FY2020 2nd Amendment 02/19/2021 ATTACHMENT D.6
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN$50,000.00
Contract with: Guidance/Care Center Contract#
Effective Date: October 1,2019
Expiration Date: September 30,2020
Contract Purpose/Description:
A budget adjustment was approved by FDLE; therefore, there is a need for and
amendment (2) to the agreement with Guidance/Care Center. Section 3 FUNDS,
and all references to to sub rant amount of$44,328 shall be amended to $42,932.54.
Att.B, Sect. 4, Financial Sect. shall be amended to reflect appr. revisions to the budget.
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager: Janet Gunderson 292-4470 OMB/Stop 1
(Name) (Ext.) (Department/Stop 4)
CONTRACT COSTS
Total Dollar Value of Contract: $ Current Year Portion: $
(must be less than$50,000) (If multiyear agreement then
requires BOCC approval,unless the
u taicimiulmove aniouni is less than
$42,932.54 $42,932.54
Budgeted?Yeses No 0 Account Codes: 125 e 06057 530490 o GG1 902 530340
Grant: $ $42,932.54
County Match: $ $0.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $ N/A For: N/A
� /yr
(Not included in dollar value above) (e.g.maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed RevjgWgX1,1--
11-Th.I-,
Department Head 3/4/21 Yes[:]No Tina Boan
Risk Management 3-4-21 Yes[—]NoFF-1 3-4-2021
1,,anne Erickson
O.M.B./Purchasing 3 +'1 YesD Nog
Christine Limbert-Barrows
County Attorney 1�jz- Yes[j NoEZ'
Comments: A Budget Adjustment has been approved by FDLE.
Page 71 of 74
AMENDMENT 2 TO EDWARD BYRNE MEMORIAL JUSTICE
ASSISTANCE GRANT PROGRAM FUNDS AGREEMENT
THIS AMENDMENT is made and entered into this 191" day of February 2021, between the BOARD
OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as "COUNTY," and
Guidance/Care Center, Inc. hereinafter referred to as "AGENCY".
WHEREAS,the Florida Department of Law Enforcement has awarded a sub-grant of Edward Byrne
Memorial Justice Assistance to the COUNTY to implement a program that provides substance abuse
treatment services to women offenders held in local correctional facilities who have at least six months
and no more than twelve months of their sentence left to serve; and
i
WHEREAS, the COUNTY and AGENCY entered into an Agreement ("Agreement") on May 20, 2020
for the AGENCY to implement said services under the program; and
WHEREAS, due to the outbreak of the COVID-19 pandemic in the U.S., executive ordered guidelines
for social distancing were established by State and Local officials in order to help contain the spread of the
COVID-19 virus,thus, affecting the progress of the Women's Jail In-house Program (WJIP); and
WHEREAS,the COUNTY and AGENCY entered into an Amendment to the Agreement("Amendment
1") on June 22, 2020 to extend the Agreement for 3 months from June 30, 2021 to September 30, 2020 due
to affect from COVID-19; and
WHEREAS, due to the further affects from COVID-19 on the WJIP program, an amendment to the
Agreement is needed to adjust the budget to $42,932.54, a ($1,395.46) decrease; and
WHEREAS, the Florida Department of Law Enforcement has approved the COUNTY's request for a
decrease in the budget; and
NOW THEREFORE IN CONSIDERATION of the mutual promises and covenants contained herein,
it is agreed as follows:
1. Amendment to Grant Budget:
a. Section 3 FUNDS and all references to the subgrant award amount of$44,328
shall be amended to $42,932.54.
b. Attachment B, Section 4 Financial, Subsection BUDGET NARRATIVE, Cost
Categories "Group Therapy" and "Case Management" shall be amended as
follows:
Group Therapy Case Management
Net.
Approved Amended Approved Amended Change inn
Description Bud et Bud et Difference ' Bud et Bud et Difference Brad et
Unit Rate No
$4.19 $4.19 Chan e.Q $22.71 $22.71 No Change No Change
tn Hr — _.......
Units
Re nested 4,659 4,656 3} 783 722 ( (61) (6 )
Total Cost $19,520.00 $19,508.64 J ( 11.36) $17,780.72 $16,396.62 $1,384.10} ($1,395. 6
1
2. In all other respects the Agreement dated May 20, 2020, as amended by Amendment 1 dated
June 22, 2020, remains in full force and effect.
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
In WITNESS WHEREOF each party hereto has caused this contract to be executed by its duly authorized
representative.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
MONROE COUNTY A rrORNEY
CNRISTINELIMBERT ARROWS
ASS]STANTCtLSRN'EY ''� 03.12.2021
UA7F Cal By ,
County Administrator
Guidance/Care Center, Inc., a Florida
501(c)(3) not-for-profit corporation
(Federal ID No. J )
By
�Dire� tor
Executive
Guidance/Care Center, Inc., a Florida
. 01(c)( ) not-for-profit corporation
TO BE COMPLETED BY NOTARY(in accordance with State notary requirements)
State of
County of,
The foregoing instrument was acknowledged before me,by means of kphysical presence or❑ online notarization,
this day of (month),= (year),by (name of officer or agent,title of officer or
agent) of (name of entity).
XZ Personally Known
Produced Identification: Type of ID and Number on ID
(SEAL)
Signat r of Notary
o hiOWY Public Star of Florida fi
do
Nlryartne L JCshrss0r MOVIwat
Y commission GG t 75345
�gxprra Qk149^� 2 Name of Notary(Typed,Stamped or Printed)
0 wd"
t
Notary Public,State of
2
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Justice Assistance Grant- County-wide
Subgrantee: Monroe County Board of Commissioners
Project Title: WOMEN'S JAIL INCARCERATION DRUG ABUSE TREATMENT PROGRAM
Grant Number: 2020-JAGC-MONR-2-Y5-115
Adjustment Number: 3
Nature of Decrease Award/Closeout
To Subgrantee:
Pursuant to your request of 02/17/2021, the following change, amendment or adjustment in
the above grant project is approved subject to such conditions or limitations as may be set
forth below. Retain this Grant Adjustment Notice as part of official project records.
Electronically Signed By:
Date
02/22/2021 Cody Menacof
Authorized Official
Rona Kay Cradit
Administrator
The following revised budget is approved:
Current New
Approved Approved
Budget Category Difference Budget
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services $44,328.00 ($1,395.46) $42,932.54
Expenses $0.00 $0.00 $0.00
Operating Capital $0.00 $0.00 $0.00
Indirect Costs $0.00 $0.00 $0.00
Total Project Costs $44,328.00 ($1,395.46) $42,932.54
Prime Match Total Funds
New Approved Budget $42,932.54 $0.00 $42,932.54
OCJG Adjustment
Based on your final Project Expenditure Report, the revised budget reflects a decrease of federal
funds in the amount of$1395.46.
NOTE: Retain this grant Adjustment Notice as part of official project records.
Application Ref#2019-JAGC-3488
Contract#2020-JAGC-MONR-2-Y5-115
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
In January 2020, the COVID-19 pandemic broke out in the U.S., thus, causing the need for social
distancing guidelines to be established to contain the spread of the COVID-19 virus. The Executive
Ordered social distancing guidelines, significantly encumbered the services provided in the Women's
Jail Incarceration program.
Thus, a request for a grant adjustment, decreasing the budget by $1,395.46.
By electronically submitting this adjustment, I hereby certify that I have reviewed the
changes and find them necessary for program activities. I am the signing authority or
have been delegated as such by the appropriate official. Information regarding the
signing authority is
Electronically Signed By:
02/17/2021 Michelle Coldiron
Date
Authorized Official or Designated Representative
Application Ref# 2019-JAGC-3488
Contract# 2020-JAGC-MONR-2-Y5-115
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
General Financial Info:
Note: All financial remittances will be sent the Chief Financial Officer
of the Subgrantee Organization.
Financial Reporting Frequency for this Subgrant: Quarterly
Is the subgrantee a state agency?: No
FLAIR/Vendor Number: 596000749
Budget:
Budget Category Prime Match Total
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services $42,932.54 $0.00 $42,932.54
Expenses $0.00 $0.00 $0.00
Operating Capital $0.00 $0.00 $0.00
Outlay
Indirect Costs $0.00 $0.00 $0.00
--Totals -- $42,932.54 $0.00 $42,932.54
Percentage 100.0 0.0 100.0
Project Generated Income:
Will the project earn project generated income (PGI)? No
Application Ref#2019-JAGC-3488 Section#4 Page 1 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Budget Narrative:
Budget Narrative:
The budget reflects costs directly associated with the provision of substance abuse treatment,
mental health and educational services to inmates of Monroe County jail. The unit cost rates were
derived by using the hourly rates from the FY 2018-19 state funding contract for Substance Abuse
and Mental Health services and dividing by four (4)to arrive at the quarter hour rates. A contract
with the treatment provider will be developed to be utilized during the established grant period.
Budget Detail
Salaries and Benefits = $0
Contractual Services
1)Assessments 125 quarter hours @ $20.80 = $2,600.00
2) Individual Therapy 264 quarter hours @ $16.77 = $4,427.28
3) Group Therapy 4,656 quarter hours @ $4.19 = $19,508.64
4) Case Management 722 quarter hours @ $22.71 = $16,396.62
Expenses = $0
Operating Capital Outlay = $0
Indirect Costs = $0
Total Budget = $44,330.42
1) Psychosocial Assessment:
Monroe County through a contracted treatment provider will interview all program participants for
the purposes of data collection of educational, employment, criminal, medical, family, substance
abuse and mental health histories to assist in the determination of the inmates' appropriateness for
the program and to update treatment plans.
Psychosocial Assessment Unit of Service:
Unit Rate for client direct service is $20.80 per qtr. hr.
Units Requested 125 qtr. hrs.
Total Cost Psychosocial Assessment = $2,600.00
2)Individual Therapy/Counseling:
Monroe County through its contracted treatment provider will provide counseling to all program
participants to review progress and develop treatment plans and work on treatment plan goals and
objectives.
Individual Therapy/Counseling Unit of Service:
The unit rate for client direct service is $16.77 per qtr. hr. Units Requested 264 qtr. hrs.
Total Cost Individual Therapy/Counseling = $4,427.28
3)Group Therapy:
Monroe County through its contracted treatment provider will provide group therapy to all program
participants weekly. Group counseling among program participants will be conducted to include
the introduction of"Self-help groups" and their attendance to establish an ongoing support
network.
Application Ref#2019-JAGC-3488 Section#4 Page 2 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Budget Narrative (Continued):
Group Therapy Unit of Service:
The unit rate for client direct service is $4.19 per qtr. hr. Units Requested 4,656 qtr. hrs.
Total Cost Group Therapy = $19,508.64
4) Case Management:
Monroe County through its contracted treatment provider will provide the coordination of adjunctive
services, discharge planning, communication with collateral contacts, linkage with other treatment
resources to all program participants.
Case Management Unit of Service:
The unit rate for client direct service is $22.71 per qtr. hr. Units Requested 722 qtr. hrs.
Total Cost Case Management = $16,396.62
Monthly invoices are provided to Monroe County by the treatment provider summarizing activities
for which they seek payment. Invoices are reviewed by Monroe County staff for approval of
payment. Any costs overruns will be paid for by Monroe County.
TOTAL PROGRAM COST: $42,932.54
TOTAL JAG FUNDED: $42,932.54
Basis for Unit Costs: Each service is based on the cost centers cited in 65E-14.021, FAC: Unit
Cost Method of Payment. This Rule was updated 4/27/2016.
DETAILED DESCRIPTION OF SERVICES:
1) Psychosocial Assessment Description - This Covered Service includes the systematic collection
and integrated review of individual-specific data, such as examinations and evaluations. This data
is gathered, analyzed, monitored and documented to develop the person's individualized plan of
treatment and to monitor recovery. Assessment specifically includes efforts to identify the person's
key medical and psychological needs, competency to consent to treatment, history of mental
illness or substance use and indicators of co-occurring conditions, as well as clinically significant
neurological deficits, traumatic brain injury, organicity, physical disability, developmental disability,
need for assistive devices, and physical or sexual abuse or trauma.
Unit of Measure: Direct Staff Hour
Treatment Provider Contract: $83.18
Subgrant Application: $20.80 per quarter hour
2) Individual Counseling Description - Outpatient services provide a therapeutic environment,
which is designed to improve the functioning or prevent further deterioration of persons with mental
health and/or substance abuse problems. These services are usually provided on a regularly
scheduled basis by appointment, with arrangements made for non-scheduled visits during times of
increased stress or crisis. Outpatient services may be provided to an individual or in a group
setting. The group size limitations applicable to the Medicaid program shall apply to all Outpatient
services provided by a SAMH-Funded Entity. This covered service shall include clinical
Application Ref#2019-JAGC-3488 Section#4 Page 3 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Budget Narrative (Continued):
supervision provided to a service provider's personnel by a professional qualified by degree,
licensure, certification, or specialized training in the implementation of this service.
Unit of Measure: Direct Staff Hour
Treatment Provider Contract: $67.09
Subgrant Application: $16.77 per quarter hour
3) Group Therapy Description - Outpatient services provide a therapeutic environment, which is
designed to improve the functioning or prevent further deterioration of persons with mental health
and/or substance abuse problems. These services are usually provided on a regularly scheduled
basis by appointment, with arrangements made for non-scheduled visits during times of increased
stress or crisis. Outpatient services may be provided to an individual or in a group setting. The
group size limitations applicable to the Medicaid program shall apply to all Outpatient services
provided by a SAMH-Funded Entity. This covered service shall include clinical supervision
provided to a service provider's personnel by a professional qualified by degree, licensure,
certification, or specialized training in the implementation of this service.
Unit of Measure: Direct Staff Hour
Treatment Provider Contract: $16.77
Subgrant Application: $4.19 per quarter hour
4) Case Management Description - Case management services consist of activities that identify
the recipient's needs, plan services, link the service system with the person, coordinate the various
system components, monitor service delivery, and evaluate the effect of the services received.
This covered service shall include clinical supervision provided to a service provider's personnel by
a professional qualified by degree, licensure, certification, or specialized training in the
implementation of this service.
Unit of Measure: Direct Staff Hour
Treatment Provider Contract: $90.84
Subgrant Application: $22.71 per quarter hour
Application Ref#2019-JAGC-3488 Section#4 Page 4 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section Questions:
Question: If the budget contains salaries and benefits, will this project result in a net personnel
increase, or continue to fund a prior federally grant funded net personnel increase?
Answer: No
Question: If Expenses or Operating Capital Outlay are included in your budget, what will be the
method of procurement for those items? (e.g., competitive bid, sole source, state term
contract)
Answer: N/A
Question: If indirect cost is included, explain the indirect cost plan. Provide documentation of
approval.
Answer: N/A
Question: If contractual services in the budget are based on unit costs, provide a definition and
breakdown of cost for each service. Include the methodology for the unit cost plan
and when it was approved.
Answer: The budget reflects costs directly associated with the provision of substance abuse
treatment, mental health and educational services to inmates of Monroe County jail.
The unit cost rates were derived by using the hourly rates from the FY 2017-18 state
funding contract for Substance Abuse and Mental Health (SAMH) services and
dividing by four(4) to arrive at the quarter hour rates. A contract with the treatment
provider will be developed to be utilized during the established grant period.
Application Ref#2019-JAGC-3488 Section#4 Page 5 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Kevin Madok, CPA
•'' :�" Clerk of the Circuit Court&Comptroller
- Monroe County, Florida
Ce p tY
DATE: June 16, 2020
TO: Janet Gunderson Herbener
Senior Grant& Finance Analyst
>;Iv
FROM: Paniela G. Hancoo.C.
SUTECT: May 2(r BOCC Meeting
Attaclied is an electronic copy of the following item for your handling:
C22 Agreement with Guidance/Care Center, Inc. for the "Worncn's Jail Incarceration
Drug Abuse 1'realrnent Program", in the amount of$44,328.00; for October 1, 2019 through June
30, 2020 as recommended by (lie Substance Abuse Policy Advisory Board for funding from
FDLE, Federal Fiscal Year 2418, Edward Byrne Me.inorial.justice Assistance Grant Program.
