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FY2020 06/16/2021 GAS cougr�Y`�.� �� Kevin Madok, CPA �E { Clerk of the Circuit Court& Comptroller-- Monroe County, Florida DATE: June 29, 2021 TO: Jeff Manning, Sr. Planner Emergency Management FROM: Pamela G. HancocC. SUBJECT: June 16'BOCC Meeting Enclosed are four duplicate originals of the following item, executed on belialf of Monroe County, for your handling: C9 Urban Area Security Initiative, Fiscal Year 2020, Memorandum of Agreement with die-City of Miami concerning a United States Department of Homeland Security Office of Grants and Training Grant, dirougli die State of Florida Division of Emergency Management Sub-Grant Agreement R0232, in the amount of$264,836.00,with no county match required. Once you leave obtained the signature for the City of Miami, please be sure to send this office a duplicate original for the record. Sliould you have any questions please feel free to contact me at(305) 292-3550. cc: County Attorney Finance File KEY WEST MARATHON PLANTATION KEY PKIROTH BUILDING 500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070 305-294-4641 305-289-6027 305-852-7145 305-852-7145 i i `'� sJl CITY OF MIAMI `" DOCUMENT ROUTING FORM �.*:Itt Bti AAEiEA.ki"° i ORIGINATING DEPARTMENT: Fire-Rescue L 1 5 2021 DEPT. CONTACT PERSON: Maria T. Martinez EXT. 1672 NAME OF OTHER CONTRACTUAL PARTY/ENTITY: "Monroe County, IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? ❑ YES X NO TOTAL CONTRACT AMOUNT: $ FUNDING INVOLVED? ❑ YES X NO TYPE OF AGREEMENT: ❑MANAGEMENT AGREEMENT ❑PUBLIC WORKS AGREEMENT PROFESSIONAL SERVICES AGREEMENT ❑MAINTENANCE AGREEMENT X GRANT AGREEMENT ❑ INTER-LOCAL AGREEMENT ❑EXPERT CONSULTANT AGREEMENT ❑LEASE AGREEMENT El LICENSE AGREEMENT ❑ PURCHASE OR SALE AGREEMENT OTHER:(PLEASE SPECIFY:Memorandum of Agreement PURPOSE OF ITEM(BRIEF SUMMARY):To execute FY 2020 Urban Area Security Initiative ("UASI") —Memorandum of Agreement("MOA"). COMMISSION APPROVAL DATE: 4/8/2021 FILE ID: 8649 ENACTMENT NO.: R-21-0142 IF THIS DOES NOT REQUIRE COMMISSION APPROVAL,PLEASE EXPLAIN: ROB TICC ,iN „R TI Date PLEASE PRINT AND SIGN PRINT: Ty McGann, AFC APPROVAL BY DEPARTMENTAL DIRECTOR 7/2/21 SIGNATURE: SUBMITTED TO RISK MANAGEMENT 7/2/21 PRINT:ANN—A j, �SHARPE SIGNATURE: ' SUBMITTED TO CITY ATTORNEY PRINT: VICTORIA MENDEZ TMF SIGNATURE: MID 21-151 PRINT: APPROVAL BY ASSISTANT CITY MANAGER SIGNATURE: RECEIVED BY CITY MANAGER PRINT: ART NOGA SIGNATURE: PRINT: ' 1) ONE QRIGINAL TO CITY CLERK,; SIGNATURE: 2) ONE CPPY,TP CITY ATTORNEY'S OFFICe, PRINT: SIGNATURE: 3) REMAINING ORIGINALS)TO ORIGINATING DEPARTMENT PRINT: SIGNATURE: PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER I i i MEMORANDUM OF AGREEMENT URBAN AREA SECURITY INITIATIVE FY 2020 "Monroe County" Agreement Number: R0232 FAIN Number: EMW-2020-SS-00035-SOI CFDA#: 97.067 This Agreement is entered into this 16thday of Ju1Y 2021,by and between the City of Miami, a municipal corporation of the State of Florida, (the"Sponsoring Agency') and Monroe County, (the-Participating Agency"). RECITALS WHEREAS,the U,S. Department of Homeland Security(USDHS)is providing financial assistance to the Miami urban area in the amount$14,012,500 dollars through the Urban Area Security Initiative(UASI) Grant Program 2020, and WHEREAS,.the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program 2020;anal WHEREAS, as the USDHS requires that the urban areas selected for funding take a regional metropolitan area approach to the development and implementation of the UASI Grant Program 2020 and involve core cities,core counties,contiguous jurisdictions,mutual aid partners,and:State agencies; and WHEREAS, the 2020 Urban Area has been defined Miami and Ft, Lauderdale collectively and anticipates sub-granting a portion of the UASI funds in accordance with the grant requirements-,and WHEREAS,the City Commission, y b Resolution No B-21-0142,adopted on April 8 2021 has . authorized the City Manager to enter into this Agreement with each participating agency on behalf of the City of Miami;and WHEREAS, the Sponsoring Agency Wishes to work with the participating agencies through the Urban Area Working Group process to enhance Miami and its surrounding jurisdictions ability to respond to a terrorist threat or act, NOW THEREFORE, in consideration of the foregoing,the parties hereto agree as follow: I. PURPOSE A. This Agreement delineates responsibilities of the Sponsoring Agency and the Participating Agencies for activities under the UASI Grant Program 2020 which was made available by the U.S. Department of Homeland Security and the State of Florida Division of Emergency Management(FDEM). B. This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring Agency. 11.SCOPE A. The provisions of this Agreement apply to UASI Grant Program 2020 activities to be performed at the request of the federal government,provided at the option of the Sponsoring Agency,and in conjunction with, preparation for, or in anticipation of, a major disaster or emergency related to terrorism and or weapons of mass destruction. B. No provision in this Agreement limits the activities of the Urban Area Working Group or its Sponsoring Agency in performing local and state functions, Ill. DEFINITION$ A. Critical Infrastructure: Any system or asset that if attacked would result in catastrophic loss of life and/or catastrophic economic loss management of resources (including systems for classifying types of resources); qualifications and certification; and the collection, tracking, and reporting of incident information and incident resources. B. Core County: The County within which the core city is geographically located. The core city is the City of Miami. C. UASI Grant Program 2020: The UASI Grant Program 2020 reflects the intent of Congress and the Administration to enhance and quantify the preparedness of the nation to combat terrorism and continues to address the unique equipment,training,planning, organization and exercise needs of large high threat urban areas, and program activities must involve coordination by the identified core city, core county/counties, and the respective State Administrative Agency. Funding for the UASI Grant Program 2020 was appropriated by U,S, Congress and is authorized by Public Law 108-11, the Emergency Wartime Supplemental Appropriations Act, 2003. The funding will aid in building an enhanced and sustainable capacity to plan, prevent, protect, mitigate, respond to, and recover from threats or acts of terrorism for the selected urban areas, U. National Incident Management System (NIMS): This system will provide a consistent nationwide approach for federal,state,and local governments to work effectively and efficiently together to prepare for, respond to, and recover from domestic incidents, regardless of cause, size, or complexity. To 2 provide for interoperability and compatibility among Federal, State,and local capabilities,the NIMS will include a core set of concepts, principles, terminology, and technologies covering, the incident command system; multi-agency coordination systems; unified command and training, E. Urban Area Working Group(UAWG): The State Administrating Agency Point of Contact(SAA POC) must work through the Mayor/CEOs from all other jurisdictions within the defined urban area to identify POCs from these jurisdictions to serve on the Urban Area Working Group. The Urban Area Working Group will be responsible for coordinating development and implementation of all program elements, including the urban area assessment,strategy development,and any direct services that are delivered by the grant, F. Urban Area: An urban area is limited to inclusion of jurisdictions contiguous to the core city and county/counties, or with which the core city or county/counties have established formal mutual aid agreements. IV.SPONSORING AGENCY SHALL BE RESPONSIBLE FOR:� A. Providing an administrative department, which shall be the City of Miami Fire-Rescue Department, authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency, B. Coordinating with named counties and cities,with the respective State Administrative Agency,and with the FDEM and USDHS. C. Conducting a comprehensive Urban Area Assessment,which will in turn guide the development of an Urban Area Stakeholder Preparedness Review, D. Ensuring the participation of the following critical players in the assessment and strategy development process: law enforcement, emergency medical services, emergency management, the fire service, hazardous materials, public works, governmental administrative, public safety communications, healthcare and public health, E, Developing a comprehensive Urban Area Stakeholder Preparedness Review and submit to the SAA POIC, F. Complying with the requirements or statutory objectives of federal law as stipulated in"Exhibit#11". G. Ensuring satisfactory progress toward the goals or objectives stipulated in"Exhibit#1'. H. Following grant agreement requirements and/or special conditions as stipulated in"Exhibit#11". 3 II 1. Submitting required reports. V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR: A. Providing an administrative department, which shall be the main liaison and partner with the City of Miami Fire-Rescue Department, authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency. B. Participating Agencies and any sub-grantees must abide by the grant requirements including budget authorizations, required accounting and reporting expenditures, proper use of funds, and tracking of assets as stipulated in"Exhibit#1 C. Submitting quarterly reports to the City of Miami detailing the progress of projects to include direct purchases of equipment or services as stipulated in"Exhibit#1'. D. Complying with all UASI Grant Program 2020 requirements as stipulated in"Exhibit#11", E. Participating as a member of the Urban Area Working Group to Include coordinating with and assisting the City of Miami in conducting a comprehensive Urban Area Assessment, which in turn will guide development of an Urban Area Stakeholder Preparedness Review, F. Ensuring the participation of the following critical players in the assessment and Stakeholder Preparedness Review development process: law enforcement, emergency medical services, emergency management, the fire service, hazardous materials, public works, governmental administrative, public safety communications, healthcare and public health.. G, Assisting the sponsoring agency in development of a comprehensive Urban Area assessment and Stakeholder Preparedness Review. H. Complying with the requirements or statutory objectives of federal law as stipulated in"Exhibit#11". 1. Ensuring satisfactory progress toward the goals or objectives as stipulated in"Exhibit#V, J, Submitting required reports as prescribed by the Sponsoring Agency as stipulated in"Exhibit#11". K. Maintaining an equipment inventory of UASI purchased items, L. Ensure that equipment obtained from the UASI Grant Program 2020, as identified in "Exhibit#2", is readily available for use by personnel trained to use such equipment for actual emergencies, special 4 events or exercises. Also, ensure that such equipment is readily available for onsite monitoring by DHS, FDEM, and the Sponsoring Agency. If the Participating Agency is incapable of staffing the equipment,such equipment shall be made available to another Participating Agency for use during any actual emergencies, special events or exercises.Failure to ensure equipment availability may result in loss of funding and/or equipment to the Participating Agency. M, All equipment obtained from the UASI Grant Program 2920, as identified in "Exhibit 2", is the sole responsibility of the receiving agency. This includes, where applicable, maintenance, replacement, training on equipment, and insuring of equipment and personnel, and compliance with intra-agency auditing requirements. VI.THE SPONSORING AGENCY AND THE PARTICIPATING AGENCY AGREE. A. That funding acquired and identified for the Urban Area Security Initiative will be administered solely by the Sponsoring Agency, B. The Participating Agencies will provide financial and performance reports to the sponsoring agency in a timely fashion, The Sponsoring Agency will prepare consolidated reports for submission to the State of Florida as stipulated in'Exhibit 1'. C. The Sponsoring Agency is not responsible for personnel salaries, benefits, workers compensation or time related issues of the Participating Agency personnel. D. The Sponsoring Agency and Participating Agency are subdivisions as defined in Section 768.28, Florida Statutes,and each party agrees to be fully responsible for the respective acts and omissions of its agents or employees to the extent permitted by law. Nothing herein is intended to serve as a waiver of sovereign immunity by any party to which sovereign immunity may be applicable. Nothing herein shall be construed as consent by a municipality, state agency or subdivision of the State of Florida to be sued by third parties in any manner arising out of this Agreement.or any other contract. E. This is a reimbursement grant that requires the Participating Agencies to purchase, receive, and pay invoices in full for equipment, services, and allowable personnel costs PRIOR to submitting the same for reimbursement to the Sponsoring Agency. VII.FINANCIAL.AGREEMENTS A. Financial and Compliance Audit Report: Recipients that expend $760,000 or more of Federal funds during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the U.S. General Accounting Office Government Auditing Standards and 2 CFR 200. B. The Secretary of Homeland Security and the Comptroller General of the United States shall have access to any books, documents, and records of recipients of UASI Grant Program 2020 assistance for audit.and examination purposes,provided that,in the opinion of the Secretary of Homeland Security or the Comptroller General,these documents are related to the receipt or use of such assistance.The grantee will also give the sponsoring agency or the Comptroller General, through any authorized representative, access to and the right to examine all records, books, papers or documents related to the grant, C. Financial Status Reports are due within 14 days after the end of each calendar quarter.A report must. be submitted for every quarter that the award is active, including partial calendar quarters, as well as for periods where no grant activity occurs as stipulated in"Exhibit 1". D. Submit progress reports to describe progress to date in implementing the grant and its impact on homeland security In the state, E. Alt financial commitments herein are made subject to the availability of funds and the continued mutual agreements of the parties as identified in'Exhibit 2". Vill, CONDITIONS, AMENDMENTS,AND TERMINATION A. The Participating Agency will not illegally discriminate against any employee or applicant for employment on the grounds of race, color, religion, sex,age, or national origin in fulfilling any and all obligations under this Agreement. B. Any provision of this Agreement later found to be in conflict with Federal law or regulation,or invalidated by a court of competent:jurisdiction, shall be considered inoperable and/or superseded by that law or regulation. Any provision found inoperable is severable from this Agreement, and the remainder of the Agreement shall remain in full force and effect, C. This Agreement may be terminated by either party on thirty(30) days written notice to the other party at the address furnished by the parties to one another to receive notices under this agreement or if no address is specified, to the address of the parties'signatory executing this contract. D. This Agreement shall be considered the full and complete agreement between the undersigned parties and shall supersede any prior Memorandum of Agreement among the parties, written or oral, except for any executory obligations that have not been fulfilled. 6 E. This Agreement will end on June 30, 2022, unless otherwise extended, by a written amendment duly approved and executed prior to June 30, 2022, unless otherwise extended, at which time the parties may agree to renew the association. Renewal will be based on evaluation of the Sponsoring Agency's ability to conform to procedures, training and equipment standards as prescribed by the grant, IX MISCELLANEOUS OVERALL Counterparts: Electronic Signatures,This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, and such counterparts shall together constitute but one and the same Agreement.The parties shall be entitled to sign and transmit an electronic signature of this Agreement(whether by facsimile, PDF or other email transmission),which signature shall be binding on the party whose name is contained therein.Any party providing an electronic signature agrees to promptly execute and deliver to the other parties an original signed Agreement upon request. SPONSORING AGENCY THE CITY OF MIAMI, a municipal Corporation of the State of Florida ATTEST: BY: Todd B. Hannon Arthur Norieg City Clerk City Manager APPROVED AS TO FORM AND APPROVED AS TO INSURANCE CORRECTNESS: REQUIREMENTS: BY, faA.Z 7X4� 611�161 BY: Victoria M6ndez Ann-Marie Sharpe, Director City Attorney TM Department of Risk Management MID 21-1518 7 i t i PARTICIPATING AGENCY I "(sub-real len#)." I ^— a° f A KEVIN MADOK, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,FLORIDA C ° a A Ci f Name: Pamela G. Hancock E NAME' Michelle Caldiron i Title: as[deputy Cleric 1 ti TITLE: I"€D M. 9-6Dat 4S [SUNS: 073B76757 APPROVED AS TO FORM AND CORRECTNESS: Parfi._�i��r�g • �ncy r�ftarney �.I � , S I i Contract Number: R0232 FEDERALLY FUNDED SUBAWARD AND GRANT AGREEMENT i 2 C.F.R. §200.92 states that a"subaward may be provided through any form of legal agreement,including an agreement that the pass-through entity considers a contract." As defined by 2 C.F.R.§200.74,"pass-through entity"means"a non-Federal entity that provides a subaward to a Sub-Recipient to carry out part of a Federal program." As defined by 2 C,F.R. §200.93, "Sub-Recipient" means"a non-Federal entity that receives a subaward from a pass-through entity to carry out part of a Federal program." As defined by 2 C.F.R.§200.38, "Federal award"means"Federal financial assistance that a non-Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity." As defined by 2 C.F.R.§200.92, "subaward" means"an award provided by a pass-through entity to a Sub- Recipient for the Sub-Recipient to carry out part of a Federal award received by the pass-through entity." The following information is provided pursuant to 2 C.F.R.§200.331(a)(1): Sub-Recipient's name: City of Miami Fire Rescue Sub-Recipient's unique entity Identifier: 072220791 Federal Award Identification Number(FAIN): EM1F/-2020-SS-00035-S01 Federal Award Date: 9/1/2020 — 08/31/2023 Subaward Period of Performance Start and End Date: DOE - 12/31/2022 Amount of Federal Funds Obligated by this Agreement: $14,012,500.00 Total Amount of Federal Funds Obligated to the Sub-Recipient by the pass-through entity to include this Agreement: $18,179,804.42 Total Amount of the Federal Award committed to the Sub-Recipient by the pass-through entity: $14,012,500.00 Federal award project description(see FFATA): See Article 1,Agreement Articles: Name of Federal awarding agency: Dept.of Homeland Security,.,,,R Name of pass-through entity: FL. Division of Emergency.Mgmt. Contact information for the pass-through entity: 2555 Shumard Oak Boulevard Tallahassee Florida 32399 Catalog of Federal Domestic Assistance(CDFA Number and Name 97.067-Homeland Security Grant Program Whether the award is R&D: NO(N/A) Indirect cost rate for the Federal award: 34,50% 1 i i i i l 1 i THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management, with headquarters in Tallahassee, Florida(hereinafter referred to as the"Division").and City of Miami ! Fire Rescue,(hereinafter referred to as the"Sub-Recipient"). i / For the purposes uf this Agreement, the Division serves ea the pass-through entity for mFedora } � _ � award, and the Sub-Recipient serves eo the recipient ofmoubaward. ! THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: A. The$ub-Recipient represents that it is fully qualified and eligible to receive these grant funds b)provide the services identified herein; B. The State of Florida received these grant funds from the Federal government,and the � Division has the authority tnoubQmrt these funds to the Sub-Recipient upon the terms and conditions outlined below,and, C. The Division has statutory authority to disburse the funds under this Agreement THEREFORE,the Division and the Sub-Recipient agree to the following: (l) APPLICATION OF STATE LAW TO THIS AGREEMENT ' 2�F,R§200.302 provides: 'Each state must expend and account for the Federal award in accordance with state laws and procedures for expending and accounting for the mtatmm own funds." Therefore, section 215,971, Florida Statutes, entitled"Agreements funded with federal or state assistance", applies 8m this Agreement. (2) LAWS, RULES.REGULATIONS AND POLICIES a� TheGub4Recipk+/t's performance under this Agreement is subject to%O.F.R.Part 200, entitled"Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards," b. Ao required bySection 215.071(l)^ Florida Statutes,this Agreement includes: i /\provision specifying m scope of work that clearly establishes the tasks that the Sub-Recipient ie required toperform, 1i. A provision dividing the agreement into quantifiable units uf deliverables that must ba received and accepted |n writing by the Division before payment. Each deliverable must be directly related to the scope of work and specify the required minimum level of service to be performed and the criteria for evaluating the successful completion of each deliverable. hL A provision specifying the financial consequences that apply if the Sub- Recipient fails to perform the minimum level of service required by the agreement. |v. /\provision specifying that the Sub-Recipient may expend funds only for ' allowable costs resulting from obligations incurred during the specified agreement period. V. A provision specifying that any balance oyunntdigated funds whch has been advanced ur paid must be refunded hp the Division, � | | | | � 2 ! � vi. A provision specifying that any funds paid in excess of the amount to which the Sub-Recipient is entitled under the terms and conditions of the agreement must be refunded to the Division. c. In addition to the foregoing,the Sub-Recipient and the Division shall be governed by all applicable State and Federal laws, rules and regulations, including those identified in Attachment D. Any express reference in this Agreement to a particular statute, rule,or regulation in no way implies that no other statute,rule,or regulation applies. (3) CONTAC a. In accordance with section 215.971(2),Florida Statutes,the Division's Grant Manager shall be responsible for enforcing performance of this Agreement's terms and conditions and shall serve as the Division's liaison with the Sub-Recipient. As part of his/her duties,the Grant Manager for the Division shall: 1, Monitor and document Sub-Recipient performance;and, iL Review and document all deliverables for which the SUb-Recipient requests payment. b, The Division's Grant Manager for this Agreement is: Dizzy K.Cab An 2555 Shumard.Qak Boulevard Tallgiij gssee, Florida 32399 Telephone;050)815434 Em ail- K)zzX.. abanQem.myflorida.coM c. The name and address of the Representative of the Sub-Recipient responsible for the administration of this Agreement is: Chief Robert Novia 444$W 2nd Avenue,I Oth FI Miami,FL 33130 Telephone: 305-569-5402 Fax. 305-669-4070 Email. ROb,HevJa@m1am1gov,com d. In the event that different representatives or addresses are designated by either party after execution of this Agreement, notice of the name,title and address of the new representative will be provided to the other party. 3 ... .. ....... (4) TERMS AND CONDITIONS This Agreement contains all the terms and conditions agreed upon by the parties. (5) EXECUTION This Agreement may be executed in any number of counterparts,any one of which may be taken as an original. (6) MOLAFICATION Either party may request modification of the provisions of this Agreement. Changes which are agreed upon shall be valid only when in writing,signed by each of the parties,and attached to the original of this Agreement, (7) SCOPE OF WORK. The Sub-Recipient shall perform the work in accordance with the Budget and Scope of Work,Attachments A and B of this Agreement, (8) PERIOD OF AGREEMENT. This Agreement shall begin on upon execution by the parties and will end December 31, 2022 unless terminated earlier in accordance with the provisions of Paragraph(17)of this Agreement. Consistent with the definition of"Period of performance contained in 2 C.F.R. §200.77,the term dperiod of agreement"refers to the time during which the Sub-Recipient'may incur new obligations to carry out the work authorized under'this Agreement, In accordance with 2 C.F.R. §200M9,the Sub-Recipient may receive reimbursement under this Agreement only Liar"allowable costs incurred during the period of performance.' In accordance with section 215.971(1)(d), Florida Statutes, the Sub-Recipient may expend funds authorized by this Agreement'only for allowable costs resulting from obligations incurred during' the period of agreement. (9) EUNDINQ a. This is a cost-reimbursement Agreement, subject to the availability of funds. b. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with either Chapter 216, Florida Statutes,or the Florida Constitution, c. The Division will reimburse the Sub-Recipient 2D[y for allowable costs Incurred by the Sub-Recipient in the successful completion of each deliverable. The maximum reimbursement amount for each deliverable is outlined in Attachment A and B of this Agreement("Budget and Scope of Work"). The maximum reimbursement amount for the entirety of this Agreement is$14,012,50G.W d. As required by 2 C.F.R. §200.415(a),any request for payment under this Agreement must include a certification, signed by an official who is authorized to leci ally,bind the!5 b-R ci lent,L -u e which reads as follows: "By signing this report, I certify to the best of my knowledge and belief that the report is true, complete,and accurate, and the expenditures,disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious,or fraudulent information,or the omission of any material fact,may subject me to criminal, 4 i t civil or administrative penalties for fraud,false statements,false claims or otherwise. (U,S.Code Title 18, ! Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)." e. The Division will review any request for reimbursement by comparing the documentation provided by the Sub-Recipient against a performance measure,outlined in Attachment B, 1 t that clearly delineates: i. The required minimum acceptable level of service to be performed;and, ii. The criteria for evaluating the successful completion of each deliverable. f. The performance measure required by section 215.971(1)(b),Florida Statutes, remains consistent with the requirement for a"perfon'nance goal",which is defined in 2 C.F.R.§200.76 as "a target level of performance expresser{as a tangible, measurable objective, against which actual ' achievement can be compared:" It also remains consistent with the requirement,contained in 2 C.F.R. §200.301,that the Division and the Sub-Recipient"relate financial data to performance accomplishments of the Federal award." g. if authorized by the Federal Awarding Agency,then the Division will reimburse the Sub-Recipient for overtime expenses in accordance-with 2 C.F.R.§200.430("Compensation•--personaf services"}and 2 CY.R.§200.431 ("Compensation---fringe benefits'). if the Sub-Recipient seeks reimbursement for overtime expenses for periods when no work is performed due to vacation,holiday, illness,failure of the employer to provide sufficient work, or other similar cause(see 29 U.S.C. §207(e)(2)),then the Division will treat the expense as a fringe benefit. 2 C.F.R.