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Resolution 723-1989 p c::: C L.: \-. C.: U~ c:; u.. C.: W ~ - ~ James R. Paros Public Safety Division RESOLUTION NO. 723 -1989 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, ACCEPTING THE AWARD OF EMERGENCY MEDICAL SERVICES (EMS) MATCHING GRANT NO. LP200 IN THE AMOUNT OF $35,739.00 AND AUTHORIZING THE MAYOR/ CHAIRMAN TO EXECUTE THE EMS MATCHING GRANT AGREEMENT AND THE REQUEST FOR MATCHING GRANT DISTRIBUTION BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that the Board of County Commissioners hereby accepts the award of Emergency Medical Services (EMS) Matching Grant No. LP200 in the amount of $35,739.00 and that the Chairman/Mayor is hereby authorized to execute the EMS Matching Grant Agreement and the Request for Matching Grant Distribution, copies of same being attached hereto, to support the purchase of pre-hospital activities, services and items as outlined in the attachments. PASSED AND ADOPTED by the Board of County Commissioner of Monroe cou~,~::: at a regular meeting of said Board held on theN..day of , A.D. 19~. r- ,-....I . . CO a:: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA \0 \ Q I;::J BY#~ Mayor/Chairman. . $ . (Seal) Attest.D~::NX 4 ~OLHAGEl C~er~ --.l21...~~ Jf (/.~ Cle ~pproved as to form and legal sufficiency. By: ~ J\ M/t1 County Attorney's Office _STATE OF FLORIDA DEPARTMENT OF HEALTH AND REHABIUTATlVE SERVICES October 18, 1989 Michael H. Puto Board of County Commissioners Monroe County 5192 Overseas Highway Marathon, Florida 33050 Dear Mr. Puto: RECEIVED OCT 3 0 1989 MQii It gives me great pleasure to inform you that your organization is awarded Emergency Medical Services (EMS) Matching Grant No. LP200 in the amount of $35,739. This matching grant is to support the purchase of the prehospital activities, services and items outlined in your matching grant application #200 and its department approved revisions (Appendix E) which are on file in the State of Florida, Department of Health and Rehabilitative Services, Office of Emergency Medical Services, Tallahassee, Florida. This grant is contingent upon your signature on this EMS Matching Grant Agreement and Request for Matching Grant Distribution, (Appendix A). Return one copy of this EMS Matching Grant Agreement' and Request for Matching Grant Distribution with original signatures to the Department of Health and Rehabilitative Services, EMS Matching Grants, Office of Emergency Medical Services, 1317 Winewood Boulevard, Tallahassee, Florida .32399-0700. Retain one copy of each for your records. The matching grant must be executed within the limits of the amount awarded to you~ Any costs above the matching grant amount awarded under section 40l.ll3(2)(b), Florida Statutes (F.S.), are the responsibility of the grantee (applicant). The matching grant begins October 1, 1989, or the date this EMS Matching Grant Agreement is signed by both parties, whichever is later. This matching grant ends September 30, 1990. Your signature certifies that you have entered into a matching grant agreement and ensures full compliance with the terms and conditions of this agreement and each affixed Appendix (A, B, C, D, and E). The appendixes contain specific requirements applicable to your agency/organization as grantee. ~::F'';'' I ~ 1 I I.....::.. '. , I I ~ .,. The purchase of any communications equipment or services during the grant period must have the written approval' of the Florida Department of General Services, Division of Communications (DIVCOM), before the purchase is made. We are required to disallow communications costs which do not meet DIVCOM standards. 1317 WINEWOOD BLVD. · TALLAHASSEE, FL 32399-0700 BOB MARTINEZ, GOVERNOR GREGORY L. COLER, SECRETARY "~,~;~.. Congratulations on receiving your EMS Matching Grant and for your 'continued support in improving and expanding the prehospital emergency medical services system. Sincerely, d~ a:Agrltr89-Agrltr Add arry S. Jordan Director Emergency Medical Services .',/ Official authorized to enter into an EMS Matching Grant Agreement for agency/organization SIGNATURE: (SEAL) Attest: John Stormont Mayor/Chairman Printed Name and Title: Date: Nov. 22, 1989 Clerk 5 Appendixes: I. Request for Matching Grant Distribution 2. EMS Matching Grant Conditions 3. EMS Request for Change in Matching Grant Budget 4. EMS Expenditure Report 5. Revisions to EMS Matching Grant Application I4p"'WVED AS ro FOIWI nyM(;:r:::rl~C2LQk~1 Atrorr;ct"S Oflla 2 ":;.:: -..... ',,: , APPENDIX A REQUEST FOR HATCHING GRANT DISTRIBUTION (ADVANCE PAYMENT) GOVERNMENTAL AGENCY AND NONPROFIT ENTITY In accordance with the provision of section 