Okaloosa County BOCC — 2013 meeting #1141 (date undetermined) — EMPG Agreement 2013-2014 — reading text

end-of year progress report prepared in conjunction with the Division’s Regional Coordinator to ensure county compliance. Any two goals in the series of 1 to 3 not completed will cause a 5% reduction in the last quarter payment. Documentation supporting the completion of the goals outlined below should be submitted on the Quarterly Financial report. 1. COORDINATION AND COLLABORATION - Utilizing the below elements, county emergency management agencies will have an ongoing process that provides for coordinated and collaborated input in the preparation, implementation, evaluation and revision of emergency management programs. See Data Download and Upload details in # 3 below. ¢ Recipient will need to attend at least the Regional Training and Exercise Planning (TEP) Workshop and provide an agenda or a copy of the certificate to show participation in the following during this contract period (July 1, 2013 — June 30, 2014): TRAINING AND EXERCISE - To ensure that each county emergency management agency is in compliance with EMPG Guidance, each EMPG funded position during this contract period (July 1, 2013 — June 30, 2014) shall provide the following items. See Data Download and Upload detail in # 3 below. e Participate in no less than three (3) exercises within the 12 month Agreement period * Submit an After Action Report (AAR) for each exercise conducted by the Recipient and/or provide sufficient exercise documentation (i-e., sign in sheet, certificate, etc.) for participation in each exercise not conducted by the Recipient e Complete: |S 100, 200, 700, 800 and the Professional Development Series NIMSCAST - National Incident Management System (NIMS) is a requirement to receive Federal preparedness assistance, through grants, contracts, and other activities. Each grantee will suomit annually the NIMSCAST Tool, which is the evaluation matrix. The Tool includes instructions to complete the self- assessment. This will be completed by September 30, 2013 via NIMSCAST. This objective will be reviewed by the NIMS Coordinator and submitted to the contract managers. DATA DOWNLOAD AND UPLOAD ~ Data exchange between the Division and counties will be facilitated by the use of the Division’s Sharepoint Portal available at httos://portal.floridadisaster.org. Counties will be provided user names and passwords to access the portal. All data, forms, templates and instructions to be provided by the Division will be made available via the portal, and counties shall use the portal to upload data or provide notice of “No Change” for applicable items. 21 Attachment E Reporis Recipient shall provide the Division with quarterly financial reports, mid-year and end-of-year summary progress reports prepared in conjunction with the Division’s Regional Coordinator, and a final close-out report. Reporting Forms are located in Attachment K and can be found on the Division internet site. . The Recipient shall provide the Division with full support documentation (per information bulletin # 341) for the quarterly financial reports. To eliminate large files and mailings, the Division will accept back up documentation on a CD if desired by the Recipient. . Organizational Activities: Includes salaries and expenses (depending upon eligibility). Supply copies of tinesheets documenting hours worked and proof employee was paid {i.e., earning statements/payroll registries). Copies of invoices and canceled checks related to these services. . Planning Costs: Provide copies of contracts, MOUs or agreements with consultants or sub- contractors providing services. Capies of invoices, checks and canceled checks and copies of planning materials and work products (i.e., meeting documents, copies of completed plans (if submission of plans is for the Division then only need to provide date of submission and who submitted plan/product to), etc.). . Training Costs: Provide copies of contracts, MOUs or agreements with consultants or sub- contractors providing services. Copies of invoices, checks and canceled checks and a copy of the agenda, sign in rosters and any training materials provided. . Exercise Costs: Provide copies of contracts, MOUs or agreements with consultants or sub- contractors providing services. Copies of invoices, checks and canceled checks and a copy of the agenda, sign in rosters and any exercise materials provided. ° Equipment Acquisition Costs: Copies of Invoices/receipts, checks and canceled checks. AEL# for each purchase. . Management and Administrative Costs: Supply copies of timesheets documenting hours worked and proof employee was paid (i.e., earning statements/payroll registries). . For travel and conferences related to EMPG activities, copies of all receipts must be submitted (.e., airfare, proof of mileage, toll receipts, hotel receipts, car rental receipts, etc.) Receipts must be itemized and match the dates of travel/conference. If conference, a copy of the agenda must be provided. Proof of payment is also required for all travel and conferences. . Copies of the general ledger each quarter should also be provided. . Quarterly financial reports are due to the Division no later than thirty days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close-out report. The ending dates for each quarter of