Item C25BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 15, 2011
Bulk Item: Yes X No
Division: Public Works
Department:, Solid Waste Management
Staff Contact Person/Phone #: R. Washington/292-4432
AGENDA ITEM WORDING: Approval of Grant Agreement from the Florida Department of
Environmental Protection (DEP) for the Consolidated Small County Solid Waste Management
Grant funds in the amount of $70,588.
ITEM BACKGROUND: For the past decade Monroe County has received funds from this source.
The amount is not always the same because it depends on the amount made available by the State
Budget.
PREVIOUS RELEVANT BOCC ACTION: Approved
CONTRACT/AGREEMENT CHANGES: None
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: None INDIRECT COST: N/A BUDGETED: Yes No X
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: N/A SOURCE OF FUNDS: Fl. Department of Environmental Protection
REVENUE PRODUCING: Yes X No AMOUNT PER Year $ 70,588
APPROVED BY: County Atty X OMB/Purchasing X Risk Management X
DOCUMENTATION:
MI-1-213.Y1K1ME
Revised 7/09
Included X Not Required
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Contract #
Environmental Protection Effective Date:
Expiration Date:
124SC
10/1/2010
9/30/2011
Contract Purpose/Description: Small County Consolidated Grant towards costs of annual Solid
Waste Haul Out obligation.
Contract Manager: Rosa Washington
(Name)
for BOCC meeting on: June 15, 2011
Total Dollar Value of Contract: 0
Budgeted? Yes® No ❑
Grant: $ 70, 5y�
County Match: $ 0
Estimated Ongoing Costs: _
(Not included in dollar value above)
4432 Public Works - #1
(Ext.) (Department/Stop #)
Agenda Deadline: May 31, 2011
CONTRACT COSTS REVENUE
Current Year Portion: 0
Account Codes: ) q I DUB —
GR it®3--5-30 3�O
ADDITIONAL COSTS
For:
(e.g., maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Director
Date
"" t I
Needed Reviewer
Yes❑ No�?
D�[10Division
Risk Manageme t
lJ=
Yes❑ NoF1
O.M.B./Purchasmg
5-1 3 -11
Yes❑ No `X❑
County Attorney
t3
Yes[—] Nop
Comments:
OMB Form Revised 2/27/01 MCP #2
Florida Department of Rick Scott
Governor
Environmental Protection
Bob Martinez Center Jennifer Carroll
2600 Blair Stone Road Lt. Governor
Tallahassee, Florida 32399-2400
Herschel T.
Vinyard Jr.
Secretary
2010-2011 SMALL COUNTY CONSOLIDATED GRANT AGREEMENT
FOR STATE ASSISTANCE UNDER SECTION 403.7095(3), FLORIDA STATUTES
PART I - GRANT NOTIFICATION INFORMATION
1. Grant Agreement Number: 124SC 2. Date of Award: May 4, 2011
3. Grant Title: SMALL COUNTY CONSOLIDATED GRANT
4. Grant Period: October 1, 2010 - September 30, 2011
5. Grant Amount: $70,588
6. CSFA # and Project Name: 37.012/Small County Consolidated Grants
7. Grantee(s): MONROE COUNTY
Address: 1100 Simonton St., #2-231
Key West, FL 33040
8. Grantee Fiscal Year End: September 30, 2011
9. Federal Employer Identification Number: 596000749
10. Grantee's Authorized Representative:
Name: Heather Carruthers
Title: Mayor/Chairman, Board of County Commissioners
Phone: 305-292-4432
11. Grantee's Contact Person:
Name: Rosa Washington
Title: Senior Administrator
Address: 1100 Simonton St. #2-231
Key West, FL 33040
Phone: 305-292-4432
Any changes to the contact information shown above must be reduced to writing in the form of a letter contact
person identified in paragraph 13.
12. Total county population from official April 1, 2009 population estimates: 77,925
13. Issuing Office:
Mr. Bobby Adams, Grant Manager
Florida Department of Environmental Protection
Bureau of Solid and Hazardous Waste (MS 4555)
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
(850) 245-8736
Any changes to the contact information shown above must be reduced to writing in the form of a Change Order to
this Agreement.
DEP Agreement No. 124SC, Page 1 of 7
ww,,.d �.s-a-e.=_. 3
PART II — GRANT CONDITIONS
GENERAL CONDITIONS:
As consideration for the services rendered by the Grantee under the terms of this Agreement, the Department
shall pay the Grantee on a cost reimbursement basis in an amount not to exceed $70,588 toward the project
described in Attachment A, Grant Work Plan, for direct costs only. Prior written approval from the Department's
Grant Manager shall be required for changes in task budgets between approved budget categories of up to 10% of
the total budget amount for the task. The DEP Grant Manager will transmit a copy of the written approval and
revised task budget to the DEP Procurement Office and the DEP Contracts Disbursements Office for inclusion in
the Agreement file. Changes greater than 10% will require a formal amendment to the Agreement. Any change in
the budget that increases or decreases the total funding amount will require a formal amendment to the
Agreement. The Grantee shall be eligible for reimbursement for work performed on or after October 1, 2010 until
September 30, 2011.
