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Notice of Grant and Agreement Award
ci1A'— 30r;,) � o USDA NRCS-ADS-093 U.S.D.Wtaant of A9rknmw NMurel lGwurc n ConNrvalbn Serdu NOTICE OF GRANT AND AGREEMENT AWARD 1.Award Identifying Number 2.Amendment Number 3.Award/Project Period 4.Type of award instrument NR184209XX%XC012 220 calendar days front AgreementNRCS Signature Cooperative 5.Agency(Name and Address) 6. Redolent Organization(Name and Address) Natural Resources Conservation Service MIAMI BEACH CITY OF MIAMI BEACH CONVENTION P.O.Box 141510 CENTER Gainesville,FL 32614-1510 1700 CONVENTION CENTER DRIVE MIAMI BEACH FL 33139-1819 DUNS:020546289 EIN: 7.NRCS Program Contact 8.NRCS Administrative 9.Recipient Program 10.Recipient Administrative Contact Contact Contact Name:Jason Stenth Name:MOIRA SANFORD Name:Judy Hoanshelt Name:Talmage Thornhill Phone:(352)338-9559 Phone:(614)255-2495 Phone:305-673-7510 Phone:(305)873-7000 Email:lason.strenth@ftusda. Email:MOIRA Email: Email: goy SANFORD*OH.USDAGOV judyhoansheibilmiamibeachfl. talmagethamhill@miarnibeachfl gav .gov 11.CFDA 12.Authority 13.Type of Action 14.Program Director 10.923 33 U.S.C.70th-1 New Agreement Name:Eric Carpenter Phone:305-673-7010 Email: ericcarpentert©miamibeachfl. 9ov 15. Project Tied Descripdon: Hurricane Irma EWP 18. Entity Type: 02=City or Township government 17.Select Funding Type Select funding type: jg Federal ® Non-Federal Original funds total $313,087.50 $94,875.00 Additional hinds total $0.00 80.00 Grand total 8313,087.50 894,875.00 18. Approved Budget Page 1 of 14 Personnel $0.00 Fringe Benefits $0.00 Travel $0.00 Equipment $0.00 Supplies $0.00 Contractual $0.00 Construction $284,625.00 Other $28,482.50 Total Direct Cost $313,087.50 Total Indirect Cost $0.00 Total Non-Federal Funds $94,875.00 Total Federal Funds Awarded $313,087.50 Toted Approved Budget $407,962.50 i his agreement is subject to applicable USDA NRCS statutory provisions and F"menpal 6sstance Regulations. In accepting this award or amendment and any payments made pursuant thereto,the undersigned represents that he or she Is duly authorized to act on behalf of the awarder organization,agrees that the and is subject to the applicable provisions of this agreement(and all attachments),and agrees that acceptance of any payments constitutes an agreement by the payee that the amounts,if any, found by NRCS to have been overpaid,will be refunded or credited in full to NRCS. Name and The of Authorized Government Representative Signature Date 8-N-/B RUSSELL MORGAN "1W I 2t5 State Conservationist Name and Tab of Authorized Recipient Representative Sign I Date �( ,rye Jimmy Morales ` ,- " 44/ City Manager 1 It DISCRIMINATION STATEMENT The U.S.DepaNnent of Agriculture(USDA)prop• • discrimination Si all Its programa and activities on the basis of race,color,national origin, ape.deabWy,and where applicable.sex,marital -..,ferniest status.parental status,reigbn.sexual odenta ion.genetic Informal/On.poiticel beliefs,reprise!,or because all or a part of an ln.Muars income Is derived from any public assistance program.(Not aN prohibited bases appy to M program..)Persons with dWbINes who require alternative means for communication of program Information(S she.lege print audiotape,etc)should contact USDA's TARGET Center at(202)720-2800(voice ars TDD).To file a carnotite of disamnbalbn wire to USDA.Gregor,or,Office of CMI Rights,1400 Independence Avenue.SW.,Washington,DC 202569410 or calf(800)795-3272(vole)or(202) 720-6382(TOD).USDA is an equal opportunity provider and employ.. PRIVACY ACT STATEMENT The above statements are made In accordance wit the Privacy Act of 1974(5 ---•• 522a). . •p•,eVED AS • AF• r ,4 LANG• •GE •REXEalTION east' SI Ily Attorney , "' Page 2 of 14 IF/1F Statement of Work Purpose The purpose of this agreement is for the United States Department of Agriculture,Natural Resources Conservation Service,hereinafter referred to as the'NRCS',to provide technical and financial assistance to the City of Miami Beach, hereinafter referred to as the'Sponsor,for EWP Project#5072(Hurricane Irma)in Miami Beach,Florida for implementation of recovery measures,that,if left undone,pose a risk to Ile and/or property. Objectives The design and installation of EWP measures as detailed In the individual Damage Survey Report(DSR)and described here: DSR No.CMB-17-001 —Remove sediment from pipe outfalls and re-shape rock riprap=$379,500 Total Estimated Construction Cost=$379,500 Budget Narrative A.The estimated costs for the Project 1.Total Estimated Project Budget:$407,962.50 The budget Includes: Financial Assistance(FA)Costs: Construction Costs(75%NRCS$284,825.00+25%Sponsor$94,875.00): $379,500 Technical Assistance(TA)Costs: 100%NRCS(7.5%of total construction cost): $28,482.50 2.NRCS pays up to 75 percent of eligible construction costs,and Sponsor pays 25 percent of construction costs. NRCS witl contribute up to 7.5 percent of the total construction cost for design services,contract administration and construction management costs. Itis possible that technical and administrative costs will exceed this amount,requiring the Sponsor to contribute resources to complete technical and administrative work. 3.NRCS funding for this project is provided to the Sponsor In two separate NRCS funding accounts,one for financial assistance(FA)and one for technical assistance(TA). FA costs are associated with construction activities;TA costs are associated with services. These expenditures shall be accounted for separately in order for expenses to be eligible for reimbursement. 4. NRCS will provide FA for actual costs as reimbursement to the Sponsor for approved on-the-ground construction costs,subject to above limits. If costs ere reduced,reimbursement will be reduced accordingly. Construction costs are associated with the installation of the project measures including labor,equipment and materials. 5.NRCS will provide TA reimbursement to the Sponsor for technical and administrative costs directly charged to the project,subject to the above limits. If costs are reduced,reimbursement will be reduced accordingly. These costs include a.engineering costa include,but not limited to,developing a project design that includes construction drawings and specifications,an operation and maintenance plan,a quality assurance/inspectlon plan and an engineer's estimate of the project Installation costs in addition to providing necessary quality assurance during construction. b.contract administration costs include,but not limited to,soliciting,evaluating,awarding and administering contracts for construction and engineering services,including project management verifying Invoices and record keeping. 6.The Sponsor will contribute funds toward the total construction costs in either direct cash expenditures,the value of non-cash materials or services,or in-kind contributions. The value of any in-Idnd contribution shall be agreed to in welting prior to Implementation. Page 3 of 14 Responsibilities of the Parties: A.Sponsor will- 1.Accomplish construction of the EWP project measures by contracting,o-kind construction services,or a combination of both. 2.Ensure and certify by signing this agreement that its cost share obligation Is from a non-Federal source. 