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SAFE NEIGHBORHOOD PARKS (SNP)
2009 FUNDING GRANT APPLICATION
Request for Proposals
Number SNP0809
MINIMUM FUNDS AVAILABLE:
$6,000,000
Applications must be submitted by:
2:00 p.m., Monday, July 20, 2009
Applications roust be submitted to:
Miami -Dade County
Stephen P. Clark Center
Clerk of the Board
I 1 'I NW 1St Street, RM 17-202
Miami, FL 33128
RFP SNPOS09 FUNDING APPLICATION
2009 SNP Funding
Grant Application Information and Instructions
Request for Proposals
SNP0809
1. General Information:
• Grant funds may be used for land acquisition and/or capital development of
public parks.
• Stand alone purchases must have a minimum life expectancy of 25 years.
• Grant funds shall be paid on a reimbursement basis.
• Grant funds require a dollar -for -dollar cash match for the requested scope of
work.
• Minimum request is $10,000 per projectlapplication.
• Public land leases must be a minimum of 25 unexpired years and not revocable
at will.
• All funds must be expended within one year after funds are allocated by the
Board of County Commission (BCC) to a stakeholder. There will be no
contract extensions.
THE GRANT FUNDS ARE GOVERNED BY THE SNP BOND PROGRAM
ADMINISTRATIVE RULES, AND SNP BOND ORDINANCE N0. 96-115 AS
AMENDED AND AS CODIFIED IN ARTICLE 3 OF CHAPTER 25B (AVAILABLE
ONLINE AT WWW.MIAMIDADE.GOV/GOVACTIONIHOME.ASP AND
WWW.MUNICODE.COM). ALL FUNDING APPLICATIONS MUST ADHERE TO THE
REQUIREMENT OF ORDINANCE NO 96-115 AND THE ADMINISTRATIVE RULES.
A COPY OF THE ADMINISTRATIVE RULES IS PROVIDED (ATTACHMENT E).
2. For each park project, submit one (1) original application and fifteen (15) copies of
Sections 1 -IV and Attachments A and B of this package. You may submit one
authorizing Resolution for all applications (for samples, see Attachment C for
government agencies and Attachment D for not-for-profit organizations).
When completing the Line Item Budget Form (Attachment A) for the SNP grant
funds requested, please round to the nearest hundred and budget on cash basis.
All pages of the original application and each copy must be submitted on
pre -punched 3 -hale paper.
3. A pre -proposal conference has been scheduled for Thursday, June 25, 2009 at
2:00 p.m. at the Stephen P. Clark Center, 111 N.W. 1 Street, 181' Floor, Room 18-
3. Applicants should submit questions in writing to the Office of Capital
Improvements, Safe Neighborhood Parks Bond Program in advance. of the pre -
proposal conference.
Should you require a sign language interpreter or materials in accessible format for
this pre -proposal conference, please call the DPM ADA Coordinator at
305.375.1564 at least five days in advance.
4. Pursuant to Section 2-11.1(t) of the Miami -Dade County Code, as amended, a
"Cone of Silence" is imposed upon each Request for Proposal (RFP) or Request
RFP SNP0809 FUNDING APPLICATION
for Qualification (RFQ) after advertisement and terminates at the time the Mayor
and/or County Manager issues a written recommendation to the Board of County
Commissioners. The Cone of Silence prohibits any communication regarding
RFPs or RFQs between, among others:
a. Potential proposers, service providers, lobbyists or consultants and the
County's professional staff including, but not limited to, the County Manager
and the County Manager's staff, the Mayor, County Commissioners or their
respective staffs;
b. The Mayor, County Commissioners or their respective staffs and the County's
professional staff, including, but not limited to, the County Manager and the
County Manager's staff; or
c. Potential proposers, service providers, lobbyists and/or consultants, any
member of the County's professional staff, the Mayor, County Commissioners
or their respective staffs and any member of the respective selection
committee.
The provisions do not apply to, among other communications:
d. Oral communications with the staff of the Vendor Assistance Unit, the
responsible Procurement Agent or Contracting Officer, provided the
communication is limited strictly to matters of process or procedure already
contained in the solicitation document;
e. Oral communications at pre -proposal conferences, oral presentations before
selection committees, contract negotiations during any duly noticed public
meeting, public presentations made to the Board of County Commissioners
during any duly noticed public meeting; or
f. Communications in writing at any time with any County employees, official or
member of the Board of County Commissioners unless specifically prohibited
by the application RFP or RFQ documents.
When the Cone of Silence is in effect, all potential vendors, service providers,
bidders, lobbyists and consultants shall file a copy of any correspondence
concerning the particular RFP, RFQ or bid with the Clerk of the Board, which shall
be made available to any person upon request. The County shall respond in
writing (if County deems a response necessary) and file a copy with the Clerk of
the Board, which shall be made available to any person upon request. Written
communications may be in the form of an e-mail to vrubert(&miamidade.gov, with a
copy to the Clerk of the Board at CLERKBCGaMIAMIDADE.GOV. All written
questions must be received by July 2, 2009.
In addition to any other penalties provided by law, violation of the Cone of Silence
by any Proposer shall render any RFP award or RFQ award voidable. Any person
having personal knowledge of a violation of these provisions shall report such
violation to the State Attorney and/or may file a complaint with the Ethics
RFP SNP0809 FUNDING APPLICATION 3
Commission. Proposers should reference Section 2-11.1(t) of the Miami -Dade
County Code for further clarification.
This language is only a summary of the key provisions of the Cone of Silence.
Please review Miami -Dade County Administrative Order 3-27 for a complete and
thorough description of the Cone of Silence.
5. Applicants will be notified when the Safe Neighborhood Parks Citizens' Oversight
Committee (SNPCOC) will review the applications. Applicants should plan to
attend to answer any questions the Oversight Committee may have.
All applicants will be notified in writing when the County Mayor or the Mayor's
designee makes an award recommendation.
The contact for this Application process is:
Name and Title: Veronica Rubert
Name of Agency: Office of Capital Improvements
Safe Neighborhood Parks Bond Program
Address: Stephen P. Clark Center
111 N.W. 1st Street, Suite 2130
Miami, FL 33128
Telephone: 305.375.3958
E-mail Address: vrubert(a_miamidade.aov
6. The line item budget must be submitted with a Budget Justification Form
(Attachment B) for the Construction; Fixtures, Furniture and Equipment (FF&E);
and Pre -Agreement Expense line items. The budget justification should provide
detailed descriptions of the project elements.
a. Construction: The line item justifications for each construction element must
include verifiable details consistent with the approved scope of work.
