HomeMy WebLinkAboutR-82-0632E
RESOLUTION No.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO ACCEPT A GRANT IN THE AMOUNT OF $200,000
FROM THE STATE OF FLORIDA DEPARTMENT OF
NATURAL RESOURCES FLORIDA RECREATION
DEVELOPMENT ASSISTANCE PROGRAM; AND FURTHER
AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROJECT AGREEMENT TO IMPLEMENT THE PROGRAM
WITH THE DEPARTMENT OF NATURAL RESOURCES.
WHEREAS, the City Manager through the Department of Parks
has applied for grant funds in the amount of $200,000 from
the State of Florida Department of Natural Resources Florida
Recreation Development Assistance Program; and
WHEREAS, this program will provide the necessary funds to
design and construct Do.rtions of certain recreational facilities
including access road improvements, parkincT areas, beach access,
bathhouse, picnic facilities, and related site improvements to
be located in Virginia Key Park; and
WHEREAS, this nroar.am will enable the City of Miami to
upgrade the quality of Virginia Key Park; and
WHEREAS, the City of i;iami has been designated eligible
to be a recipient of these funds; and
WHEREAS, the City of Miami's matching portion of $250,000
is provided through the Capital Improvement Program; and
WHEREAS, Ordinance No. 9321-81, Allocations for the Capital
Improvement Program, was approved by the City Commission on
October 7, 1981;
NOW, THEREFORE, BE IT RESOLVED BY THE COP?MISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The City Manager is hereby authorized to
accept grant funds from the State of Florida Department of
Natural Resources Florida Recreation Development Assistance
Program in the amount of $200,000.
Section 2. The City Manager is hereby authorized to
execute a project agreement to implement this program with
the Department of Natural Resources.
CITY COMMISSION
MEETING OE
J U L 2 2,J98?,,
�OWIION N4�
PASSED and adopted this 22nd day of JULY
ATTEST:
ACTING CITY CLERt:
PREPARED AND APPROVED BY:
Robert
F. Clark
Deputy
City Attorney
APPROVED AS TO FORM AND CORRECTNESS:
J
Geordef V. Knox,
City Atkorney
-2-
1982.
MAURICE A. FERRE
MAYOR
Ar
r
r
CITY OF ! 11AT.11. rl-C RID 1
TO Howard V. Gary
City Manager
F� /arl Kern Director
Department of Parks
EN LV RC S:
July 1, 1982
FILE:
Acceptance of Grant Funds
from the State of Florida
Department of Natural Resources
Florida Recreation Development
Assistance Program for City
Commission Meeting of July 22/8:
"It is recommended that the City Manager
be. authorized to accept a grant from the
State of Florida Department of Natural
Resources Florida Recreation Development
Assistance Program, per the attached
resolution."
The Department of Parks, in an effort to facilitate redevelop-
ment of Virginia Key Park has successfully sought grant funds
from the State of Florida Department of Natural Resources
Florida Recreation Development Assistance Program. Through
this program, portions of certain recreational facilities
will be designed and constructed including access road improve-
ments, parking areas, beach access, bathhouse, picnic facilities,
and related site improvements.
Identified funding for this project to date is as follows:
$ 200,000. FRD,7�1? Program
250,000. Canital Improvement Program
$ 450,000. Total
CK/cc; I
Enclosure
cc: I,aw Dt2nartment
t tl ICJ ^�.
~' •••,; ,o� BOB GRAHAM
r , ..;, Governor
• .�.� \ GEORGE FIRESTONE
y Secretary of State
JI`i SMITH
�•'' Attorney General
State of Floridal i�r. GERALD A. LEWIS
L• ,; j I i Comptroller
DEPARTMENT OF NATURAL RESO�V,CES BILL GUNTER
4 Treasurer
DR. ELTON J. Gt55E� U,> �'NER DOYLE CONNER
Commissioner of Agriculture
Ezecuti%e Director RALPH D. TURLINGTON
�Nfarforc Stoneman Douclas Building Commissioner of Education
3900 commonwealth [3oule%3rd. Tailahassce. Florida 3_303
June 14, 1982
Mr. Ralph Gonzalez
Assistant Director
Department of Parks
Post Office Box 330708
Miami, Florida
RE: Virginia Key Park
FKDAP ull-63-10
Dear Mr. Gonzalez:
You were previously infcrlaed of this Department's approval on April 6, 19820
of the above referenced project under the Florida Recreation Development
Assistance Program (FFMAP) in the amcunt of $200, 000. 00.
