Item C20 C.20
Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS
�� Mayor David Rice,District 4
The Florida Keys � Mayor Pro Tem Craig Cates,District I
y Michelle Coldiron,District 2
James K.Scholl,District 3
Ij Holly Merrill Raschein,District 5
County Commission Meeting
September 21, 2022
Agenda Item Number: C20
Agenda Item Summary #11045
BULK ITEM: Yes DEPARTMENT: Project Management
TIME APPROXIMATE: STAFF CONTACT: Cary Knight(305) 292-4527
N/A
AGENDA ITEM WORDING: Approval of Modification 4 3, reinstating and extending the
completion date of the grant to December 31, 2022 and increasing Non-Federal project total by
$397,143.00, of Hazard Mitigation Grant Program (HMGP) agreement 4 4337-66-R with the
Florida Division of Emergency Management(FDEM) which provided design funding, in the amount
of $960,652.33 in Federal Funds for the Emergency Operations Center (EOC) at the Marathon
airport.
ITEM BACKGROUND: The Federal Emergency Management Agency (FEMA) approved an
HMGP grant application from Monroe County in April 2019 to design and construct an Emergency
Operations Center (EOC) constructed to FEMA P-361 standards (safe room). Florida Division of
Emergency Management (FDEM), as the responsible state agency for FEMA funding grants,
developed the proposed sub-grant agreement with Monroe County. Modification 42 reinstated and
extended the agreement. This modification reinstates and extends the agreement duration until
December 31, 2022, and increases the Non-Federal project total by $397,143.00.
PREVIOUS RELEVANT BOCC ACTION:
8/17/22 Approval of the First Amendment to the Construction Manager at Risk
(CMAR) agreement with Ajax Building Company in the amount of
$31,856,275.
1/21/22 Rescind/replace Modification 42 to the HMGP grant agreement which
was revised to reinstate and extend the agreement. The original
Modification 42 only extended the date.
12/8/21 Approval of third amendment to the pre-construction services contract
with Ajax Building Company, LLC to add the costs of an extended
pre-construction period.
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12/8/21 Approval of Modification 42 to the HMGP grant agreement extending
the completion date of the grant to May 31, 2022 and increasing the
grant amount by $44,581.12, for HMGP agreement 4 4337-66-R with
the Florida Division of Emergency Management(FDEM)
11/3/21 Approval of CMAR agreement with Ajax Building Company, LLC for
the construction of the Emergency Operations Center.
5/19/21 Approval of a grant agreement amendment (Modification 41 to the
direct appropriation grant agreement) with the Florida Division of
Emergency Management to receive state funded appropriations for
Local Emergency Management and Mitigation Initiatives assistance
number 31.064 (Agreement Number 19-SP-10-11-54-01-237) in the
amount of $5,900,000.00, and approval of a resolution authorizing the
County Administrator to sign all amendments, modifications, and other
necessary documents including reimbursement requests for this grant.
The original period of time was July 1, 2018 - June 30, 2021. This
amendment extends the end date to June 30, 2023.
12/9/20 Approval of Modification 4 1, extending the completion date of the
grant, of a Hazard Mitigation Grant Program (HMGP) agreement 4
4337-66-R with FDEM which provides design funding, in the amount
of $916,071.21 for the Emergency Operations Center (EOC) at the
Marathon airport.
10/21/20 Approval of Second Amendment to the Agreement for Pre-
Construction Services with Ajax Building Company, LLC in the
amount of $265,591.00 for the Emergency Operations Center to add
the scope and cost of the DAV building demolition.
10/21/20 Approval of a First Amendment to the Agreement with Architects
Design Group / ADG, Inc. (ADG), in the amount of$2,818,325.00, for
design through construction administration of an Emergency
Operations Center(EOC) in Marathon.
5/20/20 Approval of a no cost Amendment to the Agreement for Pre-
Construction Services with Ajax Building Company, LLC for the
Emergency Operations Center to remove certain contract provisions
that were not required at the pre-construction stage.
4/15/20 BOCC approved an Agreement with Ajax Building Company, LLC to
provide Construction Manager At Risk (CMAR) services for the
Emergency Operations Center (EOC) at the Marathon Airport in the
amount of $110,000.00 through a FDOT grant. This Agreement is for
Pre-Construction Phase services.
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4/15/20 Approval of Amendment No. 1 to State of Florida Department of
Transportation Public Transportation Grant Agreement G1009
providing $4,000,000.00 in additional funding for the Non-
Aeronautical Use Building Project (Emergency Operations Center-
EOC) at the Florida Keys Marathon International Airport.
12/9/19 BOCC approved an HMGP agreement with FDEM for Phase I of a
FEMA grant in the amount of $916,071.21 to be used for pre-
construction activities for the EOC.
11/20/19 BOCC approved the recommended site location for the EOC building
at the southwest corner of the Marathon Airport.
9/18/19 Approval of a contract with Architects Design Group, Inc. (ADG) for
design and construction administration services for an Emergency
Operations Center (EOC) in Marathon; correcting contract sum
scrivener's error in Section 7.1.1 of the contract.
8/21/19 BOCC approved a revised contract with ADG which changed the name
of the EOC building to "FL Keys Marathon Airport Non-Aeronautical
Use Building" due to requirements of Monroe County's acceptance of
an FDOT grant agreement.
5/22/19 BOCC Approved award of a contract to ADG to provide design and
construction administration services for the Monroe County EOC.
3/21/19 BOCC approved staff request to negotiate with ADG a professional
services contract to provide design and construction administration
services for the Monroe County EOC.
12/19/18 BOCC approved an agreement with the Florida Department of
Transportation (Public Transportation Grant G1009) to accept a grant
in the amount of $400,000 (to be matched with $400,000 in County
funds) for the planning, permitting, design and construction of a non-
aeronautical building (EOC) to be constructed on the SW corner of the
Marathon airport property.
9/19/18 BOCC approved an agreement with the Florida State Division of
Emergency Management to accept a grant in the amount of$5,900,000
for the design and construction of a Monroe County Emergency
Operations and Public Safety Center.
6/20/18 Approval to advertise a Request for Qualifications for professional
architectural services for a re-design through construction
administration of a new Emergency Operations Center in Marathon, in
compliance with the Code of Federal Regulations (2 CFR) for potential
Hazard Mitigation Grant Program (HMGP) funding
11/14/17 BOCC ratified a Second Amendment to the contract with ADG to
develop an updated construction estimate with modifications to the
design for a new site and slightly revised scope.
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10/1/09 BOCC approved a First Amendment to the contract with ADG to
include information technology needs to the design.
2/18/09 BOCC approved a contract with Architects Design Group (ADG) for
the design through construction administration of a new EOC in
Marathon.
CONTRACT/AGREEMENT CHANGES:
Amendment updates the amount, reinstates, and extends the agreement
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
4337-066-R Mod43 Monroe County Board of County Commissioners - for Subrecipient Signature
(08-29-2022)_legal
4337-66-R CONTRACT_Executed
4337-066-R Mod 41 Monroe County Board of County Commissioners- Subrecipient Signature
4337-066-R Mod 42 Contract H0206 BOCC Approved 12.8.21 C.17
4337-066-R Mod 42 Revised -Monroe County BOCC-Executed Contract
FINANCIAL IMPACT:
Effective Date: 1/14/2020
Expiration Date: 12/31/2022
Total Dollar Value of Contract: $960,652.33 Federal and $1,680,540.44 Non-Federal
Total Cost to County: TBD
Current Year Portion: N/A
Budgeted: Yes
Source of Funds: Legislative Grant(FDEM - 100% state funds), FDOT (50% Direct
Appropriations). FEMA HMGP (-25% Direct Appropriations; application approved by
FEMA, grant agreement pending approval by BOCC) (FDEM State Funds will be used for
County Match to HMGP & FDOT grants)
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant: Yes
County Match: Yes
Insurance Required: N/A
Additional Details:
The Non-Federal Project Cost was increased by $397,143.00
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REVIEWED BY:
Cary Knight Completed 08/31/2022 1:23 PM
Kevin Wilson Completed 08/31/2022 4:05 PM
Cynthia Hall Completed 08/31/2022 4:56 PM
Purchasing Completed 08/31/2022 5:20 PM
Budget and Finance Completed 09/01/2022 8:30 AM
Brian Bradley Completed 09/01/2022 1:43 PM
Lindsey Ballard Completed 09/02/2022 10:15 AM
Board of County Commissioners Pending 09/21/2022 9:00 AM
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SUB-RECIPIENT AGREEMENT CHECKLIST
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DIVISION OF EMERGENCY MANAGEMENT
MITIGATION BUREAU 0
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REQUEST FOR REVIEW AND APPROVAL
SUB-RECIPIENT: Monroe County Board of County Commissioners
PROJECT#: 4337-066-R
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PROJECT TITLE: Monroe County, FEMA 361 Emergency Operations Center, Safe Room Q
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CONTRACT#: H0206 �s
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MODIFICATION#: 3 00
SUB-RECIPIENT REPRESENTATIVE POINT OF CONTACT
Cary Knight
Director Department of Project Management
1100 Simonton Street, RM 2-216
Key West, Florida 33040
Enclosed is your copy of the proposed contract/modification between Monroe County Board of
County Commissioners and the Florida Division of Emergency Management (FDEM).
COMPLETE 0
This form is required to be included with i all Reviews Approvals, and Submittal
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❑ Signed electronic copy
❑ Reviewed and Approved
❑ Signed and Dated by Official Representative E
❑ Copy of the organization's resolution or charter that specifically identifies the t0
person or position that is authorized to sign, if not Chairman, Mayor, or Chief
❑ Attachment I - Federal Funding Accountability and Transparency Act (FFATA) -
completed, signed, and dated U
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® N/A for Modifications or State Funded Agreements
❑ Attachment K—Certification Regarding Lobbying - completed, signed, and dated 0
® N/A for Modifications or State Funded Agreements
❑ Electronic Submittal to the Grant Specialist Daniel Ring on 0
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If you have any questions regarding this contract, or who is authorized to sign it, please contact
your Project Manager at (850) 692-9458 or email me at rnien, o .� aii . � „(- m .r � Fm
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Contract Number: H0206
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Project Number: 4337-066-R CL
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MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
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This Modification Number Three made and entered into by and between the State of Florida, N
Division of Emergency Management ("the Division"), and Monroe County Board of County 00
Commissioners ("the Sub-Recipient")to modify Contract Number H0206, dated, January 14, 2020 ("the
Agreement").
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement, pursuant to
which the Division has provided a subgrant to the Sub-Recipient under the Hazard Mitigation Grant
Program of$960,652.33, in Federal Funds; and
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement; and
WHEREAS, the Agreement expired on May 31, 2022; and
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WHEREAS, the Division and the Sub-Recipient desire to reinstate and extend the terms of the 0
Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the
parties agree as follows: U)
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1. The Agreement is hereby reinstated and extended as though it had never expired. E
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2. Paragraph 8 of the Agreement is hereby amended to read as follows:
(8) PERIOD OF AGREEMENT
This Agreement shall begin January 14, 2020, and shall end December 31, 2022, unless L)
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terminated earlier in accordance with the provisions of Paragraph (17)of this Agreement. 0
3. The Budget and Scope of Work, Attachment A to the Agreement, are hereby modified as set forth 0
in 3rd Revision Attachment A to this Modification, a copy of which is attached hereto and
incorporated herein by reference.
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4. All provisions of the Agreement being modified and any attachments in conflict with this U
Modification shall be and are hereby changed to conform with this Modification, effective on the
date of execution of this Modification by both parties. a
5. All provisions not in conflict with this Modification remain in full force and effect, and are to be
performed at the level specified in the Agreement.
6. Quarterly Reports are due to the Division no later than 15 days after the end of each quarter of
the program year and shall be sent each quarter until submission of the administrative close-out
report. The ending dates for each quarter of the program year are March 31, June 30,
September 30 and December 31.
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IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the dates set
out below. >
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SUB-RECIPIENT: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
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Name and Title: ,
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Date:
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
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Name and Title: Kevin Guthrie, Director
Date:
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Approved as to form and legal sufficiency:
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Monroe County Attorney's Office 8-29-2022
Sr. Assistant County Attorney
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Attachment A O
(31d Revision) 0
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Budget and Scope of Work CL
STATEMENT OF PURPOSE:
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The purpose of this Scope of Work is to provide a FEMA P-361 Standards safe room at a new Emergency N
Operations Center (EOC) in Marathon, Monroe County, Florida, funded through the Hazard Mitigation
Grant Program (HMGP) DR-4337-066-R, as approved by the Florida Division of Emergency N
Management (Division) and the Federal Emergency Management Agency (FEMA). 00
The Sub-Recipient, Monroe County Commissioners,shall conduct Phase I—Design of this project,which
includes the engineering designs and calculations, surveys, permitting, and notices. No construction
activities are approved at this time. The Sub-Recipient shall complete the Phase I work in accordance
with all applicable federal, state and local laws, regulations and codes.
PROJECT OVERVIEW:
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As a Hazard Mitigation Grant Program project, the Sub-Recipient proposes to construct a new hurricane
safe room to FEMA P-361 Standards. The structure shall have a dual use to serve as the new Monroe
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County BOCC Emergency Operations Center (EOC), which shall be located at 7280 Overseas Highway,
Marathon, Florida, 33050. 0
The scope is for Phase I only, which includes but is not limited to surveying, engineering, design, plans
preparation, permitting and bidding for the proposed project, for Phase 11 approval.
The design proposed for Phase 11 scope is to construct a new hurricane safe room to FEMA P-361
standards. The structure has a dual use to serve as the new Monroe County BOCC Emergency °
Operations Center which will be located at 7280 Overseas Highway, Marathon, Florida, 33050. The E
proposed structure is an approximately 28,321 square foot, two-story building which will be elevated to O
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meet local building code requirements. The building structure is designed to include precast concrete
beams and columns with a site-cast panel system and the roof is designed as cast-in-place concrete that
meets all standards for shelters. Storefront glazing tested for missile impact level compliant with Florida t0
Building Codes is required. As designed, the building will provide near absolute life safety protection ,-
against hurricane wind speeds in order to serve the first responders, emergency managers, and other O
disaster staff that must remain behind in the event of a hurricane impacting Monroe County. The proposal
includes site development with drainage necessary components (storm drainage piping, inlets, water O
detention areas, etc.) to meet rain load requirements in compliance with the guidance manual for FEMA
P-361 section B7.2.4 Rainwater Drainage. Drainage components are within project boundaries and are
considered part of the safe room site development activities and are not a separate mitigation action. t0
Emergency back-up power for the facility will be provided by purchasing and installing a two (2)generator
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load-sharing arrangement, consisting of identical 500 kW 3-phase, 4-wire diesel fired generators, or the
adequate size determined by the vendor and/or an electrical engineer during the bid process to O
appropriately support the critical facility. This system will ensure full functionality of the EOC, and an
uninterrupted power supply for the facility including the emergency (911) call system. Runtime for the
generator system is calculated to be 96 hours at the designed electrical demand load. Each generator O
will be installed with a base day tank and further supported by a single 2,500-gallon main fuel tank.
For safe room construction, the project shall be designed to provide protection against 220 MPH winds
and by the criteria contained in the standards of the Department of Homeland Security, Federal
Emergency Management Agency guidance manual FEMA P-361 Design and Construction for Community
Safe Room, to provide "near-absolute protection".
The generator(s) shall be protected against a 500-year flood event by implementing specific activities or
by locating the generator(s)outside the Special Flood Hazard Area (SFHA)and shall be protected against E
wind with a rated enclosure based on its location requirements. Activities shall be completed in strict
compliance with Federal, State and Local applicable Rules and Regulations.
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The project shall provide protection against 220 MPH winds, or the wind speed protection and impact
requirements indicated by the effective Florida Building Code at the time permits are issued. >
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Project Locations:
ID#jTSjWMjj
Coordinates
1 24.721770, -81.061740
2 24.720600, -81.061930 .21
3 24.720340, -81.062620N
4) W 224.721800, -81.062800)....iii Q
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TASKS&DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor and
execute a contract with the selected bidder to complete the scope of work as approved by the Division
and FEMA. The Sub-Recipient shall select the qualified, licensed Florida contractor in accordance
with the Sub-Recipient's procurement policy as well as all Federal and State Laws and Regulations.
All procurement activities shall contain sufficient source documentation and be in accordance with
all applicable regulations.
The Sub-Recipient and contractor shall be responsible for maintaining a safe and secure worksite U)
for the duration of the work. The contractor shall maintain all work staging areas in a neat and
presentable condition. E
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials, equipment,
tools, transportation and supervision and for performing engineering designs to be presented to the
Division by the Sub-Recipient and subsequently approved by the Division and FEMA. 0
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The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or suspended -
from participating in federally funded projects.
The selected contractor shall have a current and valid occupational license/business tax receipt 0
issued for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the procurement
process. This shall include a rationale for the method of procurement and selection of contract type, U
contractor selection and/or rejection and bid tabulation and listing, and the basis of contract price. 0
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The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility, Voluntary a
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Exclusion Form"for each contractor and/or subcontractor performing services under this agreement.
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Executed contracts with contractors and/or subcontractors shall be provided to the Division by the
Sub-Recipient. 0
The Sub-Recipient shall provide copies of professional licenses for contractors selected to perform
services. The Sub-Recipient shall provide a copy of a current and valid occupational license or
business tax receipt issued for the type of services to be performed by the selected contractor.
2) The Sub-Recipient shall monitor and manage the Phase I portion of this project in accordance with
the Hazard Mitigation Grant Program application and supporting documentation as submitted to the
Division and subsequently approved by the Division and FEMA. The Division and FEMA shall render
a Phase II determination upon completion of the review of Phase I deliverables. No construction
activities are approved at this time. The Sub-Recipient shall ensure that all applicable state, local
and federal laws and regulations are followed and documented, as appropriate.
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Phase I consists of fees; for conducting survey, study, engineering, design, public notices, and/or
permitting associated with the design of a FEMA P-361 Standards structure. Verification shall be >
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necessary for determining project eligibility. CL
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All Phase I work shall be completed in accordance with all applicable state, local and federal laws
and regulations and documented, as appropriate.
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with sufficient
supporting documentation, and provide a summary of all contract scope of work and scope of work
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changes, if any. Additional documentation shall include: N
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a) Copy of permit(s), notice of commencement.
b) Two sets of engineering Signed/Sealed final design and analysis, and surveying. 00
c) Any structural and non-structural design peer review reports as required by FEMA P-361 (as
applicable).
d) Construction Plans and bid documents for FEMA 361 compliance. LO
e) Revised cost estimate for Phase 11 — construction (include Phase I costs), to implement the
design project. C
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f) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products to be utilized.
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g) Color Aerial Maps. L_
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h) Color photographs of the project area.
i) Letter from the Floodplain manager verifying the project is in compliance with local floodplain
ordinances/regulations. °U)
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j) Proof of compliance with Project Conditions and Requirements contained herein.
k) Any other documentation requested by the Division, not limited to Project Conditions and 0
Requirements herein.
3) During the course of this agreement, the Sub-Recipient shall submit requests for reimbursement.
Adequate and complete source documentation shall be submitted to support all costs (federal share U
and local share)related to the project. In some cases, all project activities may not be fully complete -
prior to requesting reimbursement of costs incurred in completion of this scope of work; however, a
partial reimbursement may be requested.
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The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel with
each reimbursement request attesting to the completion of the work,that disbursements or payments
were made in accordance with all agreement and regulatory conditions, and that reimbursement is 0
due and has not been previously requested. U
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The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure invoices
are accurate and any contracted services were rendered within the terms and timelines of this 0
agreement. All supporting documentation shall agree with the requested billing period. All costs
submitted for reimbursement shall contain adequate source documentation which may include but
not be limited to: cancelled checks, bank statements, Electronic Funds Transfer, paid bills and 0
invoices, payrolls, time and attendance records, contract and subcontract award documents.
The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted by subcontractors and
pay subcontractors for approved bills, invoices, and/or charges. Sub-Recipient shall ensure that all
subcontractor bills, invoices, and/or charges are legitimate and clearly identify the activities being
performed and associated costs.
Sub-Recipient Management Costs (SRMC) expenditure must adhere to FEMA Policy #104-11-1
HMGP Management Costs (Interim)signed November 14, 2018. FEMA defines management costs
as any: Indirect costs, Direct administrative costs, and other administrative expenses associated with
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a specific project. Administrative costs are expenses incurred by a Sub-Recipient in managing and
administering the federal award to ensure that federal, state requirements are met including:
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solicitation, development, review, and processing of sub-applications; delivery of technical
assistance; quarterly progress and fiscal reporting; project monitoring; technical monitoring; >
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compliance activities associated with federal procurement requirements; documentation of quality of CL
work verification for quarterly reports and closeout; payment of claims; closeout review and CL
liquidation; and records retention.
Any activities that are directly related to a project are not eligible under management costs. For
example, architectural, engineering, and design services are project costs and cannot be included
under management costs. Similarly, construction management activities that manage, coordinate, N
and supervise the construction process from project scoping to project completion are project costs. Q
These activities cannot be included under management costs. ,
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Due to Strategic Funds Management(SFM), SRMC Interim Policy requires management costs to be 00
obligated in increments sufficient to cover Sub-Recipient needs, for no more than one year, unless
contractual agreements require additional funding. FEMA has established a threshold where annual
increments will be applied to larger awards allowing smaller awards to be fully obligated. Obligations
will be handled by the size of the total subaward. �s
The Sub-Recipient shall pre-audit all SRMC source documentation — personnel, fringe benefits,
travel, equipment, supplies, contractual, and indirect costs. A brief narrative is required to identify
what the funds will be used for. Documentation shall be detailed and clearly describe each approved
task performed, hours devoted to each task, and the hourly rate charged including enough
information to calculate the hourly rates based on payroll records. Employee benefits and tasks shall
be clearly shown on the Personnel Activity Form, and all Personnel or Contractual SRMC shall be
invoiced separate from all other project costs.
Project Management Expenses (only applies to disasters prior to August 1, 2017, all others adhere
to FEMA Policy #104-11-1 for SRMC): The Sub-Recipient shall pre-audit source documentation
such as payroll records, project time sheets, attendance logs, etc. Documentation shall be detailed
information describing tasks performed, hours devoted to each task, and the hourly rate charged for U)
each hour including enough information to calculate the hourly rates based on payroll records.
Employee benefits shall be clearly shown. E
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The Division shall review all submitted requests for reimbursement for basic accuracy of information.
Further, the Division shall ensure that no unauthorized work was completed prior to the approved
project start date by verifying vendor and contractor invoices. The Division shall verify that reported 0
costs were incurred in the performance of eligible work, that the approved work was completed, and U
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that the mitigation measures are in compliance with the approved scope of work prior to processing 0
any requests for reimbursement.
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Review and approval of any third party in-kind services, if applicable, shall be conducted by the
Division in coordination with the Sub-Recipient. Quarterly Reports shall be submitted by the Sub-
Recipient and received by the Division at the times provided in this agreement prior to the processing
of any reimbursement. U
The Sub-Recipient shall submit to the Division requests for reimbursement of actual Phase I costs
related to the project as identified in the project application and this scope of work. The Requests a
for Reimbursement (RFR)shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of services
performed, description of services performed, location of services performed, cost of services 0
performed, name of service provider and any other pertinent information;
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor for
invoiced services;
c) Clear identification of amount of costs being requested for reimbursement as well as costs being
applied against the local match amount.
The Sub-Recipient's Request for Reimbursement shall include the final Phase I project cost.
Supporting documentation shall show that all contractors and subcontractors have been paid.
B) Deliverables:
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Mitigation Activities consist of Phase I activities, which include engineering, designing, plans
preparation, permitting and bidding for the proposed project, for Phase 11 approval, to implement >
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measures to construct a new Emergency Operations Center, to FEMA P-361 Standards, located at CL
7280 Overseas Highway, Marathon, Florida 33050. CL
For safe room construction, the project shall be designed to provide protection against 220 MPH
winds and by the criteria contained in the standards of the Department of Homeland Security, Federal
Emergency Management Agency guidance manual FEMA P-361 Design and Construction for
Community Safe Room, to provide "near-absolute protection". N
The generator(s)shall be protected against a 500-year flood event by implementing specific activities N
or by locating the generator(s)outside the Special Flood Hazard Area (SFHA)and shall be protected N
against wind with a rated enclosure based on its location requirements.Activities shall be completed 00
in strict compliance with Federal, State and Local applicable Rules and Regulations.
The project shall provide protection against 220 MPH winds,or the wind speed protection and impact
requirements indicated by the effective Florida Building Code at the time permits are issued.
Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction of new or
retrofitted window or door coverings must conform to design drawings that are signed, sealed, and
inspected by a structural engineer who is registered in this state. The Sub-Recipient shall provide
an inspection report and attestation or a copy of the signed and sealed plans to the Division before
payment will be made.
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
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Agreement, the Division shall reimburse the Sub-Recipient based on the percentage of overall 0
project completion.
PROJECT CONDITIONS AND REQUIREMENTS:
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C) Engineering: U)
1 The Sub-Recipient shall submit Engineering Tans and bidding documents prepared to complete the E
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project. Wind protection shall be provided on any opening such as vents, louvers, and exhaust fans. O
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All installation shall be in strict compliance with the FEMA P-361 specifications, and all proposed
materials shall be certified to meet wind and impact standards.
2) Design documents shall provide a detailed description that includes specifics on project scope of U
work, depth and extent of ground disturbance at all construction locations of the project. -
3) Submit a refined cost estimate, to include Phase I Fees and Phase 11 Construction Materials and
Labor. 0
4) This project shall be designed by the criteria contained in the standards of the Department of
Homeland Security, Federal Emergency Management Agency guidance manual FEMA 361-Design
and Construction for Community Safe Room, to provide "near absolute protection". It is further O
U
understood and agreed by the Division and the Sub-Recipient that the level of wind protection
provided by the mitigation ensures the safety or survival of building occupants.
