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Contracting and Beach Management

Contracting and Beach Management. C. Tony Tucker, Grants Administrator Beach Management Section 850/487-1262 extension 192. What’s New?. Who’s New? Michael Clark, Government Operations Consultant (extension 165) Lisa Whitfield and JoAnn Schmalfuss, Contracts Assistants (extension 163).

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Contracting and Beach Management

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  1. Contracting and Beach Management C. Tony Tucker, Grants Administrator Beach Management Section 850/487-1262 extension 192

  2. What’s New? • Who’s New? • Michael Clark, Government Operations Consultant (extension 165) • Lisa Whitfield and JoAnn Schmalfuss, Contracts Assistants (extension 163)

  3. What’s new besides staff? • The Department’s Procurement/Grants and Development Review Section is now responsible for the oversight and development of our beach program agreements.

  4. DEP Directive 316 EFFECTIVE JULY 1, 2002 Management & Accountability For Recipient/Subrecipient Agreements • Establishes policy for management and accountability for state and federal funds provided to recipients by designated programs within DEP • All program funds are subject to the Florida Single Audit Act.

  5. What’s all that mean? • On September 11, 2002, the DEP Beach Management Template Agreement was approved for the Bureau’s use. • It’s a Good Thing!…because it allowed our Bureau to continue to develop and manage our grants in-house. • Remember that this is a standard form, pre-approved, format…any variations to the format require the review and prior approval of the Department’s Grants Development and Review Section, the DEP Procurement Administrator and OGC!

  6. What’s a CSFA? What’s the CSFA number? • We have already established that the Beach Management Grant funds are Subject to the Florida Single Audit Act! • Ever heard of a CFDA Number? • Catalog of State Financial Assistance • Beaches Program Grants are referenced with a CSFAnumber of37.003

  7. All I want to do is build and pay for my Beach Projects…who cares about CSFA? • It is a term of the Grant Agreement that you will comply with the terms listed in the Special Audit Requirements. • Applies to your governmental entity whenever $300,000 or more in state funds are expended within YOUR fiscal year… • Cumulative of ALL state assistance; i.e. Your agency expended $240,000 provided from DEP and $60,000 provided from DOT…you need to comply!

  8. OK…so who really does care about CSFA and audit compliance anyway? • Make sure your Grant Program Administrator, Grants Section, Audit Section or Chief Financial Officer is aware of the requirement of your Agreement! • Keep them posted on your expenditures!

  9. How do we contract? …the Grant Process • Goldwyn’s Law of Contracts… “A verbal contract isn’t worth the paper it’s written on.” • You NEED a fully executed Agreement before work may be authorized under a given project agreement. • Is there an exception?

  10. NO! But there may be exceptions….

  11. When the State of Florida says… “No bucks, No bucks, No bucks!” • What is a “no money” grant agreement? • Is this a good option for me?

  12. Who assumes the risk? Let’s Look at what the Statute says...

  13. Chapter 161.101 (18), Fla. Stat.... • (18)A local government desiring to initiate and pay the entire cost of designing, constructing, and maintaining an erosion control projectprior to the state's initiating such constructionmay be reimbursedfrom state fundson the basis of the procedures set forth in s. 161.161,provided the project is approved by the department before initiation of constructionandbased on legislative appropriationsand whether it furthers the provisions of s. 161.161. Such local interests shall, as project sponsor, be responsible for obtaining federal reimbursement in the case of federal-aid projects.

  14. We’re on top of it! • …with a little luck we hope to have our “DRAFT” template for “no money” agreements approved by the DEP Procurement Section SOON! (July 1, 2004?)

  15. How will it work? • Much like our standard agreement. • Parallel reporting requirements. • Execute before you begin your project…etc...

  16. Grant Requirements…at a glance • The Standard Beach Management Grant • Type: Cost reimbursement • Reimbursed in accordance with the Comptroller Contract Payment Requirements • Perform in accordance with requisite authorizations and environmental permits.

  17. Last Few Points... • Funding Limitations… Limited to the specific appropriation • Eligible Cost Items… Limited to the PWP eligible items and approved SOW and Budget • Advanced Payments… Limited to Construction projects only Project Readiness ESSENTIAL Justifications must be provided (note: additional reporting requirements)

  18. OK…a few more... • Travel Reimbursements shall be made in accordance with Section 112.061, F.S. • Requests for Payment Parts I-IV shall be submitted on a calendar quarter basis (i.e., within thirty days of the calendar quarter’s end: QE March30, Due April 30). • This includes the progress report (we want to know even if nothing happened by way of expenditures…like why it didn’t) • Updates to Project Schedules (.MMP or tab delimited .TXT) due with the same quarterly frequency.

  19. …Next Feature…BILLINGS!

  20. Thanks!

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