Resolution 588-2002
OMB/Grants
RESOLUTION NO. 588 - 2002
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 FY02/03 RESIDENTIAL
SUBSTANCE ABUSE TREATMENT FOR PRISONERS HELD IN LOCAL
CORRECTIONAL FACILITIES GRANT PROGRAM
WHEREAS, the Florida Department of Law Enforcement has announced the FY02/03
funding cycle of the Residential Substance Abuse Treatment Grant Program; and
WHEREAS, the Monroe County Board of Commissioners wishes to continue the
residential treatment program currently in place at the Monroe County Detention Center, using
funds allocated to Monroe County in an amount not to exceed one-hundred, fifty-thousand and
no/toO (150,000.00) dollars plus a 25% cash match requirement not to exceed fifty-thousand and
no/toO (50,000.00) dollars, now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA, that:
1. The County Administrator is hereby authorized to sign and submit the application
packet for the FY02/03 grant funds to the Florida Department of Law Enforcement
Residential Substance Abuse Treatment Grant Program; and that
2. 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 Monroe County, Florida,
at a regular meeting of said Board held on the 18th day of December, A.D., 2002.
Mayor Dixie Spehar
Mayor ProTem Nelson
Commissioner McCoy
Commissioner Neugent
Commissioner Rice
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Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
TABLE OF CONTENTS
Section 1
Frequently Asked Questions............................................................................,..,..,..,.................., Page 2
Section 2 - General Information
Identifier Data.,..,..........,...................,..,..,..,..,..,..,..,..,..,..,.....,........,..,..,...................~................ Page 8
Purpose of NFA............,................,..,.................,..,..,..,.....,..,.., ....., ..~.. .. ..~. ..tt.... ................. Page 8
Introduction to RSA T ................................................................ .t~'" .0 ... ~ .. .\r.... ................ Page 8
NFA Administration..................,..............................................., "W" ..........................,.......... Page 9
Section 3 - General Instructions
General Instructions for Preparation of Subgrant Applications.................................................... Page 13
Application Req uest Form.,.....................................................................................................,.. Page 15
Section 4 - Subgrant Application Package Instructions
A. Names and Addresses.,...................................................................,..,.....,..,.....,..,..,............ Page 16
B. Administrative Data.......................,........,.....,................................,..,.....,.................,..,......... Page 16
C. Fiscal Data.......................................,..,..,..,..,..,.............................,..,..,...........,.....,..,..,......... Page 16
D. Program Data..................................,..,........,..,.............................,.....,..............,.....,............ Page 17
E. Program Description/Objectives.,.....,..,..,..,..,..,..........................,..,..,..,..,..............,..,............ Page 17
F. Project Budget Schedule/Narrative.....,..,..,..,..,..,..,............... .....,..,........,............... ............... Page 17
G. Acceptance and Agreement.......,..,..,..,.....,..,..,..,..,....................,..........................,.....,......... Page 21
H. Signature Page.........,................,..,..,..,..,..,..,..,..,..,..,........,........,..,..........................,............ Page 21
Special Requirements......................,..,..,..,..,..,..,..,..,..,.....,.................,..,.......................,..,........ Page 21
Section 5 - Application for Funding Assistance
A. Application Information..........................,..,.................................... ...........,...........,..,..,......... Page 23
B. Administrative Data......,......................,.....,...................................,..,.................,.. ................ Page 25
C. Fiscal Data........,.......................................................................................,..,..,..,..,............... Page 25
D. Program Data...,.............,..................................................................................................,.. Page 26
E. Program Description/Objectives......................................................................................,..... Page 27
F. Project Budget Schedule/Narrative.................................................................................,..... Page 30
G. Acceptance and Agreement..,................................,.....,..,..,..,..,.....,.............................,........ Page 32
H. Signature Page.......,.............,..,.............................,..,..,..,..,..,..,..,..,..........................,..,........ Page 42
Section 6 - Special Requirements
Eq ual Employment Opportunity Certification............................................................................... Page 43
Automated Data Processing (ADP) Equipment Form ................................................................. Page 45
Sole Source Justification for Services and Equipment ................................................................ Page 47
Certifications Regarding Lobbying; Debarment, Suspension, And Other Responsibility Matters;
and Drug-Free Workplace Requirements.............................................................................. Page 49
Section 7 - Miscellaneous Samples
Minimum Data Requirement,.................................................................................................. .... Page 51
Subgrant Application Evaluation Score Sheet......................................................................,...... Page 52
SFY 2003 Subgrant Application Package
Table of Contents
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
Residential Substance Abuse Treatment
for
Local Correctional Facilities
Frequently Asked Questions
The following are answers to frequently asked questions related to the Residential Substance
Abuse Treatment (RSAT) for Prisoners Held in Local Correctional Facilities Program currently
being implemented by the Florida Department of Law Enforcement. Most of the questions have
been raised by officials in State offices which are responsible for administration of this federally
funded grant program. This document provides guidance regarding the program provisions and
requirements.
PURPOSE
Question:
Answer:
ELIGIBILITY
Question:
Answer:
What is the purpose of the RSA T for Local Corrections Prisoners Program?
The purpose of the program is to assist units of local government to develop and
implement residential substance abuse treatment programs in local correctional
and detention facilities in which prisoners are incarcerated for a period of time
sufficient to permit substance abuse treatment.
Who is eligible to apply?
Eligible applicants include a Board of County Commissioners and Chairman or
designated representative thereof representing a county in the State of Florida.
AVAILABLE FUNDING
Question:
Answer:
What amount of funds is available to support RSAT programs and for what
period of time is it available?
A total of $1,500,000 is available to fund RSAT programs. The maximum
amount of federal funds awarded per subgrant will not exceed $150,000 for a
grant period projected to begin not before February 15, 2002, and to run through
February 14, 2004. Subject to fund availability, models which are successfully
implemented will be eligible to receive another award in an equal amount for an
additional 12 months.
SFY 2003 SubQrant Application PackaQe
Section 1
Page 2
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
MATCHING FUND REQUIREMENT
Question:
Is there a matching fund requirement?
Answer:
Yes. The federal share of the program may not exceed 75 percent of the total
program. The 25 percent matching fund requirement must be in the form of a
cash match. Cash match is defined as cash spent for project-related costs which
are allowable applications of federal funds. Federal funds may not be used as
match.
PROGRAM DEVELOPMENT AND DESIGN
Question:
What are the basic program design requirements?
Answer:
Programs shall:
· Last between six and 12 months. Each offender with a substance abuse
problem must participate in the program for not less than six nor more than 12
months, unless he or she drops out or is terminated;
· Be provided in residential treatment facilities set apart from the general
correctional population (totally separate facilities or a dedicated housing unit
within a facility exclusively for use by program participants); kitchen and
recreational facilities may be shared with the general correctional population,
but offenders served under these programs must otherwise be separated;
· Focus on the substance abuse problems of the inmate;
· Develop the inmate's cognitive, behavioral, social, vocational, and other skills
to solve the substance abuse and related problems; and,
· Have in place and continue to require or agree to implement urinalysis and/or
other proven reliable forms of drug and alcohol testing of individuals assigned
to residential substance abuse treatment programs in correctional facilities.
The applicant must include a description in the subgrant application of its
current drug testing program, the number of offenders tested, and plans to
expand or continue these programs.
Question:
Will funding preference be given to program models meeting enhanced
requirements?
Answer:
Yes. Funding preference will be given to programs which:
· Feature individualized treatment plans incorporating aftercare services.
· Exhibit linkages to aftercare services. Linkages shall be evidenced by Letters
of Intent drawn-up on aftercare agency letterhead and signed by authorized
representatives. Subgrant applications with letters which clearly indicate that
RSA T graduates will be given priority-access to aftercare services will receive
SFY 2003 Subgrant Application Package
Page 3
Section 1
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Answer:
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Answer:
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Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
additional preference.
· Provide residential treatment facilities that are totallv secarate from the
general correctional population (programs which share kitchen and
recreational facilities with the general correctional population will not receive
preference).
· Are new programs, Le., the subgrant application must state that the program is
a new program and indicate that residential substance abuse treatment
services will not be available in the planned area of service unless the
subgrant application is awarded. The subgrant application must clearly
indicate that the proposed program does not represent an enhancement or
expansion of a pre-existing program in order to receive preference.
Can the program be designed to last less than six months?
No. Federal statutes require that the program last between six and 12 months.
A subgrant-funded program should accept inmates who can participate in the
residential phase of the program for at least six months.
Can inmates participate in the program for longer than twelve months?
No. Studies have shown that the effectiveness of a residential treatment
program begins to decrease if the offender remains in the program too long. This
is not to suggest that offenders will not require additional treatment and support
after the residential portion of the program. The program should be designed with
at least two phases, Le., the grant-supported residential phase, followed by an
intensive and comprehensive aftercare program which is not grant-supported.
Can funds be used to treat offenders who abuse alcohol?
Yes. Substance abuse refers to both alcohol and drug abuse.
Must the program be located within a jail?
No. Residential treatment may be provided in conventional jail facilities, as well
as boot camps, halfway houses, residential community corrections programs,
and other similar types of residential correctional facilities.
Can the program be designed to provide, for example, three months of
residential treatment in an institution and the balance in a residential
correctional facility, such as a halfway house, in the community?
Yes, as long as the residential portion of the program lasts between six and
twelve months. If the program is split, the two residential components must be
coordinated to provide a continuity of services. An aftercare component should
still be available to provide treatment services and support to the offenders after
release from the community residential component.
SFY 2003 Subgrant Application Package
Section 1
Page 4
Question:
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AFTERCARE
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Answer:
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Answer:
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Answer:
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
The treatment facility must be set apart or totally separate from the general
correctional population. What does "set apart" or "totally separate" mean?
"Set apart" and "totally separate" mean a building, component, or dedicated
housing unit within a correctional facility that is exclusively for use by program
participants. It should have a dedicated space for housing and for program
activities. Program participants may share facilities with the general population
for meals, recreation, general education and other activities.
May grant funds be used to pay for aftercare services?
No. Grant funds may only be used for the residential portion of a treatment
program.
Guidelines indicate that preference will be given to applicants that provide
aftercare services to program participants. Does this mean that programs
without an aftercare component could be funded?
Yes. However, the State is required to give preference to programs which
provide aftercare because research indicates that such programs are much more
effective if aftercare services are provided.
If an offender is returned to the general population after completing the
residential substance abuse program, can we provide aftercare within the
facility?
Aftercare refers to nonresidential community-based services, including treatment,
support, and monitoring of the offender, which follows release from the
residential treatment program. Generally, offenders should be placed in a
residential treatment program during the last six to twelve months of their
sentence in a residential facility so that they can be released directly into a
community-based aftercare program. If an offender is returned to the general
population, he or she should be provided with support services within the
institution and should be placed in an aftercare program when returned to the
community.
PROGRAM PARTICIPANTS
Question:
Answer:
Question:
Can grant funds be used to provide substance abuse treatment in juvenile
facilities?
Yes.
Must an offender be sentenced to jail to qualify for participation in a grant-
funded treatment program?
SFY 2003 SubQrant Application PackaQe
Section 1
Page 5
Answer:
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Answer:
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Answer:
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Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
No. The offender must be sentenced to or held in a residential facility operated
by a local correctional agency. The facility may be an institution, such as a jailor
boot camp, or in the community, such as a halfway house or a community
corrections program.
Can the courts sentence directly to a community-based residential
treatment program?
Grant funds may be used to support residential substance abuse treatment
programs in correctional facilities which serve as an alternative to incarceration
and accept offenders directly from the courts.
Can grant funds be used to establish a community-based residential
treatment program which serves as an intermediate sanction for probation
or parole violators rather than returning them to prison?
Yes, as long as the program meets the other basic required criteria.
Can grant funds be used to buy slots or pay for services for offenders in a
private treatment facility?
No. The program must be in a correctional facility.
Could a correctional facility use grant funds to contract with a private entity
to provide services within a correctional facility?
Yes.
DRUG AND ALCOHOL TESTING REQUIREMENT
Question:
Answer:
Question:
Answer:
Each grant recipient must have in place and continue to require or agree to
implement urinalysis and/or other proven reliable forms of drug and
alcohol testing of individuals assigned to residential substance abuse
programs in correctional facilities. Does this apply to all of the grant
recipient's residential substance abuse treatment programs or only those
that are grant funded?
Although grant recipients are encouraged to test individuals in all corrections
substance abuse treatment programs, this requirement only applies to grant-
funded activities.
May grant funds be used to implement the drug testing requirement?
Yes, but only the costs associated with testing offenders while in the grant-
funded program may be paid with grant funds.
SFY 2003 Subgrant Application Package
Page 6
Section 1
SUPPLANTING
Question:
Answer:
Question:
Answer:
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
May grant funds be used to expand or enhance an existing residential
substance abuse treatment program?
Yes. Grant funds may be used for the expanded or enhanced portion of an
existing program. However, grant funds may not be used to supplant or replace
existing non-federal funds.
Can the residential substance abuse treatment program funds be used to
continue a program currently funded by another federal grant program?
Yes. Although the intent of this program is to increase the availability of
treatment programs for offenders, these funds could be used to continue a
program currently funded by another federal grant program. However, the rules
related to supplanting would apply to the continuation of programs currently
funded with state or local funds. Programs initiated with other federal funds must
meet or be modified to meet the requirements for this program.
