Volunteer Florida CERT Contract Agreement 2018-2019 ao18�3o3�s
volunteerflorida
Volunteer Florida
CERT Contract Agreement
2018-2019
Sub-Recipient: City of Miami Beach
Sub-Recipient DUNS: 205462890000
Project Title: CERT
FY 2019 Grant Period: October 1, 2018— May 31, 2019
CFDA Number: 97.042
Contract Total: $5000
POC: Talmage Thornhill
Address: 1700 Convention Center Drive
City, State, ZIP: Miami Beach FL 33139
Work Phone:
E-Mail: talmagethornhilk miamibeachfl.gov
This contract agreement is hereby made and entered into as of this October 1, 2018 (the "Effective.
Date"), by and between the Florida Commission on Community Service, doing business as Volunteer
Florida (the "Commission"), having its principle place of business at 3800 Esplanade Way, Suite 180,
Tallahassee, FL 32311, and City of Miami Beach, an entity organized under the laws of the State of
Florida with its principal place of business located at 1700 Convention Center Drive Miami Beach (the
"Provider") (collectively, the"Parties")and referred to herein as the"Contract Agreement."
In accordance with the provisions of Federal Emergency Management Performance Grant Program
(EMPG)funding, Volunteer Florida, serving as the Administrative Agency, hereby awards to the Sub-
Recipient a contract in the amount shown above.
In consideration of the contracted services by the Commission and of the advantages and benefits
received by the Provider by virtue of such relationship, the receipt and adequacy of all of which
considerations are hereby acknowledged; NOW THEREFORE, in consideration of the mutual covenants
hereinafter set forth herein, the Parties agree as follows:
I. TYPE OF CONTRACT.This will be a cost reimbursement contract. Reimbursement for the
contracted services will be contingent upon the documented allowable expenditures for
the specified contract period. The Volunteer Florida performance and obligation to pay for
services rendered under this contract is contingent upon available funding from FEMA
and the State of Florida.
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II. PAYMENT OF FUNDS. The Award Letter must be signed by the Official Authorized to Sign in
the space below and the original returned to Volunteer Florida before execution of your
contract. The sub-recipient should not expend any funds until a fully executed contract has
been received from Volunteer Florida. Contract funds will be disbursed to sub-recipients
(according to approved project budget) upon receipt of evidence of expenditures and receipts
of deliverables delivered according to the terms and conditions of the contract.
III. CONTRACT AMENDMENTS.All amendments to the contract must be in writing and utilize the
format provided herein and incorporated by reference. Further, any such amendments must
be executed by authorized representatives of Volunteer Florida and the Sub-recipient.
IV. DEPLOYABLE CAPABILITIES.All assets and capabilities achieved or sustained with EMPG
contract funds are deployable and shareable at the direction of Volunteer Florida, with cost
potentially reimbursable in conformance with Emergency Management Assistance Compact
(EMAC) or other Statewide Mutual Aid/Assistance(SMAA) agreements.Assets should be
available to utilize in multiple jurisdictions, regions, and the Nation; any asset that is
physically mobile can be used anywhere in the United States and territories via EMAC or
other mutual aid/assistance agreements.
V. ATTACHMENTS.
A. All Attachments to this Contract are incorporated as if set out fully
B. In the event of any inconsistencies or conflict between the language of this Contract
and the attachments,the language of the attachments shall control, but only to the
extent of the conflict or inconsistency.
C. This Contract has the following attachments:
i. Attachment A—Program Budget
ii. Attachment B—Scope of Work/Deliverables
iii. Attachment C—Allowable Cost and Eligible Activates
iv. Attachment D--Reports
v. Attachment E—Reporting Forms
vi. Attachment F—Program Statutes and Regulations
vii. Attachment G—Certification Regarding Debarment
viii. Attachment H—Criminal History Check Status Form
VI. PAYMENTS.
A. Invoices shall be submitted quarterly and shall include the supporting documentation for
all costs of the project or services as well as compliance with the deliverables. The final
Invoice shall be submitted no later than thirty (30) days after the expiration date
of the contract.
B. If the necessary funds are not available to fund this contract as a result of action by the
United States Congress,the federal Office of Management and Budgeting, or the State
Chief Financial Officer, all obligations on the part of Volunteer Florida to make any
further payment of funds shall terminate, and the Sub-Recipient shall submit its closeout
report no later than thirty days of receiving notice from Volunteer Florida.