O
D) Environmental:
1) Any conditions for compliance shall be included in the final design plans, narrative and project
implementation actions.
2) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and
requirements, and obtain (before starting project work) and comply with all required permits and
approvals. Failure to obtain all appropriate federal, state, and local environmental permits and
clearances may jeopardize federal funding. If project is delayed for a year or more after the date of
the categorical exclusion (CATEX), then coordination with and project review by regulatory agencies
must be redone.
3) Any change, addition or supplement to the approved mitigation measure or scope of work that alters
the project (including other work not funded by FEMA, but done substantially at the same time)shall
require resubmission to the Division and FEMA for revaluation of compliance with the National
Packet Pg. 658
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4-
Environmental Protection Act (NEPA) and Section 106 of the National Historic Preservation Act
(NHPA) prior to initiation of any work. Non-compliance with these requirements may jeopardize >
0
FEMA's ability to fund this project. A change in the scope of work shall be approved by the Division CL
and FEMA in advance regardless of the budget implications. CL
4) Acceptance of Federal funding requires Sub-Recipient to comply with all Federal, State and Local
Laws. Failure to obtain all appropriate Federal, State and Local Environmental Permits and
clearances may jeopardize federal funding.
5) Phase I of this project is approved with the condition that the above list of deliverables shall be N
submitted for review and approval by the Division and FEMA before Phase 11 is considered. N
6) No construction work may begin until Phase 11 is approved by the Division and FEMA. N
00
E) Programmatic:
1) The Sub-Recipient must notify the Division as soon as significant developments become known,
such as delays or adverse conditions that might raise costs or delay completion, or favorable �s
conditions allowing lower costs or earlier completion.
2) The Sub-Recipient must "obtain prior written approval for any budget revision which would result in
a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
3) The Division and FEMA shall approve a change in the scope of work in advance, regardless of the
impact to the budget.
2
4) Project is approved with the condition that the enclosed list of deliverables shall be submitted 30 0
days prior to the Period of Performance date, for review and approval by the Division, for submittal
to FEMA for closeout.
5) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to the g
expiration date. Therefore, any request for a Period of Performance Extension shall be in writing
and submitted, along with substantiation of new expiration date and a new schedule of work, to the
Division, a minimum of seventy (70) days prior to the expiration date, for Division processing to E
FEMA. U
6) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other form of
assistance, as required by Section 312 of the Stafford Act, and further clarification in 44 CFR t0
206.191.
0
7) A copy of any executed subcontract agreement must be forwarded to the Division within 10 days of
execution.
0
8) This project shall be designed by the criteria contained in the standards of the Department of
Homeland Security, Federal Emergency Management Agency guidance manual FEMA 361-Design
and Construction for Community Safe Room, to provide "near absolute protection". It is further t0
understood and agreed by the Division and the Sub-Recipient that the level of wind protection
provided by the mitigation ensures the safety or survival of building occupants. 0-
a
9) Sub-Recipient Management Costs (SRMC), implemented under the Disaster Relief and Recovery 0
Act of 2018 (DRRA), amended Section 324 of the Stafford Act, and the Hazard Mitigation Grant
Program Management Costs (Interim) FEMA Policy 104-11-1, provides 100% federal funding under
HMGP to Sub-Recipients to efficiently manage the grant and complete activities in a timely manner. 0
o SRMC must conform to 2 CFR Part 200, Subpart E, applicable program regulations, and Hazard
Mitigation Assistance (HMA) Guidance (2015), ensuring costs are reasonable, allowable,
allocable and necessary to the overall project.
o Funding is for approved indirect costs, direct administrative costs, and administrative expenses
associated with this specific project and shall have adequate documentation.
o SRMC cannot exceed 5% of the total project costs awarded.
o SRMC is 100%federally funded and will be reimbursed based on actual costs incurred for each
individual Request for Reimbursement (RFR)submitted with the required documentation.
Packet Pg. 659
C.20.a
4-
0
o SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
o If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC 0
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout. CL
This is FEMA project number 4337-066-R. It is funded under HMGP, FEMA-4337-DR-FL and must
adhere to all program guidelines established for the HMGP in accordance with the PAS Operational
Agreement for Disaster 4337. i
N
N
FEMA awarded this project on April 26,2019;with a Pre-Award date of January 23,2018;this Agreement a
was executed on January 14, 2020; and the Period of Performance for this project shall end on )
December 31, 2022. 00
00
F) FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or more of the
following actions, as appropriate in the circumstances:
1) Temporarily withhold cash payments pending correction of the deficiency by the Sub-Recipient;
2) Disallow all or part of the cost of the activity or action not in compliance;
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
2
5) Take other remedies that may be legally available. 0
SCHEDULE OF WORK
O
U)
Phase I — A
E
State Contracting: 9 Months
O
Bidding /Local Procurement: 2 Months U
Design Specifications: 15 Months
O
Permitting /Survey: 6 Months U
4-
Deliverables Submitted to FDEM: 12 Months
Total Period of Performance: 44 Months 0
O
U
0
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O
O
E
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Packet Pg. 660
C.20.a
4-
BUDGET 0
Line Item Budget* 0
Project Cost Federal Cost Non-Federal Cost
Materials: $0.00 $0.00 $0.00
Labor: $0.00 $0.00 $0.00
Fees: $2,570,902.00 $897,035.15 $1,673,866.85
N
"Pre-Award: $10,250.00 $3,576.41 $6,673.59 Q
N
N
Initial Agreement Amount: $2,581,152.00 $900,611.56 $1,680,540.44 00
***Contingency Funds: $0.00 $0.00 $0.00
Project Total: $2,581,152.00 $900,611.56 $1,680,540.44
****SRMC _
SRMC: $60,040.77 $60,040.77 ,
SRMC Total: $60,040.77 $60,040.77
*Any line item amount in this Budget may be increased or decreased 10% or less, with the Division's
approval, without an amendment to this Agreement being required, so long as the overall amount of the
funds obligated under this Agreement is not increased.
2
0
**This project has a Pre-Award, approved by FEMA in the amount of$10,250.00 project costs with a start
date of January 23, 2018.
***This project has an estimated$0.00 in contingency funds. Per FEMA Hazard Mitigation Assistance
Guidance Part VI, D.3.4—Contingency funds are not automatically available for use. Prior to their release,
contingency funds must be re-budgeted to another direct cost category and identified. Post-award changes
to the budget require prior written approval from the Division (FDEM). The written request should 0
U
demonstrate what unforeseen condition related to the project arose that required the use of contingency
funds.
0
Project Management costs are included for this project in the amount of$0.00.
0
**** Sub-Recipient Management Costs (SRMC) are included for this project in the amount of
$60,040.77 in Federal funding. Per the Hazard Mitigation Grant Program Interim FEMA Policy 104-11- 0
1, SRMC provides HMGP funding to Sub-Recipients to efficiently manage the grant and complete activities
in a timely manner. SRMC must conform to 2 CFR Part 200, Subpart E, ensuring costs are reasonable,
allowable, allocable and necessary to the overall project. t0
SRMC cannot exceed 5% of the approved total project costs awarded and shall be reimbursed at 5% for
0
each Request for Reimbursement(RFR) submitted with the required documentation.
0
If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
0
Funding Summary Totals
Federal Share: $900,611.56 (34.89184519%)
Non-Federal Share: $1,680,540.44 (65.10815481%)
Total Project Cost: $2,581,152.00 (100.00%)
SRMC (100% Federal) $60,040.77
c�
Packet Pg. 661
C.20.b
STATE OF FLORIDA
DIVISION OF EMERGENCY A AGE E T
u ..Ron DeSantis Jared Moskowitz t3
Governor
Director
UJI
January 14, 2020
O
UJI
Mr. Cary Knight, Director
Monroe County
500 Whitehead Street
Key West, Florida 33040
Re: Project#4337-66-R ;
Monroe County Board of County Commissioners, FEMA 361 EOC, O
Safe Room Project, Phase 1
Dear Mr. Knight:
Enclosed is the executed Hazard Mitigation Grant Program (HMGP) contract
number H0206 between Monroe County Board of County Commissioners the and the
Division of Emergency Management.
Please forward all Requests for Reimbursement (Attachment D) to the Division of
Emergency Management at the following address: -
Mr. Mike Lalbachan, Project Manager
CL
Hazard Mitigation Grant Program CL
Florida Division of Emergency Management
2702 Director Row
Orlando, Florida 32809
X
If you have any specific questions regarding the contract or the Request for UJI
Reimbursement form, please contact Mr. Mike Lalbachan, at (850) 815-4571. L)
Respectfully,
L)
Miles E. Anderson
Bureau Chief, Mitigation
State Hazard Mitigation Officer
MEA:km/ma
Enclosure
DIVISION HEADQUARTERS�WY
Telephone 850815-4000 � SATE LOGISTICS RESPONSE CENTE
R
2555 Shmard Oa Boulevard wwwFloddaDisaster. 702Diectors Row
Tallahassee, FL 32399-2100 Or L 32809-56 Packet Pg. 662
C.20.b
Agreement Number: H0206
_.
Project Number: 4337-066-R
FEDERALLY-FUNDED SUBAWARD AND GRANT AGREEMENT
0
2 C.F.R. §200.92 states that a"subaward may be provided through any form of legal agreement,
including an agreement that the pass-through entity considers a contract."
As defined by 2 C.F.R. §200.74, "pass-through entity"means "a non-Federal entity that provides a
subaward to a Sub-Recipient to carry out part of a Federal program."
As defined by 2 C.F.R. §200.93, "Sub-Recipient" means"a non-Federal entity that receives a
subaward from a pass-through entity to carry out part of a Federal program."
0
As defined by 2 C.F.R. §200.38, "Federal award"means"Federal financial assistance that a non-
Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity."
As defined by 2 C.F.R. §200.92, "subaward" means"an award provided by a pass-through entity to a
Sub-Recipient for the Sub-Recipient to carry out part of a Federal award received by the pass-through
entity."
The following information is provided pursuant to 2 C.F.R. §200.331(a)(1):
Monroe County Board of County
Sub-Recipient's name: Commissioners
... -- 0
Sub-Recipient's unique entity identifier: 59-6000749 ra
....... _, ...... >
Federal Award Identification Number(FAIN): FEMA-DR-4337-FL L
Federal Award Date: Aril 26, 2019 CL
January 23, 2018 thru November 30,
Subaward Period of Performance Start and End Date: 2020
. _. ..
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Amount of Federal Funds Obligated by this Agreement: $916,071.21
...... x
Total Amount of Federal Funds Obligated to the Sub-Recipient
by the pass-through entity to include this Agreement: $916,071.21
Total Amount of the Federal Award committed to the Sub-
Recipient by the pass-through entity $916,071.21
Federal award project description (see FFATA): EOC Safe Room, Phase I
Name of Federal awarding agency: Federal Emergency Management Agency t3
�.
ivision of Ern enc Mana��ement
Name of pass-through entity: FL D _ f_
Contact information for the pass-through entity: Mike Lalbachan rem myflorida.com
.... --
Catalog of Federal Domestic Assistance (CFDA) Number and
Name: 97.039 Hazard Mi tigation Grant Program
Whether the award is R&D: N/A
_. ......... ........ -
Indirect cost rate for the Federal award: N/A
1
Packet Pg. 663
C.20.b
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management, cj
with headquarters in Tallahassee, Florida (hereinafter referred to as the"Division"), and Monroe County
Board of County Commissioners, (hereinafter referred to as the"Sub-Recipient").
For the purposes of this Agreement, the Division serves as the pass-through entity for a Federal
award, and the Sub-Recipient serves as the recipient of a subaward.
THIS AGREEMENT IS ENTERED INTO BASED ON 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 subgrant these funds to the Sub-Recipient upon the terms and conditions _
outlined below; and, 0
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE,the Division and the Sub-Recipient agree to the following:
0
(1) APPLICATION OF STATE LAWTO 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 215.971, Florida Statutes, entitled"Agreements funded with federal or state CL
assistance", applies to this Agreement.
4-
2) LAWS,. RULES REGULATIONS AND POLICIES 0
a. The Sub-Recipient's performance under this Agreement is subject to 2 C.F.R. Part >
0
200, entitled "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal CL
CL
Awards."
b. As required by Section 215.971(1), Florida Statutes, this Agreement includes:
i. A provision specifying a scope of work that clearly establishes the tasks that
X
the Sub-Recipient is required to perform.
ii. A provision dividing the agreement into quantifiable units of deliverables that U
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 level of service to be performed
and the criteria for evaluating the successful completion of each deliverable. U
iii. 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
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advanced or paid must be refunded to the Division.
2
Packet Pg. 664
C.20.b
vi. A provision specifying that any funds paid in excess of the amount to which U
the Sub-Recipient is entitled under the terms and conditions of the agreement must be refunded to the
Division.
c. In addition to the foregoing, the Sub-Recipient and the Division shall be governed by
all applicable State and Federal laws, rules and regulations, including those identified in Attachment B.
Any express reference in this Agreement to a particular statute, rule, or regulation in no way implies that LL
no other statute, rule, or regulation applies.
(3) CO,NTACT
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 cis
shall serve as the Division's liaison with the Sub-Recipient. As part of his/her duties,the Grant Manager ,a
for the Division shall:
i. Monitor and document Sub-Recipient performance; and,
ii. Review and document all deliverables for which the Sub-Recipient requests
payment.
b. The Division's Grant Manager for this Agreement is:
Mr. Mike Lalbachan, Project Manager
CL
Division of Emergency Management
2702 Directors Row
4-
Orlando, Florida 32809-5631 0
Telephone: 850-815-4571
0
Email: Mike.LalbachanL�p myr,florida.._com CCL
L
c. The name and address of the Representative of the Sub-Recipient responsible for
the administration of this Agreement is:
X
Mr. Cary Knight, Director
Department of Project Management U
1100 Simonton Street, Room 2-216
Key West, Florida 33040
Telephone: 305-292-4527 U
Email: kriight-cary@monroecounty-fl.gov
d. In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the name, title and address of the new representative will be ;
provided to the other party,
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3
Packet Pg. 665
C.20.b
(4) TERMS,AND CONDITIONS a
t3
This Agreement contains all the terms and conditions agreed upon by the parties.
(5) EXECU„TI,O,N
This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original.
(6) MO.DI,FICATION
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
2
(7) SCOPE O,F„WORK
0
The Sub-Recipient shall perform the work in accordance with the Budget and Scope of
Work,Attachment A of this Agreement.
(8) PERIOD OF AGREEMENT
This Agreement shall begin upon execution by both parties and shall end on November
30, 2020, unless terminated earlier in accordance with the provisions of Paragraph (17) of this
Agreement. Consistent with the definition of"period of performance"contained in 2 C.F.R. §200.77, the
CL
term "period of agreement" refers to the time during which the Sub-Recipient"may incur new obligations
to carry out the work authorized under"this Agreement. In accordance with 2 C.F.R. §200.309, the Sub-
4-
Recipient may receive reimbursement under this Agreement only for"allowable costs incurred during the 0
76
period of performance." In accordance with section 215.971(1)(d), Florida Statutes, the Sub-Recipient
0
may expend funds authorized by this Agreement"only for allowable costs resulting from obligations CL
CL
incurred during"the period of agreement.
(9) FUNDINg
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a. This is a cost-reimbursement Agreement, subject to the availability of funds.
b. The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in U
accordance with either Chapter 216, Florida Statutes, or the Florida Constitution.
c. The Division will reimburse the Sub-Recipient only for allowable costs incurred by the 0
Sub-Recipient in the successful completion of each deliverable. The maximum reimbursement amount
for each deliverable is outlined in Attachment A of this Agreement("Budget and Scope of Work"). The
maximum reimbursement amount for the entirety of this Agreement is$916,071.21.
d. As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement
must include a certification, signed by an official who is authorized to le ally bind the Sub-Recipient,
E
which reads as follows: "By signing this report, I certify to the best of my knowledge and belief that the
report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the
purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any
4
Packet Pg. 666
C.20.b
false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, cj
civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18,
Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)."
e. The Division will review any request for reimbursement by comparing the
documentation provided by the Sub-Recipient against a performance measure, outlined in Attachment A,
that clearly delineates:
i. The required minimum acceptable level of service to be performed; and,
ii. The criteria for evaluating the successful completion of each deliverable.
f. The performance measure required by section 215.971(1)(b), Florida Statutes,
remains consistent with the requirement for a"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
0
achievement can be compared." It also remains consistent with the requirement, contained in 2 C.F.R.
§200.301,that the Division and the Sub-Recipient"relate financial data to performance accomplishments
of the Federal award."
g. If authorized by the Federal Awarding Agency,then the Division will reimburse the �y
Sub-Recipient for overtime expenses in accordance with 2 C.F.R. §200.430 ("Compensation—personal
services")and 2 C.F.R. §200.431 ("Compensation—fringe benefits"). If the Sub-Recipient seeks
reimbursement for overtime expenses for periods when no work is performed due to vacation, holiday, CL
illness, failure of the employer to provide sufficient work, or other similar cause (see 29 U.S.C.
§207(e)(2)),then the Division will treat the expense as a fringe benefit. 2 C.F.R. §200.431(a) defines 0
fringe benefits as"allowances and services provided by employers to their employees as compensation in y
0
addition to regular salaries and wages." Fringe benefits are allowable under this Agreement as long as CL
CL
the benefits are reasonable and are required by law, Sub-Recipient-employee agreement, or an <
established policy of the Sub-Recipient. 2 C.F.R. §200.431(b) provides that the cost of fringe benefits in
the form of regular compensation paid to employees during periods of authorized absences from the job,
such as for annual leave, family-related leave, sick leave, holidays, court leave, military leave,
I
administrative leave, and other similar benefits, are allowable if all of the following criteria are met:
i. They are provided under established written leave policies;
ii. The costs are equitably allocated to all related activities, including Federal
awards; and, U
iii. The accounting basis (cash or accrual) selected for costing each type of
leave is consistently followed by the non-Federal entity or specified grouping of employees.
h. If authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub-Recipient for travel expenses in accordance with 2 C.F.R. §200.474. As required by the Reference
Guide for State Expenditures, reimbursement for travel must be in accordance with section 112.061,
Florida Statutes, which includes submission of the claim on the approved state travel voucher. If the Sub-
Recipient seeks reimbursement for travel costs that exceed the amounts stated in section 112.061(6)(b),
5
Packet Pg. 667
C.20.b
Florida Statutes ($6 for breakfast, $11 for lunch, and$19 for dinner), then the Sub-Recipient must provide cj
documentation that:
i. The costs are reasonable and do not exceed charges normally allowed by
the Sub-Recipient in its regular operations as a result of the Sub-Recipient's written travel policy; and,
ii. Participation of the individual in the travel is necessary to the Federal award.
i. The Division's grant manager, as required by section 215.971(2)(c), Florida Statutes, LL
shall reconcile and verify all funds received against all funds expended during the grant agreement period
and produce a final reconciliation report. The final report must identify any funds paid in excess of the
expenditures incurred by the Sub-Recipient.
j. As defined by 2 C.F.R. §200.53, the term"improper payment" means or includes:
i. Any payment that should not have been made or that was made in an
incorrect amount(including overpayments and underpayments) under statutory, contractual,
administrative, or other legally applicable requirements: and,.
ii. Any payment to an ineligible party, any payment for an ineligible good or
service, any duplicate payment, any
payment for a good or service not received (except for such
payments where authorized by law), any payment that does not account for credit for applicable
discounts, and any payment where insufficient or lack of documentation prevents a reviewer from
discerning whether a payment was proper. CL
(10)RECORD S
4-
a. As required by 2 C.F.R. §200.336, the Federal awarding agency, Inspectors General, 0
the Comptroller General of the United States, and the Division, or any of their authorized representatives, >
0
shall enjoy the right of access to any documents, papers, or other records of the Sub-Recipient which are CL
CL
pertinent to the Federal award, in order to make audits, examinations, excerpts, and transcripts. The right
of access also includes timely and reasonable access to the Sub-Recipient's personnel for the purpose of
interview and discussion related to such documents. Finally,the right of access is not limited to the
X
required retention period but lasts as long as the records are retained.
b. As required by 2 C.F.R. §200.331(a)(5), the Division, the Chief Inspector General of C3
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. L)
The right of access also includes timely and reasonable access to the Sub-Recipient's personnel for the
purpose of interview and discussion related to such documents.
c. As required by Florida Department of State's record retention requirements(Chapter
119, Florida Statutes)and by 2 C.F.R. §200.333, the Sub-Recipient shall retain sufficient records to show
its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or
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consultants paid from funds under this Agreement, for a period of five (5)fiscal years from the date of
6
Packet Pg. 668
C.20.b
completion of grant cycle or project. The following are the only exceptions to the five(5)year cj
requirement:
i. If any litigation, claim, or audit is started before the expiration of the 5-year
period, then the records must be retained until all litigation, claims, or audit findings involving the records
have been resolved and final action taken.
ii. When the Division or the Sub-Recipient is notified in writing by the Federal
awarding agency, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect °
costs, or pass-through entity to extend the retention period.
iii. Records for real property and equipment acquired with Federal funds must
be retained for 5 years after final disposition. CU
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iv. When records are transferred to or maintained by the Federal awarding
agency or pass-through entity, the 5-year retention requirement is not applicable to the Sub-Recipient.
9 Y p 9 Y Y q pp p�
V. Records for program income transactions after the period of performance. In
some cases recipients must report program income after the period of performance. Where there is such
a requirement, the retention period for the records pertaining to the earning of the program income starts �y
from the end of the non-Federal entity's fiscal year in which the program income is earned.
vi. Indirect cost rate proposals and cost allocations plans. This paragraph
applies to the following types of documents and their supporting records: indirect cost rate computations CL
or proposals, cost allocation plans, and any similar accounting computations of the rate at which a
particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe -
benefit rates).
0
d. In accordance with 2 C.F.R. §200.334,the Federal awarding agency must request
CL
CL
transfer of certain records to its custody from the Division or the Sub-Recipient when it determines that
the records possess long-term retention value.
e. In accordance with 2 C.F.R. §200.335, the Division must always provide or accept
c�
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 t3
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 U
reasonable safeguards against alteration, and remain readable.
f. As required by 2 C.F.R. §200.303, the Sub-Recipient shall take reasonable measures
to safeguard protected personally identifiable information and other information the Federal awarding
agency or the Division designates as sensitive or the Sub-Recipient considers sensitive consistent with
applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality.
g. Florida's Government in the Sunshine Law(Section 286.011, Florida Statutes)
provides the citizens of Florida with a right of access to governmental proceedings and mandates three,
7
Packet Pg. 669
C.20.b
basic requirements: (1) meetings of public boards or commissions must be open to the public; (2) cj
reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and
promptly recorded. The mere receipt of public funds by a private entity, standing alone, is insufficient to
bring that entity within the ambit of the open government requirements. However, the Government in the
Sunshine Law applies to private entities that provide services to governmental agencies and that act on
behalf of those agencies in the agencies' performance of their public duties. If a public agency delegates
the performance of its public purpose to a private entity, then, to the extent that private entity is ;
performing that public purpose, the Government in the Sunshine Law applies. For example, if a volunteer
fire department provides firefighting services to a governmental entity and uses facilities and equipment
purchased with public funds,then the Government in the Sunshine Law applies to board of directors for
that volunteer fire department. Thus,to the extent that the Government in the Sunshine Law applies to
the Sub-Recipient based upon the funds provided under this Agreement, the meetings of the Sub-
Recipient's governing board or the meetings of any subcommittee making recommendations to the
governing board may be subject to open government requirements. These meetings shall be publicly
noticed, open to the public, and the minutes of all the meetings shall be public records, available to the �y
public in accordance with Chapter 119, Florida Statutes.
h. Florida's Public Records Law provides a right of access to the records of the state
and local governments as well as to private entities acting on their behalf. Unless specifically exempted
from disclosure by the Legislature, all materials made or received by a governmental agency (or a private
entity acting on behalf of such an agency) in conjunction with official business which are used to -
perpetuate, communicate, or formalize knowledge qualify as public records subject to public inspection.
0
The mere receipt of public funds by a private entity, standing alone, is insufficient to bring that entity
CL
CL
within the ambit of the public record requirements. However, when a public entity delegates a public
function to a private entity, the records generated by the private entity's performance of that duty become
public records. Thus, the nature and scope of the services provided by a private entity determine whether
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that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's
Public Records Law.
I
U
i. The Sub-Recipient shall maintain all records for the Sub-Recipient and for all
subcontractors or consultants to be paid from funds provided under this Agreement, including
documentation of all program costs, in a form sufficient to determine compliance with the requirements U
and objectives of the Budget and Scope of Work-Attachment A- and all other applicable laws and
regulations.
(11)AUDITS
a. The Sub-Recipient shall comply with the audit requirements contained in 2 C.F.R.
Part 200, Subpart F..
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b. In accounting for the receipt and expenditure of funds under this Agreement, the
Sub-Recipient shall follow Generally Accepted Accounting Principles ("GAAP"). As defined by 2 C.F.R.
8
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C.20.b
§200.49, GAAP "has the meaning specified in accounting standards issued by the Government U
Accounting Standards Board (GASB) and the Financial Accounting Standards Board (FASB)."
