Item C20AGENDA ITEM SUMMARY
Meeting Date:— June 20, 2012 Division: - Emergency Services
Bulk Item: Yes X No — •, Emergency Management
AGENDA ITEM WORDING: Approval of an Emergency Management Performance Grant FY12
• Funded •_. •__ 13-FG- -11-54-01 -111 in the amount • $65,152.00, fully grant
funded and no • match, and authorization for the County Administrator to execute any •
required documentation in relation to the application process. I
ITEM BACKGROUND: This is an annual Grant Agreement between the State of Florida, Division of
Emergency Management • • • The Grant is intended to enhance County Emergency
Management • and programs that are consistent with the State Comprehensive Emergency
Management Plan and •
CONTRACT/AGREEMENT CHANGES: This Agreement shall • on July 1, 2012 and shall end
June 30, 2013.
STAFF RECOMMENDATIONS: .••• • • create a •. ••- number for
Federal Agreement to facilitate Finance Dept. project management.
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY:—$ 0.00 SOURCE OF FUNDS:. Base Grant
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year 65,152
APPROVED BY: County Atty X V OMIT/Pu Vsing X Risk Management _X_
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDAITEM#
Revised 7/09
CC CIUNTYJ MONROE
KEY WEST FLORIDA 33040
(305) 294 4641
1&7Y7YLUr;-5-r-eXERUE-f
49063 d Street Ocean
Marathon, FL 33050
Phone (305) 289-6088
VJJ*JTJI$ rlIJU W�A11 T
To: Roman Gastesi, County Administrator
•WWWWWOM
MzE1-q32M=
F Mal RR�
Mayor David Rice, District 4
Mayor Pro Tem Kim Wigington, District I
George Neugent, District 2
Heather Carruthers, District 3
Sylvia 1. Murphy, District
j?j11 11 i 1111 11 � I I 1 11 11 1 1 ill! 111• . FTIM
Jar es
Callahan, Fire Chief / Division Director
Cc: Debbie Frederick, Deputy County Administrator
County Attorney
Division Directors
Payroll
Finance
CONTRACT SUMMARY
Contract with: State of Florida DEM Contract # 13 -FG -11-54-01-111
Effective Date: July I � 20k410-
Expiration D. June 30, 200 13
Contract Purpose/Description:
Approval of an Emergency Management Performance Grant FYI 2 Federally Funded
a—ubtLnvnt-&e-reement-in the amount of $65,152.00, fully grant funded and no county match,
and authorization for the County Administrator to execute an other required documentation in
y
relation to the application process. OMB please create separate project number for federal
portion of Base Grant.
Contract Manager: Jose Tezanos 6325 14
(Department/Stop #)
for BOCC meeting on June 20, 2012 Agenda Deadline: June 5, 2012
Total Dollar Value of Contract: $ 65,152.00 Current Year Portion: $ 65,152.00
Budgeted? YesF-1 No [Z Account Codes: Ja5 13 3-31-zlxos-ce �3D,7 keocle--c
Grant: $ 65,152.00 �,qs 1,35b., - 5-30PD 9,b
County Match: $ 0
ADDITIONAL COSTS
Estimated Ongoing Costs: $ — /yr For:
(Not included in dollar value above) (ep— maintenance
Risk Management
County Attorney
USTIRMIM
ISTOWNI'lly-Mm
Changes
ate. In Needed Reviewer
Yes [D:] No
1)-J JYes [:]NoE]
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I
6, 4; 12- Yes E:] No2 qLrft, A"A"I'l-
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YeSL No
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Contract umber; 13-F--11--01-111
FEDERALLY -FUNDED U AGREEMENT
Sand the Single Audit reporting package and FormSF-SAC to the Federal edit Clearinghouse by submission
online at
httrj://harvester.census.00v/fac/collect/ddeindex.html
And to any other Federal agencies and pass -through entities in accordance with Sections .320 (a) and (f), OMB
Circular A-1 33, as revised.
Division of Emergency Management
Office of Inspector Generai
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(15) TERMS AND CONDMONS
This Agreement contains all the terms and conditions agreed upon by the parties.
Attn: Jose Tezanos
490 63rd Street
Marath )5
In accordance with Section YT-67Si'1YFI- [a.'U77 W—NTM
Recipient shall pay the Division a service fee of $15.00 or 5% of the face amount of the returned check or dra'M
whichever is greater. 11
m
(22) LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this Agreement and
that its governing body has authorized the execution and acceptance of this Agreement. The Recipient also
certifies that the undersigned person has the authority to legally execute and bind Recipient to the terms of this
Agreement.