VII. MANDATED CONDITIONS.
A.The validity of this Contract is subject to the truth and accuracy of all the information,
representations, and materials submitted or provided by the Sub-Recipient in this Contract,
in any later submission or response to a Volunteer Florida request, or in any submission or
response to fulfill the requirements of this Contract.All of said information, representations,
and materials are incorporated by reference.The inaccuracy of the submissions or any
material changes shall, at the option of Volunteer Florida and no later
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than thirty days written notice to the Sub-Recipient, cause the termination of this Contract
and the release of Volunteer Florida from all its obligations to the Sub-Recipient.
B. This Contract shall be construed under the laws of the State of Florida, and venue for any
actions arising out of this Contract shall be in the Circuit Court of Leon County. If any
provision of this Contract is in conflict with any applicable statute or rule, or is
unenforceable, then the provision shall be null and void to the extent of the conflict, and
shall be severable, but shall not invalidate any other provision of this Contract.
C. Any power of approval or disapproval granted to Volunteer Florida under the terms of this
Contract shall survive the term of this Contract.
D. Any Sub-Recipient which is not a local government or state agency, and which receives
funds under this Contract from the federal government, certifies, to the best of its
knowledge and belief, that it and its principals:
i. Are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions by a
federal department or agency;
ii. Have not, within a five-year period preceding this proposal been convicted of or
had a civil judgment rendered against them for fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public(federal,
state or local)transaction or contract under public transaction; violation of federal
or state antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving
stolen property;
iii. Are not presently indicted or otherwise criminally or civilly charged by a
governmental entity(federal, state or local)with commission of any
offenses enumerated in paragraph 19(g)2. of this certification; and,
iv. Have not within a five-year period preceding this Contract had one or more public
transactions (federal, state or local)terminated for cause or default.
E. If the Sub-Recipient is unable to certify to any of the statements in this certification, then
the Sub-Recipient shall attach an explanation to this Contract
F. In addition,the Sub-Recipient shall send to Volunteer Florida(by email or by
facsimile transmission)the completed attachment titled: "Certification Regarding
Debarment,Suspension, Ineligibility And Voluntary Exclusion"for each intended
subcontractor which Sub-Recipient plans to fund under this Contract.
G. Volunteer Florida reserves the right to unilaterally cancel this Contract if the Sub-
Recipient refuses to allow public access to all documents, papers, letters or other
material subject to the provisions of Chapter 119, Florida Statutes, which the Sub-
Recipient created or received under this Contract.Volunteer Florida shall be permitted to
inspect and monitor the records and facilities of funded projects and award recipients.
Such inspections may occur without notice at any reasonable time,which shall be
presumed to be normal business hours.
H. Volunteer Florida will not intentionally award publicly-funded contracts to any contractor
who knowingly employs unauthorized alien workers, constituting a violation of the
employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the
Immigration and Nationality Act("INA")]. Volunteer Florida shall consider the
employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the
INA. Such violation by the Sub-Recipient of the employment provisions contained in
Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Contract by
Volunteer Florida.
I. All unmanufactured and manufactured articles, materials and supplies which are acquired
for public use under this Contract must have been produced in the United States as
required under 41 U.S.C. 10a, unless it would not be in the public interest or
unreasonable in cost.
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VIII. LEGAL AUTHORIZATION.
A. The Sub-Recipient certifies that it has the legal authority to receive the funds under this
Contract and that its governing body has authorized the execution and acceptance of this
Contract. The Sub-Recipient also certifies that the undersigned person has the authority
to legally execute and bind Sub-Recipient to the terms of this Contract.
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•
I certify:that l understand:and agree that funds will only be expended for those projects outlined:in.the
funding amounts as listed above. I also certify that I understand and:agree to comply with the general:and
fiscal terms and conditions of the contract; that therehas been appropriate coordination with.affected
agencies; that.I am duly authorized to commit to these requirements;:and that all agencies involved with
this project understand that all federal funds are limited:to:the.period of performance and date stipulated
in thefunding.contract.
I certify that:1 understand and agree that once the contract has:been sent to:sub-recipient,the contract •
will be executed by December at,2018. I understand if the contract is not executedin that:time frame,
the awarded amount is considered declined and:funds returned to Volunteer Florida.