Justification for Construction must include a narrative description of the type of
work to be done.
b. Fixtures. Furniture, and Equipment (FF&E): The line item justifications for
FF&E must include verifiable details • regarding quantity and type of FF&E
funded. Reimbursement of FF&E is contingent upon prior approval by the
SNPCOC Monitoring, Auditing and Administrative Rules (MAAR)
Subcommittee, ifa detailed list is not approved as part of this application.
FF&E as part of a construction project is defined as:
1) Fixtures — items permanently affixed to the park building or property, e.g.,
outdoor grills, benches, doors, restroom stalls, air conditioning units, etc.
2) Furniture -- indoor furnishings needed to allow proper use of a building, e.g.,
desks, chairs, tables, workstations, etc.
3) Equipment — non -consumable tangible property with a life of at least one (1)
year and directly related to the funded project.
RFP SNP0609 FUNDING APPLICATION
c. Pre -Agreement Expense Pre -Approval Revuirement:
The line item justification for pre -agreement expenses must be approved as
part of the application process. In accordance with the SNP Administrative
Rules, pre -agreement expenses may not be dated earlier than one (1) year
prior to the application date, unless previously approved by the SNPCOC. The
justification for pre -agreement expenses must include detailed description of the
pre -agreement expense, reason why pre -agreement expenses were incurred
and the earliest date pre -agreement expenses were incurred.
7. Grants are awarded to government agencies and legally incorporated non-profit
organizations located in Miami -Dade County, who and hold 501(c)(3) designation
from the Internal Revenue Service. Reviewers are looking for well-planned capital
projects that meet a pressing need, display broad support, will be completed
promptly and, once completed, are managed successfully. Furthermore, reviewers
have an interest in the exact plan for how the County's money and its requisite
match shall be utilized in the proposed project, and the applicant's ability and
"readiness" to administer and complete the project.
The SNPCOC will evaluate the applicants using the following criteria:
a. Readiness as indicated by the quality of the architectural/engineering study
and/or equipment specifications and professionally developed price quotes
for total project;
b. Project description, objectives, and goals;
c. Feasibility and appropriateness of the budget and commitment and size of
public and private match;
d. Applicant proposes a reasonable and realistic project timeline and logistics;
e. Impact of project on the organization's operational and programmatic
capacity to establish and/or sustain the facility or property.
B. Required attachments to be submitted prior to execution of grant agreement
include, but may not be limited to:
a. Project location map.
b. Evidence of adequate land tenure (deed, lease, etc.)
c. If an application for land acquisition is submitted by a not-for-profit
organization, documentation of acceptance of the land by a public agency is
required.
d. Any existing or proposed agreement, lease, management contract or similar
arrangement with a non-governmental entity that relates to the project or
RFP SNP0809 FUNDING APPLICATION
project site. Lease must be for a minimum of 25 unexpired years and not be
revocable at will.
e. Documentation of committed cash match funding.
f. Site Plan, if available.
g. Authorizing Resolution {samples: ATTACHMENT C for governmental
agencies and ATTACHMENT D for not-for-profit organizations}.
h. Any additional information in support of this application as required by the
SNPCOC or its Sub -Committees.
Timetable
June 15, 2009
RFP Available at 2 p.m.
June 25, 2009
Pre -proposal conference 2 p.m.
July 20, 2009
Application Deadline by 2 p.m.
August 13, 2009
SNPCOC Review Applications
August 20, 2009
Present SNPCOC Recommendations to the
Mana er
October 2009
Recreation, Culture & Tourism Committee
November 2009
Board of County Commissioners
RFP SNP0809 FUNDING APPLICATION
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SAFE NEIGHBORHOOD PARKS (SNP) BOND PROGRAM
2009 FUNDS GRANT APPLICATION
RFP Number SNP0809
SECTION I— APPLICANT INFORMATION
Date:
Applicant (Agency Name):
Co -Applicant (Agency Name) if applicable:
Contact Person: Title:
E-mail Address.
Mailing Address:
City: State: FL Zip:
Telephone: Fax:
SECTION II -- GRANT REQUEST OVERVIEW
A. Grant Title (Project Name):
B. Project/Land Address:
C, County Commission District in which project/land is located:
D. Brief Grant Description:
RFP SWORE) FUNDING APPLICATION T
0
E. Indicate total funding request. (dollar -for -dollar cash match required)
Funding Amount
SNP Grant Request minimum $10,000 perapplication) $
Cash Match Committed (attach proof of match; approved $
bud e# a e
F. Type of Grant Request (please check only one per application):
1) Discretionary Funding — Park Development, Land Owned ❑
2) Discretionary Funding — Park Development, Land Leased by Applicant ❑
Term of Lease:
3) Pre Agreement Land Acquisition Funding - Land Acquisition ❑
G. Project Readiness for Type of Grant Requested in Section F
IU:ag-
Property Identification
Willing Seller Determination
Appraisals
Acquisition
Method of Acquisition:
Planning
Schematic Designs
Construction Drawings
Construction
H. Can the project be completed within a year after the BCC allocates the funds? (the BCC is
expected to allocate the funds in November or December 2009) Yes ❑ No ❑
SECTION III — CONS TRUCTIONIOPERATING COMMITMENTS
A. Describe basis or justification for cost estimate:
B. Are additional funds required for this project? Yes ❑ No ❑
If yes, how much? $,
1) List other anticipated funding sources and amounts anticipated:
RFP SNP0809 FUNDING APPLICATION
8
2) Explain how these other funding sources will be used to complete or expand the SNP
bond -funded grant or total project:
3) If any other funding sources fail to materialize, how will that affect the SNP bond -
funded grantor total project:
C. Upon completion, will the work funded by this grant result in increased or new annual
maintenance, operation or programming costs? Yes ❑ No ❑
If yes, who will assume the increased costs?
SECTION IV — APPLICANT CERTIFICATION
l hereby certify the infonnation provided in this Safe Neighborhood Parks Bond Program 2009
Funds Grant Application and all attachments are true and correct. 1 also agree, as a condition
of the grant, to execute a Grant Agreement and to comply with all terms and conditions of that
Grant Agreement, SNP Bond Ordinance No. 96-915 and SNP Administrative Rules.
I further certify that l am authorized to apply for this grant on behalf of the applicant.