A. The Grantee, using Attachment B, Reimbursement Request Form, shall submit reimbursement
requests upon the completion and submission of deliverables as identified in Attachment A. The Grantee
shall submit a final invoice to the Department no later than October 31, 2011, to assure the availability of
funds for final payment. An original of the Reimbursement Request Form, with summaries and
appropriate contracts attached must be submitted. Reimbursement Request Forms must be signed by
the designated authorized representative. This should be the same person who signed the Grant
Agreement. If there is a change in the authorized representative during the Grant period, the Department
must be notified of the new representative by resolution or minutes of a commission meeting.
B. As an attachment to the Reimbursement Request Form, the Grantee must provide from its accounting
system a listing of expenditures made under this Agreement. The listing shall include, at a minimum, a
description of the goods or services purchased, date of the transaction (check date), voucher number (if
available), check number, amount paid, and vendor name. The Grantee shall comply with the minimum
requirements set forth in Attachment C, Contract Payment Requirements. Authorized travel expenses
are included in the amount of this Agreement and no additional travel expenses above those included in
the allowable items described in paragraph 4 will be authorized. Any requests for reimbursement of
authorized travel expenses must be submitted in accordance with Section 112.061, Florida Statutes.
C. The Grantee shall submit Attachment B, Reimbursement Request Form, in conjunction with progress
reports. The Grantee shall utilize Attachment D, Progress Report Form, to clearly describe what the
expenditures were used for and how such expenditures relate to the allowable items described in
Attachment A. To the extent that the expenditures are used for a specific project, the progress report
should also include a description of problems encountered, problem resolutions, a financial summary of
the project, and any schedule updates.
In addition to the requirements in the paragraph above, the Department will periodically request proof of a
transaction (invoice, payroll register, etc.) to evaluate the appropriateness of costs to the Grant Agreement
pursuant to State and Federal guidelines (including cost allocation guidelines), as appropriate. This information,
when requested, must be provided within thirty (30) calendar days of such request. The Grantee may also be
required to submit a cost allocation plan to the Department in support of its multipliers for fringe benefits. All bills
for amounts due under this Grant Agreement shall be submitted in detail sufficient for a proper pre -audit and post -
audit thereof. State guidelines for allowable costs can be found in the Department of Financial Services'
Reference Guide for State Expenditures at http://www.fldfs.com/aadir/reference%5Fguide.
DEP Agreement No. 124SC, Page 2 of 7
4. Expenditures shall be limited to the following items, as specified in Rule 62-716.510, Florida Administrative Code,
in accordance with Section 403.7095(3), Florida Statutes:
Allowable costs for reimbursement under this Agreement, include:
A. Annual solid waste management program operating costs;
B. Purchasing or repairing solid waste scales;
C. Planning;
D. Costruction and maintenance of solid waste facilities; and
E. Recycling and education programs, which may include solid waste management education for employees
or the public and recycling demonstration projects.
Unallowable costs for reimbursement under this Agreement include:
A. Cell phone expenditures;
B. Indirect, overhead or administrative costs;
C. Promotional items such as T-shirts and other items promoting the program; and
D. Vehicles, unless authorized by this Agreement or an executed amendment to this Agreement.
Specific costs authorized for this Agreement are identified in Attachment A.
5. The Grantee shall maintain books, records and documents directly pertinent to performance under this Agreement
in accordance with generally accepted accounting principles consistently applied. The Department, the State, or
their authorized representatives shall have access to such records for audit purposes duing the term of this
Agreement and for five (5) years following Agreement completion. The Grantee agrees that it will expeditiously
initiate and complete the program work for which assistance has been awarded under this Grant Agreement in
accordance with all applicable provisions of Florida Statutes and the Florida Administrative Code. In the event any
work is subcontracted, the Grantee shall similarly require each subcontractor to maintain and allow access to such
records for audit purposes.
6. A. In addition to the requirements of the preceding paragraph, the Grantee shall comply with the applicable
provisions contained in Attachment E (Special Audit Requirements), attached hereto and made a part
hereof. Exhibit 1 to Attachment E summarizes the funding sources supporting the Agreement for
purposes of assisting the Grantee in complying with the requirements of Attachment E. A revised copy of
Exhibit 1 must be provided to the Grantee for each amendment which authorizes a funding increase or
decrease. If the Grantee fails to receive a revised copy of Exhibit 1, the Grantee shall notify the
Department's Grants Manager to request a copy of the updated information.
B. The Grantee is hereby advised that the Federal and/or Florida Single Audit Act Requirements may further
apply to lower tier transactions that may be a result of this Agreement. The Grantee shall consider the
type of financial assistance (federal and/or state) identified in Attachment E, Exhibit 1 when making its
determination. For federal financial assistance, the Grantee shall utilize the guidance provided under
OMB Circular A-133, Subpart B, Section .210 for determining whether the relationship represents that of a
subrecipient or vendor. For state financial assistance, the Grantee shall utilize the form entitled "Checklist
for Nonstate Organizations Recipient/Subrecipient vs Vendor Determination" (form number DFS-A2-NS)
that can be found under the "Links/Forms" section appearing at the following website:
https:Happs.fldfs.com/fsaa
The Grantee should confer with its chief financial officer, audit director or contact the Department for
assistance with questions pertaining to the applicability of these requirements.
