00-CJ-D8-11-54-01-085
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State of Florida :lJ(}z
Department of Community Affairs ~~2:
Division of Housing and Community Developme~~:
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Bureau of Community Assistance
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
OO-CJ-D8-11-54-01-085 in the amount of $38,584,
for a project entitled: Juvenile Community
Intervention Program III
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for the period of 10/01/1999 through 09/30/2000, in accordance with
the statement of work contained in the subgrant application, and
subject to the Department of Community Affairs' conditions of
agreement and special conditions governing this subgrant.
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(Signature of Authorized Official)
Shirley Freeman, Mayor
(Typed Name and Title of Official)
DCA-CJ Form 1 (June, 1985)
State of Florida
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Sadowski Building
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award:
Grant Period: From: 10/01/1999 To: 09/30/2000
Project Title: Juvenile Community
Intervention Program III
Grant Number: 00-CJ-D8-11-54-01-085
Federal Funds: $38,584.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $12,861.00
Total Project Cost: $51,445.00
Program Area: 13B
Award is hereby made in the amount and for the period shown above
of a grant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti-Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached standard or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-a?, or OMB
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
SUBGRANT AWARD CERTIFICATE (CONTINUED):
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
properly executed Certificate of Acceptance of Subgrant Award
is returned to the department.
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Author zed Official
Clayton H. Wilder
Community Program Administrator
Bureau of Community Assistance
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Date
[X]This award is subject to special and/or standard conditions
(attached) .
BCA Revised 7-1-79
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Sadowski Building
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA):
Bureau of Community Assistance
Grant Number: 00-CJ-D8-11-54-01-085
Grant Title: Juvenile Community Intervention Program III
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition(s)/General Comment(s):
GENERAL COMMENT (S) :
The contract for professional services is approved.
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SFY 2DDD D,,-'" Control and System Improvement Fe ~-.,ul. Grant PI'ogram
EQWlJn:I Byrne Memorial StIlle and Local ..q~c.
"~""i -~_~ r ..'----
l' I . I
.". aec:tDJ to be completed by the Subgrutee:
Continu8tian of PN'" SUbgrBN? _V. CJ No
TIlls actIarJ to be completed by SeA:
SFY 2ODO DCA Contract Number
CFOA #:18.57l1--- ..:~. .__._ _.. __
00
085
A. Names & Addresses
1.
Subarant ReciDient .' ... , , ~.99
Name of Chief Elected Official Wilhelmina Harvey
Title Mayor, Monroe County Board of Commissioners
Address 310 Fleming St.
City, State, Zip Code Key West, FL 33040
Area CodeIPhone #- , SUNCOM .. IArea CodeIFax.
305.292.3440 305.292.3466
2. Chief Fin.ncial Officer
Name of Chief Fin.ncial Officer Danny Kolhage
Title Monroe County Clerk of Court
Address 500 Whitehead St.
City, State, Zip Code Key West, FL 33040
Area CodeIPhone" " SUNCOM # 1Are8 CodeIFax ·
305.292.3550 305.292.3660
3.
Address:
Monroe County Administrator
Public Service BUilding, 5100 College Road
Key West, FL 33040
SUNCOM'# Area CodeIFax #
305.292.4544
City, State, ZIp Code
Area CodeIPhane"
305.292.4441
4.
TItle
E-Mail Address
mcgrnts@mail.state.fl.us
.Address 5100 College Road
City, State, ZIp Code Key West, FL 33040
Area CodeIPhone" SUNCOM ..
305.292.4474 494.4474
Name and naeof Cantac:tPenlan Larry Prescott
Address Care Center for Mental Hea t
1205 4th St.
Area CodeIFax #.
305.292.4515
City, State. ZIp Code:
Area CodeIPhone.
305.292.6843
Key West, FL 33040
SUNCOM.
