The URL can be used to link to this page

Item C39 Revised 2/95 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date:. NO\T~ 2001 Division: Administrative Services Bulk Item: Yes I:8J No D Department: Grants Administration AGENDA ITEM WORDING: Authorization for the Mayor to execute the fiscal year 2002 Bvrne Memorial State and local law Enforcement Assistance Formula Grant contracts with FDlE. ITEM BACKGROUND: Funds are provided throuqh the Florida Dept of law Enforcement to implement the proqrams listed on the attached sheet. PREVIOUS RELEVANT BOCC ACTION: Approval of certificate of acceptance at April 2001 meetinq; approval of Substance Abuse Policv Advisory Board (SAPAB) recommendations and approval to apply at Mav 2001 meetinq; approval of contracts with the implementinQ aQencies also qoinq to Oct 2001 meetinQ. CONTRACT/AGREEMENT CHANGES: Chanqe to amount for Samuel's House as compared to last vears' contract; some proqrams from last vear no lonqer funded due to 48-month limit; some proqrams beinq funded for first time this year (see attached sheet). STAFF RECOMMENDATION: Approval TOTAL COST: 293,373.00 COST TO COUNTY: 64.761.00 REVENUE PRODUCING: Yes D No I:8J BUDGETED: Yes I:8J No D AMOUNT PER MONTH YEAR APPROVED BY:COUNTY ATTY D OMB/PURCHASING D RISK MANAGEMENT D DIVISION DIRECTOR APPROVAJA --.I-?~ James L. Roberts, County Administrator DOCUMENTATION: INCLUDED: D TO FOllOW: I:8J NOT REQUIRED: D DISPOSITION: AGENDA ITEM #: /-cC/;r --1--'-~ , ' C ::I 0, , I E: I 1_ I COi I !5! iCDCD I.E IN oi-'~I~ "I N'W,NIN 8 '510. 0. 8 81 018 8 1~I~igl~I~I~ ~II~I~ ~i . LL Elcol>'I>.LLLL uLLLL, : 10 co,wl~'~ 0 0'-10 01 I - CIlIElil"---a,,--' I E L:ICO '-I.!!1 E E = EIEI I 1~lml"~ ~ ~ ~ ~ ~ ~ ~ '>.....,," 0l0l.... Ol. ~I'" ~ 0l10l e e ~ el~1 CIllO. e: ~ e:le: 0. 0. ~ 0. 0. wl~lo'" ~I~ ~ ~ "I~ ~I o w ~": e:.e: w w.: w wi Z e: CIl -= .21.2 e: e: -= e: e: 10000000011'01010 000000000100 N I""": '.cO 0 0 ,...: 0;,""":10 0 cO MI~lo 0 ~'MIO 0 M j MIM COI "I COIO>jO 0 0 '-I.N ~ 0' o..,f c:ci,~ "":1 cD', i.l!!'N M M co M MI~ ~ ...... 0' ! "I ~ I I 100100000100010 , 010000000000 i. 01010.0 0 010 0 011010, , I L{)!L{)' . >'I! , "11"11 I~ I I I :..,fll..,fl I~ ' 'I '.010001'00001000 1000000001000 I IMicO N 0 0 N MIM 00""": ICO "I L{) , L{) co M L{) co I Z-ILIllco.l<C!.! ' ql<C!.I,,:t'!. ......,1 :e:IL{)............1 L{).CO 0>10 ~ ! ~, ...-: I...... tOl 101 IUI i 0 oiclo 0 0 0 0.0 0 0, I 0010001000010[0 I' ,.0; M ~Io 0 LO cO cO 010 LO 1~lco L{) L{) co 0> L{)IL{) "I , ...... ~ 0> ~ O>I~ ......1......'0 I ~lcDlriN /..0..0 ai OIN"": ~1"""IN N ~ N!N ~i""" ~ CD ' : ~I~I IIIII I~i& I II I 1~ICIl " I :00 >., , I 8 ~i wi II I I W, Ol I ..c'_j ..c c : I /15 ~I~I gl ~ ~ I 1-....1""" en .c Oll' U 'S u CIlI U w;:: : '..!!l10 'E ::I .c ~ w' 1':1 CIlI=1 Eo.l 'S 0 CIlI I I 10 ~UI 0 :c' co I'''~~ ~t::>I_CIlUWI I ~I ffil~ ffi e: ~18. el~ ~ :Ei,..!!l e:ICIl._" 0:C w e: E .... e:ICO (1)1>''-.-'-~'"'' Q)Q)_ OlIO.Q,::IW cooco.cwo ~ ICD LL 10 :c en ;:: en en ~ ~ ~I it[ ~: e: 1 51 01 UJ' e: o i .~ ii: ~i -, ~I c), ~I ~! m , ' : i I 1 i i CIl '.c I "I ui 5 nil LL';::I , ,- W'-I co EI~I'O ~,o~ .....,-1 " -'-, e: .l!!1.l!!lco ~1~I(5 '~ 1 ~ I ....1 1 I "I .fL-1NIN o cl 1010 "~,, ::I," ~I~ ~> ~ 0, ~,>,> '5.: LL'5. E '5.: LL ILL X;'- X co X '"-ICI ~:s,~;.~;~ S:":i 'E c'"E w'E ciS: :: 5= g'= 51,,~ :5 E::5 ctJ::5 El~! ! e: co e: '5 e: co, 0.' , o W 0 _ 0 wi 0.1 i~, E ~.~ ~ EI~! I~I ~.~'~'~ ~I g " I I' !010 010 01010 :0100:00:00 0 IcO:cO cOcO ~!""":I~ ,...: !~ig ~:~~I~~~~I rol..,flo~:c:ci"":I~rilcD 'o!V,~,~.Mm:~ ......ig :-10100 0 o!o:o~~ , 10100.0010,010 IN:N:NNo;ia:i!~:O'i .c18'~~'~~1~1~,~ ~i~'~!N:cilv~l~iriim coEi~ I~ iN! I 1......1 , ' I 10:000:0:0010 1010:00:0101010 cO!~i~ cOLOIMiolcO, C,O>L{)ICO ~iO>ICOloINI ::I:O:O>'L{)O:~IV 0101 OI.riINI.c:cim:NiriloIO'1 E:M!NIM "1:......1"1 ~ M~ cu! i! i: IN; I [ >1 . -, I EIQ;_.c . ~i CIlI '.8 . '0.,::1 : ~ e:' '0 '" 2::-t;e:':c1 1 E . e: :c~.Q; WI I [ 0 : = oQ, t) i C i U),....... 2::' x ce:'1 !1;i'~W'ro 10 Q)~I l..c E'a> c: E!2i~ I d> CO'Q w:$:,e:,--e: 011- c ....-:51 ! '10 0.!J1-021.,! CIl C::IC 0:: rorl:,: i .2 wEwEcoe:1 :::1 rol" E ~ e: 010! !~ "1"(;; 0 w'-'Ui'" :'C ~,w U c7.;:~ '51~h: ;c ,,:~ . IWICO'Cll ,0 .- I U > w l.c '. w I"E ! U en , 0_ ::J UJ . .....: 0_ - ..... WI e: ..., ::Ilen:_I E i w 1 ~Iu=.... 0, ....10::11"1 Ic , e: 2:C'21 I~ jw !w e: Ie: CIl e,u w~!wl>'EI U ! WI e: U w.:U: WI co:. 1 ~ 1 I ro Q) ::J Q) i~ I ....., I ro !W w".... E....' .10l, IU : E ..c i 05 ro ro ~ ro 112 Ie! I .~ ~10 U enULLlo.! ..... o o N lit i I~ I e: i 51 !OJ I 01' t; ~ ~ ~ ;: ~ ~ i.5 ! ~ "7 "7 '7 '7 "'7 "'7 l-gi..... 0000000 r ::s I Q) I I I I I I I iLL:~ ~ ~ ~ ~ ~ ~ ~ I..,: E I I I I I I I : c: :J ,.... ,.... ,.... ,.... ,.... ,.... ,.... ! E 1 Z "'7 "'7 "7 "'7 "'7 "'7 "';- lC)~u ~ ~ :; :; ~ :; :; I CI) I ~ -J, .., -J, .., -J, -J, .., I E.'c U U U U U t) U >0.,: 0 I I I I I I I DJiO 0 0 0 0 0 0 0 AGENDA ITEM WITH LATE DOCUMENTATION DIVISION: Administrative Services DEPARTMENT: Grants Administration SUBJECT: Authorization for the Mayor to execute the fiscal year 2002 Byrne Memorial State and Local Law Enforcement Assistance Formula Grant contracts with FDLE. DATE ITEM WILL BE A V AILABLE October 9.2001 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Helpline, Inc. Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Teenline Crisis Intervention and Referral Hotline IV as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC meetinq on 11/20/01 Aqenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $17,000.00 Current Year Portion: $17,000.00 Budgeted? Yes X No Account Codes: 125-06007-530490-GG0204-XXXXXX Grant: $12,750.00 . County Match: $0.00 ($4,250.00 match provided by Helpline) Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.g. Maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes Date In Neede~ '<C Division Director /... _~_ en YesD No~ - Risk Management t ~ J :J.. Lt l Q\ YesD NO~ C^- O.M.B./Purchasing loj Z-f.p J 0 ( YesD No[iJ/' County Attorney If) / z. 2../ () I YesD No[il./" Date Out -;;; -#'.17-; I o~-/o 1 10 JDI lopCOt/1 Comments: OMB Form Revised 9/11/95 MCP #2 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT FUNDS AGREEMENT THIS AGREEMENT is made and entered into this day of , 2001, 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 Helpline, Inc., whose address is Post Office Box 4767, Key West, Florida 33041, hereinafter referred to as "PROVIDER." WITNESSETH WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to the COUNTY to implement a program that provides Teeriline Crisis Intervention and Referral Hotline; and WHEREAS, the County is in need of an implementing agency to provide said services under this Program; and WHEREAS, the PROVIDER is the sole provider of this program; and WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to the PROVIDER in accordance with the COUNTY'S application for the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds. NOW THEREFORE, in consideration of the mutual understandings and agreements set forth herein, the COUNTY and the PROVIDER agree as follows: 1. TERM - The term of this Agreement is from October 1,2001, through September 30, 2002, the date of the signature by the parties notwithstanding, unless earli~r terminated as provided herein. 2. SERVICES - The PROVIDER will provide services as outlined in the COUNTY'S Anti- Drug Abuse Sub-grant Award, attached and made a part hereof. 3. FUNDS - The total project budget to be expended by the PROVIDER in performance of the services set forth in Section 2 of this agreement shall be the total sum of $17,000.00. The total sum represents federal grant/state sub-grant support in the amount of $12,750.00and local matching funds in the amount of $4,250.00, which amount shall be provided by Helpline. 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 A). 5. IMPLEMENTING AGENCY BOND - The PROVIDER is an implementing agency under the COUNTY'S Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program, and shall be bound by all the provisions of the documents incorporated by reference in Section 4 of this Agreement. Additionally, the PROVIDER shall be bound by all laws, rules, and regulations relating to the COUNTY'S performance under the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. 6. BILLING AND PAYMENT (a) The PROVIDER 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 PROVIDER. 7. TERMINATION - This Agreement may be terminated by either party at any time, with or without cause, upon not less than thirty (30) days written notice delivered to the other party. The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after the PROVIDER has received notice of termination. In the event there are any unused Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds, the PROVIDER shall promptly refund those funds to the COUNTY or otherwise use such funds as the COUNTY directs. 8. ACCESS TO FINANCIAL RECORDS - The PROVIDER shall maintain appropriate financial records which shall be open to the public at reasonable times and under reasonable conditions for inspection and examination and which comply with the Agreement incorporated in Section 4 of this Agreement. 9. AUDIT - The PROVIDER shall submit to the COUNTY an audit report covering the term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse or early termination and shall also comply with all provisions of the Agreement incorporated in Section 4 of this Agreement. 10. NOTICES - Whenever either party desires to give notice unto the other, it must be given by written notice, sent by registered United States mail, with return receipt requested, and sent to: FOR COUNTY: Monroe County Grants Administrator 1100 Simonton Street Key West, FL 33040 FOR PROVIDER: Lou Hernandez, Director Helpline, Inc. P. O. Box 2186 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 PROVIDER at its address specified above. The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after the PROVIDER has received notice of termination. . 