HomeMy WebLinkAboutItem C12 COUNTY of MONROE BOARD OF COUNTY COMMISSIONERS
Mayor Michelle Lincoln,District 2
The Florida Keys Mayor Pro Tem David Rice,District 4
a
e
Craig Cates,District 1
e' Tames K. Scholl,District 3
� Holly Merrill Raschein,District 5
Regular Meeting
January 28, 2026
Agenda Item Number: C12
26-0226
BULK ITEM: Yes DEPARTMENT: Fire Rescue
TIME APPROXIMATE: N/A STAFF CONTACT: R. L. Colina, Fire Chief
AGENDA ITEM WORDING: Approval of Grant Award Agreement#FM 1186 of$26,667.45
between the Florida Department of Financial Services and Monroe County Board of County
Commissioners pursuant to the Firefighter Cancer Decontamination Grant Program authorizing the
use of Emergency Services Department's FY 26 operating funds to meet or execute the 25% match for
the contract period commencing upon mutual execution and ending on June 30, 2026; and authorizing
the Mayor or County Administrator to execute all documents and amendments associated therewith.
ITEM BACKGROUND:
The Florida Legislature created the Firefighter Cancer Decontamination Equipment Grant Program
(Grant Program), within the Division of State Fire Marshal of the Department of Financial Services,
to provide financial assistance to help career fire departments, combination fire departments, and
volunteer fire departments procure equipment, supplies, and training designed to mitigate exposure
to hazardous, cancer-causing chemicals. The BOCC granted permission to Monroe County Fire
Rescue (MCFR) to apply for funding under the Grant Program in order to purchase two (2)
extractors, specific equipment that removes carcinogens from firefighter gear. The BOCC further
granted permission to accept the notice of award letter that was received by MCFR and dated
September 17, 2025.
As a material part of the transaction, the County must provide a minimum 25% match of nonstate
funding for the amount of the funding requested with supporting documentation. Following
MCFR's receipt of quotes for the equipment and submittal to the State, MCFR was notified that
freight costs were not allowable expenses under the Grant Program. As a result, this will increase
the County's matching costs by approximately $2,000 to complete the equipment installations.
In consideration of the increased project completion costs, i.e. local matching funds now estimated
at approximately $10,790, MCFR seeks additional BOCC approval of the grant agreement which
will enable the purchase of said equipment, along with associated expenses. After acquiring the
equipment, MCFR will request reimbursement from the State pursuant to the terms and conditions
of the grant agreement.
PREVIOUS RELEVANT BOCC ACTION:
On October 15, 2025, the BOCC approved acceptance of a grant award letter and authorized the
County Administrator to execute the forthcoming grant agreement that contemplated a local match
Of$8,890.
On August 20, 2025, the BOCC authorized the Fire Chief to participate in the Grant Program and
execute the application documentation on behalf of the County.
INSURANCE REQUIRED: No
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
FM 1186 Grant Agreement- Monroe Co FCDEGP
FINANCIAL IMPACT:
Effective Date: Upon Execution
Expiration Date: 06/30/2026
Total Dollar Value of Contract: $37,456.75 (DFS Portion $26,667.45)
Estimated County Costs: $10,789.30
Current Year Portion: $10,789.30
Budgeted: Yes
Source of Funds:
141/11500/SC_00102 Capital Outlay Equipment & Furniture, SC_00062 Repairs & Maintenance
and SC_00040 Postage & Freight
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: N/A If yes, amount: N/A
Grant: Yes
County Match: Required 25%
Insurance Required: N/A
Additional Details: N/A
12. Approval of GrantAward7.45 betwee the Florida
Department of FinancialServices and Monroe County Boardt issi s
pursuant tote Firefighter Cancer Decontaminationrat Program authorizingthe use of
Emergencyervices Department's FY 26 operating funds to meet or execute the 25%
matchfor the contract period commencing upon mut execution and endingJune 30,
2026; and authorizing the Mayor or County Administrator to execute all documents and
amendments associated therewith.
Agreement#FM1186
GRANT AGREEMENT
THIS GRANT AGREEMENT (Agreement) is made and entered into by and between the
Department of Financial Services (Department), an agency of the State of Florida (State), and Monroe
County Board of County Commissioners (Grantee), and is effective as of the date last signed. The
Department and the Grantee are sometimes referred to herein individually as a "Party" or collectively as
the "Parties."
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING
REPRESENTATIONS:
WHEREAS, the Department, through its Division of State Fire Marshal (Division), has the
authority,pursuant to an appropriation of the General Appropriations Act,to grant funds to the Grantee;
WHEREAS, the Grantee represents that it is fully qualified and eligible to receive these grant
funds and will use them for the purposes identified herein;
NOW, THEREFORE, the Department and the Grantee do mutually agree as follows:
1. Performance Requirements.
The Grantee shall perform the tasks specified herein in accordance with the terms and conditions of
this Agreement, including its attachments, addenda, appendices, and exhibits, which are incorporated
by reference herein. The performance requirements are more specifically described in Attachment 1,
Statement of Work(SOW).The definitions of terms and acronyms in the SOW will apply herein,unless
otherwise defined in this Agreement.
2. Compliance with Laws,Rules,Regulations, and Policies.
The Grantee shall comply with the applicable local, state, and federal laws, rules, regulations, and
policies including,but not limited to, those identified in this Agreement.
3. Agreement Term.
The term of this Agreement is set forth in Section 2., Performance Period, of Attachment 1, SOW.
4. Payment and Funding Considerations.
4.1. Funding. This Agreement shall not exceed the amount of funds stated in the SOW, and payment
shall only be issued by the Department after acceptance of the Grantee's performance as set forth
by the terms and conditions of this Agreement. Pursuant to section 287.0582, F.S., for any
agreement binding the State or the Department for a period in excess of one State fiscal year,the
State's and the Department's performance and obligation to pay under that agreement are
contingent upon an annual appropriation by the Legislature.
4.2. Payment Process. Subject to the terms and conditions established by this Agreement,the pricing
method per deliverable established in the SOW, and the billing procedures established by the
Department,the Department agrees to pay the Grantee in accordance with section 215.422, F.S.,
for its performance under this Agreement, as described in the SOW. The applicable interest rate
can be obtained at: htp....- : ..ori ac o.co / ivisi n/aa/ven rs.
4.3. Grantee Rights.A Vendor Ombudsman has been established within the Department. The duties
of the Vendor Ombudsman include acting as an advocate for grantees who may be experiencing
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problems in obtaining timely payment(s) from a state agency. The Vendor Ombudsman may be
reached at(850)413-5516.
4.4. Taxes. The Department is exempted from the payment of State sales and use tax and Federal
Excise Tax.Unless otherwise provided by law,the Grantee shall not be exempt from paying State
sales and use tax to the appropriate governmental agencies, nor shall the Grantee be exempted
from paying its suppliers for any taxes on materials used to fulfill its contractual obligations under
this Agreement. The Grantee shall not use the Department's exemption number in securing such
materials. The Grantee shall be responsible and liable for the payment of all its FICA/Social
Security and other taxes resulting from this Agreement.The Grantee shall provide the Department
its taxpayer identification number upon request.
4.5. Invoicing and Acceptance. All charges for performance under this Agreement or for
reimbursement of expenses authorized by the Department shall be submitted to the Department
in sufficient detail for a proper pre-audit and post-audit to be performed.The Grantee must submit
invoices in accordance with the time requirements specified in the SOW. The Department will
reimburse the Grantee for the performance required by the Agreement and any authorized
expenses only upon the timely and satisfactory completion of the applicable performance and
compliance requirements of the SOW. Payment for the deliverables is conditioned upon written
acceptance by the Department's designated contract manager (Contract Manager) identified in
Section 31., below. If the Department determines that circumstances warrant, the Department
may accept partial performance and make partial payments for partial performance.
4.6. Final Invoice. The Grantee shall submit the final invoice to the Department no later than sixty
(60)days after the Agreement ends or is terminated;however,the final invoice shall be submitted
on or before September 1st following the June 30th ending date of the final State fiscal year in
which the project is appropriated funding by the Legislature. If the Grantee fails to do so, the
Department may, at its sole discretion, refuse to honor any requests submitted after this time
period and may consider the Grantee to have forfeited any and all rights to payment under this
Agreement.
4.7. Expenditures. All expenditures must be in compliance with the laws, rules, and regulations
applicable to expenditures of State funds,including,but not limited to the State's Reference Guide
for State Expenditures. The Grantee shall submit invoices for performance or expenses in
accordance with the requirements of this reference guide, which may be obtained at: ........
.guide��for state e en itures. .. �� : ori ac:fo.co.......... . The Grantee may not spend funds received
under this Agreement for the purposes of lobbying the Florida Legislature,the judicial branch, or
a State agency.
