Item C12
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 17. 2002
Division: Public Safety
Bulk Item: Yes X
No
Department: Fire Marshal
AGENDA ITEM WORDING: Approval of an Agreement with the State of Florida, Division of
Community Affairs, concerning the Hazardous Material Plan, Agreement #02CP-II-II-54-22-031
ITEM BACKGROUND: Every two (2) years, the State of Florida, Department of Community
Affairs, provides the County with funds to perform facility hazards and risk analysis, update our
Hazardous Materials Plan and provide training in Hazardous Materials to county personnel and
responders. A matching amount is not required. The contract requires funds to be used for hazardous
materials related equipment and training,
PREVIOUS RELEVANT BOCC ACTION: The BOCC approved the previous contract on June
20,2001.
CONTRACT/AGREEMENT CHANGES: Contract has changed to yearly rather than every two
years. Half of the analysis will be done in each one-year period.
STAFF RECOMMENDATIONS: Approval
TOTAL COST:
COST TO COUNTY: None
BUDGETED: Yes
No _ N/A
REVENUE PRODUCING: Yes X No
AMOUNTPERMONTH_ Year $2.505.00
APPROVED BY: County Atty YES OMB/Purchasing YES Risk Management YES
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included X
To Follow
Not Required _
DISPOSITION:
AGENDA ITEM #
elL
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONER..,)
CONTRACT SUMMARY
Contract with: DCA. State of Florida Contract #02CP- 11-11-54-22-031
Effective Date:
Ex.piration Date: 71112002
Contract PurposelDescription:
The State of Florida, Department of Community: Affairs provides financial assistance to
the counties to support the conduct of site-specific hazards analysis and hazardous
uiateriaJs training activities. There is no match requirement for these funds.
;
Contract Manager. Bill Surma 6045 Fire Marshal # 14
(Name) (Ext. ) (Department/Stop #)
for BOCe meeting on 4/17/02 Agenda Deadline: 4/3/02
CONTRACT ; COSTS
Total Dollar Value of Contract: $ 2,505,00
Budgeted? YesD No 0 Account Codes;
Grant: $ 2,505.00
County Match: $ N/A
Current Year Portion: S 2,505.00
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ADDmONAL COSrs- --
Estimated Ongoing Costs: $ Iyr For: ;
(Not included in doUar value abov~ (eg. maintenance. utilities, janitorial, salaries. etc.)
CONTRACT REVIEW
Cho.ngcs
1(it!~n Needed
Division Director 0 L YesD No
RiskM...gemem 4-~7.- Ves[]NOg",\,\}~ rc,&l~
O.M.B./Purcbasing #z..ves[]Nog-/~
County Attomey ~2-YesDNog-' ~
Date Out
-
Comments:
OMB Fa"" It.evised 2/27101 MCP #2
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EI09-SB2
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Contract Number: 02CP-11-11-54-22-031
CONTRACTUAL SERVICES AGREEMENT
THIS AGREEMENT is entered into by and between the State of Florida, Department of
Community Affairs, with headquarters in Tallahassee, Florida (hereinafter referred to as the
"Department"), and Monroe County, (hereinafter referred to as the "County").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOllOWING FACTS:
A. WHEREAS, the County represents that it is fully qualified, possesses the requisite skills,
knowledge, qualifications and experience to provide the services identified herein, and does offer to
perform such services, and
B. WHEREAS, the Department and the County recognize the significant threat that hazardous
materials incidents pose to the residents and the environment of the State of Florida; and
C, WHEREAS, safeguarding the lives and property of its residents is an innate responsibility of
the governing body of each county in the State of Florida; and
D. WHEREAS, the 2001 legislature authorized funding to support county hazardous materials
emergency planning through the Department.
NOW, THEREFORE, the Department and the County do mutually agree as follows:
(1) SCOPE OF WORK.
The County shall furnish the necessary personnel, materials, services and facilities
(except as otherwise provided herein) and shall do all things necessary for or incident to the
performance of work and services set forth in this Agreement and in the Scope of Work attached hereto
and incorporated by this reference as Attachment B.
The County shall perform and render such work as an independent Contractor and not
as an agent, representative or employee of the Department. Such work shall be performed in a proper
manner, satisfactory to the Department.
