Item F25BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 17, 2010
Bulk Item: Yes ® No ❑
Division: OMB
Department: Grants Administration
Staff Person: Lisa Tennyson
AGENDA ITEM WORDING: Authorization for the Mayor to execute a contract with Be
The Change of the Florida Keys, Inc. for the Monroe Youth Challenge Middle School
Program, using funds provided under the Edward Byrne Memorial Justice Assistance
Grant program, for the period from Oct 1, 2010 through Sept 30, 2011.
ITEM BACKGROUND: Federal funds are provided through the Florida Department of
Law Enforcement. Substance Abuse Policy Advisory Board (SAPAB) reviews
proposals and makes recommendations to BOCC for local funding of programs
Services provided under contract by Be The Change of the Florida Keys Inc
PREVIOUS RELEVANT BOCC ACTION: Approval to apply for grant funds given at July
2010 meeting. Contract with Florida Department of Law Enforcement is also on the
agenda for this meeting_
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATION: Approval
TOTAL COST: $38,500.00
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: $00
BUDGETED: Yes ® No ❑
SOURCE OF FUNDS: FDLE
REVENUE PRODUCING: Yes ❑ No ® AMOUNT PER MONTH
YEAR
APPROVED BY:000NTY ATTY EZ/ RCHASING ❑ RISK MANAGEMENT 16
DOCUMENTATION: INCLUDED: ® Td-PbLLOW: ❑ NOT REQUIRED: ❑
DISPOSITION: AGENDA ITEM #:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Be the Change of the Effective Date: 10/01/09
Florida Keys, Inc.
Expiration Date: 09/30/10
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation
of the Monroe Youth Challenge Middle School Program VI, services provided by Be the
Change of the Florida Keys Inc.
Contract Manager: Lisa Tennyson
(Name)
for BOCC meeting on 11/17/10
4444 OMB/Grants Mgt.
(Ext.) (Department)
Agenda Deadline: 11/06/10
CONTRACT COSTS
Total Dollar Value of Contract: $38,500.00 Current Year Portion: $38,500.00
Budgeted? Yes X No Account Codes: 125-060'� 530490-GG11io-53o�*10
Grant: $38,500.00
County Match: $0
ADDITIONAL COSTS
CONTRACT REVIEW
Changes Date Out
D e n Needed Revi er
Division Director /WO Yes❑ No Q
Risk Mana ment 3 Yes❑ No['�
0
O.M.B./Pur asng Yes❑ No
County Attorney 1� Yes❑ Nox�ttc�e�
Comments:
OMB Form Revised 9/11/95 MCP #2
EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM FUNDS
AGREEMENT
THIS AGREEMENT is made and entered into this 17tn day of November, 2010,
by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 1100 Simonton Street, Key West, FL 33040, hereinafter referred to
as "COUNTY," and Be The Change of the Florida Keys, Inc., hereinafter referred to as
"AGENCY."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub -
grant of Edward Byrne Memorial Justice Assistance to the COUNTY to implement the
Monroe Youth Challenge Middle School Program VI to provide drug and crime
prevention services to middle school students; and
WHEREAS, the County is in need of an implementing agency to provide said
services under this Program; and
WHEREAS, the AGENCY is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial
Assistance Grant funds to the AGENCY in accordance with the COUNTY'S application
for the Edward Byrne Memorial Assistance Grant.
NOW THEREFORE, in consideration of the mutual understandings and
agreements set forth herein, the COUNTY and the AGENCY agree as follows:
1. TERM - The term of this Agreement is from October 1, 2010 through
September 30, 2011, the date of the signature by the parties notwithstanding, unless
earlier terminated as provided herein.
2. SERVICES - The AGENCY will provide services as outlined in the
COUNTY'S Edward Byrne Memorial Justice Assistance Sub -grant Award, attached and
made a part hereof.
3. FUNDS - The total project budget to be expended by the AGENCY in
performance of the services set forth in Section 2 of this agreement shall be the total
sum of $38,500.00. All funds shall be distributed and expended in accordance with the
Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Office of Criminal Justice Grants Florida
Department of Law Enforcement Sub -grant Award Certificate and Application" and all
laws, rules and regulations relating thereto are incorporated by reference (Attachment
C).
5. BILLING AND PAYMENT
(a) The AGENCY shall comply with the special program and expenditure
reporting requirements for Recovery Act funds. The AGENCY shall render to the
COUNTY a detailed quarterly program report not later than three calendar days after
the end of each calendar quarter. The AGENCY shall render to the COUNTY, at the
close of each calendar month, an itemized invoice properly dated, describing the
services rendered, the cost of the services, and all other information required by the
Program Director. The original invoice shall be sent to:
Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within
thirty (30) days of receipt of the correct and proper invoice submitted by the AGENCY.
7. TERMINATION - This Agreement may be terminated by either party at
any time, with or without cause, upon not less than thirty (30) days written notice
delivered to the other party. The COUNTY shall not be obligated to pay for any
services provided by the AGENCY after the AGENCY has received notice of
termination. In the event there are any unused Residential Substance Abuse
Treatment Funds, the AGENCY shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The AGENCY shall maintain
appropriate financial records which shall be open to the public at reasonable times and
under reasonable conditions for inspection and examination and which comply with the
Agreement incorporated in Section 4 of this Agreement.
9. AUDIT - The AGENCY shall submit to the COUNTY an audit report
covering the term of this Agreement, within one -hundred twenty (120) days following
the Agreement's lapse or early termination and shall also comply with all provisions of
the Agreement incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it
must be given by written notice, sent by registered United States mail, with return
receipt requested, and sent to:
FOR COUNTY:
FOR PROVIDER:
Grants Administrator
Mark Todaro, President
1100 Simonton Street
Be the Change of the Florida Keys, Inc.
Key West, FL 33040
5800 Overseas Hwy #6
Marathon, FL 33050
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding
from the Florida Department of Law Enforcement cannot be obtained or cannot be
continued at a level sufficient to allow for the services specified herein, this Agreement
may then be terminated immediately, at the option of the COUNTY, by written notice of
termination delivered in person or by mail to the AGENCY at its address specified
above. The COUNTY shall not be obligated to pay for any services provided by the
AGENCY after the AGENCY has received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all
services pursuant to this Agreement, the AGENCY shall abide by all statutes,
ordinances, rules, and regulations pertaining to, or regulating the provision of, such
services, including those now in effect and hereafter adopted, and particularly Article 1,
Section 3 of the Constitution of the State of Florida and Article 1 of the United States
Constitution, which provide that no revenue of the state or any political subdivision shall
be utilized, directly or indirectly, in aid of any church, sect or religious denomination or
in aid of any sectarian institution. Any violation of said statutes, ordinances, rules, or
regulations shall constitute a material breach of this Agreement immediately upon
delivery of written notice of termination to the AGENCY. If the AGENCY receives notice
of material breach, it will have thirty days in order to cure the material breach of the
contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this
Agreement shall assign this Agreement or any interest under this Agreement, or
subcontract any of its obligations under this Agreement, without the written consent of
the other.
14. EMPLOYEE STATUS — The AGENCY is an independent contractor.
Persons employed by the AGENCY in the performance of services and functions
pursuant to this Agreement shall have no claim to pension, worker's compensation,
unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY'S officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION - The AGENCY agrees to hold harmless, indemnify,
and defend the COUNTY, its commissioners, officers, employees, and agents against
any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly
arising from, or related to the provision of services hereunder by the AGENCY.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is
contained herein and that this Agreement supersedes all oral agreements and
negotiations between the parties relating to the subject matter hereof as well as any
previous agreements presently in effect between the parties relating to the subject
matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of
this Agreement shall be valid only when expressed in writing and duly signed by the
parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their
names to be affixed hereto by the proper officers thereof for the purposes herein
expressed at Monroe County, Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
Deputy Clerk
Witness
Witness
BOARD OF COUNTY
COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Mayor/Chairman
Be The Change of the Florida Keys, Inc.
in
Title:
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations,
county travelers, and contractual parties who have reimbursable expenses associated with
Monroe County business. These guidelines, as they relate to travel, are from Florida Statute
112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs
to also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to requesting a
reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract. This document should not be considered all-inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis.
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter -company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and payroll taxes, check number
and check amount. If a Payroll Journal is not provided, the following information must be
provided: check amount, check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller,
the telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061.
Credit card statements are not acceptable documentation for reimbursement. If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the airport for
a business trip is not reimbursable. Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls are
not allowable expenses.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. Meal guidelines
state that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon and
end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner
reimbursement.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL, PER
DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. An
odometer reading must be included on the state travel voucher for vicinity travel. Mileage is
not allowed from a residence or office to a point of departure. For example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Non -allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fundraising, non -sufficient
check charges, penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Organization name) for the time
period of to
Check # Payee
Reason
Amount
101 Company A Rent $ X'XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 XXX.XX
(A) Total $ X,XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X.XXX.XX
I certify that the above checks have been submitted to the vendors as noted and
that the expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners and
will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 20
by who is personally known to me.
Notary Public
Notary Stamp
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit
a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property
to public entity, may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity,
and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for CATEGORY TWO for a
period of 36 months from the date of being placed on the convicted vendor
list."
ETHICS CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO, 10-1990
MONROE COUNTY, FLORIDA
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date:
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this day of
20
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
FILE
Florida Department of
Law Enforcement
Gerald M. Bailey
Commissioner
SEP 2 9 2010
aµ�)
Office of Criminal Justice Grants
Post Office Box 1489
Tallahassee, Florida 32302-1489
(850) 617-1250
www.fdle. state. fl. us
The Honorable Sylvia Murphy
Mayor
Monroe County Board of Commissioners
102050 Overseas Highway
Key Largo, FL 33037
Re: Contract No. 2011-JAGC-MONR-5-B2-142
Dear Mayor Murphy:
rc
Charlie Crist, Governor
Bill McCollum, Attorney General
Alex Sink, Chief Financial Officer
Charles H. Bronson, Commissioner of Agriculture
The Florida Department of Law Enforcement is pleased to award an Edward Byrne
Memorial Justice Assistance Grant to your unit of government in the amount of
$ 38,500.00 for the project entitled, MONROE YOUTH CHALLENGE MIDDLE
SCHOOL PROGRAM VI. These funds shall be utilized for the purpose of reducing
crime and improving public safety.
