Item C05 C5
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE
u,.. 9 Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tern Holly Merrill Raschein,District 5
Michelle Lincoln,District 2
� - James K. Scholl,District 3
' David Rice,District 4
Board of County Commissioners Meeting
June 21, 2023
Agenda Item Number: C5
2023-1037
BULK ITEM: Yes DEPARTMENT: Sheriffs Office
TIME APPROXIMATE: STAFF CONTACT: Julia Todd
AGENDA ITEM WORDING: Approval of Grant#S22-23-01-40, Additional Terms and Conditions
for Rural and State Grant Agreement.
ITEM BACKGROUND:
Grant# S22-23-01-40 came before the BOCC, was approved and signed by Mayor David Rice, on
10/19/2022. Attached for BOCC Approval is the State of Florida e911 Board's Additional Terms and
Conditions for Rural and State Grant Agreement. This Agreement is a Post-Approval Grant Agreement,
required by the e911 Board. Grant #S22-23-01-40 in the amount of$726, 393.00 for 911 Call
Handling System Replacement was approved by the e911 Board at their January 19, 2023 meeting.
PREVIOUS RELEVANT BOCC ACTION:
This Grant# S22-23-01-40 came before the BOCC, was approved and signed by Mayor David Rice, on
10/19/2022. Grant#S22-23-01-40 in the amount of$726, 393.00 for 911 Call Handling System
Replacement was approved by the e911 Board at their January 19, 2023 meeting.
CONTRACT/AGREEMENT CHANGES:
This agreement does not change any of the terms and conditions of the original Grant Application.
There
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Grant#S22-23-01-40 Additional Terms and Conditions for Rural and State Grant Agreement.pdf
FINANCIAL IMPACT:
There is no Financial Impact as the Grant has already been awarded.
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Additional Terms and Conditions for Rural and State Grant
S22-23-01-40
This Grant Agreement is entered into by and between the Florida Department of Management Services (the
"Department'or'DMS")and Monroe County BOCC("Grantee"), collectively referred to as the "Parties."The
terms of this document supplement the terms and conditions contained in in W Form 1A, Application for the
E911 Rural County Grant Program or W Form 3A, Application for the 911 Grant Programs (hereinafter the
"Application"),and the Grantee's award letter.
1. GENERAL TERMS AND CONDITIONS
By executing this agreement,the Grantee agrees to the following:
1.1.The Application,the Grantee's award letter, and this document, including its attachments and exhibits
(hereinafter collectively referred to asthe"Agreement"), contain all of the terms and conditions agreed
upon byte parties. if there are any conflicting provisions between the documents that make up the
Agreement,the following order of precedence applies:
1.1.1. this document;
1.1.2. Attachment 1,Audit Requirements for Awards of Assistance (with its Exhibit 1);
1.1.3. the Grantee's award letter;and
1.1.4. the Grantee's submitted Application.
1.2. In accordance with sections 365.172 and 365.173, F.S.,the Grantee shall perform the tasks specified
herein in accordance with the terms and conditions of this Agreement.
1.3. The term of this agreement begins on January 19, 2023.and ends on March 24,2025.
1.4.The parties shall be governed by all applicable state and federal laws, rules, executive orders, and
regulations, including, but not limited to,those identified in the "Applicable Statutes and Regulations"
table below,Any express reference in this Agreement to a statute,rule,or regulation in no way implies
that no other statue, rule, or regulation applies. Failure to comply may affect the current grant award
and future grants awards.
1A.I. The Grantee agrees to comply with the State of Florida Reference Guide for State Expenditures,
which can be obtained at:
b!pL/ w/Q Ld—oc—u—nm--J tfh tu
g2yfjp�Jd a cfo co r b St yklefol State Em�
1.5. This is a cost reimbursement agreement, This Agreement shall not exceed the amount specified on the
Grantee's award letter, and payment shall only be issued by the Department after acceptance of the
Grantee's performance asset forth by the terms and conditions of this Agreement. No renewals of this
Agreement are available.
