Item E06Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: Nov 19, 2003 Division: Management Services
Bulk Item: Yes ® No ❑ Department: Administrative Services
AGENDA ITEM WORDING: Approval of contract with Guidance Clinic of the Middle
Keys, provider of the Safeport program funded by the Edward Byrne Memorial State
and Local law Enforcement Assistance Formula Grant Program
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: Contracts with other Byrne -funded providers
were approved at October 2003 meeting: this contract was not received from FDLE in
time for Oct. meeting. 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: New contract, but has been funded in two prior
Years under similar contracts
STAFF RECOMMENDATION: Approval.
TOTAL COST: 69,727.00
COST TO COUNTY: 17,432.00
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:
Sheila A. Barker
DOCUMENTATION: INCLUDED: ® TO FOLLOW: ❑ NOT REQUIRED: ❑
DISPOSITION: AGENDA ITEM #: _,4:�
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Guidance Clinic of the Middle Effective Date: 10/01/03
Keys, Inc.
Expiration Date: 9/30/04
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the
Safeport Residential Drug and Alcohol Treatment Center 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 11/19/03 Agenda Deadline: 11/04/03
CONTRACT COSTS
Total Dollar Value of Contract: $69,727.00 Current Year Portion: $69,727.00
Budgeted? Yes X No Account Codes: 125-06020-530490-GG0411-XXXXXX
Grant: $52,295.00
County Match: $17,432.00
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.
Division Director
Risk Management
O.M.B./Purchasing
County Attorney
Comments:
CONTRACT REVIEW
Changes
Date In Needed
Yes❑ NoE'
0,7d d3 Yes❑ No2'
!o o a 4 Yes[:] No®--'
q*3 Yes❑ No[]'
OMB Form Revised 9/11/95 MC;F';;z
Date Out
/0 i 1��7a
1 D1ZdIO Z
l�03
EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE
FORMULA GRANT FUNDS AGREEMENT
THIS AGREEMENT is made and entered into this day of
2003, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose
address is 1100 Simonton Street, Key West, FL 33040, hereinafter referred to as "COUNTY,"
and Guidance Clinic of the Middle Keys, Inc., whose address is 3000 41st Street, Marathon,
Florida 33050, hereinafter referred to as "PROVIDER."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub -grant of
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to
the COUNTY to implement a program that provides Residential Drug and Alcohol Treatment;
and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the PROVIDER is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State
and Local Law Enforcement Assistance Formula Grant Funds to the PROVIDER in accordance
with the COUNTY'S application for the Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the PROVIDER agree as follows:
1. TERM - The term of this Agreement is from October 1, 2003, through September 30,
2004, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The PROVIDER will provide services as outlined in the COUNTY'S Anti -
Drug Abuse Sub -grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the PROVIDER in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $69,727.00.
The total sum represents federal grant/state sub -grant support in the amount of $52,295.00 and
local matching funds in the amount of $17,432.00, which amount shall be provided by the
county through the grant matching funds account. All funds shall be distributed and expended
in accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain documents
entitled "State of Florida Office of Criminal Justice Grants Florida Department of Law
Enforcement Subgrant Award Certificate and Application" therefor and all laws, rules and
regulations relating thereto are incorporated by reference, (Attachment C).
5. IMPLEMENTING AGENCY BOND - The PROVIDER is an implementing agency
under the COUNTY'S Edward Byrne Memorial State and Local Law Enforcement Assistance
Formula Grant Program, and shall be bound by all the provisions of the documents
incorporated by reference in Section 4 of this Agreement. Additionally, the PROVIDER shall be
bound by all laws, rules, and regulations relating to the COUNTY'S performance under the
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program.
6. BILLING AND PAYMENT
(a) The PROVIDER shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services,
and all other information required by the Program Director. The original invoice shall be sent to:
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty (30)
days of receipt of the correct and proper invoice submitted by the PROVIDER.
7. TERMINATION - This Agreement may be terminated by either party at any time, with
or without cause, upon not less than thirty (30) days written notice delivered to the other party.
The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after
the PROVIDER has received notice of termination. In the event there are any unused Edward
Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds, the
PROVIDER shall promptly refund those funds to the COUNTY or otherwise use such funds as
the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The PROVIDER shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement incorporated in
Section 4 of this Agreement.
9. AUDIT - The PROVIDER shall submit to the COUNTY an audit report covering the
term of this Agreement, within one -hundred twenty (120) days following the Agreement's lapse
or early termination and shall also comply with all provisions of the Agreement incorporated in
Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY:
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
FOR PROVIDER:
David Rice, Executive Director
Guidance Clinic of the Middle Keys, Inc.
3000 41 st Street
Marathon, FL 33050
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the
Florida Department of Law Enforcement cannot be obtained or cannot be continued at a level
sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the PROVIDER at its address specified above. The COUNTY shall not be.
obligated to pay for any services provided by the PROVIDER after the PROVIDER has received
notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the PROVIDER shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect
or religious denomination or in aid of any sectarian institution. Any violation of said statutes,
ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the PROVIDER. If the PROVIDER
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall
assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. INDEPENDENT CONTRACTOR/EMPLOYEE STATUS — The PROVIDER is an
independent contractor. No statement in this agreement shall be construed so as to find the
PROVIDER, its employees, contractors, servants, volunteers, or agents to be employees of the
COUNTY. Persons employed by the PROVIDER in the performance of services and functions
pursuant to this Agreement shall have no claim to pension, worker's compensation,
unemployment compensation, civil service or other employee rights or privileges granted to the
COUNTY'S officers and employees either by operation of law or by the COUNTY.
