such as financial management and monitoring, Sub-Recipients awarded M&A costs under this agreement can retain a maximum of up to 5%of their total agreement award amount for M&A costs, M&A activities includes: • Hiring of full-time or part-time staff or contractorsiconsultants: • To assist with the management of the respective grant program. To assist with application requirements. • To assist with the compliancy with reporting and data collection requirements. 46 Management and Administration (M&A) (OPSG) Management and administration (M&A)activities are those directly relating to the management and administration of OPSG funds, such as financial management and monitoring. Recipients may retain up to 2.5%of the overall OPSG allocation prior to passing-through funding to Sub-Recipients.This funding must be deducted in an equal percentage from each Sub-Recipient. Sub-Recipients and friendly forces may retain funding for M&A purposes; however,the total amount retained cannot exceed 5 percent of the Sub-Recipient's subaward. Friendly forces are local law enforcement entities that are subordinate Sub-Recipients under OPSG. In other words,friendly forces are entities that receive a subaward from a Sul:-Recipient under the OPSG program. Friendly forces must comply with all requirements of Sub-Recipients under 2 C.F.R. Part 200. N. Procurement All procurement transactions will be conducted In a manner providing full and open competition and shall comply with the standards articulated in: * 2 C,F,R, Part 200; * Chapter 287, Florida Statues; and, 0 any local procurement policy. To the extent that one standard is more stringent than another,the Sub-Recipient must follow the more stringent standard. For example, if a State statute imposes a stricter requirement then a Federal regulation,then the Sub-Recipient must adhere to the requirements of the State statute, The Division shall pre-approve all scopes of work for projects funded under this agreement, Additionally. the Sub-Recipient shall not execute a piggy-back contract unless the Division has approved the Scope of Work contained in the original contract that forms the basis for the piggy-back contract. Also, in order to receive reimbursement from the Division, the Sub-Recipient must provide the Division with a suspension and debarment form for each vendor that performed work under the agreement. Furthermore, if requested by the Division, the Sub-Recipient shall provide copies of solicitation documents including responses and justification of vendor selection. Contracts may include: State Term Contract:A State Term Contract is a contract that is competitively procured by the Division of State Purchasing for selected products and services for use by agencies and eligible users. Florida agencies and eligible users may use a request for quote to obtain written pricing or services information from astate term contact vendor for commodities or contractual services available on a state term contract from that vendor. Use of state term contracts is mandatory for Florida agencies in accordance with section 287.056, Florida Statutes, Alternate Contract Source: An Alternate Contract Source is a contract lot by a federal, state, or local government that has been approved by the Department of Management Services, based on a determination that the contract is cost-effective and in the best Interest of the state,for use by one or all Florida agencies for purchases,without the requirement of competitive procurement.Alternate contract sources are authorized by subsection 287.042(16), Florida Statutes,as implemented by Rule 6OA-1.046, Florida Administrative Code. General Services Administration Schedules.The General Services Administration (GSA) is an independent agency of the United States Government, States, tribes, and local governments, and any instrumentality thereof(such as local education agencies or institutions of higher education) may participate in the GSA Cooperative Purchasing Program. ). Refer to the appropriate GSA Schedulo for additional requirements, 0. Piggy-Backing The practice of procurement by one agency using the agreement of another agency is called piggybacking. The ability to piggyback onto an existing contract is not unlimited. The existing contract must contain language or other legal authority authorizing third parties to make purchases from the 47 contract with the vendor's consent, The terms and conditions of the new contract, including the Scope of Work, must be substantially the same as those of the existing contract. The piggyback contract may not exceed the existing contract in scope or volume of goods or services. An agency may not use the preexisting contract merely as a "basis to begin negotiations"for a broader or materially different contract. Section 216.971, Florida Statutes Statutory changes enacted by the Legislature impose additional requirements on.grant and Sub�Recipient agreements funded with Federal or State financial assistance, In pertinent part, Section 215.971(1)states: • An agency agreement that provides state financial assistance to a Recipient or Sub-Recipient, as those terms are defined in s, 215.97,or that provides federal financial assistance to a Sub-Recipient,as defined by applicable United States Office of Management and Budget circulars, must include all of the following,* • A provision specifying a Scope of Work that clearly establishes the tasks that the Recipient or Sub-Recipient is required to perform. • A provision dividing the agreement into quantifiable units of deliverables that must be received and accepted in writing by the agency before payment, Each deliverable must be directly related to the Scope of Work and specify the required minimum level of service to be performed and the criteria for evaluating the successful completion of each deliverable. • A provision specifying the financial consequences that apply if the Recipient or Sub- Recipient falls to perform the minimum level of service required by the agreement, The provision can be excluded from the agreement only if financial consequences are prohibited by the federal agency awarding the grant, Funds refunded to a state agency from a Recipient or Sub-Recipient for failure to perform as required under the agreement may be expended only In direct support of the program from which the agreement originated. • A provision specifying that a Recipient or Sub-Recipient of federal or state financial assistance may expend funds only for allowable costs resulting from obligations incurred during the specified agreement period. • A provision specifying that any balance of unobligated funds which has been advanced or paid must be refunded to the state agency, • A provision specifying that any funds paid in excess of the amount to which the Recipient or Sub-Recipient Is entitled under the terms and conditions of the agreement must be refunded to the state agency, • Any additional information required pursuant to s. 215.97, P. Unique Entity Identifier and System for Award Management(SAM) Sub-Recipionts for this award must: • Be registered in SAM; • Provide a valid DUNS number,and • Continue to maintain an active SAM registration with current information at all times during which it has an active federal award, a Reporting Requirements 11. Quarterly Programmatic Reporting; The Quarterly Programmatic Report is due within thirty(30)days after the end of the reporting periods(March 31, June 30, September 30 and December 31)for the life of this contract. 