1.6. The Grantee agrees to use the funds awarded under this Agreement only for costs directly incurred for
the grant project activities specified in the Application. Costs must be reasonable,necessary, allocable,
and allowable for the approved project and only incurred during the term of this Agreement
1.6.1. The Grantee shall refund to the Department any balance of unobligated funds that was advanced
or paid to the Grantee.
1.6.2. The Grantee shall refund any monies used for ineligible purposes under the laws, rules, and
regulations governing the use of these funds,
1.7. The Grantee agrees that the final request for reimbursement and supporting documentation for
incurred obligations shall be submitted to the Department no later than the term of this Agreement.
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2. AUTHORITY
The Department has been appropriated funds from the Emergency Communications Number E911 System Trust
to provide grants to counties for the purpose of upgrading E911 systems. The Department has the authority,
pursuant to section 282.702, F.S.,to enter into this Agreement and to disburse the appropriated funds tothe
Grantee under the terms and conditions set forth herein.
3. OBLIGATION TO PAY
The State's obligation to pay under this Agreement is contingent upon an annual appropriation by the
Legislature and is subject to any modification in accordance with either Chapter 216, F.S., or the Florida
Constitution.
4. MODIFICATION
4.1. The Scope of or in the Application is hereby modified to specify the following defiverable(s):
Deliverable No. 1—Tasks to Call Handling System Replacement
Performance Standard Documentation Financial Consequences
Complete all work for the 1) Reimbursement claim in If Grantee fails to comply
System Replacement accordance with Section with any term of the award,
Project in accordance 15, below. DMS shall take one or more
with the Grantee's 2) The Grantee shall submit of the following actions:
contract with its vendor. copies of:
Grantee shall attach this a. Any contracts or 1.Temporarily withhold cash
contract,which shall purchase orders with payments pending correction
include redactions with vendors; of the deficiency by Grantee;
applicable exemptions-for b. Vendor invoices; 2. Disallow all or part of the
public records within c. Proof of payment to cost of the activity or action
r r,ri 1w79 1 lo�0o vendors; and not in compliance;
stotwtes� d. Proof of receipt of 3. Wholly or partly suspend
deliverables. or terminate the current
award for the Grantee;
4. Suspend or deny future
grant awards;or
5.Take other remedies that
may be legally available.
DMS will provide no
reimbursement for any
improvement that does not
meet the standards
established in this award.
TOTAL REIMBURSABLE AMOUNT NOTTO EXCEED$726,393.00 .
2
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5. CONTACTS
5.1. The Department's Grant Manager is responsible for enforcing performance of this Agreement's terms
and conditions and will serve as the Department's liaison with the Grantee. As part of his or her duties,
the Department's Grant Manager will:
5.1.1. Monitor and document the Grantee's performance of the terms of this Agreement,which may
include but shall not be limited to, onsite visits by DMS staff, limited scope audits, or desktop
monitoring;
5.11. Review all documentation for which the Grantee requests payment;and
5.1.3. Reconcile and verify all funds received against all funds expended during the period of this
Agreement and produce a final reconciliation report that identifies any funds paid in excess of
the expenditures incurred by the Grantee.
The Department's Grant Managers responsible for the
administration of this Agreement are:
Sarah G.Mashburn
401Q_�Iana�deWay
Tal a asseeo L 32399
E91 I boa ii,dellleictiioril i;:;; ari— itsa-Y)Ainrie 1111g0V
5.2. The Grantee's Agreement Manager is responsible for monitoring performance of this Agreement's
terms and conditions and will serve as the Grantee's liaison with the Department, As part of his or her
duties, the Grantee's Agreement Manager shall provide all reports, as well as any other required
documents under this Agreement,to the E911 Board in accordance with Section 9.0 of the Application.
