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Item C20 BOARD OF COUNTY COMMISSIONERS AGENDAITEMSU~RY Meeting Date: December 16. 2009 Division: Emergency Services Bulk Item: Y es ~ No Department: Emergency Management Staff Contact Person: Jose Tezanos AGENDA ITEM WORDING: Approval of a Federal Fiscal Year 2009 State Homeland Security Grant Program Agreement (SHSGP), Florida Division of Emergency Management (FDEM) Federal Grant No. 2009-SS-T9-0081 award letter, and authorization for the County Administrator to execute any other required documentation in relation to the application process. ITEM BACKGROUND: The FDEM has provided Monroe County an award letter which outlines condition to provide pImming, training and exercises under the State Homeland Security Grant Program - Issue 7 in the amount of $15,000.00. This grant is intended to provide delivery of ICS 300 & 400 courses and Catastrophic Support Planning. We must have this award letter signed by an authorized official and retumed prior to the execution of the Federally Funded Subgrant Agreement. We should not expend any funds until we receive a fully executed agreement from FDEM. PREVIOUS RELEVANT BOCC ACTION: None - CONTRACT/AGREEMENT CHANGES: None ST AFF RECOMMENDATIONS: It is appropriate to accept this State of Florida Division of Emergency Management award letter. A revenue cost center will be requested from OMB once the Subgrant Agreement is received. TOTAL COST: None BUDGETED: Yes No X COST TO COUNTY: NONE SOURCE OF FUNDS: Grant REVENUE PRODUCING: Yes No X AMOUNT PER MONTH_ Year 15,000.00 -~- - APPROVED BY: County Atty ~ OMBlPnrchasing Yes Risk Management Yes DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM # Revised 8/06 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: State of Florida DEM Contract #_ Effective Date: October 1,2009 Expiration Date: April 30, 2012 Contract Purpose/Description: Approval of a Federal Fiscal Year 2009 State Homeland Security Grant Program Agreement (SHSGP), Florida Division of Emergency Management (FDEM) Federal Grant No. 2009-SS-T9-0081 award letter, and authorization for the County Administrator to execute any other required documentation in relation to the application process. Contract Manager: Jose Tezanos 6325 14 (Name) (Ext. ) (Department/Stop #) for BOCC meeting on Dec 16,2009 Agenda Deadline: Dec 1,2009 CONTRACT COSTS Total Dollar Value of Contract: $ 15,000 Budgeted? YesD No 0 Account Codes: Grant: $ 15,000 County Match: $ 0 Current Year Portion: $ 15,000 - - - iP..5 -1350-g - G.GIOII -_ - - ----- - -------- ADDITIONAL COSTS Estimated Ongoing Costs: $~yr For: (Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes Date In Needed~~~'~yr Division Director l;> -1- 0 9 YesD N00 . / X4.------ Risk Managl'ment If,2D-a'i YesD NO~ . ( 'Bt ~~ x'\~~ ..\!It \ --.f ~ '\ ~ ~ ~~ O.M.B.JPurchtising ~ bQYesD No~ '--- ~ a ff Counly Attorney \\ h.. -t\tR YesD NO@ ~ 1. · JI.,p. Date Out ;) -1-0<] Comments: OMB Form Revised 2/27/01 MCP #2 S TATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT CHARLIE CRIST Governor RUBEN D. ALMAGUER Intcrim Director October 30, 2009 Subgrantee: Monroe County Emergency Management Issue Number Project Title #7 Catastrophic Support Planning #7 Delivery oncs 300 & 400 Grant Period: October 1,2009 - April 30, 2012 Final Allocation $10,000.00 $5,000,00 Total Amount of Award: $15,000.00 F edera I Grant No.: 2009-88 - T9-0081 8tate Agreement No.: Provided upon execution In accordance with the provisions of Federal Fiscal Year 2009 State Homeland Security Grant Program, the Florida Division of Emergency Management hereby awards to the foregoing Sub grantee a grant in the amount shown above. The CFDA number is 97.067 and Florida Division of Emergency Management federal grant number is 2009-88- T9-0081. Pavment of Funds: The original signed copy of this Award must be signed by the Official Authorized to Sign in the space below and returned to the Florida Division of Emergency Management before execution of your agreement. The sub grantee should not expend any funds until they receive a fully executed agreement from the Florida Division of Emergency Management and all Special Conditions are satisfied, Grant funds will be disbursed to subgrantees (according to the approved