HomeMy WebLinkAboutCity of Tamarac Resolution R-2008-123Temp. Reso. #11464
August 28, 2008
Page 1 of 4
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CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R2008- /),,
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
TAMARAC, FLORIDA, ACCEPTING A LEGISLATIVE PROJECT
GRANT IN THE AMOUNT OF $200,000 FROM THE FLORIDA
DEPARTMENT OF ENVIRONMENTAL PROTECTION, BUREAU
OF WATER FACILITIES FUNDING; AUTHORIZING THE
APPROPRIATE CITY OFFICIALS TO EXECUTE A PROJECT
AGREEMENT BETWEEN THE FLORIDA DEPARTMENT OF
ENVIRONMENTAL PROTECTION AND THE CITY OF TAMARAC
FOR FUNDING IN THE AMOUNT OF $200,000 TOWARDS
REPLACEMENT OF THE CITY'S RADIO SYSTEM;
AUTHORIZING A CASH MATCH OF $200,000 FROM THE CITY'S
CAPITAL IMPROVEMENT FUND; PROVIDING FOR
SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Commission of the City of Tamarac desires to
provide its residents and visitors a higher level of service by enhancing and
improving its water treatment, water distribution, wastewater treatment, and
stormwater collection infrastructure and management systems ; and
WHEREAS, the City of Tamarac utilizes a Supervisory Control and Data
Acquisition (SCADA) system to collect data from remote locations throughout the
City and send that data via radio signals to a central computer that monitors and
controls City water treatment functions, 19 raw water wells, 81 lift stations, and 4
stormwater pumps; and
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Temp. Reso. #11464
August 28, 2008
Page 2 of 4
WHEREAS, the City's radio communication system provides an important
link in transmitting information from the SCADA system; and
WHEREAS, the City's current radio communication system was built in
1988 and despite periodic updates, the system has become outdated and less
effective; and
WHEREAS, the Florida Department of Environmental Protection (FDEP),
through the Bureau of Water Facilities Funding, provides Legislative Project
grants to local governments for water projects; and
WHEREAS, the City of Tamarac requested an FY08 legislative
appropriation of $200,000 for the replacement of the City's radio communications
system that was approved in the form of a Legislative Project grant as indicated
in the June 20, 2008 correspondence from the Florida Department of
Environmental Protection attached hereto as Exhibit A; and
WHEREAS, the City is willing to match the $200,000 of FDEP funding with
a one-to-one cash match of $200,000 from the City's Capital Improvement Fund;
and
WHEREAS, the Assistant City Manager and Director of Information
Technology recommend acceptance of the FDEP funds and execution of State
Financial Assistance Agreement No. LP8980 (attached hereto as Exhibit B)
between the Florida Department of Environmental Protection and the City of
Tamarac for funding replacement of the radio communication system; and
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Temp. Reso. #11464
August 28, 2008
Page 3 of 4
WHEREAS, the Mayor and City Commission of the City of Tamarac,
Florida, deem it to be in the best interest of the citizens and residents of the City
of Tamarac to accept FDEP funding for the replacement of the radio
communication system, to execute State Financial Assistance Agreement No.
LP8980 between the Florida Department of Environmental Protection and the
City of Tamarac for funding in the amount of $200,000 and to provide a cash
match of $200,000 from the City's Capital Improvement Fund.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF TAMARAC, FLORIDA THAT:
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.
SECTION 2: The City Commission of the City of Tamarac hereby accepts
the Legislative Project grant award of $200,000 from the Florida Department of
Environmental Protection, Bureau of Water Facilities Funding.
SECTION 3: The appropriate City officials are hereby authorized to
execute State Financial Assistance Agreement No. LP8980 between the City of
Tamarac and the Florida Department of Environmental Protection attached
hereto as Exhibit B.
SECTION 4: The appropriate City officials are hereby authorized to
appropriate the required match in the amount of $200,000 from the Capital
Improvement Fund and to make any and all budgetary transfers as necessary to
be in accordance with proper accounting standards.
Temp. Reso. #11464
August 28, 2008
Page 4 of 4
SECTION 5: All resolutions or parts of resolutions in conflict herewith are
hereby repealed to the extent of such conflict.
SECTION 6: 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 7: This Resolution shall become effective immediately upon
adoption. f�
PASSED, ADOPTED AND APPROVED this l day of k, 2008.
i&q r4a#�l - � akce2�
BETH FLANSBAUM-TALABIS
MAYOR
ATTEST:
RECORD OF COMMISSION VOTE:
MARION SWENSON, CMC MAYOR FLANSBAUM-TALABISCO
CITY CLERK DIST 1: COMM PORTNER
DIST 2: COMM ATKINS-GRA 4e�
DIST 3: V/M SULTANOF t
DIST 4: COMM. DRESSLER i
I HEREBY CERTIFY that
1 have approved this
RESOLUTION as to form.
SAMUEL S. REN
CITY ATT( NEY
b PH a= 25 Florida Department of
Charlie Crisl
i_;nvc'rnz-rr
Ei,;Environmental Protection
JAMARAC, Bob Martinez Center
R "` ar 2600 Blair Stone Road
Tallahassee, Florida 32399-2400
DHL DELIVERY — SIGNATURE REQUIRED
OCT 0 2 2008
Ms. Diane Phillips, Assistant City Manager
City of Tamarac
7525 NW 88t" Avenue
Tamarac, Florida 33067
Re: LP8980 — City of Tamarac
Tamarac SCADA Radio Communication Project
Dear Ms. Phillips:
! it KOUl''111q)
I t w',cFniO;
mich..11"4A; "'A
We are pleased to provide financial assistance for your wastewater/stormwater
improvement project. One fully executed grant agreement is enclosed. To draw money
under the agreement, please call Tommy Williams at 850/245-8358 for assistance in
completing a disbursement request. For your convenience, electronic copies of the
attachments are located on our web page: http://www.dep,state.fl.us/water/wff/index.htm
under 2008-2009 Legislative Project /nformation, LP Grant Attachments.
We congratulate you and your staff on your efforts and are pleased that we can work with
you on this project.
Sincerely,
.1
Phil Coram, P.E.
Deputy Director
Division of Water Resource Management
PC/st
Enclosure
cc: Jeffrey L. Miller — City of Tamarac
Levent Sucuoglu — City of Tamarac
STATE FINANCIAL ASSISTANCE AGREEMENT
CITY OF TAMARAC
DEP AGREEMENT NO. LP8980
STATE OF FLORIDA
GRANT ASSISTANCE
PURSUANT TO DINE ITEM 1772C OF THE 2008 - 2009 GENERAL APPROPRIATIONS .ACT
TTIIS AGREEMENT is entered into between the STATE OF FLORIDA DEPARTMENT OF
ENVIRONINIENTAI. PROTECTION, whose address is 2600 Blair Stone Road, MS 3505, Tallahassee. Florida
32 399-2400 (hereinafter referred to as the "Department") and the Cl l'Y OF TAMAR.AC, whose address is
7525 N.W. 88`h Avenue, Tamarac_ Florida, 33067 (hereinafter referred to as "Grantee" or "Recipient"), a
local government under the laws of the. State of' Florida. to provide funds for the Tarnarac SCADA Radio
Communication projcct.
