Item C16BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 15, 2003
Bulk Item: Yes ® No ❑
Division: Management Services
Department: Administrative Services
AGENDA ITEM WORDING: Approval to apply for Substance Abuse Community
Coalition Mini -Grant.
ITEM BACKGROUND: The purpose of this funding is: (a) to assist community
substance abuse coalitions in an effort to secure federal drug -free communities support
program grants under Pub. L. No. 105-20; (b) to reduce substance abuse among youth
and, over time, to reduce substance abuse among adults: and (c) to enable community
substance abuse coalitions to strengthen collaboration efforts among public and private
agencies to reduce substance abuse among youth. This opportunity was discussed at
the Substance Abuse Policy Advisory Board meeting on October 3 2003 A proposal to
conduct a Countv-wide substance abuse needs assessment.
PREVIOUS RELEVANT BOCC ACTION: none
CONTRACT/AGREEMENT CHANGES: n/a
STAFF RECOMMENDATION: Approval.
TOTAL COST: $0.00
COST TO COUNTY: $0.00
REVENUE PRODUCING: Yes ❑ No
BUDGETED: Yes ❑ No
SOURCE OF FUNDS: n/a
AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY ❑ OMB/PURCHASING ❑ RISK MANAGEMENT ❑
DIVISION DIRECTOR APPROVAL:
Sheila A. Barker
DOCUMENTATION: INCLUDED: ❑ TO FOLLOW: ❑ NOT REQUIRED: ❑
DISPOSITION: AGENDA ITEM #:
Summary
Substance Abuse Community Coalition Mini -Grant
Purpose
The purpose of this solicitation is: (a) to assist community substance abuse coalitions
in an effort to secure federal drug -free communities support program grants under
Pub. L. No. 105-20; (b) to reduce substance abuse among youth and, over time, to
reduce substance abuse among adults; and (c) to enable community substance
abuse coalitions to strengthen collaboration efforts among public and private
agencies to reduce substance abuse among youth.
In general, these grants are for:
1. New Coalitions
2. Growing Coalitions
3. Established Coalitions
***See application for detailed descriptions of coalitions (pp.5-6)***
This web site has been set up to provide you:
1. With up-to-date information about this grant program,
2. Answers to questions about the application and contracting process,
3. A copy of the application,
4. Registration for application workshops, and
5. The ability to e-mail us with any questions, concerns, and comments.
Eligibility
To be eligible to apply for a mini -grant, an applicant must represent:
1. An organization whose primary purpose or mission is substance abuse
prevention;
2. An organization that does not provide substance abuse prevention or
treatment programs and service to participants or clients;
3. An organization that is either an independent 501(c)3 corporation, a unit of
local government, or is a related party to a 501(c)3 corporation, but has its
own mission and board of directors where more than 50 percent of the board
members are not members of the parent corporation; and,
4. An organization that fits one of the three categories described as follows:
New Community Substance Abuse Coalitions
This refers to coalitions whose members have worked together for a period of
less than 1 year, but whose membership is not as complete as a growing
coalition.
Growing Community Substance Abuse Coalitions
This refers to coalitions whose members have worked together for a period of
not less than 1 year, but whose membership is not as complete as an
established coalition.
Established Community Substance Abuse Coalition
This refers to coalitions whose members represent a broad spectrum of the
local community and have formally worked together as a Community
Substance Abuse Coalition for a period of not less than 1 year.
Awards
Number and Duration of Awards
This solicitation will support between 25 and 30 grants for new and growing
community coalitions up to $10,000 per award and will support between 10 and 18
grants for established community coalitions up to $24,500 per award. All grant
awards will terminate on June 1, 2004 and will not be renewed, although awardees
may apply for new grants in the new state fiscal year, if the mini -grant program is
continued. All projects and activities must be completed on or before June 1,
2004.
These awards will be made in three different phases. In Phase I, the university will
award up to 50% of the number of mini -grants on September 27, 2003. Another
30% will be awarded through October 29, 2003 and the remaining mini -grants will
be awarded by December 16, 2003.
The minimum amount of a mini -grant is $5,000 for established coalitions and $3,000
for growing and new coalitions.
Monroe County Substance Abuse Policy Board Recommendation:
To proceed with the submission of an application for a Substance Abuse
Community Coalition Mini -grant for the purpose of obtaining technical assistance
to develop a County-wide/Community Substance Abuse Needs Assessment.
The goals of the Community Needs Assessment include the following:
1. Establish a baseline of information (define the community)
2. Determine the extent of the Substance Abuse problem (develop a
community profile) — identifying the populations in need:
■ Level and type of substance abuse
■ Level of risk and protective factors
3. Prepare an inventory of the community's existing resources
4. Assess the gap between the needs and resources
5. Assess the community readiness
6. Create a recommended Community Action Plan to address the specific
needs of Monroe County.
Substance Abuse Community Coalition
Membership Requirements
To fulfill the requirements for the "Established" Coalition, the membership must
have representatives from at least ten (10) of the following community segments.
❑ DCF Licensed Prevention Providers
❑ Local Higher Education
❑ Law Enforcement
❑ Faith -based Organizations
❑ Civic/Fraternal Organizations
❑ Medicine
❑ Parents
❑ Youth
❑ Public Health
❑ Local Schools
❑ Social Services
❑ United Way
❑ Local Government
❑ Local Media
❑ Youth Organizations
❑ District DCF Office
❑ Local Business
❑ Other Segments (identify)
FISCAL YEAR 2003-2004
SUBSTANCE ABUSE COALITION
MINI -GRANT APPLICATION
ISSUED BY
FLORIDA STATE UNIVERSITY'S
FLORIDA CENTER FOR PREVENTION
RESEARCH
Funded by
The Florida Department of Children and Families'
Substance Abuse Program Office
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
TABLE OF CONTENTS
PARAGRAPH
PAGE
I. Introduction
A. Statement of Purpose
3
B. Terminology
3
C. Eligible Applicants
4
D. Number and Duration of Awards
5
E. Description of Projects Eligible for Funding
5
II. General Information
A. Contact Persons
6
B. Limitations on Contacting University Personnel
7
C. Schedule of Events and Deadlines
7
D. Written Inquiries
9
E. Obtaining a Copy of the Substance Abuse Mini -Grant Application
10
F. Directions for Submitting Substance Abuse Mini -Grant Application
10
G. Application Formatting Instructions
10
H. Rejection of Application and Waiver of Minor Irregularities
11
I. Applicant Workshops
11
J. Selection of Awardees
11
K. Evaluation Methodology
11
L. Method of Payment
12
M. Deliverables
12
N. Subcontract Specifications
13
O. Unallowable Costs
13
P. Statement of Mandatory Assurances
14
Q. Status Reports
14
R. Letters of Commitment and Memoranda of Agreement
14
S. Electronic Transmissions
14
T. Funding Source
14
III. Statement of Work
14
IV. Price and Cost Analysis
15
Appendices
A. Substance Abuse Coalition Mini -Grant Application Cover Sheet
16
B. Statement of Mandatory Assurances
17
C. Coalition Certification Worksheet
19
D. Statement of Work
23
E. Price and Cost Analysis
26
F. List of Mandatory Criteria
29
G. Sample of Fixed -Price Subcontract
30
Attachment 1- Terms and Conditions
Attachment 2- Contacts
Attachment 3- Schedule of Deliverables
Attachment 4- Scope of Work
Attachment 5- Detailed Implementation Plan
Attachment 6- Invoices for Substance Abuse Coalition Mini -Grants
Attachment 7- Mini -Grant Interim and Final Report
32
37
38
39
40
41
42
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
I. INTRODUCTION
A. Statement of Purpose.
The purpose of this solicitation is: (a) to assist community substance abuse coalitions
secure federal Drug -Free Communities Support Program Grants under Pub. L. No. 105-
20; (b) to reduce substance abuse among youth and, over time, to reduce substance abuse
among adults; and, (c) to enable community substance abuse coalitions to strengthen
collaboration efforts among public and private agencies and to address environmental
factors to reduce substance abuse among youth.
B. Terminology.
The following terms are used in this solicitation:
a. Applicant. This refers to the party responding to this solicitation.
b. Application. This refers to the applicant's response to this solicitation.
c. Awardee. An applicant that is awarded a mini -grant.
d. CADCA. Community Anti -Drug Coalitions of America
e. Certification of Assurances. This is a written and signed list of performance
requirements and business conditions to which the applicant agrees to be bound.
f. Community Substance Abuse Coalition. This refers to a group of local citizens
formally organized for the primary purpose of determining local alcohol, tobacco,
and illegal drug (ATID) use problems and developing plans to prevent and/or reduce
those problems.
g. Department. This refers to the Department of Children and Families.
h. Established Community Substance Abuse Coalition. This refers to coalitions whose
members represent a broad spectrum of the local community and have formally
worked together as a Community Substance Abuse Coalition for a period of not less
than 1 year.
i. Evaluation Methodology. The procedures used to assess how well the application
submitted by applicants complies with the evaluation criteria contained in this
solicitation.
j. Initial Screening Criteria. A list of "fatal" or mandatory criteria used to screen
applications to determine which applicants qualify to be considered for a mini -grant
award.
k. Evaluation Criteria. A list of weighted requirements, established by the university
and department, for determining which applications best meet the purposes of this
solicitation.
1. Growing Community Substance Abuse Coalition. This refers to coalitions whose
members have worked together for a period of not less than 1 year, but whose
membership is not as complete as an established coalition.
in. Negotiation. A telephone call held between the university, department and
applicants, who are awarded a mini -grant, to make minor changes and to clarify any
minor uncertainty about the description of the projects to be provided, outcomes and
outcome measures, and/or cost analysis.
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
n. New Community Substance Abuse Coalition. This refers to coalitions whose
members have worked together for a period of less than 1 year, but whose
membership is not as complete as a growing coalition.
o. Evidence -Based Prevention. A process in which experts use commonly agreed -upon
criteria for rating prevention interventions and come to a consensus that evaluation
research findings are credible and can be substantiated. From this process, a set of
effective principles, strategies, and model programs are derived to guide prevention
efforts. This process is sometimes referred to as research, or science -based. Lists of
evidence -based programs appear in the Center for Substance Abuse Prevention
(CSAP) website and other Internet sites, notably in the Centers for the Application of
Prevention Technologies, http://www.captus.org.
p. Target Community. A description of the community being represented in the
application in terms of geographical specifications, demographic composition,
substance abuse problems, and status of risk and protective factors.
q. University. This refers to The Florida Center for Prevention Research, Florida State
University.
r. Youth. This refers to persons ages 0 through 18 years old.
