Item C21BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: January 21, 2004
Bulk Item: Yes ® No ❑
Division: Management Services
Department: Grants Administration
AGENDA ITEM WORDING: Approval to apply for Residential Substance Abuse
Treatment Grant and for the Mayor to sign the application and related certifications and
attachments DRAFT application is attached.
ITEM BACKGROUND: Application has already been signed and mailed. It was received
on December 10 2003 too late for December agenda deadline. Staff expected to
receive application in January and it to be due in February. Application is due January
Y Funds are provided through the Florida Dept of Law Enforcement to implement the
Residential Substance Abuse Treatment Program for inmates in correctional institutions
with six to twelve months remaining on their sentence. This grant is currently used to
fund the Jail Incarceration Program administered by the Care Center for Mental Health
at the Detention Center on Stock Island This will be the third year of the program.
PREVIOUS RELEVANT BOCC ACTION: Approval to apply past two years; approval of
contracts with FDLE and Care Center for Mental Health past two years.
CONTRACT/AGREEMENT CHANGES: n/a
STAFF RECOMMENDATION: Approval
TOTAL COST: proposed $183,669.00, BUDGETED: Yes ® No ❑
subject to FDLE approval (current near is
149,829.00)
COST TO COUNTY: proposed SOURCE OF FUNDS: Fine and Forfeiture
$45 918.00 subiect to FDLE approval Fund — ad valorem taxes.
(current year is 49,943.00)
REVENUE PRODUCING: Yes ❑ No ® 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 #: C(�-1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
FREQUENTLY ASKED QUESTIONS
The following are answers to frequently asked questions related to the Residential Substance Abuse Treatment
(RSAT) for Prisoners Held in Community Correctional Facilities Program currently being implemented by the Florida
Department of Law Enforcement. Most of the questions have been raised by officials in offices that are responsible for
administration of this federally funded grant program. This document provides guidance regarding the program
provisions and requirements.
PURPOSE
1. Question: What is the purpose of the RSAT for Community Corrections Prisoners Program?
Answer: The purpose of the program is to assist units of local government to develop and implement
residential substance abuse treatment programs in local correctional and detention facilities in
which prisoners are incarcerated for a period of time sufficient to permit substance abuse
treatment.
ELIGIBILITY
2. Question: Who is eligible to apply?
Answer: Eligible applicants include a Board of County Commissioners and Chairman or designated
representative thereof representing a county in the State of Florida.
MATCHING FUND REQUIREMENT
3. Question: Is there a matching fund requirement?
Answer: Yes. The federal share of the program may not exceed 75 percent of the total program. The 25
percent matching fund requirement must be in the form of a cash match. Cash match is defined
as cash spent for project -related costs which are allowable applications of federal funds. Federal
funds may not be used as match.
PROGRAM DEVELOPMENT AND DESIGN
4. Question: What are the basic program design requirements?
Answer: Programs shall:
• Last between six and 12 months. Each offender with a substance abuse problem must
participate in the program for not less than six nor more than 12 months, unless he or she
drops out or is terminated;
• Be provided in residential treatment facilities where every effort is made to separate program
participants from the general correctional population (totally separate facilities or a dedicated
housing unit within a facility exclusively for use by program participants); kitchen and
recreational facilities may be shared with the general correctional population, but offenders
served under these programs should otherwise be separated;
• Focus on the substance abuse problems of the inmate;
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Florida Department of Law Enforcement
• Develop the inmate's cognitive, behavioral, social, vocational, and other skills to solve the
substance abuse and related problems; and,
• Have in place and continue to require or agree to implement urinalysis and/or other proven
reliable forms of drug and alcohol testing of individuals assigned to residential substance
abuse treatment programs in correctional facilities. The applicant must include a description
in the subgrant application of its current drug testing program, the number of offenders tested,
and plans to expand or continue these programs.
5. Question: Will funding preference be given to program models meeting enhanced requirements?
Answer: Yes. Funding preference will be given to programs which:
• Feature individualized treatment plans incorporating aftercare services.
• Exhibit linkages to aftercare services. Linkages shall be evidenced by Letters of Intent drawn -
up on aftercare agency letterhead and signed by authorized representatives. Subgrant
applications with letters which clearly indicate that RSAT graduates will be given priority -
access to aftercare services will receive additional preference.
• Provide residential treatment facilities that are totally separate from the general correctional
population (programs which share kitchen and recreational facilities with the general
correctional population will not receive preference).
• Are new programs, i.e., the subgrant application must state that the program is a new program
and indicate that residential substance abuse treatment services will not be available in the
planned area of service unless the subgrant application is awarded. The subgrant application
must clearly indicate that the proposed program does not represent an enhancement or
expansion of a pre-existing program in order to receive preference.
6. Question: Can the program be designed to last less than six months?
Answer: No. Federal statutes require that the program last between six and 12 months. A subgrant-
funded program should accept inmates who can participate in the residential phase of the
program for at least six months.
7. Question: Can inmates participate in the program for longer than twelve months?
Answer: No. Studies have shown that the effectiveness of a residential treatment program begins to
decrease if the offender remains in the program too long. This is not to suggest that offenders
will not require additional treatment and support after the residential portion of the program. The
program should be designed with at least two phases, i.e., the grant -supported residential phase,
followed by an intensive and comprehensive aftercare program which is not grant -supported.
8. Question: Can funds be used to treat offenders who abuse alcohol?
Answer: Yes. Substance abuse refers to both alcohol and drug abuse.
9. Question: Must the program be located within a jail?
Answer: No. Residential treatment may be provided in conventional jail facilities, as well as boot camps,
halfway houses, residential community corrections programs, and other similar types of
residential correctional facilities.
FREQUENTLYASKED QUESTIONS SFY 2004
Section I Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
10. Question: Can the program be designed to provide, for example, three months of residential
Treatment in an institution and the balance in a residential correctional facility, such as a
halfway house, in the community.
Answer: Yes, as long as the residential portion of the program lasts between six and twelve months. If the
program is split, the two residential components must be coordinated to provide a continuity of
services. An aftercare component should still be available to provide treatment services and
support to the offenders after release from the community residential component.
11. Question: The treatment facility must be set apart or totally separate from the general correctional
population. What does "set apart" or "totally separate" mean?
Answer: "Set apart" and "totally separate" mean a building, component, or dedicated housing unit within a
correctional facility that is exclusively for use by program participants. It should separate the
participants by sight and sound and have a dedicated space for housing and for program
activities. Program participants may share facilities with the general population for meals,
recreation, general education and other activities.
AFTERCARE
12. Question: May grant funds be used to pay for aftercare services?
Answer: No. Grant funds may only be used for the residential portion of a treatment program.
13. Question: Guidelines indicate that preference will be given to applicants that provide aftercare
services to program participants. Does this mean that programs without an aftercare
component could be funded?
Answer: Yes. However, the State is required to give preference to programs which provide aftercare
because research indicates that such programs are much more effective if aftercare services are
provided.
14. Question: If an offender is returned to the general population after completing the residential
substance abuse program, can we provide aftercare within the facility?
Answer: Aftercare refers to nonresidential community -based services, including treatment, support, and
monitoring of the offender, which follows release from the residential treatment program.
Generally, offenders should be placed in a residential treatment program during the last six to
twelve months of their sentence in a residential facility so that they can be released directly into a
community -based aftercare program. If an offender is returned to the general population, he or
she should be provided with support services within the institution and should be placed in an
aftercare program when returned to the community.
PROGRAM PARTICIPANTS
15. Question: Can grant funds be used to provide substance abuse treatment in juvenile facilities?
Answer: Yes.
16. Question: Must an offender be sentenced to jail to qualify for participation in a grant -funded
treatment program?
Answer: No. The offender must be sentenced to or held in a residential facility operated by a local
correctional agency. The facility may be an institution, such as a jail or boot camp, or in the
FREQUENTLY ASKED QUESTIONS SFY 2004
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
community, such as a halfway house or a community corrections program.
17. Question: Can the courts sentence directly to a community -based residential treatment program?
Answer: Grant funds may be used to support residential substance abuse treatment programs in
correctional facilities which serve as an alternative to incarceration and accept offenders directly
from the courts.
18. Question: Can grant funds be used to establish a community -based residential treatment program
which serves as an intermediate sanction for probation or parole violators rather than
returning them to prison?
Answer: Yes, as long as the program meets the other basic required criteria.
19. Question: Can grant funds be used to buy slots or pay for services for offenders in a private
treatment facility?
Answer: No. The program must be in a correctional facility.
20. Question: Could a correctional facility use grant funds to contract with a private entity to provide
services within a correctional facility?
Answer: Yes.
DRUG AND ALCOHOL TESTING REQUIREMENT
21. Question: Each grant recipient must have in place and continue to require or agree to implement
urinalysis and/or other proven reliable forms of drug and alcohol testing of individuals
assigned to residential substance abuse programs in correctional facilities. Does this
apply to all of the grant recipient's residential substance abuse treatment programs or
only those that are grant funded?
Answer: Although grant recipients are encouraged to test individuals in all corrections substance abuse
treatment programs, this requirement only applies to grant -funded activities.
22. Question: May grant funds be used to implement the drug testing requirement?
Answer: Yes, but only the costs associated with testing offenders while in the grant -funded program may
be paid with grant funds.
SUPPLANTING
23. Question: May grant funds be used to expand or enhance an existing residential substance abuse
treatment program?
Answer: Yes. Grant funds may be used for the expanded or enhanced portion of an existing program.
However, grant funds may not be used to supplant or replace existing non-federal funds.
24. Question: Can the residential substance abuse treatment program funds be used to continue a
program currently funded by another federal grant program?
Answer: Yes. Although the intent of this program is to increase the availability of treatment programs for
offenders, these funds could be used to continue a program currently funded by another federal
grant program. However, the rules related to supplanting would apply to the continuation of
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
programs currently funded with state or local funds. Programs initiated with other federal funds
must meet or be modified to meet the requirements for this program.
ADMINISTRATION
25. Question: Will subgrant recipients receive funding in a lump sum or the normal
advance/reimbursement method?
