Item C11BOARD OFCOUNTY COMMISSIONERS
AGENDA ITEM SUMMAR
Department: Grants Administration
Staff Person: Laura deLoach-Hartle
AGENDA ITEM WORDING: Authorization for the Mayor to execute an 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 Sept 30,
2015.
ITEM BACKGROUND: Federal funds are provided through the Florida Department of
Law Enforcement- Edward Byrne Memorial Justice Assistance Grant Program. The
Substance Abuse Policy Advisory Board (SAPAB) reviews proposals and makes
recommendations to BDCCfor local funding of programs.
PREVIOUS RELEVANT BOCCACTION: Approval toapply for grant funds was given at
the September 8, 3014 meeting. The Certificate of Acceptance for Sub -grant Award
from FDLE is also on the agenda for this meeting.
CONTRACT/AGREEMENT CHANGES: None.
STAFF RECOMMENDATION: Approval
TOTAL COST: $18,000 Indirect Cost: BUDGETED: Yes 0 No [l
COST TO COUNTY: $0 SOURCE OF FUNDS: FDLE
REVENUE PRODUCING: Yes MNoAMOUNT PER MONTH
YEAR
APPROVED BY:COUNTYA7TWOMBVPURCHASIN{5RISK MANAGEMENlFE�/r,�r�
DISPOSITION: AGENDA ITEM #:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Samuel's House, Inc., Effective Date: 10/01/14
Expiration Date: 09/30/15
Contract Purpose/Description: Funds provided through FDLE Agreement for the Court
Mandated, Criminal/Substance Abuse Case Management, DruqTestinq 12rogram.
Contract Manager: Laura deLoach- 4482 OMB/Grants Admin.
Hartle
(Name) (Ext.) (Department)
for BOCC meeting on: 5/20/15 Agenda Deadline: 5/05/15
CONTRACT COSTS
Total Dollar Value of Contract: $18,000 Current Year Portion: $18,000
Budgeted? Yes X No Account Codes: 125-06058-530490-GG1501
Grant: JI8,000
County Match: $0
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CONTRACT REVIEW
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EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM FUNDS
AGREEMENT
THIS AGREEMENT iS made and entered into this 20th day ofMay, 2015, by and
between MDNROE COUNTY, a political subdivision of the State of Florida, whose address is
1100 Simonton Street, Kay West, FL 33040, hereinafter referred to as "COUNTY," and
Samuel's House, Inc. hereinafter referred to as "AGENCY."
WITNESSETH
WHEREAS, the Florida Department ofLaw Enforcement has awarded a sub -grant of
Edward Byrne Memorial Justice Assistance to the COUNTY to implement the Court
Mandated, Crirninal/SubstanceAbuSe Casa 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 todisburse the Edward Byrne Memorial Justice
Assistance Grant funds tothe AGENCY inaccordance with the COUNTYSapplication for the
Edward Byrne Memorial Assistance Grant.
NDVV THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the AGENCY agree as follows:
i. 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
earlier terminated as provided herein.
2. SERVICES - The AGENCY will provide services, in compliance with all
provisions, as outlined in theCOUNTY'S Edward Byrne Memorial Justice Assistance Sub -
grant Award, attached and made a part hereof (Attachment C).
3. FUNDS -Thetoba( project budget to be expended bythe AGENCY in
performance of the services set forth in Section 2 of this agreement shall be the total sum
of$18'0OO. All funds shall be distributed and expended in accordance with the Project
Budget Narrative asoutlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain documents
entitled "State of Florida DUiCe of Criminal Justice {5nanhS Florida Department of Law
Enforcement Sub -grant Award Certificate and Application" and all laws, rules and
regulations relating thereto are incorporated by reference (AttachrnentC).
5. BILLING AND PAYMENT
(a) The AGENCY shall comply with the program and expenditure reporting
requirements for Byrne Grant funds. The AGENCY shall render tothe 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 toall objectives included in your
project, as described in the Performance section in the grant agreement. Adetai\ed
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 besent to:
Grants Administrator
11OOSimonton Street
Key West, FL 33040
(b) Payment shall he 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 bnthe 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 - Expense
Reimbursement Requirements. Evidence ofpayment bythe PROVIDER shall be in the form
of fetter, summarizing the expenses with supporting documentation attached. The letter
should contain a notarized certification statement. An example of reimbursement request
cover letter is included as Attachment B.
6. TERMINATION -ThiyAgreennentrnay be terminated byeither party atany
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 TOFINANCIAL RECORDS - The AGENCY shall maintain appropriate
financial records which shall beopen tothe 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 bothe COUNTY anaudit 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
5arnue|'s House, Inc.
I100 Simonton Street
1614Truesdell Court
Key West, FL3]O4O
Key West, FL33O4O
305-296-0240
305-296-4219FAX
Either ofthe 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 ofLaw Enforcement cannot be obtained or cannot be continued at
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 oftermination.
11. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant tothis 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
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 roabeha| breech
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 cmntnact- If, after thirty (30) days, the breach has not
been cured, the contract will automatically be terminated.
12. ASSIGNMENTS AND SUBCONTRACTING - Neither party hnthis Agreement
shall assign this Agreement or any interest under this Agreement, nrsubcontract any of its
obligations under this Agreement, without the written consent of the other.
13. EMPLOYEE STATUS — The AGENCY is anindependent contractor. Persons
employed by the AGENCY in the performance ofservices and functions pursuant to this
Agreement shall have noclaim to pension, worker's compensation, unemployment
compensation, civil service orother employee rights or privileges granted bothe COUNTY'S
officers and employees either by operation of law or by the COUNTY.
14. INDEMNIFICATION - The AGENCY agrees tohold 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 una| agreements and negotiations
between the parties relating tothe subject matter hereof aswell as any previous
agreements presently ineffect 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.
(SEAL) BOARD OFCOUNTY COMMISSIONERS
ATTEST: AMY HEAVILIN, Clerk OF MONROE COUNTY, FLORIDA
Deputy Clerk
By:
Samuel's House, Inc.
Title:
ATTACHMENT
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.
Acover letter (see Attachment B) summarizing the major line items on the reimbursable
expense request needs toalso contain the following notarized certified statement:
"Icertify that the above checks have been submitted k/the vendors aSnoted and that the
attached expenses are accurate and in agreement with the r8O]nJs 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 tothe 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 badirected to385-2B2-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. IntepconopanyaUocaUons 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 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 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 orexpress 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, Cop- etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number ofcopies made, source document, purpose, and
nacipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
TeUefax, Fax, etc~
/\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 rnuS± be remitted including: the party called, the caller,
the telephone number, the date, and the purpose nfthe c]||.
Travel and Meal Expenses
Travel expenses must besubmitted ona State ofFlorida Voucher for Reimbursement of
Travel Expenses. Travel reimbursement requests must besubmitted 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 ormeeting a copy o[the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. Atrave| 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 bytraveler. 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 o[departure. For example, driving from
one's home to the airport for a business trip is not reimbursable expense.
Meal reimbursement shall beatthe rates established byARTICLE XX\/I,TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY Vfthe Monroe County Code ofOrdinances. 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 inthe Contrac±), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fundraising, non -sufficient
check charges, penalties and fines,
Monroe County Board ofCounty Commissioners
Finance Department
5ODWhitehead Street
Key West, FL 33040
The following is a summary of the expenses for (Organization name) for the time period of
-_______-.
Check # Payee
Amount
101
Company Rent
$X,XXX.XX
102
Company Utilities
XXX.XX
104
Employee P/Rending O5/14/O1
XXX.XX
105
Employee P/Rending O5/28/O1
X%X.XX
[�\\
. '
ToL a |
$X,XXX.XX
/B)
` '
Total i
prnrpayments
$ X,XXX.XX
(C)
Tota| requested and paid (Af 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 t0the 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 organ|zatiVn'Scontract with the
Munroe County Board of County Commissioners and will not be submitted for
reimbursement toany other funding source.