§200.431(a)defines fringe benefits as"allowances and services provided by employers to their employees as compensation in addition to regular salaries and wages.' Fringe benefits are allowable under this Agreement as long as the benefits are reasonable and are required by law, Sub-Recipient-employee agreement,or an established policy of the Sub-Recipient. 2 C.F,R.§200.431(b)provides that the cost of fringe benefits in the form of regular compensation paid to employees during periods of authorized absences from the job, such as for annual leave,family-related leave,sick leave,holidays,court leave,military leave, administrative leave,and other similar benefits,are allowable if all of the following criteria are met: i. They are provided under established written leave policies; ii. The costs are equitably allocated to all related activities, including Federal awards;and, lit. The accounting basis(cash or accrual)selected for costing each type of leave is consistently followed by the non-Federal entity or specified grouping of employees. h. if authorized by the Federal Awarding Agency,then the Division will reimburse the Sub-Recipient for travel expenses in accordance with 2 C.F.R.§200.474, As required by the Reference Guide for State)expenditures,reimbursement for travel must be in accordance with section 112.061, Florida Statutes;which includes submission of the claim on the approved state travel voucher. If the Sub- Recipient seeks reimbursement for travel costs that exceed the amounts stated in section 112.061(6)(0),. S i i I Florida Statutes($6 for breakfast, $11 for lunch,and$19 for dinner),then the Sub-keciplent must provide documentation that: 1. The costs are reasonable and do not exceed charges normally allowed by the Sub-Recipient in its regular operations as a result of the Sub-Recipient's written travel policy;and, ii. Participation of the individual in the travel Is necessary to the Federal award. 1. The Division's grant manager,as required by section 215.971(2)(c),Florida Statutes, shall reconcile and verify all funds received against all funds expended during the grant agreement period and produce a final reconciliation report. The final report must identify any funds paid in excess of the expenditures incurred by the Sub-Recipient. j. As defined by 2 C.F.R. §200-53, the term"improper payment"means or includes: 1. Any payment that should not have been made or that was made in an incorrect amount(including overpayments and underpayments)under statutory,contractual, administrative,or other legally applicable requirements;and, ii. Any payment to an ineligible party,any payment for an ineligible good or service,any duplicate payment,any payment for a good or service not received(except for such payments where authorized.by law), any payment that does not account for credit for applicable discounts,and any payment where insufficient or lack of documentation prevents a reviewer from discerning whether a payment was proper. k. Any advance payment under this Agreement is subject to section 216.181(16), Florida Statutes,The amount of advanced funds may not exceed the expected cash needs of Sub- recipient within the first(90) days of the term of this Agreement, If an advance payment is requested,the budget data on which the request is based,and a justification statement shall be included with this Agreement as indicated in Attachment IF,Justification of Advance Payment.Attachment E must specify the amount of advance disbursement requested and provide an explanation of the necessity for and proposed use of the funds.. (10)RECORDS a, As required by C.F.R.§200,336,the Federal awarding agency, Inspectors General, the Comptroller General of the United States, and the Division, or any of their authorized representatives, shall enjoy the right of access to any documents,papers,or other records of the Sub-Recipient which are pertinent to the Federal award,in order to make audits, examinations, excerpts,and transcripts, The right of access also includes timely and reasonable access to the Sub-Recipient's personnel for the purpose of interview and discussion related to such documents. Finally,the right of access is not limited to the required retention period but lasts as long as the records are retained. b. As required by 2 C,F.R. §200,331(a)(5),the Division,the Chief Inspector General of the State of Florida,the Florida Auditor General,or any of their authorized representatives, shall enjoy the right of access to any documents,financial statements, papers,or other records of the Sub-Recipient which are pertinent to this Agreement, in order to make audits, examinations,excerpts,and transcripts. 6 The right of access also includes timely and reasonable access to the Sub-Recipient's personnel for the purpose of interview and discussion related to such documents. c. As required by Florida Department of State's record retention requirements(Chapter 119, Florida Statutes)and by 2 C,F,R.§200.333,the Sub-Recipient shall retain sufficient records to show its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or consultants paid from funds under this Agreement,for a period of five(5)years from the date of submission of the final expenditure report. The following are the only exceptions to the five(5)year requirement: I. If any litigation,claim, or audit is started before the expiration of the 5-year period, then the records must be retained until all litigation,clairns, or audit findings involving the records have been resolved and final action taken. ii, When the Division or the Sub-Recipient is notified in writing by the Federal awarding agency,cognizant agency for audit,oversight agency for audit,cognizant agency for indirect costs,or pass-through entity to extend the retention period. iii. Records for real property and equipment acquired with Federal funds must be retained for 5 years after final disposition, iv. When records are transferred to or maintained by the Federal awarding agency or pass-through entity, the 5-year retention requirement is not applicable to the Sub-Recipient. V. Records for program income transactions after the period of performance. In some cases, recipients must report program income after the period of performance. Where there is such a requirement,the retention period for the records pertaining to the earning of the program income starts from the end of the non-Federal entity's fiscal year in which the program income is earned. vi, Indirect cost rate proposals and cost allocations plans. This paragraph applies to the following types of documents and their supporting records: indirect cost rate computations or proposals, cost allocation plans,and any similar accounting computations of the rate at which a particular group of costs Is chargeable(such as computer usage chargeback rates or composite fringe benefit rates). d. In accordance with 2 C.F.R.§200.334,the Federal awarding agency must request transfer of certain records to its custody from the Division or the Sub-Recipient when it determines that the records possess long-term retention value. e. In accordance with 2 C,ER. §200.335,the Division must always provide or accept paper versions of Agreement information to and from the Sub-Recipient upon request. If paper copies are submitted,then the Division must not require more than an original and two copies, When original records are electronic and cannot be altered,there is no need to create and retain paper copies. When original records are paper, electronic versions may be substituted through the use of duplication or other forms of electronic media provided that they are subject to periodic quality control reviews,provide reasonable safeguards against alteration, and remain readable, 7 .................................. f. As required by 2 C.F.R. §200.303, the Sub-Recipient shall take reasonable measures to safeguard protected personally identifiable information and other information the Federal awarding agency or the Division designates as sensitive or the Sub-Recipient.considers sensitive consistent with applicable Federal, state, local,and tribal laws regarding privacy and obligations of confidentiality. g. Florida's Government in the Sunshine Law(Section 286,011, Florida Statutes) provides the citizens of Florida with a right of access to governmental proceedings and mandates three, basic requirements.-(1)meetings of public boards or commissions must be open to the public;(2) reasonable notice of such meetings must be given;and,(3)minutes of the meetings must be taken and promptly recorded. The mere receipt of public funds by a private entity,standing alone,is insufficient to bring that entity within the ambit of the open government requirements. However,the Government in the Sunshine Law applies to private entities that provide services to governmental agencies and that act on behalf of those agencies in the agencies'performance of their public duties. If a public agency delegates the performance of its public purpose to a private entity,then,to the extent that private entity Is performing that public purpose,the Government in the Sunshine Law applies, For example, if a volunteer fire department provides firefighting services to a governmental entity and uses facilities and equipment purchased with public funds, then the Government in the Sunshine Law applies to board of directors for that volunteer fire department. Thus,to the extent that the Government in the Sunshine Law applies to the Serb-Recipient based upon the funds provided under this Agreement,the meetings of the Sub- Recipient's governing board or the meetings of any subcommittee making recommendations to the governing board may be subject to open government requirements. These meetings shall be publicly noticed,open to the public,and the minutes of all the meetings shall be public records,available to the public in accordance with Chapter 119, Florida Statutes. h. Florida's Public Records Law provides a right of access to the records of the state and local governments as well as to private entities acting on their behalf. Unless specifically exempted from disclosure by the Legislature, all materials made or received by a governmental agency(or a private entity acting on behalf of such an agency)in conjunction with official business which are used to perpetuate,communicate, or formalize knowledge qualify as public records subject to public inspection. The mere receipt of public funds by a private entity,standing alone, is insufficient to bring that entity within the ambit of the public record requirements. However,when a public entity delegates a public function to a private entity,the records generated by the private entity's performance of that duty become public records. Thus, the nature and scope of the services provided by a private entity determine whether that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's Public Records Law, I. The Sub-Recipient shall maintain all records for the Sub-Recipient and for all subcontractors or consultants to be paid from funds provided under this Agreement,Including documentation of all program costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget and Scope of Work-Attachment A and B-and all other applicable laws and regulations. I t IF THE CONTRACTOR HAS QUESTIONS REGARDING THE l APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: (850) 815-4166, Records@em.myfloricia.com,or 2555 Shumard Oak ! Boulevard, Tallahassee, FL 32399. (11) ugvD —118 a. The Sub-Recipient shall comply with the audit requirements contained in 2 C.F,R. Part 200, Subpart F. b. In accounting for the receipt and expenditure of funds under this Agreement,the Sub-Recipient shall follow Generally Accepted Accounting Principles("GAAF"). As defined by 2 G.F.R. z §200,49, GAAP"has the meaning specified in accounting standards issues{by the Government Accounting Standards Board(GASB)and the Financial Accounting Standards Board(FASS).n c. When conducting an audit of the Sub-Recipient's performance under this Agreement, the Division shall use Generally Accepted Government Auditing Standards("GALAS"). As defined by 2 C,F.R.§200.50,GALAS, "also known as the Yellow Book,means generally accepted government auditing standards Issued by the Comptroller General of the United States,which are applicable to 3 financial audits," d. If an audit shows that all or any portion of the funds disbursed were not spent in accordance with the conditions of this Agreement,the Sub-Recipient shall be held liable for reimbursement to the Division of all funds not spent in accordance with these applicable regulations and Agreement provisions within thirty days after the Division has notified the Sub-Recipient of such non- compliance. e. The Sub-Recipient shall have all audits completed by an independent auditor,which is defined in section 215.97(2)(i), Florida Statutes,as"an independent certified public accountant licensed under chapter 47V The independent auditor shall state that the audit complied with the applicable provisions noted above. The audit must be received by the Division no later than nine months from the end of the Sub-Recipient's fiscal year. f. The Sub-Recipient shall send copies of reporting packages for audits conducted in accordance with 2 C.F.R.Part 200,by or on behalf of the Sub-Recipient,to the Division at the following address: DEMSingleAudit@em.myflorida.com OR Office of the inspector General 2555 Shumard Oak Boulevard Tallahassee,Florida 32399.2100 9 i I I I I g. The Sub-Recipient shall send the Single Audit reporting package and Form SF-SAG to the Federal Audit Clearinghouse by submission online at: http://herveLter.census.gov/fac/collect/ddeindex.htmf h. The Sub-Recipient shall send any management letter issued by the auditor to the Division at the following address: DEMS!ngleAudit@em.myfloride.com Office of the Inspector General 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 (l2)REPORTS a, Consistent with 2 C.F.R.§200M8,the Sub-Recipient shall provide the Division with quarterly reports and a close-out report. These reports shall Include the current status and progress by the Sub-Recipient and all subcontractors in completing the work described in the Scope of Work and the expenditure of funds under this Agreement, In addition to any other information requested by the Division. b. Quarterly reports are due to the Division no later than 30 days after the end of each quarter of the program year and shall be sent each quarter until submission of the close-out report. The ending dates for each quarter of the program year are March 31, June 30, September 30 and December 31. c. The close-out report is due 60 days after termination of.this Agreement or 30 days after completion of the activities contained in this Agreement,whichever first occurs, d. if all required reports and copies are not sent to the Division or are not completed in a manner acceptable to the Division,then the Division may withhold further payments until they are completed or may take other action as stated in Paragraph(16)REMEDIES, "Acceptable to the Division"means that the work product was completed in accordance with the Budget and Scope of Work, e. The Sub-Recipient shall provide additional program updates or Information that may be required by the Division. f: The Sub-Recipient shall provide additional reports and information identified in Attachment B. (13)MONMRING. a, The Sub-Recipient shall monitor its performance under this Agreement, as well as that of its subcontractors and/or consultants who are paid from funds provided under this Agreement,to ensure that time schedules are being met,the Schedule of Deliverables and Scope of Work are being accomplished within the specified time periods, and other performance goals are being achieved. A review shall be done for each function or activity in Attachment B to this Agreement and reported in the quarterly report. 'to b, In addition to reviews of audits, monitoring procedures may include,but not be limited to, On-site visits by Division staff, limited scope audits,and/or other procedures. The Sub-Recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division. In the event that the Division determines that a limited scope audit of the Sub-Recipient Is appropriate,the Sub-Recipient agrees to comply with any additional instructions provided by the Division to the Sub-Recipient regarding such audit. The Sub-Recipient further agrees to comply and cooperate With any inspections, reviews,investigations or audits deemed necessary by the Florida Chief Financial Officer or Auditor General. In addition,the Division will monitor the performance and financial management by the Sub-Recipient throughout the contract term to ensure timely completion of all tasks. (14)LIABILITY 6. Unless Sub-Recipient is a State agency or subdivision, as defined in section 768.28(2), Florida Statutes,the Sub-Recipient is solely responsible to parties it deals with In carrying out the terms of this Agreement;as authorized by section 768,28(19), Florida Statutes,Sub-Recipient shall hold the Division harmless against all claims of whatever nature by third parties arising from the work performance under this Agreement. For purposes of this Agreement, Sub-Recipient agrees that it is not an employee or agent of the Division but is an independent contractor. b. As required by section 768.28(19), Florida Statutes, any Sub-Recipient which is a state agency or subdivision, as defined in section 768,28(2), Florida Statutes,agrees to be fully responsible for its negligent or tortious acts or omissions which result in claims Or Suits against the Division,and agrees to be liable for any damages proximately caused by the acts or omissions to the extent set forth in Section 768,28, Florida Statutes, Nothing herein is intended to serve as a waiver of sovereign immunity by any Sub-Recipient to which sovereign immunity applies. Nothing herein shall be construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of any contract, (15)PEFAULT If any of the following events occur('Events of Default'), all obligations on the part of the Division to make further payment of funds shall terminate and the Division has the option to exercise any of its remedies set forth In Paragraph(16);however,the Division may make payments or partial payments after any Events of Default without waiving the right to exercise such remedies,and without becoming liable to make any further payment if: a. Any warranty or representation made by the Sub-Recipient in this Agreement or any previous agreement with the Division is or becomes false or misleading in any respect,or if the Sub_ Recipient fails to keep or perform any of the obligations,terms or covenants in this Agreement or any previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its obligations under this Agreement; b. Material adverse changes occur in the financial condition of the Sub-Recipient at any time during the term of this Agreement,and the Sub-Recipient fails to cure this adverse change within thirty days from the date written notice is sent by the Division; c. Any reports required by this Agreement have not been submitted to the Division or have been submitted with incorrect, incomplete or insufficient information;or, d. The Sub-Recipient has failed to perform and complete on time any of its obligations under this Agreement, (16)REMEDIE8 If an Event of Default occurs,then the Division shall,after thirty calendar days written notice to the Sub-Recipient and upon the Sub-Recipients failure to cure within those thirty days,exercise any one or more of the following remedies,either concurrently or consecutively: a. Terminate this Agreement,provided that the Sub-Recipient is given at least thirty days prior written notice of the termination. The notice shall be effective when placed in the United States,first class mail, postage prepaid, by registered or certified mail-return receipt requested,to the address in paragraph(3)herein; b, Begin an appropriate legal or equitable action to enforce performance of this; Agreement; c, Withhold or suspend payment of all or any part of a request for payment; d. Require that the Sub-Recipient refund to the Division any monies used for ineligible purposes under the laws, rules and regulations governing the use of these funds. e. Exercise any corrective or remedial actions, to include but not be limited to: I. Request additional information from the Sub-Recipient to determine the reasons for or the extent of non-compliance or lack of performance, I!. Issue a written warning to advise that more serious measures may be taken if the situation is not corrected, Ill. Advise the Sub-Recipient to suspend,discontinue or refrain from incurring costs for any activities in question or iv. Require the Sub-Recipient to reimburse the Division for the amount of costs incurred for any items determined to be ineligible; f. The Division may Administratively close an Agreement.The Division may use the administrative close-out process when a Sub-Recipient is not responsive to reasonable efforts to collect required reports needed to complete the standard close-out process.The Division will make three written attempts to collect required reports before initiating administrative close-out. In addition, if an agreement is administratively closed,the Division may decide to impose remedies for noncompliance per 2 C.F.R. §200.338,consider this Information in reviewing future award applications,or apply special conditions to existing or future awards.If the Division needs to administratively close an agreement,this may negatively impact a Sub-Recipient's ability to obtain future funding, 12 9. Exercise any other rights or remedies which maybe available under law. Pursuing any of the above remedies will not stop the Division from pursuing any other remedies in this Agreement or provided at law or in equity, if the Division waives any right or remedy in this Agreement or fails to insist on strict performance by the Sub-Recipient, it will not affect, extend or waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the Division for any other default by the Sub-Recipient. (17)TERMINATIO a. The Division may terminate this Agreement for cause after thirty days(30)written notice. Cause can include misuse of funds.,fraud, lack of compliance with applicable rules, laws and regulations,failure to perform on time,and refusal by the Sub-Recipient to permit public access to any document, paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes,as amended. b. The Division may terminate this Agreement for convenience or when it determines,in its sole discretion,that continuing the Agreement would not produce beneficial results in line with the further expenditure Of funds,by providing the Sub-Recipient with thirty calendar days prior written notice. c. The parties may agree to terminate this Agreement for their mutual convenience through a written amendment of this Agreement. The amendment will state the effective date of the termination and the procedures for proper closeout of the Agreement. d. In the event that this Agreement is terminated,the Sub-Recipient will not incur new obligations for the terminated portion of the Agreement after the Sub-Recipient has received the notification of terrnination. The Sub�Recipient will cancel as many outstanding obligations as possible, Costs incurred after receipt of the termination notice will be disallowed, The Sub-Recipient shall not be relieved of liability to the Division because of any breach of Agreement by the Sub-Recipient. The Division may,to the extent authorized by law, withhold payments to the Sub-Recipient for the purpose of set-off until the exact amount of damages due the Division from the Sub-Recipient is determined. (18)PROCLJREMENT a. The Sub-Recipient shall ensure that any procurement involving funds authorized by the Agreement compiles with all applicable federal and state laws and regulations,to Include 2 GY,R. §§200.318 through 200,326 as well as Appendix 11 to 2 C.F.R, Part 200(entitled"Contract Provisions for Non-Federal Entity Contracts Under Federal Awards"). b. As required by 2 C.F.R.§200,318(i),the SLib-Recipient shall"maintain records sufficient to detail the history of procurement. These records will include but are not necessarily limited to the following: rationale for the method of procurement,selection of contract type,contractor selection or rejection,and the basis for the contract price." c. As required by C.F.R. §200.318(b),the Sub-Recipient shall"maintain oversight to ensure that contractors perform in accordance with the terms,conditions, and specifications of their contracts or purchase orders." In order to demonstrate compliance with this requirement,the Sub- 13 ................................. Recipient shall document,in its quarterly report to the Division,the progress of any and all subcontractors performing work under this Agreement. d. Except for procurements by micro-purchases pursuant to 2 C.F.R.§200,320(a)or procurements by small purchase procedures pursuant to 2 C.F.R. §200,320(b),if the Sub-Recipient chooses to subcontract any of the work required under this Agreement,then the Sub-Recipient shall forward to the Division a copy of any solicitation (whether competitive or non-competitive)at least ten (10)days prior to the publication or communication of the solicitation. The Division shall review the solicitation and provide comments, if any,to the Sub-Recipient within seven(7)business days. Consistent with 2 C.F.R,§200,324,the Division will review the solicitation for compliance with the procurement standards outlined in 2 C.F.R.§§200,318 through 200..326 as well as Appendix 11 to 2 C.F.R. Part200. Consistent with 2 C.F.R.§200.318(k), the Division will not substitute its judgment for that of the Sub-Recipient. While the Sub-Recipient does not need the approval of the Division in order to publish a competitive solicitation,this review may allow the Division to Identify deficiencies In the vendor requirements or in the commodity or service specifications. The Division's review and comments shall not constitute an approval of the solicitation. Regardless of the Division's review,the Sub-Recipient remains bound by all applicable laws, regulations,and agreement terms. If during its review the Division identifies any deficiencies,then the Division shall communicate those deficiencies to the Sub-Recipient as quickly as possible within the seven(7)business day window Outlined above. If the Sub-Recipient publishes a competitive solicitation after receiving comments from the Division that the solicitation is d4icient,then the Division may: L Terminate this Agreement in accordance with the provisions outlined in paragraph(17)above;and, I!. Refuse to reimburse the Sub-Recipient for any costs associated with that solicitation. e. Except for procurements by micro-purchases pursuant to 2 C.F.R.§200.320(a)or procurements by small purchase procedures pursuant to 2 C.F.R.§200,320(b),if the Sub-Recipient chooses to subcontract any of the work required under this Agreement,then the Sub-Recipient shall forward to the Division a copy of any contemplated contract prior to contract execution. The Division shall review the unexecuted contract and provide comments, if any,to the Sub-Recipient within seven(7) business days. Consistent with 2 C.F.R. §200.324,the Division will review the unexecuted contract for compliance with the procurement standards outlined In 2 C.F.R.