FY2020 10/20/2021 tcJR eouere��1
.."•j°°"°`° '4 Kevin Madok, CPA
' ,.fl
bo'........ Clerk of the Circuit Court&Comptroller—Monroe County, Florida
DATE: October 28, 2021
TO: Patrick McCullah
General Counsel, MCSO
Michelle Quad
Executive Assistant
FROM: Pamela G. Hanco .C.
SUBJECT': October 20th BOCC Meeting
Attached is an electronic copy of the following item for your handling:
Q2 Memorandum of Understanding between the Monroe County Sheriff's Office and
Monroe County Board of County Commissioners to apply for reimbursement of funds from the
Urban Area Security Initiative Fiscal Year 2020 Grant/Homeland Security Office of Domestic
Preparedness with the City of Miami-Memorandum of Agreement Number EMW-2020-SS-
00035/Subgrant Agreement#R0232, by which the City of Miami sub-granted $264,836.00 of
which $132,418.00 was to be given to Monroe County Sheriff's Office for the purchase of
equipment approved by the granting agency as well as other items.
Should you have any questions please feel free to contact me at(305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road
Key West,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
MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING is made and entered into this 20th day
.............
of October 2021, by and between the Monroe County Board of County
Commissioners, a political subdivision of the State of Florida, whose address isl 100 Simonton
Street, Key West, Florida 33040, hereinafter referred to as "COUNTY," and The Monroe County
Sheriff's Office, hereinafter referred to as "SHERIFF."
WITNESSETH
WHEREAS, the U.S. Department of Homeland Security Office for Domestic Preparedness
has awarded a grant to the State of Florida Division of Emergency Management through the FY
2020 Urban Area Security Initiative (UASI), and
WHEREAS, the State of Florida Division of Emergency Management has awarded a
subgrant of these funds to the City of Miami through a federally-funded subgrant agreement, and
WHEREAS, the COUNTY entered into a Memorandum of Agreement with the City of
Miami, Agreement Number EMW-2020-SS-00035 / Subgrant Agreement #R0232, by
is the City of Miami sub-granted the sum of two hundred and sixty-four thousand eight
hundred and thirty-six dollars and zero cents ($264,836.00), of is one hundred y®
thousand four hundred and eighteen dollars and zero cents ($132,418.00) was to be given to
Monroe County Sheriff's Office for the purchase of equipment approved by the granting agency
as well as other items, and
WHEREAS, the COUNTY has determined that the public would be best served by
providing the SHERIFF's office their portion of the one hundred y® thousand four hundred
and eighteen dollars and zero cents ($132,418.00) in funding to purchase law enforcement, as
weII as other equipment (i.e.; interoperable communications equipment, etc.) approved by the
granting agency in accordance with the COUNTY'S agreement with the City of Miami,
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the SHERIFF agree as follows:
1. TERM -The term of this Agreement is from July 16, 2021, through June 30, 2022,
the date of the signature by the parties notwithstanding, unless earlier terminated as provided
herein.
2. SERVICES-The SHERIFF will purchase equipment as outlined in the COUNTY'S
Memorandum of Agreement with the City of Miami, attached as Attachment A and made a part
hereof.
3. OWNERSHIP — The SHERIFF will retain ownership of the approved equipment,
and will maintain the items on the Sheriffs inventory.
4. FUNDS-The total project budget to be expended by the SHERIFF in performance
of the services set forth in this agreement shall be the total sum of$132,418.00. The total sum
represents one-half of the federal grant support in the amount of$264,836.00 and matching funds
in the amount of$0.00. All funds shall be expended in accordance with the grant agreement.
Monroe County Sheriffs Office—MOU UASI FY 2020
Page 1 of 3
5. INCORPORATION BY REFERENCE -The provisions of those certain documents
entitled "Memorandum of Agreement for Participating Miami UASI Grant 2020 Agency" and all
laws, rules and regulations relating thereto are incorporated by reference (Attachment A)and the
Monroe County Sheriff's Office all comply with all oft terms and conditions outlined in
Attachment A, including but not limited to compliance with 2 CFR section 200 oft Code of
Federal Regulations.
6. BILLING AND PAYMENT - The SHERIFF shall render tot COUNTY, after
purchase oft equipment, an itemized invoice properly dated, describing the equipment
purchased, the cost oft equipment, and all other information required by the COUNTY for
reimbursement. Upon receipt of appropriate documents the COUNTY all reimburse the
SHERIFF fort said expenditures.
7. TERMINATION -This Agreement may be terminated by either party at any time,
with or without cause, upon not less than thirty (30) days written notice delivered tot other
party. The COUNTY all not be obligated to pay for any equipment ordered by the SHERIFF
after the SHERIFF has received notice of termination. In the event there are any unused grant
Funds, the SHERIFF all promptly refund those funds tot COUNTY or otherwise use such
funds as the COUNTY directs.
8. NOTICES -Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY FOR PROVIDER
Monroe County Administrator Monroe County Sheriff Richard A. Ramsay
1100 Simonton Street 5525 College Road
Key West, FL 33040 Key West, FL 33040
And
Director
Monroe County Emergency Management
490 63rd St., Suite 150
Marathon, FL 33040
Either oft parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
9. UNAVAILABILITY OF FUNDS - If the COUNTY all learn that funding from the
it of Miami cannot be obtained or cannot be continued at a level sufficient to allow for the
services specified herein, this Agreement may then be terminated immediately, at the option of
the COUNTY, by written notice of termination delivered in person or by mail tot SHERIFF at
its address specified above. The COUNTY shall not be obligated to pay for any equipment
ordered by the SHERIFF after the SHERIFF has received notice of termination.
110 COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the SHERIFF all abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 19 Section 3 oft Constitution oft State
of Florida and Article 1 oft United States Constitution, is provide that no revenue of the
Monroe County Sheriffs Office®MOU UASI FY 2020
Page 2 of 3
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect
or religious denomination or in aid of any sectarian institution. Any violation of said statutes,
ordinances, rules, or regulations shall constitute a material breach of this Agreement immediately
upon delivery of written notice of termination to the SHERIFF. If the SHERIFF receives notice of
material breach, it will have thirty days in order to cure the material breach of the contract. If, after
thirty(30) days, the breach has not been cured, the contract will automatically be terminated.
11. ASSIGNMENTS AND SUBCONTRACTING-Neither party to this Agreement shall
assign this Agreement or any interest under this Agreement, or subcontract any of its obligations
under this Agreement, without the written consent of the other.
12. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in effect
between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
• 0cat \
v.ik NESS WHEREOF, the parties to this Agreement have caused their names to be
ii';. -•i,,, ; •�.1 y the proper officers thereof for the purposes herein expressed at Monroe County,
'-' . P say and year first written above.
BOARD OF COUNTY •IJ ki IONERS
ti--- "4 IN MADOK, Clerk OF M N:lin AOU TY, F D
fghro.,comd, / / Plaqu/
BY: 't /.� By:As Deputy Clerk Mayor/Chairman
MONROE COUNTY SHERIFF'S OFFICE
it NROE COUNTY ATTORNEY
AROY/r
FORM ,
PED•OJ. .
ASS{ •• "•UNTY ATTORNEY
Date 10/19/21 By:
= I Title: < 9,-- Ct__NT
j.--
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OD MONROE COUNTY SHERIFF'S OFFICE
, I APP O FORM:
u.1 ,
A CK J. McCULLA i
GENERAL C . 9SEL
DATE: - I J
Monroe County Sheriffs Office—MOU UASI FY 2020
Page 3 of 3
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
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WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program
2020,and
WHEREAS, as the USDHS requires that the urban areas selected for funding take a regional
metropolitan area approach,to the development and implementation of the UASI Grant Program 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 cammi ssion,b Resolution Nc R-21-01420 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).
13, This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring
Agency.
It.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,
III, DEFINITIONS
A. Critical Infrastructure. Any system or asset that if attacked would result In catastrophic loss of life and/or
catastrophic economic loss management of resources (including systems for classifying types of
resources); qualifications and cerdfication« 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,
G, 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, 2001 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,
D, National Incident Management System (NIMS): This system will provide a consistent nationwide
approach for federal,state, and local governments to work effectively and efficiently together to prepare
for, respond to, and recover from domestic incidents, regardless of cause, size, or complexity. To
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provide for interoperability and compatibility among Federal,State,and focal capabilities,the NI MS 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
PE Cs 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,
Br Coordinating with named counties and cities,with the respective State Administrative Agency,and with
the FDEM and USDHS.
C. Conducting a comprehensive Urban Area Assessment,which will In turn guide the development of an
Urban Area Stakeholder Preparedness Review.
D. Ensuring the participation of the following critical players in the assessment and strategy development
process: law enforcement, emergency medical services, emergency management, the fire service,
hazardous materials, public works, governmental administrative, public safety Communications,
healthcare and public health.
E, Developing a comprehensive Urban Area Stakeholder Preparedness Review and submit to the SAA
POC.
F. Complying with the requirements or statutory objectives of federal law as stipulated in"Exhibit#V,
G. Ensuring satisfactory progress toward the goals or objectives stipulated in"Exhibit#1".
H. Following grant agreement requirements and/or special conditions as stipulated in"Exhibit#1".
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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"Exhibit4l".
C, Submitting quarterly reports to the City of Miarni 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#V,
E. Participating as a member of the Urban Area Working Group to include coordinating with and assisting
the City of Miami in conducting a comprehensive Urban Area Assessment, which in turn will guide
development of an Urban Area Stakeholder Preparedness Review.
K Ensuring the participation of the following critical players in the assessment and Stakeholder
Preparedness Review development process: law enforcement, emergency medical services,
emergency management, the fire service, hazardous materials, public works, governmental
administrative, public safety communications, healthcare and public health.
G. Assisting the sponsoring agency in development of a comprehensive Urban Area assessment and
Stakeholder Preparedness Review,
H. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit#1
1, Ensuring satisfactory progress toward the goals or objectives as stipulated in 'Exhibit#1',
J, Submitting required reports as prescribed by the Sponsoring Agency as stipulated in"Exhibit#V.
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
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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'lor equipment to the Participating Agency,
M. All equipment obtained from the UAS] Grant Program 2020, 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 $750,000 or more of Federal funds
during their fiscal year are required to submit an organization-wide financial and compliance audit
report. The audit must be performed in accordance with the U,S. General Accounting Office
Government Auditing Standards and 2 CFR 2000
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 I".
D Submit progress reports to describe progress to date in implementing the grant and its Impact on
homeland security In the state,
E. All financial commitments herein are made subject to the availability of funds and the continued mutual
agreements of the parties as identified in'Exhibit 2",
Vill. CONDITIONS, AMENDMENTS,AND TERMINATION
X 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,
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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
Counteroarts: Electronig_2&ag!gM, 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 ernail 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:
Di
BY:
Todd B, Hannon Arthur Norie�
City Clerk City Manager
APPROVED AS TO FORM AND APPROVED AS TO INSURANCE
CORRECTNESS: REQUIREMENTS:
BY: BY:
Victoria Mendez ........ Ann-Marie Sharpe, Director
City Attorney TMF Department of Risk Management
MID 21-1518
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PARTICIPATING AGENCY
"(suIo-recipient)"
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,ATT S ,;.KEVIN MA OK, CLERK BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
k
f Sr...
y -r
Lr BY:
Name: Pamela S. I-IanCOC<
NAME: Michelle Coldiron
Title: as Deputy Clerk
TITLE: Mgyor - -
FID#: 39-6000749
DUNS: 073876757
APPROVED AS TO FORM AND
CORRECTNESS:
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Contract Number- R0232
FEDERALLY FUNDED SUHAWARD AND GRANT AGREEMENT
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 en4rty 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 a indirectly from a pass through entity,"
As defined by 2 C.F.R.§200.92, "subaward"means"art award provided by a pass through entity to a Sub-
Recipient for the Sub-Recipient to car y 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: Cott' of Miami Fire Rescue _
Sub-Recipient's unique entity identifier- 072220791
Federal Award Identification Number(FAGN); EVIVI-2020-SS-00025-SO'f
Federal Award Date: 91112020 - 0813112023
Subaward Period of Performance Start and End Date: DOE ® 12l3112022
Amount of Federal Funds Obligated by this Agreement: 514 O YZ„5G0 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 Afttci[es,
Name of Federal awarding agency: Dept of Homeland Securitj
Name of pass-through entity: FL Division of Emergency lylctmt., "
Contact information for the pass-through entity: 2555 Shurnard Oak Bouievard
Tal4ahassee,Honda 32399
Catalog of Federal Domestic Assistance(CDFA Number and blame 97.067-Homeland Security
Grant PLg2ranl
Whether the award,s R&D: NG INLAa
Indirect cost rate for the Federal awards 34 5Qok
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THIS AGREEMENT ENT is entered into by the State of Florida, Division of Emergency Management, l
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with headquarters in Tallahassee Florida (hereinafter referred to as the"Division"),and City of Miami
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Fire Rescue,(hereinafter referred to as the`"Sub-Recipient").
For the purposes of this Agreement,the Division serves as the pass-through entity for a Federal
ward, and the Sub-Recipient serves as the recipient of a subaward.
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THIS AGREEPs ENT 1S ENTERED INTO 13ASED CAN THE FOLLOWING REPRESENTATIONS:
A. The Sub-Recipient represents that it is Fully qualified and eligible to receive these grant funds
to provide the services identified herein;
B, The State of Florida received these grant funds from the Federal government,and the
Division has the authority to suagrent these funds to the Sub-Reelpient upon the terms and conditions
outlined bellow;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:
(f) AP_P_LICATIQ1N IMF STA E LYkVV_TO THIS AGREEMENT
2 C.F.R. §200,302 provides: "Each state must expend and account for the Federal award
in accordance with state laws and procedures for expending and accounting for the state's own funds,"
Therefore, section 21 .971, Florida Statutes, entitled"Agreements funded with federal or state
assistance", applies to this Agreement.
(2) LAWS RILE&RE-GULATIONS.r AIL POLIcI S
a,. The Sub-recipient's performance under this Agreement is subject to 2 C,F'.R.Part
200,entitled"Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards."
b, As required by Section 215.971(t), Florida Statutes, this Agreement includes:
i, A provision specifying a scope of work that clearly establishes the tasks that
the Sulu-Recipient is required to perform.
ii. A provision dividing the agreement into quantifiable units of deliverables that
must be received and accepted in writing by the Division before payment. Each deliverable must be
directly related to the scope of work and specify the required minimum�s level of service to be performed
and the criteria for evaluating the successful completion of each deliverable.
ill. A provision specifying the Financial consequences that apply if the Sub-
Recipient fails to perform the minimum level of service required by the agreement.
iv, A provision specifying that the Sub-Recipient may expend funds only for
allowable costs resulting from obligations incurred during the specified agreement period.
V. A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division.
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A. 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-Reoipient and the Division shall be governed by
eft applicable State and Federal laws,rufes 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, cute, or regulation applies.
(3) _QgNTACT
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:
L Monitor and document Sub-Recipient performance, and,
ji. Review and document all dellverables for which the$Ub-Recip ient requests
payment.
b, The Division's Grant Manager for this Agreement is:
KL�y K.Cab
2555 Shumard Oak Boulevard
Talfghassee, Florida 32399
Tej[ephone, (8Qjjj§-4'348
Email Kazzv.CabeiiCcDem.mvflorida.come
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c. The name and address of the Representative of the Sub-Recipient responsible for
the administration of this Agreement Is:
Chief Robe,Hevia
444 SW 2nd Avenue,1 OUi Fl
Miami,FL 33130
Telephone: 3015-136S-5402
Fax; 305,-569-4070
Email-, Rob.HevJR@m1ani1aov,com
d. In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the narne,title and address of the new representative will be
provided to the other party.
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(4) .TFRMS_AND C NI:}ITiQN8
This Agreement contains all the terms and conditions agreed upon by the parties. l
This Agreement may be executed in any number of counterparts,any one of which may
be taken as an original
(6) MODIFICATION
ATION
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 1
the original of this Agreement,
The Sub-Recipient shall perform the work in accordance with the Budget and Scope of
Work,Attachments A and B of this Agreement,
(8) EERQQOFAGREE NT.
This Agreement shall begin on upon execution by the parties and will end December
1,2022 unless terminated earlier in accordance with the provisions of Paragraph(17)of this Agreement.
Consistent with the definition of"period of performance"contaissed in 2 ,F.R, 5200.77,the term'period
of agreement"refers to the time during wbich the Sub-Recipient"may incur new obis atlans to carry out
the work authorized under' this Agreement, In accordance with 2 C.F.R. 200.309,the Sub-Recipient
may receive reimbursement under this Agreement only for"allowable costs incurred during the period of
performance.' In accordance with sections 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) FUNDING
a. This is a east-reimbursementAgreernent, subject to the availability of funds.
b. The State of Florida's performancaa and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legisiature,and subject to any modification in
accordance with either Chapter 216, Florida Statutes,or the Florida Constitution.
c. The Division will reimburse the Sub-Redp"sent only for allowah(e 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, 8ttM..
d. As required by 2 C.F,R. 280,415(a),any request for payment under this Agreement
roust include a certification, sip ned b an official who is authorized to legallybind the Sub-Recioient,
which reads as follows. "By s-igning 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, l am aware that airy
false;fictitious,or fraudulent information,or the omission of any material fact,may subject sae to criminal,
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rfi! �, ...::mg5.re#mk:�T�,3�as +�`,aa.:�,�§ay. ✓itF �nas..:w o-xme.ia;naa,.nn=�+!':3# t�`3_5!cw�.'�:�N`�- - �5*ra+...`nf.Y�6u�'eis,w�, .,sE�n,..r.��o-.�r� .,w ,._.. :,..,».ua"..wmx..,vrr.«uw.cn,.s..-.aa,:
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civil or administrative penalties for fraud,false:statements,false cla€ms or otherwise. (U S.Code Title 18,
Section 1001 and Title 31, Sections 3729-9730 and 3381-3812)."
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e. The Division will review any request for reimbursement by comparing the
documentation provided by the Sub-Recipient against a performance measurer outlined in Attachment i , I
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that clearly delineates:
1. The required minimum acceptable level of service to be performed; and,
il, The criteria for evaluating the successful completion of each deliverable.
f, The performance measure required by section 215.971(1)(b), Florida Statutes,
remains consistent with the requirement for a"performance goal",which is defined in 2 C.F.R.§200.76 as
"a target level of performance expressed as a tangible measurable objective;against which actual '
achievement can be compared," It also remains consistent wkth the requirement,contained in 2 C.F.I .
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. 200.43€0("Compensations--personal
services")and 2 C,F,R, 203. 31 ("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 works, or other similar cause(see 29 U&C.
207(e)(2)),then the Division will treat the expense as a fringe benefit.. 2 CY.R 200,431 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 reasona ie 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 cast of fringe benefits in
the form of regular compensation pain to employees during periods of authorized absences from the job,
such as for annual leave,farnily-mlated 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 prov"ded under established written leave policies;
ii, The costs are equitably allocated to all related activities, incIliding Federal
awards-,and,
5L The accounting basis(cash or accrual)selected for costing each type of
leave is consistently followed by the iron-Federal entity or speoified 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 anounts stated in section 112,0 1(6)(b),
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+AM. t'+:r..s..,...$a51AY�1" £5 '�P.i Kb. .. �xFvk`+3n�3+�1&42+'.'tiak i.!deice 4�4PFx tRve Ar-sw .. .+:,+•s:a-e ,,a=avcnavnki�l�S;RY�� 'r,�.)n"#e'I#'#NLA�4SA�AR6d'-'#,t,'.bx.,+1'k iA'��k,ot�-�kXvrraz»'se:+4�i r.r .•n•,,�„,.-„K., ...-.�»,: ,.,.:-v,,.,.,, ..nw,�hCd5h.:R3A4�$4'S$5"WE*'..'+i�9i
Florida Statutes $6 for breakfast, `&11 for lunch and 19 for dinner then the Sub-1 eci ient must provide
� ) p r
docurmentatin that:
i. The casts 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,
li, participation of the individual in the travel is necessary to the Federal award.