12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services pursuant to this Agreement, the PROVIDER shall abide by all statutes, ordinances, rules, and regulations pertaining to, or regulating the provision of, such services, including those now in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State of Florida and Article 1 of the United States Constitution, which provide that no revenue of the state or any political 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 PROVIDER. If the PROVIDER receives notice of material breach, it will have thirty days in order to cure the material breach of the contract. If, after thirty (30) days, the breach has not been cured, the contract will automatically be terminated. 13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall assign this Agreement or any interest under this Agreement, or subcontract any of its obligations under this Agreement, without the written consent of the other. 14. INDEPENDENT CONTRACTOR/EMPLOYEE STATUS - The PROVIDER is an independent contractor. No statement in this agreement shall be construed so as to find the PROVIDER, its employees, contractors, servants, volunteers, or agents to be employees of the COUNTY. Persons employed by the PROVIDER in the performance of services and functions pursuant to this Agreement shall have no claim to pension, worker's compensation, unemployment compensation, civil service or other employee rights or privileges granted to the COUNTY'S officers and employees either by operation of law or by the COUNTY. 15. INDEMNIFICATION - The PROVIDER agrees to hold harmless, indemnify, and defend the COUNTY, its commissioners, officers, employees, and agents against any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related to the provision of services hereunder by the PROVIDER. 16. ENTIRE AGREEMENT (a) It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. (b) Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties. IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe County, Florida, on the day and year first written above. (SEAL) ATTEST: DANNY L. KOLHAGE, Clerk By: Deputy Clerk BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: Mayor/Chairman APPROVED AS TO FORM AN Al SUi:"CI Y DATE Helpline, Inc. By: Title: Witness SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY. FLORIDA ETHICS CLAUSE warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No.1 0-1990. For breach or violation of this provision the County may, in its discretion, terminate this contract without liability and may also, in its discretion, deduct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee. (signature) Date: STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature (name of individual signing) in the space provided above on this day of ,19 . NOTARY PUBLIC My commission expires: OMB - MCP FORM #4 '->1~~ 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." LE Florida Department of Law Enforcement Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee, Florida 32308 (850) 410-8700 James T. "Tim" Moore Commissioner October 3, 2001 The Honorable George Neugent Mayor, Monroe County Board of. County Commissioners 25 Ships Way Big Pine Key, Florida 33040 Re: 02-CJ-2H-11-54-01-134 / Teenline Crisis Intervention and Referral Hotline IV Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of$12,750 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 04A - Community Crime Prevention. A copy of the approved subgrant application with the above referenced grant number and project title is enclosed for your file. All correspondence with the Department should always refer to the grant number and project title. Your attention is directed to Section G of the subgrant, "Acceptance and Agreement". These conditions should be reviewed carefully by those persons responsible for project administration to avoid delays in project completion and cost reimbursements. Also, you should review the enclosed Subgrant Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This certificate constitutes official acceptance ofthe award and must be received by the Department prior to the reimbursement of any project expenditures. Committed to Service . Integrity . Respect . Quality The Honorable George Neugent 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, \ Q,Q~k l=-t . W~~.J Clayton H. Wilder 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 SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt ~nd acceptance of subgrant award number 02-CJ-2H-11-54-01-134 in the amount of $12,750, for a project entitled: Teenline Crisis Intervention and Referral Hotline IV for the period of 10/01/2001 through 09/30/2002, to be impleme~ted 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: October 3. 2001 Grant Period: From: 10/01/2001 To: 09/30/2002 Project Title: Teenline Crisis Intervention and Referral Hotline IV Grant Number: 02-CJ-2H-11-54-01-134 Federal Funds: $12,750.00 State Agency Match: Local Agency Match: $4,250.00 Total Project Cost: $17,000.00 Program Area: 04A 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 subgran~ee 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. 02-CJ-2H-11-54-01-134 SUBGRANT AWARD CERTIFICATE (CONTINUED) Additionally, the following general conditions apply to the award: (1) "Pay-to-Stay" Programs 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-stayll programs. IILocal jail, II 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. IIPay-to-Stayll programs as referenced in this condition, means a program by which extraordinary service, amenities and/or accommodations, .not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 the disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and ,environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s} where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. 02-CJ-2H-11-54-01-134 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 se~ices of other agencies, contractor, or other qualified third parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 02-CJ-2H-11-54-01-134 SUBGRANT AWARD CERTIFICATE (CONTINUED) 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 responsiblt party, property owner, or others to ensure that any residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender{s) I 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. 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. QJ2~~L~. lA~ Autho~zed Offlclal Clayton H. Wilder Community Program Administrator Jt9-:5-DI Date Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Gr:antP'rogram i I . Please read instructions before completing this application. I ~ The term "Department", unless otherwise stated, refers to the Department of Law Enforcement J UN 1 9 2001 The term "OCJG" refers to the Office of Criminal Justice Grants. .. ";F'''r n- ~ ~'. h..'_ ~:f CR!t/;fNAL .nJSTfr'c rt). .,_._~ The term "subgrant recipient" refers to the governing body of a city or a county or an Indian Tribe1\iarpe1form9-:'::'~:c;:"":J criminal justice functions as determined by the U.S. Secretary of the Interior. - L:~; 2T~i~-,.c> The term "implementing agency" is a subordinate agency of a city, county or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subarant Data 1. This section to be completed by Subgrantee 2. This section to be completed by OCJG Continuation of Previous Subgrant? Yes Jroject 10 # I Pro~'}.A Area #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant '7~ /7n SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2000 - CJ - 08-11-54-01-082 2002 - CJ - :2H- Jl- .51-..aJ.. - ~4 B. Applicant Information 1. Subgrant Recioient Name of Chief Elected Official! State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code! Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-872-9195 2. Chief Financial Officer of Subarant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 VYhitehead St. Area Code! Phone # 305-292-3550 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-295-3663 3. Imolementina Aaencv - Name of Chief Executive Official! State Agency Head: James L. Roberts County ~ Title: County Administrator Monroe Address: 5100 College Road Area Code! Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 1 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: County (Implementing Agency Employee) David P. Owens Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305.292-4482 City, County, State, Zip Code: Key West, FL 33040 SUN COM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 5. Contact Person Name of Contact Person: Rick Carey County (if other than Project Director) Title: Teenline Coordinator Monroe Address: PO Box 2186 Area Code I Phone # 305-292-8445 City, County, State, Zip Code: Key West, FL 33045 SUNCOM # E-mail Address: Teenline1@aol Area Code I Fax # 305-292-8447 6. Person Responsible For Financial Rellortina (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 7. Person Resllonsible For Programmatic Performance Rellortina (if known) Name: Rick Carey County Title: Teenline Coordinator Monroe Address: PO Box 2186 Area Code I Phone # City, County, State, Zip Code: Key West, FL 33045 SUNCOM # E-mail Address: Teenline1@aol Area Code I Fax # FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 2 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: Teenline Crisis Intervention and Referral Hotline 2. Identify the year of the project (I, II, III, etc.) IV 3. Project implementation period I Start: 1 October 2001 I End: 30 September 2002 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name; David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # ; 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer proqram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes_ No X_ 7. Cash Advance: If yes, a letter of request must be submitted with the application. , Yes - Amount No X - -- - FDLE 8 me Formula Grant A lication Packa e Revised 04/11/2001 Grant A lication Section 11- Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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 Daoe if necessary. Do not exceed two DaQes. The 1999 Monroe County Youth Risk Behavior Survey indicated the following problem areas: 1. 