HomeMy WebLinkAboutExhibitPROJECT TITLE: State Homeland Security Grant Program
("SHGSP") Sub -Recipient Agreement for Expenditure of Local
Government Unit Funding for FL USAR Task Forces
For Fiscal Year 2015
RESOURCES: State of Florida, Dept. of Financial Services $100,000.00
APPROPRIATIONS: $100,000.00
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STATE OF FLORIDA
DIVISION OF EMERGENCY
RICK SCOTT
Governor
MANAGEMENT
BRYAN KOON
Director
GRANT AWARD
SUB -RECIPIENT: City of Miami Fire Rescue TF2
PROJECT TITLE: State Homeland Security Grant Program
FEDERAL GRANT PD: 09/01/2015 to 08/31/2018
AWARD TOTAL: $1001000 - Issue 15
FEDERAL GRANT NO: . EMW-2015-SS-00083-S01
In accordance with the provisions of Federal Fiscal Year 2015 State Homeland Security Grant
Program (HSGP), the Florida Division of Emergency Management (FDEM) who serves as the
State Administrative Agency (SAA) hereby awards to the foregoing Sub -recipient a grant in the
amount shown above.
Payment of Funds: The Award Letter must be signed by the Official Authorized to Sign in the
space below and the original returned to the FDEM before execution of your agreement. The
sub -recipient should not expend any funds until a fully executed agreement has been received
from FDEM and all Special Conditions are satisfied. Grant funds will be disbursed to sub -
recipients (according to the approved project budget) upon receipt of evidence that items have
been invoiced, deliverables have been received and that funds have been expended (i.e.,
invoices, contracts, itemized expenses, canceled checks, etc.).
Non -Supplanting Requirement: Requires that sub -recipients provide assurance that sub -
grant funds will not be used to supplant or replace local or state funds that have been budgeted
for the same purpose through non-federal sources. In compliance with that mandate, I certify
that the receipt of federal funds through FDEM shall in no way supplant or replace state or local
funds or other resources that would have been made available for homeland security activities,
Conditions: I certify that I understand and agree that funds will only be expended for those
projects outlined in the funding amounts as listed above. I also certify that I understand and
agree to comply with the general and fiscal terms and conditions of the grant including special
conditions; to comply with provisions governing these funds and all other federal laws; that all
information is correct; that there has been appropriate coordination with affected agencies; that I
am duly authorized to commit the applicant to these requirements; and that all agencies
involved with this project understand that all federal funds are limited to the period of
performance end date stipulated in the funding agreement.
DIVISION H EADQUARTERS
STATE LOGISTICS RESPONSE CENTER
2555 Shumard Oak Boulevard
FLORIDA RECOVERY OFFICE
Tallahassee, FL 32399-2100
2702 Directors Row
Tel: 850-413-9969 • Fax: 850-488-1016
Orlando, FL 32809-5631
www. Florid@Disaster org
GRANT AWARD
PAGE TWO
Conditions. continued: I certify that I understand and agree thatoncegrant funding agreement
has been sent to sub -recipient, the funding agreement will be executed within six (6) months of
the letter date. I understand if the funding agreement is not executed in that time frame, the
awarded amount is considered declined and funds will expended on behalf of locals by the SAA.
Deployable Capabilities: It is also understood that all assets and capabilities achieved or
sustained with HSGP grant funds, are deployable and shareable at the direction of the SAA, with
cost potentially reimbursable in conformance with Emergency Management Assistance
Compacts (SMAC) or other Statewide Mutual Aid/Assistance (SMAA) agreements. Assets
should be available to utilize in multiple jurisdictions, regions, and the Nation; any asset that is
physically mobile can be used anywhere in the United States and territories via EMAC or other
mutual aid/assistance agreements.
ACCEPTANCE FOR THE SUB -RECIPIENT: City of Miami Fire Rescue - TF2
Signature of Official Authorized to Sign Signature of Director, Division of
for Recipient Emergency Management, SAA
Date
Date
POINT OF CONTACT INFORMATION
Point of Contact (POC) Name: Grant Musser
Physical Address of Sub -Recipient: 444 SW 2nd Ave, 1 Oth floor
City: Miami
POC Phone No: 305-416-5472
State: Florida
gmusser@miamigov.com
Email Address.
GRANT AWARD NOTICE: THIS AWARD IS SUBJECT TO THE GRANT SPECIAL
CONDITIONS AND FINAL APPROVAL OF SUB -RECIPIENT'S PROPOSED BUDGET
BY FLORIDA DIVISION OF EMERGENCY MANAGEMENT.
Contract Number: 16 -DS -T9 -10 -60 -01 -
FEDERALLY -FUNDED SUBAWARD AND GRANT AGREEMENT
2 C.F.R. §200.92 states that a "subaward may be provided through any form of legal agreement,
including an agreement that the pass-through entity considers a contract,"
As defined by 2 C.F.R. §200.74, "pass-through entity" means "a non -Federal entity that provides a
subaward to a Sub -Recipient to carry out part of a Federal program."
As defined by 2 C.F.R. §200.93, "Sub -Recipient means "a non -Federal entity that receives a
subaward From a pass-through entity to carry out part of a Federal program."
As defined by 2 C.F.R. §200.38, "Federal award" means "Federal financial assistance that a non -
Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity."
As defined by 2 C.F.R. §200.92, "subaward" means "an award provided by a pass-through entity to a
Sub -Recipient for the Sub -Recipient to carry out part of a Federal award received by the pass-through
entity."
The following information is provided pursuant to 2 C.F.R. §200.331(a)(1):
Sub -Recipient's name: City of Miami Fire Rescue
Sub -Recipient's unique entity identifier (DUNS):
Federal Award Identification Number (FAIN):
Federal Award Date:
Subaward Period of Performance Start and End Date:
Amount of Federal Funds Obligated by this Agreement:
Total Amount of Federal Funds Obligated to the Sub -Recipient:
Total Amount of the Federal Award:
Federal award project description (see FFATA):
Name of Federal awarding agency:
Name of pass-through entity:
Contact information for the Pass-through entity:
CFDA Number and Name:
EMW-2015-SS-00083-S01
9/1/2015
Date of Execution —12/31/201
$100,000.00
$10,068,475.00
See Article I, Agreement
Articles: EMW-2015-SS-00083
Dept. of Homeland Security/FEMA
FL Div. of Emergency Management
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
97.067 Homeland Security Grant
Program
Whether the award'is Research & Development: No (N/A)
Indirect cost rate for the Federal award: 32.78%
THIS AGREEMENT is entered into by the State of Florida, Division of Emergency Management,
with headquarters in Tallahassee, Florida (hereinafter referred to as the "Division"), and City of Miami
Fire Rescue, (hereinafter referred to as the "Sub -Recipient" )..
For the purposes of this Agreement, the Division serves as the pass-through entity for a Federal
award, and the Sub -Recipient serves as the recipient of a subaward.
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Sub -Recipient represents that it is fully qualified and eligible to receive these grant funds
to provide the services identified herein;
B, The State of Florida received these grant funds from the Federal government, and the
Division has the authority to subgrant these funds to the Sub -Recipient upon the terms and conditions
outlined below; and,
C. The Division has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Division and the Sub -Recipient agree to the following:
(1) APPLICATION OF STATE LAW TO THIS AGREEMENT
2 C.F.R. §200.302 provides: "Each state must expend and account for the.Federal
award in accordance with state laws and procedures for expending and accounting for:the state's own
funds." Therefore, section 215.971, Florida Statutes, entitled "Agreements funded with federal or state
assistance", shall apply to this Agreement.
(2) LAWS. RULES, REGULATIONS AND POLICIES
a. The Sub -Recipient's performance under this Agreement is subject to 2 C.F.R. Part
200, entitled "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards."
b. As required by Section 215.971 (1), Florida Statutes, this Agreement includes;
A provision specifying a scope of work that clearly establishes the tasks that
the Sub -Recipient is required to perform.
ii. A provision dividing the agreement into quantifiable units of deliverables that
must be received and accepted in writing by the Division before payment. Each deliverable must be
directly related to the scope of work and specify the required minimum level of service to be performed.
and the criteria for evaluating the successful completion of each deliverable.
iii. A provision specifying the financial consequences that apply if the Sub -
Recipient fails to perform the minimum level of service required by the agreement.
iv. A provision specifying that the Sub -Recipient may expend funds only for
allowable costs resulting from obligations incurred during the specified agreement period.
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v. A provision specifying that any balance of unobligated funds which has been
advanced or paid must be refunded to the Division.
vi. A provision specifying that any funds paid in excess of the amount to which
the Sub -Recipient is entitled under the terms and conditions of the agreement must be refunded to the
Division:
c. In addition to the foregoing, the Sub -Recipient and the Division shall be governed by
all applicable State and Federal laws, rules and regulations, including those identified in Attachment D.
(3) CONTACT
a. In accordance with section 215.971(2), Florida Statutes, the following Division
employee shall serve as the grant manager for this agreement, shall be responsible for enforcing
performance of this Agreement's terms and conditions, and shall serve as the Division's liaison with the
Sub -Recipient:
Carolyn L. Coleman MSW
2555 Shumard Oak Boulevard
Tallahassee, FL 32399
Telephone: (850)413-9974
Fax: (850) 922-8689
Email: Car6lyn.coleman@em.mytlorida.com
b. The name and address of the. Representative of the Sub -Recipient responsible for
the administration. of this Agreement is:
Grant Musser
444 SW 2 Avenue, 10th Mr.
Miami, FL 33 13 6
Telephone: (305)416-5472
Fax:_(305) 569-4070
Email: grfiusser@miamigov.com
P. In the event that different representatives or addresses are designated by either party
after execution of this .Agreement, notice of the name, title and address of the new representative will be
provided to the other party.
(4) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(5) EXECUTION
This Agreement may be executed in any number of counterparts, any one of which may
be taken as an original.,
(6) MODIFICATION
Either party may request modification of the provisions of this Agreement. Changes
which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to
the original of this Agreement.
(7) SCOPE OF WORK,
The Sub -Recipient shall perform the work in accordance with the Attachment A, Budget
and Attachment B, Scope of Work, of this Agreement.
(8) PERIOD OF AGREEMENT.
This Agreement shall begin upon execution by both parties and shall end on December
31, 2016, unless terminated earlier in accordance with the provisions of Paragraph (17) of this
Agreement. Consistent with the definition of "period of performance" contained in 2 C.F.R. §200.77, the
term "period of agreement" refers to the time during which the Sub -Recipient "may incur new obligations
to carry out the work authorized under" this Agreement. In accordance with 2 C.F.R. §200.309, the Sub -
Recipient may receive reimbursement under this Agreement only for "allowable costs incurred during the
period of performance." In accordance with section 215.971(1)(d), Florida Statutes, the Sub -Recipient
may expend funds authorized by this Agreement "only for allowable costs resulting from obligations
incurred during" the period of agreement.
(9) FUNDING
a. This is a cost -reimbursement Agreement, subject to the availability of funds:
b. The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance with either Chapter 216, Florida Statutes, or the Florida Constitution.
c. The Division will reimburse the Sub -Recipient gnly for allowable costs incurred by the
Sub -Recipient in the successful completion of each deliverable. The maximum reimbursement amount
for each deliverable is outlined in Attachment A of this Agreement ("Budget and Scope of Work"), The
maximum reimbursement amount for the entirety of this Agreement is $100,000.00.
d. As required by 2 C.F.R. §200.415(a), any request for payment under this Agreement
must include a certification, signed by an official who is authorized to legally bind the Sub -Recipient,
which reads as follows: "By signing this report, I certify to the best of my knowledge and belief that the
report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the
purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any
false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal,
civil or administrative penalties for fraud, false statements, false claims or otherwise, (U.S. Code Title 18,
Section 1001 and Title 31, Sections 3729-3730 and 3801-3812)."
e. The Division will review any request for reimbursement by comparing the
documentation provided by the Sub -Recipient against a performance measure, outlined in Attachment B,
Scope of Work, that clearly delineates:
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The required minimum acceptable level of service to be performed; and,
The criteria for evaluating the successful completion of each deliverable.
f. The performance measure required by section 215.971(1)(b), Florida Statutes,
remains consistent with the requirement for a "performance goal", which is defined in 2 C.F.R. §200.76 as
"a target level of performance expressed as a tangible, measurable objective, against which actual
achievement can be compared." It also remains consistent with the requirement, contained in 2 C.F.R.