Attachments (supporting documentation)
Sworn to and subscribed before rnathis ____ day of 20__
Notary Public Notary Stamp
Attachment C
FluLE
Fk',,nda of Bushiess Suppart 1,tjck Scott, Govemor
Officc of Cdminal Justice t rants Pam BomliAtfc,�urney General
"I ce Box 1489 Jeff Atwater, (3hief Financial Offlker
„A,,',Ahassfun, i- L 32',,'�02- 1,489 XdNarr, F1,Anvn, CornnfiM(,,wee afAgbicultume
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APR 2 1 2015
The Honorable Danny Kolhage
Mayor
Monroe County Board of Commissioners
530 Whitehead Street
Suite 102
Key West, FL 33040-6547
Re: Contract No. 2015-JAGC-MONK-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,
CRMNL/SUBST, ABUSE, CASE MGMT, DRUG TST'G. These funds 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,
affiendmeintirno6fication information and a copy of the grant document is provided to FACT-1 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 $150,000; compensation for consultant services for rates
in excess of $6501day ($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 at (850) 617-1250 if you have any questions or we can be of further assistance.
I 3,,3inc rely.
Petrina Tuttle Herring
Bureau Chief JJJ
PTH/ar
Enclosures
S,,�,fvice - Intex1ritly - f�,Vspe,,,ct - ('�uaii(y
SUBGRANTAWARD CERTIFICATE
Subqranbee: Monroe County Board of Commissioners
Date of Award:
Grant Period: From: 1001/2014 TO: 09/3012015
ProjectTitlo ABUSE, CASE M8MTDRUG TST'G
Grant Number'. 2015-JAGC-MONR-5-x3-243
Federal Funds: $18.00O-0O
State Agency Match:
Local Agency Match: $0�OO
Total Project Cost: $18'OOO.00
CFDANomber: 16.738
Award is hereby made inthe amount and for the period shown above ofasubgrant under Part EofTitle t of the
Omnibus Crime Control and Safe Streets Act of1SO8oeamended Subpart 1ufsuch part (42U.S.C,3751-375B; the
Consolidated Appropriations Act, 2OO8.Public Law 11O-1G1;and Public Law 1Q9-182.Title XI, Department cfJustice
Reauthorization, Subtitle B.{mpmvingtheDepartnentcfJuoboe`mGmn1PmQnamo.Chap1mr1.AmaiatingLaw
Enforcement and Criminal Justice Agencies, Section I 111 . Merger ofByrne 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 /487.orOMB Circulars A+11OorA,102.asapplicable, and A,21.intheir entirety. |t|mm\sn
subject to such further rules, regulations and policies as may be reasonably prescribed by the State or Federai
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 Certificate of Acceptance of Subgrant Award is returned to the Department,
Authorized Official
Petrina Tuttle Herring
Bureau Chief
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,
CRMNUSUBST, ABUSE. CASE MGMT, DRUG TST'G , for the period of 10/01/2014 through 09/3012015, 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.
(Signatwe of Suborantee's Authorized Ofti'W)
L_ K"01 kqe,
(Print Nam o and Title of Ofjfiial)
30CIIJ
(Name of Subgrantee)(
30 Alor-1-1 2015
(Date of Acceptance)
Rule Reference I I D-9,006 OCJG-01 2 (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: boccdisl @monroecounty-fl.gov
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:
aheavilin@monroe-clerk.com
Application Ref # 2015-JAGC-2631 Section #1 Page I of
Contract 2015-JAGC-MOLAR-5-R3-243
Rule Reference 110-9.006 OCJG-005 (rev. 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 Whitehead Street
Suite 102
City-, Key West
State: FL Zip: 33040-6547
Phone; 305-292-3440 Ext:
Fax,
Email: boccdisl@monroecounty-fl.gov
Project Director
Name: Laura Deloach-Hartle
Title: Senior Administrator- Grants & Special Projects
Address: 1100 Simonton Street
Room 2-285
City:
Key West
State:
FL Zip: 33040-3110
Phone:
305-292-4482 Ext:
Fax:
Email:
deloachhartle-laura@monroecounty-fl,gov
Application Ref # 2015-JAGC-2631 Section #1 Page 2 of
Contract 2015-JAGC-MONR-5-R3-243
Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
General Project Information
Project Title: COURT -MANDATED, CRMNUSUBST. ABUSE, CASE MGMT, DRUG
TST'G
Subgrant Recipient:
Implementing Agency:
Project Start Date:
Problem Identification
Monroe County Board of Commissioners
Monroe County Board of Commissioners
10/1/2014 End Date: 9/30/2015
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://www,nij,gov/topics/drugs/marketsladam/staton-paper.pdf)". 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.
(http://www.samhsa.govldata/nsduh/2012summnatfinddettables/nationalfindingslnsduhresults2Ol
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 Detox 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 Samuel?s House in
Application Ref # 2015-JAGC-2631 Section #2 Page 1 of 4
Contract 2015-JAGC-MONK-5-R3-
Rule Reference 110-9.006 OCJG-005 (rev. October 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 Samuel's 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 $18,000, 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 their client?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 stilt 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 staying sober for three reasons, their sobriety,
Application Ref # 2015-JAGC-2631 Section #2 Page 2 of 4
Contract 2015-JAGC-MONR-5-R3-
Rule Reference 11 D-9.006 OCJG-005 (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 facility 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 "crimesolutions,gov" 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 # 2015-JAGC-2631 Section 92 Page 3 of 4
Contract 2015-JAGC-MONR-5-R3-
Rute Reference 11 D-9,006 CCJG-005 (rev. October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
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 1986? 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 for deliverables
as specified in the agreement.
Answer: Yes
Application Ref # 2015-JAGC-2631 Section #2 Page 4 of 4
Contract 2015-JAGC-MONR-5-R3-
Rule Reference I ID-9M6 OCJG005 (rev. October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
y7777
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 Womens Center, a div of SH
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 limit]
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 / Substance Abuse Case Manager to work solely and
exclusively with BYRNE funded clients to reduce substance abuse through education
and prevention and reduce criminal recidivism through intensive case management
services.
Objective: A2 - Report on usage of cdmesolutions.gov Website
Measure: Part 1
Will you be using the crimesolutions.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 # 2015-JAGC-2631 Section #3 Page 1 of 6
Contract 2015-JAGC-MOLAR-5-R3-
Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
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-time 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 div of SH
1614 Truesdell Court
Key West, FL 33040
Objectives and Measures
Objective: PE1 - 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 # 2015-JAGC-2631
Contract 2015-JAGC-MOLAR-5-R3-
Rule Reference I I D-9.006 OCJG-005 (rev. October 2005)
Section #3 Page 2 of 6
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Goal
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: Part 2
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 # 2015-JAGC-2631 Section #3 Page 3 of 6
Contract 2015-JAGC-MONR-5-R3-
Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
t
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: Part 4
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 Samuel's 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 [PSAJ, or
Special),
Webinars,
Application Ref # 2015-JAGC-2631
Contract 2015-JAGC-MONR-5-R3-
Rule Reference 11 D-9- 06 OUG-005 (rev. October 2005)
Section #3 Page 4 of 6
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 # 2015-JAGC-2631 Section #3 Page 5 of 6
Contract 2015-JAGC-MONR-5-R3-
Rule Reference 11 D-8.006 OCJG-005 (rev. October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
777
p
Section Questions:
Question:
If "other" was selected for the geographic area, please describe.
Answer:
NIA
Question:
If "other" was selected for location type, please describe.
Answer:
N/A
Application Ref # 2015-JAGC-2631 Section #3 Page 6 of 6
Contract 2015-JAGC-MQNR-5-R3-
Rule Reference 11 D-9.006 MG-005 (rev. October 2005)
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
MOO
-- 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) ? No
Application Ref # 2015-JAGC-2631 Section #4 Page 1 of 3
Contract 2015-JAGC-MONR-5-R3-
Rule Reference 11 D-9.006 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 services, 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 client?s
release
Unit: 1 Service hour
Unit Cost: $18.00
Unit Cost Budget: 1,000 units of Court Mandated Criminal / Substance Abuse Case Management
@ $18.00 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 #4 Page 2 of 3
Contract 2015-JAGC-MONR-5-R3-
Rule Reference 11 D-9.006 QCJO-005 (rev. October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Question: If benefits are to be included, are they reflected In the budget narrative?
Answer: NIA
Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or
implementing agency, if it is the sheriffs office.
Answer: NIA
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 on unit costs, provide a definition and cost for
each service as part of the budget narrative for contractual services. Include the basis
for 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 , recovery 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 client's
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 # 2015-JAGC-2631 Section 94 Page 3 of 3
Contract 2015-JAGC-MOLAR-5-R3-
Rule Reference 11 Q-9.006 OCJG-005 (rev. October 2005)
Florida Department of Law Enforcement
Office of Criminal Justice Grants
Post Office Box 1489 Tallahassee Florida 32302-1489 850 617-1250 v
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
STANDARD CONDITIONS
SFY2015 JAG Standard Conditions Page 1 of 23
Rev, 09/2014
SFY2015 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 project costs being disallowed and termination of the
project, as specified in item 19 of this section.