31 % of students consumed their first drink of alcohol by age 12. 2. 58% of students had at least one drink of alcohol during the 30 days preceding the survey (current users). 3. 37% of students had five or more drinks of alcohol in a row on one or more of the 30 days preceding the survey (episodic heavy drinking). 4. 65% of students had tried cigarette smoking. 5. 14 % of students had made a specific plan to attempt suicide during the 12 months preceding the survey. 6. 56% of students had sexual intercourse during their lifetime (sexual experience). 7. 17% of students had four or more sex partners during their lifetime. 8. 6% of students reported that they had been pregnant or got someone pregnant. 9. 52% of students had used marijuana during their lifetime. 10.12% of students had used some form of cocaine during their lifetime. Having received calls on the above-mentioned problems, Teen Line continues to execute its mission by providing accurate crisis information and timely referrals to the appropriate County agency or program. The facts are clear, young people face many of the same problems adults face; however, resources to our youth are often limited and unavailable. The Teen Crisis Line enables both parents and young adults to get the help they need when they need it. Teens have peers to talk with, peers to listen to and most of all, peers who understand they are not alone. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section If. Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancement/expansion, staff, 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. Teen Line has expanded Help Line's services to the youth and families of Monroe County. In addition to the 24 hour a day county wide service, Teenline also provides a "safe-place" where teens can talk to their peers and or trained adult volunteers about substance-abuse, school and family conflict problems. The 2001 Teenline program now has internet access via TEENLlNE1@AOL.COM and it's own TV show that is aired on A TT local cable channel 19 and is available through out Monroe County. The Byrne Grant will enable Helpline to pay one third of the Teenline Coordinator's salary. This position administers, plans, directs, trains, and evaluates Teenline volunteers. This includes organizing 4 training sessions. per year to recruit and educate new volunteers. The Teenline Coordinator reports directly the Helpline Executive Director. Teenline is located at 1623 #1 Spaulding Court, Key West, FL. Presently all phone lines and computer facilities are located there. All Teenline volunteers are trained and supervised by adult telephone counselors. Teenline has a cooperative service agreement with the Monroe County School System with materials distributed to counselors and teachers. In addition, Teenline is working with the Department of Juvenile Justice to provide community service projects for those willing to go through the Teenline training and assist in helping their peers. The target population for Teenline is all youth and their parents in Monroe County, a rural and geographically- dispersed chain of islands running over a 120 mile span. Teens and their parents are able to utilize the phone crisis line free of charge through a 1-800-273-4558, 24- hour hotline. The purpose of Teenline, as well as Helpline, is phone crisis intervention, information and referrals. Providing timely information and referrals to appropriate services is crucial in area like Monroe County, due to few and scattered resources, using a telephone communication system provides a quick and immediate link to service referrals. Helpline is licensed by the Florida Department of Children and Families as a Substance Abuse Prevention Counseling Service Provider. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Program Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, Le., Uniform Objectives, Project-Specific Objectives and Self-Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second page if necessary. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a one- page listing of authorized program areas. #04A Community Crime Prevention b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. Uniform Objectives (Mandatory, copy as worded for the program area addressed). 4A.12 To provide 150 individuals/families with crisis intervention or counseling. Self-qenerated objectives: 1. To provide one crisis intervention and referral service site at 1623-A Spalding Court, Key West, Florida. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activitv Implementation Schedule. Complete the Activity ImplE;lmentation 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 "Program Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period 10/01/01 throuoh 9/30/02 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports (If applicable) .. Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep 24 hour teen line operation & X X X X X X X X X X X X supervision FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 7 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show aff figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Am~unts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual Services 12,750.00 4,250.00 17,000.00 Expenses Operating Capital Outlay Indirect Costs I Totals 12,750.00 4,250.00 17,000.00 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 8 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative a. Identify type of Budget, Le., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should be included, as well as the federal fund and cash match amounts. c. 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. d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost.] e. Costs must not be allocated or included as a cost to any other federally financed program. (Continue on additional paoes if necessarv.) Byrne Grant Funds will be used to pay a portion of the Teenline Coordinator's Salary. Financials will be submitted each quarter for reimbursement, along with the Teenline quarterly report. Teenline Coordinator Salary: $12,750 Helpline Match: $ 4,250 Total Teenline Salary: $ 17,000 Sources of Matching Funds: Helpline receives funding from United Way of Monroe County, Florida Department of Children and Families, The Florida Attorney General Office, private fundraising and donations. Helpline will provide matching funds for the Teenline Grant from cash reserves currently existing in the FY 2001 budget. These funds will be specified and dedicated for this purpose. Job Description of Teenline Coordinator: Responsible to the executive director for planning, evaluating, and administering the Teenline volunteer program for a volunteer based, non-profit, multi-purpose human services agency offering information referral and telephone crisis intervention programs to teens and their families throughout Monroe County. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 9 Application for Funding Assistance Florida Department of Law Enforcement 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 government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (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-2t, A-87, and A-ttO, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the recipient. FDLE B me Formula Grant A Revised 04/11/2001 Grant A /ication Section 11- Page 10 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMB Circular A-8?, "Cost Principles for State. Local and Indian Tribal Governments", or OMB Circular A-21 , "Cost Principles for Educational Institutions" . b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income earned by the 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contraCt's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The 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 recipient retains the property, notwithstanding expiration of this agreement. 12. 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, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circular A-110. 13. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports . a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) "Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal government." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, pr~ss releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receiving these federal funds, including but not limited to state and focal governments, shall clearly state: a. The percentage of the total cost of the program or project that shall be financed with federal funds, and. _ b. The dollar amount of federal funds to be expended on the project or program. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Prociram 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the 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 recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Prociram 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the. 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 recipient in writing to procure such supplies or services from other sources, and . (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the 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. 21. Written Approval of Changes in this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget c?tegories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds abo.'