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2004-CJ-J3-11-54-01-020 10/15/2003DANNY L. KOLHA GE CLERK OF THE CIRCUIT COURT DATE: October 22, 2003 TO: Jennifer Hill, Director Office of Management & Budget ATTN. • Dave Owens Grants Management FROM. Pamela G. Hanc c Deputy Clerk At the October 15, 2003, Board of County Commissioner's Meeting the Board granted approval of the following Certificate of Acceptance of Subgrant Awards between Monroe County and the Florida Department of Law Enforcement for programs funded by the Fiscal Year 2004 Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program: Boys & Girls Club Street S.M.A.R.T. Gang Prevention 3, Grant No. 04-043-11-54-01-016; Transitional Housing for the Homeless Substance Abuse Prevention Program 4, Grant No. 04-043-54-01-017; Peacock Apartments Dual Diagnosed Offender Program 2, Grant No. 04-043-11-54-01-020; Monroe Youth Challenge Program 3, Grant No. 04-043-11-54-01-019. Enclosed is a duplicate original of each of the above -mentioned for your handling. Should you have any questions please do not hesitate to contact this office. cc: County Administrator w/o documents County Attorney Finance File V% State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 04-CJ-J3-11-54-01-020 in the amount of $27,432, for a project entitled: Peacock Apartments Dual Diagnosed Offender Program 2 for the period of 10/01/2003 through 09/30/2004, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement's conditions of acceptance and agreement and special conditions "~)d- >n ~ governing this subgrant. (Signature of Authorized Official) ~ /("z.oo:$ . (Date of ~ = => ~ <:::> n -4 !'.) !'.) .~ -- r- fT1 a ....,., o ::0 :::0 rr1 () j:)'VJf- SPlH-fhK-. (Typed Name of Official) (Vl.ft'1 ei2- (Typed Title of Official) Monroe County (Name of Subgrantee) State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program SUBGRANT AWARD CERTIFICATE Subgrantee: Monroe County Board of Commissioners Date of Award: September 24, 2003 Grant Period: From: 10/01/2003 To: 09/30/2004 Project Title: Peacock Apartments Dual Diagnosed Offender Program 2 Grant Number: 04-CJ-J3-11-54-01-020 Federal Funds: $27,432.00 State Agency Match: Local Agency Match: $9,144.00 Total Project Cost: $36,576.00 Program Area: 20A 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 7100.1D, 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. 04-CJ-J3-11-54-01-020 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. QQ Official Clayton . Wilder Community Program Administrator C1... 2.q. -~ Date r- I Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro ram Please read instructions before completing this application. · The term "Department", unless otherwise stated, refers to the Department of Law Enforcement. · The term "OCJG" refers to the Office of Criminal Justice Grants. · The term "subgrant recipient" or "subgrantee" refers to the governing body of a city, county, state agency, or an Indian Tribe that performs criminal justice functions as determined by the U,S. Secretary of the Interior. · The term "implementing agency" is a subordinate agency of a city, county, state agency, or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). It may also be an entity eligible to be a subgrantee (ex. City of Live OaK) · Instructions are incorporated in this document by reference. A, Subgrant Data 1. This section to be completed by Subgrantee 2. This section to be completed by OCJG Continuation of Previous Subgrant? Yes Project I~ # I Prog11~,tea #: I CFDA #: 16,579 If Yes, enter CJ Contract # of Previous Subgrant QOOa- OC1 a SFY 2003 CJ Contract # SFY 2004 CJ Contract # 2003- CJ - CJ - 5A - 11 - 54 - 109 2004 - CJ - ~ -11- S!:i - QL - ~ @O B. Applicant Information 1. Subgrant ReciDient lSubgrantee) Name of Subgrant Recipient (Unit of Government): Monroe County Board of County : County Commissioners Monroe Name of Chief Elected Official I State Agency Head: Dixie Spehar Title: Mayor Address: 500 Whitehead Street Area Code I Phone # 305-292-3440 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: spehar-dixie@monroecounty-f1.gov Area Code I Fax # 305-292-3466 2. Chief Financial Officer of Subarant ReciDient (Subarantee) Name of Chief Financial Officer: Danny L. Kolhage County Monroe Title: Clerk of the Circuit Court Address: 500 Whitehead Street Area Code I Phone # 305-292-3550 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-295-3663 3. Implementina Aaency Name of Implementing Agency: Monroe County Board of County Commissioners County Name of Chief Executive Official I State Agency Head I Subgrantee representative Monroe (if a subordinate agency of the subgrant recipient): James L. Roberts Title: County Administrator Address: 1100 Simonton Street Area Code / Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: roberts-james@monroecounty-f1.gov Area Code I Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section II - Page 1 OCJG - 005 (rev, 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 4. Proiect Director Name of Project Director: David P. Owens County (Implementing Agency Employee) Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code I Fax # 305-292-4515 5, Contact Person Name of Contact Person: same as project director County (if other than Project Director) Monroe Title: Address: Area Code I Phone # City, County, State, Zip Code: SUNCOM # E-mail Address: Area Code I Fax # 6, Person Responsible For Financial Reporting (if known) Name: David P. Owens County Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code I Fax # 305-292-4515 7, Person Responsible For Programmatic Performance Reporting (if known) Name: David P. Owens County Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code I Fax # 305-292-4515 8. Service Provider Contact Person Name: Gary Lowe County Monroe Title: Administrative Director Address: 1320 Coco Plum Drive Area Code I Phone # 305-743-4129 , City, County, State, Zip Code: Marathon, FL 33050 SUNCOM # E-mail Address: glowe663@bellsouth.net Area Code I Fax # 305-743-5137 FDLE Byrne Formula Grant Application Package Rule 110-9.006 Grant Application Section" - Page 2 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram c. Administrative Data 1. Project Title: Peacock Apartments Dual Diagnosed Offender Program 2, Identify the year of the project (I, II, III, etc.) II 3, Project period I Start: 10/1103 I End: 09/30/04 D, Fiscal Data Remit Warrant to: (This may only be either the individual listed in 82 (Subgrantee CFO) or a designee in their office, If 82 is selected, do not reenter the contact information, This is onlv needed for designee, 82 XXX OR DESIGNEE Name: Title: Address: City, State, Zip Phone Number: 2. Is the subgrantee participating in the State of Florida Comptroller's Office electronic transfer proaram? (Reimbursement cannot be remitted to any entity other than the subgrantee.) Yes XX No 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XXX 4. Subgrant Recipient FEID #: 59-6000749 5. State Agency SAMAS #: 6, Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes XXX No - 7. Cash Advance: Will you request an advance? Yes - Amount No XX If yes, a letter of request must be submitted with the application or prior to submission of the first claim for reimbursement. Amount requested must be justified and accepted by FDLE. FOLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section /I - Page 3 OCJG - 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram E. Project Narrative 1. Problem Identification: Briefly describe a specific problem to be addressed with subgrant funds in terms of Problem Description, Problem Significance and Needs Assessment, as described in the application instructions. Continue narrative on a second page if necessary, Do not exceed two pages. Use a readable size font, per instructions. 1. a. PROBLEM DESCRIPTION: Dual diagnosed offenders (those with a mental illness and a history of substance abuse) need affordable, supportive housing as an alternative to detention and to prevent relapse and incarceration. Incarceration for these individuals is costly. Dual diagnosed residents in Monroe County have many obstacles in becoming productive, law abiding members of the community. The Dual Diagnosed Offender Program addresses many of their needs so that these persons remain stable (on medication and adhere to treatment plan) and drug free, Mentally ill drug-dependent and alcohol-dependent offenders who are in jail for misdemeanor and felony charges, awaiting trial or pending release on parole or probation, or recently released from jail and homeless would be better served in a supportive affordable housing program for dual diagnosed offenders. Diverting offenders into community based treatment, with liaison case management (collaboration with Mental Health), referral to treatment, assessment, and on-site drug and alcohol testing, will relieve the jail from the expense of these special needs offenders. Release of offenders into our program will help to prevent additional incarcerations. 