3.Designate a project liaison to serve between the Sponsor and NRCS and identify that person's contact information with this executed agreement. My change in the project liaison during the terms of this agreement must be immediately communicated to NRCS. 4.Appoint a contracting officer and an authorized representative who will have authority to act for the contracting officer, listing their duties,responsibilities and authorities. Furnish such information in writing to the NRCS State Conservationist. 5.Comply with the terms and conditions of this agreement and the attached general terms and conditions except those that are not applicable to State and local governments. 6.Acquire and provide certification to NRCS that real property rights(land and water),permits and licenses in accordance with local,state,and Federal laws necessary for the installation of EWP project measures have been obtained at no cost NRCS prior to construction. This includes any rights associated with required environmental mitigation. Sponsors shall provide such codification on Form NRCS-ADS-78,Assurances Relating to Real Properly Acquisition. Sponsors shall also provide an attorney's opinion supporting this certification. Costs related to land rights and permits are the Sponsor's responsibility and ineligible for reimbursement. 7.Accept all financial and other responsibility for excess costs resulting from their failure to obtain,or their delay in obtaining,adequate land and water rights,permits and licenses needed for the Project. 8.Provide the agreed-to portion of the actual,eligible and approved construction cost. These costs may be in the form of cash,in-kind construction services,or a combination of both.Final construction items that are eligible construction costs will be agreed upon during the pre-design conference.These costs consist of costs from contracts awarded to contractors and eligible Sponsor in-kind construction costs for materials,labor,and equipment The Sponsor shall provide NRCS documentation to support all°Fgole construction costs. 9.Be responsible for 100 percent of all ineligible construction costs and 100 percent of any unapproved upgrade to increase the level of protection over end above that described in the DSR. 10.Account for and report FA and TA expenditures separately in order for expenses to be eligible for reimbursement NRCS funding for this project Is provided to the Sponsor in two separate NRCS funding accounts,one for TA and one for FA,requiring this separation. 11.Contract for services and construction in accordance with the Code of Federal Regulations(CFR).2 CFR§200.317 through 200.328,applicable State regulations,and the Sponsor's procurement regulations,as appropriate.(See general terms and conditions attached to this agreement for a link to the CFR.) In accordance with 2 CFR§200.326,contracts must contain the applicable provisions described in Appendix II to Part 200. Davis-Bacon Act would not apply under this Federal program legislation. 12.The contracts for design services and construction described in this Agreement shall not be awarded to the Sponsor or to any firm in which any Sponsor's official or any member of such official's Immediate family has direct or indirect interest In the pemniery profits or contracts of such flims.Reference 2 CFR§200.318 regarding standards of conduct covering conflicts of interest and governing the performance of its employees engaged in the selection,award,and administration of contracts. 13.My costs(construction or technical and administrative services)incurred prior to the Sponsor and NRCS signing this agreement are ineligible and will not be reimbursed. 14.For contacts,provide NRCS a copy of solicitation notice,bid abstract,and notice of contract award,or other basis of cost and accomplishment. 15.For in-Idnd construction services(materials,labor,and/or equipment supplied by the Sponsor),develop a Plan of Operations describing the construction services to be performed including estimated quantities and values. The Plan of Page 4 of 14 Operations snarl be concurred in by NNCS at the pre-design coherence. in-land construction services tar equipment shall not exceed published FEMA equipment rates unless otherwise documented and concurred in advance by NRCS. 16.The following documentation Is required to support the Sponsor's request for reimbursement of in-kind construction services: a. Invokes covering actual costs of materials used in constructing the eligible EWP project measures. b.Records documenting the type,quality,and quantities of materials actually used In constructing the eligible EWP project measures. c. Daily time records for each employee showing name,classification,wage rate,hours,and dates actually employed for constructing the eligible EWP project measures. d.Equipment operating records showing the type and size of equipment,hourly rate,actual hours of operation and dates used to install the eligible EWP project measures. Equipment idle time is not eflgibie in-kind construction services,even If on the Job site,and should not be Included In the equipment operating records. 17.Within thirty(30)calendar days of signing the project agreement,hold a pre-design conference with the Sponsor, Sponsor's design engineer,and NRCS. The design conference shall set forth design parameters concurred by both the Sponsor and NRCS. During the pre-design conference, NRCS will determine the eligible construction costs. 18.Within fourteen(14)calendar days of the pre-design conference submit to NRCS a schedule with time lines of major Items to be completed. Milestones shall include, but not limited to,obtaining land rights,obtaining permits.completing any necessary surveys,completing draft engineering plans and specifications for NRCS review,completing Mal engineering plans and specifications,completing quality assurance plan,solicit bids,award contract issue notice to proceed,and complete construction. 19. Prior to commencement of work and/or solicitation of bids,submit for NRCS review,the preliminary design, construction specifications,and engineering drawings prepared in accordance with standard engineering principles and design parameters set forth In the pre-design conference. 