HomeMy WebLinkAboutCity of Tamarac Resolution R-2004-183Temp Resolution #10509
August 10, 2004
Page 1
CITY OF TAMARAC, FLORIDA
RESOLUTION NO, R- 2004- /?J
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF TAMARAC, FLORIDA AUTHORIZING THE
APPROPRIATE CITY OFFICIALS TO EXECUTE A
FEDERALLY FUNDED GRANT AGREEMENT WITH THE
STATE OF FLORIDA DEPARTMENT OF COMMUNITY
AFFAIRS, DIVISION OF EMERGENCY MANAGEMENT,
ACCEPTING A SUBGRANT AWARD IN THE AMOUNT OF
$19,928 FOR THE 2004 CITIZEN CORPS/COMMUNITY
EMERGENCY RESPONSE TEAM GRANT PROGRAM;
PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the City Commission of the City of Tamarac desires to expand and
enhance its emergency management capabilities in the areas of response and
recovery; and
WHEREAS, the City has a successful Community Emergency Response Team
program in place to assist the City in times of disaster; and
WHEREAS, the Federal Emergency Management Agency has made funding
available to States to make subgrants to enhance Community Emergency Response
Teams; and
WHEREAS, the State of Florida Department of Community Affairs is
administering the Federal Emergency Management Agency subgrants for the State; and
Temp Resolution #10509
August 10, 2004
Page 2
WHEREAS, the City applied for subgrant funding from the State of Florida
Department of Community Affairs through Federal Emergency Management Agency
grant program in the amount of $24,910 to provide Community Emergency Response
Team training, materials and supplies as outlined in the subgrant application hereto
attached as Addendum "A"; and
WHEREAS, Tamarac Citizen Corps Council has reviewed and recommended
that this subgrant be submitted to the Division of Emergency Management for
consideration; and
WHEREAS, the City of Tamarac received notification from the State of Florida
Department of Community Affairs that the subgrant application had been approved,
hereto attached as Addendum "B" in the amount of $19,928; and
WHEREAS, the City Manager and the Fire Chief, as the City's Emergency
Management Coordinator, recommend executing of the agreement, hereto attached as
Addendum "C", with the State of Florida Department of Community Affairs; 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 subgrant
funding and execute a grant agreement with the State of Florida Department of
Community Affairs for a subgrant in the amount of $19,928 to provide Community
Emergency Response Team training, materials and supplies.
1J
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Temp Resolution #10509
August 10, 2004
Page 3
E
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.
SECTION 2: The appropriate City Officials are hereby authorized to accept the
subgrant award in the amount of $19,928 from the State of Florida Department of
Community Affairs and execute the grant agreement hereto attached as Addendum "C.
SECTION 3: The appropriate City Officials are hereby authorized to amend the
grants fund budget in the amount of $19,928 and appropriate said funds including any
and all subsequent budgetary transfers in accordance with proper accounting
procedures.
SECTION 4: All resolutions in conflict herewith are hereby repealed to the extent
of such conflict.
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 in
application, it shall not affect the validity of the remaining portion or applications of this
Resolution.
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Temp Resolution #10509
August 10, 2004
Page 4
SECTION 6: This Resolution shall become effective immediately upon its
adoption.
PASSED, ADOPTED AND APPROVED this 25t" day of August, 2004.
JOE,SCHREIBER
MAYOR
ATTEST:
RECORD OF COMMISSION VOTE:
MARION SWENSON, CMC MAYOR SCHREIBER
CITY CLERK DIST 1: COMM. PORTNER
DIST 2: COMM. FLANSBAUM-TAL
DIST 3: V/M SULTANOF
DIST 4: COMM. ROBERTS
I HEREBY CERTIFY that
I have approved this
RESOLUTION as to form.
� MITC LL . N
CITY ATTOR
I-]
1
TR 10509 ADDENDUM "A"
Sub Grant Application
For
Regional CERT Advanced
Training
From:
The City of Tamarac
7525 NW 88th Avenue
Tamarac Florida, 33321
To:
Florida Division of Emergency
Management
FY44 Sub Grant Application
FDEN4 (L .) FY04 CCRT APPLICATION
FDEM- Engaging Florida's Communities in All -hazard Preparedness
FDEM/DHS FY 04 Applicant Questionnaire
Citizen Corps/ CERT Sub -grant Program
Applicant Information
Legal Name: City of Tamarac
Address (give city, county, state and zip code):
7525 NW 88 Ave.
Tamarac. FL 33321
Employer Identification Number: 59-1039552
Agency Contact: Van Schoen / Diane Phillips
Agency Contact E-mail: vans tamarac.orq / dianep@tamarac.org
Agency Contact Phone:
(954) 724-2530 / (954) 724-1230
Agency Contact Fax:
(954) 724-2438 / (954) 724.2454
To the best of my knowledge and belief, all data in this application are true and correct, the document has bt
duly authorized by the governing body of the applicant and the applicant will comply with the attached
assurances if the assistance is awarded,
Type Name of Authorized Representative Phone Number:
Jeffrey L. Miller (954) 724-1230
City Manager
Signature of Authorized Representative
6
L-mail:
jeffm@tamarac.org
Date Signed:
/•,)-7. a
FDI-N1 (DI _, FY04 CERT APPLICATION
(Important Note: Please DO NOT include copies of the aimlicntion
-instructionpages in your application package
Title Pagle,
Application Type (please check one): El Start -Up -K Expansion
Amount Requested for Sub -Grant: $24,910,00
Applicant Information
Name of Organization: City of Tamarac
Address: 7525 NW 88th Avenue
City: Tamarac County: Broward Zip Code: 33321
Federal ID M 59-1039552
Point of Contact if this changes at any time please send e-mail with new individuals
information to: thomas.weav,er@dca;state fl us)
Name: Van A. Schoen / Diane Phillips
Phone: 954-724-2530 / 954 724-1230
Fax: 954-724-2438 / 954 724-2454
Email: vans tamarac.org / diane tamarac.or
rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr�rrrrrrrrrrrrrrrrrrrrrrrr�rr■
Authorized Signature
Please refer to instructions page 3, #9.
Signature: _�,kQ_-1,
Title: fGlay-or ._. _.... Date: L I Z_.'�,Y._�
Note: If the signature is not by the Mayor, Chairman of the Count Commission President or
Chairman of the Tax or Fire District or overnment jurisdiction then a formal notice of delegation
of authority to sign contracts by the governing body -must be attached to this sheet.
7
FDEA4 (L.. ) FY04 CER1 APPLICATION
APPLICATION
Section I -- Questionnaire (maximum 30 points)
1. Is this request for a CERT Sub -grant for a "Start-up" of a whole new program in a
jurisdiction currently without a CERT program Yes (or) is this request for an
expansion/enhancement of a current CERT program X Yes.
2. If this request is for a "Start -Up" of a whole new program, who will be the sponsoring
agency/group:
X Not a "start-up"
County Emergency Management
Fire/Rescue Service
Fire Tax District
Sheriff/Police Agency
City Emergency Management Office
Citizen Corps Council
Native American Tribe
Other (specify)
3. Is a letter of support from the corresponding County Emergency Management
Agency included with this application? X Yes No
4. The following are the minimum required items to be provided to all graduates under
the CERT grant:
• PPE Equipment
Hard hat
Protective eyewear
ID tag
Dust mask or simple HEPA mask
Light stick
Reflective vest
Latex or nitrate gloves
Marking caulk or marking crayon
Signal whistle
Bag/backpack
Leather or work gloves
Flashlight
Disaster medical care items (gauze, triangles, etc.)
Cardboard or simple splint (forearm or leg) ("Sam" Type and
Roll Duck Tape
similar multipurpose also ok)
• Participant manuals
• Certificate
Will you meet these requirements? Yes X No
(THIS IS AN ADVANCED COURSE, - PARTICIPANTS ALREADY REC'D THIS
EQUIPMENT DURING BASIC TRAINING)
FDEM (L ,) FY04 CERT APPLICATION
5. The following are the minimum required items for the CERT Basic Training
Course to be taught under this sub -grant:
• Utilization of the Full FEMA/EMI/FDEM CERT Basic Training
Course —317 including the terrorism module and showing the
Sheltering -In -Place Video (DVD)
• Utilization of a CERT Train -the -Trainer (TTT) Qualified Individual
(FEMA/FDEM graduate of the CERT TTT-417 or 317 Trainer
Course) as Program Manager, Course Manager, or Lead Instructor
• Utilization of Adequate Training Facility
Will you meet these requirements? Yes X No
6. The following items cannot be purchased with grant funds:
• Sophisticated radios or radios costing more than $200 each (ex. 800 mhz)
• Advanced Emergency Care Items
• Sophisticated First Aid kits
• Vehicles
• Response Trailers
Will you meet these requirements?
X Yes No
7. Tracking and reporting the number of trained CERT volunteers is not only a State
of Florida priority, but also a DHS/ODP priority. Do you currently have a database in
which to track the number of trained volunteers, as well as someone, to monitor/enter
data to such a database. X Yes No
8. Indicate below any additional items that will be provided to the trainees individually
or used to augment the CERT course. (These items are not mandatory but do
demonstrate the applicant's ability to "stretch" the grant funds for maximum
program effectiveness).
Boots or Rubber Shoe Shovels
Covers
Pry Bars x Fire extinguisher refills
Backboard (Inexpensive) x Cribbinq Materials
"intra team" radios (2 or 5 x Other: (see addendum E)
watt FMR) (less than $200
for set of 2)
11
FDEM (L ,) FY04 CERT APPLICATION
9. While this Sub -grant is a "No Match" grant, do you plan to provide/extend this grant
to train more CERT members. x Yes —No If yes briefly detail "In -kind" functions:
Proie_ctrovides for regional approach to advanced CERT training,thereby
allowing one_person in, Tamarac to act as._orroiect manager and extending training to
CERT members in other municipalities throughout Broward County.
10.There will be a brief (one page) but important Monthly Training Report due on the
4t" of each month. It will also include brief monthly grant $ expenditure status
information. Quarterly reports will be due as indicated in the signed contract. Do
you agree to timely abide by these reporting requirements.
X Yes No
SECTION II -- Questionnaire - Cost Effectiveness (Maximum 20 points)
1. A) Start -Up Program: I Yes N/A this is not a Start-up
What is the cost per trainee for this grant? N/A
B) Expansion Programs:
Note: Expansion programs can spend up to 30% of their grant award on
refresher courses.
What is the cost per trainee for this grant?
24 910.00 / 480 = $51.90
(Grant amount request — Number of Students)/Cost per Student
a
I=D) M (Di..3) 1=Y04 CERTAPPLICAriaN
Section III - Proposed Budget
(maximum 10 points)
Program Name: Tamarac CERT
Federal Funds
Total
1. Personnel
A. Salary and Fringe Benefits (no greater than
10% of the total award for program administration
B. Contractual Services trainer costs, etc.
$19,200.00
Subtotal
$19,200.00
2. Travel (no greater than 3% of the total award)
Subtotal
$0
3. Ex enses
A. PPE Equipment
$0
B. Reproduction Costs
$2,000.00
C. Non -expendable equipment (no greater than 20%
of total award)*
$3710.00
D. General Office Supplies
Subtotal
1$5,710.00
4. Indirect Costs (no greater than 3% of total award)
Subtotal
Total
$24,910.00
Examples of non -expendable equipment include: laptops, LCD projectors, video screens, etc.
Proposed Budget Narrative:
Please provide more detail regarding the line items listed above.
Refresher and Expansion
Regional Training Program
Along with other participating municipalities, Tamarac Fire Rescue and the Tamarac
Community Emergency Response Team plans to conduct Advanced Refresher
classes to be provided by a contractor who is specialized in the areas noted in
Section I below.
Tamarac Fire Rescue believes that this form of regional training will be most cost
effective for all participating Municipalities, avoiding individual costs/expenses for
comparable programs with similar timing. Each participating Municipality will have a
number of seats for each class. Classes will run approximately three hours. Each
participant will register for a minimum of six hours of instruction. All CERT members
will receive a student manual for the class they enroll in, and will receive a certificate
upon completion.
FDFM (D, .) FY04 CERT APPLICATION
Non -expendable equipment including safety equipment and supplies will be provided
for use during each class. (see Addendum E)
1. Personnel: Please note in Addendum D that a number of other Cities will partner
with Tamarac, although their CERT members will benefit from our training in
Tamarac. Tamarac Fire Rescue will serve as the lead Agency and will contract
out for the training listed below.
Contract Service: Certified Contractor to deliver the classes listed. Cost per
student $40.00 per head before equipment costs:
• 3 Advanced Fire Suppression classes
• 3 Advanced Search and Rescue classes
• 3 Triage classes
• 3 Cribbing and Introduction to Extrication classes
• 3 Chainsaw Safety classes
• 3 Damage Assessment classes
• 3 Ladder Operations and Roof Repair classes
• 3 Basic Incident Command classes
Each participating Municipality will have seats available in each class for their
team members. Tamarac Fire Rescue will place information on the City of Tamarac
web site to advertise the class topics and dates.
3b. Reproduction Costs: Tamarac Fire Rescue will reproduce student manuals for
participating CERT members who attend each class. Approximately 500
student manuals will be produced.
3c. Non -Expendable Equipment: This line Item consists mainly of safety equipment
for participants, as well as props for hands-on exercises following classroom
time.
Section IV - Program Narrative (maximum 20 points)
This section cannot exceed two (2) pages. (Note: All items mentioned below must be
addressed in this section):
1. Please explain why you answered "No" to any of the questions in Section I.
2. Please discuss your implementation plan for the CERT program. This should
include, at minimum:
a. Strategy and methodology for recruitment of trainees;
12
FDEM (b. , FY04 CERT APPLICATION
b. A tentative schedule of training classes during the contract period
(tentatively indicate start and end dates for each course, March 2004
through November 2004);
c. Plans to maintain CERT members after graduation from the course;
d. Plans to utilize CERT graduates in emergency situations;
e. Plans to maintain the CERT program after funding has ended; and
f. Any additional programmatic information specific to your program.
