Okaloosa County BOCC — June 3, 2014 — EMPA Agreement 2014-2015 Okaloosa County — reading text

Counties must be able to prepare for, respond to, recover from, and mitigate against natural and man-made disasters/ emergencies. Base Grant funding from the Emergency Management Preparedness and Assistance Trust Fund is intended to enhance county emergency management plans and programs that are consistent with the State Comprehensive Emergency Management Plan and Program (reference Rule Chapter 27P-6, Florida Administrative Code and Chapter 252, Florida Statutes). This Scope of Work recognizes that each recipient is at a varying level of preparedness, and it is understood that each county has a unique geography, faces unique threats and hazards, and serves a unique population. The objective of this funding is to assist in providing operating support for the areas outlined in Attachment C to maintain a county emergency management program. The objective is to help fund the county Emergency Management programs and maintain a 24-7 (this includes on-call coverage) daily response to county emergencies. The minimum acceptable standard for payment is a twelve month 24-7 operation. Emergency Management operation below the minimum standard will result in a prorated reduction in payment. In addition, the County is to achieve the following emergency management deliverables throughout the contract period to ensure county compliance and coordination with the state emergency management. Items listed in Attachment D are to be reviewed during the mid-year and end-of year progress report prepared in conjunction with the Division’s Regional Coordinator to ensure county compliance. Any two deliverables in the series of 1 to 5 not completed will cause a 5% reduction in the overall amount of the reimbursement authorized in this agreement. Documentation supporting the completion of the goals outlined below should be submitted on the Quarterly Financial report. By signing this Agreement the Recipient certifies that it will use the award to enhance its Emergency Management Program. Monitoring: Monitoring may be accomplished through either a desk-based review or on-site monitoring visits, or both. Monitoring will involve the review and analysis of the financial, programmatic, performance, compliance and administrative processes, policies, activities, and other attributes of each county and will identify areas where technical assistance, corrective actions and other support may be needed. Desk monitoring is the review of projects, financial activity and technical assistance between the Division and the applicant via e-mail and telephone. On-Site Monitoring are actual visits to the recipient agencies by a Division representative who examines records, procedures and equipment. The Division may request additional monitoring/information if the activity, or lack thereof, generates questions from the region, the sponsoring agency or Division leadership. The method of gathering this information will be determined on a case-by-case basis. 15  Attachment C Budget Narrative I. Categories and Eligible Activities Emergency Management Preparedness and Assistance Grant FY2014-2015 allowable costs are divided into the following categories: salary and benefits, other personal contractual services, expenses, operating capital outlay and fixed capital outlay are allowable. A. Salaries and Benefits Salaries and Benefits are eligible for reimbursement under the EMPA Agreement. The Staffing Detail Worksheet must list the position for which reimbursement is requested. Eligible categories for reimbursement include, but are not limited to:  Regular Salary  Overtime  FICA  SS/Medicare  Retirement  Life/Health Insurance  Leave Payout  Accumulated sick/vacation time paid out within the Agreement period (this must be claimed during the Agreement period in which the payout occurred (regardless of which Agreements were in place at the time of accumulation) B. Other Personal/Contractual Services This category allows for reimbursement for services by a person(s) who is not a regular or full time employee filling established positions. This includes but is not limited to, temporary employees, student or graduate assistants, fellowships, part time academic employment, board members, consultants, and other services. Consultant Services require a pre-approved Contract or purchase order by the Division. Copies of additional quotes should also be supplied when requesting pre-approval. These requests should be sent to the Contract Manager for the Division for review either via e-mail or U.S. Mail. The Division will respond within five (5) business days to requests for pre-approval unless additional information is needed from the county. If requested, the response date will begin when the additional information is th received. If no response is received by the close of business on the 5 business day, the contract or purchase order will be approved by default. Once approved, a copy of the Agreement must be sent to the Contract Manager within ten (10) days of execution. 