ADMINISTRATION
Question:
Answer:
Question:
Answer:
Will subgrant recipients receive funding in a lump sum or the normal
advance/reimbursement method?
Subgrant recipients will receive funding via the advance/reimbursement method.
What are allowable costs?
Allowable costs are those which are directly associated with the provision of
treatment services. Allowable costs are governed according to "General
Principals of Allowability and Standards for Selected Cost Items" set forth in the
United States Bureau of Justice Assistance Office of Justice Programs' Financial
Guide (as amended) and federal Office of Management and Budget's (OMB)
Circular No. A-8?, "Cost Principles for State and Local Governments."
SFY 2003 SubQrant Application PackaQe
Section 1
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Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
GENERAL INFORMATION
~~Nt~~~f(pAtA
Solicitation Type:
Notice of Funding Availability (NFA)
Date of Issuance:
October 11, 2002
Issuing Office:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
PURPOSE OF NFA
The purpose of this NFA is to solicit subgrant applications from units of local government (hereafter referred to as
"applicants") to fund programs providing residential substance abuse treatment services to offenders held in local
correctional facilities who have at least six and no more than 12 months of their sentence left to serve.
For the purposes of this NFA, the term applicant means a Board of County Commissioners and Chairman or
designated representative thereof representing a county in the State of Florida and of which is submitting a
subgrant application in response to this NFA.
INTRODUCTION TO RSA T
The Florida Department of Law Enforcement (hereafter referred to as "FDLE") has been designated to administer
the Residential Substance Abuse Treatment for State Prisoners (RSAT) Formula Grant Program as authorized by
Title I of the Omnibus Crime Control and Safe Streets Act (42 U.S.C, 3711 et seq,), as amended by the Violent
Crime Control and Law Enforcement Act of 1994, (Pub. L. 103-322, 42 U.S.C., Section 3796 ff-Residential
Substance Abuse Treatment for State Prisoners.) The amendment authorized the award of formula grants for
substance abuse treatment programs in State and local correctional facilities, The purpose of the RSAT program
is to assist states and units of local government to develop and implement residential substance abuse treatment
programs within state and local correctional and detention facilities in which prisoners are incarcerated for a
period of time sufficient to permit substance abuse treatment.
Eligible Recipients: Funds specified for programs under this NFA will be awarded only to County Boards of
Commissioners within the State of Florida.
Fund Availability: The funds available under this NFA total $1,500,000. The maximum award of federal funds
per subgrant will total $150,000, The initial award will be in effect until February 14, 2004, and will be eligible to
be renewed in an equal amount for up to twelve additional months subject to the satisfactory performance of the
programs with regard to administrative, programmatic, and performance requirements, as well as the continued
availability of funds awarded to the State of Florida by the United States Department of Justice and the
appropriation of funds for these purposes by the State Legislature. The FDLE reserves the right to offer an award
of an amount less than requested to ensure that a maximum number of programs are implemented and that
available funds are used optimally in doing so. Failure to expend total awarded funds during the grant period may
result in a reduction of award during the subsequent fiscal periods. Programs cannot be supported with RSA T
funds for longer than 24 months in total.
Federal Fund Limitation: The federal share of a grant-funded program may not exceed seventy-five percent
(75%) of the total program.
Matching Fund Requirement: The RSAT Program has a twenty-five percent (25%) matching funds
requirement. Matching funds must be in the form of cash, Cash match is defined as cash spent for project-
related costs which are allowable applications of federal funds, Federal funds may not be used as match.
SFY 2003 SubQrant Application PackaQe
Page 8
Section 2
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
RSAT Program Design Requirements: RSAT grant funds may be used to implement residential substance
abuse programs that provide individual and group treatment activities for offenders in residential facilities
operated by local correctional agencies. These programs shall:
· Last between six and 12 months, Each offender must participate in the program for not less than six nor
more than 12 months, unless he or she drops out or is terminated;
· Be provided in residential treatment facilities set apart from the general correctional population (totally
separate facilities or a dedicated housing unit within a facility exclusively for use by program participants);
kitchen and recreational facilities may be shared with the general correctional population, but offenders
served under these programs must otherwise be separated;
· Focus on the substance abuse problems of the inmate;
· Develop the inmate's cognitive, behavioral, social, vocational, and other skills to solve the substance abuse
and related problems; and,
· Have in place and continue to require or agree to implement urinalysis and/or other proven reliable forms of
drug and alcohol testing of individuals assigned to residential substance abuse treatment programs in
correctional facilities. The applicant must include a description in the subgrant application of its current drug
testing program, the number of offenders tested, the frequency with which they are tested, and plans to
expand or continue these programs,
Guidelines for Use of RSAT Funds: Allowable costs are those which are directly associated with the provision
of treatment services, RSAT grant funds may not be used to supplant existing state or local criminal justice funds,
Le.; any expenditures must increase the existing amount of funds available for eligible activities.
Minimum Data Reporting Requirements: Applicants receiving awards under this NFA will be required to meet
the minimum data requirements specified in Attachment C -Sample Minimum Date Reporting Requirements.
Additional quantitative and qualitative reporting, including quarterly and annual/final project progress reports, will
be required.
National Evaluation Requirement: All recipients of grant funds must agree to participate in national evaluation
studies conducted by the National Institute of Justice.
NFA ADMINISTRATION
Obtaining a Subgrant Application: Interested applicants may request an electronic copy of the Subgrant
Application Package, including the EEO Program Certification Letters, the Sole Source Justification for Services
and Equipment, and the ADP Equipment Form. The electronic copy is available in a Microsoft Word for Windows
'97 format. To receive an electronic copy, simply mail, fax or e-mail your request to the address indicated below,
The files will be copied onto the diskette and mailed back to the return address indicated. The electronic copy
may be requested using the Florida Department of Law Enforcement's electronic mail system, which can be
accessed via the Internet. Direct your e-mail request to the attention of Susan Adams at
susanadams@fdle,state.fl.us, A faxed request should be submitted to (850) 410-8727. Clearly indicate which
agency is submitting the request and include the name and phone number of a contact person should it become
necessary to contact your agency, An e-mail copy of the files will be dispatched as soon as possible. A return e-
mail address is required only if you require the files to be sent to a location other than the one from which the
request originated.
SFY 2003 Subgrant Application Package
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Section 2
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
NFA Solicitation Schedule: The following schedule is anticipated for all actions relevant to this NFA.
Activity
Closing date for receipt of subgrant applications
Anticipated effective date of initial subgrant
Anticipated termination date of initial subgrant
Date & Time
December 16, 2002, 5 pm EST
February 15, 2003
February 14, 2004
FDLE reserves the right to revise the NFA Solicitation Schedule provided above.
Applicant Questions: Basic information will be available by phone. Any information received through oral
communication shall not be binding, shall not be relied upon by any prospective applicant, or serve to support an
applicant in protest of awards made under this solicitation. No inquiries, oral or written, will be answered in
writing. The individual specified below is also the official FDLE contact person for applicants.
Mary Owen, Planning Manager
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Telephone: 850/410-8700
FAX: 850/410-8727
maryowen@fdle.state,f1.us
Limited Number of Subgrant Applications: Each applicant shall submit no more than one subgrant
application.
Modification and/or Withdrawal of Subgrant Applications: Any modification of a subgrant application, except
a modification resulting from a request of the FDLE, must be received at the address listed below and must be
received on or before the date and time they are due. An applicant may not modify a subgrant application after
the closing date for receipt. An applicant may submit a written request to withdraw a subgrant application at any
time. Mistakes in arithmetic, extension of cost estimates or pricing may be corrected by the FDLE.
Date, Time and Place Subgrant Applications are Due: Subgrant applications must be received at the FDLE
by December 16, 2002, no later than 5:00 p.m. Eastern Standard Time and addressed as follows:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
A TTN: RSA T Application Enclosed
Post Office Box 1489
Tallahassee, Florida 32308
Acceptance of Subgrant Applications: It is the applicant's liability to assure that subgrant applications are
delivered at the proper time and place as referenced above. Subgrant applications or other filings must be
submitted in hard-copy form. Submissions by telephone, telegraph, facsimile, diskette or other electronic media
will not be accepted. Subgrant applications received after the exact time and date specified above for receipt will
not be considered.
Notice of Award: All applicants selected for award will receive written notification within ten workings days of the
date award decisions are made. All applicants not selected for award will receive written notification within ten
working days of the date award decisions are made.
Appeals: All applicants have the right to an administrative proceeding pursuant to Chapter 120, F.S.
SFY 2003 SubQrant Application PackaQe
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Section 2
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
Ownership of Material/Public Records: All material submitted in response to this NFA will become the property
of the FDLE and subject to the provisions of Chapter 119, F.S, All such material becomes a public document,
including material that an applicant may consider a trade secret or otherwise confidential. Any claim of
confidentiality is waived upon submission,
Disclosures: Information will be disclosed to applicants in accordance with State statutes and rules applicable to
this solicitation after evaluations are complete.
Cost of Subgrant Application Preparation: Any and all costs for preparing a subgrant application in response
to this NFA shall be borne by the applicant. The FDLE shall provide no reimbursement for such costs.
Contracting Officer: The contracting officer is responsible for enforcing performance of contract terms and
conditions, The contracting officer, once the subgrant applications are awarded, will execute subgrants with the
winning proposers, if any, on behalf of FDLE. The contracting officer for this NFA is:
Mr. Clayton H. Wilder
Community Program Administrator
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Post Office Box 1489
Tallahassee, Florida 32308
Subgrant Application Evaluation & Scoring Criteria: Subgrant application evaluation and scoring will be
based upon the following criteria:
1. General Criteria
· Subgrant applications should be submitted in the most favorable manner, in conformance with the
requirements and instructions of this NFA. All subgrant applications properly submitted will be
accepted by FDLE. FDLE reserves the right however, to reject any or all subgrant applications
received, or cancel this NFA, according to the best interests of the State of Florida. FDLE reserves
the riaht to make final selections without further discussion of the subarant aoolications submitted.
· A non-responsive subgrant application shall include, but not be limited to, those that: 1) are irregular
or are not in conformance with the requirements and instructions contained herein; 2) have improper
or undated signatures; 3) fail to utilize or complete prescribed forms; 4) are conditional subgrant
applications; 5) are incomplete subgrant applications; 6) propose to use federal funds to supplant
state or local funds; 7) propose to use federal funds that may be received in this process as matching
funds to apply for or receive other federal funds; 8) are not received on or before the closing deadline;
9) propose a program that cannot be completed, will require additional funding to implement, or
cannot be implemented for any reason.
The responsiveness of a subgrant application shall be determined based upon the documents
submitted with the subgrant application. A non-responsive subgrant application will not be
considered.
· FDLE may waive minor irregularities, as the term is defined in Rule 60A-1.002(10), FAC., in the
subgrant applications received where such are merely a matter of form and not substance, and the
corrections of such are not prejudicial to other applicants. Variations which are not minor shall not be
waived.
2. Program-Specific Criteria: The only programs that FDLE will fund through this solicitation will be those
that target previously unserved or under-served populations and incorporate the elements of program
design specified in the "Introduction to RSAT" section of this NFA.
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Section 2
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
3. Criteria Warranting Preference: Preference will be given to subgrant applications proposing program
models that:
· Feature individualized treatment plans incorporating aftercare services,
· Exhibit linkages to aftercare services, Linkages shall be evidenced by Letters of Intent written on
aftercare agency letterhead and signed by authorized representatives. Subgrant applications with
letters that clearly indicate that RSAT graduates will be given priority-access to aftercare services will
receive additional preference.
· Provide residential treatment facilities that are totallv separate from the general correctional
population (programs which share kitchen and recreational facilities with the general correctional
population will not receive preference),
· Are new programs, Le., the subgrant application must state that the program is a new program and
indicate that residential substance abuse treatment services will not be available in the planned area
of service unless the subgrant application is awarded. The subgrant application must clearly indicate
that the proposed program does not represent an enhancement or expansion of a pre-existing
program in order to receive preference.
4. Additional Criteria: Program models must include the goal to become self-sufficient within two years.
The goal must be supported by specific measurable objectives and include a narrative describing the
strategy which will be utilized to accomplish them. An objective specifying that data collection and
reporting will meet the requirements specified in the NFA and attachments should be included. Personnel
needs and qualifications should be adequately described and appropriate, The qualification and years of
experience of proposed service providers should be provided, The budget should include costs that are
allowable and clearly related to the residential substance abuse service program, Line items should be
supported by adequate detail, with justification. Supporting documentation including an Automated Data
Processing Equipment Form and Sole Source Justification for Services and Equipment should be
provided if applicable. The minimum match requirement must be met.
5. Scoring of Subgrant Applications: Each subgrant application will be reviewed by a committee of at
least three (3) members with knowledge relative to the U,S. Department of Justice, Residential Substance
Abuse Treatment for State Prisoners Program requirements. Each subgrant application will be evaluated
and scored using the criteria contained in this NFA and specified in Attachment D - Sample Evaluation
Score Sheet. Total point scores for each subgrant application shall be calculated by the committee in
determining recommended awards,
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Florida Department of Law Enforcement
GENERAL INSTRUCTIONS FOR PREPARATION OF
SUBGRANTAPPLICATIONS
Any and all information submitted in variance with these instructions will not be reviewed or evaluated.
The instructions for this NFA have been designed to help insure that all subgrant applications are reviewed and
evaluated in a consistent manner, as well as to minimize costs and response time.
