HomeMy WebLinkAbout04 Acceptance of Appropriation Grant from the State of Florida for Ocoee Fire Station 38
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
STAFF REPORT
Meeting Date: February 17, 2026
Item #: 4
Contact Name: Charles Van Camp Department Director: Thomas Smothers
Contact Number: Ext. 2006 City Manager: Craig Shadrix
Subject: Acceptance of Appropriation Grant from the State of Florida for Ocoee Fire Station
38. (Deputy Fire Chief Van Camp)
Background Summary: The City of Ocoee Fire Department is proceeding with the replacement of Fire
Station #38 to meet current and projected service demands, improve emergency response capabilities, and
support continued growth within the service area. A project site for the new brick-and-mortar Fire Station 38
has been formally obtained. The city has procured architectural services and selected a construction manager
for the project. The fire department and city staff are currently in the design phase, advancing plans toward
final construction documents.
The State of Florida has awarded the City of Ocoee a $1,000,000 legislative appropriation to assist with the
construction of Fire Station 38. Acceptance of this funding requires city council approval and execution of a
grant agreement with the State.
Key Responsibilities and Ongoing Compliance
Upon execution of the grant agreement, the city will be responsible for meeting the following requirements:
• Procurement and Contract Documentation
1. Provide bid and award documentation for vendors procured specifically for this project.
2. Submit executed contracts for all project vendors, including task orders or purchase orders if
using continuing services or piggyback contracts.
• Quarterly Monitoring Reports
1. Quarterly monitoring reports are required from the time of agreement execution through project
completion, even after all funds are expended, in accordance with the following schedule:
• Project Site Signage
1. Display signage at the project site specifying project intent, funding source, and estimated date
of completion.
2. Signage must be installed prior to reimbursement of construction costs, be visible from a public
roadway, and remain in place until project completion.
• Reimbursement Requirements
1. Reimbursement requests must include:
▪ A completed and signed reimbursement request form
▪ Vendor invoices that align with the grant agreement, reimbursement request, and
eligible project costs
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City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
▪ Proof of payment, including cleared checks or electronic funds transfer (EFT)
documentation
• Reporting and Audit Compliance
1. Maintain fire incident reporting for the entire performance period.
2. Comply with Florida Single Audit Act (FSAA) requirements, including submission of annual
single audit reports as they become available until the grant is formally closed.
Issue:
City Commission approval is required to accept the State of Florida appropriation in the amount of
$1,000,000.00 and authorize the Mayor, City Clerk, and staff to execute the grant agreement and related
documents necessary to comply with state requirements and advance the Fire Station 38 project.
Recommendations:
Staff recommends the Honorable Mayor and City Commission approve the acceptance of the State of Florida
appropriation in the amount of $1,000,000.00 and authorize the Mayor, City Clerk, and staff to execute the
grant agreement and related documents necessary to comply with state requirements and advance the Fire
Station 38 project.
Attachments:
1. City of Ocoee Award Notification
Financial Impacts:
Acceptance of the $1,000,000 State of Florida appropriation will assist with the city’s local funding obligation
associated with the construction of Fire Station 38. The appropriation will be applied toward eligible project
costs in accordance with the agreement, resulting in a positive fiscal impact to the city. The required project
site signage is estimated to cost approximately $962.00 and will be funded through existing appropriations
allocated to the Fire Station 38 project (Job No. P000352 GL 317-522-00-6302). No additional fiscal impacts
are anticipated.
Type of Item: Consent
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July 1, 2025
SENT VIA ELECTRONIC MAIL ONLY
City of Ocoee
MRumer@ocoee.org
Re: Notice of Grant Award for Ocoee Fire Station 38
City of Ocoee:
As the Director of the Division of State Fire Marshal within the Florida Department of Financial Services
(Division), it is my privilege to inform you that the 2025 Florida Legislature appropriated funds to support
your requested project.
This correspondence serves as the notice of the grant award in the amount of $1,000,000.00. These grant
award funds may be available for distribution to you as early as July 1, 2025, once the appropriate
requirements are met.
First, you must complete and email the included Confirmation Form to SFMGrant@MyFloridaCFO.com.
Once the Division receives the completed Confirmation Form, an assigned contract manager will schedule
an initial meeting with the Point of Contact listed in the Confirmation Form to discuss the scope of the
project and next steps. The assigned contract manager will be the main point of contact within the
Division for all matters relating to this Notice of Grant Award, the Grant Agreement, and the
reimbursement of funds.
Congratulations, I look forward to working with City of Ocoee on this important project.
Sincerely,
JoAnne E. Rice, Director
Division of State Fire Marshal
LT/ct
FLORIDA DEPARTMENT OF FINANCIAL SERVICES
JoAnne E. Rice Director
Division of State Fire Marshal
200 East Gaines St. Tallahassee, FL 32399-0340 Tel. 850-413-3610
Email SFMGrant@myfloridacfo.com
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CONFIRMATION FORM
Contact Information
Grantee: City of Ocoee
(The Grantee name MUST be the name registered with the Department of State and
MyFloridaMarketplace, commonly known as MFMP)
Federal ID (FEIN) #:
Mailing Address:
City, State, Zip:
Physical Address:
City, State, Zip:
Financial Administrator
Name:
Title:
Phone:
Email:
Contract Manager
Name:
Title:
Phone:
Email:
All email and phone communications will be directed to the Point of Contact (POC). Please list POC here:
Name:
Title:
Phone:
Email:
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