1943 SJRWMD Cost Share #31969 Amdmt 1 COPY��.roev
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(INSERT YOUR DEPT. NAME HERE)
TRANSMITTAL MEMORANDUM
To: City Clerk
RE: Request for Services
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The item(s) noted below is/are attached and forwarded to your office for the following action(s):
Development Order
Final Plat (original mylars)
Letter of Credit
Maintenance Bond
Ordinance
Performance Bond
Resolution
Once completed, please:
❑ Return original
❑ Return copy
Special Instructions:
❑ Mayor's signature
❑ Recording
Rendering
Safe keeping (Vault)
Please advise if you have any questions regarding the above.
Thank you!
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From Date
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St. Johns River
.. Water Management District
Ann B. Shortelle, Ph.D., Executive Director
4049 Reid Street • P.O. Box 1429 • Palatka, FL 32178-1429 • 386-329-4500
On the internet at www.sjrwmd.com.
LETTER OF TRANSMITTAL
Bill Marcous
Utility Support Services Manager
City of Sanford
Public Works & Utilities Department
P.O. Box 1788
Sanford, FL 32772-1788
Telephone: 407-688-5080
DATE: June 20, 2018
Cost Share Agreement #31969
Amendment #1
The following attachments are being sent for action as defined below:
( ) Specifications (X) Amendment ( ) Renewal
( ) Documents ( ) Change Order ( ) Assignment
( ) Agreement ( ) Work Order
( ) Correspondence ( ) Other
COPIES
DESCRIPTION
ACTION
1 Original
Cost Share Agreement #31969, Amendment #1
1 and 8
ACTION CODE:
1. For your files
5.
Insurance needed
2. For execution & return
6.
W-9 form for execution & return
3. At your request
7.
Performance/payment bond needed
4. For review & comment
8.
See remarks
REMARKS:
Enclosed is one fully signed original of Amendment #1 to Cost Share Agreement #31969.
Please let me know if you have any questions. My telephone # is 386-329-4170.
Thank you,
om--'-54
�� 30J-00'1�
Carol Taylor Miller, CPPO, CPPB
Senior Procurement Specialist
John A. Miklos, CHAIRMAN
ORLANDO
Douglas C. Bournique
VERO BEACH
GOVERNING BOARD
Fred N. Roberts Jr., VICE CHAIRMAN
OCALA
Douglas Burnett Susan Dolan
ST AUGUSTINE SANFORD
Chuck Drake, SECRETARY
ORLANDO
Janet Price
FERNANDINA BEACH
Ron Howse, TREASURER
COCOA
Allan Roberts
ST. AUGUSTINE
& F,
Contract #31969
Amendment #1
AMENDMENT 1 TO THE COST -SHARE AGREEMENT BETWEEN
THE ST. JOHNS RIVER WATER MANAGEMENT DISTRICT
AND CITY OF SANF ORD
FOR RECLAIMED WATER ORLANDO-SANFORD INTERNATIONAL AIRPORT
AREA EXPANSION PHASE 2 PROJECT
THIS AMENDMENT is entered into by and between the GOVERNING BOARD of the ST. JOHNS
RIVER WATER MANAGEMENT DISTRICT (the "District"), whose mailing address is 4049 Reid
Street, Palatka, Florida 32177-2571, and CITY OF SANFORD ("Recipient") whose address is P.O.
Box 1788, Sanford, Florida, 32772-1788, and is effective on the date the last party has executed same.
PREMISES:
The parties entered into Agreement No. 31969 on September 28, 2017 to provide funding for the
Recipient's Reclaimed Water Orlando -Sanford International Airport Area Expansion Phase 2 project
("Agreement"). The parties desire to amend the Agreement.
NOW, THEREFORE, in consideration of the above premises, which are hereby made a part of this
amendment, the mutual covenants contained herein, and other good and valuable consideration, the
parties hereby agree to amend the Agreement as follows:
Paragraph 1(a) TERM; WITHDRAWAL OF OFFER: delete this paragraph and replace it with the
following paragraph:
(a) The term of this Agreement is from September 28, 2017 ("Effective Date") through February
28, 2019 ("Completion Date"). Recipient shall not commence the Project until any required
submittals are received and approved. Time is of the essence for every aspect of this
Agreement, including any time extensions. Any request for an extension of time beyond the
Completion Date must be made in writing before November 30, 2018. For projects whose
District contribution exceeds $100,000, timely requests to extend the Completion Date more
than six months beyond the original Completion date, September 30, 2018, may only be
approved by the District's Governing Board. Notwithstanding specific mention that certain
provisions survive termination or expiration of this Agreement, all provisions of this
Agreement that by their nature extend beyond the Completion Date, for example, delivery of a
final report, will remain in full force and effect after the Completion Date as necessary to
affect performance.