Should you liave any questions please feel free to contact me at (305) 292-3550.
cc: County A(toniey
Finance
File
KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road
Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070
305-294-4641 305-289-5027 305-852-7145 305-852-7145
EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM FUNDS
AGREEMENT
THIS AGREEMENT is made and entered into this 201" day of May, 2020, by and between
MONROE COUNTY, a political subdivision of the State of Florida, whose address is 1100 Simonton
Street, Key West, FL 33040, hereinafter referred to as "COUNTY," and Guidance/Care Center, Inc., a
Florida 501(c)(3) not-for-profit corporation, hereinafter referred to as "AGENCY."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of Edward
Byrne Memorial Justice Assistance to the COUNTY to implement a program that provides substance
abuse treatment services to women offenders held in local correctional facilities who have at least
six months and no more than twelve months of their sentence left to serve; and
WHEREAS, the COUNTY is in need of an implementing agency to provide said services under
this Program; and
WHEREAS, the AGENCY is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial Justice Assistance
Grant funds to the AGENCY in accordance with the COUNTY'S application for the Edward Byrne
Memorial Assistance Grant.
NOW THEREFORE, in consideration of the mutual understandings and agreements set forth
herein, the COUNTY and the AGENCY agree as follows:
1. TERM - The term of this Agreement is from October 1, 2019 through June 30, 2020,
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 the COUNTY'S Edward Byrne Memorial Justice Assistance Sub-Grant Award, attached and
made a part hereof (Attachment B).
3. FUNDS - The total project budget to be expended by the AGENCY in performance of
the services set forth in Section 2 of this agreement shall be the total sum of FORTY-FOUR
THOUSAND, THREE HUNDRED TWENTY-EIGHT AND NO/100 DOLLARS ($44,328.00). All funds shall
be distributed and expended in accordance with the Project Budget Narrative as outlined in the grant
agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain documents entitled
"State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Sub-Grant
Award Certificate and Application" and all laws, rules and regulations relating thereto are
incorporated by reference (Attachment B).
5. BILLING AND PAYMENT
(a) The AGENCY shall comply with the program and expenditure reporting requirements
for Edward Byrne Memorial Justice Assistance Sub-Grant award funds. The AGENCY shall provide all
documents and information as set forth in Attachment F prior to billing and payment. The AGENCY
shall render to the COUNTY a detailed quarterly performance report not later than 7 days
after the end of each quarter. The quarterly performance reports must include a response to all
objectives included in your project, as described in the Performance section in the grant agreement.
A detailed narrative, reflecting on accomplishments, challenges, etc. is required as part of this
quarterly report. The AGENCY shall render to the COUNTY, monthly itemized invoices, not later
than 30 days after the end of each month, properly dated, describing the services rendered, the
1
unit cost of the services, and all other information required including supporting documentation
validating delivery of services. The original invoice shall be sent to:
Grants Administrator
1100 Simonton Street, Room 2-213
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty (30)
days of receipt of the correct and proper invoice submitted by the AGENCY.
(c) The County shall only make payment subject to the funded amount above, for the
documented services provided which are reviewed and approved as complying with Monroe County
Code of Ordinances, State laws and regulations and Attachment B - Edward Byrne Memorial Justice
Assistance Sub-Grant Award. Evidence of services rendered by the AGENCY shall be in the form of a
letter, summarizing the units of services with supporting documentation of service delivery attached.
The letter should contain a notarized certification statement. An example of a payment request
cover letter is included as Attachment A.
6. TERMINATION - This Agreement may be terminated by either party at any time, with
or without cause, upon not less than thirty (30) days written notice delivered to the other party.
The COUNTY shall not be obligated to pay for any services provided by the AGENCY after the
AGENCY has received notice of termination.
7. ACCESS TO FINANCIAL RECORDS - The AGENCY shall maintain appropriate financial
records which shall be open to the public at reasonable times and under reasonable conditions for
inspection and examination and which comply with the Agreement incorporated in Section 4 of this
Agreement.
S. AUDIT - The AGENCY shall submit to the COUNTY an audit report covering the term of
this Agreement, within one-hundred twenty (120) days following the Agreement's lapse or early
termination and shall also comply with all provisions of the Agreement incorporated in Section 4 of
this Agreement.
9. NOTICES - Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY: FOR PROVIDER:
Grants Administrator Maureen Dunleavy, MA, NCC LMHC
1100 Simonton Street, Room 2-213 Area Director
Key West, FL 33040 Guidance/Care Center
1205 Fourth Street
Key West, FL 33040
Copies of all default notices, notices of breach, termination, legal claim, or indemnity copied
to:
WestCare Foundation, Inc.
Attn: Executive Vice President
1711 Whitney Mesa Drive
Henderson, Nevada 89014
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
10. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the Florida
Department of Law Enforcement cannot be obtained or cannot be continued at a level sufficient to
allow for the services specified herein, this Agreement may then be terminated immediately, at the
option of the COUNTY, by written notice of termination delivered in person or by mail to the AGENCY
2
at its address specified above. The COUNTY shall not be obligated to pay for any services provided
by the AGENCY after the AGENCY has received notice of termination.
11. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services pursuant to
this Agreement, the AGENCY shall abide by all statutes, ordinances, rules, and regulations pertaining
to, or regulating the provision of, such services, including those now in effect and hereafter adopted,
and particularly Article 1, Section 3 of the Constitution of the State of Florida and Article 1 of the
United States Constitution, which provide that no revenue of the state or any political subdivision
shall be utilized, directly or indirectly, in aid of any church, sect or religious denomination or in aid of
any sectarian institution. Any violation of said statutes, ordinances, rules, or regulations shall
constitute a material breach of this Agreement immediately upon delivery of written notice of
termination to the AGENCY. If the AGENCY receives notice of material breach, it will have thirty
days in order to cure the material breach of the contract. If, after thirty (30) days, the breach has
not been cured, the contract will automatically be terminated.
12. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall assign
this Agreement or any interest under this Agreement, or subcontract any of its obligations under this
Agreement, without the written consent of the other.
13. EMPLOYEE STATUS — The AGENCY is an independent contractor. Persons employed
by the AGENCY in the performance of services and functions pursuant to this Agreement shall have
no claim to pension, worker's compensation, unemployment compensation, civil service or other
employee rights or privileges granted to the COUNTY'S officers and employees either by operation of
law or by the COUNTY.
14. INDEMNIFICATION - The AGENCY covenants and agrees to indemnify and hold
harmless Monroe County Board of County Commissioners from any and all claims and causes of
action for medical malpractice, medical negligence, bodily injury (including death), personal injury,
and property damage (including property owned by Monroe County) and any other losses, damages,
and expenses (including attorney's fees) which arise out of, in connection with, or by reason of
services provided by the AGENCY occasioned by the negligence, errors, or other wrongful act or
omission of the AGENCY'S employees, agents, or volunteers.
15. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the parties
relating to the subject matter hereof as well as any previous agreements presently in effect between
the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
3
IKWITNESS 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 OF COUNTY COMMISSIONERS
ATTEST. Kevin Ma Pk, Clerk OF MONROE COUNTY, FLORIDA
4s D6puty Cierk May
E
Guidance/Care Center, Inc., a Florida 5010 not-
for-profit corporation(Federal ID No.: Pq'145822 !q
�By: 4
- Witness PX44 4- 'b IN L�bGL
Title: ViCC,
Witness Guidance/Care Center, Inc., a Florida
501c3 not-for-profit corporation
MONWE COUNTY ATTORNEY
PPR OA57D
CHRISTINELIIdR T-SARkOWS
AS514TANT��URNEY
DATE
I
FTI
CD
4
ATTACHMENT A
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the units of services provided for (Organization name) for the period
of
Number of Units
Unit Type Provided for Program Unit Cost Amount Due
Service provided XX.XXX $ XX.XX $ XXX.XX
Service provided XX.XXX $ XX.XX $ XXX.XX
(A) Total $ X,XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D C) $ X,XXX.XX
I certify that the above services have been provided to the clients and that the units are accurate
and in agreement with the records of this organization. Furthermore, these units are in compliance
with this organization's contract with the Monroe County Board of County Commissioners and will
not be submitted for payment to any other funding source.
Authorized Signatory
Attachments (supporting documentation)
TO BE COMPLETED BY NOTARY (in accordance with State notary requirements)
State of
County of
The foregoing instrument was acknowledged before me, by means of ❑ physical presence or ❑ online
notarization, this day of (month), (year), by
(name of officer or agent, title of officer or agent) of (name of
entity).
Personally Known
Produced Identification: Type of ID and Number on ID
(SEAL)
Signature of Notary
5
ATTACHMENT B
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
CERTIFICATE OF SUBAWARD
Subrecipient: Monroe County Board of Commissioners
Subrecipient DUNS:073876757
Date of Award:04/20/2020
Grant Period: From: 10/01/2019 TO: 06/30/2020
Project Title: WOMEN'S JAIL INCARCERATION DRUG ABUSE TREATMENT PROGRAM
Subgrant Number: 2020-JAGC-MONK-2-Y5-115
Federal Funds: $44,328.00
Matching Funds: $0.00
Total Project Cost: $44,328.00
CFDA Number: 16,738
Federal Award Number:201 B-MU-BX-0292
Federal Awarding Agency:U.S. Department of Justice(USDOJ)
Pass-through Entity:Florida Department of Law Enforcement(FDLE)
Research and Development: No
Indirect Cost: No
A subaward agreement is entered into by and between the Florida Department of Law Enforcement(herein referred to
as"FDLE"or"Department")and the Monroe County Board of Commissioners(herein referred to as"Subrecipient");
WHEREAS,the Department has the authority pursuant to Florida law and does hereby agree to provide federal
financial assistance to the Subrecipient in accordance with the terms and conditions set forth in the subgrant
agreement,and
WHEREAS,the Department has available funds resulting from a federal Edward R. Byrne Memorial Justice
Assistance Grant award issued under Part E of Title I of the Omnibus Crime Control and Safe Streets Act of 1968,as
amended,and
WHEREAS,the Subrecipient and the Department have each affirmed they have read and understood the agreement
in its entirety and the Subrecipient has provided an executed agreement to the Department.
NOW THEREFORE, in consideration of the foregoing:
A subaward is hereby made to the Subrecipient identified above.The subaward is for the amount and time period
specified above.
This award is a cost-reimbursement agreement. Requests for reimbursement must be submitted on either a monthly
or quarterly basis,as designated in the Financial Section of the agreement.The Subrecipient must maintain original
supporting documentation for all funds expended and received under this agreement in sufficient detail for proper pre-
and post-audit and to verify work performed was in accordance with the deliverable(s)and not eligible for payment
under another state or federal funding source. Supporting documentation includes, but is not limited to:timesheets,
activity reports, paystubs,third-parry contracts,quotes,procurement documents,equipment inventory records,
Page 1 of 2
6
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
CERTIFICATE OF SUBAWARD (continued)
purchase orders,original receipts, invoices,canceled checks or EFT records,or bank statements,as applicable.
Payment shall be contingent upon the Department's grant manager receiving and accepting the invoice and requested
supporting documentation.
The Subrecipient must provide Performance Reports on either a monthly or quarterly basis, as designated in the
Performance Section of the agreement,to the Department attesting to the progress toward deliverables and to
validate the required minimum acceptable level of service performed. Performance Reports are due no later than 15
days after the end of each reporting period.
This award is subject to all applicable rules, regulations,and conditions as contained in the Office of Justice Programs
(OJP) Financial Guide,and/or the Office of Management and Budget(OMB) Uniform Grant Requirements(2 C.F.R.
Part 200), in their entirety. It is also subject to the standard and special conditions attached and such further rules,
regulations and policies as may be reasonably prescribed by the State or Federal Government.
Failure to comply with provisions of this agreement,or failure to meet minimum performance specified in the
agreement will result in required corrective action up to and including project costs being disallowed,withholding of
federal funds and/optr"riiation of the project,as specified within the terms of the agreement and OMB Uniform
uida ce 200.3�-200.3 2.
Authorized-Official _D to
Rona Kay Cradit
Bureau Chief
This award is subject to the special conditions(if any)prescribed below.
Ref#S41930: WITHHOLDING OF FUNDS:All pass-through entities must comply with the requirements outlined in
the Office of Management and Budget(OMB), Uniform Requirements,2 C.F.R.200.331. Prior to the drawdown of
funds for contractual services for a tiered subrecipient,the Monroe County Board of Commissioners must submit a
copy of the risk assessment and monitoring tool used for subrecipient management to the Office of Criminal Justice
Grants.
Ref#S41931: WITHHOLDING OF FUNDS:Contracts under this subaward must comply with the Office of
Management and Budget(OMB),Uniform Requirements,2 C.F.R.200 Appendix II. Prior to the execution of the
subcontract and drawdown of funds for contractual services,the Monroe County Board of Commissioners must submit
a draft of the contractual agreement between Monroe County Board of Commissioners and Guidance/Care Center to
the Office of Criminal Justice Grants.
Ref#S42097: WITHHOLDING OF FUNDS:Within sixty(60)days of award,the Monroe County BOCC must submit
a current EEO Cert to the Office of Criminal Justice Grants.
Page 2 of 2
7
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
ACCEPTANCE OF FEDERAL FUNDING ASSISTANCE
Subrecipient:Monroe County Board of Commissioners
Subgrant Number:2020-JAGC-MONR-2-Y5-115
Project Title:WOMEN'S JAIL INCARCERATION DRUG ABUSE TREATMENT PROGRAM
Pass-through Entity: Florida Department of Law Enforcement
This award is subject to all applicable rules, regulations,and conditions,as contained in the Department of Justice
Grants Financial Guide,land the Office of Management and Budget Uniform Grant Requirements(2 C.F.R.Part 200).
This award is also subject to the incorporated standard and special conditions,and such further rules,regulations,and
policies as may be reasonably prescribed by the State or Federal Government.
In witness whereof,the parties affirm they each have read and understand the conditions set forth in this agreement,
have read and understand the agreement in its entirety,and accept this agreement through the signature of their duly
authorized officers on the date, month,and year set out below.
Monroe County Board of Commissioners
Authorizing Offici (Commin Chairperson, Mayor,or Designated Representative)
Ida2�
Signature
Heati'r Carruthers',.-Mayor
Printed Name and Title
Monroe County Board of Commissioners
Authorizing OM al(Official,Administrator,or Designated Representative)
A
2-3
Signature ate
liea iier Carruthers,Mayor
Printed Name and Title
Florida Department of Ugw-Enforcement
Offs c Inal Jus'6 Grath
na u
Da
Rona Kay Cradit, Bureau Chief
Printed Name and Title
8
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: Heather Carruthers
Title: Mayor
Address: 530 Whitehead Street
City: Key West
State: FL Zip: 33040-6547
Phone: 305-292-3430 Ext:
Fax: 305-292-3577
Email: carruthers-heather@monroecounty-fl.gov
Chief Financial Officer
Name: Kevin Madok
Title: Clerk of Court
Address: Post Office Box 1980
City: Key West
State: FL Zip: 33041-1980
Phone: 305-295-3130 Ext:
Fax:
Email: kmadok@monroe-clerk.com
Application Ref#2019-JAGC-3488 Section#1 Page 1 of 3
Contract# 2020-JAGC-MONR-2-Y5-115
9
Rule Reference 11D-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: Heather Carruthers
Title: Mayor
Address: 530 Whitehead Street
City: Key West
State: FL Zip: 33040-6547
Phone: 305-292-3430 Ext:
Fax: 305-292-3577
Email: carruthers-heather@monroecounty-fl.gov
Project Director
Name: Janet Gunderson
Title: Senior Grants and Finance Analyst
Address: 1100 Simonton Street
Room 2-213
City: Key West
State: FL Zip: 33040-3110
Phone: 305-292-4470 Ext:
Fax: 305-292-4515
Email: Gunderson-Janet@monroecounty-fl.gov
Application Ref#2019-JAGC-3488 Section#1 Page 2 of 3
Contract# 2020-JAGC-MONR-2-Y5-115
10
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section Questions:
Question: Does your jurisdiction have any laws, policies, or practices related to whether, when,
or how employees may communicate with the Department of Homeland Security
(DHS) or Immigration and Customs Enforcement (ICE)?
Answer: No
Question: Is your jurisdiction subject to any laws from a superior political entity (e.g., a state law
that binds a city)that meet the description in question 1?
Answer: Yes
Question: If yes to either#1 or#2, describe each practice AND provide a copy of each law or
policy to criminaljustice@fdle.state.fl.us.
Answer: Chapter 908 F.S.