A copy of the approved subgrant application with the referenced contract number is
enclosed for your file. All correspondence with the Department should always refer to
the project number and title.
Your attention is directed to the Standard Conditions of the subgrant. Changes were
made and an addendum was added to these conditions after your application was
received in this office. Therefore, the Standard Conditions and the Addendum should
be reviewed carefully by those persons responsible for project administration to avoid
delays in project completion and costs reimbursements.
The enclosed Certification of Acceptance should be completed and returned to the
Department within 30 calendar days from the date of award. This certificate constitutes
official acceptance of the award and must be received by the Department prior to the
reimbursement of any project expenditures.
Committed to
Service • Integrity • Respect • Quality
The Honorable Sylvia Murphy
Page Two
We look forward to working with you on this project. If we can be of further assistance,
please contact Janice Parish at 850/617-1250.
Sincerely,
a U4 1", q - "&Qxo
Clayton H. Wilder
Administrator
CH W/J P/ps
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative, acknowledges receipt and
acceptance of subgrant award number 2011-JAGC-MONR-5-B2-142, in the amount
of $ 38,500.00, for a project entitled, MONROE YOUTH CHALLENGE MIDDLE
SCHOOL PROGRAM VI, for the period of 10/01/2010 through 09/30/2011, to be
implemented in accordance with the approved subgrant application, and subject to
the Florida Department of Law Enforcement's Standard Conditions and any special
conditions governing this subgrant.
(Signature of Subgrantee's Authorized Official)
(Typed Name and Title of Official)
(Name of Subgrantee)
(Date of Acceptance)
Rule Reference 11 D-9.006 OCJG-012 (Rev. October 2005)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: 9 -a q- l U
Grant Period: From: 10/01/2010 TO: 09/30/2011
Project Title: MONROE YOUTH CHALLENGE MIDDLE SCHOOL PROGRAM VI
Grant Number: 2011-JAGC-MONR-5-B2-142
Federal Funds: $ 38,500.00
State Agency Match:
Local Agency Match: $ 0.00
Total Project Cost: $ 38,500.00
State Purpose Area: A: State/Local Initiatives - Coordinate/Organize Local
Initiatives/State Initiatives
CFDA Number: 16.738
Award is hereby made in the amount and for the period shown above of a subgrant
under Title I of the Omnibus Crime Control and Safe Streets Act of 1968, P.L. 90-
351, as amended, and the Anti -Drug Abuse Act of 1988, P.L. 100-690, to the above
mentioned subgrantee and subject to any attached or special conditions.
This award is subject to all applicable rules, regulations, and conditions as contained
in the Financial and Administrative Guide for Grants, Guideline Manual 7100 1 D,
Office of Justice Programs, Common Rule for State and Local Governments and A-
87, or OMB Circulars A-110 or A-102, as applicable, and A-21, in their entirety. It is
also subject to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the purposes and
authorization of P.L. 90-351, as amended, and P.L. 100-690.
SUBGRANT AWARD CERTIFICATE (CONTINUED)
This grant shall become effective on the beginning date of the grant period provided
that within 30 days from the date of award, a properly executed Certificate of
Acceptance of Subgrant Award is returned to the Department.
C0.Qau..'1A- uk l;�.Qd�
Authorize Official
Clayton H. Wilder
Administrator
Q-a9-to
Date
( ) This award is subject to special conditions (attached).
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
Addendum To Standard Conditions
For Subgrant Recipients receiving Edward Byrne Memorial Justice Assistance Grant
(JAG) Program funds under Federal Grant No. 2010-DJ-BX-0455, the following
additional conditions apply:
1. Funds to Association of Community Organizations for Reform Now (ACORN)
Unallowable
Subgrant recipient understands and agrees that it cannot use any federal funds,
either directly or indirectly, in support of any contract or subaward to either the
Association of Community Organizations for Reform Now (ACORN) or its
subsidiaries, without the express prior written approval of OJP.
2. Task Force Training Requirement (Revised Standard Condition 63)
The subgrant recipient agrees that within 120 days of award, for any law enforcement
task force funded with these funds, the task force commander, agency executive,
task force officers, and other task force members of equivalent rank, will complete
required online (internet-based)task force training to be provided free of charge
through BJA's Center for Task Force Integrity and Leadership. All current and new
task force members are required to complete this training once during the life of the
award, or once every four years if multiple awards include this requirement. This
training will address task force effectiveness as well as other key issues including
privacy and civil liberties/rights, task force performance measurement, personnel
selection, and task force oversight and accountability. Additional information will be
provided by BJA regarding the required training and access methods via BJA's web
site and the Center for Task Force Integrity and Leadership (www.ctfli.org).
3. High Risk Subgrantees
The subgrant recipient agrees to comply with any additional requirements that may
be imposed during the grant performance period if the U.S. Department of Justice
determines that the recipient is a high -risk grantee. Cf. 28 C.F.R. parts 66, 70.
SFY 2011 Page 1
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Subgrant Recipient
Organization Name: Monroe County Board of Commissioners
County: Monroe
Chief Official
Name: Sylvia Murphy
Title:
Mayor
Address:
102050 Overseas Highway
City:
Key Largo
State:
FL Zip: 33037
Phone:
305-453-8787 Ext:
Fax:
305-453-8789
Email:
murphy-sylvia@monroecounty-fl.gov
Chief Financial Officer
Name:
Danny Kolhage
Title:
Clerk
Address:
500 Whitehead Street
City:
Key West
State:
FL Zip: 33040
Phone:
305-292-3550 Ext:
Fax:
305-295-3663
Email: dkolhage@monroe-clerk.com
Application Ref # 2011-JAGC-1477 Section #1 Page 1 of 2
Contract 2011-JAGC-MONR-5-132-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Implementing Agency
Organization Name: Monroe County Board of Commissioners
County: Monroe
Chief Official
Name: Sylvia Murphy
Title:
Mayor
Address:
102050 Overseas Highway
City:
Key Largo
State:
FL Zip: 33037
Phone:
305-453-8787 Ext:
Fax:
305-453-8789
Email:
murphy-sylvia@monroecounty-fl.gov
Project Director
Name:
Lisa Tennyson
Title:
Grants Administrator
Address:
1100 Simonton Street
Room 2-213
City:
Key West
State:
FL Zip: 33040
Phone:
305-292-4444 Ext:
Fax:
Email: Tennyson-Lisa@monroecounty-fl.gov
Application Ref # 2011-JAGC-1477 Section #1 Page 2 of 2
Contract 2011-JAGC-MONR-5-132-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
General Project Information
Project Title:
Subgrant Recipient:
Implementing Agency
Project Start Date:
Problem Identification
MONROE YOUTH CHALLENGE MIDDLE SCHOOL PROGRAM VI
Monroe County Board of Commissioners
Monroe County Board of Commissioners
10/1/2010 End Date: 9/30/2011
Prevention and education for all youth, but particularly at -risk youth, are essential not only to the
overall safety of Monroe County but also invaluable to the individual youth for his/her personal
healthy social development.
Monroe County youth show a higher occurrence of risk factors compared the state average and
the national average. There are many risk factors that may influence the youth of Monroe which
could cause them to self -medicate with substances, engage or endure bullying and violence, have
low school attendance, drop out of school, exhibit criminal behavior and an overall lack of
productivity, experience depression, and even commit suicide. Middle School years are often the
turning point for youth. Many students drop out of school shortly after ninth grade. A spike in
discipline incidents occurs in grades 7-9. Monroe Youth Challenge Program (MYCP)believes that
targeting these age groups will provide support to avoid risky behavior.
Monroe County reported the highest level of risk for the Family History of Antisocial Behavior
scale. Middle school students scored a 58, four points higher than the statewide average of 54.
That trend increases at the high school level. Students with high scores on this scale indicated
that their families have a history of antisocial behavior, such as substance use or criminal
behavior. MYCP has implemented a parent program and curriculum to address this deficiency.
Reports also find that Monroe County youth show a lower occurrence of protective factors or
assets when compared to both state and national averages. The fewer assets possessed by a
young person, the more likely they will use drugs and alcohol or engage in violent acts, as
indicated by the graph below.
0-10 Assets 11-20 21-30 31-40
Alcohol 45% 26% 11 % 3%
Violence 62% 38% 18% 6%
Illicit Drugs 34% 23% 11 % 3%
These high risk factors combined with low assets put our youth in danger of substance abuse,
depression, bullying and violence, low school engagement, and criminal behavior.
Project Summary (Scope of Work)
Target Population: MYCP targets all Monroe County youth regardless of gender, age or
academic performance. MYCP seeks at -risk students, including those who have dropped out,
have been arrested, failing school or those who exhibit a sense of being isolated. MYCP also
works directly with parents since the goal of this project will be to minimize risky -youth behaviors
and develop protective factors for all youth in Monroe County. MYCP recognizes that the best
change agents among youth are other youth; therefore, MYCP will continue its comprehensive
approach to providing effective youth
Application Ref # 2011 -JAGC-1 477 Section #2 Page 1 of 4
Contract 2011-JAGC-MONR-5-132-142
Rule Reference 11D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
programming.
There are three main strategies that MYCP employs to counteract these risk factors: Parenting,
Middle School Prevention programs and High School Leadership Opportunities.
1) Parent to Parent - Parenting and educational classes teaching effective discipline, ATOD
prevention, healthy communication, and health literacy. It also provides effective parent -
networking. MYCP offers two programs that target parents.
MYCP had learned via our proximity to the teens in our community that many parents are
struggling with setting boundaries for our youth and recognizing their needs. After a series of
Town Hall Meetings focusing on youth?s risky behavior the community requested MYCP to be a
part of the solution. The Parent to Parent curriculum was introduced as a tool to support our
community. ?Parent to Parent? is an 8-12 hour curriculum taught by parents to parents in small -
group settings usually taught in 60-90 minutes segments weekly over 8 weeks. To date more
than 350 parents have completed the curriculum with plans for 6 more classes beginning in fall
2010. The goal of this curriculum is as follows:
Reduce risky behavior in our youth including the use of alcohol and other drugs and violence
Allow parents to create a positive parent culture within their circle of family and friends
Generate a mutual understanding between school administrators/law enforcement and
parents allowing both groups to be on the same ?side?
