2001-CJ-9K-11-54-01-006 12/19/2001
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
BRANCH OFFICE
MARATHON SUB COURTHOUSE
3117 OVERSEAS HIGHWAY
MARATHON, FWRIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
MONROE COUNTY COURTHOUSE
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3663
BRANCH OFFICE
PLANTATION KEY
GOVERNMENT CENTER
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FWRIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
December 28,2001
TO:
Jennifer Hill, Budget Director
Office of Management & Budget
FROM:
Dave Owens, Grants Administrator
Office of Management & Budget
Pamela G. Han('~
Deputy Clerk 0
ATTN:
At the December 19, 2001, Board of County Commissioner's meeting the Board granted
approval to apply for Residential Substance Abuse Treatment Grant and adopted Resolution
499-2001 authorizing the submission of a Grant Application to the Florida Department of Law
Enforcement for the FY 01/02 Residential Substance Abuse Treatment for-Prisoners Held in
Local Correctional Facilities Grant Program.
Enclosed are two duplicate originals of the Application, executed on behalf of Monroe
County, as well as a certified copy of the subject Resolution for your handling. Please be sure
that the fully executed "Clerk's Original" is returned to our office as soon as possible.
Should you have any questions please feel free to contact this office.
Cc: County Administrator w/o documents
County Attorney
Finance
File/
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
APPLICATION FOR FUNDING ASSISTANCE
Board of Commissioners
Name of Chief Elected Official! State
Title Ma or
Address 530 Whnehead Street
C' Ke West, Florida
Head Charles .Sonn
E-Mail Address
Zi Code 33040
Name of Chief Financial Officer Dann L. Kolha e
nle Clerk of the Court
Address 500 Whnehead Street
C' Ke West, Florida
E-Mail Address
Zi Code 33040
A enc Name
Monroe Coun Board of Commissioners
Name of Chief Elected Official! State A en Head James L. Roberts
Tille Coun Administrator mail.state.fl.us
Address 1100 Simonton Street
Cit Ke West, Florida
Zi Code 33040
Name of Pro' ect Director David P. Owens
Tille Grants Administrator
Address 1100 Simonton Street
Ci Ke West Florida
Area Code! Tele hone No. 305-292-4482
E-Mail Addressmmtsmail.state.fl.us
SunCom
Zi Code 33040
Fax 305-292-4515
Subgrant Application
Section III
SFY 2002
Page 1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Name of Contact Person Candice Atwood
Tille Chief Financial Officer
E-Mail Address
Address 1205 Fourth Street
Zi Code
A en Name Monroe Coun Grants
Name of Chief Elected OffICial! State A en Head David P. Owens
Title Grants Administrator E-Mail Addressmmtsmail.state.fl.us
Address 1100 Simonton Street
C' Ke West Florida
ZI Code 33040
Name of Pro'eel Director Ja Terrell
Tille P ram Coordinator
E-Mail Address
Address 5501 Coli e Road
Ci Ke West Florida
Area CodelTele hone No. 305-293-7346
SunCom
Zi Code 33040
Fax 305-293-7444
Subgrant App/lcaUon
SecUon III
SFY 2002
Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
1. Project Title Monroe County Jail Incarceration Program
(Provide a brief descripUve title, must not exceed 36 total spacas and characters)
2. Project Implementation period Start: February 15, 2002 End: February 14, 2003
1, (If other than the Chief Financial Officer) Remit Warrant to
Name David P. Owens
Title Grants Administrator
E-Mail Addressmmtsmall.state.fl.us
Address 1100 Simonton Street
Ci Ke West, Florida
Zi Code 33040
Area CodefTete hone No. 305-292-4482 SunCom Fax 305-292-4515
If subgrantee Is partlclpatlng In the State of Florida Comptroller's Office electronIc transfer oroaram,
reimbursement cannot be remitted to any other entity.
2. Vendor Number
(Federal Employer Idenlification Number) 59-6000749
3. State Agency SAMAS #
(Applies to State Agencies only)
4. Will the Project earn Project Generated Income (PGI) as defined In Sectlon H, 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 _XX_Quarterly
Subgrant AppttcaUon
SecUon III
SFY 2002
Page 3
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
1. Program Facility (check all that apply)
_Prison
X 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. Servlcesllnterventions Available (check all that apply to Indicate services that will be
Offered)
X Therapeutic Community _ Family Counseling
X 12-Step Program Sex Offender Treatment
X Individual Counseling _X_ Impulse/Anger Control
X Group Counseling _X _Work Activities
Acupuncture _X _ Job Skills Development
X Pharmacotherapy _X_ Job Placement
X Other Drug Treatment _X_ Aftercare Services
X Drug Testing _X _Structured Leisure Time
X Mental Health Counseling _X _ Leadership Training
X Educational Programs _X _ Mentoring
_ Community Service _X_ Parenting Training
Victim Restitution _X_ Cognitive Restructuring
Restorative/Community Justice _X _ Financial Management
Victim Awareness _X_ Other (specify)
Mediation _X_ Relationalship Issues
X Domestic Violence X_ Court Liason
Reduction
4. Projection of Successful Completions (Indicate number of clients projected for each phase):
a. A total of _75_ participants are projected to successfully complete the residential
substance abuse treatment service phase during the sUbgrant period.
b. A total of _60_ participants are projected to successfully complete the aftercare
treatment phase during the sUbgrant period.
Subgrant Application
Section 111
SFY 2002
Page 4
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
1. Begin with an executive-sMe summary which is aooroximatelv one oaoe in lenoth describino the oroiect to be
funded with RSAT funds. Start below.
PROBLEM IDENTIFICATION
According to the Monroe County Detention Center over sixty per cent of the inmates currently
housed here have substance abuse related charges as a direct result of their drug use which is pervasive
in Monroe County. The inmates need help with anger management, domestic abuse, job and housing
placements, educational and literacy improvements, aftercare, mental health counseling, referrals, ad
pharmacological assessments.
