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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•REOU/REMENTS 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 1o, 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 48): 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: Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program operations unless audits require a longer period of time. . 2. Grantees should maintain a financial file with copies of back-up documentation for all 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 of. purchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, joumal 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..- lF.YOU WISH TO:OBTAIN THESE FORMS.ELECTONICALLY, PLEASE NOTIFY YOUR CONTRACT MANAGER' ' GRANTEE: AGREEMENT # -STATE.. OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT • FINANCIAL HISTORY,REPORT/QUARTERLY. STATUS REPORT FORMS1AND7 (check the quarter 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, FINANCIAL: HISTORY REPORT THIS IS 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 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 QUARTERLY STATUS REPORT IS A PEQU,IPED DOCUN'Et'TAND MUSTFBE(SUBMITTED QUARTER This information must be clearly linked to the project TIMELINE,'BELIVERABLES 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 THIS MUST BE ACCOMPANIED BY THE DETAIL OF EXPENDITURES FOK 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 $ 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 1 TOTAL AMOUNT TO BE PAID ON THIS INVOICE PLEASE SUMMIT A SEPARATE FORM (4) FOR EACH OF THE FOLLOWING CATEGORIES lanrimg Expendiu[es Rganizatwri Activitis)Expendltures) (limited to 25% of ttielotal UAw SI aartl) raining Expenditures" xercise Expenditures`.' qui;pment Acguisition:Expendltures lanm ageentend Administration Expenditure (lir. mited to'3%a ofAbel,total awartl) - CATEGORY v� SELECT CATEGORY FROM LIST GRANTEE: AGREEMENT # COST INCURRED DURING THE PERIOD OF DATE PAID 'AMOUNT.:: TOTAL EXPENDITURES 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 CLAIIVIS - FORM 48 THIS FORM IS BACKUP AND MUSTACCOMPANY THE REIMBURSEMENT REQUEST AND DETAIL OF CLAIMS, FORM 4A 17.- 7' •--'" 72",-, ,.4..:', ,,,i977- ,,i'my, ,.. 7..7.777n.,-.7;f. 47" ,i?P' ,.o.r.fen.-pf.M1,1", ?-!-1.4.9:i'MAI'll '4'it' ''''il;Mr.',,.4.4,,i:,.i'S;-' C'.•e" ' ' f.!.',...'q-,''.,''"ii,,Iff,.i.,;.,,i :',.,.-..•;:..'.-.:' tIAlibWabfpRI0iiiiir0:doSts:,., :.2..,..:.i,,,,, ;',i,,:,:-.:;t1.!5:',;;; ;!.' ,,',45.!, 1,, ,-, ::::;• ,,f''::::, r,''Odantity!.., >i:;1;..,Unit Cost ii‘.:.,To-tal Cbst.,... 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 *gW4d)award)afr.-lLk.aPif.-.4h,,eW43I.M- -Afil:3;:abi'i.5436L'IllfarA6tivifig'.(iiNiteo:f&;2567 ;tili661::::CIK -.. .,•,:..1;.,5.,e-dM.F:4-;!,,,,i,,i;,,,i-,,,,,piggi.,i,v.:.",,ipi:-:,,a.1,;.1,,,o- .:.';?•''.Wg'-1,.Yegii:',.:,.4„...,i,..„!.....„,:„.,,,...,...,,,,„ Quantitm J.•,•..••11i::..No..,.....,...,..,1,,,,I,i:,:.1y3:-:.,:i , ,;.:Unit..0 . Total::Cost.... •;:f..,?.ttr,:i:Rt,i-i17.-ii; 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 remainingl5%). 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 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 wl.r;•:',:kN:19i.:...w,ijhi,i.;q40..iiei'' , 4I1(4woi 1: 4 Costs.,.,,,,,J„,-,...,,,;..,tfr,,,IF.:;,,mv46:4,.;!t.q, „ J....:m. itoila ikFp'.'i;.,:!:ii,m.:•4‘.'N!,,,,:*:.:ti.,.-;;1,.6,;,.:-.....:7:+:,:i's.i0:1'n .9i-A':It,'i'sai'i-..*,;!;.I,.?!Pll.4::'i'.';;:,,-fin; l'!,•.,.;u.,0...,..,..i-....i: •.N11_.:i. ;.i.i•,•:i.1,,,iw,,,;\,:i ''•'•,4lfriic:CdSti,L'6,;..i..Tidthl::CoSt'f,,,.: ,',.,:y,.-..-,Fe,,.v.i.‘.,,F ..;,ov•.?,.:',N:e:!.,:*•,i;F:m.::1,‘;' i;• •-.,,,,.o',.-• ,..':.i..q,,:-;fR;0.,,01,,,,,a 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 al w wolp.usdo.gov/odp/docs/TED Course Catalog2007.pdf Allowable Exercise 'tla Exercise Planning Workshop - Grant funds may 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. 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 backfill 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. usdoj.gov/finquide06/. 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. • 'g`bleseEquipwmhlights uitshe a,onf thsestease alcoteory:caenentAcqslowblwabqui be found thoition Co. nf cagories cafortegois' es ;TEhlieble elohgnvelitinegder ecgkb.mr` equipm:pmenn"the', Acompreent egibl,e.utLit aE wwwwhsadA'uthorized'Eupawa;rpecifcequipmmnlogon Register onthe website•and Click on .search the RKB Click on Dy5 Authorized Equipment List (AEL) FY2007 ;ij,, , If you wish to purchase a piece•of equipment from any category below,,then ,in the space given below that category put the ,AEL item -number' and itle... Personal protective equipment e.g., 1.12.2.1, Covers, Outer Footwear Explosive device mitigation and remediatlon egwpment' CBRNE operational search and rescue equipment; Information technology Cyber security enhancement equipment Interoperable,communications equipment (oijionient - - Medial.,SupplieS and limited pharmaceuticals Power eqiiiprnent :7CBRNE'refetenbe Materials CBRNE incident response Terrorism incident Physical security ephancementequipment.;......... .'! trispection andScreening-systems' • • ,AgribiLilttire•TerrbrisinPrkiention;',Reaponse; and Mitigebori EOdipirient • r:CBRNE ResporiseWatercraft; 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 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 M&A 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 unit(s)of government and has the approval of the state or the awarding agency, whichever is applicable. In no case is dual compensation allowable. Thal is, an employee,of.a unit ofgovernmenl:mayrnvlreceive 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 equipment 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 STATED F• FLO.RIDA DIVISI•ON,•O.•FENIERGENCY MANAGEM•ENT • • 2555.SHUMARD OAK'BOULEVAR.D. TALLAHASSEE, FLORIDA . 2399 210.0 `TORN 5�' LOSE-.OUT;I?EPORT., , 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 EXPENDfTURES. 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 FUNDS RECEIVED:,UNDERTHlS AGREEMENT . Date ` '^ Amount 1. 2 3. 4. 5. 6. 7. TOTAL ntArno Less.Total Funds Receivedunder this Agreement (Column 4,Llne 7) BalanceofAgreemen 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