HomeMy WebLinkAboutBack-Up DocumentCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM:
Jose M. Fernandez, Director March 1, 2016
DATE : FILE :
Finance Department
Daniel Rotenberg, Director ,4)
New Award Set Up
SUBJECT :
DREAM REFERENCES : Project Agreement, CVA15-733 MV179
Award Set Up Form
ENCLOSURES:
On February 1, 2016 the City of Miami was awarded a grant in the amount of $204,850.00 from the Florida
Department of Environmental Protection (F.D.E.P.), through the Clean Vessel Act. The grant was awarded to
support funding for the Dinner Key Marina Pumpout Upgrades & Improvements -- Phase II construction project.
This funding will supplement an already -awarded Florida Inland Navigation District grant and city matching
funding. The Department of Real Estate and Asset Management has received the executed project agreement and
has until September 1, 2016 to utilize this funding opportunity.
We respectfully request a new award for F.D.E.P. project #CVA15-733 MV179 be established and loaded into
project 40-B70012 "DINNER KEY MARINA PUMPOUT IMPROVEMENTS PHASE II".
Award: Assign # Amount: $204,850.00
Project: 40-B70012
Name: DINNER KEY MARINA PUMPOUT IMPROVEMENTS PHASE II
DR:shb
C: Stephen H. Bogner, Marinas Manager
Yvette Smith, CITP Administrator
City of Miami
AWARD SETUP FORM
(See information on Page 2)
Award # TBD
GENERAL INFORMATION
1. Funding Source Name: PNG — Florida Dept. of Environmental Protection / CVA Grant
Award Short Name: FDEP/CVA Grant 2 Funding Source Award #
3. Award Full Name: Clean Vessel Act Grant Program
31 CFDAI CSFA Number: 15.616 4. Award Type: State
5. Award Purpose: Sewer/Wastewater — To
accept funding from FDEP/CVA grant for
replacement of vacuum pumpout system pipes &
hydrants at Dinner Key Marina.
Organization: DREAM (402000)
Award Manager: Stephen H. Bogner
6. Document Number: Accepted by City Manager 7. Legistar File Number: N/A
AWARD DATES, TERMS AND
Start Date: 1/28/16
CONDITIONS:
End Date: 9-30-16
Close Date: 10/31/16
Terms: Immediate
Status: Active
Is this Award for Purchase of
Equipment?
Yes
10%
If yes indicate the % for it.
Personnel Allowed:
No
Administrative Cost
Allowed:
Yes
No
X
Indirect Costs
Allowed:
Yes
No
X
Interest Allocation
Allowed:
Yes
X
No
BILLING &R VENUES DISTRIBUTIONS RULE
Billing: N/A
Revenue:
Billing Cycle: Entire grant funding is reimbursement.
Event
Boundary Code: Project
Amount Type: Project to Date
PROJECT FUNDING:
Installment:
$204,850
Direct$
Indirect$
Indirect$
Project Number
Task Number
Total Amount$
40-B70012
01
$204,850
16CVADKMPUMPOUTAWARDLOAD-031916
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Please fill in this Set up in accordance to the support documents; do not hesitate to contact someone in our
department for assistance.
Award #: It is generated by Oracle after the information is saved.
REQUIRED FIELDS:
GENERAL INFORMATION: Based on the documents support.
1. Funding Source Name (Grantor): The grantor is the legal entity providing the funds to the City.
2. Funding Source Award Number: Grant/Contract Number
3. & 3.1 Award Full Name & CFDA Number: A unique number and name assigned by
the grantor usually Federal identifying the funding source. See the following below Zink.
https://www.cfda.gov/index?s=program&mode=list&tab=list
Award Full Name & CSFA Number: A unique number assigned by the grantor
usually State identifying the funding source. See the following below link
https://apps.fldfs.com/fsaa/catalog.aspx
Award Type: choose one the following: City Funds;County;Federal; Federal Pass Through
County; Federal Pass Through State; Other Local Units; Private tate;State Pass Through
County; State Shared.
City Funds: CAFR & FIP documents support if it is a Surplus Rollover -Miami Charter Code
. Award Purpose: choose one the following: Culture/Recreation; Economic
Environment; Electrical Supply System; General Government; Other; Other Physical
Environment; Public Assistance; Public Safety; Sewer/Waste Water; Solid Wastewater
Supply System.
Document Number:
Legistar File Number:
tu torfllni
rib) 1101
Dates: This information is based on the agreement between the grantor and the City.
END Date: Can be extended only with a document support from the grantor.
Close Date: Normally is 60 days after the end date. This date will help to do posting into the grant IF the
month END Date has not been closed.
BILLING & REVENUES DISTRIBUTION RULES:
Billing:
Cost: Reimbursement is based on the expenditures attributed to the grant.
Event: Grantor will fund in advance of expenditures.
Revenues:
Cost: Revenue is recognized based on the expenditures.
Event: Revenue is recognized when the money is received.
Project Funding: The Project is created by the department. Finance approves the projects when setting up
the award.
Project Number: Is the project number that is going to be funded.
Task Number: Is a decision of the Department if it should be at Project or Award Level.
At Award level, the expenditure is tied to this specific task.
NOTE:
This Setup Form has to be delivered to Director of Finance with a Red Line Memo requesting the
award be setup. Please indicate if the grantor will require a copy of the City of Miami's Single Audit
Report.
DOCUMENTS NEEDED:
a) The original Red Line Memo.
b) A properly executed contract or agreement.
16CVADKMPUMPOUTAWARDLOAD-031916 2
c) The City of Miami Commission's legal resolution.
Awards not requiring a legal resolution (under $25,000) must be accompanied by a letter of acceptance from
the City Manager's Office.
To get the projects associated with the award base -lined, a Red Line Memo with the General Ledger
distribution accounting codes must be sent to the Budget Director.
Each department administering an awarded grant is responsible for seeking timely and accurate reimbursement from the funding
source(s) of each grant within their jurisdiction, in order to repay the City of Miami funds that were up fronted. Failure to follow this
procedure will result in a violation of APM-8-78 and the City Manager will be notified.
See City of Miami Administrative Policy for Grants and Grants Administration APM-8-78, Section IV, Cost Recovery and Section VI,
Monitoring.
haw//www.miamigov com/employeerel/pages/labor/APM/APM%208%020-%2078%20Grants%20and%20Grant%20Administration.pdf
16CVADKMPU MPOUTAWARDLOAD-03191 6 3