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HomeMy WebLinkAbout2026-150A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 w volunteerfiorida Volunteer Florida Community Emergency Response Team Citizens Corps (CERT/CC) Contract 2026-2027 Grantee: Indian River County Department of Emergency Services FY 26-27 Grant Period: July 1, 2026 — May 31, 2027 (Contract Period of Performance) Contract Total: $5,000.00 This contract is hereby made and entered into as of this 07/01/2026 (the "Effective Date"), by and between the Florida Commission on Community Service, otherwise known as, Volunteer Florida, having its principal place of business at 1545 Raymond Diehl Road, Suite 250, Tallahassee, FL 32308, and Indian River County Department of Emergency Services, an entity organized under the laws of the State of Florida with its principal place of business located at 4225 43rd Avenue, Vero Beach, FL 32967, (the "Grantee") (collectively, the "Parties") and referred to herein as the "Contract." Volunteer Florida hereby awards to the Grantee a contract in the amount shown above. In consideration of the contracted services by Volunteer Florida and of the advantages and benefits received by the Grantee by virtue of such relationship, the receipt and adequacy of all of which considerations are hereby acknowledged; NOW THEREFORE, in consideration of the mutual covenants hereinafter set forth herein, the Parties agree as follows: TYPE OF CONTRACT. This is a cost reimbursement contract. Reimbursement for the contracted services will be contingent upon the documented allowable expenditures for the specified contract period that was spent and paid in that period. Volunteer Florida's performance and obligation to pay for services rendered under this contract is contingent upon available funding. PAYMENT OF FUNDS. The Contract must be signed by an official authorized to sign on behalf of the Grantee and returned to Volunteer Florida before execution of the contract. The Grantee should not request reimbursement for or provide any match for any funds spent outside the period of performance of the contract. Contract funds will be disbursed to Grantee (according to approved program budget) upon receipt of evidence of expenditures, receipt of required documentation to support those expenditures, and receipt of deliverables according to the terms and conditions of the contract. III. REIMBURSEMENT. A. A Periodic Expenditure Report (PER) shall be submitted quarterly, due on the 15th of the month following the end of each quarter and shall include the supporting documentation for all costs of the project or services, as well as be in compliance with the deliverables. A TRUE COPY CERTIFICATION IL LBU, CLERK Contract i. A PER Form, along with required supporting documentation (timesheets, payroll documentation, invoices and proof of payments in the form of canceled checks, paid credit card statements, etc.), will be required to be submitted in the Laserfiche Portal and reviewed before a reimbursement will be made to the Grantee. ii. Grantees will be required to attend the PER 101 training at the beginning of the grant year during the contract period. iii. All expenses should be submitted on a PER Form in the quarter in which that expense is paid. If the expense is paid by credit card, the date the credit card statement was paid will determine when that expense can be submitted for reimbursement. B. The final PER shall be submitted no later than thirty (30) days after the expiration date of the contract. This contract currently ends May 31, 2027, so the final PER will be due no later than June 30, 2027. No late submissions will be accepted after this date. If the end date changes, the final due will change but will still be 30 days after the expiration of the contract C. If funds are not available to fund this contract for any reason, all obligations on the part of Volunteer Florida to make any further payment of funds shall terminate, and the Grantee shall submit its closeout report no later than thirty (30) days of receiving notice from Volunteer Florida. IV. MATCH REQUIREMENTS AND CASH OR IN -KIND CONTRIBUTIONS. A. Grantees are required to provide cash or in -kind match dollar -for -dollar for this grant funding as provided in the approved budget. If the Grantee is unable to meet the dollar - for -dollar match, Volunteer Florida reserves the right to hold payments and utilize the Grantee's reimbursement request to meet the required match. B. Match must be stated as actual expenditure(s) on the PER Form as provided in the approved budget and will also require the same supporting documentation as noted for reimbursable expenditures. Grantees shall be required to document the source of any cash and/or in -kind contributions. Volunteer hours (valued at $34.88/hour), that are directly related to Training, Outreach, Deployment or Exercise, may be used to meet match requirements and must be in the approved budget. Documentation noting the volunteer's name, date of service, hours of service, description of service, and an authorized signature will be required to be submitted. All volunteer hours must fall within the grant period to be eligible. C. The required cash or in -kind match expenditure(s) must be unique. No duplication of match will be permitted. D. If grantee has a current grant with Volunteer Florida, the cash or in -kind match must be unique to each individual grant. No duplication of match across grants is permitted. V. AUDITS. A. The Grantee's performance under this Contract is subject to the applicable requirements published in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Title 2 of the United States Code of Federal Regulations (C.F.R.) part 200 hereinafter referred to as the "Uniform Guidance." B. The Grantee shall retain all records pertaining to this Contract, regardless of the form of the record (e.g. paper, film, recording, electronic), including but not