•
IN Wi, NESS WH:"EOF, the parties'hereto have executer this Contract.
SUB-RECIPIE T: •
Name and ttl :: wil y L. orales. City Manager
Date: d:
Project Title: • ERT APPROVED AS TO
FORK&LANGUAGE
Sub-Recipient:City of Miami Beach &FOR E CUTION
:Flb# 205462890000. t
c:7711k;
City Atto ey DDDo
VOLUNTEER FLO:RIDb: __•_..
PItL-
•
By; ..- ..
Name.end Title; David R.Mica, r., Chief ecutive Officer.
Date: • . • •
•
•
•
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IX. POINT OF CONTACT INFORMATION.
A. The name, address, and telephone number of the Volunteer Florida CERT Program
Manager:
Christy Rojas, CERT Program Manager
3800 Esplanade Way
Suite 180
Tallahassee, FL 32311
(850)414-7400
Christv( VolunteerFlorida.orq
Or
Ken Skalitzky, Emergency Management Director
3800 Esplanade Way
Suite 180
Tallahassee, FL 32311
(850)414-7400
Ken a(�VolunteerFlorida.orq
B. The name, address, and telephone number of the Sub-Recipient's Program Contact is:
Name:Talmage Thornhill
Address: 1700 Convention Center Drive
City, State ZIP: Miami Beach, Florida 33139
POC Work Phone#: (305)673-7510
Email Address: TalmageThornhill(amiamibeachfl.gov
C. The name, address, and telephone number of the Fiscal Contact is:
Name: Krystal Dobbins
Address: 1700 Convention Center Drive
City, State ZIP: Miami Beach, Florida 33139
POC Work Phone#: (305)673-7000 ext. 6443
Email Address: KrvstalDobbins(a,miamibeachfl.gov
CONTRACT AWARD NOTICE: THIS AWARD IS SUBJECT TO THE FINAL APPROVAL OF SUB-
RECIPIENT'S PROPOSED BUDGET BY VOLUNTEER FLORIDA.
All Terms and Conditions Included. This Sub-recipient and its attachments as referenced below
and incorporated herein contain all the terms and conditions agreed upon by the parties.
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Attachment A
PROGRAM BUDGET
I. Funding from the Emergency Management Performance Grant is intended for use by the Sub-
Recipient to perform eligible activities as identified in Notice of Funding Opportunity
(NOFO), Fiscal Year 2016 EMPG,Appendix B—FY 2016 EMPG Funding Guidelines
http://www.fema.gov/medis-librarv-data/1464196875293-
190ed88e1 b63940c87121 a3f0b97b8a5/EMPGMultiYearProoramGuidanceFinal.pdf and
programs that are consistent with 2 C.F.R. Part 200, State Rule Chapter 27P-6, Florida
Administrative Code and Chapter 252, Florida Statutes).
II. Below is a fixed budget which outlines eligible categories and their allocation under this award.
III. The transfer of funds between the categories listed in the Program Budget is not permitted,
unless approved by Volunteer Florida.
Su ARenc �
e Grant F .g yG�� yC t gor Amu Allocated
o
Training $0
FY 2019—
Emergency Exercise $0
Management Sub-Recipient
Performance Agency Equipment
Grants-CERT $5,000
Total Award $5,000
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Attachment B
SCOPE OF WORK/DELIVERABLES
Quarterly Project Timeline or Deliverable Start Date End Date Estimated
Period Description (mm/dd/yyyy) (mm/dd/yyyy) Cost
Milestones
1st Quarter 1. Execute contract while planning to 09/01/2018 11/30/2018 $0.00
purchase items for upcoming CCP
trainings. ;
2nd Quarter 2. Conduct collaborative outreach and 10/31/2018 12/31/2018 $0.00
recruitment and prepare two(2) CERT
trainings.
,3. { Purchase supplies for two(2) 11/01/2018 12/31/2018 $5,000.00
FY 2018/19 trainings.
3rd Quarter 4. Conduct Winter Training (#1) 01/01/19 02/28/2019 $0.00
5. j Conduct Spring Training (#2) 03/01/2019 04/30/2019 $0.00
4th Quarter 6. ;Conduct CERT full-scale exercise 5/1/2019 5/31/2019 $0.00
7. Submit program QSR, request for 06/01/2019 06/30/2019 $0.00
reimbursement, and closeout report.
