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2012-138
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2012-138
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Last modified
12/31/2015 12:54:51 PM
Creation date
10/1/2015 4:37:14 AM
Metadata
Fields
Template:
Official Documents
Official Document Type
Agreement
Approved Date
07/17/2012
Control Number
2012-138
Agenda Item Number
8.N.
Entity Name
Division of Emergency Management
Subject
Federally Funded Subgrant Agreement
Project Number
13-FG-86-10-40-01-098
Supplemental fields
SmeadsoftID
11383
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Frequency of annual monitoring activity : <br /> Each year the Division will conduct monitoring for up to 25 % of current year agreements . <br /> Areas that will be examined include : <br /> Management and administrative procedures , <br /> Grant folder maintenance , <br /> Equipment accountability and sub- hand receipt procedures ; <br /> Program for obsolescence ; <br /> Status of equipment purchases ; <br /> Status of training for purchased equipment , <br /> Status and number of response trainings conducted to include number trained , <br /> Status and number of exercises ; <br /> Status of planning activity ; <br /> Anticipated projected completion ; <br /> Difficulties encountered in completing projects ; <br /> Agency NIMS/ICS compliance documentation ; <br /> Procurement Policy <br /> The Division may request additional monitoring/information if the activity , or lack thereof, generates questions <br /> from the region , the sponsoring agency or Division leadership . The method of gathering this information will be <br /> determined on a case- by-case basis . <br /> Desk monitoring is an on - going process . Recipients will be required to participate in desk top monitoring on an <br /> annual basis and as determined by the Division . This contact will provide an opportunity to identify the need for <br /> technical assistance (TA) and/or a site visit if the Division determines that a recipient is having difficulty <br /> completing their project . <br /> As difficulties/deficiencies are identified , the respective region or sponsoring agency will be notified by the <br /> program office via email . Information will include the grant recipient agency name , year and project description <br /> and the nature of the issue in question . Many of the issues that arise may be resolved at the regional or <br /> sponsoring agency level . Issues that require further TA will be referred to the Division for assistance . <br /> Examples of TA include but are not limited to : <br /> • Equipment selection or available vendors <br /> • Eligibility of items or services <br /> • Coordination and partnership with other agencies within or outside the region or discipline <br /> • Record Keeping <br /> Reporting Requirements <br /> • Documentation in support of a Request for Reimbursement <br /> On - Site Monitoring will be conducted by the Division or designated personnel . On -site Monitoring visits will be <br /> scheduled in advance with the recipient agency POC designated in the grant agreement . <br /> V . Contractual Responsibilities <br /> • The Division shall determine eligibility of projects and approve changes in scope of work . <br /> • The Division shall administer the financial processes . <br /> 19 <br />
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