Item C07BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: December 12, 2012
Bulk Item: Yes ED No []
Division: OMB
Department: Grants Administration
Staff Person: Lisa Tenn son x4444
AGENDA ITEM WORDING: Authorization for the Mayor to execute a Memorandum of
Understanding with Samuels House Court Mandated Services and Substance Abuse
Case Management and Drug Testing Program, for the period from Oct 1, 2012
through Sept 30, 2013.
ITEM BACKGROUND: Federal funds are provided through the Florida Department of
Law Enforcement. Substance Abuse Policy Advisory Board (SAPAB) reviews
proposals and makes recommendations to BOCC for local funding of programs.
PREVIOUS RELEVANT BOCC ACTION: Approval to apply for grant funds given at June
2012 meeting. Certificate of Acceptance for Sub -grant Award from FDLE is also on
the agenda for this meeting.
CONTRACT/AGREEMENT CHANGES: None.
STAFF RECOMMENDATION*, Ap.proval
. .. . ... .. ......... ... -
TOTAL COST.- $1.6,499 Indirect Cost:
COST TO COUNTY: $0
DIFFERENTIAL OF LOCAL PREFERENCE:
BUDGETED: Yes 0 No D
SOURCE OF FUNDS: LE
REVENUE PRODUCING: Yes El No 0 AMOUNT PER MONTH
YEAR
APPROVED BY:COUNTY ATTY OMB/PURCHASING RISK MANAGEMENT
DOCUMENTATION: INCLUDED: 0 TO FOLLOW: [I NOT REQUIRED: [I
DISPOSITION: AGENDA ITEM #,,,,
,MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Samuel's House, Inc. Effective Date: 10/01/12
Expiration Date: 09/30/13
Contract Purpose/Description: Funds provided through FDLE Agreement for Samuel"s House
Court Mandated Services and Substance Abuse Case Management and Drug Testing
Program,
Contract Manager,, Lisa Tennyson
(Name)
for BOCC meeting on 12/12/12
4444 OMB/Grants Mgt.
(Ext.) (Department)
A enda Deadline-, 11/27/12
CONTRACT COSTS
Total Dollar Value of Contract: $16,499 Current Year Portion: $16,499
Budgeted? Yes X No Account Codes: 125-06051-530490 9
Grant: $16,499
County Match: $0
ADDITIONAL COSTS
CONTRACT REVIEW
Changes
Date Out
n Needed rev, rDivision Director YesE] N o [3"'eo"
�01
Risk Managernen
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Yes[:] Noiijl�
OtM.B-/Pu av
asing Yes[:] NoE] 21-.1
_1L I'll. _011 11. 11
County Attorney Yes[:] No[o
Comments:
OMB Form Revised 9/11/95 MCP #2
EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM FUNDS
AGREEMENT
THIS AGREEMENT is made and entered into this 20th day of November, 2012,
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, 71 and Samuel's House, Inc., hereinafter referred to as "AGENCY."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub -
grant of Edward Byrne Memorial Justice Assistance to the COUNTY to implement the
the Samuel's House Court Mandated Services and Substance Abuse Case
Management and Drug Testing Program; 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 Edward Byrne Memorial
Assistance Grant funds to the AGENCY in accordance with the COUNTY'S application
for the Edward Byrne Memorial Assistance Grant.
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 October 1, 2012 through
September 30, 2013, the date of the signature by the parties notwithstanding, unless
earlier terminated as provided herein.
2. SERVICES - The AGENCY will provide services, in compliance with all
provisions, as outlined in the COUNTY'S Edward Byrne Memorial Justice Assistance
Sub -grant Award, attached and made a part hereof (Attachment C).
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 $16,400. All funds shall be distributed and expended in accordance with the
Project Budget Narrative 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" and all
laws, rules and regulations relating thereto are incorporated by reference (Attachment
Cy
5a BILLING AND PAYMENT
(a) The AGENCY shall comply with the program and expenditure reporting
requirements for Byrne Grant funds. The AGENCY shall render to the COUNTY a
detailed a quarterly performance report not later than 7 days after the end of each
quarter. The quarterly performance reports must include a response to all objectives
included in your project, as described in the Performance section in the grant
agreement. A detailed narrative, reflecting on accomplishments, challenges, etc. is
required as part of this quarterly report. The AGENCY shall render to the COUNTY,
monthly itemized invoices, not later than 30 days after the end of each month,
properly dated, describing the services rendered, the cost of the services, and all other
information required. The original invoice shall be sent to:
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 AGENCY.
(c) The County shall only reimburse subject to the funded amounts below,
those reimbursable expenses which are reviewed and approved as complying with
Monroe County Code of Ordinances, State laws and regulations and Attachment A -
Expense Reimbursement Requirements. Evidence of payment by the PROVIDER shall
be in the form of a letter, summarizing the expenses with supporting documentation
attached. The letter should contain a notarized certification statement. An example of
a reimbursement request cover letter is included as Attachment B.
7, TERMINATION - This Agreement may be terminated by either party at
any time, with or without cause, upon not less than thirty (3D) 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.
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
Elmira Leto, Executive Director
1100 Simonton Street
Samuel's House, Inc.
Key West, FL 33040
1614 Truesdell Court
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)
ATTEST: DANNY L. KOLHAGE, Clerk
Deputy Clerk
Witness
Witness
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Mayor/Chairman
Samuel's House, Inc.
Title:
CHRISTIN E M. LIMBERT-BARROWsw"
ASSISTANT COYNTY ATTOR Y
Date
ATTACHMENT A
Expense Reimbursement Requirements
This document is intended to provide basic guidelines to Human Service and
Community -Based Organizations, county travelers, and contractual parties who have
reimbursable expenses associated with Monroe County business. These guidelines, as
they relate to travel, are from the Monroe County Code of Ordinances and State laws
and regulations.
A cover letter (see Attachment B) summarizing the major line items on the reimbursable
expense request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and 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 and will not be
submitted for reimbursement to any other funding source.11
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 paid payroll taxes,
check number and check amount. If a Payroll Journal is not provided, the following
information must be provided: pay period, check amount, check number, date, payee,
support for applicable paid 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 and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement
of Travel Expenses. Travel reimbursement requests must be submitted and will be paid
in accordance with Monroe County Code of Ordinances and State laws and regulations.
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.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL,
PER DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. 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 from one's home to the airport for a business trip is not a
reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL,
PER DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. Meal guidelines state that travel must begin prior to 6 am. 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.
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
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
$ XXXX.XX
102
Company B Utilities
XXX.XX
104
Employee A P/R ending 05/14/01
XXXXX
105
Employee B P/R ending 05/28/01
XXXXX
(A)
Total
$ XIXXXXX
(B)
Total prior payments
$ XXXXXX
(C)
Total requested and paid (A + B)
$ XXXXXX
(D)
Total contract amount
$ XYXXXXX
Balance of contract (D C)
$ XXXXXX
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 organizationi 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 20
by who is personally known to me.
Notary Public Notary Stamp
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.'
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.
Date:
STATE OF
COUNTY OF
(signature)
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
'- 1 0000 --- who, after first being sworn by me, affixed
his/her signature (name of individual signing) in the space provided above on this
day of 120 #
NOTARY PUBLIC
My commission expires:
DRUG -FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1 . Publishes a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the business's policy
of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Gives each employee engaged in providing the commodities or contractual services that
are under bid a copy of the statement specified in subsection (1).
4. In the statement specified In subsection (1), notifies the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will abide
by the terms of the statement and will notify the employer of any conviction of, or plea of guilty
or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled
substance law of the United States or any state, for a violation occurring in the workplace no
later than five (5) days after such conviction.
5. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance
or rehabilitation program if such is available in the employee's community, or any employee
who is so convicted.
6. Makes a good faith effort to continue to maintain a drug -free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
COUNTY OF
(Signature of Respondent)
.......... ..... -
Date
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
. . .................
. . ................... who, after first being sworn by me, (name of
individual signing) affixed his/her signature in the space provided above on this
day of � 20_.
. . . . ........ ...... . My commission expires:
Notary Public
Florida Department of
Law Enforcement
NOV 7 2012
Office of Criminal Justice Grants
Post Office Box 1489
Tallahassee, Florida 32302-1489
(850) 617-1250
www.fd1e.state,fl-us
The Honorable David Rice
Mayor
Monroe County Board of Commissioners
1100 Simonton Street
Room 2-213
Key West, FL 33040-3110
Re: Contract No. 2013-JAGC-MONR-3-D7-244
Dear Mayor Rice:
Rick Scott, Governor
Pam Bondi, Attorney General
Jeff Atwater, Chief Financial Officer
Adam Putnam, Commissioner of Agriculture
The Florida Department of Law Enforcement is pleased to award an Edward Byrne
Memorial Justice Assistance Grant to your unit of government in the amount of
$ 16,499.00 for the project entitled, SAMUEL'S HOUSE: COURT -MANDATED,
CRIMINAL AND/OR SUBSTANCE ABUSE CLIENTS, CASE MANAGEMENT, AND
DRUG TESTING. These funds shall be utilized for the purpose of reducing crime and
improving public safety.
A copy of the approved subgrant application with the referenced contract number is
enclosed for your file. All correspondence with the Department should always refer to
the project number and title.
Your attention is directed to the Standard Conditions of the subgrant. Changes were
made after your application was received in this office. Therefore, the Standard
Conditions should be reviewed carefully by those persons responsible for project
administration to avoid delays in project completion and costs reimbursements.
The enclosed Certification 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* Respecto Quality
The Honorable David Rice
Page Two
We look forward to working with you on this project. If we can be of further assistance,
please contact Janice Parish at 850/617-1250,
Sincerely,
V
ClayfNto H. Wilder
Administrator
CHW/JP/st
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative, acknowledges receipt and
acceptance of subgrant award number 2013-JAGC-MONR-3-D7-244, in the amount
of $ 16,499.00, for a project entitled, SAMUEL'S HOUSE.- COURT -MANDATED,
CRIMINAL AND/OR SUBSTANCE ABUSE CLIENTS, CASE MANAGEMENT, AND
DRUG TESTING, for the period of 10101/2012 through 09/30/2013, to be
implemented in accordance with the approved subgrant application, and subject to
the Florida Department of Law Enforcement's Standard Conditions and any special
conditions governing this subgrant.
