Item C04
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 9/1712003 Div~ion: Public Works
Bulk Item: Yet ---X- No - D~partment: Solid Waste Management
Staff Con tad PersonlPbone: Beth LetoI292-4560
AGENDA ITEM WORDING: Approval of a Resolution and acceptance of tbe 6th year
Consolidated Small County Solid Waste Management Grant Agreement
ITEM BACKGROUND: For tbe 6th year, the Department of Environmental Protet:tion is
offering a Consolidated Small County Solid Waite Management Grant
PREVIOUS RELEVANT DOCC ACTION: Approval or five (5) previous yean' applkations
and grant agreements; approval oftbe tUlTent grant application on 6/1812008
CONTRACT/AGREEMENT CHANGES: None
STAFF RECOMMENDA nONS: Approval
TOTAL COST: N/A BUDGETED: Yes..l No -
COST TO COUNTY: N/A SOURCE OF FUNDS: Department or
Environmeutal Protection
REVENUE PRODUCING: Yes-X- No_ AMO!ilPERMONm_ YearS117.316.00
APPROVED BY: County Atty YES ~u asing YES Risk Management N/A
DOCUMENTATION: Included ~ Not Required_
DISPOSmON: AGENDA ITEM #
Rnbed 11/00
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: FDEP Contract#: SC924
Effective Date: 10/01/08
Expiration Date: 09/30/09
Contract PurposelDescription:
Consolidated Small Couo Solid Waste Grant to be used for ro am costs.
Contract Manager: BethLeto 4560
(Name) (Ext.)
for BQCC meetin on 09/17/08 eoda Deadline: 09/02/08
-.C~vrXfuC~ 1 S--
Total Dollar Value of Contract $ 277,316.00 Current Year Portion: $ 0
Budgeted? Yes[81 NoD Account Codes: 414-41003-530490-GR0903-530J40
Grant: $ 277,316.00 - - - -
--~---
County Match: $ N/A - - - -
-~~--
- - -
------
ADDITIONAL COSTS
Estimated Ongoing Costs: SNIAlyr For:
(Not included in dollar yalue above) (C!!.. m,.;ni....lIJIce, utilities. ianitorial salaries, etc.)
CONTRACT REVIEW
Changes Date Out
_ Neoded ~ Reviewe<
Div;.ion D.,,,,,,, ~ O~ vosQ NoEf- ~:" Q
Risk Management (i-J. {j-( YesD Ng j
PJu- d -:R.~
O.M.B./Purchasing q-z. -0"6 YesD N
County Attorney <fl~ ~
Comments:
OMB FonnRevised 2f27/01 MCP#2
MEMORANDUM
TO: De.nt Pierce, Director
Public Works biYision
F~OM: Beth Leto, Asst. Dir.
Public Works Division
DATE: August 15, 2008
~E: Consolidated Small County Solid Waste Management
Grant Agreement As-nda Item
POI" the 6th year, the Department of Environmental Protection is offering a
Consolidated Small County Solid Waste Management Grant.
The currcnf grant application was appt'Oved by the Board on 6/18/2008 and
Ntumed to the De.partment of Environmental Protec:1ion. That agency has now issued
the grant agreement which is the subject of this agenda item.
SOLID WASTE MANAGEMENT
RESOLUTION NO. - 2008
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF
MONROE COUNTY FLORIDA, AUTHORIZING THE EXE-
CUTION OF A GRANT AGREEMENT WITH THE FLORIDA
DEPARTMENT OF ENVIRONMENTAL PROTECTION FOR
THE ACCEPTANCE OF SMALL COUNTY SOLID WASTE
GRANT FUNDS.
WHEREAS, by Resolution No. 174.2008, the Monroe County Board of Commis.."ioners
authorized the submission of a grant application to the Department of Environmental
Protection for Consolidated Solid Waste Management Grant funds; and
WHEREAS, the Florida Department of Environmental Protection has awarded Monroe
County a Small County Solid Waste Grant, in the amount of $277,316.00; and
WHEREAS. the Florida Department of Environmental Protection hll8 issued Grant
Agreement SC924 8.8 part of the grant awards; now, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA, that:
1. The grant is hereby accepted and the Mayor is authorized to execute the grant contract.
2. This resolution will become effective immediately upon adoption by the Com.mission and
execution by the Mayor and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida,
at a meeting of said Board held on the 17th day of September, 2008.