SOLUTION
Presently the Jail Intervention Program operates an in house substance abuse treatment program
funded by the Monroe County Commissioners and an RSAT grant. This program began in 1997 with a
Byrne Grant that ended in October 2001. That program served approximately 800 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 for program inmates. The inmates 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. (A copy of the treatment plan form is included in this
summary). The treatment id 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 program will continue the present format. The emphasis on cognitive behavioral therapy and
rational emotive therapy are 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.
In January, the program will offer parenting classes for inmates with children. The inmates will
be screened, as they are now, for this program as well as for anger management, domestic abuse, work
release, and relationship problems. The staff facilitates some of these special groups and coordinates
with community resources that specialize in these areas.
Referrals will be made and assistance provided for inmates that need English as a second
language, literacy skill improvements, and GED classes. Life skills classes will 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 basis communications skills, and how to mentor. The addition of two
computers has made it possible to teach commuter literacy, which is another vital skill, needed for
obtaining and maintaining many jobs in the community.
The program lasts six months with two months of aftercare upon release from the program. The
aftercare continues to be provided by the Care Center for Mental Health.
Subg~ntApp"c.Uon
Section III
SFY 2002
Page 5
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Since the program will need to be fully funded by RSAT, the number of inmates expected to complete
the program will 75. It is projected that
80% of the inmates served will successfully complete the aftercare program.
98% of the inmates served in the program will remain drug free.
70 % of the inmates served will not test positive during their aftercare program.
85% of the inmates will not violate probation during their aftercare program.
70% of the inmates served will not remain to jail during the first year of their release.
OBJECTIVES .
During this time, contractual staff from the Care Center for Mental Health will be able to
Utilize their experience and training for all the staffing that the program requires. The Care Center for
Mental Health holds the substance abuse treatment license for the jail, and provides the administrative
and case management services as mandated by Florida Administrative Code 10-EI6.
The program coordinator must hold a Master's level in counseling and Psychology and be a
Certified Addictions Professional in Florida. The present coordinator is also a Licensed Mental Health
Counselor. The other three counselors must be Certified Addiction Professionals or be certified eligible.
All the staff do intakes, make up treatment plans, conduct group and individual substance abuse
counseling, address relationship issues, conduct MRT and RET sessions, submit case notes, and prepare
progress and court reports.
Under the direction of the Program Coordinator, random drug testing is conducted weekly with
all the inmates being tested monthly. The Detention Center has an ETS Plus System that can analyze for
drug urine screening, toxicological serum screening, and quantitative analysis of ethyl alcohol in urine
and serum/plasma. It works for the following classes of drugs:
AmphetaminelMet amphetamine, Amphetamine, Barbiturate, Benzodiazepine, Cannabinoid, Cocaine,
Methadone, Methaqualone, Opiate, Phencyclidine, and Propoxphene. The counseling staff with a clear
chain of custody and a detailed test form conducts the testing. (A copy ofthe form is attached to this
summary).
Under the agreement with the Care Center for Mental Health, the inmates who complete the
incarcerated portion of the program are attending aftercare there. The clients are evaluated monthly.
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 within the jail's population 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. All inmates in the program are staffed weekly in a team
treatment meeting. With training in EMDR, Reality Therapy, trauma and abuse issues, anger
management, and mental health problems, the Program Coordinator does counseling in those special
areas as well as perform their administrative tasks and grant reporting. The Program Coordinator is the
liaison between the program, the Detention Center, and the Care Center.
Subgrant Application
Section 11/
SFY 2002
Page 6
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 a es. Start below.
Monday 9-11 AM C MALES Relanse Prevention Randv
H MALES Life Skills Marv
1-3 PM D MALES MRT Boyd
H MALES Relanse Prevention Randv
3-5 PM C MALES Art Music Therany Marv
Tuesdav 9-11 AM
C MALES Life Skills Marv
D MALES Relanse Prevention Randv
1-3 PM D MALES Life Skills Marv
C MALES Stens Jay
H MALES MRT Boyd
3-5 PM Anger Management Jay
Wednesday 9-11 AM H MALES Art/Music Therapy Marv
1-3 PM H MALES Steps Jay
1-3 PM C MALES MRT Boyd
1-3 PM D MALES Art/Music Therapy Marv
Thursday AM/PM Staffmfllintakes/paperwork All
1-3 D MALES Steps Jay
Friday AM All Film Staff
· There may be times when the groups must be combined due to staffing. Please be flexible.
Art and Music Therapy Syllabus
Purpose: To promote healthy activities and open-mindedness, explore individual talents and creativity,
Encourage conversation and social interaction using different forms of music and art.
Weeks 1,7,14,20 Working with Paint - Music will be personal choice
Weeks 2,8,15,21 Working with clay - Music will be soundtracks from musical productions
Weeks 3,9,16,22 Origami - Music will be personal choice
Weeks 4,10,17,23 Drawing- Music will be classical
Subgrant AppllcaUon SFY 2002
Section III Page 7
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Weeks 5,11,18,24 Collage- Music will be personal choice
Weeks 6,12,19,25 Finger Painting- Music will be ethnic
Life Skills Syllabus
Weeks 1-13 Vital Issues Projects Inc- Personal Development and Life Management Program
(to include computer skills, reading, workbook exercises and discussion)
Lesson 1. Understanding the Concept (video)
Lesson 2. Motivation
Lesson 3. Habits, Attitudes and Conditioning (video)
Lesson 4. Abundance of World and Self
Lesson 5. Self-conditioning Process (video)
Lesson 6. A Successful Way of Life
Lesson 7. The Problem Solving Process (video)
Lesson 8. Emotions and Emotional Blocks
Lesson 9. Assurances and Demonstrative Maturity (video)
Lesson 10. Family Success
Lesson 11. Family Relationships (video)
Lesson 12. Interfamily Understanding and Communications
Lesson 13. Financial Stability (video)
Lesson 14. Effective Communicating
Lesson 15. Getting and Keeping a Job
Weeks 14-20 A Program for Recovery from Addictions
(a series of workbooks based on the 12 Steps to Recovery and 5 Steps to Decisions)
Step 1. Admit the Truth
Step 2. Restore Sanity (video)
Step 3. Decide to Surrender
Step 4. Take Inventory (video)
Step 5. Tell the Truth
Step 6. Get Ready for Action (video)
Step 7. Humbly Ask
Step 8. Become Willing (video)
Step 9. Make Amends
Step 10. Take responsibility (video)
Step 11. Make Contact
Step 12. Live Right (video)
Subgrant Application
Section III
SFY 2002
Page 7
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Weeks 21-25 We will cover a variety of topics utilizing experts from the community whenever possible.
