96-CJ-3S-11-54-01-089NOV-03-1995 12:47 FROM PUBLIC SAFETY MGMT TO 63052924515
State of Florida
Department of Community Affairs
Vivision of Housing and Community Development
Bureau of Community Assistance
The Rhyne Budding
2740 centerview Drive
Tallahassee, Florida 32399
CERTIFICATION OF ACC PTANCE OF SUBGRANT AWAR
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
96-CJ-3S-11-54-01-089 in the amount of $45,351,
for a project entitled: Keyes to Recovery
P.02
for the period of 10/01/9S through 09/30/96, in accordance with
the statement of work contained in the subgrant application, and
subject to the Department of Community Affairs' conditions of
agreemen& and special conditions governing this subgrant.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA //41 //CIS
,., (Date of Acceptance)
By
m or/Chairman w
ti
DCA-CJ Form 1 (June, 1985)
'mm-mv.
i ��
NOV-03-1995 12:48 FROM PUBLIC SAFETY MGMT TO 63052924515 P.03
state of Florida
Department of CommunityAffairs
Division of Housing and Community Development
Bureau of Community Assistance
The Rhyne Building
2740-Centerview Drive
Tallahassee, Florida 32399
SUAGRA'�7T AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: 11/3/95
Grant Period: From: 10/01/95 To: 09/30/96
Project Title: Keys to Recovery
Grant Number: 96-CJ-3S-11-54-01-089
Federal Funds: $45,351.00
RGMTF Fundc:
8t a t-.e Agency Matchi
Local Agency Match: $15,117.00
Total Project Cyst: $60,468.00
Program Area: 20A
Award iq hcrcby madc 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, az 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-87, or UMS 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 a! Feale!ral GVve;xzn1ecll, (;vn 1uL",z1t wiLii the
Purposes and authorization of Q.L. 90-351, as amended, and P.L. 100.690.
NOV-03-1995 12:4a FROM PUBLIC SAFETY MGMT TO 63052924515 P.04
CJSGRFNT AWAFCE T FICA CONTlNU.;,
This grant shall become e£fectivc on the beginning date of the grant period,
provided that within 30 days from the date of award, a properly executed
Certificate of Acceptance of Subgrant Award is re-t"77TnOrl to the department
Autho ized ot£icial
Clayton H. Wilder
Community Administrator
Bureau of Community ASSitstance
..";,•��
Date
[XI This uwctz-d 1-v tsubjcCL LO speCial and/Or standard co:xditions (attached) .
BPSM Revised 7-1-79
NOV-03-1995 12:49 FROM PUBLIC SAFETY MGMT TO 63052924515 P.05
State of Florida
Department of Community Attairs
Division of Housing and Community Development
Bureau of Community Assistance
The Rhyne Building
2740 Centerview Drive
Tallahassee, Florida 32399
SPECIAL CONDITZOATS
Grantee (Name of SPA): Bureau of Community Assistance
Grant Number: 96-CJ-3S-11-54-01-089'
Grant Title: Keys to Recovery
in addition to the general conditions applicable to fiscal administration,
the grant is subject to the following Special condition (s):
SPECIAL CONDITION(S):
Prior to drawdown of federal funds, a copy of the proposed professional
services contract between Monroe county and the Guidance Clinic of the
Middle Keys must be submitted to the Department of Co=unity Affairs for
approval.
TOTHL P.05
Dr
Control and System Impro
(Edward Byrne Memorial State
Formula Grant
Local Assistance Program)
DCA Contract Number:
A. Names & Addresses
3. Subgrant Recipient.
Name of Chief Elected Official: Shirley Freeman
Title: Mavor
Address: 310 Fleming St., Kev ?Test, FL
Zip Code: 33040
Area Code and Telephone Number: (305 )292 - 3430
SUNCOM Number:
Area Code and Fax Phone Number: (305 p92 - 3577
4. Chief Financial Officer.
Name of Chief Financial Officer: Dannv Kolhage
Title: Clerk of Court, Monroe County
Address: 500 Whitehead St., Kev West, FL
Zip Code: 33040
Area Code and Telephone Number: (305 )292 -3550
SUNCOM Number:
Area Code and Fax Phone Number: (305 t92 9530
5. Implementing Agency. (Government Agency Responsible for Project)
Name of Chief Executive Official: ,Tames L . Roberts
Title: Monroe Countv Adv inistrator
Address: 5190 College Road, Kev West, FL
Zip Code: 33050
Area Code and Telephone Number: (3 05) 29 2 - 4441
SUNCOM Number:
Area Code and Fax Phone Number. (305 )292 - 4544
6. Project Director. (Employee of Governmental Implementing Agency)
Name of Project Director: Deanna S . Lloyd
Title: Grants Manager
Address: 5100 College Road, Kev West, FL
Zip Code: 33040
Area Code and Telephone Number: ( 305) 292 _ 4474
SUNCOM Number:
Area Code and Fax Phone Number: ( 305 ) 292 ' 4477
Subgrant ,application Package Section 11-1 Application
Control and System Improvement Formula Grant
(Edward Byrne
and Local Assistance Program)
B. Administrative Data
7. Project Title (Not to exceed 84 characters, including spaces).
8. For Period.
Period
Month
Day
Year
Beginning
October
1
1995
Ending
September
30
1996
9. 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 Announcementfor br a description o, f board responsibilities)
(Check One.) Yes --I_ No
C. Fiscal Data
10. (If other than the Chief Financial Officer) Remit Warrant to: Mmu-oe CoUntY (rants
Department, 5100 College Road, S.I., Rey West, FL 33040
11. Vendor # (Enter Federal Employer Identification Number of Subgrantee):
12. SAMAS # (Enter if you are a state agency):
13. Will the Project earn Project Generated Income (PGI)?
(Check one.) Yes X No
(See Section H., Paragraph 14 for a definition of PGI.)