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.oip.usdoi.gov/financialquide/index.htm) and
the Edward Byrne Memorial Justice Assistance Grant (JAG) program guidance
(www.bia.gov/ProgramDetails.aspx?Program 10=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 1113-9, "Edward Byrne Memorial State and Local
Law Enforcement Assistance Formula Grant Program": www.firuies.org/
Office of Management and Budget (OMB) Circulars: www.whitehouse._qovlomb/circulars
* A-21 (2 CFR 220), "Cost Principles for Educational Institutions"
* A-87 (2 CFR 225), "Cost Principles for State, Local and Indian Tribal Governments"
* A-102, "Grants and Cooperative Agreements with State and Local Governments"
* A-110 (2 CFR 216), "Uniform Administrative Requirements for Grants and
Cooperative Agreements"
* A-122 (2 CFR 230), "Cost Principles for Non -Profit Organizations"
* A-133, "Audits of States, Local Governments, and Non -Profit Organizations"
Code of Federal Regulations: www._qpo.gov/fdsysl
o 2 CFR 175.15(b), "Award Term for Trafficking in Persons"
a 28 CFR 38, "Equal Treatment for Faith -Based Organizations"
0 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)"
0 28 CFR 18, 22, 23, 30, 35, 42, 61, and 63
Public Law 109-162, Title XI —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.bia.aov/ProgramDetails.asi2x?Program ID=59.
• United States Code: www.qpo.govlfdsysl
o 42 U.S.C. 3711 at seq., "Omnibus Crime Control and Safe Streets Act of 1968"
State of Florida General Records Schedule GSI-SL for State and Local Government
Agencies: http:/ldlis.dos.state.fl.us/barm/gensched ules/GS2-2008-Rev201 O.pdf
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 www.qpo.gov/fdsys/); the provisions of the current edition of the Office of Justice
Programs Financial Guide (www.oio.usdoi.gov/financiaiguide/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 sub@rant$haU be determined according to the general
principlesstandards and �ndendn for selected costse
t tforth in the Office of Justice Programs
Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments
and federal OK88 Circular A-87. "Cost Principles for Stete. Local and Indian Tribal
Governments," or OMB Circular A-21, "Cost Principles for Educational institutions,"
b, All �������m��r��p�ur��s�!���i�
to procedures U.S. Department employed Juodoa Common Rule for State and Local Governments, or [>K8B
Circular A-1 10, or OMB Circular A-1 02, and Florida law to be eligible for reimbursement.
4. Reports
a. Project Performance Reports
(i) Reporting Time Frames: The auogranz c, shall submit Quarterly Project
Performance Reports tothe Florida Department ofLaw Enforcement, hereafter known es
the Department, within fifteen (15) days after the end of the reporting period. In addition,
Jthe subgnant award period is extended beyond the "original" project period, additional
Quarterly Project Performance Reports shall besubmitted.
that �bs accurate, and dma�
FaUunahuoubm�Quar��yPe�nrm Reanaoomp . .
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 yoursubgnsnt. Adetoi|ed response is naqu\npd 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 ifnecessary to
comply with federal reporting requirements.
(3)Submission: Performance Reports may be submitted by the Project Director, Application
KHanager, orPerformance Contacts.
b. Financial Reports
(1) Project Expenditure Reports
(a) The subguant raopiord aheU have a choice of submitting either a Monthly or e
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 subgrantaward 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 besubmitted insufficient detail for proper pre -
audit
(d)Before the "final" Project Expenditure Report will be pmcesmed, the subrant
rec
ipient mu»�subm�ho Departmentall outstanding project reports and musthave —` satisfied all epwuioJ conditions. Failure to comply with the above provisions
shall result inforfeiture ofreimbursement.
h0Reports are tobesubmitted even when no reimbursement is being requested.
SFY2015 JAG Standard Conditions Page 4 or ZJ
� The report must be electronically signed by the subgrant recipient or implementing
agency's Chief Financial Officer orthe Chief Financial Officer designee.
CQ Financial Closeout Audit
(a) The Financial Closeout Audit shall be submitted hzthe Department within forty-five
(45) days of the subgrant expiration date.
(b) The Financial Closeout Audit must beelectronically signed by the subgrant
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 PG|Earnings and
Expenditures Reports to the Department within thirty (30 days after the end of the
reporting period covering eubgnant project generated income and expenditures
during the previous quarter. |fany PGiremains unspent after the subgcyntends, the
subgrani recipient must continue submitting quarterly P/3| reports until all funds are
expended. (See Item 11.Program Inoome.)
(b)PG/Earnings andExpenditu reports mustbeelectronically by the subgrant
recipient or implementing agency's chief financial officer or the chief financial officer's
c. Other Reports
Themubgrant recipient shall report to the Uniform Crime Report and other reports as may be
reasonably required bythe Department.
S. Fiscal Control and Fund Accounting Procedures
a, All expenditures and cost accounting of funds shall conform to the Office of Justice
Programs Financial Guide, the Common Rule, and OMB Circulars A-21.A-87.and A,11O. -
or4,182amapplicable, intheir 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 afinanoia| management system in place that isable &o record and
report on the reoeipt, obligation, and expenditure ofgrant funds. An adequate accounting
system for a subgrant recipient must be able to accommodate a fund and account structure
toseparately track nanaipts, oxpendbures, assets, and liabilities for awards, pnograms, and
oubgnsntredpierdo.
c� All funds spent on this project shall bedisbursed according to provisions ofthe project
budget oaapproved bythe Department.
d� All funds not spent in accordance with this agreement shall besubject to repayment by the
subgrant recipient.
G. Payment Contingent onAppropriation and Available Funds
The State of Florida's performance and obligation to pay underthis agreement is contingent upon
on annual appropriation by the Florida Legislature. Fudhenmore, the obligation of the State of
Florida to reimburse subgrant recipients for incurred costs is subject to available federal funds.
7. Obligation of Sub0ront Recipient Funds
Subgnsnd funds shall not under any circumstances be obligated prior to the effective date, or
subsequent to the termination date, ofthe subQrontaward period, Only project costs incurred on
or after the effective date, and on or prior to the termination date of the subgrant recipient's
5FY2015JAG Standard Conditions Page 5nf23
project are eligible for reimbursement. All payments must be completed within thirty (30)oays of
the end of the subgrant period.
n. Advance Funding
Advance funding may be provided to a oubgrant recipient upon a written request to the
Department. The request must beelectronically signed bythe 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 otrust fund in which todeposit JAG funds.
The trust fund may or may not be an 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 date. Any unexpended interest
remaining odthe end ofthe federal grantperiod must besubmitted tothe Office cf Criminal
Justice Grants for transmittal 10the Bureau ofJustice Assistance.
10. Travel and Training
The cost ofall travel shall be reimbursed according tothe subgrant recipient's written travel
cdicy. If the subgrant recipient does not have a written travel poUcy, 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 asProject 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 PG|must submit anEarnings and Expenditures Report
toreport how much PGiwas earned during each quarter. A report must besubmitted each
quarter even if no PG| was earned or expended. PG| Earnings and Expenditures reports
most be electronically signed by the subgnard recipient or implementing agency's Chief
Financial Officer orthe Chief Financial Officer designee.
cPG|expenditures require prior written approval from the Office of Criminal Justice Grants.
Program income must teused for the purposes ofand under the conditions applicable to
the award. Ifthe cost iaallowable under the federal grant program, then the cost wou|dbe
allowable using program income. PG| budget requests must be signed by the mubQrant
recipient or implementing agency's Chief Financial Officer or the Chief Financial Officer
designee.
Program income should beused as earned and expended as soon as possible, Any
unexpended PG| remaining at the end of the federal grant period must be submitted to
OCJG for transmittal to the Bureau of Justice Assistance.