Signature of Authorized Applicant Representative Date
Type or Print Name
Title
Signature of Authorized Co -Applicant Representative Date
Type or Print Name
RFP SNP0809 FUNDING APPLICATION
Title
LINE ITEM BUDGET FORM ATTACHMENT A
Total SNP % of
BUDGET ITEMS Grant Request Expense
PLANNING
DESIGN
PROJECT ADMINISTRATION
PRE -AGREEMENT SOFT COSTS
TOTAL SOFT COSTS*
LAWBUILDING ACQUISITION
CONSTRUCTION (list below by element with quantities)
PRE -AGREEMENT CONSTRUCTION COSTS
TOTAL CONSTRUCTION
FIXTURES, FURNITURE and EQUIPMENT (FF&E)
BUDGET TOTAL
* The combination of planning, design, project administration and pre -agreement soft
Costs cannot exceed 17% of total request.
RFP SNIP0809 FUNDING APPLICATION 10
BUDGET JUSTIFICATION ATTACHMENT B
PRE -AGREEMENT SOFT COSTS BUDGET
CONSTRUCTION LINE ITEMS BUDGET
RFP SNP0809 FUNDING, APPLICATION 11
SAMPLE RESOLUTION FOR PUBLIC AGENCY ATTACHMENT C
Agenda Item No.
RESOLUTION NO. R -
RESOLUTION OF [PUBLIC AGENCY] AUTHORIZING
APPLICATION FOR GRANT FROM THE SAFE
NEIGHBORHOOD PARKS BOND PROGRAM
WHEREAS, the citizens of Miami Dade County have authorized the issuance of
general obligation bonds (the "Bonds) for the purpose of financing capital improvement
programs for certain parks, beaches, natural areas and recreation facilities; and
WHEREAS, to implement and give effect to the bond program, Miami Dade
County, Florida enacted Ordinance No. 96-115, the Safe Neighborhood Parks
Ordinance (the "Ordinance"); and
WHEREAS, it is necessary and desirable to improve the quality of life, to benefit
property values, to promote prevention of juvenile crime by providing positive
recreation opportunities, and to improve the recreation facilities for youth, adult, and
senior citizens in this community through the improvement of our parks and natural
areas; and
WHEREAS, in order to foster those important values, the projects more
specifically listed below have been identified for reimbursement pursuant to the terms
of the Ordinance; and
WHEREAS, pursuant to the terms of the Ordinance, the passage of this
resolution and the acts contemplated by this resolution are conditions to obtaining a
grant; and
RFP SNP0809 FUNDING APPLICATION 12
Agenda Item No.
Page 2
WHEREAS, [Public Agency] wishes to make application for the grant monies for
the projects listed below subject to all terms and conditions of the Ordinance.
BE IT RESOLVED BY THE [PUBLIC AGENCY]:
Section 1. [Public Agency] hereby authorizes [City Manager or other
Executive] to make application for a grant for the projects and in the amount listed
below, and in connection with such application to execute such grant agreement and
other contracts and documents, to expend Safe Neighborhood Parks bond funds
received for the purposes described in the funding request, to execute any necessary
amendments to the grant application and contracts, and take such other acts as may
be necessary to bind the [Public Agency] and accomplish the intent of this resolution.
Application shall be made with respect to each of the following projects (the "Projects*)
in the amounts set forth below.
Grant Title
Total Grant
Section 2. [Public Agency] shall complete each of the Projects in accordance
with the terms of the grant agreement, the Ordinance, and the administrative rules
authorized by the Citizens' Oversight Committee (the "Committee") to implement the
Ordinance. If the total cost of a Project exceeds the value allocated in the grant, then
[Public Agency] will provide any supplemental funds required to complete the Project.
RFP SNP0809 FUNDING APPLICATION 13
Agenda Item No.
Page 3
In the event that supplemental funds are necessary for the completion of the Project,
as of the point in time that it is known that supplemental funds are needed, [Public
Agency] will demonstrate that such supplemental funds have been committed to the
Project prior to and as a condition of disbursement or further disbursement of grant
funds. The requirement for [Public Agency] to provide any supplemental funds
required to complete the Project may, at the sole discretion of the Committee, be
modified in whole or in part by a reduction in scope of work consistent with the
Ordinance.
Section 3. [Public Agency] recognizes and directs that any beach, park, or
other public facility acquired, developed, rehabilitated or restored with bond funds,
including the Projects, shall be open and accessible to the public without
discrimination as to race, color, gender, age, religion, belief, residence, natural origin,
marital status or disability.
Section 4. To the extent allowed by law, [Public Agency] shall commit any
and all funds which may be required to operate, maintain and provide programming at
each park project upon its completion.
Section 5. No substitution in capital project funding by the [Public Agency]
shall occur as a result of the grant for which [Public Agency] is applying.
The foregoing resolution was offered by Board Member
Board Member
, who moved its adoption. The motion was seconded by
and the vote was as follows:
RFP SNP0809 FUNDING APPLICATION 14
SAMPLE RESOLUTION FOR ATTACHMENT D
NOT-FOR-PROFIT ORGANIZATION
Agenda Item No.
RESOLUTION NO. R -
RESOLUTION OF [NOT-FOR-PROFIT ORGANIZATION]
AUTHORIZING APPLICATION FOR GRANT FROM THE
SAFE NEIGHBORHOOD PARKS BOND PROGRAM
WHEREAS, the citizens of Miami Dade County have authorized the issuance of
general obligation bonds (the "Bonds) for the purpose of financing capital improvement
programs for certain parks, beaches, natural areas and recreation facilities; and
WHEREAS, to implement and give effect to the bond program, Miami Dade
County, Florida enacted Ordinance No. 96-115, the Safe Neighborhood Parks
Ordinance (the "Ordinance"); and
WHEREAS, it is necessary and desirable to improve the quality of life, to benefit
property values, to promote prevention of juvenile crime by providing positive
recreation opportunities, and to improve the recreation facilities for youth, adult, and
senior citizens in this community through the improvement of our parks and natural
areas; and
WHEREAS, in order to foster those important values, the projects more
specifically listed below have been identified for reimbursement pursuant to the terms
of the Ordinance; and
WHEREAS, pursuant to the terms of the Ordinance, the passage of this
resolution and the acts contemplated by this resolution are conditions to obtaining a
grant; and
RFP SNP0809 FUNDING APPLICATION 15
Agenda Item No.
Page 2
WHEREAS, [Not -For -Profit Organization] wishes to make application for the
grant monies for the projects listed below subject to all terms and conditions of the
Ordinance.
BE IT RESOLVED BY THE [Not -For -Profit Organization]:
Section 1. [Nat -For -Profit Organization] hereby authorizes [Board President
or other Executive] to make application for a grant for the projects and in the amount
listed below, and in connection with such application to execute such grant agreement
and other contracts and documents, to expend Safe Neighborhood Parks bond funds
received for the purposes described in the funding request, to execute any necessary
amendments to the grant application and contracts, and take such other acts as may
be necessary to bind the [Not -For -Profit Organization] and accomplish the.intent of this
resolution. Application shall be made with respect to each of the following projects
(the "Projects") in the amounts set forth below.
