HomeMy WebLinkAboutR-01-0990J-01-824
9/17/01
OIL - 9 :10
RESOL•UTT.ON NO.
A RESOLUTION OF THE MIAMI CI!'Y COMMISSION,
WI'.Cll ATTACHMENT (S) , APPROV-ING THF' ,BAYFRONT
PARK MANAGEMENT TRUST'S ("BPMT") ACCEPTANCE
OF A GRANT, IN THE AMOUNT OF $25,000, FROM
THE STATE OF FLORIDA, DEPARTMEN'?OF
C:OMMUNI:TY AFFAIRS' FLORIDA COASTAL.,
MANAGEMENT PROGRAM, AND RATIFYING THE BPMT
EXECUTIVE DIRECTOR'S EXECUTION OF, THE
FEDERALLY FUNDED SUBGRANT AGREEMENT, IN
SUBSTANTIALLY THE AT'T'ACHED FORM,, FOR THE
PURPOSE OF CREATING A VISIONING PLAN RELATED
TO THE WATER EDGE OF BICENTENNIAL, PARK;
FURTHER AUTHORIZING THE ALLOCATION OF FUNDS,
IN AN AMOUNT. NOT TO EXCEED $5,000, FROM THE
OPERATING BUDGET OF BPMT FOR THE SAME
PURPOSE.
BF, IT RESOLVED BY i'HE COMMISSION OF THE CITY OF MIAMI,
FLORIDA.
Section 1. The Bayfront Park Management Trust's
(11BPMT11) acceptance of a grant, in the amount of $25,000, from
the Sr.are of Florida, Department of Community Affairs' Florida
Coastal Management Program is approved, and the BPMT Executive
Director's execution of the Federally Funded Subgrant Agreement,
in substantially 4- he attached form, for the purpose of: creating
a visioning plan related to the water edge of Bi.contennial. Park
IATTACflfluE611 T (S)
CONTAINED
CITY COmassice
MEETING QF
SEP ?52001
Aeeatullan PTO.
:sub
is ratified.'.
Section 2. The allocation of funds, in an amount not to
exceed $5,000, is authorized Brom the Operating Budget of 13PMT
for the same purpose.
Section 3. This Resolution shall become effective'
immediately upon its adoption and signature of the Mayor.?,/
PASSED AND ADOPTED this 25th day of September__ 2001.
JOE CAROLLO, MAYOR
In accordanc.o with Mi. irni i nd-,: Se;;. ?.116, sinCr? the V1,1yor ciid no!
i)C)Cgrtl''.1 i CI'OCIIVC with Vv' C:".':"T:;i: (i i, rl { U) QiTi :i1 .
rsgutdirtg same, without the May(,g,curcis�nr�c��!"e.
ATTEST:
WALTER J. FO
APPROVED^#S
O ALAR
ATT RNEY
666: BSS
kip CITY CLERK
FORM ,,A0 CORRECTNESS :t
J. Fo an, Qty Clerk
^he herein ratification is further subject Lo compliance r:ith all
]:equi,'elilents that may he .i.mposod by the C:i ry Artorney, including but: not
l.i.nu,-.ed to those prescribed by app).i cabl e Ci ty Charter. and Code
r.�rori ions.
f the :Hayo_ Moes not sign t -his Re�solut.ion, it shall become effect::ve at:
the u:id of ten calen.dat. days from the da! e it was passed and adopted. If
~he Mayor vetoes this Resoliat:.i ni, it shall became affective immed_i.ately
upon (nverridc: of thCI veto by rho Ci.t.y Commission.
Page. 2 of 2 ..
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
"Dedicated to making Florida a better place to call home" f
JES BUSH STEVEN M. SEIBERT
Governor Secretary
September 4, 2001
Mr. Jay C. Constanz, Executive Director
Bayfront Park Management Trust
301 N. Biscayne Boulevard
Miami, Florida 33132
RE: 02 -CL -13-I1-23-01-007
Bicentennial Park Bnywalk: Planning & Design
I)ear Mr, Constanz:
Congratulations! The Department of Community Affairs' Florida Coastal Management
Program (FCMP) is pleased to confirm your award of coastal zone management funds in the amount of $25.000 for
the subgrant period of July 1, 2001 to June 30, 2002.
Enclosed is your executed copy of the award agreement with attachments for the above referenced
subgrant. In any future correspondence to the FCMP, please refer to this project by the DCA Identilicution Number
and title, and address the correspondence to Ms. Debbie Skelton, who will be administering your subgrant.
The project manager should contact Ms. Skelton to obtain the necessary forms on disk or electronically.
These forms can be requested by contacting Ms. Skelton at �lebhieskcltonru'dcas(alc.11.us.
We look forward to working with you on this project. If we can be of further assistance, please contact Ms.
I)ebb!c Skelton at (850) 414-6566. %
very i�uly urs, /
S6reta M. Seibert
S 1
SS/cm/ds
Enclosures
2556 SHUMARD OAK BOULEVARD *TALLAHASSEE, FLORIDA 32399-2100
Phone: (850) 488-8466tSuncom 278-8466 FAX: (850) 921-07811Suncom 291-0781
Internet address: http:11www.dca.state.i1,us
CRITICAL STATE CONCERN FIELD OFFICE COMMUNITY PLANNING IEMERGGNCY MANAGEMENT HOUSING 6 COMMUNITY DEVELOPMENT
2796 Overseas Highway, Suite 212 2555 Shumard oak Boulevard 2551, Shumard Oak eoulevard 2555 Shumard Oak Boulevard a •� i1 !�
Maralhon, FL 33050.2227 1 auahassee, FL 323p04100 rallahassea. FL 32399-7100 Tallahassee, FL 32309.2100 IL/ J J
(305) 209.2402 (1150) 488.2356 1 55Cl 413.9969 1850) 4138.7958
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Reimbursement Subgrant DCA Identification Number. 02 -CZ -13-11-23-01-007
NOAA Task Number. 306.18
CFDA Number.._11.419
FEDERALLY FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by and between the State of Florida, Department of
Community Affairs, Florida Coastal Management Program, with headquarters in Tallahassee, Florida
(hereinafter referred to as the "Department"), and liRiont Park Management Trust
(hereinafter referred to as the "Recipient").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS:
A. WHEREAS, the Recipient represents that it is fully qualified, and eligible to receive these
grant funds to provide the goods and services identified herein, and
B. WHEREAS, the Department has received these grant funds from the federal government,
and has the authority to subgrant these funds to the Recipient upon the terms and conditions hereinafter
set forth; and
C. WHEREAS, the Department has authority pursuant to Florida law to disburse the funds
under this Agreement.
NOW, THEREFORE, the Department and the Recipient do mutually agree as follows:
(1) SQOPE OF WORK.
The Recipient shall fully perform all obligations in accordance with Attachment A
(Project Summary Document) of this Agreement..
(2) INCORPORATION OF LAWS, RULES REGULATIONS AND POLICIES.
Both the Recipient and the Department shall be governed by applicable State and
Federal laws, rules and regulations, including but not limited to those identified in Attachment 8 of this
Agreement.
(3) PERIOD OF AGREEMENT.
This Agreement shall begin upon execution by both parties or July 1, 2001, whichever is
later, and shall end June 30, 2002, unless terminated earlier in accordance with the provisions of
paragraph (9) of this Agreement.
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(4) MODIFICATION QF AGREEMENT; REPAYMENTS
Either party may request modification of the provisions of this Agreement, subject to the
limitations provided herein. Modifications which are mutually agreed upon shall be valid only when
reduced to writing, duly signed by each of the parties hereto, and attached to the original of this
Agreement. Refer to Attachment C for more information on the modification process.
All refunds or repayments to be made to the Department under this Agreement are to be maide
payable to the order of "Department of Community Affairs," and mailed directly to the Department at the
following address:
Department of Community Affairs
Cashier
Finance and Accounting
2555 Shumard Oak Boulevard
Tallahassee, FL 32399-2100
In accordance with § 215.34(2), Fla. Stat., if a check or other draft is returned to the Department for
collection, the Department must add to the amount of the check or draft a service fee of Fifteen Dollars
($15.00) or Five Percent (5%) of the face amount of the check or draft, whichever is greater.
(5) RECORD KEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the
federal "Common Rule: Uniform Administrative Requirements for State and Local Governments" (53
Federal Register 8034) or OMB Circular No. A-110, "Grants and Agreements with Institutions of High
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost
Principles for State and Local Governments," OMB Circular No, A-21, "Cost Principles for Educational
Institutions," or OMB Circular No. A-122, "Cost Principles for Nonprofit Organizations." If this Agreement
is made with a commercial (for-profit) organization on a cost -reimbursement basis, the Recipient shall be
subject to Federal Acquisition Regulations 31.2 and 931.2.
(b) All original records pertinent to this Agreement shall be retained by the Recipient for
three years following the date of termination of this Agreement or of submission of the final close-out
report, whichever is later, with the following exceptions:
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1. If any litigation, claim or audit is started before the expiration of the three year
period and extends beyond the three year period, the records will be maintained until all litigation, claims
or audit findings involving the records have been resolved.
2. Records for the disposition of non -expendable personal property valued at
$5,000 or more at the time of acquisition shall be retained for three years after final disposition
3. Records relating to real property acquisition shall be retained for three years
after closing of title.
(c) All records, including supporting documentation of all program costs, shall be
sufficient to determine compliance with the requirements and objectives of the Budget and Scope of
Work - Attachment A - and all other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants
to be paid from funds provided under this Agreement, shall allow access to its records at reasonable
times to the Department, its employees, and agents and the U.S. Department of Commerce, National
Oceanic and Atmospheric Administration. 'Reasonable" shall be construed according to the
circumstances but ordinarily shall mean during normal business hours of 8:00 a.m. to 5:00 p.m., local
time, on Monday through Friday, "Agents" shall include, but not be limited to, auditors retained by the
Department.
(e) The Recipient must have fiscal control and fund accounting procedures that assure
proper disbursement and accounting of project funds and required match expenditures. All expenses
incurred for the project shall be disbursed according to the provisions in the project budget, as approved
by the Department.
(f) The Recipient acknowledges that the Department is bound by the terms and
conditions of a grant award from NOAA as to this Agreement, Including but not limited to the Department
of Commerce Financial Assistance Standard Terms and Conditions; 15 Code of Federal Regulatlons
Part 24, including specifically 15 C.F.R. Section 24.42; 15 Code of Federal Regulations Part 29a; Office
of Management and Budget Circular A-87; the line Item Budget; and any Special Award Conditions.
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Recipient's record keeping shall be conducted so as to allow the Department to comply with those
authorities.
(6) REPORTS
All reports must be submitted by the Recipient agency.
(a) Project Performance Reports
The Recipient shall submit Quarterly Project Performance Reports to the Florida Coastal
Management Program by October 15, January 15, April 15, and July 15, covering project activities
during the previous quarter. The Quarterly Project Performance Reports shall be submitted in hard copy
and on computer micro floppy disc (DOS compatible format) or submitted electronically to
debbie.skeltonfadca.state.fl.us in the format provided on Attachment D.
