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A TRUE COPY <br />CERTIFICATION ON LAST PAGE <br />RYAN L. BUTLER, CLERK <br />Exercise Costs Supporting Documentation <br />• Copies of contracts, MOUs or agreements with consultants or sub -contractors providing <br />services; <br />• Copies of invoices, receipts and cancelled checks, credit card statements and <br />bank statementsfor proof of payment; <br />• Copies of Exercise Plan (EXPLAN), After -Action Report/improvement Plan <br />(AAR/IP) and sign in sheets for conducted exercises (if using prepopulated sign <br />in sheets they must be certified by theEmergency Management Director or Lead <br />Exercise Planner verifying attendance). <br />Certain exercises may trigger Environmental Planning and Historic Preservation (EHP) <br />requirements. Please reference the EHP sections in the NOFO and this Agreement for <br />more information. <br />F. Management and Administration <br />No more than 5% of each Sub -Recipient's total award shall be expended on Management and <br />Administration costs. <br />• Hiring of full-time or part-time staff or contractors/consultants responsible for activities <br />relating to the management and administration of EMPG funds. Hiring of <br />contractors/consultants shall follow applicable federal procurement requirements at 2 <br />C.F.R. §§ 200.318-200.327. <br />• Meeting -related expenses directly related to M&A of EMPG funds. <br />G. Maintenance and Sustainment <br />The use of DHS/FEMA preparedness grant funds for maintenance contracts, warranties, repair or <br />replacement costs, upgrades, and user fees are allowable, as described in DHS/FEMA Policy FP <br />205-402-125-1 (Additional guidance is provided in DHS/FEMA Policy FP 205-402-125-1, <br />Maintenance Contracts and Warranty Coverage Funded by Preparedness Grants, located at: <br />http://www.fema.gov/medialibrary/assets/documents/32474, under all active and future grant <br />awards, unless otherwise noted. <br />Preparedness grant funds may be used to purchase maintenance contracts or agreements, <br />warranty coverage, licenses and user fees. These contracts may exceed the period of <br />performance if they are purchased incidental to the original purchase of the system or equipment <br />as long as the original purchase of the system or equipment is consistent with that which is <br />typically provided for, or available through, these types of agreements, warranties, or contracts. <br />When purchasing a stand-alone warranty or extending an existing maintenance contract on an <br />already -owned piece of equipment system, coverage purchased shall not exceed the period of <br />performance of the award used to purchase the maintenance agreement or warranty. As with <br />warranties and maintenance agreements, this extends to licenses and user fees as well. <br />H. Construction and Renovation <br />EMPG funding shall not be used for construction and renovation projects without prior written <br />approval from the Division and DHS/FEMA. In some cases, the installation of equipment may <br />constitute construction and/or renovation. All Sub -Recipients of EMPG funds shall request and <br />receive approval from the Division and DHS/FEMA before any EMPG funds are used for any <br />construction or renovation. <br />Indirect Facilities & Administrative (FBA) Costs <br />Indirect costs are allowable under this program as described in 2 C.F.R. Part 200, including 2 <br />C.F.R. § 200.414. Sub -Recipients with a current negotiated indirect cost rate <br />agreement that desire to charge indirect costs to an award shall provide a copy of their <br />negotiated indirect cost rate agreement at the time of application. Sub -Recipients that are not <br />47 <br />