In consideration of the mutual benefits to be derived lrcref'rom, the Department and the Grantee do hereby
agree as follows:
The Grantee does hereby agree to perfonrt in accordance with the terms and conditions set forth in this
Agreement, Attachment A (Project Work Plan)• and all attachments and exhibits named herein which are
attached hereto and incorporated by reference. For purposes of this Agreement, the terms "Contract' and
"Agreement" and the terns "Grantee", "Recipient" and "Contractor" are used interchangeably.
2. This Agreement shall begin upon execution by both parties and end no later than July 31, 2010, inclusive.
This Agreement may be amended to provide for additional services if additional funding is made available
by the l.,egislature.
A. As consideration for the services rendered b,, the Grantee under- the tenns of this Agrecment. the
Department shall pay the Grantee on a cost reimbursement basis in an amount not to exceed
S200,000 toward the total project cost estimate of $400.000 The parties hereto agree that the
Grantee is responsible for providing a minimum match of S200,000 toward the project described in
Attachment A. Prior written approval from the Department's Grant ManaF�er shall be required for
changes between budget categories of up to 10% of the total budget. The Department's Grant
Manager will transmit a copy of the written approval and revised budget to the Department's
Contracts Disbursements Office for inclusion in the Agreement file. Changes greater than 101,0
will require a formal amendment to the Agreement. If the Grantee finds.. afier receipt of
competitive bids, that the work described in Attachment A cannot be accomplished for the current
estimated project cost, the parties hereto agree to modify the Project Work Plan described in
Attachment A to provide for the work that can be accomplished for the funding identified above.
B. The Grantee shall be reimbursed on a cost reimbursement basis for all eligible project costs upon
receipt and acceptance of a properly completed Disbursement Request Package (prop idcd as
Attachment B). In addition to the Disbursement Request Package. the Grantee must provide fi-om
its accounting system, a listing of_ expenditures charged against this Agreement. The listing; shall
include, at a minimum. a description of the goods or services purchased, date of the transaction,
voucher number, amount paid. and \endor narne. All requests for reimbursement of travel
expenses shall be in accordance with the travel limits established in Section 112.061. Florida
Statutes. The Disbursement Request Package must include.
( 1 j A completed Disbursement Request i orn signed by the Grantee's Grant Manager. Such
requests roust be accompanied b\ sufficiently itemized summaries of the materials, lahor, or
services to identit, the nature of the work performed; the cost or charges for such work, and
the person providing the service or performing the work. If payment is based on an
authorized advance for incurred costs. invoices reflecting such costs must he included. After
receipt of advance funds the Grantee shall provide proof of payment to the Department
DEP Agreement No. I.P8980, Pagc 1 of 6
within thirty (30) days of receipt of the advance funds. If payment is based on
reimbursement; proof of payment of the invoices is required.
(22) A certification signed by the Grantee's Grant Manager as to the current estimated cost of the
I'roiect; that the materials, labor. or services represented by the invoice have been
satisfactorily purchased, performed, or received and applied to the project; that all funds
received to date have been applied toward completing, the Project; and that under the terms
and provisions of the contracts. the Grantee is required to make such payments.
O A certification by the engineer responsible for overseeing construction stating that
equipment, materials, labor and services represented by the construction invoices have been
satisfactorily invoiced, purchased; or received, and applied to the project in accordance with
construction contract documents; stating. that payment is, in accordance with construction
contract provisions; stating that construction, up to the point of the requisition, is in
compliance with the contract documents; and identifi'infa: all additions or deletions to the
Project which have altered the Project's perlormance standards, scope, or purpose since the
issue of the Department construction permit.
(4) Such other certificates or documents bs engineers. atwrncys, accountants, contractors; or
suppliers as may rcasonably be required by the Department.
C. In addition to the invoicing requirements contained in paragraph 3.13 above, the Department vAill
periodically request proof of a transaction (invoice, payroll register, etc.) to evaluate the
appropriateness of costs to the Agreement pursuant to State and Federal guidelines (including cost
allocation guidelines), as appropriate. ]'his information \Nhcn requested must be provided within
thin (30) calendar days of such request. The Grantee may also be required to submit a cost
allocation plan to the Department in support of its multipliers (overhead, indirect, general
administrative costs. and fringe benefits). All bills for amounts due under this Agreement shall be
submitted in detail sufficient for a proper pre -audit and post -audit thereof.
�) State guidelines for allowable costs can be found in the Department of Financial Services
Reference Guide for State Expenditures at hup: \vwA'.fldfs.com`aadir reference°%�5Fguide.
4. -1 he State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual
appropriation by the Legislature. Fhe parties hereto understand that this Agreement is not a commitment of
future appropriations.
5. Progress Reports (Attachment Cl shall be submitted describing the work performed. problems
encountered, problem resolution. schedule updates and proposed work for the next reporting period.
Progress reports shall be submitted along "ith the Disbursement Request Package.. described in paragraph
3.B. 11' advance payment is authorised, the Grantee shall report (and document as required under paragraph
3 above and on Attachment L) the amount of funds expended during the reporting period, the Agreement
expenditures to date, interest earned during the quarter and clearly indicate the method for repayment of the
interest to the Department (see paragraph 16). it is understood and agreed by the parties that the tern
''reporting period" reflects the period of time for %Nhich the invoices suhtnitted in the Disbursement. Request
Package are covered. The Department's Grant Manager shall have ten (10) calendar days to review
deliverables submitted by the Grantee.
6. Each party hereto agrees that it shall be solcly responsible for the negligent or wrongful acts of its
emplo•ees and agents. However. nothing contained herein shall constitute a "aiver by either party of its
sovcrcign intnrtrnity or the provisions of Section-68.28, Florida Statutes
A The Department may terminate this Agreement at any nme to the event of the failure of the
(grantee to fulfill any of its oblization.s under this Agreement Prior to termination. the Department
DE1) Agreement No. LP8980, rage 2 of 6
shall provide thirty (30) calendar days written notice of its intent to terminate and shall provide the
Grantee an opportunity to consult with the Department regarding the reason(s) for termination.
B. The Department may terminate this Agreement for convenience by providing the Grantee with
thirty (30) calendar days written notice.
8. This Agreement may be unilaterally canceled b,,' the Department for refusal by the Grantee to allow public
access to all documents; papers, letters. or other material made or received by the Grantee in conjunction
with this Agreement, unless the records are exempt frorn Section 24(a) of Article 1 of the State Constitution
and Section l 19,07(1 ), Florida Statutes,
9. A. l hc. Grantee shall comply with the applicable provisions contained in Attachment D (Special Audit
Requirements). attached hereto and made a part hereof. Exhibit i to Attachment D summarizes the
funding sources supporting the Agreement for purposes of assisting the Grantee in complying with
the requirements of Attachment D. A revised copy of Exhibit I must be provided to the Grantee for
each amendment, which authorizes a funding increase or decrease. If' the Grantee fails to receive a
revised copy of Exhibit I, the Grantee shall notify the Department's Grant Manager identified in this
Agreement to request a copy of the updated information.