Application Ref#2019-JAGC-3488 Section#1 Page 3 of 3
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-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: WOMEN'S JAIL INCARCERATION DRUG ABUSE TREATMENT
PROGRAM
Subgrant Recipient: Monroe County Board of Commissioners
Implementing Agency: Monroe County Board of Commissioners
Project Start Date: 10/1/2019 End Date: 6/30/2020
Problem Identification
Monroe County continues to have the unfortunate distinction of being designated as a high-
intensity drug trafficking area and, as such, is a leading illicit drug importation area. This has
increased the availability of illicit drugs in Monroe County resulting in drug abuse rates higher than
both the state and national averages. Specifically, in regards to the female population of Monroe
County which is the population of focus for this grant request, the latest Behavioral Risk Factor
Surveillance Survey compiled by the Florida Department of Health reports rates of drug
involvement as over twice that of the state average and four times that of the much larger Miami-
Dade County to the north. The Agency for Healthcare Administration in its Emergency Department
and Inpatient Hospitalization Data of 2011 publication indicates that female residents of our
county had over twice the state rate per 100,000 populations for emergency room treatment for
acute drug intoxication. In addition, Monroe has over twice the state average for DUI arrests and,
consequently, almost three times the state average for vehicular deaths involving drug use. Opioid
and crack cocaine addiction also continues to ravage the community and lead addicts quickly into
the criminal justice system. The GAINS Center estimates that US jails admit approximately 1.1
million people with serious mental illness annually and among these admissions, 72% also meet
criteria for co-occurring substance use disorders. South Florida, including Monroe County and the
Florida Keys, like many areas of the country has seen an influx of opiate related deaths and
increase in opiate abuse.
"Though Florida experienced a brief period of decline in the rate of drug overdose death from
2010 -2013, dipping below national rates in 2012, rates began increasing again in 2014,
surpassing the national rate in 2016 and 2017 (Figure 1). However, data from the 2018 Interim
Report of the Florida Medical Examiners indicate a 5% relative decrease in drug overdose death
overall in January-June 2018 compared to the same period in 2017, though deaths caused by
fentanyl increased 164%.6 There are significant variations in drug overdose death by county with
higher rates in Palm Beach, Monroe, Manatee, Citrus, Marion, and Duval." (FADAA Substance
Use Trends Data Report, November 2019)
Recent community and stakeholder surveys distributed by the Guidance/Care Center indicate
the community believes in substance abuse treatment having a positive impact on the community
and a strong need for these services.
For many drug involved women, the obsession surrounding use and attainment of illicit and
legal drugs of abuse often lead to legal involvement, criminal conduct, neglect of family and self,
and ultimately incarceration. In addition; the destruction of parent-child relationships, increased
domestic violence, increased crime, child abuse and neglect, foster care placement, divorce,
stress on the legal and medical systems of a county with very limited resources, and global
negative effects on our
Application Ref#2019-JAGC-3488 Section#2 Page 1 of 6
Contract# 2020-JAGC-MONR-2-Y5-115
12
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
communities and quality of life are also directly affected.
According to Monroe County Sheriffs Office Detention records, over 150 women were arrested
on drug possession or sale charges between October 1, 2017 and September 30, 2018. This
number solely accounts for drug sales or possession charges; this does not include DUI or other
drug related charges. The Women's Jail Incarceration Treatment Program plans to work with the
criminal justice system to ensure appropriate referrals into the program to aid in recovery and
treatment rather than recidivism and jail time.
Recognizing the significant need for appropriate treatment among greater numbers of
incarcerated women whose level of drug involvement is such that they would not benefit from
available outpatient treatment, the Guidance/Care Center along with the Monroe County Sheriffs
Office created the Jail Incarceration Drug Treatment Program located within the Monroe County
Detention Center in 1992. It remains today as one of the few such programs operated within a
county jail in Florida and the only opportunity for women to receive intensive drug abuse treatment
within Monroe County. Moreover, these women are able to get treatment quickly instead of being
one of the 66% of substance abusing Florida residents who desire help but are unable to access
treatment due to Florida's lengthy waiting list for substance abuse services as reported by the
Florida Department of Children and Families.
Increasingly, the behavioral health field is moving toward treatment of co-occurring disorders,
which means recognizing that substance abuse also goes hand in hand with a mental illness,
including Post Traumatic Stress Disorder. This program has been able to attain and maintain a
very low recidivism rate (under 10%)for women participants in the last 8 years with the addition of
evidenced-based practices and special attention to the unique needs of substance abusing
women who also may have mental health needs. The program has a very close relationship with
county judges, attorneys, and the administration and staff of the Monroe County Detention Center
as well as city and county authorities. Women who complete treatment are often granted early
release from incarceration to return to their families and begin rebuilding their lives and the lives of
their loved ones thereby saving the county the expense of their continued detainment. Skills
attained within the context of treatment increases the chances of sustained recovery, healthier
family and other personal relationships, healthier children, and safer communities.
No program generated income will be from this subaward.
This award is a continuation (2019-JAGC-MONK-2-N2-110)from the previous year.
Project Summary (Scope of Work)
In 1992, The Jail Incarceration Treatment Program (JIP), as it was initially named, was developed
in the Monroe County Detention Center and began providing substance abuse treatment services
to female inmates in Monroe County to lay the foundation for sustained recovery. This project will
address the substance abuse and mental health needs of the female inmates that are court
ordered by the Drug Court, Circuit Court and County Court Judges in Monroe County. The rest
enter the program as volunteers who have met the criteria for drug/alcohol treatment and will be in
the county jail a minimum of 182 days. The program has established a positive reputation county
wide, working closely with judges, prosecutors and defense attorneys
Application Ref#2019-JAGC-3488 Section#2 Page 2 of 6
Contract# 2020-JAGC-MONR-2-Y5-115
13
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
throughout the county. DCF audits for the past three years reported that this program meets or
exceeds Best Practice standards with 100% compliance.
In June 2016, the Commission on Accreditation of Rehabilitative Facilities (CARF) evaluated the
JIP program for re-accreditation as it was originally accredited in 2010. The program was received
renewed three-year accreditation in June 2019. The Jail Incarceration Program met the highest
CARF standards and received recognition for its positive relationships between correctional staff
and treatment/clinical staff. The agency has submitted its 2017 Annual Conformance to Quality
Reports to CARF and continues to meet the highest accreditation standards.
On-going program review occurs through assessments with administrative staff and participants.
An assessment provides a comprehensive assessment of client needs and assists in developing a
person-centered Wellness Plan that is updated with the participant every 30 days. A licensed
clinician also provides a Brief Behavioral Status Exam upon admission to diagnose and make
appropriate recommendations. A master's level clinician serves as the Lead Counselor in the
program and provides individual therapy for clients with a mental health diagnosis in need of more
intensive individual treatment. Admission policies are welcoming to individuals with co-occurring
disorders, learning disabilities, and illiteracy, as well as other special individualized needs. This
allows access for all who probably otherwise would not receive services.
If identified as having a possible mental health issue, the client receives a referral to Correct Care
Solutions, the contracted Medical and Psychiatric provider in the correctional facility. A Licensed
Mental Health Provider and correctional based psychiatrist are available to provide screening and
psychotropic medication management as needed. Treatment of mental illness is monitored by
program staff as a vital part of recovery from substance abuse. Participants are given
appointments with the Guidance/Care Center psychiatrist upon completion of the program and are
assigned a case manager to help them with appointments, treatment adherence, accessing of
community services and medication assistance. Psychotropic medications are provided with a
discount or free of charge to participants who cannot afford their medications or who lack
insurance coverage. The case manager helps the client apply for Medicaid or Affordable Health
Care upon discharge from the program.
Treatment in the program is a minimum of six months and a maximum of one year. Aftercare
services are encouraged as a part of re-entry planning and last up to six months once the
participant is released. The Guidance/Care Center (G/CC) provides aftercare throughout the
county in community-based facilities. Aftercare is given priority and participants are enrolled
before they are released. These services are not funded by the grant and are available to all
participants regardless of ability to pay.
The G/CC employs all program staff and has a forty-six-year history of providing substance abuse
counseling and mental health services. The program will require 1 full time equivalent counselor to
provide all core program services to no less than 30 women for the one-year grant period.
Administrative support to conduct regular case staffing, provide services, collect and report data,
and monitor program outcomes.
Accomplishments will be measured and documented in the following manner: Successful
completions will be measured by number of days required to complete program, maintenance of
program through system of accountability- free of new
Application Ref#2019-JAGC-3488 Section#2 Page 3 of 6
Contract# 2020-JAGC-MONR-2-Y5-115
14
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
charges and disciplinary reports leading to solitary confinement, completion of daily assignments,
Phase 1 and 2 "homework" assignments requirements in order to successfully graduate from the
program and clients will remain substance free throughout the duration of program documented
by monthly random drug test. Tests used are a 10 panel dip stick testing for amphetamine,
benzodiazepines, cocaine, opiates, synthetic opiates, THC, PCP, barbiturates, MDMA and
methadone. These tests also include adulteration and temperature strips to ensure the sample
has not been tampered or masked. 80% follow-up with aftercare services.
Evidence Based Services Provided Include: Program services will be delivered using five
evidence-based practices including a Cognitive Behavioral Therapy (CBT) based curriculum
Substance Abuse and Criminal Conduct: Strategies for Self-Improvement and Change (SSC).
Throughout the treatment episode participants use a client workbook that belongs to them.
Additionally, Moral Reconation Therapy, another systematic treatment strategy that seeks to
decrease recidivism among criminal offenders by increasing moral reasoning is included.
Treatment in the correctional setting will incorporate trauma-informed and gender-responsive
treatment through the use of the evidenced-based "Seeking Safety" treatment model that
incorporates treatment of PTSD into traditional treatment of substance use disorders. Seeking
Safety offers 25 treatment topics. In addition, four combination topics are Introduction to
Treatment/Case Management, Safety, The Life Choices Game (Review), and Termination. These
relational models support the development of healthy relationships with self, significant others,
and the community at large in order to reduce the risk of relapse and recidivism. Relapse
Prevention Therapy incorporates Motivational Interviewing to facilitate movement through the
stages of change, and helps participants develop real life tools to cope with relapse triggers.
Anger Management is a CBT based SAMHSA 12 session treatment model.
Monroe County will use grant funds to pay for unit costs associated with the Women's Jail
Incarceration Drug Abuse Treatment Program. Deliverables will be completed in accordance with
the contractual agreements between the subrecipient and their local vendor/providers (at any tier).
Documentation of deliverables performed by the subrecipient and their local contractors/providers
must be maintained by the subrecipient and made available for monitoring. Example
documentation includes, but is not limited to, procurement records (including quotes, competitive
solicitation/bids, etc.), purchase orders, packing slips, delivery/receivable documents, invoices,
proof of payment, etc. Documentation for services include, but are not limited to, client activity
logs, participant sign-in sheets, timesheets, and/or billing documentation.
Documentation and minimum performance required for drawdown of funds includes the
completion of at least one activity described in the scope of work above as attested to on the
financial expenditure/claim report.
All activities discussed in the scope of work or project deliverables are for the local government
and implementing agency identified on this award unless noted otherwise. No other local, state, or
federal funds will be leveraged for the cost elements identified in this agreement.
Application Ref#2019-JAGC-3488 Section#2 Page 4 of 6
Contract# 2020-JAGC-MONR-2-Y5-115
15
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section Questions:
Question: What percentage of the total cost of this project is being funded by sources other than
this award?
Answer: 32
Question: What is the name of the jurisdiction(s)your agency provides service to. (e.g., City of
Miami, Orange County, State of Florida)
Answer: Monroe County
Question: What is the address of the location being used to provide services for this project?
Answer: Monroe County Detention Center
5501 College Road
Key West, FL 33040
Question: Describe your agency. (e.g., non-profit, community based, government)
Answer: Local Government
Question: Have you verified that the subgrantee has an active and current registration in
SAM.gov?
Answer: Yes
Question: What is the Operating Capital Outlay threshold used by the subgrantee?
If the implementing agency is a sheriff's office, indicate the sheriff's office's threshold
instead.
Answer: N/A
Question: Does the subgrantee receive a single grant in the amount of$750,000 or more from
the U.S. Department of Justice?
Answer: No
Question: Does the implementing agency receive a single grant in the amount of$750,000 or
more from the U.S. Department of Justice?
Answer: No
Question: In your organization's preceding completed fiscal year, did your organization (the
subgrantee) receive at least (a) 80 percent or (b) $25,000,000 of your annual gross
revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or
cooperative agreements?
Answer: Yes
Question: If you answered yes above, does the public have access to information about the
compensation of the executives in your 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: Yes
Question: What is the combined population of the jurisdiction(s)your agency provides services
to (according to the 2010 census)?
Answer: 73090
Application Ref#2019-JAGC-3488 Section#2 Page 5 of 6
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Application Ref#2019-JAGC-3488 Section#2 Page 6 of 6
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
General Performance Info:
Performance Reporting Frequency: Quarterly
Prime Purpose Area: 07 - Corrections
State Purpose Area: 1 G - General Questions
Objectives and Measures
Objective: General Questions- General Questions for All Recipients
Measure: General01
Will your organization be using the crimesolutions.gov website during the grant
period regardless of JAG funding? Crimesolutions.gov provides information on
several crime reduction and prevention programs and practices.
Goal: No
Measure: General02
Will your organization be using the The National Training and Technical Assistance
Center (NTTAC) during the grant period, regardless of JAG funding? The NTTAC
serves as BJA's training and technical assistance center. You can find resources,
tools, webinars, and TTA support on a variety of criminal justice issues and
initiatives.
Goal: No
Measure: General03
Will your organization be using the NCJP.org website during the grant period,
regardless of JAG funding? NCJP.org contains resources to support strategic
planning, program development, and implementation of evidence-based policy and
practice.
Goal: No
Measure: General04
Will your organization be using the Evidence-Based Policing Matrix during the grant
period regardless of JAG funding? The Evidence-Based Policing Matrix provides
information on evidence-based practices for law enforcement.
Goal: No
Measure: General05
Will your organization be using the What Works in Reentry Clearinghouse during the
grant period regardless of JAG funding? The clearinghouse provides research on the
effectiveness of reentry programs and practices.
Goal: No
Measure: General06
Application Ref#2019-JAGC-3488 Section#3 Page 1 of 8
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Will your organization be using Research to Practice during the grant period
regardless of JAG funding? Research to Practice promotes the dissemination of
research on drug courts to practitioners and policymakers.
Goal: No
Measure: General07
Will your organization be using any other resources during the grant period
regardless of JAG funding? If yes, please describe them.
Goal: No
Measure: General08
During the grant period, will your agency conduct or sponsor (with or without JAG
funds) a survey or focus group of citizens on any of the following topics? Enter all
that apply from the following list: Public satisfaction with police services; public
satisfaction with prosecution services; public satisfaction with public
defender/indigent defense services; public satisfaction with courts; public perceptions
of crime/disorder problems; personal crime experiences of citizens; none of the
above; unsure/don't know.
Goal: None of the above
Measure: General09
During the grant period, which of the following community activities will your
organization be involved in, with or without JAG funds and how often will they each
occur (yearly, monthly, etc.)? Choose from the following list: Hosting community
meetings; attending community meetings; distributing a newsletter, e-mail, or other
bulletin; attending community events; conducting social media activities; conducting
outreach to minority populations; other (please describe)
Goal: Attend community meetings (suicide prevention taskforce, substance abuse planning
meeting).
Measure: General10
Law Enforcement Agencies ONLY: In which of the following ways has your agency
fostered community involvement in the last year? Enter all that apply from the
following list: Citizen Review Board or other review board with citizen representation,
Citizen's Police Academy, Internships for university or high school students,
Volunteer Program, Auxiliary police officer program, Police Cadet Program, k-12
school programs, Youth Athletic Programs, Other (please Describe), None of the
above, Unsure/Don't know.
Goal: N/A
Measure: General11
Identify the goal(s) you hope to achieve with your funding. If you have
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Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
multiple goals, describe each goal separately.
Goal: 1) Serve min. 30 women per FY w/an 80% successful completion rate; 2) Education
about substance abuse &the relationship to criminal thinking & behavior through
increasing svcs. to include 5 evidence-based curriculums & individual mental hlth
therapy w/a licensed therapist; 3)Assist in developing & practicing use of healthy
coping skills during the 6-mo. treatment program; 4) Reduce recidivism due to
substance use related crimes; 5) Increase aftercare follow-up for individual/group
therapy.