0 If a report(s) is delinquent,future financial reimbursements will be withheld until the Sub-Recipient's reporting is current, a If a report goes two (2)consecutive quarters without Sub-Recipient reflecting any activity and/or no expenditures will likely result in termination of the agreement. 48 Programmatic Reporting Schedule Reporting Period Report due to FDEM no later than January 1 through March 31 April 30 April 1 through June 30 July 31 July 1 through September 30 October 31 October 1 through December 31 January 31 2. Programmatic Reporting- Biannual Strategic Implementation RmpmrtUBS|RA/ After the end of each reporting period, for the life of the contract unless directed otherwise, the S/A, will complete the Biannual Strategic Implementation Report in the Grants Reporting Tool (GRT) . The reporting periods are January 1-June3D and July 1-December 31. Data entry in scheduled for December 1 and June 1respectively. Future awards and reimbursement may be withheld if these reports are delinquent. 3. Reimbursement Requests: A request for reimbursement may be sent(o your grant manager for review and approval etany time during the contract period. Reimbursements must be requested within ninety(G0) calendar days of expenditure nf funds, and quarterly etominimum. Failure to submit request for reimbursement within ninety(90)calendar days of expenditure shall result in denial of reimbursement. The Sub-Recipient should include the category's corresponding line item number in the"Detail oƒClaims"form. This number can be found in the"Proposed Program Budgot~ A line item number is to be included for every dollar amount listed in the "Detail of Claims"form. 4. Close-out Programmatic Reporting: The Close-out Report is due to the Florida Division of Emergency Management no later than sixty (60)calendar days after the agreement is either completed or the agreement has expired. R. Programmatic Point ofContact Contractual Point of Contact Programmatic Point of Contact S. Contractual Responsibilities � The F[}EM shall determine eligibility of projects and approve changes im Scope ofWork. 0 The FOEM shall administer the financial processes. T. Failure ioComply p Failure to comply with any of the provisions outlined above shall result in disallowance of reimbursement for expenditures. 41� ATTACHMENT C DELIVERABLES AND PERFORMANCE State Homeland Security Program (HSGP): HSGP supports the implementation of risk driven, capabilities-based State Homeland Security Strategies to address capability targets set in Urban Area, State, and regional Threat and Hazard Identification and Risk Assessments (THIRAs),The capability levels are assessed in the State Preparedness Report(SPR) and inform planning, organization, equipment,training,and exercise needs to prevent, protect against, mitigate, respond to,and recover from acts of terrorism and other catastrophic events,' Planning Deliverable:Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual cost of successfully completing Planning activities consistent with the guidelines contained in the Comprehensive Planning Guide CPG 101 v.2. For additional Information, please see httD:/Avww.fema-goy_/ f—/about/divisions/npd/CPG 101 W.Ddf or grant guidance(Notice of Funding Opportunity). For the purposes of this Agreement, any planning activity such as those associated with the Threat and Hazard identification and Risk Analysis (THIRA), State Preparedness Report(SPR), and other planning activities that support the National Preparedness Goal (NPG)and place an emphasis on updating and maintaining a current Emergency Operations Plan (EOP) are eligible. The Sub-Recipient can successfully complete a planning activity either by creating or updating such plan(s), Organization Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual eligible costs for Personnel, Intelligence Analysts, Overtime and Operational Overtime, Exercise Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual Coe of successfully completing an exercise which meets the Department of Homeland Security Homeland Security Exercise and Evaluation Program (HSEEP)standards and is listed in A)the State of Florida Multi-Year Training& Exercise Plan(MYTEP), and 8)County or Regional TEP for the region in which the Sub-Recipient is geographically located. Information related to TEPs and HSEEP compliance can be found online at,hqqaL/LmwJJiA.dhs.gov/hseep, For the purposes of this Agreement, any exercise which is compliant with HSEEP standards and contained in the State of Florida MYTEP qualifies as an authorized exercise, The Sub-Recipient can successfully complete an authorized exercise either by attending or conducting that exercise, Training Deliverable, Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual cost of successfully completing a training course listed on the Department of Homeland Security(DHS) approved course catalog. For non-DHS approved courses the Sub-Recipient shall obtain advance FDEM approval using the Non-TED form by contacting their grant manager. The DHS course catalog is available online at: btW,.//IMinjna.ferna.gov/, For the purposes of this Agreement, any training course listed on the DHS approved course catalog qualifies as an authorized course. The Sub-Recipient can successfully complete an authorized course either by attending or conducting that course. Equipment Deliverable: Subject to the funding limitations of this Agreement, the Division shall reimburse the Sub-Recipient for the actual cost of purchasing an item Identified in the approved project funding template and budget of this agreement and listed an the DHS Authorized Equipment List(AEL). For the purposes of this Agreement, any item listed on the AEL qualifies as an authorized item. The 21 allowable prevention, protection, mitigation, response, and recovery equipment categories and equipment standards for HSGP are listed on the web-based version of the Authorized Equipment List(AEL)on the Lessons Learned Information System at bftn,/. eta.fema. oy�lauthori�ed-e uime -Iist � n�. In addition,agencies will t be responsible for obtaining and maintaining all necessary certifications and licenses for the requested equipment. Management Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual cost for Management and Administration (M&A) activities. Costs for allowable Items will be reimbursed if Incurred and completed within the period of performance, In accordance with the Budget and Scope of Work,Attachments A and B of this agreement. 50 ATTACHMENT D Program Statutes and Regulations 1) Age Discrimination Act of 1975 42 U.S.C. §6101 et seq. 2) Americans with Disabilities Act of 1990 42 U.S.C. § 12101-12213 3) Chapter473, Florida_Statutes 4) Chapter 215, F o idg Statutes 5) Chapter 262, Florida Statutes 6) Title VI of the Civil Rights Act of 1964 42 U.S.G. §2000 et seq. 7) Title Vill of the Civil Rights Acts of 1968 42 U.S.C. § 3601 et seq. 8) Copyright notice 17 U.S.C. §§401 or 402 9) Assurances, Administrative Requirements and Cost Principles 2 C.F.R. Part 200 10) .Debarment and Suspension Executive Carders 12549 and 12689 11) Drug Free Workplace Act of 1988 41 U.S.C. §701 et seq. 12) Duplication of Benefits 2 C.F.R. Part 200,Subpart E 13) Energy Policy and Conservation Act 42 U.S.C. §6201 14) False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729-3733 also 31 U.S.C. § 3801-3812 15) Fly America Act of 1974 49 U.S.C. §41102 also 49 U.S.C. §401.18 10) Hotel and Motel Fire Safety Act of 199016 U.S.C. §2225a 17) Lobbying Prohibitions 31 U.S.C. § 1352 18) Patents and Intellectual Property Rights 35 U.S.C. §200 et seq. 19) Procurement of Recovered Materials section 6002 of Solid Waste Disposal Act 20) Terrorist..Financing Executive Order 13224 21) Title IX of the Education Amendments of 1972(Equal Opportunity in Education Act)20 U.S.C. § 1681 et seq. 22) "Trafficking Victims Protection Act of 2000 22 U.S.C. § 7104 23) Rehabilitation Act of 1973 Section 504, 29 U.S.C.