5. Governing Laws of the State.
5.1. Governing Law. The Grantee agrees that this Agreement is entered into in the State, and will be
construed, performed, and enforced in all respects in accordance with the laws, rules, and
regulations of the State. Each Party shall perform its obligations herein in accordance with the
terms and conditions of this Agreement. Without limiting the provisions of Section 23., Dispute
Resolution,the exclusive venue of any legal or equitable action that arises out of or relates to this
Agreement will be the appropriate State court in Leon County, Florida; in any such action, the
Parties waive any right to jury trial.
5.2. Ethics.The Grantee shall comply with the requirements of sections 11.062 and 216.347,F.S.The
Grantee shall not, in connection with this or any other agreement with the State, directly or
indirectly: (1) offer, confer, or agree to confer any pecuniary benefit on anyone as consideration
for any State officer or State employee's decision,opinion,recommendation,vote,other exercise
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v2025.11.03 Page 2 of 14
of discretion, or violation of a known legal duty; or(2)offer, give,or agree to give to anyone any
gratuity for the benefit of, or at the direction or request of, any State officer or State employee.
For purposes of clause (2), "gratuity"means any payment of more than nominal monetary value
in the form of cash, travel, entertainment, gifts, meals, lodging, loans, subscriptions, advances,
deposits of money, services, employment, or contracts of any kind. Upon request of the
Department's Inspector General, or other authorized State official, the Grantee shall provide any
type of information the Inspector General deems relevant to the Grantee's integrity or
responsibility. Such information may include, but will not be limited to, the Grantee's business
or financial records, documents, or files of any type or form that refer to or relate to this
Agreement. The Grantee shall retain such records in accordance with the record retention
requirements of Part V of Attachment 2, Audit Requirements for Awards of State and Federal
Financial Assistance. Only the provisions applicable to State funding in Attachment 2, Audit
Requirements for Awards of State and Federal Financial Assistance, are applicable to this grant.
5.3. Advertising. Subject to chapter 119, F.S., the Grantee shall not publicly disseminate any
information concerning this Agreement without prior written approval from the Department,
including, but not limited to, mentioning this Agreement in a press release or other promotional
material,identifying the Department or the State as a reference,or otherwise linking the Grantee's
name and either a description of this Agreement or the name of the Department or the State in
any material published, either in print or electronically, to any entity that is not a Party to this
Agreement, except potential or actual authorized distributors, dealers, resellers, or service
representatives.
5.4. Sponsorship. As required by section 286.25, F.S., if the Grantee is a nongovernmental
organization which sponsors a program that is financed wholly or in part by State funds,including
any funds obtained through this Agreement, it shall, in publicizing, advertising, or describing the
sponsorship of the program, state: "Sponsored by (Grantee's name) and the State of Florida,
Department of Financial Services." If the sponsorship reference is in written material,the words
"State of Florida, Department of Financial Services"must appear in the same size letters or type
as the name of the Grantee.
6. Mandatory Disclosure Requirements.
6.1. 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.
6.2. Convicted Vendor List. The Grantee has a continuous duty to disclose to the Department if the
Grantee or any of its affiliates, as defined by section 287.133(1)(a), F.S., are placed on the
convicted vendor list.Pursuant to section 287.133(2)(a),F.S.: "A person or affiliate who has been
placed on the convicted vendor list following a conviction for a public entity crime may not
submit a bid,proposal, or reply on a contract to provide any goods or services to a public entity;
may not submit a bid,proposal,or reply on a contract with a public entity for the construction or
repair of a public building or public work; may not submit bids,proposals, or replies on leases of
real property to a public entity; may not be awarded or perform work as a 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, F.S., for
CATEGORY TWO for a period of 36 months following the date of being placed on the convicted
vendor list."
6.3. Discriminatory Vendor List. The Grantee has a continuous duty to disclose to the Department
if the Grantee or any of its affiliates, as defined by section 287.134(l)(a), F.S., are placed on the
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v2025.11.03 Page 3 of 14
discriminatory vendor list.Pursuant to section 287.134(2)(a),F.S.: "An entity or affiliate who has
been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a
contract to provide any goods or services to a public entity; may not submit a bid, proposal, or
reply on a contract with a public entity for the construction or repair of a public building or public
work; may not submit bids,proposals,or replies on leases of real property to a public entity;may
not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity; and may not transact business with any public entity."
6.4. Antitrust Violator Vendor List. The Grantee has a continuous duty to disclose to the
Department if the Grantee or any of its affiliates, as defined by section 287.137(1)(a), F.S., are
placed on the antitrust violator vendor list. Pursuant to section 287.137(2)(a), F.S.: "A person or
an affiliate who has been placed on the antitrust violator vendor list following a conviction or
being held civilly liable for an antitrust violation may not submit a bid,proposal, or reply for any
new contract to provide any goods or services to a public entity; may not submit a bid,proposal,
or reply for a new contract with a public entity for the construction or repair of a public building
or public work;may not submit a bid,proposal,or reply on new leases of real property to a public
entity;may not be awarded or perform work as a contractor,supplier,subcontractor,or consultant
under a new contract with a public entity;and may not transact new business with a public entity."
6.5. Department Inspection of Records.Pursuant to section 216.1366,F.S.,the Grantee shall permit
the Department to inspect the Grantee's financial records,papers,and documents that are directly
related to the performance of the Agreement or the expenditure of state funds and the Contractor's
programmatic records,papers, and documents 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 Contractor shall provide such records, papers, and documents to the Department's
Contract Manager within 10 business days after a request is made to the Contractor.
6.6. Foreign Gifts and Contracts. The Grantee shall comply with any applicable disclosure
requirements in section 286.101, F.S. Pursuant to section 2 86.101(7), F.S.: "In addition to any
fine assessed under [section 286.101(7)(a)], a final order determining a third or subsequent
violation by an entity other than a state agency or political subdivision shall automatically
disqualify the entity from eligibility for any grant or contract funded by a state agency or any
political subdivision until such ineligibility is lifted by the Administration Commission for good
cause."
7. Funding Requirements of Section 215.971(1), F.S.
7.1. The Grantee shall perform all tasks contained in the SOW.
7.2. Receipt by the Grantee of the Department's written acceptance of the units of deliverables
specified herein is a condition precedent to payment under this Agreement and is contingent upon
the Grantee's compliance with the specified performance measure (i.e., each deliverable must
satisfy at least the minimum acceptable level of service specified in the SOW and the Department
shall apply the applicable criteria stated in the SOW to determine satisfactory completion of each
deliverable).
7.3. If the Grantee fails to meet the minimum level of service specified in the SOW, the Department
shall apply the financial consequences for such failure as specified herein.
7.4. The Grantee may only expend funding under this Agreement for allowable costs resulting from
obligations incurred during the term of this Agreement.
7.5. The Grantee shall refund to the Department any balance of unobligated funds that was advanced
or paid to the Grantee.
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7.6. The Grantee shall refund to the Department all funds paid in excess of the amount to which the
Grantee is entitled under the terms and conditions of this Agreement.
8. Return or Recoupment of Funds.
8.1. If the Grantee or its independent auditor, if applicable, discovers that an overpayment has been
made,the Grantee shall repay said overpayment within forty(40)calendar days of notification of
discovery without prior notification from the Department. If the Department first discovers an
overpayment has been made,the Department will notify the Grantee in writing. Should repayment
not be made in a timely manner,the Department shall be entitled to charge interest at the lawful
rate of interest on the outstanding balance beginning forty (40) calendar days after the date of
notification or discovery.A check for the amount due should be sent to the Department's Contract
Manager and made payable to the"Department of Financial Services."
8.2. Notwithstanding the damages limitations of Section 25., if the Grantee's non-compliance with
any provision of this Agreement results in additional costs or monetary loss to the Department or
the State,the Department may recoup the costs or losses from monies owed to the Grantee under
this Agreement or any other Agreement between the Grantee and any State entity. If additional
costs or losses are discovered when no monies are available under this Agreement or any other
Agreement between the Grantee and any State entity,the Grantee shall repay such costs or losses
to the Department within thirty(30) calendar days of the date of discovery or notification,unless
the Department agrees, in writing,to an alternative timeframe.
9. Audits and Records.
9.1. Representatives of the Department, including, but not limited to, the State's Chief Financial
Officer or the State's Auditor General or representatives of the federal government shall have
access to any of the Grantee's books,documents,papers,and records,including electronic storage
media, as they may relate to this Agreement, for the purposes of conducting audits or
examinations or making excerpts or transcriptions.
9.2. 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.
9.3. The Grantee shall comply with all applicable requirements of section 215.97, F.S., and
Attachment 2, Audit Requirements for Awards of State and Federal Financial Assistance. If the
Grantee is required to undergo an audit, the Grantee shall disclose all related-party transactions
to the auditor.