Measure: General12
Are the subrecipient and implementing agency aware that they will be required to
report on the status of the identified goals during each reporting period?
Goal: Yes
Measure: General13
Describe any barriers you may encounter which may prevent you from achieving
your identified goal(s).
Goal: Successful completion of the Jail Program includes several variables coming
together. Clients must have at minimum 182 days incarcerated to fulfil completion
requirements. Un-sentenced clients participating as a court ordered volunteer may
be released before they are able to complete treatment. Volunteers are accepted as
the program goal is to serve as many females as possible w/in program guidelines.
Volunteers to the program are not consistently motivated as court ordered/mandated
clients.
Measure: General14
Are you aware that the Office of Criminal Justice Grants encourages recipients to
report on any noteworthy accomplishments, success stories, or program results that
they would like to showcase?
Goal: Yes
Measure: General 11 b
What major activities are planned for each of your goals listed in question 11?
Goal: Collaborate w/State's Atty, Public Defender& Justice system to incr. referrals to the
Jail Program, presentations in the dorm to capture volunteers to the program;
Treatment 5 days per week w/anger mgmt, AA&NA recovery grps; Individual therapy
by Lic. Mental Hlth Counselor; Clients present wkly on their progress, to demonstrate
their knowledge & understanding of principles learned in grps; Link 100% of clients
w/aftercare&substance abuse treatment upon discharge incl. MAT if needed.
State Purpose Area: 5C - Consultants/Contracts
Application Ref#2019-JAGC-3488 Section#3 Page 3 of 8
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Objectives and Measures
Objective: Consultants/Contracts- Questions for all recipients using consultants/contracts.
Measure: Consultants'!
Please describe what consultants/contracts will be paid for with JAG funds during the
grant period. Include names, titles and areas of expertise where applicable.
Goal: JAG funds will support a Jail Incarceration Treatment Program (JIP) that provides
substance abuse treatment services, to female inmates in the Monroe County
Detention Center, to lay a foundation for sustained recovery. The (JIP) program met
the highest CARF standards and received recognition for its positive relationships
between correctional staff and treatment/clinical staff. The program was reviewed
and received renewed a three-year accreditation in June 2019.
State Purpose Area: R25 - Questions for recipients of an award $25,000 or more.
Objectives and Measures
Objective: C General - Corrections questions for recipients of an award $25,000 or more.
Measure: C01
How would you describe your facility? Choose all that apply from the following list:
Adult jail, Adult prison, Juvenile detention center, Other (please describe).
Goal: Adult Jail
Measure: CO2
Regardless of JAG funding, who does your facility house? Choose all that apply from
the following list: Adult males, Adult females, Juvenile males, Juvenile females, Other
(please describe).
Goal: Adult Males and Adult Females
Measure: CO3
How many supervision employees does your office/facility currently have on staff?
Please count both full- and part-time employees.
Goal: 2
Measure: C04
Of the supervision employees your office/facility currently has on staff, how many are
JAG funded?
Goal: 0
Measure: C05
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Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
How many nonsupervision employees does your office/facility currently have on
staff? Please count both full- and part-time employees.
Goal: 4
Measure: C06
Of the nonsupervision employees your office/facility currently has on staff, how many
are JAG funded?
Goal: 3
Measure: C07
What is the operational (or rated) capacity of your correctional facility/facilities? If the
award benefits more than one facility, please report the combined capacity.
Goal: 596
Measure: C08
How many people are housed at your facility, regardless of JAG funding? If the
award benefits more than one facility, please report the combined inmate/resident
population.
Goal: 561
Measure: C09
Will you use JAG funds to support Prison Rape Elimination Act compliance?
Goal: Yes
Measure: C10
Which of the following assessments or screenings does your agency typically
conduct? Choose all that apply from the following: Risk/needs assessment, Mental
health screening, Substance Abuse screening, Trauma screening, Physical health
assessment, Intellectual disabilities assessment, None of the above, Other (please
describe).
Goal: Risk/Needs Assessment, Mental Health Screening, Substance Abuse Screening and
Trauma Screening.
Measure: C11
When are candidates typically assessed/screened for the above? Choose from the
following: Upon arrest/preadjudication, Within the first 6 weeks of sentencing, Within
the first 6 months of sentence/time served, Post release, None of the above, Other
(please describe).
Goal: Within the first six (6)weeks of sentencing; within the first six (6) months of
sentence/time served.
Objective: C Program - Project specific corrections questions for recipients of an award $25,000
or more.
Measure: C12
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Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
During the grant period, will you have a specific corrections program which will be
partially or fully funded by JAG? If yes, what is the name of this program? (Programs
are considered continuous initiatives, processes, or other focused efforts defined by
goals. If you will operate more than one program, answer for each separately.
Goal: 1
Measure: C13
If you will operate a corrections program with JAG funds during the grant period,
what is the name of the facility/facilities where the program is operating? If this is a
state-wide initiative, please enter"state wide". If you will operate more than one
program, answer for each separately.
Goal: N/A
Measure: C14
If you will operate a corrections program with JAG funds during the grant period,
what percentage of the program's total costs will be paid for with sources other than
this JAG award? If you will operate more than one program, answer for each
separately.
Goal: 32%
Measure: C15
If you will operate a corrections program with JAG funds during the grant period,
what is the initiation year of that program, regardless of when it received JAG
funding? If you will operate more than one program, answer for each separately.
Goal: 1997
Measure: C16
Describe the population that your JAG funded corrections program serves (e.g.,
violent offenders, sex offenders, drug offenders). If you will operate more than one
program, answer for each separately.
Goal: Women in need of substance abuse treatment.
Measure: C17
Are you or a partner planning or conducting an evaluation of your corrections
program? If you will operate more than one program, answer for each separately.
Goal: Yes
Measure: C18
If you or a partner are planning or conducting an evaluation of your corrections
program, describe the current status of the evaluation, its purpose, who is conducting
the evaluation and the evaluation results if applicable. If you will operate more than
one program being evaluated,
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Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
answer for each separately.
Goal: The service provider has a performance improvement plan that evaluates
programming and outcomes. Evaluation data is compiled through WestCare and
includes fidelity on evidence based programs, outcome measures foe Seeking Safety
and satisfaction surveys.
Measure: C19
What is the capacity of your program? This is the maximum number of participants
your program can accommodate an any given time. If you will operate more than one
program, answer for each separately.
Goal: 35
Measure: C20
What is the policy/practice on how people get off the waiting list and enter your
program? If you will operate more than one program, answer for each separately.
Goal: There is no wait list for this program. Intake flow occurs through court orders.
Measure: C21
What corrections and/or reentry services will you provide during the grant period? If
you will operate more than one program, answer for each separately. Choose all that
apply from the following list: Cognitive based, Educational, Employment,
Healthcare/Medicaid eligibility, Housing, Mental Health, Pro-social, Substance abuse,
Transportation, Vocational, Individualized case planning, Family engagement, Other
(please describe).
Goal: Cognitive based, educational healthcare/Medicaid eligibility, housing mental health,
pro-social, substance abuse, individualized case planning, trauma specific services.
Measure: C22
How many JAG-funded staff members are involved in the program? If you will
operate more than one program, answer for each separately.
Goal: Three (3) direct staff totaling .8241 FTEs.
Measure: C23
How many non JAG-funded staff members are involved in the program? If you will
operate more than one program, answer for each separately.
Goal: Two (2) direct staff totaling .3 FTEs and three (3) non-direct staff totaling .052 FTEs.
Measure: C24
Regardless of JAG funding, how many total participants are currently enrolled in your
corrections program? If you operated more than one program, answer for each
separately.
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Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Goal: 11
Measure: C25
Regardless of JAG funding, approximately how many candidates will be screened for
eligibility for your corrections program during the grant period? Candidates are those
identified at the time of arrest or referred by criminal justice professionals but who
may not necessarily be deemed eligible for participation. If you will operate more
than one program, answer for each separately.
Goal: Candidates are not screened by program staff. Minimum requirements of
incarceration for six (6) months and women in need of substance abuse treatment.
Attorneys work with their clients to determine if they would like to participate then
work with the State's Attorney for plea and court order.
Measure: C26
Regardless of JAG funding, approximately how many new participants will receive
services for the first time during the grant period? If you will operate more than one
program, answer for each separately.
Goal: 30
Measure: C27
Regardless of JAG funding, approximately how many participants will successfully
complete all corrections program requirements during the grant period? If you will
operate more than one program, answer for each separately.
Goal: 28
Measure: C28
Regardless of JAG funding, approximately how many participants will not complete
the corrections program (unsuccessfully exited)for any reason during the grant
period? If you will operate more than one program, answer for each separately.
Goal: 2
Measure: C29
Are you aware that you will be required to complete the corrections questionnaire
and submit it to your grant manager alongside each performance report.
Goal: Yes
Application Ref#2019-JAGC-3488 Section#3 Page 8 of 8
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
General Financial Info:
Note: All financial remittances will be sent to the Chief Financial Officer
of the Subgrantee Organization.
Financial Reporting Frequency for this Subgrant: Quarterly
Is the subgrantee a state agency?: No
FLAIR/Vendor Number: 596000749
Budget:
Budget Category Prime Match Total
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services $44,328.00 $0.00 $44,328.00
Expenses $0.00 $0.00 $0.00
Operating Capital $0.00 $0.00 $0.00
Outlay
Indirect Costs $0.00 $0.00 $0.00
-- Totals -- $44,328.00 $0.00 $44,328.00
Percentage 100.0 0.0 100.0
Project Generated Income:
Will the project earn project generated income (PGI)? No
Application Ref#2019-JAGC-3488 Section#4 Page 1 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Budget Narrative:
Budget Narrative:
The budget reflects costs directly associated with the provision of substance abuse treatment,
mental health and educational services to inmates of Monroe County jail. The unit cost rates were
derived by using the hourly rates from the FY 2018-19 state funding contract for Substance Abuse
and Mental Health services and dividing by four (4)to arrive at the quarter hour rates. A contract
with the treatment provider will be developed to be utilized during the established grant period.
Budget Detail
Salaries and Benefits = $0
Contractual Services
1)Assessments 125 quarter hours @ $20.80 = $2,600.00
2) Individual Therapy 264 quarter hours @ $16.77 = $4,427.28
3) Group Therapy 4,659 quarter hours @ $4.19 = $19,521.21
4) Case Management 783 quarter hours @ $22.71 = $17,781.93
Expenses = $0
Operating Capital Outlay = $0
Indirect Costs = $0
Total Budget= $44,330.42
1) Psychosocial Assessment:
Monroe County through a contracted treatment provider will interview all program participants for
the purposes of data collection of educational, employment, criminal, medical, family, substance
abuse and mental health histories to assist in the determination of the inmates' appropriateness for
the program and to update treatment plans.
Psychosocial Assessment Unit of Service:
Unit Rate for client direct service is $20.80 per qtr. hr.
Units Requested 125 qtr. hrs.
Total Cost Psychosocial Assessment= $2,600.00
2)Individual Therapy/Counseling:
Monroe County through its contracted treatment provider will provide counseling to all program
participants to review progress and develop treatment plans and work on treatment plan goals and
objectives.
Individual Therapy/Counseling Unit of Service:
The unit rate for client direct service is $16.77 per qtr. hr. Units Requested 264 qtr. hrs.
Total Cost Individual Therapy/Counseling = $4,427.28
3)Group Therapy:
Monroe County through its contracted treatment provider will provide group therapy to all program
participants weekly. Group counseling among program participants will be conducted to include
the introduction of"Self-help groups" and their attendance to establish an ongoing support
network.
Application Ref#2019-JAGC-3488 Section#4 Page 2 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
27
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Budget Narrative (Continued):
Group Therapy Unit of Service:
The unit rate for client direct service is $4.19 per qtr. hr. Units Requested 4,659 qtr. hrs.
Total Cost Group Therapy= $19,521.21
4) Case Management:
Monroe County through its contracted treatment provider will provide the coordination of adjunctive
services, discharge planning, communication with collateral contacts, linkage with other treatment
resources to all program participants.
Case Management Unit of Service:
The unit rate for client direct service is $22.71 per qtr. hr. Units Requested 783 qtr. hrs.
Total Cost Case Management= $17,781.93
Monthly invoices are provided to Monroe County by the treatment provider summarizing activities
for which they seek payment. Invoices are reviewed by Monroe County staff for approval of
payment. Any costs overruns will be paid for by Monroe County.
TOTAL PROGRAM COST: $44,330.42
TOTAL JAG FUNDED: $44,328
Basis for Unit Costs: Each service is based on the cost centers cited in 65E-14.021, FAC: Unit
Cost Method of Payment. This Rule was updated 4/27/2016.
DETAILED DESCRIPTION OF SERVICES:
1) Psychosocial Assessment Description - This Covered Service includes the systematic collection
and integrated review of individual-specific data, such as examinations and evaluations. This data
is gathered, analyzed, monitored and documented to develop the person's individualized plan of
treatment and to monitor recovery. Assessment specifically includes efforts to identify the person's
key medical and psychological needs, competency to consent to treatment, history of mental
illness or substance use and indicators of co-occurring conditions, as well as clinically significant
neurological deficits, traumatic brain injury, organicity, physical disability, developmental disability,
need for assistive devices, and physical or sexual abuse or trauma.
Unit of Measure: Direct Staff Hour
Treatment Provider Contract: $83.18
Subgrant Application: $20.80 per quarter hour
2) Individual Counseling Description - Outpatient services provide a therapeutic environment,
which is designed to improve the functioning or prevent further deterioration of persons with mental
health and/or substance abuse problems. These services are usually provided on a regularly
scheduled basis by appointment, with arrangements made for non-scheduled visits during times of
increased stress or crisis. Outpatient services may be provided to an individual or in a group
setting. The group size limitations applicable to the Medicaid program shall apply to all Outpatient
services provided by a SAMH-Funded Entity. This covered service shall include clinical
Application Ref#2019-JAGC-3488 Section#4 Page 3 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
28
Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Budget Narrative (Continued):
supervision provided to a service provider's personnel by a professional qualified by degree,
licensure, certification, or specialized training in the implementation of this service.
Unit of Measure: Direct Staff Hour
Treatment Provider Contract: $67.09
Subgrant Application: $16.77 per quarter hour
3) Group Therapy Description - Outpatient services provide a therapeutic environment, which is
designed to improve the functioning or prevent further deterioration of persons with mental health
and/or substance abuse problems. These services are usually provided on a regularly scheduled
basis by appointment, with arrangements made for non-scheduled visits during times of increased
stress or crisis. Outpatient services may be provided to an individual or in a group setting. The
group size limitations applicable to the Medicaid program shall apply to all Outpatient services
provided by a SAMH-Funded Entity. This covered service shall include clinical supervision
provided to a service provider's personnel by a professional qualified by degree, licensure,
certification, or specialized training in the implementation of this service.
Unit of Measure: Direct Staff Hour
Treatment Provider Contract: $16.77
Subgrant Application: $4.19 per quarter hour
4) Case Management Description - Case management services consist of activities that identify
the recipient's needs, plan services, link the service system with the person, coordinate the various
system components, monitor service delivery, and evaluate the effect of the services received.
This covered service shall include clinical supervision provided to a service provider's personnel by
a professional qualified by degree, licensure, certification, or specialized training in the
implementation of this service.
Unit of Measure: Direct Staff Hour
Treatment Provider Contract: $90.84
Subgrant Application: $22.71 per quarter hour
Application Ref#2019-JAGC-3488 Section#4 Page 4 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section Questions:
Question: If the budget contains salaries and benefits, will this project result in a net personnel
increase, or continue to fund a prior federally grant funded net personnel increase?
Answer: No
Question: If Expenses or Operating Capital Outlay are included in your budget, what will be the
method of procurement for those items? (e.g., competitive bid, sole source, state term
contract)
Answer: N/A
Question: If indirect cost is included, explain the indirect cost plan. Provide documentation of
approval.
Answer: N/A
Question: If contractual services in the budget are based on unit costs, provide a definition and
breakdown of cost for each service. Include the methodology for the unit cost plan
and when it was approved.
Answer: The budget reflects costs directly associated with the provision of substance abuse
treatment, mental health and educational services to inmates of Monroe County jail.
The unit cost rates were derived by using the hourly rates from the FY 2017-18 state
funding contract for Substance Abuse and Mental Health (SAMH) services and
dividing by four(4) to arrive at the quarter hour rates. A contract with the treatment
provider will be developed to be utilized during the established grant period.
