HomeMy WebLinkAbout2025-074A TRUE COPY
CERTIFICATION ON LAST PAGE
RYAN L. BUTLER, CLERK
911 Grant Programs
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
A TRUE COPY
CERTIFICATION ON LAST PAGE
L. BUTLER, CLERK
1. Purpose............................................................................................................................3
2. Eligibility...........................................................................................................................3
3. Definitions.........................................................................................................................3
4. 911 Grant Programs Calendar..........................................................................................5
5. General Conditions...........................................................................................................6
6. Guidelines for 911 Grant Expenses..................................................................................9
7. Approval and Award.......................................................................................................10
8. Financial and Administrative Requirements....................................................................10
9. Grant Reporting Procedures...........................................................................................12
10. Change Requests...........................................................................................................13
Application................................................................................................................................15
Appendix II: Florida 911 Regional Map.....................................................................................22
Addendum I: Funding Priorities.................................................................................................23
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
2
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CERTIFICATION ON LAST PAGE
RYAN L. BUTLER, CLERK
1. Purpose
Each county, group of counties or region applying for E911 State Grant, to be further
known as 911 State Grant, to assist counties with the replacement or upgrade of 911
Systems; for counties to develop and maintain statewide 911 routing using Emergency
Services Internet Protocol (IP) networks (ESlnet), Geographic Information Systems
(GIS) and services, and Management Information Systems (MIS); and develop and
maintain Next Generation 911 (NG911) systems and services.
The State 911 Grant Programs distributes funds collected pursuant to section
365.172-173, Florida Statutes.
2. Eligibility
Any county in the State of Florida is eligible to apply for these grant programs.
3. Definitions
3.1. Alternate Contract Source (ACS) — A competitively procured contract led by a
federal, state, or local government. The ACS contract is cost-effective, contains
language contemplating its use for cooperative purchasing, and the best interest
of the county to use for purchases, provided the county's purchase is not over
expansive in size and scope.
3.2. E911 System: The Public Safety Answering Point equipment, in accordance with
the State E911 Plan, including 911 call routing, processing, mapping, and call
answering communications equipment.
3.3. Enhanced 911 (E911): An enhanced 911 system or enhanced 911 service that
is an emergency telephone system or service that provides a subscriber with 911
service and also directs 911 calls to appropriate public safety answering points
by selective routing based on the geographical location from which the call
originated, or as otherwise provided in the state plan under section 365.171,
Florida Statutes, and that provides for automatic number identification and
automatic location -identification features
3.4. GIS Maintenance: Ongoing GIS maintenance of a county's GIS data that
consists of road centerline, site/structure address points, primary PSAP
boundaries, MSAG and ALI maintenance services and address assignment
services.
3.5. Government Accounting Standards Board (GASB): The independent
organization that establishes and improves standards of accounting and financial
reporting for U.S. state and local governments.
3.6. Grantee: The county, group of counties, or region awarded a grant.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
3
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RYAN L. BUTLER, CLERK
3.7. Hosted Services: Technology services using the vendor's servers for a fee.
3.8. Maintenance Contract: a business agreement between a contractor and
customer covering the maintenance of equipment over a specified period..
3.9. Memorandum of Understanding: A signed agreement between a group of
counties outlined in a formal document. It signals the willingness of the parties to
move forward together. The MOU can be seen as the starting point, as it defines
the scope and purpose.
3.10. Next Generation 911 (NG911): The designation for an advanced 911
emergency communications system or service that provides a communications
service subscriber with 911 service. NG911 also directs 911 emergency requests
for assistance to appropriate public safety answering points based on the
geographical location from which the call/signal originated, or as otherwise
provided in the State E911 Plan and that provides for automatic number.
3.11. Next Generation 911 Core Services (NGCS): The base set of services needed
to process a 911 call/signal on an ESlnet. Includes the Emergency Service
Routing Proxy (ESRP), Emergency Call Routing Function (ECRF), Location
Validation Function (LVF), Border Control Function (BCF), Bridge, Policy Store,
Logging services, and typical IP services such as Domain Name System (DNS)
and Dynamic Host Configuration Protocol (DHCP). The term NG911 Core
Services encompasses the services but does not include the network on which
they operate.
3.12. NG911 Equipment: Hardware equipment and peripherals needed to implement
and maintain NG911 services.
3.13. Public Safety Answering Point (PSAP): The public safety agency that receives
incoming 911 requests for assistance and dispatches appropriate public safety
agencies to respond to the requests in accordance with the State E911 plan.
3.14. Region: Refers to counties grouped by the Florida 911 Regional Map.
3.15. Regional Next Generation 911 project: A project in support of the NG911
interoperability with at least two-thirds of the counties in a region with the
intention of achieving a NG911 statewide call routing capability in accordance
with Section 365.177, F.S.
3.16. Service contract: A written contract to perform, over a fixed period or for a specific
duration, duties relating to informal and technical services.
3.17. Warranty Contract: A written guarantee given to the purchaser of a new item by
the manufacturer or dealer, usually specifying that the manufacturer will make
any repairs or replace defective parts free of charge for a stated period.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
2
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RYAN L. BUTLER, CLERIC
4. 911 Grant Programs Calendar
The E911 Board will accept applications as noticed in the Florida Administrative
Register.
Action
Eligible entity submits
Submission date(s) as
application
published in the Florida
installation period -Two Year
Administrative Register
E911 Board members evaluate
Within two months of the
applications
submission date
E911 Board votes on
a region participate, maximum
applications to fund at regularly
Within three months of the
scheduled meeting
submission date
E911 Board sends notification
original grant expiration date
letter of awards approved or
Within four months of the
denied for funding to the
submission date
counties
Performance Period
County, group of counties or
Two years from receipt of
regional implementation/
award notification
installation period -Two Year
Award
Regional NG911 Project — Five
If at least 2/3 of the counties in
Year Award
a region participate, maximum
of five years
County grant conversion to a
Up to three years from the
regional project (5 -yr grant)
original grant expiration date
Initial database synchronization
Two years from receipt of
(such as ALI, MSAG, and
award notification
Centerline)
Approved only with Regional
Database maintenance (such I
Projects
as ALI, MSAG, Centerline....)
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
5
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CERTIFICATION ON LAST PAGE
RYAN L. BUTLER, CLERK
5. General Conditions
Applications must be delivered to the following address.-
State
ddress:
State of Florida E911 Board
ATTN: E911 Board Administrative Staff
4030 Esplanade Way, Suite 135
Tallahassee, FL 32399-0950
Or electronically to E911 Board Electron icGrantReports(o)dms.fl. gov
Electronic receipt of the grant application and all attachments is preferred.
5.1. The applicant shall provide Application Form items 1 through 14 and the
applicable procurement documents. The grant application package must be
postmarked or delivered on or before the submission date specified in the E911
Board notification of an E911 Grant Programs published in the Florida
Administrative Register. Failure to timely provide these documents will result in
a rejection of the grant application.
5.2. Pursuant to sections 365.172(6), 365.172(10), and 365.173(2) Florida Statutes,
grant funds must only be used for the following items/services: to upgrade or
replace 911 systems; to develop and maintain statewide or regional 911 routing;
geographic information and management information systems (GIS and MIS); to
develop and maintain Next -Generation 911 (NG911) services and equipment, and
remotely provided hosted 911 answering point call -taking equipment and network
services directly attributable to establishing and provisioning E911 or NG911
services. Warranty costs shall be calculated to account for only the first-year
warranty.
5.3. GIS grant funding will be limited once the county, group or region has achieved
the minimum 98% accuracy rate as identified in the NENA GIS Data Model.
Additional funding limitations for annual GIS database maintenance will be
limited as stated in Addendum 1.
5.4. Although a Next Generation 911 Regional Project can -be awarded for up to five
years, the cost shall be accounted for on a yearly basis.
5.5. The Board recommends for any Next Generation 911 (NG911) grant projects,
counties must certify in writing that the proposed systems are interoperable with
existing or proposed bordering counties', regions', and/or adjacent state NG911
systems. Certification must also affirm compliance with current NENA NG911
standards or NG911 certification programs established by federal programs. all
vendors for next generation 911 projects vendors certify in writing that their
systems are interoperable with bordering counties, regions, and adjacent state
lines, if applicable, consistent with current NEMA NG911 standards.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
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Ia`r`AN L. BUTLER, CLERK
5.6. Only the percentage of service and equipment directly attributable to provisioning
of 911 services is eligible.
5.7. All maintenance requests, within a single priority, for eligible services and
equipment shall be combined into a single application, including the breakdown
of line -item costs. See funding limitations in sections 6.2.1
5.8. All grant applications shall be accompanied by at least one complete quote for
equipment or services.
5.8.1. Grant applications totaling $35,000.00 or more must be accompanied
by at least two written substantiated quotes from different vendors.
Complete quote submittals shall include a detailed scope of work, all
pages included in the vendor proposal, breakdown of all costs, including
equipment, service tasks, and deliverables. Any county that has made
a good faith effort to obtain at least two quotes in accordance with the
competitive procurement process in 287.057(1), Florida Statutes, and
has not been able to obtain the quotes can request E911 Board review
based on substantiated proof of posting of the request with
documentation of the limited responses subject to the following
exceptions.-
a)
xceptions:
a) When purchasing from a DMS State Term Contract or DMS
authorized Alternate Contract Source, the county shall follow the
DMS State Purchasing ordering instructions and their county
procurement rules and policies. Counties shall provide vendor
contract number with the grant application. Should the DMS State
Purchasing ordering instructions and their county procurement rules
and policies conflict, the county procurement rules and policies shall
prevail.
b) When purchasing from an Alternate Contract Source that has not
been approved by DMS State Purchasing, the county shall follow
their county procurement rules and policies, with provision of a letter
from the county's purchasing department.
c) Services or commodities provided by governmental entities do not
require more than one quote.
d) The county, group of counties, or region can initiate a request for
approval to procure from a single -source vendor. These will be
considered on a case-by-case basis. Justification for single -source
procurement shall be provided with the application, which shall
include a costs analysis that reviews the allowability, necessity and
reasonableness of all cost elements. The single -source procurement
will be considered if provided in accordance with chapter 287, Florida
Statutes. A letter from the applicable county's purchasing
department(s) that the project is a single -source procurement based
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
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RYAN L. BUTLER, CLERK
on section 287.057(3)(c), Florida Statutes, shall be provided with this
grant application.
5.9. Applicants requesting items from different funding priorities should complete a
separate Budget Report (Rule 60FF1-5.0035(1), F.A.C) for each priority. See
Addendum 2 - Funding Priorities for the 911 Grant Programs, for a listing of
funding priorities. Items from the same funding priorities should be combined in
the same Budget Report and shall comply with General Conditions, item 5.9.
5.10. An individual county application must include:
5.10.1. A detailed description of line item and cost. This would include the
item, model, or version. Additional information requests shall be made
for more clarification, as needed.
5.10.2. If possible, software service/maintenance dates.
5.10.3. Budget Report.
5.10.4. Most current Form 6A in Rule 60FF1-5.006(2), F.A.0 The form can be
submitted during the annual collection of county fiscal data for the
annual report or with the grant application.
5.11. Should a region or a group of counties apply for a grant, the following additional
information needs to be provided:
5.11.1. A summary of the costs for the entire region or group of counties
detailing the following:
a) Total amount of funds being requested.
b) The scope of work (SOW) that clearly establishes the tasks and
deliverables being performed for the successful completion of the
project. All deliverables must be directly related to the SOW and
include information on how the region will be interoperable.
c) Single source documentation if applicable.
d) All individual county application(s), see requirements in 5.11.
5.12. A memorandum of understanding (MOU) or an inter -local agreement from all
counties involved must be completed within 3 months of E911 Board award.
5.13. Funding application requests must include a scope of work that establishes the
tasks and deliverables to be performed. The applications shall include all tasks
that are required for the successful completion of the project. The project shall
be divided into quantifiable units of deliverables that shall be received and
accepted in writing by the county, group of counties, or region before payment.
Each deliverable must be directly related to the scope of work and must specify
the required minimum level of service to be performed and the criteria for
evaluating the successful completion of each deliverable.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
E:?
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R7AN L_ BUTLER, CLERK
5.14. Funding application requests must include all necessary costs required for full
implementation of the proposed solution including that of any third party. Should
the county, group of counties or region grant application request or grant award
be less than the projected cost of the equipment or service, the county, group of
counties or region should provide verification of the ability to fund the difference.
Pricing submitted cannot be contingent upon "yet to be" determined fees for
products and services by the proposer or any other third party required for
implementation.