E-Mail Address
Area CodeIFax #-
SFY 2000 Dn"'" Control and System Improvement Fo~ula Grant Program
Eowarr:l Byrne Memorial State and Local ASSIstance
8. Administrative Data
1. Pr6ject Title (Not to exceed 84 characters, including spaces)
JUVENILE COMMUNITY INTERVENTION PROGRAM III
2. For Period
Period Month Day Year
Beginning October 1 1999
Ending September 30 2000
3. II the Subgrantee or the Implementing Agency a .Member of a Local Criminal Justice Advisory Council or
Substance Abuse Policy Advisory Board, Co.,ition, or Council? (S.. the Program Announcement for .
description of board responsiblities.) a Yes [] No
c. Fiscal Datil
1. (If other than the Chief Financial Officer). Remit Warrant to:
Deanna Lloyd
Public Service Building
5100 College Road
Key West, FL 33040
Note: If the subgrantee is participating in the State of Florida Comptroller's Office electronic transfer
DrOa...m. reimbursement CIInnot be remitted to any other entity.
2. Method of Payment: 1kMonthly CJ Quarterly
(It Is mand8tary that the method selected be consistent throughout the entire g...nt period.)
3. Vendor" (Ent. Fect..1 Employ.. Identification Number of Subgrantee):
I 59 6000749
4. SAMAS .. (Enter if you are a state agency)
I
5. Will the Project earn Project Genel1lted Income (PGI)? 0 Yes I No
(S.. Section H., Per8gl1lph 13 for a definition of PGI.)
8. Will the applicant be requesting an advance of fed....1 funds? CJ Y.. mJ No
<I' Yes, a letter of request must be ettached.)
SFY 2000 r 'g Control and System Improvement F' ~ula Grant Program
Edward Byrne Memorial State and Local Assistance
D. Program Data
Refer to the SFY 1999 SeA Grants Management Technical Assistance Workshop Manual, Section 5. Use this
as CI guide to assist you in completing Section D.
Problem Identification. Briefly describe a specific problem to be addressed with subgrant funds. If you are
seeking funds to continue existing project activities, your problem statement must also provide a short summary
of your current program and describe any gaps between current and desired project results.
Proaram DescriDtion. Briefly describe how project activities will address the targeted problem. Describe who
will do what, when, where and how.
see PAGE 2 OF INSTRUCTIONS ON ITEMS TO INCLUDE.
Start below and use continuation pages 8S necessary.
Entering its third year, the Juvenile Community Intervention Program continues to
identify and treat those youth exhibiting conduct disorder, criminal thinking and
behavior, low self esteem, family dysfunction, substance abuse, anger problems and
truancy. Targeted populations are those high risk youth enrolled in alternative
education settings for the middle and high schools of the Lower Florida Keys. Over
the previous two years, the program has begun testing these students utilizing
assessment for criminal tendencies, reading assessments, IQ testing, substance abuse
testing and urinalysis screening. These tests are designed to help our treatment team
and teachen to better serve the needs of the student. ne treatment team includes a
psychiatrist, psychologist, DJJ, JASP and Monroe County teachers assigned to the
alternative schools. A full time and part time therapist deliver treatment services to
the students.
Daily group and individual sessions as well as an anger management curriculum,
extensive substance abuse education, family therapy, self esteemc..lltrriculum,
pregnancy prevention and 8m education are all utilized in the program. These
services are designed to reach our goals of reducing recidivism, increasing self
esteem, eliminating substance abuse, and strengthening families.
Subgrant Appication
Section 11- Page 3 of 16
SFY 2000 Dru- ~"""'ntrol and System Improvement Forr ....- Grant Program
Edward Byrne Memorial State and Local Assistance
D. Program Data (Continued)
Activities Implementation Schedule. Complete the Activities 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 programmatic. An "X. has been inserted for reports that are mandatory for all
projects. Place an additional .X. to indicate ones applicable to your project. Delete the activity/action that does
not apply to your project; i.e., if your project does not earn PGI, delete that activity from this schedule.
ACTIVITIES IMPLEMENTATION SCHEDULE
Subgrant Period
Oct.I, 1999 - Sept. 30, 2000
(Beginning Date - Ending Date)
ACTIVITY/ACTION Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Submit Monthly Claims X X X X X X X X X X X X
(Financial Reimbursement Requests)
Submit Quarteny Claims
(Financial Reimbursement Requests)
Submit Financial Closeout Package X
Submit Quarterty Program Reports X X X X
Submit Quarterly PGI Reports :
(If applicable)
Subgrant Application
Section" - Page 4 of 16
SFY 2000 Drug Control and System Improvement Formula GIant Program
S, ~.nI Byrne Memorial State and Loca/...nce
E. Program Obiectives and Performance Measures
Complete uniform program objectives and performance measures (found in ADDendix Yl for the ,&d..My
authorized program area you want to implement Your application is not complete without them and an
incarapl.e application will nat be considered for subgrant funding.
