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HomeMy WebLinkAboutCertification- Pre-Legislation Miami-Dade CountySTA Lb OF FLORIDA SS: COUNTY OF MIAMI-DADE I, HARVEY RUVIN, Clerk of the Circuit and County Courts in and for Miami -Dade County, Florida, and Ex-Officio Clerk of the Board of County Commissioners of said County, Do Hereby Certify that the above and foregoing is a true and correct copy of Resolution R-250-11 adopted by the Board of County Commissioners at its meeting of April 4, 2011, as appears of record. This resolution shall become effective ten days after the date of its adoption unless vetoed by the Mayor and if vetoed, shall become effective only upon an override by the Board of County Commissioners. IN WITNESS WHEREOF, I have hereunto set my hand and official seal on this 8th day of April, A.D. 2011. 3z a COMITY HARVEY RUVIN, Clerk Board of County Commissioners Miami -Dade County, Florida By 060A-C Deputy Clerk Board of County Commissioners Miami -Dade County, Florida Legislative Matter Page 1 of 4 Miami -Dade Legislative Item File Number: 110491 cer i:.dc-be Printable PDF Format! header I File Number: 110491 File Type: Resolution Status: Adopted Version: 0 Reference: R-250-11 Control: Board of County Commissioners File Name: EMS -GRANT FUNDS FOR EXPANDED PRE -HOSPITAL SERVICES Introduced: 3/2/2011 Requester: Miami -Dade Fire and Rescue Cost: Final Action: 4/4/2011 Department Agenda Date: 4/4/2011 Agenda Item Number: 9A4 Notes: Title: RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR'S DESIGNEE TO APPLY FOR, RECEIVE AND EXPEND EMERGENCY MEDICAL SERVICES GRANT AWARD FUNDS FOR IMPROVED AND EXPANDED PRE -HOSPITAL EMERGENCY MEDICAL SERVICES (EMS) PROGRAM Indexes: EMERGENCY MEDICAL SERVICES Sponsors: NONE GRANT APPLICATION STATE OF FLORIDA Sunset Provision: No Effective Date: Expiration Date: Registered Lobbyist: None Listed Legislative History Acting Body Date Agenda Item Action Sent To Due Date Returned Pass/Fail Board of County 4/4/2011 9A4 Adopted p Commissioners County Attorney 3/4/2011 Assigned Daniel Frastai 3/8/2011 County Attorney 3/3/2011 Referred County Manager 3/3/2011 REPORT: Returned to Agenda Coordinator for corrections. County Manager 3/2/2011 Time Sensitive 3/15/2011 REPORT: The complete grant application package with original signatures from the County Manager must be received at the State EMS Office by Thursday April 14, 2011. County Manager 3/2/2011 Assigned County Attorney 4/4/2011 REPORT: FIRE (Comm. ) ...Attachment(s): Grant Application Package http ://www.miamidade.gov/govaction/matter.asp?matter=11 0491&file--true&yearFolder=Y2011 04/06/2011 Legislative Matter Page 2 of 4 County Manager 3/2/2011 Assigned Aline Tejeda- Hudak 3/2/2011 Legislative Text TITLE RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR'S DESIGNEE TO APPLY FOR, RECEIVE AND EXPEND EMERGENCY MEDICAL SERVICES GRANT AWARD FUNDS FOR IMPROVED AND EXPANDED PRE -HOSPITAL EMERGENCY MEDICAL SERVICES (EMS) PROGRAM BODY WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference, NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board authorizes the County Mayor or County Mayor's designee to file a Fiscal Year 2010-11 grant application for the first of two payments expected from the State for Emergency Medical Services Grant Award funds to be used to improve and expand the pre -hospital Emergency Medical System in Miami -Dade County, in substantially the foiiii attached hereto and made a part hereof; authorizes the County Mayor or County Mayor's designee to receive and expend any and all monies received for such purposes described in the grant application; authorizes the County Mayor or County Mayor's designee to execute such contracts and agreements that are required, subject to County Attorney approval, for and on behalf of Miami -Dade County; and to file and execute any amendments to the application. HEADER Date: April 4, 2011 To: Honorable Chairman Joe A. Martinez and Members, Board of County Commissioners From: George M. Burgess County Manager Subject: Resolution Authorizing Application of Grant Funds for Improved and Expanded Pre -Hospital Emergency Medical Services System STAFF RECOMMENDATION Recommendation It is recommended that the Board approve the attached resolution authorizing the County Mayor or his designee to apply for, receive and expend new Emergency Medical Services (EMS) Grant funds from the Florida Department of Health estimated at $107,377, which is the first of two payments expected for Fiscal Year 2010-11. The state deadline for this grant application is April 14, 2011. If approved, the new funds will be distributed by Miami -Dade Fire Rescue (MDFR) as follows: Miami -Dade County Fire Rescue Department $ 63,790 City of Miami Fire Rescue Department $ 25,624 City of Miami Beach Fire Rescue Department $ 5,606 City of Hialeah Fire Rescue Department $ 10,638 City of Coral Gables Fire Rescue Department $ 1,397 http://www.miamidade.gov/govaction/matter. asp?matter=110491 &file=true&vearFolder=Y2011 04/0 6/2011 Legislative Matter Village of Key Biscayne Fire Rescue Department $ 322 Total for first of two payments expected from the State $107,377 Scope Each year the Florida Department of Health, Office of Emergency Medical Services distributes Grant Funds as authorized by Florida Statutes Chapter 401. These funds are made available to eligible county governments to improve and expand their pre -hospital emergency medical services. The funds are derived by the state from surcharges on various traffic violations. No matching funds are required. Fiscal Impact/Funding Source A total of approximately $107,377 of funding is anticipated for the first of two payments expected for Fiscal Year 2010-11. The new revenue combined with estimated prior -year funds and interest earned, foiins the basis for the work plan (Attachment I) amount of $449,544. This amount includes $107,377 in total new revenue expected from the State, $340,624 in total estimated revenue carryover balance from prior year, and $1,543 in total interest carryover balance from Grant #C9013, Fiscal Year 2009-10. The revenue and interest carryover cash balance is maintained by each fire department. MDFR's expected new revenue allocation of $63,790, in addition to the estimated revenue and interest carryover balance from the previous year, will fund five identified projects as outlined in the department's Grant Projects Work and Expenditure Plans (Attachment I1). Projects include the purchase of EMS equipment upgrades, protocols rewrite and printing of educational materials, and EMS education/training equipment, software and supplies. Page 3 of Track Record/Monitor Perfoiiiiance and financial reports, as described in the Fiscal Year 2010-11 EMS County Grant Application, will be assembled and forwarded to the Department of Health by MDFR Grants Management