August 18, 2026 - Packet
Suwannee County Board of County Commissioners · 2026-08-18 · agenda_packet
[case Agreement Number A0688 (EMPA Grant); Book 73, Pages 247-263] The document is a Suwannee County Board of County Commissioners budget workshop record for August 5-6, 2026, covering budget requests. It includes approvals for one new custodial position ($55,000), $50,000 for grant-required kitchen items for the Jefferson-Smith Building, a no-till grain drill for $17,000 for the Extension Office, and three new firefighter positions funded within Chief Miller's budget. It also approved $145,000 total funding for outside agencies. Requests not approved include two maintenance positions, new bleachers for the show barn ($226,490), $162,767 for new tables, chairs, and kitchen equipment for the Jefferson-Smith Building, and four law enforcement deputies. The document also includes a State-Funded Grant Agreement (A0688) for the Emergency Preparedness and Assistance Grant (EMPA) for $105,806.00 to fund Emergency Management staff. No specific street address, parcel, or acreage is stated for any project. [case 59-6000873-002] This document is a State of Florida grant agreement between the Florida Division of Emergency Management (FDEM) and Suwannee County for the State FY 2026-2027 Emergency Management Preparedness and Assistance (EMPA) grant. It is a funding agreement for emergency management program activities, not a construction or development project. The document details the scope of work, deliverables, and compliance requirements for the grant. It includes the recipient as Suwannee County, with Franklin White as Chairman, and the agreement period from July 1, 2026, to June 30, 2027. The document specifies a quarterly allocation of $26,451.50 and a total of $105,806.00 for the year. It outlines tasks such as certification of emergency management staff, Integrated Preparedness Plan (IPP), F-ROC integration, local budget match certification, emergency sites and plans, regional readiness, statewide exercise and symposium attendance, and procurement policy. It also includes requirements for contracting with small and minority businesses and audit requirements. The document does not describe a physical construction project, site, or zoning change.
Agenda items
- 1. SC
- 1. a) August 4, 2026, Regular Meeting
- 1. a) August 4, 2026, Regular Meeting
- 10) DEFAULT
- 10. Discuss, with possible Board action, Columbia County’s August 7, 2026 correspondence
- Utilities (Sub)
- General Contractor
- Site Prep, Grading & Hardscape
- Engineering & Architecture
- Legal Services
- 10. Discuss, with possible Board action, Columbia County’s August 7, 2026 correspondence
- 11) REMEDIES
- 11. Discuss, with possible Board action, the Insurance Committee's recommendation for the
- 11. Discuss, with possible Board action, the Insurance Committee's recommendation for the
- 12) TERMINATION
- 12. Additional Agenda Items - Chairman calls for additional items.
- 12. Additional Agenda Items - Chairman calls for additional items.
- Engineering & Architecture
- Professional Services (Other)
- Site Prep, Grading & Hardscape
- Real Estate Development
- Appraisal & Inspection
- 13) PROCUREMENT – SUBCONTRACTING PROCEDURES
- Legal Services
- Accounting & Tax
- Business Consulting
- Office & Business Support Services
- 2. Approval of payment of processed invoices.
- 2. Approval of payment of processed invoices.
- 2. I
- 3. Approval to accept the State-Funded Grant Agreement Emergency Preparedness and
- 3. Approval to accept the State-Funded Grant Agreement Emergency Preparedness and
- 3. P
- Legal Services
- Accounting & Tax
- Business Consulting
- Office & Business Support Services
- 4) FUNDING CONSIDERATION
- 4. Approval of a no-cost change order No. 2 with J Phillips Electric, Inc. for a 22-day time
- Electrical
- 4. Approval of a no-cost change order No. 2 with J Phillips Electric, Inc. for a 22-day time
- Electrical
- General Contractor
- Construction (Other)
- 5. Approval of Public Library Construction Grant Amendment Number 4 to The Agreement
- 5. Approval of Public Library Construction Grant Amendment Number 4 to The Agreement
- 6) MONITORING
- 6. Approval of Amendment 103, replacing the existing purchase agreement with Lutheran
- 6. Approval of Amendment 103, replacing the existing purchase agreement with Lutheran
- 7) SUBCONTRACTS
- 7. Approval of and authorize Chairman to execute a Quit-Claim Deed for part of Helvenston
- 7. Approval of and authorize Chairman to execute a Quit-Claim Deed for part of Helvenston
- Real Estate Development
- General Contractor
- Site Prep, Grading & Hardscape
- Building & Industrial Supply
- Engineering & Architecture
- Legal Services
- Title & Settlement Services
- 8) AUDITS
- 8. At 5:32 p.m. or as soon thereafter as the matter can be heard, hold a public hearing to
- Legal Services
- Engineering & Architecture
- 8. At 5:32 p.m. or as soon thereafter as the matter can be heard, hold a public hearing to
- Legal Services
- Engineering & Architecture
- Real Estate Development
- Title & Settlement Services
- 9) LIABILITY
- 9. At 5:32 p.m. or as soon thereafter as the matter can be heard, hold a public hearing to
- General Contractor
- Electrical
- Concrete & Masonry
- Construction (Other)
- Engineering & Architecture
- Building & Industrial Supply
- 9. At 5:32 p.m. or as soon thereafter as the matter can be heard, hold a public hearing to
- General Contractor
- Concrete & Masonry
- Electrical
- Lighting & Low-Voltage Systems
- Engineering & Architecture
- Building & Industrial Supply
- a) A
- a) A copy of any solicitation shall be forwarded to FDEM (whether competitive or non-competitive) at least
- a) FDEM is responsible for and shall monitor the Recipient’s performance under this Agreement.