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i. The Division's grant manager,as required by section 21 71(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 identffy any funds paid in excess of the
expenditures Incurred by the Sub-Recipient.
As defined by 2 C1,R. 20M3,the tear,"improper payment"means or includes:
L 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 documental on prevents a reviewer from
discerning whether a payment was proper.
k. Any advance payment Linder this Agreement is subject to section 216.1$1(16),
Florida Statutes.The amount of advanced funds may not exceed the expected cash needs of Sub-
recipient within the first(gg)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 Attachrmnt E,Justification of Advance Poyrment'.Attachment E must specify
the amount of advance:disbursement requested and provide an explanation of the necessity for and
proposed use of the funds,.
(16)RECO D
a. As required by 2 ,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 docurnents,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 o
interview and discussion related to such documents. Finally,,the right of access is not limited to the
required retention period but fasts as long as the records are retained.
b. As required by 2 C,RR, §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.
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The right of access also includes timely and reasonable access to the Sub-recipient's personnel for the i
purpose of interview and discussion related to such documents. �
c. As required by Florida Depadment of tate's record retention requirements(Chapter �
119, Florlda Statutes)and by 2 C,F,R. 20 ,333,the Sub-Recipient shall retain sufficient records to show
its compliance with the tennis of this Agreement,as well as the compliance of all subcontractors or
consultants paid from funds under this.Agreement,for a period of fine(5)years from the date of a
submission of the final expenditure report. The following are the only exceptions to the five t5)year
requirement:
i. If any litigation,claim, or audit is startod before the expiration of the 5-year
period,then the records must be retained until all litigation, claims, or audit findings involving the records
have been resolved and -trial action taken.
i, 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
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costs,or pass-through entity to extend the retention period.
iii, Records for real property and equipment acquired with Federal funds roust
be retained for 5 years after final disposition.
iv. When regards are transferred to or maintained by the Federal awarding
agency or pass-through entity, the 5-year retention requirement Is not applicable to theSub-Recipient,
V. Records for program income transactions after the period of performance. In
sorne 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 incorne starts
fnonr the end of the non-federal entity's fiscal year in which the program income is earned.
vs, Indirect cost rate proposals and cost allocations plans. This paragraph
applies to the following types of documents and their supporting records: indirect cost rate computat ons
or proposa4s, cast allocation plans,and any>sirmlat accounting computations of the rate at which a
particular group of costs Is chargeable(such as computer usage chargeback rates or oomposke 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 frorn the Division or the Sub-Recipient when it determines that
the records possess tong-term retention value,
e. In accordance with 2 C,F= R. 00.335,the Division must a[waFys 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,
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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 tree,
basic requirements,(a)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 gust 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 arnbit 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 Lava applies to board of directors for
that volunteer fare department, Thus,to the extent that the Government in the Sunshine Law applies to
the Sub-recipient based upon the funds provided sander this Agreement,the meetings of the Sub-
Recipient's governing board or the meetings of any subcommittee making recommendations to the
governing board mays be sutaject 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,avaliable 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 Meting 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)its conjunction with official business which are used to
perpetuate,corvtmunlcate,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 arribit 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 Lava
L The Stab-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 forma Sufficient to determine compliance with the requirements
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and objectives of the Budget and Scope of Work Attachment A and B-and all other applicable laws and
regulations.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE E ;
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO TGIF
CONTRACTOR'S DUTY"TO PROVIDE PUBLIC RECORDS RELATING T
THIS CONTACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS 3
AT (85€ ) 15-41 Reco,rds@em.myfloricta.com, or 2555 Shum,ard Oak
Boulevard, Tallahassee, FL 32399.
a, T he Sub-Recipient shall comply with the audit requirements contained in 2 G.F,R.
Dart 200, Subpart F.
b. In accounting for the receipt and expenditure of funds ender this Agreement,the
Sub-Recipient shall follow Generally Accepted Accounting Principles("GAAR"). As defined by 2 C,F.l .
200,49, GAAP"has the meaning specifled in accounting standards Issued by the Government
Accounting Standards Board(GASB)and the Financial Accounting Standards Board(PASS),"
c. When conducting an audit of the Sub-recipient's performance under this Agreement,
the Division shall use Generally Accepted Government Auditing Standards("GAGAS"). As defined by 2
C.F.R. 200.50,GALAS, "also known as the`fellow Book,means generally accepted government
auditing standards Issued by the Comptroller General of the United States,which are applicable:o
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 2 E 5.97(2)(i), Florida Statutes,as"an independent certified public accountant licensed
under chapter 47 ,'° 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 moriths 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
em.myflorida.cam
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 2 99-2100
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rg, The Sub-Recipient shall send the Single Audit reporting package and FormSF-SAG
to the Federal Audit Clearinghouse by submission online at:
Lg ,}lharvester.censtrs goy"farCcollectlddeindex.htrni
h. The Sub-Recipient shall sere-#any management lever issued by the auditor to the j
Division at the following address:
DEMSiiigleAudit@em,myflorida.com
OR
Office of the Inspector General
2555 Shurnard Oak Boulevard
Tallahassee,Florida 32399-210
(12)REPORTS
a, Consistent with 2 C,F,R. 200.328,the Sub-recipient shall provide the Division with
quarterly reports and a close-out report. These reports shall include the current stags and progress by
the ub-Rec pierrl and all subcontractors in compiet ng the work described in the Scope of Mark and the
expenditure of funds under this Agreement, in addition to any rather information requested by the Division.
b. QLmrterly reports are due to the Division no later than 30 days after the end of each
quarter of the pro rare year and shall be sent each,quarter until submission of the close-out report. The
ending dates fcr 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 activitles 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,than 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 accordarce with the Budget and Scope of Work(
e. The Sub-Recipient shall provide additional program updates or information that may
be required by the Divislom
f. The Sub-Recipient shall provide additional reports and information identified in
Attachment B.
(13)M0NtT 11NG..
a, Tire 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
erasure that time schedules are being met the Schedule of Deliverables and;cope of Work are being
accomplished within the specified time periods,and other performance goals are being achieved.
review shall be done foa each function or activity in Attachment B to this Agreement and reported in the
quarterly report.
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b in addition to reviews of audits, monitoring procedures rna iy include,but not be hailted'
to, tin-site visits by division staff, limited scope audits,and/or other procedures. The Sub-recipient
agrees to comply and cooperate with any monitoring proceduresfprocesses deerned appropriate by the
Division. in the event that the division determines that a limited scope audit of the Sub-Reciplent is
appropriate,the Sub-recipient agrees to comply with any additional instructions provided by the Division i
to the Sub-recipient regarding such audit. The Sub-reclpient 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
a. Unless Sub-recipient is a State agency or subdivision, as defined in section
768.28(2), Florida Statutes,the dub-recipient is solely responsible to parties it deals with in carrying out
the terms of this Agreement-, as authorised by section 768.28(1 g), Florida Statutes,Sub—recipient shall
hold the division harmless against all claims of whatever nature by third parties arlsii ag from the work
performance tinder this Agreement. For purposes of this Agreement, Sub-Recipient agrees that it is not
an employee or anent of the Division but is an independent contractor,
b. As required by section 768.28(1 ), Florida Statutes, any Sub-Recipient which is a
state agency or subdivision, as defined in section 78. 8( ), Florida Statutes,agrees to be fully
responsible for its negligent or tortious acts or omissions which result in clairns or suits against the
Division, and agrees to be liable for any damages proximately caused by the acts or iornissions to the
extent set forth in Section 768, 8, Florida Statutes, Nothing herein is Intended to serve as a waiver of
sovereign immunity by any Sub-recipient to which sovereign immunity appliesNothing herein shall be
construed as consent by a state agency or subdivision of the State of Florida to be stied by third parties in
any matter arising out of any contract.
{15)DEFAU T
If any of the fo€lowing events occur("Events of default"), all obligations on the part of the
Division to mare further payment of funds shall terminate and the Division has the option to exercise any
of its rennedias 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 Slab-Recipient in U '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 tlmeiy fashion, or is unable or unwilling to
meet its obligations tinder this Agreernent
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b, Material adverse changes occur in the financial con&ion of the Sub-Recipient at any
tirne during the term of this Agreement,and the Sub-Recipient falls 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 Stib-Recipient has failed to perforrn and complete on time any of its obligations
under this Agreement.
If an Event of Default occurs,then the Division shall,after thirty calendar days written
notice to the Sub-Recipient and upon the Sub-Recipient's failure to cure within those thirty days, exercise
any one or more of thc-following remedies,either concurrently or consecutively:
a. Terminate this Agreement,provided that file Sub-Recipient is given at least thirty
days prior writter,notice of the termination. The notice shaft 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 pail of a request for payment;
d. Require that the Sub-Recipient refund to the DlvWon any morales used for ineligible
purposes under the laws, rules and regulations governing the use of these Binds.
e. Exercise any corrective or remedial actions, to include but not be limited to:
1. Request additional information from the Sub-Recipient to determine the
reasons for or the extent of non-compliance or lack of performance,
fl. Issue a written warning to advise that morn serious measures may be taken
if the situation is not corrected,
ill. Advise the SO-Recipient to suspend,6scontlmle 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;
C 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 a lnistirativePy closest, the Division may decide to impose remedies for noncompliance per 2 C.R.R.
§200,338,consider this information in rev'sewing 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
g, Exercise any other rights orrenledies 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 ecluty, If the Division waives any right of,remedy in thls 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 sarne right or remedy by the Division for ally
other default by the Sub-Recfpjent.
(17)!E-R-MINATL QN
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 confirMing 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 arnendment of this Agreement. The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement,
d, In the event that this Agreement is terminated,the Sub-Recipient will not Incur new
obligations for the terminated portion of the Agreement after the Sub-Recipient has received the
notification of termination. The Sub-Recipient will cancel as many outstanding obligations as possible.
Costs incurred after receipt of the termination notice will be disallowed. The Sub-Recipient shall not be
relieved of liability to the Division because of any breach of Agreement by the Sub-Recipient The
Division may, to the extent authorized by law, withhold payments to the Sub-Recipient for the purpose of
set-off until the exact amount of dam-ages d Lie the Division from the Sub-Recipient is determined.
(18).PROC�RFNIENT
a, The Sub-Recipient shall ensure that any procurement invokyIng funds authorized by
the Agreement complies with all applicable federal and state laws and regulations, to Include 2 CY 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 Sub-Recipient shall"maintain records
sufficient to detail the history of procurement. These records will include but are not necessarily limited to
the following: rationale for the method of procurement, selection of contract type,contractor selection or
rejection,and the basis for the contract price.'
c. As required by 2 C.F.R. §.200.318(b),the Sub-Recipient shall"maintain oversight to
ensure that contractors perform in accordance with the terms,conditions, and specifications of their
contracts or purchase orders." In order to demonstrate compliance with this requirement,the Sub-
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Recipient shall document, in its quarterly repoil to the Division,the progress of any and all subcontractors
performing work under this AgreernenL
d, Except for procurements by micro-purchases;pursuant to 2 C.F.R.§200,320(a)or
pf=iremerits 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.§§20U1 B through 200.326 as well as Appendix it to 2 CFR,
hart 200, Consistent with 2 C.F.R,§200.3,lS(k), the Division will not sl�bsfitute 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 taws, regi.flations, and agreement terms. If during its review the Division identifles
any deficiencies, then the Division shall communicate those deficiencies to the Sub-Recipent as quickly
as possible within the seven(7)business day window Outlined above, If the Sub-Recipient publishes a
competitive solicitation after receiving comments from the Division that the solicitation is deficient, then
the Division may:
I, Terminate this Agreement in accordance with the provisions outlined in
paragraph(17)above;and,
jl, Refuse to reimburse the Sub-Recipient for any costs associated with that
solicitation.
e. Except for procurements by uric ro-purchases pursuant to 2 C. §200.320(a)or
procurements by small purchase procedures pursuant to 2 C.F.R.§200MO(b),if the Sub-Reciplent
chooses to subcontract any of the work required under this Agreement, then the Sub-Recipient shall
forward to the Dlvlsion a copy oflany contemplated contract prior to contract execution. The Division shall
review the unexecuted contract and provide comments, if any,to the Sub-Reciplent,within seven(7)
business days. Consistent with 2 C,F.R 200,324,the Division will review the urmxecuted contract for
compliance with the procurement standards outlined in 2 C.F.R. §§200,3,18 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
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and agreement terms, if during its review the Division identifies any deficiencies,then the DfOsion shall j
h
communicate these 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: ;
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L "Germinate this Agreement in accordance with the provisions outlined in
paragraph(17)above,and,
iL Refuse to reimburse the Sub-Recipient for any costs associated with that
subcontract.
f. The Sub-Recipient agrees to include in the subcontract that(i)the subcontractor is
bound by the terms of this Agreement, (ii)the subcontractor is bound by ail applicable state and federal
laws and regulatbons, and (iii)the subcontractor shall hold the Division and Sub-Recipient harmless
against all clairns of whatever mature arising out of the subcontractor's performance of work under this
Agreement,to the extent allowed and required by law effected
g, As required byZ C,F,R. 00 318(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 by2 C.F.R. 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 teal or potential conflict of interest that may arise during the administration of the federal
award, as defined by fedeMi statutes or regulations, or their own existing policies,within five(5)days of
learning of the conflict of interest. "Conflict of interest'is considered as any s tuation 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 relafionship,with a recipient or subre6pient.
i. As required by 2 C.F,R. 240.319(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:
i. dace unreasonable requirements on f nr+s in order for them to qualify to do
business,
ii, Require unnecessary experience or excessive bonding;
N. Use noncornpetitive pricing practices between firms or between affiliated
iv. Execute noncompetitive contracts to consultants that are on retainer
V. Authorize,condone, or ignore organizational conflicts of interest;.
vi. Specify only a brand name product without allowing vendors to offer an
equivalent;.
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vii. Specify a brand name product instead of describing the performance, f
specifications,or rather relevant requirements that pertain to the commodity or service solicited by the 1
procurement,
vlii, Engage in any arbitrary action during the procurement process;or,
ix. Allow a vender to laid 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 '°[Flxcept in those cases where applicable Federal statutes expressly mandate or
encourage"otherwise,the Seib-Recipient, as required by 2 S.F.R.§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.Q.R. 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
(l.e.competitive proposals)in accordance with 2 S,F.R. 200.320(d)as well as section 287.957(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). Add+flonally,the Sub-Recipient shall
comply with the requirements of 2 GYF 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,1/44,n+ .fema,gov/procijr'ement-
disaster-assistance team, F ENIA 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 S.F,R,§§20U1'8 through 200.326
as well as Appendix l l to 2 S,F.R Part 290, FEMA provides the following hands-on resources for Sub-
Recipients of federal funding:
i. 2018 PDA`t"Procurement Compliance Checklist for Public Assistance Applicants
available at h..0ps Jlw�, Ferna,c�a rtmeclsa library-datal��89�3 sg l72�27
923 8d63eOOdl7639d5d 4r1e915184c9iPl~'AT ProcurementShecklist 1'1-2;1-2g'18.pdf
ii. 2019 P1 AT Contract Provisions Template available of https:llwvvvw ferny riovlrriedla-
library'-data/15899,59 119092.
923 8d 3eft d17539d8db4defl15184c9lPD T ContractProyisionsTemplate 9-30-19,pdf
(19)ATTASFiI>t ENTS AND EXHIBITS
a. All attachments to this Agreement are incorporated as if set out fully.
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b. In the event of any Inconsistencies or conflict between the language of this
Agreement and the attachments,the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
c. This Agreement has the following attachments'.
I. Exhibit 1 -Funding Sources
H, Attachment A—Program Budget
iii. Attachment B—Scope of Work
iv. Attachment C—Defiverables and Performance
V. Attachment D—Program Statutes and Regulations
A. Attachment E—Justification of Advance Payment
vii. Attachment F—Warranties and Representations
viii, Attachment G—Certif,ication 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
xli, Attachment K—EHP Guidelines
Xiii. Attachment L—Reimbursement Checklist
AV, Attachment M—Certification Regarding Lobbying
Xv. Attachment N—Reporting Forms
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 Oficer 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 shalt submit its closeout
report within thirty days of receiving notice from the Division
b, Invoices shall be submitted at least quarterly and shall include the supporting
documentatlon for all costs of the project or services. The final invoice stuff 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 CY.R 200.305 and, as
applicable,section 216.181(16), Florida Statutes.All requests for advance payments will be reviewed and
considered On a case by case basis.All advances are required to be held in an interest-bearing account.
If an advance payment is requested,the budget data on which the request is based, and a justification
statement shall be included in this Agreement as Attachment E. Attachment E will specify the amount of
advance payment needed and provide an explanation of the necessity for and proposed use of these
funds. No advance shaff be accepted for processing if a reimbursement has been paid prior to the
submittal of a request for advanced payment. After the initial advance,if any, payment shall be made on
a reimbursement basis as needed.
(21)_REPAYMQVVq
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 malted directly to the following
address:
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
b, In accordance with Section 215.34(2), Florida Statutes, If a check or other draft is
returned to the Division for collection, Sub-ReQipient 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)AJIANDATED CONDITIONS
m 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, All of said information, representations, and materials are incorporated
by reference. The inaccuracy of the submissions or any material changes shalt, at the option of the
Division and with thirty clays written notice to the Sub-Reciplent,cause the termination of this Agreement
and the release of the Division from all its obligations to the Sub-Reciplent.
b. This Agreement shall be construed under the laws of the State of Fiorida,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 Dlvision 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 seo.l,which prohibits discrimination by public and private
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services,and telecommunications.
e, Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or an 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
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construction or repair of a public building or public work, may not subr7€it bids oil leases of real property to
a public entity, may not be awarded or perform work as a contractor,supplier,subcontractor,or i
consultant gander a contract with a public entity, and may not transact business with any public entity in
excess of$25,000,00 for a period of 36 months from the date of being placed on the convicted vendor list
or can the discriminatory vendor list.
t AnySub-Recipient which is not a local government or state agency, and which
receives funds Linder this Agreement From the federal government, certifies,to the hest of its knowledge
and bellei,that it and its principals;
i
i, Are not presently debarred, suspended, proposed for debarment,declared
Ineligible,or voluntarily excluded from covered transactions by a federal department or agency;
ii. Have not,within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against there for fraud or a criminal offense in connection with obtaining,
attempting to obtain,or performing a public(federal,state or local)transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement,theft,forgery,
bribery,falsification or destruction of records, making false statements,or receiving stolen property:
iii: Are not presently indicted or otherwise criminally or civilly charged by a
governmental entity(federal, state or local)with commission of any offenses enumerated in paragraph
(22)f, J. 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 Serb-recipient is unable to certify to any of the stater rents in this certification,
then the Sub-recipient shall attach an explanation to this Agreernent.
h. In addition,the Su b-Recipient shall send to the Division(by email or by
facsimile transmission)the completed"Certification regarding Debarment,Suspension,
Ineligibility and Voluntary Exclusion" (Attachment )for each intended subcontractor which Sub-
Recipient plans to fund tinder this Ag reement, The form must be received by the Division before
the Sub-Recipient enters into a contract with any subcontractor,
i. The Division reserves the right to unilaterally cancel this Agreement if tide Sub-
Recipient refuses to allow public access to all documents, papers, lefters or other material subject to the
provisions of Chapter 1,19, 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
Agreernent, 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-funned contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 tJ.S,C. Section 1324 (e)[Section 274A(e)of the immigration and Nationality Act
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('INA")J, The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e)of the INA. Such violation by the Sub-Recipient of the employment provisions
contained in Section 274A(e)of the ILIA shall be grounds for unilateral cancellation of this Agreement by
the Division.