20. Upon receiving comments from NRCS,prepare the final design,construction specifications,and engineering drawings In accordance with standard engineering principles that comply with NRCS programmatic principles and design parameters set forth in the pre-design conference. One set of the final plans and specifications shall be submitted to NRCS for final review and concurrence prior to solicitation of bids and/or commencement of work The Mel construction plans and specifications shall be signed and sealed by a licensed Professional Engineer registered in the State of Florida (Not required for debris removal only sites). A copy of the signed and seal plans and specifications shall be provided to NRCS. 21.Prior to commencement of work and/or solicitation of bids,submit for NRCS review and concurrence a Quality Assurance Plan(OAP). The OAP shall outline technical and administrative expertise required to ensure the EWP project measures are installed in accordance with the plans and specifications,identify individuals with the mediae,describe Items to be inspected,list equipment required for inspection,outline the frequency and timing of Inspection(continuous or periodic),outline inspection procedures,and record keeping requirements. A copy of the final OAP shall be provided to NRCS prior to commencement of construction. 22.Provide construction inspection in accordance with the OAP. 23.Prepare and submit for NRCS concurrence an Operation and Maintenance(O&M)Plan,if applicable(Not required for debris removal only sites),prior to commerce of work. The O&M Plan shall describe the activities the Sponsor will do to ensure the project performs as designed. Upon completion of the project measures,the Sponsor shall assume responsibility for O&M. 24.Provide copies of site maps to appropriate Federal and State agencies for environmental review. Sponsor will notify NRCS of environmental clearance,modification of construction plans,or any unresolved concerns as well as copies of all permits,licenses,and other documents required by Federal,state,and local statutes and ordinances prior to solicitation for installation of the EWP project measures. Alt modifications to the plans and specifications shall be reviewed and concurred on by NRCS. 25.Ensure that any special requirements for compliance with environmental and/or cultural resource laws are Incorporated Into the project. 26.The Sponsor must secure at its own expense all Federal,State,and local permits and licenses necessary for completion of the work described In this agreement as well as any necessary natural resource rights and provide copies of ail permits and licenses obtained to NRCS. 27.Will arrange and pay for any necessary location,removal,or relocation of utilities.EWP program regulations prohibit NRCS from reimbursing the Sponsor or otherwise paying for any such costs;nor do the costs qualify as a Sponsor cost- Page 5 of 14 share cbntnbubon. _ 28.Ensure that technical and engineering standards and specifications of NRCS are adhered to during construction of the Project,as interpreted by NRCS Government Representative(GR). Provide NRCS Program/Technical Contact and GR progress reports every 2 weeks after execution of the agreement. Progress reports should include work accomplished for the period,technical on-site inspections,work planned,results of material tests.deficient work products and/or tests with corrective actions taken,modifications anticipated,technical problems encountered, contractual issues and other relevant information. 29. Ensure that all contractors on NRCS assisted projects are performing their work in accordance with OSHA regulations and the Contract Work Hours and Safety Standards Act(40 USC 327430)as supplemented by Department of Labor regulations(29 CFR Part 5). The Sponsor is responsible for periodically checking the contractor's compliance with safety requirements. 30. Arrange for and conduct final Inspection of completed project with NRCS to determine whether all work has been performed In accordance with contractual requirements. Provide a Professional Engineer(PE)certification that the Project was installed in accordance with approved plans and specifications. For debris removal only sites.certification does not need to be from a PE. 31. Provide PE-certified as-built drawings and quantities for the project. A copy of the as-built drawings will be submitted to the NRCS Program/Technical Contact For debris removal only sites,as-built drawings do not need to be certified by a PE. 32. Pay the contractor(s)for work performed in accordance with the agreement and submit a SF-270,'Request for Advance or Reimbursement'to the NRCS Prograrnfechnical Contact with al documentation to support the request Payments can be requested as frequently as monthly. Final payment request shall be submitted within 90 calendar days of completion of the EWP project measures.Payments will be withheld until all required documentation is submitted and complete. a.The required supporting documentation for reimbursement of construction costs include invoices and proof of payment to the contractor showing the items and quantities Installed and certified by the engineer of record along with any supporting documentation such as quantity calculations,rock weight tickets,etc. b.The required supporting documentation for reimbursement of in-kind consbucllon expenses will include employee time sheets,employee hourly rata,equipment operating logs,equipment hourly rate,and material quantities and invoices. C.The required documentation for reimbursement of technical and administrative services will be Invoices and proof or payment to consultants and/or employee time sheets along with the employees hourly rate, hours worked,and date work was performed. 33. Ensure that information in the System for Award Management(SAM)is current and accurate until the final financial report(SF-425)under this award or final payment Is received,whichever is later. 34.Take reasonable and necessary actions to dispose of all contractual and administrative issues arising out of the contrad(s)awarded under this Agreement. This includes,but is not limited to disputes,claims,protests of award,source evaluation,and litigation that may result from the Project Such actions will be at the expense of the Sponsor,Including any legal expenses. The Sponsor will advise,consult with, and obtain prior written concurrence of NRCS on any litigation matters In which NRCS could have a financial interest 35.Sponsor must indemnify and hold NRCS harmless to the extent permitted by State law for any costs,damages. claims,liabilities,and judgments arising from past,present and future acts or omissions of the Sponsor in connection with Its acquisition and management of the Emergency Watershed Protection Program pursuant to this agreement Further,the Sponsor agrees that NRCS will have no responsibility for acts and omissions of the Sponsor,its agents, successors,assigns,employees,contractors,or lessees in connection with the acquisition and management of the Emergency Watershed Protection Program pursuant to this agreement that result in violation of any laws end regulations that are now or that may in the future become applicable. 38.Retain all records dealing with the award and administration of the contracts)for 3 years from the date of the Sponsor's submission of the final request for reimbursement or until final audit findings have been resolved,whichever is longer. If any litigation is started before the expiration of the 3-year period,records are to be retained until the litigation is resolved or the end of the 3-year period,whichever is longer. Make such records available to the Comptroller General of the United States or his or her duly authorized representative and accredited representatives of the Department of Agriculture or cognizant audit agency for the purpose of making audit,examination,excerpts,and transcription. 