Grant Title Total Grant
Section 2. [Not -Far -Profit Organization] shall complete each of the Projects
in accordance with the terms of the grant agreement, the Ordinance, and the
administrative rules authorized by the Citizens' Oversight Committee (the
"Committee") to implement the Ordinance. If the total cost of a Project exceeds the
value allocated in the grant, then [Not -For -Profit Organization] will provide any
supplemental funds required to complete the Project. In the event that supplemental
RFP SNP0809 FUNDING APPLICATION 16
Agenda Item No.
Page 3
funds are necessary for completion of a Project, as of the point in time that it is known
that supplemental funds are needed [Not -For -Profit Organization] will demonstrate that
such supplemental funds have been committed to the Project prior to and as a
condition of disbursement or further disbursement of grant funds. The requirement for
[Not -For -Profit Organization] to provide any supplemental funds required to complete
the Project may, at the sole discretion of the Committee, be modified in whole or in
part by a reduction in scope of work consistent with the Ordinance.
Section 3. [Not -For -Profit Organization] recognizes and directs that any
beach, park, or other public facility acquired, developed, rehabilitated or restored with
bond funds, including the Projects, shall be open and accessible to the public without
discrimination as to race, color, gender, age, religion, belief, residence, natural origin,
marital status or disability.
Section 4. To the extent allowed by law, [Not -For -Profit Organization] shall
commit any and all funds which may be required to operate, maintain and provide
programming at each park project upon its completion.
Section b, No substitution in capital project funding by the [Not -For -Profit
Organization] shall occur as a result of the grant for which [Not -Far -Profit Organization]
is applying.
The foregoing resolution was offered by Board Member
Board Member
, who moved its adoption. The motion was seconded by
and the vote was as follows:
RFP SNP0809 FUNDING APPLICATION 17
ATTACHMENT E
SAFE NEIGHBORHOOD PARKS BOND PROGRAM
ADMINISTRATIVE RULES
SECTION 'I. BACKGROUND
These administrative rules govern the implementation of the Safe Neighborhood Parks
Ordinance No. 96-115 (the "Ordinance"). In accordance with Section 5(bX4) of the
Ordinance, the original rules were prepared and adopted by the Citizens' Oversight
Committee defined in the Ordinance (the "Committee") following public workshops
held throughout the County and subsequent revisions adopted by the MAAR
Subcommittee.
SECTION 2. SCOPE
These administrative rules have been prepared to address those programs identified
in the Ordinance as "Municipal per capita allocation and direct grants for specific
projects", as more particularly defined in Section 3(a) of the Ordinance, the "Grants for
Specific Regional Projects", as more particularly defined in Section 3(b) of the
Ordinance, and "Challenge Grants", as more particularly defined in Section 3(c) of the
Ordinance (collectively, the "Covered Projects") and Interest Earnings Grants.
SECTION 3. GENERAL
Miami -Dade County administers all programs established under the Ordinance.
Grant Recipients for Covered Projects are required to follow these administrative rules.
Failure to do so may lead to disqualification.
Additional administrative rules and/or application materials may be obtained by
contacting the Office of Safe Neighborhood Parks. All inquiries, correspondence and
Grant Applications should be addressed to:
Citizens' Oversight Committee
Miami -Dade County
Office of Capital Improvements
111 N.W. 1 Street, Ste, 2130
Miami, Florida 33128
Attention: Veronica Rubert
SECTION 4. DEFINITIONS
The following is a list of terms and definitions that are used in these administrative
rules:
"Acquisition" means the act of obtaining real property or interests and rights in real
property by various legal means to serve public outdoor recreation purposes.
RFP SNP0809 FUNDING APPLICATION 18
"Applicant" means a Public Agency or Not -for -Profit Organization, which submits an
application for Safe Neighborhood Parks bond funds during an announced Application
Submission Period.
"Application Submission Period" means the formally announced period of time for
the submission of applications in a given Funding Cycle.
"Committee" means the Citizens' Oversight Committee that is appointed by the Dade
County Board of County Commissioners to administer the Safe Neighborhood Parks
capital improvement program.
"MAAR Subcommittee" means the Monitoring, Auditing & Administrative Rules
Subcommittee, appointed by the Chair of the Committee to monitor the fiscal activities
of the bond program and periodically review the Administrative Rules.
"GR Subcommittee" means the Grant Review Subcommittee, appointed by the Chair
of the Committee to perform the initial review of grant applications for recommendation
to the Committee for potential award.
"County" means Miami -Dade County, Florida.
"Development" means the act of physically improving an area, facility, resource or
site to increase its ability or capacity to serve public recreation and conservation
purposes.
"Fixtures, Furniture and Equipment (FF&E)" means 1) Fixtures — items that are
permanently affixed to the park building or property, i.e., outdoor grills, benches,
doors, bathroom stalls, A/C units etc.; 2) Furniture -indoor furnishings needed to allow
proper use of a building, i.e., desks, chairs, tables, workstations, etc., and 3)
Equipment - non -consumable tangible property with a life of at least one year and be
directly related to the funded project, bleachers for courts, audio/visual equipment for
community rooms, computers for computer labs, portable basketball goals for
gymnasiums, etc.
"Funding Cycle" means the time between the opening of an Application Submission
Period and execution of a Grant Agreement by the County.
"Grant" means Safe Neighborhood Parks bond funds approved for use by an
Applicant for implementation of a Project pursuant to these rules.
"Grant Agreement" means an executed contract between the County and a Grantee
setting forth -mutual obligations regarding a Grant.
"Grant Application" is the process described in these rules to make a formal request
for Grant funds that commences upon submission by an Applicant of a Grant
Application Form and ends upon the execution of a Grant Agreement or a decision not
to fund.
"Grant Application Form" means the form provided by the Office of Safe
Neighborhood Parks, the submission of which commences the Grant Application
process.
RFP SNP0809 FUNDING APPLICATION 19
"Grantee or Grant Recipient" means a Public Agency or Not-for-Profit Organization
receiving a Grant.
"Match" means cash available in an amount equal to that awarded from the Safe
Neighborhood Parks bond program.
"Not-for-Profit Organization" means any legally incorporated not-for-profit
organization created under the laws of the State of Florida (the "State") and
designated as a tax exempt entity by the United States Internal Revenue Service,
which has among its purposes the provision of park and recreation services, gang
prevention and intervention, tree-planting, or the conservation and preservation of
lands for park, natural areas, scenic, historic, or open spaces.