15. INDEMNIFICATION - The PROVIDER agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or
related to the provision of services hereunder by the PROVIDER.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
By:
Deputy Clerk
Witness
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
M
Mayor/Chairman
GUIDANCE CLINIC OF THE MIDDLE
KEYS, INC.
an
Title:
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations,
county travelers, and contractual parties who have reimbursable expenses associated with
Monroe County business. These guidelines, as they relate to travel, are from Florida Statute
112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs
to also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to requesting a
reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract. This document should not be considered all-inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis.
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter -company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and payroll taxes, check number
and check amount. If a Payroll Journal is not provided, the following information must be
provided: check amount, check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller,
the telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061.
Credit card statements are not acceptable documentation for reimbursement. If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the airport for
a business trip is not reimbursable. Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls are
not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before
noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m.
for dinner reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while
on County business. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of departure. For
example, driving form one's home to the airport for a business trip is not a reimbursable
expense.
Non -allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fundraising, non -sufficient
check charges, penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name) for the time
period of to
Check # Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 XXX.XX
(A) Total $ X,XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X,XXX.XX
I certify that the above checks have been submitted to the vendors as noted and
that the expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners and
will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 2001
by who is personally known to me.
Notary Public
Notary Stamp
ETHICS CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
Date:
STATE OF
COUNTY OF
(signature)
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this day of
.20
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or repair
of a public building or public work, may not submit bids on leases of real property to public
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list."
FOLE
Florida Department of
Law Enforcement
Guy M. Tunnell
Commissioner
October 7, 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: 04-043-11-54-01-018 / Safeport Residential Drug and Alcohol
Treatment Center 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 $52,295 to your unit of government.
These funds shall be utilized to implement a Byrne Program under Purpose Area 13B -
Offender Community Treatment - Local.
A copy of the approved subgrant application with the above referenced grant number
and project title is enclosed for your file. All correspondence with the Department should
always refer to the grant number and project title.
Your attention is directed to Section G of the subgrant, "Acceptance and Agreement"..
These conditions should be reviewed carefully by those persons responsible for project
administration to avoid delays in project completion and cost reimbursements. Also, you
should review the enclosed Subgrant Award Certificate. This certificate contains important
information that applies to this award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date. of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service - Integrity - Respect - Quality
The Honorable 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,
't.
Zto6ilder
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-J3-11-54-01-018 in the amount of $52,295,
for a project entitled: Safeport Residential Drug and Alcohol
Treatment Center 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) (Date of Acceptance)
(Typed Name of Official)
(Typed Title of Official)
Monroe County
(Name of Subgrantee)
MONROE COUNTY ATTORNEY
ROVED A T F RM:
�UZA .HUTTON
A:,51STA T ^ U Y ATTORNEY
%a 3
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
SUBGRANT AWARD CERTIFICATE
Subgrant-ee• Monroe County Board of Commissioners
Date of Award: October 7, 2003
Grant Period: From: 10/01/2003 To: 09/30/2004
Project Title: Safeport Residential Drug and Alcohol
. Treatment Center 3
Grant Number: 04-CJ-J3-11-54-01-018
Federal Funds: $52,295.00
State Agency Match:
Local Agency Match: $17,432.00
Total Project Cost: $69,727.00
Program Area: 13B
Award is hereby made in the amount and for the period shown above
of a subgrant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti -Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-87, or OMB
Circulars A-110 and A-21, in their entirety. It is'also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
04-CJ-J3-11-54-01-018
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.
& LE, L6[_ kuk"
Authorized Official
Clayton H. Wilder
Community Program Administrator
l0 1�03
Date
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
Continuation of Previous Subgrant? Yes
If Yes, enter CJ Contract # of Previous Subgrant
SFY 2003 CJ Contract #
2. This section to be completed by
OCJG
Project ID #
__)Q
Program Area #:
CFDA #: 16.579
SFY 2004 CJ Contract #
2003- CJ - CJ — 5A -11 - 54 -105
2004 — CJ - �3 - l 1 - 5N - - U) b
B. Applicant Information
1. Subgrant Reci lent (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
Name of Chief Executive Official / State Agency Head / Subgrantee representative
(if a subordinate agency of the subgrant recipient): James L. Roberts
County
Monroe
Title: County Administrator
Area Code / Phone #
Address: 1100 Simonton Street
305-292-4441
SUNCOM #
City, County, State, Zip Code: Key West, FL 33040
Area Code / Fax #
E-mail Address: roberts-james@monroecounty-fl.gov
305-292-4544
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page 1
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
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:
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
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
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: William Elwood, PhD
County
Monroe
Title: Safeport Operations Manager
Address: 301 White Street, Building 12
#
Area Code / Phone305-292-6770,
x 29
SUNCOM #
City, County, State, Zip Code: Key West, FL 33040
E-mail Address: william.elwood@gcmk.org =-
Area Code / Fax #
305-292-7133
FDLE Byrne Formula Grant Application Package Grant Application
Section 1l - 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: Safeport Long -Term Substance Abuse Treatment
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 B2 (Subgrantee CFO) or a designee in
their office. If 82 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 XXX
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 It -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. Demand for long-term substance abuse treatment far exceeds capacity in Monroe
County. Currently, there are only 39 long-term treatment slots available in Monroe
County; all of these are operated by the Guidance Clinic of the Middle Keys, Inc.
(GCMK): 12 slots in Marathon at Keys to Recovery (KTR), a 6-month program for
criminally involved men; and 27 slots at GCMK's Safeport program in Key West. There
are only eight publicly funded detoxification beds in the county, which are located in
Marathon at GCMK headquarters. In the period 10/2001-09/2002, 298 unduplicated
clients received substance use detoxification, receiving 2,108 days of service.
Approximately 50 percent of these (;A 50 adults) were encouraged to seek long-term
substance abuse treatment. The only comprehensive long-term treatment program in
Monroe County is GCMK's Safeport program in Key West.