3. Please provide a justification for the calculation of your cost per trainee ratio. For
example, describe what factors impact the costs involved in operating the CERT
program.
Section V. - Communities Citizen Corps Mission Implementation Strategy
Document (or CERT SPECIFIC ANNEX if a Community Citizen Corps Mission
Implementation Strategy Document is not applicable). SEE Attachment 2 for
details. (Maximum 20 points)
Attachment 2 - CERT Specific Annex Statement
Purpose: Under the DHS grant process the submitting community is to have a CERT Mission
Implementation Strategy Plan as part of their local community Citizen Corps Operations. Few
Florida Citizen Corps operations have reached this level yet, plus many areas or without a full
Citizen Corps program at the moment. In order to fulfill the intent of tills plan that illustrates
how the Citizen Corps Mission is to be accomplished in the community, take the following
actions.
The CITIZEN CORPS MISSION is: "to create opportunities for individuals to volunteer" "A
way to get people involved in their families and their community, to make corn inunities safer,
stronger and better respond to all types of disasters" including terrorism. "Citizen Corps is about
engaging individuals through education, training and volunteer service".
The FY 2004 Citizen Corps funds provide resources to : "1) bring together the appropriate
leadership to forin and sustain a Citizen Corps Council; 2)develop and implement a plan for the
community to engage all citizens in homeland security; 3)conduct public education and outreach
to inform the public about their role in crime prevention, mitigation, emergency preparedness for
all hazards, and public health measures, including bio-terrorism and to encourage personal
responsibility and action; 4) develop and implement Citizen Corps programs offering training
and volunteer opportunities to support first responders, disaster relief groups and community
safety efforts, to include the four federally chartered programs" (CERT, Neighbor Watch, VIPs
and MRC) and 5: coordinate Citizen Corps activities with other DHS funded programs and
initiatives. (Note: Operational funding for Neighborhood Watch, V1PS and MRC still come
from the Byrne Program and Health and Human Services, not this grant)
l;
FDFM (D. , FY04 CERT APPLICATION
FOR SECTION V OF T14E CERT GRANT APPLICATION -SUBMIT ONE OF THE
FOLLOWING (as apUrolmjate):
If your community has a Florida Re istered Citizen Corps -Program in its jurisdiction:
Name of the Citizen Caps Program, contact Person, phone number& E-mail:
Tamarac Citizen Corps. Council
Fire ClriefJim Bud;,inshi
954-724-2436
jintb@tamarac.org
1.- Contact the community Citizen Corps Coordinator and determine if a Community Citizen
Corps Mission Implementation Strategy Plan currently exists- if so please obtain a copy of it and
attach it as Section V of your application. It should clearly indicate the role CERT in the
community. Please See Addendum B, Article 2 purpose and objectives
2 — If your local Citizen Corps Program does not have a Community Citizen Corps Mission
Implementation Strategy Plan, it Neill need to develop one immediately if they are going to apply
for an FY 04 Citizen Corps Council General Grant. (When developed please immediately send
the necessary copies with your application). If they do not currently have one you will need to
develop and submit with your application a CERT ANNEX (see below for details.1
N/A Mission Statement exists.
If there is no active Florida Registered Citizen Corps Program in your iur•isdiction:
You will have to submit with your CERT Sub -grant Application a:
CITIZEN CORPS MISSION IMPLEMENTATION PLAN — CERT ANNEX (maximwn 3
pages)
FORMAT:
1. Name of Jurisdiction: City of Tamarac, Broward County, Florida
2. Area Covered: City of Tamarac
n. Does the jurisdiction currently have a Florida Registered Citizen Corps Council?
X Yes — No (If yes name of Council: Tamarac Citizen Corps Council)
4. Name of the CERT Program:
Tamarac Fire Rescue Community Emergency Response Team
Sponsoring .Agency Applying for Sub -Grant: City of Tamarac
14
FDL"M (D... ) 1-Y04 CERT APPLICATION
G. Detail how the CERT Program specifically fulfills/supports a part of the Citizen Corps
Mission in the colllnlunity (see mission statement in directions above):
This proerain ronlotes education of local citizens as CERT volunteers thus re aria
them to act as responders during times of disaster. Under the Proposed progranI,
Tamarac Fire Rescue will open advanced training „regionally to Broward CERT teams.
The Program will review basic information as well as„provide advanced information
and hands-on training.
7. Detail specifically how CERT training in your community promotes partnership efforts
between emergency services in your community and the people they serve.
Please See Addendum C.
The City Commission ado aced resolution R99-302 in November of 1999 providin for the
establishment of a CERT team to act as auxiliary responders in the event- of a disaster.
Our community's commitment to the CERT concept was further demonstrated in .lure of
2002 when the City, issued a Proclamation in Support -of the CERT Program. Since that
time, 327 volunteers have completed CERT training in Tamarac. CERT members
participate in departmental drills and assist in many other aspects of the Fire Rescue
Department in Tamarac. Additionally, 15 of the members have taken the Fire Service
First Responder Program, a 3_2 week prouram. Those who have graduated have furthered
their education by riding on Rescue Vehicles as observers and participate in many of our
functions including departi-nental drills and events as further detailed below.
8. Detail specifically how the CERT program assists families, neighborhoods and businesses
with preparation, response and recovery from major disasters in a neighbor -helping -
neighbor helping their co111rllunity spirit.
Tamarac CERT members are very active in the communit artici atin in Alan
different programs: our smoke detector installation prograrn, our Open House events and
our extrication competitions to„name a few. Other members, participate in car seat
inspections as well as vehicle etchings. Others are in the business community and discuss
business continuity planning with other local businesses and deliver printed materials
concerning business Disaster Preparedness.
9. Specify how this CERT ANTNEX will be integrated into an OVERALL CITIZEN CORPS
MISSION IMPLENTATION STRATEGY PLAN — either by adoption of the CERT
ANNEX directly by the Citizen Corps Council once formed or once they complete their
Plan or by %what other means.
The Tamarac Citizen COMS Council Mission Statement exists and the goals set are being
met toda , and will be in the future. Details relative to the Tamarac Citizen Col Council
are contained in the By-laws. which are included as Addendum B. The Communit
Entervencv Res onse Team Proeram is a principal member of the Citizen Corp Council.
IN
FDI NI (G_ ) FY04 CERT APPLICATION
10. In the meantime does the jurisdiction accept this CERT ANNEX as valid
documentation of the role of CERT to partially meet an educatior/training/auxiliary
response mission role of Citizen Corps in the jurisdiction?
X Yes No
All Applications US Mailed, Ground Delivered, Overnight Delivered, hand delivered or in
any other manner sent in, must be received and "clocked in as received" by 4:30 pm Friday
February 6, 2004 at the following address:
Attn: Marcia Chiricos - CERT Grant Application
Department of Community Affairs
Division of Emergency Management
2555 Shumard Oak Blvd (Room 215-B)
Tallahassee, Fl. 32399-2100
16
Sub Grant Application
Addendum A
Section IV
Answers to Application
Section TV: of Community Emergency Response Team Sub Grant
Application.
Section 1Question 2: Tamarac Fire Rescue has had a CERT team since 1991, and at
present has trained over 330 CERT team members.
Section l Question 4: Tamarac Fire Rescue will not be providing the students
with protective gear to take home, and participating members from the Broward
County area have already received Protective Equipment. Tamarac Fire Rescue
will have on hand safety Equipment for hands-on exercises following classroom
time.
Section 1 Question S: This is an advanced refresher training course. All participants
will have already completed the CERT Basic Training Course and these materials will be
revisited in the advanced course. The Program Manager, Van Schoen, is a CERT TTT
qualified individual. Classes will be conducted in the Fire Rescue Training Roorn.
Section 1 Question 9: The intent of this Grant is to provide and maintain current
active CERT members in the Broward County area. Tamarac Fire Rescue sees the
need to provide this training to keep members interested and involved in the
Program.
PART 2
2a. Tamarac Fire Rescue will advertise directly to participating CERT teams
in the Broward County area through the following means:
+ Direct to participating Departments by flyer
• By developing a CERT Web page designated CERT training
2b. Tamarac Fire Rescue will start training in late March with two classes,
(maximum of three per month) until the close of the Grant cycle in November
2004. Classes will be held every other week; some evenings and some during
the weekend.
2c. Tamarac Fire Rescue Will provide training to other municipalities and
CERT volunteers. NAI-i le each municipality will be responsible for
providing continuity of involvement after graduation, Tamarac Fire Rescue
will closely track the participants of each class and will report back to the
originating municipality. Tamarac Fire Rescue maintains continuity and
involvement of its CERT volunteers through regularly scheduled drills and
activities throughout the year.
2d. Tamarac Fire Rescue does in fact plan to utilize CERT members in the
event of a disaster/emergency. The utilization of CERT volunteers is an
important component of the Cities Emergency Preparedness Plan, adopted by
the City Commission. CERT members have and are presently participating in
local and state drills. Tamarac CERT members have participated in Orlando's
Universal Studios (three years), Boca Raton and Metro Dade, and had plans to
participate with DMAT FL-3 and the United States Coast Guard in 2003 had
these drills not bcen cancelled. CERT members are prepared with appropriate
PPE and are provided with FRS-GMRS radios whenever possible.
In January 2003, 15 CERT members participated in a 32 week class for the
Fire Service First Responder Program. Those who graduated have had the
opportunity to ride as observers on Rescue Vehicles in the field.
2e. Since 1999, Tamarac Fire Rescue has continuously trained CERT
members and has added a Public Education Specialist position to the
Department to ensure continuity of the CERT program.
2f. Tamarac Fire Rescue has had a number of members become Ham Radio
Operators. We plan to utilize those members in the event of an emergency.
Section IV uestion 3:
Tamarac will offer a total of eight different training programs. Each Training
Program will host 20 CERT members/students. The training cost per student is
$40.00; additional cost of protective equipment and printing brings the total cost
per student to S51.90. This cost per student is much lower than it Nvould be if each
municipality conducted its own program. Tamarac's Public Education Specialist
will act as the Program's Project Manager. By taking a regional approach, the
need for each participating Department to individually incur administrative costs
and the potential overtime to hire a designated education specialist is avoided.
Tamarac Fire Rescue will make the dates and times available on the web site and
via Fax to participating municipalities. Members will find the details of the
classes and other needed information on the designated web site. CERT members
from other communities Will have an opportunity to get advanced/refresher classes
in Tamarac without any cost to their originating municipality. Bringing CERT
volunteers from across the county together will also provide a forum for the
members to exchange information and will further communication between
communities.
Sub Grant Application
Addendum B
Citizen Corps Council
Document
TAMA-RA C
CITIZEN CORPS
COUNCIL
BYLAWS
March 2003
Tamarac Citizen Corps Council
ARTICLE I
NAME AND ADDRESS:
The name of the organization shall be Tamarac Citizen Corps Council (TCCC).
The principal office and address of Tamarac Citizen Corps Council shall be:
Tamarac Fire Rescue, 7515 NW 88 Ave., Tamarac, FL 33321.
ARTICLE II
PURPOSE AND OBJECTIVES:
Tamarac Citizen Corps Council's Mission is to promote proactive leadership for the citizens of
Tamarac by networking and providing a positive influence through the establishment of goals
and objectives, joint cooperative efforts, and educational opportunities that will meet the needs
of member organizations and the City.
Our objectives are to bring together, in a business and professional environment, those
organizations and community volunteers interested in: the saving of life, treatment of the
injured, protection of property and our environment, control of hazards, loss prevention,
emergency management and extinguishment of fires, the reduction of the unnecessary loss of
life, loss of property and the environment, through programs such as our Community
Emergency Response Team, and the promotion of legislation for same; cooperation with
governmental agencies, and the development of service opportunities through networking and
education and for any other purposes permitted by law and/or consistent with the goals and
direction of the City of Tamarac.
ARTICLE III
MEMBERSHIP:
Section I: Membership in Tamarac Citizen Corps Council shall be categorized into the
two categories as herein established. Application to Tamarac Citizen Corps Council
shall be made on forms established by the Secretary.
Part A: PRINCIPAL MEMBER
Principal members will consist of one representative from each of the following:
City of Tamarac Fire Rescue Department, City Managers Office, Parks and
Recreation Dept. Division of Social Services, Broward Sheriff's Office and a single
representative of each recognized volunteer organization operating within the City.
Each principal member in good standing shall be entitled to all rights and voting
privileges of membership.
Part B: ASSOCIATE MEMBER
Associate membership may be conferred upon any individual involved in any of the
volunteer organizations represented by Principal Members as well as any residents
or business representatives interested in participating in activities of the TCCC.
Section 2: Membership Suspension- Any member may be suspended by the Executive
Board when, in their opinion, the conduct of the individual is not complimentary
to Tamarac Citizen Corps Council. Final disposition will be by membership, in a
special or regular meeting with at least ten (1 Q) days prior notice to the
affected member. Three fifths (315) of the members present and voting by ballot
shall be required to suspend a member from Tamarac Citizen Corps Council. The
affected member shall be offered the opportunity to be present to defend against
the Executive Board suspension/charges.
Section 3: Membership Area - Tamarac Citizen Corps Council membership area boundaries
shall be Broward County, Florida. Persons or organizations outside the boundaries
of the county may apply for Associate Membership as defined in Article III, Section
1, Part B.
ARTICLE IV
EXECUTIVE BOARD AND OFFICERS
Section 1: There shall be an Executive Board consisting of the active Principal Member of the
City Manager's Office, Tamarac Fire Rescue, Broward Sheriffs Office and elected
officers as identified in section 2 of this article. The Executive Board shall examine
and set policy for Tamarac Citizen Corps Council; set the agenda for meetings of
the general membership and have the authority to review and rescind any action not
in keeping with goals and objectives of the organization.
