Item C06 C.6
County f � .�� ",�, 1 BOARD OF COUNTY COMMISSIONERS
Mayor Craig Cates,District 1
Mayor Pro Tem Holly Merrill Raschein,District 5
The Florida Keys
Michelle Lincoln,District 2
James K.Scholl,District 3
David Rice,District 4
County Commission Meeting
May 17, 2023
Agenda Item Number: C.6
Agenda Item Summary #11979
BULK ITEM: Yes DEPARTMENT: Project Management
TIME APPROXIMATE: STAFF CONTACT: Cary Knight(305) 292-4527
N/A
AGENDA ITEM WORDING: Approval of Modification 4 1 to the Hazard Mitigation Grant
Program (HMGP) Grant Agreement 4337-066-A between the County and the Florida Division of
Emergency Management (FDEM) to construct the new Emergency Operations Center in Marathon.
This modification approves the 2nd incremental obligation from FEMA of $3,809,523.23. The
match for these federal funds comes from other grant sources, minimizing the use of County capital
funds. Sub-recipient management cost(SRMC) funds in the grant($414,177.83)require no match.
ITEM BACKGROUND: This item requests approval of a modification of an existing Phase II
agreement with the Florida Division of Emergency Management (FDEM) to construct the new
Emergency Operations Center in Marathon. The phase two FEMA Hazard Mitigation Grant
Program (HGMP) funding is distributed in two increments, and also includes a no match Sub-
Recipient Management costs (SRMC). This agreement releases additional federal funding in
addition to the previous construction grant funding (Phase 2). This increases total federal funding by
$3,809,523.23 for the maximum amount payable under the Agreement including SRMC but not
including contingency to $13,034,914.49.
PREVIOUS RELEVANT BOCC ACTION:
4/19/23 Approval of Third Amendment to the Construction Manager at Risk
(CMAR) agreement
2/15/23 Approval of Task Order for Grant Administration Services with WSP
USA, Inc
1/18/23 Approval of Second Amendment to the Construction Manager at Risk
(CMAR) agreement with Ajax Building Company to clarify language
in the County's Partial Release of Liens form which is required with
each pay application. No changes to the funding are proposed.
1/18/23 Approval of a Second Amendment to the current agreement with
Architects Design Group (ADG) at a cost of $30,770.00 to add Plan
Revisions and Threshold
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C.6
Inspections
11/15/22 Ratification of a Task Order with Carr, Riggs & Ingram, LLC to
perform pay app reviews for EOC
11/15/22 Resolution delegating Purchasing Authority above $50k to the County
Administrator for ODP's
9/21/22 Approval of HMGP Grant Agreement Modification 43 with FDEM for
the EOC (Phase I)
9/21/22 Task Order with Carr, Riggs & Ingram, LLC for the EOC project
9/21/22 Approval of a Task Order with Jacobs to Provide a Resident Project
Representative (RPR) for the EOC
8/17/22 Approval of the I" Amendment to the CMAR agreement with Ajax
Building Co. to construct the EOC in order to adjust the guaranteed
maximum price (GMP) to account for price escalation of labor and
materials.
7/20/22 Approval of a new grant agreement in the amount of $9,665,951.73
between the County and the Florida Division of Emergency
Management (FDEM) to construct the new Emergency Operations
Center in Marathon.
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.
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 Department 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.
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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.
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.
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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 Department 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.
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:
Yes
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
4337-066-A Mod 41-Monroe County Commissioners-For Subrecipient Signature (3-29-23)_legal
4337-066-A-Monroe County Commissioners-Executed Contract(08-05-22)
FINANCIAL IMPACT:
Effective Date: May 17, 2023
Expiration Date: N/A
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Total Dollar Value of Contract: $13,034,914.49
Total Cost to County: $0.00
Current Year Portion:
Budgeted: NA
Source of Funds: Florida Division of Emergency Management, FEMA & FDOT. These
grants will cover the County Match portion for most of the expense.
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: N/A If yes, amount:
Grant: Yes
County Match: Yes
Insurance Required: NA
Additional Details:
See below
REVIEWED BY:
Cary Knight Completed 05/01/2023 10:23 AM
Kevin Wilson Completed 05/01/2023 11:26 AM
Cynthia Hall Completed 05/01/2023 12:37 PM
Purchasing Completed 05/01/2023 4:22 PM
Budget and Finance Completed 05/02/2023 7:55 AM
Brian Bradley Completed 05/02/2023 10:34 AM
Lindsey Ballard Completed 05/02/2023 11:59 AM
Board of County Commissioners Pending 05/17/2023 9:00 AM
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SUB-RECIPIENT AGREEMENT CHECKLIST ,
DIVISION OF EMERGENCY MANAGEMENT
MITIGATION BUREAU 0
REQUEST FOR REVIEW AND APPROVAL 0
SUB-"RECIPIENT Monroe Count Commissioners
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PROJECT#: 4337-066-A
PROJECT TITLE: Monroe County, FEMA 361 Emergency Operations Center, Safe Room 0
CONTRACT#: H0847 >
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MODIFICATION #: 1 CL
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SUB RECIPIENT REPRESENTATIVE„POINT OF CONTACT
Cary Knight, Director— Department of Project Management
1100 Simonstreet/2nd Floor
Key West, Florida 33040
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Enclosed is your copy of the proposed contract/modification between Monroe County
Commissioners and the Florida Division of Emergency Management (FDEM).
COMPLETE
❑ This form is required to be included with all Reviews, Approvals, and Submittal
❑ Signed electronic copy
❑ Reviewed and Approved
❑ Signed and Dated by Official Representative
❑ Copy of the organization's resolution or charter that specifically identifies the
person or position that is authorized to sign, if not Chairman, Mayor, or Chief
❑ Attachment I - Federal Funding Accountability and Transparency Act (FFATA) - Ur
completed, signed, and dated
® N/A for Modifications or State Funded Agreements
❑ Attachment K— Certification Regarding Lobbying - completed, signed, and dated
® N/A for Modifications or State Funded Agreements U
❑ Electronic Submittal to the Grant Specialist Cheyenne Young on
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If you have any questions regarding this contract, or who is authorized to sign it, please contact U
your Project Manager at (850) 692-9458 or email me at Carmen.Acosta@em.myflorida.com.
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Contract Number: H0847
Project Number: 4337-066-A 0
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MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND t3
MONROE COUNTY COMMISSIONERS
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This Modification Number One is made and entered into by and between the State of Florida,
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Division of Emergency Management ("the Division"), and Monroe County Commissioners, ("the Sub CL
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Recipient")to modify Contract Number H0847, dated August 5, 2022 ("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$9,225,391.26, in Federal Funds; and
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement; and _
WHEREAS, the Division and the Sub-Recipient desire to modify the Budget and Scope of Work
by increasing the Federal funding by $3,809,523.23 under the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the
parties agree as follows:
1. The Agreement is amended to increase the Federal Funding by$3,809,523.23, for the maximum
amount payable under the Agreement to $13,034,914.49, (Thirteen Million Thirty-Four Thousand
Nine Hundred Fourteen Dollars and Forty-Nine Cents).
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2. The Budget and Scope of Work, Attachment A to the Agreement, are hereby modified as set forth 4
in 1st Revised Attachment A to this Modification, a copy of which is attached hereto and
incorporated herein by reference. 0
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3. 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 E
date of execution of this Modification by both parties. U
4. 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. 0
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5. Quarterly Reports are due to the Division no later than 15 days after the end of each quarter of 0
the program year and shall be sent each quarter until submission of the administrative close-out 0
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 COMMISSIONERS
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By:
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Name and Title: 76
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Date: CL
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STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT N
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By:
Name and Title: Kevin Guthrie, Director
Date:
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Approved as to form and legal sufficiency: E E
Monroe County Attorney's Office 4-29-2023 E
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Attachment A
(1st Revision)
Budget and Scope of Work
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STATEMENT OF PURPOSE: U
The purpose of this Scope of Work is to provide a FEMA P-361 Standards safe room at the Emergency 0
Operations Center in Marathon, Monroe County, Florida, funded through the Hazard Mitigation Grant
Program (HMGP) DR-4337-066-A, as approved by the Florida Division of Emergency Management 0
(Division) and the Federal Emergency Management Agency (FEMA). CL
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The Sub-Recipient, Monroe County Commissioners, agrees to administer and complete the project per
scope of work as submitted by the Sub-Recipient and subsequently approved the Division and FEMA.
The Sub-Recipient shall complete the work in accordance with all applicable Federal, State and Local
Laws, Regulations and Codes. i
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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 has a dual use to serve as the new Monroe County
BOCC Emergency Operations Center (EOC), which will be located at 7280 Overseas Highway,
Marathon, Florida, 33050.
The Phase II — Construction scope of work proposes an approximately 28,321 square foot, two-story
building, which shall be elevated to 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 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 disaster staff that must remain behind in the event of a O
hurricane impacting Monroe County. The proposal includes site development with necessary drainage
components (storm drainage piping, inlets, water detention areas, etc.) to meet rain load requirements
in compliance with 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 U)
separate mitigation action.
Emergency back-up power for the facility shall be provided by purchasing and installing a two (2) t0
generator 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 appropriately support the critical facility. This system will ensure full functionality of the EOC, 0
and an uninterrupted power supply for the facility including the emergency (911) call system. Runtime U
for the generator system is calculated to be 96 hours at the designed electrical demand load. Each
generator shall be installed with a base day tank and further supported by a single 2,500-gallon main fuel a
tank.
For safe room construction,the project shall be designed by the criteria contained in the standards of the
Department of Homeland Security, Federal Emergency Management Agency guidance manual FEMA O
P-361 Design and Construction for Community Safe Room, to provide "near-absolute protection".
The project shall provide protection to flood and wind against a 500-year event and 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.
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The project shall provide protection against 220 MPH winds, exceeding the wind speed required for the
area per Florida Building Code.
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Allowable costs for safe rooms apply to retrofits of existing facilities, new construction, and single or dual-
use facilities. Only eligible expenditures that are directly related to and necessary for the hazard
mitigation purpose of providing immediate life-safety protection will be reimbursed. Eligible and ineligible 0
costs are outlined in the 2015 Hazard Mitigation Assistance Guidance Addendum, C. Safe Rooms. U
Project Locations:
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1 1.061740 >2 1.0619303) 1.062620)4) 81.062800)
TASKS&DELIVERABLES:
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A) Tasks: M
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor and N
execute a contract with the selected bidderto 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.
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All procurement activities shall contain sufficient source documentation and be in accordance with
all applicable regulations. g'
The Sub-Recipient and contractor shall be responsible for maintaining a safe and secure worksite
for the duration of the work. The contractor shall maintain all work staging areas in a neat and CL
presentable condition.
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
issued for the type of services being performed. °
The Sub-Recipient shall provide documentation demonstrating the results of the procurement 0
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.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility, Voluntary t0
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
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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 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 installation to construct a safe room.
The project shall be implemented in accordance with sealed engineering designs and construction
plans previously presented to the Division by the Sub-Recipient and subsequently approved by the
Division and FEMA. 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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The project shall protect the structure from windblown debris resulting from high windstorms, which
shall allow the function of the structures to continue following a severe wind event.
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The Sub-Recipient shall fully perform the approved project, as described in the application, in
accordance with the approved scope of work indicated herein,the estimate of costs indicated herein,
the allocation of funds indicated herein, and all applicable terms and conditions. The Sub-Recipient 0
shall not deviate from the approved project terms and conditions. U
Upon completion of the work, the Sub-Recipient shall schedule and participate in a final inspection
of the completed project by the local municipal or county building department (official), or other -
approving official, as applicable. The official shall inspect and certify that all installation was in
accordance with the manufacturer's specifications. Any deficiencies found during this final inspection
shall be corrected by the Sub-Recipient prior to Sub-Recipient's submittal of the final inspection CL
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request to the Division.
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with sufficient 76
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. N
b) Local Building Official Inspection Report and Final Approval.
c) Two sets of engineering Signed/Sealed final design and analysis, and surveying.
d) Any structural and non-structural design peer review reports as required by FEMA P-361 (as
applicable).
e) Construction Plans and bid documents for FEMA 361 compliance.
f) Revised cost estimate for Phase II — construction (include Phase I costs), to implement the CL
design project.
g) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products to be utilized.
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h) Verification letter or documentation showing the generators and electrical components are Ur
protected to the 500-year(0.2% annual chance) flood elevation.
i) Verification letter or documentation showing the facility and all its attendant utilities are protected
to the 500-year(0.2% annual chance) flood elevation. U)
j) Copy of the floodplain permit from the local floodplain administrator. E
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k) Verification of compliance with South Florida Water Management District (SFWMD) U
Environmental Resource Permit (ERP)#44-105211-P.
1) Letter verifying compliance with the National Historic Preservation Act, to include whether 0
archaeological materials, prehistoric or historic artifacts, or human remains were encountered U
during project activities and, if so, how they were handled in accordance with Florida Statutes,
Section 872.05. a
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m) Priorto project commencement, letter identifying source and location of fill material. If the borrow
pit is privately owned or located in previously undisturbed land, or if fill is obtained by the
horizontal expansion of a pre-existing borrow pit, notification to the Division shall be provided 0
before commencement of the activities.
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n) Proof of compliance with Project Conditions and Requirements contained herein.
o) 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
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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.
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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 -
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
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not be limited to: cancelled checks, bank statements, Electronic Funds Transfer, paid bills and CL
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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 76
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.
Construction Expense: The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted N
by the contractors and subcontractors and pay the contractors and subcontractors for approved bills,
invoices, and/or charges. Sub-Recipient shall ensure that all contractor/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
a specific project. Administrative costs are expenses incurred by a Sub-Recipient in managing and CL
administering the federal award to ensure that federal, state requirements are met including:
solicitation, development, review, and processing of sub-applications; delivery of technical
assistance; quarterly progress and fiscal reporting; project monitoring; technical monitoring; LO
compliance activities associated with federal procurement requirements; documentation of quality of LM
work verification for quarterly reports and closeout; payment of claims; closeout review and Ur
liquidation; and records retention.
Any activities that are directly related to a project are not eligible under management costs. For 0
example, architectural, engineering, and design services are project costs and cannot be included
under management costs. Similarly, construction management activities that manage, coordinate,
and supervise the construction process from project scoping to project completion are project costs. E
These activities cannot be included under management costs. U
Due to Strategic Funds Management(SFM), SRMC Interim Policy requires management costs to be
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 U
increments will be applied to larger awards allowing smaller awards to be fully obligated. Obligations 0
will be handled by the size of the total subaward.
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
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each hour including enough information to calculate the hourly rates based on payroll records.
Employee benefits shall be clearly shown.
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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
that the mitigation measures are in compliance with the approved scope of work prior to processing
any requests for reimbursement. 4-
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Review and approval of any third-party in-kind services, if applicable, shall be conducted by the 76
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 priorto the processing CL
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of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual construction and 76
managerial costs related to the project as identified in the project application, and plans. The
requests for reimbursement 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 N
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 LO
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applied against the local match amount.
The Sub-Recipient's final request for reimbursement shall include the final construction project cost. CL
Supporting documentation shall show that all contractors and subcontractors have been paid.
B) Deliverables: LO
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Mitigation Activities consist of providing a FEMA P-361 standards safe room and installation of Ur
permanent generator(s) at the Monroe County BOCC Emergency Operations Center on Overseas
Highway, Marathon, Florida, 33050. The structure shall be constructed to the required Florida
Building Code requirements. g
For safe room construction, the project shall be designed by the criteria contained in the standards
of the Department of Homeland Security, Federal Emergency Management Agency guidance E
manual FEMA P-361 Design and Construction for Community Safe Room,to provide"near-absolute U
protection".
Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction of new or
0
retrofitted window or door coverings must conform to design drawings that are signed, sealed, U
and inspected by a structural engineer who is registered in this state. The Sub-Recipient shall 0
provide an inspection report and attestation or a copy of the signed and sealed plans to the
Division before payment will be made. 0
The project shall provide protection to flood and wind against a 500-year event and 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.
The project shall provide protection against 220 MPH winds, exceeding the wind speed required
for the area per Florida Building Code.
Allowable costs for safe rooms apply to retrofits of existing facilities, new construction, and single or
dual-use facilities. Only eligible expenditures that are directly related to and necessary for the hazard
mitigation purpose of providing immediate life-safety protection will be reimbursed. Eligible and
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C.6.a
ineligible costs are outlined in the 2015 Hazard Mitigation Assistance Guidance Addendum, C. Safe
Rooms.
O
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. O
PROJECT CONDITIONS AND REQUIREMENTS: U
C) Engineering: -
76
1) The Sub-Recipient shall submit to the Division an official letter stating that the project is 100% >
complete and ready for the Division's Final Inspection of the project.
