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and/or general and administrative rates) shall be supported by audit. If Department determines that multipliers
<br />charged by any subcontractor exceeded the rates supported by audit, Grantee shall be required to reimburse such
<br />funds to Department within thirty (30) days of written notification. Interest shall be charged on the excessive
<br />rate. Nonconsumable and/or nonexpendable personal property or equipment costing $1,000 or more purchased
<br />for the Project under a subcontract is subject to the requirements set forth in Chapters 273 and/or 274, F.S., and
<br />Chapter 69I-72, Florida Administrative Code (F.A.C.) and/or Chapter 69I-73, F.A.C., as applicable. The Grantee
<br />shall be responsible for maintaining appropriate property records for any subcontracts that include the purchase
<br />of equipment as part of the delivery of services. The Grantee shall comply with this requirement and ensure its
<br />subcontracts issued under this Agreement, if any, impose this requirement, in writing, on its subcontractors.
<br />i. For fixed-price (vendor) subcontracts, the following provisions shall apply: The Grantee may
<br />award, on a competitive basis, fixed-price subcontracts to consultants/contractors in performing the
<br />work described in Attachment 3, Grant Work Plan. Invoices submitted to Department for fixed-
<br />price subcontracted activities shall be supported with a copy of the subcontractor's invoice and a
<br />copy of the tabulation form for the competitive procurement process (e.g., Invitation to Bid, Request
<br />for Proposals, or other similar competitive procurement document) resulting in the fixed-price
<br />subcontract. The Grantee may request approval from Department to award a fixed-price subcontract
<br />resulting from procurement methods other than those identified above. In this instance, Grantee shall
<br />request the advance written approval from Department's Grant Manager of the fixed price
<br />negotiated by Grantee. The letter of request shall be supported by a detailed budget and Scope of
<br />Services to be performed by the subcontractor. Upon receipt of Department Grant Manager's
<br />approval of the fixed-price amount, Grantee may proceed in finalizing the fixed-price subcontract.
<br />ii. If the procurement is subject to the Consultant's Competitive Negotiation Act under section
<br />287.055, F.S. or the Brooks Act, Grantee must provide documentation clearly evidencing it has
<br />complied with the statutory or federal requirements.
<br />d. Travel. All requests for match or reimbursement of travel expenses shall be in accordance with Section 112.061,
<br />F.S.
<br />e. Direct Purchase Equipment. For the purposes of this Agreement, Equipment is defined as capital outlay costing
<br />$1,000 or more. Match or reimbursement for Grantee's direct purchase of equipment is subject to specific
<br />approval of Department, and does not include any equipment purchased under the delivery of services to be
<br />completed by a subcontractor. Include copies of invoices or receipts to document purchases, and a properly
<br />completed Exhibit B, Property Reporting Form.
<br />f. Rental/Lease of Equipment. Match or reimbursement requests for rental/lease of equipment must include copies
<br />of invoices or receipts to document charges.
<br />g. Miscellaneous/Other Expenses. If miscellaneous or other expenses, such as materials, supplies, non -excluded
<br />phone expenses, reproduction, or mailing, are reimbursable or available for match or reimbursement under the
<br />terms of this Agreement, the documentation supporting these expenses must be itemized and include copies of
<br />receipts or invoices. Additionally, independent of Grantee's contract obligations to its subcontractor, Department
<br />shall not reimburse any of the following types of charges: cell phone usage; attorney's fees or court costs; civil
<br />or administrative penalties; or handling fees, such as set percent overages associated with purchasing supplies or
<br />equipment.
<br />h. Land Acquisition. Reimbursement for the costs associated with acquiring interest and/or rights to real property
<br />(including access rights through ingress/egress easements, leases, license agreements, or other site access
<br />agreements; and/or obtaining record title ownership of real property through purchase) must be supported by the
<br />following, as applicable: Copies of Property Appraisals, Environmental Site Assessments, Surveys and Legal
<br />Descriptions, Boundary Maps, Acreage Certification, Title Search Reports, Title Insurance, Closing
<br />Statements/Documents, Deeds, Leases, Easements, License Agreements, or other legal instrument documenting
<br />acquired property interest and/or rights. If land acquisition costs are used to meet match requirements, Grantee
<br />agrees that those funds shall not be used as match for any other Agreement supported by State or Federal funds.
<br />10. Status Reports.
<br />The Grantee shall submit status reports quarterly, unless otherwise specified in the Attachments, on Exhibit A,
<br />Progress Report Form, to Department's Grant Manager describing the work performed during the reporting
<br />period, problems encountered, problem resolutions, scheduled updates, and proposed work for the next reporting
<br />period. Quarterly status reports are due no later than twenty (20) days following the completion of the quarterly
<br />reporting period. For the purposes of this reporting requirement, the quarterly reporting periods end on March
<br />31, June 30, September 30 and December 31. The Department will review the required reports submitted by
<br />Grantee within thirty (30) days.
<br />Attachment 1
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<br />Rev. 8/28/18
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