Item C31BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: March 17, 2004 Division: Administrative Services
Bulk Item: Yes ® No ❑ Department: Grants Administration
AGENDA ITEM WORDING: Authorization for the Mayor to execute a contract with the Care
Center for Mental Health for the Monroe County Jail Incarceration Program using funds
provided under the Residential Substance Abuse Treatment Grant, for the period from March 15
2004 through March 14, 2005.
ITEM BACKGROUND: Seventy-five percent funding is provided by the Florida Dept of Law
Enforcement under the Residential Substance Abuse Treatment Grant Program for inmates in
correctional institutions with six to twelve months remaining on their sentences.
PREVIOUS RELEVANT BOCC ACTION: Approval to apply for grant funds given at January
2004 meeting. Contract with Florida Dept. of Law Enforcement also being considered at this
meeting.
CONTRACT/AGREEMENT CHANGES: Changes to dates and amounts only.
STAFF RECOMMENDATION: Approval
TOTAL COST: $183,669.00
COST TO COUNTY: $45,918.00
REVENUE PRODUCING: Yes ❑ No
BUDGETED: Yes ® No ❑
AMOUNT PER MONTH.
YEAR
APPROVED BY:COUNTY ATTY ❑ OMB/PURCHASING ER/R'ISK MANAGEMENT Yj*
�Ig�
DIVISION DIRECTOR APPROVAL:
Sheila A. Barker
DOCUMENTATION: INCLUDED: ® TO FOLLOW: ❑ NOT REQUIRED: ❑
DISPOSITION: AGENDA ITEM #: C31
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Law Effective Date: 03/15/04
Enforcement
Expiration Date: 03/14/05
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Residential Substance Abuse Treatment Program.
Contract Manager: David P. Owens
(Name)
for BOCC meeting on 03/17/04
4482 OMB/Grants Mgt.
(Ext.) (Department)
Deadline: 03/02/04
CONTRACT COSTS
Total Dollar Value of Contract: $183,669.00 Current Year Portion: $91,835.00
Budgeted? Yes X No Account Codes: 125-06019-530490-GG0409-XXXXXX
Grant: 1 3-7, 7 51, 0 6
County Match: $45,918.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2,857.00 For: Staff support -filing reports, oversight
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
Division Director
Risk Management
O.M.B./Purchasing
County Attorney
Comments:
Date In
CONTRACT REVIEW
Changes
Needed
Yes❑ No[
313 oY Yes❑ No[
o/w
6 q Yes❑ No[
Yes❑ No[
OMB Form Revised 9/11/95 MCP #2
Revised 2/95
Date Out
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RESIDENTIAL SUBSTANCE ABUSE TREATMENT FUNDS AGREEMENT
THIS AGREEMENT is made and entered into this 17th day of March, 2004, by
and between MONROE COUNTY, a political subdivision of the State of Florida, whose
address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and The Care Center for Mental Health,
hereinafter referred to as "AGENCY."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub -
grant of Residential Substance Abuse Treatment Funds to the COUNTY to implement a
program that provides residential substance abuse treatment services to offenders held
in local correctional facilities who have at least six months and no more than twelve
months of their sentence left to serve; and
WHEREAS, the County is in need of an implementing agency to provide said
services under this Program; and
WHEREAS, the AGENCY is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Residential Substance
Abuse Treatment Funds to the AGENCY in accordance with the COUNTY'S application
for the Residential Substance Abuse Treatment Funds.
NOW THEREFORE, in consideration of the mutual understandings and
agreements set forth herein, the COUNTY and the AGENCY agree as follows:
1. TERM - The term of this Agreement is from March 15, 2004 through
March 14, 2005, the date of the signature by the parties notwithstanding, unless earlier
terminated as provided herein.
2. SERVICES - The AGENCY will provide services as outlined in the
COUNTY'S Residential Substance Abuse Treatment Sub -grant Award, attached and
made a part hereof.