§200.301, that the Division and the Sub -Recipient "relate financial data to performance accomplishments
of the Federal award."
g. If authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub -Recipient for overtime expenses in accordance with 2 C.F.R. §200.430 ("Compensation—personal
services") and 2 C.F.R. §200.431 ("Compensation—fringe benefits"). If the Sub -Recipient seeks
reimbursement for overtime. expenses for periods when no work is performed due to vacation, holiday,
illness, failure of the employer to provide sufficient work, or other similar cause (see 29 U.S.C.
§207(e)(2)), then the Division will treat the expense as a fringe benefit. 2 C.F.R. §2.00.431(a) defines
fringe benefits as "allowances and services provided by employers to their employees as compensation in
addition to regular salaries and wages." Fringe benefits are allowable under this Agreement as long as
the benefits are reasonable and are required by law, Sub -Recipient -employee agreement, or an
established policy of the Sub -Recipient. 2 C.F.R. §200.431 (b) provides that the cost of fringe benefits in
the form of regular compensation paid to employees during periods of authorized absences from the job,
such as for annual leave, family -related leave, sick leave, holidays, court leave, military leave,
administrative leave, and other similar benefits, are allowable if all of the following criteria are met:
awards; and,
They are provided under established written leave policies;
The costs are equitably allocated to all related activities, including Federal
iii. The accounting basis (cash or accrual) selected for costing each type of
leave is consistently followed by the non -Federal entity or specified grouping of employees.
h. If authorized by the Federal Awarding Agency, then the Division will reimburse the
Sub -Recipient for travel expenses in accordance with 2 C.F.R. §200.474. If the Sub -Recipient seeks
reimbursement for travel costs that exceed the amounts stated in section 112.061(6)(b), Florida Statutes
($6 for breakfast, $11 for lunch, and $19 for dinner), then the Sub -Recipient must provide documentation
that:
The costs are reasonable and do not exceed charges normally allowed by
the Sub -Recipient in its regular operations as a result of the Sub -Recipient's written travel policy; and,
H. Participation of the individual in the travel is necessary to the Federal award.
i. The Division's grant manager, as required by section 215.971(2)(c), Florida Statutes,
shall reconcile and verify all funds received against all funds expended during the grant agreement period
and produce a final reconciliation report. The final report must identify any funds paid in excess of the
expenditures incurred by the Sub -Recipient.
As defined by 2 C.F.R. §200.53, the term "improper payment" means or includes:
I. Any payment that should not have been made or that was made in an
incorrect amount (including overpayments and underpayments) under statutory, contractual,
administrative, or other legally applicable requirements; and,
Any payment to an ineligible party, any payment for an ineligible good or
service, any duplicate payment, any payment for a good or service not received (except for such
payments where authorized by law), any payment that does not account for credit for applicable
discounts, and any payment where insufficient or lack of documentation prevents a reviewer from
discerning whether a payment was proper.
(10)RECORDS
a. As required by 2 C.F.R. §200.336, the Federal awarding agency, Inspectors General,
the Comptroller General of the United States, and the Division, or any of their authorized representatives,
shall enjoy the right of access to any documents, papers, or other records of the Sub -Recipient which are
pertinent to the Federal award, in order to make audits, examinations, excerpts, and transcripts. The right
of access also includes timely and reasonable access to the Sub -Recipient's personnel for the purpose of
interview and discussion related to such documents. Finally, the right of access is not limited to the
required retention period but lasts as long as the records are retained.
b. As required by 2 C.F.R. §200.331(a)(5), the Division, the Chief Inspector General of
the State of Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the
right of access to any documents, financial statements, papers, or other records of the Sub -Recipient
which are pertinent to this Agreement, in order to make audits, examinations, excerpts, and transcripts.
The right of access also includes timely and reasonable access to the Sub -Recipient's personnel for the
purpose of interview and discussion related to such documents.
c. As required by 2 C.F.R. §200.333, the Sub -Recipient shall retain sufficient records to
show its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or
consultants paid from funds under this Agreement, for a period of three (3) years from the date of
submission of the final expenditure report. The following are the only exceptions to the three (3) year
requirement:
If any litigation, claim, or audit is started before the expiration of the three (3)
year period, then the records must be retained until all litigation, claims, or audit findings involving the
records have been resolved and final action taken.
ii. When the Division or the Sub -Recipient is notified in writing by the Federal
awarding agency, cognizant agency for audit, oversight agency for audit, cognizant agency for indirect
costs, or pass-through entity to extend the retention period.
iii. Records for real property and equipment acquired with Federal funds must
be retained for 3 years after final disposition.
iv. When records are transferred to or maintained by the Federal awarding
agency or pass-through entity, the three (3) year retention requirement is not applicable to the Sub -
Recipient.
V. Records for program income transactions after the period of performance. In
some cases recipients must report program income after the period of performance. Where there is such
a requirement, the retention period for the records pertaining to the earning of the program income starts
from the end of the non -Federal entity's fiscal year in which the program income is earned.
Vi. Indirect cost rate proposals and cost allocations plans. This paragraph
applies to the following types of documents and their supporting records: indirect cost rate computations
or proposals, cost allocation plans, and any similar accounting computations of the -rate at which a
particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe
benefit rates).
d. In accordance with 2 C.F.R. §200.334, the Federal awarding agency must request
transfer of certain records to its custody from the Division or the Sub -Recipient when it determines that
the records possess long-term retention value.
e. In accordance with 2 C.F.R. §200.335, the Division must always provide or accept
paper versions of Agreement information to and from the Sub -Recipient upon request. If paper copies
are submitted, then the Division must not require more than an original and two copies. When original
records are electronic and cannot be altered, there is no need to create and retain paper copies. When
original records are paper, electronic versions may be substituted through the use of duplication or other
forms of electronic media provided that they are subject to periodic quality control reviews, provide
reasonable safeguards against alteration, and remain readable.
f. As required by 2 C.F.R. §200.303, the Sub -Recipient shall take reasonable measures
to safeguard protected personally identifiable information and other information the Federal awarding
agency or the Division designates as sensitive or the Sub -Recipient considers sensitive consistent with
applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality.
g. Florida's Government in the Sunshine Law (Section 286.011, Florida Statutes)
provides the citizens of Florida with a right of access to governmental proceedings and mandates three,
basic requirements: (1) meetings of public boards or commissions must be open to the public; (2)
reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and
promptly recorded. The mere receipt of public funds by a private'entity, standing alone, is insufficient to
bring that entity within the ambit of the open government requirements. However, the Government in the
Sunshine Law applies to private entities that provide services to governmental agencies and that act on
behalf of those agencies in the agencies' performance of their public duties. If a public agency delegates
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the performance of its public purpose to a private entity, then, to the extent that private entity is
performing that public purpose, the Government in the Sunshine Law applies. For example, if a volunteer
fire department provides firefighting services to a governmental entity and uses facilities and equipment
purchased with public funds, then the Government in the Sunshine Law applies to board of directors for
that volunteer fire department. Thus, to the extent that the Government in the Sunshine Law applies to
the Recipient based upon the funds provided under this Agreement, the meetings of the Recipient's
governing board or the meetings of any subcommittee making recommendations to the governing board
may be subject to open government requirements. These meetings shall be publicly noticed, open to the
public, and the minutes of all the meetings shall be public records, available to the public in accordance
with Chapter 119, Florida Statutes.
h. Florida's Public Records Law provides a right of access to the records of the state
and Local governments as well as to private entities acting on their behalf. Unless specifically exempted
from disclosure by the Legislature, all materials made or received by a governmental agency (or a private
entity acting on behalf of such an agency) in conjunction with official business which are used to
perpetuate, communicate, or formalize knowledge qualify as public records subject to public inspection.
The mere receipt of public funds by a private entity, standing alone, is insufficient to bring that entity
within the ambit of the public record requirements. However, when a public entity delegates a public
function to a private entity, the records generated by the private entity's performance of that duty become
public records. Thus, the nature and scope of the services provided by a private entity determine whether
that entity is acting on behalf of a public agency and is therefore subject to the requirements of Florida's
Public Records Law,
The Sub -Recipient shall maintain all records for the Sub -Recipient and for all
subcontractors or consultants to be paid from funds provided under this Agreement, including
documentation of all program costs, in a form sufficient to determine compliance with the requirements
and objectives of the Budget and Scope of Work - Attachment A and B - and all other applicable laws and
regulations,
(11)AUDITS
a. The Sub -Recipient shall comply with the audit requirements contained in 2 C.F.R.
Part 200, Subpart F.
b. In accounting for the receipt and expenditure of funds under this Agreement, the
Sub -Recipient shall follow Generally Accepted Accounting Principles ("GAAP"). As defined by C.F.R.
§200.49, GAAP "has the meaning specified in accounting standards issued by the Government
Accounting Standards Board (GASB) and the Financial Accounting Standards Board (FASB)."
c. When conducting an audit of the Sub -Recipient's performance under this Agreement,
the Division shall use Generally Accepted Government Auditing Standards ("GAGAS"). As defined by 2
C.F.R. §200.50, GAGAS, "also known as the Yellow Book, means generally accepted government
auditing standards issued by the Comptroller General of the United States, which are applicable to
financial audits.°
d. If an audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Sub -Recipient shall be held liable for
reimbursement to the Division of all funds not spent in accordance with these applicable regulations and
Agreement provisions within thirty (30) days after the Division has notified the Sub -Recipient of such non-
compliance.
e. The Sub -Recipient shall have all audits completed by an independent auditor, which
is defined in section 215.97(2)(g), Florida Statutes, as "an independent certified public accountant
licensed under chapter 473." The independent auditor shall state that the audit complied with the
applicable provisions noted above. The audit must be received by the Division no later than nine months
from the end of the Sub -Recipient's fiscal year.
f. The Sub -Recipient shall send copies of reporting packages for audits conducted in
accordance with 2 C.F.R. Part 200, by or on behalf of the Sub -Recipient, to the Division at the following
address:
DEMSingie Auditnem.myflorida.com
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
g. The Sub -Recipient shall send the Single Audit reporting package and Form SF -SAC
to the Federal Audit Clearinghouse by submission online at:
http://harvester.census.gov/fac/collect/ddeindex.html
h. The Sub -Recipient shall send any management letter issued by the auditor to the
Division at the following address:
DEMSingle Audi# aj�,em.myfiorida.com .
OR
Office of the Inspector General
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(12)REPORTS
a. Consistent with 2 C.F.R. §200.328, the Sub -Recipient shall provide the Division with
quarterly reports and a close-out report. These reports shall include the current status and progress by
the Sub -Recipient and all subcontractors in completing the work described in the Scope of Work and the
expenditure of funds under this Agreement, in addition to any other information requested by the Division.
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b. Quarterly reports are due to the Division no later than thirty (30) days after the end of
each quarter of the program year and shall be sent each quarter until submission of the administrative
close-out report. The ending dates for each quarter of the program year are March 31, June 30,
September 30 and December 31.
c. The close-out report is due sixty (60) days after termination of this Agreement or sixty
(60) days after completion of the activities contained in this Agreement, whichever first occurs. All
closeout reports shall be due no later than August 31, 2018, regardless of the time extension or other
exceptional circumstances.
d. If all required reports and copies are not sent to the Division or are not completed in a
manner acceptable to the Division, then the Division may withhold further payments until they are
completed or may take other action as stated in Paragraph (16) REMEDIES. "Acceptable to the
Division" means that the work product was completed in accordance with the Budget and Scope of Work.
e. The Sub -Recipient shall provide additional program updates or information that may
be required by the Division.
f. The Sub -Recipient shall provide additional reports and information identified in
Attachment A (Scope of Work).