1. Section 287,05805, Florida Statutes,requires that any state funds provided for the
purchase of or improvements to real property are contingent upon the contractor or political subdivision
granting to the state a security interest in the property at least to the amount of state funds provided for at
least 5 years from the date of purchase or the completion of the improvements or as further required by
law,
m. 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 !ran 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)L26ELYING PROHIBITION
a. 2 C,F,R. §200A50 prohibits reimbursement for costs associated with certain lobbying
activities.
b, Section 216.347, Florida Statutes,prohibits"any disbursement of grants and aids
appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant
or contract prohibit the expenditure of funds far 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 may be
used directly or indirectly to influence legislation or any other official action by the Florida LegIslature or
any state agency,
d. The Sub-Reciplent certifies, by its signature to this Agreement,that to the best of his
or her knowledge and belief;
L No Federal appropriated funds have been paid or wilt be paid, by or on
behalf of the Sub-Reclplent,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, arnendmerrt or modification of any Federal contract,grant, loan or
cooperative agreement,
il. 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
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connection with this Federal contract, grant,loan or cooperative agreement,the Sub-Recipient shall
complete and submit Standard Form-LLL,"Disclosure of Lobbying ActivltleSL"
it i. The Sub-Recipient shall require that this oartificatlon be included in the
award documents for all subawards (including subcontracts,subgrants, and contracts under grants,
loans,and cooperative agreements)and that all Sub-Recipients shall certify and disclose,
iv. This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352,Title 31,U.S, Code, Any person
who falls to file the required certification shall be subject to a civil penalty of not less than$10,000 and not
more than 100,000 for each such facture,
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, PATENTALNID TRADIEMARK
EXCEPT AS PROVIDED BELOW,ANY AND ALL PATENT RIGHTS ACCRUING
UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY
RESERVED TO THE STATE OF FLORIDA;AND, ANY AND ALL COPYRIGHTS ACCRUING UNDER
OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY
TRANSFERRED BY THE SUB-RECIPIENT TO THE STATE OF FLORIDA.
a, If the Sub-Recipient has a pre-existing patent or copyright,the Sub-recipientshali
retain all rights and entitlements to that pre-existing patent or copyright unless the,Agreement provides
otherwise.
b� If any discovery or invention is developed in the course of or as a result of work of
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 deteri-nination 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 copyrightabie
material are produced,the Sub-Recipient shaft 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 preex�stirtg intellectual property which is disclosed, Failure to disclose will indicate that no such
property exists. The Division shalt 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-
21
Recipient shelf 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 shalt retain a perpetual, irrevocable,Uly-
paid, nonexclusive license,for its use and the use of its contractors of any resulting patented,copyrighted
or trademarked work products,developed solely by the Sub-Recipient,under this Agreement, for Florida
government purposes.
(25)1EQ6LAU1HQB1Z6IM
The Sub-Recipient certifies that it has the legal authority to receive the funds Linder 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)EDU
AL OPPORTUNI Y EMPLOYMENT
a. In acccr-dance 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:
Curing 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 shalt include, but not be limited to the following:
Employment, upgrading, demotion,or transfer,,recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of
compensation;and selection for training, including apprenticeship. The
contractor agrees to post in conspicuous places, available to employees
and applicants for employment, notices to be provided setting forth the
provisions of this nondiscrimination clause,
it. The contractor will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor,state that all
quaflfied applicants will receive considerations for employment without
regard to race,color,religion, sex, sexual orientation,gender identity, or
national origin.
iiii 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
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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 ether employees or
applicants to individuals who do not otherwise have access to such
information, unless such disclosure Is in response to a formal complaint
or charge,in furtherance of an investigation,proceeding, hearing,or
action including an investigation conducted by the employer, or is
consistent with the contractor's legal diet 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 past 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
11245 of September 24, 1965,and of the riles,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,`;g55, and by rules,
regulat,ons,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.
vil, in the event of the contractor's noncompliance with the
nondiscrimination clauses of this contract or with any of the said rules,.
regulations,or orders,this contract may be canceled,terminated, or
suspended in whole or in part and the contractor may be declared
ineligible for further Government contracts or federally assisted
construction contracts in accordance with procedures authorized in
Executive Order 11246 of September 24, 1965, and such other sanctions
may be imposed and remedies invoked as provided In Executive birder
11245 of September 24, 1965,or by rule,regulation, or order of the
Secretary of Labor, or as otherwise provided by laws
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 ad-ninistering 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.
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b, The Sub-Reciplen t further agrees that it will the hound by the above equal opportunity
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clause with respect to its own employment practices when it participates in federally assisted construction �
work: Pro vidod, that if the applicant so participating is a Mate or local government;the above equal 1
opportunity clause is not applicable to any agency, instrumentality or subdivision of such government �
which does not participate in work on or under the contract.
c. The Sub-recipient agrees that it will assist and cooperate actively with the ¢
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administering agency and the Secretary of labor In obtaining the compliance of contractors and
subcontractors with the equal opportunity clause and the rules,regulations, and relevant orders of the
Secretary of Labor,that it will furnish the administering agency and the Secretary of Labor such
Information as they may regUi e for the supervision of such compinance, and that It will otherwise assist
the administering agency In the discharge of the agency's primary responsibility for securing compliance.
l
d. The Sub-recipient further agrees that it vwrll refrain from entering into any contractor
contract mod°V tcation subject to Executive Order 1124 of September 24, 1965,with a contractor
debarred from,orwho 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 Dart Il,Subpart l9 of the Executive order. In
addition,the Sub-Recipient agrees that if it fails or refuses to comply with these undertakings,the
administering agency may take any or all of the following actions: cancel,terminate,or suspend in whole
or in part this grant(contract, loan, insurance, guarantee); refrain from extending any further assistance is
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)COPELAND ANTI-KICKSACK ACT
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 US.C, 874,
49 U&C,§3145, and the requirements of 29 C.F.R. pt.3 as may b
applicable, which are incorporated by reference into this contract.
IL Subcontracts. The contractor or subcontractor shall insert in any
subcontracts the clause above and such other clauses as the FE A may
by appropriate instructions require,and also a clause requiring the
subcontractors to include these clauses in any lower tier subcontracts.
The prune contractor shall be responsible for the compliance by any
subcontractor or lower tier subcontractor with all of these contract
clauses,
iii, Breach. A breach of the contract clauses above may be grounds
for termination of the contract,and for debarment as a contractor and
subcontractor as provided in 29 C.F,R. §6,12,
24
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(2$)C0NTRACT WORK HOURS AI' Y TArNDARDS
If the Sub-Recipient,with the fc;nds allthOrized by this Agreement, enters into a contract �
that exceeds$100,O00 and involves the employment of mechanics or laborers,then any such contract i
f
must include a provision for compliance with 40 UI S,C, 3702 and 3704,as supplemented by Department
of Labor regulations (29 CFR Part 5), Under 40 t/.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 warp 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 tl.S,C. 3704 are applicable to construction work and provide
that no laborer or mechanic must be required to work in surroundings or under working conditions which
are unsanitary,hazardous or dangerous. These requirements do not apply to the purchases of supplies
or materials or articles ordinarily available on the open market,or contracts for transportation,
(29&LFAN A1R ACC`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 fallowing provision:
Contractor agrees to comply with all applicable standards,orders or
regulations Issued pursuant to the Clean Air Act(42 U.S.C,7401-7671q)
and the Federal Water Pollution Control Act as amended (33 U.S.C.
1281-1387)and tnrl'l report violations to F MA and the Regional Office of
the r'nvsronmental Protection Agency(EPA),
(30)Sl/ P I SLON AND DEBARMENT
If the Sub-Recipient,with the funds authorized by this Agreement, enters into a contract,
then any such contract,,lust include the following provisions:
, This contract is a covered transaction for purposes of 2 C.F,R,
pt. 180 and 2 C.F. , pt. 3000, As such the contractor is required to
verify that none of the contractor, its principals(defined at 2 C.F. ,
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 CY, ,
180.935),
li, The contractor must comply with 2 C.F"R, pt. 180, subpart and
2 C, .R, pt, 3000,subpart.C and mint include a requirement to comply
with these regulations in any lower tier covered transaction It enters into,
iii. This certification Is a material representation of fact relied upon
by the Division, if it is later determined that the contractor did not comply
with 2 C,F,R~ pt, 180,subpart C and 2 C F.R,pt. 3000, subpar C,in
addition to remedies avallable to the Division,the Federal Government
may purstie available remedies, Including but not limiter{to suspension
and/or debarment,
iv. The bidder or proposer agrees to comply with the requirements
of 2 C.F,R. pt. 180,subpart C and 2 C.F.R. t, 3000,subpart C while this
coffer 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
[31)9YR.QANTI-_LQGl3YlNG AMENILM—ENT
If the Sub-Recipient,with the funds authorized by this Agreement, enters Into a contract,
then any such contract must include the following clause:
Byrd Anti-Lobbying Amendment, 31 U,S.C. § 1352(as amended).
Contractors who apply or bid for an award of$100,000 or more shall file
the required certification, Each tier certifies to the tier above that it will
not and has not used Federal appropriated funds to pay any person or,
organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress,officer or employee of
Congress,or an employee of a member of Congress in connection with
obtaining any Federal contract,grant,or any other award covered by 31
J.S.C. § 1351 Each tier shall also disclose any lobbying with non-
Federal funds that takes place in connection with obtaining any Federal
award, Such disclosures are forwarded from tier to tier up to the
recipient.
If the Sub-Recipent enters into a contract with a subcontractor for an alivard of$100,000
or more,the subcontractor shall sign Attachment M—Certification Regarding Lobbying.
(32)CONTRACTING WITH SMALL AND MINORITY BUSINESSE&WOMEN'S SUSINES
ENTERPRISES,AND LABOR SURPLUS ARE FIRMS
a, If the Sub-Recipient,with the funds authorized by this Agreement,seeks to procure
goods or services, then, in accordance with 2 C.F.R.§200,32-1,the Sub-Recipient shall'Lake the following
affirmative steps to assure that minority businesses, women's btmIness enterprises, and labor surplus
area firms are Used whenever-pgs_siblg-.
L Placing qualified small and minority businesses and wornen's business
enterprises on solicitation lists;
ii. Assuring that small and minority businesses,and women's business
enterprises are solicited whenever they are potential sources;
iii. Dividing total requirements,when_economical)y feasible, into smaller tasks or
quantities to permit rnaX[MUM participation by small and minority businesses,and women's business
enterprises;
IV. Establishing delivery schedules,where the rerariirernent perrnits,which
encourage participation by small and minority businesses, and women's business enterprises;
V. Using the services and assistance,ps appro riafe,of such organizations as
the Small Business Administration and the Minority Business Development Agency of the Department of
Corrimerce;and
vi. Requiring the prime contractor, 17 subcontracts are to be let,to take the
affirmative steps listed in paragraphs I.through v. of this subparagraph.
b. The requirernentouttined in subparagraph a. above, sometimes referred to as
socioeconomic contracting,'does not impose an obligation to set aside either the solicitation or award of
a contract to these types of firms. Rather,the requirement only imposes an obligation to carry out and
document the six affirmative steps identified above,
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 requireimrits,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").
31 6SSU 1ANGES
The Sub-Recipient shall comply with any Statement of Assurances incorporated as
Attachment K
IN WITNESS WHEREOF, the parties hereto have executed this Agreement,
5UP-RECIPIENT:,4Y OF M IAMI FIRE RESCUE
By:_
Dame and'Title, A thirNod ga,pityManager
Date:
FID# SM000375
........ ......
if sJgning eloctronlcajfys ByprovJdJng this elpdronicstgnature,J am attesting!/W f understand that electron1c;signatures are
legally binding and have the same meaning as handmitton signatwo3,I am also confirming thaw internal controls havo been
maintained,aeid that pollcles andprocadures ware properly fellowedto ansure the authontiollyolthe slectranic signature.
This statement Is to certify that I cr,Winn that this electmnic stgnature 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
By:
Name and Title:JaLed,Moskowl tz,_Qirector
Date:
27
0
F
l �
THE CITY OF MIAMI,a municipal
Corporation of the State of Florida
ATTEST.
�r
Todd B. Hannon— Arthur No iega
City Clerk City Manager
APPROVED AS TO FORM ACT APPROVED AS TO INSURANCE
CORRECTNESS REQUIREMENTS
By By
Victoria Mendez Ann-Marie Sharpe, Director
City Attorney Department of Risk Management
this signature is for subaward R0232
i
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 facsirniie, PDF or other entail 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.
i
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EXHIBIT—1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB-RECIPIENT UNDER THIS
AGREEMENT. tt
Federal Program:_U rkan Area,Se- siurltv 1111flatliveJUMI)
Federal Agency:93—Q2pgqmen_tq1.H2 d F nergengy.—Ma=arent
Catalog of Federal Domestic Assistance title andnumber:97.0�61
Award amaunt, VJJOJZ500 00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT.
Federal Program. Urban Area Lagar.LJty-Jnit12-JiveJUASD
List applicable comptionce requirements as follows:
1. Sub-,Recfp[ent is,6o use funding to perfoim eligible ictJOiles as tdentifl6d FY 2020 Department of t-iornefand
Security Notice of Funding Opportunky,
2. Sufi Racipicn is subject to all administrative and financlai requirements as set forth In this Agreoment or will
not be In compliance with the tormg of the Agreement.
3. Sub-Raciplent mL*t cariply with 5peclfic laws,mles,or regulations that perldn,to-how the awarded
resources must be used or how, etigbillty determlnatons are to be made,
NOT�,2 G.F.R. Part 200,and Sectlon Florida Statutes,requim that the information about Federal
Programs and State Projects Included In Exhibil I be pr.-vided to the Sub-Reclpleft
28
I
ATTACHMENT
Program Budget
� I
Below is a general budget which outlines eligible categories and their allocation Linder this award. The
Sub-Recipient is to utilize the"Program Budget" as a guide for completing the""Budget befall Worksheet"
below.
9
The Equipment category will require Authorized Equiprnent List(AEL)reference number, The Authorized
Equipment List(AEL) Is a list of approved equipment types allowed under FEIVIA'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,
tertiary categories, and then individual equipment items. The AEL can be found at 9
htt :!�, v,fera r�ravlatr�hor�� �� c�u,%p��ent�l, t,
At the discretion of theSub-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 eachSub-reciplent's total award may be expended on Management and
Administration casts.
The transfer of fonds between the categories listed In the'Program Budget and Scope of Work"is permitted.
However,the transfer offtmds between Issues Is striotlyprohibited.
1 Award Allocation_,Issue 45 $14,750,000,00
FY 2020-Mate HorrI tale Management�Adtnlnistration �
City of Mlaml Fire Rescue $.37,500,0
Security Grant Program- Y withheld 50
Urban Area Security ittltiative {
Issue#45 ExpendaNe Award Allocation after 5% 14,01 ,54+ GO
l reduction I
LETP-Type Activities( 5%of award §
ailaoatiort} l`hl atrount is not In
addition to the remaining award ,587,600.0
amount but Instead signifies the
amount needed to meet the 1%
r gl1frertient.
Management and Administration
(the dollar amount which corresponds ; 66G,5Q0.Cttl
f to 4%of the total local agency
allocation Is shown in the column ton
the rlqht
lum
BUDGET DETAIL WORKSHEET
The Sub-Recipient is tegWred to provide a completed budget detail worksheet, to the Division,which 4
accounts for the total award as described in the"Proposed Program Budget',
If,any changes need to be made to the"Budget Detail 1r"+Jorksheet",after the execution of this agreement;
contact the Grant Manager listed in this agreement via email or letter,
x2 5 c
YV sift I.it 4]S 'y r m s `ai u ' z 1, i zz'r 3 r kar t l
r t ry � Ctanfai a " Itsr ;roI estP ,f
;a;,.:vs,r: �v'�Fz .Yt � , n� ;�22 �' :' �Fs..�.0��'''w,,t�ciz..i�.��+, mt4•.'�s.,r+t..E,r 9 t Y,�.i! .',3x'r,..�._r4�,c,w.�A ....... 3)!...,,xAtr'„'�,vs�'.,,*
Developing hazard/threat-specific annexes that
incorporate the range of prevention, protertlon, 1 s
response,and recovery activities
Developing and implementing homeland security support
prograrns and adopting ongoing DHSIIzEMA:national
initiatives
Ievc�lc�ping related terrorism and over catastrophic i
event prevention activities I
Developing and enhancing plans and protocols
Cross-Cutting—Planning (Planning,Training arw - 'I $663,433,00 $563,433.00
Exercised Une Item 2020- 6 i
Developing or conducting assessments
Protection—Cybersecurity(Cyborsecurity Threat
Assessments to Include Elections Security); Line ;tern 1 $266,500.00 $266,600.00 I
20 0-01
Soft`P`arrgetlCrowdedl Maces--Protection—RPsI�
Management for Protection,Programs ��..�.__..—..�..�.._
(RPs€Wulnerabllity Assessment o Cl for Election , . $ O,OO],00
Securi ; t Pile item 2020-02 -
Airing of full or part-time staff or contractorslconsultarts
to assist With planning activities(not for the purpose of
hiring public safety personnel fulfilling traditional public
safety dutiesS
Protection _Cybersecurity(Cy ersecturity Response — 1 U ,760.00 � $37,760.00� 1
Flans and Exercises);Line Item 2020-01
Patel&Info Sharing—Prevention—Intelligence an I $62,000.00 $ 2,000.00 3
Information Sharing(LPR stalest};Lines hertz 2020-t13
Intel& Info Sharing Preventlon—Intelligonca and
Information Sharing (M,etadata Planner); Line item � 1 $43,000.00 $43,000M 3
2020- 3 i
i
Gross-Cutting Planning(Planners and � 1 $796,441X0 $796, 4'1,00 �
Consultants), Line Item 2020-05
l
6
f
Response once—Public Health Healthcare anjoffS W 1 a 80,61 80, °1 .� 1 E$
(Closest POD Training Video);Line item 2020-12 ��
Materials required to conduct planning activities
Soft Targetl row ded places--Prevention--Public 1 1tk,00(�.00 1f�¢i�00.OQ
Information an W1 rnin , Line Item 2020 s
9
Traveliper diem related to planning activities
Overtime and backfill oasts(in accordance with
operational Cost Guldsnce) _.
Issuance of Wi-IT'I-comptiant Tribal identification carts
Activities to achieve planning inclusive of people with
disabilities and others with access and Functional needs
and limited English proficiency I
oordination�with Citizen Corps Councils for public
inforrnaUonleducation and development of votuntteer
ro rams ;
Upstate govemance structures and processes and plans �
for emergency cOMMUnications v �
Development, review and revision of continuity of f
a eratrans plans
Development,review and revision of the THIRAfSPR
continuity of operations plans q
a %,1�F 5, � ,,Fa 3x t3 �tA � E li� fa 11 1§ {19a s
, R13 E'.