(Signature of Subgrantee's Authorized Official)
(Typed Name and Title of Official)
(Name of Subgrantee)
(Date of Acceptance)
Rule Reference 11 D-9.006 OCJG-0 12 (Rev. October 2005)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date ofAward:
Grant Period: From: 10/01/2012 TO: 09/3012013
Project Title: SAMUEL'S HOUSE: COURT -MANDATED, CRIMINAL AND/OR
SUBSTANCE ABUSE CLIENTS, CASE MANAGEMENT, AND DRUG TESTING
Grant Number: 2013-JAGC-MOLAR-3-D7-244
Federal Funds: $ 16,499.00
State Agency Match:
Local Agency Match: $ 0.00
Total Project Cost: $ 16,499-00
CFDA Number: 16.738
. . . . . . .. . . .. ........ ................................................. .. .................................................................... . ------- . .........
Award is hereby made in the amount and for the period shown above of a subgrant
under Title I of the Omnibus Crime Control and Safe Streets Act of 1968, P.L. 90-
351, as amended, and the Anti -Drug Abuse Act of 1988, P.L. 100-690, to the above
mentioned subgrantee and subject to any attached or special conditions.
This award is subject to all applicable rules, regulations, and conditions as contained
in the Financial and Administrative Guide for Grants, Guideline Manual 7100 1 D,
Office of Justice Programs, Common Rule for State and Local Governments and A-
87, or OMB Circulars A-110 orA-102, as applicable, and A-21, in their entirety. It is
also subject to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the purposes and
authorization of P.L. 90-351, as amended, and P.L. 100-690.
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.
LQ C�..� � l� • 1.�..�i .k ���
AuthorizedJOfficial
Clayton H. Wilder
Administrator
r7. /a,
Date
) This award is subject to special conditions (attached).
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant -County-wide
Subgrant Recipient
Organization Name: Monroe County Board of Commissioners
County: Monroe
Chief official
Name:
David Rice
Title:
Mayor
Address:
1100 Simonton Street
Room 2-213
City:
Key West
state:
FL Zip: 33040-3110
Phone:
305-289-6000 Ext:
Fax:
Email:
rice-david@monroecounty-fl.gov
Chief Financial officer
Name:
Danny Kolhage
Title:
Clerk
Address:
500 Whitehead Street
City:
Key West
State:
FL Zip: 33040-3110
Phone:
305-292-3550 Ext:
Fax:
305-295-3803
Email: dkolhage@monroe-clerk.com
Application Ref # 2013--JAGC-1985 Section #1 Page 1 of 2
Contract 2013-JAGC-MONK-3-D7-244
Rule Reference 11 D-9.906 OCJG-995 (rev. April 2995)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant -County-wide
Implementing Agency
Organization Name: Monroe county Board of commissioners
County: Monroe
Chief official
Name: David Rice
Title: Mayor
Address: 1100 Simonton Street
Room 2-213
city:
Key West
State:
FL Zip: 33040-3 1 1 0
Phone:
305-289-6000 Ext:
Fax:
Email:
rice-david@monroecounty-fl.gov
Project Director
Name:
Lisa Tennyson
Title:
Grants Administrator
Address:
1 100 Simonton Street
Room 2-2 1 3
City:
Key West
State:
FL Zip: 33040
Phone:
305-292-4444 Ext:
Fax:
Email: Tennyson-Lisa@monroecounty-fl.gov
Application Ref # 2013-JAGC-1035 Section #1 Page 2 of 2
Contract 2013-JAGC-MOLAR-3-D7-244
Rule Reference 11 ❑-9.996 GCJG-005 (rev, April 2995)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
General Project Information
Project Title:
Subgrant Recipient:
Implementing Agency:
Project Start Date:
Problem Identification
SAMUEL'S HOUSE: COURT -MANDATED, CRIMINAL AND/OR
SUBSTANCE ABUSE CLIENTS, CASE MANAGEMENT, AND DRUG
TESTING
Monroe County Board of Commissioners
Monroe County Board of Commissioners
10/1/2012 End Date: 9/30/2013
The problem that this program works to improve is the incarceration of woman with substance
abuse issues. Many women who abuse drugs come into contact with the criminal justice system,
and whether they are detained or not, need substance abuse treatment to end the cycle of using
and incarceration. Monroe County has a disproportionate number of substance abusers and a
lack of treatment options.
Samuel's House runs a program for women with both substance abuse and criminal histories and
offers them shelter and intensive, comprehensive support services such as case management
services, substance abuse counseling, recovery support services and drug testing services, within
temporary housing. These support services are meant to help them turn their lives around, and to
avoid further involvement in the law enforcement and criminal justice system.
In the past three years, the court system has utilized Samuel's House as an official alternative to
detention. The court now will order women to spend a specific amount of time at Samuel's House.
This is an official recognition by the criminal justice system of Samuel's House as a successful
alternative to detention. As an indicator of Samuel's House's successful program, there are an
increasing number of women who come to Samuel's House through the legal process; jail, court -
mandated, or referred. Because of their criminal backgrounds and substance abuse issues, many
of the women coming to the shelter are unemployed, ill, and/or homeless. Not only is receiving
case management and staying drug and alcohol free necessary for remaining sheltered at
Samuel's House, but these are critical steps toward a better future for these woman and their
families. Samuel's House has also proven that random drug testing services are an effective tool
for encouraging a woman to remain sober and drug -free while participating in case management
and recovery services.
Data reported by the independent evaluator of the Samuel's House program supports the need for
continued services such as case management, substance abuse counseling, and frequent,
random drug -testing. As a result of these services, Samuel's House has shown significant
reductions in alcohol and drug use from admission to six months and significant reductions in
stress and emotional problems related to alcohol and drug use from admission to six months for
these women clients. Employment, family and health situations improved as did the number of
women who were able to acquire permanent housing when they left Samuels House.
Project Summary (Scope of Work)
Samuel's House is pleased to continue our successful partnership with Monroe County in the
continutaion of this supportive case management program for women with substance abuse and
criminal histories. Program clients are referred to Samuel's House by the Monroe County Sheriffs
Office, Key West Police Department, Monroe County
Application Ref # 2013-JAGC-1985 Section #2 Page 1 of 3
Contract 2013-JAGC-MONR-3-D7-
Rule Reference 11 D-9.405 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida DepartmentofLaw Enforcement
Justice Assistance Grant - County -wide
judicial system, Family and Drug Court, and the Monroe County Detention Center. Some come to
the program oathe result ofecourt+order,eaanalternative todetention.
Semuel'sHouse kshighly and uniquely qualified tuprovide this program. 1tiathe only transitional
housing program for women inMonroe County. The program iarecognized aaaneffective
alternative to detention and this is demonstrated by the court -ordered mandates by county court
judges to females that come before them on an assortment of charges, primarily related to
substance abuse.
Thetargetpopu|ation.cunoiatingofepproximate|y2Ommmenwi||recevecompnehenaivecaoe
management services including substance abuse counseling, recovery support services, and drug
testing services within temporary housing. Due to the prevalence of drug use among the target
population, drug testing iaonecessary component ofthe service, Each client admitted tothe
program is screened for substance use before admittance into the temporary shelter. Compliance
with random drug testing is mandatory -for continued participation in the program. The need for
frequent drug testing makes the costs ofthe test supplies anecessary expense, Each ofthe 2O
women will undergo drug testing services approximately 4 times. The outcome sought is a
reduction in future incarcerations among program participants.
The program will be under the direction of a Case Manager who will implement the
aotiv{tles/pnzgnamnning, performs client intake and eaaesament, administers drug tests, provides
substance abuse and recovery support services, monitors client progress, resolves conflict, and
assists clients with development of individualized case management plans. With court -ordered
clients, it also falls to the Case Manager to monitor these women and to report to judges and
probation officers on their behalf. These duties require special skills and place a large, additional
burden onthe Case Manager,
The case management service documentation will consist of staff time sheets and activity logs
that will include the staff name and idnumber, description ofthe activity, the recipient name and id
number, the duration ofthe activity, and the date ofthe activity. The audit documentation may
include a combination of the following: recipient service documentot1on, recipient case fi|eo'
recipient nameo, type oyservice, service dates, duration times, and program materials. Monroe
County requires that all reimbursement requests from our providers be accompanied bya
notarized statement attesting to accuracy and specific, verifiable documentation Including staff
t)me sheets with specific activity information, and payroll records. |naddition, providers are
required toprovide case files, activity records, attendance records, etc. for audit and verification
purposes.
Application Ref # 2013'J\GC-1985
Contract 2013-J\GC-MONR'3'O7-
Ru Reference noe00000Jo-0o5 (rev. Apm2oon
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant -County-wide
Section 2- Project,16
4A W k I
Section Questions:
Uuestlon: Does the Subgrantee receive a single grant in the amount of $500,000 or more from
the U.S. Department of Justice?
Answer: No
Question: Does the Implementing Agency receive a single grant in the amount of $500,000 or
more from the U.S. Department of Justice?
Answer: No
Question: Part 1: In your business or organization's preceding completed fiscal year, did your
business or organization (the subgrantee) receive (1) 80 percent or more of your
annual gross revenues in U.S. federal contracts, subcontracts, loans, grants,
subgrants, and/or cooperative agreements; and (2) $25,000,000 or more in annual
gross revenues from U.S. federal contracts, subcontracts, loans, grants, subgrants,
and/or cooperative agreements? If yes, answer "yes" or "no" to Part 2, below.
Answer: No
Question: Part 2: Does the public have access to information about the compensation of the
executives in your business or organization (the subgrantee) through periodic reports
filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C.
78m(a), 78o(d)} or section 6104 of the Internal Revenue Code of 1980? If answer to
Part 1, above, was "no," answer N/A.
Answer: NA
Application Ref # 2013-JAGC-1985 Section #2 Page 3 of 3
Contract 2013-JAGC-MONR-3-D7-
Rule Reference 11 D-9.000 CCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant -County-wide
General Performance info:
Performance Reporting Frequency: Quarterly
Federal Purpose Area: 005 - Drug Treatment Programs
State Purpose Area: A - Accomplishments: Includes any accomplishments during the
reporting period.