(13)MONITORING.
a. The Sub -Recipient shall monitor its performance under this Agreement, as well as
that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to
ensure that time schedules are being met, the Schedule of Deliverables and Scope of Work are being
accomplished within the specified time periods, and other performance goals are being achieved, A
review shall, be done for each function or activity in Attachment A to this Agreement, and reported in the
quarterly report.
b. In addition to reviews of audits, monitoring procedures may include, but not be limited
to, on-site visits by Division staff, limited scope audits, and/or other procedures. The Sub -Recipient
agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the
Division. In the event that the Division determines that a limited scope audit of the Sub -Recipient is
appropriate, the Sub -Recipient agrees to comply with any additional instructions provided by the Division
to the Sub -Recipient regarding such audit. The Sub -Recipient further agrees to comply and cooperate
with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial
Officer or Auditor General. In addition, the Division will monitor the performance and financial
management by the Sub -Recipient throughout the contract term to ensure timely completion of all tasks.
(14)LIABILITY
a, Unless Sub -Recipient is a State agency or subdivision, as defined in section
768.28(2), Florida Statutes, the Sub -Recipient is solely responsible to parties it deals with in carrying out
the terms of this Agreement; as authorized by section 768.28(19), Florida Statutes, Sub -Recipient shall
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hold the Division harmless against all claims of whatever nature by third parties arising from the work
performance under this Agreement. For purposes of this Agreement, Sub -Recipient agrees that it isnot
an employee or agent of the Division, but is an independent contractor.
b. As required by section 768,28(19), Florida Statutes, any Sub -Recipient which is a
state agency or subdivision, as defined in section 768.28(2), Florida Statutes, agrees to be fully
responsible for its negligent or tortious acts or omissions which result in claims or suits against the
Division, and agrees to be liable for any damages proximately caused by the acts or omissions to the
extent set forth in Section 768.28, Florida Statutes. Nothing herein is intended to serve as a waiver of
sovereign immunity by any Sub -Recipient to which sovereign immunity applies. Nothing herein shall be
construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in
any matter arising out of any contract.
(15)DEFAULT.
If any of the following events occur ("Events of Default"), all obligations on the part of the
Division to make further payment of funds shall terminate and the Division has the option to exercise any
of its remedies set forth in Paragraph (16); however, the Division may make payments or partial payments
after any Events of Default without waiving the right to exercise such remedies, and without becoming
liable to make any further payment:
a. If any warranty or representation made by the Sub -Recipient in this Agreement or
any previous agreement with the Division is or becomes false or misleading in any respect, or if the Sub -
Recipient fails to keep or perform any of the obligations, terms or covenants in this Agreement or any
previous agreement with the Division and has not cured them in timely fashion, or is unable or unwilling to
meet Its obligations under this Agreement;
b. If material adverse changes occur in the financial condition of the Sub -Recipient at
any time during the term of this Agreement, and the Sub -Recipient fails to cure this adverse change
within thirty days from the date written notice is sent by the Division;
c. If any reports required by this Agreement have not been submitted to the Division or
have been submitted with incorrect, incomplete or insufficient information; or,
d. If the Sub -Recipient has failed to perform and complete on time any of its obligations
under this Agreement.
(16)REMEDIES.
If an Event of Default occurs, then the Division shall, after thirty calendar days written
notice to the Sub -Recipient and upon the Sub -Recipient's failure to cure within those thirty days, exercise
any one or more of the following remedies, either concurrently or consecutively:
a. Terminate this Agreement, provided that the Sub -Recipient is given at least thirty (30)
days prior written notice of the termination. The notice shall be effective when placed in the United
11
States, first class mail, postage prepaid, by registered or certified mail -return receipt requested, to the
address in paragraph (3) herein;
Agreement;
b. Begin an. appropriate legal or equitable action to enforce performance of this
c, Withhold or suspend payment of all or any part of a request for payment;
d. Require that the Sub -Recipient refund to the Division any monies used for ineligible
purposes under the laws, rules and regulations governing the use.of these funds.
e. Exercise any corrective or remedial actions, to include but not be limited to:
request additional information from the Sub -Recipient to determine the
reasons for or the extent of non-compliance or lack of performance,
issue a written warning to advise that more serious measures may be taken if
the situation is not corrected,
iii. advise the Sub -Recipient to suspend, discontinue or refrain from incurring
costs for any activities in question or
iv. require the Sub -Recipient to reimburse the Division for the amount of costs
incurred for any items determined to be ineligible;
f. Exercise any other rights or remedies which may be available under law.
Pursuing any of the above remedies will not stop the Division from pursuing any other
remedies in this Agreement or provided at law or in equity. If the Division waives any right or remedy in
this Agreement or fails to insist on strict performance by the Sub -Recipient, it will not affect, extend or
waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by
the Division for any other default by the Sub -Recipient.
(17)TERMINATION.
a. The Division may terminate this Agreement for cause after thirty days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations,
failure to perform on time, and refusal by the Sub -Recipient to permit public access to any document,
paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as amended.
b. The Division may terminate this Agreement for convenience or when it determines, in
its sole discretion, that continuing the Agreement would not produce beneficial results in line with the
further expenditure of funds, by providing the Sub -Recipient with thirty calendar days prior written notice.
c. The parties may agree to terminate this Agreement for their mutual convenience
-through a written amendment of this Agreement. The amendment will state the effective date of the
termination and the procedures for proper closeout of the Agreement.
d. In the event that this Agreement is terminated, the Sub -Recipient will not incur new
obligations for the terminated portion of the Agreement after the Sub -Recipient has received the
notification of termination. The Sub -Recipient will cancel as many outstanding obligations as possible.
12
Costs incurred after receipt of the termination notice will be disallowed. The Sub -Recipient shall not be
relieved of liability to the Division because of any breach of Agreement by the Sub -Recipient. The
Division may, to the extent authorized by law, withhold payments to the Sub -Recipient for the purpose of
set-off until the exact amount of damages due the Division from the Sub -Recipient is determined.
(18)SUBCONTRACTS
If the Sub -Recipient subcontracts any of the work required under this Agreement, a copy
of the unsigned subcontract must be forwarded to the Division for review and approval before it is
executed by the Sub -Recipient. The Sub -Recipient agrees to include in the subcontract that (i) the
subcontractor is bound by the terms of this Agreement, (ii) the subcontractor is bound by all applicable
state and federal laws and regulations, and (iii) the subcontractor shall hold the Division and Sub -
Recipient harmless against all claims of whatever nature arising out of the subcontractor's performance of
work under this Agreement, to the extent allowed and required by law. The Sub -Recipient shall
document in the quarterly report the subcontractor's progress in performing its work under this
Agreement. For each subcontract, the Sub -Recipient shall provide a written statement to the Division as
to whether that subcontractor is a minority business enterprise, as defined in Section 288.703, Florida
Statutes.
(19)ATTACHMENTS
a. All attachments to this Agreement are incorporated as if set out fully.
b. In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
c. This Agreement has the following attachments:
L Exhibit 1 - Funding Sources
ii. Attachment A - Budget
iii. Attachment B — Scope of Work
iv. Attachment C - Deliverables and Performance
v. Attachment D — Program Statutes and Regulations
VL Attachment E — Justification of Advance Payment
vii. Attachment F — Warranties and Representations
viii. Attachment G — Certification Regarding Debarment
ix. Attachment H — Statement of Assurances
X. Attachment I — Reimbursement Checklist
xi. Attachment J — Monitoring Guidelines
Al. Attachment K — Environmental Planning & Historic Preservation Guidelines
xiii. Attachment L — Mandatory Contract Provisions
(20)PAYMENTS
13
a. Any advance payment under this Agreement is subject to 2 C.F.R. §200.305 and, as
applicable, section 216.181 (16), Florida Statues, All advances are required to be held in an interest-
bearing account. If an advance payment is requested, the budget data on which the request is based and
a justification statement shall be included in this Agreement as Attachment E. Attachment E will specify
the amount of advance payment needed and provide an explanation of the necessity for and proposed
use of these funds. No advance shall be accepted for processing if a reimoursement has been paid prior
to the submittal of a request for advanced payment.
b. After the initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Sub -Recipient agrees to expend funds in accordance with the Attachment A, Budget and
Attachment B, Scope of Work of this Agreement,
c; Invoices shall be submitted at least quarterly and shall include the supporting
documentation for all costs of the project or services. Invoices shall be accompanied by a statement
signed and dated by an authorized representative of the Sub -Recipient certifying that "all disbursements
made in accordance with conditions of the Division agreement and payment is due and has not been
previously requested for these amounts." The supporting documentation must comply with the.
documentation requirements contained in 2 C.F.R. Part 200. The final invoice shall be submitted within
forty-five (45) days after the expiration date of the agreement or forty-five (45) days after completion of
the activities contained I this Agreement, whichever occurs first, An explanation of any circumstances
prohibiting the submittal of quarterly invoices shall be submitted to the Division contract manager as part
of the Sub -Recipient's quarterly reporting as referenced in Paragraph 7 of this Agreement. All invoices
shall be due no later than August 16, 2018, regardless of time extensions or other exceptional
circumstances.
d. If the necessary funds are not available to fund this Agreement as a result of action
by the United States Congress, the federal Office of Management and Budgeting, the State Chief
Financial Officer or under subparagraph (9)b, of this Agreement, all obligations on the part of the Division
to make any further payment of funds shall terminate, and the Sub -Recipient shall submit its closeout
report within thirty days of receiving notice from the Division.
(21)REPAYMENTS
a. All refunds or repayments due to the Division under this Agreement are to be made
payable to the order of "Division of Emergency Management", and mailed directly to the following
address:
Division of Emergency Management
Cashier
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
14
b. In accordance with Section 215.34(2), Florid Statutes, if a check or other draft is
returned to the Division for collection, Sub -Recipient shall pay the Division a service fee of $15.00 or 5%
of the face amount of the returned check or draft, whichever is greater.
(22)MANDATED CONDITIONS
a. The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Sub -Recipient in this Agreement,
in any later submission or response to a Division request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials are incorporated
by reference. The inaccuracy of the submissions or any material changes shall, at the option of the
Division and with thirty days written notice to the Sub -Recipient, cause the termination of this Agreement
and the release of the Division from all its obligations to the Sub -Recipient.
b. This Agreement shall be construed under the laws of. the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other
provision of this Agreement.
c. Any power of approval or disapproval granted to the Division under the terms of this
Agreement shall survive the term of this Agreement.
d. The Sub -Recipient agrees to comply with the Americans With Disabilities Act (Public
Law 101-336, 42 U.S.C. Section 12101 et sea.), which prohibits discrimination by public and private
entities on the basis of disability in employment, public accommodations, transportation, State and local
government services, and telecommunications.
e. Those who have been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real property to
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with a public entity, and may not transact business with any public entity'in
excess of $25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list
or on the discriminatory vendor list.
f. Any Sub -Recipient which is not a local government or state agency, and which
receives funds under this Agreement from the federal government, certifies, to the best of its knowledge
and belief, that it and its principals:
Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
15
Have not, within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property;
iii. Are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
19(g)2. of this certification; and,
iv. Have not within a five -.year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
g. If the Sub -Recipient is unable to certify to any of the statements in this certification,
then the Sub -Recipient shall attach an explanation to this Agreement.
h. In addition, the Sub -Recipient shall send to the Division (by email or by
facsimile transmission) the completed "Certification Regarding Debarment, Suspension,
Ineligibility And Voluntary Exclusion" (Attachment G) for each intended subcontractor which Sub -
Recipient plans to fund under this Agreement. The form must be received by the Division before
the Sub -Recipient enters into a contract with any subcontractor.
i, The Division reserves the right to unilaterally cancel this Agreement if the Sub -
Recipient refuses to allow public access to all documents, papers, letters or other material subject to the
provisions of Chapter 119, Florida Statutes, which the Sub -Recipient created or received under this
Agreement.
j. If the Sub -Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Division or be applied against the
Division's obligation to pay the contract amount.
k. The State of Florida will not intentionally award publicly -funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act
("INA")]. The Division shall consider the employment by any contractor of unauthorized aliens a violation
of Section 274A(e) of the INA. Such violation by the Sub -Recipient of the employment provisions
contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by
the Division.
I. All unmanufactured and manufactured articles, materials and supplies which are
acquired for public use under this Agreement must have been produced in the United States as required
under 41 U.S.C. 1 Oa, unless it would not be in the public interest or unreasonable in cost.