.
If the program area you selected does not have uniform program objectives published in this document or if
you cannot relate your objectives to those stated, contact Tom Bishop at 850/488-801 e for further instructions.
DO NOT mix objectives from different Program Areas.
Start below and use continuation pages lIS necessary.
Objective 13.8.3.1.
Objective 13.8.3.3.
Objective 13.8.3.5.
Objective 13.8.3.6.
ObjectIVe 13.8.3.7.
Objective 13.8.3.8.
Objective 13.8.3.9.
0Irender Community Intllrventfan -local
13.8.3. - Nonresidential Program
Objectives
To provide 130 offenders with intake 8Ild scnening services during
the grant J*iad.
To provide 95 offenders with diagnostic services during the grant period.
To pmvide 125 offenders with caae management services dUring
the grant period.
To provide 125 offendens with tr8&tment &erYices during the grant period.
To pnMde 125 offenders with rehabilitation services during the grant period.
To provide 125 offenders with offender tracking and reporting services
during the grant period.
To estimate that 95 offenders will successfuUy complete this nonresidential
program durtng the grant period.
Subgqnt AppicaIion
.t::"';l'tr. 1/ _ &I.,.,. J; It' 'lit
AUG-16-88 13:16 FROM:MOt 'E COUNTY PURCHASING 10:305 ~24515 PAGE 6/8
IMdward Byrne Memorial state illlrll..ocaJ HSsistance
F. Project BUdget Narrative
You must describe line item. tor e<<h applicable Budget Category for which you are requesting subgrant
funding. Provide lufficient detail to show cost relationships to project activities. In addition, describe ap.cific
IOUtt:88 of matching funds.
StMt billow and UN continUlllion ~ sa n8Cllullry.
JUVENILE COMMUNITY INTERVENTION PROGRAM
by THE CARE CENTER FOR MENTAL HEALTH
FISCAL YEAR 1999-2000
Personnei Expense
Salaries $ 39,625.00
FICA $ 3.031.00
Insurance $ 2.26e.pO
Sub- Total $ 44.924.00
Operating Expenses
Educational Too's $ 4.422.00
Office Supplies $ 300.00
Training S 1 .800.00
Sub- T atal $ 6,52200
TOTAL $ 51 ;44 6.tII
Salanes and Benefits will pay for 1.5 FTE counselors to provide services at the school location
and at the C:are Center.
Educational Tools consists of wort books and program materials, psychological testing materials.
and other supplies such as arts and aafts materiaJs used for mOUVationaJ purposes.
Office supplies covers basic supplies such as dlent Chans, copy paper, computer supplies. ed.
The Traininu budget will pay for continuing education courses in the area of Substance Abuse
Prevention for the counselors warking in the program.
Purchasing to be made according to Monroe County Purchasing Policy Procedures..
Match to be provided through the Monroe County 80ard of Commissioners GeneraJ Revenue-
Grants Matching Fund $ 8,43"J and The Care Center for Mental Heath $ 6,431.
e-....__. A __C:_o._o__
C:1W'!'Iit\,. II .. PalM 6 t'J' '1/1(
AUG-18-88 13:18 FROM:MO" '"'OE COUNTY PURCHASING ID:30r"'824515
.....nlBym.IlemOlial State and Loca, A.._nee
G. Project' Budgat Schedule
PAGE
7/8
The PNject Budget SchlduJe includes six BUdget Categories (saJaries and Benefits. Contnlc:tual Services,
ecp.... 0peI'lItIng C.pal Otdtay (OCO). Data Processing SeMces, anc:Ilndirect Cams) and Total Project
CoIts~ Total LocaJ Matc:h must be a minimum of 291 of the Tata. Budget.
Typo Dr PrInt Dollar Amounts Only jft Applicable C~ and Leave otta.... 81ank.
Budget C8tegory Feeteral Match Total
$alanes And Benefits
I
!
