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Desk monitoring is the review of projects, financial activity and technical assistance between the Division <br /> and the applicant via e-mail and telephone On-Site Monitoring are actual visits to the recipient agencies <br /> by a Division representative who examines records, procedures and equipment. <br /> The Division may request additional monitoring/information if the activity, or lack thereof, generates <br /> questions from the region, the sponsoring agency or Division leadership. The method of gathering this <br /> information will be determined on a case-by-case basis. <br /> Piggy-backing: The practice of procurement by one agency using the agreement of another agency is <br /> called piggybacking. The existing contract must contain language or other legal authority authorizing third <br /> parties to make purchases from the contract with the vendor's consent. The terms and conditions of the <br /> new contract, including the scope of work, must be substantially the same as those of the existing <br /> contract. The piggyback contract may not exceed the existing contract in the scope of volume of goods <br /> or services. An agency may not use the preexisting contract merely as a"basis to begin negotiations"for <br /> a broader or materially different contract. <br /> Federally funded projects must be competitively solicited offering open competition Piggy-backing off <br /> existing agreements is not allowed unless justified by additional quotes demonstrating cost benefit of <br /> contract vendor. This includes the use of State Term Contracts (STC), State Alternate Contract Sources <br /> (ACS), General Services Administration (GSA)contracts, and local agreements. Each award under this <br /> grant is a'new' project and must be competitively awarded FDEM requires suspension and debarment <br /> forms for each vendor and justification of vendor selection. FDEM must pre-approve all scopes of work <br /> for projects funded under this agreement. FDEM may require solicitation documents and responses at its <br /> discretion. <br /> I. Categories and Eligible Costs <br /> FY2015-2016 allowable costs are divided into the following categories: salary and benefits,other <br /> personal contractual services, expenses, operating capital outlay and fixed capital outlay are <br /> allowable. <br /> A. Salaries and Benefits <br /> Authorized Salaries and Benefits are eligible for reimbursement. Copies of timesheets (if applicable) <br /> documenting hours worked and earning statements/payroll registries are required documentation for <br /> proof of salary payments. The Staffing Detail Worksheet must list the position for which reimbursement is <br /> requested. Eligible categories for reimbursement include, but are not limited to, <br /> • Regular Salary <br /> • Overtime <br /> • FICA <br /> • SS/Medicare <br /> • Retirement <br /> •_ Life/Health Insurance <br /> • Leave Payout <br /> 16 <br /> 82 <br />