5.15. The county shall provide information on the county's preceding year E911 fee
revenue amount and the preceding year's carryforward amount. Use Form 6A in
Rule 60FF1-5.006(2), F.A.C. for this purpose. The form can be submitted
during the annual collection of county fiscal data for the annual report or with the
grant application.
5.16. A state grant award may be limited by the carry forward balance.
5.17. Detailed information is required for any grant application requesting funding for
systems that require immediate system replacement for provisioning of
enhanced 911 in the county, group of counties, or region. Include detailed
justification and explanation for any 911 system with an expected remaining life
of less than one year.
5.18. Funding application requests contingent upon "beta testing" or products and
services not in general production and installation will not be funded.
6. Guidelines for 911 Grant Expenses
6.1. The following expenses will not be funded through grant award:
6.1.1. Salaries and associated expenses for 911 coordinators, call takers, or
other 911 personnel
6.1.2. Wreline database costs
6.1.3. Vehicle expenses
6.2. Funding limitations are specified on the following items:
6.2.1. Hosted 911 answering point call -taking equipment and network
services, recurring network and circuit costs, equipment maintenance
and warranty costs will not be funded for more than the first-year
implementation period.
6.2.1.1 Service contracts for Next Generation 911 Regional Projects nay
can be approved for up to 5 years on a case-by-case basis. Ongoing
cybersecurity maintenance may be approved on an annual basis.
6.2.2. Grant funding shall be limited (per grant cycle) to eligible expenditures
for one PSAP per county, either one primary or one secondary PSAP.
Counties with only one PSAP with no other primary or secondary
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
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RYAN L. BUTLER, CLERK
PSAPs, may be eligible for grant funding for one backup PSAP. Geo -
diverse systems may be considered one PSAP for the purpose of grant
funding.
6.2.3. Except for NGCS, selective router equipment costs are limited to a
primary PSAP system.
6.2.4. Training cost funding is limited to the new system and equipment
training.
6.2.5. The allowable grant funding for travel expenses is limited to the
authorized amounts established in Section 112.061, Florida Statutes,
and the Department of Financial Services Guidelines for State
Expenditures.
7. Approval and Award
7.1. The E911 Board will review each application for compliance with the
requirements of terms and conditions.
7.2. DMS grant_agreements shall be signed by an authorized signatory authority for
the county after the grant is approved.
7.3. Grant awards will be withheld for any county, group of counties, or region that
has a grant with a past -due quarterly report or past -due final documentation and
closeout of previous E911 Board grant awards. Grant awards are eligible to be
withheld if the county, group of counties, or region is not in compliance with Board
reporting requirements.
7.4. Applications will be awarded based upon the priorities set by the E911 Board as
listed in Addendum I - Funding Priorities for the 911 Grant Programs.
7.5. The E911 Board will adjust the amount awarded to a county, group of counties,
or region based upon the availability of funds, the reasonableness of the cost of
requested items, published quotes, increased effectiveness of grant funds,
minimum system requirements for performing the needed E911 function as
specified in section 365.173(2)(g)1.,2., and 3., Florida Statutes, E911 State Plan,
or documented factors provided in the grant application submission. NG911
network systems should include a comparative presentation of network
alternatives, including applicable LEC, CLEC, County, group of counties or
region, and State alternatives. All stepped pricing should be thoroughly
explained, including the corresponding benefits for the county, group of counties
or region, and the E911 Board.
8. Financial and Administrative Requirements
8.1. Grant funds are provided on a cost -reimbursement basis.
8.2. Each grantee shall submit reimbursement claims to the E911 Board as needed;
however, each county is limited to only a single claim request per grant, per
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
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RYAN L. BUTLER, CLERK
month. Receipt of reimbursement funds from the E911 Board is contingent on
the timely and accurate submittal of funding requests. Requests for
reimbursement of expenditures must be submitted on the approved Financial
Reimbursement of Expenditures Form in Rule 60FF1-5.0035(4), F.A.C.
Incomplete claim forms or claims not submitted on the correct form cannot be
processed and will be returned for corrections. Submit only for the amounts in
each budget category in which you have incurred expenditures. Incomplete
reimbursement requests will be returned after 14 days if no updates are received
from the county.
8.3. Upon written request and with documentation justifying the need, a progress
disbursement shall_be considered with a completed Financial Reimbursement of
Expenditures Form in Rule 60FF1-5.0035(4), F.A.C., itemized purchase order,
and vendor itemized invoice. All items must comply with the Florida Department
of Financial Services (DFS) Reference Guide for State Expenditures. Within 45
days of receipt of funding, the grantee shall submit verification of vendor
payment. Abuse of this policy will lead to denial of future payment.
8.4. Reimbursement claims shall include only expenditures related to the specific
grant and include purchase orders, itemized invoices, and proof of successful
payment to the vendor. The reimbursement request must match the scope of
work and budget proposed in the grant applications to include the quote provided
with the application. Grants that include costs defined by a set number of work
hours dedicated to a project must include additional documents as requested by
DMS staff. All items must comply with the DFS Reference Guide for State
Expenditures.
8.5. To assure prompt processing, complete reimbursement claims should be
e-mailed to: E911Board Electron icGrantReportstr')idms.fl.gov
8.6. Grant funds can only be expended between the beginning and end dates of the
grant term, unless the E911 Board authorizes an extension. Request for
reimbursements may be submitted up to 120 days after the end of the grant term.
8.7. It is the county responsibility to maintain the property, equipment, or services in
accordance with the scope of work. If a sale or transfer of such property or
equipment occurs within five years after a grant ends, funds must be returned to
the E911 Board on a pro -rata basis. If the equipment costs over $5,000, a county,
group of counties, or region must maintain it on an inventory for five years unless
the item becomes obsolete.
8.8. If a grantee terminates a contract for prepaid services, the unused portion must
be returned to the E911 Board on a pro -rata basis.
8.9. The grantee agrees that any improvement, expansion, or other effect brought
about in whole or part by grant funds will be maintained until the system or
equipment becomes obsolete (on average five years).
Application and instructions for 911 Grant Programs, revised May 2023
W Foran 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
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RYAN L. BUTLER, CLERK
8.10. If a grantee materially fails to comply with any term of an award, the Board shall
take one or more of the following actions, as appropriate in the circumstances:
• Withhold grant payments pending grantee correction of the deficiency.
• Disapprove all or part of the cost of the activity or action not in compliance.
• Suspend or terminate the current award for the grantee's project.
• Suspend or deny future grant awards.
8.11. The Board will provide the grantee an opportunity for a hearing, appeal, or other
administrative proceeding to which the grantee is entitled under Florida Statutes.
8.12. When a grantee wants to terminate a grant award or portion thereof, the grantee
shall provide written notification to the E911 Board, detailing the reasons for such
termination, the effective date, and the release of allocated funds. The Board will
then consider the request.
8.13. Proof of payment and deliverables, met in accordance with the DFS Reference
Guide for State Expenditures, shall be provided by the grantee. When the
information is unclear, additional documentation to confirm the information
provided will be requested by Board staff.
9. Grant Reporting Procedures
9.1. Grantees will be required to submit.-
9.1.1.
ubmit:
9.1.1. Quarterly Status Report in Rule 60FF1-5.0035(2), F.A.C.
9.1.2. Reporting will begin at the conclusion of the first full quarter after the
award. The report periods will end on March 31, June 30, September
30, and December 31 of each year. Reports are due within 30 days of
the ending report period.
9.1.3. The Quarterly Status Report shall inform the E911 Board of significant
impacts on grant -supported activities and provide a summary of
completed tasks/deliverables. Significant impacts include project status
developments affecting time schedules and objectives, anticipated
lower costs, or producing beneficial results in addition to those originally
planned. Additionally, problems, delays, or adverse conditions that will
materially impair the ability to meet the timely completion of the award
must be reported. The disclosure must include a statement of the action
taken or contemplated and any assistance needed to resolve the
situation.
9.2. Final Reporting:
9.2.1. Upon receipt of final reimbursement from DFS, a final Quarterly Status
Report, in Rule 60FF1-5.0035(2), F.A.C, shall be submitted based on
the same reporting requirements described in grant reporting item 9.1.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
12
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RYAN L. BUTLER, CLERK
9.2.2. Final reporting shall be submitted within 90 days of project completion.
The "Final Report" box on the Quarterly Status Report, shall be marked
and include your project completion date. Grants that were for
equipment installation should include date of final acceptance and start
of warranty period. Service grants should include the date service was
started.
9.2.3. Final document submission and closeout of a grant does not affect the
E911 Board's right to disallow costs and recover funds based on an
audit or financial review. The county shall remain obligated to return any
funds expended that do not comply with the terms and conditions of the
grant award.
9.2.4. The counties must provide DMS with a copy of the Comprehensive
Annual Financial Report (CAFR), consistent with section 218.32 Florida
Statutes, no later than August 1.
9.3. All reports, associated information, and final reporting documents should be e-
mailed to:
E911 Boa rdElectroniicGrantReports(ZDdms.fl.gov
10. Change Requests
10.1. Change requests shall be submitted prior to deviation from any awarded grant
application. No changes or departures from the original request are authorized
unless approved in writing by the E911 Board. Such requests shall be
submitted using the Change Request Form in Rule 60FF1-5.0035(3), FA.C.
10.2. Prior to a county signing a contract with a different vendor from the original
vendor stated in the grant application, the county, group of counties, or region
must request a grant change on the Change Request Form in Rule 60FF1-
5.0035(3), F.A.C, and include an itemized quote and a copy of the new
contract.
10.3. Time extension requests will not be granted unless the county has executed a
contract for the grant equipment and services or demonstrates good cause for
failure to execute a contract within one year of the award. Good cause
documentation shall include a new project timeline schedule.
10.4. Time extensions shall be limited to a maximum of one additional year if
approved by the E911 Board.
10.5. Conversion from a two-year grant to a five-year grant will add three
additional years from the grant's original expiration date.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
13
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RYAN L. BUTLER, CLERK
10.6. Change requests must be submitted 10 business days prior to a Board
meeting to be reviewed. Late submissions will be reviewed at the next month's
E911 Board meeting.
10.7. The Change Request Form and associated information should be e-mailed to
E911 BoardElectronicGrantReports@dms.fl.gov.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
14
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`:-:"T'I I IC<ATION ON LAST PAGE
L. BUTLER, CLERK
Application
County INDIAN RIVER
Total Amount Requested: $757,298.40
Project Title: Indian River County NGCS w/ESiNet
1. Chair, Board of County Commissioners: Chairman Joseph E. Fletcher
Mailing Address: 1801 27th Street
City: Vero Beach
State: Florida Zip: 32960 -
Phone: ( 772 ) 226-2493 Fax:
Email Address: Jflescher0indianriver.gov
2. County, 911 Coordinator: Karen Rackard
Mailing Address: 4225 431d Avenue
3
4.
City: Vero Beach
State: Florida Zip: 32967 -
Phone: ( 772 ) 226-3943 Fax:
Email Address: Krackard@indianriver.gov
Federal Tax ID Number: 59-6000674
County information
Number of PSAPs
4
Number of Call -taking Positions per PSAP
IRCSO 7, Vero Beach PD 3, Seb. PD 3
EOC 8
PSAP(s) in which grant funding will apply.
ALL
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1 -5.003 911 Grant Programs
15
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RYAN L. BUTLER, CLERK
5. Financial Information
a. What are the current annual costs for your €911 system (g q_, circuits, customer
records, hardware and software, etc.) not including maintenance?
$705,082.98
b. What are the current annual costs for maintenance of items included in 5a?
$233,398.50
C. Total amount of 911 fee revenue received in the preceding year. This does not
include any special disbursement, Rural County supplements or training
disbursements.
$895,217.59
d. Total amount of county carry -forward funding retained in the preceding fiscal year.
$190,134.61
e. Total -amount of county carry forward funding your county currently has accrued.?
$190,134.61
f. Two-year maximum calculated amount for applied carry forward funding. (2 times the
amount calculated on your Form 6A, item 9, in rule 60FF1-5.006)
$537,130.56
g. Subtract the amount in 5f from the amount in 5e.
$-346,995.95
h. If the amount in 5g is greater than zero, insert that number in the Budget Report as
"cant' forward funds applied." 0.00
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
16
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L. BUTLER, CLERK
6. Describe your county's existing 911 system. Include specific information on
existing system equipment upgrades and when the installation of this
equipment was completed. Please include the PSAP(s) that the grant will be
implemented at to include the type of PSAP(s), primary system, and number of
position seats. Please state if this is a part of a group or regional project and
how you will be interoperable.
