Item B3 B3
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE 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
m' David Rice,District 4
Budget Meeting Meeting
September 6, 2023
Agenda Item Number: B3
2023-1488
BULK ITEM: Yes DEPARTMENT: Budget and Finance
TIME APPROXIMATE: STAFF CONTACT: Julie Cuneo
N/A
AGENDA ITEM WORDING:
Approval to opt-in to participate in the Florida Recovery Obligation Calculation(F-ROC)program and
authorize the Sr. Director, Budget and Finance to act as the Authorized Agent for the County and
execute the attached form and any further documents subsequently provided while participating in the
program.
ITEM BACKGROUND:
The F-ROC program is an initiative, sponsored by the Florida Division of Emergency Management
(FDEM), that assists Applicants in identifying risk in their organization and develops a clear action plan
that will abate those risks, while standardizing and streamlining the Public Assistance process.
Applicants have the potential to receive a score up to 80%. This score is made up of three components:
1. 20% Baseline score for signing and returning the Request Form.
2. Up to a 40% score for completing the Disaster Readiness Assessment.
3. Up to a 20% score for completing the Post Disaster Questionnaire.
Applicants who have received EMAP accreditation will receive an additional 5%
The Applicant's score directly corresponds to the percent of the eligible obligated amount that will be
dispersed to the Applicant upon obligation of the Public Assistance project.
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Monroe County was one of 24 Applicant's that participated in the pilot program offered earlier this
year. The County scored 54/60 points for Category A and 57/60 points for Category B. These scores
can be used for the 2023 hurricane season.
An Abatement Plan was developed as part of the pilot program. The County has been working on that
plan and has accomplished some of the items on the plan. Once the County opts-in to the program, the
scores can go up for the 2024 hurricane season based on completing the Abatement Plan.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
2023-2024-official-f roc-participation-request-for .pdf
FINANCIAL IMPACT:
Cost to the County -None
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PARTICIPATION REQUEST FORM
FLORIDA RECOVERY OBLIGATION CALCULATION (F-ROC) PROGRAM
(hereinafter referred to as the "Applicant"), requests to participate in
the Florida Recovery Obligation Calculation (F-ROC) program. The F-ROC program is an initiative, sponsored by
the Florida Division of Emergency Management (hereinafter referred to as the "Division"), that assists Applicants
in identifying risk in their organization and develops a clear action plan that will abate those risks, while
standardizing and streamlining the Public Assistance process.
Applicant's name:
Applicant's unique entity identifier:
Applicant's FEIN:
Applicant's Address:
(1) DEFINITIONS
1. Disaster Readiness Assessment (DRA): The Disaster Readiness Assessment is a questionnaire
completed prior to a disaster that evaluates the Applicant's risk of deobligations in the Public
Assistance program.
2. Post Disaster Questionnaire (PDQ): The Post Disaster Questionnaire is completed after each
Federally declared event to gather Applicant specific information regarding training and utilization
of forms.
3. Expedited Projects: Applicants may submit Expedited Projects to FEMA if they have an
immediate need for funding to continue life-saving emergency protective measures. If approved,
the Applicant will be awarded 50% of the Federal portion of the FEMA-confirmed project cost
based on initial documentation.
4. Obligated: FEMA obligates funding once a project meets Stafford Act eligibility requirements.
5. Deobligated: FEMA deobligates funding if previously obligated costs have been determined to be
ineligible under the Public Assistance program.
6. Emergency Management Accreditation Program (EMAP): A voluntary standards, assessment,
and accreditation process for disaster preparedness programs.
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PARTICIPATION REQUEST FORM
FLORIDA RECOVERY OBLIGATION CALCULATION (F-ROC) PROGRAM
(2) CONTACT
Applicant Point of Contact:
Telephone:
Email:
Division Point of Contact: Recovery Bureau
Telephone: (850)815-4400
Email: F-ROC@em.myflorida.com
a. In the event that different representatives or addresses are designated by either party after submittal of
this Participation Request Form, a notice of the name, address and email of the new representative will
be provided to the other party in writing via letter or electronic email.
(3) TERMS AND CONDITIONS
Upon the Applicant submitting, via electronic mail to F-ROC@em.myflorida.com, the signed Participation Request
Form for the F-ROC program and completing the mandatory Opt-In training course, the Applicant will receive the
minimum/baseline score of 20% for work completed projects and work to be completed projects.
a. Pursuant to this Participation Request Form, the initial opt-in will be for two (2)years and will only cover
large, non-expedited, Category A(Debris Removal)and Category B (Emergency Protective Measures)
projects. Annual renewal of this Participation Request Form will begin in January of the year in which
the form is set to expire.
b. To complete the participation process and receive the 20% baseline, the Applicant must:
i. Complete the Opt-In training course with a score of 100%; and,
ii. Submit the signed Participation Request Form.
c. If an Applicant wishes to increase their score, they can do so by completing the optional items listed
below:
i. Complete the Disaster Readiness Assessment (DRA)and applicable abatement
activities.
ii. Complete the Post Disaster Questionnaire (PDQ).
iii. Utilize the Division's standardized F-ROC forms.
iv. Training (excluding the Opt-in and Leadership courses).
d. This Participation Request Form will not apply to any Expedited Projects.
e. The deadline to opt-in to the initial term of the F-ROC program, is September 30, 2023.
