Item F25 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 20, 2012 Division: Public Works ENG.
Bulk Item: Yes X No _ Department:,Solid Waste Management
Staff Contact Person/Phone#: R. Washington/292-4432
AGENDA ITEM WORDING: Approval of Grant Agreement from the Florida Department of
Environmental Protection (DEP) for the Consolidated Small County Solid Waste Management
Grant funds in the amount of$70,588.00.
ITEM BACKGROUND: For the past decade Monroe County has received funds from this source.
The amount is not always the same because it depends on the amount made available in the State of
Florida Budget.
PREVIOUS RELEVANT BOCC ACTION: Approved
CONTRACT/AGREEMENT CHANGES: None
STAFF RECOMMENDATIONS: Approval
TOTAL COST: None INDIRECT COST: N/A BUDGETED: Yes No X
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: N/A SOURCE OF FUNDS:Fl.Department of Environmental Protection
REVENUE PRODUCING: Yes Xt�i�No AMOUNT PER Year $ 70,588.00
County tty APPROVED BY: A C`X OMB/PurVas/ing X Risk ManagemenKj�—
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM#
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Contract# 324SC
Environmental Protection Effective Date: 10/1/2012
Expiration Date: 9/30/2013
Contract Purpose/Description: Small County Consolidated Grant towards costs of annual Solid
Waste Haul Out obligation.
Contract Manager: Rosa Washington 4432 Public Works -#1
(Name) (Ext.) (Department/Stop#)
for BOCC meeting on: November 20, 2012 Agenda Deadline: November 6, 2012
CONTRACT REVENUE
Total Dollar Value of Contract: 0 Current Year Portion: 0
Budgeted? Yes® No ❑ Account Codes: qiq 1063 -5W -6-0-
G -:� 3-to
Grant: $ . 70,588.00
County Match: $ 0
ADDITIONAL COSTS
Estimated Ongoing Costs: 0 For:
(Not included in dollar value above) (e.g.,maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes
Date In Needed - Reviewer Date Out
Division Director it S v Yes❑ No�
Risk Mana ement Yes❑ No�
a_f
O.M.B./Pu asing 101 v Yes❑ No®
County Attorney `d, -�'— Yes❑NoDn
Comments:
OMB Form Revised 2/27/01 MCP 92
sa
�p0V11 Florida Department of Rick Scott
`II Environmental Protection Governor
Bob Martinez Center
AA 2600 Blair Stone Road Jennifer Carroll
Tallahassee, Florida 32399-2400 Lt. Governor
Herschel T. Vinyard Jr.
Secretary
0
2012-2013 SMALL COUNTY CONSOLIDATED GRANT AGREEMENT
FOR STATE ASSISTANCE UNDER SECTION 403.7095(3), FLORIDA STATUTES
PART I-GRANT NOTIFICATION INFORMATION
1. Grant Agreement Number: 324SC 2. Date of Award: 10/1/12
3. Grant Title: SMALL COUNTY CONSOLIDATED GRANT
4. Grant Period: October 1,2012 -September 30,2013
5. Grant Amount: $70,588.00
6. CSFA#and Project Name:37.012/Small County Consolidated Grants
7. Grantee(s): MONROE COUNTY
Address: 1100 Simonton Street,#2-231
Key West, FL 33040
8. Grantee Fiscal Year End:September 30,2013
9. Federal Employer Identification Number: 59-6000749
10. Grantee's Authorized Representative:
Name: David Rice
Title: Mayor
Phone: (305)292-4432
If there is a change in the authorized representative during the Grant period,the Department must be
notified of the new representative by resolution or minutes of a commission meeting.
11. Grantee's Contact Person:
Name: Rosa Washington
Title: Senior Administrator
Address: 1100 Simonton St.,#231
Key West, FL 33040
Phone: (305)292-4432
Any changes to the contact information shown above must be reduced to writing in the form of a letter sent
to the Department's Grant Manager identified in paragraph 13.
12. Total county population from official April 1,2011 population estimates:72,760
13. Issuing Office:
Mr. Bobby Adams,Grant Manager
Florida Department of Environmental Protection
Bureau of Solid and Hazardous Waste(MS 4555)
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
(850)245-8736
Any changes to the contact information shown above must be reduced to writing in the form of a letter sent
to the contact person identified in paragraph 11.
Revised 8/12
DEP Agreement No.324SC,Page 1 of 8
PART II—GRANT CONDITIONS
GENERAL CONDITIONS:
1. As consideration for the services rendered by the Grantee under the terms of this Agreement, the
Department shall pay the Grantee on a cost reimbursement basis in an amount not to exceed
$70,588 toward the project described in Attachment A, Grant Work Plan, for direct costs only.
Prior written approval from the Department's Grant Manager shall be required for changes in task
budgets between approved budget categories of up to 10% of the total budget amount for the
task. The DEP Grant Manager will transmit a copy of the written approval and revised task
budget to the DEP Contracts Disbursements Office for inclusion in the Agreement file. Changes
greater than 10% will require a formal Change Order to the Agreement. Changes that transfer
funds from one task to another or that increase or decrease the total funding amount of the
Agreement will require a formal amendment to the Agreement. The Grantee shall be eligible for
reimbursement for work performed on or after October 1, 2012 until September 30, 2013.
2. A. The Grantee, using Attachment B, Reimbursement Request Form, shall submit
reimbursement requests upon the completion and submission of deliverables as identified
in Attachment A. The Grantee shall submit a final invoice to the Department no later than
October 31, 2013, to assure the availability of funds for final payment. An original of the
Reimbursement Request Form, with summaries and appropriate contracts attached must
be submitted. Reimbursement Request Forms must be signed by the designated
authorized representative. This should be the same person who signed the Grant
Agreement.
