00-CJ-D8-11-54-01-087
State of Florida ~ 0 Y)
Department of Community Affairs ~ ~ ~
Division of Housing and Community Developme~~ ~
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CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWAR~ ~
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Bureau of Community Assistance
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
OO-CJ-D8-11-54-01-087 in the amount of $72,895,
for a project entitled: Inmate 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.
~, ~~-(l~~
/ 1- 9- 9 9
(Date of Acceptance)
(Signature of> Authorized Official)
Shirley Freeman, Mayor
(Typed Name and Title of Offi
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: Inmate Intervention Program III
Grant Number: 00-CJ-D8-11-54-01-087
Federal Funds: $72,895.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $24,299.00
Total Project Cost: $97,194.00
Program Area: 11B
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-8?, or OMB
Circulars A-IIO 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.
.
~~.W~
Author'zed Offlclal
Clayton H. Wilder
Community Program Administrator
Bureau of Community Assistance
'1- :LI... C!\t:J
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-D8-11-54-01-087
Grant Title: Sheriff's Inmate 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.
SFY rOOD D. Control and System Improvement Fe ula Grant Program or (
Edward Byme Memorial State and Local Assistance
This section to be completed by the Subgrantee:
ContinuatioC' of Previous Subgrant? (I: Yes CJ No
This section to be completed by SCA:
SFY 2000 DCA Contract Number
087
A Names & Addresses
1.
Title
Wilhelmina Harvey
Mayor, Monroe County Board of Commissioners
,
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Add~ss 310 Fleming St.
City, State, Zip Code Key West, FL 33040
Area CodeIPhone # SUNCOM # Area Code/Fax #
305.292.3440 305.292.3466
~~I~~
2. Chief Financial Officer
Name of Chief Financial Officer Danny Kolhage
Title Monroe County Clerk of Court
Address 500 Whitehead St.
City, State, Zip Code Key West, FL 33040
Area Code/Phone # I SUNCOM '# IArea CodeIFax #
305.292.3550 305.292.3660
3.
Title
Address:
Monroe County Administrator
Public Service Building, 5100 College Road
City, State, Zip Code Key West, FL 33040
Area Code/Phone # SUNCOM # Area CodeIFax #
305.292.4441 305.292.4544
4. Project Director and Contact Person, if different from Project Director
Must be Em 10 s of Govemmentallm lementin A en
Name of Project Director Deanna S. Lloyd
Title
Monroe CQunty
'Grants Administrator
E-Mail Address
mcgrnts@mail.state.fl.us
.Address 5100 College Road
City, State, Zip Code Key West J FL 33040
Area CodeIPhone # SUNCOM ..
305.292.4474 494.4474
NameandTdleofContactPenJon Jay Terrell
Area CodeIFax #
305.292.4515
Address C9re Center for Mental Health
12U5 4th Ave
City, State, Zip Code:
Ar.. Code/Phone ..
305.292.6843
E-Mail Address
Key West, FL 33040
SUNCOM.
Area CodeIFax #
Subarant ADtJ/icanon
Section 1/ - Pa08 1 of 16
SFY 2000 Drug Control and System Improvement ~nnula Grant Program
-Jward Byrne Memorial State and Loca, Assistance
8. Administrative Data
1. Project Title (Not to exceed 84 characters, induding spaces)
SHERIFF'S INMATE INTERVENTION PROGRAM III
2. For Period
Period Month Day Year
Beginning October 1 1999
Ending September 30 2000
3. Is the Subgrantee or the Implementing Agency a'Member of a Local Criminal Justice Advisory Council or
Substance Abuse Policy Advisory Board, Coalition, or Council? (See the Program Announcement for a
description of board responsibilities.) (] Yes CJ No
c. Fiscal Data
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 5ubgrantee is participating in the State of Florida Comptroller's Office electronic transfer
proaram. reimbursement cannot be remitted to any other entity.
2 Method of Payment nMonthly (] Quarterty
(It Is mandatory that the method selected be consistent throughout the entire grant period.)
3. Vendor # (Enter Federal Employer Identification Number of Subgrantee):
I 59 6000749
4. SAMAS # (Enter if you are 8 state agency)
I
5. Will the Project earn Project Generated Income (PGI)? 0 Yes am No
(See Section H., P.ragl1lph 13 for a definition of PGI.)