ContractuBl Services
$ 38,534 $ 12,862 $ 51 ,44&~
Ekpenses
Opet1lting Cap.' Outlay
Data Pracesaing
Indirect CaItI
r.,. $ 38,584 $ 12,862- $ 51,446
SFY 2000 Dr Control and System Improvement Fe' ~ula Grant Program
Edward Byrne Memorial State and Local Assistance
H. Acceptance and Agreement
All persons involved in or having administrative responsibility forthe subgrant must read these "Acceptance and
Agreement" conditions. This "AcceDtance and Aareement" ISection Hl must be returned as Dart of the
camDleteel aDDlication.
Note Condition No. 12: Only project costs incurred on or after the effective date of this agreement and
on or prior to the termination date of a recipienfs project are eligible for reimbursement.
Conditions of Agreement. Upon approval of this sUbgrant, the approved application and the following terms of
conditions will become binding. Non-compliance will result in project costs being disallowed.
The term "departmenr', unless otherwise stated, refers to the Department of Community Affairs. The term
"Bureau", unless otherwise stated, refers to the Bureau of Community Assistance.
The term "subgrant recipient' refers to the governing body of a city or a county or an Indian Tribe which
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 city, county or Indian Tribe, or an agency under
the direction of an elected official (for example, Sheriff or Clerk of the Court).
1. Reports
a. Project Performance Reports:
The recipient shall submit department Quarterly Project Performance Reports to the Bureau by February
1, May 1, August 1, and within forty-five (45) days after the 5ubgrant termination date.
In addition, if the subgrant award periOd is extended beyond the "original" project period, additional
Quarterly Project Performance Repons shall be submitted.
b. Financial Reports:
The recipient shall have a choice of submitting either Monthly or Quarterly Rnanasl Claim Report.
[DCA-CJ Form-3(A-G) Revised 09198} to the bureau. Monthly Reimbursement Claims (1-11) are
due thlrty-one (31) days after the end of the reporting period. Quarterly Reimbursement Claims
(1-3) are due thlrty-one (31) day. after the end of the reporting period. A final Rnsncial aa;",
Report and a Criminal Justice Contract (Rnancial) Closeout Package shall be submitted to the bureau
within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified ..
"finar.
Before the "finar claim will be processed, the recipient must submit to the department all outstanding
project reports and must have satisfied all special conditions. Failure to comply with th, above
provisions shaD ....ult in forfeiture of reimbursemMl
The recipient shall submit department Quarterl~ Project Generated Income Reports to the bur..u by
February 1, M8y 1 t August 1, and within forty-five (45) d.ya after the subgrant termindon d_
covering subgrant project genenlt:ed income and expenditures during the previous quarter. (See
Paragraph 14. Program Income.)
c. other Reports:
The recipient shall submit other reports as may be reasonably required by the bureau. All required
reports, instructions, and forms shall be distributed with the subgrant award.
2. Fiscal Control and Fund Accounting Procedures
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 bureau.
SUbgrant Appleation
Section II - Page B of 15
SFY 2000 Dr Control and System Improvement Fe' 'ula Grant Program
Edward Byrne Memorial State and Local Assistance
All expenditures and cost accounting of funds shall conform to Office of Justice Programs Rnancia/ Guide,
U.S. Department of Justice Common Rule for State and Local Governments, and in federal Office of
Management and Budget's (OM B) Circulars A-21, A-87, and A-110, in their entirety).
All funds not spent according to this agreement shall be subject to repayment by the recipient.
3. Approval of Consultant Contracts
The department 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 RnanciaJ Guide, U.S. Department of Justice Common Rule for State and Local
Governments, and in applicable state statutes. The departmenfs approval of the recipient agreement does
not constitute approval of consultant contracts.
4. 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 Programs RnsnciaJ
Guide, U.S. Department of Justice Common Rule for State And Local Governments and federal OMS Circu/..
No. A-87, "Cost Principles for State and Local Governments", or OMS 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. Department of Justice Common Rule for State and Local Governments. or Attachment "0"
of OMS Circular No. A-110 and Florida law to be eligible for reimbursement
5. Travel
All travel reimbursement for out-of-state or out-of-grant-specified work area shall be based upon written
approval of the department prior to commencement of actual travel.
The cost of all travel shall be reimbursed according to local regulations, but not in excess of prOvisions in
Section 112.061, Rorida Statutes.
All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Rorida
Statutes.