(b) Financial Reports
The Recipient shall submit a Quarterly Financial Claim Report to the Florida Coastal
Management Program by October 15, January 15, April 15, and July 15, covering the project
expenditures during the previous quarter. The Quarterly Financial Claim Report shall be submitted in the
format provided on Attachment E,
A Final Financial Claim Report must be filed if there are outstanding claims after the final
Quarterly Financial Claim Report has been submitted. The Final Financial Claim Report shall be
submitted in the format provided in Attachment F. Before the Final Financial Claim will be processed
and final payment made, the Recipient must submit to the Department all outstanding Project
Performance Reports, Financial Claim Reports and the Final Project Report and must have satisfied any
pending special conditions as identified. The Final Financial Claim Report must be submitted prior to
the Close -Out Report. Failure to comply with the above provisions shall result in forfeiture of
reimbursement.
(c) Project Generated Income Reports
If the project generates income, the Recipient shall submit Quarterly Project Generated Income
Reports to the Florida Coastal Management Program following instructions and format provided in
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Attachment H. Income will/ will not be earned by the Recipient during subgrant period as a
direct result of the subgrant award.
The following reporting quarters are to be used for the financial, performance, and project
generated income reports:
Quarte r Reporting Quarters Report Due
1 July 1 - September 30.............................October 15
2 October 1 - December 31 .........................January 15
3 January 1 - March 31 ................................. April 15
4 April 1 -June 30........................................July 15
(d) Final Project Products and Reports
For subgrants which produce final product(s), a Final Project Product(s) shall be produced and
seven (7) copies submitted to the FCMP not later than fifteen (15) days after the subgrant termination
date.
For subgrants which do not produce a project product, a Final Project Report shall be produced
and seven (7) copies submitted to FCMP not later than fifteen (15) days after the end of the subgrant
termination date. The Final Project Report must contain an executive summary, and discuss
methodology, outcome and further recommendations.
Final payment will be held until receipt and approval of the Final Project Product(s) or Final
Project Report.
Both the Final Project Product(s) and the Final Project Report.must comply with;the publication
requirements as stated in paragraph 21 of this Agreement.
(e) If all required reports and copies, prescribed above, are not sent to the Department
or are not completed In a manner acceptable to the Department, the Department may withhold further
payments until they are completed or may take such other action as set forth in paragraph (9). The
Department may terminate the Agreement with a Recipient If reports are not received within 30 days
after written notice by the Department. "Acceptable to the Department' means that the work product
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was completed in accordance with generally accepted principles and is consistent with the Budget and
Scope of Work shown in Attachment A.
(7) MONITORING
The Recipient shall constantly monitor its performance under this Agreement to ensure
that all terms, conditions, and commitments in Attachment A of this Agreement are being met, and other
performance goals are being achieved. Such review shall be made for each function or activity set forth
in Attachment A to this Agreement.
(8) LIABILITY
(a) Unless Recipient is a State agency or subdivision, the Recipient shall be solely
responsible to parties with whom it shall deal in carrying out the terms of this agreement, and shall save
the Department harmless against all claims of whatever nature by third parties arising out of the
performance of work under this agreement. For purposes of this agreement, Recipient agrees that it is
not an employee or agent of the Department, but is an independent contractor.
(b) Any Recipient who is a "state agency or subdivision," as defined in Section '168.28,
Fla. Stat., agrees to be fully responsible for its negligent acts or omissions or tortious acts which result in
claims or suits against the Department, and agrees to be liable for any damages proximately caused by
said acts or omissions. Nothing herein is intended to serve as a waiver of sovereign immunity by any
Recipient to which sovereign immunity applies. Nothing herein shall be construed as consent by a state
agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of any
contract.
(9) DEFAULT' REMEDIES: TERMINATION
(a) if the necessary funds are not available to fund this agreement as a result of
action by the Florida Legislature, the State of Florida Office of the Comptroller or the federal Office of
Management and Budgeting, or 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 hereunder shall, if the Department
so elects, terminate and the Department may, at Its option, exercise any of its remedies set forth herein,
but the Department may make any payments or parts of payments after the happening of any Events of
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Default without thereby waiving the right to exercise such remedies, and without becoming liable to
make any further payment:
1. If any warranty or representation made by the Recipient in this Agreement or
any previous Agreement with the Department shall at any time be false or misleading in any respect, or if
the Recipient shall fait to keep, observe or perform any of the terms or covenants contained in this
Agreement or any previous agreement with the Department and has not cured such in timely fashion, or
is unable or unwilling to meet its obligations thereunder;
2, If any material adverse change shall occur in the financial condition of the
Recipient at any time during the term of this Agreement from the financial condition revealed in any
reports filed or to be filed with the Department, and the Recipient fails to cure said material adverse
change within thirty (30) days from the time the date written notice is sent by the Department;
3. If any reports required by this Agreement have not been submitted to the
Department or have been submitted with incorrect, incomplete or insufficient information;
a. If the Recipient has failed to perform and complete in timely fashion any of
the services required under Attachment A of this Agreement.
(b) Upon the happening of an Event of Default, then the Department may, at its option,
upon written notice to the Recipient and upon the Recipient's failure to timely cure, exercise any one or
more of the following remedies, either concurrently or consecutively, and the pursuit of any one of the
following remedies shall not preclude the Department from pursuing any other remedies contained
herein or otherwise provided at law or in equity:
1. Terminate this Agreement, provided that the Recipient is given at least thirty
(30) days prior written notice of such termination. The notice shall be effective when placed in the
United States mail, first class mail, postage prepaid, by registered or certified mail -return receipt
requested, to the address set forth in paragraph (10) herein;
of this Agreement;
2. Commence an appropriate legal or equitable action to enforce performance
3. Withhold or suspend payment of all or any part of a request for payment;
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4. Exercise any corrective or remedial actions, to include but not be limited to,
requesting additional Information from the Recipient to determine the reasons for or the extent of non-
compliance or lack of performance, issuing a written warning to advise that more serious measures may
be taken if the situation is not corrected, advising the Recipient to suspend, discontinue or refrain from
incurring costs for any activities in question or requiring the Recipient to reimburse the Department for
the amount of costs Incurred for any items determined to be ineligible;
5. Exercise any other rights or remedies which may be otherwise available
under law;
(c) The Department may terminate this Agreement for cause upon such written notice
as is reasonable under the circumstances. Cause shall include, but not be limited to, misuse of funds;
fraud; lack of compliance with applicable rules, laws and regulations; failure to perform in a timely
manner; and refusal by the Recipient to permit public access to any document, paper, letter, or other
material subject to disclosure under Chapter 119, FIo Stat as amended.
(d) Suspension or termination constitutes final agency action under Chapter 120, Fla_
Stat., as amended. Notification of suspension or termination shall include notice of administrative
hearing rights and time frames.
(e) The Recipient shall return funds to the Department if found in non-compliance with
laws, rules, regulations governing the use of the funds or this Agreement.
(0 This Agreement may be terminated by the written mutual consent of the parties.
(g) Notwithstanding the above, the Recipient shall not be relieved of liability to the
Department by virtue of any breach of Agreement by the Recipient. The Department may, to the extent
authorized by law, withhold any payments to the Recipient for purpose of set-off until such time as the
exact amount of damages due the Department from the Recipient is determined.
(10) NOTICE AND CONTACT
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by
hand delivery, or first class, certified mail, return receipt requested, to the representative identified below
at the address set forth below and said notification attached to the original of this Agreement.
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(b) The name and address of the Department contract manager for this Agreement is:
S. Debbie Skelton, Planner IV
Florida Coastal Management Program
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone: (850) 414-6566
Fax: (850) 487-2899
E -Mail: debble.skelton@dca.state.fl.us
(c) The name, address, telephone number, fax number and E -Mail address of the
Representative of the Recipient responsible for the administration of this Agreement is:
-Jay C Constantz
"Bayi'roirit 'Perk Manaeement Trust
30L N. biscayr
le Blvd
Hi'aml, Florida 1:
Tele,Rhone • ,��05) 35�--7,54
'Fax• {''t05) 358-1211_—
(d) In the event that different representatives or addresses are designated by either
party after execution of this Agreement, notice of the name, title and address of the new representative
will be rendered as provided in (10)(a) above.
(11) OTHER PROVISIONS
(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 subsequent submission or response to Department request, or in any submission or response to
fulfill the requirements of this Agreement, and such information, representations, and materials are
incorporated by reference. The lack of accuracy thereof or any material changes shall, at the option of
the Department and with thirty (30) days 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 venue
for any actions arising out of this Agreement shall lie in Leon County. If any provision hereof is in conflict
with any applicable statute or rule, or is otherwise unenforceable, then such provision shall be deemed
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null and void to the extent of such conflict, and shall be deemed severable, but shall not invalidate any
other provision of this Agreement,
(c) No waiver by the Department of any right or remedy granted hereunder or failure to
insist on strict performance by the Recipient shall affect or extend or act as a waiver of any other right or
remedy of the Department hereunder, or affect the subsequent exercise of the same right or remedy by
the Department for any further or subsequent default by the Recipient. Any power of approval or
disapproval granted to the Department under the terms of this Agreement shall survive the terms and life
of this Agreement as a whole.
(d) The Agreement may be executed in any number of counterparts, any one of which
may be taken as an original.
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101-336, 42 U.S.C. Section 12101 et seg.), if applicable, which prohibits discrimination by public
and private entities on the basis of disability in the areas of employment, public accommodations,
transportation, State and local government services, and in telecommunications.
(f) A person or affiliate who has 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 Category Two for a period of 36 months from the date of being placed on the
convicted vendor list or the discriminatory vendor list.
(g) With respect to any Recipient which is not a local government or state agency,
and which receives funds under this agreement from the federal government, the Recipient certifies, to
the best of its knowledge and belief, that it and its principals:
1. are not presently debarred, suspended, proposed for debarment, declared
Ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
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2. have not, within a three-year period preceding this proposal been convicted
of or had a civil Judgment -rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction
oro contract under public transaction; violation of federal or state antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or
receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
11(9)2, of this certification; and
4. Have not within a three-year period preceding this agreement had one or
more public transactions (federal, state or local) terminated for cause or default.
Where the Recipient is unable to certify to any of the statements in this certification, such
Recipient shall attach an explanation to this agreement.
(12) AUDIT RI:DUIREMENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement.
(b) These records shall be available at all reasonable times for inspection, review, or
audit by state personnel and other personnel duly authorized by the Department. "Reasonable" shall be
construed according to circumstances, but ordinarily shall mean normal business hours of 6:00 a.m. to
5:00 p.m., local time, Monday through Friday.
(c) The Recipient shall also provide the Department with the records, reports or
financial statements upon request for the purposes of auditing and monitoring the funds awarded under
this Agreement.
(d) In the event that the Recipient expends $300,000 or more in Federal awards in its
fiscal year, the Recipient must have a single or program-speclfic audit conducted in accordance with the
provisions of OMB Circular A-133, as revised. EXHIBIT 1 to this agreement indicates Federal funds
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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 funds received
from the Department. The determination of amounts of Federal awards expended should be in
accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the
Recipient conducted by the Auditor General in accordance with the provisions OMB Circular A-133, as
revised, will meet the requirements of this part.