§§200.318 through 200,326 as well as Appendix 11 to 2 C.F.R. Part 200, Consistent with 2 C.F.R. §200.318(k),the Division will not substitute its judgment for that of the Sub-Recipient. While the Sub-Recipient does not need the approval of the Division in order to execute a subcontract, this review may allow the Division to identify deficiencies in the terms and conditions of the subcontract as well as deficiencies in the procurement process that led to the subcontract. The Division's review and comments shall not constitute an approval of the subcontract. Regardless of the Division's review,the Sub-Recipient remains bound by all applicable laws, regulations, 14 . M.................................................. and agreement terms. If during its review the Division identifies any deficiencies,then the Division shall communicate those deficiencies to the Sub-Recipient as quickly as possible within the seven(7)business day window outlined above. If the Sub-Recipient executes a subcontract after receiving a communication from the Division that the subcontract is non-compliant,then the Division may. L Terminate this Agreement in accordance with the provisions outlined in paragraph(17)above;and, ii. Refuse to reimburse the Sub-Reciplent for any costs associated with that subcontract. f: The Sub-Recipient agrees to include in the subcontract that(i)the subcontractor is bound by the terms of this Agreement, (1)the subcontractor is bound by all applicable state and federal laws and regulations, and(Ili)the subcontractor shall hold the Division and Sub-Recipient harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement,to the extent allowed and required by law, effected g, As required bye CY.R.§200,318(c)(1),the Sub-Recipient shall'maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection,award and administration of contracts! h. As required by 2 C,FR. §200,319(a)contractors that develop or draft specifications, requirements,statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements, The Sub-Recipient or pass-thru entity must disclose to the Division,in writing, any real or potential conflict of interest that may arise during the administration of the federal award, as defined by federal statutes or regulations, or their own existing policies,within five(6)days of learning of the conflict of interest,"Conflict of interest'is considered as any situation where an employee, officer,or agent,any members of his or her immediate family,or his or her partner has a close personal relationship, business relationship,or professional relationship,with a recipient or subrecipient. 1. As required by 2 C.F.R.§200.319(a),the Sub-Recipient shall conduct any procurement under this agreement"in a manner providing full and open competition, Accordingly,the Sub-Recipient shall not: L Place unreasonable requirements on firms in order for them to qualify to do business; li, Require unnecessary experience or excessive bonding; iii. Use noncompetitive pricing practices between firms or between affiliated companies, iv, Execute noncompetitive contracts to consultants that are on retainer contracts; V. Authorize,condone, or ignore organizational conflicts of interest; vi. Specify only a brand name product without allowing vendors to offer an equivalent, Vii. Specify a brand name product instead of describing the performance, specifications,or other relevant requirements that pertain to the commodity or service solicited by the procurement; will. Engage in any arbitrary action during the procurement process;or, ix. Allow a vendor to bid on a contract if that bidder was involved with developing or drafting the specifications, requirements,statement of work,invitation to bid, or request for proposals, 1. "[Elxcept in those cases where applicable Federal statutes expressly mandate or encourage'otherwise,the Sub-Recipient,as required by 2 C.FA§20U19(b), shall not use a geographic preference when procuring commodities or services under this Agreement. k, The Sub-Recipient shall conduct any procurement involving invitations to bid(i.e. sealed bids)in accordance with 2 C.F.I . §200,320(c)as well as section 287,057(1)(a), Florida Statutes, 1. The Sub-Recipient shall conduct any procurement involving requests for proposals (i.e. competitive proposals)In accordance with 2 C.F.R. §200,320(d)as well as section 287.067(1)(b), Florida Statutes, m. For each subcontract,the Sub-Recipient shall provide information to the Division as to whether that subcontractor is a minority business enterprise,as defined in Section 288,703, Florida. Statutes on the required Procurement Method Report(Form 5). Additionally,the Sub-Recipient shall comply with the requirements of 2 C.F.R,§200,321 ('Contracting with small and minority businesses, women's business enterprises,and labor surplus area firms"). n. FEMA has developed helpful resources for Sub-Recipients using federal grant funds for procurements. These resources are generally available at https://iivww.fema.gov/procurement- disaster-assistance-team. FEMA periodically updates this resource page so please check back for the latest information. While not all the provisions discussed in the resources are applicable to this subgrant agreement,the Sub-Recipient may find these resources helpful when drafting its solicitation and contract for compliance with the Federal procurement standards outlined in 2 CY,R,§§200.318 through 200,326 as well as Appendix 11 to 2 C,F,R. Part 200, FEMA provides the following hands-on resources for Sub- Recipients of federal funding: L 2018 PDAT Procurement Compliance Checklist for Public Assistance Applicants available at httos:I/www.fema.aoti//media-librarv-data/1 569959172327 92358d63e40d17639d§db4de015184c9]PQ,A_T_ ProcuremenICbecklist 11-21,-2018,Ddf 1!, 2019 PDAT Contract Provisions Template available at httDs://www.fema.aov/media- Ltbrary.:_data/*15619_959119092- 92358d63e00dl7639d5db4de0I51$4c9lPDAT ContLagtProvislonsTemplate 9-30-19.pdf (19)6UACHMENTS AND EXHIBITS a. All attachments to this Agreement are incorporated as if set out fully. 16 i f I l b. to the event of any inconsistencies or conflict between the language of this Agreement and the attachments,the language of the attachments shall control,but only to the extent of i € the conflict or inconsistency. t i c, This Agreement has the fallowing attachments: I. Exhibit 1 -Funding Sources if. Attachment A--Program Budget iii. Attachment B—Scope of Work iv. Attachment C Deliverables and Performance V. Attachment D-M Program Statutes and Regulations I vi. Attachment E—Justification of Advance Payment vil, Attachment F--Warranties and Representations viii. Attachment '—Certification Regarding Debarment,Suspension, Ineligibility and Voluntary Exclusion Ix, Attachment H—Statement of Assurances x. Attachment I—Mandatory Contract Provisions xi. Attachment J—Financial and Program Monitoring Guidelines xii. Attachment K--EHP Guidelines xiii. Attachment L—Reimbursement Checklist Av.. Attachment M w-Certification Regarding lobbying xv, Attachment N--Reporting Forms (20)P6 NIENTS a. If the necessary funds are not available to fund this Agreement as a result of action by the united States Congress,the federal Office of Management and Budgeting, the State Chief Financial Officer or under subparagraph(9)b, of this Agreement,all obligations on the part of the Division to make any further payment of funds shall terminate,and the Sub-Recipient shall submit its closeout report within thirty days of receiving notice from the Division, b. Invoices shall be submitted at feast quarterly and shall include the supporting documentation for all costs of the project or services. The final invoice shaft be submitted within thirty(30) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the submittal of quarterly invoices shall be submitted to the Division grant manager as part of the Sub- Recipient's quarterly reporting as referenced in Paragraph(12)of this Agreement. c, Any advance payment under this Agreement is subject to 2 C.F.R, §200.305 and, as applicable,section 216.181(16), Florida Statutes.All requests for advance payments will be reviewed and considered on a case by case basis.All advances are required to be held In an interest-bearing account. If an advance payment is requested,the budget data on which the request is based,and a justification statement shall be included in this Agreement as Attachment E. Attachment E will specify the amount of advance payment needed and provide an explanation of the necessity for and proposed use of these 1'7 i ............ funds. No advance shall be accepted for processing if a reimbursement has been paid prior to the submittal of a request for advanced payment. After the initial advance,if any, payrfient shall be made on a reimbursement basis as needed. (21)REPAYMENTS a. All refunds or repayments due to the Division under this Agreement are to be made payable to the order of"Division of Emergency Management",and mailed directly to the following address: Division of Emergency Management Cashier 2555 Shumard Oak Boulevard Tallahassee FIL 32399-2100 b, In accordance with Section 215.34(2), Florida Statutes, If a check or other draft is returned to the Division for collection, Sub-Recipient shall pay the Division a service fee of$15.00 or 5% of the face amount of the returned check or draft,whichever is greater. (22)MANDATED CONDIT)ONgi a. The validity of this Agreement is subject to the truth and accuracy of all the information, representations,and materials submitted or provided by the Sub-Recipient in this Agreement, in any later submission or response to a Division request,or in any submission or response to fulfill the requirements of this Agreement. Ail of said information,representations,and materials are incorporated by reference, The inaccuracy of the submissions or any material changes shall, at the option of the Division and with thirty days written notice to the Sub-Recipient,cause the termination of this Agreement and the release of the Division from all its obligations to the Sub-Recipient. b, This Agreement shall be construed under the laws of the State of Florida,and venue for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision of this Agreement is in conflict with any applicable statute or rule,or is unenforceable,then the provision shall be null and void to the extent of the conflict,and shall be severable,but shall not invalidate any other provision of this Agreement, c, Any power of approval or disapproval granted to the Division under the terms of this Agreement shall survive the term of this Agreement, d, The Sub-Recipient agrees to comply with the Americans With Disabilities Act(Public Law 101-336,42 U,S.C, Section 12101 et seg.),which prohibits discrimination by public and private entities on the basis of disability in employment, public accommodations,transportation, State and local government services,and telecommunications. e. Those who have been placed on the convicted vendor list following a conviction fora public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any goods or services to a public entity,may not submit a bid on a contract with a public entity for the 13 construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor,supplier, subcontractor,or consultant under a contract with a public entity,and may not transact business with any public entity in excess of$26,000.00 for a period of 36 months from the date of being placed on the convicted vendor list or on the discriminatory vendor list. f, Any Sub-Recipient which is not a local government or state agency,and which receives funds under this Agreement from the federal government, certifies,to the beat of its knowledge and belief,that it and its principals: I. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a federal department or agency; 1. il. Have not,within a five-year period preceding this proposal been convicted of or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining, attempting to obtain,or performing a public(federal, state or local)transaction or contract under public transaction; Violation of federal or state antitrust statutes or commission of embezzlement,theft,forgery, bribery,falsification or destruction of records, making false statements,or receiving stolen property, fli. Are not presently indicted or otherwise criminally or civilly charged by a governmental entity(federal, state or local)with commission of any offenses enumerated in paragraph (22)f, ji,of this certification, and, iv. Have not within a five-year period preceding this Agreement had one or more public transactions(federal, state or local)terminated for cause or default. g. If the Sub-Recipient is unable to certify to any of the statements in this certification, then the Sub-Recipient shall attach an explanation to this Agreement. h. In addition,the Sub-Recipient shall send to the Division(by email or by facsimile transmission)the completed"Certification Regarding Debarment,Suspension, Ineligibility and Voluntary Exclusion" (Attachment G)for each intended subcontractor which Sub- Recipient plans to fund under this Agreement. The form must be received by the Division before the Sub-Recipient enters Into a contract with any subcontractor. L The Division reserves the right to unilaterally cancel this Agreement if the Sub- Recipient refuses to allow public access to all documents,papers, letters or other material subject to the provisions of Chapter 119,Florida Statutes,which the Sub-Recipient created or received under this Agreement. j. If the Sub-Recipient is allowed to temporarily invest any advances of funds under this Agreement, any interest income shall either be returned to the Division or be applied against the Division's obligation to pay the contract amount k. The State of Florida will not intentionally award publicly-funded contracts to any contractor who knowingly employs unauthorized alien workers,constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e)[Section 274A(e)of the Immigration and Nationality Act 19 ......................-,..........- .. I ................ ............... ONA"A. The Division shaft consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e)of the INA. Such violation by the Sub-Recipient of the employment provisions contained in Section 274A(e)of the INA shall be grounds for unilateral cancellation of this Agreement by the Division. 1. Section 287,06805, Florida Statutes,requires that any state funds provided for the purchase of or improvements to real property are contingent upon the contractor or political subdivision granting to the state a security interest in the property at least to the amount of state funds provided for at least 5 years from the date of purchase or the completion of the improvements or as further required by few. m. Unless preempted by federal law,the Division may,at its option,terminate the Contract If the Contractor is found to have submitted a false certification as provided under section 287,136(5),F.S,,or been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List,or been engaged in business operations in Cuba or Syria,or to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. (23 LOBBYING PROHIBITION a. 2 C.F.R.§200,450 prohibits reimbursement for costs associated with certain lobbying activities, b. Section 216,347,Florida Statutes,prohibits"any disbursement of grants and albs appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature,the judicial branch, or a state agency," c. No funds or other resources received from the Division under this Agreement maybe used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state agency. d. The Sub-Recipient certifies,by its signature to this Agreement,that to the best of his or her knowledge and belief; 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the Sub-Recipient,to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress,or an employee of a Member of Congress,in connection with the awarding of any Federal contract,the making of any Federal grant,the making of any Federal loan,the entering into of any cooperative agreement,and the extension,continuation,renewal, amendment or modification of any Federal contract,grant,loan or cooperative agreement. it. 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 20 connection with this Federal contract, grant,loan or cooperative agreement,the Sub-Recipient shalt r complete and submit Standard Farm-LLL,"Disclosure of Lobbying Activities." lii. The Sub-Recipient shall require that this certification be included in the I i award documents for all subawards(including subcontracts,subgrants, and contracts under grants, loans,and cooperative agreements)and that all Sub-Recipients shall certify and disclose. iv, This certification is a material representation of fact upon which reliance was 1 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. V. if this subgrant agreement amount is$100,000 or more,the Sub-Recipient, and subcontractors,as applicable, shall sign Attachment M--Certification Regarding Lobbying. (24)COPYRIGHT PATENT AND TRADEMARK EXCEPT AS PROVIDED BELOW,ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY i RESERVER TO THE STATE OF FLORIDA;AND, A14Y AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE SUB-RECIPIENT TO THE STATE OF FLORIDA, a. If the Sub-Recipient has a pre-existing patentor copyright,the Sub-Recipient shall retain all rights and entitlements to that pre-existing patentor copyright unless the Agreement provides otherwise. b, If any discovery or invention is developed in the course of or as a result of work or services performed under this Agreement,or in any way connected with it,the Sub-Recipient shall refer the discovery or invention to the Division for a determination whether the State of Florida will seek patent protection in its name. Any patent rights accruing under or in connection with the performance of this Agreement are reserved to the State of Florida. If any books,manuals,films,or other copyrightable material are produced,the Sub-Recipient shall notify the Division, Any copyrights accruing under or in connection with the performance under this Agreement are transferred by the Sub-Recipient to the State of Florida. c. Within thirty days of execution of this Agreement,the Sub-Recipient shall disclose all intellectual properties relating to the performance of this Agreement which he or she knows or should know could give rise to a patent or copyright. The Sub-Recipient shall retain all rights and entitlements to any pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such property exists. The Division shall then,under Paragraph(24)b., have the right to all patents and copyrights which accrue during performance of the Agreement. d. If the Sub-Recipient qualifies as a state university under Florida law,then, pursuant to section 1004,23, Florida Statutes,any invention conceived exclusively by the employees of the Sub- 2t I I 1 iI Recipient shall become the sole property of the Sub-Recipient. In the case of joint inventions,that is inventions made jointly by one or more employees of both parties hereto,each party shall have an equal, undivided interest in and to such joint inventions. The Division shall retain a perpetual, irrevocable,fully- paid,nonexclusive license,for its use and the use of its contractor§of any resulting patented,copyrighted or trademarked work products,developed solely by the Sub-Recipient, under this Agreement, for Florida government purposes. (25)LEGAL AUTHORIZATION The Sub-Recipient certifies that it.has the legal authority to receive the funds under this Agreement and that its governing body has authorized the execution and acceptance of this Agreement. The Sub- Recipient also certifies that the undersigned person has the authority to legally execute and bind Sub- Recipient to the terms of this Agreement. (26)EQUAL OPPORTUNIJY ELOPLOYMEttT_ a. In accordance with 41 C.F.R.§60-1,4(b),the Sub-Recipient hereby agrees that It will incorporate or cause to be incorporated into any contract for construction work,or modification thereof,as defined in the regulations of the Secretary of Labor at 41 CFR Chapter 60,which is paid for in whole or in part with funds obtained from the Federal Government or borrowed on the credit of the Federal Government pursuant to a grant,contract, loan, insurance,or guarantee,or undertaken pursuant to.any Federal program involving such grant,contract, loan, insurance,or guarantee,the following equal opportunity clause: During the performance of this contract,the contractor agrees as follows: I. The contractor will not discriminate against any employee or applicant for employment because of race, color, religion,sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color,religion,sex, sexual orientation,gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading,demotion,or transfer,•.recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation;and selection for training, including apprenticeship. The contractor agrees to post inconspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause, Ii. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor,state that all qualified applicants will receive considerations for employment without regard to race,color, religion, sex,sexual orientation,gender identity, or national origin. Ill. The contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or 22 1 i F applicant. This provision shall not apply to instances in which an employee who has access to the compensation Information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint ' or charge,in furtherance of an investigation,proceeding, hearing,or action,including an investigation conducted by the employer,or is i consistent with the contractor's legal duty to furnish.Information. iv. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding,a notice to be provided advising the said labor union or workers'representatives of the contractor's commitments under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment V., The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965,and of the rules, regulations, and relevant orders of the Secretary of Labor. vi. The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965,and by rules, regulations,and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records,and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules,regulations,and orders. v€l, In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations,or orders,this contract may be canceled,terminated:, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 1124e of September 24, 1985,and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965,or by rule,regulation, or order of the Secretary of Labor,or as otherwise provided bylaw. viii. The contractor will include the portion of the sentence Immediately preceding paragraph(1)and the provisions of paragraphs (1)through(8) in every subcontract or purchase order unless exempted by rules,regulations,or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, Including sanctions for noncompliance: Provided, however,that in the event a contractor becomes involved in,or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency the contractor may request the United States to enter Into such litigation to protect the interests of the United States. 23 i i I I i b. The Sub-Recipient further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work; Provided, that if the applicant so participating is a State or local government,the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the contract. c. The Sub-Reciplent agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor In obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules,regulations, and relevant orders of the Secretary of Labor,that it will famish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance,and that it will otherwise assist the administering agency in the discharge of the agency's primary responsibility for securing compliance. d. The Sub-Recipient further agrees that it will refrain from entering into any contractor contract modification subject to Executive Order 11246 of September 24, 1965,with a contractor debarred from,or who has not demonstrated eligibility for,Government contracts and federally assisted construction contracts pursuant to the Executive order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part It,Subpart D of the Executive order. In addition,the Sub-Reciplent agrees that if it falls or refuses to comply with these undertakings,the administering agency may take-any or all of the following actions: cancel,terminate,or suspend in whole or in part this grant(contract, loan, insurance, guarantee);refrain frorn extending any further assistance to the Sub-Recipient under the program With respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such Sub-Recipient;and refer the case to the Department of Justice for appropriate legal proceedings, (27)gOPELAND ANTWICKSACK AC The Sub-Recipient hereby agrees that, unless exempt under Federal law, it will incorporate or cause to be incorporated into any contract for construction work,or modification thereof, the following clause. I, Contractor, The contractor shall comply with 18 U.S.C.§874, 40 U.&C,§3145, and the requirements of 29 C.FA,pt.3 as may be applicable, which are incorporated by reference into this contract. 11, Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as the FEMA may by appropriate instructions require,and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses, III, Breach. A broach of the contract clauses above may be grounds for termination of the contract,and for debarment as a contractor and subcontractor as provided in 29 C.F.R.§5.12, 24 .......... .......... (28)CONTRACT WORK HOURS AND SAFETY STANDARD If the Sub-Recipient,with the funds authorized by this Agreement,enters into a contract that exceeds$100,000 and involves the employment of mechanics or laborers,then any such contract must include a provision for compliance with 40 U.S.C.3702 and 3704,as supplemented by Department of Labor regulations (29 CFR Part 5), Under 40 U.S.C,3702 of the Act,each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U,&C.3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market,or contracts for transportation. (29)CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT If the Sub-Recipient,with the funds authorized by this Agreement,enters into a contract that exceeds$150,000, then any such contract must Include the following provision: Contractor agrees to comply with all applicable standards,orders or regulations issued pursuant to the Clean Air Act(42 U.S.C,7401-7671 q) and the Federal Water Pollution Control Act as amended(33 U,S.C. 1251-1387)and will report violations to FEMA and the Regional Office of the Environmental Protection Agency(EPA), (30)SUSPENSION AND DEBARMENT If the Sub-Recipient,with the funds authorized by this Agreement,enters into a contract, then any such contract must include the following provisions: j. This contract is a covered transaction for purposes of 2 C.F.R. pt, 180 and 2 C.RR, pt. 3000, As such the contractor is required to verify that none of the contractor,its principals(defined at 2 C.F.R. 180.995),or its affiliates(defined at 2 C,F.R.§180.905)are excluded (defined at 2 C.F.R.§ 180.940)or disqualified(defined at 2 C.F.R.§ IIM935), H. The contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R, pt. 3000,Subpart C and must include a requirement to comply with these regulations In any lower tier covered transaction it enters into. ili. This certification is a material representation of fact relied upon by the Division, if it is later determined that the contractor did not comply with 2 C.F,R. pt, 180,subpart C and 2 C.F.R. pt. 3000,subpart C,in addition to remedies available to the Division,the Federal Government may pursue available remedies, including but not limited to suspension andlor debarment, iv, The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pL 180,subpart C and 2 C,F,R. pt, 3000,subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. 25 i CB ' | if the Sub-Recipient,with the funds authorized bythis Agreement, enters into acontract, | then any such contract must include the following clause: � � Byrd Anti-Lobbying Amendment, 31 U.S.C. ~ 1352(as--- '' ! � Contractors who apply or bid for an award '�� | � 00,000 or more shall file the c�J��n E�hW�c��a��o�v ��w0. - ~ ! not and has not used Federal appropriated funds to pay any person or ! organization for influencing � employee of any agency, � Congress, obtaining any Federal contract, grant,or any other award covered U.S.C. non- Federal funds that takes place in connection with obtaigany Federal_ award, Such disclosures are forwarded from tier to tier uptothe recipient. If the Sub-Recipient enters Into mcontract with m subcontractor for wnaward of$iO0,0OD or more,the subcontractor shall sign Attachment M—Certification Regarding Lobbying. (32)CONTRACTING WITH SMALL AND MINORITY BUSINESSES,WOMEN'S SU81NES ENTERPEISES,AND LABOR$URPLUS AREA FIRMS m. If the Sub-Reoipient.with the funds authorized by this Agreement,seeks to procure goods or services, then,in accordance with 2 GY.R.