Resume skills and computer training will be emphasized.
Job Readiness, Healthy Living, Communication Skills, Financial Planning, Parenting, and Educational
Opportunities.
Steps Syllabus
Purpose:
For clients to become aware of the Twelve Steps of the AA/NA Program and how to work them into
their daily lives.
Week One:
Week Two:
Week Three:
Week Four:
Week Five:
Week Six:
Week Seven:
Week Eight:
Week Nine:
Week Ten:
Week Eleven:
Week Twelve:
Week Thirteen:
Week Fourteen:
Week Fifteen:
Week Sixteen:
Week Seventeen:
Week Eighteen:
Week Nineteen:
Week Twenty:
Week Twenty-one:
Week Twenty-two:
Week Twenty-three:
Week Twenty-Four
Overview of Addiction
Video- Cycle of Addiction - Louis Mark
Explore individual Belief System
Quick Overview of the Twelve Steps -Video- Spirituality- Louise Mark
Step One- Read and comment
Step One- Individual Interpretation
Step One- Written Work
Step Two- Read and Comment
Step Two- Individual Interpretation
Step Two- Written Work
Step Three- Read and Comment
Step Three- Individual Interpretation
Video- Chalk Talk- Father Martin
Honesty
How the steps work in our daily lives.
Readings from the Big Book
Video- Re-Engaging Society- Delbert Boone
Speaker- "How the steps have affected his life"
Step Four- Read and Comment
Step Four- Individual Interpretation
Step Four- Written Work
Individual Presentations on What Step One means to me
Individual Presentation on What Step Two means to me
Individual Presentation on What Step Three means to me.
Moral Reconation Therapy Syllabus
Purpose: Systematic step by step treatment strategy designed to enhance self image, promote growth of a
positive, productive identity, and facilitate the development of higher stages of moral reasoning.
Weeks 1 & 2. Clients reads first 42 pages of the workbook and observes in MRT groups.
Subgrant Appllcallon
SecUon III
SFY 2002
Page 8
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Week 3. Client presents Step I
Week 4. Client presents Step 2
Week 5. Client presents Step 3
Week 6. Group views "The Hijacked Brain"
Week 7. Discussion group
Week 8. Client presents Step 4
Week 9. Client presents Sfep 5
Week 10. Client presents Step 6
Week II. Client views "Spirituality and the Steps".
Week 12. Discussion group
Week 13. Client presents Step 7
Week 14. Client presents Step 8
Week 15. Client presents Step 9
Week 16. Client views "The Biochemistry of Feelings"
Week 17. Client presents Step 10
Week 18. Client presents Step II
Week 19. Client presents Step 12
Week 20. Client views "The Psychology of Addiction
Week 21. Discussion Group
Week 22. Life story presented to group
Week 23. Feedback on client from the group
Week 24. Focus on client's concerns prior to release.
Relapse Prevention Therapy Syllabus
Purpose: To facilitate an understanding of relapse as part of the disease of addiction and help clients
identify relapse situations and how to deal with them.
Weeks 1,7,14,20 - Basic Understanding of Communication
Weeks 2,8,15,21- Understanding the Disease Concept of Addiction
Weeks 3,9,16,22- Cycle of Addiction - Identifying the Rituals of Using and Testing Reality
Weeks 4, 10, 17,23-FeelingslEmotions Workbooks
Weeks 5,11,18,24- BeliefSystem/Relapse Triggers
Weeks 6,12,19,25- Perfectionism/Self Esteem Workbooks
Weeks 1-13- The Goals of Therapy and Understanding Self
Lesson I. What is communication?
Lesson 2. Purpose of Therapy
Lesson 3. How to use feedback.
Lesson 4. Truth Tables and self-presentation
Lesson 5. Self Evaluation
Lesson 6. Personality and understanding ego and character defects.
Lesson 7. Overcoming anxiety
Lesson 8. Perfectionism
Lesson 9. Discussion of perfectionism
Subgrant Application
Section III
SFY 2002
Page 9
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Lesson 10. Continuing Recovery Skills video
Lesson 11. Discussion of recovery skills.
Lesson 12. Shame video
Lesson 13. Discussion of shame
Lesson 14. Griefvideo
Lesson 15. Discussion of grief
Weeks 14-20 - Know Thyself
Videos and workbooks followed by discussion groups
Lesson 16. Understanding video
Lesson 17. Anxiety and worry video
Lesson 18. Self-esteem video
Lesson 19. Guilt video
Lesson 20. Anger and Depression video
Weeks 21-25
Lesson 21. Personality Issues
Lesson 22. Personal Trauma
Lesson 23-25 A variety of topics to include sexual issues and relapse, social support, family dynamics,
Big Book topics, and becoming a happier individual.
Subgrant AppllcaUon
SecUon 11/
SFY 2002
Page 10
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
3. ActIvltv ImDlementatlon Schedule. 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 rammatic. Start below and use continuation es as necessa .
February 15, 2002 through February 14, 2003
Beainnina Date End Date
ACTIVITY Jan Feb Mar ADr Mav Jun Jul Auo SeD Oct Nov Dee
Submit Financial Reimbursement X X X X
Requests
Submll Quarterly Program Reports X X X X
Submll Quarterly PGI Reports
(If applicable)
Submit Financial Closeout Package X
Life Skills X X X X X X X X X X X X
REBT Series 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 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 X X X X X X X X X X X X
Relationship Issues X X X X X X X X X X X X
Vocational Rehabilitation 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
See also attached schedule
Subg~ntApp"caUon
Section 11/
SFY 2002
Page 11
Residential Substance Abuse Treatment ProgralT!