CL
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2) The Sub-Recipient shall provide a copy of the Notice of Commencement, and any local official
Inspection Report and/or Final Approval, as applicable. 76
3) The Sub-Recipient shall submit a signed and sealed final copy of the completed project's As-built
drawings and all necessary supporting documentation and provide a summary of all contract scope i
of work changes, if any. N
4) The Sub-Recipient shall submit a final copy of any electrical designs, specifications and/or drawings N
elaborated to complete the job.
5) The Sub-Recipient shall submit a certified letter of completion from Engineer of Record. The Sub-
Recipient's Engineer of Record shall provide a formal certificate or letter affirming that the project
has been completed in conformance with the approved project drawings, specifications, scope, and
LO
applicable codes.
6) The Sub-Recipient shall submit all Product Specifications / Data Sheet(s) (technical standards)
satisfying protection requirements on all products utilized.
7) All installations shall be done in strict compliance with the FEMA P-361 standards. All materials shall
be certified to meet or exceed the wind and impact standards of the current local codes. LO
2
8) Product Specifications documentation satisfying protection requirements for all products utilized shall O
be provided to the Division for closeout.
D) Environmental: g
U)
1) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and E
requirements, and obtain (before starting project work) and comply with all required permits and E
E
approvals. Failure to obtain all appropriate federal, state, and local environmental permits and O
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. 0
U
2) Any change, addition or supplement to the approved mitigation measure or scope of work that alters 0
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 O
Environmental Protection Act (NEPA) and Section 106 of the National Historic Preservation Act IV I
(NHPA) prior to initiation of any work. Non-compliance 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 O
and FEMA in advance regardless of the impact to the budget.
15
3) The Sub-Recipient shall monitor ground disturbing activities during construction, and if any
potential archeological resources are discovered, shall immediately cease construction in that area
and notify the Division and FEMA.
If human remains or intact archaeological deposits (e.g., arrowheads, pottery, glass, metal, etc.) are
uncovered, work in the vicinity of the discovery shall stop immediately and all reasonable measures
to avoid or minimize harm to the finds shall be taken. The Sub-Recipient shall ensure that E
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C.6.a
archaeological discoveries are secured in place, that access to the sensitive area is restricted, and
that all reasonable measures are taken to avoid further disturbance of the discoveries.
0
4-
The Sub-Recipient's contractor shall provide immediate notice of such discoveries to the Sub-
Recipient. The Sub-Recipient shall notify the Florida Division of Historic Resources, the Division's
State Environmental Liaison Officer and FEMA within 24 hours of the discovery. Work in the vicinity 0
of the discovery may not resume until FEMA and the Division have completed consultation with U
SHPO, Tribes, and other consulting parties as necessary.
In the event that unmarked human remains are encountered during permitted activities, all work shall -
stop immediately, and the proper authorities notified in accordance with Florida Statutes, Section
872.05. >
0
CL
4) If prehistoric or historic artifacts, such as pottery or ceramics, projectile points, dugout canoes, metal CL
implements, historic building materials, or any other physical remains that could be associated with
Native American, early European, or American settlement are encountered at any time within the
project site area, the permitted project shall cease all activities involving subsurface disturbance in
the vicinity of the discovery. The Sub-Recipient shall contact the Florida Department of State, .21
Division of Historical Resources, Compliance Review Section at (850)-245-6333. Project activities M
shall not resume without verbal and/or written authorization. In the event that unmarked human )
remains are encountered during permitted activities, all work shall stop immediately, and the proper
authorities notified in accordance with Section 872.05, Florida Statute.
5) Prior to project commencement, the Sub-Recipient must identify the source and location of fill
material and provide this information to the Division. If the borrow pit is privately owned, or is located
on previously undisturbed land, or if the fill is obtained by the horizontal expansion of a pre-existing
borrow pit, FEMA consultation with the State Historic Preservation Officer will be required. Failure to
comply with this condition may jeopardize FEMA funding;verification of compliance shall be required
at project closeout.
6) The generators and electrical components are supporting a critical action and must be protected to
the 500-year(0.2% annual chance) flood elevation. The Sub-Recipient must submit documentation
to the Division documenting compliance with this condition.
7) The structure and all its attendant utilities are supporting a critical action and must be protected to 4
the 500-year (0/2% annual chance) flood elevation. Failure to comply with this condition may
jeopardize FEMA funding; verification of compliance shall be required at project closeout. 0
U)
8) The Sub-Recipient must obtain floodplain permit from the local floodplain administrator before work A
begins. Failure to comply with these conditions may jeopardize FEMA funding; verification of E
compliance shall be required at project closeout. 0
U
9) Per EO 11988 and 44 CFR Part 9.12(f) requirements, project cannot be obligated until 6/26/2022.
10) The Sub-Recipient must comply with the conditions of the SFWMD ERP#44-105211-P. Failure to 0
comply with this condition may jeopardize FEMA funding;verification of compliance shall be required U
at closeout. 0
11) Acceptance of Federal funding requires Sub-Recipient to comply with all Federal, State and Local 0
Laws. Failure to obtain all appropriate Federal, State and Local Environmental Permits and
clearances may jeopardize federal funding.
0
E) Programmatic:
15
1) A change in the scope of work must be approved by the Division and FEMA in advance regardless
of the budget implications.
2) 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.6.a
3) 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.
0
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. 0
5) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to the U
expiration date. Therefore, any request for a Period of Performance Extension shall be in writing
and submitted, along with substantiation of the 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.
6) A copy of the executed subcontract agreement must be forwarded to the Division within 10 days of 0
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execution. CL
7) 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.
8) If the Sub-Recipient is not the current title holder of the affected properties, the Sub-Recipient shall N
provide documentation confirming the property acquisition and easement rights were obtained
voluntarily. If condemnation or eminent domain is used to obtain easement rights, FEMA shall not ,
pay for any associated costs or payments to the property owner. Furthermore, FEMA shall not
consider it an eligible contribution to the non-Federal cost share requirement and shall not financially
participate in that component of a project if land or easements are obtained involuntarily.
9) This project shall be designed by the criteria contained in the standards of the Department of LO
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.
10) Special Conditions required on implementation of project: LO
2
a) EO 11988: The structure and all its attendant utilities are supporting a critical action and must be 0
protected to the 500-year (0.2% annual chance) flood elevation. Failure to comply with this
condition may jeopardize FEMA funding; verification of compliance will be required at project
closeout. Source of condition: Executive Order 11988 — Floodplains. Monitoring Required: 0
No U)
A
b) EO 11988: The Sub-Recipient must obtain floodplain permit from the local floodplain E
administrator before work begins. Failure to comply with these conditions may jeopardize FEMA t0
funding; verification of compliance will be required at project closeout. Source of condition:
Executive Order 11988— Floodplains. Monitoring Required: No
c) EO 11988: The generators and electrical components are supporting a critical action and must 0
U
be protected to the 500-year (0.2% annual chance) flood elevation. The Sub-Recipient must
submit documentation to the State and FEMA documenting compliance with this condition.
Source of condition: Executive Order 11988— Floodplains. Monitoring Required: No 0
d) CZMA: The Sub-Recipient must comply with the conditions of the SFWMD ERP#44-105211-P.
Failure to comply with this condition may jeopardize FEMA funding; verification of compliance
will be required at closeout. Source of condition: Coastal Zone Management Act (CZMA). 0
Monitoring Required: No
e) NHPA: Any changes to the approved scope of work will require submission to, and evaluation
and approval by,the State and FEMA, prior to initiation of any work, for compliance with Section
106. Source of condition: National Historic Preservation Act (NHPA). Monitoring Required:
No
f) NHPA: If prehistoric or historic artifacts, such as pottery or ceramics, projectile points, dugout
canoes, metal implements, historic building materials, or any other physical remains that could E
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C.6.a
be associated with Native American, early European, or American settlement are encountered
at any time within the project site area, the permitted project shall cease all activities involving
subsurface disturbance in the vicinity of the discovery. The Sub-Recipient shall contact the
Florida Department of State, Division of Historical Resources, Compliance Review Section at
(850)-245-6333. Project activities shall not resume without verbal and/or written authorization. a
In the event that unmarked human remains are encountered during permitted activities, all work
shall stop immediately, and the proper authorities notified in accordance with Section 872.05, U
Florida Statutes. Source of condition: National Historic Preservation Act(NHPA). Monitoring
Required: No -
g) NHPA: If human remains or intact archaeological features ordeposits (e.g., arrowheads, pottery, >
glass, metal, etc.) are uncovered, work in the vicinity of the discovery will stop immediately and 0
CL
all reasonable measures to avoid or minimize harm to the finds will be taken. The Sub-Recipient CL
will ensure that archaeological discoveries are secured in place,that access to the sensitive area <
is restricted, and that all reasonable measures are taken to avoid further disturbance of the
discoveries. The Sub-Recipient's contractor will provide immediate notice of such discoveries
to the Sub-Recipient. The Sub-Recipient shall contact the Florida Division of Historic Resources
and FEMA within 24 hours of the discovery. Work in the vicinity of the discovery may not resume
until FEMA has completed consultation with SHPO, Tribes, and other consulting parties as 0)
necessary. In the event that unmarked human remains are encountered during permitted
activities; all work shall stop immediately, and the proper authorities notified in accordance with
Florida Statutes, Section 872.05. Source of condition: National Historic Preservation Act
(NHPA). Monitoring Required: No
h) NHPA: Prior to project commencement,the Sub-Recipient must identify the source and location g'
of fill material and provide this information to FDEM and FEMA. If the borrow pit is privately
owned, or is located on previously undisturbed land, or if the fill is obtained by the horizontal
expansion of a pre-existing borrow pit, FEMA consultation with the State Historic Preservation
Officer will be required. Failure to comply with this condition may jeopardize FEMA funding;
verification of compliance will be required at project closeout. Source of condition: National
Historic Preservation Act (NHPA). Monitoring Required: No
2
0
11) Per FEMA Hazard Mitigation Assistance Guidance Part VI, D.3.4 — Contingency funds are not Ur
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 g
condition related to the project arose that required the use of contingency funds. E E
12) 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 U
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
a) SRMC must conform to 2 CFR Part 200, Subpart E, applicable program regulations, and Hazard U
Mitigation Assistance (HMA) Guidance (2015), ensuring costs are reasonable, allowable, 0
allocable and necessary to the overall project.
0
b) Funding is for approved indirect costs, direct administrative costs, and administrative expenses
associated with this specific project and shall have adequate documentation.
c) SRMC cannot exceed 5% of the total project costs awarded. 0
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 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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C.6.a
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This is FEMA project number 4337-066-R,and shall be reported under 4337-066-A. 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. O
U
FEMA awarded this project on June 30, 2022; this Agreement was executed on August 5, 2022; and the
LU
Period of Performance for this project shall end on February 28, 2024. ,-
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F) FINANCIAL CONSEQUENCES: y
O
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or more of the CL
CL
following actions, as appropriate in the circumstances:
1) Temporarily withhold cash payments pending correction of the deficiency by the Sub-Recipient; 76
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; N
4) Withhold further awards for the program; or N
5) Take other remedies that may be legally available.
SCHEDULE OF WORK
Phase II—
State Contracting: 2 Months
Construction Plan/Technical Specifications: 2 Months
Bidding /Local Procurement: 2 Months
Construction / Installation: 11 Months _
Local Inspections/Compliance: 1 Month
State Final Inspections/Compliance: 1 Month g
Closeout Compliance: 1 Month
Total Period of Performance: 20 Months 0
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C.6.a
BUDGET
Line-Item Budget*
V_
Project Cost Federal Cost Non-Federal Cost
Materials: $8,982,144.00 $4,865,184.03 $4,116,959.97 0
Labor: $11,013,554.00 $5,965,498.56 $5,048,055.44 U
Fees: $3,304,813.00 $1,790,054.07 $1,514,758.93
4-
0
Initial Agreement Amount: $23,300,511.00 $12,620,736.66 $10,679,774.34
***Contingency Funds: $1,165,025.00 $631,036.53 $533,988.47
Project Total: $24,465,536.00 $13,251,773.19 $11,213,762.81 <
****SRMC
SRMC: $414,177.83 $414,177.83
SRMC Total: $414,177.83 $414,177.83 CN
*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 an estimated$1,165,025.00 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 CL
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.
0
Ur
**** Sub-Recipient Management Costs (SRMC) are included for this project in the amount of
$414,177.83 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 g
in a timely manner. SRMC must conform to 2 CFR Part 200, Subpart E, ensuring costs are reasonable, T
allowable, allocable and necessary to the overall project.
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.
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. U
0
0
Funding Summary Totals 0
Federal Share: $13,251,773.19 (54.16506383%)
Non-Federal Share: $11,213,762.81 (45.83493617%)
Total Project Cost: $24,465,536.00 (100.00%)
SRMC (100% Federal) $414,177.83
E
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e�
CpO� 8
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Ron DeSantis Kevin Guthrie
Governor Director
E
August 4, 2022
Mr. Cary Knight 0
Director Department of Project Management
1100 Simonton Street, RM 2-216 O
Key West, Florida 33040 U
Re: Project #4337-066-A, Monroe County Commissioners 0
Dear Mr. Knight-
Enclosed is the executed Hazard Mitigation Grant Program (HMGP) contract number
H0847 between Monroe County Commissioners and the Division of Emergency CN
Management. LO
00
Please email all Requests for Reimbursement (Attachment D) to the project manager at
f w it°irr :fiii° . �° : w Wfiirr .[n fl1orlida,coirn. The Project Manager for this contract is-
Carmen Acosta, Project Manager U
Florida Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
If you have any specific questions regarding the contract or the Request for
Reimbursement form, please contact Carmen Acosta at (850) 692-9458.
E
Respectfully, E
Digitallysigned by Laura Dhuwe U
DN:cn=Laura Dhuwe,-DIM,
Laura Dhuwe emaiI—Laura.Dhuwe@em.myflorida.com
mail=Laura.Dhuwe@em.myflorida.com �
=US
Date:2022.08.05 09:52:03-04'00' O
Laura Dhuwe
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 vvvvvv.FloridaDisaster.ora 2702 Directors Row
Tallahassee, FL 32399-2100 Orlando, FL 32809-
Packet Pg. 279
C.6.b
Agreement Number: H0847
Project Number: 4337-066-A
FEDERALLY-FUNDED SUBAWARD AND GRANT AGREEMENT
2 C.F.R. §200.1 states that a "subaward may be provided through any form of legal agreement, �s
including an agreement that the pass-through entity considers a contract."
As defined by 2 C.F.R. §200.1, "pass-through entity" means "a non-Federal entity that provides a
0
subaward to a subrecipient to carry out part of a Federal program."
As defined by 2 C.F.R. §200.1, "Sub-Recipient" means "an entity, usually but not limited to non- 0
Federal entities that receives a subaward from a pass-through entity to carry out part of a Federal U
program."
4-
0
As defined by 2 C.F.R. §200.1, "Federal award" means "Federal financial assistance that a non-
0
Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity."
As defined by 2 C.F.R. §200.1, "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 N
LO
entity."
00
The following information is provided pursuant to 2 C.F.R. §200.332:
Sub-Recipient's name: Monroe County Commissioners
0
Sub-Recipient's unique entity identifier(UEI/FEIN): QKLSCT2LM7M9/59-6000749
Federal Award Identification Number(FAIN): FEMA-DR-4337-FL
Federal Award Date: June 30, 2022
Upon execution through February 28,
Subaward Period of Performance Start and End Date: 2024
0
Amount of Federal Funds Obligated by this Agreement: $9,225,391.26 U)
Total Amount of Federal Funds Obligated to the Sub-Recipient
by the pass-through entity to include this Agreement: $9,665,951.73 E
Total Amount of the Federal Award committed to the Sub- U
Recipient by the pass-through entity $9,665,951.73
Federal award project description (see FFATA): Safe Room
U
Name of Federal awarding agency: Federal Emergency Management Agency
0
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Name of pass-through entity: FL Division of Emergency Management a
Contact information for the pass-through entity: Cairmeirn.Aco sta em.m f�oiriida.coirn
Catalog of Federal Domestic Assistance (CFDA) Number and
Name: 97.039 Hazard Mitigation Grant Program
Whether the award is R&D: N/A
Indirect cost rate for the Federal award: N/A
1
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C.6.b
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and Monroe 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
0
to provide the services identified herein;
B. The State of Florida received these grant funds from the Federal government, and the 0
Division has the authority to subgrant these funds to the Sub-Recipient upon the terms and conditions U
outlined below; and,
4-
C. The Division has statutory authority to disburse the funds under this Agreement. 0
76
THEREFORE, the Division and the Sub-Recipient agree to the following:
(1) APPLICATION OF STATE LAW TO THIS AGREEMENT
2 C.F.R. §200.302(a) provides: "Each state must expend and account for the Federal
N
award in accordance with state laws and procedures for expending and accounting for the state's own LO
funds." Therefore, section 215.971, Florida Statutes, entitled "Agreements funded with federal or state 00
assistance", applies to this Agreement.
