Item C31
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 21. 2004
Bulk Item: Yes ~ No 0
Division: Manaqement Services
Department: Administrative Services
AGENDA ITEM WORDING: Terminate contract with Guidance Clinic of the Middle
Keys. Inc.. for the operation of the Safeport proaram. Termination to take effect at the
end of the day. March 31. 2004.
ITEM BACKGROUND: Guidance Clinic has notified County that it will cease operation of
the Safeport proaram on March 31. 2004. Clinic estimates that $44.000.00 of the funds
will be unused. Federal funds are provided throuqh the Florida Department of law
Enforcement. Substance Abuse Policy Advisory Board (SAPAB) reviews proposals and
makes recommendations to BOCC for local fundina of proarams. SAPAB will consider
ways to use these funds or de-obliaate them back to Florida Dept. of law Enforcement
at its next meetina.
PREVIOUS RELEVANT BOCC ACTION: Approval of contract with Guidance Clinic at
November 19.2003 meetina.
CONTRACT/AGREEMENT CHANGES: Termination
STAFF RECOMMENDATION: Approval.
TOTAL COST: 69.727.00 contract amt.
BUDGETED: Yes ~ No 0
COST TO COUNTY: 17.432.00 match
SOURCE OF FUNDS: ad valorem taxes
REVENUE PRODUCING: Yes D No ~
,l'J!, ~\'1,~ \
APPROVED BY:COUNTY ATT,~OOMB/PUR
AMOUNT PER MONTH
YEAR
DIVISION DIRECTOR APPROVAL:
HASING [2J RISK MANAGEMENT [2J
tl,6~
Sheila A. Barker
DOCUMENTATION: INCLUDED: [2J TO FOllOW: D NOT REQUIRED: D
DISPOSITION: AGENDA ITEM #: ~~ ,
GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.
3000 41 ST STREET, OCEAN
MARATHON, FL 33050
(v) 305/434-9000/ (f) 305/289-9040
deb. barselJ@gcmk.org
www.gcmk.org
March 11, 2004
David P. Owens
Monroe County
Grants Administration Office
1100 Simonton Street
Key West, FL 33040
RE: BYRNE GRANT AND SAFEPORT CLOSURE
Dear
.,,'-
-As a formal follow up to our telephone conversation of 3/3/04 , the Guidance Clinic of
the Middle Keys, Inc. (GCMK), will Close its outpatient substance abuse treatment site
in Key West on 4/31/04. The decision to close the GCMK service site located in the
public housing community known as Safeport, located at 301 White Street, Key West,
was made by our board of directors on 2/24/04. The key reasons for the closure of the
program relate to difficulties recruiting and retaining qualified staff and to the lack of a
consistent referral base in the Lower Keys.
Our primary funding agency, the Center for Substance Abuse Treatment, was notified
and agreed to the premature closure of the Safeport Homeless Addictions Treatment
Project. All current and active outpatient clients will be transferred to the Care Center
for Mental Health on or about 4/1/04. GCMK is no longer accepting new clients for
outpatient services in Key West. We will, however, continue providing aftercare
services for our clients in another Key West location.
The Byrne Grant awarded to the Safeport program for fiscal year 2004 will close on
3/31/04. Our final invoice will reflect the services provided to eligible Byrne clients
through the end of March. It is anticipated that $44,422 will be unspent at the end of
this month (see attached spreadsheet). It is our hope that these funds will be
redistributed in Monroe County and that the funding can be targeted toward the adult
Drug Court.
~lOll.lDA D{PAA.TM(NT Of
CHILDREN
Partially funded by the Florida Department of Children & Families, District 11 0 & FAMILIES
David P. Owens
March 11, 2004
Page 2
If you have any questions or concerns, please contact me.
Sincerely,
#~
Debbie Barse", MSW, CAP
Executive Vice President
Attachment
Email Copies (sans attachment) :
Marsh Wolfe, EdD, CEO, Care Center
David P. Rice, PhD, President/CEO, GCMK
Marianne Benvenuti, MBA, VP of Finance, GCMK
Jamie Pipher, MS, VP of Operations, GCMK
Robin Lee, LMHC, GCMK
(bl~ f~~)
EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFURCEMENT ASSISTANCE
FORMULA GRANT FUNDS AGREEMENT .
THIS AGREEMENT is made and entered into this day of ,
2003, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose
address is 1100 Simonton Street, Key West, FL 33040, hereinafter referred to as "COUNTY,"
and Guidance Clinic of the Middle Keys, Inc., whose address is 3000 41st Street, Marathon,
Florida 33050, hereinafter referred to as "PROVIDER."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to
the COUNTY to implement a program that provides Residential Drug and Alcohol Treatment;
and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the PROVIDER is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State
and Local Law Enforcement Assistance Formula Grant Funds to the PROVIDER in accordance
with the COUNTY'S application for the Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the PROVIDER agree as follows:
1. TERM - The term of this Agreement is from October 1, 2003, through September 30,
2004, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The PROVIDER will provide services as outlined in the COUNTY'S Anti-
Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the PROVIDER in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $69,727.00.
The total sum represents federal grant/state sub-grant support in the amount of $52,295.00 and
local matching funds in the amount of $17,432.00, which amount shall be provided by the
county through the grant matching funds account. All funds shall be distributed and expended
in accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain documents
entitled "State of Florida Office of Criminal Justice Grants Florida Department of Law
Enforcement Subgrant Award Certificate and Application" therefor and all laws, rules and
regulations relating thereto are incorporated by reference, (Attachment C).
5. IMPLEMENTING AGENCY BOND - The PROVIDER is an implementing agency
under the COUNTY'S Edward Byrne Memorial State and Local Law Enforcement Assistance
Formula Grant Program, and shall be bound by all the provisions of the documents
incorporated by reference in Section 4 of this Agreement. Additionally, the PROVIDER shall be
bound by all laws, rules, and regulations relating to the COUNTY'S performance under the
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program.