The Grantee's Agreement Manager responsible for the
administration oft is Agreement is:
Laura it
2945 DverEg@§H%U
Marathon.,FL.33050
jL
5.3. In the event that different managers or addresses are designated by either party after execution of this
Agreement, notice of the name,title, and address of the new manager will be provided tothe other
party in writing. Such changes do not require a formal written amendment to the Agreement.
6. AUDIT REQUIREMENTS
6.1. The Grantee shall retain all its records,financial records, supporting documents,statistical records,and
any other documents, including electronic storage media, pertinent to this Agreement in accordance
with the record retention requirements of Part V of Attachment 1, Audit Requirements for Awards of
State Financial Assistance. The Grantee shall cooperate with the Department to facilitate the
duplication and transfer of such records or documents upon the Department's request.
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6.2- The Grantee shall maintain books, records, and documents in accordance with the generally accepted
accounting principles to sufficiently and properly reflect all expenditures of funds provided by the
Department under this Agreement.
63- The Grantee shall comply with all applicable requirements of section 215.97, F.S., and Attachment 1,
Audit Requirements for Awards of State Financial Assistance. if the Grantee is required to undergo an
audit,the Grantee shall disclose all related party transactions to the auditor.
7. RECORDS
7A As required by section 215.97, F.S.,and Rule 6911-5.006 Florida Administrative Code(F.A.C),the Department,
the Department of Financial Services, and 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 Grantee 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 Grantee's
personnel for the purpose of interview and discussion related to such documents. This provision does not
limit the Department's authority to conduct or arrange for the conduct of additional audits or evaluations
of state financial assistance or limitthe authority of any state awarding agency inspector general,the Auditor
General,or any other State official,
7.2 The Grantee shall maintain all records, including those pertaining to any and all contractors,subcontractors
and consultants to be paid from funds provided under this Agreement and further including documentation
of all program costs in a form sufficient to determine compliance with the requirements and objectives of
the Application, and all other applicable laws and regulations,for the longer of five (5)years after the end
of the performance period specified in the table above and all pending matters or the period required by
the General Records schedules maintained by the Florida Department of State (available at:
73 If the Grantee's record retention requirements terminate prior to the requirements stated herein, the
Grantee may meet the Department's record retention requirements for this Agreement by transferring its
records to the Department at that time, and by destroying duplicate records in accordance with section
501.171, F.S.,and, if applicable,section 119.0701,F.S. The Grantee shall adhere to established information
destruction standards such as those established by the National Institute of Standards and Technology
Special Publication 800-88, "Guidelines for Media Sanitization"(2006), See bqp-LLcsrc.nist.&ov,
7.4 In accordance with section 216,1366, F.S.,the Department is authorized to inspect the:(a)financial records,
papers, and documents of the Recipient that are directly related to the performance of the Agreement or
the expenditure of state funds;and (b)programmatic records, papers,and documents of the Recipient which
the Department determines are necessary to monitor the performance of the Agreement or to ensure that
the terms of the Agreement are being met.The Recipient shall provide such records,papers,and documents
requested by the Department within 10 business days after the request is made.
S. PUBLIC RECORDS
The Grantee, an agency as defined in section 119.011(2), F.S., must comply with the requirements of Chapter
119, F.S., in the performance of its obligations under this Agreement. The Grantee must also ensure that any
contractors and subcontractors that perform work pursuant to this Agreement comply with the requirements
of Chapter 119, F.S., as applicable,
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9. LIABILITY
9.1. The Grantee is solely responsible to parties it deals with in carrying out the terms of this Agreement
and, subject to the limitation of section 768.28, F.S., the Grantee shall hold the Department harmless
against all claims of whatever nature by third parties arising from performance under this Agreement.
92. The Grantee, a subdivision as defined in section 768.28, F.S., agrees to be fully responsible for its
negligent or tortious acts or omissions which result in claims or suits against the Department and agrees
to be liable for any damages proximately caused by the acts or omissions to the extent set forth in
section 768.28, F.S. Nothing in this Agreement is intended to serve as a waiver of sovereign immunity
by the Grantee. Nothing in this Agreement may be construed as consent by a State agency or
subdivision of the State to be sued by third parties in any matter arising out of any contract.
