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k. Refund of l'ayments_tot11e_I),up trtmint, Any balance of unobligatcd funds that have been advanced or paid must
<br />be refunded to Department. Any funds paid in excess of tile. amount to which Grantee or subgrantee is entitled
<br />under the teens of the Agreement mast be refunded to Department. If iiia t\r i_c l.itent is,(t,ludcil ev th.fed al (ulids
<br />and the Denartilmii is rquircd to refs nd lie federal government, the Grantee shall, rcfimd the Department its
<br />shale of tho,se funds,,
<br />9. Documentation Required for frost Reimbursement Grant Agreements and Match.
<br />if Cosl ar Match is authorized in Attachment 2, Special Terms and Conditions, the following
<br />conditions apply. Supporting documentation must be provided to substantiate cost reimbursement or nn-tteh
<br />requirements for the following budget categories:
<br />a. Sah!13,l/Wagon. Grantee shall list personnel involved, position classification, direct salary rates, and hours spent
<br />on the Project in accordance with Attachment 3, Grant Work Plan in their documentation for reimbursement or
<br />match requircncrnts.
<br />b Chtctlrctdllnduutil(encr ll_and. Administrative Costs, If Grantee is being reimbursed for or claiming match for
<br />multipliers, all multipliers used (i.e., fringe hcnelits, overhead, indirect, and/or general and administrative rates)
<br />shall be supported by audit. if Department determines that multipliers charged by Grantee exceeded the rates
<br />supported by audit, Grantee shall be required to reimburse such funds to Departmcnnt within thirty (30) clays of
<br />written notification. Interest shall be charged on the excessive rate.
<br />C. Col tractual Costs' _(Snbcontractors), Match or reimbursement requests for payments to subcontractors must be
<br />substantiated by copies of invoices with backup documentation identical to that required from Grantee.
<br />Subcontracts which involve payments Im direct salaries shall clearly identify the personnel involved, salary rate
<br />per hour, and hours spent ou the Project. All eligible multipliers used (i.c., fringe bcnetlts, overhead, indirect,
<br />and/or general and administrative rates) shalt be supported by audit. If Department determines that multipliers
<br />charged by any subcontractor exceeded the rates supported by audit, Grantee shall be required to reimburse such
<br />funds to Departmcnt within thirty (30) clays of writtcin notification. interest shall be charged on the excessive
<br />rate. Nonconsumable and/or nenexpendablc personal property or equipment costing 55,000 or more purchased
<br />for the Project wider a subcontract is subject to the requirements set forth in chapters 273 and/or 274, P.S., and
<br />Chapter 691-72, Florida Administrative Code (F.A.C.) and/or Chapter 691-73, F.A.C., as applicable. The, Crrantec
<br />shall be responsible for maintaining appropriate property records for any subconuacts that include the purchase
<br />of equipment as part of the delivery of' set -vices. ']'lie Grantee shall comply with this raluircmcnt and ensure its
<br />subcontracts issued under this Agreement, if any, impose this requirement, in writing, on its subcontractors.
<br />i. For fixed-price (vendor) subcontracts, the following provisions shall apply: The Grantee may
<br />awar(1, on a competitive basis, fixed-price subcontracts to consultants/contractor's ill performing the
<br />work described in Attachmont 3, Grant Work Plan. Invoices submitted to Department for fixed-
<br />price subcontracted activities shall be supported with a copy of the subcontractor's invoice and a
<br />copy of the tabulation 1`0171`1 for the competitive procurement process (e.g., Invitation to Bid, Request
<br />for Proposals, or other similar competitive procurement doCttlnent) rrsulting in tine fixed-price
<br />subcontract. 'file Grantee may request approval kom Department to award a fixed-price subcontract
<br />resulting from procurement methods other than those identified above. In this instance, Grantee shall
<br />rcqucst the advance written approval from Department's Grant Manager of' the fixed price
<br />negotiated by Grantee. T11e letter of rcqucst shall be supported by a detailed budget and Scope of
<br />Services to be performed by the subcontractor. Upon receipt of Department Grant Manager's
<br />approval of the fixed-price amount, Grantee may proceed in finalizing the fixed-price subcontract,
<br />ii. If the procurement is subject to tine Consultant's Competitive Negotiation Act under section
<br />287.055, F.S. or the Brooks Act, Grantee mast provide documentation clearly evidencing it has
<br />complied with the statutory or federal requirements.
<br />d. _fraycl,, All ccquCsts liar match or reimbursoment oft'avcl expenses shall be in accordance with section 112,061,
<br />1'.S.
<br />e. Direct Purchase k*o1lionncnt. For the punrposcs of this Agreement, Equipment is defined as capital outlay costing
<br />S.5,000 or more. Match or reimbursement for Grantee's direct purchase of equipment is aubjcct to specific
<br />approval of Department, and does not include any equipment purchased under the delivery of services to be
<br />completed by a subcontractor. Include copies of invoices or receipts to document purchases, and a properly
<br />completed Exhibit B, Property Reporting Form.
<br />f Rental/Luse of L cluipmctyt. Match or reimbursonunt requests f=or rental/lease of equipment must include Copies
<br />of invoices or receipts to document charges.
<br />g Mi;tce,llaneohls/C)thch_l xpcnsc5_ if miscellaneous or other cxpcnses, such as materials, supplies, non -excluded
<br />phone expenses, reproduction, or mailing, are reimbursable or available for match or reimbursement under the
<br />Attachment 1
<br />4of13
<br />Rev. 8/8/2023
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