Florida Regulations 60FF1-5.005: Emergency Grants
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The E911 Emergency Grant program is a grant program establishing an expedited schedule for approval of grants, provided to assist counties with the emergency restoration of Enhanced 911 throughout the State of Florida resulting from natural and man-made disasters or events.
(1) Eligibility: Any Board of County Commissioners in the State of Florida.
(2) General conditions:
(a) Each County applying for Emergency grant funds shall complete and submit W Form 5A, “”Application for the E911 Emergency Grant Program,”” effective 01/01/2015, which is incorporated herein by reference and which may be obtained from the E911 Board office at the following address: http://www.flrules.org/Gateway/reference.asp?No=Ref-04841; or
State of Florida E911 Board
ATTN: Administrative Assistant
4030 Esplanade Way, Suite 135-F
Tallahassee, Florida 32399-0950
The applicant must provide one original of the pages for Application Form items 1 through 14 and the associated quotes for the grant application.
(b) Hosted 911 answering point call-taking equipment and network services, recurring network and circuit costs, equipment maintenance and warranty costs will not be funded on more than an annual basis. Warranty and maintenance costs shall be calculated to account for only the first year warranty and maintenance costs and shall not include upfront maintenance costs to reduce the yearly service amount.
(c) Equipment procurement shall be based on the county’s purchasing requirement and the applicable State purchasing requirements specified in Florida Statutes Chapter 287, and the requirements of Florida Statutes § 112.061
(d) Grant applications totaling $35,000.00 or more must be accompanied by at least three written substantiated competitive quotes from different vendors. The E911 Board will compare the three quotes to any existing state contract in order to determine appropriate funding. Any county that has made a good faith effort to obtain three competitive quotes and has not been able to obtain the quotes can request E911 Board review based on substantiated proof of request for quotes or posting of the request with documentation of the limited responses.
(e) If the grant application does not exceed the threshold amount of $195,000, the county can initiate a request for sole source funding. Sole source funding will be approved on a case-by-case basis. Justification and documentation for sole source funding shall be provided with the application. Sole source funding will be approved if provided in accordance with Florida Statutes Chapter 287, or with provision of a letter from the county’s purchasing department that the project is a sole source procurement based on the county’s purchasing requirements, which shall be provided with this grant application.
(f) Priorities for awarding of grants will be determined by the E911 Board. Grant priorities may be adjusted by the Board and published with the grant application package three (3) months prior to the application submission date. The grant priority list is available as an addendum with the grant application at the start of each grant cycle at the address shown in paragraph (2)(a), above.
(g) No grant money will be awarded to be used for the purpose of paying call takers’ salaries.
(h) Two or more rural counties may apply for a joint grant, but each county must complete and submit W Form 5A as requested and indicated.
(i) Grant funds shall be provided on a cost reimbursement basis. Grant funds shall be deposited in a bank account maintained by the grantee county, and each grant shall be assigned a unique accounting code designation for deposits, disbursements, and expenditures. All funds in the account shall be accounted for separately from other grantee funds. Grant funds may be used only between the beginning and ending dates of the grant, unless an extension is requested and authorized by the E911 Board. Extension of time will not be granted unless the county has executed a contract for the grant equipment and/or services, or demonstrates good cause for failure to execute a contract within twelve months of award. Grant extensions shall be limited to a maximum of one additional year when approved by the Board.
(j) Upon written request and accompanying documentation justifying the need, a county may receive payment of funding with a completed Expenditures Reporting Form, with the vendor invoice, and county certification that the specific grant items including all tasks and deliverables included in the funding request are complete. Within 45 days of receipt of funding, the grantee shall submit verification of payment to the vendor.
(k) Grant awards may be terminated in whole or in part by Board, with the consent of the grantee, in which case the two parties shall agree upon the termination conditions, including the effective date and in the case of partial termination, the portion to be terminated. Grant awards may be terminated by the grantee upon written notification to the Board, detailing the reasons for such termination, the effective date, and return of all funding.
(l) Grantee counties must submit quarterly reports to the E911 Board, summarizing the expenditures and activities of the grant funds. The reports are due 30 days after the end of the reporting period, which ends March 31 and June 30, September 30, December 31. In lieu of submitting a signed quarterly Grant Budget/Expenditure Report form, Quarterly Report Forms, Request for Change Forms, and Final Report Forms and associated information should be emailed to E911 Board-ElectronicGrantReports@dms.myflorida.com. The quarterly and final reports will be considered late if not received by the Board Staff prior to the next scheduled Board Meeting after the due date. Quarterly reports, change requests and final reports shall be signed by the county 911 coordinator. Emailed reports from the county 911 coordinator shall be considered as meeting this signature requirement.
