FY2015 05/20/2015 AMY HEAVILIN, CPA
CLERK OF CIRCUIT COURT & COMPTROLLER
.< MONROE COUNTY,FLORIDA
DATE: July 31, 2015
TO: Laura DeLoach-Hartle
Grants
FROM: Cheryl Robertson Executive Aide to the Clerk of Court & Comptroller U�iu .�Robe/El sari
At the May 20, 2015 Board of County Commissioner's meeting the Board granted approval and authorized
execution of the following item CIl Agreement with Samuel's House, Inc. for the Court-Mandated,
Criminal/Substance Abuse Case Management, Drug Testing project, for the period from Oct 1, 2014 through
September 30,2015.
Enclosed is o duplicate original of the above-mentioned for your handling. Should you have any questions, please
feel free to contact our office.
cc: County Attorney(electronic)
Finance (electronic)
File (electronic)
500 Whitehead Street Suite 101,PO Box 1980,Key West,FL 33040 Phone:305-295-3130 Fax:305-295-3663
3117 Overseas Highway,Marathon,FL 33050 Phone:305-289-6027 Fax:305-289-6025
88820 Overseas Highway,Plantation Key,FL 33070 Phone:852-7145 Fax:305-852-7146
A
EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM FUNDS
AGREEMENT
THIS AGREEMENT is made and entered Into this 20th day of May, 2015, by and
between MONROE COUNTY, a political subdivision of the State of Florida, whose address is
1100 Simonton Street, Key West, FL 33040, hereinafter referred to as"COUNTY," and
Samuel's House, Inc. hereinafter referred to as"AGENCY."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of
Edward Byrne Memorial Justice Assistance to the COUNTY to implement the Court
Mandated, Criminal/Substance Abuse Case Management, Drug Testing program; and
WHEREAS, the COUNTY is in need of an implementing agency to provide said
services under this Program; and
WHEREAS, the AGENCY is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial Justice
Assistance Grant funds to the AGENCY in accordance with the COUNTY'S application for the
Edward Byrne Memorial Assistance Grant.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the AGENCY agree as follows:
1. TERM - The term of this Agreement is from October 1, 2014 through
September 30, 2015, the date of the signature by the parties notwithstanding, unless
eariier terminated as provided herein.
2. SERVICES - The AGENCY will provide services, in compliance with all
provisions, as outlined in the COUNTY'S Edward Byrne Memorial Justice Assistance Sub-
grant Award, attached and made a part hereof (Attachment C).
3. FUNDS - The total project budget to be expended by the AGENCY In
performance of the services set forth in Section 2 of this agreement shall be the total sum
of $18,000. All funds shall be distributed and expended in accordance with the Project
Budget Narrative as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain documents
entitled "State of Florida Office of Criminal Justice Grants Florida Department of Law
Enforcement Sub-grant Award Certificate and Application"and all laws, rules and
regulations relating thereto are incorporated by reference (Attachment C).
5. BILLING AND PAYMENT
(a) The AGENCY shall comply with the program and expenditure reporting
requirements for Byrne Grant funds. The AGENCY shall render to the COUNTY a detailed
quarterly performance report not later than 7 days after the end of each quarter.
The quarterly performance reports must include a response to all objectives included in your
project, as described in the Performance section in the grant agreement. A detailed
narrative, reflecting on accomplishments, challenges, etc. is required as part of this
quarterly report. The AGENCY shall render to the COUNTY, monthly itemized Invoices,
not later than 30 days after the end of each month, properly dated, describing the
services rendered, the cost of the services, and all other information required. The original
invoice shall be sent to:
c
•
4
Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the AGENCY.
(c) The County shall only reimburse subject to the funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with Monroe County
Code of Ordinances, State laws and regulations and Attachment A - Expense
Reimbursement Requirements. Evidence of payment by the PROVIDER shall be in the form
of a letter, summarizing the expenses with supporting documentation attached. The letter
should contain a notarized certification statement. An example of a reimbursement request
cover letter is included as Attachment B.
6. TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to
the other party. The COUNTY shall not be obligated to pay for any services provided by the
AGENCY after the AGENCY has received notice of termination.
7. ACCESS TO FINANCIAL RECORDS - The AGENCY shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement
incorporated in Section 4 of this Agreement.
8. AUDIT - The AGENCY shall submit to the COUNTY an audit report covering the
term of this Agreement, within one-hundred twenty (120) days following the Agreement's
lapse or early termination and shall also comply with all provisions of the Agreement
incorporated in Section 4 of this Agreement.
9. NOTICES - Whenever either party desires to give notice unto the other, it
must be given by written notice, sent by registered United States mail, with return receipt
requested, and sent to:
FOR COUNTY: FOR PROVIDER:
Grants Administrator Samuel's House, Inc.
1100 Simonton Street 1614 Truesdell Court
Key West, FL 33040 Key West, FL 33040
305-296-0240
305-296-4219 FAX
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
10. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the
Florida Department of Law Enforcement cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be
terminated immediately, at the option of the COUNTY, by written notice of termination
delivered in person or by mail to the AGENCY at its address specified above. The COUNTY
shall not be obligated to pay for any services provided by the AGENCY after the AGENCY has
received notice of termination.
11. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the AGENCY shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now
in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of
r ' the State of Florida and Article 1 of the United States Constitution, which provide that no
revenue of the state or any political subdivision shall be utilized, directly or indirectly, in aid
of any church, sect or religious denomination or in aid of any sectarian institution. Any
violation of said statutes, ordinances, rules, or regulations shall constitute a material breach
of this Agreement immediately upon delivery of written notice of termination to the
AGENCY. If the AGENCY receives notice of material breach, it will have thirty days in order
to cure the material breach of the contract. If, after thirty (30) days, the breach has not
been cured, the contract will automatically be terminated.
12. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
13. EMPLOYEE STATUS - The AGENCY is an independent contractor. Persons
employed by the AGENCY in the performance of services and functions pursuant to this
Agreement shall have no claim to pension, worker's compensation, unemployment
compensation, civil service or other employee rights or privileges granted to the COUNTY'S
officers and employees either by operation of law or by the COUNTY.
14. INDEMNIFICATION - The AGENCY agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or
related to the provision of services hereunder by the AGENCY.
15. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is
contained herein and that this Agreement supersedes all oral agreements and negotiations
between the parties relating to the subject matter hereof as well as any previous
agreements presently in effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
+ k �� I- BOARD OF COUNTY COMMISSIONERS
J. Y HEAVILIN, Clerkleal
OF M OE COUNTY,� FLORIDA
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, 'eputy Clerk Ma /C man
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ATTACHMENT A
Expense Reimbursement Requirements
This document Is Intended to provide basic guidelines to Human Service and Community-
Based Organizations, county travelers, and contractual parties who have reimbursable
expenses associated with Monroe County business. These guidelines, as they relate to
travel, are from the Monroe County Code of Ordinances and State laws and regulations.
A cover letter (see Attachment B) summarizing the major line items on the reimbursable
expense request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organization's contract with the
Monroe County Board of County Commissioners and will not be submitted for
reimbursement to any other funding source."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to requesting
a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail In the
contract. This document should not be considered all inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis.
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not •
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and paid payroll taxes, check
number and check amount. If a Payroll Journal is not provided, the following information
must be provided: pay period, check amount, check number, date, payee, support for
applicable paid payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
, l
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted Including: the party called, the caller,
the telephone number, the date, and the purpose of the call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel reimbursement requests must be submitted and will be paid in
accordance with Monroe County Code of Ordinances and State laws and regulations. Credit
card statements are not acceptable documentation for reimbursement. If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the airport for
a business trip is not reimbursable. Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls are
not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL, PER
DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances: An
odometer reading must be included on the state travel voucher for vicinity travel. Mileage
is not allowed from a residence or office to a point of departure. For example, driying from
one's home to the airport for a business trip is not a reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. Meal guidelines
state that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon and
end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for
dinner reimbursement.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fundraising, non-sufficient
check charges, penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Organization name) for the time period of
to
Check # Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 XXX.XX
(A) Total $ X,XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D C) $ X,XXX.XX
I certify that the above checks have been submitted to the vendors as noted and that the
expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organization's contract with the
Monroe County Board of County Commissioners and will not be submitted for
reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this_day of 20_
by who is personally known to me.
Notary Public Notary Stamp
FoLEAttachment C
Fiona DopedMuni of Business Support Rick Scott, Governor
I w Enforcement Of lice of Criminal Justice Grants Pam 0ondi,Attorney Genera/
Post Office Box 1489 Jeff Atwater, Chief Financial Officer
Poehaid t. Swearxxien 13Annassee, FL 32302-1480 Adam Putnam, Commissioner of Agriculture
Cur•ms:coma 831488174250
www.Idle state.II.us
APR 21 2015
The Honorable Danny Kolhage
Mayor
Monroe County Board of Commissioners
530 Whitehead Street
Suite 102
Key West,FL 33040-6547
Re: Contract No. 2015JAGC-MONR-5-R3-243
Dear Mayor Kolhage:
The Florida Department of Law Enforcement is pleased to award an Edward Byrne Memorial Justice Assistance
Grant to your unit of government in the amount of$18.000.00 for the project entitled,COURT-MANDATED,
CRMNUSUBST.ABUSE.CASE MGMT,DRUG TSTG. These hinds shall be utilized for the purpose of reducing
crime and improving public safety. A copy of the approved subgrant application with the referenced contract number
is enclosed for your file. All correspondence with the Department should always refer to the project number and title.
As you may be aware,information from subgrants and performance reports are currently provided to the Department
of Justice under the Performance Measurement Tool(PMT)and Federal Funding Accountability and Transparency
Act(FFATA)to meet current federal transparency requirements. Contract and grant information is also provided to
the State of Florida Department of Financial Services via the Florida Accountability Contract Tracking System
(FACTS). This grant contract and all subsequent correlating information including general contract,performance,
amendmenUmodification infomation and a copy of the grant document is prodded to FACTS to meet requirements
under Chapter 2013-54 and 2013-154 Laws of Florida for transparency in government spending. If this grant
agreement contains confidential or exempt Information not subject to disclosure under public records law,Chapter
119,F S..(such as disclosure of equipment for certain undercover operations that may result In sensitive information
on grant documents)please contact the Office of Criminal Justice Grants for information on requesting exemption
from public records disclosure.
Please complete and return the enclosed Certification of Acceptance to the Office of Criminal Justice Grants within 30
calendar days from the date of award.This certificate constitutes official acceptance of the award and must be
received by the Department prior to reimbursement of any project expenditures.
Some costs require prior written approval from OCJG and/or the Department of Justice before beginning project
activities including: a sole source procurement in excess of 8150.000:compensation for consultant services for rates
in excess of$650/day($81.25 per hour);publication plans;and purchase of automated data processing(ADP)
equipment and software.A written request for approval is required if they are applicable to your project You may also
see a correlating special condition on your grant award in the Subgrant Information Management ON-Line(SIMON)
system.
We look forward to working with you on this project.Please contact Senior Management Analyst Supervisor Randall
Smyth al(850)617-1250 if you have any questions or we can be of further assistance.
Sin rely.
i UII tL t ��yl ttct�
•(Pe nne Tuttle Hernng
cite Bureau Chief
PTH/ar
Enclosures
o rv¢o •intey,av • isp,ct •Russ ty
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award:
Grant Period: From: 10/01/2014 TO: 09/30/2015
Project Title: COURT-MANDATED.CRMNUSUBST.ABUSE,CASE MGMT,DRUG TSTG
Grant Number 2015-JAGC-MONR-5-R3-243
Federal Funds: $18,000.00
State Agency Match:
Local Agency Match: $0.00
Total Project Cast: $18,000.00
CFDA Number: 16.738
Award Is hereby made in the amount and for the period shown above of a subgrant under Part E of Title I of the
Omnibus Crime Control and Safe Streets Act of 1968 as amended Subpart 1 of such part(42 U.S.C.3751-3759);the
Consolidated Appropriations Act,2008,Public Law 110-161;and Public Law 109-162,Title XI,Department of Justice
Reauthorization,Subdue B. Improving the Deparbnent of Justice's Grant Programs,Chapter 1,Assisting Law
Enforcement and Criminal Justice Agencies,Section 1111.Merger of Byrne Grant Program and Local Law
Enforcement Block Grant Program,to the above mentioned subgrantee and subject to any attached or special
conditions.