B The Grantee is hereby advised that the Federal and or Florida Single Audit Act Requirements may
further apply to lower tier transactions that maN be a result of this Agreement. The Grantee shall
consider the ttipe of financial assistance (federal and,or state) identified in Auachrnent D, Exhibit 1
when making its determination. For- federal financial assistance. the Grantee shall use the guidance
provided under OMB Circular A-133. Subpart B. Section _.210 for determining whether the
relationship represents that of a subrecipient or vendor. For state financial assistance, the Grantee
shall use the font entitled "Checklist for Nonstate Organizations Recipierrt'Subrecipient vs Vendor
Determination" (form number DFS-.A2-l;S) that can be found under the "I.Inks;'Forins" section
appearing at the follo�jing website:
http apps ildfs.cora fsaa
"The Grantee should confer with its chief financial officer, audit director, or contact the Department for
assistance with questions pertaining to the applicability of these requirements.
10 The Grantee may subcontract- assign, or transfer anN work under this Agreement without the written
consent of the Department's Grant Manager. The Grantee shall submit a cope of the subcontract upon the
request of the Department's Grant Manager. The Grantee agrees to be responsible for the fulfillment of all
�sork elements included in any subcontract consented to by the Department and agrees to be responsible for
the payment of all monies due tinder any subcontract. It is understood and agreed by the Grantee that the
Department shall not be liable to any subcontractor for any expenses or liabilities incurred under the
subcontract and that the Grantee shall be solely liable to the subcontractor for all expenses and liabilities
incurred under the subcontract.
1 1. The Department of Environmental Protection supports diversity in its procurement program and requests
that all subcontracting opportunities afforded by this Ag,reemcrtt embrace diversity enthusiastically. '1 }rc
award of subcontracts should reflect the full diversity of the citizens of the State of Florida. A list of
rminot-M owned firms that could be offered subcontracting opportunities may be obtained by contacting, the
l lorida Department of Management Services, Office of Supplier Diversity, at 850`487-091 s
1 in accordance with Section 216,347, Florida Statutes. the Grantee is hereby prohibited from usim, funds
provided by this .Agreement for the purpose of lobbying the Legislature. the judicial branch or a state
agency.
13 fhc Grantee shall comph with all applicable federal, state and local rules and regulations in providing,
set ices to the Department under this Agreement. The Grantee acknowledges that this requirement includes
DEP Agreement No. I P8980. Page :; of 6
compliance with all applicable federal, state and local health and safcty rules and regulations. The Grantee
further agrees to include this provision in all subcontracts issued as a result of this .Agreement.
14. The Department's Grant Manager for this Agreement is identified below.
Tommy W illiams
Bureau of Water Facilities Funding
Florida Department of Environmental Protection
2600 Blair Stone Road, MS 3505
Tallahassee, Florida 32399-2400
Phone: 850-245-8358
Fax: 850-245-8411
1-;mail: thomas.e.n illiams a.;dep.state.fl.us
1 s I he Grantee's Grant Manager for this Agreement is identified below
LeN ent Sucuoglu
City of Tarnarac
7525 N.W. SS" A, enue
Tamarac, Fkorida 33067
Phonc: 954-597-3900
Fax 954-597-3910
Ernail. Levents(u)tamarac.org
16. In accordance with Section 216.181(16)(1)), Florida Statutes, the Department, upon written request from
the Grantee and written approval from the States Chief Financial Officer, if applicable, may provide an
advance to the Grantee. The Grantee angst temporarily invest the advanced funds, and return any interest
income to the Department, within thirty (30) dais of each calendar quarter. or apply said interest income
against the Department's obligation to pay. if' applicable, under this Agreement. Interest earned must be
returned to the Department within the tirnefrarne identified above or invoices must be received within the
same timeframe that shows the offset of the interest earned.
t: nused funds, and interest accrued on arty unused portion of advanced funds that have not been remitted to
the Department. shall be returned to the Depart-ment within sixty (60) days of Agreement completion.
The parties hereto acknowledge that the State's Chief Financial Officer ma} identify additional
requirements, which must be met in order for advance payrnent to be authorized. If the State's Chief
Financial Officer imposes additional requirements, the Grantee shall be notified, in writing, by the
Department's Grant Manager regarding the additional requirements. Prior to releasing any advanced funds.
the Grantee shall be required to provide a written acknowledgement to the Department's Grant Mariam, of
the Grantee's acceptance of the terms imposed b-\ the State's Chief Hnancial Officer for release of the.
funds.
If advance payment is authorized, the Grantee shall be responsible for submitting the information requested
in the interest Farmed Memorandum (Attachment E) and the Advance Payment Justification Form
(Attachment F) to the Department's Grant N'lanagcr quarterly. This information shall be requested by the
Grant Manager and submitted by the Grantee on a quarterly basis in Conjunction with the invoicereporting
requirements established in paragraphs 3 and 5.
I - To the extent required by law, the Grantee will be self -insured against, or will secure and maintain during
the life of this AI-rccmcnt, 'A orkers' Compensation Insurance for all of his employees connected with the
work of this project and, in case any work is subcontracted. the Grantee shall require the subcontractor
similarl} to provide Workers' (.;ompensation Insurance for all of the latter's employees unless such
cmplovees are covered b} the protection afforded b,, the Grantee. Such self-insuTance pro{.dram or Insurance
coverage shall comply fully with the i'lorida Workers Compensation law. In case am class of employees
D P Ac,,reernent :tio. LP8930. Page 4 of 6
engaged in hazardous work under this Agreement is not protected under Workers' Compensation statutes.
the Grantee shall provide, and cause each subcontractor to provide, adequate insurance satisfactor\ to the
Department, for the protection of those employees not otherwise protected.
18, The Grantee, as an independent contractor and not an agent, representative, or employee of the Department,
agrees to carr adequate liability and other appropriate forrrts of insurance. The Department shall have no
liabilir\ except as specificalh provided in this Agreement.
19. The Grantee covenants that it present]\ has no interest and shall not acquire an\ interest that Aould conflict
in any manner or degree with the performance of services required.
20. Upon satisfactory completion of this Agreement, the Grantee may retain oArrcrship of the non -expendable
personal property or equipment purchased under this AgIreetnent. llowcver. the Grantee shall complete and
si�-m Attachment (3, Property Reporting Fronn, D1.11 55-21F, and fon and it along with the appropriate
invoice to the Department's Grant Manager, The follo A Ing terms shall apply:
A The Grantee shall have use of the non -expendable personal property or, equipment for the
authorized purposes of the contractual arrangement as long as the required work is being
perforated.
f3. The Grantee is responsible for the implementation of adequate maintenance procedures to keep the
non -expendable personal propem or equipment in good operating condition.