1. b. The extent of people who need and desire treatment and the limitation of Safeport
treatment services to people who are public housing tenants resulted in an extensive
waiting list of prospective clients that has ranged from 20-40 people at any given time.
Many offenders who are court ordered to enter substance abuse treatment in lieu of jail
time must either wait in detention for a local slot to open or be referred to a program on
the mainland.
1. c. Research indicates that offenders generally need more intensive substance
abuse treatment for longer periods of time than do non -criminally involved treatment
clients. GCMK's detoxification facility (the only publicly -funded facility in Monroe
County) refers about 150 people a year to long-term treatment; our substance abuse
intervention program refers an additional 75 clients per year to treatment as well. A
recent examination of the Safeport waiting list found that of 118 individuals who
presented for treatment services, 72% (81/118) were found eligible for services. Of
those 81 eligible individuals, however, only 31 % (25/81) came to receive Safeport
treatment due to the extended wait for services. The limited number of treatment slots
in our area and the prolonged and thorough treatment service required by substance
abuse treatment clients result in the need to increase treatment capacity in this area.
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. This is a stand-alone program.
2.1b. GCMK's short-term goal is to establish and refine the outpatient model of
substance abuse treatment in order to expand treatment capacity in Monroe County.
GCMK's long-term goals include to secure ongoing funding to continue to provide
these expanded treatment services, to use objective evaluation procedures to ensure
performance standards and to suggest programmatic changes; and to provide
technical assistance to other agencies who strive to help similar target populations.
2.c.
(1) GCMK was incorporated in 1973 as a 501(c) (3) nonprofit organization dedicated to
serving the mental health and substance abuse treatment needs of Monroe County
residents. The largest nonprofit provider of mental health and substance abuse
treatment services in Monroe County, GCMK offers a comprehensive continuum of
such services including —but not limited to —prevention, intervention, crisis
stabilization, and (detoxification and substance abuse) treatment.
(2) The Safeport program was founded by the Key West Housing Authority as a
means to eliminate substance abuse disorders among its tenants and to eliminate
illegal drug traffic in its public housing. Although GCMK now supplies Safeport
treatment services, the original focus of Safeport continues to be the basis for the
program, as treatment clients must -be or become public housing tenants. GCMK has
treated 50 Safeport clients, 8 of whom have completed and remain clean and sober.
The majority of those discharged from the program were dually -diagnosed individuals
whose severe mental illnesses led to decompensation and were referred to facilities
with intensive psychiatric services.
c. (3) GCMK's Safeport program is licensed by the Florida Department of Children and
Families to provide day/night, outpatient, and aftercareAreatment services through
February 24, 2004.
c. (4) Please refer to appendix section dealing with program area 13.
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- 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 Proqram
d. N/A, not a multi jurisdictional task force.
e. GCMK's Safeport program provides outpatient treatment services at intensity levels
and durations appropriate to each client's substance abuse disorders. Clients will
receive individual counseling, group counseling, relapse prevention training, and
related education as appropriate to addiction severity and client progress.
Approximately 12 clinical staff positions are designated to provide treatment services.
The clinical coordinator position requires licensure. The incumbent is a licensed mental
health counselor (LMHC) in Florida and she is supervised by a MSW who is a certified
addictions professional (CAP). The clinical coordinator position requires licensure. All
clinical staff members are full-time GCMK employees. The lead clinical positions are
as follows:
Staff member title position description
Robin Lee, LMHC clinical coordinatorSupervises clinical staff, monitors client
Chris A. O'Brien, MS SA counselor
Frances C. Luppi, BA SA counselor
C. Jane Williams client services
progress
Provides individual therapy, facilitates
advanced group counseling
Provides individual therapy, facilitates
relapse prevention counseling
Facilitates intensive case
coordinator management including, but not limited
to, housing needs, medical care,
psychiatric care, employment
training/placement.
f. Project equipment includes, but is not limited to, personal computers, computer'
server, laser printers, televisions and VCRs, and photocopier. Computers and printers
are used to record notes on treatment services which are printed and placed in client
charts as directed by Florida DCF. Some programming includes the playing of
videocassettes, which includes the transmission of didactic information as well as
information designed to stimulate discussion. Other information is conveyed through
handouts which are duplicated on GCMK's photocopier.
g. GCMK's Safeport program is located within the Porter Place public housing .
complex. The mailing address is, 301 White Street, Building 12, Key West, FL 33040.
(1) The site is within the City of Key West, Monroe County, Florida.
(2) N/A
(3) N/A
2. h. Description of activities and frequency:
Outpatient treatment for substance abuse disorders -
FDLE Byrne Formula Grant Application Package Grant Application
Section Il - Page 6
Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03)
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Nlemorial State and Local Law Enforcement Assistance Formula Gran Program
Treatment Planning- an individualized, written plan of action that directs all treatment
services and is based upon information from the assessment and input from the client
served. The plan establishes client goals and corresponding measurable objectives,
time frames for completing objectives, and the type and frequency of services to be
provided.- one per admission.
Individual Therapy- the process, conducted in a facility licensed under Chapter 397,
F.S., of engaging a client in a discussion of issues associated with the client's
substance abuse and associated problems in an effort to work toward a constructive
resolution of those problems and ultimately toward recovery. - 2-5 per month.
Family Therapy- the process, conducted in a facility licensed under Chapter 397, F.S.,
of engaging a client and their family in a discussion of issues associated with the
client's substance abuse and associated problems in an effort to work toward a
constructive resolution of those problems and ultimately toward recovery. -1-2 per
month if needed.