Answer: Subgrant recipients will receive funding via the advance/reimbursement method.
26. Question: What are allowable costs?
Answer: Allowable costs are those which are directly associated with the provision of treatment services.
Allowable costs are governed according to "General Principals of Allowability and Standards for
Selected Cost Items" set forth in the United States Bureau of Justice Assistance Office of Justice
Programs' Financial Guide (as amended) and federal Office of Management and Budget's (OMB)
Circular No. A-87, "Cost Principles for State and Local
Governments."
FREQUENTLYASKED QUESTIONS SFY 2004
Section I Page 5
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
INSTRUCTIONS FOR SUBGRANT APPLICATION
Please read the application and the instructions caretuuy prior to Deginning. i ne two kcI UUMPIUM ul Ib►dNIcU
applications must be submitted to the Florida Department of Law Enforcement no later than January 9, 2004 at
5:00 P.M. Eastern Standard Time to:
Mr. Clayton H. Wilder
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida, 32308
Each application must contain original signatures and must include Section G, "Acceptance and Agreement." The
application must also contain the Certification of EEO Compliance and other necessary certifications and/or forms as
appropriate to the project.
Applicant Information
Prior Contract Number. If the project is a continuation of a previous subgrant, enter the requested data in the
section to be completed by the Subgrantee.
County Name. Enter Subgrant Recipient's county location.
1. Name of Subgrant Recipient. Enter the name of the subgrant recipient (agency name) and the
name of chief elected official or agency head, title, address, e-mail address, telephone number,
SunCom number, if applicable, and fax number of the chief elected or appointed official of the unit
of county government applying for subgrant funds.
2. Chief Financial Officer. Enter the name, title, address, e-mail address, telephone number, SunCom
number, if applicable, and fax number of the chief financial officer of the county applying for
subgrant funds.
3. Implementing Agency. Enter the name of the Implementing Agency (the government agency
responsible for directing the proposed project) the name, title, address, e-mail address, telephone
number, SUNCOM number, if applicable, and fax number of the chief executive official of the
governmental agency, subagency, or organization responsible for implementing program activities.
4. Project Director. Enter the name, title, address, e-mail address, telephone number, SunCom
number, if applicable, and fax number of the individual in direct charge of managing or implementing
project activities. The Project Director must be an employee of the implementing agency.
5. Contact Person. Enter the name, title, telephone number, and e-mail address of the individual
serving as a contact person for this project other than the Project Director.
6. Person Responsible for Financial Reporting. Enter the name, title, mailing address, e-mail
address, telephone number, SunCom number, if applicable, and fax number of the person thatwill be
responsible for completing and filing the Financial Reports.
7. Person Responsible for Programmatic Performance Reporting. Enter the name, title, mailing
address, e-mail address, telephone number, SunCom number, if applicable, and fax number of the
person that will be responsible for completing and submitting the Project's Performance Reports.
Instructions for Subgrant Application SFY 2004
Section 11 Page 1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
B. Administrative Data
Project Title. Type or print a short descriptive title, not to exceed thirty-six (36) characters, including
spaces. The initial project title will remain the same throughout the period of subgrant support.
2. Project Period. Indicate the beginning and ending dates desired for project implementation and
operation.
C. Fiscal Data
1. Remit Warrant To: If someone other than the chief financial officer is to receive the warrant, indicate
who will receive it. Type or print "subgrant recipient" or implementing agency." Otherwise, leave this
space blank.
2. Vendor Number: Enter the Subgrantee's Federal Employer Identification Number (FEID)
assigned by the Internal Revenue Service.
3. State Agency FLAIR #: If the Subgrantee is a state agency, enter the appropriate FLAIR
number.
4. Project Generated Income (PGI): If your project will result in the earning of income, either
through fees or forfeitures, answer "Yes." (See Section G (17) for a complete definition of PGI).
5. Cash Advance: If you will be requesting an advance, check "Yes," and submit a letter requesting
an advance with the subgrant application. The letter must explain the need for advance funding,
the amount of cash to be advanced (up to 25 percent of the federal award), and must be signed
by the subgrant recipient.
6. Reimbursement Request (frequency of reporting): Applicant must indicate whether
reimbursement requests will be submitted monthly or quarterly.
D. Program Data
1. Program Facility: Indicate the type of program facility being used for project activities by checking
the appropriate box. If more than one type of facility is being used, check all that apply.
2. Bed/Slot Capacity: State the total number (capacity) of beds/slots funded by this subgrant.
3. Target Population: State the total quantitative (numerical) population targeted by this program by
each client type.
4. Services/Interventions Available: Identify each of the services/interventions to be made available
under the program by checking all applicable boxes.
5. Projection of Successful Completions:
a) Indicate the number of clients projected to successfully complete the residential substance
abuse treatment phase of program activities during the subgrant period.
b) Indicate the number of clients projected to successfully complete the aftercare treatment
phase.
E. Program Description/Objectives
Instructions for Subgrant Application SFY 2004
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Provide a concise executive -style summary of the proposed program outlining the number of hours of
daily treatment, the program need, program model, purpose, and objectives. Program models
proposing to expand or enhance a pre-existing program must provide a concise description of the
current program, including target group, quantity and type of services provided, and bed space
capacity. The executive summary should be approximately one page in length.
2. Provide a brief description with objectives for each program activity checked in Section D(4).
Describe who will do what, when, where and how, in terms of:
• Organization structure,
Numbers and types of personnel including qualifications,
Equipment and facilities,
Location of primary activities and target population,
Types of operations or services delivered,
Frequency of operations or service delivery, and
Implementation time frames of major activities
The description and objectives of program activities should indicate that data collection and reporting,
including follow-up, will meet minimum requirements of this RFP. The description and objectives of
program activities is limited to ten pages (the executive summary is not included in this limitation).
3. Activities Implementation Schedule. Complete the Activities Implementation Schedule showing when
activities in the Program Description will commence and how the program will progress. This chart
benchmarks planned activities, both administrative and programmatic.
F. Project Budget
1. Schedule Summary
The Project Budget Schedule includes five budget categories [Salaries and Benefits, Contractual
Services, Expenses, Operating Capital Outlay (OCO), and Indirect Costs] and Total Project Costs.
Enter the amount of federal, matching, and total funds by budget category that you will use to support
project activities. Fill in dollar amounts only in applicable categories based on totals from the Budget
Narrative (Section F.2.) and leave others blank. Total Local Cash Match must be a minimum of
twenty-five (25) percent of the total budget (and must always be rounded up to the next whole dollar).
Example: $183,049.00 Total Budgeted Cost
X .25 Twenty-five Percent
$ 45,762.25 Calculated Match
$45,762.25 rounded up to the next whole dollar equals $45,763, the minimum required match.
2. Budget Narrative
The purpose of the Project Budget Narrative is to provide a description of anticipated costs associated
with project activities. Costs are grouped in the order of the applicable budget categories identified in
the Section F Project Budget Schedule, i.e., Salaries and Benefits, Contractual Services, Expenses,
Operating Capital Outlay (OCO), and Indirect Costs.
Begin the Budget Narrative, starting with the first applicable budget category. Information must be
provided in sufficient detail to reflect cost relationships to project activities. Line Item descriptions are
used to group costs in the same general class and are supported with brief narrative justification, i.e.,
The line item description Communications is used and is supported by justification as follows:
Communications includes monthly telephone fees, pager rental, postage, etc.
Instructions for Subgrant Application SFY 2004
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
A brief narrative justification specifying the source of match funds must be included in the Budget
Narrative, i.e.,
Match funds will be drawn from a general revenue source, or, Match funds will be drawn from the
Sheriff's law enforcement trust fund, etc.
Identified costs must not be allocated or included as a cost to any other federally financed program.
Use the following required criteria for documenting allowable project costs:
a) Cost must be necessary and reasonable for proper and efficient project administration and
implementation and not a general expense to carry out a subgrant recipient's overall
responsibilities;
b) Costs must be authorized by Florida Statutes or local laws and regulations that are in effect at
the time the subgrant is awarded;
c) Costs must be treated consistently with policies, regulations and procedures that apply
uniformly to other subgrant recipient activities;
d) Cost must be the net of all applicable credits; "Applicable credits" means receipts or
reduction of expenditure transactions that offset or reduce expense items. For example,
purchase discounts, rebates or allowances, recoveries or indemnities on losses, sales of
publications, etc. Applicable credits may also occur when the subgrant recipient or implementing
agency receives federal funds from sources other than this subgrant to finance operations or
capital items; or
e) Costs must be expended or obligated during the approved subgrant period.
Salaries and Benefits: Funds used to support payment of salaries and benefits to government employees
dedicated to project activities. Positions created with subgrant funds must be in excess of the current number
of appropriated positions in the implementing agency, i.e., they must be new positions, created during the
inception of a new program. List positions by classification, indicating associated amounts for salary and
benefits by type (i.e., retirement, health insurance, social security, etc.). Include the following narrative
justification at the bottom of the salaries and benefits section state: "These are new positions in excess of the
current number of positions in the implementing agency."
Contractual Services: Funds paid to an individual, organization, or other unit of government for specified
services provided under terms of the contract between the subgrant recipient and the contract provider.
Applicants other than state agencies must submit a copy of the boilerplate contract with the application for
approval by the Florida Department of Law Enforcement (FDLE). The boilerplate contract must include, by
reference, Section G., Acceptance and Agreement of the Subgrant Application. Project contractual services
must comply with the following requirements:
➢ State agencies must comply with Section 3A-31.601-31.605, Rules and Regulations of the
Department of Banking and Finance and Chapter 22K-20, Department of Administration Rules and
Regulations.
➢ Local units of government must use their respective rules and regulations. In
the absence of local rules and regulations, state regulations must be used as a guide.
➢ Arrangements with individuals must ensure that dual compensation is not involved; the contractual
arrangement is written, formal, proper and otherwise consistent with the subgrant recipient's usual
practices for obtaining such services; time and services for which payment will be made and rates of
compensation will be supported by adequate documentation; transportation and subsistence costs for
travel performed are at an identified rate consistent with the subgrant recipient's general travel
reimbursement practices.