40l.ll3(2)(b), F.S., the undersigned hereby requests an EMS matching grant distribution (advance payment) for the improvement and expansion of prehospital EMS. Payment To: Monroe County Board of County Commissione~p 5192 Overseas Highway Marathon, Florida 33050 Grant Number: LP200 Federal Tax ID Number: 596000749 (SEAL) Attest: Clerk Total Requested Matching Grant Amount: $ 35,739.00 Authorized Official SIGNATURE: Date: Nov. 22,1989 Printed Name and Title: John Stormont Mayor/Chairman SIGN AND RETURN WITH EMS HATCHING GRANT AGREEMENT TO: ..i APPROVED AS fa FORM Department of Health and Rehabilitative Services EMS Matching Grants Office of Emergency Medical Services l3l7 Winewood Boulevard Tallahassee, Florida 32399-0700 J~' ~', I_~i':,':l. StJrFJC/ENCY. .". If f) ~ ~ /1 r;~/ ~~. .~-;:;.;-;-:-_G:.....~ 7 /i,.I, . \ ~_..') :.f t 1 I For Department of Health and Rehabili tati ve Services Office of Emergency Medical Services Use Only Approved Amount $ Date By' EMS Grant Officer 3 APPENDIX B EMS HATCHING GRANT CORDITIORS EMS HATCHING GRANT-GENERAL FIRAlfCIAL REQUIREllDTS These requirements are an integral part of the Hatching Grant Agreement between the agency/organization (grantee) and the State of Florida, Department of Health and Rehabilitative Services (grantor or department). In the event of a conflict, the below requirements shall always be controlling: 1. A final financial report shall be submitted detailing all expenditures of this grant. Bills for fees or other compensation for services or expenses shall be maintained by the grantee in sufficient detail for a proper pre-audit and post-audit of the grantee's records. 2 . To the extent provided by law, the grantee hereby agrees to indemnify and hold the department harmless from any and all claims or demands for any personal injury or property damage resulting or occurring in connection - with any acti vi ties conducted under the Matching Grant Agreement and shall investigate all such claims of every nature at its expense. In addition, to the extent provided by law, the grantee hereby agrees to be responsible for any injury or property damage resulting from any acti vi ties conducted under this grant agreement. ,- 3. The grantee agrees to use the equipment purchased under this , grant solely for EMS throughout the equipment's useful life. I Failure to use the equipment for EMS may result in funds being returned to the department. 4. The grantee agrees to provide a contribution to the project equal to the amount of the grant made by the department according to this agreement. The grantee agrees to provide 50' of the total project cost. At least 50' of the grantee's total required match must be in cash. The grantee may not use state and federal funds for match requirements unless specified by law. No costs or third party in-kind contributions may count towards satisfying a matching requirement of a department grant if they are used to satisfy a matching requirement of another state or federal grant. 5. The grantee agrees that cash and in-kind match will be available during the grant period and used in direct support of the grant project as provided in the matching grant application, its department approved revisions, and Appendixes to the EMS Matching Grant Agreement. The grantee's failure to complete the terms and conditions of this matching grant agreement due to insufficient cash or in-kind match will result in the termination of this matching grant agreement for cause. 6. All matching grants are made in accordance with section 401.ll3 (2) (b), F. S., and shall be made through an EMS Matching Grant Agreement. The EMS Matching Grant Agreement shall contain by reference all regulations, rules, and other. conditions governing the grant award. 4 .r....; ... .. "~;'-""', . \<1'~"""-"""":"':':'''''''''''' ~':""'i.\..;;.........~."~.,,A....~ 7 . The d I tment agrees to advance distribut: ;)f the grant amount to governmental agencies and non-profit organizations after receipt and approval of a properly completed EMS Matching Grant Agreement and Request for Matching Grant Distribution document. This payment is usually sent to the grantee by the Department of Banking and Finance, Office of the Comptroller, within 45 days. 8. Any payments due the grantee under the terms of this grant may be withheld until all special and financial reports due from the grantee, and necessary adjustment thereto, have been approved by the department. 