1. b. PROBLEM SIGNIFICANCE: Monroe County has a tourist-based economy and is negatively impacted by this visible population. Homelessness, substance abuse, unemployment, loitering, panhandling, criminal activity, and health/hygiene/sanitation problems all negatively affect the tourism industry, as well as the life quality of our community, After incarceration, these offenders need housing, ongoing mental health treatment, and supervision. By releasing them into our community-based offender program, clients will be given the opportunity to break the cycle of "self-medication" through substance abuse. Clients will have affordable housing, address their mental health issues, improve life skills, adhere to a treatment plan to remain clean and sober, and become a productive member of our community. It is important that Peacock Apartments address these problems for the benefit of the clients and community. 1. c. NEEDS ASSESSMENT: Monroe County's Continuum of Care states that there are approximately 2,000 homeless people living in the county and that 1 out of 50 residents is homeless. To FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Sect/on /I - Page 4 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program compound the problem, Monroe County has the one of the highest costs of living in the State. Housing rents are the highest in the state. (2003 Continuum of Care and Southernmost Homeless Assistance League study). Reportedly, 30% of the homeless have mental illness and 10% of the incarcerated population suffer from mental illness. Mentally ill homeless residents with histories of substance abuse often become incarcerated. Upon release, many of these individuals become homeless and mentally unstable.-Fortunately, our program provides them with a supportive environment. The dual diagnosed homeless often loose contact with mental health services critical to their well being. Homelessness itself produces additional stress. Many are charged with f~lony substance abuse, grand theft, and other serious crimes. Sometimes their behaviors are influenced by their illness, especially when they are no longer on a medication regimen. To date the United States Fellowship of Florida (USFF) is the oldest and only provider of affordable supportive housing for the severely mentally ill in Monroe County. The present economic status of the nation has caused many foundations, as well as government agencies, to reduce support for programs such as ours. This reality has made Byrne Grant funds even more critical. We need to continue support for these offenders and save the community additional expenses by our preventive and curative program. FDLE Byrne Formula Grant Application Package Grant Application Section II - Page 5 OCJG - 005 (rev. 04104/03) Rule 110-9.006 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Project Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of eligible project areas), You should include project goals, administration, enhancement/expansion, staff, service providers, clients or other participants, equipment, location, and expected project results, as described in the application instructions This section should address the basic points of who, what, when, where, and how, Continue on additional a es if necessar ; do not exceed three a es. CONTINUATION PROJECT The Dual Diagnosed Offender Program (DDOP) is operated by a non-profit organization, The United States Fellowship of Florida (USFF), The DDOP is located at the Peacock Apartment site. Peacock apartments provide affordable supportive housing for those with severe mental illness. In the first year of operation to date (5/15/03) the DDOP has maintained 100% occupancy. One client was terminated because of sexual misconduct and the unit was immediately filled. There have been no major obstacles or significant changes in the program. , 2. a. Project Enhancement and Expansion: Peacock Apartments has 28 beds for formerly homeless, mentally ill residents of Monroe County. This year the DDOP will provide 8 supportive affordable beds in Key West to mentally ill adults who have a history of substance abuse and have been charged with, or convicted of, misdemeanor or felony crimes. Last year Byrne funded 4 beds. By providing affordable supportive housing for persons with disabilities (mental illness and substance abuse), we can prevent relapse, detention, and additional jail and prison terms. Coordinating mental health treatment (counseling and medication compliance for their mental health conditions) and life skills training will be instrumental in reducing their risk of substance abuse, criminal activity, and homelessness while living in the community. We can reduce our mentally ill jail population. Our program is an active participant in SHAL (Southern Homeless Assistance League) which addresses the needs of the homeless population and those at risk of becoming homeless, We work intensively with other social service agencies to provide services for the well-being of our clients. With additional funding this year, we will be able to expand our Byrne program from four to eight beds, and serve persons who were on a waiting list. 2. b. The goals of the Program are: Immediate Goals: FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section 11- Page 6 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 1, To identify the potential client population through contact with the case managers at the County Jail, Care Center for Mental Health, Guidance Clinic, Pre-Trial Services and the Court System, including the Public Defender's Office, Guardian Ad Litem, and law enforcement. The Peacock Apartments staff interviews all potential clients, Upon assessment and acceptance to DDOP, referrals and treatment plans are implemented. 2. To provide eight offenders with affordable housing and supportive services, including a bed/unit, utilities, furniture, cable TV, phone, transportation, supervision, monitoring, referral to mental health treatment, referral to substance abuse treatment, random drug testing, liaison case management, limited recreation, camaraderie and supervision of medication compliance. 3. To provide referrals to other appropriate programs for offenders that do not meet our criteria for our program. For instance, we refer ineligible clients to Samuel's House, Housing Authority, Florida Keys Outreach Coalition, DePoo Hospital, Care Center, Guidance Clinic Middle Keys etc, 4. To be available to provide supportive services to clients who successfully complete their treatment plan in our program. Services to graduates of the program may include inclusion in social events at Peacock Apartments, assistance with money management, and referral to other social agencies. 5. To find additional sources of funding for long term program sustainability. Long Range Goals: 6. Economic sustainability a. To increase board participation, public awareness, and fundraising, b. To network with other agencies in increasing services to clients. c. To start an activity program that will generate additional income to lower client fees. 2. c, Treatment and Prevention Projects USFF has been providing affordable and supportive housing in Monroe County since 1988. USFF is a non-profit organization and is the only and oldest organization that provides these services (affordable supportive housing for mentally ill). Our Marathon facility is a Limited Treatment Facility that accommodates the more severely impaired. Peacock and Byrne beds do not require that intensive level of services.. Treatment is provided at a Mental Health facility not on site, therefore there is no licensure requirement. (5/15/03 C & F correspondence). 2.d, Multi-jurisdictional task force projects: Not Applicable 2.e. Project Staff: Both Administrative and Program Directors split an equal amount of time at each facility, Byrne units are at Peacock location only. Staff for the Peacock Apartments include the Administrative Director, Gary Lowe; Program Director, Claire Condra; Peacock Site manager Amy Naylor (PT Ceri Walding); and four live-in Residential Counselors. Office hours are 8 a.m. to 10 p.m., and a staff member is always on call. Staff will perform intake appointments, assessments, referrals, assistance in treatment planning, liaison case management, limited transportation, supervision of medication FDLE Byrne Formula Grant Application Package Grant Application Section 11 . Page 7 Rule 11 D-9,006 OCJG _ 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram compliance, supervision of mental health treatment compliance, assistance with money management, drug/alcohol testing, and assistance with activities of daily living, 2,f, Project Equipment: Not Applicable 2.g. Project Location: The residents of the OOOP will continue to be provided a single bedroom in one of our four-bedroom apartments, located at Poinciana Plaza, Key West, Florida, as part of Peacock f\partments Residential Mental Health Program. To qualify for the program, one must be a resident of Monroe County. 