"Ordinance" means the Safe Neighborhood Parks Ordinance No. 96-115.
"Parks" means those areas of public land set aside for aesthetic, educational,
recreational, or cultural use by the citizens of the County and the general public.
"Pre-agreement Expenses" means eligible expenses identified in Section 6(B) of
these rules incurred by a Grantee for accomplishment of a Project prior to full
execution of a Grant Agreement. Effective October 9, 9999 Pre-agreement
Expenses are limited to one (1) year prior to the application date of subsequent
bond sales, unless previously approved by the Committee.
"Project" means work that is the subject of a Grant Application.
"Public Agency or Public Agencies" means an agency or agencies or administrative
division or divisions of the United States government, the State of Florida, the County,
or any municipality within the County.
"Soft Costs" means those costs NOT related to construction material, labor,
equipment or construction sub-contractors. Soft Costs for the purpose of this Program
are classified by the following three areas:
• Project Administration - Grant Administration, Project Management (not related to
construction supervision), Indirect costs(accountingipurchasinglpersonnel, etc.),
Imposed fees (e.g. PSA selection/B&Z processing fees)
• Planning Services - Master Plan development and approval, Feasibility Studies
• Design Services - Schematic design, Design development, Construction
documents, Bidding or Negotiation, As Built Drawings
"DMSA" means Unincorporated Municipal Service Area of the County, for which the
County provides municipal services.
SECTION 5. FUNDING CYCLES; GRANT APPLICATION SUBMISSION
PERIODS
A Funding Cycle shall be established by the Committee on an annual basis related to
RFP SNP0809 FUNDING APPLICATION 20
the sale of bonds, provided there are Safe Neighborhood Parks bonds remaining to be
sold. Each Project determined by the Committee and the Board of County
Commissioners to be eligible may be funded during one or more Funding Cycles.
Each Safe Neighborhood Parks Project is funded through a Grant. Eligible Public
Agencies and Not -for -Profit Organizations must apply for these Grants. Grant
Agreements between the county and approved Applicants implement the Grants.
Grant Applications shall be delivered on or before the last day of the announced
Application Submission Period. The County shall publicize each Application
Submission Period and other pertinent application information at least one (1) month
prior to the deadline for submission of the Grant Application, unless otherwise waived
by the Committee. The County may announce an additional Application Submission
Period if funds remain or become available after the preceding Application Submission
period is complete. Each Application Submission period shall be publicly announced
in newspapers of general circulation in the County.
SECTION 6. GRANT APPLICATION
A) Complete Grant Application. An Applicant must submit a complete Grant
Application in order to receive an Award. A complete Grant Application means one
that meets all the requirements of the Ordinance and these rules and is supported
by proper documentation. Proper documentation includes all documentation
reasonably required by the Committee or the County to enable determination of
Project costs and compliance with the Ordinance. Such documentation shall
include:
1) Completed Application Form.
2) Completed Line Item Budget. The line item budget must be submitted with
budget justifications for the Pre Agreement Soft Cost, Pre Agreement
Construction, Construction and Fixture, Furniture and Equipment line
rtems. The justification should provide detailed descriptions of the project
elements. Reimbursement for FF&E is contingent upon prior approval by
the MAAR Subcommittee (see Section 913-19).
3) Letter(s) of commitment for matching funds equal to the grant request as
required by the application.
4) Projected completion date for the Project.
5) Project location map.
6) For Development Projects, certification of ownership by the Public Agency or
evidence of land tenure sufficient to satisfy the Committee that the project
complies with the terms of the Ordinance.
7) A Public Agency shall submit a resolution, which at a minimum: (i) authorizes
the execution of the Grant Agreement; (ii) commits the Public Agency to
complete the Project; (iii) as applicable, commits the Public Agency to provide
RFP SNP0809 FUNDING APPLICATION 21
operating, maintenance and programming funds upon completion of the Project,
to the extent allowed by law; and (iv) provides that the Grant shall not be used
in substitution of other capital project funding.
8) A Not -for -Profit Organization shall submit a board resolution which at a
minimum: (1) authorizes the execution of the Grant Agreement; (ii) commits the
organization to complete the Project; (iii) and as applicable, commits the
organization to provide operating, maintenance and programming funds upon
completion of the Project.
9) An Applicant may request funding for a major Project in phases. Each phase
shall constitute a distinct portion of the proposed Project. Each Applicant
requesting funding for a Project in phases shall commit to completing the
Project as defined in the Grant Agreement unless otherwise modified by
approval of the Committee in accordance with these rales and the Ordinance.
B) Pre -agreement Expenses. The incurring of Pre -agreement Expenses creates no
obligation on the County to execute a Grant Agreement or otherwise satisfy those
expenses. However, prior to the effective date of the Grant Agreement, a recipient
may incur eligible Pre -agreement Expenses as defined in Section 4., and then after
the effective date of the Grant Agreement be reimbursed for those costs, provided
that:
1) The costs and activities are funded as part of the Grant award and are in
compliance with the requirements of the Ordinance and these rules.
2) The Pre -agreement Expenses for Series 97, 98 and 99 were incurred after July
26, 1996 and before the effective date of the contract.
3) The Pre -agreement Expenses for ail subsequent Series (after Series 99) were
incurred no earlier than one (1) year prior to the application date, unless
previously approved by the Committee.
SECTION 7. ELIGIBILITY REQUIREMENTS (CHALLENGE GRANTS)
In order to be eligible for award under the construction and/or development of youth
recreation and service facilities the Ordinance requires that the park, recreation and
open space acquisition and development occur in or serve areas which "are identified
as economically and/or socially disadvantaged consistent with Federal guidelines,
where at least 51 percent of residents live at or below 80 percent of the County's
medium income, and which possess a documented deficiency in recreation and open
space opportunities defined as the difference between area supply and demand for
facilities, programs and services.
SECTION 8. ELIGIBILITY DETERMINATION
Following closure of an Application Submission Period, the Subcommittee will review
each Grant Application for funding eligibility and determine the eligibility or ineligibility
of each of its Grant Applications. The Committee may declare a Grant Application to
RFP SNP0809 FUNDING APPLICATION 22
be:
A. Ineligible. Declaration that a Grant Application is ineligible.
B. Conditionally Eligible. The Committee may determine that a Project is eligible
for funding upon satisfaction of specified conditions. In the event that conditional
approval is given, Committee staff shall verify that the conditions have been
satisfied prior to disbursement of any bond funds.