Bureau. The Department of Health agrees to conduct performance and financial compliance audits directly with the municipal fire rescue department responsible for the individual projects in their jurisdictions. Each fire rescue department is responsible for managing their grant projects, and must submit all changes and required financial and activity reports to the County for final submission to the State EMS office. „MANAGER'S BACKGROUND Background MDFR has been responsible for the application and distribution process of the State EMS County Grant since 1987. A stipulation of the grant is that municipal fire departments are to apply for and receive funds through their respective county government or county fire department. Members of the five municipal fire departments, as well as MDFR, conduct an annual needs assessment to formulate the Miami -Dade County application. The Director of each fire department reviews and approves the Grant Work and Expenditure Plans included in the final grant application package. The other fire departments participating on this grant must submit an approved agreement to MDFR in order to receive their portion of the new revenues received from the State. The distribution of grant funds to each participating department is based on the percentage of combined total EMS calls for the calendar year prior to the new grant's fiscal year. http://www.miamidade.gov/govaction/matter.asn?matter=110491 &'flA=tri eRrIrParPe1AP,-=v)n11 /1A al Crnn1, Legislative Matter Page 4 of Alina T. Hudak Assistant County Manager Home I Agendas I Minutes I Legislative Search I Lobbyist Registration I Legislative Reports 2011 BCC Meeting Calendar I Miami -Dade County Code of Ordinances I ADA Notice Home I Using Our Site I About I Phone Directory I Privacy I Disclaimer E-mail your comments, questions and suggestions to Webmaster Web Site ©2011 Miami -Dade County. All rights reserved. htip://www.miamidade.gov/govaction/matter.asn?matter=110491 Rrf,le=tr„P vPa, FrildP,—v'?ni 1 11ni1-1ci',n1, QFTI: COPY CAW OFTIM7 Oi OF COUNTY COW/TNCOW/TN ONERS ttlia-DADS .10:112rry. FLORMA. Date: To: From: Su bject: April 4, 2011 Memorandum Honorable Chairman Joe A. Martinez and Members, Board of County Commissioners George M. Burg County ManagResolution No. R-250-11 Resolution Authorizing Application of Grant Funds for Improved and Expanded Pre -Hospital Emergency Medical Services System Agenda Item No. 9(A)(4) Recommendation it is recommended that the Board approve the attached resolution authorizing the County Mayor or his designee to apply for, receive and expend new Emergency Medical Services (EMS) Grant funds from the Florida Department of Health estimated at $107,377, which is the first of two payments expected for Fiscal Year 2010-11. The state deadline for this grant application is April 14, 2011. If approved, the new funds will be distributed by Miami -Dade Fire Rescue (MDFR) as follows: Miami -Dade County Fire Rescue Department $63,790 City of Miami Fire Rescue Department $25,624 City of Miami Beach Fire Rescue Department $5,606 City of Hialeah Fire Rescue Department $10,638 City of Coral Gables Fire Rescue Department $1,397 Village of Key Biscayne Fire Rescue Department $322 Total for first of two payments expected from the State $107,377 Scope Each year the Florida Department of Health, Office of Emergency Medical Services distributes Grant Funds as authorized by Florida Statutes Chapter 401. These funds are made available to eligible county govemments to improve and expand their pre -hospital emergency medical services. The funds are derived by the state from surcharges on various traffic violations. No matching funds are required. Fiscal Impact/Funding Source A total of approximately $107,377 of funding is anticipated for the first of two payments expected for Fiscal Year 2010-11. The new revenue combined with estimated prior -year funds and interest earned, forms the basis for the work plan (Attachment 1) amount of $449,544. This amount includes $107,377 in total new revenue expected from the State, $340,624 in total estimated revenue carryover balance from prior year, and $1,543 in total interest carryover balance from Grant #C9013, Fiscal Year 2009-10. The revenue and interest carryover cash balance is maintained by each fire department. MDFR's expected new revenue allocation of $63,790, in addition to the estimated revenue and interest carryover balance from the previous year, will fund five identified projects as outlined in the department's Grant Projects Work and Expenditure Plans (Attachment II). Projects include the purchase of EMS equipment upgrades, protocols rewrite and printing of educational materials, and EMS education/training equipment, software and supplies. 1 Honorable Chairman Joe A. Martinez and Members, Board of County Commissioners Page 2 Track Record/Monitor Performance and financial reports, as described in the Fiscal Year 2010-11 EMS County Grant Application, will be assembled and forwarded to the Department of Health by MDFR Grants Management Bureau. The Department of Health agrees to conduct performance and financial compliance audits directly with the municipal fire rescue department responsible for the individual projects in their jurisdictions. Each fire rescue department is responsible for managing their grant projects, and must submit all changes and required financial and activity reports to the County for final submission to the State EMS office. Background MDFR has been responsible for the application and distribution process of the State EMS County Grant since 1987. A stipulation of the grant is that municipal fire departments are to apply for and receive funds through their respective county government or county fire department. Members of the five municipal fire departments, as well as MDFR, conduct an annual needs assessment to formulate the Miami -Dade County application. The Director of each fire department reviews and approves the Grant Work and Expenditure Plans included in the final grant application package. The other fire departments participating on this grant must submit an approved agreement to MDFR in order to receive their portion of the new revenues received from the State. The distribution of grant funds to each participating department is based on the percentage of combined total EMS calls for the calendar year prior to the new grant's fiscal year. .i Alina - . Hudak Assistant County Manager r� Always Ready, Proud To Serve Serving Unincorporated Dade County and the Municipalities of: Aventura Bal Harbour Bay Harbor Islands Biscayne Park Doral El Portal Florida City Golden Beach Hialeah Gardens Homestead Indian Creek Islandia Medley Miami Gardens Miami Lakes Miami Shores Miami Springs North Bay Village North Miami North Miami Beach Opa-locka Palmetto Bay Pinecrest South Miami Sunny Isles Surfside