B. As an attachment to the Reimbursement Request Form, the Grantee must provide from
its accounting system a listing of expenditures made under this Agreement. The listing
shall include, at a minimum, a description of the goods or services purchased, date of the
transaction (check date), voucher number (if available), check number, amount paid, and
vendor name and must be broken down by task. The Grantee shall comply with the
minimum requirements set forth in Attachment C, Contract Payment Requirements.
Authorized travel expenses are included in the amount of this Agreement and no
additional travel expenses above those included in the allowable items described in
paragraph 4 will be authorized. Any requests for reimbursement of authorized travel
expenses must be submitted in accordance with Section 112.061, Florida Statutes.
C. The Grantee shall submit Attachment D, Progress Report Form and deliverables in
conjunction with the Reimbursement Request Form. Each Progress Report shall clearly
describe what the expenditures were used for and how such expenditures relate to the
allowable items described in Attachment A. To the extent that the expenditures are used
for a specific project, the progress report should also include a description of problems
encountered, problem resolutions, a financial summary of the project, and any schedule
updates.
3. In addition to the requirements in the paragraph above, the Department will periodically request
proof of a transaction (invoice, payroll register, etc.) to evaluate the appropriateness of costs to
the Grant Agreement pursuant to State and Federal guidelines (including cost allocation
guidelines), as appropriate. This information, when requested, must be provided within thirty (30)
calendar days of such request. The Grantee may also be required to submit a cost allocation plan
to the Department in support of its multipliers for fringe benefits. All bills for amounts due under
this Grant Agreement shall be submitted in detail sufficient for a proper pre-audit and post-audit
thereof. State guidelines for allowable costs can be found in the Department of Financial
Services' Reference Guide for State Expenditures at
http://www.fldfs.com/aadir/reference%SFguide.
Revised 8/12
DEP Agreement No.324SC,Page 2 of 8
4. Expenditures shall be limited to the following items, as specified in Rule 62-716.510, Florida
Administrative Code, in accordance with Section 403.7095(3), Florida Statutes:
A. Allowable costs for reimbursement under this Agreement include:
1. Annual solid waste management program operating costs
2. Purchasing or repairing solid waste scales;
3. Planning;
4. Construction and maintenance of solid waste facilities; and
5. Recycling and education programs, which may include solid waste management
education for employees or the public and recycling demonstration projects.
B. Unallowable costs for reimbursement under this Agreement include:
1. Cell phone expenditures;
2. Indirect, overhead or administrative costs; and
3. Promotional items such as T-shirts and other items promoting the program; and
4. Vehicles, unless authorized by this Agreement or an executed amendment to this
Agreement.
C. Specific costs authorized for this Agreement are identified in Attachment A.
D. Contractual (Subcontractors) - Reimbursement requests for payments to subcontractors
must be substantiated by copies of invoices with backup documentation identical to that
required from the Grantee. Subcontracts which involve payments for direct salaries shall
clearly identify the personnel involved, salary rate per hour, and hours/time spent on the
project. All multipliers used (i.e. fringe benefits, overhead, and/or general and
administrative rates) shall be supported by audit. If the Department determines that
multipliers charged by any subcontractor exceeded the rates supported by audit, the
Grantee shall be required to reimburse such funds to the Department within thirty (30)
days of written notification. Interest on the excessive charges shall be calculated based
on the prevailing rate used by the State Board of Administration. Additionally,
independent of the Grantee's contract obligations to the Subcontractor, the Department
shall not reimburse any of the following types of charges: cell phone usage, attorneys'
fees, civil or administrative penalties, handling fees, such as set percent overages
associated with purchasing supplies or equipment.
5. For fixed price(vendor)subcontracts, the following provisions shall apply:
A. The Grantee may award, on a competitive basis, fixed price subcontracts to
consultants/contractors in performing the work described in Attachment A. Invoices
submitted to the Department for fixed price subcontracted activities shall be supported
with a copy of the subcontractor's invoice and a copy of the tabulation form for the
competitive procurement process (Invitation to Bid or Request for Proposals) resulting in
the fixed price subcontract.
Revised 8/12
DEP Agreement No.324SC,Page 3 of 8
B. The Grantee may request approval from the Department to award a fixed price
subcontract resulting from procurement methods other than those identified in the
paragraph above. In this instance, the Grantee shall request the advance written
approval from the Department's Grant Manager of the fixed price negotiated by the
Grantee. The letter of request shall be supported by a detailed budget and Scope of
Services to be performed by the subcontractor. Upon receipt of the Department Grant
Manager's approval of the fixed price amount, the Grantee may proceed in finalizing the
fixed price subcontract.
C. All subcontracts are subject to the provisions of paragraph 18 and any other appropriate
provisions of this Agreement which affect subcontracting activities.
6. The Grantee shall maintain books, records and documents directly pertinent to performance
under this Agreement in accordance with generally accepted accounting principles consistently
applied. The Department, the State, or their authorized representatives shall have access to such
records for audit purposes during the term of this Agreement and for five (5) years following
Agreement completion. The Grantee agrees that it will expeditiously initiate and complete the
program work for which assistance has been awarded under this Grant Agreement in accordance
with all applicable provisions of Florida Statutes and the Florida Administrative Code. In the event
any work is subcontracted, the Grantee shall similarly require each subcontractor to maintain and
allow access to such records for audit purposes.
7. A. In addition to the requirements of the preceding paragraph, the Grantee shall comply with
the applicable provisions contained in Attachment E (Special Audit Requirements),
attached hereto and made a part hereof. Exhibit 1 to Attachment E summarizes the
funding sources supporting the Agreement for purposes of assisting the Grantee in
complying with the requirements of Attachment E. A revised copy of Exhibit 1 must be
provided to the Grantee for each amendment which authorizes a funding increase or
decrease. If the Grantee fails to receive a revised copy of Exhibit 1, the Grantee shall
notify the Department's Grants Manager to request a copy of the updated information.