Indian River County operates a Type 4 Enhanced 911 System that is Wireless Phase
ii compliant. There are four PSAPs in Indian River County operating Solacom CPE
with GeoComm Dispatch Map. The Solacom is a geo-diverse system with Side A in
the EOC and Side B in the Sheriff's Office. The Solacom system was installed in
2018, and Dispatch Map was installed in 2022.
The Indian River County Sheriff's Office has a Primary PSAP in Vero Beach which
direct dispatches law enforcement calls throughout the unincorporated area. This
PSAP also directs dispatches fire rescue calls throughout the county including the
Cities of Vero Beach and Sebastian. However, the cities of Sebastian and Vero
Beach each have a primary PSAP for their respective Police Departments. The
Indian River County Emergency Operations Center serves as the County Back up.
7. Describe the scope of work for the proposed project including any goal(s) and
objectives. Include the tasks to be performed as part of the project. Provide
scope of work in quantifiable units of deliverables that shall be received and
accepted. For each deliverable specify the required minimum level of service to
be performed and the criteria for evaluating the successful completion of each
deliverable. For any scope of work that includes milestones, please describe in
detail what deliverables are expected to be provided in each milestone.
During "Stage -l", INdigital intercepts the existing local CAMA and ALI trunks at the
PSAP for routing services via ESlnet-based NGCS systems in data centers.
Alternate and default routing 10 -digit telephone numbers are provided to the
existing 911 SSP. The 10 -digit number allows the carrier to deliver 911 calls directly
to INdigital Core Services elements for call delivery via IP during events where the
current carrier cannot send calls to the PSAP using the existing carrier network or
local CAMA trunks. Toward the end of "Stage -1" and the beginning of "Stage -2" of
the project, INdigital will load a copy of the current wireline TN load and ALI-DB into
the INdigital NGALI system for IP -based ALI queries from the PSAP's 911 call
handling system through the ESlnet to the INdigital NGALI platform. This will allow
INdigital to route wireless and VOIP calls based on current location information.
Stage 2 consists of carrier conversion in which carriers will ingress their calls
directly into INdigital data center.
Milestone 1- NRC due at Execution of Agreement: $19,093.94
Milestone 2- Network Services (Connection between INdigital datacenter and ECC Call Handling
System): $3,891.40
Milestone 3- 85% of NGCS (Network migration of VOIP, CLEC & Wireless OSPs to INdigital network
for 9-1-1 call deliver): $10,102.80
Milestone 4- 15% of NGCS (Completion of network migration of legacy wireline OSPs to INdigital
network for 9-1-1 call delivery): $1,782.85
Milestone (Optional Services)- billings begin once cut into service
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
17
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RYAN L. BUTLER, CLERK
The county 911 coordinator will monitor and review the project with the vendor
continually through the project schedule to assure the level of service is provided
and the system is being installed and maintained in operable working conditions.
8. Justification of the need for the proposed project. Provide detailed information
on the existing systems/components that need replacement. Document the
condition with details to justify any system with an expected lifespan of less
than one year. Each component on the system, (e g. memory, hardware, size of
drives), updates of software and/or replacement versions needed, standalone
equipments and additional upgrades jinclude UPSZ must be listed in the
requests.
NG911 requires both an ESlnet and Next Generation Core Services (NGCS). ESlnet
is a critical element, and the networking backbone, upon which Indian River County
can build services toward a Next Generation 911 system. Adding Next -Gen Core
Services (NGCS) which include emergency voice and text call routing, location
information database services, network integration, and disaster recovery.
9. Describe why your county, group of counties or region will not be able to
complete this project without this grant funding.
A comparison of legacy 911 cost and NG 911 costs indicates at least a 35% increase
in costs. Additionally, the .40 monthly fee in Florida is one of the lowest in the
country. Grant funds are needed to implement and sustain these Next Gen projects.
Multiple Next Gen projects in the region and state are already earmarked, taking a
direct toll on 9-1-1 budgets. The Florida regional grant rule and application process
is crucial for each participating county to compete the transition to Next Generation
911.
10. Describe the required steps with an anticipated time schedule which includes
procurement and payment milestones and a total project completion date.
Upon notification of grant award to Indian River County we will begin the project as
contracted with the appropriate vendor. Contingent on no procurement issues, the
anticipated schedule is: Project completion from contract signature to18 months.
Milestone 1- NRC due at Execution of Agreement: $19,093.94
Milestone 2- Network Services (Connection between INdigital datacenter and ECC Call Handling
System): $3,891.40
Milestone 3- 85% of NGCS (Network migration of VOIP, CLEC & Wireless OSPs to INdigital network
for 9-1-1 call deliver): $10,102.80
Milestone 4 15% of NGCS (Completion of network migration of legacy wireline OSPs to INdigital
network for 9-1-1 call delivery): $1,782.85
Milestone (Optional Services)- billings begin once cut into service
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
18
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CE` T!FICATION ON LAST PAGE
",�! DUTLER, CLERK
11. If applicable, sole source justification must meet the state procurement
guidelines and chapter 287.057 (3)1, F.S.
N/A
12. If applicable, please include your previous service dates for any maintenance
or support services.
N/A
13. Please submit the Budget Report
See attached
14. Assurances
ACCEPTANCE OF TERMS AND CONDITIONS: The grantee accepts all grant terms and
conditions. Grantee understands that grants are contingent upon the availability of funds.
DISCLAIMER: The grantee certifies that the facts and information contained in this
application and any attached documents are true and correct. If this requirement is
violated, the grantee is subject to revocation of the grant and raturn *of all grant-fuhds-and
interest accrued (if any), pursuant to the E911 Board authority and any'ofher remedy
provided by law.
NOTIFICATION OF AWARDS: The grantee understands-and,accepts that the notice of
award will be advertised on the Florida E911 website.
MAINTENANCE OF IMPROVEMENT AND EXPANSION: The grantee agrees that any
improvement, expansion or other effect brought about in whole or part by grant funds will
be maintained. No substantial changes or departures from the original proposal shall be
permitted unless the E911 Board gives prior written authorization. Any unauthorized
change will necessitate the return of grant funds, and accrued interest (if any) to the E911
Board.
The county certifies that all applicable state procurement rules/procedures have been met.
Failure to use grant funds as represented jeopardizes the grantee's eligibility to be
considered for future funding.
15. Authority
I hereby affirm my authority and responsibility for the use of funds requested.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
19
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CERTIFICATION ON LAST PAGE
RYAN L. BUTLER, CLERK
NOTIFICATION OF AWARDS: The grantee understands and accepts that the notice of award will be advertised on the Florida 911
website.
MAINTENANCE OF IMPROVEMENT AND EXPANSION: The grantee agrees that any improvement,
expansion or other effect brought about in whole or part by grant funds will be maintained.
No substantial changes or departures from the original proposal shall be permitted unless the
Emergency Communications Board gives prior written authorization. Any unauthorized change will necessitate the return of grant
funds,
and accrued interest (if any) to the Board.
The county certifies that all applicable county procurement rules/procedures has been met.
Failure to utilize grant funds as represented may jeopardize eligibility to be considered for future funding.
14. Authority
I hereby affirm my authority and responsibility for the use of-902:�O- furl+eMste����F`•,
April 8, 2025
NATURE CHAT , BOARD O OUNTY COMMISSIOWfRS O MANAGER Date
:ac
Joseph E. Flescher
Printed Name
Chairman
Position
Regional Signatures if Applicable (add additional lines if needed)
Attest: Ryan L. Qutler, Clerk of
Circuit Court and Comptroller
MWEV-1 �W—A
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CERTIFICATION ON LAST PAGE
L. BUTLER, CLERK
911 Grant Program
Appendix I: Authorized Expenditures of E911 Fee. Chapter 365.172. F.S.
NO requests for funding will be acknowledged for any items not specified in Section
365.172, Florida Statutes, Emergency communication number "E911"; paragraph (10)
(shown below).
Section 365.172 (10), Florida Statutes: AUTHORIZED EXPENDITURES OF E911 FEE. —
(a) For purposes of this section, E911 service includes the functions of database
management, call taking, location verification, and call transfer. Department of Health certification,
recertification, and training costs for 911 public safety telecommunications, including dispatching,
are functions of 911 services.
(b) All costs directly attributable to the establishment or provision of E911 service and
contracting for E911 services are eligible for expenditure of moneys derived from imposition of
the fee authorized by subsections (8) and (9). These costs include the acquisition,
implementation, and maintenance of Public Safety Answering Point (PSAP) equipment and E911
service features, as defined in the providers' published schedules or the acquisition, installation,
and maintenance of other E911 equipment, including circuits; call answering equipment; call
transfer equipment; ANI or ALI controllers; ANI or ALI displays; station instruments; E911
telecommunications systems; visual call information and storage devices; recording equipment,
telephone devices and other equipment for the hearing impaired used in the E911 system; PSAP
backup power systems; consoles, automatic call distributors, and interfaces, including hardware
and software, for computer-aided dispatch (CAD) systems; integrated CAD systems for that
portion of the systems used for E911 call taking; GIS system and software equipment and
information displays -,-network clocks; salary and associated expenses for E911 call takers for that
portion of their time spent taking and transferring E911 calls, salary, and associated expenses for
a county, group of counties or region to employ a full-time equivalent E911 coordinator position
and a full-time equivalent mapping or geographical data position, and technical system
maintenance, database, and administration personnel for the portion of their time spent
administrating the E911 system; emergency medical, fire, and law enforcement prearrival
instruction software; charts and training costs;_training costs for PSAP call takers, supervisors,
and managers in the proper methods and techniques used in taking and transferring E911 calls,
costs to train and educate PSAP employees regarding E911 service or E911 equipment, including
fees collected by the Department of Health for the certification and recertification of 911 public
safety Telecommunicator's as required under s. 401.465; and expenses required to develop and
maintain all information, including ALI and ANI databases and other information source
repositories, necessary to properly inform call takers as to location address, type of emergency,
and other information directly relevant to the E911 call -taking and transferring function. Moneys
derived from the fee may also be used for next -generation E911 network services, next -
generation E911 database services, next -generation E911 equipment, and wireless E911 routing
system(c) The moneys should not be used to pay for any item not listed in this subsection,
including, but not limited to, any capital or operational costs for emergency responses. Even any
which occur after the call transfer to the responding public safety entity and the costs for
constructing, leasing, maintaining, or renovating buildings, except for those building modifications
necessary to maintain the security and environmental integrity of the PSAP and E911 equipment
rooms.
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
21
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RYAN L. BUTLER, CLERK
911 Grant Program
Appendix II: Florida 911 Regional Map
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
22
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':"i: ATION ON LAST PAGE
±JTLER, CLERK
€911 Grant Program
Addendum 2 : Funding Priorities
The criteria for determining acceptability for disbursement of funds from the state of
Florida 911 Grant Programs will be made on a PRIORITY basis. Regional 911 system
project requests related to systems and equipment will be considered the highest priority
within each priority category. If you do not see your specific 911 project listed, you are
still eligible to receive funding and can apply.
1.0 Prepaid and Wireless Funding Priorities
PRIORITY 1: Primary and Secondary PSAP systems that require immediate
system replacement to provision enhanced 911 status or when the expected
remaining life of the system is less than one year.
PRIORITY 2: Development and maintenance of 911 routing statewide,
geographic, and management information systems.
A) Statewide routing system
B) Regional, as an incremental step towards systems statewide
1. GIS Repository
2. NGCS
3. Map Display and Services
4. Management information systems and services
C) GIS Services required for the delivery of a call
1. GIS Data support -assisting counties in meeting the 98%
VENA GIS Data minimum standards
2. Creation of the required layers of the NEMA GIS Data model'
3. GIS Maintenance Tools- this includes software or software as
a service
D) Management Information System and services
E) Cybersecurity
1. Cybersecurity assessments
2. Cybersecurity hardware and software
3. Ongoing cybersecurity maintenance
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
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RYAN L. BUTLER, CLLR<K
PRIORITY 3: Implement and maintain next generation 911 services and
equipment.
PRIORITY 4: Mapping system and services necessary for provisioning
Geographic Information Systems (GIS). This includes the following, listed in
order of funding priority:
A) Map System Equipment - map generation hardware and software
licensing are limited to components for two stations.
B) GIS Centerline point generation and map accuracy systems
C) Synchronization of GIS data and databases that support location
repositories to meet a minimum 98% data accuracy for Geospatial call routing.
D) Map display and services
PRIORITY 5: Develop and maintain Next Generation 911 services and equipment.
A) Next Generation 911 Equipment and Emergency Services IP based
network
B) Next Generation Core Services
PRIORITY 6: Systems that require new or replacement of critical or necessary
hardware or software. This includes the following back-up PSAP's system
equipment, listed in order of funding priority A -H:
A) Hardware and software for communications or terminal equipment
located at a PSAP for 911 call processing, ANI and ALI display, and call
answering.
