Item C28 C28
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor James K.Scholl,District 3
The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2
Craig Cates,District 1
David Rice,District 4
Holly Merrill Raschein,District 5
Board of County Commissioners Meeting
February 19, 2025
Agenda Item Number: C28
2023-3670
BULK ITEM: Yes DEPARTMENT: Social Services
TIME APPROXIMATE: STAFF CONTACT: Sheryl Graham
N/A
AGENDA ITEM WORDING: Approval of a resolution that authorizes the County to submit a grant
application to Florida Department of Transportation (FDOT) for federal assistance under the Federal
Transit Administration's 5310 Program; Ratification of the grant application submitted on the deadline
(February 14, 2025) and Approval to advertise an opportunity for public hearing, if requested, on March
25, 2025 during the BOCC meeting to be held in Key Largo. If awarded the Grant Award FTA Section
5310 - Year 2026 (FFY2025) Capital Assistance Grant, the County intends to purchase two (2)
replacement ADA Chrysler Voyager minivans to serve the transportation needs of the elderly,persons
with disabilities, and the transportation disadvantaged throughout Monroe County.
ITEM BACKGROUND:
The Florida Department of Transportation(FDOT) Section 5310 Grant is intended to enhance mobility
for seniors and persons with disabilities by providing funding for programs such as Monroe County
Social Services Special Transportation(MCT) to purchase vehicles. These vehicles are equipped to
serve the special needs of transit dependent populations beyond traditional public transportation and in
accordance with the Americans with Disabilities Act(ADA). The deadline to apply for the 5310 Grant
was February 14, 2025. In coordination with FDOT District Six, the County was able to submit a
preliminary grant application pending ratification by the Board of County Commissioners at its
February 19, 2025 meeting. The County seek financial assistant to purchase two (2) ADA Chrysler
Voyager minivans, with an estimated Federal Funding of$126,000, and direct estimated cost to
Monroe County of$14,000. The aggregate estimated cost of both vehicles is $140,000, and the County
would be responsible for a 10% match.
The application requires a resolution by the Board, a cover letter signed by the County Administrator,
and a notice of opportunity for public hearing. The notice is to provide an opportunity for a Public
Hearing on the County's application/project. It is a prerequisite to any award because it will ensure that
the County's application/project and the contemplated services will not duplicate current or proposed
services provided by existing transit or paratransit operators in the area. As stated in the Notice, the
hearing will be conducted if and only if a written request for the hearing is received by March 4, 2025,
which is the deadline to submit items for the March 25, 2025 BOCC Regularly Scheduled Public
Meeting.
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PREVIOUS RELEVANT BOCC ACTION:
2019 BOCC approved the FDOT Grant Award for the purpose of purchasing a maximum of two (2)
para-transit buses.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
BOCC RESOLUTION FDOT Grant(Feb 19, 2025).docx
5310 cover letter(FINAL)_signed.pdf
Notice of Public Hearing Opportunity(FINAL).docx
Back-up_2019 Grant Award.pdf
FINANCIAL IMPACT:
10% Match by the County
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RESOLUTION NO. -2025
A RESOLUTION OF THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA,
AUTHORIZING THE SIGNING AND SUBMISSION OF A
GRANT APPLICATION AS FURTHER SET FORTH
HEREIN, AND SUPPORTING DOCUMENTS, AND
ASSURANCES TO THE FLORIDA DEPARTMENT OF
TRANSPORTATION, THE ACCEPTANCE OF A GRANT
AWARD FROM THE FLORIDA DEPARTMENT OF
TRANSPORTATION,AND THE PURCHASE OF VEHICLES
AND/OR EQUIPMENT AND/OR EXPENDITURE OF
GRANT FUNDS PURSUANT TO A GRANT AWARD;
PROVIDING FOR SEVERABILITY; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, 49 U.S.C. Section 5310, "Formula Grants for Enhanced Mobility of Seniors
and Individuals with Disabilities," provides funding opportunities for special population
transportation services providers such as Monroe County's Social Services Department; and
WHEREAS, the Florida Department of Transportation (FDOT) routinely calls for
applications for federal assistance under the Federal Transit Administration's 5310 Program; and
WHEREAS, Monroe County has the authority to apply for and accept grants and make
purchases and/or expend funds pursuant to grant awards made by FDOT as authorized by Chapter
341, Florida Statutes and/or by the Federal Transit Administration Act of 1964, as amended; and
WHEREAS, Monroe County, acting by and through its Board of County Commissioners,
has applied for such federal assistance in the past and desires to do so presently; and
WHEREAS, as a condition precedent to any award pursuant to the 5310 Program, the
governing body must designate authority to sign and submit an application and supporting
documents on its behalf, and
WHEREAS,the Monroe County Board of County Commissioners find and determine that
making an application for such funding, designating its authority to sign, and provide the FDOT
required documentation is in the best interests of the County.