Sweetwater Virginia Gardens West Miami Miami -Dade Fire Rescue Department 9300 N.W. 41 st Street Doral, Florida 33178-2414 T 786-331-5000 April 12, 2011 EMS County Grants Program Attention: Alan Van Lewen DOH Emergency Medical Services 4052 Bald Cypress Way, Mail Bin C18 Tallahassee, Florida 32399-1738 Dear Mr. Van Lewen: We are enclosing the completed• FY 2010-11 Emergency Medical Services County Grant (#Pending) Application for the First of two payments expected during the grant year, with the required Resolution (signed original and one copy) for your review and -final approval. If you need any further information, please feel free to contact Amelia Reyes, Miami -Dade County Fire Rescue Grants Management Bureau, at (786)331-4638. Sincerely, Scott Mendelsb Assistant Dirr or/ Grantee's Authorized Representative SM/ar Enclosures miamidade.gov Express FedEx Express Customer Support Trace 3875 Airways Boulevard Module H, 4th Floor Memphis, TN 38116 April 13,2011 Dear Customer: The following is the proof -of -delivery for tracking number 869353861982. i/ U.S. Mail: PO Box 727 Memphis, TN 38194-4643 Telephone: 901-369-3600 Delivery Information: Status: Signed for by: Service type: Delivered T.LESLEY Priority Pak Delivered to: Mailroom Delivery location: 4052 BALD CYPRESS WAY TAL 323991738 Delivery date: Apr 13, 2011 10:29 1 Shipping Information: Tracking number. 869353861982 Recipient ALAN VAN LEWEN EMS COUNJY BRAN DOH EMERGENCY MEDICAL/SERVICES 4052 BALD CYPRESS WAAAIL BIN TAL 323991738 US Thank you for choosing FedEx Express. FedEx Worldwide Customer Service 1.800.GoFedEx 1.800.463.3339 Ship date: Weight Apr 12, 2011 1.0 Ibs/0.5 kg Shipper. GRANTS MANGEMENT BUREAU METRO DADE FIRE RESCUE DEPT 9300 NW 41 ST ST 331782312 US EIS COUNTY GRANT APPLICATION FLORIDA DEPARTMENT OF HEALTH Bureau.of Emergency Medical Services Complete all items ID. Code (The State Bureau of EMS will assign the ID Code — leave this blank) C 1. County Name: MIAMI-DADE COUNTY Business Address: 111 NW 1 Street, Floor 29 Miami, FL 33128 Telephone: (305) 375-5311 Federal Tax ID .Number (Nine Digit Number). VF #59-6000573 2. Certification: (The applicant signatory who has authority to sign contracts, grants, and other legal documents for the county) I certify that all information and data in this EMS county grant application and its attachments are true and correct. My signature acknowledges and assures that the County shall comply fully with the conditions oulirpe in t rida EMS County Grant Application. Signature: Printed Name: Fea l link T. da Position Title: County r Date: V•/i-toll 3. Contact Person: (The individual with direct knowledge of the project on a day-to-day basis and has responsibility for the implementation of the grant activities. This person is authorized to sign project reports and may request project changes. The signer and the contact person may be the same.) Name: Scott Mendelsberg • Position Title: Assistant Director Address: 9300 NW 41 Street Doral, FL 33178 Telephone: (786) 331-5121 Fax Number: (786) 331-5123 E-mail Address: 4. Resolution: Attach a current resolution from the Board of County Commissioners certifying the grant funds will improve and expand the county pre -hospital EMS system and will not be used to supplant current levels of county expenditures. 5. Budget: Complete a budget page(s) for each organization to which you shall provide funds. List the organization(s) below. (Use additional pages if necessary) SEE ATTACHMENT I - PROJECTS WORK PLAN FOR THE FY 2010-11 COUNTY GRANT AND ATTACHMENT 1I - PROJECTS EXPENDITURE PLAN FOR DETAILS. FOR FIRST OF TWO PAYMENTS EXPECTED FROM THE STATE FOR FY 2010-11. DH 1684, December 2008 64J-1.015, F.AC. 1 BUDGET PAGE A. Salaries and Benefits: For each position title, provide the amount of salary per hour, FICA per hour, other fringe benefits, and the total number of hours. Amount SEE ATTACHMENT I - WORK PLAN FOR FY 2010-11 GRANT AND ATTACHMENT II — EXPENDITURE PLAN FOR DETAILS. TOTAL Salaries TOTAL FICA Grand total Salaries and FICA B. Expenses: These are travel costs and the usual, ordinary, and incidental expenditures by an agency, such as, commodities and supplies of a consumable nature excluding expenditures classified as operating capital outlay (see next category). List the item and, if applicable; the quantity Amount SEE ATTACHMENT I - WORK PLAN FOR FY 2010-11 GRANT AND ATTACHMENT II — EXPENDITURE PLAN FOR DETAILS. TOTAL C. Vehicles, equipment, and other operating capital outlay means equipment, fixtures, and other tangible personal property of a non consumable and non expendable nature with a normal expected life of one (1) year or more. List the item and, if applicable, the quantity Amount SEE ATTACHMENT I - WORK PLAN FOR FY 2010-11 GRANT AND ATTACHMENT II — EXPENDITURE PLAN FOR DETAILS. TOTAL1$ DH 1684, December2008 64J-1.015, F.AC. Grand Total + $449,543.59 2 FLORIDA DEPARTMENT OF HEALTH EMS GRANT PROGRAM .. REQUEST _FOR.GRANT FUN®. DISTRIBUTION In accordance with the provisions of Section 401.113(2)(a), F. S., the undersigned hereby requests an EMS grant fund distribution for the improvement and expansion of pre -hospital EMS. DOH Remit Payment To: Name of Agency: MIAMI-DADE COUNTY BOARD OF COUNTY COMMISSIONERS Mailing Address: 111 NW 1 STREET, FLOOR 26 (FINANCE DEPT) MIAMI, FLORIDA 33128 Federal Identification number #59-60 0573 Authorized Official: 7 / --- - y. i/. 2011 gnatur Date Alina T. Hudak, Co . Manager Type Name and Title Sign and return this page with your application to: Florida Department of Health BEMS Grant Program 4052 Bald Cypress Way, Bin C18 Tallahassee, Florida 32399-1738 IDo not write below this line. For use by Bureau of Emergency Medical Services personnel only Grant Amount For State To Pay: $ Grant ID: Code:_ Approved By : Signature of EMS Grant Officer Date State Fiscal Year. Organization Code E.O.. OCA Object Code 64-42-10-00-000 750000 Federal Tax ID: VF IGrant Beginning Date: Grant Ending Date: DH 1684, December2008 64J-1.015, F.AC. 3 Approved Mayor Agenda Item No. 9(A) (4) Veto 4-4-11 Override RESOLUTION NO. R-250-11 RESOLUTION AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR'S DESIGNEE TO APPLY FOR, RECEIVE AND EXPEND EMERGENCY MEDICAL SERVICES GRANT AWARD FUNDS FOR IMPROVED AND EXPANDED PRE -HOSPITAL EMERGENCY MEDICAL SERVICES (EMS) PROGRAM WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference, NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board authorizes the County Mayor or County Mayor's designee to file a Fiscal Year 2010-11 grant application for the first of two payments expected from the State for Emergency Medical Services Grant Award funds to be used to improve and expand the pre -hospital Emergency Medical System in 'Miami - Dade County, in substantially the foram attached hereto and made a part hereof; authorizes the County Mayor