May 4, 2026 Agenda Items -Consent Agenda Grants

This explainer summarizes every grant on the May 4 agenda, what each fund pays for, the county obligations, the main risks, and immediate actions with owners and deadlines. Acronyms are explained in the Acronyms section at the end.

Panacea Shores wastewater repairs - Rebuild Florida CDBG‑DR Agreement MS044

Amount: $2,822,481.00

What it pays for: lining manholes and sewer pipes, repairing lateral connections, and other construction to reduce stormwater entering the central sewer system in the Panacea Shores subdivision. This is physical infrastructure work on county sewer lines.

Key dates: Agreement term ends April 30, 2030.

Why it matters: reduces sewage overflows, lowers public health risk, and hardens the sewer system against future storms.

What the county must do:

• Track all grant funds separately or use accounting controls that clearly separate these dollars.

• Submit invoices through the state SERA system with full backup documentation, including AIA G702/G703 or Commerce‑approved equivalents for construction draws, photos, vendor invoices, and bank proof of payment.

• Ensure at least 70 percent of the grant benefits low and moderate income persons, per the agreement.

• Retain records and audit working papers for six years after final closeout, or longer if litigation or audit is open.

Top risks:

• cash flow risk because the grant is cost reimbursement; the county must pay contractors first unless an advance is approved;

• procurement risk if contracts or solicitations are executed before Commerce review, which can make costs ineligible for reimbursement;

• duplication of benefits and subrogation risk if residents or the system previously received other disaster funds.

Federal source: this is a Community Development Block Grant Disaster Recovery subaward and carries HUD rules. See HUD Federal Register notices and CDBG‑DR guidance: https://www.govinfo.gov/content/pkg/FR-2025-01-16/pdf/2025-00943.pdf https://www.federalregister.gov/documents/2025/01/08/2024-31621/common-application-waivers-and-alternative-requirements-for-community-development-block-grant-disaster-recovery-grantees https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200 (2 CFR part 200)

Vulnerability Assessment and Adaptation Plan - Resilient Florida Agreement 26PLN33

Amount: $498,500.00 (as shown in the agenda)

What it pays for: a statutory vulnerability assessment and an adaptation plan that map critical assets, model flooding and sea level rise for planning horizons 2050 and 2080, and produce public outreach and recommendations. This is planning, mapping, and analysis, not construction.

Key deliverables: background data catalog, GIS datasets and metadata, exposure and sensitivity analyses, raster flood‑depth layers, and a final VA report that documents gaps, modeling methods, and recommendations.

Why it matters: gives the county the technical basis to prioritize projects, apply for future construction grants, and update land use and infrastructure plans.

What the county must do:

• deliver GIS files and metadata that meet Resilient Florida GIS Data Standards;

• document public outreach and stakeholder engagement;

• certify compliance with s. 380.093, Florida Statutes, for the VA.

Top risks:

• data gaps that require purchasing or licensing external datasets or hiring specialized modelers;

• schedule cascade where delays in background data push back modeling and the final report;

• rejection of nonstandard GIS deliverables, which can require rework.

State program source: Resilient Florida program administered by Florida DEP. See DEP program and standards: https://floridadep.gov/ResilientFlorida (Resilient Florida program page) https://www.ecfr.gov/current/title-24/subtitle-A/part-58 (HUD environmental review procedures referenced by state grants)

Emergency Operations Center improvements - State Fire Marshal appropriation

Amount: $673,100.00 total appropriation

What it pays for: internet cabling, network switches, server racks, furnishings, communications equipment, and audio/visual gear for the new Emergency Operations Center. The vendor quote provided lists specific cabling, switches, fiber runs, and installation tasks.

Performance period: July 1, 2025 through June 30, 2026. Reimbursements are only for equipment received within that window unless the Legislature reauthorizes funds.

Why it matters: a fully equipped EOC keeps county emergency response functioning during storms and other crises.

What the county must do:

• purchase and receive equipment within the performance period to be eligible for reimbursement;

• provide proof of payment and proof of receipt or title for each invoice, plus the signed Reimbursement Request Letter;

• if an advance is requested, submit a detailed justification and supporting documents; repay with interest if deliverables are not met.