I
(23)ASSURANCES
The Recipient shall comply with any Statement of Assurances incorporated as Attachment I
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
By MONROE COUNTY A TORNEY
Name and title A I R 0 V DA S 1J0 OV:
Date THIA . HALL --
FID# ASSIS NT OULNTUTTO Y
C)IXE
Date-1
MOHA• * �fb -1
By 0
Name and Title Bryan Koon, Directl
IM
H
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS AGREEMENT:
OTE . If the resources awarded to the Recipient are frorn more than one Federal program, provide the serve
infi)Mation shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal agency: U.S. Department of Homeland Security l Federal Emergency Management Agency
Catalog of Federal Dornestic Assistance title and number: Emergency Management Performance Grant
97.042
Award amount: $65,152
Tf-9E FOLLOWING COMPLIANCE E REQUIREMENTS APPLY TO THE FEDERAL RESOURCES WAR E
NOTE-: if the resources awarded to the Recipient represent more than one Federal program, fist applicable
compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1. Recipient is to use funding to perform the following eligible activities as identified in the United States
Department of Homeland .Security, Federal Emergency Management Agency, National Preparedness
Directorate Fiscal Year 2011 Emergency Management Performance Grants Program.
. Recipient is subject to all administrative and financial requirements as set forth in this ,Agreement, or will be
in violation of the terms of the ,Agreement.
NOTE: Section .400(d) of OMB Circular A-1 33, as revised, and Section 216.97(6)(a)„ Florida Statutes, require that
the information about Federal Programs and State Projects included In Exhibit 1 be provided to the Recipient.
Funding from the Emergency Management Performance Grant is intended for use by the Recipient to perform
the following eligible activities as identified in the United States Department of Homeland Security, Federal
Emergency Management Agency, Fiscal Year 2012 Emergency Management Performance Grants Program
and programs that are consistent with Title 44, Code of Regulations (CFR) Part 13,
Statet Chapter
FloridaAdministrative 7 252, !
Organizational Expenditures 65,152
L_ __. ...__ _ ..__... ...._..._. . . ............... . --,....—
9
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the policies of the State or unit(s) of local government and have the approval of the State or awarding
agency, whichever is applicable.
® CeritiffcationlRecertification of Instructors. Costs associated with the certification and re -certification of
instructors are allowed. Matey are encouraged to follow the FEA Instructor Quality Assurance Program to
ensure a minimum level of competency and corresponding levels of evaluation of student learning. This is
particularly important for those courses which involve training of trainers.
Program funded personnel shall participate in no less than three exercises in a 12 month period and should
complete the following training requirements and record proof of completion. Real world events count toward
meeting this requirement.
M
When applying for EOC construction funds, at the time of application, recipients are highly encouraged to
submit evidence of approved zoning ordinances, architectural plans, any other locally required planning permits
and documents„ and to have completed all required steps for a successful EHP review in support of their
proposal for funding (e.., coordination and consultation).
l aintenance and Sustainment
The use of FEMA preparedness grant funds for maintenance contracts, warranties, repair or replacement
costs, upgrades, and user fees are allowable under all active and future grant awards, unless otherwise noted
Unallowable Costs
• Expenditures for weapons systems and ammunition
® Costs to support the hiring of sworn public safety officers for the purposes of fulfilling traditional public
safety duties or to supplant traditional public safety positions and responsibilities
• Activities unrelated to the completion and implementation of the EMPG Program
In general, recipients should consult with their contact manager; who will coordinate with the FEMA Regional
Program Analyst prior to making any Investment that does not clearly meet the allowable expense criteria
established in this Guidance.
Monitoring:
Florida has enhanced state and local capability and capacity to prevent, prepare and respond to terrorist
threats since 1999 through various funding sources including federal grant funds. The Division has a
responsibility to track and monitor the status of grant activity and items purchased to ensure compliance with
applicable EMPG grant guidance and statutory regulations. The monitoring process is designed to assess a
recipient agency's compliance with applicable state and federal guidelines.
Monitoring is accomplished utilizing various methods including desk monitoring and on -site visits. There are
two primary areas reviewed during monitoring activities - financial and programmatic monitoring. Financial
monitoring is the review of records associated with the purchase and disposition of property, projects and
contracts. Programmatic monitoring is the observation of equipment purchased, protocols and other
associated records. Various levels of financial and programmatic review may be accomplished during this
process.
