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Home My WebLink AboutContractual Forms & RequirementsSTATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT Department of Homeland Security 2008 Urban Areas Security Initiative (UASI) CONTRACTUAL FORMS and REOUIREMENTS Quarterly Financial History Report/ Status Report (Form 1 and Form 2): 1. These reports must be completed in full quarterly. These are required reports and must be submitted within 30 days of the end of each report period in order to be considered in compliance with the terms of the contract. 2. These reports are to include, but not be limited to, the work that has been completed, the work in progress and the timeline of the work left to be completed. If any delays from the original timeline have occurred, specify the reason and revise the completion timeline. 3. If expenditures do not occur during a given report period, Forms 1 and 2 should be submitted with complete information clearly linked to the project. Reimbursement Request (Form 3), Detail of Claims (Form 4) and Budget Detail Worksheet (Form 4B): 1 These forms are to be filed as needed. Complete Reimbursement Request by entering all information needed for reimbursement. 2 The Detail of Claims form must accompany the Reimbursement Request form, along with the Budget detail Worksheet. 3. The Reimbursement Request form must be signed by the contract manager or someone with equal authority. Claims are to be submitted to the following address: STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT BUREAU OF RESPONSE DHS GRANTS UNIT —Attn: (Carolyn Washington) 2555 SHUMARD OAK BOULEVARD TALLAHASSEE, FLORIDA 32399-2100 Close Out Report - (Form 5): 1. Close Out Reports are due as soon as the final payment has been made and all final expenditures have occurred. 2. The contract cannot be considered closed until the Close Out Report has been received. Documentation of project expenditures: 1. Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program operations unless audits require a longerperiod of time. 2. Grantees should maintain a financial file with copies of back-up documentation for at paid project/program expenditures made by the grantee during the grant period. Documentation of expenditures against the program will be reviewed and verified during on -site monitoring visits or when necessary by the DEM staff. Acceptable documentation includes copies ofpurchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, journal transfers, etc. These documents should be submitted when requesting reimbursement. 3. In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and attendance forms. 4. All claims for reimbursement of expenditures must be submitted on the approved DCA financial reporting forms. Claims not submitted on the proper form cannot be processed and will be returned for corrections::._ IF YOU WISH TO OBTAIN THESE..FO.RMS ELECTONICALLY, PLEASE NOTIFY YOUR CONTRACTMANAGER GRANTEE: AGREEMENT # STATE .OF. FLORIDA DIVISION OF: EMERGENCY MANAGEMENT FINANCIAL' HISTORY, REPORT/QUARTERLY STATUS REPORT 'FORM. $1AND2,:: (check the quarler of submission along with year) QUARTERLY REPORTING DUE DATES JANUARY 1 — MARCH 31 — Due no later than April 30, APRIL 1 — JUNE 30 — Due no later than July 31, JULY 1 — SEPTEMBER 30 — Due no later than OCTOBER 31, OCTOBER 1 - DECEMBER 31 — Due no later than January 31, RNANCIAL;HISTORY,REPORT :THIS 1S A REQUIRED DOCUMENT AND MUST BE SUBMITTED QUARTERLY CUMULATIVE FUNDS EXPENDED`:' 1. Planning Costs 2. Organizational Activities (limited to 25% of the total UASI award) 3. Training Costs 4. Exercise Costs 5. Equipment Acquisition Costs 6. Management and Administration Costs (limited to 3% of the total award) 7. TOTAL EXPENDITURES TOTAL PAYMENTS PREVIOUSLY RECEIVED 1 hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed Contract Manager or Financial Officer QUARTERLY STATUS; REPORT EQUIPED DOCUMIE1jT7AND MUST,BE SUBMITTED QUARTER 'This information must be clearly linked to the project TIMELINE, DELIVERABLES AND THE SCOPE OF WORK. Report events, progress, delays, etc. that pertain to this project (Attach additional