2001-CJ-J1-11-54-01-109 12/13/2000
1!lannp 1.. 1&olbage
BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARAlHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
~ ' ..
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
January 29, 2001
TO:
Jennifer Hill, Budget Director
Office of Management & Budget
ATTN:
Dave Owens
Grants Management
Pamela G. Han ~
Deputy Clerk V
FROM:
At the December 13, 2000, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the Fiscal Year 2001 Certificate of Agreement between
Monroe County and the Florida Department of Law Enforcement Anti-Drug Abuse Grant for
Juvenile Community Intervention.
Enclosed please find a duplicate original of the above for your handling. Should you have
any questions please feel free to contact this office.
Cc: County Administrator wlo documents
County Attorney
Finance
File y
LE
Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
1819 Miccosukee Commons
"ta,1lahassee, Florida 32308
(850) 410-8700
James T. "Tim" Moore
Commissioner
November 20, 2000
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The Honorable Shirley Freeman O' I- N -"
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Mayor, Monroe County C;O:A :::0
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Board of Commissioners :<... .=c l"T1
530 Whitehead Street ..,/ >- CD C"')
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Key West, Florida 33040 \D 0
Re: 01-CJ-J1-11-54-01-109/Juvenile Community Intervention
Program IV
Dear Mayor Freeman:
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement grant in the amount of$38,584 to your unit of government. These
funds shall be utilized to implement a Byrne Program under Purpose Area 13B -
Offender Community Treatment - Local.
A copy of the approved sub grant application with the above referenced project number
and title is enclosed for your file. All correspondence with the Department should always
refer to the project number and title.
Your attention is directed to Section H of the subgrant which is the "Acceptance and
Agreement". These conditions should be reviewed carefully by those persons responsible
for project administration to avoid delays in project completion and cost reimbursements.
Also, you should review the enclosed Subgrant Award Certificate. This certificate contains
important information regarding Section H that applies to this grant award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service . Integrity . Respect . Quality
The Honorable Shirley Freeman
Page Two
We look forward to working with you on this project. Ifwe can be of f\1rther assistance,
please contact Beth Hamilton at 850/410-8700.
Sincerely,
.
~cuL1J. WAQw
Clayt~ ii.' Wilder
1
Co~unity Program Administrator
(,...""
CHW1BH/mg
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EnclO811fes
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State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
01-CJ-Jl-11-54-01-109 in the amount of $38,584,
for a project entitled: Juvenile Community Intervention Program IV
for the period of 10/01/2000 through 09/30/2001, in accordance with
the statement of work contained in the subgrant application, and
subject to the Florida Department of Law Enforcement's conditions
o~greement and special conditions
~ 6- If fJe--~cf
(Signature of Authorized Official)
governing this subgrant.
-
~ IS, 2.-000
(Date of Acceptance)
CCOVJe.. K. Ne.'je.v,f, M4.j" v
(Typed Name and Title of Official)
State of Florida
Office of Criminal Justice Gran~s
Florida Department of Law Enforcement
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
01-CJ-Jl-11-54-01-109 in the amount of $38,584,
for a project entitled: Juvenile Community Intervention Program IV
for the period of 10/01/2000 through 09/30/2001, in accordance with
the statement of work contained in the subgrant application, and
subject to the Florida Department of Law Enforcement's conditions
of agreement and special conditions governing this subgrant.
(Signature of Authorized Official)
(Date of Acceptance)
(Typed Name and Title of Official)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: November 20, 2000
~
Grant period: From: 10/01/2000
To: 09/30/2001
Project Title: Juvenile Community Intervention Program IV
Grant Number:
01-CJ-Jl-11-54-01-109
Federal Funds: $38,584.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $12,862.00
Total Project Cost: $51,446.00
Program Area: 13B
Award is hereby made in the amount and for the period shown above
of a grant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti-Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-87, or OMB
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
SUBGRANT AWARD CERTIFICATE (CONTINUED):
Additionally, the following special conditions apply to Section H
of the contract:
(1) The Office of Criminal Justice Grants, wh~ch administers the
Byrne State and Local Law Enforcement Grant Program, was transferred
from the Florida Department of Community Affairs to the Florida
Department of Law Enforcement through action of the Florida
Legislature in the 2000 General Appropriations Act (House Bill 2147),
effective July 1, 2000. Therefore, the following revisions will
apply to this grant:
(a) All references to the Department of Community Affairs should
be read as the Florida Department of Law Enforcement.
(b) All references to the Bureau of Community Assistance should
be read as the Office of Criminal Justice Grants.
(c) Item 16.g, the mailing address for audit reports, should read:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, FL 32302-1489
(d) Item 23.b(1), should read: James T. "Tim" Moore, Commissioner
(2) There is a clerical error in Section H, item 24, Equal Employment
Opportunity. The reference to the Civil Rights Act of 1964 should be
Title VI, not title IV.
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.
~.
'IJ. WAll2t}./
Author zed Official
Clayton H. Wilder
Community Program Administrator
1/- ~() - t) cJ
Date
[X]This award is subject to special and/or standard conditions
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
~ ' '~
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
.
Grantee (Name of SPA): Office of Criminal Justice Grants
Grant Number: Ol-CJ-Jl-11-54-01-109
Grant Title: Juvenile Community Intervention
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition (s):
Prior to the drawdown of federal funds for Contractual
Services, Monroe County's submitted boilerplate contract must
be approved by FDLE.