(2) INCORPORATION OF LAWS. RULES. REGULATIONS AND POLICIES,
Both the County and the Department shall be governed by applicable State and Federal
laws, rules and regulations,
(3) PERIOD OF AGREEMENT,
This Agreement shall begin on July 1, 2001 and shall end June 30, 2002, unless
terminated earlier in accordance with the provisions of paragraph (8) of this Agreement.
(4) MODIFICATION OF CONTRACT: REPAYMENTS
Either party may request modification of the provisions of this Agreement. Changes
which are mutually agreed upon shall be valid only when reduced to writing, duly signed by each of the
parties hereto, and attached to the original of this Agreement.
All refunds or repayments to be made to the Department under this Agreement are to be
made payable to the order of "Department of Community Affairs", and mailed directly to the Department
at the follo,,!,ing address:
Department of Community Affairs
Cashier
Finance and Accounting
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
In accordance with 9 215.34(2), Fla, Stat.. if a check or other draft is returned to the
Department for collection, the Department must add to the amount of the check or draft a service fee of
Fifteen Dollars ($15.00) or Five Percent (5%) of the face amount of the check or draft,
(5) RECORD KEEPING
(a) If applicable, County's performance under this Agreement shall be subject to the
federal "Common Rule: Uniform Administrative Requirements for State and Local Governments" (53
Federal Register 8034) or OMB Circular No, A-110, "Grants and Agreements with Institutions of High
Education, Hospitals, and Other Nonprofit Organizations," and either OMS Circular No. A-87, "Cost
Principles for State and Local Governments," OMB Circular No. A-21 , "Cost Principles for Educational
Institutions," or OMB Circular No. A-122, "Cost Principles for Nonprofit Organizations."
(b) All original records pertinent to this Agreement shall be retained by the County for
three years following the date of termination of this Agreement or of submission of the final close-out
report, whichever is later, with the following exceptions:
1, If any litigation, claim or audit is started before the expiration of the three year
period and extends beyond the three year period, the records will be maintained until all litigation, claims
or audit findings involving the records have been resolved.
2. Records for the disposition of non-expendable personal property valued at
$5,000 or more at the time of acquisition shall be retained for three years after final disposition.
3. Records relating to real property acquisition shall be retained for three years
after closing of title,
(c) All records, including supporting documentation of all costs, shall be sufficient to
determine compliance with the requirements and objectives of the Scope of Work and Schedule of
Payments- Attachment B - and all other applicable laws and regulations.
(d) The County, its employees or agents, including all subcontractor or consultants to be
paid from funds provided under this Agreement, shall allow access to its records at reasonable times to
the Department, its employees, and agents. "Reasonable" shall be construed according to the
circumstances but ordinarily shall mean during normal business hours of 8:00 a.m. to 5:00 p.m., local
time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the
Department.
(6) MONITORING AND REPORTING REQUIREMENTS.
(a) The County shall constantly monitor its performance under this Agreement to ensure
that time schedules are being met, the Scope of Work and Schedule of Payments is being accomplished
within specified time periods, and other performance goals are being achieved.
2
(b) The Department shall be entitled at all times to be advised verbally or, if requested,
in writing, of the status of the work being performed by the County, Upon request, a written status report
will be provided within ten (10) days, Either party to the Agreement may request, and be granted upon
reasonable' notice, a conference for the presentation of reports or the resolution of problems.
(c) By October 1, 2001, the County shall submit to the Department the County's timeline
or work schedule for the completion of the scope of work, along with a designated contact person,
address, telephone number, e-mail address and one completed hazards analyses for review. The
County shall also indicate the software program that will be used to generate the hazards analyses (i.e.
CAMEO for Windows). The Department reserves the right to approve, or disapprove, software to be
used to generate hazards analyses,
(7) LIABILITY,
The County, which is a state agency or subdivision, as defined in Section 768.28, F~
Stat., agrees to be fully responsible for its negligent acts or omissions or tortious acts which result in
claims or suits against the Department, and agrees to be liable for any damages proximately caused by
said acts or omissions. Nothing herein is intended to serve as a waiver of sovereign immunity by the
County 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.