37.Be liable to the NRCS for damages sustained by the NRCS as a result of the contractor falling to complete the work Page 8 of 14 within the specked time. I he damages will be based upon me additional costs mourns('oy me Wit-5 reaulbng from the contractor not completing the work within the allowable performance period. These costs Include but are not limited to personnel costs,travel,etc. The NRCS will have the right to withhold such amount out of any monies that may be Then due or that may become due and payable to the Sponsor. This liability is not applicable to the extent that the contract performance time is extended by court judgment unless such judgment results from actions of the Sponsor not concurred in by NRCS. 38.Take necessary legal action,Including bringing suit,to collect from the contractor any monies due in connection with the contract or upon request of NRCS,assign and transfer to NRCS any or all claims,demands,and causes of action of every kind whatsoever that the Sponsor has against the contactor or his or her sureties. 39.Submit requests for a lime extension to the agreement(if necessary)in writing no less than forty-five(45)days prior to the expiration date of the agreement Submit the written,signed request to the NRCS Program/Technical Contact. B.NRCS will- 1.Assist Sponsor In establishing design parameters;determine eligible construction costs during the pm-design conference. 2.Designate a Government representative(GR)to serve as liaison with the Sponsor and identify that person's contact Information with this executed agreement 3.Review,comment and concur in preliminary and final plans,specifications,O&M Plan.Plan of Operations(if required) and OAP. 4.Make periodic site visits during the installation of the EWP project measures to review construction progress, document conformance to engineering plans and specifications,and provide any necessary clarification on the Sponsor's responsibilities. 5.Upon notification of the completion of the EWP project measures,NRCS shall promptly review the performance of the Sponsor to determine If the requirements of this agreement and fund expenditures as agreed have been met O.Make payment to the Sponsor covering NRCS'share of the cost upon receipt and approval of Form SF-270 and supporting documentation,withholding the amount of damages sustained by NRCS as provided for in this agreement. In the event there are questions regarding the SF 270 and supporting documentation,NRCS will contact the Sponsor in a timely manner to resolve concerns. SPECIAL PROVISIONS A The furrtsNng of financial,administrative,and/or technical assistance above the original funding amount by NRCS is contingent on there being sufficient unobligated and uncommitted funding In the Emergency Watershed Protection Program that Is available for obligation In the year in which the assistance will be provided. NRCS may not make commitments in excess of funds authorized by law or made administratively available.Congress may impose oNigational limits on program funding that constrains NRCS's ability to provide such assistance. B.In the event of default of a construction contract awarded pursuant to this agreement,any additional funds properly allocable as construction costs required to ensure completion of the job are to be provided in the same ratio as construction hinds are conbibuted by the parties under the terms of this agreement. My excess coats including interest resulting from a judgment collected from the defaulting contractor,or his or her surety,will be prorated between the Sponsor and NRCS In the same ratio as construction funds are contributed under the terms of the agreement. C.Additional funds,including interest properly allocable as construction costs as determined by NRCS,required as a result of decision of the CO or a court judgment In favor of a claimant will be provided In the same ratio as construction funds am conbibuted under the terms of this agreement NRCS will not be obligated to conmbute funds under any agreement or commitment made by the Sponsor without prior concurrence of NRCS. D.The State Conservationist may make adjustments in the estimated cost to NRCS set forth in this agreement for constructing the EWP measures. Such adjustments may increase or decrease the amount of estimated funds that are related to differences between such estimated cost and the amount of the awarded contract or to changes,differing site conditions,quantity variations,or other actions taken under the provisions of the contract No adjustment will be made to change the cost sharing assistance provided by NRCS as set forth in this agreement,nor reduce funds below the amount required to carry out NRCS'share of the contract E.Except for item D.above,this document may be revised as mutually agreed through a written amendment duly executed by authorized officials of all signatory parties to this agreement F.NRCS,at Its sole discretion.may refuse to cost Ware should the Sponsor,in administering the contract,elect to Page 7ot 14 proceed without obtaining concurrence as set out in this agreement G.Once the project Is completed and all requests for reimbursement submitted,any excess funding remaining in the agreement will be de-obilgated from the agreement H.If Inconsistencies arise between the language in the Statement of Work(SOW)in the agreement and the general terms and conditions,the language In the SOW takes precedence. Expected Accomplishments and Deliverables The following accomplishments and deliverable will be provided to NRCS. 1.One copy of the final engineering plans,specifications signed and sealed by a licensed professional engineer(if applicable),including engineer's cost estimate,and approved Plan of Operations(if applicable). 2.Signed NRCS-ADS-78 supported by an attorney's opinion. 3.One copy of the quality assurance plan. 4.One copy of the operation and maintenance plan Of applicable). 5.One copy of the notice of solicitation, bid abstract and notice of award. 8.Certification that the project was installed in accordance with the plans and specifications. 7.As-built drawings of final construction signed by a licensed professional engineer within 30 days of completion of construction. 8.Quantifies of the units of work applied for each site within 45 days of completion of construction Resources Required No resources other than funding. Milestones Milestones shall include,but not limited to.the following items: 1.Pre-design conference within 30 days of signing agreement 2.Submit to NRCS a schedule with time lines of major Items to be completed within 14 days of the pre-design conference. 3.Acquire needed real property rights and permits(signed NRCS-ADS-78 supported by an attorneys opinion)prior to start of construction. 