Section 2: The elected officers of Tamarac Citizen Corps Council shall consist of a
President, Vice President, Secretary and Treasurer. Officers of Tamarac Citizen
Corps Council shall serve without salary. Officers shall be elected by a simple
majority vote of the primary membership at the first TCCC meeting each calendar
year consistent with Article V. Elected Officers of the TCCC also serve as
Executive Board members.
Part A: Duties of the President - It shall be the duty of the President to preside at meetings
of the Executive Board and all general meetings of Tamarac Citizen Corps Council.
The President shall have general supervision of the affairs of Tamarac Citizen
Corps President.
The President shall appoint all committees not otherwise provided for. The
President shall perform such other duties, as may be incidental to the office held.
Part B: Duties of the Vice -President - The Vice President shall assist the President in
conducting the business of Tamarac Citizen Corps Council, be responsible for
membership affairs for Tamarac Citizen Corps Council and perform such other
duties as may be required. In the absence or inability of the President to perform
prescribed duties, the Vicc-President shall perform all the duties of that office.
Part C: Duties of the Treasurer- The Treasurer shall authorize procedures for receiving
and disbursing monies of Tamarac Citizen Corps Council, and shall keep or approve
accounts thereof, in accordance with such policies and procedures as established by
the City of Tamarac. The Treasurer shall make a treasury report to Tamarac Citizen
Corps Council of receipts, disbursements, and current balance on hand at each
meeting.
Part D: Duties of the Secretary - The Secretary of Tamarac Citizen Corps Council shall
keep a record of all proceedings of Tamarac Citizen Corps Council; have printed the
minutes of all the meetings for distribution; serve as recording secretary to Tamarac
Citizen Corps Council at all board and general meetings and perform such other
duties as the President or Executive Board may determine.
Section 3: Vacancies
Part A: President - Should a vacancy occur in the office of President, the Vice -President
shall immediately assume of the office of President and carry out the duties of that
office until filled through the next scheduled electoral process.
Part B: Vice -President, Treasurer or Secretary - Should a vacancy occur in the office of
the Vice -President, Treasurer or Secretary, the Executive Board shall appoint a
principal member in good standing who will serve until the office is filled through
the next scheduled electoral process.
Part C: Limitations -Not more than one (1) elected Association officer shall represent the
same Organization.
Section 4: The Term of Office - The regular term of office shall be for two (2) years.
ARTICLE V
VOTING AND ELECTIONS
Section 1: Each organization having a principal member shall be allowed one vote. It will be
the organization's responsibility to designate who is authorized to vote. All votes
shall be simple majority of those principal members present at a regular or special
called meeting unless specified otherwise in another section of these By-laws.
Section 2: Election of Officers - The President shall appoint a minimum of three (3)
principal members to serve on a Nominating and Elections Committee. The
president shall further designate one of thee members to serve as Committee
Chairperson.
Section 3: Nomination - Persons who wish to have their names placed on the ballot or slate
of officers for an elected office shall do so by forwarding a letter to the
Nominating and Elections Committee Chairperson. All persons following this
process shall appear on the slate of officers for election. In the case that there is a
shortage of qualified candidates for offices of Tamarac Citizen Corps Council, the
Nominating and Elections Committee shall be charged with seeking qualified
candidates for office. The Chairperson shall make available the slate of officers to
all principal members at the first scheduled meeting each calendar year.
Section 4: Ballot - The Nominating and Elections Committee will prepare and have ready by
the first meeting each calendar year the ballot or state of officers.
Section 5: Secret Ballot- Where two or more candidates are nominated for the same office,
election for that particular office(s) shall be conducted by a secret ballot. The
candidate receiving a majority of all votes cast shall be declared elected. In case of
tie, there shall be a re -vote for that office.
Section 6: Elections shall occur in even numbered years.
Section 7: Removal - Any officer suspended from membership in accordance with Article 111,
Section 3 shall be deemed removed from office. The unexpired term of any
office(s) vacated shall be filled in accordance with Article IV, Section 3.
ARTICLE VI
FINANCE/ADMINISTRATION
Section 1: Financial Year - The financial year shall begin October 1 and end September 30.
Section 2: NA'hen necessary a bank checking account shall be established in a manner that
withdrawals can be made only upon the signatures of at least 2 current officers.
Section 3: Disbursements shall require the signatures of at least 2 current officers.
Section 4: Expenses - Association Officers, and Committee members shall serve without
pay. Business Expenses shall be reimbursed only when prior approval of the
Council is received.
Section S: Funds allocated to the Tamarac Citizen Corps Council shall be distributed and used
for the title purpose intended.
Section 6: The minutes and financial records of Tamarac Citizen Corps Council shall be open
to inspection by any member in good standing at any time.
Section 7: Roster and Records - Tamarac Citizen Corps Council shall produce annually a
membership roster designating the names, positions and type of membership of
each member of the Association. If funds are available, and upon approval of the
Executive Board, the Secretary may publish or have published an Association
Membership Directory.
ARTICLE V1I-
COMMITTEES
With the approval of the Executive Board, the President may
from time to time constitute or dissolve Ad Hoc Committees as may be
appropriate, determine their duration, size and responsibility, and appoint, remove
and designate the terms of committees and appointed members. Committee
reports shall be as directed by the President.
ARTICLE V1I1
MEETINGS
Section 1: Quorum for a general meeting of Tamarac Citizen Corps Council. An agenda for
meetings shall be established by the Executive Board consistent with Article IV,
Section 1 for general meetings and by the President for such other meetings.
Meetings shall proceed orderly and with decorum among membership. Association
business conducted at meetings shall be in accordance with Roberts Rules of
Order as published by Scott Forseman, most recent edition.
Section 2: Association Officer's Meetings - Meetings of Tamarac Citizen Corps Council
Officers may be scheduled at the discretion of the President or at the call of the
majority of Association Officers.
Section 3: General Meetings - There shall be general meetings scheduled by the President.
There shall be at least one meeting to be held during each calendar year.
Section 4: Special Meetings - Special meetings may be called at any time by the President or
by the Executive Board.
Section 5: Notice of Meetings - Written notice of each general meeting shall be given by, or
at the direction of the Secretary or person authorized to call the meeting by
mailing (or by electronic means) a copy of such notice at least ten (10) days
before such meeting to each member of Tamarac Citizen Corps Council addressed
to the member's last address appearing on the books of Tamarac Citizen Corps
Council or supplied by the member to Tamarac Citizen Corps Council for the
purpose of notice. Written notice of a special meeting shall be given to the
members as practicable. Such notice shall specify the place, day and hour of the
meeting and, in the case of special meeting, the purpose of the meeting.
ARTICLE X
TERM
The term of Tamarac Citizen Corps Council shall be perpetual.
ARTICLE IX
AMENDMENTS
Section 1: Amendments to these By -Laws may be offered by any member of Tamarac Citizen
Corps Council proposing the same in writing and serving the President and
Secretary with a copy thereof. Said proposed amendment must be read or distributed
in writing in open meeting and shall not be voted upon until the following meeting.
Section 2: Amendments may be made to the these By -Laws only upon approval of three -fifths (315)
of the members present and voting at a properly noticed meeting and approved by the
Tamarac City Commission.
Section 3: All amendments, alterations or revisions of any part of the By -Laws shall take effect upon
their adoption at the meeting unless otherwise provided. Copies of the amendments
adopted shall be distributed to all members by the Secretary.
ARTICLE XI
DISSOLUTION
Dissolution may be effected only by an affirmative vote of Tamarac Citizen Corps
Council's voting membership in general assembly and shall be in compliance with
the applicable laws of the State of Florida, City of Tamarac and pertinent laws and
regulations of any other governmental authority.
ARTICLE XI1
LOGO
Shall include the Citizen Corp logo and shall be used to identify Tamarac Citizen Corp
Council.
ARTICLE X111
PARLIAMENTARY RULES
Roberts' Rules of order (latest edition) shall govern the conduct of Association
meeting when not in conflict with the Articles of Incorporation or these By-laws.
Sub Grant Application
Addendum C
City Proclamation
CERT Document
City of Tamarac Proclamation
On June 12, 2002 at the request of Tamarac Fire -Rescue Chief Jim Budzinski, The Mayor of Tamarac,
Joe Schrieber signed a proclamation officially recognizing the Tamarac C.E.R.T. Team. Several
members of the Tamarac C.E.R.T. team were present to receive the proclamation. The text of the
proclamation is below.
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http://members.aol.cornitamaracccrt/proclaim.html 1 /13/2004
Sub Grant Application
Addendum D
Letters of Support
• Pompano Beach
• Ft. Lauderdale
• Hallandale Beach
• American Red Cross
• Broward County Emergency operations
Letter of support
Pompano Beach Fire Rescue
Fire Administration
RO. Drawer- 1300
Pompano Beach. FIm-icla 33061
Januar% 1 5. _tjo4
Van Schoen. C F R 1'. Training, Coordinator
Cite of Tarnarac Fire Rescue
"501 Nil' 88 A\ znue
Tamarac. Florida 11,321
Dear Van,
Thank you for your in-,itation for Pompano Beach Fire Rescue's CERT proorani
members to participate in N'our "advanced" training program. Pompano Beach supports
your proposal and will be anxious to participate in the training. It is only by _joining
together- in joint enterprises like this that we can expand the publics readiness and
accomplish our mission of'disaster preparedness.
Please contact rte at (1)54) "So_4510 if there is any additional documentation or
infor►nation required.
Sincerer',
AHar"
Small
Fire (hief
l
l
r ► r t't - t �� �,�=a sn- ;a
CITY OF
FORT LAUDERDALE
January 15, 2004
Van Schoen, C.E.R.T. Training Manager
Tamarac Fire Rescue
7501 NW 88th Avenue
Tamarac, FL 33321
Dear Mr. Schoen:
The Fort Lauderdale Fire -Rescue Department would like to thank you for your
invitation to our current C.E.RT. members requesting their participation in
Tamarac's Advanced C.E.RT. Training. We will be more than happy to support
you and will extend the invitation to our C.E_RT. members.
If you have any questions or require additional information prior to the training
date, please call me at (954) 82"831.
Sincerely,
Robert Edgar. ivision Chief
Fire -Rescue Administration
Rft
cc: Chief Otis J. Latin
Chief Richard S. Brown
lieutenant Eric Pologruto
OFFICE OF THE FIRE CHIE:F/DIRECT0R
FORT LAUDERDALE: FIRE -RESCUE
101 H.E. THIRD AVENUE, SUITE 500. FORT LAUDERDALE, FLORIDA 33301
ZwAALgNaAnwaTrEMVLe•Eh TELEPHONE (954) 828-6800 FAX (954) 828-6643 rwuncca REcrcLEDFA'En `�
www.c1.Ior1-Iaud*rdnW.II.us
DEPARTMENT OF FIRE/RESCUE
DIVISION OF EMERGENCY
MECACAL SERVICES
January 13. 2004
Tamarac Fire Department
Attention, Van Schoen
7525 Northwest 88`h .Avenue
Tamarac, Florida 33321
Dear Van,
ALLANDALT BEACH
Cq)? of Choice
Phone (954) 457-1481
Fax (954) 457-1472
The City of Hallandale Bcach Community Emergency Response Team (CERT) will be
glad to pariicipatc in the Tamarac Fire Department's County Wide Training program,
We foster the opportunity to work with our neighboring CERT programs We look
forward to this venture.
If there is anything our team can do to assist you. please feel free to contact me at 954-
457-1481 or abaird c hallandalcbeach off.
Sinc e!
c n� Is Alexander R. Bai; d. Ej
Hallandale Beach CERT Coordinator
121 Southwest 3rd Street • Hallandale Beach. Florida 33009
19 January 2004
To Whom It May Concern;
This is to reaffirm our total commitment to Tamarac's grant
application. We feel their program to benefit the county and the
Citizen Corp Coalition initiative. This grant will insure our ability to
continue and improve the service given to the communities and
county.
We, the Citizen Corp and other Volunteers Organization Active in
Disaster, feel this grant can benefit all involved in insuring the
safety and response ability for the entire County.
Sincerely yours,
Carmen Almeida-Biggart
Citizen Corp member
Broward County Chapter
American Red Cross
Community Disaster Education Spec.
BR,,("R.D
13ROWARD EMERGENCY MANAGEMENT AGENCY
201 N.W. 84th Avenue - Plantation, Florida 33324 - 954-831-3900 - FAX 954.382.5805
January 21, 2004
W. Craig Fugate, Director
Division of Emergency Management
Department of Community Affairs
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
Dear Mr. Fugate:
04.0056
Please accept this letter as support for the City of Tamarac CERT project. This
project has been ranked and prioritized by the City of Tamarac and is on the
prioritized countywide mitigation list submitted with the local mitigation strategy.
Broward County Mitigation Task Force, the working group for the local mitigation
strategy, approved this as part of the prioritized list.
If you have any questions regarding this project, please contact John Gabel of
my staff at (954) 831-3917.
Sincerely,
}
Sherman "Ton -Q er, Jr.
