HomeMy WebLinkAbout2013-021 113
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Contract Number: 13 -CI-A64040-01402
CFDA # 97 .067
FEDERALLY-FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the " Division" ), and Indian River
County, (hereinafter referred to as the " Recipient") .
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING
REPRESENTATIONS .
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to
provide the services identified herein; and
B . The Division has received. these grant funds from the State of Florida, and has the authority to
subgrant these funds to the Recipient upon the terms and conditions below; and
C . The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Recipient agree to the following :
( 1 ) SCOPE OF WORK.
The Recipient shall perform the work in accordance with the Budget and Scope of Work,
Attachment A of this Agreement.
(2) INCORPORATION OF LAWS , RULES, REGULATIONS AND POLICIES
The Recipient and the Division shall be governed by applicable State and Federal laws,
rules and regulations, including those identified in Attachment B .
(3) PERIOD OF AGREEMENT .
This Agreement shall begin upon execution by both parties or October 1 , 2010,
whichever is later, and shall end June 30, 2013, unless terminated earlier in accordance with the provisions
of Paragraph ( 12) of this Agreement.
(4) MODIFICATION OF CONTRACT
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(5) RECORDKEEPING
(a) As applicable, Recipient' s performance under this Agreement shall be subject to the
federal OMB Circular No . A- 102, "Common Rule : Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments" (53 Federal Register 8034) or OMB Circular
No . A- 110, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations, " and either OMB Circular No . A-87, " Cost
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Principles for State, Local and Indian Tribal Governments, " OMB Circular No. A-21 , " Cost Principles for
Educational Institutions, " or OMB Circular No . A- 122, " Cost Principles for Non-profit Organizations . "
(b) The Recipient shall retain sufficient records to show its compliance with the terms of
this Agreement, and the compliance of all subcontractors or consultants paid from funds under this
Agreement, for a period of five years from the date the audit report is issued, and shall allow the Division
or its designee, the State Chief Financial Officer or the State Auditor General access to the records upon
request. The Recipient shall ensure that audit working papers are available to them upon request for a
period of five years from the date the audit report is issued, unless extended in writing by the Division. The
five year period may be extended for the following exceptions:
1 . If any litigation, claim or audit is started before the five year period expires,
and extends beyond the five year period, the records shall be retained until all litigation, claims or audit
findings involving the records have been resolved.
2 . Records for the disposition of non-expendable personal property valued at
$5 ,000 or more at the time it is acquired shall be retained for five years after final disposition.
3 . Records relating to real property acquired shall be retained for five years
after the closing on the transfer of title .
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors
or consultants to be paid from funds provided under this Agreement, including documentation of all
program costs, in a form sufficient to determine compliance with the requirements and objectives of the
Budget and Scope of Work - Attachment A - and all other applicable laws and regulations .
(d) The Recipient, its employees or agents, including all subcontractors or consultants to
be paid from funds provided under this Agreement, shall allow access to its records at reasonable times to
the Division, its employees, and agents. " Reasonable" shall ordinarily mean during normal business hours
of 8 : 00 a.m. to 5 : 00 p .m. , local time, on Monday through Friday. " Agents" shall include, but not be limited
to, auditors retained by the Division.
(6) AUDIT REQUIREMENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement.
(b) These records shall be available at reasonable times for inspection, review, or audit
by state personnel and other personnel authorized by the Division. "Reasonable" shall ordinarily mean
normal business hours of 8 : 00 a.m. to 5 : 00 p .m. , local time, Monday through Friday.
(c) The Recipient shall provide the Division with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
(d) If the Recipient is a State or local government or a non-profit organization as defined
in OMB Circular A. 133 , as revised, and in the event that the Recipient expends $ 500,000 or more in
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Federal awards in its fiscal year, the Recipient must have a single or program-specific audit conducted in
accordance with the provisions of OMB Circular A- 133 , as revised. EXHIBIT 1 to this Agreement shows
the Federal resources awarded through the Division by this Agreement. In determining the Federal awards
expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including Federal
resources received from the Division. The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMB Circular A- 133 , as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A433 , as revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A- 133 ,
as revised.
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted
in accordance with the provisions of OMB Circular A433 , as revised, is not required. In the event that the
Recipient expends less than $ 500,000 in Federal awards in its fiscal year and chooses to have an audit
conducted in accordance with the provisions of OMB Circular A- 133 , as revised, the cost of the audit must
be paid from non-Federal funds.
(e) Send copies of reporting packages for audits conducted in accordance with OMB
Circular A- 133 , as revised, and required by subparagraph (d) above, when required by Section . 320 (d),
OMB Circular A433 , as revised, by or on behalf of the Recipient to :
The Division at the following address:
Division of Emergency Management.
Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Send the Single Audit reporting package and Form SF-SAC to the Federal Audit Clearinghouse by
submission online at
hU :Hharvester. census. gov/fac/collect/ddeindex.html
and to any other Federal agencies and pass-through entities in accordance with Sections . 320 (e) and (f),
OMB Circular A- 133 , as revised.
(f) Pursuant to Section . 320 (f), OMB Circular A- 133 , as revised, the Recipient shall
send a copy of the reporting package described in Section . 320 (c), OMB Circular A433 , as revised, and
any management letter issued by the auditor, to the Division at the following address:
Division of Emergency Management
Office of Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(g) By the date due, send any reports, management letter, or other information required
to be submitted to the Division pursuant to this Agreement in accordance with OMB Circular A- 133 ,
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Florida Statutes, and Chapters 10. 550 (local governmental entities) or 10 .650 (nonprofit and for-profit
organizations), Rules of the Auditor General, as applicable .
(h) Recipients should state the date that the reporting package was delivered to the
Recipient when submitting financial reporting packages to the Division for audits done in accordance with
OMB Circular A433 or Chapters 10. 550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General,
(i) If the audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
the Division of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Division has notified the Recipient of such non-compliance .
6) The Recipient shall have all audits completed by an independent certified public
accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter 473 ,
Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above . The audit
must be received by the Division no later than nine months from the end of the Recipient ' s fiscal year.
(7) REPORTS
(a) The Recipient shall provide the Division with quarterly reports and a close-out report.
These reports shall include the current status and progress by the Recipient and all subrecipients and
subcontractors in completing the work described in the Scope of Work and the expenditure of funds under
this Agreement, in addition to any other information requested by the Division.
(b) Quarterly reports are due to the Division no later than 30 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the administrative close-out
report. The ending dates for each quarter of the program year are March 31 , June 30, September 30 and
December 31 .
(c) The close-out report is due 60 days after termination of this Agreement or 60 days
after completion of the activities contained in this Agreement, whichever first occurs.
(d) If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, the Division may withhold further payments until they are completed or
may take other action as stated in Paragraph ( 11 ) REMEDIES . " Acceptable to the Division" means that
the work product was completed in accordance with the Budget and Scope of Work.
(e) The Recipient shall provide additional program updates or information that may be
required by the Division.
(0 The Recipient shall provide additional reports and information .
(8) MONITORING .
The Recipient shall monitor its performance under this Agreement, as well as that of its
subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that
time schedules are being met, the Schedule of Deliverables and Scope of Work are being accomplished
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within the specified time periods, and other performance goals are being achieved. A review shall be done
for each function or activity in Attachment A to this Agreement, and reported in the quarterly report.
In addition to reviews of audits conducted in accordance with paragraph (6) above, monitoring
procedures may include, but not be limited to, on-site visits by Division staff, limited scope audits, and/or
other procedures. The Recipient agrees to comply and cooperate with any monitoring procedures/processes
deemed appropriate by the Division. In the event that the Division determines that a limited scope audit of
the Recipient is appropriate, the Recipient agrees to comply with any additional instructions provided by
the Division to the Recipient regarding such audit. The Recipient further agrees to comply and cooperate
with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial
Officer or Auditor General . In addition, the Division will monitor the performance and financial
management by the Recipient throughout the contract term to ensure timely completion of all tasks .
(9) LIABILITY
(a) Unless Recipient is a State agency or subdivision, as defined in Section 768 .28 , Fla.
Stat. , the Recipient is solely responsible to parties it deals with in carrying out the terms of this Agreement,
and shall hold the Division harmless against all claims of whatever nature by third parties arising from the
work performance under this Agreement. For purposes of this Agreement, Recipient agrees that it is not an
employee or agent of the Division, but is an independent contractor.
(b) Any Recipient which is a state agency or subdivision, as defined in Section 768 .28,
Fla. Stat. , agrees to be fully responsible for its negligent or tortious acts or omissions which result in claims
or suits against the Division, and agrees to be liable for any damages proximately caused by the acts or
omissions to the extent set forth in Section 768 . 28, Fla. Stat. Nothing herein is intended to serve as a
waiver of sovereign immunity by any Recipient to which sovereign immunity applies . Nothing herein shall
be construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in
any matter arising out of any contract.
( 10) DEFAULT .
If any of the following events occur ('Events of Default"), all obligations on the part of
the Division to make further payment of funds shall, if the Division elects, terminate and the Division has
the option to exercise any of its remedies set forth in Paragraph ( 11 ). However, the Division may make
payments or partial payments after any Events of Default without waiving the right to exercise such
remedies, and without becoming liable to make any further payment:
(a) If any warranty or representation made by the Recipient in this Agreement or any
previous agreement with the Division is or becomes false or misleading in any respect, or if the Recipient
fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous
agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to meet its
obligations under this Agreement;
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(b) If material adverse changes occur in the financial condition of the Recipient at any
time during the term of this Agreement and the Recipient fails to cure this adverse change within thirty
days from the date written notice is sent by the Division.
(c) If any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information;
(d) If the Recipient has failed to perform and complete on time any of its obligations
under this Agreement .
( 11 ) REMEDIES .
If an Event of Default occurs, then the Division may, after thirty calendar days written
notice to the Recipient and upon the Recipient's failure to cure within those thirty days, exercise any one or
more of the following remedies, either concurrently or consecutively:
(a) Terminate this Agreement, provided that the Recipient is given at least thirty days
prior written notice of the termination. The notice shall be effective when placed in the United States, first
class mail, postage prepaid, by registered or certified mail-return receipt requested, to the address in
paragraph ( 13) herein;
(b) Begin an appropriate legal or equitable action to enforce performance of this
Agreement;
(c) Withhold or suspend payment of all or any part of a request for payment;
(d) Require that the Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use of these funds.
(e) Exercise any corrective or remedial actions, to include but not be limited to :
1 . Request additional information from the Recipient to determine the reasons
for or the extent of non-compliance or lack of performance,
2 . Issue a written warning to advise that more serious measures may be taken if
the situation is not corrected,
3 . Advise the Recipient to suspend, discontinue or refrain from incurring costs
for any activities in question or
4 . Require the Recipient to reimburse the Division for the amount of costs
incurred for any items determined to be ineligible;
(f) Exercise any other rights or remedies which may be available under law.
(g) Pursuing any of the above remedies will not stop the Division from pursuing any
other remedies in this Agreement or provided at law or in equity. If the Division waives any right or
remedy in this Agreement or fails to insist on strict performance by the Recipient, it will not affect, extend
or waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy
by the Division for any other default by the Recipient.
( 12) TERMINATION.
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(a) The Division may terminate this Agreement for cause after thirty days written notice. Cause can include
misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, failure to perform on time,
and refusal by the Recipient to permit public access to any document, paper, letter, or other material subject to
disclosure under Chapter 119 , Fla. Stat. , as amended.
(b) The Division may terminate this Agreement for convenience or when it determines, in its sole
discretion that continuing the Agreement would not produce beneficial results in line with the further expenditure
of funds, by providing the Recipient with thirty calendar day ' s prior written notice.
(c) The parties may agree to terminate this Agreement for their mutual convenience through a
written amendment of this Agreement. The amendment will state the effective date of the termination and the
procedures for proper closeout of the Agreement.