3. FUNDS - The total project budget to be expended by the AGENCY in
performance of the services set forth in Section 2 of this agreement shall be the total
sum of $183,669.00. The total sum represents federal grant/state sub -grant support in
the amount of $137,751.00 and local matching funds in the amount of $45,918.00,
which amount shall be provided by the county through the grant matching funds
account. All funds shall be distributed and expended in accordance with the Project
Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Office of Criminal Justice Grants Florida
Department of Law Enforcement Sub -grant Award Certificate and Application" therefor
and all laws, rules and regulations relating thereto are incorporated by reference,
(Attachment C).
5. IMPLEMENTING AGENCY BOUND - The AGENCY is an implementing
agency under the COUNTY'S Residential Substance Abuse Treatment Program, and
shall be bound by all the provisions of the documents incorporated by reference in
Section 4 of this Agreement. Additionally, the AGENCY shall be bound by all laws,
rules, and regulations relating to the COUNTY'S performance under the Florida
Department of Law Enforcement Residential Substance Abuse Treatment Grant
Program.
6. BILLING AND PAYMENT
(a) The AGENCY shall render to the COUNTY, at the close of each calendar
month, an itemized invoice properly dated, describing the services rendered, the cost of
the services, and all other information required by the Program Director. The original
invoice shall be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within
thirty (30) days of receipt of the correct and proper invoice submitted by the AGENCY.
7. TERMINATION - This Agreement may be terminated by either party at
any time, with or without cause, upon not less than thirty (30) days written notice
delivered to the other party. The COUNTY shall not be obligated to pay for any
services provided by the AGENCY after the AGENCY has received notice of
termination. In the event there are any unused Residential Substance Abuse
Treatment Funds, the AGENCY shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The AGENCY shall maintain
appropriate financial records which shall be open to the public at reasonable times and
under reasonable conditions for inspection and examination and which comply with the
Agreement incorporated in Section 4 of this Agreement.
9. AUDIT - The AGENCY shall submit to the COUNTY an audit report
covering the term of this Agreement, within one -hundred twenty (120) days following
the Agreement's lapse or early termination and shall also comply with all provisions of
the Agreement incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it
must be given by written notice, sent by registered United States mail, with return
receipt requested, and sent to:
FOR COUNTY:
FOR PROVIDER:
Grants Administrator
Marshall Wolfe
Public Service Building
Care Center for Mental Health
5100 College Road
1205 Fourth Street
Key West, FL 33040 Key West, FL 33040
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding
from the Florida Department of Law Enforcement cannot be obtained or cannot be
continued at a level sufficient to allow for the services specified herein, this Agreement
may then be terminated immediately, at the option of the COUNTY, by written notice of
termination delivered in person or by mail to the AGENCY at its address specified
above. The COUNTY shall not be obligated to pay for any services provided by the
AGENCY after the AGENCY has received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all
services pursuant to this Agreement, the AGENCY shall abide by all statutes,
ordinances, rules, and regulations pertaining to, or regulating the provision of, such
services, including those now in effect and hereafter adopted, and particularly Article 1,
Section 3 of the Constitution of the State of Florida and Article 1 of the United States
Constitution, which provide that no revenue of the state or any political subdivision shall
be utilized, directly or indirectly, in aid of any church, sect or religious denomination or
in aid of any sectarian institution. Any violation of said statutes, ordinances, rules, or
regulations shall constitute a material breach of this Agreement immediately upon
delivery of written notice of termination to the AGENCY. If the AGENCY receives notice
of material breach, it will have thirty days in order to cure the material breach of the
contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this
Agreement shall assign this Agreement or any interest under this Agreement, or
subcontract any of its obligations under this Agreement, without the written consent of
the other.
14. EMPLOYEE STATUS — The AGENCY is an independent contractor.
Persons employed by the AGENCY in the performance of services and functions
pursuant to this Agreement shall have no claim to pension, worker's compensation,
unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY'S officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION - The AGENCY agrees to hold harmless, indemnify,
and defend the COUNTY, its commissioners, officers, employees, and agents against
any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly
arising from, or related to the provision of services hereunder by the AGENCY.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is
contained herein and that this Agreement supersedes all oral agreements and
negotiations between the parties relating to the subject matter hereof as well as any
previous agreements presently in effect between the parties relating to the subject
matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of
this Agreement shall be valid only when expressed in writing and duly signed by the
parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their
names to be affixed hereto by the proper officers thereof for the purposes herein
expressed at Monroe County, Florida, on the day and year first written above.
