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City of Tamarac Resolution R-2017-085
Temp. Reso # 12982 —August 7, 2017 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2017 -�� A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA ACCEPTING AN EMERGENCY MEDICAL SERVICES GRANT IN THE AMOUNT OF $48,096 FROM THE FLORIDA DEPARTMENT OF HEALTH, BUREAU OF EMERGENCY MEDICAL SERVICES; AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE AN AGREEMENT BETWEEN THE FLORIDA DEPARTMENT OF HEALTH AND THE CITY OF TAMARAC FOR GRANT FUNDING IN THE AMOUNT OF $48,096 PLUS A 25% MATCH IN LOCAL FUNDS FOR THE PURCHASE AND INSTALLATION OF MOBILE DATA TERMINALS AND ELECTRONIC TABLETS FOR TAMARAC FIRE RESCUE; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, The City of Tamarac has provided high quality emergency medical services, including emergency medical transportation, to the community since 1996; and WHEREAS, the City Commission desires to improve response times, patient transfer and transport in emergency situations in the City of Tamarac and neighboring cities through the use of mobile data terminals (MDTs) and electronic tablets to improve patient and first responder safety; and WHEREAS, City staff applied for and was awarded a Florida Department of Health, Bureau of Emergency Medical Services (EMS) matching grant to purchase three MDT's and 12 electronic tablets to be installed on Tamarac Fire Rescue vehicles as indicated in the May 19, 2017 correspondence from the Florida Department of Health attached hereto as Exhibit A which is incorporated herein by this reference; and WHEREAS, the EMS grant program requires and the City is willing to provide a 25 percent match of $16,032 in local funds through the CIP budget of the project; and Temp. Reso # 12982 —August 7, 2017 Page 2 WHEREAS, Resolution R-2017-33 approved the acquisition of 12 Panasonic Toughbook tablets and 12 docking stations in April 2017 via a lease financing program through Lenovo Financial Services is attached hereto as Exhibit B which is incorporated herein by this reference; and WHEREAS, subsequent to approval of the above referenced lease financing program, the City received notice of this EMS grant award for the purchase of MDTs and tablets, and WHEREAS, the lease agreement with Lenovo Financial Services was cancelled as indicated in the July 24, 2017 correspondence from City staff and attached hereto as Exhibit C which is incorporated herein by this reference; and WHEREAS, Office Depot, the supplier of the hardware, agreed to sell the tablets to the City at the originally proposed cost as indicated in the Office Depot quote attached hereto as Exhibit D which is incorporated herein by this reference; and WHEREAS, MDTs are also available for purchase and the City received a quote through CDW-G, an information technology vendor and support company which is attached hereto as Exhibit E and is incorporated herein by this reference; and WHEREAS, the tablets and MDTs supplied through Office Depot and CDW-G respectively shall be purchased through the National IPA national consortium, which the City of Tamarac is a member; and WHEREAS, Office Depot also registered with the SE Florida Governmental Purchasing Cooperative Agreement, which the City of Tamarac is the lead agency, and WHEREAS, because both CDW-G and Office Depot are registered with consortium and cooperative groups for which the City of Tamarac is a member, no additional competitive process is required; and Temp. Reso # 12982 — August 7, 2017 Page 3 WHEREAS, pursuant to the terms of this grant, the grant application is considered as the grant agreement upon award as indicated in the aforementioned May 2017 Florida Department of Health correspondence; and WHEREAS, the Director of Financial Services and Tamarac Fire Chief recommend acceptance of these grant funds and execution of the grant agreement pending legal review between the Florida Department of Health and the City of Tamarac to purchase MDTs and electronic tablets to be installed on Tamarac Fire Rescue vehicles in the amount of $48,096 and is attached along with the EMS grant guidelines hereto as Exhibit F which is incorporated herein by this reference; and WHEREAS, the City Commission of the City of Tamarac deems it to be in the best interest of the citizens and residents of the City of Tamarac to accept EMS grant funding and to execute the EMS grant agreement in the amount of $48,096 and provide a 25 percent match of $16,032 in local funds for MDTs and tablets for Tamarac Fire Rescue. WHEREAS, the City Commission of the City of Tamarac deems it to be in the best interest of the citizens and residents of the City of Tamarac to utilize the above referenced EMS grant funds and apply them toward reimbursement for the purchase of MDTs and tablets to enhance the safety of first responders and overall care afforded to our patients. NOW THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA- SECTION 1: The foregoing "WHEREAS" clauses are HEREBY ratified and confirmed as being true and correct and are HEREBY made a specific part of this Resolution. All Exhibits attached HERETO are expressly incorporated HEREIN and made a part hereof. '1 Temp. Reso # 12982 — August 7, 2017 Page 4 SECTION 2: The City Commission of the City of Tamarac HEREBY accepts the award of $48,096 from the Florida Department of Health, Bureau of Emergency Medical Services and ratifies the grant application which serves as the official grant agreement. SECTION 3: The appropriate City Officials are HEREBY authorized to accept the Emergency Medical Services (EMS) grant agreement between the City of Tamarac and the Florida Department of Health in the amount of $48,096, providing for the required 25% match of $16,032 in local funds for the purchase of mobile data terminals (MDTs) and tablets. SECTION 4: The appropriate City Officials are HEREBY authorized to utilize these EMS grant funds and apply them toward reimbursement for the purchase of MDTs and tablets for Tamarac Fire Rescue. SECTION 5: The appropriate City officials are HEREBY authorized to purchase the MDTs and tablets from Office Depot and CDW-G through the National IPA/SE Florida Governmental Purchasing Cooperative Agreement for which the City of Tamarac is the lead agency, and therefore no additional competitive process is required. SECTION 6: An appropriation for the receipt and expenditure for this grant will be included in a budget amendment prior to November 30, 2017 pursuant to F.S. 166.241(2). SECTION 7: All Resolutions or parts of Resolutions in conflict herewith are HEREBY repealed to the extent of such conflict. SECTION 8: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. Temp. Reso # 12982 —August 7, 2017 Page 5 G 7 C SECTION 9: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this day of&46ot2017., DEBRA PLACKO VICE MAYOR ATTEST: PATRICIA TEUFELfIVIC CITY CLERK I HEREBY CERTIFY THAT I HAVE APPROVED THIS RESOLUTION AS TO FORM WWORT21 CITY ATTORNEY RECORD OF COMMISSION VOTE: MAYOR DRESSLER w-7--tle DIST 1: COMM. BOLTON �4 DIST 2: COMM. GOMEZ DIST 3: COMM. FISHMAN y DIST 4: VICE MAYOR PLACKO Exhibit A Mission: To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts. Michael C. Cernech, City Manager City of Tamarac 7525 Northwest 88th Avenue Tamarac, Florida 33321 Dear Mr. Cernech: FIQrda HEALTH Vision: To be the Healthiest State in the Nation May 19, 2017 Rick Scott Governor Celeste Philip, MD, MPH Surgeon General and Secretary The Department of Health is pleased to award an Emergency Medical Services (EMS) Matching Grant, ID Code M5069, in the amount of $48,096.00, to City of Tamarac. This grant program is funded through the Florida Department of Health, EMS Trust Fund. There are no federal funds involved. The purpose of this grant is to improve and expand EMS by assisting your organization in the purchase of three new mobile data terminals (MDTs) and new tablet computers. The grant begins the date of this letter and ends June 30, 2018. Your required local cash match is $16,032.00, with a total budget of $64,128.00. You are required to report grant activities and purchases to the state pursuant to section 401.113(2)(b), Florida Statutes, and in compliance with the Florida Catalog of State Financial Assistance, number 64.003. The reports are due the third week of November 2017, March 2018, and July 2018. Your signed grant application affirms you have read, understand and will comply with the conditions and requirements in the `Florida EMS Matching Grant Program Application Packet, December 2008." You may obtain a copy of the grant application packet from your identified contact person. Thank you for your participation in the state EMS grant program. If you need assistance, please contact the Bureau of Emergency Medical Oversight, Emergency Medical Services Section, Health Services and Facilities Consultant, Alan Van Lewen at (850) 245-4440, extension 2734. CED/avl cc: Michael Gresek, Grants Administrator Florida Department of Health Division of Emergency Preparedness and Community Support Bureau of Emergency Medical Oversight 4052 Bald Cypress Way, Bin A-22 • Tallahassee, FL 32399-1722 PHONE: 850/24541440 • FAX: 850/24541378 FloridaHealth.gov Sincerely, Cindy E. Dick, MBA, CPM Interim Division Director Emergency Preparedness and Community Support Accredited Health Department Public Health Accreditation Board Temp. Reso # 12934 April 3, 2017 Page 1 Revised 4/11 /17 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2017- A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE A NEW SCHEDULE TO OUR EXISTING MASTER STATE & LOCAL GOVERNMENT LEASE AGREEMENT WITH LENOVO FINANCIAL SERVICES TO LEASE TWELVE (12) PANASONIC TOUGHBOOK TABLETS AND TWELVE (12) DOCKING STATIONS FOR THREE (3) YEARS AT AN ANNUAL COST OF $13,336.16 FOR A TOTAL COST OF $40,008A8 AT THE END OF THREE YEARS, PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, technology is one of the key components for efficient delivery of City services, and WHEREAS, rugged laptops are utilized in the Fire Rescue Department to manage the electronic patient care records; and WHEREAS, these units are carried on to all emergency calls and subjected to harsh conditions; and WHEREAS, current Panasonic Toughbooks are over four years old and experiencing frequent breakdowns; and WHEREAS, these tablets are essential in the performance of Fire Rescue Department operations; and WHEREAS, we requested and received three quotes from vendors attached hereto as Exhibits 1, 2,3 and tabulated below: 1 Temp. Reso # 12934 April 3, 2017 Page 2 Revised 4/11/17 Panasonic Toughbook Tablet and Docking Station Quantity Total Office Depot $3,600.44 12 $43,205.28 Southern Computer $3,970.71 12 $47,648.52 Warehouse Insight Public $4,014.90 12 $48,178.80 Sector and WHEREAS, Office Depot provided the lowest cost for the requested equipment; and WHEREAS, Resolution R-2017-12 attached hereto as Exhibit 4 approved a Master Lease Agreement with Lenovo Financial Services; and WHEREAS, the Director of Financial Services and the Director of IT recommend that the leasing of the new Panasonic Toughbooks and docking stations based on the Office Depot quote be added to the Lenovo Financial Services Master Lease Agreement as a new Schedule (Schedule # 1438225) attached hereto as Exhibit 5 in the amount of $13,336.16 per year for three (3) year Fair Market Value (FMV) lease for a total cost of $40,008.48 at the end of the lease term; and WHEREAS, Insurance, indemnification and other miscellaneous concerns in the schedule are addressed by Lenovo Financial Services with an Addendum to Master Lease Agreement that applies to all current and future schedules attached hereto as Exhibit 6; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interests of the citizens and residents of the City of Tamarac to approve Schedule # 1438225 to Lenovo Financial Services Master Lease Agreement to lease 12 Panasonic Temp. Reso # 12934 April 3, 2017 Page 3 Revised 4/11/17 Toughbook tablets and docking stations for three years at an annual cost of $13,336.16 for a total cost of $40,008.48 at the end of the three-year lease term. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: That the foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. All exhibits referenced herein are incorporated and made a specific part of this resolution. SECTION 2: The City Commission approves the Schedule # 1438225 to Master Lease Agreement with Lenovo Financial Services and authorize the appropriate City Officials to execute the necessary documents to lease 12 Panasonic Toughbooks and docking stations for three years at an annual cost of $13,336.16 for a total cost of $40,008.48. SECTION 3: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. Temp. Reso # 12934 April 3, 2017 Page 4 Revised 4/11/17 SECTION 5: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this 1o� day of ' zf , 2017. HARRY DRESSLER MAYOR ATTEST: PATRICIA .' CITY CLERK RECORD OF COMMISSION VOTE MAYOR DRESSLER DIST 1: COMM. BOLTON DIST 2: COMM. GOMEZ DIST I COMM. FISHMAN fW-0 DIST 4: VICE MAYOR PLACKO J I HEREBY CERTIFY THAT I HAVE APPROVED THIS RESOLUTION AS TO FORM fLSAMUEL S. GOREN r, CITY ATTORNEY J 1 n Fx i Office Depot 6600 North Military Trail Boca Raton, Florida 33496 United States http://Business.officedepot.com (P) 1-800-463-3768 Date Expiration Mar 24, 2017 08:46 Date PM EDT 2017-03-30 Doc # 37357 - rev 1 of 1 Description City of Tamarac - Toughbooks SalesRep i Pastirik, Lisa (P) 732-330-4810 Customer Contact Customer Bill To Ship To City of Tamarac (25877027) City of Tamarac City of Tamarac Tamarac, FL United States Tamarac, FL Tamarac, FL United States United States Customer PO: Terms: Ship Via: Undefined UPS Ground Special Instructions: Carrier Account #: Image 1 Description Panasonic Toughbook 20 Part CF-20C5- Tax Qty Unit Price No 12 $2,894.20 Total $34,730.40 Tablet- with keyboard dock- Core m5 6Y57 / 1.1 GHz - Win 10 Pro 01VM - 8 GB RAM - 256 GB SSD - 10.1" IPS touchscreen 1920 x 1200 - HD Graphics 515 - Wi-li, Bluetooth - 4G - rugged 2 VEHICLE DOCK CF- No 12 $706.24 $8,474.88 NO PASS FOR CF-20 KEYED ALIKE CDS20VM02 3 CAR ADAPTER F/TOUGHBOOKS PCS CF-LNDDC120 No 12 $105.36 $1,264.32 LIND 120W 12 32 VOLT INPUT 4 FRONTLINE DEPLOYMENT SERVICE CF- No 12 $202.06 $2,424.72 S09TFMFDSVC 5 ROTATING HAND STRAP FOR CF-20 MK1 CF VST2011U No 12 $65.63 $787.56 6 SPARE BATTERY FOR CF-20 MK1 CF VZSUOQW No 12 $110.05 $1,320.60 These prices do NOT include applicable taxes, insurance, shipping, delivery, setup fees, or any cables or cabling services or material unless specifically listed above. All prices are subject to change without notice. Supply subject to availability. This quote is subject to Office Depots Standard Terms and Conditions. Subtotal: $49,002.48 Tax (0.000%): $0.00 Shipping: $0.00 Total: $49,002.48 WWIConventional Products UAWAVO n O"I PP6 Sold to: Levent Sucuoglu City of Tamarac FL 7525 Northwest 88th Avenue Room108 Tamarac, Florida, 33321 United States T: 000-000-0000 levent@tamarac.org Southern Computer Warehouse 1395 S. Marietta Parkway I Building 300-106 Marietta, GA 30067 (P) 877-468-6729 (F)770-579-8937 SCW.com Ship to: Levent Sucuoglu City of Tamarac FL 7525 Northwest 88th Avenue Room108 Tamarac, Florida, 33321 United States T:000-000-0000 levent@tamarac.org Payment Method I Shipping Method: No Payment Information Required PO #: (Total Shipping Charges 0.00) # Products SKU Price Qty Subtotal 1 Panasonic Toughbook CF-20C5-01VM 10.1" Touchscreen (In -plane PAN-CF-20C5-01VM 3272.58 12 39270.96 Switching (IPS) Technology) 2 in 1 Netbook - Intel Core M (6th Gen) m5-6Y57 Dual -core (2 Core) 1.10 GHz - Hybrid CF-2005-01 VM Pricing includes an instant rebate and is only valid until 04/19/17 while supplies last. 2 Panasonic CF-20 Notebook Vehicle Dock CF-CDS20VM02 Pricing includes an instant rebate and is only valid until 04/19/17 while supplies last. 3 Panasonic CF-LNDDC120 Auto Adapter CF-LNDDC120 Pricing includes an instant rebate and is only valid until 04/19/17 while supplies last. PAN-CF-COS20VM02 698.13 12 8377,56 PAN-CF-LNDDC120 104.95 12 1259.40 # Products SKU Price Qty Subtotal 4 CF-SO9TFMFDSVC PAN-CF-SO9TFMFDSV 199.67 12 2396.04 C Pricing includes an instant rebate and is only valid until 04/19/17 while supplies last. 5 Panasonic Hand Strap CF-VST2011 U Pricing includes an instant rebate and is only valid until 04/19/17 while supplies last. 6 Panasonic Battery for CF-20 Mkt CF-VZSUOQW Pricing includes an instant rebate and is only valid until 04/19/17 while supplies last. PAN-CF-VST2011U 62.05 PAN-CF-VZSUOQW 108.33 Thank you for your quote. We value your business and will continue to provide you excellent service in addition to our comprehensive product line. All returns must be authorized and clearly marked with a valid RMA number. Returns are subject to restock fees when applicable. Quotes are valid for 30-days unless otherwise noted. Camille Salmon camille.salmon@scw.com Southern Computer Warehouse 1395 S. Marietta Parkway I Building 300-106 Marietta, GA 30067 (P) 877-468-6729 (F) 770-579-8937 IIVA 12 Subtotal: Shipping Tax: Grand Total (Intl. Tax): 0 744.60 1299.96 53348.52 0 0 53348.52 C ()(3 •1- Insight.