C. Eligible. Declaration that a Grant Application is fully eligible.
SECTION 9. GRANT ADMINISTRATION & REIMBURSEMENT POLICY
A) As a condition of award of a Grant the County and the Grantee shall enter into a
Grant Agreement which sets forth the responsibilities and duties of each regarding
administration of the approved Project and approved Grant. The Grant Agreement
shall specify the Project's beginning and end dates and shall incorporate such
other terms and conditions as may be required by particular circumstances.
B) Payment. Grantees are paid allocated Grant funds subject to the following
conditions:
1) Cost of issuance of Bonds. Not more than one percent (1 %) of the value of
each Grant award may be earmarked for all costs incidental to the
preparation, issuance and administration of the Safe Neighborhood Parks
bonds.
2) Timing. Project costs eligible for reimbursement shall be incurred between
the effective date of, and the Project completion date identified in, the Grant
Agreement with the exception of Pre -agreement Expenses.
3) Soft Cost Limits. Project Planning, Design and Administration, as defined in
Section 4, are eligible Project soft costs provided that bond proceeds utilized
to pay for such costs do not exceed seventeen percent (17%) of the total
bond proceeds allocated to a given Project. Where a major Project is funded
in phases, this cost limit may not necessarily apply to each individual Project
phase, but must apply to the total allocation for the Project.
4) Grantees will use their own procurement procedures, which reflect applicable
Federal, state and local laws and regulations.
5) Grantees are responsible for managing the day-to-day operations of Grant
supported activities. Grantees must monitor Grant supported activities to
assure compliance with the Ordinance, these rules, the Grant Agreement,
and all applicable Federal, State, and local requirements.
6) Payments to the Grantee may be withheld at any time that the Grantee fails to
comply with Grant award conditions. Funds withheld for failure to comply with
Grant award conditions but without suspension of the Grant shall be released
to the Grantee upon subsequent compliance.
7) Completion of the authorized signature.form (Exhibit A).
RFP SNP0809 FUNDING APPLICATION 23
8) In general, payment shall be made on a reimbursement basis. A Grant
Recipient may, upon submission of a Request for Advance Payment form
(Exhibit B), receive an advance payment of up to 25% of the value of the Safe
Neighborhood Parks bond funds awarded for the subject Project. All
advance payments received by a Grantee shall be maintained in a
separate Interest bearing account and may not be co -mingled with other
funds. All advances must be fully accounted for within one (1) year of
the date of the approval and before subsequent reimbursement
requests are paid. The grantee will be required to close the account and
submit a check to the County for the interest earned accompanied by an
Interest Eamed on Advance Form (Exhibit C). Upon receipt of the check and
supporting documentation all subsequent reimbursement requests can be
paid. Checks must be made payable to Miami -Dade County Board of County
Commissioners and forwarded to the Office of Safe Neighborhood Parks.
9) Grantees must submit reimbursement requests on a quarterly basis,
December 31, March 31, June 30 and September 30. If a Grantee is unable
to submit a reimbursement request by the quarterly deadline, a written
justification indicating the reason for the delay and expected submission date
is required to be submitted by the deadline. Failure to comply with this
requirement shall render the Grantee in non-compliance with the
Administrative Rules and may result in reduction or forfeiture of
payment, at the discretion of the MAAR Subcommittee.
10) Grantees shall complete, sign, and submit to the County Reimbursement
Request forms as necessary (Exhibits D through H). All Contractual
Services/Direct Payment and FF&E reimbursement requests must be
accompanied by supporting documentation (i.e., copies of invoices, receipts
and check payments). Grantees are required to submit requests for
reimbursement within six months or two quarters following the date in
which the expense is incurred, except when pre -agreement expenses
have been approved
11) Reimbursement requests for FF&E items must be approved by the
MAAR Subcommittee prior to submission of the request Written
requests for FF&F approval must be accompanied by Exhibit H.
12) Ten percent (10%) of the value of the Safe Neighborhood Parks bond
funding for a given Project shall be retained by the County until the Project is
complete, unless otherwise approved in writing by the MAAR Subcommittee.
Upon completion of a Project a signed project completion certificate (Exhibit 1)
must be submitted with the final reimbursement request forms in order for the
retainer to be released.
13) The first reimbursement request for any grant requiring a dollar -for -dollar cash
match must be accompanied by documentation of the expenditure of
committed match funds (Le, copies of invoices, canceled checks, etc.).
"14) Each Grantee will ensure that all contractors and consultants perform in
accordance with the terms, conditions and specifications of their contracts or
purchase orders.
RFP SNP0809 FUNDING APPLICATION 24
15) Each Grantee shall maintain an accounting system, which meets generally
accepted accounting principles and shall maintain all required financial
records to properly account for all Safe Neighborhood Parks bond funds and
any supplemental funds used for the Project. The Grantee shall at all times
maintain a separate accounting of all Safe Neighborhood Parks bond funds.
16) The Grantee shall be responsible for completing the Project. If the total cost
of the Project exceeds the value of the Grant, then the Grantee must provide
any supplemental funds required. In the event that supplemental funds are
necessary for completion of a Project, as of the point in time that it is known
that supplemental funds are needed, the Grantee must demonstrate that such
supplemental funds have been committed to the Project prior to and as a
condition of disbursement or further disbursement of Grant funds. The
requirement for a Grantee to provide supplemental funds may be modified, in
part or whole, by the Committee, to the extent that it approves in writing any
reduction to the Project scope of work in accordance with the Ordinance.
Approval of any reduction in scope of work is at the sole discretion of the
Committee.
C) Acquisition -Projects. Guidelines and requirements for administering Acquisition
Project Grants are as follows:
1) Appraisal Required, Prior to acquisition of a Project site, a Grantee must
obtain an appraisal or appraisals supporting the fair market value of the land
to be acquired. Pursuant to State law, if the property is $500,000 or less in
appraised value, one appraisal is required. If the property exceeds $500,000
in appraised value, two appraisals are required.
2) Amount Authorized for Payment. The amount of Grant funds authorized for
payment for land acquisition shall in no case exceed the Grant funds
available for such purpose. In the event that the negotiated acquisition price
exceeds by ten percent or greater the appraised value of the land, the
disbursement of Grant funds shall be conditioned upon a written justification
for the purchase price and other conditions attendant to the proposed
purchase, which justification is declared satisfactory by the Committee in
writing. Appraisal costs are eligible Grant costs as long as the appraised
property is being realistically and seriously considered for Acquisition,
regardless of the outcome.
3) Environmental Survey. The Grantee may not purchase property with Grant
funds until a Phase I environmental survey is completed, which demonstrates
that the property is suitable for its intended general use and for the specific
Project.
4) Signage. For Acquisition only Projects, for six months following Acquisition,
the Grantee shall post a sign, in the general design provided by the County,
containing the Safe Neighborhood Parks logo, identifying the source of
Project funding. The cost of such a sign is eligible for payment from the
Grant.
