The purpose and effect is to provide the requirements and approval process for the E911 State Grant Program.

DEPARTMENT OF MANAGEMENT SERVICES
Communications and Information Technology Services

RULE NO: RULE TITLE
60FF-5.003: State Grant Programs
PURPOSE AND EFFECT: The purpose and effect is to provide the requirements and approval process for the E911 State Grant Program.
SUMMARY: The requirements and approval process for the E911 State Grant Program are provided.
SUMMARY OF STATEMENT OF ESTIMATED REGULATORY COSTS: No Statement of Estimated Regulatory Cost was prepared.
Any person who wishes to provide information regarding a statement of estimated regulatory costs, or provide a proposal for a lower cost regulatory alternative must do so in writing within 21 days of this notice.
SPECIFIC AUTHORITY: 365.172(6)(a)11, 365.173(2)(g) FS.
LAW IMPLEMENTED: 365.173(2) (g) FS.
IF REQUESTED WITHIN 21 DAYS OF THE DATE OF THIS NOTICE, A HEARING WILL BE SCHEDULED AND ANNOUNCED IN FAW.
THE PERSON TO BE CONTACTED REGARDING THE PROPOSED RULE IS: John C. Ford, Executive Director, E911 Board, 4030 Esplanade Way, Suite 235M, Tallahassee, Florida 32399-0950

THE FULL TEXT OF THE PROPOSED RULE IS:

60FF-5.003 E911 State Grant Programs.

The E911 State Grant program is a grant program provided for the purpose of assisting State of Florida counties with the installation of Enhanced 911 (E911), Phase II and Next Generation 911 systems.

(1) Eligibility. Any Board of County Commissioners in the State of Florida.

(2) General conditions.

(a) Each county applying for E911 State Grant funds shall complete and submit W Form 3A, “Application for the E911 State Grant Program,” effective 7/1/2008, which is incorporated herein by reference and which may be obtained from the E911 Board office at the following address:

State of Florida E911 Board

ATTN: Administrative Assistant

4050 Esplanade Way

Building 4030 – Suite 160

Tallahassee, Florida 32399-0950

The applicant must provide the original grant application and nine copies postmarked or delivered to the E911 Board’s Administrative Office on or before the date specified in the announcement notification and the grant application.

(b) The E911 Board will approve grants for leased equipment only if the applicant county can demonstrate that a lease agreement would be financially beneficial.

(c) Equipment procurement shall be based on the county’s purchasing requirement and the applicable State purchasing requirements including Section 112.061, Florida Statutes.

(d) Grant applications totaling $25,000.00 or more must be accompanied by at least three written 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. Sole sources funding will be considered on a case-by-case basis. Justification and documentation for sole-source funding should be provided with this application. Sole source will be considered if provided in accordance with Chapter 287, Florida Statutes, 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 should be provided with the application.

(e) 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.

(f) No grant money will be awarded to be used for the purpose of paying county 911 salaries or call-takers’ salaries.

(g) Two or more counties may apply for a joint grant, but each county must complete and submit W Form 3A as requested and indicated.

(h) 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 E911 State Grant funds in the account shall be accounted for separately from other grantee funds. Grant funds including accrued interest may be used between the beginning and ending dates of the grant, unless an extension is requested and authorized by the E911 Board.

(i) Grantee counties must submit quarterly reports to the E911 Board, summarizing the grant activities. The reports are due 30 days after the end of the reporting period, which ends September 30, December 31, March 31, and June 30. In lieu of submitting a signed quarterly Grant Budget/Expenditure Report form, the updated form can be e-mailed to the Board’s administrative/technical staff. 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.

(j) At project completion, a final report shall be submitted based on the same reporting periods described above. The County shall determine the 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.

(k) Grant funds are not transferable to any other entity. If equipment purchased using grant funds is sold or transferred within three (3) years of the end of the grant period, the grantee county must return the grant funds to the E911 Board on a pro-rata basis.

(l) The E911 Board will adjust the amount awarded to a county based upon the availability of funds, eligibility of requested items, institutional knowledge of Board members, published quotes, increased effectiveness of grant funds, minimum allowable specifications for performing the needed E911 function, or other documented factors.

(3)(a) The E911 State Grant program will operate on the following schedule:

(b) Schedule.

Counties submit applications: by October 1

E911 Board evaluates applications: October – November

Board votes on applications at regularly scheduled meetings: October – December

Board sends notification of award and issues checks to counties approved for funding is contingent on legislative funding release.

Specific Authority 365.172(6)(a)11., 365.173(2)(g) FS. Law Implemented 365.173(2)(g) FS. History–New_________.

NAME OF PERSON ORIGINATING PROPOSED RULE: E 911 Board
NAME OF SUPERVISOR OR PERSON WHO APPROVED THE PROPOSED RULE: John C. Ford
DATE PROPOSED RULE APPROVED BY AGENCY HEAD: November 15, 2007
DATE NOTICE OF PROPOSED RULE DEVELOPMENT PUBLISHED IN FAW: March 14, 2008