FY2004 10/15/2003
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
October 22, 2003
TO:
Jennifer Hill, Director
Office of Management & Budget
FROM:
Dave Owens
Grants Management
Pamela G. Hanc~
Deputy Clerk r:y
ATTN:
At the October 15, 2003, Board of County Commissioner's Meeting the Board granted
approval and authorized execution of the Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Funds Agreements with the following providers: Boys
and Girls Club; Florida Keys Outreach Coalition; and United States Fellowship of Florida d/b/a!
Peacock Apartments.
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 wlo documents
County Attorney
Finance
File
EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE
FORMULA GRANT FUNDS AGREEMENT
THIS AGREEMENT is made and entered into this / s-"'day of /PL;/t) ~ ,
2003, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose
address is 1100 Simonton Street, Key West, FL 33040, hereinafter referred to as "COUNTY,"
and Florida Keys Outreach Coalition, whose address is 1615-A Truesdell Court, Key West,
Florida 33040, hereinafter referred to as "COALITION."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to
the COUNTY to implement a program that provides Transitional Housing for Recovering
Homeless Men; and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the COALITION is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State
and Local Law Enforcement Assistance Formula Grant Funds to the COALITION in accordance
with the COUNTY'S application for the Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the COALITION agree as follows:
1. TERM - The term of this Agreement is from October 1, 2003, through September 30,
2004, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The COALITION will provide services as outlined in the COUNTY'S
Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the COALITION in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $51,224.00.
The total sum represents federal grant/state sub-grant support in the amount of $38,418.00 and
local matching funds in the amount of $12,806.00, which amount shall be provided by the
county through the grant matching funds account. All funds shall be distributed and expended
in accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain documents
entitled "State of Florida Office of Criminal Justice Grants Florida Department of Law
Enforcement Subgrant Award Certificate and Application" therefor and all laws, rules and
regulations relating thereto are incorporated by reference, (Attachment C).
5. IMPLEMENTING AGENCY BOND - The COALITION is an implementing agency
under the COUNTY'S Edward Byrne Memorial State and Local Law Enforcement Assistance
Formula Grant Program, and shall be bound by all the provisions of the documents
incorporated by reference in Section 4 of this Agreement. Additionally, the COALITION shall be
bound by all laws, rules, and regulations relating to the COUNTY'S performance under the
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program.
6. BILLING AND PAYMENT
(a) The COALITION shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the
services, and all other information required by the Program Director. The original
invoice shall be sent to:
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty (30)
days of receipt of the correct and proper invoice submitted by the COALITION.
7. TERMINATION - This Agreement may be terminated by either party at any time, with
or without cause, upon not less than thirty (30) days written notice delivered to the other party.
The COUNTY shall not be obligated to pay for any services provided by the COALITION after
the COALITION has received notice of termination. In the event there are any unused Edward
Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds, the
COALITION shall promptly refund those funds to the COUNTY or otherwise use such funds as
the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The COALITION shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement incorporated in
Section 4 of this Agreement.
9. AUDIT - The COALITION shall submit to the COUNTY an audit report covering the
term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse
or early termination and shall also comply with all provisions of the Agreement incorporated in
Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY:
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
FOR PROVIDER:
Stephen Braddock, Director
Florida Keys Outreach Coalition
1615-A Truesdell Court
Key West, FL 33040
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the
Florida Department of Law Enforcement cannot be obtained or cannot be continued at a level
sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the COALITION at its address specified above. The COUNTY shall not be
obligated to pay for any services provided by the COALITION after the COALITION has
received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the COALITION shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect
or religious denomination or in aid of any sectarian institution. Any violation of said statutes,
ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the COALITION. If the
COALITION receives notice of material breach, it will have thirty days in order to cure the
material breach of the contract. If, after thirty (30) days, the breach has not been cured, the
contract will automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall
assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. INDEPENDENT CONTRACTOR/EMPLOYEE STATUS - The COALITION is an
independent contractor. No statement in this agreement shall be construed so as to find the
COALITION, its employees, contractors, servants, volunteers, or agents to be employees of the
COUNTY. Persons employed by the COALITION in the performance of services and functions
pursuant to this Agreement shall have no claim to pension, worker's compensation,
unemployment compensation, civil service or other employee rights or privileges granted to the
COUNTY'S officers and employees either by operation of law or by the COUNTY.
15. INDEMNIFICATION - The COALITION agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or
related to the provision of services hereunder by the COALITION.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
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BOARD OF COUNTY COMMISSIONERS g5 ~
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Title: tlrl1r(
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations, county travelers,
and contractual parties who have reimbursable expenses associated with Monroe County business.
These guidelines, as they relate to travel, are from Florida Statute 112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs
to also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to requesting a
reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract. This document should not be considered all-inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis.
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and payroll taxes, check number
and check amount. If a Payroll Journal is not provided, the following information must be
provided: check amount, check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller,
the telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061.