C. The Grantee is responsible for any loss, darnage.. or theft of', and an". loss, damage or injury caused
by the use of. non -expendable personal property or equipment purchased with state funds and held
in his possession for use in a contractual arrangement with the Department.
�1. fhe Department may at any time, b} written order designated to be a change order, make any change in the
Project Work Plan Ait.hin the general scope of this A_Treerttent (e.g.. specifications, task timeline: within
current authorized agreernem period, method or manner of- perfonttance, requirements, etc.). All change
orders are subject to the mutual agreement of both parties as evidenced in Ariting, Anv change order that
causes an increase or decrease in the Grantee's cost or time shall require formal amendment to this
A zrcement.
A No person. on the grounds of' race, creed; color. national origin, age, sex. or disabilit". shall be
excluded from participation in, be denied the proceeds or benefits of: or be otherwise subjected to
discrimination in performance of this Agreement.
B An entity, or affiliate who has been placed on the discriminator vendor list may not submit a bid
on a contract to provide goods or services to a public entity, rna� not submit a bid on a contract
,ith a public entity for the construction or repair of a public buildinU or public work. Ina\ not
submit bids on leases of real property to a public crttit ,tray not award or perform work as a
contractor, supplier; subcontractor, or consultant under contract with any public entin'. and nta"
not transact business with any public entity. The Florida Department of Managcrnent Services is
responsible for maintaining the discriminatory vendor list and intends to post the list on its Aebsite.
Questions regarding, the discriminator- vendor list may be directed to the Florida Department of
Management Services, Office of Supplier Diversit\, at 850 471-091 5.
Land acquisition is not authorized under the terms of this Agreement.
, 4. This Agreement represents the entire agreement of the parties. Anv alterations, variations, changes,,
modifications or Aai%ers of provisions of this Agreement shall onls be valid when the% have been reduced
to writing, duly signed b\ each of the parties hereto. and attached tc the original of this Agreement. unless
otherwise prop ided herein.
DI: P Agreement No. LI18980. Page 5 of 6
IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed, the day and year
last written below.
CITY OF TAMARAC
City M� ger
Date:_ _
F E I D No.: 59 ' 14934?'" Z
APPROVFD AS TO LEGAL FORM
I.r "--r _r,.�,ti•
OFFUff OF THE !�Zdu�
ATTORNEY
DATED: �
S1 A'IT OF FLORIDA DEPARTMENT OF
ENVIRONNIEN'IAL PROTECTION
I)cput., Director
Division of Water Resource klanagernent
Date:-SEP-A-9-2009— —
i omm �1 illia . DF P Grant Manager
'For A<zi-cements A ith governmental boardsicornmissions. If someone other than the Chairman signs this Agreement,
a resolution, statement or other document authorizin.' that person to sign the Agreement on behalf of the
oovernmenlaI board'commission must accc mparn the Agreement.
List of attachmcnts,'exhibits included as part of this Agreernent:
Specih
Letter,
-I )-pe
Number
Attachment
A
Attachment
1�
Attachment
C
Attachment
I�
Attachment
E
Attachment
F
— --G—
Attachment
I)escription (include number of pages)
Project Work Plan (4 Pages)
Disbursernent Rc uest I'acka cg (` I'aes)
eport Form
peesa (2 Pages)
Rdit Re ury rements (> Pages)J
ecial .Au
AdN ante Payment -- Interest. Earned Memorandurn (1 Ra,"cl
Advance Payment Justification Forrn (> Pages)
Property Re]�ortint' Forrn (I Pace
DF:I' Agreement No, LI'SySo. Pace 6 of 6
ATTACHMENT A
GRANT NVORK PLAN
City Of Tamarac
LP68980
Proiect Title: Tamarac SC',I DA RO&O C'ornmtrniCatio+? Project.
Projectocation: Prolcct located in Cin of Tamarac ttiith potential to ir7Jpuct ctrEa cities in
Br'owar-d C_ouniv
Project Background:
The City's radio system is the crucial communication link between all of the components
that manage Tamarac's water treatment, water distribution, wastewater treatment and
stormwater collection activities. Because of the age of the City's existing radio system,
parts are no longer available for repairs and the system has become increasingly
unreliable. The City utilizes a SCADA system which collects data from 96 remote
locations and then sends this data via radio signals to a central computer. The central
computer monitors and controls the City's water treatment plant and 19 raw water wells
as well as the 81 lift stations and four stormwater pumps located in Tamarac. The City
relies upon the lift stations to pump all of the City's wastewater to the county's
wastewater treatment plant. Tamarac has over 600 miles of canals throughout the City,
therefore, timely and effective control of the City's water infrastructure is vital. The City's
stormwater pumps provide flood control to 35,000 residences and thousands of
businesses located in the 7 square mile basin area, as well as several neighboring
communities on University Drive (State Road 817). which is a major North -South
thoroughfare in western Broward County. The basin is bounded on the west by the
Everglades Conservation Area 2a. The C-14 Canal discharges into the Atlantic Ocean
during normal operations, but backflows into the Everglades Conservation Area during
drought periods. A dependable radio system is an integral component linking each
remote location providing the essential data needed to monitor and make system
adjustements. Absent a reliable radio system, the Cities wastewater and stormwater
management system is subject to failure even during normal operating conditions, let
alone those imposed by a disaster. With the failure of the system comes the potential
for flooding in the basin as well as the environmental damage and health hazards
associated with failure of the sewage system.
Project ObjectiN es-, .Proi,idc a list of ohlectir:es, in bullet„format, expected to be achieved as a
rt.cult o1..urtcinti c'urrtplctin> this proposed prolcct.
• ObjeciiN e 1 : Ensure accurate timely collection of data from 96 remote locations and
subsequent transmission to central computer site
• Oriectis c 2: Control, avoid flooding in estimated 7 square mile basin in event of a major
rain event
• Objective : Ensure that all wastex\ater is pumped to Counties treatment site bs ensurinc_.
continuot.rs lift station operatiOri
• OhlectlN e 4: AN old stonym titer pump stc.ition f1ii11.1re and subsequent dispersal of
contaminants into 600 guiles of city canals and C-14 canal
Project Description: 1'7-ovZdc a dctartc-d dcsc r-r1.1t;oo w the ii ork to hc jorwthc prolcct.
1nclt.u:Ie ntcr, s, dr n-1 ir1 ,ti etc t . t,rpport protect aclzvaze,c I rated C,h `4rilwinns 5l7074ld include a
�rt?c'ci?ic list of tcz. k.c aCtl arcs lcrt c:rccorrtlli l tt < llrc rorec:r
City NNill replace the radio system presently utilized to control the City's stormwater and
Nvastewater systems. City operates an 800 Mliz Radio System with four channels. Built in
1987. partial modifications have been made to the system over the years, Nvith the most recent
i
one being in 1999.