!? 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. 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. FDLE B me Formula Grant A /ication Packa e Revised 04/11/2001 Grant A /ication Section 11- Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, 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 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Prociram (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a: A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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 Co(lfrol 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 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 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 recipient agreement does not constitute approval of the subgrant-fu.nded development or operation of a criminal intelligence system. FDLE B me Formula Grant A Revised 04/11/2001 Grant A lication Section fI- Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director 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, 0, E, F, G and H. b. The recipient and a criminal justice agency that is the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 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 Ill), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act (UlNA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 1 OO-year flood plain; FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /1- Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for eXample, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The 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 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 person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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 Lobbvino Activities, according to its instructions. (3) . The undersigned shalf 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 accordingiy. __ 39. State Restrictions 0(1 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. FDLEB me Formula Grant A Revised 04/11/2001 Grant A Iication Section 11- Page 18 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 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 crit~ria 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 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 application for federal assistance is ~~oss ~rLdS. ~~( ~ Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: June 14, 2001 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMB/Grants A RESOLUTION OF THE BoARD OF COMMISSIONERS OF MONROE COUNTY, FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001, the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and WHEREAS, the Mohroe County Substance Abuse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, . BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to signand submit the application packet for the FY01/02 grant funds to the Florida Department of Law Enforcement Anti-Drug Abuse Grant Program; and that 3. This resolution shall become effective immediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. ..' .' ~ C) '1 PASSED A~Q ADOPTED by the Board of County Commissioners of Monr~ qwn~ r Florida, at a regular meeting of said Board held on ~h~ 16th day of May, A. ~E2001;po ~ . . . rrJ~-< .-< .. .. ("'):-""' r W -., ., ....~/.. Mayor George Neugent on. - ~ YPC: C~;:.~ __ Mayor ProTem Nora Williams yes ~~~ 5; fg Commissioner Spehar yes :-<..::C ~ CO C) "Tl. > .. CJ Commission~r McCoy ypc; ~: ~ en .;0 Commissioner Nelson yes CO CJ ; , YL. KOLH".GE, Cler~ounty B:e of ~~ner'tt ~ D_C.: 2) ~ L G Cle of Court Mayor API'ROVED AS TO FORM AND l AL SUFF I Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Department of Law . Office of Criminal Justice Signature: CP~Jw,. f.J. uh ~tfJ~ Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: / D - -S... 0 I :. '~^-., '.. ..' ..,~ ; ?~;::;} -~,.. . :' .':" "',~;~:. ..<,:."~-:,;!'5$,lJb9'~~~.tRe~.h)i~'n.fi~;~:~~t.~~'-' . " .. ... "J'.". ..: ..<'.,>:c.Authorizing Official. of Governmental. Unit ;.':::'(Comn,issio~ 'ch~iirman', Mayor, or'Desigriate~"Repre~E)n~.I,,,. Commissioners Signature: Type Name and Title: James L. Roberts. Countv Administrator June 14. 2001 Date: Type Name of Implementing Agency: Monroe Countv Board of County Commissioners ~-><2:LL Signature: Type Name and Title: James L. Roberts, Countv Administrator June 14, 2001 Date: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 19 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Signature: &~ 4n. YJ. ~f)w Type Name and Title: Clavtori H. Wilder. Community Prooram Administrator Date: /0 -3,()J ~'." ., . ':_';.':."u".SUbgrcintRe~ipienf.~..,..,.:. .:;.!.\<,'~~~Authorizing Official of Governmerital Un .'JCommission Chair~a.nJ'Mayor,'or.oesign~~ec:t R.epr~~eIL<l: IXe ." . - '..,... . ...., "'." .-".-.-.... .". Type Name of Subgrantee: Monroe Countv Board of County Commissioners Signature: J_~ Type Name and Title: James L. Roberts. Countv Administrator Date: June 14, 2001 ". '.' ,- . " ~.: . .:" >O".<.c -~ "1;;,:' ....;-..:>... . _. Implementing Agency ... J';:.::Ji.~:'ii;{2';::..:,..,~,,- '.. ..: Offi5ial, Administrator oi-pesignated .Representa.ti;;e~'>:~\fi .,><,'.::',!;//,i"E .' .: '.1-,":. .- '-'::~- .," _. ......;...;."f.\~:~.~:-.. ',C:,:;""",,, '-'.';;.'.-:: Type Name of Implementing Agency: Monroe County Board of County Commissioners ~?.~~ J Signature: Type Name and Title: James L. Roberts. County Administrator Da~: June 14, 2001 FDLE B me Formula Grant A Revised 04/11/2001 Grant A Iication Section 1/ . Page 19 Date: 10/02/2001 Performance Reporting System Objectives for a Subgrantee Page No: 1 Monroe County 02-CJ-2H-11-54-01-134 04A.12 To provide a specified number of individuals/families with crisis intervention or counseling services. 150.000 1 Objective D~te: 10/02/2001 Performance Reporting System Performance Questions Page No: 1 Monroe County 02-CJ-2H-11-54-01-134 o 4A. 12 Part 1 During this reporting period, how many individuals were provided crisis intervention or counseling services? 1 Question ,I MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Monroe County Sheriffs Dept. Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Monroe Youth Challenge I as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC meeting on 11/20/01 AQenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $34,649.00 Current Year Portion: $34,649.00 Budgeted? Yes X No Account Codes: 125-06021-530490-GG0212-XXXXXX Grant: $25,986.00 County Match: $8,663.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support~filing reports, oversight (e.Q. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW YesD Nog/ YesD NO~ Date Out Date In Division Director /t>-~_i Risk Management IO! z l-fj 0 ( O.M.B.lPurchasing IOfw 0 I County Attorney /()/~2-/0 / :'\. ! 01 <-.~ )ed I~/~LD) ;cJ2t/? J Comments: OMB Form Revised 9/11/95 MCP #2 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT FUNDS AGREEMENT THIS AGREEMENT is made and enterea into this day of , 2001, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040, hereinafter referred to as "COUNTY," and Monroe County Sheriff's Dept., whose address is 5525 College Road, Key West, Florida 33040, hereinafter referred to as "PROVIDER. " WITNESSETH WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to the COUNTY to implement a program that provides Youth Challenge Day services; and WHEREAS, the County is in need of an implementing a.gency to provide said services under this Program; and WHEREAS, the PROVIDERis the sole provider of this program; and WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to the PROVIDER in accordance with the COUNTY'S application for the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds. NOW THEREFORE, in consideration of the mutual understandings and agreements set forth herein, the COUNTY and the PROVIDER agree as follows: 1. TERM - The term of this Agreement is from October 1, 2001, through September 30, 2002, the date of the signature by the parties notwithstanding, unless earlier terminated as provided herein. 2. SERVICES - The PROVIDER will provide services as outlined in the COUNTY'S Anti- Drug Abuse Sub-grant Award, attached and made a part hereof. 3. FUNDS - The total project budget to be expended by the PROVIDER in performance of the services set forth in Section 2 of this agreement shall be the total sum of $34,649.00. The total sum represents federal grant/state sub-grant support in the amount of $25,986.00 and local matching funds in the amount of $8,663.00, 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 A). 5. IMPLEMENTING AGENCY BOND - The PROVIDER is an implementing agency under the COUNTY'S Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program, and shall be bound by all the provisions of the documents incorporated by reference in Section 4 of this Agreement. Additionally, the PROVIDER shall be bound by all laws, rules, and regulations relating to the COUNTY'S performance under the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. 6. BILLING AND PAYMENT (a) The PROVIDER 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 PROVIDER. 7. TERMINATION - This Agreement may be terminated by either party at any time, with or without cause, upon not less than thirty (30) days written notice delivered to the other party. The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after the PROVIDER has received notice of termination. In the event there are any unused Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds, the PROVIDER shall promptly refund those funds to the COUNTY or otherwise use such funds as the COUNTY directs. 8. ACCESS TO FINANCIAL RECORDS - The PROVIDER shall maintain appropriate financial records which shall be open" to the public at reasonable times and under reasonable conditions for inspection and examination and which comply with the Agreement incorporated in Section 4 of this Agreement. 