Item D42BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 20, 2003
Bulk Item: Yes ® No ❑
Division: Management Services
Department: Administrative Services
AGENDA ITEM WORDING: Approval of amendment to contract with U.S. Fellowship of
Florida for the Peacock Apartments Program
ITEM BACKGROUND: This program is funded 75% by the Byrne Memorial Law
Enforcement Grant, and 25% by County match The contracts between the County and
FDLE and the County and Helpline for the Parents Who Care program were rescinded
earlier this year, making $12 649.00 available for use in other programs The
Substance Abuse Policy Advisory Board is recommending that these funds be awarded
to the Peacock Apartments program and the Safeport program so that additional clients
may be served.
PREVIOUS RELEVANT BOCC ACTION: Approval of original contract; rescission of
contract with Helpline.
CONTRACT/AGREEMENT CHANGES: changes to amount
STAFF RECOMMENDATION: Approval.
TOTAL COST: $21,619.00
COST TO COUNTY: $5,406.00
REVENUE PRODUCING: Yes ❑ No
BUDGETED: Yes ® No ❑
SOURCE OF FUNDS: match comes from
general revenue fund/ad valorem taxes
AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY/OMB/PURCHASING ❑ RISK MANAGEMENT
1
DIVISION DIRECTOR APPROVAL:
kc-1-N Sh io A. Barker
DOCUMENTATION: INCLUDED: ® TO FOLLOW: ❑ NOT REQUIRED: ❑
DISPOSITION: AGENDA ITEM #: ��
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: United States Fellowship of Effective Date: 10/01/02
Florida d/b/a Peacock Apartments
Expiration Date: 9/30/03
Contract Purpose/Description: Amendment to contract increasing amount. Funds provided
through FDLE Agreement for implementation of the Dual Diagnosed Offender Program I as
part of Monroe County's FY03 Anti -Drug Abuse Program
Contract Manager: David P. Owens
(Name)
for BOCC meeting on 08/20/03
4482 OMB/Grants Mgt.
(Ext.) (Department)
Deadline: 08/05/03
CONTRACT COSTS
Total Dollar Value of Contract: $21,619.00 Current Year Portion: $16,269.00
Budgeted? Yes X No Account Codes: 125-06006-530490-GG0303-XXXXXX
Grant: $16,213.00
County Match: $5,406.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support -filing reports, oversight
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc
D to In
Division Director
Risk Management
g d 03
O.M.B./Purchasing
(0
County Attorney
7 0
Comments:
CONTRACT REVIEW
Changes
Needed a Re ', w r,
Yes❑ No[o- .�
Yes❑No✓Q-
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,j
Yes❑ Noa -
Yes❑ NoEr '
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Date Out
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S16163
CONTRACT AMENDMENT
This amendment to agreement is made and entered into this day of
, 2003, between the BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, hereinafter referred to as "COUNTY" and The U.S. Fellowship
of Florida, Inc., hereinafter referred to as "AGENCY."
WHEREAS, COUNTY and AGENCY entered into an agreement on November 13, 2002
for the purpose of providing the Peacock Apartments Program for Dual -diagnosed Offenders,
and,
WHEREAS, COUNTY wishes to amend the agreement dated November 13,2002 to
increase the amount of said agreement,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is
agreed as follows:
1. Article Three of the agreement entered into on November 13, 2002 shall be
amended to read:
3. FUNDS - The total project budget to be expended by PROVIDER in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $21,619.00. The
total sum represents federal grant/state sub -grant support in the amount of $16,213.00 and local
matching funds in the amount of $5,406.00, which amount shall be provided by the county
through the grant matching funds account. All funds shall be distributed and expended in
accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
2. All other provisions of the agreement dated November 13, 2002 not inconsistent
herewith shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be
executed as of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
By
Deputy Clerk
Witness
Witness
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Mayor/Chairman
U.S. FELLOWSHIP OF FLORIDA, INC.
Federal ID No.
By
MONROE COUNTY TORNEY
APPROVED F M:
UZANNE'A. HUTTON
ASSISTANT C9U�fCTY ATTORNEY
Date ;?`
Executive Director
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Byrne Formula Grant Program
co
SUBGRANTEE: Monroe County Board of Commissioners �`'"•'�='''1rl�!;{
TITLE OF PROJECT Peacock Apartments Dual
Diagnosed Offender Program
GRANT NUMBER: 03-CJ-5A-11-54-01-109 ADJUSTMENT NO.: 1
NATURE OF ADJUSTMENT: SUPPLEMENTAL AWARD DATE: I' - a k-o3
GRANT ADJUSTMENT NOTICE
TO SUBGRANTEE: Page 1 of 2
Pursuant to your request of 05/13/2003 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:
QJ &,u L *
Authorize Official
Clayton H. Wilder
Community Program Administrator
The following revised budget is approved:
Salaries & Benefits
Contractual Services
Expenses
Operating Capital Outlay
Data Processing Services
Indirect Costs
TOTAL PROJECT COSTS
NEW APPROVED BUDGET
Current
Approved
Budget
-------------
0.00
16,270.00
0.00
0.00
0.00
0.00
16,270.00
Federal
16, 213. 00
Difference
0.00
5,349.00
0.00
0.00
0.00
0.00
5,349.00
Match
-------------
5,406.00
New
Approved
Budget
-------------
0.00
21,619.00
0.00
0.00
0.00
0.00
21,619.00
Total Funds
-------------
21,619.00
Adjustment No.l
03-CJ-5A-11-54-01-109
Page 2
The attached budget narrative, budget schedule and program objectives
are approved due to a supplemental award in the amount of $5,349
(Federal $4,011 and Match $1,338). This brings the total award to
$21, 619.
Retain this Grant Adjustment as part of official project records.
4-13-93
_1
C
UNTY snFLORIDA33040ONROE
KEY WEST T
(305)294-4641
James L. Roberts
County Administrator
1100 Simonton Street
Key West, FL 33040
305-292-4441
May 13, 2003
Mr. Clayton H. Wilder
Community Program Administrator
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
BOARD OF COUNTY COMMISSIONERS
_ Mayor Dixie , District 1
Mayor Pro Tem Nelson
9M. Murray Nelson, District 5
George Neugent, District 2
Charles McCoy, District 3
A�ECE
VE avid Rice, District 4
&1A Y 1 9 2003
OFFXEOFCRyItiV4,
t3T1C'CQ- kTS
Re: Amendments to Edward Byrne Memorial Law Enforcement Grant contracts 03-CJ-5A-11-54-01-105 and 03-
CJ-5A-11-54-01-109.
Dear Mr. Wilder:
As you may remember, Monroe County recently rescinded its contract with Helpline, Inc. to provide the Parents
Who Care program and the contract with your agency for the same program (03-CJ-5A-11-54-01-110). This
program was funded by $9,487.00 in Federal funds and $& t 2-90 in local match, for a total of $12,t4A0.
-647 N'►
31
At its meeting on April 28, 2003, the Substance Abuse Policy Advisory�Board voted to award these fundsto the
U.S. Fellowship of Florida for its Peacock Apartments program and the Guidance Clinic of the Middle Keys for its
Safeport program, as additional funds for the programs currently funded. Enclosed for your review and approval
please find pages of the contracts with your agency showing changes in amounts and objectives. Your favorable
consideration of this amendment request will be greatly appreciated. I wish to extend my gratitude to you and your
staff, especially Michael Turner, who attended the April 281 meeting, for your continued assistance. Please
contact Dave Owens, Grants Administrator, if you need any further information.
Very Truiv Yours,
James L. Roberts
County Administrator
cc: Michael Turner
encl.
CFI COC.IC
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
3. Program Objectives and. Performance Measures: Up to three types of objectives may
be included in this section of your subgrant application, i.e., Uniform Objectives, Project -
Specific Objectives and Self -Generated Objectives. If you are proposing a project in one
of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of
Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second
page if necessary.
a. List the number and title of the Program Area to be addressed. Refer to Appendix II,
Part Il, for a listing of authorized program areas.
13 Offender Community Treatment
M
(Title)
b. List Uniform Objectives first, followed by any other appropriate objectives you may wish
to address. If additional objectives are included, please identify whether they are
Project Specific or Self -Generated Objectives. Uniform and Project Specific Objectives
form the basis for collection of data and quarterly performance reporting.
Uniform Obiectives (Mandatory, copy as worded for the program area addressed
and include all appropriate questions).