§200,321,the Sub-Recipient shall take the following affirmative steps to assure that minority businesses,women's business enterprises,and labor surplus area firms are used whenever wssible: i Placing qualified small and minority businesses and vmonen'sbusiness enterprises om solicitation lists; |i Assuring that small and minority businesses,and womanbbusiness enterprises are solicited whenever they are potential sources; iii Dividing total reqkements, into smaller tasks or quantities to permit maximum.participation by small and minority businesses,and women's business enterprises; iv. Establishing delivery schedules,where the requirement permits,which encourage participation by small and minority businesses, and women's business enterprises; V. Using the services and assistance,as aRp[oprhate.cf such organizations an the Small Business Administration and the Minority Business Development Agency of the Department of Commerce;and , A. Requiring the prime contractor, Rsubcontracts are tubo let,bz take the affirmative steps listed(n paragraphs i.through v. of this subparagraph. b. The requirement outlined in subparagraph a. above, sometimes referred*`aa socioeconomic contracting,"does not impose an obligation to set aside either the solicitation or award of m contract to these types cf finne. Rather,the requirement only imposes an obligation hzcarry out and document Unaah(mfOnno�*m��pa|de�t Identified . 26 � c. The"socioeconomic contracting'requirement outlines the affirmative steps that the Sub-Recipient must take;the requirements do not preclude the Sub-Recipient from undertaking additional steps to involve small and minority businesses and women's business enterprises. d. The requirement to divide total requirements,when economically feasible,into smaller tasks or quantities to permit maximum participation by small and minority businesses,and women's business enterprises,does not authorize the Sub-Recipient to break a single project down into smaller components in order to circumvent the micro-purchase or small purchase thresholds so as to utilize streamlined acquisition procedures(e.g, "project splitting"). 33. ASSURANCES. The Sub-Recipient shall comply with any Statement of Assurances incorporated as Attachment H. IN WITNESS WHEREOF, the parties hereto have executed this Agreement, SUg-R9CIPIENT* Y OF MIAMI FIRE RESCUE By: Name Title: h r Nonega,City Manager Date:- �V�IAA FID# 69-6000375 If signing electronically, By providing this electronic signature,I am attesting that I understand that electronic signatures are legally binding and have the same meaning as haneWitten signatures,I am also oonfirming that Internal controls have been maintained,and that policies and procedures were properly followed to ensure the authenticity of the electronic signature. This statement Is to certify that I confirm that this electronic signature is to be the legally binding equivalent of my handwritten signature and that the data on this form is accurate to the best of my knowledge. STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT Name and Title:Jared Moskowitz. Director Date: 27 ( i 1 , THE CITY OF MIAMI,a municipal Corporation of the State of Florida ATTEST: r B By: Todd B. Hannan- . Arthur No iega - City Clerk City Manager APPROVED AS TO FORM AND APPROVED AS TO INSURANCE CORRECTNESS REQUIREMENTS 1 By: By: Victoria Mendez Ann-Marie Sharpe, Director City Attorney Department of Risk Management this signature is for subaward R0232 Counterparts and Electronic Signatures. This Agreement may be executed in any number of counterparts, each of which so executed shall be deemed to be an original, and such counterparts shall together constitute but one and the same Agreement,The parties shall be entitled to sign and transmit an electronic signature of this Agreement (whether by facsimile, PDF or other email transmission), which signature shall be binding on the party whose name is contained therein.Any party providing an electronic signature agrees to promptly execute and deliver to the other parties an original signed Agreement upon request. , 21 i EXHIBIT—1 THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB-RECIPIENT UNDER THIS AGREEMENT: I , Federal Program:Urban Araa Security Initiative(UASI) j Federal Agency; U.S 12 partmeant of Homeland Security Federal Emergency Manager ent Catalog of Federal Domestic Assistance title and number: 97.06 Award amount: $1 012 600.00 THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER THIS AGREEMENT: Federal Program: Urban Area Security Initia ive UASI List applicable compllance requirements as follows; 1. Sub-Recipient is to use funding to perform eligible activities as identified FY 2020 Department of Homeland Security Notice of Funding Opportunity. 2. Sub-Recipient is subject to all administrative and financial requirements as set forth in this Agreement or will not be in compliance with the terms of the Agreement. 3. Sub-Recipient must comply with specific laws,rules,or regulations that pertain to how the awarded resources must be used or how eligibility determinations are to be made. NOTE.2 G.F.R.Part 200,and Section 215.97(5)(a),Florida Statutes,require that the information about Federal Programs and State Projects Included in Exhibit 1 be provlded to the Sub-Recipient, 28 1 ATTACHMENT A Program Budget Below is a general budget which outlines eligible categories and their allocation under this award. The Sub-Recipient is to utilize the"Program Budget" as a guide For completing the"Budget Detail Worksheet" below. i The Equipment category will require Authorized Equipment List(AEL)reference number. The Authorized 1 Equipment List(AEL)Is a list of approved equipment types allowed under FEMA's preparedness grant programs. The intended audience of this tool is emergency managers,first responders, and other homeland security professionals.The list consists of 21 equipment categories divided into sub-categories, I tertiary categories, and then individual equipment items. The AEL can be found at http:llwww.fema,gov/authorized-e uq_ iprnent-list. At the discretion of the Sub-recipient, funds allocated to Management and Administration costs(as described in the"Proposed Program Budget") may be put towards Programmatic costs instead. However, no more than 5%of each Sub-recipient's total award may be expended on Management and Administration costs. The transfer of foods between the categories listed In the"Program Budget and Scope of Work"is permitted. However,the transfer of funds between Issues Is strictly prohibited. its ra — — a)•i :E e. @ pt y I A t�i 4 a Award Allocation-•Issue 45 $14,750,000.00 FY 22020-State Homeland State Management&Administration $737 500.00 Security Grant Program— City of Miami Fire Rescue withheld 5% Urban Area Security Initiative Issue#45 Expendable Award Allocation after 5% $14,012,500.00 reduction LETP-Type Activities(26%of award allocation)This amount is not in $3,687,500.00 addition to the remaining award amount but instead signifies the amount needed to meet the 25% requirement. Management and Administration (the dollar amount which corresponds $580,500.00 to 4%of the total local agency allocation is shown in the column on the ri ht MI'lim-11; On i 29 i i BUDGET DETAIL,WORKSHEET The Sub-Recipient is required to provide a completed budget detail worksheet, to the Division,which i accounts for the total award as described in the"Proposed Program Budget". ! { If any changes need to be made to the"Budget Detail Worksheet",a er the execution of this agreement, contact the Grant Manager listed in this agreement via email or letter. � L�- : �'Y Ailpwable P,1 npmg Cosfs� � �� w �r r11 rtya 1 .� Developing hazard/threat-specific annexes that incorporate the range of prevention, protection, i response,and recovery activities Developing and implementing homeland security support programs and adopting ongoing DHSlFEMA national initiatives Developing related terrorism and other catastrophic event prevention activities Developing and enhancing plans and protocols Grass-Cutting—Planning (planning,Training and 1 $663,433.00 $563,433.00 5 !Exercise); Line Item 2020-05 [Developing or conducting assessments Protection--Cybersecurity(Cybersecurity Threat Assessments to Include Election Security); Line item 1 $266,500.00 $266,600.00 1 2020-01 Soft TargeVCrowded Places—Protection—Risk Management for Protection programs 1 $50,000.00 $50,000.00 2 (Risk/Vulnerability Assessment of Cl for Election Security); Line item 2020-02 Hiring of full or part-time staff or contractorslconsultants to assist with planning activities(not for the purpose of hiring public safety personnel fulfilling traditional public safety duties Protection—Cybersecurity(Cybersecurity Response 1 $37,750.00 $37,760.00 1 Plans and Exercises); Line Item 2020-01 Intel&Info Sharing—Prevention--hitelligence and 1 $62,000,00 $62,000.00 3 Information Sharing (LPR Analyst);Line Item 2020.03 Intel&Info Sharing—Prevention—Intelligence and Information Sharing(Metadata Planner); Line item 1 $43,000.00 $43,000.00 3 2020-03 Cross-Gutting—Planning (Planners and 1 $796,441.00 $796,441.00 5 Consultants);Line Item 2020-06 30 I 1 Response—Public Health, Healthcare and EMS 1 $801616,00 $80,515.00 7 (Closed POD Training Video); Line Item 2020µ12 { Materials required to conduct planning activities I Soft Target/Crewded Places—Prevention—Public Information and Warning; Line Item 2020-02 1 $10,000.00 $10,000.00 2 ; Travel/per diem related to planning activities Overtime and backfiil costs(in accordance with operational Cost Guidance) I Issuance of WHTI-compiiant Tribal identification cards Activities to achieve planning inclusive of people with disabilities and others with access and functional needs and limited English proficiency Coordination with Citizen Corps Councils for public informationleducation and development of volunteer programs Update governance structures and processes and plans for emergency communications Development, review and revision of continuity of operations plans Development, review and revision of the THIRAlSPR continuity of operations plans '.S'�Css c ..r�m''`�4 '� ij..4�.��..�i��o�1:.u:. �',,_.'�ay�Fl�k�,�� u.>n�x-��5?i�.��`xo'a.�F��S:.rj.�• ��?fikn.��,:-"`-�t�.��•'"L',.�3F`.'.�.xt�Az &'...rai._��. ,AIlaw�ble Org�n��atio�al�ctiv�ttes�(HSGP and C1rTP) f ��-�Qu�ntty �'�UmtGosr<r {i a��Fo�tal Cas�,�- �-t�# t. Program management Development of whole community partnerships Structures and mechanisms for information sharing between the public and private sector Implementing models, programs, and workforce enhancement initiatives Tools, resources, and activities that facilitate shared situational awareness between the public and private sectors Operational support Soft TargetlCrowded Places--protection— Interdiction and Disruption ([operational OT); Line 1 $22,000.00 $22,000.00 2 Item 2020-02; Utilization of standardized resource management concepts Responding to an increase in the threat level under the National Terrorism Advisory System (NTAS), or needs in resulting from a National Special Security Event i 31 i Reimbursement for select operational expenses associated with increased security measures at critical infrastructure sites incurred (up to 50 percent of the allocation) Overtime for information, Investigative, and intelligence sharing activities(up to 50 percent of the allocation) Hiring of new staff positions/contractors/consultants for participation in infon-nationlintelligence analysis and sharing groups or fusion center activities(up to 50 percent of the allocation) Intel&Info Sharing—Prevention--Intelligence and Information Sharing(Fusion Analysts);Line item 1 $270,000.00 $270,000.00 3 2020.03 TOTN C?RGAN RATIONAL EXPFZNA� EJf2ES '$292 OO p0 m � Att.. la a er is s ��ria i y•4 � f W Design, Develop, Conduct and Evaluate an Exercise Full or Part-Time Staff or Contractors/Consultants-full or part-time staff may be hired to support exercise- related activities. Payment of salaries and fringe benefits must be in accordance with the policies of the state or local unit(s)of government and have the approval of the state or the awarding agency, whichever is applicable. The services of contractors/consultants may also be procured to support the design, development, conduct and evaluation of CBRNE exercises,The applicant's formal written procurement policy or the Federal Acquisition Regulations(FAR)must be followed, Protection—Cybersecurity(Cybersecurity Response 1 $105,000,00 $105,000.00 1 Plans and Exercises);Lino item 2020-01 Cross-Gutting--Planning (Planning,'Training and 1 $245,240,00 $245,240,00 5 Exercise); Lino Item 2020-05 Overtime and backfill costs—Overtime and backflll costs, including expenses for part-time and volunteer emergency response personnel participating In FEMA exercises Implementation of HSEEP Activities to achieve exercises Inclusive of people with disabilities and others with access and functional needs Travel-Travel costs(i.e,, airfare, mileage, per diem, hotel,etc,)are allowable as expenses by employees who are on travel status for official business related to the planning and conduct of the exercise roject(s), Supplies-Supplies are items that are expanded or consumed during the course of the planning and conduct of the exercise project(s) e.g,, copying paper, gloves, 32 I I tape, non-sterile masks, and disposable protective equipment). J i Interoperable communications exercises I I I Activities to achieve planning inclusive of people with j limited English proficiency 1 i o.. iarr¢g 1 �_ To 1'Cr s . '� .,,_ -► sir- a Xfa:.n _ ? M. ,9_ o Overtime and backfiii for emergency preparedness and response personnel attending DHS/I EMA-sponsored and approved training classes Overtime and backfilf expenses for part-time and volunteer emergency response personnel participating In DHS/FEMA training Training Workshops and Conferences Protection—Cybersecurity(Trainings);Line item 1 $10,000.00 $10,000m 1 2020-01 Response—On Scene Security, Protection and LE 1 $45,726.00 $45,726.00 7 _(SWATSpecialty Unit Training); Line Item 2020-11 Activities to achieve training inclusive of people with disabilities and others with access and functional needs and limited Engilsh proficiency Full or Part-Time Staff or Contractors/Consultants Soft Target/Crowded Places•-Prevention M Public 1 $20,130.00 $20,130.00 2 Information and Warning; Line Item 2020-02 Cross-Cutting—Planning(Trallaing Classes); Line 1 $171,823,00 $171,823M 5 item 2020.06 Travel µ Supplies are items that are expended or consurned during the course of the planning and conduct of the exercise project(s) (e.g., copying paper, gloves, tape, non-sterile masks, and disposable protective equipment). Instructor certification/re-certification Coordination with Citizen Corps Councils in conducting training exercises Interoperable communications training Activates to achieve training inclusive people with limited English proficiency Immigration enforcement training _ size.. I u bxi �, a G3 Itfa ri 33 i i i Eligible Equipment Acqulsitibo'Costs The table Below highlights the 611ovuabl6 equipment categories for this award .A comprehensive listing of these allowable equipment categories,:and specific Quantity Unit Cost Total Cast iJ# equipment e0g, lble under each category;are Iisied-bn the j web-base..d version.ofi h'e''Authorized.Equipment Ust (AEL)at hftp:l/www,ferns..inv authorized-eg uipgiertt list. persr;nal`prake'ofI�!e e�jtaipr�ent ' f Response T-On Scene Security, Protection and LE (MCI Equipment); Line item 2020-11;AEL#01LE-01- 1 $170,325.00 $170,325.00 7 SHLD,01LE-01-HLMT,09TR-01-CISM;09MS-04- — BAND OSTR-01-MKIT Ea�plv��Ve deui�e Fnikigat[vi�andrerpediativn e�U_iprr5enf .,_, ". �. ___ Emerging Threats--Prevention—Interdiction and Disruption (Bomb Team Equipment); Line Item 2020- 1 $115,000.00 $115,000.00 4 04;AEL#02EX-02-TLPS,02PE-01-BSUT,02EX-02- TLRO Emerging Threats—Prevention—Screening,Search and Detection (EOD Detectors); Line item 2020-04; 1 $94,650,00 $94,650.00 4 AEL#02EX-02.XRAP,02EX-00w15131E, 21GN-00-MAIN CBRNoperatianal.se�r�h an�. escueoquJpment Soft Target/Crowded Places--Prevention— Screening;Search and Detection(LPR Systems); Line item 2020.02;AEL#030E-01-ALPR; 12TR-00- 1 $766,494.00 $766,494.00 2 TEQP;I3LE-00-SURV,04AP-02-AVLS; 21GN-00-SHIP; 21 GN-00-INST Soft Target/Crowded Places—Prevention— Screening,Search and Detection(Surveillance 1 $156,607A0 $165,807.00 2 Platforms); Line item 2020-02;AEL#030E-07-ROVL Emerging Threats—Prevention--Interdiction and Disruption (Robots); Line Item 2020.04;AEL#030E- 1 $566,911.00 $566,911.00 4 07-ROBT,030E-07-UMVS,02EX-01-XRAP, 02PE-02- BSUT Response—Mass Search and Rescue Ops (TRT !Equipment); Line Item 2020-10; AEL#03SR-02-TPHY, 03SRAZTPEL,09ME-05-LITR,030E-05-ROPH,06CP- 1 $164,237.00 $164,237,00 7 03-11COM,03SR-03-SCAM,01AR-01-SCBC,030E-05- ROPE, 01 UR-01-HLMT,06CP-03-PRAG, 030E-01- cTAC Response—Mass Search and Rescue Ops(sonar); Line item 2020-10;AEL#03WA-02-SONR,04HW-01- 1 $34,675.00 $34,676.00 7 INHW i 34 i I Response—On Scene Security and LE (Night Vision); 1 $459,363.00 $459,363.00 7 Line item 2020-11;AEL#03OE-02-TILA Response—Situational Assessment(SUAS); Line 1 $175,00QA0 $175,p00.00 7 item 2020-13; AEL#030E-07-SUAS - I i Response Communications—Interoperable Communications (Mobile Message Boards); Line item 1 $40,000.00 $40,000.00 8 2020.14; AEL#030E-03-SIGN Infarn aflors,I Lipa�ogy Intel&Info Sharing—Prevention—Intelligence and — Information Sharing (GIS Dashboard for Fusion 1 $162,713.00 $152,713.00 3 Center); Line Item 2020-03;AEL#04AP-03-GISS Intel&Info Sharing—Prevention—Intelligence and Information Sharing(Real Time Crime Center Build 1 $269,293.00 $269,293.00 3 Out); Line item 2020-03; AEI,#04HW-01-INHW Cross-Cutting—Operational Coordination(ICS SoftwareNVebEOC); Line Item 2020-06;AEL#04HW- 1 $277,876.00 $277,876.00 5 01-INHWW,04SW-04-NETW,04AP-05-CDSS,04AP-01- CADS,04AP-03-GISS :Response—Situational Assessment(GIS System for Fire); Line item 2020.13;AEL#04AP-03-GISS,04HW- 1 $34,605,00 $34,605.00 7 01-INHW,04MD-03-DISP Gyktersecur�ty�nhaEicomenfi equipment; Protection—Cybersecurity(Cybersecurity Threat Assessments to Include Election Security and 1 $16,160.00 $16,160,00 1 software); Line Item 2020-01; AEL#05NP-00-IDPS Protection--Cybersecurity (Gybersecurity Equipment); Line Item 2020-01;AEL#05NP-00-IDPS, 1 $338,95100 $338,966.00 1 QSHS-00-MALW; QSNP-00-1FWAL `Infeiaper blLcolrirnunlation$ quipmerit Response Communications—Interoperable Communications(Interoperable Comms); Lino item 2020-14;AEL#06CP-01-PORT,06CP-03-13RAG, 1 $1,385,591.00 $1,385,591.00 8 04HW-01-INHW 1013C40-BATT,06CP-01-MOBL, 21GN-00-INST, 06CP-02-BRDG,06CC-03-SATB,06P- 01•REPT,12TR-00-TEQP :`netectlon Equprrtpnf Emerging Threats—Prevention—Screening,Search and Detection (Hazmat Detectors); Line item 2020-04; 1 $200,240.00 $200,24U0 4 AEL#07RD-02-PRDA, 07RD-02•HHSM �Decontam�nafion Equiprrtenf 35 i I I I Medical supplies I Pawei`equrpmen#(generators;<:batteries;power'cells) j f ; 1 Cl3FifVE t�ef..e;rer7c�Materrals � , CSRNE lncidenf Response Velicleg Soft Target/Crowded Places—Prevention-- Screening, Search and Detection (Surveillance q $305,776.00 $305,776,00 2 Vehicles); Line item 2020-02;AEL#12VE-00-MISS; 04HW-01-INHW1f; 04MD-01-VCAM; 04AP-02-DGPS Response--Critical Transportation (Response Vehicles), Line item 2020-09;AEL#12 VE-00-CMDV, 1 $786,877.00 $788,877,00 7 12VE-00-MISS 'Tei•rrrrlsm.Incldent�l�reuank�cn�q�ipm�n# ;: '. Soft Target/Crowded Places--Prevention-- Screening, Search and Detection (Surveillance 1 $63,760.00 $53,760.00 2 Equipment); Line item 2020.02; AEL#131_E-00-SURV Responses Communications--Interoperable Communications(Emergency!Notification System); 1 $47,698.00 $47,698.00 8 Line item 2020-14,AEL#131T-00-ALRT Phys�rtal 5eauci#y�nharicement>~quapnierif Soft Target/Crowded Places--Protection--Access Control and Identity Verification(Access Card Readers and Credentialing Systems); Line item 2020- 1 $237,763.00 $237,763.00 2 02;AEL#14SW-01-VIDA, 14SW01-PACS,21GN-00- INST,21GN-00-CN ST,04HW-014NHW,04AP-06-CRED Soft Target/Crowded Places—Protection--Physical - Protective Measures(CCTV Systems); Line item 2020-02;AEL#14SW-01-VIDA, 14SWO1-PACS,21GN- 1 $1,394,946.00 $1,394,946.00 2 00-IN rT,04MD-03-DISP,04HW-01-INHWW, I4SW-01- ALRM, 10GE-00-GENR;21GN-00-CNST; 21GN-00- MAIN Soft TargettCrowded Places—Protection—Physical Protective Measures(Portable Vehicle Barriers); Line 1 $240,000.00 $240,000.00 2 Item 2020-02;AEL#14SW-01-WALL Emerging Threats—Prevention—Interdiction and Disruption (Maritime Radar); Line item 2020-04; AEL 1 $150,382.00 $160,382.00 4 #f14SW-02-RADR Recovery—Infrastructure System(E911 Backup 1 $20,000.00 $20,000.00 8 Ethernet); Line item 2020-15;AEI.#14CI-01-COUP 36 I i I I I Inspection and Screening Systems Soft Target/Crowded Places—Protection--Physical Protective measures(Magnometers); Line item 2020- 1 $35,000,00 $36,000.00 2 02; AEL#1550-00-PPSS Animal Care and Foreign Animal Disease CBRNf PXven#ion arfd Response watercraft Response—Critical Transportation(Response 1..,. $336,O00.00 $336,000.00 7 Vessels), Lino item 2020-09;AEL#17WO-00-BOAT C13RNE Auiati©n.Equipiyent CS tJ)~Logistical Suppr�rt itiquloiient lnterUei�t�bn! qufpmenk„(e g,tactical entry came scene prpcesiric�) Ern*arging�Threats—Prevention—forensics and Attribution (Laser Scanner for Crime Scene 1 $43,166.00 $43,166.00 4 Recreating);Line item 202Q-04; AEL#20CS-02-UVLT critical emergency supplies O#her a4�tf,orled equlprr7ent costs(include any cinstrUctign qr renovation hosts in.tt�is ca#egory,Written approvaE must be ppayidad,by FEMA prior;to the ise of aiiy funds;for consfirygtion;or renovation) Intel &Info Sharing—Preventlon—Intelligence and Information Sharing(fusion Center Oporations); Line 1 $240,000.00 $240,000.00 3 item 2020-03; AEL#04HW-Oi-iNHW,131T-00-INTL; 131T-00-ALRT Cross-Cutting--Operational Coordination(E03C EnhancementlSustainment);Line Item 2020-06;AEL #04HW-01-iNHW,21GN-00-OCEO,04AP-05-CDSS, 131T-00-ALRT,04AP-01-CADS,04MD-02-PROJ, 04HW-01-HHCD,06CP-05-VCON,06CP-01-PORT, 1 $583,009.00 $583,009.00 5 04MD-03-DISP,2IGN-00-CN8T,21GN-00-MAIN,06CC- 03-SATIS,00iCC-03»SATP,06CC-04-SADS,06CC-01- CElLL,14SW-DI-PAC S,14C1-00-COOP,21GN-00-INST, 04HW-01-CABL, 075E-03-ENVS,OOCC-05-PRTY, 06CC-02-DSAD Mitigation—Community Resilience(CERT Planning, Training and Equipment); Line Item 2020-07; AEL 1 $490,700,00 $490,700.00 6 #21GN-00-CCEO, 19GN-00.BGPK,21CR-00-MEIN, 06CP-01-PORT Mitigation Long Terns Vulnerability Reduction (Maintenance and 5ustainment); Line item 2020-08; 1 $277,471.00 $277,471.00 6 AEL#21 GN-00-MAIN 77 TOTAL EQUIPMENT EXPENDITURES $10,652,442.00. 37 1 i Hiring of full-time or part-time staff or con tracto rs/consultants: to assist with the management of the respective grant j program; application requirements, and compliance with j reporting and data collection requirements I M&A Salary Personnel, Line item 2020-16 1 $500,000.00 $500,000.00 Development of operating plans for information collection and processing necessary to respond to DHS/F'EMA data calls Overtime and backfill costs—Overtime expenses are defined as the result of personnel who worked over and above 40 hours of weekly work time In the performance of FEMA—approved activities within the scope of this grant. Backfill Costs also called"Overtime as Backfill"are defined as expenses from the result of personnel who are working overtime in order to perform the duties of other personnel who are temporarily assigned to f=EMA-- approved activities outside their core responsibilities. Neither overtime nor backfiil expenses are the result of an increase of pull—Time Equivalent(FTEs)employees, Travel expenses M&A Travel,Lime item 2020-16 1 $10,500.00 $10,500.00 Meeting-related expenses Authorized office equipment: including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which may be required to support the implementation of the homeland security strategy. Off lee Supplies, Line item 2020-16 1 $25,000.00 $26,000.00 The following are allowable only within the agreement period: Recurring fees/charges associated with certain equipment, such as cell phones,faxes, Leasing and/or renting of space for newly hired personnel to administer programs within the grant program. Recurring Expenses(Fedex,storage fees,etc), line 1 $25,000,00 $25,000.00 item 2020-16 TOTAL~AWARD EXPENDITURES $14,012,600 38 i i l ATTACHMENT B I SCOPE OF WORK I Sub-Recipients must comply with all the requirements in 2 C,F,R. Part 200(Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards), Funding is provided to perform eligible activities as identified in the Domestic Homeland Security— Federal Emergency Management Agency National Preparedness Directorate Fiscal Year 2020 Homeland Security Grant Program(HSGP), consistent with the Department of Homeland Security State Strategy, Eligible activities are outlined in the Scope of Work for each category below: I. Issue and Project Description issue 46,The Urban Area Security Initiative(UASI)has allowable Management and Administration(M&A)costs associated with it.The Division of Emergency Management,as the designated State Administrative Agency,will retain five(5)percent of the total UASi amount allocated to Florida for M&A purposes,These funds will provide the SAA with the means to manage and administer the UASI grant.The proper management and administration of these funds ensures that each project listed will be fulfilled,or partially fulfilled,more efficiently while remaining in compliance with the OHS Federal Fiscal Year 2020 Homeland Security Grant Program Guidance. II, Categories and Eligible Activities FY 2020 allowable costs are divided into the following categories for this agreement: Planning, Organizational, Exercise,Training, Equipment and Management and Administration. Each categorys allowable costs have been listed in the"Budget Detail Worksheer above. A, Allowable Planning Related Costs HSGP funds may be used for a range of emergency preparedness and management planning activities such as those associated with the development, review,and revision of the THIRA,SPR,continuity of operations plans,and other planning activities that support the Goal and placing an emphasis on updating and maintaining a current EOP that conforms to the guidelines outlined in CPO 101 v,2.0, + Developing hazard/threat-specific annexes that incorporate the range of prevention, protection,response, and recovery activities; « Developing and Implementing homeland security support programs and adopting DHS/FEMA national Initiatives; • Developing related terrorism and other catastrophic event prevention activities; • Developing and enhancing plans and protocols; • Developing or conducting assessments; • Hiring of full-or part-time staff or contract/consultants to assist with planning activities(not for the purpose of hiring public safety personnel fulfilling traditional public safety duties); a Materials required to conduct planning activities; * Travel/per diem related to planning activities; • Overtime and backfill costs(in accordance with operational Cost Guidance); • issuance of WHTl-cornpliant Tribal identification curd; • Activities to achieve planning inclusive of people with disabilities; • Coordination with Citizen Corps Councils for public information/education and development of volunteer programs; • Update governance structures and processes and plans for emergency communications;and • Activities to achieve planning inclusive of people with limited English proficiency, 39 I I i i B. Allowable Organization Related Costs HSGP and UASI Only) g ( y) Sub-Recipients proposed expenditures of SHSP or UASi funds to support organization activities include: I • Program Management; • Development of whole community partnerships,through groups such as Citizen Corp Councils; • Structures and mechanisms for information sharing between the public and private sector; • Implementing models, programs, and workforce enhancement initiatives to address ideologically inspired radicalization to violence in the homeland; • Tools, resources, and activities that facilitate shared situational awareness between the public and private sectors; • Operational Support; • Utilization of standardized resource management concepts such as typing, inventorying, organizing,and tracking to facilitate the dispatch,deployment, and recovery of resources before, during,and after an incident; • Responding to an Increase in the threat level under the National Terrorism Advisory System (NTAS)or creeds resulting from a National Special Security Event; and • Paying salaries and benefits for personnel to serve as qualified Intelligence Analysts. Per the Personnel Reimbursement for Intelligence Cooperation and Enhancement(PRICE)of Homeland Security Act, Pub. L. No. 110-412, §2,codified in relevant part,as amended,at 6 U.S,C.