(SEAL) BOARD OF COUNTY
COMMISSIONERS
ATTEST: DANNY L. KOLHAGE, Clerk OF MONROE COUNTY, FLORIDA
in
Deputy Clerk
Witness
Witness
By:
Mayor/Chairman
Care Center for Mental Health
By:
Title:
MONROE cOUNTY A � ORMEY
ROVED
SUZ NN HUTTON
ASSISTANT U Y TTORNEY
Date
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations,
county travelers, and contractual parties who have reimbursable expenses associated with
Monroe County business. These guidelines, as they relate to travel, are from Florida Statute
112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs
to also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to requesting a
reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract. This document should not be considered all-inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis.
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter -company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and payroll taxes, check number
and check amount. If a Payroll Journal is not provided, the following information must be
provided: check amount, check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller,
the telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061.
Credit card statements are not acceptable documentation for reimbursement. If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the airport for
a business trip is not reimbursable. Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls are
not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before
noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m.
for dinner reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while
on County business. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of departure. For
example, driving form one's home to the airport for a business trip is not a reimbursable
expense.
Non -allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fundraising, non -sufficient
check charges, penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name) for the time
period of to
Check # Payee
Reason
Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 XXX.XX
(A) Total $ X,XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) X.XXX.XX
I certify that the above checks have been submitted to the vendors as noted and
that the expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners and
will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of
by who is personally known to me.
Notary Public
Notary Stamp
2001
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit
a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property
to public entity, may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity,
and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for CATEGORY TWO for a
period of 36 months from the date of being placed on the convicted vendor
list."
ETHICS CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date:
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this day of
20
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
FILE
Florida Department of
Law Enforcement
Guy M. Tunnell
Commissioner
F E B 2 4 2004
The Honorable Murray Nelson
Mayor of Monroe County
99198 Overseas Highway, Suite 2
Key Largo, Florida 33037
Office of Criminal Justice Grants
Re: 04-CJ-7J-11-54-01-006/Monroe County Jail
Incarceration Program
Dear Mayor Nelson:
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
(850)410-8700
The Florida Department of Law Enforcement is pleased to award a Residential Substance
Abuse Treatment for State Prisoners grant in the amount of $137,751 to your unit of government.
A copy of the approved subgrant application with the above referenced project number
and title is enclosed for your file. All correspondence with the Department should always
refer to the project number and title.
Your attention is directed to Section G of the subgrant which is the "Acceptance and
Agreement". These conditions should be reviewed carefully by those persons responsible
for project administration to avoid delays in project completion and cost reimbursements.
Also, you should review the enclosed Subgrant Award Certificate. This certificate contains
important information regarding Section G that applies to this grant award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service - Integrity Respect • Quality
The Honorable Murray Nelson
Page Two
We look forward to working with you on this project. If we can be of further assistance,
please contact Thomas Bishop at 850/410-8700.
Sincerely,
LJ�ai-il q
Clayton . Wilder
Community Program Administrator
CHW/TB/dw
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
04-CJ-7J-11-54-01-006 in the amount of $137,751,
for a project entitled: Monroe County Jail
Incarceration Program
for the period of 03/15/2004 through 03/14/2005, in accordance with
the statement of work contained in the subgrant application, and
subject to the Florida Department of Law Enforcement's conditions
of agreement and special conditions governing this subgrant.
(Signature of Authorized Official)
(Typed Name and Title of Official)
(Date of Acceptance)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: FEB 2 4 2004
Grant Period: From:03/15/2004 To:03/14/2005
Project Title: Monroe County Jail
Incarceration Program
Grant Number: 04-CJ-7J-11-54-01-006
Federal Funds: $137,751.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $45,918.00
Total Project Cost: $183,669.00
Program Area: 001
Award is hereby made in the amount and for the period shown above
of a grant under Title IV of the Violent Crime Control and Law
Enforcement Act of 1994, P.L. 103-322, as amended, to the above
mentioned subgrantee and subject to any attached standard or
special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial Guide for Grants,
Office of Justice Programs, Common Rule for State and Local
Governments and A-87, or OMB Circulars A-110 and A-21-,
in their entirety. It is also subject to such further rules,
requlations and policies as may be reasonably prescribed by the
State or Federal Government consistent with the purposes and
authorization of P.L. 103-322, as amended.