10.EVENTS OF DEFAULT
If any of the following events occur("Events of Default"),all obligations on the part of the E911 Board to make
any further payment of funds shall, if the Department elects,terminate and the Department has the option to
exercise any of its remedies set forth herein. However,the Department 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.The Events of Default are:
10.1. If any warranty or representation made by the Grantee in this Agreement or any previous agreement
with the Department is or becomes false or misleading in any respect;
10.2. If the Grantee fails to keep or timely perform any of the obligations, terms, or covenants in this
Agreement or any previous agreement with the Department and has not cured them in timely
fashion;
10.1 If the Grantee or is unable or unwilling to meet its obligations under this Agreement;
10.4. If material adverse changes occur in the financial condition of the Grantee at any time during the
term of this Agreement;or
10.5. If any reports required by this Agreement have not been submitted to the Department or have been
submitted with incorrect, incomplete,or insufficient information.
11. REMEDIES
If an Event of Default occurs,then the Department shall provide a written notice to the Grantee, and, upon the
Grantee's failure to cure the default within the thirty(30)calendar days,the Department may exercise any one
(1)or more of the following remedies,either concurrently or consecutively,
11.1. terminate this Agreement in accordance with Section 12,Termination,below;
11.2. withhold or suspend payment of all or any part of a request for payment;
11.3. exercise any corrective or remedial actions,including but not limited to:
11.3.1. request additional information from the Grantee to determine the reasons for or the extent
of non-compliance or lack of performance;
11.3.2. issue a written warning to advise that more serious measures may be taken if the situation is
not corrected;or
11.3.3.advise the Grantee to suspend,discontinue,or refrain from incurring costs for any activities
in question.
Pursuing any of the above remedies will not preclude the Department from pursuing any other remedies
available under this Agreement or at law or in equity. If the Department waives any right or remedy in this
Agreement or falls to insist on strict performance by the Grantee, it does not affect,extend,or waive any other
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right or remedy of the Department,or affect the later exercise of the same right or remedy by the Department
for any other default by the Grantee.
12.TERMINATION
12.1. Termination Due to the Lack of Funds. if funds become unavailable for the Agreement's purpose,
such event will not constitute a default by the Department or the State. The Department agrees to
notify the Grantee in writing at the earliest possible time if funds are no longer available. In the event
that any funding identified by the Grantee as funds to be provided for completion of the project as
described herein becomes unavailable, including if any State funds upon which this Agreement
depends are withdrawn or redirected,the Department may terminate this Agreement by providing
written notice to the Grantee. The Department will be the final authority as to the availability of
funds.
12.2- Termination for Cause. The Department may terminate this Agreement for cause after ten (10)days
of a written notice,which will be issued after the 30-day cure period ends. Cause includes,but is not
limited to, misuse of funds, fraud, lack of compliance with applicable rules, laws, and regulations,
failure to perform on time,or refusal to permit public access to any document,paper, letter,or other
material subject to disclosure under Chapter 119, F.S., unless exempt from Section 24(a) of Article I
of the State Constitution and section 119.07(1), F.S., or applicable state or federal law, which the
Grantee created or received under this Agreement.
12.3. Termination for Convenience. The Department 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 further expenditure of funds by providing the Grantee with thirty
(30)calendar days'prior written notice.
12.4. Mutual Termination. The parties may agree to terminate this Agreement for their mutual
convenience through a written amendment of this Agreement. The amendment will state the
effective date of the termination and the procedures for proper closeout of the Agreement.