• PUBLIC SECTOR SOLD -TO PARTY 10318704 TAMARAC - PUBLIC SAFETY ACCT 7525 NW 88TH AVE TAMARAC FL 33321-2401 SHIP -TO PARTY TAMARAC - PUBLIC SAFETY ACCT 7525 NW 88TH AVE TAMARAC FL 33321-2401 We deliver according to the following terms: Payment Terms : Credit Card INSIGHT PUBLIC SECTOR SLED Page 1 of 2 6820 S HARL AVE TEMPE AZ 85283-4318 Tel: 800-467-4448 Quotation Quotation Number : 218830725 Document Date : 29-MAR-2017 PO Number PO Release Sales Rep Ricardo Pryor Email RICARDO.PRYOR@INSIGHT.COM Telephone 8004674448 Ship Via : Insight Assigned Carrier/Ground Terms of Delivery FOB DESTINATION Currency USD In order for Insight to accept Purchase Orders against this contract and honor the prices on this quote, your agency must be registered with U.S. Communities. Our sales teams would be happy to assist you with your registration. Please contact them for assistance -- the registration process takes less than five minutes. Material Material Description Quantity Unit Price Extentleo Price CF-20C5-01VM Panasonic Toughbook 20 - 10.1" - Core m5 6Y57 12 3,294.32 39,531.84 - 8 GB RAM - 256 GB SSD U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400006644) List Price: 4268.99 Discount %: 22.83% CF-CDS20VM02 Panasonic CF-CDS20VM02 - port replicator 12 720.58 8,646.96 U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400006644) List Price: 949.99 Discount %: 24.15% CF-LNDDC120 LIND PA1580-1642 - power adapter - car - 120 Watt U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400006644) List Price: 137.99 Discount %: 20.89% CF-S09TFMFDSVC FRONTLINE DEPLOY SVC U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400006644) List Price: 300.21 Discount %: 31,70% CF-VST2011 U Panasonic CF-VST2011 U - hand strap U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400006644) List Price: 94.99 Discount %: 32.11% CF-VZSUOQW Panasonic CF-VZSUOQW - notebook battery U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400006644) List Price: 137.99 Discount %: 17.78% 12 12 12 12 109.17 1,310.04 205.05 2,460.60 64.49 773.88 113.45 1,361.40 1= Insight.' RBBLIt SEUOR Quotation Number 218830725 Document Date 29-MAR-2017 Page 2 of 2 Product Subtotal 51,624.12 Services Subtotal 2,460.60 TAX 0.00 Total 54,084.72 Thank you for considering Insight. Please contact us with any questions or for additional information about Insight's complete IT solution offering. Sincerely, Ricardo Pryor 8004674448 RICARDO.PRYOR@lNSIGHT.COM Fax 4807607266 U.S. Communities IT Products, Services and Solutions Contract No. 4400006644 Insight Public Sector (IPS) is proud to be a contract holder for the U.S. Communities Technology Products, Services, Solutions & Related Products and Services Contract. This competitively solicited contract is available to participating agencies of the U.S. Communities Government Purchasing Alliance. U.S. Communities assists local and state government agencies, school districts (K-12), higher education, and nonprofits in reducing the cost of purchased goods by pooling the purchasing power of public agencies nationwide. This is an optional use program with no minimum volume requirements and no cost to agencies to participate. Thanks for choosing Insight! Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial options. This purchase is subject to Insight's online Terms of Sale unless you have a separate purchase agreement signed by both your company and Insight, in which case, that separate agreement will govern. Insight's online Terms of Sale can be found at: http://www.insicht.com/en US/help/terms-of-sale-products-ips. html 1 Temp. Reso # 12895 Jan 24, 2017 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2017-1A A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE A MASTER LEASE AGREEMENT WITH LENOVO FINANCIAL SERVICES TO LEASE TWO HUNDRED AND TWENTY-TWO (222) DESKTOPS AND LAPTOPS FOR THREE (3) YEARS AT AN ANNUAL COST OF $71,883.00 FOR A TOTAL COST OF $215,649 AT THE END OF THREE YEARS; AUTHORIZE THE ACQUISTION OF THREE HUNDRED AND TWENTY-SEVEN (327) MONITORS FROM LENOVO AT A COST NOT TO EXCEED $68,663, PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, technology is one of the key components for efficient delivery of City services, and WHEREAS, a desktop or a laptop is often how our employees access to a variety of technologies available to perform the daily City functions and to deliver our services; and WHEREAS, hardware and software needs to be updated to ensure continuity of services and to remain compatible with the internal and external systems; and WHEREAS, The City is in the process of deploying Microsoft Office 365 and Microsoft Windows 10 throughout the City; and ' WHEREAS, two hundred and twenty-two (222) desktops and laptops have been identified that are five to six years old that cannot accommodate the new software and need to be replaced; and Temp. Reso # 12895 Jan 24, 2017 Page 2 WHEREAS, we requested and received three quotes from vendors attached hereto as Exhibits 2, 3 and 4 and tabulated below: and Annual Lease Rates - 3 Year Term Company Lenovo Financial Services HP Enterprise Financial Services Dell Financial Services Cost/Cash Price for Annual Total Equipment Payment Payment $ 236, 920.67 $ 71, 883.00 $ 215, 649.00 $ 255, 328.00 $ 76, 550.00 $ 229, 650.00 $ 262,127.00 $ 81, 327.82 $ 243, 981.00 WHEREAS, Lenovo Financial Services provided the most favorable quote at $71,883.00 per year for three years; and WHEREAS, the PCs are covered under Lenovo warranty for the duration of the lease and returned to Lenovo at the end of the lease period; and WHEREAS, Lenovo Financial Services requires a Master State & Local Government Lease Agreement attached hereto as Exhibit 5 be approved prior to the leasing of the PCs; and WHEREAS, three hundred and twenty-seven (327) monitors in various sizes are needed to match the proposed PCs; and 1 1 Temp. Reso # 12895 Jan 24, 2017 Page 3 WHEREAS, monitors have a much longer useful life than computer equipment that it makes sense to purchase them separately from the leased equipment; and WHEREAS, proposals were received from Dell, HP and Lenovo and only Lenovo monitors met the required specifications; and WHEREAS, Lenovo proposed three hundred and three (303) monitors in sizes 24, 27 and 32 inches at a cost of $62,083 as shown in quote attached hereto as Exhibit 6; and WHEREAS, twenty-four (24) monitors were purchased from Lenovo in advance at a cost of $6,580 as shown in Purchase Order 200398 dated November 28, 2016 attached ' hereto as Exhibit 7; and WHEREAS, the Director of Financial Services and the Director of IT recommend approval of the Master State & Local Government Lease Agreement from Lenovo Financial Services and the purchase of three hundred and three (303) monitors from Lenovo-,and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interests of the citizens and residents of the City of Tamarac to approve the Master State & Local Government Lease Agreement with Lenovo Financial Services to lease 222 PCs for three years at an annual cost of $71,883.00 for a total cost of - and the $215,649.00 at the end of the three-year {ease term purchase of three hundred t and twenty-seven (327) monitors from Lenovo under NASPO Value -Point (Florida) Temp. Reso # 12895 Jan 24, 2017 Page 4 Contract #43211500-WSCA-15-ACS at a cost not to exceed $68,663, including twenty-four ' (24) monitors purchased in November 2016 in the amount of $6,580. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: That the foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. All exhibits referenced herein are incorporated and made a specific part of this resolution. SECTION 2: The City Commission approves the Master State & Local Government Lease Agreement and the appropriate City Officials are hereby authorized to execute the Master State & Local Government Lease Agreement with Lenovo Financial Services to lease 222 PCs for three years at an annual cost of $71,883.00 for a total cost of $215,649. SECTION 3: The City Commission approves the purchase of three hundred and twenty-seven (327) monitors from Lenovo under NASPO Value Point (Florida) Contract #43211500-WSCA-15-ACS at a cost not to exceed $68,663, including twenty-four (24) monitors purchased in November 2016 in the amount of $6,580_ SECTION 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. 11 Temp. Reso # 12895 Jan 24, 2017 Page 5 SECTION 5: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 6: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this ATTEST: PATRICIA TEUF L, CMC CITY CLERK I HEREBY CERTIFY THAT I HAVE APPROVED THIS RESOLUTION AS TO FORM SA UEL S. GOR CITY ATTORNE day o�L�GCQ�C 2017. RAPAY DRESSLER MAYOR RECORD OF COMMISSION VOTE: MAYOR DRESSLER DIST 1: COMM. BOLTON DIST 2: COMM. GOMEZ DIST 3: COMM. FISHMAN DIST 4: VICE MAYOR PLACKO uv, September 2, 2016 City of Tamarac PC Replacement Program Terms and Conditions — COT Supplement Warranty • Next business day on -site warranty for the duration of the lease option • Accidental damage protection (laptops, tablets, hybrids) for the duration of the lease Hardware • 17 or better • 16 GB RAM (32 for workstations) • GB NiC • Wireless Adapters (N,G,AC) • GOBI Chip for Laptops, tablets, hybrids • 13 inch to 14 inch screen size for laptops / tablets • Touch screen for laptops / tablets • Desktop mounting kit behind the monitor • Docking station with charging, turn on / off, three monitor support Software • Windows 10 Home License (Not installed) • City of Tamarac provided image to be installed �I Financial Lenovai vis Budgetary Finance Proposal To: City of Tamarac From: Diane Orr -Fisher Date: January 19, 2017 Lenovo Financial Services (LFS) is pleased to propose the following equipment financing solution for City of Tamarac. I would be delighted to discuss with you in greater detail how LFS can assist you in creating a sustainable refresh plan for your IT equipment. LFS is uniquely qualified to support and manage opportunities with customized and integrated processes that complement or work in parallel with Lenovo and your business partner. Some benefits you may enjoy when financing with us are: • Total Life -Cycle Management— We offer life -cycle management of your technology assets from acquisition to disposition allowing your organization to always have the most current technology at the lowest cost. LFS will work with your supplier to ensure a seamless procurement process. • Lower Upfront Costs — 100% financing reduces deployment costs, providing your company with an ability to acquire the IT assets you need today without impacting cash flow. In addition to preserving working capital and keeping credit lines intact, using an LFS finance solution allows a quicker ROI. • Ability to Bundle Costs— LFS offers you the option of financing your entire IT solution including, hardware, software, and business partner services into one transaction. • Protection Against Advancing Technology— Financing through LFS allows you to utilize the latest technological advances with minimal financial impact or risk. Depending upon the lease structure selected you can add -on or upgrade during the term of the contract, or you can choose to return, extend or purchase the assets at the end of the contact. • Premier Client/Optional Services — These services are available to major accounts that typically feature an extensive number of assets in multiple locations. We assign a dedicated specialist to serve you during the life of the relationship. Your specialist develops a deep understanding of your invoice and payment requirements as well as other unique elements of your transaction. LFS welcomes the opportunity to discuss optional services such as "pack and ship" and data scrubbing with certification. • Quality Digital Solutions — QDS is our online customer portal allowing you 24f7 access to manage your IT financed assets. From this site you can manage your entire portfolio of lease schedules and contract information. Lenovo Financial Services quote parameters for this opportunity are as follows: Lessee: City of Tamarac Lessor: Lenovo Financial Services ("LFS") Equipment: See Lenovo's equipment response and below Equipment Cost: See below Term: 36 month, Fair Market Value Lease options, 15' payment due 30 days from lease commencement. Three year option FMV annual payments Equipment Cost FMV 3 year Annual payment 131 - M700 $ 79,169.85 $ 23,704 84 -X1 Yoga $ 136,458.00 $ 41,702 4 - P310 $ 5,042.00 $ 1,510 2 - P70 $ 3,897.00 $ 1,191 2 — WS Dock $ 389.98 $ 119 131 Mounting Kit $ 2,749.69 $ 841 85 Onelink Dock $ 7,649.15 $ 2,338 1 —X1 Yoga $ 1,565 $ 478 Implicit rate on this quote is -8.2% FMV Purchase Option: At the end of the lease term, provided all obligations have been met, you may exercise one of the following options: 1) Return some or all of the equipment to LFS, or 2) Purchase some or all of the units for the then Fair Market Value as defined in the MLA, or 3) Renew some or all, of the units for a fixed term at the Fair Market Value renewal rate. Credit Conditions: This quote is subject to final credit approval and assumes agreement to and approval of lease documentation by LFS including, but not limited to a Master Lease Agreement and any other associated documentation reasonably required by LFS. Pricing Conditions: The rate factor used to determine the payment provided in your quote, and on this Lease, is valid for 30 days from the date the quote was issued. Between the 30th and 90th day, the rate factor used in establishing your payment may change if the like term swap rates move by more than 25 basis points from the like term swap rate in effect on the date your quote was issued. LFS reserves the right to re- price this transaction in the event of a major dislocation in the financial markets or after 90 days past the quote date. Rates provided are subject to LFS' final credit, equipment/soft-cost configuration, and documentation review and approval_ Legal Opinion Lessee will be required to provide an attorney's opinion for this transaction to certify, among other things, that the transaction (and the related documentation) has been duly authorized, executed, delivered, and that it constitutes a legal, valid, and binding obligation in accordance with its terms. Non -Appropriation The financing or lease will be subject to termination in subsequent fiscal years if sufficient funds are not appropriated and budgeted or are not otherwise available to continue making payments for the equipment or other services performing similar functions and services This document is not intended to be a binding agreement to the parties with respect to the subject matter hereof. A binding agreement will not occur unless and until all necessary corporate approvals have been obtained and the parties have negotiated, approved, executed and delivered definitive agreements. Until execution and delivery all definitive agreements, the parties shall each have the absolute right to terminate all negotiations for any reason without liability or obligation. LFS trusts you will find the above proposal acceptable to your specific financing needs. Please let me know if you would like us to present alternative terms and pricing that may better suit your requirements. Diane Orr -Fisher Regional Finance Manager Lenovo Financial Services Email: diane.orr-fisherna.lenovofs.com Hewlett Packard Enterprise Financial Services 0 AnHCompany 200 Connell Drive Co Berkeley Heights, NJ, 07922 Jantmry23; 2017 www.hv.com Hewlett Packard Enterprise Financial Services Company "HPEFS" is pleased to provide City of Tamarac, FL with the following proposal for a possible lease/financing transaction with HPEFS subject to the terms of this letter. Lessor. Hewlett Packard Enterprise Financial Services Company Lessee: City of Tamarac, FL SupplierNendor. Lease Plart/Type: Fair Market Value (FMV) Lease Term/Term (in months): 36 months • see payment structures below Equipment: See attached equipment list Payment Structure: Cost/Cash Price Payment Factor Payment Amount Rate dal Payments 36 Monthly - Quote 31107 Rev. 1 $255,328 0.02563 $6,544 -5.15% $235,571 3 annual - Quote 31107 Rev- 1 $255,328 0.29981 $76,550 -9.74% $229,650 The Payment factors) and Payment Amounts) above are based on the Products, Product mix and CostlCash Price in the attached equipment list. These will be subject to change if quote Quote Expiration: The pricing set forth in this proposal shall expire as of 3/31/2017 Net Lease: Lessee shall be responsible for any and all taxes , tees, maintenance, insurance, registration and other fees and charges relating to the purchase, lease, ownership, possession and use of the Equipment. End of Lease Term Options: FMV Purchase Option (applicable only if Lease Plan above is FMV purchase option)' Upon expiration of the original FMV lease term, Lessee may exercise the following options: a) Continue to lease on a month -to -month basis b) Renew and extend lease at a reduced rate c) Request a Fair Market Value buyout from HPEFS d) Return the equipment to HPEFS Documentation' All documentation to be provided by HPEFS, and is subject to the parties' agreement on mutually acceptable terms and conditions. Confidentiality: This letter is delivered to you with the understanding that neither this letter nor its substance shall be disclosed by Lessee to any third party. Basis of Proposal: This letter is a proposal for discussion purposes only and does not represent either an offer or a commitment of any kind on the part of HPEFS. It does not purport to be inclusive of all terms and conditions that will apply to a leasing transaction between us. Neither parry to the proposed transaction shall be under any legal obligation whatsoever until, among other things. HPEFS has obtained all required internal approvals (including credit approvals) and both parties have agreed upon all essential terms of the proposed transaction and executed mutually acceptable definitive written documentation. This proposal can be modified or withdrawn by HPEFS at any time. Either party may terminate discussions and negotiations regarding a possible transaction at any time, without cause and without any liability whatsoever. Expiration Date: It HPEFS does not receive this proposal letter executed by City of Tamarac, FL, by the 15th of the prior month, same year, from the above Rate Expriration date, this proposal letter shall expire and will no longer be effective unless extended by HPEFS. HPEFS trusts you find the above proposal acceptable to your needs. If you have any questions concerning the proposal please contact me. In addition, please let me know it you would like us to present alternative terms and pricing that may better suit your needs. Sincerely, HEWLETT PACKARD ENTERPRISE FINANCIAL SERVICES COMPANY SPEFS FAX: Dallas R. Ustrud Customer: City of Tamarac, FL E-mail: Print Name: C 1. Phone: 404-516-8826 signatur e�� Prepared For CITY OF TAMARAC ?Fink you fo' giv',ng nil Financial,. Services LLC 1'DFS i the epportunhy to provide a techru;ogy f;nzncino sduf.on. ✓:nctbsed is a ttnancing prOPU5a1 for your new teG'hn.Y:opy naec's. We took toward to discussing tnis Opportunity in furthsv detail w3h you. If yn;: have any ouestwns. Ptease contact me at the phone numt*,, or email adores$ below. ProaasaC€ttP.itRtig0.Q4if::. patinae 17, 2037 -,at, g and firs-Ing troy ded by Det: Financ+a'. Services L LC o I`s affNi.te o' designee ('DFS to d ctgevafied deb cuslonalsa? iert may not, be av doble of a'.snary m :erta:n countr'es. Wnere avatable. oNers may be. changed s,&h.,!t notice and are suq c to Pr ya Dell ":ogotlp iratlema s o tUeLL Inc proposal rs prepaI- UFS. and lwJ be ty or ;to cdrtalns non Aden taUm S'rfoO infffers ormation and st lNnot be dot avalts,ruplwated cry ��scl� ed or 11whole o ePed, ProPosat's or fees na a Arm offer of fina�'� ng. Pacing and rates base, upon the fins. amain` co. figuration and sp e; ' Cation of the woDl ed equils"nt, wf'Ware res Prersta payment may be due in the fast payment cycle Probosa: auto, ides additional costs to customer such as shippingmaintenance. fling; fees, apollrabie taxes. i "mrxe and similar items rrr..posat vaid t^rough the expirat on date sh.;wn above. .,if none is specified, for 30 catenbar claw fro, date of presentation erCKa rite option b fn+rhase iha producis at the th. fau'Xi ,,, Vx:ua. Ret:jm, ml pr:xh.