This award is subject to all applicable rules,regulations,and conditions as contained in the Financial and
Administrative Guide for Grants,Guideline Manual 7100 1 D,Office of Justice Programs,Common Rule for State and
Local Governments and A-87,or OMB Circulars A-110 or A-102,as applicable,and A-21.in their entirety. It is also
subject to such further Nies,regulations and policies as may be reasonably prescribed by the State or Federal
Government consistent with the purposes and authorization of P.L.90-351.as amended,and P.L. 100-690.
This grant shall become effective on the beginning date of the grant period provided that within 30 days from the date
of award,a properly executed rCertrtifiicate of Acceptance of Subgrant Award is returned to the Department.
i.J Iu c7-n u#t4&.Q L O TA-Cd C LL�
_e Authorized Official
� Petrina Tuttle Herring
Bureau Chief
Date
( ) Ms award is subject to special conditions(attached).
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee,through its authorized representative,acknowledges receipt and acceptance of subgrant award
number 2015-JAGC-MONR-5-R3.243,in the amount of$ 18,000.00,for a project entitled,COURT-MANDATED,
CRMNLJSUBST.ABUSE,CASE MGMT,DRUG TSTG,for the period of 10/01/2014 through 09/30/2015,to be
implemented in accordance with the approved subgrant application,and subject to the Florida Department of Law
Enforcement's Standard Conditions and any special conditions governing this subgrant.
// �
( knabfre of Sub rantee's Authorized OfBeiSI)
()nnny L. Kan-flare, 4170
(Print Namee and Title of O ia0 i /
p i
onlck. CWerl - Boar�� pt (Oritlki50i ont f S
(Name of Subgrantee)!
30 April 206
(Date of Acceptance)
Rule Reference 110-9.006 OCJG-012(rev.June 2012)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
•
Subgrant Recipient
Organization Name: Monroe County Board of Commissioners
County: Monroe
Chief Official
Name: Danny Kolhage
Title: Mayor
Address: 530 Whitehead Street
Suite 102
City: Key West
State: FL Zip: 33040-6547
Phone: 305-292-3440 Ext:
Fax:
Email: boccdis1@monroecounty-ftgov
Chief Financial Officer
Name: Amy Heavilin
Title: Clerk of Court
Address: 500 Whitehead Street
City: Key West
State: FL Zip: 33040-3110
Phone: 305-295-3130 Ext:
Fax:
Email: aheavilinglmonroeclerk.com
Application Ref# 2015-JAGC-2631 Section#1 Page 1 of 1
Contract 2015-JAGC-MONR-5-R3-243
Pule Reference 110-9.006 OCJ0005 trey October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
Implementing Agency
Organization Name: Monroe County Board of Commissioners
County: Monroe
Chief Official
Name: Danny Kolhage
Title: Mayor
Address: 530 yMitehead Street
Suite 102
City: Key West
State: FL Zip: 33040-6547
Phone: 305-292-3440 Ed:
Fax:
Email: boccdistQmonroecounty-flgov
Project Director
Name: Laura Deloach-Hama
Title: Senior Administrator-Grants 8 Special Projects
Address: 1100 Simonton Street
Room 2-285
City: Key West
State: FL Zlp: 33040-3110
Phone: 305-292-4482 Ext:
Fax:
Email: deloachhame-laura®monroecounty-ftgov
Application Ref# 2015-JAGC-2631 Section#1 Page 2 of 2
Contract 2015JAGGMONR-5-R3243
Rule Reference 110.9.008 OCJG-005(fey.October 20a5)
•
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
General Project Information
Project Title: COURT-MANDATED,CRMNL/SUBST,ABUSE, CASE MGMT,DRUG
TSTG
Subgrant Recipient: Monroe County Board of Commissioners
Implementing Agency: Monroe County Board of Commissioners
Project Start Date: 10/1/2014 End Date: 9/30/2015
Problem Identification
The National Institute of Justice reports'Substance use and abuse have been consistently
reported as major contributing factors in the increasing population of women offenders.A majority
of women offenders have a history of drug use and drug-related offenses
(http:/hvww.nij.gov/topics/drugs/marketsladam/staton-paper.pdfr.And,the results from the 2012
SAMHSA"National Survey on Drug Use and Health: Summary of National Findings'reports:A
new national study shows that the rate of substance dependence or abuse for females was 35.7
percent out of 67,500 people studied in 2012.
(hltp://www.samhsa.gov/data/nsduh12012summnatenddettables/nallonalf ndingslnsduhresults201
2.htm#ch7.1.3)
Overall Problem: "Up to 63%of women entering The Mary Spottswood Women's Center(MSWC),
a division of Samuel's House,Inc.,have reported that using drugs continues to be a major
problem to them? Many of these women have committed crimes and had at least one period of
incarceration. Those That have not, still harm themselves,their families and the community
through their addictive behaviors.Just as with the national statistics above, Samuel's House sees
a consistent increase in drug abuse as well as its relationship to crime,life skills and poor
relationships.
Samuel's House has long been committed to reducing and eliminating drug usage in the
Monroe County community,starting within its own campus.A strong program of prevention and
education will be established and strictly enforced for the BYRNE funded clients throughout its
residential facilities.The Court Mandated Criminal/Substance Abuse Case Manager will assist
women with the psychological and physical issues related to their Involvement In the judicial
system and substance abuse.Programs such as AA/NA are required as well as random drug-
testing of clients. Women are Informed of shelter regulations which are clear regarding testing and
the women sign that they understand the rules and the consequences Involved if they test positive
for the use of illegal drugs while in our programs.The agency has proven that the use of random
testing is effective in prevention.
Problem Significance: There is a confirmed prevalence of,and increase in,substance abuse
among Samuel's House clients.Agency statistics in 2013 indicated that the majority of the general
population of women living at Samuel's House is dealing with substance abuse.And, the vast
majority of court mandated women assisted by Samuel's House in 2013 reported having drug and
alcohol addictions.
Women-in-crisis, many accompanied by their children from birth-18 years of age, arrive at MSWC
daily seeking a place of safety,shelter and services.The majority of clients are drug-addicted or
alcohol-addicted and/or co-occurring disorders. In 2013,50 out of 106 unduplicated clients had
substance abuse and/or co-occurring disorders. Twenty(20)clients were in jail prior to MSWC
and eleven(11)were in a Substance Abuse or Delox Center prior to Samuel's House.
Approximately seven years ago,The Mary Spottswood Women's Center began receiving women
who were directed either verbally,or by written order,from Monroe County judges to stay at
Samuel?s House for up to 90 days instead of being sentenced to the Monroe County Detention
Center. In 2013,20 women were sent to Samuel7s House in
Application Ref# 2015-JAGC-2631 Section#2 Page I of 4
Contract 2015JAGC-MONR-5-R3-
Rul Reference 110 9.006 OCJ0005(rev.Oclob 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
lieu of Jail.Other women are referred to Samuel?s House from family and drug courts as well as
probation officers,so that reunification with their children can be accomplished under supervision.
Samuel's House is recognized for its vast experience in serving women with substance abuse
issues and criminal backgrounds. In addition,Samuel's House Is licensed for intervention
programs under Chapter 397 of Florida Statutes to provide substance abuse service for adults,
case management and general Intervention.
Those negatively affected by the described problem include the increasing number of women who
come to Samuers House through probation,Jail,the judIcial system or court-mandated. Because
of their criminal backgrounds and drug/alcohol addictions,many of the women coming for shelter
are not only homeless but also,unemployed, ill and have either committed crimes or had crimes
committed against them. Not only is receiving intensive Case Management and staying drug and
alcohol free necessary for remaining sheltered at Samuel?s House,these are critical steps toward
self-sufficiency for a woman and her family.Samuel's House has proven that random drug testing
is an effective tool for encouraging a woman to remain sober and drug-free while participating in
Case Management.
Project Summary(Scope of Work)
With Byrne funding of$16,000,Samuel's House, Inc.will provide a new part-time position of a
Court Mandated Criminal/Substance Abuse Case Manager designated to work solely and
exclusively with BYRNE Clients. BYRNE clients include clients that are referred from the judicial
system,recently released from jail or prison and/or referred from probation officers as a condition
of meir cllent?s release. This position will be advertised in the local newspaper and will be filled
after resumes have been collected and interviews conducted with the most eligible applicants.
The Mary Spottswood Women's Center(MSWC),a division of Samuel's House, Inc. is our 90-day
emergency shelter program.Kathy's Hope(KH),a 16 efficiency permanent housing program is
designed for clients that have successfully completed their 90 day stay at MSWC and still need
structure and Case Management Casa De Meredith(CdM),which has 2 efficiency apartments
and 7 two bedroom apartments is another division of Samuel's House and provides permanent
housing to clients that have children and intact families.All BYRNE funded clients of Samuel's
House, Inc.will be drug tested upon intake,within every 72 hours and randomly thereafter and
receive case management services throughout their stay in our programs.
Case Management-
The Court Mandated Criminal/Substance Abuse Case Manager will be on-site to include:design
and implement all activities/programming, perform client intake and assessment,administer
drug/alcohol tests, refer clients to services, monitor client progress,resolve conflict, assist clients
with development of individualized Plan of Action and maintain contact with judicial offices,
Monroe County Sheriff?s Office,Key West Police Department and probation officers on behalf of
the client.The Court Mandated Criminal/Substance Abuse Case Manager will assist in
preparation of resume,job search and interview skills, permanent housing search, acquiring
documentation, locating childcare and mental,as well as, physical health care. BYRNE funding
will provide a Court Mandated Criminal/Substance Abuse Case Manager to provide
management to at least 20 women who are referred from the court system, recently released from
jail or prison and/or referred from probation officers.
Court ordered with chronic addictions are slaying sober for three reasons,their sobriety,
Application Ref# 2015-JAGC-2631 Section#2 Page 2 of 4
Contract 2015-JAGC-MONK-S-R3-
Rule Relerarce 110A.006 OGG006(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
the ability to stay in a safe-housing fadliy and most importantly, not to return to jail and/or prison.
Those that are court ordered will be violated and they risk being returned to jail or prison.
Samuel's House utilizes the'crimesolutlons.govn website to accomplish the objectives of this
prevention program.
Provision of Services:Services will be provided by the Court Mandated Criminal/Substance
Abuse Case Manager of Samuel's House. Because of its Intervention license,clients will not only
benefit from drug prevention services,but also Case Management,and general intervention and
educational services as well.
Other Participating Agencies:Samuel's House partners with,and has clients referred from,the
Monroe County Sheriffs Office,Key West Police Department,probation officers,Judicial system,
and behavioral health and other organizations throughout Monroe County.
Application Ref# 2015JAGC-2631 Section#2 Page 3 of 4
Contract 2015-JAGC-MONR-5-R3-
Ru s Reference II n-9.006 OCJ0005(rev.adobe,2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
Section Questions:
Question: Does the Subgrantee receive a single grant in the amount of$500,000 or more from
the U.S.Department of Justice?
Answer. No
Question: Does the Implementing Agency receive a single grant in the amount of$500,000 or
more from the U.S. Department of Justice?
Answer No
Question: Part 1: In your business or organization's preceding completed fiscal year,did your
business or organization(the subgrantee)receive(1)80 percent or more of your
annual gross revenues in U.S.federal contracts, subcontracts, loans,grants,
subgrants, and/or cooperative agreements;and(2)$25,000,000 or more In annual
gross revenues from U.S.federal contracts,subcontracts, loans,grants,subgrants,
and/or cooperative agreements? If yes,answer'yes"or"no"to Part 2,below.
Answer: No
Question: Part 2: Does the public have access to information about the compensation of the
executives in your business or organization(the subgrantee)through periodic reports
filed under section 13(a)or 15(d)of the Securities Exchange Act of 1934(15 U.S.C.
78m(a), 78o(d))or section 6104 of the Internal Revenue Code of 1988? If answer to
Part 1,above,was"no,"answer N/A.
Answer: N/A
Question: Do the Subrecipient and Implementing agencies understand that this is a cost-
reimbursement agreement for satisfactory performance of eligible activities?
Requests for reimbursement may be submitted quarterly or monthly as designated In
the Financial Section of the agreement.Requests for reimbursement will be
processed in conjunction with receipt and review of programmatic performance
reports to determine successful completion of minimum performance far deliverables
as specified in the agreement.