This project replaces the entire systern Nsith nexv components and beloNN is site specific activities
that «ill take place
City Hall Antenna Site:
• Replace antenna located at 180 Feet on the tower
• Replace three repeaters
• Replace equipment cabinets
• Replace all wiring
• Install two microwave communications antennas to communicate with the receiver sites
• System startup and test
Water treatment Plant Antenna Site:
• Replace antenna located at 140 Feet on the tower
• Replace one repeater
I
• Replace equipment cabinet
• Replace all wiring
li •
Redirect 120 remote scada system antennas towards this site
• System startup and test
1�arnada Inn Antenna Site:
• Replace antenna located on the roof of the building
• Replace one receiver
j• Replace equipment cabinet
• Replace all wiring
• Install a microwave communications antennas to communicate with the City Hall site
System startup and test
Spectrum Building Antenna Site:
• Replace antenna located on the roof of the building
• Replace one receiver
• Replace p I equipment ment cabinet
ce q
0 Replace all wiring
• Install a microwave communications antennas to communicate with the City Nall site
• System startup and test
Project Milestones/Deliverables/Outputs: Identifi, by task Octivity !as listed under Project j
L)escription), start date.. and completion date. Clear cells in table beloiv header row before j
beginning to add data. Identify outputs'dcliverables to result from this project. ('Examples
j include reports (Ivogress, drafi project report, final project report), malzual c, videos, maps,
BAIPs installed. meetings -field days, issued permits. progress reports. quality' assurance plans,
etc.) Idenlih dates fora?rot•idilzg, completing the oul arts deliverables on a schedule based on the
date of agreement exect.rtion, T-ormat .should appear as follolvs.
— _ -----
- -- i Deliverable/Output
N: T I;/ Activity titart Complete 11 Deliverables/Outputs I Due Dates
Description
_
1 Identify �1/08
7'�0'08 Agreement nc c�ttated 7, O'U8
contractors
and appros ed bs
ttegotia.te ; rear
ConIIIIissiort
lease,'purchase
a pet t
renContractor
--- ._
_ l . _
to ) 11108
.
15, 08
isit,'evaluate
I
� <1)) Sites �
1
i c);1 ti
uttira
Pcrrr08
10;1108 !
Pernirts i5�uec1 10 1 08
4 installation 10'1- (.)8
] �'1 0h
Infrastructure. 1 1
I�
--
tep)ac�d
_ _ -- --- - -..
1. 5 ;O8
7 ' On site 12
1220%08
lnstallation 12'2O O8
audit, testing
I completed system
functional
6 1;1 pa%.ment
n a 7,'0 09
.a 'tnent
7,'0,10
(` 200 000)
1
Project Budget. Detailed hud lets nlust be submitted to support the budget lntorm011011
strmrrrcari-eca in this section. Detailed hudgets should be developed on a task -by -task basis
Liudgc l information supporting all
match expected for this proiect must also he pros rcled
Pro ect Funding
J
Funds and Source
Act►rite DEP (:.rant Funding Fund►niSource of Funds
Professional Viers tees i f
'....
Construction
Demolition:
' Land:
- --- .. -
1-:cluipni nt
---
S -- . -Cuts Bud"el
---- _ � 00 00O S200,000 ..__ . �__ _. -'
r --
Otltcr
_
Other
Total.
S2OU,UI)O S20O.000
Total Project Cost !
`~400 000
00 'Match Reeluired.
50"0 Amount of Match: ' ` -100,000
Project Budget Narrative: Cite will utilize 3 year lease;Purchase agreement to provide for
equipment costs.
Professional Services, Construction & Demolition: n-'a
Land: ncz
Equipment: Uesc•ription of equipment and activities is included t.tnder project description.
Other: n,'a
NOTE: IF TIIERE IS MATCH, THE SAME DETAIL UST 13E PROVIDED FOR THE
MATCH.
Total Budget b- Task: This should correspond with the tasks ac'til.ilies identilic:d and described
above.
DEP Grant _ Nlatchin Funds and Source
Task 'Hundin- Matching Funds Source of Funds
1 200) - i7r5t pay meat 100.0O0 ,I- - S 100,000_. = (equipment
_..
'. C _ (..ltv Budl,et
(equipr
replacement fund)
_ ---
2 7 ` 010 second S 100.000 ! S 100,000 City 111.1dget
payrnent
(equipment
.v.�l•rr)rinnt i))n�t l � '
_ 1 oLai:
Project Total:
S400.000
Measures of Success: Idemil'y factors thal can he t.ised to evaluctte project performance''
outcomes to support project success. Include aphr obviate timelines,for conducting such revievi s.
Information Tcchnolou stafl' will accomparn o\ ersce installation b,, contractor. upon
completion of installation. on site audit v,-III be conducted to ensure that all systems are operatiri2
properly. This audit will take place o\ cr a 5 day period and (: itv staff will continue to monitor
s\ stem operations following acceptance of the system. ReLular maintenance has been provided
rOr irl project cost.
;dote that an- changes to the Grant Worl: Plan Project Budget (of more. than 10°- in anN line
item), scope of, N�ork, or timelines shall require [Department approN a] and amendrncnt to the grant
agreement
l
3
4
5
6
ATT ACIMENT B
Disbursement Request Package
Legislative Projects J.P) Grants
Grantee Recipient. CITY OF TAMAR.AC
Project Number I-P8980 Date of {Request
Disbursement Request. Number Required %latch °,r,
`Type of Request. Partial ❑ Final ❑
Federal I:.rnplo, er Identification Number
Mail ❑ EFT ❑ Send Remittance to
Disbursement Details
(cumulative amounts rounded to the nearest dollar)
I Professional Ser\ices (attach invoices.)
Construction and Demolition (attach invoices)
E:quipn,cnt (attach invoices.)
4 Land .)attach invoice.$)
5, Other (list - must be specified in agreement)
6. 1 otal cumulative to date
Disbursements previously requested
8 Amount requested for disbursement (line 6 minus line 71 S
Requests for InNoices already Paid: Requests for Imoices not yet Paid:
I) Cope of InNoice I) Copy of Invoice
2) Proof of Payment 2) Advance Payment Justification (one per quarter)
3') A(18ance Payment — Interest Earned (after initial advance)
*Ifprior Disbursement Request was requested by imoices without proof of payment documentation, proof of the
prior payment will be required before this request can be disbursed.
Fr SL BNII f ONE ORIGI\AL. COP) OF THIS I ORNI AND SL PPORTI'NG DOCI'MEN'llA f]ON TO:
Florida Department of Lmir•onrnental Protection
Bureau of)) ater• Facilities Funding MS 350.5
2600 Blair Stone Road
Tallahassee. Florida 32399-2400
L)1_P \(_,rcemcnl \c, LPSQ8f1..4tlachment B. Paige I of =
Grant Nlanager's Certification
of' Disbursement Request
l .