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NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA:
Section 1: That the foregoing "WHEREAS" clauses are hereby ratified and confirmed
as being true and correct and are hereby made a specific part of this resolution.
Section 2: That the County Commission has authorized the County Administrator to
sign and submit a grant application and supporting documents and assurances to the Florida
Department of Transportation, and accept a grant award from the Florida Department of
Transportation, and make the purchase of vehicles and/or equipment and/or expenditure of grant
funds pursuant to a grant award.
Section 3: That the County Commission hereby ratifies and approves of the County
Administrator's earlier signed cover letter on behalf of the County dated February 14, 2025. Such
cover letter reflects the legal commitment of the County to FDOT regarding the grant application.
Section 4: That if any clause, section, other part or application of this resolution is held
by any court of competent jurisdiction to be unconstitutional or invalid, in part or in application, it
shall not affect the validity of the remaining portion or applications of this resolution.
Section 5: That this resolution shall be in full force and effect immediately upon its
adoption.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a meeting of said Board held on the this day of February,2025.
Mayor James K. Scholl
Mayor pro tem Michelle Lincoln
Commissioner Craig Cates
Commissioner David Rice
Commissioner Holly Merrill Raschein
(SEAL) BOARD OF COUNTY
Attest: KEVIN MADOK, Clerk COMMISSIONERS OF MONROE
COUNTY, FLORIDA
By: By:
As Deputy Clerk Mayor James K. Scholl
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Approved as to legal form and sufficiency:
By:
Eve M. Lewis, Assistant County Attorney
3
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gym , BOARD OF COUNTY COMMISSIONERS
County of Monroe �� r Mayor James K.Scholl,District 3
The Florida Keys � Mayor Pro Tem Michelle Lincoln,District 2
C Craig Cates,District 1
" - David Rice,District
Holly Merrill Raschein,District 5
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
GRANT APPLICATION
Monroe County Board of County Commissioners/Monroe County Social Services submits this Application for
the Section 5310 Program Grant and agrees to comply with all assurances and requirements applicable to the
Section 5310 Program.
Monroe County Board of County Commissioners/ Monroe County Social Services further agrees,to the extent
provided by law (in case of a government agency in accordance with Sections 129.07 and 768.28, Florida
Statutes) to indemnify, defend and hold harmless FDOT and all of its officers,agents and employees from any
claim, loss, damage, cost, charge, or expense arising out of the non-compliance by the Agency, its officers,
agents or employees,with any of the assurances stated in this Application.
This Application is submitted on this 14th day of February,2025 with an original resolution or certified copy
of the original resolution authorizing Christine Hurley, Monroe County Administrator to sign this Application.
Authorized representative signs below certifying that all information contained in this application is true and
accurate.
Monroe County Board of County Commissioners/Monroe County Social Services
Agency Name
Signature
Christine Hurley, Mon roe Cou nty Ad mi nistrator
Typed Name and Title ofAuthorized Representative
2/7/2025
Date
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NOTICE OF OPPORTUNITY FOR PUBLIC HEARING
NOTICE IS HEREBY GIVEN that on Tuesday,March 25,2025, at 10:00 A.M., at the Murray
Nelson Government Center, 102050 Overseas Highway Key Largo, FL 33037, the Monroe
County Board of County Commissioners is providing an opportunity, if requested, to receive public
comment on:
Monroe County's Intent to Submit an Application to FDOT for Grant Funding pursuant to
49 U.S.C. Section 5310, "Formula Grants for Enhanced Mobility of Seniors
and Individuals with Disabilities."
All interested parties within Monroe County are hereby advised that Monroe County,by and through
the Social Services Department, is applying to the Florida Department of Transportation for a capital
grant under Section 5310 of the Federal Transit Act of 1991, as amended, for the purchase of two
(2) para-transit vehicles (to wit: ADA Chrysler Voyager minivans, with an estimated Federal
Funding: $126,000; Cost to Monroe County: $14,000 = aggregate cost of $140,000) to be used for
the provision of public transit services within Monroe County.