C. Eligible Applicants
To be eligible to apply for a mini -grant, an applicant must represent (a) a not -for -profit
community -based organization, (b) a unit of government, (c) an independent subdivision
of a not -for -profit community -based organization or unit of government*, or (d) a
partnership with an organization or unit of government, where the organization or unit of
government only acts as the fiscal agent,
1. With a stated primary purpose of determining local alcohol, tobacco, and illegal drug
(ATID) use problems and developing plans to prevent and/or reduce those problems,
2. That does not provide direct substance abuse prevention or treatment services to
clients or program participants, and
3. That meets the criteria listed below to qualify as a new, growing, or established
coalition.
4. (* A subdivision of a not -for -profit community -based organization qualifies as
independent if there is adequate organizational separation of decision -making
processes between the coalition subdivision and the parent organization. An example
of such organizational separation would be an independent board of directors for the
subdivision with no more than 50% of the subdivision board being made up of parent
organization board members.)
To be an Established Coalition,
1. You must have 10 or more members that represent at least 10 community segments* and
2. You must have minutes that state that substance abuse prevention is a primary focus of the
coalition's collaborative effort that was dated before October 1, 2001 **.
To be a Growing Coalition,
1. You must have at least 7 members that represent at least 7 community segments* and
4
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
2. You must have minutes that state that substance abuse prevention is a primary focus of the
coalition's collaborative effort that was dated before September 30, 2002**.
To be a New Coalition,
1. You must have at least 3 members that represent at least 3 community segments* and
2. You must have minutes that state that substance abuse prevention is a primary focus of the
coalition's collaborative effort that is signed and dated prior to the application's submission
date**.
(*) See Appendix C item number 8 to determine number of community segments.
(**) See Appendix C item number 9 to determine the effective begin date of your coalition.
D. Number and Duration of Awards
1. This solicitation will support between 25 to 30 grants for new and growing community
coalitions up to $10,000 per award and will support between 10 to 18 grants for
established community coalitions up to $24,500 per award. All grant awards will
terminate on June 1, 2004 and will not be renewed, although awardees may apply for new
grants in the new state fiscal year, if the mini -grant program is continued. All projects
and activities must be completed on or before June 1, 2004.
2. These awards will be made in three different phases. In Phase 1, the university will
award up to 50 percent of the number of mini -grants on September 27, 2003. Another 30
percent will be awarded through October 29, 2003 and the remaining mini -grants will be
award by December 16, 2003.
3. The minimum amount of a mini -grant is $5,000 for established coalitions and $3,000
for growing and new coalitions.
E. Description of Projects Eligible for Funding
for the
Coalition
Level
Authorized Activities
New I Coalition Building Activities including
Coalitions N1. Coalition team -building activities.
N2. Participation in the annual Statewide Prevention Conference and other
training events and conferences, especially those coalition trainings and
networking activities conducted by Florida State University and the Florida
Alcohol and Drug Abuse Association, the Florida National Guard and the
Community Anti -Drug Coalitions of America.
N3. Purchase of professional training or technical assistance services to the
coalition on topics such as determining the local drug problem, prioritizing
risk and protective factors, selecting appropriate prevention program,
environmental strategies, or community organizing strategies.
Building Community Capacity
N4. Community forums and workshops, newsletters, newspaper supplements,
movie theater pre -show slides and other activities that increase community
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Coalition
Authorized Activities
Level
awareness of the:
• Florida Drug Control Strategy,
• Results of Florida Youth Substance Abuse Survey,
• Local substance abuse treatment and prevention services,
• Coalition's mission and activities, and
• Effective prevention strategies for parents, schools, churches or other key
prevention gate keepers.
Growing
G1. Any activities listed under New Coalitions.
Coalitions
G2. Purchase, development, and distribution of printed material that increases
awareness of the community's substance abuse issues, risk and protective
factor profile, treatment and prevention resources, or the mission and
activities of the coalition.
G3. CSAP Model Environmental Strategies.
G4. Community Process Strategies, including CSAP community process best
practices and strategic planning activities such as the Communities That Care
process.
G5. Community -wide Norming Strategies, including community -wide media
campaigns or awareness activities targeting key large-scale subpopulations.
G6. Community Capacity -Building in the form of scholarships and supervision
services for local prevention staff to become Certified Addictions Prevention
Professionals.
Established
E1. Any activities listed under New and Growing Coalitions.
Coalitions
E2. Coalition preparation activities and application for a federal Drug -Free
Community Grant.
E3. Development of coalition building tools, such as a manual for building a
coalition business plan, coalition start-up tool kit, coalition evaluation tool kit.
E4. Development of promotional materials such as newspaper supplements and
movie theater pre -show slides.
E5. Mentoring of other community substance abuse coalitions.
II. GENERAL INFORMATION
A. Contact Persons
This solicitation is issued by Florida State University, The Florida Center for Prevention
Research (FSU/FCPR). For questions you may have about this solicitation, the applicant
should contact:
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Ron Manasa
Steve Brooks
Florida State University, The Florida
Center for Prevention Research
Florida State University, The Florida
Center for Prevention Research
2035 East Paul Dirac Drive
2035 East Paul Dirac Drive
Room 133 Herb Morgan Building
Room 133 Herb Morgan Building
Tallahassee, Florida 32310-2770
Tallahassee, Florida 32310-2770
Telephone Number (850) 997-2757
Telephone Number 850 644-3016
Fax Number 850) 997-0522
Fax Number 850) 644-4701
e-mail address: nnanasa@yourvillage.com
e-mail address: sbrooks@mailer.fsu.edu
B. Limitations on Contacting University Personnel
Applicants are advised to limit their contact regarding this solicitation to the contact
persons listed above. With reference to this solicitation, no representations, other than
those distributed by the contact persons, in writing, are binding on the university and
applicants are cautioned that verbal responses do not bind the university.
C. Schedule of Events and Deadlines
Listed below are the activities, dates, times, and locations, which this process will follow.
If the university finds it necessary to change any of these activities, dates, times or
locations, it will be accomplished by addenda. All times refer to Eastern Standard Time
(EST).
EVENTS
DATE
TIME
LOCATION
1. Solicitation Advertised and
August 15, 2003
9:00am
Florida Center for Prevention
Released
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-2770
2. Last Date for Inquiries (1)
December 5, 2003
4:00pm
Florida Center for Prevention
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-2770
4. Response to Inquiries
December 10, 2003
3:00 m
htip://fcte.fsu.edu/minigrants/
5. Applicant Workshops
September 9, 10, 11, 12
9:00am —
Tallahassee, Orlando, Sarasota,
2003
4:00pm
and Ft. Lauderdale (See below
for detailed information.
Phase 1 (Up to 50 Percent of
Available Funds)
6. Applications Due
September 17, 2003
4:00pm
Florida Center for Prevention
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-
2770
7. Opening of Applications
September 18, 2003
10:00am
Florida Center for Prevention
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-2770
8. Evaluation of Applications
September 22, 2003
5:00pm
Department of Children and
Families
9. Negotiations
September 25, 2003
3:00 m
Telephone call.
10. Notification of Grant
September 27, 2003
5:00pm
Florida Center for Prevention
Award
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-2770
11. Transmittal of Subcontract
October 3, 2003
10:00am
N/A
to Awardees
12. Signed Subcontract Due
October 10, 2003
2:00pm
N/A
Back from Awardees
13. University Signing of
October 15, 2003
N/A
N/A
Subcontract
Phase 2 (Cumulative Total of
80 Percent of Available
Funds)
12. Applications Due
October 21, 2003
4:00pm
Florida Center for Prevention
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-
2770
13. Opening of Applications
October 22, 2003
10:00am
Florida Center for Prevention
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-2770
14. Evaluation of Applications
October 26, 2003
5:00pm
Department of Children and
Families
15. Negotiations
October 27, 2003
3:00 m
Telephone call
16. Notification of Grant
October 29, 2003
5:00pm
Florida Center for Prevention
Award
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-2770
17. Transmittal of Subcontract
October 31, 2003
10:00am
N/A
to Awardees
18. Signed Subcontract Due
November 3, 2003
2:00pm
N/A
Back from Awardees
19. University Signing of
November 10, 2003
N/A
N/A
Subcontract
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Phase 3 (Balance of
Available Funds)
20. Applications Due
December 8, 2003
4:00pm
Florida Center for Prevention
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-
2770
21. Opening of Applications
December 9, 2003
10:00am
Florida Center for Prevention
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-2770
22. Evaluation of Applications
December 11, 2003
5:00pm
Department of Children and
Families
23. Negotiations
December 12, 2003
3:00 m
Telephone call
24. Notification of Grant
December 16, 2003
5:00pm
Florida Center for Prevention
Award
Research
Room 133 Herb Morgan Bldg
2035 East Paul Dirac Drive
Tallahassee, Florida 32310-2770
25. Transmittal of Subcontract
December 18, 2003
10:00am
N/A
to Awardees
26. Signed Subcontract Due
December 23, 2003
2:00pm
N/A
Back from Awardees
27. University Signing of
December 31, 2003
N/A
N/A
Subcontract
28. Date All Projects must
June 1, 2004
N/A
N/A
be completed
* Applicant WorkshopDetails
September 9`h
9am to 4 m
September 10`h
9am to 4 m
September 11`h
9am to 4 m
September 12`h
9am to 4 m
DCF Central Office
District 7 Office
Sarasota Coastal CU,
District 10 Office
Building 6, 2nd Floor
Room 3, North Tower
3000 Bee Ridge Road
201 West Broward Blvd,
Conference Room A
400 W. Robinson Street
Sarasota, FL 34239.
Conference Room 104B
1317 Winewood Blvd.
Orlando, Florida 32801
The room is on the 2nd floor
Ft. Lauderdale, Fl 33301
Tallahassee, FI 32301
and accessible via elevator
Substance Abuse and
using the west entrance.