(d) In the event that this Agreement is terminated, the Recipient will not incur new obligations
for the terminated portion of the Agreement after the Recipient has received the notification of termination. The
Recipient will cancel as many outstanding obligations as possible . Costs incurred after receipt of flip termination
notice will be disallowed. The Recipient shall not be relieved of liability to the Division because of any breach
of Agreement by the Recipient. The Division may, to the extent authorized by law, withhold payments to the
Recipient for the-purpose of set-off until-the exact amount of damages due the- Division- from the Recipient-is
determined.
( 13) NOTICE AND CONTACT.
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by hand
delivery, or first class, certified mail, return receipt requested, to the representative named below, at the address
below, and this notification attached to the original of this Agreement.
(b) The name and address of the Division contract manager for this Agreement is :
Peggy Cadeaux
2555 Shumard Oak Blvd _
Tallahassee, FL 32399
Telephone: 850413 -9966
Fax: 850-922-8689
Email : Peggy.Cadeaux@em.myflonda.com
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is :
John King
4225 43rd Avenue
Vero Beach, FL 32967- 1671
Telephone: 772-567-2154
Fax : 727-567 -9323
Email : Jking@ircgov.com
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(d) In the event that different representatives or addresses are designated by. either party
after execution of this Agreement, notice of the name, title and address of the new representative will be
provided as outlined in ( 13)(a) above .
( 14) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the
unsigned subcontract must be forwarded to the Division for review and approval before it is executed by
the Recipient. The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by the
terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and
regulations, and (iii) the subcontractor shall hold the Division and Recipient harmless against all claims of
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent
allowed and required by law. The Recipient shall document in the quarterly report the subcontractor' s
progress in performing its work under this Agreement.
For each subcontract, the Recipient shall provide a written statement to the Division as to whether
that subcontractor is a minority business enterprise, as defined in Section 288 .703 , Fla. Stat.
( 15 ) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
( 16) ATTACHMENTS
(a) All attachments to this Agreement are incorporated as if set out fully .
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control , but only to the extent of the
conflict or inconsistency.
(c) This Agreement has the following attachments :
Exhibit 1 - Funding Sources
Attachment A — Budget and Scope of Work
Attachment B — Program Statutes, Regulations and Special Conditions
Attachment C — Justification of Advances
Attachment D — Warranties and Representations
Attachment E — Certification Regarding Debarment
Attachment F — Statement of Assurances
Attachment G — Reimbursement Checklist
( 17) FUNDING/CONSIDERATION
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(a) This is a cost-reimbursement Agreement. The Recipient shall be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $ 10,376 . 00,
subject to the availability of funds.
(b) Any advance payment under this Agreement is subject to Section 216 . 181 ( 16),
F1a. Stat. , and is contingent upon the Recipient ' s acceptance of the rights of the Division under Paragraph
( 12)(b) of this Agreement. The amount which maybe advanced may not exceed the expected cash needs
of the Recipient within the first three (3) months of the contract term. For a federally funded contract, any
advance payment is also subject to federal OMB Circulars A-87, A- I 10, A- 122 and the Cash Management
Improvement Act of 1990 . All advances are required to be held in an interest-bearing account. If an
advance payment is requested, the budget data on which the request is based and a justification statement
shall be included in this Agreement as Attachment C. Attachment C will specify the amount of advance
payment needed and provide an explanation of the necessity for and proposed use of these funds. No
advance shall be accepted for processing if a reimbursement has been paid prior to the submittal of a
request for advanced payment.
(c) After the initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work,
Attachment A of this Agreement.
(d) Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services. Invoices shall be accompanied by a statement signed
and dated by an authorized representative of the Recipient certifying that "all disbursements made in
accordance with conditions of the Division agreement and payment is due and has not been previously
requested for these amounts. " The supporting documentation must comply with the documentation
requirements of applicable OMB Circular Cost Principles. The final invoice shall be submitted within sixty
(60) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the
submittal of quarterly invoices shall be submitted to the Division contract manager as part of the
Recipient ' s quarterly reporting as referenced in Paragraph 7 of this Agreement.
If the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer or
under subparagraph ( I 9)(h) of this Agreement, all obligations on the part of the Division to make any
further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty
days of receiving notice from the Division.
( 18) REPAYMENTS
All refunds or repayments due to the Division under this Agreement are to be made payable to the
order of "Division of Emergency Management" and mailed directly to the following address :
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
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Tallahassee FL 32399=2100
In accordance with Section 215 .34(2), Fla. Stat. , if a check or other draft is returned to the Division for
collection, Recipient shall pay the Division a service fee of $ 15 . 00 or 5 % of the face amount of the returned
check or draft, whichever is greater.
( 19) MANDATED CONDITIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials are incorporated by
reference . The inaccuracy of the submissions or any material changes shall, at the option of the Division
and with thirty days written notice to the Recipient, cause the termination of this Agreement and the release
of the Division from all its obligations to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of this Agreement.
(c) Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement.
(d) This Agreement may be executed in any number of counterparts, any one of which
may be taken as an original .
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101 -336, 42 U. S . C . Section 12101 et se .) , which prohibits discrimination by public and private
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services, and telecommunications.
(f) Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant
under a contract with a public entity, and may not transact business with any public entity in excess of
$25 ,000.00 for a period of 36 months from the date of being placed on the convicted vendor list or on the
discriminatory vendor list.
(g) Any Recipient which is not a local government or state agency, and which receives
under this Agreement from the federal government, certifies, to the best of its knowledge and belief,
funds u gr
that it and its principals:
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1 . are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
2 . have not, within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
3 . are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
19(g)2 . of this certification; and
4 . have not within a five-year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
If the Recipient is unable to certify to any of the statements in this certification, then the Recipient
shall attach an explanation to this Agreement.
In addition, the Recipient shall send to the Division (by email or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion" (Attachment E) for each intended subcontractor which Recipient plans to fund under this
Agreement. The form must be received by the Division before the Recipient enters into a contract
with any subcontractor.
(h) The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance
with Chapter 216 , Fla. Stat. or the Florida Constitution.
(i) All bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a proper preaudit and postaudit thereof.
0 ) Any bills for travel expenses shall be submitted in accordance with Section 112 .061 ,
Fla. Stat.
(k) The Division reserves the right to unilaterally cancel this Agreement if the Recipient
refuses to allow public access to all documents, papers, letters or other material subject to the provisions of
Chapter 119, Fla. Stat. , which the Recipient created or received under this Agreement.
(1) If the Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the Division' s
obligation to pay the contract amount.
(m) The State of Florida will not intentionally award publicly-funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U . S . C . Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act
("INA")] . The Division shall consider the employment by any contractor of unauthorized aliens a violation
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of Section 274A(e) of the INA . Such violation by the Recipient of the employment provisions contained in
Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division.
(n) The Recipient is subject to Florida ' s Government in the Sunshine Law (Section
286 . 011 , Fla. Stat.) with respect to the meetings of the Recipient ' s governing board or the meetings of any
subcommittee making recommendations to the governing board. All of these meetings shall be publicly
noticed, open to the public, and the minutes of all the meetings shall be public records, available to the
public in accordance with Chapter 119, Fla. Stat.
(o) All unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U . S .C . 10a, unless it would not be in the public interest or unreasonable in cost.
(20) LOBBYING PROHIBITION
(a) No funds or other resources received from the Division under this Agreement may be
used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency.
(b) The Recipient certifies, by its signature to this Agreement, that to the best of his or
her knowledge and belief:
1 . No Federal appropriated funds have been paid or will be paid, by or on behalf
of the Recipient, to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement. .
2 . If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete
and submit Standard Form-LLL, " Disclosure of Lobbying Activities. "
3 . The Recipient shall require that this certification be included in the award
documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, and .
cooperative agreements) and that all subrecipients shall certify and disclose .
This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31 , U. S . Code. Any person who
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fails to file the required certification shall be subject to a civil penalty of not less than $ 10,000 and not more
than $ 100,000 for each such failure .
(2 1 ) COPYRIGHT. PATENT AND TRADEMARK
ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF
FLORIDA. ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH
THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE
RECIPIENT TO THE STATE OF FLORIDA.
(a) If the Recipient has a pre- existing patent or copyright, the Recipient shall retain all
rights and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise .
(b) If any discovery or invention is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected with it, the Recipient shall refer the
discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Recipient to the State of
Florida.
(c) Within thirty days of execution of this Agreement, the Recipient shall disclose all
intellectual properties relating to the performance of this Agreement which he or she knows or should know
could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any pre-
existing intellectual property which is disclosed. Failure to disclose will indicate that no such property
exists. The Division shall then, under Paragraph (b), have the right to all patents and copyrights which
accrue during performance of the Agreement.
(22) LEGAL AUTHORIZATION.
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that it ' s governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient to the terms of this Agreement.
(23) ASSURANCES .
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment F .
Page 13 of 48
r
(23) ASSURANCES .
The Recipient shall comply with any 'Statement of Assurances incorporated as
Attachment G .
IN WITNESS WHEREOF , the parties hereto have executed this Agreement.
RECIPIENT .
Indian River County
le
nnuinunn
'f7 � 4
and title : Joseph E . Flescher, Chairman $ •��,�
Date : February 5 , 2013 So;
FID# 59-6000674 g*;• �• p
s
�O j #oa
°i �N• • ' ' • . . .d�. . • • 'rooao
STATE OF FLORIDA •%46
�IA4MYtlYW'PY
DIVISION OF EMERGENCY MANAGEMENT
By :
kame and Title: Bryan Koon , Director
Date : a Xt7
Approved : Attest: Jeffrey R. Smith, Clerk of Court
And Comptr er
%Jph
A. acrd
ty Administrator Deputy erk
Ap*is
for and l a s iency:
Byounty Attorney
Page 14 of 44
EXHIBIT — 1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT :
NOTE: If the resources awarded to the Recipient are from more than one Federal program, provide the
same information shown below for each Federal program and show total Federal resources awarded.
Federal Program
Federal agency : Homeland Security
Catalog of Federal Domestic Assistance title and number: 97 .067
Award amount: $ 10, 376 .00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT :
NOTE: If the resources awarded to the Recipient represent more than one Federal program, list applicable
compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1 . First applicable compliance requirement (e.g. , what activities/services/purposes the federal
resources must be used for) : _ Recipient is to use funding to perform the following eligible activities as
identified in the United States Department of Homeland Security, Federal Emergency Management
Agency, National Preparedness Directorate Fiscal Year 2012- 13 State Homeland Security Grant Program
(SHSGP), consistent with the Department of Homeland Security State Strategy.
2 . Second applicable compliance requirement (e.g. , eligibility requirements for recipients of the
resources: _ Recipient is subject to all administrative and financial requirements as set forth in
this Agreement, or will be in violation of the terms of the Agreement.
NOTE : Section .400(d) of OMB Circular A433 , as revised, and Section 215 . 97(5) (a), Florida Statutes,
require that the information about Federal Programs and State Projects included in Exhibit 1 be provided to
the Recipient.
Page 15 of 48
Attachment A
Budget and Scope of Work
SCOPE OF WORK MUST BE APPROVED BY LEGAL PRIOR TO SENDING EACH
AGREEMENT
TO THE RECIPIENT
Proposed Program Budget
i Below is a general budget which outlines eligible categories and their allocation under this award. The Recipient is to
utilize the "Proposed Program Budget" as a guide for completing the "Budget Detail Worksheet" below.
4 The transfer of funds between the categories listed in the "Proposed Program Budget" is permitted.
+l However, at the discretion of the Recipient, funds allocated to Management and Administration costs (as
described in the "Proposed Program Budget' ) may be put towards Programmatic costs instead. However, no
more than 3% of each Recipients' total award may be expended on Management and Administration costs.