(2) LAWS, RULES, REGULATIONS AND POLICIES 0
U
a. The Sub-Recipient's performance under this Agreement is subject to 2 C.F.R. Part
200, entitled "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards."
b. As required by section 215.971(1), Florida Statutes, this Agreement includes:
i. A provision specifying a scope of work that clearly establishes the tasks that 0
U)
the Sub-Recipient is required to perform. E E
ii. A provision dividing the agreement into quantifiable units of deliverables that E
must be received and accepted in writing by the Division before payment. Each deliverable must be U
directly related to the scope of work and specify the required minimum level of service to be performed
0
and the criteria for evaluating the successful completion of each deliverable. U
0
iii. A provision specifying the financial consequences that apply if the Sub-
a
Recipient fails to perform the minimum level of service required by the agreement.
iv. A provision specifying that the Sub-Recipient may expend funds only for
allowable costs resulting from obligations incurred during the specified agreement period.
V. A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division.
2
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Packet Pg. 281
C.6.b
vi. A provision specifying that any funds paid in excess of the amount to which
the Sub-Recipient is entitled under the terms and conditions of the agreement must be refunded to the
Division.
c. In addition to the foregoing, the Sub-Recipient and the Division shall be governed by
all applicable State and Federal laws, rules and regulations, including those identified in Attachment B.
Any express reference in this Agreement to a particular statute, rule, or regulation in no way implies that
CU
no other statute, rule, or regulation applies.
(3) CONTACT 0
a. In accordance with section 215.971(2), Florida Statutes, the Division's Grant
0
Manager shall be responsible for enforcing performance of this Agreement's terms and conditions and
U
shall serve as the Division's liaison with the Sub-Recipient. As part of his/her duties, the Grant Manager
for the Division shall: 0
76
i. Monitor and document Sub-Recipient performance; and,
ii. Review and document all deliverables for which the Sub-Recipient requests CL
CL
payment.
b. The Division's Grant Manager for this Agreement is:
LO
Carmen Acosta,
00
Project Manager
Bureau of Mitigation
Florida Division of Emergency Management 0
U
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
Telephone: 850-692-9458
Email: iri .!m..:: m inn.inn floirida.com
The Division's Alternate Grant Manager for this Agreement is: 0
U)
Kathleen Marshall
E
Community Program Manager E
Bureau of Mitigation U
Florida Division of Emergency Management
0
2555 Shumard Oak Boulevard U
0
Tallahassee, FL 32399 0
a
Telephone: 850-815-4503
Email: Kathleen.Marshall@em.myflorida.com
3
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Packet Pg. 282
C.6.b
1. The name and address of the Representative of the Sub-Recipient responsible for the
administration of this Agreement is:
Cary Knight,
Director Department of Project Management
1100 Simonton Street, RM 2-216
Key West, Florida 33040
Telephone: 305-292-4527
Email: Knight-cary@monroecounty-fl.gov 0
2. In the event that different representatives or addresses are designated by either party after
0
execution of this Agreement, notice of the name, title and address of the new representative will
U
be provided to the other party.
4-
(4) TERMS AND CONDITIONS 0
This Agreement contains all the terms and conditions agreed upon by the parties.
CL
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(5) EXECUTION
This Agreement may be executed in any number of counterparts, any one of which may cv
N
be taken as an original. LO
00
(6) MODIFICATION
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 0
U
the original of this Agreement.
(7) SCOPE OF WORK
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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 U)
This Agreement shall begin upon execution by both parties and shall end on February 28, E
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2024, unless terminated earlier in accordance with the provisions of Paragraph (17) of this Agreement. U
Consistent with the definition of"period of performance" contained in 2 C.F.R. §200.1, the term "period of
agreement" refers to the time during which the Sub-Recipient"may incur new obligations to carry out the U
work authorized under"this Agreement. In accordance with section 215.971(1)(d), Florida Statutes, the
Sub-Recipient may expend funds authorized by this Agreement "only for allowable costs resulting from 0
obligations incurred during"the period of agreement.
(9) FUNDING
a. This is a cost-reimbursement Agreement, subject to the availability of funds.
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C.6.b
b. The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance with either chapter 216, Florida Statutes, or the Florida Constitution.
c. The Division will reimburse the Sub-Recipient only for allowable costs incurred by the
Sub-Recipient in the successful completion of each deliverable. The maximum reimbursement amount
for each deliverable is outlined in Attachment A of this Agreement ("Budget and Scope of Work"). The
maximum reimbursement amount for the entirety of this Agreement is $9,225,391.26.
d. As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement 0
must include a certification, signed by an official who is authorized to legally bind the Sub-Recipient,
which reads as follows: "By signing this report, I certify to the best of my knowledge and belief that the 0
report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the U
purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any
0
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,
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Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)."
e. The Division will review any request for reimbursement by comparing the
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documentation provided by the Sub-Recipient against a performance measure, outlined in Attachment A, LO
that clearly delineates: 00
i. The required minimum acceptable level of service to be performed; and,
ii. The criteria for evaluating the successful completion of each deliverable.
0
f. The performance measure required by section 215.971(1)(b), Florida Statutes, U
remains consistent with the requirement for a "performance goal", which is defined in 2 C.F.R. §200.1 as
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"a target level of performance expressed as a tangible, measurable objective, against which actual
X
achievement can be compared." It also remains consistent with the requirement, contained in 2 C.F.R.
§200.329, that the Division and the Sub-Recipient"relate financial data to performance goals and
objectives of the Federal award."
g. If authorized by the Federal Awarding Agency, then the Division will reimburse the E
Sub-Recipient for overtime expenses in accordance with 2 C.F.R. §200.430 ("Compensation—personal U
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, 0
U
illness, failure of the employer to provide sufficient work, or other similar cause (See 29 U.S.C. 0
0
§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
addition to regular salaries and wages." Fringe benefits are allowable under this Agreement as long as
the benefits are reasonable and are required by law, Sub-Recipient-employee agreement, or an
established policy of the Sub-Recipient. 2 C.F.R. §200.431(b) provides that the cost of fringe benefits in
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C.6.b
the form of regular compensation paid to employees during periods of authorized absences from the job,
such as for annual leave, family-related leave, sick leave, holidays, court leave, military leave,
administrative leave, and other similar benefits, are allowable if all of the following criteria are met:
i. They are provided under established written leave policies;
ii. The costs are equitably allocated to all related activities, including Federal
awards; and, °
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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. 0
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 0
Guide for State Expenditures, reimbursement for travel must be in accordance with section 112.061, U
Florida Statutes, which includes submission of the claim on the approved state travel voucher. If the Sub-
0
Recipient seeks reimbursement for travel costs that exceed the amounts stated in section 112.061(6)(b),
Florida Statutes ($6 for breakfast, $11 for lunch, and $19 for dinner), then the Sub-Recipient must provide LM
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documentation that:
i. The costs are reasonable and do not exceed charges normally allowed by cv
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the Sub-Recipient in its regular operations as a result of the Sub-Recipient's written travel policy; and, LO
ii. Participation of the individual in the travel is necessary to the Federal award. 00
i. The Division's grant manager, as required by section 215.971(2)(c), Florida Statutes,
shall reconcile and verify all funds received against all funds expended during the grant agreement period
0
and produce a final reconciliation report. The final report must identify any funds paid in excess of the U
expenditures incurred by the Sub-Recipient.
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j. As defined by 2 C.F.R. §200.1, the term "improper payment" means or includes:
X
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 E
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service, any duplicate payment, any payment for a good or service not received (except for such U
payments where authorized payment that does not account for credit for l
pa b Y Y law), any applicable
discounts, and any payment where insufficient or lack of documentation prevents a reviewer from 0
U
discerning whether a payment was proper. 0
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(10) RECORDS 2
a. As required by 2 C.F.R. §200.336, the Federal awarding agency, Inspectors General,
the Comptroller General of the United States, and the Division, or any of their authorized representatives,
shall enjoy the right of access to any documents, papers, or other records of the Sub-Recipient which are
pertinent to the Federal award, in order to make audits, examinations, excerpts, and transcripts. The right
6
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C.6.b
of access also includes timely and reasonable access to the Sub-Recipient's personnel for the purpose of
interview and discussion related to such documents. Finally, the right of access is not limited to the
required retention period but lasts as long as the records are retained.
b. As required by 2 C.F.R. §200.332(a)(5), the Division, the Chief Inspector General of
the State of Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the
right of access to any documents, financial statements, papers, or other records of the Sub-Recipient
which are pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts.
The right of access also includes timely and reasonable access to the Sub-Recipient's personnel for the 0
purpose of interview and discussion related to such documents.
c. As required by Florida Department of State's record retention requirements (Chapter 0
119, Florida Statutes) and by 2 C.F.R. §200.334, the Sub-Recipient shall retain sufficient records to show U
LU
its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or
0
consultants paid from funds under this Agreement, for a period of five (5) years from the date of 76
submission of the final expenditure report. The following are the only exceptions to the five (5) year
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requirement:
i. If any litigation, claim, or audit is started before the expiration of the 5-year cv
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period, then the records must be retained until all litigation, claims, or audit findings involving the records LO
have been resolved and final action taken. 00
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
0
costs, or pass-through entity to extend the retention period. U
iii. Records for real property and equipment acquired with Federal funds must
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be retained for 5 years after final disposition.
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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.
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 E
a requirement, the retention period for the records pertaining to the earning of the program income starts U
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 0
U
applies to the following types of documents and their supporting records: indirect cost rate computations 0
0
or proposals, cost allocation plans, and any similar accounting computations of the rate at which a 0
particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe
benefit rates).
7
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C.6.b
d. In accordance with 2 C.F.R. §200.335, the Federal awarding agency must request
transfer of certain records to its custody from the Division or the Sub-Recipient when it determines that
the records possess long-term retention value.
e. In accordance with 2 C.F.R. §200.336, the Division must always provide or accept
paper versions of Agreement information to and from the Sub-Recipient upon request. If paper copies
are submitted, then the Division must not require more than an original and two copies. When original
records are electronic and cannot be altered, there is no need to create and retain paper copies. When
original records are paper, electronic versions may be substituted through the use of duplication or other 0
forms of electronic media provided that they are subject to periodic quality control reviews, provide
reasonable safeguards against alteration, and remain readable. 0
f. As required by 2 C.F.R. §200.303, the Sub-Recipient shall take reasonable measures U
to safeguard protected personally identifiable information and other information the Federal awarding
0
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.
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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, cv
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basic requirements: (1) meetings of public boards or commissions must be open to the public; (2) LO
reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and 00
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
0
Sunshine Law applies to private entities that provide services to governmental agencies and that act on U
behalf of those agencies in the agencies' performance of their public duties. If a public agency delegates
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the performance of its public purpose to a private entity, then, to the extent that private entity is
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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 E
the Sub-Recipient based upon the funds provided under this Agreement, the meetings of the Sub- U
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 0
U
noticed, open to the public, and the minutes of all the meetings shall be public records, available to the 0
0
public in accordance with chapter 119, Florida Statutes. 0
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
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C.6.b
perpetuate, communicate, or formalize knowledge qualify as public records subject to public inspection.
The mere receipt of public funds by a private entity, standing alone, is insufficient to bring that entity
within the ambit of the public record requirements. However, when a public entity delegates a public
function to a private entity, the records generated by the private entity's performance of that duty become
public records. Thus, the nature and scope of the services provided by a private entity determine whether
that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's
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Public Records Law.
i. The Sub-Recipient shall maintain all records for the Sub-Recipient and for all 0
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 0
and objectives of the Budget and Scope of Work-Attachment A- and all other applicable laws and U
regulations.
0
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT: (850) 815-7671 Records@em.myflorida.com, or 2555 LO
Shumard Oak Boulevard, Tallahassee, FL 32399. 00
(11) AUDITS
a. The Sub-Recipient shall comply with the audit requirements contained in 2 C.F.R.
0
Part 200, Subpart F. L)
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.
§200.1, GAAP "has the meaning specified in accounting standards issued by the Government 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 E
C.F.R. §200.1, GAGAS, "also known as the Yellow Book, means generally accepted government auditing cj
standards issued by the Comptroller General of the United States, which are applicable to financial
audits." 0
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d. If an audit shows that all or any portion of the funds disbursed were not spent in 0
0
accordance with the conditions of this Agreement, the Sub-Recipient shall be held liable for 0
reimbursement to the Division of all funds not spent in accordance with these applicable regulations and
Agreement provisions within thirty (30) days after the Division has notified the Sub-Recipient of such non-
compliance.
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C.6.b
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
provisions noted above. The audit must be received by the Division no later than nine months from the
end of the Sub-Recipient's fiscal year.
f. The Sub-Recipient shall send copies of reporting packages for audits conducted in
accordance with 2 C.F.R. Part 200, by or on behalf of the Sub-Recipient, to the Division at the following
address: 0
DEMSingle_Audit@em.myflorida.com
0
OR
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Office of the Inspector General
2555 Shumard Oak Boulevard 0
76
Tallahassee, Florida 32399-2100
g. The Sub-Recipient shall send the Single Audit reporting package and Form SF-SAC CL
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to the Federal Audit Clearinghouse by submission online at:
http://harvester.census.gov/fac/collect/ddeindex.html
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h. The Sub-Recipient shall send any management letter issued by the auditor to the
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Division at the following address:
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DEMSingle_Audit@em.myflorida.com
OR U
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Office of the Inspector General
2555 Shumard Oak Boulevard
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Tallahassee, Florida 32399-2100
(12) REPORTS
a. Consistent with 2 C.F.R. §200.328, the Sub-Recipient shall provide the Division with U)
quarterly reports and a close-out report. These reports shall include the current status and progress by E
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the Sub-Recipient and all subcontractors in completing the work described in the Scope of Work and the U
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 fifteen (15) days after the end 0
U
of each quarter of the program year and shall be sent each quarter until submission of the administrative 0
close-out report. The ending dates for each quarter of the program year are March 31, June 30, 0
September 30, and December 31.
c. The close-out report is due sixty (60) days after termination of this Agreement or sixty
(60) days after completion of the activities contained in this Agreement, whichever first occurs.
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C.6.b
d. If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, then the Division may withhold further payments until they are
completed or may take other action as stated in Paragraph (16) REMEDIES. "Acceptable to the
Division" means that the work product was completed in accordance with the Budget and Scope of Work.
e. The Sub-Recipient shall provide additional program updates or information that may
be required by the Division.
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f. The Sub-Recipient shall provide additional reports and information identified in
Attachment F. 0
(13) MONITORING
0
a. The Sub-Recipient shall monitor its performance under this Agreement, as well as
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that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to
ensure that time schedules are being met, the Schedule of Deliverables and Scope of Work are being 0
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 CL
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quarterly report. <
b. In addition to reviews of audits, monitoring procedures may include, but not be limited �
to, on-site visits by Division staff, limited scope audits, and/or other procedures. The Sub-Recipient
LO
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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 CU
appropriate, the Sub-Recipient agrees to comply with any additional instructions provided by the Division 0
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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
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Officer or Auditor General. In addition, the Division will monitor the performance and financial
management by the Sub-Recipient throughout the contract term to ensure timely completion of all tasks.
(14) LIABILITY
a. Unless Sub-Recipient is a State agency or subdivision, as defined in section U)
768.28(2), Florida Statutes, the Sub-Recipient is solely responsible to parties it deals with in carrying out E
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the terms of this Agreement and, as authorized by section 768.28(19), Florida Statutes, Sub-Recipient cj
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 0
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not an employee or agent of the Division, but is an independent contractor. 0
b. As required by section 768.28(19), Florida Statutes, any Sub-Recipient which is a 0
state agency or subdivision, as defined in section 768.28(2), Florida Statutes, agrees to be fully
responsible for its negligent or tortious acts or omissions which result in claims or suits against the
Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the
extent set forth in section 768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of
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C.6.b
sovereign immunity by any Sub-Recipient to which sovereign immunity applies. Nothing herein shall be
construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in
any matter arising out of any contract.
(15) DEFAULT
If any of the following events occur("Events of Default"), all obligations on the part of the
Division to make further payment of funds shall terminate and the Division has the option to exercise any
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of its remedies set forth in Paragraph (16); however, the Division may make payments or partial payments
after any Events of Default without waiving the right to exercise such remedies, and without becoming
liable to make any further payment if:
0
a. Any warranty or representation made by the Sub-Recipient in this Agreement or any
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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 0
previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to
meet its obligations under this Agreement; CL
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b. Material adverse changes occur in the financial condition of the Sub-Recipient at any
time during the term of this Agreement, and the Sub-Recipient fails to cure this adverse change withinCN
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thirty (30) days from the date written notice is sent by the Division;
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c. Any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information; or, Cu
d. The Sub-Recipient has failed to perform and complete on time any of its obligations 0
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under this Agreement.