2.h. Project Activities/Administration: 1."Level of care is based on least restrictive model. Clients are provided with liaison case management with mental health. We will provide as needed: limited transportation, assistance in scheduling of appointments, assistance in daily living skills (grocery shopping, recreation, activities etc) supervision of medication regimen, and monitoring compliance of treatment plan" 2. ODOP clients are given random drug tests at least once per month and whenever there is suspicion of use. Rooms are checked weekly. Site counselors have weekly, sometimes daily, contact with clients. 2. i. Target Group Persons who are disabled due to having a chronic serious mental illness in addition to a substance abuse problem (a dual diagnosis) and be either charged or convicted of misdemeanor or felony crimes, who are not a danger to the community, Eligibility 1. Clients must not have a history of violence. 2. Clients must have a diagnosed mental illness, a history of substance abuse, a criminal history and must be under the case management of a mental health center. Clients must be under a treatment plan 3, Clients must have a funding source either from self, family, SSI, SSOI, VA, or may qualify for benefits from these sources. 4. Clients must have a criminal background check with no history of violence or sexual aggression, 5. If a previous resident, clients must be in good standing with peacock Apartments, 6. Clients must have a medical treatment plan recommending placement at one of our facilities, 7. All clients must be capable of transitional living. They must be able to care for themselves. Each resident's treatment plan will determine the length of stay in the program, as per his or her criminal case requirements. The minimum stay will be ninety days, and the maximum stay will not be limited. The treatment plan will address the frequency of drug/alcohol testing, the consequences if a test is positive, the requirements for FDLE Byrne Formula Grant Application Package Grant Application Section /I - Page 8 Rule 110-9,006 OCJG _ 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram appropriate behavior, and compliance with medications during the duration of the participation in the program. Coordination with pre-trial services, probation, parole, and other law enforcement agencies will be included in the treatment plan. The level of supportive services a client receives is individually determined, and is based on need. For instance, some clients require daily supervision (help in hygiene, following treatment plan, keeping appointments, apartment cleanliness, chore completion, following their medication regimen etc). Others may be self-directed and sufficient in complying with treatment plan and house rules with limited monitoring. 2. j, Project Results The success of the project can also be judged by decreases in criminal activities (arrests), crisis stabilization, detoxification, and program non-compliance (termination). Success can also be measured by program compliance and successful graduation of program (e.g., becoming self sufficient, relocating and being provided aftercare services. FDLE Byrne Formula Grant Application Package Rule 11 D-9,006 Grant Application Section /I - Page 9 OCJG - 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Part II Corrections Alternative - Halfway House State Program Area 20 This document provides guidance for project applications prepared for state program area 20, This includes suggested length of responses for some items as well as identifying specific information to be provided. The narrative should be as concise as possible, Please also see other guidance in application instructions. SECTION E: 2. PROJECT DESCRIPTION NEW PROJECTS If this is a first year project that begins a new 48 month cycle and you seek funding for the same previously funded state program area, please describe any significant changes in the target population, geographical location, and/or project activities in 300 words or less, This is a continuation project. CONTINUATION PROJECTS If this is year 2 or later for the project, please address the following items. 1. Briefly describe the major accomplishments for each year. CONTINUATION PROJECT "In the first year of operation to date (5/15/03) the Dual Diagnosed Offender Program, DDOP, has maintained 100% occupancy. One client was terminated because of sexual misconduct and the unit was immediately filled from the waiting list. There have been no major obstacles or significant changes in the program. In our first year of operation three out of four residents had no arrests. All four clients did not require detoxification treatment; one client was sent to the emergency room twice for assessment (possible Marchman) and was shortly released back to the program 2, Briefly describe any major obstacles that were identified the previous year and what approach to overcoming them is incorporated in the current year, "There were no major obstacles requiring program adjustment." 3. If there are any changes or enhancements planned for the current year, please describe them in 300 words or less, including how they will more effectively address the identified problem. "We will continue to provide supportive services, In addition, we are starting to offer recreational activities for our clients, For instance, this year we have taken clients to concerts and bowling. In the upcoming year we plan to engage residents in more community inclusion activities (e.g., volunteer work). 4. If the project will continue to operate as previously established, provide any critical additional information that has not otherwise been addressed in the application in 300 words or less. "In the 2003-4 year we will increase the number of clients in DDOP to eight. NOTE: If your project includes only one service provider, complete the following information for this provider. If your project includes more than one provider, include this information for each provider that you list in the table, including questions in the tarQet Qroup section and the proiect activities section. FDLE Byrne Formula Grant Application Package Rule 110-9.006 Grant Application Section 11- Page 10 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram SERVICE PROVIDER / PERSONNEL 1. Identify the service provider agency that will be part of this project. "The Dual Diagnosed Offender Program (DDOP) is operated by a non-profit organization, The United States Fellowship of Florida (USFF). The DDOP is located at the Peacock Apartment site. Peacock apartments provide affordable supportive housing for those with severe mental illness. 2. Be sure to include the following information if the provider is known: a. List the Service Provider Name The United States Fellowship of Florida (USFF). b, Identify the Service Provider's administrative location, USFF Administrative functions are located at the Heron House 1320 Coco Plum, Marathon, FL 33050. The administration of day-to-day activities of the Dual Diagnosed Offender Program is the Peacock ,.Apartments 1624 Spalding Court Apt 0, Key West 33040 c. Will the relationship of the Subgrantee or Governmental Implementing Agency to the Service Provider be a contractual one? Yes Or are they administratively part of either the subgrantee and/or implementing agency? d. Does the agency providing the proposed service require a license? Peacock apartments has an occupational license but is not required to have a Dept. of Children and Families licensure, since therapeutic services are provided off-site. e, List all licenses the Service Provider will use in providing only the services through this contract. Do not list all other licenses the Service Provider holds. N/A 3. If the relationship with the service provider is contractual, will you use competitive bids or sole source procurement? The applicant should note that if sole source procurement is used, and the budgeted amount is greater than $100,000, preapproval must be obtained from FDLE prior to the reimbursement of funds. Sole Source Procurement 4, If service provision occur at more than one location and/or at a location other than the one identified in item 2 above, please specify all service location addresses. We provide transportation of our clients to Mental Health As of 5/21/03 One client of the DDOP goes to day treatment at the GCMK in Marathon. The remaining 3 clients go to the Care Center in KW. All clients have a primary case manager at a Mental Health Facility. 