or County Mayor's designee to receive and expend any and all monies received for such purposes described in the grant application; authorizes the County Mayor or County Mayor's designee to execute such contracts and agreements that are required, subject to County Attorney approval, for and on behalf of Miami -Dade County; and to file and execute any amendments to the application. Agenda Item No. 9(A)(4) Page No. 2 The foregoing resolution was offered by Commissioner Andre :Edmonsoit:: who moved its adoption. The motion was seconded by Commissioner Rebeca Sosa and upon being put to a vote, the vote was as follows: Joe A. Martinez, Chairman aye Audrey M. Edmonson, Vice Chairwoman aye. Bruno A. Barreiro aye Lynda Bell aye. Jose "Pepe" Diaz pye. Carlos A. Gimenez aye Sally A. Heyman aye • - • • • Barbara J. Jordan Yd Jean Monestime aYe Dennis C. Moss aye. Rebeca Sosa aYe Senator Javier D. Souto aye The Chairperson thereupon declared the resolution duly passed and adopted this 4th day of April, 2011. This resolution shall become effective ten (10) days after the date of its adoption unless vetoed by the Mayor, and if vetoed, shall become effective only upon an override by this Board. Approved by County Attorney as to form and legal sufficiency. Daniel Frastai AF MIAMI-DADE COUNTY, FLORIDA BY ITS BOARD OF COUNTY COMMISSIONERS HARVEY RUVIN, CLERK DI 11,00.0 By: .w Deputy Clerk MIAMI-DADE COUNTY - ATTACHMENT DEPT. OF HEALTH — BUREAU OF EMS APPLICATION FOR -EMS GRANT FOR COUNTIES FY 2010-11 EMS COUNTY GRANT #PENDING WORK PLAN PER FIRST OF TWO PAYMENTS FROM THE STATE It is the intent of the members of the Miami -Dade County Board of County Commissioners that the FY 2010-11 funding for Dade County in the estimated amount of $107,377.00 for the first of two payments expected from the State (per letter from the State Bureau of EMS dated 01-10-2011, received by Dade County Grant's Office on 01-20-2011), plus any monies carried forward from FY 2009-10, Grant #C9013, be apportioned and passed through to the participating municipal fire departments in support of the projects herein proposed. Performance and financial reports, as described in the FY 2010-11 EMS County Grant Application, will be assembled and forwarded to Dept. of Health by Miami -Dade County. However, the Dept. of Health agrees to conduct performance and financial compliance audits directly with the municipal fire rescue department responsible for the individual projects. A) TOTAL ESTIMATED NEW REVENUE FROM THE STATE DEPT OF HEALTH — BUREAU OF EMS FOR COUNTY GRANT #PENDING, FY 2010-11. B) TOTAL ESTIMATED REVENUE CARRYOVER BALANCE FROM GRANT #C9013 AS OF 02-28-2011 (ENDING DATE OF THE FY 2009-10 GRANT). THE CARRYOVER BALANCE WILL BE USED TO PAY FOR YEAR-END ENCUMRANCES /OPEN POs AND REQUESTS IN PROGRESS, PLUS ANY NEW ITEMS ORDERED FOR COUNTY GRANT #PENDING, FY 2010-11. $107,377.00 $340,623.98 C) TOTAL ESTIMATED INTEREST CARRYOVER BALANCE FROM COUNTY GRANT #C9013, FY 2009-10 AS OF 02-28-2011. $1,542.63 ADDITIONAL REVENUE AND/OR INTEREST CARRYOVER BALANCE FROM GRANT #C9013, IF ANY, WILL BE ADDED TO COUNTY GRANT #PENDING, FY2010-11 BUDGET VIA PROPER CHANGE REQUESTS OR EXPENDITURE REPORTS. D) TOTAL FY 2010-11 ESTIMATED BUDGET FOR 21 PROJECTS, TO BE UPDATED PER FINAL REPORT FOR FY 2009.10 GRANT. $449,543.59 SOURCE: "FY 2010-11 EMS CNTY GRT-APPLIC STEP 7-WORK PLAN PER FIRST PMT.doc° FILE. Revised: 02-08-2011 Page 1 of 23 te FY 2010-11 EMS COUNTY GRANT# PENDING NEW GRANT REVENUE EXPECTED FROM THE STATE VIA FIRST OF TWO PAYMENTS FOR FY 2010-11 PER EMS CALLS FOR CALENDAR YEAR 2009 GRANTEE/SUB-GRANT TOTAL EMS CALLS FOR CALENDAR YEAR 2009 TOTAL EMS CALLS FOR CALENDAR YEAR 2009 NEW REVENUE EXPECTED VIA FIRST PAYMENT FOR FY 2010-11 NEW REVENUE DISTRIBUTION PER FIRST PAYMENT NET ROUNDING Revised: 01-24-2011 A. REYES NEW REVENUE DISTRIBUTION PER FIRST PAYMENT (UNITS) ( (%) ($).. .. ,-,vvv.J..vi im i ($) ($) -rVPC r T LU1U-VI (ROUNDED) 1 MIAMI-DADE COUNTY FIRE RESCUE DEPT. (CALLS per John E. Gardner, EMS Div Chief, 176,186 59.41 % $107,377 $63,790.20 11-08-2010) ($0 20) `63;790 2 CITY OF MIAMI FIRE RESCUE DEPT. ( (CALLS per Bruce A. Oestreich, EMS Chief, on 11-18-2010) 70,772 23.86% $107,377 $25,623.83 $0 17 =25624=' 3 CITY OF MIAMI BEACH FIRE RESCUE DEPT. 15,483 5.22% $107,377 per E. Perrino, EMS Div Chief, on 11-04-2010) $5,605.80 $0 20 = 5 06'' 4 CITY OF HIALEAH FIRE RESCUE DEPT. 29,382 9.91 % $107,377 $10,638.10 per Assistant Fire Chief, on 11-05-2010) 5 CITY OF CORAL GABLES FIRE RESCUE DEPT. 3,858 1.30% $107,377 $1,396.83 per Stolzenberg, De uty Fire Chief, on 11-10-2010) $0 17 == 1`;397= 6 VILLAGE OF KEY BISCAYNE FIRE RESCUE DEPT. 890 0.30% $107,377 $322.23 per EMS Captain, on 11-15-2010) ($0.23) - 322' TOTALS T x . ,296fS71 - '."ts.51(00!00°/M-24' $107;3?7; 00?,._-;= ,($0 01) ',107 .$1i07;3.77. ., ._- 377 NOTES : A) EMS CALLS DEFINITION APPROVED BY EACH FIRE -RESCUE CHIEF: ALL SITUATIONS FOUND TO BE EMS RELATED BY THE RESPONDING UNIT AND AN EMS PATIENT REPORT HAS BEEN GENERATED. B) CALENDAR YEAR (C.Y.) DEFINITION APPROVED BY EACH FIRE -RESCUE CHIEF: FROM JANUARY 1 TO DECEMBER 31 C) TOTAL NEW REVENUE PER FIRST OF TWO PAYMENTS EXPECTED FOR FY 2010-11 IS $107,377.00, AS PER AWARD LETTER FROM FLORIDA DEPT OF HEALTH -EMS DATED 01-10-2011 AND RECEIVED BY THE COUNTY EMS GRANT BUREAU ON DAY, 01-20-2011. SOURCE: "FY 10-11 EMS CNTY GRT REVENUE-NEW-CNTY-CITIES-FIRST PAYMENT" FILE. FY 2010-1 1 EMS COUNTY GRANT #PENDING ESTIMATED REVENUE AND INTEREST CARRYOVER BALANCE FROM GRANT #C901 3, FY 2009-10, ENDING ON 02-28-2011 PROJECTS FROK1 GRANT#C9013 FY 2009' CITY OF MIAMI FIRE RESCUE DEPARTMENT PROJECTS: Revised: 02-08-201 1 A. Reyes tOTAL REVENUE INTEREST REV-INi} CARRYOVER BALANCE FROM GRANT #C9013 TO #PENDIN $AMOUNT„ ::PROJECT TITLE MF.03.01 EMS EQUIP., MATERIALS, SUPPLIES & SERVICES AND COMPUTER HARDWARE, SOFTWARE & SUPPLIES FOR EMS $252,642.54 $106,708.52 $145,934.02 $145,934.02 MF.03.01 EMS EQUIP., MATERIALS, SUPPLIES & SERVICES AND COMPUTER HARDWARE, SOFTWARE & SUPPLIES FOR EMS PROJECT MF.03.02 CONFERENCES, SEMINARS & TRAINING SESSIONS $32,686.94 $6,601.23 $26,085.71 $26,085.71 MF.03.02 CONFERENCES, SEMINARS & TRAINING SESSIONS MF.02.01 JUVENILE FIRE SETTER PREVENTION & INTERVENTION / RISKWATCH PROGRAM $39,698.90 $37,550.45 $2,148.45 $2,146.45 MF.02.01 TOTAL FOR CITY OF MIAMI FIRE RESCUE DEPT. PROJECTS $325,028.38 $1 50, 860.20 $174,168.18 $174,168.18 JUVENILE FIRE SETTER PREVENTION & INTERVENTION / RISKWATCH PROGRAM TOTAL INTEREST / GAIN(LOSS), EXCLUDED FROM BUDGET TOTAL MIAMIIF/R R $496.05 $436.05 MF.03.01 EMS EQUIP., MATERIALS, SUPPLIES & SERVICES AND COMPUTER HARDWARE, SOFTWARE & SUPPLIES FOR EMS PROJECT RJT CARRYOVER BALANCE FROM GRANT #C9013 TO #PENDIN SOURCE: "FY 10-11 EMS GRT-REV-INT BAL FR 2009-10 COUNTY -CITIES" FILE. Page 3 of 7 MIAMI-DADE COUNTY - ATTACHMENT 11 DEPARTMENT OF HEALTH - BUREAU OF EMS APPLICATION FOR EMS GRANT FOR COUNTIES FY 2010.11 EMS COUNTY GRANT# PENDING EXPENDITURE PLAN PER FIRST OF TWO PAYMENTS FROM THE STATE CITY OF MIAMI FIRE RESCUE DEPARTMENT PROJECTS ,NEW PROJECTS FOR EMS COUNTY GRANT# PENDING, FY 2010.11; PROJECT # 1 (NONE II { TOTAL - NEW PRO + MF.11.01 PROJECTS I [ I ,PROJECTS CARRIED OVER FROM EMS COUNTY GRANTS/ C9013, FY 2009.10: • 1 !EMS EQUIP., MA7'ERLS, IASUPPLIES•d,SERVICES AND COMPUTER HARDWARE, 1 'SOFTWARE,5 SUPPLIES FOR EMS 2 ;CONFERENCES, SEMINARS & TRAINING SESSIONS 1----,MF.03.01 3146,430.07 3 !JUVENILE FIRE SETTER PREVENTION & INTERVENTION / RISKWATCH PROGRAM C MF.02MF.03.02,01 .