Mayor Di Gennaro -
Mayor Pro Tem McCoy -
Commissioner Spehar -
Commissioner Neugent -
Comm.issioner MUl'JIhy -
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: DANNY L. KOLHAGE, CLERK OF MONROE COUNTY, FLORIDA
By: By:
Deputy Clerk Mayor/Chairperson
Florida Department of Nj0 1 5 0'81 ChJrlie Crist
Governor
Environmental Protection len KOltKalllp
U. Governor
Bob Martinez Center
2600 B lair Stone Road ~1i( hJeI W Sole
Tallahassee. Florida 32399-2400 ~cGdJr\'
TO: Recipients of Consolidated Small County Solid Waste Grants
FROM: Bobby Adams, Waste Reduction Section
DATE: July 29, 2008
SUBJECT: FY08-09 Consolidated Small County Grant Agreements
We are pleased to award Consolidated Small County Solid Waste Grants to those counties with populations
less than 100,000. All eligible counties applied. Grant awards for the upcoming year remained $277,316.
There are some changes to the grant conditions this year so please read them carefully. Recently you were
informed that we now must have copies of invoices and checks for those items which are submitted for
reimbursement. This is required for payment by the State's Chief Financial Officer and will be in effect from
now on. Also, item number 15 in the Grant Conditions indicates whether your county is self-insured, or not.
Please check this item to be sure it is correct.
TWO SIGNED COPIES of the grant agreement are included for your acceptance. Please have both copies
Signed by your authorized representative. Keep the al!reement with the attachments and retu rn the copy
without the attachments to us. We will have the same attachments in our file here. Allowable costs may be
charged to the agreement beginning October 1, 2008 or the date the agreement is executed, whichever is
later. The date the grant agreement is signed by the county's authorized representative is the date of
execution.
Mail the signed original copy to:
Department of Environmental Protection
Waste Reduction Section, MS 4555
2600 Blair Stone Road
Tallahassee, FL 32399-2400
AUn: Bobby Adams
If you have any questions please contact Bobby Adams 850-245-8736 (Bobbv.Adams(a)Dep.5tate.FI.Us)
or Tony Partin 850-245-8737 (Tonv.Partin@Deo.State.FI.Us.l
"More ProU:Uionc Lr55 efL1Cr:S,~"
,n,'H' ri".,., ,:r;lt,~ (f 11(;
Florida Department of .' - 15 cB Ch<lrlie Crist
r
Governor
Envi ronmental Protection !err KOltbmp
It. Govt mar
Bob Martinez Center
2600 Blair Stone Road Michael W Sole
Tallahassee. Florida 32399-2400 ')('ct"(LlI'\
2008-2009 SMALL COUNTY CONSOLIDATED GRANT AGREEMENT
FOR STATE ASSISTANCE UNDER SECTION 403.7095, FLORIDA STATUTES
PART 1- GRANT NOTIFICATION INFORMATION
1. Grant Agreement Number: SC924 2. Date of Award: August 1 , 2008
3, Grant Title: SMALL COUNTY CONSOLIDATED GRANT
4. Grant Period: October 1,2008 or Execution (whichever is later) . September 30,2009
5. Grant Amount: $277,316
6. CSFA # and Project Name: 37.012/Small County Consolidated Grants
7. Grantee(s): MONROE COUNTY
Address: 1100 Simonton Street, Room 2-231
8. Grantee Fiscal Year End: September 30, 2009
9. Federal Employer Identification Number: 596000749
10. Grantee's Authorized Representative:
Name: Charles "Sonny' McCoy
Title: Mayor
Phone: 305-292-4432
11. Grantee's Contact Person:
Name: Beth Leto
Title: Ass!. Director, Monroe County Public Works
Phone: 305-292-4432
12. Total county population from official April 1 ,2007 population estimates: 78,987
13. Issuing Dffice:
Mr. Bobby Adams, Grant Manager
Florida Department of Environmental Protection
Bureau of Solid and Hazardous Waste (MS 4555)
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
(850) 245-B736
DEP Agreement No. SC924, Page 1 of 6 "','dOf" Protection. I,.,.; {'mee_u'
,,It,, def'5/:ite n /J.\
ART II - GRANT CONDITIONS
GENERAL CONDITIONS:
1. As consideration for the services rendered by the Grantee under the terms of this Agreement, the
Department shall pay the Grantee on a cost reimbursement basis in an amount not to exceed
$277,316 toward the project described in Attachment A, Grant Application, for direct costs only.
2. A. The Grantee, using Attachment S, Reimbunement Request Form, shall elect to
submit reimbursement requests on either a monthly or quarterly basis. The method
chosen shall be followed for the entire grant period. An original of the Reimbursement
Request Form, with summaries and appropriate contracts attached, shall be due on the
last day of the month following the end of the reporting period (monthly or quarterly).
Reimbursement Request Forms must be signed by the designated authorized
representative. This should be the same person who signed the Grant Agreement. If
there is a change in the authorized representative during the Grant period, the
Department must be notified of the new representative by resolution or minutes of a
commission meeting.