Planning $0
Indian River County
FY 2010 - State Homeland Security Training $6,500.00
Grant Program — CERT
Issue 44 Exercise $0
Equipment $3,876 .00
Management and Administration (M&A)
(the dollar amount to the right which $0
corresponds to 3% of the total local agency
allocation is not in addition to total award, but is
the amount that should be deducted from total
award if M&A is used).
Page 16 of 44
Budget Detail Worksheet
The Recipient is required to provide a completed budget detail worksheet, to the Division, which accounts for the total award amount
as described in the "Proposed Program Budget".
If any changes need to be made to the "Budget Detail Worksheet", after the execution of this contract, contact the grant manager listed
in this agreement via email or letter.
Allowable Planning Costs Qgantlty ` Unit Cost Total Cost
Developing hazard/threat-specific annexes that
incorporate the range
of prevention, protection, response, and recovery
activities
Developing and implementing homeland security support
programs
and adopting ongoing DHS national initiatives
Developing related terrorism prevention activities
Developing and enhancing plans and protocols
Developing or conducting assessments
Hiring of full or part-time staff or contractors/consultants
to assist with planning activities (not for the purpose of
hiring public safety personnel fulfilling traditional public
safety duties
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel/per diem related to planning activities
Overtime and backfill costs — Payment of overtime
expenses will be for work performed by award (SAA) or
sub-award employees in excess of the established work
week (usually 40 hours) related to the planning activities
for the development and implementation of the programs
under HSGP.
Other projects areas with prior approval from FEMA
its
Overtime and backfill for emergency preparedness and
response personnel attending FEMA-sponsored and
approved training classes.
Overtime and backfill expenses for part-time and
volunteer emergency
response personnel participating in FEMA training
Training Workshops and Conferences
Full or Part-Time Staff or Contractors/Consultants 2 39250.00 69500.00 ✓
Travel
Supplies
Tuition for higher education
Other items
Design, Develop, Conduct and Evaluate an Exercise
Page 17 of 44
Exercise Planning Workshop - Grant funds may be used
to plan and conduct an Exercise Planning Workshop to
include costs related to planning, meeting space and other
meeting costs, facilitation costs, materials and supplies,
travel and exercise plan development,
Full or Part,, Time Staff or Contractors/Consultants - Full
or part-time staff may be hired to support exercise-related
activities. Payment of salaries and fringe benefits must be
in accordance with the policies of the state or local unit(s)
of government and have the approval of the state or the
awarding agency, whichever is applicable. The services of
contractors/consultants may also be procured to support
the design, development, conduct and evaluation of
CBRNE exercises. The applicant's formal written
procurement policy or the Federal Acquisition
Regulations FAR must be followed.
Overtime and backfill costs — Overtime and backfill costs,
including expenses for part-time and volunteer emergency
response personnel participating in FEMA exercises
Implementation of HSEEP
Travel - Travel costs (i.e., airfare, mileage, per diem,
hotel, etc.) are allowable as expenses by employees who
are on travel status for official business related to the
planning and conduct of the exercise project(s). These
costs must be in accordance with state law as highlighted
in the OJP Financial Guide. States must also follow state
regulations regarding travel. If a state or territory does not
have a travel policy they must follow federal guidelines
and rates, as explained in the OJP Financial Guide. For
further information on federal law pertaining to travel
costs please refer to hqp://www.oip.usdoi.gov/FinGuide,
Supplies - Supplies are items that are expended or
consumed during the course of the planning and conduct
of the exercise projects) (e.g. , copying paper, gloves,
tape, non-sterile masks, and disposable protective
equipment).
Other Items - These costs include the rental of
space/locations for exercise planning and conduct,
exercise signs, badges, etc .
It 114
A llowable,F�quilpment Costs; _:
iThe table below highlights the allowable equipment
categories for this award. A comprehensive listing of
these allowable equipment categories, and specific a
equipmenveligibie undereach category, can be found on
the_web-based Authorized Equipment List at: Total Cost
Quantity. Unit Cost
tom•//www rkb us 1 ,h; . , - 3,092;00
4. � " `Click on""AuthorizedEquipment List (AEL)
If you wish to purchase a piece of equipment from
any category below, then, in the space given below
. y - „
that category, put the "AEL item number" and
°title''', '
Personal Protective Equipment
21GN-00-CCEQ CERT Equipment/PPE 35 77.60 2,716.00
CBRNE Operational Search and Rescue Equipment
Information Technology
Page 18 of 44
i
Interoperable Communications Equipment
06CP-01 =PORT GMRS Radios 1 670.00 670.00
Medical
09ME-Ol -BAGM, First Aid kit 2 245.00 490.00
Power
CBRNE Logistical Support Equipment
Other authorized equipment costs (include any construction or renovation costs in this category; Written approval must be
provided by FEMA prior to the use of any funds for construction or renovation)
I e I i e1
(9ostsr ua nl G''os o 1 C•os
Hiring of full-time or part-time staff or
contractors/consultants:
• To assist with the management of the
respective grant program
• To assist with application requirements
• To assist with compliance with reporting/data
collection requirements
Development of operating plans for information
collection and processing necessary to respond to
FEMA data calls.
Overtime and backfill costs — Overtime expenses are
defined as the result of personnel who worked over and
above their normal scheduled daily or weekly worked
time in the performance of FEMA — approved activities.
Backfill Costs also called "Overtime as Backfill" are
defined as expenses from the result of personnel who are
working overtime in order to perform the duties of other
personnel who are temporarily assigned to FEMA —
approved activities outside their core responsibilities.
Neither overtime nor backfill expenses are the result of an
increase of Full — Time Equivalent (FTEs) employees.
These costs are allowed only to the extent the payment for
such services is in accordance with the policies of the
state or unit(s) of local government and has the approval
of the state or the awarding agency, whichever is
applicable. In no case is dual compensation allowable.
That is, an employee of a unit of government may not
receive compensation from their unit or agency of
government AND from an award for a single period of
time e. ., 1 :00 pm to 5 :00 m even though such work
Page 19 of 44
i
may benefit both activities. Fringe benefits on overtime
hours are limited to Federal Insurance Contributions Act
(FICA), Workers' Compensation and Unemployment
Compensation.
Travel expenses
Meeting-related expenses (For a complete list of
allowable meeting-related expenses, please review the
OJP Financial Guide at
http://www.oiv.usdoj .gov/FinGuide).
Acquisition of authorized office equipment, including
personal computers, laptop computers, printers, LCD
projectors, and other equipment or software which may be
required to support the implementation of the homeland
security strategy,
The following are allowable only within the period of
performance:
• Recurring fees/charges associated with certain
equipment, such as cell phones, faxes, etc .
• Leasing and/or renting of space for newly hired
personnel
Page 20 of 44
Be Scope of Work
Funding is provided to perform eligible activities as identified in the Fiscal Year 2010 Homeland Security Grant Program, consistent
with the Department of Homeland Security State Strategy. The intent of this agreement is to complete the following approved
projects:
1. Issues and Project Description
Issue 44 — Citizen Corps and Community Emergency Response Team (CERT) Program - The Citizen Corps mission is
to bring community and government leaders together to coordinate the involvement of community members and
organizations in emergency preparedness, planning, mitigation, response, and recovery.
The FY 2010 Citizen Corps Program (CCP) funds provide resources for States and local communities to:
• Bring together the appropriate leadership to form and sustain a Citizen Corps Council
• Develop and implement a plan and amend existing plans, such as emergency operations plans (EOP) to achieve
and expand citizen preparedness and participation
• Conduct public education and outreach
• Ensure clear, timely, and accessible alerts/warnings and emergency communications with the public
• Develop training programs for the public, including special needs populations, for both all-hazards preparedness
and volunteer responsibilities
• Facilitate citizen participation in exercises
• Implement volunteer programs and activities to support emergency responders
• Involve citizens in surge capacity roles and responsibilities during an incident in alignment with the Emergency
Support Functions and Annexes
• Conduct evaluations of programs and activities
II. Categories and Eligible Activities
Eligible activities are outlined in the Scope of Work for each category below. FY2010 SHSGP allowable costs are divided
into the following categories : planning, training, exercises, equipment, management and administration cost. Each
category's allowable costs have been listed in the "Budget Detail Worksheet" above. Eligible activities should support the
above approved projects.
A. Planning
Integrating non-govemmental entities into the planning process is critical to achieve comprehensive community
preparedness. To meet this important objective, HSGP funds may be used to support the following:
• Establishing and sustaining bodies to serve as Citizen Corps Councils
• Assuring that State and local government homeland security strategies, policies, guidance, plans, and
evaluations include a greater emphasis on govemment/non-govemmental collaboration, citizen preparedness,
and volunteer participation
• Developing and implementing a community preparedness strategy for the State/local jurisdiction
• Developing or reproducing accessible public education and outreach materials to : increase citizen preparedness
and knowledge of protective actions (to include the national Ready Campaign materials); promote training,
exercise, and volunteer opportunities; and inform the public about emergency plans, evacuation routes, shelter
locations, and public alerts/warnings
o All public education and outreach materials must include the national or jurisdiction 's Citizen Corps
logo, tagline or website or the Ready logo, tagline, or website and comply with logo standards. For
more information go to hilp:llwww. citizencorps.gov. In addition, all public education and outreach
materials should incorporate special needs considerations, to include language, content, and method
of communication
0 Allowable expenditures include:
• Media campaigns: Public Service Announcements (PSAs), camera-ready materials,
website support, and newsletters
• Outreach activities and public events: Booth displays, event backdrops or signs,
displays and demonstrations, utilizing translation services, and informational
materials such as brochures/flyers
• Promotional materials : Pens/pencils, pins, patches, magnets, souvenir
cloth ing/h eadwear, etc. Expenditures for promotional items must not exceed 15
percent of the total Citizen Corps Program allocation (see CCP Equipment for
information on equipment caps)
• Establishing, expanding, and maintaining volunteer programs and volunteer recruitment efforts that support disaster
preparedness and/or response.
Page 21 of 44
o Citizen support for emergency responders is critical through year-round volunteer programs and as surge
capacity in disaster response. Citizen Corps funding may be used to establish, enhance or expand
volunteer programs and volunteer recruitment efforts for Neighborhood Watch/USAonWatch, Community
Emergency Response Teams (CERT), Volunteers in Police Service (VIPS), Medical Reserve Corps
(MRC), and Fire Corps; for the Citizen Corps Affiliate Programs and Organizations; and for jurisdiction
specific volunteer efforts.
• Examples include:
o Recruiting, screening, and training volunteers (e.g. background checks)
o Retaining, recognizing, and motivating volunteers (e.g. volunteer recognition items, such as
certificates or plaques).
o Purchasing, maintaining, or subscribing to a system to track volunteers (to include
identification and credentialing systems, and to track volunteer hours) and other available
resources in compliance with applicable privacy laws
o Necessary non-structural accommodations to include persons with special needs (i.e. sign
language interpreters)
o Evaluating volunteers
Be Training
Training funded through the CCP includes but is not limited to: , allhazards safety, such as emergency preparedness,
basic first aid, life saving skills, crime prevention and terrorism awareness, school preparedness, public health
issues, mitigation/property damage prevention; safety in the home, light search and rescue skills, principles of
NIMSACS, community relations, volunteer management, serving people with disabilities, pet care preparedness,
any training necessary to participate in volunteer activities, any training necessary to fulfill surge capacity roles, or
other training that promotes individual, family, or communitysafety and preparedness.
There is no cap on the number of deliveries State or local jurisdictions may conduct of non-responder community=
based training workshops, seminars, demonstrations, or conferences. Examples include: CPR/AED training,
identity theft workshops, terrorism awareness seminars, chain-saw safety demonstrations, and community
preparedness conferences.