Provide treatment services through various treatment modalities to eight (8) individuals.
Part 1 — During this reporting period, how many clients were provided DETOXIFICATION services? [This number should only
include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 2 — During this reporting period, how many clients were provided INTERVENTION services? [This number should only include
those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 3 — During this reporting period, how many clients were provided OUTPATIENT services? [This number should only include
those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
013.01
Part 4 — During this reporting period, how many clients were provided Level 1 RESIDENTIAL services? [This number should only
include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 5 — During this reporting period, how many clients were provided Level 2 RESIDENTIAL services? [This number should only
include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 6 — During this reporting period, how many clients were provided Level 3 RESIDENTIAL services? [This number should only
include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 7 — During this reporting period, how many clients were provided AFTERCARE services? [This number should only include
those clients who were NEW ADMISSIONS and/or READMISSIONS durinA this reporting period].
Provide an array of treatment services.
Part 1 — Were most clients provided psychosocial assessments?
Part 2 — Were some clients provided diagnostic services?
Part 3 — Were most clients provided urinalysis?
Part 4 — Were most clients provided case management services?
013.02
Part 5 — Were most clients provided counseling services?
Part 6 — Were some clients provided rehabilitation services?
Part 7 — Were some clients provided with court liaison services?
Part 8 — Were a significant number of clients referred to outpatient or residential treatment or other community services?
Part 9 — Were most clients provided relapse prevention training services?
Part 10 — Were most clients 2rovided vocational training and employment services?
Assist four (4) clients to successfully complete their treatment plan.
Part 1 — During this reporting period, how many DETOXIFICATION clients successfully COMPLETED their treatment?
Part 2— During this reporting period, how many INTERVENTION clients successfully COMPLETED their treatment?
013.03
Part 3— During this reporting period, how many OUTPATIENT clients successfully COMPLETED their treatment?
Part 4— During this reporting period, how many RESIDENTIAL clients successfully COMPLETED their treatment?
Part 5— During this reporting eriod how many AFTERCARE clients successfully COMPLETED their treatment?
Project S ecific Objectives
PSO 0001
1 Provide eight (8) clients monthly drug tests during the grant period, for a total of 48 drug tests.
FDLE Byrne Formula Grant Application Package Grant Application
Revised 03/25/2002 Section 11- Page 6
1U)COGIG. —I
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
F. Project Budget
1. Budget Schedule
a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual
Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local
Match must be a minimum of 25% of the Total Budget.
b. Enter the amount of federal, matching, and total funds by budget category that you will use to support
project activities. Enter dollar amounts only in applicable categories based on totals from the Budget
Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total
Budget.
C. Show all figures rounded to the next highest dollar; do not include cents.
(Example $4,505.25 as $4,506).
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank.
Budget Category
Federal
Match
Total
Salaries And Benefits
Contractual Services
16,213.00
5,406.00
21,619.00
Expenses
Operating Capital Outlay
i ect Costs
Indirect s
Totals
16,213.00
5,406.00
21,619.00
FDLE Byrne Formula Grant Application Package Grant Application
Revised 03/25/2002 Section H - Page 8
W
t'Q/4cGC!G _lOcj
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
2. Budget Narrative
a. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits,
Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should
be included.
b. You must describe the line items for each applicable budget category for which you are requesting subgrant
funding. Provide sufficient detail to show cost relationships to project activities. Reimbursements will only
be made for items clearly identified in the budget narrative.
c. Costs must not be allocated or included as a cost to any other federally financed program.
ntinue o
Please respond to the following five items before providing the Budget Narrative.
1. Identify your Specific sources of matching funds. (Source of match must be cash and represent no less
than twenty-five (25) percent of the project's cost.] Local Match provided from the Monroe County
General Revenue Fund.
2. If Salaries and Benefits are included in the budget as Actual Costs for staff in the implementing agency, is
there a net personnel increase, or a continued net personnel increase from the initial year?
No: If no, please explain.
Yes: XX If yes, please list number and title of position and type of benefits.
3. Indicate the OCO threshold established by the subgrantee. $750.00_
4. If Indirect Cost is included in your budget please indicate the basis for the plan (e.g. percent of salaries
and benefits), and provide documentation of the appropriate approval of this plan.
Annual budget of Peacock Apartments, if 28 beds
Less HUD funding for salaries
Subtotal
cost per bed per year (divide by 28)
cost per bed per month (divide by 12)
rent paid by each client per month
net cost per bed per month
net cost per bed per day (divide by 30.42 — avg. days in a month)
Total Cost of Project (1,940.00 bed days)
(rounded to nearest whole day)
Byrne Grant funds 16,213.00
County Match 5,406.00
Total Amount Requested 21,619.00
Total costs of Peacock Apartments Program:
Salaries, benefits, stipends: 197,400
Insurance
21,300
Utilities & phone
30,900
Supplies
8,600
Transportation Costs
3,600
Drug Tests
3,000
TOTAL
$264,800
264,800.00
16.500.00
248.300.00
8,697.86
738.99
400.00
338.99
11.14
21,619.00
Purchasing methods to be used will conform to existing Federal, State, and Local laws and regulations.
Monroe County will contract with U.S. Fellowship of Florida, Inc. for this project.
FDLE Byrne Fonnula Grant Application Package Grant Application
J91 ,q � q
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: United States Fellowship of Effective Date: 10/01/02
Florida d/b/a Peacock Apartments
Expiration Date: 9/30/03
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Dual Diagnosed Offender Program I as part of Monroe County's FY03 Anti -Drug Abuse
Program
Contract Manager: David P. Owens
(Name)
for BOCC meeting on 11/13/02
4482 OMB/Grants Mgt.
(Ext.) (Department)
Deadline: 10/31/02
CONTRACT COSTS
Total Dollar Value of Contract: $16,269.00 Current Year Portion: $16,269.00
Budgeted? Yes X No Account Codes: 125-06006-530490-GG0303-XXXXXX
Grant: $12,202.00
County Match: $4,067.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support -filing reports, oversight
Not included in dollar value above) (e . Maintenance, utilities, janitorial, salaries, etc
CONTRACT REVIEW
Changes Date Out
Date In Needed Reviewer
Division Director
Yes❑ No❑
Risk Management
Yes❑ No❑
O.M.B./Purchasing
Yes❑ No❑
County Attorney
Yes❑ No❑
Comments:
MAP 9:r%rm Dm•in.,A n14 7 Mc RAr%M un
•- ...... ..v•IVVV V/ 1 I/IJ%J I V I VI TfL
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Law Effective Date: 10/01 /02
Enforcement
Expiration Date: 9/30/03
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Dual Diagnosed Offender Program I as part of Monroe County's FY03 Anti -Drug Abuse
Program
Contract Manager: David P. Owens
(Name)
for BOCC meeting on 11/13/02
4482 OMB/Grants Mgt.
(Ext.) (Department)
a Deadline: 10/31/02
CONTRACT COSTS
Total Dollar Value of Contract: $16,269.00 Current Year Portion: $16,269.00
Budgeted? Yes X No Account Codes: 125-06006-530490-GG0303-XXXXXX
Grant: $12,202.00
County Match: $4,067.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support -filing reports, oversight
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes Date Out
Date In Needed Reviewer
Division Director Yes❑ No❑
Risk Management Yes[] No❑
O.M.B./Purchasing Yes❑ No❑
County Attorney Yes❑ No❑
Comments:
OMB Form Revised 9/11/95 MCP #2
EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE
FORMULA GRANT FUNDS AGREEMENT
THIS AGREEMENT is made and entered this day of
2002, 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 The United States Fellowship of Florida d/b/a Peacock Apartments, whose address is 1320
Coco Plum Drive, Marathon, Florida 33050, hereinafter referred to as "PROVIDER."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub -grant of
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to
COUNTY to implement a program that provides Dual Diagnosed Offender Housing for Monroe
County Homeless Men and Women; and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, PROVIDER is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State
and Local Law Enforcement Assistance Formula Grant Funds to PROVIDER in accordance
with the COUNTY'S application for the Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and PROVIDER agree as follows:
1. TERM - The term of this Agreement is from October 1, 2002, through September
30, 2003, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - PROVIDER will provide services as outlined in the COUNTY'S Anti -
Drug Abuse Sub -grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by PROVIDER in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $16,269.00.