(23)LOBBYING PROHIBITION
16
a. 2 C.F.R. §200.450 prohibits reimbursement for costs associated with certain lobbying
activities.
b. No funds or other resources received from the Division under this Agreement maybe
used directly or indirectly to influence legislation or any other official action by the Florida Legislature or
any state agency
c. The Sub -Recipient certifies, by its signature to this Agreement, that to the best of his
or her knowledge and belief:
No Federal appropriated funds have been paid or will be paid, by or on
behalf of the Sub -Recipient, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with the awarding of any Federal contract, the making of any
Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan or
cooperative agreement.
ii. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan or cooperative agreement, the Sub -Recipient shall
complete and submit Standard Form -LLL, "Disclosure of Lobbying Activities,"
iii. The Sub -Recipient shall require that this certification be included in the
award documents for all subawards (including subcontracts, subgrants, and contracts under grants,
loans, and cooperative agreements) and that all Sub -Recipients shall certify and disclose.
iv. This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person
who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
{24)COPYRIGHT. PATENT AND TRADEMARK
ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH
THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF
FLORIDA. ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE SUB -RECIPIENT
TO THE STATE OF FLORIDA.
a. If the Sub -Recipient has a pre-existing patent or copyright, the Sub -Recipient shall
retain all rights and entitlements to that pre-existing patent or copyright unless the Agreement provides
otherwise.
17
b. If any discovery or invention is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected with it, the Sub -Recipient shall refer
the discovery or invention to the Division for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable
material are produced, the Sub -Recipient shall notify the Division. Any copyrights accruing under or in
connection with the performance under this Agreement are transferred by the Sub -Recipient to the State
of Florida.
c. Within thirty (30) days of execution of this Agreement, the Sub -Recipient shall
disclose all intellectual properties relating to the performance of this Agreement which he or she knows or
should know could give rise to a patent or copyright. The Sub -Recipient shall retain all rights and
entitlements to any pre-existing intellectual property which is disclosed. Failure to disclose will indicate
that no such property exists. The Division shall then, under Paragraph (b), have the right to all patents
and copyrights which accrue during performance of the Agreement.
(25)LEGAL AUTHORIZATION,
The Sub -Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Sub -Recipient also certifies that the undersigned person has the authority to legally execute and bind
Sub -Recipient to the terms of this Agreement.
(26)ASSURANCES.
The Sub -Recipient shall comply with any Statement of Assurances incorporated as
Attachment H.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
SUB -RECIPIENT:
By:
Name and Title: _pan; c�7 T Alfonso, City Manager
Date:
FID# 6GO93 5
Include a copy of the designation of authority for the signatory, if applicable.
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
A
Name and Title:
Date:
19
ATTEST:
Todd B. Hannon
City Clerk
APPROVED AS TO FORM AND
CORRECTNESS:
Victoria Mendez
City Attorney
THE CITY OF MIAMI, a municipal
Corporation of the State of Florida
Daniel J. Alfonso
City Manager
APPROVED AS TO INSURANCE
REQUIREMENTS:
Ann -Marie Sharpe, Director
Department of Risk Management
In
EXHIBIT -1
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB -RECIPIENT UNDER THIS
AGREEMENT:
Federal Program
Federal agency: U.S. Department of Homeland Security, Federal Emergency Management
Catalog of Federal Domestic Assistance Title and number: CFDA 97.067
Award amount: .$100,000.00
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER
THIS AGREEMENT:
Chapter 215, 252, 473 Florida Statutes
Rule Chapters 27P=6, 27P-11 and 27P-19. Florida Administrative Code
2 CFR Part 200
Federal Program:
List applicable compliance requirements as follows:
First applicable compliance requirement (e.g., what activities/services/purposes the federal resources must
be used for):
Sub -recipient is to use funding to perform eligible activities as identified FY2015 Department of
Homeland Security Notice of Funding Opportunity (NOFO),
2. Second applicable compliance requirement (e.g., eligibility requirements for Sub -Recipients of the
resources
Sub -recipient is subject to all administrative and financial requirements as set forth in this
Agreement or will not be in compliant with the terms of the Agreement.
NOTE: 2 C.F.R. Part 200, and Section 215.97(5)(a), Florida Statutes, require that the information about Federal
Programs and State Projects included in Exhibit 1 be provided to the Sub -recipient.
20
ATTACHMENT A
PROPOSED PROGRAM
Below is a general budget which outlines eligible categories and their allocation under this award. The
Sub -recipient is to utilize the "Proposed Program Budget" as a guide for completing the "Budget Detail.
Worksheet" below.
The Equipment category will require Authorized Equipment List (AEL) reference number. The Authorized
Equipment List (AEL) is a list of approved equipment types allowed under FEMA's preparedness grant
programs. The intended audience of this tool is emergency managers, first responders, and other
homeland security professionals. The list consists of 21 equipment categories divided into sub -categories, -
tertiary categories, and then individual equipment items. The AEL can be found at
http://beta.fema.gov/authorized-equipment-list.
The transfer of funds between the categories listed in the "Proposed Program Budget" is permitted.
However, the transfer of funds between Issues is strictly prohibited.
FY 2015 - State Homeland City of Miami Fire Rescue — USAR Training — Issue 15 $100,000
Security Grant Program TF2
21
BUDGET DETAIL WORKSHEET
The Sub -recipient is required to provide a completed budget detail worksheet, to the Division, which accounts for the
total award as described in the "Proposed Program Budget
If any changes need to be made to the "Budget Detail Worksheet", after the execution of this agreement, contact the
rant manager listed in this agreement via email or letter.
yxf`3
22
.1 M_, It .�iw" �13:`"yta, ,'y^ a.+s3 �+�_ Z '. "'• � ._. s ,,; t
- . #, ��ti `f we � 4 a ecu j'i''S �. '�� ..
AC(owa i t&g Cosfs`
'a t �Ir° .r� f• �_
$nY ny }.s .. ,fit a. '4 i �' n
Quantity Uniq
T�ofia Cds
le Trait u h s
cost
i
`
Developing, Delivering, and Evaluating Training
1
$5,000
$5,000
15
Overtime and backfill for emergency preparedness and response
1
$50,000
$50,000
15
personnel attending FEMA -sponsored and approved training classes.
Overtime and backfill expenses for part-time and volunteer emergency
response personnel participating in FEMA training.
Training Workshops and Conferences
1
$5,000
$5,000
15
Activities to achieve training inclusive of people with disabilities
Full or Part -Time Staff or Contractors/Consultants
Certification/Recertification of Instructors
Travel
1
$10,000
$10,000
15
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,
1
$30,000
$30,000
15
gloves, tape, non-sterile masks, and disposable protective equipment).
Tuition for higher education
Other items
TOTAL EXPENDITURES
$100,000,00
22
Sub -recipients must comply with all the requirements in C.F.R. Part 200 (Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards).
Funding is provided to perform eligible activities as identified in the Domestic Homeland Security —
Federal Emergency Management, Agency National Preparedness Directorate Fiscal Year 2015 Homeland
Security Grant Program (HSGP), consistent with the Department of Homeland Security State Strategy,
Eligible activities are outlined in the Scope of Work for each category below:
Issue and Project Description
Issue 15 - Supports training and exercises for the specialized USAR teams.
II. Categories and Eligible Activities
FY2015 allowable costs are divided into the following categories: Training is an.allowable cost.
Each category's allowable costs have been listed in the "Budget Detail Worksheet" above.
A. Allowable Training Related Costs
Allowable training -related costs under HSGP include the establishment, support, conduct,
and attendance of training specifically identified under the SHSP and UASI programs
and/or in conjunction with emergency preparedness training by other Federal agencies
(e.g., HHS and DOT). Training conducted using HSGP funds should address a
performance gap identified through an AAR/IP or other assessments (e.g., National
Emergency Communications Plan NECP Goal Assessments) and contribute to building a
capability that will be evaluated through a formal exercise. Any training or training gaps,
including those for children, older adults, pregnant women, and individuals with disabilities
and others who also have or access and functional needs, should be identified in the
AAR/IP.and addressed in the state or Urban Area training cycle. Sub -recipients are
encouraged to use existing training rather than developing new courses. When developing
new courses, sub -recipients are encouraged to apply the Analysis, Design, Development,
Implementation and Evaluation model of instructional design using the Course
Development Tool.
• Overtime and backfill for emergency preparedness and response personnel attending
DHS/FEMA-sponsored and approved training classes
• Overtime and backfill expenses for part-time and volunteer emergency response
personnel participating in DHS/FEMA training
• Training workshops and conferences
• Activities to achieve training inclusive of people with disabilities
• Full or part-time staff or contractors/consultants
• Travel
23
• Supplies associated with allowable approved training that are expended or consumed
during the course of the planning and conduct of the exercise project(s)
• Instructor certification/re-certification
• Coordination with Citizen Corps Councils in conducting training exercises
• Interoperable communications training
Additional Training Information
Per DHS/FEMA Grant Programs Directorate Policy FP 207-008-064-9, Review and Approval
Requirements for Training Courses Funded Through Preparedness Grants, issued on September
9, 2013, states, territories, Tribal entities and urban areas are no longer required to request
approval from FEMA for personnel to attend non -DHS FEMA training as long as the training is
coordinated with and approved by the state, territory, Tribal or Urban Area Training Point of
Contact (TPOC) and falls within the FEMA mission scope and the jurisdiction's Emergency
Operations Plan (EOP). The only exception to this policy is for Countering Violent Extremism
courses.
DHS/FEMA will conduct periodic reviews of all state, territory, and Urban Area training funded by
DHS/FEMA. These reviews may include requests for all course materials and physical
observation of, or participation in, the funded training. If these reviews determine that courses are
outside the scope of this guidance, sub -recipients will be asked to repay grant funds expended in
support of those efforts.
For further information on developing courses using the instructional design methodology and
tools that can facilitate the process, SAAs and TPOCs are encouraged to review the NTED
Responder Training Development Center (RTDC) website.
DHS/FEMA Provided Training. These trainings include programs or courses developed for and
delivered by institutions and organizations funded by DHS/FEMA. This includes the Center for
Domestic Preparedness (CDP), the Emergency Management Institute (EMI), and the National
Training and Education Division's (NTED) training partner programs including, the Continuing
Training Grants, the National Domestic Preparedness Consortium (NDPC) and the Rural
Domestic Preparedness Consortium (RDPC).
Approved State and Federal Sponsored Course Catalogue. This catalogue lists state and
Federal sponsored courses that fall within the DHS/FEMA mission scope, and have been
approved through the FEMA course review and approval process. An updated version of this
catalog can be accessed at http://www.firstrespondertraining.gov.
Training Not Provided by DHS/FEMA. These trainings includes courses that are either state
sponsored or Federal sponsored (non-DHS/FEMA), coordinated and approved by the SAA or
their designated TPOC, and fall within the DHS/FEMA mission scope to prepare state, local,
Tribal, and territorial personnel to prevent, protect against, mitigate, respond to, and recover from
acts of terrorism or catastrophic events.
• State Sponsored Courses. These courses are developed for and/or delivered by
institutions or organizations other than Federal entities or FEMA and are sponsored by
the SAA or their designated TPOC.
• Joint Training and Exercises with the Public and Private Sectors. These courses are
sponsored and coordinated by private sector entities to enhance public-private
partnerships for training personnel to prevent, protect against, mitigate, respond to, and
recover from acts of terrorism or catastrophic events. Overtime pay for first responders
24
and emergency managers who participate in public-private training and exercises is
allowable. In addition, States, territories, Tribes, and Urban Areas are encouraged to
incorporate the private sector in government-sponsored training and exercises.
Additional information on both DHS/FEMA provided training and other federal and state training
can be found at http://www.firstrespondertraining.gov.
Training information Reporting System ("Web -Forms"). Web -Forms is an electronic
form/data management system built to assist the SAA and its designated State, territory and
Tribal Training Point of Contact (TPOC). Reporting training activities through Web -Forms is not
required under FY 2015 HSGP, however, the system remains available and can be accessed
through the FEMA Toolkit located at http://www.firstrespondertraining.gov/admin in order to
support grantees in their own tracking of training.
FDEM State Training Office conditions: For the purposes of this Agreement, any training
course listed on the DHS approved course catalog qualifies as an authorized course. The Sub -
recipient can successfully complete an authorized course either by attending or conducting that
course.
• In order to receive payment for successfully attending an authorized training
course, the Sub -recipient must provide the Division with a certificate of course
completion; additionally, the Sub -recipient must provide the Division with all
receipts that document the costs incurred by the Sub -recipient in order to attend
the course.