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, GAGAS, "also known as the Yellow Book, means generally accepted government
auditing standards issued by the Comptroller General of the United States,which are applicable to
financial audits." _
d. If an audit shows that all or an p y portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Sub-Recipient shall be held liable for
reimbursement to the Division of all funds not spent in accordance with these applicable regulations and
Agreement provisions within thirty days after the Division has notified the Sub-Recipient of such non-
compliance.
e. The Sub-Recipient shall have all audits completed by an independent auditor,which
is defined in section 215.97(2)(i), Florida Statutes, as"an independent certified public accountant licensed
under chapter 473." The independent auditor shall state that the audit complied with the applicable �y
provisions noted above. The audit must be received by the Division no later than nine months from the
end of the Sub-Recipient's fiscal year.
f. The Sub-Recipient shall send copies of reporting packages for audits conducted in CL
accordance with 2 C.F.R. Part 200, by or on behalf of the Sub-Recipient, to the Division at the following
address: -
76
DEMSingle_Audit@em.myflorida.com >
0
OR oa
oa
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
x
g. The Sub-Recipient shall send the Single Audit reporting package and Form SF-SAC
to the Federal Audit Clearinghouse by submission online at: U
http://harvester.census.gov/fac/collect/ddeindex.html
h. The Sub-Recipient shall send any management letter issued by the auditor to the
Division at the following address: U
DEMSingle_Audit@em.myflorida.com
OR
Office of the Inspector General ;
2555 Shumard Oak Boulevard
E
Tallahassee, Florida 32399-2100
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C.20.b
(12)REPORTS, �-
t3
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 status and progress by
the Sub-Recipient and all subcontractors in completing the work described in the Scope of Work and the
expenditure of funds under this Agreement, in addition to any other information requested by the Division.
b. Quarterly reports are due to the Division no later than 15 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative close-
out report. The ending dates for each quarter of the program year are March 31, June 30, September 30
and December 31.
c. The close-out report is due 60 days after termination of this Agreement or 60 days
after completion of the activities contained in this Agreement, whichever first occurs.
d. If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, then the Division may withhold further payments until they are
completed or may take other action as stated in Paragraph (16) REMEDIES. "Acceptable to the
Division" means that the work product was completed in accordance with the Budget and Scope of Work. �y
e. The Sub-Recipient shall provide additional program updates or information that may
be required by the Division.
f. The Sub-Recipient shall provide additional reports and information identified in CL
Attachment F.
4-
(13)MON, I.TORING 0
a. The Sub-Recipient shall monitor its performance under this Agreement, as well as >
0
that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to CL
CL
ensure that time schedules are being met, the Schedule of Deliverables and Scope of Work are being
accomplished within the specified time periods, and other performance goals are being achieved. A
review shall be done for each function or activity in Attachment A to this Agreement, and reported in the
X
quarterly report.
b. In addition to reviews of audits, monitoring procedures may include, but not be limited U
to, on-site visits by Division staff, limited scope audits, and/or other procedures. The Sub-Recipient
agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the
Division. In the event that the Division determines that a limited scope audit of the Sub-Recipient is U
appropriate, the Sub-Recipient agrees to comply with any additional instructions provided by the Division
to the Sub-Recipient regarding such audit. The Sub-Recipient further agrees to comply and cooperate
with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial
Officer or Auditor General. In addition, the Division will monitor the performance and financial
management by the Sub-Recipient throughout the contract term to ensure timely completion of all tasks.
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C.20.b
(14)LIABILITY U
a. Unless Sub-Recipient is a State agency or subdivision, as defined in section
768.28(2), Florida Statutes, the Sub-Recipient is solely responsible to parties it deals with in carrying out
the terms of this Agreement and, as authorized by section 768.28(19), Florida Statutes, Sub-Recipient
shall hold the Division harmless against all claims of whatever nature by third parties arising from the
work performance under this Agreement. For purposes of this Agreement, Sub-Recipient agrees that it is
not an employee or agent of the Division, but is an independent contractor.
b. As required by section 768.28(19), Florida Statutes, any Sub-Recipient which is a
state agency or subdivision, as defined in section 768.28(2), Florida Statutes, agrees to be fully
responsible for its negligent or tortious acts or omissions which result in claims or suits against the Cu
Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the
extent set forth in Section 768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of
sovereign immunity by any Sub-Recipient to which sovereign immunity applies. Nothing herein shall be
construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in
any matter arising out of any contract. �y
(15)PEFAULT
If any of the following events occur("Events of Default"), all obligations on the part of the
CL
Division to make further payment of funds shall terminate and the Division has the option to exercise any
of its remedies set forth in Paragraph (16); however, the Division may make payments or partial payments
4-
after any Events of Default without waiving the right to exercise such remedies, and without becoming 0
liable to make any further payment if:
0
a. Any warranty or representation made by the Sub-Recipient in this Agreement or any CL
CL
previous agreement with the Division is or becomes false or misleading in any respect, or if the Sub-
Recipient fails to keep or perform any of the obligations,terms or covenants in this Agreement or any
previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to
X
meet its obligations under this Agreement;
b. Material adverse changes occur in the financial condition of the Sub-Recipient at any U
time during the term of this Agreement, and the Sub-Recipient fails to cure this adverse change within
thirty days from the date written notice is sent by the Division;
c. Any reports required by this Agreement have not been submitted to the Division or U
have been submitted with incorrect, incomplete or insufficient information; or,
d. The Sub-Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
(16)REM_E„P!ES
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 the following remedies, either concurrently or consecutively:
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C.20.b
a. Terminate this Agreement, provided that the Sub-Recipient is given at least thirty cj
days prior written notice of the termination. The notice shall be effective when placed in the United
States, first class mail, postage prepaid, by registered or certified mail-return receipt requested, to the
address in paragraph (3) herein;
b. Begin an appropriate legal or equitable action to enforce performance of this
Agreement;
c. Withhold or suspend payment of all or any part of a request for payment;
d. Require that the Sub-Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds.
e. Exercise any corrective or remedial actions, to include but not be limited to: CU
2
i. Request additional information from the Sub-Recipient to determine the
0
reasons for or the extent of non-compliance or lack of performance,
ii. Issue a written warning to advise that more serious measures may be taken
if the situation is not corrected,
iii. Advise the Sub-Recipient to suspend, discontinue or refrain from incurring �y
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; CL
f. Exercise any other rights or remedies which may be available under law.
Pursuing any of the above remedies will not stop the Division from pursuing any other 0
remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in y
0
this Agreement or fails to insist on strict performance by the Sub-Recipient, it will not affect, extend or CL
CL
waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by <
the Division for any other default by the Sub-Recipient.
(17)TERMINATION cs
X
a. The Division may terminate this Agreement for cause after thirty days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, U
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 U
its sole discretion that continuing the Agreement would not produce beneficial results in line with the
further expenditure of funds, by providing the Sub-Recipient with thirty calendar day's prior written notice.
c. The parties may agree to terminate this Agreement for their mutual convenience
through a written amendment of this Agreement. The amendment will state the effective date of the 0
termination and the procedures for proper closeout of the Agreement.
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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
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C.20.b
notification of termination. The Sub-Recipient will cancel as many outstanding obligations as possible. cj
Costs incurred after receipt of the termination notice will be disallowed. The Sub-Recipient shall not be
relieved of liability to the Division because of any breach of Agreement by the Sub-Recipient. The
Division may, to the extent authorized by law, withhold payments to the Sub-Recipient for the purpose of
set-off until the exact amount of damages due the Division from the Sub-Recipient is determined.
(18)PRO,C„U,REMENT
a. The Sub-Recipient shall ensure that any procurement involving funds authorized by
the Agreement complies with all applicable federal and state laws and regulations, to include 2 C.F.R.
§§200.318 through 200.326 as well as Appendix II 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 ,a
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-
CL
Recipient shall document, in its quarterly report to the Division, the progress of any and all subcontractors
performing work under this Agreement.
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d. Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a) or 0
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub-Recipient >
0
chooses to subcontract any of the work required under this Agreement,then the Sub-Recipient shall CL
CL
forward to the Division a copy of any solicitation (whether competitive or non-competitive) at least fifteen
(15) 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 three (3) business days. Consistent
X
with 2 C.F.R. §200.324, the Division will review the solicitation for compliance with the procurement
standards outlined in 2 C.F.R. §§200.318 through 200.326 as well as Appendix II to 2 C.F.R. Part 200. C3
Consistent with 2 C.F.R. §200.318(k),the Division will not substitute its judgment for that of the Sub-
Recipient. While the Sub-Recipient does not need the approval of the Division in order to publish a
competitive solicitation, this review may allow the Division to identify deficiencies in the vendor L)
requirements or in the commodity or service specifications. The Division's review and comments shall not
constitute an approval of the solicitation. Regardless of the Division's review, the Sub-Recipient remains
bound by all applicable laws, regulations, and agreement terms. If during its review the Division identifies
any deficiencies,then the Division shall communicate those deficiencies to the Sub-Recipient as quickly
as possible within the three (3) business day window outlined above. If the Sub-Recipient publishes a
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competitive solicitation after receiving comments from the Division that the solicitation is deficient, then
the Division may:
13
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C.20.b
i. Terminate this Agreement in accordance with the provisions outlined in U
paragraph (17) above; and,
ii. Refuse to reimburse the Sub-Recipient for any costs associated with that
solicitation.
4-
e. Except for procurements by micro-purchases pursuant to 2 C.F.R. §200.320(a) or
procurements by small purchase procedures pursuant to 2 C.F.R. §200.320(b), if the Sub-Recipient
chooses to subcontract any of the work required under this Agreement, then the Sub-Recipient shall
forward to the Division a copy of any contemplated contract prior to contract execution. The Division shall
review the unexecuted contract and provide comments, if any, to the Sub-Recipient within three (3)
business days. Consistent with 2 C.F.R. §200.324, the Division will review the unexecuted contract for
compliance with the procurement standards outlined in 2 C.F.R. §§200.318 through 200.326 as well as
0
Appendix II 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 �s
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,
and agreement terms. If during its review the Division identifies any deficiencies, then the Division shall
communicate those deficiencies to the Sub-Recipient as quickly as possible within the three (3) business
day window outlined above. If the Sub-Recipient executes a subcontract after receiving a communication 0
from the Division that the subcontract is non-compliant, then the Division may: y
0
i. Terminate this Agreement in accordance with the provisions outlined in CL
CL
paragraph (17)above; and,
ii. 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 all applicable state and federal
U
laws and regulations, and (iii)the subcontractor shall hold the Division and Sub-Recipient harmless
against all claims of whatever nature arising out of the subcontractor's performance of work under this
Agreement, to the extent allowed and required by law. U
- g. As required by 2 C.F.R. §200.318(c)(1), the Sub-Recipient shall "maintain written
standards of conduct covering conflicts of interest and governing the actions of its employees engaged in
the selection, award and administration of contracts."
h. As required by 2 C.F.R. §200.319(a), the Sub-Recipient shall conduct any
procurement under this agreement"in a manner providing full and open competition." Accordingly,the
Sub-Recipient shall not:
14
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C.20.b
i. Place unreasonable requirements on firms in order for them to qualify to do cj
business;
ii. Require unnecessary experience or excessive bonding;
iii. Use noncompetitive pricing practices between firms or between affiliated
companies;
iv. Execute noncompetitive contracts to consultants that are on retainer LL
contracts;
V. Authorize, condone, or ignore organizational conflicts of interest;
vi. Specify only a brand name product without allowing vendors to offer an
0
equivalent;
2
vii. Specify a brand name product instead of describing the performance,
0
specifications, or other relevant requirements that pertain to the commodity or service solicited by the
procurement;
viii. Engage in any arbitrary action during the procurement process; or,
ix. Allow a vendor to bid on a contract if that bidder was involved with �y
developing or drafting the specifications, requirements, statement of work, invitation to bid, or request for
proposals.
i. "[E]xcept in those cases where applicable Federal statutes expressly mandate or CL
encourage" otherwise, the Sub-Recipient, as required by 2 C.F.R. §200.319(b), shall not use a
geographic preference when procuring commodities or services under this Agreement. 0
76
j. The Sub-Recipient shall conduct any procurement involving invitations to bid (i.e. y
0
sealed bids) in accordance with 2 C.F.R. §200.320(c) as well as section 287.057(1)(a), Florida Statutes. CL
CL
k. The Sub-Recipient shall conduct any procurement involving requests for proposals <
(i.e. competitive proposals) in accordance with 2 C.F.R. §200.320(d) as well as section 287.057(1)(b),
Florida Statutes.
X
I. For each subcontract, the Sub-Recipient shall provide a written statement to the
Division as to whether that subcontractor is a minority business enterprise, as defined in Section 288.703, L)
Florida Statutes. Additionally, the Sub-Recipient shall comply with the requirements of 2 C.F.R. §200.321
("Contracting with small and minority businesses, women's business enterprises, and labor surplus area
firms"). U
(19)ATTACHMENTS
a. All attachments to this Agreement are incorporated as if set out fully.
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
E
the conflict or inconsistency. c�
15
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C.20.b
c. This Agreement has the following attachments: U
i. Exhibit 1 - Funding Sources
ii. Attachment A— Budget and Scope of Work
iii. Attachment B—Program Statutes and Regulations
iv. Attachment C—Statement of Assurances
V. Attachment D—Request for Advance or Reimbursement
vi. Attachment E—Justification of Advance Payment
vii. Attachment F—Quarterly Report Form
viii. Attachment G—Warranties and Representations
ix. Attachment H—Certification Regarding Debarment
2
X. Attachment I—Federal Funding Accountability and Transparency Act
0
xi. Attachment J—Mandatory Contract Provisions
(20)PAYMENTS
a. Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as
applicable, section 216.181(16), Florida Statutes. All 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
CL
the amount of advance payment needed and provide an explanation of the necessity for and proposed
use of these funds. No advance shall be accepted for processing if a reimbursement has been paid prior
4-
to the submittal of a request for advanced payment. After the initial advance, if any, payment shall be 0
made on a reimbursement basis as needed. >
0
b. Invoices shall be submitted at least quarterly and shall include the supporting CL
CL
documentation for all costs of the project or services. The final invoice shall be submitted within sixty (60)
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-
X
Recipient's quarterly reporting as referenced in Paragraph (12) of this Agreement.
c. If the necessary funds are not available to fund this Agreement as a result of action L)
by the United States Congress, the federal Office of Management and Budgeting, the State Chief
Financial Officer or under subparagraph (9)b. of this Agreement, all obligations on the part of the Division
to make any further payment of funds shall terminate, and the Sub-Recipient shall submit its closeout L)
report within thirty days of receiving notice from the Division.
E
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C.20.b
(21)REPAYMENTS U
a. All refunds or repayments due to the Division under this Agreement are to be made
payable to the order of"Division of Emergency Management', and mailed directly to the following
address: 0
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100 cn
b. In accordance with Section 215.34(2), Florida Statutes, if a check or other draft is
returned to the Division for collection, Sub-Recipient shall pay the Division a service fee of$15.00 or 5%
of the face amount of the returned check or draft, whichever is greater.
0
(22)MAN„DATE„D CONDITIONS
a. The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Sub-Recipient in this Agreement,
in any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials are incorporated
by reference. The inaccuracy of the submissions or any material changes shall, at the option of the
Division and with thirty days written notice to the Sub-Recipient, cause the termination of this Agreement
and the release of the Division from all its obligations to the Sub-Recipient.
4-
b. This Agreement shall be construed under the laws of the State of Florida, and venue 0
76
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision >
0
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision CL
CL
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of this Agreement.
c. Any power of approval or disapproval granted to the Division under the terms of this
X
Agreement shall survive the term of this Agreement.
d. The Sub-Recipient agrees to comply with the Americans With Disabilities Act(Public U
Law 101-336, 42 U.S.C. Section 12101 et seo.), 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. U
e. Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
cs
consultant under a contract with a public entity, and may not transact business with any public entity in
17
Packet Pg. 679
C.20.b
excess of$25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list U
or on the discriminatory vendor list.
f. Any Sub-Recipient which is not a local government or state agency, and which
receives funds under this Agreement from the federal government, certifies, to the best of its knowledge
and belief, that it and its principals:
i. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
ii. Have not, within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public(federal, state or local)transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement,theft, forgery,
0
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. ii. of this certification; and, oy
iv. Have not within a five-year period preceding this Agreement had one or more
public transactions (federal, state or local)terminated for cause or default.
g. If the Sub-Recipient is unable to certify to any of the statements in this certification, CL
then the Sub-Recipient shall attach an explanation to this Agreement.
h. In addition,the Sub-Recipient shall send to the Division (by email or by 0
76
facsimile transmission)the completed "Certification Regarding Debarment, Suspension, y
0
Ineligibility And Voluntary Exclusion" (Attachment H)for each intended subcontractor which Sub CL
-
CL
Recipient plans to fund under this Agreement. The form must be received by the Division before <
the Sub-Recipient enters into a contract with any subcontractor.
i. The Division reserves the right to unilaterally cancel this Agreement if the Sub-
Recipient refuses to allow public access to all documents, papers, letters or other material subject to the
provisions of Chapter 119, Florida Statutes,which the Sub-Recipient created or received under this
U
Agreement.
j. If the Sub-Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the U
Division's obligation to pay the contract amount.
k. The State of Florida will not intentionally award publicly-funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act
("INA")]. 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
18
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C.20.b
contained in Section 274A(e)of the INA shall be grounds for unilateral cancellation of this Agreement by cj
the Division.
I. All unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost.
(23)LOBBYING PROHIBITION
a. 2 C.F.R. §200.450 prohibits reimbursement for costs associated with certain lobbying
activities.
b. Section 216.347, Florida Statutes, prohibits"any disbursement of grants and 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 for the purpose of lobbying the Legislature,the judicial
branch, or a state agency."
c. No funds or other resources received from the Division under this Agreement may be
E
used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency.
d. The Sub-Recipient certifies, by its signature to this Agreement, that to the best of his
or her knowledge and belief:
CL
i. No Federal appropriated funds have been paid or will be paid, by or on
behalf of the Sub-Recipient, to any person for influencing or attempting to influence an officer or
4-
employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of 0
a Member of Congress in connection with the awarding of any Federal contract, the making of any
CL
Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the CL
extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or
cooperative agreement.
ii. If any funds other than Federal appropriated funds have been paid or will be
X
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 L)
connection with this Federal contract, grant, loan or cooperative agreement,the Sub-Recipient shall
complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities."
iii. The Sub-Recipient shall require that this certification be included in the U
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 fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
19
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(24)CO„P,Y„R,I„G,H1,,.PATENT AND TRADEMARK
EXCEPT AS PROVIDED BELOW,ANY AND ALL PATENT RIGHTS ACCRUING
UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY 0
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-Recipient shall
retain all rights and entitlements to that pre-existing patent or copyright unless the Agreement provides
otherwise. CU
2
b. If any discovery or invention is developed in the course of or as a result of work or
0
services performed under this Agreement, or in any way connected with it,the Sub-Recipient shall refer
the discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
2
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable 0
material are produced, the Sub-Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Sub-Recipient to the State
of Florida. CL
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 0
know could give rise to a patent or copyright. The Sub-Recipient shall retain all rights and entitlements to y
P
any pre-existing intellectual property which is disclosed. Failure to disclose will indicate that no such CL
CL
property exists. The Division shall then, under Paragraph (24) b., have the right to all patents and <
copyrights which accrue during performance of the Agreement.
d. If the Sub-Recipient qualifies as a state university under Florida law, then, pursuant
to section 1004.23, Florida Statutes, any invention conceived exclusively by the employees of the Sub-
I
Recipient shall become the sole property of the Sub-Recipient. In the case of joint inventions, that is U
inventions made jointly by one or more employees of both parties hereto, each party shall have an equal,
undivided interest in and to such joint inventions. The Division shall retain a perpetual, irrevocable, fully-
paid, nonexclusive license, for its use and the use of its contractors of any resulting patented, copyrighted U
or trademarked work products, developed solely by the Sub-Recipient, under this Agreement,for Florida
government purposes.
(25)LEGAL„AUTHORIZATION
The Sub-Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Sub-Recipient also certifies that the undersigned person has the authority to legally execute and bind
Sub-Recipient to the terms of this Agreement.
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C.20.b
(26)EQU4_OPPORTUNITY EMPLOYMENT cj
a. In accordance with 41 C.F.R. §60-1.4(b), the Sub-Recipient hereby agrees that it will
incorporate or cause to be incorporated into any contract for construction work, or modification thereof, as
defined in the regulations of the Secretary of Labor at 41 CFR Chapter 60, which is paid for in whole or in 0
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: cam,
During the performance of this contract, the contractor agrees as follows:
2
i. The contractor will not discriminate against any employee or
applicant for employment because of race, color, religion, sex, or 0
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, or national
origin. Such action shall include, but not be limited to the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment �s
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.
ii. The contractor will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, state that all 0
qualified applicants will receive considerations for employment without y
regard to race, color, religion, sex, or national origin. 0
CL
CL
iii. The contractor will send to each labor union or representative of <
workers with which he has a collective bargaining agreement or other
contract or understanding, a notice to be provided advising the said labor
union or workers' representatives of the contractor's commitments under
this section, and shall post copies of the notice in conspicuous places
available to employees and applicants for employment.
iv. The contractor will comply with all provisions of Executive Order U
11246 of September 24, 1965, and of the rules, regulations, and relevant
orders of the Secretary of Labor.
V. The contractor will furnish all information and reports required by U
Executive Order 11246 of September 24, 1965, and by rules,
regulations, and orders of the Secretary of Labor, or pursuant thereto,
and will permit access to his books, records, and accounts by the
administering agency and the Secretary of Labor for purposes of
investigation to ascertain compliance with such rules, regulations, and
orders.
vi. 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
21
Packet Pg. 683
C.20.b
ineligible for further Government contracts or federally assisted U
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 Order
11246 of September 24, 1965, or by rule, regulation, or order of the
Secretary of Labor, or as otherwise provided by law.
vii. The contractor will include the portion of the sentence
immediately preceding paragraph (1) and the provisions of paragraphs
(1)through (7) in every subcontract or purchase order unless exempted
by rules, regulations, or orders of the Secretary of Labor issued pursuant
to section 204 of Executive Order 11246 of September 24, 1965, so that
such provisions will be binding upon each subcontractor or vendor. The
contractor will take such action with respect to any subcontract or
purchase order as the administering agency may direct as a means of cs
enforcing such provisions, including sanctions for noncompliance:
provided, however, that in the event a contractor becomes involved in, or 0
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.
b. The Sub-Recipient further agrees that it will be bound by the above equal opportunity
Cu
clause with respect to its own employment practices when it participates in federally assisted construction
work: provided, that if the applicant so participating is a State or local government,the above equal CL
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 y
0
administering agency and the Secretary of Labor in obtaining the compliance of contractors and CL
CL
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 require for the supervision of such compliance, and that it will otherwise assist
the administering agency in the discharge of the agency's primary responsibility for securing compliance.
I
d. The Sub-Recipient further agrees that it will refrain from entering into any contract or
contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor
debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted
construction contracts pursuant to the Executive order and will carry out such sanctions and penalties for U
violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the
administering agency or the Secretary of Labor pursuant to Part Il, Subpart D 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 to
the Sub-Recipient under the program with respect to which the failure or refund occurred until satisfactory
22
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C.20.b
assurance of future compliance has been received from such Sub-Recipient; and refer the case to the cj
Department of Justice for appropriate legal proceedings.
(27)COPELANDmmANTI-KICKBACK 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 U.S.C. § 874,
40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be
applicable, which are incorporated by reference into this contract.
ii. Subcontracts. The contractor or subcontractor shall insert in any
subcontracts the clause above and such other clauses as the FEMA may _
by appropriate instructions require, and also a clause requiring the
subcontractors to include these clauses in any lower tier subcontracts.
The prime contractor shall be responsible for the compliance by any
subcontractor or lower tier subcontractor with all of these contract
clauses.
iii. Breach. A 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. § 5.12.
(28)CONTRACT WORK HOURS AND SAFETY STANDARDS
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract
4-
that exceeds$100,000 and involves the employment of mechanics or laborers, then any such contract 0
76
must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department 0
CL
of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required CL
to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.
Work in excess of the standard work week is permissible provided that the worker is compensated at a
rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours
X
in the work week. The requirements of 40 U.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 U
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.
U
(29)CLEAN AIR.ACT AND THE FEDERAL WATER_POLLUTION CONTROL ACT
If the Sub-Recipient,with the funds authorized by this Agreement, enters into a contract
that exceeds$150,000, then any such contract must include the following provision:
Contractor agrees to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act(42 U.S.C. 7401-7671q)
and the Federal Water Pollution Control Act as amended (33 U.S.C.
1251-1387), and will report violations to FEMA and the Regional Office of
the Environmental Protection Agency (EPA).
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C.20.b
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(30)SUSPENSION AND DEBARMENT
0
If the Sub-Recipient,with the funds authorized by this Agreement, enters into a contract,
then any such contract must include the following provisions:
i. This contract is a covered transaction for purposes of 2 C.F.R.
pt. 180 and 2 C.F.R. pt. 3000. As such the contractor is required to
verify that none of the contractor, its principals (defined at 2 C.F.R. §
180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded
(defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. §
180.935).
ii. The contractor must comply with 2 C.F.R. pt. 180, subpart C and
2 C.F.R. pt. 3000, subpart C and must include a requirement to comply
with these regulations in any lower tier covered transaction it enters into.
0
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, subpart C, in
addition to remedies available to the Division, the Federal Government
may pursue available remedies, including but not limited to suspension �s
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. pt. 3000, subpart C while this CL
offer is valid and throughout the period of any contract that may arise
from this offer. The bidder or proposer further agrees to include a
provision requiring such compliance in its lower tier covered transactions.
0
76
(31)5YRD ANTI-„LOBBYING AMENDMENT >
0
CL
If the Sub-Recipient,with the funds authorized by this Agreement, enters into a contract, CL
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
X
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
U.S.C. § 1352. Each tier shall also disclose any lobbying with non- U
Federal funds that takes place in connection with obtaining any Federal
award. Such disclosures are forwarded from tier to tier up to the
recipient.