(16) REMEDIES
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If an Event of Default occurs, then the Division shall, after thirty (30) calendar days
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written notice to the Sub-Recipient and upon the Sub-Recipient's failure to cure within those thirty (30)
days, exercise an one or more of the following remedies, either concurrent) or consecutive) g
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a. Terminate this Agreement, provided that the Sub-Recipient is given at least thirty (30)
days prior written notice of the termination. The notice shall be effective when placed in the United t0
States, first class mail, postage prepaid, by registered or certified mail-return receipt requested, to the
address in paragraph (3) herein;
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b. Begin an appropriate legal or equitable action to enforce performance of this
0
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:
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C.6.b
i. Request additional information from the Sub-Recipient to determine the
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
costs for any activities in question or
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iv. Require the Sub-Recipient to reimburse the Division for the amount of costs
incurred for any items determined to be ineligible; 0
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 U
this Agreement or fails to insist on strict performance by the Sub-Recipient, it will not affect, extend or
0
waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by 76
the Division for any other default by the Sub-Recipient.
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(17) TERMINATION <
a. The Division may terminate this Agreement for cause after thirty (30) days written �
notice. Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and
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regulations, failure to perform on time, and refusal by the Sub-Recipient to permit public access to any
document, paper, letter, or other material subject to disclosure under chapter 119, Florida Statutes, as
amended. 0
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b. The Division may terminate this Agreement for convenience or when it determines, in
its sole discretion that continuing the Agreement would not produce beneficial results in line with the
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further expenditure of funds, by providing the Sub-Recipient with thirty (30) calendar day's prior written
notice.
c. The parties may agree to terminate this Agreement for their mutual convenience 0
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through a written amendment of this Agreement. The amendment will state the effective date of the E E
termination and the procedures for proper closeout of the Agreement. E
d. In the event that this Agreement is terminated, the Sub-Recipient will not incur new U
obligations for the terminated portion of the Agreement after the Sub-Recipient has received the
0
notification of termination. The Sub-Recipient will cancel as many outstanding obligations as possible. U
0
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) PROCUREMENT
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C.6.b
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 200.327 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
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." 0
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 0
contracts or purchase orders." In order to demonstrate compliance with this requirement, the Sub- L)
Recipient shall document, in its quarterly report to the Division, the progress of any and all subcontractors
0
performing work under this Agreement. 76
d. The Sub-Recipient agrees to include in the subcontract that (i) the subcontractor is
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bound by the terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal
laws and regulations, and (iii)the subcontractor shall hold the Division and Sub-Recipient harmless cv
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against all claims of whatever nature arising out of the subcontractor's performance of work under this LO
Agreement, to the extent allowed and required by law. 00
e. 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
0
the selection, award and administration of contracts." L)
f. As required by 2 C.F.R. §200.319(a), the Sub-Recipient shall conduct any
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procurement under this agreement"in a manner providing full and open competition." Accordingly, the
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Sub-Recipient shall not:
i. Place unreasonable requirements on firms in order for them to qualify to do
business; U)
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ii. Require unnecessary experience or excessive bonding; E
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iii. Use noncompetitive pricing practices between firms or between affiliated cj
companies;
iv. Execute noncompetitive contracts to consultants that are on retainer 0
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contracts;
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V. Authorize, condone, or ignore organizational conflicts of interest; 0
vi. Specify only a brand name product without allowing vendors to offer an
equivalent;
14
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C.6.b
vii. Specify a brand name product instead of describing the performance,
specifications, or other relevant requirements that pertain to the commodity or service solicited by the
procurement;
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
developing or drafting the specifications, requirements, statement of work, invitation to bid, or request for
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proposals.
g. "[E]xcept in those cases where applicable Federal statutes expressly mandate or 0
encourage" otherwise, the Sub-Recipient, as required by 2 C.F.R. §200.319(c), shall not use a
geographic preference when procuring commodities or services under this Agreement. 0
h. The Sub-Recipient shall conduct any procurement involving invitations to bid (i.e. U
sealed bids) in accordance with 2 C.F.R. §200.320(d) as well as section 287.057(1)(a), Florida Statutes.
0
i. The Sub-Recipient shall conduct any procurement involving requests for proposals 76
(i.e. competitive proposals) in accordance with 2 C.F.R. §200.320(2) as well as section 287.057(1)(b),
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Florida Statutes.
j. 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,
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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"). 0
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k. If the Sub-Recipient chooses to subcontract any of the work required under this
Agreement, then the Sub-Recipient shall review its competitive solicitation and subsequent contract to be
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awarded for compliance with the procurement standards in 2 C.F.R. §§200.318 through 200.327 and
E
required contract provisions in Appendix II to 2 C.F.R. Part 200. If the Sub-Recipient publishes a
competitive solicitation or executes a contract that is not in compliance with the Federal procurement
2A
standards in 2 C.F.R. §§200.318 through 200.327 or the requirements of Appendix II to 2 C.F.R. Part
200, then the Sub-Recipient is on notice that the Division may: t0
i. Terminate this Agreement in accordance with the provisions outlined in
paragraph (17) above; or,
U
ii. Refuse to reimburse the Sub-Recipient for any costs associated with that
0
solicitation.
0
I. FEMA has developed helpful resources for subgrant recipients related to compliance
with the Federal procurement standards in 2 C.F.R. §§200.318 through 200.327 and required contract
provisions in Appendix II to 2 C.F.R. Part 200. These resources are generally available at
Ihntt s://www.fema. ovl �irocu.uiremeirnt disasterassiistairnce team.
t............................................................................................g....................t.........................................................................................................................................................................................................................................
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C.6.b
(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
the conflict or inconsistency.
c. This Agreement has the following attachments:
i. Exhibit 1 - Funding Sources
ii. Attachment A—Budget and Scope of Work
0
iii. Attachment B—Program Statutes and Regulations
iv. Attachment C—Statement of Assurances 0
V. Attachment D— Request for Advance or Reimbursement U
vi. Attachment E—Justification of Advance Payment
4-
vii. Attachment F—Quarterly Report Form 0
76
viii. Attachment G—Warranties and Representations 0
CL
ix. Attachment H—Certification Regarding Debarment CL
X. Attachment I — Federal Funding Accountability and Transparency Act
A. Attachment J—Mandatory Contract Provisions
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xii. Attachment K—Certification Regarding Lobbying00
(20) PAYMENTS
a. Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as
0
applicable, section 216.181(16), Florida Statutes. All advances are required to be held in an interest- U
bearing account. If an advance payment is requested, the budget data on which the request is based and
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a justification statement shall be included in this Agreement as Attachment E. Attachment E will specify
X
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
to the submittal of a request for advanced payment. After the initial advance, if any, payment shall be U)
made on a reimbursement basis as needed. E
E
b. Invoices shall be submitted at least quarterly and shall include the supporting U
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 0
U
submittal of quarterly invoices shall be submitted to the Division grant manager as part of the Sub- 0
Recipient's quarterly reporting as referenced in Paragraph (12) of this Agreement. 0
c. If the necessary funds are not available to fund this Agreement as a result of action
by the United States Congress, the federal Office of Management and Budgeting, the State Chief
Financial Officer or under subparagraph (9)b. of this Agreement, all obligations on the part of the Division
16
c�
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C.6.b
to make any further payment of funds shall terminate, and the Sub-Recipient shall submit its closeout
report within thirty (30) days of receiving notice from the Division.
(21) REPAYMENTS
a. All refunds or repayments due to the Division under this Agreement are to be made
payable to the order of"Division of Emergency Management", and mailed directly to the following
address: °
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Division of Emergency Management
Cashier 0
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100 0
b. In accordance with section 215.34(2), Florida Statutes, if a check or other draft is U
returned to the Division for collection, Sub-Recipient shall pay the Division a service fee of$15.00 or 5%
0
of the face amount of the returned check or draft, whichever is greater. 76
0
(22) MANDATED 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
LO
00
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 (30) days written notice to the Sub-Recipient, cause the termination of this 0
U
Agreement and the release of the Division from all its obligations to the Sub-Recipient.
b. This Agreement shall be construed under the laws of the State of Florida, and venue
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for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other 0
U)
provision of this Agreement. E E
c. Any power of approval or disapproval granted to the Division under the terms of this E
Agreement shall survive the term of this Agreement. U
d. The Sub-Recipient agrees to comply with the Americans With Disabilities Act (Public
0
Law 101-336, 42 U.S.C. Section 12101 et seg. , which prohibits discrimination by public and private U
0
entities on the basis of disability in employment, public accommodations, transportation, State and local 0
a
government services, and telecommunications.
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
17
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C.6.b
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity, and may not transact business with any public entity in
excess of$25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list
or on the discriminatory vendor list.
f. Any Sub-Recipient which is not a local government or state agency, and which
receives funds under this Agreement from the federal government, certifies, to the best of its knowledge
CU
and belief, that it and its principals or affiliates:
i. Are not presently debarred, suspended, proposed for debarment, declared 0
ineligible, voluntarily excluded or disqualified from covered transactions by a federal department or
agency; 0
ii. Have not, within a five-year period preceding this proposal been convicted of U
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
0
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,
CL
CL
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
N
governmental entity (federal, state or local)with commission of any offenses enumerated in paragraph LO
(22) f. ii. of this certification; and, 00
iv. Have not within a five-year period preceding this Agreement had one or more
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public transactions (federal, state or local)terminated for cause or default.
0
g. In addition,the Sub-Recipient shall send to the Division (by email or by U
facsimile transmission)the completed "Certification Regarding Debarment, Suspension,
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Ineligibility And Voluntary Exclusion" (Attachment H)for each intended subcontractor which Sub-
X
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.
h. 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 E
E
provisions of chapter 119, Florida Statutes, which the Sub-Recipient created or received under this U
Agreement.
i. If the Sub-Recipient is allowed to temporarily invest any advances of funds under this 0
U
Agreement, any interest income shall either be returned to the Division or be applied against the 0
0
Division's obligation to pay the contract amount. 0
j. 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
("INK)]. The Division shall consider the employment by any contractor of unauthorized aliens a violation
18
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C.6.b
of Section 274A(e) of the INA. Such violation by the Sub-Recipient of the employment provisions
contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by
the Division.
k. Section 287.05805, Florida Statutes, requires that any state funds provided for the
purchase of or improvements to real property are contingent upon the contractor or political subdivision
granting to the state a security interest in the property at least to the amount of state funds provided for at
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least 5 years from the date of purchase or the completion of the improvements or as further required by
law. 0
I. The Division may, at its option, terminate the Contract if the Contractor is found to
have submitted a false certification as provided under section 287.135(5), Florida Statutes, or been 0
placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with U
Activities in the Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or
0
Syria, or to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a 76
boycott of Israel.
(23) LOBBYING PROHIBITION
a. 2 C.F.R. §200.450 prohibits reimbursement for costs associated with certain lobbying
LO
activities.
00
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 0
U
branch, or a state agency."
c. No funds or other resources received from the Division under this Agreement may be
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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 0
U)
or her knowledge and belief: E E
i. No Federal appropriated funds have been paid or will be paid, by or on E
behalf of the Sub-Recipient, to any person for influencing or attempting to influence an officer or U
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 U
0
Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or
cooperative agreement.
ii. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
19
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C.6.b
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
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
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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 0
It-
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. 0
U
(24) COPYRIGHT, PATENT AND TRADEMARK
EXCEPT AS PROVIDED BELOW,ANY AND ALL PATENT RIGHTS ACCRUING 0
76
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.
LO
a. If the Sub-Recipient has a pre-existing patent or copyright, the Sub-Recipient shall ,
00
retain all rights and entitlements to that pre-existing patent or copyright unless the Agreement provides
otherwise.
b. If any discovery or invention is developed in the course of or as a result of work or 0
U
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
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protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Sub-Recipient shall notify the Division. Any copyrights accruing under or in 0
U)
connection with the performance under this Agreement are transferred by the Sub-Recipient to the State E E
of Florida.
0
c. Within thirty (30) days of execution of this Agreement, the Sub-Recipient shall U
disclose all intellectual properties relating to the performance of this Agreement which he or she knows or
0
should know could give rise to a patent or copyright. The Sub-Recipient shall retain all rights and U
0
entitlements to any pre-existing intellectual property which is disclosed. Failure to disclose will indicate
that no such property exists. The Division shall then, under Paragraph (24) b., have the right to all
patents and copyrights which accrue during performance of the Agreement.
d. If the Sub-Recipient qualifies as a state university under Florida law, then, pursuant
to section 1004.23, Florida Statutes, any invention conceived exclusively by the employees of the Sub-
Recipient shall become the sole property of the Sub-Recipient. In the case of joint inventions, that is
20
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C.6.b
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
or trademarked work products, developed solely by the Sub-Recipient, under this Agreement, for Florida
government purposes.
(25) LEGAL AUTHORIZATION
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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
0
Sub-Recipient to the terms of this Agreement.
U
(26) EQUAL OPPORTUNITY EMPLOYMENT
4-
a. In accordance with 41 C.F.R. §60-1.4(b), the Sub-Recipient hereby agrees that it will 0
incorporate or cause to be incorporated into any contract for construction work, or modification thereof, as
LM
CL
defined in the regulations of the Secretary of Labor at 41 C.F.R. Chapter 60, which is paid for in whole or CL
in part with funds obtained from the Federal Government or borrowed on the credit of the Federal
Government pursuant to a grant, contract, loan insurance, or guarantee, or undertaken pursuant to any
LO
Federal program involving such grant, contract, loan, insurance, or guarantee, the following equal 00
opportunity clause:
During the performance of this contract, the contractor agrees as follows: 0
U
i. The contractor will not discriminate against any employee or
applicant for employment because of race, color, religion, sex, sexual
orientation, gender identity, or national origin. The contractor will take
affirmative action to ensure that applicants are employed, and that
employees are treated during employment without regard to their race,
color, religion, sex, sexual orientation, gender identity, or national origin.
Such action shall include, but not be limited to the following: .2
2A
Employment, upgrading, demotion, or transfer; recruitment or recruitment E
advertising; layoff or termination; rates of pay or other forms of t0
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. U
0
0
ii. The contractor will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, state that all
qualified applicants will receive considerations for employment without
regard to race, color, religion, sex, sexual orientation, gender identity, or
national origin.
iii. The contractor will not discharge or in any other manner
discriminate against any employee or applicant for employment because
21
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C.6.b
such employee or applicant has inquired about, discussed, or disclosed
the compensation of the employee or applicant or another employee or
applicant. This provision shall not apply to instances in which an
employee who has access to the compensation information of other
employees or applicants as a part of such employee's essential job E
functions discloses the compensation of such other employees or
applicants to individuals who do not otherwise have access to such
information, unless such disclosure is in response to a formal complaint ,
or charge, in furtherance of an investigation, proceeding, hearing, or
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action, including an investigation conducted by the employer, or is
consistent with the contractor's legal duty to furnish information.
4-
iv. The contractor will send to each labor union or representative of
workers with which he has a collective bargaining agreement or other 0
contract or understanding, a notice to be provided advising the said labor
union or workers' representatives of the contractor's commitments under U
this section, and shall post copies of the notice in conspicuous places
available to employees and applicants for employment. 0
76
V. The contractor will comply with all provisions of Executive Order
11246 of September 24, 1965, and of the rules, regulations, and relevant CL
CL
orders of the Secretary of Labor.
vi. The contractor will furnish all information and reports required by �
Executive Order 11246 of September 24, 1965, and by rules, LO
CD
regulations, and orders of the Secretary of Labor, or pursuant thereto, 00
and will permit access to his books, records, and accounts by the
administering agency and the Secretary of Labor for purposes of
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investigation to ascertain compliance with such rules, regulations, and
orders. 0
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vii. In the event of the contractor's noncompliance with the
nondiscrimination clauses of this contract or with any of the said rules,
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regulations, or orders, this contract may be canceled, terminated, or
X
suspended in whole or in part and the contractor may be declared
ineligible for further Government contracts or federally assisted
construction contracts in accordance with procedures authorized in
Executive Order 11246 of September 24, 1965, and such other sanctions .2
may be imposed and remedies invoked as provided in Executive Order A
11246 of September 24, 1965, or by rule, regulation, or order of the E
Secretary of Labor, or as otherwise provided by law. 0
U
viii. The contractor will include the portion of the sentence
immediately preceding paragraph (1) and the provisions of paragraphs
0
(1) through (8) in every subcontract or purchase order unless exempted U
by rules, regulations, or orders of the Secretary of Labor issued pursuant 0
to section 204 of Executive Order 11246 of September 24, 1965, so that
such provisions will be binding upon each subcontractor or vendor. The
contractor will take such action with respect to any subcontract or
purchase order as the administering agency may direct as a means of
enforcing such provisions, including sanctions for noncompliance:
Provided, however, that in the event a contractor becomes involved in, or
is threatened with, litigation with a subcontractor or vendor as a result of
22
c�
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C.6.b
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
clause with respect to its own employment practices when it participates in federally assisted construction �s
work: Provided, that if the applicant so participating is a State or local government, the above equal
CU
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. 0
V_
c. The Sub-Recipient agrees that it will assist and cooperate actively with the
administering agency and the Secretary of Labor in obtaining the compliance of contractors and 0
subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the U
Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such
0
information as they may require for the supervision of such compliance, and that it will otherwise assist 76
the administering agency in the discharge of the agency's primary responsibility for securing compliance.
d. The Sub-Recipient further agrees that it will refrain from entering into any contract or
contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor cv
N
debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted LO
construction contracts pursuant to the Executive order and will carry out such sanctions and penalties for 00
violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the
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administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive order. In
0
addition, the Sub-Recipient agrees that if it fails or refuses to comply with these undertakings, the U
administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole
c�
or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to
X
the Sub-Recipient under the program with respect to which the failure or refund occurred until satisfactory
assurance of future compliance has been received from such Sub-Recipient; and refer the case to the
Department of Justice for appropriate legal proceedings.