4.Obtain permits. 5.Complete any necessary surveys. e.Complete draft engineering plans and specifications for NRCS review. 7.Complete final engineering plans and specifications. 8.Complete quality assurance plan and operation and maintenance plan(if applicable). 9.Solicit bids. 10.Award contract. 11. Manage construction contract and provide quality assurance as described in the OAP. 12. Provide final Inspection. 13.Complete asdult drawings. 14. Submit final payment Page 8 of 14 • GENERAL TERMS AND CONDITIONS Please reference the below Nnk(e)for the General Terms and Conditions pertaining to this award: NATURAL RESOURCES CONSERVATION SERVICE U.S.DEPARTMENT OF AGRICULTURE GENERAL TERMS AND CONDITIONS GRANTS AND COOPERATIVE AGREEMENTS I.APPLICABLE REGULATIONS a.The recipient,and recipients of any subawards under this award,agree to comply with the following regulations.as applicable.The full text of Code of Federal Regulations references may be found at https://www.gpo.gov/fdsys/browse/ collectionCfr.action7collectionCode=CFR and httpl/www.edr.govi. (1)2 CFR Part 25,'Universal Identifier and System of Award Management"(2)2 CFR Part 170,'Reporting Subaward and Executive Compensation Information'(3)2 CFR Part 180,'OMB Guidelines To Agencies On Govemmentwide Debarment And Suspension(Nonprocurement (4)2 CFR Part 182,"Govemmentwide Requirements for Drug-Free Workplace(Financial Assistancer(5)2 CFR Part 200,"Uniform Administrative Requirements,Cost Principles,And Audit Requirements for Federal Awards' b.The recipient,and recipients of any subawards under this award,assure and certify that they have end/or will comply with the following regulations,as applicable.The hill text of Code of Federal Regulations references may be found at https:/Avww.gpo.govfdsys[browse/collectlonCfr.actlon7coilectionCode=CFR and http//www.ecfr.gov/. (1)2 CFR Part 175,"Award Term for Trafficking In Person?(2)2 CFR Part 417,'Nonprocurement Debarment and Suspension'(3)2 CFR Part 418,"New Restrictions on Lobbying'(4)2 CFR Part 421.'Requirements for Drug-Free Workplace(Finandal Assistance)" c.Allowable project costs will be determined in accordance with the authorizing statute,the purpose of the award,and to the extent applicable to the type of organizations receiving the award,regardless of tier.The following portions of the Code of Federal Regulations are hereby Incorporated by reference.The full text of Code of Federal Regulations references may be found at https:/Awew.gpo.gov/fdsysrbrowse/collecltonCfr.acdon?coliectionCode=CFR and htlp:/Mww. ecfr.govl. (1)2 CFR Part 200,'Uniform Administrative Requirements,Cost Principles And Audit Requirements For Federal Awards'(2)48 CFR Part 31,'Contract Cost Principles and Procedure? II.UNALLOWABLE COSTS The following costs are not allowed: a.Costs above the amount authorized for the project b.Costs incurred after the expiration of the award including any no- cost extensions of time c.Costs that lie outside the scope of the approved project and any amendments thereto d. Compensation for Injuries to persons or damage to property arising from project activities This list Is not exhaustive.For general Information about the allowability of particular Items of costs,please see 2 CFR Part 200,'Subpart E—Cost Principle?,or direct specific inquiries to the NRCS administrative contact Identified in the award. Ill.CONFIDENTIALITY a.Activities performed under this award may involve access to confidential and potentially sensitive information about governmental and landowner Issues.The term'confidential information'means proprietary Information or data of a personal nature about an IndMdual,or information or data submitted by or pertaining to an organization.This Information must not be disclosed without the prior written consent of NRCS. b.The recipients personnel will follow the rubs and procedures of disclosure set forth In the Privacy Act of 1974,5 U.S. C.Section 552a.and implementing regulations and policies with respect to systems of records determined to be subject to the Privacy Act.The recipient's personnel must also comply with privacy of personal Information relating to natural resources conservation programs in accordance with section 1244 of Me II of the Farm Security and Rural Investment Act of 2002(Pudic Law 107-171). Page 9 of 14 c.The recipient agrees to comply with NRCS guidelines and requirements regarding the disclosure of information protected under Section 1619 of the Food,Conservation,and Energy Act of 2008(PL 110-248),U.S.C.8791. d.The recipient agrees to comply with the'Prohibition Against Certain Internal Confidentiality Agreements:' 1.You may not require your employees,contractors,or subrecipients seeking to report fraud,waste,or abuse to sign or comply with internal confidentiality agreements or statements prohbiting or otherwise restricting them from lawfully reporting that waste,fraud,or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.2.You must notify your employees,contractors,or subrecipients that the prohibitions and restrictions of any internal confidentiality agreements inconsistent with paragraph (I)of this award provision are no longer in effect.3.The prohibition in paragraph(1)of this award provision does not contravene requirements applicable to any other form issued by a Federal department or agency governing the nondisclosure of classified information.4. If NRCS determines that you are not in compliance with this award provision. NRCS:a.Will prohibit your use of funds under this award,in accordance with sections 743 and 744 of Division E of the Consolidated Appropriations Act,2016,(Pub.L. 114-113)or any successor provision of law;b.May pursue other remedies available for your material failure to comply with award terms and conditions. IV.PRIOR APPROVAL REQUIREMENTS The following are the most common situations requiring prior approval.However,the recipient is also bound by any other prior approval requirements of the applicable administrative provisions and Federal cost principles. a.Purpose or Deliverables.—When it is necessary for the recipient to modify the purpose or deliverables,the recipient must submit a written request and justification for the change along with the revised purpose or deliverables of the award to the NRCS administrative contact The request should contain the following: 1.Grant or agreement number 2. Narrative explaining the requested modification to the project purpose or deliverables 3.A description of the revised purpose or deliverables 4.Signatures of the authorized representative,project director,or both b.Subawanl/contracWel Arrangement.—The recipient must submit a justification for the proposed subaward/contractual arrangements,a statement of work to be performed,and a detailed budget for the subaward/cohtract to the NRCS administrative contact.Subaward/contractual arrangements disclosed in the application do not require additional postaward approval. c.Absence or Change in Project Leadership.