Mental Health Program
Office main #: 954-762-
3700
D. Written Inquiries
Inquiries must be made in writing to the contact persons listed above, or at the website listed
below, no later than December 5, 2003. Responses to all questions will be posted to the following
website: http://fcte.fsu.edu/niinigrants/ . With reference to this solicitation, no representations,
other than those distributed in writing or posted to the website by the university, are binding on
the university.
9
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
E. Obtaining a Copy of the Substance Abuse Coalition Mini -Grant Application
Interested parties can obtain a copy of the application either by sending a letter to the contact
persons requesting a copy, by e-mailing a request to the contact persons, or by downloading the
application from the following website: h!tp:Hfcte.fsu.edu/minigrants/
F. Directions for Submitting Substance Abuse Coalition Mini -Grant Applications
1. Applications not received at either the specified place or by the specified date and time, will be
rejected and returned unopened to the prospective applicant by the university. The university will
retain one copy for use in the event of a dispute as to the contents of the original submission.
2. No changes, modifications, or additions to the applications submitted (after the submission
deadline for the application opening has passed) will be accepted by or be binding on the
university.
3. The university must receive applications by the deadlines set forth in the schedule of events
and deadlines. Late applications will not be accepted. Applicants may choose, and be responsible
for, the method of delivery to the university, except that facsimiles or electronic transmissions
will not be accepted at any time.
4. One signed original, which must be clearly labeled "Original", and five (5) copies must be sent
by certified mail, return receipt requested, or hand delivered, which includes delivery by courier
projects to the contact persons specified above.
5. Font size of Applications must be no smaller than 11-point.
6. Clearly mark the envelope: APPLICATION FOR SUBSTANCE ABUSE COALITION
MINI -GRANT.
7. Faxed and e-mailed applications will not be accepted. The applicant must insure delivery
of the application by September 17, 2003 for Phase 1, by October 21, 2003 for Phase 2, and by
December S, 2003 for Phase 3 and by the dates and time indicated in Section II. C., Schedule of
Events and Deadlines. It is the applicant's responsibility to insure sufficient time is allowed for
delivery.
G. Application Formatting Instructions
The application must be submitted in the order shown below with sections labeled as stated
below. Typing must be no smaller then 11-point font and double-spaced. All applications should
be stapled in upper left-hand corner of document and not placed in any binder, folder or other
covering. The pages of the application must be numbered on the bottom, beginning with the cover
sheet. A completed application consists of the following and in this order:
a) University Cover Sheet (See Appendix A)- Required
b) Signed Assurances (See Appendix B)- Required
c) Coalition Certification Worksheet (See Appendix C including Membership List) -
Required
d) Statement of Work (See Appendix D, limited to 7 pages)- Required
e) Price and Cost Analysis (See Appendix E)- Required
f) Letters of Commitment and Memoranda of Agreement (no page limits)- Optional
lull
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
H. Rejection of Applications and Waiver of Minor Irregularities
The University reserves the right to reject any and all applications or to waive minor irregularities
when to do so would be in the best interest of the State of Florida. Minor irregularities are
defined as variations from the Request for Application terms and conditions that do not adversely
impact the interest of the University. At its option, the University may correct minor
irregularities but is under no obligation to do so whatsoever.
I. Applicant Workshops
The University will conduct four (4) regional workshops. These workshops will provide a one -
day orientation on Environmental Strategies as well as technical assistance on the application.
Attendance is optional but strongly recommended. Applicants attending one of these workshops
will receive five (5) additional evaluation points. Projects involving additional training on, the
development of, or the conducting of environmental strategies are a priority.
J. Selection of Awardees
The University will award mini -grants to applicants whose application was in compliance with
the mandatory criteria and whose project description, justification, implementation plan,
performance outcome measures and costs represent the best value to the state, all criteria
considered and up to the availability of funds. Contract awards, will be made to those applicants
whose applications are deemed most advantageous to the goals of the mini -grant program; whose
applications conform to the requirements of this solicitation; and are acceptable in regards to the
evaluation criteria specified below. The University may select applicants that are not the lower
priced technically acceptable applications, if the selection of higher priced applications, represent
the "Best Value" to the State.
Each project being requested in the application will be evaluated separately. The State may chose
to fund some of the projects being requested and not others.
K. Evaluation Methodology
Each application will be evaluated in two stages. In the first stage, the application will be
screened to insure compliance with the mandatory criteria given in Appendix F. The second
stage involves the evaluation of all applications that are in compliance with the mandatory
criteria. The second stage evaluation will be based and weighted as follows:
Stage 2 Evaluation Criteria Maximum Score
Project Description: The application's project description provides summary 45
information on
1. The coalition's mission,
2. The goals for this project,
3. Project target population (either a description of a target community of this
project in terms of geographic specifications, demographic composition,
substance abuse prevalence and risk and protective factor profile, the prevention
staff that will receive training or technical assistance services, or a description of
the make-up and needs of the coalition),
4. The number of participants,
5. The activities of the project, and
6. The key partners in these activities.
Justification: All applicants must provide a clear explanation of why the applicant 20 1
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
believes the project will either strengthen the coalition, improve community capacity
to address substance abuse prevention issues, or effectively address local
environmental issues. For example, the impact that training may have on the progress
of becoming an established coalition.
For Coalitions that were awarded contracts in the previous year, it is necessary to
demonstrate how the projects being requested in this year's application are related
to the prior year's grant. For example, this year's project will continue the training
of new member, will expand membership of a new coalition to achieve the number
to become an established coalition; or will continue the mentoring ofgrowing
coalitions.
Implementation: The applicant provides
15
1. Adequate detail about the schedule and location of project activities and the kind
and number of participants to determine that project expectations are realistic
2. Letters of commitment from any individuals or organizations that are involved in
the implementation of the project; the letters must reflect the specific role of the
partner.
Organizational Capabilities: The application outlines a leadership and management
15
plan to assure success. Such a plan must show lines of authority and responsibility
within the applicant's organization. The applicant must clearly identify a Project
Manager who is the single point of contact for information regarding program
management, execution, and reporting.
Outcomes: The application's proposed outcomes are measurable, verifiable, simple to
20
collect, and related to the projects being requested.
Participation in Workshop
5
The evaluation team will consist of a minimum of three (3) individuals. These individuals may
be chosen from the following organizations: Department of Children and Families, Office of
Substance Abuse; Florida State University, Florida Center for Prevention Research, Office of
Drug Control, and Tobacco, and the Safe and Drug Free School Program.
L. Method of Payment
Mini -grants will be paid on a fixed price basis and in accordance with the Schedule of
Deliverables and Payments as specified in Attachment 3 of Appendix G. For subcontracts
$10,000 or less, 75 percent of the amount will be paid with the first deliverable, the Detailed
Implementation Plan, and the balance with the Final Status Report. For subcontracts that are in
excess of $10,000, 50 percent of the amount will be paid with the first deliverable, the Detailed
Implementation Plan; 35 percent with the Interim Status Report; and the balance with the Final
Status Report.
M. Deliverables
See Attachment 3 of Appendix G for the Schedule of Deliverables and Payments. It specifies
that:
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For subcontracts $10,000 or less there are two deliverables: The first is a Detailed
Implementation Plan as given in Attachment 5 of Appendix G and the second is a Final Status
Report as given in Attachment 7 of Appendix G.
For subcontracts greater than $10,000 there are three deliverables: The first is a Detailed
Implementation Plan as given in Attachment 5 of Appendix G. The second and third deliverable
are the Interim and Final Status Reports, respectively, as given in Attachment 7 of Appendix G.
N. Subcontract Specifications
The University will contract with the awardees through a Subcontract, which must be signed by
both the applicant and the university. An example of the subcontract can be found in Appendix G
and will consist of the following Attachments:
1. Subcontract Agreement (Attachments 1 and 2)
2. Schedule of Deliverables and Payments (Attachment 3)
3. Scope of Work, which is the same as the approved Statement of Work of the application
(Attachment 4);
4. Detailed Implementation Plan (Attachment 5);
5. Invoice Form (Attachment 6); and,
6. Mini -Grant Interim and Final Status Reports (Attachment 7).
O. Unallowable Costs
When completing the cost proposal the following are types of costs that cannot be included.
Below is an inclusive list of unallowable costs:
1. Supplanting of staff costs (This refers to using mini -grant funds to pay for staff that are
already being paid for by another funding source or have been working on a volunteer basis.
This restriction does not apply to staff costs associated with mentoring of new and
growing coalitions.);
2. Administrative costs (i.e., for the executive director, fiscal officer/accountant, personnel
officer, etc.);
3. Indirect costs (i.e., cost not related to the project being funded by this mini -grant);
4. Equipment (Exceptions include computers, projectors, and copiers and must be well
justified as necessary to complete the project and for the continued strengthening of the
coalition);
5. Office supplies not related to the project being funded by this mini -grant;
6. Organizational membership fees;
7. Inpatient projects;
8. Cash payments to intended recipients of health projects;
9. To satisfy any requirement for the expenditure of non-federal funds as a condition of the
receipt of federal funds;
10. For the purpose of purchasing or improving land;
11. To purchase, construct or permanently improve (other than minor remodeling) any
building or other facility; and,
12. To purchase major medical equipment.
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P. Statement of Mandatory Assurances
Applicants must initial and sign the Statement of Mandatory Assurances given in Appendix B.
Q. Status Reports
Awardees shall be required to submit one or two status reports, depending on the amount of the
award. The status report provides data and information that demonstrate the extent to which the
applicant is meeting the goals, objectives, activities, and tasks for each project that is included in
the award and tracks the expenditures of state funding.
R. Letters of Commitment and Memoranda of Agreement
Applicants are encouraged to include in their application Letters of Commitment and Memoranda
of Agreement from corporate, industrial, law enforcement, educational institutions, faith -based
organizations, and state and local government agencies whose support would have a positive
impact on the success of the established coalition, the collaborative efforts of the community, or
the expansion of a new coalition.
S. Electronic Transmissions
Applicants may request printed copies of the Request for Applications and ask questions through
the use of e-mail to either contact person, or via the website. Applications submitted through e-
mail will not be accepted.