6. Will the applicant be requesting an advance offederat funds? CJ Ves mI No
(If Yes, a letter of request must be attached.)
Subgrant AI'Jp/ication ~_~__ H r'!I___'" _~ .._
SFY 2000 "rug Control and System Improvement'" 'f1IJula Grant Program
cdward 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 a 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 OescriDtion. 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 as necessary.
PROBLEM IDENTIFICATION
The Classification Department at the Monroe County Detention Center offers statistical
information that states that over eighty percent of the inmates currently housed in the detention
facility have been charged with a drug related offense. These offenses are a direct consequence of
substance abuse problems, which are pervasive in our community.
Substance abuse is a serious problem in Monroe County. The highest percentage of substance
abuse and substance dependence occurs among individuals who are experiencing economic
deprivation, homelessness, and living in high crime areas where there is high substance use and
illicit activities that are drug related.
Substance abuse continues to be associated with domestic violence, the breakdown of the family,
and a decline in the standard of living in the community. There is a lack of awareness within the
substance using community and the community at large as to what addiction is and how it affects
the individuals it inflicts.
Subgrant Application
Section 11- Page 3 of 16
SFY 2000 "'~g Control and System Improvement" ..",ula Grant Program
tidward Byrne Memorial State and Local Assistance
D. Program Data Continued
SOLlITION
Since October, 1997, the Monroe County Detention Center has provided an in-house substance
abuse treatment program. This program has demonstrated a 14% recidivism among program
participants, after one year following their release, compared to 70% for the general population.
Funding from the Monroe County Substance Abuse Advisory Board allows this program to offer
services to inmates who are sentenced to the program by the courts and also to inmates in the
Monroe County detention Center who volunteer for the program
The target population consists of Monroe County resident irunates, both male and female, who
have a substance abuse problem or whose arrests were substance related. This inmate group is
housed at the detention center. They must be deemed eligible to participate in the program by the
detention center. They may volunteer or be court ordered to the program.
The program offers substance abuse education and counseling. Issues such as living skills, anger
management, domestic abuse, early childhood and family problems, dual diagnosis, rape, incest,
relationship difficulties, vocational training, and participation in work release are included in the
program's format.
Cognitive Behavioral Therapy is used in conjunction with Rational Emotive Therapy as the
primary method of addressing the substance abuse. The Moral Reconation Workbook (especially
designed to address antisocial personality traits in substance abusers), Twelve Step ideas and
materials, and the latest concepts in addiction are incorporated into the program.
There is a direct cost savings that occurs when treating substance abuse. It costs approximately
$24,000 to house one inmate for one year in the Monroe County Detention Center. At the
program's present rate of recidivism (14%) versus the jail's rate (70%) per year, the cost savings
per year is substantial. The cost of operating the program is minor compared to the cost of
returning inmates.
The Sheriff's Office will be able to continue to utilize the experience and training of the three full-
time counselors currently providing treatment services at the Monroe County detention Center.
The counselors are employed by the Care Center for Mental Health. The CCMH holds the
substance abuse treatment license for the jail and provide the administrative, court liaison, and
case management services as mandated by Florida Administrative Code. The program coordinator
who serves as a therapist as well is a Master's level counselor with state certification in
Addictions counseling. The other two therapists are certification by the state as addiction
professionals. All therapists are trained to do screening, evaluations, assessments, MR T and
addiction counseling. All therapists continue to update their skills to maintain the most current
treatJnent strategies.
Subgrant App6cation
Section II - Page 3 of 16
'",
SFY 2000 Dru!.. 1frol and System Improvement Fom -. '7rant Program
Edward Byrne Memorial State and Local AssiStance
D. Program Data (Continued)
Activities Implementation Sch.edule. 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 aU
projects. Place an additional.X. to indicate ones applicable to your project. Delete the activity/action that does
not apply to your project; Le., if your project does not earn PGI, delete that activity from this schedule.