Edwllrd BYlii8 Memorial State and Local Law
Enforcement Assistance Formula G. ._It Program
.". ..... to be t:OtIIpIMd by the SubgtantH:
Ccntn.IIaan d PINaua Sut9ant? aJ v_ a No
" v... ..., sta Prq.c:t 10. 01 Previous SubgrW1t 2001
085 PM: 13B
TlJIaIlectlon to be completed by SeA:
SFY 2001 DCA CcntnIct Number
A Names & Add,....
109
CFDA.: 16.579
1.
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Subanlnt Recioient
Nam. at Chief Elected Official Shirley Freeman
TIUa Mayor, Monroe County Board of County Commissioners
Address 530 Whitehead Street
City, state, ZIp Cod. Ke7 West FL" 33040
Area CodeiPhone '/I. I SUN COM .. IArea Code/Fax" .
305-292-3430 305-292-3577
2. Chief Finandal Officer
Nam. of Chief Fanancial Officer Dannv Kolhage
Title Monroe County Clerk of Court
Address 500 Whitehead Street
City, State, Zip Code J(~v Wee:: FT. ~~040
Area CodWPhona ... SUNCOM ... TArn Code/Fax"ll
305-292-3550 305-292-3660
3. 1m lementin en Government encv Resoansible for Pro'ect
Name at Chief Executiv. Official J ame s L. Robe r t s
Title
Address:
Monroe Count Administrator
Public Service BId ., 5100 Colle e Road
FL 33040
SUNCOM ...
Area Code/Fax #
305-292-4544
4. Project Director and Contact Person, if different from Project Director
Must be Em lay . af Governmental ImDlementin en
Name af Project Director Deanna S. Lloyd
rma Monroe County Grants Administrator
Address oad
City, Stat., Zip Coda Ke West, FL
Area CodWPhon.... 305-292-4474
33040
SUNCOM t/.
Area Code/Fax #
305-292-4515
Name and Title of Contact Pwaon Larry Prescott
Address Care Center for Mental Health E-Mail Address
120 Street
City, state, Zip COde: Key West, FL 33040
Area Code/Phon. t/. SUNCOM t/. Area Code/Fax #
305-292-6843 305-292-6723
EcJtN-..rJ Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
B. Administrative Data
1. Project Trtle (Not to exceed 84 characters, including spaces)
JUVENILE COMMUNITY INTERVENTION PROGRAM IV
2. For Period
Period Month Day Year
Beginning October 1 2000
Ending Sentember 30 2001
3. II the Subgrantee or the Implementing Agency a Member of a Local Criminal Justice Advisory Councilor
Substance Abuse Policy Advisory Board, Coalition, or Council? (See the Program Announcement for a
deaaiption of bo8trJ IHponIiblitieS.) 0 Yes 0 No
C. Fiscal Data
1. (If other then the Chief Ftnancial Officer) Remit Warrant to:
Deanna Llovd
Public Service Building
5100 College Road
Key West, FL 33040
Note: If the IUbgrantee is participating in the State of Florida Comptroller's Office electronic transfer
PfOQrllm, reimbursement cannot be remitted to any other entity.
2. Method of Payment xXSI~onthly 0 Quarterly
(It il mandatory UIIIt the method selected be consistent throughout the entire grant period.)
3. Vendor'" (Enter Federal Employer Identification Number of Subgrantee):
I
59-6000749
4. SAMAS ... (Enter if you are a state agency)
I
5. Will the Project 88m Project Generated Income (PGI)1 0 Yes aJ No
(See Sectton H., Paragraph 13, for a definition of PGI.)
6. Will the applicant be requesting an advance of feeleral funds? 0 Yes g) No
(If Yes, a letter of request must be attached.)
EdwllnJ Byrne Memorial State a Local Law
Enforcement Assistance Formula Grant Program
D. Program Data
Refer to the BCA Grants Management Technical Assistance Workshop Manual. Use this as a guide to assist
you in completing Section D.
Pro~em Identification. Briefty describe a specific problem to be addressed with subgrant funds. If you are
seeking funds to continue existing ~roject activities, your problem statement must also provide a short summary
of your currant program and descnbe any gaps between current and d~ired project results.
Proaram OescriDtion. Briefty describe how project activities will address the targeted problem. Describe who
will do what. when, where and haw.
SEE PAGE 2 OF INSTRUCTIONS ON ITEMS TO INCLUDE.
Sfatt below end use continuation ~ as necesssry.
Entering its fourth year, the Juvenile Commmunity Intervention Program
continues to identify and treat those youth exhibiting conduct disorder,
criminal thinking and behavior, low self esteem, family dysfunction,
substance abuse, anger problems, and truancy. Targeted populations are
those high risk youth enrolled in alternative education settings for
the middle and high schools of the Lower Florida Keys. Over the previous
three years the program has been testing these students utilizing assessment
for criminal tendencies, reading assessments, IQ testing, substance abuse
testing and urinalysis screening. These tests are designed to help our
treatment team and teachers to better serve the needs of the students. The
treatment team includes a psychiatrist, psychologist, DJJ, JASP and Monroe
County teachers assigned to the alternative schools. Afull time and part
time therapist deliver treatment services to the students.
Daily group and individual sessions as well as an anger management curriculum,
extensive substance abuse education, family therapy, self esteem curriculum,
pregnancy prevention and STD education are all utilized in the program.
These services are designed to reach our goals of reducing recidivism,
increasing self esteem, eliminating substance abuse, and strengthening
families.