9. AUDIT - The PROVIDER shall submit to the COUNTY an audit report covering the term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse or early termination and shall also comply with all provisions of the Agreement incorporated in Section 4 of this Agreement. 10. NOTICES - Whenever either party desires to give notice unto the other, it must be given by written notice, sent by registered United States mail, with return receipt requested, and sent to: FOR COUNTY: Monroe County Grants Administrator 1100 Simonton Street Key West, FL 33040 FOR PROVIDER: Richard D. Roth, Sheriff Monroe County Sheriff Department 5525 College Road 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 PROVIDER at its address specified above. The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after the PROVIDER has received notice of termination. 12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services pursuant to this Agreement, the PROVIDER shall abide by all statutes, ordinances, rules, and regulations pertaining to, or regulating the provision of, such services, including those now in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State of Florida and Article 1 of the United States Constitution, which provide that no revenue of the state or any political 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 PROVIDER. If the PROVIDER receives notice of material breach, it will have thirty days in order to cure the material breach of the contract. If, after thirty (30) days, the breach has not been cured, the contract will automatically be terminated. 13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall assign this Agreement or any interest under this Agreement, or subcontract any of its obligations under this Agreement, without the written consent of the other. 14. INDEPENDENT CONTRACTOR/EMPLOYEE STATUS - The PROVIDER is an independent contractor. No statement in this agreement shall be construed so as to find the PROVIDER, its employees, contractors, servants, volunteers, or agents to be employees of the COUNTY. Persons employed by the PROVIDER in the performance of services and functions pursuant to this Agreement shall have no claim to pension, worker's compensation, unemployment compensation, civil service or other employee rights or privileges granted to the COUNTY'S officers and employees either by operation of law or by the COUNTY. 15. INDEMNIFICATION - The PROVIDER agrees to hold harmless, indemnify, and defend the COUNTY, its commissioners, officers, employees, and agents against any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related to the provision of services hereunder by the PROVIDER. 16. ENTIRE AGREEMENT (a) It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. (b) Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties. IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe County, Florida, on the day and year first written above. By: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: (SEAL) ATTEST: DANNY L. KOLHAGE, Clerk Deputy Clerk Mayor/Chairman Monroe County Sheriffs Dept. By: Title: Witness SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY. FLORIDA ETHICS CLAUSE warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County may, in its discretion, terminate this contract without liability and may also, in its discretion, deduct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee. (signature) Date: STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature (name of individual signing) in the space provided above on this day of ,19_. NOTARY PUBUC My commission expires: 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." FBLE Florida Department of Law Enforcement Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee, Florida 32308 (850) 410-8700 James T. "Tim" Moore Commissioner October 3, 2001 The Honorable George Neugent Mayor, Monroe County Board of County Commissioners 25 Ships Way Big Pine Key, Florida 33040 Re: 02-CJ-2H-11-54-01-1311 Monroe Youth Challenge Program I Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of $25,986 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 04A - Community Crime Prevention. A copy ofthe 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 Sub grant Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This 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 George Neugent 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, CQLLy~N.~ Clayto:a H. Wilder 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 SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 02-CJ-2H-11-54-01-131 in the amount of $25,986, for a project entitled: Monroe Youth Challenge Program I for the period of 10/01/2001 through 09/30/2002, 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 Offic.ial) (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: October 3, 2001 Grant period: From: 10/01/2001 To: 09/30/2002 Project Title: Monroe Youth Challenge Program I Grant Number: 02-CJ-2H-11-54-01-131 Federal Funds: $25,986.00 State Agency Match: Local Agency Match: $8,663.00 Total Project Cost: $34,649.00 Program Area: 04A 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. 02-CJ-2H-11-54-01-131 SUBGRANT AWARD CERTIFICATE (CONTINUED): Additionally, the following general conditions apply to the award: (1) "Pay-to-Stay" Programs 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 service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 the disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. 02-CJ-2H-11-54-01-131 SUBGRANT AWARD CERTIFICATE (CONTINUED) Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the'transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 02-CJ-2H-11-54-01-131 SUBGRANT AWARD CERTIFICATE (CONTINUED) 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 any residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender(s) I 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. 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. (!J~~ I-l. Ld~ ~-'"' Author zed Offlclal Clayton H. Wilder Community Program Administrator / D ~-O l Date Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula GFant.Program~~ ~~,-, _., i ..., - ""- . ~ ...;. ~ ;\~-:- :..:..,~ ~ 'i.' t....::..... -c..~; The Please read instructions before completing this application. The term "Department", unless otherwise stated, refers to the Department of Law Enforcement JUN 1 9 2001 The term "OCJG" refers to the Office of Criminal Justice Grants. ,CFFlSE cr CRIMi1lALJUSTICE CD.:.:'TS t... The term "subgrant recipient" refers to the governing body of a city or a county 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by Subgrantee 2. This section to be completed by OCJG Continuation of Previous Subgrant? No hrOje~~D # I Program Area #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant 11- I (H.J.A SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - - - - - 2002 - CJ -.& -lL - ~- QL - J:31 - - - - - B. Applicant Information 1. Subgrant Recipient Name of Chief Elected Official! State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code! Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-872-9195 2. Chief Financial Officer of Subgrant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. Area Code! Phone # 305-292-3550 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-295-3663 3. Implementing Agency Name of Chief Executive Official! State Agency Head: James L. Roberts County Title: County Administrator Monroe Address: 5100 COllege Road Area Code! Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Proiect Director Name of Project Director: County (Implementing Agency Employee) David P. Owens Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 5. Contact Person Name of Contact Person: Greg Artman County (if other than Project Director) Title: Community Relations Director, Monroe County Sheriff's Dept. Monroe Address: 5525 College Road Area Code I Phone # City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 6. Person Responsible For Financial ReoortinQ (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: .mcgrnts@mail.stateJl.us Area Code I Fax # 305.295-4320 7. Person Responsible For rro~rammatic Performance Reporting (if known) Name: Greg Artman County Title: Community Relatiuns Director, Monroe County Sheriff's Dept. Monroe -- Address: 5525 College Road Area Code I Phone #~ City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 2 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: Monroe Youth Challenge Program 2. Identify the year of the project (I, II, III, etc.) Year I 3. Project implementation period I Start: 10/01/01 I End: 09/30/02 D. Fiscal Data 1. m other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code / Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer proaram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes - No X 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes~ Amount No -X- FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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 a e if necessa . Do not exceed two a es. Coalition partners of the Monroe Youth Challenge Program (MY Challenge) began to unite in spring, 2000, in response to community recognition of increases in teen fighting and harassment, drug and a1cohol- related violence, suspension rate, and the incidence of teen suicide. Need has been documented in the Florida Keys Healthy Start Coalition 1999 Youth Risk Behavior Survey, which noted that Monroe County Monroe County schools ranked 81h in the state for violence, 41h in the state for vandalism arrests and 3rd for drug misdemeanor arrests. (Collectedfrom Monroe County's three high schools. 