In order to activate the Grant, the enclosed project agreement must be
executed in duplicate and arproved by resolution of the local governing body.
Please attach to both agreerr,,c-nt.s Exhibits A (legal description) and B (site plan)
and return then to this office within thirty (30) days.
We have already provided you with the FF.,D;%P administrative rules, a project
implementation checklist and prcgrain forma. Please becomne familiar with this
information, along with E:-.hill-it c to the project agreement, for the grant will be
implemented accordingl,, .
Should you have any questions regarding these matters, please feel free
to call us at any time fOr clarification. lool: for:%'rd to working with you
further toward the completion of this worth,.,-hiie outdoor recreation project.
r;:F/:i^b
E'nc 1 :...:re
Sincerely,
Richard W. F roe *I::e; C I I i e f
office of Recreation servicss
Divieion of and Farks
DIVISII)NS AIi.'.iINISTNATION LAW ENFORCEMENT :.1ARINL I:ESOI'KCES �j,�r""�U�
0
FLCRID;: Re.Ci—EATIO:v ASSISTANCL PROviJ�',•1
Project Acreement
FRDAP ' 11-63-10
(protect nu-moer)
This agreement made and entered into by and between the
State of Florida Department of 'Natural Resources hereinafter
called DEPARTME `7T and City o` Miami
herein-
after called the PROJECT SPONSOR in furtherance of an approved
recreational precram involving the parties hereto in pursuance
of which the parties hereto agree as follows:
1. This acrcemcnt shall he : erformcd pursuant to Section
3
47 5 . C2i (3), S`a,.t
ttes and Chapter 16D-5, Part II, Florida
Administrative Code. In the event a disnute should arise
between the parties conccrning the intent of the language herein
contained, the same shall be resolved by the adoption of that
meaning which furthers the intent and p-,!rpose of said actions of
the Florida Legislature and the :,:ecutive Board of the Depart-
ment of Natural Resources, No construction shall be ccntrary to
criteria or the agreements contained herein. It is
the lnti_nt' on cf the parties hereto that none of the provisions
of Section 163.01, Florida Statutes, shall have a:piication to
this agreement.
2. The D EP:�RT.MENT has found that outdoor recreaticn is
the primary purpose of the project known as Virginia Kev
Park (Florida Recreation Development Assist-
ance Program Project Nu:iber 11-63-10 ) , and enters into
this agreement c-.ith the P::OJEC`I' SPONSOi: for constructicn of
recreational facilities on real property, the legal descripticn
of which'is set fortis in full in Exhibit "A" attached hereto
I
and made a part thereof.
Page 1 of G
CNOR Form 52-058
Revised -1111-82
82- 0, .
3. The PF.CJECT will ccns;.ruct, or cause to be
constructed, certain recrCat"icnal IIac: lti_S upon such real pro-
perty described, in �%hibit "It" which facilities shall be designed
and constructed in accordance with the project elements described
herein substantially in accordance with project plank as shoom
and described in E:•:hibit "B" attached. The following shall be
considered the project elements:
Access road improvernents, parking areas, beach
access, bathhouse, picnic facilities, related
site improvements.
4. The PROJECT SPONSOR acrees to coerate and maintain the
project, to the EiEP,7 T::E_::T' S satisfaction, for a minimum period
of twenty-five (25) years from the Gate of project completion
specified in para:ranh 7 of this acreement and will pay all such
..
expenses as• a PROJECT SPCNISOR e:•:pense. T!:e project shall be open
for public use at reasonable hours and times of the year; shall
he maintained so as to al : -car at
and in•� icing to the
public; shall be r:aintained in accordance with applicable health
standards and shall be kept reasonably safe for public use. Pro-
ject facilities and improvements shall be kept in reasonable re-
pair to prevent undue deterioration and to encourage public use.
The PROJECT SPO:N:SOn convenants that it has full legal authority
and financial ability to operate and maintain said facilities.
5. The DEPARTIMENT shall pay, on a reimbursement basis, to
the PRCJ C'I' SPONSOR 66 2/3J percent of the eligible costs for the
develcpr-cnt of the project or $ 200,noo.00 whichever is
less. These funds r-lay be released in no more than three (3) in-
stallments, at the discretion of the DKT.7,RT:•'IE:: , upon the reauest
of the PR(5JECT SPOi:SOR'S duly authorized agent, whose name and
i
title shall be submitted to the D%P .RT:'.ENT prior to comanencement
of the project. The DEP.:%RT"ENT shall retain $ 20, 000. 00
until cr_:^cletion of the project and until the rec,,cired project
r n !- a s b r i• the DE - s •'T
to :r:, aticr. dcc`.:�e::tr:��c^ cep cce .� .. �y e P• .T �...