1�4 101 � 1�'��` ?)! �tt� I rC J Itrr�3 �bra `'i•1.3 k �rx� ��.t n�� �$ � v
N �llTnat ��
Program rnanacgement
Development of whole community partnerships � s
Structures and mechanisms For information sharing
between the pubalic s d grit ate sector
Implementing models, programs, and workforce
enhancement initiatives
Tools, resources, and activities that facilitate shared
situational awareness between the public and private
sectors l
Operational support
oft 7 arqeU r iwdad Places—Protection—
[nterdiction and Disruption (Operational OT); Line 1 $22,000X0 $22,000.00 2
item:2020.02;
l Utilization of standardized resource management
concepts
Responding to an increase in the threat level under the
National Terrorism Advisory System(NTA ),or needs in
resulting from a National Special Security went �
31
s
i
f�
C
s
I esmburse e t for select operational expenses T
associated with increased security measures at critical
infrastructure sites Incurred(tip to 50 percent of the
allocation _ _ C
Overtime for information, investigative, and lntehigvIce
sharing activities(up to 5 percent of the allocation} q_� a j
Hiring of new staff for i
1
participation in infortriationfinfelllgence analysis and � s
sharing groups or fusion center activities(rip tO 5
percent of the allocation)
Intel&Info Sharing_Prevention—Intelligence and
Information Sharing(Fusions Analysts),line Item [ � � 70,0 10.00 $270,000,00 � 3
2020-03
VAIWI-4kWIWIVIM:��n,�'�t�r,r"
Design, Develop, Conduct and Evaluate an Exercise
Fuil or Part-Tim e Staff or Contractc:rsfConsuRants-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/consuktants may also be,
procured to support the desl n, development, conduct
and evaluation of C RN E exercises.The applicant's
formal written procurement policy or the Federal at
.Aoquisitlon Regulati2 s FAR: insist be followed,
Protection—Gyber ecurity(Cybersecurity Response � m
Plans and Exercises), twine ltern 2 0-t} t f 5,4� ,�� 1�5,Gtltl,fl{�
u __ __,�,�..00_.-
�.l
&r-0ism utti g---Flom-ing—(Planning,Training and- 1 $245,240M ,240 fl 5
Exercise); tone item 2020-45
Overtime and backfsll costs--•Overtime and bacicflli costs, 1
Including expenses for part-time and volunteer
1 emergency response personnel participating In FEW
exercises
Implementation of I-ISEEP
Activlfaes t achieve exercises lnclu ive of people with
1 disabilities and others with access and functional needs
Travel-Travel costs(i,e., airfare, mileage, per diem,
hotel, etc,)are allawabfe as expenses by employees who
are on travel status for official business related to the 1
fanning and conduct of the exercise proje_ t sL_
Supplies-Supplies are items that are expended or !
consumed during the coarse of the planning and conduct
of the exercise project(s)�e.g,,copyr aper, gloves,
3
i
tape, non-st dle rnasks, and disposable protective
oguipsnent}. 1 �
lnteroperable communications exercises Hm
a
Activities to achieve planning inclusive of people with
fi
limited English proficiency �
�1� �_ 19r�BR
gg
W R,
Overtime and beckfill for emergency preparedness and
response personnel attending DHSIFE Awsponsored �
and approved trapnin classes
Overtime and taackffff expenses for part-tirne,and
volunteer ernergency response personnel participating In
DH IFEMA training
Training Workshops and Conferences
p
Protection—Cy ber ecurityr(Trainings);Line item 1 $10,000-00 $101004M t
2020-g1
response- n Scene Securlty, lrc�tecicn and lal
$4 ,726M $4 ,T26M 7
_( '4�tRT a�SeolaiLfnit�'?�alning)p Line Item202t�-11 .._. .....�_(_��.. �,
,Activities to achieve training inclusive of people with i
disabilities and others with access and functional needs p
and limited Engii h rcaficiency
'tall or Part-"lime Staff or Contractors/Consultants
Hof`larogetlCrowded Places—Prevention—Public 1 $20,1 OA0 $20,130.00 2
Information and WarnInT, Line Items 2020-02
Cross-Cutting—Planning(Training Classes); Line 1 $171,823M $1711,82 M
Travel _
Supplies are items that are expended or consurnec#
during the course of the planning and conduct of the
exerclse project(s) (e.g., copying paper, graves,tape,
non-sterile masks, and di pas hle protect€ve egulpt�ent).
Instructor cei tpficatioanlre-certification
Coordination with Citizen Corps Councils in conducting
trairtin exorcises. ,
Interoperable communications training
Activates to achieve training inclusive people with Urnited i
English proficiency _ .
immigration enforcement training
g3s w,E1 l
33
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r9
9
9
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Eligible Eg0prnonit Acg'U!sition Costs
The table-below e#ow Ya`sc i## ht theal#owable e uipmeht
categories for this award. cornpr hbnsive listing of # �
these allawalale rruf arrtent cafe odes;and specific Quantity 0nit Cost Total Cost 1,1#
6�ujp-nentsflgib)e under each categft, are#isted'on t�'e
web-bused version of this Authorized-Equipment fast
(AEL).at httb:1jw'w .terh8. ovj, uttLeri ed:p u;,pr er t-Ils .
Per�araal}�ret �t#v�ertti�Iarn,cr�t
A, -S onse-On Scene Security,Protection and LE
(MCI Equipment); Line Item 2020-11,AEL#01LE-01- r � '� 5 - A_
SHLD,OILE-01-HLI' T,0 TR-01-C1SM, OSMS-ti4- 1 $17fl,32 .ti6 17t1,3 .CX0#�
BAND,09TR-01-MK)T
Elela duke tn�tiaf cr and;rralftivnl7iprr�ent
Emerging T hreats-Prevention-Interdiction and
Disruption (Bomb Team Equipment); Litre Item
2020-
1.
A;, ECY02 X 0 TLny 02P '01'@Tq p EX"02 $115, 00.00 $"115,0I0.00 4� p
TLRO
Emerging T roots-Prevention Screening,Search��_
and Detection(EOD Detectors);Litre item 2620-04, � 1 $94,650,00 $94,650'00 4
EL#02E -S XRAP, 112E 00-PEIE, 21 G N-00-MAIN
CtIU. ,g�tNgra s €e au� s1l77
Sort Target/Crowded Places_Prevention-
Screening,Search and Detection(LPR ays'1ems),
Line item 2020-02,AEL#430E-61-ALPR, 12TR-04• 1 $766,494�00 � $766.494.00 2
T'EQP;13LE-00a'SURV,04AP-02-AVLSI 21G 1-06-SHIP,
21 GN-0 -INST
S oft Trcjt#Crowdetl Places-prevention-
Screening, d Detection(Surveillance I f $156,t367,06 $165,807.00 � 2
PlatformsPlatformsrmrns ; Line item 2020-02a AEL#030E-07-ROVL
Search
merging Threes -Prevention--InterdlcElon and
Disruption (Robots);tine itertx 2620-04; AEL 4930E-
1 # $566,911.00 $566,911.00 4
07- GBT,I}3CE-67-1�I1t1'VS,+�2E:C-(71-]t'I�AP, [12PE=t12M i
BSUT
Response-mass Search and Rescue Gps (TRT
Equipment), Line Item 2020-10;AEL#03SR-D2-TPH'Y, 1
a331142-TPEL,09ME-0 yLITR, 030E-05µROPH,06CP- I
l 6 1 $164,237„00 $164,237,60 7
03-ICt311i1,03SR.43-SCAM,01AR-01-SCSC,030E-05.. l
ROPE, 01UR-01-AIL IT, 6CP-03-PRAC, 630E-I11-
GTA
Response-Mass Search and Rescue[fps(Sonar); l
Line item 2020-10;AEL#63WAy02 ONR,04HW-01- 1 $ 4,6'75A0 $34,675,00 7
I i14W
34
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Response-[fin Scene Security and L (Night Vision);
Line stern 2020-11;AEL#030 02 TILA
Response-Situational Assessment(SUA ); !Rine
!tear 020-1 , AEL 030E-07-SUA � C7 ,�4tl.�t� 171��4 �,41� � �
Response Communications-lnteroperable
Communications(Mobile Message Boards), Line item 1 � $40,000.00 $40,000 0 I ;
2020-114; AEL##030E-03-8i ll g I I
i
irrfi �rcr fecrrcic� y;
Intel&Info Sharing-Prev Intelligence an � �
Information Sharing ( IS Dashboard for Passion [ � $�152,713.00 $152,71104 3
+enter), Line Item 2020-03;AEL 04AP-03 C1SS
Intel&lido Sharing-Prevention-Intelligence and
Information Sharing(Deal Time Crime Center Build 1 $269,29100 $269,293.00 3
-Put); Line Item 2020-03; AEI #041-W-ill-INHW
Cross-Cutting-Operational Coordination(ICS
SoftvuarelWobEOC);tine Item 2020-05,AEL##04HW- .1 $277,875,00 $277,875.00 � 5 j
014NHW,04SW-04-lt ETW,04AP-05-CDSS,04AP-01-
CADS,04AP-03-GISS _
l esponse--Situational Assessment(CIS System for
Fire); Lime item 2020-13;AEI. 04AP-03- ISS,04HW- 1 $34,005„00 $34,605,00 7
01-INH ,04MD-03-DISP
yber can hill�a cemente��aiprnenl' f
Protection-Cybersecurity(Cybersecurify Threat
Assessments to include Election Security and �1 $`6,160,00 $95,160m I I
software);twine Item 2020.01;AEL 05NP-0,0-IDPS �
Protection-Cyborsecurity (Cyl erseoarrity
Equipment); Line Itern 2020-01;AEL 0 NP-00-HOPS, 1 $338,95&00 � $338,9 5.00 3
Response Communications--lntero enable
Communications(Interoperable Cormrms);Lime itern
202+0-14;AEL#06CP-01-PORT,0 CP-03-PRAC, 1 $1,385,591.00 $1,385,591.00 0
�ty3�i'HW-yry011-1p,NH^�V+�"��{{�11��0ey�G,000-BAry`i�.`T+ ,�y06CP-C+1y"i-1Vl0 L.,, i
2`I N-00-!PAST, 4d6CP-02-B DG,06CC-03-SAB ,06P-
Emerging Threats'hreats-Prevention--Screening,Searcf ,. -
C and Detection (I-la r at Detectors),),Line item 2020-04; 1 _ $200,240.00 $200,240.00 ( 4 I
AEL 1'#07RO-02-PRDA.,07RD-02.4 HSM I
�ecei�rarnlr�atl�n I��a�apr��rrt ^�_ _. .�
35
{
16
P 4
..__
: I
l�t��r�i':ecl�r�piret7t ti�er�xaltrr�,aett�r��`s;�o�uep��i1s� ,. ,. ,
BRN, Rbb� h6e,lviaterials
[_
ICI~incl �nl,E2es��r��e V� icie� '
Soft Target/Crowded Places-Prevention--
Screening, Search and Detection(Sury lllance 1 $306,776.00 rr306,776,00 2
Vehicles), Line item 2020-02;AEL 12VE-0 -MISS;
04HW 01 IhIHW, 04MD-01-VCAM, 04AP-02-DGPS
.- _,._......-_ tea._... .�.. .. I"_-_.-•. —.`�_.�—m—..-=.,�..,�........�...._�, _
Response--Critical Transportation(Response
Vehicles),Line Item 2020.0 ; AEL#12 VE-00-CMOV, 1 � 788,877,00 I 788,877AO 7
12VE-00-MISS
�"er��sr) rr�,Ir,cs��az�t,T��aventlo��lµ'tltatp�rt�n( � �
Soft Target/Crowded Places-Provantion
Screening, Search and Detection (Stirveillance 1 $53,760.00 $53,760.00 I 2
E �alg r ent}, Line item 2020.02; AEL#13LI~-00-SUR
Response C(;i rm tnicatjons-Intoroperable
Communications(Emergency Notification System); 1 $47,698.00 $47,808.00 8
Line item 2020 14,AEL#13IT 00•ALRT
vp
77777
P,lrstctec ri(y Err rcrnent,Ecle��arii�t _ _ _- -
Soft Target/Crowded Places-m Protection-u Access
Control and identity Verification(Access Card
Readers and Credentialing Systems), Line item 2020- 1 $237,76100 $237,76100 2
02;AEL 148W-41-'llIDA,,14 WOl-PACS,21GN-00-
I�IST, 21G�I-00-CNS=T,04H1i.01.INHW,04AP-05-,CRED e
Soft Target/Crowded Plates-Protection$-Physical
Protective Measures(CCTV Systems), Line Item
2020-02;AEL#14S'i—01-VIDA, 148 i01-PACs, 21GN- 1 1,394,846.00 1,394, 46.00 2
00-INST,04IV1O-03-DISP,04IIW-01-INH , 14SW"-01
ALRUI, 10GE-00-CENR;21GN-60-ChIST", 21GN-06-
MAII
Soft TarcgetiCratn ded Places--Protection-Physical
Protective Measures(Portable Vehicle Barriers);Live 1 $240,000,00 $240,000.00 2
i�Item 202L-C2,AEL#14SW-01-WALL i
Errmer4ing Threats--Preventjon_interdiction and
Disruption (Maritime radar); Line item 2020.04;AEL 1 � 100,382.00 $160,382.00 4
#4 M02-RADR l
Rec+every_ Infrastructure System(E01'I Backup 1 2Q,0{10.O1J 20,OOU-00
Ethernet);Line item2020-16 AEL#14CI-01-COOP
36
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Inspection and Screening Systems
Sett Target/Crowded places—P o- ectjon—Physical l i
Protective Measures(Mag nometers); Line item 2020- ( 1 $36,000,00 $39,000m 2
02;AEL#ISSC 00-PPSS i
Animal Care and Foreign Anitrak Disease _
C . l�gevarstla n r esgei se at crakt -
Response--Critical Transportatlon (Response
Vessels), Line item 2020-09;AEL#17' Cu00-BOAT i 1' $336,000.00 1`$336,000.00 7
CBRNE Aviation Equipment
C �I~rr �sfkl S�.[gl�,rs ��iprnei�t .; •>, s_
Interta' rtkin qu27rt�r{4YIe ,kticalFrtty cr�rr scr7e rcesrtr�
imr is g Throats—Prevention—Foronsles and
Attribution(Laser Scanner for Crinne Scene 1 $43,166.00 $43,1 U0 4
Recreating)3_Ltne�tetn 2020 04; AEL#24CS-02-UVLT
Crlticat emergency sUp0lies
t tl�er n stitcrl ti ck tfgineM cos s(i�tcl aria arty c nstrUcktgr er rend at n is i this categ�at a "ritkert ap rrival must be
ov$dtl lay F �1Ayr�r�i°ITttr t1�a use of any funm farcr�strutlan er.rettr��rat�zn
Intel & Info Sharing—Prevention W Intelligence and
Information Sharing(Fuslon Center Operations), Line 1
1 $20, r�0R00 240,000.010
item 2020-03;AEL#04HW-01-INHW, 131T 0-]N T°L;
�
13IT-00-ALRT
Cross-- tAting--Operati-onal Coor ination(E C
nbancementfSus inment);Line Item 2020-06;AEL
#04H1fil'-01-IN'HW,21 N-00-OCEO,04AP-0 CI3SS,
13I'T-00-ALRT,04AP-01-CADS, 041VID-02—PROJ,
04HW-01.HfICD,06CP-€7 -SOON,06CP-01-PORT, 1 $ 83 009.00 $583 009.00 6a 1
04MD-03-DISP,21 N-00-�CNST,21 N-00-MAIN,O CC- r r I
03-SATB,06CC�03-SATP,06CC-04-SAILS,08CC-01-
CELL, 14S -01-PA S,I4CV00-000P, ,
p��g g�1 �¢ p�} �e*� �q�i p; �g �^�p. �y 1, gy ��,+��yr�3 � ff
OOCC-02-D SAD f ggg
Mitigation—Community Resilience(C ps`Plannin0,
Training andEquipment); Line item 2020-07,AEL � 1 $490,700X0 $490,700A0 6
21 I-00-CC 0, 19 N-OO-3 PK,21CR-00-M IOI,
OOCP-01�PORT
Mitigation--Long Term Vulnerability Redaction
(Maintenance and Sustainment); Line item 2020-08; 1 $277,471.00 1 $277,471.00
AEL#21 GN-00-MAI
TOTAL GILIIPM SIT EXP � 10,662,442.M
7
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7HIHnng of full-firm car part-time staff or
ctcrslcosuitant ;osist with the manages erxt of the respective grant
prograrns application requirements, and compliance with { j
reporting and data collection ieguIremersts
M&A Salary Personnel, Line item 20 -15 1 � $500,000.00 600,000- 0 a
Ceveiops ent of operating plaris for informatioon collection
and processing necessary to respond to DH8/F [VIA data
calls
Overtir e and acl4fiil cosfs—�vertirne exper,sss are
defined as the result of personnel who worked over and
above 44 hours of weekly work time,In the performance
of F MA—approved activities within the scope of this
grant. I ackfill Costs also called"Overtime as ackfill"are
defined as expenses from the result of personnel who
are working overtime in order to perform the duties of
other personnel who are temporarily assigned to FEMA I
approved activities outside their care responsibilities,
Neither overtime nor backfsll expenses are the resuft of
are increase of Full—Time E uivalent(FTEs empl�ees�
Travel expenses
1 &A ,Travel Line item 2020-16
Meefing related expenses
Authorized office equipment: including personal f
computers, laptop computers,printers, LCQ projectors.
3 and other equipment or softare which may be re Uired
to support the Implementation of the homeland security
Office Supplies, Luse item 2020-16 1 $25,000M 5,000.0
The following are allowable only within the agrearn nt � 1
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
proms rns within the grant program.
l ecurrirag Expenses(Fedex,storage fees, etc), Line
item:2020-i� 1 � 25,0tli1. 0 25,00 .r�fi
MR. 1 110 IMMM MIME=am=0
TOTAL AWARD EXPENDITURES 14,01 ,5Q0 �
38
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ATT,ACHiMEENT CSCOP5 OF WORK
C 1
l
Sub-Recipients rnList cra,nply with all the requirements in 2 C,RR. Part 200(Uniform Administrative
Requirements,east Principles, and Audit Requirements for Federal Aw,ards).
1 .
Funding is provided to perform eligible activities as identified in the Domestic Homeland SecrIrity
Federal Emergency Management Agency National Preparedness Directorate Fiscal Year 2020 Harneland I
Security Grant Program(FIS P), consistent with the Department of Flom eiand Security Mate Strategy,
Eligible activities are outlined in the Scope of Work for each category below, I
1. Issue and Project Description
Issue A ;The urban Area Security initiative�UASC)has alto' +able 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
0ocated to Florida for,M&A purposes,These funds will provide the SA.A 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
rernalininog in compliance with the CHS Federal Fiscal Year 2020 Homeland Security Grant
Program Guidance.
N. Categories and Eligible Activities
PY 2020 allowable costs are divided into the following categories for this agreement: Planning,
Organizational, Exercise,Training, Equipment and Manasgennerrtand Administration. Each
cartegory's allowable coasts have been listed in the `Budget Detail ViJorksheet'above.