ErW'd Byrne Memorial State and Local v
Em' ;ement Assistance Formul~ Grant PT, am
O. Program Data (Continued)
Activities Imptem~..b"ion Schedule. Complete the Activities Implementation Schedule showing when activities in
the Progrllm Description will commence and how the project will progress. This chart benchmarks planned
activities. both administrative and programmatic. An .X- has been inserted for reports that are mandatory for all
projects. Place an additional-X- to indicate ones applicable to your project. Delete the activity/action that does
not appty to your prajec.1:; Le.. if your project does noteam PG1. detetethat activity from this schedule.
: /'
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ACTMTlES IMPLEMENTAnON SCHEDULE
SubgrBnt Period . .
Oct. 1. 2000 - Sent. 30. 2001 .
(Beginning Date - Ending Date)
.
ACTIVITY/AcnON Oct Nav Dee Jan Feb Mar AfK May Jun Jul Aug Sep
Submit Financial Reimbu~ement
Requests X X X X X X X X X X X X
Submit FInancial Closeout Pedalge X
Submit Quarteriy Program Reports X X X X
Submit Quarteriy PGl Reports No Re uirEd
(If applicable)
Provide Treatment Service~ X X X X X X X X X X X X
Edward Byrne Memorial state an .ocal Law
Enforcement Assistance Fonnula Grant Program
E. ProQrllm Objectives and Performance Measures
Camplete uniform program objectives and performance measures (found in ApDendix V) for the federally
authorized program area you want to implement Your application is not complete without them and an
incomplete application will not be considered for subgrant funding.
If the program area you selected does not have uniform program objectives published in this document or if
you cannot relate your objectives to those stated, contact Tom Bishop at 850/488--8016 for further instructions.
DO NOT mix objectives from different Program Areas.
Slart below and use continuation pages as necessary.
Otrender Community 1ntBrv8ntian - Ux:af
13.8.3. - Nonresidential Progrmn
',.
Objectives
'"
ObJec:ttve 13.8.3.1. To provide 130 otfenclers wttnlntaJce end saeening services during
the grant petiod.
Objective 13.8.3.3. To provide g~ oifenders wifh diagnosUc 5ervices during the grant peJiod.
Objective 13.B.3..5. To provide 125 offende~ with casa management services during
the grant period.
Objective 13.a3.5. To proms 125 offenders with treatment seMces during the grant period.
Objective 13.a3.1. To provide 125 offenders With rehabifitation seevicas during the grant period..
Objective 13.a3.a To prcvida 125 offenders with offender tracking and reporting seM~
during the grant period.
Objective 13.8.3.9. To estimate that SS otfenders will SU~~Uy compfebt this no:esidentiaJ
program during the grant pariod.
Sep-08-00 09: 27 Monroe ( IInty OMS 305 29: ~320 P .04.
\/V',. vu: vv "'''J vu....J 1".."'\..\. "",U,, 'U,," \.., ..J \..0..10 \,,;oOC:ULoCJ "I!:'VU't
CUWtl,.. QTrn-ltIemcutaI SllfBIIIIf1I.ocaJ <4 -'stance
F. Pro'att Budaet NItmMt
'. You 111Ult d.-ibe............. .. MCft _bbkt ~ ~ for wtictI . ]
funding- PnMd. ',ufftc:icnc ctteallta MowCDltrelllliOftlhipl to plOject acIivitia.I~:~ua::. ~
IDCWa of ........lIlIag fundi. · es.
SIMt N/t:1rt.. UN ~ ,.,.. .. n....aty.
.-'.
JUVENILE COMMUNITY INTERVENTION PROGRAM
by THE CARE CENTER FOR MENTAl HEALTH
Oct. 2000 - Sept. 2001
Personnel Expense
Salaries
FICA
Insurance
$ 41,408.00
$ 3,168.00
$ 3,000.00
Sub-Total Personnel
$ 47,576.00
Operating Expenses
Educational Tools
$ 3,870.00
Sub-Total Operating Expenses
$ 3,870.00
TOTAL
$ 51,446.00
Salaries and Benefits will pay for 1.5 FTE counselors to provide services at the school location
and atlhe Care Center
Educatlona! Tools consists of work books and program materials, psychological testing materials,
and other supplies such as arts and aafts materials used for motivational purposes.
Purchasing to be made according to Monroe County Purchasing Policy Procedures.
Match to be provided through the Monroe County Board of Commissioners General Revenue-
Grants Matching Fund S 6.431 and The Care Center for Mental Heath $ 6.431.
Anti..()rug Abuse Bryne Funds
County Match
Agency Match
TOTAL
$ 38,584.00
6,431.00
6,431.00
$ 51,446.00
Enfon:ement Assistance Formula ant Program
..------..... -_&a eng L.Ot:aI Law
G. Pra;ect Budget SChedule
~
lbe Praject Budget Schedule includes six BUdget Categories (SaIIui. and Benefits,. Contractua. SeMces,
Expenses, Operating Capital Outlay (OCO), Data Proceaing Services. and Indirect Costs) and Total Project
Costs. T_ Local Match must be . minimum of 25% of the Tota. BUdget.
T,.. or PrInt Dollar Amounta Only In Applicable Categoria and Leave othera Blank.
BUdget c.teg0l'f Fed.,., Miatch Totat
-
.. -
"-
h..... And SeIw6
:
..
..
Contractual S... $ 38,584,. $ 12,862 $ 51, .446
-
.
..
Oq!e.l..
Operating Capital Ouaay
om Prvce.sing ,
Indirect Coats
.
TObIIa $"38,584 $ 12,862 $ 51,446
... .
.....'''........