In connection with the above audit requirements, the Recipient shall fulfill the requirements
relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised.
If the Recipient expends less than $300,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the
event that the Recipient expends less than $300,000 in Federal awards in its fiscal year and elects to
have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost
of the audit must be paid from non -Federal funds (i.e., the cost of such an audit must be paid from
Recipient funds obtained from other than Federal entities).
1. The annual financial audit report shall include all management letters and the
Recipient's response to all findings, including corrective actions to betaken.
2. The annual financial audit report shall include a schedule of financial
assistance specifically identifying all Agreement and other revenue by sponsoring agency and
Agreement number,
3. Copies of audit reports for audits conducted in accordance with OMB Circular
A-133, as revised, and required by subparagraph (d) above shall be submitted, when required by
Section .320 (d), OMB Circular A-133, as revised, by or on behalf of the Recipient dkggc -to each of the
following:
(a) The Department at each of the following address:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
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and
State of Florida Auditor General
Attn: Ted J Sauerbeck
Room 574, Claude Pepper Building
111 West Madison Street
Tallahassee, Florida 32302-1450
(b) The Federal Audit Clearinghouse designated in OMB Circular A-133, as
revised (the number of copies required by Sections .320(d)(1) and (2), OMB Circular A-133. as revised,
should be submitted to the Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 1011' Street
Jeffersonville, IN 47132
(c) Other Federal agencies and pass-through entities in accordance with
Sections .320 (e) and (f), OMB Circular A-133, as revised.
4. In the event that a copy of the audit report for an audit required by
subparagraph (d) above and conducted in accordance with OMB Circular A-1 33, as revised, is not
required to be submitted to the Department for the reasons pursuant to Section .320(e)(2), OMB Circular
A-133, as revised, the Recipient shall submit the required written notification pursuant to Section
.320(e)(2) and a copy of the Recipient's audited schedule of expenditures of Federal awards directly to
each of the following (If the State agency, pursuant to Section .320(f), OMB Circular A-133, wants a copy
of the reporting package described in Section .320(c) and/or a management letter, the State agency
should replace the above language with the following language) Pursuant to Section .320(f), OMB
Circular A-133, as revised, the Recipient shall submit a copy of the reporting package described in
Section .320(c), OMB Circular A-133, as revised, and any management letters issued by the auditor, to
the Department at the following program address:
Department of Community Affairs
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(e) In the event the audit shows that the entire funds disbursed hereunder, or any
portion thereof, were not spent in accordance with the conditions of this Agreement, the Recipient shall
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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 retain all financial records, supporting documents, statistical
records, and any other documents pertinent to this contract for a period of three years after the date of
submission of the final expenditures report. However, if litigation or an audit has been initiated prior to
the expiration of the three-year period, the records shall be retained until the litigation or audit findings
have been resolved.
(g) The Recipient shall have all audits completed by an independent certified public
accountant (IPA) who shall either be a certified public accountant or a public accountant licensed under
Chapter 473, Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted
above.
(h) The audit is due seven (7) months after the end of the fiscal year of Recipient or by
the date the audit report is issued by the state Auditor General, whichever is later.
(i) An audit performed by the State Auditor General shall be deemed to satisfy the
above audit requirements.
(13) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement. a draft of the
proposed subcontract must be approved in writing by the FCMP prior to execution. The Recipient
agrees to include in the subcontract that (i) the subcontractor Is bound by all applicable state and federal
laws and regulations and (ii) the subcontractor shall hold the Department and Recipient harmless
against all claims of whatever nature arising out of the subcontractor's performance of work under this
Agreement, to the extent allowed and required by law. A copy of the executed subcontract must be
forwarded to the Department within thirty (30) days after execution of the subcontract. Defaults or
delays in performance by subcontractor(s) shall not be construed as an excusable delay.
(14) TERMS AND CQNDITIONS.
This Agreement contains all the terms and conditions agreed upon by the parties.
14
6i.- 990
(15) ATTACHMENTS,
(a) All attachments to this Agreement are incorporated as if set out fully herein.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments hereto, the language of such attachments shall be controlling, but only
to the extent of such conflict or inconsistency.
(c) This Agreement has the following attachments:
Attachment A: Project Summary Document for Federal Coastal Zone Management Act
Funds
Attachment 8: Applicable laws, rules and regulations.
Attachment C: Sample Modification Request
Attachment D: Quarterly Project Performance Report Format.
Attachment E: Quarterly Financial Claim Report Format.
Attachment F: Final Financial Claim Report Format.
Attachment G: Financial Close -Out Package Format.
Attachment H: Quarterly Project Generated Income Report Format.
Attachment I: Copyright, Patent and Trademark Conditions.
(16) FUNDING/CONSIDERATION
(a) This is a cost -reimbursement Agreement. The Recipient shall be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to exceed
$ - 250000. subject to the availability of funds. The Recipient shall provide match in the
amount of $. "�.0000.
(b) Any advance payment under this Agreement is subject to s. 216.181(16), Florida
Statutes. The amount which may be advanced may not exceed the expected cash needs of the
Recipient within the first three (3) months, based upon the funds being equally disbursed throughout the
subgrant term. For a federally funded contract, any advance payment is also subject to federal OMB
Circulars A-102, A-110, A-122 and the Cash Management Improvement Act of 1990, If an advance
payment is requested, the budget data on which the request is based and a justification statement must
15
be submitted as a separate letter to the Florida Coastal Management Program. This letter must specify
the amount of advance payment needed and provide an explanation of the necessity for and proposed
use of these funds and be signed by the Recipient or his/her authorized representative.
1. X No advance payment is requested,
2. An advance payment of $ is requested
(c) After the initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Recipient agrees to expend funds in accordance with Attachment A of this Agreement.
(d) If less match share is provided than agreed to in the award agreement, then the
FCMP share will be reduced proportionately. For instance, if a 50150 statutory matching requirement is
reflected in an award, equaling $100,000 FCMP and $100,000 match share, but the recipient expends
only $90,000 match, then the FCMP share will be reduced to $90,000
(e) All costs are subject to applicable cost principles, Recipient organizations should
consult the appropriate cost principles for specific guidance on allowable and unallowable costs and
should consult with the Florida Coastal Management Program if there are questions concerning the
allowableness or treatment of a particular item.
(f) Recipient funds shall not, under any circumstances, be obligated prior to the start
date or subsequent to the ending date of the project period. (Only project costs incurred on or after the
start date, and on or prior to the ending date of this Agreement are eligible for reimbursement.) For
purposes of this Agreement, a cost is incurred when the Recipient, Recipient's employee, or a
subcontractor performs the required services, or when goods or services are encumbered or ordered.
These costs must be paid in full by the end of the project close-out period to be eligible for
reimbursement.
(g) The Recipient must have an indirect cost allocation plan approved by Its cogn!zant
federal agency or a letter from the cognizant federal agency stating it is not necessary to approve the
indirect cost rate. A copy of the plan and the letter must be submitted to the FCMP along wlth the
Quarterly Financial Claim Report in which reimbursement for the indirect costs are claimed. No funds
will be reimbursed until this documentation is submitted to the FCMP. The amount of indirect costs
16
shown in the budget document and Incorporated in the award is the maximum amount that can be
recovered. The recipient agency is limited to recovery of the amount of indirect costs cited in the award,
or those computed using the approved indirect cost rate, whichever is less. State agencies are exempt
from this requirement.
(h) All refunds or repayments to be made to the Department under this Agreement are
to be made payable to the order of "Department of Community Affairs," and mailed directly to the
Department at the following address:
Department of Community Affairs
Cashier
Finance and Accounting
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
(17) STANDARD CONDITIONS
The Recipient agrees to be bound by the following standard conditions:
(a) The State of Florida's performance and obligation to pay under this Agreement is
subject to available Coastal Zone Management Act funds and is contingent upon an annual
appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Fla_
Stat. or the Florida Constitution.
(b) All bills for fees or other compensation for services or expenses shall be retained by
the Recipient in detail sufficient for a proper preaudit and postaudit thereof.
(c) if otherwise allowed under this Agreement, all bills for any travel expenses shall be
submitted in accordance with s. 112.061, Fla. Stat.
(d) The Department of Community Affairs reserves the right to unilaterally cancel this
Agreement for refusal by the Recipient to allow public access to all documents, papers, letters or other
material subject to the provisions of Chapter 119, Fla. Stat, and made or received by the Recipient in
conjunction with this Agreement.
17
0 •
(e) If the Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest Income shall either be returned to the Department or be applied against the
Department's obligation to pay the contract amount.
(f) The State of Florida will not intentionally award publicly -funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the
employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and
Nationality Act ("INA")]. The Department shall consider the employment by any contractor of
unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Recipient of the
employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral
cancellation of this Agreement by the Department.
(18) LOBBYING PROHIBITION.
(a) No funds or other resources received from the Department in connection with this
Agreement may be used directly or indirectly to influence legislation or any other official action by the
Florida Legislature or any state agency.
(b) The Recipient certifies, by its signature to this Agreement, that to the best of his or
her knowledge and belief:
1. No Federal appropriated funds have been paid or will be paid, by or on
behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any Federal contract, the making of any Federal
grant, the making of any Federal loan, the entering Into of any cooperative agreement, and the
extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or
cooperative agreement,
2. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan or cooperative agreement, the undersigned shall
la
6d.— 5190
• 0
complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its
instructions.
3. The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and
disclose accordingly.
This certification is a material representative of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who
falls to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
(19) COPYRIGHT. PATENT AND TRADEMARK
If applicable to this Agreement, refer to Attachment I for terms and conditions relating to
copyrights, patents and trademarks.
(20) LEGAL AUTHORIZATION
The Recipient certifies with respect to this Agreement that It possesses the legal
authority to receive the funds to be provided under this Agreement and that, if applicable, its governing
body has authorized, by resolution or otherwise, the execution and acceptance of this Agreement with all
covenants and assurances contained herein. The Recipient also certifies that the undersigned
possesses the authority to legally execute this Agreement and bind Recipient to the terms of this
Agreement,
(21) PUBLICATIONS AND AUDIOVISUALS
(a) Before publishing or printing a final draft of any publication required under, or
pertaining to this Agreement, such draft shall be sent to the Florida Coastal
Management Program for review and approval (reports other than required
Quarterly Subgrant Performance Reports and Quarterly Financial Claim
Reports).
19
9f)O
production and distribution of any audiovisual (e.g., movie, video, slides, etc.)
funded under this Agreement, Please schedule at least thirty days for this
approval. The Recipient must also provide the FCMP with shooting scripts and
provide two (2) copies of the audiovisual (e.g., movie, video, slides, etc.) upon
completion.