limited to financial records, supporting documents, statistical records, and any other documents (hereinafter referred to as "Records") for a period of five (5) State fiscal years after all reporting requirements are satisfied and final payments have been received, or if an audit has been initiated and audit findings through litigation or otherwise have been requested. C. If the Grantee's expenditures of Federal awards during its applicable fiscal year(s) require it to conduct a single audit in accordance with the Uniform Guidance, the Grantee shall ensure that the required single audit is performed timely by an independent auditor. A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 VI. CONTRACT AMENDMENTS. All amendments to the contract must be in writing and must utilize the format provided herein and incorporated by reference. Further, any such amendments must be executed by authorized representatives of Volunteer Florida and the Grantee. VII. ATTACHMENTS. A. All Attachments to this Contract are incorporated as if set out fully. B. In the event of any inconsistencies or conflict between the language of this Contract and the attachments, the language of the attachments shall control, but only to the extent of the conflict or inconsistency. C. This Contract has the following attachments: Attachment A Approved Program Budget Attachment B Allowable Cost and Eligible Activities Attachment C Reports Attachment D Required Reporting Forms Attachment E Contract Amendment Form Attachment F Program Statutes and Regulations Attachment G Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion Attachment H Criminal History Check Status Form Attachment I Budget Revision Request Form VIII. MANDATED CONDITIONS. A. The validity of this Contract is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the Grantee in this Contract, in any later submission or response to a Volunteer Florida request, or in any submission or response to fulfill the requirements of this Contract. All of said information, representations, and materials are incorporated by reference. The inaccuracy of the submissions or any material changes shall, at the option of Volunteer Florida and no later than thirty days written notice to the Grantee, cause the termination of this Contract and the release of Volunteer Florida from all its obligations to the Grantee B. This Contract shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Contract shall be in the Circuit Court of Leon County. If any provision of this Contract 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 Contract. C. Any power of approval or disapproval granted to Volunteer Florida under the terms of this Contract shall survive the term of this Contract. D. Any Grantee which is not a local government or State agency, and which receives funds under this Contract, certifies, to the best of its knowledge and belief, that it and its principals: i. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a Federal department or agency; ii. Have not, within a five-year period preceding this Contract, been convicted of or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; iii. Are not presently indicted or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any offenses enumerated in paragraph 19(g)2. of this certification; and, fftug COPY EE/fli1RATION ON LAST PAGE I �fAN L; BUTLER, CLERK Contract #: 2026-18 iv. Have not within a five-year period preceding this Contract had one or more public transactions (federal, state or local) terminated for cause or default. E. If the Grantee is unable to certify to any of the statements in VIII.D above, then the Grantee shall attach an explanation to this Contract. F. In addition, the Grantee shall send to Volunteer Florida in Blackbaud portal the completed Attachment G titled: "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion" for each intended subcontractor which Grantee plans to fund under this Contract. G. The Grantee shall send to Volunteer Florida in Blackbaud portal the completed Attachment H titled: "Criminal History Check Status Form." Volunteer Florida shall require the Grantee to certify that every volunteer who is a part of an Official Citizen Corps or CERT Program funded through this Contract has successfully passed a level 2 background screening, prior to deployment in an emergency or disaster. i. All deployment paperwork and proof of level 2 background checks cleared must be completed prior to team deployment. Deploying outside of your community is considered self -deployment. Teams who deploy without a WebEOC mission number issued by Volunteer Florida and do not adhere to deployment requirements set by Volunteer Florida and The Florida Division of Emergency Management are subjected to cancellation of contract and future funding opportunities through Volunteer Florida. ii. Grantee must also notify Volunteer Florida in writing of any disaster deployments of staff and resources, and submit situation reports that may include the location(s) and the type(s) of services and resources being provided, and numbers of volunteers involved. H. Volunteer Florida reserves the right to unilaterally cancel this Contract if the Grantee refuses to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Florida Statutes, which the Grantee created or received under this Contract. Volunteer Florida shall be permitted to inspect and monitor the records and facilities of funded projects and award recipients. Such inspections may occur without notice at any reasonable time, which shall be presumed to be normal business hours. I. Volunteer Florida will not intentionally award publicly -funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INA")]. Volunteer Florida shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Grantee of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Contract by Volunteer Florida. J. The Contractor (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. By executing this