Give parents the tools and skills they need to parent effectively
Create a network for parents to gain the support they need.
Be the Change Playgroups - Observing how many parents need assistance with their teens it has
been realized that many of the issues could be avoided if addressed before the youth enter
school. MYCP Community Playgroups were created to ease financial and emotional burden of
addressing the achievement gap between low income and other students. These disparaging
effects could be reduced as larger segments of the populations are serviced through playgroups
designed to teach parents how to raise their child?s IQ and reduce parenting stress factors such
as maternal depression, and the risk of child neglect or abuse. The games played transfer real -life
parenting skills in a fun way and give the parent increased confidence on how to handle conflict
and discipline and the knowledge of how to provide needed services to their babies.
MYCP provides three distinct public playgroups throughout Monroe County in low-income, at -
risk neighborhoods. Monroe is a transient culture and these playgroups meet the needs of
parents, children, schools, and the community. Because they are held in common areas every
week and are free, they attract mothers with children from birth to school age where they easily
and quickly build trusting relationships. Through these relationships, information is transferred
from community -based initiatives to population groups who do not readily engage with public
agencies or utilize services. At this time there are Spanish speaking and English speaking
Playgroups. There is a desire to offer Creole Playgroups in the future.
2) Middle School Prevention - Middle School years are often the turning point for youth. Many
students drop out of school shortly after ninth grade. A spike in discipline incidents occur in the
6th-9th grade years. MYCP believes targeting this age group will provide the youth support to
avoid risky behavior.
Prevention and transition programs are devised specifically by students for students
Application Ref # 2011-JAGC-1477 Section #2 Page 2 of 4
Contract 2011-JAGC-MONR-5-132-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
and target the immediate needs of that population. Most programs are designed by high school
students who have benefited from MYCP?s Leadership programs.
An example is our 8th Grade Transition Program which had been developed to end school
rivalry and bullying for students from middle school as they enter the high school. Youth created
events entice students from all socioeconomic ranges and provide information as to the real
threats of emotional burdens throughout the school including, racism, violence, bullying and
harassment and promote the development of stronger relationships among students and their
peers, family and community.
MYCP signature -programs create alliances for youth with the understanding of the common
challenges they face. MYCP actively searches for students on campus suffering from alienation,
who do not feel connected to the school and work to develop their sense of purpose and
empowerment. Strengthening students? emotional health, redirecting negative factors and
empowering the individuals to overcome obstacles lead to a reduction in risky behavior.
3) High School Leadership Opportunities - High School programs are the primary focus of
MYCP?s daily delivery. One example is the mentoring program. High School youth are trained to
provide effective mentorship which includes tutoring, character development and asset building.
They weekly visit their ?little? and it has a profound impact on not only the elementary aged youth
but also on the mentor. The mentor is expected to keep up their grades, have no discipline
issues, and keep a minimal amount of absences to serve as a mentor. Some of our youth will be
serving as youth mentors who had been mentored by MYCP youth four years ago. Our
elementary students are achieving on standardized tests, have improved attendance and reduced
behavior issues. It increases engagement in the educational experience for all involved.
Another example is their work on violence prevention and service -learning through PeaceJam. It
is lead through a youth board of directors who represent the following groups, Key West High,
Coral Shores High, Island Christian School, Marathon High, Home -Schooled youth and students
from Florida Keys Community College.
They study the PeaceJam curriculum written by 10 of the Nobel Laureates and then teach it
through workshops and presentations to others. They have adopted hunger and youth in poverty
as their platform and have hosted dozens of events to provide aid on a local level.
Significance to the Community - MYCP provides essential, asset building activities for youth in our
community. In this time of economic limitations, as families and agencies are cutting back, these
activities will be more needed than ever. The sheer number of hours and clients that are served
with these funds make every dollar given worthwhile.
Application Ref # 2011-JAGC-1477 Section #2 Page 3 of 4
Contract 2011-JAGC-MONR-5-B2-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Section Questions:
Question: Does the Subgrantee receive a single grant in the amount of $500,000 or more from
the U.S. Department of Justice?
Answer: No
Question: Does the Implementing Agency receive a single grant in the amount of $500,000 or
more from the U.S. Department of Justice?
Answer: No
Application Ref # 2011-JAGC-1477
Section #2 Page 4 of 4
Contract 2011-JAGC-MONR-5-132-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
General Performance Info:
Performance Reporting Frequency: Quarterly
Federal Purpose Area: 003 - Prevention and Education Programs
State Purpose Area: A - State/Local Initiatives - Coordinate/Organize Local Initiatives/State
Initiatives
Activity Description
Activity: Community Service
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School District
Address(es) :
Horace O'Bryant Middle School
1105 Leon Street
Key West , FL 33040
Activity Description
Activity:
Community Leader Meetings
Target Group:
Juveniles - Male or female*
Geographic Area:
Rural
Location Type:
School District
Activity Description
Activity:
Crime Prevention Education
Target Group:
Juveniles - Male or female*
Geographic Area:
Rural
Location Type:
School District
Activity Description
Activity:
Drug Prevention Education
Target Group:
Juveniles - Male or female*
Geographic Area:
Rural
Location Type:
School District
Activity Description
Activity:
Drug Free Events
Application Ref #
2011-JAGC-1477
Contract
2011-JAGC-MONR-5-B2-142
Rule Reference 11 D-9.006
OCJG-005 (rev. April 2005)
Section #3 Page 1 of 4
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School District
Activity Description
Activity: Mentoring
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School District
Activity Description
Activity: Life Skills Training
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School District
Objectives and Measures
Objective: 03.A.DS* - Number of program participants receiving services
Measure: Part 1
Number of program participants to receive services during the grant period
Goal: 4500
Measure: Part 2
Number of program participants to receive services during each reporting period
Goal: 1125
Objective: 06.A.BT* - Number of program participants who completed programming
Measure: Part 1
Number of program participants to complete programming during the grant period
Goal: 4100
Measure: Part 2
Number of program participants who will exit programming during the grant period
(complete or not complete)
Goal: 4500
Application Ref # 2011-JAGC-1477 Section #3 Page 2 of 4
Contract 2011-JAGC-MONR-5-132-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Objective: 58.A.Sl - Number of existing local initiatives
Measure: Part 1
Will this grant continue a local initiative that was begun with any other funding
source, including a prior year's grant?
Goal: Yes
Ref # 2011-JAGC-1477
Section #3 Page 3 of 4
Contract 2011-JAGC-MONR-5-B2-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Section Questions:
Question: If 'other" was selected for the geographic area, please describe.
Answer: NA
Question: If "other" was selected for location type, please describe.
Answer: NA
Application Ref # 2011-JAGC-1477
Section #3 Page 4 of 4
Contract 2011-JAGC-MONR-5-B2-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
General Financial Info:
Note: All financial remittances will be sent to the Chief Financial Officer
of the Subgrantee Organization.
Financial Reporting Frequency for this Subgrant: Quarterly
Is the subgrantee a state agency?: No
FLAIR / Vendor Number: 596000749
Budget:
Budget Category
Federal
Match
Total
Salaries and Benefits
$0.00
$0.00
$0.00
Contractual Services
$38,500.00
$0.00
$38,500.00
Expenses
$0.00
$0.00
$0.00
Operating Capital
$0.00
$0.00
$0.00
Outlay
Indirect Costs
$0.00
$0.00
$0.00
-- Totals --
$38,500.00
$0.00
$38,500.00
Percentage
100.0
0.0
100.0
Project Generated Income:
Will the project earn project generated income (PGI) ? No
Application Ref # 2011-JAGC-1477 Section #4 Page 1 of
Contract 2011-JAGC-MONR-5-132-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Budget Narrative:
Budget Narrative
Contractual Services:
The Monroe Youth Challenge Program will provide 1,925 hours of drug and violence prevention
education programming services to young people in schools throughout Monroe County.
The services will include: substance and crime prevention education workshops and presentation,
drug -free events, community services, leadership training, educational play groups, mentoring and
parenting classes.
Services will be provided 37 hours per week, 52 weeks per year for a total of 1,925 hours during
the grant period. The services will be provided by prevention coordinators.
Unit: 1 hour
Unit cost: $20.00 per unit
Unit cost budget: Substance abuse and crime prevention education and activities
1,925 units @ $20.00 per unit = $38,500
Total Unit Cost Calculation 1,925 hours x $20.00 = $38,500
TOTAL BUDGET: $38,500
Contract:
Monroe County will execute a contract with Be the Change of the Florida Keys, Inc. for the Monroe
Youth Challenge Program VI for the period of Oct 1, 2010 through Sept 30, 2011 to cover the grant
period. A copy of the executed contract will be sent to FDLE.
Application Ref # 2011-JAGC-1477 Section #4 Page 2 of 3
Contract 2011-JAGC-MONR-5-132-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Section Questions:
Question: If salaries and benefits are included in the budget as actual costs for staff in the
implementing agency, is there a net personnel increase, or a continued net personnel
increase from the previous Byrne program?
Answer: NA
Question: If benefits are to be included, are they reflected in the budget narrative?
Answer: NA
Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or
implementing agency, if it is the sheriffs office.
Answer: Monroe County's OCO is $1,000.
Question: If indirect cost is included in the budget, indicate the basis for the plan (e.g. percent of
salaries and benefits), and provide documentation of the appropriate approval of this
plan.
Answer: NA
Question: If the budget includes services based on unit costs, provide a definition and cost for
each service as part of the budget narrative for contractual services. Include the basis
for the unit costs and how recently the basis was established or updated.
Answer: Salary:
Prevention Coordinators/Counselors
$20.00 per hour (no benefits)x 1,925 hours = $38,500
Services will be provided 37 hours per week, 52 weeks per year for a total of
approximately 1,925 hours.
Unit Cost = $20.00 per service hour
Total Budget: $38,500
Total Units: 1,925
Total Cost per Unit: $20.00
This cost was established in June 2010 by contracted service provider.
Application Ref # 2011 -JAGC-1 477 Section #4 Page 3 of 3
Contract 2011-JAGC-MONR-5-B2-142
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Budget Narrative:
Budget Narrative
Contractual Services:
The Monroe Youth Challenge Program will provide 1,925 hours of drug and violence prevention
education programming services to young people in schools throughout Monroe County.