5. Identify the role(s) of key personnel by title and provide a brief description of their primary responsibility. These individuals mayor may not be grant funded but provide project activities that are eligible for Byrne Program funding and that establish the "program" your will be reporting on in the quarterly performance ureports. For example, if you only purchase drug prevention education materials, you would identify personnel, such as a crime prevention officer, who conducts project activities such as classes using the materials. a. List position title, job description (list only key tasks) and agency, Program Director: Oversees funding and administration. Program Administrator: Overseas daily program activities. Site Manager: Provides direction, overseas daily operational tasks, keeps records and monitors clients Residential Staff: Maintains/provides supportive services for clients and monitors clients behaviors. May include transportation Transport Driver: Transports clients to GCMK in Marathon b. Indicate the number of staff who will provide project activities. Site Manager, transport driver and 4 residential staff c. Specify whether positions are Agency or Contract staff. FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section 1/ - Page 11 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram All staff are agency positions d, Indicate whether positions will be funded with project funds. Yes, See Budget Narrative 2. e. Specify whether positions provide services under a Service Provider's license. N/A f. Indicate whether positions require a license for individuals providing project services, N/A g, If any license is required, specify the status of the license, Indicate "YES" if the license is current (or you may indicate "Pending"). However, if your response in column 6 or 7 is "YES" and your response in column 8 is "NO", you must provide an explanation. TARGET GROUP Identify the basic demographics of your target group. Include age range and gender. As of 5/14/03 we have 4 male clients (3 white and 1 black) in our Dual Diagnosed Offender program. Their ages are 28,50,53 and 56. In June we are expecting an additional 4 clients. The demographics on the newly accepted clients are; 2 white males (45 and 52) and 2 females (45 and 48 one white and one black) Estimate the number of participants, If the project includes multiple components or activities and not all participants will be included in each, please discuss briefly the differences. Starting in 6/03 DDOP will provide supportive affordable housing for 8 clients. In 300 words or less, respond to the following items regarding the selection of clients for treatment. a, What is the clients' link to the criminal justice system and how do they meet the requirement for being offenders? For example, have they committed a misdemeanor, felony or both? If juvenile, have they been processed at a Juvenile Assessment Center? If they will be accepted based on referral by an organization such as a court or law enforcement agency, include that information as well. All of our current clients have criminal and substance abuse record and under the care of a mental health case manager. 4 additional clients are expected to come into the program in June 03. The clients are being referred to Peacock from DePoo, Heron, Safe Port, and detention (Care Center). Their criminal histories include felonies and misdemeanors. b. List all other criteria that clients will be required to meet in order to qualify for selection. If activities will be provided for family or significant others, please include them as well. If either specific age groups, or school categories (i.e., second grade, high school) will be used as categories, that information should also be included. 1. Clients must not have a history of violence. 2. Clients must have a diagnosed mental illness and under the case management of a mental health center. Clients must be under a treatment plan 3. Have a funding source either from self, family, SSI SSDI, VA or may qualify for benefits from these sources, 4. Criminal background check with no history of violence 5. If a previous resident, be in good standing with peacock Apartments. 6. Medical treatment plan recommending placement at one of our facilities 7. Have a criminal and substance abuse history. c. Identify by position title(s) the individuals that will determine client eligibility. The program administrator and site managers do the screenings, intake procedure and FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 12 Rule 110-9,006 OCJG - 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program determine eligibility to the program ACTIVITIES 1. If your project does not stand alone, but is part of an existing program, please describe this relationship. Dual Diagnosed offenders live in the Peacock apartments. The Peacock Apartment program is almost the same for all clients (affordable supportive housing). The only difference is that the Dual Diagnosed Offender clients must have a substance abuse problem, a criminal history and are randomly drug tested per month, 2, Please indicate the activities your project will provide. Select from the following list of commonly funded activities or add additional activities, as appropriate. Note: Please be consistent between activities you select from the list and the Objectives and Performance Measures on which you will be reporting: .. ".. ,..:" i:QQmihQijtrr~~mn~imBr9nH~t:~~nym~$t .. Medical Assessment Psychosocial Assessment Treatment plans Intake and Screening Case Management Drug Screeninq / Testing Educational proqrams for relapse prevention Counselinq Vocational Traininq Transportation Court Liaison Offender Trackinq Individual Therapy Group Therapy Family Therapy Short-Term Counseling Diagnostic Activities Meals Referral to community resources Residential Services Other . ..................... :=::;:;:::;:;:::::;:::::::::.:::::;:::........ ... X. X. X. X X. X. X X* X. activities are done on an as needed basis and often in liaison (supplemental) with primary mental health treatment plan. For instance our staff monitors compliance to Mental Health's treatment plan and reports directly to their mental health case manager any concerns. We sometimes monitor Alcoholics Anonymous attendance, life skills (cleanliness, hygiene, chore routines, etc.), and report significant behaviors to mental health case managers. Assistance in scheduling and providing transportation is critical in linking clients to services. Dual Diagnosed offenders are encouraged to participate in Peacock Apartment activities. These activities, by nature, are relatively risk free of drug use and promote alternative drug free activities 3, Provide the following information for all proposed project activities and/or events listed in FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section II- Page 13 OCJG - 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram response to item 3 above. N/A Previously outlined a. Describe the project activity. b, Define the unit of measurement for this activity. (Ex. one hour group counseling for 10 clients) c. Estimate the frequency that the project will perform this activity. d. Estimate the number of participants that will engage in this activity. e. Estimate the number of defined units that the project will provide. In 200 words or less, respond to the following items regarding the treatment services. N/A a. What is the expected length of treatment? Clients are disabled due to chronic mental illness. They may be in treatment indefinitely. b. Are there different phases of treatment? If so, please describe. No Briefly-describe what is considered successful completion of the program and how it will be measured, This should include whether it is time, activity or content based. For example, successful completion for an individual could be attendance at all classes included in the program, staying drug-free for 90 days following completion of the treatment plan. Program success is measured by decrease in hospitalizations, detoxification's, crisis stabilization's, arrestslincarcerations, and ability to comply with program rules. What happens if someone does not successfully complete his or her treatment? If this includes expulsion, list the criteria, Expulsion can be done on non compliance to medical treatment plan, failure to comply with program rules (e.g., substance use and violence) and inability to pay client fees. Executive Director or Program Director responds to all grievances in writing within 3 working days. If possible a behavioral contract is implemented to prevent expulsion. Will sanctions and/or incentives be used to encourage completion and compliance with the treatment plan? If yes, respond to the following. Yes a, Identify and describe all sanctions and/or incentives. Incentives to comply with many aspects of client's treatment plans are an integral part of the housing milieu, Residential staff are available to provide support and therefore assist clients in adhering to their treatment plan compliance and daily living, For rule violations, offenders will receive a three-day notice to comply and a new service plan or behavior contract. Repeated violations or serious violations will result in eviction, b. Describe when and how they will be used, If the program is a Drug Court Offender Community Treatment program, describe