This notice is to provide an opportunity for a Public Hearing on this application/project. This public
notice is to ensure that this application/project and the contemplated services will not duplicate
current or proposed services provided by existing transit or paratransit operators in the area.
This hearing will be conducted if and only if a written request for the hearing is received by
03/4/2025.
Requests for a hearing must be addressed to Sheryl Graham, Sr. Director, Monroe County Social
Services, at 1100 Simonton Street, Suite 2-257, Key West, FL 33040 (or sent by email to Q1.-. 1an..1
i� 1 1 and a copy sent to Raymond Freeman, Passenger Operations
Manager, FDOT District Office, 1000 N.W. 11 lth Avenue, Room 6108, Miami, FL 33172.
Please Note:
Florida Law and Title VI of the Civil Rights Act of 1964 Prohibits Discrimination in Public
accommodation on the basis of race, color, sex, religion, national origin, age, disability,
income or of marital status.
Persons believing they have been discriminated against on these conditions may file a
complaint with the Florida Commission on Human Relations at 850-488-7082 or 800-342-
8170 (voice messaging).
Publication Dates
Keys Citizen: Sat.,
Keys Weekly: Thur.,
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July 31st,2019 .01:) T
NOTICE OF GRAN AWARD 4 0 - 0
49 U.S.0 SECTION 5310 FORMULA GRANTS FOR THE ENHANCED MOBILITY OF SENIORS AND
INDIVIDUALS WITH DISABILITIES
Congratulations,based on your application for federal assistance under the Federal Transit Administration's
Section 5310 Program,the Florida Department of Transportation - Modal Development Office in District`Six
hereby makes the following FEDERAL CAPITAL GRANT award to:
Name of Entity: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS(MCBCC)
Attn: Sheryl L.Graham,Sr.Director i
Address: 1100 Simonton Street 2-257
Key West,FL 33040
FEIN: 59-6000749
DUNS: 07-387-6757
Vendor Number: F-59-6000749
Entity's Fiscal Period(Start/End Date): FFY19-FY44(0710112019-06/30/2020)
FPNIFM#: 430350-1-84-13.
Federal Award ID No.(FAIN): FL-1001-2019-1
Below are the estimated,not actual,project costs of your federal award:
Estimated Estimated Estimated Estimated
Capital item Description Total Federal State Local/Agency
Cost Share Share Share
100% 80% 10% 10% ,
Shop Vehicle:TRIPS-17-CA-FTS-G(w/ADA option)
(1) 2018 Ford Mid roof 150,GVWR 8550,18',3.7L,Gas, $77,996.00 $62,396.00 $7,800.00 $7,800.00
V-6 DOHC,(9)Amb.Seats,Mechanical Slide-out
step,Angel Trax 1080(2)camera System.
F) III'1'11D IIIC („w (T E '( Q
I
MODAL
�°°�11Ilk i i , ENT OFFICE
Mrs.Nilia ,artaya Date
Modal Development office Administrator
District Six
$%may°W,1 fig otgo
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Agency Name:Monroe County Board of County Commissioners RECEIVED
Fiscal Period:FFY19-FY44(07/01/2019-06/30/2020)
Page 2 of 7
AUG 01 2vi9
The Deaartment wil( purchase all vehicles awarded to sucants according to the
Department's Guidelines forAcqulringVehicles. DISTRICT 3
The agency acknowledges that all orders must be submitted Ine,
2�a gust.;��f"��51h,20:1 no late submittals, nor extensions are accep � awa ik'line,
be
reallocated.
`P
Initial Here to Acknowledge
The agency is responsible for purchasing awarded equipment in accordance with the Procurement
Guidance for Transit Agencies Handbook (overview in Exhibit 3). If the procurement procedures in this
handbook are not followed,the agency will not be eligible for reimbursement.
Initial Here to Acknowledge
The ag nf,,w�,ToAr l be reapor'�� Me to a :13,M local Yna1ch towards the total project cost. If actual
costs are greater than the estimated total cost,it will be the responsibility of your agency to provide the
difference. If actual costs are less than the estimated total cost, the difference will remain in the
Department's general program fund and will be used to advance any remaining grant requests.
Initial Hereto Acknowledge.
The agency will be respgnsible to notify District Six Transit Programs Administrator of any chanm
needed in the Notice of Grant Award and it would be up to the District's discretion to approve or overrule
the amendment.Vehicle order will not be processed without District previous authorization and NO
amendment; all NOGA changes and amended order submittals must be submitted by the stablished
deadline.