The services will include: substance and crime prevention education workshops and presentation,
drug -free events, community services, leadership training, educational play groups, mentoring and
parenting classes.
Services will be provided 37 hours per week, 52 weeks per year for a total of 1,925 hours during
the grant period. The services will be provided by prevention coordinators.
Unit: 1 hour
Unit cost: $20.00 per unit
Unit cost budget: Substance abuse and crime prevention education and activities
1,925 units @ $20.00 per unit = $38,500
Total Unit Cost Calculation 1,925 hours x $20.00 = $38,500
TOTAL BUDGET: $38,500
Contract:
Monroe County will execute a contract with Monroe County Education Foundation for the Monroe
Youth Challenge Program VI for the period of Oct 1, 2010 through Sept 30, 2011 to cover the grant
period. A copy of the executed contract will be sent to FDLE.
Application Ref # 2011-JAGC-1477
Contract -JAGC-MONR- - -
Section #4 Page 2 of 3
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
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Section Questions:
Question: If salaries and benefits are included in the budget as actual costs for staff in the
implementing agency, is there a net personnel increase, or a continued net personnel
increase from the previous Byrne program?
Answer: NA
Question: If benefits are to be included, are they reflected in the budget narrative?
Answer: NA
Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or
implementing agency, if it is the sheriffs office.
Answer: Monroe County's OCO is $1,000.
Question: If indirect cost is included in the budget, indicate the basis for the plan (e.g. percent of
salaries and benefits), and provide documentation of the appropriate approval of this
plan.
Answer: NA
Question: If the budget includes services based on unit costs, provide a definition and cost for
each service as part of the budget narrative for contractual services. Include the basis
for the unit costs and how recently the basis was established or updated.
Answer: Salary:
Prevention Coordinators/Counselors
$20.00 per hour (no benefits)x 1,925 hours = $38,500
Services will be provided 37 hours per week, 52 weeks per year for a total of
approximately 1,925 hours.
Unit Cost = $20.00 per service hour
Total Budget: $38,500
Total Units: 1,925
Total Cost per Unit: $20.00
This cost was established in June 2010 by contracted service provider.
Application Ref # 2011 -JAGC-1 477 Section #4 Page 3 of 3
Contract 2011-JAGC-MONR-5-B2-
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
Conditions of agreement requiring compliance by units of local government (subgrant recipients),
implementing agencies, and state agencies upon signed acceptance of the subgrant award appear in
this section. Upon approval of this subgrant, the approved application and the following terms of
conditions will become binding. Failure to comply with provisions of this agreement will result in
required corrective action up to and including project costs being disallowed and termination of the
project, as specified in item 17 of this section.
All Subgrant Recipients must comply with the financial and administrative requirements set
forth in the current edition of the U.S. Department of Justice, Office of Justice Programs
(OJP) Financial Guide (Financial Guide)(http://www.oip.usdoi.gov/financiaiguide/index.htm)
and the Edward Byrne Memorial Justice Assistance Grant (JAG) program guidance
(http:/twww.oip.usdoi.gov/BJA/-qranViag.htmi) as well as Federal statutes, regulations,
policies, guidelines and requirements and Florida laws and regulations including but not
limited to:
• Florida Administrative Code, Chapter 1113-9, "Edward Byrne Memorial State and Local
Law Enforcement Assistance Formula Grant Program": hops://www.firules.org
Office of Management and Budget (OMB) Circulars: http://www.whitehouse.gov/omb/circulars
o A-21 (2 CFR 220), "Cost Principles for Educational Institutions"
o A-87 (2 CFR 225), "Cost Principles for State, Local and Indian Tribal Governments"
o A-102, "Grants and Cooperative Agreements with State and Local Governments"
o A-110 (2 CFR 215), "Uniform Administrative Requirements for Grants and
Cooperative Agreements"
o A-122 (2 CFR 230), "Cost Principles for Non -Profit Organizations"
o A-133, "Audits of States, Local Governments, and Non -Profit Organizations"
• Code of Federal Regulations: http://www.-qpoaccess.-govlcfr/index.htmi
o 28 CFR 38, "Equal Treatment for Faith -Based Organizations"
o 28 CFR 66, "U.S. Department of Justice Common Rule for State And Local
Governments" (Common Rule)
o 28 CFR 83, "Government -Wide Requirements for Drug -Free Workplace (Grants)"
o 28 CFR 18, 22, 23, 30, 35, 42, 61, and 63
• Public Law 109-162, Title XI —Department of Justice Reauthorization, Subtitle B—
Improving the Department of Justice's Grant Programs, Chapter 1—Assisting Law
Enforcement and Criminal Justice Agencies, Sec. 1111. Merger of Byrne Grant Program
and Local Law Enforcement Block Grant Program:
http://www.oip.usdoo.gov/BJA/grant/iag.htmi
• United States Code: http://www.gpoaccess.gov/uscode/index.htmi
o 42 U.S.C. 3711 et seq., "Omnibus Crime Control and Safe Streets Act of 1968"
2. Allowable Costs
a. Allowance for costs incurred under the subgrant shall be determined according to the general
principles and standards for selected cost items set forth in the Office of Justice Programs
Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments
and federal OMB Circular A-87, "Cost Principles for State, Local and Indian Tribal
Governments," or OMB Circular A-21, "Cost Principles for Educational Institutions."
b. All procedures employed in the use of federal funds for any procurement shall be according
SFY 2011 Page 1
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
to U.S. Department of Justice Common Rule for State and Local Governments, or OMB
Circular A-110, or OMB Circular A-102, and Florida law to be eligible for reimbursement.
3. Reports
a. Project Performance Reports
(1) Reporting Time Frames:The subgrant recipient shall submit Quarterly Project
Performance Reports to the Florida Department of Law Enforcement, hereafter known as
the Department, within 15 days after the end of the reporting period. In addition, if the
subgrant award period is extended beyond the "original" project period, additional
Quarterly Project Performance Reports shall be submitted.
Failure to submit Quarterly Performance Reports that are complete, accurate, and timely
may result in sanctions, as specified in item 17, Performance of Agreement Provisions.
(2) Report Contents: Performance reports must include a response to all objectives included
in your subgrant. A detailed response is required in the narrative portion for yes/no
performance objectives. The narrative must also reflect on accomplishments for the
quarter and identify problems with project implementation and address actions being
taken to resolve the problems.
b. Financial Reports
(1) Project Expenditure Reports
(a) The subgrant recipient shall have a choice of submitting either a Monthly or a
Quarterly Project Expenditure Report to the Department. Project Expenditure
Reports are due thirty-one (31) days after the end of the reporting period. In addition,
if the subgrant award period is extended, additional Project Expenditure Reports shall
be submitted. Project Expenditure Reports for grants made under the Recovery Act
must be submitted monthly. See the Recovery Act Conditions for additional
information.
(b) All project expenditures for reimbursement of subgrant recipient costs shall be
submitted on the Project Expenditure Report Forms prescribed and provided by the
Office of Criminal Justice Grants (OCJG) through the Subgrant Information
Management ON -line (SIMON) system.
(c) All Project Expenditure Reports shall be submitted in sufficient detail for proper pre -
audit and post -audit.
(d) Before the "final" Project Expenditure Report will be processed, the subgrant
recipient must submit to the Department all outstanding project reports and must
have satisfied all special conditions. Failure to comply with the above provisions
shall result in forfeiture of reimbursement.
(e) Reports are to be submitted even when no reimbursement is being requested.
(2) The Financial Closeout Documentation shall be submitted to the Department within forty-
five (45) days of the subgrant termination date.
(3) If applicable, the subgrant recipient shall submit Quarterly Project Generated Income
Reports to the Department within 31 days after the end of the reporting period covering
subgrant project generated income and expenditures during the previous quarter. If any
PGI remains unspent after the subgrant ends, the subgrant recipient must continue
SFY 2011 Page 2
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
submitting quarterly PGI reports until all funds are expended. (See Item 10, Program
Income.)
c. Other Reports
The recipient shall report to the Uniform Crime Report and other reports as may be
reasonably required by the Department.
4. Fiscal Control and Fund Accounting Procedures
a. The subgrant recipient shall establish fiscal control and fund accounting procedures that
assure proper disbursement and accounting of subgrant funds and required non-federal
expenditures. All funds spent on this project shall be disbursed according to provisions of the
project budget as approved by the Department.
b. All expenditures and cost accounting of funds shall conform to the Office of Justice Programs
Financial Guide, the Common Rule, and OMB Circulars A-21, A-87, and A-110, or A-102 as
applicable, in their entirety.
c. All funds not spent according to this agreement shall be subject to repayment by the subgrant
recipient.
5. Payment Contingent on Appropriation and Available Funds
The State of Florida's performance and obligation to pay under this agreement is contingent upon
an annual appropriation by the Florida Legislature. Furthermore, the obligation of the State of
Florida to reimburse subgrant recipients for incurred costs is subject to available federal funds.
6. Obligation of Subgrant Recipient Funds
Subgrant funds shall not under any circumstances be obligated prior to the effective date or
subsequent to the termination date of the subgrant period. Only project costs incurred on or after
the effective date and on or prior to the termination date of the subgrant recipient's project are
eligible for reimbursement.
7. Advance Funding
Advance funding shall be provided to a subgrant recipient upon a written request to the
Department.
8. Trust Funds
a. The unit of local government must establish a trust fund in which to deposit JAG funds.
The trust fund may or may not be an interest bearing account.
b. The account may earn interest, but any earned interest must be used for program purposes
and expended before the subgrant end date. Any unexpended interest remaining at the
end of the subgrant period must be submitted to the Office of Criminal Justice Grants for
transmittal to the Bureau of Justice Assistance.
Travel and Training
The cost of all travel shall be reimbursed according to the subgrant recipient's written travel
policy. If the subgrant recipient does not have a written travel policy, cost of all travel will be
reimbursed according to § 112.061, Fla. Stat.
SFY 2011 Page 3
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
10. Program Income (also known as Project Generated Income)
a. All income generated as a direct result of a subgrant project shall be deemed program
income.
b. Any project that will potentially earn PGI must submit an Earnings and Expenditures Report
to report how much PGI was earned during each quarter. A report must be submitted each
quarter even if no PGI was earned or expended.
c. PGI expenditures require prior written approval from the Office of Criminal Justice Grants.
