Per the Project Funding Agreement, monthly, quarterly and annual reports need to be submitted by the municipality to comply with reporting requirements. Report templates can be downloaded for completion by the municipality. Reports need to be submitted on the SharePoint link provided to you by your contract manager. If you do not have access to the SharePoint link, please contact your MAP Admin Point of Contact (Lina Silva, lsilva@broward.org or Alexander Mayorga, amayorga@broward.org).
Authorized Municipal Signatories & Designation Form
| Submitted once PFA is executed and as needed if there are changes to the authorized signatories
| SharePoint Link (One form per project)
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First Advance Request
| The form is completed by the MAP Admin Contract Manager and sent to municipal SPOC for review and signature, on municipal letterhead. The form will be sent once the PFA has been executed and the preferred payment method has been communicated by the municipality, to request payment of the first advance, in accordance with the project's Funding Schedule (Exhibit B). | SharePoint Link (One submission per project)
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Surtax Municipal Project Monthly Report (Project Schedule and Material Project Changes & Impacts)
| Monthly
(30 days after end of month) Submit to report monthly schedule updates, and material and nonmaterial changes both requested and approved.
| SharePoint Link
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Expense Summary Report (Invoice/Payment Application)
| Must be submitted to report expenses incurred, and request next advance (if applicable), according to Funding Schedule (Exhibit B)*
*Please note, a Final Expense Summary (Invoice) must be submitted to the County no later than 120 days after completion of project
| SharePoint Link (One report per project)
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Construction Surtax Signage Request Form
| FOR CONSTRUCTION PROJECTS ONLY: Submitted once PFA has been executed; sign must be installed within 30 days of construction start
| SharePoint Link
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Deliverables and Attestation of Municipal Grant Project Deliverables
| Deliverables document phases funded and justify future advances. They are due whenever the municipality finalizes a funded phase and requests funding of the next phase, along with the expense summary associated with the deliverables. For one-time-payment projects, deliverables are due no later than 120 days after the end of the contract.
| SharePoint Link
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*This document should be used by municipalities to facilitate the quarterly financial reporting of municipal surtax-funded projects. NOTE: Only municipalities with projects starting in FY2024 and beyond should use this form, all other municipalities will continue to use the previous version.
| Quarterly (45 days after applicable quarter)**
Q1: OCT-DEC (Due 2/15) Q2: JAN-MAR (Due 5/15) Q3: APR-JUNE (Due 8/15) Q4: JULY-SEPT (Due 11/15)
**If the due date falls on a weekend or holiday, please submit report on the following business day
| SharePoint Link (One report per project)
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Form
| Due
| How To Submit
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Notice to Proceed (NTP)
| Once issued to the municipality's consultant/contractor
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SharePoint Link (One report per project)
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Plan of Record (PoR)
Sample PoR
The Municipal Project Plan of Record (POR) should include the critical project milestone activities, proposed start and end dates, activity duration, total project duration and a bar chart showing each milestone activity for the proposed dates. In the event the actual dates are different, then the actual milestone start and end dates should also be listed and included on the bar chart, perhaps shown in another color.
| The PoR is always due: - Before the project start
- Within 15 days of the municipality's receipt of a project plan from the hired consultant/contractor
- Less than 30 days after the Notice to Proceed (NTP) is issued to consultant/contractor
| SharePoint Link (One report per project)
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| Monthly (3rd Monday of every month)
Proposed Schedule: (dates may change if there are conflicts with holidays, County leadership mandates, emergency events, etc.)
| SharePoint Link (One report per project)
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