—When a project director or the person responsible for the direction or management of the project- 1.Relinquishes active Section of the project for more than 3 consecutive months or has a 25 percent or more reduction in time devoted to the project,the grantee must notify the NRCS administrative contact In writing,identifying who will be in charge during the project director's absence.The notification must include the qualifications and the signature of the replacement,signifying his or her willingness to serve on the project 2.Severs his or her affiliation with the grantee,the grantee's options include—I.Replacing the project director.The grantee must request written approval of the replacement from the NRCS administrative contact and must include the qualifications and the signature of the replacement signifying his or her willingness to serve on the project.It. Subcontracting to the former project director's new organization.The grantee must request approval from the administrative contact to replace the project manager and retain the award,and to subcontract to the former project director's new organization certain portions of the project to be completed by the former project director.ill. Relinquishing the award.The grantee must submit to the NRCS administrative contact a signed letter by the grantee and the project director that indicates that the grantee is relinquishing the award.The letter must Include the data the project director is leaving and a summary of progress to date.A final Standard Form(SF)425 reflecting the total amount of funds spent by the recipient more be attached to the letter. 3.Transfers the award to his or her new organization,the authorized organization's representative at the new organization must submit the follovdng to the NRCS administrative contact as soon as the transfer date is firm and the amount of funds to be transferred ts known:I.The forms and certifications included in the application package it.A project summary and work statement covering the work to be completed under the project(deliverables and objectives must be the same as those outlined in the approved proposal)iii.An updated qualifications statement for the project director showing his or her new organizational affiliation Iv.My cost-shoring requirements under the original award transfer to the new institution;therefore,cost-sharing information must be included in the proposal from the new organization Note:The transfer of an award from one organization to another can take up to 90 calendar days to accomplish,which may result in a delay in the project director resuming the project at the new organization. Page 10 of 14 d.Budget Revisions.—Budget revisions will be in accordance with 2 CFR Part 200.308. e.No-Cost Extensions of Time.When a no-cost extension of time is required,the recipient must submit a written request to the NRCS administrative contact no later than 30 calendar days before the expiration data of the award. The request must contain the following: The length of additional time required to complete the project and a justification for the extension A summary of progress to date An estimate of funds expected to remain unobligated on the scheduled expiration date A projected timetable to complete the portions of the project for which the extension Is being requested Signature of the grantee and the project director A status of cost sharing to date(if applicable) Note:An extension will not exceed 12 months.Requests for no-cost extensions received after the expiration of the award will not be granted,V.PAYMENTS a.Payment by NRCS to the entity will be made monthly or quarterly(whichever is mutually agreed upon by both parties) on a reimbursable or advanced basis upon completion of work outlined herein.Payment will be executed upon the submission of a properly executed form SF-270 with supporting documentation.The SF-270 must cite the agreement number,remittance address,and billing period.The SF-270 must be sent to the NRCS administrative contact at the email address identified in block 8 of the Notice of Grant/Agreement Award. b.Unless otherwise specified in the award,the recipient must receive payments through electronic kinds transfers. c. Recipients requesting advances should request payments in amounts necessary to meet their current needs pursuant to procedures contained in the Federal administrative provisions and 31 CFR Part 205. d.The method of payment between the recipient and Its contractors will be in accordance with the policies and procedures established by the recipient except that the contractors may not use the USDA Office of Financial Management/National Finance Center method to request payments. If the grantee makes advance payments to contractors,the grantee must ensure that the timing of such payments Is designed to minimize elapsed time between the advance payment and the disbursement of funds.Payment requests from the grantee's contractors will not be sent to NRCS for review or approval. e.Accounting records for all costs incurred under this award must be supported by source documentation.Such documentation includes,but is not limited to,canceled checks,paid bills,payroll records,and subaward documents, Labor cost charges to this award must be based upon salaries actually earned and the time actually worked on this award.All project costs must be incurred within the approved project period of this award,including any approved no- cost extension of time.Costs that cannot be supported by source documentation or that are incurred outside of the approved project period and budget may be disallowed and may result In award funds being returned to the Federal Government by the recipient. VI.ACCRUALS a.Recipients must submit an accrual estimate to the NRCS Program/Technical no later than 15 calendar days prior to the end of the quarter(submit by March 15,June 15,September 15 and December 15th).b.An accrual represents the value of goods or services provided to NRCS for which you have not requested payment. The quality and completeness of NRCS audited financial statements depends on your continuing cooperation and timely information.c.At a minimum, the signed accrual statement should include,°Under agreement number_,at the close of the quarter ending we have provided or anticipate providing goods or services that we have not requested payment for in the amount of S_'Include the name and title of the person preparing the accrual estimate. VII.FINANCIAL REPORTING a.Recipients must submit a Federal Financial Report(FFR).SF 425 and 425A,in accordance with the following schedule: Quarterly Schedule Report Due Date October 1 to December 31 January 31 January 1 to March 31 April 30 April 1 to June 30 July 31 July 1 to September 30 October 31 Reports must be submitted on an accrual accounting basis.Failure to submit reports in accordance with the above schedule may result In suspension or termination of award. b.A final Report must be submitted no later than 90 calendar days after the completion of the award.For final FFRs, reporting end date must be the end date of the project or agreement period.The reports should be submitted to the NRCS administrative contact identified In award notifications. VIII.PERFORMANCE MONITORING AND REPORTING Page 11 of 14 a.The recipient is responsible for monitoring day-to-day performance and for reporting to NRCS.If the project Involves subaward arrangements,the recipient is also responsible for monitoring the performance of project activities under those arrangements to ensure that approved goals and schedules are met. b.Every 6 months the redplent must submit a written progress report.Each report must cover-1.A comparison of actual accomplishments with the goals and objectives established for the reporting period and,where project output can be quantified,a computation of the costs per wit of output. 