Contracting and Beach Management
C. Tony Tucker,
Beach Management Section
850/487-1262 extension 192
Michael Clark, Government Operations Consultant
Lisa Whitfield and JoAnn Schmalfuss,
Contracts Assistants (extension 163)
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
DEP Directive 316 EFFECTIVE JULY 1, 2002
Management & Accountability For
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.
What’s all that mean?
On September 11, 2002, the DEP Beach Management
Template Agreement was approved for the Bureau’s
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!
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 CSFA number of 37.003
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!
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
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
Is there an exception?
But there may be exceptions….
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?
Who assumes the risk?
Let’s Look at what the Statute says...
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 project prior to the
state's initiating such construction may be
reimbursed from state funds on the basis of the
procedures set forth in s. 161.161, provided the project
is approved by the department before initiation of
construction and based on legislative appropriations
and 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
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
SOON! (July 1, 2004?)
How will it work?
Much like our standard
Execute before you begin
Grant Requirements…at a glance
The Standard Beach Management Grant
Type: Cost reimbursement
Reimbursed in accordance with the Comptroller Contract
Perform in accordance with requisite authorizations and
Last Few Points...
Limited to the specific appropriation
Eligible Cost Items…
Limited to the PWP eligible items and
approved SOW and Budget
Limited to Construction projects only
Project Readiness ESSENTIAL
Justifications must be provided (note:
additional reporting requirements)
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.