Okaloosa County BOCC — May 6, 2014 — MOEX Grant Agmnt-1 — reading text

the construction contractor, a final inspection of the project work within thirty (30) days of submission of the “punch list” to the construction contractor's contract manager unless an extension is approved in writing by the County Project Manager. County will prepare documentation in accordance with the project specifications that the work has been completed in general accordance with the contract documents. Task 12 Deliverable: Documentation addressing all punch list item resolutions and County's Final Certification. Task 12 Cost to DEP: $0.00 Verification of Construction Contractors As-Built Drawings: Upon construction completion, the County shall review the construction contractor's as-built drawings for completeness and accuracy.-A copy of the County's verification and the final “As-built” drawings shall be sent to the DEP Project Manager and WMD Design Engineer within ten (10) working days of receiving them from the construction contractor. Task 13 Deliverable: County's verification together with copy of final “As-built” drawings. Task 13 Cost to DEP: $0.00 Community Liaison: County will designate a primary point of contact for any comments, inquires or complaints concerning the project made by residents, business owners or visitors to the site. County will document ail DEP Agreement No. $0697, Attachment A, Page 4 of 6 comments, inquires or complaints, whether verbal or in writing, regarding the project, as well as any response or actions taken by County. County will forward such documentation to the DEP Project Manager. County will address all comments, inquiries or complaints through County's designated point of contact. Task 14 Deliverable: Summary of comments, inquiries and complaints and documentation of the County's responses. Task 14 Cost to DEP: $0.00 Responsibilities of the DEP: The DEP will provide and/or support County during the construction project period as follows: 1. DEP Project Manager shall review County's contract documents and provide any comments within ten (10) working days of receipt. Reviews of results and requests: The DEP Project Manager will promptly review all fest results, all construction contractor's pay requests and County's payments to the construction contractor and project communications. DEP Project Manager will communicate with the County Project Manager in order to resolve any issues arising in regard to County's or construction contractor's performance. Any discrepancies, unresolved issues or disagreements will be reviewed with the DEP Project Manager. Final resolution will be made by the County Project Manager. Revisions to Contract Plans: The DEP Project Manager will review any proposal for changes to the contract plans, discuss with the appropriate parties, and notify County Project Manager in writing of any comments to these changes. Certification of Substantial Completion: The DEP Project Manager will accompany the County during the Teview of work completed and the making of a determination of substantial completion. The DEP Project Manager will review the punch list prepared by County and provide comment if necessary to County Project Manager. Final Certification of Completion: The DEP Project Manager will accompany County Project Manager in a final review of the project. The DEP Project Manager will review the final certification upon receipt from County and process for final payment to the County for services provided under this Agreement. Community Liaison: The DEP Project Manager will assist County, if requested, in responding to citizen comments, inquiries and complaints received during the period of construction. Schedule: Task Description Schedule OP wWnN> Finalize Plans and Bid Documents Within 30 days of Receipt of Permits from DEP and USACOE Pre- Bid Meeting Within 10 working days after the release of the bid by the County Pre-construction Meeting Within 30 working days of contract award Construction Completed within 180 days of execution of construction contract On-site construction representation Upon start of construction through final certification (approximately 6 months) Daily Logs By noon of every Tuesday following each week construction has DEP Agreement No. S0697, Attachment A, Page 5 of 6 occurred. 7. Progress Meetings At major milestones or as needed but no less than once a month 8. Monthly Meetings Monthly prior to submission of contractor's pay request 9. Review material testing As required by specifications 10. Certification of Substantial Completion 10 days after verifying “punch list’ 11. Final Certification 30 days after Certification of Substantial Completion 12. Verification of “As Built? Drawings 10 working days after receipt from contractor 14. Community Liaison NIA Reimbursement Requests: Upon submittal fo DEP the Certification of Completion of Construction and proof of payment to the Construction Contractor along with the receipt of release of all liens placed upon the project by the Construction Contractor, subcontractors and material suppliers, the County shall request reimbursement for authorized construction costs. The amount of reimbursement from the DEP for construction costs shall not exceed $414,432.00. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK DEP Agreement No. $0697, Attachment A, Page 6 of 6 ATTACHMENT B Contract Payment Requirements Florida Department of Financial Services, Reference Guide for State Expenditures Cost Reimbursement Contracts Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category (salary, travel, expenses, etc.) Supporting documentation must be provided for each amount for which reimbursement is being claimed ‘indicating that the item has been paid. Check numbers may be provided in lieu of copies of actual checks. Each piece of documentation should clearly reflect the dates of service. Only expenditures for categories in the approved contract budget may be reimbursed. These expenditures must be allowable (pursuant to law) and directly related to the services being provided. Listed below are examples of types of documentation representing the minimum requirements: (1} Salaries: (2) Fringe Benefits: (3) Travel: (4) Other direct costs: (5) In-house charges: (6) Indirect costs: A payroll register or similar documentation should be submitted. The payroll register should show gross salary charges, fringe benefits, other deductions and net pay. If an individual for whom reimbursement is being claimed is paid by the hour, a document reflecting the hours worked times the rate of pay will be acceptable. Fringe Benefits should be supported by invoices showing the amount paid on behaif of the employee (e.g., insurance premiums paid). If the contract specifically states that fringe benefits will be based on a specified percentage rather than the actual cost of fringe benefits, then the calculation for the fringe benefits amount must be shown. Exception: | Governmental entities are not required to provide check numbers or copies of checks for fringe benefits. Reimbursement for travel must be in accordance with Section 112.061, Florida Statutes, which includes submission of the claim on the approved State travel voucher or electronic means. Reimbursement will be made based on paid invoices/receipts. If nonexpendable property is purchased using State funds, the contract should include a provision for the transfer of the property to the State when services are terminated. Documentation must be provided to show compliance with Department of Management Services Rule 60A-1.017, Florida Administrative Code, regarding the requirements for contracts which include services and that provide for the contractor fo purchase tangible personal property as defined in Section 273.02, Florida Statutes, for subsequent transfer fo the State. Charges which may be of an internal nature (e.g., postage, copies, etc.) may be reimbursed on a usage log which shows the units times the rate being charged. The rates must be reasonable. if the contract specifies that indirect costs will be paid based on a specified rate, then the calculation should be shown. Contracts between state agencies may submit alternative documentation to substantiate the reimbursement request that may be in the form of FLAIR reports or other detailed reports. The Florida Department of Financial Services, Reference Guide to State Expenditures (February 2011) can be found at the following web address: http:/Awww.myfloridacfo.com/aadir/reference_quide/ . DEP Agreement No. S0697, Attachment B, Page 1 of 1 ATTACHMENT C SPECIAL AUDIT REQUIREMENTS The administration of resources awarded by the Florida Department of Environmental Protection (which may be referred to as the "Department, or other name in the contracl/agreement) to the recipient (which may be referred to as the "County", Grantee’ or other name in the contract/agreement) may be subject to audits and/or monitoring by the Florida Department of Environmental Protection, as described in this attachment. 1 MONITORING In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, F.S., as revised (see “AUDITS” below), monitoring procedures may include, but not be limited to, on-site visits by Commission staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By entering into this Agreement, the recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Florida Department of Environmental Protection. In the event the Florida Department of Environmental Protection determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided by the Department to the recipient regarding such audit. The recipient further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Chief Financial Officer or Auditor General. AUDITS PART |: FEDERALLY FUNDED This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB Circular A-133, as revised. 1. In the event that the recipient expends $500,000 or more in Federal awards in its fiscal year, the recipient must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. EXHIBIT 1 to this Agreement indicates Federal funds awarded through the Florida Department of Environmental Protection by this Agreement. In determining the Federal awards expended in its fiscal year, the recipient shall consider all sources of Federal awards, including Federal resources received from the Florida Department of Environmental Protection. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions of OMB Circular A-133, as revised, will meet the requirements of this part. 2. In connection with the audit requirements addressed in Part |, paragraph 1, the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. 3. If the recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the recipient expends less than $500,000 in Federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must be paid from non-Federal resources (ie., the cost of such an audit must be paid from recipient resources obtained from other than Federal entities). 4, The recipient may access information