9.4. The Grantee shall retain all the Grantee 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 2,Audit
Requirements for Awards of State and Federal Financial Assistance or the period required by the
General Records Schedules maintained by the Florida Department of State (available at
whichever is longer.The Grantee shall
cooperate with the Department to facilitate the duplication and transfer of such records or
documents upon the Department's request. If the Grantee is required to comply with section
119.0701, F.S., then compliance with the retention of records in accordance with section
119.070(2)(b)4, F.S., will fulfill the above stated requirement. 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 the Agreement by transferring its records to the
Department at the time, and by destroying duplicate records in accordance with section 501.171,
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v2025.11.03 Page 5 of 14
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" (2014) (available
at: h. :p....-.. y.p: : . ...®. ::..:..®.. ov/ Est ubs/ pec�al.Pub.1.ct� .s/.. .�� T. p. r
9.5. The Grantee shall include the aforementioned audit and recordkeeping requirements in all
approved subgrantee agreements and assignments.
9.6. The Grantee agrees to reimburse the State for the reasonable costs of investigation incurred by
the Department's Inspector General or other authorized state official for investigations of the
Grantee's compliance with the terms of this Agreement or any other agreement between the
Grantee and the State which results in the suspension or debarment of the Grantee. Such costs
include, but they are not limited to, salaries of investigators, including overtime; travel and
lodging expenses; and expert witness and documentary fees.The Grantee shall not be responsible
for any costs of investigations that do not result in the Grantee's suspension or debarment.
9.7. The Grantee understands its duty, pursuant to section 20.055(5), F.S., to cooperate with the
Department's Inspector General in any investigation, audit, inspection, review, or hearing. The
Grantee shall comply with this duty and ensure that its contracts issued under this Agreement, if
any, impose this requirement, in writing, on its contractors.
9.8. Grantee shall comply with the applicable requirement of Addendum A, Public Records
Requirements, which is incorporated by reference herein. All references to "Contractor" within
Addendum A refer to "Grantee." All references to "Contract" within Addendum A refer to this
"Agreement."
10. Assignments, Subgrants, and Contracts.
10.1. Unless otherwise specified in the SOW, or through prior written approval of the Department,the
Grantee may not: (1) subgrant any of the funds provided to the Grantee by the Department under
this Agreement;(2)contract its duties or responsibilities under this Agreement out to a third party;
or (3) assign any of the Grantee's rights or responsibilities hereunder, unless specifically
permitted by law to do so. Any such subgrant,contract,or assignment occurring without the prior
written consent of the Department will be null and void. If the Department approves the transfer
of any of the Grantee's obligations under this Agreement,the Grantee remains responsible for all
work performed and all expenses incurred in connection with the Agreement. In addition, this
Agreement will bind the successors, assigns, and legal representatives of the Grantee, and of any
legal entity that succeeds the Grantee,to the Grantee's obligations to the Department.
10.2. The Grantee agrees to be responsible for all work performed and all expenses incurred in fulfilling
the obligations of this Agreement. If the Department permits the Grantee to contract 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 contractual arrangements must 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 that the 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 subcontractor for all expenses and liabilities incurred under
the contract. The Grantee, at its expense,will defend the Department against such claims.
10.3. The Grantee agrees that the Department may assign or transfer the Department's rights,duties,or
obligations under this Agreement to another governmental entity upon giving prior written notice
to the Grantee.
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10.4. The Grantee agrees to make payments to its subgrantees and contractors, if any,within seven(7)
business days after receipt of full or partial payments from the Department in accordance with
section 287.0585, F.S., unless otherwise stated in the agreement(s) between the Grantee and the
contractor(s). Unless the Grantee and the subgrantee(s) or contractor(s) contract for an alternate
payment schedule,the Grantee's failure to pay its subgrantees or contractors,if any,within seven
(7) business days will result in a statutory penalty charged against the Grantee and paid to the
subgrantee or contractor in the amount of one-half of one (1)percent of the amount due per day
from the expiration of the period allowed herein for payment. Such statutory penalty will be in
addition to actual payments owed and will not exceed fifteen percent (15%) of the outstanding
balance due (see section 287.0585,F.S.).
11. MyFloridaMarketPlace. Disbursements under this Agreement are disbursements of State financial
assistance to a recipient as defined in the Florida Single Audit Act,section 215.97,F.S.,and are exempt
from the MyFloridaMarketPlace Transaction Fee pursuant to Rule 60A-1.031(6)(g), F.A.C. Payments
will be made according to the SOW and not through the MyFloridaMarketPlace system.
12. 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 to
such 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.
13. Duty of Continuing Disclosure of Legal Proceedings and Instances of Fraud.
13.1. The Grantee shall provide written notice to the Department disclosing any criminal litigation,
investigation, or proceeding that arises during the Performance Period involving the Grantee, or,
to the extent the Grantee is aware,any of the Grantee's subrecipients or contractors(or any of the
foregoing entities' current officers or directors). The Grantee shall also provide written notice to
the Department disclosing any civil litigation, arbitration, or proceeding that arises during the
Performance Period,to which the Grantee(or,to the extent the Grantee is aware,any subrecipient
or contractor hereunder) is a party, and which: (1) might reasonably be expected to adversely
affect the viability or financial stability of the Grantee or any subrecipient or contractor hereunder;
or (2) involves a claim or written allegation of fraud against the Grantee, or any subrecipient or
contractor hereunder, by a governmental or public entity arising out of business dealings with
governmental or public entities.
All notices under this Section must be provided to the Department within thirty (30) business
days following the date that the Grantee first becomes aware of any such litigation,investigation,
arbitration, or other proceeding (collectively, a "Proceeding"). Details of settlements that are
prevented from disclosure by the terms of the settlement must be annotated as such.
13.2. This duty of disclosure applies to each officer and director of the Grantee, subrecipients, or
contractors when any proceeding relates to the officer's or director's business or financial
activities.
13.3. Instances of Grantee operational fraud or criminal activities, regardless of whether a legal
proceeding has been initiated, shall be reported to the Department's Contract Manager within
twenty-four(24)hours of the Grantee being made aware of the incident.
13.4. The Grantee shall promptly notify the Department's Contract Manager of any Proceeding relating
to or affecting the Grantee's, subrecipient's, or contractor's business. If the existence of such
Proceeding causes the State to conclude that the Grantee's ability or willingness to perform the
Agreement is jeopardized, the Grantee shall be required to provide the Department's Contract
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Manager all reasonable assurances requested by the Department to demonstrate that: (1) the
Grantee will be able to perform the Agreement in accordance with its terms and conditions; and
(2)the Grantee and/or its employees, agents, subrecipients, or contractor(s)have not and will not
engage in conduct in performance under the Agreement that is similar in nature to the conduct
alleged in such Proceeding.
14. Nonexpendable Property.
14.1. For the requirements of this Section of the Agreement, "nonexpendable property" is the same as
"property" as defined in section 273.02, F.S. (equipment, fixtures, and other tangible personal
property of a non-consumable and nonexpendable nature).
14.2. All nonexpendable property purchased under this Agreement must be listed on the property
records of the Grantee in accordance with the requirements of Rule 69I-72.002, F.A.C. For the
purposes of section 273.03,F.S., the Grantee is the custodian of all nonexpendable property and
shall be primarily responsible for the supervision, control, and disposition of the property in his
or her custody (but may delegate its use and immediate control to a person under his or her
supervision and may require custody receipts). The Grantee must submit an inventory report to
the Department with the final expenditure report and inventory annually during the five (5) year
period following the termination of this Agreement or during the depreciable life of the
nonexpendable property purchased under this Agreement (determined by the depreciation
schedule in use by the Grantee), whichever is shorter, and maintain accounting records for all
nonexpendable property purchased under the Agreement. The records must include information
necessary to identify the property,which at a minimum,must include the following: property tag
identification number; description of the item(s); if a group of items,the number and description
of the components; physical location; name, make or manufacturer; year and/or model;
manufacturer's serial number(s); date of acquisition; cost or value at date of acquisition; date last
inventoried; and the current condition of the item.
14.3. The nonexpendable property must not be relocated,distributed,gifted, or loaned to any other fire
service provider, agency, or individual. At no time shall the Grantee dispose of nonexpendable
property purchased under this Agreement without the prior written permission of, and in
accordance with instructions from,the Department. In addition to its plain meaning, "dispose of'
includes, selling, exchanging, transferring, distributing, gifting, and loaning. If the Grantee
proposes to dispose of the nonexpendable property or take any other action that will impact its
ownership of the property or modify the use of the property other than for the purposes stated
herein, the Department shall have the right, in its sole discretion, to demand that the Grantee
reimburse the Department the fair market value of the impacted nonexpendable property.
14.4. The Grantee is responsible for any loss,damage,or theft of,and any loss,damage or injury caused
by the use of, nonexpendable property purchased with State funds and held in its possession for
use in accordance with this Agreement. The Grantee shall immediately notify the Department, in
writing,upon discovery of any property loss with the date and reason(s) for the loss.