this program year are September 30, December 31, March 31 and June 30, . The Staffing Detail and Exercise Detail Form (Form 3) is due every quarter with your quarterly financial report (for EMPG funded employees only). This is to identify all EMPG funded employees, the required training completed and the required amount of exercises during the agreement period by those employees. ._ The final close-out report is due forty-five days after termination of this Agreement. If all required reports prescribed above are not provided to the Division or are not completed in a manner acceptable to the Division, the Division may withhold further payments until they are completed or may take such other action as set forth in Paragraphs (10), (11) and (12) of this Agreement. "Acceptable to the Division" means that the work product was completed in accordance with generally accepted principles, guidelines and applicable law, and is consistent with the Scope of Work. . Mid-Year and End-of-Year summary progress reports are to be scheduled and reviewed by the Division's Regional Coordinator and submitted to the contract manager. 22 9) 40) 11) 12) 13) 14) 15) 16) 17) 18) 19) 20) 21) 22) 23) 24) 25) 26) 27) Attachment F Program Statutes, Regulations and Special Conditions 53 Federal Register 8034 31 U.S.C. §1352 Chapter 473, Florida Statutes Chapter 215, Florida Statutes E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR Part 66, Common rule Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975 Section 106 of the Nationai Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11693 Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) Title | of the Omnibus Crime Control and Safe Streets Act of 1968, Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act 28 CFR applicable to grants and cooperative agreements Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973, as amended; Subtitle A, Title Il of the Americans with Disabilities Act (ADA) (1990); Title 1X of the Education Amendments of 1972; Age Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C,D,E, and G Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39 Chapter 252, Florida Statutes Rule Chapters 27P-6, 27P-11, and 27P-19, Florida Administrative Code 44 CFR, (Code of Federal Regulations) Part 13 (Common Rule) 44 CFR, Part 302 48 CFR, Part 31 OMB Circular A-21, A-102, A-110, A-122, A-128, A-87 and A-133 Special Conditions 1, The Recipient shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to Department of Homeland Security grants are listed below: A. Administrative Requirements e 644 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments e = 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (OMB Circular A-110) B. Cost Principles © 2CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB Circular A- 87) « 2CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21) ¢ 2CFR Part 230, Cost Principles for Non-Profit Organizations (OMB Circular A-122) 23 e Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations C. Audit Requirements ¢ OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA. The recipient agrees that ail allocations and uses of funds under this grant will be in accordance with the FY 2013 Emergency Management Performance Grants Program Guidance and Application Kit. The recipient shall not undertake any project having the potential to impact Environmental or Historical Preservation (EHP) resources without the prior approval of FEMA, including but not limited to communications towers, physical security enhancements involving ground disturbance, new construction, and modifications to buildings, structures and objects that are 50 years old or older, and purchase and use of sonar equipment. Recipient must comply with all conditions placed on the project as the result of the EHP review. Any change to the approved project scope of work will require re-evaluation for compliance with these EHP requirements. If ground disturbing activities occur during project implementation, the recipient must ensure monitoring of ground disturbance, and if any potential archeological resources are discovered, the recipient will immediately cease construction in that area and notify FEMA and the appropriate State Historic Preservation Office. Any construction activities that have been initiated without the necessary EHP review and approval will result in a non-compliance finding and will not be eligible for FEMA funding. 24 Attachment G JUSTIFICATION OF ADVANCE PAYMENT RECIPIENT: If you are requesting an advance, indicate same by checking the box below. [| ]ADVANCE REQUESTED Advance payment of $ is requested. Balance of payments will be made on a reimbursement basis, These funds are needed to pay staff, award benefits to clients, duplicate forms and purchase start-up supplies and equipment. We would not be able to operate the program without this advance. If you are requesting an advance, complete the following chart and line item justification below. ESTIMATED EXPENSES BUDGET CATEGORY/LINE ITEMS 20___-20___ Anticipated Expenditures for First Three Months of (list applicable line items) Contract For example ADMINISTRATIVE COSTS (Include Secondary Administration.) For example PROGRAM EXPENSES TOTAL EXPENSES LINE ITEM JUSTIFICATION (For each line item, provide a detailed justification explaining the need for the cash advance. The