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Item C20Revised 2/95 BOARD 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 of contracts with Florida Department of taw Enforcement for programs funded by the Edward Byrne Memorial State and Local law Enforcement Assistance Formula Grant Program. A summary of the providers and amounts is attached. ITEM BACKGROUND: Federal funds are provided throught the Florida Department of Law Enforcement. Substance Abuse Policy Advisory Board (SAPAB) reviews proposals and makes recommendations to BOCC for local funding of programs. PREVIOUS RELEVANT BOCC ACTION: Participation in Byrne Grant Program since approximately 1990. Approval of Certification of Participation at May 2003 meeting Approval of SAPAB recommendations at May 2003 meeting. Contracts with the Providers are also on today's agenda. CONTRACT/AGREEMENT CHANGES: All are new contracts. However, some Providers and programs have been funded in prior years under similar contracts STAFF RECOMMENDATION: Approval TOTAL COST: 254,127.00 COST TO COUNTY: 63,532.00 BUDGETED: Yes ® No ❑ SOURCE OF FUNDS: General Revenue REVENUE PRODUCING: Yes ❑ No ® AMOUNT PER MONTH YEAR APPROVED BY:COUNTY ATTY ® OMB/PURCHASING ® RISK MANAGEMENT DIVISION DIRECTOR APPROVAL- E0/Z4 �� ' Sheila A. Barker DOCUMENTATION: INCLUDED: ® TO FOLLOW: ❑ NOT REQUIRED: ❑ DISPOSITION: AGENDA ITEM #: C,ZO Byrne Grant Applications County FY 2004 Total Byrne Funds _- _ 190,595.00 - --- -- -- - Total Local Match ---- ---- - - --- - - 63,532.00 - - - Grand Total _ _ 254,127.00 - ---- Program - _ _ _ Boys and Girls Club gang prevention program - Florida Keys Outreach Coalition Transitional Housing Peacock Apts dual-diag offender program _ _ Safeport substance abuse treatment program Youth Challenge gang and violence prevention Helpline, Inc_ Parents Who Care Byrne 27,450.00 38,418.00 27,432.00 52,295.00 45,000.00 0.00 County 9,150.00 12,806.00 9,144.00 17,432.00 15,000.00 0.00 Total 36,660.00 51,224.00 36,576.00 69,727.00 60,000. 00 0:00 Notes third year final year second year third year third year was funded 2003, _ but rescinded - - --- --------- 0.00 0.00 - - -- - -- - ---- ----- 0.00 _ 0.00 -------__-__ 0.00 0.00 Totals _ — 190,595.00 63,532.00 254,127.00 - (over) or under available funds 0.00 0.00 0.00 25.00% AGENDA ITEM WITH LATE DOCUMENTATION DIVISION Management Services DEPARTMENT Administrative Services SUBJECT Approval of contracts with Florida Department of Law Enforcement for programs funded by the Edward Byrne Memorial State and Local law Enforcement Assistance Formula Grant Program. A summary of the providers and amounts is attached. DATE ITEM WILL BE AVAILABLE: 10/10/03 (All contracts except the one for the Safeport program are included — we hope to have it ready by Oct. 10tn) MONROE COUNTY BOARD OF COUNTY COMMISSIONERS 0 CONTRACT SUMMARY Contract with: Florida Department of Law Effective Date: 10/01/03 Enforcement Expiration Date: 9/30/04 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Boys and Girls Club S.M.A.R.T. Gang Prevention III program as part of Monroe County's FY04 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens 4482 OMB/Grants Mgt. (Name) (Ext.) (Department) for BOCC meeting on 10/15/03 Agenda Deadline: 09/30/03 CONTRACT COSTS Total Dollar Value of Contract: $36,600.00 Current Year Portion: $36,600.00 Budgeted? Yes X No Account Codes: 125-06018-530490-GG0410-XXXXXX Grant: $27,450.00 County Match: $9,150.00 ADDITIONAL COSTS Estimated Ongoing Costs: $2857.00 For: Staff support -filing reports, oversight (Not included in dollar value above) (e.g. Maintenance, utilities, janitorial, salaries, etc. CONTRACT REVIEW Changes Da I Needed Division Director [�//!� �3 Yes❑ Noa' Risk Management Al A 3 Yes❑ No[" O.M.B./Purchasing Yes❑ Now County Attorney / Yes❑ NoF-1 Comments: units corm Kevisea yip 1 /9b muF' i#1 Date Out O- /vX X/� 3 U 3 G3 Florida Department of Law Enforcement Daryl G. McLaughlin Interim Commissioner September 25, 2003 The Honorable Dixie Spehar Mayor, Monroe County Board of Commissioners 500 Whitehead Street, Suite 102 Key West, Florida 33040 Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, Florida 32308 (850)410-8700 Re: 04-043-11-54-01-016 / Boys & Girls Club Street S.M.A.R.T. Gang Prevention 3 Dear Mayor Spehar: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of $27,450 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 04A - Community Crime Prevention. A copy of the approved subgrant application with the above referenced grant number and project title is enclosed for your file. All correspondence with the Department should always refer to the grant number and project title. Your attention is directed to Section G of the subgrant, "Acceptance and Agreement". These conditions should be reviewed carefully by those persons responsible for project administration to avoid delays in project completion and cost reimbursements. Also, you should review the enclosed Subgrant Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This certificate constitutes official acceptance of the award and must be received by the Department prior to the reimbursement of any project expenditures. Committed to Service • Integrity • Respect • Quality The Honorable Dixie Spehar Page Two We look forward to working with you on this project. If we can be of further assistance, please contact Beth Hamilton at (850)410-8700. Sincerely, (V( - �4' Clayton Wilder Community Program Administrator CHWBH/mg Enclosures State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 04-CJ-J3-11-54-01-016 in the amount of $27,450, for a project entitled; Boys & Girls Club Street S.M.A.R.T. Gang Prevention 3 for the period of 10/01/2003 through 09/30/2004, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement's conditions of acceptance .and agreement and special conditions governing this subgrant. (Signature of Authorized Official) (Typed Name of Official) (Typed Title of Official) Monroe County (Name of Subgrantee) (Date of Acceptance) MONROE COUNTY ATTORNEY AP D FORM: OLFI- WOLFE ROB CHIEF SI�� ,f4 i� Date _�JA7'C idEY State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program SUBGRANT AWARD CERTIFICATE Subgrante.e: Monroe County Board of Commissioners Date of Award: September 25, 2003 Grant Period: From: 10/01/2003 To: 09/30/2004 Project Title: Boys & Girls Club Street S.M.A.R.T. Gang Prevention 3 Grant Number: 04-CJ-J3-11-54-01-016 Federal Funds: $27,450.00 State Agency Match: Local Agency Match: $9,150.00 Total Project Cost: $36,600.00 Program Area: 04A Award is hereby made in the amount and for the period shown above of a subgrant under Title I of the Omnibus Crime Control and Safe Streets Act of 1968, P.L. 90-351, as amended, and the Anti -Drug Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee and subject to any attached or special conditions. This award is subject to all applicable rules, regulations, and conditions as contained in the Financial and Administrative Guide for Grants, Guideline Manual 7100.1D, Office of Justice Programs, Common Rule for State and Local Governments and A-87, or OMB Circulars A-110 and A-21, in their entirety. It is also subject to such further rules, regulations and policies as may be reasonably prescribed by the State or Federal Government consistent with the Purposes and authorization of P.L. 90-351, as amended, and P.L. 100-690. 04-CJ-J3-11-54-01-016 SUBGRANT AWARD CERTIFICATE (CONTINUED: This grant shall become effective on the beginning date of the grant period provided that within 30 days from the date of award, a properly executed Certificate of Acceptance of Subgrant Award is returned to the Department. �j , �X Authoriz d Official Clayton H. Wilder, Community Program Administrator q-ZS-o3. Date Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant P Please read instructions before completing this application. • The term "Department", unless otherwise stated, refers to the Department of Law Enforcement.' • The term "OCJG" refers to the Office of Criminal Justice Grants. • The term "subgrant recipient" or "subgrantee" refers to the governing body of a city, county, state agency, or an Indian Tribe that performs criminal justice functions as determined by the U.S. Secretary of the Interior. • The term "implementing agency" is a subordinate agency of a city, county, state agency, or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). It may also be an entity eligible to be a subgrantee (ex. City of Live OaK) • Instructions are incorporated in this document by reference. A. Subgrant Data 1. This section to be completed by Subgrantee 2. This section to be completed by OCJG Project ID # Program Area #: CFDA #: 16.579 Continuation of Previous Subgrant? Yes If Yes, enter CJ Contract # of Previous Subgrant aCo I - 2-1 SFY 2004 CJ Contract # SFY 2003 CJ Contract # 2003- CJ - CJ — 5A - 11 - 54 -107 2004 — CJ Q( L B. Applicant Information 1. Subgrant Recipient (Subgrantee) Name of Subgrant Recipient (Unit of Government): Monroe County Board of County Commissioners County Monroe Name of Chief Elected Official / State Agency Head: Dixie Spehar Title: Mayor Area Code / Phone # Address: 500 Whitehead Street 305-292-3440 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # Area Code / Fax # E-mail Address: spehar-dixie@monroecounty-fl.gov 305-292-3466 2. Chief Financial Officer of Subgrant Recipient (Subgrantee) Name of Chief Financial Officer: Danny L. Kolhage County Monroe Title: Clerk of the Circuit Court Area Code / Phone # Address: 500 Whitehead Street 305-292-3550 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 Area Code / Fax # E-mail Address: 305-295-3663 3. Implementing Agency Name of Implementing Agency: Monroe County Board of County Commissioners County Name of Chief Executive Official / State Agency Head / Subgrantee representative Monroe (if a subordinate agency of the subgrant recipient): James L. Roberts Title: County Administrator Area Code / Phone # Address: 1100 Simonton Street 305-292-4441 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 E-mail Address: roberts-james@monroecounty-fl.gov Area Code / Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Grant Application Section // - Page 1 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Project Director Name of Project Director: David P. Owens County (Implementing Agency Employee) Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov rArte-a Code / Fax # 5-292-4515 5. Contact Person Name of Contact Person: same as project director County (if other than Project Director) Monroe Title: Area Code / Phone # Address: City, County, State, Zip Code: SUNCOM # E-mail Address: Area Code / Fax # 6. Person Responsible For Financial Reporting if known Name: David P. Owens County Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code !Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 7. Person Responsible For Programmatic Performance Reporting if known Name: David P. Owens County Monroe Title: Grants Administrator Area Code /Phone # Address: 1100 Simonton Street 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # Area Code / Fax # 305-292-4515 E-mail Address: owens-david@monroecounty-fl.gov 8. Service Provider Contact Person Name: Daniel R. Dombroski, MSW County Monroe Title: Executive Director Area Code /Phone # Address: 1400 B United Street 305-296-2258 SUNCOM # City, County, State, Zip Code: Key West, Monroe, FL 33040 Area Code / Fax # E-mail Address: beckeysdan@bellsouth.net 305-296-4632 FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 2 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program C. Administrative Data 1. Project Title: Boys and Girls Club Street SMART Gang Prevention 2. Identify the year of the project (I, II, III, etc.) III 3. Project period Start: 10/01/03 End: 09/30/04 D. Fiscal Data Remit Warrant to: (This may only be either the individual listed in 62 (Subgrantee CFO) or a designee in their office. If 62 is selected, do not reenter the contact information. This is only needed for designee. B2 OR DESIGNEE XXX Name: Title: Address: City, State, Zip Phone Number: 2. Is the subgrantee participating in the State of Florida Comptroller's Office electronic transfer program? (Reimbursement cannot be remitted to any entity other than the subgrantee.) Yes XX No 3. Frequency of Fiscal Reporting: Monthly Quarterly XXX 4. Subgrant Recipient FEID #: 59-6000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes No XX 7. Cash Advance: Will you request an advance? Yes Amount No XX If yes, a letter of request must be submitted with the application or prior to submission of the first claim for reimbursement. Amount requested must be justified and accepted by FDLE. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 3 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Project Narrative 1. Problem Identification: Briefly describe a specific problem to be addressed with subgrant funds in terms of Problem Description, Problem Significance and Needs Assessment, as described in the application instructions. Continue narrative on a second page if necessary. Do not exceed two pages. Use a readable size font, per instructions. 1 a Too many children today grow up with few, if any, positive role models and little, if any encouragement to resist alcohol, tobacco, other drugs, delinquent acts, or sexual activity. The norm and expectation for these young people, whether perceived or real, is that it is almost a "rite of passage" to participate in these destructive and often dangerous behaviors or actions. Not only is this the perception of young people themselves but often the perception of the adults in their lives whose passive resignation encourages rather than discourages these behaviors. While young people are often taught skills to prepare them to face educational challenges, at critical stages of psychological, emotional and intellectual development they are often not taught the skills needed to make the successful transition from childhood to adulthood and to resist engaging in delinquent behaviors, premature sexual activity, or experimenting with drugs and alcohol. The Boys and Gins Club is committed to offering positive after school programs for youth in the communitythat address the issues of tobacco, alcohol, drugs, premature sexual activity, violence, STD's, gang activity, and healthy life skills choices. 1 b) In Monroe County, a high percentage of families with children are single parent homes or families with annual incomes of less than $22,000. Many are receiving subsidized childcare support and, due to the high cost of living and the lack of affordable housing, most parents are forced to work two jobs. This results in a tremendous number of latch key children being left with little or no adult supervision during the critical after school hours, school holidays, and vacations. While these young people seem particularly vulnerable, statistics and experience make it crystal clear that all children are at risk in the after school hours if left unsupervised. The problem transcends demographics. 1c) At the end of each school day, nearly 4,700 children from the city of Key West and another 4,286 children from the remainder of Monroe County will leave the safety of their classrooms. Some will go home to a parent, some will go to an extracurricular activity and some will go to work. But many children will go it alone. Lacking adult supervision or access to an after school program, these children will be in danger. We know from various studies and statistics that the rate of juvenile -related crime actually doubles during the after school hours. This period of time is when a youth is most likely to commit a sexual assault, become involved in substance abuse, sexual activities or crime. The Boys and Girls Club fills that void and reduces the risk of criminal and anti -social behaviors by offering positive after school programming for children. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 4 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Project Description: Briefly describe proposed project activities. Refer to Appendix Il, Part 1, Pages 1-3 for a description of eligible project areas). You should include project goals, administration, enhancement/expansion, staff, service providers, clients or other participants, equipment, location, and expected project results, as described in the application instructions This section should address the basic points of who, what, when, where, and how. Continue on additional pages if necessary; do not exceed three 2a In conjunction with the Boys and Girls Club, existing after school recreational, sports, arts and crafts and academic programs the funding from this project have allowed us to expand and offer the SMART moves programs to the population of youth served. 2b Our goals, with continued funding, are for the Boys and Girls Club to hire an experienced preventive worker and be able to open and offer programming and services at our Teen Center five nights per week (it is currently open only two nights a week). We also hope to expand the number of youth served as well as establish satellite programs in the Big Pine and Marathon areas. 2c For twenty years, first as the Florida Youth Center and than later as the Boys and Girls Clubs of the Keys Area, our organization has been at the forefront of youth and character development, working with young people from disadvantaged economic, social, and family circumstances. The Boys and Girls Club of the Keys currently holds a Universal Prevention License for the Florida Department of Children and Families, and is managed bya local board of directors. Our goal and commitment over the next funding cycle is to continue and enhance our efforts with our SMART Moves preventive programs. These preventive programs are age specific and designed to encourage collaboration, interaction, support and education among Club staff, youth, parents and community service providers. The SMART Moves program serves as the foundation for SMART Parents; SMART Girls; Passport to Manhood, Act Smart and Street Smart. In addition to continuing to enhance ourefforts with our SMART MOVES programs, we will continue with our efforts to improve and expand our academic tutoring program, Power Hour, which currently provides academic assistance to over 20 youth daily at our May Sands office. Expansion and formalizing of the Club's commitment to various community service projects will be enhanced. The Club feels that it is important for our members to give something back to the communitywhich fosters each child's belief that he/she is part of a larger community. An additional goal is to be able to afford to open our existing Teen Center 5 days per week and on weekends. Currently, our budget only affords us to utilize this valuable resource two nights weeks, weekdays during the summer and during school vacations. 2d n/a 2e The funding from this project would allow the Boys and Girls Club to hire a qualified Teen Prevention worker who would be responsible for supervising and coordination the Smart Moves programs as well as other services for our teenage population. In addition, the funding would allow us to continue to have a Certified Addiction Prevention Professional counselor available to our youth for group and individual work. FDLE Byrne Formula Grant Application Package Grant Application Section I/ - Page 5 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2f Although not directly supported from funds from this project, the Club has a computer lab available for the youth to use everyday for homework, projects etc. 2g The club operates at three different sites: May Sands School, Bayview Park, and the Teen Center. All are within the city of Key West and in Monroe County. 2h Our Smart Moves programs are designed to be small, focused, age specific and at times gender specific groups that will meet formally at least once per week for one hour. These groups are. designed to encourage collaboration, interaction, support from activities such as community service projects, formal discussion academic tutoring, arts and crafts and recreational and cultural activities. Activities with each group can range from formal discussions or educational groups to informal outings or activities. Examples of such activities are tutorial sessions, cake sales, dances, cleaning Bayview Park, team building activities and formal discussion groups. We also offer academic tutoring, recreational programs, arts and crafts, trips as well as community service projects. 2i. Targeted youth are those who have experienced involvement in the Juvenile Justice System, weak family structure, lack of a positive role model, poor academic performance behavioral problems in school, absenteeism ortruancy, substance abuse byfamily members. Also staff observation and parental referrals will also be included in the selection process. The SMART Moves preventive programs will be offered to the youth are deemed at risk by either information at the time of intake, staff observations, or referral from outside agencies. The Boys and Girls Club has an open enrollment policy and is available for all children from the ages of 5 to 18. 2j Attendance and successful completion of the post test evaluation/ interview will determine successful completion of the program. In addition to determine success the Club will remain in contact with the original referral source to assess the individual's progress during and after their participation in the SMART Moves Program, as well as, continued contact after the child completes the programming. The Boys and Girls Club will also document and determine if there is a reduction in the number of incident reports prior to the child's participation in each program and at the conclusion of each program. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 6 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Part I Community Crime Prevention Mate Program Area 04 This document provides guidance for project applications prepared for state program area 04. This includes suggested length of responses for some items as well as identifying specific information to be provided. The narrative should be as concise as possible. Please also see other guidance in application instructions. Federal Purpose Area Providing community and neighborhood programs that assist citizens in preventing and controlling crime, including special programs that address the problems of crimes committed against the elderly and special programs for rural jurisdictions. State Program Areas approved under Federal Purpose Area 04 04A: Community Crime Prevention SECTION E: 2. PROJECT DESCRIPTION NEW PROJECTS If this is a first year project that begins a new 48 month cycle and you seek funding for the same previously funded state program area, please describe any significant changes in the target population, geographical location, and/or project activities in 300 words or less. CONTINUATION PROJECTS If this is year 2 or later for the project, please address the following items. 1. Briefly describe the major accomplishments for each year. This project year, the Boys and Girls club was able to secure the services of a Certified Drug and Alcohol Counselor to provide services to the youth served by the Club. The Club conducted over 30 drug free events. Our average population each day was between 80 to 90 children and we provided services for over 150 children daily during the summer months. Our Teen center was reopened two nights a week and we collaborated with other agencies in the area to refurbish it and secure the funding for new pool tables and other recreational activities. We expanded our community service opportunities for youth as well as offering over 20 substance abuse educational classes. Our Keystone Leadership Club was reestablished and is providing mentoring services to the Clubs younger children. 2. Briefly describe any major obstacles that were identified the previous year and what approach to overcoming them is incorporated in the current year. The organization struggled with staff turnover. The organizations Executive Director, Unit Director, and Prevention Worker all left he agency in November and December of 2003. A new Executive Director came on board in November and a new Unit Director was hired in January. Each has a Master's Degree and over 20 years of experience working with children. FDLE Byrne Formula Grant Application Package Grant Application Section U - Page 7 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. If there are any changes or enhancements planned for the current year, please describe them in 300 words or less, including how they will more effectively address the identified problem. Making the Organization's Teen Center available for programming and activities 5 evenings days per week. It is currently open 2 evenings per week. These enhanced hours will increase the Clubs ability to identify and provide additional service hours for the target group beyond the Club's traditional hours of operation. (Monday to Friday from 1 pm to 5pm) The Teen Center will be open from 6pm to 9pm each night. This will assist the Club in enhancing and expanding the SMART MOVES programming during the evening hours and some weekends. 4. If the project will continue to operate as previously established, provide any critical additional information that has not otherwise been addressed in the application in 300 words or less. NOTE: If your project includes only one service provider, complete the following information for this provider. If your project includes more than one provider, include this information for each provider that you list in the table, including questions in the target group section and the project activities section. SERVICE PROVIDER / PERSONNEL 1. Identify the service provider agency that will be part of this project. Boys and Girls Club of the Florida Keys 2. Be sure to include the following information if the provider is known: a. List the Service Provider Name: Boys and Girls Club of the Florida Keys b. Identify the Service Provider's administrative location. 1400-B United Street; Key West, FL c. Will the relationship of the Subgrantee or Governmental Implementing Agency to the Service Provider be a contractual one (ex. non-profit service provider)? Or are they administratively part of either the subgrantee and/or implementing agency (ex. police department or county social service division)? Contractual. d. Does the agency providing the proposed service require a license? Yes e. List all licenses the Service Provider will use in providing only the services through this contract. Do not list all otherlicenses the Service Provider holds. Florida Department of Children and Families Universal Prevention License. 3. If the relationship with the service provider is contractual, will you use competitive bids or sole source procurement? The applicant should note that if sole source procurement is used, and the budgeted amount is greater than $100,000, preapproval must be obtained from FDLE prior to the reimbursement of funds. Sole source procurement. 4. If service provision occur at more than one location and/or at a location other than the one identified in item 2 above, please specify all service location addresses. FDLE Byrne Formula Grant Application Package Grant Application Section Il - Page 8 Rule 11 D-9.006 OCJG — 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program May Sands School, 1400 United Street, Key West Bayview Park Truman Ave, Key West Teen Center, North Roosevelt Ave, Key West 5. Identify the role(s) of key personnel by title and provide a brief description of their primary responsibility. These individuals may or may not be grant funded but provide project activities that are eligible for Byrne Program funding and that establish the "program" your will be reporting on in the quarterly performance reports. For example, if you only purchase drug prevention education materials, you would identify personnel, such as a crime prevention officer, who conducts project activities such as classes using the materials. a. List position title, job description (list only key tasks) and agency. Teen Prevention Worker, Drug and Alcohol Counselor b. Indicate the number of staff who will provide project activities. Two or three. c. Specify whether positions are Agency or Contract staff. Agency d. Indicate whether positions will be funded with project funds. Yes e. Specify whether positions provide services under a Service Provider's license. Yes f. Indicate whether positions require a license for individuals providing project services. No g. If any license is required, specify the status of the license. Indicate "YES" if the license is current (or you may indicate "Pending"). However, if your response in column 6 or 7 is "YES" and your response in column 8 is "NO", you must provide an explanation. N/A TARGET GROUP 1. Identify the basic demographics of your target group. Include age range and gender. Members of the Boys and Girls Clubs of the Keys. Males and females between the ages of 5 and 18. 