Pace 2 cf 6 �" +.
D.IR rcrm 42-056
�! —c— -he S D.:Jri.'R. Each reii:wursement re uest- shall In—
cluce all doc:.me tati n requi eci ''•'' the DEP 1:FT MENT � set c
..- � _ `� - � - .-. � S aE'.. forth
in paracra=h 18 of this project aarc,=,,�! nt The DEP::RTMIENT shall
4.d `CrthWlh Of any Chan:`in he per:on OT authOrit..'to no% _.1 t
of the duly authorized agent.
6. The Pi.OJECT SrO:;SOR agrees to expend the sum of
$inn,nno.on in cash or utilize the fair market value, or
a portion thereof, of donated or purchased, private real property,
previously approved by the DEiART:;EINT for such purposes, as its
required program matching contribution. The PROJECT SPONSOR
F�rt:�er acre^es to su:: pit, at the request of the DEPARTMENT, any
and all required accounting records of documentation pertaining
to said contributions.
7. The PROJECT SPO'•:SOR shall cc-, . encc construction of the
rroject in accordance with Exhibit "II" on or before June 30, 1983
an6 aarces to cc:"_ fete said construction on or before
June 30, 1984
Failure by the PROJECT SPONISOR to commence or
ccmplete develcpmcant of the project by the aforementioned dates,
unless amenc:ec shall e f E.'=ARTM r,- na me
h 11 b cause for she D L..:T to to :,,_ the project agreement and demand refund of any contribution made
from the Florida Recreation Develonment Assistance ProcTam.
8. The PROJECT Sr0':SOR, throuc:h its duly authorized agent,
shall su:;mit to the DE?::RT'??'::T signed project status re-orts
every sixty (60) days sur.-narizing the work accomplished, problems
encountered, percentage of completion and other appropriate in-
formation. Photographs shall be submitted when appropriate to
reflect the work acccmnlished unless waived in writing by the
DE:'?RT E'IT' S project administrator.
9. Should the PROJECT SPONSOR own the land described in
Lxhibit the PP0JiICT SPONSOR agrees to dediczate said lard to
the public for recreational purposes in perpetuity. The PROJECT
I-PG':SOR further agrees that the execution o-f this agreement by
the E;:ecutive Dir,-�ctor of the Department of Natural Resources
shall constitute an acceptance o= the dedication on behalf of the
general public of the Sta-e.
Page 3 of 6
D:;P 42-0;8
frCM the D�_-.r..OT C �:.5��. .ac.i r`?Z.::it1r��-,n-+: "oCUf3St shall
i
clu::e all dccumentaticn, required `-y the DiPi.:-.TME';T as see fort;l
in paracraoh 18 of this L roject aarcem• _.nt. Ti1<? CEP::r^.Tiii:�T $hall
i
he notified `crthwith of an,: chance in the perscn or authority
Of" the duly authorized agent.
6. The FROjECT SPONSOR agrees to expend the sum of
$Inn,nno.no in cash or utilize the fair market value, or
a portion thereof, of donated or purchased, private real property,
previously approved by the DEP ART,"IENT for such purposes, as its
required program matching contribution. The PROJECT SPONSOR
further acrees to submit, at the request of t::e DEPARTMENT, any
and all required accounting records of documentation pertaining
to said contributions.
7. The PRO.;ECT SPOINSOP shall ccrinnenc_ construction of the
project in accordance with Exhibit "B" on or before June 30, 1983
and acrees to cc—:: late said ccnstructicn cn or before
June 30, 198-= Failure by the FROJECT SPO'ISOR to co,:.mence or
cc �pl�te de�.e1C. gent of the project by the aforementioned dates,
unless ameni:ed, shall be cause fcr the DEFz!,=�1E::T to terminate
the project acree-ent and demand refund of any contribution made
from the Florida Recreation Development Assistance Program.
8. The PROJECT SPO_TSOR, through .its duly authori: ed acent,
shall su:;mit to the DEP:,RT!'E.:T signed project status reports
every sixty (60) days sur=arizing the work acccmplished, problems
encountered, percentage of completion and other appropriate in-
formaticn. Photographs shall be submitted when appropriate to
reflect the wort: acccmplished unless waived in writing by the
DE:,.?RT:•:E::T'S project administrator.