Initial Here to Acknowledge:
l Neese contw,A the IU l il'wlT rltr ctci Lazam,$°'"ironed ,at 1 13-9 11,-062i°2 orto 1 in'fi rrrr i:TvaRaWitv and arrangi�.` pUn a se of th(i above �teRnsN ,. �„ , � w.,21",,,',,,-L
The value of this federal award for a passenger vehicle(s) and/or equipment should be considered
noncash assistance.As a subrecipient of this federal award your Agency may be subject to the single
audit requirements established by OMB Circular A-133,for fiscal years beginning before December 26,
2014, and the requirements of 2 CFR Part 200, Subpart F - Audit Requirements, for fiscal years
beginning on or after December 26, 2014.
M ulbk oL and 2 to this Notice of Grant Award (NOGA) provide the required federal award
identification and information needed to comply with the single audit requirements.When determining
amounts of federal awards expended in a fiscal year your Agency must consider all sources of federal
awards, including noncash contributions.
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Agency Name:Monroe County Board of County Commissioners
Fiscal Period:FFY19—FY44(07101/2019—06/30/2020)
Page 3 of 7
To be completed and signed by the agency or person authorized to accept Grant
Awards.
-Please return to FDOT District Office Project Manager-
The undersigned accepts the above described award and:
a.Reaffirms its assurances to FTA and FDOT as stated in Exhibits I and M of its application.
I
b.Requests purchase of the vehicles/equipment in month/ year.
�•if 9 y (tay's date)
Name of Entity: MONROE COUNTY BOARD OF COL NTYCOM S I
(MCBCC) F
1
I
I
Accepted by:
authorized Signature) '' A U G 0 12019
Printed name:
DISTRICT
i � MODAL DEVELOPMENT
Title:
r m
m��
Email: 1
Phone Number
m ,
(indude extension)
Date:
G
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Agency Name:Monroe County Board of County Commissioners
Fiscal Period: FFY19—FY44(07/01/2019—06/30/2020)
Page 4 of 7
EXHIBIT 1
FEDERAL FINANCIAL ASSISTANCE -SINGLE AUDIT ACT
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
CFDA No.: 20.513
CFDA Title: Enhanced Mobility of Seniors and Individuals with Disabilities
CFDA Program Site: www.cfda.gov
Awarding Agency: Florida Department of Transportation
Award Amount: *refer to the Vehicle/Equipment delivery notice package for actual
purchase price*
**Research & Development: as defined at §200.87, 2 CFR Part 200
Indirect Cost Rate: Not Applicable
**Award is for R& D: Not Applicable
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE SUBJECT TO THE
FOLLOWING AUDIT REQUIREMENTS:
2 CFR Part 200 - Uniform Administrative Requirements, Cost Principles &Audit Requirements for Federal
Awards. www.ecfr.gov
OMB Circular A-133,Audits of States, Local Governments and Non-Profit Organizations
www.whitehouse.gov/ombZcirculars
OMB CircularA-133 Compliance Supplement. www.whitehouse.gov/omb/circulars
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT MAYALSO BE SUBJECT TO
THE FOLLOWING:
OMB Circular A-87, Cost Principles forState, Local and Indian Tribal Governments
www.wh itehouse.gov/omb/circulars
OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of
Higher Education, Hospitals and Other Non-Profit Organizations
www.whitehouse.gov/om b/circulars
49 USC 5310: Formula Grants for the Enhanced Mobility of Seniors and Individuals with Disabilities
httD://uscode.house.gov/br,owse.xhtm I
FTA Circular 9070.1G: Enhanced Mobility of Seniors and Individuals with Disabilities Program Guidance and
Application Instructions
www.fta.dot.gov/legislation law/12349.html
Federal Funding Accountability and Transparency Act(FFATA)Sub-award Reporting System
www.fdot.gov
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Agency Name:Monroe County Board of County Commissioners
Fiscal Period: FFY19—FY44(07/01/2019—06/30/2020)
Page 5 of 7
EXH I BIT 2 - Single Audit Requirements
The administration of resources awarded through the Department to MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS(MCBCC) by this Agreement may be subject to audits and/or monitoring by the Department.