§609(a), HSGP and UASI funds may be used to hire new staff and/or contractor positions to serve as Intelligence analysts to enable information/intelligence sharing capabilities, as well as support existing intelligence analysts previously covered by HSGP or UASI funding,See 6 U.S.C. §609(a).To be hired as an intelligence analyst, staff and/or contractor personnel must meet at least one of the following criteria: •Complete training to ensure baseline proficiency In intelligence analysis and production within six months of being hired;and/or, • Previously served as an intelligence analyst for a minimum of two years either in a federal intelligence agency,the military,or state andfor local law enforcement intelligence unit. Intelligence Analyst Activities Allowable Costs(HSGP and UASI) All fusion center analytical personnel must demonstrate qualifications that meet or exceed competencies identified in the Common Competencies for state, local, and tribal intelligence Analysts,which outlines the minimum categories of training needed for intelligence analysts.A certificate of completion of such training must be on file with the SAA and must be made available to the recipient's respective FEMA HQ Program Analyst upon request. States and Urban Areas must justify proposed.expenditures of HSGP or UASI funds to support organization activities within their IJ submission,All SAAs are allowed to utilize up to 60 percent(50%)of their HSGP funding and ail Urban Areas are allowed up to 50 percent(50%)of their UASI funding for personnel costs.At the request of a Sub-Recipient of a grant,the FEMA Administrator may grant a waiver of the 50 percent(50%) limitation noted above. Request for waivers to the personnel cap must be submitted by the SAA to GPD in writing on official letterhead,with the following information: •Documentation explaining why the cap should be waived; •Conditions under which the request is being submitted;and •A budget and method of calculation of personnel costs both in percentages of the grant award and in total dollar amount. To avoid supplanting issues,the request rriust also include a three- year staffing history for the requesting entity. Law Enforcement Terroriser Prevention (LETP)Activities Allowable Costs(HSGP and UASI) LETP Activities eligible for use of LETPA focused funds include but are not limited to: 40 i I i I 1 • Maturation and enhancement of designated state and major Urban Area fusion centers, including Information sharing and analysis,threat recognition,terrorist interdiction, and i training/hiring of intelligence analysts; j • Coordination between fusion centers and other analytical and investigative efforts inciuding, but not limited to Joint Terrorism Task Forces(JTTFs), Field Intelligence Groups(FIGS), High Intensity Drug Trafficking Areas(HIDTAs), Regional Information Sharing Systerns(RIBS) Centers, criminal intelligence units,and real-time crime analysis centers; i • Implementation and maintenance of the Nationwide SAR Initiative, including training for front line personnel on identifying and reporting suspicious activities;and • Implementation of the"If You See Something, Say Something"campaign to raise public awareness of indicators of terrorism and terrorism-related crime and associated efforts to increase the sharing of information with public and private sector partners, including nonprofit organizations. • Note: DFIS requires that all public and privates sector partners wanting to implement and/or expand the DHS"If You See Something,Say Something®" campaign using grant funds work directly with the DNS Office of Partnership and Engagement(OPE)to ensure all public awareness materials(e.g.,videos, posters,tri-folds,etc.)are consistent with the DHS's messaging and strategy for the campaign and compliant with the initiative's trademark,which is licensed to DHS by the New York Metropolitan Transportation Authority, Coordination with OPE,through the Campaign's Office(seesay@I1q.dhs,gov),must be facilitated by FEMA. • Increase physical security,through law enforcement personnel and other protective - measures, by implementing preventive and protective measures at critical infrastructure site or at-risk nonprofit organizations; and • Building and sustaining preventive radiological and nuclear detection capabilities, including those developed through the Securing the Cities initiative, Organizational activities under HSGP and UASI include: Operational Overtime Costs. In support of efforts to enhance capabilities for detecting, deterring, disrupting, and preventing acts of terrorism and other catastrophic events, operational overtime costs are allowable for increased protective security measures at critical infrastructure sites or other high-risk locations and to enhance public safety during mass gatherings and high-profile events, In that regard, HSGP Sub-Recipients are urged to consider using grant funding to support soft target preparedness activities. HSGP or UASI funds may be used to support select operational expenses associated with Increased security measures in the authorized categories cited below: • Backfill and overtime expenses for staffing State or Major Urban Area fusion centers; • Hiring of contracted security for critical infrastructure sites; • Participation in Regional Resiliency Assessment Program(RRAP)activities; • Public safety overtime; •Title 32 or State Active Duty National Guard deployments to protect critical infrastructure sites, Including all resources that are part of the standard National Guard deployment package(Note: Consumable costs,such as fuel expenses,are not allowed except as part of the standard National Guard deployment package); • Increased border security activities in coordination with CBP; • National Terrorism Advisory System; • National Security Events; • Special Event Assessment Rating(SEAR) Level 1 through 4 Events • States of Emergency; • National Critical Infrastructure Prioritization Program (NCIPP); • Directed Transit Patrols;and 41 j I i i i • Operational Support to a Federal Agency. Operational Overtime Requests: • Except for an elevated WAS alert, HSGP or UASI funds may only be spent for operational overtime costs upon prior written approval by FEMA,The SAA must submit operational I overtime requests in writing to its assigned FEMA Program Analyst(PA). FEMA will consider requests for special event activities up to one year in advance. However, such requests must j be within the award's current period of performance and must not result In the need for a request to extend the period of performance. • All operational overtime requests must clearly explain how the request meets the criteria of one or more of the categories listed in the table above. Requests must address the threat environment as it relates to the event or activity requiring operational overtime support and explain how the overtime activity is responsive to the threat. _ • Post-event operational overtime requests will only be considered on a case-by-case basis, where it is demonstrated that exigent circumstances prevented submission of a request in advance of the event or activity. • Under no circumstances may DHS/FEMA grant funding be used to pay for costs already supported by funding from another federal source, • States with UASI jurisdictions can use funds retained at the state level to reimburse eligible operational overtime expenses incurred by the state(per the above guidance limitations).Any UASI funds retained by the state must be used in direct support of the high-risk urban area. States must provide documentation to the UAWG and DHS/FEMA upon request demonstrating how any UASI funds retained by a state would directly support the high-risk urban area. • FEMA will consult and coordinate with appropriate DHS components as necessary to verify information used to support operational overtime requests. Personnel Costs(HSGP and UASI) Personnel hiring, overtime, and backfill expenses are permitted under this grant to perform allowable HSGP planning,training, exercise, and equipment activities. Personnel may include but are not limited to training and exercise coordinators, program managers for activities directly associated with HSGP and UASI funded activities, intelligence analysts,and Statewide Interoperability coordinators(SWIG). Sub-Recipients should refer to Information Bulletin No,421b,Clarification on the personnel Reimbursement for Intelligence Cooperation and Enhancement of Homeland Security Act of 2008(Public Law 110-412--the PRICE Act), Oct. 30,2019, HSGP funds may not be used to support the hiring of any personnel to fulfil traditional public health and safety duties nor to supplant traditional public health and safety positions and responsibilities. The following definitions apply to,personnel costs: • Hiring.State and local entities may use grant funding to cover the salary of newly hired personnel who are exclusively undertaking allowable DHS/FEMA grant activities as specified in this guidance.This may not include new personnel who are hired to fulfill any non- DHS/FEMA program activities under any circumstances. Hiring will always result in a net increase of Full Time Equivalent(FTE) employees, • Overtime.These expenses are limited to the additional costs that result from personnel working over and above 40 hours of weekly work time as the direct result of their performance of DHS/FEMA-approved activities specified in this guidance. Overtime associated with any other activity is not eligible. • Bacfcfil/-Related Overtime.Also called"Overtime as Backfill,"these expenses are limited to overtime costs that result from personnel who are working overtime(as identified above)to perform the duties of other personnel who are temporarily assigned to DHS/FEMA-approved 42 i i activities outside their core responsibilities. Neither overtime nor backfill expenses are the result of an increase of FTE employees, r Supplanting.Grant funds will be used to supplement existing funds and will not replace (supplant)funds that have been appropriated for the same purpose.Applicants or recipients may be required to supply documentation certifying that a reduction In non-federal resources occurred for reasons other than the receipt or expected receipt of federal funds, OPSG funds may be used for domestic travel and per diem,including costs associated with the deployment/redeployment of personnel to border areas and for travel associated with law enforcement entities assisting other local jurisdictions in law enforcement activities(travel costs must be in accordance with applicable travel regulations). Organization(OPSG) Operational Overtime Costs.OPSG funds should be used for operational overtime costs associated with law enforcement activities in support of border law enforcement agencies for increased border security enhancement, Overtime pay Is for enhanced patrol for certified public safety officers,along with limited support for other law enforcement direct support personnel(e.g„Communication Officers/Dispatchers, non-sworn patrol pilots, etc.). Overtime shall be reimbursed consistent with the non- federal entity's overtime policy and the requirements as stated below: * Overtime is time worked that exceeds the required number of hours during an employee's designated shift. « Overtime must be worked to increase patrol capacity and be in support of identified and approved USBP border security operations, + The OPSG overtime hourly rate of pay will be no more than the approved overtime rate per local law and policy and must be in accordance with applicable State and Federal regulations. 4 Exempt salaried employees may not be reimbursed for overtime unless the non-federal entity's policy specifically allows for overtime reimbursement for these employees. • The non-federal entity may not utilize OPSG funding to pay for an employee's overtime hours or pay that exceeds 16 hours worked in any 24-hour period, Personnel Casts(OPSG): Up to 50 percent of an OPSG award may be used to pay for all personnel costs(only to the extent that such expenses are for the allowable activities within the scope of the grant).At the request of a recipient or Sub-Recipient,the FCMA Administrator(or designee)may waive the 50 percent personnel cap.Waiver decisions are at the discretion of the FEMA Administrator and will be considered on a case-by-case basis. Further, changes in scope or objective also require FEMA's prior written approval pursuant to 2 C.F.R. § 200.308(c)(1)(1).A formal OPSG personnel waiver request should: Be on official letterhead, include a written justification, and be signed by the local jurisdiction. • include a budget and method of calculation of personnel costs both in the percentage of the grant award and in total dollar amount, reflecting the change in scope or objective to the project. • Include an approved Operations Order from the USBP Sector office that supports the local jurisdiction's written justification. Be coordinated with the USBP Sector, SAA, and tine DHS/CBP Office of the Border Patrol (OBP). As with all OPSG personnel costs, OPSG grant funds will be used to supplement existing funds and will not replace(supplant)funds that have been appropriated for the same purpose.Applicants or recipients may be required to supply documentation certifying that a reduction in non-federal resources occurred for reasons other than the receipt or expected receipt of federal funds. 43 f ' I Temporary or Term Appointments • Sub-Recipients may utilize temporary or term appointments to augment the law enforcement presence on the borders. However,applying funds toward hiring full-time or permanent sworn public safety officers is unallowable, • OPSG-funded temporary or term appointments may not exceed the approved period of performance. • For OPSG purposes, temporary appointments are non-status appointments for less than one year. • OPSG funding for temporary or term appointments may pay for salary only. Benefits are not allowable expenses for term or temporary employees, • OPSG remains a non-hiring program. Appropriate uses of temporary or term appointments inckide: • To carry out specific enforcement operations work for ongoing OPSG-funded patrols throughout the Sector Area of Operation; - • To staff operations of limited duration;such as OPSG-enhanced enforcement patrols targeting specific locations or criminal activity;and, • To fill OPSG positions in activities undergoing transition or personnel shortages and local backfiil policies(medicallmilitary deployments). • OPSG term and temporary appointments must have all necessary certifications and training to enforce state and local laws.OPSG funds will not be used to train or certify term or temporary appointments except as otherwise stated in the OPSG section of this manual and the HSGP NOFO. • Sub-Recipients must follow their own applicable policies and procedures regarding temporary or term appointments. Unallowable Costs(OPSG) OPSG unallowable costs include costs associated with evidence collection,arrest processing, prosecution,and Traffic/DUI checkpoints, such as evidence documentation cameras,fingerprinting supplies,alcohol breathalyzers,portable work lights,traffic barricades, and similar law enforcement expenses.Additional unallowable costs also include costs associated with staffing and general IT computing equipment and hardware,such as personal computers,faxes, copy machines, modems,etc. OPSG is not intended as a hiring program.Therefore,applying funds toward hiring full-time or permanent sworn public safety officers is unallowable. OPSG funding shall not be used to supplant inherent routine patrols and law enforcement operations or activities not directly related to providing enhanced coordination between local and federal law enforcement agencies. Finally, construction and/or renovation costs, and exercise expenses are prohibited under OPSG. C. Allowable Exercise belated Costs Exercises conducted with grant funding should be managed and conducted consistent with HSEEP, HSEEP guidance for exercise design, development,conduct, evaluation,and improvement planning is located at https:!/www.fema.goutexer-cise, i • Design, Develop,Conduct, and Evaluate an Exercise • Exercise Planning Workshop • Full-or part-time staff or contractors/consultants • Overtime and backfill costs, including expenses for part-time and volunteer emergency * Response personnel participating in DHS/rEMA exercise • Implementation of HSEEP • Activities to achieve exercises inclusive of people with disabilities + Travel • Suppiies'associated with allowable approved exercises ! + Interoperable communications exercises 44 I i i I I Additional Exercise Information Sub-Recipients that decide to use HSGP funds to conduct an exercise(s)are encouraged to complete a progressive exercise series, Exercises conducted by states and high risked urban areas maybe used to fulfill similar exercise requirements required by other grant programs.Sub-Recipients are encouraged to Invite rep resentativeslp Ian ners Involved with other Federally mandated or private exercise activities, J States and high risked urban areas are encouraged to share,at a minimum,the multi-year training and exercise schedule with those departments,agencies,and organizations included in the plan. • Validating Capabilities.Exercises examine and validate capabilities-based planning across the Prevention,protection, Mitigation, Response, and Recovery mission areas.The extensive engagement of the whole community, including but not limited to examining the needs and requirements for individuals with disabilities, individuals with limited English proficiency, and i others with access and functional needs, Is essential to the development of an effective and comprehensive exercise program. Exercises are designed to be progressive—increasing in scope and complexity and drawing upon results and outcomes from prior exercises and real- world incidents—to challenge participating communities. Consistent with Homeland Security Exercise and Evaluation Program guidance and tools, the National Exercise Program(NEP) serves as the principal exercise mechanism for examining national preparedness and measuring readiness. Exercises should align with priorities and capabilities identified in a multi-year TER • Special went Planning. If a state or Urban Area will be hosting a special event(e.g., Super Bowl, G-8 Summit),the special event planning should be considered as a training or exercise activity for the purpose of the multi-year TER States must include all confirmed or planned special events In the Muiti-year TER The state or Urban Area may plan to use HSGP or UASI funding to finance training and exercise activities in preparation for those events.States and Urban Areas should also consider exercises at major venues(e.g., arenas, convention centers)that focus on evacuations,communications, and command and control. o regional Exercises.States should also anticipate participating in at least one Regional Exercise annually.States must Include all confirmed or planned special events in the Multi- year TEP. • Role of Non-Governmental Entities in Exercises, Nan-governmental participation in all levels of exercises is strongly encouraged. Leaders from nongovernmental entities should be included in the planning, design, and evaluation of an exercise.State, local,Tribal, and territorial jurisdictions are encouraged to develop exercises that test the Integration and use of nongovernmental resources provided by non-govemmental entities, defined as the private sector and private non-profit,faith-based, community, participation in exercises should be coordinated with the local Citizen Carps Councils)or their equivalent and other partner agencies. FDEiUl State Training Office conditions for Exercises:For the purposes of this Agreement,any exercise which is compliant with HSEEP standards and contained in the State of Florida(and County or Regional)MYTEP qualifies as an authorized exercise.The Sub-Recipient can successfully complete an authorized exercise either by attending or conducting that exercise, • in order to receive payment for successfully attending an authorized exercise,the Sub- Recipient must provide the Division with a certificate of completion or similar correspondence signed by the individual In charge of the exercise;additionally, the Sub-Recipient must provide the Division with all receipts that document the costs Incurred by the Sub-Recipient in order to attend the exercise. 45 I I i I li • In order the receive payment for successfully conducting an authorized exercise,the Sub- Recipient must provide the Division with an ExPLAN,AAR/IP,iPC/MPC/FPC Meeting Minutes and Sign-in Sheet for exercise attendees; additionally,the Sub-Recipient must provide the Division with all receipts that document the costs incurred by the Sub-Recipient in i order to conduct the exercise, The Sub-Recipient must include with the relmburserrtant package a separate copy of the page(s)from the Exercise Plan which identifies the participant agencies and a printed pages)frnm the State(and County or Regional)MYTEP reflecting the exercise. • If you require foodiwater for this event, request must come to the Division within 26 days prior to the event, in the fallowing format: Exercise Title: Location: Exercise Date: Exercise Schedule: Estimated Number of Participants that will be fed: Estimated Cost for food/water: Description of the Exercise: D. Allowable Training Related Costs(SHGP and UASQ Allowable training related costs under HSGP include the establishment,support, conduct,and attendance of training specifically identified under the HSGP and UASi programs and/or in conjunction with emergency preparedness training by other Federal agencies(e.g.,HHS and DOT).Training conducted using HSGP funds should address a performance gap identified through an AAR/IP or other assessments (e.g., National Emergency Communications Plan NECP Goal Assessments) and contribute to building a capability that will be evaluated through a formal exercise.Any training or training gaps, including those for children,older adults, pregnant women,and individuals with disabilities and others who also have access or functional needs,should be identified in the AAR/IP and addressed In the state or Urban Area training cycle.Sub-Recipients are encouraged to use existing training rather than developing new courses. When developing new courses, Sub-Recipients are encouraged to apply the Analysis,Design, Development,Implementation and Evaluation (ADDLE)model of instructional design, • Overtime and backfill for emergency preparedness and response personnel attending Dh1S/FEMA-sponsored and approved training classes • Overtime and backfill expenses for part-time and volunteer emergency response personnel participating In DHS/FEMA training • Training workshops and conferences • Activities to achieve training Inclusive of people with disabilities • Full-or part-time staff or contractors/consultants • Travel • Supplies associated with allowable approved training that are expended or consumed during the course of the planning and conduct of the exercise project(s) • Instructor certification/re-certificatioin • Coordination with Citizen Corps Councils In conducting training exercises • interoperabie communications training Additional Training information Per DHS/FEMA Grant Programs Directorate Policy FP 207-006-064-1,Review and Approval Requirements for Training Courses Funded Through preparedness Grants, issued on September 9, 2013, states, territories,Tribal entities and urban areas are no longer required to request approval from FEMA for personnel to attend non-DHS FEMA training as long as the training is coordinated with and 46 approved by the state,territory,Tribal or Urban Area Training Point of Contact(TPOC)and falls within the FEMA mission scope and the jurisdiction's Emergency Operations Plan(EOP).The only exception to this policy is for Countering Violent Extremism courses. DHS/FEMA will conduct periodic reviews of all state, f territory,and Urban Area training funded by DHS/FEMA,These reviews may include requests for all course materials and physical observation of, or participation in,the funded training. if these reviews determine that courses are outside the scope of this guidance, Sub-Recipients will be asked to repay grant funds expended in support of those efforts, j For further information on developing courses using the instructional design methodology and tools that i can facilitate the process, SAAs and TPOCs are encouraged to review the NTED Responder Training Development Center(RTDC)website. DHSIFEMA Provided Training.These trainings include programs or courses developed for and delivered by institutions and organizations funded by DHS/FEMA, This includes the Center for Domestic Preparedness (CDP),the Emergency Management institute(EMI), and the National Training and Education Division's(NTED)training partner programs including,the Continuing Training grants, the National Domestic Preparedness Consortium (NDPC)and the Rural Domestic Preparedness Consortium (RDPC), Approved State and Federal Sponsored Course Catalogue.This catalogue lists state and Federal sponsored courses that fall within the DHS/FEMA mission scope and have been approved through the FEMA course review and approval process.An updated version of this catalog can be accessed at: www.firstresoondertrainina.cov. Training Not Provided by DH SfFF.NA.These trainings include courses that are either state sponsored or Federal sponsored(non-DHS/FEMA),coordinated and approved by the SAA or their designated TPOC,and fall within the DHSIFEMA mission scope to prepare state, local,Tribal,and territorial personnel to prevent, protect against, mitigate, respond to, and recover from acts of terrorism or catastrophic events. State Sponsored Courses.These courses are developed for and/or delivered by institutions or organizations other than Federal entities or FEMA and are sponsored by the SAA or their designated TPOC, • Joint Training and Exercises with the Public and Private Sectors.These courses are sponsored and coordinated by private sector entities to enhance public-private partnerships for training personnel to prevent,protect against, mitigate, respond to, and recover from acts of terrorism or catastrophic events, in addition,States, territories,Tribes,and Urban Areas are encouraged to incorporate the private sector in government-sponsored training and exercises. Additional information on both DHS/FEMA provided training and other federal and state training can be found at:www.firstres ondertralninc gov_. Training Information Reporting System("Web-Forms"),Web-Forms is an electronic form/data management system built to assist the SAA and its designated State,territory and Tribal Training Point of Contact(TPOC). Reporting training activities through Web-Forms is not required under FY 2020 HSGP, however,the system remains available and can be accessed through the FEMA Toolkit located at htt s:/p /ww+nf.firstrespondertrainin ovtFrt/in order to support grantees in their own tracking of training, FDEM State Training Office Conditions: For the purposes of this Agreement,any training course listed on the OHS approved course catalog qualifies as an authorized course. The Sub-Recipient can successfully complete an authorized course either by attending or conducting that course. 