B) Map Display Equipment
C) Logging Equipment
D) Lightning Protection Equipment
E) Uninterruptible Power Supply system and or Generator Equipment
F) County, group of counties or region Standalone ALI Database Equipment
G) 911 Call Taker Position Equipment
H) Net clock
PRIORITY 7: GIS sub -addressing projects
PRIORITY 8: Aerial Photography, Overhead (Nadir) / Imaging
PRIORITY 9: Infrastructure cabling and building entrance buildout cost.
PRIORITY 10: 911 Call taker workstation console/furniture (the portion related to
911 operation)
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
24
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RYAN L. BUTLER, CLERK
Provide the following layers: Road Centerlines, Site/Structure Address Points, PSAP Boundary,
Emergency Service Boundary (This MUST include Law, Fire, and Emergency Service (EMS) as separate
layers) and the Provisioning Boundary
Application and instructions for 911 Grant Programs, revised May 2023
W Form 3A, incorporated by reference in Fla. Admin. Code R. 60FF1-5.003 911 Grant Programs
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RYAN L. BUTLER, CLERK
SERVICES
We serve those who serve Florida
STATE -FUNDED AGREEMENT
X07:7
PSAP UPGRADE PROJECT
DMS -P1-24-07-17
BETWEEN
THE STATE OF FLORIDA
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CERTIFICATION ON LAST PAGE
►RYAM L. BUTLER, CLERK
4050 Esplanade Way
Tallahassee, FL 32399-0950
850-488-2786
DEPARTMENT OF MANAGEMENT SERVICES
AND
INDIAN RIVER COUNTY
Ron DeSantis, Governor
Pedro Allende, Secretary
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CERTIFICATION ON LAST PAGE
RYAN L. BUTLER, CLERK
STATE -FUNDED AGREEMENT
This State -Funded Agreement (Agreement) is between the Florida Department of
Management Services (Department), 4030 Esplanade Way, Tallahassee, Florida, 32399 and
Indian River County (Recipient), 4225 43rd Avenue, Vero Beach, FL 32967.
The Department and Recipient agree as follows:
(1) AUTHORITY
A. The Department has been appropriated general revenue funds for the State fiscal year
2024-2025, specifically appropriation line item #2971, the nonrecurring sum of
$12,000,000 from the Emergency Communications Trust Fund, Chapter 2024-231,
Laws of Florida, to fund Public Safety Answering Point (PSAP) Upgrades. The
Department has the authority, in accordance with section 282.702 Florida Statutes
(F.S.), to enter into this Agreement and to disburse the appropriated funds to the
Recipient under the terms and conditions set forth below.
B. In accordance with section 215.971, F.S., the Department has the authority to monitor
the portion of the State of Florida appropriated funds for the PSAP upgrades.
(2) LAWS, RULES, REGULATIONS, AND POLICIES
A. This Agreement is executed and entered into in the State of Florida and will be
performed, construed, and enforced in accordance with the laws, rules, and
regulations of the State of Florida. Each party will perform its obligations in accordance
with the terms and conditions of this Agreement.
B. The parties shall be governed by all applicable State and Federal laws, rules, and
regulations, including but not limited to those identified in Attachment B — Program
Statutes and Regulations. Any express reference in this Agreement to a statute, rule,
or regulation in no way implies that no other statute, rule, or regulation applies.
(3) CONTACT
A. In accordance with section 215.971(2), F.S., the Department's Grant Manager is
responsible for enforcing the performance of this Agreement's terms and conditions
and will serve as the Department's liaison with the Recipient. As part of the duties, the
Grant Manager for the Department will:
i. Monitor and document Recipient performance of the terms of this Agreement;
ii. Review and document all deliverables for which the Recipient requests payment;
and,
iii. Reconcile and verify all funds received against all funds expended during the
agreement period and produce a final reconciliation report which identifies any
funds paid in excess of the expenditures incurred by the Recipient.
B. Grant Managers
i. The name and address of the Department's Grant Manager responsible for the
administration of this Agreement is:
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Sarah Mashburn
Grant Manager
4030 Esplanade Way
Tallahassee, Florida 32399
(850) 414-2723
Sarah.Mashburn@dms.fl.gov
ii. The name and address of the Recipient's Agreement Manager responsible for the
administration of this Agreement is:
Karen Rackard
911 Coordinator
4225 43rd Avenue, Vero Beach, FL 32967
(772) 226-3943
KRackard@indianriver.gov
C. The Recipient's Agreement Manager is responsible for monitoring the performance of
this Agreement's terms and conditions and will serve as the Recipient's liaison with
the Department. As part of the duties, the Agreement Manager for the Recipient shall
provide the Department with all reports in accordance with Section 15, Reports, of this
Agreement, as well as any other required reports or documents under this Agreement.
D. In the event that different Managers or addresses are designated by either party after
execution of this Agreement, a notice of the name, title, and address of the new
Manager will be provided to the other party in writing. Such changes do not require a
formal written amendment to the Agreement.
(4) TERMS AND CONDITIONS
This Agreement consists of this State -Funded Agreement and all incorporated
attachments and exhibits, which set forth the entire understanding of the parties and
supersede all prior agreements and understanding related to the subject matter thereof.
(5) EXECUTION
This Agreement may be executed in any number of counterparts, each of which, when
executed and delivered, shall constitute a duplicate original, but all counterparts together
shall constitute a single agreement.
(6) MODIFICATION
Either party may request a modification of provisions of this Agreement via a formal
amendment, which shall be valid only when in writing, signed by each of the parties, and
attached to the original version of this Agreement.
(7) SCOPE OF WORK
The Recipient shall perform the work in accordance with Attachment A, Scope of Work
and Budget, of this Agreement.
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RYAN L. BUTLER, CLERK
(8) PERIOD OF AGREEMENT
A. In accordance with section 215.971(1)(d), F.S., the Recipient may expend funds
authorized by this Agreement only for allowable costs from obligations incurred during
the Agreement period. This Agreement shall begin upon execution by both parties or
April 1, 2025, whichever is later and shall end on June 30, 2025, unless:
The Department requests and receives from the Florida Legislature an extension
for one (1) year to reflect changes to the funding source; or
The Agreement is terminated earlier in accordance with Section 20, Termination,
of this Agreement.
B. The Department does not guarantee an extension or renewal of this Agreement or
funding beyond the term of this Agreement and shall not, absent legislative approval
of funding, be obligated to extend this Agreement beyond June 30, 2025. This
Agreement may be renewed on a yearly basis, contingent upon a specific
appropriation by the Legislature. Renewals must be in writing, subject to the same
terms and conditions as set forth in the initial contract, made by mutual agreement,
and will be contingent upon satisfactory fiscal and programmatic performance
evaluations as determined by the Department, and subject to the availability of funds.
(9) FUNDING
A. Funding for this Agreement consists of the awarded state resources set forth in the
below -listed Exhibit 1, Audit Requirements.
B. The method of payment for this Agreement is cost reimbursement or rural payment
pursuant to section 215.971(1)(h), F.S. and subject to the availability of funds.
C. In accordance with Legislative Appropriation line item #2971, Chapter 2024-231, Laws
of Florida, funds shall only be used to reimburse Recipient expenditures or pay for
allowable costs incurred by a Rural Recipient for Recipient's implementation of the
PSAP Upgrade.
D. The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature.
E. The Department will reimburse or provide rural payment to the Recipient only for
allowable costs incurred during the Agreement period by the Recipient for the
successful completion of each deliverable. The maximum reimbursement amount for
the entirety of this Agreement is $208,418.54.
F. The Department will review any request for reimbursement or rural payment by
comparing the documentation provided by the Recipient's Agreement Manager
against a performance measure, outlined in Attachment A, that clearly delineates:
The required minimum acceptable level of service to be performed; and,
The criteria for evaluating the successful completion of each deliverable.
G. For the purposes of this Agreement, the Department shall consider payments made
by Recipient to be improper under the following circumstances:
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L. BUTLER, CLLiRK
i. Any payment that should not have been made or that was made in an incorrect
amount (including overpayments and underpayments) under statutory,
contractual, administrative, or other legally applicable requirements.
ii. Any payment to an ineligible party, any payment for an ineligible good or service,
any duplicate payment, any payment for a good or service not received (except
for such payments where authorized by law), any payment that does not account
for credit for applicable discounts, and any payment where insufficient or lack of
documentation prevents a reviewer from discerning whether a payment was
proper.
iii. Any payment for Management Consulting or Feasibility Studies.
(10) REQUEST FOR REIMBURSEMENT
A. Subject to the funding limitations of this Agreement, the Department shall reimburse
the Recipient only for allowable costs resulting from incurred obligations pursuant to
section 216.301, F.S., in furtherance of the successful completion of deliverables
outlined in Attachment A and further defined in the Recipient's PSAP Upgrade
contract. The Recipient may submit more than one (1) request for reimbursement
under this deliverable. However, no reimbursement shall duplicate any previous
reimbursement.
B. Recipient will submit a request for reimbursement (See Attachment D, Request for
Reimbursement of Funds), by email to the Grant Manager, not to exceed once per
month.
C. All bills for fees or other compensation for services or expenses shall be submitted
in detail sufficient for a proper pre -audit and post -audit thereof and shall be
accompanied by all supporting documentation required for reimbursement including,
but not limited to, copies of purchase orders and paid vouchers, invoices, copies of
check processing, and journal transfers. Reimbursement claims shall include only
expenditures claimed against the awarded funding amount. Requests for
reimbursement for Recipient Deliverable 2 of Attachment A, must also contain copies
of Recipient's documented inspection of activities or project milestones performed
under Recipient Deliverable 3 to verify the components meet or exceed Recipient's
Contract for the PSAP Upgrade procured under Recipient Deliverable 1.
D. The Department shall not process requests for reimbursement for payments made
by Recipient that are deemed as improper payments as set forth in Section 9,
Funding, of this Agreement.
E. Submission of final documents and submission for closeout of the funding does not
affect the Department's right to disallow costs and recover funds based on an audit
or financial review. The final request for reimbursement and supporting
documentation for incurred obligations pursuant to section 216.301, F.S., shall be
submitted to the Department no later than August 15, 2025.
F. The Department is not liable for approval of reimbursement by the Department of
Financial Services (DFS), and Recipient is responsible for ensuring purchases and
invoices are in conformance with DFS requirements. Recipient agrees to comply
with the State of Florida Reference Guide for State Expenditures, available at:
https://www.myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/state-
agencies/reference-guide-for-state-expenditures.pdf.
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RYAN L. BUTLER, CLERK
G. Any travel expense bills are not permissible or allowable under this Agreement.
(11) RURAL COMMUNITY OR RURAL AREA OF OPPORTUNITY REQUEST FOR
PAYMENT
A. Pursuant to section 215.971(1)(h), F.S., if the Recipient is a Rural Community or
Rural Area of Opportunity as those terms are defined in section 288.0656(2). F.S.,
("Rural Recipient"), a Rural Recipient may request that the Department provide for
the payment of invoices for verifiable and eligible performance that has been
completed in accordance with the terms and conditions set forth in this Agreement
("rural payment"). Prior to, or in conjunction with, such a rural payment request, a
Rural Recipient shall submit documentation to the Department sufficiently
demonstrating the financial hardship of the Rural Recipient.
B. A Rural Recipient shall submit its request to elect to receive rural payment, including
any financial hardship documentation, in writing to the Department's Grant Manager
specified in the Agreement. Following demonstration of financial hardship and the
initial request to elect to receive rural payment, subsequent requests for payment
and all necessary documentation, including the Attachment I, Request for Payment
to Rural Communities or Rural Areas of Opportunity, for incurred and appropriate
costs shall be submitted in writing to the Department's Grant Manager.
C. The Rural Recipient is responsible for ensuring all documentation related to Rural
Recipient's Project is readily available to the Department upon request and is in
conformance with the DFS requirements. Rural Recipient will submit requests for
rural payment, including Attachment I, Request for Payment to Rural Community
Communities or Rural Areas of Opportunity, on a monthly basis to the Department's
Grant Manager. All bills for fees or expenses shall be submitted in detail sufficient
for a proper pre -audit and post -audit thereof and shall be accompanied by all
supporting documentation required for payment including, but not limited to, copies
of purchase orders, invoices, and any other expenditure justifications, along with any
copies of Recipient's documented inspection of activities performed under Recipient
Deliverable 3 to verify the components meet or exceed Recipient's PSAP Upgrade
contract procured under Recipient Deliverable 1.