14. Will the applicant be requesting an advance of federal funds?
(Check one.) Yes No X
If Yes, a letter of request must be attached.
Subgrant Application Package Secdon H - 2 Application
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
D. Program Data
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.
Program Description. 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 Identifcadon
The Guidance Center of the Middle Keys maintains an important and effective program titled
"Keys to Recovery" at our, remote- residential site in Marathon. This operation provides
"alternative to incarceration" residential facilities and recovery therapy for non -dangerous criminal
justice offenders from wide areas of Monroe County.
Our facility needs funding in order to dose the gap between our current income level and our
projected expenses for the 1995-96 year. In short, we have funds in the amount of $188,152
from HRS and the State Department of Corrections., Our projected budget for this period stands`
at $244,239 to continue our operation. If we are to continue our current level of service, we must
securean additional $45,351. We seek this funding for the. perio&of October -1;1995 through
September 31, 1996.
Our problem arises because of the special nature of our operation. We maintain a facility and
programs that requite -round -the -dock staffing (our personnel budget of $136,673 reflects this high
cost), we provide _meals for our program partidpants, and we _provide a high _level of therapeutic
service (see program description below). This problem is magnfied because, while we are
serving as an alternative to incarceration, our funding.from the. Department of. Corrections for this
service is less than our actual cost.: In short, our problem shortfalt occurs because we are
delivering a first-class program without sufficient financial support.
Our current program is 'an outgrowth and expansion of a program that was partially funded by the
Drug Control and System Improvement Formula Grant Program from 12116/93 through 9/30194.
This earlier funding came to our overall program as we assisted the Department of corrections.
by offering the "Keys To Recovery" program to offenders at a time when there was an unexpected
need for this service. To meet this need, we converted a:porhon (two beds) of•our twelve -bed
facility from a traditional residential substance abuse/rehabilit don center into -an alternative to
incarceration facility. From December of 1994 to the present time, all of our clients have been
offenders selected for our service by the criminal justice system. Because of the great need for
this alternative, we plan to continue in this fashion in coming years as funding permits.
With the limited data generated from our.first criminal justice clients, we perceive that our program
is functioning successfully. We have hosted 14 clients since December of 1994; 12 of them are
currently nearing completion of their programs at our site. Two clients dropped out of our
program.
Subgrant Application Package Sedion 11 - 3 Application
D. Program Data: Continuation page 1 �.
Program Description
The "Keys to Recovery" program is more than an alternative site for incarceration. It is a
complete program designed to provide non -dangerous criminals (most are convicted of alcohol
or drug -abuse related crimes) with a structured lifestyle, immersive therapy through group
meetings and counseling, and re-entry into the non -criminal world through employment. Each
participant, upon recommendation by his parole officer and judge, spends six months in the "Keys
to Recovery" program (special circumstances may shorten this to five months).
The client spends the first two months in the Intensive Treatment Component of the program.
During this period he meets with other clients and a facilitator for five group meetings per day and
attends an outside session of NA or AA as appropriate on a daily basis. Each client has access
to personal counseling (one hour per week is mandatory). If the client participates successfully
for this Intensive Treatment Component, he becomes eligible for the second phase of treatment.
The Employment Re-entry Component places the client in a job outside the facility. Many
restrictions apply -- the client must work within a close geographical area, and must report back
to the facility each evening for nightk group meetings, AA or NA meetings, and additional
counseling. All clients at all times must refrain from any drug or alcohol use; weekly tests monitor
compliance with this policy.
Organizing Sbucture
The overall management of the "Keys to Recovery" Program issues from the Guidance Center
for the Middle Keys, a non-profit mental health care delivery service located in Marathon, Florida.
The GCMK has been in operation for 26 years, and provides service in such areas as:
• Alcohol and chemical detoxification programs;
• Short- and long-term crisis stabilization programs;
• A wide range of in -patient and out -patient services for clients;
• Aids and STD education and testing programs;
• Many other programs that provide necessary mental health resources for the
Middle Keys community.
The "Keys to Recovery" program is just one of the necessary and innovative programs that flow
from the management of the Guidance Clinic of the Middle Keys.
Numbers and types of personnel
The "Keys to Recovery" program is staffed by a Project Coordinator (charged with in-house
management and all day -today decisions), a Technician Supervisor and four Technicians. The
Project Director is a Licensed Clinical S4)cial Worker, with certifications in Behavior Analysis and
Alcohol/Drug counseling.. All of the other five staff members have one or more years of
counseling experience or formal education specifically in alcohol and drug counseling. All of the
staff have had experience in the 12-step approach to recovery.