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PARTICIPATION REQUEST FORM
FLORIDA RECOVERY OBLIGATION CALCULATION (F-ROC) PROGRAM
f. The implementation of the F-ROC program does not guarantee funding for Applicants. Funding will
remain dependent upon obligation by FEMA and the Applicant will be liable for repayment (See (7)
REPAYMENTS) upon deobligation by FEMA of any dispersed funds.
g. If the Applicant seeks to "opt-out"of F-ROC, the Applicant must make a request to that effect in writing
to the Division, on their letter head and duly signed by an authorized representative of the Applicant.
h. The deadline to complete the DRA, pursuant to this Participation Request Form, is December 31,2023.
i. The deadline to complete any abatement activities shall be March 31st of the calendar year after the
Participation Request Form or renewal has been executed.
j. The Applicant shall have sixty (60) days from the date their County is designated under the disaster
declaration to complete the applicable PDQ. The PDQ must be completed in order to access additional
points and increase the locked-in score. If the Applicant requests an extension on completing the PDQ,
such an extension request must be made prior to the obligation of funds for it to impact the Applicant's
score and therefore, reflect upon the obligation attaching thereto.
k. The Applicant and the Division will identify the key Points of Contact (POC) respectively.
I. The Division reserves the right to remove an Applicant from the program. Furthermore, if the Division
has reason to believe that the Applicant is engaged in fraud, waste, abuse, or noncompliance of State
and/or Federal laws, the Division may impose a one (1) year prohibition upon the Applicant from
participation in the program.
m. The Applicant's failure to complete the criteria set forth in this Participation Request Form shall result
in a default to the traditional method of dispersing obligated Public Assistance funds; Meaning, the
Division will consider failure to complete the requirements as the Applicant voluntarily "opting-out" of
the program.
n. The Participation Request Form duration shall be two (2)years with annual "opt-in" renewals.
(4) PERIOD OF PERFORMANCE
This Participation Request Form survives and remains in effect after termination, for the herein referenced
State and Federal audit requirements and the referenced required records retention periods. Work may only be
performed during the timeframes established and approved by the State and/or FEMA for each Category of Work
type.
(5) FUNDING
a. Participation in the F-ROC program does not guarantee funding and is dependent upon FEMA's
obligation.
b. By signing and returning the Participation Request Form for F-ROC, Applicants have the potential to
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PARTICIPATION REQUEST FORM
FLORIDA RECOVERY OBLIGATION CALCULATION (F-ROC) PROGRAM
receive a score up to 80%. This score is made up of three components:
1. 20% Baseline score for signing and returning the Request Form.
2. Up to a 40% score for completing the DRA.
3. Up to a 20% score for completing the PDQ.
c. Applicants who have received EMAP accreditation will receive an additional 5%.
d. The Applicant's score directly corresponds to the percent of the eligible obligated amount that will be
dispersed to the Applicant upon obligation of the Public Assistance project. After validation of all
supporting documentation is complete, the Applicant will receive the remainder of the validated,
obligated amount.
e. If the Applicant has any open receivables with the Division, those receivables must be satisfied before
any disbursements are made through the F-ROC program.
(6) PAYMENT
a. The payment method used by the Division is either a Cost Reimbursement or an Advance Payment.
Advance payments will be governed by chapter 216, Florida Statutes.
b. 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 agreement period and produce a
final reconciliation report. The final report must identify any funds paid in excess of the expenditures
incurred by the Applicant.
(7) REPAYMENTS
a. Refunds or repayments of obligated funds may be paid to the Division via offset with another obligated
Public Assistance project, check or a payment plan, as approved by the Department of Financial
Services.
b. All refund or repayments due to the Division under this Agreement are to be made payable to the order
of "Florida Division of Emergency Management" and must include the invoice number and the
applicable Disaster and Project number(s)that are the subject of the invoice, and be mailed directly to
the following address:
Florida Division of Emergency Management Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
This Participation Request Form shall terminate upon the expiration date of May 31, 2025, unless the
Applicant renews annually. The Division reserves the right to remove an Applicant from the program. The Division
and Applicant agree that all records will be maintained until the conclusion of all applicable record retention
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PARTICIPATION REQUEST FORM
FLORIDA RECOVERY OBLIGATION CALCULATION (F-ROC) PROGRAM
periods.
IN WITNESS WHEREOF,the Applicant hereto has executed this Participation Request Form.
Applicant:
By:
(Signature)
Name:
Title:
Date:
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