Nard Byrne Memorial State and Loca. -BW
Enforcement Assistance Formula Grant Program
H. AcceDtance and Agreement
All persons inYDlYed in or having administrative responsibility for the subgrant must read these .Acceptance and
Agreement"conditions. This "Acceptance and AGreement" 'Section H) must be returned aa part of the
comPleted aDDllcatlon.
Note Condition No. 12: Only project costa Incurred on or after the effective date of this agreement and
on or prior to the termination date of . recipient's project are eligible for relmbunement.
Conditions of Agreement. Upon approval of this subgrant, the approved application and the following terms of
conditions will become binding. Non-compliance will result in project costs being disallowed.
The term -cIepartmenf', unless otherwise stated, refers to the Department of Community Affairs. The term
"Su....,... unIeu otherwise stated, refers to the Bureau of Community Assistance.
The term -subgrMt recipient" refers to the governing body of a city or a county or an Indian Tribe which
performs criminal justice functions as determined by the U.S. Secretary of the Interior, and includes an
"Implementing egency" which is a subordinate agency of a city, county or Indian Tribe, or an agency under the
direction at an elected official (far example, Sheriff or CleIk of the Court). -
..: '~.
1. Reports
L Project Performance Reports:
The recipient Ihall submit department Qullltetly Project Performance Reports to the Bureau by
Februaty 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date.
In addition, if the subgrant award period is extended beyond the .originar project period, additional
Quartetly ProjtK:t PerformIlllCfl Report. shall be submitted.
b. Financial Reports:
The recipient shall have a choice of submitting either Monthly or QuBttedy RnIllJCisJ Claim Reports
(~ ~A-G) to the bureau. Monthly Reimburaement Claim. (1-11) are due thlrty-one
(31) dap after the end of the reporting period. Quarteriy ReImbursement Claims (1-3) are due
thlrty.one (31) days after the end of the reporting period. A final Rnsncial Claim Report and a CriminBl
JuatJce Cotrtntc:t (Finenda1) Closeout Package shaH be submitted to the bureau within forty-five (45) days
at the lubgrant termination period. Such claim shaD be distinc:Uy identified as "finar.
Before the "fInar claim will be processed, the recipient must submit to the department all outstanding
praject reports and must have satisfied aU special conditions. Failure to comply with the above provisions
shall result In forfeiture of reimbursement
The recipient shall submit department Quarterlv Project Generated Income Reports to the bureau by
Februaty 1, May 1, August 1, and within forty-five (45) days after the 8ubgrant termination date
covering lubgrant project generated income and expenditures during the previous quarter. (See
Paragraph 14. Program Income.)
c. Other Reports:
The recipient shall submit other reports as may be reasonably required by the bureau. All required
reports, instructions, and forms shall be distributed with the subgrant award.
2. Fiscal Control and Fund Accounting Procedures
The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement
and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall
be disbursed according to provisions of the project budget as approved by the bureau.
Edward Byrne Memorial State a Local Law
Enforcement Assistance Fonnula Grant Program
All expenditures and cost accounting of funds shall conform to Office of Justice Programs Rnancia/ Guide,
U.S. Department of Justice Common Rule for State and Local Governments, and in federal Office of
Management and Budget's (OMS) ClrcullIIS .4-21, A-87, and .4-110, in their entirety).
All fundi not spent according to this agreement shall be subject to repayment by the recipient
3. Appnwal of Consubnt ContnIcts
~. lo.
The department shall review and approve in writing all consultant contracts prior to employment of a
consultant. ApprovaJ shall be based upon the contract's compliance with requirements found in the Office of
Justice Programs RnandsI Guide, U.S. Department of Justice Common Rule for state and Local
Gowmmenta. Met In applicable It8te statutes. The departments approval of the recipient agreement does
not constitute approval of consultant contracts.
4. Allowable Colts
Allowance for costs Incurred under the subgrant shall be determined according to .General Principles of
Allowability and StBndards for Selected Cost Items. set forth in the Office of J~stice Programs RnBncia/ Guide,
U.s. Department of Justice Common Rule for state And Local Governments and federal OMS Circular Nt4-
A-a1, -Colt Principles tor Stata and Local Governments'", or OMB Circular No. A-21. .Cost Principles for
Educationallnatltutions'".
All pracedures .wIpIoyed in the use of fed... funds to procure services, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for State and Local Governments, or Attachment "C-
of OMS CicuIer No. .4-110 and Florida law to be efigible for reimbursement
5. Travel
All trIMII reimbunemenl for out-of-state or out-of-grllnt-specified work area shall be based upon written
approval of the department prior to commencement of actual travel.
The COlt of aU trawl ahall be reimbursed according to local regulations, but not in excess of provisions in
Sec:6on 112.081. FIotida Statutes.
All bins for anytrllvel tllCpenses shan be submitted according to provisions in Section 112.061, Ronda Statutes.
6. Written Approval of Changes in this Approved Agreement
Recipients shaH obtain approval from the department for major changes. These incJude, but are not limited
to:
.. Changes In project activities, designs or research plans set forth in the approved agreement;
b. Budget deviations that do not meet the following criterion. That is, a recipient may transfer funds
between budget categories al long as the total amount of transfer does not exceed ten (10) percent of
the total approved budget and tha trIInsfer is made to an approved budget line item; or,
c. Trans.. offunds above the ten (10) percent cap shall be made only If a revised budget is approved by
the department
d. Under no circumstances can transfers of funds increase the total budgeted award. Transfers do not
anow far increasing the quantitative number of items documented in any approved budget line item. (For
example, equipment items in Operating Capital OuUay or Expense categories or staff positions in the
Salaries and Benefits category.)
7. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal
Anti-Orug Abuse Act funds.
EdV. 1J Byrne Memorial State and Local La.
Enforcement Assistance Formula Grant Program
8. Advance Funding
Advance funding i. authorized up to twenty-five (25) percent of the federal award for each project according
to Section 21B.181(15)(b). Rodda Statutes (1991); the.Office of Justice Programs Financial Guide, U.S.
Department of Justice Common Rule for State end Locs/ Governments. Advance funding shall be provided
to a recipient upon a written request to the department justifying the need for such funds. This request,
Including the juatlftcatlon, ahall be encloHd with the aubgrant application.
9. Commencement of Project
If a project has not begun within sixty (BO) deys after acceptance of the subgrant award, the recipient shall
send a letter to the bureau indicating steps to initiate the project, reason for delay and request a revised project
starting d_
If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient shall
send another letter to the bur..u. agein explaining the r...on for delay and request another revised project
starting d8te.
Upon receipt of the ninety (90) day lelter, the department shall determine if the reason for delay is justified or
shaU, at its discretion. unilaterally terminate this agreement and re-obUgate subgrant funds to other department _~_
approved projects. The department, where warranted by extenuating circumstances, may extend the starting
date of the project past the ninety (90) day period, but only by formal written amendment to this agreement
10. Extension of. Contract for Contractual Services
Extension of . contract for contnlctuall8fVices between the recipient and a contractor (which includes all
project budget categories) shall be in writing for a period not to exceed * (B) months and is subject to the
same terms and condition. set faith in the initial contract. Only one extension of the contract shall be
acceptable, unIen faUure to comptete the contract Is due to events beyond the control of the cantractor.
11. Excusabte Delays
Except with respect to defaults of consultants. the recipient shaD not be In default by reason of any failure in
performance of this agrMment lICCOI'ding to Its terms (Including any faUure by the recipient to make progress
in the execution ofwortc hereunder which endangers such performance) If such failure arises out of causes
beyond the control and without the fault orneg/igenca of the recipient. Such causes include, but are not limited
to, acts of God or of the public enemy, acts of the government In either its sovereign or contractual capacity,
fires, ftoods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but
In wert cae. the faUure to perform shaD be beyond the control and without the fault or negligence of the
recipient
If failure to perform Is causad by failure of a consultant to perform or make progress, and if such failure arises
out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shall not be deemad in default, unless:
L SuppHes or HrYices to be furnished by the consultant were obtainable from other sources,
b. The department ordered the recipient in writing to procure such supplies or services from other sources,
and
c. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the 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.
Edward Byrne Memorial State a, 'Local Law
Enforcement Assistance Formula Grant Program
12. Obligation of Recipient Funds
Recipient funds shaH not under any circumstances be obligated prior to the effective date or subsequent to the
termination date of the grmrt period. Only project c:oa. Incurred on or after the effective date and on
or prior to the termIution d.. of the recipienr. project are eligible for reimbursement. A cost is
incurred when the recipient'a employee orconsuJtant performs required services, or when the recipient receives
gOOds, natwithstBnding the date of order.
13. Progrllm Income (also known as Project Generated Income)
Prog.... incame.....the grDU income eemed by the recipient during the subgrant period, as a direct result
attne subgrwnt..... Pra;nlm income shd be hendled according to the Office of Justice Programs Financial
Guide, U.8. 0epIutmant of Justice Cammon RIMe for State and l.DcaJ Govemment. Reference: The Cash
Management #mproNmfIIJI Aa of 1990).
14. Performance of Agreement Provisions
In tha ewnt of default, non-campliance or violation of any provision of this ~greement by the recipient, the
recipient's consubnts and suppliers, or both, the department shaD impose sanctions it deems appropriat8..-
induding withholding payments and cenceHation, termimdion or suspenston of the agreement in whole or in
part. In aUch tMIIt. the department shaD notify the recipient of its decision thitty (30) days in advance of the
effeCtive date of such sanction. The recipient shall be paid only far those services satisfadorily performed
prior to the etfec:IiWI date of such sanction.
15. Access To Records
The Oepertment of Community Aftaira; the U.S. Department of Justice, Office of Justice Programs,Sureau
of Justice Aa......1ce; and, the Auditor GenerIIt of the State of Rorida, the U.S. Comptroller General or any
of their duly authorized representatives, shaD haw access to books, documents. papers and records of the
recipient, imptementing agency and contractors for the purpose of audit and examination according to the
Oftice of JustIce Pragrams FirIIInf:Mi GuIde, U.S. Department of Justice. Common Rule for Stale 8nd Local
Gowmment.
i
The dep8rtment f811M11 the rightto unlMeraUytenninate this agreement If the recipient, implementing agency
or contractor reIuIeI to aIow pubHc acceu to a" documents, P8J*S, letters, or other materials subject to
provisions of Chapter 119. Florida statutes, and made or received by the recipient or its contractor in
conjunction with this agreement.