2.The reasons why goals and objectives were not met,if appropriate. 3.Addtional pertinent information including,where appropriate,analysis and explanation of cost overruns or high unit cost. c.The recipient must submit a final performance report within 90 calendar days after completion of project IX.AUDIT REQUIREMENTS The recipient is responsible for complying with audit requirements in accordance with 2 CFR 200,Subpart F.A non- Federal entity that expends$750,000 or more during the non-Federal entity's fiscal year in Federal awards must have a single or program-specific audit conducted for that year. X SPECIAL PROVISIONS a.The recipient assures and certifies that it will comply with the minimum-wage and maximum-hour provisions of the Federal Fair Labor Standards Act. b.Employees of NRCS will participate in efforts under this agreement solely as representatives of the United States.To this end,they may not participate as directors,officers,employees,or otherwise serve or hold themselves out as representatives of the recipient.They also may not assist the recipient with efforts to lobby Congress or to raise money through fundraising efforts. Further,NRCS employees must report to their immediate supervisor any negotiations with the recipient concerning future employment and must refrain from participation in efforts regarding such parties until approved by the agency. c.Employees of the recipient will not be considered Federal employees or agents of the United States for any purposes under this agreement. XI.PATENTS, INVENTORS,COPYRIGHTS,AND ACKNOWLEDGMENT OF SUPPORT AND DISCLAIMER a.Allocation of rights of patents,Inventions,and copyrights must be In accordance with 2 CFR Part 200.315.This regulation provides that small businesses normally may retain the principal worldwide patent rights to any Invention developed with USDA support b.In accordance with 37 CFR Section 401.14,each subject Invention must be disclosed to the Federal agency within 2 months after the Inventor discloses it In writing to contractor personnel responsible for patent matters.Invention disclosure statements pursuant 1037 CFR Section 401.14(c)must be made in writing to: Acquisitions Division Grants and Agreements Services Branch 1400 Independence Avenue,SW.Room 6823 South Building Washington, DC 20250 c.USDA receives a royalty-free license for Federal Government use,reserves the right to require the patentee to license others N certain circumstances,and requires that anyone exclusively licensed to sell the invention in the United States must manufacture it domestically. d.The following acknowledgment of NRCS support must appear in the publication of any material,whether copyrighted or not,and any products In electronic formats(World Wide Web pages,computer programs,etc.)that Is substantially based upon or developed under this award: •'This material is based upon work supported by the Natural Resources Conservation Service,U.S.Department of Agriculture,under number[recipient should enter the applicable award number here].• In addition,all publications and other materials,except scientific articles or papers published in scientific journals,must include the following statement: ••My opinions,findings,contusions,or recommendations expressed m this publication are those of the author(s)and do not necessarily reflect the views of the U.S.Department of Agriculture.' Page 12 of 14 e.All publications printed with Federal Government funds will include the most current USDA nondiscrimination statement,available from the Public Affairs Division,CMI Rights Division,or on the USDA and NRCS home pages.If the material Is too small to permit the full nondiscrimination statement to be included,the material must,at a minimum, include the statement •'USDA is an equal opportunity provider and employer.'My publication prepared with funding from this agreement must include acknowledgement to USDA,Natural Resources Conservation Service.' The recipient is responsible for ensuring that an acknowledgment of NRCS Is made during news media interviews, including popular media such as radio,television,and news magazines,that discuss in a substantial way work funded by this award. XII.COST-SHARING REQUIREMENTS a.If the award has specific cost-sharing requirements,the cost-sharing participation in other projects may not be counted toward meeting the specific cost-sham requirement of this award,and must come from non-Federal sources unless otherwise stated in the applicable program announcement b.Should the recipient become aware that it may be unable to provide the cost-sharing amount identified in this award,it must-1. Immediately notify the NRCS administrative contact of the situation.2.Specify the steps it plans to take to secure replacement cost sharing.3. Indicate the plans to either continue or phase out the project In the absence of cost sharing. c. If NRCS agrees to the organization's proposed plans,the recipient will be notified accordingly. H the organization's plans are not acceptable to NRCS,the award may be subject to termination.NRCS modifications to proposed cost sharing revisions are made on a case-by-case basis. d. Failure by the recipient to notify NRCS In accordance with paragraph(b)above may result in the disallowance of some or all the costs charged to the award,the subsequent recovery by NRCS of some of the NRCS funds provided under the award,and possible termination of the award,and may constitute a violation of the terms and conditions of the award so serious as to provide grounds for subsequent suspension or debarment e.The recipient must maintain records of all project costs that are claimed by the recipient as cost sharing as wel records of costs to be paid by NRCS. If the recipient's cost participation includes in-kind contributions,the basis for determining the valuation for volunteer services and donated property must be documented. XIII. PROGRAM INCOME Income derived from patents,inventions,or copyrights will be disposed of In accordance with the recipients own policies.General program income earned under this award during the period of NRCS support must be added to total project funds and used to hither the purpose and scope of this award or the legislation under