9. All terms, condi tions , and provisions of the EKS Hatching Grant Distribution Agreement and other applicable documents are hereby reaffirmed. EMS MATCHING GRANT - GENERAL CONDITIONS 1. The grantee hereby agrees to (1) ~prove the existing quality of prehospital emergency medical services (EMS) activities, services, or to decrease patient mortality and morbidity; and (2) to expand the extent, size or number of existing prehospi tal EMS activities or services. The activities and services to be provided are described in the EMS Matching Grant Application(s) and its department approved revisions on file in the State of Florida, Department of Health and Rehabilitative Services, Office ,of Emergency Medical Services, Tallahassee, Florida. , 2. Prehospital EMS activities will be rendered by the grantee in1 a manner consistent with Chapter 401, F.S., the work plan which is included in the grantee's EMS Matching Grant Application, and its' department approved revisions which are on file in the state's Office of EMS, Tallahassee, Florida. 3. The grantee agrees to ~plement provisions of this matching grant in accordance with federal, state, and local laws, rules, regulations, ~d policies that pertain to EMS. 4. Funds and items 'purchased under section 401.113 (2) (a), F. S. , will not be used to fulfill any state EMS matching grant program requirements. 5. The grantee agrees not to use or disclose any client/patient information under this grant for any purpose not in conformity with state regulations and federal regulations (45CFR, Part 205.50) except upon wri tten consent of the client/patient or his responsible parent or guardian when authorized by law. 6. The grantee and any sub-grantee or contractor shall report to the department unusual incidents in a manner prescribed in HRSR 0- 10-l, if services to clients will be provided under this grant. Please contact your local department district office or state EMS grant officer if you need a copy of this regulation. 7. The grantee shall own all items including buildings, vehicles and equipment purchased with EMS matching grant funds unless otherwise described in the matching grant application. The grantee 5 shall clea r document the assignment of equipmE )wnership and usage, and ',ma....ntain this document so it is avai.&.ClL.u....e during any audi t . The owner shall be responsible for the proper insurance, licensing, permitting, and maintenance of facilities and equipment purchased with matching EMS grant funds. 8. The grantee agrees to stay within the total approved budget. However, the grantee is not restricted to staying within the individual line item amounts reflected in the approved budget, except as indicated in the "EMS Matching Grant - Revisions" section of this appendix. 9. The grantee shall be responsible for any amount which is in excess of the total matching grant award. 10. EMS matching grants are subject to the availability of funds. The department's performance and obligation to pay under this grant is contingent upon a sufficient annual appropriation by the Legislature. EMS HATCHING - SPECIAL ACCOUNTS, OVER PA'YKENTS, AIm RBPURDS 1. All EMS matching grant funds shall be deposited by the grantee in an account maintained by the grantee, and shall be assigned an unique accounting code designator for all matching grant deposits and disbursements or expenditures thereof. All EMS matching grant funds in the account maintained by the grantee shall be accounted for separately from all other grantee funds. All EMS matching grant funds shall be used solely for prehospital activities as: outlined in the EMS Matching Grant Application and its department approved revisions. 2. The grantee shall return to the department within 45 days of the grant's end or termination: a. Any unused EMS matching grant funds remaining in the assigned gran~~e account at the end of the matching grant period. b. Any interest earned on EMS matching grant funds deposited in the grantee's assigned account shall be accounted for and returned to the department at the end of the grant period or subject to the department's advance approval, used for the purposes of the grant. c. If subsequent restrictions are issued by the Department of Banking and Finance, Office of the Comptroller, the department will notify the grantee in writing and the grantee will comply. d. In the event the grantee does not provide all of their in-kind or cash matching requirements as agreed to in the approved budget, state funds equal to the match deficiencies shall be returned to the department. 3. In the event the department determines that the grantee has expended grant funds received from the department for purposes not in accordance with this agreement, or has failed to provide the agreed matching contribution, the grantee agrees to deposit the 6 .~~";'_.;.4- ""-:'-r:. '\" ~:,-:~_;~::;:,.;t,'----.j \~"'''''''---::-';'~;'~M~'!fY;7t,.