(name of CranteCs Grant Manager designated in the Agreement)
on behalf of do hcreb� ccrtif'- that:
(narne ol'Grantec Recipient)
I . The disbursement amount requested on Page 1 of'this Corm is for allo-,sable costs for the project described in the
Agreement;
Materials, labor, equipment, and or services representing costs included in the amount requested have been
satisfactorily purchased. performed or received, and applied toward completing the project: such costs are
documented b,. invoices or other appropriate documentation which are tiled in the Grantee's permanent records;
Me Grantee is required to pay such costs under the terms and provisions of contracts relating direct to thc. Project;
and the Grantee. is not in default of any terms or pro�'isions of the contracts;
4. All fun(iS received to date have been applied toward completing the project: and
5 All permits and approvals required for the construction "hick iS undcr-"aN have been obtained.
Signature of Grant Manager)
(Date)
DLII Aarcemcnt tio. LPH9h(:). Attachment 13. Pagc , of
Engineer's Certification
of Disbursement Request
(name of Professional Engineer)
, being the Professional Lngineer retained by
am responsible for overseeing construction of the
(name of Grantee'Rccipient)
project described in the Agreement and do hereby certif} that:
i. Equipment, materials, labor, and services represented by the construction invoices have been satisfactorily purchased
or received and applied to the project in accordance \ ith construction contract documents filed v iih and previously
approved by the Department of F nvironmental Protection:
Pavment is in accordance With construction contract pro%isiorrs;
z, Adequate construction supervision is being provided to assure compliance \anh construction requirements and
Florida Administrative Code Chapter 62-600 or Chapter 62-604. as appropriate:
4. Construction up to the point of this disbursement is in compliance with the contract documents.
All charives, additions, or deletions to the construction Contract(,,;) ha�c been documented by change order and all
chance orders have been submitted to the Deparunent: and
(i. All additions or deletions to the Project which have altered the Projects perforrrrtrncc standards, scope, or purpose
(since issue of the pertinent Department permit) have been identified in writing to the Department or arc identified
acid attached hereto.
Signature of Professional Engineer
Firm or Affiliation
('Date) (PI. Number)
DEP ^t,reen;cnt LP8980 ,ttachrnent 13, fare 3 of 3
ATTAC IBIE'ST C:
PROGRESS REPORT FORM
DEt No.: LP8980
Grantee Dame: CITY OF TAMARAC
Grantee Address:
Grantee's Grant Mann er: Tcle hone No.:
Quarterly Reporting Period:
Pro�c��ct' ber and Title:
Provide a summan of project accomplishments to date. (include a comparison oeactual
accomplishments to the objectifies established for the period. If' goals were not met,
provide reasons why.)
ProNidc an update on the estimated time for cornpletion of the project and an explanation for
any anticipated delays.
Provide any additional pertinent information including, iN hen appropriate, anah sis and
explanation of cost overruns or high unit costs.
DC I' <_tccment . I.PS�4(- :1ua hmcnI ( . 13a;c 1 Of
(continued from page 1)
Identifv below, and attach copies of, any relevant work products being submitted for the
project for this reporting; period (e.g., report data sets, links to on-line photographs, etc.)
i
Provide a project budget update, com
Total Project
Budget Categort Budget
faring the project budget to actual costs
Expenditures
Prior to this Expenditures
Reporting; this Reporting
Period Period
to date.
Project Funding;
Balance
'fhis report is submitted in accordance v\ith the reporting requirements of DEP Agreement No.
LP8980 and accurately reflects the actIN ides and costs associated with the subject project.
Signature of' Grantee's Grant Manager
Date.
DEP LPSQ80. A!Uichment C'. Pa2c _ c1
ATTACHMENT D
SPECIAL AUDIT REQUIREMENTS
The administral ion of resources aAarded by the Department of Environmental Protection (which mat be referred to
as the "Department", "DF_P", "f DEP" or "Grantor", or other name in thou conn•act:"agreement) to the recipient
(A,hich ma-v, be referred to as the "Contractor", Grantee" or other name in the contract'agreement) riaN be subject
to audits and or monitoring by the Department of Environmental Protection, as described in this attachment.
MONITORING
In addition to resiews of audits conducted in accordance with OIt1B Circular A-133 and Section 215.9 F.S.. is
revised (see "AUDI FS" below), monitoring procedures may include. but not be limited to, on -site visits b,
Department staff. limited scope audits as defined by OMB Circular A-]33, as revised, and'br other procedures. Bti
eriterinc into this Agreement, the recipient agrees to c0111pl, and cooperate i"ith an" monitoring procedures processes
deemed appropriate b)the Department of Erivironinental Protection. In the event the Department of Enyironmeiital
Protection determines that a lirtiited scope audit of the recipient is appropriale, the recipient agrees to complN with
anv additional instructions provided by the Department to the recipient regarding such audit. The recipient further
agrees to cornpl} and cooperate %� ith any inspections, revie%i s. investigations, or audits deemed necessary by the
Chief Financial Officer or auditor General.
Al D11 S
PART 1: FEDERALLY FUNDED
I his part is applicable if the recipient is a State or local _>o�cnrnrent or a non-profit organization as defined in OMB
Circular A-1 33, as revised.
]ii the event that the recipient expends S500.000 or more in Federtil awards in its fiscal year, the recipient
must have a single or prograrri-specific audit conducted iri accordance with the provisions of OMB Circular
A-133_ as rcyised EXHIBIT ] to this A,rcerient indicates I-cderal funds a"arded through the Department
of Frivironmental Protection by this Agreement. in determining the Federal awards expended in its fiscal
Vicar, the recipient shall consider all sources of Federal a\aids, including Federal resources received from
the Department of' Environmental Protection. 'I he determination of amounts of Federal awards expended
should be in accordance with the guidelines established b% ONIB Circular A-13=, as revised. An audit of the
recipient conducted b\ the Auditor General in accordance �tiith the provisions of ON113 Circular A-133.. as
revised, will meet the requirements ofthis part.
2. In connection with the audit requirements addre<sed in Pan 1, paracraph 1,, the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular .A-133. as
rep iced.
3 If the recipient expends less than S500,000 iri Federal a%kards in its fiscal -car, an audit conducted in
accordance "Ith the provisions of OMB Circular A -I ;3, as revised, is not required, in the event that the
recipient expends less than S500.000 in Federal awards in its fiscal ,car and elects to have an audit
conducted in accordance NN ith the provisions of OMB Circular A-1 ; 3, as revised. the cost of the audit Must
be paid from non -Federal resources (i.c., the cost of such an audit must be paid frorn recipient resources
obtained from other than hedcral entities).
4. 'Ihc recipient ntav access information regarding the Caialog of Federal Domestic Assistance (CFDA) via
the intenict at htt :;'12.46.245.1?3icfda`ct'd t.htrnl.
PART Ill: STATE FUNDED
This part is applicable ifthe recipient is a rronstale entith' as defined by Section 215 97(2)tntj, Florida Statutes.