B. The Grantee is hereby advised that the Federal and/or Florida Single Audit Act
Requirements may further apply to lower tier transactions that may be a result of this
Agreement. The Grantee shall consider the type of financial assistance (federal and/or
state) identified in Attachment E, Exhibit 1 when making its determination. For federal
financial assistance, the Grantee shall utilize the guidance provided under OMB Circular
A-133, Subpart B, Section _.210 for determining whether the relationship represents
that of a subrecipient or vendor. For state financial assistance, the Grantee shall utilize
the form entitled "Checklist for Nonstate Organizations Recipient/Subrecipient vs Vendor
Determination" (form number DFS-A2-NS) that can be found under the "Links/Forms"
section appearing at the following website:
httr)s:Happs.fldfs.com/fsaa
The Grantee should confer with its chief financial officer, audit director or contact the
Department for assistance with questions pertaining to the applicability of these
requirements.
C. In addition, the Grantee agrees to complete and submit the Certification of Applicability
to Single Audit Act Reporting, Attachment F, attached hereto and made a part hereof,
within four(4) months following the end of the Grantee's fiscal year. Attachment F should
be submitted to the Department's Grants Development and Review Manager at 3900
Commonwealth Boulevard, Mail Station 93, Tallahassee, Florida 32399-3000. The
Grants Development and Review Manager is available to answer any questions at (850)
245-2361.
Revised 8/12
DEP Agreement No. 324SC,Page 4 of 8
8. A. The Department has the right to terminate a Grant award and demand refund of Grant
funds for non-compliance with the terms of the award, Section 403.7095, Florida Statutes,
or the Solid Waste Grants Program Rule, Chapter 62-716, Florida Administrative Code.
Such action may also result in the Department declaring the local government ineligible
for further participation in the program until the local government complies with the terms
of the Grant award. Prior to termination, the Department shall provide thirty(30)calendar
days written notice of its intent to terminate and shall provide the Grantee an opportunity
to consult with the Department regarding the reason(s)for termination.
B. The Department may terminate this Agreement for convenience by providing the Grantee
with thirty(30)calendar days written notice.
9. The Grantee shall obtain all necessary construction-related permits before initiating construction.
10. The State of Florida's performance and obligation to pay under this Grant Agreement is contingent
upon an annual appropriation by the Legislature.
11. This Agreement may be unilaterally canceled by the Department for refusal by the Grantee to
allow public access to all documents, papers, letters, or other material made or received by the
Grantee in conjunction with this Agreement, unless the records are exempt from Section 24(a) of
Article I of the State Constitution and Section 119.07(1)(a), Florida Statutes.
12. Pursuant to Section 216.347, Florida Statutes, the Grantee is prohibited from using Grant funds
for the purpose of lobbying the Legislature, the judicial branch, or a State Agency.
13. To the extent required by law, the Grantee will be self-insured against, or will secure and maintain
during the life of this Grant Agreement, Workers' Compensation Insurance for all of its employees
connected with the work of this project and, in case any work is subcontracted, the Grantee shall
require the subcontractor similarly to provide Workers' Compensation Insurance for all of the
latter's employees unless such employees are covered by the protection afforded by the Grantee.
Such self-insurance program or insurance coverage shall comply fully with the Florida Workers'
Compensation law. In case any class of employees engaged in hazardous work under this Grant
Agreement is not protected under Workers' Compensation statutes, the Grantee shall provide,
and cause each subcontractor to provide, adequate insurance satisfactory to the Department, for
the protection of his employees not otherwise protected.
14. The Grantee warrants and represents that it is self-funded for liability insurance, appropriate and
allowable under Florida law, and that such self-insurance offers protection applicable to the
Grantee's officers, employees, servants and agents while acting within the scope of their
employment with the Grantee.
15. Each party hereto agrees that it shall be solely responsible for the negligent or wrongful acts of its
employees and agents. However, nothing contained herein shall constitute a waiver by either
party of its sovereign immunity or the provisions of Section 768.28, Florida Statutes.
16. The Grantee covenants that it presently has no interest and shall not acquire any interest, which
would conflict in any manner or degree with the performance of services required.
17. Reimbursement for equipment or vehicle purchases costing $1,000 or more is not authorizunder
the terms and conditions of this Project Agreement.
18. A. The Grantee may subcontract work under this Agreement without the prior written
consent of the Department's Grant Manager. The Grantee shall submit a copy of the
executed subcontract to the Department within ten (10) days after execution. The
Grantee agrees to be responsible for the fulfillment of all work elements included in any
subcontract and agrees to be responsible for the payment of all monies due under any
Revised 8/12
DEP Agreement No.324SC,Page 5 of 8
subcontract. It is understood and agreed by the Grantee that the Department shall not be
liable to any subcontractor for any expenses or liabilities incurred under the subcontract
and that the Grantee shall be solely liable to the subcontractor for all expenses and
liabilities incurred under the subcontract.
B. The Department of Environmental Protection supports diversity in its procurement
program and requests that all subcontracting opportunities afforded by this Agreement
embrace diversity enthusiastically. The award of subcontracts should reflect the full
diversity of the citizens of the State of Florida. A list of minority owned firms that could be
offered subcontracting opportunities may be obtained by contacting the Office of Supplier
Diversity at(850)487-0915.
19. A. No person, on the grounds of race, creed, color, national origin, age, sex, or disability,
shall be excluded from participation in; be denied the proceeds or benefits of; or be
otherwise subjected to discrimination in performance of this Agreement.