(m) At project completion, a final report shall be submitted based on the same reporting periods described above. The County shall determine the final completion date based on the final payment date or the initiation date of the warranty period. Final supporting documentation including copies of all expenditures and corresponding invoices shall be submitted within 90 days of the final report.
(n) The County’s Board of County Chairperson shall be notified when overdue quarterly reports, final document and final reports are not received before the next E911 Board meeting following the month after the end of the quarter in which they are due.
(o) Funding continuance will be based on timely submission of quarterly reports.
(p) Grant awards will be withheld for any county that has a grant with a past-due quarterly report or past-due final documentation and closeout, of previous E911 Board grant awards.
(q) Responsibility for property and equipment obtained under a grant cannot be transferred under any circumstances. If a sale or transfer of such property or equipment occurs within five years after a grant ends, funds must be returned on a pro rata basis.
(r) Responsibility for grant funding and any failure to perform the minimum level of service required by the grant application and the application scope of work cannot be transferred under any circumstances from the County. Failure to perform the scope of work or expenditure of funds for other than allowable 911 costs as stated in the grant application shall require the county to return the awarded funds to the E911 Board.
(s) The amount and availability of funds in the Trust Fund for allocation each year is subject to an annual appropriation by the Legislature. The E911 Board will adjust the amount awarded to a county based upon the availability of funds, eligibility of requested items, published quotes, increased effectiveness of grant funds, minimum system requirements for performing the needed E911 function as specified in the State E911 plan, or documented factors provided in the grant application submission.
(3)(a) E911 Emergency Grant Program Schedule – Following the natural and man-made disasters or events and submission of the grant application, the E911 Board will hold an emergency meeting in accordance with Fl. Admin. Code R. 28-102.003, for the purpose of acting upon emergency matters affecting the public health, safety or welfare.
(b) Schedule:
1. Counties submit applications: Event.
2. E911 Board evaluate applications: Within 5 days.
3. Board votes on applications to fund at regularly scheduled meeting: Within 5 days.
4. Board sends notification of award and issuance of checks to counties approved for funding: Within 10 days.
5. Implementation period: One year from award notification letter date.
6. Expiration of the right to incur costs: Two years from award notification letter date.
Rulemaking Authority 365.172(6)(a)11. FS. Law implemented 365.172(6)(a)3.b., 365.173(2)(g), 365.173(2)(i) FS. History-New 10-19-09, Amended 10-27-10, Formerly 60FF-5.005, Amended 1-18-15.
Terms Used In Florida Regulations 60FF1-5.005
- Appropriation: The provision of funds, through an annual appropriations act or a permanent law, for federal agencies to make payments out of the Treasury for specified purposes. The formal federal spending process consists of two sequential steps: authorization
- Continuance: Putting off of a hearing ot trial until a later time.
- Contract: A legal written agreement that becomes binding when signed.
(2) General conditions:
(a) Each County applying for Emergency grant funds shall complete and submit W Form 5A, “”Application for the E911 Emergency Grant Program,”” effective 01/01/2015, which is incorporated herein by reference and which may be obtained from the E911 Board office at the following address: http://www.flrules.org/Gateway/reference.asp?No=Ref-04841; or
State of Florida E911 Board
ATTN: Administrative Assistant
4030 Esplanade Way, Suite 135-F
Tallahassee, Florida 32399-0950
The applicant must provide one original of the pages for Application Form items 1 through 14 and the associated quotes for the grant application.
(b) Hosted 911 answering point call-taking equipment and network services, recurring network and circuit costs, equipment maintenance and warranty costs will not be funded on more than an annual basis. Warranty and maintenance costs shall be calculated to account for only the first year warranty and maintenance costs and shall not include upfront maintenance costs to reduce the yearly service amount.
(c) Equipment procurement shall be based on the county’s purchasing requirement and the applicable State purchasing requirements specified in Florida Statutes Chapter 287, and the requirements of Florida Statutes § 112.061
(d) Grant applications totaling $35,000.00 or more must be accompanied by at least three written substantiated competitive quotes from different vendors. The E911 Board will compare the three quotes to any existing state contract in order to determine appropriate funding. Any county that has made a good faith effort to obtain three competitive quotes and has not been able to obtain the quotes can request E911 Board review based on substantiated proof of request for quotes or posting of the request with documentation of the limited responses.
(e) If the grant application does not exceed the threshold amount of $195,000, the county can initiate a request for sole source funding. Sole source funding will be approved on a case-by-case basis. Justification and documentation for sole source funding shall be provided with the application. Sole source funding will be approved if provided in accordance with Florida Statutes Chapter 287, or with provision of a letter from the county’s purchasing department that the project is a sole source procurement based on the county’s purchasing requirements, which shall be provided with this grant application.