6. BILLING AND PAYMENT
(a) The PROVIDE:.." shall render to the COUNTY, at the clvse of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services
. . ,
and all other information required by the Program Director. The original invoice shall be sent to:
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty (30)
days of receipt of the correct and proper invoice submitted by the PROVIDER.
7. TERMINATION - This Agreement may be terminated by either party at any time, with
or without cause, upon not less than thirty (30) days written notice delivered to the other party.
The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after
the PROVIDER has received notice of termination. In the event there are any unused Edward
Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds, the
PROVIDER shall promptly refund those funds to the COUNTY or otherwise use such funds as
the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The PROVIDER shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement incorporated in
Section 4 of this Agreement.
9. AUDIT - The PROVIDER shall submit to the COUNTY an audit report covering the
term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse
or early termination and shall also comply with all provisions of the Agreement incorporated in
Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY:
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
FOR PROVIDER:
David Rice, Executive Director
Guidance Clinic of the Middle Keys, Inc.
3000 4151 Street
Marathon, FL 33050
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the
Florida Department of Law Enforcement cannot be obtained or cannot be continued at a level
sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the PROVIDER at its address specified above. The COUNTY shall not be
obligated to pay for any services provided by the PROVIDER after the PROVIDER has received
notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the PROVIDER shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political suborvlsion shall be utilized, directly or indireLLlY, in aid of any church, sect
or religious denomination or in aid of any sectarian institution. Any violation of said statutes,
ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the PROVIDER. If the PROVIDER
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall
assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. INDEPENDENT CONTRACTOR/EMPLOYEE STATUS - The PROVIDER is an
independent contractor. No statement in this agreement shall be construed so as to find the
PROVIDER, its employees, contractors, servants, volunteers, or agents to be employees of the
COUNTY. Persons employed by the PROVIDER in the performance of services and functions
pursuant to this Agreement shall have no claim to pension, worker's compensation,
unemployment compensation, civil service or other employee rights or privileges granted to the
COUNTY'S officers and employees either by operation of law or by the COUNTY.
15. INDEMNIFICATION - The PROVIDER agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or
related to the provision of services hereunder by the PROVIDER.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
By:
Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
GUIDANCE CLINIC OF THE MIDDLE
KEYS, INC.
By:
Witness
Title:
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic gUidelines to Human Service Organizations,
county travelers, and contractual parties who have reimbursable expenses associated with
Monroe County business. These guidelines, as they relate to travel, are from Florida Statute
112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs
to also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to requesting a
reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract. This document should not be considered all-inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis.
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and payroll taxes, check number
and check amount. If a Payroll Journal is not provided, the following information must be
provided: check amount, check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller,
the telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061.
Credit card statements are not acceptable documentation for reimbursement. If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the airport for
a business trip is not reimbursable. Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls are
not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before
noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m.
for dinner reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while
on County business. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of departure. For
example, driving form one's home to the airport for a business trip is not a reimbursable
expense.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fundraising, non-sufficient
check charges, penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name) for the time
period of to
Check # Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending OS/28/01 XXX. XX
(A) Total $ X.XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X.XXX.XX
I certify that the above checks have been submitted to the vendors as noted and
that the expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners and
will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this _ day of 2001
by who is personally known to me.
Notary Public
Notary Stamp
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY. FLORIDA
ETHICS CLAUSE
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:
OMS - MCP FORM #4
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or repair
of a public building or public work, may not submit bids on leases of real property to public
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list. II
"1 l "
1- ,,+t";(("jh 1i'\I,~,'rl .'\' C:'--
Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
(850) 410-8700
Guy M. Tunnell
Commissioner
October 7, 2003
The Honorable Dixie Spehar
Mayor, Monroe County
Board of Commissioners
500 Whitehead Street, Suite 102
Key West, Florida 33040
Re: 04-CJ-B-11-54-0 1-0 18 / Safeport Residential Drug and Alcohol
Treatment Center 3
Dear Mayor Spehar:
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement Formula Grant in the amount of $52,295 to your unit of government.
These funds shall be utilized to implement a Byrne Program under Purpose Area 13B -
Offender Community Treatment - Local.
A copy of the approved subgrant application with the above referenced grant number
and project title is enclosed for your file. All correspondence with the Department should
always refer to the grant number and project title.
Your attention is directed to Section G ofthe sub grant, "Acceptance and Agreement".
These conditions should be reviewed carefully by those persons responsible for project
administration to avoid delays in project completion and cost reimbursements. Also, you
should review the enclosed Subgrant Award Certificate. This certificate contains important
information that applies to this award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certifi,cate 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
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
04-CJ-J3-11-54-01-018 in the amount of $52,295,
for a project entitled: Safeport Residential Drug and Alcohol
Treatment Center 3
for the period of 10/01/2003 through 09/30/2004, to be implemented
in accordance with the approved subgrant application, and subject to
the Florida Department of Law Enforcement's conditions of acceptance
.and agreement and special conditions governing this subgrant.
(Signature of Authorized Official)
(Date of Acceptance)
(Typed Name of Official)
(Typed Title of Official)
Monroe County
(Name of Subgrantee)
./ .:>UZA . HUTTON_
_. i\'jSISTA~T 71uYJ ATTO. RNEY
U~,h:; d, ~ J
04-CJ-J3-11-54-01-018
SUBGRANT AWARD CERTIFICATE (CONTINUED):
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
a properly executed Certificate of Acceptance of Subgrant Award
is returned to the Department.