(8) DEFAULT: REMEDIES: TERMINATION,
(a) If the necessary funds are not available to fund this agreement as a result of action
by Congress, the state Legislature, the Office of the Comptroller or the Office of Management and
Budgeting, or if any of the following events occur ("Events of Default"), all obligations on the part of the
Department to make any further payment of funds hereunder shall, if the Department so elects,
terminate and the Department may, at its option, exercise any of its remedies set forth herein, but the
Department may make any payments or parts of payments after the happening of any Events of Default
without thereby waiving the right to exercise such remedies, and without becoming liable to make any
further payment:
1, If any warranty or representation made by the County in this Agreement or
any previous Agreement with the Department shall at any time be false or misleading in any respect, or if
the County'shall fail to keep, observe or perform any of the terms or covenants contained in this
Agreement or any previous agreement with the Department and has not cured such in timely fashion, or
is unable or unwilling to meet its obligations thereunder;
2. If any material adverse change shall occur in the financial condition of the
County at any time during the term of this Agreement from the financial condition revealed in any reports
filed or to be filed with the Department, and the County fails to cure said material adverse change within
thirty (30) days from the time the date written notice is sent by the Department.
3. If any reports required by this Agreement have not been submitted to the
Department or have been submitted with incorrect, incomplete or insufficient information;
4. If the County has failed to perform and complete in timely fashion any of the
services required under the Scope of Work attached hereto as Attachment B.
(b) Upon the happening of an Event of Default, then the Department may, at its option,
upon written notice to the County and upon the County's failure to timely cure, exercise anyone or more
of the following remedies, either concurrently or consecutively, and the pursuit of anyone of the
3
following remedies shall not preclude the Department from pursuing any other remedies contained
herein or otherwise provided at law or in equity:
1, Terminate this Agreement, provided that the County is given at least thirty
(30) days prior written notice of such termination. The notice shall be effective when placed in the
United States mail, first class mail, postage prepaid, by registered or certified mail-return receipt
requested, to the address set forth in paragraph (10) herein;
2. Commence an appropriate legal or equitable action to enforce performance
of this Agreement;
3. Withhold or suspend payment of all or any part of a request for payment;
4. Exercise any corrective or remedial actions, to include but not be limited to,
requesting additional information from the County to determine the reasons for or the extent of non-
compliance or lack of performance, issuing a written warning to advise that more serious measures may
be taken if the situation is not corrected, advising the County to suspend, discontinue or refrain from
incurring costs for any activities in question or requiring the County to reimburse the Department for the
amount of costs incurred for any items determined to be ineligible;
5. Exercise any other rights or remedies which may be otherwise available
under law;
(c) The Department may terminate this Agreement for cause upon such written notice
as is reasonable under the circumstances. Cause shall include, but not be limited to, misuse of funds;
fraud; lack of compliance with applicable rules, laws and regulations; failure to perform in a timely
manner; and refusal by the County to permit public access to any document, paper, letter, or other
material subject to disclosure under Chapter 119, Fla, Stat. , as amended,
(d) Suspension or termination constitutes final agency action under Chapter 120, F~
Stat., as amended. Notification of suspension or termination shall include notice of administrative
hearing rights and time frames.
(e) The County shall return funds to the Department if found in non-compliance with
laws, rules, regulations governing the use of the funds or this Agreement.
(f) This Agreement may be terminated by the written mutual consent of the parties.
(g) Notwithstanding the above, the County shall not be relieved of liability to the
Department by virtue of any breach of Agreement by the County, The Department may, to the extent
authorized by law, withhold any payments to the County for purpose of set-off until such time as the
exact amount of damages due the Department from the County is determined,
(9) NOTICE AND CONTACT.
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by
hand delivery, or first class, certified mail, return receipt requested, to the County's contact person. The
County is required to provide the name of a contact person and contact information in Attachment B,
Scope of Work, section 1, Task 1,
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(10) OTHER PROVISIONS.
(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 County in this Agreement, in
any subsequent submission or response to Department request, or in any submission or response to
fulfill the requirements of this Agreement, and such information, representations, and materials are
incorporated by reference. The lack of accuracy thereof or any material changes shall, at the option of
the Department and with thirty (30) days written notice to the County, cause the termination of this
Agreement and the release of the Department from all its obligations to the County.