Funding for CERT training includes the delivery of the CERT Basic Training Course, supplemental training for
CERT members who have completed the basic training, and the CERT Train4he-Trainer training. Any CERT
Basic training conducted by State or local entities must: 1 ) include the topics covered in the FEMA CERT Basic
Training Course; 2) be instructor-led; and 3) and classroom-based, using lecture, demonstration, and hands-on
practice throughout. Note that the Independent Study course, "Introduction to CERT" (IS 317) must not be
substituted for classroom delivery of CERT basic training. There is no cap on the number of deliveries State or
local jurisdictions may conduct of the CERT Basic Training, the CERT Train-the=Trainer, Campus CERT Train=
the-Trainer, or Teen CERT Train-the-Trainer courses, or supplemental/advanced training for CERT program
participants.
Any training supported with these CCP funds should be delivered with specific consideration to include all ages,
ethnic and cultural groups, persons with disabilities, and special needs populations at venues throughout the
community, to include schools, neighborhoods, places of worship, the private sector, non-governmental
organizations, and government locations. Expenditures to provide necessary non-structural accommodations for
persons with special needs is allowable (i.e. sign language interpreters). Jurisdictions are also encouraged to
leverage existing training provided via educational/professional facilities and to incorporate non-traditional
methodologies such as the Internet, distance learning, or home study whenever such delivery supports training
objectives. Pilot courses and innovative approaches to training citizens and instructors are encouraged.
Instruction for trainers and training to support the Citizen Corps Council members in their efforts to manage and
coordinate the Citizen Corps mission is also an allowable use of the FY 2010 CCP funding.
Allowable Training Costs
Allowable training-related costs include, but are not limited to, the following:
o Funds used to develop, deliver, and evaluate training, including costs related to administering the training,
planning, scheduling, facilities, materials and supplies, reproduction of materials, and equipment.
o Overtime and Backfill costs, as defined in this guidance, associated with attending or teaching FEMA-
sponsored and/or approved training courses and programs are allowed . These costs are allowed only to the
extent the payment for such services is in accordance with the policies of the State or unit(s) of local
government and has the approval of the State or the awarding agency, whichever is applicable. In no case is
dual compensation allowable. That is, an employee of a unit of government may not receive compensation from
both their unit or agency of government AND from an award for a single period of time (e.g. , 1 :00 pm to 5 :00
pm), even though such work may benefit both activities. Further, overtime costs associated with employees who
participate in training in a teaching role for which they are compensated are not allowed.
Page 22 of 44
i
o Travel costs (e.g., airfare; mileage, per diem, hotel) are allowable as expenses by employees who are on travel
status for official business related to approved training.
o Hiring of Full or Part-Time Staff or Contractors/Consultants to support training-related activities. Payment
of salaries and fringe benefits must be in accordance with the policies of the State or unit(s) of local government
and have the approval of the State or awarding agency, whichever is applicable. Such costs must be included
within the funding allowed for program management personnel expenses, which must not exceed 15 percent of
the total allocation as specified in section E.6. In no case is dual compensation allowable (see above).
o Certification/Recertification of Instructors is an allowable cost. States are encouraged to follow the FEMA
Instructor Quality Assurance Program to ensure a minimum level of competency and corresponding levels of
evaluation of student learning. This is particularly important for those courses that involve training of trainers.
C. Exercises
Exercises specifically designed for or that include participation from non-governmental entities and the general
public are allowable activities and may include testing public warning systems, evacuation/shelter in-place
capabilities, family/school/business preparedness, and participating in table-top or full scale emergency responder
exercises at the local, State, tribal, territorial, or national level, to include the National Level Exercises (formally
known as Top Officials Exercise (TOPOFF]).
.Allowable exercise-related costs include:
• Funds Used to Design, Develop, Conduct, and Evaluate an Exercise — Includes costs related to
planning, meeting space and other meeting costs, facilitation costs, materials and supplies, travel,
and documentation. Grantees are encouraged to use government facilities to conduct meetings and
conferences whenever possible.
• Hiring of Full or Part-Time Staff or Contractors/Consultants _ Full or parttime staff maybe
hired to support exercise-related activities. Such costs must be included within the funding allowed
for program management personnel expenses, which must not exceed 15 percent of the total
allocation. The applicant's formal written procurement policy or the Federal Acquisition Regulations
(FAR) — whichever is more stringent — must be followed. In no case is dual compensation allowable.
• Overtime and Backfill — The entire amount of overtime costs, including payments related to
backfilling personnel, which are the direct result of time spent on the design, development, and
conduct of exercises are allowable expenses. These costs are allowed only to the extent the payment
for such services is in accordance with the policies of the State or unit(s) of local government and
has the approval of the State or the awarding agency, whichever is applicable. In no case is dual
compensation allowable. That is, an employee of a unit of government may not receive
compensation from their unit or agency of government AND from an award for a single period of
time (e.g., 1 :00 p.m. to 5 :00 p.m.), even though such work may benefit both activities.
• Travel — Travel costs are allowable as expenses by employees who are on travel status for official
business related to the planning and conduct of exercise project(s) or HSEEP programmatic
requirements as described in the HSEEP website (e.g., Improvement Plan Workshops, Training and
Exercise Plan).
• Supplies — Supplies are items that are expended or consumed during the course of the planning and
conduct of the exercise project(s) (e.g. , copying paper, gloves, tape, non-sterile masks, and
disposable protective equipment).
• Other Items — These costs include the rental of equipment (e.g., portable toilets, tents), food,
gasoline, exercise signs, badges, etc.
Unauthorized exercise-related costs include:
• Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g. ,
construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances).
• Equipment that is purchased for permanent installation and/or use, beyond, the scope of exercise
conduct (e.g., electronic messaging signs).
Exercise Requirements
Page 23 of 44
i
Exercises conducted with FEMA support must be managed and executed in accordance with the Homeland Security
Exercise and Evaluation Program (HSEEP). HSEEP Guidance for exercise design, development, conduct, evaluation,
and improvement planning is located at https:llhseep. dhs.gov, The HSEEP Library provides sample exercise
materials and templates.
All exercises using HSGP funding must be NIMS compliant. More information is available online at the NIMS.
Integration Center, hitp:llwww.fema.govlemergency/nims/index. shtm.
Where applicable, the Training and Exercise Plans should include training and exercises that support specialized
programs, such as the Regional Catastrophic Preparedness Grant Program.
States are encouraged to exercise their capabilities with regard to infants and children across all aspects of response
and recovery, including pediatric medical surge capabilities and integrating the accessibility and functional needs of
children and adults with disabilities.
• Exercise Scenarios. The scenarios used in HSGP-funded exercises must be based on the State/Urban
Area's Homeland Security Strategy and plans. Acceptable scenarios for SHSP, UASI, MMRS, and CCP
exercises include: chemical, biological, radiological, nuclear, explosive, cyber, agricultural and natural or
technological disasters. Exercise scenarios must be catastrophic in scope and size as defined by the
National Response Framework.
The scenarios used in HSGP=funded exercises must focus on validating existing capabilities and must be
large enough in scope and size to exercise multiple tasks and warrant involvement from multiple
jurisdictions and disciplines and nongovernmental organizations. Exercise scenarios should also be based
on the Multiyear Training and Exercise Plan.
• Special Event Planning. If a State or Urban Area will be hosting a special event (e.g. , Super Bowl, G-8
Summit) they are approved to participate in a Tier I or Tier II exercise as approved by the National
Exercise Program (NEP) Executive Steering Committee per the NEP Implementation Plan. They should
plan to use SHSP or UASI funding to finance training and exercise activities in preparation for those
events. States and Urban Areas should also consider exercises at major venues (e.g., arenas, convention
centers) that focus on evacuations, communications, and command and control. States should also
anticipate participating in at least one Regional Exercise annually. States must include all confirmed or
planned special events in the Multi-year Training and Exercise Plan .
• Exercise Evaluation. All exercises will be capabilities and performance=based and evaluated using
Exercise Evaluation Guides (EEGs) found on the HSEEP website at https.11hseep.dhs.gov. An After-
Action Report/Improvement Plan (AAR/IP) will be prepared and submitted to the FEMA Grants and
Preparedness Community of Interest (COI) on the Homeland Security Information Network (HSIN)
within 90 days following completion of the exercise, regardless of type or scope. AAR/IPs must conform
to the HSEEP format, should capture objective data pertaining to exercise conduct, and must be developed
based on information gathered through EEGs found in HSEEP. All applicants are encouraged to use the
Lessons Learned Information Sharing System as a source for lessons learned and to exchange best
practices.
• Role of Non-Governmental Entities in Exercises. Non-governmental participation in all levels of
exercises is strongly encouraged. Leaders from nongovernmental entities should be included in the
planning, conduct, and evaluation of an exercise. State, local, tribal, and territorial jurisdictions are
encouraged to develop exercises that test the integration and use of non-governmental resources provided
by non-govemmental entities, defined as the private sector and private non-profit, faith-based,
community, volunteer, and other non-governmental organizations. Non-governmental participation in
exercises should be coordinated with the local Citizen Corps Council(s) and other partner agencies.
D. Equipment
All allowable equipment costs are listed in the AEL, available at haps://www. rkb. us. Any equipment purchased
with CCP funding must be used for specific preparedness or volunteer training or by volunteers in carrying out
their response functions. CCP funding is intended only to be used for specific preparedness or volunteer training
or by trained volunteers in carrying out their response functions. Examples of equipment used to support training
and exercises for citizens include items such as bum pans or sample preparedness kits. Expenditures for kits used
in volunteer response (e.g. , CERT or MRC kits / backpacks) or clothing for official identification must not exceed
30 percent of the total Citizen Corps Program allocation. Clothing for official identification includes those items
that volunteers are required to wear when engaging in public safety activities or disaster response (e.g., t-shirts for
CERT members, baseball caps for Neighborhood Watch/USAonWatch Program foot patrol members).
E. Management and Administration - no more than 3% of each sub-recipient's total award may be expended on
Management and Administration costs.
Hiring of full-time or part-time staff or contractors/consultants:
Page 24 of 44
• To assist with the management of the respective grant program
• To assist with application requirements
• To assist with the compliancy with reporting and data collection requirements
Development of operating plans for Information collection and processing necessary to
respond to DHS/FEMA data calls
Overtime and backfill costs - Overtime expenses are defined as the result of personnel who worked over and
above their normal scheduled daily or weekly worked time in the performance of FEMA — approved activities.
Backfill Costs also called "Overtime as Backfill" are defined as expenses from the result of personnel who are
working overtime in order to perform the duties of other personnel who are temporarily assigned to FEMA —
approved activities outside their core responsibilities. Neither overtime nor backfill expenses are the result of an
increase of Full — Time Equivalent (FTEs) employees. These costs are allowed only to ,the extent the payment
for such services is in accordance with the policies of the state or unit(s) of local government and has the
approval of the state or the awarding agency, whichever is applicableAn no case is dual compensation
allowable. That is, an employee of a unit of government may not receive compensation from their unit or
agency of government AND from an award for a single period of time (e.g., 1 :00 pm to 5 :00 pm), even though
such work may benefit both activities . Fringe benefits on overtime hours are limited to Federal Insurance
Contributions Act (FICA), Workers ' Compensation and Unemployment Compensation.
Travelexpenses
Meeting-related expenses (For a complete list of allowable meeting-related expenses, please
review the OJP Financial Guide at http://www. oip. usdo% gov/FinGuide) .
Acquisition of authorized office equipment
The following are allowable only within the period of performance of the contract:
• Recurring fees/charges associated with certain equipment, such as cell phones, faxes , etc.