Activity Description
Activity: Substance Abuse Treatment
Target Group: Females - Adult*
Geographic Area: Rural
Location Type: Community -based organization
Address(es)
Samuel's House
1614 Truesdell Court
Key West, FL 33040
Activity Description
Activity: Case Management
Target Group: Females - Adult*
Geographic Area: Rural
Location Type: Community -based organization
Activity Description
Activity: Drug Testing
Target Group: Females - Adult*
Geographic Area: Rural
Location Type: Community -based organization
Activity Description
Activity: Alcohol Testing
Target Group: Females - Adult's
Geographic Area: Rural
Location Type: Community -based organization
Activity Description
Activity: Transitional Housing
Application Ref # 2013-JAGC-1985 Section #3 Page 1 of 5
Contract 2013-JAGC-MONR-3-D7-
Ruie Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Target Group: Females - Adult*
Geographic Area: Rural
Location Type: Community -based organization
Objectives and Measures
Objective: Al w Report on program accomplishments
Measure: Part 1
Please briefly describe what your programs accomplishments will be. Please
include any benefits or changes to be observed as a result of JAG -funded activities,
such as program completion, or changes in attitudes, skills, knowledge, or
conditions. [500-character limit]
Goal: Monroe Board of County Commissioners anticipates funding Samuel's House which
provides temporary shelter and services to 24 women with substance abuse and
criminal histories. Grant funds will pay for case management and substance abuse
services, including substance abuse counseling, recovery support services and drug
testing services.
Objective: A2 - Report on usage of crimesolutions.gov Website
Measure: Part 1
Will you be using the cri mesol utions. gov website?
Goal: No
Objective: A3 - Report on subgrants from grantees other than FDLE
Measure: Part 1
Are you a subrecipient of a JAG award from another JAG grantee (other than
FDLE)? A Grantee can be a primary recipient of a JAG award from BJA and a
subrecipient of a JAG award from another JAG award primary recipient.
Goal: No
Measure: Part 2
If yes, enter grantee organization or agency name.
Goal: NA
State Purpose Area: DT - Drug Treatment: clinical assessment; residential; day/night
treatment with community; outpatient group, individual, intensive, or
detoxification; addiction receiving facility; substance abuse detox.
(residential); in -home counseling; and aftercare.
Activity Description
Activity: Drug Treatment
Target Group: Drug Treatment
Application Ref # 2013-JAGC-1985
Contract 2013-JAGG-MONR-3WD7-
Ruie Reference 11 D--9.006 OCJG-005 (rev. April 2005)
Section #3 Page 2 of 5
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Geographic Area: Rural
Location Type: Community -based organization
Objectives and Measures
Objective: DT1 - Report on JAG funding allocated for providing drug treatment
Measure: Part 1
How much JAG funding has been allocated for providing drug treatment? Please
report in dollars �$}.
Goal: $16,499.00
Objective: DT2 - Provide a drug treatment program
Measure: Part 1
Will your program admit any participants to drug treatment programs?
Goal: Yes
Measure: Part 4
How many TOTAL participants will be enrolled in the drug treatment programs?
Goal: 20
Measure: Part 5
Of those, how many will be NEW participants?
Goal: 20
Objective: DT5 - Provide outpatient services
Measure: Part 1
Will JAG funds be used to provide outpatient services? services received should be
based on actual attendance of participants in mandated activities.
Goal: Yes
Measure: Part 2
Enter the number of sessions for outpatient services participants will receive. To
calculate this #, determine the # of outpatient service sessions that each participant
will receive. Then add the # of sessions for each participant together to determine
the total # of sessions. Include any participant who will receive outpatient services
during the reporting period, regardless of whether that person will complete the
program, exit without completion, or remain currently enrolled.
Goal: 693
Application Ref # 2013-JAGG-1985 section #3 Page 3 of 5
Contract 2013-JAGG-MOLAR-3-D7-
Ruie Reference 11 D-9.000 OCJG-005 (rev. Apni 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
4 yy
Objective: DT6 - Test participants for alcohol or illegal substances
Measure: Part 1
Of those to be enrolled in the drug treatment program for at least 90 days, please
enter the number of participants who will be tested for the presence of alcohol or
illegal substances.
Goal: 20
Measure: Part 2
Of those to be enrolled in the drug treatment program for at least 90 days, please
enter the number of participants who will test positive for the presence of alcohol or
illegal substances.
Goal: 3
Objective: DT7 - Report the number of drug treatment participants who successfully completed
the program
Measure: Part 1
Please enter the number of drug treatment participants who will successfully
complete all program requirements. The number entered should represent only those
participants who will successfully complete all the requirements of the program.
Goal: 17
Measure: Part 2
Please enter the number of participants enrolled in a drug treatment program who
will unsuccessfully complete the program. The number entered should represent only
those who will fail to successfully complete the program for voluntary reasons (e.g.,
arrests, program violation, etc.).
Goal : 3
Application Ref # 2013-JAGC-1985 Section #3 Page 4 of 5
Contract 2013-JAGCWM0NR-3-D7-
Rine Reference 11 D-9.006 GCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant -County-wide
Section Questions:
Question: If "other" was selected for the geographic area, please describe.
Answer: NA
Question: If "other" was selected for location type, please describe.
Answer: NA
Application Ref # 2013-JAGCW 1985 Section #3 Page 5 of 5
Contract 2013-JAGC-MONK-3-D7-
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
General Financ*ial Info:
Note: All financial remittances will be sent to the chief Financial Officer
of the Subgrantee Organization.
Financial Reporting Frequency for this Subgrant: Quarterly
Is the subgrantee a state agency?: No
FLAIR I Vendor Number: 596000749
Budget:
Budget Category Federal Match Total
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services
$161499.00
$0.00
$16,499.00
Expenses
$0.00
$0.00
$0.00
Operating Capital
$0.00
$0.00
$0.00
Outlay
Indirect Costs
$0.00
$0.00
$0.00
-- Totals --
$16,499.00
$0.00
$16,499.00
Percentage
100.0
0.0
100.0
Project Generated Income:
wiII the project earn project generated income (PGI) ? No
Application Ref # 2013-JAGC-1985 Section #4 Page 1 of 4
Contract 2013-JAGC-MGNR-3-D7-
Rule Reference 11 D-9.005 GCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant -County-wide
Budget Narrative: V�
UUN I [-ACTUAL SERVICES:
Samuel's House will provide approximately 693 hours of supportive case management services
including substance abuse counseling, drug, recovery support services and drug testing services
to about 20 women with substance abuse and criminal histories.
Unit: 1 Service Hour
Unit Cost: $ 23,80
Unit Cost Budget: 693 units of substance abuse case management services at $23.80 per unit
Unit Cost Calculation: $ 23.80 (rounded) x 693 = $16,499
TOTAL PROJECT BUDGET: $16,499
Unit cost was established by contract service provider in June 2012.
CONTRACT:
Monroe County will executed a contract with Samuels House for the period of October 1, 2012
through September 30, 2013 to cover the grant period. A copy of the executed contract will be
sent to FDLE.
Application Ref # 2013-JAGC-1985 Section #4 Page 2 of 4
Contract 2013-JAGC-MONR-3-D7-
Rule Reference I I D-9.006 GCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant -County-wide
trim
Section Questions:
Question: If salaries and benefits are included in the budget as actual costs for staff in the
implementing agency, is there a net personnel increase, or a continued net personnel
increase from the previous Byrne program?
Answer: NA
Question: if benefits are to be included, are they reflected in the budget narrative?
Answer: NA
Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or
implementing agency, if it is the sheriffs office.
Answer: Monroe County's OCO is $1,000.
Question: If indirect cost is included in the budget, indicate the basis for the plan (e.g. percent of
salaries and benefits), and provide documentation of the appropriate approval of this
plan.
Answer: NA
Question: if the budget includes services based on unit costs, provide a definition and cost for
each service as part of the budget narrative for contractual services. Include the basis
for the unit costs and how recently the basis was established or updated.
Answer: The basis for the unit cost is the salary for the Case Manager staff person for the
program, and the cost of urine drug tests.
A. Personnel:
Case Manager to perform supportive case management services including substance
abuse counseling, recovery support services and drug testing services.
A. Salary = $14,000
($35,000 .40 FTE)
B. Benefits = $ 1,071
(Payroll tax/FICA at .0765)
C. Travel = $0
D. Equipment = $0
E. Supplies: Urine Drug Tests $ 11428
(95 a@ $15.00 each)
(In last year's budget we included a line item for "client fees" which cover the costs of
food and housing for the participants in the program. This year, that cost has been
removed from the program budget. It will be covered by another grant source.)
TOTAL BUDGET: $16,499
TOTAL UNITS: 693
Application Ref # 2013-JAGC-1985 Section #4 Page 3 of 4
Contract 2013-JAGC-MONK-3-D7W
Rule Reference 11 D4006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant -County-wide
TOTAL COST PER UNIT: $ 23.80 (rounded)
Unit cost was provided by contracted service provider in June 2012.
Application Ref # 2013-JAGC-1 985----
Section #4 Page 4 of 4
Contract 2013-JAGC-MONR-3-D7-
Rule Reference 11 D-9.006 OCJG-005 (rev, April 2005)
------ Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
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 18 of this section.
All subgrant Recipients must comply with the financial and administrative requirements set
forth in the current edition of the U.S. Department of Justice, Office of Justice Programs
(OJP) Financial Guide (Financial Guide) (www-oip-usdo.i.qov1fina nclaiguide/indexhtm) and
the Edward Byrne Memorial Justice Assistance Grant (JAG) program guidance
(www.bjLa.-qov/ProgramDetails.aspx ?.Pr2gram ID=59 ) as well as Federal statutes,
regulations, policies, guidelines and requirements and Florida laws and regulations
including but not limited to:
Florida Administrative Code, Chapter 1ID-9, "Edward Byrne Memorial State and Loca-11
Law Enforcement Assistance Formula Grant Program",* www.firules
Office of Management and Budget (OMB) Circulars: www.whitehouse..qov/omb/circulars
o A-21 (2 CFR 220), "Cost Principles for Educational Institutions"
o A-87 (2 CFR 225), "Cost Principles for State, Local and Indian Tribal Governments"
o A-102, "Grants and Cooperative Agreements with State and Local Governments"
o A-1 10 (2 CFR 215), "Uniform Administrative Requirements for Grants and
Cooperative Agreements"
o A-1 22 (2 CFR 230), "Cost Principles for Non -Profit Organizations7y
o A-1 33, "Audits of States, Local Governments, and Non -Profit Organizations"
Code of Federal Regulations: www.gpo.gov/fdsys/
o 2 CFR 175.15(b), "Award Term for Trafficking in Persons"
o 28 CFR 38, "Equal Treatment for Faith -Based Organizations"
o 28 CFR 66, "U.S. Department of Justice Common Rule for State And Local
Governments" (Common Rule)
0 28 CFR 83, "Govern rent -wide Requirements for Drug -Free Workplace (Grants)"
0 28 CFR 18y 22; 23, 30, 35, 42, 61, and 63
Public Law 109-162, Title XI —Department of Justice Reauthorization, Subtitle B—Improving
the Department of Justice's Grant Programs, Chapter 1—Assisting Law Enforcement and
Criminal Justice Agencies, Sec. 1111. Merger of Byrne Grant Program and Local Law
Enforcement Block Grant Program: www.bja.gov/ProgramDetails.aspx?Pro-q ram ID--59.