• In order the receive payment for successfully conducting an authorized course,
the Sub -recipient must provide the Division with the course materials and a roster
sign -in sheet; additionally, the Sub -recipient must provide the Division with all
receipts that document the costs incurred by the Sub -recipient in order to
conduct the course."
• For courses that are non -DHS approved training, sub -recipient must request
approval to conduct training through the use of the Non -TED Form and provide a
copy, along with email, showing approval granted for conduct,
• For the conduct of training workshops, sub -recipient must provide a copy of the
course materials and sign -in sheets.
• The number of participants must be a minimum of 15 in order to justify the cost of
holding a course. For questions regarding adequate number of participants
please contact the FDEM State Training Officer for course specific guidance.
Unless the sub -recipient receives advance written approval from the State.
Training Officer for the number of participants, then the Division will reduce the
amount authorized for reimbursement on a pro -rata basis for any training with
less than 15 participants.
• The Sub -recipient must include with the reimbursement package a separate copy
of the page(s) from the State (and County or Regional) MYTEP reflecting the
training.
B. Procurement
All procurement transactions will be conducted in a manner providing full and open
competition and shall comply with the standards articulated in:
25
• 2 C.F.R. Part 200;
• Chapter 287, Florida Statues; and,
• any local procurement policy.
The Division shall pre -approve all scopes of work for projects funded under this agreement.
Additionally, the sub -sub -recipient shall not execute a piggy=back contract unless the Division
has approved the scope of work contained in the original contract that forms the basis for the
piggy -back contract. Also, in order to receive reimbursement from the Division, the sub -sub -
recipient must provide the Division with a suspension and debarment form for each vendor
that performed work under the agreement. furthermore, if requested by the Division, the sub -
sub -recipient shall provide copies of solicitation documents including responses and
justification of vendor selection.
C. Piggy -backing
The practice of procurement by one agency using the agreement of another agency is called
piggybacking. The ability to piggyback onto an existing contract is not unlimited. The
existing contract must contain Language or other legal authority authorizing third parties to
make purchases from the contract with the vendor's consent. The terms and conditions of
the new contract, including the scope of work, must be substantially the same as those of the
existing contract. The piggyback contract may not exceed the existing contract in scope or
volume of goods or services. An agency may not use the preexisting contract merely as a
"basis to begin negotiations" for a broader or materially different contract.
Unallowable Costs (SHSP, UASI and OPSG)
Per FEMA policy, the purchase of weapons and weapons accessories is not allowed with
HSGP.
D. Reporting Requirements
1. Quarterly Programmatic Reporting:
The Quarterly Programmatic Report is due within 30 days after the end of the reporting
periods (March 31, June 30, September 30 and December 31) for the life of this contract.
• If a report(s) is delinquent, future financial reimbursements will be withheld until
the Sub -recipient's reporting is current.
• If a report goes two (2) consecutive quarters without Sub -recipient reflecting any
activity and/or no expenditures will likely result in termination of the agreement.
Programmatic Reporting Schedule
Reporting Period
Report due to FDEM no later than
January 1 throw h March 31
Aril 30
April 1 through June 30
July 30
July 1 through September 30
October 30
October 1 through December 31
January 30
2. Reimbursement Requests:
A request for reimbursement may be sent to your grant manager for review and
approval at any time during the contract period. Reimbursements must be
requested within ninety (90) calendar days of expenditure of funds, and quarterly
26
at a minimum. Failure to submit request for reimbursement within ninety (90)
calendar days of expenditure shall result in denial of reimbursement. This is
separate from the final claim which is due no later than forty-five (45) days after
termination of the agreement or completion of project activity. The Sub -recipient
should include the category's corresponding line item (or Issue) number in the
"Detail of Claims" form. This number can be found in the "Proposed Program
Budget". A line item number is to be included for every dollar amount listed in
the "Detail of Claims" form. For equipment items, the AEL must be listed on the
"Detail of Claims" form.
3. Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management
no later than sixty (60) calendar days after the agreement is either completed or
the agreement has expired.
E. Programmatic Point of Contact
Contractual Point of Contact
Programmatic Point of Contact
Carolyn Coleman
Owen Roach
FDEM
FDEM
2555 Shumard Oak Blvd.
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
Tallahassee, FL 32399-2100
(850) 413-9974
(850) 410-1599
carolyn.coleman@em.myflorida.com
owen.roach@em.myflorida.com
F. Contractual Responsibilities
• The FDEM shall determine eligibility of projects and approve changes in scope of work.
• The FDEM shall administer the financial processes.
27
ATTACHMENT C
DELIVERABLES AND PERFORMANCE
State Homeland Security Program (SHSP): SHSP supports the implementation of risk driven,
capabilities -based State Homeland Security Strategies to address capability targets set in Urban Area,
State, and regional Threat and Hazard Identification and Risk Assessments (THIRAs). The capability
levels are assessed in the State Preparedness Report (SPR) and inform planning, organization,
equipment, training, and exercise needs to prevent, protect against, mitigate, respond to, and recover
from acts of terrorism and other catastrophic events.
Training Deliverable: Subject to the funding limitations of this Agreement, the Division shall
reimburse the Sub -recipient for the actual cost of successfully completing a training course
listed on the Department of Homeland Security (DHS) approved course catalog. For non -DHS
approved courses the sub -recipient shall obtain advance FDEM approval using the Non -TED
form by contacting their grant manager. The DHS course catalog is available online at:
http://www.firstrespondertraining.gov. For the purposes of this. Agreement, any training course
listed on the DHS approved course catalog qualifies as an authorized course. The Sub -
recipient can successfully complete an authorized course either by attending or conducting that
course.
Minimum Performance: Costs for allowable items will be reimbursed if incurred and
completed within the period of performance, in accordance with the Scope of Work,
Attachment A of this agreement.
ATTACHMENT D
PROGRAM STATUTES AND REGULATIONS
1) Age Discrimination Act of 1975 42 U.S.C. § 6101 et seq.
2) Americans with Disabilities Act of 1990 42 U.S.C. § 12101-12213
3) Chapter 473, Florida Statutes
4) Chapter 215, Florida Statutes
5) Chapter 252, Florida Statutes
6) Title VI of the Civil Rights Act of 1964 42 U.S.C. § 2000 et seq.
7) Title VIII of the Civil Rights Acts of 1968 42 U.S.C. § 3601 et seq.
8) Copyright notice 17 U.S.C. §§ 401 or 402
9) Assurances, Administrative Requirements and Cost Principles 2 C.F.R. Part 200
10)Debarment and Suspension Executive Orders 12549 and 12689
11)Drug Free Workplace Act of 1988 41 U.S.C. § 701 et seq.
12)Duplication of Benefits 2 C.F.R. Part 200, Subpart E
13)Energy Policy and Conservation Act 42 U.S.C. § 6201
14)False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729 also 38
U.S.C. § 3801-3812
15)Fly America Act of 1974 49 U.S.C. § 41102 also 49 U.S.C. § 40118
16)Hotei and Motel Fire Safety Act of 1990 15 U.S.C. § 2225a
17)Lobbying Prohibitions 31 U.S.C. § 1352
18)Patents and Intellectual Property Rights 35 U.S.C. § 200 et seq.
19)Procurement of Recovered Materials section 6002 of Solid Waste Disposal Act
20)Terrorist Financing Executive Order 13224
21)Title IX of the Education Amendments of 1972 (Equal Opportunity in Education Act)
20 U.S.C. § 1681 et seq.
22)Trafficking Victims Protection Act of 2000 22 U.S.C. § 7104
23) Rehabilitation Act of 1973 Section 504, 29 U.S.C. § 794
24)USA Patriot Act of 2001 18 U.S.C. § 175-172c
25)Whistleblower Protection Act 10 U.S.C. § 2409 41 US.C. 4712, and 10 U.S.G. §
2324, 41 U.S.C. § § 4304 and 4310
26)53 Federal Register 8034
27)Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code
29
ATTACHMENT E
JUSTIFICATION OF ADVANCE PAYMENT
SUB -RECIPIENT:
If you are requesting an advance, indicate same by checking the box below.
[ ] ADVANCE REQUESTED
Advance payment of $ _ is requested. Balance of
payments will be made on a reimbursement basis. These funds are
needed to pay staff, award benefits to clients, duplicate forms and
purchase start-up supplies and equipment. We would not be able to
operate the program without this advance,
If you are requesting an advance, complete the following chart and line item justification below,
ESTIMATED EXPENSES
BUDGET CATEGORY/LINE ITEMS
20-20 Anticipated Anticipated Expenditures for First Three Months (90
(list applicable line items)
days) of Funding Agreement
For example
ADMINISTRATIVE COSTS
(Include Secondary Administration.)
For example
PROGRAM EXPENSES
TOTALEXPENSES
LINE ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the need forthe
cash advance. The justification must include supporting documentation that clearly shows the advance will
be expended within the first ninety (90) days of the Funding Agreement term.. Supporting documentation
should include quotes for purchases, delivery timelines, salary and expense projections, etc. to provide the
Division reasonable and necessary support that the advance will be expended within the first ninety (90)
days of the Funding Agreement term. Any advance funds not expended within the first ninety (90) days of
the contract term shall be returned to the Division Cashier, 2555 Shumard Oak Boulevard, Tallahassee,
Florida 32399, within thirty (30) days of receipt, along with any interest earned on the advance)
30
ATTACHMENT F
WARRANTIES AND REPRESENTATIONS
Financial Management
The Sub -Recipient's financial management system must comply with 2 C.F.R. §200.302.
Procurements
Any procurement undertaken with funds authorized by this Agreement must comply with the
requirements of 2 C.F.R. §200, Part D—Post Federal Award Requirements—Procurement Standards (2
G.F.R. §§200.317 through 200.326).
Codes of conduct,
The Sub -recipient shall maintain written standards of conduct governing the performance of its
employees engaged in the award and administration of contracts, No employee, officer, or agent shall
participate in the selection, award, or administration of a contract supported by public grant funds if a real
or apparent conflict of interest would be involved. Such a conflict would arise when the employee, officer,
or agent, any member of his or her immediate family, his or her partner, or an organization which employs
or is about to employ any of the parties indicated, has a financial or other interest in the firm selected for
an award. The officers, employees, and agents of the Sub -recipient shall neither solicit nor accept
gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. The
standards of conduct shall provide for disciplinary actions to be applied for violations of the standards by
officers, employees, or agents of the Sub -recipient.
Business Hours
The Sub -recipient shall have its offices open for business, with the entrance door open to the public, and
at least one employee on site, from: S, rm
Licensinq and Permitting
All subcontractors or employees hired by the Sub -recipient shall have all current licenses and permits
required for all of the particular work for which they are hired by the Sub -recipient.
31
ATTACHMENT G
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Sub -recipient, , certifies,
by submission of this document, that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.
(2) Where the Sub -recipient's subcontractor is unable to certify to the above statement, the
prospective subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
By:
Signature
Name and Title
Street Address
City,'State, Zip
Date
Sub -Recipient's Name
FDEM Contract Number
Project Number
32
ATTACHMENT H
STATEMENT OF ASSURANCES
All sub -recipients must acknowledge and agree to comply with applicable provisions governing DHS
access to records, accounts, documents, information, facilities, and staff.
1. Sub -recipient will acknowledge their use of federal funding when issuing statements, press releases,
and requests for proposals, bid invitations, and other documents describing projects or programs funded
in whole or in part with Federal funds.
2. Sub -recipient mute ensure that project activities carried outside the United States are coordinated as
necessary with appropriate government authorities and that appropriate licenses, permits or approvals
are obtained.
3. Sub -recipient will comply with the minimum wage and maximum hour's provisions of the Federal Fair
Labor Standards Act.
4. Sub -recipient will establish safeguards to prohibit employees from using their positions for a purpose
that is or gives the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business, or other ties.
5. Sub -recipient will give the State Administrative Agency, DHS or through any authorized representative,
access to and the right to examine and copy records, accounts, and books, papers, or documents related
to the grant.
6. Sub -recipient who receives awards made under programs that provide emergency communications
equipment and its related activities must comply with SAFECOM Guidance for Emergency
Communications Grants, including provisions on technical standards that ensure and enhance
interoperable communications.