Equipment and FaciliBes Used
The facility for the "Keys to Recovery" program is the entire upper floor of a converted office
building. The remodeled building has four bedrooms for clients, a fully -functional kitchen (clients
do all of the cooking), three bathrooms, one large room with seating for 20 people, and offices
for staff. All parts of the facility meet HRS regulations. Outside, clients have space for exercise
D. Program Data: Continuation page 2
with access to basketball, volleyball, badminton, horse shoes, limited space for baseball and
football, and opportunities for unlimited fishing.
Location of primary activities and target population
All of the Intensive Treatment Component (the first two months) occur at the treatment facility,
located at 1669 Overseas Highway Oceanside, Marathon, Florida, 33050. This site is 23 blocks
from the GCMK headquarters. During the second phase (Employment Re-entry Component),
clients travel to work. Some go as far as Key Largo, others travel to Key West; the- majority find
employment in the local Marathon area.
Types of operations or servi% es delivered
The "Keys to Recovery" program delivers the following operations and services:
• Provides alternative to incarceration housing for clients,
• Provides all meals for clients,
• Provides a high level of structure for recovering clients,
• Provides more than eight hours of group activity and/or therapy per day per client
for those in the Intensive Treatment Component phase,
• Provides more than three hours of group activity and/or therapy per day per client
for those in the Employment Re-entry Component,
• Provides weekly drug and alcohol screening tests for clients,
• Provides HIV and STD screening and counseling (at client's option),
• Provides contacts for employment,
• Provides weekly field trip activities for clients,
• Provides transportation (by van or by bicycle) for clients as necessary,
• Provides a non -threatening safe environment for personal growth and recovery,
• Provides an important service for the criminal justice system as an alternative
route to rehabilitation for non -dangerous drug and alcohol abusers.
Frequency of operations or services db&ered
The facility operates on a round-the-clock basis, seven days per week, fifty two weeks per year.
Capacity at present is 12 clients. During the course of a year, under optimal conditions (all
offenders completing -the 6-month program), the "Keys to Recovery" program may serve 24
clients. In actual fact, more than this may go through the program; some clients may finish early
and others may be dropped from the program for non-compliance with Department of Corrections
Regulations. In these cases, additional clients are immediately added.
Implementation time fismes of nuJor acdvfts
The overall program runs on a continual basis; when one client leaves, another immediately fills
his position Because of this, time frames for major activities varies for each client. As noted,
they first have a two -month Intensive Treatment Component followed by a four -month
Employment Re-entry Component. The timing of these major activities depends upon date of
admission.
0
E. Program Objectives and Performance Measures, Revised
Program Objective 20.1:
To provide 12 bed spaces to clients assigned he a anter od alternative short-term support
facility by the criminal justice system during t g P
Program Objective 20.2 the grant
To provide 24 offenders with intake and screening services during
period.
Program Objective 20.3
To provide 24 offenders with rehabilitative services during the grant period.
Program Objective 20.4
To track 24 offenders participating in the program during the grant period.
Program Objective 20.5
To provide 24 offenders with short-term individual and supportive counsel-
ing during the grant period.
Program Objective 20.6
To provide 24 offenders with ancillary services during the grant period.
Program Objective 20.7
To provide 24 offenders with daily structured activities with daily structured during
the grant period.
Program Objective 20.8 r,', it
To provide alternatives to incarceration results for 24 offenders during the g -.'
period.
Performance Measure an
By keeping all of the beds full, 24 offenders will have chosen this program as
alternative to incarceration.
o:\...\grants\keysrev5.216
F. Project Budget Narrative, Revised
Number
of Beds
12
Number
of Bed Days
4380
Cost Per
Bed Day
$
55.76
Total
Operating Cost
$
244,239
Other
Funding Sources
$
168,152
Total
Projected Shortfall
$
<76,087>
Grant
Request
$
45,351
Local
Match
$
15,117
The "Keys to Recovery" program has many expenses related to
direct care and support. Among items subsumed in this category
include salaries ($136,673 per year), building occupancy ($29,025
per year), linen service ($1,050 per year), travel ($750 per
year), food for clients ($21,600 per year), medical and pharmacy
supplies ($8,650 per year), insurance ($1,300 per year), general
operating expenses and supplies ($6,650 per year) and ancillary
services required by the program including HIV -STD testing and
counseling, program and administration structure, miscellaneous
office processing costs and general overhead (these combined
items total $38,501). Total expenses to run the program come to
$244,239.
The local match is provided by State of Florida Department of
Health and Rehabilitative Services Substance Abuse General Reve-
nues which were allocated specifically for this program.
The program offers a six month structured, live-in therapeutic
environment. It consists of twelve (12) beds for a total of
4,380 bed days per year.
The grant request is for $45,435 will pay for $10.37 of the
$55.76 cost of each bed day.
_Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program) 1
G. Project Budget Schedule
The Project Budget Schedule includes six Budget Categories (Salaries and Benefits,
Contractual Services, Expenses, Operating Capital Outlay (OCO), Data Processing Services,
and Indirect Costs) and Total Project, Costs. Total Local Match must be a minimum of 25%
of the Total Budget.
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank
Budget Category
Federal
Match
Total
Salaries And Benefiu
Contractual Services
$45, 351
$15,117
$60, 648
Expenses
Operating Caplud Outlay
Data Processing
Indirect Coss
Totals
$45, 351
$15,117
$60,648
SMbpawApphcNiow Package Seeiow 11. 7 .4pplication
I
Formula Grar:t Program
Drug Control and S
(Edward Byrne
H. Acceptance and Agreement
emorial State and Local Assistance Program)
All persons involved in or having administrative responsibility for the subgrant must read these
Acceptance and Agreement" conditions. This "Acceptance and Agreement" (Section H)
must be returned as part of the completed application.