S. As an attachment to the reimbursement request form, the Grantee must provide from its
accounting system a listing of expenditures made under this Agreement The listing shall
include, at a minimum, a description of the goods or services purchased, date of the
transaction (check date), voucher number, amount paid, and vendor name. The Grantee
shall comply with the minimum requirements set forth in Attachment C, Contract
Payment Requirements. Authorized travel e)(penses are included in the amount of this
Grant and no additional travel expenses will be authorized. Any requests for
reimbursement of authorized travel e)(penses must be submitted in accordance with
Section 112.061, Florida Statutes.
C. As an attachment to the Reimbursement Request Form, the Grantee must submit an
actiVIty report that clearly describes what the expenditures were used for and how such
expenditures relate to one of the allowable items described in paragraph 5 below. To Ihe
extent that the expenditures are used for a specific project, the activity report should atso
include a description of problems encountered, problem resolutions, a financial summary
of the project, and any schedule updates.
3. Grant funds may be e)(pended through September 30, 2009. A final reimbursement request must
be submitted no later than October 31, 2009.
4. In addition to the requirements in the paragraph above, the Department will periodically request
proof of a transaction (invoice, payroll register, etc.) to evaluate the appropriateness of costs to
the Grant Agreement pursuant to State and Federal guidelines (including cost allocation
guidelines), as appropriate. This information. when requested, must be provided within thirty (30)
calendar days of such request. The Grantee may also be required to submit a cost allocation plan
to the Department in support of its multipliers for fringe benefits. All bills for amounts due under
this Grant Agreement shall be submitted in detail sufficient for a proper pre-audit and post-audit
thereof. State gUidelines for allowable costs can be found in the Department of Financial
Services' Reference Guide for State Expenditures at
http://www.f1dfs.com/aadirJreference%5Fauide.
DEP Agreement No. SC924, Page 2 of6
5. Expenditures shall be limited to the following items, as specified in Section 403.7095, Florida
Statutes:
A. General solid waste management, which may include purchasing or repairing solid waste
weight scales, waste tire costs, planning costs, construction and maintenance of solid
waste management or recycling facilities, and annual solid waste management program
operating costs:
B. Litter prevention and control; and
C. Recycling and education programs, which may include solid waste management
education for employees or the public and recycling demonstration projects.
6. Each recipient of Grant funds shall maintain accurate records of all expenditures of Grant funds
and shall assure that these records are available at all reasonable times for inspection, review or
audit by Department personnel and other personnel authorized by the Department. Records shall
be kept for a period of at least five (5) years following the end of the Grant period. The Grantee
agrees that it will expeditiously initiate and complete the program work for which assistance has
been awarded under this Grant Agreement in accordance with all applicable provisions of Florida
Statutes and the Florida Administrative Code. In the event any work is subcontracted, the
Grantee shall similarly require each subcontractor to maintain and allow access to such records
for audit purposes.
7. A. In addition to the requirements of the preceding paragraph, the Grantee shall comply with
the applicable provisions contained in Attachment D (Special Audit Requirements),
attached hereto and made a part hereof. Exhibit 1 to Attachment D summarizes the
funding sources supporting the Agreement for purposes of assisting the Grantee in
complying with the requirements of Attachment D. A revised copy of Exhibit 1 must be
proVIded to the Grantee for each amendment which authorizes a funding increase or
decrease. If the Grantee fails to receive a revised copy of Exhibit 1, the Grantee shall
notify the Department's Grants Manager to request a copy of the updated information.
B. The Grantee is hereby advised that the Federal and/or Florida Single Audit Act
Requirements may further apply to lower tier transactions that may be a result of this
Agreement. The Grantee shall consider the type of financial assistance (federal and/or
state) identified in A.ttachment D, Exhibit 1 when making its determination. For federal
financial assistance. the Grantee shall utilize the guidance provided under OMB Circular
A-133, Subpart B, Section .210 for determining whether the relationship represents that of
a subrecipient or vendor. For state financial assistance, the Grantee shall utilize the form
entitled "Checklist tor Nonstate Organizations RecipienVSubrecipient vs Vendor
Determination" (form number DFS-A2-NS) that can be found under the "linkslForms'
section appearing at the following website:
httDs://apps. f1dfs.com/fsaa
The Grantee should confer with its chief financial officer, audit director or contact the
Department for assistance with questions pertaining to the applicability of these
requ irements.
8. Allowable costs may be expended under this Grant Agreement beginning on October 1, 2008 or
the date this Grant Agreement is fully e)(ecuted, whichever date is later.
9. A. The Department has the right to terminate a Grant award and demand refund of Grant
funds for non-compliance with the terms of the award, Section 403.7095, Florida Statutes,
or the Solid Waste Grants Program Rule, Chapter 62-716, Florida Administrative Code.