B. An entity or affiliate who has been placed on the discriminatory vendor list may not submit
a bid on a contract to provide goods or services to a public entity, may not submit a bid on
a contract with a public entity for the construction or repair of a public building or public
work, may not submit bids on leases of real property to a public entity, may not award or
perform work as a contractor, supplier, subcontractor, or consultant under contract with
any public entity, and may not transact business with any public entity. The Florida
Department of Management Services is responsible for maintaining the discriminatory
vendor list and intends to post the list on its website. Questions regarding the
discriminatory vendor list may be directed to the Florida Department of Management
Services, Office of Supplier Diversity, at(850)487-0915.
20. A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not perform work as a Grantee, contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for
Category Two, for a period of thirty-six(36) months from the date of being placed on the convicted
vendor list.
21. A. The accounting systems for all Grantees must ensure that these funds are not
commingled with funds from other agencies. Funds from each agency must be
accounted for separately. Grantees are prohibited from commingling funds on either a
program-by-program or a project-by-project basis. Funds specifically budgeted and/or
received for one project may not be used to support another project. Where a Grantee's,
or subrecipient's, accounting system cannot comply with this requirement, the Grantee, or
subrecipient, shall establish a system to provide adequate fund accountability for each
project it has been awarded.
B. If the Department finds that these funds have been commingled, the Department shall
have the right to demand a refund, either in whole or in part, of the funds provided to the
Grantee under this Agreement for non-compliance with the material terms of this
Agreement. The Grantee, upon such written notification from the Department shall
refund, and shall forthwith pay to the Department, the amount of money demanded by the
Department. Interest on any refund shall be calculated based on the prevailing rate used
by the State Board of Administration. Interest shall be calculated from the date(s) the
original payment(s) are received from the Department by the Grantee to the date
repayment is made by the Grantee to the Department.
C. In the event that the Grantee recovers costs, incurred under this Agreement and
reimbursed by the Department, from another source(s), the Grantee shall reimburse the
Department for all recovered funds originally provided under this Agreement. Interest on
Revised 8/12
DEP Agreement No.324SC,Page 6 of 8
any refund shall be calculated based on the prevailing rate used by the State Board of
Administration. Interest shall be calculated from the date(s)the payment(s)are recovered
by the Grantee to the date repayment is made to the Department by the Grantee.
22. The Grantee shall comply with all applicable federal, state and local rules and regulations in
conducting the project funded under this Agreement. The Grantee acknowledges that this
requirement includes, but is not limited to, compliance with all applicable federal, state and local
health and safety rules and regulations. The Grantee further agrees to include this provision in all
subcontracts issued as a result of this Grant Agreement.
23. The Department may at any time, by written order designated to be a change order, make any
change in the contact information identified in Section I of this Agreement. All change orders are
subject to the mutual agreement of both parties as evidenced in writing. Any change, which
causes an increase or decrease in the Grantee's cost or time, shall require formal amendment to
this Agreement.
24. Land acquisition is not allowed under the terms of this Agreement.
25. If a court deems any provision of this Agreement void or unenforceable, that provision shall be
enforced only to the extent that it is not in violation of law or is not otherwise unenforceable and all
other provisions shall remain in full force and effect.
26. This Agreement represents the entire Agreement of the parties. Any alterations, variations,
changes, modifications or waivers of provisions of this Agreement shall only be valid when they
have been reduced to writing, duly signed by each of the parties hereto, and attached to the
original of this Agreement, unless otherwise provided herein.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
Revised 8/12
DEP Agreement No.324SC,Page 7 of 8
PART III-OFFER AND ACCEPTANCE
The State of Florida, acting by and through the Department of Environmental Protection, hereby offers
assistance to the county of MONROE for all allowable costs incurred up to and not exceeding$70,588.
THE STATE OF FLORIDA BY THE DEPARTMENT OF ENVIRONMENTAL PROTECTION:
Secretary or designee Date
Approved as to form and legality:
This form has been pre-approved as to
Form and legality by Chris McGuire,
Senior Assistant General Counsel, on
August 15, 2012 for use for one year.
In accepting this award and any payments made pursuant thereto, (1) the undersigned represents that
they are duly authorized to act on behalf of the recipient county, and (2)the Grantee does hereby agree to
perform in accordance with the terms and conditions set forth in this Agreement, Attachment A, Grant
Work Plan, and all attachments and exhibits named herein which are attached hereto and incorporated by
reference. For purposes of this Agreement, the terms "Contract' and "Agreement' and the terms
"Grantee", "Recipient'and "Contractor", are used interchangeably.
BY AND ON BEHALF OF THE DESIGNATED RECIPIENT COUNTY:
Signature of Authorized Representative Date
David Rice
Mayor
Please return to: MONROE COUNTY ATTORNEY
Department of Environmental Protection APPROVED AS TO FORM:
Bureau of Solid and Hazardous Waste
Solid Waste Section- M.S. #4555 CHRISTiNE M. LIMB R -BARROWS
2600 Blair Stone Road ASSISTANT COUNTY ATTORNEY
Date
Tallahassee, Florida 32399-2400 �n'73 1(�•
List of attachments/exhibits included as part of this Agreement:
Specify Letter/
Type Number Description (include number of pages)
Attachment A Grant Work Plan (4 Pages)
Attachment B Reimbursement Request Form and Instructions (2 Pages)
Attachment C Contract Payment Requirements(1 Page)
Attachment D Progress Report Form (2 Pages)
Attachment E Special Audit Requirements (5 Pages)
Attachment F Certification of Applicability to Single Audit Act Reporting (3 Pages)
Revised 8/12
DEP Agreement No. 324SC,Page 8 of 8
ATTACHMENT A
GRANT WORK PLAN
Project Title: Monroe County Small County Solid Waste Grant 324SC
Project Location: Monroe County, Florida
Project Background: Provide a summary of the site/project area and the justification
supporting the need for the Florida Department of Environmental Protection to fund the
proposed project.