A. Allowable Planning Related Coasts
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 purrs,and other plarnning 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 .0,
Developing hazard/threat-specift annexes that incorporate the range of prevention,
protection,response,and recovery activities;
r Developincd and Implementing homeland security support programs and adopting DHS/F MA
national Initiatives;
* Developing related lerrorlsm and other catastrophic event prevention activities,
+� Developing and enhancing plans and protocols',
Developing or conducting assessments;
+ C-liring of full-or part-time staff or contracttconsultants to assist withr planning activities(not for
the purpose of hiring public safety personnel fulfilling traditional public safety duffles);
a Materials required to conduct planning activities;
Travel/per diem related to planning activities;
Overtime:and baciofill costs(in accordance with operational Cost Guidance),-
Issuance of V'UHTI-compllant Tribal identification card;
o Activities to achieve planning inclusive of people with dlsaN]Jtres,
0 Coordination will)Citizen Corps Councils for pubk information/education and development of
volunteer programs;
* Update governance structures and processes and plans for emergency communications;and
r Activities to achieve planning Inclusive of people with thnited English proficiency,
i
........... m.
B. Allowable Organization Related Costs(HSGP and UASI Only)
Sub-Recipients proposed expenditures of SFISP or UASI funds to support organization activities include:
• Program Management;
Development of whole community partnerships,through groups such as Citizen Corp
Councl1s;
• Structures and mechanisms for information sharing between the public and private sector;
• Implementing models, programs, and workforce enhancement initiatives to address
ideologically inspired radicedization to violence in the homeland;
• Tools, resources, and activities that faclfltate shared situational awareness between the
public and private sectors;
• Operational Support;
• Ublization of standardized resource management concepts such as typing,inventorying,
organizing,and tracking to facilitate the dl,.,patch,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
(VITAS)or needs resulting from a National Spec'al Security Event;and
Paying salaries and beneflts for personnel to serve as qualified Intelligence Analysts.Per the
Personnel Reirnbursement for intelligence Cooperation and Enhancement(PRICE)of
HomeW)d Security Act, Pub, L. No, 110-412,§2,codified in relevant part,as amended,at 6
U.S.C,§6W(a), HSGP and UASI funds may be used to hire new staff andfor contractor
positions to serve as intelligence analysts to enable inform8tionfintelligence sharing
Capabilities, as INGIII 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 aria[ysl, -staff and/or
contractor personnel must meet at least one of the following criteria�
# Complete trahning to ensure baseline proficiency in intelligence analysis and production
within six months of being hired-,andfor,
* Previously served as an intelligence analyst for a Minimum of two years either in a
federal intelligence agency,the military,or state and/or local law enforcement intelligence
unit.
Intelligenco Analyst Activities Allowable Costs(HSGP and UASI)
All fusion center analytical personnel must demonstrate qualffloations that meet or exceed
competencies identified In the Common Competencies for state, local,and tribal Int6figence
Analysts,which outlines the minimum categotlles 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 jUStffy proposed expenditures of HSGP or UASI funds to support organization,activities
within their IJ s,,ibmlsslon.All SAAs are allowed to utilize up to 60 percent(SOO/o)of, their HSGP
funding and all Urban Areas are allowed up to 50 percent(50%)of their UASI funding for
personnel costs.At the request of a Sub-keolpient of a grant,the FEMA Administrator may grant
a waiver of the 60 percent(60%) limitation noted above. Request for waivers to the personnel
cap must be submitted by the SAA to GPID In writing on official letterhead,with the following information:
•Documentation explaining why the cap should be Ai�lalved;
• 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 alust also include a three-
year staffing history for the requesting entity,
Law Enforcement Terrorism Prevention (1,ETP)Activities Allowable Costs(HSGP and UASI)
I-ETP Activities eligible for use of LETPA focused funds include but are not limited to,.
40
• Maturation and enhancement of designated state and major Urban Area fusion centers,
including Infoi-rnation sharing and analysis,threat recognition,terrorist interdiction, and l
trair;ingl hiring of intelligence analysts;
• Coordination between fusion centers and ether analytical and investigative efforts including, l
but not limited to Joint Terrorism Task Forces(JTiTFs), Field Intelligence Groups IF;G ), High
Intensity Drug Trafficking Areas(I-IIDTAs), Regional Information Sharing Systems(RJSS)
Centers, criminal intelligence units,and reakf1rne cringe analysis centrals;
• implementation and maintenance of the Nationwide SAR lnitlative, Including training for front
!Inc 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 tarrorism-related crime and associated efforts to
increase the sharing,of information with public and private sector partners, including nonprofit
organizations.
• date: DFIS requires dear all public and,private sector,partners wanting to
impieinent anchor expand the DHS"if You See Something,Say SoinethingV
campaign using grant funds vtork directly with the DHS Office of Partnership and
Engagement(OPE)to ensure all public awareness materials(e,g.,videos,
posters,triµfolds,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
OP ,through theCampaign's Office(seesay hq.cdhs.gov),must be facilitated
by FlEzMA.
• Increase physical security,through law enforcement personnel and other protePc lve
measures,by implementing preventive and protective measures at critical infrastructure site
or at-Asir 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 UAS1 Include:
Operational Oveillme Costs, in support of efforts to enhance capabillties 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 sits 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.
• l ackfill and overtime expenses for staffing State or Major Urban Area fusion centers;
+ Hiring of contracted security for critical infrastructure sites;
a Participation in regional Resiliency Assessment Program(RRAP)activities,.
W Public safety overtime;
•'I`Ne 32 or State Active Duty National ward deployments to protect critical infrastructure sites,
Including all resources that are part of the standard National Gerard deployment package(Nate:
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 Cd3P'
. National Terrorism Advisory Systern;
s National Security Events;
a Special Event Aasess ent Rating(SEAR)level 1 through 4 Events
s States of Emergency;
+ National Critical Infrastructure Prioritization Program(NCIPP);
v Directed Transit Patrols;and
41
I
Operational Support to a Federal Agency.
Operational Overtime Requests,
• Except for an elevated NTAS alert, HSGP or UA81 funds may only be spent for operational
overfirne costs upon prior written approval by FEMA.The SAA must submit operational
overtime requests In writing to its assigned FENIA Program Analyst(PA).FEMA will consider
requests for special event acttivitles up to one year in advance.However,such requests must
be within the award's current period of performance and must not result In the need for a
request W extend the period of pegon-nance.
• M operational overtime requests must clearly explain how the request meets the criteria of
one or more of the categorles,listed in the table above. Requests must address the threat
environment as it relates to the event or activity requMng operational overtime support and
explain how 1he overtime activity is responsive to the threat.
• Post-event operational over time requests will only be considered on a case-by-case basis,
where it is demonstrated that exigent circurnstances 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?,late 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 d'reat support o the high-Asir urban
States must provide documentation to the UAVVG and DHS/IFEMA upon request
demonstrating how any UA81 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 ove,tirne requests,
Personnel Costs(HSGP and UASI)
Personnel hiring,ova rtirne,and backfill expenses are permitted under this grant to perform allowable
HSGP planning, training, exerdse, and equipment activities. Pe?sonnel may include but are not limited to
training and exercise coordinators, program managers for activities directly associated with HSGP and
UA81 funded activities, intelligence analysts,and Statewide interoperability coordinators(SWC).
Sub-Recipients should refer to information Bulletin No,421 b,clarificatior,on the Personnel
Reimbursement for Intelligence Cooperation and Enhancement of Homeland Security Act of 2008('Public
Law 110-4.12—the PRJCE Ad), 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 heaith 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
pemonnel who are exclusively undertaking allowable DHSIFEMA grant activWes as specified
in this guidance.This may not include new personnel who are hired to fulfill any non-
DHS/FEMA program a6fivities under any c1raimstances. Hiring will Wways result in a net
increase of Full T irne Equivalent(FTE)employees.
* Overtime.These expenses are limited to the additional costs flat 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.
* BaGidlif-Ralated Ovetlime.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 DHSIFEMA-approved
42
activities outside their core responsibilities. Neither overtime nor bacldfill expenses are the
result of an increase of FTE employees,
Supplanting.Grant funds will be used to supplement existing funds and will not replace
(aipplant)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 diern,including costs associated with the
deployment/redeployi-neat of personnel to border areas and for travel associated with law enforcement
entities assisting other local jurisdictions in few 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 taw enforcement activities In a upport 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 shalt be reimbursed consistent with the iron-
federal entity's ove0irne policy and the requirements as stated belcw,
* Overtime is fir ne 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 OP G overtime,hourly rate of pay will be no,more than the approved overtime rate per
local law and policy and must be in accordance with applicable State and Federal
regulations.
* Exempt salaried employees may not be reirnbursod for overtime unless the non-federal
entity's policy specifically allows for overtime reimbursement for these employees,
* The non-federail entity may not utilize OPSO funding to pay for an employee's overtime hours
or pay that exceeds 16 hours worked In any 24-hour period,
Personnel Costs(OPSG):
Up to 50 percent of an OPSG award may be used to pay for all personnel costs(only to the extent that
such expenses are for the allowable activitles within the scope of the grant).At the request of a re6p(eni
or Sub-Recip[ent,the FEMA Administrator(or designee)may waive the 50 percent personnel cap.Waiver
decisions are at the discretion of the FEMA Administrator and wilt be considered an a case-by-case basis.
Further, changes in scope or objective also require FEIVIA's prior written approval pursuant to 2 CYR
200MO�c)11)(!).A formal OPSG personnel waiver request should:
Be on official letterhead, include a written justificaVcn, 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, rdecting the change in scope or objective to than
project.
Include an approved Operations Order froill the USBP Sector office that Supports the local
jurisOctlon's written justification.
o Be coordinated with the USBP Sector, SAA, and the DHS/CBP Office of the Border Patrol
(w)).
As with all OPSG personnel costs, OPSG grant funds MY 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
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Temporary or Term Appointments
I
* Sub-Recipients may utilize temporary or term appointments to augment the lave enforcement
presence on the borders, However,applying funds toward hiring full-time or permanent sworn
public safety officers is unailovrable.
* CPSG funded terporary or term appointments may not exceed the approved period of
performance, g
* For OPSG purposes, temporary appointments Are non-status appointments for loss than one
k
year.
* OPSG funding for temporary or term appointments may}gay for salary only, Benefits are not
allowable expenses for terra or temporary employees,
* OPSG remains a non-hiring program,Appropriate uses of temporary or terra appointments
include:
* To carry out specific,enforcement operations work for ongoing OPSG-funded patrols
throughout the Sector Area of Operation, i
* 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
backflll policies(medical/military deployments).
* OPSG term and temporary appointments must have all necessary certifications and training '
to enforce state and local laws.OPSO funds will not be used to train or certify term or
temporary appointments except as othenvise stated in the OPSG section of this manual and
the FISGP NOFO.
Sub-recipients must follow their oven applicable policies and procedures regarding temporary
or term appointment—
Unallowable Costs(OPSG)
OPSG unallowable costs include costs associated with evidence collection,arrest processing,
prosecution,and TraffirJDUI checkpoints, such as evidence documentation cameras,fingerpr'nting
supplies,alcohol breathalyzers,portable work lights,traffic barricades,and similar law enforcement
expenses.Additional unallowable costs a'so include costs associated with staffing and general IT
car PLItrng equlprnent and hardware,such as personal computers,faxes,copy machines, modems, etc.
QPSG,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 activitles not direotly related to providing
enhanced coordination between local and federal lave enforcement agencies, Finally,construction
and/or renovation costs, and exercise expenses are prohibited under OPSG,
C. Allowable Exercise Related Cost
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 h fJs.'1AN +wd.f"errra.rgcavlexerciM
• Design,Develop,Conduct, and Evaluate an Exercise
* Exercise planning Worksho
* Full-or part-firne staff or confractorstconsu`tants
* Overtime and backfilI costs, including expenses for part-time and volunteer emergency
* response personnel participating in DHS/FEMA exercise
* limplementation of FIS P
* Activities to achieve exercises inclusive of people with disabilities
* `travel
* 'Supplies'associated+Mth allowable approved exercises
* tnteroperable communications exercises
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Additional Exercise information
Sub-Recipients that decide to use HSGP funds to conduct an exerclse(s}are encouraged to complete a
progressive exercise series, Exercises conducted by states and high dGkod urban areas may be used to
fulfill similar exercise requirements required by other grant programs,S ub-Recipients are encouraged to
invite representatives/planners;nvolved with other PederaIly mandated or private exercise activities,
States and'nigh risked urban areas are encouraged to share,at a minirnum,the multi-year training and
exercise schedule with those departments, agencies,and organizations included in the plan.
Validating Capabilities,Exercises examine and validate capabifltles-based planning across
the Prevention, Protection, Mffigatlon, Response,and Recovery mission areas.The extensive
engagement of the whole community, Including but not limited to examining the needs and
requirements for individuals with disabilities,'individuals with limited English proficiency, and
others with access and functional needs, Is essential to the development of an effective and
comprehensive exercise prograrn. 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 Horneland Security
Exercise and Evaluation Program gufdance 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
mutt-year TER
* Special Event Planning. if a state or Urban Area will be hostlng 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
spedal events in the Multi-year Tin P.The state or Urban Area may plan to use HSGP or
UASI funding to finance training and exercise activities in preparation for those events.States
and Urban Areas should also consider exercises at major venues(e.g.,arenas,convention
centers)that focus on evacuations,communications, and command and control.
* Regional Exercises.States should also anticipate partjcipatlng in at least one Regional
Exercise annually.Stater.must Include all confirmed or planned spocWavents In the Multi--
year TER
* Role of Non-Governmental Entities in Exercises, Non-governmental parficlpation In all
levels of exercises isstrongly encouraged, Leaders from non-governmental entities should be
included in the planning, design, and evaluation of an exercise. State, local,Tribal, and
terdtori at jurisdictions are encouraged to develop exercises that test the Integration and use
of non governmental resources provided by non-governmental entities,defined as the private
sector and private non-profit,faith-based,comriunfty, participation in exercises should be
coordinated vvith the local Citizen Corps Counoll(s)or their equivalent and other partner
agencies.
FDEM 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-Reciplent can successfully complete an
authorized exercise either by attending or conducting that exercise,
in order to receive paymeot 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 ref tine exercise;additionally, the Sub-Recipient must
provide the Division with all receipts that document tine costs Incurred by the Sub-Reoplent In
order to attend the exercise,
4.5
in order the receive payment for SUCCeSSUly conducting an authorized exercise,the Sub-
Recipient must provide the Division with an ExPLAN,AAR/JP, IPC/MPCJFPC Meeting
Hin Lies and Sign-In Sheet for exercise attendees; additionally,the Sub-Recipient must
provide the Division with all receipts that document the costs Incurred by the Sub-Recipient In
order to conduct the exercise. The Strip-Recipient must includo with the reimbursemont
package a soparate copy of the page(s)from the exercise Plan which Ident.06S the
partic1liant agenclos ond va prfntgd pagefs)frurn the State(and Q)vnl!y or Regional)XlYTEP
roflecting the examise.
If you require foodiwater for this event, request must come to the Division within 26 days prior
to the event, in the following format:
Exerctse Tifle:
Location:
Exeroiss Date:
Exercise Schedule:
Estirnated Number of Participants 0,at will be fed:
Estimated Cost for-food/water:
Description of the Exercise;
D. Allowable Training Related Costs (SHGP and UASI)
Allowable training related costs Linder HSGP include the estabHshment, support, conduct,and attendance
of training specifically identified under the HSGP and UASI programs andlor in conjunction with
emergency preparedness training by other Federal agencies(e.g.,HFIS and DOT).Tralnirig conducted
using HSGP funds should address a perfonnance gap identified through an AARJIP or other assessments
(e.g., National Emergency Communications Plan NECP Goal Assessments)and contribute to budding a
capability that will be evaluated through a formal exercise.Any training or training gaps, including those
for children,older adults, pregnant women, and jndlviduals with disabilities and others who also have
access or functional needs, should be Identified in tbeAM/IP and addressed in the state or Urban Area
training cycle.Sub-Recipients are encouraged to Liss existing training rather than developing new
courses.When developing new courses, Sub-Recipients are encouraged to apply tile Analysjs, Design,
Development,Imptementation and Evakl�Ition (ADDIE)model of�Jnstructlonai design.
• Overtime and backfill for emergency preparedness and response personnel attending
DFISYFEIVIA-sponsored and approved training classes
• Overtime and backfill expenses for part-tirrie and volunteer emergency response
personnel participating In DHS/FEMA training
• Training workshops and conferences
• Activities to achieve training inclusive of people with disabilities
• Full-at part-time staff or contractors/consuftants
• Travel
• Supplies associated with allowable approved training that are expended or consumed
during the Course of the planning and conduct of the exercise project(q)
• Instructor certification/re-certification
• Coordination with Citizen Corps Counrils In conducting training exercises
• Interoperable communications training
Additional Training Information
Pei,DH8/FEMA Grant Programs Directorate Policy FP 207-008-064-1,Review and Approval'
Requiremerds for Training Courses Fwooed Thmugh Preparedness Grants, issued an September 9,
2013,states, territories,Tribal entities and urban areas are no longer required to request approval from
FERIA for personnel to attend non-DIES FEMA training as long as the training is coordinated with and
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approved by the state,territory„Tribal or Urban Area Traininq Point of Contact(TPOC)and fad=s within the
FEMA mission scope and the jurisdiction's Emergency Operations Pla;n(EOP).The only exception to this
policy Is for Countering Violent Extremism courses. DFISiFEMA will conduct periodic reviews of all state,
territory,and Urban Area training funded by I-IStF MI.A.Th "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 sGOPe Of this gUid'ante, Sub-Recipients will be asked to repay I i
grant funds expended in support of those effot&
For further Infet madon on developing courses using the instructional design methodology and tools that
care facilitate the process, SAAs and TPOCs are encouraged to review the OJT D Responder Daining
Development Center"(1,TDC)web site.
DH'SIrEMA Provided Training.These trainings include programs or course;developed for and
delivered by Institutions and organizations funded by DHS/FENIA, This includes the Center for Domestic
Preparedness(CDP),the Emergency Management Institute(FM;i),and the rational Training and
Education Division's(NT D)training partner programs including,the Continuing Training Grants,the
National Domestic Preparedness Corisortiurn(NDPC)and the Rural Domestic Preparedness Consortium
(RDPC),
Approved Mate and Federal Sponsored Course Catalogue.This catalogue lists state and Federal
sponsored courses that fall within the DHS,/Fl MA mission scrape and have been approved through the
F MIA course review and approval process.An updated version of this catalog can be accessed at:
wrvw,firstr ondertrairrin
Training iiot Provided by DHSIFENA. These trainings Include courses that are either state sponsored
or Federal sponsored(ncn-D SiFEMIA),coordinated and approved by the SAA or their designated
TPOC,and fail within the HS/FEMA mission scope to prepare state,.local,Tribal, and territorial
personnel to prevent,protect against,rnitigate,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 organi atione other than Federal entities or F MA 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 terroriser 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 DHSiFF r7A provided training and other federal and state training can be
found at:Awvv,flrstre�p ricl rtrairr�nc,ct v.
Training Information Reporting System("Web-Forms"),Web-Farris 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-Farris is not required under FY 2020 HSGP,
however,the system rernains available and can be accessed through the F MA Toolkit located at
httDs:Jl° rs&,,Ftrstrest,otidertrainin . s_vftti in order to support grantees in their own tracking of training,
FDEM State Training Office Conclltdoris: Por the purposes of this Agreement,any training course listed
on the DHS approved course catalog qualifies as an authorized course. The Sub-Recipient can
successfully complete an authorized course either by attending or conducting that course..