Credit card statements are not acceptable documentation for reimbursement. If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the airport for
a business trip is not reimbursable. Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls are
not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before
noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m.
for dinner reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while
on County business. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of departure. For
example, driving form one's home to the airport for a business trip is not a reimbursable
expense.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fund raising, non-sufficient
check charges, penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name) for the time
period of to
Check # Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending OS/28/01 XXX.XX
(A) Total $ X,XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X/XXX. XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X,XXX.XX
I certify that the above checks have been submitted to the vendors as noted and
that the expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners and
will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this _ day of 2001
by who is personally known to me.
Notary Public
Notary Stamp
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
dt. ~ htJu.L {!~ t:.':t: warrants th~~as not employed. retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
~Si~
Date: / tJ ,.- s - c:; ;5
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STATE OF :tl.ouJ;)
COUNTY OF -py ~
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
~_Aunue / ~l..L~ m~ who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this .3/LL day of
D~
, 20 1:).3.
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NOTARY PUBLIC
My commission expires: ()f}- NY -t) 1-
#" ~ GIna Pecora
*1 * My ConvnIalon CCH2t32
'\; H .....~ Expires September 15, 2004
OMB - MCP FORM #4
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or repair
of a public building or public work, may not submit bids on leases of real property to public
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list."
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Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
(850) 410-8700
Daryl G. McLaughlin
Interim Commissioner
August 1, 2003
The Honorable Dixie Spehar
Mayor, Monroe County
Board of Commissioners
500 Whitehead Street, Suite l02
Key West, Florida 33040
Re: 04-CJ-J3-l1-54-0 1-0 17 / Transitional Housing for the Homeless
Substance Abuse Prevention Program 4
Dear Mayor Spehar:
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement Formula Grant in the amount of $38,418 to your unit of government.
These funds shall be utilized to implement a Byrne Program under Purpose Area 20A-
Corrections Alternatives - Halfway House.
A copy of the approved sub grant application with the above referenced grant number
and project title is enclosed for your file. All correspondence with the Department should
always refer to the grant number and project title.
Your attention is directed to Section G of the sub grant, "Acceptance and Agreement".
These conditions should be reviewed carefully by those persons responsible for project
administration to avoid delays in project completion and cost reimbursements. Also, you
should review the enclosed Subgrant A ward Certificate. This certificate contains important
information that applies to this award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service . Integrity . Respect . Quality
The Honorable Dixie Spehar
Page Two
We look forward to working with you on this project. Ifwe can be of further assistance,
please contact Beth Hamilton at (850)410-8700.
Sincerely,
~~;h:ttr ~
Community Program Administrator
CHW /BH/mg
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
CERTIFICATE OF ACCEPTANCE OF SUB GRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
04-CJ-J3-11-54-01-017 in the amount of $38,418,
for a project entitled: Transitional Housing for the Homeless
Substance Abuse Prevention Program 4
for the period of 10/01/2003 through 09/30/2004, to be implemented
in accordance with the approved subgrant application, and subject to
the Florida Department of Law Enforcement's conditions of acceptance
and agreement and special conditions governing this subgrant,
(Signature of Authorized Official)
(Date of Acceptance)
(Typed Name of Official)
(Typed Title of Official)
Monroe County
(Name of Subgrantee)
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: August 1, 2003
Grant Period: From: 10/01/2003 To: 09/30/2004
Project Title: Transitional Housing for the Homeless
Substance Abuse Prevention Program 4
Grant Number: 04-CJ-J3-11-54-01-017
Federal Funds: $38,418.00
State Agency Match:
Local Agency Match: $12,806.00
Total Project Cost: $51,224.00
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-J3-11-54-01-017
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." I J LA th LtM2~ ~
Author~fflclal
Clayton H. Wilder
Community Program Administrator
g-l-o..3
Date
. .
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Please read instructions before completing this application.
.......o..r ;
. 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 bv OCJG
Continuation of Previous Subgrant? Yes Project 10 # I prog1r~tAea #T CFDA #: 16.579
If Yes, enter CJ Contract # of Previous Subgrant ~aDo-lla.
SFY 2003 CJ Contract # SFY 2004 CJ Contract #
2003- CJ - CJ - 5A - 11 - 54 - 111 2004 - CJ .J2 - .\.L - 5i - .l)L - ~
B. Applicant Information
1. Subarant Recipient (Subarantee)
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 Subgrant Recipient (Subgrantee)
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. Implementing Agency
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 I Phone #
305-292-4441
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: roberts-james@monroecounty-fl.gov Area Code I Fax #
305-292-4544
FDLE Byrne Formula Grant Application Package
Grant Application
Section 11 - Page 1
OCJG - 005 (rev. 04/04/03)
Rule 110-9.006
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Project Director
Name of Project Director: David P. Owens County
(Implementing Agency Employee) Monroe
Title: Grants Administrator
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: owens-david@monroecounty-f1.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-f1.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-f1.gov Area Code I Fax #
305-292-4515
8. Service Provider Contact Person
Name: Rev. Stephen E. Braddock, Ph.D. County
Monroe
Title: President and Executive Director
Address: P.O. Box 788 Area Code I Phone #
305-293-8189
City, County, State, Zip Code: Key West, Monroe, FL 33040 SUNCOM #
E-mail Address: frbraddock@cs.com; fkoc4homeless@cs.com Area Code I Fax #
305-293-8276
FDLE Byrne Formula Grant Application Package
Rule 110-9.006
Grant Application
Section /I - Page 2
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
c. Administrative Data
1. Project Title: Transitional Housing for the Homeless Substance Abuse Prevention Program
2. Identify the year of the project (I, II, III, etc.) IV
3. Project period I Start: 10/01/03 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 desiQnee.
82
OR
DESIGNEE XXX
Name:
Title:
Address:
City, State, Zip
Phone Number:
2. Is the subgrantee participating in the State of Florida Comptroller's Office electronic transfer proQram?
(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): Yes~
Will the project earn PGI? (See Section G, Item 9.) 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.