Each subgrant application shall consist of the following sections:
1. Transmittal Letter: The application must be transmitted under a one-page transmittal letter signed by
the authorized representative of the Subgrantee. The transmittal letter must be drawn upon the agency
letterhead of the Subgrantee and must be an original signature copy.
2. Subgrant Application: The subgrant application shall be prepared utilizing the Attachment B - Subgrant
Application Package. Applicants must follow the Subgrant Application Package Instructions
included at the back of Attachment B.
· Each applicant shall limit the subgrant application to no more than the pages provided in Attachment
B, with the exception that "Section E - Program Description/Objectives" and "Section F - Project
Budget Narrative" may use continuation pages as necessary, up to a maximum of ten pages for each
Section. If the specified page limit for either section is exceeded, the extra pages for that section may
not be reviewed.
· Section E - Program Description/Objectives must incorporate an executive-style summary (one page
maximum.) The executive style summary is not included in the oreviouslv mentioned oaae-Iimitation.
· Any photos, maps, diagrams, charts or other non-text material which provides information about the
proposed program, with regard to a given component of the subgrant application, shall be included in
the page-limitation of the subgrant application.
· The Activities Implementation Schedule, Sole Source Justification for Services and Equipment, and
the Automated Data Processing Equipment Form are not included in the page-limitation of the
subgrant application.
· The original format and content of the subgrant application shall not be modified or edited by
applicants.
A total of five copies of the transmittal letter and subgrant application must be submitted to the FDLE
pursuant to the requirements of this NFA. Two of the five copies must be original signature copies and
must be marked "original" in the upper right-hand corner of the cover page. All copies must be submitted
in loose-leaf form and must be stapled in the upper left-hand corner; do not use binders, file folders, or
other bindings.
Applicants may request an electronic copy of the Subgrant Application Package, including the EEO
Program Certification Letters, the Sole Source Justification for Services and Equipment, and the ADP
Equipment Form. The electronic copy is available in a Microsoft Word for Windows '97 format. To
receive an electronic copy, simply mail or fax the attached Request for Application or e-mail your request
to the address below. An electronic copy may also be requested using the Florida Department of Law
Enforcement's electronic mail system which can be accessed via the Internet by contacting the person
listed below:
SFY 2003 SubQrant Application PackaQe
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Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
Susan Adams, Planner IV
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Post Office Box 1489
Tallahassee, Florida 32308
Telephone: 850/410-8700
Facsimile: 850/410-8727
susanadams@fdle.state.fl.us
Clearly indicate which agency is submitting the request and include the name and phone number of a
contact person should it become necessary to contact your agency. An e-mailed copy of the files will be
dispatched as soon as possible. A return e-mail address is required only if you require the files to be sent
to a location other than the one from which the request originated.
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Florida Department of Law Enforcement
APPLICATION REQUEST FORM
Ms. Susan Adams, Planner IV
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Post Office Box 1489
Tallahassee, Florida 32308
Re: Residential Substance Abuse Treatment Grant Program
Dear Ms. Adams:
Please provide an application to the following person:
Contact Name:
Position Title:
Agency Name:
Mailing Address:
Telephone:
Fax
Check one of the following:
D E-mail the application to me at
D Send Diskette
Sincerely,
Print name and title:
Date:
NOTE: The application has been formatted to an HP Laserjet 4 or better, use of any other
printer may require reformatting.
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SUBGRANT APPLICATION PACKAGE INSTRUCTIONS
The following refers to numbered items in the Subgrant Application Package beginning on the first page
of the application.
A. Names & Addresses
1. Name of Subarant Recioient: Enter the name of the subgrant recipient and the name, title,
address, telephone number, SunCom number, if applicable, and fax number of the chief
elected or appointed official of the unit of county government applying for subgrant funds.
2. Chief Financial Officer: Enter the name, title, address, telephone number, SunCom number,
if applicable, and fax number of the chief financial officer of the county applying for subgrant
funds.
3. Imolementina Aaencv: Enter the name of the Implementing Agency (the government agency
responsible for the proposed project) the name, title, address, telephone number, SunCom
number, if applicable, and fax number of the chief executive official of the governmental
agency, subagency, or organization responsible for implementing program activities.
4. Project Director: Enter the name, title, address, telephone number, SunCom number, if
applicable, fax number, and e-mail address of the individual in direct charge of managing or
implementing project activities. The Project Director must be an employee of the
implementing agency.
5. Contact Person: Enter the name, title, telephone number, and e-mail address of the
individual serving as a contact person for this project.
B. Administrative Data
1. Project Title: Type or print a short descriptive title, not to exceed thirty-six (36) characters,
including spaces. The initial project title will remain the same throughout the period of
subgrant support.
2. Project Period: Indicate the beginning and ending dates desired for project implementation
and operation.
C. Fiscal Data
1. Remit Warrant To: If someone other than the chief financial officer is to receive the warrant,
indicate who will receive it. Type or print "subgrant recipient" or implementing agency."
Otherwise, leave this space blank.
2. Vendor #: Enter the Subgrantee's Federal Employer Identification Number (FEID) assigned
by the Internal Revenue Service. If the Subgrantee is a State Agency, enter the appropriate
SAMAS number in lieu of FEID.
3. Project Generated Income (PGI): If your project will result in the earning of income, either
through fees or forfeitures, answer "Yes." (See Section G, Item 14, for a complete definition
of PGI).
4. Cash Advance: If you will be requesting an advance, check "Yes," and submit a letter with
the subgrant application. The letter must explain the need for advance funding, the amount
of cash to be advanced (up to 25 percent of the federal award), and be signed by the
subgrant recipient.
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5. Reimbursement Reauest (freauencv of reoortinQ): Applicant must indicate whether
reimbursement requests will be submitted monthly or quarterly.
D. Program Data
1. ProQram Facilitv: Indicate the type of program facility being used for project activities by
checking the appropriate box. If more than one type of facility is being used, check all that
apply.
2. Taraet Pooulation: Indicate the segment of the population being targeted for treatment by
entering the number of clients to be served on the line next to the appropriate indicator. If
more than one segment of the population is being targeted, enter the appropriate numbers
for all that apply.
3. Services/Interventions Available: Identify each of the services/interventions to be made
available under the program by checking all applicable boxes.
4. Projection of Successful Comoletions: In Item-a, indicate the number of clients projected to
successfully complete the residential substance abuse treatment phase of program activities
during the subgrant period. In Item-b, indicate the number of clients projected to successfully
complete the aftercare treatment phase during the subgrant period.
E. Program Description/Objectives
1. Project Summary: Provide a concise executive-style summary of the proposed program
(outlining the program need, describing the program model, purpose, and objectives
including major tasks, number of clients to be served). Program models proposing to expand
or enhance a pre-existing program must provide a concise description of the current
program, including target group, number of clients served, services provided, and program
capacity. The executive summary should be approximately one page in length.
2. Proiect Objectives: Provide a brief description with objectives for each program activity
checked in Section D, Paragraph 3. Describe who will do what, when, where and how, in
terms of:
. Organization structure,
· Numbers and types of personnel including qualifications,
· Equipment and facilities,
· Location of primary activities and target population,
· Types of operations or services delivered,
· Frequency of operations or service delivery, and
· Implementation time frames of major activities
The description and objectives of program activities should indicate that data collection and
reporting, including follow-up, will meet minimum requirements of this RFP. The description
and objectives of program activities is limited to ten pages (the executive summary is not
included in this limitation).
3. Activities Imolementation Schedule. Complete the Activities Implementation Schedule
showing when activities in the Program Description will commence and how the program will
progress. This chart benchmarks planned activities, both administrative and programmatic.
F. Project Budget Schedule/Narrative
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1. Schedule Summary: The Project Budget Schedule includes six budget categories [Salaries
and Benefits, Contractual Services, Expenses, Operating Capital Outlay (OCO), Data
Processing Services, and Indirect Costs] and Total Project Costs.
Enter the amount of federal, matching, and total funds by budget category that you will use to support
project activities. Fill in dollar amounts only in applicable categories based on totals from the Budget
Narrative (Section F.) and leave others blank. Total Local Cash Match must be a minimum of twenty-
five (25) percent of the total budget (and must always be rounded up to the next whole dollar). For
example:
$183,049.00
X .25
$ 45,762.25
Total Budgeted Cost
Twenty-Five Percent
Calculated Match
$45,762.25 rounded up to the next whole dollar equals $45,763, the minimum
reauired match.
2. Proiect Budaet Narrative: The purpose of the Project Budget Narrative is to provide a
description of anticipated costs associated with project activities. Costs are grouped in the
order of the applicable budget categories identified in the Section G Project Budget Schedule,
i.e., Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay (OCO),
Data Processing Services, and Indirect Costs.
Begin the Budget Narrative, starting with the first applicable budget category. Information must be
provided in sufficient detail to reflect cost relationships to project activities. Line Item descriptions are
used to group costs in the same general class and are supported with brief narrative justification, i.e.,
the line item description Communications is used and is supported by justification as follows:
Communications includes monthly telephone fees, pager rental, postage, etc.
A brief narrative justification specifying the source of match funds must be included in the Budget
Narrative, i.e., "Match funds will be drawn from a general revenue source," or "Match funds will be
drawn from the Sheriff's law enforcement trust fund," etc.
Identified costs must not be allocated or included as a cost to any other federally financed program.
Use the following required criteria for documenting allowable project costs:
A. Cost must be necessary and reasonable for proper and efficient project administration and
implementation and not a general expense to carry out a subgrant recipient's overall
responsibilities;
B. Costs must be authorized by Florida Statutes or local laws and regulations that are in effect at the
time the subgrant is awarded;
C. Costs must be treated consistently with policies, regulations and procedures that apply uniformly
to other subgrant recipient activities;
D. Cost must be the net of all applicable credits; "Applicable credits" means receipts or reduction of
expenditure transactions that offset or reduce expense items. For example, purchase discounts,
rebates or allowances, recoveries or indemnities on losses, sales of publications, etc. Applicable
credits may also occur when the subgrant recipient or implementing agency receives federal
funds from sources other than this subgrant to finance operations or capital items; or
E. Costs must be expended or obligated during the approved subgrant period.
1.) Salaries and Benefits: Funds used to support payment of salaries and benefits to
government employees dedicated to project activities. Positions created with subgrant funds
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must be in excess of the current number of appropriated positions in the implementing
agency, i.e., they must be new positions, created during the inception of a new program. List
positions by classification, indicating associated amounts for salary and benefits by type (i.e.,
retirement, health insurance, social security, etc.). Include the following narrative justification
at the bottom of the salaries and benefits section state: "These are new positions in excess of
the current number of positions in the implementing agency."
2.) Contractual Services: Funds paid to an individual, organization, or other unit of government
for specified services provided under terms of the contract between the subgrant recipient
and the contract provider. Applicants other than state agencies must submit a copy of the
boilerplate contract with the application for approval by the Florida Department of Law
Enforcement (FDLE). The boilerplate contract must include, by reference, Section G.,
Acceptance and Agreement of the Subgrant Application. Project contractual services must
comply with the following requirements:
(a) State agencies must comply with Section 3A-31.601-31.605, Rules and Regulations of
the Department of Banking and Finance and Chapter 22K-20, Department of
Administration Rules and Regulations.
(b) Local units of government must use their respective rules and regulations. In the
absence of local rules and regulations, state regulations must be used as a guide.
(c) Arrangements with individuals must ensure that dual compensation is not involved; the
contractual arrangement is written, formal, proper and otherwise consistent with the
subgrant recipient's usual practices for obtaining such services; time and services for
which payment will be made and rates of compensation will be supported by adequate
documentation; transportation and subsistence costs for travel performed are at an
identified rate consistent with the subgrant recipient's general travel reimbursement
practices.
(d) Arrangements with other government units must ensure that work or services for which
reimbursement is claimed is directly and exclusively devoted to subgrant purposes and
charged at rates not in excess of actual costs to the "contractor" government agency.
(e) Compensation for consultants employed by state and local governments will only be
allowed when units of government will not provide their services without cost. In these
cases, the rate of compensation must not exceed the daily rate paid by the unit of
government.
(f) Compensation for individual consultant services must be reasonable and consistent with
that paid for similar services in the market place. Federal regulations provide that the
maximum rate for each consultant is $450 (excluding travel and subsistence costs) for an
eight (8) hour day. An eight (8) hour day may include preparation, evaluation and travel
time in addition to time required for actual performance. A request for compensation for
over $450 a day requires prior approval and additional justification.
3.) Expenses: Funds paid for expenses necessary for project activities. Allowable expense
costs include but are not limited to items such as:
(a) Advertising for personnel recruiting and competitive bidding;
(b) Printing and reproduction;
(c) Rental of staff offices and conference space;
(d) Postage, telephone and other communications charges;
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(d) Publicity;
(e) Office Supplies; for example, paper products and other small items including non-capitol
equipment (equipment items costing less than $5,000 per unit); however, if local
accounting procedures require Operating Capital Outlay reporting at a lesser amount
than $5,000, local requirements must be followed; and
(f) Non-Capital Automated Data Processing (ADP) Equipment and Software. ADP
equipment costs are limited to costs dedicated to project activities. "ADP Equipment"
means "general purpose commercially available, mass produced automated data
processing components and equipment systems created from them regardless of use,
size, capacity or price. Components and systems are designed to be applied to the
solution or processing of a variety of problems or applications and are not specifically
designed (not configured) for any specific application." For further clarification refer to
Office of Justice Programs' Financial Guide (as amended) and the federal Office of
Management and Budget's Circulars A-21, A-87, and A-11 0, in their entirety. If you plan
to purchase or lease ADP equipment totaling $100,000 or more, you must complete an
ADP Equipment Form and attach it to the subgrant application.