9. Should the PROJECT SPCNSOR own the land described in
L:-:hibit ", the PPOJuCT SPC,;SOR acrees to dedicate said lard to
the public for recreational purposes in perpetuity. The PROJECT
SPONSOR further agrees that the execution o= this agreement by
the Executive Director of the Department of Natural Resources
shall conStitutc an acceptance o_ tI:e dedication on behalf of the
general rublic of the State.
Page 3 of 6 82-63A .
D.N 42-050,
stied carte a: h 4 of this ,�--�,.,�,_.n� � 7 • reason con-
vert- established -cr _ <, _ _ �, nor ten:
vert all or any, rorticn of the proaer` dc•scrin ibit "A"
or the facilities de -scribed in ...:alibi t "B" to other than the
recreational purposes set forth and d_scrihed in Paragraph 3,
the PROJECT SiO:I OR acre^_s to provide, at its sole expense, with-
out further contribution from the Florida Recreation Development
Assict.3nce Program, a replace-rcnt project of comparable quality
and si-e to that which was converted to other purposes, which
replacement shall be in close proximmity to the project and meet
with the approval of the DrP'_RT.: _T. In lieu of such replacement,
the PROJECT Sl' ODNSOR shall return to the DEPART'•iENT the entire
contribution from the Florida Recreation Development Assistance
Proaran.
11. Should the PROJECT SPONSOR elect to implement a user
fee system for the project, the SPONSOR shall -;—. =ose
such fees unl-o:' •Ely upon all uses with out retard to age, sex,
race, other Ccnditicn, or the political SL':.G+Vls10n in which
the user may reside.
12. The PROJECT SPONSOR agrees to provide the DEP:.RTL.X NT
with annual attendance reports at such time the project is
oened for use by the general public. Said attcndance reports
s..:all be sub itteci to the DE_.. '::E:Im duri^,g the month of July
of each vear and shall provide attendance records for a one
year period beginning on July 1, and ending on June 30 of the
previous year, such period constituting one fiscal year.
13. The Dr^:i::T::E:::': shhall have the right, througil its
agents, servants, .inci c'I:.t'1C1'i'C:, dosignated for that purpose, to
inspect the site of the project and the facilities thereon.
In addition to project ions, which shall be conducted
at any reasonable time, the DI PAI:'IMLN'T Shull have access to all
I
Page 4 of G
MII? Form 42-058
Revised 5-14-82
fin_-:ncial reccr:.s to the _ roj-z:t and the rIght to
a::::it such record-S. at any reasCnaolc t� C ,,tii_ch right shall .�.o
contAinuous until such audit is CC �Clt_'t^:� 'wit: out unreasonable
interference wit`: the o craticn of any of t; e facilities thereon.
1-A, This project agrecment a% be amended at the dis-
cretion of the DEP.:R " "'"T so long as such amendments are
pursuant to Section 375.021(3), Florida Statutes, and Chapter
16D-5, Part II, Florida Administrative Code. Amendments, which
do not substantially alter the project's intent or scope or the
amount of program funds awarded to the PROJECT SPONSOR by the
DEP'.R TM-_'NT' S Executive P.oard, shall be a_ proved by the DE? a,-
LIEN—' S Exec .five Director through delegation of authority.
Othcrvise, a_1 amcndments shall be a prcved by the D.. r°.i?J:•1a,i;1 S
15. The PROJECT SPONSOR agrees to save and hold harmless
the l`�E....._:;E::±', _tS offlCerS, ?Cents and employees from any and
all 1icbil_t4C5, C1':i7 S aCtiCnS ra:7taceJ, awards and judgements
no :utter hcw cccasicne and no ;latter what th.e amount, arising
frcm, the PI7:CJECT SPONSOR' S obligations ccntained herein to con-
struct-, operate and maintain the project.
16. The DEP:.: :—'_7NT shall have the right to demand a re=und
eit :�r in whole or part, of the funds provided to the PROJECT
StP-C:;SOR for .on -compliance tiiit.h the terms of this acreeme,rt and
the PROJECT SPONSOR upon notification from the DEP:%.T::S..T, agrees
to refund, and will forthwith pay, the amount of money demanded
--which payment shall be made directly to the DEPART:IENT.
17. The DEP AI'T. `.i:::T shall design: to a project `r -, a�?r.:inis.. atop,
whose n: I-,.c a:."7 ti.tle shall .~its cL]::.i:? ttC Ci to the P RojEcT SPC::CI P
resrcl:si'..1a for the cc.:,.pletion of th—_ project pur suan.t to tho pro-
v.sicn of this project acree:,..-nt. T`.:o PPC7rCT SPONSOR wall be
nctifit cd forthwith of any chances in the person or authority of. the
Cult' authorizr,i project aciniinisetrator.