pages(s) If needed) :-STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT REIMBURSEMENT REQUEST .FORM 3 Grantee Payment date Address Payment # Phone # Agreement # Agreement Amount COSTS INCURRED DURING THE PERIOD OF: / / through / / IS:MUST:BE ACCOMPANIED BY. THE: DETAIL: OF" EXPENDITURES! FOR 1. Planning Expenditures 2. Organization Activities Expenditures (limited to 25% of the total UASI award) 3. Training Expenditures 4. Exercise Expenditures 5. Equipment Acquisition Expenditures 6. Management and Administration Expenditures (limited to 3% of the total award) 7. Total Expenditures $ I hereby certify that the above costs are true and valid costs incurred in accordance with the project agreement. Signed Contract Manager or Financial Officer TO BE COMPLETED BY DEM STAFF AGREEMENT AMOUNT PREVIOUS PAYMENT(S) THIS PAYMENT REMAINING BALANCE PLEASE SUBMIT A SEPARATE FORM (4) FOR EACH OF THE FOLLOWING CATEGORIES Planning Expenditures_; 2 OrgamzationActrv!f es -Expenditures) (limited to 25°, of the total UASI award)'' c 3� Tramirig Expenditures '. 4 Exercise Expenditures, 5 Equiprnent Acguisitwn:Expenditures 6 Management and Administration Expenditures (hmifed to 3% of the total award) CATEGORY SELECT CATEGORY FROM LIST GRANTEE: AGREEMENT # COST INCURRED DURING THE PERIOD OF DAT_ PAID: ',4MbUNT;. TOTAL EXPENDfTURES 1. FORM MUST BE COMPILED FROM FORM 4B BY CATEGORY 2. FORM MUST ACCOMPANY THE REIMBURSEMENT REQUEST STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT DETAIL OF CLAIMS — FORM 4B THIS FORM IS BACKUP AND MUST ACCOMPANY'THE REIMBURSEMENT REQUEST AND DETAIL OF CLAIMS, FORM 4A 77 !/' � J.. 1 i! t 1 1,1J��,l$S At:is rl�litl r+�fl/Yf�„XBSI. �{L n'� t,Jt_ K¢r, �h�.,!�'�,; 1f 'Allowable PlanningICosts ! Quantity. Unit Cost Totni%Cost Public Education/Outreach Develop and implement homeland security support programs and adopt ongoing DHS national initiatives . Develop and enhance plans and protocols Develop or conduct assessments Establish, enhance, or evaluate Citizen Corps -related volunteer programs Hiring of full or part-time staff or contractors/consultants to assist with planning activities (not for the purpose of hiring public safety personnel fulfilling traditional public safety duties) , Conferences to facilitate planning activities Materials required to conduct planning activities Travel/per diem related to planning activities Overtime and backfill costs — Payment of overtime expenses will be for work performed by award (SAA) or sub -award employees in excess of the established work week (usually 40 hours) related to the planning activities for the development and implementation of the programs under HSGP. • Other projects areas with prior approval from G&T Allowable Orgamzationai Activities (limited to 25°/5of the total UASf ,award) -"ciIlgiAlwew POW-PviAMW,g4Cuantity / .,t ; ' Unit Cost ~ Total'Cost Overtime for information, investigative, and intelligence sharing activities Reimbursement of select operational expenses associated with increased security measures at critical infrastructure sites, incurred during time periods of DHS-declared Code Orange or Yellow (limited to 10%) or Code Orange (limited to the remaining15%). Funds may only be used in the following authorized categories: . • Backfill and overtime expenses for staffing state or local EOCs • Hiring of contracted security for critical infrastructure sites • Public safety overtime • National Guard deployments to protect critical infrastructure sites • Increased border security activities in coordination with CBP. . Hiring of contractors/consultants for participation in information/intelligence analysis and sharing groups or intelligence fusion center activities Allowable Training Costs r ' y 'r,F ! ;' rr ir,- Ni...r„ '!QLiantrtyr .,� ... UnitCostlxwjf „_ a Total Cost .... .. .... Overtime and backfill funding for emergency preparedness and response personnel attending G&T-sponsored and approved training classes. Grantees may also use G&T grant funds to cover overtime and backfill expenses for part-time and volunteer emergency response personnel participating in G&T training. - UASI funds