Instructions for Subgrant Application SFY 2004
Section H Page 4
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
➢ Arrangements with other government units must ensure that work or services for which
reimbursement is claimed is directly and exclusively devoted to subgrant purposes and charged at rates
not in excess of actual costs to the "contractor" government agency.
➢ Compensation for consultants employed by state and local governments will only be allowed when
units of government will not provide their services without cost. In these cases, the rate of compensation
must not exceed the daily rate paid by the unit of government.
➢ Compensation for individual consultant services must be reasonable and consistent with that paid for
similar services in the market place. Federal regulations provide that the maximum rate for each
consultant is $450 (excluding travel and subsistence costs) for an eight (8) hour day. An eight (8) hour
day may include preparation, evaluation and travel time in addition to time required for actual
performance. A request for compensation for over $450 a day requires prior approval and additional
justification.
➢ Sole Source justification for contractual services must be provided on the form in Appendix III.
III. Expenses: Funds paid for expenses necessary for project activities. Allowable expense costs include but are
not limited to items such as:
➢ Advertising for personnel recruiting and competitive bidding;
➢ Printing and reproduction;
➢ Rental of staff offices and conference space;
➢ Postage, telephone and other communications charges;
➢ Publicity;
Office Supplies; for example, paper products and other small items including non -capitol equipment
(equipment items costing less than $1,000 per unit); however, if local accounting procedures require
Operating Capital Outlay reporting at a lesser amount than $1,000, local requirements must be followed; and
Non -Capital Automated Data Processing (ADP) Equipment and Software. ADP equipment costs are
limited to costs dedicated to project activities. "ADP Equipment" means "general purpose commercially
available, mass produced automated data processing components and equipment systems created from them
regardless of use, size, capacity or price. Components and systems are designed to be applied to the solution
or processing of a variety of problems or applications and are not specifically designed (not configured) for any
specific application." For further clarification refer to Office of Justice Programs' Financial Guide (as
amended) and the federal Office of Management and Budget's Circulars A-21, A-87, A 110 or A-102, as
applicable, in their entirety. If you plan to purchase or lease ADP equipment totaling $100,000 or more, you
must complete an ADP Equipment Form and attach it to the subgrant application.
Registration or Tuition Fees for conferences or training seminars.
IV. Operating Capital Outlay or Equipment: Funds paid for equipment necessary for project activities.
"Operating Capital Outlay (OCO)" means an item having a unit cost of $1,000 or more and/or a useful life of
one (1) year or more. However, if local accounting procedures require OCO at a lesser amount than $1,000,
local requirements must be followed. OCO line items must specify quantity by item and total cost of the line
item. For example:
2@Executive Desks $2,875 or 1@Video Cassette Player $1,050
Reimbursable costs include, but are not limited to:
➢ Vehicles. Vehicles with accessories should list such items separately in the Budget Narrative;
➢ Weapons;
➢ Office Furniture, i.e., desks, chairs, tables, file cabinets, typewriters, calculators, tape recorders, TV's,
record players, compact disc systems, video cassette recorders, etc.; and
➢ ADP Equipment (Capital acquisitions only). Software which is included in the unit price of ADP
equipment meeting the definition of capital outlay may be included here. If you plan to purchase or lease ADP
equipment totaling $100,000 or more, you must complete an ADP Equipment Form and attach it to the
subgrant application.
V. Indirect Costs: Funds paid for indirect costs are reimbursable. A copy of the locally approved Indirect Cost
Plan should be submitted with the project application. The FDLE approval must be received prior to
reimbursement. State agencies must have prior approval from a cognizant federal agency. The FDLE
Instructions for Subgrant Application SFY 2004
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reserves the right to authorize reimbursement of subgrant indirect costs.
G. Acceptance and Agreement
Section G includes the conditions of agreement requiring compliance by units of local government (subgrant
recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award.
It is imperative that all persons involved in or having administrative responsibility for this subgrant read and
become familiar with Section G. Failure to comply with the provisions of Section G will result in project costs
being disallowed.
Note Condition Number 16., Section G. Only project costs incurred on or after the effective
date of this agreement and on or prior to the termination date of a recipient's project are
eligible for funding under this subgrant.
H. Signature Page
1. Each application must be signed in accordance with the following:
a) Signature Page - The signature pages must have original signatures and free of error.
Corrections including strikeovers, whiteouts, etc. are not acceptable.
b) Subgrant Recipient/Authorizing Official of Governmental Unit - Authorizing Official is
defined as the Chief officer or elected official of the subgrant recipient. When a chief officer or
elected official of a subgrant recipient designates some other staff person with signature authority
for him/her, the chief officer or elected official must submit to the department a Letter or
Resolution indicating the staff person given signature authority. The letter indicating delegation of
signature authority must be signed by the chief officer or elected official.
c) Implementing Agency/Official, Administrator or Designated Representative - The
official, administrator, or designated representative of the implementing agency is defined as the
'Head' of the agency which is implementing the program.
2. All applicants must submit two (2) unstapled, complete original applications including the
signature pages with original signatures along with three copies for use by the FDLE
evaluation committee. All copies must be submitted in loose-leaf form, unstapled, and
unbound.
APPENDICES
APPENDIX I: Equal Employment Opportunity (EEO) Program
1. Written EEO Program. If a subgrant recipient or a criminal justice agency that is the implementing agency or
both each have fifty (50) or more employees and each have received grants or subgrants of $25,000 or more
pursuant to and since enactment of the Safe Streets Act of 1968, as amended, and each have a service population
with a minority representation of three (3) percent or more, they are each required to formulate, implement and
maintain an EEO Program in writing that relates to employment practices affecting minority persons and women within
120 days after the initial application for assistance is approved.
2. EEO Program Certification. Whether the subgrant recipient agency or the implementing agency has a
written EEO Program (as defined above) or not, each of them must enclose a separate signed EEO Certification Letter
with the application.
Certifications must be signed by the respective chief officer or elected official of the subgrant recipient for the subgrant
recipient and for an implementing agency that participates in a county's EEO Program.
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
When a criminal justice agency is the implementing agency and is not included within a county EEO Program, the
criminal justice agency's chief officer or elected official must sign the certification letter for the implementing agency.
APPENDIX II: AUTOMATED DATA PROCESSING (ADP) EQUIPMENT
For ADP purchases totaling $100,000 or more, and ADP Equipment Form must be completed and submitted to FDLE
for approval. Additional details are provided on Appendix II, Page 1.
APPENDIX III: SOLE SOURCE JUSTIFICATION
If sole source procurement is $100,000 or more, the Sole Source Justification for Services and Equipment Form must
be completed and attached to the Subgrant Application Package. Justification for sole source procurement of $100,000
or more must be approved by the Florida Department of Law Enforcement. Further details are found in Appendix III.
Instructions for Subgrant Application SFY 2004
Section ll Page 7
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
APPLICATION FOR FUNDING ASSISTANCE
FDLE Contract Number:
This number will be inserted by FDLE).
A. Applicant Information
Prior Contract Number: 2003-CJ-2J-11-54-01-006
(This section to be completed by Subgrantee)
County Name: Monroe Federal CFDA Number 16.593
1. Subgrant! Recipient Information (coverning body -of a city, county or Indian Tribe performing criminal justice functions
as determined by the U. S. Secretary, of,the Interior).
Agency Name Monroe County Board of County Commissioners
Name of Chief Elected Official / State Agency Head MurrayNelson
Title Mayor I E-Mail Address nelson-murray@monroecounty-fl.gov
Address 99198 Overseas Highway, Suite 2
City Key Largo Zip Code 33037
Area Code/Telephone No. 305-852-7175 SunCom Fax 305-852-7162
2. Chief Financial Officer'of Su,bgrant Recipient (chief financial office of the subgrantee).
Name of Chief Financial Officer Danny L. Kolha e
Title Clerk of the Circuit Court E-Mail Address
Address 500 Whitehead Street
City Key West Zip Code 33040
Area Code/Telephone No. 305-292-3550 SunCom Fax 305-292-3660
3. Implementing Agency (A subordinate agency of city, county or Indian Tribe, or an agency under the direction of an elected
official, i.e., a Sheriffs Office).
Agency Name Monroe County Board of County Commissioners
Name of Chief Elected Official / State Agency Head MurrayNelson
Title Mayor I E-Mail Address nelson-murray@monroecounty-fl.gov
Address 99198 Overseas Highway, Suite 2
City Key Largo Zip Code 33037
Area Code/Telephone No. 305-852-7175 1 SunCom Fax 305-852-7162
4. Project Director (Individual in direct'charge of managing and/or implementing project activities —must be an employee of the
Implementing Agency).
Name of Project Director David P. Owens
Title Grants Administrator E-Mail Address owens-david@monroecounty-fl.gov
Address 1100 Simonton Street
City Key West Zip Code 33040
Area Code/Telephone No. 305-292-4482 SunCom Fax 305-292-4515
Subgrant Application SFY 2004
Section I// Paae 1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Name of Contact Person
Title E-Mail Address
Address
City Zip Code
Area Code/Telephone No. SunCom Fax
6. Person Responsible for Financial Reporting (if known)
Agency Name Monroe County Board of County Commissioners
Name of Chief Elected Official / State Agency Head MurrayNelson
Title Mayor E-Mail Address nelson-murray@monroecounty-fl.gov
Address 99198 Overseas Highway, Suite 2
City Key Largo Zip Code 33037
Area Code/Telephone No. 305-852-7175 1 SunCom Fax 305-852-7162
Name of Proiect Director David P. Owens
Title Grants Administrator E-Mail Address owens-david@monroecounty-fl.gov
Address 1100 Simonton Street
City Key West Zip Code 33040
Area Code/Telephone No. 305-292-4482 SunCom Fax 305-292-4515
Subgrant Application SFY 2004
Section 111 Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
B. Administrative Data
1. Project Title Monroe County Jail Incarceration Program
(Provide a brief descriptive title, must not exceed 36 total spaces and characters)
2. Project implementation period Start: March 15, 2004 End: March 14, 2005
C. Fiscal Data
1. (If other than the Chief Financial Officer) Remit Warrant to
Name
Title
E-Mail Address
Address
City
Zip Code
Area Code/Telephone No.