6. Written Approval of Changes in this Approved Agreement
Recipients shall obtain approval from the department for major changes. These include, but are not limited
to:
a. Changes in project activities, designs or research plans set forth in the approved agreement;
b. Budget devi8tions that do not meet the following criterion. That is, a recipient may transfer fundi
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 a revised budget is approved by
the department
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.)
7. Reimbursement Subject to Available ~unds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available fed..1
Anti-Orug Abuse Act funds.
Subgrant Application
Section /I - Page 9 of 16
SFY 2000 Dr Control and System Improvement Fo' 'lIB Grant Program
Edward Byrne Memorial State and Local Assistance
8. Advance Funding
Advance funding is authorized up to twenty-five (25) percent of the federal award for each project according
to Section 216.181(14)(b), Ronda Statutes (1991); the Office of Justice Programs Rnancial Guide, U.S.-
Department of Justice Common Rule for State and Local Governments. 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.
9. 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 bureau indicating steps to initiate the project, reasons for delay and request a revised
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 bureau, again explaining reasons for delay and request another revised project
starting date.
Upon receipt of the ninety (90) day letter, the department shall determine if the reason for delay is justified
or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other
department approved projects. The department, where warranted by extenuating circumstances, may extend
the starting date of the project past the ninety (90) day period, but only by formal written amendment to this
agreement
10. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the recipient and a contractor (which inctudes all
project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the
slme terms and conditions set forth in the initial contract. Only one extension of the contract shell be
acceptable, unless failure to complete the contr1 ct is due to events beyond the control of the contractor.
11. 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 (inctuding 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 sev..
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 mike progress, and if such failure ari..
out of causes beyond the control of recipient and consultant, and without fault or negligence of either at them,
the recipient shall not be deemed in default, unless:
8. Supplies or services to be furnished by the consultant were obtainable from other sources,
b. The department ordered the recipient In writing to procure such supplies or services from other sources.
and
c. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the department shall ascertain the facts and the extent of such failure, and
if the department determines that any failure to perform was occasioned by one or more said caules,
the delivery schedule shall be revised aCCOrdingly.1
Subgrant Applcation
Section 11- Page 10 of 16
SFY 2000 DI Control and System Improvement Fe ula Grant Program
Edward Byme Memorial State and Local Assistance
12. 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.
13. Program Income (also known as Project Generated Income)
Program 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
Rnancial Guide, U.S. Department of Justice Common Rule for State and Local Government. Reference:
The Cash Management Improvement Act of 1990).
14. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the
recipienfs 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.
15. Access To Records
The Department of Community Affairs; the U.S. Department of Justice, Office of Justice Programs, Bureau
of Justice Assistance; and, the Auditor General of the State of Rorida, 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 Programs RnanciaJ Guide, U.S. Department of Justice Common Rule for State and Local
Government.
The department reserves the right to unilaterally terminate this agreement If the recipient, implementing
agency or contrador refuses to allow pUblic access to all documents, papers, letters, or other materials
subject to provisions of Chapter 119, Rorida Statutes, and made or received by the recipient or its contractor
in conjunction with this agreement
16. Audit
a. Recipients that expend $300,000 or more in a y..r in Federal awards shall have a single or program-
specific audit conducted for that year. The audit shall be performed in accordance with the fede...1 OMS
CircuJIIr A-133 and other applicable federal law. The contract for this agreement shall be identified with
the subject audit in The Schedule of Federal Rnancia/ Auistance. The contract shall be identified ..
fede~1 funds passed-through the Florida Department of Community Affairs 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 which meets the requirements of Sections
11.45 and 216.349, Rorida Statutes; and, Chapters 10.550 and 10.600, Rules of the Florida Auditor
Gen8r81.
b. A complete audit report which covers any portion of the effective dates of this agreement must be
submitted within 30 days after its completion, but no later than nine (9) months after the audit period.
In order to be complete, the submitted report shall include any management letters issued separately
and managements written response to .. findings, both audit report and management letter findings.
Incomplete audit reports will not be accepted by the department and will be retumed to the recipient
c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall
be either 8 Certified Public Accountant or a Ucensed 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.
Subgl7l1lt Application
Section 11- Page 11 of 16
SFY 2000 D. Control and System Improvement Fe lula Grant Program
Edward Byrne Memorial State and Local Assistance
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 department
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:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Sadowski Building
Tallahassee, Florida 32399-2100
17. Procedures for Claim Reimbursement
All claims for reimbursement of recipient costs shall be submitted on the DCA-CJ Form 3(A-G),
Revised 09198, prescribed and provided by the bureau. A recipient shall submit either monthly or
quarterly claims in order to report current project costs.