1330 students surveyed.) Additional data showed that: X 17% of students seriously considered suicide during 12 months preceding survey X14% of students actually attempted suicide during 12 months preceding survey X 17% of students carried weapons during the 30 days preceding survey X31 % of students had been in a physical fight during 12 months preceding survey X15% had been physically hurt by their boyfriend or girlfriend X12% had been forced to have sexual intercourse According to Monroe County's 1999 District's Needs Assessment, the #1 risk factor we need to address is Alienation and Rebelliousness of students. Need continues to be demonstrated in the latest 2000 Florida Youth Substance Abuse Survey, conducted by the Department of Children and Families which shows that Florida youth have elevated risk in all domains. Risk factors which place our students notably above the national norm include academic failure, friends' delinquent behavior, poor family discipline and personal transi tions/mo bility. MY Challenge tears down walls of separation and builds respects, tolerance and compassion among participants, including those students most at Iisk of violence and involvement in crime and gangs. My Challenge deals with the currently unaddressed issues of anger management, isolation, civic responsibility, violence, racism, teasing, stereotypes, tobacco, drugs, alcohol and more. Adding a "preventive" discipline component to the traditional time constrained discipline structure of our schools, allows the transformation of student anger, separation and peer pressure into tolerance, peer support and acceptance of self and others. This is the key to reducing violence in our schools. Unlike any other programs, My Challenge is a student driven effort to create a unified, safer school environment, discover personal strengths, build leadership skills and celebrate everyone's diversity. It avoids duplication and enhances the delivery of existing services by utilizing existing government and private services and employees. MY Challenge addresses the abc;we mentioned risk factors and supports substance abuse prevention education through: I) motivational workshops which build positive, empathetic relationships with peers and adults; 2) youth leadership development which promotes community service projects and supports student mentor/mentee relationships; 3) adult role model teams which provide ongoing, follow-up support to groups of student mentors/mentees and their families; 4) grassroots coordination with existing law enforcement, juvenile justice and substance abuse resource organizations in order to integrate and reinforce the impact of existing crime prevention and substance abuse education efforts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancemenUexpansion, staff, 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. The Monroe Youth Challenge Program (MY Challenge) is a grassroots crime prevention, safety, substance abuse education and overall health initiative designed to build the capacity of 2,600 adolescents and approximately 500 adults to reduce violence, juvenile crime, truancy, addictive risk behaviors, alienation and intolerance in all domains: individual/peer, family, school, community. The MYC partnership includes schools, law enforcement, health providers and more than 300 community volunteers from the Upper and Middle Keys. MY Challenge was piloted in thre~ schools in the Upper and Middle Keys from April 2000 to April 2001. Already, more than 700 students and nearly 300 adults have each received eight hours of training in anger management, substance abuse education and conflict resolution. Institutional partners and business/civic volunteers provided substantial funding and in-kind service to pilot MYC. MY Challenge primary partners, the Monroe County Education Foundation, Monroe County Public Schools, Monroe County Sheriffs Office and Monroe County Area Health Education Center, have provided invaluable funding, facilities and staff liaison for the pilot phase ofthe program.. Business partners include Home Depot, Marine Bank, Office Depot, many small business owners, and service organizations such as Marathon Zonta and Key Largo Rotary. The grassroots community (Student and Adult) coalition is maintained through School- Community Teams based at Marathon High School and Coral Shores High School. Coordinating activity is being centralized under the auspices of the Monroe County Sheriffs Office and Monroe County Education Foundation and its Board of Directors, a body experienced in support of innovative and intervention-sensitive programming for students at risk. MY Challenge overall short and long range goals are to help adolescents achieve academic competency, social purpose, self-directedness and a sense of belonging and value. Specific objectives are to reduce adolescent health-risk behaviors (i.e., violence, substance abuse, smoking, pregnancy, HIV/ AIDS), improve the mental and social health of children and families, and facilitate teen-centered decisions to address school and community problems. Additionally, ~ coordination with existing youth/adult counseling services is a vital part ofthe program's mISSIOn. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Proqram Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, Le., Uniform Objectives, Project-Specific Objectives and Self-Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a secondoaaeifnecessaN. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a one- page listing of authorized program areas. 4A (#) Communitv Crime Prevention (Title) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. Uniform Obiectives (Mandatory, copy as worded for the program area addressed). 1. Providing community and neighborhood programs that assist citizens in preventing and controlling crime, including special programs that address the problems of crimes committed against the elderly and special programs for rural jurisdictions. 04A.05 04A.01 04A.02 04A.03 04A.04 04A.09 Comprehensive implementation of MY Challenge youth leadership and affective-strategies curriculum would allow all Monroe County students to receive a day-long intensive training at least twice in their secondary school career. First, as an incomin~ Freshman and then again, as a Junior when the student is trained as a mentor. These students oecome part of a Mentor Family that consists of an adult sponsor, an upper class student mentor, and 3-5 freshman. The trained upper classmen mentoring students in lower grades, are reinforcing a system of peer acceptance and non- violent, non-drug using norms.. The adolescent's family and community domain would be affected by training approximately 500 or more parent, business and civic volunteers in violence reduction, drug use prevention and social mentonng. Trainings are inter-generational and.serve to motivate adult sponsors and student mentors to continue working as a small-group support network with targeted students. The third level of impact will occur through coordinated resource linkage of public and private resources to plan extracurricular and empowerment activities for youth throughout the county. Follow-up activities include monthly mentor family trainings and weekly after school leadership programs. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Ac tivity 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 "Program Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period October 1 , 2001 throuqh September 30, 2002 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug Sep CSHS Challenge Day 9th Grade X CSHS Challenge Day 12th Grade X CSHS/MHS Mentor Training X MHS Mentor Family Challenge Day X MHS Challenge Day 8th Grade X - "Adopt A Studenr Mentor Initiative X X X X X X X X X X X X ~ Key West Challenge Day X Monroe County X Regional Leadership Conference Preventive Discipline Peer Mediation X X X X X X X X X X X X Monthly Mentor Family Trainings X X X X X X X X X X X X FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 8 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Weekly After School Program X X X X X X X X X X X Community SeNice Projects X X X X X X X X X X X X "Adopt A Studenr Mentor Program X X X X X X X X X X X X FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Prooram F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual SeNices, Expenses. Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual SeNices 25,986 8,663 $34,649 Expenses Operating Capital Outlay Indirect Costs Totals 25,986 8,663 $34,649 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative a. Identify type of Budget, Le., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual SeNices, Expenses, Operating C~pital Outlay, Indirect Costs). The Total Project Costs should be included, as well as the federal fund and cash match amounts. c. 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. d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost.] e. Costs must not be allocated or included as a cost to any other federally financed program. (Continue on additional paoes if necessary.) MY Challenge, under the auspices of Monroe County Sheriff's Department, requests that $34,649 in Edward Byrne Memorial State and Local Assistance Program funds be allocated to support program Implementation and development. The requested funds will be used to support a coordinator position. The MYC Coordinator will have Keys-wide impact. Job responsibilities will include directly supporting school teams; educating students, parents and MY Challenge partners; scheduling training; supporting school system protocols; communicating regularly WIth law enforcement and youth counseling resource aBencles; strengthening existing school and community-based prevention programming; maintaimnB liaison with area Guidance Clinics, the Sheriffs Office, DARE, Department of Juvenile Justlce, 'Youth tobacco education programs, Domestic Abuse Shelter youth. advocates, Department of Children and Families, and others;.develop~ng new private and public funding sources for MYC and substance abuse prevention, educatIOn and mterventlon. BUDGET Program Coordinator: $34,649.00 approx. 