-:s vi Its- 11* le:.ee t+gen;c RarMW the .cafe on a m6 V, -mania 1, taxed terns ua5ls. Caren Wright FSR Deal Firanaa. Se.v - oiRoe t 51"'. 728-6622 gran wri0ht(�detl.cdm d'N I Ialm titxt' g t rtv br Use taus. n utarca premiums and O ISE UOffT The Lease Quota is <u!uvve of sl%poll cos`_s. 'naintatmxefees, fl4ny fees. I�careir, rs, prop` Aar items t+'cr• 5 el: De for Lessee S accbu.r Less<:< 1 pa" paymen's dal! other amounts witttout sec-oa ahat m nt a r ou^t t easan atsacir. sod'--.;aliy. Lessee shaE aeUo a and pay al,; sate.,. use and per na! preparty taxes to tee axropriate ra : ga ti � �es UIf.Y4i'-ass-aliietin ytAv-UF+ r a fgats_=J3tLt11S.Id�S 4a9V-L if Lr p.ovd s the aW.pri P t�eS➢.�4X prsvtil3.a.SRP.Y_RtY.:1.-�17e�Psf>S - a to<m-�,onty assaues a perebnat Pr sparty tax on laaseo equipment. ar id .t o`s Pays _+at e: ark' use taxes wia not be cbl`ected by 0=5. waver. �' vo'• 9 zl"' L«s , vmh eLet,, s lease. -or, Y.-lease Sttuc,ur« h o QF to that SNACE EOM The purchase Order must be Wade out to DaG Fins"'.! Services L, r One Dell Way, RR8-23 Round Rock TX 7012. P, PL-in. e aer w;tl need to inctude the quota number, q:landt)• and descncbm of the equipment "aria be muse to indcate that pthe p be sure to include anyd Shc— applicable type of lease. the term--ength. and bavment f.equency The date cf the ease quote mfeG ed should be intruded ppirg costs as a line item and lnctucle your adds ess as Ire SHIP '0 cieshnatlon, c aN F. 7ha risk of I:ns on the equipment is borne so:el'y D', the Lessee. !-essee snsG be required to purthax and maintain tlunno the Term co:npehaMM public habiGty jnswance nmi.p Lessor a5 add bond ensured, and Gil a!t-nsY.- physical damage insurance in a mmurwm amount of the eeha52 Fee. naming Df5 as Writ ItdS oa}'ea >PROPR1ATIfN1 COVENANT' Tha!:.aas« well contain ar. aPpropritlon of funds cause. The I.assae wit! corrtx'+t that II shalt do ell tlwgs legal?y wh'•llrt its twee to ohtain and mmnbain fonts from which the Payments may be paid 0s,UMFNTAT117N. In addition w a duly executed Agreementother da ments as rtaso+abiy .'eQ.x'SLlC by DFS may be required. SIICh SS but not Em'tea M nindn5 of course'. IFS ta. exemption forms pr a0vilcalse;, ant auaued fi^ancials onpnsat VALIOtTYt APPROVALS' Ttis is z P't�tosal base:! upon •nmieet cond!tsati and k va:jd for 30 days, t=, wti act to fir.te r •edit approval, re — of the Page 1 Of 1 Schedule to Master State & Local Government Lease Agreement F -f1r31'K I( -)I 5E✓I"V!��t,c This Schedule No. 1438225 (the "Schedule") to Master State & Local Government Lease Agreement No. 1028812 (the "Master Agreement") contains the terms of your agreement with us. Please read it carefully and ask us any questions you may have. The words you, your and lessee mean you, our customer. The words we, us, our and the lessor, mean Lenovo Financial Services. Product/Equipment Description Quantity Description Product/Equipment Address 12 Panasonic Toughbook 20 10101 State Street, Tamarac, FL 33321 12 Vehicle Dock 10101 State Street, Tamarac, FL 33321 For additional equipment and accessories, attach addendum. Purchase Option If no box is checked or if both boxes are checked, the Fair Market Value purchase option will apply: ® Fair Market Value ❑ $1.00 Purchase Option ❑ Other Term and Lease Lease Payment $13,336.16 (plus taxes, if applicable) Term (Years) 3 Payment Frequency Annual Variable Payment Schedule if applicable: (Attach "Payment Schedule Addendum" if necessary) _ payments @ _; followed by _ payments @ _ followed by _ payments @ `; followed by _ payments @ _ Payments are due in Advance Documentation Fee: $ (due with first invoice) Additional Provisions: First Annual Payment is due prior to Lease Commencement PLEASE NOTE: Certain state and local government lessees must sign an additional addendum document. PLEASE NOTE: The underlying 36 month ICE Swap Rate is 1.76%. If the 36 month ICE Swap Rate, (publlshed by ICE Benchmark Administration at httos:lhvww theice com/marketdataireoorts/1801 between the date of the proposal and the Commencement Date increases by more than 26bps, Lessor may, in its sole discretion, adjust the all -in rate upward in an amount equal to the difference in the two swap yields, and the Payment Factor will be adjusted accordingly. Further, CIT reserves the right to re -price this transaction in the event of a major dislocation in the financial markets or after 90 days past the quote date at its sole discretion. LESSOR: Lenovo Financial Services 10201 Centurion Parkway N. #100 Jacksonville, FL 32256 Authorized Signature Date Signed Printed Name Print Title Lessee City of Tamarac Lessee Legal Name Lessee'Doing Business As" Name 7525 NW 88th Avenue Billing Street Address Tamarac, FL 33321 Billing City, State, Zip Michael C. Cernech, City Manager, 954-597-3515 Billing Contact Name & Phone No. Lessee Phone Number (if different from above) TERMS AND CONDITIONS BY SIGNING THIS SCHEDULE: BY SIGNING THIS SCHEDULE: (i) YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THE TERMS AND CONDITIONS ON THIS SCHEDULE AND THE MASTER AGREEMENT; (ii) YOU AGREE THAT IF A COPY OF THIS SCHEDULE IS SIGNED BY YOU AND IS DELIVERED TO US BY FACSIMILE TRANSMISSION OR OTHERWISE, TO THE EXTENT ANY PROVISIONS ARE MISSING OR ILLEGIBLE OR CHANGED (AND NOT INITIALED BY BOTH YOU AND US), THE TERMS AND CONDITIONS OF THIS SCHEDULE AND THE MASTER AGREEMENT IN USE ON THE DATE WE RECEIVE THE COPY SIGNED BY YOU WILL BE THE TERMS AND CONDITIONS OF THE SCHEDULE, (iii) YOU AGREE THAT THIS SCHEDULE IS A NET LEASE THAT YOU CANNOT TERMINATE OR CANCEL EXCEPT AS SPECIFICALLY PROVIDED IN THE MASTER AGREEMENT, YOU HAVE AN UNCONDITIONAL OBLIGATION TO MAKE ALL PAYMENTS DUE UNDER THIS SCHEDULE, AND YOU CANNOT WITHHOLD, SET OFF OR REDUCE SUCH PAYMENTS FOR ANY REASON; (iv) YOU AGREE THAT YOU WILL USE THE EQUIPMENT ONLY FOR BUSINESS PURPOSES; (v) YOU WARRANT THAT THE PERSON SIGNING THIS LEASE FOR YOU HAS THE AUTHORITY TO DO SO; (vi) YOU CONFIRM THAT YOU DECIDED TO ENTER INTO THIS SCHEDULE RATHER THAN PURCHASE THE EQUIPMENT FOR THE TOTAL CASH PRICE; AND (vii) YOU AGREE THAT THIS LEASE WILL BE GOVERNED BY THE LAWS OF THE STATE WHERE THE EQUIPMENT IS LOCATION. YOU CONSENT TO THE JURISDICTION OF ANY COURT LOCATED WITHIN THAT STATE- BOTH PARTIES EXPRESSLY WAIVE TRIAL BY JURY AS TO ALL ISSUES ARISING OUT OF OR RELATED TO THIS SCHEDULE. Should the above jury trial waiver be found unenforceable, then, upon the written request of any party, any dispute, including any and all questions of law or fact relating thereto, shall be determined exclusively by a judicial reference proceeding in accordance with Cal. Civ. Proc. Code § 638 et seq. or the applicable state's equivalent state law. The parties shall select a retired state or federal judge as the referee. The referee shall report a statement of decision to the Court. LESSEE SIGNATURE 1 L I Na uthorized Signature Date Signed X Michael C. Cernech Print Signer's Name City Manager Print Signer's Title 59-1039552 Federal Tax ID Number Lenovo SLG10OS 09012015 Page 1 of 1 Financial Master State & Local Government Lease Agreement Services Addendum (Florida) CUSTOMER Lessee Name Master Lease # INFORMATION City of Tamarac 1028812 Billing Street Address/City/State/Zip 7525 NW 88"' Avenue, Tamarac, FL 33321 Schedule to Master Lease #1438225 This Addendum supplements the provisions of the State & Local Government Lease Agreement or the Schedule to Master State & Local Government Lease Agreement identified by the Lease Number and Schedule to Master Lease Number specified above (collectively the "Lease"). You and we make this Addendum an integral part of the Lease. Capitalized terms used in this Addendum that are not defined will have the meanings specified in the Lease. If there is any conflict between the Lease and this Addendum, then this Addendum will control and prevail. 1. Funding Intent. You reasonably believe that funds can be obtained sufficient to make all Lease Payments and other payments during the term of this Lease. You agree that your chief executive or administrative officer (or your administrative office that has the responsibility of preparing the budget submitted to your governing body, as applicable) will provide for funding for such payments in your annual budget request submitted to your governing body. If your governing body chooses not to appropriate funds for such payments, you agree that your governing body will evidence such non -appropriation by omitting funds for such payments due during the applicable fiscal period from the budget that it adopts. You and we agree that your obligation to make Lease Payments under this Lease will be your current expense and will not be interpreted to be a debt in violation of applicable law or constitutional limitations or requirements. If a Default occurs, any judgment obtained against you will be enforceable solely against revenues allocated by your governing body for such purpose. Nothing contained in this Lease will be interpreted as a pledge of your general tax revenues, f or moneys. ss of any L e- o Ta a el�u orized Signature Michael C. Cernech City Manager Print Name& Titlet Date other provisions of this Lease, no ad valorem taxes are pledged to the payment of any amount due under this Lease. Also, all amounts due under this Lease will be paid only from funds arising from sources other than ad valorem taxation unless one of the following conditions is satisfied: (i) you are a county and the term of this Lease is sixty (60) months or less; (ii) you are a school district and the term of this Lease is twelve (12) months or less; or (iii) you are a municipality and if you are a home rule city, your charter does not prohibit the payment of amounts due under this Lease from ad valorem taxation revenues. This Section 1 replaces Section 15 of this Lease entitled "Funding Intent". 2. Non -appropriation of Funds. If (a) sufficient funds are not appropriated and budgeted by your governing body in any fiscal period for Lease Payments or other payments due under this Lease, and (b) you have exhausted all funds legally available for such payments, then you will give us written notice and this Lease will terminate as of the last day of your fiscal period for which funds for Lease Payments are available. Such termination is without any expense or penalty, except for the portions of the Lease Payments and those expenses associated with your return of the Equipment in accordance with Section 2 of this Lease for which funds have been budgeted and appropriated or are otherwise legally available. Upon such termination, all of your rights and interests in the Equipment will vest in us. This Section 3 replaces Section 16 of this Lease entitled "Non -appropriation of Funds". 3. Choice of Law. Regardless of any conflicting provisions in this Lease, THIS LEASE WILL BE GOVERNED BY THE LAWS OF THE STATE OF FLORIDA. Lessor: Lenovo Financial Services Authorized Signature Print Name & Title Date CERTIFICATE OF APPROPRIATIONS (State and Local Government Master Lease Agreement) 1, Michael C. Cernech do hereby certify that I am the duly elected or appointed and acting of City of Tamarac ("Lessee"); that I have custody of the financial records and budget information of such entity; that monies for all lease payments to be made under that certain State and Local Government Lease Agreement #N/A or that certain Master State and Local Government Master Agreement #1028812 and, Schedule Number(s) 1438225, between Lessee and Lenovo Financial Services as lessor ("Agreement"), for the fiscal year ending FY17, 20 17 are available from unexhausted and unencumbered appropriations and/or funds within Lessee's budget for such fiscal year; and that appropriations and/or funds have been designated for the payment of those lease payments that may come due under the Agreement in such fiscal year. IN WITNESS WHEREOF, I have duly executed this Certificate of Appropriations this Aday of 201Y�-' Signature U-- Micheal C. Cernech, City Manager Print Name & Title The undersigned official of Lessee hereby certifies that the signature set forth above is the true and authentic signature of the individual identified above and that such individual holds the title set forth above. ,\\"i i t 111/11 Q - 15�nature �4� O;. 'sOFatricia Teufel, City Clerk P'Ci dame & Title C\'��; d\RP � (llklO CERTIFICATION OF ESSENTIAL USE RE: Schedule to Master State & Local Government Lease Agreement #1438225, dated 20 17 (each individually, hereinafter the "Agreement") by and between Lenovo Financial Services ("Lessor") and City of Tamarac ("Lessee") Ladies and Gentlemen: This letter confirms and affirms that the Equipment described in the Agreement identified above is/are essential to the function of the undersigned or to the service we provide to our citizens. Further, we have an immediate need for, and expect to make immediate use of, substantially all such Equipment, which need is not temporary or expected to diminish in the foreseeable future. Such Equipment will be used by us only for the purpose of performing one or more of our governmental or proprietary functions consistent with the permissible scope of our authority. Specifically, such Equipment was selected by us to be used as follows (please include any specific department that may be its primary user): Fire Rescue Department for Electronic Patient Care report management Is the Equipment additional or new technology to the department, or does it constitute a continuation of your existing technology? continuation of existing technology Our source of funds for payments due under the Agreement for the current fiscal year is FY17 We expect and anticipate adequate funds to be available for all future payments of rent due after the current fiscal year for the following reasons: Essential tool for Fire Rescue service delivery. LESS T rac '14 JIV (Authorized ature) Michael C. Cernech, City Manager (Name and Title - printed or typed) Date: f,� _ Financial Services City of Tamarac 7525 NW 88th Avenue Tamarac, FL 33321 Dear Customer, We are in receipt of your standard terms and conditions incorporated as part of of purchase order agreements issued by you ("P.O. Terms") regarding your lease of the equipment described therein by us to you ("Lease Transaction"). In order for us to authorize and proceed with your Lease Transaction, you must acknowledge and agree, by your signature below, that the P.O. Terms are for your informational purposes only, need not be signed by us, and that the terms and conditions contained in Master Lease Agreement #1028812 and Product Schedule #1438225 between you and us are the only documents that governs and controls the terms and conditions of the Lease Transaction. Sincerely, Lenovo Financial Services ("we", "us") LE Title: Acknowledged and Agreed: Customer ("you", "you Title: city manager BILLING INFORMATION REQUEST FORM TO AGREEMENT # 1438225 Financial Services To ensure proper billing and crediting of payments under your new financing contract, please complete, sign and return this form with your contract documents. Thank you for the opportunity to serve your financing needs. CUSTOMER LEGAL NAME: City Of Tamarac BILLING ADDRESS: 7525 NW 88th Avenue, Attention Accounts Payable STREET ADDRESS Tamarac, FL 33321 CITY, STATE, ZIP CODE BILLING CONTACT NAME: Avril Major BILLING CONTACT EMAIL ADDRESS: Avril.Major@tamarac.org BILLING CONTACT PHONE NUMBER: 954-597-3550 PURCHASE ORDER # (IF APPLICABLE): INVOICE PREFERENCE Please select your Invoicing Preference below. If no selection is made, you will receive your invoice via standard U.S. Mail to the billing address provided. ❑Please sign me up for Electronic Invoicing - I would like to receive my invoice electronically at the email address provided above. R✓ Please send my invoice via standard mail - I would like to receive my invoice via U.S. Mail to the billing address provded above. If you would like your payments automatically debited from your bank account each billing period, please complete and return the separate Electronic Debit Form included in this document package. You will still receive an invoice containing the billing detail (either via email or standard rnLi.L dependent ulqD-u-y.