SunCom
Fax
If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer program,
reimbursement cannot be remitted to any other entity.
2. Vendor Number 59-6000749
(Federal Employer Identification Number)
3. State Agency FLAIR #
(Applies to State Agencies only)
4. Will the Project earn Project Generated Income (PGI) as defined in Section G, Paragraph 17?
(Check one)
Yes XX No
5. Will the applicant be requesting an advance of federal funds? (Check one)
Yes (If Yes, a letter of request must be attached) XX No
6. Will applicant submit monthly or quarterly Reimbursement Requests as specified in Section G (1)(B) of this
agreement? (Check one)
Monthly XX Quarterly
Subgrant Application
SFY 2004
Section N
Page 3
2.
4.
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
51
Program Facility (check all that apply)
Prison
XX Jail
Boot Camp
Work Camp
Halfway House
Bed/Slot Capacity: 70
Program Data
Community Corrections Program
Juvenile Detention Facility
Juvenile Correctional Facility
Other (specify)
Target Population (indicate number of clients to be served)
150 Adult Males Adult Females Juvenile Males Juvenile Females
Services/Interventions Available (check all that apply to indicate services that will be
Offered)
X Therapeutic Community
X 12-Step Program
X Individual Counseling
X Group Counseling
Acupuncture
X Pharmacotherapy
X Other Drug Treatment
X Drug Testing
X Mental Health Counseling
X Educational Programs
Community Service
Victim Restitution
Restorative/Community Justice
Victim Awareness
Mediation
Domestic Violence
Reduction
Family Counseling
Sex Offender Treatment
X Impulse/Anger Control
X Work Activities
X Job Skills Development
X Job Placement
X Aftercare Services
X Structured Leisure Time
X Leadership Training
X Mentoring
X Parenting Training
X Cognitive Restructuring
Financial Management
Other (specify)
X Criminal and Addictive Thinking
X Relationship Issues
X Court Liaison
X Touchstones — debate vs. discussion -
Conflict resolution
Projection of Successful Completions (indicate number of clients projected for each phase):
a. A total of 100 participants are projected to successfully complete the residential substance
abuse treatment service phase during the subgrant period.
b. A total of 72 participants are projected to successfully complete the aftercare treatment phase
during the subgrant period.
Subgrant Application SFY 2004
Section 111 Page 4
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
E. Program Description
1. Begin with an executive -style summary describing the project to be funded with RSAT
funds. Start below.
Problem Identification/Target Group
Over seventy per cent of the inmates currently housed in the Monroe County Detention
center have charges related to addiction. These inmates need help with addiction, anger
issues, domestic violence, job and housing placements, educational and literacy assistance,
parenting skills, life skills, co-occurring mental health problems, psychological referrals, and
pharmacological assessments. The Jail Incarceration Program (JIP) provides this help. It has
a positive impact on the inmates and has reduced recidivism at the Monroe County Detention
Center.
Solution
The Jail Incarceration Program is an in house substance abuse treatment program. It
began in 1997, funded by a Byrne Grant, and has served approximately 900 inmates with an
overall recidivism rate of thirty-five per cent compared to a seventy per cent recidivism rate for
the jail. It provides the administrative and case management services as mandated by Florida
Administrative Code 10-E16.
Under the RSAT grant, the program has been expanded and enhanced. This year, the
program will serve approximately 150 inmates. The inmates (male) are housed in a separate
dorm with its own recreation area. All the inmates in the program are screened to determine
special needs. They have liaison and advocacy to help them get treatment in JIP or another
appropriate program. All participants have individualized treatment plans that plan are
reviewed monthly and adjustments are made if needed. The program includes special
counseling in anger management, domestic abuse, parenting classes, conflict resolution, grief
work, life skills, and job skills. Inmates are screened and referred for mental health counseling,
educational and/or vocational training, transitional housing, aftercare, work release, and o
medical assistance. This helps increase success in the recovery process and decreases the
criminal activity associated with substance abuse.
Referrals will be made for inmates that need English as a second language, literacy skill
improvements, and GED classes. Life Skills will address how to find a place to live, how to
open a bank account, how to make a budget, and basic nutrition. Job Skills will address how
to look for work, fill out a job application, interview, and obtain a job (work release if possible).
Educational assistance will help obtain educational assistance, provide basic communication
skills, computer literacy, and how to mentor. The Substance Abuse counseling will continue in
its present form. The emphasis on cognitive behavioral therapy and rational emotive therapy
(RET) is its backbone. The twelve -step approach, life skills, art/music therapy, and group
therapy provide a well-rounded approach.
Subgrant Application SFY 2004
Section W Page 5
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Enhancement for the existing program will be the additional of "Touchstones."
Touchstones discussion groups are aimed at developing verbal skills, active listening, using
evidence to support an opinion and the development of careful, respectful and yet critical
consideration of the opinions of others. Its central purpose is to enable people who are
products of a technological world to become responsible, thoughtful inhabitants of that world.
The texts are chosen from Western classical thought because they are characteristically
abstract and impersonal and allow the group to bring their own experience to bear.
Touchstones is selected as an adjunct to therapy to see if the inmates could follow the
arguments of the reading, present their own ideas in a logical fashion and deal with conflict in
a dialectical manner rather than using old patterns of behavior involving unsubstantiated
opinions reinforced by acting out behavior. From a therapeutic point of view, it is an excellent
way to reduce aggression and expand cognitive skills.
The Detention center continues to operate a farm and petting zoo that is maintained by
inmates in JIP. They receive a degree in Animal Husbandry. It is very therapeutic to work with
the animals and to give something while getting no tangible reward. This is a concept new to
many of the inmates.
Treatment is a minimum of six months with the possibility of lasting one year. Aftercare
is six months and is provided by the Care Center for Mental Health in Key West.
Objectives
The number of inmates expected to complete the program is 100.
It is also projected that:
70% of the inmates served will complete the Aftercare Program.
95% of the inmates served in the program will remain drug free while participating.
70% of the inmates in the aftercare program will not test positive for drugs/alcohol.
75% of the inmates will not violate probation during aftercare and
65% of the inmates served will not return to jail during the first year after release.
The program will have two substance abuse counselors who serve as
counselors/coordinators.
There will be two additional fulltime counselors and two part time counselors. All staff will have
a strong background in substance abuse counseling with appropriate certification or work
towards certification. Staff expertise has a direct impact on the program efficiency.
Random drug testing is conducted weekly with all inmates being tested at random. The
program coordinators further evaluate the program's effectiveness by tracking the inmates
who have completed the program through probation and checking for any new arrests in
Monroe County and nationwide. For recidivism purposes, a sample of the program's inmates
is compared to a random sample of inmates who received no treatment.
The Program Coordinators will review all the testing and screening of the inmates and make
the final selection of appropriate inmates to participate in JIP.
Subgrant Application SFY 2004
Section 111 Page 6
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
The County, in conjunction with the Care Center for Mental Health and the Monroe County
Sheriff's Department will explore options for funding in the future. RSAT funding is crucial for
the continuance of JIP at this time.
Subgrant Application SFY 2004
Section M
Page 7
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
E. Program Description/Objectives Continued
2. Provide a brief description for each project activity checked in Section U(4)
"Services/Interventions Available." Each description must include the amount of time
allotted for each activity, the objective for each activity and who will do what, when, where
and how. The narrative should be limited to ten pages or less. Start below.
E. Program Description/ut)jectives
1. Therapeutic Community - The inmates in the program will be housed in a separate dorm
from the jail general population to create a treatment setting where the inmates can develop
trust and work together. Officers who receive orientation about the program will staff it. The
counselors will provide group counseling and recreational activities. Program activities will be
held from 9:00 A.M. to 5:00 P.M., Monday through Saturday.
2. 12 Step Program — This uses the concepts of the ANNA recovery program, and is based on
12 steps that lead a person to sobriety. The inmates are exposed to the 12 step concept and it
is constantly reinforced. The counselors in the program instruct the inmates as to how to
incorporate the 12 steps into their daily lives during the twenty four weeks of the program as
follows:
Week One:
Week Two:
Week Three:
Week Four:
Week Five:
Week Six:
Week Seven:
Week Eight -Ten:
Week Eleven:
Week Twelve:
Week Thirteen:
Week Fourteen:
Week Fifteen:
Week Sixteen Through
Week Twenty -One:
Week Twenty -Two:
Week Twenty -Three:
Week Twenty -Four:
Overview Of Addiction
Video - Cycle Of Addiction - Louise Mark
Explore Individual Belief System
Quick Overview Of The 12 Steps
Step One- Read And Comment
Step One - Individual Interpretation
Step One - Written Work
Step Two —Read, Comment, Interpretation, And Written Work
Step Three - Read And Comment
Step Three - Individual Interpretation
Chalk Talk - Father Martin
Discuss Honesty
How The Steps Work In Our Daily Lives.
Twenty: Readings From The Big Book
Speaker - "How The Steps Affected His Life."
Individual Presentations On Step One
Individual Presentations On Step Two
Individual Presentations On Step Three
3. Individual Counseling - To provide more in-depth counseling for inmates who need it. The
sessions will be provided as needed which will be determined at staffing.
4. Group Counseling - To provide the feedback and peer involvement that is proven to be
most effective when working with addiction. All the counselors will provide group counseling on
a daily basis.
Subgrant Application SFY 2004
Section Ill Page 8
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
5. Pharmacotherapy - To provide medication for dual diagnosed inmates if needed for them to
be able to function in the program. The Licensed Mental Health Counselors will do an
evaluation and refer the inmates to the jail medical department to be seen by the psychiatrist.
This will be done on a case by case basis.
6. Other Drug Treatment - To provide detoxification services for inmates suffering from
withdrawal. Inmates are screened at intake and referred to the medical staff as needed.