Florida Department of Law Enforcement
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 of the Total Project
Costs.
Type or Print Dollar Amounts Only In Applicable Categories and Leave Others Blank.
Budget Category
Federal
Match
Total
Salaries And Benefits
Contractual Services
127,785.00
42,595.00
170,380.00
Expenses
Operating Capital Outlay
Indirect Costs
Totals
127,785.00
42,595.00
170,380.00
SubgtantAppncaUon
Sect/on 11/
SFY 2002
Page 12
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
2. Budget Narrative
a. Identify type of Budget, Le., 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 a es if necessa .
Salary:
Program Coordinator
Substance Abuse Counselor I
Substance Abuse Counselor 2
Substance Abuse Counselor 3
Total Salaries
42,000.00
26,000.00
26,000.00
26,000.00
120,000.00
Benefits:
FICA @7.25%
Health Insurance
9,180.00
22,200.00
Educational Tools
(Workbooks, Videos, and other educational materials)
13,000.00
Office Supplies
(Charting materials, paper, and misc. supplies)
3,000.00
Travel
(Travel and fees associated with required trainings
to maintain licensure of program staff)
3,000.00
Total Program Costs
170,380.00
Match 25% from Monroe County General Revenue Funds
42,595.00
Grant Funds Requested
127,785.00
Subgrant Application
Section 11/
SFY 2002
Page 13
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 u to and indudin ro'ect costs bein 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 com l&ted a IIcatlon.
Definitions:
The term "Department", unless otherwise stated, refers to the Florida Department of Law Enforcement.
The term "Recipient" refers to the goveming 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)
(2)
(3)
Subgrant Application
2002
Section 11/
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 (1st 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".
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.
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.
SFY
Page 10
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
(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.)
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 Sudget (OMS)
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, Florida
Statutes, 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 OMS's Circular No. A-87, 'Cost Principles for State and Local Govemments', or OMS'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. OMS's Common Rule for state and Local Governments, or OMS Circular No. A-11O
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 himlher, 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.
Subg~ntApp"caUon
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
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, Florida Statutes.
c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061,
Florida Statutes.
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:
a. Changes in project activities, designs or research plans set forth in the approved agreement;
b. 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,
c. Transfers of funds above the ten (10) percent cap shall be made only if the Department approves
a revised budget.
d. 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.
SubgnonfAppHcaOon
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SFY 2002
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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), Florida Statutes; 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 starling date. The letter must outline
steps to initiate the project, explain reasons for delay, and specify an anticipated project starling date.
If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient
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 starling 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.
Subgrant App/lcaUon
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Upon request of the recipient, the OCJG shall ascertain the facts and the exlent 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 recipienfs 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 eamed 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.
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 thirly (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
Govemment GS1-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, Florida Statutes, and made or received by the recipient or its
contractor in conjunction with this agreement.
SubgnontApp"caUon
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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, Florida Statutes, 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:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, Florida 32302
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
Subgrant Application
Section III
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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
Departmenfs decision.
a. If the recipient appeals the Departmenfs 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
Departmenfs decision is contained in Chapter 120, Florida Statutes, and in procedures set forth
in Chapters 28-5 and 9-5, Florida_Administrative Code. Failure to appeal within this time frame
constitutes a waiver of proceedings under Chapter 120, Florida Statutes.
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
a. Before publication or printing, a final draft of any report required under or pertaining to this
agreement shall be sent to the Department for its review and comment.
b. Publications or printed reports covered under subparagraph a. above shall include the following
statements on the cover page:
I. "This program is supported by a grant awarded to the Florida Department of Law
Enforcement, State of Florida, and by the Bureau of Justice Assistance (BJA),
Office of Justice Programs (OJP), U.S. Department of Justice. The BJA is a
component of OJP which also includes the Bureau of Justice Statistics, National
institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and
the Office for Victims of Crime..
Ii. .Points of view, opinions, and conclusions expressed in this report are those of
the recipient and do not necessarily represent the official position or policies of
the State of Florida Department of Law Enforcement, the U.S. Department of
Justice, Office of Justice Programs, or any other agency of the state or federal
government.
27. Equal Employment Opportunity (EEO)
No person, on the grounds of race, creed, color or national origin shall be excluded from participation in,
be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to P.L. 89-
564, Non-Discrimination Requirements of the Anti-Drug Abuse Act of 1988; Title VI of the Civil Rights Act
of 1964; Section 504 of the Rehabilitation Act of 1973 as amended; Title IX of the Education Amendments
of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non-Discrimination Regulations
28 CFR Part 42, Subparts C, D, E, F, G and H.
The recipient and a criminal justice agency that is the Implementing Agency agree to certify that they
either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime
Control and Safe Streets Act of 1968 as amended and that they have or have not formulated,
Subgrant Application
Section III
SFY 2002
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
implemented and maintained a current EEO Program. Submission of this certification 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 this agreement was made to comply with the Act or face loss of federal
funds subject to the sanctions in the Justice System Improvement Act of 1979, Public Law 96-157, 42
United States Code (U.S.C.) 3701, et seq. (Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and
CFR Section 42.207.Compliance Information).
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, Particlpanfs 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.
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 forih 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:
Subgrant Application
Section 11/
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 H, 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.
All refunds or repayments to be made to the Department under this Agreement are to be made payable to
the order of "Florida Department of Law Enforcemenr, and mailed directly to the Department at the
following address:
Subgrant ApplIcation
Section 11/
SFY 2002
Page 18
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Florida Department of Law Enforcement
Alln: Cashier
Finance and Accounting
Post Office Box 1489
Tallahassee, FL 32302
35. Background Check'
It is strongly recommended that all programs targeting juveniles, implemented by other than a swom 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.