I. PROGRAM NARRATIVE
A. Implementation plan for the program. This should include the:
i. Strategy and methodology for recruitment;
ii. Plans to utilize members in emergency situations;
iii. Any additional programmatic information specific to the program.
B. Identify the emergency management and partner organizations, or the targeted
population area whose emergency management needs will be directly benefited by
this program.
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Attachment C
ALLOWABLE COST AND ELIGIBLE ACTIVITIES
I. CATEGORIES AND ELIGIBLE ACTIVITIES
The 2016 EMPG Funding Guidance allowable costs are divided into the following categories:
training, exercise, and equipment.
A. Training
EMPG Program funds may be used for a range of emergency management-related
training activities to enhance the capabilities of local emergency management personnel
through the establishment, support, conduct, and attendance of training. Training
activities should align to a current, Multi-Year TEP developed through an annual TEPW.
Training should foster the development of a community oriented approach to emergency
management that emphasizes engagement at the community level, strengthens best
practices, and provides a path toward building sustainable resilience.
EMPG Program funds used for training should support the nationwide implementation of
NIMS. The NIMS Training Program establishes a national curriculum for NIMS and
provides information on NIMS courses; Sub-Recipients are encouraged to place
emphasis on the core competencies as defined in the NIMS Training Program. The NIMS
Training Program can be found at http://www.fema.aov/trainina-0.
For additional information on review and approval requirements for training courses
funded with preparedness grants please refer to the following policy:
htto://www.fema.aov/media-I ibrarv-
data/1115d44e06367bb89510aafbe79c1875/FINAL GPD+Training+Three+for+Free+Poli
cv 09+10+13.pdf
i. Additional types of training or training related activities include, but are not limited
to, the following:
a. Developing/enhancing systems to monitor training programs
b. Conducting all hazards emergency management training
c. Attending Emergency Management Institute (EMI)training or delivering
EMI train-the-trainer courses
d. Attending other FEMA-approved emergency management training
e. State-approved, locally-sponsored CERT training
f. Mass evacuation training at local, state, and tribal levels
g. Training focus areas for Citizen Corps and CERT for FY2019 are:
a. Damage Assessment
b. Shelters
c. Disaster Survivor Assistance
d. Emergency Operation Center Training
Allowable training-related costs include the following:
h. Funds Used to Develop, Deliver, and Evaluate Training.This includes
costs related to administering the training: planning, scheduling, facilities,
materials and supplies, reproduction of materials, and equipment.
Training should provide the opportunity to demonstrate and validate skills
learned, as well as to identify any gaps in these skills.Any training or
training gaps, including those for children and individuals with disabilities
or access and functional needs, should be identified in the Multi-year
TEP and addressed in the training cycle. Sub-recipients are encouraged
to use existing training rather than developing new courses.When
developing new courses Sub-recipients are encouraged to apply the
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Analysis Design Development and Implementation Evaluation (ADDIE)
model for instruction design.
i. Overtime and Backfill.The entire amount of overtime costs, including
payments related to backfilling personnel, which are the direct result of
attendance at FEMA and/or approved training courses and programs are
allowable. These costs are allowed only to the extent the payment for
such services is in accordance with the policies of the state or unit(s)of
local government and has the approval of the state or FEMA, whichever
is applicable. In no case is dual compensation allowable. That is, an
employee of a unit of government may not receive compensation from
their unit or agency of government AND from an award for a single
period of time (e.g., 1:00 p.m. to 5:00 p.m.), even though such work may
benefit both activities.
j. Travel.Travel costs (e.g., airfare, mileage, per diem, and hotel) are
allowable as expenses by employees who are on travel status for official
business related to approved training.
k. Hiring of Full or Part-Time Staff or Contractors/Consultants. Full or
part-time staff or contractors/consultants may be hired to support direct
training-related activities. Payment of salaries and fringe benefits must
be in accordance with the policies of the state or unit(s) of local
government and have the approval of the state or FEMA, whichever is
applicable.
I. Certification/Recertification of Instructors. Costs associated with the
certification and re-certification of instructors are allowed. States are
encouraged to follow the FEMA Instructor Quality Assurance Program to
ensure a minimum level of competency and corresponding levels of
evaluation of student learning. This is particularly important for those
courses which involve training of trainers.