Desk monitoring is the review of projects, financial activity and technical assistance between the Division and
the applicant via e-mail and telephone. On -Site Monitoring are actual visits to the recipient agencies by a
Division representative who examines records, procedures and equipment.
1
* Equipment selection or available vendors
* Eligibility of items or services
* Coordination and partnership with other agencies within or outside the region or discipline
* Record Keeping
* Reporting Requirements
• Documentation in support of a Request for Reimbursement
On -Site Monitoring will be conducted by the Division or designated personnel. On -site Monitoring visits will be
scheduled in advance with the recipient agency POC designated in the grant agreement,
V. Contractual Responsibilities
* The Division shall determine eligibility of projects and approve changes in scope of work.
• The Division shall administer the financial processes.
19
Bumomr4m
Program Conditions
coordinated1. COORDINATION AND COLLABORATION - Utilizing the beiow elements, county emergency management
agencies will have an ongoing process that provides for
preparation, implementation, evaluation and revision of emergency management programs. See Data
Download and Upload details in # 3 below.
Provide an agenda or a copy of the certificate to show participation in the following during this contract
period (July 1, 2012 — June 30, 201 ):,
• Regional Domestic Security Task Faroe (RDSTF) Meeting
• Urban Area Security Initiative Meetings (if applicable)
• State Working Group Meetings (if applicable)
2. TRAINING AND EXERCISE- To ensure that each county emergency management agency is in compliance
with EMPG Guidance, each EMPG funded position during this contract period (July 1, 2012 -- June 30, 2013)
shall provide the following items. See Data Download and upload detail in # 3 below.
Participate in at least 1 exercise per quarter
* Submit an After Action Report for each exercise
* Complete the Professional Development Series
3. DATA DOWNLOAD AND UPLOAD — Data exchange between the Division and counties will be facifitated
se of the Division's Sharepoint Portal available at I Counties will be
provided user names and passwords to access the portal. Ail data, forms, templates and instructions to be
�j
provided by the Division will be made available via the portal, and counties shall use the portal to upload da
or provide notice of "No Change" for applicable items.
ff
Program Statutes, Regulations and Special Conditions
Special Conditions
1 The Recipient shall comply with the most recent version of trie Administrative Requirements, Cost
Principles, and Audit Requirements, A non-exclusive list of regulations commonly applicable to Department
of Homeland Security grants are listed below:
A. Administrative Requirements
44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to
State and Local Governments
2 CFI Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions
of Higher Education, Hospitals, and Other Non -Profit Organizations (OMB Circular A-1 10)
B. Cost Principles
2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB Circular A-
87)
0 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21)
0 2 CFR Part 230, Cost Principles for Non -Profit Organizations (OMB Circular A-1 22)
IN
Federal Acquisition Regulations (FAR), Part 31 .2 Contract Cost Principles and Procedures,
Contracts with Commercial Organizations
MI
JUSTIFICATION OF ADVANCE PAYMENT
T
If you are requestiaa a n advance, indicate sime by, checking in the faux be0oaa,
Advance payment of is requested. Balance of
payments will be made on a reinibUrsement basis. These ft"Ids are
needed to pay staff, award benefits to clients, duplicate forms and
purchase start -Lip supplies and equipment. 1'e would not be aisle to
Operate the program without this advance,
ce,
If you are requesting an :at➢vnnce, complete the follo%ing chart anti lime items justification elo%m .
RE
Attachment
Warranties and Representations
Financial Manaciement
Licenir� grad err�ltiin
All subcontractors or employees hired by the Recipient shall have all current licenses and permits required for all of
the particular work for which they are hired by the Recipient
MR
EGM Imam WX
Certification Regarding
Debannent, Suspension, Ineligibility
And Voluntary Exclusion
--------- - - - ----------------
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Recipient, , certifies, by
submission of this document, that neither it nor its principals is presently debarred, suspended, proposed
for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any
Federal department or agency,
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
1-ignature
Redpient's Narne
Nanne and Title Dlt"-,M Contract NUR11ber
Street Address Project Nu-mbler
am
M
Attachment 1
Statement of Assurances
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DlVlSION OF EMERGENCY Af AGE ENT
EMERGENCY MANAGEM ENT PERFORMANCE GRANT PROGRAM - EASE GRANT
DIVISION OF EMERGENCY MANAGEMENT
TALLAHASSEE, FLC RlDA 32399-210
Alto. (ContractManager's flame)
Staffing Detail and Exercise Detail - (Fora 3)a
1. The Staffing Detail and Exercise Detail Forma is due every quarter with your quarterly financial report This is to identify all EMPG funded
eropkryees, the required training completed by those employees and the required amount of exercises that the EMPG funded employee has to
participate in each quarter.