�;�lected preference). SIGNA TITLE: City Manager DATE: 9-1 "? INSURANCE INFORMATION REQUEST Insurance Broker/Agent: We have entered into an agreement (Master Lease No. 1028812) with Lenovo Financial Services ("LFS") for the lease/finance of equipment listed below. Equipment Reference: Any and all equipment and products leased under Schedules to Master Lease #1028812 Blanket coverage in excess of $280,125.95 Please insure the equipment, and issue a written endorsement naming Lenovo Financial Services ISAOA as Loss Payee and provide LFS with thirty (30) days' written notice of any material changes in coverage, cancellation or non -renewal. Please provide LFS with proof of insurance in the form of a certificate of insurance. The certificate should include proof of the following: • Physical Damage (All Risk) • Theft coverage • Bodily Injury and Property Damage Liability with limits of no less than $1,000,000. Please email or fax the insurance certificate to sales. us(a)lenovofs.com or fax to (866) 327-0552. Forward certificates of insurance to: Lenovo Financial Services, ISAOA 10201 Centurion Parkway North #100 Jacksonville, FL 32256 Broker/ Agent Name: Address: Contact Name: Telephone: U - ext. Fax: (� - Michael C. Cernech, City Manager Type/Print Name & Title Date PLEASE SEND ONE COPY OF THE COMPLETED FORM TO YOUR BROKER AND RETURN ONE COPY TO US. Financial Services DELIVERY & ACCEPTANCE CERTIFICATE By signing this Certificate, you, the Lessee identified below, agree: A) That all products described in the State & Local Government Lease Agreement or the Schedule to Master State & Local Government Lease Agreement identified below ("Equipment") have been delivered, inspected, installed and are unconditionally and irrevocably accepted by you as satisfactory for all purposes of the State & Local Government Lease Agreement or Schedule to Master State & Local Government Lease Agreement; and B) That we, Lenovo Financial Services, are authorized to purchase the Equipment and start billing you under the State & Local Government Lease Agreement or Schedule to Master State & Local Government Lease Agreement. State & Local Government Lease Agreement or Schedule No. 1438225 Customer Name: City of Tamarac Auth d Si re City Manager Title Date Financial Services ADDENDUM TO MASTER STATE & LOCAL GOVERNMENT LEASE AGREEMENT #1028812 AND ALL SCHEDULES TO MASTER STATE & LOCAL GOVERNMENT This Addendum forms and is made a part of that certain Master State & Local Government Lease Agreement and Schedule to Master State & Local Government Lease Agreement ('Agreement") between Lenovo Financial Services and City of Tamarac (`Lessee") referenced above. Capitalized terms used herein but not defined herein will have the same meaning given to them in the Agreement. Both parties agree that the Agreement is revised as follows: Within regards to Section(s): 7. Insurance: • Removing sentence which states: You will provide and maintain at your expenses property insurance against the loss, theft or destruction of, or damage to, the Equipment for its full replacement value, naming us as loss payee, and (2) public liability and third party property insurance naming us as an additional insured. • Replacing with: You will provide and maintain at your expenses property insurance against the loss, theft or destruction of, or damage to, the Equipment for its full replacement value, naming us as loss payee. 13. Indemnification: Adding to section as follows: Nothing herein shall be interpreted as an intent to waive sovereign immunity by either party. 14. Miscellaneous: Removing sentence which states: YOU WAIVE NOTICE OF OUR ACCEPTANCE AND WAIVE YOUR RIGHT TO RECEIVE A COPY OF THE ACCEPTED MASTER LEASE. TERMS AND CONDITIONS The section is deleted and replaced as follows: BY SIGNING THIS SCHEDULE: (i) YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THE TERMS AND CONDITIONS ON THIS SCHEDULE AND THE MASTER AGREEMENT; (ii) YOU AGREE THAT IF A COPY OF THIS SCHEDULE IS SIGNED BY YOU AND IS DELIVERED TO US BY FACSIMILE TRANSMISSION OR OTHERWISE, TO THE EXTENT ANY PROVISIONS ARE MISSING OR ILLEGIBLE OR CHANGED (AND NOT INITIALED BY BOTH YOU AND US), THE TERMS AND CONDITIONS OF THIS SCHEDULE AND THE MASTER AGREEMENT IN USE ON THE DATE WE RECEIVE THE COPY SIGNED BY YOU WILL BE THE TERMS AND CONDITIONS OF THE SCHEDULE, (iii) YOU AGREE THAT THIS SCHEDULE IS A NET LEASE THAT YOU CANNOT TERMINATE OR CANCEL EXCEPT AS SPECIFICALLY PROVIDED IN THE MASTER AGREEMENT, YOU HAVE AN UNCONDITIONAL OBLIGATION TO MAKE ALL PAYMENTS DUE UNDER THIS SCHEDULE, AND YOU CANNOT WITHHOLD, SET OFF OR REDUCE SUCH PAYMENTS FOR ANY REASON; (iv) YOU AGREE THAT YOU WILL USE THE EQUIPMENT ONLY FOR BUSINESS PURPOSES; (v) YOU WARRANT THAT THE PERSON SIGNING THIS LEASE FOR YOU HAS THE AUTHORITY TO DO SO; (vi) YOU CONFIRM THAT YOU DECIDED TO ENTER INTO THIS SCHEDULE RATHER THAN PURCHASE THE EQUIPMENT FOR THE TOTAL CASH PRICE; AND (vii) YOU AGREE THAT THIS LEASE WILL BE GOVERNED BY THE LAWS OF THE STATE WHERE THE EQUIPMENT IS LOCATED. YOU CONSENT TO THE JURISDICTION OF COURTS LOCATED IN BROWARD COUNTY, FLORIDA. BOTH PARTIES EXPRESSLY WAIVE TRIAL BY JURY AS TO ALL ISSUES ARISING OUT OF OR RELATED TO THIS SCHEDULE. Should the above jury trial waiver be found unenforceable, then, upon the written request of any party, any dispute, including any and all questions of law or fact relating thereto, shall be determined exclusively by a judicial reference proceeding in accordance with the applicable state's equivalent state law. Page 1 of 2 All other terms and conditions of the Agreement shall remain unchanged and in full force and effect. The changes contained in this Addendum shall apply to only the Agreement to which it is incorporated and is not a precedent for future lease transactions. IN WITNESS WHEREOF, the parties hereto have executed this Addendum to Master State & Local Government Lease Agreement #1028812 and all Schedules to Master State & Local Government on , 2017. Lenovo Financial Services By: Title: Page 2 of 2 CERTIFICATE OF COVERAGE Certificate Holder and Loss Payee Administrator Issue Date 2/27/17 LENOVO FINANCIAL SERVICES, ISAOA Florida League of Cities, Inc. Department of Insurance and Financial Services 10201 CENTURION PARKWAY NORTH #100 P.O. Box 530065 JACKSONVILLE, FL 32256 Orlando, Florida 32853-0065 COVERAGES THIS IS TO CERTIFY THAT THE AGREEMENT BELOW HAS BEEN ISSUED TO THE DESIGNATED MEMBER FOR THE COVERAGE PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE COVERAGE AFFORDED BY THE AGREEMENT DESCRIBED HEREIN IS SUELIECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH AGREEMENT COVERAGE PROVIDED BY: FLORIDA MUNICIPAL INSURANCE TRUST AGREEMENT NUMBER: FMIT 0584 COVERAGE PERIOD: FROM 10/1/16 COVERAGE PERIOD: TO 10/1/17 12:01 AM STANDARD TIME TYPE OF COVERAGE - LIABILITY TYPE OF COVERAGE - PROPERTY General Liability © Buildings ® Miscellaneous Basic Form Inland Marine ® © ® Comprehensive General Liability, Bodily Injury, Property Damage, Personal Injury and Advertising Injury ® Special Form ® Electronic Data Processing © Errors and Omissions Liability © Personal Property Bond ® Employment Practices Liability Bask Form ® Employee Benefits Program Administration Liability ® Special Form ® Medical Attendants'/Medical Directors' Malpractice Liability ® Agreed Amount ® Broad Form Property Damage © Deductible $50,000 Law Enforcement Liability ® Coinsurance 100% ® Underground, Explosion & Collapse Hazard ® Blanket Limits of Liability Specific Combined Single Limit Replacement Cost Deductible Stoploss $25,000 Actual Cash Value Automobile Liability Limits of Liability on File with Administrator All owned Autos (Private Passenger) TYPE OF COVERAGE - WORKERS' COMPENSATION All owned Autos (Other than Private Passenger) ❑ Statutory Workers' Compensation Hired Autos Employers Liability $1,000,000 Each Accident Non -Owned Autos $1,000,000 By Disease $1,000,000 Aggregate By Disease Limits of Liability Deductible N/A SIR Deductible N/A Automobile/Equipment - Deductible ® Physical Damage NA - Comprehensive - Auto NA - Collision - Auto Per Schedule - Miscellaneous Equipment Other * The limit of fiability is $200,000 Bodily Injury and/or Property Damage per person or $300,000 Bodily Injury and/or Property Damage per occurrence. These Solely for any liability resulting from entry of a claims specific limits of liability are increased to $2,000,000 for General Liability (combined single limit) per occurrence, trill pursuant to Section 768.28 (5) Florida Statutes or liability/settlement for which no claims bill has been filed or liability imposed pursuant to Federal Law or actions outside the State of FOrida. Description of Operations/Locations/Vehicles/Special Items RE: Master Lease #1028812 THIS CERTIFICATE IS ISSUED AS A MATTEROF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AMEND, EMEND OR ALTER THE COVERAGE AFFORDED BY THE AGREEMENT ABOVE. Designated Member Cancellations CI of Tamarac �7 SHOULD ANY PART OF THE ABOVE DESCRIBED AGREEMENT BE CANCELED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVORTO MAI1_45 DAYS WRITTEN NOTICE TOTHE HOLDER NAMED BUT FAILURE TO �L S SUCHSHALL IMPOSE ANES. CERTIFI7525 NW 88th Avenue AAGENTS OR REPRESEMCE NY KIN O UPON THE PROGRAMVE, OBLIGATION OR LIABILITY OF ATE Tamarac FL 33321 AUTHORIZED REPRESENTATIVE 1 FMIT-CERT (10/2011) Exhibit C CITY OF TAMARAC INTEROFFICE MEMORANDUM INFORMATION TECHNOLOGY DEPARTMENT TO: Michael C. Cernech, City Manager Thru: Diane Phillips, Assistant City Manager FROM: Levent Sucuoglu, Director of Information Technology Recommendation: DATE: July 21, 2017 RE: Purchase of Tablets for Fire Rescue Department I recommend approval of the purchase of twelve (12) Panasonic Toughbook tablets at a cost of $2,894.20 each for a total cost of $34,730.40 from Office Depot. Issue: In April 2017, Resolution R-2017-33 approved the acquisition of twelve (12) Panasonic Toughbook tablets and twelve (12) docking stations via a lease financing program through Lenovo Financial Services. Backaround: Immediately after the City Commission approval of the acquisition of the said hardware for Fire Rescue Department, City received an EMS grant from Florida Department of Health in the amount of $48,096 for the purchase of MDTs and Tablets. To apply the received funds to the purchase of the required hardware, the lease agreement with Lenovo Financial Services was cancelled and the supplier of the hardware (Office Depot) was asked to sell the hardware to the City at the originally proposed cost. We now received the invoice from Office Depot in the amount of $34,730.40 for the already delivered part of the original order consisting of the 12 tablets and request approval of the purchase and the payment. Page 1 of 2 The remaining part of the acquisition consisting of 12 docking stations will be delivered in late August and be billed at that time in the amount of $8,474.88. Financial Impact: Funding is available in account number 120-4520-522-6403. k: Levent Sucuoglu CITY MANAGER APPROVAL APPROVED DISAPPROVED CC: Keith Glatz, Purchasing & Contracts Manager, Financial Services Percy Sayles, Assistant Fire Chief, Fire Rescue Department Attachments Page 2 of 2 'Office OffloDepot, Inc PO BOX 630813 PO X63013 > DEPOT. i CINCINNATI OH 45263-0813 FEDERAL ID:59-2663954 i i BILL TO: ATTN: ACCTS PAYABLE o CITY OF TAMARAC g 7525 NW 88TH AVE TAMARAC FL 33321-2427 Il ll l ll liililllllll,I.l,Illlll 11 111 llll lllll llllllillfltllilil ORIGINAL INVOICE (Exhibit D) 10091 THANKS FOR YOUR ORDER IF YOU HAVE ANY QUESTIONS OR PROBLEMS. JUST CALL US FOR CUSTOMER SERVICE ORDER: (888) 263-3423 FOR ACCOUNT: (800) 721-6592 INVOICE NUMBER AMOUNT DUE PAGE NUMBER 934122150001 34,730.40 Page 1 of 1 INVOICE DATE TERMS PAYMENT DUE 07-JUN-17 Net 30 09-JUL-17 N- 8= SHIP TO: INFO TECHNOLOGY 10101 STATE ST TAMARAC FL 33321-6428 ACCOUNT NUMBER PURCHASE ORDER SHIP TO ID I ORDER NUMBER ORDER DATE iSHIPPED DATE 25877027 INFO TECH 934122150001 07-JUN-17 07-JUN-17 BILLING ID ACCOUNT MANAGER ROOM ORDERED BY DESKTOP COST CENTER 17447 LEVENT SUCUOGLU CATALOG MANUF ITEM #/ CODE DESCRIPTION/ CUSTOMER ITEM # U/M QTY ORD QTY SHP QTY B/0 UNIT PRICE EXTENDED PRICE Instructions: TRACKING# 170330-033396 INFORMED AM THE ITEM IS NON 3273477 TABLET - WITH KEYBOARD EA 4E8188 4E8188 REURNABLE AND NON 12 12 0 REFUNDABLE 2,894.200 34,730.40 8 SUB -TOTAL 34,730.40 DELIVERY 0.00 SALES TAX 0.00 All amounts are based on USD currency TOTAL 34,730.40 To return supplies, please repack in original box and insert our packing List, or copy of this invoice. Please note probtew so we way issue credit or restatement_ whichever you refer_ Please do not shi. ..Meet_ Please do rot return furniture or machines until you call us first for instructions_ Shortaue or damage must be reported within 5 days after delivery. A. DETACH HERE A CUSTOMER NAME BILLING ID INVOICE NUMBER INVOICE INVOICE AMOUNT ENCLOSED DATE AMOUNT CITY OF TAMARAC 17447 934122150001 07-JUN-17 34,730.40 FLO 000174474 9341221500019 00003473040 1 2 Please OFFICE DEPOT Please return this stub with your payment to Send Your PO Box 1413 ensure prompt credit to your account. Check to: Charlotte NC 28201-1413 Please DO NOT staple or fold. Thank You. 000602-002420 OWO2100003 Exhibit E QUOTE CONFIRMATION was OPLEWHO GET rr' DEAR PERCY SAYLES, Thank you for considering CDW•G for your computing needs. The details of your quote are below. Click here to convert your quote to an order. QUOTE # QUOTE DATE QUOTE REFERENCE CUSTOMER # GRAND TOTAL -. HMSD480 11 11/ 2016 PANASONIC 3522709 $10,672.32 ITEM QTY CDW# UNIT PRICE EXT. PRICE r:r .�urii nr✓ i 13.1" - C,gr- i5_�3 QUU - 4 B RRA? - 2 3660621 $4,388.16 $8,776.32 128 GB SSD Mfg. Part#: CF-3111992CM UNSPSC:43211503 Contract: Florida Panasonic NVP Computer Equipment (MNWNC-124 43211500-WSCA-1) Panasonic Touohbook Protection Plus - insurance - 5 years 2 488805 $800.00 $1,600.00 Mfg. Part#: CF-SVCLTNF5Y UNSPSC:81111812 Electronic distribution - NO MEDIA Contract: Florida Panasonic NVP Computer Equipment (MNWNC-124 43211500-WSCA-1) Panasonic - DDR31- - 4 GB - SO-DIMM 204 pin 2 3275625 $148.00 $296.00 Mfg. Part#: CF-WMBA1304GIS UNSPSC: 43201402 Contract: Florida Panasonic NVP Computer Equipment (MNWNC-124 43211500-WSCA-1) PURCHASER BILLING INFO Billing Address: CITY OF TAMARAC **** SEE A/R NOTES**** 7525 NW 88TH AVE RM 100 **** SEE A/R NOTES**** TAMARAC, FL 33321-2401 Phone: (954) 724-2450 Payment Terms: Net 30 Days-Govt State/Local DELIVER TO Shipping Address: CITY OF TAMARAC INFORMATION TECHNOLOGY 10101 STATE ST TAMARAC, FL 33321-6428 Shipping Method:FEDEX Ground 0 Courtney Monaco 1 (866) 623-0731 This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at For more information, contact a COW account manager SUBTOTAL I $10,672.32 SHIPPING $0.00 QRAI4t?.TOTAL $10,672.32 Please remit payments to: CDW Government 75 Remittance Drive Suite 1515 Chicago, IL 60675-1515 courmon@cdwg.com Page 1 of 2 © 2016 CDW•G LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 j 8 Page 2 of 2 Exhibit F EMS MATCHING GRANT APPLICATioN FLORIDA DEPARTMENT OF HEALTH Emergency Medical Services Program Complete all items unless instructed differently within the application Type of Grant Requested: n Rural N Matching F-ID. Code The State Bureau of EMS will assign the ID Code - leave this blank) 1. Organization Name: City of Tamarac 2. Grant Signer (The applicant signatory who has authority to sign contracts, grants, and other legal documents. This individual must also sign this application) Name: Michael C. Cemech Position Title: City Manager Address: 7525 NW 88 Avenue Ci :Tamarac State: Florida County: Broward —zip C66,e—:33321 Tele hone: 954-597-3510 Fax Number: 954-597-3520 mi;5 ael ;3 _Mail r ss7 E-Mail Address: michael.cemechWamarac.9Ar 3. Contact Person: (The individual with direct knowledge of the project on a day-to-day basis and responsibility for the implementation of the grant activities. This person may sign project reports and may request project changes. The signer and the contact person may be the same.) Name, Michael Gresek Position Title: Grants Administrator/Budget Analyst Address: 7525 NW 88"'Avenue City: Tamarac Broward State: Florida -County: Zip Code: 33321 Telephone: 954-597-3562 Fax Number: 954-697-356-0 E-Mail Address: michael.grese!�@tamarac.org DH FORM 1767 [20131 64J-1.015, F.A.C. 1 4. (2) El Private For Profit (4) County (5) State VF 5. N__1A3Q5_5Z__ 7. Number ofpermitted vehicles bvtype: 14BLG; 7AL8Transport; 2ALS - ' ype ofService (check o ': F7Third Gen�ue (Cou�yurCdy<�overnmanL ��Air onnbukance Fixed-- wing; [lRobowing; FlBoth; ElOther ____ 9. Medical Director of licensed EMS grovid : If this project is approved, I agree by signing below that I will affirm my authority and responsibility for the use of all medical equipment and/or the provision of all continuing EMS education in this project. [No signature is needed if medical equipment and professional EMS education are not in this project.] Signature: NIA Date: Print/Type: Name of Director N/A Note: All orqanizations that are not licensed EMS providers must obtain the signature of the medical ts director �f the licensed EMS provider responsible for EMS services in their area of operation for proJec that involve medical equipment and/or continuing EMS education. Lf your activity is a research or evaluation project, omit Items 10, 11, 12, 13, and skip to Item Number 14. Otherwise, proceed to Item 10 and the following items. 