B. Exercises
All EMPG-funded personnel are REQUIRED to participate in no less than three exercises
in a 12 month period.
i. Allowable exercise-related costs include:
a. Funds Used to Design, Develop, Conduct and Evaluate an Exercise.
This includes costs related to planning, meeting space and other meeting
costs, facilitation costs, materials and supplies, travel, and
documentation. Sub-Recipients are encouraged to use free public
space/locations/facilities, whenever available, prior to the rental of
space/locations/facilities. Exercises should provide the opportunity to
demonstrate and validate skills learned, as well as to identify any gaps in
these skills. Gaps identified during an exercise including those for
children and individuals with disabilities or access and functional needs,
should be identified in the AAR/IP and addressed in the exercise cycle
b. Hiring of Full or Part-Time Staff or Contractors/Consultants. Full or
part—time staff may be hired to support direct exercise activities.
Payment of salaries and fringe benefits must be in accordance with the
policies of the state or unit(s)of local government and have the approval
of the state or FEMA, whichever is applicable. The services of
contractors/consultants may also be procured to support the design,
development, conduct and evaluation of exercises.
c. Travel. Travel costs(e.g., airfare, mileage, per diem, hotel) are allowable
as expenses by employees who are on travel status for official business
related to the planning and conduct of the exercise activities.
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d. Supplies. Supplies are items that are expended or consumed during the
course of the planning and conduct of the exercise activities (e.g.,
gloves, non-sterile masks, and disposable protective equipment).
e. Implementation Homeland Security Exercise and Evaluation
Program (HSEEP).This refers to costs related to developing and
maintaining an exercise program consistent with HSEEP.
f. Food and beverages. Food and beverages may be purchased for
CERT/Citizen Corp programs only if the following request is sent to
Volunteer Florida for processing through the Division of Emergency
Management to Department of Financial Services. The request must be
made to the Division 25 days prior to the event and must include the
following:
• Exercise/Event Title
• Exercise/Event Date
• Estimated Number of Participants that will be fed
• Brief Description of exercise/event
• Copy of Exercise/Event Schedule
g. Other Items. These costs are limited to items consumed in direct
support of exercise activities such as the rental of space/locations for
planning and conducting an exercise, rental of equipment, and the
procurement of other essential nondurable goods. Sub-Recipients are
encouraged to use free public space/locations, whenever available, prior
to the rental of space/locations. Costs associated with inclusive practices
and the provision of reasonable accommodations and modifications that
facilitate full access for children and adults with disabilities are allowable.
ii. Unauthorized exercise-related costs include:
a. Reimbursement for the maintenance and/or wear and tear costs of
general use vehicles (e.g., construction vehicles)and emergency
response apparatus (e.g.,fire trucks, ambulances). The only vehicle
costs that are reimbursable are fuel/gasoline or mileage.
b. Equipment that is purchased for permanent installation and/or use,
beyond the scope of exercise conduct(e.g., electronic messaging signs)
c. Durable and non-durable goods purchased for installation and/or use
beyond the scope of exercise conduct
C. Equipment
i. Allowable equipment categories for the EMPG Program are listed on the web-
based version of the Authorized Equipment List(AEL) at
https://www.fema.gov/authorized-equipment-list. Unless otherwise stated,
equipment must meet all mandatory regulatory and/or FEMA-adopted standards
to be eligible for purchase using these funds. In addition, agencies will be
responsible for obtaining and maintaining all necessary certifications and
licenses for the requested equipment.Allowable equipment includes equipment
from the following AEL categories:
a. Personal Protective Equipment(PPE) (Category 1)
b. Information Technology(Category 4)
c. Cybersecurity Enhancement Equipment(Category 5)
d. Interoperable Communications Equipment(Category 6)
e. Detection Equipment(Category 7)
f. Power Equipment(Category 10)
g. Chemical, Biological, Radiological, Nuclear,and Explosive(CBRNE)
(Category 11)
h. CBRNE Incident Response Vehicles (Category 12)
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i. Physical Security Enhancement Equipment(Category 14)
j. CBRNE Logistical Support Equipment(Category 19)
k. Other Authorized Equipment(Category 21)
If Sub-Recipients have questions concerning the eligibility of equipment not specifically
addressed in the AEL, they should contact their CERT Program Manager for clarification.
