Fort Walton Beach Council agenda — 09-04-12 regular — reading text

Sub grant agreement July to Oct ( PDF) SIGNATURE BLOCK: Stella Jones Completed 08/ 15/ 2012 5: 35 PM Tim Bolduc Completed 08/ 20/ 2012 11: 29 AM  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Michael D. Beedie, Acting City Manager From: Michael Beedie, Engineering & Utility Services Director Date: August 28, 2012 Subject: FDEP Grant Agreement Extension for Brooks Landing Michael Beedie Skipped 08/ 15/ 2012 3: 25 PM Grants Manager Completed 08/ 20/ 2012 1: 16 PM Finance Completed 08/ 20/ 2012 1: 43 PM City Attorney Skipped 08/ 21/ 2012 5: 10 PM Carole Jones Completed 08/ 21/ 2012 5: 10 PM City Manager Completed 08/ 21/ 2012 5: 12 PM City Council Pending sM00a8 X01 1101sualx3 ivaw8aa6V lueao d3a3 4464) loo of AInfwowaa.i6e; uej6 qng : 1uawy3eUV IL DEP AGREEMENT NO. CM234 STATE OF FLORIDA COASTAL ZONE MANAGEMENT PROGRAM GRANT AGREEMENT PURSUANT TO THE NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION COOPERATIVE AWARD THIS COASTAL ZONE MANAGEMENT PROGRAM GRANT AGREEMENT (hereinafter Agreement") is entered into between the STATE OF FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION, whose address is 3900 Commonwealth Boulevard, Tallahassee, Florida 32399 -3000 (hereinafter the Department" or " DEP ") and the CITY OF FORT WALTON BEACH, whose address is 105 Miracle Strip Parkway SW, Fort Walton Beach, Florida 32548 ( hereinafter " the Grantee" or "Recipient "), a local government, to provide federal funding for BROOKS LANDING WATERFRONT REVITALIZATION. WHEREAS, the Department is the recipient of federal financial assistance from the National Oceanic and Atmospheric Administration (NOAA), awarded on July 1, 2011, pursuant to cooperative annual award NA11NOS4190073 and, as the result of this Agreement, the Grantee has been determined to be a subrecipient of federal financial assistance from the National Oceanic and Atmospheric Administration (NOAA); and, WHEREAS, the Grantee is responsible for complying with the appropriate federal guidelines in the performance of its activities pursuant to this Agreement. NOW, THEREFORE, in consideration of the premises and the mutual benefits to be derived herefrom, the Department and the Grantee do hereby agree as follows: 1. TERMS OF AGREEMENT A. The Grantee agrees to perform in accordance with the terms and conditions set forth in this Agreement, Attachment A (Project Work Plan), and-all attachments and exhibits named herein, which are attached hereto and made a part hereof. For purposes of this Agreement, the terms Contract" and " Agreement" and the terms " Grantee" and " Recipient" are used interchangeably. B. The Grantee shall comply with all applicable federal, state and local rules and regulations in performing under this Agreement. The Grantee acknowledges that this requirement includes compliance with all applicable federal, state and local health and safety rules and regulations. The Grantee further agrees to include this provision in all subcontracts issued as a result of this Agreement. C. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. Additionally, the State of Florida' s performance and obligation to pay under this Agreement is contingent upon receipt of funding from NOAH. The parties hereto understand that this Agreement is not a commitment of future appropriations. D. The Grantee acknowledges that receipt of this grant does not imply that the project qualifies for any applicable state permit or approval. 2. PERIOD OF AGREEMENT This Agreement shall begin upon execution by both parties and end no later than October 31, 2012, inclusive. The Grantee shall be eligible for reimbursement for work performed on or after August 3, 2011. No work may commence and no funds may be expended on this Section 306A funded project until the Florida Coastal Management Program (FCMP) and NOAA have approved the Section 306A checklist. Projects funded with Section 306A funds must comply with Section 306A of the Coastal Zone Management Act, available at < hqp:Hcoastalmanagement.noaa.gov/about/czma.html#section306a>. 3. FUNDING /CONSIDERATION A. As consideration for the services rendered by the Grantee under the terms of this Agreement, the Department shall pay the Grantee on a cost reimbursement basis an amount not to exceed $60,000 for all eligible project costs, upon the completion, submittal and approval of the deliverables DEP Agreement No. CM234, Page 1 of 11 DEP 55 -236 ( 08/ 11) s )100.18 col u0lsuGIx3 Wwa816d lueJO d3( 3-4: 6660 loo of AInp ; uaweeiBe; ue.