DEP Agreement No. 124SC, Page 3 of 7
C. In addition, the Grantee agrees to complete and submit the Certification of Applicability to Single Audit
Act Reporting, Attachment F, attached hereto and made a part hereof, within four (4) months following
the end of the Grantee's fiscal year. Attachment F should be submitted to the Department's Grants
Development and Review Manager at 3900 Commonwealth Boulevard, Mail Station 93, Tallahassee,
Florida 32399-3000. The Grants Development and Review Manager is available to answer any questions
at (850) 245-2361.
7. A. The Department has the right to terminate a Grant award and demand refund of Grant funds for non-
compliance with the terms of the award, Section 403.7095, Florida Statutes, or the Solid Waste Grants
Program Rule, Chapter 62-716, Florida Administrative Code. Such action may also result in the
Department declaring the local government ineligible for further participation in the program until the local
government complies with the terms of the Grant award. Prior to termination, the Department shall
provide thirty (30) calendar days written notice of its intent to terminate and shall provide the Grantee an
opportunity to consult with the Department regarding the reason(s) for termination.
B. The Department may terminate this Agreement for convenience by providing the Grantee with thirty (30)
calendar days written notice.
8. The Grantee shall obtain all necessary construction -related permits before initiating construction.
9. The State of Florida's performance and obligation to pay under this Grant Agreement is contingent upon an annual
appropriation by the Legislature.
10. This Agreement may be unilaterally canceled by the Department for refusal by the Grantee to allow public access
to all documents, papers, letters, or other material made or received by the Grantee in conjunction with this
Agreement, unless the records are exempt from Section 24(a) of Article I of the State Constitution and Section
119.07(1)(a), Florida Statutes.
11. Pursuant to Section 216.347, Florida Statutes, the Grantee is prohibited from using Grant funds for the purpose of
lobbying the Legislature, the judicial branch, or a State Agency.
12. To the extent required by law, the Grantee will be self -insured against, or will secure and maintain during the life of
this Grant Agreement, Workers' Compensation Insurance for all of its employees connected with the work of this
project and, in case any work is subcontracted, the Grantee shall require the subcontractor similarly to provide
Workers' Compensation Insurance for all of the latter's employees unless such employees are covered by the
protection afforded by the Grantee. Such self-insurance program or insurance coverage shall comply fully with the
Florida Workers' Compensation law. In case any class of employees engaged in hazardous work under this Grant
Agreement is not protected under Workers' Compensation statutes, the Grantee shall provide, and cause each
subcontractor to provide, adequate insurance satisfactory to the Department, for the protection of his employees
not otherwise protected.
13. The Grantee, as an independent contractor and not an agent, representative, or employee of the Department,
agrees to carry adequate liability and other appropriate forms of insurance. The Department shall have no liability
except as specifically provided in this Agreement.
14. Each party hereto agrees that it shall be solely responsible for the negligent or wrongful acts of its employees and
agents. However, nothing contained herein shall constitute a waiver by either party of its sovereign immunity or
the provisions of Section 768.28, Florida Statutes.
15. The Grantee covenants that it presently has no interest and shall not acquire any interest, which would conflict in
any manner or degree with the performance of services required.
16. Reimbursement for equipment or vehicle purchases costing $1,000 or more is not authorized under the terms of
this Project Agreement.
DEP Agreement No. 124SC, Page 4 of 7
17. A. The Grantee may subcontract work under this Agreement without the prior written consent of the
Department's Grant Manager. The payment terms of subcontracts (other than construction and the
purchase of commodities) shall comply with the terms of this Agreement (for example, if payment under
this Agreement is being made on a cost reimbursement basis, then the subcontract should also be cost
reimbursement). The Grantee shall submit a copy of the executed subcontract to the Department within
ten (10) days after execution. The Grantee agrees to be responsible for the fulfillment of all work
elements included in any subcontract and agrees to be responsible for the payment of all monies due
under any subcontract. It is understood and agreed by the Grantee that the Department shall not be liable
to any subcontractor for any expenses or liabilities incurred under the subcontract and that the Grantee
shall be solely liable to the subcontractor for all expenses and liabilities incurred under the subcontract.
B. The Department of Environmental Protection supports diversity in its procurement program and requests
that all subcontracting opportunities afforded by this Agreement embrace diversity enthusiastically. The
award of subcontracts should reflect the full diversity of the citizens of the State of Florida. A list of
minority owned firms that could be offered subcontracting opportunities may be obtained by contacting the
Office of Supplier Diversity at (850) 487-0915.
18. A. No person, on the grounds of race, creed, color, national origin, age, sex, or disability, shall be excluded
from participation in; be denied the proceeds or benefits of; or be otherwise subjected to discrimination in
performance of this Agreement.