The total sum represents federal grant/state sub -grant support in the amount of $12,202.00 and
local matching funds in the amount of $4,067.00, which amount shall be provided by the county
through the grant matching funds account. All funds shall be distributed and expended in
accordance with the Project Budget Narrative submitted 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 Subgrant Award Certificate and Application" therefor and all laws, rules and
regulations relating thereto are incorporated by reference, (Attachment C).
5. IMPLEMENTING AGENCY BOND - PROVIDER is an implementing agency
under the COUNTY'S Anti -Drug Abuse Program, and shall be bound by all the provisions of the
documents incorporated by reference in Section 4 of this Agreement. Additionally, PROVIDER
shall be bound by all laws, rules, and regulations relating to the COUNTY'S performance under
the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) PROVIDER shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services,
and all other information required by the Program Director. The original invoice shall be sent to:
Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by PROVIDER.
7. 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 PROVIDER
after PROVIDER has received notice of termination. In the event there are any unused Edward
Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds,
PROVIDER shall promptly refund those funds to the COUNTY or otherwise use such funds as
the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - PROVIDER 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.
9. AUDIT - PROVIDER 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.
10. 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 U. S. Fellowship of Florida
1100 Simonton Street 1320 Coco Plum Drive
Key West, FL 33040 Marathon, Florida 33050
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the
Florida Department of Community Affairs 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 Provider at its address specified above. The COUNTY shall not be obligated to
pay for any services provided by PROVIDER after PROVIDER has received notice of
termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, PROVIDER 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 PROVIDER. If PROVIDER
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.
13. 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.
14. EMPLOYEE STATUS - Persons employed by PROVIDER 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.
15. INDEMNIFICATION - PROVIDER agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or
related to the provision of services hereunder by PROVIDER.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
Deputy Clerk
Witness
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
U. S. Fellowship of Florida, d/b/a Peacock
Apartments
By:
Title:
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations,
county travelers, and contractual parties who have reimbursable expenses associated with
Monroe County business. These guidelines, as they relate to travel, are from Florida Statute
112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs
to also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to requesting a
reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract. This document should not be considered all-inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter -company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and payroll taxes, check number
and check amount. If a Payroll Journal is not provided, the following information must be
provided: check amount, check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller,
the telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061.
Credit card statements are not acceptable documentation for reimbursement. If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the airport for
a business trip is not reimbursable. Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls are
not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before
noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m.
for dinner reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while
on County business. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of departure. For
example, driving form one's home to the airport for a business trip is not a reimbursable
expense.
Non -allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fundraising, non -sufficient
check charges, penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name) for the time
period of to
Check # Payee
Reason
Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 XXX.XX
(A) Total $XX,XXX XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X.XXX.XX
I certify that the above checks have been submitted to the vendors as noted and
that the expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners and
will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 2001
by who is personally known to me.
Notary Public Notary Stamp
ETHICS CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract 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.
Date:
STATE OF
COUNTY OF
(signature)
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this day of
20
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
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
consultant 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."
Florida Department of
Law Enforcement
James T. "Tim" Moore
Commissioner
October 28, 2002
The Honorable Charles McCoy
Mayor, Monroe County Board of
County Commissioners
500 Whitehead Street
Key West, Florida 33040
Office of Criminal Justice Grants
Re: 03-CJ-5A-11-54-01-109 / Peacock Apartments Dual
Diagnosed Offender Program
Dear Mayor McCoy:
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
(850) 410-8700
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement Formula Grant in the amount of $12,202 to your unit of government.
These funds shall be utilized to implement a Byrne Program under Purpose Area 13B -
Offender Community Treatment - Local.
A copy of the approved subgrant application with the above referenced grant number
and project title is enclosed for your file. All correspondence with the Department should
always refer to the grant number and project title.
Your attention is directed to Section G of the subgrant, "Acceptance and Agreement".
These conditions should be reviewed carefully by those persons responsible for project
administration to avoid delays in project completion and cost reimbursements. Also, you
should review the enclosed Subgrant Award Certificate. This certificate contains important
information that applies to this award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service • Integrity - Respect - Quality
The Honorable Charles McCoy
Page Two
We look forward to working with you on this project. If we can be of further assistance,
please contact Beth Hamilton at (850)410-8700.
Sincerely,
QQ�, A. LL4-xk�
Clayton 11. Wilder
Community Program Administrator
CHWBH/mg
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
03-CJ-5A-11-54-01-109 in the amount of $12,202,
for a project entitled: Peacock Apartments Dual
Diagnosed Offender Program
for the period of 10/01/2002 through 09/30/2003, to be implemented
in accordance with the approved subgrant application, and subject to
the Florida Department of Law Enforcement's conditions of acceptance
And agreement and special conditions governing this subgrant.
(Signa ure of Authorized Official)
(Typed Name of Official) 1 --
(Typed Title of Official)
Monroe County
(Name of Subgrantee)
APPROVED AS TO F M
AND LE AL SUFF
BY
ZANNE H 'TTON
DATEO�
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: October 28, 2002
Grant Period: From: 10/01/2002 To: 09/30/2003
Project Title: Peacock Apartments Dual
Diagnosed Offender Program
Grant Number: 03-CJ-5A-11-54-01-109
Federal Funds: $12,202.00
State Agency Match:
Local Agency Match: $4,068.00
Total Project Cost: $16,270.00
Program Area: 13B
Award is hereby made in the amount and for the period shown above
of a subgrant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti -Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-87, or OMB
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
03-CJ-5A-11-54-01-109
SUBGRANT AWARD CERTIFICATE (CONTINUED)•
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
a properly executed Certificate of Acceptance of Subgrant Award
is returned to the Department.
Csz MA -A N . U.,LL
Authorized Official
Clayton H. Wilder
Community Program Administrator
to - 28• oZ
Date
Application for Funding Assistance
Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro _ ram �+
Please read instructions before completing this applicatio'n.
The term "Department", unless otherwise stated, refers to the Department of Law Enforcement
The term "OCJG" refers to the Office of Criminal Justice Grants.
The term "subgrant recipient" or "subgrantee" refers to the governing body of a city, county, state agency, or an Indian
Tribe that performs criminal justice functions as determined by the U.S. Secretary of the Interior.
The term "implementing agency" is a subordinate agency of a city, county, state agency, or Indian Tribe, or an agency
under the direction of an elected official for example, Sheriff or Clerk of the Court).
A. Subgrant Data
1. This section to be completed by Subgrantee
2. This section to be completed by OCJG
Continuation of Previous Subgrant? ❑ Yes ❑ No
Project ID #
Program Area #:
I
CFDA #: 16.579
If Yes, enter CJ Contract # of Previous Subgrant
ca - Ioq
13 8
SFY 2002 CJ Contract #
SFY 2003 CJ Contract #
2002-CJ-_-_-_-_-_
2003—CJ--]�E-L-S'f-&L-J_�y
B. Applicant Information
1. Subgrant Recipient (Subgrantee)
Name of Subgrant Recipient (Unit of Government): Monroe County Board of County
Commissioners
County
Monroe
Name of Chief Elected Official / State Agency Head: Charles L. "Sonny" McCoy
Title: Mayor
Address: 500 Whitehead Street
Area Code / Phone #305-292-3430
City, County, State, Zip Code: Key West, FL 33040
SUNCOM #
E-mail Address: boccd1s3@mail.state.fl.us
Area Code / Fax #
305-292-3577
2. Chief Financial Officer of Subgrant Recipient (Subgrantee)
Name of Chief Financial Officer: Danny Kolhage
County
Monroe
Title: Clerk of the Court, Monroe County
Address: 500 Whitehead Street
Area Code / Phone #305-292-3550
City, County, State, Zip Code: Key West, FL 33040
SUNCOM #
E-mail Address:
Area Code / Fax #
305-295-3663
3. Implementing Agency
Name of Implementing Agency: Monroe County Board of County Commissioners
Name of Chief Executive Official / State Agency Head / Subgrantee representative
County
(if a subordinate agency of the subgrant recipient): James L. Roberts
Title: County Administrator
Monroe
Address: 1100 Simonton Street
Area Code / Phone #305-292-4441
City, County, State, Zip Code: Key West, FL 33040
SUNCOM #
E-mail Address: jlrobert@mail.state.fl.us
Code /Fax #
Area305-292-4544
FDLE Byrne Formula Grant Application Package Grant Application
Revised 03/25/2002 Section 11 - Page 1
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Project Director
Name of Project Director: David P. Owens
(Implementing Agency Employee)
Title: Grants Administrator
Address: 1100 Simonton Street
City, County, State, Zip Code: Key West, FL 33040
E-mail Address: mcgrnts@ mail. state. fl.us
County
Monroe
Area Code / Phone #
305-292-4482
SUNCOM #
Area Code / Fax #
305-2924515
5. Contact Person
Name of Contact Person:
(if other than Project Director)
Title:
Address:
City, County, State, Zip Code:
E-mail Address:
County
Monroe
Area Code / Phone #
SUNCOM #
Area Code / Fax #
6. Person Responsible For Financial Reporting if known
Name: David P. Owens
Title: Grants Administrator
Address: 1100 Simonton Street
City, County, State, Zip Code: Key West, FL 33040
E-mail Address: mcgrnts@mail.state.fl.us
County
Monroe
Area Code / Phone #
305-2924482
SUNCOM #
Area Code / Fax #
305-292-4515
7. Person Responsible For Programmatic Performance Reporting if known)
Name: David P. Owens
Title: Grants Administrator
Address: 1100 Simonton Street
City, County, State, Zip Code: Key West, FL 33040
E-mail Address: mcgrnts@mail.state.fl.us
County
Monroe
Area Code / Phone #
305-292-4482
SUNCOM #
Area Code / Fax #
305-292-4515
FDLE Byrne Formula Grant Application Package Grant Application
Revised 03/25/2002 Section 11 -Page 2
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
C. Administrative Data
1.