Group Therapy- the process, conducted in a facility licensed under Chapter 397, F.S.,
of engaging a client in a group session in a discussion of issues associated with the
client's substance abuse and associated problems in an effort to work toward a
constructive resolution of those problems and ultimately toward recovery. - 4-10 per
month.
Life Skills/Education- information dissemination to improve skills associated with sober,
self-sufficient living to reduce negative behavior and to improve responsible behavior.
Examples include, but are not limited to, job readiness, specific employment skills, and
personal budgeting/financial management. - 2-5 per month.
Treatment Plan Review- review of the clients' individualized, written plan of action that
directs all treatment services and is based upon information from the assessment and
input from the client served. -Monthly.
Aftercare
Individual Therapy- the process, conducted in a facility licensed under Chapter 397,
F.S., of engaging a client in a discussion of issues associated with the client's
substance abuse and associated problems in an effort to work toward a constructive
resolution of those problems and ultimately toward recovery. -1-2 per month.
Group Therapy- the process, conducted in a facility licensed under Chapter 397, F.S.,
of engaging a client in a group setting in a discussion of issues associated with the
client's substance abuse and associated problems in an effort to work toward a
constructive resolution of those problems and ultimately toward recovery. -2-5 per
month.
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page 7
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 �
2.i. Target Groups, Clients, and Participants
(1) Safeport program clients will be those individuals with criminal histories who are
assessed and found likely to benefit from the treatment services funded by the Byrne
Memorial program.
(2) Clients will be referred by the 161 Judicial Circuit, the Monroe County Sheriffs
Department, or the Key West Police Dept. Non -detained individuals will receive
appointments for a comprehensive psychosocial and addiction severity assessment.
Individuals detained by the Monroe County Sheriff's Ofce will be seen within the
Detention Center at times mutually convenient for GCMK and MCSO.
2.j. DCF and CSAT (the Safeport program's main funding source) require specific
follow-up procedures of our clients. These include current address and phone contact
information as well as data collection. The current Safeport program evaluation plan
requires information collected on clients for no less than 18 months after completion of
treatment requirements.
Contact information (including contacts on friends/family members/"someone who
always will know where you are") is collected at initial assessment, intake, and at
discharge to provide maximum opportunities to contact former clients. GCMK also
works with other agencies including, but not limited to, Key West Housing Authority,
DCF, Southernmost Homeless Assistance League, 16' Judicial Circuit, and the
Monroe County Sheriffs Office to find former clients who cannot be reached.
After ensuring that the proper releases are on file, the client services coordinator
(CSC). contacts the appropriate staff person at each organization (e.g., former
counselor at 161h Judicial Circuit Drug Court; Key West Housing Authority housing
manager) to see if s/he knows that individual's whereabouts. The CSC also takes
easier steps, such as checking the Monroe County Sheriffs Website to see if that
former client is in custody. GCMK follow-up location procedures also include sending
confidential letters (i.e., that do not refer to drug treatment) stating that their input is
needed for "an ongoing human health study." Only after exhausting these and other
resources is a former client considered "lost -to -follow-up."
GCMK was incorporated in 1973 as a 501(c) (3) nonprofit organization dedicated to
serving the mental health and substance abuse treatment needs of Monroe County
residents. The largest nonprofit provider of mental health and substance abuse
treatment services in Monroe County, GCMK offers a comprehensive continuum of
such services including —but not limited to —prevention, intervention, crisis
stabilization, and (detoxification and substance abuse) treatment.
GCMK's Safeport program has been a collaboration between the Guidance Clinic and
the Key West Housing Authority (Key West Housing Authority). GCMK has provided
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
the clinical program to public housing tenants who rent one of 25 units in the Porter
Place complex assigned for the use of Safeport clients. Byrne grant funding has
allowed GCMK and Key West Housing Authority (as current landlord and previous
treatment provider) the opportunity to augment treatment services for criminally -
involved individuals and to demonstrate the utility of providing a residential approach to
substance abuse treatment for once these criminally -involved clients become public
housing tenants.
GCMK proposes to increase the opportunities for successful treatment outcomes by
providing treatment to criminally -involved clients who meet any of the following criteria:
✓ Residency in any KWHA public housing unit,
✓ Recipient of a Section 8 voucher (program managed by KWHA), or,
✓ Certified as eligible for either of these programs.
As a result, we also propose to increase our original goals (7 treatment clients, 2
program graduates) to 18 criminally -involved clients and 10 program graduates.
An additional change to this revised treatment program curriculum includes
individualized treatment plans that allow each client to begin to receive services
appropriate to the severity of the substance abuse disorder(s). Traditionally, all
Safeport clients progressed through a residentially -oriented, progressively reduced
treatment schedule. GCMK now proposes specific treatment plans of individualized
duration for each Byrne client. GCMK clinical staff will use standard psychosocial
assessments and ASAM criteria to create treatment plans and to provide services
using the following treatment modalities (that correspond to DCF licensing standards):
• Day/night treatment: Approximately 12 hours of group and individual counseling
per week (four days per week) with part-time employment or employment
readiness training as part of each client's treatment plan.
• Outpatient treatment: Treatment intensity reduces to 6-10 hours of group and
individual counseling twice weekly.
All individuals eligible for services under this grant are referred though the criminal
justice system. As a result, they inherently are criminally involved. GCMK staff works
with Monroe County Sheriff's Office, Florida Department of Corrections, the 16"'
Judicial Circuit, and other arms of the criminal justice system to secure referrals to
GCMK's Safeport treatment program.
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
Part ii
Offender Community Treatment
State Program Area 13
This document provides guidance for project applications prepared for state
program area 13. 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 13:
Providing programs which identify and meet the treatment needs of adult and
juvenile drug -dependent and alcohol -dependent offenders.
93B: Local Offender Community Treatment
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.