Such Cldlon mClY also result in the Department declaring the local government ineligible
DEP Agreement No. SC924, Page 3 of 6
for further participation in the program until the local government complies with the terms
of the Grant award. Prior to termination, the Department shall provide thirty (30) calendar
days written notice of its intent to terminate and shall provide the Grantee an opportunity
to consult with the Department regarding the reason(s) for termination.
B. The Department may terminate this Agreement for convenience by providing the Grantee
with thirty (30) calendar days written notice.
10_ The Grantee shall obtain all necessary construction-related permits before initiating construction.
11. The State of Florida's performance and obligation to pay under this Grant Agreement is contingent
upon an annual appropriation by the l.egislature.
12. This Agreement may be unilaterally canceled by the Department for refusal by the Grantee to
allow public access to all documents, papers, letters, or other material made or received by the
Grantee in conjunction with this Agreement, unless the records are exempt from Section 24(01) of
Article I of the State Constitution and Section 119.07(1), Florida Statutes.
13. Pursuant to Section 216.347, Florida Statutes, the Grantee is prohibited from using Grant funds
for the purpose of lobbying the l.egislature, thE! judicial branch, or a State Agency.
14. To the extent required by law, the Grantee will be self-insured against, or will secure and maintain
during the life of this Grant Agreement, Workers' Compensation Insurance for all of its employees
connected with the work of this project and, in case any work is subcontracted, the Grantee shall
require the subcontractor similarly to provide Workers' Compensation Insurance fOr all of the
latter's employees unless slIch employees are covered by the protection afforded by the Grantee.
Such self-insurance program or insurance coverage shall comply fully with the Florida Workers'
Compensation law. In case any class of employees engaged in hazardous work under this Grant
Agreement is not protected under Workers' CompE!nsation statutes, the Grantee shall provide,
and cause each subcontractor to provide, adequate insurance satisfactory to the Department, for
the protection of his employees not otherwise protected.
15. The Grantee warrants and represents that it is self-funded for liability insurance, appropriate and
aJlowable under Florida law, and that such self-insurance offers protection applicable to the
Grantee's officers, employees, servants and agents while acting within the scope of their
employment with the Grantee.
16. Each party hereto agrees that it shall be solely responsible for the negligent or wrongful acts of its
employees and agents. However, nothing contained herein shall constitute a waiver by either
party of its sovereign immunity or the provisions of Section 768.28, Florida Statutes.
17. The Grantee covenants that it presently has no interest and shall not aCCluire any interest, which
would conflict in any manner or degree with the performance of services required.
18 Upon satisfactory completion of this Grant Agreement, the Grantee may retain ownership of the
equipment purchased under this Grant Agreement. However, the Grantee shall complete and
sign a Property Reporting Form, provided as Attachment E, and forward it along with the
appropriate invoice to the Departmen~s Grant Manager. The following terms shall apply:
A The Grantee shall have use of the equipment for the authorized purposes of the
contractual arrangement as long as the required work is being performed.
B. The Grantee is rE!sponsible for the implementalion of adequate maintenance procedures
to keep the equipment in good operating condition.
DEP Agreement No. SC924, Page 4 of6
C. The Grantee is responsible for any loss, damage, or theft of, and any loss, damage or
injury caused by the use of, non-expendable personal property or equipment purchased
with state funds and held in his possession for use in a contractual arrangement with the
Department.
19. A. The Grantee may subcontract work under this Agreement with the prior written consent of
the Department's Grant Manager. The Grantee agrees to be responsible for the
fulfillment of all work elements included in any subcontract and agrees to be responsible
for the payment of all monies due under any subcontract. It is understood and agreed by
the Grantee that the Department shall not be liable to any subcontractor for any expenses
or liabilities incurred under the subcontract and that the Grantee shall be solely liable to
the subcontractor for all expenses and liabilities incurred under the subcontract.
B. The Department of Environmental Protection supports diversity in its procurement
program and requests that all subcontracting opportunities afforded by this Agreement
embrace diversity enthusiastically. The award of subcontracts should reflect the full
diversity of the citizens of the State of Florida. A list of minority owned firms that could be
offered subcontracting opportunities may be obtained by contacting the Office of Supplier
Diversity at (850) 487-0915.
20. A. No person, on the grounds of race, creed, color, national origin, age, sex, or disability,
shall be excluded from participation in; be denied the proceeds or benefits of; or be
otherwise subjected to discrimination in performance of this Agreement.