2. Estimate the number of participants. If the project includes multiple components or activities and not all participants will be included in each, please discuss briefly the differences. 40 to 50 children will be enrolled in the Smart Moves Prevention Program. The Club also offers after school recreational, sports, academic tutoring, trips and arts and crafts activities and programs to the Club members. The Club averages between 80 to 90 children each day and last summer served 150 daily. 3. In 300 words or less, respond to the following items regarding your selection of project participants. a. Indicate what criteria you will use in selecting project participants and how (process) you will select them. If you select participants based upon a referral by an organization or agency, include this information as well. For a community policing project, this may be based on residence in a targeted neighborhood. Youth in grades 5 to 8 with two or more of the following traits will be targeted for this program. Involvement in the Juvenile Justice System, weak family structure, lack of a positive role model, poor academic performance, behavioral problems in school, absenteeism or truancy, or substance abuse by family members. Staff observation and FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 9 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program parental referrals will also be included in the selection process. b. List all other criteria you will require in order for participants to qualify for selection. If your project will provide activities for family members or significant others, please include them in this description as well. If you will use either specific age groups or school categories (i.e., second grade, high school) as categories, then also include this information. None ... see 3.a. above. c. Identify individuals by position title(s) who will determine project participant eligibility. Executive Director Unit Director Prevention Worker ACTIVITIES 1. If your proposed project does not stand alone, but is part of an existing program, please describe this relationship Please indicate the activities your project will provide. Select from the following list of commonly funded activities or add additional activities, as appropriate. Note: Please be consistent between activities you select from the list and the Objectives and Performance Measures on which you will be reporting: Common Project Activities Prevention and Community Policing Academic tutoring x Alternative drug -free events x Citizen hot line Citizen patrol Community leader meetings Community service projects x Comprehensive assessment for families Crime and substance abuse prevention education x Crisis intervention or counseling services Escort services Life skill development education activities x Media package development Neighborhood watch meetings Property identification activities Recreation programs in school/neigh./communityschool/neigh./community x Referral to community resources x Security surveys of homes/businesses Substance abuse education program development Summer camp activities x Other: x 3. Provide the following information for all proposed project activities and/or events listed in response to item 3 above. FDLE Byrne Formula Grant Application Package Grant Application Section/1 -Page 10 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program a. Describe the project activity. b. Define the unit of measurement for this activity. (Ex. one hour class for 10 students) c. Estimate the frequency that the project will perform this activity. d. Estimate the number of participants that will engage in this activity. e. Estimate the number of defined units that the project will provide. Daily afterschool activies and programs are offered by the Boys and Girls Club of the Keys. Our successful and extensive experience in youth development has shown that utilizing small, peer -driven groups, such as the SMART Moves programs, is the best way to promote sound character and strong leadership skills. With the guidance of caring adults, who mentor and empower them, members develop essential character traits - responsibility, respect for self and others, trustworthiness, fairness and caring - as they learn positive leadership skills that help them influence others in positive ways. Education and career development activities are designed to give young people the sense that they can do something well and have individual worth. Career exploration, discussing and debating important social issues, such as gang awareness, drug use and prevention, teenage pregnancy, STD's, nutrition, and child abuse prevention offer constructive and ongoing dialogue. Health and fitness play a vital role in the Club, which fosters and encourages healthy physical development, team building skills other important life skills. Through recreational activities, Club members have fun and acquire self-confidence, a sense of fair play and skills in interpersonal relationships. Academic Tutoring: Monday to Friday offered from 2:30 pm to 5pm. Also includes a computer lab and instruction. At least 15 children will be involved daily. Alternative Drug Free events offered each day include: sporting activities such as baseball, kickball, flag football, soccer, Jump rope, basketball and 4 square. Recreation Programs in school/neigh./community: Daily activities (kickball, basketball jump rope baseball etc.) Each activity is at least % hour and involves a minimum of 5 children. Participation in these events inspires and teaches cooperation, fair play sportsmanship as well as bonding the participants and strengthening the anti drug message. Our two smart girls group meets every Monday afternoon for an hour and they are run by the Club's Certified Additions Prevention Professional. These groups are divided by ages and focus on drug and alcohol education, life skills education, anger management and health issue. Our Passport to Manhood meets each Monday for an hour and focuses on substance abuse education, crime prevention, anger control and other preventive and life skills associated with male adolescents. Community Service Projects: Every other month on Saturday or Sunday. Hours will vary, but will be a minimum of 2 hours and will have a minimum of 15 children participating with each project. Crime and Substance Prevention Education: Once per week, 1 hour for each class and a maximum of 10 children kids in each class Life Skill Development educational activities: Once per week, 1 hour for each class and a maximum of 10 children kids in each class. Summer Camp activities: 10 weeks during the public school's summer vacation. A minimum of 90 children will participate in the summer program. Hours will be Monday to Friday from 8 am to 5 pm. The program will offer the same programs as offered to each child during our traditional after school program FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 11 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program after school program 4. Briefly describe what you consider successful completion of a project activity and how you will measure it. This should include whether it is time, activity or content based. For example, successful completion for an individual could be attendance at all classes the project provided. Attendance at all classes and successful completion of a post test or post interview at the conclusion of each program. 5. What happens if someone does not successfully complete a project activity? If this includes expulsion, please list the criteria. Project/Program will be offered again in next four -week cycle. 6. Will you use incentives and/or sanctions to encourage participation and completion of project activities? If yes, please respond to the following: a. Identify and describe all sanctions and/or incentives. b. Describe how and when they will be used. There will be a ceremony for the successful graduates of each SMART Moves preventive program offered at the Club. Award certificates will also be issued to each graduate. Sanctions, depending on behavior would include time outs/removal from program/activities. 7. If any special training is planned for personnel at any level, please identify this training and describe how it will further the operation of the project. Also identify the position or types of positions that would attend such training N/A 8. If equipment purchases will be a significant part of project funding, describe how this equipment will be used in project operations. N/A Nine Computers, not funded by the project will be used during our academic tutoring program. COOPERATING OR PARTICIPATING AGENCIES 1. List all agencies and/or organizations participating in project implementation or whose cooperation and/or support are necessary for the success of your project. Monroe County Sheriffs Department, Department of Juvenile Justice, Key West Police department, DCF, and public schools. 2. Describe the role of each agency/organization. Referrals and aftercare services if applicable 3. Have you obtained a commitment for support from each listed agency / organization? If it has not been obtained, describe how this will be accomplished. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 12 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Not a formal one. OTHER KEY INFORMATION In 400 words or less, provide any other key information regarding the project that you have not previously addressed in this subgrant application. This should include identifying any other Byrne -funded project/activity/client that overlaps with this request. FDLE Byrne Formula Grant Application Package Grant Application Section H -Page 13 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Program Objectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, i.e., Uniform Objectives, Project -Specific Objectives and Self -Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410- 8700 for further guidance. Continue on a second page if necessary. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a listing of authorized program areas. (Select only 1 Program Area) 04-A Community Crime Prevention M (Title) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. If additional objectives are included, please identify whether they are Project Specific or Self -Generated Objectives. Uniform and Project Specific Objectives form the basis for collection of data and quarterly performance reporting. Uniform Obiectives (Mandatory, copy as worded for the program area addressed and include all appropriate questions. Include Objectives from only 1 program area, Objectives from a different program area could be included as Project Specific Objectives). Provide eight (8) alternative drug -free events. [Alternative drug -free events would include such things as sporting events, games, field trips, parties, etc., i.e., any participatory event designed to strengthen the anti -drug message and bond those participating in the event.] 04A.01 Part 1 — During this reporting period, how many alternative drug free events were conducted? [Identify in the narrative portion of this report the names of these events and describe how the anti -drug and/or anti -crime message was incorporated in each event.] Present twenty-five (25) crime and substance abuse prevention education classes. 04A.02 Part 1 — During this reporting period, how many crime prevention and substance abuse education classes were presented? [Briefly discuss these classes in the narrative.] Conduct twenty-five (25) life skill development education classes. 04A.03 Part 1 — During this reporting period, how many life skill development education classes were presented? [Briefly discuss these classes in the narrative.] Create, expand, or enhance community, neighborhood, or school -based recreation programs. Part 1 — Did the subgrant create or expand one or more community of neighborhood recreation programs? Part 2 — No longer applicable. 04A.04 Part 3 — No longer applicable. Part 4 — No longer applicable. Part 5 — Did the activities include academic tutoring? Part 6 — No longer applicable. Part 7 — Did the activities include drug awareness and prevention education? Part 8 — No longer applicable. Provide academic tutoring to twenty (20) students. 04A.15 Part 1 — During this reporting period, how many individuals receives academic tutoring services? FDLE Byrne Formula Grant Application Package Grant Application Section 11- Pag I Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Project Specific Objectives: PS001 Continue to involve at least fifty (50) youth in grades 5 to 8, who meet the program criteria, to be involved in Club programs in 2004. PS002 To continue for at least 75% of these youth to be involved and participate in at Least one SMART Move preventive program. PS003 Through staff observation and documentation for all of the groups at each level, to observe an increase in the ability to successfully problem solve as documented with 75% decrease of acting out or problematic behavior(s) at the Club PS004 Through staff observation and documentation, over the course of the funding cycle, to see a decrease of at least 75% of the number of children having to use the Club's Time Out Area for inappropriate behavior(s). PS005 To involve at least 50 youth to participate and attend monthly evening and weekend programs and activities at the Teen Center. PS006 To have at least 75% of our youth to actively participate in at least one community service project. PS007 To have at least 50% of the parent(s) participate in SMART parent meetings. PS008 To provide four community service events. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 15 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activity Implementation Schedule. Complete the Activity Implementation Schedule showing when activities in the Program Description will commence and how the project will progress. This chart benchmarks planned activities, both administrative and programmatic. An "X" has been inserted for reports with mandatory due dates for all projects. Place an additional "X" to indicate times applicable to your project, as illustrated for quarterly program reports. Make a detailed listing of key activities under the heading "Programmatic Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period (Beginning Date— Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul AugSe Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X (04) X (04) X (04) X (04) Submit Quarterly PGI Reports (if applicable) Programmatic Activities (Continue on a second page if necessary.) Be sure to include activities mentioned in the Project Description ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Smart Clubs Orientation Meeting X X X (orientation/reevaluation) SMART Kids Meeting/Activity X X X X X X X X X (includes pre/post assessments) Street SMART Meeting/Activity X X X X X X X X X (includes pre/post assessments) STAY SMART Meeting Activity X X X X X X X X X (includes pre/post assessments) Act SMART Meeting Activity X X X X X X X X X (includes pre/post assessments) SMART Girls X X X X X X X X X (includes pre/post assessments) SMART Parents X X X X X (includes pre/post assessments) Passport to Manhood X X X X X X X X X (includes pre/post assessments) Police Officer/Community Educator X X X X X X X X X X X X Community Service projects/Activites X X X X Academic Tutoring X X X X X X X X X X Teen Center Activities X X X X X X X X X X X X FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 16 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Project Budget r 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. Type o"fltiMo'1MYAYhbYif?&'`01 0-lY`ih Applicable Categories and Leave Others Blank. Budget Category I Federal I Match I Total Salaries And Benefits Contractual I 27,450.00 I 9,150.00 I 36,600.00 Services Expenses Operating Capital Outlay Indirect Costs Totals 1 27,450.00 1 9,150.00 1 36,600.00 FDLE Byrne Formula Grant Application Package Grant Application Section H - Page 97 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budpet Narrative a. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay (OCO), Indirect Costs). The Total Project Costs should be included. b. You must describe the line items for each applicable budget category for which you are requesting subgrant funding. Provide sufficient detail to show cost relationships to project activities. Reimbursements will only be made for items clearly identified in the budget narrative. c. Costs must not be allocated or included as a cost to any other federally financed program. tinue on additional pages if necessa Please respond to the following five items before providing the details of the Budget Narrative. Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost. a. Identify your specific sources of matching funds. Monroe County General Revenue fund. b. Is match available at the start of the grant period? yes c. If match will be provided from a source other than the subgrant recipient or the implementing agency, how will the match be tracked and verified? (The subgrantee is responsible for compliance.) n/a 2. If Salaries and Benefits are included in the budget as Actual Costs for staff in the implementing agency, is there a net personnel increase, or a continued net personnel increase from the initial year? No: If no, please explain. Yes: XX If yes, please list number and title of position and type of benefits. 3. Indicate the OCO threshold established by the subgrantee. $750.00 4. If Indirect Cost is included in your budget please indicate the basis for the plan (e.g. percent of salaries and benefits), and provide documentation of the appropriate approval of this plan. n/a FDLE Byrne Formula Grant Application Package Grant Application Section 11-Page 18 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 5. If the budget includes services based on unit costs, be sure to provide a definition and cost for each service as part of the budget narrative for contractual services. Provide the following information. a. What is the basis for the unit costs? b. How recently was the basis established or updated? Personnel Teen Prevention/Center Director (F/T) (supervision, recruitment of prevention programs/activities) 40 hrs X $15.00 hr X 52 weeks $31,212 FICA, rounded 2,388 Subtotal $33,600 Police Offices/Certified Addictions Prevention Professional (per diem) 2 hrs X $25.00 per hr X 40 school weeks $ 2,000 4 hrs X $25.00 per hr X 10 summer weeks 1,000 Total Budget Subtotal $ 3,000 $36,600 Local Match provided by the Monroe County Grants Matching Funds. Purchasing methods to be used will conform to existing Federal, State, and Local laws and regulations. Services provided under contract with the Boys and Girls Club. FDLE Byrne Formula Grant Application Package Grant Application Section Il - Page 19 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program G. Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed and termination of the project, as specified in item 16 of this section. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide and Byrne Program Guidance Document as well as Florida laws and regulations including the Florida Admiriistrative Code Chapter 11D-9, Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. 2. Allowable Costs a. Allowance for costs in under the subgrant shall be determined according to the general principles of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments and federal OMB CircularA-87, "Cost Principles for State, Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational Institutions ". b. All procedures employed in the use of federal funds for any procurement shall be according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB CircularA-110 and Florida law to be eligible for reimbursement. 3. Reports a. Project Performance Reports (1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project Performance Reports to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date. In addition, if the subgrant award period is extended beyond the "original" project period, additional Quarterly Project Performance Reports shall be submitted. Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in sanctions, as specified in item 16. of Section G, performance of Agreement Provisions. (2) Report Contents: Performance reports must include both required sections, the quantitative response (in response to specific objectives and measures) and the qualitative narrative. The narrative must reflect on accomplishments for the quarter, incorporate specific items specified for inclusion in performance measures, and also identify problems with project implementation and address actions being taken to resolve the problems. b. Financial Reports (1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final'. (2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A subgrant recipient shall submit either monthly or quarterly claims in order to report current project costs. Reports are to be submitted even when no reimbursement is being requested. (3) All claims for reimbursement shall be submitted in sufficient detail for proper pre -audit and post -audit FDLE Byrne Formula Grant Application Package Grant Application Section /I - Page 20 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (4) Before the "final" claim will be processed, the subgrant recipient must submit to the Department all outstanding project reports and must have satisfied all special conditions. Failure to comply with the above provisions shall result in forfeiture of reimbursement. (5) The subgrant recipient shall submit Quarterly Project Generated Income Reports to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date covering subgrant project generated income and expenditures during the previous quarter. (See Item 10, Program Income.) c. Other Reports The subgrant recipient shall submit other reports as may be reasonably required by OCJG. 4. Fiscal Control and Fund Accounting Procedures a. The subgrant recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and federal Office of Management and Budget's (OMB) Circulars A-21, A-87, and A-110, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the subgrant recipient. 5. Payment Contingent on Appropriation The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Florida Legislature. 6. Obligation of Subgrant Recipient Funds Subgrant funds shall not under any circumstances be obligated prior to the effective date or subsequent to the termination date of the subgrant period. Only project costs incurred on or after the effective date and on or prior to the termination date of the subgrant recipient's project are eligible for reimbursement. Advance Funding Advance funding may be authorized for up to twenty-five (25) percent of the federal award for each project according to Section 216.181(16)(b), Florida Statutes, the OJP Financial Guide, and the U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a subgrant recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be either enclosed with the subgrant application or submitted to the Department prior to the first request for reimbursement. Justification should address a 30/60/90-day need for cash based on the budgeted activities for the period. 8. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse subgrant recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. Travel and Training a. All travel reimbursement for out-of-state or out -of -grant -specified work area shall be based upon written approval of the Department prior to commencement of actual travel. Subgrant recipients shall obtain written approval from the Department for reimbursement of training costs and related travel prior to commencement of training, if the specific training was not listed in the approved budget. Subgrant recipients shall obtain written approval from the Department for reimbursement of travel costs for field trips that were not listed in the approved project description and budget b. The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in Section 112.061. Florida Statutes. c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida Statutes. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 21 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 10. Program Income (also known as Project Generated Income) Program income means the gross income earned by the subgrant recipient during the subgrant period, as a direct result of the subgrant award. Program income shall be handled according to the OJP Financial Guide and U.S. Department of Justice Common Rule for State and Local Governments (reference 31 CFR Part 206 - Management of Federal Agency Receipts, Disbursements, and Operation of The Cash Management Improvement Fund). 11. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight -hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the subgrant recipient agreement does not constitute approval of consultant contracts. 12. Property Accountability a. The subgrant recipient agrees to use all non -expendable property for criminal justice purposes during its useful life or request Department disposition. b. The subgrant recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB CircularA-110. This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration of this agreement. 13. Ownership of Data and Creative Material Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate to this agreement is governed by the terms of the OJP Financial Guide, and the U.S. Department of Justice Common Rule for State and Local Governments, or the federal OMB Circular A-110. 14. Copyright The awarding agency reserves a royalty -free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support funded under this grant agreement. 15. Audit a. Subgrant recipients that expend $300,000 or more in a year in Federal awards shall have a single or program - specific audit conducted for that year. The audit shall be performed in accordance with the federal OMB Circular A-133 and other applicable federal law. The contract for this agreement shall be identified in The Schedule of Federal Financial Assistance in the subject audit. The contract shall be identified as federal funds passed through the Florida Department of Law Enforcement and include the contract number, CFDA number, award amount, contract period, funds received and disbursed. When applicable, the subgrant recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the subgrant recipient. c. The subgrant recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 22 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program d. The subgrant recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The subgrant recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. Subgrant recipients that expend less than $300,000 in Federal awards during a fiscal year are exempt from the audit requirements of OBM CircularA-133 for that fiscal year. In this case, written notification, which can be in the form of the "Certification of Audit Exemption" form, shall be provided to the Department by the Chief Financial Officer, or designee, that the subgrant recipient is exempt. This notice shall be provided to the Department no later than March 1 following the end of the fiscal year. g. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. h. The completed audit report or notification of non -applicability should be sent to the following address: Florida Department of Law Enforcement Office of Criminal Justice Grants 2331 Phillips Road Tallahassee, Florida 32308 16. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the subgrant recipient, the subgrant recipient's consultants and suppliers, or both, the Department shall impose sanctions it deems appropriate including withholding payments and cancellation, termination, or suspension of the agreement in whole or in part. In such event, the Department shall notify the subgrant recipient of its decision thirty (30) days in advance of the effective date of such sanction. The subgrant recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 17. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the subgrant recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request a revised project starting date. b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the subgrant recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re -obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. 18. Excusable Delays a. Except with respect to defaults of consultants, the subgrant recipient shall not be in default by reason of any failure in performance of this agreement according to its terms (including any failure by the subgrant recipient to make progress in the execution of work hereunder which endangers such performance) if such failure arises out of causes beyond the control and without the fault or negligence of the subgrant recipient. Such causes include, but are not limited to, acts of God or of the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case, the failure to perform shall be beyond the control and without the fault or negligence of the subgrant recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of subgrant recipient and consultant, and without fault or negligence of either of them, the subgrant recipient shall not be deemed in default, unless: FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 23 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Supplies or services to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the subgrant recipient in writing to procure such supplies or services from other sources, and (3) The subgrant recipient failed to reasonably comply with such order. c. Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 19. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes all project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the same terms and conditions set forth in the initial contract. Only one extension of the contract shall be acceptable, unless failure to complete the contract is due to events beyond the control of the contractor. 20. Written Approval of Changes in this Approved Agreement Subgrant recipients shall obtain approval from the Department for major substantive changes. These include, but are not limited to: a. Changes in project activities,. target populations, service providers, implementation schedules, designs or research plans set forth in the approved agreement. b. Budget deviations that do not meet the following criterion. That is, a subgrant recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 21. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The subgrant recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in writing within twenty-one (21) calendar days to the Department's clerk (agency clerk). The subgrant recipient's right to appeal the Department's decision is contained in Chapter 120, Florida Statutes, and in procedures set forth in Rule 28-106.104, Florida Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings under Chapter 120, Florida Statutes. 22. Conferences and Inspection of Work Conferences may be held at the request of any party to this agreement. At any time, a representative of the Department, of the U.S. Department of Justice, or the Auditor General of the State of Florida, have the privilege of visiting the project site to monitor, inspect and assess work performed under this agreement. 23. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the subgrant recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, and the U.S. Department of FDLE Byrne Formula Grant Application Package Grant Application Section I/ - Page 24 Rule 11 D-9.006 OCJG — 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Justice Common Rule for State and Local Governments. b. The Department reserves the right to unilaterally terminate this agreement if the subgrant recipient, implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or other materials subject to provisions of Chapter 119, Florida Statutes, and made or received by the subgrant recipient or its contractor in conjunction with this agreement. 24. Retention of Records The subgrant recipient shall maintain all records and documents for a minimum of three (3) years from the date of the final financial statement and be available for audit and public disclosure upon request of duly authorized persons. 25. Signature Authority Both the Subgrant Recipient Authorizing Official or Designated Representative and the Implementing Agency Official, Administrator or Designated Representative who sign Section I. Signature Page, have the authority to request changes to -the approved agreement. The prior mentioned individuals have authority to sign or make amendments to the Sole Source and the ADP Justification forms. The Project Director has authority to submit requests for approval of specific travel, Financial and Performance Reports, with the exception of the Closeout Package, which also requires the signature by the Chief Financial Officer of the Subgrant Recipient or authorized designee. 26. Delegation of Signature Authority When the authorized official of a subgrant recipient or the implementing agency designates some other person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the person given signature authority. The letter indicating delegation of signature authority must be signed by the chief officer or elected official and the person receiving signature authority. The letter must also specify the authority being delegated. 27. Personnel Changes Upon implementation of the project, in the event there is a change in Chief Executive Officers for the Subgrantee or Implementing Agency, Project Director, or Contact Person, the OCJG must be notified in writing with documentation to include appropriate signatures. 28. Background Check Whenever a background screening for employment or a background security check is required by law for employment, unless otherwise provided by law, the provisions of Chapter 435, Florida Statutes shall apply. a. All positions in programs providing care to children, the developmentally disabled, or vulnerable adults for 15 hours or more per week; all permanent and temporary employee positions of the central abuse hotline; and all persons working under contract who have access to abuse records are deemed to be persons and positions of special trust or responsibility and require employment screening pursuant to Chapter 435, F.S., using the level 2 standards set forth in that chapter. b. All employees in positions designated by law as positions of trust or responsibility shall be required to undergo security background investigations as a condition of employment and continued employment. For the purposes of the subsection, security background investigations shall include, but not be limited to, employment history checks, fingerprinting for all purposes and checks in this subsection, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies. (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department FDLE Byrne Formula Grant Application Package Grant Application Section Il - Page 25 Rule 11 D-9.006 OCJG — 005 (rev. 04104103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on criminal recidivism and drug use relapse of program participation. The data collected must be available to U.S. DOJ and FDLE upon request. 30. Overtime for Law Enforcement Personnel Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department of Justice encourages consultation with all allied components of the criminal justice system in the affected jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased court dockets and the need for detention space. 31. Criminal Intelligence System a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional rights of individuals. b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this agreement. c. This certification is"a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or criminal justice agency operates a criminal intelligence system and does not meet Act and federal regulation criteria, they must indicate when they plan to come into compliance. Federal law requires a subgrant-funded criminal intelligence system project to be in compliance with the Act and federal regulation prior to the award of federal funds. The subgrant recipient is responsible for the continued adherence to the regulation governing the operation of the system or faces the loss of federal funds. The Department's approval of the subgrant recipient agreement does not constitute approval of the subgrant- funded development or operation of a criminal intelligence system. 32. Confidential Funds A signed certification that the project director or the head of the Implementing Agency has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33. Equal Employment Opportunity (EEO) a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972, The Age Discrimination Act of 1975; and, Department of Justice Non -Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The subgrant recipient and a the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 26 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Program. Submission of this certification is a prerequisite to entering into this agreement. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or implementing agency meet Act criteria but have not formulated, implemented and maintained such a current written EEO Program, they have 120 days after the date this agreement was made to comply with the Act or face loss of federal funds subject to the sanctions in the Justice System Improvement Act of 1979, Pub. L. 96-157, 42 U.S.C. 3701, et seq. (Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information). c. Any subgrant recipient or implementing agency receiving a single grant award for $500,000 or more OR an aggregate of grant awards for $1,000,000 or more during any 18 month period in federal funds, must have approval of its EEO Plan by the U.S. DOJ, Office for Civil Rights (OCR). The subgrantee shall submit its EEO Plan to FDLE, for submittal to the U.S. DOJ, OCR for approval. The submission shall be in both paper copy and electronic format. If the U.S. DOJ, OCR has approved an agency's EEO Plan during the two previous years, it is not necessary to submit another EEO Plan. Instead, the subgrantee need only send a copy of its approval letter from the OCR. However, if the EEO Plan approval is more than two years old, an updated Plan must be submitted. d. In the event a Federal or State court of Federal or State administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs. - 34. Americans with Disabilities Act Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101-336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title 1), state and local government services and transportation (Title 11), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as'the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a . change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to FDLE Byrne Formula Grant Application Package ___ Grant Application Section 11 - Page 27 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that funded program or activity. 37. Non -Procurement, Debarment and Suspension The subgrant recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Part 85, Section 85.510, Participant's Responsibilities). These procedures require the subgrant recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. 38. Federal Restrictions on Lobbying a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on Lobbying" and shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative agreement of $100,000 or more; or federal loan of $150,000 or more. b. This certification is a material representation of fact upon which reliance was placed when this agreement was made. Submission'of this certification is a of to entering into this agreement subject to conditions and penalties imposed by Section 1352, Title 31, United States Code. Any person who fails to file the required certification is subject to a civil penalty of not less than $10,000 and not more than $100,000 for each failure to file. c. The undersigned certifies, to the best of his or her knowledge and belief, that: (1) . No federally _appropriated funds_ have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of any federal agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with the awarding of any federal loan, the entering into of any renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement. (2) If any non-federal funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of congress, or an employee of a member of congress in connection with this federal contract, grant loan, or cooperative agreement, the undersigned shall complete and submit the standard form, Disclosure of Lobbying Activities, according to its instructions. FDLE Byrne Forrnula Grant Application Package Grant Application Section 11- Page 28 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) The undersigned shall require that the language of this certification be included in award documents for all subgrant awards at all tiers and that all subgrant recipients shall certify and disclose accordingly. 39. State Restrictions on Lobbying In addition to the provisions contained in Itern 38 of Section G, Conditions of Acceptance and Agreement, the expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this contract. 40. "Pay —to -Stay" Funds from this award may not be used to operate a "pay -to -stay" program in any local jail. Furthermore, no funds may be given to local jails that operate "pay -to -stay" programs. "Local jail", as referenced in this condition, means an adult facility or detention center owned and/or operated by city, county, or municipality. It does not include juvenile detention centers. "Pay -to -stay" programs as referenced in this condition, means a program by which extraordinary services, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon as offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenders within a jurisdiction. 41. Mitigation ; of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine Laboratories If an award is made to support methamphetamine laboratory operations the subgrant recipient must comply with this condition, which provides for individual site environmental assessmentrim pact statements as required under the National Environmental Policy Act. a. General Requirement: The subgrantee agrees to comply with Federal, State, and local environmental, health and safety laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and the removal and disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and waste form a seized laboratory's operations are placed or come to rest. Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any of clandestine methamphetamine operations funded under this award, it will (1) include the nine, below listed protective measures or components; (2) provide for their adequate funding to include funding, as necessary, beyond that provided by this award; and (3) implement these protective measures directly throughout the life of the subgrant. In so doing, the subgrantee understands that it may implement these protective measures directly through the use of its own resources and staff or may secure the qualified services of other agencies, contractor or other qualified third party. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure if of clandestine methamphetamine laboratories; 2.. Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training for law enforcement officials and other personnel assigned by the subgrantee to either the seizure or closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory, 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; F_DL_E Byrne Formula Grant Application Package Grant Application Section 11- Page 29 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 8. Have in place and implement an inter -agency agreement or other form of commitment with a responsible State environmental agency that provides for that agency's (i) timely evaluation of the environmental conditions at and around the site of a closed clandestine laboratory and (ii) coordination with the responsible party, property owner, or others to ensure that ant residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any offender(s)' children or other'children present or living 'at the seized laboratory site. Response actions should include, at a minimum and as necessary, taking children into protective custody, immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up medical tests, examinations or health care. FDLE Byrne Formula Grant Application Packaye Grant Application Section 11 - Page 30 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program SUBGRANTEE CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee (Subgrant Recipient) .. . (Select one of the following): XX Meets Act Criteria Does not meet Act Criteria I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand that if the Subgrant Recipient meets these criteria, it must formulate, implement and maintain a written EEO Plan relating to employment practices affecting minority persons and women. I also affirm that the Subgrant Recipient ... (Select one of the following): XX Has a Current EEO Plan Does Not Have a Current EEO Plan Has included a copy of the current approval letter from the US DOJ I further affirm that if the Subgrant Recipient meets the Act criteria and does not have a current written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days after a subgrrant -ation fo federal assistance is approved or face loss of federal funds. Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipientt/ /Monroe County Board of County Commissioners Date: &I 7! d3 FDLE Byrne Formula Grant Application Package EEO Certification ' Appendix 1V — Page-2-e1-2- 3 l Rule 11 D 9.006 OCJG — 006 (rev. 04/04/03) APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program IMPLEMENTING AGENCY CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and -Safe Streets Act of 1968 as amended, that this Implementing Agency ...(Select one of the following): XX Meets Act Criteria Does not meet Act Criteria I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand that if the Implementing Agency meets these criteria, it must formulate, implement and maintain a written EEO Plan relating to employment practices affecting minority persons and women. I also affirm that the Implementing Agency ... (Select one of the following): XX Has a Current EEO Plan Does Not Have a Current EEO Plan Is Included in the EEO Plan of the Subgrant Recipient. Has included a copy of the current approval letter from the US DOJ I further affirm that if the Implementing Agency meets the Act criteria and does not have a current written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days after a subgrant application for federal assistance is approved or face loss of federal funds. Signature of Implementing Agency Authorized Official Type Name: James L. Roberts Name of Subgrant Recipient: Monroe County Board of County Commissioners Name of Implementing Agency: Monroe County Board of County Commissioners Title: County Administrator Date: 63 FDLE Byrne Formula Grant Application Package EEO Certification Appendix IV —Page P-af-2 3 Rule 11 D-9.006 OCJG — 007 (rev. 04/04/03) H. Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program sianature In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this agreement, have read and understand the agreement in its entirety and have executed this agreement by their duly authorized officers on the date, month and year set out below. Corrections on this page, including Strikeovers, whiteout, etc. are not acceptable. a Signatu Typed Name and Title: James L. Roberts, County Administrator Date: &/O 5 Typed Name of Implementing Agency:_ Signature: Monroe County Board of County Commissioners Typed Name and Title: James L. Roberts, County Administrator Date: (o / Lilb 3 FDLE Byrne Formula Grant Application Package Grant Application Section Il - Page ,96- 3 3 Rule 11 D-9.006 OCJG - 005 (rev. 04/04/03) H. Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Signature Page In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this agreement, have read and understand the agreement in its entirety and have executed this agreement by their duly authorized officers on the date, month and year set out below. Corrections on this page, including Strikeovers, whiteout, etc. are not acceptable. State'b 11 Florida Department of Law Enforcement Off7ce;of Criminal dustice'Grants,. „ Signature: Typed Name and Title: QClayton H. Wilder, Community Program Administrator Date: U rant Reci lent3, 4 4,.�s'r - ty f' 3✓�.zmar .a "k Authorizing Official of governmental limt �°�� ;� Commission'CF�aamanMayor=orDe§�gnate�i Represenave1�a '- ` Typed Name of Subgrant RecijjeaL MonrACountV Board of Counly Commissioners Signature: Typed Name and Titl : James L. Roberts. County Administrator Date:y��'3 ImplementingAgency Official, Administrator or Designated Representatnre:=3 ,x k Typed Name of Implementing Agency: Monroe County Board of County Commissioners Signature: Typed Name and1 Title: James L. Roberts, County Administrator Date: (e I `7 /%t)_3 FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 33 Rule 11 D-9.006 OCJG — 005 (rev. 04104103) A MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Effective Date: 10/01/03 Enforcement Expiration Date: 9/30/04 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Sunrise House Transitional Housing for Recovering Homeless Men IV as part of Monroe County's FY04 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens 4482 OMB/Grants Mgt. (Name) (Ext.) (Department) for BOCC meeting on 10/15/03 Agenda Deadline: 09/30/03 CONTRACT COSTS Total Dollar Value of Contract: $51,224.00 Current Year Portion: $51,224.00 Budgeted? Yes X No Account Codes: 125-06017-530490-GG0408-XXXXXX Grant: $38,418.00 County Match: $12,806.00 ADDITIONAL COSTS Estimated Ongoing Costs: $2857.00 For: Staff support -filing reports, oversight Not included in dollar value above (e.g. Maintenance, utilities, janitorial, salaries, etc. CONTRACT REVIEW Changes Date Out Division Director Date In Needed Yes❑ Now' ci.- Y11Liv3 r`Z^03 Risk Management Yes❑ No[? O.M.B./Purchasing -1 Yes❑ NoGy 63 County Attorney %�,( Yes❑ Nov Comments: OMB Form Revised 9/11/95 MCP #2 State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 04-CJ-J3-11-54-01-017 in the amount of $38,418, for a project entitled: Transitional Housing for the Homeless Substance Abuse Prevention Program 4 for the period of 10/01/2003 through 09/30/2004, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement's conditions of acceptance and agreement and special conditions governing this subgrant. (Signature of Authorized Official) (Typed Name of Official) (Typed Title of Official) Monroe County (Name of Subgrantee) (Date of Acceptance) MONROE COUNTY ATTORNEY p ORM: ROB N. WOLFE CHY Date State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program SUBGRANT AWARD CERTIFICATE Subgrantee: Monroe County Board of Commissioners Date of Award: August 1, 2003 Grant Period: From: 10/01/2003 To: 09/30/2004 Project Title: Transitional Housing for the Homeless Substance Abuse Prevention Program 4 Grant Number: 04-CJ-J3-11-54-01-017 Federal Funds: $38,418.00 State Agency Match: Local Agency Match: $12,806.00 Total Project Cost: $51,224.00 Program Area: 20A Award is hereby made in the amount and for the period shown above of a subgrant under Title I of the Omnibus Crime Control and Safe Streets Act of 1968, P.L. 90-351, as amended, and the Anti -Drug Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee and subject to any attached or special conditions. This award is subject to all applicable rules, regulations, and conditions as contained in the Financial and Administrative Guide for Grants, Guideline Manual 7100.1D, Office of Justice Programs, Common Rule for State and Local Governments and A-87, or OMB Circulars A-110 and A-21, in their entirety. It is also subject to such further rules, regulations and policies as may be reasonably prescribed by the State or Federal Government consistent with the purposes and authorization of P.L. 90-351, as amended, and P.L. 100-690. 04-CJ-J3-11-54-01-017 SUBGRANT AWARD CERTIFICATE (CONTINUED): This grant shall become effective on the beginning date of the grant period provided that within 30 days from the date of award, a properly executed Certificate of Acceptance of Subgrant Award is returned to the Department. Authori ed Official Clayton H. Wilder Community Program Administrator g-1- 03 Date Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Project Director Name of Project Director: David P. Owens (Implementing Agency Employee) County Monroe Title: Grants Administrator Area Code /Phone # Address: 1100 Simonton Street 305-292-4482 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 Area Code / Fax # E-mail Address: owens-david@monroecounty-fl.gov 305-292-4515 5. Contact Person Name of Contact Person: same as project director (if other than Project Director) County Monroe Title: Area Code / Phone # Address: SUNCOM # City, County, State, Zip Code: Area Code / Fax # E-mail Address: 6. Person Responsible For Financial Reporting if known Name: David P. Owens County Monroe Title: Grants Administrator Area Code /Phone # Address: 1100 Simonton Street 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # Area Code /Fax # 305-292-4515 E-mail Address: owens-david@monroecounty-fl.gov 7. Person Responsible For Programmatic Performance Reporting if known Name: David P. Owens County Monroe Title: Grants Administrator Area Code /Phone # Address: 1100 Simonton Street 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 8. Service Provider Contact Person Name: Rev. Stephen E. Braddock, Ph.D. County Monroe Title: President and Executive Director Area Code / Phone # Address: P.O. Box 788 305-293-8189 SUNCOM # City, County, State, Zip Code: Key West, Monroe, FL 33040 E-mail Address: frbraddock(aD_cs.com; fkoc4homeless(a?cs.com Area Code / Fax # 305-293-8276 FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 2 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Project Narrative 1. Problem Identification: Briefly describe a specific problem to be addressed with subgrant funds in terms of Problem Description, Problem Significance and Needs Assessment, as described in the application instructions. Continue narrative on a second page if necessary. Do not exceed two pages. Use a readable size font, per instructions. a. Problem Description: What is the problem to which your project is responding? Define the problem as it relates to the program area for which you are seeking funding. Be concise, avoid redundancy, but give enough detail to allow the reviewer to understand the problem. FKOC is responding to the need for community based, supervised residential alternatives for offenders who pose no risk to the community and need not be incarcerated within the criminal justice system. b. Problem Significance: Why is this problem significant to the subgrantee? Identify who is affected by the problem, including the specific types of individuals who contribute to and/or who are negatively effected by the problem. Write for an audience that knows nothing about the problem and explain why it is important that the proposed project address this problem at this time. FKOC's mission is to provide homeless individuals with the resources and opportunities by which to attain residential, financial and personal stability and self-sufficiency. The vast majority of clients served are in recovery from alcohol and drug abuse, many are ex -offenders. The causes of homelessness in the Florida Keys remain rooted in poverty and the lack of affordable housing. Complicating the situation for many individuals and families are related problems of mental health issues, domestic violence and widespread substance abuse. The resulting despair from any one or combination of the above factors frequently leads to anti -social behavior and/or criminal activity. This is evidenced locally by the high number of homeless incarcerated at the Monroe County Detention Center. c. Needs Assessment: Identify the current scope of the problem. Support your problem statement(s) with factual information. Use both quantitative and descriptive data that relates to your specific geographic area(s) and problem. Be sure to use appropriate types(s) and level of data to describe the scope of the problem. For example, do not use national data alone to define a local problem. Identify the sources of all data that you use. Do not describe FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 4 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program clients to the facility for pre-screening. A vehicle donated by the Monroe County Sheriff allows FKOC to pick-up offenders when released from detention and bring them directly to the Neece Center. FKOC has developed a new program component to provide clients with ongoing life -skills education. The Stepping Stones Program is a ongoing series of 12-session mandatory classes that include topics such as: Anger Management, Interpersonal Communication, Job Skills, Parenting Skills, Drug/Alcohol Prevention, Recovery Maintenance, Stress Management, etc. The classes are facilitated by two Professional Counselors. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 6 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program The Florida Keys Outreach Coalition is a homeless service provider offering emergency and transitional shelter, as well as outreach, education, advocacy and prevention services. Now in our tenth year of service to Monroe County, we offer a residential program to support homeless addicts and former offenders in the transition from despair and hopelessness to sobriety, stability and self-sufficiency. (2) Does the Service Provider have a history of successful performance of this type of service or is this a new activity? Include an organization chart where appropriate. FKOC was established in 1992 and began with a 16-bed facility for homeless men in recovery from alcohol and substance abuse. The organization now serves men and women with a total capacity for 120 individuals in five facilities. The mission of the Florida Keys Outreach Coalition (FKOC) is to provide homeless individuals and families with the resources and opportunities by which to attain residential, financial and personal stability and self-sufficiency. FKOC has an impressive 11-year history of successful performance and is Monroe County's largest single homeless service provider. FKOC operates 20 emergency and 55 transitional beds for homeless single men and 49-beds for a mix of women and children. (3) In order to comply with state and federal laws include a description/listing of any pertinent licenses or current contract held by the organization whether Implementing Agency or Service Provider. It is the responsibility of the subgrantee to ensure that a Service Provider is operating under the appropriate state laws (ex. Chapter 65D, FAC, Substance Abuse Services, or Chapter 65E, FAC, Mental Health Programs). All mental health, substance abuse and medical treatment is referred to appropriate provider's. FKOC has the appropriate license for its residential services. (4) Additional guidance for prevention and treatment projects is found in Appendix X. This appendix is a listing of the information OCJG needs to have in order to approve these types of projects but has frequently found missing in initial application submissions. It is not necessary to use the guidance format, but you are encouraged to provide all identified information regarding your proposed project. d. Multijurisdictional Task Force Projects: Identify the following as you prepare the project description: This section does not apply. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 8 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (2) If you will provide project activities in a geographic area other than those represented by a unit of government, indicate the service area boundaries. This could be through street or neighborhood names or a judicial circuit. The use of zip codes as the only identifier of an area is not acceptable, although they may be included as part of the descriptive information. N/A (3) If a service will only be available to persons utilizing a specific facility, use the name of the facility, for example a county jail. N/A h. Project Activities / Administration: (1) Describe all activities to be provided. Outreach and assessment. Intake and Individualized Action Plan. Life -Skills Training, ANNA Meetings, meals, case management, drug testing, community service, referrals. (2) Identify when and how frequently project services are to be provided. Daily (3) Be sure to include these activities in the Activity Implementation Schedule. i. Target Groups, Clients and Participants: (1) Who will receive the services to be provided? Homeless ex -offenders with a history of alcohol and/or substance related crime. (2) How will clients and participants be selected? Include a clear description of the criteria if applicable. Pending bed availability, clients are accepted on a first come, first served basis. They must be undergo a criminal background check and drug test prior to admission and remain substance free. Client's must be willing to live peaceably in a community/group environment and agree to abide by all program rules and regulations. j. Project Results: How will the project be organized to succeed? Provide a description of successful completion for an individual if this is a treatment FDLE Byrne Formula Grant Application Package Grant Application Section 11 -Page 10 Rule 11D-9.006 OCJG-005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Program Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, i.e., Uniform Objectives, Project -Specific Objectives and Self -Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410- 8700 for further guidance. Continue on a second page if necessary. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a listing of authorized program areas. (Select only 1 Program Area) 20A Corrections Alternative - Halfway House W (Title) Drug Testing b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. If additional objectives are included, please identify whether they are Project Specific or Self -Generated Objectives. Uniform and Project Specific Objectives form the basis for collection of data and quarterly performance reporting. Uniform Obiectives (Mandatory, copy as worded for the program area addressed and include all appropriate questions. Include Objectives from only 1 program area, Objectives from a different program area could be included as Project Specific Objectives). Provide forty (40) offenders with transitional housing. 20A.01 Part 1 - During this reporting period, how many offenders were NEW ADMISSIONS and/or Numeric READMISSIONS to transitional housing? Provide forty (40) offenders with case management services and daily structured activities. 20A.02 Part 1 - During this reporting period, were most offenders provided with case management services? YIN Part 2 - During this reporting eriod, were most offenders provided with daily structured activities? 20A.03 Provide forty (40) offenders with short-term individual and group supportive life skills counseling. Y/N Part 1 - During this reporting period, were most offenders provided life counseling? — PS001 Provide 600 drug tests. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 12 Rule 11 D-9.006 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of25 percent of the Total Budget. Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category I Federal I Match I Total Salaries And Benefits Contractual I 38,418.00 I 12,806.00 I 51,224.00 Services Expenses Operating Capital Outlay Indirect Costs Totals 1 38,418.00 1 12,806.00 1 51,224.00 FDLE Byrne Formula Grant Application Package Grant Application Section 1l - Page 14 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro ram Total Byrne Funds plus MC Match = $51,224.00 $51,224.00 divided by unit cost of $16.41 = 3,122 funded bed days A bed day is defined as shelter, food, case management, shower, laundry, local transportation, telephone, personal care items, daily drug testing, employment referral, compliance monitoring, and life -skills education. b. How recently was the basis established or updated? Income: Byrne Grant 38,418 Monroe Cty. Match 12,806 Other Funding Sources 92,551 Total 143,775.00 Expenses: Salaries/Benefits 76,409 Utilities 13,516 Telephone 2,500 Drug Testing 9,000 Maint. Supplies 5,000 General Ops 15,750 Life Skills Training 21,600 Total 143,775.00 Services will be provided under contract between Monroe County and the Florida Keys Outreach Coalition, Inc. Purchasing methods to be used will conform to existing Federal, State, and Local laws and regulations. FDLE Byrne Formula Grant Application Package Grant Application Section 11 -Page 16 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (4) Before the "final" claim will be processed, the subgrant recipient must submit to the Department all outstanding project reports and must have satisfied all special conditions. Failure to comply with the above provisions shall result in forfeiture of reimbursement. (5) The subgrant recipient shall submit Quarterly Project Generated Income Reports to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date covering subgrant project generated income and expenditures during the previous quarter. (See Item 10, Program Income.) c. Other Reports The subgrant recipient shall submit other reports as may be reasonably required by OCJG. 4. Fiscal Control and Fund Accounting Procedures a. The subgrant recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and federal Office of Management and Budget's (OMB) Circulars A-21, A-87, and A-110, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the subgrant recipient. 5. Payment Contingent on Appropriation The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Florida Legislature. 6. Obligation of Subgrant Recipient Funds Subgrant funds shall not under any circumstances be obligated priorto the effective date or subsequent to the termination date of the subgrant period. Only project costs incurred on or after the effective date and on or prior to the termination date of the subgrant recipient's project are eligible for reimbursement. Advance Funding Advance funding may be authorized for up to twenty-five (25) percent of the federal award for each project according to Section 216.181(16)(b), Florida Statutes, the OJP Financial Guide, and the U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a subgrant recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be either enclosed with the subgrant application or submitted to the Department prior to the first request for reimbursement. Justification should address a 30/60/90-day need for cash based on the budgeted activities for the period. 8. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse subgrant recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 9. Travel and Training a. All travel reimbursement for out-of-state or out -of -grant -specified work area shall be based upon written approval of the Department prior to commencement of actual travel. Subgrant recipients shall obtain written approval from the Department for reimbursement of training costs and related travel prior to commencement of training, if the specific training was not listed in the approved budget. Subgrant recipients shall obtain written approval from the Department for reimbursement of travel costs forfield trips that were not listed in the approved project description and budget. b. The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in Section 112.061, Florida Statutes. c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida Statutes. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 18 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. d. The subgrant recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The subgrant recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. Subgrant recipients that expend less than $300,000 in Federal awards during a fiscal year are exempt from the audit requirements of OBM CircularA-133 for that fiscal year. In this case, written notification, which can be in the form of the "Certification of Audit Exemption" form, shall be provided to the Department by the Chief Financial Officer, or designee, that the subgrant recipient is exempt. This notice shall be provided to the Department no later than March 1 following the end of the fiscal year. g. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. h. The completed audit report or notification of non -applicability should be sent to the following address: Florida Department of Law Enforcement Office of Criminal Justice Grants 2331 Phillips Road Tallahassee, Florida 32308 16. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the subgrant recipient, the subgrant recipient's consultants and suppliers, or both, the Department shall impose sanctions it deems appropriate including withholding payments and cancellation, termination, or suspension of the agreement in whole or in part. In such event, the Department shall notify the subgrant recipient of its decision thirty (30) days in advance of the effective date of such sanction. The subgrant recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 17. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the subgrant recipient shall send a letterto OCJG indicating steps to initiate the project, reason for delay and request a revised project starting date. b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the subgrant recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re -obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. 18. Excusable Delays a. Except with respect to defaults of consultants, the subgrant recipient shall not be in default by reason of any failure in performance of this agreement according to its terms (including any failure by the subgrant recipient to make progress in the execution of work hereunder which endangers such performance) if such failure arises out of causes beyond the control and without the fault or negligence of the subgrant recipient. Such causes include, but are not limited to, acts of God or of the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case, the failure to perform shall be beyond the control and without the fault or negligence of the subgrant recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 20 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program the purpose of audit and examination according to the OJP Financial Guide, and the U.S. Department of Justice Common Rule for State and Local Governments. b. The Department reserves the right to unilaterally terminate this agreement if the subgrant recipient, implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or other materials subject to provisions of Chapter 119, Florida Statutes, and made or received by the subgrant recipient or its contractor in conjunction with this agreement. 24. Retention of Records The subgrant recipient shall maintain all records and documents for a minimum of three (3) years from the date of the final financial statement and be available for audit and public disclosure upon request of duly authorized persons. 25. Signature Authority Both the Subgrant Recipient Authorizing Official or Designated Representative and the Implementing Agency Official, Administrator or Designated Representative who sign Section I. Signature Page, have the authority to request changes to the approved agreement. The prior mentioned individuals have authority to sign or make amendments to the Sole Source and the ADP Justification forms. The Project Director has authority to submit requests for approval of specific travel, Financial and Performance Reports, with the exception of the Closeout Package, which also requires the signature by the Chief Financial Officer of the Subgrant Recipient or authorized designee. 26. Delegation of Signature Authority When the authorized official of a subgrant recipient or the implementing agency designates some other person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the person given signature authority. The letter indicating delegation of signature authority must be signed by the chief officer or elected official and the person receiving signature authority. The letter must also specify the authority being delegated. 27. Personnel Changes Upon implementation of the project, in the event there is a change in Chief Executive Officers for the Subgrantee or Implementing Agency, Project Director, or Contact Person, the OCJG must be notified in writing with documentation to include appropriate signatures. 28. Background Check Whenever a background screening for employment or a background security check is required by law for employment, unless otherwise provided by law, the provisions of Chapter 435, Florida Statutes shall apply. a. All positions in programs providing care to children, the developmentally disabled, or vulnerable adults for 15 hours or more per week; all permanent and temporary employee positions of the central abuse hotline; and all persons working under contract who have access to abuse records are deemed to be persons and positions of special trust or responsibility and require employment screening pursuant to Chapter 435, F.S., using the level 2 standards set forth in that chapter. b. All employees in positions designated by law as positions of trust or responsibility shall be required to undergo security background investigations as a condition of employment and continued employment. For the purposes of the subsection, security background investigations shall include, but not be limited to, employment history checks, fingerprinting for all purposes and checks in this subsection, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies. (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 22 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program The subgrant recipient and a the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO Program. Submission of this certification is a prerequisite to entering into this agreement. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or implementing agency meet Act criteria but have not formulated, implemented and maintained such a current written EEO Program, they have 120 days after the date this agreement was made to comply with the Act or face loss of federal funds subject to the sanctions in the Justice System Improvement Act of 1979, Pub. L. 96-157, 42 U.S.C. 3701, et seq. (Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information). Any subgrant recipient or implementing agency receiving a single grant award for$500,000 or more OR an aggregate of grant awards for $1,000,000 or more during any 18 month period in federal funds, must have approval of its EEO Plan by the U.S. DOJ, Office for Civil Rights (OCR). The subgrantee shall submit its EEO Plan to FDLE, for submittal to the U.S. DOJ, OCR for approval. The submission shall be in both paper copy and electronic format. If the U.S. DOJ, OCR has approved an agency's EEO Plan during the two previous years, it is not necessary to submit another EEO Plan. Instead, the s�-Zgrantee need only send a copy of its approval letter from the OCR. However, if the EEO Plan approval is more than two years old, an updated Plan must be submitted. d. In the event a Federal or State court of Federal or State administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs. 34. Americans with Disabilities Act Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101- 336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title 1), state and local government services and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in FDLE Byrne Formula Grant Application Package Grant Application Section ll - Page 24 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance. Formula Grant Program (3) The undersigned shall require that the language of this certification be included in award documents for all subgrant awards at all tiers and that all subgrant recipients shall certify and disclose accordingly. 39. State Restrictions on Lobbying In addition to the provisions contained in Item 38 of Section G, Conditions of Acceptance and Agreement, the expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this contract. 40. "Pay —to -Stay" Funds from this award may not be used to operate a "pay -to -stay" program in any local jail. Furthermore, no funds may be given to local jails that operate "pay -to -stay" programs. "Local jail", as referenced in this condition, means an adult facility or detention center owned and/or operated by city, county, or municipality. It does not include juvenile detention centers. "Pay -to -stay" programs as referenced in this condition, means a program by which extraordinary services, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon as offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenders within a jurisdiction. 41. Mitigation of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine Laboratories If an award is made to support methamphetamine laboratory operations the subgrant recipient must comply with this condition, which provides for individual site environmental assessmentlimpact statements as required under the National Environmental Policy Act. a. General Requirement: The subgrantee agrees to comply with Federal, State, and local environmental, health and safety laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and the removal and disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and waste form a seized laboratory's operations are placed or come to rest. Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any of clandestine methamphetamine operations funded under this award, it will (1) include the nine, below listed protective measures or components; (2) provide for their adequate funding to include funding, as necessary, beyond that provided by this award; and (3) implement these protective measures directly throughout the life of the subgrant. In so doing, the subgrantee understands that it may implement these protective measures directly through the use of its own resources and staff or may secure the qualified services of other agencies, contractor or other qualified third party. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure if of clandestine methamphetamine laboratories; 2. Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training for law enforcement officials and other personnel assigned by the subgrantee to either the seizure or closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 26 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program SUBGRANTEE CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee (Subgrant Recipient) .. . (Select one of the following): XX Meets Act Criteria Does not meet Act Criteria I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand that if the Subgrant Recipient meets these criteria, it must formulate, implement and maintain a written EEO Plan relating to employment practices affecting minority persons and women. I also affirm that the Subgrant Recipient ... (Select one of the following): XX Has a Current EEO Plan Does Not Have a Current EEO Plan Has included a copy of the current approval letter from the US DOJ I further affirm that if the Subgrant Recipient meets the Act criteria and does not have a current written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days after a subgrant @pplic n for f eral assistance is approved or face loss of federal funds. Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date:_ &/q 6-3 FDLE Byrne Formula Grant Application Package EEO Certification Appendix IV - Page 2 of 2 Rule 11 D-9.006 OCJG - 006 (rev. 04/04/03) J. APPENDIX IX — CERTIFICATION REGARDING LOBBYING; DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITIY MATTERS; AND DRUG -FREE WORKPLACE REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Form Provided by the U.S. DEPARTMENT OF JUSTICE, OFFICE OF JUSTICE PROGRAMS, OFFICE OF THE COMPTROLLER CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY I MATTERS; AND DRUG -FREE WORKPLACE REQUIREMENTS Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants should also review the instructions for certification included in the regulations before completing this form. Signature of this form provides for compliance with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying" and 28 CFR Part 67, "Government -wide Debarment and Suspension (Non -procurement) and Government -wide Requirements for Drug -Free Workplace (Grants)". The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered transaction, grant, or cooperative agreement. 1. LOBBYING As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28 CFR Part 69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 CFR Part 69, the applicant certifies that: (a) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement; (b) If any funds other than federal appropriated funds have been paid or will be paid to any person influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or an employee of Congress, or an employee of a member of Congress in connection with this federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities", in accordance with its instructions; (c) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all subrecipients shall certify and disclose accordingly. 2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS (DIRECT RECIPIENT) As required by Executive Order 12549, Debarment and Suspension, and implemented at 28 CFR Part 67, for prospective participants in primary covered transactions, as defined at 28 CFR Part 67, Section 67.510 - A. The applicant certifies that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any federal department or agency; (b) Have not within a three-year period preceding this application been convicted of or had a civil judgement rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1) (b) of this certification; and (d) Have not within a three-year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default; and B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. 3. DRUG -FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug -Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620- A. The applicant certifies that it will or will continue to provide a drug - free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing an on -going drug -free awareness program to inform employees about- (1) The dangers of drug abuse in the workplace; (2) The grantee's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance programs; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; FDLE Byrne Formula Grant Application Package Lobbying, Debarment Suspension, and Drug -Free Workplace Certification Appendix /X - Page 2 of 2 Rule 11 D-9.013 OCJG - 006 (rev. 04/04/03) 4 _1 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Signature Page FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 28 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) V MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Effective Date: 10/01/03 Enforcement Expiration Date: 9/30/04 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Dual Diagnosed Offender Program I as part of Monroe County' s FY04 Anti -Drug Abuse Program Contract Manager: David P. Owens (Name) for BOCC meeting on 10/15/03 4482 OMB/Grants Mgt. (Ext.) (Department) nda Deadline: 09/30/03 CONTRACT COSTS Total Dollar Value of Contract: $36,576.00 Current Year Portion: $36,576.00 Budgeted? Yes X No Account Codes: 125-06006-530490-GG0403-XXXXXX Grant: $27,432.00 County Match: $9,144.00 ADDITIONAL COSTS Estimated Ongoing Costs: $2857.00 For: Staff support -filing reports, oversight (Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc. Date In Division Director Risk Management 30 0'3 O.M.B./Purchasing �� County Attorney C�o Comments: CONTRACT REVIEW Changes Needed - Revie Yes❑ Nol�j/ LG Yes❑ No[ Yes❑ No(� % Yes❑ No❑� vivin rorm Kevisea ai-i wuo muj;tz Date Out Florida Department of Law Enforcement Daryl G. McLaughlin Interim Commissioner September 24, 2003 The Honorable Dixie Spehar Mayor, Monroe County Board of Commissioners 500 Whitehead Street, Suite 102 Key West, Florida 33040 Office of Criminal Justice Grants Re: 04-043-11-54-01-020 / Peacock Apartments Dual Diagnosed Offender Program 2 Dear Mayor Spehar: Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, Florida 32308 (850) 410-8700 The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of $27,432 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 20A - Corrections Alternatives - Halfway House. A copy of the approved subgrant application with the above referenced grant number and project title is enclosed for your file. All correspondence with the Department should always refer to the grant number and project title. Your attention is directed to Section G of the subgrant, "Acceptance and Agreement". These conditions should be reviewed carefully by those persons responsible for project administration to avoid delays in project completion and cost reimbursements. Also, you should review the enclosed Subgrant Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This certificate constitutes official acceptance of the award and must be received by the Department prior to the reimbursement of any project expenditures. Committed to Service • Integrity • Respect • Quality The Honorable Dixie Spehar Page Two We look forward to working with you on this project. If we can be of further assistance, please contact Beth Hamilton at (850)410-8700. Sincerely, �A• Clayton Wilder Community Program Administrator CHW/BH/mg Enclosures State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 04-CJ-J3-11-54-01-020 in the amount of $27,432, for a project entitled: Peacock Apartments Dual Diagnosed Offender Program 2 for the period of 10/01/2003 through 09/30/2004, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement's conditions of acceptance and agreement and special conditions governing this subgrant. (Signature of Authorized Official) (Typed Name of Official) (Typed Title of Official) Monroe County (Name of Subgrantee) (Date of Acceptance) MONROE COUNTY ATTORNPY A�OVED AS T0: -"F S ZANN A. H&fT6N '' ASSISTANT C0 TY TORNEY State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program SUBGRANT AWARD CERTIFICATE Subgrantee: Monroe County Board of Commissioners Date of Award: September 24, 2003 Grant Period: From: 10/01/2003 To: 09/30/2004 Project Title: Peacock Apartments Dual Diagnosed Offender Program 2 Grant Number: 04-CJ-J3-11-54-01-020 Federal Funds: $27,432.00 State Agency Match: Local Agency Match: $9,144.00 Total Project Cost: $36,576.00 Program Area: 20A Award is hereby made in the amount and for the period shown above of a subgrant under Title I of the Omnibus Crime Control and Safe Streets Act of 1968, P.L. 90-351, as amended, and the Anti -Drug Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee and subject to any attached or special conditions. This award is subject to all applicable rules, regulations, and conditions as contained in the Financial and Administrative Guide for Grants, Guideline Manual 7100.1D, Office of Justice Programs, Common Rule for State and Local Governments and A-87, or OMB Circulars A-110 and A-21, in their entirety. It is also subject to such further rules, regulations and policies as may be reasonably prescribed by the State or Federal Government consistent with the purposes and authorization of P.L. 90-351, as amended, and P.L. 100-690. 