§ 794 24) USA Patriot Act of 2001 18 U.S.C. § 175-172c 25) Whistleblower Protection Act 10 U.S.C. §2409,41 US.C. §4712, and 10 U.S.C. §2324, 41 U.S.C.§4304 and §4310 26) 53 Federal Register 8034 27) Rule Chapters 27P-6,27P-11, and 27P-19, Florida Administrative Code 51 ATTACHMENT E JUSTIFICATION Or, ADVANCE PAYMENT SUB-RECIPIENT: If you are requesting an advance,indicate same by checking the box below. [ j ADVANCE REQUESTED Advance payment of$ is requested. Balance of payments will be inside on a reimbursement basis. These funds are needed to pay staff,award benefits to clients,duplicate forms and pw,chase start-tip supplies and equipment. We would not be able to operate the prom without this advance. If you are requesting an advance,complete the following chart and line item justification below. ESTIMATED l�X����E� BUDGET CATEGORY/LINE ITEMS 20 �;20� Anticipated Expenditures for (list applicable line items) First Three Months of Contract For exampj ADMINISTRATIVE COSTS (Include Secondary Administration.) �r m le PROGRAM EXPENSES TOTAL EXPENSES LINE ITEM JUSTIFICATION (.For each line item,provide a detailed justification explaining the need for the cash advance. The justification must include supporting documentation that clearly shows the advance will be expended within the first ninety(90)days of the contract term, Support documentation should include quotes for purchases,delivery timelines,salary and expense projections,etc.to provide the Division reasonable and necessary support that the advance will be expended within the first ninety(90)days of the contract tern. Any advance funds not expended within the first ninety(90)days of the contract term shall be:returned to the Division Cashier,2555 Shumard Oak Boulevard,Tallahassee,Florida 32399,within thirty(30)days of receipt, along with any Interest earned on the advance) -REQUESTS FOR AID DANCE RAYAIENTS WILL BE COIVSID EERED ON A CASE RY CASE BASIS- 52 ATTACHMENT F WARRANTIES AND REPRESENTATIONS Einogial Mmammal The Sub-Recipient's financial management system must comply with 2 C.F.R. §200.302. Any procurement undertaken with funds authorized by this Agreement must comply with the requirements of 2 C,F.R. §200, Part D—Post Federal Award Requirements—Procurement Standards (2 C.F.R. §§200.317 through 200.326). Business Hours The Sub-Recipient shall have its offices open for business, with the entrance door open to the public, and at least one employee on site, from: Monday through Friday(ftxcent on Holidays)from Sam to 5RM Cicensing.and Perm Ltting All subcontractors or employees hired by the Sub-Recipient shall have all current licenses and permits required for all of the particular work for which they are hired by the Sub-Recipient. 53 ATTACHMENT G Gert��cat�gn EZeg�rti�ng '� end-llott�Cifa Ex�t[��i�(n W Subcontractor Covered Transactions (1) The prospective subcontractor of the Sub-Recipient, certifies, by submission of this document,that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency, (2) Where the Sub-Recipient's subcontractor is unable to certify to the above statement, the prospective subcontractor shall attach an explanation to this form. SUB-CONTRACTOd. By: Signature Sub-Recipient's Name Name and Title FDENI Contract Number Street Address DIES Grant Award Number City, State,Zip Date 54 ATTACHMENT H Statement of Assurances All of the instructions, guidance, limitations, and other conditions set forth in the Notice of Funding Opportunity(NOFO)for this program are incorporated here by reference in the terms and conditions of your award. All Sub-Recipients must comply with any such requirements set forth in the program NOFO. All Sub-Recipients who receive awards made under programs that prohibit supplanting by law must ensure that Federal funds do not replace(supplant)funds that have been budgeted for the same purpose through non-Federal sources. All Sub-Recipients must acknowledge their use of federal funding when issuing statements, press. releases, requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or in part with Federal funds. Any cost allocable to a particular Federal award provided for in 2 C.F.R. Part 200, Subpart E may not be charged to other Federal awards to overcome fund deficiencies,to avoid restrictions imposed by Federal statutes, regulations, or terms and conditions of the Federal awards, or for other reasons. However, this prohibition would not preclude a Sub-Recipient from shifting costs that are allowable under two or more Federal awards in accordance with existing Federal statutes, regulations, or the terms and conditions of the Federal award. Sub-Recipients are required to comply with the requirements set forth in the government-wide Award Term regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R. Part 25, Appendix A,the full text of which incorporated here by reference in the terms and conditions of your award. All Sub-Recipients must acknowledge and agree to comply with applicable provisions governing OHS access to records, accounts, documents, information, facilities, and staff, 1.. Sub-Recipient must cooperate with any compliance review or compliant investigation.conducted by the State Administrative Agency or OHS. 2. Sub-Recipient will give the State Administrative Agency, DHS or through any authorized representative, access to and the right to examine and copy, records, accounts, and other documents and sources of information related to the federal financial assistance award and permit access to facilities, personnel, and other individuals and information as may be necessary,as required by DHS regulations and other applicable laws or program guidance, 3. Sub-Recipient must submit timely,complete,and accurate reports to the F©EM and maintain appropriate backup documentation to support the reports. Sub-Recipients must also comply with all other special reporting, data collection and evaluation requirements, as prescribed by law or detailed in program guidance. 4. Sub-Recipient will acknowledge their use of federal funding when issuing statements, press releases, requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or In part with Federal funds. 5. Sub-Recipient who receives awards made under programs that provide emergency communications equipment and its related activities must comply with SAFECOM Guidance for Emergency Communications Grants, including provisions on technical standards that ensure and enhance interoperable communications. 