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• In order to receive payment for successfully attending an authorized training Course,the Sub-
Reclpient must provide the Division with a cedificate of course cornplMt on; additionally,the
Sub-Recipient must provide the Division with all receipts that document the costs incurred by
the Sub-Recipieni 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 MgteflalS 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 at-der to conduct the course."
• For courses that are non-DIIS 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,
shovving approval granted for conduct
• For the conduct of training workshops,Sub-Recipient must provide a copy of,the course
matw1afs and sign-in sheats.
• 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 pic_,qsa contact the r-DEM
State Training Officer for course specific guidance. Unless the Sub-Reciplent receives
advance written approval firorn the State Training 016cer for the number of participants,then
the Division will reduce the amount authorized for relrnbUrsement on a pro-rata basis for any
trainiong with less than 15 participants.
• The Sub-Recipient must lnclude 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(SHGP and UASI)
The 21 allowable prevention, protection,mitigation,response,and recovery equipment ca tegorles for
HSGP are listed on the Authorized Equipment List(AEL),The Ar-L Is available at
hit P-�J/A_W��J__fQ]Tia,Qc,v/aU horized-eClUiDMOnt-liSt. Some equipment items require prior approval from
DHSIFEAVIA before cNigation or purchase of one 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 wiff 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 State/cityffocal 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 varladons 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 drags 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 puiposes specified in'FJorlda'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-Rec[plent 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
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for said deployment, The Fiorlda Division of Emergency Management(F FM)MUSt approve any
purchases of equipment not itemized In a project's approved budget In advance of the purchase,
The Sub.•Rec pent will, in accordance with the statewide mutual aid agreement or other emergency
response purpose as specified In the'Florida Domesbc Security Strategy,' ensure that all equipment
purchased with these funds is used to respond to any and all Incldents within Its regional response i
area as applicable able for so long as this Agreement remains in effect, Prior to reguestIng a response"
the F EM will tape prudent and appropriate action to determine that the levei car intensity of the
incident is such that tale specialized equipment and resources are necessary to mitigate the outcome
of the incident.
i
Allowable Equipment(OPS )
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 SL`f'r 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 OPSC activities, it rnust be appropriately marked to ensure Its ready
identification and primary use for that purpose.When practicable, any equipment
purchased with OPSG funding shall be prominently marked as follows;
"Purchased with DHS funds for Oporat on Ltonegarden Use"
m Fuel Cost andJor Mileage Reimbursement,There Is no cafe for reimbursement of fuel
and mileage costs in support of operational activities,Vehicle- and Equipment
Acquisition, Including Ceasing and Rentals.Allowable purchases under OPSO. include
patrol cars and other mission-specific vehicies whose primary use is to increase
operational activities/patrols,on or near a border nexus in support of approved border
security operations.A detailed justrfrcation roust be submitted to the respective FEMA
HQ Program Analyst prior to purchase.
0 Vehicle and Equipment Acquisition,including Leasing and Rentals:,Allowable
purchases under OPSG include patrol vehicles and other tnissfon-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 roust be
submitted to the respective FEMA HQ Program Analyst prior to purchase.
a Medical Emergency Countcrme,asures.Allowable purchases under OnG 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 API~and explained in 113 433,.
F, Unallowablo Coasts(HSGP,UAS(and CPS )
Per FEMA policy,the purchase of weapons and weapons accessories„ including ammunition,
is not alloyed with HSCP funds,
• grant funds may not be used for the purchase of equipment not approved by DHS)FE 1A.
Grant funds must comply with 113 426 and may not be used for the purchase of the;chewing
equipment:firearms;ammunition;grenade launchers; bayonets;or weaponized aircraft,
vessels, or vehicles of any bind with weapons installed.
$ Unauthorized exercise-related costs Include;
o Reimbursement for the maintenance or wear and tear costs of general use vehicles
(e.g., construction vehicles), medical supplies,and emergency response apparatus
(e.g,,fire trucks,ambulances).
o Equipment that Is purchased for permanent Installation andlor 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 subreciplents may not use grant funds under the
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 obtsin, 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 criticil
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'Yea 2019
(FY 2019 NDAA),Pub.L. No, 115-232 (2018). Recipients and subrecipienTs may use DHS/FEMA grant
funding to procure replacement equipment and services impacted by thls prohibition, provided the costs
are otherWse consistent with the requirements of this Manual,applicable appendix to this Manual,and
applicable NOFO, DFIS/FEMA will publish additional guMance in a Subsequent Information BOetin or
similar notice.
Per section 889(f)(2)-(3)of the FY 2019 NDAA, covered telecommunications equipment or services
means:
"I. Telecommunications equipment produced by Huawal 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
Hil(vision 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. Teleoomrnu n!cations or video surveillance equipment or services produced of provided by an
entity that the Secretary of Defense, in consultation with the Director of NaUonal Intelligence of
the Director of the Federal Bureau of Investigation, reasonaNy believes to be an entity ovined or
controlled by,or otherwise connected to,the People's Republic of China,
K Critical Emergency Supplies
Critical Emergency Supplies(SHIP and UASI)Critical emergency supplies,Stich as shelf stable
products,water,and rnedlcal equipment and supplies are an allowable expense under SH8P
and UASL 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 ln6ude
a distribution strategy and related sustainment costs if planned grant expenditure is over
$100,0QUO.
If grant expenditures exceed the mirilmurn 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 arnergency supplies
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under UASI. FEMA will establish guidelines and requirements for the purchase of these {
supplies minder UASI and monitor development and stetus of the state's inventory
management plan. °
i. Regional Border Projects (OPS ) i
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Subredpients are encouraged to prioritize the acquisition and development of regional projects f
on the borders to maximize Interoperaiaillty and coordlnmation capablllfies among federal agencies I
and with state, local,and tribai law enforcement.partners.Such regional projects include, i
Communications equipment; ! I
. Radio systems and repeaters
• Integration with regional Intelligence and information sharing effort(i.e.fusion centers)
o Intelligence analysts
+ Sua.tmonal Awareness equipment..
o License Plate Reader Networks
o Visual detection and surveillance systems
o Sensor Systems
a Radar Systems(for air and/or marine lncurslonsj
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$1,900 000-or
5%of the grant award, For the purposes of the limitations on funding levels, corm-num icotions
towers are not considered construction.
Written approval must be provided by DHS/FEMA prior to the use of any€WIS P funds for
construction or renovation. When applying for construction fm.mnds,recipients must submit
evidence of approved zoning ordinances,architectural plans,and any other locally required
planning permits.Add,tionally, recipients are required to submit a SF-42 C fc;m with budget
detail citing the project cost&
Recipients using finds for construction projects rnmist comply with time Uavis-Bacon Act(codified
as amended at 40 UoS,C. 3141 et seq.). Recipients niust ensure that their contractors or
subcontractors for construction protects pay Workers no less than the prevailing wages for
laborers and mechanics employed on projects of a character Ilke the contract worts 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)wade
deterrninations, is available online at httns,./wvvw,dol govfYYhdfoovcontracts/dbra�I rk.
K. Comrraarnications Tourers
When applying for funds to construct communication towers,subrecipients must submit
evidence that the Federal Communication Commission's Section 196 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 supporter by a Federal
awarding agency,except as otherwise provided in Federal statutes,,regulations, or Federal awarding
agency disposkfon instructions, the Sub-Recipient worst request disposition instructions from FDE
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 FOl=M Office of Domestic Preparedness at:2555 Shurnard
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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 Suds-Reclplent shays
notify the 1 DEM drmrsediaWy if the equipment is destroyed, lost,or stole,
M. Requirements for Small Unmanned Aircraft Systems(SHSP, UASI,and OPSG)
o
All requests to purchase Small Unmanned Aircraft Systems(SUA S)with FEMA grant funding must d
comply with dB 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. SA EGOM
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Emergency communIcations systems and equipment must meet applicable SAFECO �
Guidance, SUh-Recipients roust be coordinated with the Sir IC and the State Interoperabslsty
Governing Body(SIGN)to enure interoperabilify and long-terra compatibility.
Sub-Recipients must use FISGP funds for cybersecurity projects that support the security and
functioning of critical infrastructure and care capabilities as they relate ro terrorise preparedness
and may simultaneously support enhanced preparedness for other hazards unrelated to acts of
terroriser,
P. Law Enforcement Readiness(SHSP,UASI,and OPSG)
OPSG grant funds may be used to increase operational,material, and technological readiness
of SLT'f law enforcement agencies.The Delegation of Immigration Authority,Section 2 (g)of the
immigration and Nationality Act(INA) program allows a state or local lawn 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 jurisdiction* $1148', UASI,or OPSG grant funds
may be requested and may be approved on a case-by-case basis for immigration enforcement
training its support of Vie bonder security mission, bequests 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
DHSIIUL.SH5P, UASI, or OPSG Sub-recipients with agreements under section 287(g)of the
Immigration and Nationality Act(8 US. , §1387(g))to receive delegated authority for immigration
enforcement within their jurisdictions may also be reirnbursecd for section 287(g)related operational
activities with approval from FEMA on a case-by-case bask, For OPSG,Sub-Recipients roust be
authorized by USBP Headquarters and Sectors,and operational activities must be coordinated
through a tJSBP Sector,
a Maintenance and Sustainrnent(SHSP,UASI, and OPSG)
The use of DFISYFr-.MA preparedness grant funds for maintenance contracts,warranties, repair or
replacement costs, upgrades,and user fees are @Uovtable,as described in 1°l"MA Policy FP 205-4 2-
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 roust 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
recipionts the ability to meet this olc(ectdve,the policy set forth in F MA's 113 379, Guidance to State
Administrative Agencies to Expedite the Expenditura of Certain DHS1FEMA,Grant Funding, initially for
FY 2007-201-1, allows for the expansion of eligible maintenance and sustainrnent costs which roust
52
be in(t)direct support of existing capab€lities;(2)Must be an otherwise allowable expenditure tinder`
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 casts may also be in support of equipment,training,and critical � f
resources that have previously been purchased with either federal grant or any other source of
funding rather than DHS/FENIIA preparedness grant program,dollars,
Management and Administration( A)(NSGP& LIASI) i
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Management and administration(M&A)activities are those directly relating to the management and,
administration of HSGP funds, such as financial management and monitoring. Sub-Recipients
awarded M A costs under this agreement can retain a maximum of up to 5%of their total agreement
award amount for M&A costs.
MA activities includes;
Hiring of full-time or part-time staff or confractorskonsultants;
To assist with the rnanagament of the respective grant program.
0 To assist with application requirements.
i 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 manacgernent 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-Reciplenis.This
funding must be deducted In an equal percentage from each Suh—Recipient. Sub-Recipients and
friendly forces may retain funding for M A purposes; however,the total amount retained cannot
exceed 6 percent of the Sub-recipient's subaward. Friendly forces are local law anforcernent entities
that are subordinate Sub-Reciplents under OPSG, in other words,friendly forces are entities that
receive s subaward from a Sub-Recipient under the OPSG program, Friendly forces must comply
with all requirements of Sulu-Recipients under 2 C.F.R. Dart 200,
S. Procurement
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All procurement trainsact ons will be conducted in a manner providing full and open competitlon and
shall comply with the standards articulated in;
2 C,F,R, hart Mpg
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 exarnple, If a State statute imposes a stricter requirement than a
Federal regulation,than the Sub-Recipient crust adhere to the requirements of the State statute.
The Division shall pre-approve all scopes of work for projects funded tinder this agree€merit.
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 w;th a suspension and debarment fora for each vendor that performed work under the
agree€rent. 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.
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State Term Contract:A State Term Contract is a contract that is competitively procured by the
Division of State Purchasing for seloGied products and services for use by agencies and eligible
users, Florida agencies and eligible users may use a request for quote to obtain written pricing or
services information from a state terry!contact vendor for commodities or contractuat services
availabie on a state term contract frorn that vendor,Use of state term contracts is mandatory for
Florida agencies in accordance with section 287.056,Florida Statutes.
Alternate Contract Source:Ar.Alternate Contract Source is a contract let by a federal, state,or
local government that has been approved by the Department of Management Services,based on a
determination that the contract is cost-effective and in the best interest of the state,for use by one or
all Florida agencies for purchases, without the requirement of competitive procurement.Alternate
contract sources are au0orized by subsection 287.0,42('16), Florida Statutes, as'implemented by Rule
GOA-1.045, Florida Administrative Code,
General Services Administration Schedules.The General Services Administration(GSA)is an
Independent agency of the United States Government,States,tribes,and local governments, and any
instrumentality thereof(such as local education agencles or institutions of higher education)may
participate in the GSA Cooperative Purchasing Program.).Refer to the appropriate GSA Schedule
for additional requirements,
T, Pl9gybacking
The practice of procurement by one agency using the agreement of another agency is called
piggybacking. The ability to piggyimck 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 vendors consent. The terms and conditions of the new contract, including
the Scope of Work,must be substantially the same as those of the existing contract. The piggyback
contract may not exceed the existing contract in scope or volume of goads or services, An agency
may not use the preexisting contract me-rely as a"basis to begin negotiations"far a broader or
materially different contract.
Section 216.971,Florida Statutes
Statutory changes enacted by the Legislature impose additional requirements on grant and Sub-Recipient
agreements funded with Federal or State financial assistance. In pertinent part, Section 2,15.971(1)
states.
-
An agency agreement that provides state financial assistance to a Recipient or Sub-Recipient,as
those terms are defined In s, 215.97, or that provides federal financial assistance to a Sub-
Recipient,as defined by appilcable United States Office of Management and Budget circulars,
must include all of the following:
* A provision specifying a Scope ol"Wori(that clearly establishes the tasks that tne
Recipient or Sub-Recipient is required to perform.
* A provision dividing the agreement into quantifiable units of deliverables that must be
received and accepted In writing by the agency before payment.Each deliverable must
be directly related to the Scope of Work and spec;fy the required minimum level of
service to be peilon-ned and the criteria for evaluating the successful cornpiotlon of each
deliverable.
* A provision specifying the financial consequences that apply if the Recipient or Sub-
Recipient falls to perform the minimum levei of service required by the agreement,The
provision can be excluded from the agreement only if financial consequences are
prohibited by the federal agency awarding the grant.Funds refunded to a state agency
from a Recipient or Sub-Recipient for failure to perform as required tinder the agreement
54,
may be expended only in direct support of the prograrn from which the agreement
originated.
• A provision specifying that a Recipient or Sub-Rociplent of federal or state Financlal
assistance may expend funds oNy for allowable costs resulting from obligations incurred
during the specified agreement period.
• A provision specifying that any balance of unobligated funds which has beer,advanced or
paid must be refunded to the slate agency.
A provision specifying that any funds*aid in excess of the amount to which the Recipient
or 80-Reciplent is entitled under the terms and conditions of the agreement must be
refunded to the state agency,
Any additional Information required pursuant to s.215-97,
U. U n I q u e Fruity Id o in Ufle r anal $ystern for Awa rd M an a g om e nt(SAM)
Sub-Reciplents for this award m ust.
Be registered in SAM;
0 Provide a valid DUNS number;and
0 Continue to maintain an active SAM registration with current information at all times during
which It has an active federal award,
V. Reporting Requirements
4. Quarterly Programmatic ReportfnW.
The Quarterly Programmatic Report is due within thirty(30)days after the end of the reporting
periods(March 31, June 30,September 30 and December 31)for the life of this contract.
* If a report(s)is delinquent,future financial reimbursements will be withheld Until
the Sub-Recipient's reporting is current.
* If a report goes two(2)consecutive qUarters without Sub-Recipient reflecting any
activity and/or no expenditures will likely result in ter niinaVon of the agreement.
PrograLnmatic F e ortina Schedule
ep tLng erlq�d_.!�r due to FDEM no later tthan
January I through March 31 A �30
April I.through June 30 July3j
Ju!YLthrou October 31 2h September 30
October I throuqh December 31 January 31
2. Programmatic Reporting-Biannual Strategic Implemontation Rep oil(BSIR),
After the end of each reporting period,for the life of the Contract unless directed otherwise,the
SAA,will complete the Biannual Strategic Implementation Report in the Grants Reporting Too[
(GR)bttpsWyWw. s The reporting periods are January I-June 30 and
July 1-December 31. Data entry Is scheduled for December'l and June I respectively. Future
awards and reimbursement may be withheld if these reports are delinquent.
3. Reimbursement Requests,
55
A request for reimbursement may be sent to your grant manager for review and approval at any
time during the contract period, Reimburserne tits must be requested within ninety(90)calendar
days of expendjUire of funds,and quarterly at a mtrilmurn. Failure to submit request for
reimbursement within ninety(90 calendar days of expenditure shall result in denial of
reimbursernent. The Sub-ReQlpient should include the category's corresponding line item
number In the"Detall of Clairns"form. This number can be found in the"Proposed PtogrElm
Budget". A tine item number is to be included for every dollar amount listed in the"Detail of
Claims'form.
4. Closo-out Programmatic Reporting-
The Close-out Reporl Is due to the Florida Djvision,of Emergency Management no later than sixty
(60)calendar days after the agreement:s 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 compete
the standard award and/or closeout process. FIDEM witl 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.§200M8,
or apply special conditions to
consider this Information in reviewing future award applications,
existing or future awards,
W. Programmatic Point of Contact
Contractual Point of ContaGt Programmatic Point of Contact
Kizzy K, Caban Amy Gannon
FDEM FDEM
2555 Shumard Oak Blvd. 2555 Shumard Oak Blvd.
Tallahassee,FL 32399-2100 Tallahassee,FL 32399-2100
(850) 8,154348 (850)816-4356
-,-KlgL.Caban(c),em.myffor',,da.com Ain,-Garnion2em-T f1,odd2,,c_o-rn
X. Contractual Responsibilities
* The FDEM shall determine eligibility of projects and approve changes'in Scope of Work,
0 The FDEM shall administer the financial processes.
Y. Failure to Comply
fA Failure to comply with any of the provisions outlined above shall result in disallowance of
reimbursement for expenditures.
56
ATTACHMENT C
DELIVERABLES AND PERFORMANCE i
State Homeland Security Program(H P),I-ISGP supp'aorts the implementation of risk driven,
capabilities based State Homeland Security Strategies to address capability targets set In Urban Area,
Stag,and regional Threat and Hazard identification and Risk Assessments(THIRAs).The capability
levels are assessed in the Stag Preparedness Report(SPR)and inform planning,organization,
equipment,trMning, 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€his Agreement,the[Xvision shall reiinbUr e
the Scab-Recipient for the actual cost of successfully completing Planning activities consistent with the
guidelines contained In the Comprehensive Planning Guide CPG 101 v,2, For additional information,
please see IiAqlI�vwvr fem .rloA// dffabout/dJvisign n d/ _ f(;1 11 , df or gra&guidance(Notice of
Funding Opportunity). For the purposes of this Agreement,any p€anning acilvity such as those associated
with the Threat and Hazard identification and Risk Analysis('THI1`tA), State preparedness Report(SPR),
and other planning activities that support t the National Preparedness Goat(NP )and plat an emphasis
on updating and maintaining a current Emergency Operations flan(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 Stela-Reciptent,for the actual eligible coasts for Personnel, intelligence Anaiy+sts,Overtime
and Operational Overtime,
Exercise Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse
file Sub-Recipient for the actual coast of successfully completing an exercise which meets the Department
of Horneland Security Homeland Security Exercise and Evaluation Program(HSEEP)standards and is
listed in A)the State of Florida Mulfr-Year'Training&Exercise'Plan( '``TEP),and )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: h llvvh y ilis.df!s,gavIlis� gel. For the purposes of this
Agreement, any exercise which is compliant with HSEEP standards and contained in the State of Florida
rM Y'TEP 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 DMspon shall reimburse
the Sub4Reciplent for the actual cost of successfully completing a training course listed on the
Department of Homeland Security(D 'S)i approved.c:.our-se catalog. Per noon-DHS approved courses the
Sulu-Recipient shall obtain advance FDr--M approval using the lion- EC form by contacting their grant
manager. The DI-18 course catalog is available online af: Iri ;flfrai For the purposes of
this Agreement,any trap€nincg course iisted on the DHS approved course catalog qualifies as an authorized
course. The Sub-Recipient can successfully complete an authorized course either by attending or
conducting that course.