(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 lie in the County, If any provision hereof is in conflict
with any applicable statute or rule, or is otherwise unenforceable, then such provision shall be deemed
null and void to the extent of such conflict, and shall be deemed severable, but shall not invalidate any
other provision of this Agreement.
(c) No waiver by the Department of any right or remedy granted hereunder or failure to
insist on strict performance by the County shall affect or extend or act as a waiver of any other right or
remedy of the Department hereunder, or affect the subsequent exercise of the same right or remedy by
the Department for any further or subsequent default by the County. Any power of approval or
disapproval granted to the Department under the terms of this Agreement shall survive the terms and life
of this Agreement as a whole.
(d) The Agreement may be executed in any number of counterparts, anyone of which
may be taken as an original.
(e) The County agrees to comply with the Americans With Disabilities Act (Public Law
101-336,42 U.S.C. Section 12101 et sea.), if applicable, which prohibits discrimination by public and
private entities on the basis of disability in the areas of employment, public accommodations,
transportation, State and local government services, and in telecommunications.
(f) A person or affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crime 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 County, supplier, subcontractor, or consultant under a contract with a
public entity, and may not transact busin.ess with any public entity in excess of Category Two for a period
of 36 months from the date of being placed on the convicted vendor list.
(11) AUDIT REQUIREMENTS,
(a) The County agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement.
(b) These records shall be available at all reasonable times for inspection, review, or
audit by state personnel and other personnel duly authorized by the Department. "Reasonable" shall be
construed according to circumstances, but ordinarily shall mean normal business hours of 8:00 a.m. to
5:00 p.m., local time, Monday through Friday,
(c) The County shall also provide the Department with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
5
(d) If the contract amount is $300,000 or more, then the County shall also provide the
Department with an annual financial audit report which meets the requirements of the Single Audit Act of
1984.31 U.S.C. ss. 7501-7507, OMB Circular A-133 for the purposes of auditing and monitoring the
funds awarded under this Agreement. The funding for this Agreement was received by the Department
as a Contractual Services appropriation.
1. The annual financial audit report shall include all management letters and the
County's response to all findings. including corrective actions to be taken.
2. The annual financial audit report shall include a schedule of financial
assistance specifically identifying all Agreement and other revenue by sponsoring agency and
Agreement number.
3, The complete financial audit report, including all items specified in (12)(d) 1
and 2 above, shall be sent directly to:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(e) In the event the audit shows that the entire funds disbursed hereunder, or any
portion thereof. were not spent in accordance with the conditions of this Agreement. the County shall be
held liable for reimbursement to the Department of all funds not spent in accordance with these
applicable regulations and Agreement provisions within thirty (30) days after the Department has notified
the County of such non-compliance.
(f) The County shall retain all financial records. supporting documents. statistical
records. and any other documents pertinent to this contract for a period of three years after the date of
submission of the final expenditures report, However, if litigation or an audit has been initiated prior to
the expiration of the three-year period, the records shall be retained until the litigation or audit findings
have been resolved.
(g) The County shall have all audits completed by an independent certified public
ac<;:ountant(IPA) who shall either be a certified public accountant or a public accountant licensed under
. Chapter 473, Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted
above. . .
(h) The audit is due seven (7) months after the end of the fiscal year of County or by the
date the audit report is issued by the state Auditor General. whichever is later,
(12) SUBCONTRACTS.
(a) If the County subcontracts any or all of the work required under this Agreement, a
copy of the executed subcontract must be forwarded to the Department within thirty (30) days upon
request. The County agrees to include in the subcontract that (i) the subcontractor is bound by all
applicable state and federal laws and regulations. and (ii) the subcontractor shall hold the Department
and County harmless against all claims of whatever nature arising out of the subcontractor performance
of work under this Agreement. to the extent allowed and required by law. All subcontracts shall be
subject to the approval of the Department.
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(13) TERMS AND CONDITIONS.
The Agreement contains all the terms and conditions agreed upon by the parties.
(14) ATTACHMENTS.