Monroe County, Florida has been declared by the Florida Department of Environmental
Protection, an area of critical concern. There are no open landfills in Monroe County. All solid
waste and recycling is hauled out of the County for disposal. Residential recyclables are
collected once a week and hauled out of the County. This grant will be used to off-set a small
potion of Monroe County's haul-out costs.
Project Objectives: Provide a list of objectives, in bullet format, expected to be achieved as a
result offunding/completing this proposed project.
• Prevent illegal dumping
• Increase recycling
Project Description: Provide a detailed description of the work to be performed for the project.
Project descriptions should include specific tasks for accomplishing the completion of the
project.
1. Task: Transport solid waste,marine debris and recyclables out of the County for proper
disposal. Cost: $83.11/ton
DEP Agreement 324SCAttachment A,Page 1 of 4
Deliverable: Number of tons collected and hauled:
Completion Date: 9/30/13
No salaries, fringe benefits or travel will be paid from this grant. This is part of the County's
Solid Waste Franchise contract with Waste Management, Inc.
Project Tasks/Deliverables: Identify by task, start date, and completion date. Identify
deliverables to result from this project. (Examples include: reports, manuals, videos, maps,
BMPs installed, meetings,field days, issued permits, quality assurance plans, something as proof
that the task was completed, etc.) Identify dates for providing the deliverables on a schedule
after the date of agreement execution. Format should appear as follows:
Task Deliverable Due
No. Task Title Start Complete Deliverable Dates
1 Transport solid 10/01/12 9/30/13 —or Number of tons 9/30/13
waste,marine when grant collected and hauled
debris and funds on invoices.
recyclables expended.
Performance Measures: (include criteria used to determine if the deliverable(s) are acceptable
and the completion of the task is successful.)
The criteria used is the tonnage of solid waste, marine debris and recyclables collected.
Financial Consequences: (include what the consequences are for non-performance or
unsatisfactory deliverable.)
County would have to pay for a greater portion of the disposal costs of the tonnage collected.
DEP Agreement 324SCAttachment A,Page 2 of 4
Project Budget: Detailed budgets must be submitted to support the budget information
summarized in this section. Detailed budgets should be developed on a task-by-task basis.
Budget information supporting all match expected for this project must also be provided.
No matching funds required.
Budget Category Matching Funds and Source
DEP Funding Amount Funding Amount Source of Funds
Salaries: N/A
Fringe Benefits: N/A
Travel: N/A
Contractual $70,588
Services:
Equipment N/A
Purchases
Supplies/Other N/A
Expenses
Land N/A
Indirect:
Total:
Total Funding $70,588
Amount:
%Match:
Project Budget Narrative: Provide budget detail for each Project Funding Category stated
above for both DEP Funding and Match.
Salaries: Provide the positions that will be paid under this grant, what their hourly rate is and
how many hours it is anticipated they will work on the project.
Fringe Benefits: Provide the fringe benefit rate and the benefits included in the rate.
Travel. Who is traveling and to where and what task is it under?
Contractual. What services will be subcontracted? Hauling of collected solid waste, marine
debris and recyclables. Contract with Waste Management, Inc. Contract expires 9/10/14.
Equipment. What equipment will be purchased? Equipment is$1,000 or more per unit cost.
Supplies/Other Expenses: What supplies will be purchased? What are the other costs? (rental,
postage, copying, any costs other than salaries,fringe benefits, travel, contracted services,
indirect).
Land. If land is being purchased or leased make sure that there is language in the Agreement
and provide a description of the purchase or lease.
Indirect: What is the indirect rate? Provide % of(categories based on cost allocation plan)
NOTE: IF THERE IS MATCH, THE SAME DETAIL MUST BE PROVIDED FOR THE
MATCH.
Total Budget by Task: The tasks identified here should agree with the tasks identified and
DEP Agreement 324SCAttachment A,Page 3 of 4
described above.
Matching Funds and Source
Task DEP Funding Matching Funds Source of Funds
1 Transport solid waste, $70,588
marine debris and
recyclables
2
3
4
5
6
Total: $70,588
Project Total: $70,588
Measures of Success: Identify factors that can be used to evaluate project performance to
support project success. Include appropriate timelines for conducting such reviews.
Tonnage collected and frequency of illegal dumping incidents.
DEP Agreement 324SCAttachment A,Page 4 of 4
ATTACHMENT B
PAYMENT REQUEST SUMMARY FORM
Grantee: Monroe County Grantee's Grant Manager:
Mailing Address:
Payment Request No.:
DEP Agreement No.: 324SC
Date Of Request: Performance
Period:
Reimbursement Amount
Requested:$ Salaries
GRANT EXPENDITURES SUMMARY SECTION
[Effective Date of Grant through End-of-Grant Period]
AMOUNT OF THIS REQUEST TOTAL CUMULATIVE
CATEGORY OF EXPENDITURE PAYMENTS
Salaries $N/A $N/A
Fringe Benefits $N/A $N/A
Travel(if authorized) $N/A $N/A
Subcontracting: $ $
Equipment Purchases $N/A $N/A
Supplies/Other Expenses $N/A $N/A
TOTAL AMOUNT $ $
GRANT AWARD AMOUNT $70,588
Less Total Cumulative Payments of. $
GRANT AWARD BALANCE $
GRANTEE CERTIFICATION
The undersigned certifies that the amount being requested for reimbursement above
was for items that were charged to and utilized only for the above cited grant activities.
Grantee's Grant Manager's Signature Grantee's Fiscal Agent
Print Name Print Name
Telephone Number Telephone Number
DEP 55-223(07/10)
DEP Agreement No.324SC,Attachment B,Page I of 2
INSTRUCTIONS FOR COMPLETING
PAYMENT REQUEST SUMMARY FORM
GRANTEE: Enter the name of the grantee's agency.
