SUBJECT
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Request Board approve Federally Funded Subaward and Grant Agreement for DR-4734 Hurricane Idalia with the State of Florida, Florida Division of Emergency Management, and designate staff to execute actions within the agreement. (Estimated federal and state one-time revenue of $200,000)
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DESCRIPTION
Polk County was declared eligible to receive funding assistance (reimbursement) for Hurricane Idalia (August 2023) costs. The assistance is currently limited to eligible Emergency Protective Measures expenses (Category B) and are estimated at $200,000. For Polk County to receive funding assistance from either FEMA or the State, an agreement needs to be in place which outlines the details of the funding assistance. This agreement with the State of Florida states that Polk County’s performance under this agreement is subject to 2 C.F.R. Part 200, entitled “Uniform Administrative Requirements, Cost Principles, and Audit requirements for Federal Awards.” It is also covered under Section 215.971 (2), Florida Statutes. This agreement includes but is not limited to the following provisions:
1. This is a pass-through agreement from the Department of Homeland Security, Federal Emergency Management Agency to the State of Florida, Division of Emergency Management with Polk County being the sub-recipient
2. There is a listing of Federal and State Regulations governing this agreement and providing program guidance
3. It designates Systems Access (Contacts) and defines roles for the contacts
4. Procurement requirements are set forth
5. Public Records, records retention, and audit requirements are set forth
6. Reporting requirements are set forth
This agreement includes the following attachments.
1. Attachment A - Certification Regarding Debarment
2. Attachment B - Systems Access Form
3. Attachment C - Certification Regarding Lobbying
It is recommended that the Board delegate Christia Johnson, Budget and Management Services Division Director as the authorized agent to sign all subsequent documentation regarding this agreement as required electronically through the Grants Management System or in writing.
RECOMMENDATION
Request Board approve the Federally Funded Subaward and Grant Agreement with the State of Florida, Florida Division of Emergency Management and authorize Christia Johnson, Budget and Management Services Division Director as the authorized agent to sign all subsequent agreement documentation.
FISCAL IMPACT
Expense estimates for Hurricane Idalia Emergency Protective Measures (Category B) are $200,000. Budget and Management Services staff is currently working to develop the necessary project worksheets with FEMA, affected BoCC divisions, the Polk County School Board (shelters), and The Schools of McKeel Academy (shelters).
There is no cost share currently estimated for this event, as all expenses fall within the 100% reimbursement 45-day window.
A separate agenda item will be brought before the Board to address the FY 23/24 budget requirements prior to the end of the fiscal year after worksheets have been developed.
CONTACT INFORMATION
Christia Johnson
Budget and Management Services Director
Phone: 863-534-5985