Application Ref#2019-JAGC-3488 Section#4 Page 5 of 5
Contract# 2020-JAGC-MONR-2-Y5-115
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Rule Reference 11D-9.006 OCJG-005(rev.October 2005)
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
SUBAWARD STANDARD CONDITIONS
The State of Florida, Department of Law Enforcement (FDLE) is a recipient of federal JAG funds. FDLE, as the non-
federal pass-through entity and State Administering Agency (SAA)for this program, subawards JAG funds to eligible
units of government. All subawards made by FDLE to units of government under this program require compliance
with the agreement and Standard Conditions upon signed acceptance of the subaward.
Upon approval of the application, or subaward, the following terms and conditions will become binding. As a unit of
government, the subrecipient will maintain required state and federal registrations and certifications for eligibility
under this program. For JAG-Countywide subawards, the designated County Coordinator for local units of
government will submit documentation in accordance with Florida Administrative Code 11 D-9 supporting the strategic
planning for allocation of these funds. The subrecipient agrees to submit required programmatic and financial reports
supporting eligible activities were completed in accordance with the grant and program requirements.
The Department will only reimburse subrecipients for authorized activities. The Department will not reimburse for
costs incurred for any purpose other than those specified in the agreement. Failure to comply with provisions of this
agreement, or failure to perform grant activities as specified in the agreement, will result in required corrective action
up to and including financial consequences. A financial consequence may be imposed for non-compliance in
accordance with 2 C.F.R. § 200 and these Standard Conditions, including but not limited to project costs being
disallowed,withholding of federal funds and/or termination of the project.
GENERAL REQUIREMENTS
All subrecipients must comply with the financial and administrative requirements set forth in the following:
Current edition of the U.S. Department of Justice(DOJ)Grants Financial Guide
htti2s://oil2.gov/financiaiguide/doi/pdfs/DOJ FinancialGuide.pdf
Office of Management and Budget(OMB) Uniform Grant Guidance(2 CFR Part 200)
Subpart A, Definitions
Subparts B-D,Administrative Requirements
Subpart E, Cost Principles
Subpart F,Audit Requirements and all applicable Appendices
Code of Federal Regulations: w.gpo.gov/fdsys/
2 C.F.R.§175.15(b),Award Term for Trafficking in Persons
28 C.F.R.§38, Equal Treatment for Faith-Based Organizations
28 C.F.R.§66, U.S. Department of Justice Common Rule for State and Local Governments
28 C.F.R.§83, Government-Wide Requirements for Drug-Free Workplace
28 C.F.R.§§ 18,22,23,30, 35,42, 61,and 63
State of Florida General Records Schedule GS1-SL for State and Local Government Agencies:
http://dos.myflorida.com/media/693574/general-records-schedulegs01-sl.pdf and
http://dos.myflorida.com/media/698314/gs2-si-2017-final.i2df
State of Florida Statutes
Section 215.971, F.S.,Agreements funded with federal or state assistance
Section 215.985, F.S., Transparency in government spending
FY17/SFY2018 JAG Standard Conditions Page 1 of 16
Rev. 09/2018
31
DEFINITIONS at 48 CFR Subpart 2.1 (Definitions). It is $3,500
except as otherwise discussed in Subpart 2.1 of that
Disallowed costs means those charges to a Federal regulation, but this threshold is periodically adjusted
award that the Federal awarding agency or pass- for inflation.
through entity determines to be unallowable, in
accordance with the applicable Federal statutes, Modified Total Direct Cost(MTDC) means all direct
regulations, or the terms and conditions of the Federal salaries and wages, applicable fringe benefits,
award. materials and supplies, services, travel, and up to the
first $25,000 of each subaward (regardless of the
Equipment means tangible personal property period of performance of the subawards under the
(including information technology systems) having a award). MTDC excludes equipment, capital
useful life of more than one year and a per-unit expenditures, charges for patient care, rental costs,
acquisition cost which equals or exceeds the lesser of tuition remission, scholarships and fellowships,
the capitalization level established by the non-Federal participant support costs and the portion of each
entity for financial statement purposes, or$5,000. See subaward in excess of$25,000. Other items may only
also §§200.12 Capital assets, 200.20 Computing be excluded when necessary to avoid a serious
devices, 200.48 General purpose equipment, 200.58 inequity in the distribution of indirect costs, and with
Information technology systems, 200.89 Special the approval of the cognizant agency for indirect
purpose equipment, and 200.94 Supplies. costs.
Grant agreement means a legal instrument of Non-Federal entity is a state, local government,
financial assistance between a Federal awarding Indian tribe, institution of higher education (IHE), or
agency or pass-through entity and a non-Federal nonprofit organization that carries out a Federal
entity that, consistent with 31 U.S.C. 6302, 6304, is award as a recipient or subrecipient.
used to enter into a relationship the principal purpose
of which is to transfer anything of value from the Non-federal pass-through entity is a non-Federal
Federal awarding agency or pass-through entity to the entity that provides a subaward to a subrecipient to
non-Federal entity to carry out a public purpose carry out part of a Federal program; the Florida
authorized by a law of the United States (see 31 Department of Law Enforcement (FDLE) is the non-
U.S.C. 6101(3)); and not to acquire property or federal pass-through entity for this agreement, also
services for the Federal awarding agency or pass- referred to as the State Administering Agency(SAA).
through entity's direct benefit or use; and is
distinguished from a cooperative agreement in that it Period of performance means the time during which
does not provide for substantial involvement between the non-Federal entity may incur new obligations to
the Federal awarding agency or pass-through entity carry out the work authorized under the Federal
and the non-Federal entity in carrying out the activity award. The Federal awarding agency or pass-through
contemplated by the Federal award. entity must include start and end dates of the period
of performance in the Federal award (see §§200.210
Improper payment means any payment that should Information contained in a Federal award paragraph
not have been made or that was made in an incorrect (a)(5) and 200.331 Requirements for pass-through
amount (including overpayments and underpayments) entities, paragraph (a)(1)(iv)).
under statutory, contractual, administrative, or other
legally applicable requirements and; Improper Protected Personally Identifiable Information (PII)
payment includes any payment to an ineligible party, means an individual's first name or first initial and last
any payment for an ineligible good or service, any name in combination with any one or more of types of
duplicate payment, any payment for a good or service information, including, but not limited to social security
not received (except for such payments where numbers; passport numbers; credit card numbers;
authorized by law), any payment that does not clearances; bank numbers; biometrics; date and place
account for credit for applicable discounts, and any of birth; mother's maiden name; criminal, medical, and
payment where insufficient or lack of documentation financial records; and educational transcripts. This
prevents a reviewer from discerning whether a does not include PH that is required by law to be
payment was proper. disclosed. (See also § 200.79 Personally Identifiable
Information (PII)).
Micro-purchase means a purchase of supplies or
services using simplified acquisition procedures, the Questioned cost means a cost that is questioned by
aggregate amount of which does not exceed the the auditor because of an audit finding 1)that resulted
micro-purchase threshold. The non-Federal entity from a violation or possible violation of a statute,
uses such procedures in order to expedite the regulation, or the terms and conditions of a Federal
completion of its lowest-dollar small purchase award, including for funds used to match Federal
transactions and minimize the associated funds; 2)where the costs, at the time of the audit, are
administrative burden and cost. The micro-purchase not supported by adequate documentation; or 3)
threshold is set by the Federal Acquisition Regulation where the costs incurred appear unreasonable and do
FY17/SFY2018 JAG Standard Conditions Page 2 of 16
Rev. 09/2018
32
not reflect the actions a prudent person would take in the expected start date.
the circumstances.
If a project is not operational within 90 days of the
Simplified acquisition threshold means the dollar original start date of the award period, the
amount below which a non-Federal entity may subrecipient must submit a second statement to
purchase property or services using small purchase the Department explaining the implementation
methods. Non-Federal entities adopt small purchase delay.
procedures in order to expedite the purchase of items
costing less than the simplified acquisition threshold. Upon receipt of the ninety (90) day letter, the
The simplified acquisition threshold is set by the Department shall determine if the reason for
Federal Acquisition Regulation at 48 C.F.R. Subpart delay is justified or shall, at its discretion,
2.1 (Definitions) and in accordance with 41 U.S.C. § unilaterally terminate this agreement and re-
1908. As of the publication of this part, the simplified obligate subaward funds to other Department
acquisition threshold is $150,000, but this threshold is approved projects. The Department, where
periodically adjusted for inflation. (Also see definition warranted by extenuating circumstances, may
of Micro-purchase, 2 C.F.R.§200.67) extend the starting date of the project past the
ninety (90) day period, but only by formal written
Subaward is an award provided by a pass-through adjustment to this agreement.
entity to a subrecipient for the subrecipient to carry
out part of a Federal award received by the pass- 3.0 Supplanting - The subrecipient agrees that
through entity. It does not include payments to a funds received under this award will not be used
contractor or payments to an individual that is a to supplant state or local funds, but will be used
beneficiary of a Federal program. A subaward may be to increase the amounts of such funds that
provided through any form of legal agreement, would, in the absence of federal funds, be made
including an agreement that the pass-through entity available for law enforcement activities.
considers a contract.
4.0 Personnel Changes - The subrecipient agrees
Subrecipient means a non-Federal entity that to promptly notify the Department through the
receives a subaward from a pass-through entity to SIMON Help Desk of any change in chief officials
carry out part of a Federal program; but does not or key project staff, including changes to contact
include an individual that is a beneficiary of such information or title changes. The subrecipient
program. A subrecipient may also be a recipient of acknowledges that some changes in points of
other Federal awards directly from a Federal contact will require formal grant adjustment to
awarding agency. reflect the change in the agreement.
Supplies means all tangible personal property other 5.0 Non-Procurement, Debarment and
than those described in §200.33 Equipment. A Suspension -The subrecipient agrees to comply
computing device is a supply if the acquisition cost is with Executive Order 12549, Debarment and
less than the lesser of the capitalization level Suspension and 2 C.F.R. § 180, "OMB
established by the non-Federal entity for financial Guidelines To Agencies On Government wide
statement purposes or $5,000, regardless of the Debarment And Suspension (Non-procurement)".
length of its useful life. See also §§200.20 Computing These procedures require the subrecipient to
devices and 200.33 Equipment. certify it shall not enter into any lower tiered
covered transaction with a person who is
SECTION 1: TERMS AND debarred, suspended, declared ineligible or is
CONDITIONS voluntarily excluded from participating in this
- - - - covered transaction, unless authorized by the
Department. If the subaward is $100,000 or
1.0 Payment Contingent on Appropriation and more, the sub recipient and implementing agency
Available Funds - The State of Florida's certify that they and their principals:
obligation to pay under this agreement is
contingent upon an annual appropriation by the 1) Are not presently debarred, suspended,
Florida Legislature. Furthermore, the obligation proposed for debarment, declared ineligible,
of the State of Florida to reimburse subrecipients sentenced to a denial of federal benefits by a
for incurred costs is subject to available federal state or federal court, or voluntarily excluded
funds. from covered transactions by any federal
2.0 Commencement of Project - If a project is not department or agency;
operational within 60 days of the original start 2) Have not within a three-year period
date of the award period, the subrecipient must preceding this application been convicted of
report by letter to the Department the steps taken or had a civil judgment rendered against
to initiate the project, the reasons for delay, and them for commission of fraud or a criminal
FY17/SFY2018 JAG Standard Conditions Page 3 of 16
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33
offense in connection with obtaining, condition, means an adult facility or detention
attempting to obtain, or performing a public center owned and/or operated by city, county, or
(federal, state, or local) transaction or municipality. It does not include juvenile
contract under a public transaction; violation detention centers. "Pay-to-stay" programs as
of federal or state antitrust statutes or referenced in this condition, means a program by
commission of embezzlement, theft, forgery, which extraordinary services, amenities and/or
bribery, falsification or destruction of records, accommodations, not otherwise available to the
making false statements, or receiving stolen general inmate population, may be provided,
property; based upon an offender's apparent ability to pay,
such that disparate conditions of confinement are
3) Are not presently indicted for or otherwise created for the same or similar offenders within a
criminally or civilly charged by a jurisdiction.
governmental entity (federal, state, or local)
with commission of any of the offenses 10.0 The Coastal Barrier Resources Act - The
enumerated in paragraph (1)(b) of this subrecipient will comply and assure the
certification; and compliance of all contractors with the provisions
of the Coastal Barrier Resources Act (P.L. No.
4) Have not within a three-year period 97-348)dated October 19, 1982 (16 USC 3501 et
preceding this application had one or more seq.)which prohibits the expenditure of most new
public transactions (federal, state, or local) federal funds within the units of the Coastal
terminated for cause or default. Barrier Resources System.
6.0 Federal Restrictions on Lobbying - In general,
as a matter of federal law, federal funds may not 11.0 Background Check - Whenever a background
be used by any subrecipient at any tier, either screening for employment or a background
directly or indirectly, to support or oppose the security check is required by law for employment,
enactment, repeal, modification, or adoption of unless otherwise provided by law, the provisions
any law, regulation, or policy, at any level of of§435, F.S. shall apply.
government. See 18 U.S.C. § 1913.
All employees in positions designated by law as
Another federal law generally prohibits federal positions of trust or responsibility shall be
funds from being used by any subrecipient at any required to undergo security background
tier, to pay any person to influence (or attempt to investigations as a condition of employment and
influence) a federal agency, a Member of continued employment. For the purposes of the
Congress, or Congress (or an official or subsection, security background investigations
employee of any of them) with respect to the shall include, but not be limited to, employment
awarding of a federal grant or cooperative history checks, fingerprinting for all purposes and
agreement, subgrant, contract, subcontract, or checks in this subsection, statewide criminal and
loan, or with respect to actions such as renewing, juvenile records checks through the Florida
extending, or modifying any such award. See 31 Department of Law Enforcement, and federal
U.S.C. § 1352. criminal records checks through the Federal
Bureau of Investigation, and may include local
7.0 State Restrictions on Lobbying - In addition to criminal records checks through local law
the provisions contained above, the expenditure enforcement agencies.
of funds for the purpose of lobbying the
legislature or a state agency is prohibited under 12.0 Such background investigations shall be
this agreement. conducted at the expense of the employing
agency or employee. Privacy Certification - The
8.0 Additional Restrictions on Lobbying - The subrecipient must comply with all confidentiality
subrecipient understands and agrees that it requirements of 42 U.S.C. § 3789g and 28 C.F.R.
cannot use any federal funds, either directly or § 22 that are applicable to collection, use, and
indirectly, in support of the enactment, repeal, revelation of data or information. Subrecipient
modification or adoption of any law, regulation or further agrees, as a condition of grant approval,
policy, at any level of government, without the to submit a Privacy Certificate that is in accord
express prior written approval of the Office of with requirements of 28 C.F.R. §§ 22 and, in
Justice Programs. particular, 22.23. Privacy Certification forms must
be signed by the subrecipient or implementing
9.0 "Pay—to—Stay" - Funds from this award may not agency chief official or an individual with formal,
be used to operate a "pay-to-stay" program in written signature authority for the chief official.
any local jail. Furthermore, no funds may be
given to local jails that operate "pay-to-stay" 13.0 Conferences and Inspection of Work -
programs. "Local jail", as referenced in this Conferences may be held at the request of any
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34
party to this agreement. At any time, a Equal Employment Opportunity Program
representative of the Department, of the U.S. (EEOP) -A subrecipient or implementing agency
Department of Justice, or the Auditor General of must comply with all applicable requirements in
the State of Florida, have the right of visiting the 28 C.F.R. §42, Subpart E.
project site to monitor, inspect and assess work
performed under this agreement. Subrecipients are advised to use the Office for
Civil Rights EEO Reporting Tool to satisfy this
14.0 Insurance for Real Property and Equipment - condition (https://oir).gov/about/ocr/eeop.htm).
The subrecipient must, at a minimum, provide the
equivalent insurance coverage for real property 3.0 Title IX of the Education Amendments of 1972
and equipment acquired or improved with If the subrecipient operates an education
Federal funds as provided to property owned by program or activity, the subrecipient must comply
the non-Federal entity. with all applicable requirements of 28 C.F.R. §
54, "Nondiscrimination on the basis of sex in
15.0 Flood Disaster Protection Act - The sub education programs or activities receiving federal
recipient will comply with Section 102(a) of the financial assistance."