Project Title: Peacock Apartments Dual Diagnosed Offender Program
2.
Identify the year of the project (I, II, III, etc.) 1
3.
Project period Start: 10/01/02 End: 09/30/03
D. Fiscal Data
1.
If other than the Chief Financial Officer Remit Warrant to:
Name: David P. Owens
County
Title: Grants Administrator
Monroe
Address: 1100 Simonton Street
Area Code / Phone #
Are305-292-4482
SUNCOM #
City, County; State, Zip Code: Key West, FL 33040
E-mail Address: mcgrnts@mail.state.fl.us
Area Code / Fax #
305-292-4515
2.
Is the subgrantee participating in the State of Florida Comptroller's Office electronic transfer pro -gram?
(Reimbursement cannot be remitted to any entity other than the subgrantee.)
Yes XX No
3.
Frequency of Fiscal Reporting: Monthly Quarterly XX
4.
Vendor#: 596000749
5.
State Agency SAMAS #:
6.
Project Generated Income (PGI):
Will the project earn PGI? (See Section G, Item 9.) Yes No X_
7.
Cash Advance: Will you request an advance?
Yes Amount No XX
If yes, a letter of request must be submitted with the application or prior to submission of the first claim for
reimbursement.
FDLE Byrne Formula Grant Application Package Grant Application
Revised 03/25/2002 Section 11- Page 3
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro ram
E. Project Narrative
1. Problem Identification: Briefly describe a specific problem to be addressed with
subgrant funds in terms of Problem Description, Problem Significance and Needs
Assessment, as described in the application instructions. Continue narrative on a
second page if necessary. Do not exceed two Daaes.
PROBLEM DESCRIPTION:
Mentally ill drug -dependent and alcohol dependent offenders who are in jail for misdemeanor
and Felony charges, waiting trial or pending release on parole or probation would be better
served in a Residential Program for Dual Diagnosed Offenders. Diverting offenders into
community based treatment, with case management, referral to treatment, assessment, and
monitoring through drug and alcohol testing, relieves the jail from the expense of the cost of
care of these special needs offenders. Coordinating mental health treatment, to include
counseling and medication management for their mental health conditions, will be instrumental
in reducing their risk of alcohol and illegal drug use while living in the community.
PROBLEM SIGNIFICANCE:
Mentally ill offenders often do not understand the charges against them and are unable to
contribute to their own defense. Some are incompetent to stand trial, while others are charged
with felony substance abuse charges, felony grand theft, and other serious crimes which are not
due to violence or aggression. These offenders need ongoing mental health treatment and
supervision, to prevent suicide attempts while in jail, and to prevent victimization by the other
prisoners. By releasing them into our community based offender program, they will be given the
opportunity to break the cycle of "self -medication" (through substance abuse) of their mental
illness, and develop a treatment program that enables them to remain clean and sober, and
become a productive member of our community.
NEEDS ASSESSMENT:
The National Alliance for the Mentally I11, Florida Branch Director Fay Barnette, states: "For
every one person in a state mental hospital with a severe mental illness, there are 10 people with
severe mental illness in county jails. With the reduction of beds and the closure of a state
hospital in 2002, this is a problem that will reach crisis proportions." By providing alternatives
to prevent detention, jail and prison for persons who pose no danger to the community, we can
reduce our mentally ill jail population.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002 Grant A lication
Section 9 - Page 4
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
2. Project Description: Briefly describe proposed project activities. Refer to Appendix II, Part
1, Pages 1-3 for a description of eligible project areas). You should include project goals,
administration, enhancement/expansion, staff, service providers, clients or other
participants, equipment, location, and expected project results, as described in the
application instructions
This section should address the basic points of who, what, when, where, and how.
Continue on additional pages if necessary; do not exceed three pages.
Peacock Apartments Dual Diagnosed Offender Program will provide 4 residential beds in Key West to mentally ill adults
who are addicted to alcohol or illegal drugs and have been charged with or convicted of misdemeanor or felony crimes,
which are not dangerous to the community. Currently, Peacock Apartments does not have an Offender program. This
will be an expansion by adding four beds/units to our current census at Peacock Apartments. Existing occupied
beds/units are 24. If funded, this program will expand the beds/units to 28.
The goals of the Program will be:
1. To identify the potential client population, through contact with the case managers at the County Jail facilities,
the case managers at The Care Center for Mental Health, The Guidance Clinic, Pre -Trial Services and the
Court System, including the Public Defender's office. All potential clients will be interviewed by the Peacock
Apartments staff, during which assessments, referrals and treatment plans will be formulated. To qualify for a
residential bed at Peacock Apartments Offender Program, the candidate must be disabled due to having a
chronic, serious mental illness; have a dual diagnosis of substance abuse or addiction; and be either charged
or convicted of misdemeanor or felony crimes. They can not be a danger to the community, or have a history
of violent criminal or sexual aggression.
2. To provide four offenders with residential services, including a bed/unit, utilities, furniture, transportation,
supervision, monitoring, referral to mental health treatment, referral to substance abuse treatment, drug testing,
case management, and medication management.
3. To provide referrals to other appropriate programs for offenders that do not meet our criteria for our program.
4. To provide case management to applicants on our waiting list to our programs, including visits at jail, assistance
with court appearances, assistance with coordination of defense of their case, and other assistance as needed.
5. To provide case management to clients who successfully complete their treatment plan in our Program, and
move out into the community at large, for six months after release from our program. The followup care will
include home visits, inclusion in social events at Peacock Apartments, assistance with money management,
and monitoring of medication compliance and mental health treatment compliance.
Staff employed by U.S. Fellowship of Florida, Inc. at Peacock Apartments include Program Director, Jerri Valverde, RN;
Lori Robb, Case Manager, and four Residential Mental Health Counselors. Staff will perform intake appointments,
assessments, referrals, treatment planning, case management, transportation, supervision of medication compliance,
supervision of mental health treatment compliance, assistance with money management, drug testing, alcohol testing,
and assistance with activities of daily living. U.S. Fellowship of Florida also operates Heron House in Marathon.
The residents of the Program will share one four bedroom apartment, located at Poinciana Plaza, Key West, Florida, as
part of Peacock Apartments Residential Mental Health Program. This apartment was formerly used as staff housing. It
will be converted to the Offender Program if funding is approved.
Each resident's treatment plan will determine the length of stay in the program, as per their criminal case requirements.
The minimum stay will be ninety days, and the maximum stay will not be limited. The treatment plan will address the
frequency of drug/alcohol testing, the consequences if test is positive, the requirements for appropriate behavior and
compliance with medications during the duration of the participation in the program. Coordination with pre-trial services,
probation, parole, and other law enforcement agencies will be included in the treatment plan.
FDLE Byrne Formula Grant Application Package Grant Application
Revised 03/25/2002 Section 11 - Page 5
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
3. Program Obiectives and Performance Measures: Up to three types of objectives may
be included in this section of your subgrant application, i.e., Uniform Objectives, Project -
Specific Objectives and Self -Generated Objectives. If you are proposing a project in one
of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of
Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second
page if necessarv.
a. List the number and title of the Program Area to be addressed. Refer to Appendix II,
Part II, for a listing of authorized program areas.