B. An entity or affiliate who has been placed on the discriminatory vendor list may not submit
a bid on a contract to provide goods or services to a public entity, may not submit a bid on
a contract with a public entity for the construction or repair of a public building or public
work, may not submit bids on leases of real property to a public entity, may not award or
perform work as a contractor, supplier, subcontractor, or consultant under contract with
any public entity, and may not transact business with any public entity. The Florida
Department of Management Services is responsible for maintaining the discriminatory
vendor list and intends to post the list on its website. Questions regarding the
discriminatory vendor list may be directed to the Florida Department of Management
Services, Office of Supplier Diversity, at 850/487-0915.
21. A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not perform work as a Grantee, contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for
Category Two, for a period of 36 months from the date of being placed on the convicted vendor
list.
22. The Grantee shall comply with all applicable federal, state and local rules and regulations in
conducting the project funded under this Agreement. The Grantee acknowledges that this
requirement includes compliance with all applicable federal, state and local health and safety rules
and regulations. The Grantee further agrees to include this provision in all subcontracts issued as
a result of this Grant Agreement.
23. Land acquisition is not allowed under the terms of this Agreement.
24. This Agreement represents the entire Agreement of the parties. Any alterations, variations,
changes, modifications or waivers of provisions of this Agreement shall only be valid when they
have been reduced to writing, duly signed by each of the parties hereto, and attached to the
original of this Agreement, unless otherwise provided herein.
THE REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP Agreement No. SC924, Page 5 of 6
PART III . OFFER AND ACCEPTANCE
The State of Florida, actJng by and through the Department of Environmental Protection, hereby offers
assistance to the county of MONROE for all allowable costs incurred up to and not exceeding $277,316.
Grant Application dated June 1 e, 2008, included herein by reference
THE&LORIOA BYTHE DEPARTMENT OF ENVIRONMENTAl PROTECTION,
Ch",., F. Godd"'W Do! }Jj4. S
Bureau of Solid & Hazardous Waste
Approved as to form and legality:
This form has been pre-approved as to
Form and legality by Chris McGuire,
Senior Assistant General Counsel, on
Julv 18 2008 for use for one year.
In accepting this award and any payments made pursuant thereto, (1) the undersigned represents that he
is duly authorized to act on behalf of the recipient county, and (2) the recipient agrees to the general and
special conditions.
BY AND ON BEHALF OF THE DESIGNATED RECIPIENT COUNTY:
Signature of Authorized Representative Date
Name: Si:taf:le&.':Soooy:'MoCoy Mario DiGennaro
Title: Mayor
Please return to:
Department of Environmental Protection
Bureau of Solid and Hazardous Waste
Waste Reduction Section, MS4555
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
List of attachments/exhibits included as part of this Agreement:
Specify Letterl
~ Number Description (include number of oaoes)
Attachment A Grant Application (1 PaQel
Atta~hment B Reimbursement Reauest Form and Instructions 12 Paoes)
Attachment C Contract Pavment Reouirements (1 Paoe
Attachment D Special Audit Reouirements (5 Paoes)
Attachment E Prooerty Reoortina Form 11 Paae)
DEP Agreement No. SC924, Page 6 of6
ATT ACHMENT B
REIMBURSEMENT REQUEST FORM
Grantee: Grantee's Grant Manager:
Mailing Address:
Payment Request No.:
DEP Agreement No.:
Date Of Request: Expenditure
Amount Requested: $ Period:
GRANT EXPENDITURES SUMMARY SECTION
Effective Date of want throu End-of-want Period
AMOUNT OF THIS TOTAL CUMULATIVE
EXPENDlTIJRE RE VEST PAYMENTS
Purchasing or Repairing Solid Waste Weillht $ $
Scales
I Annual Solid Waste Management Program $ $
o eratin Costs
Planning S $
Construction of Solid Waste Management or
Rec c1in Facilities
Maintenance of Solid Waste Management or $ $
Ree clin Facilities
Solid Waste Management Education for $ $
Em 10 ees or the Public
R..eyding Demonstration Projects $ $
Waste Tire Costs
Litter Control and Prevention Projects
TOTAL AMOUNT $ $
AGREEMENT AMOUl'lT $
Less Total Cumul:ltive Payments of: $
TOTAL REMAINING IN GRANT $
CERTIFICATION
The undersigned certifies that the alJIount being requested for reimbunement above
was for items thaI were charged to and utilized only for the above cited grant activities,
Signature of Authorized Representative (Not Stamp)
Print Name
Date
DEP Agreement No. SC924, Attachment B, Page 1 of2
INSTRUCTIONS FOR COMPLETING
REIMBURSEMENT REQUEST FORM
GRANTEE: Enter the name of the grantee's agency.
MAILING ADDRESS: Enter the address that you want the state warrant sent.
DEP AGREEMENT NO.: This is the number on your grant agreement.
DATE OF REQUEST: This is the date you are subrrritting the request.