MAILING ADDRESS: Enter the address that you want the state warrant sent.
DEP AGREEMENT NO.: This is the number on your grant agreement.
DATE OF REQUEST: This is the date you are submitting the request.
TASK AMOUNT REQUESTED: This should match the amount on the"TOTAL TASK BUDGETAMOUNT"line for the
"AMOUNT OF THIS REQUEST"column.
GRANTEE'S GRANT MANAGER: This should be the person identified as grant manager in the grant Agreement.
PAYMENT REQUEST NO.: This is the number of your payment request,not the quarter number.
PERFORMANCE PERIOD: This is the beginning and ending date of the invoice period.
TASK NO.: Enter the number of the task that you are requesting payment for.
GRANT EXPENDITURES SUMMARY SECTION:
"AMOUNT OF THIS REQUEST" COLUMN: Enter the amount that was paid out for this task during the invoice
period for which you are requesting reimbursement. This must agree with the budget category as in the currently approved
budget in the current Grant Work Plan of your grant Agreement. Do not claim expenses in a budget category that does not
have an approved budget. Do not claim items that are not specifically identified in the current Budget Narrative section of
the current Grant Work Plan. Enter the column total on the"TOTAL AMOUNT' line. Enter the amount of the task on the
"TOTAL TASK BUDGET AMOUNT' line. Enter the total cumulative amount of this request and all previous payments on
the "LESS TOTAL CUMULATIVE PAYMENTS OF" line. Deduct the "LESS TOTAL CUMULATIVE PAYMENTS OF"
from the"TOTAL TASK B UDGET AMOUNT'for the amount to enter on the"TOTAL REMAINING IN TASK"line.
"TOTAL CUMULATIVE PAYMENTS" COLUMN: Enter the cumulative amounts that have been claimed to date for
reimbursement by budget category. The final report should show the total of all payments; first through the final payment
(this amount cannot exceed the approved budget amount for that budget category for the task you are reporting on). Enter
the column total on the"TOTALS"line. Do not enter anything in the shaded areas.
GRANTEE CERTIFICATION: Must be signed by both the Grantee's Grant Manager as identified in the grant
agreement and the Grantee's Fiscal Agent.
NOTE: If claiming reimbursement for travel, you must include copies of receipts and a copy of the travel
reimbursement form approved by the Department of Financial Services,Chief Financial Officer.
DEP 55-223(07/10)
DEP Agreement No.324SC,Attachment B,Page 2 of 2
ATTACHMENT C
Contract Payment Requirements
Florida Department of Financial Services,Reference Guide for State Expenditures
Cost Reimbursement Contracts
Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category
(salary, travel, expenses, etc.) Supporting documentation must be provided for each amount for which
reimbursement is being claimed indicating that the item has been paid. Check numbers may be provided in lieu of
copies of actual checks. Each piece of documentation should clearly reflect the dates of service. Only expenditures
for categories in the approved contract budget should be reimbursed.
Listed below are examples of the types of documentation representing the minimum requirements:
(1) Salaries: A payroll register or similar documentation should be submitted. The payroll register
should show gross salary charges, fringe benefits, other deductions and net pay. If an
individual for whom reimbursement is being claimed is paid by the hour, a document
reflecting the hours worked times the rate of pay will be acceptable.
(2) Fringe Benefits: Fringe Benefits should be supported by invoices showing the amount paid on behalf of
the employee (e.g., insurance premiums paid). If the contract specifically states that
fringe benefits will be based on a specified percentage rather than the actual cost of fringe
benefits,then the calculation for the fringe benefits amount must be shown.
Exception: Governmental entities are not required to provide check numbers or copies
of checks for fringe benefits.
(3) Travel: Reimbursement for travel must be in accordance with Section 112.061, Florida Statutes,
which includes submission of the claim on the approved State travel voucher or
electronic means.
(4) Other direct costs: Reimbursement will be made based on paid invoices/receipts. If nonexpendable property
is purchased using State funds,the contract should include a provision for the transfer of
the property to the State when services are terminated. Documentation must be provided
to show compliance with Department of Management Services Rule 60A-1.017, Florida
Administrative Code,regarding the requirements for contracts which include services and
that provide for the contractor to purchase tangible personal property as defined in
Section 273.02,Florida Statutes,for subsequent transfer to the State.
(5) In-house charges: Charges which may be of an internal nature (e.g., postage, copies, etc.) may be
reimbursed on a usage log which shows the units times the rate being charged. The rates
must be reasonable.
For contracts between state agencies,and for contracts between universities,alternative documentation may be
submitted to substantiate the reimbursement request. This may be in the form of FLAIR reports or other similarly
detailed reports.
The Florida Department of Financial Services,online Reference Guide for State Expenditures can be found at this
web address: http://www.fldfs.com/aadir/reference_guide.htm
DEP 55-219(05/2008)
DEP Agreement No.324SC,Attachment C,Page 1 of 1
ATTACHMENT D
PROGRESS REPORT FORM
DEP Agreement No.: 324SC
Grantee Name: Monroe County
Grantee Address:
Grantee's Grant Manager: Telephone No.:
Reporting Period:
Provide a description of what expenditures were used for and how such expenditures relate
to one of the allowable items described in the Grant Agreement.
If expenditures were used for a specific project, include how the expenditures relate to the
specific project, a description of any problems encountered and problem resolutions.
DEP Agreement No.324SC,Attachment D,Page 1 of 2
Identify below, and attach copies of, any relevant work products being submitted for the
project for this reporting period (e.g., photographs of equipment purchased or work
accomplished, etc.)