12.5. Grantee Responsibilities upon Termination. Upon notice of termination,the Grantee shall.
12.5.1. not incur new obligations for the terminated portion of the Agreement;and
12.5.2.cancel as any outstanding obligations as possible. Costs incurred after receipt of the
termination notice are disallowed. The Grantee shall not be relieved of liability to the
Department because of any breach of this Agreement by the Grantee. The Department may,
to the extent authorized by law,withhold payments to the Grantee for the purpose of set-off
until the exact amount of damages due to the Department from the Grantee is determined.
13®RESULTING THIRD PARTY CONTRACTSAND SUBCONTRACTS
13.1. The Grantee may contract with third parties to perform work. The Grantee remains fully responsible for
satisfactory completion of any and all work performed by any contractors and subcontractors.
13.1.1 If the Grantee contracts all or part of the work contemplated under this Agreement, including
entering into contracts with vendors for services, it is understood by the Grantee that all such
contract arrangements shall be evidenced by a written document containing all provisions
necessary to ensure the contractor's compliance with applicable state and federal laws. The
Grantee further agrees thatthe Department shall not be liable to the contractor for any expenses
or liabilities incurred under the contract and that the Grantee shall be solely liable to the
contractor for all expenses and liabilities incurred under the contract, The Grantee, at its
expense,will defend the Department against such claims,
112. With the Grantee's approval, the Grantee's contractor may subcontract work performed, and the
Grantee's contractor will be fully responsible for satisfactory completion of all subcontracted work.
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13.1 The Grantee agrees all Grantee contracts or subcontracts entered into pursuant to this Agreement shall
contain language requiring contractor(s) or subcontractor(s) who are paid from funds provided under
this Agreement (i) be bound by the terms of this Agreement, as applicable; and (H) be bound by, and
contain all provisions necessary to ensure the contractor's compliance with, all applicable state and
federal laws and regulations.
14. MANDATED CONDITIONS
14.1. This Agreement shall be construed under the laws of the State of Florida,and venue for any actions arising
out of this Agreement shall be in the Circuit Court of Leon County.
14.2. If any provision of this Agreement is in conflict with any applicable statute or rule or is unenforceable,
then the provision shall be null and void to the extent of the conflict and shall be severable but shall not
invalidate any other provision of this Agreement.
14.3. The Recipient and its contractors and subcontractors have an obligation to utilize the U.S. Department of
Homeland Security's (DHS) E-Verify system for all newly hired employees in accordance with section
448.095, F.S. The link to E-Verify is httx/hNw%Pv._usris,-�ov eve-vprff . Iffy executing this Agreement the
Recipient certifies that it is registered with, and uses, the E-Verify system for all newly hired employees
In accordance with section 448.095, F,S.The Recipient must obtain an affidavit from its contractors and
subcontractors in accordance with paragraph (2)(b)of section 448.095, F.S., and maintain a copy of such
affidavit for the duration of the Agreement. The Recipient shall provide a copy of its DHS Memorandum
of Understanding (MOU) to the Department's Agreement Manager within five (5) days of Agreement
execution.
This section serves as notice to the Recipient regarding the requirements of section 448.095, F.S.,
specifically sub-paragraph (2)(c)1, and the Department's obligation to terminate the Agreement if it has
a good faith belief that the Recipient has knowingly violated section 448.09(1), F.S.The Department will
promptly notify the Recipient and orderthe immediate termination of the contract between the Recipient
and a contractor and/or any subcontractors performing work on its behalf for this Agreement should the
Department have a good faith belief that the contractor or subcontractor has knowingly violated section
448,09(1), F.S.
14.4. In accordance with section 11.062 and 216.345,F.S.,funds received under this Agreement are not to be
used for the purpose of lobbying or used to directly or indirectly influence legislation or any other official
action by the Florida Legislature,the judicial brand, or any state agency.