RFP SNP0809 FUNDING APPLICATION 25
5) Ownership. Title to land acquired with Safe Neighborhood Parks bond funds
shall vest with a Public Agency. Facilities constructed/developed with Safe
Neighborhood Parks bond funds shall vest with a Public Agency.
D) Development Projects. Guidelines and requirements for administering
Development Project Grants are as follows:
1) Licensed Contractors; Contractor Bonds. Duly licensed or registered
contractors shall perform all construction. Construction contracts for work in
excess of the threshold amounts established in Section 255.24 of the Florida
Statutes should contain payment and performance bonds, which comply with
the requirements of that Section.
2) Cost Elements.
a) Construction Equipment. Grantees are required to use their own equipment,
if available. If a Grantee's equipment is used, the maximum Grant payment
shall cover operating and routine maintenance costs of such equipment; the
Grant excludes any depreciation or replacement cost from payment. If an
Applicant's equipment is used, a report or source document must describe
the work performed, indicate the hours used and be relate the use to the
Project. if a Grantee does not have needed construction equipment
available, then the Grantee may rent such equipment.
b) Construction Supplies and Materials. Supplies and materials may be
purchased for a specific Project or may be drawn from a central stock,
providing they are claimed at a cost no higher than that which the Applicant
paid. When supplies and/or materials are purchased with the intention of
constructing a piece of equipment, structure or part of a structure, the costs
that are charged as supplies and materials may be capitalized according to
the Applicant's normal practice or policy. if capitalized, only the cost
reasonably attributable to the Project may be claimed under the Project.
c) Personnel or Employee Services. Services of the Applicant's employees
who perform work directly related to the accomplishment of the Project are
eligible costs. These costs must be computed according to the Applicant's
prevailing wage or salary scales and may include fringe benefit costs, such
as vacations, sick leave, FICA, MICA, health and life insurance, and workers
compensation at the Applicant's established fringe benefit rate. Costs
charged to the Project must be computed on the basis of actual time spent
on the Project, and supported by time and attendance records describing
the work performed on the Project. Overtime costs may be allowed under
the Applicant's established policy, provided that the regular work time was
devoted to the same Project. Salaries and wages claimed for employees
working on grant -funded Projects must not exceed the Applicant's
established rates for similar positions. Alternative methodologies for
established wage rates must be pre -approved by the MAAR Subcommittee.
d) Consultant Services. The costs of consultant services necessary for the
Project are eligible. The Applicant must pay consultants according to the
RFP SNP0809 FUNDING APPLICATION 26
Applicant's customary or established method and rate. No consultant fee
may be paid to the Applicant's own employees.
3) Cost Activities.
a) Construction activities. The cost of all necessary construction activities,
from site preparation (including demolition, survey, excavation and other site
work) to the completion of a structure is eligible for payment from the Grant.
b) Fixtures, Furnishings and Equipment (FF&E). The cost of fixtures,
furnishings and equipment necessary to operate the facility is eligible.
Consumable goods shall not be considered eligible. (Please refer to
Section 4 for a detailed defnifion of FF&E)
c) Interpretive Signs and Aids. The cost of signs, display boards or other
interpretive aids relating to the Project is eligible.
d) Signage. During the time period of Development, the Grantee shall post a
sign at the Project site, in the general design provided by the County,
containing the Safe Neighborhood Parks logo, identifying the source of
funding for the Project. The cost of such a sign is eligible.
e) Grantees are encouraged to use value -engineering clauses in contracts for
construction projects of sufficient size to offer reasonable opportunities for
cost reductions,
4) The following is a nonexclusive list of ineligible costs:
a) Grant Application costs.
b) Ceremonial expenses.
c) Expenses for publicity.
d) Bonus payments of any kind.
e) Charges in excess of the lowest responsive and responsible bid or proposal
in accordance with the governing rules and procedures of the Applicant,
when the law requires the Applicant to utilize competitive selection.
fj Charges for deficits or overdrafts.
g) Charges incurred contrary to the policies and practices of the Applicant.
h) Interest expense.
1) Litigation expenses or judgments, except for those awards resulting from an
eminent domain taking.
j) The cost of services, material or equipment obtained under any other
program.
k) Costs of discounts not taken.
1) The cost of purchasing a non-refundable option when acquiring land.
E) Budget Changes,
1) Grantees shall adjust their Project budgets to reflect actual costs and updated
cost estimates and shall submit adjusted Project budgets to the Office of Safe
Neighborhood Parks with the project completion certificate.
RFP SNP0809 FUNDING APPLICATION 27
2) Budget adjustments may not exceed the 17% limitation for design, planning,
and program administration, nor exceed the total budget award allocation.
3) Grantees shall obtain the prior written approval of the Committee whenever
budget adjustments are anticipated. The request must be in the same budget
format the Grantee used in the Agreement and shall be accompanied by a
narrative justification for the proposed revision. Such request for adjustment
shall, if approved, amend the Grant Agreement under the Grant award.
Requests for budget changes shall be considered by the Committee
whenever any of the following adjustments are required:
a) For any Project involving both Acquisition and Development activities, any
proposed budget transfers from Acquisition to Development or vice versa.
b) Any proposed reduction or revision of the scope or objectives of the Project
(regardless of whether there is an associated budget adjustment). However,
in the event that a Grantee has completed the approved scope of work
for a pant and has unexpended funds, the Grantee may request to
OSNP to expend theses funds in an existing or new budget tine item
for the park OSNP is authorized to approve such budget changes and
expenses not to exceed $9,999.00. (Revised 3118/02 by MAAR
Subcommittee)
c) Any change that would increase planning, design, and program
administration in the aggregate total.
F) Cost Overruns. During the execution of work on a Project, the Grantee may find
that actual Project costs exceed the approved budget. For cost overruns that will
require additional funding for the Project, or otherwise require a budget adjustment
for which prior Committee approval is required pursuant to paragraph E above, the
Grantee shall:
1) provide a justification for the additional costs,
2) identify available funds for the completion of the Project; and, If necessary
3) Request from the Committee a reduction in the Project scope consistent with
the terms of the Ordinance.
The Committee, at its discretion, may authorize in writing a reduction in the scope of
the Project: (1) where reduction of the scope is consistent with the Ordinance; and (ii)
where the reduction is justified by the Applicant and (iii) where the Applicant does not
have sufficient funds to complete the Project with the available funds. The Committee,
in its discretion, may also under those circumstances, identify other funds available
under the Ordinance for the Project.