13 Offender Community Treatment
M
(Title)
b. List Uniform Objectives first, followed by any other appropriate objectives you may wish
to address. If additional objectives are included, please identify whether they are
Project Specific or Self -Generated Objectives. Uniform and Project Specific Objectives
form the basis for collection of data and quarterly performance reporting.
Uniform Objectives (Mandatory, copy as worded for the program area addressed
and include all appropriate questions).
Provide treatment services through various treatment modalities to four (4) individuals.
Part 1 - During this reporting period, how many clients were provided DETOXIFICATION services? [This number should only
include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 2 - During this reporting period, how many clients were provided INTERVENTION services? [This number should only include
those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 3 - During this reporting period, how many clients were provided OUTPATIENT services? (This number should only include
those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period).
013.01 Part 4- During this reporting period, how many clients were provided Level 1 RESIDENTIAL services? [This number should only
include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 5 - During this reporting period, how many clients were provided Level 2 RESIDENTIAL services? [This number should only
include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Part 6 - During this reporting period, how many clients were provided Level 3 RESIDENTIAL services? [This number should only
include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period).
Part 7 - During this reporting period, how many clients were provided AFTERCARE services? [This number should only include
those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period].
Provide an array of treatment services.
Part 1 - Were most clients provided psychosocial assessments?
Part 2 - Were some clients provided diagnostic services?
Part 3 - Were most clients provided urinalysis?
Part 4 - Were most clients provided case management services?
013.02 Part 5 - Were most clients provided counseling services?
Part 6 - Were some clients provided rehabilitation services?
Part 7 - Were some clients provided with court liaison services?
Part 8 - Were a significant number of clients referred to outpatient or residential treatment or other community services?
Part 9 - Were most clients provided relapse prevention training services?
Part 10 - Were most clients Provided vocational training and employment services?
Assist four (4) clients to successfully complete their treatment plan.
Part 1 - During this reporting period, how many DETOXIFICATION clients successfully COMPLETED their treatment?
013.03 Part 2- During this reporting period, how many INTERVENTION clients successfully COMPLETED their treatment?
Part 3- During this reporting period, how many OUTPATIENT clients successfully COMPLETED their treatment?
Part 4- During this reporting period, how many RESIDENTIAL clients successfully COMPLETED their treatment?
Part 5- During this reporting eriod how many AFTERCARE clients successfully COMPLETED their treatment?
Project Specific Obiectives
PSO 0001 1 Provide 4 clients monthly drug tests during the grant period, for a total of 48 dru
tests.
FDLE Byme Formula Grant Application Package Grant Appllcatlo Revised 03/25/2002 n
Section H - Page 6
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Activity Implementation Schedule. Complete the Activity Implementation Schedule showing when activities
in the Program Description will commence and how the project will progress. This chart benchmarks planned
activities, both administrative and programmatic. An "X" has been inserted for reports with mandatory due
dates for all projects. Place an additional "X" to indicate times applicable to your project, as illustrated for
quarterly program reports. Make a detailed listing of key activities under the heading "Programmatic
Activities." Your Quarterly Performance Reports will be reviewed against this schedule.
Subgrant Period
October 1, 2002 through September 30, 2003
(Beginning Date — Ending Date)
Administrative Activities
ACTIVITY
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
AugSe
Submit Financial Reimbursement
Requests
X
X
X
X
Submit Financial Closeout Package
X
Submit Quarterly Program Reports
X
(03)
X
(03)
X
(03)
X
(03)
Submit Quarterly PGI Reports
(If applicable)
Programmatic Activities
(Continue on a second page if necessary.)
Be sure to include activities mentioned in the Project Description
ACTIVITY
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Interview, assess, background screen
And evaluate for our program
X
X
X
X
X
X
X
X
X
X
X
X
Referral of client into our project, or to
alternate project
X
X
X
X
X
X
X
X
X
X
X
X
Provide case management, monitoring,
drug test, and treatment planning
X
X
X
X
X
X
X
X
X
X
X
X
Discharge planning and coordination
X
X
X
X
X
X
X
X
X
Follow up care and case management
X
X
X
X
X
X
X
X
X
FDLE Byrne Formula Grant Application Package Grant Application
Revised 03/25/2002 Section H - Page 7
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
F. Project Budget
1. Budget Schedule
a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual
Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local
Match must be a minimum of 25% of the Total Budget.
b. Enter the amount of federal, matching, and total funds by budget category that you will use to support
project activities. Enter dollar amounts only in applicable categories based on totals from the Budget
Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total
Budget.
C. Show all figures rounded to the next highest dollar; do not include cents.
(Example $4,505.25 as $4,506).
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank.
Budget Category
Federal
Match
Total
Salaries And Benefits
Contractual Services
12,202.00
4,068.00
16,270.00
Expenses
Operating Capital Outlay
?fit
Indirect Costs
r.::..'i.r?::_r<i4i6fy ": ':+�}•..•:•:.
Totals
12,202.00
4,068.00
16,270.00
FDLE Byrne Formula Grant Application Package Grant Appllcatlon
Revised 03/25/2002
Section l/ - Page 8
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
2. Budget Narrative
a. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits,
Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should
be included.
b. You must describe the line items for each applicable budget category for which you are requesting subgrant
funding. Provide sufficient detail to show cost relationships to project activities. Reimbursements will only
be made for items clearly identified in the budget narrative.
c. Costs must not be allocated or included as a cost to any other federally financed program.
Continue on additional
Please respond to the following five items before providing the Budget Narrative.
1. Identify your Specific sources of matching funds. (Source of match must be cash and represent no less
than twenty-five (25) percent of the project's cost.] Local Match provided from the Monroe
County General Revenue Fund.
2. If Salaries and Benefits are included in the budget as Actual Costs for staff in the implementing agency, is
there a net personnel increase, or a continued net personnel increase from the initial year?
No: If no, please explain.
Yes: XX If yes, please list number and title of position and type of benefits.
3. Indicate the OCO threshold established by the subgrantee. $750.00_
4. If Indirect Cost is included in your budget please indicate the basis for the plan (e.g. percent of salaries
and benefits), and provide documentation of the appropriate approval of this plan.
Annual budget of Peacock Apartments, if 28 beds
Less HUD funding for salaries
Subtotal
cost per bed per year (divide by 28)
cost per bed per month (divide by 12)
rent paid by each client per month
net cost per bed per month
net cost per bed per day (divide by 30.42 — avg. days in a month)
Total Cost of Project (1,460.00 bed days)
Byrne Grant funds 12,202.00
County Match 4,068.00
Total Amount Requested 16,270.00
Total costs of Peacock Apartments Program:
Salaries, benefits, stipends: 197,400
Insurance
21,300
Utilities & phone
30,900
Supplies
8,600
Transportation Costs
3,600
Drug Tests
3,000
TOTAL
$264, 800
264,800.00
16, 500.00
248,300.00
8,697.86
738.99
400.00
338.99
11.14
16,270.00
Purchasing methods to be used will conform to existing Federal, State, and Local laws and regulations.
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Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proo
G. Conditions of Acceptance and Agreement
Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing
agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval
of this subgrant, the approved application and the following terms of conditions will become binding. Failure to
comply with provisions of this agreement will result in required corrective action up to and including project costs
being disallowed and termination of the project, as specified in item 16 of this section.
1. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the
current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide.
2. Reports
a. Project Performance Reports
The subgrant recipient shall submit Quarterly Project Performance Reports to OCJG by February 1, May
1, August 1, and within forty-five (45) days after the subgrant termination date. In addition, if the subgrant
award period is extended beyond the 'original' project period, additional Quarterly Project Performance
Reports shall be submitted.
Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in
sanctions, as specified in item 16 of Section G, performance of Agreement Provisions.
b. Financial Reports
(1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial
Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after
the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days
after the end of the reporting period. In addition, if the subgrant award period is extended, additional
Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice
Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the
subgrant termination period. Such claim shall be distinctly identified as "final".
(2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim
Report Forms prescribed and provided by the Office of Criminal Justice Grants. A subgrant recipient
shall submit either monthly or quarterly claims in order to report current project costs. Reports are to
be submitted even when no reimbursement is being requested.
(3) All claims for reimbursement shall be submitted in sufficient detail for proper pre -audit and post -audit.