04-CJ-J3-11-54-01-020 SUBGRANT AWARD CERTIFICATE (CONTINUED): This grant shall become effective on the beginning date of the grant period provided that within 30 days from the date of award, a properly executed Certificate of Acceptance of Subgrant Award is returned to the Department. VC 0.44 �4- W..L� Authoriz Official . Clayton Wilder Community Program Administrator q • 2 4 -" Date i Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Please read instructions before completing this application. • The term "Department", unless otherwise stated, refers to the Department of Law Enforcement. • The term "OCJG" refers to the Office of Criminal Justice Grants. • The term "subgrant recipient" or "subgrantee" refers to the governing body of a city, county, state agency, or an Indian Tribe that performs criminal justice functions as determined by the U.S. Secretary of the Interior. • The term "implementing agency" is a subordinate agency of a city, county, state agency, or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). It may also bean entity eligible to be a subgrantee (ex. City of Live OaK) • Instructions are incorporated in this document by reference. A. Subgrant Data 1. This section to be completed by Subgrantee 2. This section to be coTMRIeted b OCJG Pro ID # Program Area #: CFDA #: 16.579 Continuation of Previous Subgrant? Yes If Yes, enter CJ Contract # of Previous Subgrant 4_0:j �- Kc D SFY 2004 CJ Contract # SFY 2003 CJ Contract # 2003- CJ - CJ - 5A - 11 - 54 - 109 2004 - CJ - E -1_1_ - - Q ( - i� 2 B. Applicant Information 1. Subgrant Recipient (Subgrantee) Name of Subgrant Recipient (Unit of Government): Monroe County Board of County Commissioners County: Monroe Name of Chief Elected Official / State Agency Head: Dixie Spehar Title: Mayor Address: 500 Whitehead Street Area Code / Phone # 305-292-3440 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: spehar-dixie@monroecounty-fl.gov Area Code / Fax # 305-292-3466 2. Chief Financial Officer of Subgrant Recipient (Subgrantee) Name of Chief Financial Officer: Danny L. Kolhage County Monroe Title: Clerk of the Circuit Court Address: 500 Whitehead Street Area Code / Phone #305-292-3550 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 E-mail Address: Area Code / Fax # 305-295-3663 3. Implementing Agency Name of Implementing Agency: Monroe County Board of County Commissioners County Name of Chief Executive Official / State Agency Head / Subgrantee representative Monroe (if a subordinate agency of the subgrant recipient): James L. Roberts Title: County Administrator Address: 1100 Simonton Street Area Code / Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: roberts-james@monroecounty-fl.gov Area Code / Fax # 305-292-45" FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 1 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Project Director Name of Project Director: David P. Owens County (Implementing Agency Employee) Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 5. Contact Person Name of Contact Person: same as project director County (if other than Project Director) Monroe Title: Area Code / Phone # Address: City, County, State, Zip Code: SUNCOM # Area Code / Fax # E-mail Address: 6. Person Responsible For Financial Reporting (if known Name: David P. Owens County Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code /Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # Area Code / Fax # 305-292-4515 E-mail Address: owens-david@monroecounty-fl.gov 7. Person Responsible For Programmatic Performance Reporting if known) Name: David P. Owens County Monroe Title: Grants Administrator Area Code /Phone # Address: 1100 Simonton Street 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # Area Code / Fax # 305-292-4515 E-mail Address: owens-david@monroecounty-fl.gov 8. Service Provider Contact Person Name: Gary Lowe County Monroe Title: Administrative Director Area Code /Phone # Address: 1320 Coco Plum Drive 305-743-4129 City, County, State, Zip Code: Marathon, FL 33050 SUNCOM # Area Code / Fax # E-mail Address: glowe663@bellsouth.net 305-743-5137 FDLE Byrne Fonnula Grant Application Package - Grant Application Section 11 - Page 2 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program C. Administrative Data 1. Project Title: Peacock Apartments Dual Diagnosed Offender Program 2. Identify the year of the project (1, 11, III, etc.) II 3. Project period Start: 10/1103 End: 09/30/04 D. Fiscal Data Remit Warrant to: (This may only be either the individual listed in B2 (Subgrantee CFO) or a designee in their office. If B2 is selected, do not reenter the contact information. This is only needed for designee. B2 XXX OR DESIGNEE Name: Title: Address: City, State, Zip Phone Number: 2. Is the subgrantee participating in the State of Florida Comptroller's Office electronic transfer program? (Reimbursement cannot be remitted to any entity other than the subgrantee.) Yes XX No 3. Frequency of Fiscal Reporting: Monthly Quarterly XXX 4. Subgrant Recipient FEID #: 59-6000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes XXX No 7. Cash Advance: Will you request an advance? Yes Amount No XX If yes, a letter of request must be submitted with the application or prior to submission of the first claim for reimbursement. Amount requested must be justified and accepted by FDLE. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 3 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Proiect Narrative 1. Problem Identification: Briefly describe a specific problem to be addressed with subgrant funds in terms of Problem Description, Problem Significance and Needs Assessment, as described in the application instructions. Continue narrative on a second page if necessary. Do not exceed two pages. Use a readable size font, per instructions. 1. a. PROBLEM DESCRIPTION: Dual diagnosed offenders (those with a mental illness and a history of substance abuse) need affordable, supportive housing as an alternative to detention and to prevent relapse and incarceration. Incarceration for these individuals is costly. Dual diagnosed residents in Monroe County have many obstacles in becoming productive, law abiding members of the community. The Dual Diagnosed Offender Program addresses many of their needs so that these persons remain stable (on medication and adhere to treatment plan) and drug free. Mentally ill drug -dependent and alcohol -dependent offenders who are in jail for misdemeanor and felony charges, awaiting trial or pending release on parole or probation, or recently released from jail and homeless would be better served in a supportive affordable housing program for dual diagnosed offenders. Diverting offenders into community based treatment, with liaison case management (collaboration with Mental Health), referral to treatment, assessment, and on -site drug and alcohol testing, will relieve the jail from the expense of these special needs offenders. Release of offenders into our program will help to prevent additional incarcerations. 1. b. PROBLEM SIGNIFICANCE: Monroe County has a tourist -based economy and is negatively impacted by this visible population. Homelessness, substance abuse, unemployment, loitering, panhandling, criminal activity, and health/hygiene/sanitation problems all negatively affect the tourism industry, as well as the life quality of our community. After incarceration, these offenders need housing, ongoing mental health treatment, and supervision. By releasing them into our community -based offender program, clients will be given the opportunity to break the cycle of "self -medication" through substance abuse. Clients will have affordable housing, address their mental health issues, improve life skills, adhere to a treatment plan to remain clean and sober, and become a productive member of our community. It is important that Peacock Apartments address these problems for the benefit of the clients and community. 1. c. NEEDS ASSESSMENT: Monroe County's Continuum of Care states that there are approximately 2,000 homeless people living in the county and that 1 out of 50 residents is homeless. To FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 4 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program compound the problem, Monroe County has the one of the highest costs of living in the State. Housing rents are the highest in the state. (2003 Continuum of Care and Southernmost Homeless Assistance League study). Reportedly, 30% of the homeless have mental illness and 10% of the incarcerated population suffer from mental illness. Mentally ill homeless residents with histories of substance abuse often become incarcerated. Upon release, many of these individuals become homeless and mentally unstable.. Fortunately, our program provides them with a supportive environment. The dual diagnosed homeless often loose contact with mental health services critical to their well being. Homelessness itself produces additional stress. Many are charged with felony substance abuse, grand theft, and other serious crimes. Sometimes their behaviors are influenced by their illness, especially when they are no longer on a medication regimen. To date the United States Fellowship of Florida (USFF) is the oldest and only provider of affordable supportive housing for the severely mentally ill in Monroe County. The present economic status of the nation has caused many foundations, as well as government agencies, to reduce support for programs such as ours. This reality has made Byrne Grant funds even more critical. We need to continue support for these offenders and save the community additional expenses by our preventive and curative program. FDLE Byrne Formula Grant Application Package Grant Application Section if - Page 5 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Project Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of eligible project areas). You should include project goals, administration, enhancement/expansion, staff, service providers, clients or other participants, equipment, location, and expected project results, as described in the application instructions This section should address the basic points of who, what, when, where, and how. Continue on additional pages if necessary; do not exceed three CONTINUATION PROJECT The Dual Diagnosed Offender Program (DDOP) is operated by a non-profit organization, The United States Fellowship of Florida (USFF). The DDOP is located at the Peacock Apartment site. Peacock apartments provide affordable supportive housing for those with severe mental illness. In the first year of operation to date (5/15/03) the DDOP has maintained 100% occupancy. One client was terminated because of sexual misconduct and the unit was immediately filled. There have been no major obstacles or significant changes in the program. 2. a. Project Enhancement and Expansion: Peacock Apartments has 28 beds for formerly homeless, mentally ill residents of Monroe County. This year the DDOP will provide 8 supportive affordable beds in Key West to mentally ill adults who have a history of substance abuse and have been charged with, or convicted of, misdemeanor or felony crimes. Last year Byrne funded 4 beds. By providing affordable supportive housing for persons with disabilities (mental illness and substance abuse), we can prevent relapse, detention, and additional jail and prison terms. Coordinating mental health treatment (counseling and medication compliance for their mental health conditions) and life skills training will be instrumental in reducing their risk of substance abuse, criminal activity, and homelessness while living in the community. We can reduce our mentally ill jail population. Our program is an active participant in SHAL (Southern Homeless Assistance League) which addresses the needs of the homeless population and those at risk of becoming homeless. We work intensively with other social service agencies to provide services for the well-being of our clients. With additional funding this year, we will be able to expand our Byrne program from four to eight beds, and serve persons who were on a waiting list. 2. b. The goals of the Program are: Immediate Goals: FDLE Byrne Fonnula Grant Application Package Grant Application Section 11 - Page 6 Rule 11 D-9.006 OCJG — 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 1. To identify the potential client population through contact with the case managers at the County Jail, Care Center for Mental Health, Guidance Clinic, Pre -Trial Services and the Court System, including the Public Defender's Office, Guardian Ad Litem, and law enforcement. The Peacock Apartments staff interviews all potential clients. Upon assessment and acceptance to DDOP, referrals and treatment plans are implemented. 2. To provide eight offenders with affordable housing and supportive services, including a bed/unit, utilities, furniture, cable TV, phone, transportation, supervision, monitoring, referral to mental health treatment, referral to substance abuse treatment, random drug testing, liaison case management, limited recreation, camaraderie and supervision of medication compliance. 3. To provide referrals to other appropriate programs for offenders that do not meet our criteria for our program. For instance, we refer ineligible clients to Samuel's House, Housing Authority, Florida Keys Outreach Coalition, DePoo Hospital, Care Center, Guidance Clinic Middle Keys etc. 4. To be available to provide supportive services to clients who successfully complete their treatment plan in our program. Services to graduates of the program may include inclusion in social events at Peacock Apartments, assistance with money management, and referral to other social agencies. 5. To find additional sources of funding for long term program sustainability. Long Range Goals: 6. Economic sustainability a. To increase board participation, public awareness, and fundraising, b. To network with other agencies in increasing services to clients. c. To start an activity program that will generate additional income to lower client fees. 2. c. Treatment and Prevention Projects USFF has been providing affordable and supportive housing in Monroe County since 1988. USFF is a non-profit organization and is the only and oldest organization that provides these services (affordable supportive housing for mentally ill). Our Marathon facility is a Limited Treatment Facility that accommodates the more severely impaired. Peacock and Byrne beds do not require that intensive level of services.. Treatment is provided at a Mental Health facility not on site, therefore there is no licensure requirement. (5/15/03 C & F correspondence). 2.d. Multi -jurisdictional task force projects: Not Applicable 2.e. Project Staff: Both Administrative and Program Directors split an equal amount of time at each facility. Byrne units are at Peacock location only. Staff for the Peacock Apartments include the Administrative Director, Gary Lowe; Program Director, Claire Condra; Peacock Site manager Amy Naylor (PT Ceri Walding); and four live-in Residential Counselors. Office hours are 8 a.m. to 10 p.m., and a staff member is always on call. Staff will perform intake appointments, assessments, referrals, assistance in treatment planning, liaison case management, limited transportation, supervision of medication FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 7 Rule 11 D-9.006 OCJG — 005 (rev. 04104103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program compliance, supervision of mental health treatment compliance, assistance with money management, drug/alcohol testing, and assistance with activities of daily living. 2.f. Project Equipment: Not Applicable 2.g. Project Location: The residents of the DDOP will continue to be provided a single bedroom in one of our four -bedroom apartments, located at Poinciana Plaza, Key West, Florida, as part of Peacock Apartments Residential Mental Health Program. To qualify for the program, one must be a resident of Monroe County. 2.h. Project Activities/Administration: 1. -Level of care is based on least restrictive model. Clients are provided with liaison case management with mental health. We'will provide as needed: limited transportation, assistance in scheduling of appointments, assistance in daily living skills (grocery shopping, recreation, activities etc) supervision of medication regimen, and monitoring compliance of treatment plan., 2. DDOP clients are given random drug tests at least once per month and whenever there is suspicion of use. Rooms are checked weekly. Site counselors have weekly, sometimes daily, contact with clients. 2. i. Target Group Persons who are disabled due to having a chronic serious mental illness in addition to a substance abuse problem (a dual diagnosis) and be either charged or convicted of misdemeanor or felony crimes, who are not a danger to the community. Eligibility 1. Clients must not have a history of violence. 2. Clients must have a diagnosed mental illness, a history of substance abuse, a criminal history and must be under the case management of a mental health center. Clients must be under a treatment plan 3. Clients must have a funding source either from self, family, SSI, SSDI, VA, or may qualify for benefits from these sources. 4. Clients must have a criminal background check with no history of violence or sexual aggression. 5. If a previous resident, clients must be in good standing with peacock Apartments. 6. Clients must have a medical treatment plan recommending placement at one of our facilities. 7. All clients must be capable of transitional living. They must be able to care for themselves. Each resident's treatment plan will determine the length of stay in the program, as per his or her criminal case requirements. The minimum stay will be ninety days, and the maximum stay will not be limited. The treatment plan will address the frequency of drug/alcohol testing, the consequences if a test is positive, the requirements for FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 8 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program appropriate behavior, and compliance with medications during the duration of the participation in the program. Coordination with pre-trial services, probation, parole, and other law enforcement agencies will be included in the treatment plan. The level of supportive services a client receives is individually determined, and is based on need. For instance, some clients require daily supervision (help in hygiene, following treatment plan, keeping appointments, apartment cleanliness, chore completion, following their medication regimen etc). Others may be self -directed and sufficient in complying with treatment plan and house rules with limited monitoring. 2. j. Project Results The success of the project can also be judged by decreases in criminal activities (arrests), crisis stabilization, detoxification, and program non-compliance (termination). Success can also be measured by program compliance and successful graduation of program (e.g., becoming self sufficient, relocating and being provided aftercare services. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 9 Rule 11 D-9.006 OCJG — 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Part II Corrections Alternative - Halfway House Mate Program Area zu This document provides guidance for project applications prepared for state program area 20. This includes suggested length of responses for some items as well as identifying specific information to be provided. The narrative should be as concise as possible. Please also see other guidance in application instructions. SECTION E: 2. PROJECT DESCRIPTION NEW PROJECTS If this is a first year project that begins a new 48 month cycle and you seek funding for the same previously funded state program area, please describe any significant changes in the target population, geographical location, and/or project activities in 300 words or less. This is a continuation project. CONTINUATION PROJECTS If this is year 2 or later for the project, please address the following items. 1. Briefly describe the major accomplishments for each year. CONTINUATION PROJECT "In the first year of operation to date (5/15/03) the Dual Diagnosed Offender Program, DDOP, has maintained 100% occupancy. One client was terminated because of sexual misconduct and the unit was immediately filled from the waiting list. There have been no major obstacles or significant changes in the program. In our first year of operation three out of four residents had no arrests. All four clients did not require detoxification treatment; one client was sent to the emergency room twice for assessment (possible Marchman) and was shortly released back to the program 2. Briefly describe any major obstacles that were identified the previous year and what approach to overcoming them is incorporated in the current year. "There were no major obstacles requiring program adjustment." 3. If there are any changes or enhancements planned for the current year, please describe them in 300 words or less, including how they will more effectively address the identified problem. "We will continue to provide supportive services. In addition, we are starting to offer recreational activities for our clients. For instance, this year we have taken clients to concerts and bowling. In the upcoming year we plan to engage residents in more community inclusion activities (e.g., volunteer work). 4. If the project will continue to operate as previously established, provide any critical additional information that has not otherwise been addressed in the application in 300 words or less. "In the 2003-4 year we will increase the number of clients in DDOP to eight. NOTE: If your project includes only one service provider, complete the following information for this provider. If your project includes more than one provider, include this information for each provider that you list in the table, including questions in the target group section and the proiect activities section. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 10 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program SERVICE PROVIDER / PERSONNEL 1. Identify the service provider agency that will be part of this project. "The Dual Diagnosed Offender Program (DDOP) is operated by a non-profit organization, The United States Fellowship of Florida (USFF). The DDOP is located at the Peacock Apartment site. Peacock apartments provide affordable supportive housing for those with severe mental illness. 2. Be sure to include the following information if the provider is known: a. List the Service Provider Name The United States Fellowship of Florida (USFF). b. Identify the Service Providers administrative location. USFF Administrative functions are located at the Heron House 1320 Coco Plum, Marathon, FL 33050. The administration of day-to-day activities of the Dual Diagnosed Offender Program is the Peacock .-Apartments; 1624 Spalding Court Apt D, Key West 33040 c. Will the relationship of the Subgrantee or Governmental Implementing Agency to the Service Provider be a contractual one? Yes Or are they administratively part of either the subgrantee and/or implementing agency? d. Does the agency providing the proposed service require a license? Peacock apartments has an occupational license but is not required to have a Dept. of Children and Families licensure, since therapeutic services are provided off -site. e. List all licenses the Service Provider will use in providing only the services through this contract. Do not list all other licenses the Service Provider holds. N/A 3. If the relationship with the service provider is contractual, will you use competitive bids or sole source procurement? The applicant should note that if sole source procurement is used, and the budgeted amount is greater than $100,000, preapproval must be obtained from FDLE prior to the reimbursement of funds. Sole Source Procurement 4. If service provision occur at more than one location and/or at a location other than the one identified in item 2 above, please specify all service location addresses. We provide transportation of our clients to Mental Health As of 5/21/03 One client of the DDOP goes to day treatment at the GCMK in Marathon. The remaining 3 clients go to the Care Center in KW. All clients have a primary case manager at a Mental Health Facility. 5. Identify the role(s) of key personnel by title and provide a brief description of their primary responsibility. These individuals may or may not be grant funded but provide project activities that are eligible for Byrne Program funding and that establish the "program" your will be reporting on in the quarterly performance ureports. For example, if you only purchase drug prevention education materials, you would identify personnel, such as a crime prevention officer, who conducts project activities such as classes using the materials. a. List position title, job description (list only key tasks) and agency. Program Director: Oversees funding and administration. Program Administrator: Overseas daily program activities. Site Manager: Provides direction, overseas daily operational tasks, keeps records and monitors clients Residential Staff: Maintains/provides supportive services for clients and monitors clients behaviors. May include transportation Transport Driver: Transports clients to GCMK in Marathon b. Indicate the number of staff who will provide project activities. Site Manager, transport driver and 4 residential staff c. Specify whether positions are Agency or Contract staff. _ FDLE Byrne Formula Grant Application Package Grant Application Section Il - Page 11 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program All staff are agency positions d. Indicate whether positions will be funded with project funds. Yes. See Budget Narrative 2. e. Specify whether positions provide services under a Service Provider's license. N/A f. Indicate whether positions require a license for individuals providing project services. N/A g. If any license is required, specify the status of the license. Indicate "YES" if the license is current (or you may indicate "Pending"). However, if your response in column 6 or 7 is "YES" and your response in column 8 is "NO", you must provide an explanation. TARGET GROUP Identify the basic demographics of your target group. Include age range and gender. As of 5114/03 we have 4 male clients (3 white and 1 black) in our Dual Diagnosed Offender program. Their ages are 28,50,53 and 56. In June we are expecting an additional 4 clients. The demographics on the newly accepted clients are; 2 white males (45 and 52) and 2 females (45 and 48 one white and one black) Estimate the number of participants. If the project includes multiple components or activities and not all participants will be included in each, please discuss briefly the differences. Starting in 6/03 DDOP will provide supportive affordable housing for 8 clients. In 300 words or less, respond to the following items regarding the selection of clients for treatment. a. What is the clients' link to the criminal justice system and how do they meet the requirement for being offenders? For example, have they committed a misdemeanor, felony or both? If juvenile, have they been processed at a Juvenile Assessment Center? If they will be accepted based on referral by an organization such as a court or law enforcement agency, include that information as well. All of our current clients have criminal and substance abuse record and under the care of a mental health case manager. 4 additional clients are expected to come into the program in June 03. The clients are being referred to Peacock from DePoo, Heron, Safe Port, and detention (Care Center). Their criminal histories include felonies and misdemeanors. b. List all other criteria that clients will be required to meet in order to qualify for selection. If activities will be provided for family or significant others, please include them as well. If either specific age groups, or school categories (i.e., second grade, high school) will be used as categories, that information should also be included. 1. Clients must not have a history of violence. 2. Clients must have a diagnosed mental illness and under the case management of a mental health center. Clients must be under a treatment plan 3. Have a funding source either from self, family, SSI SSDI, VA or may qualify for benefits from these sources. 4. Criminal background check with no history of violence 5. If a previous resident, be in good standing with peacock Apartments. 