(g) Registration or Tuition Fees for conferences or training seminars.
4.) Operating Capital Outlay or Equipment: Funds paid for equipment necessary for project
activities. "Operating Capital Outlay (OCO)" means an item having a unit cost of $5,000 or
more and/or a useful life of one (1) year or more. However, if local accounting procedures
require OCO at a lesser amount than $5,000, local requirements must be followed. OCO line
items must specify quantity by item and total cost of the line item. For example:
2 Executive Desks $1,875
1 Video Cassette Player $750
Reimbursable costs include, but are not limited to:
(a) Vehicles. Vehicles with accessories should list such items separately in the Budget
Narrative;
(b) Weapons;
(c) Office Furniture, i.e., desks, chairs, tables, file cabinets, typewriters, calculators, tape
recorders, TV's, record players, compact disc systems, video cassette recorders, etc.;
and
(d) ADP Equipment (Capital acquisitions only). Software which is included in the unit price of
ADP equipment meeting the definition of capital outlay may be included here. If you plan
to purchase or lease ADP equipment totaling $100,000 or more, you must complete an
ADP Equipment Form and attach it to the subgrant application.
(e) Data Processing Services: Subgrant recipients must identify the amount of funds that will
be used to pay for data processing services required in project operations. Data
processing services such as computer time, data transmission costs, and other services
provided by a public agency data center shall be covered in this budget category. If data
processing costs are included as part of a contract for services with a private profit or
non-profit agency, the agency shall be included in the Contractual Services budget
category and identified as contractual services.
5.) Indirect Costs: Funds paid for indirect costs are reimbursable. A copy of the locally
approved Indirect Cost Plan should be submitted with the project application. The FDLE's
approval must be received prior to reimbursement. State agencies must have prior approval
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from a cognizant federal agency. The FDLE reserves the right to authorize reimbursement of
subgrant indirect costs.
F. If sole source procurement is $100,000 or more, the Sole Source Justification for Services and
Equipment Form must be completed and attached to the Subgrant Application Package.
Justification for sole source procurement of $100,000 or more must be pre-approved by the
Florida Department of Law Enforcement.
G. Acceptance and Agreement
Section G includes the conditions of agreement requiring compliance by units of local government
(subgrant recipients), implementing agencies and state agencies upon signed acceptance of the
subgrant award. It is imoerative that all persons involved in or havina administrative resoonsibility for
this subarant read and become familiar with Section G. Failure to comply with the provisions of Section
G will result in project costs being disallowed.
Note Condition Number 13.. Section G. Only project costs incurred on or after the effective date of this
agreement and on or prior to the termination date of a recipient's project are eligible for funding under
this subgrant.
H. Signature Page
1. Each application must be signed in accordance with the following:
A.) Sianature Paae - The Signature Page must be an original-signature copy and free of
error. Corrections including strikeovers, whiteouts, etc., on the Signature Page are not
acceptable.
B.) Subarant RecioienUAuthorizina Official of Governmental Unit - Authorizing Official is
defined as the Chief officer or elected official of the subgrant recipient. When a chief
officer or elected official of a subgrant recipient designates some other staff person
with signature authority for him/her, the chief officer or elected official must submit to
the department a Letter or Resolution indicating the staff person given signature
authority. The letter indicating delegation of signature authority must be signed by the
chief officer or elected official.
C.) Imolementina Aaency/Official. Administrator or Desionated Reoresentative _ The
official, administrator, or designated representative of the implementing agency is
defined as the 'Head' of the agency which is implementing the program.
2. All applicants must submit two (2) complete original-signature copies of their application
(Signature Pages reflecting original signatures) plus three (3) additional photocopies for
use by the subgrant application evaluation committee. All copies must be submitted in
loose-leaf form and must be stapled in the upper left hand corner; do not use binders, file
folders, or other bindings.
SPECIAL REQUIREMENTS - Equal Employment Opportunity (EEO) Program
1. Written EEO Proaram. If a subgrant recipient or a criminal justice agency that is the implementing agency
or both each have fifty (50) or more employees and each have received grants or subgrants of $25,000 or
more pursuant to and since enactment of the Safe Streets Act of 1968, as amended, and each have a
service population with a minority representation of three (3) percent or more, they are each required to
formulate, implement and maintain an EEO Program in writing that relates to employment practices
affecting minority persons and women within 120 days after the initial application for assistance is
approved.
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2. EEO Proaram Certification: If the subgrant recipient or a criminal justice agency has a written EEO
Program (as defined above) or not, it must enclose a separate signed EEO Certification Letter with the
application (See Appendix I.)
Certifications must be signed by the chief officer or elected official of the subgrant recipient (state agency
head, chairman of county commission, mayor of city, Indian tribe Chief) for the subgrant recipient and for an
implementing agency that participates in a city's or a county's EEO Program.
When a criminal justice agency is the implementing agency and is not included within a city or county EEO
Program, the criminal justice agency's chief officer or elected official (e.g., County Sheriff, Clerk of the
Court, State Attorney, etc.) must sign the certification letter for the implementing agency.
3. Automated Data Processina (ADP) Eauioment: "Automated Data Processing (ADP) Equipment" means
"general purpose commercially available, mass produced automated data processing components and
equipment systems created from them regardless of use, size, capacity or price. Components and systems
are designed to be applied to the solution or processing of a variety of problems or applications and are not
specifically designed (not configured) for any specific application."
If you plan to purchase ADP equipment and the cost exceeds $100,000, you must complete an ADP
Equipment Form and enclose this form with the project application. ADP equipment costs are limited to
costs dedicated to project activities.
For further clarification refer to Office of Justice Programs Financial Guide, U.S. Department of Justice
Common Rule for States and Local Governments and the federal Office of Management and Budget's
Circulars A-21, A-87, and A-11 0, in their entirety.
4. Sole Source Justification: If the project requires a purchase of services or equipment from a sole source, a
Sole Source Justification for Services and Equipment Form must be completed and submitted along with
the application. If the cost exceeds $10,000 pre-approval by FDLE Office of Criminal Justice Grants is
required. If the cost is below $100,000, the Sole Source Justification Services and Equipment Form must
be completed and kept on file for review during an on-site monitoring visit.
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APPLICATION FOR FUNDING ASSISTANCE
FDLE Contract Number:
(This number will be inserted bv FOLE).
A. Applicant Information
Prior Contract Number: 02-CJ-2A-11-54-01-004
(This section to be completed by Subgrantee)
County Name: Monroe I Federal CFDA Number 16.593
1. subgrant Recipient Information (Governing body of a city, county or Indian Tribe performing criminal justice functions
as determined by the U. S. Secretary of the Interior).
Agency Name Monroe County Board of County Commissioners
Name of Chief Elected Official/State Agency Head Dixie Spehar
Title Mayor I E-Mail Address sDehar-dixie@monroecounty-fl.com
Address 500 Whitehead Street, Suite 102
City Key West Zip Code 33040
Area Code/Telephone No. 305-292-3440 I SunCom Fax 305-292-3466
2. Chief Financial Officer of subgrant Recipient (Chief financial officer of the subgrantee).
Name of Chief Financial Officer Danny Kolhaae
Title Clerk of the Circuit Court T E-Mail Address
Address 500 Whitehead Street
City Key West Zip Code 33040
Area Code/TeleDhone No. 305-292-3550 I SunCom Fax 305-292-3660
3. Implementing Agency (A subordinate agency of a city, county or Indian Tribe, or an agency under the direction of an elected
official, i.e., a Sheriff's Office).
Aaency Name Monroe County Board of County Commissioners
Name of Chief Elected Official/State Aaency Head Dixie Spehar
Title Mayor I E-Mail Address sDehar-dixie@monroecounty-f1.com
Address 500 Whitehead Street, Suite 102
City Key West Zip Code 33040
Area Code/Telephone No. 305-292-3440 I SunCom Fax 305-292-3466
4. Project Director (Individual in direct charge of managing and/or implementing project activities - must be an employee of the
Implementing Agency).
Name of Project Director DaYid P. Owens
Title Grants Administrator I E-Mail Address owens-daYid@monroecounty-fl.com
Add ress 1100 Si monton Street
City Key West ZiD Code 33040
Area Code/Telephone No. 305-292-4482 I SunCom Fax 305-292-4515
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5. Contact Person (if other than Project Director)
Name of Contact Person same as project director
Title I E-Mail Address
Address
City ZiD Code
Area Code/Telephone No. I SunCom Fax
6. Person Responsible for Financial Reporting (if known)
Agency Name Monroe County Board of County Commissioners
Name of Chief Elected Official/State Aaency Head Dixie Spehar
Title Mayor I E-Mail Address spehar-dixie@monroecounty-fl.com
Address 500 Whitehead Street, Suite 102
City Key West Zip Code 33040
Area Code/Telephone No. 305-292-3440 I SunCom Fax 305-292-3466
7. Person Responsible for Programmatic Performance Reporting (if known)
Name of Proiect Director David P. Owens
Title Grants Administrator I E-Mail Address owens-clavid@monroecounty-fl.com
Address 1100 Simonton Street
City Key West Zip Code 33040
Area Code/Telephone No. 305-292-4482 I SunCom Fax 305-292-4515
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B. Administrative Data
1. Project Title Monroe County Jail Incarceration Program
(Provide a brief descriptive title, must not exceed 36 total spaces and characters)
2. Project implementation period Start: February 15, 2003 End: February 14, 2003
c. Fiscal Data
1. (If other than the Chief Financial Officer) Remit Warrant to:
Name David P. Owens
Title Grants Administrator I E-Mail Address owens-david@monroe county-fl.com
Address 1100 Simonton Street
City Key West Zip Code 33040
Area Code/Telephone No. 305-292-4482 I SunCom Fax 305-292-4515
If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer Droaram,
reimbursement cannot be remitted to any other entity.
2. Vendor Number
(Federal Employer Identification Number) 59-6000749
3. State Agency SAMAS #
(Applies to State Agencies only)
4. Will the Project earn Project Generated Income (PGI) as defined in Section G, Paragraph 14?
(Check one)
- Yes _X_ No
5. Will the applicant be requesting an advance of federal funds? (Check one)
_Yes (If Yes, a letter of request must be attached) _X_No
6. Will applicant submit monthly or quarterly Reimbursement Requests as specified in Section G, Item 1 b, of this
agreement? (Check one)
_Monthly _X_Quarterly
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[IDualjJ~V
D. Program Data
1. Program Facility (check all that apply)
_X_Prison
_Jail
_ Boot Camp
_ Work Camp
_ Halfway House
_ Community Corrections Program
_ Juvenile Detention Facility
_ Juvenile Correctional Facility
_ Other (specify)
2. Target Population (indicate number of clients to be served)
_X_ Adult Males
Adult Females
Juvenile Males
Juvenile Females
3. Services/Interventions Available (check all that apply to indicate services that will be
Offered)
_X_Therapeutic Community
_X_ 12-Step Program
_X_Individual Counseling
_X_Group Counseling
_ Acupuncture
_X_Pharmacotherapy
_X_Other Drug Treatment
_X_Drug Testing
_X_Mental Health Counseling
_X_Educational Programs
_ Community Service
_ Victim Restitution
_ Restorative/Community Justice
_ Victim Awareness
Mediation
Domestic Violence
Reduction
_ Family Counseling
_ Sex Offender Treatment
_X_Impulse/Anger Control
_X_Work Activities
_X_Job Skills Development
_X_Job Placement
_X_Aftercare Services
_X_Structured Leisure Time
_X_Leadership Training
_X_Mentoring
_X_Parenting Training
_X_Cognitive Restructuring
_X_Financial Management
Other (specify)
_X_Criminal and Addictive Thinking
_X_Relationship Issues
_X Court Liaison
4. Projection of Successful Completions (indicate number of clients projected for each phase):
a. A total of 125 participants are projected to successfully complete the residential substance
abuse treatment service phase during the subgrant period.
b. A total of 90 participants are projected to successfully complete the aftercare treatment phase
during the subgrant period.
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E. Program Description/Objectives
1. Begin with an executive-style summary which is approximately one page in length describing the project to
be funded with RSAT funds. Start below.
PROBLEM IDENTIFICATION/TARGET GROUP
Over sixty per cent of the inmates currently housed in the Monroe County Detention Center have charges
related to substance abuse, which is pervasive in Monroe County. These inmates need help with anger
management, domestic abuse, job and housing placements, educational and literacy improvements, aftercare,
mental health counseling, referrals, and pharmacological assessments. During the years that the Jail
Incarceration Program has been available, it has had a positive impact.
SOLUTION
The Jail Incarceration Program is an in house substance abuse treatment program. It began in 1997,
funded by a Byrne Grant, and has served approximately 800 inmates with a thirty percent recidivism rate as
compared to seventy per cent for inmates in general. The Care Center for Mental Health operates the program,
holds the substance abuse treatment license for the jail, and provides the administrative and case management
services as mandated by Florida Administrative Code 10-E16.