32)qONTRACTING WITH SMALL AND MINORITY BUSINESSES,WOMEN'S.,,BUSINESS
ENTERPRISES -
AND„LABOR SURPLUS AREA FIRMS
, mm
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. §200.321, the Sub-Recipient shall take the following
24
Packet Pg. 686
C.20.b
affirmative steps to assure that minority businesses,women's business enterprises, and labor surplus tej
area firms are used whenever .bossible:
0
i. Placing qualified small and minority businesses and women's business
enterprises on solicitation lists; 0
ii. Assuring that small and minority businesses, and women's business
enterprises are solicited whenever they are potential sources;
iii. Dividing total requirements,when economicallyfeasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and women's business
enterprises;
0
iv. Establishing delivery schedules,where.the reguirement -?ermit,s, which
encourage participation by small and minority businesses, and women's business enterprises;
0
V. Using the services and assistance, as appropriate, of such organizations as
the Small Business Administration and the Minority Business Development Agency of the Department of
Commerce; and
vi. Requiring the prime contractor, if subcontracts are to be let,to take the 0
affirmative steps listed in paragraphs i. through v. of this subparagraph.
b. The requirement outlined in subparagraph a. above, sometimes referred to as
"socioeconomic contracting," does not impose an obligation to set aside either the solicitation or award of CL
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. -
c. The"socioeconomic contracting" requirement outlines the affirmative steps that the y
0
Sub-Recipient must take; the requirements do not preclude the Sub-Recipient from undertaking additional CL
CL
steps to involve small and minority businesses and women's business enterprises. <
d. The requirement to divide total requirements, when economically feasible, into
smaller tasks or quantities to permit maximum participation by small and minority businesses, and
women's business enterprises, does not authorize the Sub-Recipient to break a single project down into
I
smaller components in order to circumvent the micro-purchase or small purchase thresholds so as to
utilize streamlined acquisition procedures (e.g. "project splitting").
(33)6SSURANCES
The Sub-Recipient shall comply with any Statement of Assurances incorporated as t)
Attachment C.
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25
Packet Pg. 687
C.20.b
PAgreement.
IN ITNESS WHEREOF the parties hereto have executed this
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SUB-RECIPIENT: MONROE COUNTY BOARD OF COUNTY �` I 0
'�'IN MADOK, CLERK "�
COMMISSIONERS
r ILL
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By: °Cny'Lt' �nm1J� "J^n reap
J t
: r 6 �«
Name and Title: Heath r
Deputy Clerk ,
e ar ��rthers, Ma" o r _ ......... ..._��ru
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Date: r� i : CU
_....,.... ............................. APPROVED AS TO FORM: _
MONROE COUNTY ATTORNEY'S OFFICE 0
0
Digitally signed by Cynthia L Hall
DN:-Cynthia L.Hall,.=M.nme
STATE OF FLORIDA C..ntyBOCC„..,email-hall- Qj
Cynthia@monr.em.nty-Fl.go,c=US �$
Date:2019.12.06 1 h38:38-05'00'
DIVISION OF EMERGENCY NAG M�N T
By: Ales E. Anderson, for
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Name and Title: Jared Moskowitz, Direc
tor
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76
Date:
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26
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C.20.b
EXHIBIT—1 cj
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB-RECIPIENT UNDER THIS
AGREEMENT: 0
Federal Program
Federal agency:Fedmemral Emer enc�Man?gement Actenc : Hazard Mitigation Grant
Catalog of Federal Domestic Assistance title and number: 97.039
Award amount: E916,071.21 ,
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
• 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements
for Federal Awards 0
• The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as ,
amended, 42 U.S.C. 5121 et seq., and Related Authorities
• Sections 1361(A) of the National Flood Insurance Act of 1968, 42 U.S.C.4104c, as amended by
the National Flood Insurance Reform Act of 1994, Public Law 103-325 and the Bunning-Bereuter-
Blumenauer Flood Insurance Reform Act of 2004, Public Law 108-264 0
• 31 CFR Part 205 Rules and Procedures for Funds Transfers ,
Federal Program:
1. Sub-Recipient is to use funding to perform the following eligible activities:
• Other projects that reduce future disaster losses
4-
0
2. Sub-Recipient is subject to all administrative and financial requirements as set forth in this
0
Agreement, or will be in violation of the terms of the Agreement.
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27
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C.20.b
Attachment A cj
Budget and Scope of Work
0
STATEMENT OF PURPOSE: 0
The purpose of this Scope of Work is to provide a FEMA P-361 standards safe room at a new Emergency
Operations Center (EOC) in Marathon, Monroe County, Florida, funded through the Hazard Mitigation
Grant Program (HMGP) DR-4337-66-R, as approved by the Florida Division of Emergency Management
(Division) and the Federal Emergency Management Agency (FEMA).
The Sub-Recipient, Monroe County Board of County Commissioners, shall conduct Phase I—Design of
this project, which includes the engineering designs and calculations, surveys, permitting, and notices.
No construction activities are approved at this time. The Sub-Recipient shall complete the Phase I
work in accordance with all applicable federal, state and local laws, regulations and codes. CU
PROJECT OVERVIEW: O
As a Hazard Mitigation Grant Program project,the Sub-Recipient proposes to construct a new Emergency
Operations Center—Safe Room to FEMA P-361 standards,at 9000 Overseas Highway,Marathon, Florida
33050. Coordinates: (24.720930, -81.061713).
The scope is for Phase I only; which includes but is not limited to surveying, engineering, design, plans
preparation, permitting and bidding for the proposed project, for Phase II approval. A Benefit Cost
Analysis (BCA) based on information provided in good faith by the Sub-Recipient to the State has been
conducted, understanding that a fully developed project is expected for Phase 11.
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provide 4 ri �I �Y a"lwo�ar w, ��rNa aaV:a�n�,rr�,
dIl:s Lti d N 1 n
�� ���I�mm eu��� u�iu�u� w�a tl�u�� & rho �� u.� ire� ,I���r�ld� ia°:"I
,uYPLp , 14 7Yu nu Yi . u� �V ^m .aVkuu ll �ll �ui„ N t°b �d� p� µo, Ai�ru� iw srnm�
, �� ur r�u��^ u� d �u"m
of signed
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ase
Y p ti w s "w r Nsforoc sl �J urn au I,. ,d afl L
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gar i p;M)4e for N im:l 6CA of Phase U approv,::fl h^4o r ons�d'::r ucwrl im &;flivufu�.s for lahis n!)Y e!a t have been ra
rRall anw d;ro� y
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The proposed Phase II scope of work shall include construction of a new Emergency Operations Center CL
CL
to FEMA P-361 standards for Monroe County, designed to protect against 220 mile-per-hour or above
wind speed in order to serve the first responders, emergency managers, and other disaster staff which
must remain behind in the event of a hurricane impacting Monroe County.
Wind protections shall be provided on any other opening such as vents, louvers and exhaust fans. All
installations shall be in strict compliance with the FEMA-361 specifications, and all materials shall be
certified to meet wind and impact standards. The local municipal or county building department shall I
inspect and certify installation according to the manufacturer specifications. U
The generator shall be protected against a 500-year flood event by implementing specific activities or by
locating the generator(s) outside the Special Flood Hazard Area (SFHA) and shall be protected against
wind with a rated enclosure based on its location requirements. Activities shall be completed in strict
compliance with Federal, State and Local Rules and Regulations. U
TASKS&DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor/vendor
and execute a contract with the selected bidder to complete the scope of work as approved by the
Division and FEMA. The Sub-Recipient shall select the qualified, licensed Florida contractor/vendor
in accordance with the Sub-Recipient's procurement policy as well as all Federal and State Laws
and Regulations.
28
Packet Pg. 690
C.20.b
All procurement activities shall contain sufficient source documentation and be in accordance with cj
all applicable regulations.
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or suspended
from participating in federally funded projects.
The selected contractor shall have a current and valid occupational license/business tax receipt
issued for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the procurement LL
process. This shall include a rationale for the method of procurement and selection of contract type,
contractor selection and/or rejection and bid tabulation and listing, and the basis of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility, Voluntary
Exclusion Form"for each contractor and/or subcontractor performing services under this agreement.
The Sub-Recipient shall provide executed contracts with contractors and/or subcontractors to the
Division.
The Sub-Recipient shall provide copies of professional licenses for contractors selected to perform 0
services. The Sub-Recipient shall provide a copy of a current and valid occupational license or ,
business tax receipt issued for the type of services to be performed by the selected contractor.
2) The Sub-Recipient shall monitor and manage the Phase I portion of this project in accordance with
the Hazard Mitigation Grant Program application and supporting documentation as submitted to the �y
Division and subsequently approved by the Division and FEMA. The Division and FEMA shall render
a Phase II determination upon completion of the review of Phase I deliverables. No construction
activities are approved at this time. The Sub-Recipient shall ensure that all applicable state, local
and federal laws and regulations are followed and documented, as appropriate.
CL
Phase I consists of fees; for conducting survey, study, engineering, design, public notices, and/or
permitting associated with the design of a FEMA P-361 Standards structure. Verification shall be
necessary for determining project eligibility. -
All Phase I work shall be completed in accordance with all applicable state, local and federal laws
and regulations and documented, as appropriate. 0
CL
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with sufficient CL
supporting documentation, and provide a summary of all contract scope of work and scope of work
changes, if any. Additional documentation shall include:
a) Copy of permit(s), notice of commencement.
b) Two sets of engineering Signed/Sealed final design and analysis, and surveying.
c) Peer Review (Reference: FEMA P-361 Safe Room, B1.2.2) — shall include review of elements
associated with structural design (including missile impact resistance), occupancy, means of U
egress, access, and accessibility, fire safety, and essential features (such as ventilation,
sanitation, and backup power).
The registered design professional performing the peer review should not be the same registered U
design professional who is providing the design oversight. Signed/Sealed Report shall be
submitted. The Report shall include detailed descriptions of the items reviewed, whether or not
the items are compliant with the applicable standards and codes, whether or not the safe room
design is acceptable.
d) Construction Plans and bid documents.
e) A copy of the O&M plan (operations and maintenance plan).
f) Revised cost estimate for Phase II — construction (include Phase I costs), to implement the
design project.
29
Packet Pg. 691
C.20.b
g) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection U
requirements on all products proposed to be utilized.
h) Color aerial map with the project area clearly marked.
i) Color photographs of the project area.
4-
j) Proof of compliance with Project Conditions and Requirements contained herein.
k) Any other documentation requested by the Division, not limited to Project Conditions and
Requirements herein.
3) During the course of this agreement, the Sub-Recipient shall submit requests for reimbursement.
Adequate and complete source documentation shall be submitted to support all costs (federal share
and local share) related to the project. In some cases, all project activities may not be fully complete
prior to requesting reimbursement of costs incurred in completion of this scope of work; however, a 2
partial reimbursement may be requested.
2
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel with
each reimbursement request attesting to the completion of the work,that disbursements or payments 0
were made in accordance with all agreement and regulatory conditions, and that reimbursement is
due and has not been previously requested.
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure invoices
are accurate and any contracted services were rendered within the terms and timelines of this �y
agreement. All supporting documentation shall agree with the requested billing period. All costs
submitted for reimbursement shall contain adequate source documentation which may include but
not be limited to: cancelled checks, bank statements, Electronic Funds Transfer, paid bills and
invoices, payrolls, time and attendance records, contract and subcontract award documents.
CL
The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted by subcontractors and
pay subcontractors for approved bills, invoices, and/or charges. Sub-Recipient shall ensure that all
subcontractor bills, invoices, and/or charges are legitimate and clearly identify the activities being -
performed and associated costs.
Project Management Expenses: The Sub-Recipient shall pre-audit source documentation such as
payroll records, project time sheets, attendance logs, etc. Documentation shall be detailed CL
CL
information describing tasks performed, hours devoted to each task, and the hourly rate charged for
each hour including enough information to calculate the hourly rates based on payroll records.
Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of information.
Further, the Division shall ensure that no unauthorized work was completed prior to the approved
project start date by verifying vendor and contractor invoices. The Division shall verify that reported
costs were incurred in the performance of eligible work, that the approved work was completed, and U
that the mitigation measures are in compliance with the approved scope of work prior to processing
any requests for reimbursement.
Review and approval of any third party in-kind services, if applicable, shall be conducted by the
Division in coordination with the Sub-Recipient. Quarterly Reports shall be submitted by the Sub- U
Recipient and received by the Division at the times provided in this agreement prior to the processing
of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual Phase I costs
related to the project as identified in the project application and this scope of work. The Requests
for Reimbursement(RFR) shall include:
a) -Contractor, subcontractor, and/or vendor invoices which clearly display dates of services
performed, description of services performed, location of-services performed, cost of services
performed, name of service provider and any other pertinent information;
30
Packet Pg. 692
b) Proof of payment frorn the Sub I::?eciiIpieM to the contractor, subcontractor, and/or vendor for U
invoiced service% 0
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c) Clear idenfificaUon of amount of costs Mrig requested for r6mbUrsement as welt as costs bei�vlg 0
apphed against the local match arriouirit!
The Sub Re6pient's Request for lReirribiursement shaV iriclude the final I:-)hase l proJect cost, 0
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Supporfing dOCUrnentation shall show that all contractors and subcontractors lhave beer paid
B) Deliveiirables:
MitigaHon Activifies consist of Phase I activities, wNch lindude engkieering, desiigr-Jng, plans
pireparatlon, permitting and biddirg for the proposed piro*t, for Phase III approval, to irnplernerit M
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measiures to harden a new is Operatuons Center to l::::'EMA P 361 Standards, iocated at a
9000 Overseas l fighway, Marathon, i::::lovida 33050, .2
Wind protections shall The provided On any other opening such as vents, k:)uvers and exhaust fans,
Ali installallJons shall be 0 strict cu:)rnplIance with the l::::E:MA 361 specifications,and aH materials shall
Nye certified to rneet wind and impact standards, l:::Irotecfion shaH be designed' to withstand a wind 0
speed of 220 Ml::Il L
The generator shaH be protected against a 500-year flood event by irrip ernenflng specffic acbvifies
E
or by locating the generalor(s)oultsilde the Special�::::Iood lazard Area (Sl::1 lA)avid shalt be protected
against w�nd with a rated enClOSLire based on its location requirements, Activifles shalt be corlpieted
in strict cornpliance)Alfth l::::'ederall, State and 11 ocap RWes and Regulations,
l::Iursuant to subsecdon 553 896(2), Florida Statutes, prolects including the construction of new or
retrofitted windwnv or door coverings must conforrn to design drawilrjgS that are signed, sealed,
and irispected by a struciturall eingineer Who is registered in fts state, The Sub 4:Zec.ipient shall CL
pprovide an inspection report and attestation or a copy of the signed and seaped plair�s to the 0
DMsuon bef:ore paynnent wNl be made.
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[::Irovided the Sub-lReciplent perforrins in accordairwe with the Scope of Work outlined in this 0
Agreement, the DMislon shafl b re4nurse the Siulb--Recip ent based on the pi rcentage of overafl ra-
pro ect completion. >
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PRO,JEc"r CONDiTilONS AND RIEWREMEIN PS:: CL
1) The Sub.Re6pient shall submit EingMeering plains and Ndding documents prepared to coirnpletethe
project. Wfind protecfions shall be provided on any other opening such as vents, louvers and exhaust X
fans. AM�instaHatlons shall be ln strict cornphairice Wth the l::::ENAA 361 spedifications,and all proposed W I
materials shall loe certfled to meet wind and Vnnpoanct standards.
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2) Design docurnents shafl priovide a detailed description thall, includes specifics on proJect scope of 9
work, depth and extent of ground disturb a rice at aH construction locations of-the project. z
3) Subirrilt as refined cost estimate, to pncftjde Phase l Fees and Phase it Constructior-ii Materiaps and 0
l aboir. U
4.) The Sut,:) l::?ed�pi
enf. shaH submit alI ll:::Iroduct Specificaltions / Data , heel(s) (technical stanidards)
safisirying protection requirernents on all products utilized,
5) All activities shaH be done in strict compHance v0th Ilene l: lc Oda Bufldlng Code. AM proposed rnaterials
shall be certified to exceed the Mind and impact,4.Ttaridards of the current locau codes.
6) 1 he Sub4:Recip'ient shaH provide a copy of the O&M 11::1lan (Operaflons and Ma'infenavice t3lan), E
7) eer l::Zeview (11Zeiference: IFEMA P-361 Safe. Roorn, B1,2.2) - shall include review of elements
asso6atedwiffi structural desigri (incUfing rnNssfle irnpact resistance), occupancy, rrieans of egress,
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C.20.b
access, and accessibility, fire safety, and essential features (such as ventilation, sanitation, and C3
backup power).
The registered design professional performing the peer review should not be the same registered
design professional who is providing the design oversight. Signed/Sealed Report shall be submitted.
The Report shall include detailed descriptions of the items reviewed, whether or not the items are 0
compliant with the applicable standards and codes, whether or not the safe room design is
acceptable.
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D) Environmental:
1) Any change to the approved scope of work shall require re-evaluation for compliance with NEPA and
other Laws and Executive Orders.
2) Acceptance of federal funding requires the Sub-Recipient to comply with all federal, state, and local g
laws. Failure to obtain all appropriate federal, state, and local environmental permits and clearances
c�
may jeopardize federal funding.
3) Historical Preservation compliance documents shall be obtained. Review documentation required: o
a) Color aerial map with the project area clearly marked.
b) Color photographs of the project area (electronic)
0
c) Indicate if project site is located within a designated historic district or historic neighborhood. �y
4) Phase I of this project is approved with the condition that the above list of deliverables shall be
submitted for review and approval by the Division and FEMA before Phase II is considered.
5) No construction work may begin until Phase II is approved by the Division and FEMA.
E) Progjammatwic:
1) The Sub-Recipient must notify the Division as soon as significant developments become known, -
such as delays or adverse conditions that might raise costs or delay completion, or favorable
conditions allowing lower costs or earlier completion.
2) The Sub-Recipient must"obtain prior written approval for any budget revision which would result in CL
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a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
3) Phase I — Design of this project is approved with the condition that the enclosed list of deliverables
shall be submitted 30 days prior to the Period of Performance date, for review and approval by the
Division,for submittal to FEMA for closeout.
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4) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to the
expiration date. Therefore, any request for a Period of Performance Extension shall be in writing
and submitted, along with substantiation of new expiration date and a new schedule of work, to the U
Division, a minimum of seventy (70) days prior to the expiration date, for Division processing to
FEMA.
5) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other form of U
assistance, as required by Section 312 of the Stafford Act, and further clarification in 44 CFR
206.191.
6) A copy of the executed subcontract agreement must be forwarded to the Division within 10 days of
execution.
This is FEMA project number 4337-66-R. Is funded under HMGP, FEMA-Irma-DR-FL and must adhere
to all program guidelines established for the HMGP in accordance with the PAS Operational E
Agreement for Disaster 4337
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C.20.b
FEMA awarded this project on April 26, 2019; with a Pre-Award date of January 23, 2018; this
Agreement shall begin upon execution by both parties, and the Period of Performance for this project
shall end on November 30, 2020.
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F) FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or more of the
following actions, as appropriate in the circumstances:
0
1) Temporarily withhold cash payments pending correction of the deficiency by the Sub-Recipient;
2) Disallow all or part of the cost of the activity or action not in compliance;
O
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
5) Take other remedies that may be legally available.
SCHEDULE OF WORK
State/Local Contracting: 3 Months
Design, Engineering: 9 Months
Peer Design: 3 Months
Permitting: 3 Months -
Final Deliverables for submittal: 1 Month
Total P ......... _ ........ .
Period of Performance 19 Months
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BUDGET
Line Item Budget*
Project Cost Federal Share Non-Federal Share
_...
Materials: $0.00 $0.00 $0.00
Labor: $0.00 $0.00 $0.00
Fees: $2,211,835.00 $911,845.57 $1,299,989.43 U
Pre Award $10 250 00 $4,225.64 $6,024.36
Initial Agreement Amount: $2,222,085.00 $916,071.21 $1,306,013.79 U
***Contingency Funds: $0.00 $0.00 $0.00
Project Total: $2,222,085.00 $916,071 21 $1,306,013.79
,,,, . ,.
*Any line item amount in this Budget may be increased or decreased 10% or less, with the division's
approval, without an amendment to this Agreement being required, so long as the overall amount of the
funds obligated under this Agreement is not increased.
This project has a Pre-Award approved by FEMA in the amount of$10,250.00 project costs with a start
date of January 23, 2098.
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Packet Pg. 695
C.20.b
*** This project has an estimated $0.00 in contingency funds. Per FEMA Hazard Mitigation t°''
Assistance Guidance Part VI, D.3.4— Contingency funds are not automatically available for use. Prior
to their release, contingency funds must be re-budgeted to another direct cost category and identified.
Post-award changes to the budget require prior written approval from the Division (FDEM). The written
request should demonstrate what unforeseen condition related to the project arose that required the use 0
of contingency funds.
Project Management costs are included for this project in the amount of$37,500.00
Funding Summary
Federal Share: $916,071.21 (41.22575014%)
Non-Federal Sh11-111are: $1,306,013 79 �58.77424986%)
0
Total Project Cost: $2,222,085 00 (100 00%9__ ......... _ ..w
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Attachment B a
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Program Statutes and Regulations W
the parties to this Agreement and the Hazard Mitigaflon Grant F:Irogram WGFI) are,generOy 0
gc.,)v(.mned by the fol owing statutes and regLflafions: 2
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a
(1) T'he Robert'T, Staffbrd Disaster Relief and Emergency Assustance Act, U_
(2) 44 CFR Parts 7, 9, '10, 13, 14, 17, 18, 25, 206, 220, and 221, and any other appllcaNe
F::EIMA policy rnernorarda arid guidance docurnents
(3) State of F:=Ioruda Adr6inistrafive Plan for the Hazard Wiigation Grant Program,-
ca
(4) 1 lazard Mitigation Assustance Guidance- February 27, 2015 Update; and
0
(5) M applicable laws and regdlafions deNneated in Aftachment C of this Agreement
Wan addltion to the above statutes and regUlations, the Sub r(.:cipuent MUSt COMPly Wfth the E
foliwAfing, 0
i he Sub-recipient shall hifly perform the approved hazard mifigafion project, as described in the
Appllication and Attachment A(Budget and Scope of Work) a ftached to this Agreement, in accordance
with approved scope Of WWI<indicated ffierein, the estimate of coMs indcated therein, the allocat'Won of
funds indicated therein, and the terms and conditions of this Agreement. The Sub recipient shall not
dev�ate frorn the approved project and the terrns and co tions of this Agreement, The SUb-recipient
shaill cornpiy Wth any and all appllicable codes and standards in pefforming work funded under tKis
Agreernent, and shall provide any appmpNate maMtenance and securfty for the pro�ect, M
4-
0
Any devetopment permit issued by, or develc�prnent activity undertaken by, the Sub recipient and 76
any �and use permitted by or engaged in by the Sub recipient, shO be consistent Wth the loca�l 0
comprehensive p�lar� and iand development reguWions prepared and adopted pursuant to Chapter 163, CL
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Part N, Rorida St:.dutes. F::und�::; shall be expended for, and deveopment activrfies and land uses
authodZed for, �,:)rfly those uses Which are permitted under the comprehensive pgan and land deve�opment
regulations. 'Fhe Sub-redip�erit shafl be responsible for ensuring that any dev6opment perrnut lssued and
any deve�oprrient activity or land use undertaken is,Where appiicat)Ve, allso authorized by the Water
Management I)istrict,the F:Iodda Department of Env�ronrrental Protection, the Rodda I)epart.rnert of
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I�eafth, the Florida Garn(:.�and F::ish C.orriryris§�on, and any F::'ederai, State, or�ocal environmental or Wand
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use permiffing authodty, where re unhand, The Sub re6pient agrees that any repair or construction shal�
be Was accordance with applicable standards of safety, decency, and sanftation, and ln conforrn�ty w�f.h U
applicable codes, spa cificabons and standards, 9
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Fhe SUb recipient Mi proMe arid rna4-itaM cornpetent and adequate engineering supervision at 0
the construction site to ensure that-the compWeted work conforms with than approved plans and U
specifications and wfll fi.ir6ish progress reports and such other linforrnafion to W WGIF1 as may be required.
ff the hazard mitigation project described urn Attachment A,inckides an acquisifion or relocaflon
project, then the Sub-recipi(.mt shall ensure that, as a condftion of fundung under this Agreement,the
owner of the affected rea� property shM�record in the public records of the county where it is located the
following covenants arid restrictions, whk:,h shall run Mfith and apply to any property acqUired, accepted, or
from Which a structure Wifl be removed pUrsuant to the project,.
i"h roperty mca
Mp m
wfth open space, recreafional, or weVands management practices; <
35
1 Packet Pg. 697
C.20.b
(2) No new structure will be erected on property other than: cj
a. a public facility that is open on all sides and functionally related to a designed open
space;
b. a restroom; or
(3) A structure that the Director of the Federal Emergency Management Agency approves in
writing before the commencement of the construction of the structure;
(4) After the date of the acquisition or relocation no application for disaster assistance for any
purpose will be made to any Federal entity and no disaster assistance will be provided for LL
the property by any Federal source; and
(5) If any of these covenants and restrictions is violated by the owner or by some third party
with the knowledge of the owner, fee simple title to the Property described herein shall be
conveyed to the Board of Trustees of the Internal Improvement Trust Fund of the State of
Florida without further notice to the owner, its successors and assigns, and the owner, its
successors and assigns shall forfeit all right,title and interest in and to the property.
0
HMGP Contract Manager will evaluate requests for cost overruns and submit to the regional
Director written determination of cost overrun eligibility. Cost overruns shall meet Federal regulations set
forth in 44 CFR 206.438(b).
The National Environmental Policy Act(NEPA) stipulates that additions or amendments to a
HMGP Sub-Recipient Scope of Work(SOW) shall be reviewed by all State and Federal agencies
participating in the NEPA process.