39. National Environmental Polley 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)
(2)
New construction;
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.
SubgnlntAppUcaUon
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SFY 2002
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
Subgrant AppllcaUon
Section III
SFY 2002
Page 20
Residential Substance Abuse Treatment Program
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.
Signature:
Type Name and Title: Clavton H. Wilder. Community Proaram Administrator
Date:
Type Name of Subgrantee: Mon
Signature:
..-~
Date:
Type Name of ImPlementing~
Signature: ---f
oun Board of Commissioners
Type Name and Title: James L. Roberts. County Administrator
Date: /;:l..- ~,- rl
Subgrant Application
Section III
SFY 2002
Page 21
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
CERTIFICATION OF COMPLIANCE
WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO)
PROGRAM REQUIREMENTS
EEO Program Certification Letters
Each unit of government (subgrant recipient) and each
criminal justice agency that is the implementing agency
of the subgrant, whether or not it is required to have a
written Equal Employment Opportunity (EEO) Program
according to provisions of the Federal Omnibus Crime
Control and Safe Streets Act of 1968 as amended,
must enclose signed EEO Certification Letters with
subgrant applications.
A copy of the 28 Code of Federal Regulations (CFR)
Part 42, Subparts C, 0, E, F, G and H can be
accessed at the following internet site:
http://www.access.gpo.gov/nara/cfr/cfr-table-search.html
If you have additional questions, please contact the
program staff of the Office of Criminal Justice Grants
at 850/410-8700 or SUNCOM 270-8700.
Subgrant Application Package
Appendix I
SFY 2002
Pagel
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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
Suborant ADDlication Packaoe and Instructions. I understand that if the subgrant recipient meets
these criterion, it must fonnulate, implement and maintain a written EEO Program relating to
employment practices affecting minority persons and women. I also affinn that the subgrant
recipient (Initial one of the following):
xx 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 affinn 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: James L. Roberts. County Administrator
J~.L.~
By:
Date:
I ;l- - J.4"---.-,
Name of Subgrantee Organization: Monroe County Board of County Commissioners
Subgrant Application Package
Appendix I
SFY 2002
Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
EEO Certification Letter - Implementing Agency
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 Suborant Aoolication Packaae 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. I also affirm that the Implementing Agency (Initial one of the
following):
xx 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: James L. Roberts. County Administrator
By:
r--J __L- ~
Date:
/)....-~--t
Name of Subgrantee Organization: Monroe County Board of County Commissioners
Subgrant Application Package
Appendix I
SFY 2002
Page 3
F
LE
Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
(850) 410-8700
James T. "Tim" Moore
Commissioner
December 4, 2001
CDIM,./c..+c.
hrf
tJ---
:=
The Honorable George Neugent
Mayor, Monroe County
Monroe County Board of County Commissioners
1100 Simonton Street
Key West, Florida 33040
Dear Mayor Neugent:
The Florida Department of Law Enforcement (FDLE) announces that your agency is eligible to apply
for a second year of Residential Substance Abuse Treatment (RSA T) for Prisoners Held in Local
Correctional Facilities Grant funding. The substance abuse treatment program, which was
successfully created and implemented by your agency last year, has met the criteria to receive
another award in an equal amount for the State fiscal year 2002.
During this funding period, Monroe County is eligible to receive up to $150,000. Each award must be
matched in cash in an amount equal to but not less than twenty-five (25) percent of the total program
cost. Subgrant applications must be received by FDLE no later than 5:00 p.m. Eastern Standard
Time on Wednesday, January 2, 2002. Applications received after that date may not be considered.
The enclosed information provides guidance regarding provisions and requirements associated with
the RSA T for Prisoners Held in Local Correctional Facilities Grant Program and consist of Frequently
Asked Questions, Application Instructions and a blank Application and a copy on disk. For your
convenience, a copy of this package has also been mailed to the Project Director named below.
My office looks forward to working with your agency again this. Should you have any questions, or if
we can provide assistance with this endeavor, please contact Mary Mills, Planning Manager, at
(850) 410-8700.
Sincerely,
(~() I ..L.l,~~
trayt~w.wifcfer
Com-;;;lnity Program Administrator
CHW/mm/dw
Enclosure
cc: David P. Owens
COril/!/i {i eLf (O
:::erv;; ce
I.') t C!/,:r,'
fl'c;;,!) e 1
OU3l t)'
State of Florida
Florida Department of Law Enforcement
Residential Substance Abuse Treatment Program
2002 Application Package
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
The following are answers to frequently asked questions related to the Residential Substance Abuse Treatment
(RSAT) for Prisoners Held in Community Correctional Facilities Program currently being implemented by the Florida
Department of Law Enforcement. Most of the questions have been raised by officials in offices that are responsible
for administration of this federally funded grant program. This document provides guidance regarding the program
provisions and requirements.
1. Question:
Answer:
What is the purpose of the RSAT for Community 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.
2. Question:
Answer:
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.
3. Question:
Answer:
Is there a matching fund requirement?
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.
4. Question:
Answer:
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What are the basic program design requirements?
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;
FREQUENTLY ASKED QUESTIONS
SecUon I
SFY 2002
Page 1
5. Question:
Answer:
6. Question:
Answer:
7. Question:
Answer:
8. Question:
Answer:
9. Question:
Answer:
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
. 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.
Will funding preference be given to program models meeting enhanced requirements?
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 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, I.e., 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, i.e., 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,
FREQUENTLY ASKED QUESTIONS
SectIon I
SFY 2002
Page 2
10. Question:
Answer:
11. Question:
Answer:
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 residentiai 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.
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.
12. Question:
Answer:
13. Question:
Answer:
14. Question:
Answer:
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.
15. Question:
Answer:
16. 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?
FREQUENTLY ASKED QUESTIONS
Section I
SFY 2002
Page 3
Answer:
17. Question:
Answer:
18. Question:
Answer:
19. Question:
Answer:
20. Question:
Answer:
Residential Substance Abuse Treatment 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 jail or 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.