FDLE Byrne Formula Grant Application Package
Rule 110-9.006
Grant Application
Section II - Page 3
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
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.
a. .Problem Description: What is the problem to which your project is
responding? Define the problem as it relates to the program area for which
you are seeking funding. Be concise, avoid redundancy, but give enough
detail to allow the reviewer to understand the problem.
FKOC is responding to the need for community based, supervised residential
alternatives for offenders who pose no risk to the community and need not
be incarcerated within the criminal justice system.
b. Problem Significance: Why is this problem significant to the subgrantee?
Identify who is affected by the problem, including the specific types of
individuals who contribute to and/or who are negatively effected by the
problem. Write for an audience that knows nothing about the problem and
explain why it is important that the proposed project address this problem at
this time.
FKOC's mission is to provide homeless individuals with the resources and
opportunities by which to attain residential, financial and personal stability
and self-sufficiency. The vast majority of clients served are in recovery from
alcohol and drug abuse, many are ex-offenders.
The causes of homelessness in the Florida Keys remain rooted in poverty
and the lack of affordable housing. Complicating the situation for many
individuals and families are related problems of mental health issues,
domestic violence and widespread substance abuse.
The resulting despair from anyone or combination of the above factors
frequently leads to anti-social behavior and/or criminal activity. This is
evidenced locally by the high number of homeless incarcerated at the
Monroe County Detention Center.
c. Needs Assessment: Identify the current scope of the problem. Support your
problem statement(s) with factual information. Use both quantitative and
descriptive data that relates to your specific geographic area(s) and problem.
Be sure to use appropriate types(s) and level of data to describe the scope
of the problem. For example, do not use national data alone to define a
local problem. Identify the sources of all data that you use. Do not describe
FDLE Byrne Formula Grant Application Package
Rule 110-9.006
Grant Application
Section II - 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
how the proposed project will address the problem, as this will be covered in
another section (Project Description).
If this is a new subgrant, highlight identified unmet needs the project will
address this year. If this is a continuation of a pre-existing subgrant, provide
a brief summary of project accomplishments in meeting identified needs to
date. Include a description of any gap between current or desired project
results. Also, provide a description of any continuing and/or new unmet
needs the project will address this year.
On any given day, 15-20% of the inmates incarcerated in the Monroe County
Detention Center are reported to have either been homeless at the time of
their incarceration or will be at the time of release. Monroe County has the
highest ratio of homeless individuals in the State of Florida. One out of
twenty people are homeless and most suffer from substance abuse, which
frequently leads to criminal offenses.
According to the Department of Children and Families Annual Report on
Homelessness released on June 30, 2001, the number of homeless in the
State of Florida has increased 14% to 67,587 on any given night. A point-in-
time census of the homeless in Monroe County was conducted on April 1 0,
2002 and reports that 78% of those homeless in Monroe County are adult
males as compared to 45% of the statewide homeless population being
male. The census further revealed that there are at least 110 homeless
families in the Florida Keys, most in the lower Keys and Key West. 268
homeless children were identified, not including 46 teenagers tallied.
FKOC's major accomplishment this year was the acquisition of a new
emergency facility at 2221 Patterson Avenue, Key West. The new 20-bed
Neece Center for Homeless Recovery is the entrance point to FKOC's more
advanced transitional housing program. After an initial period of up to 90-
days for stabilization at Patterson Avenue, clients can transfer to Poinciana
Plaza for supportive group living with continued case management, job
referral, drug testing, support groups, transportation to NA/AA, community
service
The major two obstacles identified over the past three years are the
limitations that FKOC's Poinciana Plaza lease with the City of Key West
places on admissions and hours of operations. FKOC was not permitted to
do on-site assessment and intake and was unable to admit anyone outside
the hours of 9am-5pm Monday through Friday. This proved especially
difficult when attempting to admit offenders immediately upon discharge from
incarceration, an event that frequently occurs after normal business hours.
The new facility includes an onsite assessment and intake office that is open
7-days a week from 8am-12am. Outreach Workers are now working 4pm-
12am 7-days a week and facilitate admissions by transporting potential
FDLE Byrne Formula Grant Application Package Grant Application
Section II . Page 5
Rule 110-9.006 OCJG - 005 (rev. 04/04/03)
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
clients to the facility for pre-screening. A vehicle donated by the Monroe
County Sheriff allows FKOC to pick-up offenders when released from
detention and bring them directly to the Neece Center.