1200 hours at 28.87 per hour (independent contractor paid by Monroe County Sheriffs Dept) TOTAL REQUEST: $34,649.00 This will result in a net personnel increase at the agency; it is not an existing position. The Monroe County Sheriffs Office will be the provider of these services, and will obtain an independent contractor, as noted above, to perform the duties of program coordinator. Monroe County Sheriffs Office maintains offices throughout the County; the coordinator will be based in the Marathon area, but will serve all of the County. Byrne Grant funds: Monroe County general revenue fund match: Total: 25,986.00 . 8.663.00 34,649.00 This will result in a net increase in personnel. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Prooram G. Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (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 recipient. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Byrne Memorial State qnd Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMB Circular A-87, "Cost Principles for State. Local and Indian Tribal Governments", or OMS Circular A-21 , "Cost Principles for Educational Institutions" . b. All procedures employed in the use of federal funds to procure seNices, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income eamed by the 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). 10.. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I . Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The recipient shall establish and administer a system to protect, preseNe, 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 recipient retains the property, notwithstanding expiration of this agreement. 12. 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, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circular A-11 O. 13. Copyright The awarding agency reseNes a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize oth.ers to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) ''This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) "Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal government." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receiving these federal funds, including but not limited to state and local governments, shall clearly state: a. The percentage Df the total cost of the program or project that shall be financed with federal funds, and-- b. The dollar amount of federal funds to be expended on the project or program. FDLE B me Formula Grant A Revised 04/11/2001 Grant A lication Section 11- Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reseNes the right to recover any disallowed costs identified in an audit completed after such closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those seNices satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the 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 recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter. the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the recipient shall not be deemed in default, unless: (1) Supplies or seNices to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the recipient in writing to procure such supplies or seNices from other sources, and . (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual seNices between the 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. 21. Written Approval of Changes In this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved' budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, cr staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE B rne Formula Grant A lication Packa e Revised 04/11/2001 Grant A lication Section /I - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. b. The Department reseNes the right to unilaterally terminate this agreement if the 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a: A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components~, January 1997. This document can be obtained from FDLE, Office ,of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 recipient and a criminal justice agency that is the implementing agency agree to certify that they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR Pari 23 - . Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this agreement. c. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the 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 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE B rne Formula Grant A lication Packa e Revised 04/11/2001 Grant A lication Section 11 - Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director 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, 0, E, F, G and H. b. The recipient and a criminal justice agency that is the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 34. Americans with Disabilities Act Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101- 336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title I), state and local government seNices and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 27 4A( e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 1 OO-year flood plain; FDLE B rne Formula Grant A Iication Packa e Revised 04/11/2001 Grant A lication Section 1/. Page 18 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The 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 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 person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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. (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. FDLE B rne Formula Grant A Revised 04/11/2001 Grant A lication Section 11- Page 19 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 FonnuJa Grant Program CRIMINAL JUSTICE 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 Criminal Justice Agency. . .(Se/ect 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): lQS..Has a Current EEO Plan Does Not Have a Current EEO Plan 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. Signature of Criminal Justice Agency Authorized Official Type Name: Richard D. Roth Name of Criminal Jus~nCY; Monroe ~SheriffS Deoartmen\ Title: Sheriff PI ~ KA- 91i7/01 I I Date: FDLE Byrne Formula Grant Appllcatlon P:ackage Revised 04/1112001 EEO Cerlif1t:ation Appendix N - Page 2 of 2 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 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 1 have read the Act criteria set forth in the Subgrant Application Instructions. I understand that jf 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 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 subgranl application for federal assistance is approved or face loss of fed~ ~~ Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: Countv Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: 6 / I ~-/61 t FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMB/Grants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY ' , FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001, the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution'of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and. .' .- WHEREAS, the Monroe County Substance Ab~se Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, BElT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrato~ is Jl~r~.by'~~!h9.ri~~~)~~!gn,~n.~_~,,':!?!l:'i~,tQ~i application packet for the F'(011~2 _gra~t f~ncJ~~q.!b~.;E!~Ii,qC!_Q~Pa.rt,I!t~gJ:;<?t Lavi Enforcement Anti-Drug Abuse ~rarlt PE9~r~~.;~nd that 3. This resolution shall become effe-ctive iinmediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. PASSED A.~Q. ADOPTED by the Board of County Commissioners of Monr<~ C9un~ '-;""! Florida, at a regular meeting of said Board held on th~ 16th day of May, A.~.s2~01:p- .,' ,m~~ ~ '~"o 4';'.. ("")- r c..,.) ", ~~.~,. Mayor George Neugent ypc. ~~;':; Mayor ProTem Nora Williams yes -to ~ ~ Commissioner Spehar yes ~~; 'E Commission~r McCoy YP~ ~: ~ en Commissioner Nelson yes CO r fl1 CJ -rt C) ::0 ::0 fl1 c-:> C) . ;:0 CJ .- ! YL. ROLHJj.GE. Cler~ounty B:e of ~~ner~ ~ D.C.: ~ C ~ Cle of Court Mayor ' APPROVED AS TO FORM AND l Al SUfF I Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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.Eriforcement , Office of Criminal Justice'Grants Signature: Qpa;~~'~ Type Name and Title: Clavton- H. Wilder. Communitv Proqram Administrator Date: /0 --3' OJ ~lt~~~~lf91~~r~~~<<tl;~;~1~~~~:~~~~~l!1i~~:): Type Name of Subgrantee: Monroe County Board of County Commissioners -~?~ Signature: Type Name and Title: James L. Roberts. County Administrator Date: G.v / I ~ 16 ( I "~'., '.~ .~,. ,-,. --". ,',.,. -" :'In,~I~~~hhri~'Agen~; Official, Adrninistratof?r, Besignated Type Name of Implemen.ting Agency: Monroe County Board of County Commissioners ~ :::>~ --1---.ct Signature: Type Name and Title James L. Roberts. County Administrator (g I, ::S-/O I . " , Date: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 ' Grant Application Section 1/- Page 20 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram I. 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. ~:~~*:rti1/;:~~!~~~'~~~~~f;:rl~It;1~~{~'(t: S;gnature: ~~ -IJ . W~~ Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: 10-3-01 ", ;4:~;i~1t". ::!i-, ';:SYJ;:. ,.. .::,~'. :;I::,',';VSubgtanf RQ~ipie'~t~'8'f~~~ , ";""'." ,'r~ ,._~:.."_.-: .... .'q:;c;,,', Authorizing Offichilof GovernmeniaI-Unit_, :~;:.>~,-:'>':;.>fi:~tL(<(COIT16;!~sion' ~hClirm~n, MaYO?