Under the RSAT grant, the program was expanded and enhanced. This year we expected to serve 75
inmates and will serve over 100. The inmates (male) are housed in a separate dorm. They have liaison and
advocacy if needed to help them get treatment in this program or another appropriate one. All participants are
screened to determine special needs, and an individualized treatment plan is written for each. That plan is
reviewed monthly and any adjustments are made as needed. The program includes special counseling in anger
management, domestic abuse, parenting classes, life skills, and mental health counseling. Inmates are screened
and referred for educational and/or vocational training, transitional housing, aftercare, work release, and medical
assistance. This helps increase success in recovery and decrease the criminal activity associated with substance
abuse.
Referrals will be made for inmates that need English as a second language, literacy skill improvements,
and GED classes. Life skills classes address how to look for work, fill out a job application, write a resume, obtain
a job (in conjunction with work release), apply for educational assistance, provide basic communications skills,
and how to mentor. Two additional computers allow us to teach computer literacy, another vital skill.
The program will continue in its present form. The emphasis on cognitive behavioral therapy and rational emotive
therapy (RET) is its backbone. The twelve-step approach, life skills, and art/music therapy provide a well-rounded
approach.
Enhancements of the program include new components. The local community college, in conjunction with
the Detention Center, will offer vocational classes to inmates who qualify, with first preference being the inmates
in JIP. They will be transported to classes to obtain a Certification in Small Engine Repair. This will enable them to
get employment repairing marine engines, a viable occupation here in the Keys. Parenting classes were added
this year, and there will be a new portion of the program that will address the impulsiveness that is the root of
addictive and criminal thinking. Materials will include workbooks that discuss intake and orientation, criminal and
addictive thinking, socialization, relapse and prevention, and reintegration preparation for chemically dependent
offenders.
The Detention Center operates a farm and petting zoo, in which inmates in the program participate. They
receive a Certificate in Animal Husbandry, and the opportunity to be outside and work with the animals is very
therapeutic.
Treatment will continue to be six months, with two months priority aftercare provided by the Care Center
for Mental Health.
OBJECTIVES
The number of inmates expected to complete the program is 125.
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It is also projected that:
70% of the inmates served will successfully complete the aftercare program,
98% of the inmates served in the program will remain drug free while participating in it,
70% of the inmates served will not test positive for drugs during aftercare,
80% of the inmates served will not violate probation during aftercare, and
70% of the inmates served will not return to jail during the first year after release.
The program coordinator must hold a Master's degree in counseling and Psychology, be a Certified
Addictions Professional in Florida, and be a Licensed Mental Health Counselor. The other counselors (currently
two full-time and three part-time) must be Certified Addiction Professionals or Licensed Mental Health
Counselors. Staff expertise has a direct impact on the program efficiency.
Random drug testing is conducted weekly with all the inmates being tested at least once a month.
The Program Coordinator further evaluates the program's effectiveness by tracking the inmates who have
completed the program through probation and checking for any new arrests in Monroe County and nationwide.
For recidivism purposes, a sample of the program's clients is compared to a random sample of inmates who
received no treatment.
The Program Coordinator reviews all the testing and screening of the clients and makes the final
determination for appropriate treatment. The Program Coordinator does counseling in EMDR (Eye Movement
Desensitivation Re-processing), Reality Therapy, trauma and abuse issues, anger management, and mental
health problems.
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E. Program Description/Objectives Continued
2. Provide a brief description followed by objectives for each project activity checked in Section D. Program
Data, Paragraph 3, Services/Interventions Available. Describe who will do what, when, where and how.
The narrative should be limited to no more than ten pages. Start below.
E. Program Description/Objectives
1. Therapeutic Community - The inmates in the program will be housed in a separate dorm from the jail general
population to create a treatment setting where the inmates can develop trust and work together. Officers who
receive orientation about the program will staff it. The counselors will provide group counseling and recreational
activities. Program activities will be held from 9:00 A.M. to 5:00 P.M., Monday through Saturday.
2. 12 Step Program - This uses the concepts of the AAlNA recovery program, and is based on 12 steps that lead
a person to sobriety. The inmates are exposed to the 12 step concept and it is constantly reinforced. The
counselors in the program instruct the inmates as to how to incorporate the 12 steps into their daily lives during
the twenty four weeks of the program as follows:
Week One:
Week Two:
Week Three:
Week Four:
Week Five:
Week Six:
Week Seven:
Week Eight-Ten:
Week Eleven:
Week Twelve:
Week Thirteen:
Week Fourteen:
Week Fifteen:
Week Sixteen Through Twenty:
Week Twenty-One:
Week Twenty-Two:
Week Twenty-Three:
Week Twenty-Four:
Overview Of Addiction
Video - Cycle Of Addiction - Louise Mark
Explore Individual Belief System
Quick Overview Of The 12 Steps
Step One- Read And Comment
Step One - Individual Interpretation
Step One - Written Work
Step Two -Read, Comment, Interpretation, And Written Work
Step Three - Read And Comment
Step Three - Individual Interpretation
Chalk Talk - Father Martin
Discuss Honesty
How The Steps Work In Our Daily Lives.
Readings From The Big Book
Speaker - "How The Steps Affected His Life."
Individual Presentations On Step One
Individual Presentations On Step Two
Individual Presentations On Step Three
3. Individual Counseling - To provide more in-depth counseling for inmates who need it. The sessions will be
provided as needed which will be determined at staffing.
4. Group Counseling - To provide the feedback and peer involvement that is proven to be most effective when
working with addiction. All the counselors will provide group counseling on a daily basis.
5. Pharmacotherapy - To provide medication for dual diagnosed inmates if needed for them to be able to function
in the program. The Licensed Mental Health Counselors will do an evaluation and refer the inmates to the jail
medical department to be seen by the psychiatrist. This will be done on a case by case basis.
6. Other Drug Treatment - To provide detoxification services for inmates suffering from withdrawal. Inmates are
screened at intake and referred to the medical staff as needed.
7. Drug Testing - To insure that the inmates in the program are drug free. This is done when inmates enter the
program, when they leave and return, and at random. Samples are taken under dual control by the counselors or
a certified detention officer and are tested by the facility's trustee officer.
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8. Mental Health Counseling - To help inmates in the program with life problems. This is provided by the Mental
Health Counselors on staff as requested by the inmates or as deemed necessary by the counselors.
9. Educational Programs - To provide the inmates with necessary skills to enhance their lives and earning
potential when they are released. Programs include basic literacy, GED, college courses, and life skills. Courses
may be referrals or taught by the counselors. They are ongoing through the program. Different criteria are used to
establish which inmates are appropriate and eligible.
10. Impulse/Anger Control - To provide the inmates with tools and techniques to control their anger and
impulsiveness. This is conducted as a series of classes using Rational Emotive and Cognitive Behavioral Therapy
to illustrate new ways of behaving. This class is ongoing and conducted by the Mental Health Counselors who are
trained in Anger Management.
11. Work Activities - To help inmates develop a work ethic while saving some money to help them get established
upon release. After ninety days in the program and if they are eligible, inmates may work when they are not
attending the program. They are referred by the staff and screened by the jail's work release specialist.
12. Job Skills Development - to help inmates develop personally and professionally while learning life
management skills. This is conducted by the counselors and includes computer skills, reading, workbook
exercises, and discussion groups. The format is:
Lesson One:
Lesson Two:
Lesson Three:
Lesson Four:
Lesson Five:
Lesson Six:
Lesson Seven:
Lesson Eight:
Lesson Nine:
Lesson Ten:
Lesson Eleven:
Lesson Twelve:
Lesson Thirteen:
Lesson Fourteen:
Lesson Fifteen:
Lessons Sixteen To Twenty:
Lessons Twenty One To Twenty-Four:
Understanding The Concept
Motivation
Habits, Attitudes, And Conditioning
Abundance Of World And Self
Self Conditioning
A Successful Way Of Life
The Problem Solving Process
Emotions And Emotional Blocks
Assurances
Family Success
Family Relationships
Interfamily Understanding And Communication
Financial Stability
Effective Communication
Getting And Keeping A Job
Resume Writing
Role Playing For Job Interviews
Computer Skills training will be ongoing during the entire twenty-four weeks.
13. Job Placement - To help inmates have a job when they are released. Those inmates already on Work
Release will have employment. Others can be referred to Job Services and Vocational Rehabilitation by the
counselors in the program at the time of release.
14. Aftercare Services - These services will be provided by the Care Center for Mental Health, and consist of
group and individual counseling. Aftercare will last three to six months.
15. Structured Leisure Time - To promote healthy activities and open-mindedness, explore individual talents and
creativity, encourage conversation and social interaction. Counselors will alternate activities, providing access to
clay, painting, origami, drawing, collage, finger painting, and computer art. Music will be presented ranging from
country to classical to rock to musicals. There will be movies for pleasure and movies about life. Educational
board games will be encouraged. These activities will be weekly and ongoing for the entire twenty four to twenty
six weeks.
16. Leadership Training - to promote growth of a positive, productive identity, to enhance self image and to
promote higher levels of moral reasoning. This will be conducted by counselors trained to conduct MRT (Moral
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Reconation Therapy). The groups will meet weekly for the duration of the program. Inmates will spend the first
two weeks reading the introduction to the MRT Workbook, and then will present a step every two weeks. Once a
month a film will be shown to reinforce the concepts.
17. Mentoring - to help inmates understand that they can change and lead healthy productive lives. Once a month
former successful clients will come to tell their story. There will be weekly AA/NA meetings to help the inmates
connect to outside members of the program. The Program Coordinator will facilitate.
18. Parenting Training - To help inmates develop better parenting skills and to help them understand what
parenting they may not have received. A Life Skills Counselor will conduct these ten-week classes, which have
been approved by the Department of Children and Families.
19. Cognitive Restructuring - To help the inmates understand the disease of addiction and help then see what
change they need to make to break their destructive patterns. Rational Emotive Therapy will be used by all the
counselors. The following schedule will apply:
Weeks 1,2,3:
Weeks 5,6:
Weeks 7-16:
Weeks 17-20
Weeks 20-24
Understanding Personal Belief System
Identifying Impairing Thoughts
Changing Our Belief System about emotional ranging from Anger to Grief.
Negative Beliefs That Trigger Relapse
Building Self Esteem
20. Financial Management - To help inmates manage their income and live within their means. This will be part of
a Life Skills program that incorporates budgeting, balancing a checkbook, how to open a checking account, how
to establish or reestablish credit, as well as other money issues. This will be a special class conducted by the
counselors using videos and workbooks.
21. Criminal Thinking and Addictive Thinking (Other) - To help inmates understand how they think about the
world in general and why they do things that bring them to jail. This will be conducted using a series of
workbooks, videos, and group discussions. This is conducted in a classroom setting by counselors.
22. Relationship Issues - To help inmates develop healthier relationships. Communication styles and skills will be
emphasized by a Life Skills Counselor who will conduct these group sessions. Some inmates may receive
individual help.
23. Court Liaison - To help inmates receive appropriate treatment that directly addresses their needs. This is
accomplished by assessing the inmates individually and matching the program to their needs. It also involves
advising the court if additional or different treatment is better suited, and advocating for treatment rather than
prison. This is ongoing and handled by the Program Coordinator.
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E. Program Description/Objectives Continued
3. Complete the Activity Implementation Schedule showing when activities in the Program Description will
commence and how the project will progress. This chart benchmarks planned activities, both
administrative and oroarammatic. Start below and use continuation pages as necessary.
subgrant Period
through
Beginning Date End Date
ACTIVITY Jan Feb Mar Apr May Jun Jul AUQ SeD Oct Nov Dec
Submit Financial Reimbursement X X X X
Requests
Submit Quarterly Program Reports X X X X
Submit Quarterly PGI Reports
(If applicable)
Submit Financial Closeout Package X
Life Skills X X X X X X X X X X X X
Rational Emotive Therapy X X X X X X X X X X X X
Addiction Education X X X X X X X X X X X X
Twelve-step Work X X X X X X X X X X X X
Literacy Skills Training X X X X X X X X X X X X
Anger Management X X X X X X X X X X X X
Domestic Violence/Relationships X X X X X X X X X X X X
Vocationalrrechnical Training X X X X X X X X X X X X
Drug Court/Advocacy X X X X X X X X X X X X
Individual Counseling X X X X X X X X X X X X
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F. Project Budget
1. Schedule Summary
a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual
Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total
Local Match must be a minimum of 25 percent of the Total Project Costs.
b. Enter the amount of federal, matching, and total funds by budget category that you will use to
support project activities. Enter dollar amounts only in applicable categories based on totals from
the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent
nf tho Tnt~1 . f"~~.~
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank.
Budget Category Federal Match Total
Salaries And Benefits
Contractual Services 149,829.00 49,943.00 199,772.00
Expenses
Operating Capital Outlay
Indirect Costs
Totals 149,829.00 49,943.00 199,772.00
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F. Project Budget Continued
2. Budget Narrative
a. Identify type of Budget, i.e., Actual, Unit Costs (supported by detailed cost basis), or Contractual
(supported by back-up documentation that provides either the actual or unit costs basis for the
contract).
b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and
Benefits, Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total
Project Costs must be included.
c. Under each applicable budget category (Salaries and Benefits, Contractual Services, Expenses,
Operating Capital Outlay, Indirect Costs) include a line item Budget. Describe in full each line item
within the budget category. The description should show sufficient detail to demonstrate a cost
relationship to the project activities.
d. Specify the sources of matching funds. [Source of match must be cash and represent no less than
twenty-five (25) percent of the project's cost.]
e. Costs must not be allocated or included as a cost to any other federally financed program.