Equipment Deliverable: Subject to the funding limitations of this Agreement,the Division shall reimburse
the Sub Recipalent for the actual cost of purchasing an item identified in tine 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 are 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 Authorzed Equipment gist(A,Ei_)on ttie
Lessons Learned Information System at h .E°iaeta.fe a . uihar z�d-e ui. Lent-list, In addition,
agencies Will be responsible for obtaining and maintaining all necessar~,f cartificatlon and licenses for the
requested equipment.
7
i
Management Deliverablw Subject to the funding Iimjtatlons of this Agreement,the Olvislon shall
reimburse the Sub-Recipient for the actual cost for Management and Administration (M&.A)activities.
Costs for allowaWo 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 Mis
agrearnent.
58
ATTACHMENT D
Program Statutes and Regulations
1) Age Discrimfiiation Act of 1975 42 U,S,C. §6101 of seq.
2) Americans with Disabilities Act of 1990 42 U,S,C,§12'101-12213
3) Chapter 473,Florida Statutes
4) Chapter 215, Florida Statutes
5) Chapter 252, F Jolida Stat Lites
6) Title,V1 of the Civil Rights Act of 1964 42 U.S.C,§2000 of seq,
7) Title V111 of the Civil Rights Acts of 1968 42 U.S.0 3601 et seq,
8) Copyright notice 17 U,SL, §§401 or 402
9) Assurances,Administrative Requirements, Cost Principles,Representations and Certifications
2 C,F,R. Part 200
10) Debarment and Suspension Executive Orders 12649 and 12689
11) Drug Free Workplace Act of 1988 41 U,S.C.§701 at seq,
12) Dupflcaflon of Benefits 2 C.F.R. Part 200, Subpart E
13) Energy Policy and Conservation Act 42 U,&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) MyArnerlca Act of 1974 49 U&C. §41102 also 49 U,&G, §40118
16) Hotel and Motel Fire Safety Act of 199615 U.S,C.§2226a
17) Lobbying Prohibitions 31 U,&C. §1352
18) PAtents and Intellectual Property Rights 355 U.S.C.§200 at seq,
19) Procurement of Recove-ed Materials section 6002 of Solid Waste Disposal Act
20) Terrorist Financing Executive Order 13224
21) Title IX of the Education Amendments of 1972(Equal Opportunity in Education Act)20 U.S.G.
1681 et seq.
22) Trafficking Victims Protection Act of 2000 22 U,&Ga§7104
23) Rehabilitation Act of 1973 Section 504,29 U,S,C.§794
24) USA Patrict Act of 200118 UoS,Q,§ 175-172c
25) Whistleblower Protection Art 10 U.S,C, §2409,41 US.C. §4712,and 10 U.&G, 2324,41
U,S,G §4304 and§4310
26) 63 Federal Register 8034
27) Rule 10hapters 27P-6,27P-1 1,and 27P-1 9,Florida Administrative Code
59
ATTACHMENT E
JUSTIFICATION OF ADVANCE PAYMENT
SUB-RECIPIENT:
If you are requesting an advance, indicate same by checking the box below,
JADVANCERrQUESI-ED
Advance payment of$a is requestud, Balanoe of payinents will be nindo on a rehnbw-seimunt baiis. Thew
fuadg nre nocdml to pay staff',award beiietl I's to clients,duplicate fonns and pmhoie st&a-up,3-applies and equipmont We
would of be able to operate the program without this adionce,
If you are requesting an advance,complete the following chart and line Item justiflcatlon below,
ESTILAATED 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 earn
PROGRAM EXPENSES:
TOTAL EXPENSES:
_LLNE ITEM_JUSTIFICATION (For each line Item,provide a detailed justification explaining the need for the
cash advance, The justification Must Include supporting documentation that clearly shows the advance will
be expended within the first ninety(90)days of the contract term. Support documentation should include,but
is not limited to the following, quotes for purchases,delivery thriellnes,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,2555 Shumard Oak Boulevard,Tallahassee,Florida
32399,within thirty(30)days of receipt,along with any interest earned on the advance)
*REQUES'FS FOR ADVANCE PAYMENTS WILL BE CONSIDERED ON A CASE BY CASE BASIS*
Signature of Sub-Reciplent/Subconfractor's Authorized Official Date:
Name and Title of Sub-Recip[enl]Subcontractor's Authorized Official
60
t
S
ATTACHMENT F
WARRANT)WARRANT)ES AND EPRE NTATION �
I I
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F)nanjal f aAggement
The Seth Recipient's financial management system must comply with 2 C.F.R, 200.3 2.
I
Erggurenieuts
Any procurement undertaken with funds authorized by this Agreement must comply with the
reclUfrOments of 2 CY.R. 200,Part D—Post federal Award Requirements—Procurement Standards(2
C P.f1§ 200.317 through 200.32 ),
Business Hours
Hie ate-recipient small have its offices open for business,with the entrance door open to the
pukal)c, and at least one employee on site,from;
Monday to Friday from 8:00ar?to s Opm*
"luring the pandemmc,City building has been closed to the Public,but arran erments can still be made
fi_r e visit 1f needed.
Licensing and Perrmttfnq
All subcontractors or employees hired by the Sub-recipient shall have all current licenses and
permits rewired for all the particuier work for wNch they am hired by theSub-Reciplent,
1
ATTACHMENT G
a ,- C J s rrrt 'rt>rb+ U �3er7 1,6 ir1 Pi lbtiit
` rtd Vcrlut�s'y �ctttian' r �
Subcontractor Covered Transactions
F
i
The prospective subcontractor, _� , of the
Sub-Reclpient certifies, by submission of this document,that neither it,its principals,nor its affiliates are
presently debarred,suspended,proposed for debarment,declared ineligible, volunt rlly excluded,or
disqualified from participation in this transaction by any Federal department or agency,
SUB-CONTRACTOR:
y
Signature Serb-Recipient's Name
Name and Title FDEM Contract Number
Street Address DH8 Grant Award Number
City, State,Zap
Dale
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ATTACHMENT H
Statement of Assurances
All of the instructions,cguldance, limitations,and other conditions set forth in the Notice of Funding
Opportunity(NOFO)for this program are incorporated here by reference In the terms end conditions of f �
your award, All Sub-Recipients must comply with any such requirements set forth in the program N F .
s
,All Sa.tb-1 ecipients who receive awards made under programs that prohibit supplanting by taw roust
ensure that Federal funds do not replace(supplant)funds that have been budgeted for the same purpose
through non-Federal sources. z �
All Sub-Recipients Must ackno+pied e their use of federal funding when Issuing stater rents,press
releases, requests for proposals,bid Invitations,and other documents describing projects or programs
funded in whale or in part with Federal funds,
Any cost alfocable to a particular Federal award provided for In 2 C,FJR. Bart 200,Subpart F may not be
charged to outer Federal awards to overcome fund deficiencies, to avoid testrictions Imposed by Federal
statutes, reguiations, or terms and conditions of the Federal awards, or for other reasons, However, this
prohibition would not preclude a Sub-recipient from shifting costs that are allowable under two or more
Federal awards in accordance wiih existing Federal statutes, regulations,or the terms and conditions of
the F'ederat award.
Sub-Recipients are required to comply with the requirements set forth in the government-wide Award
Terra regarding the System for Award Management and universal identifier Requirements located at
,F..R, Part 25,Appendix A,the Bill text of which incorporated here by reference in the terms and
conditions of your award,
All Sub-Recipients must acknowledge and agree to comply with applicable provisions governing[ITS
access to records,accounts, documents,Information,facilities, and staff.
I. Sub-recipient roust cooperate with any compliance review or compliant investigation conducted by
the State Administrative Agency or IDWS.
2, Slab-Rec plant will give the State Adrninistrative Agency,DHS or through any authorized
representative,access to and the right to examine and copy,records,accounts, and tither documents
and sources of information related to the federal financial assistance award and permit access to
facility, personnel,and other individuals and Information as may be necessary, as required by DHS
regulations and other applicable laws or program guidance,
, Sub-Reclpient roust submit timely,complete,and accurate reports to the FD M and maintain
appropriate backup documentation to support the repaarts. Sub-Recipients must also comply with all other
special reporting, data collection and evaluation requirements,as prescribed by law or detailed in
program guidance.
4. Sulfa-recipient will acknowledge their use of federal funding when issuing statements,press releases,
requests for proposals, bid invitations, and other documents describing projects or programs funded in
whole or In past with Federal funds.
. Sub-Reciple t who receives awards made tinder programs that provide emergency communications
equipment and its related activities must comply with SAFECOM Guidance for Emergency
Communications Grants, including provisions on technical standards that ensure and enhance
interoperable communications,
When original or replacement equipment acquired under this award by the Snub-Recipient is no longer
needed for the original project or program or for other activities currently or previously supported by
3
C
DHSIFEIVIA, YOU MLISt request instructions from FI EM to make proper disposition of the equipment
pursuant to 2 QF.R, Section 20U13. {
7. DI-I&F MA funded activities that may require 2n EHP review are subject to t' MNS Environmental
Planning and Historic Preservation(EHP) review process.This review does not address all federal,, l
state,and local requirements,Acceptance of federal funding requires recipient to comply with all
federal, state,and local laves, Failure to vbtair,all appropriate federal, state,and local environmOrital
permits and clearances may jeopardize federal funding. If ground dishir lnq activities occur during
construction,applicant will monitor ground distt bance,and if any potential archeological resources are
discovered., applicant will immediately cease work in that area and notify the pass-through ant;ty,, if
applicable,and[;HSIFEI A.
S. Sub-Recipient will Comply with the applicable provisions of the following laws and pollees prohibiting
discrimination:
a, Title VI of the Civil nights Act of 1964, as amended,which prohibits discr[minatlon based an
race,color, or national origin(including limited English proficiency),
b. Section 604 of the Rehabilitation Act of1973,as arnended,which prohibits discrimination
based on disability.
c, Title IX of the Education Amendments Act of 1972, as amended, which prohibits discrimination
based on sex In education programs or activities,.
cl. Age Discrimination Act of 1975,which prohibits discrlrnlnabon based on age,
e, U.S.Department of Homeland Security regulation 6C.F.R. fart 19,which prohibits
discrimination based Lased on religion in social service programs.
64
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ATTACHMENT
Mandatory Contract Provisions 1 I
1
Provisions:
I
Any contract or subcontract funded by this Agreement must contain the applicable provisions outlined in
Appendix it to 2 C F,R, Part 204. It is the responsibility of the Sub-Reci lennt to include the required
provisions,
The Division provides the following list of provisions that may be required depending upon the type of
contract or vubcontract being funded by this Agreement:
OMB GUIDANCE PT.200 APP, l*
Pt. 200,App.1I
Appendix II to Fart 200--Contract Provisions for Non-Federal Entity Contracts Under Federal
Awa rds
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 sirnpllfleed acquisition threshold currently set at$159 000,which is
the Inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense
Acquisition Regulations Council(Councils)as authorized by 41 Ui&C. 1908,roust 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 the affected and the basis for settlement.
(C)Equal Employment Opportunity.Except as otherwise provided under 41 CfFR Part 60,all
contracts that meet the definition of'federally assisted construction contract"in 41 C FR Part 60-13 must
include the equal opportunity clause provided under 41 CF" 0-1 A(b), in accordance with Exec€dve
Order 11246,„Equal Employment Opportunity"(30 FR 12319, 12935,3 C FR.Dart, 1964-1965 Comp.,p.
339),as amended by Exacuflve Order 11376,'Amending Executive Order 11246 Relating to Eq a[
Employment Opportunity,"and implementing regulations at 41 CFR part 30,"Office of Federal Contract
Compliance Programs, Equal Employment Opportunity,Department of Labor."
(D)Davis-Bacon Act,as amended(49 U, .C,3141-3148).When required by Federal program
legislation,all prime construcilon contracts in excess of$2,000 awarded by non-Federal entities must
include a provision for compliance with theDavis-Bacon Act(40 U,&G. 3141-3144,and 3146-314 )as
supplemented by Department of Labor regulations(29 CFR Part 5, 'Labor Ctandard's Provisions
Applicable to Contracts Cowering 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 ilia
prevailing wages specified in a wage determination made by the Secretary of Labor, In addition,,
contractors rust be required to pay wages not less than once a weep. The noel-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 nivst be conditioned upon the acceptance of
the wage determination.The non-Federal entity must report all suspected or reported violations to the
Feelers;awarding agency.The contracts must also include a provision for compliance with the Copefarad
"Anti-Kickback"Act(40 U,B.C{, 3145),as supplemented by Department of Labor regulatfons(29 CFR Part
3 "Contractors and Subcontractors on Public building or Public Work Financed in Whole or in Part by
Loans or Grants from the United States'), The Act provides that each contractor or Bub-Raciprent must
be prohibited from inducing, by any means,any person employed in the construction, completion,or
repair of public work,to give up any pe,of the compensation to which fie or she Is otherwise entitled,The
non-Federal entity must report all suspected or reported violations to the Federal awarding agency.
65
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9
Contract Hours and Safety Standards Act 48 U,S.C, 3761-3708 There applicable,ail
� � y � � ply €
contracts awarded by the non-Federal entity In excess of$100,000 that involve the employment of
mechanics or laborers must Include a provision for compliance with 40 UJ SC, 3702 and 3704,as i l
supplemented by Department of Labor regulations(29 CFR mart 5), under 40 U,S,C.3702 of the Act, I
each contractor must be required to compute the gages 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 requlre ents of 40 U,S,C, 3704 are applicable
to construction work and provide that no laborer or mechanic rnust be required to work in surroundings or A
under working conditions which are unsanitary, hazardous or dangerous.These requirements do not
apply to the purchases of supplies or materials or articles ordinarily available on the open market,or ;
contracts for transportation or transmission of intelligence. I.
(F)Rights to Inventions Made Under a Contract or Agreement, If the Federal award meets the
definition of"funding agreement"under 37 CPR§401.2(a)and the recipient or Sind-Reciplent wishes to j
enter Into a contract with a small business flan or nonprofit organization regarding the substdtutdon of
parties, assignment or performance of experimental,developmental, or research work Linder that"funding
agreernnent,"the recipient or Sub-Recipient must comply w1th the requirements of 37 CFR Part 401,
�Ricdtrts to inventions [Made by Nonprofit Organizations and Small Business Firms Under Government
Grants, Contracts and Cooperative Agreements,'and arty implementing regulations issued by the
warding agency.
( )dean Air Act(42 d.d,S.C<7401-7671 ci.)and the Federal Water Pollution Control Act(33
U.S.C, 1261-1387),as amended—Contracts and subgrants of amounts in excess of$150,000 must
contain a provision that reciudres the non-F'acderal award to agree to comply with ail applicable standards,
orders or regulations issued pursuant to the Cleary Air Act(42 U,S.C.7401 µ7671q)and the Federal Water
Pollution Control Act as amended(33 U,S.C. 125'1-1387),Violations must be reported to the Federal
awarding ardency and the Regional Office of the Environmental Protection Agency(EPA).
( )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 Consorvatdon Act(42
U.S.C.6201)•
(1)Debarment and Suspension(Executive Orders 12549 and 12669)—A contract award(see 2
CFR 180,220)must not he made to parties listed on the governrnentwide Excluded Parties List System in
the System for Award Management(SAM), in accordance with the Oltrld8 guidelines at 2 C R 180 that
implement Executive Orders 12549(3 CFR Part 1986 Comp.,p, 189)and 12689(3 CFR Fart 1989
Comp.,p, 235),'Debarment and Suspension.'The Excluded Parties List System in SAM contains the
names of parties debarred, ;suspended, or other ise axrltrded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
(J)Byrd Ant!-Lobbytng Amendment(31 t.d,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 riot
and has neat used Federal appropriated funds to pay any person or organization for Influencing or
attempting to Influence an officer or employee of any agency,a member of Congress,officer or employee
of Congress,cr an employee of a member of Congress In connection with of tatning any Federal contract:,
grant or any rather award covered by 31 U.S.C. 1352.Each tier must also disclose any lobbying with rion-
Federal funds that takes place in connection with obtaining any Federal award.Such disclosures are
forwarded from tier to tier rip to the nonµFederat award.
(K)See 200.322 Procurement of recovered materials,
6
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ATTAG14MENT J
Financial and Program Monitoring Guidelines
Florida has enhancod state and local cis abilibY and capacity to prevent, prepare and respond t
terrorist threats sine 1999 through various funding sources Including federal grant funds The
Florida Division of Emergency Management(FDEM)has a responsibility to track and monitor the
status of grant activity and items purchased to ensure compliance with applicable Homeland t
Security Grant Program(HSGP)grant guidance and statutory regulations, The monitoring process g
is designed to assess a Sub-recipient agency's compliance with applicable state and federal i
guidelines. i
MoNcring is accomplished utilizing various methods including desk monitoring and on-sire
visits. There are two primary areas revle�wd during monitoring activities W financial and
prograrnm atic monitoring, Financial monitoring primarily focuses on statutory and regulatory
compliance with administrative grant requirements, It involves the revi&N of records associated with
the purchase and dispositlon of property,projects and contracts. Programmatic monito&g seeks
to validate and assist In the grant progress,targeting issues that may be hindering project goals
and ensuring compliance.avith the purpose of the grant and overall grant program, Programmatic
monitoring involves the observation of equipment pur&ased, protocols and other associated
records. Various levels of financial and programmatic review may be accomplished during the
monitoring process.
MonitgJr`ic8L1e+ction andScheduling:
Each year the FI39,11 wile conduct monitoring based on a'Risk A-3sessimnt". The risk assessment
tool is used to help in determining the priority of Sub-Reciplents that should be reviewed and rile
level of monitoring that should be,performed. It is important to note that-although a given grant may
be closed,it is still subject to either desk or on-site monitoring for a five(5)year period following
closure.
Area,that will be Examined include:
Management and administrativeprocedures;
+ Grant folder maintenance;
+� Equipment accountablHty and said-hared receipt procedure%
Program for obsolescence;
Status of equipment purchases;
Status of training for purchased equipment;
Status and number of msponse trainings conducted to include number trained,
* ,Status and number of exercises;
* Status of planning activity,
* Anticipated projected completion;
* 0ifflcultles encountered in completing projects;
* Agency tail MS11GS compliance documentation;
a Equal Employment Opportunity(EEO Status)„
* Procurement Policy
FDEM may request additional monitoringlinforrnation of the activity, or lack thereoft generates
questions from the region,the sponsoring agency or FDEM leadership. The method of gathering
this information will be determined on a case-by-case basis.