Note: All applicants are required to send to one of the contact persons an electronic version of
their application, if they are awarded a contract.
T. Funding Source
The funding source for this grant program is the Substance Abuse Prevention and Treatment
Block Grant.
III. STATEMENT OF WORK
The Statement of Work cannot be more than 7 pages, double spaced, and must be in the same
format as given in Appendix D.
A. Project Description (What will be done to benefit whom?)
In this section, the applicant is to describe each project, for which funding is requested.
The application's project description provides summary information on the coalition's
mission, the goals for this project, project target population, the number of participants,
the activities of the project, and the key partners in these activities. This amount must
agree with the amount calculated in the Price and Cost Analysis.
B. Justification (Why is it important?)
For each project, the applicant must provide a clear explanation of why the applicant
believes the project will either strengthen the coalition, improve community capacity to
address substance abuse prevention issues, or effectively address local environmental
issues. For example, the impact that training may have on the progress of becoming an
established coalition.
For Coalitions that were awarded contracts in the previous year, it is necessary to
demonstrate how the projects being requested in this year's application are related to the
prior year's grant. For example, this year's project will continue the training of new
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member; will expand membership of a new coalition to achieve the number to become an
established coalition; or will continue the mentoring of growing coalitions.
C. Implementation Strategy (How and when will it be done?)
In this section of the Statement of Work, the applicant is expected to detail the activities
that must be completed to complete the project. An activity describes a major step in
completing the project and should address the following:
1. Adequate detail about the schedule with the ending dates for completing each
activity of the project;
2. The location of project activities and the kind and number of participants to
determine that project expectations are realistic;
1. 3. Letters of commitment from any individuals or organizations
that are involved in the implementation of the project (The letters must reflect the
specific role of the partner).
D. Organizational Capabilities (Who will do it?)
The applicant must provide information that will:
1. Validate that they are an organization eligible to apply for a mini -grant as specified
in paragraph I.C. above;
2. Address their ability to separately account for the funds being awarded from all
other funds;
3. Demonstrate staff, which is being assigned to provide each project including their
experience, educational qualifications, and availability;
4. Show that the organization has access to necessary equipment and space; and,
5. Indicate the collaboration of the people and organizations within the target
community that will support its mission and fiscal viability in the future.
E. Outcomes (What effect will it have?)
The applicant is expected to propose at least one outcome for each project. Outcomes
should be measurable and documentable. They may be either process in nature, e.g. 10
organizations, which would benefit from being part the coalition, will attend "coalition
building meeting", or qualitative, e.g. there will be a 25 percent increase of community
resources being used for substance abuse prevention being spent on science -based
programs. Applicants should try to select outcomes that answer the questions: What
difference will this project make to the community or the strength of your coalition or how
will you know you have made this difference?
IV. PRICE AND COST ANALYSIS
Each applicant must complete the Price and Cost Analysis worksheet that is provided in
Appendix E to ensure that appropriate documentation is obtained to support the proposed budget
or quotation.
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Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Appendix A
SUBSTANCE ABUSE COALITION
MINI -GRANT APPLICATION COVER SHEET
Submission Date: / /
Legal Name of Corporation:
Mailing Address:
Street:
P.O. Box:
City:
State:
ZIP:
e-Mail:
Fax:
Name of Project Manager:
Phone: Fax Number:
Name of Contact Person:
Phone: Fax Number:
e-mail Address:
e-mail Address:
Signature of official authorized to contractually obligate the applicant.
Signature
Print Name
Title
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Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Appendix B
STATEMENT OF MANDATORY ASSURANCES
1.
Infrastructure: The applicant shall possess equipment and Internet access necessary
to participate fully in this solicitation.
Initial
2.
Site Visits: The applicant will cooperate fully with the university in coordinating
site visits.
Initial
3.
Non-discrimination: The applicant agrees that no person will, on the basis of race,
color, national origin, creed or religion be excluded from participation in, be refused
the benefits of, or be otherwise subjected to discrimination pursuant to the Act
governing these funds or any project, program, activity or sub -grant supported by
the requirements of, (a) Title VI of the Civil Rights Act of 1964 which prohibits
Initial
discrimination on the basis of race, color or national origin; (b) Title IX of the
Education Amendments of 1972, as amended which prohibits discrimination the
basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended which
prohibits discrimination in employment or any program or activity that receives or
benefits from federal financial assistance on the basis of handicaps; (d) Age
Discrimination Act 1975, as amended which prohibits discrimination on the basis of
age, (e) Equal Employment Opportunity Program (EEOP) must meets the
requirements of 28 CFR 42.301.
4.
Lobbying: The applicant is prohibited by Title 31, USC, Section 1352, entitled
"Limitation on use of appropriated funds to influence certain Federal contracting
and financial transactions," from using Federal funds for lobbying the Executive or
Legislative Branches of the federal government in connection with a specific grant
or cooperative agreement. Section 1352 also requires that each person who requests
or receives a Federal grant or cooperative agreement must disclose lobbying
undertaken with non -Federal funds if grants and/or cooperative agreements exceed
Initial
$100,000 in total costs (45 CFR Part 93).
5.
Drug -Free Workplace Requirements: The applicant agrees that it will, or will
continue to, provide a drug -free workplace in accordance with 45 CFR Part 76.
Initial
6.
Smoke -Free Workplace Requirements: Public Law 103-227, Part C-Environmental
Tobacco Smoke, also known as the Pro -Children Act of 1994 (Act), requires that
smoking not be permitted in any portion of any indoor facility owned or leased or
contracted for by an entity and used routinely or regularly for the provision of
health, day care, education, or library projects to children under the age of 18, if the
projects are funded by Federal programs either directly or through State or local
governments, by Federal grant, contract, loan, or loan guarantee. The law does not
apply to children's projects provided in private residences, facilities funded solely
by Medicare or Medicaid funds, and portions of facilities used for inpatient drug or
alcohol treatment. Failure to comply with the provisions of the law may result in
the imposition of a civil monetary penalty of up to $1,000 per day and/or the
Initial
imposition of an administrative compliance order on the responsible entity.
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7. Pricing: The applicant certifies as to its own organization that (a) the prices
proposed have been arrived at independently, without consultation, communication,
or agreement for the purpose of restricting competition as to any matter relating to
such prices with any other applicant or with any competitor and (b) unless otherwise
required by law, the prices quoted have not been knowingly disclosed by the
applicant prior to award, whether directly or indirectly, to any other applicant or
Initial
8. Acceptance of Subcontract Terms and Conditions: The applicant agrees to the
contract Terms and Conditions specified in Appendix F. Initial
9. Certification of Non -supplanting: The applicant certifies that funds awarded under
this solicitation will not be used for programs currently being paid for by other
funds or programs where the funding has been committed. Initial
By signing and submitting this agreement, the Applicant certifies that it will comply with all the above
requirements.
Applicant Signature
18
Date
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Appendix C
Coalition Certification Worksheet
This worksheet will certify the level funding for which the coalition is eligible. Please respond to
all items of this form and sign and date it.
1. Name and Business Address of Coalition
2.
3.
4.
Name and Address of Person Authorized to Sien Contracts for the
Coun ies or Zip Codes Served by the Coalition:
2002-2003 budget — indicate a range (check one)
❑ $0 (this coalition is just starting) ❑ $50,001 to $100,000
❑ $1 to $20,000 ❑ $100,001 to $200,000
❑ $20,001 to $50,000 ❑ Over $200,000
5. Level of Organizational Structure
Sustained outcomes result from sustained effort. Sustained effort requires a strong
organizational structure that provides for effective planning, accountability, and leadership
transition.
New coalitions have, at a minimum,
• A mission statement, and
• A list of members with contact information.
Growing coalitions have, at a minimum
• The structures of new coalitions;
• Meeting notes;
• Memoranda of commitment from members;
• A lead organization that acts as a fiscal agent;
• A needs assessment and action plan; and,
• Committees or work groups.
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Established coalitions have, at a minimum,
• The structures of new and growing coalitions;
• Approved set of rules of order, e.g., Robert's Rules of Order, or by-laws; and,
• At least one of the following:
➢ Drug -Free Communities Grant Award Notification,
➢ A dated and signed copy of the Internal Revenue Service letter designating the
coalition as a nonprofit corporation,
➢ A properly dated and labeled organization independent audit report, or
➢ A signed and dated copy of the coalition's Articles of Incorporation.
Indicate, which of the following, characterizes the organizational structure of your coalition
by checking all that apply.
❑ Mission statement
❑ Membership roster
❑ Meeting notes
❑ Written commitment from member
organizations
❑ Affiliated with a nonprofit organization or unit
of government acting as a fiscal agent
❑ Needs assessment with a findings report
❑ Prevention action plan
❑ Committees or work groups
❑ Organizational rules of order/by laws
❑ Drug -Free Communities Grant Award
❑ IRS authorization as a nonprofit organization
or is a unit of government
❑ Independent audit report
❑ Articles of Incorporation
Committee List
Please list the names of up to five of the most
active committees of your coalition.
1.
2.
3.
4.
5.
Mentoring List
Please list the names of coalitions your coalition
may have mentored in the last year.
1.
2.
3.
6. Data Collection and Reporting Uapaninties
A sustained coalition effort is characterized by accountability. A record of activities and
outcomes is essential to gaining the ongoing support of the community. New coalitions
record the actions taken at coalition meetings, which include reports of activities conducted
outside of meetings. Growing coalitions record the actions taken at coalition meetings,
which include reports of activities conducted outside of meetings and have conducted a needs
assessment and reported their findings to their community. In addition to the recording,
reporting, and needs assessments of new and growing coalitions, established coalitions
regularly use needs assessment data to develop an action plans and to report progress to their
community.
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Indicate which of the following characteristics reflect your coalition's data collection and
reporting capabilities. Check all that apply.
❑ Coalition meeting minutes reflecting coalition actions and reports of coalition
activities
❑ Needs assessment findings report
❑ Needs assessment findings reported to the community
❑ Needs assessment data used to develop an action plan
❑ Progress on action plan reported to the community
7. Electronic Communication Capabilities
The ability to communicate with modern electronic equipment can greatly facilitate an
effective sustained coalition effort. A new coalition may have no access to electronic
communication equipment or services other than a telephone; a growing coalition has at least
one member that has computer access to the Internet and can send and receive e-mail and
download attachments from the funding source; an established coalition has access to the
Internet to facilitate communication and may also have an Internet web site.