Answer: Yes
Application Ref# 2015JAGC-2631 Section#2 Page 4 of 4
Contract 2015-JAGC-MONR-5-R3-
Rul Reference 11 D-9006 OCJO-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
General Performance Info:
Performance Reporting Frequency: Quarterly
Federal Purpose Area: 003-Prevention and Education Programs
State Purpose Area: A-Accomplishments: Includes any accomplishments during the
reporting period.
Activity Description
Activity: Drug Prevention Education
Target Group: Females-Adult'
Geographic Area: Urban
Location Type: County-Wide
Address(es) :
The Mary Spottswood Women.Center,a div of SR
1614 Truesdell Court
Key West, FL 33040
Objectives and Measures
Objective: Al -Report on program accomplishments
Measure: Part 1
Please briefly describe what your program's accomplishments will be. Please
Include any benefits or changes to be observed as a result of JAG-funded activities,
such as program completion.or changes in attitudes,skills,knowledge,or
conditions. [500-character Ilmitj
Goal: Provide at least twenty women referred from the court system, recently released from
jail or prison and/or referred from probation as a condition of release with a part-time
Court Mandated Criminal I Substance Abuse Case Manager to work solely and
exclusively with BYRNE funded dents to reduce substance abuse through education
and prevention and reduce criminal recidivism through intensive case management
services.
Objective: A2-Report on usage of crimesolutons.gov Website
Measure: Part 1
Will you be using the aimesolutions.gov website?
Goal: Yes
Objective: A3-Report on subgrants from grantees other than FDLE
Measure: Part 2
If yes,enter grantee organization or agency name.
Application Ref tt 2015-JAGC-2631 Section tt3 Page 1 of 6
Contract 2015JAGC-MCNR-5-R3-
Rula Reference 110-9.006 OG6005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
Goal: WA
Measure: Part 1
Are you a subrecipient of a JAG award from another JAG grantee(other than
FDLE)?An agency can be a primary recipient of a JAG award from BJA and a
subrecipient of a JAG award from another JAG award primary recipient. Do not
consider awards that you receive directly from USDOJ.
Goal: No
State Purpose Area: PE-Prevention and Education: Includes activities where individuals are
served,directly or indirectly.Activities may include one-rime events,
services,or events and services that occur on a continual basis.
Activity Description
Activity: Prevention and Education
Target Group: Prevention and Education
Geographic Area: Urban
Location Type: County-Wide
Address(es)
The Mary Spottswood Womens Center,a die of SH
1614 Truesdell Court
Key West, FL 33040
Objectives and Measures
Objective: PET -Report on JAG funding allocated for prevention and education
Measure: Part 1
How much JAG funding has been allocated for Prevention and Education?Please
report in dollars ($).
Goal: $18,000.00
Objective: PE2-Provide prevention or education programs
Measure: Part 1
How many prevention or education programs will you implement?
Goal: 1
Measure: Part 2
Of the prevention or education programs to be implemented, how many will be
substance abuse prevention or education programs?
Application Ref p 2015-JAGC-2631 Section e3 Page 2 of 6
Contract 2015JAGC-MGNR-5-R3-
Rue Reference I ID-9.006 OCJfa009(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
Goal: 1
Measure: Part 3
What types of prevention or education programs will you provide?In your response,
please list all that apply from the following choices:Anti-gang,Anti-drug,Cognitive,
Crime Prevention,Drug Prevention,Educational,Employment,Gang Resistance,
GED, Housing,Job Skills,Mental Health, Mentoring,Pro-social, Substance Abuse,
Truancy,Vocational, Other.Do not select other if your item fits into any of the
categories above. If other, state"other and specify.
Goal: Anti-Drug,Crime Prevention,Drug Prevention Education,Substance Abuse,
Housing,Job Skills&Employment
Objective: PE3-Serve participants in ongoing programs
Measure: Part 1
How many participants will the program serve?Please report the number of
participants for ongoing programs and not one-time events.
Goal: 20
Measure: Part2
Of those participants to be served,how many will be NEW participants?
Goal; 20
Objective: PE4- Develop prevention or education program materials
Measure: Part 1
How many types of prevention or education program materials will be developed?
Please report the number of distinct types of materials developed. In your response,
please list all that apply and the number of each from the following choices:
Brochures,Pamphlets,and Posters;
Presentations;
E-mails;
Webinars;
Websites;
Web-based presentations;
Other. Do not select other if your item fits into any of the categories above. If other,
state"other"and specify.
Goal: Materials are used that are best practices and are published through various
publications. Workshops are conducted by Licensed Clinical Social Workers who
specialize in relapse prevention. Posters and any other materials that are available
will be used to enhance presentations. Workbooks are given to each participate.
Measure: Part 2
Of the prevention or education program materials to be developed, how many types
will be related to substance abuse?Please report the number of
Application Ref M 2015-JAGC-2631 Section k3 Page 3 of 6
Contract 2015-JAGC-MONR-5-R3-
RWe Reference II D-9.008 CCJ0005(rev.Weber 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
distinct types of materials to be developed. In your response, please list all that apply
and the number of each from the following choices:
How many types of prevention or education program materials have been developed
during the reporting period?Please report the number of distinct types of materials
developed. In your response,please list all that apply and the number of each from
the following choices:
Brochures, Pamphlets,and Posters;
Presentations;
E-mails;
Webinars;
Websites;
Web-based presentations;
Other. Do not select other if your item fits into any of the categories above. If other,
state"other and specify.
Goal: Eighty percent of all materials are substance related materials. Remaining twenty
percent Is life skills and job training materials,which will be given to each participant.
Measure: Part 3
How many educational activities and materials will be disseminated?Please report
the total number of materials to be distributed(not the number of copies),such as
brochures, pamphlets,and posters.
Goal: 3
Measure: Part4
Where will the materials be disseminated?In your response, please list all that apply
from the following choices:
Events Targeting Youth and Teens,
Government Agencies,
Schools,
Youth Groups,
Other. Do not select other if your item fits into any of the categories above. If other,
state"other and specify.
Goal: Materials will be disseminated to women who are court ordered, recently released
from jail or prison and/or referred from probation officers to the Mary Spottswood
Women's Center and/or Samuers House, Inc.
Measure: Part 5
What other prevention-related or educational media will be used to disseminate
prevention and education information? In your response,please list all that apply
from the following choices:
Listserv,
Radio(Advertisements or Program Specials),
Social Media(e.g., Facebook,Twitter),
Television Advertisement(Commercial,Public Service Announcement(PSA(,or
Special),
Webinars,
Application Ref k 2015JAGC-2631 Section 43 Page 4 of 6
Contract 2015-JAGC-MONR-5-R3-
Rule Reference 1104 006 OCJG-005 lrew.October 20051
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
Other. Do not select other if your item fits into any of the categories. If other,state
"other"and specify.
Goal: Workshops are supplied with materials that pertain to the topic of discussion which,
eighty percent of the time,is geared toward substance abuse Issues and we utilize
all available tools to enhance the workshops.
Application Ref# 2015JAGC-2631 Section#3 Page 5 of 6
Contract 2015-JAGC-MONR-5 R3-
Rule Reference 110-9 000 OCJ0-005(rev.Ocicoer 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
. ,,..,
Section Questions:
Question: If'other was selected for the geographic area,please desaibe.
Answer: N/A
Question: If'other was selected for location type, please describe.
Answer N/A
•
Application ReIn 2015-JAGC-2631 Section N3 Page 6016
Contract 2015-JAGC-MONR-5-R3-
Roe Reference 110 9 006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
General Financial Info:
Note: All financial remittances will be sent to the Chief Financial Officer
of the Subgrantee Organization.
Financial Reporting Frequency for this Subgrant: Quarterly
Is the subgrantee a state agency?: No
FLAIR I Vendor Number: 596000749
Budget:
Budget Category Federal Match Total
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services $18,000.00 $0.00 $18,000.00
Expenses $0.00 $0.00 $0 00
Operating Capital $0.00 $0.00 $0.00
Outlay
Indirect Costs $0.00 $0.00 $0.00
--Totals— $18,000.00 $0.00 $18,000.00
Percentage 100.0 0.0 100.0
Project Generated Income:
Will the project earn project generated Income(PGI)7 No
Application Ref# 2015-JAGC-2631 Section#4 Page 1 of 3
Contract 2015-JAGC-MONR-5-R3-
Rua Reference 110-9.000 OCJG-005(rev.October 2005)
•
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
Budget Narrative:
Budget Category: Contractual Services
The Court Mandated Criminal/Substance Abuse Case Manager will provide approximately 1,000
hours of supportive case management seMces,Including substance abuse counseling,drug
recovery support services to at least 20 clients that are referred from the court system, recently
released from jail or prison and/or referred from probation officers as a condition of their clients
release
Unit: 1 Service hour
Unit Cost: $18.00
Unit Cost Budget: 1,000 units of Court Mandated Criminal/Substance Abuse Case Management
@ 418.00 per unit
Unit Cost Calculation:$18.00 x 1,000 =$18,000
TOTAL PROJECT BUDGET: $18,000
This Budget is from March 1, 2015 to September 30,2015
Monroe County will enter into an agreement with Samuel's House to provide all services.
Application Ref# 2015-JAGC-2631 Section ft4 Page 2 of 3
Contract 2015-JAGC-MONR-5-R3-
Ru!e Reference 11D-9.004 CCJ0005(rev.octoper 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant-County-wide
Section Questions:
Question: If salaries and benefits are Included in the budget as actual costs for staff in the
implementing agency,is there a net personnel increase,or a continued net personnel
Increase from the previous Byrne program?
Answer No
Question: If benefits are to be included,are they reflected In the budget narrative?
Answer N/A
Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or
implementing agency,if it is the sheriffs office.
Answer. N/A
Question: If indirect cost is included in the budget,indicate the basis for the plan(e.g.percent of
salaries and benefits),and provide documentation of the appropriate approval of this
plan.
Answer: N/A
Question: If the budget Includes services based an unit costs, provide a definition and cost for
each service as part of the budget narrative for contractual services.Include the basis
far the unit costs and how recently the basis was established or updated.
Answer Budget Category: Contractual Services
The basis for the unit cost is the salary for the Court Mandated Criminal/Substance
Abuse Case Manager. The Case Manager will perform supportive case management
services including substance abuse counseling,education, r ecovery support services
and drug testing services.
The Court Mandated Criminal/Substance Abuse Case Manager will spend 100%of
his/her time with clients that are referred from the court system,recently released
from jail or prison and/or referred from probation officers as a condition of their clients
release.
Salary=$18,000
Travel=0
Equipment=0
Supplies=0
TOTAL BUDGET=$18,000
TOTAL UNITS= 1,000
Unit Cost established March 1, 2015.
This Budget is from March 1,2015 to September 30,2015
Application Ref N 2015-JAGC-2631 Section Nd Page 3 of 3
Contract 2015-JAGC-MONR-5-R3-
Rule Reference 110.e0e5 OCJG005(rev.October 2005)
Florida Department of law Enforcement
Office of Criminal Justice Grants
Post Office Boa 1089 Tallahassee,Fonda 32302-1989 (850)612.1250 —Jt c_M?.ire,L.IR
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
STANDARD CONDITIONS
SFY2015 JAG Standard Conditions Page 1 of 23
Rev. 09/2014
SPY2015 JAG Standard Conditions Page 2 of 23
Rev. 09/2014
•
Conditions of agreement requiring compliance by units of local government (subgrant recipients),
implementing agencies, and state agencies upon signed acceptance of the subgrant award appear in
this section. Upon approval of this subgrant, the approved application and the following terms of
conditions will become binding. Failure to comply with provisions of this agreement will result in
required corrective action up to and including protect costs being disallowed and termination of the
project,as specified in item 19 of this section.