12. Approval ufConsultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment
ofeconsultant 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 nyquipamards found in the Financial Guide, the Common
Ru|e, and in applicable state statutes. The Department's appnovol of the subgnsnt reuiplent
agreement does not constitute approval of consultant contracts. If consultants are hired through
o competitive bidding process (not sole source), the $650thnasho|d does not apply.
iI Property Accountability
a. The subQnant recipient agrees to use all non -expendable property for criminal justice
purposes during its useful life ordispose ofitpursuant to§274.Fla, Stat�
SFY2015 JAG Standard Conditions Page 6 of 23
Aev.O9/3U14
The subgnant recipient mhsd| establish and administer a system to pnzbact. preserve, use,
maintain and dispose of any property furnished to it by the Department or purchased
pursuant bzthis agreement according bofederal property management standards set forth in
the Office ofJustice Programs Financial Guide, U.S.Department ofJustice Common Rule for
State and Local Governments or the federal OW48 Circular A-110 cvA-1D2. as applicable.
This obligation continues as long as the oubgnant recipient retains the property,
notwithstanding expiration ofthis agreement.
14, Ownership ufData and Creative Material
Ownership of material, discoveries, inventions, and results developed, pnzduoud, 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 ofJustice Common Rule for State and
Local Governments, or the federal OMB Circular A-1 10 or A-1 02, as applicable.
15. Copyright
The awarding non-exclusive, ndirrevocable license toreproduce,
publish, or otherwise use, and authorize others to use, for federal government purposes:
a, The copyright hn any work developed under anaward orsubaword.and
Any rights ofcopyright to which asubgrant recipient or subrecipient purchaseownership
with support funded under this grant agreement.
16. Patents
If any program produces patentable items, patent rights, processes, or inventions, in the course
mfwork sponsored bythe federal award orsubowanjfunds, such facts must oepromptly and fully
reported tothe awarding agency.
a. Unless there is a prior agreement between the aubgnant 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 . Sncs the invention "s^",=y (.~.~.0 rights
under any patents issued) will be allocated and administered in order to protect the public
interest consistent with "Government Patent Policy" ('Presidents Memorandum for Heads of
^ dated August 23. 1S71 and statement of
Executive Departments and Agencies," .
Government patent policy, asprinted in3GFederal Register 1883B).
n. Government regulations have been issued in Title 37 CFR Port4O1 by the U.S. Department
of Commerce.
17. Publication mrPrinting ofReports
The nubArant recipient shall submit for review and approval one copy of any uunicu|a, training
materials,or any other written materials that will be pub|iohed, 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 subgrentee understands and agrees that any training nnsdeha|a
developed ordelivered with grant funding must adhere tothe 0JPTraining Guiding Principles for
Grantees and Subgranteesavailable ed
All materials publicizing or resulting from award activities shall contain the following statements:
"This project was supported by Award wu.awarded by the Bureau of Justice As»istance.
Office of Justice Programs. The op\niono, findingo, and conclusions or recommendations
expressed in this pub|ivadvn/pmgnamhmhibitiun are those of the authors and do not necessarily
reflect the views ofthe Department ofJuaUne"
Page 7 ofB
18. Audit
e. Subgrant recipients that expend $500in ayear in federal awards shaft have a
single or program -specific audit conducted for that year. The audit shall be performed in
accordance with the federal 0K8B 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 asfederal funds passed through the
Florida Department ofLaw Enforcement and include the contract number, CFDA nomber,
award omount, contract pehod, funds received and disbursed. When opp|ioable, the
subgrent recipient mhoU submit on annual financial audit that meets the requirements of
§ 11A5. Fla. Stat. . "Definitions; duties; authorities-, reports; rules."; § 215.97. Fla. Shat,
"Florida Single Audit Act'; 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 Orgenbcahona."
b. Aomnplete audit report that covers any portion ofthe effective dates ofthis agreement must
besubmitted within 3Odays after its completion, but no later than nine U8months after the
audit period. In order to be complete, the submitted report ehsU| 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.
o. The subgrant recipient shall have all audits completed by an IndependentPublic Accountant
(IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant,
d. The mubgronL recipient shall take appropriate corrective action within six (6) months of the
issue date of the audit report in instances of noncompliance with federei laws and
e. Theaubgrant recipient shall ensure that audit working papers are made available to the
Department, orits designee, upon request for a period ufthree (3)years from the date the
audit report is issued, unless extended in writing by the Department,
t Subgrant recipients that expend less than $5OU.0OUinfederal awards dudngafisoa(yearons
exempt from the audit requirements ofOMB Circular A,133 for that fiscal year. |nthis case,
written notifimgkon, which can be in the form of the 'Certification of Audit Exemption" funn,
shall be provided to the Department by the Chief Financial L)ffioer, or deniQnee, that the
aubgnamd recipient is exempt, This notice shall be provided to the Department no later than
March 1following the end ufthe fiscal year.
Q. hthis agreement isclosed out without an audit, the Department reserves the right |orecover
any disallowed costs identified hmanaudit completed after such closeout.
h. Ascanned copy ofthe completed audit reports oralink tothe electronic audit report should
be sent via email to criminaliustice(cDfdle.state.fl,us or mailed to the following address:
Florida Department ofLaw Enforcement
Office ofCriminal Justice Grants
Post Office Box 148Q
Tallahassee, Florida 323O2'14DQ
19. Performance ufAgreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the
���recipient, the subgrant recipient's consultants and suppliers, or both, the Department
shall impose sanctions it deems appropriate including withholding payments and cancellation,
termination, or suspension of the agreement in whole or in part. In such event, the Department
shall notify the 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 those services satisfactorily
performed prior tothe effective date ofsuch sanction.
SFY2015]AG Standard Conditions Page 8of23
20. Commencement ofProject
o. If a project is not operational within 60 days of the original start date of the award period, the
aubgnant 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
subgnant recipient must submit a second statement to the Department explaining the
implementation delay.
o Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for
delay is justified or shaU, at its d\ooretion, unilaterally terminate this agreement and re -
obligate mubgrantfunds to other Department approved projects. The Oepartment, 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
m. 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) ifsuch failure arises out of causes beyond the control and
without the fault or negligence of the mubQnaot recipient. Such causes inc\ude, but are not
limited to, acts of ()ud or of the public enemy, acts of the government in either its sovereign
or contractual capacity, hnas. Monda, ep(demioo, quarantine n*ahutiona, sthkeo, freight
embargoes, and unusually *mother, but {nevery case, the failure hzperform shall ba
beyond the control and without the fault ornegligence oJthe subgnart recipient.
b, If failure no perform is caused by failure of consultant to perform or make pvogresa, and if
such failure arises out cf causes beyond the control ofsubQrentrecipient and consultant, and
without fault or negligence ofeither ofthem, the aubgneot 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 mubgnantrecipient im writing ioprocure such supplies or
services from other sources, and
(3) The subgrant recipient failed to reasonably comply with such order.
c, Upon request of theaubgrant recipient, the Department shall ascertain the facts and the
extent of such failura, 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. Subgnen(renkzients must submit grant adjustment through 8<MONfor major substantive
changes such as changes in project activities o, scope of the project, target populahons,
service pnovidens, implementation aohedu|em, project director, and designs or research plans
set forth in the approved agreement and for any budged changes that affect acost category
that was not included in the original budgst. Adjustments are also required when there will
be a transfer of 10f6 or more ofthe total budget between budget categories, or there is on
indirect cost rate category change.
b, Subgnsni recipients may transfer up to 109& of the total budget between curman±, approved
budget categories without prior approval as long asthe funds are transferred to an existing
line item,
c Under nocircumstances can transfers nffunds increase the total budgeted award.
5FY2015JAG Standard Conditions Page 9of23
d. Requests for changes to the subgrant agreement must be electronically signed by the
mubQmsndrecipient orimplementing agency's chief offioedorthe chief official's designee,
23' Disputes and Appeals
u. The Department shall make its decision in writing when responding to any disputes,
disagreements, or questions of fact arising under this agreement and ohe|| distribute its
response to all concerned parties. The mubgrord recipient shall proceed diligently with the
performance ofthis agreement according tothe Department's decision.
b. Ifthe aubgrantrecipient appeals the Department's decision, the appeal also shall bemade |n
writing within (21) calendar days totheDepartment's clerk (agency clerk), The
subgrant recipient's right to appeal the Department's 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, Fla. Stat.
24. Conferences and Inspection ofWork
Conferences may be held at the request of any party to this agreement. At any time, o
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 project site to mondor, inspect and assess work
performed under this agreement.
