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i. For fixed-price (vendor) subcontracts/subawards, the following provisions shall apply: The Grantee
<br />may award, on a competitive basis, fixed-price subcontracts/subawards to consultants/contractors
<br />in performing the work described in Attachment 3, Grant Work Plan. Invoices submitted to
<br />Department for fixed-price subcontracted/subawarded activities shall be supported with a copy of
<br />the subcontractor/subrecipient's invoice and a copy of the tabulation form for the competitive
<br />procurement process (e.g., Invitation to Bid, Request for Proposals, or other similar competitive
<br />procurement document) resulting in the fixed-price subcontract/subaward. The Grantee may request
<br />approval from Department to award a fixed-price subcontract/subaward resulting from procurement
<br />methods other than those identified above. In this instance, Grantee shall request the advance written
<br />approval from Department's Grant Manager of the fixed price negotiated by Grantee. The letter of
<br />request shall be supported by a detailed budget and Scope of Services to be performed by the
<br />subcontractor/subrecipient. Upon receipt of Department Grant Manager's approval of the fixed-
<br />price amount, Grantee may proceed in finalizing the fixed-price subcontract/subaward.
<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 grants funded fully or in part with state funds, equipment is defined as capital
<br />outlay costing $5,000 or more. For grants funded fully with federal funds, equipment is defined as capital outlay
<br />costing $10,000 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/subrecipient. Include copies of invoices or receipts to document purchases, and a
<br />properly 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/subrecipient,
<br />Department shall not reimburse any of the following types of charges: cell phone usage; attorney's fees or court
<br />costs; civil or administrative penalties; or handling fees, such as set percent overages associated with purchasing
<br />supplies or 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 period,
<br />problems encountered, problem resolutions, scheduled updates, and proposed work for the next reporting period.
<br />Quarterly status reports are due no later than twenty (20) days following the completion of the quarterly reporting
<br />period. For the purposes of this reporting requirement, the quarterly reporting periods end on March 31, June 30,
<br />September 30 and December 31. The Department will review the required reports submitted by Grantee within thirty
<br />(30) days.
<br />11. Retainage.
<br />The following provisions apply if Department withholds retainage under this Agreement:
<br />a. The Department reserves the right to establish the amount and application of retainage on the work performed
<br />under this Agreement up to the maximum percentage described in Attachment 2, Special Terms and Conditions.
<br />Retainage may be withheld from each payment to Grantee pending satisfactory completion of work and approval
<br />of all deliverables.
<br />Attachment 1-C
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<br />Rev. 7/2/2025
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