D. The Department shall not process requests for rural payments made by Recipient
that are deemed as improper payments as set forth in Section 9, Funding, of this
Agreement.
E. Submission of final documents and submission for closeout of the funding does not
affect the Department's right to disallow costs and recover funds based on an audit
or financial review. The final request for rural payment and supporting documentation
for incurred obligations pursuant to section 216.301, F.S. shall be submitted to the
Department no later than August 15, 2025.
F. Funds provided to a Rural Recipient via rural payment shall only be used for
allowable costs incurred by a Rural Recipient pursuant to section 216.301, F.S., in
the successful completion of each deliverable outlined in Attachment A and defined
in the PSAP Upgrade contract. Funds provided shall not exceed the amount
specified in Section 9, Funding, and Exhibit 1, Audit Requirements, of this
Agreement.
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F. Funds provided to a Rural Recipient via rural payment shall only be used for
expenditures directly related to Recipient's PSAP Upgrade contract as specified in
the Agreement.
G. The Recipient shall provide additional reports and information identified in
Attachment I, Request for Payment to Rural Community or Rural Area of
Opportunity, as requested by the Department's Grant Manager.
(12) RECORDS
A. Pursuant to section 20.055(5), F.S., the Recipient and its subcontractors (if any)
understand and shall comply with their duty to cooperate with the Department's
Inspector General in any investigation, audit, inspection, review, or hearing.
B. As required by section 215.97, F.S., and Florida Administrative Code Rule 691-5.006,
the Department, the Chief Inspector General for the State of Florida, the Florida
Auditor General, or any of their authorized representatives, shall enjoy the right of
access to any documents, financial statements, papers, or other records of the
Recipient which are pertinent to this Agreement, in order to make audits,
examinations, excerpts, and transcripts. The right of access also includes timely and
reasonable access to the Recipient's personnel for the purpose of interview and
discussion related to such documents.
C. The Recipient shall maintain any books, records, or documents for the Recipient and
for all subcontractors to be paid from funds provided under this Agreement, in
accordance with generally accepted accounting procedures and practices which
sufficiently and properly reflect all expenditures of funds provided by the Department
under this Agreement, in a form sufficient to determine compliance with the
requirements and objectives of this Agreement, and all other applicable laws and
regulations.
D. The Recipient will retain sufficient records demonstrating its compliance with the
terms of this Agreement for the longer of, a period of at least five (5) years from the
date the audit report is issued, or the period required by the General Records
Schedules maintained by the Florida Department of State, available at:
https://dos.mAorida.com/library-archives/records-management/general-records-
schedules/. The Recipient shall allow the Department, or its designee, DFS, or
Auditor General access to such reports upon request and shall ensure that audit
working papers are made available upon request by the Department or its designee,
Chief Financial Officer, or Auditor General, for a period of three (3) years from the
date the audit report is issued unless extended in writing by the Department.
E. In accordance with section 216.1366, F.S., the Department is authorized to inspect
the: (a) financial records, papers, and documents of the Recipient that are directly
related to the performance of this Agreement or the expenditure of state funds; and
(b) programmatic records, papers, and documents of the Recipient which the
Department determines are necessary to monitor the performance of the Contract
or to ensure that the terms of this Agreement are being met. The Recipient shall
provide such records, papers, and documents requested by the Department within
10 Business Days after the request is made.
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(13) PUBLIC RECORDS
A. The Recipient is required to comply with the State of Florida's Public Records Law,
which provides a right of access to the records of the state and local governments.
The Recipient shall:
i. Keep and maintain public records required to perform the services
contemplated in this Agreement;
ii. Upon request from the Department's custodian of public records, provide the
Department with a copy of the requested records or allow the records to be
inspected or copied within a reasonable time at a cost that does not exceed the
cost provided in Chapter 119, F.S., or as otherwise provided by law;
iii. Ensure that public records that are exempt or confidential and exempt from
public records disclosure are not disclosed except as authorized by law for the
duration of the contract term and following the completion of the Contract if the
Recipient does not transfer the records to the public agency;
iv. Upon completion of the Contract, transfer, at no cost, to the Department all
public records in possession of the Recipient or keep and maintain public
records required by the Department to perform the service. If the Recipient
transfers all public records to the public agency upon completion of the
Agreement, the Recipient shall destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements.
If the Recipient keeps and maintains public records upon completion of the
Agreement, the Recipient shall meet all applicable requirements for retaining
public records. All records stored electronically must be provided to the
Department, upon request from the Department's custodian of public records,
in a format that is compatible with the information technology systems of the
Department; and
V. IF THE RECIPIENT HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, F.S., TO THE
RECIPIENT's DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS AGREEMENT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS AT THE TELEPHONE
NUMBER, EMAIL ADDRESS AND MAILING ADDRESS
PROVIDED IN SECTION 3, CONTACT, OF THE
AGREEMENT.
B. The Department 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, F.S., which the Recipient created
or received under this Agreement.
(14) AUDITS
A. In the event the Recipient expends $750,000.00 or more in-state financial
assistance during its fiscal year, the Recipient must have a State single or project -
specific audit conducted in accordance with section 215.97(2)(a), F.S.; applicable
DFS rules; and Chapter 10.550, Rules of the Auditor General.
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B. In connection with the audit requirements, the Recipient shall ensure that the audit
complies with the requirements of section 215.97, F.S. This includes submission of
a financial reporting package as defined by section 215.97, F.S., and Chapter
10.550, Rules of the Auditor General.
The Recipient shall send copies of reporting packages required under this
paragraph directly to each of the following:
The Department of Management Services
Office of the Inspector General
4050 Esplanade Way
Tallahassee, Florida 32399-0950
The Auditor General
Room 401, Claude Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
C. If Recipient expends less than $750,000.00 in state financial assistance in its fiscal
year (for fiscal years ending September 30, 2004, or thereafter), an audit conducted
in accordance with the provisions of section 215.97(2)(a), F.S., is not required. In
the event that Recipient expends less than $750,000.00 in state financial assistance
in its fiscal year and elects to have an audit conducted in accordance with the
provisions of section 215.97(2)(a), F.S., the cost of the audit must be paid from the
nonstate entity's resources (i.e., the cost of such an audit must be paid from the
Recipient's resources obtained from other than State entities).
D. This section does not limit the authority of the state awarding agency to conduct or
arrange for the conduct of additional audits or evaluations of state financial
assistance or limit the authority of any State awarding agency inspector general,
the Auditor General, or any other state official.
E. If an 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 Department of all funds not spent in accordance with these
applicable regulations and Agreement provisions within thirty (30) days after the
Department has notified the Recipient of such non-compliance.
F. The Recipient shall have all audits completed by an independent auditor, which is
defined in section 215.97(2)(1), F.S., as "an independent certified public accountant
licensed under chapter 473" and conducted in accordance with section 215.97,
F.S.; applicable rules of the Department of Financial Services; and Chapter 10.550,
Rules of the Auditor General. The independent auditor shall state that the audit
complied with the applicable provisions noted above.
G. Upon completion of the audit, a copy of the audit report and financial reporting
package must be received by the Department and the Auditor General no later than
nine (9) months from the end of the Recipient's fiscal year.
(15) REPORTS
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A. The Recipient shall provide the Department's Grant Manager with quarterly reports
and an administrative closeout report as provided in Attachment E, Quarterly
Report, and Attachment H, Final Administrative Closeout Report. These reports
shall include the current status and progress of the Recipient and its Contractor(s)
and subcontractor(s) in completing the work described in Attachment A, the
expenditure of funds under this Agreement, and any other information requested
by the Department.
B. Quarterly reports are due to the Department no later than thirty (30) days after the
end of each quarter of the program year. They shall be sent each quarter after
execution of this Agreement until submission of Attachment H. The ending dates
for each quarter of the program year are March 31, June 30, September 30, and
December 31.
C. The completed Attachment H is due sixty (60) days after the termination of this
Agreement or sixty (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 Department or are not
completed in a manner acceptable by the Department, the Department may
withhold further payments until they are completed or may take other action as
stated in Section 19, Remedies. "Acceptable by the Department" means that the
work product was completed in accordance with the terms in Attachment A.
E. The Recipient shall provide additional program update information identified in
Attachment E, Quarterly Report, or information that may be required by the
Department.
F. The Recipient shall provide additional reports and information identified in
Attachment D, Request for Reimbursement of Funds, as requested by the
Department's Grant Manager.
(16) MONITORING
A. The Recipient shall monitor its performance under this Agreement, as well as that
of its Contractor(s), subcontractor(s), 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 within the
specified time periods, and other performance goals are being achieved. In
addition, the Recipient shall perform a review of each function or activity in
Attachment A of this Agreement and of the activities reported in the quarterly
reports.
B. In addition to reviews of audits, monitoring procedures may include, but shall not
be limited to, on-site visits by Department staff, limited scope audits, and other
procedures. The Recipient agrees to comply and cooperate with any monitoring
procedures and processes deemed appropriate by the Department. In the event
that the Department determines that a limited scope audit of the Recipient is
appropriate, the Recipient agrees to comply with any additional instructions
provided by the Department to the Recipient regarding such audit. The Recipient
further agrees to comply and cooperate with any inspections, reviews,
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investigations, or audits deemed necessary by the Florida Chief Financial Officer
or Auditor General. In addition, the Department will monitor the performance and
financial management of the Recipient throughout the Agreement term.
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(17) LIABILITY
A. The Recipient is solely responsible to parties it deals with in carrying out the terms
of this Agreement and, subject to the limitation of section 768.28, F.S., Recipient
shall hold Department harmless against all claims of whatever nature by third
parties arising from work performed under this Agreement.
B. Recipient, a subdivision as defined in section 768.28, F.S., agrees to be fully
responsible for its negligent or tortious acts or omissions which result in claims or
suits against the Department and agrees to be liable for any damages proximately
caused by the acts or omissions to the extent set forth in section 768.28, F.S..
Nothing in this Agreement is intended to serve as a waiver of sovereign immunity
by any Recipient to which sovereign immunity applies. Nothing in this Agreement
may 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.
(18) DEFAULT
If any of the following events occur ("Events of Default'), all obligations on the part of
the Department to make any further payment of funds shall, if the Department elects,
terminate and the Department has the option to exercise any of its remedies set forth
herein. However, the Department 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 Department is or becomes false or misleading in any
respect.
B. If the Recipient fails to keep or perform any of the obligations, terms, or covenants
in this Agreement with the Department and has not cured them in a timely fashion
or is unable or unwilling to meet its obligations under this Agreement.
C. 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 (30) days from the date written notice is sent by the
Department.
D. If any reports required by this Agreement have not been submitted to the
Department or have been submitted with incorrect, incomplete, or insufficient
information.
E. If the Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
(19) REMEDIES
If an Event of Default occurs, then the Department shall provide a written notice to the
Recipient and may exercise any one or more of the following remedies, either
concurrently or consecutively:
A. Terminate this Agreement pursuant to the terms in Section 20, Termination, of this
Agreement;
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B. Withhold or suspend the payment of all or any part of a request for reimbursement
or rural payment until the Recipient cures the event of default identified in the
written notice;
C. Exercise any corrective or remedial actions, including but not limited to:
i. Request Recipient cure the default;
ii. Request additional information from the Recipient to determine the reasons for
or the extent of non-compliance or lack of performance;
iii. Issue a written warning to advise that more serious measures may be taken if
the situation is not corrected;
iv. Advise the Recipient to suspend, discontinue, or refrain from incurring costs
for any activities in question; or,
v. Require the Recipient to reimburse the Department for the amount of costs
incurred for any items determined to be ineligible.
D. Exercise any other rights or remedies which may be available under law.
Pursuing any of the above remedies will not stop the Department from pursuing any
other remedies in this Agreement or provided at law or in equity. If the Department
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
Department, or affect the later exercise of the same right or remedy by the Department
for any other default by the Recipient.
(20) TERMINATION
A. If the performance of the Contractor is not in compliance with the Agreement
requirements, the Department may:
i. Unilaterally terminate this Agreement for cause after ten (10) days of a written
notice of the termination,
ii. Notify the Contractor of the non-compliance and require correction within a
specified time; otherwise, the Contract will terminate at the end of such time;
or
iii. Take other action deemed appropriate by the Department.
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 Section 3, Contact, herein.
B. The Department may unilaterally terminate this Agreement for Recipient's refusal
to permit public access to any document, paper, letter, or other material subject to
disclosure under Chapter 119, F.S., as amended, unless exempt from section
24(a) of Article I of the State Constitution and section 119.071, F.S., or applicable
State or federal law.
C. The Department may unilaterally terminate this Agreement for convenience by
providing the Recipient with thirty (30) calendar days prior written notice.