• Leasing and/or renting of space for newly hired personnel during the period of performance of the grant
program
III. Program Requirements
A. National Incident Management System (NIMS ) Compliance
HSPD-5, "Management of Domestic Incidents," mandated the creation of NIMS and the National Response
Plan (NRP). NIMS provides a consistent framework for entities at all jurisdictional levels to work together to
manage domestic incidents, regardless of cause, size, or complexity. To promote interoperability and
compatibility among Federal, State, local, and tribal capabilities, NIMS includes a core set of guidelines,
standards, and protocols for command and management, preparedness, resource management, communications
and information management, supporting technologies, and management and maintenance of NIMS . The NRP,
using the template established by NIMS, is an all-discipline, all-hazards plan that provides the structure and
mechanisms to coordinate operations for evolving or potential Incidents of National Significance, which are
major events that "require a coordinated and effective response by an appropriate combination of Federal, State,
local, tribal, private sector, and nongovernmental entities."
The NIMS Integration Center (NIC) recommends 38 NIMS Compliance Objectives for nongovernmental
organizations that support NIMS implementation. These activities closely parallel the implementation activities
that have been required of State, territorial, tribal, and local governments since 2004 and can be found at
www.fema.goy/pdflemergengy/nims/ngo fs.odf. To integrate nonprofit organizations into the broader national
preparedness effort, DHS encourages grantees to consider pursuing these recommended activities.
Additionally, nongovernmental organizations grantees and sub-grantees will be required to meet certain NIMS
compliance requirements. This includes all emergency preparedness, response, and/or security personnel in the
organization participating in the development, implementation, and/or operation of resources and/or activities
awarded through this grant must complete training programs consistent with the NIMS National Standard
Curriculum Development Guide. Minimum training includes IS-700 NIMS : An Introduction. In addition, IS-
800.a NRP: An Introduction, Incident Command System (ICS- 100), Incident Command System (ICS-200),
Intermediate Incident Command System (&300), and Advanced Incident Command System (G400) are also
recommended. For additional guidance on NIMS training, please refer to
hftp://www.fema.gov/emergency`/�nims/nims tminin .sg htm .
Additional information about NIMS implementation and resources for achieving compliance are available
through the NIMS Integration Center (NIC), at hqp://www. fema.gov/emergency/nims/.
Page 25 of 44
Be ENVIRONMENTAL PLANNING & HISTORIC PRESERVATION COMPLIANCE GUIDELINES
The following types of projects are to be submitted to FEMA for compliance review under Federal environmental planning
and historic preservation (EHP) laws and requirements prior to initiation of the project:
• New Construction, Installation and Renovation, including but not limited to:
o Emergency Operation Centers
o Security Guard facilities
o Equipment buildings (such as those accompanying communication towers)
o Waterside Structures (such as dock houses, piers, etc.)
• Placing a repeater and/or other equipment on an existing tower
• Renovation of and modification to buildings and structures that are 50 years old or older
• Any other construction or renovation efforts that change or expand the footprint of a facility or structure
including security enhancements to improve perimeter security
• Physical Security Enhancements, including but not limited to:
o Lighting
o Fencing
o Closed-circuit television (CCTV) systems
o Motion detection systems
o Barriers, doors, gates and related security enhancements
• Field based training and exercises including activities that involve ground disturbance, use of explosives,
toxic agents or otherwise have the potential to cause impact to the environment or historical resources.
This is only a requirement if the exercise or field training is not being conducted by a certified
professional or at an existing facility with established procedures.
In addition, the erection of communications towers that are included in a jurisdiction' s interoperable communications plan
is allowed, subject to all applicable laws, regulations, and licensing provisions. Communication tower projects must be
submitted to FEMA for EHP review.
EHP DETERMINATION PROCESS
I . Submit the Final Screening Memo to the SAA for review prior to funds being expended .
II . The SAA will review and notify the recipient of its decision . The grantee should incorporate sufficient
time and resources into the project planning process to accommodate EHP requirements .
APPROVAL PROCESS TO FEMA
1 . Prepare a formal written Scope of Work with details outlined in the attached EHP Compliance
Requirements , page 2.
II , The Final Screening Memo should be attached to all project information sent to the Grant Programs
Directorate (GPD) for an EHP regulatory compliance review.
III. Complete the attached National Environmental Policy Act (NEPA) Compliance checklist
IV. Prepare maps indicating the, location(s) of proposed project (Guidance provided)
V. Take photographs of the location(s) of proposed project (Guidance provided)
VI. Forward all documents to the SAA. All documents are then forwarded to GPD electronically via the
Centralized Scheduling and Information Desk (CSID) at askcsidadhs. gov.
VII. CSID will send an email confirming receipt of the project description.
VIII. FEMA Program Analyst sends notification to SAA when review is complete. SAA notifies recipient of
FEMA's final decision .
IX. THE PROJECT MAY BEGIN ONCE FINAL FEMA APPROVAL IS RECEIVED. Grantee should incorporate
sufficient time and resources into the project planning process to accommodate EHP requirements. Grantees
must receive written approval from FEMA prior to the use of grant funds for project implementation .
III. Reporting Requirements
1 . Quarterly Programmatic Reporting:
26
The Quarterly Programmatic Report is due within 30 days after the end of the reporting periods (March 30 , June
30, September 30 and December 30) for the life of this contract. If a report(s) is delinquent, future financial
reimbursements will be withheld until the Recipient's reporting is current.
Programmatic Re ortin Schedule
Renartina Period Report due to DEM no later than
January 1 through March 31 Aril 30
April 1 through June 30 July 31
July I through September 30 October 31
October 1 through December 31 January 31
2. Programmatic Reporting-BSIR
After the end of each reporting period, for the life of the contract, the recipient will complete their Biannual
Strategic Implementation Report in the Grants Reporting Tool (GRT) https://www.reporting.odp.dhsgov. The
reporting periods are January 1 -June 30 and July 1 -December 31 . Data entry is scheduled for December 1 and
June 1 respectively. Future awards and reimbursement may be withheld if these reports are delinquent.
3. Reimbursement Requests:
A request for reimbursement may be sent to your contract manager for review and approval at anytime during
the contract period. The Recipient should include the category's corresponding line item number in the "Detail
of Claims" form. This number can be found in the "Proposed Program Budget". A line item number is to be
included for every dollar amount listed in the "Detail of Claims" form.
4. Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management no later than 60 days after the
agreement is either completed or the agreement has expired.
5. Monitoring:
Florida Division of Emergency Management
US Department of Homeland Security Grants Program
Grant Monitoring Process
Florida has enhanced the state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through
various funding sources including federal grant funds. As the steward of the State Homeland Security Grant Program funds, projects
and equipment the Florida Division of Emergency Management (FDEM) has a responsibility to track and monitor the "status of the
grant activity and items purchased.
The monitoring process detailed in this document is designed to assess a recipient agency's compliance with applicable state and
federal guidelines. The FDEM is responsible for monitoring the financial, programmatic and capability portion of the grant to include
equipment procurement and compliance with applicable SHSGP grant guidance and statutory regulations.
Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits. There are two primary areas
reviewed during monitoring activities - financial and programmatic/capability. Financial monitoring is the review of records
associated with the purchase and disposition of property, projects and contracts. Capability review is the observation of equipment
purchased, protocols and other associated records. Various levels of financial and programmatic review may be accomplished during
this process.
Desk monitoring is defined as the review of projects, financial activity and technical assistance between the program office and the
applicant via e-mail and telephone. Site visits are defined as actual visits to the recipient agency's location by a team or members of
the FDEM or their designee, to actually observe records, procedures and equipment.
Frequency of annual monitoring activity:
Each year the FDEM will identify up to 50% of sub-grantees for site visit monitoring. It is important to note that although a given
grant has been closed successfully, it is still subject to either desk or on-site monitoring for a five year period following closure.
Examples of areas that may be examined include:
Management and administrative procedures
Grant folder maintenance
Equipment accountability and sub-hand receipt procedures
Program for obsolescence
27
f
Status of equipment purchases
Status of training for purchased equipment
Status and number of response trainings conducted to include number trained
Status and number of exercises
Status of planning activity
Anticipated projected completion
Specific difficulties completing the project.
Agency NIMS/ICS compliance documentation
In certain circumstances, the FDEM may request additional monitoring/information if the activity, or lack there of, on the part of the
specific recipient .has generated questions from the region, the sponsoring state agency or the FDEM leadership. The method of
gathering this information will be determined on a case-by-case basis.
Desk monitoring is an on-going process. Agency recipients will be required to participate in desk top monitoring on an annual basis
and as determined by the FDEM. The agency recipients will complete and submit the desk top monitoring within 14 business
calendar days of receipt. This contact will provide an opportunity to identify the need for technical assistance (TA) and/or a site visit
if the FDEM determines that a recipient is having difficulty completing their' project.
As difficulties/deficiencies are identified, the respective region or sponsoring agency will be notified by the program office via email.
Information will include the grant recipient agency name, year and project description and the nature of the issue in question. Many of
the issues that arise may be resolved at the regional or sponsoring agency level . Issues that require further TA will be referred to the
FDEM for assistance. Examples of TA include but are not limited to:
-k Equipment selection or available vendors
Eligibility of items or services
44 Coordination and partnership with other agencies within or outside the region or discipline
Site Visits
Site visits will be conducted by the FDEM or designated personnel. Site visits will be scheduled in advance with the recipient agency
POC designated in the grant agreement. Monitoring questionnaires will be provided in advance of the visit.
The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be coordinated with the
capability review visits. Subject matter experts from other agencies within the region or state may be called upon to assist in the form
of a peer review as needed.
All findings related to the capability review will be documented and maintained within the FDEM.
Site Visit Protocol
The following outlines the monitoring protocol for the FDEM:
The site visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal year
(FFY). Site visits may be combined when geographically convenient. There is a site visit checklist to assist in the completion of all
required tasks.
Site Visit Preparation
A letter will be sent to the recipient agency Point of Contact (POC) stating the purpose of the site visit at least 30 calendar days before
the planned arrival date. FDEM personnel will call within the next 10 calendar days to schedule an appointment to review the
grantee's program.
The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and
the address should be documented in the grantee folder before the site visit. .
The appointment should be confirmed with the grantee in writing (email is acceptable) and documented in the grantee folder.
Any personnel from the FDEM attending the site visit will review the grantee's corresponding folder(s) before the visit. Prior to the
visit, individual roles will be identified for the site visit. Copies of applicable documents will be made and distributed to the site visit
team at a minimum of five (5) calendar days before the visit. A reminder e-mail should be sent to all team members and the recipient
POC one business day in advance of the site visit.
Site Visit
Once FDEM personnel have arcived at the site, an orientation conference will be conducted. During this time, the purpose of the site
visit and the items FDEM intends to examine will be identified. If financial monitoring visit will be conducted, they will then explain
their objectives and will proceed to perform the financial review.
FDEM personnel will review all files and supporting documentation . Once the supporting documentation has been reviewed, a
tour/visual/spot inspection of equipment will be conducted.
28
Each item should be visually inspected whenever possible. Bigger items (computers, response vehicles, etc . ) should have an asset
decal (information/serial number) placed in a prominent location on each piece of equipment as per recipient agency requirements.
The serial number should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment
(large capitol expenditures in excess of $ 1 ,000, per item).
If an item is not available (being used during time of the site visit), the appropriate documentation must be provided to account for that
particular piece of equipment. Once the tour/visual/spot inspection of equipment has been completed, the FDEM personnel will then
conduct an exit conference with the grantee to review the findings.
Other programmatic issues can be discussed at this time, such as missing quarterly reports, payment voucher/reimbursement,
equipment, questions, etc.
Post Site Visit
FDEM personnel will review the site visit worksheet as a team and receive notes from the Financial Review Team, if applicable.
Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the grantee explaining any issues and
corrective actions required or recommendations. Should no issues or findings be identified, a monitoring report to that effect will be
generated and sent to the grantee. The grantee will submit a Convective Action Plan within a timeframe as determined by the FDEM.
The Site Visit Worksheet, report and photographs will then be included in the grantee' s file along with any documents distributed at
the site visit by the grantee.