United States Code: www. &- I
-qpo.qovlfdsy,,,,
o 42 U.S.C. 3711 et seq., "Omnibus Crime Control and Safe Streets Act of 1968"
State of Florida General Records Schedule GS1-SL for State and Local Government
Agencies: dlis.dos,state,fl.uslbarm/ enscbedules/GSi-sL. df4
2. Requirements for Contractors of subgrant Recipients
The subgrant recipient assures the compliance of all contractors with the applicable provisions of
'Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. 3711
et seq, at www,qPo.ciov/fdsys/); the provisions of the current edition of the Office of Justice
Programs Financial Guide (www.oip.usdoi.qov/financi.alguide/index,htm); and all other applicable
State and Federal laws, orders, circulars, or regulations.
SFY 2013 Page I
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
3. Allowable Costs
a. Allowance for costs incurred under the subgrant shall be determined according to the general
principles and standards for selected cost items set forth in the Office of Justice Programs
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 Governments, or OMB
Circular A-1 10, or OMB Circular A-1 02, and Florida law to be eligible for reimbursement.
amng=
a. Project Performance Reports
(1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project
Performance Reports to the Florida Department of Law Enforcement, hereafter known -as
the Department, within fifteen (15) days after the end of the reporting period. 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 18, Performance of Agreement Provisions.
(2) Report Contents: Performance Reports must include a response to all objectives included
in your subgrant. A detailed response is required in the narrative portion for yes/no
performance objectives. The narrative must also reflect on accomplishments for the
quarter and identify problems with project implementation and address actions being
taken to resolve the problems. Additional information may be required if necessary to
comply with federal reporting requirements.
(3) Submission: Performance Reports may be submitted by the Project Director, Application
Manager, or Performance Contacts.
b. Financial Reports
(1) Project Expenditure Reports
(a) The subgrant recipient shall have a choice of submitting either a Monthly or a
Quarterly Project Expenditure Report to the Department. Project Expenditure
Reports are due thirty (30) days after the end of the reporting period. In addition, if
the subgrant award period is extended, additional Project Expenditure Reports shall
be submitted. Project Expenditure Reports for grants made under the Recovery Act
must be submitted monthly. See the Recovery Act Conditions for additional
information.
(b) All project expenditures for reimbursement of subgrant recipient costs shall be
submitted on the Project Expenditure Report Forms prescribed and provided by the
Office of Criminal Justice Grants (OCJG) through the subgrant Information
Management ON -line (SIMON) system,
(c) All Project Expenditure Reports shall be submitted in sufficient detail for proper pre -
audit and post -audit.
(d) Before the "final" Project Expenditure Report will be processed, the subgrant
recipient must submit to the Department all outstanding project reports and must
SFY 2013 Page 2
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
have satisfied all special conditions. Failure to comply with the above provisions
shall result in forfeiture of reimbursement.
(e) Reports are to be submitted even when no reimbursement is being requested.
(f) The report must be electronically signed by the subgrant recipient or implementing
agency's chief financial officer or the chief financial officer's designee.
(2) Financial Closeout Audit
(a) The Financial Closeout Audit shall be submitted to the Department within forty-five
(45) days of the subgrant termination date,
M The Financial Closeout Audit must be electronically signed by the subgrant recipient
or implementing agency's chief financial officer or the chief financial officer's
designee.
(3) Project Generated Income (PGI)
(a) If applicable, the subgrant recipient shall submit Quarterly PGI Earnings and
Expenditures Reports to the Department within thirty (30) days after the end of the
reporting period covering subgrant project generated income and expenditures
during the previous quarter. If any PGI remains unspent after the subgrant ends, the
subgrant recipient must continue submitting quarterly PGI reports until all funds are
expended. (See Item 11, Program Income.)
(b) PGI Earnings and Expenditures reports must be electronically signed by the subgrant
recipient or implementing agency's chief financial officer or the chief financial officer's
designee,
c. Other Reports
The subgrant recipient shall report to the Uniform Crime Report and other reports as may be
reasonably required by the Department.
5. Fiscal Control and Fund Accounting Procedures
a,, All expenditures and cost accounting of funds shall conform to the Office of Justice
Programs Financial Guide, the Common Rule, and OMB Circulars A-21, A-87, and A-1 10,
or A-1 02 as applicable, in their entirety,
b, The subgrant recipient is required to establish and maintain adequate accounting systems
and financial records and to accurately account for funds awarded to them, As a subgrant
recipient, you must have a financial management system in place that is able to record and
report on the receipt, obligation, and expenditure of grant funds. An adequate accounting
system for a subgrant recipient must be able to accommodate a fund and account structure
to separately track receipts, expenditures, assets, and liabilities for awards, programs, and
subgrant recipients.
c. All funds spent on this project shall be disbursed according to provisions of the project
budget as approved by the Department.
d. All funds not spent according to this agreement shall be subject to repayment by the
subgrant recipient.
SF Y 2013 Page 3
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
6. Payment Contingent on Appropriation and Available Funds
The State of Florida's performance and obligation to pay under this agreement is contingent upon
an annual appropriation by the Florida Legislature. Furthermore, the obligation of the State of
Florida to reimburse subgrant recipients for incurred costs is subject to available federal funds.
7� Obligation of subgrant Recipient Funds
Subgrant funds shall not under any circumstances be obligated prior to the effective date or
subsequent to the termination date of the subgrant period. Only project costs incurred on or after
the effective date and on or prior to the termination date of the subgrant recipient's project are
eligible for reimbursement. All payments must be completed within thirty (30) days of the end of
the subgrant period,
8. Advance Funding
Advance funding may be provided to a subgrant recipient upon a written request to the
Department. The request must be electronically signed by the subgrant recipient or implementing
agency's chief financial officer or the chief financial officer's designee.
a. The unit of local government must establish a trust fund in which to deposit JAG funds.
The trust fund may or may not be an interest bearing account.
b. The account may earn interest, but any earned interest must be used for program purposes
and expended before the federal grant period end date. Any unexpended interest
remaining at the end of the federal grant period must be submitted to the Office of Criminal
Justice Grants for transmittal to the Bureau of Justice Assistance.
10. Travel and Training
The cost of all travel shall be reimbursed according to the subgrant recipient's written travel
policy. If the subgrant recipient does not have a written travel policy, cost of all travel will be
reimbursed according to § 112-061, Fla. Stat.
11. Program Income (also known as Project Generated Income)
a. All income generated as a direct result of a subgrant project shall be deemed program
income.
b. Any project that will potentially earn PGI must submit an Earnings and Expenditures Report
to report how much PGI was earned during each quarter. A report must be submitted each
quarter even if no PGI was earned or expended. PGI Earnings and Expenditures reports
must be electronically signed by the subgrant recipient or implementing agency's chief
financial officer or the chief financial officer's designee.
c. PGI expenditures require prior written approval from the Office of Criminal Justice Grants.
Program income must be used for the purposes of and under the conditions applicable to
the award. If the cost is allowable under the Federal grant program, then the cost would be
allowable using program income. PGI budget requests must be signed by the subgrant
recipient or implementing agency's chief financial officer or the chief financial officer's
designee.
d. Program income should be used as earned and expended as soon as possible. Any
unexpended PGI remaining at the end of the Federal grant period must be submitted to the
Office of Criminal Justice Grants for transmittal to the Bureau of Justice Assistance.
SF Y 2013 Page 4
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
12. Approval of Consultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment
of a consultant when the consultant's rate exceeds $450 (excluding travel and subsistence costs)
for an eight -hour day, A detailed justification must be submitted to and approved by IDLE prior
to obligation or expenditures of such funds. Approval shall be based upon the contract's
compliance with requirements found in the Financial Guide, the Common Rule, and in applicable
state statutes. The Department's approval of the subgrant recipient agreement does not
constitute approval of consultant contracts. If consultants are hired through a competitive bidding
process (not sole source), the $450 threshold does not apply.
13. Property Accountability
a. The subgrant recipient agrees to use all non -expendable property for criminal justice
purposes during its useful life or dispose of it pursuant to § 274, Fla. Stat.
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 Office of Justice Programs Financial Guide, U.S. Department of Justice Common Rule for
State and Local Governments or the federal OMB Circular A-1 10 or A-1 02, as applicable.
This obligation continues as long as the subgrant recipient retains the property,
notwithstanding expiration of this agreement.
14. 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 Programs
Financial Guide (as amended), and the U.S, Department of Justice Common Rule for State and
Local Governments, or the federal OMB Circular A-1 10 or A-1 02, as applicable.
10'. 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.
16. Publication or Printing of Reports
The subgrant recipient shall submit for review and approval one copy of any curricula, training
materials, or any other written materials that will be published, including web -based materials and
web site content, through funds from this grant at least thirty (30) days prior to the targeted
dissemination date.
All materials publicizing or resulting from award activities shall contain the following statements:
"This project was supported by Grant No, [contact the Office of Criminal Justice Grants for award
number] awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a
component of the Office of Justice Programs, which also includes the Bureau of Justice Statistics,
the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the
Office for Victims of Crime, and the Office of Sex Offender Sentencing, Monitoring,
Apprehending, Registering, and Tracking. Points of view or opinions in this document are those of
the author and do not necessarily represent the official position or policies of the J.S. Department
of Justice."