(]Q~~W- ~
Authorized Official
Clayton H. Wilder
Community Program Administrator
10 -=1-0.3
Date
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Project Director
Name of Project Director: David P. Owens County
(Implementing Agency Employee) Monroe
Title: Grants Administrator
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
. . Area Code I Fax #
E-mail Address: owens-david@monroecounty-fl.gov
305-292-4515
5. Contact Person
Name of Contact Person: same as project director County
(if other than Project Director) Monroe
Title:
Address: Area Code I Phone #
City, County, State, Zip Code: SUNCOM #
E-mail Address: Area Code I Fax #
6. Person Responsible For Financial Reporting (if known)
Name: David P. Owens County
Monroe
Title: Grants Administrator
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: owens-david@monroecounty-fl.gov Area Code I Fax #
305-292-4515
7. Person Responsible For Programmatic Performance Reporting (if known)
Name: David P. Owens County
Monroe
Title: Grants Administrator
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax #
305-292-4515
8. Service Provider Contact Person
Name: William Elwood, PhD County
Monroe
Title: Safeport Operations Manager
-
: : Area Code I Phone #
Address: 301 White Street, Building 12 305-292-6770, x 29
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: william.elwood@gcmk.org . . Area Code I Fax #
--
305-292-7133
FDLE Byrne Formula Grant Application Package
Grant Application
Section IJ - Page 2
OCJG - 005 (rev. 04/04/03)
Rule 110-9.006
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance ~ormuJa Grant Program
E.. Project Narrative
1. Problem Identification: Briefly describe a specific problem to be addressed
with subgrant funds in terms of Problem Description, Problem Significance and
Needs Assessment, as described in the application instructions. Continue
narrative on a second page if necessary. Do not exceed two pages. Use a
readable size font, per instructions.
1. a. Demand for long-term substance abuse treatment far exceeds capacity in Monroe
County. Currently, there are only 39 long-term treatment slots available in Monroe
County; all of these are operated by the Guidance Clinic of the Middle Keys, Inc.
(GCMK): 12 slots in T\1arathon at Keys to Recovery (KTR), a 6-month program for
criminally involved men; and 27 slots at GCMK's Safeport program in Key West. There
are only eight publicly funded detoxification beds in the county, which are located in
Marathon at GCMK headquarters. In the period 10/2001-09/2002,298 unduplicated
clients received substance use detoxification, receiving 2,108 days of service.
Approximately 50 percent of these (~150 adults) were encouraged to seek long-term
substance abuse treatment. The only comprehensive long-term treatment program in
Monroe County is GCMK's Safeport program in Key West.
1. b. The extent of people who need and desire treatment and the limitation of Safeport
treatment services to people who are public housing tenants resulted in an extensive
waiting list of prospective clients that has ranged from 20-40 people at any given time.
Many offenders who are court ordered to enter substance abuse treatment in lieu of jail
time must either wait in detention for a local slot to open or be referred to a program on
the mainland.
1. c. Research indicates that offenders generally need more intensive substance
abuse treatment for longer periods of time than do non-criminally involved treatment
clients. GCMK's detoxification facility (the only publicly-funded facility in Monroe
County) refers about 150 people a year to long-term treatment; our substance abuse
intervention program refers an additional 75 clients per year to treatment as well. A
recent examination of the Safeport waiting list found that of 118 individuals who
presented for treatment services, 72% (81/118) were found eligible for services. Of
those 81 eligible individuals, however, only 31 % (25/81) came to receive Safeport
treatment due to the extended wait for services. The limited number of treatment slots
in our area and the prolonged and thorough treatment service required by substance
abuse treatment clients result in the need to increase treatment capacity in this area.
FDLE Byrne Formula Grant Application Package
Grant Application
Section /I - Page 4
OCJG - 005 (rev. 04/04/03)
Rule 110-9.006
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
d. N/A, not a multi-jurisdictional task force.
e. GCMK's Safeport program provides outpatient treatment services at intensity levels
and durations appropriate to each client's substance abuse disorders. Clients will
receive individual counseling, group counseling, relapse prevention training, and
related education as appropriate to addiction severity and client progress.
Approximately 12 clinical staff positions are designated to provide treatment services.
The clinical coordinator position requires licensure. The incumbent is a licensed mental
health counselor (LMHC) in Florida and she is supervised by a MSW who is a certified
addictions professional (CAP). The clinical coordinator position requires licensure. All
clinical staff members are full-time GCMK employees. The lead clinical positions are
as follows:
Chris A. O'Brien, MS
SA counselor
title position description
clinical coordinator Supervises clinical staff, monitors client
progress
Provides individual therapy; facilitates
advanced group counseling
Provides individual therapy, facilitates
relapse prevention counseling
Facilitates intensive case
management including, but not limited
to, housing .needs, medical care,
psychiatric care, employment
training/placement.
Staff member
Robin Lee, LMHC
Frances C. Luppi, BA
SA counselor
C. Jane Williams
client services
coordinator
f. Project equipment includes, but is not limited to, personal computers, computer"
server, laser printers, televisions and VCRs, and photocopier. Computers and printers
are used to record notes on treatment services which are printed and placed in client
charts as directed by Florida DCF. Some programming includes the playing of
videocassettes, which includes the transmission of didactic information as well as
information designed to stimulate discussion. Other information is conveyed through
handouts which are duplicated on GCMK's photocopier.
g. GCMK's Safeport program is located within the Porter Place public housing
complex. The mailing address is, 301 White street, Building 12, Key West, FL 33040.
(1) The site is within the City of Key West, Monroe County, Florida.
(2) NtA
(3) Nt A
2. h. Description of activities and frequency:
Outpatient treatment for substance abuse disorders
FDLE Byrne Formula Grant Application Package
--
Rule 110-9.006
Grant Application .
Section /I - Page 6
OCJG - 005 (rev. 04/04/03)
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
. .
2.i. Target Groups. Clients. and Participants
(1) Safeport program clients will be those individuals with criminal histories who are
assessed and found likely to benefit from the treatment serVices funded by the Byrne
Memorial ,program.