C. Programmatic Point of Contact
Contractual Point of Contact Programmatic Point of Contact
Peggy .Cadeaux Owen Roach
FDEM FDEM
2555 Shumard Oak Blvd, 2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100 Tallahassee, FL 32399-2100
(850) 413=9966 (850) 4104599
Peggy.Cadeaux@em.myflorida.com Owen.Roach@em.myflorida.com
D. Contractual Responsibilities
• The FDEM shall determine eligibility of projects and approve changes in scope of work.
• The FDEM shall administer the financial processes.
29
Attachment B
Program Statutes, Regulations and Special Conditions
1 ) 53 Federal Register 8034
2) 31 U . S . C . § 1352
3 ) Chapter 473 , Florida Statutes
4) Chapter 215 , Florida Statutes
5 ) E . O . 12372 and Uniform Administrative Requirements for Grants and Cooperative
Agreements 28 CFR Part 66 , Common rule
6) Uniform Relocation Assistance and Real Property Acquisitions Act of 1970
7) Section 102(a) of the Flood Disaster Protection Act of 1973 , Public Law 93 -234 , 87 Stat.
975
8) Section 106 of the National Historic Preservation Act of 1966 as amended ( 16 USC 470) ,
Executive Order 11593
9) Archeological and Historical Preservation Act of 1966 ( 16 USC 569a- 1 et seq. )
10) Title I of the Omnibus Crime Control and Safe Streets Act of 1968 ,
11 ) Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act
12) 28 CFR applicable to grants and cooperative agreements
13 ) Omnibus Crime Control and Safe Streets Act of 1968 , as amended,
14) 42 USC 3789(d) , or Victims of Crime Act (as appropriate) ;
15) Title VI of the Civil Rights Act of 1964 , as amended;
16) Section 504 of the Rehabilitation Act of 1973 , as amended;
17) Subtitle A, Title II of the Americans with Disabilities Act (ADA) ( 1990) ;
18) Title IX of the Education Amendments of 1972 ;
19) Age Discrimination Act of 1975 ; Department of Justice Non-Discrimination Regulations ,
20) 28 CFR Part 42 , Subparts C , D ,E, and G
21 ) Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part
39
Special Conditions
Article I — Financial Guidelines
1 . The grantee and any sub grantee shall comply with the most recent version of the
Administrative Requirements, Cost Principles , and Audit Requirements . A non-exclusive list
of regulations commonly applicable to DHS grants are listed below :
A. Administrative Requirements
1 . 44 CFR Part 13 , Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments
Page 30 of 48
F
2 . 2 CFR Part 215 , Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals , and Other Non-
Profit Organizations (OMB Circular A- 110)
3 . 44 CFR Part 10 , Environmental Considerations
B. Cost Principles
1 . 2 CFR Part 225 , Cost Principles for State , Local and Indian Tribal
Governments (OMB Circular A- 87)
2 . 2 CFR Part 220 , Cost Principles for Educational Institutions (OMB Circular
A-21 )
3 . 2 CFR Part 230, Cost Principles for Non-Profit Organizations (OMB Circular
A422)
4 . 48 CFR 31 . 2 , Federal Acquisition Regulations (FAR) , Contracts with
Commercial Organizations
C . Audit Requirements
1 . OMB Circular A433 , Audits of States, Local Governments , and Non-Profit
Organizations
Article II — Financial Reports (FDEM Form 1 & 2) Required Quarterly
The recipient shall submit the Financial Report (FDEM Form 1 & 2) within 30 days of the end of
the first Federal quarter covering the grant period of performance . The recipient shall submit
quarterly reports thereafter until the grant ends and final payment is received. Reports are due on
January 31 , April 30 , July 31 and October 30 . A report must be submitted for every quarter of
the period of performance , including partial calendar quarters, as well as for periods where no
grant activity occurs . Future reimbursement requests may be withheld if these reports are
delinquent. The Close-Out Report (FDEM Form 5 ) is due within sixty (60) days after the end
date of the performance period.
Article III — Summary Description of Project
The FY 2011 Homeland Security Grant Program (HSGP) funding shall be used for costs related
to preparedness activities associated with implementing the State Homeland Security Strategy,
any respective Urban Area Security Strategies , and the investments identified during the
application period. The HSGP consists of the State Homeland Security Program (SHSP) , the
Urban Area Security Initiative (UASI) , the Citizen Corps Program (CCP) , the Metropolitan
Medical Response System (MMRS) program, and Operation Stonegarden (OPSG) . Together,
these programs provide an integrated mechanism to enhance the coordination of National
Priority efforts to prevent, respond to , and recover from terrorist attacks, major disasters and
other emergencies .
Article IV — National Environmental Policy Act (NEPA)
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The recipient shall comply with all applicable Federal, State, and local environment and historic
preservation (EHP) requirements and shall provide any information requested by FEMA to
ensure compliance with applicable laws including : National Environmental Policy Act, National
Historic Preservation Act, Endangered Species Act, and Executive Orders on Floodplains
( 11988), Wetlands ( 11990) and Environmental Justice ( 12898) . Failure of the recipient to meet
Federal, State, and local EHP requirements and obtain applicable permits may jeopardize Federal
funding. Recipient shall not undertake any project having the potential to impact Environmental
or Historical Preservation (EHP) resources without the prior approval of FEMA, including but
not limited to communication towers , physical security enhancements, new construction, and
modifications to buildings that are 50 years old or greater. Recipient must comply with all
conditions placed on the project as the result of the EHP review. Any change to the approved
project scope of work will require re -evaluation for compliance with these EHP requirements . If
ground disturbing activities occur during project implementation, the recipient must ensure
monitoring of ground disturbance , and if any potential archeological resources are discovered,
the recipient will immediately cease construction in that area and notify FEMA and the
appropriate State Historic Preservation Office . Any construction activities that have been
initiated prior to the full EHP review could result in a non-compliance finding. For your
convenience, here is the screening form link: (The Screening Form is available at:
(www. fema. ovg /doc/government/grant/bulletins/info329 final screening memo. doc) . For these
types of projects, grantees must complete the FEMA EHP Screening Form (OMB Number 1660-
0115/17EMA Form 024-0-01 ) and submit it, will all supporting documentation; to their respective
FDEM grant manager for review. Grantees should submit the FEMA EHP Screening Form for
each project as soon as possible upon receiving their grant award.
Article V= Specific Acknowledgements and Assurances
All recipients of financial assistance must acknowledge and agree and require any sub-recipients,
contractors , successors, transferees , and assignees acknowledge and agree to comply with
applicable provisions governing DHS access to records, accounts , documents, information,
facilities, and staff.
1 . Recipients must cooperate with any compliance review or complaint
investigation conducted by Florida Division of Emergency Management and
Department of Homeland Security.
2 . Recipients must give Florida Division of Emergency Management and
Department of Homeland Security access to and the right to examine and
copy records, accounts , and other documents and sources of information
related to the grant and permit access to facilities , personnel, and other
individuals and information as may be necessary, as required by DHS
regulations and other applicable laws or programs guidance .
3 . Recipients must submit timely, complete , and accurate reports to Florida
Division of Emergency Management and maintain appropriate back up
documentation to support the reports .
4 . Recipients must comply with all other special reporting, data collection, and
evaluation requirements , as prescribed by law or detailed program guidance .
Page 32 of 48
r
5 . If, during the past three years, the recipient has been accused of
discrimination on the grounds of race, color, national origin (including
limited English proficiency) , sex , age, disability, religion, or familial status ,
the recipient must provide a list of all such proceedings, pending or
completed, including outcome and copies of settlement agreements to Florida
Division of Emergency Management and the DHS Office of Civil Rights and
Civil Liberties .
6 . In the event any court or administrative agency makes a finding of
discrimination on grounds of race, color, national origin (including limited
English proficiency) , sex , age, disability, religion, or familial status against the
recipient, or the recipient settles a case or matter alleging such discrimination,
recipients must forward a copy of the compliant and findings to Florida
Division of Emergency Management which will then be forwarded to DHS
Component. The United States has the right to seek judicial enforcement of
these obligations.
Article VI — Lobbying Prohibitions
None of the funds provided under an award may be expended by the recipient to pay any person
to influence , or attempt to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress , or an employee of a Member of Congress in
connection with any Federal action concerning the award or renewal of any Federal contract,
grant, loan, cooperative agreement. These lobbying prohibitions can be found at 31 U. S . C .
1352 .
Article VII— Acknowledge of Federal Funding from DHS
The recipient agrees that all allocations and use of funds under this grant will be in accordance
with the FY 2012 Homeland Security Grant Program (HSGP) guidance and application kit. Also
recipients will comply to acknowledge Federal funding when issuing statements , press releases,
request for proposals, bid invitations , and other documents describing projects or programs
funded in whole or in part with Federal funds .
Article VI11 — Copyright
Recipients will comply with requirements that publications or other exercise copyright for any
work first produced under Federal financial assistance awards hereto related unless the work
includes any information that is otherwise controlled by the Government (e . g. , classified
information or other information subject to national security or export control laws or
regulations) . For any scientific, technical , or other copyright work based on or containing first
data produces under this award, including those works published in academic , technical or
professional journals, symposia proceedings, or similar works, the recipient grants the
Government a royalty-free , nonexclusive and irrevocable license to reproduce , display, distribute
copies, perform, disseminate, or prepare derivative works and to authorize others to do so , for
Page 33 of 48
Government purposes in all such copyrighted works . The recipient shall affix the applicable
copyright notices of 17 U . S . C . 401 or 402 and an acknowledgement of Government sponsorship
(including award number) to any work first produced under an award.
Article IX — Use of DHS Seal, Logo and Flags
Recipients must obtain DHS ' s approval prior to using the DHS seal(s) , logos , crests or
reproductions of flags or likenesses of DHS agency officials, including use of the United States
Coast Guard seal, logo, crests or reproductions of flags or likeness of Coast Guard officials .
Article X— Activities Conducted Abroad
Recipients will comply with requirements that project activities carried on outside the United
States are coordinated as necessary with appropriate government authorities and those
appropriate licenses , permits , or approvals are obtained.
Article XI— Fly America Act of 1974
Recipients will comply with the requirements of the Preference for U . S . Flag Air Carriers :
Travel supported by U. S . Government funds requirement, which states preference for the use of
U. S . flag air carriers (air carriers holding certificates under 49 U. S . C . 41102) for international air
transportation of people and properly to the extent that such service is available, in accordance
with the International Air Transportation Fair Competitive Practices Act of 1974 (49 U. S . C .
40118) and the interpretative guidelines issued by the Comptroller General of the united States in
the March 31 , 1981 , amendment to Comptroller General Decision B138942 .
Article XII— GPD — Drug-Free Workplace Regulations
Recipients will comply with the requirements of the Drug-Free Workplace Act of 1988 (41
U. S . 0 707 et seq.), which requires that all organizations receiving grants from any Federal
agency agree to maintain a drug-free workplace . The recipient must notify the awarding office if
an employee of the recipient is convicted of violating a criminal drug statue . Failure to comply
with these requirements may be cause for debarment. These regulations are codified at 2 CFR
3001 .
Article XIII — Trafficking Victims Protection Act of 2000
Recipients will comply with requirements of the government-wide term which implements
Section 106(g) of the Trafficking Victims Protection Act (TVPA) of 2000 , as amended (22
U. S . C . 7104), located at 2 CFR Part 175 . This is implemented in accordance with OMB Interim
in Final Guidance, Federal Register, Volume 72 , No . 218 , November 13 , 2007 . In accordance
with the statutory requirement, in each agency award under which the funding is provided to a
Page 34 of 48
private entity, Section 106(g) of the TVPA, as amended, required the agency to include a
condition that authorizes the agency to terminate the award, without penalty, if the recipient or a
sub-recipient — (a) Engages in severe forms of trafficking in persons during the period of time
that the award is in effect ; (b) Procures a commercial sex act during the period of time the award
is in effect; or (c) Uses forced labor in the performance of the award or sub-awards under the
award. Full text of the award term is provided at 2 CFR 175 . 15 .