6. When original or replacement equipment acquired under this award by the Sub-Recipient is no longer needed for the original project or program or for other activities currently or previously supported by IOHSfFEMA, you must request instructions from FDEM to intake proper disposition of the equipment pursuant to 2 C.F.R. Section 200,313, 7. DHSIFEMA funded activities that may require an EHP review are subject to FEMA's Environmental Planning and Historic Preservation(EHP) review process. This review does not address all federal, 55 state, and local requirements.Acceptance of federal funding requires recipient to comply with all federal, state, and local laws. Failure to obtain all appropriate federal, state, and local environmental permits and clearances may jeopardize federal funding. If ground disturbing activities occur during construction, applicant will monitor ground disturbance, and if any potential archeological resources are discovered, applicant will immediately cease work in that area and notify the pass-through entity, if applicable, and ©HS/ EMA. 56 ATTACHMENT I Mandatory Contract Provisions Provisions: Any contract or subcontract funded by this Agreement must contain the applicable provisions outlined in Appendix It to 2 C.R R, Part 200. It is the responsibility of the sub-recipient to include the required provisions. The Division provides the following list of sample provisions that may be required: 57 OMB Guidance FL 200,App. 11 (D)D&VIK-Ttacon Art,are amandW(W UZ.0 ma&wtAla or art4ohm aribnarfly rvatlable,am M-41-0140),When matted by V4nleral p M. rAm tho open mark �. ar ocatrautm for transpar- tW1WUtI0B..all PrIUM 00MAMattom;cenklaots, tatlon or ftaWnftgonof Ira.teftenea. Ira ix=rom of, .= awattl9d 1w no*-Vodoral (PUMAlar, La lavvouunw XMIP Unqhw a outmost must Vnoluda a provision fer ownlyll- con t,or Amentent.If the Podm,xt award AM6 With the Davig-i mn Act (4Q U,8,0- mvA"tho dejWtjon 0f-Wndjjjg agroamonV 3141-3144, and 9146-n4M) oa supplemented tkv unite r 27 CVR flo"(a)XW the.y(mptsob or D4PRrtM=t; Of I-AbOt MqUlatlaw (20 CPA aubraciptant widws to mUw Into a nontraot Pkrt 6. "Later StaalartU Provisto= Appil- Wltb ft=&]I bUstnedz BrIn at nonprofit exWo, mbla to (3609TAVtF, CoVOVMtr Fettor-Wy VV- nivatlon rog=dutg Me, substibulaon of W- naztwd anti AspAstad ConsIx"ou"). ra as ties, asstgnmont or parformamx� of export-- ,cordanzo with tho,aloute, oaaUwtars mt1st y"nial dovolopmantal. at IRaoamh wwk bo roquired to pay wagan lxr laborars and.me- undar t6tf1todlug agremoaW,t1m,rwjj*- abanim at,;&raga not km than the prevailing ant W zubraciplent Must dan1wly with the re. WagNa aprw4fWl in a wago, d@torrejj;&l;joU. qulmnwnta 37 MIt Part 401."Paghta to In- nutdo by tha SwTotiuw of tAker.In addItAom, vanttow Made by NonproAt orizansratl6na vontraiUm mtW&ba roquIrod to My wagon and SImU NuMnam Firrm for Govern- R*b loss;than flnm a wgaka The non-Podinat meant Grauta. Cankracta and iffooporaUva Auftty must pla"a,wpy of Um currant pt Agrvemontz.-and WY jawlameating regula, vallIngIza"MOTMQnatlaft ISSM4 bY tho Da- tiona irk UPA by the a%amlMg agenw, =trnentor Iffixor Inoach Awfoitatsm TTW M)Clean Air Aot M UAC.UWrft�,)and Idea.to award a uontmot or subauntraul, tam Vwtvral WAtor PoRutiort Control at(33 ra"i be oanditianod upon the accaptano#of U.8_0r as and Qo Wago dstorrnUmtlon.The ratan-Rollo en- aubgrants af amour ta in wwom of$150,No t4t,,T Must report all auquavbnl Or reportod mutt contaln a provIsIon that.roctiam the VintatUms to the Fedora] awardlow ag"FWIV n0m,1141(10ral AWArd t*ag!`00 to LIOWNY With The ountratAw rnuat ato Inolurio a provision all applicable standards, onlorn or rogula- Vor eamiAlAmen with Uia 0oloadand "Anti- 14o it inn,=50anh,to tho, Clmn Air Aot Nit*back" Aot (40 U.84. 3145), as M, plo- (4 --Miq) and Me Podeval.Water meated by"VPArt=ftt of T-abor rood titans Pollution Control Act as amando(t(33 U.S.C. (29 VM1 Rwt 3, "Oontra"Er Ms and ml-lmj.ViolatIons nurstbo-reported W the On puwje nuflaing or PubiW Federal awarding agomay and bras Fogjarraj K',Drk Vinanaad in Wlwla or in Vart by T,orTns Office of tlia Ravirinnuoutal ProtoQt4on "harts EVOM the UlUbmd St~'J.The Act Agency(RPA). pravl4os Rtat oavb wmUmotor or sub- 01) Ntaiutatm7 Wantlarda and policj:ci ra- re(Aplant moat be jorahtktad Wore Induatair, latinjr to onergy OMWe=y which are eon- bY MW Irtgolm. aRY WtWn maplaYod In the taingil in,Mia stato anMrviaonservation plate umnatmemon,twnupkAlm,or rignir of pubho Ussued In tompbanrn vvia the Nuorgy Pollov wOrke to JOV41 UP AnY Part of the onauponsa- at Gonservation Aot(42 UJS-C.WAQ. titan to winch he or slw W aUwrwjso.ontit;W, (11 Debarmnat "it StisImicmon, (Rxotat;iye: TtW DOn-ViedeW VAIdW TRUNt Mart 3H SSW- tUndars 12HO and =89)--A contract aw%Td pet ed or r"wtud,vialaUcas bo the Iraderal w,2 CYR 120-220)ranters not W meads to awaWtul-,agenC7, tiwn firAptl on Mo jf*vAwMnen.t;w1(Ls Rxutaded (a) Qmtrmt W4Wh- Roam and SaMy ParEws Lftt Vijrstom in Hie System for Award Stau*u,do Aa (40 U.SjM W01-3709). Wliora Mansgatuant (SANI), in accorijanoA with thanSP911CM1110,AU ountracts a"rdod by Eho nark, OMB guldotnum at 2 CV11 10 Gha.t jimplon'tent POdGrAl 9661kY M AxMS of SIODAW Nhat to RT=,Ut1Vo Orders 12rAD (3 MIR Pu% JMG valve th*ownpl"nwnt at niothanics.or labor- Camp- p, 189) and 126RD (3 CPU Part AM M3 nmt t=TvAD 4 1a'QvWkM for COmplIamee Conip-,p.235), Wth 40 MS-C-3702 iml Ill,As xRPPlQmf1(mtQ1d The Exala&0 Parttim Uat Syst-em In SAW 1W D4"UnG[Vt Of LAbw MUlatlons(29 CPR contalms Um wAwm at jpartjas Jabal Ted, eus- Part a).Umdw 40 tL3.C.=02"tbo Act,each powltd-or ctlwrwlw asutudadV RQI Q�-,an Flat MUIVA to'xMVUW the -�?Wl as W.Has dealarod snolt�jiz alb undoi,at�i- vmg'M Of Over TswAgiebo 2nd lalftl9w an tho emery or reqMMory authoatq Wuw than Ex- bwifv of a stawlard wnrk weak of 40 ha=4 e Order 125,19. W*rk Ixt Oxems of the stawhml"rk wvok ig (J) Byrd Anti-Lobbying Anvmamont 41 parnussible pwa"dad that the vmrtw T.4 an U.&C- IW)--Cantraetors that apt or bid. P-AnmWd at A rMA Of Hot lra-Sa tkRA OrW Anil at for an award of 3jWj0Q0 or int"untst ftjo,th'a brdr Unw3 Me basic mtg of Mv Jbr all'baw% rvkulml veTUAMUtIn. Rach Mjw,LqrUfjeA to VmTkod In Axomm at 40 baw-A In Um work b1m tisr abavo tbat tt will nw;aw bag not WMIC.ThO 1"IIMMQSt�J Of 40 UA.C-WM are a Vas UwW-approprla;Wd ftlmda to W imy =pitcablD W WMtr%atunk woru and prowdo raun o ano w r organization for InfivtM at, t no laborur or mmibawis amA bey ro- rornptim,to influence fto of or Braptayea Vtm, d to Wark In or undiw of amy agent-,V,.a mmtw or Cengrgd1K,Officer MWIdng emilItIons WbIch are annnitary, or milployee,of Cougrow,av an aroplayao of a haxardaus car danotrow.Thmo rzquirarnenta raerabor oy Congress t" ecanevt1un wake ob- 11ar not APPLY to the Ptweha=9 Of aupphos or talmsmg a-Mv Federal contmak 4aAnt or any 58 PI.2W,App.111 2 CFR Ch, M.(1-1-14 Mon) othor aw"A I Ovemd by 31 U&a IM2. Bach t1) a"Wyed raparrk. moans an mearch tour roust also d1nalow any lobbyMg wItt and di velopmmt actIvIttas that ara "u- pun-vwoml Ainds Omt Ulm p1mm in vorj ffored [;;y R-AfAml and non-vaderal strut otos n-Man wRb AtWntrm a" Padural awaviL and tnv%nimmou.'phts term Suoh d1mlosurna IM RUTmrdod frOM Mar to tim Invoinng t2M tMDIVIL-of nXis a , .I mdjvjjj I tdar up 0 the mm-Ndarxi award, VmKumh Whraqum A*"monly oajhd m- IX)S"MM PrOOMIUMInt of MCOWAMd seArch trajnlng wbare mch go(.jvjIApr.utiliza matmiaJI. VIO samo fAufflUes as atha romarch aW do- volopmart aat4vfWa and whud mloh uttvl- Appmmmx UI 'ro PA&T 213R—TnDiRxoT Mw aria not ImAadod in tho Instructlaft fanc�, (F&A) Co Mm Wwmvmmim ANu tion. AmoNmLNT,AND RATu Ida to {2) Um gum,tew rmurch moms AN mmuch IPMK MR InTl7wrFONS ()F RIGHPAt gild davelopmont attayttlas that are mpa, HDmAl7m(WH9) =daMod and armountaxt fiat by the m- a Win,au of W MUntional Rinds, Uxaverwty rwam-b, attar INY1 a vondix provides orltarta Aw jdezU- gu .P jjrjaosw of thig docunzont, rarest he mm- MM and computing ImUrect (or Induwt tined as bpnnsmd romaxab mt&j, tba (fa&AY)ratm at 1MU(Institutiona). ltdU%wt, Nmation (F&A)tMata am Um!m What am incurrmd for rrttsda v,omman or Joint ebloat4vns and thmfom and ;�rgjoata hnarmvd: hy IWmal Tj Ron- am rasa 14ftnMfWd rgmbly=d.spoelfwally INUbm'61 agangloq and WbIot Ift- with a pardamlar armommd projont. an.tn vol w the pMozmaca of work othor Mm in- 5trucluonal activiky. CW 2WIV othor Ingutu- atmetion and orgaul%od rammOL Hxmplm tjonal aotmty.. See submMoa RA, Doftnt- of amb Dragraim and projacts Are, faith aou of Facalitten and AdmtWutratiou, for x SOMO ProJects awl emummdW sorTico pra- thWUSMOR of tim "Mp)Bmtjp &f UuUrmt frum,Ilm"Vor,whom any of tbas&azn;qM+2A (F&A)vmt& Arf aroaartakon by the InaUtIlUon wlthO4 oubildo mrAmrt, tb" nuw be (AamMad an Z.Ma jar pundwns gjan InxaftaWn othor RWW%to Imstruatun, orgaulmd vadoaruh, d OtAur fmauganal activiam meam at)n- OUW Vaftmxad not4vit4oa ana as lnatrtki. LIVTUQK or am InstitutRM Oxoavt for lmtnv,- tAem,j"Llyfibles as ftfkywd in tbin"C"am. 00", dotwWwow mmaruh, organUJ4 ra-- a. I-dgfraW,SUR Uknng (JM tMagtgMg mr and Sgar`01,And OU $PM%QrVd aWAVItI43S.33 do- tra]Wng"Uvfflos of an tnxtltutlon�Vxui�pt Ilmd In this DwUom ImItrout(F&A)mtav- for nmarch trainrug u provifta in sun- tMWK Identt od. m this Appendix prx� mutton b,zhi.