(4) Before the "final' claim will be processed, the subgrant recipient must submit to the Department all
outstanding project reports and must have satisfied all special conditions. Failure to comply with the
above provisions shall result in forfeiture of reimbursement.
(5) The subgrant recipient shall submit Quarterly Project Generated Income Reports to OCJG by February
1, May 1, August 1, and within forty-five (45) days after the subgrant termination date covering
subgrant project generated income and expenditures during the previous quarter. (See Item 9,
Program Income.)
C. Other Reports
The subgrant recipient shall submit other reports as may be reasonably required by OCJG.
3. Fiscal Control and Fund Accounting Procedures
a. The subgrant recipient shall establish fiscal control and fund accounting procedures that assure proper
disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent
on this project shall be disbursed according to provisions of the project budget as approved by OCJG.
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b. All contractual expenditures and cost accounting of funds shall conform to OJP Financial Guide, U.S.
Department of Justice Common Rule for State and Local Governments, and federal Office of Management
and Budget's (OMB) Circulars A-21, A-87, and A-110, in their entirety.
c. All funds not spent according to this agreement shall be subject to repayment by the subgrant recipient.
4. Payment Contingent on Appropriation
The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual
appropriation by the Florida Legislature.
5. Obligation of Subgrant Recipient Funds
Subgrant funds shall not under any circumstances be obligated prior to the effective date or subsequent to the
termination date of the subgrant period. Only project costs incurred on or after the effective date and on or prior
to the termination date of the subgrant recipient's project are eligible for reimbursement.
6. Advance Funding
Advance funding may be authorized for up to twenty-five (25) percent of the federal award for each project
according to Section 216.181(16)(b), Florida Statutes, the OJP Financial Guide, and the U.S. Department of
Justice Common Rule for State and Local Governments. Advance funding shall be provided to a subgrant
recipient upon a written request to the Department justifying the need for such funds. This request, including
the justification, shall be either enclosed with the subgrant application or submitted to the Department prior to
the first request for reimbursement.
7. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse subgrant recipients for incurred costs is subject to available
federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds.
8. Travel and Training
a. All travel reimbursement for out-of-state or out -of -grant -specified work area shall be based upon written
approval of the Department prior to commencement of actual travel. Subgrant recipients shall obtain written
approval from the Department for reimbursement of training costs and related travel prior to
commencement of training, if the specific training was not listed in the approved budget.
b. The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in
Section 112.061, Florida Statutes.
c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida
Statutes.
9. Allowable Costs
a. Allowance for costs incurred under the subgrant shall be determined according to the general principles
of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department
of Justice Common Rule for State And Local Governments and federal OMB CircularA-87, "Cost Principles
for State, Local and Indian Tribal Governments", or OMB CircularA-21, "Cost Principles for Educational
Institutions".
b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB Circular
A-110 and Florida law to be eligible for reimbursement.
10. Program Income (also known as Project Generated Income)
Program income means the gross income earned by the subgrant recipient during the subgrant period, as a
direct result of the subgrant award. Program income shall be handled according to the OJP Financial Guide
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and U.S. Department of Justice Common Rule for State and Local Governments (reference 31 CFR Part 206
- Management of Federal Agency Receipts, Disbursements, and Operation of The Cash Management
Improvement Fund).
11. Approval of Consultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment of a consultant
when their rate exceeds $450 (excluding travel and subsistence costs) for an eight -hour day. Approval shall
be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department
of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's
approval of the subgrant recipient agreement does not constitute approval of consultant contracts.
12. Property Accountability
a. The subgrant recipient agrees to use all non -expendable property for criminal justice purposes during its
useful life or request Department disposition.
b. The subgrant recipient shall establish and administer a system to protect, preserve, use, maintain and
dispose of any property furnished to it by the Department or purchased pursuant to this agreement
according to federal property management standards set forth in the OJP Financial Guide, U.S.
Department of Justice Common Rule for State and Local Governments or the federal OMB CircularA-110.
This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration
of this agreement.
13. Ownership of Data and Creative Material
Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate
to this agreement is governed by the terms of the OJP Financial Guide, and the U.S. Department of Justice
Common Rule for State and Local Governments, or the federal OMB Circular A-110.
14. Copyright
The awarding agency reserves a royalty -free non-exclusive, and irrevocable license to reproduce, publish, or
otherwise use, and authorize others to use, for Federal government purposes:
a. The copyright in any work developed under an award or subaward, and
b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support
funded under this grant agreement.
15. Audit
a. Subgrant recipients that expend $300,000 or more in a year in Federal awards shall have a single or
program -specific audit conducted for that year. The audit shall be performed in accordance with the
federal OMB Circular A-133 and other applicable federal law. The contract for this agreement shall be
identified in The Schedule of Federal Financial Assistance in the subject audit. The contract shall be
identified as federal funds passed through the Florida Department of Law Enforcement and include the
contract number, CFDA number, award amount, contract period, funds received and disbursed. When
applicable, the subgrant recipient shall submit an annual financial audit that meets the requirements of
Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor
General.
b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted
within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be
complete, the submitted report shall include any management letters issued separately and management's
written response to all findings, both audit report and management letter findings. Incomplete audit reports
will not be accepted by the Department and will be returned to the subgrant recipient.
c. The subgrant recipient shall have all audits completed by an Independent Public Accountant (IPA). The
IPA shall be either a Certified Public Accountant or a Licensed Public Accountant.
d. The subgrant recipient shall take appropriate corrective action within six (6) months of the issue date of
the audit report in instances of noncompliance with federal laws and regulations.
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e. The subgrant recipient shall ensure that audit working papers are made available to the Department, or
its designee, upon request for a period of three (3) years from the date the audit report is issued, unless
extended in writing by the Department.
f. Subgrant recipients that expend less than $300,000 in Federal awards during a fiscal year are exempt from
the audit requirements of OBM CircularA-133 for that fiscal year. In this case, written notification shall be
provided to the Department by the Chief Financial Officer, or designee, that the subgrant recipient is
exempt. This notice shall be provided to the Department no later than March 1 following the end of the
fiscal year.
g. If this agreement is closed out without an audit, the Department reserves the right to recover any
disallowed costs identified in an audit completed after such closeout.
h. The completed audit report or notification of non -applicability should be sent to the following address:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, Florida 32302-1489
16. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the subgrant recipient,
the subgrant recipients consultants and suppliers, or both, the Department shall impose sanctions it deems
appropriate including withholding payments and cancellation, termination, or suspension of the agreement in
whole or in part. In such event, the Department shall notify the subgrant recipient of its decision thirty (30) days
in advance of the effective date of such sanction. The subgrant recipient shall be paid only for those services
satisfactorily performed prior to the effective date of such sanction.
17. Commencement of Project
a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the subgrant
recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request
a revised project starting date.
b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the subgrant
recipient shall send. another letter to OCJG, again explaining the reason for delay and request another
revised project starting date.
c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified
or shall, at its discretion, unilaterally terminate this agreement and re -obligate subgrant funds to other
Department approved projects. The Department, where warranted by extenuating circumstances, may
extend the starting date of the project past the ninety (90) day period, but only by formal written amendment
to this agreement.
18. Excusable Delays
a. Except with respect to defaults of consultants, the subgrant recipient shall not be in default by reason of
any failure in performance of this agreement according to its terms (including any failure by the subgrant
recipient to make progress in the execution of work hereunder which endangers such performance) if such
failure arises out of causes beyond the control and without the fault or negligence of the subgrant recipient.
Such causes include, but are not limited to, acts of God or of the public enemy, acts of the government in
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either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight
embargoes, and unusually severe weather, but in every case, the failure to perform shall be beyond the
control and without the fault or negligence of the subgrant recipient.
b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure
arises out of causes beyond the control of subgrant recipient and consultant, and without fault or
negligence of either of them, the subgrant recipient shall not be deemed in default, unless:
(1) Supplies or services to be furnished by the consultant were obtainable from other sources,
(2) The Department ordered the subgrant recipient in writing to procure such supplies or services from
other sources, and
(3) The subgrant recipient failed to reasonably comply with such order.
c. Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such
failure, and if the Department determines that any failure to perform was occasioned by one or more said
causes, the delivery schedule shall be revised accordingly.
19. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes
all project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the
same terms and conditions set forth in the initial contract. Only one extension of the contract shall be
acceptable, unless failure to complete the contract is due to events beyond the control of the contractor.