Chair
Broward County Mitigation Task Force
STC:JG
Broward County Board of County Commissioners
JO9ephus Eggelietion. Jr - Ben Craver • S:,e Cunzburger • Kns-in D Jacobs - Ilene Lieberman • Lori Nance Parrish - John E Podstrom. Jr - James A Scott • Duna Wasserman Pubin
www broward.org/disaster
Sub Grant Application
Addendum E
Costs Sheet
CERT Sub Grant Costs
Addendum E
Course Costs:
1. Triage Classes - Required Materials
2. Cribbing and Intro to Extrication
3. Chainsaw use and safety:
• Gloves
• Goggles
• Jump Suits
• 2 Chainsaws
Subtotal
$200.00
$500.00
$50.00
$100.00
$260.00
$600.00
1150.00
4. Ladder and Roof Repair Safety $500.00
5. Advanced Fire Suppression $1000.00
• Costs include Extinguishers 10 Lb (4)
• Safety Equipment Head, Hand and Eye Protection
6. Damage Assessment- Zero Costs affiliated
7. Intro to Incident command $250,00
8. Advanced Search and Rescue -
Course Materials Total Costs: J32LO.00
9. Training Materials:
IO.Course Print Materials: $2000.00
Print Materials Total Costs: $2000.00
Sub Grant Application
Addendum F
Miscellaneous Training
Pictures
Above CERT members train in the use of
backboards to transport patients.
Above Members learn to us team work in
environments that are not the normal every day
environments we are used to having.
TAMARAC CERT ACTIVITIES
Orlando Universal
Studios Disaster Drill
Dade Drill
Dade County
Drill
MM"My-fill
aTR 10509 ADDENDUM "B"
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
"Dedicated to making Florida a better place to call home"
JEB BUSH THADDEUS L. COHEN, AIA
Secretary
Governor
7/ 08/04
City of Tamarac
7525 NW 88th Avenue
Tamarac, Fl. 33321
Congratulations! Enclosed is the contract for the Federal Fiscal Year FY04 — Citizen Corps or
CERT (Community Emergency Response Team/Citizen Corps), Florida Division of Emergency
Management (FDEM) Sub -grant your jurisdiction is receiving in the amount of $19,928.00. The
grant will run essentially through September 30, 2005; however, the timetable for expenditure
re orts and close-out must be followed as detailed in the contract.
Please have all 4 copies of the contract Signed in original signature. It must be si ned b
the same individual who Signed the original grant application (Mayor/Chairman of Coun
Commission/Etc.). It is imperative to get the signed contract back to us in two weeks if
possible. If you have to hold it for commission or city county approval, please notify us
immediately at the e-mail addresses listed below with an anticipate date of action. If that is the
case, please get the approval action scheduled ASAP. Funds technically can not be spent until
the signed contract is returned and ratified by the Director of the Division of Emergency
Management. if you have any questions or problems contact the individuals below:
Grant Issues:
Tom Magnuson
Citizen Corps/CERT Grants Manager
(850) 414-7768
thomas.ma nuson d .state.fl.0
CERT/Citizen Corps Issues or arant issues if Tom Magnuson is not available
Tom Weaver
CERT State Coordinator
(850) 413-9891
th omas.weaveradca. state.fl_us
Once again congratulations on your Citizen Corps or CERT grant.
Thomas Weaver, M.Ed.,IAEM
CERT State Coordinator/Citizen Corps Assistant
2555 SHUMARD
OAK BOULEVARD a
TALLAHASSEE,
FLORIDA 32399.2100
Phone: 850.488.8466/Suncom
278.8466
FAX: 850.921.0781/Suncom 291,0781
Internet address: httjg://www.dca._,$tate,fl,us
CRITICAL STATE CONCERN FIELD OFFICE COMMUNITY PLANNING
EMERGENCY MANAGEMENT
HOUSING a COMMUNITY DEVELOPMENT
2555 Shumard Oak Boulevard
2796 Overseas Highway, Suite 212
2555 Shumard Oak Boulevard
Tallahassee, FL 32399-2100
2555 Shumard Oak Boulevard
Tallahassee, FL 32399.2100
Tallahassee, FL 32399-2100
Marathon, FL 33050-2227
(305)289-2402
(850)488.2356
(850)413-9969
(850)488-7956
Contract Number: 05-CI-2P-11-16-02
Iffill 17-A ZMt0e�i&6M1 I
FEDERALLY FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by and between the State of Florida, Department of
Communfty Affairs, with headquarters in Tallahassee, Florida (hereinafter referred to as the
"Department"), and The City of Tamarac, FI.(hereinafter referred to as the "Recipient').
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS:
A. WHEREAS, the Recipient represents that it is fully qualified and eligible to receive these grant
funds to provide the services identified herein; and
B, WHEREAS, the Department has received these grant funds from the federal government, and
has the authority to subgrant these funds to the Recipient upon the terms and conditions hereinafter set
forth; and
C. WHEREAS, the Department has authority pursuant to Florida law to disburse the funds under
this Agreement.
NOW, THEREFORE, the Department and the Recipient do mutually agree as follows:
(1) SCOPE OF WORK.
The Recipient shall fully perform the obligations in accordance with the Budget and
Scope of Work, Attachment A of this Agreement.
(2) INCORPORATION OF LAWS RULES REGULATIONS AND POLICIES.
Both the Recipient and the Department shall be governed by applicable State and
Federal laws, rules and regulations, including but not limited to those identified in Attachment B.
(3) PERIOD OF AGREEMENT.
This Agreement shall begin July 1, 2004 and shall end September 30, 2005, unless
terminated earlier in accordance with the provisions of paragraph (9) of this Agreement.
(4) MODIFICATION OF CONTRACT' REPAYMENTS
Either party may request modification of the provisions of this Agreement. Changes
which are mutually agreed upon shall be valid only when reduced to writing, duly signed by each of the
parties hereto, and attached to the original of this Agreement.
Changes to the amount of funding to be provided may be accomplished by notice from
the Department to the Recipient, in the form of certified mail, return receipt requested. The Department
may make an award of additional funds by subsequent Award Letter certified mail, return receipt
requested, to the Recipient's contact identified in Paragraph (10), below. Should the Recipient determine
it does not wish to accept the award of additional funds, then the Recipient shall provide notice to the
Department contact within thirty (30) days of receipt of the Award Letter. Otherwise, the Recipient shall
provide to the Department its written notice of acceptance within forty-five (45) days of receipt of the
Award Letter. The terms of this Agreement shall be considered to have been modified to include the
additional funds upon the Department's receipt of the written notice of acceptance and receipt of a budget
form which details the proposed expenditure of the additional funds. The budget form will be provided by
the Department when the offer of additional funds is made.
Notwithstanding the foregoing, any budget changes which do not increase the overall
cost of the project or change the Scope of Work do not require a written modification to this Agreement.
All refunds or repayments to be made to the Department under this Agreement are to be
made payable to the order of "Department of Community Affairs", and mailed directly to the Department at
the following address:
Department of Community Affairs
Cashier
Finance and Accounting
2555 Shumard Oak Boulevard
Tallahassee FL 32399-2100
In accordance with § 215.34(2), Fla. Stat., if a check or other draft is returned to the Department for
collection, the Department must add to the amount of the check or draft a service fee of Fifteen Dollars
($15.00) or Five Percent (5%) of the face amount of the check or draft, whichever is greater.
(5) RECORDKEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the
federal "Common Rule: Uniform Administrative Requirements for State and Local Governments" (53
Federal Register 8034) or OMB Circular No. A-110, "Grants and Agreements with Institutions of High
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost
Principles for State and Local Governments," OMB Circular No. A-21, "Cost Principles for Educational
Institutions," or OMB Circular No. A-122, "Cost Principles for Nonprofit Organizations." If this Agreement
is made with a commercial (for -profit) organization on a cost -reimbursement basis, the Recipient shall be
subject to Federal Acquisition Regulations 31.2 and 931.2.
(b) The Recipient shall retain sufficient records demonstrating its compliance with the
terms of this Agreement for a period of five years from the date the audit report is issued, and shall allow
the Department or its designee, Comptroller, or Auditor General access to such records upon request.
The Recipient shall ensure that audit working papers are made available to the Department or its
designee, Comptroller, or Auditor General upon request for a period of five years from the date the audit
report is issued, unless extended in writing by the Department, with the following exceptions:
1. If any litigation, claim or audit is started before the expiration of the five year
period and extends beyond the five year period, the records will be maintained until all litigation, claims or
audit findings involving the records have been resolved.
2. Records for the disposition of non -expendable personal property valued at
$5,OOO or more at the time of acquisition shall be retained for five years after final disposition.
3. Records relating to real property acquisition shall be retained for five years
after closing of title.
(c) All records, including supporting documentation of all program costs, shall be
sufficient to determine compliance with the requirements and objectives of the Budget and Scope of Work
- Attachment A - and all other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to
be paid from funds provided under this Agreement, shall allow access to its records at reasonable times
to the Department, its employees, and agents. 'Reasonable" shall be construed according to the
circumstances but ordinarily shall mean during normal business hours of 8:00 a.m. to 5:00 p.m., local
time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the
Department.
(6) REPORTS
A. By August 15, 2004 an initial report with the appropriate documentation as listed in Part
III.B. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work or prepare the products should be submitted.
B. By August 15, 2004 a monthly report with the appropriate documentation as listed in Part
III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
C. By September 15, 2004 a monthly report with the appropriate documentation as listed in
Part III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
D. By October 15, 2004 a monthly report with the appropriate documentation as listed in
Part III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
E. By November 15, 2004 a monthly report with the appropriate documentation as listed in
Part III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
F. By December 15, 2004 a monthly report with the appropriate documentation as listed in
Part III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
G. By January 15, 2005 a monthly report with the appropriate documentation as listed in
Part III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
H. By February 15, 2005 a monthly report with the appropriate documentation as listed in
Part I II.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
I. By March 15, 2005 a monthly report with the appropriate documentation as listed in Part
III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
J. By April 15, 2005 a monthly report with the appropriate documentation as listed in Part
III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
K. By May 15, 2005 a monthly report with the appropriate documentation as listed in Part
III.C, shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
L. By June 15, 2005 a monthly report with the appropriate documentation as listed in Part
III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
Final invoices for expenses incurred to perform the work and prepare the products must
be submitted.
M. By July 15, 2005 a monthly report with the appropriate documentation as listed in Part
III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
N. By August 15, 2005 a monthly report with the appropriate documentation as listed in Fart
III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
O. By September 15, 2005 a monthly report with the appropriate documentation as listed in
Part III.C. shall be submitted to the Department for approval. In addition, all invoices for
expenses incurred to perform the work and prepare the products should be submitted.
Final invoices for expenses incurred to perform the work and prepare the products must
be submitted.
N. By October 15, 2005 a close-out report shall be submitted to the Department for
approval.
(7) MONITORING.
The Recipient shall constantly monitor its performance under this Agreement to ensure
that time schedules are being met, the Budget and Scope of Work is being accomplished within specified
time periods, and other performance goals are being achieved. Such review shall be made for each
function or activity set forth in Attachment A to this Agreement. In addition, the Department will monitor
the performance and financial management by the Recipient throughout the contract term to ensure
timely completion of all tasks.
In addition to reviews of audits conducted in accordance with OMB Circular A-133, as revised
(see "AUDIT REQUIREMENTS" below), monitoring procedures may include, but not be limited to, on -site
visits by Department staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or
other procedures. By entering into this Agreement, the Recipient agrees to comply and cooperate with
any monitoring procedures/processes deemed appropriate by the Department. In the event that the
Department determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to
comply with any additional instructions provided by the Department to the Recipient regarding such audit.
The Recipient further agrees to comply and cooperate with any inspections, reviews, investigations or
audits deemed necessary by the Comptroller or Auditor General. In addition, the Department will monitor
the performance and financial management by the Contractor throughout the contract term to ensure
timely completion of all tasks.
(8) LIABILITY.
(a) Unless Recipient is a State agency or subdivision, as defined in Section 768.28, Fla.
Stat., the Recipient shall be solely responsible to parties with whom it shall deal in carrying out the terms
of this agreement, and shall save the Department harmless against all claims of whatever nature by third
parties arising out of the performance of work under this agreement. For purposes of this agreement,
Recipient agrees that it is not an employee or agent of the Department, but is an independent contractor.
(b) Any Recipient who is a state agency or subdivision, as defined in Section 768.28,
Fla. Stat., agrees to be fully responsible to the extent provided by Section 768.28, Fla. Stat for its
negligent acts or omissions or tortious acts which result in claims or suits against the Department, and
agrees to be liable for any damages proximately caused by said acts or omissions. Nothing herein is
intended to serve as a waiver of sovereign immunity by any Recipient to which sovereign immunity
applies. Nothing herein shall be construed as consent by a state agency or subdivision of the State of
Florida to be sued by third parties in any matter arising out of any contract.
9 DEFAULT; REMEDIES' TERMINATION.
(a) If the necessary funds are not available to fund this agreement as a result of action
by Congress, the state Legislature, the Office of the Comptroller or the Office of Management and
Budgeting, or if any of the following events occur ("Events of Default'), all obligations on the part of the
Department to make any further payment of funds hereunder shall, if the Department so elects, terminate
and the Department may, at its option, exercise any of its remedies set forth herein, but the Department
may make any payments or parts of payments after the happening of any Events of Default without
thereby waiving the right to exercise such remedies, and without becoming liable to make any further
payment:
1. If any warranty or representation made by the Recipient in this Agreement or
any previous Agreement with the Department shall at any time be false or misleading in any respect, or if
the Recipient shall fail to keep, observe or perform any of the terms or covenants contained in this
Agreement or any previous agreement with the Department and has not cured such in timely fashion, or
is unable or unwilling to meet its obligations thereunder;
2. If any material adverse change shall occur in the financial condition of the
Recipient at any time during the term of this Agreement from the financial condition revealed in any
reports filed or to be filed with the Department, and the Recipient fails to cure said material adverse
change within thirty (30) days from the time the date written notice is sent by the Department.
3. If any reports required by this Agreement have not been submitted to the
Department or have been submitted with incorrect, incomplete or insufficient information;
4. If the Recipient has failed to perform and complete in timely fashion any of the
services required under the Budget and Scope of Work attached hereto as Attachment A.
5. If the Recipient fails to comply with the requirements of statutory objectives of
Federal laws or regulations.