In the event that the recipient expends a total arnouni of State financial assistance equal to or in excess of
5500.000 in any fiscal ,car of such recipient, the recipient mull ha,.e a State single or project -specific audit
for such fiscal year in accordance with Section 215 -)-. Florida Staruies: applicable rules of the Department
of Financial Ser\ices. and Chapters 10 550 ilocal .,w,erimental cnuticsl or 10.650 (nonprofit and for -profit
DFP Agreerient'\c. IY898!.1. AtLrchrnent D. PaLc 1 0 5
or<�.aniz,ations), Rules of the Auditor C;cneral. EXHIBi.1 1 to this Agreement indicates State financial
assistance awarded through the Department of Environmental Protection bs this Agreement, in determining.
the State financial assistance expended in its fiscal year; the recipient shall consider all sources of State
financial assistance, including State financial assistance received from the Department of Environmental
Protection, other state agencies, and other nonstate entities. State financial assistance does not include
Federal direct or pass -through awards and resources received by a nonstate entity for Federal program
snatching requirements
�. ]rr connection With the audit requirements addressed in Part 11, paragraph 1: the recipient shall ensure that
the audit complies with the requirements of Section 1.1597(7), 1'lorida Statutes, This includes submission of
a Financial reporting package as defined by Section 215.97(2), Florida Statutes. and Chapters 10.550 (local
g.ovcrnmcntal entities) or 10.650 (nonprofit and for -profit 0r(_anizatior1s), Rules of the .Auditor General.
If the recipient expends less than S500,000 in State financial assistance in its fiscal N-ear. an audit conducted
in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the
recipient expends less than $500,000 in State financial assistance in its Fiscal \,ear, and elects to have an
audit conducted in accordance with the provisions of Section 2.15.9'. 1'lorida Statutes, the cost of the audit
must be paid from the non -State entity's resources (i,c.. the cost of such an audit must be paid frorn the
recipient's resources obtained from other than State entities).
4, For infonration regarding the Florida Catalog of State Financial Assistance (CSFA), a recipient should
access the Florida Single Audit Act website located at 1_llpsS "3phs fldfs corn fsaa for assistancein
addition to the above wcbsites, the following websites may be accessed for information: I.e1'1slatu1e's
Wobsite at h�-ww leL,.state.fl.us'Welcorne'index.cfin, State of Florida's r�ebsite at
f1 htt� orid c.(nt', Department of Financial Services' Website at 1)ttp-_'NV,,V-�e.fldfs L:oFII and the
Auditor General Is Website at htt});___w'vv-,State. fl,us _tud 'cn
PART III: OTHER AUDIT RV:QUIRENIE'ST•S
t`'\'OTE This ;,'art would be used to specifi am additior7ol audit reyuirerncY7t unposed b) the State auarcimo enial
that arc smelt' a MkVI ' Ot ZhLu State atirurciir. emit} s poitil (i e Ih� audu is nw rcgzii?ed hi Federal or .State latirs
and 7s not 7n con'lici vwh oiher federal or Slate audit r6'gu7rern7ents). Pursuant to .Section 215 97its'j, I loridc:
,Statutes SII,Vc :7E'E'nCliS M 1' conduct Or yr aY7k?ejor auchis c:_�sivanCe thv are iY7 addition to alld7ls
J J ' t r 'n .. r_
COY7Ll71L'le'G lYl a��'O/'aani'(.' N1t%1 .Sc'CIIOn W 7 � y7. 1'7!/r'iLicr .>iuiiAiC?i, in ii,i�r� uri <<c:.iii, the .SIai.e aY1(.11'ding agL-'1'7C1YnbJ.St
arras;,,tit e._ l Or_f7, '7di1711 thc',1ull cast of larch additional auilits.,l
PART iV: REPORT St"BMiSSION
Cop ics of reporting packages for audits conducted in accordance with OMB Circular A-1 ».. as revised, and
icquned b,, PART 1 of this Attachment shall be submitted. when required by Section .220 (d). OM13
circular A-1 ',. as revised. bxof on behalf of the recipient direct.],,' to each of the following:
A The Department of Environmental Protection at the follovvinr address:
Audit Director
Florida Department of Enviromncrital Protection
Office of the inspector General, NIS 40
3900 Commonwealth Boulevard
Tallahassee. Florida 32799 000
B The Federal Audit Clearinghouse designated in OMB C.Ircular A-l3 . as revised (.the number of
copies required by Sections .320 (d)(1) and 12). OMB Circular A-1 . as revised. should be
submitted to the i cderal Audit Clearin«frouseL at the follot\ing address'.
Federal Audit C:lcaringhouse
Bureau of the Census
1201 Fast loth Street
Jeffersonville. IN'' 471 -,2
ULP :1 ree77rent �77. 1._]18')80.:viachnient D. Pagc 2 of
C. Other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f).
OM13 Circular A-]33, as revised.
2. Pursuant to Section .32.0(f), OMB Circular A-133. as revised, the recipient shall submit a copy of the
reporting package described in Section .320(c), ONIB Circular A-133, as revised, and any management
letters issued by the auditor, to the Department of- Environmental Protection the following address.
Audit Director
Florida Department of' 1 nvironmental Protection
Office of the Inspector General. NIS 40
3000 Commonwealth Boulcvard
Tallahassee. Florida 32399-3000
3. Copies of financial reporting packages required by PART 11 of this .,lWachmenl shall be submitted by or on
behalf of the recipient direcay to each of the following:
A The. Department of Environmental Protection at the followinc address
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General. NIS •40
,900 C'ontnronwealth L3oulc\ and
Tallahassee. Florida 32399-3000
B. The Auditor General's Off -cc at the tollo« in? , address.
State of Florida Auditor General
Room 401, Claude Pepper 131-111diTIL,
1 1 I West Madison Street
Tallahassee_ Florida 32399-1150
4. Copies of reports or management letters required b% PART Ill of this ,Attachment shall be submitted by or
on behalf of the recipient directk. to the Department of Ens ironmcntal Protection at the following address:
Audit Director
Florida Department of 1::nvironmental Protcction
Office of the Inspector (.icncral, NIS 40
3900 C:ornrnotmealth Boulevard
l allahassee. Florida 32399 000
5. Any reports, management letters, or other information required to be subritted to the Department of
Environmental Protection pursuant to this Agreeme.m shall he submitted timely in accordance. with ONIB
(circular A-133, Florida Statutes, or Chapters 10.550 (local governmental entities) or ]0.650 (nonprofit and
for -prof -it organizations), Rules of the Auditor (:;cncral. as applicable.
6. Recipients, when submitting financial reporiirng packages to the Department of Environmental Protection
for audits done in accordance with ONIB Circular .A-133. or Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for -profit organizations). Rules of the Auditor General, should indicate the date
that the reporting package Aas delivered to the recipient in correspondence accompanying, the reporting
package
.Aerccnunr \o. I.I'8 +80. F.r,achment D. PaLc of
PART V: RECORD RETENTION
The recipient shall retain sufficient records demonstrating. its compliance with the terms of this Agreement for a
period of 5 years from the date the audit report is issued, and shall allow the Department of Environmental
Protection, or its designee. Chief Financial Officer. or Auditor General access to such records upon request. The
recipient shall ensure that audit Nvorking papers are made available to the Department of Environmental Protection..
or its designee. Chief 1-inancial Officer, or Auditor General upon request for a period of 3 years from the date the
audit report is issued, unless extended in writing by the Department of Environmental Protection.