• •,$28,085.71 • (TOTAL . CARRIED OVER PROJECTS ,327,772.45 1 I I , : •'3200,28$.23 !TOTAL - CITY OF MIAMI FIRE RESCUE DEPARTMENT 1 I • •- ',3200,288.23 • TOTAL ESTIMATED BUDGET GRANT BUDGET FOR FY 2010-11 50.00 50.00 NOTE-1: TOTAL. NEW GRANT REVENUE FOR GRANT# PENDING, FY 2010.11 - TOTAL REVENUE CARRYOVER BALANCE FROM GRANT# C9013, FY 2009-10 e TOTAL INTEREST CARRYOVER BALANCE FROM GRANT/4 C9013, FY 2009-10 TOTAL BUDGET APPROVED FOR GRANT# PENDING, FY 2010.11 NOTE-2: ADDITIONAL REVENUE ANDIOR INTEREST CARRYOVER BALANCE FROM GRANT# C9013, FY 2009.10, IF ANY, WILL BE ADDED TO THEAN3OVE BUDGET VIA PROPER CHANGE REQUESTS OR•EXPENDITURE REPORTS FOR GRANT# PENDING, FY2010-11. SOURCE: "FY 2010-11 EMS CNTY GRT-APPLIC STEP 0-EXP PLAN PER FIRST PMT.xIs" FILE. 325,624.00 9174,108.18 $496.05 $200,288.23 CHANGE (+I-) FOR GRT# PENDING • Revised; 02.08.2011 A. REYES CHANGE REOUEST NO. IF AM' PAGE 3 of 7 MIAMI-DADE COUNTY - ATTACHMENT I DEPT. OF HEALTH — BUREAU OF EMS APPLICATION FOR EMS GRANT FOR COUNTIES FY 2010-11 EMS COUNTY GRANT #PENDING WORK PLAN PER FIRST OF TWO PAYMENTS FROM THE STATE CITY OF MIAMI FIRE RESCUE DEPARTMENT OBJECTIVES PROJECTS CARRIED OVER FROM EMS COUNTY GRANT #C9013, FY 2009-10 Project # MF.03.01 EMS EQUIPMENT, MATERIALS, SUPPLIES & SERVICES AND COMPUTER HARDWARE, SOFTWARE & SUPPLIES FOR EMS Revenue Carryover Balance from FY 2009-10 Grant = $145,934.02 Interest Carryover Balance from FY 2009-10 Grant = $496.05 Allocation from New Revenue for FY 2010-11= $0.00 Estimated Budget Approved for this Project for FY 2010-11 = $146,430.07 Provide new EMS equipment, materials, supplies and services and computer hardware, software & supplies, which will enhance the service capabilities of the EMS System and improve the level of service provided to the residents of the City of Miami. Some of the equipment to be purchased for FY 2002-03, FY 2003-04, FY 2004-05, & FY 2005-06 included the following: • A computer system (hardware and software) to maintain tracking and control of EMS supplies (expiration dates, controlled substances, etc.) • Thumpers for all ALS emergency response. vehicles_ • Life Pak 500 units for BLS response units. • Multi -range gas detectors for emergency response personnel. • A laptop computer needed to provide the State's mandated "Fit Testing" for EMS particulate face masks. The new laptop will maintain records, run the required software, and provide the actual testing at different designated locations. SOURCE: "FY 2010-11 EMS CNTY GRT.APPLIC STEP 7-WORK PLAN PER FIRST P? T.doc" F1LE. Revised: 02-08-2011 Page 7 of 23 MIAMI-DADE COUNTY - ATTACHMENT I DEPT. OF HEALTH — BUREAU OF EMS APPLICATION FOR EMS GRANT FOR COUNTIES FY 2010-11 EMS COUNTY GRANT #PENDING WORK PLAN PER FIRST OF TWO PAYMENTS FROM THE STATE CITY OF MIAMI FIRE RESCUE DEPARTMENT OBJECTIVES PROJECTS CARRIED OVER FROM EMS COUNTY GRANT #C9013, FY 2009-10 Project # MF.03.01-Continued: EMS EQUIPMENT, MATERIALS, SUPPLIES & SERVICES AND COMPUTER HARDWARE, SOFTWARE & SUPPLIES FOR EMS • New items will be purchased for FY 2006-07. New items will be purchased for FY 2007- 08. Some of the items to be purchased for FY 2007-08 include the following: • Femo stretchers. • EKG and video transmission system. • Life Net receiving stations. • Airway training kits • Smart Strip chemical ID badges. Actions and Time Frames: Identify, purchase, and place into service the new equipment, materials, supplies and services needed and the computer hardware, software & supplies needed for EMS within the grant period, upon formal approval and actual receipt of grant funds and formal approval of Change Request #1-B.1 and 3-B.1 during FY 2004-05. New equipment, computer hardware, software, materials, supplies and services will be purchased during FY 2008-09, FY 2009-10, and FY 2010-11. SOURCE: `FY 2010-11 EMS CNTY GRT-APPLIC STEP 7-WORK PLAN PER FIRST PMT.doc' FILE. Revised: 02-08-2011 Page 8 of 23 l3 MIAMI-DADE COUNTY - ATTACHMENT DEPT. OF HEALTH — BUREAU OF EMS APPLICATION FOR EMS GRANT FOR COUNTIES FY 2010-11 EMS COUNTY GRANT #PENDING WORK PLAN PER FIRST OF TWO PAYMENTS FROM THE STATE CITY OF MIAMI FIRE RESCUE DEPARTMENT OBJECTIVES PROJECTS CARRIED OVER FROM EMS COUNTY GRANT #C9013, FY 2009-10 Project # MF.03.02 CONFERENCES, SEMINARS & TRAINING SESSIONS Revenue Carryover Balance from FY 2009-10 Grant = $26,085.71 Interest Carryover Balance from FY 2009-10 Grant = $0.00 Allocation from New Revenue for FY 2010-11= $0.00 Estimated Budget Approved for this Project for FY 2010-11 = $26,085,71 Provide funds for Fire -Rescue personnel to participate in national, regional and local conferences, seminars and training sessions to keep the department abreast of trends and innovations occurring in the EMS field. Actions and Time Frames: Pay for registration fees and travel expenses incurred in attending national, regional and local conferences, seminars and training sessions throughout the grant period, upon formal approval and actual receipt of grant funds and formal approval of Change Request #1-B.2 during FY 2004-05. New conferences, seminars and traininqs will be attended during FY 2009-10, and FY 2010-11. SOURCE: "FY 2010-11 EMS CNTY GRT-APPLIC STEP 7-WORK PLAN PER *FIRST PMT.doc" fiLE. Revised: 02-08-2011 l� Page 9 of 23 MIAMI-DADE COUNTY - ATTACHMENT I DEPT. OF HEALTH — BUREAU OF EMS APPLICATION FOR EMS GRANT FOR COUNTIES FY 2010-11 EMS COUNTY GRANT #PENDING WORK PLAN PER FIRST OF TWO PAYMENTS FROM THE STATE CITY OF MIAMI FIRE RESCUE DEPARTMENT OBJECTIVES PROJECTS CARRIED OVER FROM EMS COUNTY GRANT #C9013, FY 2009-10 Project # MF.02.01 JUVENILE FIRE SETTER PREVENTION & INTERVENTION / RISKWATCH PROGRAM Revenue Carryover Balance from FY 2009-10 Grant = $2,148.45 Interest Carryover Balance from FY 2009-10 Grant = $0.00 Allocation from New Revenue for FY 2010-11= $25,624.00 Estimated Budget Approved for this Project for FY 2010-11 = $27,772.45 Provide funds to deliver a city wide JUVENILE FIRE SETTER Program. Training will be provided by the Grant Resource Teacher and Teacher's Assistant at Miami -Dade County Public School Teacher Re -certification Program workshops, and school classroom presentations. These individuals will be certified NFPA JUVENILE FIRE SETTER Training Providers. This