Page 5 c* 6
1� ai.�' . .'.�V�.`^.a � . _.•�L•',, chi.... t.:e L._. . . •....�-� • t.,La�.:a�, �gC�QO
to ti:� fo1Io-,_n': s:ecia1 terms accnc_t-':,ns .nCC) r70rated as
mart o_` th;s aaruc_ment :
1. Guidelines and t.rocccurcs util iz`a_ in accountinc
for Ficrida 'R.ec:'c tion Development Assistance ~
Program fuI:ds s:lall .mil' `-'zned ry the,:grogram's
Grants Accountability Policy, dated May�14, 1922,
attached hereto and made part of this project
agreement as ExI-iiait "C" .
mar ies hereto have caused these
,aresents to be executed by the officers and agents thereunto
la;.fuI v authcrrsea.
• M
S':. c OF FLORIDa
p: r... ^_.�E ,T OF ,vr.'-'L?_.L
1
BV: Bv.
Dr. Eltcn J. Gissenc.anner
E:.ecutive Director
Attest:
r „roved as to
Form and Legality:
J
Its agent f"or this Purpose
Title
attest:
Effective Date:
?ace 6 of 6 ISZ—G ""
REPROGRAM -.:�t?:
�, -�•
Grants accountability Policy
'k
I. Purpose and lonlicability
1
This grants accountability policy establishes unio n guide-
lines and procedures to be utilized in accounting for grant funds
disbursed by the Department of Natural Resources under the Florida
Recreation Development Assistance Program. It sets forth principles
for determining eligible program costs, supporting documentation,
minimum reporting requirements and applies to all project sponsors
receiving funds through the program. Waiver or modification of the
eligible costs, supporting documentation or reporting requirements
may be made by the Department's Executive Director, or his designee,
provided that the approval for any such changes shall be evidenced
by an appropriate provision in the project agreement, or amendment
thereto.
II. Disbursement of Funds
Grant funds shall be disbursed by the Department directly to
project sponsors in accordance with good cash management principles,
on a reimbursement basis, and in no more than three installments.
The Department shall retain ten percent (10') of its obligation until
final completion and approval of the project. The retainage may be
modified or waived with justification and formal approval by Depart-
ment personnel who are authorized to execute the project agreement
or amendments.
III. Contract Classification
Program project agreements are defined as Actual Cost contracts
whereby project sponsors are reimbursed for a specified portion of
eligible project costs incurred in accomplishing the project required
by the Department.
IV. Purchases of Goods and/or Services
All purchases of goods and/or services for the accomplishment of
the project shall be negotiated, at a minimum, in accordance with the
provisions of Chapter 287, Part I, Florida Statutes and related Rules
of the Florida Administrative Code in effect at the time such pur-
chases are made except that single source or emergency purchases shall
be subject to authorization by the Department's project administrator
in lieu of the Department of General Services.
V. Elicible Costs, Sunoortin(T Documentation and Billing Guidelines
(a) Eliaible Costs - To be eligible for reimbursement under the
program, costs rust be necessary and reasonable for the effective
and ef_`icient of the project and be directly
May ly 1922
allocable thereto pursuant to program rules and regulations.
Costs must be incurred and work performed within the project
period with the exception of contractual planning costs,
Section 160-5.23 (6), Florida ,Administrati•.e Code, specifically
identified within the project aurcemcnt. Costs must be net of
all applicable credits such as ourchase discounts, allowances,
sales of scrap and income from incidental services. The follow-
ing paragraphs identify eligible and ineligible costs for
reimbursement.
1. Contractual Services.
a. Eligible - Costs of work performed by private or
independent contractors that is directly related to the
accomplishment of the project for a project sponsor.
b. Ineligible - Costs for work performed by private or
independent contractors pursuant to cost plus -or
contingency fee contracts including costs related to
obtaining program grant funds.
2. 'Material and Supplies.
a. Eligible - All costs of materials and supplies consumed
or expended in accomplishing the project including
direct purchases as well as withdrawals from the project
sponsor's stock.
b. Ineligible - Cost of small tools (shovels, saws, hammers,
drills, etc) and clothing or uniforms worn by employees.
Operating expendables or replacement parts purchased for
project sponsor owned equipment used on the project.