1. All Subgrant Recipients must comply with the financial and administrative requirements set
forth in the current edition of the U.S. Department of Justice, Office of Justice Programs
(OJP) Financial Guide (Financial Guide) (www.olo.usdoi.gov/Snanclalouide/Indez.htm) and
the Edward Byrne Memorial Justice Assistance Grant (JAG) program guidance
(www.bla.qov/ProoramDetalis.aspz?Program ID=59)as well as Federal statutes,regulations,
policies, guidelines and requirements and Florida laws and regulations Including but not
limited to:
• Florida Administrative Code, Chapter 110-9, "Edward Byrne Memorial State and Local
Law Enforcement Assistance Formula Grant Program":www.flrules.orq(
• Office of Management and Budget(OMB)Circulars:www.whitehouse.gov/omblcirculars
o A-21 (2 CFR 220),"Cost Principles for Educational Institutions"
o A-87(2 CFR 226),"Cost Principles for State,Local and Indian Tribal Governments"
a A-102,"Grants and Cooperative Agreements with State and Local Governments"
o A-110 (2 CFR 215), "Uniform Administrative Requirements for Grants and
Cooperative Agreements"
o A-122(2 CFR 230),"Cost Principles for Non-Profit Organizations"
o A-133,"Audits of States,Local Governments,and Non-Profit Organizations"
• Code of Federal Regulations:www.gpo.yoWfdsysf
O 2 CFR 175.15(b),"Award Term for Trafficking In Persons"
• 28 CFR 38, "Equal Treatment for Faith-Based Organizations"
O 28 CFR 66, "U.S. Department of Justice Common Rule for State And Local
Governments"(Common Rule)
O 28 CFR 83,"Government-Wide Requirements for Drug-Free Workplace(Grants)"
o 28 CFR 18,22,23,30,35,42,61,and 63
• Public Law 109-162, Title Xl—Department of Justice Reauthorization, Subtitle B—Improving
the Department of Justice's Grant Programs,Chapter 1—Assisting Law Enforcement and
Criminal Justice Agencies, Sec. 1111. Merger of Byrne Grant Program and Local Law
Enforcement Block Grant Program:
www.bla.gov/ProgramDetails.aspx?Program ID=59.
• United States Code:www.gpo.gov/fdsval
O 42 U.S.C.3711 et seq.,"Omnibus Crime Control and Safe Streets Act of 1968"
• State of Florida General Records Schedule GS1SL for State and Local Government
Agencies:htto://d lis.dos.state.fl,us/harm/genschedu les/GS2-2008-Rev2010.pd(
• State of Florida Statutes 215.971 (Agreements funded with federal or state assistance) and
215.985(Transparency in government spending)
2. Requirements for Contractors of Subgrant Recipients
The subgrant recipient assures the compliance of all contractors with the applicable provisions of
Title I of the Omnibus Crime Control and Safe Streets Act of 1968,as amended (42 U.S.C. 3711
et seq. at www000.00v/fdsysq; the provisions of the current edition of the Office of Justice
Programs Financial Guide (www.oio.usdoj.gowfinancialauide/index htm); and all other applicable
federal and state laws,orders,circulars,or regulations.
SFY2015 JAG Standard Conditions Page 3 of 23
Rev. 09/2014
3. Allowable Costs
a. Allowance for costs incurred under the subgrant shall be determined according to the general
principles and standards for selected cost items set forth in the Office of Justice Programs
Financial Guide, U.S. Deparbnent of Justice Common Rule for State And Local Governments
and federal OMB Circular A-87, "Cost Principles for State, Local and Indian Tribal
Governments;'or OMB Circular A-21,"Cost Principles for Educational Institutions."
b. All procedures employed in the use of federal funds far any procurement shall be according
to U.S. Department of Justice Common Rule for State and Local Governments, or OMB
Circular A-110,or OMB Circular A-102, and Florida law to be eligible for reimbursement.
4. Reports
a. Project Performance Reports
(1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project
Performance Reports to the Florida Department of Law Enforcement, hereafter known as
the Department,within fifteen(15)days after the end of the reporting period. In addition,
if the subgrant award period is extended beyond the"original"project period, additional
Quarterly Project Performance Reports shall be submitted.
Failure to submit Quarterly Performance Reports that are complete,accurate, and timely
may result in sanctions,as specified in item 19,Performance of Agreement Provisions.
(2) Report Contents:Performance Reports must Include a response to all objectives Included
in your subgrant. A detailed response is required in the narrative portion for yes/no
performance objectives. The narrative must also reflect on accomplishments for the
quarter and Identify problems with project implementation and address actions being
taken to resolve the problems. Additional information may be required if necessary to
comply with federal reporting requirements.
(3) Submission: Performance Reports may be submitted by the Project Director,Application
Manager,or Performance Contacts.
b. Financial Reports
(1) Project Expenditure Reports
(a) The subgrant recipient shall have a choice of submitting either a Monthly or a
Quarterly Project Expenditure Report to the Department. Project Expenditure
Reports are due thirty (30) days after the end of the reporting period. In addition, If
the subgrant award period is extended, additional Project Expenditure Reports shall
be submitted.
(b) All project expenditures for reimbursement of subgrant recipient costs shall be
submitted on the Project Expenditure Report Forms prescribed and provided by the
Office of Criminal Justice Grants(OCJG)through the SIMON(Subgrant Information
Management ON-line)
(c) All Project Expenditure Reports shall be submitted in sufficient detail for proper pre-
audit and post-audit.
(d) Before the "final" Project Expenditure Report will be processed, the subgrant
recipient must submit to the Department all outstanding project reports and must
have satisfied all special conditions. Failure to comply with the above provisions
shall result in forfeiture of reimbursement
(e) Reports are to be submitted even when no reimbursement is being requested.
SFT2015 JAG Standard Conditions Page 4 of 23
Rev.09/2014
(f) The report must be electronically signed by the subgrant recipient or implementing
agency's Chief Financial Officer or the Chief Financial Officer designee.
(2) Financial Closeout Audit
(a) The Financial Closeout Audit shall be submitted to the Department within forty-five
(45)days of the subgrant expiration date.
(b) The Financial Closeout Audit must be electronically signed by the subgrant recipient
or implementing agency's Chief Financial Officer or the Chief Financial Officer
designee.
(3) Project Generated Income(PGI)
(a) If applicable, the subgrant recipient shall submit Quarterly PGI Earnings and
Expenditures Reports to the Department within thirty (30) days after the end of the
reporting period covering subgrant project generated income and expenditures
during the previous quarter. If any PGI remains unspent after the subgrant ends,the
subgrant recipient must continue submitting quarterly PGI reports until all funds are
expended. (See Item 11,Program Income.)
(b) PGI Earnings and Expenditures reports must be electronically signed by the subgrant
recipient or implementing agency's chief financial officer or the chief financial officer's
designee.
c. Other Reports
The subgrant recipient shall report to the Uniform Crime Report and other reports as may be
reasonably required by the Department.
S. Fiscal Control and Fund Accounting Procedures
a. All expenditures and cost accounting of funds shall conform to the Office of Justice
Programa Financial Guide, the Common Rule, and OMB Circulars A-21, A-87, and A-110,
orA-102 as applicable,In their entirety.
b. The subgrant recipient is required to establish and maintain adequate accounting systems
and financial records and to accurately account for funds awarded to them.As a subgrant
recipient you must have a financial management system in place that is able to record and
report on the receipt, obligation, and expenditure of grant funds. An adequate accounting
system for a subgrant recipient must be able to accommodate a fund and account structure
to separately track receipts, expenditures, assets, and liabilities for awards, programs, and
subgrant recipients.
c. All funds spent on this project shall be disbursed according to provisions of the project
budget as approved by the Department.
d. All funds not spent in accordance with this agreement shall be subject to repayment by the
subgrant recipient.
6. Payment Contingent on Appropriation and Available Funds
The State of Florida's performance and obligation to pay under this agreement is contingent upon
an annual appropriation by the Florida Legislature. Furthermore, the obligation of the State of
Florida to reimburse subgrant recipients for incurred costs is subject to available federal funds.
7. Obligation of Subgrant Recipient Funds
Subgrant funds shall not under any circumstances be obligated prior to the effective date, or
subsequent to the termination date,of the subgrant award period. Only project oasts incurred on
or after the effective date, and on or prior to the termination date of the subgrant recipients
SFY2015 3AG Standard Conditions Page 5 of 23
Rev. 09/2014
project are eligible for reimbursement. All payments must be completed within thirty (30)days of
the end of the subgrant period.
8. Advance Funding
Advance funding may be provided to a subgrant recipient upon a written request to the
Department. The request must be electronically signed by the subgrant recipient or implementing
agency's Chief Financial Officer or the Chief Financial Officer designee.
9. Trust Funds
a. The unit of local government must establish a trust fund in which to deposit JAG funds.
The trust fund may or may not bean interest bearing account.
b. The account may earn interest,but any earned interest must be used for program purposes
and expended before the federal grant period end data. Any unexpended interest
remaining at the end of the federal grant period must be submitted to the Office of Criminal
Justice Grants for transmittal to the Bureau of Justice Assistance.
10. Travel and Training
The cost of all travel shall be reimbursed according to the subgrant recipient's written travel
policy. If the subgrant recipient does not have a written travel policy, cost of all travel will be
reimbursed according to State of Florida Travel Guidelines § 112.061, Fla. Stat. Any foreign
travel must obtain prior written approval.
11. Program Income(also known as Project Generated Income)
a. All income generated as a direct result of a subgrant project shall be deemed program
income.
b. Any project that will potentially earn PGI must submit an Earnings and Expenditures Report
to report how much PGI was earned during each quarter. A report must be submitted each
quarter even if no PGI was earned or expended. PGI Earnings and Expenditures reports
must be electronically signed by the subgrant recipient or implementing agency's Chief
Financial Officer or the Chief Financial Officer designee.
c. PGI expenditures require prior written approval from the Office of Criminal Justice Grants.
Program income must be used for the purposes of and under the conditions applicable to
the award. B the cost is allowable under the federal grant program,then the cost would be
allowable using program Income. PGI budget requests must be signed by the subgrant
recipient or implementing agency's Chief Financial Officer or the Chief Financial Officer
designee.
d. Program income should be used as earned and expended as soon as possible. Any
unexpended PGI remaining at the end of the federal grant period must be submitted to
OCJG for transmittal to the Bureau of Justice Assistance.
12. Approval of Consultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment
of a consultant when the consultant's rate exceeds$650(excluding travel and subsistence costs)
per eight-hour day, or $81.25 per hour. A detailed justification must be submitted to and
approved by FDLE prior to obligation or expenditures of such funds. Approval shall be based
-- - upon the contract's compliance with requirements found in the Financial Guide, the Common
Rule, and in applicable state statutes. The Departments approval of the subgrant recipient
agreement does not constitute approval of consultant contracts. If consultants are hired through
a competitive bidding process(not sole source), the$650 threshold does not apply.
13. Property Accountability
a. The subgrant recipient agrees to use all non-expendable property for criminal justice
purposes during its useful life or dispose of it pursuant to§274, Fla. Stat.
SFY2015 JAG Standard Conditions Page 6 of 23
Rev.09/2014
b. The subgrant recipient shall establish and administer a system to protect, preserve, use,
maintain and dispose of any property furnished to it by the Department or purchased
pursuant to this agreement according to federal property management standards set forth in
the Office of Justice Programs Financial Guide, U.B. Department of Justice Common Rule for
State and Local Governments or the federal OMB Circular A-110 or A-102, as applicable.
This obligation continues as long as the subgrant recipient retains the property,
notwithstanding expiration of this agreement.
14. 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 (as amended), and the U.S. Department of Justice Common Rule for State and
Local Governments,or the federal OMB Circular A-110 or A-102,as applicable.
15. Copyright
The awarding agency reserves a royalty-free non-exclusive,and irrevocable license to reproduce,
publish, or otherwise use,and authorize others to use,for federal government purposes:
a. The copyright in any work developed under an award or subaward, and
b. Any rights of copyright to which a subgrant recipient or subreclpient purchases ownership
with support funded under this grant agreement.
16. Patents
If any program produces patentable items, patent rights, processes, or inventions, in the course
of work sponsored by the federal award or subaward funds,such facts must be promptly and fully
reported to the awarding agency.
a. Unless there is a prior agreement between the subgrant recipient and the Department on
disposition of such items,the Department may determine whether protection on the invention
or discovery will be sought.
b The Department will also determine how rights in the invention or discovery(including rights
under any patents issued) will be allocated and administered in order to protect the public
interest consistent with'Govemment Patent Policy ('President's Memorandum for Heads of
Executive Departments and Agencies,' dated August 23, 1971, and statement of
Government patent policy, as printed in 36 Federal Register 16839).
c. Government regulations have been issued in Title 37 CFR Part 401 by the U.S. Department
of Commerce.