Note Condition No. 13: Only project costs incurred on or after the effective date of this
agreement and on or prior to the termination date of a recipient's project are eligible for
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 Rep rts to the
t activities
bureau by February 1, May 1, August 1, and November 1 covering subgran
during the previous quarter.
The recipient shall submit an Annual Project Performance Report, for the "original"
project period. This report shall be submitted to the bureau within thirty (30) days after
the end of the original project period. The "original" project period is generally for
twelve (12) months. The last quarterly report shall be submitted with the annual report.
In addition, if the subgrant award period is extended beyond the "original' project
period, additional Quarterly Project Performance Reports shall be submitted as well as
a Final Project Performance Report. The latter report shall cover the entire time frame
of project activities and is due within thirty (30) days after the end of the extended
period.
B. Financial Reports:
The recipient shall submit Monthly Financial Claim Reports [DCA-CJ Form-3(A-G)
Revised 11101193] to the bureau. A final Financial Claim Report and a Criminal Justice
Contract (Financial) Closeout Package (Revised 12115194) shall be submitted to the
bureau within forty-five (45) days of the subgrant termination period. Such claim shall
be distinctly identified as "final".
Subgrant.Application Package
Section 11- 8 Application
Control and System L
Formula Grant
(Edward Byrne Memorial State and Local Assistance Program)
Before the "final" claim will be processed, the recipient must submit to the department
all outstanding project performance reports and must have satisfied all special conditions.
Failure to comply with the above provisions shall result in forfeiture of reimbursement.
The recipient shall submit department Quarterly Project Generated Income Reports
(Revised 12130, 93) to the bureau by February 1, May 1, August 1, and November 1
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.
All expenditures and cost accounting of funds shall conform to Office of Justice Programs'
Financial and Administrative Guide for Grants (Guideline Manual 7100.1D, U.S.
Department of Justice Common Rule for State and Local Governments), and in federal
Office of Management and Budget's 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. Compliance with "Consultant's Competitive Negotiation Act"
The recipient, when applicable, agrees to satisfy all requirements provided in Section
287.055, Florida Statutes, known as the "Consultant's Competitive Negotiation Act".
4. Approval of Consultant Contracts
The 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' Financial and Administrative Guide
for Grants (Guideline Manual 7100. ID, US. Department of Justice's Common Rule for
State and Local Governments), and in applicable state statutes. The department's approval
of the recipient agreement does not constitute approval of consultant contracts.
Subgrant Application Package Section H- 9 Appacatwn
Control and System I
Formula Grant
(Edward Byrne Memorial
5. Allowable Costs
and Local Assistance Program)
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' Financial and Administrative Guide for Grants (Guideline Manual
7100. ID, U.S. Department of Justice's Common Rule for State And Local Governments)
and federal Office of Management and Budget's (OMB) Circular No. A-87, "Cost Principles
for State and Local Governments", or OMB's Circular No. A-21, "Cost Principles for
Educational Institutions".
All procedures employed in the use of federal funds to procure services, supplies or
equipment, shall be according to U.S. Department of Justice's Common Rule for State and
Local Governments, or Attachment "O" of OMB's Circular No. A-110 and Florida Law to
be eligible for reimbursement.
6. 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, Florida Statutes
All bills for any travel expenses shall be submitted according to provisions in Section
112.061, Florida Statutes.
7. 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 funds between budget categories as long as the total amount of transfer (increase
or decrease) does not exceed ten (10) percent of the total approved budget category and
the transfer is made to an approved budget line item; or,
C. Transfers of fiords 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.)
Subgrant Application Package Section 11-10 Application
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
S. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject to
available federal Anti -Drug Abuse Act funds.
9. Advance Funding
Advance funding is authorized up to twenty-five (25) percent of the federal award for each
project according to Section 216.181(12)(B), Florida Statutes (1991); the Office of Justice
Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100.ID,
U.S. Department of Justice's 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.
10. 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 an expected 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 reobligate
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.
It. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the recipient and a contractor
(which includes all project budget categories) shall be in writing for a period not to exceed
six (6) months and is subject to the same terms and conditions set forth in the initial contract.
Only one extension of the contract shall be acceptable, unless failure to complete the contract
is due to events beyond the control of the contractor.
12. Excusable Delays
Except with respect to defaults of consultants, the recipient shall not be in default by reason
of any failure in performance of this agreement according to its terms (including any failure
by the recipient to make progress in the execution of work hereunder which endangers such
performance) if such failure arises out of causes beyond the control and without the fault or
negligence of the recipient. Such causes include but are not limited to acts of God or of the
public enemy, acts of the government in either its sovereign or contractual capacity, fires,
floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe
weather, but in every case the failure to perform shall be beyond the control and without the
fault or negligence of the recipient.
Subgrant Application Package Section 11-11 Application
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
If failure to perform is caused by failure of a consultant to perform or make progress, and
if such failure arises out of causes beyond the control of recipient and consultant, and
without fault or negligence of either of them, the recipient shall not be deemed in default,
unless:
A. Supplies or services to be furnished by the consultant were obtainable from other
sources,
B. The department ordered the recipient in writing to procure such s-ipplies oa sew es
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.