fire prevention curriculum targets the major risk areas that are associated with juvenile interest in starting fires: pre -adolescent to adolescent ages. Actions and Time Frames: Identify, purchase or lease the related student and teacher curriculum materials, printing services, training seminars and equipment needed to deliver this program within the grant period, upon formal approval and actual receipt of grant funds and formal approval of Change Request #1-B.3 during FY 2004-05. For FY2006-07, there will be no immediate need' to hire the Grant Resource Teacher and Teacher's Assistant. For FY 2007-08, there will be a need to hire a Grant Resource Teacher's Assistant. The first allocation of FY 2010- 11 will provide funds for the part-time Fire & Life Safety Educator position, hired in April 2009. SOURCE: "FY 2010-11 EMS CNTY GRT-APPLIC STEP 7-WORK PLAN PER FIRST PMT.doc" FILE, Revised: 02-08-2011 Page 10 of 23 FLORIDA DEPARTMENT OF HEALTH BUREAU OF EMERGENCY MEDICAL SERVICES EMS COUNTY GRANT PROGRAM APPLICATION PACKET Revised: December 2008 4 64J-1.015, F.A.C. TABLE OF CONTENTS Description of Program 1 County Grant Process 1 Application 3 Request for Grant Fund Distribution 5 EMS Grant Program Change Request 6 EMS Grant Program Expenditure Report 7 General Conditions and Requirements 8 Financial 8 Rollovers 8 Disallowed Expenditures 9 Vehicles and Equipment 9 Transfer of Property 9 Requests for Change 9 Supplanting Funds 9 Deposit of Funds 10 Reports 10 Grant Signature 10 Records 10 Final Reports 10 Communications Equipment 10 Expenditures 11 Credit Statement 11 Financial and Compliance Audit Requirements 11 State Funded 11 Submission of Audit Reports 12 Records Retention 13 DESCRIPTION OF PROGRAM OVERVIEW: The Department of Health, Bureau of Emergency Medical Services (EMS) is authorized by Chapter 401, Part II, F. S., to dispense grant funds. Forty-five (45) percent of these funds are made available to the 67 boards of county commissioners (BCCs) to improve and expand prehospital EMS systems in their county. On -going costs for EMS and replacement of equipment cannot be funded under this grant program. These costs remain the responsibility of the counties and EMS agencies and organizations. ELIGIBILITY: EMS County grants are awarded only to BCCs. However, each BCCs is encouraged to assess its countywide EMS needs and establish priorities before submitting a grant application. The assessment should be coordinated with area EMS councils, when available. COUNTY GRANT PROCESS APPLICATION FORM: BCCs must copy and complete the form titled "EMS County Grant Application, DH Form 1684, December 2008". The BCCs will return the county grant application and resolution ( item 5 on the application) to the department. NOTICE OF GRANT AWARD: The Department shall send a Notice of Grant Award letter to the BCCs. This is the BCCs official notice that its grant application has been approved for funding. The letter and its attachments will include the amount of the award, the beginning and ending dates of the grant, due dates for required reports, the approved budget, and additional grant conditions, if any. 1 APPLICATION SUBMISSION: The BCCs must submit: 1. A completed application (DH Form 1684, December 2008) with original signatures of the authorized county official. 2. A county resolution certifying the EMS county grant funds received shall be used to improve and expand prehospital EMS and that the funds will not be used to supplant existing county EMS budget allocations (item 4 in the application). A complete EMS County Grant packet consists of the above two items. No copies are required. Mail the application to: County Grant Emergency Medical Services 4052 Bald Cypress Way, Bin C18 Tallahassee, Florida 32399-1738 Retain this application packet because it contains the grant conditions and requirements, and other information and forms needed. 2 EMS COUNTY GRANT APPLICATION FLORIDA DEPARTMENT OF HEALTH Bureau of Emergency Medical Services Complete all items ID. Code (The State Bureau of EMS will assign the ID Code — leave this blank) C 1. County Name: Business Address: Telephone: Federal Tax 1D Number (Nine Digit Number). VF 2. Certification: (The applicant signatory who has authority to sign contracts, grants, and other legal documents for the county) I certify that all information and data in this EMS county grant application and its attachments are true and correct. My signature acknowledges and assures that the County shall comply fully with the conditions outlined in the Florida EMS County Grant Application_ Signature: Date: Printed Name: Position Title: 3. Contact Person: (The individual with direct knowledge of the project on _a day-to-day basis and has responsibility for the implementation of the grant activities. This person is authorized to sign project reports and may request project changes. The signer and the contact person may be the same.) Name: Position Title: Address: • Telephone: Fax Number. E-mail Address: 4. Resolution: Attach a current resolution from the Board of County Commissioners certifying the grant funds will improve and expand the county pre-hospitat EMS system and will not be used to supplant current levels of county expenditures. 5. Budget: Complete a budget page(s) for each organization to which you shall provide funds. List the organization(s) below (Use additional pages if necessary) DH Form 1684, December2008 64J-1.015, F.A.C. 3 BUDGET PAGE A. Salaries and Benefits: For each position title, provide the amount of salary per hour, FICA per hour, other fringe benefits, and the total number of hours. Amount TOTAL Salaries TOTAL FICA Grand total Salaries and FICA B. Expenses: These are travel costs and the usual, ordinary, and incidental expenditures by an agency, such as, commodities and supplies of a consumable nature excluding expenditures classified as operating capital outlay (see next category)_ List the item and, if applicable, the quantity Amount TOTAL C. Vehicles, equipment, and other operating capital outlay means equipment, fixtures, and other tangible personal property of a non consumable and non expendable nature with a normal expected life of one (1) year or more. List the item and, if applicable, the quantity Amount TOTAL Grand Total DH Form 1684, December 2008 4 FLORIDA DEPARTMENT OF HEALTH EMS GRANT PROGRAM REQUEST FOR GRANT FUND DISTRIBUTION In accordance with the provisions of Section 401.113(2)(a), F. S., the undersigned hereby requests an EMS grant fund distribution for the improvement and expansion of pre -hospital EMS. DOH Remit Payment To: Name of Agency: Mailing Address: Federal Identification number Authorized Official: Signature Date Type Name and Title Sign and return this page with your application to: Florida Department of Health BEMS Grant Program 4052 Bald Cypress Way, Bin C18 Tallahassee, Florida 