2012 EMPG - FUNDING OPPORTUNITY ANNOUNCEMENT (FOA)
2. All EMPG funded personnel shall participate in three exercises (i.e., one exercise per quarter) of any type (e.g Drills, Tabletop Exercises,
Functional), and one full-scale exercise within a 12-month period. Please note that response to any real -world events within a 12-month period
may fulfill a single, quarterly exercise requirement. (Appendix B _ FY 2012 EMPG Programs Priorities)
3. Target Training and Verify Capability of Personnel. Training activities supported with EMPG Programs funds should strategically align to the NPG
care capabilities identified in the Multi -Year TEP. To ensure the development of a professional emergency management workforce all EMPG
Program funded personnel shall complete the following training requirements and record proof of completion 22 Appendix S — FY 2012 EMPG
Program Priorities
NIMS Training: IS 100, IS 200; IS 700; and IS 800; FEMA Professional Development Series IS 120, IS 30; IS 235„ IS 240, IS 241; IS 42; and
IS 244, Previous versions of the IS courses meet the 1e IMS training requirernent A complete list of Independent Study Prograrn Courses may be
found at hpls1/training fema.govtis.
Close Out Report - (Form 4);
1, dose Out Reports are due forty-five (45) days after the contract end date.
2, The agreement cannot be considered closed until the Close Out Report has been received
Documentation of project expenditures.
1. Grantees must maintain documentation of expenditures for a minimum period of five years following the close of projectiprograrn operations
unless audits require a longer period of time
2. Grantees should maintain a financial like with copies of back-up documentation for all paid projeclyprcagrarn expenditures roade by the grantee
during the grant period Documentation of ex nditures a ainst the rimmarn wall be reviewed an.d vehfieg_qpqn.jgcjLp fl b Q fetl sk�ffm.. Acceptable
documentation inchsdes copies of purchase carders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, journal transfers, etc
These documents should be submitted when requesting reimbursement.
1 In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and attendance forms A
Staffing Detail Worksheet is also required to identify positrons being funded by the agreement.
4, All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms. Claims not submitted
on floe aaroraer form canncai be rarocessed and wi r t rn I for rrec ions. Fosrrs rrsust be submitk d with original sin ur .
IF YOU WISH TO OBTAIN THESE FORMS ELEC;TONICALLY, PLEASE FIND THEM ON OUR V EBSITE AT
http://www,floridadlsaster.org/grants/index,htm OR NOTIFY YOUR CONTRACT MANAGER
TOTAL AMOUNT TO BE PAID ON THIS INVOICE $0.00
EMPG MATCH
Federal funds provided under this Agreement shall be matched by the Recipient doflar for doilar from non-federal funds. NOTE: If the
amount entered below is NOT EMPA, provide appropriate back-upisupporting documentation.
I hereby certify that the above costs are true and valid costs Incurred in accordance with the project agreement.
Contract Manager or Financial Officer
L
QUARTERLY STATUS REPORT
THE SCOPE OF WORK.
Report events, progress, delays, etc. that pertain to this project,
(Attach addifional La e(s) if needed.)
THIS SECTION BELOW M TO BE COMPLETED BY REM WITH EACH QUARTERLY FINANCIAL PAYMENT
Total {Fedral} Amount
PDO rra nts
This rrant
Une ended Funds
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This form should be completed and submitted to the Division no later than forty-five (45) days after the termination date of
the Agreement,
■
MMEMUM
Agreement No.
Agreement Amount
Agreement Period
Received Under this A r ernent
(include any advanced funds and final requested payment)
R=
Agreement Amount
Minus Total Payments
(Including final requested funds — Line 7)
Unspent balance
Refund and/or final Interest checks are due no later than ninety
(90) days after the expiration of the AgrcemenL
Make checks, payable to:
Cashier, Division of Emergency Management
I hereby certify that the above costs are true and valid costs incurred In
accordance with this Agreement,
Mail To:
Division of Emergency Management Signed
2555 Shumard Oak Boulevard Grantee Contract Manager or Financial Officer
Tallahassee, Florida 32399-2100
Attn: (contract manager) Date