13. 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.
14. 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 and Administrative Guide for Grants (Guideline
Manual 7100.1D, U.S. Department of Justice's Common Rule for State and Local
Government. Reference: The Cash Management Improvement Act of 1990).
15. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by
the recipient, the recipient's consultants and suppliers, or both, the department shall impose
sanctions it deems appropriate including withholding payments and cancellation, termination
or suspension of the agreement in whole or in part. In such event, the department shall
notify the recipient of its decision thirty (30) days in advance of the effective date of such
sanction. The recipient shall be paid only for those services satisfactorily performed prior
to the effective date of such sanction.
16. 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 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
Subgrant Application Package Section 11- 12 Application
Drug Control and System I
Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
contractors for the purpose of audit and examination according to the Office of Justice
Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100.1D,
U.S. Department of Justice's Common Rule for State and Local Government).
The department reserves the right to unilaterally terminate this agreement if the recipient,
implementing agency or contractor refuses to allow public access to all documents, papers,
letters, or other materials subject to provisions of Chapter 119, Florida Statutes, and made
or received by the recipient cr its contractor .n CorJunction with th-is agreement.
1.7. Audit
A. The recipient shall provide to the department one cope uf°an annul audit conductt in
compliance with The Single Audit Act of 1984, P.L. 98-502. the audit shall be
performed in accordance with the federal Office of Management and Budget's Circular
A-128 and other applicable federal law. The contract for this agreement shall be
identified with the subject audit in The Schedule of Federal Financial Assistance. The
contract shall be identified as federal 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, Florida Statutes; and, Chapters 10.550 and 10.600, Rules of the Florid
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 seven (7) months
after the audit period. In order to be complete, the submitted report shall include any
management letters issued separately and management's written response to all findings,
both audit report and management letter findings. Incomplete audit reports will not be
accepted by the department and will be returned to the recipient.
C. The recipient shall have all audits completed by an independent public accountant (IPA).
The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant.
D. The recipient shall take appropriate corrective action within six (6) months of the issue
date of the audit report in instances of noncompliance with federal laws and regulations.
E. The recipient shall ensure that audit working papers are made available to the
department, or its designee, upon request fora period of five (5) 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.
Subgrant .application Package Section 11-13 .application
nt Formula Grant Pro
Control and System L
Byrne Memorial State
Assistance Program)
contractors for the purpose of audit and examination according to the Office of Justice
Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100.ID,
U. S. Department of Justice's Common Rule for State and Local Government).
The department reserves the right to unilaterally terminate this agreement if the recipient, implementing agency or contractor refuses to allow public access to all documents, papers,
letters, or other materials subject to provisions of Chapter 119, Florida Statutes, and made
or received by the recipient or its contractor in conjunction with this agreement.
17. Audit
A. The recipient shall provide to the department one copy of an annual audit conducted in
compliance with The Single Audit Act of 1984, P.L. 98-502. The audit shall be
performed in accordance with the federal Office of Management and Budget's Circular
A-128 and other applicable federal law. The contract for this agreement shall be
identified with the subject audit in The Schedule of Federal Financial Assistance. The
contract shall be identified as federal 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, Florida Statutes; and, Chapters 10.550 and 10.600, Rules of the Florida
Auditor General.
B. A complete audit report which covers any portion of the effective dates of this agreement
must be submitted within 30 days after its completion, but no later than seven (1) months
after the audit period. In order to be complete, the submitted report shall include any
management letters issued separately and management's written response to all findings,
both audit report and management letter findings. Incomplete audit reports will not be
accepted by the department and will be returned to the recipient.
C. The recipient yt b�onorapublic
tcnt
The IPA sbe ier CertifiedPublic Accuant Licensed Public Accountant.
D. The recipient shall take appropriate corrective action within six (6) months of the issue
date of the audit report in instances of noncompliance with federal laws and regulations.
E. The recipient shall ensure that audit working papers are made available to the
department, or its designee, upon request for a period of five (5) 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.
Subgrant application Package Section II -13
Application
nt Formula Grant
Control and System L
Byrne Memorial
and Local Assistance Program)
G. The completed audit reports should be sent to the following address:
Department of Community Affairs
Office of Audit Services
2740'Centerview Drive
The Rhyne Building
Tallahassee, Florida 32399-2100
18. Procedures for Claim Reimbursement
All claims for reimbursement of recipient costs shall be submitted on DCA-CJ Form 3(A-G)
Revised 11101193, prescribed and provided by the bureau. A recipient shall submit claims
monthly in order to report current project costs.
All claims requesting reimbursement for Operating Capital Outlay (OCO) items having a
unit cost of $5,000 or more and a useful life of one (1) year or more shall be accompanied
by a completed non -expendable property form signed by the recipient's property custodian.
If local accounting procedures require OCO.reportmg at a lesser amount than $5,000, local
requirements shall be adhered to.
All claims for reimbursement shall be submitted in sufficient detail for proper pre -audit and
post -audit.
All bills for fees or other compensation for services or expenses shall be submitted in detail
sufficient for a proper pre -audit and post -audit thereof.
19. 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.
20. 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 and Administrative Guide for Grants (Guideline Manual 7100.1D,
U. S. Department of Justice's Common Rule for State and Local Government) or the federal
Office of Management and Budget's Circular A-] 10, Attachment N, Paragraph Eight (8).