(d) Sign Requirements for Construction Projects
The Recipient shall cause a sign to be erected at the site of any construction
project, and maintained during construction. The sign must be at least 2' x 3' in
size and, in addition to the language shown below, include the NOAA, DCA and
FCMP logos. Logos can be found at the FCMP web site at:
www.dca.state.fl.us/ffcm or contact the FCMP to get a copy. Sign colors should
complement the surrounding area. The following language is recommended:
"Funding for this project was provided in part by the Florida Coastal Management
Program, Florida Department of Community Affairs, by the Coastal Zone
Management Act of 1972, as amended, Office of Ocean and Coastal Resource
Management, National Oceanic and Atmospheric Administration, U.S.
Department of Commerce." The next printed line shall identify the completion
month and year of the project. This sign must remain at the site permanently.
(22) STATEMENT OF FCMP FUNDING PERCENTAGE AND DOLLAR AMOUNT
When issuing statements, press releases, requests for proposals, bid solicitations, and other
documents describing projects or programs funded in whole or In part with FCMP funds, all Recipients
receiving these FCMP funds, including but not limited to state and local governments, shall clearly state:
(a) The percentage of the total cost of the program or project that shall be financed
with FCMP funds; and
(b) The dollar amount of FCMP funds to be expended on the project or program.
21
oi- 990
(b) Publications, printed reports (other than the required performance and financial
reports), or materials must include the NOAA logo (logos can be found at the
FCMP web site at: www.dca.state.fl.us/ffcm or contact the FCMP to get a copy)
and the following statement on the cover or first page:
"A publication (or report) funded in part by the Florida Department of Community
Affairs, Florida Coastal Management Program, pursuant to National Oceanic
and Atmospheric Administration Award No. NA170Z1118 . The views
expressed herein are those of the author(s) and do not necessarily reflect the
views of the State of Florida, NOAA or any of its subagencies." The next printed
line shall identify the month and year of the publication.
(c) Audiovisuals
Recipients must acknowled§e NOAA support on any audiovisual (e.g., movie,
website, video, slides, etc.) which is produced with financial assistance. Unless
required under special terms of this Agreement, this requirement does not apply
— .. low
to audiovisuals produced as research instruments or for documenting
experimentation or findings and which are not intended for presentation to the
general public. The acknowledgment must not represent or suggest in any way
that the views expressed are those of the Federal Government and must include
the following explicit statement or its equivalent, except if clearly unnecessary or
Inappropriate because of the nature of the subject matter: "The opinions
expressed in this (e.g,, movie, video, slides, etc.) do not necessarily reflect the
views of the National Oceanic and Atmospheric Administration." It the nature of
the audiovisual is such that it is not intended for presentation to the general
public, the following statement, or its equivalent, must be included in the work:
"The National Oceanic and Atmospheric Administration has not approved thin
(e.g., movie, video, slides, etc.) for presentation to the general public." The
Recipient must receive approval frorn the FCMP and NOAA before its final
r•*i7
For example: % of the total cost of this project is financed with funds through a grant from
the Florida Coastal Management Program, Florida Department of Community Affairs, in
the amount of $ "
(23) SUBSTANTIVE INVOLVEMENT
A Recipient of this Agreement may not act merely as a "straw party" for another organization.
The application must show that the Recipient plans to have substantive involvement in the project to be
accomplished, not to act merely as a conduit of funds to another organization. However, applications
may provide for third parties to perform certain project activities.
(24) PROJECT CLOSE-OUT
Project funds which have been properly obligated by the end of the subgrant funding period
must be expended within forty-five (45) days. Any funds not expended at the end of the forty-five (45)
day period will lapse and revert to the Department, A subgrant funded project will not be closed out until
the Recipient has satisfied all close-out requirements in one final Financial Close -Out Package. A
Financial Close -Out Package shall be submitted to the Florida Coastal Management Program within
forty-five (45) days of the project ending date. The Financial Close -Out Package shall be submitted in
the format provided on Attachment G.
22
IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed
by their undersigned officials as duly authorize
6
Name and' title:
SAMA'S #
FEID# 65-0448886
STATE OF FLORIDA
DEP TMENT OF COMMUNITY AFFAIRS
B
q4,—
Nam,an Title: Shirley W. Collins, , Act:ing Administrator
Florida Coastal Management Program
Date:
23
Attachment A
Florida Coastal Management Program
Project Summary Document
01- 990
PROJECT SUMMARY DOCUMENT
Administrative Data:
1. Recipient
Organization Name: Bayfront Park Management Trust
Chief Elected Official or Agency Head: Commissioner Joe Sanchez"
Title: Chairperson
Address: 301 N. Biscayne Boulevard, Miami Florida
Zip Code: 33132
Area Code and Telephone Number: (305) 358-7550
Area Code and Facsimile Machine Telephone Number: (305) 358-1211
E -Mail Address: Jconztantz@ci.miami.fl.us
"Please direct all enquiries to Jay C. Constants Executive Director, Rayfront Park Management Trust
2. Partners
Organization Name: None
Contact Person:
Address:
Zip Code:
Area Code and Telephone Number:
Area Code and Facsimile Machine Telephone Number:
E -Mail Address:
ir. 990
3. Project Title (please limit to 50 characters, including spaces and punctuation):
4. Mailing Address for Warrant (if other than the Recipient address):
S. Congressional District(s) in which project is located: 18
6. County in which project is located: Miami -Dade County
7. Will funds received for this project be utilized to supplant state or local funds?
(Check One) Yes_ No X
8. Will funds received through this project be utilized as matching funds to apply
for or receive other federal funds?
(Check One) Yes_ No X
9. Will federal funds applied for or received from another source be utilized as
matching funds for this project?
(Check One) Yes_ No X
10. Is this project consistent with the applicable local government comprehensive
plan?
(Check One) Yes X No— N/A (Statewide)_
Scope of Work Information
AbsM@et Description: Briefly but completely describe the problem to be addressed and the
project solution to the problem.
In 1972, the City of Miami inaugurated Bicentennial Park (BP) with the intention of providing
visitors and the local community with a public place for retreat and recreation by the water. In
the past 23 years, the City has used the park for a myriad of purposes; namely, special events and
collegiate sports. Lack of sufficient activities in the park, parking, and accessibility difficulties
resulted in under -utilization of this 29.3 acre site on Biscayne Bay.
The gradual deterioration of BP is not acceptable to the current local government and
community and requires immediate attention to provide a secure and accessible waterfront open
space for residents and visitors. In this spirit, the Bicentennial Park Waterfront Renewal
Committee, comprised of concerned citizens and local government representatives, has already
held several public meeting to accept statements from organizations and businesses interested in
utilizing the park for their respective activities.
A myriad of conflicting development proposals have been submitted, showing the demand for
BP's Iand. In view of these contending proposals, the City of Miami and the BP Waterfront
Renewal Committee sought grant funding to begin a comprehensive revitalization plan to fairly
address the competing proposed use of BP.
The appropriate climate now exists for the City of Miami to join in the nationwide trend to
revitalize an environmentally, socially, and economically important waterfront area - the list,
large, open land space left in Miami's waterfront..
This grant will fund an engineering survey to determine the condition of the existing bay walk
area and the bulkhead to lead to a visioning plan for accessing and detailing the water edge of the
BP site. The goal will be to maximize public access to the water's edge while integrating the
waterfront into its central area and chosen uses of the park. Professional engineering consultants
will work with the City of Miami and interested citizens to determine the condition of the
existing bay walk and bulkhead to develop a visioning document for repair/replacement of
unsafe or unusable structure so a signature bay -side walkway for BP can be realized.
0,,w qbo
• 0
. Pro*ecQbiectives and Relgted Tasks and Deiirerables: List project objective(s) and tasks
that will accomplish each objective. Indicate in which quarter these tasks will occur and will be
completed. Deliverables or work products must be provided. Identify what they are and the
quarter in which they will be delivered to the Florida Coastal Management Program.
Objective 1: Develop an engineering study to document the condition of the baywalk and
bulkhead for the creation of a signature bay side walk way in Miami's Bicentennial Park (ln thru
3 I quarters)
Task 1: Hire a Waterfront Engineering Consultant to help with the Baywalk location adjacent to
the bulkhead. (1" quarter)
Deliverable: Draft of contract with consultant for FCMP approval. (I" quarter)
Task 2: Fold a series of meetings with the Waterfronts Consultant, Bayfront Park Management
Trust, interested groups and participating city departments. ( 2"d - 40, quarter).
Deliverables: Meeting agendas and summary documents (2"d - 41" quarter)
Task 3: Begin preliminary planning process and develop draft relating to baywalk placement
along existing or new bulkhead document. ( 31d quarter).
Deliverables: Copy of draft document (with required NOAH acknowledgment) to FCMP
for approval (311 quarter)
Task 4: Implement a public planning process to receive in -put and recommendations for
Baywalk (31d quarter).
Deliverables: Summary of public comments (31 quarter)
Task 5: Finalize draft document and present to Miami City Commission (41 quarter)
Deliverable: Copy of engineering survey final document. (41h quarter)
01- 950
Project Budget Schedule: Type dollar amounts only in applicable categories and leave other
categories blank (round to the nearest dollar; no cents). Recipient Match (In-kind and Cash
combined) must at a minimum, equal the FCMP funds requested. One hundred percent (100%)
match is required. If Automated Data Processing (ADP) equipment is being purchased you will
need to complete and submit Appendix 1. If the cost for any service or equipment is over
$25,000 and will be from a noncompetitive sole source, you must also submit a Sole Source
Justification Form (Appendix 2).
Audat Q&.9w FCMP Funds
1. Salaries
2. Fringe Benefits
3. Travel
4. Equipment
5. Supplies
6. Contractual Services $25,0.4_
7. Construction
8. Other
9. Indirect Charges
FCMP Total $25,000
Match Total $25,000_.
Total Project Cost: $50,000
Project Budgct Narrative: Describe line items for each applicable budget category shown on
the budget schedule. Provide sufficient detail to show cost relationship to project activities. Do
Ns for both FCMP and match items. If in-kind match is being provided by a third party, a letter
from that party confirming the amount and type of that match must be included. Note: Indirect
costs are not allowed as match.
F MA FSS
Contracival Services: For services of a Waterfronts Consultant familiar with similar projects.
MATCH FIMS:
Match represents professional staff time from the following departments and agencies: Planning,
Public Works, Parks & Recreation, Asset Management, Public Facilities, Bayfront Park
Management Trust, as well as clerical support.
Match also includes copy fees and meeting room rental expenses,
61- 990
STATE OF FLORIDA
FLORIDA COAS'T'AL MANAGEMENT PROGRAM
MODIFICATION PROCEDURES
CHANGES OTHER THAN BUDGET: Changes to the award agreement must be
accomplished through the Modification process. No more than two (2) modifications to the
award agreement will be granted. All modifications must be executed by both parties prior to the
first day of the final quarter. No modifications submitted in the fourth quarter of the project
period will be approved, except for budget modifications as provided below.
BUDGET CHANGES: One budget transfer of funds within approved budget categories in
an amount not to exceed 10 percent of the total project budget is allowed without requesting an
official subgrant modification. If necessary, additional nodifcations to the budget may be
requested and executed during the project period. The last budget modification must be
requested and executed no later than the second month of the final quarter (or by May 30) of the
project period.