2. Paragraph 5(d) PAYMENT OF INVOICES, is hereby deleted in its entirety and replaced with
the following:
(d) All invoices shall include the following information: (1) District contract number; (2)
Recipient's name, address, and authorization to directly deposit payment into Recipient's
account (if Recipient has not yet provided the District with a completed Direct Deposit
Authorization form; (3) Recipient's invoice number and date of invoice; (4) District Project
Manager; (5) Recipient's Project Manager; (6) supporting documentation as to cost and/or
Project completion (as per the cost schedule and other requirements of the Statement of
Work), in addition, see Attachment D, "CONTRACT PAYMENT REQUIREMENTS FOR
STATE FUNDED COST REIMBURSEMENT CONTRACTS"; (7) Progress Report (if
required); (8) Diversity Report (if otherwise required herein). Invoices that do not
correspond with this paragraph shall be returned without action within twenty (20) business
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Contract #31969
Amendment #1
days of receipt, stating the basis for rejection. Payments shall be made within forty-five (45)
days of receipt of an approved invoice.
3. Paragraph 27 FLORIDA SINGLE AUDIT ACT, is hereby added to this Agreement as follows:
FLORIDA SINGLE AUDIT ACT
(a) Applicability. The Florida Single Audit Act (FSAA), section 215.97, Fla. Stat., applies to
all sub -recipients of state financial assistance, as defined in section 215.97(1)(q), Fla. Stat.,
awarded by the District through a project or program that is funded, in whole or in part,
through state financial assistance to the District. In the event Recipient expends a total
amount of state financial assistance equal to or in excess of $750,000 in any fiscal year of
such Recipient, Recipient must have a state single or project -specific audit for such fiscal
year in accordance with section 215.97, Fla. Stat.; applicable rules of the Department of
Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit
and for-profit organizations), Rules of the Auditor General. In determining the state
financial assistance expended in its fiscal year, Recipient shall consider all sources of state
financial assistance, including state financial assistance received from the District, other
state agencies, and other non -state entities. State financial assistance does not include
Federal direct or pass-through awards and resources received by a non -state entity for
Federal program matching requirements. Recipient is solely responsible for complying with
the FSAA.
If Recipient expends less than $750,000 in state financial assistance in its fiscal year, an
audit conducted in accordance with the provisions of section 215.97, Fla. Stat., is not
required. In such event, should Recipient elect to have an audit conducted in accordance
with section 215.97, Fla. Stat., the cost of the audit must be paid from the non -state entity's
resources (i.e., Recipient's resources obtained from other than State entities).
(b) Program Information This Agreement involves the disbursement of state funding by the
FDEP. Funding is provided under the State of Florida Water Protection and Sustainability
Program in the amount of $66,913.50. The Florida Catalog of State Financial Assistance
(CSFA) number for this program is CSFA No. 37.066. The District is providing a funding
match of $66,913.50.
(c) Additional Information. For information regarding the state program under the above
CSFA number, Recipient should access the Florida Single Audit Act website located at
https;//apps.fldfs.com/fsaa/catalog.aspx for assistance. The following websites may be
accessed for additional information: Legislature's Website at hM://www.leg.state.ft.us/,
State of Florida's website at http://myflorida.com, District of Financial Services' Website at
http://www.fldfs.com/ and the Auditor General's Website at
http://www.myflorida.com/audgen/.
(d) Allowable Costs. Recipient may only charge allowable costs to this Agreement, as
otherwise provided herein. Any balance of unobligated cash that have been advanced or
paid that is not authorized to be retained for direct program costs in a subsequent period
must be returned to the District.
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Contract #31969
Amendment #1
(e) Audit Requirements. Recipient shall ensure that the audit complies with the requirements
of section 215.97(7), Fla. Stat. This includes submission of a financial reporting package as
defined by section 215.97(2), Fla. Stat., and Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. Recipient
shall comply with the program requirements described in the CSFA
[https://apps.Rdfs.com/fsaa/catalog.aspx]. The services/purposes for which the funds are to
be used are included in the Statement of Work.
(f) Financial Reporting. Recipient shall provide the District with a copy of any reports,
management letters, or other information required to be submitted in accordance with
Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General, as applicable, no more than 20 days after its
preparation. Recipient shall indicate the date the reporting package was delivered to
Recipient in correspondence accompanying the reporting package. This information shall be
directed to: St. Johns River Water Management District, Mr. Greg Rockwell, Accounting
Director, Office of Financial Services, 4049 Reid Street, Palatka, FL 32177. A copy of the
report shall also be provided to the Auditor General's Office at the following address: State
of Florida Auditor General, Room 401, Claude Pepper Building, 111 West Madison Street,
Tallahassee, Florida 32399-1450.