15.MISCELLANEOUS
15.1. ERyMft0LZ[2=. Subject to the terms and conditions established in this Agreement and the billing
procedures established by the Department, the Department agrees to pay the Grantee in accordance
with section 215.422, F.S. The applicable interest rate can be obtained at:
k.htm,
15.2, Invoicing. The Grantee shall submit all claims for reimbursement and for progress payments, as
described in the Application, using Appendix IV, Financial Reimbursement of Expenditures Reporting
Form,to the Application. The Grantee may submit claims to the Board as needed;however,the Grantee
shall not submit more than one claim per month. After receipt of the reimbursement claim, and in
accordance with the payment provisions established in this Agreement,the Department shall disburse
the amount of funds approved by the Board.
15.3. Invoice Detail. Invoices submitted by the Grantee must fulfill all requirements specified in the scope of
work and include all supporting documentation, when applicable. The Grantee shall also submit
invoices in sufficient detail to fulfill all applicable requirements of the State of Florida Reference Guide
for State Expenditures.
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15,4. lntellectL41 Pro pf Where activities supported by this Agreement result in the creation of intellectual
property rights,the Grantee shall notify the Department, and the Department will determine whether
the Grantee will be required to grant the Department a perpetual, irrevocable, royalty-free,
nonexclusive license to use,and to authorize others to use for State government purposes,any resulting
patented, copyrighted, or trademarked work products developed under this Agreement. The
Department will also determine whether the Grantee will be required to pay all or a portion of any
royalties resulting from such patents, copyrights, or trademarks,
15.5. Conflict of Interest. This Agreement is subject to Chapter 112, F.S. The Grantee shall disclose the name
of any officer, director, employee, or other agent who is also an employee of the State, The Grantee
shall also disclose the name of any State employee who owns, directly or indirectly, more than a five
percent(5%) interest in the Grantee or its affiliates.
IS.& Non-Discrimination, The Grantee shall not unlawfully discriminate against any individual employed in
the performance of this Agreement due to race, religion,color,sex,physical handicap unrelated tosuch
person's ability to engage in this work, national origin, ancestry, or age. The Grantee shall provide a
harassment-free workplace, and any allegation of harassment shall be given priority attention and
action.
153 Electronic Funds Transfer Enrollment. The Grantee agrees to enroll in Electronic Funds Transfer (EFT),
offered by the State's Chief Financial Officer,within thirty(30)days of the date the last Party signed this
Agreement. Copies of the authorization form and a sample blank enrollment letter can be found at:
!I!!R!Jwww.m loridacfo.c DivisionLAA VendorsZ. Questions should be directed to the EFT Section
yL---------omL .... .
at(850)413-5517. Once enrolled, invoice payments will be made by EFT,
15.9. Survival, Any right or obligation of the parties in this Agreement which, by its express terms or nature
and context, is intended to survive termination or expiration of this Agreement, will survive any such
termination or expiration,
15.9. Notices. All notices fro both parties,outside of the notice of award and notices related to the business
of the E911 Board,shall be effective when placed in the United States,first class mail, postage prepaid,
by registered or certified mail-return receipt requested,to the address in section S herein.
I hereby affirm my authority and responsibility for the use of funds requested.
Grantee
Date:
Signature-Chair, Board of County Commissioners or County Manager MONROE COUNTY ATTORNEYS OFFCE
APPROVED AS To FORM
IX,Printed Name I
CUUMYATTORNEY
Grantor DATE:
Department of Management Services Date:
Printed Name
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APPLICABLE STATUTES AND REGULATIONS
The Graintee and the Department shall be goverried by 0 apjahcaWe State and fed era� �aws,rdles, and
reguiaboins,iiriduffling those identified in this tabie,,
General Requirements
------------ —---------------------
Florida Statutes(F.S.)