Project Accomplishments: The Safeport program has provided substance abuse
treatment services to an average of four criminally -involved clients per month
throughout the two years of this project. The program also graduated one client who
completed the entire curriculum required to be a "graduate" (rather than, e. g., a
"completer") —and remains clean and sober. Two additional Byrne -funded clients were
completed rather than graduated from the program as they met personal and legal
goals for treatment but did not complete the entire curriculum.
2. Briefly describe any major obstacles that were identified the previous year
and what approach to overcoming them is incorporated in the current year.
If the change from therapeutic community to outpatient treatment model involves a
problem, that problem is one that pervades all Monroe County —namely, affordable
housing. Key West Housing Authority's public housing,tenants are increasingly those
FDLE Byrne Formula Grant Application Package Grant Application
Section 11 - Page 10
Rule 71 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
people who work full-time in service- and clerk -level positions. The rapid and
outrageous increase in real estate costs has contributed to Key West and Monroe
County having the highest cost of living in the entire state of Florida. As a result,
working people have come to reside in public housing —which has reached 100%
occupancy with an extended waiting list. The "housing crunch" prevents the movement
of former Safeport client/tenants from the Safeport compound to other public housing,
or even private, units. The outpatient model acknowledges this reality while it
empowers GCMK to increase the capacity of the Safeport 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.
Our proposed change is an approach from a therapeutic community/residential model
to an outpatient model is to provide treatment services as licensed by DCF within the
constraints imposed by HUD. In so doing, GCMK is able to expand treatment capacity
for all clients —including criminally -involved clients who meet Byrne guidelines.
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.
None.
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.
SERVICE PROVIDER / PERSONNEL
1. Identify the service provider agency that will be part of this project.
Guidance Clinic of the Middle Keys, Inc. Safeport program
2. Be sure to include the following information if the provider is known:
a. List the Service Provider Name
b. Identify the Service Provider's administrative location.
c. Will the relationship of the Subgrantee or Governmental Implementing Agency to
the Service Provider be a contractual one? Or are they administratively part of
either the subgrantee and/or implementing agency?
Contractual.
d. Does the agency providing the proposed service require a license?.
Yes, all licenses are in good standing through February 24, 2004.
e. List all licenses the Service Provider will use -in providing onl the
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page i 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
services through this contract. Do not list all other licenses the Service
Provider holds.
Pertinent Florida DCF licenses:
General intervention, Day/night, Outpatient.
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.
Guidance Clinic of the Middle Keys, Inc., in Key West
301 White Street, Building 12
Key West, FL 33040
305/292-6770
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.
Clinical Coordinator: Responsible for overseeing and approving all client
treatment plans, provision of all counseling services, and training of staff
involved with client care.
Substance Abuse Counselor: Provides weekly individual therapy with clients,
leads more intensive group counseling sessions, records client progress in
respective client charts, consults with clinical coordinator on client progression
and concerns.
Group Counselor: Leads less intensive group counseling sessions, records
group progress notes in respective client files, reports on specific issues to
clients' counselors and clinical coordinator.
b. Indicate the number of staff who will provide project activities.
Twelve staff members, including clinical coordinator, four counselors, one group
counselor, one client services coordinator, substance abuse technicians, and
intervention specialists.
c. Specify whether positions are Agency or Contract staff.
All are agency staff members
FDLE Byrne Formula Grant Application Package Grant Application
Section // - 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
d. Indicate whether positions will be funded with project funds.
No positions will be funded expressly with Byrne grant funding. Instead, GCMK
seeks to be reimbursed for treatment services under guidelines established with
Monroe County grants management office and FDLE.
e. Specify whether positions provide services under a Service Provider's
license.
DCF
f. Indicate whether positions require a license for individuals providing
project services.
The Clinical Coordinator requires state licensure. The current clinical
coordinator is a licensed mental health counselor (LMHC). Her license expires
on March 31, 2005.
Substance Abuse Counselors requires bachelor's degree in counseling,
psychology, or social work with special emphases and/or experience in
addiction studies. Incumbents in this position may have advanced degrees and
licenses, but are not necessarily required to do so. More accomplished (i.e.,
degrees, licensed) counselors lead more advanced group counseling sessions.
All SA Counselors are supervised by the Clinical Coordinator.
Group Counselor requires a bachelor's degree in counseling, psychology, or
social work.
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.
Clinical coordinator's state license (LMHC) expires March 31, 2005. .
Substance Abuse Counselor: N/A
Group Counselor: N/A
TARGET GROUP
1. -Identify the basic demographics of your target group. Include age range and
gender.
Target group consists of criminally involved adult substance abusers —both male and
female. See also, 2.i, under program description.
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.
18 Byrne -funded clients are planned; 10 are expected to complete treatment
successfully.
3. In 300 words or less, respond to the following items regarding the selection
of clients for treatment.
FDLE Byrne Formula Grant Application Package Grant Application
Section 11 - 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
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.
Clients will be referred from City of Key West Police Department, the Monroe
County Sheriff's Office, and the 161 Judicial Circuit Court.
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.
Individual qualitative criteria will be considered when each client presents for
treatment. Examples include, but will not be limited to, previous times in substance
abuse treatment, types of previous treatment, types of past offenses previous
public housing tenancy, eligibility for public housing tenancy. It is not known how
these less standard criteria can or will influence the admissions process. For
example, a client who participated repeatedly in outpatient treatment programs but
never completed successfully could be referred outside the county for more
restrictive programs. A client whose charges included domestic battery would be
denied public housing tenancy unless s/he completed an anger management
course successfully or found other means to satisfy this requirement.
c. Identify by position title(s) the individuals that will determine client
eligibility.
Clinical Coordinator
ACTIVITIES
1. If your project does not stand alone, but is part of an existing program, please
describe this relationship.