Monitoring Activities:
Desk reviews and site visits are two forms of monitoring. Desk monitoring is the review of projects,
financial activity and technical assistance between FDEM and the applicant via e-mai[and
telephone. On site monitoring are actual visits to the Sub-Recipient agencies by Division
representatives who examines records, procedures and equipment,
7
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Desk monitoring is an eon-going process. Stab-Reciplents will be required to participate in desk top
monitoring as Bete rmIned by FOEM, This contact wlll provide are opportunity to identify the need for
technical assistance(TA)and/or a site visit if FDEWI determines that a Sub-Recipient is having i
difficulty completing their project, E
As difficultlesldeficiencies are identified, the respective region or sponsoring agency will be notified
iI
by they program office via email. Information will include the grant Sub-Reciplent agency name, d
year and project description and the nature of the Issue in question. Many of the issues that arise
maybe resolved at the regional or sponsoring agency level, Issues that require further TA will be
referred to FDEM for assistance, Examples of TA Include but are not limited to,
• Equipment selection or available vendors
s Eligibility of items or services
• Coordination and partnership with other agencies within or outside the region or discipline
w Record Keeping
. Reporting Requirements
Documentation in support of a Request for ReimbUrsement
art-site monitoring will be conducted by FDEM or designated personnel, Can-site monitoring visits
will be scheduled in advance with the Sub-Recipient agency POO designated in the grant
agreement,
FDEFO 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
s needed,
On-Site Monitoring Protocol
Get-site monitoring visits will begin wlth those grantees that are currently spending or have
completed spending for that federal fiscal year(FF'Y). Site visits may be combined when
geographically convenient. There is a financial/programmaU On-site monitoring checklist to assist
in the completion of all required tasks,
Sate Vf ft Pre a,ratioia
A letter will be sent to the Sub-Recipient agency Paint of Gontact(POC)outlining the date,time and
purpose of the site visit before the planned arrival date,The appointment should be confirmed with
the grantee in writing(ernall is acceptable)and documented In the grantee folder,
The physical location of any equipment located at art alternate site should be confirmed with a
representative from that location and the address should be documented in the grantees folder
before the site visit.
On-Site Monitoring Visit
Once FDEM personnel have arrived at the site,an orientation conferences will be conducted.
During this time,the purpose of the site visit and the items FDEM intends to examiner will be
Identified,All objectives of they site visit will be explained during this time.
FDEM personnel will review all Files and supporting documentation. Once the supporting
documentation has been reviewed,a tcaurlvgsuallspot inspection of equipment will be conducted,
Each item selected for review should be visually inspected whenever possible, Bigger items
(computers, response vehicles,etc.)should have an asset decal(Inforr ation/serial number)pieced
in a prominent location on each pieces of equipment as per Sub-Recipient agency
requirements, The serial number should correspond with the appropriate receipt to confirm
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purchase. Photographs should be taken of the equipment Marge capital expenditures in excess of
1,000,per item). �
If an item is not avallable(being used during Clive of the site visit),the appropriate documentation
must be provided to account Tsar that particular pied of equipment. Other programi-natic lesues can
be discussed at this tirne,such as missing quarterly reports, payment voucherlrelrnbursernent,
equipment,questions, etc..
9 f Monitoirinsm Visit
FIDEM personnel wili review theOn-site monitoring worksheets and backup documentation as a I
team and discuss the events of the Can-site monitoring.
Wjftl in Forty-Five(4 )calendar stays of the site visit,a past monitoring letter wlli be generated and r
seat to the grantee explaining any!Mies and corrective actions required or commendations.Should
no Issues or frostings be identified,a post monitoring letter to that effect A be generated and sent to
the Sub-Recipient, The Sub-Recipient grill submit a Corrective Action plan within a timeframe as
determined by FDEM.. Noncompliance on behalf of sub-grantees is resolved by management under
the terms of the Sub-Grant Agreement,
The tin-site monitoring report and ail back up documentation wlit then be included in the Sub-
Recipient's file.
Monitoring Rosoorraibliltlos of!!as Ahrur ELAitle
Subreciplents who are pass-through entities are responsible for monitorinrg their subreditnts in a
manner consistent with the terms of the federal a;svard at 2C.F.R.Fart 200, including 2 C,FA.
200. r, This includes the pass4hrough entity's responsibility to monitor the activities of the
subrecipient as necessary to ensure that the subaward is used for authorized purposes,if)
compliance with federal statutes, regulations;and the terms and conditions of the subawardt end
that subaward performance goals are achieved,
Subreciplent responsibilities also Include but are not limited to:accounting of receipts and
expenditures,cash managar ent,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 tennis and conditions of the award or
subaward, as applicable, including the terns of 2 .F,R. Darr 200,
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ATTACHMENT K
a
EMP GUIDELINES
ENVIRONMENTAL PLANNING&HISTORIC PRESERVAT ICON (EHP)COMPLIANCE GUIDELINES i
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 prig to Initiation of tine
project; s
• New Construction,Installation and Renovation, including but not limited to.
o Emergency Operation Centers
v Security Guard faoilitles
* Equipment buildings(such as these acco parvying communication towers)
Waterside Structures(such as dock houses, pier%etc,)
• piecing a repeater and/or other equipment on an existing tower
• Renovation of and modification to buildings and structures that are 80 years old or alder
• 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,
o Lighting
• Fencing
c Closed-circuit television(CCTV)systems
• Motion detection systems
• Barriers,doors,gates and related securly enhancements
In addition,the erectlon of communications towers that ai~e 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 rev env,the Sub-Reciplent must subunit the EHP Screening Form to the
State Administrative Agency(SAA)for review prior to funds being expended'. The SAA Point of
Contact for EHP review is:
s. Fellcia Fnnoek
Bureau of Preparedness Dom tic Security
255 5hLgnard Oak Boulevard
Tallahassee Florid 523g - 1 g
Telephone. 860-8 a6-434
'E�-lSuk�nals�tonsgerr�r��'�l'lorida.�
11, The CAA POC will forward EFIP Screening Forms to DHS/FEMA for review and approval,
Ill. Sub-Recipient's must receive written approval,from the SAP.prior to the use of grant funds for
project implementation. THE PROJECT MAY NOT BEGIN UNTIL FINAL FEMA APPROVAL IS
RECEIVED,
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ATTACHMENT L
REIMBURSEMENT CHECKLIST q s
PLANNING
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1. Does the amount billed by consultant add up correctly? k3
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L] . Has all appropriate documentatlon to denote hours worked been properly signed? �
, Have copies or all planning materials and wor'r,product (e.g, meeting documents, copies
of plans) been Included? Note - If a meeting was Feld by Sub-Reclpienf or
contractor/consultart,t of Sub-Recipient, an agenda and signup sheet with meeting elate
must be included),
4. Has the invoice from consultant/contractor been included?(Note—grant agreement roust
be referenced on the Invoice,)
5, Has proof of payment been included?
Canceled check(Showering the transaction was processed by the bank)
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit card company for that staternent
, Has Attachment C Cmund within Agreement wvl't'a FDEM) been completed for this
contractor/consultant and included in the reimbursement package?
7, Has proof of purchase methodology been lnciuded?Please see Fo)-M 5 of Roporf ngForn
or Purchasing basics Attachment if frrtfaher clariPy is needed.
Sole Source(approved by FIL M for purchases exceeding$ 5,000)
State Contract(page shoving contract , price list)
Competitive hid results(e,g.Quotevvire,bid tabulation page)
onsultantsXontrac ors jNote: this,apigIlestg.contractors also billed underp tcarrixatimi
TRAINING
1, Is the course I HS approved?
Is there a course or catalog number?
1 if not,has FIDE,FIDEM approved the non-0118 training?
4. Have Sign-In Sheets,Rosters and Agenda been provided`
E] 5, if billing for.overdime and/or back ill, has documentation been provided that lists attendee
carries,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? I
For backfill, has a clear dellneatiorslcross reference been provided showing who
was baekfilling who?
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6, Have the names on the sign-in sheets been cross-referenced with the names of the
individuals far whom training reimbursement costs are being sought?
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7. Have any expenditures occurred in support of the training such as printing casts, costs
related to administering the training,planning,scheduling,facilities,materials and supplies,
reproduction of materials, and ecli.iiprnent? If so, receipts and proof of payment must b l
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submitted.
Canceled check(Shovvincd the transaction was processed by the bank)
Electronic Funds Transfer(EFT) Confirmation
Credit Card Statement&payment to credit card company for that statement
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7, Has proof of purchase methodology been Included?Please see Form 5 of Deporting Dorms
oi•Purchasing Basics Attachrrierit if further clailty is noededl
Bole Source(approved by FIDEM'or purchases exceeding 25,000) 1
Mate Contract(page showing contract ,price list)
_ Competitive bid results(e.g.Quoteuvire,bid tabulation page)
FXERLC S
1, Has documentation been provided on the purpose/objectives of the exercise?
Situation Manual
Exercise Plan
?, if exercise has been conducted are the following inolUded:
.-After-Action Report
Sign-in sheets
Agenda
u ter
3.. if billing for overtime and backtill, has a spreadsheet been provided that lists attendee
names, department, # of hours spent at exercise, Dourly 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 delineaflorfcross reference been provided showing who
was bacicfUling who?
Ej 4. Have the narnes can the sign-in sheets been cross-referenced with the names of the
individuals for whom exercise reimbursement costs are being sought?
. Have any expenditures occurred can supplies (e,g,, copying parer, gloves, tape, etc) in
support of the exercise? If so, receipts and proof of payment must be included.
Canceled check(Showing the transaction was processed by the basic)
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit caret company for that statement
6. Have any expenditures occurred on rental of spacellocations for exercises planning and
conduct, exercise signs, badges, etc.? if so, receipts and proof of payment anus# be
included, '
Canceled check(Showing the transaction was processed by the bank) t
Electronic Funds Transfer(EFT)Confirmation
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Credit Card Statement&payment to credit card company for that statement
. Has proof of purchase methodology been included? Please sea Farm 5 of Repof*g P f
ForTrts or Purchasing Basics Rttachrrment if further clarity is noo ed,
Sole Source(approved by FIDEM for purchases exceeding 2 ,00 )
State:Contract(page showing contract , price list)
�.Competitive bid results(e.g.Quoteorire,hid tabulation page) �
E il7PM,t„NT
1. Have all invoices been included?
Has an AEL#been identified for each purchase?
If servicelwsrranty expenses are listed, are they only for the Performance period of the
grant?
Fla$proof of payment been.Included?
Canceled check(Showing the transaction was processed by the bank)
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit card company for that statement
If EHP fours needed, has a copy of the approval DIIS been Included?
a. Has proof of purchase methodology been included? Please sae ,Form 5 of Roporth)g
Forms or Purchasing Basics Attachment if further cl�-rrify is needed
Sole Source(approved by Ff E1O for purchases exceeding$ 5,000)
_State Contract(page showing contract 41,pace list)
Competitive bid results(e.g.Quotewire,bid tabulation.page)
MA YaL_1CQffF_ERENCES
1, Have all receipts been turned in, itemized and do the dates on the receipts snatch travel
dates?
Alrpiane receipts
Proof of mileage ( oogle or Yahoo reap printout or mileage tog)
Toll and/or larking receipts
Motel receipts(is there a zero balance'?)
„ Car rental receipts
Y_ Registrations fee receipts
Note: make sura that meals paid for by conference are not included In per diem
amount
. If travel is a conference has the conference agenda been included"?
3, Flas proof of payment to traveler been Included?
Canceied check(Showing the transaction was processed by the bank)
Electronic Funds Transfer(EFT)Confirmation
Credit Card Statement&payment to credit card company for that statement
Copy of paycheck if reimbursed through payroll
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SALARY POSITIONS
1. Has a stq ed, tirnesheet by employee and supervisor been included? Timesheet must
certify the hours and information presented as true and correct.
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2. Has proof for time worked by the employee been drcluded? Is time period summary
included?
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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 Milling for overtime and backfitl, has a spreadsheet been provided that lists attendee
names, department, # of hours spent at exercise, Dourly 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 cdellneationJcross reference been provided showing who
was backfilling who?
FOR ALL RF'IMSVRS MFNTS-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 POETF category?
, Does the total on all Forms submitted swatch?
Has Reimbursement Norm been signed by the Grant Manager and Financial Officer?
S. Has the reimbursement package been entered into Sub-Recipients record s/sp read sheet?
Have the quantity and unit cast 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
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ATTACHMENT
CERTIFICATION REGARDING LOBBYING �
Check the appropriate box:
CAX This Cer!Ification Regarding Lobbying is required because the Contract, Grant, Lean, or
Cooperative Agreement will exceed;$100,000 pursuant to 2 C F.R. Dart 200, Appendix It([); 31 �
td S.C. § 1352E and 44 C.F.R. Fart I& I
0 This Certification is Lol required because the Contract. Grant, Loan, or Cooperative Agreement
gill be less than 1I3g,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-LI_L, "Disclosure Fon-n to Deport Lobbyng, 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 ([ncluding subcontracts,subgrants, and contracts under
grants; loans, and cooperative agreements)and that all subrecipients shall certify and disclose
accordingly.
This certification is a material representations 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$1 gg,000 for
each such failure.
The Sub-Recip[ent or subcontractor,. City of Mkam I 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,
z:iIgnature or ub-Icipientlsubcontractor`s Authorized Official
Arthur Norie a,Clty Manager
Name and Title of Sub-R ciplentlsubcontractor's Authorized Official
Date
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ATTACHMENT
REPORTING FORMS
An Excel version of the follollving forms along with?nstr=uctlons will be provided Separately.
On/1010N oP MV RGF—NGY raAMdutf,C.C—Ps7ENT I f
RPnwxlcfatl}dtra4ok:e€and P t'fonak h..Trnnittnq
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Y^{�exl�fans Af3.RJ=arwcr<�cu �€zS�Erz;='I.q,
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DIVISION OF EATER ENCY MANAGEMENT
REIMSURSEMENT REQUEST
Form 2
RECIPIENT(GRANTEE -AGREEMENTIfi 16-DS-T8
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00.a"t'S id'I LIF;tREp C:d4.fRFNG THE PERIOD OF: THROUGH S ptpaibor 301_ P74
shad"carts-nAV"I.0ctud dr r Yc,You eta noL Wend 14*,,vw any Wngf.Sntn 11adad aa113- m,.. ..
TE918 MUST 65 ACCCOMPANIED BY THE DETAIL OP C,1A1jja f-ORAM
1 Planning Expenditures
,. . ........ .......
2.Training Expenditures
3 Exercise Expaniitures
4 Or ciniza,Cfenaf Expenditures
,s Equipment :xpenditures
#6 Management nst and Adrnir isdrVion Expenditures
(1Y tttly uY fe
TOTAL EXPENDITURES
t h 11.1 y narksry 11w kha adaravo a.>sas a:ra V..alas vA lld no..An knaurrad In A"Om#alon whin the prnjant maraansmadt..
6raak hMAr.all r
k hereby eartily0tat kltu Above antes are tmo and valid marsfxInamrsd In aoo�Martae w1s51..tho prm)ae.,f amraamw"L
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TO BE COMPLETED BY AEM STAFF
AGR15SMENTAV#t3UNT $0.00 TOTAL AMOUNT TO ck£PAID
PREVIOUS PAYMSNT(S) i7H rl k 5 INVOICE
THIS PAYMENT r—µ .,.W,.P$9 00
REMAINING BALANCE
�awrk ar p- as 4 aAT9 9USMIT ECI TO pDtM
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DIVISION OF EMERGENCY MANAGEMENT
Cast Ana[ya«
Form 6
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DIVISION OF EMERGENCY MANAGEMENT
TIME ANDEFFORT
FORM 7
Us form is reqWrad to accompaily rehliumurit Oaks forsaWes charged to the grant
EmployteName:
PayPorjod: TD Idute Co&uted Eours for Pay Petiod
Week 1:Dates to Week 2:Dates to
Grand TOW
W T F S S N1 T W � T F T
I �HSP M&A 51 10 L5 2 3,5 115
, 7
2 milqu 0 111 0 0
,7
3 Orgla6atioa 01 —101
4 pr.wA
1 6 44 vim,Nn 21 4 10 8 5 1 j
7 Sivlc Twe 3 3 3
10
I t 0 0
12 0 0 0
13 I0
141
pai °Total 01 0 81' 8 8F--0-j 8 31—010 81 9 8 0 -2-4 56
Week One Total 32 WeekFwo Total 241 '56
I bore by terrify t1iol to tb bra[of my lInovilef1p aild belief,the reported fiio�,illoaafio a billered 141
piotl�i w6kh t Ids repi corers, H115 report is xwl"11e asid In occoi&ice A(hloum,State,wid Fedeml Repilaflons and Gividuct
pertAflig to rfiffibolleuill Oil Homeland Security Grant fqrds'
FmLce 81plilre:
By signing this ivIN14,I uNlry to the hest of my tolowledge and Wlef float tho Ivprt"s me,compleu,A ace Irate,and dio upoiidlfuivs,dishwemwift wl w6 roulpis art
for the piqos es and 6otivesset torus In Ilia fw auft undillota of h Fe deml miW,I aill 11rare that Bury f6e;01410 IN,or hwoo lit Ul'at ontission of ash l
ifiatcrinl ful,may ubjoN me to c6fial,dyll or a sfnisfealrte pewiltics for fratAlAo sWootents,fallie&lffll 01,utivnk
CLOSE-OUT REPORT
FORM 8
This form should be completed and 8ubmitted to the DW icn no later than sixty(60)days
aster compforfiam of Projects or the termination date of the Agreement,whichmer occurs frsL
ke St
REQ1PlFNT I GRANIFlir AGREFM MT#
Street Address
A 6—Diii iss AGSWMENT AMOUNT
01TY AND STATE AGREZVJ�Nr PM00 OP PFRFORIVI ANCE mm
lap. 131 01
TOTAL DATA RXPQN01TU9V(8J PAYMFUT RrUEWF.12,
Da aT OA Yea aR I C�L� X P U N 0 FTDR U& DATE AMoUNT
2,rM H ewA,
3,M�C—t.
S.14 1 M 014t,�Ufl,Cono
;rs*ae ,�00
& �D
J
Please Ind leate Amo ti n ts For The Following: VVas Equipment Purchased?YIN
yw-i,provida fhal aquIpiTent list rxior w ciaAti-%T
Aqreenlont ARIOUnt Were Furd5 Expended In accordafice
Totat Expenditures with agreernent terms?YIN
D�obligatei Funds All quarterly reports,submitted up to
owrent reporting period?WN
Indicate Amount s Rotated to Advance($), REFUND,AND/ FINAL INTEREST CHECK
[l kotappiloalale,pleagR Prot"afm to next Apoflon
Total Arnount of&,snce(s)ReoeNzd Refum]andior final Interest check is due no later than
Total Expenditures ninety(90)days after the expiration date of the Agmement.
DeQbl!gated Amc,unt of Advance ReCA Make Cashier,Division of Finargency
check Management
Interest Imarnecl on Advance payable to
Mail tw Florid at Mvl"n of Eirl e rge n ry
2556 Shurnald Oak Boulevard
Balance of Ag-eernert 011ted to FID170A Tallahassee,FL 32399-2100
I hereby certify that the ahove,cost(s)are true and valid cast(s}Incurred in accordance With the project agreement
I hereby cei-tify that the above costs are true and valid costa incurred In accordance With the project agreement
Date:
Grant Mina g e r
signed: Data;
Financial Officer
By signing thisrgport,I cortify to the best of my knowledge and belief that the report Is true compiete,and accurate,
and the*xpandIturos,disbutzementsand cash rscotptsafe for the purpowsand objectives set forth In the ter sand
CondItIonsof the Federal award.I am aware that any false,fictitious,orfraudulent Inforniation,or the onAl"lon,of zany
Material fact,may subject me to crirninal,civil oradmInIstrativo penal"sfor fraud,false statement%false clalms or
otherwise.
83