47 i I I • In order to receive payment for successfully attending an authorized training course,the Sub- Recipient must provide the Division with a certificate of course completion; additionally,the Sub-Recipient must provide the Division with all receipts that document the costs incurred by the Sub-Recipient in order to attend the course. • in order the receive payment for successfully conducting an authorized course,the Sub- Recipient must provide the Division with the course materials and a roster sign-in sheet; , additionally,the Sub-Recipient must provide the Division with all receipts that document the costs incurred by the Sub-Recipient in order to conduct the course." • For courses that are non-DHS approved training, Sub-Recipient must request approval to conduct training through the use of the Non-TED Form and provide a copy, along with email, showing approval granted for conduct. • For the conduct of training workshops, Sub-Recipient must provide a copy of the course materials and sign-in sheets. • The number of participants must be a minimum of 15 in order to justify the cost of holding a course. For questions regarding adequate number of participants please contact the FDEM State Training Officer for course specific guidance. Unless the Sub-Recipient receives advance written approval from the State Training Officer for the number of participants,then the Division will reduce the amount authorized for reimbursement on a pro-rata basis for any training with less than 15 participants. • The Sub-Recipient must include with the reimbursement package a separate copy of the page(s)from the State(and County or Regional) MYTEP reflecting the training. E. Allowable Equipment Related Costs(SHOP and UASI) The 21 allowable prevention, protection, mitigation,response,and recovery equipment categories for HSGP are listed on the Authorized Equipment List(AEL).The AEL is available at httrss,/lwww,fcina.gov/authorized-equipment-list.Some equipment items require prior approval from DHS/FEMA before obligation or purchase of the items. Please reference the grant notes for each equipment item to ensure prior approval is not required or to ensure prior approval Is obtained if necessary, Unless otherwise stated,all equipment must meet all mandatory regulatory and/or DHS/FEMA-adopted standards to be eligible for purchase using these funds. In addition, recipients will be responsible for obtaining and maintaining all necessary certifications and licenses for the requested equipment. Grant funds may be used for the procurement of medical countermeasures, Procurement of medical countermeasures must be conducted in collaboration with Statelcity/local health departments who administer Federal funds from HHS for this purpose. Procurement must have a sound threat-based justification with an aim to reduce the consequences of mass casualty incidents during the first crucial hours of a response,Prior to procuring pharmaceuticals, grantees must have in place an Inventory management plan to avoid large periodic variations In supplies due to coinciding purchase and expiration dates. Grantees are encouraged to enter into rotational procurement agreements with vendors and distributors, Purchases of pharmaceuticals must include a budget for the disposal of expired drugs within each fiscal year's period of performance for HSGP.The cost of disposal cannot be carried over to another FEMA grant or grant period. The equipment, goods, and supplies("the eligible equipment")purchased with funds provided under this agreement are for the purposes specified in"Florida's Domestic Security Strategy". Equipment purchased with these funds will be utilized in the event of emergencies, including, but not limited to, terrorism-related hazards. The Sub-Recipient shall place the equipment throughout the State of Florida in such a manner that, in the event of an emergency,the equipment can be deployed on the scene of the emergency or be available for use at a fixed location within two(2)hours of a request 48 i i i for said deployment. The Florida Division of Emergency Management(FDEM)must approve any purchases of equipment not itemized in a project's approved budget in advance of the purchase, The Sub-Recipient will,in accordance with the statewide mutual aid agreement or other emergency response purpose as specified in the'Florida Domestic Security Strategy,"ensure that all equipment purchased with these funds Is used to respond to any and all incidents within Its regional response area as applicable for so long as this Agreement remains in effect, Prior to requesting a response, the FDEM will take prudent and appropriate action to determine that the level or intensity of the incident is such that the specialized equipment and resources are necessary to mitigate the outcome of the Incident. Allowable Equipment(OPSG) OPSG equipment is intended to be incidental to the enhanced border security operations being performed. The grant is not intended to-be used to outfit or supply general equipment to SLTT law enforcement agencies, Equipment must be relatable to and justified by the operational benefit it will provide. * Equipment Marking. Because equipment purchased with OPSG funding Is intended to be used to support©PSG activities, it must be appropriately marked to ensure its ready identification and primary use for that purpose.When practicable,any equipment purchased with OPSG funding shall be prominently marked as follows: "Purchased with OHS funds for Operation Stonogarden Use" * Fuel Cost and/or Mileage Reimbursement, There is no cap for reimbursement of fuel and mileage costs in support of operational activities,Vehicle and Equipment Acquisition, Including Leasing and Rentals.Allowable purchases under OPSG include patrol cars and other mission-specific vehicles whose primary use is to increase operational activities/patrols on or near a border nexus in support of approved border security operations.A detailed justification must be submitted to the respective FEMA HQ Program Analyst prior to purchase, • Vehicle and Equipment Acquisition,Including teasing and Rentals:Allowable purchases under OPSG include patrol vehicles and other mission-specific equipment whose primary purpose is to increase operational capabilities on or near a border nexus In support of approved border security operations.A detailed justification must be submitted to the respective FEMA HQ Program Analyst prior to purchase. * Medical'Emergency Countermeasures.Allowable purchases under OPSG include narcotic antagonist pharmaceuticals, detection and identification equipment,safe storage and transportation, personnel protective equipment,and initial equipment training, as will be reflected in the AEL and explained in 113 43& F, Unallowable Costs(HSGP,UASI and 0138G) • Per FEMA policy,the purchase of weapons and weapons accessories, including ammunition, is not allowed with HS'GP funds, • Grant funds may not be used for the purchase of equipment not approved by DHS/FEMA. Grant funds must comply with 113 426 and may not be used for the purchase of the following equipment:firearms;ammunition;grenade launchers; bayonets;or weaponized aircraft, vessels,or vehicles of any kind with weapons installed. • Unauthorized exercise-related costs include; 49 i I o Reimbursement for the maintenance or wear and tear costs of general use vehicles (e.g., construction vehicles), medical supplies,and emergency response apparatus fire trucks, ambulances). o Equipment that is purchased for permanent installation and/or use, beyond the scope of the conclusion of the exercise(e.g., electronic messaging sign). G. Telecommun!cations and Video Surveillance Restrictions Effective August 13,2020, DHS/FEMA recipients and subrecipients may not use grant funds under the j programs covered by this Manual and provided in FY 2020 or previous years to: 1. Procure or obtain, extend or renew a contract to procure or obtain, or enter into a contract to procure or obtain any equipment, system, or service that uses"covered telecommunications equipment or services"as a substantial or essential component of any system, or as critical j technology of any system; or 2. Enter into contracts or extend or renew contracts with entities that use"covered telecommunications equipment or services"as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition regarding certain telecommunications and video surveillance services or equipment is mandated by section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 116-232(2018). Recipients and subreciplents may use DHS/FEMA grant funding to procure replacement equipment and services impacted by this prohibition, provided the costs are otherwise consistent with the requirements of this Manual, applicable appendix to this Manual, and applicable NOFO. DHS/FEMA will publish additional guidance in a subsequent Information Bulletin or similar notice. Per section 889(f)(2)-(3)of the FY 2019 NDAA, covered telecommunications equipment or services means; 1. Telecommunications equipment produced by Huawei Technologies Company or,ZTE Corporation, (or any subsidiary or affiliate of such entities); 2. For the purpose of public safety,security of Government facilities, physical security surveillance of critical infrastructure,and other national security purposes,video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company(or any subsidiary or affiliate of such entities); 3. Telecommunications or video surveillance services provided by such entities or using such equipment; or 4. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense,in consultation with the Director of National intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by,or otherwise connected to,the People's Republic of China. H. Critical Emergency Supplies Critical Emergency Supplies(SHSP and UASI)Critical emergency supplies, such as shelf stable products, water,and medical equipment and supplies are an allowable expense under SHSP and UASi.Prior to the allocation of grant funds for stockpiling purposes,each state must have DHS/FEMA's approval of a five-year viable inventory management plan,which should include a distribution strategy and related sustainment costs if planned grant expenditure is over $100,000.00. if grant expenditures exceed the minimum threshold, the five-year inventory management plan will be developed by the recipient and monitored by FEMA.FEMA will provide program oversight and technical assistance as it relates to the purchase of critical emergency supplies 50 I I I i under UASI. FEMA will establish guidelines and requirements for the purchase of these supplies under UASI and monitor development and status of the State's inventory management plan. 1. Regional Border Projects(OPSO) I I Subrecipients are encouraged to prioritize the acquisition and development of regional projects j on the borders to maximize interoperability and coordination capabilities among federal agencies and with state, local,and tribal law enforcement partners.Such regional projects include: i Communications equipment: •Radio systems and repeaters • Integration with regional intelligence and information sharing effort(i,e,fusion centers) j o intelligence analysts f Situational Awareness equipment: o License Plate Reader Networks o Visual detection and surveillance systems o Sensor Systems o Radar Systems(for air andlor marine incursions) o Aircraft systems(manned or unmanned) J. Construction and Renovation(SHSP and UASI} Project construction using SHSP and UASI funds may not exceed the greater of$1,000,000 or 15%of the grant award. For the purposes of the limitations on funding levels, communications towers are not considered construction. Written approval must be provided by DHS/FEMA prior to the use of any HSCP funds for construction or renovation.When applying for construction funds, recipients must submit evidence of approved zoning ordinances, architectural plans,and any other locally required planning permits.Additionally, recipients are required to submit a SF-4240 form with budget detail citing the project costs. Recipients using funds for construction projects must comply with the Davis-Bacon Act(codified as amended at 40 U.S.C,§§3141 et seq.).Recipients must ensure that their contractors or subcontractors for construction projects pay workers no less than the prevailing wages for laborers and mechanics employed on projects of a character like the contract work in the civil subdivision of the State in which the work is to be performed.Additional information regarding compliance with the Davis-Bacon Act,including Department of Labor(DOL)wage determinations, is available online at https://www,dol..ovf hd/ooveontractsldbrw aL_ htmn, K. Communications"towers When applying for funds to construct communication towers,subrecipients must submit evidence that the Federal Communication Commission's Section 106 of the National Historic Preservation Act, Pub,L.No.89.665, as amended,review process has been completed. L. Disposition When original or replacement equipment acquired under a Federal award is no longer needed for the original project or program or for other activities currently or previously supported by a Federal awarding agency, except as otherwise provided in Federal statutes,regulations, or Federal awarding agency disposition instructions,the Sub-Recipient must request disposition instructions from FDEM Office of Domestic Preparedness and the State Administrative Agency will request deposition instructions from Federal awarding agency as required by the terms and conditions of the Federal award.The Sub-Recipient shall notify the FDEM Office of Domestic Preparedness at:2565 Shumard 51 i i j j I i i i Oak Blvd.,Tallahassee, Florida 32399 one year in advance of the expiration of the equipment's posted shelf-life or normal life expectancy or when it has been expended. The Sub-Recipient shall notify the FDEM immediately if the equipment is destroyed, lost,or stolen. i M. Requirements for Small Unmanned Aircraft System(SHSP, UASI,and OPSG) I All requests to purchase Small Unmanned Aircraft Systems(SUAS)with FEMA grant funding must i comply with IS 426 and IS 438 and include a description of the policies and procedures in place to safeguard Individuals'privacy, civil rights, and civil liberties of the jurisdiction that will purchase, take title to or otherwise use the SUAS equipment. N. SAFECOM Emergency communications systems and equipment must meet applicable SAFECOM Guidance, Sub-Recipients must be coordinated with the SWIC and the State Interoperability Governing Body(SIGB)to ensure interoperability and long-term compatibility. i O. CYBERSECURITY i Sub-Recipients must use HSGP funds for cybersecurity projects that support the security and functioning of critical infrastructure and core capabilities as they relate to terrorism preparedness and may simultaneously support enhanced preparedness for other hazards unrelated to acts of terrorism, P. Law Enforcement Readiness (SHSP,UASI,and OPSG) OPSG grant funds may be used to increase operational, material, and technological readiness of SLIT law enforcement agencies.The Delegation of Immigration Authority, Section 287(g)of the Immigration and Nationality Act(INA) program allows a state or local law enforcement entity to enter into a partnership with ICE,under a joint Memorandum of Agreement(MOA),to receive delegated authority for immigration enforcement within their jurisdictions SHSP, UASI,or OPSG grant funds may be requested and may be approved on a case-by-case basis for immigration enforcement training in support of the border security mission. Requests for training will be evaluated on a case- by-case basis and can only be used for certification in the section 287(g)program provided by DHSIICE.SHSP, UASi, or OPSG Sub-Recipients with agreements under section 287(g) of the Immigration and Nationality Act(8 U.S.C. §1357(g))to receive delegated authority for immigration enforcement within their jurisdictions may also be reimbursed for section 287(g)related operational activities with approval from FEMA on a case-by-case basis. For OPSG,Sub-Recipients must be authorized by USBP Headquarters and Sectors, and operational activities must be coordinated through a USBP Sector, Q. Maintenance and Sustainment(SHSP,UASI, and OPSG) The use of DHS/FEMA preparedness grant funds for maintenance contracts,warranties, repair or replacement costs, upgrades, and user fees are allowable,as described in FEMA Policy FP 205-402- 125-1 under all active and future grant awards, unless otherwise noted, Except for maintenance plans or extended warranties purchased incidental to the original purchase of the equipment,the period covered by maintenance or warranty plan must not exceed the POP of the specific grant funds The The to purchase the plan or warranty. Grant funds are intended to support the Goal by funding projects that build and sustain the core capabilities necessary to prevent, protect against,mitigate the effects of, respond to, and recover from those threats that pose the greatest risk to the security of the Nation. In order to provide recipients the ability to meet this objective,the policy set forth in FEMA's IS 379, Guidance to State Administrative Agencies to Expedite the;expenditure of Certain DHS/FEMA Grant Funding, initially for FY 2007.2011, allows for the expansion of eligible maintenance and sustainment costs which must 52 i i i be in (1)direct support of existing capabilities;(2)must be an otherwise allowable expenditure under the applicable grant program; (3)be tied to one of the core capabilities in the five mission areas contained within the Goal, and (4)shareable through the Emergency Management Assistance Compact,Additionally,eligible costs may also be in support of equipment,training, and critical l resources that have previously been purchased with either federal grant or any other source of funding other than OHS/FEMA preparedness grant program dollars. R. Management and Administration(M&A)(HSGP& UASI) Management and administration(M&A)activities are those directly relating to the management and administration of HSGP funds, such as financial management and monitoring. Sutra-Recipients awarded M&A costs under this agreement can retain a maximum of up to 5%of their total agreement award amount for M&A costs. M&A activities includes: • Hiring of full-time or part-time staff or contractors/consultants; • To assist with the management of the respective grant program. a To assist with application requirements. - • To assist with the compliancy with reporting and data collection requirements. Management and Administration(M&A)(OPSG) Management and administration(M&A)activities are those directly relating to the management and administration of OPSG funds, such as financial management and monitoring. Recipients may retain up to 2.5%of the overall OPSG allocation prior to passing-through funding to Sub-Recipients.This funding must be deducted in an equal percentage from each Sub-Reciplant.Sub-Recipients and friendly forces may retain funding for M&A purposes; however, the total amount retained cannot exceed 5 percent of the Sub-Recipient's subaward. Friendly forces are local law enforcement entities that are subordinate Sub-Recipients under OPSG, in other words,friendly forces are entities that receive a subaward from a Sub-Recipient under the OPSG program. Friendly forces must comply with all requirements of Sub-Recipients under 2 C",.RR. Part 200, S. Procurement r All procurement transactions will be conducted in a manner providing full and open competition and shall comply with the standards articulated in: 2 C.F.R. Part200; Chapter 287, Florida Statues;and, • any local procurement policy, To the extent that one standard is more stringent than another,the Sub-Recipient must follow the more stringent standard. For example, If a State statute imposes a stricter requirement than a Federal regulation,then the Sub-Recipient must adhere to the requirements of the State statute. The Division shall pre-approve all scopes of work for projects funded under this agreement. Additionally,the Sub-Recipient shall not execute a piggy-back contract unless the Division has approved the Scope of Work contained in the original contract that forms the basis for the piggy-back contract. Also, in order to receive reimbursement from the Division,the Sub-Recipient must provide the Division with a suspension and debarment form for each vendor that performed work under the agreement. Furthermore, if requested by the Division,the Sub-Recipient shall provide copies of solicitation documents including responses and justification of vendor selection, Contracts may include: 53 1, i ' -- -- State Term Contract: State Term ntrmo is a contractthat is competitively procured by the Division of State Purchasing e � users, Florida agencies anna||gmleuoeromayuma a request for quote m obtain written pricing or / services Information from a state term contact vendor for commodities or contractual services available on a state term contract from that vendor,Use of state term contracts im mandatory for i Florida agencies|n accordance with section 287O5� FloridabatVtoo.� ' ! / Alternate ContractSo by a federal, i local government that has been approved b theD �nentofManagemontSemiosm^boo�dona | | ` ' / ! determination that the contract is cost-effective and/n the best interest of the state,for use by one or ' all Florida egeon/e 0z �h without requirement ��ema�" . = . � contract sources are authorized by subsection 287.042(16), Florida Statutes,as implemented by Rule. ! GOA-1.045.Florida Administrative Code. / ! � General ServicesServices | Independent Government.States,tribes,and local governments, and any . instrumentality education agenciesor institutions cf higher education)may participatein the GSA Cooperative Purchasing Program.), Refer to the appropriate GSA Schedule � for additional requirements, ! T. Piggybacking The practice of procurement by one agency using the agreement of another agency is called piggybacking. The ability to piggyback onto an existing contract is not unlimited. The existing contract must contain language or other legal authority authorizing third parties to make purchases from the contract with the vendor's consent. The terms and conditions of the now contract, including the Scope of Work,must be substantially the sarne as those of the existing contract, The piggyback contract may not exceed the existing contract in scope or volume of goods or services, An agency may not Me the preexisting contract merely as a"basis to begin negotiations"for a broader or materially different contract, Section 216.971,Florida Statutes Statutory changes enacted by the Legislature impose odd|tio a|naquinamentnnn grantand Sub-Recipient agreements funded with Federal or State financial assistance. /n pertinent part, Section 215.871(1) states: An agency agreement that provides state financial assistance to a Recipient or Sub-Recipient,as those terms are defined In s, 215.97, or that provides federal financial assistance to a Sub- Recipient, as defined by applicable United States Office of Management and Budget circulam, Must Include all of the following: m A provision specifying a Scope of Work that clearly establishes the tasks that the Recipient nr Sub-Recipient is required toperform. * A provision dividing the agreement into quantifiable units of deliverables that Must be received and accepted In writing by the agency before payment. Each deliverable must be directly related bo the Scope of Work and specify the required minimum level of service to be performed and the criteria for evaluating the successful completion of each deliverable, * A provision specifying the financial consequences that apply if the Recipient o,Sub- Recipient foi|stopmrfornnthem|n|mum|evelcf*srvicerequ(rmdbytheognnemont. Tho provision can boexcluded from the agreement only/f financial consequences are prohibited by the federal agency awarding the grant.Funds refunded to a state agency from u Recipient ur Sub-Recipient for failure ho perform eo naqu|nod under the agreement 54 | ' i ' � may be expended only in direct support of the program from which the agreement � originated. ' | w A provision specifying that o Recipient orGub~Rmcipien of federal or state financial , assistance may expend funds only for allowable costs resulting from obligations incurred ' during the specified agreement period. � ! � w A provision specifying that any balance ofunobigated funds which has been advanced ov | | paid Must be refunded bn the state agency. | ! � * A provision specifying that any funds paid in excess of the amount to which the Recipient or Sub-Recipient is entitled under the terms and conditions of the agreement must be ! � ' refunded ho the state agency, • Any additional information required pursuant hno.216-87. U. Unique Entity Identifier and System for Award Management(SA8A) ' Sub-Recipients for this award must: * Be registeredinGAM * Provide a valid DUN$number;and * Continue to maintain an active SAM registration with current information at all times during which it has on active federal award. V. Reporting Requirements 1, Quarterly Pmm ti Reporting- The QuaProgrammatic Report is due within thirty 0)days after the end of the reporting periods(yNarcb31. June 3O. September 3O and December 31)for the life of this contract. ° ifare d( ) |ode|inqoa/d.yuturef|nanoio|mimhumementawU|6ewithbo|dunU) the Guh-Retip|mnt'a reporting imcurrent. ~ |fmreport goes twm(2)consecutive quarters1th ut8 b'Recip|aUtreflect|nUany activity and/or no expenditures will likely result in termination of the agreement, riod Report due.to FDEM no later than April 1 through June 30 July 31 July 1 through September 30 October 31 2. Programmatic Reporting-Biannual Strategic Implementation Report(BSI After the end of each repordng period,for the life of the contract unless directed otherwise,the GA& will complete the Biannual Strategic Implementation Report i the Grants Reportin Tool 8R . The reporting periodsare January 1.June 30gnd � July 1-Dmc*nnber31. Data entry|a scheduled for December i and June Yrespectively. Futuna awards and reimbursement may be withheld if these reports are delinquent. � � 3. Reimbursement Requests: 5� | _ l I' A request for reimbursement may be sent to your grant manager for review and approval at any time during the contract period. Reimbursements must be requested within ninety(90)calendar days of expenditure of funds,and quarterly at a minimum, Failure to submit request for reimbursement within ninety(90)calendar days of expenditure shall result in denial of reimbursement. The Sub-Recipient should include the category's corresponding line item number in the"Detail of Claims"form. This number can be found in the"Proposed Program Budget". A line item number is to be included for every dollar amount listed in the"Detail of Claims"form. 4. Close-out Programmatic Reporting: The Close-out Deport is due to the Florida Division of Emergency Management no later than sixty (60)calendar days after the agreement is either completed or the agreement has expired. 5. Administrative Closeout An administrative closeout may be conducted when a recipient is not responsive to the Division's reasonable efforts to collect required reports,forms,or other documentation needed to complete the standard award and/or closeout process. FDEM will make three written attempts to collect required information before initiating an administrative closeout, If an award is administratively closed, FDEM may decide to impose remedies for noncompliance per 2 C.F.R.