As a reminder, the Sub-recipient must obtain prior approval from the State, before implementing
changes to the approved project Scope of Work(SOW). Per the Uniform Administrative Requirements for CL
Grants and Cooperative Agreements to State and Local Governments:
(1) For Construction projects, the grantee must"obtain prior written approval for any budget 0
revision which result in a need for additional funds" (44 CFR 13(c));
(2) A change in the Scope of Work must be approved by FEMA in advance regardless of the 0
budget implications; and oa
oa
(3) The Sub-recipient must notify the State as soon as significant developments become
known, such as delays or adverse conditions that might raise costs or delay completion,
or favorable conditions allowing lower cost or earlier completion. Any extensions of the
period of performance must be submitted to FEMA sixty days prior to the project
expiration date.
I
The Sub-recipient assures that it will comply with the following statutes and regulations to the t)
extent applicable:
(1) 53 Federal Register 8034 U
(2) Federal Acquisition Regulations 31.2
(3) Section 1352, Title 31, US Code
(4) Chapter 473, Florida„mStatute s
(5) Chapter 215, Florida Statutes
(6) Section 768 28, Florida Statutes
(7) Chapter 119, Florida Statutes
(8) Section 216.181(6), Florida Statutes
(9) Cash Management Improvement Act of 1990
(10) American with Disabilities Act
(11) Section 112.061, Florida Statutes
(12) Immigration and Nationality Act
(13) Section 286.011, Florida Statutes
36
Packet Pg. 698
C.20.b
(14) 2 CFR, Part 200—Uniform Administrative Requirements, Cost Principles, and Audit cj
Requirements for Federal Awards
(15) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
(16) Title I of the Omnibus Crime Control and Safe Streets Act of 1968
(17) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
(18) Omnibus Crime Control and Safe Streets Act of 1968, as amended
(19) Victims of Crime Act(as appropriate)
(20) Section 504 of the Rehabilitation Act of 1973, as amended
(21) Subtitle A, Title H of the Americans with Disabilities Act(ADA) (1990)
(22) Department of Justice regulations on disability discrimination, 28 CFR, Part 35 and
Part 39
(23) 42 U.S.C. 5154a
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Packet Pg. 699
C.20.b
Attachment C Cj
tet:eianerutof Assurances
Fo the extent the foflownmurng provusions appqy to this Agreement,the Sub-recipient certifies that; 0
4-
(e) kt possesses legal auut:hmrruty to enter into this Agreement and to carry out the proposed pre,granrn':
qa Its governing brad has mtuuN a�rn�f th�a:u tn� a�rdrneNtu•..aaat'Nr�mn agreementi i with tu"wrnrnt�:�uwrutluern mar,siirrnNN«�r
g y adopted.ted or passed action n aaUthcnrlslirng the. execution� � « of ._
yg ( Sub-recipient's � � wre �r user am designee
in it,
t rmner, e ne Management a.rrne nt p'::�q:M , including equ understandings s and assurances contained
and d'urr;et'Nrn and �auut:hc�rNzurr,. the a:hu�.f asdr�n'NrnN�tra�tu aWte to act in
connection with the a mppulieaxt:Nanrr and to prewrude such addifio nW urorrrsetuo n as may be requugredp �
(c) No rmwemmnber of or da:,fle aut:e tug the Congress of the Urnlited States, and no Resident°::acnrmnunn'Nanas'uc:rmner,
shaH receive any share or part of this Agreement or any beunefNt. No rr°wenrnber„ u::rffuc er, or
errnp loyee of the Sub re6piemnt or its designees or agents, no rmnerruber of the gewaerrriurng body of 0
the NapeaN'uty in which this pregr rare is NtU t:ed, and no anther puub4c official of ttne Noa,:;aaMy or Neea:lifie
who exercises any funrnamturarns or respo neNbNNgtueas sMt.h respect to the progrern dud mg hlie tenure or
for one year after, ehallk have any interest, direct or indirect, in any m arntra ct or suub(.:emntranct,or the
proceeds', for work be performed �n ncontractsm r roam s
Nhe Sub-recipient«haH uncor or:te, q all r s,,.bco tr is uion prshii)rfing ariy
0
interest pursuant tca f.he pu.urpaose stated above;
(d) Subrecipient ctracts for which the f
a*a�kmnt aI ...Nu .n age taeur State
a prcawride for re .Mant W per
mhNage apart« funding source, shall
to be paled by the Sub recipient CL
for ekgg'Nbge contract work,completed prier to the date the notice of suspension of funding was
received by the Sub-recgptle rnt may incurred
funded With provided
vi eu„n .ander2rn c:sr termination n is
the cost p
y N� y p�rauwmNded under thin e�grea.nrnernt
Unless prewmu uusNy approved in wrrrr'ttNrrg by the DMslo n. All Suub®reclipuent contracts sh H contain 0
provisions for termination for cause or convenience and sheik provide for the method of p:rayrrnernt >
iin.&.nch event; 0-
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(e) It wpm H a.crMPly With. <
(1) Contract Works k....fou.urs and Safety Standards Art of 1962, 40 U.&C, 327 et seat., requui'idng
that rmneehankcs and gaberer;s (NrncWing watchmen and guards) errnpllcyed on federaaHy cis
,assisted eerntracts be paid mi ges of not ge ms than one and one hellf times t:heur basic
Wage rates for eqq hrnu.urs worked in excess of farrty hours in as Work week, and W�
(2) N:::edera� F::aa'Nr Labor Standards,act., 39 U.S.C. Section 201 et seal., requnurkmng that covered U
employees be paid at least rmn'urnNrmnurmmn prescrubed wage, and also that they be paid one
and a��one-half t'Nrmne their ba sir wage rates for 0 hOUrrs w ork ed urn excessof the prescribed
work
Wp q
(' It waviH crrrrnpNy wanauth
«
°t rifle Vi of the Civil Rights Act:of 1964 P.k..... 83 352), and the regulations issued pursuant �
thereto, mhuc h provides that no person in the United State haH on the grounds of race,
ccNa or r nak origin, bee euaed rm parhe'Npafion in, be denied the benefits of, or be
ot:hem4se suubjer:,ted to dquscdmmi naall:Ncrn under any prograurma or anac:.t'gwruty for wawrhuu:Fh the Sub-
recipient received Federall f'lirnerac'W ese'NetarnaYa:m and will urmnmmnediietely take any measures
necessary to effectuate this assurance. if any real property or stri.iGtUre, thereon is
provided or improved with the aid of F eder N frnanrneuau assistance starnc.e extended to the Sub �
ciiprprrw this an «.suarance halIl uabNNlga:�te the
period recip which or tpno-�n ithe case
anrny tra transfer cat•
property, any transferee, fair the p g property or struacturre is
38
Packet Pg. 700
used for a pUrpose for miNch the FederaV financia� assustance is extended, or for another U
purpose invoMng the provision of sNmilar services or berlefits; 0
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(2) Any prohibition against discrimination on the basis of age under the Age )�scrirn�nation
Act of 1975, as arnended (42 LJ,S.C. 6101 6107)MIN& prohibfts discririri�nation on the
basu::., of age or with respect to otherw e qualifies handicapped indMdUalls as provided Nn 0
Section 504 of the R'ehabditafion Act of 19'73,- 2
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(3) Exectrfive Or-der 11246, as amended by Execuflve Orders 11375 and 12086, arid the a
re.gulations issued pursuant thereto, which provide!that no person sha�� be 6scriminated U_
agai�nst on�the basis of race, coW, r0gion, sex or nadona�l origM in 0 phases of ±1_
ernployment dUring'the performance of federa� or,federafly assisted construction
cortracts� affirmative action to insure fair treatment in emp�oyrnerit, upgrading, demotion,
or transfer; recruitment or recrLArn(--.mt adverfisft-ig; Nayofflterm4rafion, rates of pay or other
forms of compensaboril- and elecfiorn tar traWng and apr.:�renticesNp,; .2
.2
W ht Wil estabhsh safe.gUards to proNbft erriployees froM Using posiVoms� for a purpose that is or
g��ves the appearance of being rnotivated by a desire for private gIN'
in for thernse�ves or others, 0
particUady tfumeWith whom they have family, buskiess, or other IJes pursuant to Section 112.,313
and Section 112,3135, Rorida Statutes;
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(h) It wfll cornpty Mifth the Anti Kickback Act of 1986, 41 U.S.C. Secifion 51 which outlaws and
as for"kickbacks" of wages in fe de raNly financed or as sisted construcfion
prescribes penalti(
acdvfties;
(j) ft vvM comp�y wfth�the prov�suons of 18 U.S.C. 594, 598, 600605 (further known as the N tatch Act)
Which 1mits the poUtk,41 acfivlfies of ernpkoyeesl
Vt wdi compVy with the flood insurance purcl--iase and other reqLdr(:-Mients cif the Rood Disaster
Protection Act of 1973, as amended,42 U.S.C. 4002 4 107, induding requi'irements regardlng the 4-
purchase of flood iinsurance iin cornmunibes where su.::h unsurance is avaiilablle as a condftion for 0
76
the receipt of any Federa�l financiaN assistance for construction or-acqLAuSffiMl purposes for use in >
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any urea haVing spec�a� flood hazards, i he phrase "Federa�financial assistance" inciudes any
form of Iloan, grant, guaranty, insurance payrrient, rebate, subsidy, 6saster assstance Iloan or CL
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grant, or any offier form of direct or Nndlreclt F::ederal assistance,
F::or slices located Wthin Spec4i food Hazard Areas (SMA), the Sub-re6pient mt,ust incWe a
RE.Wk Model Ackrm)Medgernent of Condftlions of lVift.Jigation in a SpecNaf Rood Hazard
Area with F:"EMA Grant Funds executed by the fitie h(.:Mer with the cNoseMit request verify4ig that
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certain SFHA requurernents wem satisfied on each of the properties, The ModeN W
AcknoWedgernent can be fOUnd at wNY�lrAi,fr�,�m a,g(.)v/g(..)ver,nrnent�,i/gr-ant`/sfha condft'rons.st,itrn
U
(k) It MIM require every bUilding or fadifty(other than a pdvateNy owned resWenflal structure) 9
desugned, constn,icted, or a[tered wifth funds provided Under this Agreement ki cornpRy with tie Z
"Uniform F:"edera Accessibii[ity Standards," (AS)which is Appendix A to 41 C:J::1R Secfif,arn 101 19.6 0
for generaN type N.Adings and Appendix ,to 24 CFR, Part 40 for residenfial su trctures. "i he Sub- U
recipuent wffl be responsible for conducting unspectiors to ensure comphance MIM the
specifications by the contractor;
ftwill, in connection wiff-u its performance of environrnentaN assessments under the NafionM
Env'NronrnentaN PoNcy Act of,1969, cornpNy wW'i Section 106 of the INatNcarnaV II fistoric N::Ireservabon
Act of 1966 (U.S.C.470), E::::xecufive;Order 11593, 24.CFR, Part 800, and the Preservafion of
Arc,haeo ogicaN and Histc0cal Data Act of 1966 (16 US.C. 4M:.11, et seq.) by: E
ca
(1) Consuffing with the State N fistodc Preseniation Office to identify. properties fisted in or
eNgNe for inckjs'on in the NadonaN 1::Zeg'Nster of II fistoric Races that are sub�ect to adverse <
effects(see 36 CF1R, Section 800,8) by ffie proposed actMityl and
39
1 Packet Pg. 701
C.20.b
(2) Complying with all requirements established by the State to avoid or mitigate adverse U
effects upon such properties.
(3) Abiding by the terms and conditions of the "Programmatic Agreement Among the
Federal Emergency Management Agency,the Florida State Historic Preservation
Office,the Florida Division of Emergency Management and the Advisory Council
on Historic Preservation, (PA)"which addresses roles and responsibilities of Federal
and State entities in implementing Section 106 of the National Historic Preservation Act
(NHPA), 16 U.S.C. 470(f), and implementing regulations in 36 CFR, Part 800.
(4) When any of the Sub-recipient's projects funded under this Agreement may affect a ;
historic property, as defined in 36 CFR, Part 800 (2)(e), the Federal Emergency
Management Agency (FEMA) may require the Sub-recipient to review the eligible scope
of work in consultation with the State Historic Preservation Office(SHPO) and suggest
methods of repair or construction that will conform with the recommended approaches
set out in the Secretary of Interior's Standards for Rehabilitation and Guidelines for
Rehabilitating Historic Buildings 1992 (Standards),the Secretary of the Interior's
Guidelines for Archeological Documentation (Guidelines) (48 Federal Register o
44734-37), or any other applicable Secretary of Interior standards. If FEMA determines ,
that the eligible scope of work will not conform with the Standards, the Sub-recipient
agrees to participate in consultations to develop, and after execution by all parties,to
abide by, a written agreement that establishes mitigation and recondition measures,
including but not limited to, impacts to archeological sites, and the salvage, storage, and �y
reuse of any significant architectural features that may otherwise be demolished.
(5) The Sub-recipient agrees to notify FEMA and the Division if any project funded under this
Agreement will involve ground disturbing activities, including, but not limited to:
subsurface disturbance; removal of trees; excavation of footings and foundations, and CL
installation of utilities (such as water, sewer, storm drains, electrical, gas, leach lines and
septic tanks) except where these activities are restricted solely to areas previously
disturbed by the installation, replacement or maintenance of such utilities. FEMA will 0
request the SHPO's opinion on the potential that archeological properties may be present
and be affected by such activities. The SHPO will advise the Sub-recipient on any >
0
feasible steps to be accomplished to avoid any National Register eligible archeological CL
property or will make recommendations for the development of a treatment plan for the CL
recovery or archeological data from the property. <
If the Sub-recipient is unable to avoid the archeological property, develop, in consultation
with SHPO, a treatment plan consistent with the Guidelines and take into account the
Advisory Council on Historic Preservation (Council) publication "Treatment of
X
Archeological Properties". The Sub-recipient shall forward information regarding the
treatment plan to FEMA, the SHPO and the Council for review. If the SHPO and the
Council do not object within 15 calendar days of receipt of the treatment plan, FEMA may
direct the Sub-recipient to implement the treatment plan. If either the Council or the
SHPO object, Sub-recipient shall not proceed with the project until the objection is
resolved.
U
(6) The Sub-recipient shall notify the Division and FEMA as soon as practicable: (a) of any
changes in the approved scope of work for a National Register eligible or listed property;
(b) of all changes to a project that may result in a supplemental DSR or modify a HMGP
for a National Register eligible or listed property;
project g' g� p p y; (c) if it appears that a project
funded under this Agreement will affect a previously unidentified property that may be
eligible for inclusion in the National Register or affect a known historic property in an
unanticipated manner. The Sub-recipient acknowledges that FEMA may require the Sub-
recipient to stop construction in the vicinity of the discovery of a previously unidentified
property that may eligible for inclusion in the National Register or upon learning that
construction may affect a known historic property in an unanticipated manner. The Sub-
recipient further acknowledges that FEMA may require the Sub-recipient to take all
40
Packet Pg. 702
C.20.b
reasonable measures to avoid or minimize harm to such property until FEMA concludes U
consultation with the SHPO. The Sub-recipient also acknowledges that FEMA will
require, and the Sub-recipient shall comply with, modifications to the project scope of
work necessary to implement recommendations to address the project and the property.
(7) The Sub-recipient acknowledges that, unless FEMA specifically stipulates otherwise, it 0
shall not receive funding for projects when, with intent to avoid the requirements of the
PA or the NHPA, the Sub-recipient intentionally and significantly adversely affects a
historic property, or having the legal power to prevent it, allowed such significant adverse
effect to occur.
(m) It will comply with Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-
1683 and 1685-1686)which prohibits discrimination on the basis of sex;
(n) It will comply with the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970, (42 U.S.C. 4521-45-94) relating to nondiscrimination on the basis of
alcohol abuse or alcoholism; 5
0
(o) It will comply with 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and
290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records;
(p) It will comply with Lead-Based Paint Poison Prevention Act(42 U.S.C. 4821 et seq.)which
prohibits the use of lead based paint in construction of rehabilitation or residential structures;
(q) It will comply with the Energy Policy and Conservation Act(P.L. 94-163; 42 U.S.C. 6201-6422),
and the provisions of the State Energy Conservation Plan adopted pursuant thereto;
CL
(r) It will comply with the Laboratory Animal Welfare Act of 1966, (7 U.S.C. 2131-2159), pertaining to
the care, handling, and treatment of warm blooded animals held for research, teaching, or other
activities supported by an award of assistance under this Agreement; 0
(s) It will comply with Title Vill of the Civil Rights Act of 1968, (42 U.S.0 2000c and 42 U.S.C. 3601-
3619), as amended, relating to non-discrimination in the sale, rental, or financing of housing, and CL
Title VI of the Civil Rights Act of 1964 (P.L. 88-352), which prohibits discrimination on the basis of oa
race, color or national origin;
(t) It will comply with the Clean Air Act of 1955, as amended, 42 U.S.C. 7401-7642;
c�
(u) It will comply with the Clean Water Act of 1977, as amended, 42 U.S.C. 7419-7626
I
(v) It will comply with the endangered Species Act of 1973, 16 U.S.C. 1531-1544; .. U
(w) It will comply with the Intergovernmental Personnel Act of 1970, 42 U.S.C. 4728-4763;
(x) It will assist the awarding agency in assuring compliance with the National Historic Preservation U
Act of 1966, as amended, 16 U.S.C. 270;
(y) It will comply with environmental standards which may be prescribed pursuant to the National
Environmental Policy Act of 1969,42 U.S.C. 4321-4347;
(z) It will assist the awarding agency in assuring compliance with the Preservation of Archeological
and Historical Preservation Act of 1966, 16 U.S.C. 469a, et seq.;
E
(aa) It will comply with the Rehabilitation Act of 1973, Section 504, 29 U.S.C. 794, regarding non-
discrimination;
41
Packet Pg. 703
(bb) it will cornioty with the env ronmental standards which may be prescribed pursuant to ffie&::ife. U
Drinldng Water,Ad of 1974, 42 U.S.C. 300f-300j, regarding the protecUoiru of underground water 0
sources; W
(cc) ft vvifl comply wkh the requirernents of F fie s li and Hl of the Unl-Ibirm Relocafion Assisfance and
0
F:Iroperty Acquisifi�,:)n Flolicies Act of 111970, 42 IU.S.C.4621-4638, which provide for fair and 4-
equftable treatment of persons displaced or whose property is acquired as a result of F::'ederall or 2
W
F::'ederalty assisted programs; a
U_
(dd) H�will c(.,)mply wfth-Rne Wild and Scenic Rivers Act of 1968, 16 US.C� 1271-1287, related to
protec-fins, components or potendal�comporents of the naflonM wild and scenic rivers system;
(ee) it WH cornpNy with the foHovOng Execull:ive Order&: EO 11514 (NEII:::'A); EO 11738 (vioMng
8
.2facilifies), E.011988 (l::::loodpNain Management)u EO 1190(Wr3tlands)i and EO 1289
(Environrnental Justice); M
.2
(0) It ni011 compUy with the Coast Barhr..,r lResourc.;es Act of 1977, '16 3510; 0
(gg) it will assure project consistency with the;approved State program developed kinder the CoasW
Zone Management Act ol'1972, 16 II.J.S,C. 1451--.1,464; and E
(halm) It wflfl comply with the Fish and Wildlife Coordirmhon An of 1958, 16 U.S.C, 661-666.
(i�) With respect ICun dernolition acfivities, it:wR
(1) Create and rnake avaHable domiirnentation sufficient to demonstrate that t1he Si,.jib.
re6pient ani:::i lis dernoMon contractor have sufficienl:manpower and equiipment to
clornply with the olbNgafions as oudined in this Agreement,
4-
(2) Return the property to fts natural state as though no 4nprovements had ever been 0
contained thereon.
(3) F::urNshi docurnentation of aH qualffied personnel, li
' censes and all equipment necessary-to 0
CL
�inspect buildings ocated in the Sub recipientsJurisdiction to detect ffie presence of CL
asbestos and lead in accordance mfiOi requirements of'the U.S, Envirionrnental FIrotection
Agency,the F:]orida iDepartment of E:::AvlronmenW F:1rotechon and thie COU11ty N leafth
[Department.
4 Provide dct.jientaton ofte ipectio reibs hear each sLrcuire to id( m r :
a. Safety l Nazard Preseint x
W
1b, l-leafthilazardsPresent
c, �laZardious Mater�als FIvesent U
(5) Provide supeiMsion over contractors or employees employed by the SUbre6pient to 9
remove asbestos and lead frorn dernoHshed or othenAfise appUcable strMtLlres. z
0
(6) leave the dernoHshed site clean, level and free of debris, U
(7) Notify the Dvision prompfly of any unusual existing condition VvNch hampers the
crontractor's miork,
M
( q 8) Obta��n all re .iired permits, M
(9) FIrovide addresses and marked rnaps for each site Winihere water wells and septic tanks
are to be closed along With 'the number of weft and sepbc tanks located on each Site.
F:Irovide docurnentation of ctosures, ca
(10) CornpUy With mandatory standards and poficies relating to !,,:,,ncargy efficiency wNch are
contained in the State Energy C onservabon Plan lissijed in compliance with the i nergy <
PoUcy and Cron servafion Act(l:::Ik.jibHc aw 94...,163).
42
Packet Pg. 704
C.20.b
(11) Comply with all applicable standards, orders, or requirements issued under Section 112 cj
and 306 of the Clean Air Act(42 U.S.C. 1857h), Section 508 of the Clean Water Act(33
U.S.C. 1368), Executive Order 11738, and the U.S. Environmental Protection Agency
regulations (40 CFR, Part 15 and 61). This clause shall be added to any subcontracts.
(12) Provide documentation of public notices for demolition activities. 0
2
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Packet Pg. 705
C.20.b
Attachment D U
DIVISION OF EMERGENCY MANAGEMENT
0)
REQUEST FOR ADVANCE OR REIMBURSEMENT OF
HAZARD MITIGATION ASSISTANCE PROGRAM FUNDS 0
SUB-RECIPIENT: Monroe County Board of County Commissioners
...._........ .®® .......... , w �,..® ......
LL
REMIT ADDRESS: _
CITY: STATE: ZIP CODE:
......— -------- -------- _..... ........_ ......... ..... ..........
PROJECT TYPE: FEMA 361 EOC-Safe Room PROJECT : 4337-66-R
PROGRAM: Hazard Mlticiation Grant Prowram CONTRACT#: H0206
0
APPROVED BUDGET: FEDERAL SHARE: MATCH:
.........
ADVANCED RECEIVED: N/A AMOUNT: SETTLED?
--......_............. ..... ........................... ..... ...... ---------...................._.
Invoice Period: To Payment#:
„f.., Eli IbleAmount VObIi Amountderal,,,,, OX ,,,�,,,,, ,mmmm,�,
d
g' g �bligated Non- �
100 Federal Division Use Only
/o
(Current Request) 41.22575014% 58.77424986% Approved CommentsCIL
__,_.a . 0
TOTAL CURRENT REQUEST: $
CL
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, CL
and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and
conditions of the Federal award. I am aware that any false,fictitious,or fraudulent information, or the omission of any
material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or
otherwise. (U.S.Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812. c�
X
SUB-RECIPIENT SIGNATURE:
I
L)
NAME/TITLE: DATE:
TO BE COMPLETED BY THE DIVISION 0
U
APPROVED PROJECT TOTAL $
........................................................ --
ADMINISTRATIVE COST $ Cn
GOVERNOR'S AUTHORIZED REPRESENTATIVE Cn
APPROVED FOR PAYMENT $
— , -
DATE
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44
Packet Pg. 706
SUMMARY OF DOCUMENTATION IN SUPPORT OF AMOUNT a
CLAIMED IFOR EILIGIIIBILIE DISASTER WORK UNIDIERTHIE 0
HAZARD MTIGATION ASSISTAINCIE IPROGRAIM W
SUB-RECIPHENT-:! Monroe County Board Of County PAYIM E N'T#:
Commissioners 0
.. ..... ................................. .............................................................. .......................-
PROJECTTYIPE: FEMA 361 EOC-Safe Poor PROJIECT#:� 4337-66.-R 2
................ .......... ........................ ---------------- W
a
PROGRAK IHazard Mitigation Grant Progr CONTRACT 1H0206 U-
..... ....................................... . ..... .................
ki&'140�' DATEI DOCUMENTATION 4 EU_IIOUIE LE
AMOUAIT COSTS M
-----------
............................... .......................- 00%)
0
......................................................................................................... . ............................---------------------------------- ................... ............... ................ ....................... 0
2
............................................ ..................... ............................. ................................... ....................... ........
E
.......... ...............................
..... ............................................. —------------ ............................... ............ .. ...............
4 ................. ........................................................................................................................... ............. ................. 0
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... .............................................................................................................................................................................. ........................................................................ -- -----------------................. 0
...................... .. ........ ................ ..................................................--—-------------------------
0
................................... .................................................................................. ..... ....................................................... ............. ........ >
0
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..... ........................................ ................................................. - ................ ...... ...................................
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6
.......................................................................................................................................-------------------- .......
7
x
. .. .................. .... ........... ...........................I ........—--------............................... ... ..........
i L)
...8 .............. ..............
.. .......... ...... ............... .......................... z
0
U
.... ..................-.....................................................................................................-------------------
...................... ................. ---------- ............... m
... ........ .... .. .........
.
........... .. .p• y pns completion ofthe projewt TOTALTliisiiientre---------------;�......--------------- ............................................................ ----------- .................................................. .............. ... ................ --------......-----------
Recipient's internal reference number(e.g., Invoice, Receipt, Warrant, Voucher, Claim Check or Schedule#) E
3 Date of delivery of articles, completion of work or performance services. (per document)
4 List Documentation (Recipient's payroll, material out of recipient's stock, recipient owned equipment and
name of vendor or contractor)by category(Materials, Labor Fees)and line item in the approved project line <
item budget. Provide a brief description of the articles or services. List service dates per,each invoice.
45
1 Packet Pg. 707
C.20.b
Attachment E cj
JUSTIFICATION OF ADVANCE PAYMENT
SUB-RECIPIENT: Monroe C,o„u,nt, Board of CountyC,om,mis.signers
If you are requesting an advance, indicate same by checking the box below.