how the program will comply with the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. In addition, note Section G of the contract regarding requirements for collection and maintenance of data, N/A If any special training is planned for personnel at any level, please identify this training and describe how it will further the operation of the project. Also identify the position or types of positions that would attend such training. All personnel receive training that includes limited mental health, HIV, CPR, First Aid, Food Service/Nutrition, Assistance with Medications, the Community Transportation Coordinator, and emergency procedures. If equipment purchases will be a significant part of the project funding, describe how this equipment will be used in project operations. N/A COOPERATING OR PARTICIPATING AGENCIES FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section /I - Page 14 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 1. List all the agencies and/or organizations participating in project implementation or whose cooperation and/or support are necessary for the success of your project. Mental Health, social services, Southernmost Homeless Assistance League etc. This population requires a team approach with a multitude of social service providers, 2. Describe the role of each agency / organization. Mental Health case managers assist in scheduling interface with other providers, USFF staff provides additional support enabling clients to adhere to appointments and treatment plans. Our staff helps clients in transportation, organization, scheduling/making appointments, assistance in filling out forms, etc. Mental health provides treatment plan for all of our clients, Services may include day treatment, assessments, psychiatric monitoring, obtaining funding and therapy. 3. Have you obtained a commitment for support from each listed agency lorganization? If it has-not been obtained, describe how this will be accomplished. We work closely with Mental Health case managers. Copies of mental health treatment plan are frequently updated, reviewed and kept on site, OTHER KEY INFORMATION In 400 words or less, provide any other key information regarding the program that has not been addressed previously in the application. This should include identifying any other Byrne-funded projecUactivity/client that overlaps with this request. FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section II- Page 15 OCJG - 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Procuam 3. ProQram Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, Le" Uniform Objectives, Project-Specific Objectives and Self-Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410- 8700 for further uidance. Continue on a second a e if necessa . a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a listing of authorized program areas. (Select only 1 Program Area) 20A (#) Corrections Alternatives - Halfwav House (Title) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. If additional objectives are included, please identify whether they are Project Specific or Self-Generated Objectives. Uniform and Project Specific Objectives form the basis for collection of data and quarterly performance reporting, Uniform Obiectives (Mandatory, copy as worded for the program area addressed and include all appropriate questions. Include Objectives from only 1 program area, Objectives from a different program area could be included as Project Specific Objectives). 20A01 Provide eight (8) offenders with transitional housing. Part 1 - During this reporting period, how many offenders were NEW ADMISSIONS and/or READMISSIONS to transitional housin ? Provide eight (8) offenders with case management services and daily structured activities. Part 1 - During this reporting period, were most offenders provided with case management services? Part 2 - Durin this re ortin eriod, were most offenders rovided with dail structured activities? Provide eight (8) offenders with short-term individual and group supportive life skills counseling. Part 1 - During this reporting period, were most offenders provided life counseling? 20A02 20A03 PS01 - Provide eight (8) clients monthly drug tests. FDLE Byrne Formula Grant Application Package Rule 11 D-9.006 Grant ApplIcatIon Sect/on 11- Page 16 OCJG - 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 4. Activity Implementation Schedule. Complete the Activity Implementation Schedule showing when activities in the Program Description will commence and how the project will progress, This chart benchmarks planned activities, both administrative and programmatic. An "X" has been inserted for reports with mandatory due dates for all projects, Place an additional "X" to indicate times applicable to your project, as illustrated for quarterly program reports. Make a detailed listing of key activities under the heading "Programmatic Activities." Your Quarterlv Performance Reports will be reviewed aoainst this schedule. Subgrant Period (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar ADr Mav Jun Jul Aua SeD Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X X X X (04) (04) (04) (04) Submit Quarterly PGI Reports (If applicable) Programmatic Activities (Continue on a second page if necessary.) Be sure to include activities mentioned in the Project Description ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Interview, assess, background screen X X X X X X X X X X X X and evaluate for our program Referral of client into our project, or to X X X X X X X X X X X X alternate project Provide case management, monitoring, X X X X X X X X X X X X drug test, and treatment planning Discharge planning and coordination * X X X X X X X X X X X X Follow up services * X X X X X X X X X X X X * Indicates services are done on as needed basis, FDLE Byrne Formula Grant Application Package Rule 110-9.006 Grant Application Section II- Page 17 OCJG - 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs, Total Local Match must be a minimum of 25% of the Total Budget. b, Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank, Total Local Match must be a minimum of 25 percent of the Total Budget. ~ C'h~... ~II , .~ .h~ ~~~. , ,.I~II~p, ,.I~ ~~. . . ~~~,- Dofiar Applicable , Type or Print Amounts Only in Categories and Leave Others Blank, Budget Category Federal Match Total Salaries And Benefits Contractual 27,432.00 9,144.00 36,576.00 Services Expenses Operating Capital Outlay Indirect Costs - Totals 27,432.00 9,144,00 36,576.00 FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section II . Page 18 OCJG - 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative a, The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay (OCO), Indirect Costs). The Total Project Costs should be included. b. You must describe the line items for each applicable budget category for which you are requesting subgrant funding. Provide sufficient detail to show cost relationships to project activities. Reimbursements will only be made for items clearly identified in the budget narrative. c. Costs must not be allocated or included as a cost to any other federally financed program, Continue on additional aes if necessa . Please respond to the following five items before providing the details of the Budget Narrative, 1, Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost. a. Identify your specific sources of matching funds. Monroe County General Revenue fund. b, Is match available at the start of the grant period? yes c. If match will be provided from a source other than the subgrant recipient or the implementing agency, how will the match be tracked and verified? (The subgrantee is responsible for compliance.) nfa 2, 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 initial year? No: If no, please explain. Yes: xx If yes, please list number and title of position and type of benefits. 3. Indicate the OCO threshold established by the subgrantee. $750,00 4. If Indirect Cost is included in your budget please indicate the basis for the plan (e.g. percent of salaries and benefits), and provide documentation of the appropriate approval of this plan. nfa FDLE Byrne Formula Grant Application Package Rule 110-9.006 Grant Application Section II- Page 19 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 5, If the budget includes services based on unit costs, be sure to provide a definition and cost for each service as part of the budget narrative for contractual services. Provide the following information. a. What is the basis for the unit costs? Rationale: For the last quarter of 2003, we expanded the program to 8 designated Byrne Units. To qualify for Byrne, one has to have a dual diagnosis and a non-violent . criminal history. In 2003, we have denied 14 applicants access to Byrne units. We were able to place some of these applicants in Peacock Apartments to prevent homelessness. However, many applicants were placed on the waiting list. The turnover rate for Byrne units is approximately 1-2 years. Expansion from 4 to 8 Byrne Units will result in immediate services. b. How recently was the basis established or updated? 