Contract, the Contractor certifies that it will register with and use the E -Verify system for all newly hired employees. The Contractor must obtain an affidavit from its subcontractors in accordance with paragraph (2)(b) of section 448.095, F.S., and maintain a copy of such affidavit for the duration of the Contract. In order to implement this provision, the Vendor shall provide a copy of its DHS Memorandum of Understanding (MOU) to the Commission within five days of Contract execution of hiring new employees, whichever is later. K. All unmanufactured and manufactured articles, materials and supplies which are acquired for public use under this Contract must have been produced in the United States as required under 41 U.S.C. 10a, unless it would not be in the public interest or unreasonable in cost. A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 IX. LEGAL AUTHORIZATION. L. The Grantee certifies that it has the legal authority to receive the funds under this Contract and that its governing body has authorized the execution and acceptance of this Contract. The Grantee also certifies that the undersigned person has the authority to legally execute and bind Grantee to the terms of this Contract. I certify that I understand and agree that funds will only be expended for those projects outlined in the funding amounts listed in Attachment A. I also certify that I understand and agree to comply with the general and fiscal terms and conditions of this contract; that there has been appropriate coordination with affected agencies; that I am duly authorized to commit to these requirements; and that all agencies involved with this project understand that all funds are limited to the period of performance and date stipulated in the funding contract. I certify that I understand and agree the contract must be executed by September 30, 2026. I understand if the contract is not executed in that time frame, the awarded amount is considered declined and funds returned to Volunteer Florida. IN WITNESS WHEREOF, the executed this Contract. ......................../2'.. 6`e't+tgvp Name: Deryl Loar = Title: Chairman '{ :' ; ��.;,,,:: •off/ APPROVED AS TO FORM Date: September 9, 2026'. AND LEGAL SUFFICIENCY VOLUNTEER FLORIDA By: Name: Erin Siostrom Title: Chief Operating Officer Date: Attest: Ryan L. Butler, Clerk of Circuit Court and Comptroller By: Dep ty lark B CHRI HER A. HICKS ASSISTA T C UNTY ATTORNEY A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 I. POINT OF CONTACT INFORMATION. A. The name, address, and telephone number of the Volunteer Florida CERT Program Manager: Robin Bridges, State of Florida CERT Program Manager 1545 Raymond Diehl Road Suite 250 Tallahassee, FL 32308 (850) 414-7400, ext. 119 Robin(&volunteerflorida.org OR Christy Rojas, Emergency Management Director 1545 Raymond Diehl Road Suite 250 Tallahassee, FL 32308 (850) 414-7400, ext. 106 Christy(a�volunteerflorida.org B. The name, address, and telephone number of the Grantee's Program Contact is: Name: Ryan Lloyd Address: 4225 43rd Ave., Vero Beach, FL 32967 Phone: 772-226-3900 E-mail: rlloyd@indianriver.gov C. The name, address, and telephone number of the Fiscal Contact is: Name: Elise Kriss Address: 1801 27th Street, Bldg. A, Vero Beach, FL 32960 Phone: 772-226-8000 E-mail: ekriss@indianriver.gov All Terms and Conditions Included. This contract and its attachments as referenced below and incorporated herein contain all the terms and conditions agreed upon by the parties. 6 A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 Attachment A PROGRAM BUDGET I. Funding is intended for use by the Grantee to perform eligible activities and programs that are consistent with 2 C.F.R. Part 200, State Rule Chapter 27P-6, Florida Administrative Code and Chapter 252, Florida Statutes. II. Below is your official approved budget which outlines eligible categories and costs and their allocations under this award for both the reimbursable and grantee shares. III. The transfer of funds between the categories listed in the Program Budget is not permitted, unless approved by Volunteer Florida. a. A Budget revision can be requested by the Grantee in order to request a transfer of funds between budget categories, to request new allowable costs, or to adjust a line item by 10% or more of the total budget collectively. All requests must be completed using the Budget Revision Request Form (Attachment I) and be submitted to the CERT Program Manager. b. The Budget Revision Requests may only include costs for expenditures and match from the date of the Budget Revision Request Form approval to support the remaining grant period, no retroactive costs will be allowable. c. All Budget Revision Request Forms must be approved by the CERT Program Manager and/or Finance Staff prior to expending any funds under the new request. d. Grantees will be allowed to submit up to two (2) revisions during the contract year with the last revision due no later than March 31, 2027. A TRUE COPY PAGE CERTIFCRYAN L. BAUTLER, CLERK Contract #: 2026-18 Attachment A PROGRAM BUDGET CERT/Citizens Corps Proposed Budget - INSERT TEAM Name CERT'Citizens Corps AllowableExpenditures ndituresCERT pe Oty / Citizen Grantee Match Total 1 Planning Costs (Allowable planning costs planning activities,. salaries and fringe benefits, supplies, travel and per diem related to planning activities Subtotal Planning S - S - S - 2 Organizational Costs (Allowable organization costs- salaries and fringe benefits, office supplies/materials, postage) Subtotal Organization - - - 3. Equipment Acquisition Costs (Please refer to FEMA's Authorized Equipment List. httpsJ/www.fema.govlauthonzed- equipment-list and request only allowable items under EMPG Funding Please include AEL# each item For example. CERT Response Kits AEL# (Z{GN-6©-CCEQ) Subtotal Equipment - - - 4. Training Costs (Allowable training costs salaries and fringe benefits. develop, deliver training, workshops and