[ ]ADVANCE REQUESTED
Advance payment of$ is requested. Balance of payments
will be made on a reimbursement basis. These funds are needed to pay
staff, award benefits to clients, duplicate forms and purchase start-up
supplies and equipment. We would not be able to operate the program
without this advance.
If you are requesting an advance, complete the following chart and line item justification below. .2
PLEASE NOTE: Calculate your estimated expenses at 100% of your expected needs for 90 days. 0
Submit Attachment D with the cost share breakdown along with Attachment E and all supporting
documentation.
E
ESTIMATED EXPENSES
BUDGET CATEGORY/LINE ITEMS 20_-20_Anticipated Expenditure
s for First Three
(list applicable line items) Months of Contract
.
For_example
ADMINISTRATIVE COSTS
0
(Include Secondary Administration.)
...-.......... .................. - - >
I For exa L_
C.
PROGRAM EXPENSES CL
............................................................ ..... --- ......... ... ..................__.........--- -d
TOTAL EXPENSES
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LINE 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
U
shows the advance will be expended within the first ninety(90) days of the contract term. Support
documentation should include quotes for purchases, delivery timelines,salary and expense
projections, etc.to provide the Division reasonable and necessary support that the advance will U
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 as evidenced by copies of invoices
and cancelled checks as required by the Budget and Scope of work showing 100%of
expenditures for the 90,day period 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.
46
Packet Pg. 708
C.20.b
Attachment F cj
DIVISION OF EMERGENCY MANAGEMENT
HAZARD MITIGATION GRANT PROGRAM
QUARTERLY REPORT FORM
Instructions,: Complete and submit this form to the appropriate Project Manager within 15 days of each
„ Uaroter's end date.
LL
Monroe County Board of County
SUB-RECIPIENT: Commissioners PROJECT#: 4337 66 R
PROJECT TYPE: FEMA 361 EOC-Safe Room CONTRACT#: H0206
......... ................. ......... .. __,,
0
PROGRAM: Hazard Mitijoon Grant Pror ram QUARTER ENDING:
. . — ......................... ......................................--_.
2
Advance Payment Information: o
Advance Received ❑ N/A❑ Amount: $ Advance Settled?Yes❑ No❑
Provide reimbursement Projections for this project(projections may change):
Jul-Sep 20 '__ Oct-Dec 20, Jan-Mar 20_ Apr-Jun 20 E
Tar ... ... .. ... .,.., .. �mm,���,�wm,m,,,,,,,..- .._ .....
Target Dates:
d
Contract Initiation Date: Contract Expiration Date:
Estimated Project Completion Date:
Project Proceeding on Schedule?.. ❑Yes ❑ No _
j g (if No,please describe under Issues below)
Percentage of Work Completed(may be confirmed by state inspectors): % mm
0
Describe Milestones achieved during this quarter:
0
Provide a Schedule for the remainder of work to project completion: (Milestones from Contract with estimated dates) CL
CL
Milestone Date
.......•
... ..... ...... --- ----------------- ---- ,.,......... _.,,.
d�
.................... ... c�
_ X
.... ... ....... ......... --- -- . .......,,..,
_ U
Describe Issues or circumstances affecting completion date, milestones, scope of work,and/or cost:
Cost Status: ❑ Cost Unchanged ❑ Under Budget ❑ Over Budget O
Additional Comments/Elaboration:
o ,.N.... ... ...... -oov ,p%ro ..............w............... ..o.o.o. co
NOTE: Division of Emergency Management(DEM)staff may perform interim inspections andlor audits at anytime.
Events may occur between quarterly reports, which have significant impact upon your project(s), such as anticipated
overruns, changes in scope of work, etc. Please contact the Division as soon as these conditions become known,
otherwise you may be found non-compliant with your sub grant award.
Person Completing Form: Phone:
To be com feted b Division staff...,
Date Reviewed: Reviewer.'
......... ___ ..------
Actions:
47
Packet Pg. 709
C.20.b
t3
Attachment G LU
Warranties and Representations
0
Financial ManagementLU
The Sub-Recipient's financial management system must comply with 2 C.F.R. §200.302.
Procurements
Any procurement undertaken with funds authorized by this Agreement must comply with the
requirements of 2 C.F.R. §200, Part D—Post Federal Award Requirements—Procurement Standards(2
C.F.R. §§200.317 through 200.326).
0
Business Hours
The Sub-Recipient shall have its offices open for business,with the entrance door open to the
public, and at least one employee on site, from: 8:00 AM Monday Thru Friday, as
applicable.
L,icensin:: and„wPer,m,it tin,
All subcontractors or employees hired by the Sub-Recipient shall have all current licenses and
permits required for all of the particular work for which they are hired by the Sub-Recipient. 0
0
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Packet Pg. 710
C.20.b
Attachment H cj
.......... ..... . ......A , ification.. .. .------.....A_ .............. ... .� ��.,�.......,...-.�. ----.........�...
Certification ..Regarding
Debarment, Suspension, Ineligibility
And Voluntary Exclusion "0
Subcontractor Covered Transactions
(1) The prospective subcontractor,
_ ��..._................ of the
Sub-Recipient certifies, by submission of this document,that neither it nor its principals is presently
0
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any Federal department or agency. cs
(2) Where the Sub-Recipient's subcontractor is unable to certify to the above statement,the prospective o
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR
CU
By: Monroe County Board of County
_.............. — — . _....... Commissioners
CL
Signature Sub-Recipient's Name
H0206
Name and Title DEM Contract Number
4337-066-R 0
0
Street Address FEMA Project Number C,
CL
City, State Zip
...............
Date
I
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49
Packet Pg. 711
C.20.b
Attachment I
Federal Funding Accountability and Transparency Act U
Instructions and Worksheet
0
PURPOSE: The Federal Funding Accountability and Transparency Act(FFATA)was signed on
September 26, 2006. The intent of this legislation is to empower every American with the ability to hold 0
the government accountable for each spending decision. The FFATA legislation requires information on
federal awards (federal assistance and expenditures) be made available to the public via a single,
searchable website, which is http:ili&,ww.usas11 liandiir,wg,gov/.
The FFATA Sub-award Reporting System (FSRS) is the reporting tool the Florida Division of Emergency
Management("FDEM" or"Division") must use to capture and report sub-award and executive
compensation data regarding first-tier sub-awards that obligate$25,000 or more in Federal funds
(excluding Recovery funds as defined in section 1512(a) (2)of the American Recovery and Reinvestment
Act of 2009, Pub. L. 111-5). CU
Note: This"Instructions and Worksheet" is meant to explain the requirements of the FFATA and give o
clarity to the FFATA Form distributed to sub-awardees for completion.All pertinent information below
should be filled out, signed, and returned to the project manager.
ORGANIZATION AND PROJECT INFORMATION
The following information must be provided to the FDEM prior to the FDEM's issuance of a sub- CU
award (Agreement)that obligates$25,000 or more in federal funds as described above. Please
provide the following information and return the signed form to the Division as requested.
0-
4-
PROJECT#: 4337-66-R
0
FUNDING AGENCY: Fe
deral Emer e „Management A, enc 0
CL
AWARD AMOUNT: $91 6 071.21 CL
OBLIGATION/ACTION DATE: April 26, 2019
SUBAWARD DATE (if applicable):
..... m.............................. ,.
x
DUNS#: 073876757 y wm
DUNS#+4:
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50
Packet Pg. 712
your company or organization does not have a DUNS number, you will need to obtain one from Dun&
Bradstreet at 866-705-5711 or use the web form (httlp-//fo-d,gov.dirib.coi[n/we�llD�form). The process to U
0
request a DUNS number takes about ten minutes and is free of charge. W
BUSINESS E:
Monroe County Board of County Commissioners
NAM
0
DBA NAME(IF APPLICABLE): 2
W
PRINCIPAL PLACE OF BUSINESS ADDRESS:
ADDRESS LINE 1: 1100 Simonton Street u_
ADDRESS LINE 2:
................. ..............
M
ADDRESS LINE 3:
CITY Key West STATE • ZIP CODE+4** 33040 0
............... FL ............
PARENT COMPANY DUNS#(if applicable):
.......... ................................
CATALOG OF FEDERAL DOMESTIC ASSISTANCE (CFDA#): 0
..................................................... 2
DESCRIPTION OF PROJECT(Up to 4000 Characters)
E
........... ...................................
The Monroe County Board of County Commissioners proposes to construct a new Emergency Operations
Center— Safe Room to FEMA P-361 standards, at 9000 Overseas Highway, Marathon, Florida 33050.
Coordinates: (24.720930, -81.0617113).
The scope is for Phase I only; which includes but is not limited to surveying, engineering, design, plans
preparation, permitting and bidding for the proposed project, for Phase 11 approval. A Benefit Cost
Analysis (BCA) based on information provided in good faith by the Sub-Recipient to the State has been
conducted, understanding that a fully developed project is expected for Phase II.
4-
0
When Phase I is completed,the Sub-Recipient must provide 100%completed designs, calculations, a full
M
set of signed and sealed plans, and permits for a Phase 11 review. A final BCA using developed technical >
data and study results shall take place. No assumptions or historical damage shall be acceptable for final
0
BCA of Phase 11 approval. No construction activities for this project have been approved.
.................
Verify the approved project description above, if there is any discrepancy, please contact the project
manager.
X
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PRINCIPALP CE OF PROJECT PERFORMANCE (IF DIFFERENT THAN PRINCIPAL PLACE OF
BUSINESS):
ADDRESS LINE 1:
ADDRESS LINE 2: Z
................... ............ ........... ....... .......................................................................... 0
ADDRESS LINE 3:
...................................... ...................... ----- .........................................
CITY STATE ZIP CO
DE+4**
......... ..................... ......... ........ -- -------------------------
CONGRESSIONAL DISTRICT FOR PRINCIPAL PLACE OF PROJECT PERFORMANCE:
"Providing the Zip+4 ensures that the correct Congressional District is reported.
E
EXECUTIVE COMPENSATION INFORMATION:
51
Packet Pg. 713
C.20.b
1 In your business or organization's previous fiscal year, did your business or organization (including
parent organization, all branches, and all affiliates worldwide) receive(a) 80 percent or more of your
annual gross revenues from Federal procurement contracts (and subcontracts) and Federal U
financial assistance(e.g. loans, grants, subgrants, and/or cooperative agreements, etc.)subject to
the Transparency Act, as defined at 2 CFR 170.320; , (b)$25,000,000 or more in annual gross
revenues from U.S. Federal procurement contracts (and subcontracts)and Federal financial
assistance(e.g. loans, grants, subgrants, and/or cooperative agreements, etc.)subject to the 0
Transparency Act?
Yes ❑ No
LL
If the answer to Question 1 is "Yes,"continue to Question 2. If the answer to Question 1 is "No",
move to the signature block below to complete the certification and submittal process.
2. Does the public have access to information about the compensation of the executives in your
business or organization (including parent organization, all branches, and all affiliates worldwide) CU
through periodic reports filed under section 13(a)or 15(d)of the Securities Exchange Act of 1934
(15 U.S.C. 78m(a), 78o(d)) Section 6104 of the Internal Revenue Code of 1986?
Yes❑ No❑
0
If the answer to Question 2 is "Yes," move to the signature block below to complete the
certification and submittal process. [Note: Securities Exchange Commission information should
be accessible at http//www.sec.gov/answers/execomp.htm. Requests for Internal Revenue Service
(IRS) information should be directed to the local IRS for further assistance.]
If the answer to Question 2 is "No" FFATA reporting is required. Provide the information required
in the "TOTAL COMPENSATION CHART FOR MOST RECENTLY COMPLETED FISCAL YEAR"
appearing below to report the"Total Compensation"for the five(5) most highly compensated
"Executives", in rank order, in your organization. For purposes of this request, the following terms
apply as defined in 2 CFR Ch. 1 Part 170 Appendix A:
4-
0
"Executive" is defined as"officers, managing partners, or other employees in management positions".
0
"Total Compensation" is defined as the cash and noncash dollar value earned by the executive during the CL
most recently completed fiscal year and includes the following:
i. Salary and bonus.
ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount
recognized for financial statement reporting purposes with respect to the fiscal year in
accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004)
(FAS 123R), Shared Based Payments.
iii. Earnings for services under non-equity incentive plans. This does not include group life, U
health, hospitalization or medical reimbursement plans that do not discriminate in favor of
executives, and are available generally to all salaried employees.
iv. Change in pension value. This is the change in present value of defined benefit and actuarial U
pension plans.
V. Above-market earnings on deferred compensation which is not tax-qualified.
vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance,
termination payments, value of life insurance paid on behalf of the employee, perquisites or
property)for the executive exceeds$10,000.
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52
Packet Pg. 714
C.20.b
TOTAL COMPENSATION CHART FOR MOST RECENTLY COMPLETED FISCAL YEAR
(Date of Fiscal Year Completion cj
................
��. ,,
Rank Total Compensation
r(Highest to Name .a
for Most Recently
......... _ 0
west Last First MI Title Completed Fiscal Year
1
2 ....
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.........
...
.
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THE UNDERSIGNED CERTIFIES THAT ON THE DATE WRITTEN BELOW, THE INFORMATION
PROVIDED HEREIN IS ACCURATE
SIGNATURE:
—......
arruthers/Mayor
Heat ��C
NAME AND TITLE: f
0
DATE: U
0
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APPROVED AS TO FORM AND CONTENT U
MONROE COUNTY ATTORNEY'S OFFICE
Digitally signed by Cynthia L.Hall
DN:cn=Cynthia L.Hall,
gtteo=Monroe County 90CC,ou, O
email=hall-
cynthia@monroecounty-Fl.gov,
C=us C�
Date:2019.12.19 12:35:27-05'00'
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Attachment J cj
Mandatory Contract Provisions
0
Provisions: 0
Any contract or subcontract funded by this Agreement must contain the applicable provisions outlined in
Appendix II to 2 C.F.R. Part 200. It is the responsibility of the sub-recipient to include the required
provisions. The Division provides the following list of sample provisions that may be required:
0
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0
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C.20.c
SUB-RECIPIENT AGREEMENT CHECKLIST
DIVISION OF EMERGENCY MANAGEMENT
MITIGATION BUREAU
REQUEST FOR REVIEW AND APPROVAL
S»u»B,»»»RE,c I»P,I»E»N»T»,. M»o»n»roa»»»C»o»u»ntY Board
»»»o f»»C»o,u»n»tY C»o»m»m»I»s»s»I»o»n»e»rs»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»
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PROJECT#: 4337-066-R
PROJECT TITLE: Monroe County, FEMA 361 Emergency Operations Center, Safe Room-
Phase 1 c
CONTRACT#: H0206
0
MODIFICATION #: 1 CL
SUB-RECIPIENT REPRESENTATIVE(POINT OF CONTACT)
Cary Knight
Director Department of Project Management
1100 Simonton Street, RM 2-216
Key West, Florida 33040
Enclosed is your copy of the proposed contract/modification between Monroe County Board of
County Commissioners and the Florida Division of Emergency Management (FDEM).
COMPLETE
This form is required to be included with all Reviews, Approvals, and Submittal
q pp_ c
❑ Two (2) Copies printed for Approval
❑ Printed Single sided (If your policy is to copy twosided leas contact i and I will P n( you two rigin l �� ...si ��� �i s for sib nature) E
❑ Reviewed and Approved L)
❑ Signed and Dated by Official Representative (blue irk)
❑ Copy of the organization's resolution or charter that specifically identifies the t0
person or position that is authorized to sign, if not Chairman, Mayor, Chief
0
❑ Attachment I - Federal Funding Accountability and Transparency Act (FFATA)
completed, signed, and dated (❑ N/A for Modifications)
❑ Two Signed and dated Originals mailed to FDEM - Tallahassee
Florida Division of Emergency Management
Mitigation Bureau— HMGP
2555 Shumard Oak Boulevard U
Tallahassee, Florida 32399-2100
0
Attention—Grant Specialist-Kailyn Quirk; 315.02
0
If you have any questions regarding this contract, or who is authorized to sign it, please contact
your Project Manager at (850) 692-9458 or email me at Carmen.Acosta@em.myflorida.com.
0
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C.20.c
Contract Number:H0206
Project Number:4337-066-R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
4-
0
0
This Modification Number 1 made and entered into by and between the State of Florida,
Division of Emergency Management ("the Division"), and Monroe County Board of County
Commissioners ("the Sub-Recipient") to modify Contract Number H0206, dated, January 14,
2020 ("the Agreement").
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement,
pursuant to which the Division has provided a subgrant to the Sub-Recipient under the Hazard
Mitigation Grant Program of$916,071.21, in Federal Funds; and
U
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement; and
WHEREAS, the Agreement expired on November 30, 2020; and
WHEREAS, the Division and the Sub-Recipient desire to reinstate and extend the terms
of the Agreement.
E
NOW, THEREFORE, in consideration of the mutual promises of the parties contained E
0
herein, the parties agree as follows: c)
1. The Agreement is hereby reinstated and extended as though it had never expired.
c,
2. Paragraph 8 of the Agreement is hereby amended to read as follows: c
(8) PERIOD OF AGREEMENT
This Agreement shall begin January 14, 2020 and shall end November 30, 2021,
unless terminated earlier in accordance with the provisions of Paragraph (17) of this
Agreement.
c)
3. The Budget and Scope of Work, Attachment A to the Agreement, are hereby modified as
set forth in 1st Revision Attachment A to this Modification, a copy of which is attached a
hereto and incorporated herein by reference.
4. All provisions of the Agreement being modified and any attachments in conflict with this c
Modification shall be and are hereby changed to conform with this Modification, effective
on the date of execution of this Modification by both parties.
5. All provisions not in conflict with this Modification remain in full force and effect, and are
to be performed at the level specified in the Agreement.
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6. Quarterly Reports are due to the Division no later than 15 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the
administrative close-out report. The ending dates for each quarter of the program year
are March 31, June 30, September 30 and December 31.
IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the
dates set out below.
4-
0
SUB-RECIPIENT: Monroe County Board of County Commissioners 0
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By:
Name and Title:
Date:
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
U)
A
By.
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Name and Title: Jared Moskowitz, Director
0
Date: U
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Attachment A
(1st Revision)
Budget and Scope of Work
STATEMENT OF PURPOSE:
The purpose of this Scope of Work is to provide a FEMA P-361 Standards safe room at a new -
Emergency Operations Center(EOC) in Marathon, Monroe County, Florida, funded through the
Hazard Mitigation Grant Program (HMGP) DR-4337-066-R, as approved by the Florida Division
of Emergency Management (Division) and the Federal Emergency Management Agency
(FEMA).
The Sub-Recipient, Monroe County Board of County Commissioners, shall conduct Phase I —
Design of this project, which includes the engineering designs and calculations, surveys,
permitting, and notices. No construction activities are approved at this time. The Sub-
Recipient shall complete the Phase I work in accordance with all applicable federal, state and
local laws, regulations and codes.
PROJECT OVERVIEW:
As a Hazard Mitigation Grant Program project, the Sub-Recipient proposes to construct a new
Emergency Operations Center to FEMA P-361 Standards located at 9000 Overseas Highway,
Marathon, Florida, 33050. Coordinates (24.720930, -81.061713).
c
The scope is for Phase I only, which includes but is not limited to surveying, engineering,
design, plans preparation, permitting and bidding for the proposed project, for Phase 11
approval.
0
The design proposed for Phase 11 scope shall include construction of a new Emergency
Operations Center to FEMA P-361 Standards for Monroe County, designed to protect against
220 MPH or above wind speed in order to serve the first responders, emergency managers, c
and other disaster staff that must remain behind, in the event of a hurricane impacting
Monroe County.
Wind protections shall be provided on any other opening such as vents, louvers and exhaust c
fans. All installations shall be in strict compliance with the FEMA P-361 specifications, and
all materials shall be certified to meet wind and impact standards. The local municipal or
county building department shall inspect and certify installation according to the t0
manufacturer specifications. 0
0
The project shall provide protection to flood and wind against a 500-year event and the
generator shall be protected against wind with a rated enclosure based on its location
It-
requirements. Activities shall be completed in strict compliance with Federal, State and
Local Rules and Regulations. c
TASKS &DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor
and execute a contract with the selected bidder to complete the scope of work as approved
by the Division and FEMA. The Sub-Recipient shall select the qualified, licensed Florida
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C.20.c
contractor in accordance with the Sub-Recipient's procurement policy as well as all Federal
and State Laws and Regulations. All procurement activities shall contain sufficient source
documentation and be in accordance with all applicable regulations.
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials,
equipment, tools, transportation and supervision and for performing engineering designs to
be presented to the Division by the Sub-Recipient and subsequently approved by the
Division and FEMA.
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or -
suspended from participating in federally funded projects.
The selected contractor shall have a current and valid occupational license/business tax
receipt issued for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the
procurement process. This shall include a rationale for the method of procurement and
selection of contract type, contractor selection and/or rejection and bid tabulation and listing,
and the basis of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility,
Voluntary Exclusion Form" for each contractor and/or subcontractor performing services
under this agreement.
Executed contracts with contractors and/or subcontractors shall be provided to the Division
by the Sub-Recipient.
The Sub-Recipient shall provide copies of professional licenses for contractors selected to
perform services. The Sub-Recipient shall provide a copy of a current and valid U,
occupational license or business tax receipt issued for the type of services to be performed
by the selected contractor. E
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2) The Sub-Recipient shall monitor and manage the Phase I portion of this project in U
accordance with the Hazard Mitigation Grant Program application and supporting
documentation as submitted to the Division and subsequently approved by the Division and 0
FEMA. The Division and FEMA shall render a Phase 11 determination upon completion of U
the review of Phase I deliverables. No construction activities are approved at this time. The c
Sub-Recipient shall ensure that all applicable state, local and federal laws and regulations
are followed and documented, as appropriate. c
Phase I consists of fees; for conducting survey, study, engineering, design, public notices,
and/or permitting associated with the design of a FEMA P-361 Standards structure. 0
Verification shall be necessary for determining project eligibility. U
0
0
All Phase I work shall be completed in accordance with all applicable state, local and federal
laws and regulations and documented, as appropriate. c
It-
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with
sufficient supporting documentation, and provide a summary of all contract scope of work c
and scope of work changes, if any. Additional documentation shall include:
a) Copy of permit(s), notice of commencement.
b) Two sets of engineering Signed/Sealed final design and analysis, and surveying.
c) Construction Plans and bid documents.
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Packet Pg. 723
C.20.c
d) Revised cost estimate for Phase II —construction (include Phase I costs), to implement
the design project.
e) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products utilized.
f) Color Aerial Maps.
g) Color photographs of the project area.
h) Letter from the Floodplain manager verifying the project is in compliance with local -
floodplain ordinances/regulations.
i) Proof of compliance with Project Conditions and Requirements contained herein.
j) Any other documentation requested by the Division, not limited to Project Conditions
and Requirements herein.
3) During the course of this agreement, the Sub-Recipient shall submit requests for
reimbursement. Adequate and complete source documentation shall be submitted to
support all costs (federal share and local share) related to the project. In some cases, all
project activities may not be fully complete prior to requesting reimbursement of costs
incurred in completion of this scope of work; however, a partial reimbursement may be
requested.
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel
with each reimbursement request attesting to the completion of the work, that
disbursements or payments were made in accordance with all agreement and regulatory
conditions, and that reimbursement is due and has not been previously requested. c
U)
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure
invoices are accurate and any contracted services were rendered within the terms and
timelines of this agreement. All supporting documentation shall agree with the requested c
U
billing period. All costs submitted for reimbursement shall contain adequate source
documentation which may include but not be limited to: cancelled checks, bank statements,
Electronic Funds Transfer, paid bills and invoices, payrolls, time and attendance records, c
c,
contract and subcontract award documents.
The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted by
subcontractors and pay subcontractors for approved bills, invoices, and/or charges. Sub- c
Recipient shall ensure that all subcontractor bills, invoices, and/or charges are legitimate
and clearly identify the activities being performed and associated costs.
0
Project Management Expenses: The Sub-Recipient shall pre-audit source documentation U
such as payroll records, project time sheets, attendance logs, etc. Documentation shall be
detailed information describing tasks performed, hours devoted to each task, and the hourly 0
rate charged for each hour including enough information to calculate the hourly rates based
on payroll records. Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of c
information. Further, the Division shall ensure that no unauthorized work was completed
prior to the approved project start date by verifying vendor and contractor invoices. The
Division shall verify that reported costs were incurred in the performance of eligible work,
that the approved work was completed, and that the mitigation measures are in compliance
with the approved scope of work prior to processing any requests for reimbursement.
Review and approval of any third party in-kind services, if applicable, shall be conducted by
the Division in coordination with the Sub-Recipient. Quarterly Reports shall be submitted
Packet Pg. 724
C.20.c
by the Sub-Recipient and received by the Division at the times provided in this agreement
prior to the processing of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual Phase
I costs related to the project as identified in the project application and this scope of work.
The Requests for Reimbursement (RFR) shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of
services performed, description of services performed, location of services performed,
cost of services performed, name of service provider and any other pertinent -
information;
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor
for invoiced services;
c) Clear identification of amount of costs being requested for reimbursement as well as
costs being applied against the local match amount.
The Sub-Recipient's Request for Reimbursement shall include the final Phase I project cost.
Supporting documentation shall show that all contractors and subcontractors have been
paid.
B) Deliverables:
Mitigation Activities consist of Phase I activities,which include engineering, designing, plans
preparation, permitting and bidding for the proposed project, for Phase 11 approval, to
implement measures to construct a new Emergency Operations Center, to FEMA P-361
Standards, located at 9000 Overseas Highway, Marathon, Florida, 33050. c
U)
Wind protections shall be provided on any other opening such as vents, louvers and exhaust
fans. All installations shall be in strict compliance with the FEMA-361 specifications, and E
all materials shall be certified to meet wind and impact standards. Protection shall be c
U
designed to withstand a wind speed of 220 MPH.