(a) All attachments to this Agreement are incorporated as if set out fully herein. The
attachments to this contract are as follows:
Attachment A - Compensation and Financial Reporting Requirements
Attachment B - Scope of Work and Schedule of Payments
Attachment C - County Facility Listing
Attachment D, - Financial Invoice
Attachment E - Federal Lobbying Prohibitions
Attachment F - Copyright, Patent and Trademark
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments hereto, the language of such attachments shall be controlling, but only
to the extent of such conflict or inconsistency.
(15) FUNDING/CONSIDERA TION
(a) This is a fixed fee agreement. As consideration for performance of work rendered
under this Agreement, the Department agrees to pay a fixed fee of up to $2,505.00. Payment will be
made in accordance with the provisions of Attachment A (Compensation and Financial Reporting
Requirements).
,:
(b) The sole intent of this Agreement is to provide financial assistance to the counties to
support the conduct of site-specific hazards analyses and hazardous materials emergency management
activities, It is therefore required that all expenditures paid from this fund be directly related to
hazardous materials preparedness, response, recovery or mitigation activities. Contract funds are not
required to be expended within the contract period, Any payments received after termination of the
Agreement shall be considered payments for work performed pursuant to the Agreement.
(16) STANDARD CONDITIONS.
The County agrees to be bound by the following standard conditions:
(a) 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 Chapter 216, Fla, Stat. or the Florida Constitution,
(b) If otherwise allowed under this Agreement, the Agreement may be renewed on a
yearly basis for a period of up to two (2) years after the initial agreement or for a period no longer than
the term of the original agreement, whichever period is longer, specifying the terms under which the cost
may change as determined in the invitation to bid, request for proposals, or pertinent statutes or
regulations.
(c) All bills for fees or other compensation for services or expenses shall be submitted
in detail sufficient for a proper preaudit and postaudit thereof,
(d) If otherwise allowed under this Agreement, all bills for any travel expenses shall be
submitted in accordance with s. 112,061, Fla. Stat.
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(e) The Department of Community Affairs reserves the right to unilaterally cancel this
Agreement for refusal by the County to allow public access to all documents, papers, letters or other
material subject to the provisions of Chapter 119, Fla. Stat.. and made or received by the County in
conjunction' with this Agreement.
(f) If the County is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Department or be applied against the
Department's obligation to pay the contract amount.
(g) The State of Florida will not intentionally award publicly-funded contracts to any
County 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 ("INA")]. The Department shall consider the employment by any County of unauthorized aliens a
violation of Section 274A(e) of the INA. Such violation by the County of the employment provisions
contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by
the Department.
(17) COPYRIGHT. PATENT AND TRADEMARK
If applicable to this Agreement, refer to Attachment F for terms and conditions relating to
copyrights, patents and trademarks.
(18) LEGAL AUTHORIZATION,
The County certifies with respect to this Agreement that it possesses the legal authority
to receive the funds to be provided under this Agreement and that, if applicable, its governing body has
authorized, by resolution or otherwise, the execution and acceptance of this Agreement with all
covenants and assurances contained herein, The County also certifies that the undersigned possesses
the authority to legally execute and bind County to the terms of this Agreement.
(19) VENDOR PAYMENTS,
Pursuant to Section 215.422, Fla. Stat.. the Department shall issue payments to vendors
within 40 days after receipt of an acceptable invoice and receipt, inspection, and acceptance of goods
andlor services provided in accordance with the terms and conditions of the Agreement. Failure to issue
the warrant within 40 days shall result in the Department paying interest at a rate as established
pursuant to Section 55,03(1) Fla. Stat. The interest penalty shall be paid within 15 days after issuing the
warrant.
Vendors experiencing problems obtaining timely payment(s) from a state agency may
receive assistance by contacting the Vendor Ombudsman at (850) 488-2924 or by calling the State
Comptroller's Hotline at 1-800-848-3792,
8
IN \MTNESS WHEREOF, the parnes hereto have caused thIs contract to be ellecuted by Iheir
undersigned officials as duly authorlzed.
County: MOnroe County
BY:
Name and tiUe:
Cate:
FID*
SAMAS'
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
BY:
Name and Title:
Date:
01 . d
EI09-S82
9
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,i
~oa:€o ao ao jd~
Attachment A
COMPENSATION AND FINANCIAL REPORTING REQUIREMENTS
A. Upon execution of this Agreement, the County shall be compensated for tasks completed in
accordance with the Scope of Work and Schedule of Payments, which are incorporated in this Agreement
as Attachment S, except as provided herein.