4/14/03 COSTS OF PEACOCK APARTMENTS PROGRAM Salaries, benefits, and stipends: 195,000.00 Insurance 42,900.00 Utilities & phone 44,696.00 Supplies 15,000.00 Transportation Costs 3,600.00 Drug Tests 3,000.00 TOTAL $304,196.00 Annual budget of Peacock Apartments, 28 Units (beds) Less HUD funding for salaries Net Peacock budget Divided by 28 units = cost per unit per year Cost per unit per month Rent paid by each client per month Net Cost per bed per month Net cost per bed day 2,922 days @ 12.52 per bed day Cost of Project for 8 units at Peacock Apartments (8 x 12 x 381) Total Amount Requested to fund 8 units Byrne Grant Funds County Match 304,196.00 25,000.00 279,196,00 9,971.00 831.00 450.00 381.00 12,52 36,576.00 36,576.00 36,576.00 27,432.00 9,144.00 Purchasing methods to be used will conform to existing Federal, State, and Local laws and regulations, Monroe County will contract with U.S. Fellowship of Florida, Inc. for this project. FDLE Byrne Formula Grant Application Package Rule 110-9.006 Grant Application Section 11- Page 20 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram G, Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed and termination of the project, as specified in item 16 of this section. 1. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the current edition of the U,S. Department of Justice, Office of Justice Programs (OJP) Financial Guide and Byrne Program Guidance Document as well as Florida laws and regulations including the Florida Administrative Code Chapter 110-9, Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program, 2, Allowable Costs .a. Allowance for costs incurred under the subgrant shall be determined according to the general principles of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments and federal OMB Circular A-8?, "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-110 and Florida law to be eligible for reimbursement. 3. Reports a. Project Performance Reports (1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project Performance Reports to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date. In addition, if the subgrant award period is extended beyond the "original" project period, additional Quarterly Project Performance Reports shall be submitted. Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in sanctions, as specified in item 16 of Section G, performance of Agreement Provisions. (2) Report Contents: Performance reports must include both required sections, the quantitative response (in response to specific objectives and measures) and the qualitative narrative. The narrative must reflect on accomplishments for the quarter, incorporate specific items specified for inclusion in performance measures, and also identify problems with project implementation and address actions being taken to resolve the problems. b. Financial Reports (1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG, Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period, Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period, Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants, A subgrant recipient shall submit either monthly or quarterly claims in order to report current project .costs. Reports are to be submitted even when no reimbursement is being requested. (3) All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit. FDLE Byrne Formula Grant Application Package Rule 11 D-9,006 Grant Application Section II - Page 21 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram (4) Before the "final" claim will be processed, the subgrant recipient must submit to the Department all outstanding project reports and must have satisfied all special conditions. Failure to comply with the above provisions shall result in forfeiture of reimbursement. (5) The subgrant recipient shall submit Quarterly Project Generated Income Reports to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination date covering subgrant project generated income and expenditures during the previous quarter. (See Item 10, Program Income.) c, Other Reports The subgrant recipient shall submit other reports as may be reasonably required by OCJG. 4, Fiscal Control and Fund Accounting Procedures a. The subgrant 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 OCJG. b, All contractual expenditures and cost accounting of funds shall conform to OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and federal Office of Management and Budget's (OMB) Circulars A-21, A-87, and A-11 0, in their entirety. c, All funds not spent according to this agreement shall be subject to repayment by the subgrant recipient. 5, Payment Contingent on Appropriation The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Florida Legislature. 6, 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. 7. Advance Funding Advance funding may be authorized for up to twenty-five (25) percent of the federal award for each project according to Section 216,181 (16)(b), Florida Statutes, the OJP Financial Guide, and the U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a subgrant recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be either enclosed with the subgrant application or submitted to the Department prior to the first request for reimbursement. Justification should address a 30160190-day need for cash based on the budgeted activities for the period, 8. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse subgrant recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 9. Travel and Training a. All travel reimbursement for out-of-state or out-of-grant-specified work area shall be based upon written approval of the Department prior to commencement of actual travel. Subgrant recipients shall obtain written approval from the Department for reimbursement of training costs and related travel prior to commencement of training, if the specific training was not listed in the approved budget. Subgrant recipients shall obtain written approval from the Department for reimbursement of travel costs for field trips that were not listed in the approved project description and budget. b, The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in Section 112.061, Florida Statutes, c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida Statutes, FDLE Byrne Formula Grant Application Package Rule 11 D-9,006 Grant Application Section /I - Page 22 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 10, Program Income (also known as Project Generated Income) Program income means the gross income earned by the subgrant recipient during the subgrant period, as a direct result of the subgrant award. Program income shall be handled according to the OJP Financial Guide and U.S. Department of Justice Common Rule for State and Local Governments (reference 31 CFR Part 206 - Management of Federal Agency Receipts, Disbursements, and Operation of The Cash Management Improvement Fund). 11. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day, Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U,S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the subgrant recipient agreement does not constitute approval of consultant contracts. 12. Property Accountability a, The subgrant recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b, The subgrant recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-11 O. This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration of this agreement. 13. Ownership of Data and Creative Material Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate to this agreement is governed by the terms of the OJP Financial Guide, and the U.S, Department of Justice Common Rule for State and Local Governments, or the federal OMB Circular A-11 O. 14, Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support funded under this grant agreement. 15. Audit a, Subgrant recipients that expend $300,000 or more in a year in Federal awards shall have a single or program- specific audit conducted for that year. The audit shall be performed in accordance with the federal 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 Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b, A complete audit report 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 and will be returned to the subgrant recip!ent. 