Okaloosa County BOCC — December 4, 2012 — reading text

Composition (1318 : Review & Consideration of Revisions to Interlocal Agreement)  7.1.a Packet Pg. 71 Attachment: Interlocal Agreement - Current/Proposed & Composition (1318 : Review & Consideration of Revisions to Interlocal Agreement)  7.1.a Packet Pg. 72 Attachment: Interlocal Agreement - Current/Proposed & Composition (1318 : Review & Consideration of Revisions to Interlocal Agreement)  7.1.a Packet Pg. 73 Attachment: Interlocal Agreement - Current/Proposed & Composition (1318 : Review & Consideration of Revisions to Interlocal Agreement)  7.1.a Packet Pg. 74 Attachment: Interlocal Agreement - Current/Proposed & Composition (1318 : Review & Consideration of Revisions to Interlocal Agreement)  8.1 BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 22, 2013 TO: Honorable Chairman and Members of the Board FROM: Dino J. Villani SUBJECT: Fiscal Year 2013 Homeland Security Grant Agreement Approval DEPARTMENT: Public Safety BCC DISTRICT: All STATEMENT OF ISSUE: Approve FY 13 Homeland Security Grant funding of $14,200. BACKGROUND: The Department of Homeland Security provides yearly funding to local emergency management programs in the form of pass through funding from the Florida Division of Emergency Management. There are no matching funds required; the grant funds three specific areas. The funding area for this fiscal year grant is training. County training funding will be utilized to support training needs of Okaloosa County first responders through conducting classes such as Incident Management etc. which will be held at the Okaloosa County EOC or other venues. Training courses may be held in conjunction with neighboring counties in order to maximize training benefits. OPTIONS: Approve/disapprove. RECOMMENDATIONS: Approve the Fiscal Year 2013 Homeland Security Grant and authorize the Chairman to execute the grant agreement and all other future grant documents necessary during the term of the grant. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 75  8.1.a Contract Number: 13-DS-97-01-56-01- Attachment: OkaloosaCo Homeland Security Grant 2013 (1276 : Fiscal Year 2013 Homeland Security Grant Agreement Approval) CFDA # 97.067 FEDERALLY-FUNDED SUBGRANT AGREEMENT 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 Okaloosa County, (hereinafter referred to as the "Recipient"). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to provide the services identified herein; and B. The Division has received these grant funds from the State of Florida, and has the authority to subgrant these funds to the Recipient upon the terms and conditions below; and C. The Division has statutory authority to disburse the funds under this Agreement. THEREFORE, the Division and the Recipient agree to the following: (1) SCOPE OF WORK. The Recipient shall perform the work in accordance with the Budget and Scope of Work, Attachment A of this Agreement. (2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES The Recipient and the Division shall be governed by applicable State and Federal laws, rules and regulations, including those identified in Attachment B. (3) PERIOD OF AGREEMENT. This Agreement shall begin upon execution by either parties or October 1, 2012, whichever is later, and shall end April 30, 2014, unless terminated earlier in accordance with the provisions of Paragraph (12) of this Agreement. (4) MODIFICATION OF CONTRACT 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. (5) RECORDKEEPING (a) As applicable, Recipient's performance under this Agreement shall be subject to the federal OMB Circular No. A-102, “Common Rule: Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments" (53 Federal Register 8034) or OMB Circular No. A-110, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost Principles for State, Local and Indian 1 Packet Pg. 76  8.1.a Tribal Governments," OMB Circular No. A-21, "Cost Principles for Educational Institutions," or OMB Circular No. A-122, "Cost Principles for Non-profit Organizations." Attachment: OkaloosaCo Homeland Security Grant 2013 (1276 : Fiscal Year 2013 Homeland Security Grant Agreement Approval) (b) The Recipient shall retain sufficient records to show its compliance with the terms of this Agreement, and the compliance of all subcontractors or consultants paid from funds under this Agreement, for a period of five years from the date the audit report is issued, and shall allow the Division or its designee, the State Chief Financial Officer or the State Auditor General access to the records upon request. The Recipient shall ensure that audit working papers are available to them upon request for a period of five years from the date the audit report is issued, unless extended in writing by the Division. The five year period may be extended for the following exceptions: 1. If any litigation, claim or audit is started before the five year period expires, and extends beyond the five year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non-expendable personal property valued at $5,000 or more at the time it is acquired shall be retained for five years after final disposition. 3. Records relating to real property acquired shall be retained for five years after the closing on the transfer of title. (c) The Recipient shall maintain all records for the 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 all other applicable laws and regulations. (d) The Recipient, its employees or agents, including all subcontractors or consultants to be paid from funds provided under this Agreement, shall allow access to its records at reasonable times to the Division, its employees, and agents. "Reasonable" shall ordinarily mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Division. (6) AUDIT REQUIREMENTS (a) The Recipient agrees to maintain financial procedures and support documents, in accordance with generally accepted accounting principles, to account for the receipt and expenditure of funds under this Agreement. (b) These records shall be available at reasonable times for inspection, review, or audit by state personnel and other personnel authorized by the Division. "Reasonable" shall ordinarily mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. (c) The Recipient shall provide the Division with the records, reports or financial statements upon request for the purposes of auditing and monitoring the funds awarded under this Agreement. (d) If the Recipient is a State or local government or a non-profit organization as defined in OMB Circular A-133, as revised, and in the event that the Recipient expends $500,000 or more in Federal awards in its 2 Packet Pg. 77  8.1.a 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 shows the Federal resources awarded through Attachment: OkaloosaCo Homeland Security Grant 2013 (1276 : Fiscal Year 2013 Homeland Security Grant Agreement Approval) the Division 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 Division. 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 paragraph. In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. 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 chooses to have an