B. An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a
contract to provide 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 award or perform work as a contractor, supplier, subcontractor, or
consultant under contract with any public entity, and may not transact business with any public entity. The
Florida Department of Management Services is responsible for maintaining the discriminatory vendor list
and intends to post the list on its website. Questions regarding the discriminatory vendor list may be
directed to the Florida Department of Management Services, Office of Supplier Diversity, at (850) 487-
0915.
19. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity
crime may not perform work as a Grantee, contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity in excess of the threshold amount provided
in Section 287.017, Florida Statutes, for Category Two, for a period of 36 months from the date of being placed on
the convicted vendor list.
20. A. The grantee agrees that it will enroll and participate in the federal E-Verify Program for Employment Verification
under the terms provided in the "Memorandum of Understanding" governing the program. The Grantee further
agrees to provide to the Department, within thirty (30) days of the effective date of this Agreement,
documentation of such enrollment in the form of a copy of the E-Verify "Edit Company Profile" screen which
contains proof of enrollment in the E-Verify Program (this page can be accessed from the "Edit Company
Profile" link on the left navigation menu of the E-Verify employer's homepage.)
B.The Grantee further agrees that it will require each subcontractor that performs work under this Agreement
to enroll and participate in the E-Verify Program within ninety days of the effective date of this Agreement or
within ninety (90) days of the effective date of the contract between the Grantee and the subcontractor,
whichever is later. The Grantee shall obtain from the subcontractor(s) a copy of the "Edit Company Profile"
screen indicating enrollment in the E-Verify Program and make such record(s) available to the Department
upon request.
C. The Grantee further agrees to maintain records of its participation and compliance with the provisions of the
E-Verify program, including participation by its subcontractors as provided above, and to make such records
Available to the Department or other authorized state entity consistent with the terms of the Memorandum of
Understanding.
D. Compliance with the terms of this Employment Eligibility Verification provision is made an express condition
of this Agreement and the Department may treat a failure to comply as a material breach of the Agreement.
DEP Agreement No. 124SC, Page 5 of 7
21. The Grantee shall comply with all applicable federal, state and local rules and regulations in conducting the project
funded under this Agreement. The Grantee acknowledges that this requirement includes compliance with all
applicable federal, state and local health and safety rules and regulations. The Grantee further agrees to include
this provision in all subcontracts issued as a result of this Grant Agreement.
22. The Department may at any time, by written order designated to be a change order, make any change in the
contact information identified in Section I of this Agreement. All change orders are subject to the mutual
agreement of both parties as evidenced in writing. Any change, which causes an increase or decrease in the
Grantee's cost or time, shall require formal amendment to this Agreement.
23. Land acquisition is not allowed under the terms of this Agreement.
24. If a court deems any provision of this Agreement void or unenforceable, that provision shall be enforced only to the
extent that it is not in violation of law or is not otherwise unenforceable and all other provisions shall remain in full
force and effect.
25. This Agreement represents the entire Agreement of the parties. Any alterations, variations, changes,
modifications or waivers of provisions of this Agreement shall only be valid when they have been reduced to
writing, duly signed by each of the parties hereto, and attached to the original of this Agreement, unless otherwise
provided herein.
DEP Agreement No. 124SC, Page 6 of 7
PART III - OFFER AND ACCEPTANCE
The State of Florida, acting by and through the Department of Environmental Protection, hereby offers assistance to the
county of MONROE for all allowable costs incurred up to and not exceeding $70,588.
THE STATE OF FLORIDA BY THE DEPARTMENT OF ENVIRONMENTAL PROTECTION:
Charles F. Goddard, Chief, Date
Bureau of Solid & Hazardous Waste
Department of Environmental Protection
Approved as to form and legality:
This form has been pre -approved as to
Form and legality by Chris McGuire,
Senior Assistant General Counsel, on
September 8, 2010 for use for one year.
In accepting this award and any payments made pursuant thereto, (1) the undersigned represents that they are duly
authorized to act on behalf of the recipient county, and (2) the Grantee does hereby agree to perform in accordance with
the terms and conditions set forth in this Agreement, Attachment A, Grant Work Plan, and all attachments and exhibits
named herein which are attached hereto and incorporated by reference. For purposes of this Agreement, the terms
"Contract" and "Agreement" and the terms "Grantee", 'Recipient" and "Contractor", are used interchangeably.
BY AND ON BEHALF OF THE DESIGNATED RECIPIENT COUNTY:
Signature of Authorized Representative Date
Heather Carruthers
Mayor/Chairman, Board of County Commissioners
Please return to:
Department of Environmental Protection
Bureau of Solid and Hazardous Waste
Waste Reduction Section - M.S. # 4555
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
List of attachments/exhibits included as part of this Agreement:
MOP4E
� CC UN TY A N
P R�✓��^''N AS
/-
EDRO J. M RCADO
A - ISTANT CO TY ATTORNEY
Date St 3//
Specify Letter/
Type Number Description (include number of pages)
Attachment A Grant Work Plan (4 Pages)
Attachment B Reimbursement Request Form and Instructions (2 Pages)
Attachment C Contract Payment Requirements (1 Page)
Attachment D Progress Report Form (2 Pages)
Attachment E Special Audit Requirements (5 Pages)
Attachment F Certification of Applicability to Single Audit Act Reporting (3 Pages)
DEP Agreement No. 124SC, Page 7 of 7
ATTACHMENT A
GRANT WORK PLAN
Project Title: Small County Consolidated Grant Agreement (Monroe County 124SC)
Project Location: Monroe County, FL
Project Background: There are no open landfills in Monroe County, Fl. The solid waste,
marine debris and recyclables collected have . to be hauled out of the county daily (Monday —
Saturday) to our contractor's (Waste Management Inc. 's) facility in Pompano, Fl. This grant
will be used to off -set a small portion of the haul -out program.