(f) Priorities for awarding of grants will be determined by the E911 Board. Grant priorities may be adjusted by the Board and published with the grant application package three (3) months prior to the application submission date. The grant priority list is available as an addendum with the grant application at the start of each grant cycle at the address shown in paragraph (2)(a), above.
(g) No grant money will be awarded to be used for the purpose of paying call takers’ salaries.
(h) Two or more rural counties may apply for a joint grant, but each county must complete and submit W Form 5A as requested and indicated.
(i) Grant funds shall be provided on a cost reimbursement basis. Grant funds shall be deposited in a bank account maintained by the grantee county, and each grant shall be assigned a unique accounting code designation for deposits, disbursements, and expenditures. All funds in the account shall be accounted for separately from other grantee funds. Grant funds may be used only between the beginning and ending dates of the grant, unless an extension is requested and authorized by the E911 Board. Extension of time will not be granted unless the county has executed a contract for the grant equipment and/or services, or demonstrates good cause for failure to execute a contract within twelve months of award. Grant extensions shall be limited to a maximum of one additional year when approved by the Board.
(j) Upon written request and accompanying documentation justifying the need, a county may receive payment of funding with a completed Expenditures Reporting Form, with the vendor invoice, and county certification that the specific grant items including all tasks and deliverables included in the funding request are complete. Within 45 days of receipt of funding, the grantee shall submit verification of payment to the vendor.
(k) Grant awards may be terminated in whole or in part by Board, with the consent of the grantee, in which case the two parties shall agree upon the termination conditions, including the effective date and in the case of partial termination, the portion to be terminated. Grant awards may be terminated by the grantee upon written notification to the Board, detailing the reasons for such termination, the effective date, and return of all funding.
(l) Grantee counties must submit quarterly reports to the E911 Board, summarizing the expenditures and activities of the grant funds. The reports are due 30 days after the end of the reporting period, which ends March 31 and June 30, September 30, December 31. In lieu of submitting a signed quarterly Grant Budget/Expenditure Report form, Quarterly Report Forms, Request for Change Forms, and Final Report Forms and associated information should be emailed to E911 Board-ElectronicGrantReports@dms.myflorida.com. The quarterly and final reports will be considered late if not received by the Board Staff prior to the next scheduled Board Meeting after the due date. Quarterly reports, change requests and final reports shall be signed by the county 911 coordinator. Emailed reports from the county 911 coordinator shall be considered as meeting this signature requirement.
(m) At project completion, a final report shall be submitted based on the same reporting periods described above. The County shall determine the final completion date based on the final payment date or the initiation date of the warranty period. Final supporting documentation including copies of all expenditures and corresponding invoices shall be submitted within 90 days of the final report.
(n) The County’s Board of County Chairperson shall be notified when overdue quarterly reports, final document and final reports are not received before the next E911 Board meeting following the month after the end of the quarter in which they are due.
(o) Funding continuance will be based on timely submission of quarterly reports.
(p) Grant awards will be withheld for any county that has a grant with a past-due quarterly report or past-due final documentation and closeout, of previous E911 Board grant awards.
(q) Responsibility for property and equipment obtained under a grant cannot be transferred under any circumstances. If a sale or transfer of such property or equipment occurs within five years after a grant ends, funds must be returned on a pro rata basis.
(r) Responsibility for grant funding and any failure to perform the minimum level of service required by the grant application and the application scope of work cannot be transferred under any circumstances from the County. Failure to perform the scope of work or expenditure of funds for other than allowable 911 costs as stated in the grant application shall require the county to return the awarded funds to the E911 Board.
(s) The amount and availability of funds in the Trust Fund for allocation each year is subject to an annual appropriation by the Legislature. The E911 Board will adjust the amount awarded to a county based upon the availability of funds, eligibility of requested items, published quotes, increased effectiveness of grant funds, minimum system requirements for performing the needed E911 function as specified in the State E911 plan, or documented factors provided in the grant application submission.
(3)(a) E911 Emergency Grant Program Schedule – Following the natural and man-made disasters or events and submission of the grant application, the E911 Board will hold an emergency meeting in accordance with Fl. Admin. Code R. 28-102.003, for the purpose of acting upon emergency matters affecting the public health, safety or welfare.
(b) Schedule:
1. Counties submit applications: Event.
2. E911 Board evaluate applications: Within 5 days.
3. Board votes on applications to fund at regularly scheduled meeting: Within 5 days.
4. Board sends notification of award and issuance of checks to counties approved for funding: Within 10 days.
5. Implementation period: One year from award notification letter date.
6. Expiration of the right to incur costs: Two years from award notification letter date.
Rulemaking Authority 365.172(6)(a)11. FS. Law implemented 365.172(6)(a)3.b., 365.173(2)(g), 365.173(2)(i) FS. History-New 10-19-09, Amended 10-27-10, Formerly 60FF-5.005, Amended 1-18-15.