16 C. Expenses Expenses are defined as usual, ordinary, and incidental expenditures by an agency, including but not limited to, commodities and supplies of a consumable nature, current obligations and fixed charges. Expenditures defined as Operating or Fixed Capital Outlay should not be included in this category. Backup Documentation should reflect the amount requested on the Expenses Detail of Claims form. Eligible items in the Expenses category include, but are not limited to:  Utility (electric, water and sewage) and Telephone Bills (landlines, cellular, and satellite)  Internet Service  Maintenance Agreements for equipment or services  General Office Supplies  Travel to/from meetings and conferences related to emergency management  Travel to training and/or exercises related to emergency management  Dues and Conference Travel as it relates to the Scope of Work  Equipment (that does not qualify as OCO or FCO)  Software and upgrades  Publications and Training Materials  Postage  Apparel for identification of Emergency Management Staff in the field  Fuel for Emergency Management vehicles  Food/Beverages for activations (must have Governor’s Executive Order or a declared Local State of Emergency) Maintenance and Service Contracts or Purchase Orders Maintenance and Service Contracts and Purchase order timeframes are at the discretion of the county. However, reimbursement can only be claimed for services within the Agreement period. These Agreements cannot be rolled over from year to year. The procurement process must be repeated each year to ensure competitive solicitation. D. Operating Capital Outlay Operating Capital Outlay (OCO) is defined as equipment, fixtures and other tangible personal property of a non-consumable nature that has a normal expected life of one year or more. Eligible items include, but are not limited to:  Computers, printers, copiers and fax machines  Radios, satellite telephones and other communications equipment  Furniture for Emergency Management Offices and Emergency Operation Centers  Shelving for storage of Emergency Management equipment  Vehicles for the Emergency Management Program (see note regarding vehicle purchases below) E. Fixed Capital Outlay Fixed Capital Outlay (FCO) is defined as real property (land, buildings including appurtenances, fixtures and fixed equipment, structures, etc.) including additions, replacements, major repairs and 17  renovations to real property which materially extend its useful life or materially improve or change its functional use, and including operating capital outlay necessary to furnish and operate a new or improved facility. Eligible items include, but are not limited to:  Major repairs to the County Emergency Operations Center  Central Heat/Air  Out buildings for storage of Emergency Management Equipment  Security Improvements (i.e. Cameras and equipment to operate)  Generators and Installation II. Eligibility Requirements: Rule 27P-19.004, Florida Administrative Code (F.A.C.) requires Counties to certify their commitment to employ and maintain either a Full-time Director or Part-time Coordinator. Counties must also maintain a County Emergency Management budget that is equal to the amount of the previous year or the average of the previous three years’ level of funding. If the county budget is reduced for any reason, a waiver must be requested no later than forty-five (45) days prior to the beginning of the county fiscal year. Rule 27P-19.011, F.A.C. further defines these requirements. 18  Attachment D Deliverables The objective of this funding is to assist in providing operating support for the areas outlined in Attachment B and C to maintain a county emergency management program. The objective is to help fund the county Emergency Management programs and maintain a 24-7 (this includes on-call coverage) daily response to county emergencies. The minimum acceptable standard for payment is a twelve month 24-7 operation. Emergency Management operation below the minimum standard will result in a prorated reduction in payment. In addition, the County is to achieve the following emergency management deliverables throughout the contract period to ensure county compliance and coordination with the state emergency management. Items listed below are to be reviewed during the mid-year and end-of year progress report prepared in conjunction with the Division’s Regional Coordinator to ensure county compliance. Any two deliverables in the series of 1 to 5 not completed will cause a 5% reduction in the overall amount of the reimbursement authorized in this agreement. Documentation supporting the completion of the goals outlined below should be submitted on the Quarterly Financial report. 1. COORDINATION AND COLLABORATION - Utilizing the elements below, 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. A) Need to attend at least three and provide an agenda or a copy of the certificate to show participation in the following during this contract period (July 1, 2014 – June 30, 2015):  Quarterly Regional Coordination Meetings – submittal of agenda is NOT required  Current Issues in Emergency Management (CIEM) – submittal of certification is NOT required  Florida Governor’s Hurricane Conference or National Hurricane Conference  Florida Emergency Preparedness Association Annual Meeting  Florida Emergency Preparedness Association Mid Year Work Session  Local Mitigation Strategy (LMS) Workshops  Professional Development Conferences & Training B) Update and submit changes to the County Contact Form, to include County Officials annually or as changes occur. C) Hold at least one (1) Emergency Operations Center (EOC) concept of operations meeting to include Emergency Support Function (ESF) and community partners prior to the start of hurricane season. D)