FKOC has developed a new program component to provide clients with
ongoing life-skills education. The Stepping Stones Program is a ongoing
series of 12-session mandatory classes that include topics such as: Anger
Management, Interpersonal Communication, Job Skills, Parenting Skills,
Drug/Alcohol Prevention, Recovery Maintenance, Stress Management, etc.
The classes are facilitated by two Professional Counselors.
Rule 11 D-9.00G
Grant Application
Section /I . Page 6
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FDLE Byrne Formula Grant Application Package
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
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 necessa ; do not exceed three a es.
Project Description. Briefly describe proposed project activities. (Refer to
Appendix II, Part I, Pages 1 through 3 for a description of project eligible
program areas,) Be sure to address the following items:
a. Project Enhancement and Expansion: If your project does not stand alone,
but is part of an existing program, please describe this relationship.
This is a stand-alone project.
b. Project Goals: What are the project short-term (1-year) and long range (4-
year) goal(s)?
This will be the fourth year of the program. We will more than double the
number of bed days available for offenders and add a new life-skills
program.
The Director, in collaboration with the life-skills trainers, recently designed a
post-discharge program to provide those who successfully complete the
residential phases offered by FKOC the opportunity to receive ongoing
support and continued skills training after they achieve residential
independence and stability, Funding for this expansion is being sought from
various sources that offer funding for homeless and drug abuse prevention.
FKOC has been working collaboratively for nearly two years with a faith-
based homeless outreach group serving the middle keys. A new homeless
drop-in center will open in Marathon on June 28, 2003 and FKOC outreach
will frequently visit the facility to recruit eligible individuals into the current
program. Additionally, the facility has the capacity for twelve beds, and
dialogue is underway to determine the feasibility of establishing a satellite
FKOC residential program in Marathon.
c. Treatment and Prevention Projects - Service Provider Information:
(1) Who or what type of organization will serve the target population?
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Grant Application
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FDLE Byrne Formula Grant Application Package
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
The Florida Keys Outreach Coalition is a homeless service provider
offering emergency and transitional shelter, as well as outreach,
education, advocacy and prevention services. Now in our tenth year of
service to Monroe County, we offer a residential program to support
homeless addicts and former offenders in the transition from despair and
hopelessness to sobriety, stability and self-sufficiency.
(2) Does the Service Provider have a history of successful performance of
this type of service or is this a new activity? Include an organization chart
where appropriate.
FKOC was established in 1992 and began with a 16-bed facility for
homeless men in recovery from alcohol and substance abuse. The
organization now serves men and women with a total capacity for 120
individuals in five facilities. The mission of the Florida Keys Outreach
Coalition (FKOC) is to provide homeless individuals and families with the
resources and opportunities by which to attain residential, financial and
personal stability and self-sufficiency. FKOC has an impressive 11-year
history of successful performance and is Monroe County's largest single
homeless service provider.
FKOC operates 20 emergency and 55 transitional beds for homeless
single men and 49-beds for a mix of women and children.
(3) In order to comply with state and federal laws include a descriptionllisting
of any pertinent licenses or current contract held by the organization
whether Implementing Agency or Service Provider. It is the
responsibility of the subgrantee to ensure that a Service Provider is
operating under the appropriate state laws (ex, Chapter 650, FAC,
Substance Abuse Services, or Chapter 65E, FAC, Mental Health
Programs).
All mental health, substance abuse and medical treatment is referred to
appropriate provider's, FKOC has the appropriate license for its
residential services.
(4) Additional guidance for prevention and treatment projects is found in
Appendix X. This appendix is a listing of the information OCJG needs to
have in order to approve these types of projects but has frequently found
missing in initial application submissions. It is not necessary to use the
guidance format, but you are encouraged to provide all identified
information regarding your proposed project.
d. Multijurisdictional Task Force Projects: Identify the following as you prepare
the project description: This section does not apply.
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Grant Application
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Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
(1) Target Group: Briefly describe all types of offenders your project
activities will target.
(2) Activities: As you describe your activities, include how they relate to the
target group to be addressed.
(3) Cooperating and Participating Agencies / Task Force Agreements: List
all agencies that will participate in project activities or whose cooperation
or support is necessary for its success, Describe each agency's role and
state whether you have a formal written commitment of support from
each listed agency. This support must ultimately be in the form of a
signed Task Force Agreement that conforms to U S Department of
Justice guidelines. If you do not have such a signed agreement, or if it is
not current, describe how you will obtain one.
e. Project Staff - All projects: Tell us who they are, what they are going to do,
and how they are going to do it. For Treatment and Prevention Projects: In
those cases where provider staff is required to be licensed, please include a
description/listing of such licenses. For Law Enforcement Projects, describe
the types of positions and identify the unit(s) they are operating within. Also
list their jurisdiction if more than one agency is participating in the project, for
example in task force projects.
FKOC is administered by an Executive Director with over 12 years
experience in health and social service administration. A business manager
handles all fiscal matters and grant monitoring. Two case managers,
assisted by assistant case managers are responsible for monitoring client
progress and compliance, a Supportive Services Coordinator facilitates life-
skills classes, transportation, meals, and client activities. Outreach workers
perform assessment and intake. Program monitors provide twenty-four hour
supervision and daily drug testing. No professional licenses are required.
f. Project Equipment: Identify the equipment and briefly describe how this
equipment will be used in project operations.