(2) Clients will be referred by th'e 16th Judicial Circuit, the Monroe County Sheriff's
Department, or the Key West Police Dept. Nqn-detained individuals will receive
appointments for a comprehensi~e psychosocial and addiction severity assessment.
Individuals detained by the Monroe County Sheriff's Office will be seen within the
Detention Center at times mutually convenient for GCMK and MeSO. '
2.j. DCF and CSAT (the Safeport program's main funding source) require specific
follow-up procedures of our clients. These 'include current address and phone contact
information as well as data collection. The current Safeport program evaluation plan
requires information collected on clients for no less than 18 months after completion of
treatment requirements.
Contact information (including contacts on friends/family membersl"someone who
always will know where you are") is collected at initial assessment, intake, and at
discharge to provide maximum opportunities to contact former clients. GCMK also
works with other agencies including, put not limited to, Key West Housing Authority,
DCF, Southernmost Homeless Assistance League, 16th Judicial Circuit, and the
Monroe County Sheriffs Office to find former clients who cannot be reached.
After ensuring that the proper releases are on file, the client services coordinator
(CSC) contacts the appropriate staff person at each organization (e.g., former
counselor at 16th Judicial Circuit Drug Court; Key West Housing Authority housing
manager) to see if s/he knows that individual's whereabouts. The CSC also takes
easier steps, such as checking the Monroe County Sheriffs Website to see if that
former client is in custody. GCMK follow-up location procedures also include sending
confidential letters (Le., that do not refer to drug treatment) stating that their input is
needed for "an ongoing human health study." Only after exhausting these and other
resources is a former client considered "Iost-to-follow-up."
GCMK was incorporated in 1973 as a 501 (c) (3) nonprofit organization dedicated to
serving the mental health and substance abuse treatment needs of Monroe County
residents. The largest nonprofit provider of mental health and substance abuse
treatment services in Monroe County, GCMK offers a comprehensive continuum of
such services including-:-but not limited to-prevention. intervention. crisis
stabilization, and (detoxification and substance abuse) treatment.
GCMK's Safeport program has been a collaboration b~tween the Guidance Clinic and'
the Key West Housing Authority (Key West Housing Authority). GCMK has provided
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Rule 110-9.006 OCJG - 005 (rev. 04/04/03)
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Part II
Offender Community Treatment
State Program Area 13
This document provides guidance for project applications prepared for state
program area 13. This includes suggested length of responses for some items
as well a~ .identifying specific information to be provided. The narrative should
be as concise as possible. Please also see other guidance in application
instructions.
Federal Purpose Area 13:
Providing programs which identify and meet the treatment needs of adult and
juvenile drug-dependent and alcohol-dependent offenders.
138: . Local Offender Community Treatment
SECTION E: 2. PROJECT DESCRIPTION
NEW PROJECTS
If this is a first year project that begins a new 48 month cycle and you seek funding for
the same previously funded state program area, please describe any significant
changes in the target population, geographical location, and/or project activities in 300
words or less.
CONTINUATION PROJECTS
If this is year 2 or later for the project, please address the following items.
1. Briefly describe the major accomplishments for each year.
Project Accomplishments: The Safeport program has provided substance abuse
treatment seNices to an average of four criminally-involved clients per month
throughout the two years of this project. The program also graduated one client who
completed the entire curriculum required to be a "graduate" (rather than, e. g., a
"completer")-and remains clean and sober. Two additional Byrne-funded clients were
completed rather than graduated from the program as they met personal and legal
goals for treatment but did not complete the entire curriculum.
2. Briefly describe any major obstacles that were identified the p'revious year
and what approach to overcoming them is inco.rporated in the current year.
If the change from therapeutic community to outpatient treatment model involves a
problem, that problem is one that peNades all Monroe County-namely, affordable
housing. Key West Housing Authority's public housing~!enants are increasingly those
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Grant Application
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AppHcation for Funding Assistance
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Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
services through this contract. Do not list all other Hcenses the Service
Provider holds.
Pertinent Florida DCF licenses:
General intervention, Day/night, Outpatient.
3. If the relationship with the service provider is contractual, will you use
corripetitivebids or sole source procurement? The appHcant should note that
if sole source procurement is used, and the budgeted amount is greater than
$100,OqO, preapproval must be obtained from FDLE prior to the
reimbursement of funds.
Sole source procurement
4. If service provisi<?n occur at more than one location and/or at a location other
than the one identified in item 2 above, please specify all service location
addresses.
Guidance Clinic of the Middle Keys, Inc., in Key West
301 White Street, Building 12
Key West, FL 33040
305/292-6770
5. Identify the role(s) of key personnel by title and provide a brief description of their
primary responsibility. . These individuals mayor may not be grant funded but
provide project activities that are eligible for Byrne Program funding and that
establish the "program" your will be reporting on in the quarterly performance
reports. For example, if you only purchase drug prevention education materials,
you would identify personnel, such as a crime prevention officer, who conducts
project activities such as classes using the materials.
a. List position title, job description (list only key tasks) and agency.
Clinical Coordinator: Responsible for overseeing and approving all client
treatment plans, provision of all counseling services, and training of staff
involved with client care.
Substance Abuse Counselor: Provides weekly individual therapy with clients,
leads more intensive group counseling sessions, records client progress in
respective client charts, consults with clinical coordinator on client progression
and concerns.
Group Counselor: Leads less intensive group counseling sessions, records
group progress notes in respective client files, reports on specific issues to
clients' counselors and clinical coordinator.
b. Indicate the number of staff who will provide project activities.
Twelve staff members, including clinical coordinator,four counselors, one group
counselor, one client services coordinator, substance abuse technicians, and
intervention specialists.
c. Specify whether positions are Agency or Contract staff.