MODIFICATION PROCESS: A recipient must obtain prior approval in writing from the
department to modify its award agreement. ANY change to the award agreement must be made
through the modification process. The recipient can initiate the modification process by
submitting a letter to the department signed by the recipient, or its authorized representative,
which provides an explanation and justification for the proposed modification. The department
will, upon approval of the request, create the official modification document and send four (4)
copies to the recipient for execution. Upon execution by the recipient and upon receipt by the
department, the department will have the modification executed and return an executed copy to
the recipient.
Changes requiring only FCMP approval should be submitted thirty (30) days prior to the
expected effective date of the modification. At least sixty (60) days must be allowed for those
changes which require the National Oceanic and Atmospheric Administration's (NOAA) review
and approval. The Recipient may contact the FCMP prior to requesting a modification in order
to determine if the FCMP intends to submit the proposed modification request to NOAH for
review and approval.
STATE OF FLORIDA
FLORIDA COASTAL MANAGEMENT PROGRAM
QUARTERLY PROJECT PERFORMANCE REPORT
Please fill in all Project Identification information (numbers 1-6 below) as requested. In most
cases the Effective/Start Date of Award will be July 1. The performance reports will be
cumulative in terns of information presented, but the Quarterly Report Period should indicate
only the beginning and ending dates of the current quarterly period being submitted. This report
can be submitted electronically to debbic.skeltogna dea.state.fl.us. If deliverables are to be
mailed, please indicate this in the Email. If this report is not being submitted by Email,
submit one original with deliverables as well as the report on disk.
Project Description should be a maximum of two paragraphs, identifying the problem which
this project addresses, the proposed solution, implementation, or other proposed outcome of the
project. Please identify any partners working with the recipient agency.
Project Tasks should list all of the objectives and tasks identified in the Attachment A of the
award Agreement. Please also identify any project deliverables (associated with a specific task,
if appropriate, or listed separately) and due date. Project deliverables should not include required
performance and financial claim reports.
Project Progress by Quarter: Please address specific progress made toward completion or
satisfaction of EACH task. The task itself need not be reiterated, but the task numbers should
correspond with the Project Task numbers identified in the Project Task section above. Please
identify completion of a task where appropriate. Please identify completion of a project
deliverable and include the required number of deliverables (identified by objective and task
number that they are associated with) with the appropriate performance report.
1. PROJECT NAME:
2. RECIPIENT AGENCY:
3. DCA IDENTIFICATION NUMBER:
4. PROJECT MANAGER:
5. BEGINNING DATE OF PROJECT:
6. QUARTERLY REPORT PERIOD: to
0:-1— 950
FCMP FUNDING:
FCMP Award Amount: _
FCMP Funds Received to Date:
FCMP Funds Requested this Quarter:
PROJECT DESCRIPTION:
PROJECT OBJECTIVES AND RELATED TASKS:
Objective 1:
Task 1:
Task 2:
Task 3:
List all objectives and related tasks identified in award agreement.
PROJECT PROGRESS BY QUARTER:
July 1 -September 30
Objective 1:
Task 1:
Task 2:
Task 3:
Describe any program implementation problems encountered, if applicable.
October 1 -December 31
Objective 1:
Task 1:
Task 2:
Task 3:
Describe any program implementation problems encountered, if applicable.
January 1 -March 31
Objective 1:
Task 1:
Task 2:
Task 3:
Describe any program implementation problems encountered, if applicable.
April 1 -June 30
Objective 1:
Task 1:
Task 2:
Task 3:
Describe any program implementation problems encountered, if applicable.
ATTACHED FOR YOUR CONVENIENCE ARE INSTRUCTIONS AND AN EXAMPLE
OF A PORTION OF A SUCCESSFUL QUARTERLY PERFORMANCE REPORT.
INSTRUCTIONS FOR COMPLETING A SUCCESSFUL
. QUARTERLY PERFORMANCE REPORT
I . Project Name: This is the project title shown in the Project Summary Document
(PSD) which is included as Attachment A.
2. The Recipient is the Organization Name (not the official or agency head) shown
in Attachment A.
3. The DCA Identification Number is the number shown on the top right hand corner
of the first page of the Agreement.
4, The Project Manager should be the person indicated in Section 10.(c). of the
Agreement.
5. The beginning date of project is July 1 unless stated differently in Section 3 of the
Agreement.
6. The quarterly report period is the quarter for which this report is for. The
reporting quarters are found in Section 6 of the Agreement.
7, The FCMP award acount is the amount shown in Section 16. of the Agreement.
Make sure that the FCMP funds received to date and requested this quarter are
correct.
8. The Project Description should be a brief (two paragraphs or less) summary of the
problem identification and solution as indicated in Attachment A of the
Agreement.
9. The Project Objectives and Related Tasks should be the same objectives and tasks
as indicated in Attachment A of the Agreement.
10. Project Progress by Quarter should be a report for the progress for every objective
and every task under that objective. If there was no progress for a particular
objective or task, explain why. For example: Scheduled to begin in the fourth
quarter. Provide a brief description of the progress, do not merely say "on-going."
11. Make sure that any deliverables listed as well as those not listed are included with
the performance report. For instance, send copies of agendas or minutes of
meetings held, photos of displays, or whatever evidence you can to show the
completion or progress towards a task. Label the deliverables by objective and
task number(s) that they are associated with (for example: Deliverable 1.1 for
objective 1, task 1).
ATTACHED IS A COPY OF A QUARTERLY PERFORMANCE REPORT
THAT IS CONSIDERED A GOOD EXAMPLE.
01— 950
STATE OF FLORIDA
FLORIDA COASTAL MANAGEMENT PROGRAM
QUARTERLY PROJECT PERFORMANCE REPORT
Please fill in all Project Identification information (numbers 1-6 below) as requested. In most
cases the Effective/Start Date of Award will be July 1, The performance reports will be
cumulative in terms of information presented, but the Quarterly Report Period should indicate
only the beginning and ending dates of the current quarterly period being submitted. This
report must be submitted on disk as well as a printed copy.
Project Description should be a maximum of two paragraphs, identifying the problem which
this project addresses, the proposed solution, implementation, or other proposed outcome of the
project. Please identify any partners working with the recipient agency.
Project Tasks should list all of the objectives and tasks identified in the award agreement.
Please also identify any project deliverables (associated with a specific task, if appropriate, or
listed separately) and due date. Project deliverables need not include required performance and
financial claim reports.
Project Progress by Quarter should become a cumulative report through the life of the project.
Please address specific progress made toward completion or satisfaction of each task. The task
itself need not be reiterated, but the task numbers should correspond with the Project Task
numbers identified in the Project Task section above. Please identify completion of a task
where appropriate. Please identify completion of a project deliverable and include the required
number of deliverables with the appropriate performance report.
1. PROJE, CT NAME: Coastal Wetland Nursery Program
2. RECIPIENT AGENCY: Tampa BayWatch, Inc.
3. DCA IDENTIFICATION NUMBER: 01 -CZ -02-12-00-08-005
4. PROJECT MANAGER: Peter A. Clark
S. BEGINNING DATE OF PROJECT:
July 1, 2000
6. QUARTERLY REPORT PERIOD: October 1. 2000 to December 31 2000
•
FCMP FUNDING:
FCMP Award Amount: $25,000,00
FCMP Funds Received to Date:2$ ,141.00
FCMP Funds Requested this Quarter: Unknown at this time
PROJECT DESCRIPTION:
Along with the support and guidance of the Florida Coastal Management Program (FCMP),
the Tampa Bay Estuary Program (TBSP), and the Southwest Florida Water Management
District — Surface Water Improvement and Management Program (SWFWMD-SWIM),
Tampa Baywatch coordinates the establishment of salt marsh nurseries at local middle
and high schools throughout Tampa Bay in Hillsborough, Pinellas, and Manatee counties.
Through the FCMP, Tampa BayWatch receives valuable support to develop the program
into three new school nurseries over the program year.
The school nurseries grow Spartina altemiflora that is then available for large-scale habitat
restoration projects currently being accomplished in Tampa Bay by local, state and federal
agencies. Each school nursery can potentially cultivate over 5,000 planting units every six
months - providing enough plants for about two acres of new marsh restored back to
Tampa Bay every year. Our wetland nursery program teaches students the value of
maintaining a healthy environment while promoting public education and involvement in
restoration activities. The students we educate today will ultimately be the guardians of
the environment we are restoring.
PROJECT OBJECTIVES AND RELATED TASKS:
Objective 1) Survey High School Ecology Clubs and Science Classes
Tasks:
1.1 Distribute program description to middle and high schools that do not
currently participate in the program. (151 Quarter)
1.2 Meet with each school that satisfies established program criteria. (151
and 2nd Quarters)
1.3 Tampa BayWatch will select top choices from each county for further
program development. (I" and 2nd Quarters)
Deliverables:
1.1 A comprehensive list of eligible schools for the program. (15' Quarter)
1.2 A program description. (151 Quarter)
1.3 A program criteria list. (1s1 Quarter)
Objective 2) Network with Restoration Agencies
Tasks:
2.1 Communicate program goals and objectives to restoration agencies.
(2nd Quarter)
2.2 Establish upcoming restoration project list. (2"d Quarter)
2.3 Tampa BayWatch, TBSP, and SWIM will set-up timetable for-tchlRV) O
plants with coastal restoration projects. (2114 Quarter) U
Deliverables:
2.1 Set schedule for transplanting mature school -grown plants into
restoration projects. (2nd Quarter)
2.2 Develop restoration project list. (2nd Quarter)
Objective 3) Construct Coastal Wetland Nursery (as needed as schools are chosen)
Tasks:
3.1 Acquire necessary equipment and material through purchase or
donation. (151, 2nd, 3`d Quarters)
3.2 Designate construction and planting day for each school. (1 s1, 2nd, 3r1
Quarters)
3.3 Provide supervision for each high school nursery construction and
planting project. (18i, 2nd, 3`d Quarters)
Deliverables:
3.1 Three new school wetland nurseries will be established. (2nd 3rd 4'h
Quarters)
3.2 Provide phc:os of students working on their nursery at their school.
.(2 na, 3rd, 4'" Quarters)
Objective 4) Monitor and Troubleshoot Each Nursery
Tasks:
4.1 Periodically monitor each nursery. (1°`- 4" Quarters)
4.2 Ensure appropriate plant growth, troubleshoot any problems. (1s' — 4111
Quarters)
4.3 Acclimate plants for salt water prior to transplanting. (Is' — 4'11 Quarters)
Deliverable:
4.1 A record of the nurseries' progress and challenges and the
implementation of necessary corrective measures.