Program income must be used for the purposes of and under the conditions applicable to
the award. If the cost is allowable under the Federal grant program, then the cost would be
allowable using program income.
d. Program income should be used as earned and expended as soon as possible. Any
unexpended PGI remaining at the end of the Federal grant period must be submitted to the
Office of Criminal Justice Grants for transmittal to the Bureau of Justice Assistance.
11. Approval of Consultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment
of a consultant when the consultant's rate exceeds $450 (excluding travel and subsistence costs)
for an eight -hour day. Approval shall be based upon the contract's compliance with requirements
found in the Financial Guide, the Common Rule, and in applicable state statutes. The
Department's approval of the subgrant recipient agreement does not constitute approval of
consultant contracts. If consultants are hired through a competitive bidding process (not sole
source), the $450 threshold does not apply.
12. Property Accountability
a. The subgrant recipient agrees to use all non -expendable property for criminal justice
purposes during its useful life or dispose of it pursuant to § 274, Fla. Stat.
b. The subgrant recipient shall establish and administer a system to protect, preserve, use,
maintain and dispose of any property furnished to it by the Department or purchased
pursuant to this agreement according to federal property management standards set forth in
the Office of Justice Programs Financial Guide, U.S. Department of Justice Common Rule for
State and Local Governments or the federal OMB Circular A-110 or A-102, as applicable.
This obligation continues as long as the subgrant recipient retains the property,
notwithstanding expiration of this agreement.
13. Ownership of Data and Creative Material
Ownership of material, discoveries, inventions, and results developed, produced, or discovered
subordinate to this agreement is governed by the terms of the Office of Justice Programs
Financial Guide (as amended), and the U.S. Department of Justice Common Rule for State and
Local Governments, or the federal OMB Circular A-110 or A-102, as applicable.
14. Copyright
The awarding agency reserves a royalty -free non-exclusive, and irrevocable license to reproduce,
publish, or otherwise use, and authorize others to use, for Federal government purposes:
a. The copyright in any work developed under an award or subaward, and
SFY 2011 Page 4
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
'b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership
with support funded under this grant agreement.
15. Publication or Printing of Reports
The subgrant recipient shall submit for review and approval one copy of any curricula, training
materials, or any other written materials that will be published, including web -based materials and
web site content, through funds from this grant at least thirty (30) days prior to the targeted
dissemination date.
All materials publicizing or resulting from award activities shall contain the following statements:
"This project was supported by Award No. [contact the Office of Criminal Justice Grants for award
number] awarded by the Bureau of Justice Assistance, Office of Justice Programs. The opinions,
findings, and conclusions or recommendations expressed in this publication/program/exhibition
are those of the author(s) and do not necessarily reflect the views of the Department of Justice."
16. Audit
a. Subgrant recipients that expend $500,000 or more in a year in Federal awards shall have a
single or program -specific audit conducted for that year. The audit shall be performed in
accordance with the federal OMB Circular A-133 and other applicable federal law. The
contract for this agreement shall be identified in the Schedule of Federal Financial Assistance
in the subject audit. The contract shall be identified as federal funds passed through the
Florida Department of Law Enforcement and include the contract number, CFDA number,
award amount, contract period, funds received and disbursed. When applicable, the
subgrant recipient shall submit an annual financial audit that meets the requirements of §
11.45, Fla. Stat. , "Definitions; duties; authorities; reports; rules."; § 215.97, Fla. Stat. ,
"Florida Single Audit Act"; and Rules of the Auditor General, Chapter 10.550, "Local
Governmental Entity Audits" and Chapter 10.650, "Florida Single Audit Act Audits Nonprofit
and For -Profit Organizations."
A complete audit report that covers any portion of the effective dates of this agreement must
be submitted within 30 days after its completion, but no later than nine (9) months after the
audit period. In order to be complete, the submitted report shall include any management
letters issued separately and management's written response to all findings, both audit report
and management letter findings. Incomplete audit reports will not be accepted by the
Department.
c. The subgrant recipient shall have all audits completed by an Independent Public Accountant
(IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant.
d. The subgrant recipient shall take appropriate corrective action within six (6) months of the
issue date of the audit report in instances of noncompliance with federal laws and
regulations.
e. The subgrant recipient shall ensure that audit working papers are made available to the
Department, or its designee, upon request for a period of three (3) years from the date the
audit report is issued, unless extended in writing by the Department.
f. Subgrant recipients that expend less than $500,000 in Federal awards during a fiscal year
are exempt from the audit requirements of OMB Circular A-133 for that fiscal year. In this
case, written notification, which can be in the form of the "Certification of Audit Exemption"
form, shall be provided to the Department by the Chief Financial Officer, or designee, that the
subgrant recipient is exempt. This notice shall be provided to the Department no later than
March 1 following the end of the fiscal year.
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g. If this agreement is closed out without an audit, the Department reserves the right to recover
any disallowed costs identified in an audit completed after such closeout.
h. The completed audit report or written notification of audit exemption should be sent to the
following address:
Florida Department of Law Enforcement
Office of Criminal Justice Grants
2331 Phillips Road
Tallahassee, Florida 32308
17. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the
subgrant recipient, the subgrant recipient's consultants and suppliers, or both, the Department
shall impose sanctions it deems appropriate including withholding payments and cancellation,
termination, or suspension of the agreement in whole or in part. In such event, the Department
shall notify the subgrant recipient of its decision thirty (30) days in advance of the effective date of
such sanction. The subgrant recipient shall be paid only for those services satisfactorily
performed prior to the effective date of such sanction.
18. Commencement of Project
a. If a project is not operational within 60 days of the original start date of the award period, the
subrecipient must report by letter to the Department the steps taken to initiate the project, the
reasons for delay, and the expected start date.
b. If a project is not operational within 90 days of the original start date of the award period, the
subrecipient must submit a second statement to the Department explaining the
implementation delay.
c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for
delay is justified or shall, at its discretion, unilaterally terminate this agreement and re -
obligate subgrant funds to other Department approved projects. The Department, where
warranted by extenuating circumstances, may extend the starting date of the project past the
ninety (90) day period, but only by formal written adjustment to this agreement.
19. Excusable Delays
a. Except with respect to defaults of consultants, the subgrant recipient shall not be in default by
reason of any failure in performance of this agreement according to its terms (including any
failure by the subgrant recipient to make progress in the execution of work hereunder which
endangers such performance) if such failure arises out of causes beyond the control and
without the fault or negligence of the subgrant recipient. Such causes include, but are not
limited to, acts of God or of the public enemy, acts of the government in either its sovereign
or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight
embargoes, and unusually severe weather, but in every case, the failure to perform shall be
beyond the control and without the fault or negligence of the subgrant recipient.
b. If failure to perform is caused by failure of a consultant to perform or make progress, and if
such failure arises out of causes beyond the control of subgrant recipient and consultant, and
without fault or negligence of either of them, the subgrant recipient shall not be deemed in
default, unless:
(1) Supplies or services to be furnished by the consultant were obtainable from other
sources,
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(2) The Department ordered the subgrant recipient in writing to procure such supplies or
services from other sources, and
(3) The subgrant recipient failed to reasonably comply with such order.
c. Upon request of the subgrant recipient, the Department shall ascertain the facts and the
extent of such failure, and if the Department determines that any failure to perform was
occasioned by one or more said causes, the delivery schedule shall be revised accordingly.
20. Written Approval of Changes in this Approved Agreement
a. Subgrant recipients must obtain prior approval from the Department for major substantive
changes such as changes in project activities, target populations, service providers,
implementation schedules, project director, and designs or research plans set forth in the
approved agreement and for any budget changes that will transfer more than 10% of the total
budget between budget categories.
b. Subgrant recipients may transfer up to 10% of the total budget between current, approved
budget categories without prior approval as long as the funds are transferred to an existing
line item
c. Under no circumstances can transfers of funds increase the total budgeted award.
21. Disputes and Appeals
a. The Department shall make its decision in writing when responding to any disputes,
disagreements, or questions of fact arising under this agreement and shall distribute its
response to all concerned parties. The subgrant recipient shall proceed diligently with the
performance of this agreement according to the Department's decision.
b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in
writing within twenty-one (21) calendar days to the Department's clerk (agency clerk). The
subgrant recipient's right to appeal the Department's decision is contained in § 120, Fla. Stat.,
and in procedures set forth in Rule 28-106.104, Florida Administrative Code. Failure to
appeal within this time frame constitutes a waiver of proceedings under § 120, Fla. Stat.
22. Conferences and Inspection of Work
Conferences may be held at the request of any party to this agreement. At any time, a
representative of the Department, of the U.S. Department of Justice, or the Auditor General of the
State of Florida, have the right of visiting the project site to monitor, inspect and assess work
performed under this agreement.
23. Access To Records
a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S.
Department of Justice, the U.S. Comptroller General or any of their duly authorized
representatives, shall have access to books, documents, papers and records of the subgrant
recipient, implementing agency and contractors for the purpose of audit and examination
according to the Financial Guide and the Common Rule.
b. The Department reserves the right to unilaterally terminate this agreement if the subgrant
recipient, implementing agency, or contractor refuses to allow public access to all documents,
papers, letters, or other materials subject to provisions of § 119, Fla. Stat. , and
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made or received by the subgrant recipient or its contractor in conjunction with this
agreement.
c. The subgrant recipient will give the awarding agency or the General Accounting Office,
through any authorized representative, access to and the right to examine all paper or
electronic records related to the financial assistance.
24. Retention of Records
The subgrant recipient shall maintain all records and documents for a minimum of three (3) years
from the date of the final financial statement and be available for audit and public disclosure upon
request of duly authorized persons.
25. Signature Authority
The Subgrant Recipient Authorizing Official or Designated Representative and the Implementing
Agency Official, Administrator or Designated Representative, who sign the Signature Page, have
the authority to request changes to the approved agreement. The prior mentioned individuals
have authority to sign or make amendments to the Sole Source, ADP Justification and the
Privacy Certification forms. The Project Director has authority to submit requests for approval of
specific travel, and Performance Reports, with the exception of the Financial and Closeout
Package, which also requires the signature by the Chief Financial Officer of the Subgrant
Recipient or authorized designee.