3. Donated Services, Materials, Supplies, Equipment, or Property.
a. Eligible - With written authorization by the Depart-
ment's project administrator, Office Chief or Division
Director, and Executive Director, as evidenced by the
project agreement, the fair market value of donated or
purchased real property may be used in the program,
pursuant to Section 16D-5.24, Florida Administrative
Code, as all or part of the project sponsor's obligation.
The project agreement shall clearly specif y the method
for which values will be assigned to the real property.
b. Ineligible - Values assigned to any donated property,
materials or services used in accomplishing the project
except for real property as noted above.
4. •In -Kind Services.
a. Ineligible - Expenses incurred by project sponsors for
personnel employed or equipment owned and maintained by
project sponsors.
S. Emnlov e P.,2nefit3, Tra`' l and Indirect -Costs.
a. Ineligible - Expenses incurred by project sponsors for
emuloyee benefits (FIC;, health insurance, worker's
May ly , 1922 G
compensation, etc.), travel and per diem associated
with the project and indirect costs for general
operating epenses (telephones, postage, utilities,
etc.) and general administrative expenses (Personnel,
Purchasing, etc.)
b. Sunnorting Documentation
1. Contractual Services - Services provided for pro-
ject sponsors by private or independent contractors
shall be evidenced by formal agreements or contracts
executed by all appropriate parties specifying the
exact terms and conditions. Competitive bid specifi-
cations and actual bids received shall be maintained
by the project sponsor. The selection and awarding
of contractual services by the project sponsor shall
be subject to the Department's approval pursuant to
Section 16D-5.28(5), Florida Administrative Code.
Appropriate records (i.e. contracts or invoices,
cancelled checks, etc.) shall be maintained by project
sponsors to support work and/or services performed
through contractual services.
2. Materials and Sunnlies
a. Direct Purchases - Vendor invoices shall be
maintained that include a description of the
items and quantity purchased, unit cost and
total cost, less applicable discounts. Invoices
shall also contain the delivery date and signa-
ture of a project sponsor employee assigned to
work on the project along with a description of
the general use for such materials or supplies.
Purchase orders, requisitions, cancelled checks
and competitive bid documentation as applicable,
shall be maintained as evidence of payment for
such purchases.
b. Project Sponsor Stock - Materials or supplies
taken from a project sponsor's stock or inven-
tory shall be supported by material requisitions
or other job order/project cost records signed
by the storekeeper and the project sponsor
employee assigned to work on the project. These
source documents shall describe items in detail
and identify the general use of such materials
t in the project. Appropriate records (i.e. vendor
invoices, cancelled checks, etc.) shall be main-
tainod to support unit costs of the materials
basted upon the project sponsor's normal method
of inventzry valuation. No.warehouse or over-
head cha= _ . s added sy the ~ro jeep sponsor shall
be allowed.
May 14,
0
3. Real ?;^pert•; - rppraisals or other docxientation
as required by the Department shall be maintained
and su:,mitted for review to support values
established for purchased or donated real property.
c. Billing. The project sponsor shall submit the program
reimbursement request for:, DNR Form 42-057, to the Depart-
ment in accordance with the program's funding formula de-
scribed in Section 16D-5-24.(6), Florida administrative
Code. This payment request form shall be accompanied by
the documentation or schedules specified below for those
costs that are to be made directly to the project sponsor
upon approval of the Department's project administrator
and Office Chief or Division Director. A certification
of completion, DNR Form 42-057, by a registered architect
or engineer and the project sponsor's project administra-
tor shall be required prior to the final disbursement of
funds, Section 16D-5.28(5), Florida Administrative Code.
In addition, a certification shall be required prior to
the final disbursement of funds by the Department from
the project sponsor's purchasing official that all such
purchases for the project were made, at a minimum, in
accordance with the provisions of Chapter 287, Part I,
Florida Statutes and applicable Rules of the Florida
Administrative Code in effect at the time the purchases
were made.
1. Contractual Services - The Contractual Purchases
Schedule, DNR Form 42-062, shall accompany payment re-
quests for reimbursement of contractual purchases.
The contractor's name, check or voucher number, cost
and general discription of work performed shall be
reported to the Department.