%tavin IDWILdou M toadMIM am. graph 8,IdmtIfteation and ossignnmut of jn,. t"Oulnot aettvIt1w,Wbather&W are offoritd: dweat f-P&A) ate: And 4gPgolalized sorm(m Iles aIradM toward it&groe or cmtlijoata or radliUm dmombed in2WAG9 SPNWkwd on a mm-oradit basis,and whathu thay am SMUA f"U111,06 of dips Dart, oftgrad Onlough mul" avAdmic' di art- Rxamplas of aWwr UmUlnUuml uUMIfa moon or Sopgratm 41TISIOM'mmh 414 a Sam- Inolado ovarafton of rosidmv hails, dWW My&Whaol dIVISIOM or an Dxtenmon dIvi2 On. Kalb,hnPltale and:WIWM sass imb untom Also OQUBI&Md part of thft iTm)or ftuto4 intArtwuglato atwafam'boalmtorm.Thoulty am. muUmb, And. Whow hmsaw, Dtudont slam tn at% usermanw, to w-nmad to,twvurnity nuarab, Uvmv"'.tat bbra museumr,aml U11mr (1)xwn"Md instmet"s fmd fror"tow M-Ins simflar auwhary coat t gaE^f a a llbil�defirattan SPIXIM5 Inotrualmd CW WaintAg aclawtv Qs- Also Includez am othor catag'arlrs*of UtAvl- tabUARd by grant,Coatmet,or t4m, touts Of Volu& am "IMM11OW&W, tee ag�,mmunt. For ptrpaaeg of t=,= Vderak ..I., ..I. rsftmvi. I.M.W OpIm. tbls activ%y nmy be 000mlared -a En an awmrd mm�or Nmwm won thoukrh an at"WantIng CrPittment ULV lnoludw It In tho z vrvp�da jigs nmrsum9a Imitfuction ftmaLtun, a,Sam pffkA A bmw pqrtod for distriba, (9) LWPffbm?4WI FONaPk loom rammiull, Wr of lAdfrout (P&A) costa is tho parted Afaval4immilb and SdW le'I'Tly ROLIVIttea 131st dul7ift, WML'b the cxmbs am lnalwrod 111M Ary not MPOU"d 'mmarBala anit con. bwm Varjud normaly shouhl eDjnuL% with �McitwntlY,am Wk soptuately Imtdg**A and. the Meal ymr eitatlWhiml by thq Imtktuttan, &I'mang;Od frM DqmTtmmtal moarch, for bidt in any evant the ba-in mod&,auld ba saes POKPONot;Of OU daauMmt,Is not ctmaldiwod "JoOtod as 0 &Vold MaquItlea in tbo (Ita- 2id a majov Nnatleft,but W� a,WL of W CrIbution of Coots. of f1m Imfitaftan. b, NRO&Ar OW pyaWnns.The as it 0- b. Orxmiwd rmaink nuam ail ro,%mGb. jwlbva of tha IndIMA(F&A)m6 allouguou md davolopnmt UUvIUes of an IrMtut4ou Procom N to dk2rlbuto tho tndivect. (V&A� M13b MR SOPaMtMIY bUdgIRW gad aCYCOMW JAMLIJ,JIMCIrIbed in �cttqn lj,ldojjj;jnmtjon fmlaffas: amd asammit-of Indimt(V&A) costv. to .196 59 ATTACHMENT J Financial and Program Monitoring Guidelines Florida has enhanced state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through various funding sources including federal grant funds, The Florida Division of Emergency Management(FDEM) has a responsibility to track and monitor the status of grant activity and items purchased to ensure compliance with applicable Homeland Security Grant Program (HSGP)grant guidance and statutory regulations. The monitoring process is designed to assess a Sub-Recipient agency's compliance with applicable state and federal guidelines. Monitoring is accomplished utilizing various methods Including desk monitoring and on-site visits. There are two primary areas reviewed during monitoring activities-financial and programmatic monitoring. Financial monitoring is the review of records associated with the purchase and disposition of property, projects and contracts. Programmatic monitoring is the observation of equipment purchased, protocols and other associated records. Various levels of financial and programmatic review may be accomplished during this process. Muni car ing,Selection and SchgdULftL Each year the FDEM will conduct monitoring based on a'Risk Assessment". The risk assessment tool is used to help in determining the priority of Sub-Recipients that should be reviewed and the level of monitoring that should be performed. It is important to note that although a given grant may be closed, it is still subject to either desk or on-site monitoring for a five(5) year period following closure. Areas that will be examined inciUSLe: • Management and administrative procedures; • Grant folder maintenance; 9 Equipment accountability and sub-hand receipt procedures; * Program for obsolescence; • Status of equipment purchases; * Status of training for purchased equipment; * Status and number of response trainings conducted to include number trained; * Status and number of exercises; # Status of planning activity; • Anticipated projected completion; * Difficulties encountered in completing projects; o Agency NIMS/ICS compliance documentation; 9 Equal Employment Opportunity(EEO Status); # Procurement Policy FDEM may request additional monitoring/information of the activity, or lack thereof, generates questions from the region, the sponsoring agency or FDEM leadership, The method of gathering this information will be determined on a case-by-case basis. Monitoring Activities: Desk reviews and site visits are two forms of monitoring. Desk monitoring is the review of projects, financial activity and technical assistance between FDEM and the applicant Via e-mail and telephone. On-site monitoring are actual visits to the Sub-Recipient agencies by Division representatives who examines records, procedures and equipment. Desk monitoring is an on-going process. Sub-Recipients will be required to participate in desk top monitoring as determined by FDEM, This contact will provide an opportunity to identify the need for technical assistance(TA)and/or a site visit if FDEM determines that a Sub-Recipient is having difficulty completing their project. 60 As difficulties/deficiencies are identified,the respective region or sponsoring agency will be notified by the program office via email. Information will include the grant Sub-Recipient agency name, year and project description and the nature of the issue in question. Many of the Issues that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to FDEM for assistance, Examples of TA include but are not limited to: * Equipment selection or available vendors a Eligibility of items or services e Coordination and partnership with other agencies within or outside the region or discipline * Record Keeping * Reporting Requirements # Documentation in support of a Request for Reimbursement On-site monitoring will be conducted by FDEM or designated personnel. On-site monitoring visits will be scheduled in advance with the$ub-Recipient agency POC designated in the grant agreement. FDEM will also conduct coordinated financial and grant file monitoring. Subject matter experts from other agencies within the region or state may be called upon to assist in the form of a peer review as needed, On-Site MonlLoring Protoco On-site monitoring visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal year(FFY). Site visits may be combined when geographically convenient. There is a financial)programmatic On-site