~'i~~:'::~.I4~.i.f.r.:(.ol~..}.'-;,--,,:,,~_~~~~.-""...~:;.....~,"!.~'.~ amount of disallowed expenditure or deficil in matching contribution into the account maintained by the grantee if such determination is made before the period is closed; but if the determination is made after the period is closed, then the grantee agrees to refund to the department the state's proportionate share of the disallowed expenditure or deficiency in matching contribution. In ei ther case, the grantee agrees to make the appropriate deposit to the account maintained by the grantee or refund the amount to the department within 4S days after the issuance of the department's notice of its determination. Should repayment not be made in a timely manner, the department will charge interest of one ( 1 ) percent per month compounded on the outstanding balance after 45 days. Days will be counted beginning with the day the amount was booked as a receivable by the department. EMS HATCHING GRANT - REVISIONS The grantee shall obtain written approval from the department's EMS grant officer on the .Matching Grant Change Request document, Appendix C prior to any of the following changes to the approved grant budget: 1 . Introducing a new line i tam in the approved budget. 2. Increasing any budgeted salary, unless the increase was projected in the originally approved budget. ) 3. Introducing a sub-grantee or contractor relationship! where none is specifically identified in the approved budget. REPORTS AND DOCUJIBIIr.J!A.:IOB The grantee shall file one original and two copies of the following reports: "- 1. The Expenditure Report (Appendix D) indicating all agreed upon budget expenditures. . 2. 'Special Reports: a. Communications Equipment and Systems. The grantee agrees that all communications activities, services, and equipment shall be approved in writing by the Florida Department of General Services, Division of Communications as required by section 40l.024, F.S. Any costs for communications activities and equipment which do not receive such approval shall be disallowed. This approval must be dated after the effective date of the grant and prior to any commitment to purchase of the requested equipment and/or services or both. This approval is required in addi tion to any previous Division of Communications recommendation, conceptual review, or approval dated prior to the effective date of the grant. 7 , ~ ' '." "', -I f~"!~J:.~.,"l/,\4-"'''''',''I'' ". ,.'," ~"" ""'I"oltlJoitJ~ 'If the IDa :lg grant includes the purchase communications activities, services, and equipment, the grantee agrees to submit a brief one page wri tten summary report to the department which describes how the grantee's EMS system has met the need identified in the grantee's original application. b. Emergency Transport Vehicles. If the matching grant includes the purchase, licensing, BLS or ALS permitting of an emergency transport vehicle, or the refurbishing of an existing BLS or ALS permitted emergency transport vehicle, the grantee agrees to submit a brief one page written sWIIIIIAry report to the department which includes the following information regarding vehicles purchased or refurbished under this grants number of emergency and non-emergency responses; total mileage accrued; number of days in service; number of days out of service; mean response time (measured from the time an EMS dispatcher is notified until the crew arrives on scene) for emergency calls; and the degree to which the grantee has met the need identified in the grantee's original application. c. Medical/Rescue Equipment. If the matching grant includes purchase and use of any or all equipment which meets standards in Chapter 10D-66, F.A.C., or is approved by the providers medical director, the grantee agrees,.. to submit a brief one page written summary report to the department, which includes the number of individual instances where, defibrillators and power rescue tools were used and the degree to' which the grantee has met the needs identified in the grantee's, original application. ' d. Public Education. If the matching grant includes public education activities or services, the grantee agrees to provide the department with class rosters indica~ing: course title; beginning and ending dates; total class hours; name and social security number of participants; indication of participants who successfully complete the course, and the degree to which the grantee has met the needs identified in the original application. e. Continuing Professional Education. If the matching grant involves continuing professional education activities or services, the grantee agrees to provide the department with a syllabus of training activities, and class roster indicating: title of activity; beginning and ending dates; name and signature of grantee's medical director; name and signature of presenter; certification number of all if appropriate, participants; total class hours; an indication of those individuals successfully completing the training; and, the degree to which the grantee has met the need identified in the grantee's original application. 