10. Justification Summa Provide on no more than three one sided, double spaced pages a summary addressing this project, covering each topic listed below. A) Problem description (Provide a narrative of the problem or need BA Present situation situation is being C) The proposed solution (Present yourp/u umuuw). O) Consequences ifnot funded (Explain what will happen x=this project ~ not .....,). E' The geographic narrative description ��� �� �� =��hx F) The proposed time frames mxtime fnam completing this r'`v-~`, (3) Data Sources (Provide acomplete description v/data =,".^e(*you ~e); H) Statement attesting that thepvopoma|imnotadup}ba8opofaprevi0usefort(8tyb*the¢thiapnojoct doesn't duplicate what you've done onother grant projects under this grant proQcam). [2O1 10A) Problem: Tamarac Fire Rescue's (TFR) emergency response program is struggling with serious COMMUNICATION and SAFETY inadequacies, Specifically, TFR emergency response vehicles have frequent equipment issues that could lead to increased morbidity and mortality due to the: • Delaying of critical information from Broward County Dispatch • Difficulty of forwarding vital patient care information from the accident scene to the hospital • Inconsistent updates that may impact 1st responder safety and preparedness upon arrival on -scene, 10B) Current Situation: COMMUNICATION: TFR ist responders receive over 11,000 calls per year from Broward County Dispatch, increasing about 4% since 2014(l), Since Broward is a County of over 1.9M people(2) , calls received over the radio are often delayed and muffled due to busy radio chatter and static. When finally on -scene, responders also do not have reliable equipment they need to clearly communicate patent information to the hospital. These medical data are critical for patients to get proper care at the ER. SAFETY: After receiving the call, responders' updates are unreliable while on route and have no way of knowing what to expect when they arrive on -scene. On occasion, 1st responders drove directly into a hostile and potentially life threatening situation when the scene had not been cleared by police. 10C) Proposed Solution: Trying to address the problem, TFR initiated the use of technology by installing Mobil Data Tenninals (MDT's) and Tablets in 9 of our 12 rescue vehicles, An MDT is a computerized device that receives call data directly from Broward County Dispatch, provides call status updates and detail related to the call. The units provide a vital link to TFR's daily communications. Tablets receive address and complaint information from County Dispatch. The devices are used to write necessary reports to document responses and record response times. Tablets are vital to providing accurate and timely medical information to the hospital prior to patient delivery to the ER. Therefore, TFR desires to Expand and Upgrade this technology as a solution to our COMUNICATION and SAFETY ISSUES. Specifically: (1) Expand the program so all 12 rescue vehicles communicate with eachother, neighboring fire rescue departments, and County Dispatch with the same technology, At present, TFR vehicles do not have the same MDT technology as all Broward cities, and only 9 of our 12 vehicles (75%) have MDT's. TFR is requesting grant funding to provide for 3 additional MDT's so responders have all Vital information and updates prior to arrival on -scene. 2)Upgrade the existing program: These 9 MDT's are 7 years old & have surpassed 2-1/2 times their expected 3-year useful life. Despite numerous repairs, they consistently malfunction and 4 are completely inoperative, leaving only 5 functioning MDTs. As with the MDTs, all 12 Tablets are also in a constant state of repair, are continually undependable, obsolete, and must be upgraded as soon as possible, TFR estimates the repair company has made about two dozen visits to fix these malfunctioning devices in2D18alone. m> NFIRS trend data from 2013 to 2015 confirms the need for new technology, Response calls increased from 10.712to11.S48.almost 596.Automatic Aid calls rose from 8Q3tu1.371,nearly a3896 m) increase. Rescue/EMS Incident calls, Service calls, and Good Intent calls 96 e rose 1�. Tohelp meet the increased demand, TER is working with Broward County to secure funding for 9 ��. Therefore, TFRonly needs EMS funding to Expand the program with 3 MDT's for the 3vehicles that have none, plus UpgLacle the 12 obsolete tablets. This arrangement allowed TFR to reduce our request and save the EMS program about $48,UOO. 10D>Consequences mfnot funding- Not funding the 3additional K8DT'splus 12Tablets will result inthe following impacts: 1) About 1/4ofthe TFRrescue fleet will beleft without full ability tm receive and send critical victim information. Atover 11.00Ucalls from Dispatch per yeor(* .nmady3.DO8 family emergencies will be received by TFR over a receiver garbled by radio static. This trend will continue toworsen aacalls hoboth TFR& BGO(BrowandSheriff's Office) increased about 496from 2014-2O1G(1/ . Other cities are directly impacted by this worsening communications problem because the County's bahahicunit istypically out ofservice, and TFRhas the only other bohabicstretcher available tocall inan mmarDenoy.Bahothc calls are estimated hobeat least two dozen calls per year aowell. (1) This consequence is compounded during an emergency event such as a storm when multiple Galls rapidly come infrom around the County, With only 5working K8D7sfor 12vehicles, TFRwill face storms like Hurricane Matthew — a Cat2 storm — with only 42% of our response units having ability to fully communicate. This could prove harmful in the future with Broward's population increasing 8% since 201 0,2 2) Safe!y: Without MDT's, dispatched responders won't receive updates on the on -scene situation until they arrive on scene, creating a safety problem. For example, a unit responded to a radio call that turned out to be a domestic violence situation. Since there was no MDT, responders had no idea they were entering ahostile environment. The situation could have easily turned deadly had our responders arrived before police could disarm the attacker, and the probability is increasing. From 2014-2016, BSO calls boTFR involving stabbings-cuttings/firearn�i�u increased 2196x. � 3) No devices will exist to cover when anactive unit goes down in a vehicle, Even if they did exist, TFRstill couldn't substitute equipment between vehicles because technology ofthe new devices imnot compatible with the old and obsolete 2009 models. When an MDT breaks down in the field, Broward County Dispatch is unaware the MDT is malfunctioning and TFR is no longer receiving the notifications. Rather, Dkapatch`ealerts continue h3be transmitted despite our broken nacekmr(s).Since these County alerts are delivered over radio, responders miss much of the news while performing otherreacuedubea. When complete, responders must wait to receive new radio information that is often delayed due to busy chatter and is muffled from radio static, When alerts are finally heard, it's often late because the County receives and disburses information through two different sections: Intake & Dispatch. Responders with x8DTgsee the alerts far before Dispatch announces them over the radio. Moreover, there |8@permanent record which attaches itself tothe call, reducing response time tothe patient care report. 4) Integration and Compatabilily: Partial funding of the program will not solve the problem. Any new NYDT'm and Tablets must be purchased in tandem for all 12 vehicles to ensure identical specs that are compatab>/mand run oothe same county -wide platform, 5) MDT's have GPS. Vehicles without MDT's must use their private cell phone's GPS or a map to find their way tuthe scene, many times traveling b]other cities with unfamiliar geography. 1ME}Geographic Area: Tamarac Fire Rescue islocated in BrowardCounty. The Department serves o population of over 62.000 amid 13 aqVaog miles with a median age of47 years. TFR serves the south Florida community and must always have clear communication with the County and surrounding cities. 1OF) Timnmframnm: Utilizing the Value Point State ofFlorida Contract, the Umofn3mneisappnJx.Omonths 1/ IOGU Data 0mun:em: (8rovward County Regional Communications Division; xom� US Census Bureau — BnowanjCounty Population Estimates; (mTFRDocumedReport Writing wfFYI 7City ofTamarac Adopted Budget I OH) Statmmnant:TFR attests this proposal isnot aduplication ofaprevious effort and the project doesn't duplicate what we've done onother grant projects under this grant program. _......_. Next, only complete one of the following: Items 11, 12, or 13. Read all three and then select and complete the one that pertains the most to the preceding Justification Summary. Note that on all three, that before -after differences for emergency victim data are the highest scoring items on the Matching Grants Evaluation Worksheet used by reviewers to evaluate your application form. 1,1. Outcome For Projects ThatProvideor Effect Direct Services To Emergency Victims: Thismay include vehicles, medical and rescue equipment, communications, navigation, dispatch, and all other things that impact upon on -site treatment, rescue, and benefit of emergency victims at the emergency scene. Use no more than two additional one sided, double-spaced pages for your response. Include the following. A) Quantify what the situation has been in the most recent 12 months for which you have data (include the dates). The strongest data will include numbers of deaths and injuries during this time. B) In the 12 months after this project's resources are on-line, estimate what the numbers you provided under the preceding "(A)" should become. C) Justify and explain how you derived the numbers in (A) and (B), above. D) What other outcome of this project do you expect? Be quantitative and explain the derivation of your figures. E) How does this integrate into your agency's five year plan? 11A) Situation Quantified: Itemized problems from TFR maintenance files over 12 months- • Hardware3- STYLUSES do not work -.-BATTERY LIFE is minimal & frequently doesn't last through a single call-*.-MDT's run very HOT, particularly when charging is needed throughout the day -;Frequently TURN OFF without notice, LOSING DATA critical to the patiente.- Problems CONNECTING with cardiac monitors causing frequent FAILURE of data transmission between equipment; -Connectivity problems resulting in hours of REWORK for office staff who must copy and scan ECGs & other infb-*.- Frequent failures connecting to internet, rendering units practically useless in many situations' Frequent FREEZING requiring multiple hard REBOOTS that have resulted in delayed & lost data -,*e 013SOLETE design sacrifices usability for durability-.*- OBSOLETE map cache and hydrant inspector tools on MDT's as well as needed update to ERG-2016 for Docs. • Software3- Our current ePCR (Electronic Patient Care Report) software provider is very small with little to no customer support-4*-Soon to be OUT of COMPLIANCE with state & national reporting requirements (NEMSIS & EMSTARS)-*.-; Software is tedious, cumbersome, & makes INPUTTING information difficult, particularly when hardware fails-.*- RECORDING call information is very time consuming because software is not optimized for tablet use 4-No KEYBOARD exists. Stylus pecking at a virtual keyboard is also not practical since styluses do not work well -.*-CALLS must be transferred from a tablet to a server to be picked up on a desktope.- REPORTS often get trapped in cyberspace. • Tablet lssueS3 : Multiple hardware REPAIRS performed on tablets including replacement of touchscreens, hard drives, batteries & mobile broadband/Wi-Fi network adapter components-*.- Tablets quit while inputting information, losing data•: -Tablets turn off on route to hospital or when transmitting data Tablets frequently quit at the same time, affecting several rescue vehicles at once-0-Inconsistent Bluetooth PAIRING with LifePAK EKG monitors-:-Mid-call DATA LOSS-*.- Intermittent issues of slow PC performance with reboots taking up to 4 minutes, an eternity on a call -.*-Intermittent issues with WIRELESS connections .-Constant inferior TOUCHSCREEN performance + INCOMPATIBILITY with a Windows 10 upgrade for tablets and Windows 7 Operating system for MDT`s including security. • As these problems mount, injuries/fatalities are increasing with the population. Fire related injuries doubled from 2013 to 2014 and doubled again in 2015. Fire related fatalities were practically 0 in years past, and 9 people lost their lives in 2015. Rescue and EMS Incidents (NFIRS) also increased 8% from 7,233 to 7,826 over the same period. Vehicle accidents rose from 363 to 671, that's 85%!3 11113) Expected Improvements: M0swiU tell our responders BEFORE they arrive on -scene that the call is "FLAGGED" by BSO. Without an MDT, responders must rely on Dispatch to provide this mkaM. With the radio extremely busy in a county of 1.9KA people, this WARNING is easily missed. This SAFETY benefit avoids past situations where responders arrived on scene to find a resident was FLAGGED due toillegal drug use leading toadrug overdose. N1DT's and tablets should reduce this number substantially. |n2D18alone, 65calls were delayed due to safety precautions and 454 calls were delayed responses for various other reasons, compounded by traffic s afety(l). An MDT clarifies garbled radio messages from Dispatch. Aairnp|a scroll back on the MDT quickly confirms the notification. Without an MDT, TFR must wait for an open line to radio Dispatch and ask for a repeat of old information while many others are on the same channel placing new alerts that may be life threatening. All these calls constrain the time of the Dispatcher, On several occasions, Dispatch radioed our responders that a scene was safe to enter but it was NOT. Instead, BSO "STAGED" the scene, telling responders to"STAND BACK" until given the "ALL CLEAR^. With mnMDT, responders could have CONFIRMED Dispatch's incorrect information, not placing TFIR or BSO lives in danger. DELAYS will be minimized. Brovnand County receives & disburses information through two different sections: Intake & Dispatch. There is a delay from when information is received until it is announced over the radio. Dispatch may not know critical information tphelp deal with precarious situations in edme|y manner, or may not be able to transmit the information quickly over a crowded radio. Increasing call volumes makes TFRcontinually miss our response time target of8'minutesorless 8G.85Y6ofthe time sinceDee . In 2016, call to arTival for all units was 8:18,(') With this new equipment, we anticipate receiving calls earlier and reducing our response time to help meet this important target for our residents. USABILITY is improved as the repair company will no longer need to make about two dozen trips a year devices, N KAO�a | digital oytore�dThenadioimuif�uu|tto t�TFRtouontinu�Uynap�ir evo�a �w onaoao g �m � hear on a normal day with multiple users, static & garbled language. It is practically impossible to hear alerts on -route while wearing a helmet, hood & ear -flaps with sirens blasting through busy traffic, 11C) Justification of data: Data are gathered from the TFR report writing eymham�Oocumed; Browaod County Communications; and the City ofTamarac FY17Adopted Budget. 11D)Other Outcomes: Frees upresponders toanswer other calls they otherwise would not I I E) 5-Year Plan Integration: The equipment is officially adopted in TFR's FY17 5-Year Equipment Plan � 12. Outcome For Training Proiects: This includes training of all types for the public, first responders, law enforcement personnel, EMS and other healthcare staff. Use no more than two additional one sided, double-spaced pages for your response, Include the following: NIA — Not a Training Project A) How many people received the training this project proposes in the most recent 12 monthd for which you _ ' ED How many people dnyou estimate will successfully complete this training inthe 12months after training begins? C) Ifthis training isdesigned hohave onimpact oninjuries, deathm.orot eremergenoyvicbmdaha. provide the impact data for the 12 months before the training and project what the data should be in the 12 months after the traininQ. DExplain the derivation ofall figures. E) How does this integrate into your agency's five year plan? � 13. Outco e For Other Proiects: This includes quality assurance, management, administrative, and other. Provide numeric data in your responses, if possible, that bear directly upon the project and emergency victim deaths, injuries, and/or other data. Use no more than two additional one sided, double- spaced pages for your response. Include the following. NIA — Not an Other Project A) What has the situation been in the most recent 12 months for which you have data (include the dates)? B) What will the situation ke inthe 12months after the project services are on-line? C) If this project is designed to have an impact on injuries, deaths, or other emergency victim data, provide the impact data for the 12months before the project and what the data should beinthe 12 months after the project. D) Explain the derivation ofall numbers, E) How does this integrate into your agency's five year plan? precedingSkip Item 14 and go to Item 16, unless your project is research and evaluation and you have not completed the Justification Summary and one outcomeitem. 