ACTIVITIES IMPLEMENTATION SCHEDULE
Subgrant Period
Oct. 1 . 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 Quarterty Claims
(Financial Reimbursement Requests)
Submit Financial Closeout Package X
Submit Quarterty Program Reports X X X X
Submit Quarterly PGI Reports
(If applicable) not applicable
eolL/J)e~irJt'j V- fd.//'alrOl~ 1 X 'X' X X )( X- X 'X X "J( X K
4t..1r u; f7 e t;
.~ """1"':1 "t 11 '" nIi,. :Jft,,"
~__..__ II ~___ ~ _~ ~~
SFY 2000 DrullY Control and System Impmvement Fo""ula Giant Ptoglam
..~anJ Byrne &femorial State and Local ~nce
E. Program Objectives and Performance Measures
Complete uniform program objectives and performance measures (found in ADDendix Vl for the federaUy
authorized proglllm sra you WBnt to implement Your application is not complete without them and an
incom'plete application will not 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 850/488-8016 for further instructions.
DO NOT mix objectives from different ~rogram Areas.
Start below and use continuation pages 8S necessary.
Objective 11.8.2.1.
Objective 11.8.2..2.
Objective 11.6.2.3.
Objective 11.8.2.4.
Objective 11.B.2.5.
11.6.2 -Intervention Program Local
Objectives .
To provide a minimum of 150 offenders With Intake and screening
serviceS during the grant paiod.
To provide a minimum of 150 offenders with at least one random drug screening
urinalysis during the grant period. "
To provide a minimum of 150 offenders with diagnostic services during the
grant p~acL
To provide 150 offenders with psychOSOCiaJ assessments during the grant period.
To provide 150 offenders with caI8 management services during the grant period
Objective 11.8.2. 11. To estimate that 75 offenders wil suCC8llfuUy complete this intervention
program during 1I1e grant period. ThIs is the same estimated number of
offenders In the FY 99 grant period.
~..~-__. A __1:__':__
AUG-18-99 13:18 FROM:Mr ~OE COUNTY PURCHASING 10:2 2824515
aidwanl.8yme MemodiIJ Stat. and Local A"~ce
F. Pro. t Bud It Narrative
You .."ust describe 0... am. tor each applicable Budget Category far which you are requesting su&Jgrant
fundi "9- Provide sufficient detail to show cost re<ionanips to project activities. In addition, de$cribe.,.alle
IIDUI\ca of matching funds.
PAGE
a/8
SIlut be/aw and flU CQntinuation page. .. neceu8I)'.
SHERIFF'S INMATE INTERVENTION PROGRAM
by THe CARE CENTER FOR MENTAL HEALTH
FISCAL YEAR 1999..2000
Personnej Expense
SaJanes
FICA
Insurance
$ 79.000.00
$ 8,043.00
S 7,325.00
Sub- TotaJ
$ 92,388.00
Operating Expenses
I!ducational Tools
S 4. 82.JO
S 4.8280
..-.:::
. .
$ 97.194.00
SuI). Tota'
TOTAL
-. - -........- _.. ~... . ----
Salaries and Bel1etfts wfll pay for 3 FTE counselors to provide services at the Monroe County
Detention Center.
Education.. tools consists of workbooks and program materials. drug testing materials.
and other educmional items such as films. e.
Purchasing to be- made accoraing to Monroe County PUrchasing Policy Procedures.
Match to be pro\tided through : '\: Monroe County Board of Commissioners General Revenue-
Grants MatChing Fund S 24.229
AUG-16-88 13:16 FROM:Mor JE COUNTY PURCHASING ID:3f ~824S1S
IiIIdwwd Byme Memorial Stant and L.tx:al Assistance
G. Project: Budget Schedule
The Pn)ject BUdget Schedwe inclUdes six Budget Categories (SalanM and Benefits. Contractu., S8vicss,
exp..sa, Operating capita, OUUay (OCO), Data Pracessjng Senrices, and 'ndirect COsts) and Total PraJc
Coats! Total Local Match must be a nrinimum of 25% of the TobII Budget. .
Type or PrInt DotIar Amounts Only in AppIlcUIe ~... and Leave Others Blank.
PAGE
8/8
BUdget Category
Federaa
Mach
Total
:jajartes And Benefits
Contractu., Services
$ 72,895
$ 24.29"
$ 97,19~
ExpenSIS
Operating Capita! oUUay
o.ta Pracessing
Indirect Colts
Tea..