14.5. The Grantee is responsible for the correct use of all nonexpendable property obtained using funds
provided by this Agreement and for the implementation of adequate maintenance procedures to
keep the nonexpendable property in good operating condition.
14.6. A formal amendment to this Agreement is required prior to the purchase of any item of
nonexpendable property not listed in this Agreement(see SOW).
14.7. Title(ownership)to all nonexpendable property acquired with funds from this Agreement will be
vested in the Grantee, subject to the requirements of Section 14.8.,below.
Grant Agreement
v2025.11.03 Page 8 of 14
14.8. The Grantee shall provide advance written notification to the Department if, during the five (5)
year period following the termination of this Agreement or during the depreciable life of the
nonexpendable property purchased under this Agreement (determined by the depreciation
schedule in use by the Grantee), whichever is shorter, the Grantee proposes to dispose of or take
any other action that will impact its ownership of the nonexpendable property or modify the use
of the nonexpendable property from the purposes authorized herein. If any of these situations
arise, the Department shall have the right, in its sole discretion, to demand that the Grantee
immediately reimburse the Department the fair market value of the impacted nonexpendable
property valued at the time of disposition or modified use.
15. Additional Requirements Applicable to the Purchase of, or Improvements to, Real Property. If
funding provided under this Agreement is used for the purchase of, or improvements to, real property,
such funds are contingent upon the Grantee granting to the Department a security interest in the property
in the amount of the funding provided by this Agreement for the purchase of, or improvements to, the
real property for five (5) years from the date of purchase, the completion of the improvements, or as
further required by law(see section 287.05805, F.S.).
16. Insurance.
16.1. The Grantee shall, at its sole expense, maintain insurance coverage of such types and with such
terms and limits as may be reasonably associated with the Agreement. Adequate insurance
coverage is a material obligation of the Grantee, and the failure to maintain such coverage may
void the Agreement. The limits of coverage under each policy maintained by the Grantee shall
not be interpreted as limiting the Grantee's liability and obligations under this Agreement. All
insurance policies must be through insurers authorized to write policies in the State. Specific
insurance requirements, if any, are listed in the SOW.
16.2. The Department shall be exempt from, and in no way liable for,any sums of money representing
a deductible in any insurance policy. The payment of such deductible will be the sole
responsibility of the Grantee.
17. Intellectual Property Rights. Each party shall retain its intellectual property rights to its intellectual
property.No intellectual property is to be created or otherwise developed by Grantee for the Department
under this Agreement.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.
18. Independent Contractor Status. It is mutually understood and agreed to that at all times during the
Grantee's performance of its duties and responsibilities under this Agreement Grantee is acting and
performing as an independent contractor. The Department shall neither have nor exercise any control
or direction over the methods by which the Grantee shall perform its work and functions other than as
provided herein.Nothing in this Agreement is intended to or will be deemed to constitute a partnership
or joint venture between the Parties.
18.1. Unless the Grantee is a State agency, the Grantee (and its officers, agents, employees,
subrecipients, contractors, or assignees), in performance of this Agreement, shall act in the
capacity of an independent contractor and not as an officer, employee, or agent of the State.
Further, unless specifically authorized to do so,the Grantee shall not represent to others that, as
the Grantee, it has the authority to bind the Department or the State.
Grant Agreement
v2025.11.03 Page 9 of 14
18.2. Unless the Grantee is a State agency, neither the Grantee nor its officers, agents, employees,
subrecipients, contractors, or assignees, are entitled to State retirement or State leave benefits, or
to any other compensation of State employment as a result of performing the duties and
obligations of this Agreement.
18.3. The Grantee agrees to take such actions as may be necessary to ensure that each subrecipient or
contractor will also be deemed to be an independent contractor and will not be considered or
permitted to be in a joint venture with the State nor an agent, servant, or partner of the State as a
result of this Agreement.
18.4. Unless agreed to by the Department in the SOW, the Department will not furnish services of
support(e.g., office space, office supplies,telephone service, secretarial, clerical support, etc.)to
the Grantee, its subrecipient, contractor, or assignee.
18.5. The Department shall not be responsible for withholding taxes with respect to the Grantee's
compensation hereunder. The Grantee shall have no claim against the Department for vacation
pay, sick leave, retirement benefits, social security, workers' compensation, health or disability
benefits, reemployment assistance benefits, or employee benefits of any kind. The Grantee shall
ensure that its employees, subrecipients,contractors,and other agents,receive all legally required
benefits and insurance coverage from an employer other than the State.
18.6. At all times during the Agreement period, the Grantee must comply with the reporting and
Reemployment Assistance contribution payment requirements of chapter 443,F.S.
19. Electronic Funds Transfer.The Grantee agrees to enroll in Electronic Funds Transfer(EFT), offered
by the State's Chief Financial Officer within thirty(30) calendar 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:
s:/m�flon ac:�o.co /d ivision/aa vven ors. Questions should be directed to the EFT Section at(850)
413-5517. Once enrolled, invoice payments will be made by EFT.
20. Entire Agreement. This Agreement consists of all documents listed in the order of precedence below,
each of which is incorporated into, and is an integral part of,the Agreement, and together they embody
the entire Agreement. This Agreement supersedes all previous oral or written communications,
representations, or agreements on this subject. Any conflicts among these documents will be resolved
in accordance with the following order of precedence:
i. Attachment 1, Statement of Work;
ii. This Grant Agreement document;
iii. Attachment 2,Audit Requirements for Awards of State and Federal Financial Assistance(with
its Exhibit 1);
iv. Addendum A,Public Records Requirements;
V. Attachment 3, Index of Applicable Laws and Regulations;
vi. Any Appendices;
vii. Any other Attachments.
21. Time is of the Essence.Time is of the essence regarding the performance requirements set forth in this
Agreement. The Grantee is obligated to timely complete the deliverable(s) under this Agreement and
to comply with all other deadlines necessary to perform the Agreement which include, but are not
limited to, attendance of meetings or submittal of reports.
22. Termination.
22.1. 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
Grant Agreement
v2025.11.03 Page 10 of 14
agrees to notify the Grantee in writing at the earliest possible time if funds are no longer available.
If funds become 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 shall be the final authority as to the availability of funds
and will not reallocate funds earmarked for this Agreement to another program thus causing"lack
of funds."
22.2. Termination for Cause. The Department may terminate this Agreement if the Grantee fails to:
(1) satisfactorily complete the deliverables within the time specified in the Agreement; (2)
maintain adequate progress,thus endangering performance of the Agreement; (3)honor any term
of the Agreement;or(4)abide by any statutory,regulatory,or licensing requirement.The Grantee
shall continue to perform any work not terminated. The Department's rights and remedies in this
clause are in addition to any other rights and remedies provided by law or under the Agreement.
The Grantee shall not be entitled to recover any cancellation charges or lost profits. Upon
termination,the Department may require that the Grantee return to the Department any funds that
were used for ineligible purposes under the Agreement or applicable program laws, rules, and
regulations governing the use of funds under: (1)the Agreement; or(2)applicable program laws,
rules, and regulations governing the use of funds under this Agreement.
22.3. Termination for Convenience. The Department may terminate this Agreement, in whole or in
part, by providing written notice to the Grantee that the Department determined, in its sole
discretion, it is in the State's interest to do so. The Grantee shall cease performance upon receipt
of the Department's notice of termination, except as necessary to complete the continued portion
of the Agreement,if any. The Grantee shall not be entitled to recover any cancellation charges or
lost profits.
22.4. Grantee's Responsibilities upon Termination. If the Department provides a notice of
termination to the Grantee, except as otherwise specified by the Department in that notice, the
Grantee shall: (1) stop work under this Agreement on the date and to the extent specified in the
notice; (2) complete performance of such part of the work that has not been terminated by the
Department, if any; (3)take such action as may be necessary, or as the Department may specify,
to protect and preserve any property which is in the possession and custody of the Grantee, and
in which the Department has or may acquire an interest; and (4) transfer, assign, and make
available to the Department all property and materials belonging to the Department upon the
effective date of termination of this Agreement.No extra compensation will be paid to the Grantee
for its services in connection with such transfer or assignment.
23. Dispute Resolution. Unless otherwise stated in the SOW, the Department shall decide disputes
concerning the performance under the Agreement,reduce the decision to writing, and serve a copy on
the Grantee. If a Party is dissatisfied with the dispute resolution decision,jurisdiction for any dispute
arising under the terms of the Agreement will be in the State courts,and the venue will be in the Second
Judicial Circuit, in and for Leon County. Except as otherwise provided by law, the Parties agree to be
responsible for their own costs and attorneys' fees incurred in connection with disputes arising under
the terms of the Agreement.
24. No Waiver of Consequences for Failure to Comply. The Department's decision to waive any
consequences in one instance does not relinquish the Department's right and ability to impose any
consequences in future instances. The Department's failure to enforce, or the Department's waiver of
a breach of, any provision contained herein shall not constitute a waiver of any other breach or of such
provision.