II. MAINTENANCE AND SUSTAINMENT
A. The use of FEMA preparedness grant funds for maintenance contracts,warranties, repair
or replacement costs, upgrades, and user fees are allowable under all active grant
awards, unless otherwise noted.
EMPG Program grant funds are intended to support the Goal and fund activities and
projects that build and sustain the capabilities necessary to prevent, protect against,
mitigate the effects of, respond to, and recover from those threats that pose the greatest
risk to the security of the Nation. In order to provide Sub-Recipients the ability to meet
this objective,the policy set forth in GPD's IB 379(http://www.fema.gov/grant-programs-
directorate-information-bulletins) (Guidance to State Administrative Agencies to Expedite
the Expenditure of Certain DHS/FEMA Grant Funding) allows for the expansion of eligible
maintenance and sustainment costs, which must be in: (1) direct support of existing
capabilities; (2) must be an otherwise allowable expenditure under the applicable grant
program; (3) be tied to one of the core capabilities in the five mission areas contained
within the Goal, and (4) shareable through the EMAC.Additionally, eligible costs may
also be in support of equipment, training, and critical resources that have previously been
purchased with either federal grant funding or any other source of funding other than
DHS/FEMA preparedness grant program dollars.Additional guidance is provided in
FEMA Policy FP 205-402-125-1, Maintenance Contracts and Warranty Coverage Funded
by Preparedness Grants, located at: http://www.fema.aov/media-
library/assets/documents/32474.
B. Unallowable Costs
i. Prohibited Equipment: Grant funds may not be used for the purchase of
Prohibited Equipment. Refer to Information Bulletin 407 Use of Grant Funds for
Controlled Equipment for the complete Prohibited Equipment List. For additional
information on Prohibited Equipment see Executive Order(EO) 13688 Federal
Support for Local Law Enforcement Equipment Acquisition
(https://www.gpo.gov/fdsys/pkg/DCPD-201500033/pdf/DCPD-201500033.pdf),
and the Recommendations Pursuant to Executive Order
13688(https://www.whitehouse.gov/sites/default/files/docs/Ie equipment wq fina
I report final.pdf).
a. Expenditures for weapons systems and ammunition
b. Costs to support the hiring of sworn public safety officers for the
purposes of fulfilling traditional public safety duties or to supplant
traditional public safety positions and responsibilities
c. Expenditures for weapons systems and ammunition
d. Activities and projects unrelated to the completion and implementation of
the EMPG Program
In general, Sub-Recipients should consult with their CERT Program Manager prior to
making any investment that does not clearly meet the allowable expense criteria
established in this Guidance.
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Attachment D
REPORTS
Sub-Recipient shall provide Volunteer Florida with a quarterly financial report, and a final close-out report.
Reporting Forms are located in attachment titled: Reporting Forms and can be found at
www.VolunteerFlorida.orq/CERT
I. Quarterly financial reports are due to Volunteer Florida no later than fifteen (15) 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. Sub-recipients shall expend and
request reimbursement for: 50% of the sub-grant agreement funds no later than March 31;
and 100% of the sub-grant agreement funds no later than May 31. No later than June 30,
2019, the Sub-Recipient shall provide an annual report outlining activates and accomplishments
of the CC and CERT program.
The Sub-Recipient shall provide Volunteer Florida with full support documentation for the
quarterly financial reports. To eliminate large files and mailings,Volunteer Florida will
accept documentation via email to the VF CERT Program Manager, if desired by the Sub-
Recipient. Copies of invoices/receipts and canceled checks or general ledger for proof of
payment.-(Backup Documentation should reflect the amount requested on the Expenses Detail of
Claims form.)
A. Training Costs: Provide copies of contracts, MOUs or agreements with consultants or
sub-contractors providing services, and a copy of the agenda and sign in rosters (if using
pre populated sign in sheets they must be certified by the Emergency Management
Director verifying attendance). May also request any training materials provided.
C. Exercise Costs: Provide copies of contracts, MOUs or agreements with consultants or
sub-contractors providing services, and a copy of the agenda and sign in rosters(if using
pre populated sign in sheets they must be certified by the Emergency Management
Director verifying attendance). May also request any training materials provided.