$ 72,895
$ 24.299,'
$ 97,19.4
SFY 2000 Cv Control and System Improvement F "Quia 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" {Section HI must be returned as Dart of the
com-Dieted 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 "department", 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 t and within forty-five (45) days after the subgrant termination date.
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:
The recipient shall have a choice of submitting either Monthly or Quarterly Rnancisl Claim Reports
[DCA-CJ Form-3(A-G) Revised 09l98} to the bureau. Monthly Reimbursement Claims (1-11) are
due thirty-one (31) days after the end of the reporting period. Quarterly Reimbursement Claims
(1-3) are due thlrty-one (31) days after the end of the reporting period. A final RnsnciaJ aaim
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 as
"final" .
Before the "final" claim will be processed, the recipient must submit to the department aU outstanding
project reports and must have satisfied all special conditions. Failure to comply with th, above
provisions shall result in forfeiture of reimbursement
The recipient shall submit department QuarterJ'( Project Generated Income Reports to the bureau by
February 1, May 1, August 1 t and within forty-five (45) day. after the subgrant termination d_
covering subgrant project generated 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.
Subgl'llnt Appleation
Section /I - Page B of 16
SFY 2000 Dr ., Control and System Improvement F( 1ula Grant Program
Edward Byrne Memorial State and Local Assistance
All expenditures and cost accounting of funds shall conform to Office of Justice Programs AnanciaJ Guide,
U.S. Department of Justice Common Rule for State and Local Governments, and in federal Office of
Management and Budget's (OMB) 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 revieYI 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 Rnancial 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 RnanciaJ
Guide, U. S. Department of Justice Common Rule for State And Local Governments and federal OMS Circular
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 cast of aU travel shall be reimbursed according to local regulations, but not in excess of provisions in
Section 112.061, Ronda 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 deviations 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 increa.ing 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
Setaries 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..,
Anti-Orug Abuse Act funds.
Subgrant Appf~tion
Section /I - Page 9 of 16
SFY 2000 Dr ... Control and System Improvement Ff' 'ula Grant Program
Eaward 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
tD 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 includes all
project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the
S8me 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 c~ntractor.
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 (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 caUles
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 0' contrBctual
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
I' failure to perform is caused by failure of a consultantto perform or make progress, and if such failure aria.
out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shall not be deemed in default, unless:
a. Supplies or services to be furnished by the consultant were obtainable from other sources,
b. The department ordered the recipient in writing to procure such supplies or services from other sources,
and
c. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the department shall ascertain the facts and the extent of such failure, and
if the department determines that any failure to perform was occasioned by one or more said causes,
the delivery schedule shall be revised accordingly. 1
Subgrant Appleation
Section 11- Page 10 of 16
SFY 2000 D- .~ Control and System Improvement F nula Grant Program
If:dward Byrne 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 recipienfs 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
Financial 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, Burau
of Justice Assistance; and, the Auditor General of the State of Florida, 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 Rnancial Guide, U.S. Department of Justice Common Rule for State and LoCII/
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 year in Federal awards shall have a single or progl'8m-
specific audit conducted for that year. The audit shall b. performed in accordance with the fed.,. OMS
Circular A-133 and other applicable federal law. The contnlct for this agreement shall be identified with
the subject audit in The Schedule of Fed."" Rnancial Assistance. The contract shall be identified ..
fede~1 funds passed-through the Florida Department of Community Affairs and include the contnlct
number, CFOA number, award amount, contract period, funds received and disbursed. When
applicable, the recipient shall submit an annual financial audit which meets the requirements of Section.
11.45 and 216.349, Rorida 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 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 separ'8tely
and managements written response to aI findings, both audit report and management letter finding..
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 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 Iclws and regulations.
Subgl7lnt Appicstion
Section 11- Page 11 of 15
SFY 2000 0" .. Control and System Improvement F( '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
disaUowed 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.
AU 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 OMS Circular A-110,
Attachment N, Paragraph 8.
20. Property Accountability
The recipient agrees to use all non-expendabJe 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 Rnancial Guide, U.S. Department
of Justice Common Rule for State and Local Govemment) or the federal OMS Circular A-110,
Attachment N. This obligation continues as long as the recipient retains the property, notwithstanding
expiration of this agreement
21. 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 departments
decision.