Objective 5) Coordinate Transplanting Project
Tasks:
5.1 Tampa BayWatch and DCA will organize transplanting project and
date with restoration agencies. (1" — 411 Quarters)
5.2 Ensure volunteers, materials and plants are available. (181 — 4'"
Quarters)
5.3 Supervise planting event with sponsors and volunteers. (1" — 4'
Quarters)
Deliverables:
5.1 The installation of high school grown salt marsh plants and the
restoration of approximately 10 — 15 new acres of coastal wetland
habitat in Tampa Bay. (131— 411 Quarters)
5.2 Provide photos of students participating in restoration projects. (1e1 —
4'h Quarters)
•
Objective 6► Follow-up Monitoring
Task:
6.1 Tampa BayWatch will evaluate each planting project to document
success or other lessons learned. (15` — 4d' Quarters)
Deliverable:
6.1 Documentation of the program's successes and lessons learned. (2nd
—4 1h Quarters)
Objective 7) Initiate Second Planting Cycle
Task:
7.1 Replant nurseries and reset restoration transplanting timetable. (21'd
—4 1h Quarters)
Deliverable:
7.1 Nurseries prepared for second growth cycle and transplanting schedule
will be set. (2nd.— 411 Quarters)
PROJECT PROGRESS BY QUARTER:
July 1 -September 30
Objective 1)
Tas s:
1.1 A Teacher's Questionnaire (see Attached) was sent to middle and
high school teachers that do not currently participate in the program
and have not been contacted in the past. Since the program's
inception, an ongoing, comprehensive list of schools eligible for the
program has been maintained. This list is included as attachment
labeled Deliverable 1.1.
1.2 Met with three schools that meet program criteria and scheduled to
meet with another school during the next quarterly reporting period.
A video was given to each school to explain the program, such as
how to construct, how to plant, etc. (See attachment labeled
Deliverable 1.2 for Program Description and Criteria. See the Video
for more program description.)
1.3 Seminole High School and N.B. Young Middle School were selected
to join our program. A third school has yet to be chosen.
Objective 2)
Tasks:
2.1 Communication has been made with. Southwest Florida Water
Management District — Surface Water and Improvement and
Management Program, cities of St. Petersburg and Tampa, and the
Department of Environmental Protection to locate possible restoration
sites. Some dates for future transplanting events have been
determined.
2.2 A restoration project list has been developed for possible transplanting
sites for schools participating in the Coastal Wetland Nursery
EV 19 (j
Program. (See attachment labeled Deliverable 2.2.)
2.3 A timetable/schedule has been set up for transplanting mature school -
grown plants during the first half of the school year. (See attachment
labeled Deliverable 2.1.)
Objective 3)
Tasks:
3.1
3.2
3.3
Objective 4)
Tasks:
4.1
4.2
4.3
Necessary equipment and materials have been purchased for the
construction/planting of Young Middle School.
Young Middle School's nursery was constructed on September 26,
2000 and will be planted on October 6, 2000. Temporary dates in
January 2000 have been established for construction and planting of
Seminole High School's nursery.
Tampa BayWatch staff was on hand at the construction of Young
Middle School's nursery. The planting will take place during the next
quarterly time period. Tampa BayWatch will continue to supervise
each construction and planting as the program continues. Pictures of
Young Middle School students constructing their nursery are included
as attachment labeled Deliverable 3.2.
Tampa BayWatch visits the school nurseries each month. Salinity and
pH reading, as well as general observations are made during each
visit. Salt is also added to the nursery on an as needed basis.
During the monthly visits, if, any problems are encountered, Tampa
BayWatch meets with the appropriate teacher. During this quarter,
two schools (Dixie Hollins and Sickles high schools) experienced
severe die off due to the summer drought conditions. After meeting
with the teacher at Dixie Hollins High School (DHHS), it was agreed
upon to transplant the remaining plants at a restoration project during
the next quarterly report time period. A new donor stock will have to
be pulled to restart the DHHS nursery. The teacher at Sickles High
School has noticed some return of salt marsh plants, and Tampa
BayWatch and Sickles High School have decided to leave the nursery
as is for the time being. Both teachers are teaching their students
about natural disasters and environmental stresses as a result of their
salt marsh die -off. See attachment labeled Deliverable 4.1 for a
record of the schools' overall progress, challenges and corrective
measures implemented during Quarter 1.
Madeira Beach Middle School, Countryside and Dixie Hollins high
schools will be transplanting their grasses during the next quarterly
time period. In preparation for the transplanting event, all three
schools have begun to acclimate their salt marsh plants with the
proper salinity levels,
0 •
Objective 5)
Tasks:
5.1 Transplanting dates have been chosen for some schools. The dates
that have been chosen will occur during the second quarter (October).
Future transplanting events will be determined throughout the grant
period.
5.2 Volunteers have been asked to help during the transplanting events
that will occur during the second quarter. GE/ELFUN members, as
well as DCA staff, have been invited.
5.3 Planting events will be supervised as they occur (during second
quarter).
Objective 6)
Task:
6.1 No work accomplished during this quarter as this task will commence
during the second quarter.
Objective 7)
Task:
7.1 No work accomplished during this quarter. Bloomingdale High School
is scheduled to restart their nursery during the second quarter. Other
schools will recycle as needed, depending on when they transplant.
These dates will be determined throughout the remaining grant
period, beginning during the second quarter.
PROJECT PROGRESS BY QUARTER:
October 1 through December 31, 2000 — Quarter 2
Objective 1)
Tasks:_
1"I Completed in I" Quarter.
1.2 Tampa BayWatch met with Admiral Farragut Academy. A video was
given to the school to explain the program, such as how to construct,
how to plant, etc. (See attachment labeled Deliverable 1.211.3 for
Program Description and Criteria. See the Video for more program
description.)
1.3 Admiral Farragut Academy was selected to join our program.
Objective 2)
Tasks:
2.1 Tampa BayWatch has communicated with SWIM, the cities of St.
Petersburg and Tampa, and the Department of Environmental
Protection to locate possible restoration sites. Tentative dates for
future transplanting events have been determined.
2.2 A restoration project list has been developed for possible transplanting
01—
sites for schools participating in the Coastal Wetland Nursery
Program. (See attachment labeled Deliverable 2.2)
2.3 A timetable/schedule has been developed for transplanting mature
school -grown plants during the first half of the school year. (See
attachment labeled Deliverable 2.1)
Objective 3)
Tasks:
3.1
3.2
3.3
Objective 4)
Tasks:
4.1
4.2
4.3
Objective 5)
Tasks:
5.1
Necessary equipment and materials will be purchased for the
construction/planting of Seminole High School and Admiral Farragut
Academy during the beginning of Quarter 3.
Young Middle School's nursery was planted on October 6, 2000.
Seminole High School and Admiral Farragut Academy will be
constructed and planted during Quarter 3.
Over 200 students from Young Middle School and 4°i Grade Students
from Lockhart Elementary School, along with Tampa BayWatch staff
and volunteers, planted 5,000 Spartina altemiflora plants into the
school nursery on October 6, 2000. Pictures of Young Middle School
students constructing and planting their nursery are included as
Attachment E — Deliverable 3.
Tampa BayWatch visits the school nurseries each month. Salinity and
pH readings, as well as general observations, are made during each
visit. Salt is also added to the nursery on an as needed basis.
During the monthly visits, if any problems are encountered, Tampa
BayWatch meets with the appropriate teacher. During this Quarter,
Dixie Hollins transplanted their remaining salt marsh plants into a
restoration project at Tarpon Key on October 14, 2000. New donor
marsh was pulled from Port Manatee Fish Hatchery and planted at
Dixie Hollins HS for a new growing season. See attachment labeled
Deliverable 4.1 for a record of the schools' overall progress,
challenges and corrective measures implemented during Quarter 2.
Madeira Beach Middle School, Countryside, Dixie Hollins, Lakewood,
and Palm Harbor University high schools transplanted their grasses
during this quarterly time period. In preparation for the transplanting
event, all three schools began to acclimate their salt marsh plants with
the proper salinity levels. '
Transplanting dates were chosen for five schools during Quarter 2.
Future transplanting events will be determined throughout the grant
period. (See attachment labeled Deliverable 2.1 for what schools
transplanted and the location of the restoration project. See
attachment labeled Deliverable 5.2 for photos of transplanting
events.)
5.2 Volunteers were asked to help during the transplanting events that
occurred during the second quarter. GE/ELFUN members, as well as
DCA staff, were invited. GE/ELFUN members were present at all the
transplanting events. DCA staff was unable to attend the events
during the month of October, but will be invited to future transplanting
events.
5.3 Planting events were supervised as they occurred.
Objective 6)
Task:
6.1
Objective 7)
Task:
7.1
Five schools planted three restoration sites during Quarter 2. Tampa
BayWatch staff will periodically monitor these restoration sites during
Quarters 3 and 4 to determine what successes we may have after
planting Spartina a/terniflora at Tarpon Key, Clam Bayou and a spoil
island near Madeira Beach Middle School that has been nicknamed
Peri Island.
Bloomingdale and Dixie Hollins high schools pulled donor marsh from
Port Manatee Fish Hatchery to re -plant their school nurseries for
another growing cycle. Countryside and Palm Harbor University high
schools and Madeira Beach and Young middle schools recycled their
nurseries for another growing cycle.
APPLICABLE LAWS, RULES AND REGULATIONS
STATE OF FLORIDA:
The Florida Constitution
Chapter 119, Fla. Stat.
Chapter 216, Fla. Stal.
Chapter 473, Fla, Stat.
Section 11.45, Fla. Stat.
Section 55.03(1), Fla. Stat.
Section 112.061, Fla. Stat
Section 215.422, Fla. Stat.
Section 216.181(14), Fla, Stat.
Section 216.349, Fla, Stat.
Section 287.055, Fla} Stat.
Section 768.28, Fla. Stat,
UNITED STATES:
Cash Management Improvement Act of 1990
15 Code of Federal Regulations Part 20
15 Code of Federal Regulations Part 24
15 Code of Federal Regulations Part 26
15 Code of Federal Regulations Part 29a
41 Code of Federal Regulations 60-1.4(b)
i - 990
CJ
Chapter l 0.550 and 10.600, Rules of the Auditor General
Department of Labor Regulations
8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INA")]
42 U.S.C. 6101 et seq.
Public Law 101-336, 42 U.S.C. Section 12101to seq.
Section 274A(e) of the INA
Section 319 of Public Law 101-121, December 30, 1990, Federal Register
Section 504 (15 C.F.R. Part b)
Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794)
Section 1352, Title 31, U.S. Code
Single Audit Act of 1984, 31 U.S.C. ss.7501-7507, OMB Circulars A-128 or A-133
Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000D et seq.)
Title VI (15 C.F.R. Part 8)
Title IX of the Education Amendments of 1972, as amended, (20 U.S.C. 1681 et seq.)
Part III of Executive Order 11246 (30 F.R. 12319, September 25, 1965) as amended by
Executive Order 11375 (32 F.R. 14303, October 17, 1967)
Section 306A Guidance for Construction Projects
Other regulations implementing these statutes and orders
a:lczmb.con
2
0
STATE OF FLORIDA
FLORIDA COASTAL MANAGEMENT PROGRAM
INSTRUCTIONS AND FORMS
FOR
SUBMITTING QUARTERLY FINANCIAL CLAIM REPORTS
These instructions pertain specifically to claims for reimbursement of costs incurred on Florida
Coastal Management Program.