E
(27) COPELAND ANTI-KICKBACK ACT E
The Sub-Recipient hereby agrees that, unless exempt under Federal law, it will U
incorporate or cause to be incorporated into any contract for construction work, or modification thereof,
0
the following clause: U
0
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 0
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.
23
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C.6.b
The prime contractor shall be responsible for the compliance by any
subcontractor or lower tier subcontractor with all of these contract cn
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
0
that exceeds $100,000 and involves the employment of mechanics or laborers, then any such contract
must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department 0
of Labor regulations (29 C.F.R. Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be U
required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40
4-
hours. Work in excess of the standard work week is permissible provided that the worker is compensated 0
76
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
CL
hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and CL
provide that no laborer or mechanic must be required to work in surroundings or under working conditions
which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of N
LO
supplies or materials or articles ordinarily available on the open market, or contracts for transportation. 00
(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
0
that exceeds $150,000, then any such contract must include the following provision: U
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).
(30) SUSPENSION AND DEBARMENT
2A
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract,
then any such contract must include the following provisions: t0
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. § 0
U
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). 0
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.
24
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C.6.b
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 E
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
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.
(31) BYRD ANTI-LOBBYING AMENDMENT
0
If the Sub-Recipient, with the funds authorized by this Agreement, enters into a contract,
U
then any such contract must include the following clause:
Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended). 0
Contractors who apply or bid for an award of$100,000 or more shall file 76
the required certification. Each tier certifies to the tier above that it will
not and has not used Federal appropriated funds to pay any person or CL
CL
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 LO
U.S.C. § 1352. Each tier shall also disclose any lobbying with non 00
-
Federal funds that takes place in connection with obtaining any Federal
award. Such disclosures are forwarded from tier to tier up to the
recipient.
0
If this subgrant agreement amount is $100,000 or more, the Sub-Recipient, and U
subcontractors as applicable, shall sign Attachment K—Certification Regarding Lobbying.
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(32) CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS
ENTERPRISES, AND LABOR SURPLUS AREA FIRMS
a. If the Sub-Recipient, with the funds authorized by this Agreement, seeks to procure 0
U)
goods or services, then, in accordance with 2 C.F.R. §200.321, the Sub-Recipient shall take the following E E
affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus E
area firms are used whenever possible: U
i. Placing qualified small and minority businesses and women's business
0
enterprises on solicitation lists; U
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 economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and women's business
enterprises;
25
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Packet Pg. 304
C.6.b
iv. Establishing delivery schedules, where the requirement permits, which
encourage participation by small and minority businesses, and women's business enterprises;
V. Using the services and assistance, as 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
affirmative steps listed in paragraphs i. through v. of this subparagraph.
b. The requirement outlined in subparagraph a. above, sometimes referred to as 0
"socioeconomic contracting," does not impose an obligation to set aside either the solicitation or award of
a contract to these types of firms. Rather, the requirement only imposes an obligation to carry out and 0
document the six affirmative steps identified above. L)
c. The "socioeconomic contracting" requirement outlines the affirmative steps that the
0
Sub-Recipient must take; the requirements do not preclude the Sub-Recipient from undertaking additional 76
steps to involve small and minority businesses and women's business enterprises.
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CL
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 cv
N
women's business enterprises, does not authorize the Sub-Recipient to break a single project down into LO
smaller components in order to circumvent the micro-purchase or small purchase thresholds so as to 00
utilize streamlined acquisition procedures (e.g. "project splitting").
(33) ASSURANCES
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The Sub-Recipient shall comply with any Statement of Assurances incorporated as L)
Attachment C.
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TATIE OF FILOIRUDA `
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DIVISION OF EMERGENCY I All IEI IEN'T
Laura Dhuwe
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By!:
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Nairne airid IFitle: IK vin u,thriie Director
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05—AUG-2022
Date, _ —_______—----------.
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EXHIBIT— 1
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THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB-RECIPIENT UNDER THIS
AGREEMENT: E
Federal Program
Federal agency: Federal Emergency Management Agency: Hazard Mitigation Grant CU
Catalog of Federal Domestic Assistance title and number: 97.039
Award amount: $ 9,225,391.26
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES 0
AWARDED UNDER THIS AGREEMENT:
• 2 C.F.R. Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements L)
for Federal Awards
• The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as 0
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 0
the National Flood Insurance Reform Act of 1994, Public Law 103-325 and the Bunning-Bereuter CL
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Blumenauer Flood Insurance Reform Act of 2004, Public Law 108-264
• 31 C.F.R. Part 205 Rules and Procedures for Funds Transfers
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Federal Program:
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1. Sub-Recipient is to use funding to perform the following eligible activities:
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• Safe Room
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2. Sub-Recipient is subject to all administrative and financial requirements as set forth in this t3
Agreement, or will be in violation of the terms of the Agreement.
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Attachment A
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 the Emergency
Operations Center in Marathon, Monroe County, Florida, funded through the Hazard Mitigation Grant
Program (HMGP) DR-4337-066-A, as approved by the Florida Division of Emergency Management
(Division) and the Federal Emergency Management Agency (FEMA).
O
The Sub-Recipient, Monroe County Commissioners, agrees to administer and complete the project per
scope of work as submitted by the Sub-Recipient and subsequently approved the Division and FEMA.
The Sub-Recipient shall complete the work in accordance with all applicable Federal, State and Local O
Laws, Regulations and Codes.
U
PROJECT OVERVIEW:
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0
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 has a dual use to serve as the new Monroe County 0
BOCC Emergency Operations Center (EOC), which will be located at 7280 Overseas Highway, CL
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Marathon, Florida, 33050. <
The Phase II —Construction scope of work proposes a new structure approximately 28,321 square foot,
two-story building, which shall be elevated to meet local building code requirements. The building ,
structure is designed to include precast concrete beams and columns with a site-cast panel system and
00
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 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 disaster staff that must remain behind in the event
of a hurricane impacting Monroe County. The proposal includes site development with necessary U
drainage components (storm drainage piping, inlets, water detention areas, etc.) to meet rain load
requirements in compliance with 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.
Emergency back-up power forthe facility will be provided by purchasing and installing a two (2)generator
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
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 E
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 by the criteria contained in the standards of the
Department of Homeland Security, Federal Emergency Management Agency guidance manual FEMA U
P-361 Design and Construction for Community Safe Room, to provide "near-absolute protection". 0
L_
The project shall provide protection to flood and wind against a 500-year event and the generator a
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.
The project shall provide protection against 220 MPH winds, exceeding the wind speed required for the
area per Florida Building Code.
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Allowable costs for safe rooms apply to retrofits of existing facilities, new construction, and single or dual-
use facilities. Only eligible expenditures that are directly related to and necessary for the hazard
mitigation purpose of providing immediate life-safety protection will be reimbursed. Eligible and ineligible
costs are outlined in the 2015 Hazard Mitigation Assistance Guidance Addendum, C. Safe Rooms.
Project Locations:
......... ............. .. ........... ............ ............. ............. ............. ............. ............. ............. ............ ............. ....................
ID# Location Coordinates �s
.NE ........... ........... ........... ........... ........... .............(24 721770.... 81.061740)............ ....... ......
..2.).............. SE (24 720600... 81. 061930)
..3.). ........... .. .S.W ........... ........... ........... ........... ........... ...............(24 720340., 8.1. 062620).............
..4.). ............. ....NW ............. ............. ............. ............. ............. ............. (24 721800..... 81..0.6.2.8.0.0)...........
TASKS&DELIVERABLES:
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A) Tasks:
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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 0
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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 LM
0
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all applicable regulations. CL
The Sub-Recipient and contractor shall be responsible for maintaining a safe and secure worksite
for the duration of the work. The contractor shall maintain all work staging areas in a neat and
presentable condition. LO
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials, equipment, 00
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
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or suspended 0
from participating in federally funded projects. U
The selected contractor shall have a current and valid occupational license/business tax receipt
issued for the type of services being performed.
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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 U)
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 t0
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 occupational license or 0
business tax receipt issued for the type of services to be performed by the selected contractor.
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2) The Sub-Recipient shall monitor and manage the installation to construct a safe room.
The project shall be implemented in accordance with sealed engineering designs and construction
plans previously presented to the Division by the Sub-Recipient and subsequently approved by the
Division and FEMA. 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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The project shall protect the structure from windblown debris resulting from high windstorms, which
shall allow the function of the structures to continue following a severe wind event.
The Sub-Recipient shall fully perform the approved project, as described in the application, in
accordance with the approved scope of work indicated herein,the estimate of costs indicated herein,
the allocation of funds indicated herein, and all applicable terms and conditions. The Sub-Recipient
shall not deviate from the approved project terms and conditions.
Upon completion of the work, the Sub-Recipient shall schedule and participate in a final inspection ,
of the completed project by the local municipal or county building department (official), or otherCU
approving official, as applicable. The official shall inspect and certify that all installation was in
accordance with the manufacturer's specifications. Any deficiencies found during this final inspection
shall be corrected by the Sub-Recipient prior to Sub-Recipient's submittal of the final inspection
request to the Division.
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with sufficient 0
supporting documentation and provide a summary of all contract scope of work and scope of work U
changes, if any. Additional documentation shall include:
a) Copy of permit(s), notice of commencement. 0
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b) Local Building Official Inspection Report and Final Approval.
0
c) Two sets of engineering Signed/Sealed final design and analysis, and surveying. CL
CL
d) Any structural and non-structural design peer review reports as required by FEMA P-361 (as
applicable).
e) Construction Plans and bid documents for FEMA 361 compliance. LO
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f) Revised cost estimate for Phase II — construction (include Phase I costs), to implement the
design project.
g) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products to be utilized. t0
h) Verification letter or documentation showing the generators and electrical components are
protected to the 500-year(0.2% annual chance) flood elevation.
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i) Verification letter or documentation showing the facility and all its attendant utilities are protected
to the 500-year(0.2% annual chance) flood elevation.
j) Copy of the floodplain permit from the local floodplain administrator.
k) Verification of compliance with South Florida Water Management District (SFWMD)
Environmental Resource Permit (ERP) #44-105211-P. °
1) Letter verifying compliance with the National Historic Preservation Act, to include whether E
archaeological materials, prehistoric or historic artifacts, or human remains were encountered U
during project activities and, if so, how they were handled in accordance with Florida Statutes,
Section 872.05.
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m) Prior to project commencement, letter identifying source and location of fill material. If the borrow U
pit is privately owned or located in previously undisturbed land, or if fill is obtained by the 0
horizontal expansion of a pre-existing borrow pit, notification to the Division shall be provided 0
before commencement of the activities.
n) Proof of compliance with Project Conditions and Requirements contained herein.
o) Any other documentation requested by the Division, not limited to Project Conditions and
Requirements herein.
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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. E
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. CU
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 billing period. All costs
submitted for reimbursement shall contain adequate source documentation which may include but 0
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. U
The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted by subcontractors and 4-
pay subcontractors for approved bills, invoices, and/or charges. Sub-Recipient shall ensure that all
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subcontractor bills, invoices, and/or charges are legitimate and clearly identify the activities being
performed and associated costs. LM
CL
Construction Expense: The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted
CL
by the contractors and subcontractors and pay the contractors and subcontractors for approved bills,
invoices, and/or charges. Sub-Recipient shall ensure that all contractor/subcontractor bills, invoices, N
and/or charges are legitimate and clearly identify the activities being performed and associated costs. LO
Sub-Recipient Management Costs (SRMC) expenditure must adhere to FEMA Policy #104-11-1 00
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
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: U
solicitation, development, review, and processing of sub-applications; delivery of technical
assistance; quarterly progress and fiscal reporting; project monitoring; technical monitoring;
compliance activities associated with federal procurement requirements; documentation of quality of
work verification for quarterly reports and closeout; payment of claims; closeout review and
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 U)
under management costs. Similarly, construction management activities that manage, coordinate, A
and supervise the construction process from project scoping to project completion are project costs. E
These activities cannot be included under management costs. t0
Due to Strategic Funds Management(SFM), SRMC Interim Policy requires management costs to be
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 U
increments will be applied to larger awards allowing smaller awards to be fully obligated. Obligations 0
will be handled by the size of the total subaward.
The Sub-Recipient shall pre-audit all SRMC source documentation — personnel, fringe benefits, 2
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
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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
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
It-
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 0
any requests for reimbursement.
U
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.
LM
The Sub-Recipient shall submit to the Division requests for reimbursement of actual Phase I costs CL
CL
related to the project as identified in the project application and this scope of work. The Requests
for Reimbursement (RFR) shall include:
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a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of services N
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performed, description of services performed, location of services performed, cost of services ,
performed, name of service provider and any other pertinent information; 00
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 U
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 providing a FEMA P-361 standards safe room and installation of g
permanent generator(s) at the Monroe County BOCC Emergency Operations Center at 7280 A
Overseas Highway, Marathon, Florida, 33050. The structure shall be constructed to the required
Florida Building Code requirements. E
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For safe room construction, the project shall be designed 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 0
protection". U
Pursuant to subsection 553.896 2 , Florida Statutes, projects including the construction of new or
( ) p j 9
retrofitted window or door coverings must conform to design drawings that are signed, sealed, 0
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.
The project shall provide protection to flood and wind against a 500-year event and 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
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C.6.b
with a rated enclosure based on its location requirements. Activities shall be completed in strict
compliance with Federal, State and Local Rules and Regulations.
The project shall provide protection against 220 MPH winds, exceeding the wind speed required
for the area per Florida Building Code.
Allowable costs for safe rooms apply to retrofits of existing facilities, new construction, and single or
dual-use facilities. Only eligible expenditures that are directly related to and necessary for the hazard �s
mitigation purpose of providing immediate life-safety protection will be reimbursed. Eligible and ,
ineligible costs are outlined in the 2015 Hazard Mitigation Assistance Guidance Addendum, C. Safe
Rooms.
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 overall
project completion.
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PROJECT CONDITIONS AND REQUIREMENTS: U
C) Engineering:
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1) The Sub-Recipient shall submit to the Division an official letter stating that the project is 100% O
76
complete and ready for the Division's Final Inspection of the project.
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2) The Sub-Recipient shall provide a copy of the Notice of Commencement, and any local official CL
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Inspection Report and/or Final Approval, as applicable. <
3) The Sub-Recipient shall submit a signed and sealed final copy of the completed project's As-built
drawings and all necessary supporting documentation and provide a summary of all contract scope ,
of work changes, if any.
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4) The Sub-Recipient shall submit a final copy of the completed project's As-built drawings and all
necessary supporting documentation and provide a summary of all contract scope of work changes,
as applicable.
5) The Sub-Recipient shall submit a final copy of any electrical designs, specifications and/or drawings U
elaborated to complete the job.
6) The Sub-Recipient shall submit a certified letter of completion from Engineer of Record. The Sub-
Recipient's Engineer of Record shall provide a formal certificate or letter affirming that the project
has been completed in conformance with the approved project drawings, specifications, scope, and
applicable codes.
7) The Sub-Recipient shall submit all Product Specifications / Data Sheet(s) (technical standards) g
satisfying protection requirements on all products utilized. U)
8) All installations shall be done in strict compliance with the FEMA P-361 standards. All materials shall
be certified to meet or exceed the wind and impact standards of the current local codes. O
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9) Product Specifications documentation satisfying protection requirements for all products utilized shall
be provided to the Division for closeout.
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D) Environmental:
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1) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and 0
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.
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2) 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
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 E
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 impact to the budget.
3) The Sub-Recipient shall monitor ground disturbing activities during construction, and if any
potential archeological resources are discovered, shall immediately cease construction in that area CU
and notify the Division and FEMA.