monitoring checklist to assist in the completion of all required tasks. Site Visit PregaratLo A letter will be sent to the Sub-Recipient agency Point of Contact(POC)outlining the date, time and purpose of the site visit before the planned arrival date.The appointment should be confirmed with the grantee in writing (email is acceptable)and documented in the grantee folder. The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address should be documented in the grantee folder before the site visit. On-Site Moriltorina Visit Once FDEM personnel have arrived at the site,an orientation conference will be conducted. During this time, the purpose of the site visit and the items FDEM Intends to examine will be identified. All objectives of the site visit will be explained during this time. FDEM personnel will review all files and supporting documentation. Once the supporting documentation has been reviewed, a tour/visual/spot inspectlon of equipment will be conducted, Each item selected for review should be visually inspected whenever possible. Bigger items (computers, response vehicles, etc.)should have an asset decal(information/serial number)placed in a prominent location on each piece of equipment as per Sub-Recipient agency requirements. The serial number should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment(large capital expenditures in excess of$1,000. per item). If an item is not available(being used during time of the site visit),the appropriate documentation must be provided to account for that particular piece of equipment. Other programmatic issues can be discussed at this time, such as missing quarterly reports, payment voucher/reimbursement, equipment, questions, etc, Post Monitoring Visit FDEM personnel will review the On-site monitoring worksheets and backup documentation as a team and discuss the events of the On-site monitoring. Within Forty-Five(45)calendar days of the site visit, a post monitoring letter will be generated and sent to the grantee explaining any issues and corrective actions required or commendations. Should no 61 issues or findings be idenfified, a post monitoring letter to that effect will be generated and sent to the Sub-Recipient. The Sub-Recipient will submit a Corrective Action Plan within a timeframe as determined by FDEM. Noncompliance on behalf of sub-grantees is resolved by management under the terms of the Sub-Grant Agreement, The On-site monitoring report and all back up documentation will then be included in the Sub- Recipient's file. 62 ATTACHMENT K EHP GUIDELINES ENVIRONMENTAL PLANNING& HISTORIC PRESERVATION (EHP)COMPLIANCE GUIDELINES The following types of projects are to be submitted to FEMA for compliance review under Federal environmental planning and historic preservation(EHP) laws and requirements prior to initiation of the project: 0 New Construction, Installation and Renovation, including but not limited to, * Emergency Operation Centers * Security Guard facilities * Equipment buildings(such as those accompanying communication towers) * Waterside Structures (such as dock houses, piers, etc.) * Placing a repeater and/or other equipment on an existing tower 0 Renovation of and modification to buildings and structures that are 50 years old or older 0 Any other construction or renovation efforts that change or expand the footprint of a facility or structure including security enhancements to improve perimeter security 0 Physical Security Enhancements,including but not limited to: • Lighting • Fencing • Closed-circuit television (CCTV)systems • Motion detection systems • Barriers, doors, gates and related security enhancements In addition, the erection of communications towers that are included in a jurisdiction's interoperable communications plan Is allowed, subject to all applicable laws, regulations, and licensing provisions. Communication tower projects must be submitted to FEMA for EHP review. EHP DETERMINATION PROCESS I. Submit the Final Screening Memo to the SAA for review prior to funds being expended. II. The SAA will review and notify the Sub-Recipient of its decision. The grantee should incorporate sufficient time and resources into the project planning process to accommodate EHP requirements. APPROVAL PROCESS TO FEMA 1, Prepare a formal written Scope of Work with details outlined in the attached EHP Compliance Requirements, page 2, IL The Final Screening Memo should be attached to all project information sent to the Grant Programs Directorate(GPD) for an EHP regulatory compliance review, Ill. Complete the attached National Environmental Policy Act(NEPA) Compliance checklist lv. Prepare maps Indicating the location(s)of proposed project(Guidance provided) V. Take photographs of the location(s) of proposed project(Guidance provided) Vt. Forward all documents to the SAA. All documents are then forwarded to GPD electronically via the Centralized Scheduling and Information Desk(CSID) at gskcsidndhs.gpY. VII, CSID will send an email confirming receipt of the project description. Vill. FEMA Program Analyst sends notification to SAA when review is complete. SAA notifies Sub- Recipient of FEMA's final decision. lX. THE PROJECT MAY BEGIN ONCE FINAL FEMA APPROVAL IS RECEIVED. Grantee should incorporate sufficient time and resources into the project planning process to accommodate EHP requirements. Grantees must receive written approval from FEMA prior to the use of grant funds for project implementation. 63 ATTACHMENT L REIMBURSEMENT CHECKLIST LA& ING E] 1. Does the amount billed by consultant add up correctly? F] 2. Has all appropriate documentation to denote hours worked been properly signed? ED 3, Have copies of all planning materials and work product(e.g. meeting documents, copies of plans) been included? (Note - If a meeting was held by Sub-Recipient or contractor/consultant of Sub-Recipient,an agenda and signup sheet with meeting date must be Included). 4, Has the invoice from consultant/contractor been included? (Note— grant agreement must be referenced on the Invoice.) Ej 6. Has proof of payment been included? Canceled check Electronic Funds Transfer(EFT)Confirmation Credit Card Statement&payment to credit card company for that statement 6. Has Attachment G (found within Agreement with FIDEM) been completed for this contractor/consultant and included in the reimbursement package? T. Has proof of purchase methodology been included?Please see Form 5 ofRepoffing Forms or Purchasing Basics Attachment it further clarity is needed. Sole Source(approved by FIDEM for purchases exceeding $25,000) State Contract(page showing contract#, price list) —Competitive bid results (e.g. Quotewire, bid tabulation page) Consultant /Con race rs (Note: this aDDIles to contractors also lled randergEaqakdffqp TRAINING T7_ 1. Is the course DHS approved? El 2. Is there a course or catalog number? 1 if not, has FDEM approved the non-DHS training? 4. Have Sign-in Sheets, Rosters and Agenda been provided? ❑ 5. If billing for overtime and/or backfill, has documentation been provided that lists attendee names, department,#of hours spent at training, hourly rate and total amount paid to each attendee? Have documentation from entity's financial system been provided as proof �t_tendees were paid? For backfill, has a clear delineationlcross reference been provided showing who was backfilling who? Ej 6. Have the names on the sign-in sheets been cross-referenced with the names of the individuals for whom training reimbursement costs are being sought? 