7. Drug Testing - To insure that the inmates in the program are drug free. This is done when
inmates enter the program, when they leave and return, and at random. Samples are taken
under dual control by the counselors or a certified detention officer and are tested by the
facility's trustee officer.
8. Mental Health Counseling - To help inmates in the program with life problems. This is
provided by the Mental Health Counselors on staff as requested by the inmates or as deemed
necessary by the counselors.
9. Educational Programs - To provide the inmates with necessary skills to enhance their lives
and earning potential when they are released. Programs include basic literacy, GED, college
courses, and life skills. Courses may be referrals or taught by the counselors. They are
ongoing through the program. Different criteria are used to establish which inmates are
appropriate and eligible.
10. Impulse/Anger Control - To provide the inmates with tools and techniques to control their
anger and impulsiveness. This is conducted as a series of classes using Rational Emotive and
Cognitive Behavioral Therapy to illustrate new ways of behaving. This class is ongoing and
conducted by the Mental Health Counselors who are trained in Anger Management.
11. Work Activities - To help inmates develop a work ethic while saving some money to help
them get established upon release. After ninety days in the program and if they are eligible,
inmates may work when they are not attending the program. They are referred by the staff and
screened by the jail's work release specialist.
12. Job Skills Development - to help inmates develop personally and professionally while
learning life management skills. This is conducted by the counselors and includes computer
skills, reading, workbook exercises, and discussion groups. The format is:
Lesson One:
Understanding The Concept
Lesson Two:
Motivation
Lesson Three:
Habits, Attitudes, And Conditioning
Lesson Four:
Abundance Of World And Self
Lesson Five:
Self Conditioning
Lesson Six:
A Successful Way Of Life
Lesson Seven:
The Problem Solving Process
Lesson Eight:
Emotions And Emotional Blocks
Subgrant Application SFY 2004
Section ///
Page 7
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Lesson Nine:
Assurances
Lesson Ten:
Family Success
Lesson Eleven:
Family Relationships
Lesson Twelve:
Interfamily Understanding And Communication
Lesson Thirteen:
Financial Stability
Lesson Fourteen:
Effective Communication
Lesson Fifteen:
Getting And Keeping A Job
Lessons Sixteen To Twenty:
Resume Writing
Lessons Twenty One To Twenty -Four: Role Playing For Job Interviews
Computer Skills training will be ongoing during the entire twenty-four weeks.
13. Job Placement - To help inmates have a job when they are released. Those inmates
already on Work Release will have employment. Others can be referred to Job Services and
Vocational Rehabilitation by the counselors in the program at the time of release.
14. Aftercare Services - These services will be given priority and will be provided by the Care
Center for Mental Health, and consist of group and individual counseling. Aftercare will last
three to six months.
15. Structured Leisure Time - To promote healthy activities and open-mindedness, explore
individual talents and creativity, encourage conversation and social interaction. Counselors
will alternate activities, providing access to clay, painting, origami, drawing, collage, finger
painting, and computer art. Music will be presented ranging from country to classical to rock to
musicals. There will be movies for pleasure and movies about life. Educational board games
will be encouraged. These activities will be weekly and ongoing for the entire twenty four to
twenty six weeks.
16. Leadership Training - to promote growth of a positive, productive identity, to enhance self
image and to promote higher levels of moral reasoning. This will be conducted by counselors
trained to conduct MRT (Moral Reconation Therapy). The groups will meet weekly for the
duration of the program. Inmates will spend the first two weeks reading the introduction to the
MRT Workbook, and then will present a step every two weeks. Once a month a film will be
shown to reinforce the concepts.
17. Mentoring - to help inmates understand that they can change and lead healthy productive
lives. Once a month former successful clients will come to tell their story. There will be weekly
AA/NA meetings to help the inmates connect to outside members of the program. The
Program Coordinator will facilitate.
18. Parenting Training - To help inmates develop better parenting skills and to help them
understand what parenting they may not have received. A Life Skills Counselor will conduct
these ten -week classes, which have been approved by the Department of Children and
Families.
Subgrant Application SFY 2004
Section 111 Page 8
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
19. Cognitive Restructuring - To help the inmates understand the disease of addiction and
help then see what change they need to make to break their destructive patterns. Rational
Emotive Therapy will be used by all the counselors. The following schedule will apply:
Weeks 1,2,3: Understanding Personal Belief System
Weeks 5,6: Identifying Impairing Thoughts
Weeks 7-16: Changing Our Belief System about emotional ranging from Anger to Grief.
Weeks 17-20Negative Beliefs That Trigger Relapse
Weeks 20-24Building Self Esteem
20. Financial Management - To help inmates manage their income and live within their means.
This will be part of a Life Skills program that incorporates budgeting, balancing a checkbook,
how to open a checking account, how to establish or reestablish credit, as well as other money
issues. This will be a special class conducted by the counselors using videos and workbooks.
21. Criminal Thinking and Addictive Thinking (Other) — To help inmates understand how they
think about the world in general and why they do things that bring them to jail. This will be
conducted using a series of workbooks, videos, and group discussions. This is conducted in a
classroom setting by counselors.
22. Relationship Issues - To help inmates develop healthier relationships. Communication
styles and skills will be emphasized by a Life Skills Counselor who will conduct these group
sessions. Some inmates may receive individual help.
23. Court Liaison - To help inmates receive appropriate treatment that directly addresses their
needs. This is accomplished by assessing the inmates individually and matching the program
to their needs. It also involves advising the court if additional or different treatment is better
suited, and advocating for treatment rather than prison. This is ongoing and handled by the
Program Coordinator.
24. Touchstones will be held weekly in groups of 12 inmates. The groups will have inmate
facilitators after the initial groups. The counselors will serve as observers after the initial
groups.
The inmates will follow the Touchstones format and introduce a topic from the selections
available. The actual participants will change as new inmates come into the program. The
group starts with a reading of the selected text and a second silent reading. The group will
break into 3 or 4 subgroups and are charged with coming up with an opening question. After
the group reassembles, they will choose the question from the several proposed and the
discussion begins. This will continue for the rest of the hour and is then concluded by the
facilitator at a good point to break. The text is followed closely as the aim is to understand the
argument of the author so to substantiate individual arguments pro and con. This format will
help the group members develop their listening skills and learn to respect other opinions
Subgrant Application SFY 2004
Section 111
Page 9
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
E. Program Description/Objectives Continued
3. 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. Start below and use continuation pages as necessary.
Sub rant Period
through
Beginning Date End Date
ACTIVITY
Jan
Feb
Mar
Apr
May
Jun
Jul
AugSep
Oct
Nov
Dec
Submit Financial Reimbursement
Requests
X
X
X
X
Submit Quarterly Program Reports
X
X
X
X
Submit Quarterly PGI Reports
(If applicable)
Submit Financial Closeout Package
X
Finalize treatment provider contract
X
Begin accepting participants
X
Submit Certificate of Acceptance
X
Life Skills
X
X
X
X
X
X
X
X
X
X
X
X
Rational Emotive Therapy
X
X
X
X
X
X
X
X
X
X
X
X
Addiction Education
X
X
X
X
X
X
X
X
X
X
X
X
Twelve -step Work
X
X
X
X
X
X
X
X
X
X
X
X
Literacy Skills Training
X
X
X
X
X
X
X
X
X
X
X
X
Anger Management
X
X
X
X
X
X
X
X
X
X
X
X
Domestic
Violence/Relationships/Parenting
X
X
X
X
X
X
X
X
X
X
X
X
Touchstones
X
X
X
X
X
X
X
X
X
X
X
X
Drug Court/Advocacy
X
X
X
X
X
X
X
X
X
X
X
X
Individual Counseling
X
X
X
X
X
X
X
X
X
X
X
X
Subgrant Application SFY 2004
Section 111 Page 10
Residential Substance Abuse Treatment Pro(
Florida Department of Law Enforcement
F. Project Budget
1. Schedule Summary
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 percent of the Total Project Costs.
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 Project Costs.
Type or Print Dollar Amounts Only in Applicable
Categories and Leave Others Blank.
Budget Category
Federal
Match
Total
Salaries And Benefits
Contractual Services
137,751.00
45,918.00
183,669.00
Expenses
Operating Capital Outlay
Indirect Costs
Totals
137,751.00
45,918.00
183,669.00
Subgrant Applica tion SFY 2004
Section Ill
Page 11
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
F. Project Budget Continued
2. Budget Narrative
a. Identify type of Budget, i.e., Actual, Unit Costs (supported by detailed cost basis), or
Contractual (supported by back-up documentation that provides either the actual or
unit costs basis for the contract).
b. The Project Budget Narrative may reflect costs in any of the five budget categories
(Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay,
Indirect Costs). The Total Project Costs must be included.
c. Under each applicable budget category (Salaries and Benefits, Contractual Services,
Expenses, Operating Capital Outlay, Indirect Costs) include a line item Budget.
Describe in full each line item within the budget category. The description should
show sufficient detail to demonstrate a cost relationship to the project activities.
d. Specify the sources of matching funds. [Source of match must be cash and represent
no less than twenty-five (25) percent of the project's cost.]
e. Costs must not be allocated or included as a cost to any other federally financed
program.
Continue on additional pages if necessa
ACTUAL COSTS BUDGET
Salary:
Program Counselor/Coordinator
35,000.00
Program Counselor/Coordinator
35,000.00
Substance Abuse Counselor
31,500.00
Substance Abuse Counselor
31,500.00
Substance Abuse Counselor ( 20 hours a week)
13,000.00
Total Salaries
146,000.00
Benefits:
FICA @ 7.65 (rounded) 11,169.00
Health Insurance 18,000.00
Educational Tools (Workbooks, Videos, and other educational materials) 3,000.00
Office Supplies (Charting materials, paper, and misc. supplies) 2,500.00
Travel (Travel and fees associated with the required training to maintain licensure of
Program staff) 3,000.00
Total Program Costs
Subgrant.
Section 111
183,669.00
SFY 2004
Page 12
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Cash Match from Monroe County Fine and Forfeiture Fund 25% 45,918.00
Grant Funds Requested 137,751.00
Subgrant Application SFY 2004
Section ill Page 13
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
G. 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 and will become binding upon approval of this
subgrant. Failure to comply with provisions of this agreement will result in required
corrective action up to and including project costs being disallowed.