2. Materials and Suaolies.
a. Direct Purchases - The Direct :Material Purchases
Schedule, DNR Form 15-034(16), shall accompany
payment requests for reimbursement of direct .
material purchases. The vendor's name, check and
voucher number, cost, and general description of
items purchased shall be reported to the Qr3rt^ent.
b. Project Sponsor Stock - The Grantee Stock Material
Cost Schedule, DNR Form 15-035(16), shall accompar
payment requests for reimbursement of materials
utilized from the project sponsor's stock or in-
ventorics. The material requisition data and num
ber, general description or materials used and
applicable cost shall be reported to the cecartm nt
May 14, 1932
Page 4 of 10
e
3 • established for
.:es ; urchased
cr real prop -arty, Section ' S-3. 2s
Cc:.:?, shall be reported on
the nav-i.'-n.t rAruest _`-: r= only t'pcn '?rior written
consent of the D�2nartm,4,nt. The project sponsor
shall submit such doc';mcntation as required by the
Den-art-nent to support the values established for
such uronerty. .
VI. Alternate Billina Procedures.
a. The project sponsor may request advance Britten approval of the
Department's project administrator to submit other available
accounting records in lieu of the specified Department forms,
provided such alternate records contain the same detailed
information as required above in Section V.
b. The project sponsor may request advance written approval of the
Department's project administrator to engage independent
Certified Public Accountants to provide a review and compila-
tion of project costs presented in the same general cost
categories as contained on the reimbursement request form,
DN R 42-057. Such statements shall be accepted in lieu of the
other specified Department forms required above for Section V,
only if payment requests are withheld by the project sponsor
until completion of the project and submitted with the CPA's
report. The additional cost incurred by the project 'sponsor
for this alternate billing method shall not be eligible for
reimbursement.
VII. Services Provided by Affiliated Agencies.
If services are obtained or materials purchased from subunits
or divisions of the project sponsor, such costs shall be supported
and billed in the same manner as required for the project sponsor
and reimbursement shall be requested by and made to the project
sponsor by the Department.
VIII. Record Retention and Audits.
(1) Project sponsors shall retain all records in support of the
project costs included in the payment requests for three fiscal
years (project sponsor) after the fiscal year in which final
payment was made by the Department to the project sponsor.
(2) All records of the project sponsor in support of the project
cost included in payment requests stall be subject to review
by the Department, the Auditor General, Comptroller, federal
auditors or others who may be authorized to audit the records
of the Department which involves the project sponsor.
May r
Page 5 of to
IX. Forms.
Described 'celcw and attached are grant fcrms available to the
project sponsor from the Deoart.;ient. Copies moray be obtained from
the Department. There is no cost involved in procurring any of
these forms:
DNR 42-057 ................ Florida Recreation Development
Assistance Program Reimburse-
ment Request Form
Revised 6-16-81
DNR 42-065 ................ Direct LMaterial Purchases Schedule
5-82
DNR 42-064 ................ Project Sponsor Stock Material
5-82 Cost Schedule
DNR 42-062 ................ Contractual Purchases Schedule
5-82
Attachments
9
May 14, 1992
Page 6 o= to
Y.
F
Ccst Chli a=-crs Total C!: cat_Cr .s
5_"C? :zzt ze—t-'es` � .. ma
- o ate
a. Cc..._rac t•. all Cep i ices
ne'erina and/Cr ies4-:.2
2 / C_-ns r-.;c '
�. .'ter~r r���� .•f .�..b?__.r /
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ac=_c_ _ Cns a= ==tart �e ^rv-e== S=cr.scr, c a= =.._s re—'esc a-
J ....
CCnsc= l s =Cri "_'C^ :S
_Z _ .._ r
.. .a:� .�.._ —.r •r _..� :..a=. '—s ..Cr ~een .rece- i ,4 r ..: • ��
C .. _ .. mar : a: aa= , -., s
with _: a F_' c __a Ce-ar ne.^.0 c-: ;az-zraj R2scux es o n- •.._-C^eC
,ti��.: .... i••. JCrr.ices ..:.`•.. :._ r. a� vC:.�n=-�..:�.�.-ar+C .�-x� J.�. C.. .�C�y �.7 r'� .�..:._ ..... •.J_.�—
6z-tp :.
May 14, 1982
4. ?a•J TO:
C.
C-^s= a_r.s :a-z:a? C�'_ ca -,;cr.s
S_-c= :.d �Sc%,Qs`
lr
a.
zasizrl
C. _0ta IS
�__
1tz
�•-.,,.C•:��
d. _....r._ :` 5
:cr
-
C. Balance C'f
Stag
S I
c =-=:J =�a= -•--s r=�••es= _s cc�-=== :"=_ =^c _s _aseA ucon
C. recc;a ::v -= e =c= =cr.sc= , caa. _.._s -'es.:
and
cc .�.e':Cat_cr. _S r2C^ ''_
: ta_e :.ss nc= *-ee^ rece_:ems; _ -: a -=nd se= _cas
_: e -.. n= c= :'s=-_a_ Fescv- cis'
-z; ze
;•!3V . 19,;2
--ate-- -- -- - -- - }----
4. ?ay to _ ^1 `.`a =.:e na=e of the Sccnscr a ac= y 3s it wis. as
,-he S a 'wax= a:Z _ to Ca made =aym' Ia .