21. Question:
Answer:
22. 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.
23. Question:
Answer:
24. Question:
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?
FREQUENTLY ASKED QUESTIONS
Section I
SFY 2002
Page 4
Answer:
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
25. Question:
Answer:
26. Question:
Answer:
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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 A1lowability 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-B?, "Cost Principles for State and Local
Governments."
FREQUENTLY ASKED QUESTIONS
SecUon I
SFY 2002
Page 5
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Please read the application and the instructions carefully prior to beginning. The two (2) complete applications
must be submitted to the Florida Department of Law Enforcement no later than January 2,2002,5:00 P.M. Eastern
Standard Time to:
Mr. Clayton H. Wilder
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida, 32308
Each application must contain original signatures and include Section G, Acceptance and Agreement. The application
must also contain the Certification of EEO Compliance and other necessary certifications and/or forms as appropriate
to the project.
Previous Contract Number. If the project is a continuation of a previous subgrant, enter the requested data in the
section to be completed by the Subgrantee.
County Name. Enter Subgrant Recipient's county location.
1. Name of Subgrant Recipient. Enter the name of the subgrant recipient (agency name) and the name
of chief elected official or agency head, title, address, e-mail 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, e-mail address, telephone number, Sun Com
number, if applicable, and fax number of the chief financial officer of the county applying for subgrant
funds.
3. Implementing Agency. Enter the name of the Implementing Agency (the government agency
responsible for the proposed project) the name, title, address, e-mail 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, e-mail address, telephone number, Sun Com number,
if applicable, and fax number 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 other than the Project Director.
6. Person Responsible for Financial Reporting. Enter the name, title, mailing address, e-mail address,
telephone number, SunCom number, if applicable, and fax number of the person that will be
responsible for completing and filing the Financial Reports.
7. Person Responsible for Programmatic Performance Reporting. Enter the name, title, mailing
address, e-mail address, telephone number, SunCom number, if applicable, and fax number of the
person that will be responsible for completing and submitting the Project's Performance Reports.
Instructions for Subgrant Application
Section II
SFY 2002
Page 1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
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 Number: Enter the Subgrantee's Federal Employer Identification Number (FEID)
assigned by the Internal Revenue Service.
3. State Agency SAMAS #: If the Subgrantee is a State Agency, enter the appropriate SAMAS
number in lieu of FEID.
4. 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 17, for a complete definition of
PGI).
5. 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.
6. Reimbursement Request (frequency of reporting): Applicant must indicate whether
reimbursement requests will be submitted monthly or quarterly.
1. Program Facility: 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. Target Population: 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 serviceslinterventions to be made available
under the program by checking all applicable boxes.
4. Projection of Successful Completions:
a) Indicate the number of clients projected to successfully complete the residential substance abuse
treatment phase of program activities during the subgrant period.
b) Indicate the number of clients projected to successfully complete the aftercare treatment phase
during the subgrant period.
Instructions for Subgrant ApplicatJon
Section /I
SFY 2002
Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
1. 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. Provide a brief description with objectives for each program activity checked in Section D, Number
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 Implementation 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.
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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.2.) 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).
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 required match.
2. Budget 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.
Instructions for Subgrant Application
Section II
SFY 2002
Page 3
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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
Sheriffs 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.
I. Salaries and Benefits: Funds used to support payment of salaries and benefits to government employees
dedicated to project activities. Positions created with subgrant funds 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."
II. 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 H., Acceptance and Agreement of the Subgrant Application. Project contractual services
must comply with the following requirements:
~ 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.
~ Local units of government must use their respective rules and regulations. In the absence of local rules
Instructions for Subgrant Application
Sect/on /I
SFY 2002
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
and regulations, state regulations must be used as a guide.
l- 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.
l- 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.
l- 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.
l- 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.
III. Expenses: Funds paid for expenses necessary for project activities. Allowable expense costs include but are
not limited to items such as:
l- Advertising for personnel recruiting and competitive bidding;
l- Printing and reproduction;
l- Rental of staff offices and conference space;
l- Postage, telephone and other communications charges;
l- Publicity;
~ 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
~ 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-110, 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.
~ Registration or Tuition Fees for conferences or training seminars.
IV. 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 or
1@Video Cassette Player
$750
Reimbursable costs include, but are not limited to:
l- Vehicles. Vehicles with accessories should list such items separately in the Budget Narrative;
l- Weapons;
l- Office Furniture, I.e., desks, chairs, tables, file cabinets, typewriters, calculators, tape recorders, TV's, record
Instructions for Subgrant Application
SecUon II
SFY 2002
Page 5
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
players, compact disc systems, video cassette recorders, etc.; and
~ 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.
~ Data Processina 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.
V. 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 approval must be received prior to
reimbursement. State agencies must have prior approval from a cognizant federal agency. The FDLE
reserves the right to authorize reimbursement of subgrant indirect costs.
Section G includes the conditions of agreement requiring compliance by units of local govemment (subgrant recipients),
implementing agencies and state agencies upon signed acceptance of the subgrant award.
It is imperative that all persons involved in or having administrative responsibility for this subgrant 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 16., 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.
1. Each application must be signed in accordance with the following:
a) Signature Page - 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) Subgrant Recipient/Authorizing 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) Implementing Agency/Official, Administrator or Designated Representative - 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.
Instructions for Subgrant Applicatlon
Section II
SFY 2002
Page 6
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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APPENDIX I: Equal Employment Opportunity (EEO) Program
1. Written EEO Program. 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.
2. EEO Program Certification. Whether a subgrant recipient or a criminal justice agency that is the implementing
agency has a written EEO Program (as defined above) or not, each of them must enclose a separate signed EEO
Certification Letter with the application.
Certifications must be signed by the respective chief officer or elected official of the subgrant recipient for the subgrant
recipient and for an implementing agency that participates in a county's EEO Program.
When a criminal justice agency is the implementing agency and is not included within a county EEO Program, the
criminal justice agency's chief officer or elected official must sign the certification letter for the implementing agency.