AMOUNT REQUESTED: This should match the amount on the "TOTAL AMOUNT" line for the "AMOUNT OF THIS
REQUEST' colunm..
GRANTEE'S GRANT MANAGER: This should be the person identified as grant manager in the grant Agreement.
PAYMENT REQUEST NO.; This is the number of your payment request, not the quarter number.
EXPENDITURE PERIOD: This is the beguming and ending date of the period of these expenditures.
GRANT EXPENDITURES SUMMARY SECTION:
~AMOUNT OF THIS REOUEST~ COLUMN: Enter the amount that was paid out during the invoice period for which
you are requesting reimbursement. Enter the column total on the "TOTAL AMOUNT" line. Enter the amount of the
Agreement on the "AGREEMENT AMOUNT' line. Enter the total cumulative amount of this request and all previous
paymenrs on lbe "LESS TOTAL CUMULATIVE PAYMENTS OF' line. Deduct the "LESS TOTAL CUMULATIVE
PAYMENTS OF" from the "A GREEMENT AMOUNT' for the amount to enter on the "TOTAL REMAINING IN GRANT'
line.
~TOTAL CUMULATIVE PAYMENTS" COLUMN: Enter the cumulative amounts that have been claimed to date for
reimbursement by budget category. The fina1 request should show the total of all payments; first through the final payment
(this amoWlt cannot exceed the approved budget amount for this Agreement). Enter the column total on the "TOTALS"
line. Do not enter anything in the shaded areas.
CERTIfiCATION: Must be signed by the Grantee's Authorized Representative. This should be the same person
who signed the Grant Agreement.
A LISTING OF EXPENDITURES AND AN ACTIVITY REPORT MUST BE SUBMITTED ALONG WITH THIS
REIMURSEMENT REQUEST, AS REQUIRED IN PARAGRAPH 2 OF THE GRANT AGREEMENT.
DEP Agreement No. SC924, Attachment B, Page 2 of 2
ATTACHMENT C
Contract Payment Requirements
Florida Department of Financial Services, Reference Guide for State Expenditures
Cost Reimbursement Co/Wacls
Invoices fOl cost reunhu::sement couttacts must be supp<irted by an itemized listlng of expendlhHes by calegory
(salary, trawl, expenses, ete.) Supporting docUlllMlalioH must be provided for each amoWlt for wmoh
rei;nbursement is beUlg claimed indicating that the item has been paid. Check nwnbetS may be provided Ln lIeu \)f
copIes of actual checks. Each piece of documentation should clearly reflect the dates of service. Only expenditures
for categories in the approved contract budget should be reimhursed.
Listed below are examplel of the types of documentation representing the minimum requirements'
(l) Salanes: A payroll register or similar documentation should be submitted The payroll register
should show grass salary charges, fringe benefits, other deductions and 111"[ pay If an
individual for whom reimbursement is being claimed is paid by the hour, a dDcument
reflecting the hours worked rimes the rate of pay will be acceptable.
(2) Fringe Benefits: Fnnge Benefits should be supPDrted by imoices showing the armunt paid on behalf of
the employee (e.g., insurance premiums paId). If the contract specifically states that
fringe benefits will be based on a specified percentage ta!her than the actual cost of fringe
benefits. then the cak\llation for the fringe benefits llmount must h. shown.
Exception: Governmental entities are not required to prolllde c\-.eck numbers or copies
of checks for fringe benefits.
(3) Travel: Reimbursement for travel must be m accordance with Section 112.061, Florida Statutes,
which includes submission of !he claim on the approved State travel voucher or
electronic means.
(4) Other direct costs Reimbunement will be made baSl'd 011 paid mvaices/receipts. lfnonexpendable property
IS purchased usmg State funds, the contract should include a prov15ion for the transfer 0 r
the property to the Sta~e when services are tenninated. Doc=ntation must be provided
10 show comphance with Department of Management Services Rule 60A-1.017, Florida
Administrative Code, regarding the requirements for contracts which include serVices and
that provide for the contractor to purchase tangible personal property as defined in
Section 273.02, Florida Statutes, for subsequent transfer to the State.
(5) In-house chuges: Charges which may be of an internal nature (e.g., postage, copies, etc.) may be
reimbursed 011 a usage log which shows the units times the rate being charged. The raleS
must be reasonable.
(6) Indirect cost>: If the contract specifies rhat indirect costs will be paid based on a specified rate, then the
calculation should be shown.
Contracts between state agencies, and or contracts between universities may submit alternative documentation to
substilnllate the rcirnburserneDlleguest thar may be in the form of FLAlR reports or other detaIled reports.
The Florida Department of F~ancia\ ScmGes, online Reference GUIde for State E:r.pel1dilUres can be found at this
web addres.~: http://www.fldfs.comlaadir/referencc guide.htm.