(Continue on additional Daces if necessary.)
Actual Costs Budget
Salary:
Program Coordinator (Mental Health and Substance Abuse Counselor)
Substance Abuse Counselor (CAP Certified)
Substance Abuse Counselor (CAP Certified)
Substance Counselor (CAP Certified 16 hours a week)
Substance Abuse Counselor (CAP Certified 8 hours a week)
Substance Abuse and Mental Health Counselor (25 hours a week)
Total Salaries
46,500.00
31,500.00
31,500.00
14,850.00
6,650.00
23,100.00
154,100.00
Benefits:
FICA @ 7.65% (rounded)
Health Insurance
Total Program Costs
11,789.00
18,000.00
7,500.00
2,383.00
6,000.00
199,772.00
49,595.00
149,829.00
Educational Tools (Workbooks, Videos, and other educational materials)
Office Supplies (Charting materials, paper, and misc. supplies)
Travel (Travel and fees associated with required training to maintain licensure of program staff)
Cash Match from Monroe County Fine and Forfeiture Fund 25%
Grant Funds Requested
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G. Acceptance and Agreement
Conditions of Agreement: 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.
All persons involved in or having administrative responsibility for the subgrant must read these
"Acceptance and Agreement" conditions. This "Acceptance and Agreement" (Section G) must be
returned as part of the completed application.
Definitions:
The term "Department", unless otherwise stated, refers to the Florida Department of Law Enforcement.
The term "Recipient" refers to the governing body of a county that performs criminal justice functions as
determined by the U.S. Secretary of the Interior, and includes an "Implementing Agency" which is a
subordinate agency of a county or an agency under the direction of an elected official (for example,
Sheriff).
1. Reports
A. Project Performance Reports:
The recipient shall submit Quarterly Project Performance Reports to the Office of Criminal Justice
Grants (OCJG) by February 1, May 1, August 1, and November 1 covering subgrant activities
occurring during the previous calendar quarter. In addition, if the subgrant award period is
extended beyond the "original" project period, additional Quarterly Project Performance Reports
shall be submitted.
B. Financial Reports:
(1) The recipient shall have the choice of submitting either Monthly or Quarterly Reimbursement
Requests to the OCJG. Monthly Reimbursement Request (months 1 through 11) are due
thirty-one (31) days after the end of the reporting period. Quarterly Reimbursement
Requests (1 st through 3rd quarter) are due thirty-one (31) days after the end of the reporting
period. In addition, if the subgrant award period is extended, additional Reimbursement
Requests shall be submitted as previously discussed. A final Reimbursement Request and
a Criminal Justice Contract (Financial) Closeout Package shall be submitted to the OCJG
within forty-five (45) days of the subgrant termination period. Such Reimbursement Request
shall be distinctly identified as "final".
(2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim
Report Forms prescribed and provided by the OCJG. A recipient shall submit either monthly
or quarterly claims in order to report current project costs. Reports are to be submitted even
when no reimbursement is being requested.
(3) Before the "final" Reimbursement Request will be processed, the recipient must submit to
the OCJG all outstanding project performance reports and must have satisfied all special
conditions. Failure to comply with the above provisions shall result in forfeiture of
reimbursement.
(4) The recipient shall submit Quarterly Project Generated Income Reports to the OCJG by
February 1, May 1, August 1, and November 1, covering subgrant project generated income
and expenditures occurring during the previous quarter. (See Paragraph 17. Program
Income.)
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C. Other Reports:
The recipient shall submit other reports as may be reasonably required by the OCJG.
2. Fiscal Control and Fund Accounting Procedures
a. The 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 OCJG.
b. All expenditures and cost accounting of funds shall conform to the requirements of the Office
of Justice Programs' Financial Guide, U.S. Department of Justice Common Rule for State
and Local Governments, and those specified in the federal Office of Management and Budget
(OMB) Circulars A-21, A-87, and A-110, in their entirety.
c. All funds not spent according to this agreement shall be subject to repayment by the
recipient.
3. Compliance with "Consultant's Competitive Negotiation Act"
The recipient, when applicable, agrees to satisfy all requirements provided in Section 287.055, F.S.,
known as the "Consultant's Competitive Negotiation Act".
4. Approval of Consultant Contracts
The OCJG shall review and approve in writing all consultant contracts prior to employment of a
consultant. Approval shall be based upon the contract's compliance with requirements found in the
Office of Justice Programs' Financial Guide and in applicable state statutes. The OCJG's approval of
the recipient agreement does not constitute approval of consultant contracts.
5. Allowable Costs
Allowance for costs incurred under the subgrant shall be determined according to "General Principles
of Allowability and Standards for Selected Cost Items" set forth in the Office of Justice Program's
Financial Guide and federal OMB's Circular No. A-87, "Cost Principles for State and Local
Governments", or OMB's Circular No. A-21, "Cost Principles for Educational Institutions".
All procedures employed in the use of federal funds to procure services, supplies or equipment, shall
be according to U.S. OMB's Common Rule for State and Local Governments, or OMB Circular No. A-
110 and Florida Law to be eligible for reimbursement.
6. Delegation of Signature Authority
When a chief officer or elected official of a subgrant recipient designates some other staff person
signature authority for him/her, the chief officer or elected official must submit to the OCJG a letter or
resolution indicating the staff 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.
7. Personnel Changes
Upon implementation of the project, in the event there is a change in Chief Executive Officers for the
Subgrantee or Implementing Agency, Project Director, or Contact Person, the OCJG must be notified
in writing with documentation to include appropriate signatures.
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8. Travel and Training
A. All travel reimbursement for out-of-state or out-of-grant-specified work area shall be based upon
written approval of the OCJG prior to commencement of actual travel. Recipients shall obtain written
approval from the OCJG for reimbursement of training costs and related travel prior to
commencement of training, if the specific training was not listed in the approved budget.
B. The cost of all travel shall be reimbursed according to local regulations, but not in excess of
provisions in Section 112.061, F.S.
C. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, F.S.
9. Written Approval of Changes in this Approved Agreement
Recipients must request in writing any significant changes to the agreement and receive approval from
OCJG. These include, but are not limited to:
Changes in project activities, designs or research plans set forth in the approved agreement;
A. Budget deviations that do not meet the following criterion. That is, a recipient may transfer funds
between budget categories as long as the total amount of transfer does not exceed ten (10) percent
of the total approved budget and the transfer is made to an approved budget line item; or,
B. Transfers of funds above the ten (10) percent cap shall be made only if the Department approves a
revised budget.
C. Under no circumstances can transfers of funds increase the total budgeted award. Transfers do not
allow for increasing the quantitative number of items documented in any approved budget line item.
(For example, equipment items in Operating Capital Outlay or Expense categories or staff positions
in the Salaries and Benefits category.)
10. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject to the
availability of federal funds authorized under the Residential Substance Abuse Treatment for State
Prisoners Formula Grant Program.
11. Procedures for Reimbursement Request
All requests for reimbursement of recipient costs shall be submitted on form prescribed and provided by
the Department. A recipient shall submit reimbursement requests on a monthly or quarterly basis, as
specified in Section G, Item 1 b of this agreement, in order to report current project costs.
All requests for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
12. Advance Funding
Advance funding is authorized up to twenty-five (25) percent of the federal award for each project
according to Section 216.181 (15)(b), F.S.; the Office of Justice Programs' Financial Guide. Advance
funding shall be provided to a recipient upon a written request to the Department justifying the need for
such funds. This request, including the justification, shall be enclosed with the subgrant
application.
13. Commencement of Project
If a project has not begun within sixty (60) days after acceptance of the subgrant award, the recipient
shall send a letter to the OCJG requesting approval of a new project starting date. The letter must
outline steps to initiate the project, explain reasons for delay, and specify an anticipated project starting
date.
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If a project has not begun within ninety (90) days after acceptance of the subgrant award, the reciPien~
shall send another letter to the OCJG, again explaining reasons for delay and requesting approval of a
revised project starting date.
Upon receipt of the ninety (90) day letter, the OCJG 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
projects approved by the Department. If warranted by extenuating circumstances, the Department may
extend the starting date of the project beyond the ninety (90) day period, but only by execution of a
formal written amendment to this agreement.
14. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the recipient and a contractor (which includes all
project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to
the same terms and conditions set forth in the initial contract. Only one extension of the contract shall be
acceptable, unless failure to complete the contract is due to events beyond the control of the contractor.
15. Excusable Delays
Except with respect to defaults of consultants, the 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 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 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 recipient.
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 recipient and consultant, and without fault or negligence of
either of them, the recipient shall not be deemed in default, unless:
A. Supplies or services to be furnished by the consultant were obtainable from other sources,
B. The Department ordered the recipient in writing to procure such supplies or services from other
sources, and
C. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the OCJG shall ascertain the facts and the extent of such failure, and if the
OCJG determines that any failure to perform was occasioned by one or more said causes, the delivery
schedule shall be revised accordingly.
16. Obligation of Recipient Funds
Recipient funds shall not under any circumstances be obligated prior to the effective date or subsequent
to the termination date of the grant period. Only project costs incurred on or after the effective date
and on or prior to the termination date of the recipient's project are eligible for reimbursement. A
cost is incurred when the recipient's employee or consultant performs required services, or when the
recipient receives goods, notwithstanding the date of order.
17. Program Income (also known as Project Generated Income)
The term "program income" or "project generated income" means the gross income earned by the
recipient during the subgrant period, as a direct result of the subgrant award. Program income shall be
handled according to the Office of Justice Programs' Financial Guide and the U.S. Department of
Justice's Common Rule for State and Local Governments.
The recipient shall submit Project Generated Income Reports in accordance with Section G, Paragraph
1.b.
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18. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the recipient,
the 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 recipient of its decision thirty (30) days
in advance of the effective date of such sanction. The recipient shall be paid only for those services
satisfactorily performed prior to the effective date of such sanction.
19. Retention of Records
The recipient shall maintain all records and documents for a minimum of five (5) years from the date of
the project completion as provided by the Florida Department of State, General Schedule for Local
Government GS 1-L, and be available for audit and public disclosure upon request of duly authorized
persons.
20. Access To Records
The Florida Department of Law Enforcement, 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 recipient, Implementing Agency and
contractors for the purpose of audit and examination according to the Office of Justice Program's
Financial Guide.
The Department reserves the right to unilaterally terminate this agreement if the recipient, Implementing
Agency or contractor refuses to allow public access to all documents, papers, letters, or other materials
subject to provisions of Chapter 119, F.S., and made or received by the recipient or its contractor in
conjunction with this agreement.
21. Audit
A. Recipients that expend $300,000 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 recipient shall submit an annual financial audit that meets the
requirements of Section 11.45 and 215.97, F.S., and Chapters 10.550 and 10.600, Rules of the
Florida Auditor General.
B. A complete audit report which covers any portion of the effective dates of this agreement must be
submitted within thirty (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 and will be returned
to the recipient.
C. The 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 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 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 OCJG.
F. 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..
G. The completed audit reports should be sent to the following address:
SFY 2003 Subarant Application Packaae
Page 39
Section 5
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement lID ill !fJ ~ 1l
Florida Department of Law Enforcement
Office of Criminal Justice Grants
2331 Phillips Road
Tallahassee, Florida 32308
22. 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 Program's Financial
Guide and the federal OMB Circular A-110.
23. Property Accountability
The recipient agrees to use all non-expendable property for criminal justice purposes during its useful
life or request Department disposition.
The 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 and
the federal OMB Circular A-110. This obligation continues as long as the recipient retains the property,
notwithstanding expiration of this agreement.
24. Disputes and Appeals
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 recipient shall proceed diligently with the performance of this agreement according to the
Department's decision.
A. If the recipient appeals the Department's decision, it also shall be made in writing within twenty-one
(21) calendar days to the Department's agency clerk. The recipient's right to appeal the
Department's decision is contained in Chapter 120, F.S., and in procedures set forth in Chapters
28-5 and 9-5, F.A.C. Failure to appeal within this time frame constitutes a waiver of proceedings
under Chapter 120, F.S.
25. 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 Bureau, of the U.S. Department of Justice's Bureau of Justice Assistance or both have the privilege
of visiting the project site to monitor, inspect and assess work performed under this agreement.
26. Publication or Printing of Reports
The recipient shall submit one copy of all reports and proposed publications resulting from the
agreement twenty (20) days prior to public release. Any publications (written, visual, or sound), whether
published at the recipient's or government's expense, shall contain the following statement: (NOTE:
This excludes press releases, newsletters, and issue analysis.)
"This project was supported by Grant No. 2001-RT-BX-0044 awarded by the Bureau of Justice
Assistance, Office of Justice Programs, U.S. Department of Justice. Points of view in this document are
those of the author and do not necessarily represent the official position of policies of the U.S.
Department of Justice."
SFY 2003 Subarant Application Packaae
Page 40
Section 5
Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
~rr
27. Equal Employment Opportunity (EEO)
All recipients are required to comply with nondiscrimination requirements contained in various federal
laws. Specifically, the statute that governs programs or activities funded by the Office of Justice
Programs (OJP) (Section 809(c), Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42
US.C. 3789d, prohibits such discrimination, as follows:
No person in any State shall on the grounds of race, color, religion, national origin, sex [or disability]* be
excluded from participation in, be denied the benefits of, be subjected to discrimination under, or denied
employment in connection with any program or activity funded in whole or in part with funds made
available under this title.
*Section 504 of the Rehabilitation Act of 1973 prohibits identical discrimination on the basis of disability.