APPENDIX II: AUTOMATED DATA PROCESSING (ADP) EQUIPMENT
For ADP purchases totaling $100,000 or more, and ADP Equipment Form must be completed and submitted to FDLE
for approval. Additional details are provided on Appendix II, Page 1.
APPENDIX III: SOLE SOURCE JUSTIFICATION
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 approved by the Florida Department of Law Enforcement. Further details are provided in Appendix III,
Page 1.
Instructions for Subgrant Application
Section II
SFY 2002
Page 7
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
APPLICATION FOR FUNDING ASSISTANCE
Agency Name
Name of Chief Elected Official! State Agency Head
Title
Address
Ci
E-Mail Address
Zip Code
Name of Chief Financial Officer
Title
E-Mail Address
Address
Ci
Zi Code
Agency Name
Name of Chief Elected Official! State A en Head
Title E-Mail Address
Address
City
Zip Code
Name of Project Director
Title
E-Mail Address
Address
City
Area CodelTelephone No.
SunCom
Zip Code
Fax
Subgrant Application
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Name of Contact Person
Title
E-Mail Address
Address
City
Zip Code
Agency Name
Name of Chief Elected Official! State A en Head
Title E-Mail Address
Address
City
Zip Code
Name of Pro. ect Director
Title
Address
Ci
Area Codefrele hone No.
E-Mail Address
Zi Code
SunCom
Fax
Subgranl Appllcalion
Seclion 11/
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Residenta.., Substance Abuse Treatment Prol:jram
Florida Department of Law Enforcement
1. Project Title
(Provide a brief descriptive title, must not exceed 36 total spaces and characters)
2. Project Implementation period Start: End:
1. (If other than the Chief Financial Officer) Remit Warrant to
Name
Tille
E-Mail Address
Address
Ci
Zi Code
Area CodefTelephone No. SunCom Fax
If subgrantee Is participating In the State of Florida Comptroller's Office electronic transfer "rooram,
reimbursement cannot be remitted to any other entity.
2. Vendor Number
(Federal Employer Identification Number)
3. State Agency SAMAS #
(Applies to State Agencies only)
4. Will the Project earn Project Generated Income (PGI) as defined In Section H, Paragraph 14?
(Check one)
_Yes
_No
5. Will the applicant be requesting an advance of federal funds? (Check one)
_Yes (If Yes, a letter of request must be attached) _No
6. Will applicant submit monthly or quarterly Reimbursement Requests as specified in Section G, Item 1 b, of this
agreement? (Check one)
_Monthly _Quarterly
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Resident.... Substance Abuse Treatment Program
Florida Department of Law Enforcement
1. Program Facility (check all that apply)
_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)
Adult Males
Adult Females
Juvenile Males
Juvenile Females
3. Services/Interventions Available (check all that apply to indicate services that will be
Offered)
Therapeutic Community _ Family Counseling
12-Step Program Sex Offender Treatment
Individual Counseling _ Impulse/Anger Control
Group Counseling Work Activities
Acupuncture _ Job Skills Development
Pharmacotherapy Job Placement
Other Drug Treatment Aftercare Services
Drug Testing Structured Leisure Time
Mental Health Counseling _ Leadership Training
Educational Programs _ Mentoring
Community Service _ Parenting Training
Victim Restitution _ Cognitive Restructuring
Restorative/Community Justice _ Financial Management
Victim Awareness _ Other (specify)
Mediation
Domestic Violence
Reduction
4. Projection of Successful Completions (indicate number of clients projected for each phase):
a. A total of participants are projected to successfully complete the residential
substance abuse treatment service phase during the subgrant period.
b. A total of participants are projected to successfully complete the aftercare treatment
phase during the subgrant period.
Subgrant ApplIcation
Section III
SFY 2002
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Residenbdl Substance Abuse Treatment Program
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1. Begin with an executive-sMe summary which is approximatelv one paee in leneth describinQ the proiect to be
funded with RSAT funds. Start below.
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ResidentJi:1l Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 a es. Start below.
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
!. Activitv Imolementation Schedule. Complete the Activity Implementation Schedule showinQ when activities in the
ProQram Description will commence and how the project wiil prOQress. This chart benchmarks planned activities, both
administrative and ro rammatic. Start below and use continuation a as as necessa
, ,
through
Beninninn Date End Date
ACTIVITY Jan Feb Mar Anr Ma" Jun Jul Aua Sen Oct Nov Dec
Submit Financial Reimbursement
Requests
Submit Quarterty Program Reports
Submit Quarterly PGI Reports
(If applicable)
Submit Financial Closeout Package
SubQrant ADDllcatlon
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Florida Department of Law Enforcement
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 of the Total Project
Costs.
Tvpe or Print Dollar Amounts Only in Applicable CateQories and Leave Others Blank.
Budget Category
Federal
Match
Total
Salaries And Benefits
Contractual Services
Expenses
Operating Capital Outlay
Indirect Costs
Totals
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
2. Budget Narrative
a. Identify type of Budget, Le., 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 a es if necessa .
Subgrant Appl/caUon
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Residel,dal Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
(1)
b. Financial Reports:
(2)
(3)
Subgrant Application
2002
Seellon 11/
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 (1st 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".
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.
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.
SFY
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Residenb.d Substance Abuse Treatment Program
Florida Department of Law Enforcement
(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.)
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-11 0, 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, Florida
Statutes, 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 himlher, 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.
Subgrant Application
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SFY 2002
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Resident...l Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
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, Florida Statutes.
c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061,
Florida Statutes.
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:
a. Changes in project activities, designs or research plans set forth in the approved agreement;
b. Budget deviations that do nof 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,
c. Transfers of funds above the ten (10) percent cap shall be made only if the Department approves
a revised budget.
d. 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.
SubgrantAppUcaUon
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Residenta," Substance Abuse Treatment Program
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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), Florida Statutes; 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.
If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient
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.
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
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 GS1-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, Florida Statutes, and made or received by the recipient or its
contractor In conjunction with this agreement.