Dn 55-119 (O512~O8)
DEP Agreement No. SC924, Attachment C. Page 1 of 1
ATTACHMENT D
SPECIAL AUDIT REQUIREMENTS
The administration of resources awarded by the Department of Environmental Protection (which may be referred to
as the "Department", "DE?", "FDEP" or "Grall/or", or other name in the contract/agreement) to the recipient
(which may be referred 10 as Ihe "Contractor", Grantee" or olher name in the contract/agreement) may be subject
to audits and/or monitoring by the Department of Environmental Protection, as described in this attachment.
MONITORING
In addition to reVlews of audits conducted in accordance with OMB Circulilf A-D3 and Section 215.97, F.S., as
revised (see "AUDITS" below), monitoring procedures may include, but not be limited to, on.site visits by
Department staff, limited scope audits as defined by OMB Circular A-B3, as revised, and/or other procedures. By
entering into this Agreement, the recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Department of Environmental Protection. In the event the
Department of Enviro=ntal Protection detemlines that a limited scope audit of the recipient is appropriate, the
recipient agrees to comply with any additional instructions provided by the Deparlment to the recipient regarding
such audil. The recipient further agrees to comply and cooperate with any inspections, reviews, invesngations, or
audits deemed necessary by the ChIef Financial Officer or Auditor General.
AUDITS
PART I: FEDERALLY F1JNDED
This part is applicable if the recipient is a State or local government or a non-profit organization as defined 10 OMB
Circular A-133. as revised.
1. In the event that the recipient expends $500,000 or more in Federal awards in its fiscal year, the recipient
must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular
A-133, as revised. EXHIBIT I to this Agreement indicates Federal funds awarded through the Department
of Environmental Protection by this Agreement. In delermining the Federal awards expended in its fiscal
year, the recipient shall consider all sources of Federal awards, including Federal resources received from
the Department of Environmental pmtection. The detennination of amounts of Federal awards expended
should be in accordance with the guidelines established by OMB Circular A-B3, as revised, An audit of
me recipient conducted by the Auditor General in accordance with the provisiollS ofOMB Circular A-133,
as revised, will meet the requirements of this pan.
2 In conuection with the audit requirements addressed in Part I, paragraph 1, the recipient shall fulfill the
requiremeIltS relative to auditee responsibilities as provided in Subpart C of OMB Circular A-B3, as
revised.
3. If the recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-B3, as revised, is not required. In the evenr that the
recipient expends less than $500,000 in Federal awards in its fiscal year and elects to have an audit
conducted in accordance with the provisions ofOMB Circular A-B3, as revised, the cost of the audit must
be paid from non-Federal resources (i.e., the cost of such an audit must be paid from reciplent resources
obtained from other than Federal entities).
4 The recipient may access information regarding the Catalog of Federal Domestic Assistance (CFDA) via
the internet at http://12.46.245.173/cfdafdd-a.html.
DEP 55-liS (02/01)
DEP Agreement No. SC924, Attachment D, Page 1 of 5
PART II: STATE FUNDED
thiS part is applicable If the recipient is a nomtate entity as defmed by Section 215.97(2)( m}, Florida Statutes.
\. In the event that the recipient expends a total amount of state fmancial assistance equal to or in excess of
$500,000 in any fiscal year of such recipient, the recipient must have a State single or project-specific audit
for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Department
of Firumcial Services: and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rule, of the Auditor General. EXHIBIT l to this Agreement indicates stale fmancial
assistance awarded through the Department of Environmental Protection by this AgreemellL In
determining the state financial assistance expended in its fiscal year, the recipient shall consider all sources
of state financial assistance, induding slate financial assistance received from the Department of
Enviromnental Protection, other state agencies, and other nonstate entities. State financial assistance does
not include Federal direct or pass-through awards and resources received by a nonsta!e entity for Federal
program matching requirements.
2. In connection With the audit requirements addressed in Part II, paragraph 1; the recipient shall ensure that
the audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes submission
of a fmancial reporting package as defmed by Section 215.97(2), Florida Statutes, and Chapters 10.550
(local governmental entities) or 10.650 (nonprofit and for-profit organizations}, Rules of the Auditor
General.
3. If the recipient expends less than $500,000 in state fmancial assistance in its fiscal year, an audit conducted
in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the
recipient expends less than $500,000 in state financial assistance in its fiscal year, and elects to have an
audit conducted in accordance with the provisions of Section 2l5.97, Florida Statutes, the cost of the audit
must be paid from the nan-state entity's resources (Le., the cost of such an audit must be paid from the
recipient's resources obtained from other than State entities).
