Fort Walton Beach Council agenda — 01-08-13--regular — reading text

Grantee will inspect Small Projects by random selection, and will conduct the final inspections on Large Projects, to ensure that all work has been performed within the scope of work specified on the Project Worksheets. Casts not within the approved scope of work shall not be reimbursed. C. Subgrantee shall submit the following documentation for Large Projects ( the Large Project threshold for this declaration is $ 66,400. 00), which can be found at www. FlondaPA. org: 1. a request for reimbursement; 2. a summary of documentation, which shall be supported by original documents such as contract documents, invoices, purchase orders, and change orders; 3. a request for final inspection; 4. a signed Project Completion and Certification Report upon the completion of all projects; and 5. a Project Completion and Certification Report specified by subparagraph ( 6) A. of this Agreement. 3 PA Funding Agreement for FEMA -4084 -DR Packet P9. 24  F82. 7) COST SHARING. The federal share of the eligible costs specified in the Project Worksheets under this Agreement shall be seventy five ( 75) percent of such costs, unless a higher percentage is approved, and the nonfederal share shall be the remaining amount. Payment of all or a specified portion of the nonfederal share of such costs is contingent upon a potential future State appropriation defining the apportionment of the nonfederal share. Administrative costs in addition to the Project Worksheets that are otherwise eligible under 44 CFR Part 206. 228 and do not require matching funds may also be funded by FEMA. 8) PAYMENT OF COSTS. Uo Grantee shall disburse the eligible costs to Subgrantee in accordance with the following procedures: E a A. Grantee shall disburse the federal and nonfederal shares of the eligible costs for ' Small Er Projects" to Subgrantee as soon as practicable after execution of this Agreement and formal a notification by the FEMA of its approval of the pertinent Small Project Worksheet. CN B. Grantee shall reimburse Subgrantee for the federal and nonfederal shares of the eligible costs m for " Large Projects' as soon as practicable after execution of this Agreement and formal m a notification by the FEMA of its approval of the pertinent Large Project Worksheet. The Invoice from the Subgrantee requesting this reimbursement must include: a n 1. a Request for Reimbursement available at www. FlondaPA.orq; o 2. a Summary of Documentation which shall be supported by original documents such as contract documents, invoices, purchase orders, change orders, canceled checks ( or other proof of expenditure), etc..., which is also available at www. FlondaPA. org; and 3. a letter or notification certifying that the reported costs were incurred in the performance of m° au eligible work. C. Grantee may advance funds under this Agreement to Subgrantee not exceeding the federal n share if Subgrantee meets the following conditions: N 1. Subgrantee shall certify to Grantee that Subgrantee has procedures in place to ensure that funds are disbursed to project vendors, contractors, and subcontractors without E unnecessary delay; u 2. Subgrantee shall submit to Grantee the budget supporting the request; rn a 3. Subgrantee shall submit a statement justifying the advance and the proposed use of the funds, which also specifies the amount of funds requested and certifies that the advanced funds will be expended within 90 days of the advance; 4. Subgrantee shall pay over to Grantee any interest earned on advances for remittance to u the FEMA as often as practicable, but not later than ten ( 10) business days after the close a of each calendar quarter. nam D. Grantee may, in its discretion, withhold its portion of the nonfederal share of funding under this q Agreement from Subgrantee if Grantee has reason to expect a subsequent unfavorable o determination by the FEMA that a previous disbursement of funds under this Agreement was improper. LzmuEa 4 PA Funding Agreement for FEMA- 4084 -DR Packef,., Fg. 25  8. 2. a Any advance payment under this Agreement is subject to Section 216. 181( 16), Fla. Stat., and is contingent upon the Recipient' s acceptance of the rights of the Division under Paragraph ( 24) of this Agreement. The amount which maybe advanced may not exceed the expected cash needs of the Recipient within the first three ( 3) months of the contract term. Fora federally funded contract, any advance payment is also subject to federal OMB Circulars A -87, A -110, A- 122 and the Cash Management Improvement Act of 1990. 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 reimbursement has been paid prior to the submittal of a request for advanced payment. F. As project costs are incurred, 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 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 of applicable OMB Circular Cost Principles. The final invoice shall be submitted within sixty ( 60) days after the expiration date of the agreement. An explanation of any circumstances prohibiting the submittal of quarterly invoices shall be submitted to the Division contract manager as part of the Recipient' s quarterly reporting as referenced in Paragraph 20 of this Agreement. G. 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 Paragraph ( 3) or ( 7) of this Agreement, all obligations on the part of the Division to make any further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty days of receiving notice from the Division. 9) FINAL PAYMENT. Grantee shall disburse the final payment to Subgrantee upon the performance of the following conditions: A. Subgrantee shall have completed the project to the satisfaction of the Grantee; B. Subgrantee shall have submitted the documentation specified in Paragraphs ( 6) and ( 8) of this Agreement; C. in the case of Large Projects, the Grantee shall have performed the final inspection; or D. in the case of Small Projects, the project listing and certification shall have been reviewed by Grantee, or Grantee shall have performed a final inspection; and E. Subgrantee shall have requested final reimbursement. 10) RECORDS MAINTENANCE. The funding of eligible costs under this Agreement and the performance of all other conditions shall be subject to the following requirements, in addition to such other and further requirements as may be imposed by operation of law: 5 PA Funding Agreement for FEMA- 4084 -DR Packa£Pg. 26  F82. A. The " Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments," as codified in 44 CFR