6. Medical treatment plan recommending placement at one of our facilities 7. Have a criminal and substance abuse history. c. Identify by position title(s) the individuals that will determine client eligibility. The program administrator and site managers do the screenings, intake procedure and FDLE Byrne Formula Grant Application Package Grant Application Section H - Page 12 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program determine eligibility to the program ACTIVITIES 1. If your project does not stand alone, but is part of an existing program, please describe this relationship. Dual Diagnosed offenders live in the Peacock apartments. The Peacock Apartment program is almost the same for all clients (affordable supportive housing). The only difference is that the Dual Diagnosed Offender clients must have a substance abuse problem, a criminal history and are randomly drug tested per month. 2. Please indicate the activities your project will provide. Select from the following list of commonly funded activities or add additional activities, as appropriate. Note: Please be consistent between activities you select from the list and the Objectives and Performance Measures on which you will be reporting: ctwities »:: :::<::>:>:::>:;;;;. Medical Assessment Ps chosocial Assessment Treatment plans X* Intake and Screening X* Case Management X* Drug Screening / Testing X Educational programs for relapse prevention Counseling Vocational Training Transportation X* Court Liaison Offender Tracking Individual Therapy Group Therapy Family Therapy Short -Term Counseling Diagnostic Activities Meals Referral to community resources X* Residential Services X Other X* X* activities are done on an as needed basis and often in liaison (supplemental) with primary mental health treatment plan. For instance our staff monitors compliance to Mental Health's treatment plan and reports directly to their mental health case manager any concerns. We sometimes monitor Alcoholics Anonymous attendance, life skills (cleanliness, hygiene, chore routines, etc.), and report significant behaviors to mental health case managers. Assistance in scheduling and providing transportation is critical in linking clients to services. Dual Diagnosed offenders are encouraged to participate in Peacock Apartment activities. These activities, by nature, are relatively risk free of drug use and promote alternative drug free activities 3. Provide the following information for all proposed project activities and/or events listed in FDLE Byrne Formula Grant Application Package Grant Application Section ll - Page 13 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program response to item 3 above. N/A Previously outlined a. Describe the project activity. b. Define the unit of measurement for this activity. (Ex. one hour group counseling for 10 clients) c. Estimate the frequency that the project will perform this activity. d. Estimate the number of participants that will engage in this activity. e. Estimate the number of defined units that the project will provide. In 200 words or less, respond to the following items regarding the treatment services. N/A a. What is the expected length of treatment? Clients are disabled due to chronic mental illness. They may be in treatment indefinitely. b. Are there different phases of treatment? If so, please describe. No Briefly -describe what is considered successful completion of the program and how it will be measured. This should include whether it is time, activity or content based. For example, successful completion for an individual could be attendance at all classes included in the program, staying drug -free for 90 days following completion of the treatment plan. Program success is measured by decrease in hospitalizations, detoxification's, crisis stabilization's, arrests/incarcerations, and ability to comply with program rules. What happens if someone does not successfully complete his or her treatment? If this includes expulsion, list the criteria. Expulsion can be done on non compliance to medical treatment plan, failure to comply with program rules (e.g., substance use and violence) and inability to pay client fees. Executive Director or Program Director responds to all grievances in writing within 3 working days. If possible a behavioral contract is implemented to prevent expulsion. Will sanctions and/or incentives be used to encourage completion and compliance with the treatment plan? If yes, respond to the following. Yes a. Identify and describe all sanctions and/or incentives. Incentives to comply with many aspects of client's treatment plans are an integral part of the housing milieu. Residential staff are available to provide support and therefore assist clients in adhering to their treatment plan compliance and daily living. For rule violations, offenders will receive a three-day notice to comply and a new service plan or behavior contract. Repeated violations or serious violations will result in eviction. b. Describe when and how they will be used. If the program is a Drug Court Offender Community Treatment program, describe how the program will comply with the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. In addition, note Section G of the contract regarding requirements for collection and maintenance of data. N/A If any special training is planned for personnel at any level, please identify this training and describe how it will further the operation of the project. Also identify the position or types of positions that would attend such training. All personnel receive training that includes limited mental health, HIV, CPR, First Aid, Food Service/Nutrition, Assistance with Medications, the Community Transportation Coordinator, and emergency procedures. If equipment purchases will be a significant part of the project funding, describe how this equipment will be used in project operations. N/A COOPERATING OR PARTICIPATING AGENCIES FDLE Byrne Formula Grant Application Package Grant Application Section/1 -Page 14 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 1. List all the agencies and/or organizations participating in project implementation or whose cooperation and/or support are necessary for the success of your project. Mental Health, social services, Southernmost Homeless Assistance League etc. This population requires a team approach with a multitude of social service providers. 2. Describe the role of each agency / organization. Mental Health case managers assist in scheduling interface with other providers. USFF staff provides additional support enabling clients to adhere to appointments and treatment plans. Our staff helps clients in transportation, organization, scheduling/making appointments, assistance in filling out forms, etc. Mental health provides treatment plan for all of our clients. Services may include day treatment, assessments, psychiatric monitoring, obtaining funding and therapy. 3. Have you obtained a commitment for support from each listed agency /organization? If it hag -not been obtained, describe how this will be accomplished. We work closely with Mental Health case managers. Copies of mental health treatment plan are frequently updated, reviewed and kept on site. OTHER KEY INFORMATION In 400 words or less, provide any other key information regarding the program that has not been addressed previously in the application. This should include identifying any other Byrne -funded project/activity/client that overlaps with this request. FDLE Byrne Formula Grant Application Package Grant Application Section U - Page 15 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Program Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, i.e., Uniform Objectives, Project -Specific Objectives and Self -Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410- 8700 for further guidance. Continue on a second page if necessary. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a listing of authorized program areas. (Select only 1 Program Area) 20A Corrections Alternatives — Halfway House (#) (Title) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. If additional objectives are included, please identify whether they are Project Specific or Self -Generated Objectives. Uniform and Project Specific Objectives form the basis for collection of data and quarterly performance reporting. Uniform Obiectives (Mandatory, copy as worded for the program area addressed and include all appropriate questions. Include Objectives from only 1 program area, Objectives from a different program area could be included as Project Specific Objectives). Provide eight (8) offenders with transitional housing. 20A.01 Part 1 — During this reporting period, how many offenders were NEW ADMISSIONS and/or READMISSIONS to transitional housing? Provide eight (8) offenders with case management services and daily structured activities. 20A.02 Part 1 — During this reporting period, were most offenders provided with case management services? Part 2 — During this reporting eriod, were most offenders provided with daily structured activities? 20A.03 Provide eight (8) offenders with short-term individual and group supportive life skills counseling. Part 1 — During this reporting period, were most offenders provided life counseling? PS01 - Provide eight (8) clients monthly drug tests. FDLE Byrne Formula Grant Application Package Grant Application Section 11 -Page 16 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activity Implementation Schedule. Complete the Activity Implementation Schedule showing when activities in the Program Description will commence and how the project will progress. This chart benchmarks planned activities, both administrative and programmatic. An "X" has been inserted for reports with mandatory due dates for all projects. Place an additional "X" to indicate times applicable to your project, as illustrated for quarterly program reports. Make a detailed listing of key activities under the heading "Programmatic Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period (Beginning Date —Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul AugSe Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X (04) X (04) X (04) 1 X 1 (04) Submit Quarterly PGI Reports (If applicable) Programmatic Activities (Continue on a second page if necessary.) Be sure to include activities mentioned in the Project Description ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Interview, assess, background screen X X X X X X X X X X X X and evaluate for our program Referral of client into our project, or to X X X X X X X X X X X X alternate project Provide case management, monitoring, X X X X X X X X X X X X drug test, and treatment planning Discharge planning and coordination * X X X X X X X X X X X X Follow up services " X X X X X X X X X X X X • Indicates services are done on as needed basis. FOLE Byrne Formula Grant Application Package Grant Application Section II - Page 17 Rule 11 D-9.006 OCJG — 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category I Federal I Match I Total Salaries And Benefits Contractual I 27,432.00 I 9,144.00 I 36,576.00 Services Expenses Operating Capital Outlay Indirect Costs Totals 1 27,432.00 1 9,144.00 1 36,576.00 FDLE Byrne Formula Grant Application Package Grant Application Section/1 -Page 18 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative a. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay (OCO), Indirect Costs). The Total Project Costs should be included. b. You must describe the line items for each applicable budget category for which you are requesting subgrant funding. Provide sufficient detail to show cost relationships to project activities. Reimbursements will only be made for items clearly identified in the budget narrative. c. Costs must not be allocated or included as a cost to any other federally financed program. ue on additional pages if necessa Please respond to the following five items before providing the details of the Budget Narrative. 1. Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost. a. Identify your specific sources of matching funds. Monroe County General Revenue fund. b. Is match available at the start of the grant period? yes c. If match will be provided from a source other than the subgrant recipient or the implementing agency, how will the match be tracked and verified? (The subgrantee is responsible for compliance.) n/a 2. If Salaries and Benefits are included in the budget as Actual Costs for staff in the implementing agency, is there a net personnel increase, or a continued net personnel increase from the initial year? No: If no, please explain. Yes: XX If yes, please list number and title of position and type of benefits. 3. Indicate the OCO threshold established by the subgrantee. $750.00 4. If Indirect Cost is included in your budget please indicate the basis for the plan (e.g. percent of salaries and benefits), and provide documentation of the appropriate approval of this plan. n/a FDLE Byrne Formula Grant Application Package Grant Application Section 11-Page 19 Rule 11 D-9.006 OCJG — 005 (rev. 04104103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 5. If the budget includes services based on unit costs, be sure to provide a definition and cost for each service as part of the budget narrative for contractual services. Provide the following information. a. What is the basis for the unit costs? Rationale: For the last quarter of 2003, we expanded the program to 8 designated Byrne Units. To qualify for Byrne, one has to have a dual diagnosis and a non-violent criminal history. In 2003, we have denied 14 applicants access to Byrne units. We were able to place some of these applicants in Peacock Apartments to prevent homelessness. However, many applicants were placed on the waiting list. The turnover rate for Byrne units is approximately 1-2 years. Expansion from 4 to 8 Byrne Units will result in immediate services. b. How recently was the basis established or updated? 4/14/03 COSTS OF PEACOCK APARTMENTS PROGRAM Salaries, benefits, and stipends: 195,000.00 Insurance 42,900.00 Utilities & phone 44,696.00 Supplies 15,000.00 Transportation Costs 3,600.00 Drug Tests 3,000.00 TOTAL $304,196.00 Annual budget of Peacock Apartments, 28 Units (beds) 304,196.00 Less HUD funding for salaries 25,000.00 Net Peacock budget 279,196.00 Divided by 28 units = cost per unit per year 9,971.00 Cost per unit per month 831.00 Rent paid by each client per month 450.00 Net Cost per bed per month 381.00 Net cost per bed day 12.52 2,922 days @ 12.52 per bed day 36,576.00 Cost of Project for 8 units at Peacock Apartments 36,576.00 (8x12x381) Total Amount Requested to fund 8 units 36,576.00 Byrne Grant Funds 27,432.00 County Match 9,144.00 Purchasing methods to be used will conform to existing Federal, State, and Local laws and regulations. Monroe County will contract with U.S. Fellowship of Florida, Inc. for this project. FDLE Byrne Formula Grant Application Package Grant Application Section ll - Page 20 od,. ��n n nnc ran i� nnr i__.. ...n•u.n Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program G. Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed and termination of the project, as specified in item 16 of this section. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide and Byrne Program Guidance Document as well as Florida laws and regulations including the Florida Administrative Code Chapter 11 D-9, Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. 2. Allowable Costs -a. Allowance for costs incurred under the subgrant shall be determined according to the general principles of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments and federal OMB CircularA-87, "Cost Principles for State, Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds for any procurement shall be according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB CircularA-110 and Florida law to be eligible for reimbursement. 3. Reports a. Project Performance Reports (1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project Performance Reports to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date. In addition, if the subgrant award period is extended beyond the "original' project period, additional Quarterly Project Performance Reports shall be submitted. Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in sanctions, as specified in item 16 of Section G, performance of Agreement Provisions. (2) Report Contents: Performance reports must include both required sections, the quantitative response (in response to specific objectives and measures) and the qualitative narrative. The narrative must reflect on accomplishments for the quarter, incorporate specific items specified for inclusion in performance measures, and also identify problems with project implementation and address actions being taken to resolve the problems. b. Financial Reports (1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final'. (2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A subgrant recipient shall submit either monthly or quarterly claims in order to report current project costs. Reports are to be submitted even when no reimbursement is being requested. (3) All claims for reimbursement shall be submitted in sufficient detail for proper pre -audit and post -audit. FDLE Byrne Formula Grant Application Package Grant Application Section ll - Page 21 Rule 11 D-9.006 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (4) Before the "final" claim will be processed, the subgrant recipient must submit to the Department all outstanding project reports and must have satisfied all special conditions. Failure to comply with the above provisions shall result in forfeiture of reimbursement. (5) The subgrant recipient shall submit Quarterly Project Generated Income Reports to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date covering subgrant project generated income and expenditures during the previous quarter. (See Item 10, Program Income.) c. Other Reports The subgrant recipient shall submit other reports as may be reasonably required by OCJG. 4. Fiscal Control and Fund Accounting Procedures a. The subgrant recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and federal Office of Management and Budget's (OMB) Circulars A-21, A-87, and A-110, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the subgrant recipient. 5. Payment Contingent on Appropriation The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Florida Legislature. 6. Obligation of Subgrant Recipient Funds Subgrant funds shall not under any circumstances be obligated prior to the effective date or subsequent to the termination date of the subgrant period. Only project costs incurred on or after the effective date and on or prior to the termination date of the subgrant recipient's project are eligible for reimbursement. 7. Advance Funding Advance funding may be authorized for up to twenty-five (25) percent of the federal award for each project according to Section 216.181(16)(b), Florida Statutes, the OJP Financial Guide, and the U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a subgrant recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be either enclosed with the subgrant application or submitted to the Department prior to the first request for reimbursement. Justification should address a 30/60/90-day need for cash based on the budgeted activities for the period. 8. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse subgrant recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 9. Travel and Training a. All travel reimbursement for out-of-state or out -of -grant -specified work area shall be based upon written approval of the Department prior to commencement of actual travel. Subgrant recipients shall obtain written approval from the Department for reimbursement of training costs and related travel prior to commencement of training, if the specific training was not listed in the approved budget. Subgrant recipients shall obtain written approval from the Department for reimbursement of travel costs for field trips that were not listed in the approved project description and budget. b. The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in Section 112.061, Florida Statutes. c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida Statutes, FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 22 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 10. Program Income (also known as Project Generated Income) Program income means the gross income earned by the subgrant recipient during the subgrant period, as a direct result of the subgrant award. Program income shall be handled according to the OJP Financial Guide and U.S. Department of Justice Common Rule for State and Local Governments (reference 31 CFR Part 206 - Management of Federal Agency Receipts, Disbursements, and Operation of The Cash Management Improvement Fund). 11. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight -hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the subgrant recipient agreement does not constitute approval of consultant contracts. 12. Property Accountability a. The subgrant recipient agrees to use all non -expendable property for criminal justice purposes during its useful life or request Department disposition. b. The subgrant recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Govemments or the federal OMB Circu/arA-110. This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration of this agreement. 13. Ownership of Data and Creative Material Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate to this agreement is governed by the terms of the OJP Financial Guide, and the U.S. Department of Justice Common Rule for State and Local Governments, or the federal OMB Circular A-110. 14. Copyright The awarding agency reserves a royalty -free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support funded under this grant agreement. 15. Audit a. Subgrant recipients that expend $300,000 or more in a year in Federal awards shall have a single or program - specific audit conducted for that year. The audit shall be performed in accordance with the federal OMB Circular A-133 and other applicable federal law. The contract for this agreement shall be identified in The Schedule of Federal Financial Assistance in the subject audit. The contract shall be identified as federal funds passed through the Florida Department of Law Enforcement and include the contract number, CFDA number, award amount, contract period, funds received and disbursed. When applicable, the subgrant recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the subgrant recipient. c. The subgrant recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. FDLE Byrne Formula Grant Application Package Grant Application Section U - Page 23 Rule 11 D-9.006 OCJG — 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program d. The subgrant recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The subgrant recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. Subgrant recipients that expend less than $300,000 in Federal awards during a fiscal year are exempt from the audit requirements of OBM CircularA-133 for that fiscal year. In this case, written notification, which can be in the form of the "Certification of Audit Exemption" form, shall be provided to the Department by the Chief Financial Officer, or designee, that the subgrant recipient is exempt. This notice shall be provided to the Department no later than March 1 following the end of the fiscal year. g. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. h. The completed audit report or notification of non -applicability should be sent to the following address: Florida Department of Law Enforcement Office of Criminal Justice Grants 2331 Phillips Road Tallahassee, Florida 32308 16. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the subgrant recipient, the subgrant recipient's consultants and suppliers, or both, the Department shall impose sanctions it deems appropriate including withholding payments and cancellation, termination, or suspension of the agreement in whole or in part. In such event, the Department shall notify the subgrant recipient of its decision thirty (30) days in advance of the effective date of such sanction. The subgrant recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 17. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the subgrant recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request a revised project starting date. b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the subgrant recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re -obligate subgrant funds to -other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. 18. Excusable Delays a. Except with respect to defaults of consultants, the subgrant recipient shall not be in default by reason of any failure in performance of this agreement according to its terms (including any failure by the subgrant recipient to make progress in the execution of work hereunder which endangers such performance) if such failure arises out of causes beyond the control and without the fault or negligence of the subgrant recipient. Such causes include, but are not limited to, acts of God or of the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case, the failure to perform shall be beyond the control and without the fault or negligence of the subgrant recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of subgrant recipient and consultant, and without fault or negligence of either of them, the subgrant recipient shall not be deemed in default, unless: FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 24 Rule 11 D-9.006 OCJG — 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Supplies or services to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the subgrant recipient in writing to procure such supplies or services from other sources, and (3) The subgrant recipient failed to reasonably comply with such order. c. Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 19. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes all project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the same terms and conditions set forth in the initial contract. Only one extension of the contract shall be acceptable, unless failure to complete the contract is due to events beyond the control of the contractor. 20. Written Approval of Changes in this Approved Agreement Subgrant recipients shall obtain approval from the Department for major substantive changes. These include, but are not limited to: a. Changes in project activities, target populations, service providers, implementation schedules, designs or research plans set forth in the approved agreement; b. Budget deviations that do not meet the following criterion. That is, a subgrant recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award 21. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The subgrant recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in writing within twenty-one (21) calendar days to the Department's clerk (agency clerk). The subgrant recipient's right to appeal the Department's decision is contained in Chapter 120, Florida Statutes, and in procedures set forth in Rule 28-106.104, Florida Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings under Chapter 120, Florida Statutes. 22. Conferences and Inspection of Work Conferences may be held at the request of any party to this agreement. At any time, a representative of the Department, of the U.S. Department of Justice, or the Auditor General of the State of Florida, have the privilege of visiting the project site to monitor, inspect and assess work performed under this agreement. 23. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the subgrant recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, and the U.S. Department of FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 25 Rule 11 b-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Justice Common Rule for State and Local Governments. b. The Department reserves the right to unilaterally terminate this agreement if the subgrant recipient, implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or other materials subject to provisions of Chapter 119, Florida Statutes, and made or received by the subgrant recipient or its contractor in conjunction with this agreement. 24. Retention of Records The subgrant recipient shall maintain all records and documents for a minimum of three (3) years from the date of the final financial statement and be available for audit and public disclosure upon request of duly authorized persons. 25. Signature Authority Both the Subgrant Recipient Authorizing Official or Designated Representative and the Implementing Agency Official, Administrator or Designated Representative who sign Section I. Signature Page, have the authority to request changes to the approved agreement. The prior mentioned individuals have authority to sign or make amendments to the Sole Source and the ADP Justification forms. The Project Director has authority to submit requests for approval of specific travel, Financial and Performance Reports, with the exception of the Closeout Package, which also requires the signature by the Chief Financial Officer of the Subgrant Recipient or authorized designee. 