SUBGRANT AWARD CERTIFICATE (CONTINUED)•
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
properly executed Certificate of Acceptance of Subgrant Award
is returned to the department.
Oo
N , Lt.tcl�
Authorized Official
Clayton H. Wilder
Community Program Administrator
LA
Date
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA): Office of Criminal Justice Grants
Grant Number: 04-CJ-7J-11-54-01-006
Grant Title: Monroe County Jail
Incarceration Program
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition (s) :
The Sole Source Justification for contractual services has
been approved.
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
APPLICATION FOR FUNDING ASSISTANCE I JAN 9 2004
101
"OFFICE OF CRIMINAL JUSTICE GRANTS
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 (Governing body of a city, county or. Indian Tribe performing criminal justice functions
as determined by the U. S Secretary of. Interior). ;
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 ZipCode 33037
Area Code/Telephone No. 305-852-7175 SunCom Fax 305-852-7162
2. Chief Financial Officer of Subgrant Recipient (cliieffinancral office ofthe 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 Codefrele hone No. 305-292-3550 SunCom Fax 305-292-3660
3. - Implementing Agency (A subordinate agency ofa city, county or lndian,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 I Zip Code 33037
Area CodelTelephone No. 305-852-7175 SunCom Fax 305-852-7162
4. Project Director, (individual indirect charge of managing andlor implementing project activities —must bean 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 CodefTelephone No. 305-292-4482 SunCom Fax 305-292-4515
Subgrant Application SFY 2004
Section 111 Page 1
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
W.
5. COntactPerson�OfotherthanProjectDirector)
Name of Contact Person
Title E-Mail Address
Area Code/Telephone No. ISunCom 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 I E-Mail Address nelson-murray@monroecounty-fl.gov
Address 99198 Overseas Highway, Suite 2
City Key Largo Zi Code 33037
Area Codefrele hone No. 305-852-7175 SunCom Fax 305-852-7162
7. ' `Person'Responsible for Programmatic Performance Reporting fitknown) -:
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 Codefrelephone No. 305-292-4482 SunCom Fax 305-292-4515
S ubgrant 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 111 Page 3
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
D.
Program Data
1. Program Facility (check all that apply)
Prison
Community Corrections Program
XX Jail
Juvenile Detention Facility
Boot Camp
Juvenile Correctional Facility
Work Camp
Other (specify)
Halfway House
2. Bed/Slot Capacity: 70
3. Target Population (indicate number of clients
to be served)
150 Adult Males Adult Females
Juvenile Males Juvenile Females
4. Services/Interventions Available (check all that apply to indicate services that will be
Offered)
X Therapeutic Community
Family Counseling
X 12-Step Program
Sex Offender Treatment
X Individual Counseling
X Impulse/Anger Control
X Group Counseling
X Work Activities
Acupuncture
X Job Skills Development
X Pharmacotherapy
X Job Placement
X Other Drug Treatment
X Aftercare Services
X Drug Testing
X Structured Leisure Time
X Mental Health Counseling
X Leadership Training
X Educational Programs
X Mentoring
Community Service
X Parenting Training
Victim Restitution
X Cognitive Restructuring
Restorative/Community Justice
Financial Management
Victim Awareness
Other (specify)
Mediation
X Criminal. and Addictive Thinking
Domestic Violence
X Relationship Issues
Reduction
X Court Liaison
X Touchstones — debate vs. discussion -
Conflict resolution
5. 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 Ill 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
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 SFY2004
Section N 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 SFY2004
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 lU 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 D(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/Objectives
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:
Overview Of Addiction
Week Two:
Video - Cycle Of Addiction - Louise Mark
Week Three:
Explore Individual Belief System
Week Four:
Quick Overview Of The 12 Steps
Week Five:
Step One- Read And Comment
Week Six:
Step One - Individual Interpretation
Week Seven:
Step One - Written Work
Week Eight -Ten:
Step Two —Read, Comment, Interpretation, And Written Work
Week Eleven:
Step Three - Read And Comment
Week Twelve:
Step Three - Individual Interpretation
Week Thirteen:
Chalk Talk - Father Martin
Week Fourteen:
Discuss Honesty
Week Fifteen:
How The Steps Work In Our Daily Lives.