17. Publication or Printing of Reports
The subgrant recipient shall submit for review and approval one copy of any curricula, training
materials, or any other written materials that will be published, including web-based materials and
web site content, through funds from this grant at least thirty (30) days prior to the targeted
dissemination date. The subgrantee understands and agrees that any training materials
developed or delivered with grant funding must adhere to the OJP Training Guiding Principles for
Grantees and Subgrantees available at
www.olp usdoioovifundino/oiptraininciouidnqprincioles.htm
All materials publicizing or resulting from award activities shall contain the following statements:
'This project was supported by Award No._awarded by the Bureau of Justice Assistance,
Office of Justice Programs. The opinions, findings, and conclusions or recommendations
expressed in this publication/program/exhibition are those of the authors and do not necessarily
reflect the views of the Department of Justice'.
SFY2015 JAG Standard Conditions Page 7 of 23
Rev. 09/2014
18. Audit
a. Subgrant recipients that expend 5500,000 or more in a year in federal awards shall have a
single or program-specific audit conducted for that year. The audit shall be performed in
accordance with the federal OMB Circular A-133 and other applicable federal law. The
contract for this agreement shall be identified in the Schedule of Federal Financial Assistance
in the subject audit. The contract shall be Identified as federal funds passed through the
Florida Department of Law Enforcement and include the contract number, CFDA number,
award amount, contract period, funds received and disbursed. When applicable, the
subgrant recipient shall submit an annual financial audit that meets the requirements of
§ 11 45, Fla. Stat. , 'Definitions; duties; authorities; reports; rules.'; § 215.97, Fla. Stat.,
-Florida Single Audit Acts; and Rules of the Auditor General, Chapter 10.550, 'Local
Governmental Entity Audits' and Chapter 10.650, 'Florida Single Audit Act Audits Nonprofit
and For-Profit Organizations."
b. A complete audit report that covers any portion of the effective dates of this agreement must
be submitted within 30 days after its completion, but no later than nine (9) months after the
audit period. In order to be complete, the submitted report shall include any management
letters Issued separately and management's written response to all findings,both audit report
and management letter findings. Incomplete audit reports will not be accepted by the
Department.
c. The subgrant 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 subgrant 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 subgrant 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. Subgrant recipients that expend less than$500,000 In federal awards during a fiscal year are
exempt from the audit requirements of OMB Circular A-133 for that fiscal year. In this case,
written notification, which can be in the form of the "Certification of Audit Exemption' form,
shall be provided to the Department by the Chief Financial Officer, or designee, that the
subgrant recipient Is exempt This notice shall be provided to the Department no later than
March 1 following the end of the fiscal year.
g. 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.
h. A scanned copy of the completed audit reports or a link to the electronic audit report should
be sent via email to criminaliustice(dfdlestate qus or mailed to the following address:
Florida Department of Law Enforcement
Office of Criminal Justice Grants
Post Office Box 1489
Tallahassee, Florida 32302-1489
19. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the
subgrant recipient, the subgrant recipients 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 subgrant recipient of its decision thirty(30)days in advance of the effective date of
such sanction. The subgrant recipient shall be paid only for these services satisfactorily
performed prior to the effective date of such sanction.
SFY20151AG Standard Conditions Page 8 of 23
Rev. 09/2014
20. Commencement of Project
a. If a project is not operational within 60 days of the original start date of the award period,the
subgrant recipient must report by letter to the Department the steps taken to initiate the
project,the reasons for delay,and the expected start date.
b. If a project is not operational within 90 days of the original start date of the award period,the
subgrant recipient must submit a second statement to the Department explaining the
implementation delay.
c. 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 adjustment to this agreement.
21. Excusable Delays
a. Except with respect to defaults of consultants,the subgrant 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 subgrant 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 subgrant 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 subgrant recipient.
b. 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 subgrant recipient and consultant,and
without fault or negligence of either of them, the subgrant recipient shall not be deemed in
default,unless:
(1) Supplies or services to be furnished by the consultant were obtainable from other
sources,
(2) The Department ordered the subgrant recipient in writing to procure such supplies or
services from other sources, and
(3) The subgrant recipient failed to reasonably comply with such order.
c. Upon request of the subgrant 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.
22. Grant Adjustments
a. Subgrant recipients must submit a grant adjustment through SIMON for major substantive
changes such as changes in project activities or scope of the project, target populations,
service providers, implementation schedules, project director, and designs or research plans
set forth in the approved agreement and for any budget changes that affect a cost category
that was not included in the original budget, Adjustments are also required when there will
be a transfer of 10% or more of the total budget between budget categories, or there is an
indirect cost rate category change.
b. Subgrant recipients may transfer up to 10% of the total budget between current, approved
budget categories without prior approval as long as the funds are transferred to an existing
line item.
c. Under no circumstances can transfers of funds increase the total budgeted award.
SFY2015 1AG Standard Conditions Page 9 of 23
Rev. 09(2019
d. Requests for changes to the subgrant agreement must be electronically signed by the
subgrant recipient or implementing agency's chief official or the chief official's designee.
23. Disputes and Appeals
a. 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 patties. The subgrant recipient shall proceed diligently with the
performance of this agreement according to the Departments decision.
b. It the subgrant recipient appeals the Departments decision,the appeal also shall be made in
writing within twenty-one (21) calendar days to the Department's clerk (agency clerk). The
subgrant recipients right to appeal the Departments decision is contained in §120, Fla. Stat.,
and in procedures set forth in Rule 28-106.104, Florida Administrative Code. Failure to
appeal within this time frame constitutes a waiver of proceedings under§120,Ha. Stat.
24. 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 Department,of the U.S. Department of Justice,or the Auditor General of the
State of Florida, have the right of visiting the protect site to monitor, inspect and assess work
performed under this agreement.
25. Access to Records
a. The Florida Department of Law Enforcement, the Auditor General of the State of Florida, the
U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized
representatives, shall have access to books,documents, papers and records of the subgrant
recipient, implementing agency and contractors for the purpose of audit and examination
according to the Financial Guide and the Common Rule.
b. The Department reserves the right to unilaterally terminate this agreement if the subgrant
recipient,implementing agency,or contractor refuses to allow public access to all documents,
papers, letters, or other materials subject to provisions of§119, Fla.Stat., unless specifically
exempted and/or made confidential by operation of§ 119, Fla. Stat and made or received
by the subgrant recipient or its contractor in conjunction with this agreement
c. The subgrant recipient will give the awarding agency or the General Accounting Office,
through any authorized representative, access to and the right to examine all paper or
electronic records related to the financial assistance.
26. Retention of Records
The subgrant recipient shall maintain all records and documents for a minimum of five(5)years from
the date of the final financial statement and be available for audit and public disclosure upon request
of duly authorized persons. The subgrant recipient shall comply with State of Florida General
Records Schedule GS1-SL for State and Local Government Agencies:
ntto:/fdlis.dos.state.fi.us/bamVarnschedules/GS2-2008-Rev2010.odf
27. Personnel Changes
Upon implementation of the project, in the event there is a change in Chief Officials for the
Subgrant recipient or Implementing Agency or any contact information to include mailing address,
phone number,email or title change, project staff must notify the SIMON help desk to update the
organizational information in SIMON. If the project director changes, a grant adjustment must be
entered in SIMON to reflect the change.
25. Background Check
Whenever a background screening for employment or a background security check is required by
law for employment, unless otherwise provided by law, the provisions of § 435, Fla. Stat. shall
apply.
SFY201S 3AG Standard Conditions Page 10 of 23
Rev.09/2014
t
a. All positions in programs providing care to children, the developmentally disabled, or
vulnerable adults for 15 hours or more per week; all permanent and temporary employee
positions of the central abuse hotline; and all persons working under contract who have
access to abuse records are deemed to be persons and positions of special trust or
responsibility and require employment screening pursuant to§435, Fla.Stat, using the level
2 standards set forth in that chapter.
b, All employees in positrons designated by law as positions of bust or responsibility shall be
required to undergo security background investigations as a condition of employment and
continued employment. For the purposes of the subsection, security background
investigations shall include, but not be limited to, employment history checks, fingerprinting
for all purposes and checks in this subsection,statewide criminal and juvenile records checks
through the Florida Department of Law Enforcement, and federal criminal records checks
through the Federal Bureau of Investigation, and may include local criminal records checks
through local law enforcement agencies.
(1) Any person who is required to undergo such a security background investigation and
who refuses to cooperate in such investigation or refuses to submit fingerprints shall be
disqualified for employment in such position or,if employed, shall he dismissed.
(2) Such background Investigations shall be conducted at the expense of the employing
agency or employee. When fingerprinting is required, the fingerprints of the employee
or applicant for employment shall be taken by the employing agency or by an
authorized law enforcement officer and submitted to the Department of Law
Enforcement for processing and forwarding,when requested by the employing agency,
to the United States Department of Justice for processing. The employing agency shell
reimburse the Department of Law Enforcement for any costs incurred by it in the
processing of the fingerprints.
29. Drug Court Projects
A Drug Court Project must comply with§397.334,Fla. Slat.,"Treatment-Based Drug Court
Programs.'
30. Overtime for Law Enforcement Personnel
Prior to oblgating funds from this award to support overtime by law enforcement officers,the U.S.
Department of Justice encourages consultation with all allied components of the criminal justice
system in the affected jurisdiction. The purpose of this consultation is to anticipate and plan for
systemic impacts such as increased court dockets and the need for detention space.
31. Criminal Intelligence System
a. The subgrant recipient agrees that any information technology system funded or supported
by the Office of Justice Programs funds will comply with 28 C.F.R. Part 23, Criminal
Intelligence Systems Operating Policies, if the Office of Justice Programs determines this
regulation to be applicable. Should the Office of Justice Programs determine 28 C.F.R. Part
23 to be applicable, the Office of Justice Programs may, at its discretion, perform audits of
the system, as per 28 C.F.R. 23.20(g). Should any violation of 28 C.F.R. Part 23 occur, the
subgrant recipient may be fined as per 42 U.S.C. 3789g(c)-(d). The subgrant recipient may
not satisfy such a fine with federal funds.
b. The subgrantee understands and agrees that no awarded funds may be used to maintain or
establish a computer network unless such network blocks the viewing, downloading, and
exchanging of pornography. In doing so the subgrantee agrees the these restrictions will not
limit the use of awarded funds necessary for any federal, state, tribal, or local law
enforcement agency or any other entity carrying out criminal investigations, prosecutions, or
adjudication activities.
SFY201S JAG Standard Conditions Page 11 of 23
Rev. 09/2014
4
•
32. Confidential Funds
A signed certification that the project director or the head of the Implementing Agency has read.
understands,and agrees to abide by all of the conditions for confidential funds as set forth in the
effective edition of the Office of Justice Programs Financial Guide is required from all projects that
are involved with confidential funds. The signed certification must be submitted at the time of
grant application.
33. Civil Rights Compliance
a. Federal laws prohibit recipients of financial assistance from discriminating on the basis of
race, color,national origin,religion,sax,disability, or age in funded programs or activities. All
subgrant recipients, implementing agencies,and contractors must comply with any applicable
statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime
Control and Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42
U.S.C. § 10804(e));The Juvenile Justice and Delinquency Prevention Act of 2002(42 U.S.C.
§ 5872(b)); the Civil Rights Act of 1964 (42 U.S.C. §2000d); the Rehabilitation Act of 1973
(29 U.S.C. §7 94); the Americans with Disabilities Act of 1990 (42 U.S.C. § 12131-34); the
Education Amendments of 1972 (20 U.S.C. §§1681, 1683, 1685-86); the Age Discrimination
Act of 1975 (42 U.S.C. §§ 8101-07); and Department of Justice Non-Discrimination
Regulations 28 CFR Part 42; see Ex. Order 13279 (equal protection of the laws for faith-
based and community organizations).
b. FDLE does not discriminate on the basis of race,color, religion,national origin,sex,disability,
or age in the delivery of services or benefits or in employment. The subgrant recipient must
notify program participants and beneficiaries that it does not discriminate on the basis of race,
color, national origin, religion, sex, disability, and age in the delivery of services or benefits or
in employment practices.
c. Subgrant recipients are responsible for ensuring that contractors, vendors, and agencies to
whom they pass-through funds are in compliance with all Civil Rights requirements and that
the contractors, vendors, and agencies are aware that they may file a discrimination
complaint with the subgrant recipient,with FDLE,or with the Office for Civil Rights and how to
do so.
d. Equal Employment Opportunity Plans
(1) A subgrant recipient or implementing agency must develop an EEO Plan if it has 50 or
more employees and It has received any single award of $25,000 or more from the
Department of Justice. The plan must be prepared using the on-line short form at
www.cip.usdol.gcvtabout/ocr/aeop complV,htm, must be retained by the subgrant
recipient or implementing agency, and must be available for review or audit. The
organization must also submit an EEO Certification to FDLE.