Procurement and vendor note:

• the Inspired Technologies quote excludes conduit, building ground, displays, and backboards; these omissions create additional local costs;

• vendor terms include auto‑renewal and IP ownership language and limit vendor liability for cyber incidents; these are negotiable but material for an EOC.

Top risks:

• timing risk if equipment is received outside the performance period and becomes non‑reimbursable;

• hidden scope costs for omitted items;

• contract terms that create ongoing license or liability exposure.

Florida Local Government Cybersecurity Grant - DMS Year 3

Amount: no cash. State provides software and services for about 150 endpoints and devices.

What it pays for: endpoint detection and response (EDR) software, network asset discovery tools, incident response assistance, training, and technical support. The state supplies the tools and services rather than sending money.

Key dates: grant agreement execution deadline was May 5, 2026; implementation plans due June 22, 2026; software must be received before the end of June 2026.

Why it matters: provides professional cybersecurity tools and incident response support that reduce local licensing and monitoring costs.

What the county must do:

• execute the grant agreement and any Data Sharing Agreements immediately;

• attend vendor kickoffs and approve implementation plans by the stated deadlines;

• review vendor terms for data handling, logging, retention, and incident escalation.

Top risks:

• operational bandwidth and tight deadlines for onboarding and implementation;

• data sharing and privacy obligations in DSAs and vendor terms;

• recoupment language that allows the state to recover improperly expended funds from other county grants, creating cross‑program exposure even for non‑cash awards.

Program source: Florida Digital Service, Department of Management Services. See the program page: https://digital.fl.gov/initiatives/cybersecurity-grants (Florida Digital Service cybersecurity grants)

Commerce audit and record rules (cross‑cutting)

What it is: audit, monitoring, and record retention rules that apply to subrecipients of Commerce awards and to CDBG‑DR subawards.

Key thresholds:

• federal single audit required if federal awards total $1,000,000 or more in a fiscal year, per 2 CFR part 200;

• state single audit required if state financial assistance totals $750,000 or more in a fiscal year, per section 215.97, Florida Statutes.

Record retention: retain records for the longest applicable period, commonly five years from audit report issuance, or other longer triggers described in the agreements.

What the county must do:

• aggregate federal and state awards by fiscal year to determine audit triggers;

• submit Audit Compliance Certification and audit packages to Commerce and the Auditor General as required;

• centralize grant records and index them to each agreement for rapid production.

Primary sources:

• 2 CFR part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards: https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200

• HUD environmental review procedures, 24 CFR part 58: https://www.ecfr.gov/current/title-24/subtitle-A/part-58

• Federal Register notices for CDBG‑DR Universal Notice: https://www.govinfo.gov/content/pkg/FR-2025-01-16/pdf/2025-00943.pdf

• Federal Register common application and waivers: https://www.federalregister.gov/documents/2025/01/08/2024-31621/common-application-waivers-and-alternative-requirements-for-community-development-block-grant-disaster-recovery-grantees

Acronyms and short definitions

• AIA: American Institute of Architects, forms G702 and G703 are standard construction payment certification forms.

• CDBG‑DR: Community Development Block Grant Disaster Recovery, federal HUD funds for disaster recovery.

• Commerce: Florida Department of Commerce, state pass‑through for some CDBG‑DR funds.

• DEP: Florida Department of Environmental Protection.

• DMS: Florida Department of Management Services.

• DSA: Data Sharing Agreement, contract that governs data exchange and privacy.

• EDR: Endpoint Detection and Response, software that detects and responds to threats on individual computers.

• EOC: Emergency Operations Center, the county facility used to coordinate emergency response.

• LMI: Low and Moderate Income.

• MDR: Managed Detection and Response, outsourced cybersecurity monitoring and response service.

• SERA: Subrecipient Enterprise Resource Application, Commerce’s invoicing and reporting portal.

• URA: Uniform Relocation Assistance and Real Property Acquisition Policies Act.

• 2 CFR part 200: federal rules for administrative requirements, cost principles, and audit requirements for federal awards.

• 24 CFR part 58: HUD environmental review procedures for CDBG programs.

The more you know!

Stay sharp, Wakulla!