project budget) upon receipt of evidence that funds have been invoiced and products received and/or that funds have been expended (i.e., _ invoices, contracts, itemized expenses, etc.), Supplantation: The Act requires that subgrantees provide assurance that subgrant funds will not be used to supplant or replace local or state funds or other resources that would otherwise have been available for homeland security activities. In compliance with that mandate, I certify that the receipt offederal funds through Florida Division of Emergency Management shall in no way supplant or replace state or local funds or other resources that would have been made available for homeland security activities. Conditions: I certify that I understand and agree that funds will only be expended for those projects outlined in the funding amounts as individually listed above, I also certify that I understand and agree to comply with the general and fiscal terms and conditions of the grant including special conditions; to comply with provisions of the Act governing these funds and all other federal laws; that al1 information is correct; that there has been appropriate coordination with affected agencies; that I am duly authorized to commit the applicant to these requirements; and that all agencies involved with this project understand that all federal funds are limited to a thirty-month (30) period. FLORIDA RECOVERY OFFICE 36 Skyline Drive Lake Mary. FL 32746-6201 . DIVISION HEADQUARTERS' 255 S Shumard O.k Boolev.rd T.U.h.,.e" FL 32399-2100 Tel: 850-413-9969' Fax: 850-488-1016 www.Florida.Disaster.orll: STATE LOGISTICS RESPONSE CENTER 2702 Directors Row Orlando, FL 32809.5631 ---- STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT CHARLIE CRIST Governor RUBEN D. ALMAGUER Interim Director SPECIAL CONDITIONS I. The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to DHS grants are listed below: A. Administrative Requirements · 44 CFR Part 13, Unifonn Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments · 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (OMB Circular A-II 0) 1,3. Cost Principles · 2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB Circular A-87) · 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21) · 2 CFR Part 230, Cost Principles for Non-Profit Organizations (OMB Circular A-I22) · Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations - C. Audit Requirements · OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations · Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA, · The recipient agrees that all allocations and use of funds under this grant will be in accordance with the FY 2009 Homeland Security Grant Program guidance and application kit. · The recipient shall not undertake any project having the potential to impact Environmental or Historical Preservation (EHP) resources without the prior approval ofFEMA, including but not limited to commWlications towers, physical security enhancements, new construction, and modifications to buildings, structures and objects that are 50 years old or greater. Recipient must comply with all conditions placed on the project as the result of the EHP review. Any change to the approved project scope of work will require re-evaluation for compliance with these EHP requirements. If groWld disturbing activities occur during project implementation, the recipient must ensure monitoring of ground disturbance, and if any potential archeological resources are discovered, the recipient will immediately cease construction in that area and notify FEMA and the appropriate State Historic Preservation Office. Any construction activities that have been initiated without the necessary EHP review and approval will result in a non- compliance finding and will not be eligible for FEMA funding. ACCEPTANCE FOR THE SUBGRANTEE: Signature of State Administrative Agent Signature of Official Authorized to Sign for County , CYNTHIA L. HALL ASSISTANT CO~TY ATTORNEY DatA , "J.. ' J...~o9 FLORIDA RECOVERY OFFICE. DIVISION HEADQUARTERS' 36 Skyline Drive 2555 Shumard O.k Boulevard Lake Mary, FL 32746-6201 Tallah...ee, FL 32399-2100 Tel: 850-413-9969' Fax: 850-488.1016 wwwrFloridaDisastcr, or~ STATE LOGISTICS RESPONSE CENTER 2702 Directors Row Orlando, FL 32809-S631