SF Y 2013 Page 5
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
HMEW34MOU
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 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
§ 11,45, Fla. Stat. , "Definitions; duties; authorities; reports; rules."; § 215.97, Fla. Stat.,
"Florida Single Audit Act"; and Rules of the Auditor General, Chapter 10.550, "Local
Governmental Entity Audits" and Chapter 10.650, "Florida Single Audit Act Audits Nonprofit
and For -Profit Organizations.
b� A complete audit report that covers any portion of the effective dates of this agreement must
be submitted within 30 days after its completion, but no later than nine (9) months after the
audit period. In order to be complete, the submitted report shall include any management.
letters issued separately and management's written response to all findings, both audit report
and management letter findings. Incomplete audit reports will not be accepted by the
Department.
c. The subgrant recipient shall have all audits completed by an Independent Public Accountant
(IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant,
d. The subgrant recipient shall take appropriate corrective action within six (6) months of the
issue date of the audit report in instances of noncompliance with federal laws and
regulations.
e, The subgrant recipient shall ensure that audit working papers are made available to the
Department, or its designee, upon request for a period of three (3) years from the date the
audit report is issued, unless extended in writing by the Department.
f, Subgrant recipients that expend less than $500,000 in Federal awards during a fiscal year
are exempt from the audit requirements of OMB Circular A-1 33 for that fiscal year. In this
case, written notification, which can be in the form of the "Certification of Audit Exemption"
form, shall be provided to the Department by the Chief Financial Officer, or designee, that the
subgrant recipient is exempt. This notice shall be provided to the Department no later than
March 1 following the end of the fiscal year.
g, If this agreement is closed out without an audit, the Department reserves the right to recover
any disallowed costs identified in an audit completed after such closeout.
h. The completed audit report or written notification of audit exemption should be sent to the
following address:
Florida Department of Law Enforcement
Office of Criminal Justice Grants
2331 Phillips Road
Tallahassee, Florida 32308
18. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the
subgrant recipient, the subgrant recipient's consultants and suppliers, or both, the Department
shall impose sanctions it deems appropriate including withholding payments and cancellation,
termination, or suspension of the agreement in whole or in part. In such event, the Department
SFY2013 Page 6
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
shall notify the subgrant recipient of its decision thirty (30) days in advance of the effective date of
such sanction. The subgrant recipient shall be paid only for those services satisfactorily
performed prior to the effective date of such sanction.
19. Commencement of Project
aR If a project is not operational within 60 days of the original start date of the award period, the
subgrant recipient must report by letter to the Department the steps taken to initiate the
project, the reasons for delay, and the expected start date.
b. If a project is not operational within 90 days of the original start date of the award period, the
subgrant recipient must submit a second statement to the Department explaining the
implementation delay,
c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for
delay is justified or shall, at its discretion, unilaterally terminate this agreement and re -
obligate subgrant funds to other Department approved projects. The Department, where
warranted by extenuating circumstances, may extend the starting date of the project past the
ninety (90) day period, but only by formal written adjustment to this agreement.
111 111111 10.
a, Except with respect to defaults of consultants, the subgrant recipient shall not be in default by
reason of any failure in performance of this agreement according to its terms (including any
failure by the subgrant recipient to make progress in the execution of work hereunder which
endangers such performance) if such failure arises out of causes beyond the control and
without the fault or negligence of the subgrant recipient. Such causes include, but are not
limited to, acts of God or of the public enemy, acts of the government in either its sovereign
or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight
embargoes, and unusually severe weather, but in every case, the failure to perform shall be
beyond the control and without the fault or negligence of the subgrant recipient.
b, 'If failure to perform is caused by failure of a consultant to perform or make progress, and if
such failure arises out of causes beyond the control of subgrant recipient and consultant, and
without fault or negligence of either of them, the subgrant recipient shall not be deemed in
default, unless:
(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 -ther 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.
21. Written Approval of Changes in this Approved Agreement (Grant Adjustments)
a, Subgrant recipients must obtain prior approval from the Department for major substantive
changes such as changes in project activities, target populations, service providers,
implementation schedules, project director, and designs or research plans set forth in the
approved agreement and for any budget changes that will transfer more than 10% of the total
budget between budget categories.
SF Y 2013 Page 7
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
b. Subgrant recipients may transfer up to 10% of the total budget between current, approved
budget categories without prior approval as long as the funds are transferred to an existing
line item
c. Under no circumstances can transfers of funds increase the total budgeted award.
d. Requests for changes to the subgrant agreement must be electronically signed by the
subgrant recipient or implementing agency's chief official or the chief official's designee.
e. Any certifications required for the requested changes, such as Sole Source, ADP
Justification, Privacy Certification forms, and Confidential Funds certifications, must be
signed by the subgrant recipient or implementing agency chief official or someone with
formal, written signature authority for the chief official.
22. Disputes and Appeals
a, The Department shall make its decision in writing when responding to any disputes,
disagreements, or questions of fact arising under this agreement and shall distribute its
response to all concerned parties. The subgrant recipient shall proceed diligently with the
performance of this agreement according to the Department's decision,
b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in
writing within twenty-one (21) calendar days to the Department's clerk (agency clerk). The
subgrant recipient's right to appeal the Department's decision is contained in § 120, Fla. Stat,,
and in procedures set forth in Rule 28-106.104, Florida Administrative Code. Failure to
appeal within this time frame constitutes a waiver of proceedings under § 120, Fla. Stat,
23. Conferences and Inspection of Work
Conferences may be held at the request of any party to this agreement. At any time, a
representative of the Department, of the U.S. Department of Justice, or the Auditor General of the
State of Florida, have the right of visiting the project site to monitor, inspect and assess work
performed under this agreement.
24. Access to Records
a, The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S.
Department of Justice, the U.S. Comptroller General or any of their duly authorized
representatives, shall have access to books, documents, papers and records of the subgrant
recipient, implementing agency and contractors for the purpose of audit and examination
according to the Financial Guide and the Common Rule.
b, The Department reserves the right to unilaterally terminate this agreement if the subgrant
recipient, implementing agency, or contractor refuses to allow public access to all documents,
papers, letters, or other materials subject to provisions of § 119, Fla, Stat., and made or
received by the subgrant recipient or its contractor in conjunction with this agreement.
c. The subgrant recipient will give the awarding agency or the General Accounting Office,
through any authorized representative, access to and the right to examine all paper or
electronic records related to the financial assistance.
25. Retention of Records
The subgrant recipient shall maintain all records and documents for a minimum of five (5) years from
the date of the final financial statement and be available for audit and public disclosure upon request
of duly authorized persons. The subgrant recipient shall comply with State of Florida General
Records Schedule GSI-SL for State and Local Government Agencies.-
dlis.dos.state,fl.us/barm/�ge.nschedules/GS1-
SFY 2013 Page 8
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
26. Personnel Changes
Upon implementation of the project, in the event there is a change in Chief Officials for the
Subgrant recipient or Implementing Agency, project staff must notify the help desk for FDLE's
online grants management system, SIMON (Subgrant Information Management Online) so that
the organization can be updated in SIMON, If the project director changes, a -grant adjustment
must be entered in SIMON to reflect the change.
27. Background Check
Whenever a background screening for employment or a background security check is required by
law for employment, unless otherwise provided by law, the provisions of § 435, Fla. Stat. shall
apply,
a. All positions in programs providing care to children, the developmentally disabled, or
vulnerable adults for 15 hours or more per week; all permanent and temporary employee
positions of the central abuse hotline; and all persons working under contract who have
access to abuse records are deemed to be persons and positions of special trust or
responsibility and require employment screening pursuant to § 435, Fla, Stat., using the level
2 standards set forth in that chapter.
b. All employees in positions designated by law as positions of trust or responsibility shall be
required to undergo security background investigations as a condition of employment and
continued employment. For the purposes of the subsection, security background
investigations shall include, but not be limited to, employment history checks, fingerprinting
for all purposes and checks in this subsection, statewide criminal and juvenile records checks
through the Florida Department of Law Enforcement, and federal criminal records checks
through the Federal Bureau of Investigation, and may include local criminal records checks
.through local law enforcement agencies.
(1) Any person who is required to undergo such a security background investigation and
who refuses to cooperate in such investigation or refuses to submit fingerprints shall be
disqualified for employment in such position or, if employed, shall be dismissed.
(2) Such background investigations shall be conducted at the expense of the employing
agency or employee. When fingerprinting is required, the fingerprints of the employee
,.or applicant for employment shall be taken by the employing agency or by an
authorized law enforcement officer and submitted to the Department of Law
Enforcement for processing and forwarding, when requested by the employing agency,
to the United States Department of Justice for processing. The employing agency shall
reimburse the Department of Law Enforcement for any costs incurred by it in the
processing of the fingerprints.
28. Drug Court Projects
A Drug Court Project must comply with § 397.334, Fla. Stat., "Treatment -Based Drug Court
Programs."
29. 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,
SF Y 2013 Page 9
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
. ....................................................................
Florida Department of Law Enforcement
30. Criminal Intelligence System
The subgrant recipient agrees that any information technology system funded or supported by the
Office of Justice Programs funds will comply with 28 C.F.R. Part 23, Criminal Intelligence
Systems Operating Policies, if the Office of Justice Programs determines this regulation to be
applicable, Should the Office of Justice Programs determine 28 C.F.R. Part 23 to be applicable,
the Office of Justice Programs may, at its discretion, perform audits of the system, as per 28
C,F.R. 23.20(g). Should any violation of 28 C.F.R. Part 23 occur, the subgrant recipient may be
fined as per 42 U.S.C. 3789g(c)-(d). The subgrant recipient may not satisfy such a fine with
federal funds.
31. Confidential Funds
A signed certification that the project director or the head of the Implementing Agency has read,
understands, and agrees to abide by all of the conditions for confidential funds as set forth in the
effective edition of the Office of Justice Programs Financial Guide is required from all projects that
are involved with confidential funds. The signed certification must be submitted at the time of
grant application.
32. Civil Rights Compliance
a. Federal laws prohibit recipients of financial assistance from discriminating on the basis of
race, color, national origin, religion, sex, disability, or age in funded programs or activities. All
subgrant recipients, implementing agencies, and contractors must comply with any applicable
statutorily -imposed nondiscrimination requirements, which may include the Omnibus Crime
Control and Safe Streets Act of 1968 (42 US.C. § 3789d); the Victims of Crime Act (42
US.C. § 10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.&C.