4. For information regarding the Florida Catalog of State FiIlilllcia.l Assistance (CSF A), a recipient should
access the Florida Single Audit Act website located at https:l/aoos.fldfs.comlfsaa for assistance. In
addition to the above websites, the following websites may be accessed for information: Legislature'S
Website at http://www.lel(.sta!e.fLusIW elcomelindex.cfm, State of Florida's website at
btlp:/lwww.mvflorida.com/. Department of Financial Services' Website at http://www.fldfs.coml and the
Auditor General's Website at htto:!lwww.state.f1.us/audgen.
PART III: OTHER .~UDIT REQUIREMENTS
(NOTE: TIllS part would be used to specify any additional audit requirements imposed by the State awarding entity
that are .olely a malter ofthm State awarding emily'S policy (i.e., the audit i:o not required by Federal Or Stale laws
and IS not in conflict with other Federal or State audit requirements). Pursuant to Section 115.97(8), Florida
Statutes, State agencies may conduct or arrange for audir.r of State financial assistance that are in addition to audits
conducted in accordance with Section 115.97. Florida Statutes. ]n such an event, the Stale awarding agency must
arrange for funding the full cost of such additional audits)
PART IV: REPORT SUBMISSION
1. Copies ofreporting packages for audits conducted in accordance with OMB Circular A-133, as revised. and
reqUIred by PART I of this Attachment shall be submitted, when required by Section .320 (d), OMB
Circular A-133, as revised, by or on behalf of the recipient directly to each of the following:
OEP 55.2]5 (02107)
DEP Agreement No, SC924, Attachment D, Page 2 of 5
A. The Department of Environmenta I Protection at the following address:
Audit Dirrctor
Florida Deparnnent of Environmental Protection
Office of the Inspector General, MS 40
3900 Commonwealth Boulevard
Tallahassee, Florida 32399.3000
B. Thl' Federal Audit Clearinghouse designated in OMB Circular A-B3, as revised (the number of
coptes requued by Sections ,320 (d)(l) and (2), OMB Circular A-133, as revised, should be
submitted to the Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
120] East lOth Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass-through entities in accordance with SectioDS .320 (e) and (0,
OMB Circular A-] 33, as revised.
2. Pursuant tD Section .320(1), OMB Circu!!u A-133. as revised, the recipient shall submit a copy of the
reporting package described in Section .320(c), OMB Circular A-D3. as revised, and any management
letters issued by the auditor, to the Department of Environmental Protection at the following address:
Audit Director
Florida Department ofEnvrronmenta\ Protection
Office of tbe Inspector General, MS 40
3900 COIl1l11Qowealth Boulevard
Tallahassee, Florida 32399-3000
3. Copies offmancial reporting packages required by PART II of this Attachment shall be submitted by or On
behalf of the recipient directl'l to each of the following.
A. The Department of Environmental Protection at the following address:
Audit Director
Horida Depanmen! of Enviromnental Protection
Office of !he InspeCTOr General, MS 40
3900 Commonwealth Boulevard
Tallahassee, Florida 32399-3000
B The Auditor General's Office at the following address:
State of Florida Auditor General
Room 40 \ , Claude Pepper Building
\11 West Madison Street
Tallahassee, Florida 32399-1450
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP 55-2\5 (02107)
DEP Agrl'ement No. SC924, AttacbmentD, Page 3 of5
4. Copies ofrepons or management letters required by PART UI of this Attachment shaH be submitted by or
on behalf of the recipient directly to the Department ofEnruownental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General, MS 40
3900 Conunonwealth Boulevard
Tallahassee, Florida 32399-3000
5. Any reports, management letters, or other information required to be submitted to the Department of
Environmental Proteclian pursuant to this Agreement shall be ~ubmitted timely in accordance with OMB
Circular A-B3, Florida Statutes, or Chapters 10.550 (local govemmmtal entities) or lO.650 (nonprofit and
for-profit organizatitms), Rules of the Auditor General, as applicable.
6. Recipients, when submitting financial reporting packages to the Department of Environmental Protection
for audits done in accordance with OMB Circular A-133, or Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date
that the repornng package was delivered to the reCIpient in correspondence accompanying the reporting
package.
PART V: RECORD RETENTION
The recipient shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a
period of S years from the date the audit report is issued, and shall allow the Department of Environmental
Protection, or its designee, Chief Financial Officer, or Auditor General access to such records upon request. The
recipient shall ensure that audit working papers are made available to the Department of Environmental Protection,
or its designee, Chief FinanCIal Officer, or Auditor General upon request for a period of 3 years from the date the
audit report is issued, unIes~ extended in writing by the Department of Environmental Protection.
REMAINDER OF PAGE INTENTIONAJ_L Y LEFT BLANK
DEI' 55-215 (02/07)
DEP Agreement No. SC924, Attachment D, Page 4 of 5
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