32399-1738 Do not write below this line. For use by Bureau of Emergency Medical Services personnel only Grant Amount For State To Pay: $ Grant ID: Code: Approved By : State Fiscal Year: Signature of EMS Grant Officer Date Organization Code E.O. OCA 64-42-10-00-000 Federal Tax ID: VF Object Code 750000 Grant Beginning Date: Grant Ending Date: DI 1767P, December 2008 64J-1.015, F.A.C. 5 Department of Health EMS GRANT PROGRAM CHANGE REQUEST Name of Grantee: Grant ID Code: BUDGET LINE ITEM CHANGE FROM CHANGE TO TOTAL $ $ Justification For Change: Signature of Authorized Official Date For department use only. Approved Yes El No El Change No: Department's Authorized Representative DH 1684C, December 2008 64J-1.015, F.A.C. 6 Date Department of Health EMS GRANT PROGRAM EXPENDITURE REPORT Name of Grantee: Grant ID Code: Time Period Covered: Beginning Date: Ending Date: Eamed Interest: Amount $ ; as of Final Report (Check one): 111Yes QNo Day Month Year Major Line Items Approved Budget Expenditure by Major Line Item(s) TOTAL BUDGETED EXPENDITURES TOTAL Actual Expenditure to Date by Major Line Item(s) TOTAL EXPENDITURES $ BALANCE (Budgeted Less Actual Expenditures) Include with the progress notes an explanation of how project personnel, equipment, and any problems or barriers may impact on the grant progress. I certify the above reports are true and correct. Expenditures were made only for items allowed by the above referenced grant. Signature of Authorized Official Date DH 1684A, December 2008 64J-1.015, F.A.C. 7 GENERAL CONDITIONS AND REQUIREMENTS The EMS County grant general conditions and requirements are an integral part of the county grant agreement between the agency/organization (grantee) and the state of Florida, Department of Health (grantor or department). In the event of a conflict, the following requirements shall always be controlling: FINANCIAL FUND ACCOUNTING: All state EMS grant funds shall be deposited by the grantee in an account maintained by the grantee, and assigned an unique accounting code designator for all grant deposits and disbursements or expenditures thereof. All state EMS grant funds in the account maintained by the grantee shall be accounted for separately from all other grantee funds. USE OF COUNTY GRANT FUNDS: All state EMS grant funds shall be used between the beginning and ending dates of the grant solely for activities as outlined in the Notice of Grant Award letter, its attachments if any, and the application including its budget with its revisions, if any, on file in the state EMS office. The grantee is not restricted to staying within the line item amounts within the approved grant budget. However, the grantee must adhere to the approved total grant budget. Any expenditures beyond this budget are the -full responsibility of the grantee. ROLLOVERS Any unencumbered EMS county grant program funds as of September 30, of each year , including interest, remaining in the assigned grantee account at the end of a grant period shall be reported to the department. The grantee will retain these funds in the EMS County Grant account and include them in a budget revision request after receipt of approval of their next county grant application. 8 DISALLOWED EXPENDITURES No expenditures are allowable as grant costs unless they are clearly specified as a line item In the approved grant budget, including approved change requests, or are clearly included under an existing line item. Any disallowed EMS county grant expenditure shall be returned to the EMS county grant account maintained by the grantee within 40 days after the department's notification. The costs of disallowed items are the responsibility of the county. VEHICLES AND EQUIPMENT The grantee shall own all items, including vehicles and equipment purchased with the state EMS grant funds, unless otherwise described in the approved grant application. The grantee shall clearly document the assignment of equipment ownership and usage; and maintain these documents so they are available to the department. The owner of the vehicle shall be responsible for the proper insurance, licensing and, permitting and maintenance. All equipment purchased with grant funds shall continue to be used for pre -hospital EMS or the purpose for which it was purchased throughout its useful life. When any grant -funded equipment is no longer usable, it may be sold for scrap or disposed of in the customary procedure of the receiving agency. TRANSFER OF PROPERTY A private organization owning any equipment funded through the grant program in whole or in part and purchased that equipment to provide services for a municipality, county or other public agency ceasing operation within five years of the ending date of a grant awarded to the organization shall transfer the equipment or other items to the local agency. There shall be no cost to the recipient organization. This provision is applicable when services cease operating due to a contract ending as well as any other reason. REQUESTS FOR CHANGE After a grant has been awarded, all requests for change shall be on DH Form 1684C EMS Grant Program Change Request, December 2008. The grantee shall obtain written approval from the department prior to making the requested changes. The following changes must be requested: 1. Changes in the project activities. 2. Redistribution of the funds between entities or equipment approved. 3. Establishing a new line item in the budget. 4. Changing a salary rate more than 10%. SUPPLANTING FUNDS The applicant cannot proposetouse grant funds. to supplant or replace any county or other. funding source. Funds received under the county award grant program cannot be used to fulfill the matching requirement for the matching grant program. DEPOSIT OF FUNDS County grant funds provided to an applicant shall be deposited in a separate account. All interest earned shall be documented on the required reports. REPORTS Each grantee shall submit two reports to the department. The dUe dates for the required reports shall be specified in the letter from the department notifying the grantee of the grant award. These reports shall include, at a minimum, a narrative of the activities completed or the progress of grant activities during the reporting period. A report shall be submitted by the due date whether or not any action or expenditures have occurred. GRANT SIGNATURE The authorized individual listed on page one of the application shall sign each original application. Should this not be possible before the due date a letter shall be submitted to the department explaining why and when the signed application shall be received. RECORDS The grantee shall maintain financial and other documents related to the grant to support all revenue and expenditures. A file shall be maintained by the grantee, which includes a copy of the 'Notice of