26. Delegation of Signature Authority When the authorized official of a subgrant recipient or the implementing agency designates some other person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the person given signature authority. The letter indicating delegation of signature authority must be signed by the chief officer or elected official and the person receiving signature authority. The letter must also specify the authority being delegated. 27. Personnel Changes Upon implementation of the project, in the event there is a change in Chief Executive Officers for the Subgrantee or Implementing Agency, Project Director, or Contact Person, the OCJG must be notified in writing with documentation to include appropriate signatures. 28. Background Check Whenever a background screening for employment or a background security check is required by law for employment, unless otherwise provided by law, the provisions of Chapter 435, Florida Statutes shall apply. a. All positions in programs providing care to children, the developmentally disabled, or vulnerable adults for 15 hours or more per week; all permanent and temporary employee positions of the central abuse hotline; and all persons working under contract who have access to abuse records are deemed to be persons and positions of special trust or responsibility and require employment screening pursuant to Chapter 435, F.S., using the level 2 standards set forth in that chapter. b. All employees in positions designated by law as positions of trust or responsibility shall be required to undergo security background investigations as a condition of employment and continued employment. For the purposes of the subsection, security background investigations shall include, but not be limited to, employment history checks, fingerprinting for all purposes and checks in this subsection, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies. (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 26 Rule 11 D-9.006 OCJG — 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on criminal recidivism and drug use relapse of program participation. The data collected must be available to U.S. DOJ and FDLE upon request. 30. Overtime for Law Enforcement Personnel Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department of Justice encourages consultation with all allied components of the criminal justice system in the affected jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased court dockets and the need for detention space. 31. Criminal Intelligence System a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional rights of individuals. b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this agreement. c. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or criminal justice agency operates a criminal intelligence system and does not meet Act and federal regulation criteria, they must indicate when they plan to come into compliance. Federal law requires a subgrant-funded criminal intelligence system project to be in compliance with the Act and federal regulation prior to the award of federal funds. The subgrant recipient is responsible for the continued adherence to the regulation governing the operation of the system or faces the loss of federal funds. The Department's approval of the subgrant recipient agreement does not constitute approval of the subgrant- funded development or operation of a criminal intelligence system. 32. Confidential Funds A signed certification that the project director or the head of the Implementing Agency has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33. Equal Employment Opportunity (EEO) a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non -Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The subgrant recipient and a the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 27 Rule I I D-9.006 OCJG — 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Program. Submission of this certification is a prerequisite to entering into this agreement. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or implementing agency meet Act criteria but have not formulated, implemented and maintained such a current written EEO Program, they have 120 days after the date this agreement was made to comply with the Act or face loss of federal funds su bject to the sanctions in the Justice System Improvement Act of 1979, Pub. L. 96-157, 42 U.S.C. 3701, et seq. (Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information). c. Any subgrant recipient or implementing agency receiving a single grant award for $500,000 or more OR an aggregate of grant awards for $1,000,000 or more during any 18 month period in federal funds, must have approval of its EEO Plan by the U.S. DOJ, Office for Civil Rights (OCR). The subgrantee shall submit its EEO Plan to FDLE, for submittal to the U.S. DOJ, OCR for approval. The submission shall be in both paper copy and electronic format. If the U.S. DOJ, OCR has approved an agency's EEO Plan during the two previous years, it is not necessary to submit another EEO Plan. Instead, the subgrantee need only send a copy of its approval letter from the OCR. However, if the EEO Plan approval is more than two years old, an updated Plan must be submitted. d. In the event a Federal or State court of Federal or State administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs. 34. Americans with Disabilities Act Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101-336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title 1), state and local government services and transportation (Title 11), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds_ That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to FDLE Byrne Formula Grant Application Package Grant Application Section H - Page 28 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro ram cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that funded program or activity. 37. Non -Procurement, Debarment and Suspension The subgrant recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Part 85, Section 85.510, Participant's Responsibilities). These procedures require the subgrant recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. 38. Federal Restrictions on Lobbying a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on Lobbying" and shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative agreement of $100,000 or more; or federal loan of $150,000 or more. b. This certification is a material representation of fact upon which reliance was placed when this agreement was made. Submission of this certification is a prerequisite to entering into this agreement subject to conditions and penalties imposed by Section 1352, Title 31, United States Code. Any person who fails to file the required certification is subject to a civil penalty of not less than $10,000 and not more than $100,000 for each failure to file. c. The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No federally appropriated funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of any federal agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with the awarding of any federal loan, the entering into of any renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement. (2) If any non-federal funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of congress, or an employee of a member of congress in connection with this federal contract, grant loan, or cooperative agreement, the undersigned shall complete and submit the standard form, Disclosure of Lobbying Activities, according to its instructions. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 29 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) The undersigned shall require that the language of this certification be included in award documents for all subgrant awards at all tiers and that all subgrant recipients shall certify and disclose accordingly. 39. State Restrictions on Lobbying In addition to the provisions contained in Item 38 of Section G, Conditions of Acceptance and Agreement, the expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this contract. 40. "Pay —to-Stay" Funds from this award may not be used to operate a "pay -to -stay" program in any local jail. Furthermore, no funds may be given to local jails that operate "pay -to -stay" programs. "Local jail", as referenced in this condition, means an adult facility or detention center owned and/or operated by city, county, or municipality. It does not include juvenile detention centers. "Pay -to -stay' programs as referenced in this condition, means a program by which extraordinary services, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon as offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenders within a jurisdiction. 41. Mitigation of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine Laboratories If an award is made to support methamphetamine laboratory operations the subgrant recipient must comply with this condition, which provides for individual site environmental assessment/impact statements as required under the National Environmental Policy Act. a. General Requirement: The subgrantee agrees to comply with Federal, State, and local environmental, health and safety laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and the removal and disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and waste form a seized laboratory's operations are placed or come to rest. Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any of clandestine methamphetamine operations funded under this award, it will (1) include the nine, below listed protective measures or components; (2) provide for their adequate funding to include funding, as necessary, beyond that provided by this award; and (3) implement these protective measures directly throughout the life of the subgrant. In so doing, the subgrantee understands that it may implement these protective measures directly through the use of its own resources and staff or may secure the qualified_ services of other agencies, contractor or other qualified third party. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure if of clandestine methamphetamine laboratories; 2. Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training for law enforcement officials and other personnel assigned by the subgrantee to either the seizure or closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 30 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 8. Have in place and implement an inter -agency agreement or other form of commitment with a responsible State environmental agency that provides for that agency's (i) timely evaluation of the environmental conditions at and around the site of a closed clandestine laboratory and (ii) coordination with the responsible party, property owner, or others to ensure that ant residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any offender(s)' children or other children present or living at the seized laboratory site. Response actions should include, at a minimum and as necessary, taking children into protective custody, immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up medical tests, examinations or health care. FDLE_ Byrne Formula Grant Application Package Grant Application Section 11 - Page 31 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) APPENDIX IV — CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program SUBGRANTEE CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee (Subgrant Recipient) .. . (Select one of the following): XX Meets Act Criteria Does not meet Act Criteria I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand that if the Subgrant Recipient meets these criteria, it must formulate, implement and maintain a written EEO Plan relating to employment practices affecting minority persons and women. I also affirm that the Subgrant Recipient ... (Select one of the following): XX Has a Current EEO Plan Does Not Have a Current EEO Plan Has included a copy of the current approval letter from the US DOJ I further affirm that if the Subgrant Recipient meets the Act criteria and does not have a current written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days after a subgrant a 'on for deral assistance is approved or face loss of federal funds. Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: �o /q/6 -3 FDLE Byrne Formula Grant Application Package EEO Certification Appendix IV- Page 2-e€-2 3'j,,, Rule 11 D-9.006 OCJG - 006 (rev. 04/04/03) APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program IMPLEMENTING AGENCY CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that this Implementing Agency ...(Select one of the following): XX Meets Act Criteria Does not meet Act Criteria I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand that if the Implementing Agency meets these criteria, it must formulate, implement and maintain a written EEO Plan relating to employment practices affecting minority persons and women. I also affirm that the Implementing Agency ... (Select one of the following): XX Has a Current EEO Plan Does Not Have a Current EEO Plan Is Included in the EEO Plan of the Subgrant Recipient. Has included a copy of the current approval letter from the US DOJ I further affirm that if the Implementing Agency meets the Act criteria and does not have a current written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days after a subgrant application for federal assistance is approved or face loss of federal funds. Signature of Implementing Agency Authorized Official Type Name: James L. Roberts Name of Subgrant Recipient: Monroe County Board of County Commissioners Name of Implementing Agency: Monroe County Board of County Commissioners Title: County Administrator Date: (o I sLt)3 FDLE Byrne Formula Grant Application Package EEO Certification Appendix /V — Page "2Vr2 Rule 11 D-9.006 OCJG — 007 (rev. 04/04/03) H. Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this agreement, have read and understand the agreement in its entirety and have executed this agreement by their duly authorized officers on the date, month and year set out below. Corrections on this page, including Strikeovers, whiteout, etc. are not acceptable. Typed Name and Title: ClaytonH. Wilder, Community Program Administrator Date: 1 - 24-0.3 Typed Name of Signature: Typed Name and Title: James L. Roberts. County Administrator Date: Typed Name of Implementing Signature: Typed Name and Title: James L. Roberts. County Administrator Date: �q 63 FDLE Byrne Formula Grant Application Package Grant Application Section ll - Page LA Rule 11 D-9.006 OCJG - 005 (rev. 04/04/03) 0 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Effective Date: 10/01/03 Enforcement Expiration Date: 9/30/04 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Monroe Youth Challenge III as part of Monroe County's FY04 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens 4482 OMB/Grants Mgt. (Name) (Ext.) (Department) for BOCC meeting on 10/15/03 Agenda Deadline: 09/30/03 CONTRACT COSTS Total Dollar Value of Contract: $60,000.00 Current Year Portion: $60,000.00 Budgeted? Yes X No Account Codes: 125-06021-530490-GG0412-XXXXXX Grant: $45,000.00 County Match: $15,000.00 ADDITIONAL COSTS Estimated Ongoing Costs: $2857.00 For: Staff support -filing reports, oversight Not included in dollar value above (e.g. Maintenance, utilities, janitorial, salaries, etc. CONTRACT REVIEW Changes Date Out Date In Needed RevieW.Or / Division Director Yes[] No Risk Management Ulf U3 Yes❑ Nok' %j O.M.B./Purchasing 19 03 Yes❑ NoFLI-� County Attorney Q /� ,3 Yes Now?—l�to3 Comments: units corm Kevisea 9/1 vub m(;H #1 State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 04-CJ-J3-11-54-01-019 in the amount of $45,000, for a project entitled: Monroe Youth Challenge Program 3 for the period of 10/01/2003 through 09/30/2004, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement's conditions of acceptance and agreement and special conditions governing this subgrant. (Signature of Authorized Official) (Typed Name of Official) (Typed Title of Official) Monroe County (Name of Subgrantee) (Date of Acceptance) MONROE COUNTY AyrofiiiEY PP \ FORM: T N. WOLFE CHIEF lST T C�T ATTORNEY Date State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program SUBGRANT AWARD CERTIFICATE Subgrantee: Monroe County Board of Commissioners Date of Award: August 1, 2003 Grant Period: From: 10/01/2003 To: 09/30/2004 Project Title: Monroe Youth Challenge Program 3 Grant Number: 04-CJ-J3-11-54-01-019 Federal Funds: $45,000.00 State Agency Match: Local Agency Match: $15,000.00 Total Project Cost: $60,000.00 Program Area: 04A Award is hereby made in the amount and for the period shown above of a subgrant.under Title I of the Omnibus Crime Control and Safe Streets Act of 1968, P.L. 90-351, as amended, and the Anti -Drug Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee and subject to any attached or special conditions. This award is subject to all applicable rules, regulations, and conditions as contained in the Financial and Administrative Guide for Grants, Guideline Manual 7100.1D, Office of Justice Programs, Common Rule for State and Local Governments and A-87, or OMB Circulars A-110 and A-21, in their entirety. It is also subject to such further rules, regulations and policies as may be reasonably prescribed by the State or Federal Government consistent with the purposes and authorization of P.L. 90-351, as amended, and P.L. 100-690. 04-CJ-J3-11-54-01-019 SUBGRANT AWARD CERTIFICATE (CONTINUED): This grant shall become effective on the beginning date of the grant period provided that within 30 days from the date of award, a properly executed Certificate of Acceptance of Subgrant Award is returned to the Department. Authori ed Official Clayton H. Wilder Community Program Administrator - a-3 Date Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Project Director Name of Project Director: David P. Owens County (Implementing Agency Employee) Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code / Phone #305-292-4482 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 S. Contact Person Name of Contact Person: same as project director County (if other than Project Director) Monroe Title: Address: Area Code / Phone # City, County, State, Zip Code: SUNCOM # E-mail Address: Area Code / Fax # 6. Person Responsible For Financial Reporting if known Name: David P. Owens CountyMonroe Title: Grants Administrator Address: 1100 Simonton Street Area Code / Phone #305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 7. Person Responsible For Programmatic Performance Reporting if known Name: David P. Owens County Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 8. Service Provider Contact Person Name: Judy Greenman County Monroe Title: Monroe Youth Challenge Program Director Address: 90-B Sombrero Road Area Code / Phone #305-393-1315 SUNCOM # City, County, State, Zip Code: Marathon, Monroe, FL 33050 E-mail Address: jfgreenman@aol.com Area Code / Fax #305-743-6523 FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 2 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Project Narrative 1. Problem Identification: Briefly describe a specific problem to be addressed with subgrant funds in terms of Problem Description, Problem Significance and Needs Assessment, as described in the application instructions. Continue narrative on a second page if necessary. Do not exceed two pages. Use a readable size font, per instructions. 1.a. Problem Description: Teen fighting and harassment, suspension rates, drug and alcohol use and related violence, and the incidence of teen suicide are on the rise in Monroe County. 1.b. Problem Significance: School Crime and Violence is on the rise nationwide as in Monroe County Schools. Fighting and harassment involving threats and intimidation are the most frequently reported incidents in Monroe County public schools. Our school district budget continues to face funding reductions at the state level for non-academic resources and special programs. Students with special academic, socio-emotional and/or violence -prevention needs are falling through the gaps. The result is alienation and a sense of helplessness that results in violence and drugs. MYCP prevention programs emphasize unity, acceptance and respect and peer mentoring. The 1995 Big Brothers/Big Sisters of America Impact Survey indicates that young people with mentors are: • 53% less likely to skip school • 46% less likely to use illegal drugs • 33% less likely to hit someone According to Monroe County's 1999 District's Needs Assessment, the #1 risk factor our county needs to address is Alienation and Rebelliousness of students. Need continues to be demonstrated in the latest 2000 Florida Youth Substance Abuse Survey, conducted by the Department of Children and Families which shows that Florida youth have elevated risk in all domains. Risk factors which place our students notably above the national norm include academic failure, friends' delinquent behavior, or family discipline and personal transitions/mobility. Most currently, Monroe County students indicated that Drug Use, Gossip and Rumors and Achievement in School were among their top four concerns at all three high schools. This data is from over 1600 students who ranked their concerns in an anonymous Natural Helpers Survey administered at all three high schools in Monroe County between May and November 2002. The Search Institute's research of the "40 Developmental Assets."has shown that a positive self image, opportunities for student involvement, development of personal skills, and adult support lead to higher academic achievement, avoidance of things that are dangerous, and more resilience to negative peer pressure. MYCP emphasizes personal development to create a safer, drug -free environment in school and in community based on this research. Monroe County students are affected personally as well as academically. MYCP's effective network of adult volunteers available for technical or financial assistance along with MYCP's close collaboration with the Monroe County School District, makes MYCP the ideal community partnerto provide local drug and violence prevention efforts to Monroe County students. 1.c. Needs Assessment: Monroe County schools ranked 81h in the state for violence, 4th in the FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 4 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Project Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of eligible project areas). You should include project goals, administration, enhancement/expansion, staff, service providers, clients or other participants, equipment, location, and expected project results, as described in the application instructions This section should address the basic points of who, what, when, where, and how. Continue on additional pages if necessary; do not exceed three pages. 2.a. Project Enhancement and Expansion: This year, (Year 2, Oct 02-Sept 03), MYCP new program elements include 1) "Natural Helpers" Peer Assistance training; 2) Student Awareness Day --Prejudice and Violence Reduction Program; 3) School -wide Leadership Breakfasts; 4) Community Wide Teen -Nights; and 5) a Leadership/Prevention class at Coral Shores High School. Byrne funds will have purchased a total of 180 life skills/leadership /violence prevention classes and 240 program hours producing 5130 student contacts with a total of 57 students this school year ending May 2003. One planned enhancement is to expand the school wide Student Leadership Breakfast currently provided only at Coral Shores High School to the other two high schools. This event focuses on building unity and inclusion among all student leaders and establishing a base of support and coordination for school wide campaigns. Another enhancement for year three is to provide direct support to the Leadership Classes at all three Monroe County high schools to enable consistent prevention and youth development trainings. Speakers, School wide campaigns, workshops and training materials will be offered to all three leadership instructors. 2.b. Project Goals Short -Term Goals: • To continue reinforcing a support system of peer acceptance and encourage non-violent, non - drug norms among Monroe County adolescents via our existing programs. • To create a Key West MYCP Advisory Team that will include volunteers who will coordinate a Challenge Day and sponsor an after school club at Key West High School. • To host a Challenge Leadership Training in Key West. • To increase the consistency and evaluation of our school peer mentoring initiative. Long -Term Goals: • To increase collaboration at all three high schools with MYCP being incorporated regularly into the agendas of the School Advisory Council, the faculty planning teams and the School Improvement Plans. • To have 3 active regional Advisory teams that coordinate trainings, effectively fundraise and which are valuable resources to our school district and any agency providing youth prevention services. • To increase community awareness of and strengthen the community's commitment to building developmental assets for our youth... similar to a "Community of Promise." FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 6 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program meetings include life skills training and group community service projects, Random Acts of Kindness and activities that contribute to a more positive campus environment and relationships among peers. 4) Peer mentor/mentee relationships incorporated into the leadership class and after school club activities and adult role models who provide a sense of belonging and ongoing support to the teachers and students with a consistent presence at the after school club meetings and at the leadership class. 5) Grassroots coordination with schools, existing law enforcement, juvenile justice agencies, social service and civic organizations in order to integrate and increase the impact of existing crime prevention and substance abuse education efforts. Networking with existing agencies is paramount to assure we do not duplicate efforts and to deliver interesting, diverse drug -free events to students. As an example, MYCP joined forces with a local community based youth director to launch community Teen Nights and offer a variety of field trips including "Beach Fest" and "Acquire the Fire" to at risk youth in both the middle and upper keys who would otherwise never have considered attending these inspirational youth events. This year, MYCP also collaborated with the Holocaust Education and Documentation Centerto make Student Awareness Day, a violence and prejudice reduction program, available to 72 local students (33 from the Upper Keys, 26 from the Middle Keys and 13 from Key West). 6) MYCP The Leadership Skills/Techniques Class. MYCP piloted this class with Byrne funds at Coral Shores High School this school year. It is utilizing the Natural Helpers Peer Assistance Curriculum, a psychology text, and a text specializing in conflict resolution. Topics addressed are Leadership Style and Development, Group Behaviors and decision making, Power & Conflict, Conflict Resolution, Anger Management, Sexual Violence and Prejudice. Students also participate in personal and group community service projects. Some of these are designed by students; some are existing programs to which students contribute their time. Networking with other community based organizations is emphasized to create a holistic approach to leadership development and prevention training. Coral Shores High School counselor Cindy Ypsilanti stated that, 'Many students would not have emerged as leaders among their own peers due to their popularity status, but through the various activities and trainings offered by the MYCP leadership class, these students have been given the opportunity to seek and explore their own leadership style and gain a sense of importance and responsibility for their education and their community at large. A random sampling of the first 40 students who took the class shows students are improving their GPA's and contributing to create a safer, friendlier school." 21 Target Groups: addressed in section regarding program area 04 (page 14). 