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If human remains or intact archaeological deposits (e.g., arrowheads, pottery, glass, metal, etc.) are
uncovered, work in the vicinity of the discovery shall stop immediately and all reasonable measures
to avoid or minimize harm to the finds shall be taken. The Sub-Recipient shall ensure that 0
archaeological discoveries are secured in place, that access to the sensitive area is restricted, and
that all reasonable measures are taken to avoid further disturbance of the discoveries. U
The Sub-Recipient's contractor shall provide immediate notice of such discoveries to the Sub- 4-
Recipient. The Sub-Recipient shall notify the Florida Division of Historic Resources, the Division's
State Environmental Liaison Officer and FEMA within 24 hours of the discovery. Work in the vicinity
of the discovery may not resume until FEMA and the Division have completed consultation with
CL
SHPO, Tribes, and other consulting parties as necessary. CL
In the event that unmarked human remains are encountered during permitted activities, all work shall
stop immediately, and the proper authorities notified in accordance with Florida Statutes, Section N
872.05. LO
4) If prehistoric or historic artifacts, such as pottery or ceramics, projectile points, dugout canoes, metal 00
implements, historic building materials, or any other physical remains that could be associated with
Native American, early European, or American settlement are encountered at any time within the CU
project site area, the permitted project shall cease all activities involving subsurface disturbance in
the vicinity of the discovery. The Sub-Recipient shall contact the Florida Department of State, U
Division of Historical Resources, Compliance Review Section at (850)-245-6333. Project activities
shall not resume without verbal and/or written authorization. In the event that unmarked human
remains are encountered during permitted activities, all work shall stop immediately, and the proper
authorities notified in accordance with Section 872.05, Florida Statute.
5) Prior to project commencement, the Sub-Recipient must identify the source and location of fill
material and provide this information to the Division. If the borrow pit is privately owned, or is located
on previously undisturbed land, or if the fill is obtained by the horizontal expansion of a pre-existing U)
borrow pit, FEMA consultation with the State Historic Preservation Officer will be required. Failure to A
comply with this condition may jeopardize FEMA funding; verification of compliance shall be required E
at project closeout. t0
6) The generators and electrical components are supporting a critical action and must be protected to
the 500-year(0.2% annual chance) flood elevation. The Sub-Recipient must submit documentation
to the Division documenting compliance with this condition. U
7) The structure and all its attendant utilities are supporting a critical action and must be protected to
the 500-year (0/2% annual chance) flood elevation. Failure to comply with this condition may a
0
jeopardize FEMA funding; verification of compliance shall be required at project closeout.
8) The Sub-Recipient must obtain floodplain permit from the local floodplain administrator before work
begins. Failure to comply with these conditions may jeopardize FEMA funding; verification of
compliance shall be required at project closeout.
9) Per EO 11988 and 44 CFR Part 9.12(f) requirements, project cannot be obligated until 6/26/2022.
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C.6.b
10) The Sub-Recipient must comply with the conditions of the SFWMD ERP#44-105211-P. Failure to
comply with this condition may jeopardize FEMA funding;verification of compliance shall be required
at closeout.
11) 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.
E) Programmatic:
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1) A change in the scope of work must be approved by the Division and FEMA in advance regardless
of the budget implications.
4-
2) 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
3) The Sub-Recipient must "obtain prior written approval for any budget revision which would result in U
a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
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4) Project is approved with the condition that the enclosed list of deliverables shall be submitted, 30 0
76
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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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 the new expiration date and a new schedule of work, to N
the Division a minimum of seventy (70) days prior to the expiration date, for Division processing. LO
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6) A copy of the executed subcontract agreement must be forwarded to the Division within 10 days of
execution.
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7) 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.
8) If the Sub-Recipient is not the current title holder of the affected properties, the Sub-Recipient shall
provide documentation confirming the property acquisition and easement rights were obtained
voluntarily. If condemnation or eminent domain is used to obtain easement rights, FEMA shall not
pay for any associated costs or payments to the property owner. Furthermore, FEMA shall not
consider it an eligible contribution to the non-Federal cost share requirement and shall not financially
participate in that component of a project if land or easements are obtained involuntarily. g
9) This project shall be designed by the criteria contained in the standards of the Department of E
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 0
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.
10) Special Conditions required on implementation of project: U
0
a) EO 11988: The structure and all its attendant utilities are supporting a critical action and must be 0
protected to the 500-year (0.2% annual chance) flood elevation. Failure to comply with this a
condition may jeopardize FEMA funding; verification of compliance will be required at project
closeout. Source of condition: Executive Order 11988— Floodplains. Monitoring Required: No
b) EO 11988: The Sub-Recipient must obtain floodplain permit from the local floodplain
administrator before work begins. Failure to comply with these conditions may jeopardize FEMA
funding; verification of compliance will be required at project closeout. Source of condition:
Executive Order 11988— Floodplains. Monitoring Required: No
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C.6.b
c) EO 11988: The generators and electrical components are supporting a critical action and must
be protected to the 500-year (0.2% annual chance) flood elevation. The Sub-Recipient must
submit documentation to the State and FEMA documenting compliance with this condition.
Source of condition: Executive Order 11988—Floodplains. Monitoring Required: No
d) CZMA: The Sub-Recipient must comply with the conditions of the SFWMD ERP#44-105211-P.
Failure to comply with this condition may jeopardize FEMA funding; verification of compliance
will be required at closeout. Source of condition: Coastal Zone Management Act (CZMA).
Monitoring Required: No
e) NHPA: Any changes to the approved scope of work will require submission to, and evaluation
and approval by,the State and FEMA, prior to initiation of any work, for compliance with Section
106. Source of condition: National Historic Preservation Act (NHPA). Monitoring Required: No
f) NHPA: If prehistoric or historic artifacts, such as pottery or ceramics, projectile points, dugout
canoes, metal implements, historic building materials, or any other physical remains that could 0
be associated with Native American, early European, or American settlement are encountered U
at any time within the project site area, the permitted project shall cease all activities involving
subsurface disturbance in the vicinity of the discovery. The applicant shall contact the Florida -
Department of State, Division of Historical Resources, Compliance Review Section at(850)-245-
6333. Project activities shall not resume without verbal and/orwritten authorization. In the event
that unmarked human remains are encountered during permitted activities, all work shall stop LM
CL
immediately, and the proper authorities notified in accordance with Section 872.05, Florida CL
Statutes. Source of condition: National Historic Preservation Act (NHPA). Monitoring Required:
No
N
g) NHPA: If human remains or intact archaeological features or deposits(e.g., arrowheads, pottery, LO
glass, metal, etc.) are uncovered, work in the vicinity of the discovery will stop immediately and 00
all reasonable measures to avoid or minimize harm to the finds will be taken. The applicant will
ensure that archaeological discoveries are secured in place, that access to the sensitive area is
restricted, and that all reasonable measures are taken to avoid further disturbance of the
discoveries. The applicant's contractor will provide immediate notice of such discoveries to the 0
applicant. The applicant shall contact the Florida Division of Historic Resources and FEMA within U
24 hours of the discovery. Work in the vicinity of the discovery may not resume until FEMA has
completed consultation with SHPO, Tribes, and other consulting parties as necessary. In the
event that unmarked human remains are encountered during permitted activities; all work shall
stop immediately, and the proper authorities notified in accordance with Florida Statutes, Section
872.05. Source of condition: National Historic Preservation Act (NHPA). Monitoring Required:
No
h) NHPA: Prior to project commencement, the Sub-Recipient must identify the source and location U)
of fill material and provide this information to FDEM and FEMA. If the borrow pit is privately
owned, or is located on previously undisturbed land, or if the fill is obtained by the horizontal E
expansion of a pre-existing borrow pit, FEMA consultation with the State Historic Preservation U
Officer will be required. Failure to comply with this condition may jeopardize FEMA funding;
verification of compliance will be required at project closeout. Source of condition: National
Historic Preservation Act (NHPA). Monitoring Required: No 0
U
11) 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 a
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 unforeseen15
condition related to the project arose that required the use of contingency funds.
12) 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
37
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C.6.b
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 reasonable, allowable,
allocable and necessary to the overall project.
b) Funding is for approved indirect costs, direct administrative costs, and administrative expenses �s
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 documentation.
e) SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
O
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. U
LU
This is FEMA project number 4337-066-R,and shall be reported under 4337-066-A. It is funded under 0
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. 0
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FEMA awarded this project on June 30, 2022; this Agreement shall begin upon execution by both parties,
and the Period of Performance for this project shall end on February 28, 2024.
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F) FINANCIAL CONSEQUENCES:
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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;
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2) Disallow all or part of the cost of the activity or action not in compliance; U
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
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5) Take other remedies that may be legally available.
SCHEDULE OF WORK U)
A
Phase II— E
E
State Contracting: 2 Months U
Construction Plan/Technical Specifications: 2 Months
Bidding /Local Procurement: 2 Months O
U
Construction/ Installation: 11 Months
Local Inspections/Compliance: 1 Month 0
State Final Inspections/Compliance: 1 Month
Closeout Compliance: 1 Month
Total Period of Performance: 20 Months
38
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C.6.b
BUDGET
Line-Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials: $6,290,099.90 $3,396,646.01 $2,893,453.89
Labor: $7,712,674.72 $4,164,834.63 $3,547,840.09
Fees: $2,314,325.39 $1,249,732.79 $1,064,592.60
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Initial Agreement Amount: $16,317,100.01 $8,811,213.43 $7,505,886.58
***Contingency Funds: $815,854.62 $440,560.47 $375,294.15 4-
Project Total: $17,132,954.63 $9,251,773.90 $7,881,180.73
****SRMC 2
SRMC: $414,177.83 $414,177.83 U
SRMC Total: $414,177.83 $414,177.83 -
*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 0
CL
funds obligated under this Agreement is not increased. CL
*** This project has an estimated $815,854.62 in contingency funds. Per FEMA Hazard Mitigation
Assistance Guidance Part VI, D.3.4— Contingency funds are not automatically available for use. Prior to N
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 00
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. 0
U
**** Sub-Recipient Management Costs (SRMC) are included for this project in the amount of
$414,177.83 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.
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. T
F
If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC E
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout. U
Funding Summary Totals
U
Federal Share: $9,251,773.90 (53.99987393%)
0
Non-Federal Share: $7,881,180.73 (46.00012607%)
Total Project Cost: $17,132,954.63 (100.00%) ,
SRMC (100% Federal) $414,177.83
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C.6.b
Attachment B
Program Statutes and Regulations
The parties to this Agreement and the Hazard Mitigation Grant Program (HMGP) are generally
governed by the following statutes and regulations:
(1) The Robert T. Stafford Disaster Relief and Emergency Assistance Act;
(2) 44 C.F.R. Parts 7, 9, 10, 13, 14, 17, 18, 25, 206, 220, and 221, and any other applicable
FEMA policy memoranda and guidance documents; 0
(3) State of Florida Administrative Plan for the Hazard Mitigation Grant Program;
0
(4) Hazard Mitigation Assistance Guidance- February 27, 2015 Update; and c)
(5) All applicable laws and regulations delineated in Attachment C of this Agreement. -
In addition to the above statutes and regulations, the Sub-recipient must comply with the
following:
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The Sub-recipient shall fully perform the approved hazard mitigation project, as described in the
Application and Attachment A (Budget and Scope of Work) attached to this Agreement, in accordance c�
with approved scope of work indicated therein, the estimate of costs indicated therein, the allocation of
LO
funds indicated therein, and the terms and conditions of this Agreement. The Sub-recipient shall not
00
deviate from the approved project and the terms and conditions of this Agreement. The Sub-recipient
shall comply with any and all applicable codes and standards in performing work funded under this
Agreement, and shall provide any appropriate maintenance and security for the project.
Any development permit issued by, or development activity undertaken by, the Sub-recipient and t)
any land use permitted by or engaged in by the Sub-recipient, shall be consistent with the local
comprehensive plan and land development regulations prepared and adopted pursuant to chapter 163,
Part II, Florida Statutes. Funds shall be expended for, and development activities and land uses
authorized for, only those uses which are permitted under the comprehensive plan and land development
regulations. The Sub-recipient shall be responsible for ensuring that any development permit issued and
any development activity or land use undertaken is, where applicable, also authorized by the Water
Management District, the Florida Department of Environmental Protection, the Florida Department of
Health, the Florida Game and Fish Commission, and any Federal, State, or local environmental or land U)
use permitting authority, where required. The Sub-recipient agrees that any repair or construction shall
be in accordance with applicable standards of safety, decency, and sanitation, and in conformity with E
applicable codes, specifications and standards. t3
The Sub-recipient will provide and maintain competent and adequate engineering supervision at
the construction site to ensure that the completed work conforms with the approved plans and cj
specifications and will furnish progress reports and such other information to HMGP as may be required. 0
0
If the hazard mitigation project described in Attachment A includes an acquisition or relocation 0
project, then the Sub-recipient shall ensure that, as a condition of funding under this Agreement, the
owner of the affected real property shall record in the public records of the county where it is located the
following covenants and restrictions, which shall run with and apply to any property acquired, accepted, or
from which a structure will be removed pursuant to the project.
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C.6.b
(1) The property will be dedicated and maintained in perpetuity for a use that is compatible
with open space, recreational, or wetlands management practices;
(2) No new structure will be erected on property other than:
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;
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(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 0
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 0
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 U
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
76
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 CL
CL
forth in 44 C.F.R. §206.438(b).
The National Environmental Policy Act (NEPA) stipulates that additions or amendments to a N
HMGP Sub-Recipient Scope of Work(SOW) shall be reviewed by all State and Federal agencies LO
participating in the NEPA process. 00
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
Grants and Cooperative Agreements to State and Local Governments: 0
t3
(1) For Construction projects, the grantee must"obtain prior written approval for any budget
revision which result in a need for additional funds" (2 C.F.R. § 200.308);
(2) A change in the Scope of Work must be approved by FEMA in advance regardless of the
budget implications; and
(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, U)
or favorable conditions allowing lower cost or earlier completion. Any extensions of the A
period of performance must be submitted to FEMA sixty (60) days prior to the project E
expiration date. t0
The Sub-recipient assures that it will comply with the following statutes and regulations to the
extent applicable: 0
t3
0
(1) 53 Federal Register 8034
(2) Federal Acquisition Regulations 31.2 0
(3) Section 1352, Title 31, US Code
(4) Chapter 473, Florida Statutes
(5) Chapter 215, Florida Statutes
(6) Section 768.28, Florida Statutes
(7) Chapter 119, Florida Statutes
(8) Section 216.181(6), Florida Statutes
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C.6.b
(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 E
(14) 2 C.F.R. Part 200— Uniform Administrative Requirements, Cost Principles, and Audit
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) '0
(20) Section 504 of the Rehabilitation Act of 1973, as amended
(21) Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990) 0
(22) Department of Justice regulations on disability discrimination, 28 C.F.R., Part 35 and
Part 39 L)
(23) 42 U.S.C. 5154a
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C.6.b
Attachment C
Statement of Assurances
To the extent the following provisions apply to this Agreement, the Sub-recipient certifies that:
(a) It possesses legal authority to enter into this Agreement and to carry out the proposed program;
(b) Its governing body has duly adopted or passed as an official act of resolution, motion or similar
action authorizing the execution of the hazard mitigation agreement with the Division of
Emergency Management (DEM), including all understandings and assurances contained in it,
and directing and authorizing the Sub-recipient's chief administrative officer or designee to act in
connection with the application and to provide such additional information as may be required;
0
(c) No member of or delegate to the Congress of the United States, and no Resident Commissioner,
shall receive any share or part of this Agreement or any benefit. No member, officer, or U
employee of the Sub-recipient or its designees or agents, no member of the governing body of
the locality in which this program is situated, and no other public official of the locality or localities 0
who exercises any functions or responsibilities with respect to the program during his tenure or 76
for one year after, shall have any interest, direct or indirect, in any contract or subcontract, or the
proceeds, for work be performed in connection with the program assisted under this Agreement. CL
CL
The Sub-recipient shall incorporate, in all contracts or subcontracts a provision prohibiting any
interest pursuant to the purpose stated above; `Z
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(d) All Sub-recipient contracts for which the State Legislature is in any part a funding source, shall LO
contain language to provide for termination with reasonable costs to be paid by the Sub-recipient00
for eligible contract work completed prior to the date the notice of suspension of funding was
received by the Sub-recipient. Any cost incurred after a notice of suspension or termination is
received by the Sub-recipient may not be funded with funds provided under this Agreement
unless previously approved in writing by the Division. All Sub-recipient contracts shall contain 0
provisions for termination for cause or convenience and shall provide for the method of payment U
in such event;
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(e) It will comply with:
X
(1) Contract Work Hours and Safety Standards Act of 1962, 40 U.S.C. 327 et seq., requiring
that mechanics and laborers (including watchmen and guards) employed on federally
assisted contracts be paid wages of not less than one and one-half times their basic .2
wage rates for all hours worked in excess of forty hours in a work week; and A
E
(2) Federal Fair Labor Standards Act, 29 U.S.C. Section 201 et seq., requiring that covered E
employees be paid at least minimum prescribed wage, and also that they be paid one U
and one-half times their basic wage rates for all hours worked in excess of the prescribed
work-week.