25. Limitation of Liability.Unless otherwise specifically enumerated in this Agreement,no Party shall be
liable to another for special,indirect,punitive,or consequential damages,including lost data or records
Grant Agreement
v2025.11.03 Page 11 of 14
(unless the Agreement requires the Grantee to back-up data or records), even if the Party has been
advised that such damages are possible. No Party shall be liable for lost profits, lost revenue, or lost
institutional operating savings. The State and the Department may, in addition to other remedies
available to them at law or in equity and upon notice to the Grantee, retain such monies from amounts
due the Grantee as may be necessary to satisfy any claim for damages, penalties, costs, and the like
asserted by or against them.
26. Indemnification.
26.1. The Grantee shall be fully liable for the actions of its agents, employees,partners, subrecipients,
or contractors and shall fully indemnify,defend, and hold harmless the State and the Department,
and their officers, agents, and employees, from suits, actions, damages, and costs of every name
and description,arising from or relating to personal injury and damage to real or personal tangible
property alleged to be caused in whole or in part by the Grantee, its agents, employees,partners,
subrecipients, or contractors, provided, however, that the Grantee shall not indemnify for that
portion of any loss or damages proximately caused by the negligent act or omission of the State
or the Department.
26.2. Further, the Grantee shall fully indemnify, defend, and hold harmless the State and the
Department from any suits,actions, damages,and costs of every name and description,including
attorneys' fees, arising from or relating to a violation or infringement of a trademark, copyright,
patent,trade secret or intellectual property right,provided,however,that the foregoing obligation
will not apply to the Department's misuse or modification of the Grantee's products or the
Department's operation or use of the Grantee's products in a manner not contemplated by the
Agreement. If any product is the subject of an infringement suit, or in the Grantee's opinion is
likely to become the subject of such suit, the Grantee may at its sole expense procure for the
Department the right to continue using the product or to modify it to become non-infringing. If
the Grantee is not reasonably able to modify or otherwise secure for the Department the right to
continue using the product, the Grantee shall remove the product and refund the Department the
amounts paid in excess of a reasonable rental for past use. The Department shall not be liable for
any royalties.
26.3. The Grantee's obligations under the preceding two paragraphs with respect to any legal action
are contingent upon the State or the Department giving the Grantee: (1) written notice of any
action or threatened action, (2) the opportunity to take over and settle or defend any such action
at the Grantee's sole expense, and (3) assistance in defending the action at the Grantee's sole
expense. The Grantee shall not be liable for any cost, expense, or compromise incurred or made
by the State or the Department in any legal action without the Grantee's prior written consent,
which will not be unreasonably withheld.
NOTE: For the avoidance of doubt,if the Grantee is a State agency or subdivision,as defined in section
768.28(2), F.S.,pursuant to section 768.28(19), F.S., neither Party indemnifies nor insures or assumes
any liability to the other Party for the other Party's negligence.
27. Force Maj eure and Notice of Delay from Force Maj eure. Neither Party shall be liable to the other
for any delay or failure to perform under this Agreement if such delay or failure is neither the fault nor
caused by the negligence of the Party or its employees or agents and the delay is due directly to acts of
God,wars,acts of public enemies,strikes,fires,floods,or other similar cause wholly beyond the Party's
control, or for any of the foregoing that affects subrecipients, contractors, or suppliers if no alternate
source of supply is available. However,if a delay arises from the foregoing causes,the Party shall take
all reasonable measures to mitigate all resulting delay or disruption in accordance with the Party's
performance requirements under this Agreement. If the Grantee believes any delay is excusable under
Grant Agreement
v2025.11.03 Page 12 of 14
this Section,the Grantee shall provide written notice to the Department describing the delay or potential
delay and the cause of the delay within five (5) calendar days after the Grantee first had reason to
believe that a delay could result if the Grantee could reasonably foresee that a delay could result or
within ten (10) calendar days after the date the Grantee first learned of the delay if the delay is not
reasonably foreseeable. Providing notice in strict accordance with this paragraph is a condition
precedent to such remedy. The Department, in its sole discretion, will determine if the delay is
excusable under this Section and will notify the Grantee of its decision in writing. If an extension is
legally permissible, and if one will be granted,the Department's notice will state the extension period.
THE FOREGOING CONSTITUTES THE GRANTEE'S SOLE REMEDY OR EXCUSE WITH
RESPECT TO DELAY. The Grantee shall not assert a claim for damages against the Department and
shall not be entitled to an increase in this Agreement price or payment of any kind from the Department
for any reason. If performance is suspended or delayed, in whole or in part, due to any of the causes
described in this Section, after the causes have ceased to exist,the Grantee shall resume performance,
unless the Department determines, in its sole discretion, that the delay will significantly impair the
ability of the Grantee to timely complete its obligations under this Agreement, in which case the
Department may terminate the Agreement in whole or in part.
28. Severability.If any provision of this Agreement,in whole or in part,is held to be void or unenforceable
by a court of competent jurisdiction,that provision shall be enforced only to the extent that it is not in
violation of law or is not otherwise unenforceable, and all other provisions remain in full force and
effect.
29. Survival.Any right or obligation of the Parties in the Agreement,which,by its express terms or nature
and context, is intended to survive termination or expiration of the Agreement, will survive any such
termination or expiration.
30. Execution in Counterparts. The Agreement may be executed in counterparts, each of which will be
deemed an original and all of which will constitute but one and the same instrument.
31. Contact Information for Grantee and Department Contacts.
Grantee's Payee: Grantee's Contract Manager:
Monroe County Board of County
R. L. Colina
Commissioners
1100 Simonton Street 1100 Simonton Street
Key West,Florida 33040 Key West,Florida 33040
(305)289-6020 (305)289-6020
colina-rlgmonroecounty-fl.gov colina-rlgmonroecounty-fl.gov
Department's Contract Manager:
Ginie Chibuzor
200 E. Gaines Street
Tallahassee, Florida 32399
(850)413-3631
Ginie.ChibuzorgmyFloridaCFO.com
Grant Agreement
v2025.11.03 Page 13 of 14
If any of the information provided in this Section changes after the execution of this Agreement, the
Party making such change will notify the other Parties in writing of such change. Such changes will not
require a written amendment to the Agreement.
32. Notices.
The contact information provided in the immediately preceding Section must be used by the Parties for
all communications under the Agreement. Where the terms "written notice" or notice "in writing" are
used to specify a notice requirement herein, said notice will be deemed to have been given when (1)
personally delivered; (2) transmitted via facsimile with confirmation of receipt or email with
confirmation of receipt if the sender on the same day sends a confirming copy of such notice by a
recognized overnight delivery service (charges prepaid); (3)the day following the day(except if not a
Business Day then the next Business Day)on which the same has been delivered prepaid to a recognized
overnight delivery service; or (4) on the date actually received, except if there is a date of the
certification of receipt, then on that date.
IN WITNESS THEREOF, and in consideration of the mutual covenants set forth above and in the
documents that make up this Agreement, the Parties have caused to be executed this Agreement by their
undersigned, duly authorized officials.
MONROE COUNTY BOARD OF DEPARTMENT OF FINANCIAL SERVICES
COUNTY COMMISSIONERS
Signature Signature
Michelle Lincoln
Printed Name Printed Name
Mayor
Title Title
Date Date
A Deputy'Clerk
Assistant "" minty A t, rilely.
Grant Agreement
v2025.11.03 Page 14 of 14
ATTACHMENT 1
Statement of Work(FCDEGP)
1. Project Description. The Florida Legislature has appropriated funds in Line 2233 of the General
Appropriations Act for the 2025-2026 State fiscal year to the Department to implement section
633.137, F.S., for the specific purposes stated therein, and the Division has the authority to administer
the program and annually award grants upon the terms and conditions set forth in the Agreement and
in Rule 69A-37.503,Florida Administrative Code(F.A.C.). To be a recipient of State funds under this
grant program,the Grantee has identified a source of nonstate funding in an amount that is equal to or
exceeds twenty-five percent (25%) of the funding provided to Grantee under this Agreement. The
Grantee has been awarded funding for the 2025-2026 Fiscal Year in the amount of$26,667.45. The
funds will be used for the purchase of equipment, specifically one (1) personal protective equipment
extractor for Fire Station 11 and one(1)personal protective equipment extractor for Fire Station 22, as
further described in Appendix 1 and Appendix 2, Itemized Equipment List(s), if applicable. This is a
cost-reimbursement agreement, subject to a minimum twenty-five percent(25%)match of funds from
a nonstate source of funding, not to exceed the amount of funds stated above. Such funds will be paid
by the Department in consideration of the Grantee's performance of the requirements as set forth by
the terms and conditions of the Agreement.