16. Audit
L Recipients that apend S3OO,ooo or more in a year in Federal awards shall have a single or program-
specific audit conducted forthat year. The audit shall be performed in accordance with the federal OMS
Citr:uMt' A-133 and ather applicable federal law. The contract far this agreement shaD be identified with
the subject ad In TIHt SdI.. of FedenII RnIIndsl Asaistance. The' contract shall be identified as
""1 funds paaed.thn)ugh the Florida Department of Community Affairs and include the contract
number, CFDA number, award amount, contract period, funds received and disbursed. When applicable,
the recipient IhaIIsubrnlt an aMual financial audit which meets the requirements of Sections 11.45 and
216.348, Florida statutes; and, Chapters 10.550 and 10.600, Rules of the Florida Auditor General
b. A complete audit report which covers any portion of tha effective dates of this agreement must be
submitted within 30 days after its completion, but no later than nine (8) months after the audit period. In
order to be compIata, the submitted report shall include any management letters issued separately and
managements written response to ., findings, both audit report and management letter findings.
Incomplete audit reports will not be accepted by the department and will be returned to the recipient.
c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall
be either a Certified Public Accountant or a Ucensed Public Accountant
d. The recipient shaD take appropriate corrective action within six (6) months of the issue date of the audit
report in instances of noncompliance with federsllaws and regulations.
E. . am Byrne Memorial State and Local A.. .,
Enforcement Ass/stance Formula Grant Program
e. The 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.
If this agreement is closed out without an audit, the department reserves the right to recover any
tbIIIowed costs identified in an audit completed after such closeout
~ -"
g. The completed audit reports should be sent to the following address:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Sadowski Building
Tallahassee, Florida 32399-2100
17. Procedures for Claim Reimbursement
.
All ciaims for reimbursement of recipient costs shall be submitted on the DCA-CJ Form 3(A-G), prescribed
and provided by the bureau. A recipient shall submit either monthly or quarterly claim. in order to repoR~
current project costs.
All claim. for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
18. Retention of Records
The ftICiplent shaH maintain .U records and documents for a minimum of three (3) years from the date of the
final ftnancial statement and be lIYlIilable for audit and public disclosure upon request of duly authorized
persons.
19. Ownership of Data and Creative Material
Ownership of material, disc:averies, inventions, and results developed, produced, or discovered subordinate
to this ......_15 gcmtmed bythatenns of the Oftice of Justice Programs Financial Guide,. u.s. Department
of Justice Common RIM tor State end Locs/ Government} or the federal OMS Cin:uIIIr A-110, Attachment N,
Paragraph a
20. Property Accountability
The recipient agrees to use aU non-expendable property for criminal justice purposes during its useful life or
request department disposition.
The recipient shaU 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 Oftice of Justice Programs Financial Guide, u.S. Department
of Justice Common RIM for State and L.DcaI Government} or the federal OMS Circular A-110.
Altac:lurHlnt N. ThIs obligation continues as long .. the recipient retains the property, notwithstanding
expiration of this agreement
21. Disputes and Appeats
The department shall make its decision in writing when responding to any disputes, disagreements or
questions of fact arising under this agreement and shall distribute its response to all concerned parties. The
recipient shall proceed diligently with the performance of this agreement. according to the department's
decision.
If the recipient appeals the departmenfs decision, it also shall be made in writing within twenty-one (21)
calendar days to the departmenfs clerk (agency clerk). The recipient's right to appeal the department's
decision is contained in Chapter 120, Rotida Statutes, and in procedures set forth in Rule 28-106.104,
Rodda Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings under .
Chapter 120. Florida Statutes.
Edward Byrne Memorial State B Local Law
Enforcement Assistance Formula Grant Program
22. Conferences and Inspection of Work
Conferences may be held at the request of any party to this agreement At any time, a representative of the
bureau, of the U.S. Department of Justice Bureau of Justice Assistance or bath have the privilege of visiting
the project site to monitor, inspect and a.... work performed under this agreement
23. Publication or Prtnting of Reports
a. Before publication or printing, a final draft of any report required under or pertaining to this agreement
shall be sent to the department for its review and comment
b. Publicationl or printed reports covered under a. above shaD include the following statements on the cover
page:
(1) -rills report wal prepared for the Florida Department of Community Affairs; Steven M. Seibert,
Sec:nary, in cooperation with the U.S. Department Gt Justice, Bureau of Justice Assistance.. The
next printed line .hallldentify the month and year the report was published.
(2) "This PrDgl1lm was .upported by grant.. awarded to the Department..
of Community Alrairl, State of Florida. and by the B......u of Justice Assistance (BJA), Office of
Justice Programs (OJP), U.S. 0epMment of Justice. The BJA Is a component of OJP Which also
includes tha B......u of Justice stBtistics, Nationallnstituta of Justice, otIice of Jwenile Justice and
Delinquency f'rwItention, and the Oftice for Victims of Crime. ·
(3) .PoInts of view, opinions, and conclusions IIlCpressed In this report are those of the recipient and do
not neceaarily represent the official position or policies of the state of Florida Department of
Community AllaIn, the U.S. Department of Justice, otIice of Justice Programs, or any other agency
of the state or federal government
24. Equal Employment Opportunity (eeO)
No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be
rafused benefits of, or otherwi.e subjected to discrimination under grants awarded pursuant to Pubic Law
89-584, ~ Requirements of the AnU-Drug Abuu Act of 1988; Tile IV oflhe CivI Righls Act
of 1964; Sec:Uan 5(U of the RehabMaIion Act of 1973 as emended; TIle IX of the Education Amendments of
1972; The Age lJiactimiMtion Act of 1975; and, Depettment of Juatit:e Non-IMaiminelion Regulations 28 CFR
Plitt 42. Subperts C, D, E, F, G and H.