Drug and Alcohol test strips are purchased from ROCHE Laboratories and
administered daily.
g. Project Location: Describe where will the project be located and activities will
take place.
(1) If there is a political jurisdiction (Le. city, county) that defines the target
area, please identify it.
All five facilities are in Key West Florida but serve clients from throughout
Monroe County.
FDLE Byrne Formula Grant Application Package
Rule 11 D-9.006
Grant Application
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OCJG - 005 (rev. 04/04/03)
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Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
(2) If you will provide project activities in a geographic area other than those
represented by a unit of government, indicate the service area
boundaries. This could be through street or neighborhood names or a
judicial circuit. The use of zip codes as the only identifier of an area is
not acceptable, although they may be included as part of the descriptive
information.
N/A
(3) If a service will only be available to persons utilizing a specific facility, use
the name of the facility, for example a county jail.
N/A
h. Project Activities / Administration:
(1) Describe all activities to be provided.
Outreach and assessment. Intake and Individualized Action Plan. Life-Skills
Training, AA/NA Meetings, meals, case management, drug testing,
community service, referrals.
(2) Identify when and how frequently project services are to be provided.
Daily
(3) Be sure to include these activities in the Activity Implementation
Schedule.
i. Target Groups, Clients and Participants:
(1) Who will receive the services to be provided?
Homeless ex-offenders with a history of alcohol and/or substance related
crime.
(2) How will clients and participants be selected? Include a clear description
of the criteria if applicable.
Pending bed availability, clients are accepted on a first come, first served
basis, They must be undergo a criminal background check and drug test
prior to admission and remain substance free. Client's must be willing to
live peaceably in a community/group environment and agree to abide by
all program rules and regulations.
j. Project Results: How will the project be organized to succeed? Provide a
description of successful completion for an i.ndividual if this is a treatment
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Grant Application
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FDLE Byrne Formula Grant Application Package
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
project. Be sure to review Application Instructions for Section E.3 of the
Subgrant Application Package, and relate your comments to the Program
Objectives and Performance Measures for your project.
Clients may remain in the program for up to two-years. It is not a treatment
program but a residential program with supportive services. All clients in
need of treatment are referred,
The program will serve offenders with criminal histories related to
drugs/alcohol.
Offenders will be tested daily for drugs/alcohol, be required to attend and
transported to daily NAlM meetings, maintain steady employment within
two-weeks of admission, perform community service, have a 10pm
curfew and all house rules,
Life-skills training is also mandated.
FDLE Byrne Formula Grant Application Package
Grant Application
Section II - Page 11
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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
3. Proaram Obiectives and Performance Measures: Up to three types of
objectives may be included in this section of your subgrant application, i.e.,
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 Alternative - Halfwav House
(Title) Drug Testing
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).
20A.01
20AL.. CorrectionsAltemativesJ..:HalfWa. House
Provide forty (40) offenders with transitional housing.
Part 1 - During this reporting period, how many offenders were NEW ADMISSIONS and/or
READMISSIONS to transitional housin ?
Provide forty (40) 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 forty (40) offenders with short-term individual and group supportive life skills counseling.
Part 1 - During this reporting period, were most offenders provided life counseling?
Numeric
20A.02
Y/N
20A.03
Y/N
PS001 Provide 600 drug tests.
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Grant Application
Section II - Page 12
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Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
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 Quarterly Performance Reoorts will be reviewed aQainst this schedule.
Subgrant Period (Beginning Date - Ending Date)
Administrative Activities
ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Submit Financial Reimbursement
Requests
Submit Financial Closeout Package
Submit Quarterly Program Reports X X X X
(04) (04) (04) (04)
Submit Quarterly PGI Reports
(If applicable)
Programmatic Activities
(Continue on a second page if necessary.)
Be sure to include activities mentioned in the Project Description
ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Outreach and assessment x X X X X X X X X X X x
Intake x x x x x x x x x x x x
Criminal Background Check x x x x x x x x x x x x
Drug Testing x x x x x x x x x x x x
Case Management x x x x x x x x x x x x
Transport. To NAlAA x x x x x x x x x x x x
Life Skills Training x x x x x x x x x x x x
Community Service x x x x x x x x x x x x
Child Care x x x x x x x x x x x x
Meals x x x x x x x x x x x x
FDLE Byrne Formula Grant Application Package
Grant Application
Section 11- Page 13
OCJG - 005 (rev. 04/04/03)
Rule 11 D-9.006
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
F. Proiect Budaet
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.
....L .11 r- _. . . . . . _. II .0 . . .,
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank.
Budget Category Federal Match Total
Salaries And
Benefits
Contractual 38,418.00 12,806.00 51,224.00
Services
Expenses
Operating Capital
Outlay
....
...
Indirect Costs
Totals 38,418.00 12,806.00 51,224.00
.
Rule 11 D-9.006
Grant Application
Section fI- Page 14
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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 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 a es 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. 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.) n/a
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?
xx
If no, please explain.
If yes, please list number and title of position and type of benefits.