§ IL062, F,,S.-Use iof state funds for�obbying lwohH3ft.ed;penalty
----------------—----------- ------------------------ ......................----------------------------------
§20,055, F,S,-Agency inspectors geineral
Chapter 112,F.S.,-Public Officers arTd Errypk)yees:General Prolly.SI,orls
Chapterll.9, F.S.-Pubfilf,Records
----—---------------- ---—----------------
§21534, F,S,,-State fILInds; noncoliectibie iterns; procedure
—---------------------------------------------------------------------------------------------------------------------------------- ........................ --------------
215.4ii2, Ike S...Payments,warrants, and invoices; processingtirne lirnits; this e resoluflain;agency iDr
judidai birarich comphaince---------
§215.97, F,& - NoirWa Sin&ALAdit Act
215,971,IF..-Agreements funded%mith seder or state assMance
----------------------------------------------------------------------- --------
§216.301,F,S.-Appropriatilons; undisbursed balances
--------------------------- .........----------------------------------------------------------------------------------------I--------------------- ---------
§216347, RS... Ulsbuirsement of grain jp ts aind aids a� propriatlons ng p for�obbyiir6hibited
-----------------------------------------------------------------
216.3475, F.S. - Maximum rate o�f payrnent for spirvices furided Under Geriera Appiropriations Act or
awairded Din a noncompetitive baMs
--------- ---------------------- .............
§216A81(16), F.S,Aplaroved budgets for operations arid fixed capfta�autlay
--—-------------------------
§ 273,02, RS. r. inventory of certa4i property
------------------------------ —--------------------
§ 287.133, IF.S. - IPuulblic entity crrljirne; deinW or revocafloiri of the right to trainsact biush,iess wpth Ipauuldic
endfles
1 48:�A34, F . 'D-mcrinifination;deniai or revocation of the ru�ght to tiransact, business wit1h,pubfic entrdes
-------------------------287.135,F.S.-Prohi —-------------------ibitioin against contracting wMi scruturflzed companies
----------------
Chapter-443,F,5� - Reernployrnent Assistance
---------------------------------- -------------------- - ----------------------------------------------------------------------------------------------------------
i
501.171, R& -Security of coinfideraW personai inforimadon
--------------- —--------------------____-------------
Florida Administrative
----------------—------ ---------------------------—------------------------------------------- —--------------__..........
We Chapter.691-5-State Financial Assista�nce
Mernoranda
-ocess�ng
_CFON r Ien_oi-—-—---------------------------------------------—------------—---------------------
randurn No. 012 (2012-13 -) Contra ct an G d rant Reviews and ReW:e d f,)ayr nent Pr
---- -------
()M CFernoraindurTl No. 20(2019 m-20)-Co pkance Requirernents------for Agreements
t to E911 Man.and E911 Board Statutes and Rules
- --------------------------------...... --—-------------___—---------------------
Florida Statutes
---— _____________
Chapter 365,E& Use of'relephonas and Facsimiff?Machines
- -———--------------------
Florida Administrative Code
-—-------------------------------------------------- --------.......................... --------- - ----------------------------------------------------
may„Rule Chapter 6017-6-State E911 Plan
—--------------—---——--------------------
Ruie Chapter 6OFFI-5-E91 1 Board
--—---------- —------
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Giraint Nurnber:S22-23-01-40 Grant Award Date:01/19/2023
——------------
Catallog of State Financiai Cataiog or State Hinancial
Assistance inumberl-72.002 Zs�starice Iftie: MrOess E911 State GranV Program
............................—--------------------------------------------------- —-----------------
9 P
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Attachment 1
AUDIT REQUIREMENTS
FOR AWARDS OF STATE
FINANCIAL ASSISTANCE
The administration of resources awarded by the Department of Management Services (Department) to the
Grantee may be subject to audits and/or monitoring by the Department, as described in this section.
................................................................ ....................
MONIFFORING
In addition to reviews of audits conducted in accordance with section 215.97, Florida Statutes(F.S.), as revised
(see AUDITS below),monitoring procedures may include, but not be limited to,on-site Visits by Department staff,
limited scope audits, or other procedures. By entering into this agreement, the Grantee agrees to comply and
cooperate with any monitoring procedures or processes deemed appropriate by the Department. In the event
the Department determines that a limited scope audit of the Grantee is appropriate,the Grantee agrees to comply
with any additional instructions provided by Department staff to the Grantee regarding such audit. The Grantee
further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed
necessary by the Chief Financial Officer(CFO)or Auditor General.