conferences, workshops and conferences, certification/recertification of instructors, travel supplies) Subtotal Training - - - 5. Exercise Costs (Allowable exercise costs- salaries and fringe benefits. design, develop, conduct and evaluate an exercise in accordance with Homeland Secuity Exercise and Evaluation Program (HSEEP) standards, exercise planning workshop. travelsupplies) Subtotal Exercise - - - 6. Allowable Management and Administration Costs - Up to 5% of total award (Allowable M&A costs. salaries and fringe benefits Subtotal M&A - - - Total Total Budget $ - $ - S - Signature of Applicant Date of Application VF Approval Date of Budget Approval A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 Attachment B ALLOWABLE COSTS AND ELIGIBLE ACTIVITIES CATEGORIES AND ELIGIBLE ACTIVITIES. Allowable costs are divided into the following categories: Planning, Organizational, Equipment, Training, Exercise and Deployment, Management and Administration Costs. PLANNING. Planning provides a methodical way to engage the whole community in the development of a strategic, operational, and community -based approach to preparedness. Allowable planning costs include, but are not limited to the following: A. All-of-Nation/Whole Community Engagement/Planning i. Developing/enhancing emergency operations plans to integrate citizen/volunteer organizations and other non -governmental organization resources and participation ii. Engaging the whole community in public education and awareness activities, such as Community Outreach, Disaster Expos, and other Community related events that integrate a whole community approach iii. Planning to foster public -private sector partnerships, including innovation for disaster initiatives that support the Citizen Corps mission iv. Executing an America's PrepareAthon! Activity to engage the whole community in a hazard -specific activity on the National Day of Action v. Establishing a Citizen Corps Council that brings together representatives of the whole community to provide input on emergency operations plans, risk assessments, mitigation plans, alert and warning systems, and other plans; assisting in outreach and education of community members in preparedness activities; and building volunteer capacity to support disaster response, recovery, and mitigation B. Resource Management Planning i. Developing/enhancing logistics and resource management plans. ii. Developing/enhancing volunteer and/or donations management plans. iii. Establishing, expanding or maintaining volunteer programs that support disaster preparedness and/or response, including but not limited to: Neighborhood Watch/National Neighborhood Watch, CERT, Volunteers in Police Service, Medical Reserve Corps, and Fire Corps. Ill. ORGANIZATIONAL. A. Program funds may be used for all -hazards emergency management operations, staffing, and other day-to-day activities in support of emergency management, including staffing CERT and Citizen Corps positions at the state and local levels in order to promote whole community engagement in all phases of emergency management. Proposed staffing activities should continue to be linked to accomplishing the activities outlined in the EMPG Program Work Plan. B. Personnel costs, including salary, overtime, compensatory time off, and associated fringe benefits, are allowable costs. These costs must comply with 2 C.F.R. Part 200, Subpart E — Cost Principles. C. Reimbursement for services by a person(s) who is not a regular or full-time employee filling established positions. This includes but is not limited to temporary employees, student or graduate assistants, fellowships, part-time academic employment, board members, consultants, and other services. D. Position descriptions for funded personnel and any position being used as match. E. Office Supplies/Materials, memberships, postages. IV. TRAINING. Training funds may be used for a range of emergency management -related training activities A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 to enhance the capabilities of local emergency management personnel through the establishment, support, conduct, and attendance of training. Training Focus Areas: Damage assessment, shelters, disaster survivor assistance, emergency operation training, and management of donations for counties and states. A. Training should foster the development of a community -oriented approach to emergency management that emphasizes engagement at the community level, strengthens best practices, and provides a path toward building sustainable resilience. B. Additional types of training or training related activities include but are not limited to the following: i. Developing/enhancing systems to monitor training programs. ii. Conducting all hazards emergency management training, delivering the CERT Basic Training Course and supplemental training for CERT members who have completed the basic training, the CERT Train -the -Trainer Courses, and the CERT Program Manager course. iii. Attending Emergency Management Institute (EMI) training or delivering EMI train - the -trainer courses iv. Attending other FEMA-approved emergency management training or conferences v. State -approved, locally sponsored CERT training or conferences vi. Mass evacuation training at local, state, and tribal levels C. Allowable training -related costs include the following: i. Funds used to develop, deliver, and evaluate training ii. Overtime and backfill iii. Travel iv. Hiring of a full or part-time staff or contractors/consultants v. Certification or recertification of instructors D. The following are required items for the CERT Basic Training Course to be taught under this grant: i. Use of the Full FEMA/EMI CERT Basic Training Course — G317, including the terrorism module and showing the Sheltering -In -Place Video; ii. Use of a CERT Train -the -Trainer (TTT) — G428 Qualified Individual (A graduate of the CERT TTT or Trainer Course who is vetted