25. Access bxRecords
a. The Florida Department of Law Enforcement, the Auditor General of the State of Florida, the
U.S.Department of Justicethe U.S. Comptroller General or any uftheir duly authorized
represenbabves, mheU have access hu 6uoko, dooumerdm, papers and records of the mubgoant
recipient, implementing agency and contractors for the purpose of audit and examination
according tothe Financial Guide and the Common Rule.
t, The Department reserves the right to unilaterally terminate this agreement if the subgnsrd
recipient, implementing agency, cvcontractor refuses toeUompubUcaccemstoaUdoouments.
papers, letters, orother materials subject topnovekmmof§11S.F!a.Gba..onkassspec|fiue|ly
exempted and/or made confidential by operation of§ 118. Fla, Stet and made orreceived
by the subgrant recipient or its contractor in conjunction with this agreement.
o. The subgrant recipientN give the awarding agency or the General Accounting Office.
through any authorized reprnsentsUve, access to and the right to examine all paper or
electronic records related to the financial assistance.
26. Retention ofRecords
The oubgrantrecipient shall maintain all records and documents for mminimum 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 subgnart recipient shall comply with State of Florida General
Records Schedule [3S1-GL for State and Local Government Agencies:
27. Personnel Changes
Upon implementation of the project in the event there is o change in Chief Officials for the
8ubgoardrecipient or Implementing Agency orany contact information toinclude mailing address,
phone number, email or title change, project staff must notify the SIMON help desk to update the
organizational information inS|k8ON, /fthe project director changes, agrant adjustment must be
.entered inS|K8[)Ntoreflect the change.
28' Background Check
Whenever a background screening for employment orebackground security check is required by
law for employment, unless cdhenwop provided by \ew, the provisions of § 435. Fla. Sta. ahoU
app/y-
SFY2O15]/G Standard Conditions Page 10ofZ3
All positions in programs providing care to children, the developmentally disabled, or
a.
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 positions designated bylaw as positions of trust mrresponsibility 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 toundergo such amecurity background investigation and
who refuses tocooperate insuch investigation orrefuses hosubmit fingerprints shall be
disqualified for employment in such position or, if employed, shall be dismissed.
(2) Such background investigations shall beconducted at the expense of the employing
agency or employee. When fingerprinting is required, the 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,
tothe United States Department cfJustice for processing. The employing agency shall
reimburse the Department of Law Enforcement for any costs incurred by it in the
processing ofthe fingerprints.
29. Drug Court Projects
ADrug Court Project must comply with § 3Q7334.Fla. Stat..7reatment-Base Drug Court
Programs."
30. Overtime for Law Enforcement Personnel
Prior to obligating 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, Thesubgnsnt recipient agrees that any information technology system funded or supported
by the Office of Justice Programs funds will comply with 28 C,F,F<. Pad 23. Criminal
Intelligence Systems Operating Po|iciae, if the Office of Justice pvognsma determines this
regulation to be applicable. Should the Office of Justice Programs determine 28 C.F.R. Port
23 to be applicable, the Office of Justice Programs may, at its diacretion, perform audits of
the oystem, as per 28 C.F.R. 23.20(g). Should any violation of 28 C.F.R. Part 23 ocour, the
mubgnsntrecipient may befined aaper 42U.SC. 3789g(c)'(d). The aubQrontrecipient may
not satisfy such afine with federal funds.
b. The subgranteeunderstands and agrees that no awarded funds may be used tomaintain or
establish m computer network unless such network blocks the viewing, downloading, and
exchanging of pornography. In doing sothe aubQnantesagrees the these restrictions will not
limit the use of awarded funds necessary for any hsdena|, state, thba|, or local law
enforcement agency orany other entity carrying out criminal inveohgations, pmaacutionm, or
adjudication activities.
5FY2015JAG Standard Conditions Page 11uf23
32. Confidential Funds
Asigned oertifioadonthat the project director orthe head ofthe 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 |ama prohibit recipients of financial assistance from discriminating on the basis of
rooe, co|or, national origin, ne|igkon, sax, disebUity, orage infunded programs or activities, All
aubgoamtrecipients, implementing agencies, and contractors must comply withanyepphoab|e
statutorily -imposed nondiscrimination requirements, which may include the Omnibus Crime
Control and Safe Streets Act of 1988 (42 U.G.O. § 3789d); the Victims of Crime Act (42
U.S.C. §10GO4(e));The Juvenile Justice and Delinquency Prevention Act of2O02(42U.&C,
§GS72(b));the Civil Rights Act uf13G4 §2O0Od)|the Rehabilitation Act cf1@73
(28 U.&C. § 7 94); the Americans with Disabilities Act of 1990 (42 U.S,C. § 12131-34); the
Education Amendments of1872(2OU.S.C. §§1881. 1683. 1685-86); the Age Discrimination
Act of 1875 (42 U.S.C. §§ 6101-07); 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 oqJanizationo).
b. FDLE does not discriminate onthe basis ofrace, ooior, ne|}yion, national origin, nex, dioebUity,
or age inthe delivery f services or benefits or in employment. The mubgnantnsoipient must
notify program participants and beneficiaries that bdoes not discriminate onthe basis cfrace,
color, national origin, religion, sex, disability, and age in the delivery of services or benefits or
in employment practices.
c. Subgnentreoipients are responsible for ensuring that contractors, vendora, and agencies to
whom they pass -through funds are in compliance with all Civil Rights requirements and that
the contractors, vendnra, 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) /\mubgnumt recipient or implementing agency must develop an EEO Plan if it has 50 or
more employees and it has received any single award of$26,OOO cxmore from the
Department of Justice. The plan must be prepared using the on-line short form at
must be retained by the sabgmmnt
recipient or implementing agency, and must be available for review or audit, The
organization must also submit anEEO Certification baFDLE
(2) If the subgrant recipient orimplementing agency is required boprepare EEO Plan and
has received any single award of$5O0.00O ormore from the Department ofJustice, it
must submit its plan Uothe Department mfJustice for approval. Acopy cfthe Department
of Justice appnzmy| letter must be submitted to FDLE. The approval letter expires two
years from the date ofthe letter.
(3)Asubgrant recipient or implementing agency is exempt from the EEO Plan requirement if
it ishas fewer than 5Oemployees orifbdoes not receive any single award of$25.DU0o/
more from the Department of Justice or if it is a nonprofit orQanization, a medical or
educational inatitu1ion, or an Indian Tribe. If an organization is exempt from the EEO
Plan requirement, itmust submit an EEO Certification to FDLE.
(4) The subgnantrecipient and implementing agency acknowledge failure to comply with
EEO Requirements within GD days of the project start doha may result in uompanniom or
termination of funding, until such time as it is in compliance.
5FY2O1SJAG Standard Conditions Page 12rfZ3
e. |nthe event mfederal mstate court mfederal or state administrative agency makes ofinding
of discrimination after due process hearing on the grounds of race, cohr, ndigioo, national
ohgin, asx, or disability of funds, the recipient will forward a copy of the
finding toFDLEand tuthe Office for Civil Rights, Office ofJustice Programs,
finaccordance with federal civil rights laws, the ubgrant 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 comprehensiveCivil Rights/Nondiscrimination Provisions in
all contracts funded bythe oubgnantrecipient.
b� Kthe subgrantrecipient or any of its employees, contractors, vendors, or program
beneficiaries has a discrimination complaint, they may file a complaint with the subgrant
recipient, with FOLEorwith the Office for Civil Rights. Discrimination complaints maybe
submitted to FDLE at Office of the Inspector General, Post Office Box 1489, Tallahassee,
Florida 323Q2-148Smr Discrimination complaints may also be
submitted to the Officefor Civil Rights, Office ofJustice Programs, U.S.Department mf
Justice, 8iU7*Street, Northwest, Washington, D.C.20631.orbyphone cd(2O2)3O7-OGAO.
i The subgrant recipient must have procedures inplace for responding bodiscrimination
complaints that employees and clients, customers, and program participants file directly with
the subgrantrecipient.
iThe subgrant recipient must have written policies or procedures in placefor notifying
beneficiaries how to file complaints alleging discrimination by the subgrantee/implementing
agency with FDLE or the OCR.
h. Any discrimination complaints filed with FDLEwill bereviewed byFDLE's Inspector General
and referred brthe Office for Civil Rights, the Florida Commission onHuman Relations, orthe
Equal Employment Opportunity Commisskzn, based on the nature of the complaint.
i Americans with Disabilities Act
S b-rantradpkantomuotcompk/vxiththenaquirementsuftbeAmehcanowbhDisabUb� Disabilities --
(4 ). Public Law 1U1-336.which prohibits discrimination by public and private entities on
the basis of disability and requires certain accommodations be made with regard to
employment (Title |). state and local government services and transportation (Title ||), public
accommodations (Title ||0.and telecommunications (Title |V).
m. Rehabilitation Act of1B73(28C.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
subQnamee/imp|e enbnQ�genoy does not discriminate onthe basis ofdisability.