21. 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
Subgrant Application Package
Sedion 11-14 Application
Control and System 1
(Edward Byrne Memorial
Formula Grant
State and Local Assistance Program)
agreement according to federal property management standards set forth in the Office of
Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual
7100.ID, U.S. Department of Justice's Common Rule for State and Local Government) or
the federal Office of Management and Budget's Circular A-110, Attachment N. This
obligation continues as long as the recipient retains the property, notwithstanding expiration
of this agreement.
22. Disputes and Appeals
The department shall make its decision in writing when responding to any disputes,
disagreements or questions of fact arising under this agreement and shall distribute its
response to all concerned parties. The recipient shall proceed diligently with the
performance of this agreement according to the department's decision.
If the recipient appeals the department's decision, it shall be made in writing within twenty-
one (21) calendar days to the secretary of the department, whose decision is final.
If the recipient appeals the department's decision, it also shall be made in writing within
twenty-one (21) calendar days to the department's clerk (agency clerk). The recipient's
right to appeal the department's decision is contained in Chapter 1209 Florida Statutes, and
in procedures set forth in Chapters 28-5 and 9-5, Florida Administrative Code. Failure :to
appeal within this time frame constitutes a waiver of proceedings under Chapter 120,
Florida Statutes.
23. Conferences and Inspection of Work
Conferences may be held at the request of any party to this agreement. At any time, a
representative of the bureau, of the U.S. Department of Justice's Bureau of Justice
Assistance or both have the privilege of visiting the project site to monitor, inspect and
assess work performed under this agreement.
24. 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 bureau for its review and comment-
B. Publications or printed reports covered under A. above shall include the following
statements on the cover page:
L "This report was prepared for the Florida Department of Community Affairs, Linda
Loomis Shelley, 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 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."
Subgrant Application Package
Sedion 11-1 S Application
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
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.
25. Equai 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 Public Law 89-564, Non Discrimination Requirements of the Anti -
Drug Abuse Act of 1988; Title IV of the Civil Rights Act of 1964; Section 504 of the
Rehabilitation Act of 1973 as amended, Title IX of the Education Amendments of 1972;
The Age Discrimination Act of 1975; anc4 Department of Justice Non -Discrimination
Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H.
The recipient and a criminal justice agency that is the implementing agency agree to certify
that they either do or do not meet EEO program criteria as set forth in Section 501 of The
Federal Omnibus Crime Control and Safe Streets Act of 1968 as amended and that they
have or have not formulated, implemented and maintained a current EEO Program.
Submission of this certification is a prerequisite to entering into this agreement. This
certification is a material representation of fact upon which reliance -was placed when this
agreement was made. If the recipient or implementing agency meet Act criteria but have
not formulated, implemented and maintained such a current written EEO Program, they
have 120 days after the date this agreement was made to comply with the Act or face loss
of federal funds subject to the sanctions in the Justice System Improvement Act of 1979,
Pub. L. 96-157, 42 U.S.0 3701, et seq. (Reference Section 803 (a) of the Act, 42 U.S.C.
3783 (a) curd CFR Section 42.207 Compliance Information).
Any state agency, county or city receiving S500,000 or more in federal Anti Drug Abuse
Act funds shall submit their equal employment opportunity plan, and/or the most recent
update, with their application, for submittal to the U.S. Department of Justice, Bureau of
Justice Assistance for approval.
_26. Americans with Disabilities Act 1990
Subgrantees must comply with the requirements of the Americans with Disabilities Act
(ADA), Public Law 101-336, which prohibits discrimination by public and private entities
on the basis of disability and requires certain accommodations be made with regard to
employment (Title 1), state and local government services and transportation (Title II),
public accommodations (Title III), and telecommunications (Title IV).
27. Criminal Intelligence System
The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence
Systems Operating Policies is to assure that recipients of federal funds for then1
Awl 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-I1 S, and
Pub. L. 96-157), use those funds in conformance with the privacy and constitutional rights
of individuals.
Subgrant Application Package Section H -16 Application
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
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(a) 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 - Criminal Intelligence Systems Operating
Policies and in the Bureau of Justice Assistance's Formula Grant Program 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. Federal law 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
department's approval of the recipient agreement does not constitute approval of the
subgrant funded development or operation of a criminal intelligence system.
28. Non -Procurement, Debarment and Suspension
The recipient agrees to comply with Executive Order 12549, Debarment and Suspension
(34 CFR, Part 85, Section 85.510, Participant's Responsibilities). These Procedures
require the recipient to certify 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.
-29. 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.
30. Federal Restrictions on Lobbying
The recipient agrees to comply with Section 319 of Public Law 101-121 set forth in "New
Restrictions on Lobbying, Interim Final Rule, " published in the February 26, 1990,
Federal Register.
Each person shall file the most current edition of this
if applicable, with each submission that initiates agency consideration of such person for
award of federal contract, grant, or cooperative agreement of $100,000 or more; or federal
loan of $150,000 or more.
This certification is a material representation of fact upon which reliance was placed when
this agreement was made. Submission of this certification is a prerequisite to entering into
this agreement subject to conditions and penalties imposed by Section 1352, Title 31,
United States Code. Any person who fails to file the required certification is subject to a
civil penalty of not less than $10,000 and not more than $100,000 for each failure to file.