No:
Yes:
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. n/a
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? Unit Cost = $16.41
$143,775 program cost divided by 24-beds = $5,990.63
$5,990.63 divided by 365 days = $16.41 per day
Rule 110-9.006
Grant Application
Section 11- Page 15
OCJG - 005 (rev. 04104103)
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 Program
Total Byrne Funds plus MC Match = $51,224.00
$51,224.00 divided by unit cost of $16.41 = 3,122 funded bed days
A bed day is defined as shelter, food, case management, shower, laundry, local
transportation, telephone, personal care items, daily drug testing, employment
referral, compliance monitoring, and life-skills education.
b. How recently was the basis established or updated?
Income:
Byrne Grant
Monroe Cty. Match
Other Funding Sources
Total
38,418
12,806
92,551
143,775.00
Expenses:
Salaries/Benefits
Utilities
Telephone
Drug Testing
Maint. Supplies
General Ops
Life Skills Training
Total
76,409
13,516
2,500
9,000
5,000
15,750
21,600
143,775.00
Services will be provided under contract between Monroe County and the Florida Keys Outreach
Coalition, Inc.
Purchasing methods to be used will conform to existing Federal, State, and Local laws and
regulations.
FDLE Byrne Formula Grant Application Package
Rule 11 D-9.006
Grant Application
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Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
G. Conditions of Acceptance and Agreement
Conditions of agreement requiring compliance by units of local govemment (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 ofthis 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-8l, "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-11 0 and Florida
law to be eligible for reimbursement.
3. Reports
a. Project Performance Reports
(1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project Performance Reports
to OCJG by February 1, May 1, August 1, and within forty-five (45) days after the subgrant termination
date. In addition, if the subgrant award period is extended beyond the "original" project period,
additional Quarterly Project Performance Reports shall be submitted.
Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in
sanctions, as specified in item 16 of Section G, performance of Agreement Provisions.
(2) Report Contents: Performance reports must include both required sections, the quantitative response
(in response to specific objectives and measures) and the qualitative narrative. The narrative must
reflect on accomplishments for the quarter, incorporate specific items specified for inclusion in
performance measures, and also identify problems with project implementation and address actions
being taken to resolve the problems.
b. Financial Reports
(1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial
Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after
the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days
after the end of the reporting period. In addition, ifthe 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.
Rule 11 D-9.006
Grant Application
Section II - Page 17
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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 Program
(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-110, 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 30/60/90-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.
Rule 110-9.006
Grant Application
Section 11- Page 18
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 Program
10. Program Income (also known as Project Generated Income)
Program income means the gross income eamed 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
baseCl 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-110.
14. Copyright
The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or
otherwise use, and authorize others to use, for Federal govemment 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 ofthe effective dates ofthis 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 retumed to the subgrant recipient.
c. The subgrant recipient shall have all audits completed by an Independent Public Accountant (IPA). The
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IPA shall be either a Certified Public Accountant or a Licensed Public Accountant.
d. The subgrant recipient shall take appropriate corrective action within six (6) months ofthe issue date of the
audit report in instances of noncompliance with federal laws and regulations.
e. The subgrant recipient shall ensure that audit working papers are made available to the Department, or its
designee, upon request for a period of three (3) years from the date the audit report is issued, unless
extended in writing by the Department.
f. Subgrant recipients that expend less than $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 ofthis 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 ofthe 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 to other
Department approved projects. The Department, where warranted by extenuating circumstances, may
extend the starting date of the project past the ninety (90) day period, but only by formal written amendment
to this agreement.
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
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arises out of causes beyond the control of subgrant recipient and consultant, and without fault or
negligence of either of them, the subgrant recipient shall not be deemed in default, unless:
(1) Supplies or services to be furnished by the consultant were obtainable from other sources,
(2) The Department ordered the subgrant recipient in writing to procure such supplies or services from
other sources, and
(3) The subgrant recipient failed to reasonably comply with such order.
c. Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such
failure, and if the Department determines that any failure to perform was occasioned by one or more said
causes, the delivery schedule shall be revised accordingly.
19. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes
all project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the
same 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 oftransfer does not exceed ten (10) percent ofthe
total approved budget and the transfer is made to an approved budget item; or,
c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by
the Department. Transfers do not allow for increasing the quantitative number of items documented in any
approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or
Expense categories, or staff positions in the Salaries and Benefits category.)
d. Under no circumstances can transfers of funds increase the total budgeted award.
21. Disputes and Appeals
a. The Department shall make its decision in writing when responding to any disputes, disagreements or
questions of fact arising under this agreement and shall distribute its response to all concemed parties. The
subgrant recipient shall proceed diligently with the performance of this agreement according to the
Department's decision.
b. Ifthe 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
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the purpose of audit and examination according to the OJP Financial Guide, and the U.S. Department of
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
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taken by the employing agency or by an authorized law enforcement officer and submitted to the
Department of Law Enforcement for processing and forwarding, when requested by the employing
agency, to the United States Department of Justice for processing. The employing agency shall
reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the
fingerprints.
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
<?btained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700.
b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient
agrees that drug court programs funded with this award shall collect and maintain follow-up data on
criminal recidivism and drug use relapse of program participation. The data collected must be available to
U.S. DOJ and FDLE upon request.