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D. 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.
E. In the event that this Agreement is terminated, the Recipient shall not incur new
obligations for the terminated portion of the Agreement after the Recipient has
received the notification of termination.
F. Upon notice of termination, the Recipient will cancel as many outstanding
obligations as possible. Costs incurred after the receipt of the termination notice
are disallowed. The Recipient shall not be relieved of liability to the Department
because of any breach of Agreement by the Recipient. The Department 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 to the Department from the
Recipient, is determined exclusively by the Department
(21) RESULTING THIRD PARTY CONTRACT AND SUBCONTRACTS
A. The Recipient may contract with third parties to perform work in furtherance of
Recipient's PSAP Upgrade contract. The Recipient will be fully responsible for the
satisfactory completion of all work performed under any third -party Contract(s).
B. With the Recipient's approval, the Recipient's Contractor may subcontract work
performed in furtherance of the PSAP Upgrade contract, and the Recipient's
Contractor will be fully responsible for satisfactory completion of all subcontracted
work.
C. The Recipient agrees all Recipient contracts or subcontracts for which the State
Legislature is in any part a funding source shall contain language requiring
Contractor(s) or subcontractor(s) who are paid from funds provided under this
Agreement (i) to be bound by the terms of this Agreement; (ii) be bound by all
applicable State, and federal laws and regulations including, but not limited to,
section 215.971, F.S. and Rule 691-5.006(2), FAC; and (iii) hold the Department
and Recipient harmless against all claims of whatever nature arising out of the
performance of work under this Agreement, to the extent allowed and required by
law.
D. All Recipient contracts or subcontracts for which the State Legislature is in any part
a funding source shall contain language to provide for termination with reasonable
costs to be paid for eligible contract work completed prior to the date the notice of
suspension or termination was received by the Recipient. Any cost incurred after
a notice of suspension or termination is received by the Recipient may not be
funded with funds provided under this Agreement unless previously approved in
writing by the Department. All Recipient contracts and subcontracts shall contain
provisions for termination for cause or convenience and shall provide for the
method of payment in such event.
E. The Recipient shall document in its Quarterly Report, Attachment E, the Contractor
and/or subcontractor's progress in performing its work under this Agreement. For
each Contractor or subcontractor, the Recipient shall provide a written statement
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to the Department as to whether that Contractor or subcontractor is a minority
business enterprise, as defined in section 288.703, F.S.
(22) ATTACHMENTS
A. All attachments and exhibits listed below are incorporated in their entirety into this
Agreement.
B. This Agreement has the following attachments:
Exhibit 1 — Audit Requirements
Attachment A — Scope of Work and Budget
Attachment B — Program Statutes and Regulations
Attachment C — Statement of Assurances
Attachment D — Request for Reimbursement of Funds
Attachment E — Quarterly Report
Attachment F— Warranties and Representations
Attachment G — Certification Regarding Debarment
Attachment H — Final Administrative Closeout Report
Attachment I — Request for Payment to Rural Community or Rural Area of
Opportunity (Rural Payment)
C. In the event of any of these documents conflict, the conflict will be resolved in the
following order of priority (highest to lowest):
Amendments to this Agreement in reverse order.
Attachment A
This Agreement and Attachments B through I, in order.
(23) RETURN OF FUNDS
All refunds or repayments due to the Department under this Agreement are to be made
payable to the order of "Department of Management Services" and mailed directly to
the following address:
Department of Management Services
Financial Management Services
4050 Esplanade Way
Tallahassee, Florida 32399-0950
In accordance with section 215.34(2), F.S., if a check or other draft is returned to the
Department for collection, the Recipient shall pay the Department a service fee of
$15.00 or five percent (5%) of the face amount of the returned check or draft,
whichever is greater.
(24) 911 PROVISIONS
A. Pursuant to s. 365.177, F.S., the Department developed a plan to upgrade all 911
PSAP(s) within the state to allow the transfer of an emergency call from one local,
multijurisdictional, or regional 911 system to another local, multijurisdictional, or
regional 911 system in the state. Such transfer should include voice, text message,
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image, video, caller identification information, location information, and additional
standards-based 911 call information. The plan prioritized the upgrade of PSAP(s)
based on the population served by each PSAP, the capability of a jurisdiction or
region to modernize PSAP(s) beyond legacy 911 infrastructure, and the ability of
a jurisdiction or region to address interoperability between PSAP(s). The plan
identified and addressed the projected costs of implementing these transfer
capabilities.
B. The Legislature has appropriated $12,000,000 to the Department for the
implementation of the services outlined in the plan
(25) 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 Department request,
or in any submission or response to fulfill the requirements of this Agreement. The
inaccuracy of the submissions or any material changes shall, at the option of the
Department and with a thirty (30) day written notice to the Recipient, cause the
termination of this Agreement and the release of the Department from all its
obligations to the Recipient.
B. This Agreement shall be construed under the laws of the State of Florida, and the
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. The Recipient is hereby informed of the provisions of sections 287.133(2)(a),
287.134(2)(a), and 287.137(2)(a), F.S., that identify the impacts to the Recipient's
ability or its affiliates' ability to respond to the competitive solicitations of a public
entity; to be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity; to transact business with a public
entity if it, or its affiliates, are placed on the Convicted Vendor, Discriminatory
Vendor, or Antitrust Violator Vendor Lists of the Department of Management
Services. The Recipient shall promptly notify the Department if it or its suppliers,
subcontractors, or consultants under this Agreement are placed on any such lists.
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 $35,000.00 for a period of
thirty-six (36) months from the date of being placed on the Convicted Vendor List
or on the Discriminatory Vendor List.
D. The Recipient shall send to the Department (by email) the completed Attachment
G, Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary
Exclusion, for each intended contractor or subcontractor that which Recipient plans
to fund under this Agreement. The Attachment G form must be received by the
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Department before the Recipient enters into a contract with any contractor or
subcontractor. Where a contract or purchase order has been executed prior to this
Agreement's effective date, the Recipient shall provide the Department with
documentation demonstrating it obtained the necessary certifications
contemplated in Attachment G from its contractors and subcontractors. Pursuant
to sections 287.135(5) and 287.135(3), F.S., Recipient agrees the Department
may immediately terminate the Agreement for cause if the subcontractor is found
to have submitted a false certification as provided under section 287.135(5), F.S.,
or has been placed on the Scrutinized Companies with Activities in Sudan List or
the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List,
or has been engaged in business operations in Cuba or Syria, or has been placed
on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott
of Israel.
E. The Recipient and its subcontractors have an obligation to utilize the U.S.
Department of Homeland Security's (DHS) E -Verify system for all newly hired
employees in accordance with section 448.095, F.S. By executing this Agreement,
the Recipient certifies that it is registered with, and uses, the E -Verify system for
all newly hired employees in accordance with section 448.095, F.S. The Recipient
must obtain an affidavit from its subcontractors in accordance with paragraph
(5)(b) of section 448.095, F.S., and maintain a copy of such affidavit for the
duration of the Agreement.
This section serves as notice to the Recipient regarding the requirements of
section 448.095, F.S., specifically sub -paragraph (5)(c)1., and the Department's
obligation to terminate the Contract if it has a good faith belief that the Recipient
has knowingly violated section 448.09(1), F.S. If terminated for such reason, the
Recipient will not be eligible for award of a public contract for at least one (1) year
after the date of such termination. The Department will promptly notify the
Recipient and order the immediate termination of the contract between the
Recipient and a subcontractor performing work on its behalf for this Contract
should the Department have a good faith belief that the subcontractor has
knowingly violated section 448.09(1), F.S.
F. Any state funds provided for the purchase of or improvements to real property are
contingent upon the contractor or political subdivision granting to the state a
security interest in the property at least to the amount of state funds provided for
at least 5 years from the date of purchase or the completion of the improvements
or as further required by law.
G. All expenditures of state financial assistance shall be in compliance with the laws,
rules, and regulations applicable to expenditures of State funds, including but not
limited to the Regulations listed in Attachment C, Statement of Assurances.
H. The Agreement may be charged only with allowable costs resulting from
obligations incurred pursuant to section 216.301, F.S., during the term of the
Agreement.
I. Any balances of unobligated cash that have been advanced or paid that are not
authorized to be retained for direct program costs in a subsequent period must be
refunded to the Department.
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J. The Recipient shall remain obligated to return to Department any funds expended
that do not comply with the terms and conditions of this Agreement.
K. The Recipient shall remain obligated to return to Department any funds paid in
excess of the amount to which the Recipient is entitled under the terms and
conditions of this Agreement.
L. Funds refunded to Department from the Recipient for failure to perform as required
under this Agreement may be expended only in direct support of the Indian River
County PSAP Upgrade project.
M. The Recipient is hereby informed of the provisions of Chapters 273 and 274, F.S.,
which identifies recordkeeping and inventory of state-owned tangible personal
property, and such property owned by local governments. For requirements of this
section, nonexpendable property is the same as "property" as defined by sections
273.02 and 274.02(1), F.S. All nonexpendable property purchases under this
Agreement shall be listed on the property records of the Recipient who shall be
primarily responsible for the supervision, control, and disposition of the property in
accordance with applicable law. Following the termination of this Agreement, the
Recipient's use, retention, control, and disposition of this property shall be in
accordance with applicable laws and regulations
(26) LOBBYING PROHIBITION
A. In accordance with sections 11.062 and 216.347, F.S., funds received under this
Agreement are not to be used for the purpose of lobbying or used to directly or
indirectly influence legislation or any other official action by the Florida Legislature,
the judicial branch, or any state agency.
B. The Recipient certifies, by its signature to this Agreement, that it shall comply with
this provision.
C. The Recipient shall ensure in any agreements with subcontractors where a
contractor or subcontractor receives payment under this Agreement, the terms
shall include this lobbying prohibition and shall require such subcontractors to
certify their compliance with this provision.
(27) PROMPT PAYMENT AND VENDOR OMBUDSMAN
Pursuant to section 215.422, F.S., the Department has five (5) working days to inspect
and approve goods and services, unless this Agreement specifies otherwise. If
payment is not available within forty (40) days, measured from the latter of the date a
properly completed invoice is received by the Department, or the goods or services are
received, inspected, and approved, a separate interest penalty as described by section
215.422, F.S., will be due and payable in addition to the invoice amount. A Vendor
Ombudsman has been established within the Department of Financial Services and
may be contacted at 850-413-5516.
(28) LEGAL AUTHORIZATION
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The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance
of this Agreement.
(29) ASSURANCES
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment C and the Warranties and Representations incorporated in Attachment F.
IN WITNESS, THEREOF, the parties hereto have caused this Agreement to be executed by
their undersigned officials, as duly authorized, and attest that they have read the above
contract and agree to the terms contained within it.
tI�IISS�O,-
INDIAN RIVER COUNTY;=�o`��' ^�F
••.� . STATE OF FLORIDA, DEPARTMENT OF
*:MANAGEMENT SERVICES
By: ' By:
i to e -Authorize Cou D .oq' Tom Berger
Rcou�l� Deputy Secretary, Business Operations
Title: Chairman - JosepMiescher Date:
Date:
59-600-0674
Federal Identification Number
APPROV D AS TO FORM
AND LEGAL SUFFICIENM
BY
Attest: Ryan L. Butler, Clerk of
Circuit Court and Comptroller
PHER A. HICKS
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DMS -P1-24-07-17
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EXHIBIT 1 RYAN L. BUTLER, CLERK
AUDIT REQUIREMENTS
The administration of resources awarded by the Department of Management Services (Department)
to the Recipient may be subject to audits and/or monitoring by the Department, as described in this
section.
MONITORING
In addition to reviews of audits conducted in accordance with 2 CFR 200, Subpart F - Audit
Requirements, and section 215.97, Florida Statutes (F.S.), as revised (see AUDITS below), monitoring
procedures may include, but not be limited to, on-site visits by Department staff, limited scope audits
as defined by 2 CFR §200.425, or other procedures. By entering into this agreement, the Recipient
agrees to comply and cooperate with any monitoring procedures or processes deemed appropriate by
the Department. In the event the Department determines that a limited scope audit of the Recipient is
appropriate, the Recipient agrees to comply with any additional instructions provided by Department
staff 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 Chief Financial Officer
(CFO) or Auditor General.
AUDITS
Part I: Federally Funded
This part is applicable if the Recipient is a state or local government or a nonprofit organization as
defined in 2 CFR §200.90, §200.64, and §200.70.