§ 5672(b)); the Civil Rights Act of 1964 (42 U&C, § 2000d); the Rehabilitation Act of 1973
(29 U.S.C. § 7 94); the Americans with Disabilities Act of 1990 (42 U&C. § 12131-34); the
Education Amendments of 1972 (20 J.S.C. §§1681, 1683, 1685-86); the Age Discrimination
Act of 1975 (42 U.S.C. §§ 6101-07); and Department of Justice Non -Discrimination
Regulations 28 CFR Part 42; see Ex. Order 13279 (equal protection of the laws for faith -
based and community organizations).
b. FDLE does not discriminate on the basis of race, color, religion, national origin, sex, disability,
or age in the delivery of services or benefits or in employment,
c, subgrant recipients are responsible for ensuring that contractors, vendors, and agencies to
whom they pass -through funds are in compliance with all Civil Rights requirements and that
the contractors, vendors, and agencies are aware that they may file a discrimination
complaint with the subgrant recipient, with FDLE, or with the Office for Civil Rights and how to
do so.
d, Equal Employment Opportunity Plans
(1) A subgrant recipient or implementing agency must develop an EEO Plan if it has 50 or
more employees and it has received any single award of $25,000 or more from the
Department of Justice. The plan must be prepared using the on-line short form at
www.oi-p.usdoi.qov/about/ocr/eeop- comp-ly._htm, must be retained by the subgrant
recipient or implementing agency, and must be available for review or audit. The
organization must also submit an EEO Certification to FDLE.
(2) If the subgrant recipient or implementing agency is required to prepare an EEO Plan and
has received any single award of $500,000 or more from the Department of Justice, it
must submit its plan to the Department of Justice for approval. A copy of the Department
of Justice approval letter must be submitted to FDLE. The approval letter expires two
years from the date of the letter. I
SFY 2013 Page 10
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
(3) A subgrant recipient or implementing agency is exempt from the EEO Plan requirement if
it is has fewer than 50 employees or if it does not receive any single award of $25,000 or
more from the Department of Justice or if it is a nonprofit organization, a medical or
educational institution, or an Indian Tribe. If an organization is exempt from the EEO
Plan requirement, it must submit an EEO Certification to FDLE.
(4) The subgrant recipient and implementing agency acknowledge that failure to comply with
EEO Requirements within 60 days of the project start date may result in suspension or
termination of funding, until such time as it is in compliance.
e. In the event a Federal or State court or Federal or State administrative agency makes a
finding of discrimination after a due process hearing on the grounds of race, color, religion,
national origin, sex, or disability against a recipient of funds, the recipient will forward a copy
of the finding to FDLE and to the Office for Civil Rights, Office of Justice Programs.
f, In accordance with federal civil rights laws, the subgrant recipient shall not retaliate against
individuals for taking action or participating in action to secure rights protected by these laws.
g, subgrant recipients must include comprehensive Civil Rig hts/Nondiscrimination Provisions in
all contracts funded by the subgrant recipient.
h, If the subgrant recipient or any of its employees, contractors, vendors, or program
beneficiaries has a discrimination complaint, they may file a complaint with the subgrant
recipient, with FDLE or with the Office for Civil Rights, Discrimination complaints may be
submitted to FDLE at Office of the Inspector General, P.O, Box 1489, Tallahassee, Florida
32302-1489 or on-line at www.fdle.state,fl.us/contacts/comment form.html. Discrimination
complaints may also be submitted to the Office for Civil Rights, Office of Justice Programs,
U.S. Department of Justice, 810 7 1h Street, NW, Washington, DC 20581, by phone at
(202)307-0690.
i. The subgrant recipient must have procedures in place for responding to discrimination
complaints that employees and clients, customers, and program participants file directly with
the subgrant recipient.
j, Any discrimination complaints file with FDLE will be reviewed by FDLE's Inspector General
and referred to the Office for Civil Rights, the Florida Commission on Human Relations, or the
Equal Employment Opportunity Commission, based on the nature of the complaint.
k, Americans with Disabilities Act
subgrant recipients must compiy with the requirements of the Americans with Disabilities Act
(ADA), Public Law 101-336, which prohibits discrimination by public and private entities on
the basis of disability and requires certain accommodations be made with regard to
employment (Title 1), state and local government services and transportation (Title 11), public
accommodations (Title 111), and telecommunications (Title IV).
I. Limited English Proficiency (LEP)
In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights
Act of 1964, 42 U.S.C. § 2000d, recipients of Federal financial assistance must take
reasonable steps to provide meaningful access to their programs and activities for persons
with LEP., For more information on the civil rights responsibilities that recipients have in
providing language services to LEP individuals, please see the website at www, lep.g.o -
SF Y 2013 Page 11
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
rn, Equal Treatment for Faith Based Organizations
The subgrant recipient agrees to comply with the applicable requirements of 28 C.F.R. Part
38, the Department of Justice regulation governing "Equal Treatment for Faith Based
Organizations" (the "Equal Treatment Regulation"), The Equal Treatment Regulation
provides in part that Department of Justice grant awards of direct funding may not be used to
fund any inherently religious activities, such as worship, religious instruction, or
proselytization. Recipients of direct grants may still engage in inherently religious activities,
but such activities must be separate in time or place from the Department of Justice funded
program, and participation in such activities by individuals receiving services from the grantee
or a sub -grantee must be voluntary. The Equal Treatment Regulation also makes clear that
organizations participating in programs directly funded by the Department of Justice are not
permitted to discriminate in the provision of services on the basis of a beneficiary's religion.
Notwithstanding any other special condition of this award, faith -based organizations may, in
some circumstances, consider religion as a basis for employment. See
www.oip.gov/about/ocr/equal fbo.htm.
33. Immigration and Nationality Act
No public funds will intentionally be awarded to any contractor who knowingly employs
unauthorized alien workers, constituting a violation of the employment provisions contained in 8
U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INKY The
Department shall consider the employment by any contractor of unauthorized aliens a violation of
Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment
provisions contained in Section 274A(e) of the III A shall be grounds for unilateral cancellation of
this contract by the Department.
34. National Environmental Policy Act (NEPA)
The subgrant recipient agrees to assist FDLE in complying with the NEPA, the National
Historic Preservation Act, and other related federal environmental impact analyses
requirements in the use of subgrant funds by the subgrant recipient. 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 subgrant recipient
or any third party and the activity needs to be undertaken in order to use these subgrant
funds,
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 1 00-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,
(5) Implementation of a program relating to clandestine methamphetamine laboratory
operations, including the identification, seizure, or closure of clandestine
methamphetamine laboratories,
b. The subgrant recipient understands and agrees that complying with NEPA may require the
preparation of an Environmental Assessment and/or an Environmental Impact Statement, as
directed by the Bureau of Justice Assistance. The subgrant recipient further understands and
SF Y 2013 Page 12
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
agrees to the requirements for implementation of a Mitigation Plan, as detailed by the
Department of Justice at www.bia.g.ov/Fu..n.d..i.n..q/nepa,html , for programs relating to
metharnphetamine laboratory operations.
c. For any of a subgrant recipient's existing programs or activities that will be funded by these
subgrants, the subgrant recipient, upon specific request from the Department and the U.S.
Department of Justice, agrees to cooperate with the Department of Justice in any preparation
by Department of Justice of a national or program environmental assessment of that funded
program or activity.
35. Non -Procurement, Debarment and Suspension
The subgrant recipient agrees to comply with Executive Order 12549, Debarment and
Suspension and 2 CFR 180, "OMB Guidelines To Agencies On Governmentwide Debarment And
Suspension (Nonprocurement)" 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. If the subgrant is $100,000 or more, the subgrant recipient and
implementing agency certify that they and their principals:
a, Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded
from covered transactions by any Federal department or agency;
Have not within a three-year period preceding this application been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting. to obtain, or performing a public (Federal, State, or local)
transaction or contract under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property,
c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (Federal, State, or local) with commission of any of the offenses enumerated in
paragraph (1)(b) of this certification; and
d. Have not within a three-year period preceding this application had one or more public
transactions (Federal, State, or local) terminated for cause or default.
36. 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.
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 31 CSC 1352. 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 $1001 000 for each failure to file.
c. As required by 31 USC 1352, and implemented at 28 CFR 69, for persons entering into a
grant or cooperative agreement over $100, 000, as defined at 28 C F R 69, the applicant
certifies that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
SFY 213 Page 13
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
employee of any agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with the making of any Federal
grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal grant or cooperative agreement;
(2) If any funds other than Federal appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with this Federal grant or cooperative agreement,
the undersigned shall complete and submit Standard Form - LLL, "Disclosure of
Lobbying Activities," in accordance with its instructions;
(3) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including $ubgrants, contracts under
grants and cooperative agreements, and subcontracts) and that all subgrant recipients
shall certify and disclose accordingly.
In addition to the provisions contained in Item 36, above, the expenditure of funds for the purpose
of lobbying the legislature or a state agency is prohibited under this contract.
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The subgrant recipient understands and agrees that it cannot use any federal funds, either
directly or indirectly, in support of the enactment, repeal, modification or adoption of any law,
regulation or policy, at any level of government, without the express prior written approval of the
Office of Justice Programs, -
39. "Pay — to — Stay"
Funds from this award may not be used to operate a "pay -to -stay" program in any local jail.
Furthermore, no funds may be given to local jails that operate "pay -to -stay" programs. "Local
jail,)' as referenced in this condition, means an adult facility or detention center owned and/or
operated by city, county, or municipality. It does not include juvenile detention centers. "pay -to -
stay" programs as referenced in this condition, means a program by which extraordinary services,
amenities and/or accommodations, not otherwise available to the general inmate population, may
be provided, based upon as offender's apparent ability to pay, such that disparate conditions of
confinement are created for the same or similar offenders within a jurisdiction.
40. Mitigation of Health, Safety and Environmental risks dealing with Clandestine
Methamphetarnine Laboratories
If an award is made to support methamphetamine laboratory operations the subgrant recipient
must comply with this condition, which provides for individual site environmental
assessment/impact statements as required under the National Environmental Policy Act,
a, General Requirement: The subgrant recipient agrees to comply with Federal, State, and
local environmental, health and safety laws and regulations applicable to the investigation
and closure of clandestine methamphetamine laboratories and the removal and disposal of
the chemicals, equipment, and wastes used in or resulting from the operation of these
laboratories.
b, Specific Requirements: The subgrant recipient understands and agrees that any program or
initiative involving the identification, seizure, or closure of clandestine methamphetamine
laboratories can result in adverse health, safety and environmental impacts to (1) the law
enforcement and other governmental personnel involved; (2) any residents, occupants,
users, and neighbors of the site of a seized clandestine laboratory', (3) the seized laboratory
site's immediate and surrounding environment of the site(s) where any remaining chemicals,
equipment, and waste from a seized laboratory's operations are placed or come to rest.