64 El 7. Has any expenditures occurred in support of the training such as printing costs,costs related to administering the training, planning, scheduling, facilities, materials and supplies, reproduction of materials, and equipment? If so, receipts and proof of payment must be submitted. Canceled check Electronic Funds Transfer(EFT) Confirmation Credit Card Statement& payment to credit card company for that statement 7. Has proof of purchase methodology been included?Please see Form 5 of Reporting Forms or Purchasing Basics Attachment if further clarity is needed. Sole Source(approved by FDEM for purchases exceeding$25,000) State Contract(page showing contract#, price list) Competitive bid results(e.g. Quotewire, bid tabulation page) EXER"I , LJ 1. Has documentation been provided on the purpose/objectives of the exercise? Situation Manual Exercise Plan El 2. If exercise has been conducted are the following Included- After-action report Sign-in sheets Agenda Rosters E:] 3. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee names, department, # of hours spent at exercise, hourly rate and total paid to each attendee? Have documentation from entity's financial system been provided to prove attendees were paid? - For backfill, has a clear delineationlcross reference been provided showing who was backfilling who? 4. Have the names on the sign-in sheets been cross-referenced With the names of the individuals for whom exercise reimbursement costs are being sought? 5. Have any expenditures occurred on supplies (e.g,, copying paper, gloves, tape, etc) in support of the exercise? If so, receipts and proof of payment must be included. Canceled check Electronic Funds Transfer(EFT) Confirmation Credit Card Statement&payment to credit card company for that statement 6. Has any expenditures occurred on rental of spacellocations for exercises planning and conduct, exercise signs, badges, etc,? If so, receipts and proof of payment must be included. Canceled check Electronic Funds Transfer(EFT)Confirmation Credit Card Statement& payment to credit card company for that statement ❑ 7. Has proof of purchase methodology been included? Please see loan 5 of Reporting Forms or Purchasing Basics Attachment if further clarity is needed. Sole Source(approved by FIDEM for purchases exceeding$25,000) State Contract(page shovving contract#, price list) Competitive bid results(e.g. Quotewire, bid tabulation page) 65 am—EA r 1, Have all invoices been included? 2. Has an AEL#been identified for each purchase? 1 If service/warranty expenses are listed, are they only for the performance period of the grant? Ei 4. Has proof of payment been included? Canceled check Electronic Funds Transfer(EFT) Confirmation Credit Card Statement&payment to credit card company for that statement 5. If EHP form needed, has a copy of the approval DHS been included? ] 6. Has proof of purchase methodology been Included? Please see Form 5 of Reporting Forms or Purchasing Basics Attachment if further clarity is needed. Sole Source(approved by FDEM for purchases exceeding$25.000) State Contract(page showing contract#, price list) —.Competitive bid results(e.g. Quotewire, bid tabulation page) EM ILEUCQNFERENCES E] 1. Have all receipts been turned in, itemized and do the dates on the receipts match travel dates? Airplane receipts Proof of mileage (Google or Yahoo map printout or mileage log) —Toll and/or Parking receipts Hotel receipts(is there a zero balance?) Car rental receipts Registration fee receipts —"un t Note, Make sure that meals paid for by conference are not included in per them amount 2. If travel is a conference has the conference agenda been included? 3. Has proof of payment to traveler been included? Canceled check Electronic Funds Transfer(EFT)Confirmation Credit Card Statement & payment to credit card company for that statement Copy of paycheck if reimbursed through payroll MA TCHM FUNDS D 1. Contributions are from Non-Federal funding sources identified? Ej 2. Contributions are from cash or in-kind contributions which may include training investments. Ei 3. Contributions are not from salary, overtime or other operational costs unrelated to training. SALARY POS177OAfS 1. Has a signed timesheet by employee and supervisor been included? 2. Has proof for time worked by the employee been included? Is time period summary included? 66 Statement of Earnings Copy of Payroll Check Payroll Register For fusion center analysts, have the certification documents been provided to the SAA to demonstrate compliance with training and experience standards? .O.RGAYLZAMN 1. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee names, department, # of hours spent at exercise, hourly rate and total paid to each attendee? - Have documentation from entity's financial system been provided to prove attendees were paid? - For backfill, has a clear delineation/cross reference been provided showing who was backfilling who? FOR ALL REINBUtigEMEN TS- THE FINAL CHECK [] 1. Have all relevant forms been completed and included with each requestfor reimbursement? E-1 2. Have the costs Incurred been charged to the appropriate POETE category? 3. Does the total on all Forms submitted match? 4, Has Reimbursement Form been signed by the Grant Manager and Financial Officer? & Has the reimbursement package been entered into Sub-Recipients records/spreadsheet? 6. Have the quantity and unit cost been notated on Reimbursement Budget Breakdown? Ej 7. 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N .,O �' G O ..W N ,fit b R y kA r+ « x+ i �; a� a e�°n� o°Je ` obi '� c arS J 4E s6 °aN' cr Lo .� 2 }a� �"' s+ to � '� C � .� "� � 8 � t4 last � '±+ W � A� 9� by •c.+ a c `^ 4,� C v �°" CL z z z Z z .tea m > R s 0 {p� t�F N N N N N N N N N maw as ' a`"i (UTW yn CL m as C (U qu c tv C m r_ is c E E ri E E r cr fa w w 1 r o m a a _ . m c cIra �a P O O D O ryO_p fl '� udQ7 ,Q�7 •W ,b V97 y� !uA e WAM =:emu EMIRSM 14 w4 W� r AAwtlY.. r Kt Gr AGENDA ITEM SUMMARY FORM File ID: #6766 Date. 11/04/2019 Requesting Department: Department of Fire- Rescue Commission Meeting Date: 12/12/2019 Sponsored By: District Impacted: All Type: Resolution Subject: Establish SpecialRevenue - Urban Area Security Initiative Purpose of Item: Resolution to establish a Special Revenue Project entitled: "The Urban Area Security Initiative ("UASI") Grant Program FY 2019"; appropriating funds in the amount of $6,650,000,00 received from the U.S. Department of Homeland Security, passed directly through the State of Florida Division of Emergency Management and authorizing the City Manager to execute Memoranda of Agreements ("MOA's") with contiguous partners, setting forth their responsibilities in connection with the support of the UASI Project administered by the City of Miami Department of Fire-Rescue. Background of Item: The United States Department of Homeland Security, through the State of Florida Division of Emergency Management (DEM), has sub-granted the Urban Area Security Initiative ("UASI") Grant Program FY 2019 to the City of Miami and its contiguous partners in the amount of$6,650,000,00. This program targets homeland security funding to "high threat" urban areas in order to prevent, respond to, and recover from threats or acts of terrorism and other disasters of natural or man-made origin. These funds will be used, as stipulated by the grant, for the purchase of specialized equipment, to conduct exercises, training and administrative services, and for the development of the Urban Area Homeland Security Strategy, and other planning activities, needed to ensure a successful program. Exhibit 1 