Indicate your coalition's communication capacity. Check all that apply.
❑ Telephone
❑ Computer access to the Internet for e-mail
❑ Ability to download Microsoft Word files
❑ Ability to download Excel files
❑ Ability to download Acrobat files
❑ Established and regularly maintained coalition web site
8. Coalition Membership
The most effective coalitions reflect a broad segment of the community, therefore,
representatives from at least ten (10) of the following community segments are required for
an established coalition, at least seven (7) are required for a growing coalition, at least three
(3) are required for a new coalition.
a. Attach a member contact sheet. The contact sheet should list the member's names, the
name of the organization they represent, and contact information (address, phone number,
and e-mail address, if available) and indicate the primary community segment, using the
list below, represented by each member.
b. For growing and established coalitions, attach a letters of commitment from each member
listed or a memorandum of agreement between the coalition and the organization they
represent.
c. The following is a list of the community segments descriptions to be used when
completing the attached member contact sheet.
❑ DCF Licensed Prev. Providers ❑ Medicine ❑ Local Schools ❑ Local Media
❑ Local Higher Education
❑ Law Enforcement
❑ Faith -based Organizations
❑ Civic/Fratemal Organizations
❑ Parents ❑ Social Services ❑Youth Organizations
❑ Youth ❑ United Way ❑ District DCF Office
❑ Public Health ❑ Local Government ❑ Local Business
❑ Other Segments (identify)
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9. Length of Sustained and Focused Operation
Sustained outcomes, i.e., sustained lower drug use rates, result from a sustained and focused
effort. For the purposes of the coalition mini -grant applications, the following timeframes
will be used to distinguish new, growing, and established coalitions: New coalitions began
operations after September 30, 2002; growing coalitions began operations between October
1, 2001 and September 30, 2002; established coalitions began operations before October 1,
2001. The beginning of operations is defined as the date on which representatives from a
minimum number of three (3) community segments met and agreed to make substance abuse
prevention a primary focus of their collaborative effort. Documentation of the event should
consist of minutes that list the attendees and are signed and dated.
Indicate the date of the first meeting at which at least five representatives of at least three
community segments voted to make substance abuse prevention a primary focus of the
coalition:
Date:
Assurance of Certification Documentation
I assure that the coalition maintains documentation reflecting the assertions made on this
form. (Unless requested to accompany your application, it is necessary to maintain a file
of documentation to support responses to the items on this worksheet. This file may be
examined on a site visit or requested to be sent by mail to verify your coalition's
certification level.)
Authorized Signature (per Item #2 above) Date
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Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Appendix D
STATEMENT OF WORK
1. Project(s) Description(s) (What will be done?)
Describe each project for which funding is being requested. In column 2, enter the number of
the project from the choices for your type of coalition from the list specified in Paragraph I.E
of the Application. In column 3 describe the participants. In column 4 provide summary
information on the coalition's mission, the goals for this project, project target population, the
number of participants, the activities of the project, and the key partners in these activities. In
column 5 enter the amount of the project as calculated on the Price and Cost Analysis
worksheet. (See the example below.)
The table below is the format to be followed. The applicant may add/delete lines to
describe participants and activities as necessary.
# of
Project
Description of
General Description of Activities
Amount
Projects
#
Participants
(1)
(2)
(3)
(4)
(5
# 1
N4
50,000 subscribers to and
purchasers of the
A media campaign that will involve an insert
to the local newspaper on the prevalence and
$2,000.00
Tallahassee Democrat
dangers of the most widely used illegal
newspaper.
substances in our catchment area
#2
E4
Etc.
2. Justification (Why is it important?)
For each project, the applicant must provide a clear explanation of why the applicant believes
the project will either strengthen the coalition, improve community capacity to address
substance abuse prevention issues, or effectively address local environmental issues. The
applicant should be as specific as possible. (See below for an example.)
For Coalitions that were awarded contracts in the previous year, it is necessary to demonstrate
how the projects being requested in this year's application are related to the prior year's grant.
For example, this year's project will continue the training of new member; will expand
membership of a new coalition to achieve the number to become an established coalition; or
will continue the mentoring of growing coalitions.
This is the format to be followed. The applicant may add/delete lines to for each
project's justification as necessary.
# I Justification
N4 There is a general resistance to supporting substance abuse prevention efforts. Through
the newspaper insert, local citizens will better understand the community's substance
abuse prevalence and risk and protective factor profile, local treatment and prevention
resources, the mission and activities of the coalition, and the goals and objectives of the
Florida Drue Control Strateev.
E4 I Etc.
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3. Implementation Strategy(ies) (How and when will it be done?)
In this section of the Statement of Work, the applicant is expected to list the activities that
must be performed to complete the project(s) and specify the ending dates for performing
each activity. Activities listed in this section should be more detailed than the ones given in
the Project Description section. (See below for an example.)
This is the format to be followed. The applicant may add/delete lines as necessary.
Project #
Activity
End
Date
N4
1. Obtain an electronic copy of the newspaper insert used last year by the
Orlando coalition
10/15/03
2. Develop local articles to integrate with general articles of the Orlando
insert
10/31/03
3. Publish the newspaper insert
11/15/03
4. Survey 100 people at random at the I Love to Shop Mall to determine
effectiveness of the Campaign.
11/20/03
5. Submit project report to FSU
12/15/03
E4
1. (Activity) etc.
2. (Activity) etc.
4. Organizational Capabilities
The applicant must provide information that will:
1. Address their ability to separately account for the funds being awarded from all other funds;
2. Indicate that staff, which is being assigned to provide each project, have the necessary
experience, educational qualifications, and availability;
3. Show that the organization has access to necessary equipment and space; and,
4. Indicate the collaboration of the people and organizations within the target community that
will support its mission and fiscal viability in the future.
5. Outcomes (What effect will it have?)
The applicant is expected to propose at least one outcome for each project. Outcomes should
be measurable and documentable. They may be either process in nature, e.g. 10 organizations
that would benefit from being part the coalition will attend "coalition building meeting", or
qualitative, e.g. there will be a 25 percent increase of community resources being used for
substance abuse prevention being spent on science -based programs. Applicants should try to
select outcomes that answer the questions: What difference will this project make to the
community or the strength of your coalition or how will you know you have made this
difference? (See below for an example.)
This is the format to be followed. The applicant may add/delete lines as necessary.
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Project #
Outcomes
N4
1. At least 35% of the people surveyed at the mall will be aware of the insert.
2. At least 25% of the people surveyed at the mall will accurately recall one piece of
information in the insert.
E4
Etc.
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Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Appendix E
PRICE AND COST ANALYSIS
A. AN EXPLANATION:
A price and cost analysis must be completed for each project being requested. For some projects, price
analysis alone will be sufficient; in others, price analysis will be used to corroborate the conclusions arrived
at through cost analysis. The form and degree of analysis are dependent on facts surrounding a particular
situation. The scope of price analysis performed and the particular techniques used will depend on whether
or not cost analysis is done, as well as on such factors as type of product or project, dollar value, purchase
method, and extent of competition.
Price Analysis is the process of deciding if the asking price for a product or project is fair and reasonable,
without examining the specific cost and profit calculations the applicants used in arriving at the price. It is
basically a process of comparing the price with known indicators of reasonableness.
When adequate price competition does not exist, some other form of analysis is required. Some reasons
that could affect adequate price competition are: specifications are not definitive, tolerances are restrictive,
or production capacity limits those eligible to bid.
Examples of other forms of price analysis information include:
• analysis of previous prices paid
• comparison of vendor's price with the in-house estimate
• comparison of quotations or published price lists from multiple vendors
• comparisons with GSA prices
Cost Analysis is the element -by -element examination of the estimated or actual cost of contract
performance to determine the probable cost to the awardee. The goal is to form an opinion on whether the
proposed costs are in line with what reasonably economical and efficient performance should cost.
Cost or pricing data, which should be provided by the awardee, are the means for conducting cost analysis.
Such data provide factual information about the costs that the subcontractor says may be incurred in
performing the contract. Cost analysis should be performed in those situations where price analysis does
not yield a fair and reasonable price and where cost data are required in accordance with prime contract
clauses.
Cost analysis techniques are used to break down a contractor's cost or pricing data so as to verify and
evaluate each component. Some of the cost elements examined for necessity and reasonableness are
materials costs, labor costs, equipment and overhead. These costs can be compared with actual costs
previously incurred for similar work, the cost or pricing data received from other applicants, and
independent cost estimate breakdowns.
B. PRICE AND COST ANALYSIS WORKSHEET
The following worksheet is provided to ensure that appropriate documentation is obtained to support the
proposed budget or quotation.
Price Analysis, if applicable, was conducted based on one or more of the following (attach
documentation).
1. Written quotations from 2 or more vendors; fax acceptable.
2. Documented phone quotations; indicate the name of the contact person, phone number and other
pertinent information.
3. Published price lists from 2 or more vendors; fax acceptable.
4. Previous purchases by FSU of same or similar item(s) from this or another vendor (attach copies of
applicable quotations, bids, or purchase orders).
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5. Previous purchases by others of same or similar item(s) from this vendor (attach copies of applicable
quotations, bids, or purchase orders).
6. Comparison to in-house estimate (attach estimate).
Cost Analysis was conducted based on one or more of the following (attach documentation):
Salaries/Wages: Attach supporting documentation of the individual's actual base rate. If the proposed rate
includes an escalation factor, identify that factor and attach the subcontractor's justification for its
inclusion. Attach the subcontractor's justification for direct charging of administrative or clerical
personnel. Support documentation for salaries and wages may include copies of payroll forms or reports. If
such documentation is not available, the following certification signed by an authorized representative of
the subcontractor will be required: "The salary and wage information provided is true and correct and
represents the current and actual base rate of each individual proposed."
Fringe Benefits: Attach supporting documentation for fringe benefits Support documentation for fringe
benefits may include a copy of the federally -negotiated fringe benefit rate agreement or a copy of the
published rates. If such documentation is not available, the following certification signed by an authorized
representative of the subcontractor will be required: "The fringe benefit information provided is true and
correct and represents the current and actual fringe benefits of each individual proposed."