2. Performance Period. The Performance Period of this Agreement begins on July 1,2025, and ends on
June 30, 2026. The term of this Agreement may be continued through the appropriations carry forward
period for the purpose of submitting documents required in Section 6., Deliverables, as approved by
the Department through written notification. The Department shall not be obligated to pay for costs
incurred by Grantee related to this Agreement prior to this term beginning date or after this term end
date.
3. Program Requirements. The Florida Legislature created the Firefighter Cancer Decontamination
Equipment Grant Program within the Division of State Fire Marshal (Division) to provide financial
assistance to help career fire departments,combination fire departments,and volunteer fire departments
procure equipment, supplies, and training designed to mitigate exposure to hazardous, cancer-causing
chemicals. The Division prioritizes the annual award of grants to those career, combination, and
volunteer fire departments demonstrating need via participation in the annual Florida Fire Service
Needs Assessment Survey, in compliance with the requirement to submit fire incident data as required
in Rule 69A-66.004, F.A.C., in compliance with the Florida Firefighters Occupational Health and
Safety Act (or has a plan for correction for any noncompliance issue filed with the Division), and in
compliance with the requirement to provide a minimum 25%match of nonstate funding for the amount
of funding requested and proof of that funding. Grantees shall only use funds to:
a. Purchase vehicle exhaust capture systems that are either mounted in the stations or on the vehicles
and are compliant with the standards of National Fire Protection Association (NFPA) 1500,
Standard on Fire Department Occupational Safety, Health, and Wellness Program, as specified in
Rule 69A-62.025,F.A.C.
b. Purchase personal protective equipment extractor units that are designed to operate using 110-volt
alternating current (AC); however, additional costs such as wiring and installation will not be
covered.
c. Purchase personal protective equipment extractor units not designed to operate using I I0-volt AC
current; however, additional costs such as wiring and installation will not be covered.
d. Purchase second issued hoods,gloves, and helmet earflaps that are compliant with the standards of
NFPA 1971, Standard on Protective Ensembles for Structural Fire Fighting and Proximity Fire
Fighting, as specified in Rule 69A-37.060, F.A.C., and that can be exchanged at the scene or in
quarters after fire extinguishment.
Attachment 1,Statement of Work(FCDEGP)
v2025.10.21 Page 1 of 4
e. Purchase other equipment that is used to mitigate exposure to hazardous,cancer-causing chemicals
when specifically authorized by the Division.
f. Purchase supplies that are used to mitigate exposure to hazardous, cancer-causing chemicals when
specifically authorized by the Division.
g. Provide educational training designed to mitigate exposure to hazardous,cancer-causing chemicals
when specifically authorized by the Division.
4. Grantee's Responsibilities. The Grantee shall:
a. Purchase the equipment as specified in Appendix 1 and Appendix 2, Itemized Equipment List(s),
if applicable.
b. Provide the Department with the required supporting documents with the invoice as specified in
Section 7., Invoice Submittal and Payment Schedule.
c. Receive the equipment as described in Appendix 1 and Appendix 2, as applicable, in a timely
manner not to exceed the Performance Period stated in Section 2.,Performance Period.
d. Provide the Department with sufficient documentation that ensures receipt of the equipment.
e. Provide the Department with documentation, upon Department's demand, evidencing status
reports. Grantee shall provide status report documentation on the Status Update Request Form,
incorporated by reference as Attachment 4.
f. Submit monthly fire incident data to the National Fire Incident Reporting System via
https://www.nfirs.fema.gov/NFIRSWeb/login until December 25, 2025. On and after January 1,
2026,and for the entire duration of the Performance Period listed in the Agreement submit monthly
fire incident data to the National Emergency Response Information System via
https://neris.fsri.org_/ Proof of submittance of fire incident data is required to be provided to the
Department upon the Department's demand.
g. Maintain all fire department profile and roster records within the electronic database of the Bureau
of Fire Standards and Training.
h. Demonstrate compliance with the Florida Firefighter Occupational Safety and Health Act by
having completed a compliance inspection within the previous three years or having a compliance
inspection conducted before the grant funds are awarded.
i. Provide the written agreement with the fire service provider under which the Grantee is operating.
5. Department's Responsibilities. The Department shall monitor the Grantee's progress as it deems
necessary to verify that all requirements of the Agreement are being performed in accordance with this
Agreement. The Department shall review submitted documentation and process payments to the
Grantee to reimburse allowable, reasonable, and necessary expenditures, not to exceed the awarded
amount specified in Section L, Project Description.
The Department will monitor reporting compliance for the Grantee and will notify the appropriate
parties of non-compliance.
Attachment 1,Statement of Work(FCDEGP)
v2025.10.21 Page 2 of 4
6. Deliverables. The Grantee shall complete the following deliverable:
Deliverable No. 1—Purchase one(1) personal protective equipment extractor for Fire Station 11.
Task Documentation Financial Consequences
Purchase and receive A. Grantee must provide proof of The Department will not reimburse
equipment as described in payment in the form of cleared the Grantee pursuant to the
Appendix 1, Itemized check(s), bank statement(s), or Agreement for any equipment
Equipment List. electronic fund transfer(s). received outside of the specified
Performance Period,or if accurate and
B. Grantee must provide proof of sufficient documentation is not
receipt of the equipment in the received from the Grantee.
form of photos, packing slips,
or other equivalent
documentation.
C. Proof of minimum 25% match
funding, as required.
DELIVERABLE 1 ESTIMATED COST $139333.73
Deliverable No. 2—Purchase one(1) personal protective equipment extractor for Fire Station 22.
Task Documentation Financial Consequences
Purchase and receive A. Grantee must provide proof of The Department will not reimburse
equipment as described in payment in the form of cleared the Grantee pursuant to the
Appendix 2, Itemized check(s), bank statement(s), or Agreement for any equipment
Equipment List. electronic fund transfer(s). received outside of the specified
Performance Period,or if accurate and
B. Grantee must provide proof of sufficient documentation is not
receipt of the equipment in the received from the Grantee.
form of photos,packing slips,
or other equivalent
documentation.
C. Proof of minimum 25% match
funding, as required.
DELIVERABLE 2 ESTIMATED COST $139333.72
TOTAL GRANT AMOUNT NOT TO EXCEED $26,667.45
7. Invoice Submittal and Payment Schedule. This is a cost reimbursement contract. The Department
will reimburse the Grantee upon satisfactory completion of the deliverable requirements specified in
Section 6., Deliverables, and in accordance with the terms and conditions of this Agreement for a total
dollar amount not to exceed the awarded amount specified in Section 1.,Project Description, subject to
the availability of funds. To request reimbursement,the Grantee shall:
a. Complete the Reimbursement Request Letter, incorporated by reference as Attachment 5, signed
by the Grantee's Agreement Manager certifying that the costs being claimed in the invoice package:
i. Are specifically for the equipment represented in this Agreement;
ii. Have been paid;
iii. Were incurred within the Performance Period as specified in Section 2., Performance
Period; and
iv. Are not a duplicate, and duplicates will not be submitted to another funding source.
Attachment 1,Statement of Work(FCDEGP)
v2025.10.21 Page 3 of 4
b. Provide all documentation necessary to demonstrate completion of the Deliverable(s) listed in
Section 6., Deliverables.
c. Provide the itemized invoice from the vendor listed in Appendix 1 and Appendix 2, Itemized
Equipment List(s), if applicable, that matches the equipment described in Appendix 1 and
Appendix 2, Itemized Equipment List(s), if applicable.
d. Provide proof of payment to the specified vendor.
8. Financial Consequences for Failure to Timely and Satisfactorily Perform. Failure to timely
complete the required duties outlined in this Attachment 1, Statement of Work, will result in the
automatic rejection of a request for reimbursement of the associated expenditures for the applicable
deliverable(s). Failure to provide documentation required in Section 6., Deliverables, within the
specified Performance Period will result in the expenditure not being reimbursed by the Department. If
the Grantee received advance payment and failed to timely and satisfactorily perform, any funds the
Grantee received must be returned to the Department upon the Department's written notification.
Should repayment not be made in a timely manner, the Department shall be entitled to charge interest
at the lawful rate of interest on the outstanding balance beginning forty(40)calendar days after the date
of notification. This provision for financial consequences shall not affect the Department's right to
terminate the Agreement as provided elsewhere in the Agreement.
Attachment 1,Statement of Work(FCDEGP)
v2025.10.21 Page 4 of 4
Appendix I
Itemized Equipment List
Rev. 11/17/23
Original QUOTATION
r 41ih*1
TEN=8' 1 1 23106 672 11 Z 1 03 5 1 1
FIRE&SAFETY
TEN-8 FIRE &SAFETY, LLC �0 5
2904 59TH AVENUE DRIVE EAST
BRADENTON, FL 34203
USA
Phone: 800-228-8368 ':_,I_ti ti
Fax: 941-756-2598 Higgins.,Mark P mhiggins@ten8fire.com
_r'..'