All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
18. Retention of Records
The recipient shall maintain all records and documents for a minimum of three (3) years from the date of the
final financial statement and be available for audit and public disclosure upon request of duly authorized
persons.
19. Ownership of Data and Creative Material
Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate
to this agreement is governed by the terms of the Office of Justice Programs Financial Guide, U.S.
Department of Justice Common Rule for State and Local Government) or the federal OMB Circular A-11 0,
Attachment N, Paragraph 8.
20. 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 fed..,
property management standards set forth in the Office of Justice Programs Rnsncial Guide, U.S. Department
of Justice Common Rule for state and LDClI/ Government) or the federal OMS Circular A-11~
Attachment N. This obligation continues a. long a. the recipient retains the property, notwithstanding
expiration of this agreement
21. Disputes and Appal.
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.
If the recipi.. appeals the departments decision, it also shall be made in writing within twenty-one (21)
ce/ender days to the departments clerk (agency clerk). The recipients right to appeal the department's
decision is contained in Chapter 120. FIotida statute., and in procedures set forth in Rule 28-106.104.
Rorida Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings
under Chapter 120, Rorida Statutes.
Subgrant Appication
Section /1- Page 12 of 16
SFY 2000 l '} Control and System Improvement J Bula Grant Program
Edward Byrne Memorial State and Local Assistance
22. Conferences and Inspection of Work
'Conferences may be held at the request of any party to this agreement At any time, a representative of the
bureau, of the U.S. Department of Justice Bureau of Justice Assistance or both have the privilege of visiting
the project site to monitor, inspect and assess work performed under this agreement.
23. 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 a: above shall include the following statements on the
cover page:
(1) "This report was prepared for the Florida Department of Community Affairs, Steven M. Seibert,
Secretary, in cooperation with the U.S. Department of Justice, Bureau of Justice Assistance. tt The
next printed line shall identify the month and year the report was published.
(2) "This program was supported by grant # awarded to the Department
of Community Affairs, 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. n
(3) .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
Community Affairs, the U.S. Department of Justice, Office of Justice Programs, or any other agency
of the state or federal government.
24. 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 Pubic Lsw
89-584, Non-Discrimination Requirements of the Anti-Drug Abuse Act of 1988; Title IV of the Civi Rights Act
of 1964; Section 504 of the Rehablitation 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
8IId Safe Streets Act of 1988 as amended and thllt they heve or have not formulated, implemented and
maintained. a current EEO Program. Submiaion ofthla certification is a prerequisite to em.ring into
this agl"Mm8llt. This certification is a material representation of fact upon which reliance was placed when
this egreem-n we. made. If the recipient or implementing agency meet Ad criteria but have not formulated,
implemented and maintained such a current written EEO Program, they have 120 days after the d8te this
agreement WBS made to comply with the Act or face loss of federal funds subject to the sanctions in the
Justice System Improvement Act of 1979, Pub. L 96-157, 42 U.S.C. 3701, et seq. (Reference Section 803
(a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information).
Any state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act funds shall
submit its equal employment opportunity plan, and/or the most recent update. with its application, for
submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval.
25. Americans with Di..bilities 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 accommod8tions 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).
SUbgf8nt AppI~tion
Set:lion /1- Page 13 of 18
SFY 2000 D l Control and System Improvement F lul. Grant Program
Edward Byrne Memorial State and Local Assistance
26. Criminal Intelligence System
.
The purpose of the federal regulation published in 28 CFR Part 23 - Criminal InteUigence Systems Operating
Polcies is to assure that recipients of federal funds for the orincioal Duroose of operating a criminal
intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U. S. C. 3701, et ssq.,
as amended (Pub. L 90-351, as amended by Pub. L 93-83, Pub. L 93-415, Pub. L 94-430, Pub. L 94-503,
Pub. L 95-115, and Pub. L 96-157), use those funds in conformance with the privacy and constitutional
rights of individuals.