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Section III
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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, Florida Statutes, 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:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, Florida 32302
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-11 O.
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
SubgnontAppffcaUon
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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, Florida Statutes, and in procedures set forth
in Chapters 28-5 and 9-5, Florida.Administrative Code. Failure to appeal within this time frame
constitutes a waiver of proceedings under Chapter 120, Florida Statutes.
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
a. Before publication or printing, a final draft of any report required under or pertaining to this
agreement shall be sent to the Department for its review and comment.
b. Publications or printed reports covered under subparagraph a. above shall include the following
statements on the cover page:
I. "This program is supported by a grant awarded to the Florida Department of Law
Enforcement, State of Florida, and by the Bureau of Justice Assistance (BJA),
Office of Justice Programs (OJP), U.S. Department of Justice. The BJA is a
component of OJP which also includes the Bureau of Justice Statistics, National
institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and
the Office for Victims of Crime."
Ii. "Points of view, opinions, and conclusions expressed in this report are those of
the recipient and do not necessarily represent the official position or policies of
the State of Florida Department of Law Enforcement, the U.S. Department of
Justice, Office of Justice Programs, or any other agency of the state or federal
government.
27. Equal Employment Opportunity (EEO)
No person, on the grounds of race, creed, color or national origin shall be excluded from participation in,
be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to P.L. 89-
564, Non-Discrimination Requirements of the Anti-Drug Abuse Act of 1988; Title VI of the Civil Rights Act
of 1964; Section 504 of the Rehabilitation Act of 1973 as amended; Title IX of the Education Amendments
of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non-Discrimination Regulations
28 CFR Part 42, Subparts C, D, E, F, G and H.
The recipient and a criminal justice agency that is the Implementing Agency agree to certify that they
either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime
Control and Safe Streets Act of 1968 as amended and that they have or have not formulated,
SubgranfAppffcaUon
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implemented and maintained a current EEO Program. Submission of this certification 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 this agreement was made to comply with the Act or face loss of federal
funds subject to the sanctions in the Justice System Improvement Act of 1979, Public Law 96-157, 42
United States Code (U.S. C.) 3701, et seq. (Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and
CFR Section 42.207 Compliance Information).
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.
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:
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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 H, 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.
All refunds or repayments to be made to the Department under this Agreement are to be made payable to
the order of "Florida Department of Law Enforcemenf', and mailed directly to the Department at the
following address:
SubgnlntAppUcaUon
Section 11/
SFY 2002
Page 18
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Florida Department of Law Enforcement
Alln: Cashier
Finance and Accounting
Post Office Box 1489
Tallahassee, FL 32302
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.
39. 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)
(2)
New construction;
Minor renovation or remodeling of a property either (a) listed on or eligible for listing on
the National Register of Historic Places or (b) located within a 100-year flood plain;
(3)
A renovation, lease, or any other proposed use of a building or facility that will either (a)
result in a change in its basic prior use or (b) significantly change its size; and,
(4)
Implementation of a new program involving the use of chemicals other than chemicals
that are (a) purchased as an incidental component of a funded activity and (b)
traditionally used, for example, in office. household. recreational, or educational
environments.
SubgrBnt Application
Section III
SFY 2002
Page 19
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
Subgrant Application
Section 11/
SFY 2002
Page 20
Residential Substance Abuse Treatment Program
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.
Signature:
Type Name and Title: Clavton H. Wilder. Community ProQram Administrator
Date:
Type Name of Subgrantee:
Signature:
Type Name and Title:
Date:
Type Name of Implementing Agency:
Signature:
Type Name and Title:
Date:
Subgrant Appl/cal/on
Secl/on III
SFY 2002
Page 21
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
CERTIFICATION OF COMPLIANCE
WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO)
PROGRAM REQUIREMENTS
EEO Program Certification Letters
Each unit of government (subgrant recipient) and each
criminal justice agency that is the implementing
agency of the subgrant, whether or not it is required to
have a written Equal Employment Opportunity (EEO)
Program according to provisions of the Federal
Omnibus Crime Control and Safe Streets Act of 1968
as amended, must enclose signed EEO Certification
Letters with subgrant applications.
A copy of the 28 Code of Federal Regulations (CFR)
Part 42, Subparts C, 0, E, F, G and H can be
accessed at the following internet site:
http://www.access.gpo.gov/nara/cfr/cfr-table-search.html
If you have additional questions, please contact the
program staff of the Office of Criminal Justice Grants
at 850/410-8700 or SUNCOM 270-8700.
Subgrant Application Package
Appendix I
SFY 2002
Page 1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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. I 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):
_ 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:
Subgrant App/icaUon Package
Appendix /
SFY 2002
Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
EEO Certification Letter - Implementing Agency
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 Packaae 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. I also affirm that the Implementing Agency (Initial one of the
following):
_ 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:
Subgrant Application Package
Appendix I
SFY 2002
Page 3
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
AUTOMATED DATA PROCESSING (ADP) EQUIPMENT
AND SOFTWARE AND CRIMINAL JUSTICE INFORMATION
AND COMMUNICATION SYSTEMS REQUEST FOR APPROVAL FORM
Name of Subgrantee Organization:
Type Name:
Type Title:
Signature:
Date:
Telephone Number: ( )
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.
Subgrant Application Package
Appendix II
SFY 2002
Pagel
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Subgrant AppllcaUon Package
Appendix II
SFY 2002
Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
SOLE SOURCE JUSTIFICATION FOR SERVICES AND EQUIPMENT
Name of Subgrantee Organization:
Type Name:
Type Title:
Signature:
Date:
Telephone Number: ( )
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 Page and attach to the completed response.
1. Briefly describe the proposed contractual services and/or equipment and how it relates
to your program.
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, program knowledge and experience of contract personnel.
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
recipient and the implementing agency.
Subgrant Application Package
Appendix 111
SFY 2002
Page 1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Subgrant AppllcaUon Package
Appendix 11/
SFY 2002
Page 2