Article XIV — Civil Rights Act of 1964
Recipients will comply with the requirements of the title VI of the Civil Rights Act of 1964 (42
U. S . C . 2000d et seq. ) , which provides that no person in the United States will , on the grounds of
race, color, or national origin, be excluded from participation, in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving Federal financial assistance .
Article XV — Civil Rights Act of 1968
Recipients will comply with the requirements of Titles VII of the Civil Rights Act, which
prohibits recipients from discriminating in the sale , rental , financing, and advertising of dwelling,
or in the provision of services in connection therewith, on the basis of race , color, national origin,
religion, disability, familial status, and sex (42 U. S . C . 3601 et seq.), as implemented by the
Department of Housing and Urban Development at 24 CFR Part 100 . The prohibition on
disability discrimination includes the requirement that new multifamily housing with four or
more dwelling units i . e . , the public and common use areas and individual apartment units (all
units in buildings with elevators and ground floor units in buildings without elevators) be
designed and constructed with certain accessible features (see 24 CFR 100 . 201 ) .
Article XVI — American with Disabilities Act of 1990
Recipients will comply with the requirements of Titles I, II, III of the Americans with
Disabilities Act, which prohibits recipients from discriminating on the basis of disability in the
operation of the public entities, public and private transportation systems , places of the public
accommodation, and certain testing entities (42 U. S . C . 12101 - 12213 ) .
Article XVII — Age Discrimination Act of 1975
Recipients will comply the requirements of the Age discrimination Act of 1975 (42 U. S . C . 6101
et seq.) , which prohibits discrimination on the basis of age in any program or activity receiving
Federal financial assistance .
Article XVIII — Title IX of the Education Amendments of 1972
Recipients will comply with the requirements Title IX of the Education Amendments of 1972
(20 U . S . C . 1681 et seq.) which provides that no person in the United States will, on the basis of
Page 35 of 48
sex, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any educational program or activity receiving Federal financial assistance .
These regulations are codified at 44 CFR Part 19 .
Article XIX— Rehabilitation Act of 1973
Recipients will comply with the requirements of Section 504 of the Rehabilitation Act of 1973 ,
29 U . S . C . 794, as amended, which provides that no otherwise qualified handicapped individual
in the United States will , solely by reason of the handicap, be excluded from participation in, be
denied the benefits of, or be subjected to the discrimination under any program or activity
receiving Federal financial assistance . These requirements pertain to the provision of benefits or
services as well as to employment.
Article XX — Limited English Proficiency
Recipients will comply with the requirements of Executive Order 13166 , Improving Access to
Services for Persons with Limited English Proficiency, and resulting agency guidance , national
origin and resulting agency guidance , national origin discrimination includes discrimination on
the basis of limited English proficiency (LEP) . To ensure compliance with title VI, recipients
must take reasonable steps to ensure that LEP persons have meaningful access to your programs.
Meaningful access may entail providing language assistance services, including oral and written
translation, where necessary. Recipients are encouraged to consider the need for language
services for LEP persons served or encounters both in developing budgets and in conducting
programs and activities . For assistance and information regarding LEP obligations , go to
http :11www. lep . g0v.
Article XXI— Animal Welfare Act of 1966
Recipients will comply with the requirements of the Animal Welfare Act, as amended (7 U. S . C .
2131 et seq.) , which requires that minimum standards of care and treatment be provided for
vertebrate animals bred for commercial sale, used in research, transported for commercial sale ,
or exhibited t the public . Recipients must establish appropriate policies and procedures for the
humane care and use of animals based on the Guide for the Care and Use of Laboratory Animals
and comply with the Public Health Service Policy and Government Principles Regarding the
Care and Use of Animals .
Article XXII — Clean Air Act of 1970 and Clean Air Act of 1977
Recipients will comply with the requirements of 42 U. S . C . 7401 et seq. and Executive Order
11738 , which provides for the protection and enhancement of the quality of the nation ' s air
resources to promote public health and welfare and for restoring and maintain the chemical ,
physical, and biological integrity of the nation ' s waters is considered research for other purposes.
Article XXIII— Protection of Human Subjects
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Recipients will comply with requirements of the Federal regulations at 45 CFR Part 46 , which
requires recipients to comply with the applicable provisions/law for protection of human subjects
for purposes of research. Recipients must also comply with the requirements of DHS
Management Directive 026-04, Protection of Human Subjects, prior to implementing any work
with human subjects . For purposes of 45 CFR Part 46 , research means a systematic
investigation, including research, development, testing, and evaluation, designed to develop or
contribute to general knowledge . Activities that meet this definition constitutes research for
purposes of this policy, whether or not they are conducted or supported under a program that is
considered research for other purposes . The regulations specify additional protections for
research involving human fetuses, pregnant women, and neonates (Subpart B) : prisoners
(Subpart C) ; and children (Subpart D) . The use of autopsy materials is governed by applicable
state and local law and is not directly regulated by 45 CFR Part 46 .
Article XXIV— National Flood Insurance Act of 1968
Recipients will comply with the requirements of Section 1306(c) of the National Flood Insurance
Act, as amended, which provided for benefit payments under the Standard Flood Insurance
Policy for demolition or relocation of a structure insured under the Act that is located along the
shore of a lake or other body of water and that is certified by an appropriate State or local land
use authority to be subject to imminent collapse or subsidence as a result of erosion or
undermining caused by waved exceeding anticipated cyclical levels . These regulations are
codified at 44 CFR Part 663 .
Article XXV— Flood Disaster Protection Act of 1973
Recipients will comply with the requirements of the Flood Disaster Act of 1973 , as amended (42
U . S . C . 4001 et seq. ), which provides that no Federal financial assistance to acquire , modernize,
or construct property may be provided in identified flood-prone communities in the United
Stated, unless the community participates in the National Flood Insurance Program and flood
insurance is purchases within one year of the identification. The flood insurance purchase
requirement applies to both public and private applicants for DHS support. Lists of flood prone
areas that are eligible for flood insurance are published in the Federal Registry by FEMA .
Article XXVI — Coastal Wetlands Planning, Protection, and Restoration Act of 1990
Recipients will comply with the requirements of Executive Order 1190 , which provides that
federally funded construction and improvements minimize the destruction, loss or degradation of
wetlands . The Executive Order provides that, in furtherance of Section 101 (b) (3 ) of NEPA (42
U. S . C . 4331 (b) (3 )), Federal agencies , to the extent permitted by law, must avoid undertaking or
assisting with new construction located in wetlands unless the head of the agency finds that there
is no practicable alternative to such construction, and that the proposed action includes all
practicable measures to minimize harm to wetlands that may result from such use . In making
this finding, the head of the agency may take into account economic, environmental, and other
Page 37 of 48
pertinent factors . The public disclosure requirement described above also pertains to early public
review of any plans or proposals for new construction in wetlands . This is codified at 44CFR
Part 9 .
Article XXVII — USA Patriot Act of 2001
Recipients will comply with the requirements of the Uniting and Strengthening America by
Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT
Act) , which amends 18 U . S . C . 175 - 175c . Among other things , it prescribes criminal penalties
for possession of any biological agent, toxin, or delivery system of a type or in a quantity that is
not reasonably justified by a prophylactic, protective, bona fide research, or other peaceful
purpose . The act also establishes restrictions on access to specified materials. "Restricted
persons," as defined by the act, may not possess, ship , transport, or receive any biological agent
or toxin that is listed as a select agent.
Page 38 of 48
f _ -
Attachment C
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT .
Indicate by checking one of the boxes below if you are requesting an advance. If an advance payment is requested,
budget data on which the request is based must be submitted. Any advance payment under this Agreement is
subject to s. 216. 181( 16), Florida Statutes. The amount which may be advanced shall not exceed the expected cash
needs of the Recipient within the initial three months of the Agreement.
[ ] NO ADVANCE REQUESTED [ ] ADVANCE REQUESTED
Advance payment of $ is requested. Balance of
No advance payment is requested. Payment payments will be made on a reimbursement basis. These funds
will be solely on a reimbursement basis. No are needed to pay staff, award benefits to clients, duplicate
additional information is required. forms and purchase start-up supplies and equipment. We
would not be able to operate the program without this advance .
ADVANCE REQUEST WORKSHEET
If you are requesting an advance, complete the following worksheet
DESCRIPTION (A) (B) (C) (D)
FFY 20_ FFY 20_ FFY 20_ Total
1 INITIAL CONTRACT ALLOCATION
2 FIRST THREE MONTHS CONTRACT
EXPENDITURES '
3 AVERAGE PERCENT EXPENDED IN
FIRST THREE MONTHS
(Divide line 2 by line 1 .)
First three months expenditures need only be provided for the years in which you requested an advance. If you do not
have this information, call your consultant and they will assist you.
MAXIMUM ADVANCE ALLOWED CALULATION :
X $ _
Cell D3 DEM Award MAXIMUM
(Do not include any match) ADVANCE
Page 39 of 48
REQUEST FOR WAIVER OF CALCULATED MAXIMUM
[ I Recipient has no previous DEM/DCA contract history. Complete Estimated Expenses chart and
Explanation of Circumstances below.
[ ] Recipient has exceptional circumstances that require an advance greater than the Maximum Advance
calculated above.
Complete estimated expenses chart and Explanation of Circumstances below. Attach additional pages if
needed.
ESTIMATED EXPENSES
BUDGET CATEGORY 20 -20 Anticipated Expenditures for First Three Months of
Contract
ADMINISTRATIVE COSTS
(Include Secondary Administration.)
PROGRAM EXPENSES
TOTAL EXPENSES
Explanation of Circumstances:
Page 40 of 48
Attachment D
Warranties and Representations
Financial Management
Recipient' s financial management system must include the following :
( 1 ) Accurate, current and complete disclosure of the financial results of this project or program
(2) Records that identify the source and use of funds for all activities. These records shall contain
information pertaining to grant awards, authorizations, obligations, unobligated balances, assets,
outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient shall
safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request for Payment. Whenever
appropriate, financial information should be related to performance and unit cost data.
(5) Written procedures to determine whether costs are allowed and reasonable under the provisions of the
applicable OMB cost principles and the terms and conditions of this Agreement.
(6) Cost accounting records that are supported by backup documentation.
Competition
All procurement transactions shall be done in a manner to provide open and free competition. The Recipient shall be
alert to conflicts of interest as well as noncompetitive practices among contractors that may restrict or eliminate
competition or otherwise restrain trade. In order to ensure excellent contractor performance and eliminate unfair
competitive advantage, contractors that develop or draft specifications, requirements, statements of work, and
invitations for bids and/or requests for proposals shall be excluded from competing for such procurements . Awards
shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is most advantageous to
the Recipient, considering the price, quality and other factors . Solicitations shall clearly set forth all requirements
that the bidder or offeror must fulfill in order for the bid or offer to be evaluated by the Recipient. Any and all bids
or offers may be rejected when it is in the Recipient' s interest to do so .
Page 41 of 48
f_
Code of conduct
The Recipient shall maintain written standards of conduct governing the performance of its employees engaged in
the award and administration of contracts. No employee, officer, or agent shall participate in the selection, award, or
administration of a contract supported by public grant funds if a real or apparent conflict of interest would be
involved. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate
family, his or her partner, or an organization which employs or is about to employ any of the parties indicated, has a
financial or other interest in the firm selected for an award. The officers, employees, and agents of the Recipient
shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to
subcontracts. The standards of conduct shall provide for disciplinary actions to be applied for violations of the
standards by officers, employees, or agents of the Recipient.
Business Hours
The Recipient shall have its offices open for business, with the entrance door open to the public, and at least one
employee on site, from
Licensing and Permitting
All subcontractors or employees hired by the Recipient shall have all current licenses and permits required for all of
the particular work for which they are hired by the Recipient.