D. Equipment Acquisition Costs:AEL#for each purchase(if applicable).
E. For travel and conferences related to EMPG activities, copies of all receipts must be
submitted (i.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. If the Sub-Recipient seeks reimbursement for travel costs that exceed
the amounts stated in section 112.061(6)(b), Florida Statutes ($6 for breakfast, $11 for
lunch, and $19 for dinner), then the Sub-Recipient must provide documentation that: The
costs are reasonable and do not exceed charges normally allowed by the Sub-Recipient
in its regular operations as a result of the Sub-Recipient's written travel policy; and
participation of the individual in the travel is necessary to the Federal award.
F. If cancelled checks are NOT available, copies of the general ledger MUST be provided.
II. Proposed Match Plan is due with the signed contract and will be used to compare with the match
portion of your close out report. If your proposed match plan changes an update should be
provided. Federal funds provided under this Contract shall be matched by the Sub-Recipient
either by Cash Match or In-Kind Match.
III. The final Close Out report is due no later than thirty(30)days after termination of this Contract.
Federal funds provided under this contract shall be matched by the Sub-Recipient either by
Cash Match or In-Kind Match from non-federal funds. Appropriate back-up/supporting
documentation needs to be provided (i.e. general ledger with highlighted matching non-
federal funds).
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Attachment E
REPORTING FORMS
E—a Invoice Worksheet page 15
E—b Program Quarterly Report page 16
E—c Receipt Justification Form page 17
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r INVOICEDATES TO _
_ PROGRAM YEAR:; October 1 2018-May 31:2019
•CURRENT QUARTERLY EXPENSES __,_
V <CERTICitizen Corps Grairogram Match CasI ogram Match In-Kiri Total
SECT[011( Paictram Operating Costs,% °<�=r. e ._.
A=Training - _
. $o.00
$0:00
$0.00
- $0.00i.
$0.00
B.Subtotal Training Expenses' ' $0.00' $0.00 •$0.00 r so_oo
B_:Exercise. . -. - _
- $0.00
- $0.00
$0.00
$0.00._,_
' - 0.'66_
C.Subtotal'Exercise`Eitpenses to.00 ' $0.00 $0.00 moo
C_Equipment
• moo__
• Sono,_
$0.o0
$0.o0
$o:oo
D.Subtotal.Equipment Expenses,' so_oo' so_oo' so_oo' $0:00
TOTAL CURRENT INVOICE'EXPENDITURES: so.00 $0.00 $0.00 Moo
QUARTER 1 TOTAL EXPENDITURES
QUARTER 2 TOTAL EXPENDITURES _
QUARTER 3 TOTAL EXPENDITURES . _
QUARTER 4 TOTAL EXPENDITURES''
CUMUL'ATIVE:EXPENDITURES` -moo r $0.00' -$0.00 moo_
AWARD AMOUNT(insert your grant amount) •$5;000.00 ........
Valance Available -- -15.409.0a, „
APPROVED BY fau st be tgpad yr s&-nedko
programl' .
Date submitted to Volunteer Florida:
. . . _1 .. . I- i ,-. - -- - _-
16 1 P a g e
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\/.011 TifQevflOrida
ReCeiPiJiistification FOrin
This from must be tilled out for each receipt you are submitting for reimbursement
Order of Su brrilislonlieqUirecifor eath receipt submitted)f
• Receijrtjtistification form• :
Copy of receipt
• Payment baclaip
Please submit all documentation in the same order as it appears on your financial rePort7Each,POrcnase
Must appear on its own line.Failure to properly fill out and submit documentation can result in
69n.P.WIPOlti
Grantee Won-nation
, Date of Purchase: Grantee flame:
Vendo.rinforinatiori
Name:
:Type of Receipt bi.),;-,61.iirine, •
Additional Info:
Description.of Ptirchase
item Unit Price Sub,-Total 'Notes
Purpose ofPiirchase and,'Description-of
ePLEA§.E.MAKE SURE ALL OF THE FOLLOWiNG IS INCLUDED:
, Receipt ED Agenda
0 =Payment.backup ,Sign in Sheets
„
certificates
if you have any:questions or need any assistance;'plege contact Christy Rojas:,
Christvgivolunteerflbricia.or0
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Attachment F
PROGRAM STATUTES AND REGULATIONS
I. Age Discrimination Act of 1975 42 U.S.C. §6101 et seq.
II. Americans with Disabilities Act of 1990 42 U.S.C. § 12101-1221
III. Chapter 473, Florida Statutes: Regulation of Professions and Occupation
IV. Chapter 215, Florida Statutes: Financial Matters: General Provisions
V. Chapter 252, Florida Statutes: Emergency Management
VI. Title VI of the Civil Rights Act of 1964 42 U.S.C. §2000 et seq.
VII. Title VIII of the Civil Rights Acts of 1968 42 U.S.C. § 3601 et seq.
VIII.Copyright notice 17 U.S.C. §§401 or 402 also Section 1004.23, Florida Statutes
IX. Assurances,Administrative Requirements and Cost Principles 2 C.F.R. Part 200
X. Debarment and Suspension Executive Orders 12549 and 12689
XI. Drug Free Workplace Act of 1988 41 U.S.C. §701 et seq.
XII. Duplication of Benefits 2 C.F.R. Part 200, Subpart E
XIII.Energy Policy and Conservation Act 42 U.S.C. §6201
XIV. False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729 also 38 U.S.C. §
3801-3812
XV.Fly America Act of 1974 49 U.S.C. §41102 also 49 U.S.C. §40118
XVI. Hotel and Motel Fire Safety Act of 1990 15 U.S.C. §2225a
XVII. Lobbying Prohibitions 31 U.S.C. § 1352 also 2 C.F.R. §200.950 also Section 216.347 Florida
Statute and Section § 1352, Title 31 US Code
XVIII. Patents and Intellectual Property Rights 35 U.S.C. §200 et seq.
XIX. Title IX of the Education Amendments of 1972 (Equal Opportunity in Education Act) U.S.C. §
1681 et seq.
XX.Trafficking Victims Protection Act.of 2000 22 U.S.C. § 7104
XXI. Rehabilitation Act of 1973 Section 504, .29 U.S.C. §794
XXII. USA Patriot Act of 2001 18 U.S.C. § 175-172c
XXIII. Whistleblower Protection Act 10 U.S.C. §2409, 41 US.C. 4712, and 10 U.S.C. §
XXIV. 2324, 41 U.S.C. §§4304 and 4310
XXV. Rule Chapters 27P-6, 27P-11 , and 27P-19, Florida Administrative Code
XXVI. 2 C.F.R. Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards
XXVII. To the extent that 2 C.F.R. Part 200 supersedes any provision outlined above, 2 C.F.R. Part
200 shall apply
XXVIII. Contracting with Small and Minority Businesses,Women's Business, and Labor Surplus 2
C.F.R. §200.321
•
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Attachment G
Certification Regarding
Debarment,Suspension, Ineligibility
-And Voluntary Exclusion
Subcontractor Covered Transactions
(1) The prospective subcontractor of the Sub-Recipient,
certifies, by submission of this document,that neither it nor its principals is presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in
this transaction by any Federal department or agency.
(2) Where the Sub-Recipient's subcontractor is unable to certify to the above statement, the
prospective subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
By: City of Miami
Beach
Signature Sub-Recipient's
Name
Name and Title Street Address
Street Address Date
City, State, Zip
Date
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Attachment H
Criminal History Check Status Form
Each sub grant agreement shall require the awardee to certify that every volunteer who is a
part of an Official Citizen Corps or CERT Program funded through this Agreement has
successfully passed a level 2 background screening, prior to deployment in an emergency or
disaster.
This Criminal History Check Status Form must be completed and submitted to the VF
Volunteer Services department within 60 days of the program start date. Florida Department
of Law Enforcement state criminal history checks and National Sex Offender Public Registry
(NSOPR) checks must be completed prior to any staff serving with or without accompaniment.
Failure to submit this form may result in withholding of additional funds, or the requirement to
reimburse already disbursed grant funds.
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National Sex Offender Public Registry: https://www.nsopw.gov/
Florida Department of Law Enforcement Criminal History Information:
https://web.fdle.state.fl.us/search/app/default?0, or
https://web.fdle.state.fl.us/search/app/memorandum?4
Lead Organization:
Cts n mkaon c h
Program Name:
(I\ICpml CRI
Program Start Date:
t 6 lgOkg
mmV1 t.• raes , certify compliance with all applicable requirements,
policies, regulations, and laws that apply to Florida Criminal History Background Check. I
understand that providing any misrepresentation or false information could result in the
Commission recouping any costs associated with the entity, individual, including travel costs,
trainint expenses, e"«.
1111111101 C n Yis ,iLh
Signatuu• Organization Date
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