7. 'ecuest Cc•: erect - :icte the mates c- t. e : erlca t-- I —AS
`r'^"3st tc t :e C':..renz=a^"e5t. Z:=eensas _ :C ._:"a. '-a .5t the
C*__'_.^.t rec:es.. dust : al i +:i`..i_. ::-a ' a.'..'.:c.
O. items -i t: _a sec`i- cr. axe to .-.e dI3_ I a_ ed _ 6 `_,;o (2) ca=a^,cries
as a.:CNTl
a. gel_-e%._ _ar^.a_c ry.
c. ate" cc,, 7 -
l.:Ci_..8
will ae_ Q :a. CC:1 -he t--- ea o_ � ^j* e` t...��_o.._ ".r- _a-^ O4 (_/3) �
_esc=c_-used (2/3) cc .,_: -,-cn (1/3) . :he st_te
rec%-estcd mnusz nct exceed ^ :_ze
* :: the --al :ccal S.-.are _3 tz =1
`0 wiCa each recuest. :° all c= za= cs the
-1ccal Share is to cc�.�..r _ _ _:. lard .. (==chase o
dcnat-cn) these = a'__^. s :.0 nct a^^' _1. lnvrever, S ta=a ^.Cs
•�il� *e =e?e?sed cnly f"cr ^Yo;ect costs ins --reed to
the a=c •t...-.- c_ _.... .._=ms S. a c ..•�..
_s 4 :e
=_-scux=es ,:se.
A#
DEPARTMENT OF NATURAL RESOURCES
DIRECT MATERIAL PURCHASES SCHEDULE
1 (Date)
Grantee (Project)
Billing Period Billing #
DNR Division DNR Program
Check or General
Vendor Name voucher Number Cost Description
TOTAL
Certification: I hereby certify that the
purchases noted above were used in accomplishing
the project.
(--c tt Administrator Date
.)Nit 42-065
-1-82
4
I I
Certification: I hereby certify that invoices, cancelled ch�cl's, and
other purchasing documentation have been IiiiintainQd as re(itiLL011 to,
support the costs reported above and are available for audit LIP011
request.
�1 --f f -i c e r
Project rinanci16Date
r,1.1y 1.1, 1982
Page 8 of 10
uLrtf1�111L1V1' Ur NATURAL !(LbUUftUEb-
PROJECT SPONSOR STOCK MATERIAL COST SCHEDULE
Ua .ef
(Grantee)
Billing Period:
Division:
r,laterial Requisition
Date Number
4
Cort:ification: I hereby certify that the materials
retorted above were used in accomplishing this project.
•lrojcct A mini gtrator
ON 4 2 - 0 6 4
S-82
(Project)
Billing #:
DNR Program:.
General Description
material Cost
TOTAL $
Certification: I Hereby certify that detailed material
tions, job order costs sheets, cost allocation records rind oth-r
appropriate documentation have been maintained as re<ruired tn
support the material costs claimed above and are available for
audit upon request.
Date Project Financial Officer
Da t e ---
nay. 1.1, 111'32
race 9 of 10
piIzima Period
own Division
ooennuMomT OF macunxL nosounCss
coNTnaccOAL PURCHASES ScuooULo
Billing #
DNR Program
Check or
Description^ .
vrndor u^mc
vouclnc mvndbcc
_ {ost�
| ---^------------�
--�--
cncxL
p
'------- ----- -
ccctifbrntimo:»9zU"^`'^^^ hereby
that i»'»iccr'ic�u�'�l»`li`c�r''��'/nn'!
r,r'j[ica ti0vz hereby certify
that the
in
tcrcti[?
oc»cc pu/cu^"^ ~^^~— have -een
.)n,,� nv�'0 above wcz� oscu
|"`/'`
accomplishing
snypoct tile costs reported above
�z- �,�izau�e for au'/i�
and "-=
!,he project.
request.
---��[��El��I����[�l-�[[�[��
-__-�-��_��
x
`��-/vl�lvl�E��G�E�—�
. '
ua�c
Mn 42-062
w`v 1.1. 111`2
` oz
raqc 10 of 10