30. Overtime for Law Enforcement Personnel
Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department
of Justice encourages consultation with all allied components of the criminal justice system in the affected
jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased
court dockets and the need for detention space.
31. Criminal Intelligence System
a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems
Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of
operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42
U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional
rights of individuals.
b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that
they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus
Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR
Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's
Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this
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.
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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 ofThe 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 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 govemment 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 ofthe employment provisions contained in 8 U.S.C. Section 1324a(e), Section
274A( e) of the I mmigration 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) ofthe 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 OO-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
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office, household, recreational, or educational environments.
b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the
subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to
cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that
funded 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.
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(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 assessment/impact 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 ofthe 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 ofthe site of a seized clandestine laboratory;
(3) the seized laboratory site's immediate and surrounding environmentofthe 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 Occupational 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
labor<;ltory;
5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment,
and contaminated materials and wastes from the site(s) of each seized clandestine laboratory;
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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.
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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 a subgrant a lic . n for feral assistance is approved or face loss of federal funds.
.-J~
Signature of Subgrantee Authorized Official
Type Name: James L. Roberts
Title: County Administrator
Subgrant Recipient: Monroe County Board of County Commissioners
(pi 4(63
Date:
FDLE Byrne Formula Grant Application Package
EEO Certification
Appendix IV - Page 2 of 2
OCJG - 006 (rev. 04/04/03)
Rule 110-9.006
;tg
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
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.
-:::::T ~7 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
Date: CtI( 10 3
Rule 11 D-9.006
EEO Certification
Appendix IV - Page 2 of 2
OCJG - 007 (rev. 04/04/03)
FDLE Byrne Formula Grant Application Package
29
APPENDIX IX - CERTIFICATION REGARDING LOBBYING; DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILlTIY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Form Provided by the U.S. DEPARTMENT OF JUSTICE, OFFICE OF JUSTICE PROGRAMS,
OFFICE OF THE COMPTROLLER
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY
MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
Applicants should refer to the regulations cited below to determine the certification to which they are required to
attest. Applicants should also review the instructions for certification included in the regulations before completing this
form. Signature of this form provides for compliance with certification requirements under 28 CFR Part 69. "New
Restrictions on Lobbying" and 28 CFR Part 67, "Government-wide Debarment and Suspension (Non-procurement) and
Government-wide Requirements for Drug-Free Workplace (Grants)". The certifications shall be treated as a material
representation of fact upon which reliance will be placed when the Department of Justice determines to award the
covered transaction, grant, or cooperative agreement.
,. LOBBYING
As required by Section 1352. Title 31 of the U.S. Code, and implemented at28
CFR Part 69, for persons entering into a grant or cooperative agreement over
$100,000, as defined at 28 CFR Part 69, the applicant certifies that:
(a) No federal appropriated funds have been paid or will be paid, by or on behalf
of the undersigned, to any person for influencing or attempting to influence an
officer or employee of any agency, a member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with the
making of any federal grant, the entering into of any cooperative agreement, and
the extension, continuation, renewal, amendment, or modification of any federal
grant or cooperative agreement;
(b) If any funds other than federal appropriated funds have been paid or will be
paid to any person influencing or attempting to influence an officer or employee of
any agency, a member of Congress, an officer or an employee of Congress, or an
employee of a member of Congress in connection with this federal grant or
cooperative agreement, the undersigned shall complete and submit Standard
Form - LLL, "Disclosure of Lobbying Activities., in accordance with its Instructions;
(c) The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including subgrants,
contracts under grants and cooperative agreements, and subcontracts) and that all
sub recipients shall certify and disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS
(DIRECT RECIPIENT)
As required by Executive Order 12549, Debarment and Suspension, and
implemented at 28 CFR Part 67, for prospective participants in primary covered
transactions, as defined at 28 CFR Part 67, Section 67.510-
A. The applicant certifies that it and its principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared
ineligible, sentenced to a denial of federal benefits by a State or Federal court, or
voluntarily excluded from covered transactions by any federal department or
agency;
(b) Have not within a three-year period preceding this application
been convicted of or had a civil judgement rendered against them for
commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, State,
or local) transaction or contract under a public transaction; violation of
Federal or State antitrust statutes or commission of embezzlement,
theft forgery, bribery, falsification or destruction of records, making
false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly
charged by a governmental entity (Federal, State, or local) with
commission of any of the offenses enumerated in paragraph (1) (b) of
this certification; and
(d) Have not within a three-year period preceding this application
had one or more public transactions (Federal, State, or local)
terminated for cause or default; and
B. Where the applicant is unable to certify to any of the statements in
this certification, he or she shall attach an explanation to this
application.