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
S - F/2Q15JAG Standard Conditions Page 13ofZ3
providing language services toBPindividuals, please see the ������w,lep.qov.
FIDLE strongly encourages subgrant recipients to have a written LEP Language Access Plan.
o Title IX of the Education Amendments of1972 (28C.FR. Part 54)
If the oubgront recipient operates an education program or acdvky, the aubQrant recipient
must take the following actions:
(1) Adopt grievance moedthat provide for the and equitable resolution
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 in2OC.F.R.Part 54.
(3) Notify applicants for admission and employment, employees, students, parents, and
others that the does not discriminate onthe basis of
sex mits educational programs oractivities,
p. Equal Treatment for Faith Based Organizations
The subgrent recipient agrees tocomply with the applicable requirements of28 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 partthat Department ofJustice grant awards ofdirect funding may not beused to
fund any inherently religious ec±ivides, such as worship, religious {natmct/on, or
proae|ytbetiun, Recipients of direct grants may still engage in inherently religious ooiiviUea,
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
orasub-grantee must bevoluntary. 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 beneficiary's religion.
The oubgnenhae also understands and agrees that award funds may not be used to
discriminate against ordenigrate the religious or moral beliefs of students who participate in
programs for which financial assistance is provided from the award, or the parent or (egal
guardian of such students. Notwithstanding any other special condition of this award, faith -
based organizations may, in some oircumotancea, consider religion as a basis for
employment. Sea .
34. Immigration and Nationality Act
No pudic funds will intentionally be awarded to any contractor who knowingly employs
unauthorized alien workers, constituting a violation ofthe employment provisions contained {n8
U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act (^iNA`) The
Department shall consider the employment b any contractor ofunauthorized aliens aviolation mf
Section 274A(e) of the INA. Such violation by the subgnant recipient of the employment
provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of
this contract bythe Department.
35. National Environmental Policy Act (NEPA
a. The 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 ofuubQnentfunds bythe subgnant 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 mubgront recipient
o,any third party and the activity needs tobe undertaken in order bzuse these aubgmsnt
fmnda. Aocording|y, the mobgnanheo agrees to first determine if any ofthe following activities
will be funded by the gnant, 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
tocontact FDLE{}CJG.
SFY2O15JAG Standard Conditons Page 14of23
Rev.O9/ZQ14
(i) New construction
(2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on
the National Register cfHistoric Places or located within o 100-yeorOood plain; a
wetland, or habitat for endangered species, or a property listed on or eligible for listing on
the National Register ofHistoric Places;
(3)Arenovation, lease, orany other proposed use ofebuilding nrfacility that will either (a)
result in a change in its basic prior use or (b) significantly change its size; and
(4) Implementation ofmnew program involving the use ofchemicals other than chemicals
that are (e) purchased as an incidental component of e funded activity and (b)
traditionally used, for exemp|e, in office, houneho/d, recraahona|, or educational
environments.
(G)|mplementotion of a program relating to clandestine methamphetamima laboratory
operatkons, including the idenbticodon, aeizura, or oioauna of clandestine
methamphetamine laboratories.
b, The subgrant recipient understands and agrees that complying with NEPAmay require the
preparation ofanEnvironmental Assessment and/or anEnvironmental Impact Statement, as
directed bythe Bureau ofJustice Assistance. The subgrentrecipient further understands and
agrees to the requirements for implementation of a Mitigation P|on, as detailed by the
Department of Justice at . for programs relating to
methumphetsnminelaboratory operations.
z� For any ofosubgrantrecipient's existing programs or activities that will befunded bythese
nub0nents, the subgrant recipient,specific request from the Department and the U.S.
Department ofJustice, agrees tocooperate with the Department nfJustice inany preparation
by Department of Justice of a national or program environmental assessment of that funded
program oractivity.
36. Mitigation of Health, Safety and Environmental risks dealing with Clandestine -
8AethamphntamineLaboratories
If an award is made to muppmtmethamphotamino laboratory operations the subgrandrecipient
must comply with this nondition, which provides for individual site environmental
assessmentlimpact statements as required under the National Environmental Policy Act.
e. General Requirement: The subgrant recipient agrees ho comply with federal, state, and local
envinnnmentad, health and safety laws and regulations applicable 0othe investigation and
domuna of clandestine methmnphetamine laboratories and the removal and disposal of the
chenioa|s, 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 toFDLE'sOffice ofCriminal Justice Grants.
b. Specific Requirements: The subgrant recipient understands and agrees that any program or
initiative involving the hjentificobon, seizure, or closure of clandestine methomphetemima
laboratories can naoolt in adverse health, safety and environmental impacts to (1) the law
enforcement and other governmental personnel involved; (2) any neaidents, occupants,
users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory
site's immediate and surrounding environment of the site(s) where any remaining chemicals,
equipment, and waste from a seized laboratory's operations are placed or come to rest.
Therefore, the subgrant recipient further agrees that in order to avoid or mitigate the possible
adverse hee|th, safety and environmental impacts from any of clandestine
mathamphetamine operations funded under this award. it will (1) include the nine. below
listed protective measures or components; (l) provide for their adequate funding to include
funding, as neoeoaery, beyond that provided by this award; and (3) implement theme
protective measures directly throughout the life of the nubgnsnt. In so doing. the oubgnunt
Rev.0g/ZO14
recipient understands that itmay implement these protective measures directly through the
use of he own resources and staff ormay secure the qualified services of other agencies,
contractor or other qualified third party.
(1) Provide medical screening of personnel assigned orto be assigned bythe oubgrant
recipient tothe seizure orclosure ifofclandestine met emphetaminekabonaories-,
(2) Provide Occupational Safety and Health Administration (OSHA) required initial and
refresher training for law enforcement officials and other personnel assigned by the
oubgnunt recipient to either the seizure or closure of clandestine me1hamphetamine
(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 aoompnshensive contamination report on
each closed laboratory;
(5) Employ qualified disposal contractors to remove all chemicals and associated
glassware, equipment, and contaminated materials and wastes from the site(s) of each
seized clandestine laboratory;
(8) Dispose of the chemicals, equipment, and contaminated materials and wastes removed
from the mites of seized laboratories at properly licensed disposal facilities or, when
allowable, properly licensed recycling facilities;
(7) Monitor the transport, dispooa|, and recycling components ofsubparagraphs 5 and 8
immediately above inorder hoensure proper compliance;
(8) Have inplace and implement eninter-agency agreement mother form of commitment
with aresponsible State environmental agency that provides for that agency's (i)timely
evaluation wfthe environmental conditions zt and around the site oyeclosed clandestine
laboratory and (i() coordination with the responsible party, property owner, orothers tm
ensure that any residual contamination isnem*dioted. if necessary, and in accordance
with existing federal and state requirements; and
(9) Have in place and implement a written 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) take, 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, or health care made necessary as a result of methamphetamine toxicity
37. Non4Procumommnt,Debarment and Suspension
Theaubgrant recipient agrees to comply with Executive Order 12549,Debarment and
Suspension and 2CFR180.^0NBGuidelines ToAgencies @n Governmentwide Debarment And
Suspension (Nonprocurement)" 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 bythe Department. |fthe uubgnsn1ias1OO.00Dormore, the mubgrentrecipient and
implementing agency certify that they and their principals:
o. Are not presently debarred, auspendad, proposed for dabannant, declared ineligible,
sentenced to a denial of federal benefits by a state or federal oourt, or voluntarily excluded
from covered transactions byany federal department oragency;
b. Have not within a three-year period preceding this application been convicted of or had a civil
SFY2015 JAG Standard Conditions Page 16 of 23
Rmv.O9/IO14
judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting toobtain, Prperforming apublic Uedena|.state, orlocal) transaction
or contract under a public transaction; violation of federal or state antitrust statutes or
commission of embeozlement, theft, forgery, bribeq/, falsification or destruction of records,
making false statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally orcivilly charged byagovernmental
entity (federal.state, mlocal) with commission of any of the offenses enumerated in
paragnsph(1)(b)ofthis martificetion�and
d Have not within a three-year period preceding this application had one or more pudic
transactions (federal, state, or local) terminated for cause or default,
38. Federal Restrictions nnLobbying
e. Each recipient to comply with 28 CFR Port 69, 'New Restrictions on
and shall file the most current edition of the Certification And Disclosure Fonn, if
app|icab|e, with each submission that initiates consideration of such mubgnantrecipient for
award offederal contract, grant, orcooperative agreement of$1OO.OU0mrmore.