Page 42 of 48
pAttachment E
..3. AA
V 10
rq
Im
Subcontractor Covered Transactions
( 1 ) The prospective subcontractor of the Recipient, certifies, by
submission of this document, that neither it nor its principals is presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal
department or agency.
(2) Where the Recipient' s subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR :
By:
Signature Recipient ' s Name
Name and Title DEM Contract Number
Street Address
City, State, Zip
Date
Page 43 of 48
Attachment F
Statement of Assurances
The Recipient hereby assures and certifies compliance with all Federal statutes, regulations, policies, guidelines and
requirements, including OMB Circulars No . A-21 , A- 110, A- 122, A- 128 , A-87; E .O . 12372 and Uniform
Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66, Common rule, that govern
the application, acceptance and use of Federal funds for this federally-assisted project. Also the Applicant assures
and certifies that:
1 . It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970 (P.L. 91 -646) which provides for fair and equitable treatment of persons displaced as a
result of Federal and federally-assisted programs.
2 . It will comply with provisions of Federal law which limit certain political activities of employees of a State or
local unit of government whose principal employment is in connection with an activity financed in whole or in part
by Federal grants. (5 USC 1501 , et seq.)
3 . It will comply with the minimum wage and maximum hour' s provisions of the Federal Fair Labor Standards Act.
4 . It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the
appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom
they have family, business, or other ties.
5 . It will give the sponsoring agency or the Comptroller General , through any authorized representative, access to
and the right to examine all records, books, papers, or documents related to the grant.
6 . It will comply with all requirements imposed by the Federal sponsoring agency concerning special requirements
of law, program requirements, and other administrative requirements.
7 . It will insure that the facilities under its ownership, lease or supervision which shall be utilized in the
accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating
Facilities and that it will notify the Federal grantor agency of the receipt of any communication from the Director of
the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration for
listing by the EPA.
8 . It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection
Act of 1973 , Public Law 93 -234, 87 Stat. 975 , approved December 31 , 1976, Section 102(a) requires, on and after
March 2, 1975 , the purchase of flood insurance in communities where such insurance is available as a condition for
the receipt of any Federal financial assistance for construction or acquisition purposes for use in any area that has
been identified by the Secretary of the Department of Housing and Urban Development as an area having special
flood hazards. The phrase "Federal financial assistance" includes any form of loan, grant, guaranty, insurance
payment, rebate, subsidy, disaster assistance loan or grant, or any other form of direct or indirect Federal assistance .
9 . It will assist the Federal grantor agency in its compliance with Section 106 of the National Historic Preservation
Act of 1966 as amended ( 16 USC 470), Executive Order 11593 , and the Archeological and Historical Preservation
Act of 1966 ( 16 USC 569a- I et seq.) by (a) consulting with the State Historic Preservation Officer on the conduct of
Investigations, as necessary, to identify properties listed in or eligible for inclusion in the National Register of
Historic Places that are subject to adverse effects (see 36 CFR Part 800. 8) by the activity, and notifying the Federal
grantor agency of the existence of any such properties and by (b) complying with all requirements established by the
Federal grantor agency to avoid or mitigate adverse effects upon such properties.
Page 44 of 48
10. It will comply, and assure the compliance of all its sub grantees and contractors, with the applicable provisions
of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 , as amended, the Juvenile Justice and
Delinquency Prevention Act, or the Victims of Crime Act, as appropriate ; the provisions of the current edition of
the Office of Justice Programs Financial and Administrative Guide for Grants, M7100. 1 ; and all other applicable
Federal laws, orders, circulars, or regulations.
11 . It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements including Part 18,
Administrative Review Procedure; Part 20, Criminal Justice Information Systems; Part 22, Confidentiality of
Identifiable Research and Statistical Information; Part 23 , Criminal Intelligence Systems Operating Policies; Part 30,
Intergovernmental Review of Department of Justice Programs and Activities ; Part 42, Nondiscrimination/Equal
Employment Opportunity Policies and Procedures; Part 61 , Procedures for Implementing the National
Environmental Policy Act; Part 63 , Floodplain Management and Wetland Protection Procedures; and Federal laws
or regulations applicable to Federal Assistance Programs.
12 . It will comply, and all its contractors will comply, with the non-discrimination requirements of the Omnibus
Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime Act (as
appropriate) ; Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973 , as
amended; Subtitle A, Title 11 of the Americans with Disabilities Act (ADA) ( 1990) ; Title IX of the Education
Amendments of 1972 ; the Age Discrimination Act of 1975 ; Department of Justice Non=Discrimination Regulations,
28 CFR Part 42, Subparts C,D,E, and G; and Department of Justice regulations on disability discrimination, 28 CFR
Part 35 and Part 39 ,
13 . In the event a Federal or State court or Federal or State administrative agency makes a finding of discrimination
after a due process hearing on the Grounds of race, color, religion, national origin, sex, or disability against a
recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice
Programs.
14. It will provide an Equal Employment Opportunity Program if required to maintain one, where the application is
for $500,000 or more.
15 . It will comply with the provisions of the Coastal Barrier Resources Act (P. L. 97-348) dated October 19, 1982
( 16 USC 3501 et seq.) which prohibits the expenditure of most new Federal funds within the units of the Coastal
Barrier Resources System.
16. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug-Free
Workplace Act of 1988 , and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67
Sections 67 .615 and 67 .620
Page 45 of 48
Attachment G
Reimbursement Checklist
Please Note : FDEM reserves the right to update this check list throughout the life of the grant to ensure
compliance with applicable federal and state rules and regulations.
Equipment
❑ 1 . Have all invoices been included?
❑ 2 . Has an AEL # been identified for each purchase?
❑ 3 . If service/warranty expenses are listed, are they only for the performance period
of the grant?
❑ 4 . Has proof of payment been included? (E . g. canceled check, Electronic Funds
Transfer (EFT) confirmation, or P-Card back up documentation which will
include receipt with vendor, copy of credit card statement showing expense
charged, and payment to credit card company for that statement)
❑ 5 . If EHP form needed — has copy of it and approval from State/DHS been included?
Planning
Consultants/Contractors Note: this applies to contractors also billed under Or ani ation
1 . Does the amount billed by consultant add up correctly?
❑ 2 . Has all appropriate documentation to denote hours worked been properly signed?
❑ 3 . Have copies of all planning materials and work product (e . g. meeting documents,
copies of plans) been included? (If a meeting was held by recipient or
contractor/consultant of recipient, an agenda and signup sheet with meeting date
must be included) .
❑ 4 . Has the invoice from consultant/contrator been included?
❑ 5 . Has proof of payment been included? (E . g. canceled check, Electronic Funds
Transfer (EFT) confirmation, or P-Card back up documentation which will
include receipt with vendor, copy of credit card statement showing expense
charged, and payment to credit card Company for that statement) .
❑ 6 . Has Attachment E (found within Agreement with FDEM) been completed for this
consultant and included in the reimbursement package?
Salary Positions (Note: this applies to positions billed under M&A and Organization as well)
❑ 1 . Have the following been provided: signed time sheet by employee and supervisor
and proof that employee was paid for time worked (statement of earnings, copy of
payroll check or payroll register) ? Has a time period summary sheet been
included for total claimed amount?
❑ 2 . Does the back-up documentation provided match the time period for which
reimbursement is being requested?
Training
Page 46 of 48
F
❑ 1 . Is the course DHS approved? Is there a course or catalog number? If not, has
FDEM approved the non-DHS training? Is supporting documentation included
your reimbursement request?
❑ 2 . Have sign-in sheets , rosters and agenda been provided?
❑ 3 . If billing for overtime and/or backfill , has a spreadsheet been provided that lists
attendee names, department, # of hours spent at training, hourly rate and total
amount paid to each attendee? Have print outs from entity' s financial system
been provided as proof attendees were paid? For backfill , has a clear
delineation/cross reference been provided showing who was backfilling who?
❑ 4 . Have the names on the sign-in sheets been cross-referenced with the names of the
individuals for whom training reimbursement costs are being sought?
❑ 5 . Has any expenditures occurred in support of the training (e . g. , printing costs , costs
related to administering the training, planning, scheduling, facilities , materials and
supplies, reproduction of materials, and equipment)? If so , receipts and proof of
payment must be submitted. (E . g. canceled check, Electronic Funds Transfer
(EFT) confirmation, or P-Card back up documentation which will include receipt
with vendor, copy of credit card statement showing expense charged, and
payment to credit card Company for that statement) .
Exercise
❑ 1 . Has documentation been provided on the purpose/objectives of the exercise?
Such as, SITMAN/EXPLAN.
❑ 2 . If exercise has been conducted - has after-action report been included? Have sign-
in sheets, agenda, rosters been provided?
❑ 3 . If billing for overtime and backfill, has a spreadsheet been provided that lists
attendee names , department, # of hours spent at exercise, hourly rate and total
paid to each attendee? Have print outs from entity' s financial system been
provided to prove attendees were paid? For backfill, has a clear delineation/cross
reference been provided showing who was backfilling who?
❑ 4 . Have the names on the sign-in sheets been cross-referenced with the names of the
individuals for whom exercise reimbursement costs are being sought?
❑ 5 . Has any expenditures occurred on supplies (e . g. , copying paper, gloves , tape, etc)
in support of the exercise? If so, receipts and proof of payment must be
submitted. (E. g. canceled check, Electronic Funds Transfer (EFT) confirmation,
or P-Card back up documentation to include receipt with vendor, copy of credit
card statement showing expense charged, and payment to credit card Company
for that statement) .
❑ 6 . Has any expenditures occurred on rental of space/locations for exercises planning
and conduct, exercise signs , badges, etc . ? If so , receipts and proof of payment
Page 47 of 48
must be submitted. (E . g. canceled check, Electronic Funds Transfer (EFT)
confirmation, or P-Card back up documentation to include receipt with vendor,
copy of credit card statement showing expense charged, and payment to credit
card Company for that statement) .
Travel/Conterences
❑ 1 . Have all receipts been turned in such as . airplane receipts, proof of mileage , toll
receipts, hotel receipts, car rental receipts, registration fee receipts and parking
receipts? Are these receipts itemized? Do the dates of the receipts match the
date(s) of travel/conference? Does the hotel receipt have a zero balance? If
applicable, have a travel authorization and travel reimbursement form been
included to account for per diem, mileage and other travel expenses which have
been reimbursed to the traveler by sub grantee?
❑ 2 . If travel is a conference has the conference agenda been included?
❑ 3 . Has proof of payment to traveler been included? (E. g. canceled check, Electronic
Funds Transfer (EFT) confirmation, or copy of payroll check if reimbursed
through payroll) .
Organization
❑ 1 . If billing for overtime and backfill , has a spreadsheet been provided that lists
attendee names , department, # of hours spent at EOC , hourly rate and total paid to
each attendee? Have print outs from entity' s financial system been provided to
prove attendees were paid? For backfill , has a clear delineation/cross reference
been provided showing who was backfilling who ?
Matching Funds
❑ 1 . Contributions are from Non Federal funding sources .
❑ 2 . Contributions are from cash or in-kind contributions which may include training
investments .
❑ 3 . Contributions are not from salary, overtime or other operational costs unrelated to
training.
For All Reimbursements - The Final Check
❑ I . Have Forms 3 , 4a, 4b and 4c been completed and included with each request for
reimbursement?
❑ 2 . Have the costs incurred been charged to the appropriate POETE category?
❑ 3 . Does the total on Form 3 match the totals on Forms 4a, 4b and 40
❑ 4 . Has Form 3 been signed by the Grant Manager?
❑ 5 . Has the reimbursement package been entered into sub grantee ' s
records/spreadsheet?
❑ 6 . Have the quantity and unit cost been notated on Form 4b?
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