through the Florida Division of Emergency Management and Volunteer Florida) as Program Manager, Course Manager, or Lead Instructor. iii. Use of the CERT Program Manager Course — G427 Qualified Individual (A graduate of the CERT TTT or Trainer Course who is vetted through the Florida Division of Emergency Management and Volunteer Florida) as Program Manager iv. Use of an adequate training facility. E. It is the responsibility of the Grantee to arrange and compensate course managers for CERT trainings and course manuals. F. Grantees must maintain and monitor a database to track the number of trained volunteers (Merit, MS Excel, or another similar volunteer management database) V. EXERCISE AND DEPLOYMENT. A. Allowable exercise -related costs include: i. Funds used to design, develop, conduct and evaluate an exercise ii. Funds used for a State Supported Web-EOC Mission iii. Hiring of a full or part-time staff or contractors/consultants iv. Overtime and backfill v. Travel vi. Supplies vii. Other Items - These costs are limited to items consumed in direct support of exercise and or deployment activities, such as the rental of space/locations for planning and conducting an exercise, rental of equipment for an exercise or deployment, and the procurement of other essential non -durable goods. Recipients are encouraged to use free public space/locations, whenever available. 10 A TRUE COPY LAST ON RYANtICATION L. BUTLER, CLERK PAGE Contract #: 2026-18 Costs associated with inclusive practices and the provision of reasonable accommodations and modifications that facilitate full access for children and adults with disabilities and access and functional needs are allowable. When conducting an exercise that shall include meals for the attendees, the recipient shall submit a request for approval to Volunteer Florida no later than twenty-five (25) days. The request for meals must be submitted on letterhead and must include the date of exercise, agenda, number of attendees, and costs of meals. VI. EQUIPMENT. A. Allowable equipment categories are listed on the web -based version of the Authorized Equipment List (AEL) at: https://www.fema.gov/authorized-equipment-list. Unless otherwise stated, equipment must meet all mandatory regulatory and/or FEMA-adopted standards to be eligible for purchase using these funds. In addition, agencies will be responsible for obtaining and maintaining all necessary certifications and licenses for the requested equipment. B. Allowable equipment includes equipment from the following AEL categories: i. Information Technology (Category 4) ii. Cybersecurity Enhancement Equipment (Category 5) iii. Interoperable Communications Equipment (Category 6) iv. Detection Equipment (Category 7) v. Power Equipment (Category 10) vi. Physical Security Enhancement Equipment (Category 14) vii. CBRNE Logistical Support Equipment (Category 19) viii. Other Authorized Equipment (Category 21) C. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high -cost items and those subject to rapid technical advances. Large equipment purchases must be identified and explained. For more information regarding property management standards for equipment, please reference 2 C.F.R. Part 200, including 2 C.F.R. §§ 200.310, 200.313, and 200.316. D. All requests to purchase Small Unmanned Aircraft System (SUAS) must comply with Information Bulletin (IB) 426 and must include the policies and procedures in place to safeguard individuals' privacy, civil rights, and civil liberties in the jurisdiction that will purchase, take title to, or otherwise use the SUAS equipment. E. As defined in section 200.310 Insurance Coverage: The Non -Federal entity must, at a minimum, provide the equivalent insurance coverage for real property and equipment acquired or improved with funds as provided to property owned by the non -Federal entity. VII. MANAGEMENT & ADMINISTRATION (M&A). A. M&A activities are defined as directly relating to the management and administration of Program funds, such as financial management and monitoring. It should be noted that salaries of state and local emergency managers are not typically categorized as M&A, unless the state or local emergency management agency chooses to assign personnel to specific M&A activities. B. M&A costs shall not exceed 5% percent of the total grant award. 11 t TRUE COPY CErJIF1CATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 Attachment C REPORTS Grantees shall provide Volunteer Florida with a Quarterly Program Report (found on page 15) and a quarterly Periodic Expenditure Report (PER) (found on page 17). I. Quarterly programmatic reports are due to Volunteer Florida no later than fifteen (15) days after the end of each quarter of the program year, regardless of whether any activities or expenditures occurred. Financial reports are required no later than fifteen (15) days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the fourth quarter report. The ending dates for each quarter of this program year are September 30, December 31, March 31, and May 31. a. Quarter 1: July 1- September 30 b. Quarter 2: October 1- December 31 c. Quarter 3: January 1- March 31 d. Quarter 4: April 1- May 31 e. Closeout report: June 30 II. Grantees shall expend and request reimbursement for: 50% of the grant agreement funds no later than March 31st; and 100% of the grant agreement funds no later than May 31, 2027. Volunteer Florida reserves the right to reallocate funds from Grantees that have not expended 50% before March 31st. Failure to expend 50% by March 31st may also impact consideration of Grantees' future CERT/CC grant applications. Ill. Match is required to be reported on a quarterly basis, and Grantees must meet the required match or payments will be held until the match is met. Failure to meet the required match will result in a reduction of the amount of reimbursable funds allowed. IV. The Grantee shall provide Volunteer Florida with complete