26. Delegation of Signature Authority
When the authorized official of a subgrant recipient or the implementing agency designates some
other person signature authority for him/her, the chief officer or elected official must submit to the
Department a letter or resolution indicating the person given signature authority. The letter
indicating delegation of signature authority must be signed by the chief officer or elected official
and the person receiving signature authority. The letter must also specify the authority being
delegated.
27. Personnel Changes
Upon implementation of the project, in the event there is a change in Chief Executive Officers for
the Subgrant recipient or Implementing Agency, Project Director, or Contact Person, the
Department must be notified in writing with documentation to include appropriate signatures.
28. Background Check
Whenever a background screening for employment or a background security check is required by
law for employment, unless otherwise provided by law, the provisions of § 435, Fla. Stat. shall
apply.
All positions in programs providing care to children, the developmentally disabled, or
vulnerable adults for 15 hours or more per week; all permanent and temporary employee
positions of the central abuse hotline; and all persons working under contract who have
access to abuse records are deemed to be persons and positions of special trust or
responsibility and require employment screening pursuant to § 435, Fla. Stat., using the level
2 standards set forth in that chapter.
b. All employees in positions designated by law as positions of trust or responsibility shall be
required to undergo security background investigations as a condition of employment and
continued employment. For the purposes of the subsection, security background
investigations shall include, but not be limited to, employment history checks, fingerprinting
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for all purposes and checks in this subsection, statewide criminal and juvenile records checks
through the Florida Department of Law Enforcement, and federal criminal records checks
through the Federal Bureau of Investigation, and may include local criminal records checks
through local law enforcement agencies.
(1) Any person who is required to undergo such a security background investigation and
who refuses to cooperate in such investigation or refuses to submit fingerprints shall be
disqualified for employment in such position or, if employed, shall be dismissed.
(2) Such background investigations shall be conducted at the expense of the employing
agency or employee. When fingerprinting is required, the fingerprints of the employee
or applicant for employment shall be taken by the employing agency or by an
authorized law enforcement officer and submitted to the Department of Law
Enforcement for processing and forwarding, when requested by the employing agency,
to the United States Department of Justice for processing. The employing agency shall
reimburse the Department of Law Enforcement for any costs incurred by it in the
processing of the fingerprints.
29. Drug Court Projects
A Drug Court Project must comply with § 397.334, Fla. Stat., "Treatment -Based Drug Court
Programs."
30. Overtime for Law Enforcement Personnel
Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S.
Department of Justice encourages consultation with all allied components of the criminal justice
system in the affected jurisdiction. The purpose of this consultation is to anticipate and plan for
systemic impacts such as increased court dockets and the need for detention space.
31. Criminal Intelligence System
The subgrant recipient agrees that any information technology system funded or supported by the
Office of Justice Programs funds will comply with 28 C.F.R. Part 23, Criminal Intelligence
Systems Operating Policies, if the Office of Justice Programs determines this regulation to be
applicable. Should the Office of Justice Programs determine 28 C.F.R. Part 23 to be applicable,
the Office of Justice Programs may, at its discretion, perform audits of the system, as per 28
C.F.R. 23.20(g). Should any violation of 28 C.F.R. Part 23 occur, the recipient may be fined as
per 42 U.S.C. 3789g(c)-(d). Recipient may not satisfy such a fine with federal funds.
32. Confidential Funds
A signed certification that the project director or the head of the Implementing Agency has read,
understands, and agrees to abide by all of the conditions for confidential funds as set forth in the
effective edition of the Office of Justice Programs Financial Guide is required from all projects
that are involved with confidential funds. The signed certification must be submitted at the time of
grant application.
33. Equal Employment Opportunity (EEO)
a. Federal laws prohibit recipients of financial assistance from discriminating on the basis of
race, color, national origin, religion, sex, disability, or age in funded programs or activities. All
subgrant recipients and implementing agencies must comply with any applicable statutorily -
imposed nondiscrimination requirements, which may include the Omnibus Crime Control and
Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42 U.S.C. §
10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. §
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5672(b)); the Civil Rights Act of 1964 (42 U.S.C. § 2000d); the Rehabilitation Act of 1973 (29
U.S.C. § 7 94); the Americans with Disabilities Act of 1990 (42 U.S.C. § 12131-34); the
Education Amendments of 1972 (20 U.S.C. §§1681, 1683, 1685-86); the Age Discrimination
Act of 1975 (42 U.S.C. §§ 6101-07); and Department of Justice Non -Discrimination
Regulations 28 CFR Part 42; see Ex. Order 13279 (equal protection of the laws for faith -
based and community organizations).
b. A subgrant recipient or implementing agency must develop an EEO Plan if it has 50 or more
employees and it has received any single award of $25,000 or more from the Department of
Justice. The plan must be prepared using the on-line short form at
http://www.oip.usdoi.gov/about/ocr/eeop comply.htm, must be retained by the subgrant
recipient or implementing agency, and must be available for review or audit. The
organization must also submit an EEO Certification to FDLE.
c. If the subgrant recipient or implementing agency is required to prepare an EEO Plan and has
received any single award of $500,000 or more from the Department of Justice, it must
submit its plan to the Department of Justice for approval. A copy of the Department of
Justice approval letter must be submitted to FDLE. The approval letter expires two years
from the date of the letter.
d. A subgrant recipient or implementing agency is exempt from the EEO Plan requirement if it is
has fewer than 50 employees or if it does not receive any single award of $25,000 or more
from the Department of Justice or if it is a nonprofit organization, a medical or educational
institution, or an Indian Tribe. If an organization is exempt from the EEO Plan requirement, it
must submit an EEO Certification to FDLE.
e. The subgrant recipient and implementing agency acknowledge that failure to comply with
EEO Requirements within 60 days of the project start date may result in suspension or
termination of funding, until such time as it is in compliance.
f. In the event a Federal or State court of Federal or State administrative agency makes a
finding of discrimination after a due process hearing on the grounds of race, color, religion,
national origin, sex, or disability against a recipient of funds, the recipient will forward a copy
of the finding to the Office for Civil Rights, Office of Justice Programs.
34. Americans with Disabilities Act
Subgrant recipients must comply with the requirements of the Americans with Disabilities Act
(ADA), Public Law 101-336, which prohibits discrimination by public and private entities on the
basis of disability and requires certain accommodations be made with regard to employment
(Title 1), state and local government services and transportation (Title II), public accommodations
(Title III), and telecommunications (Title IV).
35. Immigration and Nationality Act
No public funds will intentionally be awarded to any contractor who knowingly employs
unauthorized alien workers, constituting a violation of the employment provisions contained in 8
U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The
Department shall consider the employment by any contractor of unauthorized aliens a violation of
Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment
provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of
this contract by the Department.
36. National Environmental Policy Act (NEPA)
a. The subgrant recipient agrees to assist FDLE in complying with the NEPA, the National
Historic Preservation Act, and other related federal environmental impact analyses
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requirements in the use of subgrant funds by the subgrant recipient. This applies to the
following new activities whether or not they are being specifically funded with these subgrant
funds. That is, it applies as long as the activity is being conducted by the subgrant recipient
or any third party and the activity needs to be undertaken in order to use these subgrant
funds,
(1) New construction;
(2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on
the National Register of Historic Places or (b) located within a 100-year flood plain;
(3) A renovation, lease, or any other proposed use of a building or facility that will either (a)
result in a change in its basic prior use or (b) significantly change its size; and
(4) Implementation of a new program involving the use of chemicals other than chemicals
that are (a) purchased as an incidental component of a funded activity and (b)
traditionally used, for example, in office, household, recreational, or educational
environments.
(5) Implementation of a program relating to clandestine methamphetamine laboratory
operations, including the identification, seizure, or closure of clandestine
methamphetamine laboratories.
b. The subgrant recipient understands and agrees that complying with NEPA may require the
preparation of an Environmental Assessment and/or an Environmental Impact Statement, as
directed by the Bureau of Justice Assistance. The subgrant recipient further understands and
agrees to the requirements for implementation of a Mitigation Plan, as detailed by the
Department of Justice, for programs relating to methamphetamine laboratory operations.
c. For any of a subgrant recipient's existing programs or activities that will be funded by these
subgrants, the subgrant recipient, upon specific request from the Department and the U.S.
Department of Justice, agrees to cooperate with the Department of Justice in any preparation
by Department of Justice of a national or program environmental assessment of that funded
program or activity.
37. Non -Procurement, Debarment and Suspension
The subgrant recipient agrees to comply with Executive Order 12549, Debarment and
Suspension and 2 CFR 180, "OMB Guidelines To Agencies On Governmentwide Debarment And
Suspension (Nonprocurement)" These procedures require the subgrant recipient to certify it shall
not enter into any lower tiered covered transaction with a person who is debarred, suspended,
declared ineligible or is voluntarily excluded from participating in this covered transaction, unless
authorized by the Department. If the subgrant is $100,000 or more, the subgrant recipient and
implementing agency certify that they and their principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded
from covered transactions by any Federal department or agency;
Have not within a three-year period preceding this application been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (Federal, State, or local)
transaction or contract under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
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c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (Federal, State, or local) with commission of any of the offenses enumerated in
paragraph (1)(b) of this certification; and
d. Have not within a three-year period preceding this application had one or more public
transactions (Federal, State, or local) terminated for cause or default.
38. Federal Restrictions on Lobbying
a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on
Lobbying" and shall file the most current edition of the Certification And Disclosure Form, if
applicable, with each submission that initiates consideration of such subgrant recipient for
award of federal contract, grant, or cooperative agreement of $100,000 or more.
b. This certification is a material representation of fact upon which reliance was placed when
this agreement was made. Submission of this certification is a prerequisite to entering into
this agreement subject to conditions and penalties imposed by 31 USC 1352. Any person
who fails to file the required certification is subject to a civil penalty of not less than $10,000
and not more than $100,000 for each failure to file.
c. As required by 31 USC 1352, and implemented at 28 CFR 69, for persons entering into a
grant or cooperative agreement over $100,000, as defined at 28 CFR 69, the applicant
certifies that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with the making of any Federal
grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal grant or cooperative agreement;
(2) If any funds other than Federal appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with this Federal grant or cooperative agreement,
the undersigned shall complete and submit Standard Form - LLL, "Disclosure of
Lobbying Activities," in accordance with its instructions;
(3) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subgrants, contracts under
grants and cooperative agreements, and subcontracts) and that all sub -recipients shall
certify and disclose accordingly.