14. Research and Evaluation Justification Summa!y, and Outcome: You may use no more than additional one sided, double spaced pages for this item. NIA — Not a Research or Eval Project A) Justify the need for this project oahrelates toEMS, Identify (1)location and COpopulation hawhich this research pertains. b C) An�ongpopu��onlUenU�egmti me �enumber er of deaths, injuries, or other adverse conditions during this time that you estimate the practical application o[this research will reduce (or positive effect that itwill inuneauo). D)(1)Provide the expected numeric change when the anticipated findings cf this project are placed into practical use. (2)Explain the basis forynurmmtUnatea- |E) State yourhypothesin F)Provide the method and design for this project. G) Attach any questionnaires orinvolved documents that will beused, H) |fhuman orother living subjects are involved inthis research, provide documentation that you will comply with all applicable federal and state laws regarding research subjects. |> Describe how you will collect and analyze the data. ALL APPLICANTS MUST COMPLETE ITEM 15. 15. Statutory Considerations and Criteria: The following are based on s. 401,113(2)(b) and 401,117, FS. Use no more than one additional double spaced page to complete this item. Write N/A for those things in this section that d(;—not pertain to this project. Respond to all others. !A) Serve the requirements of the population upon which dwill impact. � of����eme������s�dU�r���u��nn���man�ms��/om��x�mme the department. C) Enable the vehicles ofyour organization bocontain otleast the minimum equipment and supplies am required bylaw, rule orregulation ofthe department. O) Enable the vehicles ofyour organization huhave, aiaminimum, adirect communications linkup with the operating base and hospital deaiQnahadastheprimaryreoeivingfacUky. E) Enable your organization h/improve orexpand the provision of: 1) EMS services onecounty, multi county, orarea wide basis. 2) Single EMS provider orcoordinated methods ofdelivering services. 3) Coordination of all EMS communication links, with police, fire, emergency vehicles, and other | related services. 15A) The project serves Tamarac and Broward County as it. aligns with Goal #5 of the FY2017 City of Tamarac Strategic Plan: to provide resources, initiatives and opportunities to continually revitalize our community, which includes improving response times, 1513) The project specifically helps TFIR address Goal 2.0 of the EMS State Plan 2()16-2021: Use health information technology to improve efficiency, effectiveness and quality of patient care coordination and healthcare outcomes; and Goal 3.2: Establish a financially sustainable infrastructure, which includes processes and effective use of technology and communication supporting all EMS systems functions. The project also enables emergency vehicles and their staff to conform to state standards including NFIRS, NEMSIS and EMSTARS. 15C) The equipment will meet legislative intent of state and local requirements under Florida Statutes Chapter 401 -Medical Telecommunications and Transportation. The project enables vehicles to contain at least the minimum equipment since each MDT and Tablet are assigned to a specific unit. 15D) The primary purpose of the project is to establish and enhance a direct communications linkup with the operating base (Broward County Dispatch), other cities, and transmitting technology to hospital(s). 1) EMS services that is timely via critical communications on a county -wide basis, particularly through Automatic Aid agreements TFIR has with surrounding cities. 2) Coordination of services through Broward County Dispatch, improving patient care through improved response times and improving safety of first responders with better communication 3) All EMS communication links with police, fire, emergency vehicles, and other related systems since both Broward County and surrounding cities use the same MDT/Tablets as part of their first 16. Work activities and time frames: Indicate the major activities for completing the project (use only the space provided). Be reasonable, most projects cannot be completed in less than six months and if it is a communications project, it will take about a year. Also, if you are purchasing certain makes of ambulances, it -takes at least nine months for them to be delivered after the bid is let. Work Activity Number of Months After Grant Starts Begin.... End Process agreement through City Commission Month 0 Month 1 Select MDT and Tablet vendor via State contract Month 1 Month 3 Purchase MDT's and Tablets Month 3 Month 4 Receive units and program technology Month 4 Month 5 Install units on response units and train personnel Month 5 Month 6 l 17. County Governments: If this application is being submitted by a county agency, describe in the space )elow why this request cannotbe paid for out of funds awarded under the state EMS county grant 3rogram. Include in the explanation why any unspent county grant funds, which are now in your county accounts, cannot be allocated in whole or part for the costs herein. fJ 1 DH FORM 1767 [2013] 5 Salariesand Benefits: For each position title, provide the amount of salary per hour, FICA per hour, fringe benefits, and the total number of hours. Costs Justification: Provide a brief justification why each of the positions and the numbers of hours are necessary for this project. NIA . .. . .. ... .. .. ............ ---fO-TAL. 0.00 Right click on 0.00 then left click on "Update Field" to calculate Total Expenses: These are travel -costs and the usual, ordinary, and incidental expenditures by an agency, such as, commodities and supplies of a consumable nature, excluding expenditures classified as operating capital outlay (see next category). Costs: List the price and source(s) of the price identified, Justification: Justify why each of the expense items and quantities are necessary to this project, N/A TOTAL; 0.00 Right click on 0.00 then left click on "Update Field" to calculate Total DH FORM 1767 [2013) F; Vehicles, equipment, and other operating capital outlay means equipment, fixtures, and other tangible personal property of a non Costs: List the price of the item and the source(s) used to identify the price. Justification: State why each of the items and quantities listed is a necessary component of this project. consumable and non expendable nature, and the normal expected life of which is 1 year or more. Mobil Data Terminals (MDT) $16,008 Computerized device that receives call data from County Dispatch and provides pre -fire planning detail related to the call ($5,336 per unit x 3 MDT's) Tablets $48,120 Computerized device that receives address and complaint information from County Dispatch and are used to write necessary reports with critical patient information that is sent to the hospital prior to ER arrival ($4,010 per unit x 12 tablets --fO—T—AL. �28.00 Right click on 0.00 then left click on .Update Field" to calculate Total State Amount (Check applicable program) Right click on 0.00 then left click on Z Matching: 75 Percent I4E&96.00 "Update Field" to calculate Total Right click on 0.00 then left click on ❑ Rural: 90 Percent $0.00 "Update Field" to calculate Total Local Match Amount (Check applicable program) 0 Matching: 25 Percent I F] Rural: 10 Percent Grand Total Right click on 0.00 then left click on $16,032 00 "Update Field" to calculate Total Right click on 0.00 then left click on $ 0.00 "Update Field" to calculate Total I"^ A A 110 f%n Right click on 0.00 then left click on 19. Certification. My signature below certifies the following. 1 am aware that any omissions, falsifications, misstatements, or misrepresentations in this application may disqualify me for this grant and, if funded, may be grounds for termination at a later date. I understand that any information I give may be investigated as allowed by law. I certify that to the best of my knowledge and belief all of the statements contained herein and on any attachments are true, correct, complete, and made in good faith. I agree that any and all information submitted in this application will become a public document pursuant to Section 119.07, F.S. when received by the Florida Bureau of EMS. This includes material which the applicant might consider to be confidential or a trade secret. Any claim of confidentiality is waived by the applicant upon submission of this application pursuant to Section 119.07,F.S., effective after opening by the Florida Bureau of EMS. I accept that in the best interests of the State, the Florida Bureau of EMS reserves the right to reject or revise any and all grant proposals or waive any minor irregularity or technicality in proposals received, and can exercise that right. I, the undersigned, understand and accept that the Notice of Matching Grant Awards will be advertised in the Florida Administrative Weekly, and that 21 days after this advertisement is published I waive any right to challenge or protest the awards pursuant to Chapter 120, F.S. I certify that the cash match will be expended between the beginning and ending dates of the grant and will be used in strict accordance with the content of the application and approved budget for the activities identified. In addition, the budget shall not exceed, the department, approved funds for those activities identified in the notification letter. No funds count towards satisfying this grant if the funds were also used to satisfy a matching requirement of another state grant. All cash, salaries, fringe benefits, expenses, equipment, and other expenses as listed in this application shall be committed and used for the activities approved as a part of this grant. Acceptance of Terms and Conditions: If awarded a grant, I certify that I will comply with all of the above and also accept the attached grant terms and conditions and acknowledge this by signing below. Signature of Auth rued Grant Sign r MM 1 DD I YY Individual Identified in Item 2 DH FORM 1767 [2013] FLORIDA DEPARTMENT OF HEALTH EMS GRANT PROGRAM agg ka all," 11111111 In accordance with the provisions of Section 401.113(2)(b), F. S., the undersigned hereby requests an EMS grant fund distribution for the improvement and expansion of pre -hospital IEMS, Name of Agency: City of Tamarac Mailing Address: 7525 NW 88 Avenue Tamarac, FL 33321 Federal Identification NumbAer5 1039552 Authorized Agency Offici ignature Date Michael C. Cernech, City Manager Type Name and Title Sign and return this page with your application to: DOH Bureau of Emergency Medical Oversight EMS Section, Grants Unit 4052 Bald Cypress Way, Bin A-22 Tallahassee, Florida 32399-1722 Do not write below this line. For use by Bureau of Emergency Medical Services personnel I Grant Amount For State To Pay: $ I Approved By: Signature of State EMS Grant Officer I State Fiscal Year: 2016 - 2017 Grant ID Code: Date Organization Code E.Q. OCA QW�ect Code Ca or 64-61-70-30-000 03 SF003 750000 059999 Federal Tax ID: VF — — — ^ — — — — — .Grant Beginning Date: Grant Ending Date: Vj FLORIDA DEPARTMENT OF HEALT FLORIDA DEPARTMENT OF HEALTH BUREAU OF EMERGENCY MEDICAL SERVICES EMS MATCHING GRANT PROGRAM APPLICATION PACKET Revised: December 2008 64J-1.015, F.A.C. TABLE OF CONTENTS Introduction Eligibility Application Request for Grant Fund Distribution EMS Grant Program Change Request EMS Grant Program Expenditure Report Matching Grants Evaluation Worksheet Financial and Compliance Audit Requirements State Funded Conditions Applicable to For -Profit Organizations Section 215.97 F. S. Submission of Audit Reports Records Retention Disallowed Expenditures Vehicles and Equipment Transfer of Property Requests for Change Early Ending Date Supplanting Funds Deposit of Funds Reports Grant Signature Records Final Reports Communications Equipment Expenditures Credit Statement 1 1 3 11 12 13 14 19 19 19 20 20 20 21 21 21 21 22 22 22 22 22 22 22 23 23 23 THIS DOCUMENT CONTAINS THE EMS GRANT PROGRAM APPLICATION, GUIDELINES AND GRANT EVALUATION WORKSHEET REFERRED TO IN CHAPTER 64J-1.015, FLORIDA ADMINISTRATIVE CODE (F.A.C.). THIS APPLICATION IS TO BE USED FOR BOTH THE RURAL AND MATCHING GRANT PROGRAMS. INTRODUCTION This grant program provides emergency medical services providers, first responder organizations, and other emergency medical service related organizations with funds for projects to acquire, repair, improve, or upgrade emergency medical services systems, or equipment. To apply for an EMS Matching Grant, an applicant must meet specific eligibility requirements. Applicants certify that they meet all requirements in this application and guidelines when they sign and submit the application to the Bureau of Emergency Medical Services. You may submit any number of applications, and there is no limit on the amount of funds you may request for each application. Do not place more than one project in one application. However, do not fragment a request into more than one application if the activities are related. For example, a request for an ambulance, with medical equipment and radios for the ambulance, should all be in one application. However, a communication base station and dispatch equipment or training should not be included with the request for funding to purchase an ambulance. ELIGIBILITY WHO IS ELIGIBLE: To be eligible for funding under the Rural and Matching Grant Programs, an applicant must meet the following criteria: 1. Eligible rural counties are defined in section 401.107(5), Florida Statutes, (F.S.) as "a county with a total population of 100, 000 or fewer people and density of less than 100 people per square mile. " 2. Only boards of county commissioners and emergency medical services organizations determined by statute to be rural are eligible for rural grants. 3. Rural emergency medical service providers may also apply for funding from the matching grant program (75% state 25% local matching funds). 4. Emergency medical services providers, first responders and other EMS -related organizations are eligible for the matching grant program. WHAT IS ELIGIBLE: 1. The matching grant funds must be used for the improvement and expansion of emergency medical services. Rural matching grant funds may be used to maintain services. 2. The grant funds must be used for one or more of the activities outlined in section 401.113(2)(b), F.S. MANDATORY CRITERIA REVIEW: Applications shall be reviewed to determine that the applicant meets the following criteria applicable to the type of grant submitted: 1. The grant applicant organization shall be based in a rural county if applying for 90% funding. 2. The applicant has received a letter endorsing the grant application from their Board of County Commissioners or the local EMS provider (if not a licensed EMS provider). 3. The application is complete and signed. 4. The applicant demonstrates the grant will be used to reduce morbidity and mortality in the identified service area in an efficient and effective manner. 5. First responder organizations must attach a copy of the memorandum of understanding (MOU) with a licensed emergency medical services provider. If there is no MOU, then documentation must be attached to the application that demonstrates the applicant has made a reasonable effort to obtain one or that the applicant did not receive a response from the providers in the area of operation. 6. If a Private Not -For -Profit organization, a copy of IRS 501 (c)(3) letter or other legal documentation of this status must be attached to the application. 7. The application may not exceed the number of pages listed in the application packet. Letters of support will not be counted as pages, but may be submitted. 8. The following application form, a facsimile of it or an electronic copy shall be used. However, the content of the form shall be identical to the copy received from the Bureau or from its web page. The applicant shall comply with all the instructions provided by the Bureau. EMS MATCHING GRANT APPLICATION FLORIDA DEPARTMENT OF HEALTH Bureau of Emergency Medical Services Complete all items unless instructed differently within the application Type of Grant Requested: ❑ Rural ❑ Matching ID. Code The State Bureau of EMS will assi n the ID Code — leave this blank 1. Organization Name: 2. Grant Signer: (The applicant signatory who has authority to sign contracts, grants, and other legal documents. This individual must also sign this application.) Name: Position Title: Address: City: Count : State: Florida Zi Code: Telephone: Fax Number: E-Mail Address: 3. Contact Person: (The individual with direct knowledge of the project on a day-to-day basis and responsibility for the implementation of the grant activities. This person may sign project reports and may request project changes. The signer and the contact person may be the same.) Name: Position Title: Address: City: Count State: Florida Zip Code: Telephone: Fax Number: E-mail Address: DH 1767, December 2008 64J-1.015, F.A.C. 4. Legal Status of Applicant Organization (t neCK oniv one resuun5e). (1) ❑ Private Not for Profit [Attach documentation-501 (3) ©] (2) ❑ Private For Profit (3) ❑ City/Municipality/Town/Village (4) ❑ County (5) ❑ State (6) ❑ Other (specify): 5. Federal Tax ID Number (Nine Digit Number). VF_ _ _ _ _ _ _ _ _ 6. EMS License Number: Type: ❑Transport ❑Non -transport ❑Both 7. Number of permitted vehicles by type: BLS ALS Transport ALS non -transport. 