supporting documentation for all expenditures with the quarterly PER Form. The PER Form (also known as the Reimbursement Invoice) along with all quarterly invoice documentation should be submitted in one PDF file to the Volunteer Florida Grantee Portal located at https://voIunteerfl.mccicloud.io/Forms/SGP/. At least one (1) Periodic Expenditure Report (PER) must be submitted by Quarter 3. Failure to submit at least (1) PER by Quarter 3 may result in withholding of funds, reallocation of funds, or the requirement to pay back already disbursed grant funds. Failure to submit (1) PER may also impact consideration of Grantees' future CERT/CC grant applications. V. The Grantee will submit supporting documentation for all expenditures related to performance under the agreement on a quarterly basis for both the CERT reimbursable expenditures and the Match Expenditures for the 2026-2027 contract year. Errors in the Reimbursement Invoices, or any supporting documentation, will result in the delay of payments. Volunteer Florida reserves the right to review any documents related to Reimbursement Invoices at any time during the program period. The required supporting documentation will include, but not be limited to: timesheets, payroll documentation, invoices, proof of payments, credit card statements, volunteer sign -in sheets, etc. A. Planning Costs: copies of completed plan, contracts or agreements with consultants or sub -contractors providing services and documenting hours worked and proof of payment (copies of certified timesheets with employee and supervisor signature documenting hours worked and proof employee was paid (paystubs, earning statements, payroll expenditure reports. etc.), Expense items need to have copies of invoices, detailed receipts and cancelled checks, credit card statements, and/or bank statements for proof of payment. All documentation for reimbursement amounts must be clearly visible and defined and all costs must be in the approved budget. (i.e., highlighted, underlined, and/or circled on the required supporting documentation). B. Organization Costs: For salaries, provide copies of certified timesheets with employee and supervisor signature documenting hours worked and proof employee was paid (paystubs, earning statements, and payroll expenditure reports), Expense items need to have copies of invoices, detailed receipts and cancelled checks, credit card statements, 12 A TRUE COPY CYAN L. 'I3UT, CLERK M ON LAST ContractPAGE Contract #: 2026-18 and/or bank statements for proof of payment. All documentation for reimbursement amounts must be clearly visible and defined and all costs must be in the approved budget. (i.e., highlighted, underlined, and/or circled on the required supporting documentation). C. Training Costs: Provide copies of contracts, MOUs or agreements with consultants or sub -contractors providing services, and a copy of the agenda and sign in rosters (if using pre -populated sign in sheets they must be certified by the Emergency Management Director verifying attendance). May also request any training materials provided. Expense items need to have copies of invoices, detailed receipts and cancelled checks, credit card statements, and/or bank statements for proof of payment. All documentation for reimbursement amounts must be clearly visible and defined and all costs must be in the approved budget. (i.e., highlighted, underlined, and/or circled on the required supporting documentation). D. Exercise Costs: Provide copies of contracts, MOUs or agreements with consultants or sub -contractors providing services, and a copy of the agenda and sign in rosters (if using pre -populated sign in sheets they must be certified by the Emergency Management Director verifying attendance). Copies of Exercise Plan (EXPLAN), After -Action Report/Improvement Plan (AAR/IP) and sign in sheets for conducted exercises (if using prepopulated sign in sheets they must be certified by the Emergency Management Director or Lead Exercise Planner verifying attendance). Expense items need to have copies of invoices, detailed receipts and cancelled checks, credit card statements, and/or bank statements for proof of payment. All documentation for reimbursement amounts must be clearly visible and defined (i.e., highlighted, underlined, and/or circled on the required supporting documentation) and all costs must be in the approved budget. E. Equipment Acquisition Costs: Provide copies of invoices, detailed receipts and cancelled checks, credit card statements, bank statements for proof of payment. Provide the Authorized Equipment List (AEL) Number (#) for each equipment purchase from the FEMA Authorized List as required and be in the approved budget. F. Management and Administration Costs: Copies of certified timesheets with employee and supervisor signature documenting hours worked. Time and Effort and proof employee was paid (paystubs, earning statements, and payroll expenditure reports); Costs for M&A activities are allowed up to a maximum of 5% of the total award amount and must have documentation and be in the approved budget. G. For travel and conferences related to CERT activities, copies of all receipts must be submitted (i.e., airfare, proof of mileage, toll receipts, hotel receipts, car rental receipts, etc.) Receipts must be itemized and match the dates of travel/conference. If a conference, a copy of the agenda must be provided. Travel forms and proof of payment are also required for all travel and conferences. Any travel costs that exceed the allowable amounts stated in section 112.061(6)(b), Florida Statutes ($6 for breakfast, $11 for lunch, and $19 for dinner for meals/per diem or mileage at a rate higher than $.445 per mile) may be used as match. H. Failure to submit reports in a timely manner will cause reimbursements to be withheld or delayed. I. The last quarter report is due no later than thirty (30) days after termination of this Contract. Funds provided under this contract must be matched by the Grantee either by Cash Match or In -Kind Match from non-federal funds as shown in the approved budget.. Appropriate back-up/supporting documentation needs to be provided (i.e. copies of invoices, detailed receipts and cancelled checks, and/or credit card statements, bank statements for proof of payment) as previously noted in this contract. For in -kind expenditures you must also provide proper valuation documentation to ensure the proper valuation methods are being used and documented by the donor. 