Consultants: Identify the name, rate and number of hours/days for each consultant. Determine that the
purpose and cost are appropriate. Attach supporting documentation for the rates used. Attach written
justification for rates exceeding the federally authorized rate (currently W3.00/day). Support
documentation for consultant rates may include a copy of the consultant's published rates or a statement
signed by the consultant indicating the rate normally charged for the projects provided.
Travel: For each trip, provide the cost elements proposed for airfare, hotel, per diem, etc., as well as the
purpose of the trip and number of persons. Attach supporting documentation. Support documentation for
travel costs may include a copy of the awardee's current travel policy and procedures or a statement signed
by an authorized representative that states that the costs or rates proposed for travel do not exceed current
State of Florida Travel Regulations.
Materials and Supplies: Attach supporting documentation for items with unit costs of $500 or more.
Attach justification for direct charging items such as office supplies, postage, local telephone costs, and
memberships. Support documentation for materials and supplies with unit costs exceeding $500 may
include copies of published catalog prices or copies of previous expense vouchers.
Other Direct Costs: Examples are computing projects or time, communications, registration fees, etc.
Attach supporting documentation for rates and costs used. Verify the need, and attach a justification for direct
charging an item, if necessary. Other direct costs includes meals and snacks for meetings, postage, printing,
registration fees, educational materials, and advertising.
This is the format to be followed; do not create additional line items. The applicant may add/delete
lines for description/purpose as necessary.
Project #
I Line Item
Description/Purpose
Amount
N4
Salaries/Fringe
Consultants
Building Occupancy (1)
Travel
Materials/Supplies
Other (Specify)
Total
E4
Salaries/Fringe
Consultants
Building Occupancy (1)
Travel
Materials/Supplies
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Other (Specify)
Total
(1) Building Occupancy includes rent, utilities, maintenance, janitorial, and exterminator costs.
FSU PRINCIPAL INVESTIGATOR'S RECOMMENDATIONS REGARDING COSTS:
COSUPRICE REASONABLENESS CERTIFICATION
"I have reviewed the price and cost data provided by the Subcontractor and have determined that the
costs proposed are necessary and reasonable for the work to be performed by the Subcontractor."
FSU Principal Investigator
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Appendix F
LIST OF MANDATORY CRITERIA
Criteria
Check, If In
Compliance
1. Fully Completed and Signed Title Page (Appendix A)
2. Fully Completed and Signed Statement of Mandatory Assurances
(Appendix B)
3. Completion Date of All Projects by June 1, 2004 as indicated in the
Statement of Work
4. Signed and Dated Coalition Certification Worksheet (Appendix C)
5. Application Received on Time
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Appendix G
SAMPLE OF FIXED -PRICE SUBCONTRACT
Subcontract Agreement
Non-FDP With Federal Funds
FLORIDA STATE UNIVERSITY ("UNIVERSITY")
Institution/Organization ("SUBCONTRACTOR")
Name:
Sponsored Research Services
Address:
118 N. Woodward Avenue
Tallahassee, Florida 32306-4166
EIN No.:
Prime Award No.
Subcontract No.
3460-520-34
Awarding Agency
CFDA No.
Florida Department of Children and Families
93.959
Subcontract Period of Performance
Amount Funded this Action
Est. Total (if inaementally funded)
Project Title
Community Anti -Drug Coalition Development
Reporting Requirements [Check here if applicable: ® See Attachments 71
Terms and Conditions
1) University hereby awards a (check one) []cost reimbursable subcontract, or ® fixed price subcontract, as described above, to Subcontractor. The
statement of work and budget for this subcontract are shown in Attachment 4 . In its performance of subcontract work, Subcontractor shall be an
independent entity and not an employee or agent of University.
2) University shall reimburse Subcontractor not more often than monthly for allowable costs. All invoices shall be submitted using Subcontractor's
standard invoice, but at a minimum shall include current and cumulative costs (including cost sharing), subcontract number, and certification as to truth
and accuracy of invoice. Invoices that do not reference University's subcontract number shall be returned to Subcontractor. Invoices and questions
concerning invoice receipt or payments should be directed to the appropriate party's Financial Contact, as shown in Attachment 2.
3) A final statement of cumulative costs incurred, including cost sharing, marked "FINAL," must be submitted to University s Financial Contact NOT
LATER THAN sixty (60) days after subcontract end date. The final statement of costs shall constitute Subcontractor's final financial report.
4) All payments shall be considered provisional and subject to adjustment within the total estimated cost in the event such adjustment is necessary as a
result of an adverse audit finding against the Subcontractor.
5) Matters concerning the technical performance of this subcontract should be directed to the appropriate party's Project Director, as shown in
Attachment 2. Technical reports are required as shown above, "Reporting Requirements."
6) Matters concerning the request or negotiation of any changes in the terms, conditions, or amounts cited in this subcontract agreement should be
directed to the appropriate party's Administrative Contact, as shown in Attachment 2. Any such changes made to this subcontract agreement require the
written approval of each party's Authorized Official, as shown in Attachment 2.
7) Each party shall be responsible for its negligent acts or omissions and the negligent acts or omissions of its employees, officers, or directors, to the
extent allowed by law.
8) Either party may terminate this agreement with thirty days written notice to the appropriate parry's Administrative Contact, as shown in Attachment 2.
University shall pay Subcontractor for termination costs as allowable under OMB Circular A-21, J.49.
9) No -cost extensions require the approval of the University. Any requests for a no -cost extension should be ad -dressed to and received by the
Administrative Contact, as shown in Attachment 2, not less than thirty days prior to the desired effective date of the requested change.
10) The Subcontract is subject to the terms and conditions of the Prime Award herein incorporated by reference and other special terms and conditions,
as identified in Attachment 1.
11) By signing below Subcontractor makes the certifications and assurances shown in Attachment 1.
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FLORIDA STATE UNIVERSITY, For and on behalf of its Board of I By an Authorized Official of SUBCONTRACTOR:
Trustees:
Kirby W. Kemper Date I Name:
Vice President for Research
Title:
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Attachment 1
Subcontract Agreement
By signing the Subcontract Agreement, the authorized official of SUBCONTRACTOR certifies, to the best of his/her
knowledge and belief, that:
Article 1.Debarment/Suspension
Acceptance of this Order serves as certification that the Subcontractor or its principals: (a) are not presently debarred, suspended, proposed
for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal Department or agency; (b) have not
within a three-year period preceding this Order been convicted or had a civil judgment rendered against them for commission of fraud or a
criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract
under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification
or destruction of records, making false statements, or receiving stolen property; (c) are not presently indicted for or otherwise criminally or
civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (b) of this
certification; and (d) have not within a three-year period preceding this Order had one or more public transactions (Federal, State or local)
terminated for cause or default.
Article 2.Lobbyinp-
A Subcontractor receiving over $100,000.00 shall certify in accordance with USC Title 31, Section 1352, regarding Lobbying Activities and
shall submit, as required by referenced regulation, to the University Standard Form LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions. The Subcontractor's acceptance of this Order shall be the Subcontractor's certification regarding Lobbying
Activities and the Subcontractor's commitment to submit said notifications as required. in addition, Subcontractor is prohibited from using
state funds for lobbying the Legislature, the judicial branch or an agency of the State of Florida in accordance with Sections 11.062
and 216.347, Florida Statutes.
Article 3.Public Entity Crime Notice
A person or affiliate who has been placed on the convicted vendor list (§87.133(3) (D), F.S.) following a conviction for a public entity crime
may not transact any business with the Florida State University in excess of the amount provided in § 287.017, F.S., for category two for a
period of 36 months from the date of being placed on the list. This includes submission of bids or proposals for goods, services, construction
or repair of public buildings, leases on real property and work as a contractor, supplier, subcontractor, or consultant under a contract or
purchase order with the University.
Article 4.OMB Circular A-133 Audit Requirements
A. If the Subcontractor is a non -Federal entity that, during the effective period of this Order, expends $500,000 or more in a year in
Federal awards, the Subcontractor shall have a single or program -specific audit conducted for that year in accordance with the
provisions of OMB Circular A-133 (the Circular). Guidance on determining Federal awards expended is provided in § 205 of the
Circular.
B. When the schedule of findings and questioned costs disclose audit findings relating to this Order or when the summary schedule
of prior audit findings reports the status of any audit findings relating to this Order, a copy of the Reporting Package (as defined
in the Circular) must be submitted to the University within 30 days after the Subcontractor's receipt of the auditor's report but no
later than nine months after the end of the audit period, unless a longer period is agreed to by the Subcontractor's cognizant audit
agency. (However, for fiscal years beginning on or before June 30, 1998, the audit shall be completed and the Data Collection
Form and Reporting Package shall be submitted to the University within the earlier of 30 days after the Subcontractor's receipt
of the auditor's report or 13 months after the end of the audit period.)
C. When the Subcontractor is not required to submit the Reporting Package pursuant to the Paragraph B above, the Subcontractor
shall submit to the University written notification that:
1. an audit of the Subcontractor was conducted in accordance with OMB Circular A-133, including timely filing;
2. the schedule of findings and questioned costs disclosed no audit findings relating to any Federal award that the University
provided;
3. the summary schedule of prior audit findings did not report on the status of any audit findings relating to any Federal award that
the University provided.
4. no material issues of non-compliance were reported; and
5. no reportable conditions related to internal controls were reported.
The Subcontractor must identify the period covered by the audit and the name, amount, and CFDA number of the Federal award
provided by the University. The Subcontractor may submit to the University a copy of the Reporting Package described in
Paragraph B above to comply with the notification requirements of this Paragraph C.
The address to which the foregoing shall be submitted is:
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Florida State University
Sponsored Research Accounting Services
Attn: Audit Liaison/Lucy O'Duor
C4400 University Center
Tallahassee, Florida 32306-2662
D. The Subcontractor shall maintain full and complete records which directly pertain to this Order for a period of six (6) years from
the date of final payment or until all litigations, claims, or audit findings involving the records have been resolved if such claims
or audit is started before the expiration of the said period.