The recipient acknowledges, by completing and signing the attached EEO Certification Letter
(Appendices I), that failure to submit an acceptable Equal Employment Opportunity Plan approved by
the Office for Civil Rights (if recipient is required to submit one pursuant to 28 CFR 42.302), is a
violation of its certified assurances and may result in suspension of funding obligation authority.
Submission of this certification letter is a prerequisite to entering into this agreement. This
certification is a material representation of fact upon which reliance was placed when this agreement
was made. If the recipient or implementing agency meet Act criteria but have not formulated,
implemented and maintained such a current written EEO Program, they have 120 days after the date of
this agreement to comply with the Act or face loss of federal funds subject to the sanctions in the
Justice System Improvement Act of 1979, Pub. L. 96-157, 42 US.C. 3701, et seq. (Reference Section
803 (a) of the Act, 42 US. C. 3783 (a) and CFR Section 42.207 Compliance Information.)
If any court or administrative agency makes a finding of discrimination on the grounds of race, color,
religion, national origin, gender, disability or age against a recipient of funds, the recipient must agree to
forward a copy of the findings to the OJP Office for Civil Rights.
28. Americans with Disabilities Act 1990
Subgrantees 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 I), state and local
government services and transportation (Title II), public accommodations (Title III), and
telecommunications (Title IV).
29. Non-Procurement, Debarment and Suspension
The recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Part
85, Section 85.510, Participant's Responsibilities). These procedures require the recipient to certify that
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.
A person or affiliate who has been placed on the convicted vendor list following a conviction for a 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 a public entity, may not be awarded or
perform work as a contractor, supplier, subcontractor, or consultant with a public entity, and may not
transact business with any public entity in excess of Category Two for a period of 36 months from the
date of being placed on the convicted vendor list.
SFY 2003 Subarant Application Packaae
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Section 5
Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
30. Payment Contingent on Appropriation
The State of Florida's performance and obligation to pay under this agreement is contingent upon an
annual appropriation by the Florida Legislature.
31. Federal Restrictions on Lobbying
The recipient agrees to comply with Section 319 of Public Law 101-121 set forth in "New Restrictions on
Lobbying; Interim Final Rule," published in the February 26, 1990, Federal Register. Each person shall
file the most current edition of this Certification And Disclosure Form, if applicable, with each
submission that initiates agency consideration of such person for award of federal contract, grant, or
cooperative agreement of $100,000 or more; or federal loan of $150,000 or more. 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 Section 1352, Title 31, U.S.C. 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.
The undersigned certifies, to the best of his or her knowledge and belief, that:
A. No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an
officer or employee of congress, or an employee of a member of congress in connection with the
awarding of any federal loan, the entering into of any renewal, amendment, or modification of any
federal contract, grant, loan or cooperative agreement.
B. If any non-federal funds have been paid or shall be paid to any person for influencing or attempting
to influence an officer or employee of congress, or an employee of a member of congress in
connection with this federal contract, grant loan, or cooperative agreement, the undersigned shall
complete and submit the standard form, Disclosure of Lobbying Activities, according to its
instructions.
C. The undersigned shall require that the language of this certification be included in award
documents for all subgrant awards at all tiers and that all recipients shall certify and disclose
accordingly.
32. State Restrictions on Lobbying
In addition to the provisions contained in Paragraph 29 of Section G, Acceptance and Agreement, the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
33. Statement of Federal Funding Percentage and Dollar Amount
When issuing statements, press releases, requests for proposals, bid solicitations, and other documents
describing projects or programs funded in whole or in part with federal funds, all grantees and recipients
receiving these federal funds, including but not limited to state and local governments, shall clearly
state:
A. The percentage of the total cost of the program or project that shall be financed with federal funds,
and
B. The dollar amount of federal funds to be expended on the project or program.
34. Project Closeout
Project funds which have been properly obligated by the end of the subgrant funding period will have
forty-five 45) days in which to be liquidated (expended). Any funds not liquidated at the end of the 45-
day period will lapse and revert to the Department. A subgrant-funded project will not be closed out
until the recipient has satisfied all closeout requirements in one final subgrant closeout package.
SFY 2003 Subarant Application Packaae
Section 5
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Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement fffI (D) fM
All refunds or repayments to be made to the Department under this Agreement arel!f6 ~cki1pJJibIJJ
to the order of "Florida Department of Law Enforcement", and mailed directly to the Department at the
following address:
Florida Department of Law Enforcement
Office of Criminal Justice Grants
2331 Phillips Road
Tallahassee, FL 32308
35. Background Check
It is strongly recommended that all programs targeting juveniles, implemented by other than a sworn law
enforcement officer or program licensed by the Department of Children and Family Services, conduct
background checks on all personnel providing direct services.
36. Purchase of American-Made Equipment and Products
To the greatest extent practicable, all equipment and products purchased with program funds should be
American-made.
37. Immigration and Nationality Act
The recipient agrees to participate in national evaluation activities of the National Institute of Justice and
the Department with respect to Residential Substance Abuse Treatment programs.
38. Eligibility for Employment in the United States
The State of Florida will not intentionally award publicly-funded contracts 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 recipient of the employment provisions contained in
Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the
Department.
1. National Environmental Policy Act (NEPA)
A. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal
environmental impact analyses requirements in the use of subgrant funds by the subgrantee. 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 subgrantee 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 1 OO-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.
B. For any of a subgrantee's existing programs or activities that will be funded by these subgrant, the
subgrantee, upon specific request from the Department and the Bureau of Justice Assistance (BJA),
agrees to cooperate with BJA in any preparation by BJA of a national or program environmental
assessment of that funded program or activity.
SFY 2003 Subarant Application Packaae
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Section 5
Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
2. Assurance of Political Activities Limitations
The subgrantee assures that it will comply with provisions of Federal law which limit certain political
activities of State or local government employees whose principal employment is in connection with an
activity financed in whole or part by Federal grants (5USC 1501, et seq.)
3. Environmental Protection Agency's (EPA) list of Violating Facilities
The subgrantee 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 Violating
Facilities and that it will notify the FDLE 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.
4. Flood Disaster Protection Act
The subgrantee 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.
5. National Historic Preservation Act
The subgrantee will assist the FDLE in its compliance with Section 106 of the National Historic
Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and
Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by (a) consulting with the State Historic
Preservation Officer as necessary, to identify properties listed in or eligible for inclusion in the National
Register of Historic Places that are subject to adverse effects (see 36 CFR Part 800.8) by the activity,
and notifying the FDLE of the existence of any such properties and by (b) complying with all
requirements established by the Federal grantor agency to avoid or mitigate adverse effects upon such
properties.
6. Omnibus Crime Control and Safe Streets Act
The subgrantee 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, M71 00.1; and all
other applicable State and Federal laws, orders, circulars, or regulations.
7. The Coastal Barrier Resources Act
The subgrantee 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 prohibit the
expenditure of most new Federal funds within the units of the Coastal Barrier Resources System.
SFY 2003 Subarant Application Packaae
Page 44
Section 5
Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
~
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 duly 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:
Type Name and Title: Clavton H. Wilder. Community Proaram Administrator
Date:
subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Type Name of Subgrantee:
Signature:
fIDUJf}J~~
Type Name and Title:
Date:
Implementing Agency
Official, Administrator or Designated Representative
Type Name of Implementing Agency:
Signature:
fIDrnf}J~rr
Type Name and Title:
Date:
SFY 2003 Subarant Application Packaae
Page 45
Section 5
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
[illOOf)J~V
EEO Certification Letter. Subgrant Recipient
Mr. Clayton H. Wilder
Community Program Administrator
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Re: Compliance with Equal Employment Opportunity (EEO) Program
Requirements -- Subgrant Recipient
Dear Mr. Wilder:
I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime
Control and Safe Streets Act of 1968 as amended, I have read the Act criteria set forth in the Subarant
Application Packaae and Instructions. 1 understand that if the subgrant recipient meets these criterion,
it must formulate, implement and maintain a written EEO Program relating to employment practices
affecting minority persons and women. I also affirm that the subgrant recipient (Initial one of the
following):
--X- Does meet Act Criteria and does have a current EEO Program Plan.
_ Does meet Act Criteria and does not have a current EEO Program Plan.
Does not meet Act Criteria.
I further affirm that if the recipient meets the Act criteria and does not have a current written EEO
Program, federal law requires it to formulate, implement, and maintain such a program within 120 days
after a subgrant application for federal assistance is approved or face loss of federal funds.
Requires signature of authorized official:
Type Name and Title:
By:
Date:
Name of Subgrantee Organization:
SFY 2003 Subarant Application Packaae
Section 6
Page 46
Residential Substance Abuse Treatment Grant Program
Florida Department of Law Enforcement
EEO Certification Letter - Implementing Agency
mm[}J~~
Mr. Clayton H. Wilder
Community Program Administrator
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Re: Compliance with Equal Employment Opportunity (EEO)
Program Requirements -- Implementing Agency
Dear Mr. Wilder:
I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime
Control and Safe Streets Act of 1968 as amended, I have read the ACT criteria set forth in the
Subarant Aoolication Packaoe and Instructions. I understand that if the Implementing Agency meets
these criterion, it must participate in the subgrant recipient's EEO Program or formulate, implement
and maintain its own written EEO Program relating to employment practices affecting minority persons
and women. 1 also affirm that the Implementing Agency (Initial one of the following):
-2L. Does meet Act Criteria and does have a current EEO Program Plan.
- Does meet Act Criteria and does not have a current EEO Program Plan.
Does not meet Act Criteria.
I further affirm that if the implementing agency meets the Act criteria and does not participate in
the subgrant recipient's EEO Program or does not have its own written EEO Program, federal law
requires it to participate in such a program or formulate, implement, and maintain its own program
within 120 days after a subgrant application is approved or face loss of federal funds.
Requires signature of authorized official:
Type Name and Title:
By:
Date:
Name of Implementing Agency:
SFY 2003 Subarant Application Packaae
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Section 6
Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
u
Automated Data Processing (ADP) Equipment Form
(for ADP purchases totaling 100,000 or more)
Name of Subgrantee Organization:
Authorized Official for Subgrant Recipient
Type Name:
Type Title:
Signature:
Telephone Number: ( )
Date:
NOTE: For ADP purchases totaling $100,000 or more, an ADP Equipment Form must be completed
and submitted to the Department of Law Enforcement for approval. Provide a brief response
addressing each of the following issues. Address each issue in a separate paragraph using the
corresponding numerical indicator. Indicate N/A for issues which you consider to be not applicable,
i.e., Issues 4 & 5 may not apply. Start on the next page and use continuation pages as necessary.
Sign this Signature Page and attach to the completed response.
1. A description of the ADP hardware and/or software you plan to purchase, including:
A. Number of units and projected cost of each;
B. Equipment specifications including disk drive storage space, amount of random access memory,
microprocessor size and speed, and any other pertinent system specifications. If a network is
purchased, specify the type of file server, hub/routers, network cards, network wiring and
installation costs. If a printer is purchased, indicate the type of printer including brand, model,
dot matrix, laser, type of print (black or color), additional memory, and font cartridges.
C. A brief description of how the proposed equipment and/or software will be used to further grant
objectives.
2. Certify that ADP hardware and/or software procurement complies with existing federal, state, and
local laws and regulations. Attach a copy of your current procurement procedures.
3. If ADP hardware will be purchased, describe the results of your lease/purchase analysis and explain
the advantage of purchase over lease.
4. If ADP software will be developed, explain why already produced and available software will not meet
the needs of this subgrant.
5. If your purchase of ADP hardware, software or combination thereof will be from a sole source,
complete a Sole Source Justification Form and attach it.
SFY 2003 Subarant Application Packaae
Section 6
Page 48
Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
1J
Automated Data Processing (ADP) Equipment Form Narrative
SFY 2003 SubQrant Application Packaae
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Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
Sole Source Justification for Services and Equipment
(Required for sole source acquisitions of $100,000 or more)
Name of Subgrantee Organization: Monroe County Board of County Commissioners
Authorized Official for Sub
Type Name: Dixie Spehar
Type Title: Mayor
Signature:
Telephone Number: ( 305) 292-4441
Date:
Note: Justification for sole source procurement of $100,000 or more must be
submitted to the Florida Department of Law Enforcement for approval. Provide a brief
response addressing each of the following issues. Address each issue in a separate
paragraph using the corresponding numerical indicator. Start on the next page and
continue using a maximum of one additional page if required. Sign this Signature
Pa e and attach to the com leted res onse.
1. Briefly describe the proposed contractual services and/or equipment and how it relates to
our ro ram.
2. Explain your reasons for proposing to contract with, or purchase from, a non-competitive
sole source. Address the expertise of the contractor, management, responsiveness,
ro ram knowled e and ex erience of contract ersonnel.
3. Indicate the contract period and explain the potential impact on contract deliverables if due
dates are not met. Estimate the time and cost to hire a competent replacement should the
current contractor default.
4. Describe what is unique about the project and the proposed sole source contractor that
would warrant a contract.
5. Explain any other points you believe should be covered to support your request for a sole
source contract.
6. Make a declaration that the action you are taking is in the "best interest" of the subgrant
reci ient and the im lementin a enc .
SFY 2003 SubQrant Application Packaae
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Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
F
Sole Source Justification for Services and Equipment Narrative
1. Presently the Jail Intervention Program operates an in house substance abuse treatment program.
This program began in 1997 with a Byrne Grant that ended in October 2001. That program served
approximately eight-hundred inmates and ended with a thirty percent recidivism rate as compared to a
seventy per cent recidivism rate for inmates in general.