AUDrrs
Part I., State Funded
In the event that the Grantee expends a total amount of state financial assistance equal to or in excess of
$750,000 in any fiscal year of such Grantee (for fiscal years ending June 30, 2017, or thereafter), the
Grantee must have a state single or project-specific audit for such fiscal year in accordance with section
215,97, F.S.; applicable rules of the Department of Financial Services; and Chapters 10.550 (local
governmental entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General.
EXHIBIT 1 to this fonn lists the state financial assistance awarded through the Department by this
agreement. In determining the state financial assistance expended in its fiscal year, the Grantee shall
consider all sources of state financial assistance, including state financial assistance received from the
Department, other state agencies, and other nonstate entities. State financial assistance does not include
federal direct or pass-through awards and resources received by a nonstate entity for federal program
matching requirements.
1. For the audit requirements addressed in Part 11, paragraph 1, the Grantee shall ensure that the audit
complies with the requirements of section 215.97(8), F.S. This includes submission of a financial reporting
package as defined by section 215.97(2), F.S., and Chapters 10.550 (local governmental entities) and
10.650(nonprofit and for-profit organizations), Rules of the Auditor General.
1 If the Grantee expends less than $750,000 in state financial assistance in its fiscal year (for fiscal years
ending June 30, 2017, or thereafter), an audit conducted in accordance with the provisions of section
215.97, F.S., is not required. If the Grantee expends less than$750,000 in state financial assistance in its
fiscal year and elects to have an audit conducted in accordance with the provisions of section 215.97,F.S.,
the cost of the audit must be paid from the nonstate entity's resources(i-e., the cost of such an audit must
be paid from the Grantee's resources obtained from other than state entities).
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Part It: her it Requirements
N/A
Part Its Report Submission
1. Copies of financial reporting packages required by Part 11 of this form shall be submitted by or on behalf of
the Grantee directly to each of the following:
as The Department at each of the following addresses:
Electronic copies(preferred): 911 BoardElectronicGrantReports@dms.fl.gov
Or
Paper(hard copy):
The Department of Management Services
911 Board
4030 Esplanade Way
Tallahassee Fl,32399
b The Auditor General's Office at the following address:
Auditor General
Local Government Audits/342
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, Florida 32399-1450
The Auditor General's website(tqpL,/1fiauditorgov/)provides instructions for filing an electronic copy
of a financial reporting package.
2. Any reports,management letters,or other information required to be submitted to the Department pursuant
to this agreement shall be submitted timely section 215.97, F.S.,and Chapters 10,550(local governmental
entities)and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable.
3. Grantees, when submitting financial reporting packages to the Department for audits done in accordance
with Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for-profit organizations),
Rules of the Auditor General, should indicate the date that the reporting package was delivered to the
Grantee in correspondence accompanying the reporting package.
Part V: Record Retention
The Grantee shall retain sufficient records demonstrating its compliance with the terms of the award(s)and this
agreement for a period of five(5)years from the date the audit report is issued, and shall allow the Department
or its designee, the CFO, or Auditor General access to such records upon request. The Grantee shall ensure
that audit working papers are made available to the Department, or its designee, the CFO, or Auditor General
upon request for a period of five(5)years from the date the audit report is issued, unless extended in writing by
the Department.
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Subject to Section 215.97, F.S.:
1. State Project A-
State Projects E 911 State Grant Program
State Awarding Agency State of Florida,Department of Management Services
Catalog of State Financial Assistance Tific and Number:72,002 Wireless E911 State Grant Program
Amount:$726,393.00
1. State Project B-
NfA
Compliance Requirements Applicable to State Resources Awarded
Pursuant to this Agreement Are as Follows:
The compliance requirements are as stated in Grant Agreement S22-2MI-40 between the Grantee and the
Department,entered in State Fiscal Year 2022-2023.
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