Flood Disaster Protection Act of 1973, Public Law
93-234, 87 Stat. 975, requiring that the purchase 4.0 Equal Treatment for Faith Based Organizations
of flood insurance in communities where such The subrecipient at any tier, must comply with all
insurance is available as a condition of the applicable requirements of 28 C.F.R. § 38, "Equal
receipt of any federal financial assistance for Treatment for Faith Based Organizations",
construction or acquisition purposes for use in specifically including the provision for written
any area that has been identified as an area notice to current or prospective program
having special flood hazards. beneficiaries.
16.0 Immigration and Nationality Act - No public
5.0 Americans with Disabilities Act-Subrecipients
must comply with the requirements of the
funds will intentionally be awarded to any Americans with Disabilities Act(ADA), Public Law
contractor who knowingly employs unauthorized 101-336, which prohibits discrimination on the
alien workers, constituting a violation of the basis of disability including provision to provide
employment provisions contained in 8 U.S.C. reasonable accommodations.
Section 1324a(e), Section 274A(e) of the
Immigration and Nationality Act ("INA"). The 6.0 Section 504 of the Rehabilitation Act of 1973
Department shall consider the employment by (28 C.F.R.§42,Subpart G)-Subrecipients must
any contractor of unauthorized aliens a violation comply with all provisions prohibiting
of Section 274A(e)of the INA. Such violation by discrimination on the basis of disability in both
the subrecipient of the employment provisions employment and the delivery of services.
contained in Section 274A(e)of the INA shall be
grounds for unilateral cancellation of this contract 7.0 Age Discrimination Act of 1975 - Subrecipients
by the Department. must comply with all requirements in Subpart I of
28 C.F.R. §42 which prohibits discrimination
SECTION II: CIVIL RIGHTS based on age in federally assisted programs.
REQUIREMENTS
8.0 Limited English Proficiency (LEP) - In
1.0 Participant Notification of Non-discrimination accordance with Department of Justice Guidance
FDLE does not discriminate on the basis of race, pertaining to Title VI of the Civil Rights Act of
color, religion, national origin, sex, disability or 1964, 42 U.S.C. §2000d, subrecipients of federal
age in the delivery of services, benefits or in financial assistance must take reasonable steps
employment. to provide meaningful access to their programs
and activities for persons with LEP. FDLE
2.0 Title VI of the Civil Rights Act of 1964 - The strongly advises subrecipients to have a written
subrecipient at any tier, must comply with all LEP Language Access Plan. For more
applicable requirements of 28 CFR § 42, information visit www.lep.gov.
specifically including any applicable requirements
in Subpart E that relate to an equal employment 9.0 Finding of Discrimination - In the event a
opportunity program. federal or state court or federal or state
administrative agency makes, after a due
Equal Employment Opportunity Certification process hearing, a finding of discrimination on
(EEOC) -A subrecipient or implementing agency the grounds of race, color, religion, national
must submit an EEO Certification annually within origin, sex, or disability against a subrecipient of
120 days of award. funds, the subrecipient will forward a copy of the
FY17/SFY2018 JAG Standard Conditions Page 5 of 16
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35
finding to FDLE and to the Office for Civil Rights, systems must be able to record and report on the
Office of Justice Programs. receipt, obligation, and expenditure of grant
funds; and able to accommodate a fund and
10.0 Filing a Complaint- If the subrecipient or any of account structure to separately track receipts,
its employees, contractors, vendors, or program expenditures, assets, and liabilities for awards,
beneficiaries has a discrimination complaint, they programs, and additional tiered subrecipients.
may file a complaint with the subrecipient, with The awarded funds may or may not be an
FDLE, or with the Office for Civil Rights. interest bearing account, but any earned interest
must be used for program purposes and
Discrimination complaints may be submitted to expended before the federal grant period end
FDLE at Office of the Inspector General, Post date. Any unexpended interest remaining at the
Office Box 1489, Tallahassee, Florida 32302- end of the federal grant period must be submitted
1489, or online at info .fdle.state.fl.us. Any to the Office of Criminal Justice Grants for
discrimination complaints filed with FDLE will be transmittal to DOJ.
reviewed by FDLE's Inspector General and
referred to the Office for Civil Rights, the Florida 2.0 Match -The value or amount of any"non-federal
Commission on Human Relations, or the Equal share," "match," or cost-sharing contribution
Employment Opportunity Commission, based on incorporated into the approved budget is part of
the nature of the complaint. the "project cost" for purposes of the 2 C.F.R. §
200 Uniform Requirements, and is subject to
Discrimination complaints may also be submitted audit. In general, the rules and restrictions that
to the Office for Civil Rights, Office of Justice apply to award funds from federal sources also
Programs, U.S. Department of Justice, 810 71h apply to funds in the approved budget that are
Street, Northwest,Washington, D.C. 20531, or by provided as"match"or through"cost sharing."
phone at(202)307-0690.
SECTION IV: SUBAWARD
11.0 Retaliation - In accordance with federal civil MANAGEMENT AND REPORTING
rights laws, the subrecipient shall not retaliate
against individuals for taking action or REQUIREMENTS
participating in action to secure rights protected
by these laws.
1.0 Obligation of Subrecipient Funds - Subaward
12.0 Non-discrimination Contract Requirements - funds shall not under any circumstances be
Subrecipients must include comprehensive Civil obligated prior to the effective date, or
Rights nondiscrimination provisions in all subsequent to the termination date, of the period
contracts funded by the subrecipient. of performance. Only project costs incurred on or
after the effective date, and on or prior to the
13.0 Pass-through Requirements - Subrecipients termination date of the subrecipient's project are
are responsible for the compliance of contractors eligible for reimbursement. All payments must be
and other entities to whom they pass-through completed within thirty (30)days of the end of the
funds including compliance with all Civil Rights subaward period of performance.
requirements. These additional tier subrecipients
must be made aware that they may file a 2.0 Use of Funds - Grant funds may be used only
discrimination complaint with the subrecipient, for the purposes in the subrecipient's approved
with FDLE, or with the USDOJ Office for Civil application. Subrecipients shall not undertake
Rights and provided the contact information. any work or activities not described in the
approved grant award, and that use staff,
SECTION III: FINANCIAL equipment, or other goods or services paid for
REQUIREMENTS AND with grant funds, without prior written approval
from FDLE's Office of Criminal Justice Grants
RESPONSIBILTY (OCJG).
1.0 Fiscal Control and Fund Accounting 3.0 Advance Funding - Advance funding may be
Procedures - All expenditures and cost provided to a subrecipient upon a written request
accounting of funds shall conform to the DOJ to the Department. The request must be
Grants Financial Guide, the 28 C.F.R. § 66, and electronically signed by the subrecipient or
2 C.F.R. §200 as applicable, in their entirety. implementing agency's Chief Financial Officer or
the Chief Financial Officer designee.
Subrecipients are required to establish and
maintain adequate accounting systems and 4.0 Performance and Reporting
financial records and to accurately account for
funds awarded to them. Financial management Reporting Time Frames - The Project Director,
FY17/SFY2018 JAG Standard Conditions Page 6 of 16
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36
Application Manager, or Performance Contacts services from an alternate source. Any payment
shall submit Monthly or Quarterly Project made in reliance on subrecipient's evidence of
Performance Reports to the Department, within performance, which evidence is subsequently
fifteen (15) days after the end of the reporting determined to be erroneous, will be immediately
period. In addition, if the subaward period is due to the Department as an overpayment.
extended beyond the "original" project period,
additional Project Performance Reports shall be 5.0 Grant Adjustments - Subrecipients must submit
submitted. a grant adjustment through SIMON for major
substantive changes such as changes in project
Failure to Submit - Performance Reports that activities or scope of the project, target
are not complete, accurate, and timely may result populations, service providers, implementation
in sanctions, as specified in Section IV, schedules, project director, and designs or
Subaward Management and Reporting research plans set forth in the approved
Requirements. agreement and for any budget changes that
affect a cost category that was not included in the
Report Contents - Performance Reports must original budget. Adjustments are also required
include a response to all objectives included in when there will be a transfer of 10% or more of
your subaward.A detailed response is required in the total budget between budget categories, or
the narrative portion for yes/no performance there is an indirect cost rate category change.
objectives. Submitted performance reports must
clearly articulate, where appropriate, Subrecipients may transfer up to 10%of the total
performance during the execution of the award budget between current, approved budget
has met a standard against which the categories without prior approval as long as the
subrecipient's performance can be measured. funds are transferred to an existing line item.
The narrative must also reflect on
accomplishments for the period and identify Under no circumstances can transfers of funds
problems with project implementation and increase the total budgeted award.
address actions being taken to resolve the
problems. Additional information may be required Requests for changes to the subaward
if necessary to comply with federal reporting agreement must be electronically signed by the
requirements. subrecipient or implementing agency's chief
official or the chief official's designee.
Requirement for Data on Performance and
Effectiveness Under the Award - The All requests for changes must be submitted in
subrecipient must collect and maintain data that SIMON no later than ninety (90) days prior to
measures the performance and effectiveness of grant expiration date.
work under this award. The data must be
provided to OCJG in the manner(including within 6.0 Financial Expenditures and Reporting
the timeframes) specified by OCJG. Data
collection supports compliance with the Reporting Requirements - The subrecipient
Government Performance and Results Act shall have a choice of submitting either a Monthly
(GPRA) and the GPRA Modernization Act of or a Quarterly Project Expenditure Report to the
2010, and other applicable laws. Department. Project Expenditure Reports are due
thirty (30) days after the end of the reporting
Financial Consequences for Failure to period. In addition, if the subaward period is
Perform - In accordance with s. 215.971 F.S., extended, additional Project Expenditure Reports
payments for state and federal financial shall be submitted.
assistance must be directly related to the scope
of work and meet the minimum level of All project expenditures for reimbursement of
performance for successful completion. If the subrecipient costs shall be submitted on the
subrecipient fails to meet the minimum level of Project Expenditure Report Forms prescribed
service or performance identified in this and provided by the Office of Criminal Justice
agreement, or is customary for subawards, then Grants (OCJG) through the SIMON (Subgrant
the Department will apply financial consequences Information Management Online).
commensurate with the deficiency. Financial
consequences may include but are not limited to All Project Expenditure Reports shall be
withholding payments or reimbursement until the submitted in sufficient detail for proper pre-audit
deficiency is resolved, tendering only partial and post-audit.
payment/reimbursement, imposition of other
financial consequences according to the All reports must relate financial data to
Standard Conditions as applicable, and/or performance accomplishments.
termination of contract and requisition of goods or
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Before the "final" Project Expenditure Report will such proceedings, through the federal System for
be processed, the subrecipient must submit to Award Management ("SAM"), to the designated
the Department all outstanding project reports federal integrity and performance system
and must have satisfied all special conditions. ("FAPIIS").
Failure to comply with the above provisions shall
result in forfeiture of reimbursement. SECTION V: MONITORING AND
Reports are to be submitted even when no AUDITS
reimbursement is being requested.
1.0 Access to Records -The Florida Department of
Submission - The report must be electronically Law Enforcement, the Auditor General of the
signed by the subrecipient or implementing State of Florida, the U.S. Department of Justice,
agency's Chief Financial Officer or the Chief the U.S. Comptroller General or any of their duly
Financial Officer designee. authorized representatives, shall have access to
books, documents, papers and records of the
7.0 Project Generated Income (PGI) - All income subrecipient, implementing agency and
generated as a direct result of a sub project shall contractors for the purpose of audit and
be deemed program income. Program income examination according to the Financial Guide and
from asset seizures and forfeitures is considered the 28 C.F.R. § 66. At any time, a representative
earned when the property has been adjudicated of the Department, the U.S. Department of
to the benefit of the plaintiff(i.e., law enforcement Justice, or the Auditor General of the State of
entity). Florida, have the right to visit the project site to
monitor, inspect and assess work performed
Required Reports - The subrecipient shall under this agreement.
submit Quarterly PGI Earnings and Expenditures
Reports to the Department within thirty (30)days The Department reserves the right to unilaterally
after the end of the reporting period covering terminate this agreement if the subrecipient,
subaward project generated income and implementing agency, or contractor refuses to
expenditures during the previous quarter. If any allow public access to all documents, papers,
PGI remains unspent after the subaward ends, letters, or other materials subject to provisions of
the subrecipient must continue submitting s. 119, F.S., unless specifically exempted and/or
quarterly PGI reports until all funds are made confidential by operation of s. 119, F.S.,
expended. and made or received by the subrecipient or its
contractor in conjunction with this agreement.
PGI Expenditure - Program income should be
used as earned and expended as soon as The subrecipient will give the awarding agency or
possible and used to further the objects in which the General Accounting Office, through any
the award was made. Any unexpended PGI authorized representative, access to and the right
remaining at the end of the federal grant period to examine all paper or electronic records related
must be submitted to OCJG for transmittal to the to the financial assistance.
Bureau of Justice Assistance.
2.0 Monitoring -The recipient agrees to comply with
Submission - PGI Earnings and Expenditures FDLE's grant monitoring guidelines, protocols,
reports must be electronically signed by the and procedures; and to cooperate with FDLE on
subrecipient or implementing agency's chief all grant monitoring requests, including requests
financial officer or the chief financial officer's related to desk reviews, enhanced programmatic
designee. desk reviews, and/or site visits. The recipient
agrees to provide FDLE all documentation
8.0 Subrecipient Integrity and Performance necessary to complete monitoring of the award.
Matters - Requirement to report information on Further, the recipient agrees to abide by
certain civil, criminal, and administrative reasonable deadlines set by FDLE for providing
proceedings to OCJG, SAM and FAPIIS. requested documents. Failure to cooperate with
grant monitoring activities may result in sanctions
The subrecipient must comply with any and all affecting the recipient's award, including, but not
applicable requirements regarding reporting of limited to: withholding and/or other restrictions on
information on civil, criminal, and administrative the recipient's access to funds, referral to the
proceedings connected with (or connected to the Office of the Inspector General for audit review,
performance of) either this award or any other designation of the recipient as a FDLE High Risk
grant, cooperative agreement, or procurement grantee, or termination of award(s).
contract from the federal government. Under
certain circumstances, subrecipients of OJP 3.0 Property Management - The subrecipient shall
awards are required to report information about establish and administer a system to protect,
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38
preserve, use, maintain and dispose of any
property furnished to it by the Department or 7.0 Retention of Records - The subrecipient shall
purchased pursuant to this agreement according maintain all records and documents for a
to federal property management standards set minimum of five (5) years from the date of the
forth in the DOJ Grants Financial Guide, and 28 final financial statement and be available for audit
C.F.R. § 66. This obligation continues as long as and public disclosure upon request of duly
the subrecipient retains the property, authorized persons. The subrecipient shall
notwithstanding expiration of this agreement. comply with State of Florida General Records
Schedule GS1-SL for State and Local
Property Use - The subrecipient must use Government Agencies:
equipment acquired under a Federal award for http://dos.myflorida.com/media/693574/general-
the authorized purposes of the project during the records-schedulegs01-sl.pdf.
period of performance, or until the property is no
longer needed. Subrecipients must use, manage 8.0 Disputes and Appeals - The Department shall
and dispose of equipment acquired under a make its decision in writing when responding to
Federal award in accordance with ss. 274, F.S. any disputes, disagreements, or questions of fact
Tangible Property and 200.313, F.S., Equipment. arising under this agreement and shall distribute
its response to all concerned parties. The
4.0 Subaward Closeout-A Financial Closeout Audit subrecipient shall proceed diligently with the
shall be submitted to the Department within forty- performance of this agreement according to the
five (45)days of the end date of the performance Department's decision. If the subrecipient
period. appeals the Department's decision, the appeal
also shall be made in writing within twenty-one
The Financial Closeout Audit report located in (21) calendar days to the Department's clerk
SIMON must be electronically signed by the (agency clerk). The subrecipient's right to appeal
subrecipient or implementing agency's Chief the Department's decision is contained in § 120,
Financial Officer or the Chief Financial Officer F.S., and in procedures set forth in Rule 28-
designee. 106.104, Florida Administrative Code. Failure to
appeal within this time frame constitutes a waiver
Subaward Closeout will be initiated by the of proceedings under Chapter 120, F.S.