Decker]on idecker@ten8fire.com
MONROE COUNTY FIRE RESCUE MONROE COUNTY FIRE RESCUE
7280 OVERSEAS HIGHWAY Fire Station 11,22352 Overseas Hwy,Cudjoe Key FL 33042
MARATHON FL 33050
USA
Description Quantity UoM Vendor Price Total
CACHMHD-55 Circul-Air HD Industrial 1 EA Circul-Air Corporation 17.778.30 17.778.30
Grade Hard Mount International
Extractor 55 LB CAP J 11
pcs gear
CRT-100 CRATING FEES 1 EA Circul-Air Corporation 100.00 100.00
International
Shipping:Ground
Subtotal: $17f878.30
Freight: $800.15
Total Before Tax: $18F678.45
Total Tax Amount: $0.00
Total Amount: $ 18r678.45
J _. .. 12J 03J 2a25
"If any tax, public charge, tariff or duty, is modified assessed, levied with respect to this sale then the
burden of such charge or change shall be borne by the Customer.
- please access the link below for our full terms and conditions."
All returns must be initiated within 30 days of receipt of product and will be charged a restocking fee.Contact your
sales representative to receive a Return Materials Authorization(RMA),Special order parts are not returnable.Full
terms and conditions for returns can be found on our website at f n J
Appendix 2
Itemized Equipment List
Rev. 11/17/23
L Original QUOTATION
mmmmmmmmmmmmm
PALI
TEN=8'
231060673 11/03/25 1/1
FIRE&SAFETY
TEN-8 FIRE &SAFETY, LLC C00650
2904 59TH AVENUE DRIVE EAST ..... ......---- ......
BRADENTON, FL 34203 -"
USA .............................................mm
Phone: 800-228-8368
Fax: 941-756-2598 Higgins,,Mark P mhiggins@tenSfire.com
Decker..]on jdecker@ten8Fre.com
MONROE COUNTY FIRE RESCUE MONROE COUNTY FIRE RESCUE
7280 OVERSEAS HIGHWAY Fire Station 22, 151 Marine Ave,Tavernier FL 33070
MARATHON FL 33050
USA
Description Quantity UoM Vendor Price Total
CACHMHD-55 Circul-Air HD Industrial 1 EA Circul-Air Corporation 17,778.30 17,778.30
Grade Hard Mount International
Extractor 55 LB CAP/ 11
pcs gear
CRT-100 CRATING FEES 1 EA Circul-Air Corporation 100.00 100.00
International
Shipping:
Subtotal: $17,878.30
Freight: $900.00
Total Before Tax: $18,778.30
Total Tax Amount: $0.00
To..........tal........................................Amount: $ 18,778.30
....
I 12/03/2025
"If any tax, public charge, tariff or duty, is modified assessed, levied with respect to this sale then the
burden of such charge or change shall be borne by the Customer.
- please access the link below for our full terms and conditions."
All returns must be initiated within 30 days of receipt of product and will be charged a restocking fee.Contact your
sales representative to receive a Return Materials Authorization(RMA).Special order parts are not returnable. Full
terms and conditions for returns can be found on our website at
ATTACHMENT 2
Department of Financial Services
Division of Accounting and Auditing—Bureau of Auditing
AUDIT REQUIREMENTS FOR AWARDS OF
STATE AND FEDERAL FINANCIAL ASSISTANCE
The administration of resources awarded by the Department of Financial Services (Department) to the
Grantee may be subject to audits and/or monitoring by the Department, as described in this section.
MONITORING
In addition to reviews of audits conducted in accordance with 2 CFR 200, Subpart F-Audit Requirements,
and 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 as defined by 2 CFR
§200.425,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.
AUDITS
Part I: Federally Funded
This part is applicable if the Grantee is a state or local government or a nonprofit organization as defined
in 2 CFR§200.90, §200.64, and §200.70.
1. A grantee that expends $750,000 or more in federal awards in its fiscal year must have a single or
program-specific audit conducted in accordance with the provisions of 2 CFR 200, Subpart F-Audit
Requirements. EXHIBIT 1 to this form lists the federal resources awarded through the Department
by this agreement. In determining the federal awards expended in its fiscal year, the Grantee shall
consider all sources of federal awards, including federal resources received from the Department.
The determination of amounts of federal awards expended should be in accordance with the
guidelines established in 2 CFR §§200.502-503. An audit of the Grantee conducted by the Auditor
General in accordance with the provisions of 2 CFR§200.514 will meet the requirements of this Part.
2. For the audit requirements addressed in Part I,paragraph 1,the Grantee shall fulfill the requirements
relative to auditee responsibilities as provided in 2 CFR§§200.508-512.
3. A grantee that expends less than$750,000 in federal awards in its fiscal year is not required to have
an audit conducted in accordance with the provisions of 2 CFR 200, Subpart F-Audit Requirements.
If the Grantee expends less than $750,000 in federal awards in its fiscal year and elects to have an
audit conducted in accordance with the provisions of 2 CFR 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 Grantee resources obtained from other than federal entities).
Part II: State Funded
1. 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 form lists the state financial assistance awarded through the
DFS-A2-CL Page-1-
Rev. 11/18
Rule 69I-5.006,F.A.C.
AUDIT REQUIREMENTS FOR AWARDS OF
STATE AND FEDERAL FINANCIAL ASSISTANCE
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.
2. For the audit requirements addressed in Part II, 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.
3. 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).
Part III: Other Audit Requirements
N/A
Part IV: Report Submission
1. Copies of reporting packages for audits conducted in accordance with 2 CFR 200, Subpart F-Audit
Requirements, and required by Part I of this form shall be submitted, when required by 2 CFR
§200.512, by or on behalf of the Grantee directly to the Federal Audit Clearinghouse (FAC) as
provided in 2 CFR§200.36 and §200.512.
The FAC's website provides a data entry system and required forms for submitting the single audit
reporting package. Updates to the location of the FAC and data entry system may be found at the
OMB website.
2. Copies of financial reporting packages required by Part II of this form shall be submitted by or on
behalf of the Grantee directly to each of the following:
a. The Department at each of the following addresses:
Electronic copies(preferred): Ginie.ChibuzorgMyFloridacfo.com
or
Paper(hard copy):
Ginie Chibuzor
Department of Financial Services
200 East Gaines Street
Tallahassee, Florida 32399-0340
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
DFS-A2-CL Page-2-
Rev. 11/18
Rule 69I-5.006,F.A.C.
AUDIT REQUIREMENTS FOR AWARDS OF
STATE AND FEDERAL FINANCIAL ASSISTANCE
The Auditor General's website (htlps://flauditor.gov/) provides instructions for filing an
electronic copy of a financial reporting package.
3. Any reports, management letters, or other information required to be submitted to the Department
pursuant to this agreement shall be submitted timely in accordance with 2 CFR §200.512, section
215.971 F.S., and Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General, as applicable.
4. Grantees, when submitting financial reporting packages to the Department for audits done in
accordance with 2 CFR 200, Subpart F - Audit Requirements, or 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.
DFS-A2-CL Page-3-
Rev. 11/18
Rule 69I-5.006,F.A.C.
AUDIT REQUIREMENTS FOR AWARDS OF
STATE AND FEDERAL FINANCIAL ASSISTANCE
EXHIBIT 1
Federal Resources Awarded to the Grantee
Pursuant to this Agreement Consist of the Following:
1. Federal Program A:
N/A
2. Federal Program B:
N/A
Compliance Requirements Applicable to the Federal Resources
Awarded Pursuant to this Agreement are as Follows:
1. Federal Program A:
N/A
2. Federal Program B:
N/A
State Resources Awarded to the Grantee
Pursuant to this Agreement Consist of the Following:
Matching Resources for Federal Programs:
1. Federal Program A:
N/A
2. Federal Program B:
N/A
Subject to Section 215.97,F.S.:
1. State Project A:
State Project: Fire Decontamination Equipment Grant Program
State Awarding Agency: State of Florida, Department of Financial Services
Catalog of State Financial Assistance Title and Number: Fire Decontamination Equipment Grants,
43.013
Amount: The amount listed in section 6.,Deliverables,in this Agreement's Attachment 1,Statement
of Work.
2. State Project B:
N/A
Compliance Requirements Applicable to State Resources Awarded
Pursuant to this Agreement Are as Follows:
The requirements of this Agreement, section 633.137,F.S., and Rule 69A-37.503,F.A.C.
DFS-A2-CL Page-4-
Rev. 11/18
Rule 69I-5.006,F.A.C.