The recipient and a criminal justice agency that is the implementing agency agree to certify that they operate
a criminal intelligence system in accordance with Sections 802(8) and 818(c) of the Omnibus Crime Control
and Safe Streets Act of 1968 as amended and comply with criteria as set forth in 28 CFR Part 23 - Criminll/
Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Progrem
Guidance. 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 criminal justice agency operates a criminal intelligence system and does not
meet Act and federal regulation criteria, they must indicate when they plan to come into compliance. Fed.. I
Jaw requires a subgrant-funded criminal intelligence system project to be in compliance with the Ad and
federal regulation prior to the award of federal funds. The recipient is responsible for the continued adherence
to the regulation governing the operation of the system or faces the loss of federal funds. The departments
approval of the recipient agreement does not constitute approval of the subgrant funded development or
operation of a criminal intelligence system.
27. Non-Procurement, Debarment and Suspension
The recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Pelt 85,
SecIion 85.510. P8I1icipant's Responsibilities). These procedures require the recipient to certify it snail not
enter into any lower tiered covered transaction with a person who is debarred, suspended, declared Ineligible
or i':, voluntarily excluded from participating in this covered transaction, unless authorized by the department.
28. 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.
29. Federal Restrictions on Lobbying
The recipient agrees to comply with Section 319 of Pubic Law 101-121 set forth in "New Restrictions on
Lobbying; Interim Rne/ Rule, · publshed in the Febru.ry 26, 1990, Federti/ Register.
Each person shall file the most current edition of this Certification And Disclosure Form. if applicable, with
eech submission that initiates agency consideration 01 such person for award of federal contract, gl'8nt, or
coopendive agreement of $100,000 or more; or fed.... I loan of $150,000 or more.
This certification is a material representation of fact upon which reliance was placed when this agl'HlMnt
was made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by Section 1352, T1tJe 31, United States Code. Any person who fail. to fll.
the required certification is subject to a civil penalty of not less than S 10,000 and not more than S 1 00, 000 for
..ch failure to file.
The undersigned certifies, to the best of his or her knowledge and belief, that
a. No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member 01 congress, an ofticer
or employee of congress, or an employee of a member of congress in connection with the awarding 01
any federal loan, the entering Into of any renewal, amendment, or modification of any federal contract,
grant, loan or cooperative agreement
Subgrant AppIcation
Section 11- P"8 14 of 16
SFY 2000 D~ .JI Control and System Improvement F.. Jula Grant Program
Edward Byrne Memorial State and Local Assistance
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 Lobbvina 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 subgrant recipients shall certify and disclose accordingly.
30. State Restrictions on Lobbying
In addition to the provisions contained in Paragraph 30 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.
31. 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 cleany 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.
32. Background Check
It is strongly recommended that background checks be conducted on all personnel providing direct services.
to juveniles.
33. Immigration and Nationality Ad
No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien
\Wrkers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 13248(8),
Section 274A(e) of the Immigration and Nationality Act (-'NA.). The Department shall consider the
employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the 1NA. Such
violation by the subgrant recipient of the employment provisions contained in Section 27 4A( e) of the INA shall
be grounds for unilateral cancellation of this contract by the Department.
34. Drug Court Projects
A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined
in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program
guidelines -Defining Drug Courts: The Key Components., January 1997. This document can be accessed
on the ~ce of Justice Prognlms Wand Wide Web Homepage: http://www.ojp.usdoj.job.
Subgtant Application
Section /1- Page 1 S of 16
OMb/uraIttS-._
239
RESOLUTION NO. - 1999
-
- "'4_~__
A RESOLUTION OF TIIE BOARD OF COMMISSIONERS
OF MONROE COUNTY, FLORIDA AUTHORIZING THE
SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 99/00 ANTI-DRUG ABUSE GRANT PROGRAM
~ 2 5 IS-
-- -. -- -- ------...