The following requirements do not limit the authority of the Department to conductor arrange for the conduct of
additional audits or evaluations of Federal awards or limit the authority of any State agency inspector general,
the State of Florida Auditor General or any other State official. MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS(MCBCC)shall comply with all audit and audit reporting requirements as specified below.
a. In addition to reviews of audits conducted in accordance with 2 CFR Part 200, Subpart F - Audit
Requirements, monitoring procedures may include but not be limited to on-site visits by Department staff
and/or other procedures including, reviewing any required performance and financial reports,following up,
ensuring corrective action, and issuing management decisions on weaknesses found through audits when
those findings pertain to Federal awards provided through the Department by this Agreement. By entering
into this Agreement, MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC) agrees to comply
and cooperate fully with any monitoring procedures/processes deemed appropriate by the Department.
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC)further agrees to comply and cooperate
with any inspections, reviews,investigations or audits deemed necessary by the Department,State of Florida
Chief Financial Officer(CFO)or State of Florida Auditor General.
b. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS(MCBCC),a non-Federal entity as defined by 2 CFR
Part 200,Subpart F-Audit Requirements,as a sub-recipient of a Federal award awarded by the Department
through this Agreement is subject to the following requirements:
i. In the event MONROE COUNTY BOARD OF COUNTY COMMISSIONERS(MCBCC)expends a total amount
of Federal awards equal to or in excess of the threshold established by 2 CFR Part 200, Subpart F -
Audit Requirements, MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC) must have a
Federal single or program-specific audit for such fiscal year conducted in accordance with the
provisions of 2 CFR Part 200, Subpart F - Audit Requirements. I1::::xl111ill liit i to this Agreement provides
the required Federal award identification information needed by MONROE COUNTYBOARD OF COUNTY
COMMISSIONERS (MCBCC)to further comply with the requirements of 2 CFR Part 200, Subpart F -
Audit Requirements. In determining Federal awards expended in a fiscal year, MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS(MCBCC)mustconsiderall sources of Federal awards based on
when the activity related to the Federal award occurs, including the Federal award provided through
the Department by this Agreement.The determination of amounts of Federal awards expended should
be in accordance with the guidelines established by 2 CFR Part 200,Subpart F -Audit Requirements.
An audit conducted by the State of Florida Auditor General in accordance with the provisions of 2 CFR
Part 200,Subpart F - Audit Requirements, will meet the requirements of this part.
ii. In connection with the audit requirements, MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
(MCBCC)shall fulfill the requirements relative to the auditee responsibilities as provided in 2 CFR Part
200, Subpart F - Audit Requirements.
iii. In the event MONROE COUNTY BOARD OF COUNTY COMMISSIONERS(MCBCC)expends less than the
threshold established by 2 CFR Part 200, Subpart F - Audit Requirements, in Federal awards,
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC) is exempt from Federal audit
requirements for that fiscal year. However, MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
(MCBCC) must provide a single audit exemption statement to the Department at
FDOTSingleAudit@dot.state.fl.us no later than nine months after the end of MONROE COUNTY BOARD
OF COUNTY COMMISSIONERS (MCBCC) audit period for each applicable audit year. In the event
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC) expends less than the threshold
established by 2 CFR Part 200,Subpart F -Audit Requirements, in Federal awards in a fiscal year and
elects to have an audit conducted in accordance with the provisions of 2 CFR Part 200, Subpart F -
Audit Requirements, the cost of the audit must be paid from non-Federal resources (i.e., the cost of
such an audit must be paid from MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC)
resources obtained from other than Federal entities).
www.fdot.gov
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Agency Name:Monroe County Board of County Commissioners
Fiscal Period: FFY19—FY44(07/01/2019—06/30/2020)
Page 6 of 7
iv. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC) must electronically submit to the
Federal Audit Clearinghouse (FAC) at https://harvester,census,gov/facweb/ the audit reporting
package as required by 2 CFR Part 200, Subpart F - Audit Requirements, within the earlier of 30
calendar days after receipt of the auditor's report(s) or nine months after the end of the audit period.
The FAC is the repository of record for audits required by 2 CFR Part 200, Subpart F - Audit
Requirements, and this Agreement. However, the Department requires a copy of the audit reporting
package also be submitted to FDOTSingleAudit@dot,state,fl,us within the earlier of 30 calendar days
after receipt of the auditor's report(s) or nine months after the end of the audit period as required by