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 toentering into
this agreement subject toconditions and penalties imposed by 31 USC 1352. Any person
who fails tofile the required certification is subject to a civil penalty ofnot |eaa than $10.000
and not more than $1UU.DOOfor each failure tofile.
c. As required by31 U3C 1352, and implemented at28 CFRB8.for persons entering into
grant or cooperative agreement ovnr$10lO0O. as defined ad28 CFR 68. the applicant
certifies that:
(1) No federal
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 o, 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 Member
of Congress in connection with this federal grant or cooperative aQreement, the
undersigned ahoU 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 beincluded in the
award documents for all aubawanJo at all tiers (including oubgnsnto, contracts under
grants and cooperative eQreemena, and subcontracts) and that all oubQnart recipients
shall certify and disclose accordingly.
39. State Restrictions onLobbying
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.
41 Additional Restrictions nnLobbying
The aubgrant recipient understands and agrees that it cannot use any federal fundm, either
directly or indirectly, in support of the onaobnerd, repea|, modification or adoption of any {am,
regulation or pcdicy, at any level of government, without the express prior written approval of the
Office ofJustice Programs.
SFY20152AG Standanj[ondUjons Page 17ofZ3
41. "Pay—to—StayFunds 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 -
stay" 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 rant recipient will comply and assure the compliance of all �m�����e
provisions-oftha CoastalBarrier Resources Act (P1.87'348)dated October 19. 1382(16 U8C
3501 et seq.) which prohibits the expenditure of most new federal funds within the units of the
Coastal Barrier Resources System.
43. Enhancement ofSecurity
If funds are used for enhancing security, the subgrant recipient agrees to:
a. Have anadequate process toassess the impact of any enhancement of a school security
measure that is undertaken on the incidence ofcrime in the geographic area where the
enhancement is undertaken.
b. Conduct such an assessment with respect to each such enhancement; and submit 1othe
Department the aforementioned assessment inits Final Program Report.
44. Environmental Protection Agency's (EPA) list ofViolating Facilities
The subgoint recipient assures that the facilities under its ownership, lease orsupervision which
shall be utilized in the accomplishment of the Program Purpose are not listed on the EPA's list 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 isunder consideration for listing bythe EPA.
45. Flood Disaster Protection Act
The aubgnsrd recipient will comply with Section 1O2�) of the Rood Disaster Protection Act of
Public1A73. �ub�Law 93-234, 87 � 'aL 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 auanarea having special flood hazards.
46. National Historic Preservation Act
It will assist the Department (if necessary) in assuring compliance with section 106 of the National
Historic Pnaoen/et\on Act of 1968 (16 U.S.C. § 470). Ex Order 11593 (identification and
protection of historic propartiea), the Archeological and Historical Preservation Act of 1974 (18
U.S.C, §4G8e-1skoeq.).and the National Environmental Policy Act of18GA(42U.&C�§4321)�
47. Human Research Subjects
Subgnontrecipient agrees tocomply with the requirements nf28 C�F.R- part 4Sand all Offiom of
Justice Programs policies and procedures regarding the protection of human neomavoh
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 (DOTs Global) guidelines and recommendations for
this particular grant. Grantee shall conform to the Global Standards Package (GSP) and all
SFY2015 JAG Standard Conditions Page IS or 23
constituent elements, where applicable, as described
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.
45 Reporting, Data Collection and Evaluation
The subgnsnt recipient agrees to comply with all naporting, data collection and evaluation
requirements, esprescribed bythe Bureau ofJustice Assistance inthe program guidancehorthe
Justice Assistance Grant (JAG). Compliance with these requirements will bemonitored byFDLE.
50. Privacy Certification
The subgrantrecipient agrees to complywith all confidentiality requirements of42U.G.C.section
3789Q and 38 Cf.R. Part 22that are applicable hzcollection, use, and revelation of data or
information. 8ubgnant recipient further agrees, as aoondition of grant approve, to submit a
Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular,
section 2223.
51. State Information Technology Point ofContact
The subgnantrecipient agrees %mensure that the State Information Technology Point ofContact
receives written notification regarding any information technology project funded by this grant
during the obligation and expenditures period. This istofacilitate communication among boa|
and state governmental entities regarding various information technology projects being
conducted with these grant funds. In addition, the aubQnont recipient agrees homaintain an
administrative file documenting the meeting of this requirement. For a |imd of State Information
Technology Points ofContact, goto
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 abeN empby, to the extent posmib|e, 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 |Tsystem,
53. Supplanting
The subgnant recipient agrees that funds received under this award will not be used to supplant
state or local fundm, but will be used to increase the amounts of such funds that wmu|d, in the
absence cffederal funds, bomade available for law enforcement activities,
54. Conflict of Interest
Theaubgrant recipient and implementing agency will establish safeguards toprohibit employees
from using their positions for a purposethat constitutes or presents the appearance of personal or
organizational conflict of interest, or personal gain.
56. 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. § 4801 et eeq.), which govern the
treatment ofpersons displaced asaresult cdfederal and federally -assisted programs.
56. Limitations ooGovernment Employees Financed byFederal Assistance
Theoubgrant recipient will comply with requirements of 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.
SP/2O15JAG Standard Conditions Page 19cf 23
57. Additional Required Certifications
Employees Working Solely on a8|ng|e Federal Award
For any position that works 100%ofits time onasingle federal award, the employee mustoertify
that 10096 of his or her time was spent working on that federal award, This requirement applies
toboth full time and part time positions regardless cf the percentage ofthe position's salary that
in 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-annualiy and may not be signed prior to the end of
the reporting period, Certifications must baprovided hocover the entire grant period.
Sole Source
If the project requires e purchase of services or equipment from a sole source, the oubgnsnt
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 |east$150.00O. then the agency must submit a copy of the
approval from the Department ofManagement Services (F.B.2O7.O57(5)).
ADP Justification
The subgrantrecipient must complete on 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 ifapplicable and pre -approval must beobtained.
Confidential Funds Certificate
For all invovedw�hcon�danUa|fundwtheaubgnantrec��n must submit eoomfidenba
funds certificate. This certificate certifies projects the Project Director has naad, underobando, and agrees
to abide by the provision in Chapter B of the Offioa of Justice Programs Financial Guide, This
form must besubmitted upon application if applicable.
Sole Source, ADP Justification, Privacy Certification forms, and Confidential Funds certificationa,
must besigned by the oubQrent recipient orimplementing agency chief official or an individuai
with formal, written signature authority for the chief official.
58. Timemheets;
Tkneaheats must be kept for all project staff whose hours will be charged to the project, The
timesheets must be signed by the supervisor and clearly indicate hours spent on project activities,
59. Additional Documentation mf Personnel for Department ofFinancial Services
In accordance with Section 215.871, Florida Statutes, the Florida Department of Financial
Services may require documentation validation that personnel services were performed on
project -related activities inaccordance 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
principal,of Criminal Justice Grants credible evidence that a hn L contractor,subcontractor, or other ' has either 1) submitted a false claim for grant funds under the
False Claims Act; cr committed acriminal orcivil violation oflaws pertaining 10fraud, conflict oy
interest, bribery, gratuity, or similar misconduct involving grant funds.
61. Task Force Training Requirement
The subgrant recipient � agrees that within 120d���
of each 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 |aprovided free nfcharge online through BJ/YsCenter for
Task Force Integrity and Leadership . All current and new task force members are
required tocomplete this training once during the life cfthe award, oronce every four years if
multiple awards include this requirement. This training addresses task force effectiveness eswell
SFY2015 JAG Standard Conditions Page 20 of 23
Rev.OQV2O14
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 subgrant 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 (&wwLctfl8.orl)
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
indi,ectly, in support of any contract or sobawond to either the Association of Community
Organizations for Reform Now (ACORN) or its euboidieheo, without the express prior written
approval ofOJP.