Project Description: Provide a detailed description of the work to be performed for the project.
Project descriptions should include specific tasks for the completion of the project, deliverables
specific to the tasks (required reports such as progress reports and final reports are not
deliverables as they are required by all agreements and are not project specific), estimated
timeline for the completion of the tasks and submittal of the deliverables and the criteria that will
be used to evaluate the successful completion of the task. The following format is recommended:
I.Task. Transport solid waste, marine debris and recyclables to its final destination.
Cost: ($80.09 per ton)
la.Deliverable: Number of tons collected and hauled.
Completion Date: 09130111
Budget Information: (provide the following information for the budget for each task):
Salaries: N/A
Fringe Benefits: N/A
Travel: N/A
Revised 7/10
DEP Agreement 124SC, Attachment A, Page 1 of 2
Contractual. This is part of our Solid Waste Disposal Contract.
Equipment. N/A
Supplies/Other Expenses: N/A
Land. N/A
Indirect. N/A
NOTE: IF THERE IS MATCH, THE SAME DETAIL MUST BE PROVIDED FOR ALL
MATCH PROVIDED. IF MATCH IS BEING PROVIDED BY AN ENTITY OTHER
THAN THE GRANTEE, A LETTER OF COMMITMENT FROM THE ENTITY MUST
BE SUBMITTED AND KEPT IN THE FILE. IN KIND MATCH MUST BE
CALCULATED AT THE FAIR MARKET VALUE FOR THE WORK BEING
CLAIMED.
THIS SHOULD BE DONE FOR EACH TASK TO BE COMPLETED UNDER THIS
AGREEMENT.
Revised 7/10
DEP Agreement 124SC, Attachment A, Page 2 of 2
ATTACHMENT B
PAYMENT REQUEST SUMMARY FORM
Grantee: Monroe County
Mailing Address:
DEP Agreement No.: 124SC
Date Of Request:
Reimbursement Amount
Requested: $
Grantee's Grant Manager:
Payment Request No.:
Performance
Period:
Task
No..
GRANT EXPENDITURES SUMMARY SECTION
(Effective Date of Grant through End -of -Grant Periodl
CATEGORY OF EXPENDITURE
AMOUNT OF THIS REQUEST
TOTAL CUMULATIVE
PAYMENTS
Salaries
$N/A
$N/A
Fringe Benefits
$N/A
$N/A
Travel (if authorized)
$N/A
$N/A
Subcontracting:
$
$
Equipment Purchases
$N/A
$N/A
Supplies/Other Expenses
$N/A
$N/A
TOTAL AMOUNT
$
$
GRANT AWARD AMOUNT
$70,588
Less Total Cumulative Payments of:
$
GRANT AWARD BALANCE
$
GRANTEE CERTIFICATION
The undersigned certifies that the amount being requested for reimbursement above
was Tor items that were charQea to anu utinzecl
Grantee's Grant Manager's Signature
Print Name
Telephone Number
DEP 55-223 (07/10)
DEP Agreement No. 124SC, Attachment B, Page I of 2
for the above cited grant activities.
Grantee's Fiscal Agent
Print Name
Telephone Number
INSTRUCTIONS FOR COMPLETING
PAYMENT REQUEST SUMMARY FORM
GRANTEE: Enter the name of the grantee's agency.
MAILING ADDRESS: Enter the address that you want the state warrant sent.
DEP AGREEMENT NO.: This is the number on your grant agreement.
DATE OF REQUEST: This is the date you are submitting the request.
TASK AMOUNT REQUESTED: This should match the amount on the "TOTAL TASK BUDGET AMOUNT" line for the
"AMOUNT OF THIS REQUEST'column.
GRANTEE'S GRANT MANAGER: This should be the person identified as grant manager in the grant Agreement.
PAYMENT REQUEST NO.: This is the number of your payment request, not the quarter number.
PERFORMANCE PERIOD: This is the beginning and ending date of the invoice period.
TASK NO.: Enter the number of the task that you are requesting payment for.
GRANT EXPENDITURES SUMMARY SECTION:
"AMOUNT OF THIS REQUEST" COLUMN: Enter the amount that was paid out for this task during the invoice
period for which you are requesting reimbursement. This must agree with the budget category as in the currently approved
budget in the current Grant Work Plan of your grant Agreement. Do not claim expenses in a budget category that does not
have an approved budget. Do not claim items that are not specifically identified in the current Budget Narrative section of
the current Grant Work Plan. Enter the column total on the "TOTAL AMOUNT' line. Enter the amount of the task on the
"TOTAL TASK BUDGETAMOUNT' line. Enter the total cumulative amount of this request and all previous payments on
the "LESS TOTAL CUMULATIVE PAYMENTS OF' line. Deduct the "LESS TOTAL CUMULATIVE PAYMENTS OF"
from the "TOTAL TASK B UDGET AMOUNT' for the amount to enter on the "TOTAL REMAINING TN TASK" line.