1. A Recipient that expends $1,000,000 or more in federal awards in its fiscal year must
have a single or program -specific audit conducted in accordance with the provisions of 2
CFR 200, Subpart F - Audit Requirements. EXHIBIT A to this form lists the federal resources
awarded through the Department 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 Department. The determination of amounts
of federal awards expended should be in accordance with the guidelines established in 2
CFR §§200.502-503. An audit of the Recipient conducted by the Auditor General in
accordance with the provisions of 2 CFR §200.514 will meet the requirements of this Part.
2. For the audit requirements addressed in Part I, paragraph 1, the Recipient shall fulfill
the requirements relative to auditee responsibilities as provided in 2 CFR §§200.508-512.
3. A Recipient that expends less than $1,000,000 in federal awards in its fiscal year is not
required to have an audit conducted in accordance with the provisions of 2 CFR 200,
Subpart F - Audit Requirements. If the Recipient expends less than $1,000,000 in federal
awards in its fiscal year and elects to have an audit conducted in accordance with the
provisions of 2 CFR 200, Subpart F - Audit Requirements, the cost of the audit must be paid
from non-federal resources (i.e., the cost of such an audit must be paid from Recipient
resources obtained from other than federal entities).
1. Part II: State Funded In the event that the Recipient expends a total amount of state
financial assistance equal to or in excess of $750,000 in any fiscal year of such Recipient
(for fiscal years ending June 30, 2017, and thereafter), the Recipient must have a state
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single or project -specific audit for such fiscal year in accordance with section 215.97, F.S.;
Rule Chapter 691-5, F.A.C., State Financial Assistance; and Chapters 10.550 (local
governmental entities) and 10.650 (nonprofit and for-profit organizations), Rules of the
Auditor General. Exhibit A to this form lists the state financial assistance awarded through
the Department this agreement. In determining the state financial assistance expended in
its fiscal year, the Recipient shall consider all sources of state financial assistance, including
state financial assistance received from the Department, other state agencies, and other
nonstate entities. State financial assistance does not include federal direct or pass-through
awards and resources received by a nonstate entity for federal program matching
requirements.
2. For the audit requirements addressed in Part II, paragraph 1, the Recipient shall ensure
that the audit complies with the requirements of section 215.97(8), F.S. This includes
submission of a financial reporting package as defined by section 215.97(2), F.S., and
Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General.
3. If the Recipient expends less than $750,000 in state financial assistance in its fiscal
year (for fiscal years ending June 30, 2017, and thereafter), an audit conducted in
accordance with the provisions of section 215.97, F.S., is not required. If the Recipient
expends less than $750,000 in state financial assistance in its fiscal year and elects to have
an audit conducted in accordance with the provisions of section 215.97, F.S., the cost of the
audit must be paid from the nonstate entity's resources (i.e., the cost of such an audit must
be paid from the Recipient's resources obtained from other than state entities).
Part III: Other Audit Requirements
N/A
Part IV: Report Submission
1. Copies of reporting packages for audits conducted in accordance with 2 CFR 200,
Subpart F - Audit Requirements, and required by Part I of this form shall be submitted, when
required by 2 CFR §200.512, by or on behalf of the Recipient directly to the Federal Audit
Clearinghouse (FAC) as provided in 2 CFR §200.36 and §200.512.
1. The FAC's website provides a data entry system and required forms for submitting the
single audit reporting package. Updates to the location of the FAC and data entry system
may be found at the OMB website.
2. Copies of financial reporting packages required by Part II of this form shall be submitted
by or on behalf of the Recipient directly to each of the following:
a. The Department at each of the following addresses:
Electronic copies (preferred): 911 Projects@dms.fl.gov
or
Paper copies:
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W.";e d L. BUTLER, CLERK
Bureau of Public Safety
Department of Management Services
4030 Esplanade Way
Suite 135
Tallahassee, Florida 32399
b. The Auditor General's Office at the following address:
Auditor General
Local Government Audits/342
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, Florida 32399-1450
The Auditor General's website (https://flauditor.gov/) provides instructions for filing
an electronic copy of a financial reporting package.
3. Any reports, management letters, or other information required to be submitted to the
Department pursuant to this agreement shall be submitted timely in accordance with 2 CFR
§200.512, section 215.97, F.S., and Chapters 10.550 (local governmental entities) and
10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable.
4. Recipients, when submitting financial reporting packages to the Department for audits
done in accordance with 2 CFR 200, Subpart F - Audit Requirements, or Chapters 10.550
(local governmental entities) and 10.650 (nonprofit and for-profit organizations), Rules of
the Auditor General, should indicate the date that the reporting package was delivered to
the Recipient in correspondence accompanying the reporting package.
Part V: Record Retention
The Recipient shall retain sufficient records demonstrating its compliance with the terms of the
award(s) and this agreement for a period of five (5) years from the date the audit report is issued, and
shall allow the Department, or its designee, the CFO, or Auditor General access to such records upon
request. The Recipient shall ensure that audit working papers are made available to the Department,
or its designee, the CFO, or Auditor General upon request for a period of five (5) years from the date
the audit report is issued, unless extended in writing by the Department.
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EXHIBIT 1-A
Federal Resources Awarded to the Recipient
Pursuant to this Agreement Consist of the Following:
1. Federal Program A:
N/A
2. Federal Program B:
N/A
Compliance Requirements Applicable to the Federal Resources
Awarded Pursuant to this Agreement are as Follows:
1. Federal Program A:
N/A
2. Federal Program B:
N/A
State Resources Awarded to the Recipient Pursuant to this Agreement Consist of the
Following:
Matching Resources for Federal Programs:
1. Federal Program A:
N/A
2. Federal Program B:
N/A
Subject to Section 215.97, F.S.:
1. State Project A: Public Safety Answering Point Upgrades
State Awarding Agency: Florida Department of Management Services
Catalog of State Financial Assistance Title and Number: 72.021
Amount: $208,418.54
2. State Project B:
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N/A
Compliance Requirements Applicable to State Resources Awarded
Pursuant to this Agreement Are as Follows:
The compliance requirements are as stated in Agreement No. DMS -P1-24-07-17 between the
Recipient and the Department, entered in State Fiscal Year 2024-25.
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Attachment A
SCOPE OF WORK AND BUDGET
BACKGROUND:
The State of Florida has appropriated the Department of Management Services (the Department)
a $12 million non-recurring funding allocation to modernize emergency call centers across the state.
These funds come from the Emergency Communications Trust Fund (Laws of Florida, Chapter
2024-231) and will be used exclusively for the upgrade of Public Safety Answering Points (PSAPs)
during the 2024-2025 fiscal year.
The funds will allow for PSAP upgrades to facilitate the transfer of an emergency call from one 911
system to another in the state in accordance with section 365.177, F.S.
2. TERM:
Funding will be available upon execution by both parties or April 1, 2025, whichever is later and will
expire on June 30, 2025. In accordance with Section 215.971(1)(d), Florida Statutes, the Recipient
may expend funds authorized by this Agreement only for allowable costs resulting from obligations
incurred during the period of this Agreement.
3. PURPOSE:
The Department wishes to disburse the appropriated funds to Indian River County for the purpose
of implementing equipment and services for PSAP upgrades, in accordance with the Laws of
Florida, Chapter 2024-231.
4. GENERAL DESCRIPTION OF THE SCOPE OF WORK:
This Agreement covers the procurement and installation of equipment, firewall, Emergency
Services Internet Protocol Network (ESlnet), next generation core services, call handling systems,
and associated non-recurring service costs necessary to upgrade PSAPs to Next Generation 9-1-
1 (NG911) capabilities. Additionally, it includes the implementation of Geographic Information
Systems (GIS) services and repositories necessary to support geospatial call routing. All PSAP
improvements within this scope of work must be consistent with the National Emergency Number
Association's (NENA) NENA i3 Standard for NG911.
5. DELIVERABLES
5.1 RECIPIENT DELIVERABLES: Recipient will perform the following deliverables in the time
and manner specified:
5.1.1 Deliverable 1. Procurement: If not already executed, the Recipient shall execute a
contract or purchase order with a vendor responsible for producing equipment and
services to upgrade the PSAP(s) for Indian River County, no later than June 30,
2025, unless given written permission by the Department in advance.
5.1.1.1 Provide the Department with an unredacted copy of the final procurement
documents and any related addendums. Procurement of commodities and
services shall be done in compliance with all local and State of Florida
procurement rules and laws and shall clearly set forth all vendor
requirements. Commodities and services not procured in accordance with
this requirement shall not be eligible for reimbursement.
5.1.1.2 Provide the Department with an unredacted copy of contract(s) or purchase
order(s) with the Recipient's vendor(s) for the purpose of upgrading the
Indian River County PSAP(s). The Recipient is responsible for ensuring
that its contract, purchase order, or subcontract with the awarded vendor
for work under this Agreement complies with the terms in Section 20,
Termination, of the Agreement. The Recipient is also responsible for
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ensuring the contract or purchase order require the awarded contractor
and/or subcontractor comply with the terms of this Agreement and all
applicable local and State of Florida laws and regulations governing
procurement and receipt of state financial assistance, including, but not
limited to, obtaining all legally required affidavits and certifications from its
vendors. The Recipient shall ensure awarded vendor(s) systems are
interoperable with bordering counties, regions, and adjacent state lines,
and, if applicable, consistent with the NENA i3 Standard for NG911. The
Recipient shall execute an amendment to any contracts and/or purchase
orders where necessary to comply with this provision.
5.1.1.3 Submit to the Department's Grant Manager a signed Attachment G,
Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary
Exclusion, for any contractor or subcontractor performing work and receiving
funding under this Agreement. The form must be received by the Department
prior to executing a contract or purchase order or subcontract for work under
this Agreement. Where a contract or purchase order has been executed prior
to this Agreement's effective date, the Recipient shall provide the
Department with documentation demonstrating it obtained the necessary
certifications contemplated in Attachment G from its contractors and
subcontractors.
5.1.2 Deliverable 2. Improvement: No later than June 30, 2025, unless given written
permission by the Department in advance, the Recipient shall conduct, or cause to
be conducted, PSAP upgrades procured in accordance with Recipient Deliverable
1. All purchases and installations shall be performed by the awarded vendor(s) in
accordance with the contract terms for the Indian River County PSAP Upgrade
Project executed by the Recipient and its awarded vendor(s).
5.1.1.4 Document requests for reimbursement using appropriate reimbursement
attachment form. Ensure all requests for reimbursement for Recipient
Deliverable 2 contain detail sufficient for audit thereof and shall be
accompanied by all supporting documentation required for reimbursement
including, but not limited to, receipt of deliverable or service, copies of
purchase orders and paid vouchers, invoices, copies of check processing,
journal transfers.
5.1.2 Deliverable 3. Inspection: No later than October 31, 2025, the Recipient shall
conduct or cause to be conducted an inspection of the Indian River County PSAP
Upgrade Project performed to verify that the contract deliverables are met or
exceeded in accordance with the contract. If the contract has not been fully
completed by the end of this agreement, only those deliverables completed will be
inspected.
5.1.2.1 Document the inspection and indicate whether the performance has met or
exceeded the PSAP upgrade project component(s) contract deliverables,
including any executed acceptance letters demonstrating completion of
deliverables, and submit to the Department no later than November 14,
2025.
5.1.3 Deliverable 4. Reporting: The Recipient shall report quarterly on the status of the
Indian River County PSAP Upgrade project work procured in accordance with
Recipient Deliverable 1. These reports shall include the current status and progress
of the PSAP Upgrade Project contract deliverables, and the expenditure of funds
under this Agreement. The quarterly reports and Final Administrative Closeout
Report will be submitted in accordance with Section 15 of the Agreement.
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5.1.3.1 Timely submit Attachment E, Quarterly Report within 30 days of the end of
each quarter, and Attachment H, Administrative Close -Out Report, to the
Department's Grant Manager. Attachment H is due no later than sixty (60)
days after the termination of this Agreement or sixty (60) days after
completion of the activities contained in this Agreement, whichever occurs
first.
6. PERFORMANCE MEASURES: Deliverables must be met at the following minimum level of
performance:
6.1 Procurement. Execute a contract or purchase order with a Contractor responsible for
procuring commodities and services to provide Indian River County with the PSAP Upgrade
Project as specified. Execute any necessary amendments to a contract or purchase order
to ensure compliance with the terms of this Agreement.
6.2 Improvement. Conduct, or cause to be conducted, purchase and installation of 6 -compliant
equipment and services for PSAP upgrades.
6.3 Inspection. Conduct or cause to be conducted an inspection of the Indian River County
PSAP Upgrade Project, as specified.
6.4 Reporting. Prepare and submit the Quarterly Report and Administrative Close -Out Report
as specified.