8. Type of Service (check one): ❑Rescue ❑Fire ❑Third Service (County or City Government, nonfire) ❑Air ambulance: ❑Fixed wing ❑Rotowing ❑Both ❑Other (specify) 9. Medical Director of licensed EMS provider: If this project is approved, I agree by signing below that I will affirm my authority and responsibility for the use of all medical equipment and/or the provision of all continuing EMS education in this project. [No signature is needed if medical equipment and professional EMS education are not in this project.] Signature: Date: Print/Type: Name of Director FL Med. Lic. No. Note: All organizations that are not licensed EMS providers must obtain the signature of the medical director of the licensed EMS provider responsible for EMS services in their area of operation for projects that involve medical equipment and/or continuing EMS education. If your activity is a research or evaluation project, omit Items 10, 11, 12, 13, and skip to Item Number 14. Otherwise, proceed to Item 10 and the following items. 10. Justification Summary: Provide on no more than three one-sided, double-spaced pages a summary addressing this project, covering each topic listed below. A) Problem description (Provide a narrative of the problem or need); B) Present situation (Describe how the situation is being handled now); C) The proposed solution (Present your proposed solution); D) Consequences if not funded (Explain what will happen if this project is not funded); E) The geographic area to be addressed (Provide a narrative description of the geographic area); F) The proposed time frames (Provide a list of the time frame(s) for completing this project); G) Data Sources (Provide a complete description of data source(s) you cite); H) Statement attesting that the proposal is not a duplication of a previous effort (State that this project doesn't duplicate what you've done on other grant projects under this grant program). DH 1767, December 2008 4 Next, only complete one of the following: Items 11, 12, or 13. Read all three and then select and complete the one that pertains the most to the preceding Justification Summary. Note that on all three, that before -after differences for emergency victim data are the highest scoring items on the Matching Grants Evaluation Worksheet used by reviewers to evaluate your application form. 11. Outcome For Projects That Provide or Effect Direct Services To Emergency victims: This may include vehicles, medical and rescue equipment, communications, navigation, dispatch, and all other things that impact upon on -site treatment, rescue, and benefit of emergency victims at the emergency scene. Use no more than two additional one-sided, double-spaced pages for your response. Include the following: A) Quantify what the situation has been in the most recent 12 months for which you have data (include the dates). The strongest data will include numbers of deaths and injuries during this time. B) In the 12 months after this project's resources are on-line, estimate what the numbers you provided under the preceding "(A)" should become. C) Justify and explain how you derived the numbers in (A) and (B), above. D) What other outcome of this project do you expect? Be quantitative and explain the derivation of your figures. E) How does this integrate into your agency's five-year plan? 12. Outcome For Training Projects: This includes training of all types for the public, first responders, law enforcement personnel, EMS and other healthcare staff. Use no more than two additional one-sided, double-spaced pages for your response. Include the following: A) How many people received the training this project proposes in the most recent 12-month time period for which you have data (include the dates). B) How many people do you estimate will successfully complete this training in the 12 months after training begins? C) If this training is designed to have an impact on injuries, deaths, or other emergency victim data, provide the impact data for the 12 months before the training and project what the data should be in the 12 months after the training. D) Explain the derivation of all figures. E) How does this integrate into your agency's five year -plan? 13. Outcome For Other Projects: This includes quality assurance, management, administrative, and other. Provide numeric data in your responses, if possible, that bear directly upon the project and emergency victim deaths, injuries, and/or other data. Use no more than two additional one-sided, double- spaced pages for your response. Include the following: A) What has the situation been in the most recent 12 months for which you have data (include the dates)? B) What will the situation be in the 12 months after the project services are on-line? C) If this project is designed to have an impact on injuries, deaths, or other emergency victim data, provide the impact data for the 12 months before the project and what the data should be in the 12 months after the project. D) Explain the derivation of all numbers. E) How does this integrate into your agency's five-year plan? DH 1767, December 2008 Skip Item 14 and go to Item 15, unless your project is research and evaluation and you have not completed the preceding Justification Summary and one outcome item. 14. Research and Evaluation Justification Summary, and Outcome: You may use no more than three additional one-sided, double-spaced pages for this item. A) Justify the need for this project as it relates to EMS. B) Identify (1) location and (2) population to which this research pertains. C) Among population identified in 14(B) above, specify a past time frame, and provide the number of deaths, injuries, or other adverse conditions during this time that you estimate the practical application of this research will reduce (or positive effect that it will increase). D) (1) Provide the expected numeric change when the anticipated findings of this project are placed into practical use. (2) Explain the basis for your estimates. E) State your hypothesis. F) Provide the method and design for this project. G) Attach any questionnaires or involved documents that will be used. H) If human or other living subjects are involved in this research, provide documentation that you will comply with all applicable federal and state laws regarding research subjects. 1) Describe how you will collect and analyze the data. 15. Statutory Considerations and Criteria: The following are based on s. 401.113(2)(b) and 401.117, F.S. Use no more than one additional double-spaced page to complete this item. Write N/A for those things in this section that do not pertain to this project. Respond to all others. Justify that this project will: A) Serve the requirements of the population upon which it will impact. B) Enable emergency vehicles and their staff to conform to state standards established by law or rule of the Department. C) Enable the vehicles of your organization to contain at least the minimum equipment and supplies as required by law, rule or regulation of the Department. D) Enable the vehicles of your organization to have, at a minimum, a direct communications linkup with the operating base and hospital designated as the primary receiving facility. E) Enable your organization to improve or expand the provision of: 1) EMS services on a county, multi county, or area wide basis. 2) Single EMS provider or coordinated methods of delivering services. 3) Coordination of all EMS communication links, with police, fire, emergency vehicles, and other related services. DH 1767. December 2008 16. Work activities and time frames: Indicate the major activities for completing the project (use only the space provided). Be reasonable, most projects cannot be completed in less than six months and if it is a communications project, it will take about a year. Also, if you are purchasing certain makes of ambulances, it takes at least nine months for them to be delivered after the bid is let. Work Activity Number of Months After Grant Starts Begin End 17. County Governments: If this application is being submitted by a county agency, describe in the space below why this request cannot be paid for out of funds awarded under the state EMS county grant program. Include in the explanation why any unspent county grant funds, which are now in your county accounts, cannot be allocated in whole or part for the costs herein. DH 1767, December 2008 18. Bud et: Salaries and Benefits: For each position title, provide the amount of salary per hour, FICA per hour, fringe benefits, and the total number of hours. Costs Justification: Provide a brief justification why each of the positions and the numbers of hours are necessary for this project. TOTAL: Expenses: These are travel costs and the usual, ordinary, and incidental expenditures by an agency, such as, commodities and supplies of a consumable nature, excluding expenditures classified as operating capital outlay (see next category). Costs: List the price and source(s) of the price identified. Justification: Justify why each of the expense items and quantities are necessary to this project. TOTAL: $ DH 1767, December 2008 Vehicles, equipment, and other operating capital outlay means equipment, fixtures, and other tangible personal property of a non consumable and non - expendable nature, and the normal expected life of which is 1 year or more. Costs: List the price of the item and the source(s) used to identify the price. Justification: State why each of the items and quantities listed is a necessary component of this project. TOTAL: $ State Amount (Check applicable program) ❑ Matching: 75 Percent $ ❑ Rural: 90 Percent $ Local Match Amount (Check applicable program) ❑ Matching: 25 Percent $ ❑ Rural: 10 Percent $ Grand Total $ DH 1767, December 2008 19. Certification: My signature below certifies the following. I am aware that any omissions, falsifications, misstatements, or misrepresentations in this application may disqualify me for this grant and, if funded, may be grounds for termination at a later date. I understand that any information I give may be investigated as allowed by law. I certify that to the best of my knowledge and belief all of the statements contained herein and on any attachments are true, correct, complete, and made in good faith. I agree that any and all information submitted in this application will become a public document pursuant to Section 119.07, F.S. when received by the Florida Bureau of EMS. This includes material which the applicant might consider to be confidential or a trade secret. Any claim of confidentiality is waived by the applicant upon submission of this application pursuant to Section 119.07,F.S., effective after opening by the Florida Bureau of EMS. I accept that in the best interests of the State, the Florida Bureau of EMS reserves the right to reject or revise any and all grant proposals or waive any minor irregularity or technicality in proposals received, and can exercise that right. I, the undersigned, understand and accept that the Notice of Matching Grant Awards will be advertised in the Florida Administrative Weekly, and that 21 days after this advertisement is published I waive any right to challenge or protest the awards pursuant to Chapter 120, F.S. I certify that the cash match will be expended between the beginning and ending dates of the grant and will be used in strict accordance with the content of the application and approved budget for the activities identified. In addition, the budget shall not exceed, the Department - approved funds for those activities identified in the notification letter. No funds count towards satisfying this grant if the funds were also used to satisfy a matching requirement of another state grant. All cash, salaries, fringe benefits, expenses, equipment, and other expenses as listed in this application shall be committed and used for the activities approved as a part of this grant. Acceptance of Terms and Conditions: If awarded a grant, I certify that I will comply with all of the above and also accept the attached grant terms and conditions and acknowledge this by signing below. Signature of Authorized Grant Signer MM / DID / YY (Individual Identified in Item 2 DH 1767, December 2008 10 FLORIDA DEPARTMENT OF HEALTH EMS GRANT PROGRAM REQUEST FOR GRANT FUND DISTRIBUTION In accordance with the provisions of Section 401.113(2)(b), F. S., the undersigned hereby requests an EMS grant fund distribution for the improvement and expansion or continuation of pre -hospital EMS. Name of Agency: Mailing Address: Federal Identification Number: Authorized Agency Official: Signature Date Type Name and Title Sign and return this page with your application to: Florida Department of Health BEMS Grant Program 4052 Bald Cypress Way, Bin C18 Tallahassee, Florida 32399-1738 Do not write below this line. For use by Bureau of Emergency Medical Services personnel on Grant Amount For State To Pay: $ Grant ID Code: Approved By Signature of EMS Grant Officer Date State Fiscal Year: - Organization Code E.O. OCA Object Code 64-42-10-00-000 750000 Federal Tax ID Grant Beginning Date: VF DH 1767P, December 2008 Grant Ending Date: 64J-1.015, F.A.C. 11 Department of Health EMS GRANT PROGRAM CHANGE REQUEST Name of Grantee: Grant ID Code: BUDGET LINE ITEM CHANGE FROM CHANGE TO TOTAL Is Is Justification For Change: Signature of Authorized Official Date For department use only Approved Yes ❑ No ❑ Change No: Department's Authorized Representative Date DH 1684C, December 2008 64J-1.015, F.A.C. 12 Department of Health EMS GRANT PROGRAM EXPENDITURE REPORT Name of Grantee: Grant ID Code: Time Period Covered: Beginning Date: Ending Date: _ Earned Interest: Amount $ ; as of Day Month Year Final Report (Check one): UYes I_INo Major Line Items I TOTAL Approved Budget Expenditure by Major Line Item(s) 1 $. I TOTAL BUDGETED EXPENDITURES I $ Actual Expenditure to Date by Major Line Item(s) I $ TOTAL EXPENDITURES I $ BALANCE (Budgeted Less Actual Expenditures) $ Include with the progress notes an explanation of how project personnel, equipment, and any problems or barriers may im act on the grant progress. I certify the above reports are true and correct. Expenditures were made only for items allowed by the above referenced grant. Signature of Authorized Official Date DH 1684A, December 2008 64J-1.015, F.A.C. 13 MATCHING GRANTS EVALUATION WORKSHEET INSTRUCTIONS FOR 75/25 PERCENT STATE EMS MATCHING GRANTS: The scores will always be 0, 1, or 2. Unless specified otherwise within the form: 2 = the answer of the applicant is complete with no more than one fact omitted; 1 = more than one fact omitted but there is at least one fact present; and 0 = there is no useful information. Fractional scores between 0 and 2 may also be used (e.g..5, 1.25, 1.5, etc.), but none greater than 2. In order to place the total on a scale of 100, the total for each section is adjusted or multiplied by .69444. Adjusted scores of 55 or above will automatically be eligible for funding. The scores on the following evaluation sections show the maximum scores for each item and section. Note that the maximum score of 100 derives from adding the maximum totals of 11.11 and 88.89 in the two sections shown following. Justification Summary: On no more than three one sided double spaced pages, provide a summary addressing this ro'ect for each topic listed below. Item Score Weight Total Team Comments A) Problem description (Provide 2 1 2 a narrative of the problem or need and the population im acted). B) Present situation (Describe 2 1 2 how the situation is being handled now). C) The proposed solution 2 1 2 (Present your proposed solution). D) Consequences if not funded 2 1 2 (Explain what will happen if this ro'ect is not funded). E) The geographic area to be 2 1 2 addressed (Provide a narrative description of the geographic area). F) The proposed time frames, 2 1 2 (Provide a list of the time frame(s) for completing this project). G) Data Sources (Provide a 2 1 2 complete description of data sourcesyou cite). H) Statement attesting that the 2 1 2 proposal is not a duplication of a previous effort. (State this project doesn't duplicate what has been done on other grant projects under this grant program). TOTAL XXX XXX 16 ADJ. TIMES .69444 XXX XXX 11.11 14 Outcome For Projects That Provide or Effect Direct Services To Emergency Victims: This may include vehicles, medical and rescue equipment, communications, navigation, dispatch, and all other things that impact upon on -site treatment, rescue, and benefit of emergency victims at the emergency scene. Use no more than two additional one sided doubles aced pa, es for your response. Include the following: Item Score Weight Total Team Comments A) Quantify what the situation 2 3 6 has been in the most recent 12 months for which you have data (include the dates). The strongest data will include numbers of deaths and injuries durinq this time. B) In the 12 months after this 2 3 6 project's resources are on-line, estimate what the numbers you provided under the preceding "(A)" should become. C) Justify and explain how you 2 5 10 derived the numbers in (A) and (B), above. Before and After Difference 2 50 100 D) What other outcome of this 2 3 6 project do you expect? Be quantitative and explain the derivation of your figures. SUBTOTALI XXX XXX 128 Multiply subtotal if the data and information have high documentation and credibility by 1; .5 for doubtful credibility; and .1 for low credibility. Any decimals between .1 and 1 may also be used for judgments that fall between the decimals cited. The result is the new subtotal. Write the multiplication figure used 128 ADJ. TIMES .69444 XXX XXX 133.3 3 Outcome For Training Projects: This includes all training of all types for the public, first responders, law enforcement personnel, EMS and other healthcare staff. Use no more than two additional one sided doubles aced pages for your res onse. Include the followin : Item Score Wei ht Total Team Comments A) How many people received 2 3 6 the training this project proposes in the most recent 12 month time period for which you have data include the dates). B) How many people do you 2 3 6 estimate will successfully complete this training in the 12 months after training