3. DRUG-FREE WORKPLACE
(GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988, and
implemented at 28 CFR Part 67, Subpart F, for grantees, as defined
at28 CFR Part 67 Sections 67.615 and 67.620-
A. The applicant certifies that it will or will continue to provide a drug-
free workplace by:
(a) Publishing a statement notifying employees that the unlawful
manufacture, distribution, dispensing, possession, or use of a
controlled substance is prohibited in the grantee's workplace and
specifying the actions that will be taken against employees for
violation of such prohibition;
(b) Establishing an on-going drug-free awareness program to inform
employees about-
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee
assistance programs; and
(4) The penalties that may be imposed upon employees for drug
abuse violations occurring in the workplace;
Rule 110-9.013
Lobbying, Debarment, Suspension, and Drug-Free Workplace Certification
Appendix IX - Page 2 of 2
OCJG - 006 (rev. 04/04/03)
3.0
FDLE Byrne Formula Grant Application Package
APPENDIX IX - CERTIFICATION REGARDING LOBBYING; DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILlTIY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram
(c) Making it a requirement that each employee to be engaged in the performance
of the grant be given a copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as a
condition of employment under the grant, the employee will-
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of a
criminal drug statute occurring in the workplace no later than five calendar days
after the conviction;
(e) Notifying the agency, in writing, within 10 calendar days after receiving notice
under subparagraph (d) (2) from an employee or othelWise receiving actual notice
of such conviction. Employers of convicted employees must provide notice
including position title, to: Department of Justice, Office of Justice Programs,
ATTN: Control Desk, 633 Indiana Avenue, NW., Washington, D.C. 20531. Notice
shall include the identification number(s) of each affected grant;
(f) Taking one of the following actions, within 30 calendar days of receiving notice
under subparagraph (d) (2), with respect to any employee who is so convicted-
(1) Taking appropriate personnel action against such an employee, up to and
including termination, consistent with the requirements of the Rehabilitation Act of
1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug abuse
assistance or rehabilitation program approved for such purposes by a Federal,
State, or local health, law enforcement. or other appropriate agency;
(9) Making a good faith effort to continue to maintain a drug-free workplace
through implementation of paragraphs (a), (b), (c), (d), (e), and (f).
B. The grantee may insert in the space provided below the site(s) for the
performance of work done in connection with the specific grant:
Place of Performance (Street address, city, county, state, zip code)
Check here _ If there are workplaces on file that are not identified
here.
Section 67.630 of the regulations provides that a grantee that is a
State may elect to make one certification in each Federal fiscal year.
A copy of which should be included with each application for
Department of Justice funding. States and State agencies may elect
to use OJP Form 4061/7.
Check here _ If the State has elected to complete OJP Form
406117.
DRUG-FREE WORKPLACE
(GRANTEES WHO ARE INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988, and
implemented at 28 CFR Part 67, Subpart F, for grantees, as defined
at28 CFR Part 67; Sections 67.615 and 67.620-
A. As a condition of the grant, I certify that I will not engage in the
unlawful manufacture, distribution, dispensing, possession, or use of
a controlled substance in conducting any activity with the grant; and
B. If convicted of a criminal drug offense resulting from a violation
occurring during the conduct of any grant activity, I will report the
conviction, in writing. within 10 calendar days of the conviction, to:
Department of Justice, Office of Justice Programs, ATTN: Control
Desk. 633 Indiana Avenue, N.W., Washington, D.C. 20531.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above
certifications.
1. Grantee Name and Address: Monroe Countv Board of County Commissioners
2. Project Name: Transitional Housinq for the Homeless Substance Abuse Prevention Proqram IV
3. Typed Name and Title of Authorized Representative: James L. Roberts, County Administrator
4. Signature:
----::J~~
5. Date:
fR! 'II D 3
FDLE Byrne Formula Grant Application Package
Lobbying, Debarment, Suspension, and Drug-Free Workplace Certification
Appendix IX - Page 3 of 2
OCJG - 006 (rev. 04/04/03)
31
Rule 11 D-9.013
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.
( . Stat~..~f.~I.~fi~~(((.ii;ii?
pepattmen~.?f.~~<~nf:;>rf~~.~
Office of Criminlll.JusticeGran
S;gnature, QQi~ fJ. fMl-p,p-Jd
Typed Name and Title: Clavton H. Wilder. Community ProQram Administrator
Date:
g- /- 03
Typed Name ~ s~n:s Mo
Signature:
Typed Name and Title: James L. Roberts. County Administrator
Date: G;( tI( b3
Signature:
Typed Name and Title: James L. Roberts. County Administrator
Date: (,/4/03
Rule 110-9.006
Grant Application
Section 11- Page 28
OCJG - 005 (rev. 04/04/03)
FDLE Byrne Formula Grant Application Package
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
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.
. . ... State of Florida .. . .
Department of Law Enforcement .
Office of Criminal Justice Grants'
S;gnatu.., QlCLtJfw- ~. ~
Typed Name and Title: Clavton H. Wilder. Community Proaram Administrator
Date:
~-I-03
, . Subgrant ~ecipient'. . "
. Authorizing Official of Govemm'erital Unit ..
Ission Chairman, Mayor, or Designated Represe
Typed Name~~M
Signature: ~ C
Typed Name and(itle: James L. Roberts. County Administrator
Date: (P I \f 0 3
Typed Name of Implementing Agency: Monroe County Board of County Commissioners
~_.O~ '"
Signature:
Typed Name and Title: James L. Roberts. County Administrator
Date:~( '-( { d3
FDLE Byrne Formula Grant Application Package
Grant Application
Section II - Page 28
OCJG - 005 (rev. 04/04/03)
Rule 11 D-9.006