Department after the Financial Closeout has
been completed and approved. Failure to submit 9.0 Failure to Address Audit Issues - The
closeout reports timely will result in an subrecipient understands and agrees that FDLE's
Administrative Closeout by the Department. OCJG may withhold award funds, or may impose
award conditions or other related requirements, if
5.0 High Risk Subrecipients - If a subrecipient is (as determined by OCJG) the subrecipient does
designated "high risk" by a federal grant-making not satisfactorily and promptly address
agency, currently or at any time during the course outstanding issues from audits required by the 2
of the period of performance under this award, C.F.R. § 200 Uniform Requirements (or by the
the subrecipient must disclose that fact and terms of this award), or other outstanding issues
certain related information to FDLE's OCJG. For that arise in connection with audits,
purposes of this disclosure, high risk includes any investigations, or reviews.
status under which a federal awarding agency
provides additional oversight due to the 10.0 Single Annual Audit-Subrecipients that expend
subrecipient's past performance, or other $750,000 or more in a year in federal awards
programmatic or financial concerns with the shall have a single audit or program-specific audit
subrecipient. The subrecipient's disclosure must conducted for that year. The audit shall be
include the following: 1. The federal awarding performed in accordance with the OMB 2 C.F.R.
agency that currently designates the subrecipient § 200 Subpart F—Audit Requirements and other
high risk, 2. The date the subrecipient was applicable federal law. The contract for this
designated high risk, 3. The high-risk point of agreement shall be identified in the Schedule of
contact at that federal awarding agency (name, Federal Financial Assistance in the subject audit.
phone number, and email address), and 4. The The contract shall be identified as federal funds
reasons for the high-risk status, as set out by the passed through the Florida Department of Law
federal awarding agency. Enforcement and include the contract number,
CFDA number, award amount, contract period,
6.0 Imposition of Additional Requirements - The funds received and disbursed. When applicable,
subrecipient agrees to comply with any additional the subrecipient shall submit an annual financial
requirements that may be imposed by OCJG audit that meets the requirements of 2 C.F.R. §
during the period of performance for this award, if 200 Subpart F, "Audit Requirements" s. 215.97,
the subrecipient is designated as "high risk" for F.S., "Florida Single Audit Act" and Rules of the
purposes of the DOJ high-risk grantee list. Auditor General, Chapter 10.550, and Chapter
FY17/SFY2018 JAG Standard Conditions Page 9 of 16
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39
10.650, "Local Governmental Entity Audits" and is at or above the $35,000 acquisition threshold
"Florida Single Audit Act Audits Nonprofit and and the contract was awarded non-competitively
For-Profit Organizations." in accordance with s. 216.3475, F.S. The
subrecipient must maintain records to support the
A complete audit report that covers any portion of cost analysis, which includes a detailed budget,
the effective dates of this agreement must be documented review of individual cost elements
performed and submitted to the Federal Audit for allowability, reasonableness, and necessity.
Clearinghouse within the earlier of thirty (30) See also Chief Financial Officer Memorandum
calendar days after receipt of the auditor's No. 02 (2012-2013).
report(s), or nine (9) months after the end of the
audit period. Submissions must include required 3.0 Allowable Costs - Allowance for costs incurred
elements described in Appendix X to 2 C.F.R. § under the subaward shall be determined
200 on the specified Data Collection Form (Form according to the general principles and standards
SF-SAC). for selected cost items set forth in the DOJ
Grants Financial Guide, 28 C.F.R. § 66, "Uniform
Records shall be made available upon request Administrative Requirements for Grants and
for a period of five (5) years from the date the Cooperative Agreements to State and Local
audit report is issued, unless extended in writing Governments", and 2 C.F.R. § 200.405(e), "Cost
by the Department. Principles".
Subrecipients that expend less than $750,000 in 4.0 Unallowable Costs - Payments made for costs
federal awards during a fiscal year are exempt determined to be unallowable by either the
from the Single Audit Act audit requirements for Federal awarding agency, or the Department,
that fiscal year. In this case,written notification, in either as direct or indirect costs, must be
the form of the "Certification of Audit Exemption" refunded (including interest) to FDLE and the
form, shall be provided to the Department by the Federal Government in accordance with
Chief Financial Officer, or designee, that the instructions that determined the costs are
subrecipient is exempt. This notice shall be unallowable unless state or Federal statute or
provided to the Department no later than March 1 regulation directs otherwise. See also 2 C.F.R.
following the end of the fiscal year. §§200.300-309.
SECTION VI: SUBAWARD 5.0 Indirect Cost Rate - A subrecipient that is
eligible to use the "de minimis" indirect cost rate
PROCUREMENT AND COST described in 2 C.F.R. § 200.414(f), and elects to
PRINCIPLES ' do so, must advise OCJG in writing of both its
eligibility and its election, and must comply with
1.0 Procurement Procedures - Subrecipients must all associated requirements in the 2 C.F.R. § 200
have written procedures for procurement and Appendix VII.
transactions. Procedures must conform to
applicable Federal law and the standards in 2 6.0 Sole Source - If the project requires a non-
C.F.R. §§2Federal la competitive purchase from a sole source, the
subrecipient must complete the Sole Source
This condition applies to agreements that OCJG Justification for Services and Equipment Form
considers to be a procurement"contract", and not and submit to OCJG upon application for Are-
a second tier subaward. approval. If the subrecipient is a state agency
and the cost meets or exceeds $150,000, the
The details of the advance approval requirement subrecipient must also receive approval from the
to use a noncompetitive approach in a Department of Management Services (DMS) (s.
procurement contract under this award are posed 287.057(5), F.S.). The Sole Source form must be
on the OJP website at signed by the subrecipient or implementing
https://oiiD.gov/funding/Explore/Noncompetlt ePePr agency chief official or chief official designee.
ocurement.htm. Additional details on the sole source requirement
can be found at 2 C.F.R. § 200 and the DOJ
Additional information on Federal purchasing Grants Financial Guide.
guidelines can be found in the Guide to 7.0 Personal Services - Subrecipients may use
Procurements Under DOJ Grants and
Cooperative agreements at grant funds for eligible personal services
https://oip.gov/funding/Implement/Resources/Gui including salaries, wages, and fringe benefits,
deToProcurementProcedures.pdf. including overtime in accordance with the DOJ
Grants Financial Guide Section 3.9 -
2.0 Cost Analysis - A cost analysis must be Compensation for Personal Services, consistent
performed by the subrecipient if the cost or price with the principles set out in 2 C.F.R. § 200,
Subpart E and those permitted in the federal
FY17/SFY2018 JAG Standard Conditions Page 10 of 16
Rev. 09/2018
40
program's authorizing legislation. Subrecipient eight-hour day, or $81.25 per hour. A detailed
employees should be compensated with overtime justification must be submitted to and approved
payments for work performed in excess of the by FDLE, who will coordinate written approval of
established work week and in accordance with the Federal awarding agency, prior to
the subrecipient's written compensation and pay subrecipient obligation or expenditures of such
plan. funds. Approval shall be based upon the
contract's compliance with requirements found in
Documentation - Charges for salaries, wages, the Financial Guide Section 3.6 Consultant
and fringe benefits must be supported by a Rates, 28 C.F.R. § 66, and applicable state
system of internal controls providing reasonable statutes. The Department's approval of the
assurance that charges are accurate, allowable, subrecipient agreement does not constitute
and properly allocated. Documentation approval of individual consultant contracts or
supporting charges must be incorporated into the rates. If consultants are hired through a
official records of the organization. competitive bidding process (not sole source),
the $650 threshold does not apply.
Charges made to the Personnel Budget Category
must reasonably reflect the total time and activity FFATA Reporting Requirements - Subrecipients
for which the employee is compensated by the that enter into subawards of $25,000 or more
organization and cover both federally funded and should review the Federal Funding Accountability
all other activities. The records may include the and Transparency Act of 2006 (FFATA), website
use of subsidiary records as defined in the for additional reporting requirements at
organization's written policies. Where grant hops://oip.gov/funding/Explore/FFATA.htm
subrecipients work on multiple grant programs or
cost activities, documentation must support a 9.0 Travel and Training -The cost of all travel shall
reasonable allocation or distribution of costs be reimbursed according to the subrecipient's
among specific activities or cost objectives. written travel policy. If the subrecipient does not
have a written travel policy, cost of all travel will
8.0 Contractual Services - The subrecipient must be reimbursed according to State of Florida
maintain written standards of conduct covering Travel Guidelines § 112.061, F.S. Any foreign
conflicts of interest and governing the actions of travel must obtain prior written approval from the
its employees engaged in the selection, award Federal awarding agency and pass-through
and administration of contracts as described in 2 entity.
C.F.R. §200.318, General procurement.
10.0 Expenses Related to Conferences, Meetings,
Requirements for Contractors of Trainings, and Other Events - Subgrant funds
Subrecipients - The subrecipient assures the requested for meetings, retreats, seminars,
compliance of all contractors with the applicable symposia, events, and group training activities
provisions of Title I of the Omnibus Crime Control and related expenses must receive written pre-
and Safe Streets Act of 1968, as amended 42 approval from the Federal awarding agency and
U.S.C. § 3711 et seq.; the provisions of the pass-through entity and comply with all
current edition of the DOJ Grants provisions in 2 C.F.R. § 200.432 and DOJ Grants
FinancialGuide(https://oip.gov/financigiguide/doi/ Financial Guide Section 3.10; Conference
pdfs/DOJ FinancialGuidg.pdf), and all other Approval, Planning, and Reporting. Subgrant
applicable federal and state laws, orders, applications requesting approval for meeting,
circulars, or regulations. The subrecipient must training, conference, or other event costs must
pass-through all requirements and conditions include a completed Conference & Events
applicable to the federal grant award/subaward to Submission Form for approval prior to obligating
any subcontract. The term "contractor" is used subgrant funds for these purposes.
rather than the term "vendor" and means an
entity that receives a contract as defined in 2 11.0 Training and Training Materials — Any training
C.F.R. § 200.22, the nature of the contractual or training materials that has been developed or
relationship determines the type of agreement. delivered with grant funding under this award
must adhere to the OJP Training Guiding
Approval of Consultant Contracts Principles for Grantees and Subgrantees,
Compensation for individual consultant services available at
must be reasonable and consistent with that paid www.oip.gov/funding/oiptrainingguiding2rinciples.
for similar services in the marketplace. The htm.
Federal awarding agency and pass-through entity
must review and approve in writing all consultant 12.0 Publications, Media and Patents Ownership of
contracts prior to employment of a consultant Data and Creative Material - Ownership of
when the individual compensation rate exceeds material, discoveries, inventions, and results
$650 (excluding travel and subsistence costs)per developed, produced, or discovered subordinate
FY17/SFY2018 JAG Standard Conditions Page 11 of 16
Rev. 09/2018
41
to this agreement is governed by the terms of the Subrecipients must promptly and fully report to
DOJ Grants Financial Guide, 28 C.F.R. §§ 66, FDLE and the Federal awarding agency if any
and 200.315. program produces patentable items, patent
rights, processes, or inventions, in the course of
Publication or Printing of Materials - work sponsored under this award.
Publication costs for electronic and print media,
including distribution, promotion, and general 13.0 Information Technology Projects
handling are allowable. If these costs are not
identifiable with a particular direct cost objective, Criminal Intelligence Systems - The
it should be allocated as indirect costs. subrecipient agrees that any information
Publication includes writing, editing, and technology system funded or supported by the
preparing the illustrated material (including Office of Justice Programs funds will comply with
videos and electronic mediums). 28 C.F.R. § 23, Criminal Intelligence Systems
Operating Policies, if the Office of Justice
Subrecipients must request pre-approval in Programs determines this regulation to be
writing for page charges for professional journal applicable. Should the Office of Justice Programs
publications. All publication materials must determine 28 C.F.R. § 23 to be applicable, the
comply with provisions in 2 C.F.R. §200.461 and Office of Justice Programs may, at its discretion,
DOJ Grants Financial Guide, Section 3.9; perform audits of the system, as per 28 C.F.R. §
Allowable Costs—Publication. 23.20(g). Should any violation of 28 C.F.R. § 23
occur, the subrecipient may be fined as per 42
Subrecipients must submit for review and U.S.C. § 3789g(c)-(d). The subrecipient may not
approval one (1) copy of any curricula, training satisfy such a fine with federal funds.
materials, or any other written materials to be
published, including web-based materials and The subrecipient understands and agrees that no
website content, to be paid under this award at awarded funds may be used to maintain or
least thirty (30) days prior to the targeted establish a computer network unless such
dissemination date. network blocks the viewing, downloading, and
exchanging of pornography. In doing so the
All electronic and print materials paid under this subrecipient agrees that these restrictions will not
award must contain the following statements limit the use of awarded funds necessary for any
identifying the federal award: federal, state, tribal, or local law enforcement
agency or any other entity carrying out criminal
1) "This project was supported by Grant No. investigations, prosecutions, or adjudication
2017-MU-BX-0187 awarded by the Bureau of activities.
Justice Assistance. The Bureau of Justice
Assistance is a component of the Department State IT Point of Contact - The subrecipient
of Justice's Office of Justice Programs, which must ensure that the State IT Point of Contact
also includes the Bureau of Justice Statistics, receives written notification regarding any
the National Institute of Justice, the Office of information technology project funded by this
Juvenile Justice and Delinquency Prevention, grant during the obligation and expenditures
the Office for Victims of Crime, and the SMART period. This is to facilitate communication among
Office. Points of view or opinions in this local and state governmental entities regarding
document are those of the author and do not various information technology projects being
necessarily represent the official position or conducted with these grant funds. In addition, the
policies of the U.S. Department of Justice." subrecipient must maintain an administrative file
documenting the meeting of this requirement. For
Any website that funded in whole or in part a list of State IT Points of Contact, go to
under this award must include the same hops://it.ojp.aov/technology-contacts.
statement on the home page, on all major entry
pages (i.e., pages (exclusive of documents) The State IT Point of Contact will ensure the
whose primary purpose is to navigate the user subrecipient's project follows a statewide
to interior content), and on any pages from comprehensive strategy for information sharing
which a visitor may access or use a web-based systems that improve the functioning of the
service, including any pages that provide criminal justice system, with an emphasis on
results or outputs from the service. integration of all criminal justice components, law
enforcement, courts, prosecution, corrections,
Patents - Subrecipients are subject to applicable and probation and parole.
regulations governing patents and inventions,
including government wide regulations issued by Interstate Connectivity - To avoid duplicating
the Department of Commerce (27 C.F.R. § 401 existing networks or IT systems in any initiatives
and 2 C.F.R. §200.315(c)). funded by the Bureau of Justice Assistance for
FY17/SFY2018 JAG Standard Conditions Page 12 of 16
Rev. 09/2018
42
law enforcement information sharing systems award funding (plus the quantity purchased of
which involve interstate connectivity between each item) to FDLE once items are procured
jurisdictions, such systems shall employ, to the during any periodic programmatic progress
extent possible, existing networks as the reports.
communication backbone to achieve interstate
connectivity, unless the subrecipient can 15.0 Global Standards Package - In order to
demonstrate to the satisfaction of the Bureau of promote information sharing and enable
Justice Assistance that this requirement would interoperability among disparate systems across
not be cost effective or would impair the the justice and public safety community, OJP
functionality of an existing or proposed IT system. requires the grantee to comply with DOJ's Global
Justice Information Sharing Initiative (DOJ's
ADP Justification - The subrecipient must Global) guidelines and recommendations for this
complete an Automated Data Processing (ADP) particular grant. Grantee shall conform to the
equipment and Software and Criminal Justice Global Standards Package (GSP) and all
Information and Communication Systems constituent elements, where applicable, as
Request for Approval form if the purchase of any described at www.it.oip.gov/gsp grantcondition.
ADP equipment is to be made. This form must be Grantee shall document planned approaches to
submitted upon application if applicable and pre- information sharing and describe compliance to
approval must be obtained. ADP Justification the GSP and appropriate privacy policy that
must be signed by the subrecipient or protects shared information, or provide detailed
implementing agency chief official or an individual justification for why an alternative approach is
with formal, written signature authority for the recommended.
chief official.
14.0 Interoperable Communications Guidance - SECTION VIL COMPLIANCE WITH 8
Subrecipients using funds to support emergency U.S.C.§'1373
communications activities must comply with the
current SAFECOM Guidance for Emergency 1.0 In regards to the program or activity funded under
Communication Grants, including provisions on this subaward and throughout the period of
technical standards that ensure and enhance performance for this award, no state or local
interoperable communications. Emergency government entity, agency or official may prohibit
communications activities include the purchase of or in anyway restrict:
Interoperable Communications Equipment and
technologies such as voice-over-internet protocol Any government entity or official from sending or
bridging or gateway devices, or equipment to receiving information regarding citizenship or
support the build out of wireless broadband immigration status as described in 8 U.S.C.
networks in the 700 MHz public safety band 1373(a); or a government entity or agency from
under the Federal Communications Commission sending, requesting or receiving, maintaining, or
(FCC) Waiver Order. SAFECOM guidance can exchanging information regarding immigration
be found at status as described in 8 U.S.C. 1373(b). For the
www.safecomprogram.gov/library/lists/library/Dis purposes of this subaward, any prohibition (or
pForm.aspx?ID=334. restriction) that violates this condition is an
"information-communication restriction."