"TOTAL CUMULATIVE PAYMENTS" COLUMN: Enter the cumulative amounts that have been claimed to date for
reimbursement by budget category. The final report should show the total of all payments; first through the final payment
(this amount cannot exceed the approved budget amount for that budget category for the task you are reporting on). Enter
the column total on the "TOTALS" line. Do not enter anything in the shaded areas.
GRANTEE CERTIFICATION: Must be signed by both the Grantee's Grant Manager as identified in the grant
agreement and the Grantee's Fiscal Agent.
NOTE: If claiming reimbursement for travel, you must include copies of receipts and a copy of the travel
reimbursement form approved by the Department of Financial Services, Chief Financial Officer.
DEP 55-223 (07/10)
DEP Agreement No. 124SC, Attachment B, Page 2 of 2
ATTACHMENT C
Contract Payment Requirements
Florida Department of Financial Services, Reference Guide for State Expenditures
Cost Reimbursement Contracts
Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category
(salary, travel, expenses, etc.) Supporting documentation must be provided for each amount for which
reimbursement is being claimed indicating that the item has been paid. Check numbers may be provided in lieu of
copies of actual checks. Each piece of documentation should clearly reflect the dates of service. Only expenditures
for categories in the approved contract budget should be reimbursed.
Listed below are examples of the types of documentation representing the minimum requirements:
(1) Salaries: A payroll register or similar documentation should be submitted. The payroll register
should show gross salary charges, fringe benefits, other deductions and net pay. If an
individual for whom reimbursement is being claimed is paid by the hour, a document
reflecting the hours worked times the rate of pay will be acceptable.
(2) Fringe Benefits: Fringe Benefits should be supported by invoices showing the amount paid on behalf of
the employee (e.g., insurance premiums paid). If the contract specifically states that
fringe benefits will be based on a specified percentage rather than the actual cost of fringe
benefits, then the calculation for the fringe benefits amount must be shown.
Exception: Governmental entities are not required to provide check numbers or copies
of checks for fringe benefits.
(3) Travel: 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 or
electronic means.
(4) Other direct costs: Reimbursement will be made based on paid invoices/receipts. If nonexpendable property
is purchased using State funds, the contract should include a provision for the transfer of
the property to the State when services are terminated. Documentation must be provided
to show compliance with Department of Management Services Rule 60A-1.017, Florida
Administrative Code, regarding the requirements for contracts which include services and
that provide for the contractor to purchase tangible personal property as defined in
Section 273.02, Florida Statutes, for subsequent transfer to the State.
(5) In-house charges: Charges which may be of an internal nature (e.g., postage, copies, etc.) may be
reimbursed on a usage log which shows the units times the rate being charged. The rates
must be reasonable.
For contracts between state agencies, and for contracts between universities, alternative documentation may be
submitted to substantiate the reimbursement request. This may be in the form of FLAIR reports or other similarly
detailed reports.
The Florida Department of Financial Services, online Reference Guide for State Expenditures can be found at this
web address: hD://www.fldfs.com/aadir/reference guide.htm
DEP 55-219 (05/2008)
DEP Agreement No.124SC, Attachment C, Page 1 of 1
ATTACHMENT D
PROGRESS REPORT FORM
DEP Agreement No.:
124SC
Grantee Name:
Monroe County
Grantee Address:
Grantee's Grant Manager:
Telephone No.:
Reporting Period:
Provide a description of what expenditures were used for and how such expenditures relate
to one of the allowable items described in the Grant Agreement.
If expenditures were used for a specific project, include how the expenditures relate to the
specific project, a description of any problems encountered and problem resolutions.
DEP Agreement No. 124SC, Attachment D, Page 1 of 2
Identify below, and attach copies of, any relevant work products being submitted for the
project for this reporting period (e.g., photographs of equipment purchased or work
accomplished, etc.)
Provide actual costs to date:
Amount of
Amount of
Expenditures
Expenditures
Prior to this
for this Total of Amount of
Expenditure
Reporting
Reporting Expenditures to
Category
Period
Period Date
Salaries
Fringe Benefits
Travel
Subcontracting
Equipment
Supplies/Other Expenses
This report is submitted in accordance with the reporting requirements of DEP Agreement No.
124SC and accurately reflects the activities and costs associated with the subject project.
Signature of Grantee's Grant Manager
DEP Agreement No. 124SC, Attachment D, Page 2 of 2
Date
ATTACHMENT E
SPECIAL AUDIT REQUIREMENTS
The administration of resources awarded by the Department of Environmental Protection (which may be referred to
as the "Department", 'DEP", 7DEP" or "Grantor", or other name in the contract/agreement) to the recipient
(which may be referred to as the "Contractor", Grantee" or other name in the contract/agreement) may be subject
to audits and/or monitoring by the Department of Environmental Protection, as described in this attachment.