If the recipient appeals the departmenfs decision, it also shall be made in writing within twenty-one (21)
calendar days to the departments cterk (agency clerk). The recipienfs right to appeal the departments
decision is contained in Chapter 120, Rorids Statutes, and in procedures set forth in Rule 28-108.104,
FIoride Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings
under Chapter 120, Rorida Statutes.
Subgrant Applcation
Section /1 - Page 12 of 16
SFY 2000 r "9 Control and System Improvement F "1Jula Grant Program
I/::dward Byrne Memorial State and Local Assistance
22. Conferences and Inspection of Work
tonferences 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." 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 allo
includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and
Delinquency Prevention, and the Office for Victims of Crime."
(3) · Points of vievv, 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 ag.,cy
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
89-564, Non-Disctimination Requirements of the Anti-Drug Abuse Act of 1988; Title IV of the Civil 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; snd, Department of Justice Non-Discrimination Regulations 28 CFR
PIIIt 42, Subparts e, D, E. F, G and H. .
The recipient and a criminal justice agency that is the implementing agency agree to certify that they eith..
do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control
8IJd Safe Streets Act of 1988 as amended and that they have or heye not formulated, implemented and
maintained. a current EEO Program. Submiulon of this certification Is a prerequisite to entering Into
this agreement. This certification is a material representation of fact upon which reliance was placed wh..
this agreement WBS 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 dMe this
.greement was made to comply with the Act or face loss of federal funds subject to the slnctions 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 fundi shall
submit its equal employment opportunity plan, and/or the most recent update, with its application, far
submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval.
25. 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 requi....
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).
SUbgrant Applcation
Section II - Page 13 of 18
SFY 2000 D- .#f Control and System Improvement F 'fJuJa Grant Program
i:dward Byrne Memorial State and Local Assistance
26. ~riminal Intelligence System
The purpose of the federal regulation published in 28 CFR Part 23 - Criminal /nteUigence Systems Operating
Policies is to assure that recipients of federal funds for the DrinciDa/ OUTDOSS of operating a criminal
intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U. S. C. 3701, et seq.,
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 98-157), 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 - Criminlll
Inteligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant progrem
Guidance. Submiuion 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 8 criminal intelligence system and does not
meet Act and federal regulation criteria, they must indicate when they plan to come into compliance. Fed.. I
iaw requires a subgrant-funded criminal intelligence system project to be in compliance with the Act 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, Pert 85,
Section 85.510, Participant's Responsibilities). These procedures require the recipient to certify it shall not
enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible
or is voluntarily excluded from participating in this covered transaction, unless authorized by the department.
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; Int8fim Rnal Rule, · publshed in the Febru8fY 26, 1990, FederIII 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 p..on for award of federal contract, grant. or
coopel'8tive agreement of $100,000 or more; or federal loan of $150,000 or more.
This certification is 8 material representlltion of fact upon which retiance was placed when this agreement
WIIS made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by Section 1352, TItle 31, United States Code. Any person who fall. to fll.
the required certification is subject to a civil penalty of not less than 510,000 and not more than 5100,000 for
each failure to file.
The undersigned certifies, to the best of his or her knowledge and belief, that
a. No .federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an officer
or employee of congress, or an employee of a member of congress in connection with the aW8rc1ing of
any federallo8n, the entering into of any renewal, amendment, or modification of any federal contract.
grant, loan or cooperative agreement
Subgrant Application
Section II - P8,. 14 of 16
SFY 2000 Dr '0 Control and System Improvement F( 'ula Grant Program
Eaward 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 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.
32. Background Check
It is strongly recommended that background checks be conducted on all personnel providing direct services.
to juveniles.
33. I mmigration and Nationality Ad
No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien
workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 13248(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 1NA. Such
violation by the subgrant recipient of the employment provisions contained in Section 274A( e) of the INA shall
be grounds for unilateral cancellation of this contract by the Department.
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, omce of Justice Programs, Drug Courts Program omce, program
guidelines -Defining Drug Courts: The Key Components-, January 1997. This document can be access"
on the ~ce of Justice Programs Wand Wide Web Homepage: http://www.ojp.usdoj.job.