2.j. Project Results: The project's quantitative indicators will be measured by the following: 2) Incidents of crime and violence (in -school and out -of -school); 2) Suspension and fighting statistics which are compiled annually by Monroe County Public Schools as part of the Florida Department of Education Florida School Indicators Report; 3) number of events and meetings completed and numberof students served by various outreach programs, mentoring, and prevention trainings; and 4) number of disciplinary referrals and behavioral problems exhibited by target population. Comparative qualitative indicators will consist of a baseline and post self -report surveys FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 8 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Part I Community Crime Prevention State Program Area 04 This document provides guidance for project applications prepared for state program area 04. This includes suggested length of responses for some items as well as identifying specific information to be provided. The narrative should be as concise as possible. Please also see other guidance in application instructions. Federal Purpose Area Providing community and neighborhood programs that assist citizens in preventing and controlling crime, including special programs that address the problems of crimes committed against the elderly and special programs for rural jurisdictions. State Program Areas approved under Federal Purpose Area 04 04A: Community Crime Prevention 046: Community Policing SECTION E: 2. PROJECT DESCRIPTION NEW PROJECTS If this is a first year project that begins a new 48 month cycle and you seek funding for the same previously funded state program area, please describe any significant changes in the target population, geographical location, and/or project activities in 300 words or less. CONTINUATION PROJECTS If this is year 2 or later for the project, please address the following items. 1. Briefly describe the major accomplishments for each year. In year 1 ,(Oct 01- Sept 02) of Byrne Grant Funding, MYCP consisted of three main program elements: 1) "Challenge Day'; 2) a follow-up after school club; and 3) a Peer Mentor Program with ongoing life skills training for Mentors, Mentees and Adult Sponsors who support the Student Mentor for the duration of the school year. In the Byrne Grant's first year, (Oct 01- Sept 02), MYCP produced 103 events, with 1657 Student contacts, 303 Adult contacts, and 274 program hours. Those figures include 2 Challenge Days for Coral Shores High School freshmen, a Natural Helpers Peer Assistance Training Retreat for 25 Key West High School students, 65 Upper Keys students (Includes 5 home schoolers) and 4 Middle Keys students. Also included is a Regional Leadership/ Prevention Training by Dr. James McCray with 62 Students (9 from Key West High School, 17 from Marathon High School, 30 from Coral Shores High School, 2 from Plantation Key School and 4 from Key Largo School). One MYCP accomplishment is our countywide, all inclusive events. MYCP includes youth from the entire community..."home schoolers, private schoolers as well as public schoolers". We also bring students together from different areas of the Keys whenever practical in an effort to build unity and diminish any rivalries between schools. Another major accomplishment is reflected in the Monroe County SESIR (School Environmental FDLE Byrne Formula Grant Application Package Grant Application Section 11 -Page 10 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program this provider. If your project includes more than one provider, include this information for each provider that you list in the table, including questions in the taipet group section and the prowect activities section. SERVICE PROVIDER / PERSONNEL 1. Identify the service provider agency that will be part of this project. Monroe County Sheriff's Department. 2. Be sure to include the following information if the provider is known: a. List the Service Provider Name: above b. Identify the Service Provider's administrative location. 5525 College Road Key West, FL 33040 c. Will the relationship of the Subgrantee or Governmental Implementing Agency to the Service Provider be a contractual one (ex. non-profit service provider)? Or are they administratively part of either the subgrantee and/or implementing agency (ex. police department or county social service division)? contractual d. Does the agency providing the proposed service require a license? no e. List all licenses the Service Provider will use in providing only the services through this contract. Do not list all otherlicenses the Service Provider holds. Not applicable. 3. If the relationship with the service provider is contractual, will you use competitive bids or sole source procurement? The applicant should note that if sole source procurement is used, and the budgeted amount is greater than $100,000, preapproval must be obtained from FDLE prior to the reimbursement of funds. Sole source procurement. 4. If service provision occur at more than one location and/or at a location other than the one identified in item 2 above, please specify all service location addresses. Services are delivered primarily at the following high schools: Coral Shores High School; 89901 Old Highway; Tavernier, FL 33070 Key West High School; 2100 Flagler Ave; Key West, FL 33040 Marathon High School; 350 Sombrero Beach Road; Marathon, FI 33050 FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 12 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program • Organizes other drug free community -wide youth events; • Directs and evaluates performance of peer mentors; • Provides team building activities at meetings; • Conducts leadership, personal life skills and youth development trainings; • Coordinates school wide prevention campaigns in cooperation with a teacher, • Organizes community service projects for students; • Developes recreational programs to strengthen prevention programming; • Assists in the site coordination of mentor/mentee relationships and trainings; • Assists Program Supervisor with program and student evaluations and data; and • Maintains documentation of student contact and program hours via sign ins sheets, activity logs and minutes of meetings b. Indicate the number of staff who will provide project activities. MYCP Keys Director 1 MYCP Program Supervisor and 1 Upper Keys Prevention Coordinator Upper Keys MYCP Youth Development Advisor 1 Middle Keys MYCP Youth Development Advisors 3 Key West MYCP Youth Development Advisors 1 c. Specify whether positions are Agency or Contract staff. Contract, except for any that are current school board employee, in which case School Board invoices Sheriff's Dept. d. Indicate whether positions will be funded with project funds. yes e. Specify whether positions provide services under a Service Provider's license. no f. Indicate whether positions require a license for individuals providing project services. no g. If any license is required, specify the status of the license. Indicate 'YES" if the license is current (or you may indicate "Pending"). However, if your response in column 6 or 7 is "YES" and your response in column 8 is "NO", you must provide an explanation. Not applicable. TARGET GROUP 1. Identify the basic demographics of your target group. Include age range and gender. The demographic makeup of our target group has 4 parts.... • Challenge Day or Similar Experiential Training is provided to all 9th graders; • The Leadership Class services the 7th_8th grade at risk males and females at Marathon High School in the Middle Keys and all 9th -12th graders at Coral Shores High School in the Upper Keys. • The Stars Club of Marathon High School serves all interested 71h —121h grade students • Natural Helpers serves 71h-12th grade social leaders 2. Estimate the numberof participants. If the project includes multiple components oractivities and not all participants will be included in each, please discuss briefly the differences. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 14 Rule 11D-9.006 OCJG-005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Please indicate the activities your project will provide. Select from the following list of commonly funded activities or add additional activities, as appropriate. Note: Please be consistent between activities you select from the list and the Objectives and Performance Measures on which you will be reporting: Common Project Activities Prevention and Community Policing Academic tutoring Alternative drug -free events X Citizen hot line Citizen patrol Community leader meetings X Community service projects X Comprehensive assessment for families Crime and substance abuse prevention education X Crisis intervention or counseling services Escort services Life skill development education activities X Media package development Neighborhood watch meetings Property identification activities Recreation programs in school/neigh./community Referral to community resources Security surveys of homes/businesses Substance abuse education program development Summer camp activities Other: listed below X Alternative/drug free events include STARS and SMILE club meetings, community wide events such as teen nights and other leadership trainings. These are described below: Project Activity: Unit of Measurement: Frequency: # of Participants: Defined Units Project Provides: Project Activity: Unit of Measurement: Frequency: # of Participants: Defined Units Project Provides: Project Activity: Challenge Day One Person in Attendance Yearly Event to kick off school year or semester Approximately 150 900 people with 150 attending 6 Challenge Days 2 in Upper Keys, 2 in Middle Keys, 2 in Key West After School Marathon High School STARS Club One Student Weekly Approx 20 680 Units is 34 meetings with 20 students in attendance MYCP Coral Shores High School Leadership Class FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 16 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Project Activity: Unit of Measurement: Frequency: # of Participants: Defined Units Project Provides: Project Activity: Unit of Measurement: Frequency: # of Participants: Defined Units Project Provides: MYCP Marathon Middle School Leadership Class One 50 minute class for approx 25 students Daily Approx 25 180 classes per school year Student Awareness Day One person in attendance Once per Year 100 students plus 10 adults 110 CRIME AND SUBSTANCE ABUSE PREVENTION EDUCATION Project Activity: FL National Guard Knight Vision Training Unit of Measurement: One student receiving training Frequency: Once per Year # of Participants: 40 Student Trainers (15 at CSHS, 15 at MHS, 10 at KWHS) Defined Units Project Provides: 800 younger students receiving Anti Drug /Alcohol/Tobacco Presentation by 40 older certified students. (8 Teams of 5 student trainers giving 4 presentations to class of approx 25 students) 3. Provide the following information for all proposed project activities and/or events listed in response to item 3 above. a. Describe the project activity. b. Define the unit of measurement for this activity. (Ex. one hour class for 10 students) c. Estimate the frequency that the project will perform this activity. d. Estimate the number of participants that will engage in this activity. e. Estimate the number of defined units that the project will provide. 4. Briefly describe what you consider successful completion of a project activity and how you will measure it. This should include whether it is time, activity or content based. For example, successful completion for an individual could be attendance at all classes the project provided. Successful completion of most MYCP programs is attendance at events, trainings and classes. 5. What happens if someone does not successfully complete a project activity? If this includes expulsion, please list the criteria. If someone does not successfully complete a leadership class activity, their grade is impacted. Other than leadership class, most events are optional so there are no sanctions. 6. Will you use incentives and/or sanctions to encourage participation and completion of project activities? If yes, please respond to the following: a. Identify and describe all sanctions and/or incentives. b. Describe how and when they will be used. FDLE Byrne Formula Grant Application Package Grant Application Section H - Page 18 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program OTHER KEY INFORMATION In 400 words or less, provide any other key information regarding the project that you have not previously addressed in this subgrant application. This should include identifying any other Byrne -funded project/activity/client that overlaps with this request. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 20 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Course conducted by the FCTA? State Agency / Military Affairs only) Conduct ten (10) community service projects which may include neighborhood clean-up campaigns. 04A.09 Part 1 — During this reporting period, how many community service projects which may include Numeric neighborhood clean-up campaigns, were conducted. FD_L_E Byrne Formula Grant Application Package Grant Application Section 11- Page 2Z. Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program KWHS Natural Helpers Peer X Assistance Training Regional Youth Development /Diversity/Drug & Violence Prevention X X X Trainings Florida National Guard Drug Prevention X Training for KWHS, MHS & CSHS Student Awareness Day Violence and Prejudice Reduction Program for X KWHS, MHS and CSHS FDLE Byrne Formula Grant Application Package Grant Application Section ❑ - Page 24 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budoet Narrative a. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay (OCO), Indirect Costs). The Total Project Costs should be included. b. You must describe the line items for each applicable budget category for which you are requesting subgrant funding. Provide sufficient detail to show cost relationships to project activities. Reimbursements will only be made for items clearly identified in the budget narrative. c. Costs must not be allocated or included as a cost to any other federally financed program. ntinue on additional pages if Please respond to the following five items before providing the details of the Budget Narrative. Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost. a. Identify your specific sources of matching funds. Monroe County General revenue fund. b. Is match available at the start of the grant period? yes c. If match will be provided from a source other than the subgrant recipient or the implementing agency, how will the match be tracked and verified? (The subgrantee is responsible for compliance.) n/a 2. If Salaries and Benefits are included in the budget as Actual Costs for staff in the implementing agency, is there a net personnel increase, or a continued net personnel increase from the initial year? No: If no, please explain. Yes: XX If yes, please list number and title of position and type of benefits. 3. Indicate the OCO threshold established by the subgrantee. $750.00 4. If Indirect Cost is included in your budget please indicate the basis for the plan (e.g. percent of salaries and benefits), and provide documentation of the appropriate approval of this plan. n/a FOLE Byrne Formula Grant Application Package Grant Application Section 11 - Page ;t§o Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program G. Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed and termination of the project, as specified in item 16 of this section. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide and Byrne Program Guidance Document as well as Florida laws and regulations including the Florida Administrative Code Chapter 11 D-9, Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. 2. Allowable Costs a. Allowance for costs incurred under the subgrant shall be determined according to the general principles of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments and federal OMB CircularA-87, "Cost Principles for State,_ Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds for any procurement shall be according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB CircularA-1 10and Florida law to be eligible for reimbursement. 3. Reports a. Project Performance Reports (1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project Performance Reports to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date. In addition, if the subgrant award period is extended beyond the "original" project period, additional Quarterly Project Performance Reports shall be submitted. Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in sanctions, as specified in item 16 of Section G, performance of Agreement Provisions. (2) Report Contents: Performance reports must include both required sections, the quantitative response (in response to specific objectives and measures) and the qualitative narrative. The narrative must reflect on accomplishments for the quarter, incorporate specific items specified for inclusion in performance measures, and also identify problems with project implementation and address actions being taken to resolve the problems. b. Financial Reports (1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A subgrant recipient shall submit either monthly or quarterly claims in order to report current project costs. Reports are to be submitted even when no reimbursement is being requested. (3) All claims for reimbursement shall be submitted insufficient detail for proper pre -audit and post -audit. FDLE Byrne Formula Grant Application Package Grant Application Section ll - Page 28 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 10. Program Income (also known as Project Generated Income) Program income means the gross income earned by the subgrant recipient during the subgrant period, as a direct result of the subgrant award. Program income shall be handled according to the OJP Financial Guide and U.S. Department of Justice Common Rule for State and Local Governments (reference 31 CFR Part 206 - Management of Federal Agency Receipts, Disbursements, and Operation of The Cash Management Improvement Fund). 11. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight -hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the subgrant recipient agreement does not constitute approval of consultant contracts. 12. Property Accountability a. The subgrant recipient agrees to use all non -expendable property for criminal justice purposes during its useful life or request Department disposition. b. The subgrant recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB CircularA-11'0. This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration of this agreement. 13. Ownership of Data and Creative Material Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate to this agreement is governed by the terms of the OJP Financial Guide, and the U.S. Department of Justice Common Rule for State and Local Governments, or the federal OMB Circular A-110. 14. Copyright The awarding agency reserves a royalty -free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support funded under this grant agreement. 15. Audit a. Subgrant recipients that expend $300,000 or more in a year in Federal awards shall have a single or program -specific audit conducted for that year. The audit shall be performed in accordance with the federal OMB Circular A-133 and other applicable federal law. The contract for this agreement shall be identified in The Schedule of Federal Financial Assistance in the subject audit. The contract shall be identified as federal funds passed through the Florida Department of Law Enforcement and include the contract number, CFDA number, award amount, contract period, funds received and disbursed. When applicable, the subgrant recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the subgrant recipient. c. The subgrant recipient shall have all audits completed by an Independent Public Accountant (IPA). The FDLE Byrne Formula Grant Application Package Grant Application Section H - Page 30 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program arises out of causes beyond the control of subgrant recipient and consultant, and without fault or negligence of either of them, the subgrant recipient shall not be deemed in default, unless: (1) Supplies or services to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the subgrant recipient in writing to procure such supplies or services from other sources, and (3) The subgrant recipient failed to reasonably comply with such order. c. Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 19. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes all project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the same terms and conditions set forth in the initial contract. Only one extension of the contract shall be acceptable, unless failure to complete the contract is due to events beyond the control of the contractor. 20. Written Approval of Changes in this Approved Agreement Subgrant recipients shall obtain approval from the Department for major substantive changes. These include, but are not limited to: a. Changes in project activities, target populations, service providers, implementation schedules, designs or research plans set forth in the approved agreement; b. Budget deviations that do not meet the following criterion. That is, a subgrant recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 21. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The subgrant recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in writing within twenty-one (21) calendar days to the Department's clerk (agency clerk). The subgrant recipient's right to appeal the Department's decision is contained in Chapter 120, Florida Statutes, and in procedures set forth in Rule 28-106.104, Florida Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings under Chapter 120, Florida Statutes. 22. Conferences and Inspection of Work Conferences may be held at the request of any party to this agreement. At any time, a representative of the Department, of the U.S. Department of Justice, or the Auditor General of the State of Florida, have the privilege of visiting the project site to monitor, inspect and assess work performed under this agreement. 23. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the subgrant recipient, implementing agency and contractors for FDLE Byrne Formula Grant Application Package Grant Application Section 9 - Page 32 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on criminal recidivism and drug use relapse of program participation. The data collected must be available to U.S. DOJ and FDLE upon request. 30. Overtime for Law Enforcement Personnel Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department of Justice encourages consultation with all allied components of the criminal justice system in the affected jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased court dockets and the need for detention space. 31. Criminal Intelligence System a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968,42 U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional rights of individuals. b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this agreement. c. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or criminal justice agency operates a criminal intelligence system and does not meet Act and federal regulation criteria, they must indicate when they plan to come into compliance. Federal law requires a subgrant-funded criminal intelligence system project to be in compliance with the Act and federal regulation prior to the award of federal funds. The subgrant recipient is responsible for the continued adherence to the regulation governing the operation of the system or faces the loss of federal funds. The Department's approval of the subgrant recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. 32. Confidential Funds A signed certification that the project director or the head of the Implementing Agency has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33. Equal Employment Opportunity (EEO) a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non - Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. FDLE_Byrne Formula Grant Application Package Grant Application Section ll - Page 34 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that funded program or activity. 37. Non -Procurement, Debarment and Suspension The subgrant recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Part 85, Section 85.510, Participant's Responsibilities). These. procedures require the subgrant recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. 38. Federal Restrictions on Lobbying a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on Lobbying" and shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative agreement of $100,000 or more; or federal loan of $150,000 or more. b. This certification is a material representation of fact upon which reliance was placed when this agreement was made. Submission of this certification is a prerequisite to entering into this agreement subject to conditions and penalties imposed by Section 1352, Title 31, United States Code. Any person who fails to file the required certification is subject to a civil penalty of not less than $10,000 and not more than $100,000 for each failure to file. c. The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No federally appropriated funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of any federal agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with the awarding of any federal loan, the entering into of any renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement. (2) If any non-federal funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of congress, or an employee of a member of congress in connection with this federal contract, grant loan, or cooperative agreement, the undersigned shall complete and submit the standard form, Disclosure of Lobbying Activities, according to its instructions. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 36 Rule 11 D-9.006 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 8. Have in place and implement an inter -agency agreement or other form of commitment with a responsible State environmental agency that provides for that agency's (i) timely evaluation of the environmental conditions at and around the site of a closed clandestine laboratory and (ii) coordination with the responsible party, property owner, or others to ensure that ant residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any offender(s)' children or other children present or living at the seized laboratory site. Response actions should include, at a minimum and as necessary, taking children into protective custody, immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up medical tests, examinations or health care. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 38 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) APPENDIX IV — CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program IMPLEMENTING AGENCY CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that this Implementing Agency ...(Select one of the following): XX Meets Act Criteria Does not meet Act Criteria I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand that if the Implementing Agency meets these criteria, it must formulate, implement and maintain a written EEO Plan relating to employment practices affecting minority persons and women. I also affirm that the Implementing Agency ... (Select one of the following): XX Has a Current EEO Plan Does Not Have a Current EEO Plan Is Included in the EEO Plan of the Subgrant Recipient. Has included a copy of the current approval letter from the US DOJ I further affirm that if the Implementing Agency meets the Act criteria and does not have a current written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days after a subgrant application for federal assistance is approved or face loss of federal funds. Signature of Implementing Agency Authorized Official Type Name: James L. Roberts Name of Subgrant Recipient: Monroe County Board of County Commissioners Name of Implementing Agency: Monroe County Board of County Commissioners Title: County Administrator /t /% Date: (4l y 3 FDLE Byrne Formula Grant Application Package EEO Certification Appendix IV —rage 2 9� Rule 11 D-9.006 OCJG — 007 (rev. 04/04/03) Revised 2/95 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: Oct 15, 2003 Division: Management Services Bulk Item: Yes ® No ❑ Department: Administrative Services AGENDA ITEM WORDING: Approval of contracts with providers of programs funded by the Edward Byrne Memorial State and Local law Enforcement Assistance Formula Grant Program. A summary of the providers and amounts is attached. ITEM BACKGROUND: Federal funds are provided throught the Florida Department of Law Enforcement. Substance Abuse Policy Advisory Board (SAPAB) reviews proposals and makes recommendations to BOCC for local funding of programs. PREVIOUS RELEVANT BOCC ACTION: Participation in Byrne Grant Program since approximately 1990. Approval of Certification of Participation at May 2003 meeting. Approval of SAPAB recommendations at May 2003 meeting. Contracts with FDLE are also on today's agenda. CONTRACT/AGREEMENT CHANGES: All are new contracts. However, some providers and programs have been funded in prior years under similar contracts. STAFF RECOMMENDATION: Approval. TOTAL COST: 184,400.00 COST TO COUNTY: 46,100.00 REVENUE PRODUCING: Yes ❑ No BUDGETED: Yes ® No ❑ SOURCE OF FUNDS: ad valorem taxes AMOUNT PER MONTH YEAR APPROVED BY:COUNTY ATTY ® OMB/PURCHASING ® RISK MANAGEMENT DIVISION DIRECTOR APPROVAL: t a-4-1, `'--�. - C-"D , Sheila A. Barker DOCUMENTATION: INCLUDED: ® TO FOLLOW: ❑ NOT REQUIRED: ❑ DISPOSITION: AGENDA ITEM #: Czo K-4--Ul E 6 (Safeport contract not yet received from FDLE)