39. State Restrictions on Lobbying
In addition to the provisions contained in Item 39, above, the expenditure of funds for the purpose
of lobbying the legislature or a state agency is prohibited under this contract.
40. Additional Restrictions on Lobbying
Recipient understands and agrees that it cannot use any federal funds, either directly or
indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or
policy, at any level of government, without the express prior written approval of the Office of
Justice Programs.
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41. "Pay — to — Stay"
Funds from this award may not be used to operate a "pay -to -stay" program in any local jail.
Furthermore, no funds may be given to local jails that operate "pay -to -stay" programs. "Local
jail," as referenced in this condition, means an adult facility or detention center owned and/or
operated by city, county, or municipality. It does not include juvenile detention centers. "Pay -to -
stay" programs as referenced in this condition, means a program by which extraordinary services,
amenities and/or accommodations, not otherwise available to the general inmate population, may
be provided, based upon as offender's apparent ability to pay, such that disparate conditions of
confinement are created for the same or similar offenders within a jurisdiction.
42. Mitigation of Health, Safety and Environmental risks dealing with Clandestine
Methamphetamine Laboratories
If an award is made to support methamphetamine laboratory operations the subgrant recipient
must comply with this condition, which provides for individual site environmental
assessment/impact statements as required under the National Environmental Policy Act.
a. General Requirement: The subgrant recipient agrees to comply with Federal, State, and
local environmental, health and safety laws and regulations applicable to the investigation
and closure of clandestine methamphetamine laboratories and the removal and disposal of
the chemicals, equipment, and wastes used in or resulting from the operation of these
laboratories.
b. Specific Requirements: The subgrant recipient understands and agrees that any program or
initiative involving the identification, seizure, or closure of clandestine methamphetamine
laboratories can result in adverse health, safety and environmental impacts to (1) the law
enforcement and other governmental personnel involved; (2) any residents, occupants,
users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory
site's immediate and surrounding environment of the site(s) where any remaining chemicals,
equipment, and waste from a seized laboratory's operations are placed or come to rest.
Therefore, the subgrant recipient further agrees that in order to avoid or mitigate the possible
adverse health, safety and environmental impacts from any of clandestine
methamphetamine operations funded under this award, it will (1) include the nine, below
listed protective measures or components; (2) provide for their adequate funding to include
funding, as necessary, beyond that provided by this award; and (3) implement these
protective measures directly throughout the life of the subgrant. In so doing, the subgrant
recipient understands that it may implement these protective measures directly through the
use of its own resources and staff or may secure the qualified services of other agencies,
contractor or other qualified third party.
(1) Provide medical screening of personnel assigned or to be assigned by the subgrant
recipient to the seizure or closure if of clandestine methamphetamine laboratories;
(2) Provide Occupational Safety and Health Administration (OSHA) required initial and
refresher training for law enforcement officials and other personnel assigned by the
subgrant recipient to either the seizure or closure of clandestine methamphetamine
laboratories;
(3) As determined by their specific duties, equip personnel assigned to the project with
OSHA required protective wear and other required safety equipment;
(4) Assign properly trained personnel to prepare a comprehensive contamination report on
each closed laboratory;
(5) Employ qualified disposal contractors to remove all chemicals and associated
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glassware, equipment, and contaminated materials and wastes from the site(s) of each
seized clandestine laboratory;
(6) Dispose of the chemicals, equipment, and contaminated materials and wastes removed
from the sites of seized laboratories at properly licensed disposal facilities or, when
allowable, properly licensed recycling facilities;
(7) Monitor the transport, disposal, and recycling components of subparagraphs 5 and 6
immediately above in order to ensure proper compliance;
(8) Have in place and implement an inter -agency agreement or other form of commitment
with a responsible State environmental agency that provides for that agency's (i) timely
evaluation of the environmental conditions at and around the site of a closed clandestine
laboratory and (ii) coordination with the responsible party, property owner, or others to
ensure that any residual contamination is remediated, if necessary, and in accordance
with existing State and Federal requirements; and
(9) Have in place and implement a written agreement with the responsible state or local
service agencies to properly respond to any minor, as defined by state law, at the site.
This agreement must ensure immediate response by qualified personnel who can (i)
respond to the potential health needs of any minor at the site; (ii) take that minor into
protective custody unless the minor is criminally involved in the meth lab activities or is
subject to arrest for other criminal violations; (iii) ensure immediate medical testing for
methamphetamine toxicity; and (iv) arrange for any follow-up medical tests,
examinations, or health care made necessary as a result of methamphetamine toxicity.
43. Limited English Proficiency (LEP)
In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of
1964, 42 U.S.C. § 2000d, recipients of Federal financial assistance must take reasonable steps to
provide meaningful access to their programs and activities for persons with LEP. For more
information on the civil rights responsibilities that recipients have in providing language services
to LEP individuals, please see the website at http://www.lep.gov.
44. The Coastal Barrier Resources Act
The subgrant recipient will comply and assure the compliance of all contractors with the
provisions of the Coastal Barrier Resources Act (P.L. 97-348) dated October 19, 1982 (16 USC
3501 et seq.) which prohibits the expenditure of most new Federal funds within the units of the
Coastal Barrier Resources System.
45. Enhancement of Security
If funds are used for enhancing security, the subgrant recipient agrees to:
a. Have an adequate process to assess the impact of any enhancement of a school security
measure that is undertaken on the incidence of crime in the geographic area where the
enhancement is undertaken.
b. Conduct such an assessment with respect to each such enhancement; and, submit to the
Department the aforementioned assessment in its Final Program Report.
46. Environmental Protection Agency's (EPA) list of Violating Facilities
The subgrant recipient assures that the facilities under its ownership, lease or supervision which
shall be utilized in the accomplishment of the Program Purpose are not listed on the EPA's list of
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Violating Facilities and that it will notify the Department of the receipt of any communication from
the Director of the EPA Office of Federal Activities indicating that a facility to be used in the
project is under consideration for listing by the EPA.
47. Flood Disaster Protection Act
The subgrant recipient will comply with Section 102(a) of the Flood Disaster Protection Act of
1973, Public Law 93-234, 87 Stat. 975, requiring that the purchase of flood insurance in
communities where such insurance is available as a condition of the receipt of any federal
financial assistance for construction or acquisition purposes for use in any area that has been
identified as an area having special flood hazards.
48. National Historic Preservation Act
It will assist the Department (if necessary) in assuring compliance with section 106 of the National
Historic Preservation Act of 1966 (16 U.S.C. § 470), Ex. Order 11593 (identification and
protection of historic properties), the Archeological and Historical Preservation Act of 1974 (16
U.S.C. § 469 a-1 et seq.), and the National Environmental Policy Act of 1969 (42 U.S.C. § 4321).
49. Omnibus Crime Control and Safe Streets Act
The subgrant recipient will comply and assure the compliance of all contractors, with the
applicable provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as
amended; the Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act; as
appropriate; the provisions of the current edition of the Office of Justice Program Financial and
Administrative Guide for Grants; and all other applicable State and Federal laws, orders,
circulars, or regulations.
50. Human Research Subjects
Grantee agrees to comply with the requirements of 28 C.F.R. part 46 and all Office of Justice
Programs policies and procedures regarding the protection of human research subjects, including
obtainment of Institutional Review Board approval, if appropriate, and subject informed consent.
51. National Information Exchange Model specifications
To support public safety and justice information sharing, the Office of Justice Programs requires
the grantee to use the National Information Exchange Model (NIEM) specifications and guidelines
for this particular grant. Grantee shall publish and make available without restriction all schemas
generated as a result of this grant to the component registry as specified in the guidelines. For
more information on compliance with this condition, visit
http://www.niem.gov/implementationquide.php.
52. Reporting, Data Collection and Evaluation
The subgrant recipient agrees to comply with all reporting, data collection and evaluation
requirements, as prescribed by the Bureau of Justice Assistance in the program guidance for the
Justice Assistance Grant (JAG). Compliance with these requirements will be monitored by the
Bureau of Justice Assistance.
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53. Privacy Certification
The subgrant recipient agrees to comply with all confidentiality requirements of 42 U.S.C. section
3789g and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or
information. Grantee further agrees, as a condition of grant approval, to submit a Privacy
Certificate that is in accord with requirements of 28 C. F.R. Part 22 and, in particular, section
22.23.
54. State Information Technology Point of Contact
The subgrant recipient agrees to ensure that the State Information Technology Point of Contact
receives written notification regarding any information technology project funded by this grant
during the obligation and expenditures period. This is to facilitate communication among local
and state governmental entities regarding various information technology projects being
conducted with these grant funds. In addition, the recipient agrees to maintain an administrative
file documenting the meeting of this requirement. For a list of State Information Technology
Points of Contact, go to http://www.it.oip.gov/default.aspx?area=policyAndPractice&paqe=1046.
55. Interstate Connectivity
To avoid duplicating existing networks or IT systems in any initiatives funded by the Bureau of
Justice Assistance for law enforcement information sharing systems which involve interstate
connectivity between jurisdictions, such systems shall employ, to the extent possible, existing
networks as the communication backbone to achieve interstate connectivity, unless the subgrant
recipient can demonstrate to the satisfaction of the Bureau of Justice Assistance that this
requirement would not be cost effective or would impair the functionality of an existing or
proposed IT system.
56. Supplanting
The subgrant recipient agrees that funds received under this award will not be used to supplant
State or local funds, but will be used to increase the amounts of such funds that would, in the
absence of Federal funds, be made available for law enforcement activities.
57. Conflict of Interest
The subgrant recipient and implementing agency will establish safeguards to prohibit employees
from using their positions for a purpose that constitutes or presents the appearance of personal or
organizational conflict of interest, or personal gain.
58. Uniform Relocation Assistance and Real Property Acquisitions Act
The subgrant recipient will comply with the requirements of the Uniform Relocation Assistance
and Real Property Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which govern the
treatment of persons displaced as a result of federal and federally -assisted programs.
59. Limitations on Government Employees Financed by Federal Assistance
The subgrant recipient will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-28,
which limit certain political activities of State or local government employees whose principal
employment is in connection with an activity financed in whole or in part by federal assistance.