20. Written Approval of Changes in this Approved Agreement
Subgrant recipients shall obtain approval from the Department for major changes. These include, but are not
limited to:
a. Changes in project activities, target populations, implementation schedules, designs or research plans set
forth in the approved agreement;
b. Budget deviations that do not meet the following criterion. That is, a subgrant recipient may transfer funds
between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the
total approved budget and the transfer is made to an approved budget item; or,
c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by
the Department. Transfers do not allow for increasing the quantitative number of items documented in any
approved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or
Expense categories, or staff positions in the Salaries and Benefits category.)
d. Under no circumstances can transfers of funds increase the total budgeted award.
21. Disputes and Appeals
a. The Department shall make its decision in writing when responding to any disputes, disagreements or
questions of fact arising under this agreement and shall distribute its response to all concerned parties.
The subgrant recipient shall proceed diligently with the performance of this agreement according to the
Department's decision.
b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in writing within
twenty-one (21) calendar days to the Department's clerk (agency clerk). The subgrant recipient's right to
appeal the Department's decision is contained in Chapter 120, Florida Statutes, and in procedures set forth
in Rule 28-106.104, Florida Administrative Code. Failure to appeal within this time frame constitutes a
waiver of proceedings under Chapter 120, Florida Statutes.
22. Conferences and Inspection of Work
Conferences may be held at the request of any party to this agreement. At any time, a representative of the
Department, of the U.S. Department of Justice, or the Auditor General of the State of Florida, have the privilege
of visiting the project site to monitor, inspect and assess work performed under this agreement.
Grant
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Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
23. Access To Records
a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of
Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access
to books, documents, papers and records of the subgrant recipient, implementing agency and contractors
for the purpose of audit and examination according to the OJP Financial Guide, and the U.S. Department
of Justice Common Rule for State and Local Governments.
b. The Department reserves the right to unilaterally terminate this agreement if the subgrant recipient,
implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or
other materials subject to provisions of Chapter 119, Florida Statutes, and made or received by the
subgrant recipient or its contractor in conjunction with this agreement.
24. Retention of Records
The subgrant recipient shall maintain all records and documents for a minimum of three (3) years from the date
of the final financial statement and be available for audit and public disclosure upon request of duly authorized
persons.
25. Signature Authority
Both the Subgrant Recipient Authorizing Official or Designated Representative and the Implementing
Agency Official, Administrator or Designated Representative who sign Section I. Signature Page, have the
authority to request changes to the approved agreement. The Project Director has authority to submit
Financial and Performance Reports, with the exception of the Closeout Package, which also requires the
signature by the Chief Financial Officer of the Subgrant Recipient or authorized designee.
26. Delegation of Signature Authority
When the authorized official of a subgrant recipient or the implementing agency designates some other staff
person signature authority for him/her, the chief officer or elected official must submit to the department a letter
or resolution indicating the staff person given signature authority. The letter indicating delegation of signature
authority must be signed by the chief officer or elected official and the person receiving signature authority.
27. Personnel Changes
Upon implementation of the project, in the event there is a change in Chief Executive Officers for the
Subgrantee or Implementing Agency, Project Director, or Contact Person, the OCJG must be notified in writing
with documentation to include appropriate signatures.
28. Background Check
Whenever a background screening for employment or a background security check is required by law for
employment, unless otherwise provided by law, the provisions of Chapter 435, Florida Statutes shall apply.
a. All positions in programs providing care to children, the developmentally disabled, or vulnerable adults for
15 hours or more per week; all permanent and temporary employee positions of the central abuse hotline;
and all persons working under contract who have access to abuse records are deemed to be persons and
positions of special trust or responsibility and require employment screening pursuant to Chapter 435, F.S.,
using the level 2 standards set forth in that chapter.
b. All employees in positions designated by law as positions of trust or responsibility shall be required to
undergo security background investigations as a condition of employment and continued employment. For
the purposes of the subsection, security background investigations shall include, but not be limited to,
employment history checks, fingerprinting for all purposes and checks in this subsection, statewide criminal
and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal
records checks through the Federal Bureau of Investigation, and may include local criminal records checks
through local law enforcement agencies.
(1) Any person who is required to undergo such a security background investigation and who refuses
to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for
employment in such position or, if employed, shall be dismissed.
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(2) Such background investigations shall be conducted at the expense of the employing agency. When
fingerprinting is required, the fingerprints of the employee or applicant for employment shall be
taken by the employing agency or by an authorized law enforcement officer and submitted to the
Department of Law Enforcement for processing and forwarding, when requested by the employing
agency, to the United States Department of Justice for processing. The employing agency shall
reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the
fingerprints.
29. • Drug Court Projects
a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements
outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office,
program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be
obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700.
b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient
agrees that drug court programs funded with this award shall collect and maintain follow-up data on
criminal recidivism and drug use relapse of program participation. The data collected must be available
to U.S. DOJ and FDLE upon request.
30. Overtime for Law Enforcement Personnel
Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department
of Justice encourages consultation with all allied components of the criminal justice system in the affected
jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased
court dockets and the need for detention space.
31. Criminal Intelligence System
a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems
Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of
operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968,
42 U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional
rights of individuals.
b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that
they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus
Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR
Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's
Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this
agreement.
c. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. If the subgrant recipient or criminal justice agency operates a criminal intelligence system and
does not meet Act and federal regulation criteria, they must indicate when they plan to come into
compliance. Federal law requires a subgrant-funded criminal intelligence system project to be in
compliance with the Act and federal regulation prior to the award of federal funds. The subgrant recipient
is responsible for the continued adherence to the regulation governing the operation of the system or faces
the loss of federal funds. The Department's approval of the subgrant recipient agreement does not
constitute approval of the subgrant-funded development or operation of a criminal intelligence system.
32. Confidential Funds
A signed certification that the project director or the head of the Implementing Agency has read, understands,
and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's
Financial Guide is required from all projects that are involved with confidential funds from either Federal or
matching funds. The signed certification must be submitted at the time of grant application.
33. Equal Employment Opportunity (EEO)
a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in,
be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI
of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the
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Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non -
Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F. G and H.
b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that
they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus
Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated,
implemented and maintained a current EEO Program. Submission of this certification is a prerequisite to
entering into this agreement. This certification is a material representation of fact upon which reliance was
placed when this agreement was made. If the subgrant recipient or implementing agency meet Act criteria
but have not formulated, implemented and maintained such a current written EEO Program, they have 120
days after the date this agreement was made to comply with the Act or face loss of federal funds subject
to the sanctions in the Justice System Improvement Act of 1979, Pub. L. 96-157, 42 U.S.C. 3701, et seq.
(Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance
Information).
c. Any state agency, county or city receiving a single grant award for $500,000 or more OR an aggregate of
grant awards for $1,000,000 or more during any 18 month period in federal funds, must have approval of
its EEO Plan by the U.S. DOJ, Office for Civil Rights (OCR). The subgrantee shall submit its EEO Plan to
FDLE, for submittal to the U.S. DOJ, OCR for approval. If the U.S. DOJ, OCR has approved an agency's
EEO Plan -during the two previous years, it is not necessary to submit another EEO Plan. Instead, the
subgrantee need only send a copy of its approval letter from the OCR. However, if the EEO Plan approval
is more than two years old, an updated Plan must be submitted.
34. Americans with Disabilities Act
Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101-
336, which prohibits discrimination by public and private entities on the basis of disability and requires certain
accommodations be made with regard to employment (Title 1), state and local government services and
transportation (Title II), public accommodations (Title 111), and telecommunications (Title IV).
35. Immigration and Nationality Act
No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien
workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section
274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any
contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant
recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral
cancellation of this contract by the Department.
36. National Environmental Policy Act (NEPA)
a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental
impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following
new activities whether or not they are being specifically funded with these subgrant funds. That is, it
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applies as long as the activity is being conducted by the subgrantee or any third party and the activity
needs to be undertaken in order to use these subgrant funds,
(1) New construction;
(2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National
Register of Historic Places or (b) located within a 100-year flood plain;
(3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a
change in its basic prior use or (b) significantly change its size; and
(4) Implementation of a new program involving the use of chemicals other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example,
in office, household, recreational, or educational environments.
b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the
subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to
cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that
funded program or activity.
37. Non -Procurement, Debarment and Suspension
The subgrant recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR,
Part 85, Section 85.510, Participant's Responsibilities). These procedures require the subgrant recipient to
certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended,
declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized
by the Department.