All are agency staff members -
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Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
a. What is the clients' link to ~he criminal justice system and how do they
meet the requirement for being offenders? For example,' have they
committed a misdemeanor, felony or both? If juvenile, have they been
processed at a Juvenile Assessment Center? If they will be accepted
ba.sed on referral by an organization such as a court or law enforcement
agency, include that information as well.
Clients will be referred from City of Key West Police Department, the Monroe
County Sheriff's Office, and the 16th Judicial Circuit Court.
b. List all other criteria that clients will be required to meet in order to qualify
for selection. If activities will be provided for family or significant others,
please includ~ them as well. If either specific age groups, or school
categories (i.e., second grade, high school) will be used as categories, that
information should also be included.
Individual qualitative criteria will be considered when each client presents for
treatment. Examples include, but will not be limited to, previous times in substance
abuse treatment, types of previous treatment, types of past offenses previous
public housing tenancy, eligibility for public housing tenancy. It is not known how
these less standard criteria can or will influence the admissions process. For
example., a client who participated repeatedly in outpatient treatment programs but
never completed successfully could be referred outside the county for more
restrictive programs. A client whose charges included domestic battery would be
denied public housing tenancy unless s/he completed an anger management
course successfully or found other means to satisfy this requirement.
c. Identify by position title(s) the individuals that will determine client
eligibility.
Clinical Coordinator
ACTIVITIES
1. If your project does not stand alone, but is part of an existing program, please
describe this relationship.
Stand alone.
2. Please indicate the activities your project will provide. Select from the
following list of commonly funded activities or add additional activities, as
appropriate.
See checked boxes below.
Note: Please be consistent between activities you select from the list and the
Objectives and Performance Measures on which you will be reporting.:.
, '
'V: G Ornm 06Xfreatfrie;h t~Ptoj ecf'Actiyifi e's~;;h~:"';{1~
Medical Assessment
X Psychosocial Assessment
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. Court liaison services include oral and written representation of client
progress or lack thereof to the justice system. Such services also could
involve appearing in court with or without clients. Clients in need of court
liaison services will receive them as appropriate in terms of recurrence and
time length.
. Individual therapy involves guided discussions regarding a client's issues
related to substance abuse as well as the problems emanating from
~ubstance abuse disorders. Clients will receive no less than one, one-hour
individual counseling session and the frequency is once per week.
. Group therapy encourages clients to present and process issues, information,
and impressions related to the recovery process. These supervised group
counseling sessions are led by a senior-level counselor. Clients will receive
no less than three, one-hour group counseling sessions and the frequency is
once per week.
. Family therapy permits a client to deal with issues related to her/his
addictions and the consequences of addiction to the family structure and
members. The goal is to provide clients and family members with guidance
to repair and strengthen the family structure and to convey functional means
of relations. Clients will receive no less than one, one-hour family counseling
session as appropriate to the respective composition of each client family and
the frequency varies upon circumstances.
. Referral to community resources links clients to services related to resolving
their substance abuse problems. Examples include monitoring of psychiatric
prescriptions, GED training, and vocational training. clients will receive
referrals to community resources as appropriate to the assessment of their
problems and the frequency varies upon circumstances.
d. Estimate the number of participants that will engage in this activity.
18 clients will be served .for all activities.
e. Estimate the number of defined units that the project will provide.
4. In 200 words or less, respond to the following items regarding the treatment
services.
a. What is the expected length of treatment?
Treatment plans will be individualized per client based on substance abuse and (if
applicable) other co-occurring disorders. The (mean) average length of treatment is
anticipated to be 12 months.
b. Are there different phases of treatment? If s<?, please describe.
There are no "phases" of treatment, per se. Instead, services will be provided in
relation to results from psychosocial assessment and state regulations as follows:
Dav/niqht treatment will be provided in accordance with state (DCF) licensing
regulations: three hours per day for at least four daY$ per week, with a minimum of
four (individual, family, or group) counseling hours. Treatment intensity will
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9. If any special training is planned for personnel at any level, please identify
this training and describe how it will further the operation of the project. Also
identify the position or types of positions that would attend such training.
No special training, outside of each professional staff members required continuing
education to maintain credentials, is planned.
1 O.lf equipment purchases will be a significant part of the project funding,
descri~e how this equipment will be used in project operations.
No equipment purchases are planned.
COOPERATING OR PARTICIPATING AGENCIES'
1. List all the agenc.ies and/or organizations participating in project
implementation or whose cooperation and/or support are necessary for the
success of your project.
GCMK is the only agency that will provide treatment services. Potential clients may be
referred by organizations including
16th Judicial Circuit, Monroe County, FL,
Monroe County Sheriffs Department,
Non-detained individuals will receive appointments for a comprehensive psychosocial
and addiction severity assessment. Individuals detained by the Monroe County
Sheriff's Office will be seen within the Detention Center at times mutually convenient
for GCMK and MCSO.'
2. Describe the role of each agency / organization.
The cooperative role for these organizations is limited to referral, supervision, and
followup. Referrals have occurred formally and informally. For example, judges have.
expressly ordered clients to present for the Safeport program's services. Counselors
with the 16th Judicial Circuit's Drug Court program may call the clinical coordinator to
arrange for an appointment. Supervision occurs with progress reports to monitoring
personnel (Le., parole/probation officer, DCF case supervisor, Drug Court counselor,
judge, KWHA housing manager). Followup involves contacting the aforementioned
individuals to determine a former client's whereabouts.
3. Have you obtained a commitment for support from each listed agency I
organization? If it has not been obtained, describe how this will be
accomplished.
Yes. All these relations are established and in good standing.
OTHER KEY INFORMATION _-
In 400 words or less, provide any other key"informatioh regarding the program that has
not been addressed previously in the application. This should include identifying any
other Byrne-funded project/activity/client that overlaps with this request.