E. The Subcontractor agrees that the University, the Federal awarding agency, the Comptroller General of the United States, or any
of their duly authorized representatives, shall have access to any books, documents, papers and records of the Subcontractor
which are directly pertinent to this Order for the purpose of making audits, examinations, excerpts and transcriptions.
F. The University will monitor the Subcontractor's activities to provide reasonable assurance that the Subcontractor administers
this Order in compliance with Federal requirements. At the University's discretion, such monitoring activities may take various
forms, such as:
1. reviewing any and all reports submitted by the Subcontractor;
2. perfornting site visits to the Subcontractor to review financial and programmatic records and observe operations;
3. arranging for limited -scope audits conducted in accordance with either the AICPA's generally accepted auditing standards or
attestation standards, that are paid for and arranged by the University and address only one or more of the following types of
compliance requirements: activities allowed or unallowed; allowable costs/cost principles; eligibility; matching, level of effort,
earmarking; and, reporting; and/or
4. reviewing the Subcontractor's single audit or program -specific audit results; and/or evaluating audit findings and the
Subcontractor's corrective action plan.
Article 5.Information Required By OMB Circular A-133
CFDA Number: 93.959
CFDA Title: Substance Abuse Prevention and Treatment (SAPT) Block Grant
Pass -Through Funding Agency Name: Florida Department of Children & Families
Pass -Through Funding Agency Number: LH074
Federal Funding Agency Name: U. S. Department of Health and Human Services
R&D Project?: No
Article 6.Chanter 216.3491 F.S. "Florida Sinele Audit Act"
Each nonstate entity that receives state financial assistance to carry out a state project and that meets the audit threshold
requirements equal to or in excess of $300,000 in any fiscal year of such recipient must obtain an audit by an independent auditor
in accordance with auditing standards stated in the rules of the Auditor General of the State of Florida. The audit shall be
conducted in accordance with the requirements of the Act and the rules of the Executive Office of the Governor, the Comptroller
and the Auditor General. The Act applies to nonstate entities that receive state awards directly from a state awarding agency
(FSU) and to nonstate agencies that receive state awards through another nonstate entity.
Article 7.Section 215.422, F.S.
Provides that agencies have 5 working days to inspect and approve goods and services, unless bid specifications or the purchase
order specifies. With the exception of payments to health care providers for hospital, medical, or other health care services, if
payment is not available within 40 days, measured from the latter of the date the invoice is received or the goods or services are
received, inspected and approved, a separate interest penalty set by the State Comptroller pursuant to Section 55.03, F.S., will be
due and payable in addition to the invoice amount. To obtain the applicable interest rate, please contact the University Accounts
Payable Section at 850-644-5021. Payments to health care providers for hospital, medical or other health care services, shall be
made not more than 35 days from the date eligibility for payment is determined , and the daily interest rate is .03333%. Invoices
returned to a vendor due to preparation errors will result in a payment delay. Invoice payment requirements do not start until a
properly completed invoice is provided to the agency. A Vendor Ombudsman, whose duties include acting as an advocate for
vendors who may be experiencing problems in obtaining timely payment(s) from a State agency, may be contacted at 850488-
2984 or by calling the State Comptroller's Hotline, 1-800-848-3792.
Article 8.Liability
Each party assumes the risk of personal injury and property damage attributable to the willful acts or omissions of that party and
its officers, employees and agents to the extent allowed by law.
Article 9.Indemnification
Unless the Subcontractor is a State of Florida agency, the Subcontractor shall be liable, and agrees to be liable for, and shall
indemnify, defend and hold the University harmless for all claims, suits, judgments or damages, including court costs and
attorney fees, arising out of negligence or omissions by the Subcontractor in the course of operations of this Agreement.
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Article 10. Insurance
The responsibility for providing adequate liability insurance coverage on a comprehensive basis for all operations undertaken by
the Subcontractor under this Agreement shall be that of the Subcontractor and shall be provided at all times during the existence
of this Agreement. The Subcontractor shall furnish the University with written verification of the existence of such coverage
upon the request of the University.
Article 11. Subcontractor's Key Personnel
Subcontractor's Principal Investigator, identified in Attachment 2, is essential to the performance of this Subcontract. Any
replacement of the Principal Investigator shall only be made upon the prior written concurrence of the University.
Article 12 Termination for Unauthorized Employment
Violation of the employment provision as determined pursuant to Section 274A(e), Inarngration and Nationality Act, shall be grounds for
unilateral cancellation of this contract.
Article 13. Public Records
Subcontractor shall allow public access to all documents, papers, letters, or other material subject to the provisions of Chapter
119, F.S., and made or received by Subcontractor in conjunction with this Subcontract. Provided, however, that such public
access shall not apply to materials that relate to methods of manufacture or production, potential or actual trade secrets, patentable
or potentially patentable material, business transactions, or proprietary information received, generated, ascertained, or discovered
in conjunction with this Subcontract, which materials shall be treated in accordance with the legal rights of those persons or
entities having the proprietary or other legal interest therein. Subcontractor's refusal to permit public access pursuant hereto shall
be grounds allowing University to unilaterally cancel this Subcontract.
Article 14. Records Maintenance
The Subcontractor shall maintain full and complete records which directly pertain to this order for a period of three years from the
date of final payment or until all litigations, claims or audit involving the records have been resolved if such claims or audit is
started before the expiration of the subcontract.
Article 15. Independent Contractor
Subcontractor herein is an independent contractor, not a partner or joint venturer, and shall not act as an agent for the University.
Nor shall it be deemed to be an employee of the University for any purposes whatsoever. Subcontractor shall not have any
authority, either express or implied, to enter any agreement, incur any obligations on the University's behalf, or commit the
University in any manner whatsoever without the University's express prior written consent. Each party assumes the risk of all
liability arising from its respective activities pursuant to this Subcontract and from the acts or omissions of its respective officers,
agents, and employees to the extent allowed by law.
Article 16. Notices
All notices or communications to either party by the other shall be delivered personally, sent by courier, U.S. registered or
certified mail, postage prepaid, or transmitted via facsimile or electronic mail addressed to such party at the addresses stated in
Attachment 2, and shall be deemed given on the date so delivered.
Article 17 Sanctions for Noncompliance
If Subcontractor materially fails to comply with the terms and conditions of this Subcontract, and does not cure such failure
within thirty (30) days written notice thereof from the University, the University may take one or more of the following actions,
as appropriate in the circumstances:
A. Temporarily withhold cash payments pending correction of the deficiency by the Subcontractor;
B. Disallow (that is, deny both use of funds and any applicable matching credit for) all or part of the cost of the activity or action
not in compliance;
C. Wholly or partly suspend or terminate this Subcontract;
D. Withhold further awards for this or any other project or program; and/or
E. Take other remedies that may be legally available.
Article 18. Termination
A. Termination at Will. This subcontract may be terminated by the University upon no less than thirty (30) calendar days notice,
without cause. Said notice shall be delivered by certified mail, return receipt requested, overnight delivery (for which evidence
of delivery is obtained by the sender), or in person with proof of delivery.
B. Termination Because of Lack of Funds. In the event funds to finance this subcontract become unavailable, the University may
terminate the subcontract upon no less than twenty-four (24) hours notice in writing to the Subcontractor. Said notice shall be
delivered by certified mail, return receipt requested, or in person with proof of delivery. The University shall be the final
authority as to the availability and adequacy of funds. In the event of termination of this subcontract, the Subcontractor will be
compensated for any work satisfactorily completed prior to notification of termination.
Termination for Breach. This subcontract may be terminated for the Subcontractor's non-performance upon no less than
twenty-four (24) hours notice in writing to the provider. If applicable, the University may employ the default provisions in
Chapter 60A-1.006(3), FAC. Waiver of breach of any provisions of this subcontract shall not be deemed to be a waiver of any
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other breach and shall not be construed to be a modification of the terms of this subcontract. The provisions herein do not limit
the University's right to remedies at law or in equity.
D. Termination for Any Reason. If this Subcontract is terminated at will, because of lack of funds, or for breach, the University
shall compensate or reimburse the Subcontractor, according to subcontract terms, for services rendered pursuant to this
subcontract up to and including the formal date of termination.
E. Either party hereto may terminate this Subcontract for convenience by giving written notice to the other party at least thirty (30)
days in advance of a specified date of termination. In case of termination, Subcontractor shall be reimbursed for allowable costs
incurred and noncancellable commitments made under the terms of this Subcontract prior to such termination, but only to the
extent that such costs and commitments are reimbursable to the University under the terms of the PRIME. Payment shall be
made upon submission to the University of an invoice and supporting documentation covering the aforementioned performance
and submission of any and all results achieved to the time of termination and acceptance thereof by the University's Technical
Representative.
Article 19. Assignment or Subcontracting
Subcontractor shall not assign, transfer, or convey this Subcontract or any part thereof, or any interest herein. Subcontractor shall
not subcontract for the performance of any of its obligations hereunder without the prior written consent of the University,
excluding manufacturing, printing and delivery, unless subcontracts are specifically identified in the approved budget or statement
of work.
Article 20. Non -waiver
A waiver by either party of any of the terms or conditions, or covenants of this Subcontract in any instance shall not be deemed or
construed to be a waiver of any such term, condition, provision, or covenant for the future, or any subsequent breach of same.
Article 21. Severability
If any provision of this subcontract, as applied to either party or to any circumstance, shall be adjudged by a court to be void or
unenforceable, the same shall in no way affect any other provision of this Subcontract or the validity or enforceability of this
Subcontract.
Article 22. Rights to Inventions
If the work to be conducted hereunder is federally -funded and is experimental, developmental, or research work, the Federal
Government and the University shall be entitled to rights in any resulting invention in accordance with 37 CFR part 401.
Notwithstanding the foregoing, the University shall not display any Subcontractor logo, trade name or trademark (collectively,
"Subcontractor Marks") on any of the Materials, or use the Subcontractor Marks in connection with any other materials, and may
not distribute the Materials other than for distribution in the quantities as set forth in this Agreement and for the advertising and
promotion of the Materials. The University shall submit to Subcontractor, for Subcontractor's prior written approval, any and all
advertising or promotional materials incorporating any Subcontractor Marks. Subcontractor shall deliver to the University its
written approval or disapproval of such materials within ten (10) business days of its receipt of such materials or such materials
shall be deemed approved "as is." Both parties agree that they will not acquire, by reason of this Agreement any rights in or
under any logos, trademarks or trade names registered or unregistered, owned or used by the other party.