Provide actual costs to date:
Amount of Amount of
Expenditures Expenditures
Prior to this for this Total of Amount of
Expenditure Reporting Reporting Expenditures to
Category Period Period Date
Salaries
Fringe Benefits
Travel
Subcontracting
Equipment
Supplies/Other Expenses
This report is submitted in accordance with the reporting requirements of DEP Agreement No.
324SC and accurately reflects the activities and costs associated with the subject project.
Signature of Grantee's Grant Manager Date
DEP Agreement No.324SC,Attachment D,Page 2 of 2
ATTACHMENT E
SPECIAL AUDIT REQUIREMENTS
The administration of resources awarded by the Department of Environmental Protection(which may he referred to
as the "Department", 'DEP", "FDEP" or "Grantor", or other name in the contract/agreement) to the recipient
(which may he referred to as the "Contractor", Grantee"or other name in the contract/agreement) may be subject
to audits and/or monitoring by the Department of Environmental Protection,as described in this attachment.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, F.S., as
revised (see "AUDITS" below), monitoring procedures may include, but not be limited to, on-site visits by
Department staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By
entering into this Agreement, the recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Department of Environmental Protection. In the event the
Department of Environmental Protection determines that a limited scope audit of the recipient is appropriate, the
recipient agrees to comply with any additional instructions provided by the Department to the recipient regarding
such audit. The recipient further agrees to comply and cooperate with any inspections, reviews, investigations, or
audits deemed necessary by the Chief Financial Officer or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB
Circular A-133,as revised.
1. In the event that the recipient expends $500,000 or more in Federal awards in its fiscal year, the recipient
must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular
A-133, as revised. EXHIBIT 1 to this Agreement indicates Federal funds awarded through the Department
of Environmental Protection by this Agreement. In determining the Federal awards expended in its fiscal
year, the recipient shall consider all sources of Federal awards, including Federal resources received from
the Department of Environmental Protection. The determination of amounts of Federal awards expended
should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of
the recipient conducted by the Auditor General in accordance with the provisions of OMB Circular A-133,
as revised,will meet the requirements of this part.
2. In connection with the audit requirements addressed in Part I, paragraph 1, the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as
revised.
3. If the recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the
recipient expends less than $500,000 in Federal awards in its fiscal year and elects to have an audit
conducted in accordance with the provisions of OMB Circular A-133, as revised,the cost of the audit must
be paid from non-Federal resources (i.e., the cost of such an audit must be paid from recipient resources
obtained from other than Federal entities).
4. The recipient may access information regarding the Catalog of Federal Domestic Assistance (CFDA) via
the internet at httn:HI2.46.245.173/cfda/cfda.html.
DEP 55-215(03/09)
DEP Agreement No.324SC,Attachment E,Page 1 of 5
PART II: STATE FUNDED
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2)(m),Florida Statutes.
1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of
$500,000 in any fiscal year of such recipient,the recipient must have a State single or project-specific audit
for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Department
of Financial Services;and Chapters 10.550(local governmental entities)or 10.650(nonprofit and for-profit
organizations), Rules of the Auditor General. EXHIBIT 1 to this Agreement indicates state financial
assistance awarded through the Department of Environmental Protection by this Agreement. In
determining the state financial assistance expended in its fiscal year,the recipient shall consider all sources
of state financial assistance, including state financial assistance received from the Department of
Environmental Protection, other state agencies, and other nonstate entities. State financial assistance does
not include Federal direct or pass-through awards and resources received by a nonstate entity for Federal
program matching requirements.
2. In connection with the audit requirements addressed in Part II, paragraph 1; the recipient shall ensure that
the audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes submission
of a financial reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters 10.550
(local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor
General.
3. If the recipient expends less than$500,000 in state financial assistance in its fiscal year,an audit conducted
in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the
recipient expends less than $500,000 in state financial assistance in its fiscal year, and elects to have an
audit conducted in accordance with the provisions of Section 215.97,Florida Statutes,the cost of the audit
must be paid from the non-state entity's resources (i.e., the cost of such an audit must be paid from the
recipient's resources obtained from other than State entities).
4. For information regarding the Florida Catalog of State Financial Assistance (CSFA), a recipient should
access the Florida Single Audit Act website located at hM2s:Happs.fldfs.com/fsaa for assistance. In
addition to the above websites, the following websites may be accessed for information: Legislature's
Website at http://www.lee.state.fl.us/Welcome/index.cfin, State of Florida's website at
http://www.myflorida.com/, Department of Financial Services' Website at http://www.fldfs.com/ and the
Auditor General's Website at hn://www.state.fl.us/audgen.
PART III: OTHER AUDIT REQUIREMENTS
(NOTE: This part would be used to sped any additional audit requirements imposed by the State awarding entity
that are solely a matter of that State awarding entity's policy(i.e., the audit is not required by Federal or State laws
and is not in conflict with other Federal or State audit requirements). Pursuant to Section 215.97(8), Florida
Statutes, State agencies may conduct or arrange for audits of Statefinancial assistance that are in addition to audits
conducted in accordance with Section 215.97, Florida Statutes. In such an event, the State awarding agency must
arrange for funding the full cost of such additional audits.)
PART IV:REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with OMB Circular A-133,as revised,and
required by PART I of this Attachment shall be submitted, when required by Section .320 (d), OMB
Circular A-133,as revised,by or on behalf of the recipient directly to each of the following:
DEP 55-215(03/09)
DEP Agreement No. 324SC,Attachment E,Page 2 of 5
A. The Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General,MS 40
3900 Commonwealth Boulevard
Tallahassee,Florida 32399-3000
B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of
copies required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised, should be
submitted to the Federal Audit Clearinghouse),at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East loth Street
Jeffersonville,IN 47132
Submissions of the Single Audit reporting package for fiscal periods ending on or after January 1,
2008,must be submitted using the Federal Clearinghouse's Internet Data Entry System which can
be found at http://harvester.census. ova
C. Other Federal agencies and pass-through entities in accordance with Sections.320(e)and(f),
OMB Circular A-133,as revised.
