Compilation of Rules and Regulations of the State of Georgia › Department 413 - GRANTS OF THE ONEGEORGIA AUTHORITY › Chapter 413-4 - THE ONEGEORGIA AUTHORITYS REGIONAL E-9-1-1 FUND PROGRAM › Rule 413-4-.09 - Statement of Conditions

Current through Rules and Regulations filed through June 27, 2024
In addition to the certifications made on the face of the award
				statement, the recipient of funds must further certify that:
(1) No applicable state laws, rules,
			 regulations, or applicable local ordinances shall be violated in carrying out
			 this project and expending Regional E-9-1-1 Fund monies.
(2) Recipient will adhere to applicable state
			 and local procurement requirements and it will maintain documentation to
			 confirm such adherence. For activities not applicable to state procurement
			 requirements, recipient agrees to procure such services and activities through
			 a fair and open competitive procurement process that is openly advertised
			 through appropriate media and in compliance with any applicable local
			 procurement laws or regulations.
(3) Recipient's accounting records shall be
			 maintained in a manner consistent with generally accepted government accounting
			 standards.
(4) If the recipient is
			 a development authority with powers set forth at Chapter 62 of Title 36 of the
			 Official Code of Georgia Annotated, then the project financed in part by
			 Regional E-9-1-1 Fund monies shall only be leased or sold as provided by
			 Section
			  36-62-7 of  the Official Code of Georgia Annotated.
(5) The recipient (in accordance with state
			 law) shall undergo an annual financial audit conducted in accordance with
			 government auditing standards established by the comptroller general of the
			 United States. The recipient shall submit copies of all audits that cover all
			 or part of the award period to the agency.
(6) No real or apparent conflict of interest
			 shall be engaged in by any person or party (or any person or party with whom
			 they have family or business ties) who is involved in any aspect of the
			 Regional E-9-1-1 Fund project.
Guidelines for Applicant Submission.
The following
				guidelines are designed to assist applicants in submitting complete Regional E-
				9-1-1 Fund applications that meet the intent of the program. For further
				information about program intent, eligible activities, and the rating and
				selection process, please read the Regional E-9-1-1 Fund regulations and the
				application forms included with this application manual. Note that these
				guidelines are not meant to duplicate in their entirety the Regional E-9-1-1
				Fund regulations; rather, these guidelines are designed to highlight important
				program requirements and emphasize critical steps in the application
				process.
Guidelines for All Regional E-9-1-1 Fund Applicants.
1. Please follow all application instructions
			 and fill out all forms as completely as possible. The rating and review
			 criteria provided in this manual are
not
to be filled out by the
			 applicant. These criteria are provided as a guide to the kinds of projects that
			 may be competitive under the Regional E-9-1-1 Fund, and applicants should
			 include any information that would enhance their application based on the
			 criteria. Note that the rating and review system is used only as a guide for
			 the OneGeorgia Authority and/or its Agent in making its funding decisions.
			 Other factors unique to a specific application may also be
			 considered.
2. Note that the
			 application manual includes an application checklist for needed forms and
			 supporting documentation. This checklist will assist the applicant in preparing
			 as complete an application as possible. For any item requested in the
			 application, supporting documentation will strengthen the application, and, if
			 not provided, may be requested by the reviewer if deemed necessary to arrive at
			 a recommendation. For example, if a public infrastructure project were being
			 proposed, a preliminary engineering report would strengthen the
			 application.
3. The Regional
			 E-9-1-1 Fund is designed to be a flexible community and economic development
			 tool to assist in providing enhanced 9-1-1 emergency telephone services to
			 Georgia's counties not currently covered by such service; however, resources
			 for the program are limited.
All potential applicants should seek the
			 advice of the OneGeorgia Authority and/or DCA and the Georgia Emergency
			 Management Agency (GEMA) prior to submitting a Regional E-9-1-1 Fund
			 application.
4. All
			 applicants should carefully read the Regional E-9-1-1 Fund Regulations and the
			 Statement of General Conditions. In addition to the Statement of General
			 Conditions, an award may be subject to additional special conditions at the
			 discretion of the OneGeorgia Authority or its Agent. All award recipients are
			 subject to audit by the Department of Audits and to monitoring by the Authority
			 or its Agent. In addition, Regional E-9-1-1 Fund monies are required to be
			 included in recipient's annual independent financial audit or report of agreed
			 upon procedures.