Subgtant Appication
Section /1- Page 15 of 16
o Mb, uranl:S-._
239
RESOLUTION NO. .. 1999
-
-- ... ~ - --------
A RESOLUTION OF THE 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 Oepanment 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 drug control efforts, has recommended cenain programs receive
funding to provide the community with activities focused on drug and alcohol education,
prevention, rehabilitation, and treatment; now therefore,
I
BE IT RESOLVED BY TIlE 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 effective immediately upon adoption by the Board of
County Commissioners and execution by the Presiding Officer and Clerk.
PASSED AND ADOPTED by the Board of County COmmissioners of Monroe County, Florida,
at a regUlar meeting of said Board held on the 9. day of June, A.D., 1999
Mayor WilhelmiDa Harvey
Mayor ProTem Shirley Freeman
Commissioner Neugent
Commissioner Williams
Commissioner Reich
yes
yes
yes
yezs
Attest:
.. ~
AlTER DA::. ~ a--.x
.~~~
y@s
Monroe COUDty Board of Commissioners
. . ~
By:~".""&. -, , ~~ '"- ~:~
f' ATE
o~~ ~~~E
(3D5l ~1
.
James L. Roberts
County Administrator
Monroe County Public Service Building
5100 College Road
Key W est~ FL 33040
May 28.. 1999
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(...-...-.-. BOARD of COUNTY COMMISSIONERS
.'-r ',-- Mayor WilhelmiDaHarvey, District 1
Mayor Pro Tem Shirley Freemaa. DisIric:t 3
Gecqe Neugent. District 2
Nora Williams. District 4
Miry Kay Reich.. District S
t \
Re: Signature Authority - FY99/00 Monroe County Anti-Dmg Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as authorization for Deanna S. Lloyd to have signatUre authority in order to coDduct tile
business related to program implementation. If any additional infonnation or documentation is rcquiIed. please
contact 305.292.4474. Thank you.
Sincerely,
~
-:J__L
James L. Roberts
County Administrator
~~~
SFY 2DDD Drug Contro/and Sysmm /mpmvement Formula GIant Program
Edwanl Byrne MemoriaJ1Stam 8IIc1 Local Aalsmnce
CertHication of Compliance
with Equal Employment Oppol1unity (EEO)
Program Requirements - Subgrantee
:399
--.. ". :-~\;',: E- j
: - - - _.....<-=-..:::.. -~ ['~~
I, the undersigned authorized official, certify that according to Section 501 of the
Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one of the following):
[] Meets Ad Criteria
o Does not meet Act Criteria
I affirm that I have read the Act aiteria set forth in the Subgrant Application
Instructions. I understand that if the Subgrant Recipient meets these aiteria, it must
formulate, implement and maintain a written EEO Plan relating to employment practices
affecting minority persons and women. I also affirm that the SiJbgrant Recipient. . .
(Select one of the following):
Q Has a current EEO Plan
o Does not have a current EEO Plan
I further affirm that if the Subgrant Recipient meets the Ad aiteria and does not have
a current written EEO Plan, federal law requires it to formulate, implement, ...d
maintain sud1 a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federal funds.
Name: James L. Roberts
liUe: County Administrator
Signature of Authorized Official:
Date: Co I f?! qq
~ ~ I
- - /.,
------ ,Ly
Sublll'llllt A""nc.tIon PIIf:D,.
EEO CaltJflCIltlon - IlIIPIementl"", A~
Appendix 11- Page 1 at 2
SFY 2000 Drul' Control and System Improvement FOTf"'lla Grant Program
Ec..._ 4flrd Byrne Memorial State and Local ~lStance
I. Signature Page
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
strika-overs, whlteout, etc., are not acceptable.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
M ~ 1 ,
(h
__1.:1
By: QQ+ ~. WJ...P1)J~ ~__
Type Name and Title: Clayton H. Wilder, Community Proqram Administrator
Date: q - J.., -"i4
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
By:
--- -~
---/~ ..~ / . - -:----
!
Type Name and Title: James L. Roberts, Monroe County Administrator
Date: ~ I ? I q <1 FEtD Number: 59 6000749
Implementing Agency
Official, Administrator or Designated Representative
~ --===--~j~
Type Name and Title: James L. Roberts, Monroe County Administrator
r;;,/? !qrt
By:
Date:
Subgrant Application
Section /I - Page 16 of 16