S, The payment of the percentages of the fixed fee amount will be made on a performance basis
in accordance with the percentage of work tasks submitted, except that the final 25 percent will not be
released until the final work product is completed, submitted, and determined to be acceptable by the
Department. All hazards analyses shall be received by the Department not later than March 1, 2002
except that a later date may be agreed upon in writing by both parties to this Agreement. Absent any
extenuating circumstances, and except as otherwise provided in this Agreement work submitted after
March 1, 2002 will not be accepted, reviewed or compensated. The Department will be the sole authority
for determining extenuating circumstances and granting extensions to thework submission deadline.
C. Each request for payment shall be initiated by the Department upon receipt of an acceptable
Financial Invoice (Attachment D). The County shall submit an Attachment D, for payment that is
commensurate with the percentage of hazards analyses submitted. The County shall submit an
Attachment D, for the twenty-five (25) percent final payment, to the Department with required corrections
to the hazards analyses within forty-five (45) days of the contract termination date. The Department will
release the final payment only upon a determination that all hazards analyses are complete and
acceptable, an approved copy of the hazards analyses has been sent to the applicable Local Emergency
Planning Committee (LEPC) and notification has been made to all facilities and response agencies that
the hazards analysis information is available upon request. The county emergency management director,
or an official designated in writing by the director, shall sign the Financial Invoice (Attachment D), No
request will be processed until the Financial Invoice is correct and supported by the product which meets
the requirements of this Agreement.
D. In the event that the County submits less than one hundred (100) percent of the hazards
analyses on March 1, 2002, then the payment due shall be reduced by an amount commensurate with the
number of omitted hazards analyses and the number of days late, if any.
E. If the Department finds that the County is not in compliance with the terms of this Agreement,
or is not in compliance with any other grant program administered by the Department, then without waiving
its right to terminate this Agreement, the Department may, with written notice, withhold payment until the
County is in compliance with and is performing satisfactorily under this Agreement or the applicable
requirement of any other grant program administered by the Department. The notice will be sent by
Certified Mail, with return receipt requested, to the designated contact person, Noncompliance under this
section includes, but is not limited to, the County's failure to submit timely, accurate and complete products
required under this Agreement.
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Attachment B
SCOPE OF WORK AND SCHEDULE OF PAYMENTS
HAZARDOUS MATERIALS SITE-SPECIFIC HAZARDS ANALYSES
PURPOSE
Submission of completed hazards analyses that comply with the hazards analysis criteria outlined in
this Attachment. The primary guidance document is the "Technical Guidance for Hazards Analysis." All
hazards analyses shall be consistent with the provisions of this document. Any variation from the
procedures outlined in this document must be requested in writing by certified mail, return receipt requested
and approved by the Department.
I. DESCRIPTION OF WORK
TASK 1: Coordination of Activities
The following includes, but is not limited to, activities to be performed under this Agreement:
A. Notification of the County's contact person, address, telephone number and software utilized
to the Department by October 1, 2001.
B. Submission of one completed hazards analysis by October 1, 2001 for review of consistency
with the established planning criteria.
C. Participation in a technical assistance training session provided by the Department is
necessary to fulfill the Scope of Work, The Department reserves the right to waive this
requirement.
D, Submit a list of facilities in the County believed to have present Extremely Hazardous
Substances (EHSs) as designated by the Environmental Protection Agency (EPA) in
quantities at or above the Threshold Planning Quantity (TPQ), but have not reported to the
SERC and are not included on Attachment C,
E. Notify response agencies within the County of the availability of hazards analyses information
and make that information available upon request.
F, Notify Section 302 facilities of the availability of hazards analysis information and make that
information available upon request.
G. Ensure that the Hazards Analysis information is reflected in the county Local Mitigation
Strategy.