may also be used for training citizens in awareness, prevention, protection, response and recovery skills _.. , Training Workshops and Conferences -. Full or Part -Time Staff or Contractors/Consultants Travel Supplies Other items A complete list of G&T approved courses may be found at w w.o)p.usdo .qov/odp/docs/TED Course Catalog2007.pdf fh2�'1 �s t Altbwable�txerC t.05ISK �ir�5 ( ^' ,� ti.aJ j iJN J 7.1..i �i, Li1r L:, ,.,.rn !s"w. .a.:, ,t ...,6.n ,+....1Mc ae t..w..rtl 777, ise Exercise Planning Workshop - Grant funds rnay be used to plan and conduct an Exercise Planning Workshop to include costs related to planning, meeting space and other meeting costs, facilitation costs, materials and supplies, travel and exercise plan development. uan (rht Cost, Full or Part -Time Staff or Contractors/Consultants - Full or part-time staff may be hired to support exercise -related activities. Payment of salaries and fringe benefits must be in accordance with the policies of the state or local unit(s) of government and have the approval of the state or the awarding agency, whichever is applicable. The services of contractors/consultants may also be procured to support the design, development, conduct and evaluation of CBRNE exercises. The applicant's formal written procurement policy or the Federal Acquisition Regulations (FAR) must be followed. Overtime and backfill costs — Overtime and backlit' costs associated with the design, development and conduct of CBRNE exercises are allowable expenses. Grantees may also use G&T grant funds to cover overtime and backfill expenses for part-time and volunteer emergency response personnel participating in G&T exercises. Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are allowable as expenses by employees who are on travel status for official business related to the planning and conduct of the exercise project(s). These costs must be in accordance with state law as highlighted in the OJP Financial Guide. States must also follow state regulations regarding travel. If a state or territory does not have a travel policy they must follow federal guidelines and rates, as explained in the OJP Financial Guide. For further information on federal law pertaining to travel costs please refer to www.oip.usdoi.clov/finguide06/. Supplies - Supplies are items that are expended or consumed during the course of the planning and conduct of the exercise project(s) (e.g.; copying paper, gloves, tape, non -sterile masks, and disposable protective equipment). Other Items - These costs include the rental of space/locations for exercise planning and conduct, exercise signs, badges, etc. Eligible Equipment Ac;quisitio Costs The table below highlights the allowable equipment categories for this award A comprehensive listing of the e allowable equipment categories :` andspec fic eguipmenfieligible under each category; can be+'fountl on tf e web -based Authorized Equipment List at. 'www rkb.mipt orq `. • Register en :the website and logos •Click on search the RKB Click on DHS Authorized Equipment List (AEL) F:Y2007 If you wish tp purchase. a piece of equipment from any category, below ,then in;the'space given below that category, putthe "AEL :item numberand ?hlle Personal protective egipment e.g., 1.12.2.1, Covers, Outer Footwear Explosive device mitigation and remediation equipment CBRNE operational search and rescue equipment Information technology:.: Cyber security enhancement equipment Interoperable:communications equipment Detection Equipment Decontamrfiation Equipment Me Jicalauppliesand limited pharmaceuticals Power equipment.:_) :CBRNE'reference materials CBRNE incidentresponsevehicles Te.