The redpiMt and a criminal justice agency that Is the implementing agency agree to certify that they either
do or do not IIHMIt eo program criteria a.set forth In Section 601 of The FedentJ Omnibus Clime Control and
Safe Streets Act of 1MS es emended and that they have or have not formulated, Implemented and maintained
a currantEEO Program. SUbm"'lon of 11118 certification 'a a Prerequisite to entering Into this
1Ig........t. This certffication is a material representation of fact upon which reliance was placed When this
agreement was rnadL If the recipi..t or implementing agency meet Ar:t criteria but have not formulated,
Implemented and rnaint8ined such a current written eo Program, thay have 120 dS1$ after the date this
agraemMtwu made to complywith tha Ar:t orf8ce loss ofled....1 funds subject to the sanctions in the Justice
System ImptTNemenl Act of 1979, Pub. L 96-157, 42 U.S.C. 3701, et s8q. (Reference Section 803 (a) ofthe
Act, 42 U.S.C. 3783 (a) end 28 CFR Section 42.207 Complance Information).
Any state agency, county or city raceiving $500,000 or mora in federal Anli-Drug Abuse Act funds shall submit
Its equal employment opportunity plan, and/or the most recent update, with Its application, for submittal to the
U.S. Department of Justice, Bureau of Justice Assistance for approval.
25. Americans with Disabilities Act 1990
Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law
101-336, Which prohibits discrimination by public and private entities on the basis of disability and requires
certain accommodations be made with regard to employment (Title I), state and local government services
and transportation (Title II), public accommodations (Title III), and telecommunications (TItle IV).
E'~ Am Byrne Memorial State and Locall..-N
Enforcement Assistance Formula Grant Program
28. Criminal Intelligence System
The purpose of the fed..1 regutation published in 28 CFR Part 23 - Criminallnteligence Systems Operating
Poit:ie. is to anure that recipients of fed.., funds for the IJrincilJll/ DUrDO.8 of operating a criminal intelligence
Iystem underthe 0mnIbua Clime Control snd Safe Streets Act of 1968,42 U.S. C. 3701, et .eq., as amended
(Pub. L 90-351, as emended by Pub. L 93-83, Pub. L 93-415, Pub.:tI. 94-430, Pub. L 94-503, Pub. L 95-
115, and Pub. L H-157J, use those funds in conformance with the privacy and constitutional rights of
indMduals.
I
The recipient and a crimin8I justice agency that is the implementing agency agree to certify that they operate ·
a ai.I.maIIntalUgence system in accordance with Sections 802(a) snd 818(c) of the Omnibus Crime ContlO/
and Safe StnIet. Act of 1"8 as amended snd comply with criteria as set forth In 28 CFR Part 23 - CrimineJ
Inteligence Systems 0"..", PoIt:ies and In the Bureau of Justice Assistance's Formula Grant Program
QirMnce. Submlulon of..... certltlcatlon I. a prerequ..... to entering Into till. ag.reement.
ThIs certification il a material representation of fact upon which reliance was placed when this agreement was
IMda. If the recipient or criminal justice agency operates a criminal Intelligence system and does not meet
Ad and fad..1 regutation c:ritaria, they must indicate when they plan to come into compliance. Federal Iaw.-
~ a aubgr8nt-fundad adnillal intelligence system project to be in compliance with the Act and federal
reguIdon ptIorto the award of,.... funds. The recipient.. responsible for the continued adherence to the
regulation gcwemingthe operation ofthelysUtm or faces thelosl offederal funds. The departmenfs approval
of the AlCipiant agreement does not constitute approval of the lubgrant funded development or operation of
. criminal inteUigence Iystem.
27. Non-Procuremant Debarment and Suspension
The recipient agrees to complywtth Executive Order 12549, DebBlllJflnt snd Suspension (34 CFR, Part 85,
Section 85.510. Plllfk:/pent's ResptJMilJMies). These procedures require the recipient to certify it shall not
enter Into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible
or is wluntarily exduded tram participating in this covered transaction, unless authorized by the department
28. Payment Contingent on Appropriation
The StIIte of Florida'l performance and obligation to pay under this agreement is contingent upon an annual
appropriation by the Fiorida Legislature.
29. Federal Restrictionl on Lobbying
The recipient agrees to comply with Section 319 of Pubic LM/101-121 set forth in -New Restrictions on
Lobbying; Intedm RtIIII Rule, · publshed In the FeblUaty 20, 1990, Federal Register.
Each person lhall file the most currant edition of this Certification And Disclosure Form. if applicable, with
each submiaslon that Inltiatea agency consideration of such person for award of federal contract, grant, or
cooper8tive agreement of $100,000 or more; or fedaral loan of $150,000 or more.
This certification is a material representation of tact upon which reliance was placed when this agreement was
1Mde. Submllsion of this certification II a prerequilite to entering Into this agreement subject to conditions
and penalties Imposed by Section 1352. TIle 31, United States Code. Any person who fails to file the required
certification is IUbject to a eMl penalty of not less than $10,000 and not more than $100,000 for each failure
to fila.
The undersigned certifies, to the best of his or her knowledge and belief, that
a. No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an officer
or employee of congress, or an employee of a member of congress in connection with the awarding of
any federal loan, the entering into of any renewal, amendment, or modification of any federal contract,
grant, loan or cooperative agreement
Edward Bymel'tfemorial State an, Jcal Law
Enforcement Assismnce Formula Giant Proglam
b. If any non-f....1 funds have been paid or shall be paid to any person for influencing or attempting to
influence an officer or employee of congress, or an employee of a member of congress in connection with
this federal contnlct. grant loan, or cooperative agreement, the undersigned shall complete and submit
the standard form, Disclosure of LobbvinQ Activities. according to its instructions.
c. The undersigned shall require that the language of this certification be included in award documents far
all subgrant awards at all tiers and that all subgrant recipients sh~1 certify and disclose accordingly.