Week Sixteen Through Twenty: Readings From The Big Book
Week Twenty -One:
Speaker - "How The Steps Affected His Life."
Week Twenty -Two:
Individual Presentations On Step One
Week Twenty -Three:
Individual Presentations On Step Two
Week Twenty -Four:
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 111 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 N Page 7
Lesson Nine:
Lesson Ten:
Lesson Eleven:
Lesson Twelve:
Lesson Thirteen:
Lesson Fourteen:
Lesson Fifteen:
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
Assurances
Family Success
Family Relationships
Interfamily Understanding And Communication
Financial Stability
Effective Communication
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.
S ubgrant A pplica tion SFY 2004
Section /ll 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
Page 9
Section !!/
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 nned activities, both
administrative and programmatic. Start below and uqe, continuation pages as necessary.
b rant Period
3 0 cm through t C) 5
Beaintdnq 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 Ill Pag
Residential Substance Abuse Treatment Program
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 Application SFY 2004
Section 1/1 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
Program Counselor/Coordinator
Substance Abuse Counselor
Substance Abuse Counselor
Substance Abuse Counselor ( 20 hours a week)
Total Salaries
Benefits:
FICA @ 7.65 (rounded)
Health Insurance
35,000.00
35,000.00
31,500.00
31,500.00
13,000.00
146,000.00
11,169.00
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 183,669.00
Subgrant Application SFY 2004
Section l// Page
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 N Page 13
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
G. Acceptance and Agreement I
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 (1stthrough 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 III 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".
Subgrant Application SFY 2004
SectionN Page 15
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 ofAl/owability 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.
Subgrant Application SFY 2004
Section ❑I Page 16
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 orderto
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
Subgrant Application SFY 2004
Section !ll Page 17
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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
Subgrant Application SFY 2004
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
Subgrant Application SFY 2004
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 CircularA-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
Subgrant Application SFY 2004
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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
Subgrant Application SFY 2004
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.)
�j� 1�
"This project was supported by Grant No. - awa4�led 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
Subgrant Application SFY 2004
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Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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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Section 111
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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 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
Subgrant Application SFY 2004
Section 111 Page 24
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
Subgrant Application SFY 2004
Section M Page 25
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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
Subgrant Application SFY 2004
Section M Page 26
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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.
Subgrant Application SFY 2004
Section N Page 27
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
Date: 7' y
Telephone Number: 305 52-7175
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
Subgrant recipient and the implementing agency.
Subgrant Application Package SFY 2004
Appendix Ill Page 1
Residential Substance Abuse Treatment Program
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 SFY 2004
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 11l Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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: Date:
Murray Nelson, Mayor
Name of Subgrantee Organization: Monroe County Board of County Commissioners
Subgrant Application Package SFY 2004
Appendix l Page 2
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
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: Date:
Murray Nelson, Mayor
Name of Implementing Agency. Monroe County Board of County Commissioners
Subgrant Application Package SFY 2004
Appendix 1 Page 3
Residential Substance Abuse Treatment Program
Florida Department of Law Enforcement
H. Signature Page
In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this
agreement, have read and understand the agreement in its entirety and have executed this agreement by
their duly authorized officers on the date, month and year set out below.
Corrections on this page, including
Strikeovers, whiteout, etc. are not acceptable.
'"s b
s
Signature:
Type Name and Title: Clayton H. Wilder, Community Program Administrator
Date:_
r"
Type Name of Subgrantee: Monroe County Board of County Commissioners
Signature:
Type Name and Title: Murray Nelson, Mayor
Date: 1 J'7 Jt
��� � -'7.* � s .� �� a� z �� ���L�y,§� a 3��' � r,.,z rx y =•:.�+ ' €3 -r +"e r :.
W-
Type Name of Implementing Agency: Monroe County Board of County Commissioners
Signature:
r
Type Name and )Title: Murray Ne
Date: / I -) / 6 1
Subgrant Application SFY 2004
Section Ill
Page 28