All persons involved in or having administrative responsibility for the subgrant must read
these "Acceptance and Agreement" conditions. This "Acceptance and Agreement"
(Section G) must be returned as part of the completed application.
Definitions:
"Department", unless otherwise stated, refers to the Florida Department of Law
Enforcement.
"Recipient" refers to the governing body of a county that performs criminal justice functions
as determined by the U.S. Secretary of the Interior, and includes an "Implementing
Agency" which is a subordinate agency of a county or an agency under the direction of an
elected official (for example, Sheriff).
1. Reports
A. Project Performance Reports:
Regardless of whether project activities occur or not, the recipient must submit
Quarterly Project Performance Reports to the Office of Criminal Justice Grants
(OCJG) by February 1, May 1, August 1, and November 1 covering subgrant
activities occurring during the previous calendar quarter. In addition, if the subgrant
award period is extended beyond the "original" project period, additional Quarterly
Project Performance Reports shall be submitted.
B. Financial Reports:
(1) The recipient shall have the choice of submitting either Monthly or Quarterly
Reimbursement Requests to the OCJG. Monthly Reimbursement Request
(months 1 through 11) are due thirty-one (31) days after the end of the
reporting period. Quarterly Reimbursement Requests (1 st through 3rd quarter)
are due thirty-one (31) days after the end of the reporting period. In addition, if
the subgrant award period is extended, additional Reimbursement Requests
shall be submitted as previously discussed. A final Reimbursement Request
and a Criminal Justice Contract (Financial) Closeout Package shall be
Subgrant Application SFY 2004
Section N Page 14
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
submitted to the OCJG within forty-five (45) days of the subgrant termination
period. Such Reimbursement Request shall be distinctly identified as "final".
(2) Regardless of whether costs are incurred or not, all claims for reimbursement of
recipient costs shall be submitted on the Financial Claim Report Forms
prescribed and provided by the OCJG. A 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) Before the "final" Reimbursement Request will be processed, the recipient must
submit to the OCJG all outstanding project performance reports and must have
satisfied all special conditions. Failure to comply with the above provisions
shall result in forfeiture of reimbursement.
(4) The recipient shall submit Quarterly Project Generated Income Reports to the
OCJG by February 1, May 1, August 1, and November 1, covering subgrant
project generated income and expenditures occurring during the previous
quarter. (See Paragraph 17. Program Income.)
C. Other Reports:
The recipient shall submit other reports as may be reasonably required by the OCJG.
2. Fiscal Control and Fund Accounting Procedures
A. The 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 the OCJG.
B. All expenditures and cost accounting of funds shall conform to the requirements of the
Office of Justice Programs' Financial Guide, U.S. Department of Justice Common Rule
for State and Local Governments, and those specified in the federal Office of
Management and Budget (OMB) Circulars A-21, A-87, A-110 or A-102, as applicable,
in their entirety.
C. All funds not spent according to this agreement shall be subject to repayment by the
recipient.
3. Compliance with "Consultant's Competitive Negotiation Act"
The recipient, when applicable, agrees to satisfy all requirements provided in Section
287.055, F.S., known as the "Consultant's Competitive Negotiation Act".
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4. Approval of Consultant Contracts
The OCJG shall review and approve in writing all consultant contracts prior to employment
of a consultant. Approval shall be based upon the contract's compliance with
requirements found in the Office of Justice Programs' Financial Guide and in applicable
state statutes. The OCJG's approval of the recipient agreement does not constitute
approval of consultant contracts.
5. Allowable Costs
Allowance for costs incurred under the subgrant shall be determined according to "General
Principles of Allowability and Standards for Selected Cost Items" set forth in the Office of
Justice Program's Financial Guide and federal OMB's Circular No. A-87, "Cost Principles
for State and Local Governments", or OMB's Circular No. A-21, "Cost Principles for
Educational Institutions".
All procedures employed in the use of federal funds to procure services, supplies or
equipment, shall be according to U.S. OMB's Common Rule for State and Local
Governments, or OMB Circular No. A-110 or A-102 as applicable and Florida Law to be
eligible for reimbursement.
6. Delegation of Signature Authority
When a chief officer or elected official of a subgrant recipient designates some other staff
person signature authority for him/her, the chief officer or elected official must submit to
the OCJG a letter or resolution indicating the staff person given signature authority. The
letter indicating delegation of signature authority must be signed by the chief officer or
elected official and the person receiving signature authority.
7. 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.
8. Travel and Training
A. All travel reimbursement for out-of-state or out -of -grant -specified work area shall be
based upon written approval of the OCJG prior to commencement of actual travel.
Recipients shall obtain written approval from the OCJG for reimbursement of training
costs and related travel prior to commencement of training, if the specific training
was not listed in the approved budget.
B. The cost of all travel shall be reimbursed according to local regulations, but not in
excess of provisions in Section 112.061, F.S.
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C. All bills for any travel expenses shall be submitted according to provisions in Section
112.061, F.S.
9. Written Approval of Changes in this Approved Agreement
Recipients must request in writing any significant changes to the agreement and receive
approval from OCJG. These include, but are not limited to:
Changes in project activities, designs or research plans set forth in the approved
agreement;
A. Budget deviations that do not meet the following criterion. That is, a 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 line item; or,
B. Transfers of funds above the ten (10) percent cap shall be made only if the Department
approves a revised budget.
C. Under no circumstances can transfers of funds increase the total budgeted award.
Transfers do not allow for increasing the quantitative number of items documented in
any approved budget line item. (For example, equipment items in Operating Capital
Outlay or Expense categories or staff positions in the Salaries and Benefits category.)
10. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject
to the availability of federal funds authorized under the Residential Substance Abuse
Treatment for State Prisoners Formula Grant Program.
11.Procedures for Reimbursement Request
All requests for reimbursement of recipient costs shall be submitted on the form prescribed
and provided by the Department. A recipient shall submit reimbursement requests on a
monthly or quarterly basis, as specified in Section G, Item 1 b of this agreement, in order to
report project costs incurred during the specified reporting period.
All requests for reimbursement shall be submitted in sufficient detail for proper pre -audit
and post -audit.
12.Advance Funding
Advance funding is authorized up to twenty-five (25) percent of the federal award for each
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project according to Section 216.181(15)(b), F.S. and the Office of Justice Programs'
Financial Guide. Advance funding shall be provided to a recipient upon a written request
to the Department justifying the need for such funds. This request, including the
justification, shall be enclosed with the subgrant application.
13.Commencement of Project
If a project has not begun within sixty (60) days after acceptance of the subgrant award,
the recipient shall send a letter to the OCJG requesting approval of a new project starting
date. The letter must outline steps to initiate the project, explain reasons for delay, and
specify an anticipated project starting date.
If a project has not begun within ninety (90) days after acceptance of the subgrant award,
the recipient shall send another letter to the OCJG, again explaining reasons for delay and
requesting approval of a revised project starting date.
Upon receipt of the ninety (90) day letter, the OCJG 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 projects approved by the Department. If warranted by extenuating
circumstances, the Department may extend the starting date of the project beyond the
ninety (90) day period, but only by execution of a formal written amendment to this
agreement.
14.Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the 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.
15.Excusable Delays
Except with respect to defaults of consultants, the 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 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 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 recipient.
If failure to perform is caused by failure of a consultant to perform or make progress, and if
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such failure arises out of causes beyond the control of recipient and consultant, and
without fault or negligence of either of them, the recipient shall not be deemed in default,
unless:
A. Supplies or services to be furnished by the consultant were obtainable from other
sources,
B. The Department ordered the recipient in writing to procure such supplies or services
from other sources, and
C. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the OCJG shall ascertain the facts and the extent of such
failure, and if the OCJG determines that any failure to perform was occasioned by one or
more said causes, the delivery schedule shall be revised accordingly.
16.Obligation of Recipient Funds
Recipient funds shall not under any circumstances be obligated prior to the effective date
or subsequent to the termination date of the grant period. Only project costs incurred
on or after the effective date and on or prior to the termination date of the recipient's
project are eligible for reimbursement. A cost is incurred when the recipient's employee
or consultant performs required services, or when the recipient receives goods,
notwithstanding the date of order.
17.Program Income (also known as Project Generated Income)
The term "program income" or "project generated income" means the gross income
earned by the recipient during the subgrant period, as a direct result of the subgrant
award. Program income shall be handled according to the Office of Justice Programs'
Financial Guide and the U.S. Department of Justice's Common Rule for State and Local
Governments.
The recipient shall submit Project Generated Income Reports in accordance with Section
G, Paragraph 1.b.
18.Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by
the recipient, the 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 recipient of its decision thirty (30) days in advance of the
effective date of such sanction. The recipient shall be paid only for those services
satisfactorily performed prior to the effective date of such sanction.
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19.Retention of Records
The recipient shall maintain all records and documents for a minimum of five (5) years
from the date of the project completion as provided by the Florida Department of State,
General Schedule for Local Government GS1-L, and be available for audit and public
disclosure upon request of duly authorized persons.
20.Access To Records
The Florida Department of Law Enforcement, 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
recipient, Implementing Agency and contractors for the purpose of audit and examination
according to the Office of Justice Program's Financial Guide.
The Department reserves the right to unilaterally terminate this agreement if the recipient,
Implementing Agency or contractor refuses to allow public access to all documents,
papers, letters, or other materials subject to provisions of Chapter 119, F.S., and made or
received by the recipient or its contractor in conjunction with this agreement.
21.Audit
A. Subgrant recipients that expend $500,000 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's Circular A-133 and other applicable federal law. The
contract for this agreement shall be identified with the subject audit in The Schedule of
Federal Financial Assistance. 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 which meets the
requirements of Chapters 11.45 and 215.97, Florida Statutes; and, Chapters 10.550 and
10.600, Rules of the Florida Auditor General.