(b) Upon the happening of an Event of Default, then the Department
may, at its option, upon thirty (30) calendar days prior written notice to the Recipient and upon the
Recipient's failure to timely cure, exercise any one or more of the following remedies, either concurrently
or consecutively, and the pursuit of any one of the following remedies shall not preclude the Department
from pursuing any other remedies contained herein or otherwise provided at law or in equity:
1. Terminate this Agreement, provided that the Recipient is given at least thirty
(30) days prior written notice of such termination. The notice shall be effective when placed in the United
States mail, first class mail, postage prepaid, by registered or certified mail -return receipt requested, to
the address set forth in paragraph (10) herein;
this Agreement;
2. Commence an appropriate legal or equitable action to enforce performance of
3. Withhold or suspend payment of all or any part of a request for payment;
4. Exercise any corrective or remedial actions, to include but not be limited to,
requesting additional information from the Recipient to determine the reasons for or the extent of non-
compliance or lack of performance, issuing a written warning to advise that more serious measures may
be taken if the situation is not corrected, advising the Recipient to suspend, discontinue or refrain from
incurring costs for any activities in question or requiring the Recipient to reimburse the Department for the
amount of costs incurred for any items determined to be ineligible;
law;
5. Exercise any other rights or remedies which may be otherwise available under
(c) The Department may terminate this Agreement for cause upon such written notice as
is reasonable under the circumstances. Cause shall include, but not be limited to, misuse of funds; fraud;
lack of compliance with applicable rules, laws and regulations; failure to perform in a timely manner; and
refusal by the Recipient to permit public access to any document, paper, letter, or other material subject
to disclosure under Chapter 119, Fla. Stat., as amended.
(d) In addition to any other remedies, the Recipient shall return to the Department any
funds which were used for ineligible purposes under the program laws, rules, and regulations governing
the use of the funds under the program.
(e) The Department may terminate this Agreement at any time if the Recipient refuses to
fulfill any of its obligations under this Agreement. Prior to termination, the Department shall provide thirty
(30) calendar days prior written notice of its intent to terminate pursuant to this provision and shall provide
the Recipient an opportunity to consult with the Department regarding the reason(s) for termination.
(f) The Department may terminate this Agreement for its convenience by providing the
Recipient with thirty (30) calendar days prior written notice.
(g) The parties may agree to terminate this Agreement for their mutual convenience as
evidenced by written amendment of this Agreement. The amendment shall establish the effective date of
the termination and the procedures for proper closeout of the Agreement.
(f) Notwithstanding the above, the Recipient shall not be relieved of liability to the
Department by virtue of any breach of Agreement by the Recipient. The Department may, to the extent
authorized by law, withhold any payments to the Recipient for purpose of set-off until such time as the
exact amount of damages due the Department from the Recipient is determined.
(10) NOTICE AND CONTACT.
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by
hand delivery, or first class, certified mail, return receipt requested, to the representative identified below
at the address set forth below and said notification attached to the original of this Agreement.
(b) The name and address of the Department contract manager for this Agreement is:
Thomas A. Magnuson
2555 Shumard Oak Boulevard
Tallahassee, FL 32303
Telephone: (850) 414-7768
Fax: (850) 922-3388
Email: tom.magnuson@dca.state.fl.us
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is:
Van A. Schoen/ Diane Phillips
7525 NW 88`h Avenue
Tamarac, FL 33321
Telephone (954) 724-2530/ (954) 724-1230
Fax: (954)724-2438/ (954) 724-2454
Email: vans tamerac.orq / diane tamarac.or
(with a copy to the City Attorney at same address)
(d) In the event that different representatives or addresses are designated by either party
after execution of this Agreement, notice of the name, title and address of the new representative
will be rendered as provided in (10)(a) above.
(11) OTHER PROVISIONS.
(a) The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any subsequent submission or response to Department request, or in any submission or response to fulfill
the requirements of this Agreement, and such information, representations, and materials are
incorporated by reference. The lack of accuracy thereof or any material changes shall, at the option of .
the Department and with thirty (30) days written notice to the Recipient, cause the termination of this
Agreement and the release of the Department from all its obligations to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall lie in Leon County. If any provision hereof is in conflict
with any applicable statute or rule, or is otherwise unenforceable, then such provision shall be deemed
null and void to the extent of such conflict, and shall be deemed severable, but shall not invalidate any
other provision of this Agreement.
(c) No waiver by the Department of any right or remedy granted hereunder or failure to
insist on strict performance by the Recipient shall affect or extend or act as a waiver of any other right or
remedy of the Department hereunder, or affect the subsequent exercise of the same right or remedy by
the Department for any further or subsequent default by the Recipient. Any power of approval or
disapproval granted to the Department under the terms of this Agreement shall survive the terms and life
of this Agreement as a whole.
(d) The Agreement may be executed in any number of counterparts, any one of which
may be taken as an original.
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law
101-336, 42 U.S.C. Section 12101 et seg.), if applicable, which prohibits discrimination by public and
private entities on the basis of disability in the areas of employment, public accommodations,
transportation, State and local government services, and in telecommunications.
(f) A person or affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crime or on the discriminatory vendor list may not submit a bid on a contract
to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity
for the construction or repair of a public building or public work, may not submit bids on leases of real
property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor,
or consultant under a contract with a public entity, and may not transact business with any public entity in
excess of Category Two for a period of 36 months from the date of being placed on the convicted vendor
or discriminatory vendor list.
(g) With respect to any Recipient which is not a local government or state agency, and
which receives funds under this Agreement from the federal government, by signing this Agreement, the
Recipient certifies, to the best of its knowledge and belief, that it and its principals:
1. are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
2. have not, within a five-year period preceding this proposal been convicted of
or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract
under public transaction; violation of federal or state antitrust statutes or commission of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen
property;
3. are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
11(g)2. of this certification; and
4. have not within a five-year period preceding this Agreement had one or more
public transactions (federal, state or local) terminated for cause or default.
Where the Recipient is unable to certify to any of the statements in this certification, such
Recipient shall attach an explanation to this Agreement.
(12) AUDIT REQUIREMENTS.
(a) The Recipient agrees to maintain financial procedures and support documents, in
accordance with generally accepted accounting principles, to account for the receipt and expenditure of
funds under this Agreement.
(b) These records shall be available at all reasonable times for inspection, review, or
audit by state personnel and other personnel duly authorized by the Department. "Reasonable" shall be
construed according to circumstances, but ordinarily shall mean normal business hours of 8:00 a.m. to
5:00 p.m., local time, Monday through Friday.
(c) The Recipient shall also provide the Department with the records, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
Agreement.
(d) If the Recipient is a State or local government or a non-profit organization as defined
in OMB Circular A-133, as revised, and in the event that the Recipient expends $300,000 or more in
Federal awards in its fiscal year, the Recipient must have a single or program -specific audit conducted in
accordance with the provisions of OMB Circular A-133, as revised. EXHIBIT 1 to this Agreement
indicates Federal resources awarded through the Department by this Agreement. In determining the
Federal awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards,
including Federal resources received from the Department. The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMB Circular A-133, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of
OMB Circular A-133, as revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in Paragraph 12 (d) above, the Recipient
shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular
A-133, as revised.
If the Recipient expends less than $300,000 in Federal awards in its fiscal year, an audit
conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the
event that the Recipient expends less than $300,000 in Federal awards in its fiscal year and elects to
have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of
the audit must be paid from non -Federal resources (i.e., the cost of such audit must be paid from
Recipient resources obtained from other than Federal entities).
(e) Copies of reporting packages for audits conducted in accordance with OMB Circular
A-133, as revised, and required by subparagraph (d) above shall be submitted, when required by Section
320 (d), OMB Circular A-133, as revised, by or on behalf of the Recipient directly to each of the following:
The Department of Community Affairs at each of the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
and
Department of Community Affairs
(program office)
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies
required by Sections .320(d)(1) and (2), OMB Circular A-133, as revised, should be submitted to the
Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 101h Street
Jeffersonville, IN 47132
Other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f), OMB
Circular A-133, as revised.
(f) Pursuant to Section .320 (f), OMB Circular A-133, as revised, the recipient shall
submit a copy of the reporting package described in Section .320 (c), OMB Circular A-133, as revised,
and any management letter issued by the auditor, to the Department at each of the following addresses:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
and
Department of Community Affairs
Citizen Corps/.CERT Program Office
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
(g) Any reports, management letter, or other information required to be submitted to the
Department pursuant to this Agreement shall be submitted timely in accordance with OMB Circular A-133,
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, as applicable.
(h) Recipients, when submitting financial reporting packages to the Department for
audits done in accordance with OMB 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 was delivered to the Recipient in correspondence accompanying the reporting
package.
(i) The Recipient shall retain sufficient records demonstrating its compliance with the
terms of this agreement for a period of five years from the date the audit report is issued, and shall allow
the Department, or its designee, the Comptroller, or Auditor General access to such records upon
request. The Recipient shall ensure that audit working papers are made available to the Department, or
its designee, the Comptroller, or Auditor General upon request for a period of five years from the date the
audit report is issued, unless extended in writing by the Department.
0) In the event the audit shows that the entire funds disbursed hereunder, or any portion
thereof, were not spent in accordance with the conditions of this Agreement, the Recipient shall be held
liable for reimbursement to the Department of all funds not spent in accordance with these applicable
regulations and Agreement provisions within thirty (30) days after the Department has notified the
Recipient of such non-compliance.
(k) The Recipient shall retain all financial records, supporting documents, statistical
records, and any other documents pertinent to this Agreement for a period of five years after the date of
submission of the final expenditures report. However, if litigation or an audit has been initiated prior to the
expiration of the five-year period, the records shall be retained until the litigation or audit findings have
been resolved.
(1) The Recipient shall have all audits completed by an independent certified public
accountant (IPA) who shall either be a certified public accountant or a public accountant licensed under
Chapter.473, Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted
above.
(13) SUBCONTRACTS.
(a) If the Recipient subcontracts any or all of the work required under this Agreement, a
copy of the executed subcontract must be forwarded to the Department within thirty (30) days after
execution of the subcontract. The Recipient agrees to include in the subcontract that (i) the subcontractor
is bound by all applicable state and federal laws and regulations, and (ii) the subcontractor shall hold the
Department and Recipient harmless against all claims of whatever nature arising out of the
subcontractor's performance of work under this Agreement, to the extent allowed and required by law.
(14) TERMS AND CONDITIONS.
The Agreement contains all the terms and conditions agreed upon by the parties.
(15) ATTACHMENTS.
(a) All attachments to this Agreement are incorporated as if set out fully herein.
(b) In the event of any inconsistencies or conflict between the language of this
Agreement and the attachments hereto, the language of such attachments shall be controlling, but only to
the extent of such conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 - Funding Sources
Attachment A — Budget and Scope of Work
Attachment B — Program Statutes and Regulations
Attachment C — Copyrights, Patents and Trademark
Attachment D — Assurances
Attachment E — Advance Justification
Attachment F -- Warranties and Representations
(16) FUNDING/CONSIDERATION
(a) This is a cost -reimbursement Agreement. The Recipient shall be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $19,928
subject to the availability of funds.
(b) Any advance payment under this Agreement is subject to s. 216.181(16), Florida
Statutes. The amount which may be advanced may not exceed the expected cash needs of the
Recipient within the first three (3) months of the contract term. For a federally funded contract, any
advance payment is also subject to federal OMB Circulars A-87, A-110, A-122 and the Cash
Management Improvement Act of 1990. If an advance payment is requested, the budget data on which
the request is based and a justification statement shall be included in this Agreement as Attachment E.
Attachment E will specify the amount of advance payment needed and provide an explanation of the
necessity for and proposed use of these funds.
1. V No advance payment is requested.
2. An advance payment of $ is requested.
(c) After the initial advance, if any, payment shall be made on a reimbursement basis as
needed. The Recipient agrees to expend funds in accordance with the Budget and Scope of Work,
Attachment A of this Agreement.
(17) STANDARD CONDITIONS.
The Recipient agrees to be bound by the following standard conditions:
(a) The State of Florida's performance and obligation to pay under this Agreement is
contingent upon an annual appropriation by the Legislature, and subject to any modification in
accordance with Chapter 216, Fla. Stat. or the Florida Constitution.
(b) If otherwise allowed under this Agreement, the Agreement may be renewed on a
yearly basis for a period that may not exceed two (2) years or for a period no longer than the term of the
original agreement, whichever period is longer, specifying the terms under which the cost may change as
determined in the pertinent statutes or regulations.
(c) All bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a proper preaudit and postaudit thereof.
(d) If otherwise allowed under this Agreement, all bills for any travel expenses shall be
submitted in accordance with Section 112.061, Fla. Stat.
(e) The Department of Community Affairs reserves the right to unilaterally cancel this
Agreement for refusal by the Recipient to allow public access to all documents, papers, letters or other
material subject to the provisions of Chapter 119, Fla. Stat., and made or received by the Recipient in
conjunction with this Agreement.
(f) If the Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Department or be applied against the
Department's obligation to pay the contract amount.
(g) The State of Florida will not intentionally award publicly -funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act
(AINA@)]. The Department shall consider the employment by any contractor of unauthorized aliens a
violation of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions
contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by
the Department.
(18) LOBBYING PROHIBITION.
(a) No funds or other resources received from the Department in connection with this
Agreement may be used directly or indirectly to influence legislation or any other official action by the
Florida Legislature or any state agency.
(b) The Recipient certifies, by its signature to this Agreement, that to the best of his or
her knowledge and belief:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf
of the undersigned, to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
2. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan or cooperative agreement, the undersigned shall
complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its
instructions.
3. The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and
disclose accordingly.
This certification is a material representative of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite for making or
entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file
the required certification shall be subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
(19) COPYRIGHT PATENT AND TRADEMARK
If applicable to this Agreement, refer to Attachment C for terms and conditions relating to
copyrights, patents and trademarks.