TASK 2: Review and Update of Hazar?s Analvses
A. Review and update hazards analyses for all facilities listed in Attachment C, which have
reported to the State Emergency Response Commission (SERC) that they have present
those specific EHSs designated by the EPA in quantities at or above the TPQ. It is required
11
that each Attachment C facility be contacted by on-site visit to ensure accuracy of hazards
analysis, Each facility hazards analysis must include, but is not limited to, the following items:
1. Facility Information
a. Facility name and address
Provide both physical address (no Post Office Box) and mailing address,
if different. Identify any discrepancies regarding facility name andlor
address compared to the Attachment C listing.
b. Facility Identification
SERC Code and geographic coordinates (latitude and longitude in
degrees, minutes and seconds).
c, Facility Emergency Coordinator
Provide the name, title and telephone number (include 24-hour) of the designated
facility coordinator.
d.
Transportation Routes
;i
List the main routes used within the county to transport chemicals to and
from the facility.
e. Evacuation Routes
Based on wind direction from the North, South, East and West, identify the
route(s) from the facility to exit the Vulnerable Zone (VZ),
h. Historical Accident Record
Describe any past releases or incidents that have occurred at the facility,
Include date, time, chemical name, quantity and number of persons
injured or killed (This information is available from the facility).
2, Hazard Identification
a, Chemical identities
Provide proper chemical name, CAS number and natural physical state of
each EHS present at the facility at any given time according to exhibit C
of the Technical Guidance for Hazards Analysis.
b. Maximum quantity on-site
Express in exact pounds (not range codes) the maximum quantity of
each EHS the facility would have on-site at any given time.
12
c. Amount in largest container or interconnected vessels
Express in pounds the amount of each EHS stored in the largest vessel
or interconnected vessels (This is the release amount used to determine
the Vulnerable Zone).
d. Type and design of storage container or vessel
Indicate the storage method of each EHS, i.e., drum, cylinder, tank, and
their respective capacities (It is helpful to indicate system types such as
manifold versus vacuum as well),
e. Nature of the hazard
Describe the type of hazard most likely to accompany a spill or release of
each EHS, i.e., fire, explosion.
3, Vulnerability Analysis
a. Extent of the Vulnerable Zone
Identify the estimated geographical area that may be subject to
concentrations of an airborne EHS at levels that could cause irreversible
acute health effects or death to human populations within the area
following an accidental release.
b. Estimate Facility Population
Provide an estimate of the maximum number of employees present at the
facility at any given time,
c, Critical Facilities
List facilities and their populations within the VZ which are essential to
emergency response or house special needs populations, i.e" schools,
public safety facilities, hospitals, etc" and their maximum expected
occupancy. Individual critical facility populations and total populations
within VZs shall be provided.
d. Estimated Exposed Population
Provide an estimate of the maximum possible population within the VZ that would'
be affected in a worst case release.
4. Risk Analysis
a. Probability of release
13
Rate the probability of release as Low, Moderate, or High based on
observations at the facility. Considerations should include history of
previous incidents and current conditions and controls at the facility.
b. Severity of consequences of human injury
Rate the severity of consequences if an actual release were to occur,
c. Severity of consequences of damage to
property
Describe the potential damage to the facility, nearby buildings and
infrastructure if an actual release were to occur.
d, Severity of consequences of environmental exposure
Describe the potential damage to the surrounding environmentally
sensitive areas, natural habitat and wildlife if an actual release were to
occur,
B.
Identify those facilities in Attachment C for which a hazards analysis was not submitted.
Supporting documentation must be provided with the list to account for the facilities for which
a hazards analysis was not completed. In addition to the SERC Code Identification,
supporting documentation should indicate:
:t
1, Facility has closed or is no longer in business.
2, Facility is not physically located in the County (indicate appropriate county location, if
known),
3, Facility does not have EHSs on-site or EHSs are below TPQ. These facilities require:
a. A Statement of Determination from the facility representative for the previous
reporting year; or
b, A letter from the facility representative fully explaining why the EHSs are not now
present at or above TPQ and a date when the EHSs were removed from the
facility .
TASK 3: On-Site Visits
A. Conduct a detailed on-site visit for all of the facilities listed in Attachment C, to confirm the
accuracy and completeness of information in the hazards analysis (Task 2),
B, Submit a site plan map with the location of each EHS at the facility and in sufficient detail to
identify:
1. Location of major building(s)
2. Location of container(s) of EHSs
14
3, Location of major streets and entrance(s)
4. North arrow and scale, if determined, or not to scale
C, Provide the date of the on-site visit.