Stand alone.
2. Please indicate the activities your project will provide. Select from the
following list of commonly funded activities or add additional activities, as
appropriate.
See checked boxes below.
Note: Please be consistent between activities you select from the list and the
Objectives and Performance Measures on which you will be reporting:
Common:Treatment;Project"Activities ;>
Medical Assessment
X
Psychosocial Assessment
FDLE Byrne Formula Grant Application Package Grant Application
Section // -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
X
Treatment plans
X
Intake and Screening
X
Case Management
X
Drug Screening / Testing
X
Educational programs for relapse prevention
Counseling
X
Vocational Training
Transportation
X
Court Liaison
Offender Tracking
X
Individual Therapy
X
Group Therapy
X
Family Therapy
Short -Term Counseling
Diagnostic Activities
Meals
X1
Referral to community resources
Residential Services
Other
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 group
counseling for 10 clients)
c. Estimate the frequency that the project will perform this activity.
• Psychosocial assessments occur at presentation for services, at intake, and
intermittently throughout the treatment process. The unit of measurement is
at least one -hour duration and the frequency is monthly.
Treatment plans: clients will have treatment plans created for them at intake.
They will be revisited regularly and revised in accordance with client
progress (or lack thereof) and client input. (one treatment plan per client
every 30 days). The unit of measurement is one treatment plan per client
and the frequency is every 30 days.
• Intake and screening is where referred individuals will be screened for
services. Clients will participate in intake procedures of at least one hour
during the fiscal year and the frequency is once during the fiscal year.
• Educational programs for relapse prevention teach clients to recognize
triggers (e.g., people, places) for cravings to ,use problem substances.
Equally important, clients also learn adaptive strategies to avoid triggers and
to cope with them productively should they be encountered. Clients will
participate in at least one, one -hour relapse prevention group counseling
group and the frequency is once a week.
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
• Court liaison services include oral and written representation of client
progress or lack thereof to the justice system. Such services also could
involve appearing in court with or without clients. Clients in need of court
liaison services will receive them as appropriate in terms of recurrence and
time length.
• Individual therapy involves guided discussions regarding a client's issues
related to substance abuse as well as the problems emanating from
substance abuse disorders. Clients will receive no less than one, one -hour
individual counseling session and the frequency is once per week.
• Group therapy encourages clients to present and process issues, information,
and impressions related to the recovery process. These supervised group
counseling sessions are led by a senior -level counselor. Clients will receive
no less than three, one -hour group counseling sessions and the frequency is
once per week.
• Family therapy permits a client to deal with issues related to her/his
addictions and the consequences of addiction to the family structure and
members. The goal is to provide clients and family members with guidance
to repair and strengthen the family structure and to convey functional means
of relations. Clients will receive no less than one, one -hour family counseling
session as appropriate to the respective composition of each client family and
the frequency varies upon circumstances.
• Referral to community resources links clients to services related to resolving
their substance abuse problems. Examples include monitoring of psychiatric
prescriptions, GED training, and vocational training. clients will receive
referrals to community resources as appropriate to the assessment of their
problems and the frequency varies upon circumstances.
d. Estimate the number of participants that will engage in this activity.
18 clients will be served for all activities.
e. Estimate the number of defined units that the project will provide.
4. In 200 words or less, respond to the following items regarding the treatment
services.
a. What is the expected length of treatment?
Treatment plans will be individualized per client based on substance abuse and (if
applicable) other co-occurring disorders. The (mean) average length of treatment is
anticipated to be 12 months.
b. Are there different phases of treatment? If so, please describe.
There are no "phases" of treatment, per se. Instead, services will be provided in
relation to results from psychosocial assessment and state regulations as follows:
Day/night treatment will be provided in accordance with state (DCF) licensing
regulations: three hours per day for at least four days per week, with a minimum of
four (individual, family, or group) counseling hours. Treatment intensity will
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
increase or decrease based on clients' progress in attaining goals that are part of
their individualized treatment plans.
Outpatient treatment will be provided in accordance with DCF licensing
requirements. Although the minimum requirements for this modality is one
counseling session per week, it is more likely that an outpatient client will participate
weekly in one or two counseling groups and one individual counseling session —at
least during the first few weeks in the outpatient modality. Treatment intensity will
increase or decrease based on clients' progress in attaining goals that are part of
their individualized treatment plans.
5. 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..
Successful program completion will be measured by achievement of the goals in each
client's treatment plan.. Achievement of those goals can be met by attendance in all
classes/groups in the program and remaining drug -free by client -report and random
testing. Contact information (including contacts on friends/family members/"someone
who always will know where you are") is collected at initial assessment, intake, and at
discharge to provide maximum opportunities to contact former clients. GCMK also
works with other agencies including, but not limited to, Key West Housing Authority,
Dept. of Children and Families, Southernmost Homeless Assistance League, 16"'
Judicial Circuit, and the Monroe County Sheriff's Office to find former clients who
cannot be reached.
6. What happens if someone does not successfully complete his or her
treatment? If this includes expulsion, list the criteria.
Non -compliant clients may be discharged from treatment, but always with referrals to
more appropriate services and, if appropriate, notice to the Court.
7. Will sanctions and/or incentives be used to encourage completion and
compliance with the treatment plan? If yes, respond to the following.
No sanctions or incentives will be used.
8. 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" 1997.
In addition, note Section G of the contract regardirig requirements for collection and
maintenance of data.
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- 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
9. 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.
No special training, outside of each professional staff members required continuing
education to maintain credentials, is planned.
10.If equipment purchases will be a significant part of the project funding,
describe how this equipment will be used in project operations.
No equipment purchases are planned.
COOPERATING OR PARTICIPATING AGENCIES
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.