0
(f) It will comply with
0
(1) Title VI of the Civil Rights Act of 1964 (P.L. 88-352), and the regulations issued pursuant 0
thereto, which provides that no person in the United States shall on the grounds of race,
color, or national origin, be excluded from participation in, be denied the benefits of, or be
otherwise subjected to discrimination under any program or activity for which the Sub-
recipient received Federal financial assistance and will immediately take any measures
necessary to effectuate this assurance. If any real property or structure thereon is
provided or improved with the aid of Federal financial assistance extended to the Sub-
43
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C.6.b
recipient, this assurance shall obligate the Sub-recipient, or in the case of any transfer of
such property, any transferee, for the period during which the real property or structure is
used for a purpose for which the Federal financial assistance is extended, or for another
purpose involving the provision of similar services or benefits;
(2) Any prohibition against discrimination on the basis of age under the Age Discrimination
Act of 1975, as amended (42 U.S.C. 6101-6107) which prohibits discrimination on the
basis of age or with respect to otherwise qualifies handicapped individuals as provided in
Section 504 of the Rehabilitation Act of 1973;
(3) Executive Order 11246, as amended by Executive Orders 11375 and 12086, and the
regulations issued pursuant thereto, which provide that no person shall be discriminated
against on the basis of race, color, religion, sex or national origin in all phases of
employment during the performance of federal or federally assisted construction
contracts; affirmative action to insure fair treatment in employment, upgrading, demotion, 0
or transfer; recruitment or recruitment advertising; layoff/termination, rates of pay or other
forms of compensation; and election for training and apprenticeship; L)
(g) It will establish safeguards to prohibit employees from using positions for a purpose that is or 0
gives the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business, or other ties pursuant to section 112.313 0
and section 112.3135, Florida Statutes; CL
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(h) It will comply with the Anti-Kickback Act of 1986, 41 U.S.C. Chapter 87 which outlaws and
prescribes penalties for"kickbacks" of wages in federally financed or assisted construction N
activities; LO
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(i) It will comply with the provisions of 5 U.S.C. 7323 (further known as the Hatch Act)which limits
the political activities of employees;
Q) It will comply with the flood insurance purchase and other requirements of the Flood Disaster 0
Protection Act of 1973, as amended, 42 U.S.C. 50, including requirements regarding the L)
purchase of flood insurance in communities where such insurance is available as a condition for
the receipt of any Federal financial assistance for construction or acquisition purposes for use in
any area having special flood hazards. The phrase "Federal financial assistance" includes any
form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or
grant, or any other form of direct or indirect Federal assistance;
For sites located within Special Flood Hazard Areas (SFHA), the Sub-recipient must include a g
FEMA Model Acknowledgement of Conditions of Mitigation of Property in a Special Flood Hazard A
Area with FEMA Grant Funds executed by the title holder with the closeout request verifying that E
certain SFHA requirements were satisfied on each of the properties. The Model t0
Acknowledgement can be found at www.fema.gov/governmenta/grant/sfha_conditions.shtm
(k) It will require every building or facility (other than a privately owned residential structure)
designed, constructed, or altered with funds provided under this Agreement to comply with the C3
"Uniform Federal Accessibility Standards," (AS)which is Appendix A to 41 C.F.R. Section 101- LM
19.6 for general type buildings and Appendix A to 24 C.F.R., Part 40 for residential structures.
The Sub-recipient will be responsible for conducting inspections to ensure compliance with these
specifications by the contractor;
(I) It will, in connection with its performance of environmental assessments under the National
Environmental Policy Act of 1969, comply with Section 106 of the National Historic Preservation
Act of 1966 (54 U.S.C.), Executive Order 11593, 36 C.F.R., Part 800, and the Preservation of
Archaeological and Historical Data Act of 1966 (54 U.S.C. 3125) by:
44
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C.6.b
(1) Consulting with the State Historic Preservation Office to identify properties listed in or
eligible for inclusion in the National Register of Historic Places that are subject to adverse
effects (see 36 C.F.R., Section 800.8) by the proposed activity; and
(2) Complying with all requirements established by the State to avoid or mitigate adverse
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
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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), 54 U.S.C., and implementing regulations in 36 C.F.R., Part 800.
(4) When any of the Sub-recipient's projects funded under this Agreement may affect a 0
historic property, as defined in 36 C.F.R., Part 800.16 (1)(1), the Federal Emergency U
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 LM
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Guidelines for Archeological Documentation (Guidelines) (48 Federal Register CL
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
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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 00
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: 0
subsurface disturbance; removal of trees; excavation of footings and foundations, and U
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
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
feasible steps to be accomplished to avoid any National Register eligible archeological
property or will make recommendations for the development of a treatment plan for the U)
recovery or archeological data from the property. A
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If the Sub-recipient is unable to avoid the archeological property, develop, in consultation E
with SHPO, a treatment plan consistent with the Guidelines and take into account the U
Advisory Council on Historic Preservation (Council) publication "Treatment of
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 0
U
Council do not object within fifteen (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 0
resolved.
(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
project for a National Register eligible or listed property; (c) if it appears that a project
funded under this Agreement will affect a previously unidentified property that may be
45
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C.6.b
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- E
recipient further acknowledges that FEMA may require the Sub-recipient to take all
reasonable measures to avoid or minimize harm to such property until FEMA concludes
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
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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 0
effect to occur. U
(m) It will comply with applicable provisions of the following laws and policies prohibiting
discrimination: 0
76
(1) Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination based
CL
on race, color, or national origin (including limited English proficiency). CL
(2) Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination
based on disability. N
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(3) Title IX of the Education Amendments Act of 1972, as amended, which prohibits
discrimination based on sex in education programs or activities. 00
(4) Age Discrimination Act of 1975, which prohibits discrimination based on age.
(5) U.S. Department of Homeland Security regulation 6 C.F.R. Part 19, which prohibits
discrimination based on religion in social service programs. L)
(n) 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;
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(o) It will comply with the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970, (42 U.S.C. 4541-45-94) relating to nondiscrimination on the basis of
alcohol abuse or alcoholism;
U)
(p) It will comply with 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and E
290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; E
E
0
(q) 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;
0
(r) It will comply with the Energy Policy and Conservation Act (P.L. 94-163; 42 U.S.C. 6201-6422), L)
and the provisions of the State Energy Conservation Plan adopted pursuant thereto;
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(s) 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;
(t) It will comply with Title VIII 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
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C.6.b
Title VI of the Civil Rights Act of 1964 (P.L. 88-352), which prohibits discrimination on the basis of
race, color or national origin;
(u) It will comply with the Clean Air Act of 1955, as amended, 42 U.S.C. 7401-7675;
(v) It will comply with the Clean Water Act of 1977, as amended, 33 U.S.C. 1251-1388
(w) It will comply with the endangered Species Act of 1973, 16 U.S.C. 1531-1544;
(x) It will comply with the Intergovernmental Personnel Act of 1970, 42 U.S.C. 4701-4772;
(y) It will assist the awarding agency in assuring compliance with the National Historic Preservation
Act of 1966, as amended, 54 U.S.C.;
0
W 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; L)
(aa) It will assist the awarding agency in assuring compliance with the Preservation of Archeological 0
and Historical Preservation Act of 1966, 16 U.S.C. 54 U.S.C. 3125
0
(bb) It will comply with the Rehabilitation Act of 1973, Section 504, 29 U.S.C. 794, regarding non CL
-
CL
discrimination;
(cc) It will comply with the environmental standards which may be prescribed pursuant to the Safe �
Drinking Water Act of 1974, 42 U.S.C. 300f-300j-27, regarding the protection of underground LO
water sources; 00
(dd) It will comply with the requirements of Titles II and III of the Uniform Relocation Assistance and
Property Acquisition Policies Act of 1970, 42 U.S.C. 4621-4638, which provide for fair and
equitable treatment of persons displaced or whose property is acquired as a result of Federal or 0
Federally assisted programs; L)
(ee) It will comply with the Wild and Scenic Rivers Act of 1968, 16 U.S.C. 1271-1287, related to
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protecting components or potential components of the national wild and scenic rivers system;
X
(ff) It will comply with the following Executive Orders: EO 11514 (NEPA); EO 11738 (violating
facilities); EO 11988 (Floodplain Management); EO 11990 (Wetlands); and EO 12898
(Environmental Justice); .2
2A
(gg) It will comply with the Coastal Barrier Resources Act of 1977, 16 U.S.C. 3501-3510; E
E
0
(hh) It will assure project consistency with the approved State program developed under the Coastal L)
Zone Management Act of 1972, 16 U.S.C. 1451-14674; and
0
(ii) It will comply with the Fish and Wildlife Coordination Act of 1958, 16 U.S.C. 661-668. t3
0
0
Qj) With respect to demolition activities, it will:
0
(1) Create and make available documentation sufficient to demonstrate that the Sub-
recipient and its demolition contractor have sufficient manpower and equipment to
comply with the obligations as outlined in this Agreement.
(2) Return the property to its natural state as though no improvements had ever been
contained thereon.
47
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C.6.b
(3) Furnish documentation of all qualified personnel, licenses and all equipment necessary to
inspect buildings located in the Sub-recipient's jurisdiction to detect the presence of
asbestos and lead in accordance with requirements of the U.S. Environmental Protection
Agency, the Florida Department of Environmental Protection and the County Health
Department. E
(4) Provide documentation of the inspection results for each structure to indicate:
a. Safety Hazard Present
b. Health Hazards Present
c. Hazardous Materials Present
(5) Provide supervision over contractors or employees employed by the Sub-recipient to 0
remove asbestos and lead from demolished or otherwise applicable structures.
(6) Leave the demolished site clean, level and free of debris.
(7) Notify the Division promptly of any unusual existing condition which hampers the U
contractor's work.
(8) Obtain all required permits. -
(9) Provide addresses and marked maps for each site where water wells and septic tanks
are to be closed along with the number of wells and septic tanks located on each site. 0
CL
Provide documentation of closures. CL
(10) Comply with mandatory standards and policies relating to energy efficiency which are
contained in the State Energy Conservation Plan issued in compliance with the Energy
Policy and Conservation Act (Public Law 94-163). LO
(11) Comply with all applicable standards, orders, or requirements issued under Section 112 00
and 306 of the Clean Air Act (42 U.S.C. 1857), Section 508 of the Clean Water Act (33
U.S.C. 1251-1388), Executive Order 11738, and the U.S. Environmental Protection
Agency regulations (40 C.F.R., Part 15 and 61). This clause shall be added to any
subcontracts. 0
t3
(12) Provide documentation of public notices for demolition activities.
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A
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E
0
t3
0
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0
0
0
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Attachment D
REQUEST FOR ADVANCE OR REIMBURSEMENT
OF HAZARD MITIGATION ASSISTANCE PROGRAM FUNDS
SUB-RECIPIENT: Monroe County Commissioners
REMIT ADDRESS: 500 Whitehead Street
CU
CITY: Key West STATE: FL ZIP CODE: 33040
PROJECT TYPE: Safe Room PROJECT#: 4337-066-A 0
PROGRAM: Hazard Mitigation Grant Program CONTRACT#: H0847
BUDGET: FEDERAL SHARE: LOCAL: L)
ADVANCED RECEIVED: N/A AMOUNT: SETTLED?
4-
0
Invoice Period: through Payment No:
Total of Previous Payments to Date: (Federal) 0
Total of Previous SRMC to Date: (SRMC Federal) CL
CL
Total Federal to Date: (Total Federal Paid)
Eligible Amount Obligated Federal Obligated LocalLO
100% Amount Non-Federal Division Use Only
(Current Request) 53.99987393% 46.00012607% Approved Comments 00
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TOTAL CURRENT REQUEST: $
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate,
and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and
conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any
material fact, may subject me to criminal, 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.
U)
SUB-RECIPIENT SIGNATURE:
E
E
NAME: TITLE: DATE: 0
U
TO BE COMPLETED BY THE DIVISION
U
0
APPROVED PROJECT TOTAL $ 0
a
0
APPROVED SRMC TOTAL: $ DIVISION DIRECTOR
APPROVED FOR PAYMENT $
DATE Cn
Cn
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Attachment D (cont.)
SUMMARY OF DOCUMENTATION IN SUPPORT OF AMOUNT
CLAIMED FOR ELIGIBLE DISASTER WORK UNDER THE
HAZARD MITIGATION ASSISTANCE PROGRAM
SUB-RECIPIENT: Monroe County Commissioners PAYMENT#: E
0
PROJECT TYPE: Safe Room PROJECT#: 4337-066-A �y
PROGRAM: Hazard Mitigation Grant Program CONTRACT#: H0847
REF NO2 DATE DOCUMENTATION 4 (Check) ELIGIBLE
AMOUNT COSTS
100% �
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2
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0
0
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4 LO
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0
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0
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8 E
0
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0
This payment represents % completion of the project. TOTAL
0
2 Recipient's,internal reference raun"ib r(e.g., Invoice, Receipt, Warrant, Voucher, faro" Check, or,°whchedul #) a
a Date of deliv ry of articl s, con"ipl tiara of work or p rforn'ranc services. (per dc cun'r nt)
1...ist l ac cun'rentation (Recipient's,payroll, nraterial out of recipient's stock, recipient cawraed eqsrsprrrent and
nan're of vendor or contractor) by category(Allaterials, I...abor, Fees) and line tend in the approved roject line
tend budget Provide a brief Q:description of the articles orservices. I ist service dates per each invoice.
50
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Attachment E
JUSTIFICATION OF ADVANCE PAYMENT
SUB-RECIPIENT: Monroe County Commissioners
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 0
supplies and equipment. We would not be able to operate the program
without this advance.
0
If you are requesting an advance, complete the following chart and line item justification below. U
PLEASE NOTE: Calculate your estimated expenses at 100% of your expected needs for ninety
4-
(90) days. Submit Attachment D with the cost share breakdown along with Attachment E and all 0
76
supporting documentation. 0
ESTIMATED EXPENSES
N
BUDGET CATEGORY/LINE ITEMS 20_-20_Anticipated Expenditures for First Three
LO
(list applicable line items) Months of Contract 00
For example
ADMINISTRATIVE COSTS
(Include Secondary Administration.) U
For example
PROGRAM EXPENSES
X
TOTAL EXPENSES
LINE ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the U)
need for the cash advance. The justification must include supporting documentation that clearly E
E
shows the advance will be expended within the first ninety (90) days of the contract term. Support U
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 0
U
be expended within the first ninety (90) days of the contract term. Any advance funds not 0
expended within the first ninety (90) days of the contract term as evidenced by copies of invoices 0
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.
51
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Attachment
QUARTERLY REPORT FORM
Instructions: Complete and submit this form to State Project Manager within/5-days after each quarter:
SUB-RECIPIENT: Monroe County Commissioners PROJECT#: 4337-066-A
PROJECT TYPE: Safe [Room CONTRACT#: H0847
�
PROGRAM: Hazard Mitigation Grant P QUARTER ENDING:
Advance Payment Information: �
�
Advance Received E] N/AF-1 Amount Advance Settled?Yes El No El
Financial Amount toDate: °0=
Sub-Recipient Total P
Target Dates (State Agreement): 0
Contract Execution Date: Contract Expiration Date:
Date Deliverables Submitted: Closeout Requested Date: ~~
Describe Milestones achieved duhngthis qua�or ��
Project Proceeding onSchedule? E] Yoa F] No (If No, Describe underisaueabelow) CL
CL
Percentage of Milestones completed toDate: Y6 <
Describe Activities 'Milestones completed this quarter only:
LO
Schedule of the Mi|oatonoa-Aotivitioa:
00
Milestone Dates (estimated)
State Contracting
Closeout Compliance
Estimated Project Completion Date:
Issues or circumstances affecting completion date, milestones, scope of work, and/or cost:
Cost Status: El Cost Unchanged El Under Budget El Over Budget
Cost/Financial Comments:
NOTE:Events may occur between quarterly reports, which have oignifinant impact upon your po?jenbs). such ao
anticipated overruns, changes/n scope of work, extensions. Contact the Division ao soon ao these conditions are
known, otherwise you could bo non-compliant with your sub-grant award. o
U
8ub'RecipientCnntnoot Representative (POC):
Signature: Phone: LM
- To be completed by Florida Division of Emergency Management Proiect Manager-
Project Manager Statement: LJNo Action Required, 0R
F-1 Action Required:
PM Percentage of Activates competed per PM Review QR Milestones Spreadsheet- 94 ��
�
Date Reviewed: Reviewer: Pn9ject lWanager ~�
52
C.6.b
Attachment G
Warranties and Representations
Financial Management E
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 0
requirements of 2 C.F.R. §200, Part D—Post Federal Award Requirements—Procurement Standards (2
C.F.R. §§200.317 through 200.327). 0
U
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Business Hours
0
The Sub-Recipient shall have its offices open for business, with the entrance door open to the 76
public, and at least one employee on site, from: 8:00 AM -5:00 PM, Monday Thru Friday, as
applicable.
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Licensing and Permitting LO
All subcontractors or employees hired by the Sub-Recipient shall have all current licenses and 00
permits required for all of the particular work for which they are hired by the Sub-Recipient.