Subgrant Application Package Section II -17 Application
_Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
The undersigned certifies, to the best of his or her knowledge and belief, that:
A. No federally appropriated funds have been paid or shall be paid to any person for
influencing or attempting to influence an officer or employee of any federal agency, a
member of congress, an officer or employee of congress, or an employee of a member
of congress in connection with the awarding of any federal loan, the entering into of any
renewal, amendment, or modification of any federal contract, grant, loan or cooperative
agreement.
B. If any non-federal funds have been paid or shall be paid to any person for influencing
or attempting to influence an officer or employee of congress, or an employee of a
member of congress in connection with this federal contract, grant loan, or cooperative
agreement, the undersigned shall complete and submit the standard form, Disclosure of
Lobbying Activities, according to its instructions.
C. The undersigned shall require that the language ofthis certification be included in award
documents for all subgrant awards at all tiers and that all subgrant recipients shall certify
and disclose accordingly.
31. 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.
32. 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.
33. Project Closeout
Project funds which have been properly obligated by the end of the subgrant funding period
will have 90 days in which to be liquidated (expended). Any funds not liquidated at the end
of the 90-day period will lapse and revert to the department. A subgmnt funded project will
not be closed out until the recipient has satisfied all closeout requirements in one final
subgrant closeout package.
34. Background Check
It is strongly recommended that all programs targeting juveniles, implemented by other than
a sworn law enforcement officer or program licensed by the Department of Health and
Rehabilitative Services, conduct background checks on all personnel providing direct
services.
Subgrant Application Package Section 11-18 Application
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
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 including strikeovers, whiteouts, etc, on this page are not acceptable.
By:
Type Name and Title:
Date:
Suu of Florida
Department of Community Affairs
Bureau of Community Assistance
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Type Name and Title: James L. Roberts Monroe County Adm; ni strAtnr
Date: August 7, 1995
FEID Number: 59 6000749
M
Implementing Agency
Official, Administrator or Designated Representative
L-4 --6—'
Type Name and Title: Deanna S . L1ovd, Grants Manager
Date: August 7, 1995
Subgrant Application Package Section II - 19 Application
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
EEO Certification Letter - Subgrant Recipient
Mr. John A. Lenaerts, Chief
Bureau of Community Assistance
Department of Community Affairs
2740 Centerview Drive
Tallahassee, Florida 32399-2100
Re: Compliance with Equal Employment Opportunity (EEO) Program
Requirements -- Subgrant Recipient
Dear Mr. Lenaerts:
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 ... (Initial one of the following):
Subgrant recipient Does meet Act criteria. Does not meet Act criteria.
I affirm that I have read the Act criteria set forth in the Subgrant Instructions. I understand
that if the subgrant recipient meets these criteria, it must formulate, implement and maintain a written
EEO Program relating to employment practices affecting minority persons and women. I also affirm
that the subgrant recipient... Initial one of the following:
Has a current EEO Program Plan. Does not have a current EEO Program Plan.
I further affirm that if the recipient meets the Act criteria and does not have a current written
EEO Program, federal law requires it to formulate, implement, and maintain such a program within
120 days after a subgrant application for federal assistance is approved or face loss of federal funds.
Requires signature of authorized official:
Type Name and Title
By:
nistrator
Date June 5, 1995
Subgrant Application Package Appendix V - 2 EEO Certification Getters
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
EEO Certification Le.ter - Implementing Agency
Mr. John A. Lenaerts, Chief
Bureau of Community Assistance
Department of Community Affairs
2740 Centerview Drive
Tallahassee, Florida 32399-2100
Re: Compliance with Equal Employment Opportunity (EEO)
Program Requirements -- Criminal Justice Agency
Dear Mr. Lenaerts:
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 ... (Initial one of the following)
Criminal Justice Agency: X Does meet Act criteria. Does not meet Act criteria.
I affirm that I have read the Act criteria set forth in Sbgrant Instructions. I understand that
if the implementing agency meets these criteria, it must participate in the subgrant recipient's EEO
Program or formulate, implement and maintain its own written EEO Program relating to employment
practices affecting minority persons and women. I also affirm that the implementing agency ... (Initial
one of the following-)
Has a current EEO Program Plan. Does not have a current EEO Program Plan.
I further affirm that if the implementing agency meets the Act criteria and does not participate
in the subgrant recipient's EEO Program or does not have its own written EEO Program, federal law
requires it to participate in such a program or formulate, implement, and maintain its own program
within 120 dns after a subgrant application is approved or face loss of federal funds.
Requires signature of authorized official:
TyF
Subgrant Application Package Appendix V - 3 EEO Certificatton Letters
Drug Control and System I
Formula Grant
TO BE COMPLETED BY THE APPLICANT AND
suBNIITTED AS PART OF THE SUBGRANT APPLICATION.
Instructions: Applicants (subgrant recipients), review, your application against the following
questions. Indicate "Yes", "No", or "N/A" for Not Applicable. Submit this checklist with the
completed application. Subgrant funds will not be awarded unless an application is complete.
1.
Did you use salary figures that are reasonable and consistent with salaries paid for
Y
similar work in other areas?
y
2.
Did you provide a detailed description of fringe benefits and calculate them properly?
y
3.
Did you budget sufficient time for each position to accomplish project objectives?