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4. Activity Implementation Schedule. Complete the Activity Implementation Schedule
showing when activities in the Program Description will commence and how the project
will progress. This chart benchmarks planned activities, both administrative and
programmatic. An "X" has been inserted for reports with mandatory due dates for all
prpjects. Place an additional "X" to indicate times applicable to your project, as illustrated
for quarterly program reports. Make a detailed listing of key activities under the heading
"Programmatic Activities." Your Quarterly Performance Reports will be reviewed against
this schedule.
. .
Subgrant Period (Beginning Date - Ending Date)
Administrative Activities
ACTIVITY Oct Nav Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Submit Financial Reimbursement X X X X
Requests
Submit Financial Closeout Package
Submit Quarterly Program Reports X X X X
(04) (04) (04) (04)
Submit Quarterly PGI Reports
(If applicable)
Programmatic Activities
" (Continue on a second page if necessary.) .
Be sure to include activities mentioned in the Project Description
ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Psychosocial Assessment X X X X X X X X X X X X
Treatment Plans X X X X X X X X X X X X
Intake and Screening X X X X X X X X X X X X
Case Management X X X X X X X X X X X X
Drug Screeningffesting X X X X X X X X X X X X
Educational programs for relapse X X X X X X X X X X X X
prevention
Vocational Training X X X X X X X X X X X X
Court Liaison X X X X X X X X X X X X
. ,
, ,
Individual Therapy X X X X X X X X X X X X
Group Therapy X X X X X X X X X X X X
, ,
--
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FDLE Byrne Formula Grant Application Package
AppHcation for Funding Assistance.
Florida Department of J-aw Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
F. Project Budget
1. Budget Schedule
a. The Project Budget Schedule includes five Budget Categories (Salaries and
Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect
Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of
the Total Budget. .
b. . Enter the amount of federal, matching, and total funds by budget category that you
will use to support project activities. Enter dollar amounts only in applicable
categories based on totals from the Budget Narrative and leave others blank. Total
Local Match must be a minimum of 25 percent of the Total Budget.
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank.
Budget Category
. Federal
Match
Total
Salaries And
Benefits
Contractual
Services
52,295.00
17,432.00
69,727.00
Expenses
Operating Capital
Outlay
Indirect Costs
T atals
52,295.00
17,432.00
69,727.00
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appropriate approval of this plan. nfa
5. If the budget includes services based on unit costs, be sure to provide a definition
and cost for each service as part of the budget narrative for contractual services.
. Provide the following information.
a. What is the basis for the unit costs?
b. How recently was the basis established or updated?
An individualized treatment plan will be prepared for each client according to
his/her needs. Services will be delivered based on the treatment plan. A
schedule of services for Outpatient Treatment and Aftercare is shown below.
Based on a representative schedule of services, 18 unduplicated individuals
will be served with 10 of those individuals successfully completing the
program.
total
Service Rate Duration units rate total $
45-75
Treatment Planning $97.00/plan min 15.00 97.00 1,455.00
Indivdual Therapy $110.00/hour 60min 310.00 110.00 34,100.00
Family Therapy $110.00/hour 60min 103.00 110.00 11,330.00
60-90
Group Therapy $35.00/session min 180.00 35.00 6,300.00
60-90
Vocational Training $25.00/session min 90.00 25.00 2,250.00
20-30
Psychosocial Assessment $48.50/assess. min 72.00 48.50 3,492.00
Outpatient Treatment
Service Rate Duration
Indivdual Therapy $110.00/hour 60min 60.00 110.00 6,600.00
60-90
Group Therapy $35.00/session min 120.00 35.00 4,200.00
69,727.00
Aftercare
The rates shown above have been established based on costs established
under guidelines from the Florida Department of Children and Families.
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G. Conditions of Acceptance and Agreement
Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing
agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval
of this subgrant, the approved application and the following terms of conditions will become binding. Failure to
comply with provisions of this agreement will result in required corrective action up to and including project costs
being disallowed and termination of the project, as specified in item 16 of this section.
1. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the
current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide and
Byme -Program Guidance Document as well as Florida laws and regulations including the Florida
Administrative Code Chapter 110-9, Edward Byrne Memorial State and Local Law Enforcement
Assistance Formula Grant Program.
2. Allowable Costs
a. Allowance for costs incurred under the subgrant shall be determined according to the general principles
of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department
of Justice Common Rule for State And Local Governments and federal OMB Circular A-87, "Cost Principles
for State& Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational
Institutions". .
b. All procedures employed in the use of federal funds for any procurement shall be according to U.S.
Department of Justice Common Rule for State and Local Govemments, or OMB Circular A-11 0 and Florida
law to be eligible for reimbursement.
3. Reports
a. Project Performance Reports
(1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project Performance Reports
to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination
date. In addition, if the subgrant award period is extended beyond the "original" project period,
additional Quarterly Project Performance Reports shall be submitted.
Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result
in sanctions, as specified in item 16 of Section G, performance of Agreement Provisions.
(2) Report Contents: Performance reports must include both required sections, the quantitative response
(in response to specific objectives and measures) and the qualitative narrative. The narrative must
reflect on accomplishments for the quarter, incorporate specific items specified for inclusion in
performance measures, and also identify problems with project implementation and address actions
being taken to resolve the problems.
b. Financial Reports
(1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial
Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after
the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days
after the end of the reporting period. In addition, if the subgrant award period is extended, additional
Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice
Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the
subgrant termination period. Such claim shall be distinctly identified as "final".
(2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim
Report Forms prescribed and provided by the Office of Criminal Justice Grants. A subgrant recipient
shall submit either monthly or quarterly claims in order to report current project costs. Reports are to
be submitted even when no reimbursement is being requested.
(3) All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
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c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida
Statutes. .