Subrecipients interested in developing a public
safety broadband network in the 700 MHz band
in their jurisdictions must adhere to the technical 2.0 A subaward to a state or local government or a
standards set forth in the FCC Waiver Order, or public institution of higher education, cannot be
any succeeding FCC orders, rules, or regulations made unless a properly executed certification of
pertaining to broadband operations in the 700 compliance with 8 U.S.C. 1373, signed by the
MHz public safety band. The subrecipient shall chief legal officer of the subrecipient entity has
also ensure projects support the Statewide been received by OCJG. Similarly, subrecipients
Communication Interoperability Plan (SCIP) and cannot make a further subaward to a state or
are fully coordinated with the full-time Statewide local government or a public institution of higher
Interoperability Coordinator (SWIC). If any future education, unless it first obtains a properly
regulatory requirement (from the FCC or other executed certification of compliance with 8 U.S.C.
governmental entity) results in a material 1373 signed by the chief legal officer of the third
technical or financial change in the project, the tier subrecipient.
subrecipient should submit associated 3.0 Funding under this award cannot be subawarded
documentation, and other material, as applicable, to any subrecipient at any tier that is either a
for review by the SWIC to ensure coordination. state or unit of local government or a public
Subrecipients must provide a listing of all institution of higher education that is subject to
communications equipment purchased with grant any"information-communication restriction."
FY17/SFY2018 JAG Standard Conditions Page 13 of 16
Rev. 09/2018
43
ii. A local ordinance, rule, regulation, policy or
4.0 Subrecipients must notify FDLE (in writing) if it practice (or an applicable state statute, rule,
has credible evidence that indicates that a funded regulation policy or practice) must be in
program or activity of a subrecipient at any tier place that is designed to ensure that,when a
that is either a state or local government or a local government (or local government
public institution of higher education, may be contracted) correctional facility receives a
subject to any "information-communication formal written request authorized by the
restriction." Immigration and Nationality Act from DHS
that seeks advance notice of the scheduled
release date and time for a particular alien,
5.0 For STATE AGENCIES: With respect to the they will honor the request and as early as
program or activity that is funded by this practicable, provide the request notice to
subaward, as of the date the subrecipient DHS.
accepts this subaward, and throughout the
remainder of the period of performance for the 7.0 Monitoring of compliance with the requirements
award- of this condition will be conducted by FDLE.
i. A state statute or a state rule, regulation, 8.0 Nothing in this condition shall be understood to
policy or practice must be in place that is authorize any subrecipient at any tier to violate
designed to ensure that agents of the United any federal law, including any applicable civil
States acting under color of federal law are rights or nondiscrimination law.
given access to any state (or state
contracted) correctional facility for the IMPORTANT NOTE: Any questions about the
purpose of permitting such agents to meet meaning or scope of this condition should be directed
with individuals who are (or are believed by to FDLE prior to award acceptance.
such agents to be)aliens and to inquire as to
such individuals' right to be or remain in the SECTION Vlll: ADDITIONAL
United States. REQUIREMENTS
ii. A state statute, or a state rule, regulation,
policy or practice must be in place that is 1.0 Environmental Protection Agency's (EPA) list
designed to ensure that, when a state (or of Violating Facilities - The subrecipient
state contracted)correctional facility receives assures that the facilities under its ownership,
a formal written request authorized by the lease or supervision which shall be utilized in the
Immigration and Nationality Act from DHS accomplishment of the Program Purpose are not
that seeks advance notice of the scheduled listed on the EPA's list of Violating Facilities and
release date and time for a particular alien, that it will notify the Department of the receipt of
they will honor the request and as early as any communication from the Director of the EPA
practicable, provide the request notice to Office of Federal Activities indicating that a facility
DHS. to be used in the project is under consideration
for listing by the EPA.
6.0 For units of LOCAL GOVERNMENT: With
respect to the program or activity that is funded 2.0 National Environmental Policy Act(NEPA)
by this subaward, as of the date the
subrecipient accepts this subaward, and The subrecipient agrees to assist FDLE in
throughout the remainder of the period of complying with the NEPA, the National Historic
performance for the award- Preservation Act, and other related federal
environmental impact analyses requirements in
i. A local ordinance, rule, regulation, policy or the use of subaward funds by the subrecipient.
practice (or an applicable state statute, rule, This applies to the following new activities
regulation policy or practice) must be in whether or not they are being specifically funded
place that is designed to ensure that agents with these subaward funds. That is, it applies as
of the United States acting under color of long as the activity is being conducted by the
federal law are given access to any state (or subrecipient or any third party and the activity
state contracted) correctional facility for the needs to be undertaken in order to use these
purpose of permitting such agents to meet subaward funds. Accordingly, the subrecipient
with individuals who are (or are believed by agrees to first determine if any of the following
such agents to be)aliens and to inquire as to activities will be funded by the grant, prior to
such individuals' right to be or remain in the obligating funds for any of these purposes.
United States.
FY17/SFY2018 JAG Standard Conditions Page 14 of 16
Rev. 09/2018
44
of human research subjects, including
If it is determined that any of the following obtainment of Institutional Review Board
activities will be funded by the grant, the recipient approval, if appropriate, and subject informed
agrees to contact FDLE OCJG. consent.
1) New construction; 5.0 Disclosures
2) Any renovation or remodeling of a property Conflict of Interest - The subrecipient and
located in an environmentally or historically implementing agency will establish safeguards to
sensitive area, including properties located prohibit employees from using their positions for
within a 100-year flood plain; a wetland, or a purpose that constitutes or presents the
habitat for endangered species, or a property appearance of personal or organizational conflict
listed on or eligible for listing on the National of interest, or personal gain. Subrecipients must
Register of Historic Places; disclose in writing any potential conflict of interest
to FDLE (the non-federal pass-through entity).
3) A renovation, lease, or any other proposed
use of a building or facility that will either (a) Violations of Criminal Law - The subrecipient
result in a change in its basic prior use or(b) and implementing agency must disclose all
significantly change its size; violations of state or federal criminal law involving
fraud, bribery or gratuity violations potentially
4) Implementation of a new program involving affecting the sub award.
the use of chemicals other than chemicals
that are (a) purchased as an incidental 6.0 Uniform Relocation Assistance and Real
component of a funded activity and (b) Property Acquisitions Act - The subgrant
traditionally used, for example, in office, recipient will comply with the requirements of the
household, recreational, or educational Uniform Relocation Assistance and Real Property
environments; and Acquisitions Act of 1970 (42 U.S.C. § 4601 et
seq.), which govern the treatment of persons
5) Implementation of a program relating to displaced as a result of federal and federally-
clandestine methamphetamine laboratory assisted programs.
operations, including the identification,
seizure, or closure of clandestine 7.0 Limitations on Government Employees
methamphetamine laboratories. Financed by Federal Assistance - The
subrecipient will comply with requirements of 5
The subrecipient understands and agrees that U.S.C. §§ 1501-08 and §§ 7324-28, which limit
complying with NEPA may require the certain political activities of State or local
preparation of an Environmental Assessment government employees whose principal
and/or an Environmental Impact Statement, as employment is in connection with an activity
directed by the Bureau of Justice Assistance. financed in whole or in part by federal assistance.
The subrecipient further understands and agrees
to the requirements for implementation of a
Mitigation Plan, as detailed by the Department of 8.0 Funds to Association of Community
Justice at Organizations for Reform Now (ACORN)
https://www.bia.gov/Funding/nepa.htmi, for Unallowable - Subrecipient understands and
programs relating to methamphetamine agrees that it cannot use any federal funds, either
laboratory operations. directly or indirectly, in support of any contract or
subaward to either the Association of Community
3.0 National Historic Preservation Act — The Act Organizations for Reform Now (ACORN) or its
will assist the Department (if necessary) in subsidiaries, without the express prior written
assuring compliance with section 106 of the approval of OJP.
National Historic Preservation Act of 1966 (16
U.S.C. § 470), Ex. Order 11593 (identification 9.0 Text Messaging While Driving - Pursuant to
and protection of historic properties), the Executive Order 13513, "Federal Leadership on
Archeological and Historical Preservation Act of Reducing Text Messaging While Driving," 74
1974 (16 U.S.C. § 469 a-1 et seq.), and the Fed. Reg. 51225 (October 1, 2009), and
National Environmental Policy Act of 1969 (42 §316.305, F.S., the subrecipient is encouraged to
U.S.C. §4321). adopt and enforce policies banning employees
from text messaging while driving any vehicle
4.0 Human Research Subjects - Subrecipient during the course of performing work funded by
agrees to comply with the requirements of 28 this subaward and to establish workplace safety
C.F.R. part 46 and all Office of Justice Programs policies and conduct education, awareness, and
policies and procedures regarding the protection
FY17/SFY2018 JAG Standard Conditions Page 15 of 16
Rev. 09/2018
45
other outreach to decrease crashes caused by persons are incorporated by reference and
distracted drivers. posted at
www.oip.gov/funding/Explore/ProhibitedConduct-
10.0 DNA Testing of Evidentiary Materials and Trafficking.htm.
Upload of DNA Profiles to a Database - If
PREA program funds will be used for DNA
testing of evidentiary materials, any resulting
eligible DNA profiles must be uploaded to the
Combined DNA Index System (CODIS), by a
government DNA lab with access to CODIS. No
profiles generated with JAG funding may be
entered into any other non-governmental DNA
database without prior express written approval
from BJA. For more information, refer to the NIJ
FY 2012 DNA Backlog Reduction Program,
available at
https://www.ncirs.gov/pdffilesl/nii/s1001062.pdf.
In addition, funds may not be used for purchase
of DNA equipment and supplies when the
resulting DNA profiles from such technology are
not accepted for entry into CODIS (the National
DNA Database operated by the FBI).
11.0 Environmental Requirements and Energy -
For subawards in excess of $100,000, the
subrecipient must comply with all applicable
standards, orders, or requirements issued under
section 306 of the Clean Air Act (42 U.S.C.
1857(h)), section 508 of the Clean Water Act (33
U.S.C. 1368), Executive Order 11738, and
Environmental Protection Agency regulations (40
CFR part 15). The subrecipient must comply with
mandatory standards and policies relating to
energy efficiency which are contained in the state
energy conservation plan issued in compliance
with the Energy Policy and Conservation Act
(Pub. L. 94-163, 89 Stat. 871), if any.
12.0 Other Federal Funds - The subrecipient agrees
that if it currently has an open award of federal
funds or if it receives an award of federal funds
other than this award, and those awards have
been, are being, or are to be used, in whole or in
part, for one or more of the identical cost items
for which funds are being provided under this
award, the subrecipient will promptly notify, in
writing the grant manager for this award, and, if
so requested by OCJG seek a budget
modification or change of project scope grant
adjustment notice (GAN) to eliminate any
inappropriate duplication of funding.
13.0 Trafficking in Persons - The subrecipient must
comply with applicable requirements pertaining to
prohibited conduct relating to the trafficking of
persons, whether on the part of recipients,
subrecipients or individuals defined as
"employees" of the subrecipient. The details of
the recipient and subrecipient obligations related
to prohibited conduct related to trafficking in
FY17/SFY2018 JAG Standard Conditions Page 16 of 16
Rev. 09/2018
46
ATTACHMENT C
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to public entity, may
not be awarded or perform work as a CONTRACTOR, supplier, subcontractor, or CONTRACTOR under
a contract with any public entity, and may not transact business with any public entity in excess of
the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months
from the date of being placed on the convicted vendor list."
I have read the above and state that neither (Respondent's name) nor
any Affiliate has been placed on the convicted vendor list within the last 36 months.
VA�C)�,, ��� --
(Signature)
Date:
TO BE COMPLETED BY NOTARY (in accordance with State notary requirements)
State of Inri
County of
The foregoing instrument was acknowledged before me, by means ofA physical presence or ❑ online
notarization, this day of fAw (month), (Year), by M
(name of officer or agent,title of officer or agent) ofqA �y
(name of
entity).
Personally Known
Produced Identification: Type of ID and Number on ID
(SEAL)
Notary PubhC Stale o trnd Z r
Layartne jo V
igna 11 of Notary
My commission GG 175345
expires oiji5d 022
47
ATTACHMENT D
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
(Company)
"...warrants that he/it has not employed, retained or otherwise had act on his/her behalf any former
County officer or employee in violation of Section 2 of Ordinance No. 010-1990 or any County officer
or employee in violation of Section 3 of Ordinance No. 010-1990. For breach or violation of this
provision the County may, in its discretion, terminate this Agreement without liability and may also,
in its discretion, deduct from the Agreement or purchase price, or otherwise recover, the full amount
of any fee, commission, percentage, gift, or consideration paid to the former County officer or
employee."
(Signature)
Date„ slob
TO BE COMPLETED BY NOTARY (in accordance with State notary requirements)
State of
pyi'A 0-
County of on yqm�
The foregoing instrument was acknowledged before me, by means of-u physical presence or ❑ online
notarization, this 1,01 day of (month), 0 year) by
(name of officer or agent, title of officer or agent) of (name of
entity).
Personally Known
Produced Identification: Type of ID and Number on ID
(SEAL) _
Notary Public State of Florida
Nlaryrrrr l N€�ttnson Sign 11 'Of Not
L&I
i y cornnsaeon GG 175345
o Cxpdrax 0111512 ti2
48
ATTACHMENT E
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will
abide by the terms of the statement and will notify the employer of any conviction of, or plea
of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any
controlled substance law of the United States or any state, for a violation occurring in the
workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee
who is so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
ylj�i i
(Signature)
Date: _. '/1 il
TO BE COMPLETED BY NOTARY (in accordance with State notary requirements)
State of
County of
The foregoing instru ant was acknowledged before me, by means of�physical presence or El online
notarization, this Kay of (month), (year), by
(name of officer or agent, title of officer or agent) of (name of
entity).
Personally Known
Produced Identification: Type of ID and Number on ID
(SEAL)
LP
Notary Public State of Florida
Maryanne L Johnson
y
My Commission GG 175345 Sign re of of ry
Expires 0111 5/2 02 2
49
ATTACHMENT F
COMPLIANCE WITH COUNTY GUIDELINES
The PROVIDER must furnish to the County the following items:
(a) IRS Letter of Determination and GUIDESTAR printout indicating current 501(c)(3) status;
(b) Proof of registration with the Florida Department of Agriculture as required by Florida Statute
496.405 and the Florida Department of State as require by Florida Statute 617.01201 or
proof of exemption from registration as per Florida Stature 496.406.
(c) List of the Organization's Board of Directors of which there must be at least 5 and for each
board member please indicate when elected to serve and the length of term of service;
(d) Evidence of annual election of Officers and Directors;
(e) Unqualified audited financial statements from the most recent fiscal year for all organizations
that expend $150,000 a year or more; if qualified, include a statement of deficiencies with
corrective actions recommended/taken; audit shall be prepared by an independent certified
public accountant (CPA) with a current license, in good standing with the Florida State Board
of Accountancy. If the PROVIDER receives $100,000 or more in grant funding from the
County:
a. The CPA that prepares the audit must also be a member of the
American Institute of Certified Public Accountants (AICPA);
b. The CPA must maintain malpractice insurance covering the audit
services provided and
c. The County shall be considered an "intended recipient" of said audit.
(f) Copy of a filed IRS Form 990 from most recent fiscal year with all attached schedules;
(g) Organization's Corporate Bylaws, which must include the organization's mission, board and
membership composition, and process for election of officers;
(h) Organization's Policies and Procedures Manual which must include hiring policies for all staff,
drug and alcohol free workplace provisions, and equal employment opportunity provisions;
(i) Specific description or list of services to be provided under this contract with this grant (see
Attachment B);
Q) Cooperation with County monitoring visits that the County may request during the contract
year; and
(k) Other reasonable reports and information related to compliance with applicable laws, contract
provisions and the scope of services that the County may request during the contract year.
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