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. FDLE Byrne Formula Grant Application Package Rule 110-9.006 Grant Application Section II- Page 23 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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 rec:pient 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 $300,000 in Federal awards during a fiscal year are exempt from the audit requirements of OBM Circular A-133 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 notification of non-applicability should be sent to the following address: Florida Department of Law Enforcement Office of Criminal Justice Grants 2331 Phillips Road Tallahassee, Florida 32308 16, 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 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, 17. Commencement of Project a, If a project has not begun within sixty (60) days after acceptance of the subgrant award, the subgrant recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request a revised project starting date. b, If a project has not begun within ninety (90) days after acceptance of the subgrant award, the subgrant recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date, c, Upon receipt of the ninety (90) day letter, the Department shall determine ifthe reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds bother 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. 18. Excusable Delays 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: FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section 11- Page 24 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Supplies or services to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the subgrant recipient in writing to procure such supplies or services from other sources, and (3) The subgrant recipient failed to reasonably comply with such order. c, Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 19, Extension of a Contract for Contractual Services Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes all project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the same terms and conditions set forth in the initial contract. Only one extension of the contract shall be acceptable, unless failure to complete the contract is due to events beyond the control of the contractor. 20. Written Approval of Changes in this Approved Agreement Subgrant recipients shall obtain approval from the Department for major substantive changes. These include, but are not limited to: a. Changes in project activities, target populations, service providers, implementation schedules, designs or research plans set forth in the approved agreement; b. Budget deviations that do not meet the following criterion. That is, a subgrant recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c, Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, i.e" increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d, Under no circumstances can transfers of funds increase the total budgeted award. 21, Disputes and Appeals a, The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this 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 Chapter 120, Florida Statutes, and in procedures set forth in Rule 28-106,104, Florida Administrative Code, Failure to appeal within this time frame constitutes a waiver of proceedings under Chapter 120, Florida Statutes. 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 Department, of the U,S. Department of Justice, or the Auditor General of the State of Florida, have the privilege of visiting the project site to monitor, inspect and assess work performed under this agreement. 23, 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 OJP Financial Guide, and the U.S. Department of FDLE Byrne Formula Grant Application Package Rule 110-9,006 Grant Application Section 11- Page 25 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Justice Common Rule for State and Local Governments. 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 Chapter 119, Florida Statutes, and made or received by the subgrant recipient or its contractor in conjunction with this agreement. 24, Retention of Records The subgrant recipient shall maintain all records and documents for a minimum of three (3) years from the date of the final financial statement and be available for audit and public disclosure upon request of duly authorized persons, 25, Signature Authority Both the Subgrant Recipient Authorizing Official or Designated Representative and the Implementing Agency Official, Administrator or Designated Representative who sign Section I. Signature Page, have the authority to request changes to the approved agreement. The prior mentioned individuals have authority to sign or make amendments to the Sole Source and the ADP Justification forms. The Project Director has authority to submit requests for approval of specific travel, Financial and Performance Reports, with the exception of the Closeout Package, which also requires the signature by the Chief Financial Officer of the Subgrant Recipient or authorized designee, 26. Delegation of Signature Authority When the authorized official of a subgrant recipient or the implementing agency designates some other person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the person given signature authority. The letter indicating delegation of signature authority must be signed by the chief officer or elected official and the person receiving signature authority. The letter must also specify the authority being delegated, 27. Personnel Changes Upon implementation of the project, in the event there is a change in Chief Executive Officers for the Subgrantee or Implementing Agency, Project Director, or Contact Person, the OCJG must be notified in writing with documentation to include appropriate signatures. 28. 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 Chapter 435, Florida Statutes 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 Chapter 435, F.S., 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. 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 FDLE Byrne Formula Grant Application Package Rule 110-9.006 Grant Application Section /I. Page 26 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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. 29, Drug Court Projects a, A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U,S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997, This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on criminal recidivism and drug use relapse of program participation. The data collected must be available to U.S. DOJ and FDLE upon request. 30. Overtime for Law Enforcement Personnel Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department of Justice encourages consultation with all allied components of the criminal justice system in the affected jurisdiction, The purpose of this consultation is to anticipate and plan for systemic impacts such as increased court dockets and the need for detention space. 31. Criminal Intelligence System a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968,42 U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional rights of individuals. b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR Pari 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this agreement. c. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or criminal justice agency operates a criminal intelligence system and does not meet Act and federal regulation criteria, they must indicate when they plan to come into compliance. Federal law requires a subgrant-funded criminal intelligence system project to be in compliance with the Act and federal regulation prior to the award of federal funds. The subgrant recipient is responsible for the continued adherence to the regulation governing the operation of the system or faces the loss of federal funds. The Department's approval of the subgrant recipient agreement does not constitute approval of the subgrant- funded development or operation of a criminal intelligence system. 32. 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 OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33, Equal Employment Opportunity (EEO) a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non-Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The subgrant recipient and a the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO FDLE Byrne Formula Grant Application Package Rule 11 D-9.006 Grant Application Section 11- Page 27 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Program. Submission of this certification is a prerequisite to entering into this agreement. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or implementing agency meet Act criteria but have not formulated, implemented and maintained such a current written EEO Program, they have 120 days after the date this agreement was made to comply with the Act or face loss of federal funds subject to the sanctions in the Justice System Improvement Act of 1979, Pub, L. 96-157, 42 U.S.C. 3701, et seq. (Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information). c, Any subgrant recipient or implementing agency receiving a single grant award for $500,000 or more OR an aggregate of grant awards for $1 ,000,000 or more during any 18 month period in federal funds, must have approval of its EEO Plan by the U,S, DOJ, Office for Civil Rights (OCR). The subgrantee shall submit its EEO Plan to FDLE, for submittal to the U.S. DOJ, OCR for approval. The submission shall be in both paper copy and electronic format. If the U.S. DOJ, OCR has approved an agency's EEO Plan during the two previous years, it is not necessary to submit another EEO Plan. Instead, the subgrantee need only send a copy of its approval letter from the OCR. However, if the EEO Plan approval is more than two years old, an updated Plan must be submitted, d. In the event a Federal or State court of 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 the Office for Civil Rights, Office of Justice Programs, 34. Americans with Disabilities Act 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), 35. 