B. A complete audit report which covers any portion of the effective dates of this agreement
must be submitted within 30 days after its completion, but no later than nine (9) months
after the audit period. In order to be complete, the submitted report shall include any
management letters issued separately and management's written response to all findings,
both audit report and management letter findings. Incomplete audit reports will not be
accepted by the Department and will be returned to the subgrant recipient.
C. The subgrant recipient shall have all audits completed by an independent public
accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed
Public Accountant. 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
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federal laws and regulations.
D. 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.
E. Subgrant recipients that expend less than $500,000 in Federal awards during a fiscal year
are exempt from the audit requirements of OMB CircularA-133 for that fiscal year. In this
case, written notification shall be provided to the Department by the Chief Financial Officer,
or designee, that the subgrant recipient is exempt. This notice shall be provided to OCJG
no later than March 1 following the end of the fiscal year.
F. 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.
G. The completed audit reports should be sent to the following address:
Florida Department of Law Enforcement
Office of Criminal Justice Grants
2331 Phillips Road
Tallahassee, Florida 32308
23. 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 Office of
Justice Program's Financial Guide and the federal OMB Circular A-110 or A-102, as
applicable.
24. Property Accountability
The recipient agrees to use all non -expendable property for criminal justice purposes
during its useful life or request Department disposition.
The 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
Office of Justice Programs' Financial Guide and the federal OMB CircularA-110 orA-102,
as applicable. This obligation continues as long as the recipient retains the property,
notwithstanding expiration of this agreement.
25. Disputes and Appeals
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 recipient shall proceed diligently with the
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performance of this agreement according to the Department's decision.
If the recipient appeals the Department's decision, it also shall be made in writing within
twenty-one (21) calendar days to the Department's agency clerk. The recipient's right to
appeal the Department's decision is contained in Chapter 120, F.S., and in procedures
set forth in Chapters 28-5 and 9-5, F.A.C. Failure to appeal within this time frame
constitutes a waiver of proceedings under Chapter 120, F.S.
26. 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 Bureau, of the U.S. Department of Justice's Bureau of Justice
Assistance or both have the privilege of visiting the project site to monitor, inspect and
assess work performed under this agreement.
27. Publication or Printing of Reports
The recipient shall submit one copy of all reports and proposed publications resulting
from the agreement twenty (20) days prior to public release. Any publications (written,
visual, or sound), whether published at the recipient's or government's expense, shall
contain the following statement: (NOTE: This excludes press releases, newsletters, and
issue analysis.)
"This project was supported by Grant No. 2001-RT-BX-0044 awarded by the Bureau of
Justice Assistance, Office of Justice Programs, U.S. Department of Justice. Points of
view in this document are those of the author and do not necessarily represent the official
position of policies of the U.S. Department of Justice."
28. Equal Employment Opportunity (EEO)
All recipients are required to comply with statutes that govern programs or activities
funded by the Office of Justice Programs (OJP) (Section 809(c), Omnibus Crime Control
and Safe Streets Act of 1968, as amended, 42 U.S.C. 3789d, which prohibit such
discrimination, as follows:
No person in any State shall on the grounds of race, color, religion, national origin, sex [or
disability]* be excluded from participation in, be denied the benefits of, be subjected to
discrimination under, or denied employment in connection with any program or activity
funded in whole or in part with funds made available under this title.
*Section 504 of the Rehabilitation Act of 1973 prohibits identical discrimination on the
basis of disability.
The recipient acknowledges, by completing and signing the attached EEO Certification
Letter (Appendices 1), that failure to submit an acceptable Equal Employment Opportunity
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Plan approved by the Office for Civil Rights (if recipient is required to submit one pursuant
to 28 CFR 42.302), is a violation of its certified assurances and may result in suspension
of funding obligation authority. Submission of this certification letter 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 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 of this
agreement 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 CFR Section 42.207
Compliance Information.)
If any court or administrative agency makes a finding of discrimination on the grounds of
race, color, religion, national origin, gender, disability or age against a recipient of funds,
the recipient must agree to forward a copy of the findings to the OJP Office for Civil
Rights.
The subgrantee will comply and assure the compliance of all contractors, with the non-
discrimination requirements of the Victims of Crime Act (as appropriate); Title VI of the
Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973, as
amended; Subtitle A, Title II of the Americans With Disabilities Act (ADA) (1990) ; Title IX
of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department
of Justice Non -Discrimination Regulation, 28 CFR Part 42, Subparts C,D,E and G; and
Department of Justice regulation on disability discrimination, 28 CFR Parts 35 and 39.
29. 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.
30. For State Agencies: Federal Restrictions on Lobbying
If a state agency, the recipient agrees to comply with Section 319 of Public Law 101-121
set forth in "New Restrictions on Lobbying; Interim Final Rule," published in the February
26, 1990, Federal Register. Each person shall file the most current edition of this
Certification And Disclosure Form, if applicable, with each submission that initiates
agency consideration of such person for award of federal contract, grant, or cooperative
agreement of $100,000 or more; or federal loan of $150,000 or more. This certification is
a material representation of fact upon which reliance was placed when this agreement
was made. Submission of this certification is a prerequisite to entering into this
agreement subject to conditions and penalties imposed by Section 1352, Title 31, U.S.C.
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.
The undersigned certifies, to the best of his or her knowledge and belief, that:
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A. 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.
B. 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.
C. 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 recipients shall
certify and disclose accordingly.
31. State Restrictions on Lobbying
In addition to the provisions contained in Paragraph 29 of Section G, Acceptance and
Agreement, the expenditure of funds for the purpose of lobbying the legislature or a state
agency is prohibited under this contract.
32. Project Closeout
Project funds which have been properly obligated by the end of the subgrant funding
period will have forty-five 45) days in which to be liquidated (expended). Any funds not
liquidated at the end of the 45-day period will lapse and revert to the Department. A
subgrant-funded project will not be closed out until the recipient has satisfied all closeout
requirements in one final subgrant closeout package.
All refunds or repayments to be made to the Department under this Agreement are to be
made payable to the order of "Florida Department of Law Enforcement", and mailed
directly to the Department at the following address:
Florida Department of Law
Enforcement
Office of Criminal Justice Grants
2331 Phillips Road
Tallahassee, FL 32308
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33. Background Check
It is strongly recommended that all programs targeting juveniles, implemented by other
than a sworn law enforcement officer or program licensed by the Department of Children
and Family Services, conduct background checks on all personnel providing direct
services.
34. Purchase of American -Made Equipment and Products
To the greatest extent practicable, all equipment and products purchased with program
funds should be American -made.
35. Eligibility for Employment in the United States
The State of Florida will not intentionally award publicly -funded contracts 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 recipient of the employment provisions contained in Section
274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the
Department.
36. National Environmental Policy Act (NEPA)
A. The subgrantee agrees to assist FDLE in complying with the NEPA and other related
federal environmental impact analyses requirements in the use of subgrant funds by
the subgrantee. This applies to the following new activities whether or not they are
being specifically funded with these subgrant funds. That is, it applies as long as the
activity is being conducted by the subgrantee or any third party and the activity needs
to be undertaken in order to use these subgrant funds,
(1) New construction;
(2) Minor renovation or remodeling of a property either (a) listed on or eligible for
listing on the National Register of Historic Places or (b) located within a 100-year
flood plain;
(3) A renovation, lease, or any other proposed use of a building or facility that will
either (a) result in a change in its basic prior use or (b) significantly change its
size; and,
(4) Implementation of a new program involving the use of chemicals other than
chemicals that are (a) purchased as an incidental component of a funded activity
and (b) traditionally used, for example, in office, household, recreational, or
educational environments.
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B. For any of a subgrantee's existing programs or activities that will be funded by these
subgrant, the subgrantee, upon specific request from the Department and the Bureau
of Justice Assistance (BJA), agrees to cooperate with BJA in any preparation by BJA
of a national or program environmental assessment of that funded program or activity.
37. Assurance of Political Activities Limitations
The subgrantee assures that it will comply with provisions of Federal law which limit
certain political activities of State or local government employees whose principal
employment is in connection with an activity financed in whole or part by Federal grants
(5USC 1501, et seq.)
38. Environmental Protection Agency's (EPA) list of Violating Facilities
The subgrantee assures that the facilities under its ownership, lease or supervision which
shall be utilized in the accomplishment of the Program Purpose are not listed on the EPA's
list of Violating Facilities and that it will notify the FDLE of the receipt of any
communication from the Director of the EPA Office of Federal Activities indicating that a
facility to be used in the project is under consideration for listing by the EPA.
39. Flood Disaster Protection Act
The subgrantee will comply with Section 102(a) of the Flood Disaster Protection Act of
1973, Public Law 93-234, 87 Stat. 975, requiring that the purchase of flood insurance in
communities where such insurance is available as a condition of the receipt of any federal
financial assistance for construction or acquisition purposes for use in any area that has
been identified as an area having special flood hazards.
40. National Historic Preservation Act
The subgrantee will assist the FDLE in its compliance with Section 106 of the National
Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and
the Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by (a)
consulting with the State Historic Preservation Officer as necessary, to identify properties
listed in or eligible for inclusion in the National Register of Historic Places that are subject
to adverse effects (see 36 CFR Part 800.8) by the activity, and notifying the FDLE of the
existence of any such properties and by (b) complying with all requirements
established by the Federal grantor agency to avoid or mitigate adverse effects upon such
properties.
41. The Coastal Barrier Resources Act
The subgrantee will comply and assure the compliance of all contractors with the provisions of
the Coastal Barrier Resources Act (P.L. 97-348) dated October 19, 1982 (16 USC 3501 et
seq.) which prohibit the expenditure of most new Federal funds within the units of the Coastal
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Barrier Resources System.
42. "Pay to Stay"
The subrecipient agrees that funds provided under this award may not be used to operate a
"pay -to -stay" program in any local jail. The subrecipient further agrees not to subaward funds
to local jails which operate "pay -to -stay" programs.