SF Y 2013 Page 14
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
Therefore, the subgrant recipient further agrees that in order to avoid or mitigate the possible
adverse health, safety and environmental impacts from any of clandestine
methamphetamine operations funded under this award, it will (1) include the nine, below
listed protective measures or components; (2) provide for their adequate funding to include
funding, as necessary, beyond that provided by this award; and (3) implement these
protective measures directly throughout the life of the subgrant. In so doing, the subgrant
recipient understands that it may implement these protective measures directly through the
use of its own resources and staff or may secure the qualified services of other agencies,
contractor or other qualified third party.
(1) Provide medical screening of personnel assigned or to be assigned by the subgrant
recipient to the seizure or closure if of clandestine methamphetamine laboratories;
(2) Provide Occupational Safety and Health Administration (OSHA) required initial and
refresher training for law enforcement officials and other personnel assigned by the
subgrant recipient to either the seizure or closure of clandestine methamphetamine
laboratories;
(3) As determined by their specific duties, equip personnel assigned to the project with
OSHA required protective wear and other required safety equipment;
(4) Assign properly trained personnel to prepare a comprehensive contamination report on
each closed laboratory;
(5) Employ qualified disposal contractors to remove all chemicals and associated
glassware, equipment, and contaminated materials and wastes from the site(s) of each
seized clandestine laboratory;
(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 (6) coordination with the responsible party, property owner, or others to
ensure that any residual contamination ' is remediated, if necessary, and in accordance
with existing State and Federal requirements; and
(9) Have in place and implement a written agreement with the responsible state or local
service agencies to properly respond to any minor, as defined by state law, at the site.
This agreement must ensure immediate response by qualified personnel who can (i)
respond to the potential health needs of any minor at the site; (ii) take that minor into
protective custody unless the minor is criminally involved in the meth lab activities or is
subject to arrest for other criminal violations; (iii) ensure immediate medical testing for
methamphetamine toxicity; and (iv) arrange for any follow-up medical tests,
examinations, or health care made necessary as a result of methamphetamine toxicity.
41. 'The Coastal Barrier Resources Act
The subgrant recipient 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 prohibits the expenditure of most new Federal funds within the units of the
Coastal Barrier Resources System.
SF Y 2013 Page 15
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
42. Enhancement of Security
If funds are used for enhancing security, the subgrant recipient agrees to:
a. Have an adequate process to assess the impact of any enhancement of a school security
measure that is undertaken on the incidence of crime in the geographic area where the
enhancement is undertaken,
btt Conduct such an assessment with respect to each such enhancement; and, submit to the
Department the aforementioned assessment in its Final Program Report.
43. Environmental Protection Agency's (EPA) list of Violating Facilities
The subgrant recipient 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 Department 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.
S MKIM T a il
10 F I Z:- IrMT.. rL
The subgrant recipient 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.
45. National Historic Preservation Act
It will assist the Department (if necessary) in assuring compliance with section 106 of the National
Historic Preservation Act of 1966 (16 U.S.C. § 470), Ex. Order 11593 (identification and
protection of historic properties), the Archeological and Historical Preservation Act of 1974 (16
U.S.G. § 469 a-1 et seq.), and the National Environmental Policy Act of 1969 (42 U.S.C. § 4321).
46. Human Research Subjects
Subgrant recipient agrees to comply with the requirements of 28 C.F.R. part 46 and all Office of
Justice Programs policies and procedures regarding the protection of human research subjects,
including obtainment of Institutional Review Board approval, if appropriate, and subject informed
consent.
47. Global Standards Package
In order to promote information sharing and enable interoperability among disparate systems
across the justice and public safety community, of requires the grantee to comply with DOJ's
Global Justice Information Sharing Initiative (DOJ's Global) guidelines and recommendations for
this particular grant, Grantee shall conform to the Global Standards Package (GSP) and all
constituent elements, where applicable, as described at: www.l.t.oip.gov/gsp_grantcondition.
Grantee shall document planned approaches to information sharing and describe compliance to
the GSP and appropriate privacy policy that protects shared information, or provide detailed
justification for why an alternative approach is recommended,
48. Reporting, Data Collection and Evaluation
The subgrant recipient agrees to comply with all reporting, data collection and evaluation
requirements, as prescribed by the Bureau of Justice Assistance in the program guidance for the
Justice Assistance Grant (JAG). Compliance with these requirements will be monitored by FDLE.
SF Y 2013 Page 16
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
49. Privacy Certification
The subgrant recipient agrees to comply with all confidentiality requirements of 42 U.S.C, section
3789g and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or
information. subgrant recipient further agrees, as a condition of grant approval, to submit a
Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular,
section 22,23.
50. State Information Technology Point of Contact
The subgrant recipient agrees to ensure that the State Information Technology Point of Contact
receives written notification regarding any information technology project funded by this grant
during the obligation and expenditures period. This is to facilitate communication among local
and state governmental entities regarding various information technology projects being
conducted with these grant funds. In addition, the subgrant recipient agrees to maintain an
administrative file documenting the meeting of this requirement- For a list of State Information
Technology Points of Contact, go to
www,it.o'lp.gov/defauIt.aslDx?area=pol.icyAndPractice&iDage=1 046.
51. Interstate Connectivity
To avoid duplicating existing networks or IT systems in any initiatives funded by the Bureau of
Justice Assistance for law enforcement information sharing systems which involve interstate
connectivity between jurisdictions, such systems shall employ, to the extent possible, existing
networks as the communication backbone to achieve interstate connectivity, unless the subgrant
recipient can demonstrate to the satisfaction of the Bureau of Justice Assistance that this
requirement would not be cost effective or would impair the functionality of an existing or
proposed IT system.
The subgrant recipient agrees that funds received under this award will not be used to supplant
State or local funds, but will be used to increase the amounts of such funds that would, in the
absence of Federal funds, be made available for law enforcement activities.
53. Conflict of Interest
The subgrant recipient and implementing agency will establish safeguards to prohibit employees
from using their positions for a purpose that constitutes or presents the appearance of personal or
organizational conflict of interest, or personal gain.
54. Uniform Relocation Assistance and Real Property Acquisitions Act
The subgrant recipient will comply with the requirements of the Uniform Relocation Assistance
and Real Property Acquisitions Act of 1970 (42 U.S.C, § 4601 et seq.), which govern the
treatment of persons displaced as a result of federal and federally -assisted programs,
55. Limitations on Government Employees Financed by Federal Assistance
The subgrant recipient will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-28,
which limit certain political activities of State or local government employees whose principal
employment is in connection with an activity financed in whole or in part by federal assistance.
56. Certification for Employees Working Solely on a Single Federal Award
Any project staff that are fully or partially funded by the grant and that are expected to work solely
on the grant must certify that they worked solely on the grant, The certification must be prepared
at least semi annually and must be signed by the employee and by a supervisory official having
first hand knowledge of the work performed by the employee.
SF Y 2013 Page 17
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
57. Additional Documentation of Personnel for Department of Financial Services
In accordance with Section 215.971, Florida Statutes, the Florida Department of Financial
Services may require documentation validation that personnel services were performed on
project related activities in accordance with the contract agreement.
58. Reporting Potential Fraud, Waste, Abuse, and Similar Misconduct
The subgrant recipient must promptly refer to the Florida Department of Law Enforcement, Office
of Criminal Justice Grants any credible evidence that a principal, employee, agent, contractor,
subcontractor, or other person has either 1) submitted a false claim for grant funds under the
False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of
interest, bribery, gratuity, or similar misconduct involving grant funds
59. Task Force Training Requirement
The subgrant recipient agrees that within 120 days of award, each member of a law enforcement
task force funded with these funds who is a task force commander, agency executive, task force
officer, or other task force member of equivalent rank, will complete required online (internet-
based) task force training. The training is provided free of charge online through BJA's Center for
Task Force Integrity and Leadership (www.c ). All current and new task force members are
required to complete this training once during the life of the award, or once every four years if
multiple awards include this requirement. This training addresses task force effectiveness as well
as other key issues including privacy and civil liberties/rights, task force performance
measurement, personnel selection, and task force oversight and accountability. Additional
information is available regarding this required training and access methods via BJA's web site
and the Center for Task Force Integrity and Leadership (wwwc
60. Funds to Association of Community Organizations for Reform Now (ACORN) Unallowable
Subgrant recipient understands and agrees that it cannot use any federal funds, either directly or
indirectly, in support of any contract or subaward to either the Association of Community
Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior written
approval of OJP.
61. High Risk subgrant Recipients
The subgrant recipient agrees to comply with any additional requirements that may be imposed
during the grant performance period if the US. Department of Justice determines that the
subgrant recipient is a high -risk grantee. Cf. 28 C,F.R. parts 66, 70.
62. Text Messaging While Driving
Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While
Driving," 74 Fed. Reg. 51225 (October 1 , 2009), the subgrant recipient is encouraged to adept
and enforce policies banning employees from text messaging while driving any vehicle during the
course of performing work funded by this subgrant and to establish workplace safety policies and
conduct education, awareness, and other outreach to decrease crashes caused by distracted
drivers.
63. Central Contractor Registry (CCR)
The subgrant recipient must maintain the currency of its information in the CC R until it submits
the final financial report required under this award or receives the final payment, whichever is
later, This requires that the subgrant recipient review and update the information at least annually
after the initial registration, and more frequently if required by changes in its information or
another award term.
SFY 2013 Page 18
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
64. Maximum Allowable Salary
No portion of these federal grant funds shall be used towards any part of the annual cash
compensation of any employee of the subgrant recipient whose total annual cash compensation
exceeds 110% of the maximum salary payable to a member of the Federal government's Senior
Executive Service at an agency with a Certified SES Performance Appraisal System for that year.
(The salary table for SES employees is available at http.://www.opm,-gov/oca/payrates/index.asp.
A subgrant recipient may compensate an employee at a higher rate, provided the amount in
excess of this compensation limitation is paid with non-federal funds.)