7. Sub -recipient will ensure that the facilities under its ownership, lease or supervision which shall be
utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's
(EPA) list of Violating Facilities andthat.it will notify the Federal grantor agency of the receipt of any
communication from the Director of the EPA Office of Federal Activities indicating that a facility to be used
in the project is under consideration for listing by the EPA.
8. Sub -recipient must cooperate with any compliance review or compliant investigation conducted by
DHS.
9. Sub -recipient must submit timely, complete, and accurate reports to the FDEM and maintain
appropriate backup documentation to support reports. Sub -recipients should also comply with all other
special reporting, data collection and evaluation requirements, as prescribes by law or detailed in
program guidance.
10. If, during the past three years, the sub -recipient has been accused of discrimination on the grounds of
race, color, national origin (including limited English proficiency), sex, age, disability, religion, or familial
status, the sub -recipient must provide a list of all such proceedings, pending or completed, including
outcome and copies of settlement agreements to FDEM for forwarding to the DHS 'awarding office and
the DHS Component.
11. In the event a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the Grounds of race, color, religion, national origin, sex, or
disability against a sub -recipient of funds, the sub -recipient will forward a copy of the finding to the Office
for Civil Rights, Office of Justice Programs.
33
ATTACHMENT I
REIMBURSEMENT CHECKLIST
Use this checklist as a tool for completing reimbursement packages
PLANNING
❑ 1. Does the amount billed by consultant add up correctly?
❑ 2. Has all appropriate documentation to denote hours worked been properly
signed?
❑ 3. Have copies of all planning materials and work product (e.g. meeting documents,
copies of plans),been included? (Note - If a meeting was held by sub -recipient or
contractor/consultant of sub -recipient, an agenda and signup sheet with meeting
date must be included).
❑ 4. Has the invoice from consultant/contractor been included? (Note — grant
agreement must be referenced on the invoice.)
❑ 5. Has proof of payment.been included?
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that
statement
❑ 6. Has Attachment G (found within Agreement with FDEM) been completed for this
contractor/consultant and included in the reimbursement package?
❑ 7. Has proof of purchase methodology been included (Form 5 Procurement)?
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
Consultants/Contractors (Note: this applies to contractors also billed under
Organization)
TRAINING
❑ 1. Is the course DHS approved?
❑ 2. Is there a course or catalog number? If not, has FDEM approved the non -DHS
training?
34
❑ 3. Have Sign -In Sheets, Rosters and Agenda been provided?
4. If billing for overtime and/or backfill, has documentation been provided that lists
attendee names, department, # of hours spent at training, hourly rate and total
amount paid to each attendee?
Have documentation from entity's financial system been provided as
proof attendees were paid?
For backfill, has a clear delineation/cross reference been provided.
showing who was backfilling who?
5. Have the names on the sign -in sheets been cross-referenced with the names of
the individuals for whom training reimbursement costs .are being sought?
�] 6. Has any expenditures occurred in support of the training such as printing costs,
costs related to administering the training, planning, scheduling, facilities,
materials and supplies, reproduction of materials, and equipment? If so, receipts
and proof of payment must be submitted.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that
statement
❑ '7. Has proof of purchase methodology been included (Form 5 Procurement)?
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
EXERCISE
-1. Has documentation been provided on the purpose/objectives of the exercise?
Situation Manual
Exercise Plan
2. If exercise has been conducted are the following included:
After -action report
Sign -in sheets
Agenda
Rosters
3. If billing for overtime and backfill, has a spreadsheet been provided that lists
attendee names, department, # of hours spent at exercise, hourly rate and total
paid to each attendee?
Have documentation from entity's financial system been provided to
prove attendees were paid?
35
- For backfill, has a clear delineation/cross reference been provided
showing who was backfilling who?
❑ 4. Have the names on the sign -in sheets been cross-referenced with the names of
the individuals for whom exercise reimbursement costs are being sought?
❑ 5. Have any expenditures occurred on supplies (e.g., copying paper, gloves, tape,
etc) in support of the exercise? If so, receipts and proof of payment must be
included.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that
statement
❑ 6. Has any expenditures occurred on rental of space/locations for exercises
planning and conduct, exercise signs, badges, etc.? If so, receipts and proof of
payment must be included.
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that
statement
❑ 7. Has proof of purchase methodology been included (Form 5 Procurement)?
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
Competitive bid results (e.g. Quotewire, bid tabulation page)
EQUIPMENT
1. Have all invoices been included?
❑ 2. Has an AEL # been identified for each purchase?
❑ 3. If service/warranty expenses are listed, are they only for the performance period
of the grant?
❑ 4. Has proof of payment been included?
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that
statement
❑ 5. If EHP form needed, has a copy of the approval DHS been included?
❑ 6. Has proof of purchase methodology been included (Form 5 Procurement)?
Sole Source (approved by FDEM for purchases exceeding $25,000)
State Contract (page showing contract #, price list)
36
Competitive bid results (e.g. Quotewire, bid tabulation page)
TRAVELICONFERENCES
1. Have all receipts been turned in, itemized and do the dates on the receipts match
travel dates?
Airplane receipts .
Proof of mileage (Google or Yahoo map printout or mileage log)
Toll and/or Parking receipts
Hotel receipts (is there a zero balance?)
Car rental receipts .
Registration fee receipts
Note: Make sure that meals paid for by conference are not included in
per diem amount
[] 2. If travel is a conference has the conference agenda been included?
[� 3. Has proof of payment to traveler been included?
Canceled check
Electronic Funds Transfer (EFT) Confirmation
Credit Card Statement & payment to credit card company for that
statement
Copy of paycheck if reimbursed through payroll
MATCHING FUNDS
1 Contributions are from Non Federal funding sources identified?
2. Contributions are from cash or in-kind contributions which may include training.
investments.
3. Contributions are not from salary, overtime or other operational costs unrelated
to training.
SALARY POSITIONS
1. Has a signed timesheet by employee and supervisor included?
2. Has proof for time worked by the employee been included? Is time period
summary included?
Statement of Earnings
Copy of Payroll Check
Payroll Register
Time and Effort Log (Form 6)
37
For fusion center analysts, have the certification documents been
provided to the SAA to demonstrate compliance with training and experience
standards?
ORGANIZATION
❑ 1. If billing for overtime and backfill, has a spreadsheet been provided that lists
attendee names, department, # of hours spent at exercise, hourly rate and total
paid to each attendee?
Have documentation from entity's financial system been provided to
prove attendees were paid?
For backfill, has a clear delineation/cross reference been provided
showing who was backfilling who?
FOR ALL REIMBURSEMENTS - THE FINAL CHECK
❑ 1. Have all relevant forms been completed and included with each request for
reimbursement?
❑ 2. Have the costs incurred been charged to the appropriate POETE category?
❑ 3. Does the total on all Forms submitted match?
4. Has Reimbursement Form been signed by the Grant Manager and Financial
Officer?
❑ 5. Has the reimbursement package been entered into sub -sub -recipients
records/spreadsheet?
[_] 6. Have the quantity and unit cost been notated on Reimbursement Budget
Breakdown?
❑ 7. If this purchase was made via Sole Source, have you included the approved Sole
Source documentation and justification?
❑ 8. Do all of your vendors have a current W-9 (Tax Payer Identification) on file?
Please note: FDEM reserves the right to update this checklist throughout the life of the grant to
ensure compliance with applicable federal and state rules and regulations.
38
ATTACHMENT J
MONITORING GUIDELINES
Florida has enhanced state and local capability and capacity to prevent, prepare and
respond to terrorist threats since 1999 through various funding sources including federal
grant funds. The Florida Division of Emergency Management (FDEM) has a responsibility
to track and monitor the status of grant activity and items purchased to ensure compliance
with applicable SHSGP grant guidance and statutory regulations. The monitoring process
is designed to assess a sub -recipient agency's compliance with applicable state and
federal guidelines.
Monitoring is accomplished utilizing various methods including desk monitoring and.on-site
visits. There are two primary areas reviewed during monitoring activities -financial and
programmatic monitoring. Financial monitoring is the review of records associated with
the purchase and disposition of property, projects and contracts. Programmatic
monitoring is the observation of equipment purchased, protocols and other associated
records. Various levels of financial and programmatic review may be accomplished during
this process.
Desk monitoring is the review of projects, financial activity and technical assistance
between FDEM and the applicant via e-mail and telephone. On -Site Monitoring are actual
visits to the sub -recipient agencies by a Division representative who examines records,
procedures and equipment.
Frequency of annual monitoring activity:
Each year the FDEM will conduct monitoring for up to 50% of their sub -grantees. It is
important to. note that although a given grant has been closed, it is still subject to either
desk or on-site monitoring for a three (3) year period following closure.
Areas that will; be examined include:
Management and administrative procedures;
Grant folder maintenance;
Equipment accountability and sub -hand receipt procedures;
39
Program for obsolescence;
Status of equipment purchases;
Status of training for purchased equipment;
Status and number of response traihings conducted to include number trained;
Status and number of exercises;
Status of planning activity;
Anticipated projected completion;
Difficulties encountered in completing projects;
Agency NIMS/ICS compliance documentation;
Equal Employment Opportunity (EEO Status);
Procurement Policy
FDEM may request additional monitoring/information if the activity, or lack there of,
generates questions from the region, the sponsoring agency or FDEM Leadership. The
method of gathering this information will be determined on a case-by-case basis.
Desk monitoring is an on-going process. Sub -recipients will be required to participate in
desk top monitoring on an annual basis and as determined by the FDEM. This contact will
provide an opportunity to identify the need for technical assistance (TA) and/or a site visit if
the FDEM determines that a sub -recipient is having difficulty completing their project.
As difficulties/deficiencies are identified, the respective region or sponsoring agency will be
notified by the program office via email. Information will include the grant sub -recipient
agency name, year and project description and the nature of the issue in question. Many
of the issues that arise may be resolved at the regional or sponsoring agency level.
Issues that require further TA will be referred to the FDEM for assistance. Examples of TA
include but are not limited to:
Equipment selection or available vendors
Eligibility of items or services
4w -Coordination and partnership with other agencies within or outside the region or
discipline
Record Keeping
e.
Reporting Requirements
4-Documentation in support of a. Request for Reimbursement
On -Site Monitoring will be conducted by the FDEM or designated personnel.. On-site
Monitoring visits will be scheduled in advance with the sub -recipient agency POC
designated in the grant agreement.
The FDEM will also conduct coordinated financial and grant file monitoring. These
monitoring visits will be coordinated with the capability review visits. Subject matter
experts from other agencies within the region or state may be called upon to assist in the
form of a peer review as needed.
All findings related to the capability review will be documented and maintained within the
FDEM.
On-site Monitoring Protocol
On-site Monitoring Visits will begin with those grantees that are currently spending or have
completed spending for that federal fiscal year (FFY). Site visits may be combined when
geographically convenient. There is a financial and programmatic on-site monitoring
checklist to assist in the completion of all required tasks.
Site Visit Preparation
A letter will be sent to the sub -recipient agency Point of Contact (POC) outlining the date,
time and purpose of the site visit before the planned arrival date.
The appointment should be confirmed with the grantee in writing (email is acceptable) and
documented in the grantee folder.
The physical location of any equipment located at an alternate site should be confirmed
witha representative from that location and the address should be documented in the
grantee folder before the site visit.
41
On -Site Monitoring Visit
Once FDEM personnel have arrived at the site, an orientation conference will be conducted,
During this time, the purpose of the site visit and the items FDEM intends to examine will be
identified If financial monitoring visit will be conducted, they will then explain their objectives and
will proceed to perform the financial review.
FDEM personnel will review all files and supporting documentation. Once the supporting
documentation hasbeen reviewed, a tour/visual/spot inspection of equipment will be conducted.
Each item should be visually inspected whenever possible. Bigger items (computers, response
vehicles, etc.) should have an asset decal (information/serial number) placed in a prominent
location on each piece of equipment as per sub -recipient agency requirements. The serial number
should correspond with the appropriate receipt to confirm purchase. Photographs should be taken
of the equipment (large capital expenditures in excess of $1,000. per item).
If an item is not available (being used during time of the site visit), the appropriate documentation
must be provided to account for that particular piece of equipment. Once the tour/visual/spot
inspection of equipment has been completed, the FDEM personnel will then conduct an exit
conference with the grantee to review the findings.