§200.338, consider this information in reviewing future award applications, or apply special conditions to existing or future awards, W. Programmatic Point of Contact Contractual Point of Contact Programmatic Point of Contact. Kizzy K. Caban Amy Garmon FDEM FDEM 2555 Shumard Oak Blvd. 2555 Shumard Oak Blvd. Tallahassee,FL 32399-2100 Tallahassee,FL 32399-2100 (850)815-4348 (850)8154356 Kiaz .Oaban em.m florida.com Am .Garmon em.m florida.com X. Contractual Responsibilities • The FDEM shall determine eligibility of projects and approve changes in Scope of Work. * The FDEM shall administer the financial processes. Y. Failure to Comply Failure to comply with any of the provisions outlined above shall result in disallowance of reimbursement for expenditures. 56 i i ATTACHMENT C DELIVERABLES AND PERFORMANCE State Homeland Security Program(HSGP):HSGP supports the implementation of risk driven, capabilities-based State Homeland Security Strategies to address capability targets set in Urban Area, State, and regional Threat and Hazard Identification and Risk Assessments(THIRAs),The capability levels are assessed in the State Preparedness Report(SPR)and Inform planning,organization, equipment,training, and exercise needs to prevent, protect against, mitigate,respond to,and recover from acts of terrorism and other catastrophic events, i Planning Deliverable.Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual cost of successfully completing Planning activities consistent with the I guidelines contained in the Comprehensive Planning Guide CPG 101 v,2, For additional information, — please see;http:llwww.ferna. ov/ df/about/diviiions/nod/CPG 101 V2,pdf or grant guidance(Notice of Funding Opportunity). For the purposes of this Agreement,any planning activity such as those associated with the Threat and Hazard identification and Rlsk Analysis(THIRA), State Preparedness Report(SPR), I and other planning activities that support the National Preparedness Goal(NPG)and place an emphasis on updating and maintaining a current Emergency Operations Plan (EOP) are eligible, The Sub-Recipient can successfully complete a planning activity either by creating or updating such plan(s), Organization Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual eligible costs for Personnel, Intelligence Analysts,Overtime and Operational Overtime, (Exercise Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual cost of successfully completing an exercise which meets the Department of Homeland Security Homeland Security Exercise and Evaluation Program(HSEEP)standards and is listed in A)the State of Florida Multi-Year Training & Exercise Plan(MYTEP),and B)County or Regional TEP for the region in which the Sub-Recipient is geographically located, information related to TEPs and HSEEP compliance can be found online at; https://www.ilis,dhs,gov/hseeD. For the purposes of this Agreement, any exercise which is compliant with HSEEP standards and contained in the Stata of Florida MYTEP qualifies as an authorized exercise. The Sub-Recipient can successfully complete an authorized exercise either by attending or conducting that exercise, Training Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual cost of successfully completing a training course listed on the Department of Homeland Security(DHS)approved.course catalog. For non-DHS approved courses the Sub-Recipient shall obtain advance FDEM approval using the(Von-TED form by contacting their grant manager. The OHS course catalog is available online at: httoWtraining,ferna.gov/. For the purposes of this Agreement,any training course listed on the OHS approved course catalog qualifies as an authorized course. The Sub-Recipient can successfully complete an authorized course either by attending or conducting that course. Equipment Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-Recipient for the actual cost of purchasing an item identified in the approved project funding template and budget of this agreement and listed on the DHS Authorized Equipment List(AEL). For the purposes of this Agreement,any item listed on the AEL qualifies as an authorized item, The 21 allowable prevention,protection, mitigation, response, and recovery equipment categories and equipment standards for HSGP are listed on the web-based version of the Authorized Equipment List(AEL)on the Lessons Learned Information System at http://beta,Tema.qov/authorized-equipment-list. In addition, agencies will be responsible for obtaining and maintaining all necessary certifications and licenses for the requested equipment, 57 Management Deliverable, Subject to the funding limitations of this Agreement,the Division shall reimburse the Sub-recipient for the actual cost for Management and Administration (M&A)activities. f Costs for allowable items will be reimbursed if incurred and completed within the period of performance, in accordance with the Budget and Scope of Work,Attachments A and B of this agreement. j i i i i 58 I ATTACHMENT D Program Statutes and Regulations 1) Age Discrimination Act of 1975 42 U,S,C. §6101 of seq. 2) Americans with Disabilities Act of 1990 42 U,S,C.§12101-12213 3) Chapter 473,Florida Statutes 4) Chapter 215, Florida Statutes 5) Chapter 252, Florida Statutes 6) "title VI of the Civil Fights Act of 1964 42 U.S.C, §2000 of seq, 7) Title Vlll of the Civil Rights Acts of 1968 42 U.S.C.§3601 et seq. 8) Copyright notice 17 U.S.C. §§401 or 402 9) Assurances,Administrative Requirements, Cost Principles, Representations and Certifications 2 C.F,R. Part 200 l 10) Debarment and Suspension Executive Orders 12549 and 12689 11) Drug Free Workplace Act of 1988 41 U.S.C. §701 et seq. 12) Duplication of Benefits 2 G.F.R. Part 200, Subpart E 13) Energy Policy and Conservation Act 42 U.S.C. §6201 14) False Claims Act and Program Fraud Civil Remedies 31 U.S,C.§3729-3733 also 31 U.S.C. § 3801-3812 15) Fly America Act of 1974 49 U,S.C. §41102 also 49 U,S.C.§40118 16) Hotel and Motel Fire Safety Act of 199015 U.S.C.§2225a 17) Lobbying Prohibitions 31 U.S,C. § 1352 18) Patents and Intellectual Property Rights 35 U.S.C. §200 et seq. 19) Procurement of Recovered Materials section 6002 of Solid Waste Disposal Act 20) Terrorist Financing Executive Order 1$224 21) Title IX of the Education Amendments of 1972(Equal Opportunity in Education Act)20 U.S.C. § 1681 at seq. 22) Trafficking Victims Protection Act of 2000 22 U.S.C.§7104 23) Rehabilitation Act of 1973 Section 504,29 U.S.C.§794 24) USA Patriot Act of 200118 U.S.C, § 175-172c 25) Whistleblower Protection Act 10 U.S,C.§2409,41 US.C, §4712,and 10 U.S.C,§2324,41 U.S.C, §4304 and§4310 26) 53 Federal Register 8034 27) Rule Chapters 27P-6,27P-11,and 27P-19, Florida Administrative Code 59 i i I i i ATTACHMENT E JUSTIFICATION OF ADVANCE PAYMENT $US-RECIPIENT: If you are requesting an advance, indicate same by checking the box below. i C ]ADVANCE RE,QUESTED I Advance payment of$ is requested, Balance of payments will be made on a reimbursement basis. These � funds are needed,to pay staff,award benefits to clients,duplicate forms and purchase startup supplies and equipment. We j would not be able to operate the program without this a.dvanoe, I If you are requesting an advance,complete the following chart and line item justification below. E$TIMP7ED EXPENSES BUDGET CATEGORY/LINE ITEMS Fiscal Year 2020 Anticipated Expenditures for (list applicable line Items) First Three Months of Contract For example ADMINISTRATIVE COSTS. For examrrle PROGRAM EXPENSES: TOTAL~EXPENSES. LINE ITEM,JUSTIFICATION (For each line item,provide a detailed Justification explaining the need for the cash advance. The justification roust Include supporting documentation that clearly shows the advance will be expended within the first ninety(90)days of the contract term. Support documentation should include,but is not limited to the fallowing: quotes for purchases,delivery timelines,salary and expense projections,etc.to provide the Division reasonable and necessary support that the advance will be expended within the first ninety(90)days of the contract term. Any advance funds not expended within the first ninety(90)days of the contract term shall be returned to the Division Cashier,2565 Shumard Oak Boulevard,Tallahassee,Florida 32399,within thirty(30)days of receipt,along with any Interest earned on the advance) *REQUESTS FOR ADVANCE PAYMENTS WILL BE CONSIDERED ON A CASE BY CASE BASIS* Signature of Sub-Recipient/Subcontractor's Authorized Official Date:. Name and Title of Sub-Recipient/Subcontractor's Authorized Official 60 i i _.. ------------....- I i ATTACHMENT F WARRANTIES AND REPRESENTATIONS 1 Financial Management i The Sub-Recipient's financial management system must comply with 2 G.F.R.§200.302. I Procuremen s Any procurement undertaken with funds authorized by this Agreement must comply with the requirements of 2 C.F.R. §200,Part D--Post Federal Award Requirements--Procurement Standards(2 C.F.R.§§200.317 through 200.326), Business Hours The Sub-Recipient shall have its offices open for business,with the entrance door open to the public, and at least one employee on site,from, Monday to Friday from 3:00am to 5:00pm" _ 'During the pandemic, City building has been closed to the Public but arrangements can still be made for a visit If needed. Licensing and Permitting All subcontractors or employees hired by the Sub-recipient shall have all current licenses and permits required for all the particular work for which they are hired by the Sub-Recipient. 61 �I I 1 I I' ATTACHMENT C k k � Cer�rfrcatra� dgaCdrn� CJebarrdent;Suspension,"Inefi�lbility { _� ,- AridVt�lunfary Eir�lusit�n' ' ,,, i Subcontractor Covered Transactions The prospective subcontractor, of the Sub-Reciplent certifies, by submission of this document,that neither it,its principals, nor its affiliates are presently debarred,suspended,proposed for debarment,declared ineligible,voluntarily excluded, or — disqualified from participation in this transaction by any Federal department or agency. SUB-CONTRACTOR: By: Signature Sub-Recipient's Name Name and Title FDEM Contract Number Street Address DHS Grant Award Number City, State,Zip Date 62 i I i � � ATTACHMENT Statement ufAssurances All of the inntmcUona,| uidenue. limitations, and other conditions set forth|n the Notice ufFunding O (NOFO)for this program are incorporated here by reference in the terms and conditions of � your award. All SUb-Recipients must comply with any Such requirements set forth In the program NOFO, � All Sub-Recipients whonaueivo awardsmade under programs that prohibitSupplanting bylawrnuot anauretkmtpedeny|fundndunotnap|ooe(nupp|ant)fundathuthmvobmenbudgahadfurtheummepuqpome through non-Federal sources. | / All Sub-Recipients must acknowledge their use of federal funding when Issuing staternents,press i releases, requests for proposals,bid invitations,and other documents describing projects nrprograms � funded in whole o,hn part with Federal funds, [ — #mytost allocable bza particular Federal award provided forin2O.F.R. Part 2OO' Subpart E may not be � charged to other Federal awards to overcome fund deficiencies, to avoid restrictions Imposed by Federal statutes, regulations, or o/��hormauonm Ho��we� bh�o' ' ' ! prohibition would not preclude a Sub-Recipient from shifting costs that are allowable under two ormore Federal awards in accordance with existing Federal statutes, regulations,or the terms and conditions of � the Fndenu|award. SLO-Reciplents are required to comply with the requirements set forth in the government-wide Award Term regarding the System for Award Management endUn|vema||deniifierRequ|mmenta|oomtedat2 O.F.R. Part 25.Appendix A,the full text of which incorporated here by reference in the terms and / conditions uf your award, All Sub-Recipients must acknowledge and agree to comply with applicableprovisions governing DHS access to records, accounts, documents,information, facilities, and staff. 1. Sub-Recipient must cooperate with any compliance review or compliant Investigation conducted by the State Administrative Agency orDHQ. 2. $ub-Raoip|ant will give the StsteAdminio Agency, DH8o,through any authorized representative,access to and the right to examine end copy, records,accounts, and other documents and Sources of information related to the federal finanalal assistance award and permit access to facilities, personnel,and other individuals and Information as may be necessary, as required by DHS regulations and other applicable laws ur program guidance, 3 Sub-R i !ent must submitU rate reportsto the FDEM and maintain appropriate backup documentation to support the reports. Sub-Recipients must also comply with all other special nepnnmg, data collection and evaluation nequ}remenCe,as pnaouMbad by law or detailed in program guidance. 4. Sub-Recipient will acknowledge their use of federal funding when issuing statements, press releases, requests for proposals, bid|nWtationa, and other documents describing projects nr programs funded in whole orIn part with Federal funds. 5. Sub-R ui |entwhunaoeheoewvardemndeunder programs that provideemergency onMmonicationo equipment and its related activities must comply with DAPEOOK8 Guidance for Emergency Communications Grants, including provisions on technical standards that ensure and enhance }ntempexsb|mqommunicmt|on$. S. When original or replacement equipment acquired under this award by the Sub-Recipient is no longer needed for the original project or program or for other activities currently or previously supported by 83 � | ! � i DHS/FEMA, YOU mu request instructions from PDBNho make proper disposition o[the equipment / � pursuant to 2 C.F.R. Section 200.313, 7. DHS/FEMA funded activities that may require an EHP review are subject to FEMA's Environmental � Planning and Historic Preservation (EHp) review process.This review does not address all federal, � state,and local requirements,Acceptance of federal funding requires recipient to comply with all federal, state,and local laws. Failure to obtain all appropriate federal, state,and local environmental � permits and clearances may jeopardize federal funding. if ground disturbing activities occur during ' construction,applicant will monitor ground disturbance,and If any potential archeological resources are discovered, applicant will immediately cease work in that area and notify the pass-through entity, if j applicable,and DH8/FEK&4. i | . ! 9. Sub-Recipient will comply with the applicable provisions of the following laws and policies prohibiting ! discrimination: a, Title Qof the Civil Rights Act of1964, as amended,which prohibits discrimination based on / name'color, or national origin(including limited English pmhdency. b. Section 504nf the Rehabilitation Act nf1Q73. ao amended,which prohibits discrimination / based ondisability. | c. Title IX of the Education Amendments Act of 1972, as amended,which prohibits discrimination � based on sex|n education programs oractivities. d. Age Discrimination Act of1A75, which prohibits discrimination based onage. e. U.S.-Department of Homeland Security regulation 6 C,F.R, Part 19,which prohibits discrimination based on religion in social service programs. � 64 . � ATTACHMENT I Mandatory Contract Provisions Provisions: Any contract or subcontract funded by this Agreement must contain the applicable provisions Outlined in Appendix 11 to 2 C.F.R. Part 200. It is the responsibility of the Sub-Recipient to include the required provisions, The Division provides the following list of provisions that may be required depending upon the type of contract or subcontract being funded by this Agreement: OUS GUIDANCE Pr, 200,APP.,It; Pt.200,App.11 Appendix 11 to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards In addition to other provisions required by the Federal agency or non-Federal entity,all contracts made by the non-Federal entity under the Federal award must contain provisions covering the following, as applicable, (A)Contracts for more than the simplified acquisition threshold currently set at$150,000,which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council(Councils)as authorized by 41 U.S.C. 1908, must address administrative,contractual, or legal remedies In instances where contractors violate or breach contract terms,and provide for such sanctions and penalties as appropriate. (B)All contracts in excess of$10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be affected and the basis for settlement. (C)Equal Employment Opportunity,Except as otherwise provided under 41 CFR Part 60,all contracts that meet the definition of"federally assisted construction contract"in 41 CFR Part 60-1,3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246,'Equal Employment Opportunity"(30 FIR 12319, 12935, 3 CFR Part, 1964-1965 Comp.,p, 339),as amended by Executive Order 11376, 'Amending Executive Order 11246 Relating to Equal Employment Opportunity,"and implementing regulations at 41 CFR part 60,"Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor," (D)Davis-Bacon Act,as amended(40 U.S.C,3141-3148),When required by Federal program legislation,all prime construction contracts in excess of$2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act(40 U.S,C.3141-3144, and 3146-3148)as supplemented by Department of Labor regulations(29 CFR Part 6, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"), In accordance with the statute,contractors Must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor, In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination Issued by the Department of Labor in each solicitation.The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination.The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.The contracts must also include a provision for compliance with the Copeland "Anti-Kickback"Act(40 U.S.C. 3144 as supplemented by Department of Labor regulations(29 CFR Pea 3, "Contractors and Subcontractors on Public Building or Public Work Financed In Whole or in Part by Loans or Grants from the United States"), The Act provides that each contractor or Sub-Recipient must be prohibited from inducing, by any means,any person employed in the construction, completion,or repair of public work,to give up any part of the compensation to which he or she Is otherwise entitled.The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. 65 � � (E)Contract Work Hours and Safety Standards Act(40 U.S,C. 3701-3708),Where applicable, all contracts awarded by the non-Federal entity excess of$lV400o that involve the employment � | mechanics or laborers must include a provision for compliance with 40 U,S.C, 3702 and 3704, as | � supplemented hy Department ofLoborreAu|aUono(2QCFRPert5). UnWmr4OU.8.O. 37O2oftheAo . | each contractor must be required to compute the wages of every mechanic and laborer on the basis of a | standard work week of 40 hours.Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rateof pay for all hours worked in excess of 40 hours in the work week,The requirements of 40 U.S.C. 3704 areapplicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous.These requirements donot apply to the purchases of supplies or materials or articles ordinarily available on the open market,or contracts for transportation or transmission cfintelligence. | (F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the i definition of'funding agreement" under 37 OFR§4012( and the recipient Sub-Recipient wishesto ! enter Into acontxa U�amobuoineos firm urnon `' ��organization rod|ng the substitutionof parties, assignment ov performance ofexperimental,developmental, or researchwork Linder that"funding ! agreement,"/he recipiento/Sub'Remipient must comply with the requirements uf37CFR Part 4O1. � "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants,Contracts and Cooperative Agreements,'and any implementing regulations issued by the awarding (G)Clean Air/c±(42U.G.C.74O1-7871q.)and the Federal Water Pollution Control Act(33 ' U.S.C. i291~1387), 00 amended—Contracts and oubgnantsof amounts in excess of$15O,0ODmust contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act(42U.G.O. 74U1~7G71q)and the Federal Water Pollution Control Act dd 1 \ awarding agency and the Regional Office of the Environmental Protection Agency(EPA). (H)Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act(42 D.Q.C.82O1).(1)Debarment and Suspension(ExeCLItiVe Orders 12549 and 12689)—A contract award(see 2 CFR 180,220)must not be made to parties listed on the governmentwide Excluded Parties List System in the System for Award Management(SAM), in accordance with the OMB guidelines at 2 CFR 180 that Comp,,p.235),"Debarment and Suspension.'The Excluded Parties List System in SAM contains the names-- parties debarred, suspended,~ otherwise excluded~y agencies, ~'well~—parties declared ineligible under statutovy¢ |et authority hExecutive Order 12549 (J)Byrd Anti-Lobbying Amendment(31 U,S.C. 1352)—Contractors that apply or bid for an award of$100,000 or more must file the required certification. Each tier certifies to the tier above that It will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency,a member of Congress,officer or employee c¢Congress,oran employee fa member of Congress in connection with obtaining any Federal contract, grant o,any other award covered by31 U.S.C, 1352.Each tier must also disclose any lobbying with non- Federal funds that takes place in connection with obtaining any Federal award.Such disclosures are forwarded from tier bz tier upto the non-Federal award. (N)See 82O0'322 Procurement of recovered materials. 66 | ' ATTACHMENT J � Financial and Program Monitoring Guidelines Florida has enhanced state and local � terrorist threats since 1999 through various funding Florida Division pr Emergency Management(FuEm)has responsibility to track and monitor thestatus of grant activity and items purchased to ensure compliance with applicable Homeland Security Grant Program(nmur)grant guidance and statutory regulations. The monitoring process 1 is designed to assess a Sub-Recipient agency's compliance with applicable state and federal guidelines. / Monitoring is accomplished utilizing various methods including desk monitoring end on-site Wodo There are two primary areas reviewedd h ibad activities financial and � ! programmatic monitoring, Financial monitoring primarily f0cUses on statutory and regulatory compliance with administrative grant requirements,|�i ��h review ��associated (� ' �-`- � ��'- - — -- - ' | � the purchase and disposition of property, projects and contracts, Programmatic monitoring seeks — '---------~`''' ^'~g ~''^r'~g'~~~, ^~v~^^'v'~~u~~~^~`^'~, ~``^''~~''''up'�~~^w~~'~ and ensuring compliance with the purpose of the nt and overall grant program.Programmatic monitoring Involves the observation of equipment purchased, protocols and other associated reoords. Various levels of financial and programmatic review may be accomplished during the monitoring process. Monitoring Selection and Each year the FD2 |U��n�uc�� K8w/ monitoring based o "Ri kA t" The risk m t � tool is used to help in determining the h of Sub-Reclplents that shouldbe reviewed andthelevel of monitoring that should be performed, It is)mportant to note that although a given grant may . be closed, it is still subject to either desk or on-site monitoring for a five(5)year period following umuun^ Aregs that.will,.be examined include: * Management andadministrative pmoed 9 Grant folder maintenance; v Equipment accountability and sub-hand receipt procedures; w Program for obsolescence; 9 Status ofequipmentpurchases; # Status of training for purohaaod equipment; ~ Status and number of response trainings conducted to include number trained; & Status and number ofexercises, ~ Status of planning activity; 9 Anticipated plmNon� m Difficulties encountered | completing projects; liance B-um|' Opportunity �um��' * * Procurement Policy FDEK8 may request additional mon8or|ng8n formation of the activity, orlack thereof,generates questions from the region,the sponsoring agency urFUEK8leadership, The method ofgathering this information will be determined nnaomue-by-oaaebasis. Monitoring Activities: � Desk reviews and site visits are two forms¢y monitoring. Desk monitoring}a the review cf projects, financial activity and technical assistance between FDEM and the applicant via e-mail end � telephone. On-site monitoring are actual visits to the Sub-Recipient agencies by Division � representatives who examines records,procedures and equipment. � 6? | | | ' i Desk monitoring in desk topmonitoring as determined by FCEM, This contact will provide an opportunity to identify the need for technical assistance(TA)and/or asite visit ifFDBNdetermines that w Sub-Recipient Whaving difficulty completing their project. | As difficulties/deficlencles are identified,the respective region or sponsoringg will henotified by the program office via email, Information will include the grant Gub'Rao* lenL agency name, . year and project description and the nature nf the issue inquestion. Many cf the issues that arise maybe resolved at the regional ur sponsoring agency level, Issues that require further TA will bm | ' referred boFDEM for assistance, Examples ofTAInclude but are not limited to: . i | v Equipment selectionnr available vendors ' | w Eligibility of items orservices � ! * Coordination and partnership with other agencies within or outside the region ordiscipline m Record Keeping ° Reporting Requirements ° Documentation in support ofa Request for Reimbursement . On-site monitoring will b*conducted b FDEiNor designated personnel, On-site monitoring visits ' will be scheduled in advance with the Sub-Recfpient agency POC designated in tile grant agromment. PDE&1 will also conduct coordinated financial and grant file monitoring, Subject matter experts from other agencies within the region or state may be called upon to assist In the form of a peer review as needed. gn-Site Monitoring Protocol On-site monitoring visits will begin with those grantees that are currently spending have completed spending for that federal fiscal year(FFY). Site visits may be combined when geographically convenient. There|ao financial/programmatic On-site monitoring checklist toassist in the completion of all required tasks, /\letter will ha sent tn the Sub-Recipient agency Point of Contact(PO[)outlining the date,time and purpose of the site visit before the planned arrival date.The appointment shouldbo confirmed with the grantee in writing (email is acceptable)and documented In the grantee folder, The physical locationofmnyequ|pmontlooabedatoRaKematmmiteshnuldbaconUnnedwithm representative from that location and the address should be documented in the grantee folder before the site visit. On-Site Monitoring Visit Once FDEM personnel have arrived at the site, an orientation conference will be conducted. During this time,the purpose o[the site visit and the!terns FD8kX intends to examine will be identified,All objectives u[the site visit will ba explained during this time. FDEM personnel will review all files and mu mUn documentation. Once the supporting � documentation has been reviewed, abmr/visuml/spot inspection of equipment will beconducted. Each item selected for review should be visually inspected whenever possible. Bigger items ' (computers, response vehicles,etc.)ohou|d have an asset decal(|nforma0omtmria|number)placed ino prominent|ocotiononeanhpia ao[oqu|pmentaspe,8ub'RedpienLegen¢y � requirements, The serial number should correspond with the appropriate receipt hoconfirm � � 68 / � purchase. Photographs should be taken of the equipment(large capital expenditures in excess of If an item is not available(being used during time of the site visit),the appropriate documentation must be provided to account for that particular piece of equipment. Other programmatic Issues can be discussed at this time,such as missing quarterly reports, payment voucher/relmbursement, equipment, questions, etc. Post Monitoring Visit FDEM monno wW/navew he te ondho�kupdooumen�donsmm � beam ' d�cuouthawv*n�nf��Dn-o� nw �~ | � _- _ _--'`, . | � Within sent to the grantee explaining any issues and corrective actions required or commendations.Should 1 no Issues findings ba identified, at effect will be generated and sent to the Sub-Recipient. The Sub-Recipient will submit o Corrective Action Plan within atimaOnmemn � determined byFDEM. Noncompliance on behalf of sub-grantees|o resolved by management under � the terms cf the 8ub-8rantAgreement, The 0n^mdemunKohnQ report and al/back updocumentation will then be included in the Sub- Recipient's file. �l 8ubmoiplents who are pass-through entities are responsiblefor monitoring their subreciplents in e � manner consistent With the terms of the federal award at 2 C.F.R.Part 200, including 2 CY.R. 200331 This includes the pass-through subreciplent as necessary to ensure that the subaward is used for authorized purposes, in compliance with federal statutes, regulations,and the terms and conditions of the aubawer | and that subaward performance goals are achieved, $ubreGipient responsibilities also include but are not limited to:accounting of receipts and expenditures,cash management, maintaining adequate financial records, reporting and refunding expenditures disallowed by audits,monitoring if acting as a pass-through entity,other assessments and reviews,and ensuring overall compliance with the terms and conditions of the award or _-__-. _--,,_-_-. --_'" -- ._—, _^ -. ... . _,-_ � ' 69 ATTACHMENT K EHP GUIDELINES ENVIRONMENTAL PLANNING HISTORIC PRESERVATION (EHP)COMPLIANCE GUIDELINES The following types of projects are to be submitted to FEMA for compliance review under Federal Environmental Planning and Historic Preservation(EHP)laws and requirements prior to Initiation of the project., • New Construction, Installation and Renovation, including but not limited to: o Emergency Operation Centers o Security Guard facilities o Equipment buildings(such as those accompanying communication towers) c, Waterside Structures(such as dock houses,piers,etc,) Placing a repeater and/or other equipment on an existing tower Renovation of and modification to buildings and structures that are 50 years old or older Any other construction or renovation efforts that change or expand the footprint of a facility or structure including security enhancements to improve perimeter security • Physical Security Enhancements,including but not limited to: • Lig kiting • Fencing • Closed-circuit television(CCTV)systems • Motion detection systems • Barriers,doors,gates and related security enhancements In addition,the erection of communications towers that are included in a jurisdiction's interoperable communications plan is allowed,subject to all applicable laws, regulations, and licensing provisions, Communication tower projects must be submitted to FEMA for EHP review, EHP SCREENING FORM SUBMISSION 1. Projects requiring EHP review,the Sub-Reolpient must submit the SHP Screening Form to the State Administrative Agency(SAA)for review prior to funds being expended. The SAA Point of Contact for EHP review is: Ms. Felicia Pinao_ok Qu[pau of Preparedness—DoMpstig Securlg� 2555 Shufflard Oak Boulevard Tallahas§qe, Florida 32399-21,90 Lelephone:850-415-424,3 151-IPSubmissions em.mvfIodda.com Ill. The SAA POG will forward EHP Screening Forms to DHS/FEMA for review and approval. Ill. Sub-Recipient's must receive written approval from the SAA prior to the use of grant funds for project implementation. THE PROJECT MAY NOT BEGIN UNTIL FINAL FEMA APPROVAL IS RECEIVED. 