PR�URES FOR FIL NG CLAIMS FOR REIMBURSEMENT
A. Where to rile:
Submit your claims to the Florida Coastal Management Program (FCMP), addressed as
follows:
Department of Community Affairs
Florida Coastal Management Program
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
B. 'rime for Filine Reimbursement Claims:
To assure prompt processing,you must file your claim quarterly so that it is received by
the FCMP no later than October 15, January 15, April 15 and July 15, covering the
previous quarter.
Reporting Quarters
First Quarter .......................................... ..... July 1 - September 30
Second Quarter ...........................................October 1 December 31
Third Quarter ............................................... January 1 March 31
Fourth Quarter ..................................................April 1 - June 30
C. Documentation of Protect Expenditures:
1. You must maintain documentation of project expenditures for a minimum period
of three years following the close of project operations unless audits require a
longer period of time.
2. Implementing agencies must maintain a financial file with copies of back-up
documentation for all paid project expenditures made by the recipient during the
project period. Documentation of expenditures and match charges against the
project will be reviewed and verified during on-site monitoring visits or when
necessary by the FCMP staff. Acceptable documentation includes
copies of purchase orders and paid vouchers, paid invoices or canceled checks,
payroll vouchers, journal transfers, etc. Do not send documentation of
expenditures to the FCMP.
3. To document hours worked on the project by permanent or temporary project
staff, you may use your own time and attendance forms.
4. The Non -Expendable Property Accountability Record form must be signed by the
recipient's Property Custodian. This form must be submitted to the FCMP on all
operating capital.outlay MCO) items costing more than $5,000 and having a
useful life of more than one year unless recipient agency procedures and
regulations require identification of OCO items of a lesser amount.
5. In order to claim reimbursement in the indirect cost budget category, all recipients
must submit their indirect cost allocation plans to the FCMP for review prior to
reimbursement for indirect cost.
D. Financial Reporting Forms:
You must submit claims for reimbursement of project expenditures on the approved
FCMP financial reporting forms. This form must be filled out accordingly:
Recipient
Agency: Enter the name of the Recipient Agency as stated in the approved agreement.
DCA Identification
Number: Enter the DCA Identification Number that is on the first page of the approved
agreement.
Claim for
the Quarter: Enter the ending date of the quarter that you are reporting on.
For DCA
Use Only: This is to be filled in by DCA. Do not put anything here.
Total Budget
Allocation: Enter the FCMP budget amount for each budget category that is in the currently
approved budget schedule in the agreement. Enter the total match amount (both
cash and in-kind) that is in the currently approved budget schedule. Put the total
budget amount (both FCMP and total match) in the Totals line.
(A)
Quarterly
FCMP
Claim: Enter the amount that you paid out during the quarter you are reporting on. This
should not include any funds paid out that was received from an advance. This
must be by budget categories as in the currently approved budget schedule. You
cannot claim expenses in a budget category that you have no budget in. Put the
total of all the budget categories in the total line under the shaded area.
(B)
Total To
Date FCMP
Claims: Enter the cumulative amount you have claimed to date for FCMP expenses. This
will also include any advance funds spent that are not shown in column A for
reimbursement. The fourth quarter would show the total of all claims, first
quarter through the fourth quarter, etc. Put the total of all the budget categories in
the total line under the shaded area.
(C)
Quarterly
Match
Claim: Enter the amount that you are claiming as match for the quarter you are reporting
on. This needs to be shown under specific budget categories according to what
the claim is for (salaries, contractual, etc.). Put the total of all the budget
categories in the total line under the shaded area.
(D)
Total To Date
Match
Claims: Enter the cumulative amount you have claimed to date for match. Put the total of
all the budget categories in the total line under the shaded area.
Total Of All
Quarter
Claims: Enter the total of columns A and C by budget category. Put the total of all the
budget categories in the total line under the shaded area.
Total Of All
Total To Date
Claims: Enter the total of columns B and D by budget category. Put the total of all the
budget categories in the total line under the shaded area.
Charged
To Advance: Enter the total amount of the advance you expended to date.
Qtr. FCMP
Claim: Enter the same amount as in the total of column A (this should not include
advance funds). _.
FCMP
Funds
Reeld.: Enter the FCMP funds you have received (by advance or quarterly
reimbursement), not claimed. If you have submitted a claim but not received the
funds, do -not enter the claim amount.
Total FCMP
Funds
Ree'd.: Enter the total amount of FCMP funds received. not claimed.
Current FCMP
Balance: Enter the current FCMP balance. This is the total FCMP budget minus any
FCMP funds received, not claimed.
Qtr. Match
Claim: Enter the same amount as in the total of column C.
Prev. Qtrs.
Match
Claims: Enter all the in-kind match claims that you reported during the previous quarters
Total Match
Claims: Enter the total of all of the in-kind match claims to date. This would include the
quarter you are reporting on.
Current Match
Balance: Enter the current match balance. This is the total match budget minus any match
claimed.
This form must be signed by the Chief Financial Officer. Type in the official title and the date of
signing under the signature line.
Any further questions about the completion of these or any other forms should be directed to
Debbie Skelton at 850/414-6566.
FLORIDA COASTAL MANAGEMENT PROGRAM
QUARTERLY FINANCIAL CLAIM REPORT
RECIPIENT AGENCY:
DCA IDENTIFICATION NUMBER:
Claim for the Quarter Ending
For DCA Use OnLy:
Approved By Date
BUDGET CATEGORY
TOTAL
BUDGET ALLOCATION
(A)
QUARTERLY FCMP
CLAIM
(B)
TOTAL TO DATE FCMP
CLAIMS
CC)
QUARTERLY MATCH
CLAIM
(D)
TOTAL TO DATE
MATCH CLAIMS
(A*C)
TOTAL OF ALL
QUARTER CLAIMS
(B+D)
TOTAL OF ALL TOTAL
TO DATE CLAIMS
SALARIES
FRINGE BENEFITS
TRAVEL
EQUIPMENT
SUPPLIES
CONTRACTURAL
CONSTRUCTION
OTHER
INDIRECT CHARGES
MATCH TOTAL
ME ?,
TOTALS
CHARGED TO ADVANCE ...... 5
I' QTR. FCMP "IN ......... S
OTR_ FCKP FUNDS REC'D... S
TOTAL FCMP FUNDS REC'D..S
}PENT FCMP BALANCE .... S
I
Ii
OTR. MATCH CLAIM ...... 5
PREY. QTRS. MATCH CLAIMS ..... 5
TOTAL MATCH CLAIMS ...... 5
CURRENT MATCH BALANCE ... $
Chief Financial Officer
Title
Date
•
•
El
STATE OF FLORIDA
•
FLORIDA COASTAL MANAGEMENT PROGRAM
NON -EXPENDABLE PROPERTY ACCOUNTABILITY RECORD
(FOR PROPERTY MARRED AS "FCMP GRANT")
DCA IDENTIFICATION NUMBER
PROJECT TITLE
DESCRIPTION OF PROPERTY
FCMP SHARE STATE SHARE LOCAL SHARE
CONDITION: NEW USED
COST: $ ACQUISITION DATE
VENDOR NAME & ADDRESS
SERIAL NUMBER
PURCHASE ORDER DATE & NUMBER
RECEIVING REPORT DAY
ASSIGNED INVENTORY NUMBER
MANUFACTURER
PHYSICAL LOCATION
DISPOSITION RECORD
RESIDUAL VALUE
TITLE VESTED:
Date
USEFUL LIFE
RECIPIENT AGENCY FCMP
Signature of Property Custodian
STATE OF FLORIDA
FLORIDA COASTAL MANAGEMENT PROGRAM
INSTRUCTIONS AND FORMS
FOR
SUBMITTING FINAL FINANCIAL CLAIM REPORTS
These instructions pertain specifically to final claims for reimbursement of costs incurred on
Florida Coastal Management Program Projects. It is only necessary to submit a Final
Financial Claim Report if claims are not received until after the Quarterly Financial Claim
Report for the final quarter has already been processed. This report must be processed a or
to the submittal of the Financial Close-out Package.
PROCEDURES FOR FILING FINAL CLAIMS FOR REiMBURSL_jy1U�NT
A. Where to File:
Claims are to be submitted to the Florida Coastal Management Program (FCMP),
addressed as follows:
Department of Community Affairs
Florida Coastal Management Program
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
B. Time for Filing Reimbursement Claims:
To assure prompt processing, final claims must be filed prior to the Coastal Management
Subgrant (Financial) Close-out Package and received by the FCMP no later than 30 days
after the project period.
C. Documentation of Project F,xpenditures:
1. Recipient agencies must maintain documentation of project expenditures for a
minimum period of three years following the close of project operations unless
audits require a longer period of time.
2. Implementing agencies must maintain a financial file with copies of back-up
documentation for all paid project expenditures made by the recipient agency
during the project period. Documentation of expenditures and match charges
01- 990
• •
against the project will be reviewed and verified during on-site monitoring
visits or when necessary by the FCMP staff. Acceptable documentation
includes copies of purchase orders and paid vouchers, paid invoices or canceled
checks, payroll vouchers, joumal transfers, etc. Documentation of expenditures
should not be sent to the FCMP.
3. In order to document hours worked on the project by permanent or temporary
project staff, the recipient agency may use its own time and attendance forms.
4. The Non -expendable Property Accountability Record form must be signed by the
subgrant recipient's property custodian. This form must be submitted to the
FCMP on all operating capital outlay (OCO) items costing more than $5,000 and
having a useful life of more than one year unless recipient agency procedures and
regulations require identification of OCO items of a lesser amount.
5. In order to claim reimbursement in the indirect cost budget category, all recipients
must submit their indirect cost allocation plans to the FCMP for review prior to
reimbursement for indirect cost.
D. Financial Reporting Forms:
You must submit final claims for reimbursement of subgrant expenditures on the
approved FCMP financial reporting forms. This form must be filled out accordingly:
Recipient
Agency: Enter the name of the Recipient Agency as stated in the approved agreement.
DCA
Identification
Number: Enter the DCA Identification number that is on the first page of the approved
agreement.
Claim for
the Period: Enter the ending date of the project period that you are reporting on.
For DCA
Use Only: This is to be filled in by DCA. Do not put anything here.
Total Budget
Allocation: Enter the FCMP budget amount for each budget category that is in the currently
approved budget schedule in the agreement. Enter the total match amount that is
in the currently approved budget schedule. Put the total budget amount (both
FCMP and total match) in the Totals line,
(A)
Final FCMP
Claim: Enter the amount that you paid out during the period you are reporting on. This
must be by budget categories as in the currently approved budget schedule. You
cannot claim expenses in a budget category that you have no budget in, Put the
total of all the budget categories in the total line under the shaded area.
(B)
Total To
Date FCMP
Claims: Enter the cumulative amount you have claimed for FCMP expenses. The final
period would show the total of all claims, first quarter through the fourth quarter,
advance, if applicable, etc. Put the total of all the budget categories in the total
line under the shaded area.