WHEREAS. the Depanment of Community Affairs has announced the FY99/00 funding
cycle of the Anti-Drug Abuse Act Formula Grant Program; and
WHEREAS, on April 14, 1999, the Monroe County Board of Commissioners agreed to
serve as the coordinating unit of government in the preparation of the grant proposals and in the
distribution of funds allocated to Monroe County in the amount of $230,028 with a 25% cash
match requirement; and
WHEREAS. the Monroe County Substance Abuse Policy Advisory Board, with concern
given to the County's current drog conttol efroN, has recommended cenain programs receive
funding to provide the community with activities focused on drog and alcohol education,
prevention~ rehabilitation, and treatment; now therefore,
I
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
1. The Board of County Commissioners concurs with the Monroe County Substance
Abuse Policy Advisory Board's recommendations; and that
2. The County Administrator is hereby authorized to sign and submit the application
packet for the FY99/00 grant funds to the Department of Community Affairs Anti-
Drug Abuse Grant Program; and that
3. 'This resolution shall become effcctive immediately upon adoption by the Board of
County Commissioners and execution by the Presiding Officer and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida,
at a regitlar meeting of said Board held on the 9* day of June, A.D., 1999
Mayor Wilhelmina Harvey
Mayor ProTem Shirley Freeman
Commissioner Neugent
Commissioner Williams
Commissioner Reich
ves
yes
yes
yezs
Attest:
~. ~
A11ER DA:~. ~ c-:x
· ~~V\~esl~
Y@9
Monroe County Board of Commissioners
· · .rl
By:~&.""a.....-- -~~ ~ ~~:~
r~TE
O!!~ ~~~E
(3D5l~'
.
James L. Roberts
County Administrator
Monroe County Public Service Building
5100 College Road
Key West.. FL 33040
May 28.. 1 999
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2SSS Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(..-.--....- BOARD uF COUNTY COMMISSIONERS
.,., ',--- Mayor WilhelmiDaHarvey, DislriCll
Mayor Pro Tem Shirley Freemaa. Disarict 3
George Neugent. District 2
Nora Williams. District 4
Mary Kay Reich. District S
. \
Re: Signature Authority - FY99/00 Monroe County Anti-Drug Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as authorization for Deanna S. Lloyd to have signature authority in order to coDdw:t the
business related to program implementation. If any additional infonnation or documentation is required. please
contact 305.292.4474. Thank you.
Sincerely,
~L
James L. Roberts
County Administrator
~~U~~
SFY 2DDD Drug Control and System IlDpIDvement Fonnula GnInt Program
EdwIInl Byrne Memorial .. 8IId Local Aalstance
Certification of Compliance
with Equal Employment Opportunity (EEO)
Program Requirements - Subgrantee ,:
t I
'1
I, the undersigned authorized official, certify that according to Section 501 of the
Omnibus Crime Control and Safe Streets Ad of 1968 as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one of the following):
12J Meets Ad Criteria
o Does not meet Ad Criteria
I affirm that I have read the Ad aiteria set forth in the Subgrant Application
Instructions. I understand that if the Subgrant Recipient meets these aneria, it must
formulate, implement and maintain a written EEO Plan relating to employment practices
affecting minority persons and women. I also affirm that the Subgrant Recipient. . .
(Select one of the foJlowing):
Q Has a current EEO Plan
o Does not have a current EEO Plan
I further affirm that if the 8ubgrant Recipient meets the Act aiteria and does not have
a current written EEO Plan, federal law requires it to formulate, implement, 8nd
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federaJ funds.
Name: James L. Roberts
liUe: County 'Administrator
Signature of Authorized Official:
Date: t ! :9 / ~ c;
--.... '. )!
~------~
!::!IIII. Aepliclltlon Peckage
EEO CeItIflClltlon - 'mpl8III8IItIn!f~
Appendix 11- Page 1 of 2
SFY 2000 D, ~ oJ Control and System Improvement Ft}. .ula Grant Program
Edward Byrne Memorial State and Local Assistance
I.
In witness whereof, the parties affirm they each have read and agree to 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
strike-overs, whiteout, etc., are not acceptable.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
By: (QQ~L ~ · uW~
Type Name and Title: Clayton H. Wilder, Community Program Administrator
Date: q - 2.)- 9 '1
\999 ':
\
-~-
. :-....,~C'l:'".
- '- -', ": :.()
-_:~-~
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chainnan, Mayor, or Designated Representative)
/:....~.~.!
~.. !
- / /
~------ .---./ ---.- ~--1._ ~ -.;...... _~"
.
By:
Type Name and Title: James L. Roberts, Monroe County Administrator
Date: "If!? I qc; FEtD Number: 59 6000749
Implementing Agency
Official, Administrator or Designated Representative
~~~\
...........
Type Name and Title: James L. Roberts, Monroe County Administrator
e:,!?/CZ9
By:
Date:
Subgrant Application
Section 1/ - Page 16 of 16