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APPENDIX I
CERTIFICATION OF COMPLIANCE
WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO)
PROGRAM REQUIREMENTS
EEO Program Certification Letters
Each unit of government (subgrant recipient) and each
criminal justice agency that is the implementing agency of
the subgrant, whether or not it is required to have a written
Equal Employment Opportunity (EEO) Program according
to provisions of the Federal Omnibus Crime Control and
Safe Streets Act of 1968 as amended, must enclose signed
EEO Certification Letters with subgrant applications.
A copy of the 28 Code of Federal Regulations (CFR) Part
42, Subparts C, D, E, F, G and H can be accessed at the
following internet site:
http://www.access.gpo.gov/nara/cfr/cfr-table-search.html
If you have additional questions, please contact the
program staff of the Office of Criminal Justice Grants at
850/410-8700 or SUNCOM 270-8700.
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EEO Certification Letter - Subgrant Recipient
Mr. Clayton H. Wilder
Community Program Administrator
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Re: Compliance with Equal Employment Opportunity (EEO) Program
Requirements — Subgrant Recipient
Dear Mr. Wilder:
I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime
Control and Safe Streets Act of 1968 as amended, I have read the Act criteria set forth in the Subgrant
Application Package and Instructions. I understand that if the subgrant recipient meets these criterion, it
must formulate, implement and maintain a written EEO Program relating to employment practices affecting
minority persons and women. I also affirm that the subgrant recipient (Initial one of the following):
XX Does meet Act Criteria and does have a current EEO Program Plan.
Does meet Act Criteria and does not have a current EEO Program Plan.
Does not meet Act Criteria.
I further affirm that if the recipient meets the Act criteria and does not have a current written EEO
Program, federal law requires it to formulate, implement, and maintain such a program within 120 days after
a subgrant application for federal assistance is approved or face loss of federal funds.
Requires signature of authorized official:
Type Name and Title:
By:
Murray Nelson, Mayor
Date:
Name of Subgrantee Organization: Monroe County Board of County Commissioners
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EEO Certification Letter - Implementing Agency
Mr. Clayton H. Wilder
Community Program Administrator
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Re: Compliance with Equal Employment Opportunity (EEO)
Program Requirements — Implementing Agency
Dear Mr. Wilder:
I, the undersigned authorized official, certify that according to Section 501 of the Omnibus
Crime Control and Safe Streets Act of 1968 as amended, I have read the ACT criteria set forth in
the Subgrant Application Package and Instructions. I understand that if the Implementing Agency
meets these criterion, it must participate in the subgrant recipient's EEO Program or formulate,
implement and maintain its own written EEO Program relating to employment practices affecting
minority persons and women. I also affirm that the Implementing Agency (Initial one of the
following):
XX Does meet Act Criteria and does have a current EEO Program Plan.
Does meet Act Criteria and does not have a current EEO Program Plan.
Does not meet Act Criteria.
I further affirm that if the implementing agency meets the Act criteria and does not participate
in the subgrant recipient's EEO Program or does not have its own written EEO Program, federal law
requires it to participate in such a program or formulate, implement, and maintain its own program
within 120 days after a subgrant application is approved or face loss of federal funds.
Requires signature of authorized official:
Type Name and Title:
By:
Murray Nelson, Mayor
Date:
Name of Implementing Agency. Monroe County Board of County Commissioners
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APPENDIX II
AUTOMATED DATA PROCESSING (ADP) EQUIPMENT
AND SOFTWARE AND CRIMINAL JUSTICE INFORMATION
AND COMMUNICATION SYSTEMS REQUEST FOR APPROVAL FORM
Name of Subgrantee Organization:
Authorized Official for Subgrant Recipient
Type Name:
Type Title:
Signature:
Date:
Telephone Number: ( )
NOTE: For ADP purchases totaling $100,000 or more, an ADP Equipment Form must be completed
and submitted to the Department of Law Enforcement for approval. Provide a brief response
addressing each of the following issues. Address each issue in a separate paragraph using the
corresponding numerical indicator. Indicate N/A for issues which you consider to be not
applicable, i.e., Issues 4 & 5 may not apply. Start on the next page and use continuation pages as
necessary. Sign this Signature Page and attach to the completed response.
1. A description of the ADP hardware and/or software you plan to purchase, including:
A. Number of units and projected cost of each;
B. Equipment specifications including disk drive storage space, amount of random
access memory, microprocessor size and speed, and any other pertinent system
specifications. If a network is purchased, specify the type of file server, hub/routers,
network cards, network wiring and installation costs. If a printer is purchased,
indicate the type of printer including brand, model, dot matrix, laser, type of print
(black or color), additional memory, and font cartridges.
C. A brief description of how the proposed equipment and/or software will be used to
further grant objectives.
2. Certify that ADP hardware and/or software procurement complies with existing federal,
state, and local laws and regulations. Attach a copy of your current procurement
procedures.
3. If ADP hardware will be purchased, describe the results of your lease/purchase analysis
and explain the advantage of purchase over lease.
4. If ADP software will be developed, explain why already produced and available software
will not meet the needs of this subgrant.
5. If your purchase of ADP hardware, software or combination thereof will be from a sole
source, complete a Sole Source Justification Form and attach it.
Subgrant Application Package SFY2004
Appendix 11 Page 1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
APPENDIX 111
SOLE SOURCE JUSTIFICATION FOR SERVICES AND EQUIPMENT
Name of Subgrantee Organization: Monroe County Board of County Commissioners
Authorized Official for Subgrant Recipient
Type Name: MurrayNelson
Type Title: Mayor
Signature:
Date:
Telephone Number: 305 852-7175
Note: Justification for sole source procurement of $100,000 or more must be
submitted to the Florida Department of Law Enforcement for approval. Provide a
brief response addressing each of the following issues. Address each issue in a
separate paragraph using the corresponding numerical indicator. Start on the next
page and continue using a maximum of one additional page if required. Sign this
Signature Page and attach to the completed response.
1. Briefly describe the proposed contractual services and/or equipment and how it relates
to your program.
2. Explain your reasons for proposing to contract with, or purchase from, a non-
competitive sole source. Address the expertise of the contractor, management,
responsiveness, program knowledge and experience of contract personnel.
3. Indicate the contract period and explain the potential impact on contract deliverables if
due dates are not met. Estimate the time and cost to hire a competent replacement
should the current contractor default.
4. Describe what is unique about the project and the proposed sole source contractor that
would warrant a contract.
5. Explain any other points you believe should be covered to support your request for a
sole source contract.
6. Make a declaration that the action you are taking is in the "best interest" of the
Sub rant recipient and the implementing agency.
Subgrant Application Package SFY2004
Appendix 111 Page 9
Residential Substance Abuse Treatment Proqram
Florida Department of Law Enforcement
Sole Source Justification for Services and Equipment Narrative
1. Presently, the Jail Incarceration Program (JIP) operates an in-house substance
abuse treatment program. This program began in 1997 with a Byrne Grant that ended
in October 2001. That program served approximately eight -hundred inmates and ended
with a thirty percent recidivism rate as compared to a seventy per cent recidivism rate
for inmates in general.
Under the RSAT grant the program was expanded and enhanced. The inmates (male)
are housed in a separate dorm. Those who volunteer for the program have liaison and
advocacy if needed to help them get treatment either in this program or another
treatment program deemed appropriate. All inmates in the program are screened to
ascertain any special needs and an individualized treatment plan is written for them.
The treatment is reviewed every thirty days and updated as needed. The program
outlined for them will include any special counseling in the areas of anger management,
domestic abuse, parenting classes, life skills, and mental health counseling. They will
also be screened and referred for educational and/or vocational training, transitional
housing, aftercare, work release, and medical assistance. This helps increase the
likelihood of success in recovery and decrease the criminal activity associated with
substance abuse.
The emphasis on cognitive behavioral therapy and rational emotive therapy is the
backbone of the program. The twelve -step approach, life skills, and art/music therapy
provide a well-rounded approach to the treatment of addiction. An outline of the format
is included as well as a schedule for the daily activities.
2. The Care Center for Mental Health has operated a similar program, funded by a
Byrne Grant and matching funds from Monroe County, at the Detention Center for four
years. They have the expertise, personnel, equipment, and procedures in place to
continue this type of program. The only other potential providers are the Guidance
Clinic of the Middle Keys and the Guidance Clinic of the Upper Keys, approximately fifty
and seventy-five miles away, respectively. The funding of the program under the Byrne
Grant was overseen and recommended by the Substance Abuse Policy Advisory
Board, which reviewed program proposals and made funding recommendations to the
Monroe County Board of County Commissioners. No other proposals for this type of
program at the Detention Center were received by the Substance Abuse Policy
Advisory Board in recent years. At the beginning of the first year of RSAT funding,
February 2001, the Care Center was the only provider ready to "hit the ground running"
with this program.
3. The contract period is from March 15, 2004 through March 14, 2005. We believe
that several months would be required to find a suitable replacement contractor to
provide this service, two or three months for that contractor to hire staff, and there is a
good chance that none would be available.
4. The present staff and program coordinator have developed a program designed to
treat each client based on their individual needs. As a result of Substance Abuse, most
of the clients have lost their ability to function in society. This program addresses the
clients' addiction to drugs and alcohol through the Relapse Prevention and Steps. It
also addresses the psychological problems of behavior, personality problems, lack of
Subgrant Application Package SFY2004
Appendix Ill Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
socialization, and criminal attitude through the Moral Reconation Therapy, Anger
Management, Parenting Classes, Domestic Abuse Information, and Rational Emotive
Therapy.
Art and Music Therapy help alleviate stress and develop self-esteem. The Life Skills,
Work Relapse, and Farm Detail offer the clients a chance to re -integrate and transition
back into the mainstream of the community. The Aftercare helps the clients overcome
problems as they occur, without returning to their usual coping means of using drugs
and alcohol. This provider has a proven track record of reducing recidivism. The staff is
already trained and in place, as is the program.
The Touchstones program will be added in this coming grant year, and is described in
the application narrative.
5. All relevant points in support of this sole source award have been covered above.
6. Monroe County believes that the award of these grant and matching funds to The
Care Center for Mental Health to provide this program is in the best interest of the
subgrant recipient and the implementing agency.
Subgrant Application Package SFY2004
Appendix Ill Page 2