�ronsm incident prevention equipment' Physical security enhancement equipment Inspection and Screening systems Agriculture Terrorism Prevention Response and .Mitigation;Equ ipment CBRNE Response: watercraft CBRNE Aviation Equipment CBRNE logistical support equipment Intervention equipment Other authorized equipment costs (include any construction or renovation costs in this category; Written approval must be provided by G & T prior to the use of any FY 2006 UASI funds for construction or renovation) Personnel Up to 15%of programmatic spending may be used to support the hiring of full or part-time staff to conduct eligible programmatic activities Eligible Management and Administration Costs Hiring of full-time or part-time staff or contractors/consultants: • To assist with the management of FY06 HSGP. • To assist with design, requirements, and Implementation of FY06 HSGP. • To assist with the implementation and administration of the State Homeland Security Strategy, as it may relate to the individual grant program. Hiring of full-time or part-time staff or contractors/consultants and expenses related to: • HSGP application submission management activities and application requirements. • Meeting compliance with reporting/data collection requirements, __. including data calls. Development of operating plans for information collection and processing necessary to respond to DHS/G & T data calls. Overtime and backfill costs — Payment of overtime expenses will be for work performed by award (SAA) or sub -award employees in excess of the established work week (usually 40 hours) related to the MBA activities for the development and implementation of the programs under HSGP. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the state or local units) of government and has the approval of the state or the awarding agency, whichever is applicable. In no case is dual compensation allowable. That is, an employee of a unit of government may not receive compensation from their unit or agency of government AND from an award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though such work may, benefit both activities. Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act (FICA), Workers' Compensation and Unemployment Compensation. Travel expenses Meeting -related expenses (For a complete list of allowable meeting - related expenses, please review the OJP Financial Guide at http://www.ojp.usdoj.gov/FinGuide). Acquisition of authorized office equipment, including personal computers, laptop computers, printers, LCD projectors, and other equiprnent or software which may be required to support the implementation of the homeland security strategy. The following are allowable only within the contract period: • Recurring fees/charges associated with certain equipment, such as cell phones, faxes, etc. • Leasing and/or renting of space for newly hired personnel to administer programs within FY06 UASI. TOTAL :STATE'OF FL'O.RIDA DIVISION OF EMERGENCY MANAGEMENT 2555 SHUMARD..OAK'BOULEVARD TALLAHASSEE, FLORIDA 32399 2100`:`. FORMS ;:: LQSE::OUT REPORT,,,,, This Form Should Be Completed And Submitted To The Department No Later Than Sixty (60) Days After The Termination Date Of The Agreement GRANTEE AGREEMENT# ADDRESS AGREEMENT AMOUNT • CITY AND STATE AGREEMENT PERIOD TOTAL EXPENDFruRES.: 1 Planning Costs 2. Organizational Activities (limited to 25% of the total UASI award) 3. Training Costs 4. Exercise Costs 5. Equipment Acquisition Costs 6 Management and Administration Costs (limited to 3% of total UASI award) 7. TOTAL EXPENDITURES Total Funds Received From The Division of Emergency Management Agreement (column 4, Line 7) Less Total Grant Award Expenditures (Col. 2, Line 7) Equal Balance of Agreement Owed to DEM Refund Due to State? If Yes, Refund Check Enclosed? If No, Enter Date Refund will be submitted Yes No Yes No Refund and/or final interest check are due no later than ninety (90) days after the expiration date of the Agreement. Make Check Payable to: Cashier Department of Community Affairs Mail to: Department of Community Affairs Division of Emergency Management 2555 Shumard Oaks Boulevard Tallahassee, Florida 32399-2100 (3) (4).. FUNDS RECEIVED:UNDERTHIS AGREEMENT Date Amount 1. 2 3. 4. 5. 6. 7. TOTAL eement'Am Less.. Total Funds Received under this Agreement (Column 4,LIne 7) Balancei.`of Agreement I hereby certify that the above costs are true and valid costs incurred in accordance with the protect Agreement, and that the matching funds, In -kind or cash, were utilized toward the project in this Agreement. Signed Contract Manager or Financial Officer