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Florida has enhanced state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through <br /> various finding sources including federal grant funds . The Florida Division of Emergency Management ( FDEM ) has a responsibility to <br /> track and monitor the status of grant activity and items purchased to ensure compliance with applicable SHSGP grant guidance and <br /> statutory regulations . The monitoring process is designed to assess a recipient agency ' s compliance with applicable state and federal <br /> guidelines . <br /> Monitoring is accomplished utilizing various methods including desk monitoring and on -site visits . There are two primary areas <br /> reviewed during monitoring activities - financial and programmatic monitoring. Financial monitoring is the review of records associated <br /> with the purchase and disposition of property, projects and contracts . Programmatic monitoring is the observation of equipment <br /> purchased , protocols and other associated records . Various levels of financial and programmatic review may be accomplished during <br /> this process . <br /> Desk monitoring is the review of projects, financial activity and technical assistance between FDEM and the applicant via e-mail and <br /> telephone . On - Site Monitoring are actual visits to the recipient agencies by a Division representative who examines records, procedures <br /> and equipment. <br /> Frequency of annual monitoring activity : <br /> Each year the FDEM will conduct monitoring for up to 50% of their sub-grantees . It is important to note that although a given grant <br /> has <br /> been closed , it is still subject to either desk or on-site monitoring for a five year period following closure . <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 /> Equal Employment Opportunity ( EEO Status); <br /> Procurement Policy <br /> FDEM may request additional monitoring/information ifthe activity, or lack there of, generates questions from the region , the <br /> sponsoring agency or FDEM leadership . The method of gathering this information will be 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 annual basis and as <br /> determined by the FDEM . This contact will provide an opportunity to identify the need for technical assistance (TA) and/or a site <br /> visit if <br /> the FDEM determines that a recipient is having difficulty completing their project . <br /> As difficulties/deficiencies are identified, the respective region or sponsoring agency will be notified by the program office via email . <br /> Information will include the grant recipient agency name, year and project description and the nature of the issue in question . Many of <br /> 28 <br />