This limitation on compensation rates allowable under this award may be waived on an individual
basis at the discretion of the OJP official indicated in the program announcement under which this
award is made,
65. DNA Testing of Evidentiary Materials and Upload of DNA Profiles to a Database
If JAG program funds will be used for DNA testing of evidentiary materials, any resulting eligible
DNA profiles must be uploaded to the Combined DNA Index System (CODIS), by a government
DNA lab with access to COD -IS. No profiles generated with JAG funding may be entered into any
other non -governmental DIVA approval rA database without prior express written apoval from BJA. For
more information, refer to the NIJ FY 2012 DNA Backlog Reduction Program, available at
nc'rs.gov/pd.ffiles.l../nii/sIO00989.pdf.
Subgrant recipients that are using funds to support emergency communications activities must
comply with the current SAFECOM Guidance for Emergency Communication Grants, including
provisions on technical standards that ensure and enhance irate operable communications.
Emergency communications activities include the purchase of Interoperable Communications
Equipment and technologies such as voice-over-internet protocol bridging or gateway devices, or
equipment to support the build out of wireless broadband networks in the 700 MHz public safety
band under the Federal Communications Commission (FCC) Waiver Order, SAFECOM guidance
can be found at www.safecompro.gram.clov/1ibrary/Iists/Iibra.rv/D..isRFo..rm.a-spx?1D=334,
subgrant recipients Grantees interested in developing a public safety broadband network in the
700 MHz band in their jurisdictions must adhere to the technical standards set forth in the FCC
Waiver Order, or any succeeding FCC orders, rules, or regulations pertaining to broadband
operations in the 700 MHz public safety band. The subgrant recipient shall also ensure projects
support the Statewide Communication Interoperability Plan (SLIP) and are fully coordinated with
the full-time Statewide Interoperability Coordinator (SWIG}. If any future regulatory requirement
(from the FCC or other governmental entity) results in a material technical or financial change in
the project., the recipient should submit associated documentation, and other material, as
applicable, for review by the SWIG to ensure coordination, subgrant recipients must provide a
listing of all communications equipment purchased with grant award funding (plus the quantity
purchased of each item) to FDLE once items are procured during any periodic programmatic
progress reports.
67. Bulletproof Vests
subgrant recipients that wish to purchase vests with JAG funds must certify that law
enforcement agencies receiving vests have a written "mandatory gear" policy in effect, This
policy must be in place for at least all uniformed officers before funding can be used by the
agency for vests. There are no requirements regarding the nature of the policy other than it being
a mandatory wear policy for all uniformed officers while on duty. FAQs related to the mandatory
wear policy and certifications can be found at www,biaggy/Fundinq JAGFAQ.pd .
JAG funds may be used to purchase bulletproof vests for an agency, but may not be used as the
50% match for purposes of the Bulletproof Vest Partnership (BVP) program.
SF Y 2013 Page 19
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
Florida Department of Law Enforcement
Bulletproof vests purchased with JAG funds may be purchased at any threat level, make, or
model from any distributor or manufacturer, as long as the vests have been tested and found to
comply with applicable National Institute of Justice ballistic or stab standards. In addition,
bulletproof vests purchased must be American -made, The latest NIJ standard information can be
found at: www.nil-gov/to.p.ics/technology/body-armor/safety-in.i...t.iative,htm.
68. BJA or FDLE Sponsored Events
The subgrant recipient agrees to participate in BJA- or FDLE-sponsored training events, technical
assistance events, or conference held by FDLE or BJA or their designees, upon FDLE's or BJA's
request.
69. Expenses Related to Conferences, Meetings, Trainings, and Other Events
The subgrant recipient agrees to comply with all applicable laws, regulations, policies, and
guidance (including specific cost limits, prior approval and reporting requirements, where
applicable) governing the use of federal funds for expenses related to conferences, meetings,
tly'ainings, and other events, including the provision of food and/or beverages at such events, and
costs of attendance at such events. Information on pertinent laws, regulations, policies, and
guidance is available at www.oip-..gov/funding�/Confcost,htm.
SF Y 2013 Page 20
CERTIFICATION FOR1.
Recipient Name and Address. - Monroe County 1100 Simonton St., Frey West, FL 33040
Grant Title: Samuel's House: SA Prevention
Grant Number:
2013-JAGC--1985 Award Amount: $16, 499 , 00
Contact Person ► ame and Title: Lisa Tennyson, Grants Admin .
Phone Number; (305) 292 -4444
FHeral regulations require recipients of financial assistance from the Office of Justice Programs (01P), its component agencies, and the
01'fice of Community Oriented Policing Scrvic;cs (COPS) to prepare, maintain on file, submit to 01P for review, and implement an Equal
Etriployrnc:nt Opportunity Plan (EEOP) in accurdanc c with 2g C F.R §§ 42.301 -.308, The regulations exempt some recipients from all of
the EEOP requirements. Other recipients, .according to the regulations, must prepare, maintain on file and implc:rncnt an EROP, but they
do not need to submit the EEOP to OOP for review. Recipients that claim a c;ompiete exemption from the EEOP requircrncnt must
completc Section A below. Recipients that claim the limited c►cemption from the submission requirement, must complete Section S
below, A recipient should complete either Section A or Sec:tlon S. not both. f f a rccipwrit receives multiple OJP or COPS grants,
please complete a Corm for each grant, ensuring that .any EEOP recipient certifies as completed and on Cdc (if applicable) has been
prcparcd within two years of the latest grant. Please send the c;omplcted form(s) to the Office for Civil Rights, Office of Justice Programs,
U.S. Department of lustic;e, g 10 7'h Strcct, Nt.W„ Washington, D.C. 20531. For assistance to completing this form, ple;asc tall (202)307-
0690 or T rY (202) 307-2027.
Section A- Declaration Claiming Complete Exem tion from the EEOP Requirement. Pleuse L'heck all the hu.re.s that
app1,
❑ Recipient has less than 50 employees, ❑ Recipient is an indlan tribe,
❑ Recipient is a non-profit organization, ❑ Recipient is an educational institution, or
❑ Recipient is a medical institution, ❑ Recipient is receiving an award less than S25,000
t- [responsible official, certify that
[recipient] is not required to
prepare an EEOP for the reason(s) ehecked above, pursuant to 2$ CYA §42,302. 1 further certify that
[recipient) will comply with applicable Federal civil rights
laws that prohibit discrimination in employment and in the delivery of services.
Print or type Name and Title Sixnature [date
Section B- Declaration Claiming Exem Lion from the EEOP Submission Requirement and Certifying That an
EEOP is on File for Review.
I fa recipient agency has 50 or more crnployc;cs and is receiving a single award or subaward for S25,000 or more, but less than S500,000.
thcn the rcc.iptent agency sloes not hark to submit an EEOP to OOP for review as long as it certifies the following (42 C.F.R. y 42,305):
i Roman Gastesi , County Administrator [responsihle oftIcial , certify chat
tie Monroe County BOCC [rccipient ,�vhic;h has 50 or more
c:mployvc:s and is receiving a single award or subaward f'or S25,000 or more, but lass than S500,000, leas formulated an
F F OP in Riccordance with 28 L. F R �42,301, et ,�eq., subpart F. 1 further certify that tht: FEO�P leas been formulated and
�Igm:d into Qffcct within the• past two years by the prc�per authority and that it is available f()r review. The: FFOP is can file in
;llc• caEfficc. t)l`: Ca Ivin Allen, EEO Of f icer, Monroe County jorganizationj,
at 1100 Simonton Street, icy West, FL 3 3 4 4 0 _._.._ l addressj, for review by ]he public and
Qmployc,vs or';7r re; is w or audit by o lic:ials of'the reFle�ant state plannin 7 �tgc.•ney car the: Office. for Ckd Rights, Office of
Justice Programs, U. S. I)Qp;artmc:nt c�f`.ju�tice. is required by relay- w tti s.
Roman Castesi , County Administrator 7 / `l Q / Zo 1 2
Print or type Nime and t'itir_.-�'gnatur ww I)ate_�____..w
RESOLUTION NO, 167 .2012
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY,
FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 2012-13 EDWARD
BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM
WHEREAS, the Florida Department of Law Enforcement has announced the
funding for Fiscal Year 2012-20.13 Edward Byrne Memorial Justice Assistance Grant
(JAG) Program; and
WHEREAS, the Monroe County Board of Commissioners agrees to serve as the
coordinating unit of government in the preparation of the grant proposals and in the
distribution of funds allocated to Monroe County in the amount of $82,496 with no cash
match; and
WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with
concern given to the County's current drug control efforts, has recommended certain
programs receive funding to provide the community with activities focused on drug and
alcohol education, prevention, rehabilitation, and treatment; now therefore,
X-E IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
1 - The Board of County Commissioners concurs with the Monroe County
Substance Abuse Policy Advisory Board's recommendations; and that
2. The County Administrator is hereby authorized to sign and submit the
application packet for the Fiscal Year 2012-2013 grant funds to the Florida
Department of Law Enforcement Edward Byrne Memorial Justice Assistance
Grant (JAG) Program; and that
1 This resolution shall become effective immediately upon adoption by the
Board of County Commissioners and execution by the Presiding Officer and
Clerk,
PASSED AND ADOPTED by the Board of County Commissioners of Monroe Cou,f�y,
Florida, at a regular meeting of said Board held on the 20'h day of June, 2
Mayor Rice Yes
Mayor Pro Tern Wigington Yes
Commissioner Murphy Yes
Commissioner Neugent Yes
Commissioner Carruthers Yes
............... . (Seall.)- . ............. ...... .... ..... .. . ............. ...... ... ................. ......... .... ..... ...... .. . ..... .... . ...... ... .... .... . ..... . ........ .. ............. ... Monroe, County. Board", f,Corn:missioners,----
Attest By:
Clerk of Court Mayor
MONROE COUNTY ATTORNEY
PROVED AS TO FORM:
HAISTINE M LIMBEAT-BARROWS
ASSISTANT COUNTY ATTORNEY
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
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 duty authorized officers on the date, month and year set
out below.
Corrections on this page, including Strikeovers,
whiteout, etc. are not acceptable.
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Date:
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Signature:
Typed Name and Title: Roman Gastes
Date: 7/10/2012
Typed Name of I
Signature:
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Monroe County
Typed Name and Title- Roman Gas tesi
County Administrator
Date.- 7/10/2012
Application Ref #
2013-JAGC- 1985
Section #6 Page 1 of 1
Contract
-JAGC-MOLAR- - -
Ruie Reference 110-9 006 OCJG-005 (rev. April 20'05)