60. Equal Treatment for Faith Based Organizations
The grantee agrees to comply with the applicable requirements of 28 C.F.R. Part 38, the
Department of Justice regulation governing "Equal Treatment for Faith Based Organizations" (the
SFY 2011 Page 16
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
"Equal Treatment Regulation"). The Equal Treatment Regulation provides in part that
Department of Justice grant awards of direct funding may not be used to fund any inherently
religious activities, such as worship, religious instruction, or prose lytization. Recipients of direct
grants may still engage in inherently religious activities, but such activities must be separate in
time or place from the Department of Justice funded program, and participation in such activities
by individuals receiving services from the grantee or a sub -grantee must be voluntary. The Equal
Treatment Regulation also makes clear that organizations participating in programs directly
funded by the Department of Justice are not permitted to discriminate in the provision of services
on the basis of a beneficiary's religion. Notwithstanding any other special condition of this award,
faith based organizations may, in some circumstances, consider religion as a basis for
employment. See http://www,oip.gov/about/ocr/equal fbo.htm.
61. Certification for Employees Working Solely on a Single Federal Award
Any project staff that are fully funded by the grant must certify that they worked solely on the
grant. The certification must be prepared at least semi annually and must be signed by the
employee and by a supervisory official having first hand knowledge of the work performed by the
employee.
62. Reporting Potential Fraud, Waste, Abuse, and Similar Misconduct
The subgrant recipient must promptly refer to the Florida Department of Law Enforcement, Office
of Criminal Justice Grants any credible evidence that a principal, employee, agent, contractor,
subcontractor, or other person has either 1) submitted a false claim for grant funds under the
False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of
interest, bribery, gratuity, or similar misconduct involving grant funds
63. Task Force Training Requirement
The subgrant recipient agrees that within 120 days of award, for any law enforcement task force
funded with these funds, the task force commander, agency executive, task force officers, and
other task force members of equivalent rank, will complete required online (internet-based) task
force training to be provided free of charge through BJA's Center for Task Force Integrity and
Leadership. This training will address task force effectiveness as well as other key issues
including privacy and civil liberties/rights, task force performance measurement, personnel
selection, and task force oversight and accountability. Additional information will be provided by
BJA regarding the required training and access methods via BJA's web site and the Center for
Task Force Integrity and Leadership (www.ctfli.org).
SFY 2011 Page 17
RESOLUTION NO.-� ' - 2010
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY,
FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FISCAL YEAR 2011
EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM
WHEREAS, the Florida Department of Law Enforcement has announced the
funding for Fiscal Year 2011 Edward Byrne Memorial Justice Assistance Grant (JAG)
Program; and
WHEREAS, the Monroe County Board of Commissioners agrees to serve as the
coordinating unit of government in the preparation of the grant proposals and in the
distribution of funds allocated to Monroe County in the amount of $132,959 with no
cash match; and
WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with
concern given to the County's current drug control efforts, has recommended certain
programs receive funding to provide the community with activities focused on drug and
alcohol education, prevention, rehabilitation, and treatment; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
1. The Board of County Commissioners concurs with the Monroe County
Substance Abuse Policy Advisory Board's recommendations; and that
2. The County Administrator is hereby authorized to sign and submit the
application packet for the Fiscal Year 2011 grant funds to the Florida
Department of Law Enforcement Edward Byrne Memorial Justice Assistance
Grant (JAG) Program; and that
3. This resolution shall become effective immediately upon adoption by the
Board of County Commissioners and execution by the Presiding Officer and
Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of MonroQ Count
--,
Florida, at a regular meeting of said Board held
on the 21st day of July, A.D �2d.t.
G
;
rr►
cr
Mayor Murphy
YesCD
Mayor Pro Tern Carruthers
Yes
ry
Commissioner Neugent
Yes
Commissioner DiGennaro
Yes =
o
Commissioner Wigington
Yes
Pi
(Seal) Monro
ounty Bo f issioners
Attest: � • CUY� """
Clerk of Court
MONRO OU �TTORN EY
APP V - AS TO FORM:
I RISTINE M. LIMBERT-BARROWS
ASSISTANT. COUNTY ATTORNEY
CERTIFICATION FORM
Recipient Name and Address: Monroe County Board of County Commissioners
Grant Title: Monroe Youth Challenge Program VI Grant Number: 2011 -JAGC-1 477 Award Amount: $ 38,500
Contact Person Name and Title: Lisa Tennyson, Grants Administrator Phone Number: (305) 292-4444
Federal regulations require recipients of financial assistance from the Office of Justice Programs (OJP), its component agencies, and the
Office of Community Oriented Policing Services (COPS) to prepare, maintain on file, submit to OJP for review, and implement an Equal
Employment Opportunity Plan (EEOP) in accordance with 28 CTA §§ 42.301-.308. The regulations exempt some recipients from all of
the EEOP requirements. Other recipients, according to the regulations, must prepare, maintain on file and implement an EEOP, but they
do not need to submit the EEOP to OJP for review. Recipients that claim a complete exemption from the EEOP requirement must
complete Section A below. Recipients that claim the limited exemption from the submission requirement, must complete Section B
below. A recipient should complete either Section A or Section B, not both. If a recipient receives multiple OJP or COPS grants,
please complete a form for each grant, ensuring that any ESOP recipient certifies as completed and on file (if applicable) has been
prepared within two years of the latest grant. Please send the completed form(s) to the Office for Civil Rights, Office of Justice Programs,
U.S. Department of Justice, 810 7a' Street, N.W., Washington, D.C. 20531. For assistance in completing this form, please call (202)307-
0690 or TTY (202) 307-2027.
Section A- Declaration Claiming Complete Exemption from the EEOP Requirement. Please check all the boxes that
app ly.
❑ Recipient has less than 50 employees, ❑ Recipient is an Indian tribe,
❑ Recipient is a non-profit organization, ❑ Recipient is an educational institution, or
❑ Recipient is a medical institution, ❑ Recipient is receiving an award less than $25,000
I, [responsible official], certify that
[recipient] is not required to
prepare an EEOP for the reason(s) checked above, pursuant to 28 C.F.R §42.302. I further certify that
[recipients will comply with applicable Federal civil rights
laws that prohibit discrimination in employment and in the delivery of services.
Print or type Name and Title Signature Date
Section B- Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an
EEOP Is on File for Review.
If a recipient agency has 50 or more employees and is receiving a single award or subaward for $25,000 or more, but less than $500,000,
then the recipient agency does not have to submit an EEOP to OJP for review as long as it certifies the following (42 C.F.R. § 42.305):
1, Roman Gastesi, Jr., County Administrator [responsible official], certify that
the Monroe County Board of County Commissioners [recipient],which has 50 or more
employees and is receiving a single award or subaward for $25,000 or more, but less than $500,000, has formulated an
EEOP in accordance with 28 CFR §42.301, et seq., subpart E. I further certify that the EEOP has been formulated and
signed into effect within the past two years by the proper authority and that it is available for review. The EEOP is on file in
the office of: Calvin Allen, EEO Officer, Monroe County BOCC [organizations,
at 1100 Simonton Street, Key west, Florida 33040 laddressi,for review by the public and
employees or for review or audit by officials of the relevant state planning a cy or the Office for Civil Rights, Office of
Justice Programs, U. S. Department of Justice, as required by relevan s d re o s.,
Roman Gastesi, Jr., County Administrator ( 7/21/10
Print or type Name and Title ignature Date
OMB Approval No. 1121-0140 Expiration Date: 01/31/06
Application for Funding Assistance
Florida Department ofLaw Enforcement
JueUcaAooiotonmsGnant-County-wide
|nwitness whereof, the parties affirm they each have read and agree tothe conditions set
forth in this agreement, have read and understand the agreement in its entirety and have
executed this agreement by their duty authorized officers on the date, month and year set
out below.
Corrections onthis page, hnoud0mgStrikwmverm, '
whiteout, etc. are not acceptable. �
State oVFlorida '
Department of Law Enforcement
Office of Criminal Justice Grants
Typed Name and Title: __IiDil ?A r,01111&6'_�
Date:
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Lj
Typed Name of S rant Recipient: n C-D
Signature: C.D
Av
Typed Name 4and itle: gZ CD
Implementing Agency
Official, Administrator or Designated Representative
IV
Type Name of I 0�/Iem ting Agen fy: l t _Ij
Signatu
Typed, ame Title:
Contract -JA8C'M0NR'''
Rule Reference I Io'suusocua-0nn(rev. Anmcoo5)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
In witness whereof, the parties affirm they each have read and agree to the conditions set
forth in this agreement, have read and understand the agreement in its entirety and have
executed this agreement by their duty authorized officers on the date, month and year set
out below.
Corrections on this page, including Strikeovers,
whiteout, etc. are not acceptable.
State of Florida
Department of Law Enforcement
Office of Criminal Justice Grants
J
Signature:
Typed Name and Title: -, -:� ; . O;
Date: 9- oZ9 —10 O
Subgrant Recipient ^�
Authorizing Official of Governmental Unit Z
(Commission Chairman, Mayor, or Designated Representative)
cL
Typed Name of S rant.�Recipien :/�'-C e � v �
Sig
Typ
Date: _j' (� 2-1, , L 0 i _-)
Implementing Agency
Official, Administrator or Designated Representative
Typed Wme of Impl entinAAgency: 1�1111 A +-, 6 C-ec
Signature: ...�..,�
Typed Name and tle:
Date:
i,ti� U'�- r, � I y . l,11 � (�GV
2-1 1 ZC I v
Application Ref # 2011-JAGC-1477 t Section #6 Page 1 of 1
Contract -JAGC-MONR- - -
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
f
In witness whereof, the parties affirm they each have read and agree to the conditions set
forth in this agreement, have read and understand the agreement in its entirety and have
executed this agreement by their duty authorized officers on the date, month and year set
out below.
Corrections on this page, including Strikeovers,
whiteout, etc. are not acceptable.
State of Florida
Department of Law Enforcement
Office of Criminal Justice Grants
Signature:
Typed Name and Title:
Date: - 4 9 — f o
_.1
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Typed Name of Su rant
SignatZe
Typed an itle:
Date:
Typed
Signat
Typed
e
Date:
titoA'
Cl fr 3 uCC
/,-/IG1yEV
Implementing Agency
Official, Administrator or Designated Representative
14 ► 4tip
Application Ref # 2011-JAGC-1477 Section #6 Page 1 of 1
Contract -JAGC-MONR- - -
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)