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2016-026
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Last modified
3/14/2016 9:38:43 AM
Creation date
3/14/2016 9:38:42 AM
Metadata
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Official Documents
Official Document Type
Agreement
Approved Date
03/01/2016
Control Number
2016-026
Agenda Item Number
8.G.
Entity Name
Florida Department of Environmental Protection
Subject
Grant Agreement
Water Restoration Assistance Grant
Oyster Bed
Project Number
S0839
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but not limited to, the Reference Guide for State Expenditures, which can be accessed at the <br /> following web address: http://w�vw.mvfloridacfo.com/aadir/reference guidel. All invoices for <br /> amounts due under this Agreement shall be submitted in detail sufficient for a proper pre-audit and <br /> post-audit thereof. A final payment request should be submitted to the Department no later than <br /> sixty(60)calendar days following the completion date of the Agreement,to assure the availability <br /> of funds for payment. All work performed pursuant to Attachment A must be performed on or <br /> before the completion date of the Agreement, and the subsequent sixty-day period merely allows <br /> the Grantee to finalize invoices and backup documentation to support the final payment request. <br /> D. The State Chief Financial Officer requires detailed supporting documentation of all costs under a <br /> cost reimbursement agreement. The Grantee shall comply with the minimum requirements set <br /> forth in Attachment C, Contract Payment Requirements. The Payment Request Summary <br /> Form shall be accompanied by supporting documentation and other requirements as follows for <br /> each deliverable: <br /> i. Contractual (Subcontractors) — Reimbursement requests for payments to subcontractors <br /> must be substantiated by copies of invoices with backup documentation identical to that <br /> required from the Grantee. Subcontracts which involve payments for direct salaries shall <br /> clearly identify the personnel involved, salary rate per hour, and hours spent on the <br /> project. All multipliers used (i.e., fringe benefits, overhead, indirect, and/or general and <br /> administrative rates) shall be supported by audit. If the Department determines that <br /> multipliers charged by any subcontractor exceeded the rates supported by audit, the <br /> Grantee shall be required to reimburse such funds to the Department within thirty (30) <br /> calendar days of written notification. Interest on the excessive charges shall be calculated <br /> based on the prevailing rate used by the State Board of Administration. For fixed-price <br /> (vendor)subcontracts,the following provisions shall apply- <br /> a. The Grantee may award, on a competitive basis, fixed-price subcontracts to <br /> consultants/contractors in performing the work described in Attachment A. <br /> Invoices submitted to the Department for fixed-price subcontracted activities <br /> shall be supported with a copy of the subcontractor's invoice and a copy of the <br /> tabulation form for the competitive procurement process(i.e.,Invitation to Bid <br /> or Request for Proposals)resulting in the fixed-price subcontract. <br /> b The Grantee may request approval from the Department to award a fixed-price <br /> subcontract resulting from procurement methods other than those identified in <br /> the paragraph above. In this instance, the Grantee shall request the advance <br /> written approval from the Department's Grant Manager of the fixed price <br /> negotiated by the Grantee. The letter of request shall be supported by a <br /> detailed budget and Scope of Services to be performed by the subcontractor. <br /> Upon receipt of the Department Grant Manager's approval of the fixed-price <br /> amount,the Grantee may proceed in finalizing the fixed-price subcontract. <br /> C. All subcontracts are subject to the provisions of paragraph 12 and any other <br /> appropriate provisions of this Agreement which affect subcontracting <br /> activities. <br /> E. In addition to the invoicing requirements contained in paragraphs 3.C. and D. above, the <br /> Department will periodically request proof of a transaction (invoice, payroll register, etc.) to <br /> evaluate the appropriateness of costs to the Agreement pursuant to State and Federal guidelines <br /> (including cost allocation guidelines), as appropriate. This information, when requested, must be <br /> provided within thirty (30) calendar days of such request. The Grantee may also be required to <br /> submit a cost allocation plan to the Department in support of its multipliers (overhead, indirect, <br /> general administrative costs, and fringe benefits). State guidelines for allowable costs can be <br /> found in the Department of Financial Services' Reference Guide for State Expenditures at <br /> http://www.myfloridacfo.com/aadir/reference guide/. <br /> DEP Agreement No. S0839,Page 2 of 1 1. <br />
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