13 A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 Attachment D REQUIRED REPORTING FORMS A. Quarterly Program Report page 15 B. Quarterly Periodic Expenditure Report (PER) page 17 14 A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 QUARTERLY PROGRAM REPORT Program Report w. wd vwu.�.n Demographics Dr<.a�r�-a ,. _.. .. .. - r . .. .,..ter, ..:.•,. .. >xu:1.,e<-,.«..r aim - - Trainings M'rj Lra. .rr ary:< urrnl":r ar i<. -rJ Lbrsn (r1u2JY->t t_e r4 rrS'R - r .,rr5ipr; R tr n � r ,nr�_n rn M.?a.<rae.rru,:anl vas a..l. .n Rt'eN r•-` n {. r..ua, e. „w Nt.,. :.rr� �< ru. r. Y2 > •. C(x .. i i ntllw4 Cn r... r t4a<v�a'<ar>•swrw vr., aw.lolr-%o10ndnMoarr' .i'Tra NnGD.Wcp:a ha flla,11,&r,10 rrs:Jrt-rrcn Ar a: 0,1r10ari v:..• Exercises yr •-. ti.,. .., ,.r..r- ,. •-...x� ...: e. ... n -n e:.-.. ,.♦ ... ar.:,. rte +Y. rE.i .e W, wAr::n.._»:N ....r«:r <- n {. y • r. {e n.r w! wt.. •i10 1 101' �i«:. n•e :{ w ..> .r ,..a.r-.w .... R�r. r. r ..,..a <a „<„...,r r tiytibF'telri+rK��: M�r�'x?®T'niK�r..+':AgNMd�#CE.+�d1Nq 'w4a'sa s;roSr's'FfM�'¢[r5^HiW4F"ffin'+xa}.M�R.sYsn++LlM�evo-�n. ;+kW[�sT4i43'^!TYt 15 A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 Outreach q..i ♦v. •e*, NR • e•ea+ and •aM .�ac�.alyor-ar.TMr=YaWGar-a�+/er x .Jt f .Dt uol:h'.0 aL &t;;X,Ssuw.*1-. atUr.'LtSfe-luAw ..�. r .. enO ,,L..i*I qua1*r' Activities Please provide a brief description of how volunteers Have been engaged in mean ngful activities * Ciscuss two -three successes you have encountered during this pencd* Pictures by chedrng this ocx, I veriry I have uploaded pictures. Important Please label photos with the name of your organixatlon.Upload you pictures to Dropbox HERE* al*,ne ngnt dick IFS- to pbad n.e pictures I a S'tterent tab or --.py a"c paste •aic ILk httn< - :e to r,+•r..:LQhhM*-s1 t 16 A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 QUARTERLY PERIODIC EXPENDITURE REQUEST (PER) VOLUNTEER FLORIDA Periodic Expenditure Report LEGAL APPLICANT (LEAD AGENCY(: PROGRAM: INVOICE DATES TO PROGRAM YEAR: 2026-2027 MONTHLY BUDGET CERT; Citizens Corps Match Total A. Planning $0.00 $000 t— $000 --- -- A Planning $000 -- $0.00 $0.00 $0.00 B.Or anization 000 000 000 $000 B. Oranization $0.00 $0.00 $0.00 C. Training 000 0 00 000 0000 C. Training $0.00 $0.00 $0.00 D. Exercise $000 $000 $000 $000 D. Exercise $0.00 $0.00 $0.00 E. Equipment $000 $000 $000 $000 E. Equipment $0.00 $0.00 $0.00 F. Mana emad and Administration $000 $000 $000 $000 F. Management and Administration $0.00 $0.00 $0.00 SUBTOTAL $0.00 $0.00 $0.00 TOTAL PER AMOUNTS: $0.00 $0.00 $0.00 CERT !Citizens Corp! Match Share: t7'Wo toi�ru APPROVED BY (must be typed orsinned b ram : Date PER sent to Volunteer Florida 17 A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 Attachment E volunteerflorida CERT/CITIZENS CORPS CONTRACT AMENDMENT An Agreement BETWEEN: Florida Commission on Community Service (Volunteer Florida) 1545 Raymond Diehl Road, Suite 250 Tallahassee, FL 32308 850-414-7400 AND Indian River County Department of Emergency Services Attn: Address Address Phone Number 1. Section_, Paragraph_is hereby amended to read: 2. This amendment shall begin , or on the date on which the amendment has been signed by both parties, whichever is later. 3. All provisions in the contract and any attachments thereto in conflict with this amendment shall be and are hereby changed to conform with this amendment. 4. All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the contract. 5. This amendment and all its attachments are hereby incorporated into and made a part of the above -cited contract. IN WITNESS WHEREOF, the parties hereto have duly executed this Amendment as of the date set forth below. Erin Sjostrom Chief Operating Officer Volunteer Florida Date CERT/CC Designated Authority Ryan Lloyd, Deputy Director of Emergency Services Title Date 18 A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 Attachment F PROGRAM STATUTES AND REGULATIONS I. Age Discrimination Act of 1975 42 U.S.C. § 6101 et seq. II. Americans with Disabilities Act of 1990 42 U.S.C. § 12101-1221 III. Chapter 473, Florida Statutes: Chapter 215, Florida Statutes: Chapter 252, Florida Statutes: Emergency Management VI. Chapter 119 Florida Statutes: Public Records VII. Title VI of the Civil Rights Act of 1964 42 U.S.C. § 2000 et seq. VIII. Title VIII of the Civil Rights Acts of 1968 42 U.S.C. § 3601 et seq. IX. Copyright notice 17 U.S.C. §§ 401 or 402 also Section 1004.23, Florida Statutes X. Assurances, Administrative Requirements and Cost Principles 2 C.F.R. Part 200 XI. Debarment and Suspension Executive Orders 12549 and 12689 XII. Drug Free Workplace Act of 1988 41 U.S.C. § 701 et seq. XIII. Duplication of Benefits 2 C.F.R. Part 200, Subpart E XIV. Energy Policy and Conservation Act 42 U.S.C. § 6201 XV. False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729 also 38 U.S.C. § 3801- 3812 XVI. Fly America Act of 1974 49 U.S.C. § 41102 also 49 U.S.C. § 40118 XVII. Hotel and Motel Fire Safety Act of 1990 15 U.S.C. § 2225a XVIII. Lobbying Prohibitions 31 U.S.C. § 1352 also 2 C.F.R. § 200.950 also Section 216.347 Florida Statute and Section § 1352, Title 31 US Code XIX. Patents and Intellectual Property Rights 35 U.S.C. § 200 et seq. XX. Title IX of the Education Amendments of 1972 (Equal Opportunity in Education Act) U.S.C. § 1681 et seq. XXI. Trafficking Victims Protection Act of 2000 22 U.S.C. § 7104 XXII. Rehabilitation Act of 1973 Section 504, .29 U.S.C. § 794 XXIII. USA Patriot Act of 2001 18 U.S.C. § 175-172c XXIV. Whistleblower Protection Act 10 U.S.C. § 2409, 41 US.C. 4712, and 10 U.S.C. § XXV. 2324, 41 U.S.C. § § 4304 and 4310 XXVI. Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code XXVII. 2 C.F.R. Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards XXVIII. To the extent that 2 C.F.R. Part 200 supersedes any provision outlined above, 2 C.F.R. Part 200 shall apply XXIX. Contracting with Small and Minority Businesses, Women's Business, and Labor Surplus 2 C.F.R. § 200.321 19 A TRUE COPY CERTIFICATION ON LAST PAGE RYAN L. BUTLER, CLERK Contract #: 2026-18 Attachment G CERTIFICATE REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY, AND VOLUNTARY EXCLUSION Subcontractor Covered Transactions (1) The prospective subcontractor of the Grantee, , certifies, by submission of this document, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the Grantee's subcontractor is unable to certify to the above statement, the prospective subcontractor shall attach an explanation to this form. SUBCONTRACTOR: By: Signature Name and Title Street Address City, State, Zip Grantee's Name Street Address Date 20 •"UE COPY +-tTIFlCATION ON LAST PAGE «N L. SUTLER, CLERK Contract #: 2026-18 Attachment H CRIMINAL HISTORY CHECK STATUS FORM Each Contract shall require the Grantee to certify that every volunteer who is a part of an Official Citizen Corps or CERT Program funded through this Contract has successfully passed a level 2 background screening, prior to deployment in an emergency or disaster. This Criminal History Check Status Form must be completed and submitted in an email to Volunteer Florida within 60 days of the program start date. Florida Department of Law Enforcement (FDLE) state criminal history checks and National Sex Offender Public Registry (NSOPR) checks must be completed before any CERT/ Citizen Corps volunteer may serve, with or without staff supervision. Failure to submit this form may result in withholding of additional funds, or the requirement to reimburse already disbursed grant funds. National Sex Offender Public Registry: https://www.nsopw.gov/ Florida Department of Law Enforcement Criminal History Information: https://www.fdle.state.fl.us/Criminal-History-Records/Obtaining-Criminal-History-Information https://www.fdle.state.fl. us/Crimi nal-History-Records/Record-Check Lead Organization: Program Name: Program Start Date: July 1, 2026 1, , certify compliance with all applicable requirements, policies, regulations, and laws that apply to Florida Criminal History Background Check. I understand that providing any misrepresentation or false information could result in Volunteer Florida recouping any costs associated with the entity, individual, including travel costs, training expenses, etc. Signature Organization Date 21 STATE OF FLORIDA INDIAN RIVER COUNTY THIS IS TO CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF THE ORIGINAL ON FILE IN THIS OFFICE RYAN L. BUTkER, CLERK 1 Attachment I Budget Revision Form VOLUNTEER FLORIDA Budget Revision Request Form LEAD AGENCY: PROGRAM: Co 500unity Enrurgoncy Ras csa Team CERTII or CIQen Corps Santo 2028-2027 PROGRAM YEAR: AqatChanogas Roolsen Olotejot Jit,ncattoes and d CU 1005 (.I Increases/t-I Decreases CERT I hatch Total I CEST I 500005 Total O RT Match Total A. Planning Costs SO NJ 50 00 SCta S) 00 30.00 00 $0 CO 50.00 30.00 Sew aa0.00 S00 $].00 sow so 5000 50.00 W.00 $0. W Sore SC $0 DD 5000 So SOW SOW sow woo ;000 s so. Do sore so a so.w W.w sore W.w 0000 s:; 5100 $000 w! sum 0000 50:0 sore to s0 ca saw soon so $0.00 0000 so.w no SOW s0 40.00 W.DO sea ,. too sore Sore A. Subtotal Planning Costs $oar W.m $0 $s.m 00.00 $0 W.m W.m W. B. Oanila0onal Costs m sate sa ,w so -.d SL G. SJ C SC w 5:1.00 B. Subtotal Organiratbnal Costs 5000 Wm S0. W0.; W Wm W 50.00 Wm C. Egulprrrnrtl Costs sow... 'a0.w Sc �J ae 3000 s0' SOw SC 00 S�'..:i0 $020 $000 50 S1.re 5000 000 SO0 5000 3000 W.00 50.00 sore Se.00 30.00 5o. $0.00 50.00 $000 sow to s0 _ sore so so sore s0.00 sore sore so so s3.D 50.00 SU.'A sow 50.00 sore sow sore $0. 5000 $0.00 to $000 $000 W.00 $0.00 30.00 so. SJ.w 000.00 00 $0.00 5000 sore sore sore so ore Woo w sore sore so.w sow SOW SO SJw $0 $0V 50w $000 sow sore sore SC 51.20 0000 SC:O $000 Sore $0.00 b0.w to 00 s0. 4].00 no 3C. 90.60 tore SO.re 5000 WOw _Ore • Co C. Subtotal Equiprra000 Costs W.m to.m sa so so no soon so, so. O. Training Costs Sew ;not 5000 30 w 'Are 3000 $0.00 scw s�;m roc s;a 5000 Sour s] 5000 soa six WX 4000 sore Sow $0. 50.00 Sc. SJ 0e 50.00 Sc 0 $0.00 50.00 so. W60 SOw 50. S]cC so 30.E SOm sore $A. 30 s;w 30. SOw W00 se Sa00 5000 S1.m 50.00 oo Se. 5000 WOW 50. SOW 3000 SO V, 51.00 0000 `AO $0.00 0000 so' sore 3000 SG $000 5000I SAO 0000 5000 so. w S)_w 50. 5].00 so - SUl $Uw sore SJ.' sore W. sC 5]00 soX SO 5000 W. s0. 0000 50.00 0000 5] 00 30.00 00 O. sore sore s0. soot to $O 3].00 sow 7JO sore sore SO $0.00 30.7 sC. sJ.ot so OC <A.a SW SO.w 50. D. Subtotal Tninln Costs W.m W.m $0 50.00 $ono 50, soot sore soot E. Exercise Costs 50 00 50 w 5!tCs` 3100 £G W snot u;w sot sore mM +�,G 50.00 50.00 50 50.00 5000 5.00 0000 $0 _ $100 Sore 3000 s0w so s re $000 soa sore so wo so .m 51 ww so -r -- $000 $000 sow $0.00 50.00 soO sow tore sc 50.00 50000S). 5000 sore S0. SSW so.a0 cc' w.OE SUw $C.c 5105 50.00 so $O.w *001SJw 50.0) 00. sore Sow s v sre sore $]U Low sore SCC 5 4000 re. E. Subtotal Exercise Costs $000 W.m sa $0.00 Wm W, 5000 Woo Wm F. nagartn and 1000 Costs sox sc cc se 510 Sow w. 5000 sow 51 s700 so so so so 5' sore sow 50.0 tore 3000 SC 33.00 $000 s00 SO. re DO.w $C. 520 50.00 000 F. Subtotal Mnagemen and Admin Costs $0.00 WOO $0 SO.m W. 50.50 $0,00 W. BUDGET TOTALS soot W. 30 W. W• W.m 0000 w $0 APPROVED BY. Date Resysion Requgat sent to VF: 200005*000 1100010 0000Rcnaion eno000ocnr0505yVP. vi APPROVAL 0000 $00010 000.0000505 no 00 VF Updated: 6/12/26 22