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 ("INA"), The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds.. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 1 DO-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. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to Rule 11 D-9.006 Grant Application Section 1/ - Page 28 OCJG - 005 (rev. 04/04/03) FDLE Byrne Formula Grant Application Package Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro~ram cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that funded program or activity, 37, Non-Procurement, Debarment and Suspension The subgrant recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Part 85, Section 85.510, Participant's Responsibilities), These procedures require the subgrant recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. 38. Federal Restrictions on Lobbying a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on Lobbying" and shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative agreement of $100,000 or more; or federal loan of $150,000 or more. b. This certification is a material representation of fact upon which reliance was placed when this agreement was made, Submission of this certification is a prerequisite to entering into this agreement subject to conditions and penalties imposed by Section 1352, Title 31, United States Code. Any person who fails to file the required certification is subject to a civil penalty of not less than $10,000 and not more than $100,000 for each failure to file. c, The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No federally appropriated funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of any federal agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with the awarding of any federal loan, the entering into of any renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement. (2) If any non-federal funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of congress, or an employee of a member of congress in connection with this federal contract, grant loan, or cooperative agreement, the undersigned shall complete and submit the standard form, Disclosure of Lobbvinq Activities, according to its instructions. Rule 11 D-9,006 Grant Application Section II - Page 29 OCJG - 005 (rev, 04/04/03) FDLE Byrne Formula Grant Application Package Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram (3) The undersigned shall require that the language of this certification be included in award documents for all subgrant awards at all tiers and that all subgrant recipients shall certify and disclose accordingly. 39, State Restrictions on Lobbying In addition to the provisions contained in Item 38 of Section G, Conditions of Acceptance and Agreement, the expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this contract. 40, "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. 41, Mitigation of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine 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 assessmentlimpact statements as required under the National Environmental Policy Act. a. General Requirement: The subgrantee 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 subgrantee 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 form a seized laboratory's operations are placed or come to rest. Therefore, the subgrantee 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 subgrantee 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 subgrantee to the seizure or closure if of clandestine methamphetamine laboratories; 2, Provide Occu pational Safety and Health Administration (OSHA) required initial and refresher training for law enforcement officials and other personnel assigned by the subgrantee 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, equipmen~ and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; Rule 110-9,006 Grant Application Section II - Page 30 OCJG - 005 (rev. 04/04/03) FDLE Byrne Formula Grant Application Package Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proqram 6, Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 8, Have in place and implement an inter-agency agreement or other form of commitment with a responsible State environmental agency that provides for that agency's (i) timely evaluation of the environmental conditions at and around the site of a closed clandestine laboratory and (ii) coordination with the responsible party, property owner, or others to ensure that ant residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9, Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any offender(s)' children or other children present or living at the seized laboratory site. Response actions should include, at a minimum and as necessary, taking children into protective custody, immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up medical tests, examinations or health care. Rule 110-9,006 Grant Application Section 11- Page 31 OCJG - 005 (rev. 04/04/03) FDLE Byrne Formula Grant Application Package APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program SUBGRANTEE CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee (Subgrant Recipient) (Select one of the following): xx Meets Act Criteria Does not meet Act Criteria I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions, I understand that if the Subgrant Recipient meets these criteria, it must formulate, implement and maintain a written EEO Plan relating to employment practices affecting minority persons and women. I also affirm that the Subgrant Recipient. . . (Select one of the following): xx Has a Current EEO Plan _Does Not Have a Current EEO Plan Has included a copy of the current approval letter from the US DOJ I further affirm that if the Subgrant Recipient meets the Act criteria and does not have a current written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days after ~ sUbgrit ~r.. ~~or deral assistance is approved or face loss of federal funds. ..~ Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: "/4/03 FDLE Byrne Formula Grant Application Package EEO Certification Appendix IV - Page ~ ~?. OCJG - 006 (rev. 04/04/03) Rule 110-9.006 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program IMPLEMENTING AGENCY CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that this Implementing Agency. . .(Select one of the following): xx Meets Act Criteria Does not meet Act Criteria I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand that if the Implementing Agency meets these criteria, it must formulate, implement and maintain a written EEO Plan relating to employment practices affecting minority persons and women. I also affirm that the Implementing Agency, . . (Select one of the following): xx Has a Current EEO Plan Does Not Have a Current EEO Plan Is Included in the EEO Plan of the Subgrant Recipient. Has included a copy of the current approval letter from the US DOJ I further affirm that if the Implementing Agency meets the Act criteria and does not have a current written EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days after a subgrant application for federal assistance is approved or face loss of federal funds. -- J~?~ Signature of Implementing Agency Authorized Official Type Name: James L. Roberts Name of Subgrant Recipient: Monroe County Board of County Commissioners Name of Implementing Agency: Monroe County Board of County Commissioners Title: County Administrator fo /4/ () 3 Date: FDLE Byrne Formula Grant Application Package EEO Certification Appendix IV - Page~ ~ 3 J OCJG - 007 (rev. 04/04/03) Rule 11 D-9.006 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program H. Signature Page In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this agreement, have read and understand the agreement in its entirety and have executed this agreement by their duly authorized officers on the date, month and year set out below. Corrections on this page, including Strikeovers, whiteout, etc. are not acceptable. Signature: (l ~ I A 11.D.f!...,..J Typed Name and Title: Clavton H. Wilder, Community ProQram Administrator Date: ~ - 2.~"'O 3 Signature: Typed Name and Title: James L. Roberts. County Administrator Date: tOl y I D ?J Typed Name of Implementing Agency: Monroe Countv Board of County Commissioners 7~1~-ck Signature: Typed Name and Title: James L. Roberts, County Administrator Date: Co { Li( () ~ Rule 11 D-9,006 Grant Application Section II - Page ~ 314 OCJG - 005 (rev, 04/04/03) FDLE Byrne Formula Grant Application Package