10. Program Income (also known as Project Generated Income)
Program income means the gross income earned by the subgrant recipient during the subgrant period, as a
direct result of the subgrant award. Program income shall be handled according to the OJP Financial Guide
and u.S. Department of Justice Common Rule for State and Loeal Governments (reference 31 CFR Part 206
_ Management of Federal Agency Receipts, Disbursements, and Operation of The Cash Management
Improvement Fund).
11. Approval of Consultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment of a consultant
when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-ho.ur day. Approval shall
be based upon the contracfs compliance with requirements found in the OJP Financial Guide, U.S. Department
of Justice Common Rule for State and Loeal Governments, and in applicable state statutes. The Departmenfs
approval of the subgrant recipient agreement does not constitute approval of consultant contracts.
12. Property Accountability
a. The subgrant recipient agrees to use all non-expendable property for criminal justice purposes during its
useful life or request Department disposition.
b. The subgrant recipient shall establish and administer a system to protect, preserve, use, maintain and
dispose of any property furnished to it by the Department or purchased pursuant to this agreement
according to federal property management standards set forth in the OJP Financial Guide, U.S.
Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-110.
This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration
of this agreement.
13. Ownership of Data and Creative Material
Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate
to this agreement is governed by the terms of the OJP Financial Guide, and the U.S. Department of Justice
Common Rule for State and Local Governments, or the federal OMS Circular A-110.
14. Copyright
The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or
otherwise use, and authorize others to use, for Federal government purposes:
a. The copyright in any work developed under an award or subaward, and
b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support
funded under this grant agreement.
15. Audit
a. Subgrant recipients that expend $300,000 or more in a year in Federal awards shall have a single or
program-specific audit conducted for that year. The audit shall be performed in accordance with the
federal OMS Circular A-133 and other applicable federal law. The contract for this agreement shall be
identified in The Schedule of Federal Financial Assistance in the subject audit. The contract shall be
identified as federal funds passed through the Florida Department of Law Enforcement and include the
contract number, CFDA number, award amount, contract period, funds received and disbursed. When
applicable, the subgrant recipient shall submit an annual financial audit that meets the requirements of
Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Ryles of the Florida Auditor
General. ;
b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted
within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be
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recipient to make progress in the execution of work hereunder which endangers such perfonnance) if such
failure arises out of causes beyond the control and without the fault or negligence of the subgrant recipient.
Such causes include, but are not limited to, acts of God or of the public enemy, acts of the government in
either its sovereign or contractual capacity, fires. floods, epidemics, quarantine restrictions, strikes, freight
embargoes, and unusually severe weather, but in every case, the failure to perform shall be beyond the
control and without the fault or negligence of the subgrant recipient.
b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure
arises out of causes beyond the control of subgrant recipient and consultant, and without fault or
negligence of either of them, the subgrant recipient shall not be deemed in default, unless:
(1) Supplies or services to be furnished by the consultant were obtainable from other sources,
(2) The Department ordered the subgrant recipient in writing to procure such supplies or services from
other sources, and
(3) The subgrant recipient failed to reasonably comply with such order.
c. Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such
failure, and if the Department determines that any failure to perform was occasioned by one or more said
causes, the delivery schedule shall be revised accordingly.
19. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes
all project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the
same tenns and conditions set forth in the initial contract. Only one extension of the contract shall be
acceptable, unless failure to complete the contract is due to events beyond the control of the contractor.
20. Written Approval of Changes in this Approved Agreement
Subgrant recipients shall obtain approval from the Department for major substantive changes. These include,
but are not limited to:
a. Changes in project activities, target populations, service providers, implementation schedules, designs or
research plans set forth in the approved agreement;
b. Budget deviations that do not meet the following criterion. That is, a subgrant recipient may transfer funds
between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the
total approved budget and the transfer is made to an approved budget item; or,
c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by
the Department. Transfers do not allow for increasing the quantitative number of items documented in any
approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or
Expense categories, or staff positions in the Salaries and Benefits category.)
d. Under no circumstances can transfers of funds increase the total budgeted award.
21. Disputes and Appeals
a. The Department shall make its decision in writing when responding to any disputes, disagreements or
questions of fact arising under this qgreement and shall distribute its response to all concerned parties.
The subgrant recipient shall proceed diligently with the performance of this agreement according to the
Department's decision.
b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in writing within
twenty-one (21) calendar days to the Department's clerk (agency clerk). The subgrant recipient's right to
appeal the Department's decision is contained in Chapter 120, Florida Statutes, and in procedures set forth
in Rule 28-106.104, Florida Administrative Code. Failure to appeal within this time frame constitutes a
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undergo security background investigations as a condition of employment and continued employment. For
the purposes of the subsection, security background investigations shall include, but not be limited to,
employment history checks, fingerprinting for all purposes and checks in this subsection, statewide criminal
and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal
records checks through the Federal Bureau of Investigation, and may include local criminal records checks
through local law enforcement agencies.
(1) Any person who is required to undergo such a security background investigation and who refuses
to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for
employment in such position or, if employed, shall be dismissed.
(2) Such background investigations shall be conducted at the expense of the employing agency. When
fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken
by the employing agency or by an authorized. law enforcement officer .and submitted to the
Department of Law Enforcement for processing and forwarding, when requested by the employing
agency, ~o the United States Department of Justice for processing. The employing agency shall
reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the
fingerprints.
29. Drug Court Projects
a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements
outlined in the U.S. Department of Justice. Office of Justice Programs, Drug Courts Program .Office,
program guidelines NDefining Drug Courts: The Key ComponentsN, January 1997. This document can be
obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700.
b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient
agrees that drug court programs funded with this award shall collect and maintain follow-up data on
criminal recidivism and drug use relapse of program participation. The data collected must be available
to U.S. DOJ and FDLE upon request.