2. Pursuant to Section .320(f), OMB Circular A-133, as revised, the recipient shall submit a copy of the
reporting package described in Section .320(c), OMB Circular A-133, as revised, and any management
letters issued by the auditor,to the Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General,MS 40
3900 Commonwealth Boulevard
Tallahassee,Florida 32399-3000
3. Copies of financial reporting packages required by PART II of this Attachment shall be submitted by or on
behalf of the recipient directly to each of the following:
A. The Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General,MS 40
3900 Commonwealth Boulevard
Tallahassee,Florida 32399-3000
B. The Auditor General's Office at the following address:
State of Florida Auditor General
Room 401,Claude Pepper Building
111 West Madison Street
Tallahassee,Florida 32399-1450
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP 55-215(03/09)
DEP Agreement No.324SC,Attachment E,Page 3 of 5
4. Copies of reports or management letters required by PART III of this Attachment shall be submitted by or
on behalf of the recipient directly to the Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General,MS 40
3900 Commonwealth Boulevard
Tallahassee,Florida 32399-3000
5. Any reports, management letters, or other information required to be submitted to the Department of
Environmental Protection pursuant to this Agreement shall be submitted timely in accordance with OMB
Circular A-133,Florida Statutes, or Chapters 10.550(local governmental entities)or 10.650(nonprofit and
for-profit organizations),Rules of the Auditor General,as applicable. .
6. Recipients, when submitting financial reporting packages to the Department of Environmental Protection
for audits done in accordance with OMB Circular A-133, or Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date
that the reporting package was delivered to the recipient in correspondence accompanying the reporting
package.
PART V:RECORD RETENTION
The recipient shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a
period of 5 years from the date the audit report is issued, and shall allow the Department of Environmental
Protection, or its designee, Chief Financial Officer, or Auditor General access to such records upon request. The
recipient shall ensure that audit working papers are made available to the Department of Environmental Protection,
or its designee, Chief Financial Officer, or Auditor General upon request for a period of 3 years from the date the
audit report is issued,unless extended in writing by the Department of Environmental Protection.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP 55-215(03/09)
DEP Agreement No. 324SC,Attachment E,Page 4 of 5
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ATTACHMENT F
CERTIFICATION OF APPLICABILITY TO SINGLE AUDIT ACT REPORTING
Grantee's Name: Monroe County
Grantee Fiscal Year Period: FROM: TO:
Total State Financial Assistance Expended during Grantee's most recently completed Fiscal Year:
Total Federal Financial Assistance Expended during Grantee's most recently completed Fiscal Year:
CERTIFICATION STATEMENT:
I hereby certify that the above information is correct.
Signature Date
Print Name and Position Title
DEP Agreement No. 324SC,Attachment F,Page 1 of 3
INSTRUCTIONS FOR COMPLETING THE ATTACHMENT
Grantee Fiscal Year Period: FROM: Month/Year TO: Month/Year
NOTE: THIS SHOULD BE THE GRANTEE'S FISCAL YEAR FROM (MONTH/YEAR) TO
(MONTH/YEAR).
Total State Financial Assistance Expended during Grantee's most recently completed Fiscal Year:
NOTE: THIS AMOUNT SHOULD BE THE TOTAL STATE FINANCIAL ASSISTANCE
EXPENDED FROM ALL STATE AGENCIES,NOT JUST DEP.
Total Federal Financial Assistance Expended during Grantee's most recently completed Fiscal Year:
NOTE: THIS AMOUNT SHOULD BE THE TOTAL FEDERAL FINANCIAL ASSISTANCE
EXPENDED FROM ALL FEDERAL AGENCIES, NOT JUST THROUGH DEP.
The Certification should be signed by your Chief Financial Officer.
Please print the name and include the title and date of the signature.
DEP Agreement No.324SC,Attachment F,Page 2 of 3
CERTIFICATION OF APPLICABILITY TO SINGLE AUDIT ACT REPORTING
FREQUENTLY ASKED QUESTIONS
1. Question: Do I complete and return this form when I return my signed
Agreement/Amendment?
Answer: No, this form is to be completed and signed by your Chief Financial Officer
and returned 4 months after the end of your fiscal year.
2. Question: Can I fax the form to you?
Answer: Yes, you can fax the Certification form,the fax number is 850/245-2411.
3. Question: How can I submit the form if our audit is not completed by the due date of
this letter?
Answer: You should be able to complete the form from the information in your
accounting system. This is just to let our Office of the Inspector General know which
entities they should be getting an audit from. If you are under the threshold you do not
have to submit a copy of your audit, only the Certification form.
4. Question: Do you only want what we received from DEP?
Answer: No, the Single Audit is the TOTAL AMOUNT of funds that you expended
towards all state or federal grants that you receive. You should list those that are specific
to DEP on the form.
5. Question: Do I have to submit the completed form and a copy of my audit?
Answer: No, you do not have to submit your audit unless you are over the threshold of
$500,000. If you would prefer to submit your audit (CAFR) instead of the form, that is
fine. You must submit a paper copy of your audit,we cannot receive it electronically.
6. Question: Our CAFR will not be ready before your due date and we don't have the
information necessary to complete the certification. Can we get an extension?
Answer: Yes, just send us an Email letting us know when you will have your CAFR
completed and we will place the Email with your letter in our file so that you don't get a
2nd notice.
7. Question: Can I submit my Certification Form or CAFR electronically?
Answer: Yes, you can submit them by Email to Debbie.skeltongdep.state.fl.us
DEP Agreement No.324SC,Attachment F,Page 3 of 3