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In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, F.S., as
revised (see "AUDITS" below), monitoring procedures may include, but not be limited to, on -site visits by
Department staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By
entering into this Agreement, the recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Department of Environmental Protection. In the event the
Department of Environmental Protection determines that a limited scope audit of the recipient is appropriate, the
recipient agrees to comply with any additional instructions provided by the Department to the recipient regarding
such audit. The recipient fiuther agrees to comply and cooperate with any inspections, reviews, investigations, or
audits deemed necessary by the Chief Financial Officer or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB
Circular A-133, as revised.
In the event that the recipient expends $500,000 or more in Federal awards in its fiscal year, the recipient
must have a single or program -specific audit conducted in accordance with the provisions of OMB Circular
A-133, as revised. EXHIBIT 1 to this Agreement indicates Federal funds awarded through the Department
of Environmental Protection by this Agreement. In determining the Federal awards expended in its fiscal
year, the recipient shall consider all sources of Federal awards, including Federal resources received from
the Department of Environmental Protection. The determination of amounts of Federal awards expended
should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of
the recipient conducted by the Auditor General in accordance with the provisions of OMB Circular A-133,
as revised, will meet the requirements of this part.
In connection with the audit requirements addressed in Part I, paragraph 1, the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as
revised.
3. If the recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the
recipient expends less than $500,000 in Federal awards in its fiscal year and elects to have an audit
conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must
be paid from non -Federal resources (i.e., the cost of such an audit must be paid from recipient resources
obtained from other than Federal entities).
4. The recipient may access information regarding the Catalog of Federal Domestic Assistance (CFDA) via
the internet at http://l2.46.245.173/cfda/cfda.html.
DEP 55-215 (03/09)
DEP Agreement No. 124SC, Attachment E, Page 1 of 5
PART II: STATE FUNDED
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2)(m), Florida Statutes.
In the event that the recipient expends a total amount of state financial assistance equal to or in excess of
$500,000 in any fiscal year of such recipient, the recipient must have a State single or project -specific audit
for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Department
of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General. EXHIBIT 1 to this Agreement indicates state financial
assistance awarded through the Department of Environmental Protection by this Agreement. In
determining the state financial assistance expended in its fiscal year, the recipient shall consider all sources
of state financial assistance, including state financial assistance received from the Department of
Environmental Protection, other state agencies, and other nonstate entities. State financial assistance does
not include Federal direct or pass -through awards and resources received by a nonstate entity for Federal
program matching requirements.
2. In connection with the audit requirements addressed in Part II, paragraph 1; the recipient shall ensure that
the audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes submission
of a financial reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters 10.550
(local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor
General.
If the recipient expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted
in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the
recipient expends less than $500,000 in state financial assistance in its fiscal year, and elects to have an
audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit
must be paid from the non -state entity's resources (i.e., the cost of such an audit must be paid from the
recipient's resources obtained from other than State entities).
4. For information regarding the Florida Catalog of State Financial Assistance (CSFA), a recipient should
access the Florida Single Audit Act website located at https:Happs.fldfs.com/fsaa for assistance. In
addition to the above websites, the following websites may be accessed for information: Legislature's
Website at bap://www.leg.state.fl.us/Welcome/index.cfm State of Florida's website at
hqp://www.m3Dorida.com/, Department of Financial Services' Website at http://www.fldfs.com/ and the
Auditor General's Website at http://www.state.fl.us/audgen.
PART III: OTHER AUDIT REQUIREMENTS
(NOTE: This part would be used to speck any additional audit requirements imposed by the State awarding entity
that are solely a matter of that State awarding entity's policy (i.e., the audit is not required by Federal or State laws
and is not in conflict with other Federal or State audit requirements). Pursuant to Section 215.97(8), Florida
Statutes, State agencies may conduct or arrange for audits of State financial assistance that are in addition to audits
conducted in accordance with Section 215.97, Florida Statutes. In such an event, the State awarding agency must
arrange for funding the full cost of such additional audits.)
PART IV: REPORT SUBMISSION
Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and
required by PART I of this Attachment shall be submitted, when required by Section .320 (d), OMB
Circular A-133, as revised, by or on behalf of the recipient directly to each of the following:
DEP 55-215 (03/09)
DEP Agreement No. 124SC, Attachment E, Page 2 of 5
A. The Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General, MS 40
3900 Commonwealth Boulevard
Tallahassee, Florida 32399-3000
B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of
copies required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised, should be
submitted to the Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10th Street
Jeffersonville, IN 47132
Submissions of the Single Audit reporting package for fiscal periods ending on or after January 1,
2008, must be submitted using the Federal Clearinghouse's Internet Data Entry System which can
be found at hgp:Hharvester.census.gov/fac/
C. Other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f),
OMB Circular A-133, as revised.