(g) Monitoring. In addition to reviews of audits conducted in accordance with section 215.97,
Fla. Stat., as revised, monitoring procedures may include, but not be limited to, on-site visits
by District staff, limited scope audits, and/or other procedures. Recipient agrees to comply
and cooperate with any monitoring procedures/processes deemed appropriate by the District.
In the event the District determines that a limited scope audit of Recipient is appropriate,
Recipient agrees to comply with any additional instructions provided by the District to
Recipient regarding such audit. Recipient agrees to comply and cooperate with any
inspections, reviews, investigations, or audits deemed necessary by the District's Inspector
General or the state Chief Financial Officer or Auditor General.
(h) Examination of Records. In addition to the District's audit rights otherwise provided for
herein, Recipient shall permit the District or its designated agent, the state awarding agency,
the Department of Financial Services, the state's Chief Financial Officer and the state's
Auditor General to examine Recipient's financial and non-financial records to the extent
necessary to monitor Recipient's use of state financial assistance and to determine whether
timely and appropriate corrective actions have been taken with respect to audit findings and
recommendations, which may include onsite visits and limited scope audits.
(i) Records Retention. Notwithstanding any other provision of this Agreement to the contrary,
Recipient shall retain sufficient records demonstrating its compliance with the terms of this
Agreement for a period of five (5) years from the date the audit report is issued, and shall
allow the District, or its designee, state Chief Financial Officer, or Auditor General access to
such records upon request. Recipient shall ensure that audit working papers are made
available for such access for a period of five years from the date the audit report is issued,
unless extended in writing by the District.
4. All other terms and conditions of the Agreement, including any subsequent amendments, are
hereby ratified and continue in full force and effect.
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Contract #31969
Amendment #1
IN WITNESS WHEREOF, the parties hereto have duly executed this amendment on the date set forth
below.
ST. JOHNS RIVER WATER
MANAGEMENT DISTRICT
LOX
By:
Dale R. Jenkins, PG, B% au Chief
Bureau of Project Management (or designee)
Date: ( _116 __0
CITY OF SANFORD
Attachments:
Attachment D — Contract Payment Requirements for State -Funded Cost Reimbursement Contracts
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Contract #31969
Amendment #1
ATTACHMENT D
CONTRACT PAYMENT REQUIREMENTS FOR
STATE -FUNDED COST REIMBURSEMENT CONTRACTS
Invoices for state -funded cost reimbursement contracts must be supported by an itemized listing of
expenditures by category (salary, travel, expenses, etc.). Supporting documentation must be
provided for each amount for which reimbursement is being claimed, indicating that the item has
been paid. Check numbers may be provided in lieu of copies of actual checks. Each piece of
documentation shall clearly reflect the dates of service. Only expenditures for categories in the
approved contract budget will be reimbursed.
Listed below are examples of the types of documentation representing the minimum requirements
by cost category:
Salaries: Submit a payroll register or similar documentation showing gross salary charges, fringe
benefits, other deductions, and net pay. If an individual is paid by the hour, a document reflecting
the hours worked times the rate of pay is acceptable.
Fringe Benefits: Fringe benefits should be supported by invoices showing the amount paid on
behalf of the employee (e.g., insurance premiums paid). If the contract specifically states that
fringe benefits will be based on a specified percentage, rather than the actual cost of fringe
benefits, then the calculation for the fringe benefits amount must be shown.
Exception: Governmental entities are not required to provide check numbers or copies of checks
for fringe benefits.
Travel: Reimbursement for travel must be in accordance with section 112.061, Florida Statutes,
which includes submission of the claim on the approved State of Florida (State) or District travel
voucher.
Other direct costs: Reimbursement is based upon paid invoices/receipts. If nonexpendable
property is purchased using State funds, the contract should include a provision for the transfer of
the property to the State when services are terminated. Documentation must be provided to show
compliance with Department of Management Services Rule 60A-1.017, Florida Administrative
Code, regarding the requirements for contracts which include services and that provide for the
contractor to purchase tangible personal property as defined in section 273.02, Florida Statutes, for
subsequent transfer to the State.
In-house charges: Charges which may be of an internal nature (e.g., postage, copies, etc.) may be
reimbursed on a usage log which shows the units times the rate being charged. The rates must be
reasonable.
Indirect costs: If the contract specifies that indirect costs will be paid based on a specified rate,
then the calculation should be shown.
The "Reference Guide for State Expenditures" prepared by the Florida Department of Financial
Services can be found at this web address: http://www.fldfs.com/aadir/reference guide.htm
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