HomeMy WebLinkAboutBack-Up DocumentCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Jose M. Fernandez, Director
DATE: March 1, 2016
Department of Finance
SUBJECT: New Award Set Up
FROM: Daniel Rotenberg, Director
REFERENCES: Project Agreement, CVA15-766
Department of Real Estate and
Asset Management
ENCLOSURES: Award Set Up Form
On February 1, 2016 the City of Miami was awarded a grant in the amount of $42,893.25 from the Florida
Department of Environmental Protection (F.D.E.P.), through the Clean Vessel Act. The grant was awarded to
support funding for the Miamarina Pumpout Replacement construction project. This funding will supplement city
matching funding of $14,297.75 already in place. The Department of Real Estate and Asset Management has
received the executed project agreement and has until January 18, 2017 to utilize this funding opportunity.
We respectfully request a new award for F.D.E.P. project #CVA15-766 MV187 be established and loaded into
project 40-B30325B "MIAMARINA PUMPOUT REPLACEMENT".
Award: Assign # Amount: $42,893.25
Project: 40-B30325B
Name: MIAMARINA PUMPOUT REPLACEMENT
L7I-= 1110
C: Stephen H. Bogner, Marinas Manager
Yvette Smith, CITP Administrator
City of Miami
AWARD SETUP FORM
(See information on Page 2)
Award# TBD
1. Funding Source Name: PNG — Florida Dept. of Environmental Protection / CVA Grant
Award Short Name: FDEP/CVA Grant Funding Source Award #
. Award Full Name: Clean Vessel Act Grant Program
3.1 CFDA/ CSFA Number: 15.616 4. Award Type: State
5. Award Purpose: Sewer/Wastewater To
accept funding from FDEP/CVA grant for Organization: DREAM (402000)
replacement of vacuum pumpout equipment at
Miamarina.
Award Manager: Stephen H. Bogner
6. Document Number AZ pfie �y Gifiy I ah4pr 7. Legistar File Number: N/A
Start Date: 1/28/16 End Date: 1-15-17 1 Close Date: 3-15-17
Terms: Immediate Status: Active
Is this Award for Purchase of Yes 90% If yes indicate the % for it.
Equipment?
Personnel Allowed: No
Administrative Cost Yes No Indirect Costs Yes No
Allowed: X Allowed: X
Interest Allocation Yes No
Allowed: X
Billing: I N/A I I Event I Revenue: N/A Event
Billing Cycle: Entire grant funding is reimbursement.
Boundary Code: Project
Amount Type: Project to Date
0 NAw
O
$42,893.25
Project Number Task Number Total Amount$
464— 01 $42,893.25
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Please fill in this Set up in accordance to the support documents; do not hesitate to contact someone in our
department for assistance.
Award #: It is generated by Oracle after the information is saved.
REQUIRED FIELDS:
GENERAL INFORMATION eased dacts sbpport.
1. Funding Source Name (Grantor): The grantor is the legal entity providing the funds to the City.
2. Funding Source Award Number: Grant/Contract Number
3. & 3.1 Award Full Name & CFDA Number: A unique number and name assigned by
the grantor usually Federal identifying the funding source. See the following below link.
https://www,cfda.aov/index?s=program&mode=list&tab=list
Award Full Name & CSFA Number: A unique number assigned by the grantor
usually State identifying the funding source. See the following below link
e: choose one the foll
I Award Purpose: choose one the following: Culture/Recreation; Economic
Environment; Electrical Supply System; General Government-Other,•-Other-P-hysical
Environment; Public Assistance; Public Safety; Sewer/Waste Water; Solid Wastewater
Supply System.
Document Number:
ON A
LA-Legistar File Number:
Dates: This information is based on the agreement between the grantor and the City.
END Date: Can be extended only with a document support from the grantor.
Close Date: Normally is 60 days after the end date. This date will help to do posting into the grant IF the
month END Date has not been closed.
BILLING & REVENUES DISTRIBUTION RULES:
Billing:
Cost: Reimbursement is based on the expenditures attributed to the grant.
Event: Grantor will fund in advance of expenditures.
Revenues:
Cost: Revenue is recognized based on the expenditures.
Event: Revenue is recognized when the money is received.
Project Funding: The Project is created by the department. Finance approves the projects when setting up
the award.
Project Number: Is the project number that is going to be funded.
Task Number: Is a decision of the Department if it should be at Project or Award Level.
At Award level, the expenditure is tied to this specific task.
NOTE:
This Setup Form has to be delivered to Director of Finance with a Red Line Memo requesting the
award be setup. Please indicate if the grantor will require a copy of the City of Miami's Single Audit
Report.
DOCUMENTS NEEDED:
16CVADKMPUMPOUTAWARDLOAD-031916 2
a) The original Red Line Memo.
b) A properly executed contract or agreement..
c) The City of Miami Commission's legal resolution.
Awards not requiring a legal resolution (under $25,000) must be accompanied by a letter of acceptance from
the City Manager's Office.
To get the projects associated with the award base -lined, a Red Line Memo with the General Ledger
distribution accounting codes must be sent to the Budget Director.
Each department administering an awarded grant is responsible for seeking timely and accurate reimbursement from the funding
source(s) of each grant within their jurisdiction, in order to repay the City of Miami funds that were up fronted. Failure to follow this
procedure will result in a violation of APM-8-78 and the City Manager will be notified.
See City of Miami Administrative Policy for Grants and Grants Administration APM-8-78, Section IV, Cost Recovery and Section VI,
Monitoring.
http://www miamigov com/employeerel/pages labor APM/APM%208%20-%2078%2OGrants%20and%2OGrant%2OAdministratlon.pdf
16CVADKMPU MPOUTAWARDLOAD-031916