GCMK is the only agency that will provide treatment services. Potential clients may be
referred by organizations including
16th Judicial Circuit, Monroe County, FL,
Monroe County Sheriff's Department,
Non -detained individuals will receive appointments for a comprehensive psychosocial
and addiction severity assessment. Individuals detained by the Monroe County
Sheriff's Office will be seen within the Detention Center at times mutually convenient
for GCMK and MCSO.
2. Describe the role of each agency / organization.
The cooperative role for these organizations is limited to referral, supervision, and
followup. Referrals have occurred formally and informally. For example, judges have
expressly ordered clients to present for the Safeport program's services. Counselors
with the 16th Judicial Circuit's Drug Court program may call the clinical coordinator to
arrange for an appointment. Supervision occurs with progress reports to monitoring
personnel (i.e., parole/probation officer, DCF case supervisor, Drug Court counselor,
judge, KWHA housing manager). Followup involves contacting the aforementioned
individuals to determine a former client's whereabouts.
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.
Yes. All, these relations are established and in good standing.
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 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 Prooram
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 Il, Part II, for a listing of authorized program areas. (Select only 1
Program Area)
013 Offender Community Treatment — Local
M (Title)
b. List Uniform Objectives first, followed by any other appropriate objectives you
may wish to address. If additional objectives are included, please identify
whether they are Project Specific or Self -Generated Objectives. Uniform and
Project Specific Objectives form the basis for collection of data and quarterly
performance reporting.
Uniform Objectives (Mandatory, copy as worded for the program area
addressed and include all appropriate questions. Include Objectives from
only 1 program area, Objectives from a different program area could be
included as Project Specific Objectives). -
Provide treatment services through various treatment modalities to eighteen (18) individuals.
Part 3 - During this reporting period, how many clients were provided OUTPATIENT services? [This
number should only include those clients who were NEW ADMISSIONS and/or READMISSIONS during
013.01 this reporting period].
Part 7 - During this reporting period, how many clients were provided AFTERCARE services? [This
number should only include those clients who were NEW ADMISSIONS and/or READMISSIONS during
this reporting period].
Provide an array of treatment services.
Part 1 - Were most clients provided psychosocial assessments?
Part 3 - Were most clients provided urinalysis?
Part 4 - Were most clients provided case management services?
Part 5 - Were most clients provided counseling services?
013.02 Part 6 - Were some clients provided rehabilitation services?
Part 7 - Were some clients provided with court liaison services?
Part 8 -.Were a significant number of clients referred to outpatient or residential treatment or other
community services?
Part 9 - Were most clients provided relapse prevention training services?
Part 10 - Were most clients provided vocational training and employment services?
Assist ten (10) clients to successfully complete their treatment plan.
Part 3- During this reporting period, how many OUTPATIENT clients successfully COMPLETED their
013.03 treatment?
Part 5- During this reporting period, how many AFTERCARE clients successfully COMPLETED their
treatment?
FDLE Byrne Formula Grant Application Package Grant Application
Section 11 - Page 19
Rule 11 D-9.006 OGJG — 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
Aug
Sep
Submit Financial Reimbursement
X
X
X
X
Requests
Submit Financial Closeout Package
Submit Quarterly Program Reports
(04)
(04)
(04)
x
(
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
Psychosocial Assessment
X
X
X
X
X
X
X
X
X
X
X
X
Treatment Plans
X
X
X
X
X
X
X
X
X
X
X
X
Intake and Screening
X
X
X
X
X
X
X
X
X
X
X
X
Case Management
X
X
X
X
X
X
X
X
X
X
X
X
Drug Screening/Testing
X
X
X
X
X
X
X
X
X
X
X
X
Educational programs for relapse
X
X
X
X
X
X
X
X
X
X
X
X
prevention
Vocational Training
X
X
X
X
X
X
X
X
X
X
X
X
Court Liaison
X
X
X
X
X
X
X
X
X
X
X
X
Individual Therapy
X
X
X I
X
X
X
X
X
X
X
X
X
Group Therapy
X
X
X
X
X
X
X
X
X
X
X
X
FDLE Byrne Formula Grant Application Package Grant Application
Section l/ - 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
Family Therapy
X
X
X
X
X
X
X
X
X
X
X
X
Referral to community resources
X
X
X
X
X
X
X
X
X
X
X
X
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
F. Project Budget
1. Budget Schedule
a. The Project Budget Schedule includes five Budget Categories (Salaries and
Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect
Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of
the Total Budget.
b. Enter the amount of federal, matching, and total funds by budget category that you
will use to support project activities. Enter dollar amounts only in applicable
categories based on totals from the Budget Narrative and leave others blank. Total
Local Match must be a minimum of 25 percent of the Total Budget.
I 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 52,295.00 I 17,432.00 I 69,727.00
Services
Expenses
Operating Capital
Outlay
Indirect Costs
Totals I 52,295.00 I 17,432.00 I 69,727.00
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page 22
Rule 11D-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
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.
Continue on additional pages if necessary.
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
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
appropriate approval of this plan. n/a
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?
An individualized treatment plan will be prepared for each client according to
his/her needs. Services will be delivered based on the treatment plan. A
schedule of services for Outpatient Treatment and Aftercare is shown below.