The structure shall be hardened to meet FEMA P-361 requirements. Protection shall be
provided on all exterior openings, such as skylights, vents, louvers and exhaust fans on U
building(s). c
Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction
of new or retrofitted window or door coverings must conform to design drawings that are
signed, sealed, and inspected by a structural engineer who is registered in this state.
The Sub-Recipient shall provide an inspection report and attestation or a copy of the 0
signed and sealed plans to the Division before payment will be made. U
0
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
0
Agreement, the Division shall reimburse the Sub-Recipient based on the percentage of c
overall project completion.
PROJECT CONDITIONS AND REQUIREMENTS: 0
C) Engineering:
1) The Sub-Recipient shall submit Engineering plans and bidding documents prepared to
complete the project. Wind protection shall be provided on any opening such as vents,
louvers, and exhaust fans. All installation shall be in strict compliance with the FEMA P-
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C.20.c
361 specifications, and all proposed materials shall be certified to meet wind and impact
standards.
2) Design documents shall provide a detailed description that includes specifics on project
scope of work, depth and extent of ground disturbance at all construction locations of the
project.
3) Submit a refined cost estimate, to include Phase I Fees and Phase II Construction Materials
and Labor.
4) This project shall be designed by the criteria contained in the standards of the Department 0
of Homeland Security, Federal Emergency Management Agency guidance manual FEMA
361-Design and Construction for Hurricane Safe Room, to provide "near absolute 0
protection". It is further understood and agreed by the Division and the Sub-Recipient that
the level of wind protection provided by the mitigation ensures the safety or survival of
building occupants.
D) Environmental:
1) Any conditions for compliance shall be included in the final design plans, narrative and
project implementation actions.
2) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and
requirements, and obtain (before starting project work) and comply with all required permits
and approvals. Failure to obtain all appropriate federal, state, and local environmental
permits and clearances may jeopardize federal funding. If project is delayed for a year or
more after the date of the categorical exclusion (CATEX), then coordination with and project
review by regulatory agencies must be redone. g
3) Any change, addition or supplement to the approved mitigation measure or scope of work
that alters the project (including other work not funded by FEMA, but done substantially at E
the same time) shall require resubmission to the Division and FEMA for revaluation of U
compliance with the National Environmental Protection Act (NEPA) and Section 106 of the
National Historic Preservation Act (NHPA) prior to initiation of any work. Non-compliance
with these requirements may jeopardize FEMA's ability to fund this project. A change in U
the scope of work shall be approved by the Division and FEMA in advance regardless of
the budget implications.
0
4) Acceptance of Federal funding requires Sub-Recipient to comply with all Federal, State and
Local Laws. Failure to obtain all appropriate Federal, State and Local Environmental
Permits and clearances may jeopardize federal funding.
5) Phase I of this project is approved with the condition that the above list of deliverables shall
be submitted for review and approval by the Division and FEMA before Phase II is
considered. c
6) No construction work may begin until Phase II is approved by the Division and FEMA.
0
E) Programmatic:
1) The Sub-Recipient must notify the Division as soon as significant developments become
known, such as delays or adverse conditions that might raise costs or delay completion, or
favorable conditions allowing lower costs or earlier completion.
2) The Sub-Recipient must "obtain prior written approval for any budget revision which would
result in a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
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C.20.c
3) The Division and FEMA shall approve a change in the scope of work in advance, regardless
of the impact to the budget.
4) Project is approved with the condition that the enclosed list of deliverables shall be
submitted 30 days prior to the Period of Performance date, for review and approval by the
Division, for submittal to FEMA for closeout.
5) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to
the expiration date. Therefore, any request for a Period of Performance Extension shall be
in writing and submitted, along with substantiation of new expiration date and a new -
schedule of work, to the Division, a minimum of seventy (70) days prior to the expiration
date, for Division processing to FEMA.
0.
6) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other
form of assistance, as required by Section 312 of the Stafford Act, and further clarification
in 44 CFR 206.191.
7) A copy of the executed subcontract agreement must be forwarded to the Division within 10
days of execution.
8) This project shall be designed by the criteria contained in the standards of the Department
of Homeland Security, Federal Emergency Management Agency guidance manual FEMA
361-Design and Construction for Community Safe Room, to provide "near absolute
protection". It is further understood and agreed by the Division and the Sub-Recipient that
the level of wind protection provided by the mitigation ensures the safety or survival of
building occupants.
This is FEMA project number 4337-066-R. It is funded under HMGP, FEMA-4337-DR-FL and
must adhere to all program guidelines established for the HMGP in accordance with the PAS
Operational Agreement for Disaster 4337. E
0
U
FEMA awarded this project on April 26, 2019; with a Pre-Award date of January 23, 2018; this
Agreement was executed on January 14, 2020; and the Period of Performance for this project
shall end on November 30, 2021. U
c
F) FINANCIAL CONSEQUENCES:
0
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or
more of the following actions, as appropriate in the circumstances:
1) Temporarily withhold cash payments pending correction of the deficiency by the Sub- t0
Recipient; 0
0
2) Disallow all or part of the cost of the activity or action not in compliance;
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or c
5) Take other remedies that may be legally available.
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C.20.c
SCHEDULE OF WORK
State/ Local Contracting: 9 Months
Engineering Design Specifications: 15 Months
Permitting: 4 Months
Final Deliverables for submittal: 3 Months
Total Period of Performance: 31 Months -
BUDGET >
0
Line Item Budget* CL
CL
Project Cost Federal Share Non-Federal Share
Materials: $0.00 $0.00 $0.00
Labor: $0.00 $0.00 $0.00
Fees: $2,211,835.00 $911,845.57 $1,299,989.43
Pre-Award: $10,250.00 $4,225.64 $6,024.36
Initial Agreement
Amount: $2,222,085.00 $916,071.21 $1,306,013.79
***Contingency Funds: $0.00 $0.00 $0.00
Project Total: $2,222,085.00 $916,071.21 $1,306,013.79 0
*Any line item amount in this Budget may be increased or decreased 10% or less, with the
Division's approval, without an amendment to this Agreement being required, so long as the E
overall amount of the funds obligated under this Agreement is not increased. c
U
This project has a Pre-Award, approved by FEMA in the amount of$10,250.00 project costs
with a start date of January 23, 2018. c
U
4-
***This project has an estimated$0.00 in contingency funds. Per FEMA Hazard Mitigation c
Assistance Guidance Part Vl, D.3.4 — Contingency funds are not automatically available for
use. Prior to their release, contingency funds must be re-budgeted to another direct cost
category and identified. Post-award changes to the budget require prior written approval from
the Division (FDEM). The written request should demonstrate what unforeseen condition
related to the project arose that required the use of contingency funds. U
0
0
Project Management costs are included for this project in the amount of$37,500.00
Funding Summary
Federal Share: $916,071.21 (41.22575014%) c
Non-Federal Share: $1,306,013.79 (58.77424986%)
Total Project Cost: $2,222,085.00 (100.00%)
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C.20.d
SUB—RECIPIENT AGREEMENT CHECKLIST
DIVISION OF EMERGENCY MANAGEMENT
MITIGATION BUREAU
REQUEST FOR REVIEW AND APPROVAL
SUB-RECIPIENT: Monroe County Board of County Commissioners
PROJECT#: 4337-066-R
PROJECT TITLE: Monroe County, FEMA 361 Emergency Operations Center, Safe Room 0
CONTRACT#: H0206
MODIFICATION #: 2
SUB—RECIPIENT REPRESENTATIVE POINT OF CONTACT �s
Cary Knight
CU
Director Department of Project Management
1100 Simonton Street, RM 2-216
Key West, FL 33040
Enclosed is your copy of the proposed contract/modification between Monroe County Board of -
County Commissioners and the Florida Division of Emergency Management (FDEM).
0
COMPLETE CL
This form IS required to be Included with all Reviews Approvals,
CL
❑ q pp , and Submittal
❑ Signed electronic copy
❑ Reviewed and Approved U
❑ Signed and Dated by Official Representative
❑ Copy of the organization's resolution or charter that specifically identifies the N
person or position that is authorized to sign, if not Chairman, Mayor, or Chief
❑ Attachment I - Federal Funding Accountability and Transparency Act (FFATA)
completed, signed, and dated
❑ N/A for Modifications or State Funded Agreements U
❑ Electronic Submittal to the Grant Specialist Kailyn Quirk on
If you have any questions regarding this contract, or who is authorized to sign it, please contact N
your Project Manager at (850) 692-9458 or email me at Caraen q t ia' ri gl71.l , , y _ I _ , l
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Packet Pg. 729
C.20.d
Contract Number: H0206
Project Number: 4337-66-R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
This Modification Number Two made and entered into by and between the State of ;
Florida, Division of Emergency Management ("the Division"), and Monroe County Board of
County Commissioners ("the Sub-Recipient") to modify Contract Number H0206, dated January
14, 2020, ("the Agreement").
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement,
pursuant to which the Division has provided a subgrant to the Sub-Recipient under the Hazard 0
Mitigation Grant Program of$916,071.21, in Federal Funds; and
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement; and
WHEREAS, the Agreement shall expire on November 30, 2021; and
4-
0
WHEREAS, the Division and the Sub-Recipient desire to extend the terms of the
Agreement and increase the Federal Funding under the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained
herein, the parties agree as follows: I-
17
L)
1. The Agreement is amended to increase the Federal Funding by $44,581.12, for the It-
maximum amount payable under the Agreement to $960,652.33, (Nine Hundred Sixty 00
Thousand Six Hundred Fifty-Two Dollars and Thirty-Three Cents).
2. Paragraph 8 of the Agreement is hereby amended to read as follows:
0
(8) PERIOD OF AGREEMENT
This Agreement shall begin January 14, 2020 and shall end May 31, 2022, unless
terminated earlier in accordance with the provisions of Paragraph (17) of this c,
Agreement.
3. The Budget and Scope of Work, Attachment A to the Agreement, are hereby modified as N
set forth in 2nd Revision Attachment A to this Modification, a copy of which is attached ,
hereto and incorporated herein by reference. CU
4. All provisions of the Agreement being modified and any attachments in conflict with this U
Modification shall be and are hereby changed to conform with this Modification, effective
on the date of execution of this Modification by both parties.
0
5. All provisions not in conflict with this Modification remain in full force and effect, and are
to be performed at the level specified in the Agreement.
6. Quarterly Reports are due to the Division no later than 15 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the
administrative close-out report. The ending dates for each quarter of the program year
are March 31, June 30, September 30 and December 31.
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Packet Pg. 730
C.20.d
IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the
dates set out below.
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SUB-RECIPIENT: Monroe County Board of Count Corm
BY 'G Madok, Clerk o
Name and Title: _ _Mayor David Rice _ ;> a E
tiy
As Deputy Clerk �
Date: _ ° . .... r .�q �. -_ �:- - t d
CL
STATE OF FLORIDA
4-
DIVISION OF EMERGENCY MANAGEMENT o
76
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By: 0.
d
Name and Title: Kevin Guthrie. D,irectorl
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Date: C1!
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Approved as to form and legal sufficiency:
Monroe County Attorney's Office o
11-22-2021
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Packet Pg. 731
C.20.d
Attachment A
(2"d Revision)
Budget and Scope of Work
STATEMENT OF PURPOSE: cis
The purpose of this Scope of Work is to provide a FEMA P-361 Standards safe room at a new ,a
Emergency Operations Center(EOC) in Marathon, Monroe County, Florida, funded through the
Hazard Mitigation Grant Program (HMGP) DR-4337-066-R, as approved by the Florida Division
of Emergency Management (Division) and the Federal Emergency Management Agency
(FEMA).
The Sub-Recipient, Monroe County Board of County Commissioners, shall conduct Phase I —
Design of this project, which includes the engineering designs and calculations, surveys,
permitting, and notices. No construction activities are approved at this time. The Sub-
Recipient shall complete the Phase I work in accordance with all applicable federal, state and
local laws, regulations and codes.
4-
PROJECT OVERVIEW: 0
As a Hazard Mitigation Grant Program project, the Sub-Recipient proposes to construct a new
Emergency Operations Center to FEMA P-361 Standards located at 9000 Overseas Highway,
Marathon, Florida, 33050. Coordinates (24.720930, -81.061713).
The scope is for Phase I only, which includes but is not limited to surveying, engineering,
design, plans preparation, permitting and bidding for the proposed project, for Phase 11 U
approval. ri
The design proposed for Phase 11 scope shall include construction of a new Emergency
Operations Center to FEMA P-361 Standards for Monroe County, designed to protect against
220 MPH or above wind speed in order to serve the first responders, emergency managers,
and other disaster staff that must remain behind, in the event of a hurricane impacting Monroe
County.
Wind protections shall be provided on any other opening such as vents, louvers and exhaust U
fans. All installations shall be in strict compliance with the FEMA P-361 specifications, and
all materials shall be certified to meet wind and impact standards. The local municipal or
county building department shall inspect and certify installation according to the N
manufacturer specifications. ,
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The project shall provide protection to flood and wind against a 500-year event and the
generator shall be protected against wind with a rated enclosure based on its location 0
requirements. Activities shall be completed in strict compliance with Federal, State and U
N
Local Rules and Regulations.
TASKS &DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor
and execute a contract with the selected bidder to complete the scope of work as approved
by the Division and FEMA. The Sub-Recipient shall select the qualified, licensed Florida
contractor in accordance with the Sub-Recipient's procurement policy as well as all Federal
c�
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C.20.d
and State Laws and Regulations. All procurement activities shall contain sufficient source
documentation and be in accordance with all applicable regulations.
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials,
equipment, tools, transportation and supervision and for performing engineering designs to
be presented to the Division by the Sub-Recipient and subsequently approved by the
Division and FEMA. CU
2
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or
suspended from participating in federally funded projects. 0
The selected contractor shall have a current and valid occupational license/business tax
receipt issued for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the
procurement process. This shall include a rationale for the method of procurement and ,
selection of contract type, contractor selection and/or rejection and bid tabulation and listing, CU
and the basis of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility,
Voluntary Exclusion Form" for each contractor and/or subcontractor performing services
under this agreement. 0
Executed contracts with contractors and/or subcontractors shall be provided to the Division
by the Sub-Recipient.
The Sub-Recipient shall provide copies of professional licenses for contractors selected to <
perform services. The Sub-Recipient shall provide a copy of a current and valid I-
occupational license or business tax receipt issued for the type of services to be performed U
by the selected contractor. �
2) The Sub-Recipient shall monitor and manage the Phase I portion of this project in N
accordance with the Hazard Mitigation Grant Program application and supporting
documentation as submitted to the Division and subsequently approved by the Division and
FEMA. The Division and FEMA shall render a Phase 11 determination upon completion of
the review of Phase I deliverables. No construction activities are approved at this time. The
Sub-Recipient shall ensure that all applicable state, local and federal laws and regulations
are followed and documented, as appropriate. U
Phase I consists of fees; for conducting survey, study, engineering, design, public notices,
and/or permitting associated with the design of a FEMA P-361 Standards structure. N
Verification shall be necessary for determining project eligibility.
All Phase I work shall be completed in accordance with all applicable state, local and federal CU
laws and regulations and documented, as appropriate.
0
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with U
N
sufficient supporting documentation, and provide a summary of all contract scope of work
and scope of work changes, if any. Additional documentation shall include: 0
a) Copy of permit(s), notice of commencement.
b) Two sets of engineering Signed/Sealed final design and analysis, and surveying.
c) Construction Plans and bid documents.
d) Revised cost estimate for Phase 11 —construction (include Phase I costs), to implement
the design project.
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C.20.d
e) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products utilized.
f) Color Aerial Maps.
g) Color photographs of the project area.
h) Letter from the Floodplain manager verifying the project is in compliance with local
floodplain ordinances/regulations.
i) Proof of compliance with Project Conditions and Requirements contained herein.
j) Any other documentation requested by the Division, not limited to Project Conditions
and Requirements herein.
3) During the course of this agreement, the Sub-Recipient shall submit requests for
reimbursement. Adequate and complete source documentation shall be submitted to
support all costs (federal share and local share) related to the project. In some cases, all
project activities may not be fully complete prior to requesting reimbursement of costs
incurred in completion of this scope of work; however, a partial reimbursement may be
requested.
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel -
with each reimbursement request attesting to the completion of the work, that
disbursements or payments were made in accordance with all agreement and regulatory
conditions, and that reimbursement is due and has not been previously requested.
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure
invoices are accurate and any contracted services were rendered within the terms and
timelines of this agreement. All supporting documentation shall agree with the requested U
billing period. All costs submitted for reimbursement shall contain adequate source �!
documentation which may include but not be limited to: cancelled checks, bank statements, N
Electronic Funds Transfer, paid bills and invoices, payrolls, time and attendance records,
contract and subcontract award documents.
0
The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted by
subcontractors and pay subcontractors for approved bills, invoices, and/or charges. Sub-
Recipient shall ensure that all subcontractor bills, invoices, and/or charges are legitimate U
U
and clearly identify the activities being performed and associated costs.
Sub-Recipient Management Costs (SRMC): The Sub-Recipient shall pre-audit source
documentation — personnel, fringe benefits, travel, equipment, supplies, contractual, and N
indirect costs. A brief narrative is required to identify what the funds will be used for.
Documentation shall be detailed and clearly describe each approved task performed, hours
devoted to each task, and the hourly rate charged including enough information to calculate
the hourly rates based on payroll records. Employee benefits and tasks shall be clearly U
shown on the Personnel Activity Form.
Project Management Expenses: The Sub-Recipient shall pre-audit source documentation 0
such as payroll records, project time sheets, attendance logs, etc. Documentation shall be
detailed information describing tasks performed, hours devoted to each task, and the hourly
rate charged for each hour including enough information to calculate the hourly rates based
on payroll records. Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of
information. Further, the Division shall ensure that no unauthorized work was completed
prior to the approved project start date by verifying vendor and contractor invoices. The
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C.20.d
Division shall verify that reported costs were incurred in the performance of eligible work,
that the approved work was completed, and that the mitigation measures are in compliance
with the approved scope of work prior to processing any requests for reimbursement.
Review and approval of any third party in-kind services, if applicable, shall be conducted by
the Division in coordination with the Sub-Recipient. Quarterly Reports shall be submitted
by the Sub-Recipient and received by the Division at the times provided in this agreement CU
prior to the processing of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual Phase 0
1 costs related to the project as identified in the project application and this scope of work.
The Requests for Reimbursement (RFR) shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of
services performed, description of services performed, location of services performed,
cost of services performed, name of service provider and any other pertinent
information;
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor
for invoiced services;
c) Clear identification of amount of costs being requested for reimbursement as well as 0
costs being applied against the local match amount.
The Sub-Recipient's Request for Reimbursement shall include the final Phase I project cost.
Supporting documentation shall show that all contractors and subcontractors have been
paid.
B) Deliverables: U
It-
Mitigation Activities consist of Phase I activities,which include engineering, designing, plans
preparation, permitting and bidding for the proposed project, for Phase 11 approval, to
implement measures to construct a new Emergency Operations Center, to FEMA P-361
Standards, located at 9000 Overseas Highway, Marathon, Florida 33050.
0
Wind protections shall be provided on any other opening such as vents, louvers and exhaust
fans. All installations shall be in strict compliance with the FEMA P-361 specifications, and
all materials shall be certified to meet wind and impact standards. Protection shall be U
designed to withstand a wind speed of 220 MPH.
The structure shall be hardened above the Florida Building Code requirements. Protection N
shall be provided on all exterior openings, such as skylights, vents, louvers and exhaust
fans on building(s).
Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction
of new or retrofitted window or door coverings must conform to design drawings that are U
signed, sealed, and inspected by a structural engineer who is registered in this state.
The Sub-Recipient shall provide an inspection report and attestation or a copy of the
signed and sealed plans to the Division before payment will be made.
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
Agreement, the Division shall reimburse the Sub-Recipient based on the percentage of
overall project completion.
PROJECT CONDITIONS AND REQUIREMENTS:
C) Engineering: �E
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C.20.d
1) The Sub-Recipient shall submit Engineering plans and bidding documents prepared to
complete the project. Wind protection shall be provided on any opening such as vents,
louvers, and exhaust fans. All installation shall be in strict compliance with the FEMA P-
361 specifications, and all proposed materials shall be certified to meet wind and impact
standards.
2) Design documents shall provide a detailed description that includes specifics on project CU
scope of work, depth and extent of ground disturbance at all construction locations of the
project. 0
3) Submit a refined cost estimate, to include Phase I Fees and Phase II Construction Materials
and Labor.
4) This project shall be designed by the criteria contained in the standards of the Department
of Homeland Security, Federal Emergency Management Agency guidance manual FEMA
361-Design and Construction for Community Safe Room, to provide "near absolute
protection". It is further understood and agreed by the Division and the Sub-Recipient that
the level of wind protection provided by the mitigation ensures the safety or survival of
building occupants.
D) Environmental:
0
1) Any conditions for compliance shall be included in the final design plans, narrative and
project implementation actions.
2) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and
requirements, and obtain (before starting project work) and comply with all required permits I-
and approvals. Failure to obtain all appropriate federal, state, and local environmental 1i
permits and clearances may jeopardize federal funding. If project is delayed for a year or
It-
more after the date of the categorical exclusion (CATEX), then coordination with and project `i
review by regulatory agencies must be redone.
3) Any change, addition or supplement to the approved mitigation measure or scope of work
that alters the project (including other work not funded by FEMA, but done substantially at 0
the same time) shall require resubmission to the Division and FEMA for revaluation of
compliance with the National Environmental Protection Act (NEPA) and Section 106 of the
National Historic Preservation Act (NHPA) prior to initiation of any work. Non-compliance U
with these requirements may jeopardize FEMA's ability to fund this project. A change in
the scope of work shall be approved by the Division and FEMA in advance regardless of
the budget implications. N
4) Acceptance of Federal funding requires Sub-Recipient to comply with all Federal, State and
Local Laws. Failure to obtain all appropriate Federal, State and Local Environmental
Permits and clearances may jeopardize federal funding.
U
5) Phase I of this project is approved with the condition that the above list of deliverables shall
be submitted for review and approval by the Division and FEMA before Phase II is
considered. 0
6) No construction work may begin until Phase II is approved by the Division and FEMA.
E) Programmatic:
1) The Sub-Recipient must notify the Division as soon as significant developments become
known, such as delays or adverse conditions that might raise costs or delay completion, or
favorable conditions allowing lower costs or earlier completion. E
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C.20.d
2) The Sub-Recipient must "obtain prior written approval for any budget revision which would
result in a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
3) The Division and FEMA shall approve a change in the scope of work in advance, regardless
of the impact to the budget.
4) Project is approved with the condition that the enclosed list of deliverables shall be g
submitted 30 days prior to the Period of Performance date, for review and approval by the
Division, for submittal to FEMA for closeout.
0
5) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to
the expiration date. Therefore, any request for a Period of Performance Extension shall be
in writing and submitted, along with substantiation of new expiration date and a new
schedule of work, to the Division, a minimum of seventy (70) days prior to the expiration
date, for Division processing to FEMA.
6) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other
form of assistance, as required by Section 312 of the Stafford Act, and further clarification
in 44 CFR 206.191.
7) A copy of the executed subcontract agreement must be forwarded to the Division within 10
days of execution. 0
8) This project shall be designed by the criteria contained in the standards of the Department
of Homeland Security, Federal Emergency Management Agency guidance manual FEMA
361-Design and Construction for Community Safe Room, to provide "near absolute
protection". It is further understood and agreed by the Division and the Sub-Recipient that
the level of wind protection provided by the mitigation ensures the safety or survival of
building occupants. U
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9) Sub-Recipient Management Costs (SRMC), implemented under the Disaster Relief and 00
Recovery Act of 2018 (DRRA), amended Section 324 of the Stafford Act, and the Hazard
Mitigation Grant Program Management Costs (Interim) FEMA Policy 104-11-1, provides
100% federal funding under HMGP to Sub-Recipients to efficiently manage the grant and
complete activities in a timely manner.
a) SRMC must conform to 2 CFR Part 200, Subpart E, applicable program regulations,
and Hazard Mitigation Assistance (HMA) Guidance (2015), ensuring costs are U
reasonable, allowable, allocable and necessary to the overall project.
b) Funding is for approved indirect costs, direct administrative costs, and administrative N
expenses associated with this specific project and shall have adequate documentation.
c) SRMC cannot exceed 5% of the total project costs awarded.
d) SRMC is 100% federally funded and will be reimbursed based on actual costs incurred 0
for each individual Request for Reimbursement (RFR) submitted with the required U
N
documentation.
e) SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
f) If the Final Project Reconciliation results in a reduction of total project costs, any
resulting SRMC overpayment shall be reimbursed back to the State for return to FEMA
prior to FEMA Closeout.
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Packet Pg. 737
C.20.d
This is FEMA project number 4337-066-R. It is funded under HMGP, FEMA-4337-DR-FL and
must adhere to all program guidelines established for the HMGP in accordance with the PAS
Operational Agreement for Disaster 4337.
FEMA awarded this project on April 26, 2019; with a Pre-Award date of January 23, 2018; this
Agreement was executed on January 14, 2020; and the Period of Performance for this project CU
shall end on May 31, 2022.
0
F) FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or
more of the following actions, as appropriate in the circumstances:
1) Temporarily withhold cash payments pending correction of the deficiency by the Sub-
Recipient;
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2) Disallow all or part of the cost of the activity or action not in compliance;
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
4-
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5) Take other remedies that may be legally available.