SECTION 10. COMPLIANCE RESPONSIBILITIES
The following constitute general requirements for program compliance:
A) An annual independent audit of SNP funds must be submitted by all Grantees that
expend
RFP SNPOW9 FUNDING APPLICATION 28
$500,000 or more in SNP funds in a fiscal year. This audit is due to OSNP by June
1St following the fiscal year for which the audit is performed.
The audit shall examine for compliance with contract specifications, verification of
project costs and the prevention of corruption and fraud. The cost of this audit may
be paid from the general bond fund_
Additionally, in accordance with SNP Bond Ordinance 96-115, Section 13, the SNP
Citizens' Oversight Committee may, at its sole discretion, require recipients of any
grant to retain the services of an independent private sector inspector general
(IPSIG) to audit, investigate, monitor, oversee, inspect and review the operations,
activities and performance of it contractors. (Revised January 11, 2007 by MAAR
Subcommittee)
A) Land and facilities acquired, developed, improved or rehabilitated by Grant funds
shall be dedicated and maintained in perpetuity for recreational use for the benefit
of the general public except where leases are in effect. All projects shall be open
to the public at reasonable times and shall be managed in a safe and attractive
manner appropriate for public use.
B) Grant funds for the purposes of development, improvement, rehabilitation or
restoration shall be expended for these purposes only on lands owned by a
Grantee or on lands for which the Grantee holds a lease or other use agreement.
Such lease or other use agreement must be for an unexpired term of 25 years.
The Grant Recipient may demonstrate the eligibility of the Project to the reasonable
satisfaction of the Committee, through a joint ownership, use, franchise or other
agreement, evidencing that the lands and/or the Project will be utilized for the
public benefit, consistent with the terms of this Ordinance, for a term of at least 25
years in duration. The lease must not be revocable at will.
C) Grantee shall maintain all financial and programmatic records, supporting
documents and other records pertinent to the Grant for a period of three years from
the starting date defined below. If any litigation, claim, negotiation, audit or other
action involving the records has been started before the expiration of the three year
period, the records must be retained until completion of the action and resolution of
all issues which arise from it, or until the end of the regular three year period,
whichever is later. When Grant support is continued or renewed at annual or other
intervals, the retention period for the records of each funding period starts on the
day the Grantee submits to the County its single or last expenditure report for that
period. In all other cases, the retention period starts on the day the Grantee
submits its final expenditure report.
D) The Committee and the County, or any of their authorized representatives, shall
have the right of access to any pertinent books, documents, papers or other
records of the Grantee in order to make audits, examinations, excerpts and
transcripts.
E) If a Grantee materially fails to comply with any term of an award, the Committee or
the Office of Safe Neighborhood Parks (OSNP) may take one or more of the
following actions, as appropriate in the circumstances:
RFP SNP0809 FUNDING APPLICATION 29
1) Temporarily withhold cash payments pending correction of the deficiency by the
Grantee.
2) Disallow all or part of the cost of the activity or action not in compliance.
3) Wholly or partly suspend or terminate the current award for the Grantee's
program.
4) Withhold further Grant awards from the Grantee, or
5) Take other remedies that may be legally available.
F) Any of the enforcement actions listed in paragraph F above, taken by the OSNP,
which are contested and unresolved between the Grantee and the County within
thirty days of such action, will result in the MAAR Subcommittee providing the
Grantee with an opportunity to be heard on the issue. Said hearing will occur
within sixty days of the MAAR Subcommittee receiving the Grantee's written
request. The MAAR Subcommittee will recommend appropriate action to the
Committee.
G) Costs of Grantee resulting from obligations incurred by the Grantee during a
suspension or after termination of an award are not allowable unless OSNP
expressly authorizes them in the notice of suspension or termination or
subsequently authorizes them in writing. Other Grantee costs during suspension
or after termination which are necessary and not reasonably avoidable are
allowable if.
1) The costs result from obligations which were property incurred by the Grantee
before the effective date of suspension or termination, are not in anticipation of
it, and in the case of a termination, are non -cancelable; and
2) The costs would be allowable if the award were not suspended or if the award
expired normally at the end of the funding period in which the termination takes
effects.
H) Inspections. Staff of the Committee or the County, or both, shall periodically
inspect each Project to ensure compliance with these rules, the Ordinance, and the
Grant agreement. Staff shall perform an inspection of the .Project site to ensure
compliance prior to release of the final Grant payment.
SECTION 11. SEMI-ANNUAL PROJECT STATUS REPORTS
Grantees are required to submit the Project Status Report on a semi-annual basis, in
the format stipulated by OSNP. Additional reports shall be due upon request of the
SNP Oversight Committee or the Office of Safe Neighborhood Parks. Reports may
include:
A) actual accomplishments of each grant
B) problems encountered in implementation of each grant
C) anticipated start and/or completion dates of each grant
Grantee may be required to meet with the Committee to discuss the Project.
RFP SNPOW9 FUNDING APPLICATION 30
SECTION 12. PROJECT CLOSE-OUT
A) A Grantee has up to forty-five (45) days after the expiration or termination of the
Grant to submit all final documentation including final reimbursement requests and
project completion certificates.
B) The close-out of a Grant does not affect:
1) The County's right to disallow costs and recover funds on the basis of a later
audit or review:
2) The Grantee's obligation to return any funds due as a result of later refunds,
con-ections, or other transactions;
3) Records retention responsibilities set forth above;
4) Continuing responsibilities set forth in the Ordinance and these rules;
5) Audit rights set forth in these rules.
C) Any amounts paid to Grantee in excess of the amount to which the Grantee is
finally determined to be entitled under the terms of an award constitute a debt to
the County. if not paid within a reasonable period after demand, the County may
reduce the debt by:
1) Making an administrative offset against other requests for reimbursement;
2) Withholding payments otherwise due to the Grantee; or
3) Taking other action provided bylaw.
Any overdue debt of the Grantee shall accrue interest at the maximum rate allowed by
law,
SECTION 13. INTERPRETATION; ADMINISTRATION
These administrative rules have been promulgated under the Ordinance. In the event
there exists a conflict between these rules and the provisions of the Ordinance, the
Ordinance shall prevail.
The MAAR Subcommittee shall be authorized to interpret the provisions of these
administrative rules on behalf of the Committee and its interpretation of any matters
governed hereby shall be final. The Committee shall be authorized to amend these
administrative rules, by majority vote, in accordance with its duly adopted bylaws,
subject to applicable law.
Staff to the Committee shall be authorized and required to administer the Safe
Neighborhood Parks bond program consistent with the Ordinance and these
administrative rules,
RFP SNP0809 FUNDING APPLICATION 31