Other programmatic issues can be discussed at this time, such as missing quarterly reports,
payment voucher/reimbursement, equipment, questions, etc.
Post Monitoring Visit
FDEM personnel will review the on-site monitoring review worksheets and backup documentation
as a team and discuss the events of the on-site monitoring.
Within 30 -calendar days of the site visit, a monitoring report will be generated and sent to the
grantee explaining any issues and corrective actions required or recommendations. Should no
issues or findings be identified, a monitoring report to that effect will be generated and sent to the
grantee. The grantee will submit a Corrective Action Plan within a timeframe as determined by the
FDEM. Noncompliance on behalf of sub -grantees is resolved by management under the terms of
the Sub grant Agreement.
The On -Site Monitoring Worksheets, the monitoring report and all back up documentation will then
be included in the grantee's file.
I
EHP GUIDELINES
ENVIRONMENTAL PLANNING & HISTORIC PRESERVATION (EHP)
COMPLIANCE GUIDELINES
The following types of projects are to be submitted to FEMA for compliance review under Federal environmental planning and
historic preservation (EHP) laws and requirements prior to initiation of the project:
• New Construction, Installation and Renovation, Including but not limited to:
o Emergency Operation Centers
o Security Guard facilities
o Equipment buildings (such as those accompanying communication towers)
o Waterside Structures (such as dock houses, piers, etc.)
• Placing a repeater and/or other equipment on an existing tower
• Renovation of and modification to buildings and structures that are 50 years old or older
• Any other construction or renovation efforts that change or expand the footprint of a facility or structure including security
enhancements to improve perimeter security
• Physical Security Enhancements, including but not limited to:
o Lighting
o Fencing
o Closed-circuit television (CCTV) systems
o Motion detection systems
o Barriers, doors, gates and related security enhancements
In addition, the erection of communications towers that are included in a jurisdiction's interoperable communications plan is allowed,
subject to all applicable laws, regulations, and licensing provisions. Communication tower projects must be submitted to FEMA for
EHP review,
EHP DETERMINATION PROCESS
I. Submit the Final Screening Memo to the SAA for review prior to funds being expended.
IL The SAA will review and notify the sub -recipient of its decision. The grantee should incorporate sufficient time and
resources into the project planning process to accommodate EHP requirements,
APPROVAL PROCESS TO FEMA
I. Prepare a formal written Scope of Work with details outlined in the attached EHP Compliance Requirements, page 2.
II. The Final Screening Memo should be attached to all project information sent to the Grant Programs Directorate (GPD) for
an EHP regulatory compliance review.
III. Complete the attached National Environmental Policy Act (NEPA) Compliance checklist
IV. Prepare maps indicating the location(s) of proposed project (Guidance provided)
V. Take photographs of the location(s) of proposed project (Guidance provided)
VI. Forward all documents to the SAA. All documents are then forwarded to GPD electronically via the Centralized
Scheduling and Information Desk (CSID) at askcsidna.dhs.gov.
Vi 1. CSID will send an email confirming receipt of the project description.
Vlll. FEMA Program Analyst sends notification to SAA when review is complete, SAA notifies sub -recipient of FEMA's final
decision,
IX. THE PROJECT MAY BEGIN ONCE FINAL FEMA APPROVAL IS RECEIVED. Grantee should incorporate sufficient time
and resources into the project planning process to accommodate EHP requirements. Grantees must receive written
approval from FEMA prior to the use of grant funds for project implementation.
43
ATTACHMEMT L
MANDATORY CONTRACT PROVISIONS
Provisions as described in Appendix 11 to Part
200:
am- -�
mrllbalrt rl a u l i1i ai i arm oj'
Imm 11",to dooda vA W
Apky m 4) take tv""tro'n ro,
'Mvlm' ttw PgAorm wwwd' Tho aunoaww-
ulmPA"'d not melmu' 'I'll of VIR tomw And
<Iopdl.Mlwi of 04 Moral aww"d, IAft may
r0for bo 'a dwe'n'w1ut (WIth lagarmadol Abmyt
11", to obk'-wl it) or Intalmot atte wharo Ap-
ownditlaws If
t4m; 1paf
Awards vzo RAA, Spmmm ocar, glad t"One't.
Mona t1ju dflThr from the FWleral gw&vItT1V
rm-llg-d "M—ml
01ould
th"'o mmloll< tarmul AM 01=11001m,
n(4119: 00 Will A!Qirt ApPlIVARM UrM hj,�'V "'�
uf'Awd Vtdoral amrda from thlm Nklon"I
9WIIVftw agarWy PmAomly nd might nut
satin urrvIso, 4'q'X0% d1fAwn1 tQrm awd cumu-
tians, Vbr tha tanio, mmn. dw ammmo-,-
rnmit rihould Worm wtem-ttal XpIm',inW
�'bmlt spowl roquirmants,tai F could
to wtudar r�'J�mmljvwmrdh aft" tbn ro�j'qw
of applApatiorm wid othar Irfurplatiou" hmo4
onthc� piftwlar
otrearorlNim mq ? a'Iffmt
tA) (#g.^ lfhatmn f"W"'t."cb,
wat'
W. W mohv'd or if vowle At tuatumts mw q Ifte,
tH"w, Kpmlal togrns on
daw mlmrm—or
3, Tom 'mm- on MI3. I,
Indlada gowaml Inforratlun abmt tivo tyjx'�
mg., f1mmmm fitIxerfartrou.ml), fw4umley,
aud sne"m" of 'sumn-wou qwl"'at or ww-
twon1c) of lyn-1a-Fadam'-W, aw-Av! oorXI"INAng ro-
ftbUghl; wwalwird reportog
NXImirelymb3f6r. Vlaftllli awamb ulaft t"144
f0dtagr 1,'Ut 41ifor jag, by M.
Port, tygo" ftvommo' Mnlvformxt, Or mr,
attrtttaas fag' mar) irom lvjut Kilo po(lfimj
awarang AwArlis
T."'x.jutm,'
Q.yvmsmum'„ AwAmma Assawv cx�
MQUmm
Thjiiil tt>32,,:aTFm mtk sRaY gvv* pateauaw ap-
pht."Imm to tmaqs" or ewmwlt for amswwu4�
j17 r° trx n or 111AP1'mg, wlthproblonr" w.htitl U"
Awding o%*fturuy I.,; opea, 11hp intwja or
thiz mulawwwant, I'l to be m ImpAll 'm Im,
wMe, to pwnflal app"I" mew, w the ftt'mul
mmming a-gam"v should emigum apgrumho�
mahw" gIvIng.."
1. PoIrls, of omtaot whomay bo rp.tab4w4j III
mu-14pi"D Im"m jt�'V.' by tqlaowm.' FAX, &IIJI
or mriml, ai mul as rogm1m, mall),
Il..A fhx of v,,)m!j taddra,;,j that m%jllApj,0
im-a'* mm;w1r, so Vhat wnnmmi ' wal n1gicaul
01,•Q If (4411N.1- AW MtU'PW$&'jjj atarmaXtt dttr'r
tag e:"rMvkl rwrjwb
III, RU' out ontmis Our diAllut kindf,,, of
help I a'g- One for 411mwomi &,'
vonlxmt, aud mwond wr adrmmtstrawq.
qwmirjovs).
m
2 CFR Ch., H (1-1-1A 'WItion)
Thu motion qw), 'ImIllfto %tky mi'llt'lom"al
md.ormation tal"a, Val amat a Imtoalal xp-
plu'm't �"Jrto
mi4 4110:nr this, % as T-aw 'Ptorr='
ow a fmg-tarno
11, Mention YAAU"d p-ogranwor othqr W.11-
mmdag or ogrolmg Vwbtal awardavg 4%. Im
qF
IM Itwba& currout IvWnsat adtwm thr
wward1w as nmay Wob ,Itw tbat mrq
W., 4 ful to an ap �.Ita&at it andarstarwing
rf., Almn aAvplwutg w L'40 Awl
pmpfttam 111zomamoa aad mvwm thom
lbo'ut the way U'a ftloril Awarlmw a-Immm,
WfU 1140dia It
v, Inahu1a3 nartam rwitmawWos to xvpti,
tmnts' Omg" twat thil Fek"imal gDvornimm Ll
not olAwal-Ad to aukeR'u Fazl xr al award
m
a mmlt of UIP ammacmnnt or tUt oply
Zrantl 00gam van bind 0z $41&-'rha ew"arn.
moul, W Lboi *xrwrdtbum of rurAI),
A-mmax 11 'Iyj Pmer
Pmom virs-mis sma Mm-PITARAL Bkrm-
'Camaurg Ummm Fm 1L
In AdfflUan to Whar provistow mq.,umId by
tho Fodoral 4pim, or amugle4enal vamty, all
mmusm wwlq ji:x- us nou-yworal ontm,
ubikw tho Fadwal ammtl most wittain p-oTt.
Slow ("'wnI11m 6WOU040mg,
(A) Ca�vl forvloro U'u-im tho wmpllhad
mu-Mclom thmwwM eurnittLy a at
I ,, wWoh , I MfUltum adjamiml
'III. PIE , I � �t Um
Amvent doUmdaw"I b5v the Otvlban Agwx"y
A Wrak,ii a;A thA rmform'I.4 A4wi-
Mon nambmon$ 001931al Whrawlfls) as au-
thor&m'd Ly 11 UAL rrnnt atltlr uyad-
raini.arativi'l, contracual, or lftw rom-AmI
In mftuvxxt wbaro conIza-Um, vot%N" or
bt omAh. ooatmrA tomns, awl provi'do for Ima.b
mnm*m's gmd baa na'1'04,. m PIA' alar iatn"
(U) All ooutraebo ra wwA001 atVKIAM at
addr"', bammatum fat maoo and fiw agar,.
vfmtonw h7 thn non.-Ndeml ontat-N, woludmw
um, iiiaai tiv Iviiil�s' it wall I* o'N't W-wd
vul badis tormvttle m'' nt,
(C)
wept. As otborvnX prod ftf undar 'a CPH
fart 9), all conga at Oat 'muA ffit4 deftw-
mon or "odwaill imzist&i camaravocauz ran-
LIm"t", tv 41 ark Part W-U'l masa„ t lwhulo thu
asamal W1jT1XWt*U11%7 use prm'34W und,t 41
CPR CAIAN, in am"mixty"* wath Nlaoc;'wuvl�
War IMUL "Equal. Rmptuymaa OprAr,
Vyt 12lo, JW
Ib m ConA, P, "120), a ammUd by Pawma"Wo
crew 31fi+a bard ate RmaRUTP Olqar
IU16 R,#Iatimt to Rqual Rmploymant Oppor-
tublbt " And Iniplomattlate reg-Ulation'i st 41
i.
C"FIR 1;xt 0).'`emlca of 'f"adlorkl coatiici
QmnIft,mro Pragnam m4mad lImplw"mant
194
OMB Guldanco
tett D aitl a picot AV,t. aa ra:Xrrzrulvl t aniMac,
dot°ui"k'e4,xiYCa�luirw bi'vooz"ra l.. Sm"Mul
) isi��"On.gGall gg""Mil`to �'$60 y�r E3ztlllon 1u'iFautMI M
tart'rcle .r r,4 ixatiltkko n proviaao, fir uurrt ti•
tae o with OwY��l��i t t l zt a? t 4' f�ta ,
%,d•Wl,!'Pa. i.:HkS�' e33"1M'bfA� Fad stEJJ'"t 4 i�i.•J�eh,.�€s�$�53 d3�
Dapartrota ant of I. Abo' ` r�i i;al tl wu t;3fr MM
Put. k5, " or ttacxadlar prvvwlawr , �apPll.