- a) FDEM may terminate this Agreement for cause or convenience or when it determines that continuance
- a) FDEM shall review the unexecuted contract and provide comments, if any, to the Recipient within
- a) If any warranty or representation made by the Recipient in this Agreement or any previous agreement
- a) If the Recipient subcontracts any work required under this Agreement, a copy of the unsigned
- a) In accounting for the receipt and expenditure of funds under this Agreement, the Recipient shall follow
- a) Terminate this Agreement provided that the Recipient is given at least thirty (30) days prior written
- a) The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by the terms of
- a) The Recipient shall provide FDEM with quarterly reports and a close-out report. These reports shall
- a) This is a reimbursement Agreement, subject to the availability of funds.
- a) Unless the Recipient is a state agency or subdivision, as defined in Section 768.28, FS, the Recipient is
- b) As required by 2 C.F.R. § 200.318(c)(1), the Recipient shall “maintain written standards of conduct
- b) August 5, 2026, Budget Workshop Day 1
- b) August 5, 2026, Budget Workshop Day 1
- b) Begin an appropriate legal or equitable action to enforce performance of this Agreement.
- b) Consistent with 2 C.F.R. § 200.325, FDEM will review the unexecuted contract for compliance with the
- b) FDEM shall review the solicitation and provide comments, if any, to the Recipient within seven (7)
- b) FDEM’s performance and obligation to pay under this Agreement is contingent upon an annual
- b) For purposes of this Agreement, the Recipient agrees that it is not an employee or agent of FDEM but
- b) If material adverse changes occur in the financial condition of the Recipient at any time during the
- b) In addition to the foregoing, the Recipient and FDEM shall be governed by all applicable state and
- b) Quarterly reports are due to FDEM no later than forty-five (45) days after the end of each quarter of the
- b) Recipient shall monitor the performance of its contractors, consultants, and agents, who are paid from
- b) The Recipient agrees to include in the subcontract:
- b) The parties may agree to terminate this Agreement for their mutual convenience through a written
- b) When conducting an audit of the Recipient’s performance under this Agreement, FDEM shall use
- c) As required by 2 C.F.R. § 200.319, the Recipient shall conduct any procurement under this agreement
- c) As required by Section 768.28(19), FS, any Recipient which is a state agency or subdivision, as defined
- c) August 6, 2026, Budget Workshop Day 2
- c) August 6, 2026, Budget Workshop Day 2
- c) Consistent with 2 C.F.R. §200.325, FDEM will review the solicitation for compliance with the
- c) FDEM will reimburse the Recipient only for the allowable costs incurred by the Recipient for the
- Government Authority
- c) If an audit shows that all or any portion of the funds disbursed were not spent in accordance with the
- c) If any reports required by this Agreement have not been submitted to FDEM or have been submitted
- c) In accordance with 2 C.F.R. § 200.318(k), FDEM will not substitute its judgment for that of the
- c) In addition to reviews of audits conducted in accordance with Exhibit 1 – Audit Requirements,
- c) In the event this Agreement is terminated, the following actions will occur:
- c) In the quarterly report, the Recipient shall document the subcontractor’s progress in performing its work
- c) The Close-Out Report is due sixty (60) days after termination of this Agreement or sixty (60) days after
- c) Withhold or suspend payment of all or any part of a request for payment.
- d) Consistent with 2 C.F.R. § 200.318(k), FDEM will not substitute its judgment for that of the Recipient.