7. FINANCIAL CONSEQUENCES
7.1 If the Recipient fails to comply with any term of this Agreement, then the Department shall
take one or more of the following actions, as appropriate in the circumstances:
7.1.1 Temporarily withhold cash payments pending correction of the deficiency by the
Recipient;
7.1.2 Disallow all or part of the cost of the activity or action not in compliance with this
Agreement;
7.1.3 Wholly or partly suspend or terminate the current award for the Recipient; or,
7.1.4 Take other remedies that may be legally available.
7.2 Additionally, the Department will provide no reimbursement or payment for any
improvement that does not meet or exceed the standards established in the Indian River
County PSAP Upgrade Project contract.
8. DEPARTMENT TASKS
8.1 The Department will review documents to ensure compliance with the terms of this
Agreement in furtherance of monitoring the legislatively appropriated funds. Review of
project documentation shall not be construed as an approval of the Recipient's project
contract terms and conditions.
8.2 The Department will not be responsible or liable for Recipient obtaining i3 -compliant
equipment or services, or performance of any terms in Recipient's Contract with a vendor.
9. METHOD OF PAYMENT:
9.1 The method of payment is cost reimbursement unless otherwise specified as an eligible
Rural Community or Rural Area of Opportunity Payment.
9.2 The Recipient will not receive payment in advance for goods or services described in this
scope of work.
9.3 The Recipient is responsible for the performance of all tasks and deliverables contained in
this scope of work.
10. LINE -ITEM BUDGET
Amount Requested from the State in this $208,418.54
Appropriations Project Request.
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Total $208,418.54
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Attachment B
Program Statutes and Regulations
This is a non -exhaustive list of statutes and regulations. The Recipient shall be aware of and
comply with all State and Federal laws, rules, policies, and regulations relating to its performance
under this Agreement.
Section 215.422, Florida Statutes
Payments, warrants, and invoices; processing time
limits; dispute limitation; agency or judicial branch
compliance
Section 215.97, Florida Statutes
Florida Single Audit Act
Section 215.971, Florida Statutes
Agreements funded with federal and State assistance
Section 216.181(16), Florida Statutes
Approved budgets for operations and fixed capital
outlay.
Section 216.301, Florida Statutes
Appropriations; undisbursed balances.
Section 216.347, Florida Statutes
Disbursement of grant and aids appropriations for
lobbying prohibited
Section 216.3475 Florida Statutes
Maximum rate of payment for services funded under
General Appropriations Act or awarded on a non-
competitive basis
Section 287.056, Florida Statutes
Purchases from purchasing agreement and state term
contract
Section 287.057, Florida Statutes
Procurement of commodities or contractual services
Section 288.005, Florida Statutes
Return on investment is synonymous with Economic
benefits, which means the direct, indirect, and induced
gains in state revenues as a percentage of the State's
investment.
Section 365.177, Florida Statutes
Transfer of 911 calls between systems
Chapter 273, Florida Statutes
State -Owned Tangible Personal Property
Chapter 691-72 Florida Administrative
State -Owned Tangible Personal Property
Code
Chapter 274, Florida Statutes
Tangible Personal Property Owned by Local
Governments
Chapter 691-73, Florida Administrative
Tangible Personal Property Owned by Local
Code
Governments
CFO MEMORANDUM NO. 20
Compliance Requirements for Agreements
CFO MEMORANDUM NO. 01
Contract and Grant Reviews and Related Payment
Processing Requirements
Chapter 691-5, Florida Administrative Code
STATE FINANCIAL ASSISTANCE
htti)s://apps.fldfs.com/fsaa/comi)liance.aspx
Reference Guide for State Expenditures
Reference Guide for State Expenditures
http://www.myfloridacfo.com/aadir/reference -guide/
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Attachment C
STATEMENT OF ASSURANCES
To the extent the following provisions apply to this Agreement, the Recipient certifies that:
a) In receipt of the State funds, Recipient agrees to abide by all applicable local, State of Florida,
and federal regulations and laws.
b) No member, officer, or employee of the Recipient or its designees or agents, no member of
the governing body of the locality in which this program is situated, and no other public official
of the locality or localities who exercises any functions or responsibilities with respect to the
program during their tenure or for one year after, shall have any interest, direct or indirect, in
any contract or subcontract, or the proceeds, for work be performed in connection with the
program assisted under this Agreement. The Recipient shall incorporate in all contracts or
subcontracts a provision prohibiting any interest pursuant to the purpose stated above.
c) Recipient will establish safeguards to prohibit employees from using 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 pursuant to
section 112.313 and section 112.3135, F.S.
d) Recipient will notify the Department promptly of any unusual existing condition which hampers
the Contractor's work.
e) Recipient or its contracted and/or subcontracted vendor will obtain all required permits.
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DMS -P1-24-07-17 Page 1 of 1
Attachment D
Request for Reimbursement of Funds
Prepare an itemized request for reimbursement expenditures in each budget category for each deliverable. Attach copies of purchase
orders and paid vouchers, invoices, copies of checks, journal transfers, and any other expenditure justifications which reflect the
deliverables provided during the reporting period. If there is insufficient space, please include details in an attachment.
Budget Categories
Project
Unit Price ($)
Request
Total Amount
Request
Count
Indian River
Name
PSAP U rade
Number:
Date:
Amount ($)
Budget Categories
Unit Price ($)
Quantity
Total Amount
Current Request
Deliverable Items
($)
Request
Amount ($)
revs nt $
A. Systems (Hardware, Software,
Equipment & Labor)
B. Services (i.e. Training, Maintenance
and Warranty Items)
Reimbursement Request Total
Approximate amount of funding available (Percentage)
Documentation Received
Siqnature of Authorized Official
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Attachment D (Continued)
Request for Reimbursement of Funds
ITEMIZED LIST FOR REIMBURSEMENT REQUESTS
RECIPIENT: Indian River County AGREEMENT #: DMS -P1-24-07-17
Recipient's
Reference No.
(Warrant, Voucher,
Claim check, or
Schedule No.)
Date of delivery of
articles, completion
of work, or
performance
services.
DOCUMENTATION
List documentation (Recipient's purchase order, signed inventory
receipt, and name of the vendor or contractor/subcontractor) by
category and line item in the approved project application and
give a brief description of the articles or services.
Total Eligible
Costs
TOTAL
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Attachment E
Quarterly Report
(1s' Qtr. Jul 1 -Sep 30, 211 Qtr. Oct 1 -Dec 31, 31 Qtr. January 1- March 31, 4m Qtr. April 1- June 30)
County:
Report Number:
Report Date:
Indian River
Project Status Update (include milestones completed, percentage completed, and schedule with
estimated dates for completion. Include the program outcomes achieved, including any positive return on
investments gained by this program):
Problems/Delays (Describe issues or circumstances affecting completion date, milestones, the scope of
work, and/or cost):
COSI Status: ❑ Cost Unchanged ❑ Under Budget ❑ Over Budget
Notes:
Signature of Authorized Official
Date
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Attachment F
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. The 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
this Agreement.
(s) Cost accounting records that are supported by backup documentation.
Competition
Any procurement shall be done in compliance with all local and State procurement rules and laws and
done in a manner to provide open and free competition. The Recipient shall be alert to conflicts of interest
as well as non-competitive practices among contractors that may restrict or eliminate competition or
otherwise restrain trade. In order to ensure excellent contractor performance and eliminate an unfair
competitive advantage, contractors that develop or draft specifications, requirements, statements of
work, invitations for bids, and/or requests for proposals shall be excluded from competing for such
procurements.
Codes 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.
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.
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ATTACHMENT G
Certification Regarding Debarment, Suspension,
Ineligibility
And Voluntary Exclusion
Contractor Covered Transactions
(1) The prospective Contractor or subcontractor of Indian River County
certifies, by submission of this document, that neither it nor its principals
are presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation by the State of
Florida.
(2) In accordance with the requirements of section 287.135(5), F.S., the
vendor certifies that it is not participating in a boycott of Israel and is not
on the State Board of Administration's "Quarterly List of Scrutinized
Companies that Boycott Israel," available at
https://www.sbafla.com/governance/global-governance-mandates/. At
the Department's option, the Contract may be terminated if the
Contractor is placed on the Quarterly List of Scrutinized Companies that
Boycott Israel (referred to in statute as the "Scrutinized Companies that
Boycott Israel List") or becomes engaged in a boycott of Israel.
(3) If the goods or services to be provided are $1 million or more, in
accordance with the requirements of section 287.135, F.S., the vendor
certifies it is not on the Scrutinized Companies with Activities in Sudan
List or the Scrutinized Companies with Activities in the Iran Terrorism
Sectors List (collectively, "Scrutinized List of Prohibited Companies");
does not have business operations in Cuba or Syria; and is not on the
State Board of Administration's "Scrutinized List of Prohibited
Companies" available under the quarterly reports section at
https://www.sbafla.com/reporting/
(4) The Vendor certifies it has completed and provided an affidavit signed
by an officer or a representative of the Vendor under penalty of perjury
attesting that the Vendor does not use coercion for labor or services as
defined in section 787.06, F.S.
CONTRACTOR:
Company Name
Name and Title
Indian River County
Recipient's Name
DMS -P1-24-07-17
Department's Contract Number
DMS -P1-24-07-17 Page 1 of 2
Street Address
City, State, Zip
Signature
Date
A TRUE COPY
CERTIFICATION ON LP.ST PAGE
RYAW L. BUTLER, CLERK
THIS SPACE INTENTIONALLY LEFT BLANK
DMS -P1-24-07-17 Page 2 of 2
A TRUE COPY
CERTIFICATION ON LAST PAGE
RYAN L. BUTLER, CLL:RK
Attachment H
Final Administrative Closeout Report
(Due within sixty (60) days of completion of the activities contained in the Agreement or sixty (60) days after
termination of the Agreement.)
County:
Report Number:
Report Date:
Indian River
Project Status Update (include milestones completed, percentage completed, and schedule with
estimated dates for completion. Include the program outcomes achieved and if the product/service
meets/exceeds/does not meet the requirements/standards/service performance):
Problems/Delays (Describe issues or circumstances that affected completion date, milestones, the scope
of work, and/or any open issues):
Lessons Learned (State the lessons learned in terms of a problem or issue. Describe the problem, and
identify recommended improvements to correct a similar problem in the future):
DMS -P1-24-07-17 Page 1 of 2
A TRUE COPY
CERTBF;CATION ON L/`.ST PAGE
RYAN L. BUTLER, CLLRK
COSI Status: ❑ Cost Unchanged ❑ Under Budget ❑ Over Budget
Notes:
Signature of Authorized Official
Date
DMS -P1-24-07-17 Page 2 of 2
Attachment I
Request for Payment to Rural Community or Rural Area of Opportunity
(Rural Payment)
Prepare an itemized Request for Payment to Rural Community or Rural Area of Opportunity in each budget category for each deliverable.
Attach copies of purchase orders, itemized invoices, and any other expenditure justifications which reflect the deliverables provided
during the reporting period. If there is insufficient space, please include details in an attachment.
Budget Categories
PSAP
Quantity
Total
Previous
Current
Deliverable Items
Project
Upgrade
Request
Request
Request
Recipient:
Indian River
Name:
Project
Number:
Amount $
Date:
A. Systems (Hardware, Software,
Budget Categories
Unit Price ($)
Quantity
Total
Previous
Current
Deliverable Items
Amount ($)
Request
Request
Amount $
Amount $
A. Systems (Hardware, Software,
Equipment & Labor)
B. Services (i.e. Training,
Maintenance and Warranty Items)
Request for Payment to Rural Community or Rural Area
of Opportunity Total
Approximate amount of funding available (Percentage) %
Documentation Received by:
Signature of Authorized Official
Date
DMS -P1-24-07-17 Page 1 of 2
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Attachment I (Continued)
STATE OF FLORIDA
INDIAN RIVER COUNTY
TMISI CERTIFY THAT TMISISATRUE AND CORRECT
COP OF E ORL ON F IN THIS ICE
R -7
BY C.
DATE
Request for Payment to Rural Community or Rural Area of Opportunity
ITEMIZED LIST FOR PAYMENT REQUESTS
RECIPIENT: Indian River County
AGREEMENT #:DMS -P1-24-07-17
Recipient's
Reference No.
(Warrant, Voucher,
Claim check, or
Schedule No.)
Date of delivery of
articles, completion
of work, or
performance
services.
DOCUMENTATION
List documentation (Recipient's purchase order, signed inventory
receipt, and name of the vendor or contractor/subcontractor) by
category and line item in the approved project application and give
a brief description of the articles or services.
Total Eligible
Costs
TOTAL
DMS -P1-24-07-17 Page 2 of 2