(2) If the subgrant recipient or implementing agency is required to prepare an EEO Plan and
has received any single award of $500,000 or more from the Department of Justice, it
must submit its plan to the Department of Justice for approval. A copy of the Department
of Justice approval letter must be submitted to FDLE. The approval letter expires two
years from the date of the letter.
(3) A subgrant recipient or implementing agency is exempt from the EEO Plan requirement if
it is has fewer than 50 employees or if it does not receive any single award of$25,000 or
more from the Department of Justice or if it is a nonprofit organization, a medical or
educational institution, or an Indian Tribe. If an organization is exempt from the EEO
Plan requirement,it must submit an EEO Certification to FDLE
(4) The subgrant recipient and implementing agency acknowledge that failure to comply with
EEO Requirements within 60 days of the project start date may result in suspension or
termination of funding,until such time as it is in compliance.
SFY2015 JAG Standard Conditions Page 12 of 23
Rev. 09/2014
e. In the event a federal or state court or federal or state administrative agency makes a finding
of discrimination after a due process heating on the grounds of race,color, religion, national
origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the
finding to FDLE and to the Office for Civil Rights,Office of Justice Programs.
f. In accordance with federal civil rights laws, the subgrant recipient shall not retaliate against
individuals for taking action or participating in action to secure rights protected by these laws.
g. Subgrant recipients must include comprehensive Civil Rights/Nondiscrimination Provisions in
all contracts funded by the subgrant recipient.
h. If the subgrant recipient or any of its employees,contractors,vendors,or program
beneficiaries has a discrimination complaint,they may file a complaint with the subgrant
recipient,with FDLE or with the Office for Civil Rights. Discrimination complaints may be
submitted to FOLE at Office of the Inspector General,Post Office Box 1489,Tallahassee,
Florida 32302-1489 or online at info(olfdle.state flus Discrimination complaints may also be
submitted to the Office for Civil Rights,Office of Justice Programs,U.S.Department of
Justice, 810 7th Street,Northwest,Washington,D.C. 20531,or by phone at(202)307-0690.
I. The subgrant recipient must have procedures In place for responding to discrimination
complaints that employees and clients,customers,and program participants file directly with
the subgrant recipient.
j. The subgrant recipient must have written policies or procedures in place for notifying program
beneficiaries how to file complaints alleging discrimination by the subgrantee/Implementing
agency with FOLE or the OCR.
k. Any discrimination complaints filed with FDLE will be reviewed by EDLE's Inspector General
and referred to the Office for Civil Rights,the Florida Commission on Human Relations,or the
Equal Employment Opportunity Commission, based on the nature of the complaint.
I. Americans with Disabilities Act
Subgrant recipients must comply with the requirements of the Americans with Disabilities Act(ADA), Public Law 101-336, which prohibits discrimination by public and private entities on
the basis of disability and requires certain accommodations be made with regard to
employment(Title I), state and local government services and transportation (Title II), public
accommodations(Title III), and telecommunications(Title IV).
m. Rehabilitation Act of 1973(28 C.F.R. Part 42,Subpart G)
If the subgrant recipient has 50 or more employees and receives DOJ funding of$25,000 or
more,the subgrant recipient must take the following actions:
(1) Adopt grievance procedures that incorporate due process standards and provide for
the prompt and equitable resolution of complaints alleging a violation of the DOJ
regulations implementing Section 504 of the Rehabilitation Act of 1973, found at 28
C.F.R. Part 42, Subpart G, which prohibit discrimination on the basis of a disability in
employment practices and the delivery of services.
(2) Designate a person to coordinate compliance with the prohibitions against disability
discrimination contained in 28 C.F.R. Part 42,Subpart G.
(3) Notify participants, beneficiaries, employees, applicants, and others that the
subgrantee/implementing agency does not discriminate on the basis of disability.
n. Limited English Proficiency(LEP)
In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights
Act of 1964,42 U.S.C, §2000d, recipients of federal financial assistance must take
reasonable steps to provide meaningful access to their programs and activities for persons
with LEP. For more information on the civil rights responsibilities that recipients have in
SFY2015 JAG Standard Conditions Page 13 of 23
Rev. 09/2014
providing language services to LEP individuals,please see the website at www.lep.gov.
FDLE strongly encourages subgrant recipients to have a written LEP Language Access Plan.
o. Title IX of the Education Amendments of 1972(28 C.F.R. Pad 54)
If the subgrant recipient operates an education program or activity, the subgrant recipient
must take the following actions:
(1) Adopt grievance procedures that provide for the prompt and equitable resolution of
complaints alleging a violation of the DOJ regulations implementing Title IX of the
Education Amendments of 1972,found at 28 C.F.R.Part 54,which prohibit discrimination
on the basis of sex.
(2) Designate a person to coordinate compliance with the prohibitions against sex
discrimination contained In 28 C.F.R. Pad 54.
(3) Notify applicants for admission and employment, employees, students, parents, and
others that the subgrantee/implemennting agency does not discriminate on the basis of
sex in i1e educational programs or activities.
p. Equal Treatment for Faith Based Organizations
The subgrant recipient agrees to comply with the applicable requirements of 28 C.F.R. Part
38, the Department of Justice regulation governing "Equal Treatment for Faith Based
Organizations" (the "Equal Treatment Regulation"). The Equal Treatment Regulation
provides in part that Department of Justice grant awards of direct funding may not be used to
fund any inherently religious activities, such as worship, religious instruction, or
proselytization. Recipients of direct grants may still engage in inherently religious activities,
but such activities must be separate in time or place from the Department of Justice funded
program,and participation in such activities by individuals receiving services from the grantee
or a sub-grantee must be voluntary. The Equal Treatment Regulation also makes clear that
organizations participating in programs directly funded by the Department of Justice are not
permitted to discriminate in the provision of services on the basis of a beneficiary's religion.
The subgrantee also understands and agrees that award funds may not be used to
discriminate against or denigrate the religious or moral beliefs of students who participate in
programs for which financial assistance is provided from the award, or the parent or legal
guardian of such students. Notwithstanding any other special condition of this award, faith-
based organizations may, in some circumstances, consider religion as a basis for
employment See vNfw.00.gov/about/act/ooual fbo htm.
34. Immigration and Nationality Act
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 1324a(e), Section 274A(e) of the Immigration and Nationality Act (INN). The
Department shall consider the employment by any contractor of unauthorized aliens a violation of
Section 274A(e) of the INA. Such violation by the 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.
35. National Environmental Policy Act(NEPA)
a. The subgrant recipient agrees to assist FDLE in complying with the NEPA, the National
Historic Preservation Act, and other related federal environmental impact analyses
requirements in the use of subgrant funds by the subgrant recipient. This applies to the
following new activities whether or not they are being specifically funded with these subgrant
funds. That is, it applies as long as the activity is being conducted by the subgrant recipient
or any third party and the activity needs to be undedaken in order to use these subgrant
funds, Accordingly, the subgrantee agrees to first determine if any of the following activities
will be funded by the grant, prior to obligating funds for any of these purposes. If it is
determined that any of the following activities will be funded by the grant,the grantee agrees
to contact FDLE OCJG.
SFY2015 JAG Standard Conditions Page 14 of 23
Rev. 09/2014
•
(1) New construction
(2) Minor renovation or remodeling of a property either(a) listed on or eligible for listing on
the National Register of Historic Places or (b) located within a 100-year flood plain; a
wetland,or habitat for endangered species,or a property listed on or eligible for listing on
the National Register of Historic Places;
(3) A renovation, lease, or any other proposed use of a building or facility that will either(a)
result in a change in its basic prior use or(h)significantly change its size;and
(4) Implementation of a new program involving the use of chemicals other than chemicals
that are (a) purchased as an incidental component of a funded activity and (b)
traditionally used, for example, In office, household, recreational, or educational
environments.
(5) Implementation of a program relating to clandestine methamphetamine laboratory
operations, including the identification, seizure. or closure of clandestine
methamphetamine laboratories.
b. The subgrant recipient understands and agrees that complying with NEPA may require the
preparation of an Environmental Assessment and/or an Environmental Impact Statement, as
directed by the Bureau of Justice Assistance. The subgrant recipient further understands and
agrees to the requirements for implementation of a Mitigation Plan, as detailed by the
Department of Justice at www.bia oov/Fundino/neoa.html, for programs relating to
methamphetamine laboratory operations.
c. Far any of a subgrant recipient's existing programs or activities that will be funded by these
subgrants, the subgrant recipient upon specific request from the Department and the U.S.
Department of Justice,agrees to cooperate with the Department of Justice in any preparation
by Department of Justice of a national or program environmental assessment of that funded
program or activity.
36. Mitigation of Health, Safety and Environmental risks dealing with Clandestine
Methamphetamine Laboratories
If an award is made to support methamphetamine laboratory operations the subgrant recipient
must comply with this condition, which provides for individual site environmental
assessment/impact statements as required under the National Environmental Policy Act.
a. General Requirement The subgrant recipient agrees to comply with federal,state,and local
environmental, health and safety laws and regulations applicable to the investigation and
closure of clandestine methamphetamine laboratories and the removal and disposal of the
chemicals, equipment, and wastes used In or resulting from the operation of these
laboratories. The subgrant recipient also agrees to complete a Methamphetamine Mitigation
Plan(MMP)that includes the nine protective measures or components required by BJA and
submit the plan to FOLE's Office of Criminal Justice Grants.
b. Specific Requirements:The subgrant recipient understands and agrees that any program or
initiative involving the identification, seizure, or closure of clandestine methamphetamine
laboratories can result in adverse health, safety and environmental impacts to (1) the law
enforcement and other governmental personnel involved; (2) any residents, occupants,
users, and neighbors of the site of a seized clandestine laboratory; (3)the seized laboratory
sites immediate and surrounding environment of the site(s)where any remaining chemicals,
equipment,and waste from a seized laboratory's operations are placed or came to rest.
Therefore, the subgrant recipient further agrees that in order to avoid or mitigate the possible
adverse health, safety and environmental impacts from any of clandestine
methamphetamine operations funded under this award, it will (1) include the nine, below
listed protective measures or components; (2)provide for their adequate funding to include
funding, as necessary, beyond that provided by this award; and (3) implement these
protective measures directly throughout the life of the subgrant. In so doing, the subgrant
5FY2015 JAG Standard Conditions Page 15 of 23
Rev. 09/2014
recipient understands that it may Implement these protective measures directly through the
use of Its own resources and staff or may secure the qualified services of other agencies,
contractor or other qualified third party.
(1) Provide medical screening of personnel assigned or to be assigned by the subgrant
recipient to the seizure or closure it of clandestine methamphetamine laboratories;
(2) Provide Occupational Safety and Health Administration (OSHA) required initial and
refresher training for law enforcement officials and other personnel assigned by the
subgrant recipient to either the seizure or closure of clandestine methamphetamine
laboratories;
(3) As determined by their specific duties. equip personnel assigned to the project with
OSHA required protective wear and other required safety equipment;
(4) Assign properly trained personnel to prepare a comprehensive contamination report on
each closed laboratory;
(5) Employ qualled disposal contractors to remove all chemicals and associated
glassware, equipment and contaminated materials and wastes from the site(s) of each
seized clandestine laboratory;
(6) Dispose of the chemicals,equipment, and contaminated materials and wastes removed
from the sites of seized laboratories at properly licensed disposal facilities or, when
allowable,properly licensed recycling facilities;
(7) Monitor the transport, disposal, and recycling components of subparagraphs 5 and 6
immediately above in order to ensure proper compliance;
(8) Have in place and implement an Inter-agency agreement or other form of commitment
with a responsible State environmental agency that provides for that agency's (i) timely
evaluation of the environmental conditions at and around the site of a closed clandestine
laboratory and (ii) coordination with the responsible party, property owner, or others to
ensure that any residual contamination is remediated, if necessary, and In accordance
with existing federal and state requirements;and
(9) Have in place and implement a written agreement with the responsible state or local
service agencies to properly respond to any minor, as defined by state law, at the site.