is to be provided at time of execution and is to be included as part of Exhibit 2 of the item. It is now appropriate to accept said grant award, establish a special revenue project, and appropriate said grant award therein. In addition, the City Commission authorizes the City Manager to execute Memoranda of Agreements ("MOA's") with contiguous partners, Broward County Emergency Management ("BEMA"), Broward County Sheriff's Office ("BSO"), the City of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City of Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of Pembroke Pines, the City of Sunrise, Miami-Dade County, Monroe County, Palm Beach County Emergency Management, Palm Beach County Sheriff's Office, the Village of Key Biscayne, and regional projects shared across the entire region, setting forth the parties' responsibilities in connection with the development and support of the UASI Program FY 2019 which is administered by the City of Miami Department of Fire-Rescue. Budget Impact Analysis Item is Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: 6 650 000.00 Special Revenue Account No: 11100.189000.431000,0000.00000 Reviewed By Department of Fire-Rescue Johnny Duran Fire Budget Review Completed. 11/04/2019 1:49 PM Department of Fire-Rescue Eloy Garcia Fire Chief Review Completed 11/05/2019 6:20 AM Office of Management and Budget Pedro Lacret Budget Analyst Review Completed 1 1/05/201 9 3:54 PM Office of Management and Budget Christopher M Rose Budget Review Completed 11/05/2019 6:36 PM City Manager's Office €Vikolas Pascual City Manager Review Completed 1110612019 4:13 PM Legfslative Division Valentin J Alvarez Legislative Division Review Completed 11/13/2019 10:20 AM Office of the City Attorney George Wysong ACA Review Completed 11/13/2019 11:47 AM Office of the City Attorney Barnaby L.Min Deputy City Attorney Review Completed 11/13/2019 6:13 PM Office of the City Attorney Victoria Mendez Approved Form and Correctness Completed 11/25/2019 7:46 PM City Commission Maricarmen Lopez Meeting Completed 12/12/2019 9:00 AM Office of the Mayor Mayor's Office Signed by the Mayor Pending Office of the City Clerk City Clerk's Office Signed and Attested by the City Clerk Pending Office of the City Clerk City Clerk's Office Rendered Pending City of Miami I' City Hall .i�� aeaar liar€a *t.: Legislation 3500 Pan American Drive Miami,FL 33133 �.f>> ov.co � www.miami m� Resolution g Enactment Number: R-19-0509 File Number: 6766 Final Action Date:1211212019 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ESTABLISHING A NEW SPECIAL REVENUE PROJECT, TITLED "URBAN AREA SECURITY INITIATIVE ('UASI') GRANT PROGRAM FISCAL YEAR 2019," AND APPROPRIATING FUNDS FOR THE OPERATION OF SAME IN THE AMOUNT OF $6,650,000.00, CONSISTING OF A GRANT FROM THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY DIRECTLY TO THE STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT; AUTHORIZING THE CITY MANAGER TO ACCEPT SAID GRANT AWARD AND TO EXECUTE THE FEDERALLY-FUNDED SUBGRANT AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, AND ANY AND ALL OTHER NECESSARY DOCUMENTS, ALL IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, IN ORDER TO IMPLEMENT THE ACCEPTANCE OF SAID GRANT AWARD; AUTHORIZING THE CITY MANAGER TO EXTEND THE FISCAL YEAR 2019 UASI GRANT PROGRAM, AS NECESSARY; AUTHORIZING THE EXPENDITURE OF FUNDS TO VARIOUS GOVERNMENTAL AGENCIES DESIGNATED FOR HOMELAND SECURITY EXPENSE PURSUANT TO THE UASI GRANT GUIDELINES; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE MEMORANDA OF AGREEMENT(S), IN SUBSTANTIALLY THE ATTACHED FORM(S), WITH CONTIGUOUS PARTNERS OF THE CITY OF MIAMI ("CITY") SETTING FORTH THE PARTIES' RESPONSIBILITIES IN CONNECTION WITH THE DEVELOPMENT AND SUPPORT OF THE UASI PROJECT ADMINISTERED BY THE CITY'S DEPARTMENT OF FIRE-RESCUE, CONTINGENT UPON FUNDING OF SAID PROJECT BEING SECURED. WHEREAS, the United States Department of Homeland Security ("USDHS") is authorized by the Emergency Wartime Supplemental Appropriations Act of 2003 to provide funds to states for subsequent distribution to selected urban areas to address the unique equipment, training, planning, exercise, and operational needs for large urban areas and to assist states in building an enhanced and sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism; and WHEREAS, the USDHS, through the State of Florida Division of Emergency Management ("FDEM"), has sub-granted an Urban Area Security Initiative ("UASI") Grant Program for Fiscal Year (TY") 2019 to the City of Miami ("City") in the amount of$6,650,000.00; and WHEREAS, the City's Department of Fire Rescue ("Fire") will use said funds to continue to address the unique equipment, training, planning, exercise, and operational needs of the City and its contiguous partners and to continue building an enhanced and sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism; and WHEREAS, in accordance with the UASI Grant Program FY 2019 as detailed in the attached Memoranda of Agreements ("MOA"), the City's contiguous partners including Broward County Emergency Management ("BEMA"), Broward County Sheriff's Office ("BSO"), the City of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City of Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of Pembroke Pines, the City of Sunrise, Miami-Dade County, Monroe County, Palm Beach County Emergency Management, Palm Beach County Sheriff's Office, and the Village of Key Biscayne will provide the necessary guidelines to coordinate the UASI Grant Program FY 2019 and will permit the City to reimburse its partners for their eligible expenditures that are compliant with said Project; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The following new Special Revenue Project is established and resources are appropriated as described below: FUND TITLE: UASI Grant Program Fiscal Year 2019 RESOURCES: USDHS directly to FDEM $6,650,000.00 APPROPRIATIONS: $6,650,000.00 Section 3. The City Manager is authorized' to accept said grant award and to execute the federally funded sub-grant agreement, in substantially the attached form, and any and all other necessary documents, all in a form acceptable to the City Attorney, in order to implement the acceptance of and compliance with said grant award. Section 4. The City Manager is further authorized' to extend the FY 2019 UASI Grant Program, as necessary. Section 5. The City Manager is authorized' to execute MOAs, in substantially attached form(s), with the City's contiguous partners including BEMA, BSO, the City of Coral Gables, the City of Coral Springs, the City of Fort Lauderdale, the City of Hialeah, the City of Hollywood, the City of Miami Beach, the City of Miami Gardens, the City of Miramar, the City of Pembroke Pines, the City of Sunrise, Miami-Dade County, Monroe County, Palm Beach County Emergency Management, Palm Beach County Sheriff's Office, and the Village of Key Biscayne for the purpose of setting forth the parties' responsibilities in connection with the development and support of the FY 2019 UASI Grant Program administered by Fire, an UASI sponsoring agency, contingent upon funding of said project being secured. Section 6. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: I 4rladez, i y ttor ey 11/25/2019 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to, those prescribed by applicable City Charter and City Code provisions. Z If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. o c� 9 p 0 to ci Ln Ln %rr LU o � M au w0 4 cn 0 . ar c p 0, ° w QC tea, o 0 C] fli z 0 65 W.! W +�C CL 0 0 w z cCt�L � �C