(20) LEGAL AUTHORIZATION.
The Recipient certifies with respect to this Agreement that it possesses the legal authority
to receive the funds to be provided under this Agreement and that, if applicable, its governing body has
authorized, by resolution or otherwise, the execution and acceptance of this Agreement with all covenants
and assurances contained herein. The Recipient also certifies that the undersigned possesses the
authority to legally execute and bind Recipient to the terms of this Agreement.
(21) ASSURANCES.
The Recipient shall comply with any Statement of Assurances incorporated as
Attachment D.
(22) VENDOR PAYMENTS.
Pursuant to Section 215.422, Fla. Stat., the Department shall issue payments to vendors
within 40 days after receipt of an acceptable invoice and receipt, inspection, and acceptance of goods
and/or services provided in accordance with the terms and conditions of the Agreement. Failure to issue
the warrant within 40 days shall result in the Department paying interest at a rate as established pursuant
to Section 55.03(1) Fla. Stat. The interest penalty shall be paid within 15 days after issuing the warrant.
Vendors experiencing problems obtaining timely payment(s) from a state agency may receive
assistance by contacting the Vendor Ombudsman at (850) 488-2924 or by calling the State Cornptroller's
Hotline at 1-800-848-3792.
(23) DEBARMENT SUSPENSION AND OTHER RESPONSIBILITY MATTERS DIRECT
RECIPIENT
As required by Executive Order 12549, Debarment and Suspension, and implemented at
28 CFR Part 67, for prospective participants in primary covered transactions, as defined at 28 CFR Part
67, Section 67.510
(a) The applicant certifies that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment, declared
ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded
from covered transactions by any Federal department or agency;
(2) Have not within a three-year period preceding this application been convicted
of or had a civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local)
transaction or contract under a public transaction; violation of Federal or State antitrust statutes or
commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
(3) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in
paragraph (1)(b) of this certification;
(4) Have not within a three-year period preceding this application had one or
more public transactions (Federal, State, or local) terminated for cause or default; and
(b) Where the applicant is unable to certify to any of the statements in this certification, he
or she shall attach an explanation to this application.
IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed by their
undersigned officials as duly authorized.
Recipiefit: J
Name and Title:Joe Schreiber Ma or
Date:5
U
A
B
N
D
BY:
Name and 4itle'lfeffrey L. Miller City Manager
Date: c c-S O �E:
STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
MR
Name and Title:
Date:
-wrarr=Mai
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
Federal Program (list Federal agency, Catalog of Federal Domestic Assistance title and number) -
• Office of Domestic Preparedness, Department of Homeland Security
• 97.004 State Domestic Preparedness Equipment Support Program (Citizen Corps/ CERT
Component)
0 Amount: $19,928.00
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
Federal Program:
1. For Fiscal Year (FY) 2004, the following objectives for the Program have been identified:
a. For Grantees to conduct a CERT Train -the -Trainer (TTT) course (s) to prepare program
managers and instructional teams from communities who will initiate or expand the CERT
training program.
b. For local governments to initiate, organize, train and maintain CERTs and to use these
teams as an emergency management resource and as a volunteer pool to perform
special projects that improve a community's preparedness.
c. For communities with established CERT programs to continue, maintain, and expand
these programs
Funding Uses:
a. The Program funds are to be used to conduct CERT TTT(s) at the State level to prepare
program managers and instructional teams to return to their home areas to implement the
training.
b. Funds can also be used for grants to communities to support CERT start-up efforts and
expand efforts in existing programs.
c. Grants are to be used to conduct the Emergency Management Institute's CERT program,
which is a 20 hour course including the new "CERT and Terrorism" Module.
d. Funding may also be used to pay for contractual services acquired for the specific
purpose of training and educating CERT members.
e. Non -expendable classroom equipment for CERT training delivery is limited to 3% of the
grant award.
3. Each grantee is required to pass through at least 80 percent of the grant award to local
governments. Grantees are not required to match CERT funding and may not impose a match or
cost -share requirement on subgrantees.
4. This federal grant period closes on September 30, 2005.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST
OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
None.
SUBJECT TO SECTION 215.97, FLORIDA STATUTES:
None.
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS AGREEMENT ARE AS FOLLOWS:
None.
NOTE: Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes,
require that the information about Federal Programs and State Projects included in Exhibit 1 be provided
to the recipient.
ATTACHMENT A
CERT REVISED
Grant Budget
1. Personnel
A. Salary and Fringe Benefits (no greater
than 10% of the total award for program
administration
B. Contractual Services (trainer costs,
etc.)
Subtotal
2. Travel (no greater than 3% of the total
Subtotal
3. Ex enses
A. PPE Equipment
B. Reproduction Costs
C. Non -expendable equipment (no greater
than 20% of total award)*
D. General Office Supplies
Subtotal
4. Indirect Costs (no greater than 3% of total awa
Subtotal
Total
$15, 360.00
$0
$1600.00
$2968.00
Proposed Budget Narrative:
Please provide more detail regarding the line items listed above.
Refresher and Expansion
Regional Training Program
$15360.00
$4568.00
$19,928.00
Tamarac Fire Rescue and the Tamarac Community Emergency Response
Team plans to do the following along with other participating municipalities,
Advanced Refresher classes, will be provided by a contractor who is specialized
in the areas noted in Section one below.
Tamarac Fire Rescue believes that this form of regional training will be more
cost effective to all participating municipalities. Rather then each doing the
same or similar programs at the same time or close to one another, each
participating Municipality will have a number of seats in each class. Classes
will run approximately 3 hours each. Each participant will register for a
minimum of six hours of instruction. All CERT members will receive a student
manual for each class they participate in and a certificate upon completion.
Non expendable equipment including safety equipment and supplies will be
provided for use during each class.
1. Personnel: Tamarac Fire Rescue will contract out for the following
trainings.
Note in Addendum D: that a number of other City's will be partnering with
Tamarac which will serve as the lead agency, so that their CERT
members will benefit from all of our Trainings here in Tamarac.
Contract Service: Certified Contractor to deliver the classes listed below.
Cost per student $40.00 per head before equipment costs to provide
classes to a total of 384 students.
• 3 Advanced Fire Suppression Classes
3 Advanced Search and Rescue classes
• 3 Triage Classes
3 Cribbing and Introduction to Extrication Classes
• 3 Chainsaw Safety Classes
3 damage Assessment Classes
• 3 Ladder operations and Roof Repair classes
• 3 Basic Incident Command Classes
Each participating Municipality will have seats available in each class for
their team members. Tamarac Fire Rescue will place a Page on the City Web
Site to advertise the class topics and dates.
3b. Reproduction Costs: Tamarac Fire Rescue will reproduce student
manuals for participating CERT members who attend each class.
Approximately 400, student manuals will be produced
3c. Non -Expendable Equipment: This line Item consists mainly of Safety
Equipment for participants as well as props for hands on exercises following
classroom time.
T. BUDGET
The revised budget portion of this document must be consistent in format with the budget proposed in the
original project application. It must not consist of new line item expenditures, but will indicate whether the
cost of the line items detailed in the original budget have increased or decreased from the original
information. The Department must approve any proposed deviations from the original budget that may
occur during the Agreement period. The total amount of grant money budgeted cannot exceed the
amount authorized in the Agreement.
Failure to- supply the above -referenced document, or disapproval of this document by the Department, will
result in the termination of this agreement.
If the Recipient succeeds in acquiring products or services for less than the budgeted amount, then it
must notify the Department and request authorization to apply the unexpended funds to the project,
identifying the proposed use for the unexpended funds. If the unexpended funds can be applied to
enhance the project through acquisition of additional equipment or services, which will provide the same
benefit as the approved project, then the Department may approve the use of the unexpended funds.
Community Emergency Response Team (CERT) Training is designed to instruct basic level
emergency response techniques within communities. Course Managers may add modules to this
training; however, training modules covered in Federal Emergency Management Agency (FEMA)
Instructor Guide IG-317 and FEMA Student Manual SM-317 will not be omitted from the training.
The modules covered in these documents are: Disaster Preparedness, Fire Safety, Disaster
Medical Operations, Light Search and Rescue Operations, CERT Organization, Disaster
Psychology, Terrorism and CERT, Sheltering in Place plus the Shelter in Place Video, and
Course Review and the Disaster Simulation Exercise. FEMA Student Manual SM-317 will be
provided to all course attendees. Trainees must attend all modules including the exercise in order
to graduate from the CERT Basic Training Program. Upon successful completion, each
Community Emergency Response Team participant shall be provided a certificate of graduation
and a Personal Protective Equipment kit, unless exempted by the State CERT Office. This kit is
to include at a minimum a bag/backpack, hard hat, ID tag, light stick(s), Latex or nitrate gloves,
signal whistle, leather work gloves, protective eyewear, dust mask or simple HEPA mask,
reflective vest, marking chalk or marking crayon, flashlight, disaster medical first aid kit,
cardboard or simple splint, and a roll of duck tape.
The Recipient will provide, in the required reports, subject to approval by the Division of
Emergency Management, information relating to the recipient's plans, accomplishments and
delivery of the following items and activities as represented in the proposal to start-up or expand
the Community Emergency Response Team program operated by the Recipient, utilizing funding
under this sub -grant.
A. Recipients shall provide CERT training to a minimum of 384 participants.
B. Recipients shall Provide, at minimum, Personnel Protective Equipment (PPE), course manuals
and certificates to CERT participants. All PPE equipment is to be purchased prior to January 15,
2005. Additionally, a request for payment from the state for all PPE equipment and non -
expendable classroom equipment must be submitted to the State CERT Office by January 15,
2005. Failure to comply may result in a termination of this agreement.
C. Recipient shall provide refresher or advanced CERT training, not to exceed 0 to graduates of the
CERT Basic Training Program.
111. TIMELINE FOR USE OF FUNDS
A. All instructional materials, classroom supplies, and instructional tools (i.e. fire extinguisher) must
be purchased and a request for payment for these items must be received no later that January
15, 2005. Failure to comply may result in a termination of this agreement.
B. A minimum of 30% of the personnel costs must be incurred, and a request for payment for these
costs must be received no later that January 15, 2005. Failure to comply may result in a retraction
of funds. A minimum of 60% of personnel costs must be incurred, and a request for payment for
the cost must be received no later than March 31, 2005. Failure to comply may result in a
termination of this agreement.
C. Programmatic / Technical conference calls will be held quarterly on a schedule to be announced.
These conferences are mandatory and attendance of these conference calls will be taken through
role call. Failure to attend these calls may result in a termination of this agreement.
V. PROJECT PROGRESS REPORTING
A. The recipient will provide a budget when the contract is executed at the local level. If revisions
are necessary, they must be made in accordance with Section I.
B. The recipient will provide an initial report that includes the following:
a. A schedule of CERT training to be presented within the contract period, to include, at a
minimum:
i. Dates of training;
ii. Name of instructor;
iii. Location; and
iv. Estimated number of participants.
b. If applicable, a schedule of refresher/advanced CERT training to be presented within the
contract period, to include, at a minimum:
i. Date of training;
ii. Name of instructor;
iii. Location;
iv. Training agenda; and
v. Estimated number of participants.
C. The recipient will provide in all subsequent monthly progress reports:
a. Documentation of completed CERT training, to include, at a minimum:
i. Dates training was held;
ii. Name(s) of instructor;
iii. Location; and
iv. Number of participants that successfully completed training.
b. Documentation that the minimum required items to be provided to all trainees (PPE
equipment, manuals, and certificates) were met.
C. Recipient shall provide refresher or advanced CERT training, not to exceed $1868.00 to
graduates of the CERT Basic Training Program.
III. TIMELINE FOR USE OF FUNDS
A. All instructional materials, classroom supplies, and instructional tools (i.e. fire extinguisher) must
be purchased and a request for payment for these items must be received no later that March 31,
2005. Failure to comply may result in a termination of this agreement.
B. A minimum of 30% of the personnel costs must be incurred, and a request for payment for these
costs must be received no later that March 15, 2005. Failure to comply may result in a retraction
of funds. A minimum of 60% of personnel costs must be incurred, and a request for payment for
the cost must be received no later than June 31, 2005. Failure to comply may result in a
termination of this agreement.
C. Programmatic / Technical conference calls will be held quarterly on a schedule to be announced.
These conferences are mandatory and attendance of these conference calls will be taken through
role call. Failure to attend these calls may result in a termination of this agreement.
V. PROJECT PROGRESS REPORTING
A. The recipient will provide a budget when the contract is executed at the local level. If revisions
are necessary, they must be made in accordance with Section I.
B. The recipient will provide an initial report that includes the following:
a. A schedule of CERT training to be presented within the contract period, to include, at a
minimum:
i. Dates of training,
ii. Name of instructor;
iii. Location; and
iv. Estimated number of participants.
b. If applicable, a schedule of refresher/advanced CERT training to be presented within the
contract period, to include, at a minimum:
i. Date of training;
ii. Name of instructor;
iii. Location;
iv. Training agenda; and
v. Estimated number of participants.
C. The recipient will provide in all subsequent monthly progress reports:
a. Documentation of completed CERT training, to include, at a minimum:
i. Dates training was held;
ii. Name(s) of instructor;
iii. Location; and
iv. Number of participants that successfully completed training.
b. Documentation that the minimum required items to be provided to all trainees (PPE
equipment, manuals, and certificates) were met.
K. By May 15, 2005 a monthly report with the appropriate documentation as listed in Part III.C. shall
be submitted to the Department for approval, In addition, all invoices for expenses incurred to
perform the work and prepare the products shall be submitted.
L. By June 15, 2005 a monthly report with the appropriate documentation as listed in Part III.C. shall
be submitted to the Department for approval. In addition, all invoices for expenses incurred to
perform the work and prepare the products shall be submitted. Final invoices for expenses
incurred to perform the work and prepare the products must be submitted.