Grant Award' letter, a copy of the application and department approved budget and a copy of all approved changes. FINAL REPORTS Within 120 days of the grant ending date a final report shall be submitted to the department. The final report shall at a minimum contain a narrative describing the activities conducted including any bid or purchasing process and a copy of all invoices, canceled checks relating to the purchase of any equipment and supplies. If the activity funded was for training a list of all individuals receiving the training shall be submitted along with the dates, times and location of the training. If the grant was for training to be obtained by staff then a copy of all invoices and payment documents for the training shall also be submitted. COMMUNICATIONS EQUIPMENT The grantee shall have all communications activities, services, and equipment approved in writing by the Department of Management Services, Information Technology Program (ITP). The approval shall be dated after the beginning date of the grant. Any commitment to purchase the requested equipment and service shall also be dated after the beginning date of the grant. 10 EXPENDITURES No expenditures may be incurred prior to the grant starting date or after the grant ending date. Rollover funds may be used to meet expenditures prior to receipt of current year funds. CREDIT STATEMENT The grantee ensures that where activities supported by this grant produce original writing, sound recording, pictorial reproductions, drawings or other graphic representations and works of any other nature, notices, informational pamphlets, press releases, advertisements, descriptions of the sponsorship of the program, research reports, and similar public notices prepared and released by the provider shall include the statement: "Sponsored by [Your Organization's Name] and the State of Florida, Department of Health, Bureau of Emergency Medical Services." If the sponsorship reference is in written or other visual material, the words, "State of Florida, Department of Health, Bureau of Emergency Medical Services" shall appear in the same size letter or type as the name of the grantee's organization. One complimentary copy of all such materials shall be sent to the department within three weeks of their reproduction and delivery to the grantee. If the proper credit statement is not included, or if a copy of each item produced is not provided to the department within three weeks, the cost for any such materials produced shall be disallowed. Where activities supported by this grant produce writing, sound recordings, pictorial reproductions, drawings, or other graphic representations and works of any similar nature, the department has the right to use, duplicate and disclose such materials in whole or in part, in any manner or purpose whatsoever and others acting on behalf of the department. If the materials so developed are subject to copyright, trademark, or patent, legal title and every right, interest, claim, or demand of any kind in and to any patent, trademark or copyright, or application for the same, will vest in the State of Florida, Department of State, for the exclusive use and benefits of the state. Pursuant to section 286.02 (1), F.S., no person, firm or corporation, including parties to this grant, shall be entitled to use the copyright, patent or trademark without the prior written consent of the Department of State. FINANCIAL AND COMPLIANCE AUDIT REQUIREMENTS This is applicable, if the provider or grantee, hereinafter referred to as provider, is any local government entity, nonprofit organization, or for -profit organization. An audit, performed in accordance with section 215.97, F.S. by the Auditor General shall satisfy the requirement of this attachment. STATE FUNDED This part is applicable if the provider is a nonprofit organization that expends a total of $100;000 or more in funds from the department during its fiscal year, which was not paid from a rate contract based on a set state or area -wide fixed rate for service, and of which less that 11 $300,000 is federally funded. The determination of when a provider has "expended" funds is based on when the activity related to the award occurs. The grantee agrees to have an annual financial audit performed by independent auditors in accordance with the current. Government. Auditing Standards issued by the Comptroller General of the United States. Such audits shall cover the entire organization for the organization's fiscal year. The scope of the audit performed shall cover the financial statements and include reports on intemal control and compliance. The reporting package shall include a schedule that discloses the amount of expenditures and/or receipts by grant number for each grant with the department in effect during the audit period. Compliance findings related to grants with the department shall be based on the grant requirements, including any rules, regulations, or statutes referenced in the grant. The financial statements shall disclose whether or not the matching requirement was met for each applicable grant. All questioned costs and liabilities due to the department shall be fully disclosed in the audit report with reference to the department grant involved. If the grantee receives funds from a grants and aids appropriation, the provider shall have an audit, or submit an attestation statement, in accordance with Section 215.97, F. S. The audit report shall include a schedule of financial assistance, which discloses each state grant by number and indicates which grants are funded from state grants and aids appropriations. The grantee has "received" funds when it has obtained cash from the department or when it has incurred reimbursable expenses. The grantee agrees to submit the required reports. SUBMISSION OF AUDIT REPORTS Copies of the audit report and any management letter by the independent auditors, or attestation statement, required by this attachment shall be submitted within 180 days after the end of the grantee's fiscal year to the following, unless otherwise required by F. S.: A. Send one copy to: Florida Department of Health Contract Administrative Monitoring Unit 4052 Bald Cypress Way, BIN BO1 Tallahassee, Florida 32399-1729 B. Submit to this address only those audits performed or attestation statements prepared in accordance with Section 215.97, F. S.: Send two copies to: Auditor General's ice Local Government Audits/342 Claude Pepper Building, Room 401 111 West Madison Street Tallahassee, Florida 32399-1450 C. Do not send this report to the state Bureau of EMS. 12 RECORDS RETENTION The grantee shall ensure that audit working papers are made available to the department, or its designee, upon request fora period of five years.from the date the audit report is issued, unless extended in writing by the department. 13