TASK 4: Final Work Product
Submission of one (1) copy of completed hazards analyses for all facilities listed in Attachment C in
a format acceptable to the Department for review and approval. Upon final approval of all analyses
submitted, a complete and corrected second copy shall be sent to the Local Emergency Planning
Committee. A copy of the transmittal letter shall be submitted to the Department.
Submit documentation that all subject facilities and response agencies have been notified of the
availability of the hazards analyses information within the time frames provided in this Agreement.
II. SCHEDULE OF PAYMENTS
A. The first payment of twenty (20) percent of the fixed fee amount is payable upon receipt of
items listed in section 1, Task 1 of this Attachment, which are due on or before
October 1, 2001.
"
B. After the initial payment, the payment percentage will be made on a performance basis that
is commensurable with the percentage of hazards analyses for facilities appearing on
Attachment C submitted and approved as indicated on Attachment D, Financial Invoice. All
hazards analyses shall be received by the Department not later than March 1, 2002 except
that a later date may be agreed upon in writing by both parties to this Agreement. Absent
any extenuating circumstances, and except as otherwise provided in this Agreement, work
submitted after June 1, 2002 will not be accepted, reviewed or compensated.
C. Twenty-five (25) percent of the fixed fee amount will not be released until the final work
product is completed and determined to be acceptable by the Department, a transmittal
letter confirming that an approved copy of the hazards analyses has been sent to the LEPC,
and documentation that all facilities for which a hazards analysis was conducted and
response agencies have been notified of the availability of the hazards analyses information,
This should be completed no later than June 1, 2002.
15
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Attachment D
FINANCIAL INVOICE
FOR
HAZARDOUS MATERIALS HAZARDS ANALYSIS UPDATE
COUNTY/AGENCY
AGREEMENT #
COST CLASSIFICATIONS
AMOUNT
REQUESTED
BY THE COUNTY"
AMOUNT APPROVED
BY THE
DEPARTMENT
1. Contact and Timeline (20% Max.)
$
$
$
$
$
$
2. Hazards Analyses (55% Max,)
3, Final Work Product completed
(25% Max)
TOTAL AMOUNT
$
$
(To be completed by
the Department)
i'
I certify that to the best of my knowledge and belief the billed costs are in accordance with the terms
of the Agreement.
Signature of Authorized OfficialfTitle
Date
TOTAL AMOUNT TO BE PAID AS OF
THIS INVOICE $
AUTHORIZED BY
(To be completed by the Department)
17
Attachment E
Federal Lobbying Prohibitions
The County certifies, by its signature to this Agreement, that to the best of his or her
knowledge and belief:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, 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.
(b) 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 undersigned shall complete and
submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(c) The undersigned shall require that the language of this certification be included in
the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts
under grants, loans, and cooperative agreements) and that all subcontractors shall certify and disclose
according Iy.
This certification is a material representative of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this, certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code, Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
County: Monroe County
Name and Title
18
Attachment F
Copyright, Patent and Trademark
(a) If the County brings to the performance of this Agreement a pre-existing patent or
copyright, the County shall retain all rights and entitlements to that pre-existing patent or copyright
unless the Agreement provides otherwise.
(b) If any discovery or invention arises or is developed in the course of or as a result of
work or services performed under this Agreement, or in any way connected herewith, the County shall
refer the discovery or invention to the Department for a determination whether patent protection will be
sought in the name of the State of Florida. Any and all patent rights accruing under or in connection with
the performance of this Agreement are hereby reserved to the State of Florida. In the event that any
books, manuals, films, or other copyrightable material are produced, the County shall notify the
Department. Any and all copyrights accruing under or in connection with the performance under this
Agreement are hereby reserved to the State of Florida,
(c) Within thirty (30) days of execution of this Agreement, the County shall disclose all
intellectual properties relevant to the performance of this Agreement which he or she knows or should
know could give rise to a patent or copyright. The County shall retain all rights and entitlements to any
pre-existing intellectual property which is so disclosed. Failure to disclose will indicate that no such
property exists. The Department shall then, under Paragraph (b), have the right to all patents and
copyrights which occur during performance of the Agreement.
19