This agreement must ensure immediate response by qualified personnel who can (I)
respond to the potential health needs of any minor at the site; (ii) lake that minor into
protective custody unless the minor is criminally Involved in the meth lab activities or is
subject to arrest for other criminal violations; (iii) ensure immediate medical testing for
methamphetamine toxicity, and (Iv) arrange for any follow-up medical tests,
examinations,Of health care made necessary as a result of methamphetamine toxicity
37. Non-Procurement,Debarment and Suspension
The subgrant recipient agrees to comply with Executive Order 12549,Debarment and
Suspension and 2 CFR 180,'OMB Guidelines To Agencies On Govemmentwide Debarment And
Suspension(Nonprocuremenq"These procedures require the subgrant 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. If the subgrant is$100,000 or more, the suhgrant recipient and
implementing agency certify that they and their principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of federal benefits by a state or federal court, or voluntarily excluded
from covered transactions by any federal department or agency;
b. Have not within a three-year period preceding this application been convicted of or had a civil
SFY2015 MG Standard Condloons Page 16 of 23
Rev.09/2014
judgment rendered against them for commission of fraud or a criminal offense In connection
with obtaining,attempting to obtain,or performing a public(federal,state,or local)transaction
or contract under a public transaction; violation of federal or state antitrust statutes or
commission of embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements,or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (federal, state, or local) with commission of any of the offenses enumerated In
paragraph(1)(b)of this certification;and
d. Have not within a three-year period preceding this application had one or more public
transactions(federal,state,or local)terminated for cause or default
38. Federal Restrictions on Lobbying
a. Each subgrant recipient agrees to comply with 28 CFR Part 69, 'New Restrictions on
Lobbying" and shall file the most current edition of the Certification And Disclosure Form, if
applicable, with each submission that initiates consideration of such subgrant recipient for
award of federal contract,grant,or cooperative agreement of$100,000 or more.
b. 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 31 USC 1352. 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.
c. As required by 31 USC 1352, and implemented at 28 CFR 69, for persons entering into a
grant or cooperative agreement over $100,000, as defined at 28 CFR 69, the applicant
certifies that
(1) No federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any agency,a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the making of any federal
grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal,amendment,or modification of any federal grant or cooperative agreement;
(2) If any funds other than federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with this federal grant or cooperative agreement, the
undersigned shall complete and submit Standard Form - LLL, "Disclosure of Lobbying
Activities,"in accordance with its instructions;
(3) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (Including subgrants, contracts under
grants and cooperative agreements, and subcontracts) and that all subgrant recipients
shall certify and disclose accordingly.
39. State Restrictions on Lobbying
In addition to the provisions contained in Item 38,above,the expenditure of funds for the purpose
of lobbying the legislature or a state agency is prohibited under this contract.
40. Additional Restrictions on Lobbying
The subgrant recipient understands and agrees that it cannot use any federal funds, either
directly or indirectly, in support of the enactment, repeal, modification or adoption of any law,
regulation or policy, at any level of government, without the express prior written approval of the
Office of Justice Programs.
SFY2015 JAG Standard Conditions Page 17 of 23
Rev. 09/2014
41. "Pay—to—Stay"
Funds from this award may not be used to operate a "pay-to-stay program in any local jail.
Furthermore, no funds may be given to local jails that operate"pay-to-stay programs. "Local
jail, as referenced in this condition, means an adult facility or detention center owned and/or
operated by city, county,or municipality. It does not include juvenile detention centers. "Pay-to-
say'programs as referenced in this condition,means a program by which extraordinary services,
amenities and/or accommodations, not otherwise available to the general Inmate population, may
be provided, based upon as offender's apparent ability to pay, such that disparate conditions of
confinement are created for the same or similar offenders within a jurisdiction.
42. The Coastal Barrier Resources Act
The subgrant recipient will comply and assure the compliance of all contractors with the
provisions of the Coastal Barrier Resources Act (P.L. 97-348)dated October 19. 1982 (16 USC
3501 et seq.) which prohibits the expenditure of most new federal funds within the units of the
Coastal Barrier Resources System.
43. Enhancement of Security
If funds are used for enhancing security,the subgrant recipient agrees to:
a. Have an adequate process to assess the impact of any enhancement of a school security
measure that is undertaken on the incidence of crime in the geographic area where the
enhancement Is undertaken.
b. Conduct such an assessment with respect to each such enhancement, and, submit to the
Deparbnent the aforementioned assessment In its Final Program Report.
44. Environmental Protection Agency's(EPA)list of Violating Facilities
The subgrant recipient assures that the facilities under its ownership, lease or supervision which
shall be utilized in the accomplishment of the Program Purpose are not listed on the EPA's fist of
' Violating Facilities and that it will notify the Department of the receipt of any communication from
the Director of the EPA Office of Federal Activities indicating that a facility to be used in the
project is under consideration for listing by the EPA.
45. Flood Disaster Protection Act
The subgrant recipient will comply with Section 102(a) of the Flood Disaster Protection Act of
1973. Public Law 93-234, 87 Sat 975, requiring that the purchase of flood insurance in
communities where such insurance is available as a condition of the receipt of any federal
financial assistance for construction or acquisition purposes for use in any area that has been
identified as an area having special flood hazards.
48. National Historic Preservation Act
It will assist the Department(if necessary)in assuring compliance with section 106 of the National
Historic Preservation Act of 1966 (16 U.S.C. § 470), Ex. Order 11593 (identification and
U.S.C.protection of properties), the
§469 a-1 e historicArcheological
eq.), and the National Environmental n Historical men all Policy Act of 1969(42 U.S.C. §4321).
47. Human Research Subjects
Subgran%recipient agrees to comply with the requirements of 28 C.F.R. part 48 and all Office of
Justice Programs policies and procedures regarding the protection of human research subjects,
including obtainment of Institutional Review Board approval, if appropriate, and subject informed
consent
48. Global Standards Package
In order to promote information sharing and enable interoperability among disparate systems
across the justice and public safety community, OJP requires the grantee to comply with DOJ's
Global Justice Information Sharing Initiative(DOD's Global) guidelines and recommendations for
this particular grant. Grantee shall conform to the Global Standards Package (GSP) and all
SF12015 JAG Standard Conditions Page 18 of 23
Rev. 09/2014
constituent elements, where applicable, as described at www.it.oiociov/aso arantcondifro4
Grantee shall document planned approaches to Information sharing and describe compliance to
the GSP and appropriate privacy policy that protects shared information, or provide detailed
justification for why an alternative approach is recommended.
49. Reporting,Data Collection and Evaluation
The subgrant recipient agrees to comply with all reporting, data collection and evaluation
requirements, as prescribed by the Bureau of Justice Assistance in the program guidance for the
Justice Assistance Grant(JAG). Compliance with these requirements will be monitored by FDLE.
50. Privacy Certification
The subgrant recipient agrees to comply with all confidentiality requirements of 42 U.S.C. section
3789g and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or
information. Subgrant recipient further agrees, as a condition of grant approval, to submit a
Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular,
section 22.23.
51. State Information Technology Point of Contact
The subgrant recipient agrees to ensure that the State Information Technology Point of Contact
receives written notification regarding any information technology project funded by this grant
during the obligation and expenditures period. This is to facilitate communication among local
and state governmental entities regarding various information technology projects being
conducted with these grant funds. In addition, the subgrant recipient agrees to maintain an
administrative file documenting the meeting of this requirement. For a list of State Information
Technology Points of Contact,go to
www.it.oio coy/default asox?area=pobcvAndPractice&page=1048
52. Interstate Connectivity
To avoid duplicating existing networks or IT systems in any Initiatives funded by the Bureau of
Justice Assistance for law enforcement information sharing systems which involve Interstate
connectivity between jurisdictions, such systems shall employ, to the extent possible, existing
networks as the communication backbone to achieve interstate connectivity, unless the subgrant
recipient can demonstrate to the satisfaction of the Bureau of Justice Assistance that this
requirement would not be cost effective or would impair the functionality of an existing or
proposed IT system.
53. Supplanting
The subgrant recipient agrees that funds received under this award will not be used to supplant
state or local funds, but will be used to increase the amounts of such funds that would, in the
absence of federal funds,be made available for law enforcement activities.
54. Conflict of Interest
The subgrant recipient and implementing agency will establish safeguards to prohibit employees
from using their positions for a purpose that constitutes or presents the appearance of personal or
organizational conflict of interest,or personal gain.
55. Uniform Relocation Assistance and Real Property Acquisitions Act
The subgrant recipient will comply with the requirements of the Uniform Relocation Assistance
and Real Property Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which govern the
treatment of persons displaced as a result of federal and federally-assisted programs.
56. Limitations on Government Employees Financed by Federal Assistance
The subgrant recipient will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-28.
which limit certain political activities of State or local government employees whose principal
employment is in connection with an activity financed in whole or in part by federal assistance.
SIY2015 JAG Standard Conditions Page 19 of 23
Rev. 09/2014
57. Additional Required Certifications
Employees Working Solely on a Single Federal Award
For any position that works 100%of its time on a single federal award,the employee must certify
that 100%of his or her time was spent working on that federal award. This requirement applies
to both full time and part time positions regardless of the percentage of the position's salary that
is charged to the grant. The certification must be signed by both the employee and the
employee's direct supervisor having firsthand knowledge of the work performed by the
employee. The forms must be submitted semi-annually and may not be signed prior to the end of
the reporting period. Certifications must be provided to cover the entire grant period.
Sole Source
If the project requires a purchase of services or equipment from a sale source, the subgrant
recipient must complete the Sole Source Justification for Services and Equipment Form. This
form must be submitted upon application if applicable and pre-approval must be obtained. If the
cost is below$100,000,the form must be kept on file for review at monitoring. If the subgrantee is
a state agency and the cost is at least $150,000, then the agency must submit a copy of the
approval from the Department of Management Services(F.S. 287.057(5)).
ADP Justification
The subgrant recipient must complete an Automated Data Processing (ADP) equipment and
Software and Criminal Justice Information and Communication Systems Request for Approval
form if the purchase of any ADP equipment is to be made. This form must be submitted upon
application If applicable and pre-approval must be obtained.
Confidential Funds Certificate
For all projects involved with confidential funds the subgrant recipient must submit a confidential
funds certificate. This certificate certifies the Project Director has read, understands, and agrees
to abide by the provision in Chapter 6 of the Office of Justice Programs Financial Guide. This
farm must be submitted upon application if applicable.
Sole Source,ADP Justification, Privacy Certification forms, and Confidential Funds certifications,
must be signed by the subgrant recipient or Implementing agency chief official or an Individual
with formal,written signature authority for the chief official.
58. Timesheets
Timesheets must be kept for all project staff whose hours will be charged to the project. The
timesheets must be signed by the supervisor and dearly indicate hours spent on project activities.
59. Additional Documentation of Personnel for Department of Financial Services
In accordance with Section 215.971, Florida Statutes, the Florida Department of Financial
Services may require documentation validation that personnel services were performed on
project-related activities in accordance with the contract agreement.
60. Reporting Potential Fraud,Waste,Abuse,and Similar Misconduct
The subgrant recipient must promptly refer to the Florida Department of Law Enforcement, Office
of Criminal Justice Grants any credible evidence that a principal, employee, agent, contractor,
subcontractor, or other person has either 1) submitted a false claim for grant funds under the
False Claims Act;or 2)committed a criminal or civil violation of laws pertaining to fraud,conflict of
interest, bribery, gratuity,or similar misconduct involving grant kinds.
61. Task Force Training Requirement
The subgrant recipient agrees that within 120 days of award, each member of a law enforcement
task force funded with these funds who is a task force commander, agency executive, task force
officer, or other task force member of equivalent rank, will complete required online (Internet-
based)task force training. The training Is provided free of charge online through 8JA's Center for
Task Force Integrity and Leadership(www.ctfli.orq). All current and new task force members are
required to complete this training once during the life of the award, or once every four years if
multiple awards include this requirement. This training addresses task force effectiveness as well
SFY2015 JAG Standard Conditions Page 20 of 23
Rev. 09/2014
as other key Issues Including privacy and civil liberties/rights, task force performance
measurement, personnel selection, and task force oversight and accountability. When FDLE
award funds to support a task force, the subgraM recipient must compile and maintain a task
force personnel roster along with course completion certificates. Additional information is
available regarding this required training and access methods via BJA's web site and the Center
for Task Force Integrity and Leadership(www ctfli orgy.