4.
Did you clearly describe resources (personnel, facilities, etc.) and how they will be used
y
to implement proposed project activities?
5.
Did you enclose job descriptions of all subgrant funded positions with Your application?
N/
Do task descriptions correspond with project activities to meet program objectives?
N�J
6.
If you are going to hire contract personnel, did you descnbe how they will study the
problem or how they will perform their tasks?
y
7.
If you are going to purchase equipment or services, did you state in the budget narrative
that the purchasing method you will use conforms to existing laws and regulations?
8.
Did you submit a copy of your Purchasing Procedures to the department?
N�
9.
If you are going to purchase contractual services, did you describe and justify them in
the budget narrative and indicate how they are necessary to achieve project Program
objectives?
Y
1 10.
Did you include a boilerplate contract for approval by BCA?
N1
11.
If you are going to purchase special equipment, did you describe and justify the
purchase in the budget narrative and indicate how it is necessary to achieve project
program objectives?
N�
12.
If you are going to purchase equipment or services ('including ADP equipment and
software) from a sole source and the amount is $100, 000 or more, did you submit to
the department a Sole Source Jug&A ion Form for federal Bureau of Justice Assistance
approval?
N/
13.
j If you are going to purchase ADP equipment, did you complete an AIDE Equipment
Form and enclose it with the application (Appendix IV)?
NIA
14.
If you plan to develop software, did you analyze making software versus buying off -the -
shelf software and enclose this makelbuy analysis with the
(Appendix IV)? Does this analysis provide ample justification it is more
advantageous to develop computer software than to buy currently available software?
Subgrant Application Package Section III - I Application Review Lftecxusi
Control and System Improvement Formula Grant
15.
If trips are necessary to achieve program objectives, does your budget adequately reflect
travel expense?
16.
Do you have sufficient resources (facilities, personnel, etc.) to implement project
activities and accomplish program objectives? Did you describe how this will be
accomplished?
Y
17.
Did you calculate all your budget figures correctly?
Y
18.
Did you put your figures in appropriate budget categories?
Y
19.
Does the budget narrative correspond with the budget categories you used?
Y
20.
Are your project matching funds at least 25 percent of the total budget amount and
did you identify the specific source of matching funds in the budget narrative?
N/A
21.
If you included indirect cost in your project budget and yours is a state agency, does
your agency have a currently approved (by a cognizant federal agency) Indirect Cost
pm and did you submit it with your application to the department?
22.
If you included indirect cost in your project budget and yours is a city or county agency,
1/
does your agency have a current locally approved Indirect Cost Plan and did you submit
it with your application to the department?
23 .
If your projects activities could generate income, did you check "Yes" on Question 13.
Y
in Section C?
NIA
24.
If you included confidential funds in your law enforcement project budget expenses
category, did you have the appropriate authority sign the Certification of Confidential
Funds (Appendix X) and enclose it with the application?
25.
Did you obtain the required signatures on both of the contract signature pages and are
y
they dated as required?
26.
Did you add up the requested funds for all proposed subgrants in the county, and is this
total equal to or less than the total of all funds allocated to your county?
Y
27.
Did you obtain the required signatures on Fa 1 mnlg=ent Opportunity
Program Certification Letters (Appendix V)for the subgrant recipient and the
implementing agency, if the latter is a criminal justice agency, and submit them with the
application?
N/
28.
If your project proposes to expend a500, 000 or more, did you comply with federal EEO
requirements and provide a copy of your FFO Program Plan and/or the most recent_
1 date, to the department for approval by the federal Bureau of Justice Assistance?
N/
29.
1 If you are applying for federal funds to continue your existing project,did you comply
financial for the existing
with all and program performance requirements project?
y
1 30.
1 Did you clearly describe the problem your project is targeting?
Y
31.
Did you clearly state how your request for resources and personnel will address the
targeted problem?
Subgrant Application Package Section Ill - 2 Application Review Checklist
Control and System Improvement Formula Grant Pro
ct„to and Local Assistance Program)
32.
i
33.
Y
y 34.
Y 35.
36.
Y
37.
N/A
., 38.
Did you include in your application uniform project program performance objectives fQr
the federally authorized purpose area for which you are seeking federal funds? Did you
provide the required performance indicators in the blank spaces?
Did you enclose Letters of Aa_reement (See Sample Letter of Approval, Appendix 11)
with your application from at least 51 percenrof local governments representing at least
Sl percent of county residents indicating their agreement on the expenditure of subgrant
funds? Grants cannot be awarded without the letters.
Have you cleared any and all pending monitoring and special conditions on previous
subgrant contracts with the department?
Did you complete all sections of the application according to the S»h�rant Anolication
Trish, ructions and Special Conditions?
Did you satisfy all standard special conditions mentioned in the PS4grAM
Announcement and in the subgrant contract.
if your law enforcement project is requesting subgrant funds to operate a criminal
intelligence system, did you request from BCA and submit with your application to the
department ' ^- r_._n...e..,.e c.,�.a... r,-"ifiratinn Letter and a completed
Did you enclose this completedew Checklist
with your application?
If you need copies of forms or have questions
concerning the foregoing, contact Colleen Matthews
in the Bureau of Community Assistance at
SUNCOM 278-0090 or (904) 488-0090.
Subgrant Application Package Section III - 3
Application Review Checklist