2 CFR Part 200, Subpart F - Audit Requirements.
v. Within six months of acceptance of the audit report by the FAC, the Department will review MONROE
COUNTY BOARD OF COUNTY COMMISSIONERS(MCBCC)audit reporting package, including corrective
action plans and management letters, to the extent necessary to determine whether timely and
appropriate action on all deficiencies has been taken pertaining to the Federal award provided through
the Department by this Agreement. If MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
(MCBCC) fails to have an audit conducted in accordance with 2 CFR Part 200, Subpart F - Audit
Requirements, the Department may impose additional conditions to remedy noncompliance. If the
Department determines that noncompliance cannot be remedied by imposing additional conditions,
the Department may take appropriate actions to enforce compliance, which actions may include but
not be limited to the following:
1. Temporarily withhold cash payments pending correction of the deficiency by the Agency or
more severe enforcement action by the Department;
2. Disallow(deny both use of funds and any applicable matching credit for)all or part of the
cost of the activity or action not in compliance;
3. Wholly or partly suspend orterminate the Federal award;
4. Initiate suspension or debarment proceedings as authorized under 2 C.F.R. Part 180 and
Federal awarding agency regulations (or in the case of the Department, recommend such a
proceeding be initiated by the Federal awarding agency);
5. Withhold further Federal awards for the Project or program;
6. Take other remedies that may be legally available.
vi. As a condition of receiving this Federal award, MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS (MCBCC) shall permit the Department, or its designee, the CFO or State of Florida
Auditor General access MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC) records
including financial statements, the independent auditor's working papers and project records as
necessary. Records related to unresolved audit findings, appeals or litigation shall be retained until
the action is complete or the dispute is resolved.
vii. The Department's contact information for requirements under this part is as follows:
Office of Comptroller, MS 24
605 Suwannee Street
Tallahassee, Florida 32399-0450
FDOTSing1eAudit@dot.state.f1.us
c. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS (MCBCC) shall retain sufficient records
demonstrating its compliance with the terms of this Agreement for a period of five years from the date the
audit report is issued and shall allow the Department, or its designee, the CFO or State of Florida Auditor
General access to such records upon request. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
(MCBCC)shall ensure thatthe audit working papers are made available to the Department,or its designee,
the CFO, or State of Florida Auditor General upon request for a period of five years from the date the audit
report is issued unless extended in writing by the Department.
www.fdot.gov
1453
1
Agency Name:Monroe County Board of County Commissioners
Fiscal Period:FFY19—FY44(07/01/2019—06/30/2020)
Page 7 of 7
EXHIBIT 3 - PROCUREMENT PROCESS OVERVIEW
This information is intended to provide guidance on the processes for procurements when using state and
federal dollars. Procurements should be in accordance with Chapter 287, Florida Statutes(F.S.),Chapter
60A, Florida Administrative Code(F.A.C.)and the Federal Transit Administration (FTA)Best Practices
Procurement Manual.Additionally,geographic preferences are prohibited when procurements involve
federal funds(reference:49 CRR 18.36(c)(1)(2)and FTA C 4220.IF, Ch. Vi,Section 2.a(4)(g)J.
Third Party Contracts refer to a recipient's contract with a vendor or contractor, including procurement by
purchase order or purchase by credit card,which is financed with Federal assistance awarded by FTA. '
E
An agency should submit their procurement request to the District Representative for approval prior to
completing the purchase.To complete the procurement request,the agency should follow these steps:
1. Determine the Funding Source(i.e. -federal,state,or local funds)
2. Determine type of procurement being requested (Examples are located in the Procurement
Guidance for Transit Agencies Handbook)
.'wire. wri�maarawa w
• Professional Services/Architectural Engineering Servic s
• Operations/Management,/Sub-recipients p
Rolling Stock @
• Construction
• Materials and Supplies AUG 01 2019
3. Determine level of procurement method
• Micro Purchase-Procurements less than $2,500 DISTRICT 3
• Small Purchases-Procurements greater than $2,500 ut less the MOMELOPMENT
• Competitive Procurements-Procurements greater tha
• Other methods listed in the Procurement Guidance for Transit Agencies Manual
4. Ensure that all potential vendors/contractors will accept the applicable federal clauses that relate
to the procurement
5. Complete the sub-recipient Procurement Checklist
6. Complete the appropriate third-party checklist from the Procurement Guidance for Transit Agencies
Handbook.The checklist should notate where the applicable clause can be found in the supporting
documentation.
For procurements that are categorized as a "Small Purchase",a sample Vendor Small Purchase letter is in
the Procurement Guidance for Transit Agencies Handbook.Agencies may utilize this letter as a template
when third party agreements/contracts are necessary.This will ensure that the third party(vendor or
contractor)accepts the applicable federal clauses.
—end of NOGA—
WAYW"Bot.gov
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