(C)
Final
Match
Claim: Enter the amount that you are claiming for match during the period you are
reporting on. This needs to be shown under specific budget categories according
to what the claim is for (salaries, contractual, etc.). Put the total of all the budget
categories in the total line under the shaded area.
(D)
Total To Date
Match
Claims: Enter the cumulative amount you have claimed to date for match. Put the total of
all the budget categories in the total line under the shaded area.
Total Of All
Final
Claims: Enter the total of columns A and C by budget category. Put the total of all the
budget categories in the total line under the shaded area.
Total Of All
Total To Date
Claims: Enter the total of columns B and D by budget category. Put the total of all the
budget categories in the total line under the shaded area.
Charged
To Advance: Enter the amount of the advance you expended to date.
Final FCMP
Claim: Enter the same amount as in the total of column A.
FCMPFunds
Rec'd.: Enter the FCMP funds you have received, not claimed. If you have submitted a
claim but not received the funds, do not enter the claim amount.
Total FCMP
Funds
Rec'd.: Enter the total amount of FCMP funds received, not claimed.
Current FCMP
Balance: Enter the current FCMP balance. This is the total FCMP budget minus any
FCMP funds received, not claimed.
U - 9bo
Final Match
Claim: Enter the same amount as in the total of column C.
Prev. Qtrs.
Match
Claims: Enter all the match claims that you reported during the previous period.
Total Match
Claims: Enter the total of all of the match claims to date, this would include the period you
are reporting on.
Current Match
Balance: Enter the current match balance. This is the total match budget minus any match
claimed.
This form must be signed by the Chief Financial Officer, Type in their official title and the date
of signing under the signature line.
Any further questions about the completion of these or any other forms should be directed to
Debbie Skelton at 850/414-6566.
FLORIDA COASTAL MANAGEMENT PROGRAM
FINAL FINANCIAL CLAIM REPORT
RECIPIENT AGENCY_
DCA IDENTIFICATION NUMBER:
Claim for the Period Ending
For DCA Use Only: i
Approved By Date
BUDGET CATEGORY
TOTAL
BUDGET ALLOCATION
(A)
FINAL FCMP CLAIM
(B)
TOTAL TO DATE FCMP
CLAIMS
(C)
FINAL MATCH CLAIM
(D)
TOTAL TO DATE
MATCH CLAIMS
(AFC)
TOTAL OF ALL FINAL
CLAIMS
(B+D)
TOTAL OF ALL TOTAL
TO DATE CLAIMS
SALARIES
FRINGE BENEFITS
TRAVEL
EQUIPMENT
SUPPLIES
CONTRACTURAL
CONSTRUCTION
OTHER
INDIRECT CHARGES
MATCH TOTAL
TOTALS
• CHARGED TO ADVANCE ...... S
FINAL FCMP CLAIN........ S___
QTR. FCMP FUNDS REC'D... S
TOTAL FCNP FUNDS REC'D.3
CURRENT FCMP BALANCE .... S
FINAL MATCH CLAIM ...... S
PREY_ QTRS. MATCH CLAIMS ..... S
TOTAL MATCH CLAIMS......5
CURRENT MATCH BALANCE...S
Chief Financial Officer
Title
Date
m
STATE OF FLORIDA
FLORIDA COASTAL MANAGEMENT PROGRAM
FINANCIAL CLOSE-OUT REPORT
FOR REIMBURSEMENT SUBGRANTS
This.package of close-out forms (Status of Funds and Summary of Expenditures) must be
completed gjgr the Final Financial Claim is submitted to the Florida Coastal Management
Program (FCMP) in accordance with conditions of the Award Agreement. Prior to submittal of
this report, all program reports and project deliverables must be received and approved by the
FCMP. If all FCMP funds have not been received by the time this close-out is due, a "revised"
close-out report must be submitted upon receipt of all FCMP funds.
DCA Identification Number
Recipient Agency
Address
Project Period to
FCMP Budget Amount _
Total Match Budget Amount
oi- 990
•
STATUS OF FUNDS
Recipient Agency:
DCA Identification Number:
•
FCMP
Claim Date Funds Match
Number Recd. Received Reported
Advance
1st qtr.
2nd qtr.
3rd qtr.
4th qtr.
Final
Totals $ $
Enter the amounts you received or claimed during the project period, along with the date
you received the reimbursement. If you have claims that you have not received the
reimbursement for yet, put an asterisk next to that amount to indicate that these have not
yet been received. When these funds are received you must submit a "REVISED"
Financial Close -Out Report. You should still count this amount in the total. If the total
amount for the FCMP funds received are more than the FCMP budget amount, you need to send
a refund check, along with the Close -Out Package, made payable to the Department of
Community Affairs.
I hereby certify that the above costs are true and valid costs incurred in accordance with the
award agreement.
Project Manager Signature
Date:
Chief Financial Officer Signature
Date:
SUMMARY OF FCMP EXPENDITURES
RECIPIENT AGENCY: —
DCA IDENTIFICATION NUMBER:
FCMP BUDGET
CATEGORIES
(A)
BUDGET
ALLOCATIONS
(B)
CLAIMS
(A -B)
BALANCES
SALARIES
FRINGE BENEFIT'S
TRAVEL
EQUIPMENT
SUPPLIES
CONTRACTUAL
SERVICES
CONSTRUCTION
(306A)
OTHER
INDIRECT CHARGES
FCMP TOTALS
Enter the current FCMP budget allocations for each budget category. Enter the total amount that
you received or claimed for each FCMP budget category, along with the balance.
01- 950
SUMMARY OF MATCH EXPENDITURES
RECIPIENT AGENCY:
DCA IDENTIFICATION NUMBER:
MATCH BUDGET
CATEGORIES MATCH CLAIMS
SALARIES
FRINGE BENEFITS
TRAVEL
EQUIPMENT
SUPPLIES
CONTRACTUAL SERVICES
CONSTRUCTION (306A)
OTHER
TOTAL MATCH CLAIMED
Enter the total amount of match claimed for the subgrant period.
0
STATE OF FLORIDA
•
FLORIDA COASTAL MANAGEMENT PROGRAM
QUARTERLY PROJECT GENERATED INCOME REPORTING FORM
INSTRUCTIONS
1. The Project Generated Income (PGI) Reporting Form is designed to report income earned
as a result of project activities and to request expenditures of same.
2. rill in the required information in the blank spaces at the top of the form (county,
recipient agency, project title, proposed method of expenditure, project number, report
period, and the appropriate reporting quarter).
3. Column 1: Total Amount of PGI Earned This Quarter --This column must reflect 100
percent of federal/match federal funding.
4. Column 2: Total Amount of PGI Earned "fo Date --This column should reflect a
cumulative total of PGI earned to date.
5. Column 3: Total Amount of PGI Unbudgeted--This column should reflect the amount of
PGI not budgeted in column 4.
6. Column 4: Requesting Budget Approval to Expend PGI By Budget Category --This
column should reflect a cumulative breakdown by budget category of proposed and
already approved expenditures. It should be noted that a letter of submission requesting
approval to expend PGI must indicate the amount, method of expenditure (Addition or
Match) and the purpose for which it will be expended.
7. Column 5: PGI Expenditures By Budget Category To Date --This column should reflect a
continuous update of PGI expenditures. The dollar amounts reflected in each budget
category should be cumulative for all previous quarters of project operation.
8. Column 6: Remaining PGI To Be Expended By Budget Category --This column should
reflect PGI funds that have been approved for expenditure but have not been expended.
The remaining funds should be reflected by budget category and should be cumulative.
r
M
PROJECT GENERATED INCOME REPORT
COUNTY:
RECIPIENT AGENCY-
PROJECT TITLE: DCA IDENTIFICATION NUMBER:
REPORT PERIOD:
(FROM) (TO)
REPORTING PERIOD BY QUARTER:
1-2-3-4—Other—
METHOD
2_34Other
METHOD OF PGI EXPENDITURES
ADDITION` MATCH
il)
TOTAL AMOUNT OF PGI
EARNED THIS
QUARTER
(2)
TOTAL AMOUNT OF PGI
EARNED TO DATE
(3)
TOTAL AMOUNT OF PGI
INBUDGETED
(4)
REQUESTING BUDGET
APPROVAL TO EXPEND
BY BUDGET CATEGORY
(5)
PGI EXPENDITURES BY
BUDGET CATEGORY TO
DATE
(6)
REMAINING PGI TO BE
EXPENDED BY BUDGET
CATEGORY
SALARIES
SALARIES
SALARIES
FRINGE BENEFITS
FRINGE BENEFITS
FRINGE BENEFITS
TRAVEL
TRAVEL
TRAVEL
EQUIPMENT
EQUIPMENT
EQUIPMENT
SUPPLIES
SUPPLIES
SUPPLIES
CONTRACTUAL
CONTRACTUAL
CONTRACTUAL
OTHER
OTHER
OTHER
CONSTRUCTION
CONSTRUCTION
CONSTRUCTION
TOTAL
TOTAL
TOTAL
THE ATTACHED BUDGET NARRATIVE FORM MUST BE COMPLETED WHEN REQUESTING APPROVAL TO EXPEND PGI.
I certify to the best of my knowledge the above reflects an accurate assessment of PGI received to date.
Chief Financial Officer
Date
J
PROJECT GENERATED INCOME BUDGET NARRATIVE
BUDGET NARRATIVE: This section must provide a brief narrative description
of the PG1 Budget by budget line item category.
Start below and use continuation pages as necessary.
61- 99O
STATE OF FLORIDA
0
FLORIDA COASTAL MANAGEMENT PROGRAM
COPYRIGHT, PATENT AND TRADEMARK
If applicable to this Agreement, ownership of material, discoveries, inventions, and
results developed, produced, or discovered subordinate to this Agreement is governed by the
terms of OMB Circular A-1 10 and 15 CFR Part 24.
(a) If the Recipient brings to the performance of this Agreement a pre-existing
patent or copyright, the Recipient shall retain all rights and entitlements to that pre-existing
patent or copyright unless the Agreement provides otherwise.
(b) If any discovery or invention arises or is developed in the course of or a
result of work or services performed under this Agreement, or in any way connected herewith,
the Recipient shall refer the discovery or invention to the Department for a determination
whether patent protection will be sought in the name of the State of Florida. Any and all patent
rights accruing under or in connection with the performance of this Agreement are hereby
reserved to the State of Florida. In the event that any books, manuals, films, or other
copyrightable material are produced, the Recipient shall notify the Department. Any and all
copyrights accruing under or in connection with the performance under this Agreement are
hereby reserved to the State of Florida.
(c) Within thirty (30) days of execution of this Agreement, the Recipient shall
disclose all intellectual properties relevant to the performance of this Agreement which he or she
knows or should know could give rise to a patent or copyright. The Recipient shall retain all
rights and entitlements to any pre-existing intellectual property which is so disclosed. Failure to
disclose will indicate that no such property exists. The Department shall then, under Paragraph
(b), have the right to all patents and copyrights which occur during performance of the
Agreement.
ui._ 990