Cohlo W tadral arai<ta trrvarttit' P&110 010 rai-
manotal AnIl , slated t� ar trim c to ' fi, as -
:ori"° nva vilur clan aaaww, coram tura rtattat
iT"alta',wl,, wow 0Ialscasmawt -
c,haw st a raita Ala lwxP Ou dire pwa4titiq
4 WA$ in ai '9ago &AC+WrA'trn auji,
utast 1 Ya t pxu 'rtrtas t gar,Lwtm in RKIdi io n.
onuU t AQ,X% r aw't, be rali'quiml to pay mvgi ,n
true lir t tban s'aaw a "Wook. To rrrswWwal
railaw Via, aiai60rtl aa1i l mil lad. tfiw.10
wtfuwt, of ls,xb-,,nr in aarscla isals-,lttuon, `T�`ir�a
dradon to &itrit .a contract, or �-'abo au.t' 'tat
mint IV ssutullilsaimod tara W) axvoopAn of
Ilii sat t ttxatar atir}ra. Ltx tar a w"r rt el an-
tlt' r twi t z ap.at all as ,nisi I: €open el
vowAtIomf to s1i3 sear twat>ir3 a' Y1 ;$.
lmo curit;u aO xait'" £ °lEiE A latwwou
for. complionoo Wilt the M�pakm,,l ".AB w
%,1O°z'a3 A" �t t (pa Mac. c, 1110 as aaapplo-
mer,W1 by lNop.rtesaant ot'taabor rag-ulal'tllal;,
(W OPR Fart a, ;"t' ,i �r ca 'awl lamb..
�' ntmWra on l�ttablicr llvri3st ng or liuNle
Wort Ph-vs:rr°.sWin %'1` la or In Tlwa i by iAI=
toGMAOfs ii umlirtlIA st,,uej baaA
pm -A&A matt Stab t.'anmu,ss,tar st, term,
1'�`,! amy rrariN$rta, &1Y pa A'K s 4ttrpEO70, ul ?<hm
a uratWii.€at; W'11 a°arraTla viona ar'" �rsslE u
t'tat'k, to vtva tap mv ,part a`af ta aaratl
ts,,.„ t:� n�sat�lt 1�� nr �4.r iw atit�i,;�°�ar,ssa 4trslatia�,
ra'tpent, an z
y iaYta i
or xta)turced =rlulztt:itaart Ta l#ua Nm,la°sta)
mfix'trimwttlpv ,
(P) Oour wt, Uwr k'tour ant, ft"'riv
is no tAct ;46, 1,t sic, 2701 m 09+ �l.l+izu
teaml l ail tc0vzwts a'rr,rsat?t
£'"Wral a tat As, nx aaa, of $100,0W Ont t.6,
volt' 4 ttr`3 aria li.�,r d38rst t 4 &71 t'hwi' »s tp hbm-
awn �aau, 9'sae hiIa, a prov"100 for Aran gharwe
WIC`s 49 UAD, 07r2 atria M. u ari(aaslwttl
fkv Dowtruent 8efMAW mraa#"turn (20rs"Fx
basis of a siatdazIl 5 ark mnl of 0 Kammer.
1rs"or it . i7�'�,Y,•,kittat Of Ma 4't,c"oul-aA %'a"r.33 k wok 15
itlrTAIU li0 PCO^rldgi $ta°4( tt T�dS ksr to m
fat. �ttait at as rat. of not, to r than aatn an! a
Half t<arow ttir baaalo,;'ata sea':IV to>t ou l mrt
worked :In smxw of =.all hoirs .In dw; vmeY
rill slic"A l,a to n awtv"'f a,laan (xez I areal pi+rr°twn
haat no lat¢4srtar or rrlwl inW Mad taxa ro-
quirad to worn to urzs,trlit'ittpa or un&,,,
a (
3"Wow ow VVISIt alt cs uuvaaulss lm
laltrv,{vaWlan or Th"' as a 41m m;9:"auzu
Ilam vot' salrl5 to txm lsum fust d ,nit: os or
45
Pts itafltala Or aertlWar, (reew"ir€lea Ivatlatsls on
tbia a3*1:ul f,,.;5; Or larzt.r fa ft 0ausaar^
fl°) W10114 to tarataatiow fxttOO tira£lzer a
Con aanta ear ,iamm t 11 to t W.A& aw"WrIll
ter , to tlt n0hillf,1011i Ot ta=1199 "k kr#,,,'n1 ai't "
uaralar (3 1"1 §,A(l 9 ki) vul UO) rlaa leant or
w ".d�r`k'd'aY•t 3d -at ''•<a°F`w�fa3N, IS caw MW t 1 aatia,at
wttk "a Wall taoaduaasa VIM or rtr,rtrront Irma-
ultaolon roftnU � kir uu�� Mart on. o f ,ar-.
t4�aaa, UOk,,, zriaa?rtt rear . r �r=a°rs3�s � of nxl*rl,.
tratutal,cia apalulairt�rxutal, sear s tar It taut
uttteat that, xxkGlriltC1.+N..�y1(rrYc3Smu#tit", tho Tw, Ja-
witor;ata?,danan1th".baraattlalr1Vfilitag na.
rirt$#a"K31E'rlia aE37 (Wrt 1ptart 40E l WIW to 'tx-
r1ur,i,r.r;:a ;' ��a by Nawrrofit %tr;az1. t ,
'aw"t 'knull. Ru°rt.rt m Pans lttai'rat° Om�r1 ,
rawet f'rkuts. contTaI.,ta and %gaxmklmta
l r`rrzrrrs 31za ,sra: txr:pl3uaautif :r'tul
t1ow lanai o t6 <ra ia°s G,, &genoy,
(G) Clacaar old .'tt t t42 UAC . 7109.7iit %) = rl,
the i tlamal Weta :37rllnit: a ftntruk Ad 4110�
UAC4 t l»4,47), as zsrsr ax.; :rl,.,t zt3.R t, r a.srr3
rwbg is:ra of ,Mott€runtn t'ta ove-s, of atcrOWED
rrzttals hitt tis.' fz ual,cc.0 tl1i,G r alrrtraa a`bo
therm-f'ue3tilac dm3r(t to igreaa to C"`mpl %flair
lti3pplittublt i rti;tit(a. oulalra ur regifla-
ttsarsr tumv.11, v�iiii ix:ttti t4 a %1lsr'an Arrest
P112 Ii°F ,iz, 1401,^ i`.i41) ift thea PPdaval Wit=arr
lflltltrort Control ;kat t'laatlol`, .
t „•tela) tutzti°»r::a nu;t`)3cr l r'ttltrrthu
tt lt„ 01 thef prof o tan
An r Mp ),
zi6 kltrati3tti €14 Aaa tr il—s and poll€ft"S i
ts,ttta°tg t,a alb€ Pfi lra which zi dart,.,
trtano"I va a'cEa ' ut34asi n toPpwn
s.r' t lad €"tA `tiil.ie ttz�a +.a'ai#il aziaa:;si1 ',� .Ji'Lt°ai °
11l Nttan'tuxat a'oixl twx(;vn,,dor4 Yovuntm
tlrtL 12541 utfl 1 MVI—A WatlutL Award
1,p1 ak 1. ') wu t not 1 u sst,wo to ps"^
,rhea IDAwl or, tl<a T$c ` rtatrYRra 2 rFx l uturlr t
paru Lint So the lutola br A^v,rttit
lirsatla€zialaat f l af),
in crru txx a,ttil itho-,
gttft[3 ucmr at, > V'R 1N) t"O t2svau.is
l;: a�.atil�ra tea E"t°� a`?�Ia1 {� tt3'Et rz�.rt� l
Ctium fir. y� No,4
bees fp,, p•=), DaUarrt nt. arir3 to paru,tart."<
TNN �a',XGf4#Iftl V�MjA 1 &:# ft$t 1flL lta SA -411.
ss a clm thoa Ylrr uo, tai lasrulaaro ealFa r -:1, atsaz,
„tai iloti, tar othw Svt oxo'l"it OKI kir v<a)"m , Aa
^$Fait as p.artir;. 4sIsla r"I xrtatlg;lsia €trttis r out,
utary Or m"guia,tur t rit"s Ot"Kra~ MAD Eh—
W) R r'tl A.trtimtatsliibayut i` st"iaontbillata£ (fit
U,S' C Irl," ';'-• )a4G. 'uotIx t` 'alert apply or tilt'
tit an a,tar°,t a SUMAW vk ramn vans 41 AM
ro'luirad on.r lxmWou t.atula uer ca`arttt'te"3, des
thn titre<: ttlaove W,,M6 It Walt ural W kw uut
tt u l"tadeful ap3rra rs" fit F fum:'11 to pay anlz
I^erzon or rsatami>rauon for irt1 a tat:; or fit,
iampiihg to l.ullrkumv all officer or arrw:lr+a I�a
a Asa i:5, rt r4tusrrta tat ` rr>rvaaa, rafrluar°
rF9,1&tfi�; a 3 rat' G4az r>a ,,
or : i e i4'tph),7f tr or
Crab nbar of C'tJo'",'.f1:t`w,'"i It t£2a'El4wuclurj "",.'af�l"i Yt%''r°
UtiMDO "Awf p0llIrnraa i.tailck"r. ;t., a,.°3?,i; Or DY
1915
Pts 200,, App, III
tzAaa;mor trtth e tSvmntt*� any i'oz;1avAa aaw a€^tl,
nt<Is dleaPnUrart =vg, atsr'svar°alotl Medea tior UY
t3or xap to 01r's adoo-Podor"I"I a"nAL
f?al Sae f _b'd..0 W°srt~nnana£utY of aN£uvfrr'rtl.Uwask
aha»nmf m 111, To Tlx %&vr 300.°.4,ioniwT
(I ki) omi s, t9 tfi s`@T Csx� 3 x9 fii t
I11ar�Yaw�,i�Aia tt:ttt+t
A. Gwmam,
k`3 i T32aT#lig (t %da: ar.1vtgr4za .i'tsr tx°samtiw
c�# rt�x�tltuUng inataro H (or ,rsritrtal;t
{Tacx s
raNm, at 111 t n ttrtstr f>'1 21ra st
ot3tnman up la'qMt rklv>atBmss and thatrakro,
s tmot ba «load hlaba41 z awglfy and :.�sr tftraell�
§i.•d"idsSYS"s`d2 at i't-?Po> 4,r any Ot'Irx"i!1' i?.,�atn€la,€d.•
tu'lwel acvtqswsdk4wUon 15,x, D; it r#..
tlasO'at RvAttta-e and x4,tx%iltl rathm. tor a
Kl$.md<.tesi. ,lon of t o otktnttL)s€t'R$cM of t:ila ftcot,
(x8"iav ) b ,�,i''a
ka?sW's to ^*.tottom 9�AftoAl aysarntx
O ° rxm se§aaptan
tum.
MSx,.M 3Mtl'xil.M as &ttud t6,' t,aab tC;a tS n
{
A. na q-Utkt rt d'Eta+zat,a" m.-1¢'��,chl yy.. d
1s lwn actt #tavl 01 an ,µ.RNa£?t�.
A'"3t r4 Y orf Y2�t�n1?""di$'ad�; �pJ 1'aR i� 'n av
r x^a` OT1 h f Ae t rets aa# iadea 41 toaa^ ' x koI
t€* lartw so"Wo WoMe," t e," t€ray M= r Moro,..
for, e #'odne Yn'tmla l A dogr•4 et Ur Ali
tide as ra tie.. a tatbwU, _ard "U'a "a. Vboy na,a
offorad 'ttrart„ 3-vxrrxf Via^ &acl rfi`<it:3 tFr tx'
C23iirism or a*aai.ld a Toaltitm was an a mm.
rA4kr* 01•Ll4U111 §ia Vti$aft or az extu2X4alan Glt4.ia°w£t. tL
41,:c3 cat ttlda od a" �'t rAk Utas Mq(jr ttit3t iagn
at e d9PUlawnhU t%t5,�£kftmh, t€ad,. V7liir",
t rril l9, mitt ;' tvavzrob,
(Y} tv .axe ld al: € dig as
sid ow ainq s amain"
;x$ ,#1a , lea t r ttwastt l
or treatill.pq r •ttviq a,
%WtlO A d by %yf'ram, dotatatract, ft 00 ge We
&kronof , "fkw t>rrdpWs of lt'„ *oet ldr"U.:-
a sl;xAn, thlz ut l'v,tl Intl _lea a ongt1wro3:l a.
own 1'sitif Unak t7aon tl.dBagh'An ttlata rrwti$$t'at
ax' 'm%tl',S;ttg $xi"£aaa'krr#at 'rnay t,Ucltx,m,<# it iii
0 bra$%wEdnd3tdva ree f,°h 8:Cx3':