5. The initiation
			 of project activities prior to an award could endanger Regional E-9-1-1 Fund
			 funding. While the Regional E-9-1-1 Fund is flexible, initiation of project
			 activities prior to award may indicate that Regional E-9-1-1 Fund monies are
			 not needed.
Please check with the One Georgia Authority or its Agent as
			 soon as it appears that such a situation may occur.
Under certain
			 circumstances and with the advanced written approval of the OneGeorgia
			 Authority or its Agent, other funds may be used on an interim basis to finance
			 a project for which Regional E-9-1-1 Fund monies are being sought. regional
			 E-9-1-1 Fund monies, if approved, may then be used to fund the project on a
			 permanent basis. Nonetheless, all Regional E-9-1-1 Fund requirements must be
			 met, and the applicant must demonstrate that Regional E-9-1-1 Fund monies are
			 necessary to the project. In addition, the recipient will be required to
			 document the source and use of all funds used in the project, including interim
			 funds. All Regional E-9-1-1 Fund applications must include information about
			 any interim financing to allow the OneGeorgia Authority or its Agent to
			 determine the eligibility of the proposed interim financing
			 arrangements.
6. All attached
			 budget forms identify source and use of funds. The specific use of Regional
			 E-9-1-1 Fund monies should be clearly identified as well as the use of all
			 other funds. All sources of funds should be identified. Sources of funds must
			 equal uses. Prior to drawdown of funds or upon audit or monitoring of the
			 Regional E-9-1-1 Fund project, documentation will be required showing how
			 Regional E-9-1-1 Fund and other project funds have been spent.
7. Eligible activities are listed in the
			 Regional E-9-1-1 Fund Regulations that are part of this manual. Generally,
			 activities are eligible if they are listed in the regulations and if they
			 assist an eligible applicant in carrying out its responsibilities under state
			 law, specifically, in the provision of enhanced 9-1-1 emergency telephone
			 service. Nonetheless, if activities other than public facilities or
			 infrastructure are being planned, please contact the OneGeorgia Authority
			 and/or DCA to verify that proposed activities are eligible.
Note that
			 private ownership of project assets is generally not eligible under the
			 Regional E-9-1-1 Fund.
8.
(A) Conflicts of Interest - In general, no
			 person who is an elected or appointed official, employee, agent, consultant,
			 officer or any person serving in a similar capacity with any participating
			 public agency, that exercise or have exercised any functions or
			 responsibilities with respect to any Regional E-9-1-1 Fund activities can
			 benefit from a Regional E-9-1-1 Fund project. Those persons who are in a
			 position to participate in a decision-making process or gain inside information
			 regarding Regional E-9-1-1 Fund proposed or related activities, who may obtain
			 a personal, financial interest, or benefit from the project, or have any
			 interest in any contract, subcontract or agreement with respect to any Regional
			 E-9-1-1 Fund project are also prohibited from benefiting from the project. The
			 prohibitions against benefiting from a Regional E-9-1-1 Fund project would
			 apply to the covered individuals or those with whom they have family or
			 business ties, for one (1) year following their tenure in the covered
			 position.
(B) Exceptions - Upon
			 written request, the OneGeorgia Authority may grant an exception to the
			 provisions of paragraph A above, on a case-by-case basis, before funds are
			 expended. Exceptions can only be granted when the One Georgia Authority
			 determines that the exception will serve to further the purposes of the
			 Regional E-9-1-1 Fund Program. To seek an exception, a written request for an
			 exception must be submitted by the applicant to the OneGeorgia Authority or its
			 Agent which:
1) fully discloses the conflict
			 or potential conflict of interest, prior to the applicant undertaking any
			 action which results or may result in any conflict of interest, real or
			 apparent; and
2) describes how the
			 conflict of interest was publicly disclosed; and
3) includes a written opinion of the
			 applicant's attorney that the interest for which the exception is sought would
			 not violate state or local law.
9. Other guidelines or requirements may be
			 established by the One Georgia Authority in order to further the purposes of
			 the Regional E-9-1-1 Fund.