REIvIAIND R OF PAGE IN.I1-:NI]ONALLY 11.1 T BLANK
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4--
ATTACHMENT E
ADVANCE PAYMENT— INTEREST EARNED AIE NIORANDUM
WHEN REPORTING OR REMITTING, PLEASE RETURN A COPY OF THIS REQUEST
TO
FROM. Darinda McLaughlin. Finance and Accounting. Director
Bureau of Finance and Accounting, MS S
DATF
SIiB3FCT: Advance Payment - Contract No.
Interest Due to DFP:
Pursuant to Section 2 16,181(16). Florida Statutes. advance payments ma,, be required to be deposited into an interest bearing account
until all funds have been depleted. In order to update the status on the unused portion of the adNanced funds and'or interest due,
advance approval of tile. Chief Financial Officer. and the terms of the above referenced contract, the f-11o"ing informmon is needed
for our records no later than _
Initial advance lundinL disbursed S
I Advanced funds principle expended or returned bN' contractor covering period of
to ..
Balance advance funding principle availabie
3. Interest earned on advanced funds, covering period of to
4 AmOunt of interest paid to DEII as of
Interest balance due to DI-P as of
(Project Managers Signature) (Date)
Special Instructions: If tale grant contract specifies that am accrued interest, which is based upon a grant contract advance paynun4s),
will not be paid to DEP until after termination of the grant contract. the advance fund recipient shall complete report items I and 2
onl\ for the first three quarters of the stat.e's Fiscal rear. The report for the states fourth fiscal year quarter shall include items 1, 2,
4. and 5 Items -,, 4, and 5 �aill be the life to date interest
if the contract states that no interest is due, quarterly reports of unexpended ads antes are required, lines 1 and 2.
In all cases the line I and 2 reported amounts are on a cash basis for the advance payment principle. Do not include recei\ables,
paN ables. or interest prey iousk paid to DEP.
If the grant contract requires, quarterly accrued interest payments to DEF', the Fund recipient must complete items I through 5 for each
quarterly report.
Pavnents of interest due to DEP shall he paid within the specilicatioris of the contract; �Yrant.
1 hank -sou for \;tur cooperation in providing the above information. 11 "ou have questions, please contact L�,dla LOUis (VU) 245-2-452
in the ( ontracts Chi>bursemernt Suction.
DI_ P Agreement Nc, 1.P81/f 0..=,Itachment L. Page I of I
ATTACHMENT F
ADVANCE PAYMENT JUSTIFICATON FORM
Use of this form is not required unless the advance requested requires the prior approval of the State Chief Financial
Officer. For advance requests that are equal to or less than the purchasing threshold of category two as defined in
Section 287.017, Florida Statutes, and meet one of the advance payment requirements identified in Section 215.422(14),
Florida Statutes, use of this form is waived. However, the purchase requisition or contract review form must clearly
identify the criteria being met under 215.422(14), Florida Statutes that allows the advance to be made without prior Chief
Financial Officer's approval.
j Name/Address of the Vendor/Recipient: j
I '
j,
I
Contact Person/Phone No.'
j
Agreement No./Purchase Order No. (if known): I_P8980 j
Ccr)rmodities/Services; Project Description:
Organizational Structure
' i.e_—local gcv't, non profit corporation, etc. '
Value of Purchase or Grant i
Advance Payment Amount Requested'
I
j Period Advance Payment to Cover: ❑ 90 days startup ❑ Full Contract Period
j ❑�-_..Y..- r (specify)-- -- —
Indicate Statutory Authority:; El215.422, F.S OthP ❑ 216,181, F.S.
T _..
GAA Year and Line Item Info SFY: Line Rem:
1. Reason advance payment is required:
j
h followinginformation required for advances q rites requested pursuant to 215.422, Florida Statues
(and the Reference Guide for State Expenditures) which exceed the purchasing threshold of category
i
two
as defined fin 287.017, Florida Statues._..__.
applicable, the cost savings to be incurred as a result of an advance payment that are equal or
greater than the amount the State would earn by investing the f,:nds and paying in arrears. Include the percent
(%) savings to be realized. In calculating the percent savings as compared to the percent that can be earned by
the State, information may be obtained from the Departrnert of Financial Services, Division of Treasury at
850/413-3165 regarding the current "treasury earnings rate.
B. Document, if applicable, how the goods or services are essent a to the operation of the Uepa tmPnt and why j
they are available only if advance payment is made:
DLP A ,reernent ti,,, LPB�.%Sli.:' ttachmcnt. F . Page 1 Of
C. Identify the procurement method used to select the vendor.
3. The following information required for advances to Governmental Entities and Non -Profits pursuant
to 216.181, Florida Statutes. (Limited to GAA Authorized, Statutorily Authorized, and Grant & Aid
Appgoriesropriation Cate05XXXX or 14XXXX)
A. The entity acknowledges the requirement to invest advance funds in an interest bearing account and to remit
interest earned to the Department on a quarterly basis.
Provide a description of how the entity intends to invest the advanced funds and track the interest earned on the
advanced funds:
Rernittances must: ]) be identified as interest earnings on advances, 2) must identify the applicable DEP
Agreement (or Contract; ric., and 3) be forwarded to the following address:
Florida Department of Environmental Protection
Bureau of Finance and Accounting
Receipts Section
P.O. Box 3070
Tallahassee, Florida 32315-3070
B. A letter requesting advance payment from the recipient, on its letterhead, must be attached.
DLP 55-222 il)3 02r
CEP Agreement No I.18980. Attachment I . Pare 2 of _;
3. The recipient must provide an estimated budget for each quarter covered by the agreement. The
summary information should include salaries, fringe benefits, overhead, contracts (specify services to
be contracted out), equipment, if authorized (specify items to be purchased), supplies, travel, and
other costs.
A sample summary format is provided below. The summary should include the breakdown for each quarter of the I
agreement period.
_.._. Description First Quarter m Second ____7 Third Quarter i Fourth Quarter
H uarter .., _T
Salaries
..
L_identify personnel titles _ --- -.-
Fringe Benefits
Contractual Services
(list services and estimated
Equipment
A 5 �
(identify each item andcost)
S u�l e ` -----
Travel ---------------
Other
_..w.._ �- — _� .._-
............
.s ecif
Overhead/Indirect
Total: — ----—-
_
I
Certification Statement
The forgoing information is presented to the Florida Department of Environmental Protection in support of our
request for advance payment. I certify that the information provided accurately reflects the financial
ssue, facing the entity at this time.
Type Name of Signatory: Date
Title: Chief Financial Officer or designee
DEP Proc�rarn Area Review/Approval
Recommendation: ❑ Approve Request (❑ Deny Request
i By:
Type Name of Signatory: Date
Title: Bureau: DivisiC:n,:
I
The DEP Program Area should forward this information to the Contracts Disbursements Section at MS78. The
Contracts Disbursements Section will forward requests for advance payment to the State Comptroller for review
and legislature consultation, as appro Hate.
Bureau of Finance & Accounting Use Only
DLP Aorecnient !tio 1 P8�i80, Attachment F, Pane ; ul
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