30. Overtime for Law Enforcement Personnel
Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department
of Justice encourages consultation with all allied components of the criminal justice system in the affected
jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased
court dockets and the need for detention space.
31. Criminal Intelligence System
a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems
Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of
operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968,
42 U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional
rights of individuals.
b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that
they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus
Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR
Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's
Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this
~~~~ .
c. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. If the subgrant recipient or criminal justice agency operates a criminal intelligence system and
does not meet Act and federal regulation criteria, they must indicate when they plan to come into
compliance. Federal law requires a subgrant-funded criminal intelligence system project to be in
compliance with the Act and federal regulation prior to the award of federal funds. The subgrant recipient
is responsible for the continued adherence to the regulation governing the operation of the system or faces
Rule 110-9.006
Grant Application
Section II - Page 32
OCJG - 005 (rev. 04/04/03)
FDLE Byrne Formula Grant Application Package
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
36. National Environmental Policy Act (NEPA)
a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental
impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following
new activities whether or not they are being specifically funded with these subgrant funds. That is, it
applies as long as the activity is being conducted by the subgrantee or any third party and the activity
needs to be undertaken in order to use these subgrant funds,
(1) New construction;
(2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National
Register of Historic Places or (b) located within a 100-year flood plain;
(3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a
change in its basic prior use or (b) significantly change its size; and
(4) Impleme!1tation of a new program involving the use of chemicals other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example,
in office, household, recreational, or 'educational environments.
b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the
subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to
cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that
funded prog"ram or activity.
37. Non-Procurement, Debarment and Suspension
The subgrant recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR,
Part 85, Section 85.510, Participanfs Responsibilities). These procedures require the subgrant recipient to
certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended,
declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized
by the Department.
38. Federal Restrictions on Lobbying
a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on Lobbying" and shall
file the most current edition of the Certification And Disclosure Form, if applicable, with each submission
. that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative
agreement of $100,000 or more; or federal loan of $150,000 or more.
b. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by Section 1352, Title 31, United States Code. Any person who fails to
file the required certification is subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each failure to file.
c. The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency,.a member of congress, an officer
or employee of congress, or an employee of a member of congress in connection with the awarding
of any federal Joan, the entering into of any renewal, amendment, or modification of any federal
contract, grant, loan or cooperative agreement.
(2) If any non-federal funds have been paid or shall be paid to any person for i[lfluencing 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 Lobbyina Activities, according to its instructions.
FDLE Byrne Formula Grant Application Package
Grant Application
Section /I - Page 34
OCJG - 005 (rev. 04/04/03)
Rule 11 D-9.006
Application for Funding Assistance
. Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment,
and contaminated materials and wastes from the site(s) of each seized clandestine laboratory;
6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites
of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed
recycling facilities;
7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately
above in order to ensure proper compliance;
8. Have in place and implement an inter-agency agreement or other form of commitment with a
responsible State environmental agency that provides for that agency's (i) timely evaluation of the
environmental conditions at and around the site of a closed clandestine laboratory and (ii)
coordination with the responsible party, property owner, or others to ensure that ant residual
contamina.tion is remediated, if necessary, and in accordance with existing State and Federal
requirements; and
9. Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or
have immediate access to, qualified personnel. who can respond to the potential health needs of any
offender(s)' children or other children present or living at the seized laboratory site. Response
actions should include, at a minimum and as necessary, taking children into protective custody,
immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up
medical tests, examinations or health care.
Rule 11 D-9.006
Grant Application
Section II - Page 36
OCJG - 005 (rev. 04/04/03)
FDLE Byrne Formula Grant Application Package
. APPENDIX IV - CERTIFICATION OF COMPUANCE WITH
EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
IMPLEMENTING AGENCY CERTIFICATION
I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime
Control and Safe Streets Act of 1968 as amended, that this Implementing Agency.. . (Select one of the
following):
xx Meets Act Criteria
Does not meet ActCritei-ia
I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand
that if the Implementing Agency meets these criteria, it must formulate, implement and maintain a
written EEO Plan relating to employment practices affecting minority persons and women. I also affirm
that the Implementing Agency. . . (Select one of the following):
xx Has a Current EEO Plan
Does Not Have a Current EEO Plan
Is Included in the EEO Plan of the Subgrant Recipient.
Has included a copy of the current approval letter from the US DOJ
I further affirm that if the Implementing Agency meets the Act criteria and does not have a current
written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120
days after a subgrant applicatio foi"federal assistance is approved or face loss of federal funds.
Signature of Implementing Agency Authorized Official
Type Name: James L. Roberts
Name of Subgrant Recipient: Monroe County Board of County Commissioners
Name of Implementing Agency: Monroe County BOc:lrd of County Commissioners
Title: County Administrator
Date: (P ( i(O;
FDLE Byrne Formula Grant Application Package
EEO Certification
Appendix IV - Page '2-r:Jf-2- ~ ~
OCJG - 007 (rev. 04/04/03) ~
Rule 110-9.006
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
H. Signature Page
In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this
agreement, have read and understand the agreement in its entirety and have executed this agreement
by their duly authorized officers on the date, month and year set out below.
Corrections on this page, including
Strikeovers, whiteout, etc. are not acceptable.
Signature:
-
lli+ 14. ~
Typed Name and Title: Clavton H. Wilder. CommunitvProoram Administrator
Date: Lo .7- D3
Signature: ~
Typed Name and Title James L. Roberts. County Administrator
Date: (p I '-t( 63 . .
Board of Coun Commissioners
Typed Name and Title James L. Roberts. Countv Administrator
"/ ~/63
Date:
FOLE Byrne Formula Grant Application Package
Grant Application
Section 11- Page-B6~ 7. Q
OCJG - 005 (rev. 04/04/03) J . \
Rule 110-9.006