30. State Restrictions on Lobbying
In addition to the provisions contained in Paragraph 30 of Section H, Acceptance and Agreement, the
expenditure of funds far the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
31. Statement of Federal Funding Percentage and Dollar Amount
When issuing statements, press releases, requests for proposals, bid solicitations, and other documents
describing projects or programs funded in whole or in part with federal funds, all grantees and recipients
receiving th.e federal funds, including but not limited to state and local govemments, shall cleany state: __
L The percentage of the total cost of the program or project that shall be financed with federal funds, and
b. The dollar amount of federal funds to be expended on the project or program.
32. Background Check
It is strongly recommended that background checks be conducted on all personnel providing direct services.
to juveniles.
33. Immigration and Nationality Ad.
No public.funds willlntentiondy 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 Ad. rINA.). The Department shall consider the employment by
any contractarof unauthorized aliens a violation of Section 274A(e) of the 1NA. Such violation by the subgrant
recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral
cancellation of this contnlct by the Department
34. Drug Court Projects
L A Drug Court Project funded by the Byme Formula Grant Program must contain the 10 key "aments
outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office,
progrllm guidelines -Defining Drug Courts: The Key Components., January 1997. This document can be
accessed on the Office of Justice Programs WorkJ Wide Web Homepage: hftD:lIwww.o;D.usdo;.iob.
b. To ensure men effective management and evaluation of drug court programs, the recipient agrees that
drug court pragrllIM funded with this award shall collect and maintain follow-up data on progrllm
particiP8fds criminal recidivism and drug use relapse. The data collected will be assessed during BJA
field monitoring trips.
35. Overtime for Law Enforcement Personnel
Prlorto obligating funds from this award to support overtime by law enforcement officers, the US Department
of Justice encourages consultation with all allied components of the criminal justice system in the affected
jurisdiction. The purpose of this conaultation is to anticipate and plan for systemic impacts such as increased
court dockets and the need for detention space.
Eclwanl Byrne Memorial state and Local Law
Enforcement Assistance Formula Glilnt Ptoglilm
:-',
Certification of Compliance
with Equal Employment Opportunity fEED)
Program Requirements - Subgrantee
~
I, the undersigned authorized official, certify that according to Sedion 501 of the
Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee
(Subgrant Recipient). . .(Se/ect one of the foJJowing):
~ Meets Ad Criteria
o Does not meet Ad Criteria
I affirm that I have read the Act aiteria set forth in the Subgrant Application
Instructions. I understand that if the Subgrant Recipient meets these aiteria, it must
formulate, implement and maintain a written EEO Plan relating to employment pradices
affecting minority persons and women. I also affirm that the Subgrant Recipient. . .
(Se/ect one of the following):
[] Has a current EEO Plan
o Does not have a a.urent EEO Plan
."
I further affirm that if the Subgrant Recipient meets the Act aiteria and does not have
a current written EEO Plan, federal law requires it to formulate, implement, and
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federal funds.
Date: 0/r I DO
Signature of Authorized Official:
'-./~
Name: James L. Roberts
Title: County Administrator
Subgrant Application Peclulge
EEO Certificstion - Subgrantee
A_____:_ " D___ 4 _. ...
'(1UNTY OLMONROE
KEY WEST ~ I~ORIDA 33040
(3051 294..c641
James L. Roberts
County Administrator
Public Service Building
5100 College Road
Key West, FL 33040
June 6, 2000
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2555 Shwnard Oak Blvd.
Tallahassee, FL 32399-2100
,,-...... .....-....-.
, BOARD OF COUNTY COMMISSIONERS
.rr ',_ Mayor Jack London. District 2
Major ProTem Wilhelmina Harvey, District I
Shirley Freeman. District 3
Mary Kay Reich, District 5
Keith Douglass, District 4
Re: Signature Authority - FYOO/O 1 Monroe County Anti-Drug Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as authorization for Sheila A. Barker to have signature authority in order to conduct business
in relation to the grant program and its implementation. If any additional information or docwnentation is
required, please contact 305.292.4482. Thank you.
Sincerely,
- --J~L-~
James L. Roberts
County Administrator
~
a,</ /
/{ vt2~'v/CL--L--
ecipient of Signature Authority
E~rd Byrne Memorial State and Local'." v
E~. vsment Ass/stance Formula Grant Program
1_
I. Sionature Pa e
In witness whereof, the parties affirm they each have read and agree to conditions set forth in this agreement,
have r.d and understand tha agreement in its entirety and have executed this agreement by their duly
authorized officers on the date, month and year set out below.
Corrections on this page, Jncludlhg
strIke-ovelS, whlteout, etc., are not acceptable.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
',.
,
..
By: QQ~ id.. (&Jdj~
Type Name and TlUe. Clayton H. Wilder.
Date: II - z u - 0 J
Community Program Administrator
Subgrant Recipient
Authorizing Official of Govemmental Unit
(Commission Chairman, Mayor, or Designated Representative)
By:
Type Name and Title: James L. Roberts., Monroe County Administrator
Date: (P / 7/0 a FED Number: 59 6000749
I. l
Implementing Agency
Official, Administrator or Designated Representative
By:
-'-/~<=-~
Type Name and TlUe: James L. Roberts, Monroe County Administrator
Date: 1'0 /7/0(:)
I I