8 f. . ! lrch and System Evaluation/Quality A lnce . If the matching grant involves research or evaluation, the grantee agrees to submit a brief one page written summary which describes the degree to which the grantee has met the needs identified in the grantee's original application. 3. The required deadlines for providing the department with Expenditure Reports are as follows: a. April 30, 1990 for period October l, 1989 through March 31, 1990 for period April 1, 1990 through June 30, 1990 c. November 14, 1990 for period July 1, 1990 through September 30, 1990 4. The required deadline for providing the department with special reports is December 15, 1990. b. July 31, 1990 Expendi ture and Special Reports will be used to ensure adequate moni toring and auditing of the grantee. The grantee, his sub- grantee (s ) or contractor (s ) and assignee (s ) shall provide access to, and furnish whatever information is necessary for, the department to moni tor the grant including access to all client records. The grantee agrees that a complete copy of the EMS Matching Grant ' Agreement, department approved matching grant changes, matching l grant application, and all Appendixes will be on file with the person responsible for administering the matching grant. ASSURANCE OP COHPLIARCE CREDIT STATEMENT The grantee aasures that where activities supported by this grant produce original writing, sound recording, pictorial reproductions, drawings, or other graphic representations and works of any similar nature, the item produced will contain a proper credit statement that system funding for this project, in whole or part, whichever the case may be, was provided by the Florida Department of Health and Rehabilitative Services, Office of Emergency Medical Services. Any publicity statements by the grantee will also provide appropriate credit for the department, the state's office of EMS, and the grant program. COPYRIGHTS The grantee assures that where activities supported by this grant produce original writing, sound recordings, pictorial reproductions, drawings or other graphic representation and works of any similar nature, the department has the right to use, duplicate and disclose such materials in whole or in part, in any manner, for any purpose whatsoever and to have others acting on behalf of the department to do so. If the materials so developed 9 " ,~. ',- .: .''):'''', ,.i~j ,._ .:.-.\:,~-,:_~;;~"..,.;.." /:A~;:ll-'''.~i' '- ".~ ~:.r-J..~""11;~'\-,~,;,~~~.' I are subjec! I copyright, trademark, or patent, al title and every right,' ~nterest, claim, or demand of any kina ~n and to any patent, trademark or copyright, or application for the same, will vest in the State of Florida, Department of State, for the exclusive use and benefits of the state. Pursuant to section 286.021, F.S., no person, firm or corporation, including parties to this grant, shall be enti tled to use the copyright, patent or trademark without the prior written consent of the Department of State. CIVIL RIGHTS CERTIFICATION The grantee gives this assurance in consideration of and for the purpose of obtaining federal grants, loans, contracts (except contracts of insurance or guaranty), property, discounts, or other federal financial assistance to programs or activities receiving or benefiting from federal financial assistance. The grantee agrees to complete the Civil Rights Compliance questionnaire, HRS Forms 9, 46A and B, if so requested by the department. Al though no federal funds are invol ved in this grant the grantee assures that it will comply with the following the same as if federal funds were being provided: 1. Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.C. 2000d et seq., which prohibits discrimination on the basis of race, color, or national origin in programs and activities receiving or benefiting from federal financial assistance. 2. Section 504 of the Rehabilitative Act of 1973, as amended, 29 U.S.C. 794, which prohibits discrimination on the basis of handicap' in programs and activities receiving or benefiting from federal financial assistance. 3. Title XI of the Education Amendments of 1972, as amended, 20 U.S.C. 1681 et seq., which prohibits discrimination on the basis of sex in educa'ti.on programs and activities receiving or benefiting from federal financial assistance. 