Based on a representative schedule of services, 18 unduplicated individuals
will be served with 10 of those individuals successfully completing the
program
Outpatient Treatment
total
Service
Rate
Duration
units
rate
total $
45-75
Treatment Planning
$97.00/plan
min
15.00
97.00
1,455.00
Indivdual Therapy
$110.00/hour
60 min
310.00
110.00
34,100.00
Family Therapy
$110.00/hour
60 min
103.00
110.00
11,330.00
60-90
Group Therapy
$35.00/session
min
180.00
35.00
6,300.00
60-90
Vocational Training
$25.00/session
min
90.00
25.00
2,250.00
20-30
Psychosocial Assessment
$48.50/assess.
min
72.00
48.50
3,492.00
Aftercare
Service
Rate
Duration
Indivdual Therapy
$110.00/hour
60 min
60.00
110.00
6,600.00
Group Therapy
$35.00/session
60-90
min
120.00
35.00
4,200.00
69,727.00
The rates shown above have been established based on costs established
under guidelines from the Florida Department of Children and Families.
FDLE Byrne Formula Grant Application Package Grant Application
Section I/ - Page 24
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
The total budget for the project is as follows:
Grant Request (Byrne Funds)
$52,295
Local Match (County Funds)
17,432
Total Grant Program Costs
$69,727
Purchasing methods to be used will conform to existing Federal, State, and
Local laws and regulations.
Monroe County will contract with The Guidance Clinic of the Middle Keys,
Inc. for this project.
FDLE Byrne Formula Grant Application Package Grant Application
Section 11 - Page 25
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.
1. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the
current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide and
Byrne Program Guidance Document as well as Florida laws and regulations including the Florida
Administrative Code Chapter 11D-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 States Local and Indian Tribal Governments", or OMB CircularA-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 insufficient detail for proper pre -audit and post -audit.
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page 26
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
(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.
FDLE Byrne Formula Grant Application Package Grant Application
Section R - 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
c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida
Statutes.
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, Rtlles 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
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page 28
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
complete, the submitted report shall include any management letters issued separately and management's
written response to all findings, both audit report and management letter findings. Incomplete audit reports
will not be accepted by the Department and will be returned to the subgrant recipient.
c. The subgrant recipient shall have all audits completed by an Independent Public Accountant (IPA). The
IPA shall be either a Certified Public Accountant or a Licensed Public Accountant.
d. The subgrant recipient shall take appropriate corrective action within six (6) months of the issue date of
the audit report in instances of noncompliance with federal laws and regulations.
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
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
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:
(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
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
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 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
FDLE Byrne Formula Grant Application Package Grant Application
Section 11 - Page 31
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
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 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
FDLE Byrne Formula Grant Application Package Grant Application
Section H - 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
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 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 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 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.
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page 33
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
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
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 involuntarily excluded from participating in this covered transaction, unless authorized
by the Department.
38. Federal Restrictions on Lobbying
a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on Lobbying" and shall
file the most current .edition of the Certification And Disclosure Form, if applicable, with each submission
that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative
agreement of $100,000 or more; or federal loan of $150,000 or more.
b. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by Section 135Z Title 31, United States Code. Any person who fails to
file the required certification is subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each failure to file.
c. The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an officer
or employee of congress, or an employee of a member of congress in connection with the awarding
of any federal loan, the entering into of any renewal, amendment, or modification of any federal
contract, grant, loan or cooperative agreement.
(2) If any non-federal funds have been paid or shall be paid to any person for influencing or attempting
to influence an officer or employee of congress, or an employee of a member of congress in
connection with this federal contract, grant loan, or cooperative agreement, the undersigned shall
complete and submit the standard form, Disclosure of Lobbying Activities, according to its instructions.
FDLE Byrne Formula Grant Application Package Grant Application
Section ❑ - 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
(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;
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page 35
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. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment,
and contaminated materials and wastes from the site(s) of each seized clandestine laboratory;
6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed 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 36
Rule 11 D-9.006 OCJG — 005 (rev. 04104/03)
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
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 application for deral assistance is approved or face loss of federal funds.
Signature of Subgrantee Authorized O icial
Type Name: James L. Roberts
Title: County Administrator
FDLE Byrne Formula Grant Application Package EEO Certification
Appendix IV - Page-2-0f2" 3�
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 applicatiop 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: (0 1 W05
FDLE Byrne Formula Grant Application Package EEO Certification
Appendix IV - Page z of-2- 3
Rule 11 D-9.006 OCJG - 007 (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
H. 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.
s K Y77
of Crirrttn
Signature: V(. l� . ,
Typed Name and Title: Clavton H. Wilder, Community Program Administrator
Date: (n -1-• u
NX
(Commissi -C i y`
aes g e es . tatiVe,�
Typed Name of Subgrant Recipient Monroe County Board of Coun Commissioners
Signature:
Typed and Title_ James L. Roberts. County Administrator
Name
Date:
Typed Name of Implementing Agency: Monroe County Board of County Commissioners
Signature:
Typed Nampa fiTitle James L. Roberts. County Administrator
Date:
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page.m-3 Ct
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
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.
"Statof o
�� ��� f ` � Department o�aw info ce ent �.
,
g
r
Signature:
Typed Name and Title: Clayton H. Wilder, Community Program Administrator
Date: UO Q — U 3
ut, onzi g,�ficial . °" me to nl
Typed Name of Subgrant Recipient Monroe County Board of County Commissioners
Signature -
Typed Name and Title James L. Roberts. County Administrator
Date:__ tp V
`� Imple,� ent�ngA a cy �
Officia mihis�,�rator ors es�g � R
y
'
, e p ese"' ive
{��� x'3 N:R +sY .vA. '��';^f. ,`..s 5,�•".seti- r�e. ��.�i.�i%'�`�`}�'..,e�S bS ¢E�, ,, .. a§'� 'e�� '�'� a
� .q
Typed Name of Implementing Agency: Monroe County Board of County Commissioners
Signature: -�
Typed Name and Title James L. Roberts. County Administrator
Date: �l Y163
FDLE Byrne Formula Grant Application Package Grant Application
Section 11- Page,36—�
Rule 11 D-9.006 OCJG — 005 (rev. 04/04103)