& qng : IuawyoeBb identified in Attachment A. The parties hereto understand and agree that this Agreement requires a cost sharing or match on the part of the Grantee in the amount of $60,000 in cash, in -kind, or third party m -kind, towards the work funded under this Agreement. The final payment will not be processed until the match requirement has been met. All cost sharing/match shall meet the federal requirements established in 48 CFR Part 31, 15 CFR Part 14.23, 15 CFR 24.24 and OMB Circulars A -87 ( 2 CFR 225), A -122 ( 2 CFR 230) and A -21 ( 2 CFR 220). B. Prior written approval from the Department' s Grant Manager shall be required for changes within approved task budget categories of up to 10% of the total FCMP task budget amount. The Department Grant Manager will transmit a copy of the written approval and revised budget to the Department Contracts Disbursements Office for inclusion in the Agreement file. Changes greater than 10% of the total FCMP task budget will require a formal change order to the Agreement. Changes that transfer fiords from one task to another or that increase or decrease the total funding amount will require a formal amendment to the Agreement. C. The Grantee shall submit a properly completed Attachment C, Payment Request Summary Form, upon the completion, submittal, and acceptance by the Department, of each deliverable identified in Attachment A. In addition to the Payment Request Form, the Grantee must provide a completed Exhibit I, Schedule of Expenditures; Exhibit H, Schedule of Match; copies of canceled checks; copies of invoices and a completed Attachment B, Quarterly Progress Report, for the period up to the completion of the deliverable. All bills for amounts due under this Agreement shall be submitted in detail sufficient for a proper pre -audit and post -audit thereof. All requests for reimbursement of travel expenses shall be in accordance with Section 112.061, Florida Statutes hereinafter' F. S. "). Failure to provide Attachment B shall result in a delay in processing the payment until such time as the appropriate information is provided to the Department. Each payment request submitted shall document all matching funds and/ or match efforts (i.e. in -kind services) provided during the period covered by each request. A final payment request must be submitted to the Department no later than November 10, 2012, to assure the availability of funds for payment. The final payment will not be processed until the match requirement has been met.) Failure to comply with these reporting requirements will result in non -payment or termination of this Agreement. To be eligible for reimbursement, costs must be in accordance with the requirements of 15 CFR Parts 14 and 24, as applicable. D. In addition to the invoicing requirements contained in paragraphs 4. A, and C, the Department will periodically request, as it deems appropriate in its sole discretion, proof of a transaction (invoice, payroll register, or similar item) to evaluate the appropriateness of costs to the Agreement pursuant to State and Federal guidelines ( including cost allocation guidelines). This information, when requested, must be provided within thirty (30) calendar days of such request. The Grantee may also be required to submit a cost allocation plan to the Department in support of its multipliers (overhead, indirect, general administrative costs, and fringe benefits). State guidelines for allowable costs can be found in the Department of Financial Services' Reference Guide for State Expenditures at hn: /www.fldfs.com/ / aadir /reference %5Fguide; allowable costs for Federal Programs can be found under.48 CFR Part 31 and Appendix E of 45 CFR Part 74, at hLtp:// www.access. gpo.- ov/nara/ cfr/cfr-table-search.html and OMB Circulars A -87 ( 2 CFR 225), A -122 ( 2 CFR 230), A -21 ( 2 CFR 220); and administrative requirements can be found in OMB Circulars A -102 and A- 110 ( 2 CFR 215) at ho://www.whitehouse.p-ov/ omb/circulars/index.html# numerical. E. Only project deliverable costs incurred during the grant period identified in paragraph 2 of this Agreement, as shown by project invoices, are eligible for reimbursement. In order to be reimbursed, costs under this Agreement must be obligated and all work completed by the Grantee by the end of the grant period identified in paragraph 2. Ten percent ( 10 %) of the funds eligible for reimbursement under this Agreement may be withheld pending receipt and approval of all work products and deliverables as identified in Attachment A. DEP Agreement No. CM234, Page 2 of 11 DEP 55 -236 ( 08/ 11) s){ooas aol uoisu84x3 Iuawaa.IBy; ue.a0 d3a3 : 4660 ao0 of Ainr ;uawaa.iBe weiB qng :; uawyoe:Ry F. Allowable costs will be determined in accordance with the cost principles applicable to the organization incurring the costs. For purposes of this Agreement, the following cost principles are incorporated by reference. Organization Type Applicable Cost Principles State, local or Indian tribal government. OMB Circular A -87 2 CFR 225 Private non -profit, organization other than ( 1) an OMB Circular A -122 ( 2 CFR 230) institution of higher education, ( 2) hospital, or ( 3)