62. Funds to Association of Community Organizations for Reform Now(ACORN)Unallowable
Subgrant recipient understands and agrees that it cannot use any federal funds, either directly or
indirectly, in support of any contract or subaward to either the Association of Community
Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior written
approval of OJP.
63. High Risk Subgrant Recipients
The subgrant recipient agrees to comply with any additional requirements that may be imposed
during the grant performance period if the U.S. Department of Justice determines that the
subgrant recipient is a high-risk grantee.Cf.28 C.F.R.parts 66,70.
64. Text Messaging While Driving
Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While
Driving;' 74 Fed. Reg. 51225 (October 1, 2009), and §316.305, F.S., the subgrant recipient is
encouraged to adopt and enforce policies banning employees from text messaging while driving
any vehicle during the course of performing work funded by this subgrant and to establish
workplace safety policies and conduct education, awareness, and other outreach to decrease
crashes caused by distracted drivers.
65. System for Award Management(SAM)
The subgrant recipient must maintain current information in SAM until it submits the final financial
report required under this award or receives the final payment, whichever is later. This requires
that the subgrant recipient review and update the information at least annually after the initial
registration, and more frequently if required by changes in its information or another award term.
66. Maximum Allowable Salary
No portion of these federal grant funds shall be used towards any part of the annual cash
compensation of any employee of the subgrant recipient whose total annual cash compensation
exceeds 110%of the maximum salary payable to a member of the Federal government's Senior
Executive Service at an agency with a Certified SES Perfomtance Appraisal System for that year.
(The salary table for SES employees is available at http://www opm.govloca/pavrates/index.asp.
A subgrant recipient may compensate an employee at a higher rate, provided the amount in
excess of this compensation limitation is paid with non-federal funds.). This limitation on
compensation rates allowable under this award may be waived on an individual basis at the
discretion of the OJP official indicated in the program announcement under which this award is
made.
67. DNA Testing of Evidentiary Materials and Upload of DNA Profiles to a Database
If JAG program funds will be used for DNA testing of evidentiary materials, any resulting eligible
DNA profiles must be uploaded to the Combined DNA Index System(CODIS), by a government
DNA lab with access to CODIS. No profiles generated with JAG funding may be entered into any
other non-governmental DNA database without prior express written approval from BJA. For
more information, refer to the NIJ FY 2012 DNA Backlog Reduction Program, available at
httos://www.ncirsgovrodffiles Unit/51001062.0dt
In addition, funds may not be used for purchase of DNA equipment and supplies when the
resulting DNA profiles from such technology are not accepted for entry into CODIS(the National
DNA Database operated by the FBI).
SF12015 JAG Standard Conditions Page 21 of 23
Rev. 09/2014
68. Interoperable Communications Guidance
Subgrant recipients that are using funds to support emergency communications activities must
comply with the current SAFECOM Guidance for Emergency Communication Grants, including
provisions on technical standards that ensure and enhance interoperable communications.
Emergency communications activities include the purchase of Interoperable Communications
Equipment and technologies such as voice-over-internet protocol bridging or gateway devices, or
equipment to support the build out of wireless broadband networks In the 700 MHz public safety
band under the Federal Communications Commission (FCC)Waiver Order. SAFECOM guidance
can be found at wnw.safecomproaram.qov/library/liststbrarv/DisOForm.asox91D=334.
Subgrant recipients Grantees interested in developing a public safety broadband network in the
700 MHz band in their jurisdictions must adhere to the technical standards set forth in the FCC
Waiver Order, or any succeeding FCC orders, rules, or regulations pertaining to broadband
operations in the 700 MHz public safety band. The subgrant recipient shall also ensure projects
support the Statewide Communication Interoperability Plan (SCIP) and are fully coordinated with
the full-time Statewide Inleroperabilily Coordinator(SWIG). If any future regulatory requirement
(from the FCC or other governmental entity) results in a material technical or financial change in
the project, the recipient should submit associated documentation, and other material, as
applicable, for review by the SWIC to ensure coordination. Subgrant recipients must provide a
listing of all communications equipment purchased with grant award funding (plus the quantity
purchased of each item) to FDLE once items are procured during any periodic programmatic
progress reports.
69. Ballistic-Resistant and Stab Resistant Body Armor
Suhgrant recipients that wish to purchase armor with JAG funds must certify that law
enforcement agencies receiving vests have a written "mandatory wear" policy in effect. This
policy must be in place for at least all uniformed officers before funding can be used by the
agency for body armor. There are no requirements regarding the nature of the policy other than it
being a mandatory wear policy for all uniformed officers while on duty. FAQ, related to the
mandatory wear policy and certifications can be found at www.bia aov/Funding/JAGFAQ.pdf.
JAG funds may be used to purchase armor for an agency, but may not be used as the 50%
match for purposes of the Bulletproof Vest Partnership(BVP)program.
Body armor purchased with JAG funds may be purchased at any threat level, make, or model
from any distributor or manufacturer,as long as the vests have been tested and found to comply
with applicable National Institute of Justice ballistic or stab standards and are listed on the NIJ
Compliant Body Armor Model List (http://nij.gov). In addition, body armor purchased must be
American-made. The latest NIJ standard information can be found at:
wow.Mi.aovttoolcs/technoloav/body-armor/safetv-Initlative.Mnt.
70. BJA or POLE Sponsored Events
The subgrant recipient agrees to participate in BJA-or FDLE-sponsored training events,technical
assistance events,or conference held by FDLE or BJA or their designees, upon FDLE's or BJA's
request.
71. Expenses Related to Conferences,Meetings,Training',and Other Events
The subgrant recipient agrees to comply with all applicable laws, regulations, policies, and
guidance (including specific cost limits, prior approval and reporting requirements, where
applicable) goveming the use of federal funds for expenses related to conferences, meetings,
trainings, and other events, including the provision of food and/or beverages at such events, and
costs of attendance at such events. Information on pertinent laws, regulations, policies, and
guidance is available at
httpalojo.qov/financialauide/PostawardReauirements/chaoterl 5pauel htm
72. Environmental Requirements and Energy
For subgrants in excess of $100,000, the subgrant recipient must comply with all applicable
standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C.
5FY2015 JAG Standard Conditions Page 22 of 23
Rev. 09/2014
•
1857(h)), section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and
Environmental Protection Agency regulations(40 CFR part 15).
The subgrant recipient must comply with mandatory standards and policies relating to energy
efficiency which are contained in the state energy conservation plan issued In compliance with
the Energy Policy and Conservation Act(Pub.L.94-163,89 Stat.871), if any.
73. Other Federal Funds
The subgrantee agrees that if it currently has an open award of federal funds or if it receives an
award of federal funds other than this award,and those awards have been, are being, or are to be
•
used, in whole or in part, for one or more of the Identical cost items for which funds are being
provided under this award,the subgrantee will promptly notify, in writing the grant manager for this
award, and,if so requested by OCJG seek a budget modification or change of project scope grant
adjustment notice(GAN)to eliminate any inappropriate duplication of funding.
74. Monitoring
The recipient agrees to comply with FDLE's grant monitoring guidelines, protocols, and
procedures, and to cooperate with FDLE on all grant monitoring requests, including requests
related to desk reviews, enhanced programmatic desk reviews, and/or site visits. The recipient
agrees to provide FDLE all documentation necessary to complete monitoring of the award.
Further, the recipient agrees to abide by reasonable deadlines set by FOLE for providing
requested documents, Failure to cooperate with FDLE grant monitoring activities may result in
sanctions affecting the recipients award, Including, but not limited to: withholding and/or other
restrictions on the recipients access to funds referral to the Office of the Inspector General for
audit review, designation of the recipient as a FOLE High Risk grantee, or termination of an
award(s).
75. Unmanned Aerial Vehicles
The recipient agrees that awarded funds may not be expended on unmanned aircraft, unmanned
aircraft systems, or aerial vehicles (US, UAS, or UAV) unless the BJA Director certifies that
extraordinary and exigent circumstances exist,making them essential to the maintenance of public
safety and good order. Additionally, any funding approved for this purpose would be subject to
additional reporting,which would be stipulated by FDLE post award.
SFY2015 JAG Standard Conditions Page 23 of 23
Rev. 09/2014
i
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant•County-wide
In witness whereof, the parties affirm they each have read and agree to the conditions set
forth in this agreement have read and understand the agreement in its entirety and have
executed this agreement by their duty authorized officers on the date,month and year set
out below.
Corrections on this page,including Strikeovers,
whiteout,etc.an not acceptable.
Stab of Florida.
Department of Law Enforcement
Office of Criminal Justice Grants
Signature:S 4i.i an Law )L, I.Cu
Typed Name and Title: �/ Piths T.Hating,Bureau Chief
Date: 44-i/17
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commlesion Chairman,Mayor,or Designated Representative)
Typed Name of substra%lJCi icipigot Monroe County BOCC
• „ !
/
Signature: _7 i l/
Typed Name and Tina: Roman Gastesi, County Administrator
Date: inli0/(4
implementing Agency
Official,Administrator or Designated Representative
Typed Name of Implemenny Agency; /Monroe County BOCC
Signature:
to
Typed Name and Tide Romarastesi, County Administrator
Date. If)A n
Application Refs 2015.JAGC-2631 Section a6 Page 1 of
Contract -JAGC-MONR---
Ri,b aelwpce 110-9006 OCJG005(rev October]005)
ATTACHMENT D
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or repair
of a public building or public work, may not submit bids on leases of real property to public
entity, may not be awarded or perform work as a CONTRACTOR, supplier, subcontractor, or
CONTRACTOR under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list"
I have read the above and state that neither\I" 6'1\WE. \Y l (Respondent's name)
nor any Affiliate has been placed on the convicted vendor list within the last 36 months.
(Signs re
Datt /7,
were
STATE OF: \ �\1Q�
COUNTY OF: \‘%k\S \, ,.\
Subscribed and sworn to(or affirmed) before me on' c ))1 i
(date) by �cQ (name oY affiant). He/She is personally
known to me or has produced \\X4bt- \\1 ,\\ta\:?(�I (type of identification)
as identification. �l
NOTARY PUBLIC—
My Commission Expires:
KIM STOVER
MY COMMISSION k EE138993
EXPIRES December 11.2015
Me]I]11O153 FI.ssnFvw +.aCOM
ATTACHMENT E
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
y" .
(Company)
"...warrants that he/it has not employed, retained or otherwise had act on his/her behalf any
former County officer or employee in violation of Section 2 of Ordinance No. 010-1990 or any
County officer or employee in violation of Section 3 of Ordinance No. 010-1990. For breach or
violation of this provision the County may, in its discretion, terminate this Agreement without
liability and may also, in its discretion, deduct from the Agreement or purchase price, or
otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration
paid to the former County officer or employee."
( ignature)
Date: 0/•„.5-- /
STATE OF: Si\W\\vim
COUNTY OF: �� ��1Zt
Subscribed and sworn to(or affirmed) before me on
<
<, N.
(date) by�,\CC\0:c\C".\\\--s.\\QJ (name of affiant). He/She is
personally known to me or has produced
(type of identification) as
identification.
NOTARY PUBLIC
KIM STOVER My Commission Expires:
MY COMMISSION M 3
EXPIRES December 11.2015 P011 p0CI9 FIMd.N9arysarvm corn
ATTACHMENT F
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace
and specifying the actions that will be taken against employees for violations of such
prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business'
policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation,
and employee assistance programs, and the penalties that may be imposed upon
employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that
are under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of
working on the commodities or contractual services that are under bid,the employee will
abide by the terms of the statement and will notify the employer of any conviction of, or
plea of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of
any controlled substance law of the United States or any state, for a violation occurring
in the workplace no later than five(5)days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance
or rehabilitation program if such is available in the employee's community, or any
employee who is so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements. 7 • �j
(Signature)
Date: Tr/53/43
STATE OF: c\r\�4.
COUNTY OF: N��C�\cca_
Subscribed and sworn to(or affirmed) before me on �a uUF \'', (date) by
N\S��\�vV‘`...A\G (name of affiant). /She is personally known to
me or has produced��Y. q� Ala A� u�SVA (type of(dentification) as
identification.
'�� '\'tNl\> ��A1`k )
NOTARY PUBLIC
My Commission Expires:
.. KIM STOVER
MY COMMISSION
ember 11J 993
015
EXPIRES December 1 t,2016
tam,91L153 noMYbuNserv4.cun