M. By July 15, 2005 a monthly report with the appropriate documentation as listed in Part III.C. shall
be submitted to the Department for approval. In addition, all invoices for expenses incurred to
perform the work and prepare the products shall be submitted.
N. By August 15, 2005 a monthly report with the appropriate documentation as listed in Part III.C.
shall be submitted to the Department for approval. In addition, all invoices for expenses incurred
to perform the work and prepare the products shall be submitted.
O. By September 15, 2005 a monthly report with the appropriate documentation as listed in Part
III.C. shall be submitted to the Department for approval. In addition, all invoices for expenses
incurred to perform the work and prepare the products shall be submitted. Final invoices"for
expenses incurred to perform the work and prepare the products must be submitted.
P. By October 15, 2005 a close-out report shall be submitted to the Department for approval.
Attachment B
PROGRAM STATUTES AND REGULATIONS
1. Chapter 252, Florida Statutes
2. Chapter 215.34(2), Florida Statutes
3. 53 Federal Register 8034 "Common Rule: Requirements for State and Local Governments"
4. OMB Circular No. A-21,
5. OMB Circular No. A-87
6, OMB Circular No. A-110
7. OMB Circular No. A-102
8. OMB Circular No. A-122
9. OMB Circular No. A-133
10. Section 768.28, Florida Statutes
11. Chapter 119, Florida Statutes
12. Chapter 120, Florida Statutes
13. Americans With Disabilities Act (Public Law 101-336, 42 U.S.C. Section 12101 et seg.)
14. Chapters 10.550 (local government entities) or 10,650 (non-profit organizations), Rules of the
Auditor General
15. Chapter 473, Florida Statutes
16. Section 216.181(16), Florida Statutes
17. Cash Management Improvement Act of 1990
18. Chapter 216, Florida Statutes
19. Chapter 112.061, Florida Statutes
20. 8 U.S.C., Section 1324a(e) [Section 27A(e) of the Immigration and Nationality Act ("INX)
21. Section 1352, Title 31, U.S. Code
22. Section 215.422, Florida Statutes
23. Section 55.03(1), Florida Statutes
24. 44 Code of Federal Regulations
25. 44 Code of Federal Regulations, Part 7
26. 44 Code of Federal Regulations, Part 10
27. 44 Code of Federal Regulations, Part 13
28. 44 Code of Federal Regulations, Part 17
29. 44 Code of Federal Regulations, Part 18
30. 44 Code of Federal Regulations, Subchapter B
31, 44 Code of Federal Regulations, Subchapter C
32. 44 Code of Federal Regulations, Subchapter D
33. 44 Code of Federal Regulations, Subchapter E
34. 31 Code of Federal Regulations, Part 205.6
Attachment C
ASSURANCES
To the extent the following provisions apply to the award of assistance in this Agreement, as determined
by the awarding agency, the Subgrantee hereby assures and certifies that:
(a) _ It will comply with:
(1) Contract Work Hours and Safety Standards Act of 1962, 40 U.S.C. 327 et seq., requiring that
mechanics and laborers (including watchmen and guards) employed on federally assisted
contracts be paid wages of not less than one and one-half times their basic wage rates for all
hours worked in excess of forty hours in a work week; and
(2)- Federal Fair Labor Standards Act, 29 U.S.C. Section 201 et seq., requiring that covered
employees be paid at least the minimum prescribed wage, and also that they be paid one
and one-half times their basic wage rates for all hours worked in excess of the prescribed
work -week.
(b) It will comply with:
(1) Title VI of the Civil Rights Act of 1964 (P.L. 88-352), and the regulations issued pursuant
thereto, which provides that no person in the United States shall on the grounds of race,
color, or national origin, be excluded from participation in, be denied the benefits of, or be
otherwise subjected to discrimination under any program or activity for which the Subgrantee
receives Federal financial assistance and will immediately take any measures necessary to
effectuate this assurance. If any real property or structure thereon is provided or improved
with the aid of Federal financial assistance extended to the Subgrantee, this assurance shall
obligate the Subgrantee, or in the case of any transfer of such property, any transferee, for
the period during which the real property or structure is used for a purpose for which the
Federal financial assistance is extended, or for another purpose involving the provision of
similar services or benefits;
(2) Any prohibition against discrimination on the basis of age under the Age Discrimination Act of
1975, as amended (42 U.S.C.: 6101-6107) which prohibits discrimination on the basis of age
or with respect to otherwise qualified handicapped individuals as provided in Section 504 of
the Rehabilitation Act of 1973;
(3) Executive Order 11246 as amended by Executive Orders 11375 and 12086, and the
regulations issued pursuant thereto, which provide that no person shall be discriminated
against on the basis of race, color, religion, sex or national origin in all phases of employment
during the performance of federal or federally assisted construction contracts; affirmative
action to insure fair treatment in employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff/termination, rates of pay or other forms of compensation; and
election for training and apprenticeship;
(c) The Subgrantee agrees to comply with the Americans With Disabilities Act (Public Law 101-
336, 42 U.S.C. Section 12101 et seq.), where applicable, which prohibits discrimination by
public and private entities on the basis of disability in the areas of employment, public
accommodations, transportation, State and local government services, and in
telecommunications;
(d) It will establish safeguards to prohibit employees from using positions for a purpose that is or
-gives the appearance of being motivated by a desire for private gain for themselves or others,
particularly those with whom they have family, business, or other ties pursuant to Section
112.313 and Section 112,3135, FS;
(e) It will comply with the Anti -Kickback Act of 1986, 41 U.S.C. Section 51 which outlaws and
prescribes penalties for "kickbacks" of wages in federally financed or assisted construction
activities;
(f) it will comply with the provisions of 18 USC 594, 598, 600-605 (further known as the Hatch Act)
which limits the political activities of employees;
(g) It will comply with the flood insurance purchase and other requirements of the Flood Disaster
Protection Act of 1973 as amended, 42 USC 4002-4107, including requirements regarding the
purchase of flood insurance in communities where such insurance is available as a condition
for the receipt of any Federal financial assistance for construction or acquisition purposes for
use in any area having special flood hazards. The phrase "Federal financial assistance"
includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster
assistance loan or grant, or any other form of direct or indirect Federal assistance;
(h) It will require every building or facility (other than a privately owned residential structure)
designed, constructed, or altered with funds provided under this Agreement to comply with the
"Uniform Federal Accessability Standards," (AS) which is Appendix A to 41 CFR Section 101-
19.E for general type buildings and Appendix A to 24 CFR Part 40 for residential structures.
The Subgrantee will be responsible for conducting inspections to ensure compliance with these
specifications by the contractor;
(i) It will, in connection with its performance of environmental assessments under the National
Environmental Policy Act of 1969, comply with Section 106 of the National Historic
Preservation Act of 1966 (U.S.C. 470), Executive Order 11593, 24 CFR Part 800, and the
Preservation of Archaeological and Historical Data Act of 1966 (16 V.S.C. 469a-I, et seq.) by:
(1) Consulting with the State Historic Preservation Office to identify properties listed in or eligible
for inclusion in the National Register of Historic Places that are subject to adverse effects
(see 36 CFR Section 800.8) by the proposed activity; and
(2) Complying with all requirements established by the State to avoid or mitigate adverse effects
upon such properties.
(3) abiding by the terms and conditions of the "Programmatic Agreement Among the Federal
Emergency Management Agency, the Florida State Historic Preservation Office, the Florida
Department of Community Affairs and the Advisory Council on Historic Preservation, (PA)"
which addresses roles and responsibilities of Federal and State entities in implementing
Section 106 of the National Historic Preservation Act (NHPA), 16 U.S.C. 470f, and
implementing regulations in 36 CFR part 800.
(4)~ When any of Recipient's projects funded under this Agreement may affect a historic property,
as defined in 36 CFR 800(2)(e), the Federal Emergency Management Agency (FEMA) may
require Recipient to review the eligible scope of work in consultation with the State Historic
Preservation Office (SHPO) and suggest methods of repair or construction that will conform
with the recommended approaches set out in the Secretary of Interior's Standards for
Rehabilitation and Guidelines for Rehabilitating Historic Buildings 1992 (Standards), the
Secretary of the Interior's Guidelines for Archeological Documentation (Guidelines) (48
Federal Register 44734-37), or any other applicable Secretary of Interior standards. If FEMA
determines that the eligible scope of work will not conform with the Standards, Recipient
agrees to participate in consultations to develop, and, after execution by all parties, to abide
by, a written agreement that establishes mitigation and recordation measures, including but
not limited to, impacts to archeological sites, and the salvage, storage, and reuse of any
significant architectural features that may otherwise be demolished.
(5) Recipient agrees to notify FEMA and the Department if any project funded under this
Agreement will involve ground disturbing activities, including, but not limited to: subsurface
disturbance; removal of trees; excavation for footings and foundations; and installation of
utilities (such as water, sewer, storm drains, electrical, gas, leach lines and septic tanks)
except where these activities are restricted solely to areas previously disturbed by the
installation, replacement or maintenance of such utilities. FEMA will request the SHPO's
opinion on the potential that archeological properties may be present and be affected by such
activities. The SHPO will advise Recipient on any feasible steps to be accomplished to avoid
any National Register eligible archeological property or will make recommendations for the
development of a treatment plan for the recovery of archeological data from the property. If
Recipient is unable to avoid the archeological property, develop, in consultation with the
SHPO, a treatment plan consistent with the Guidelines and take into account the Advisory
Council on Historic Preservation (Council) publication 'Treatment of Archeological
Properties." Recipient shall forward information regarding the treatment plan to FEMA, the
SHPO and the Council for review. If the SHPO and the Council do no object within 15
calendar days of receipt of the treatment plan, FEMA may direct Recipient to implement the
treatment plan. If either the Councilor the SHPO object, Recipient shall not proceed with the
project until the objection is resolved.
(6) Recipient shall notify the Department and FEMA as soon as practicable: (a) of any changes
in the approved scope of work for a National Register eligible or listed property; (b) of all
changes to a project that may result in a supplemental DSR or modify an HMGP project for a
National Register eligible or listed property; (c) if it appears that a project funded under this
Agreement will affect a previously unidentified property that may be eligible for inclusion in
the National Register or affect a known historic property in an unanticipated manner.
Recipient acknowledges that FEMA may require Recipient to stop construction in the vicinity
of the discovery of a previously unidentified property that may be eligible for inclusion in the
National Register or upon learning that construction may affect a known historic property in
an unanticipated manner. Recipient further acknowledges that FEMA may require Recipient
to take all reasonable measures to avoid or minimize harm to such property until FEMA
- concludes consultation with the SHPO. Recipient also acknowledges that FEMA will require,
and Recipient shall comply with, modifications to the project scope of work necessary to
implement recommendations to address the project and the property.
(7) Recipient acknowledges that, unless FEMA specifically stipulates otherwise, it shall not
receive funding for projects when, with intent to avoid the requirements of the PA or the
NHPA, Recipient intentionally and significantly adversely affects a historic property, or having
the legal power to prevent it, allowed such significant adverse affect to occur.
0) It will comply with Title IX of the Education Amendments of 1972, as amended (20 U.S.C.:
1681-1683 and 1685 -1686) which prohibits discrimination on the basis of sex;
(k) It will comply with the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment
and Rehabilitation Act of 1970, (42 U.S.C. 4521-45-94) relating to nondiscrimination on the
basis of alcohol abuse or alcoholism;
(1) It will comply with 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3
and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient
records;
(m) It will comply with Lead -Based Paint Poison Prevention Act (42 U.S.C.: 4821 et seq.) which
prohibits the use of lead based paint in construction of rehabilitation or residential structures;
(n) It will comply with the Energy Policy and Conservation Act (P.L. 94-163; 42 U.S.C. 6201-6422),
and the provisions of the state Energy Conservation Plan adopted pursuant thereto;
(o) It will comply with the Laboratory Animal Welfare Act of 1966, 7 U.S.C. 2131-2159, pertaining
to the care, handling, and treatment of warm blooded animals held for research, teaching, or
other activities supported by an award of assistance under this agreement;
(p) It will comply with Title Vill of the Civil Rights Act of 1968, 42 U.S.C. 2000c and 42 3601-3619,
as amended, relating to non-discrimination in the sale, rental, or financing of housing, and Title
VI of the Civil Rights Act of 1964 (P.L. 88-352), which prohibits discrimination on the basis of
race, color or nation origin;
(q) It will comply with the Clean Air Act of 1955, as amended, 42 U.S.C. 7401-7642;
(r) It will comply with the Clean Water Act of 1977, as amended, 42 US.C. 7419-7626;
(s) It will comply with the Endangered Species Act of 1973, 16 U.S.C. 1531-1544;
(t) It will comply with the Intergovernmental Personnel Act of 1970, 42 U.S.C. 4728-4763;
(u) It will assist the awarding agency in assuring compliance with the National Historic
-Preservation Act of 1966, as amended, 16 U.S.C. 270;
(v) It will comply with environmental standards which may be prescribed pursuant to the National
Environmental Policy Act of 1969, 42 U.S.C. 4321-4347;
(w) -It will assist the awarding agency in assuring compliance with the Preservation of Archeological
and Historical Preservation Act of 1966, 16 U.S.C. 469a, et seq.;
(x) It will comply with the Rehabilitation Act of 1973, Section 504,29 U.S.C. 794, regarding non-
discrimination;
(y) It will comply with the environmental standards which may be prescribed pursuant to the Safe
Drinking Water Act of 1974, 42 U.S.C. 300f-300j, regarding the protection of underground
water sources;
(z) It will comply with the requirements of Titles II and III of the Uniform Relocation Assistance and
Property Acquisition Policies Act of 1970, 42 U.S.C. 4621-4638, which provide for fair and
equitable treatment of persons displaced or whose property is acquired as a result of Federal
or federally assisted programs;
(aa) It will comply with the Wild and Scenic Rivers Act of 1968, 16 U.S.C. 1271-1287, related to
protecting components or potential components of the national wild and scenic rivers system;
(bb) It will comply with the following Executive Orders: EO 11514 (NEPA); EO 11738 (violating
facilities); EO 11988 (Floodplain Management); EO 11990 (Wetlands); and EO 12898
(Environmental Justice);
(cc) It will comply with the Coastal Barrier Resources Act of 1977, 16 U.S.C. 3510;
(dd) It will assure project consistency with the approved State program developed under the
Coastal Zone Management Act of 1972, 16 U.S.C. 1451-1464; and
(ee) It will comply with the Fish and Wildlife Coordination Act of 1958; 16 U.S.C. 661-666;
(ff) With respect to demolition activities, it will:
(1) Create and make available documentation sufficient to demonstrate that the Recipient and its
demolition contractor have sufficient manpower and equipment to comply with the obligations
as outlined in this Agreement.