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CL
SCHEDULE OF WORK CL
Phase I —
State Contracting: 13 Months
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Bidding / Local Procurement: 2 Months N
Design Specifications: 15 Months
Permitting / Survey: 4 Months
Deliverables Submitted to FDEM: 3 Months
Total Period of Performance: 37 Months U
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C.20.d
BUDGET
Line Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials: $0.00 $0.00 $0.00
Labor: $0.00 $0.00 $0.00
Fees: $2,174,335.00 $896,385.92 $1,277,949.08
**Pre-Award: $10,250.00 $4,225.64 $6,024.36
Initial Agreement Amount: $2,184,585.00 $900,611.56 $1,283,973.44
***Contingency Funds: $0.00 $0.00 $0.00
Project Total: $2,184,585.00 $900,611.56 $1,283,973.44
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****SRMC
SRMC: $60,040.77 $60,040.77
SRMC Total: $60,040.77 $60,040.77
4-
*Any line item amount in this Budget may be increased or decreased 10% or less, with the
Division's approval, without an amendment to this Agreement being required, so long as the
overall amount of the funds obligated under this Agreement is not increased.
**This project has a Pre-Award, approved by FEMA in the amount of$10,250.00 project costs �
with a start date of January 23, 2018.
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*** This project has an estimated$0.00 in contingency funds. Per FEMA Hazard Mitigation `i
Assistance Guidance Part Vl, D.3.4— Contingency funds are not automatically available for use. N
Prior to their release, contingency funds must be re-budgeted to another direct cost category and
identified. Post-award changes to the budget require prior written approval from the Division
(FDEM). The written request should demonstrate what unforeseen condition related to the
project arose that required the use of contingency funds.
U
Project Management costs are included for this project in the amount of$0.00 U
****Sub-Recipient Management Costs (SRMC) are included for this project in the amount
of $60,040.77 in Federal funding. Per the Hazard Mitigation Grant Program Interim FEMA N
Policy 104-11-1, SRMC provides HMGP funding to Sub-Recipients to efficiently manage the
grant and complete activities in a timely manner. SRMC must conform to 2 CFR Part 200, CU
Subpart E, ensuring costs are reasonable, allowable, allocable and necessary to the overall
project. U
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SRMC cannot exceed 5% of the approved total project costs awarded and shall be reimbursed
at 5% for each Request for Reimbursement(RFR) submitted with the required documentation. 0
If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
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Packet Pg. 739
C.20.d
Funding Summary Totals
Federal Share: $900,611.56 (41.22575040%)
Non-Federal Share: $1,283,973.44 (58.77424960%)
Total Project Cost: $2,184,585.00 (100.00%)
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SRMC (100% Federal) $60,040.77
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���us�F C.20.e
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H�O� .
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Ron DeSantis Kevin Guthrie
Governor Director
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February 1 , 2022
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Mr. Cary Knight,
Director Department of Project Management
1100 Simonton Street, RM 2-216
Key West, Florida 33040
Re: Project #4337-066-R, Monroe County Board of County Commissioners
4-
0
Dear Mr. Knight-
0
Enclosed is the executed Hazard Mitigation Grant Program (HMGP) contract modification
number two (#2) (Contract #H0206) between Monroe County Board of County
Commissioners and the Division of Emergency Management.
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Please email all Requests for Reimbursement (Attachment D) to the project manager at U
I[Men A go s.1.a..@gn.myf1oiJda.com. The Project Manager for this contract is-
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Carmen Acosta, Project Manager
Florida Division of Emergency Management U
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
If you have any specific questions regarding the contract or the Request for U
Reimbursement form, please contact Carmen Acosta at (850) 692-9458. 0)
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Respectfully,
p Y1
Digitally signed by Laura Dhuwe
Laura DN cn=Laura Dhuwe,o=DEM,
ou=Mitigation,
uwe@emyFlordcemail=LauraD
on,-
Dhuwe Date:2022.02.01 1036 12-05'00' for
Miles E. Anderson
Bureau Chief, Mitigation
State Hazard Mitigation Officer
Enclosure
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D IV IS 10 N H EA DO U A RTE R S Telephone: 850-815-4000 STATE LOGISTICS RESPONSE CENTER
2555 Shumard Oak Boulevard www.FlaridaQi.=..;o.ster.oEg 2702 Directors Row
.............................................................................................
Tallahassee, FL 32399-2100 Orlando, FL 32809-
Packet Pg. 741
C.20.e
Contract Number: H0206
Project Number: 4337-66-R
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MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
This Modification Number Two made and entered into by and between the State of
Florida, Division of Emergency Management ("the Division"), and Monroe County Board of
County Commissioners ("the Sub-Recipient") to modify Contract Number H0206, dated January
14, 2020, ("the Agreement").
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement,
pursuant to which the Division has provided a subgrant to the Sub-Recipient under the Hazard 0
Mitigation Grant Program of$916,071.21, in Federal Funds; and
0
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement;
and WHEREAS, the Agreement expired on November 30, 2021; and
WHEREAS, the Division and the Sub-Recipient desire to reinstate and extend the terms t0
and increase the Federal Funding under the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained
herein, the parties agree as follows:
U
1. The Agreement is hereby reinstated and extended as though it had never expired. U
2. Paragraph 8 of the Agreement is hereby amended to read as follows:
(8) PERIOD OF AGREEMENT t0
This Agreement shall begin January 14, 2020 and shall end May 31, 2022, unless 0
terminated earlier in accordance with the provisions of Paragraph (17) of this
Agreement. 0
3. The Agreement is amended to increase the Federal Funding by $44,581.12, for the
maximum amount payable under the Agreement to $960,652.33, (Nine Hundred Sixty
Thousand Six Hundred Fifty-Two Dollars and Thirty-Three Cents)
N
4. The Budget and Scope of Work, Attachment A to the Agreement, are hereby modified as
set forth in 2nd Revised Attachment A to this Modification, a copy of which is attached
hereto and incorporated herein by reference.
5. All provisions of the Agreement being modified and any attachments in conflict with this
Modification shall be and are hereby changed to conform with this Modification, effective
on the date of execution of this Modification by both parties.
6. All provisions not in conflict with this Modification remain in full force and effect, and are
to be performed at the level specified in the Agreement.
Packet Pg. 742
M
7w Quarterly Reports are due to the Division no later than 15 days after the end of each
quarter of the program year and shaill be sent each quarter until submission of the
.2
administrative close-out report. The ending dates for each quarter of the program year
are March 31, June 30, September 30 and December 31.
0
2
IN W11 NESS WHEREOF, the parties hereto have executed this Modificafion as of the
dates set out below.
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............
SUB-RECIPIENT: MONROE COUNTY BOARD OF C I ,t_Y,LCQ" ONERS
5 KEVIN MADOK, CLERK
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By,
COP-
Nam e and ntie�: Mayor David Rice X
..................................... ............ ......................................................... 0
As Deputy Clerk >
Date: 0
2.1 2.0.22...........................................................................
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STATE OF FLORIDA 0
DIVISION OF EMERGENCY MANAGEMENT U
11�111111-1 1�1 LIU,,Lhu-
L,
Laura Dhuwel�`
By�: ...................... for
...........
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Nanie and 1 ffle- Kevin Guthrie Q�rector U
.................................. ........................................................................... 0
Date, 2/1/2022
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A
Approved as to form and �eg6l sufficiency:
Monroe CountyAttorney's Office 1-1,3-2021 0
Ass stant County Attorney
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Packet Pg. 743
C.20.e
Attachment A
(2"d Revision)
Budget and Scope of Work
2
STATEMENT OF PURPOSE:
The purpose of this Scope of Work is to provide a FEMA P-361 Standards safe room at a new
Emergency Operations Center(EOC) in Marathon, Monroe County, Florida, funded through the
Hazard Mitigation Grant Program (HMGP) DR-4337-066-R, as approved by the Florida Division
of Emergency Management (Division) and the Federal Emergency Management Agency
(FEMA).
The Sub-Recipient, Monroe County Board of County Commissioners, shall conduct Phase I —
Design of this project, which includes the engineering designs and calculations, surveys,
permitting, and notices. No construction activities are approved at this time. The Sub-
Recipient shall complete the Phase I work in accordance with all applicable federal, state and -
local laws, regulations and codes.
0
PROJECT OVERVIEW: CL
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As a Hazard Mitigation Grant Program project, the Sub-Recipient proposes to construct a new
Emergency Operations Center to FEMA P-361 Standards located at 9000 Overseas Highway,
Marathon, Florida, 33050. Coordinates (24.720930, -81.061713).
The scope is for Phase I only, which includes but is not limited to surveying, engineering, U
design, plans preparation, permitting and bidding for the proposed project, for Phase 11
approval.
The design proposed for Phase 11 scope shall include construction of a new Emergency
Operations Center to FEMA P-361 Standards for Monroe County, designed to protect against U
220 MPH or above wind speed in order to serve the first responders, emergency managers, U
and other disaster staff that must remain behind, in the event of a hurricane impacting Monroe
County.
Wind protections shall be provided on any other opening such as vents, louvers and exhaust 0
fans. All installations shall be in strict compliance with the FEMA P-361 specifications, and
all materials shall be certified to meet wind and impact standards. The local municipal or
county building department shall inspect and certify installation according to the 0
manufacturer specifications.
The project shall provide protection to flood and wind against a 500-year event and the
generator shall be protected against wind with a rated enclosure based on its location
requirements. Activities shall be completed in strict compliance with Federal, State and N
Local Rules and Regulations.
0
TASKS &DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor
and execute a contract with the selected bidder to complete the scope of work as approved
by the Division and FEMA. The Sub-Recipient shall select the qualified, licensed Florida
contractor in accordance with the Sub-Recipient's procurement policy as well as all Federal
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Packet Pg. 744
C.20.e
and State Laws and Regulations. All procurement activities shall contain sufficient source
documentation and be in accordance with all applicable regulations.
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials, g
equipment, tools, transportation and supervision and for performing engineering designs to CU
be presented to the Division by the Sub-Recipient and subsequently approved by the
Division and FEMA. 0
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or
suspended from participating in federally funded projects.
The selected contractor shall have a current and valid occupational license/business tax
receipt issued for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the CU
procurement process. This shall include a rationale for the method of procurement and
selection of contract type, contractor selection and/or rejection and bid tabulation and listing,
and the basis of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility, 0
Voluntary Exclusion Form" for each contractor and/or subcontractor performing services
under this agreement.
Executed contracts with contractors and/or subcontractors shall be provided to the Division
by the Sub-Recipient.
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The Sub-Recipient shall provide copies of professional licenses for contractors selected to
perform services. The Sub-Recipient shall provide a copy of a current and valid t0
occupational license or business tax receipt issued for the type of services to be performed
by the selected contractor.
2) The Sub-Recipient shall monitor and manage the Phase I portion of this project in
accordance with the Hazard Mitigation Grant Program application and supporting W
documentation as submitted to the Division and subsequently approved by the Division and U
FEMA. The Division and FEMA shall render a Phase 11 determination upon completion of
the review of Phase I deliverables. No construction activities are approved at this time. The
Sub-Recipient shall ensure that all applicable state, local and federal laws and regulations
are followed and documented, as appropriate. U
Phase I consists of fees; for conducting survey, study, engineering, design, public notices,
and/or permitting associated with the design of a FEMA P-361 Standards structure. a
Verification shall be necessary for determining project eligibility.
All Phase I work shall be completed in accordance with all applicable state, local and federal
laws and regulations and documented, as appropriate.
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with N
sufficient supporting documentation, and provide a summary of all contract scope of work
and scope of work changes, if any. Additional documentation shall include: 0
a) Copy of permit(s), notice of commencement.
b) Two sets of engineering Signed/Sealed final design and analysis, and surveying.
c) Construction Plans and bid documents.
d) Revised cost estimate for Phase 11 —construction (include Phase I costs), to implement
the design project.
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Packet Pg. 745
C.20.e
e) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products utilized.
f) Color Aerial Maps. g
g) Color photographs of the project area. ;
h) Letter from the Floodplain manager verifying the project is in compliance with local
floodplain ordinances/regulations.
i) Proof of compliance with Project Conditions and Requirements contained herein.
j) Any other documentation requested by the Division, not limited to Project Conditions
and Requirements herein.
3) During the course of this agreement, the Sub-Recipient shall submit requests for
reimbursement. Adequate and complete source documentation shall be submitted to
support all costs (federal share and local share) related to the project. In some cases, all
project activities may not be fully complete prior to requesting reimbursement of costs
incurred in completion of this scope of work; however, a partial reimbursement may be -
requested.
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel
with each reimbursement request attesting to the completion of the work, that
disbursements or payments were made in accordance with all agreement and regulatory
conditions, and that reimbursement is due and has not been previously requested.
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure
invoices are accurate and any contracted services were rendered within the terms and U
timelines of this agreement. All supporting documentation shall agree with the requested
billing period. All costs submitted for reimbursement shall contain adequate source
documentation which may include but not be limited to: cancelled checks, bank statements,
Electronic Funds Transfer, paid bills and invoices, payrolls, time and attendance records, W
contract and subcontract award documents. U
The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted by
subcontractors and pay subcontractors for approved bills, invoices, and/or charges. Sub-
Recipient shall ensure that all subcontractor bills, invoices, and/or charges are legitimate
and clearly identify the activities being performed and associated costs. U
0
Sub-Recipient Management Costs SRMC : The Sub-Recipient shall re-audit source
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documentation — personnel, fringe benefits, travel, equipment, supplies, contractual, and 0
indirect costs. A brief narrative is required to identify what the funds will be used for.
Documentation shall be detailed and clearly describe each approved task performed, hours
devoted to each task, and the hourly rate charged including enough information to calculate
the hourly rates based on payroll records. Employee benefits and tasks shall be clearly
shown on the Personnel Activity Form.
Project Management Expenses: The Sub-Recipient shall pre-audit source documentation 0
such as payroll records, project time sheets, attendance logs, etc. Documentation shall be
detailed information describing tasks performed, hours devoted to each task, and the hourly
rate charged for each hour including enough information to calculate the hourly rates based
on payroll records. Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of
information. Further, the Division shall ensure that no unauthorized work was completed
prior to the approved project start date by verifying vendor and contractor invoices. The
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Packet Pg. 746
C.20.e
Division shall verify that reported costs were incurred in the performance of eligible work,
that the approved work was completed, and that the mitigation measures are in compliance
with the approved scope of work prior to processing any requests for reimbursement.
Review and approval of any third party in-kind services, if applicable, shall be conducted by CU
the Division in coordination with the Sub-Recipient. Quarterly Reports shall be submitted
by the Sub-Recipient and received by the Division at the times provided in this agreement 0
prior to the processing of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual Phase
1 costs related to the project as identified in the project application and this scope of work.
The Requests for Reimbursement (RFR) shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of
services performed, description of services performed, location of services performed,
cost of services performed, name of service provider and any other pertinent
information;
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor -
for invoiced services;
c) Clear identification of amount of costs being requested for reimbursement as well as
costs being applied against the local match amount.
The Sub-Recipient's Request for Reimbursement shall include the final Phase I project cost.
Supporting documentation shall show that all contractors and subcontractors have been
paid.
U
B) Deliverables:
Mitigation Activities consist of Phase I activities,which include engineering, designing, plans
preparation, permitting and bidding for the proposed project, for Phase 11 approval, to
implement measures to construct a new Emergency Operations Center, to FEMA P-361 U
Standards, located at 9000 Overseas Highway, Marathon, Florida 33050. U
Wind protections shall be provided on any other opening such as vents, louvers and exhaust
fans. All installations shall be in strict compliance with the FEMA P-361 specifications, and
all materials shall be certified to meet wind and impact standards. Protection shall be 0
U
designed to withstand a wind speed of 220 MPH. 0
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The structure shall be hardened above the Florida Building Code requirements. Protection a
shall be provided on all exterior openings, such as skylights, vents, louvers and exhaust ,
fans on building(s).
Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction
of new or retrofitted window or door coverings must conform to design drawings that are
signed, sealed, and inspected by a structural engineer who is registered in this state.
The Sub-Recipient shall provide an inspection report and attestation or a copy of the
signed and sealed plans to the Division before payment will be made.
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
Agreement, the Division shall reimburse the Sub-Recipient based on the percentage of ,
overall project completion.
PROJECT CONDITIONS AND REQUIREMENTS:
C) Engineering:
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C.20.e
1) The Sub-Recipient shall submit Engineering plans and bidding documents prepared to
complete the project. Wind protection shall be provided on any opening such as vents,
louvers, and exhaust fans. All installation shall be in strict compliance with the FEMA P-
361 specifications, and all proposed materials shall be certified to meet wind and impact
CU
standards.
2) Design documents shall provide a detailed description that includes specifics on project 0
scope of work, depth and extent of ground disturbance at all construction locations of the
project.
3) Submit a refined cost estimate, to include Phase I Fees and Phase II Construction Materials
and Labor.
4) This project shall be designed by the criteria contained in the standards of the Department
of Homeland Security, Federal Emergency Management Agency guidance manual FEMA
361-Design and Construction for Community Safe Room, to provide "near absolute
protection". It is further understood and agreed by the Division and the Sub-Recipient that
the level of wind protection provided by the mitigation ensures the safety or survival of
building occupants. 0
D) Environmental:
1) Any conditions for compliance shall be included in the final design plans, narrative and
project implementation actions.
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2) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and
requirements, and obtain (before starting project work) and comply with all required permits 0
and approvals. Failure to obtain all appropriate federal, state, and local environmental U
permits and clearances may jeopardize federal funding. If project is delayed for a year or
more after the date of the categorical exclusion (CATEX), then coordination with and project
review by regulatory agencies must be redone.
3) Any change, addition or supplement to the approved mitigation measure or scope of work U
that alters the project (including other work not funded by FEMA, but done substantially at U
the same time) shall require resubmission to the Division and FEMA for revaluation of
compliance with the National Environmental Protection Act (NEPA) and Section 106 of the
National Historic Preservation Act (NHPA) prior to initiation of any work. Non-compliance t0
with these requirements may jeopardize FEMA's ability to fund this project. A change in
the scope of work shall be approved by the Division and FEMA in advance regardless of
the budget implications. 0
4) Acceptance of Federal funding requires Sub-Recipient to comply with all Federal, State and
Local Laws. Failure to obtain all appropriate Federal, State and Local Environmental
Permits and clearances may jeopardize federal funding.
5) Phase I of this project is approved with the condition that the above list of deliverables shall
be submitted for review and approval by the Division and FEMA before Phase II is
considered.
6) No construction work may begin until Phase II is approved by the Division and FEMA.
E) Programmatic:
1) The Sub-Recipient must notify the Division as soon as significant developments become
known, such as delays or adverse conditions that might raise costs or delay completion, or
favorable conditions allowing lower costs or earlier completion.
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C.20.e
2) The Sub-Recipient must "obtain prior written approval for any budget revision which would
result in a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
3) The Division and FEMA shall approve a change in the scope of work in advance, regardless g
of the impact to the budget.
4) Project is approved with the condition that the enclosed list of deliverables shall be
submitted 30 days prior to the Period of Performance date, for review and approval by the
Division, for submittal to FEMA for closeout.
5) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to
the expiration date. Therefore, any request for a Period of Performance Extension shall be
in writing and submitted, along with substantiation of new expiration date and a new
schedule of work, to the Division, a minimum of seventy (70) days prior to the expiration
date, for Division processing to FEMA.
6) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other
form of assistance, as required by Section 312 of the Stafford Act, and further clarification
in 44 CFR 206.191. -
7) A copy of the executed subcontract agreement must be forwarded to the Division within 10
days of execution.
8) This project shall be designed by the criteria contained in the standards of the Department
of Homeland Security, Federal Emergency Management Agency guidance manual FEMA
361-Design and Construction for Community Safe Room, to provide "near absolute
protection". It is further understood and agreed by the Division and the Sub-Recipient that
the level of wind protection provided by the mitigation ensures the safety or survival of U
building occupants.
9) Sub-Recipient Management Costs (SRMC), implemented under the Disaster Relief and
Recovery Act of 2018 (DRRA), amended Section 324 of the Stafford Act, and the Hazard
Mitigation Grant Program Management Costs (Interim) FEMA Policy 104-11-1, provides U
100% federal funding under HMGP to Sub-Recipients to efficiently manage the grant and U
complete activities in a timely manner.
a) SRMC must conform to 2 CFR Part 200, Subpart E, applicable program regulations,
and Hazard Mitigation Assistance (HMA) Guidance (2015), ensuring costs are t0
reasonable, allowable, allocable and necessary to the overall project. 0
L_
b) Funding is for approved indirect costs, direct administrative costs, and administrative a
expenses associated with this specific project and shall have adequate documentation.
c) SRMC cannot exceed 5% of the total project costs awarded.
d) SRMC is 100% federally funded and will be reimbursed based on actual costs incurred
for each individual Request for Reimbursement (RFR) submitted with the required N
documentation.
0
e) SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
f) If the Final Project Reconciliation results in a reduction of total project costs, any
resulting SRMC overpayment shall be reimbursed back to the State for return to FEMA
prior to FEMA Closeout.
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C.20.e
This is FEMA project number 4337-066-R. It is funded under HMGP, FEMA-4337-DR-FL and
must adhere to all program guidelines established for the HMGP in accordance with the PAS
Operational Agreement for Disaster 4337. g
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FEMA awarded this project on April 26, 2019; with a Pre-Award date of January 23, 2018; this
Agreement was executed on January 14, 2020; and the Period of Performance for this project 0
shall end on May 31, 2022.
F) FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or
more of the following actions, as appropriate in the circumstances:
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1) Temporarily withhold cash payments pending correction of the deficiency by the Sub-
Recipient;
2) Disallow all or part of the cost of the activity or action not in compliance;
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program; 0
4) Withhold further awards for the program; or
CL
5) Take other remedies that may be legally available. CL
SCHEDULE OF WORK
Phase I — 0
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State Contracting: 13 Months
Bidding / Local Procurement: 2 Months
Design Specifications: 15 Months I
Permitting / Survey: 4 Months U
Deliverables Submitted to FDEM: 3 Months
Total Period of Performance: 37 Months 0
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BUDGET
Line Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials: $0.00 $0.00 $0.00
Labor: $0.00 $0.00 $0.00
Fees: $2,174,335.00 $896,385.92 $1,277,949.08
**Pre-Award: $10,250.00 $4,225.64 $6,024.36
Initial Agreement Amount: $2,184,585.00 $900,611.56 $1,283,973.44
***Contingency Funds: $0.00 $0.00 $0.00 CU
Project Total: $2,184,585.00 $900,611.56 $1,283,973.44
****SRMC
SRMC: $60,040.77 $60,040.77 -
SRMC Total: $60,040.77 $60,040.77
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*Any line item amount in this Budget may be increased or decreased 10% or less, with the
Division's approval, without an amendment to this Agreement being required, so long as the
overall amount of the funds obligated under this Agreement is not increased.
**This project has a Pre-Award, approved by FEMA in the amount of$10,250.00 project costs 0
with a start date of January 23, 2018. U
*** This project has an estimated$0.00 in contingency funds. Per FEMA Hazard Mitigation
Assistance Guidance Part Vl, D.3.4— Contingency funds are not automatically available for use.
Prior to their release, contingency funds must be re-budgeted to another direct cost category and i
identified. Post-award changes to the budget require prior written approval from the Division U
(FDEM). The written request should demonstrate what unforeseen condition related to the
project arose that required the use of contingency funds.
Project Management costs are included for this project in the amount of$0.00 U
0
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****Sub-Recipient Management Costs (SRMC) are included for this project in the amount
of$60,040.77 in Federal funding. Per the Hazard Mitigation Grant Program Interim FEMA
Policy 104-11-1, SRMC provides HMGP funding to Sub-Recipients to efficiently manage the
grant and complete activities in a timely manner. SRMC must conform to 2 CFR Part 200,
Subpart E, ensuring costs are reasonable, allowable, allocable and necessary to the overall
project.
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SRMC cannot exceed 5% of the approved total project costs awarded and shall be reimbursed
at 5% for each Request for Reimbursement(RFR) submitted with the required documentation.
If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
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Funding Summary Totals
Federal Share: $900,611.56 (41.22575040%)
Non-Federal Share: $1,283,973.44 (58.77424960%)
Total Project Cost: $2,184,585.00 (100.00%)
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SRMC (100% Federal) $60,040.77
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M
RESOLUTION NO. 410-2021
A RESOLUTION OF THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA O
AUTHORIZING THE MAYOR/CHAIRPERSON TO SIGN
ALL LEGAL PAPERS ON BEHALF OF THE COUNTY AND
EXTENDING FOR 60 DAYS THE PRESENTLY
AUTHORIZED SIGNATURES.
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WHEREAS, the members of the Board of County Commissioners of Monroe County,
Florida, have elected a Chairman for said Board, and
WHEREAS, the Chairman of the Board of County Commissioners must sign all legal -
papers,vouchers,warrants and documents on behalf of the County,now,therefore, 76
O
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF CL
CL
MONROE COUNTY,FLORIDA:
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Section 1. That Commissioner David Rice as
Chairman of the Board of County Commissioners, and the Clerk of the Board, are hereby t0
authorized to sign all warrants, legal documents and any other necessary papers and documents.
Section 2. That the presently authorized signatures validating County checks are
hereby continued for sixty days from this date in order to meet payroll and other necessary
obligations. U
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of said Board held on the 17th day of November, 2021 :.
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Mayor David Rice Yes _ a�
�q Mayor Pro Tem Craig Cates Yes
° Commissioner Michelle Coldiron Yes D C-, =' O
25
Commissioner Eddie Martinez Yes
° Commissioner Holly Merrill Raschein Yes , a:
BOARD OF COUNTY COMMS ISSIONRR
IN MADOK, Clerk OF MONROE COUNTY,FLORIDA
r°a�wry e t y/
By By
As Deputy Clerk Mayor/Chairperson
Approved as to form and legal sufficiency
By Robert B. Shillinger, County Attorney
(; Digitally signed by Robert B.Shillinger
Robert B. . DN:cn=Robert B.Shillinger,o=B.O.C.C.of
Q Monroe County,FL,ou=County Attorney,
Shillinger a / email=shillinger-bob@monroecounty-fl.g,.g
Date:2021.11.2211:57:57-05'00'
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