Under the RSAT grant the program was expanded and enhanced. The inmates (male) are housed in a
separate dorm. Those who volunteer for the program have liaison and advocacy if needed to help them
get treatment either in this program or another treatment program deemed appropriate. All inmates in the
program are screened to ascertain any special needs and an individualized treatment plan is written for
them. The treatment is reviewed every thirty days and updated as needed. The program outlined for
them will include any special counseling in the areas of anger management, domestic abuse, parenting
classes, life skills, and mental health counseling. They will also be screened and referred for educational
and/or vocational training, transitional housing, aftercare, work release, and medical assistance. This
helps increase the likelihood of success in recovery and decrease the criminal activity associated with
substance abuse.
The emphasis on cognitive behavioral therapy and rational emotive therapy is the backbone of the
program. The twelve-step approach, life skills, and art/music therapy provide a well-rounded approach
to the treatment of addiction. An outline of the format is included as well as a schedule for the daily
activities.
2. The Care Center for Mental Health has operated a similar program, funded by a Byrne Grant and
matching funds from Monroe County, at the Detention Center for four years. They have the expertise,
personnel, equipment, and procedures in place to continue this type of program. The only other
potentjal providers are the Guidance Clinic of the Middle Keys and the Guidance Clinic of the Upper
Keys, approximately fifty and seventy-five miles away, respectively. The funding of the program under
the Byrne Grant was overseen and recommended by the Substance Abuse Policy Advisory Board,
which reviewed program proposals and made funding recommendations to the Monroe County Board
of County Commissioners. No other proposals for this type of program at the Detention Center were
received by the Substance Abuse Policy Advisory Board in recent years. At the beginning of the first
year of RSA T funding, February 2001, the Care Center was the only provider ready to "hit the ground
running" with this program.
3. The contract period is from February 15, 2003 through February 14, 2004. We believe that several
months would be required to find a suitable replacement contractor to provide this service, two or three
months for that contractor to hire staff, and there is a good chance that none would be available.
4. The present staff and program coordinator have developed a program designed to treat each client
based on their individual needs. As a result of Substance Abuse, most of the clients have lost their
ability to function in society. This program addresses the clients' addiction to drugs and alcohol through
the Relapse Prevention and Steps. It also addresses the psychological problems of behavior,
personality problems, lack of socialization, and criminal attitude through the Moral Reconation
Therapy, Anger Management, Parenting Classes, Domestic Abuse Information, and Rational Emotive
Therapy.
Art and Music Therapy help alleviate stress and develop self-esteem. The Life Skills, Work Relapse, and
Farm Detail offer the clients a chance to re-integrate and transition back into the mainstream of the
community. The Aftercare helps the clients overcome problems as they occur, without returning to their
usual coping means of using drugs and alcohol. This provider has a proven track record of reducing
recidivism. The staff is already trained and in place, as is the program.
5. All relevant points in support of this sole source award have been covered above.
6. Monroe County believes that the award of these grant and matching funds to The Care Center for
Mental Health to provide this program is in the best interest of the subgrant recipient and the
implementing agency.
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Section 6
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Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
U.s. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY
MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
Applicants should refer to the regulations cited below to determine the certification to which they are required to
attest. Applicants should also review the instructions for certification included in the regulations before completing this
form. Signature of this form provides for compliance with certification requirements under 28 CFR Part 69, "New
Restrictions on Lobbying" and 28 CFR Part 67, "Government-wide Debarment and Suspension (Non-procurement) and
Government-wide Requirements for Drug-Free Workplace (Grants)". The certifications shall be treated as a material
representation of fact upon which reliance will be placed when the Department of Justice determines to award the
covered transaction, grant, or cooperative agreement.
1. LOBBYING
As required by Section 1352. Title 31 of the U.S. Code, and implemented at 28
CFR Part 69, for persons entering into a grant or cooperative agreement over
$100,000, as defined at 28 CFR Part 69, the applicant certifies that
(a) 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;
(b) If any funds other than federal appropriated funds have been paid or will be
paid to any person influencing or attempting to influence an officer or employee of
any agency. a member of Congress, an officer or an 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;
(c) 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
subrecipients shall certify and disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS
(DIRECT RECIPIENT)
As required by Executive Order 12549, Debarment and Suspension, and
implemented at 28 CFR Part 67, for prospective participants in primary covered
transactions, as defined at 28 CFR Part 67, Section 67.510-
A. The applicant certifies that it and its 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;
(e) Making it a requirement that each employee to be engaged in the performance
of the grant be given a copy of the statement required by paragraph (a);
SFY 2003 Subarant Application Packaae
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(b) Have not within a three-year period preceding this application
been convicted of or had a civil judgement 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;
(e) 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; and
B. Where the applicant is unable to certify to any of the statements in
this certification, he or she shall attach an explanation to this
application.
3. DRUG-FREE WORKPLACE
(GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988, and
implemented at 28 CFR Part 67, Subpart F. for grantees. as defined
at 28 CFR Part 67 Sections 67.615 and 67.620-
A. The applicant certifies that it will or will continue to provide a drug-
free workplace by:
(a) Publishing a statement notifying employees that the unlawful
manufacture, distribution, dispensing, possession, or use of a
controlled substance is prohibited in the grantee's workplace and
specifying the actions that will be taken against employees for
violation of such prohibition;
(b) Establishing an on-going drug-free awareness program to inform
employees about-
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling. rehabilitation, and employee
assistance programs; and
(4) The penalties that may be imposed upon employees for drug
abuse violations occurring in the workplace;
Section 6
Residential Substance Abuse Treatment Grant Pro
Florida Department of Law Enforcement
(d) Notifying the employee in the statement required by paragraph (a) that, as a
condition of employment under the grant, the employee will-
(1) Abide by the tenns of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of a
criminal drug statute occurring in the workplace no later than five calendar days
after the conviction;
(e) Notifying the agency, in writing, within 10 calendar days after receiving notice
under subparagraph (d) (2) from an employee or otherwise receiving actual notice
of such conviction. Employers of convicted employees must provide notice
including position title, to: Department of Justice, Office of Justice Programs,
ATTN: Control Desk, 633 Indiana Avenue. NW., Washington, D.C. 20531. Notice
shall include the identification number(s) of each affected grant;
(f) Taking one of the following actions. within 30 calendar days of receiving notice
under subparagraph (d) (2), with respect to any employee who is so convicted-
(1) Taking appropriate personnel action against such an employee. up to and
including tennination, consistent with the requirements of the Rehabilitation Act of
1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug abuse
assistance or rehabilitation program approved for such purposes by a Federal,
State, or local health, law enforcement. or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace
through implementation of paragraphs (a), (b), (c), (d), (e), and (t).
B. The grantee may insert in the space provided below the site(s) for the
performance of work done in connection with the specific grant:
Place of Performance (Street address, city, county, state, zip code)
Check here _ If there are workplaces on file that are not identified
here.
Section 67.630 of the regulations provides that a grantee that is a
State may elect to make one certification in each Federal fiscal year.
A copy of which should be included with each application for
Department of Justice funding. States and State agencies may elect
to use OJP Fonn 4061/7.
Check here _ If the State has elected to complete OJP Form
4061/7.
DRUG-FREE WORKPLACE
(GRANTEES WHO ARE INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988. and
implemented at 28 CFR Part 67, Subpart F, for grantees, as defined
at 28 CFR Part 67; Sections 67.615 and 67.620-
A. As a condition of the grant, I certify that I will not engage in the
unlawful manufacture, distribution, dispensing, possession, or use of
a controlled substance in conducting any activity with the grant; and
B. If convicted of a criminal drug offense resulting from a violation
occurring during the conduct of any grant activity, I will report the
conviction, in writing, within 10 calendar days of the conviction, to:
Department of Justice, Office of Justice Programs, ATTN: Control
Desk, 633 Indiana Avenue, NW., Washington, D.C. 20531.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above
certifications.
1. Grantee Name and Address:
Monroe County Board of County Commissioners
1100 Simonton Street
Key West, FL 33040
2. Application Number and/or Project Name: Monroe County Jail Incarceration Program
3. Grantee IRSNendor Number 59-6000749
4. Typed Name and Title of Authorized Representative: Dixie Spehar, Mayor
5. Signature:
SFY 2003 Subgrant Application Packaae
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6. Date:
Section 6
Residential Substance Abuse Treatment Grant Program
Or! a epartment 0 aw n orcement
SAMPLE MINIMUM DATA REPORTING REQUIREMENTS
DO NOT COMPLETE
SAMPLE FORM ONLY
Total During
Requested Information Prior to Reporting Total
this Period
Quarter (New)
1. Treatment beds added or supported with RSAT subgrant funds (Federal and Match).
2. Treatment Beds Enhanced with RSAT subgrant funds (for previously established
programs, beds enhanced by new services).
3. Total number of male offenders admitted to the subgrant-funded treatment program.
4. Total number of female offenders admitted to the subgrant-funded treatment program.
5. Total number of adult offenders admitted to the subgrant-funded treatment program.
6. Total number of juvenile offenders admitted to the subgrant-funded treatment
program.
7. Total number of offenders successfully completing the residential program.
8. Average length of stay in the residential program, for those completing the program (in
days).
9. Total number of offenders that dropped out of the program (if over 25% attach
explanation).
10. Total number of offenders that were terminated from the program (if over 25% attach
explanation).
11. Total number of offenders that successfully completed the aftercare program.
12. Of the offenders that completed the program, what is the percentage that have
remained drug-free during the residential program?
13. Of the offenders that completed the program, what is the percentage that have
remained drug-free during the aftercare program?
14. Of the offenders that completed the program, what is the percentage that have
remained arrest-free during the residential program?
15. Of the offenders that completed the program, what is the percentage that have
remained arrest-free during the aftercare program?
16. Of the offenders that have completed the program, the percentage that have remained
arrest-free following release from aftercare (at least one-year follow-up).
The following questions are for those programs in existence for two years or more:
17. Average cost of the program per offender that completed the residential program.
18. Average cost of the program per offender that completed the aftercare program (cost
of aftercare program only).
Grant recipients will also be required to provide qualitative data, including an overview of the
program, client population, progress made to date, and identification of any gaps between the
current and desired result of program activities.
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Section 7
Residential Substance Abuse Treatment Grant Program
on a epartment 0 aw n orcement
~
I
SUBGRANT APPLICATION EVALUATION SCORE SHEET
rantee
Evaluator Name
NFA Score
Date Reviewed
Pro' ect Name
A Iication Date of Recei t
ITEM SCORE MAXIMUM
POINTS
I. Transmittal Letter - Original Signature Required (Mandatory) Yes or No No Score
II. Subgrant Application Package Completion
V- Subgrant Package Completed & Signed (Mandatory) Yes or No No Score
Includes the following if applicable):
V- Original Signature Required
-
V- EEO Certification Letters
-
V- Sole Source Justification for Services or Equipment
-
V- ADP Equipment Form Max 1 Pt.
-
V- Lobbying Certification Form Each
-
5 Pts. this
Total Points Section II: Section
III. Program Description includes or indicates that:
V- Executive Summary
V- Needs Statement that clearly identifies target group
-
V- Supports need for program services
V- Description of program model is clear and easy to understand, and
includes a goal to become self-sufficient
V- Measurable objectives & steps associated with each
V- Statement specifies that data collection will meet minimum
requirements including tracking & follow
V- Personnel needs are specified, including: minimum qualifications,
description of duties performed by position(s), positions & Max 5 Pts.
qualifications are task-appropriate Each
35 Pts. this
Total Points Section III: Section
IV. A. Required Program Criteria Basic Criteria
V- Period of treatment is 6 to 12 months Yes or No
v- Treatment is provided in residential treatment facilities set apart from
the general prison population
V- Treatment focuses on substance abuse problems of inmates
V- Treatment develops cognitive, behavioral, social, vocational & other
skills Max
V- A statement indicating that a reliable form of drug testing is in place or 5 Pts.
will be implemented under this program; must include a description Each
of current drug testing program, # of offenders tested, frequency of 20 Pts. This
testing, and plans to continue or expand the drug testing program Section
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Section 7
Page 55
u
IV. B. Program Description includes or indicates that: (IV Continued) Preferential
0/ Use of individual client treatment plans incorporating aftercare Criteria
services; link to aftercare is evidenced by letter-of-support written
on aftercare agency's letterhead - Max
0/ Aftercare letter indicates preference given to RSA T clients 5 Pts. Ea
-
0/ Clients have separate recreational facilities 20 Pts. this
-
0/ Clients have separate kitchen facilities Section
-
IV.C. Program model represents a new program (residential substance Preferential
abuse treatment services will not be available otherwise) and does not Criteria
reoresent an enhancement or exoansion of a ore-existing program. 10 Pts.
Max Total of
Total Points Section IV. - 55 Pts.
V. Budget Narrative & Schedule includes or indicates that: Basic
0/ Costs that are clearly related to program & are allowable - Criteria
0/ Sufficient detail & justification to support line items -
0/ Minimum cash match requirement met - Max
0/ Reauested federal award amount is within reason 5 Pts. Ea
20 Pts. this
Total Points Section IV: Section
Maximum
Possible
Score
TOTAL POINTS SCORED ALL SECTIONS - 115
COMMENTS:
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Section 7