63. High Risk SubgrantRecipients
The aubgnsnt recipient agrees to comply with any additional requirements that may be imposed
during the grant performance period if the U.S. Deportment of Jumhma determines that the
subgnsntrocipiert is high -risk grantee. Cf. 28C.F.R. parts GO' 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 aubgnantrecipient is
encouraged hzadopt and enforce policies banning employees from text messaging while driving
any vehicle during the course of performing work funded by this subgnant and to establish
workplace safety policies and conduct education, awarenese, and other outreach tn decrease
crashes caused bydistracted drivers.
65. System for Award Management (SAKO)
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 subgnant 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 eonuo| cash
compensation ofany employee ofthe oubgnantrecipient whose total annual cash compensation
exceeds 11O96ofthe maximum salary payable hoamember nfthe Federal government's Senior
Executive Service at an agency with a Certified SES Performance Appraisal System for that year.
(The salary table for BES employees is available
A sobgmsnt recipient may compensate an employee at 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 nfficim| indicated in the program announcement under which this award is
67. DNA Testing ofEvidentiary Materials and Upload ofDNA Profiles toaDatabase
|fJAG program funds will beused for DNA testing of evidentiary materials, any resulting eligible
DNA profiles must be uploaded to the Combined DNA Index (CDOiS), by government
DNA lab with access to COD|S. 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 infonnation, refer to the NU FY 2012 DNA Backlog Reduction Pnognam, available at
In additipn, 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 COD!G(the National
DNA Database operated bythe FB|),
SFT20l5JAG Standard Conditions Page 2lcf23
Rex.Ug/2O14
68. bnteroperab|e Communications Guidance
Subgnardrecipients that are using funds to support emergency communications activities must
comply with the current GAFECO[N Guidance for Emergency Communication Grants, including
provisions on technical standards that ensure and enhance intevopenab|e communications.
Emergency communications activities include the purchase of |ntennpenab|o 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 befound st ,
Subgra,trecipients Grantees interested in developing opublic safety broadband network in the
70OMHz band intheir jurisdictions must adhere tothe technical standards set forth hnthe FCC
Waiver Onder, or any succeeding FCC ondens, rukas, or regulations pertaining to broadband
operations inthe 7DO MHz public safety band. The eubQrantrecipient shall also ensure projects
support the Statewide Communication Interoperability Plan (SCIP) and are fully coordinated with
the full-time Statewide |nbaroperabUity Coordinator (SVV|C). If any future regulatory requirement
(from the FCC orother governmental results in ommteha| technical orfinancial change in
the pmoject, the recipient should submit associated douumentabon, and other msderia|, as
oppUoob|a. for review bythe GVV\Ctoensure coordination. Subgnsnt recipients must provide
listing of all communications equipment purchased with grant award funding (plus the quantity
purchased of each item) to FDLE once hems are procured during any periodic programmatic
progress reports.
69' Ballistic -Resistant and Stab Resistant Body Armor
Subgnant recipients that vNah to purchase armor with JAG funds must certify that taw
enforcement agencies receiving vests have amxitten "mandatory wear" policy in effect, This
policy must be in place for sd least all uniformed officers before funding can be used by the
agency for body armor. There are norequirements regarding the nature ofthe policy other than it
being a mandatory wear policy for all uniformed officers while on duty. FAOs related to the
mandatory wear policy and certifications can befound ed ,
JAG funds may beused ho 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 ofJustice ballistic or stab standards and are listed on the NQ
Compliant Body Armor yNude| List (http:8nij.Qov). In addibon, body armor purchased must be
American -made. The latest N|J standard information can be found at:
70. BJAoxFgLE Sponsored Events
The subgrant recipient agrees to participate in BJA-orFOLE-sponsoredtraining events, technical
assistance events, oroonfenanoahe|dbyFDLEorBJAortheirdesigneeo.uponFDLE,sorBJA'e
request.
71. Expenses Related toConferences, Meetings, Tnainiogs'and Other Events
The subgrart recipient agrees to comply with all applicable |awo, nagu|ctione, po|)oiee, and
guidance (including specific cost |imihs, prior approval and reporting nsquiremenba, where
applicable) governing the use of federal funds for expenses related to oonferencen, meed\ngm,
trainings, and other events, including the provision of food and/or beverages at such events, and
costa of attendance at such events. Information on pertinent |owo, regu|sdiony, policies, and
guidance ioavailable e1
72. Environmental Requirements and Energy
For aubgmrtm in excess of $180.000' the subgrart recipient must comply with all applicable
standorda, ordars, or requirements issued under section 306 of the Clean Air Act (42 U,&C�
Rev.Dg/2O14
1857(h)). section 508 of the Clean Water Act (33 U.S.C. 1368. Executive Order 11738. and
Environmental Protection Agency regulations (40CFRpart 15).
The mubgrant 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 StaL 871), if any.
73. Other Federal Funds
The aubgnsntem 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, orare to be
used, in whole or in part for one or more of the kdonUoa| 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, ifsorequested by(JCJGseek ebudget modification or changeofproject 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
pmoedues, and to cooperate with FDLE on all gnsrd monitoring roquests, including requests
related to desk naviews, enhanced programmatic desk reviews, and /orsite visits. The recipient
agrees to provide FDLE ail documentation necessary to complete monitoring of the award,
Further, the recipient agrees to abide by reasonable deadlines set by FDLE for providing
requested dooumenta. Failure to cooperate with FDLE grant monitoring activities may result in
sanctions affecting the recipient's ovvard, including, but not limited to: withholding and/or other
restrictions on the nacipksnfs access to funds referral to the Office of the Inspector General for
audit oevievv, designation of the recipient as a FOLE High Risk gnantee, or termination of on
enend(m).
75. Unmanned Aerial Vehicles
The recipient agrees that awarded funds may notbe expended on unmannedaircraft, unmanned
aircraft systems, or aerial vehicles (US. UAS. or UAV) unless the BlA Director certifies that
extraordinary and exigent circumstances exiat, making them essential tothe maintenance ofpublic
safety and good order. Additiono8y, any funding approved for this purpose would besubject to
additional reporting, which would bestipulated byFDLEpost award.
SF/2U15]AGStandard Conditions Page I3cfZ3
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. are not acceptable.
State of Florida
Department of Law Enforcement
Office of Criminal Justice Grants
N
Signature:
V
Typed Name and Title: Petrina T. Hening, Bureau Chief
Date:
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Typed Name of Subgrajf*ipient " Monroe County BOCC
Signature:
Typed Name and Title: Roman Gastesi, County Administrator
Date: i�""")Ih' ------
Implementing Agency
official, Administrator or Designated Representative
Typed Name of ImRteme� A Monroe County BOCC
Signature:
Typed Name and Title: Romar-rbastesi, County Administrator
Date:
Application Ref # 2015-JAGG-2631 Section #6 Page I of 1
Contract -JAGC-MONR---
Rule Reference I I D-9 006 OCJG-005 (rev October 2005)
F, jl��WDIZH
"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 (Respondent's name)
nor any Affiliate has been placed on the convicted vendor list within the last 36 months.
(Signa re)
Date
o
'A
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me on &�K
(date) (name o affiant). He/She is personally
known to me or has produced - .--J (type of identification)
-A-
as identification.
NOTARY PUBLIC Wy
My Commission Expires:
EICI STOVER
M My
y ComM ISSION EEI 38993
EXPIRES XPIRES December 11, 2015
(407)"'3i*9"'84153 RoWallotary$ervi e com
ATTACHMENT E
ETHICS CLAUSE
91 �L_l K
16101110111LAWL1:111W
09 A
(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. 0110-1990 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."
7
(tkg -nature)
Date: 61,5
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me on
(date) by �, (name of affiant). He/She is
:���
personally known to me or has produced
(type of identification) as
identification.
E
IMSTOVER
My CoVMjSMN#EE138993
�EXPIRES December 11. 2015
(407)391"153
FloddallotarySeNice ram
NOTARY PUBLIC
My Commission Expires:
ATTACHMENT F
RIMM01,11 15110111703
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.
(Signature)
Date:
STATE OF: INI—
COUNTY OR
Subscribed, and sworn to (or affirmed) before me on (date) by
(name of ke/Sh'e ispersonallyknown to
me or has produced (type 6f,jcentification) as
identification. ',3
NOtAAY PUBLIC
My Commission Expires:
Kt STOVER
M OMMiSSION # EE`I 38993
Y C I , r1j, 015
EXP =Rbc 2
y COMMISSION # W38993
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ExPRES Decernbcr 11, 2015
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(407) 3;W�-0153