begins? Before and After Difference 2 13 26 C) If this training is designed to 2 40 80 have an impact on injuries, deaths, or other emergency victim data, provide the impact data for the 12 months before 15 the project and what the data should be in the 12 months after the training. D) Explain the derivation of all 2 5 10 figures. SUBTOTAL XXX XXX 128 Multiply subtotal if the data and information have high documentation and credibility by 1; .5 for doubtful credibility; and .1 for low credibility. Any decimals between .1 and 1 may also be used for judgments that fall between the decimals cited. The result is the new subtotal. Write the multiplication figure used 128 ADJ. TIMES .69444 XXX XXX 133.3 3 GRAND TOTAL ALL ITEMS XXX XXX 100.0 XXXXXXXXXXXXXXXXXXXX Outcome For Other Projects: This includes quality assurance, management, administrative, and others. Provide numeric data in your responses, if possible, that bear directly upon the project and emergency victim deaths, injuries, and/or other data. Use no more than two additional one sided double spaced pages for your response. Include the following: Item Score Wei ht Total Team Comments A) What has the situation been 2 3 6 in the most recent 12 months for which you have data include the dates)? B) What will the situation be in 2 3 6 the 12 months after the project services are on-line? Before and After Difference 2 13 26 C) If this project is designed to 2 40 80 have an impact on injuries, deaths, or other emergency victim data, provide the impact data for the 12 months before the project and what the data should be in the 12 months after the project. D) Explain the derivation of all 2 5 10 figures. SUBTOTAL XXX XXX 128 Multiply subtotal if the data and information have high documentation and credibility by 1; .5 for doubtful credibility; and .1 for low credibility. Any decimals between .1 and 1 may also be used for judgments that fall between the decimals cited. The result is the new subtotal. Write the multiplication figure used 128 ADJ. TIMES .69444 XXX XXX 133.3 3 GRAND TOTAL ALL ITEMS XXX XXX 100.0 XXXXXXXXXXXXXXXXXXXXXX Research and Evaluation Justification Summarv. and Outcome Item I Score Weight 77ta-7 Team Comments A Justify the need for this I2 4 8 16 project as it relates to EMS. B) Identify (1) location and (2) 2 2 4 population to which this research pertains. C) Among population identified 2 5 10 in 14(B) of the application, specify a past time frame, and provide the number of deaths, injuries, or other adverse conditions during this time that you estimate the practical application of this research will reduce (or positive effect that it will increase). D) (1) Provide the expected 2 43 86 numeric change when the anticipated findings of this project are placed into practical use. (2) Explain the basis for your 2 8 16 estimates. E State your hypothesis. 2 2 4 F) Provide the method and 2 2 4 design for this project. G) Attach any questionnaires 2 2 4 or involved documents that will be used. H) If human or other living 2 2 4 subjects are involved in this research, provide documentation that you will comply with all applicable federal and state laws regarding research subjects. 1) Describe how you will collect 2 2 4 and analyze the data. SUBTOTAL XXX XXX 144 Multiply subtotal if the data and information have high documentation and credibility by 1; .5 for doubtful credibility; and .1 for low credibility. Any decimals between .1 and 1 may also be used for judgments that fall between the decimals cited. The result is the new subtotal. Write the multiplication figure used 144 ADJ. TIMES .69444 I XXX XXX 100 Bonus Points for Statutory Considerations and Criteria: The following are based on s. 401.113(2)(b) and 401.117, F.S. Item Score Wei ht Total Team Comments A) Serve the requirements of 2 1 2 the population upon which project will impact. B) Enable emergency vehicles 2 1 2 and their staff to conform to state standards established by law or rule of the department. C Enable the vehicles of your 2 1 2 17 organization to contain at least the minimum equipment and supplies as required by law, rule or regulation of the department. D) Enable the vehicles of your 2 1 2 organization to have, at a minimum, a direct communications linkup with the operating base and hospital designated as the primary receiving facility E) Enable your organization to 2 1 2 improve or expand the provision of: 1) EMS services on a county, multi county, or area wide basis. Single EMS provider or coordinated methods of delivering services. 2) Coordination of all EMS communication links, with police, fire, emergency vehicles, and other related services. SUBTOTAL XXXI XXX 10 INSTRUCTIONS FOR 90/10 PERCENT STATE EMS RURAL MATCHING GRANTS: Applicant Information 1. Explain the problem. 2. Explain why the resources you are requesting will resolve the problem. Evaluation of the Application The likelihood, based upon the information provided by the applicant, in the next 12 months the lives and health of the population being served will be adversely affected without the requested resources. Scores between 0 and 5 may also be used (e.g. .5, 1.25, 2.0, 2.5, 3.5, 4, 4.5, etc.), but none greater than 5. 5 High 3 Medium 1 Low 0 Not sufficiently established in the information provided Explanation for assigned score. Note: If there are tie scores among applications and it affects whether or not which ones will be offered funding, the following priorities will prevail among the affected tie scores: 1. Medical equipment used at emergency scenes. 2. Rescue equipment used at emergency scenes. 18 3. Injury prevention. 4. Communications equipment. 5. EMS staff training. FINANCIAL AND COMPLIANCE AUDIT REQUIREMENTS This section is applicable to all grantees. An audit, performed in accordance with Section 215.97, F.S., performed by the Auditor General shall satisfy the requirement of this attachment. STATE FUNDED The grantee agrees to have an annual financial audit performed by independent auditors in accordance with the current Government Auditing Standards issued by the Comptroller General of the United States. Such audits shall cover the entire organization for the organization's fiscal year. The scope of the audit performed shall cover the financial statements and include reports on internal control and compliance. The reporting package shall include a schedule that discloses the amount of expenditures and/or receipts by grant number for each grant with the Department in effect during the audit period. Compliance findings related to grants with the Department shall be based on the grant requirements, including any rules, regulations, or statutes referenced in the grant. All questioned costs and liabilities due to the Department shall be fully disclosed in the audit report with reference to the Department grant involved. CONDITIONS APPLICABLE TO FOR -PROFIT ORGANIZATIONS The method of payment to for -profit organizations is cost reimbursement. For -profit organizations shall request reimbursement as follows: 1. Submit reimbursement requests to the Department accompanied by signed invoices and copies of both sides of the payment checks. If the grantee doesn't regularly receive copies of checks from its financial institution, the Department may accept other documentation evidencing payment. The invoices must clearly indicate the service or product delivered, date delivered, date paid, item cost, total cost, and the person receiving the service or product. 2. A copy of the approved budget must be in the reimbursement material. The grantee must show which item in the budget corresponds to each item in the reimbursement form. Every item on the reimbursement form must be identical to or clearly included under the approved budget items. 3. The grantee shall submit invoices for personnel services and fees on a time/rate basis. The invoices must identify each individual by name, state the services provided, the time period covered by the invoice, and the hourly rate and number of hours worked for each individual. Appropriate time sheets or time logs must accompany the invoice. 19 4. The grantee must submit a final invoice for payment to the Department within 40 days after the grant ends or is terminated. If the grantee fails to comply and does not obtain a written waiver from the Department, all rights to payment are forfeited. SECTION 215.97 F. S. (GRANTS AND AIDS APPROPRIATION) If the grantee receives funds from a grants and aids appropriation, the grantee shall have an audit, or submit an attestation statement, in accordance with Section 215.97, F. S. The audit report shall include a schedule of financial assistance, which discloses each state grant by number and indicates which grants are funded from state grants and aids appropriations. The grantee has "received" funds when it has obtained cash from the Department or when it has incurred reimbursable expenses. The grantee agrees to submit the required reports. SUBMISSION OF AUDIT REPORTS Copies of the audit report and any management letter by the independent auditors, or attestation statement, required by this attachment shall be submitted within 180 days after the end of the grantee's fiscal year to the following, unless otherwise required by F. S.: A. Send one copy to: Florida Department of Health Contract Administrative Monitoring Unit 4052 Bald Cypress Way, BIN B01 Tallahassee, Florida 32399-1729 B. Submit to this address only those audits performed or attestation statements prepared in accordance with Section 215.97, F. S.: Send two copies to: Auditor General's Office Local Government Audits/342 Claude Pepper Building, Room 401 111 West Madison Street Tallahassee, Florida 32399-1450 C. Do not send this report to the state Bureau of EMS. RECORDS RETENTION The grantee shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of six years from the date the audit report is issued, unless extended in writing by the Department. 20 DISALLOWED EXPENDITURES No expenditures are allowable as grant costs unless they are clearly specified as a line item in the approved grant budget, including approved change requests, or are clearly included under an existing line item. Any disallowed EMS grant expenditure shall be returned to the Department by the grantee within 40 days after the Department's notification. The costs of disallowed items are the responsibility of the grantee. VEHICLES AND EQUIPMENT The grantee shall own all items, including vehicles and equipment purchased with the state EMS grant funds, unless otherwise described in the approved grant application. The grantee shall clearly document the assignment of equipment ownership and usage; and maintain these documents so they are available to the Department. The owner of the vehicle shall be responsible for the proper insurance, licensing and, permitting and maintenance. All equipment purchased with grant funds shall continue to be used for pre -hospital EMS or the purpose for which it was purchased throughout its useful life. When any grant -funded equipment is no longer usable, it may be sold for scrap or disposed of in the customary procedure of the receiving agency. TRANSFER OF PROPERTY A private organization owning any equipment funded through the grant program in whole or in part, and purchased that equipment to provide services for a municipality, county or other public agency ceasing operation within five years of the ending date of a grant awarded to the organization, shall transfer the equipment or other items to the local agency. There shall be no cost to the recipient organization. This provision is applicable when services cease operating due to a contract ending as well as any other reason. REQUESTS FOR CHANGE After a grant has been awarded, all requests for change shall be on DH Form 1684C EMS Grant Program Change Request, December 2008. The grantee shall obtain written approval from the Department prior to making the requested changes. The following changes must be requested: 1. Extension of the grant's ending date. If an extension is being requested, the proposed new ending date shall be identified in the request. The grant extension request shall be received by the Department prior to the ending date indicated in the award letter. 2. Changes in the project activities. 3. Redistribution of the funds between entities or equipment approved. 4. Establishing a new line item in the budget. 5. Changing a salary rate more than 10%. 21 EARLY ENDING DATE If the project accomplishes the listed objectives and all funds have been expended, the grantee may request that the grant be closed prior to the ending date indicated in the award letter. The grantee shall submit a final expenditure report and a written narrative description of the grant activities and the impact the purchase or training had on the delivery of EMS. SUPPLANTING FUNDS The applicant cannot propose to use grant funds to supplant or replace any county or other funding source. Funds received under the county award grant program cannot be used to fulfill the matching requirement for the matching grant program. DEPOSIT OF FUNDS Matching grant funds provided to an applicant shall be deposited in a separate account and any interest earned shall be returned to the Department with the final report. All interest earned shall be documented on the required reports. REPORTS Each grantee shall submit two reports to the Department. The due dates for the required reports shall be specified in the letter from the Department notifying the grantee of the grant award. These reports shall include, at a minimum, a narrative of the activities completed or the progress of grant activities during the reporting period. A report shall be submitted by the due date whether or not any action or expenditures have occurred. GRANT SIGNATURE The authorized individual listed on page one of the application shall sign each original application. Should this not be possible before the due date, a letter shall be submitted to the Department explaining why and when the signed application shall be received. The Department shall receive the signed application no less than 5 working days prior to the grant review team meeting, published in the FAW. RECORDS The grantee shall maintain financial and other documents related to the grant to support all revenue and expenditures. A file shall be maintained by the grantee, which includes a copy of the "Notice of Grant Award" letter, a copy of the application and department approved budget and a copy of all approved changes. FINAL REPORTS Within 120 days of the grant ending date a final report shall be submitted to the Department. The final report shall at a minimum contain a narrative describing the activities conducted including any bid or purchasing process and a copy of all invoices, canceled checks relating to the purchase of any equipment and supplies. If the activity funded was for training a list of all individuals receiving the training shall be submitted along with the dates, times and location of 22 the training. If the grant was for training to be obtained by staff then a copy of all invoices and Payment documents for the training shall also be submitted. COMMUNICATIONS EQUIPMENT The grantee shall have all communications activities, services, and equipment approved in writing by the Department of Management Services, Information Technology Program (ITP). The approval shall be dated after the beginning date of the grant. Any commitment to purchase the requested equipment and service shall also be dated after the beginning date of the grant. EXPENDITURES No expenditures may be incurred prior to the grant starting date or after the grant ending date. CREDIT STATEMENT The grantee ensures that where activities supported by this grant produce original writing, sound recording, pictorial reproductions, drawings or other graphic representations and works of any other nature, notices, informational pamphlets, press releases, advertisements, descriptions of the sponsorship of the program, research reports, and similar public notices prepared and released by the provider shall include the statement: "Sponsored by [Your Organization's Name] and the State of Florida, Department of Health, Bureau of Emergency Medical Services." If the sponsorship reference is in written or other visual material, the words, "State of Florida, Department of Health, Bureau of Emergency Medical Services" shall appear in the same size letter or type as the name of the grantee's organization. One complimentary copy of all such materials shall be sent to the Department within three weeks of their reproduction and delivery to the grantee. If the proper credit statement is not included, or if a copy of each item produced is not provided to the Department within three weeks, the cost for any such materials produced shall be disallowed. Where activities supported by this grant produce writing, sound recordings, pictorial reproductions, drawings, or other graphic representations and works of any similar nature, the Department has the right to use, duplicate and disclose such materials in whole or in part, in any manner or purpose whatsoever and others acting on behalf of the Department. If the materials so developed are subject to copyright, trademark, or patent, legal title and every right, interest, claim, or demand of any kind in and to any patent, trademark or copyright, or application for the same, will vest in the State of Florida, Department of State, for the exclusive use and benefits of the state. Pursuant to section 286.02 (1), F.S., no person, firm or corporation, including parties to this grant, shall be entitled to use the copyright, patent or trademark without the prior written consent of the Department of State. 23