- d) FDEM may withhold further payments if all required reports and copies are not sent to FDEM or are not
- d) For each subcontract, the Recipient shall provide a written statement to FDEM as to whether that
- d) If during its review FDEM identifies any deficiencies, then FDEM shall communicate those deficiencies
- d) If the Recipient has failed to timely perform and complete any of its obligations under this Agreement.
- d) Monitoring visits are performed to confirm the requirements of this Agreement are being fulfilled, to
- d) Nothing herein is intended to serve as a waiver of sovereign immunity by any Recipient to which
- d) Require that the Recipient refund to FDEM any monies used for ineligible purposes under the laws,
- d) The Recipient shall have all audits completed by an independent auditor, defined in Section
- d) The maximum reimbursement amount for each deliverable is outlined in the Proposed Budget Detail
- e) Exercise any corrective or remedial actions, to include but not be limited to:
- e) FDEM will review quarterly requests for reimbursement by comparing the documentation provided by
- e) If during its review FDEM identifies any deficiencies, then FDEM shall communicate those deficiencies
- e) If the Recipient executes a subcontract after receiving a communication from FDEM that the
- e) Nothing herein shall be construed as consent by a state agency or subdivision of the state of Florida to
- e) Recipients will be monitored programmatically and financially by FDEM to ensure that all grant activities
- e) The Recipient shall provide additional program updates or information required by FDEM.
- e) The Recipient shall send copies of reporting packages required under this paragraph directly to each of
- f) FDEM’s grant manager, as required by Section 215.971(2)(c), FS, shall reconcile and verify all funds
- f) If the Recipient publishes a competitive solicitation after receiving comments from FDEM that the
- f) On-site monitoring visits will be performed according to FDEM’s schedule, as requested, or as needed.
- f) The Recipient shall provide additional reports and information identified in the Florida Division of
- g) Additional monitoring visits may be conducted throughout the period of performance as part of
- g) As required by the Reference Guide for State Expenditures, reimbursement for travel must be in
- g) For the purposes of this Agreement, the term “improper payment” means or includes:
- i) A provision specifying a scope of work that clearly establishes the tasks that the Recipient is
- i) Any payment that should not have been made or that was made in an incorrect amount (including
- i) Misuse, fraud, lack of compliance with applicable rules, laws, and regulations, failure to perform on
- i) Place unreasonable requirements on firms in order for them to qualify to do business.
- i) Request additional information from the Recipient to determine the reasons for or the extent of non
- i) Terminate this Agreement in accordance with the provisions outlined in paragraph (12) above.
- i) The Recipient will not include new obligations for the terminated portion of this Agreement after the
- i) The required minimum acceptable level of service to be performed.
- i) The subcontractor is bound by the terms of this Agreement.
- i) “Acceptable to FDEM”, means that the work product was completed in accordance with the
- ii) A provision dividing the Agreement into quantifiable units of deliverables that must be received an
- ii) Any payment to an ineligible party, any payment for an ineligible good or service, any duplicate
- ii) Continuing the Agreement would not produce beneficial results in line with further expenditure of
- ii) Issue a written warning to advise that more serious measures may be taken if the
- ii) Refuse to reimburse the Recipient for any costs associated with that solicitation.
- ii) Require unnecessary experience or excessive bonding.
- ii) The Recipient will cancel as many outstanding obligations as soon as possible. Costs incurred after
- ii) The criteria for evaluating the successful completion of each deliverable.
- ii) The subcontractor is bound by all applicable state and federal laws and regulations.
- iii) A provision specifying the financial consequences that apply if the Recipient fails to perform the
- iii) Advise the Recipient to suspend, discontinue or refrain from incurring costs for any
- iii) Terminate this Agreement in accordance with the provisions outlined in Paragraph (12) above; and,
- iii) The Recipient shall not be relieved of liability to FDEM because of any breach of this Agreement by
- iii) The subcontractor shall hold FDEM and Recipient harmless against all claims of whatever nature
- iii) Use noncompetitive pricing practices between firms or between affiliated companies.
- iv) A provision specifying that the Recipient may expend funds only for allowable costs resulting from
- iv) FDEM may, to the extent authorized by law, withhold payments to the Recipient for the purpose of
- iv) Refuse to reimburse the Recipient for any costs associated with that subcontract.
- iv) Require the Recipient to reimburse FDEM for costs incurred for any items
- v) A provision specifying that any funds paid in excess of the amount the Recipient is entitled to under
- v) Exercise any other rights or remedies which may be available under law.
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