38. Federal Restrictions on Lobbying
a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on Lobbying" and shall
file the most current edition of the Certification And Disclosure Form, if applicable, with each submission
that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative
agreement of $100,000 or more; or federal loan of $150,000 or more.
b. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by Section 135Z Title 31, United States Code. Any person who fails to
file the required certification is subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each failure to file.
C. The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an
officer or employee of congress, or an employee of a member of congress in connection with the
awarding of any federal loan, the entering into of any renewal, amendment, or modification of any
federal contract, grant, loan or cooperative agreement.
(2) If any non-federal funds have been paid or shall be paid to any person for influencing or attempting
to influence an officer or employee of congress, or an employee of a member of congress in
connection with this federal contract, grant loan, or cooperative agreement, the undersigned shall
complete and submit the standard form, Disclosure of Lobbying Activities, according to its
instructions.
FDLE Byrne Formula Grant Applica tion Package
Revised 03/25/2002 Gn ntApplication
Section I/ - Page 18
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
(3) The undersigned shall require that the language of this certification be included in award documents
for all subgrant awards at all tiers and that all subgrant recipients shall certify and disclose
accordingly.
39. State Restrictions on Lobbying
In addition to the provisions contained in Item 38 of Section G, Conditions of Acceptance and Agreement, the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
40. "Pay —to -Stay"
Funds from this award may not be used to operate a "pay -to -stay" program in any local jail. Furthermore, no
funds may be given to local jails that operate "pay -to -stay" programs. "Local jail", as referenced in this
condition, means an adult facility or detention center owned and/or operated by city, county, or municipality.
It does not include juvenile detention centers. "Pay -to -stay" programs as referenced in this condition, means
a program by which extraordinary services, amenities and/or accommodations, not otherwise available to the
general inmate population, may be provided, based upon as offender's apparent ability to pay, such that
disparate conditions of confinement are created for the same or similar offenders within a jurisdiction.
41. Mitigation of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine
Laboratories
If an award is made to support methamphetamine laboratory operations the subgrant recipient must comply
with this condition, which provides for individual site environmental assessmenfrmpact statements as required
under the National Environmental Policy Act.
a. General Requirement: The subgrantee agrees to comply with Federal, State, and local environmental,
health and safety laws and regulations applicable to the investigation and closure of clandestine
methamphetamine laboratories and the removal and disposal of the chemicals, equipment, and wastes
used in or resulting from the operation of these laboratories.
b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving
the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse
health, safety and environmental impacts to (1) the law enforcement and other governmental personnel
involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory;
(3) the seized laboratory site's immediate and surrounding environment of the site(s) where any remaining
chemicals, equipment, and waste form a seized laboratory's operations are placed or come to rest.
Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety
and environmental impacts from any of clandestine methamphetamine operations funded under this award, it
will (1) include the nine, below listed protective measures or components; (2) provide for their adequate funding
to include funding, as necessary, beyond that provided by this award; and (3) implement these protective
measures directly throughout the life of the subgrant. In so doing, the subgrantee understands that it may
implement these protective measures directly through the use of its own resources and staff or may secure the
qualified services of other agencies, contractor or other qualified third party.
1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure
or closure if of clandestine methamphetamine laboratories;
2. Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training
for law enforcement officials and other personnel assigned by the subgrantee to either the seizure
or closure of clandestine methamphetamine laboratories;
3. As determined by their specific duties, equip personnel assigned to the project with OSHA required
protective wear and other required safety equipment;
FDLE Byrne Formula Grant Application Package Grant Application
Revised 03/25/2002 Section 9 - Page 19
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed
laboratory;
5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment,
and contaminated materials and wastes from the site(s) of each seized clandestine laboratory;
6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed fro
licensed recycling facilities; m the
sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly
7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately
above in order to ensure proper compliance;
8. Have in place and implement an inter -agency agreement or other form of commitment with a
responsible State environmental agency that provides for that agency's (i) timely evaluation of the
environmental conditions at and around the site of a closed clandestine laboratory and (ii)
coordination with the responsible party, property owner, or others to ensure that ant residual
contamination is remediated, if necessary, and in accordance with existing State and Federal
requirements; and
9. Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or
have immediate access to, qualified personnel who can respond to the potential health needs of any
offender(s)' children or other children present or living at the seized laboratory site. Response
actions should include, at a minimum and as necessary, taking children into protective custody,
immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up
medical tests, examinations or health care.
FDLE Byrne Formula Grant Apelication Package
Revised 03/25/2002 Gri tApplication
section 9 - Paqe 20
APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH
EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
SUBGRANTEE CERTIFICATION
I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime
Control and Safe Streets Act of 1968 as amended, that the Subgrantee (Subgrant Recipient) . . .
(Select one of the following):
XX Meets Act Criteria Does not meet Act Criteria
I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand
that if the Subgrant-Recipient meets these criteria, it must formulate, implement and maintain a written
EEO Plan relating to employment practices affecting minority persons and women. I also affirm that
the Subgrant Recipient. . . (Select one of the following):
XX Has a Current EEO Plan Does Not Have a Current EEO Plan
I further affirm that if the Subgrant Recipient meets the Act criteria and does not have a current written
EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days
after a subgrant application for federal assistance is approved or face loss of feder I funds.
Signature of Subgrantee Authorized Official
Type Name: James L. Roberts
Title County Administrator
Subgrant Recipient: Monroe County Board of County Commissioners
May 31, 2002
FDLE Byrne Formula Grant Application Package EEO Certification
Revised 03/25/2002 Appendix /V -Page 1 of 2
sat�i' �1
RESOLUTION NO. 221 - 2002 OMB/Grants
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY,
FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 02/03 EDWARD
BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE
FORMULA GRANT PROGRAM
WHEREAS, the Florida Department of Law Enforcement has announced the FY
02/03 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement
Assistance Formula Grant Program; and
WHEREAS, on April 17,2002, the Monroe County Board of Commissioners
agreed to serve as the coordinating unit of government in the preparation of the grant
proposals and in the distribution of funds allocated to Monroe County in the amount of
$188,163.00 with a $62,721.00 cash match requirement; and
WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with
concern given to the County's current drug control efforts, has recommended certain -
programs receive funding to provide the community with•activities focused on drug and
alcohol education, prevention, rehabilitation, and treatment; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
1. The Board of County Commissioners concurs with the Monroe County
Substance Abuse Policy Advisory Board's recommendations; and that
2. The County Administrator is hereby authorized to sign and submit the
application packet for the FY02/03 grant funds to the Florida Department of
Law Enforcement Anti -Drug Abuse Grant Program; and that
3. This resolution shall become effective immediately upon adoption by the
Board of County Commissioners and execution by the Presiding Officer and
Clerk.
• N
PASSED AND ADOPTED by the Board of County Commissioners of Monre'unN
m
Florida, at a regular meeting of said Board held on the 15th day of May, A.5! Z-D02�
�• w
Mayor Charles L. McCoy _ yes_;
Mayor ProTem Dixie Spehar yes
Commissioner Neugent --'D
�,C- c��
is Commissioner Nelson o
U.Commissioner Williams absent o Q
eDanny L . K 1ha e
g Monroe County Bp rd of Commissioners
` Clerk of Court By. ,
- Mayor
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Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Signature Page
In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this
agreement, have read and understand the agreement in its entirety and have executed this agreement
by their duly authorized officers on the date, month and year set out below.
Corrections on this page, including
Strikeovers, whiteout, etc. are not acceptable.
State of Florida
Department'of Law Enforcement
Office of Criminal;Justice Grants%
Signature: La .
Typed Name and Title: Clayton H. Wilder Community Program Administrator
Date: t 0 - 2$' a 2-
Typed Name of Subgrant Recipient: Monroe County Board of County Commissioners
Signature: ` v _---
Typed Name and Title: James L. Roberts County Administrator
Date: May 31, 2002
i
54iSs.iW4
42
Agency}_�q
b r {Official, Administrator o�.Designatedl �tepresentative y
.. F'; . s. ,ti::.. 3 � z �u� r .azw,,?'�i .+r ,. s �^'t �.r £ •;. 3 � aeSm.,'�r �^ �v�.��zz Ss ,a!, #i,:`##r Lr ;s�,ay � � . { aC�. i t _. s $�
Typed Name of Implementing Agency: Monroe County Board of County Commissioners
Signature:
Typed Name and Title: James L. Roberts County Administrator
Date: May 31, 2002
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002 Grant Application
Section H - Page 2_L}