70 � � ATTACHMENT L REIMBURSEMENT CHECKLIST PLANNING ! | E] 1. Does the amount billed byconsultant add upcorrectly? � L] 2. Has all appropriate documentation to denote hours worked been properly signed? i | F—} � Have oopke' oyaUp�n�ngmm�x��and work pmdm� (�g. me��gdouumon�. uop�u � | �~ of plans) been included? (Note ' If a meeting was hold by Sub-Recipient or i contnactuntmnoultmntofGub-Recipient, an agenda and m/gnup sheet with meeting date | must be|nduUed). � | � | | 4. Has the invoice from cons uItnnb/conhraotor been included?(Note—grant agreement must � bo referenced on the invoice.) F_ 8. Has proof of payment boon included? / Canoebd the transaction was processed by the bank) Electronic Funds Transfer(EFT)Confirmation � Credit Card Statement&payment to credit card company for that statement � D R. Has Attachment & (found within Agreement with FDBM) been completed for this contractor/consultant and Included /n the reimbursement package? F-1 7, Has proof of purchase methodology been'included?Please see Fon-n 5 of Reporting Forms or Purchasing Basics Attachment if further clarity is needed. Sole Source(approved byFIDEM for purchases exceeding$25,O00) Gbate Contract(page showing contract#. price list) Competitive bid results(m.y. Ouutew(na'bid tabulation page) Co"sultants/Contractors(Note:this applies to contractors also billed under OWnization) IVAINING | ) 1. /a the course DHGapproved? [—� 2. |y there m course ov catalog number? F—1 3. |f not, has FDEM approved the nun'DHGtraining? F— 4. Have Sign-in Sheets, Rosters and Agenda been provided? 6. If billing for overtime ondVorbauk�||' has documentation been provided thotUmbu attendee / — names,department,#of hours spent at training,hourly rate and total amount paid to each | attendee? / Have documentation from entity's financial system been provided as proof | attendees were paid? For baohO|[ has a clear dell neotion/nmnn reference been provided showing who was bmokMU|ngwho? ! 71 | ' ' | � � } El � H� � n�� n-|n �e� b� ��m� v� � �� | / u individuals for whom training reimbursement costs are being sought? [—1 7. Have any expenditures occurred 1n support of the training Such am printing costs, costs related to administering the training,planning,scheduling,facilities,materials and supplies, reproduction of materials, and equipment? If so, receipts and proof of payment must be submitted. Canceled check the transaction was processed by the bank) Electronic Funds Transfer(EFT) Confirmation i Credit -_-__- ' | [_] 7. Has proof of purchase methodology been included?Please see Form 5 of Reporting Fonvs | | or Purchasing Basics Attachment if further mbrItybneeded. ! Sole Source(approved byFDEMfurp pchaoamnxceed|ng$25.0O0 State Contra t(page showing contract#, price list) Competitive bid results(e.g.Quntew|n*,bid tabulation page) i EXERCISE | | I. Has documentation been provided on the purpose/objectives of the exercise? � Situation Manual Exercise Plan F—1 2. If exercise has been conducted are the hd[owingincluded: Ahep/ktionRoport S|gn'|nmheots Agenda Rnstam F-1 3. If billing for overtime and badkfN, has a spreadsheet been provided that flats attendee names, department, # ofhours spent at exercise, hourly rate and total paid toeach attendee? Have documentation from entity's financial system been provided to prove attendees were paid? ForbaokfiU, has a clear dell neation/onono reference been provided showing who was baokfi|Ungwho? [—1 4. Have the names on the sign-in sheets been cross-referenced with the names of the individuals for whom exercise reimbursement costs are being sought? � F-1 5. Have any expenditures occurred on supplies (m.g., copying paper, gloves, tape, etc) in support cf the exercise? (f so, receipts and proof of payment must boincluded. / Canceled check(Showing the transaction was processed by the bank) Electronic Funds Transfer(EFT)Confirmation � Credit ! [—1 G. Have any axpendiLu�soccurred on rental ofapmpm/|ooat�no for exanu�euplanning and ' --' uonduot, smarc|ne signs, badges, nbc.7 If so, receipts and proof of payment must be � included. Canceled check(Showing the transaction was processed by the bank) � Electronic Funds Transfer(EFT)Confirmation � 72 � ' / | � F-7 Credit Card Statement&payment to credit card company for that statement 7. Has proof of purchase methodology been included? Please see /omn 5 ufRepnitihg ` Fonnoor Purchasing Basics Attachment if further clarity is needed | Sole Source(approved byFDGM for has exceeJng$25,OU0) | State Contract(page showing contract#. price list) | Competitive bid results(m.g.Ouotww|no. bid tabulation page) ! ' | Have all invoices been included? ! �7 2. H�eanAE�#been��n��adformauhpumhaaa? | ! [-1 3. If expenses are hstod, are they only for the performance period of the � ~� gnoot7 | _ [—� 4. Has proof of payment been included? / Canceled check(Showing the transaction was processed by the bank) � Electronic Funds Transfer(El`�T)ConOnneUon � Credit Card Statement&payment to credit card company for that statement � [—1 6. |fEHP form needed, has o copy uf the approval DHS been Included? F—1 8, Has proof cfpurchase methodology been }nu|udad7 Please osoForm 5ofReporting Form oor Purchasing Basics Attachment if further clarity is needed. Sole Source(approved b FDEIVI for purchasesexceeding$2S.00O) State Contract(page showing contract,.price list)c a) ��b� �u��.��Q�� b��buk�n�� ' � 1. Have all receipts been turned in, itemized and do the dates on the receipts match travel Airplane receipts Proof uf mileage (Goog|eu,Yahoo map printout o,mileage log) TuU and/or Parking receipts Hotel receipts(is there a zero haimnoe?) Car rental receipts � Registration fee receipts Noba Make zuno that meals paid for by conference are not included |n per them amount � r—1 J. If travel|oo conference has the conference agenda been included? ! | 3. Has proof mfpayment to traveler been included? � Canceled check the transaction was processed by the bank) / Electronic Funds Transfer(EFT)Confirmation | Credit Card Statement&payment to credit card company for that statement i Copy of paycheck if reimbursed through payroll � 73 i SALARY POSITIONS 1. Has a signed timesheet by employee and supervisor been included? Timesheet must certify the hours and information presented as true and correct. i 2. Has proof for time worked by the employee been included? Is time period summary included? Statement of Earnings Copy of Payroll Check Payroll Register For fusion center analysts, have the certification documents been provided to the SAA to demonstrate compliance with training and experience standards? ORGANIZATION ❑ 1. If billing for overtime and backfill, has a spreadsheet been provided that lists attendee names, department, # of hours spent at exercise, hourly rate and total paid to each attendee? __ Have documentation from entity's financial system been provided to prove attendees were paid? _`_For backfill, has a clear delineation/cross reference been provided showing who was backfilling who? FOR ALL REIMBURSEMENTS- THE FINAL CHECK ❑ 1, Have all relevant forms been completed and included with each request for reimbursement? ❑ 2. Have the costs incurred been charged to the appropriate POETS category? ❑ 3, Does the total on all Forms submitted match? ❑ 4. Has Reimbursement Form been signed by the Grant Manager and Financial Officer? ❑ 5. Has the reimbursement package been entered into Sub-Recipients records/spreadsheet? ❑ 6. Have the quantity and unit cost been notated on Reimbursement Budget Breakdown? ❑ 7, If this purchase was made via Sole Source,have you included the approved Sole Source documentation and justification? ❑ 8. Do all your vendors have a current W-9 (Taxpayer Identification)on file? Please note: FDEM reserves the right to update this checklist throughout the life of the grant to ensure compliance with applicable federal and state rules and regulations. 74 i i ATTACHMENT M CERTIFICATION REGARDING LOBBYING I i i Check the appropriate box: This Certification Regarding Lobbying is required because the Contract, Grant, Loan, or Cooperative Agreement will exceed $100,000 pursuant to 2 C.F.R. Part 200, Appendix II(I); 31 U.S.C. § 1352; and 44 C.F.R. Part 18. ❑ This Certification is not required because the Contract, Grant, Loan, or Cooperative Agreement will be less than$100,000. APPENDIX A 44 C.F.R. PART 18—CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: 1. 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 an 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. 2. 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. 3. 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 subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352,title 31, U.S. Code.Any person who fails to file the required certification shall be subject to a civil penalty of not less than$10,000 and not more than$100,000 for each such failure. The Sub-Recipient or subcontractor, City of Miami certifies or affirms the truthfulness and acc racy of each statement of its certification and disclosure, if any. In addition,the Contractor under :a ds and agrees that the provisions of 31 U.S.C, Chap, 38,Administrative Remedies for False Clai an Statements,apply to this certification and disclosure, if any. z5rgnature or Sub-Rd�clpient/subcontractor's Authorized Official Arthur Norieqa,City Manager Name and Title of Sub-R cipient/subcontractor's Authorized Official 1 ` � ` _ Date 75 i I I t ATTACHMENT N REPORTING FORMS i An Excel version of the fallowing farms along with instructions will be provided separately. i bIV1S[gN OF EMERG.ENC,Y MANAGEMENT Financial,History and Petionnanao Trnaking FORM 1A RECIPIENT I ORANTEE AartSCMC{NTk 'ta-DG-ta 91-1 Add- S C]UARTCRLY RE:pOr•Y7tNtltlt.IG,oA7cS city,st tre on'�' nm na tfar der4w•e�.scr rno;�naray¢crivlr�d„e,r�„ru,�4„r�.rr- area r�sr.w_�4^ _ Pflp NAnig- - POrlhd: - EiOfnet Parltld M'YarFcrM n FlnandimF istO i2eP cat. Par dfrgQNon4:vilek IWnk Irutt nan- Shatlad a411¢nrta rtalcUlatad fuY ,>U.YwJ da nP need tQ aHar "ON-inih Ih4M. -- tau Funds Po Fund Etfpxndffunata) CataQ4ry Totxf ANQaafaq pa GdmPia &%pandod Tetai Pund4 ndxq Un a R+mAfninn&alanea Pla!1!rfrna C t nainxnr -. Trnihi Casts ,.......... ,,..... ;3 .. .,.. .., ...... .. $ � ' x ai nnleat?on Coate ; fflrrV(ad'M tQ r#Ydwow arTatta Award) "T fAF>;Mpangiturau Pcr'Porntartaat'LYackfn Prb pro Q4Lad Peraxnfade PUnd»-Aliooatnd:faoE Ttito Oaartlory 8fxrt data ) cam t fad ,,,•,,,_JpMd-pe*y_ Pro(eaF Stptns TOTAL or s�.e rwraWii4d f _.. ¢`••.'..'. _- �(' GUr'ntdrlhriAniatai[.PreN4uuiy Suhminvd fcr h'ulmfYXY.dtp inC TaEal SiaoaP.wtt f hat-vfaY OWIMY that the AhQVA,00S AM trUa And wAtid¢oat thdhrrad in:AA VdArwio Wfui Via pro)aat atjr+embnk 4rA t Mxltntfer t harobY aortfy Viet Via ntaovv.0a—ra"aand valtq aa:db"tnaurraq.in aaaardanan wfu}it,. pr,QjnatAffraamaat• - �f31Gn4d: Plnd.nvtat bM¢ar 9y 14 nQ 9d paN,l�..m-11tyW Ma.hoot YMYIa .vinyfl db Ilaf!hnr Uia mood le truq wMPl t',.andam dthu ..p dEN .e,d€D a. my doaeh r¢ce1P44¢N far Ura p aPnd44¢nd nlxj¢Giw¢aelNrth in inai JMdca -1 1 .tale Pad ml'atwrflM fa!n dvmra:u atAnv fetla.fi4diiAun.,ax imlldulOnt lnP Chat an,ariha aml an at¢ny rn8lAda(;.e¢f.m¢Y hjaatma tocrimsnal;Nai nr agmtnlsa¢Iiht panattfas or7 aUd,rnteo e.atalamanta.ialao d¢i/na.of QVhenal , DIVISION OF EMEFtGENWd MANAGEMENT ' Quart oky Swim Report FORM 113 Rttalpient Atr,RBEMttNTYk t6�bs-T6 _ _ Cast Streaat AdcYasa " - /NttTRtteTinN4 - 1 CILY Pou +]ifik90d hr 0 ry lFo-r inetructlanm an ofrrpt4tdin4 �. < ef!k tdv fiELF hoo-rt ,____,_�..._,.. ....�..._...,.. .,.._...._i PFtoJE[�:fST.�'TiJB{wquipnit„'IYaln7.ij 5yzarcJs;a,,,Org�sl_,tianJ,.,,Pt„._,I,;,g)„ Mu�t gY vidg_Ci7RK1?NT Stxtu updeke frq. NquatMr f i Ti[ufELlME ot=•-EYL�N7'=.:FOR:F2EPOpe17NG PERf9O. ........_ .. ..... _ ._ .... ... i O'ffi@R.(OptlarM+lj...r-ttrt gcr2,in.—I-1M. ilryas tivf yet 4k1l -ad_e U.r xny prnievtect.>:_.I__and;taanca(1 a.-1 WAR.ar canaell.4 p q_ta):. TERIMICAL A9418TANOR .... _ ... 1.tRanrN44t a¢sistaxA Headed: It"Yee°,era Yw'nagrAaafing,QJtri Na[t or'prlvn®aAff -I hereby 4QrVry that the-above httasmAaan P-Vld¢d era trotr And fha iMW(a)AM vaita.oast(.)ise.—d in....Idanax wItti it,.pro)Avt agroemant. sltlned:— Data grant Mandgvr- j sy iti Inp•hie MPan,I,_MY t iha bast afmykaayd¢dga Ana bail¢idlat Ufa raPOd iv ttue,cQmplata,.and Aceumt4,and tin-axpnndlturaa,dimhurvnmants.and a h rv¢afpar Ora Mreha -p uaot r.O.d Aaj n.a1,¢lNlora lik ,III oelt And eon lilt Aritfa Fadnratn�aiq I lnr4.Ui.t_ lytalaa,fiaUUMCu.¢r(rnudulahf infarmafian,arifla Onii¢¢fan ai Anymxtodbl tae4May t pan¢IUaa:i r ra W,iatn¢.sinbMenla.,ratan dolma vralhvrwiev. 76 i 1 r DIVISION OF EMERGENCY MANAGEMENT REIMBURSEMENT REQUEST I Form 2 RECIPIENT I GRANTEE AGREEMENT#16-DS-T8 r test Street Address AgreementAmotnt C! ,State 7jp Sutmilssion pate POG Name Payment# POG Phone Payment Amount i COSTS INCURRED DURING THE PERIOD OF: Aq!y� THROUGH September$0,2014 .Shaded coda are catctdated:For ycu,You do not need to nnmr anything Into dhadsd ucEta_ Tests MUST sr.ACCOMPANIED BY THE:DETAIL OF CLAIMS FORM 1 Planning Expenditures .......... ..... _. _........................ ...... .-.......I 2.Training Expenditures 3,Exercise Expent:iitures ...,. ..,,. ,..,....................................... h Organizations[Expenditures � ._..,.......,._._....�..,._...�.._., . ,.,.. Y� 5.Equipment Expenditures iS.Management and Administration Expenditures TOTAL EXPENDITURE'S t hereby aoriify Ihat the above ooWaam true and valid costs[neurrod tit Acaordanoo With theproloot Agreemoni Signed:, grant Manager ,i herehy certify that.the Above oasts arc true and:valid oasis,f naurmti In a000rdanae With the projact aamome nL Finanoiai Glfftoor By signing Lhix repwi,I certify I.the bast o1 my knovriadije and:beilaf that the tepoit la true,oon)l 4ote�and aoctuale,and the oxpandlturos,drnhursoments:and-oush recelpta are Corthe purposes and aolecthac set roah to the terms and condittons erthe Fadarnf award t am aware hrat any/aise,flctltiow,or:ratid ltont tnIbInvation.or tits omfunlon of any _ material Fact,may stshlect me to criminal,ciNI cr 0dminlctreKe gonehfas for t'raud,felisa statements..falso ciaima W otherwise. TO BE COMPLETED BY DEM STAFF AGREEMENTAMOUNT r $0.00 TOTAL AMOUNTTO BE PAID PREVIOUS PAYMENTS) ON THIS INVOICE THIS PAYMENT REMAINING BALANCE $0,00 r gg:oa DEM PORM OPD-8 W14 - DATE SUBMITTED To POEM 7'7 I i j 1 i � �. � — umm _ _... _ — C-- — r _.._.._ w N 4 W �,. . ......_._.. ...... — _ _.� 78 i I a 1 � 1 I i II .�t4m.4W.1.— — Mksw _.�Alp/$�I.�!L. _ "xfa 4U+1•nRu^rrti`�`�� iYRq�M.. v ---- a _ r , .Y..._.... ...V _ x.._, a...5, - r ro. r o .—.. __ ter,»_w.nm�, s _...._a.-!xc,.>aum� n.,_•. 7 ....... 79 I I I I � I l t DIVISION OF EMEROENCY MANAGEMENT Procurement Method Report Form a i Vendor Namor �_ _. Agrenmant Y: tf p9=id f # tnvoleo#:. �_,�„•_,�___ Invoice Amount; ..._..._ Ah—h 64 APldlea{da tnvaraa This reprrrtmrrsrbe asj1n ournmstixa me1no"W.17Y far 411 P'acurarnant's.All+cans rnonifonadam available of: BStnsJJwwar n4naattisa?fi12fxLdafnLPr«gtrr4a+tn 1 [ '. t SubfacJplor+Rs rrtuaf cback",a tadomllydefinuctci/suspo+xded venders of Synfam InrAywniManage.Lrenf(prnWeuaty ctr(fsd rxeNrded ParUoc Llsf Syetam}at suugtsom;kry rvia•M sxaqutlon ofany pm swamont or aanCracC aheok approprlatc baxos below System.for Award Management{$AM} Chocked Syr,tem for AwardMer,,Vcr Ynt(i3ANI)for debannenV=usnF .ion(print page and adach).If no search vmo rolmd foriha vendor,cornplete tha Form drebauncovsuspenelott faun located in thergrant agmurnere. Affirmative Steps ! LM'cYe IYeCea0nIY atRnnsNva steps taken{a ssat>!e t[>rnt rniredfybuslnossua.Wompn'aarrtarprtada,and lupar graphs disc flnna were uosd? G7 Vendor Namara_ Vendor Typo: Amount _ Vander Name: Vendor TyPar Amount: Sole Source and Single Vondor Response to a Compotitive Bid Aft solo souse procurements and Qingle vendor response lea comrn ftUve bid require pro-approval by the Florida Dlvislon of kmargency trianagemant 0 Gur les4o 3emaitY Unit and use of ltW Ulo Sot=d,Form,FI7C'M'ssaid aaurco oNNrovatdaaumantni(on wilihe maintained In both f1w Madic,tonal and FDEM giant Niece State Term Contract $rota TomY CamrAnkla whenCcrtcarteQ wandor(sj NrOVde aPeCMOC.Wn.dl1ea and aOMca ptauhaaes teagcr f.aon-ao ao-rtoadad i>A ate fora slrociNod pedod or imo. V.-bar Nam.: Amount.- .Discretionary Purchases - - Purchases up.to$2,408:shall bo oorried out rising good purchasing praotioos wht4h may tnafuda wrlMan quotadonu arwritten-000:1 of totaphona getotea. �$.0•:$2,403-Self esuranoo and adequatacompatalenmuat hA documantad torJW!edcUnn'a 0re'ddles. Purohnaas ttreatar than o2,600 WOWS--man$36,0005 Roquiraa atidasttwo(2)dOoudionted written quotatlnns.O oaamontad quetax must ba Attached. G1 32 00.9 A,900-Cahiflret 0e, Staro+nentrequited for rsirnhursarttent(rm gaoh proou arrant). d. Vondor'Nama Amaunh 2. Vendor Name Amount: 3, Vander Nco-.a Amount; 0440dcn.Modica 8 J.*10.440n: ., - AtinaH a4aitlonai PaR-rx)nv Haaga4for Fx.Nlam4jon.ar 9olacnun nitres rallpard dad Juvlttixnibrt{nr SnMcunn. Formal Solioltaiaoris Scope of Work(SOW)must be provided. 0 136.0W-.Gree(er-W.Uon soiloitaFwn required.1vJ Nrxlappneval from FE)EM. FDEM pro-Approval racataad dale Invualcn10 Rkt.Request for Proposal or htiluttlon to\&,ytutliate doe tints. - Publfetted advadtsement-sixtlor oolloliatiops.U1st-N atlb tined Nroposatslvandor3ml rya+bict Amouna. . Vvrtd0re NWx eleolion eriteda,Jua8ticallon statement as to why wndorwns chosen. rl.onfradt'.nward; hame GrderslRo,,iniomAAmentimeriiOi3lo. Alternative Contract Souroe tiommcdldos ar Sarvicos available to elo 01nt4 via outside contractvehicle.Acopy afth.executed eontraot must he submitted, N] 'Saureing from a Pl00y&ackCorueat or genoraf Sorv)co4 Adrainisraiton approved:vendor pats l30a50,000! 9.AppGeadla ciovernment Candnot � _ •_.,__� T 2.Vendor 11tamrs If 4SA contraot require.addldonal quotas pled..submittham along with this ropart kaortNy tiro Above lnfaemation Is Nue and aocumte and documentation related to this.Procurement is on Ric and available upon request. S4ruttl tAanaare sianaa+n T^'- pn� Fed4nrlisfaM Froeummam rtepaaenarr Pnn1 Nama dad Title BQ-.t Y>Q02 Plwida AdnYniat(athm.vice By a rd"Ndr mP4rt,I aartey ta 4ae-Beet of knmvteddq-fad 4uit4f(hat I"."rt lnYMa,complete,add nanurate,.end the 4zp4ngttarea,4lnWreamantr xnd ocean reaalpfa are MrtH panpawe.rid obteatlVsn cat bolt l4.lha Mmaa cr4t ha-dfe4atrd.t W-1, 2a7•QCir P.a4, state 0 PlodaBtelula awud:{am aware.that-ny t4lre,nndaa gprrrqudule 4t t4 rm4tlan,erth4 om{udan aranymgladat feet,may wfaa4E'afat oriminai, a1v114r rdminlart4tlVa panald fur frond,bias SWtelannta,t4iba olAiMa aC 4tlinivl184. This report must be used to summarize the methodology for all pro0urar ants r z era 2ao:�Yr zcgaza cndn arradmm na®uf4oano i i t � t I ti i DIVISION OF EMERGENCY MANAGEMENT Cost Analysis Form 6 i Requitod3ignaurest QdginaltnR 1 mica nrca:.__, _ _ BNkf£f t3LT'AN. CUT ANALyS]$. - i SIX,goaemshCbWtoLaPta,'mbythncontwar.%QataehedhSdL'dva NtAn*Atobecgw%kteabetlsCandtmmtr.M rw.,w—hvr,gee attwmd i ceNNE s ' 1. tl a e2' Mrs m A.Saa!a5•INanef:the`fas ny: 80"cost.f$) WAS TOWS{#} j. is x d@ 1000 R 4 Q -Totalsa@!las LGW B.Aga&nef3s(RyYagSxToYNkipcaWF4 a; Me IdalSal,App. Tad# Tatal Paurknel ensrs(AM 2. iykm. nasmbA _ that.Coa$ Qimlly TOW$ J _ Tataf 5u&as>Eas 0 -'lS"bn wk`:AS:t 7 Q,'I.a,ltlty Towa$ - s 3ofai of mantmerot � 0. 4•Dwi - Per Pau IT ffi feat$ l tx4 F3ja Tot&4 B- [ Total Travel d DJt'fNsNrS _ Af w„` ; '- t n 8ais for ggow S.SaBfc�Svg 4Nnu or rt cs fee/Patel l uts TctA A -Tofal.Contt I = - 0_. iks i�wn rats ccet s . pia dta TVA&# rt n A. Q t � a B. Total Miscdtanaaus �$ A SitaTdTAC if thtu Bj !(A 7.4WjUaftf. gala;, _—•�--. -_. }ate we$ TTJ$ 6.CStla* 0 A 8.Tafal ftu not i0D 3�dtT4HCATTpN .. _ T.. Lte WY the ttm a4t rcreath Te to kwm c4egery ha bm e+:ra atsd and de,ennhwa teats bll ,rm ahl,eadaeceM m regcted Sectlan 215.3475,Fbrib Statutes,JoumentftgbartAedeMuiCi g the metfalft vAdavlthetcnA*nsreachd Date: S'1 t i DIVISION OF EMERGENCY MANAGEMENT t TIME AND EFFORT i FORM i This form is required to accompany reimbursement claims for salaries charged to the grant, Employee Name: PayPe6d: TO � Indicate Contracted How for Pay Period i Week 1,Dates to Week 2:Dates to Grand Total P*tType S S P1 T w T P Total; S S M T W T T Total 1 SH Pit&A 2 3 S 10 1,5 2 3,5 135 3 organkatiori 0 0 Ewc x,?A 2 3 4 3 12 3.6 1 ( 4,6 16,6 5 Planning 0 0 6 vacultion 4 2 4F 10 8 5 13 23 7 ,Sick Time 6 3' 3 3 9 0 0 0 10 0 0 0 11 0 0 12 0 0 0 13 o 0 0 14 0 01 0 Da' Totals 0 0 8 8 $ 0 8 32 0 0 0; 81 1 8 0 24 56 Week One Total 32 Week Two Total 24 56 I bereby certify That the above allocation mf my tiaao is acemate for the time I hereby certify that to the best of my knoiedge and belief,the roportedtimt allocation eutored its period In which this report covets, this report is accutste and in accordance AthLocal,State,.and Federal Regulations and Guidance pertaining to rcimbutsement on homeland Seearily Grant funds, ,FxnployeeSi nature: Bate; i orSi aatum: Data: By signing this report,I eertii to the best of mykaawiedge ad belief that the wport is hue,complete,mid accurate,and the expenditures,dishinemeuts aml eachrecelpis art for the purposes and ob�etives set forth is the terms and conditions of the Fedeml awntd,I am aware that amy false,ftclitiaas,or iiaudulentinformation,ortle.omissionofan} I material fact,may subject me to criminal,civil or adniinistnativo penalties forf>•aud,Itle statements,falso claims orotherwise, I i I I i CLOSE-OUT REPORT � FORM 8 This form should be completed and submitted to the Diusion no later than sixty(BD)stays i alter completion of ro`ects or the termination date of the p p t Agreement,whichever occurs first. • i test 16-DS-Ts RECIPIENT t GRANTEE AGREEMENT# i Street Address ArJDRE33 AOREEM ENT AMOUNT city'state ZIP CITY A ND STATE AQREEM ENT FMOD OF PERFORM ANC E . TOTAI. DATE EXPENDITURE(3)PAYMENT RECEIVED . 00O4IT DATEDCRIED EXPENDITURES DATE - AM RUNT -- L Flamtrv4r r;..sFts. 2,Trn d.0 cysts - --- 13, [ixprdnrsC. fs . 9:E4UNtnkX Aequfeltfnn'.Costs _ -. 6.Mmsry�txxtwP.f Ar1{Trlisfrrfoncostc 70ThLEXf'ENDfttlREg TOTAL, sQ.OQ Please Irid'rcate Amounts For The Following: was Equipment Purchased?YIN It yes,provide final aquiplTlent 9st prbr to clasee-out Agreement Amount Were Funds Expended in accordance Total Expenditures with agreement terms?YIN Deobiigated Funds All quarterly reports submitted up to current reporting period?YIN Indicate Amounts Related to Advance(s). REFUND AND/OR FINAL INTEREST CHECK R notappiicable,please prwand to nertsection Total Amount of Advance(s)Received Refund and/or final interest check is due no later than Total Expenditures ninety(90)days after the expiration date of the Agreement Deobligated Amount of Advance Reed Fake Cashier,Division of Emergency check Management Interest Earned on Advance' g payable fa (Nail to: Florida Division of Emergency 2555 5humardi Oak Boulevard Balance of Agreement owed to FDEUI Tallahassee,FL 32399-2100 1 hereby certify that the above cost(s)are true and valid cost(s)Incurred In accordance with the project agreement. I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement Signed: Date: Grant Manager Signed: pate; Financial Officer By signing this report,I certify to the best of my knowledge and belief that the report is true,complete,and accurate, and the expenditures,disbursements and cash receipts are for the purposes and objectives set forth in the terms And conditions of the Federal award.I am aware that any false„fictitious,or fraudulent information,or the omission of any manorial fact,may subject me to criminal,civil or adminIstrative penalties for fraud,false statements,false Claims or otherwise. $3 i i i I ire CITY OF MIAMI DOCUMENT ROUTING FORM [ >� 'k:Iatl$u i3AfH x ,0 4 R ORIGINATING DEPARTMENT: Fire-Rescue' IA DEPT. CONTACT PERSON: Maria T. Martinez EXT. 1672 NAME OF OTHER CONTRACTUAL PARTY/ENTITY: i°State of Florida Division of Emergency Management" IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? (❑ YES X NO TOTAL CONTRACT AMOUNT: FUNDING.INtiOLVED? YES XNO TYPE OF AGREEMENT: ❑ MANAGEMENT AGREEMENT ❑ PUBLIC WORKS AGREEMENT PROFESSIONAL SERVICES AGREEMENT ❑MAINTENANCE AGREEMENT — X GRANT:AGREEMENT ❑INTER-LOCAL AGREEMENT ❑ EXPERT CONSULTANT AGREEMENT ❑LEASE AGREEMENT ❑LICENSE AGREEMENT ❑PURCHASE OR SALE AGREEMENT OTHER:{PLEASE SPECIFY PURPOSE OF ITEM (BRIEF SUMM<1RY): To establish the Urban Area Security Initiative (`°UASI") FY 2020 Memorandum of Agreement eement("MOA's") COMMISSION APPROVAL DATE: 4/8/2021 FILE ID: 8649 ENACTMENT NO.: R-21-0142 IF THIS DOES NOT REQUIRE COMMISSION APPROVAL,PLEASE EXPLAIN: AN ` F3OtF' t+IG„ FCRtIICJ a .. Date PLEASE PRINT AND SIGN 4/12/21 PRINT: Ty McGann, AFC APPROVAL BY DEPARTMENTAL DIRECTOR. SIGNATURE: 4112121 PRINT: A.3NN-MARIE/SO4 PE SUBMITTED TO RISK MANAGEMENT ' SIGNATURE: SUBMITTED TO CITY ATTORNEY 4/14/21 PRINT: ICT RIA MEiN�DEZZ SIGN APPROVAL BY ASSISTANT CITY MANAGER PRINT: SIGNATURE: PRINT: ART NORI:.,GA411501 E RECEIVED BY CITY MANAGER SIGNATURE. PRINT: 1) ONE ORIGINAL Tt CITY CLEIRKY SIGNATURE: 2) ONE COP"f Q„CITY"ATTORNEY`s OFFICE, PRINT: SIGNATURE: 3) M. MAINING ORIGINAL(S)TO ORIGINATING DEPARTMENT PRINT: SIGNATURE: PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER i i