which this award is made. XIV. NONEXPENDABLE EQUIPMENT Recipients purchasing equipment or products with funds provided under this award are encouraged to use such funds to purchase only American-made equipment and products.No to nonexpendable equipment purchased with award hinds will vest in the recipient upon completion of the award project and acceptance by NRCS of required final reports.When equipment Is no longer needed by the recipient and the per-unit fair market vakre Is less than 55,000,the recipient may retain,sell,or dispose of the equipment with no hither obligation to NRCS.However,If the per-unit fair market value is $5,000 or more,the recipient must submit a written request to the NRCS administrative contact for disposition instructions. XV.LIMIT OF FEDERAL LIABILITY The maximum financial obligation of NRCS to the recipient is the amount of funds indicated in the award as obligated by NRCS.However,In the event that an erroneous amount is stated on the approved budget or any supporting document relating to the award,NRCS will have the unilateral right to make the correction and to make an appropriate adjustment in the NRCS share of the award to align with the Federal amount authorized. XVI.MODIFICATIONS AND TERMINATIONS NRCS may amend or modify the award through an exchange of correspondence between authorized officials of the recipient and NRCS.The award Is subject to termination if NRCS determines that the recipient has failed to comply with the terms and conditions of the award. In the event that the award is terminated,the financial obligations of the parties Page 13 of 14 will be those set forth in 2 CFR Part 200.339. XVII.AWARD CLOSEOUT Award closeout is the process by which NRCS determines that all required project activities have been performed satisfactorily and all necessary administrative actions have been completed. Page 14 of 14 • USDA United States Department at ARriculture Subject: Agreements —Appointment of Government Date: May 2, 2018 Representative, City of Miami Beach EWP To: Ha Nguyen, Agricultural Engineer File Code: 390-14 Gainesville, FL You are hereby appointed Government Representative (GR)for the subject agreement between the City of Miami Beach (Sponsor) and the Natural Resources Conservation Service (NRCS). This agreement covers the design and construction of project measures for an Emergency Watershed Protection (EWP) project. As GR you will be providing technical support to the Sponsor. This appointment cannot be re-delegated. During your service as GR, you are, at all times, to act as a representative solely in the interests of the Natural Resources Conservation Service (NRCS)and the United States; you shall not(1)serve as a Sponsor officer, board member, or employee; or(2) act as agent or representative of the Sponsor. Your service as GR is to conform to the requirements of 18 of the United States Code, Chapter 11, and to the Standards of Ethical Conduct for Employees of the Executive Branch, Title 5 of the code of Federal Regulations, Part 2635. It is important to recognize the Sponsor owns the project. NRCS is providing financial and technical assistance to aid the Sponsor in completion of their project. The Sponsor is solely responsible, in accordance with agreement provisions, for selecting and managing their contractors. Specifically, during your tenure as GR with the Sponsor, you shall not: • Act as an agent of the Sponsor in any matter including, but not limited to, acquiring land rights or obtaining permits. • Verbally or in writing direct a Sponsor's contractor to take any action at any time. If you have questions about actions taken or decisions made by a Sponsor's contractor, notify the Sponsor in writing with a courtesy copy to the Project Manager and the Grants Management Specialist for the project. If a change to the Sponsor's contract is warranted, the Sponsor alone is responsible for formally negotiating the change and modifying their contract. • Provide construction inspection services. Construction inspection is the responsibility of the Sponsor. • Accept any project work or materials from a contractor on behalf of the Sponsor. • Vote on actions proposed by the Sponsor such as rating and ranking contractors, making decisions on contract awards, etc. • Actively participate in Sponsor activities in your personal capacity unless you receive written clearance from me to do so. Your primary duties as GR shall consist of: • Becoming thoroughly familiar with the terms and conditions of the project agreement. • Holding a pre-design conference with the sponsor to establish design parameters and determine eligible costs. NATURAL RESOURCES CONSERVATION SERVICE An Equal Opportunity Provider and Employer Government Representative Letter City of Miami Beach EWP Page Two • Conducting a functional review, providing comments and concurring in preliminary and final plans, specifications, operation and maintenance (O&M) plan, plan of operations(if required) and quality assurance plan (QA) as described in the project agreement. • Ensuring that all required documentation is submitted by the project sponsor prior to construction. • Becoming familiar with the approved construction documents. • Completing only those tasks that are specifically listed and described in the project agreement between NRCS and the Sponsor. All contract administration, management and construction inspection services are the responsibility of the Sponsor. • Reviewing progress reports provided by the sponsor and providing any needed comments to the sponsor and program manager. • Conducting site visits and submitting trip reports to the Program Manager and the Grants Management Specialist during the construction phase. Trip reports will describe your observations of the progress of construction. If you observe questionable practices during a site visit, note them in your report and give timely notification to the Sponsor. It is the responsibility of the Sponsor to contact the contractor, resolve the issue, and report back to you. • Sponsors who are out of compliance with agreement provisions will be formally contacted by the appropriate NRCS office to resolve the issue. • Review submitted requests for reimbursement from the Sponsor and provide concurrence as to the accuracy or the requests. • Upon notification and certification by the Sponsor that the project is complete in accordance with the plans and specifications, verify completion with a final inspection site visit. • Ensure that all required documentation in the agreement is submitted to the NRCS Grants Management Specialist at the end of the project prior to closing out the agreement. If you have questions regarding this designation, please contact Jason Strenth, Program Manager, at 352-338-9559 orjason.strenth@fl.usda.gov. The Grants Management Specialist is Moira Sanford at 614-255-2495 or moira.sanford@oh.usda.gov. RUSSELL Digitally signed by RUSSELL MORGAN MORGAN Date:2018.05.0722:51:28-04'00' RUSSELL MORGAN State Conservationist cc: City of Miami Beach