Article 23. Rights In Data
The term "Subject Data", as used herein includes, but is not limited to, literary works; musical works, including any
accompanying words; dramatic works, including any accompanying music; pantomimes and choreographic works; pictorial,
graphic and sculptural works; motion pictures and other audiovisual works; sound recordings; and architectural works, as each of
those terms are used and defined by the Copyright Act of the United states (17 USC Sec. 101, et. seq.) and works of any similar
nature (whether or not copyrighted) which are included in the material to be delivered under the contract.
Article 24. Work for Hire
The Subcontractor agrees that all Subject Data first produced in the performance of this subcontract shall be considered a "work
made for hire" as that term is defined under the Copyright Act, and the parties to this subcontract hereby agree that the copyright
thereto shall be the sole and exclusive property of the Florida State University, that copyright thereto may be registered by the
Florida State University in its own name, and that such Subject Data may not be published or reproduced in whole or in part, or in
any manner or form, other than by the Florida State University or with its express written consent. The Subcontractor further
agrees that no right at common law or in equity shall be asserted, and no claim to copyright by statute shall be established by the
Subcontractor in any Subject Data first produced in the performance of this subcontract without the express written consent of the
Florida state University. Subcontractor shall secure the University's legal title and interests in and to all such work made for hire
that is produced for Subcontractor by third parties.
Article 25. Conflict of Interest
The Subcontractor covenants that it presently has no interest and shall not acquire any interest which would conflict in any manner or
degree with the performance of the work authorized hereunder.
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Article 26. Effect of Prime Chances
This Subcontract is issued pursuant to the provisions set forth in the prime award hereby incorporated into this agreement. If the
Prime is amended and the amendment causes this Subcontract to be inconsistent with or contrary to the Prime, the Subcontractor
agrees to negotiate with the University in good faith any amendments to this Subcontract as may be necessary to make this
Subcontract consistent with the requirements of the Prime.
Article 27. Force Maieure
If the Subcontractor's performance under this Agreement or any obligation hereunder is prevented, restricted or interfered with by
reason of force majeure, i.e., any act or condition totally beyond the Subcontractor's control and without its fault or negligence,
the Subcontractor, upon giving prompt notice to the University, shall be excused from such performance to the extent of such
prevention, restriction, or interference; provided, however, that the Subcontractor shall take all reasonable steps to avoid or
remove such causes of nonperformance and shall continue performance hereunder with dispatch whenever such causes are
removed; provided further, that if it appears that the time of delivery or performance will be extended past the terms set forth
herein, a written extension of time will be negotiated by the parties.
Article 28. Non-discrimination
The Subcontractor agrees that no person will, on the basis of race, color, national origin, creed or religion be excluded from
participation in, be refused the benefits of, or be otherwise subjected to discrimination pursuant to the Act governing these funds or
any project, program, activity or sub -grant supported by the requirements of, (a) Title VI of the Civil Rights Act of 1964 which
prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as
amended which prohibits discrimination the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended which
prohibits discrimination in employment or any program or activity that receives or benefits from federal financial assistance on the
basis of handicaps; (d) Age Discrimination Act 1975, as amended which prohibits discrimination on the basis of age, (e) Equal
Employment Opportunity Program (EEOP) must meets the requirements of 28 CFR 42.301.
Article 29. Drue-Free Workplace Requirements
The Subcontractor agrees that it will, or will continue to, provide a drug -free workplace in accordance with 45 CFR Part 76.
Article 30 Smoke -Free Workplace Requirements
Public Law 103-227, Part C-Environmental Tobacco Smoke, also known as the Pro -Children Act of 1994 (Act), requires that
smoking not be permitted in any portion of any indoor facility owned or leased or contracted for by an entity and used routinely or
regularly for the provision of health, day care, education, or library projects to children under the age of 18, if the projects are
funded by Federal programs either directly or through State or local governments, by Federal grant, contract, loan, or loan
guarantee. The law does not apply to children's projects provided in private residences, facilities funded solely by Medicare or
Medicaid funds, and portions of facilities used for inpatient drug or alcohol treatment. Failure to comply with the provisions of the
law may result in the imposition of a civil monetary penalty of up to $1,000 per day and/or the imposition of an administrative
compliance order on the responsible entity.
Article 31. Travel Regulations
Whenever travel costs are included in the subcontract or attachments to the subcontract, the provisions of Sections 112.061 and
1004.22, Florida Statutes, shall govern as to reimbursement of cost.
Article 32. Entire Agreement
This Subcontract supersedes any previous oral or written agreements made by the University and Subcontractor regarding the
work to be performed pursuant to the provisions of this Subcontract. The University and Subcontractor acknowledge that this
Subcontract shall not be amended, modified, or revised except in writing and signed by authorized representatives of both parties.
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Attachment 2
Subcontract Agree ent
FLORIDA STATE UNIVERSITY Contacts
Subcontractor Contacts
Administrative Contact: Administrative Contact:
Ms. Juel Kamke, Subcontracts Coordinator Name:
Sponsored Research Services Address:
118 N. Woodward Avenue
Tallahassee, Florida 32306-4166
Telephone 850) 644-8654
Fax: 850) 644-1464 Telephone:
E-mail: jkamke@mailer.fsu.edu Fax:
Email:
Principal Investigator/Send Deliverables to:
Project Director
Mr. Steven G. Brooks
Name:
Florida Center for Prevention Research
Address:
2035 E. Paul Dirac Drive
Tallahassee, Florida 32310-2770
Telephone (850) 644-3016
Telephone:
Fax: (850) 644-4701
Fax:
Email: sbrooks@mailer.fsu.edu
Email:
Financial Contact/Send Invoices to:
Financial Contact
Ms. Lucy O'Duor
Name:
Florida State University
Address:
Sponsored Research Accounting Services
4400 University Center, Building C
Tallahassee, Florida 32306-2662
Telephone:
Telephone: 850-644-8947
Fax:
Fax: 850-644-1913
Email:
Email: lo'duor@admin.fsu.edu
Authorized Official
Authorized Official
Dr. Kirby W. Kemper
Name:
Vice President for Research
Address:
118 North Woodward Avenue
Sponsored Research Services
Florida State University
Telephone:
Tallahassee, Florida 32306-4166
Fax:
Telephone: 850-644-5260
Email:
Fax: 850-644-1464
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Attachment 3
Schedule of Deliverables and Payments
# _[-Deliverable
Due Date
Amount
1
Detailed Implementation Plan
Anytime after contract
execution
2
Interim Status Report Attachment 6)
30 days after first payment
3
Final Status Report Attachment 7
Before June 13, 2004
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Attachment 4
Scope of Work
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Attachment 5
Detailed Implementation Plan
Deliverable #1
Subcontract and Encumbrance Number #
Name of Subcontractor:
Name of Person Completing Implementation Plan:
Date: /
The subcontractor is expected to list the activities and tasks that must be performed to complete the
project(s) to be funded by the Substance Abuse Coalition Mini -Grant, identify the responsible party for
seeing that the activities and tasks are performed, and specify both the beginning and ending dates for
performing each activity. Activities and tasks listed in the Detailed Implementation Plan should be more
detailed than the ones given in the Application's Statement of Work. For example in the Statement of Work,
the subcontractor might have stated that the project will conduct meeting of parties interested in joining the
coalition. In the Detailed Implementation Plan, the subcontractor is expected to add such activities and
tasks as securing materials and getting approval by the Board of the agenda.
This is the format to be followed. The applicant may add/delete Activity/Task lines as necessary.
Project
Number
Activity/Tasks
Responsible Party
Begin
Date
End
Date
1. (Activity)
(name of person)
task
task
2. (Activity)
task
task
Etc.
40
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Attachment 6
Invoices for Substance Abuse Coalition Mini -Grants
Subcontract and Encumbrance Number #
Name of Subcontractor:
Name of Person Completing Invoice:
Date:
The subcontractor must check the applicable box below and attach to this invoice either the Detailed
Implementation Plan, if this is Deliverable #1, or an Interim or Final Status Report as appropriate.
Deliverable #1 Deliverable #2 Deliverable #3
Implementation Plan ❑ Interim Status Report ❑ Final Status Report ❑
This is to request the payment of $
Payments for Deliverable # _
as specified in the Schedule of Deliverables and
I certify that all expenditures reported are for appropriate purposes and in accordance with the provisions of the
proposal and award.
Signature
41
Title
Date
Florida State University
Florida Center for Prevention Research
Fiscal Year 2004 Substance Abuse Coalition Mini -Grant Application
Attachment 7
Mini -Grant Interim and Final Report
Deliverable #2 and #3
Subcontract and Encumbrance Number #
Name of Subcontractor: Date:
Name of Person Completing Status Report:
Check the one that is applicable.
Interim Status Report ❑ Final Status Report ❑
Complete the following information for each project being funded. The project(s), activities, tasks and
end dates must be those that are specified in the Detailed Implementation Plan. Place a check in the
4th column, if the activity has been completed. In the 5th column, explain any delays that would affect the
completion of the activity by the end date. Use as many additional pages as necessary.
Project
Number
Description of Activities and
Tasks as specified in Detailed
Implementation Plan
2)
End
Date
(3)
Completed
by Status
Report
(4)
Explanation, if not completed by
Status Report
5
42
Monroe County Substance Abuse Policy Board Recommendation:
To proceed with the submission of an application for a Substance Abuse
Community Coalition Mini -grant for the purpose of'obtaining technical assistance
to develop a County-wide/Community Substance Abuse Needs Assessment.
The goals of the Community Needs Assessment include the following:
1. Establish a baseline of information (define the community)
2. Determine the extent of the Substance Abuse problem (develop a
community profile) — identifying the populations in need:
■ Level and type of substance abuse
■ Level of risk and protective factors
3. Prepare an inventory of the community's existing resources
4. Assess the gap between the needs and resources
5. Assess the community readiness
6. Create a recommended Community Action Plan to address the specific
needs of Monroe County.