4. The Age Discrimination Act of 1975, as amended, 42 U.S.C. 6101 et seq., which prohibits discrimination on the basis of age in programs or activities receiving or benefiting fram federal financial assistance. 5. The Omnibus Budget Reconciliation Act of 1981, P.L. 97-35, which prohibits discrimination on the basis of sex and religion in programs and activities receiving or benefiting from federal financial assistance. 6. All regulations, guidelines, and standards lawfully adopted under the preceding statutes. 7 . U. S . Department of Health and Ruman Services Regulations for Protection of Human Subjects (45 CFR, as amended) regarding the protection of human research subjects. 10 ~t~ '" . ~'.'.~ !.'he grantel! ~ees that compliance with this assu t constitutes a condition of continued receipt of, or benefit from state EMS funds, and that it is binding upon the grantee, successors, transferers, and assignees for the period during which such assistance is provided. The grantee further assures that all contractors, subcontractors, sub-grantees or others with whom it arranges to provide services or benefits to participants or employees in connection with any of its programs and activities are not discriminating against those participants or employees in violation of the preceding statutes, regulations, guidelines, and standards. In the event of failure to comply, the grantee understands that the department may, at its discretion, seek a court order requiring compliance with the terms of this assurance or seek other appropriate judicial or administrative relief, to include assistance being terminated and further assistance being denied. FINANCIAL AND COMPLIANCE AUDITS This requirement is applicable if the grantee is a state or local government, university, 'hospital or other nonprofit entity. It shall not apply if the total of all funds received or earned from the department is less than $25,000 during the grantee's fiscal year. The grantee has "received" funds when it has obtained cash from the department or when it has incurred expenses which will be reimbursed by the department. Governmental grantees only, !!lay determine funds "received" in a manner consistent with their method of accounting. The grantee agrees to have an annual financial and compliance audit performed by independent auditors in accordance with the current ~ Standards for Audit of Governmental Organizations, Programs, Activities and Functions (the "Yellow Book") issued by the Comptroller General of the United States. State and local governments shall comply with Office of Management and Budget (OMB) Circular A-128, "Audits of State and Local Governments". Universities,~hospitals, and other nonprofit providers shall comply with the audit requirements contained in Appendix F of OMB Circular A-llO, "Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations", except as modified herein. Such audits shall cover the entire organization for the organization's fiscal year. 'The scope of audits performed need include only the financial and compliance requirements of the "Yellow Book", and may disregard those related solely to economy and efficiency or to program results. Compliance findings related to the department shall be based on requirements in the grant agreement, including any rules, regulations, or statutes referenced. Liabilities due to the department because of unexpended funds or because funds were not expended in accordance with terms shall be calculated and fully disclosed in the report audit. This requirement does not expand the scope of the audit as prescribed by the "Yellow Book". In addition to the basic financial statements, the report audit shall include: ( 1 ) a detailed schedule of all revenues identified by source, such as individual grants by grant number, client fees, and private donations; and, (2) a schedule of functional expenses which II presents J item expenditures such as salar; travel, and supplies by program services and supporting serv~ces, with the portion of total supporting services allowable to programs presented as a single line item increasing program services and decreasing supporting services. Where applicable, the audit report shall include a computation showing whether or not matching requirements were met. The grantee shall ensure that audit working papers are made available to the department or its designee upon request for a period of five years from the date the audit report is issued unless extended in writing by the department. 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