Attachment 3
Index of Applicable Laws and Regulations
1. Statutory Requirements:
Chapter 112,F.S. (conflict of interest)
Chapter 119,F.S. (public records and exceptions to disclosure)
Sections 11.062 and 216.347,F.S. (prohibitions on the use of state funds for lobbying purposes)
Section 216.1366,F.S. (inspection of records)
Section 286.101, F.S. (foreign gifts and contracts)
Section 286.25,F.S. (sponsorship)
Section 287.133, F.S. (convicted vendor list)
Section 287.134, F.S. (discriminatory vendor list)
Section 287.137, F.S. (antitrust violator vendor list)
Americans with Disabilities Act
Immigration and Nationality Act
2. Audit Requirements:
Section 20.055, F.S. (audit investigations)
Section 215.34,F.S. (return or recoupment of funds)
Section 215.97,F.S.,Florida Single Audit Act
Section 215.971, F.S.,Agreements Funded with Federal or State Assistance
3. Financial Requirements:
Section 215.422, F.S. (payments from state funds)
Section 273.02,F.S. (nonexpendable tangible personal property)
Section 287.0585,F.S. (payments to subcontractors)
Rule 60A-1.031, F.A.C. (MyFloridaMarketPlace)
Chief Financial Officer Memoranda Nos. 1,2, and 4(effective July 1, 2020)
Rev. 07/27/2021
D I'VIS 10 N '0 F JJ0111
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Attachment 4-Status Update Request Form
Instructions: Complete all applicable fields and submit to the assigned Contract Manager within the Department. If the
assigned Contract Manager is unknown, send the form to SFMGrant@myfloridacfo.com.
Grantee: Reporting Date: tract Number:
Equipment Purchase Description:
..................
1. Phases Complete(Check)
,Procurement of Vendor E q u i p m e n Val" iiioj Equipment Purchased
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2. Has the Grant Agreement been executed? If not,wh
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4. Problem Areas/Other C y,,ys(Revi ns, elays, Difficulties, etc):
Grantee Representative
I certify that the information provided above is true and correct per the terms of the Grant Agreement.
iDate Printed Name/Title Signature
Comments/Notes
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Review Date Site Visit QYes No QN/A Contract Manager Signature
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Firefighter Cancer Decontamination Equipment Grant Program
Attachment 5 -Reimbursement Request Letter
on behalf of
(Print name of Grantee's Grant Manager)
certify for
(Print name of Grantee)
Agreement No. and Reimbursement Request No. Aiijo that:
1) The costs being claimed on this request are specifically ip t listed in the grant award and grant
agreement;
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2) The costs being claimed on this request are for on A0,F6 of th co o ents listed in the deliverable in Section 4Deliverable of the Sco e of Work• o°k,
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3) The Grantee has paid such costs unde Is and p "ovisl ns of the grant agreement;
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4) The costs being claimed on t r( est we inc rred after the date specified in Section 3,Performance Period, of
the Agreement docume nd p or to the Performance Period;
5) A duplicate i e for the same services, supplies, materials and/or labor set forth in the attached invoice has not
been submitted, d will not be submitted, to another funding source for the equipment identified in the grant
agreement.
Signature of Grantee's Grant Manager
Print Name
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ISION OF
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Reimbursement Detail
Request# Grantee:
Submit Date: Grantee Address:
Contract# Grantee Contact:
Deliverable:
011I"
Reimbursement
Vendor Invoice# Invoice Date voi escri tion Requested
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Required Match: Request Total $
Total Previous Payments $
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Total Grant Amount $
Remaining Funds $
Grantee Certifica ',o : Si n here and complete the Grantee's Certification of Reimbursement Request on
Page 1 to certi amount beingrequested for reimbursement is true and valid in accordance with the
Agreement.
Grantee Signature
& Date:
SFM Use
Contract Manager
Receipt:
Component Vendor
Payment Tasks Performed Funds Reconciled
Checklist: Invoice(s)
DEPARTMENT OF FINANCIAL SERVICES
Public Records Requirements
Addendum A
1. Public Records Access Requirements.
a. If the Contractor is acting on behalf of the Department in its performance of services under the Contract,
the Contractor must allow public access to all documents, papers, letters, or other material, regardless of
the physical form, characteristics, or means of transmission, made or received by the Contractor in
conjunction with the Contract(Public Records), unless the Public Records are exempt from public access
pursuant to section 24(a) of Article I of the Florida Constitution or section 119.07(1), F.S.
b. The Department may unilaterally terminate the Contract if the Contractor refuses to allow public access to
Public Records as required by law.
2. Public Records Requirements Applicable to All Contractors.
a. For purposes of the Contract, the Contractor is responsible for becoming familiar with Florida's Public
Records law, consisting of chapter 119, F.S., section 24(a) of Article I of the Florida Constitution, or other
applicable state or federal law(Public Records Law).
b. All requests to inspect or copy Public Records relating to the Contract must be made directly to the
Department. Notwithstanding any provisions to the contrary, disclosure of any records made or received
by the State in conjunction with the Contract is governed by Public Records Law.
c. If the Contractor has a reasonable, legal basis to assert that any portion of any records submitted to the
Department is confidential,proprietary,trade secret, or otherwise not subject to disclosure ("Confidential"
or"Trade Secret")under Public Records Law or other legal authority,the Contractor must simultaneously
provide the Department with a separate redacted copy of the records the Contractor claims as Confidential
or Trade Secret and briefly describe in writing the grounds for claiming exemption from the Public Records
Law,including the specific statutory citation for such exemption. The un-redacted copy of the records must
contain the Contract name and number and must be clearly labeled"Confidential" or"Trade Secret." The
redacted copy of the records should only redact those portions of the records that the Contractor claims are
Confidential or Trade Secret. If the Contractor fails to submit a redacted copy of records it claims are
Confidential or Trade Secret, such action may constitute a waiver of any claim of confidentiality.
d. If the Department receives a Public Records request,and if records that have been marked as"Confidential"
or "Trade Secret" are responsive to such request, the Department will provide the Contractor-redacted
copies to the requester. If a requester asserts a right to the portions of records claimed as Confidential or
Trade Secret, the Department will notify the Contractor that such an assertion has been made. It is the
Contractor's responsibility to assert that the portions of records in question are exempt from disclosure
under Public Records Law or other legal authority. If the Department becomes subject to a demand for
discovery or disclosure of the portions of records the Contractor claims as Confidential or Trade Secret in
a legal proceeding, the Department will give the Contractor prompt notice of the demand, when possible,
prior to releasing the portions of records the Contractor claims as Confidential or Trade Secret (unless
disclosure is otherwise prohibited by applicable law). The Contractor shall be responsible for defending its
determination that the redacted portions of its records are Confidential or Trade Secret.No right or remedy
for damages against the Department arises from any disclosure made by the Department based on the
Contractor's failure to promptly legally protect its claim of exemption and commence such protective
actions within ten days of receipt of such notice from the Department.
e. If the Contractor claims that the records are "Trade Secret"pursuant to section 624.4213, F.S., and all the
requirements of section 624.4213(1), F.S., are met, the Department will respond to the Public Records
Request in accordance with the provisions specified in that statute.
f. The Contractor shall ensure that exempt or confidential and exempt Public Records are not disclosed except
as permitted by the Contract or by Public Records Law.
Addendum A
1 of 2
Rev. 06/07/21
3. Additional Public Records Duties of Section 119.0701,F.S.,If Applicable.
If the Contractor is a"contractor"as defined in section 119.0701(1)(a),F.S.,the Contractor shall:
a. Keep and maintain Public Records required by the Department to perform the service.
b. Upon request,provide the Department with a copy of requested Public Records or allow the Public Records
to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in chapter
119,F.S., or as otherwise provided by law.
c. Ensure that Public Records that are exempt or confidential and exempt from Public Records disclosure
requirements are not disclosed except as authorized by law for the duration of the Contract term and
following completion of the Contract if the Contractor does not transfer the Public Records to the
Department.
d. Upon completion of the Contract, transfer, at no cost, to the Department all Public Records in possession
of the Contractor or keep and maintain Public Records required by the Department to perform the service.
If the Contractor transfers all Public Records to the Department upon completion of the Contract, the
Contractor shall destroy any duplicate Public Records that are exempt or confidential and exempt from
Public Records disclosure requirements. If the Contractor keeps and maintains Public Records upon
completion of the Contract, the Contractor shall meet all applicable requirements for retaining Public
Records. All Public Records stored electronically must be provided to the Department, upon request from
the Department's custodian of Public Records,in a format specified by the Department as compatible with
the information technology systems of the Department. These formatting requirements are satisfied by
using the data formats as authorized in the Contract or Microsoft Word,Outlook,Adobe,or Excel,and any
software formats the Contractor is authorized to access.
e. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, F.S., TO THE CONTRACTOR'S
DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THE
CONTRACT, CONTACT PUBLIC RECORDS AT:
Telephone: (850) 413-3149
Email: PublicRecordsRequest(&,mvfloridacfo.com
Mailing Address: The Department of Financial Services
Office of Open Government
PL-11, The Capitol
Tallahassee, Florida 32399-0301
A Contractor who fails to provide the Public Records to the Department within a reasonable time may be
subject to penalties under section 119.10,F.S.
Addendum A
2 of 2
Rev. 06/07/21