2. Pursuant to Section .320(f), OMB Circular A-133, as revised, the recipient shall submit a copy of the
reporting package described in Section .320(c), OMB Circular A-133, as revised, and any management
letters issued by the auditor, to the Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General, MS 40
3900 Commonwealth Boulevard
Tallahassee, Florida 32399-3000
3. Copies of financial reporting packages required by PART II of this Attachment shall be submitted by or on
behalf of the recipient directly to each of the following:
A. The Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General, MS 40
3900 Commonwealth Boulevard
Tallahassee, Florida 32399-3000
B. The Auditor General's Office at the following address:
State of Florida Auditor General
Room 401, Claude Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP 55-215 (03/09)
DEP Agreement No. 124SC, Attachment E, Page 3 of 5
4. Copies of reports or management letters required by PART III of this Attachment shall be submitted by or
on behalf of the recipient directly to the Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General, MS 40
3900 Commonwealth Boulevard
Tallahassee, Florida 32399-3000
5. Any reports, management letters, or other information required to be submitted to the Department of
Environmental Protection pursuant to this Agreement shall be submitted timely in accordance with OMB
Circular A-133, Florida Statutes, or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and
for -profit organizations), Rules of the Auditor General, as applicable.
6. Recipients, when submitting financial reporting packages to the Department of Environmental Protection
for audits done in accordance with OMB Circular A-133, or Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General, should indicate the date
that the reporting package was delivered to the recipient in correspondence accompanying the reporting
package.
PART V: RECORD RETENTION
The recipient shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a
period of 5 years from the date the audit report is issued, and shall allow the Department of Environmental
Protection, or its designee, Chief Financial Officer, or Auditor General access to such records upon request. The
recipient shall ensure that audit working papers are made available to the Department of Environmental Protection,
or its designee, Chief Financial Officer, or Auditor General upon request for a period of 3 years from the date the
audit report is issued, unless extended in writing by the Department of Environmental Protection.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP 55-215 (03/09)
DEP Agreement No. 124SC, Attachment E, Page 4 of 5
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ATTACHMENT F
CERTIFICATION OF APPLICABILITY TO SINGLE AUDIT ACT REPORTING
Grantee's Name: Monroe County
Grantee Fiscal Year Period: FROM: TO:
Total State Financial Assistance Expended during Grantee's most recently completed Fiscal Year:
Total Federal Financial Assistance Expended during Grantee's most recently completed Fiscal Year:
CERTIFICATION STATEMENT:
I hereby certify that the above information is correct.
Signature Date
Print Name and Position Title
DEP Agreement No. 124SC, Attachment F, Page 1 of 3
INSTRUCTIONS FOR COMPLETING THE ATTACHMENT
Grantee Fiscal Year Period: FROM: Month/Year TO: Month/Year
NOTE: THIS SHOULD BE THE GRANTEE'S FISCAL YEAR FROM (MONTHIYEAR) TO
(MONTHIYEAR).
Total State Financial Assistance Expended during Grantee's most recently completed Fiscal Year:
NOTE: THIS AMOUNT SHOULD BE THE TOTAL STATE FINANCIAL ASSISTANCE
EXPENDED FROM ALL STATE AGENCIES, NOT JUST DEP.
$
Total Federal Financial Assistance Expended during Grantee's most recently completed Fiscal Year:
NOTE: THIS AMOUNT SHOULD BE THE TOTAL FEDERAL FINANCIAL ASSISTANCE
EXPENDED FROM ALL FEDERAL AGENCIES, NOT JUST THROUGH DEP.
The Certification should be signed by your Chief Financial Officer.
Please print the name and include the title and date of the signature.
DEP Agreement No. 124SC, Attachment F, Page 2 of 3
CERTIFICATION OF APPLICABILITY TO SINGLE AUDIT ACT REPORTING
FREQUENTLY ASKED QUESTIONS
1. Question: Do I complete and return this form when I return my signed
Agreement/Amendment?
Answer: No, this form is to be completed and signed by your Chief Financial Officer
and returned 4 months after the end of your fiscal year.
2. Question: Can I fax the form to you?
Answer: Yes, you can fax the Certification form, the fax number is 850/245-2411.
3. Question: How can I submit the form if our audit is not completed by the due date of
this letter?
Answer: You should be able to complete the form from the information in your
accounting system. This is just to let our Office of the Inspector General know which
entities they should be getting an audit from. If you are under the threshold you do not
have to submit a copy of your audit, only the Certification form.
4. Question: Do you only want what we received from DEP?
Answer: No, the Single Audit is the TOTAL AMOUNT of funds that you expended
towards all state or federal grants that you receive. You should list those that are specific
to DEP on the form.
5. Question: Do I have to submit the completed form and a copy of my audit?
Answer: No, you do not have to submit your audit unless you are over the threshold of
$500,000. If you would prefer_ to submit your audit (CAFR) instead of the form, that is
fine. You must submit a paper copy of your audit, we cannot receive it electronically.
6. Question: Our CAFR will not be ready before your due date and we don't have the
information necessary to complete the certification. Can we get an extension?
Answer: Yes, just send us an Email letting us know when you will have your CAFR
completed and we will place the Email with your letter in our file so that you don't get a
2nd notice.
7. Question: Can I submit my Certification Form or CAFR electronically?
Answer: Yes, you can submit them by Email to Debbie. skeltongdep.state. fl.us
DEP Agreement No. 124SC, Attachment F, Page 3 of 3