CU
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U)
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0
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0
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0
0
0
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53
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C.6.b
Attachment H
Certification Regarding
Debarment, Suspension, Ineligibility E
And Voluntary Exclusion:
Subcontractor Covered Transactions
0
The prospective subcontractor, of
the Sub-Recipient certifies, by submission of this document, that neither it, its principals, nor affiliates are
presently debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded, or 0
disqualified from participation in this transaction by any Federal department or agency.
t3
4-
SUBCONTRACTOR 0
76
0
CL
CL
By: Monroe County Commissioners
Signature Sub-Recipient's Name N
LO
H0847
00
Name and Title DEM Contract Number
4337-066-A
Street Address FEMA Project Number
0
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City, State, Zip
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Date
U)
A
E
E
0
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0
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0
0
0
54
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Attachment
Federal Funding Accountability and Transparency Act
Instructions and Worksheet
E
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
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, CU
searchable website, which is Il tttlD://www.LaisasliDeiridliiriq.gnv/.
0
V_
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 0
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 U
Act of 2009, Pub. L. 111-5).
4-
0
76
Note: This "Instructions and Worksheet" is meant to explain the requirements of the FFATA and give
clarity to the FFATA Form distributed to sub-awardees for completion. All pertinent information below
CL
should be filled out, signed, and returned to the project manager. CL
CN
ORGANIZATION AND PROJECT INFORMATION
LO
The following information must be provided to the FDEM prior to the FDEM's issuance of a sub 00
-
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. CU
0
U
PROJECT#: 4337-066-A
FUNDING AGENCY: Federal Emergency Management Agency
X
AWARD AMOUNT: $ 9,225,391.26
OBLIGATION/ACTION DATE: June 30, 2022
SUBAWARD DATE (if applicable):
E
UEID/SAM#: QKLSCT2LM7M9 0
U
U E I D/SAM#
+4:
0
U
0
0
0
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*If your company or organization does not have a UEID/SAM number, you will need to obtain one from
https://sam.gov/content/entity-registrationThe process to request a UEID/SAM number takes about ten
minutes and is free of charge.
BUSINESS NAME: Monroe County Board of County Commissioners
DBA NAME (IF APPLICABLE):
PRINCIPAL PLACE OF BUSINESS ADDRESS: ,
ADDRESS LINE 1: 1100 Simonton Street
ADDRESS LINE 2:
0
ADDRESS LINE 3:
CITY Key West STATE FL ZIP CODE+4** 33040
PARENT COMPANY UEID/SAM# (if U
applicable):
4-
CATALOG OF FEDERAL DOMESTIC ASSISTANCE (CFDA#):
DESCRIPTION OF PROJECT (Up to 4000 Characters)
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 has a dual use to serve as the new Monroe County N
BOCC Emergency Operations Center (EOC), which will be located at 7280 Overseas Highway, LO
Marathon, Florida, 33050. 00
The Phase II — Construction scope of work proposes a new structure approximately 28,321 square foot,
two-story building, which shall be elevated to 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 U
tested for missile impact level compliant with Florida 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 disaster staff that must remain behind in the event of a
hurricane impacting Monroe County. The proposal includes site development with necessary drainage
components (storm drainage piping, inlets, water detention areas, etc.) to meet rain load requirements in
compliance with 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 0
separate mitigation action. U)
Emergency back-up power for the facility will be provided by purchasing and installing a two (2)generator E
load-sharing arrangement, consisting of identical 500 kW 3-phase, 4-wire diesel fired generators, or the t0
adequate size determined by the vendor and/or an electrical engineer during the bid process to
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 0
generator system is calculated to be 96 hours at the designed electrical demand load. Each generator U
will be installed with a base day tank and further supported by a single 2,500-gallon main fuel tank.
a
For safe room construction, the project shall be designed by the criteria contained in the standards of the 0
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 project shall provide protection to flood and wind against a 500-year event and 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
56
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rated enclosure based on its location requirements. Activities shall be completed in strict compliance
with Federal, State and Local Rules and Regulations.
The project shall provide protection against 220 MPH winds, exceeding the wind speed required for the
area per Florida Building Code.
Allowable costs for safe rooms apply to retrofits of existing facilities, new construction, and single or
dual-use facilities. Only eligible expenditures that are directly related to and necessary for the hazard �s
mitigation purpose of providing immediate life-safety protection will be reimbursed. Eligible and
ineligible costs are outlined in the 2015 Hazard Mitigation Assistance Guidance Addendum, C. Safe
Rooms.
Verify the approved project description above, if there is any discrepancy, please contact the project
manager.
PRINCIPAL PLACE OF PROJECT PERFORMANCE (IF DIFFERENT THAN PRINCIPAL PLACE OF 2
BUSINESS): U
ADDRESS LINE 1:
4-
ADDRESS LINE 2: 0
76
ADDRESS LINE 3:
0
CITY STATE ZIP CODE+4**
CONGRESSIONAL DISTRICT FOR PRINCIPAL PLACE OF PROJECT PERFORMANCE: N
LO
**Providing the Zip+4 ensures that the correct Congressional District is reported. ,
00
EXECUTIVE COMPENSATION INFORMATION:
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1. In your business or organization's previous fiscal year, did your business or organization (including CU
parent organization, all branches, and all affiliates worldwide) receive (a) 80 percent or more of your
0
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 C.F.R. 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
Transparency Act?
Yes ❑ No
U)
If the answer to Question 1 is "Yes,"continue to Question 2. If the answer to Question 1 is "No'; A
move to the signature block below to complete the certification and submittal process. E
E
0
2. Does the public have access to information about the compensation of the executives in your U
business or organization (including parent organization, all branches, and all affiliates worldwide)
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? U
Yes ❑ No ❑
a
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"
57
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C.6.b
appearing bellow to irelport tlhe "TotallCompensation" -for the-five Q p rmaost hiigtnlly compensated
"Executives", iiun irainik ordeir, In your organization. For purposes of this request, the follonnring terms
apply as defined in 2 GJF.IR.. Ch. 1 (Part 170 Appendix A:
"Executive" is defined as"officers, managing partners, or other errnplloyees in mainacgeirneint positions".
"'Total Cpurrpeq§@tion" is defined as the cash and noncashi dolllalr vallue earned by the executive during the
most recently completed'fiiscal year and inclh.udes the Following.
i. Sallary and bonus..
ii. Awards of stoclk, stack options, and stoclk appreciation rights. Use the dollar annount 0
recognized for financial statement reporting purposes with respect to the'fiscal)year in
accordance with the Statement of Financial accounting Standards INo.. 123 (Revised 2004)
(FAS 1231R)" Shared Based Payments., 0
i'ii. Earnings for services under noin-eciLi ty incentive plains. ')this does not include grourp fife, t3
health, hospitalization or medical) reimbursement pllans that do not discriinninate in favor of
executives, and are available generally to alll salaried employees. -
iv. Change in pension value. This us the change in (present value of defined (benefit and actuariall
pension plains.
L_
V. Above.-imarket earnings on deferred compensation which is riot tax-qualliified. CL
CL
vii. Other compensation, if the aggregate value of all such other connpensation (e.g. severance,
terrninatiion payments, value of life insurance paid on behalf of the ervnplloyee, perquisites or
property)for the executive exceeds$10,000. C14
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'TOTAL COMPENSATION CHART FOR MOST RIECIENTILY COMPLETED HISCAL` IEAI
00
(Coate of(Fiscal Year Completion. ...............................................:1
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IFtain 'To-tall Compensation
(lHighest to INarmne for host Recently 0
ILowest0 Jl ast, (Furst, IMlf Tilde Completed Fiiscall Year U
2
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THE: UNDERSIGNED CERTIFIES THAT ON THE DAYEWR`lTTEN _BELOW, THE: I IFQ�IFaI�AT11 IN
PROVIDEDINEEIP l sWCUIRIZA 0
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ATTEST Davin Madolk, CIlerk as
., 0
NalMIE AND rll'IFLE: (Mayor (David F'Jice � ,,As (Deputy Clerk
. ...... ............
Approved as to form arid legall sufficiency: �
lDa°IhE, µus"` ,_ &o, "..".'..* r Monroe County Attorrney'F Office M
33 7122022
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Attachment J
Mandatory Contract Provisions
Provisions: E
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 following is a list of sample provisions from Appendix II to 2 C.F.R. Part 200 that may be
required:'
Appendix II to Part 200—Contract Provisions for Non-Federal Entity 0
Contracts Under Federal Awards
In addition to other provisions required by the Federal agency or non-Federal entity, all contracts 2
made by the non-Federal entity under the Federal award must contain provisions covering the following, U
as applicable.
(A) Contracts for more than the simplified acquisition threshold, which is the inflation adjusted 0
amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations 76
Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal 0
remedies in instances where contractors violate or breach contract terms, and provide for such sanctions CL
CL
and penalties as appropriate.
(B)All contracts in excess of$10,000 must address termination for cause and for convenience by c
the non-Federal entity including the manner by which it will be affected and the basis for settlement. LO
(C) Equal Employment Opportunity. Except as otherwise provided under 41 C.F.R. Part 60, all 00
contracts that meet the definition of"federally assisted construction contract" in 41 C.F.R. Part 60-1.3
must include the equal opportunity clause provided under 41 C.F.R. 60-1.4(b), in accordance with
Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 C.F.R. Part, 1964-1965
Comp., p. 339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to t0
Equal Employment Opportunity," and implementing regulations at 41 C.F.R. part 60, "Office of Federal
Contract Compliance Programs, Equal Employment Opportunity, Department of Labor."
(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program
legislation, all prime construction contracts in excess of$2,000 awarded by non-Federal entities must
include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as
supplemented by Department of Labor regulations (29 C.F.R. Part 5, "Labor Standards Provisions
Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the g
statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the U)
prevailing wages specified in a wage determination made by the Secretary of Labor. In addition,
contractors must be required to pay wages not less than once a week. The non-Federal entity must place E
0
a copy of the current prevailing wage determination issued by the Department of Labor in each U
solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of
the wage determination. The non-Federal entity must report all suspected or reported violations to the
Federal awarding agency. The contracts must also include a provision for compliance with the Copeland U
"Anti-Kickback"Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 C.F.R. 0
Part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part
by Loans or Grants from the United States"). The Act provides that each contractor or Sub-recipient must 0
be prohibited from inducing, by any means, any person employed in the construction, completion, or
' For example, the Davis-Bacon Act is not applicable to other FEMA grant and cooperative agreement
programs, including the Public Assistance Program or Hazard Mitigation Grant Program; however, sub-
recipient may include the provision in its subcontracts.
60
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C.6.b
repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The
non-Federal entity must report all suspected or reported violations to the Federal awarding agency.
(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all
contracts awarded by the non-Federal entity in excess of$100,000 that involve the employment of
mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as
supplemented by Department of Labor regulations (29 C.F.R. Part 5). Under 40 U.S.C. 3702 of the Act,
each contractor must be required to compute the wages of every mechanic and laborer on the basis of a
standard work week of 40 hours. Work in excess of the standard work week is permissible provided that
the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all
hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable
to construction work and provide that no laborer or mechanic must be required to work in surroundings or 0
under working conditions which are unsanitary, hazardous or dangerous. These requirements do not
apply to the purchases of supplies or materials or articles ordinarily available on the open market, or
contracts for transportation or transmission of intelligence. 0
(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the U
definition of"funding agreement" under 37 C.F.R. §401.2 (a) and the recipient or Sub-recipient wishes to
enter into a contract with a small business firm or nonprofit organization regarding the substitution of 0
parties, assignment or performance of experimental, developmental, or research work under that"funding 76
agreement,"the recipient or Sub-recipient must comply with the requirements of 37 C.F.R. Part 401, 0
"Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government CL
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Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the
awarding agency.
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(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 N
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U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of$150,000 must
contain a provision that requires the non-Federal award to agree to comply with all applicable standards, 00
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). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
0
(H) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 U
C.F.R. 180.220) must not be made to parties listed on the governmentwide Excluded Parties List System
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. 180 that
implement Executive Orders 12549 (3 C.F.R. Part 1986 Comp., p. 189) and 12689 (3 C.F.R. Part 1989
Comp., p. 235), "Debarment and Suspension." The Excluded Parties List System in SAM contains the
names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
(1) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award U)
of$100,000 or more must file the required certification. Each tier certifies to the tier above that it will not
and has not used Federal appropriated funds to pay any person or organization for influencing or E
attempting to influence an officer or employee of any agency, a member of Congress, officer or employee U
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 must also disclose any lobbying with non-
Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are 0
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forwarded from tier to tier up to the non-Federal award.
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(J) See 2 C.F.R, §200.323 Procurement of recovered materials.
(K) See 2 C.F.R, §200.216 Prohibition on certain telecommunication and video surveillance
services or equipment.
(L) See 2 C.F.R, §200.322 Domestic preferences for procurements
(Appendix 11 to Part 200, Revised Eff. 11/1212020).
61
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FEMA created the 2019 PDAT Contract Provisions Template to assist non-Federal entities. It is available
at I tt ://www.:feirna::. . Mr!!: ..!i. ::::lliilk it lr. ::::data/1569�9. .�9.1....1...�90.�9. ::::
92666d66e00d1'7669d6d1b4de01 5164c9/l:::1l'.)AT Coirntiractll:::,irovisiioin sT"em nllate 9....�,0....I2, ndt.
......................................................................................................................................................................................................................................................................::................................................................................................................................................................................I K.......................................................................................I K................
Please note that the sub-recipient alone is responsible for ensuring that all language included in its
contracts meets the requirements of 2 C.F.R. § 200.327 and 2 C.F.R. Part 200, Appendix ll.
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Attachment IK M
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Certification Rea airdling Lobbying
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Check-the appropHate box:
19 11-his Certification Regarding Lobbying is required because the Contract, Grant, Loain, or Cooperative
Agreement mifll exceed $100,000 pursuant to 2 F.R. Part,200,Appendix 111(f); 131 U,&C� § 1362;
and 44 C.FRI 115aft 1-8
I 11"Ihis CeiVication is not required because the Contract., Grant, Loan, or Cm.:)Iperative Agreernent willll
be less than$100,000,
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APIFIENDIX A, 44 CYJR.,PART 18_CER"irlIFICATIOIN REGARDING LOBBYING
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Certification-for Contracts, Grants, L(,:)ans, and Cooperative Agreements 2
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Fhe undersigned certifies,to the(best of INs or her Ikrnowrwlledge aind befief,that. 0
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4-
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1. No IFederM appropriated funds have been paid or wifl The paid, by or on behalf of the undersigned, to
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any person-for,influenGiing or atternpLing to innuence an officer or eirnployee of an agency, a IMerrnber >
0
or Congress, an officer or ernployee of Congress,or an empioyee of a Mernbeir of Congress iin L_
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connection wkh the awarding of any Federall contract,the rrnalking of any FederM grant, the making of CL
any IFederM Doan,the entering into of any cooperative agreement, and the extension, coirffilnUation,
renewall, arnendment, or rnodifif:,ation of any F-ederall contract, grant, 0oan, or cooperative agreement.
CN
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Z I any funds other than Federall approprWed funds have(been paiid or WIN be paik.l to any person-for
iinnuenciing or attempting to Wiuencean officer or empUoyee of any agency, a Merinber of Congress, 00
e
an officer or ernpUoyee of Congress, or an employee of a Member of Congress in connection with fin�is
Federal contrart, grant, Iloan, or cooperative agreement,the undersigned shaH cornpWe arid submit
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Standard Forrn-LLL, "DiscUosure IForrm to IRepoit Lobbying," in accordance with,its instructions.. a
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3. "The undersugned shall require that the W,-nguage of this ceirtiiflcation be indluded in the award U
documents'for alU sulbawards at aH tilers(iriclluding subcontracts, subgrants, and contracts under
grants, Uoains,and cooperative agreements)and that alllI subrecipiients shaH certify and disclose
accorclingly.
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Fhiis certification is a rnaterW representation of fact upon which reNance was p1laced when this transaction was
made or entered iinto.. Subirnission of thiis ceii-fification is a prerequisite for making or entering into fts
transaction imposed by section 1352,title 31, U.S.. Code..Any persoin who faH.,,-..;to ffle'the required certification U)
shalI be sub ect to a civill penalty of not Uess than$10,000 and not more,flian, 100,t 00-for each such failluire.. U)
E
E
The Sub-Recipient or Subcontractor,Monroe c'nunt, Board oftfwm cerffies or affirryrs the 0
bruthUness and accuracy of each stat;i;errrU: i i an_dd_iscIq,-,,ure, if any'."In addition, the Contractor U
understands and agrees that the provisions of 31 U&C, Chdo.38,Admihstrative.J 6. u,aedles for 11=ake Chims
and Statempn-bw I b, s cer iron and disck)sure, rrf srngr
"77,
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TT ES_
-T-0 Kevin Madok, Uerk
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................... ........Signature of Sub IRe ent/subcontrartor's Authorized Official) 0
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Mayor (David Rice .........�I,
..................-----------------------........ L���_
Narne and Title of Sub..-Reciipieu-it/,subcontruictoir's Authorized Officiiall As Deputy Clerk
Date M
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63 Approved as to form and Uegal sufficiency.
Monroe County Attorney's Office E
7122022
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