(2) Return the property to its natural state as though no improvements had ever been contained
there on.
(3) Furnish documentation of all qualified personnel licences and all equipment necessary to
inspect buildings located in Recipient's jurisdiction to detect the presence of asbestos and
lead in accordance with requirements of the U. S. Environmental Protection Agency the
Florida Department of Environmental Protection and the County Health Department.
(4) Provide documentation of the inspection results for each structure to indicate:
i. Safety Hazards Present
ii. Health Hazards Present
Hi. Hazardous Materials Present
(5) Provide supervision over contractors or employees employed by Recipient to remove
asbestos and, lead from demolished or otherwise applicable structures.
(6) Leave the demolished site clean, level and free of debris.
(7) Notify the Department promptly of any unusual existing condition, which hampers the
contractor's work.
(8) Obtain all required permits.
(9) Provide addresses and marked maps for each site where water wells or septic tanks are to
be closed along with the number of wells located on each site.
(10) Comply with mandatory standards and policies relating to energy efficiency, which are
contained in the State energy conservation plan issued in compliance with the Energy Policy
and Conservation Act (Public Law 94 -163).
(11) Comply with all applicable standards, orders, or requirements issued under Section 306 of
the Clean Air Act [42 U.S.C. 1857(h)], Section 508 of the Clean Water Act (33 U.S.1368),
Executive Order 11738, and the U.S. Environmental Protection Agency regulations (40
C.F.R. Part 15). This clause shall be added to any subcontracts.
(12) Provide documentation of public notes for demolition activities.
Attachment D
JUSTIFICATION OF ADVANCE
P rovide a brief narrative below. The Attached 90 Day Spending Plan Worksheet on the next page
must be completed to be eligible for an advance
35
90 Day Spending Budget For Advance Payment
Sub -Grantee: CONTRACT NUMBER:
'I. Organization (Name and complete address)
2. Emplover,ldentification Number:
3. Proqram Title and Period:
V.
Funds Re `uestedW
114a. Personnel
11b. Frinae Benefits
11c. Travel
d. Equipment
(only items over $5000
1e. Su lies
1as described in budget narrative
f. Other
as described in budget narrative
V
115. Totals
Reports
Initial Report Form 1
Attachment E
CONTRACTUAL. FORMS and REQUIREMENTS
This report must be received prior to August 15, 2005 in order to be
considered in compliance with the terms of the contract.
Quarterly Report Form 2:
1. This report must be completed in full each month. This is a required report and must be submitted within 15
days of the end of each month in order to be considered in compliance with the terms of the contract. The
ending dates for each month are August 31, 2003, September 30, 2004, October 31, 2004, November 30,
December 31, 2004, January 31, 2005, February 28, 2005, March 31, 2005, April 30, 2005, May 31, 2005
and June 30, 2005.
3. If expenditures do not occur during a given month, a complete explanation should be given on Form 2.
Reimbursement Request (Form 3) and Detail of Claims (Form 4):
1 These forms -are to be filed as needed. It is not necessary to wait until the end of each month. Complete Form 3
by filling in all items as needed. Do not send blank forms.
2 Submit form 4 for budget categories (e.g. Personnel, Travel, etc.) in which you have incurred expenditures. The
Detail of Claims form must accompany the Reimbursement Request form.
3. Do not include back u documentation with these rf, orts unless it is a deliverable that is outlined in the scope -
work. Maintain back un documentation, as it will be needed when audited.
4. The Reimbursement Request form must be signed by the contract manager or someone with equal authority.
5. Final requests for reimbursement shall be submitted no later than thirty (30) days after the termination date
of the Agreement. Any requests received after September 15, 2005, may, in the discretion of the
Department, not be reimbursed from this Agreement.
6. Claims are to be submitted to the following address:
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF EMERGENCY MANAGEMENT
BUREAU OF RECOVERY A ND MITIGATION/HUMAN SERVICES
2555 SHUMARD OAK BOULEVARD
TALLAHASSEE, FLORIDA 32399-2100
ATTN: CITIZEN CORPS/ CERT PROGRAM
Close Out Report - (Form 5):
The Close Out Report is due as soon as the final payment has been made and all final expenditures have
occurred, no later than 45 days from the end of the contract period.
The contract cannot be considered closed until the Close Out Report has been received.
Documentation of project expenditures:
Grantees must maintain documentation of expenditures for a minimum period of five years following the close of
project/program operations unless audits require a longer period of time.
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2. Grantees should maintain a financial file with copies of back-up documentation for all paid project/program
expenditures made by the grantee during the grant period. Documentation of ex enditures a ainst the ro rram
will be reviewed and verified durin on -site monitoring visits or when necessanE by the DEM staff. Acceptable
documentation includes copies of purchase orders and paid vouchers, paid invoices or cancelled checks, payroll
vouchers, journal transfers, etc. Backup documentation of expenditures should not be sent to the DEM.
3. In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own
time and attendance forms.
4. All claims for reimbursement of expenditures must be submitted on the approved DCA financial reporting forms.
Claims not submitted on the proper form cannot be processed and will be returned for corrections. All forms
must be submitted in hard copy with original signature to be considered in compliance with the terms of the
contract.
Forms may be downloaded from the Internet. Please be sure to save the files in the appropriate format before attempting to use.
The address is: htt -,vww.floridadisaster.or director office citizen cor s cert, click on reports under the title: CERT FY03 Sub•
Grant Recipients.
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THIS IS A REQUIRED DOCUMENT
CERT - FORM 1
DUE PRIOR TO AUGUST 15, 2004
Please provide the following information that is to occur during the contract period. Please see
contract scope of work, Section IIA, for further details. (attach additional pages if needed):
1. Schedule of CERT Trainings
2. Schedule of CERT Refresher Trainings, if applicable
3. Schedule of CERT Presentations (for CERT Association programs only)
4. Revised Budget
5. Timeline of Key Activities
6. Complete Listing of all CERT Teams currently in jurisdiction (for expansion programs only)
. r r 0 X� ■ � ■ r ■ � ■ W�' ■ w A r ■
Signed: Date:
Contract Manager
MONTHLY STATUS REPORT
THIS IS A REQUIRED DOCUMENT AND MUST BE SUBMITTED MONTHLY
CERT - FORM 2
Please see contract scope of work, Section IIB, for further details
MONTH REPORTED:
I. DATA:
**For CER T Associations only
II. SUBMISSIONS: Please check one. If not submitted, please explain why in the narrative below.
"For CERT Associations only
III. GRANT FUNDS:
Total for Month ( Total to Date
Grant funds used
IV. ACTIVATION
1. Was their any activation of CERT Teams or components thereof for actual emergency duty, projects,
information fairs, or other usage during the month? YES NO
2. If yes, for how many times? and how many total CERT volunteers were activated?
CERT-Form 2, page 2
V. Narrative: Please discuss at minimum: work that has been completed, events, progress delays, all
reasons why specified documentation was not submitted with this report, any adjustments made to the
timeline of the program and/or earlier monthly submissions, and an explanation if expenditures did not
occur during the month. If applicable, list the names and coverage locations. for any new CERT teams
formed during the month. Attach additional pages if needed.
■■r■ ■ ■ ■ � ■ r ■ � ■ � ■ mom ■ � ■
Signed:
Contract Manager
Date:
11
REIMBURSEMENT REQUEST
FORM 3
Request for Payment Date:
GRANTEE:
ADDRESS:
AGREEMENT M.
COSTS INCURRED DURING THE PERIOD OF:
I.PERSONNEL
2. FRINGE BENEFITS
3. TRAVEL
4. EQUIPMENT
5. SUPPLIES
6.OTHER
7. TOTAL EXPENDITURES
Request for Payment #:
Phone Number:
AGREEMENT AMOUNT:
THROUGH
I hereby certify that the above costs are true and valid costs incurred In accordance with the project agreement.
Signed
Contract Manager or Firiancial Officer
TO BE COI
AWARD AMOUNT - $
PREVIOUS PAYMENTS - $
THIS PAYMENT -$
REMAINING BALANCE-4
-ED BY DEM _
TOTAL AMOUNT TO BE PAID
ON THIS INVOICE
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Department of Community Affairs
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Close -Out Report - Form 5
This form should be completed and submitted to the Department no
later than fifteen (15) days after the termination date of the Agreement
Grantee
Address
City and State
Agreement No.
Agreement Amount
Agreement Period
Grant Award
Cash
In -Kind
Total
Cost Categories
Expenditures
Match
Match
Expenditures
1+2+1
Personnel
1
Fringe Benefits
2
Travel
3
Equipment
(only Items over $5000)
4
Supplies
5
Other
6
7 TOTALS
f
S
LS
f
Total Funds Recelved From The Department
of Community Affairs Under This
Agreement (Column 6, Line 8)
Less Total Grant Award Expenditures (Col.1, Line 7)
Equals Balance of Agreement Owed to DCA
Refund Due to the State?
Refund Check Enclosed?
Funds Received
Under this A reement'
Date
Amount
1
2
3
4
5
6
7
8 TOTAL
S
'Include Any Advanced Funds Received
A reemenl Amount
Less Total Funds Received under this
Yes No Agreement Column 8 Line 8
Yes No Balance of Agreement
If No. Enter Dale that Refund will be Submitted
Refund and/or final Interest check are due no later than ninety (90) days
after the expiration date of the Agreement.
Make Check Payable To;
Cashier
Department of Community Affairs
Mail To:
Department of Community Affairs
Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
I hereby certify that the above costs are true and valid costs
Incurred in accordance with the project Agreement, and that
the matching funds, In -kind or cash, were utilized toward
the project In this Agreement
Signed
Contract Manager or Financial Officer
Date
ATTACHMENT F
Warranties And Representations
Financial Management
Recipient's financial management system shall provide for the following:
(1) Accurate, current and complete disclosure of the financial results of this federally -sponsored
- project or program in accordance with the reporting requirements set forth in Section �.52
of OMC Circular A-110.
(2) Records that identify adequately the source and application of funds for all federally -
sponsored activities. These records shall contain information pertaining to Federal awards,
authorizations, obligations, unobligated balances, assets, outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient
shall adequately safeguard all such assets and assure that they are used solely for
authorized purposes.
(4) Comparison of outlays with budget amounts for each award. Whenever appropriate, financial
information should be related to performance and unit cost data.
(5) Written procedures to minimize the time elapsing between the transfer of funds to the
Recipient from the U.S. Treasury and the issuance or redemption of checks, warrants or
payments by other means for program purposes by the Recipient. To the extent that the
provisions of the Cash Management Improvement Act (CMIA) (Pub. L. 101-453) govern,
payment methods shall be consistent with CMIA Treasury -State Agreements or the CMIA
default procedures codified at 31 CFR part 205, 'Withdrawal of Cash from the Treasury for
Advances under Federal Grant and Other Programs."
(6) Written procedures for determining the reasonableness, allocability and allowability of costs
in accordance with the provisions of the applicable Federal cost principles and the terms and
conditions of the award.
(7) Accounting records, including cost accounting records that are supported by source
documentation.
Competition.
All procurement transactions shall be conducted in a manner to provide, to the maximum extent practical,
open and free competition. The Recipient shall be alert to organizational conflicts of interest as well as
noncompetitive practices among contractors that may restrict or eliminate competition or otherwise
restrain trade. In order to ensure objective contractor performance and eliminate unfair competitive
advantage, contractors that develop or draft specifications, requirements, statements of work, invitations
for bids and/or requests for proposals shall be excluded from competing for such procurements. Awards
shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is most
advantageous to the Recipient, price, quality and other factors considered. Solicitations shall clearly set
forth all requirements that the bidder or offeror shall fulfill in order for the bid or offer to be evaluated by
the Recipient. Any and all bids or offers may be rejected when it is in the Recipient's interest to do so.
Codes Of Conduct.
The Recipient shall maintain written standards of conduct governing the performance of its employees
engaged in the award and administration of contracts. No employee, officer, or agent shall participate in
the selection, award, or administration of a contract supported by Federal funds if a real or apparent
conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent,
any member of his or her immediate family, his or her partner, or an organization which employs or is
about to employ any of the parties indicated herein, has a financial or other interest in the firm selected for
an award. The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities,
favors, or anything of monetary value from contractors, or parties to subagreements. However,
Recipients may set standards for situations in which the financial interest is not substantial or the gift is an
unsolicited item of nominal value. The standards of conduct shall provide for disciplinary actions to be
38
applied for violations of such standards by officers, employees, or agents of the Recipient.
Business Hours
The Recipient shall have its offices open for business, with the entrance door open to the public, and at
least one employee on site, from at least 9:00 am to 5:00 pm, Monday through Friday.
Licensing and Permitting
All subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all of the particular work for which they are hired by the Recipient.
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