~9r.Q,~sig~aJ!K[!'p~s~n:t~~_:~ Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: -' / ~ --.J _ -=::.. Type Name. and Title: James L. Roberts. County Administrator Date:~ I sf b \ .: .. .. .,;;~~Plemeritingk~~ri~;ff1(~~~i~~~~f Administrator or Designated RepresEmtative;".-.., - . ". -. -.....i:;~~~;:.- ."' :-. :':";~~::';-"'....?;..,:rf:",-=::"3<:~.~~.i~~'~~r<~ Type Name of Implementing Agency: Monroe Coun Board of Co un Commissioners Signature: - / ~ ---./ _ .L:..:.. Type Name and Title James L. Roberts. County Administrator 0/1~-/Ol Date: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 20 Date: 09/20/2001 Performance Reporting System Objectives for a Subgrantee Monroe County 02-CJ-2H-11-54-01-131 Page No: 1 04A.01 15.000 04A.02 o 4A. 03 o 4A. 04 o 4A. 05 o 4A. 09 To provide a specified number of alternative drug-free events. [Alternative drug-free events would include such things as sporting games, field trips, parties, etc., i.e. any participatory event designed to strengthen the anti-drug message and bond those participating in the event. ] To present a specified number of crime and substance abuse prevention education classes. To conduct a specified number of life skill development education classes. To create, expand, or enhance community, neighborhood or school-based recreation programs. To. conduct a specified number of meetings with community leaders for the purpose identifying neighborhood problems and developing proposed solutions and support groups. [Activities under this objective should be reported separately from those which are undertaken in conjuction with Neighborhood Watch and Business Watch Programs.] To conduct a specified number of community service projects which may include neighborhood clean-up campaigns. 6 Objecti.ves 15.000 15.000 12.000 10.000 Date: 09/20/ 200l. Performance Reporting System Performance Questions Page No: 1 04A.Ol Part 1 Monxoe County 02-CJ-2H-11-54-01-131 04A.02 Part 1 04A.03 Part 1 04A.04 Part 1 04A.04 Part 2 04A.04 Part 3 04A.04 Part 4 04A.04 Part 5 04A.04 Part 6 04A.04 Part 7 04A.04 Part 8 04A.05 Part 1 0~.09 Part 1 13 Questions During this reporting period, how many alternative drug free events were conducted? [Identify in the narrative portion of this report the names of these events.] During this reporting period, how many crime prevention and substance abuse education classes were presented? [Briefly discuss these classes in the narrative.] During this reporting period, how education classes were conducted? many life skill development [Briefly discuss these classes in the narrative.] Did the subgrant create or expand one or more community or neighborhood recreation programs? Did the activities include arts and crafts? Did the activities include music instruction and/or performance? Did the activities include drama and theater instruction and/or performance? Did the activities include academic tutoring? Did the activities include table games? Did activities include drug awareness and prevention education? Did the activities include sports? During this reporting period, how many meetings with community leaders for the purpose of identifying neighborhood problems and developing proposed solutions were conducted? During this reporting period, how many community service projects, including neighborhood clean-up campaigns were conducted? MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Monroe County Sheriff's Dept. Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Monroe County Sheriff's Case Manager Program I as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC meetinq on 11/20/01 Agenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $41,000.00 Current Year Portion: $41,000.00 Budgeted? Yes X No Account Codes: 125-06022-530490-GG0213-XXXXXX Grant: $30,750.00 County Match: $10,250.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.o. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Division Director Date Out County Attorney YesO No ,r'o-d....? --. )O\Z-S-~l foj"U?JOJ 1/)/;0/ Risk Management O.M.B./Purchasing Comments: OMB Form Revised 9/11/95 MCP #2 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT FUNDS AGREEMENT THIS AGREEMENT is made and entered into this day of , 2001, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040, hereinafter referred to as "COUNTY," and Monroe County Sheriff's Department, whose address is 5525 College Road, Key West, Florida 33040, hereinafter referred to as "PROVIDER." WITNESSETH WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to the COUNTY to implement a program that provides Case Management for inmates with substance abuse problems; and WHEREAS, the County is in need of an implementing agency to provide said services under this Program; and WHEREAS, the PROVIDER is the sole provider of this program; and WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to the PROVIDER in accordance with the COUNTY'S application for the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds. NOW THEREFORE, in consideration of the mutual understandings and agreements set. forth herein, the COUNTY and the PROVIDER agree as follows: 1. TERM - The term of this Agreement is from October 1, 2001, through September 30, 2002, the date of the signature by the parties notwithstanding, unless earlier terminated as provided herein. 2. SERVICES - The PROVIDER will provide services as outlined in the COUNTY'S Anti- Drug Abuse Sub-grant Award, attached and made a part hereof. 3. FUNDS - The total project budget to be expended by the PROVIDER in performance of the services set forth in Section 2 of this agreement shall be the total sum of $41 ,000.00. The total sum represents federal grant/state sub-grant support in the amount of $30,750.00 and local matching funds in the amount of $10,250.00, 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 A). 5. IMPLEMENTING AGENCY BOND - The PROVIDER is an implementing agency under the COUNTY'S Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program, and shall be bound by all the provisions of the documents incorporated by reference in Section 4 of this Agreement. Additionally, the PROVIDER shall be bound by all laws, rules, and regulations relating to the COUNTY'S performance under the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. 6. BILLING AND PAYMENT (a) The PROVIDER 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 PROVIDER. 7. TERMINATION - This Agreement may be terminated by either party at any time, with or without cause, upon not less than thirty (30) days written notice delivered to the other party. The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after the PROVIDER has received notice of termination. In the event there are any unused Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds, the PROVIDER shall promptly refund those funds to the COUNTY or otherwise use such funds as the COUNTY directs. 8. ACCESS TO FINANCIAL RECORDS - The PROVIDER shall maintain appropriate financial records which shall be open'to the public at reasonable times and under reasonable conditions for inspection and examination and which comply with the Agreement incorporated in Section 4 of this Agreement. 9. AUDIT - The PROVIDER shall submit to the COUNTY an audit report covering the term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse or early termination and shall also comply with all provisions of the Agreement incorporated in Section 4 of this Agreement. 10. NOTICES - Whenever either party desires to give notice unto the other, it must be given by written notice, sent by registered United States mail, with return receipt requested, and sent to: FOR COUNTY: Monroe County Grants Administrator 1100 Simonton Street Key West, FL 33040 FOR PROVIDER: Richard D. Roth, Sheriff Monroe County Sheriff Department 5525 College Road 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 PROVIDER at its address specified above. The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after the PROVIDER has received notice of termination. 12. COMPLIANCE WITH LAWS AND REGULATIONS -In providing all services pursuant to this Agreement, the PROVIDER shall abide by all statutes, ordinances, rules, and regulations pertaining to, or regulating the provision of, such services, including those now in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State of Florida and Article 1 of the United States Constitution, which provide that no revenue of the state or any political 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 PROVIDER. If the PROVIDER receives notice of material breach, it will have thirty days in order to cure the material breach of the contract. If, after thirty (3D) days, the breach has not been cured, the contract will automatically be terminated. 13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall assign this Agreement or any interest under this Agreement, or subcontract any of its obligations under this Agreement, without the written consent of the other. . 14. INDEPENDENT CONTRACTOR/EMPLOYEE STATUS - The PROVIDER is an independent contractor. No statement in this agreement'shall be construed so as to find the PROVIDER, its employees, contractors, servants, volunteers, or agents to be employees of the COUNTY. Persons employed by the PROVIDER in the performance of services and functions pursuant to this Agreement shall have no claim to pension, worker's compensation, unemployment compensation, civil service or other employee rights or privileges granted to the COUNTY'S officers and employees either by operation of law or by the COUNTY. 15. INDEMNIFICATION - The PROVIDER agrees to hold harmless, indemnify, and defend the COUNTY, its commissioners, officers, employees, and agents against any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related to the provision of services hereunder by the PROVIDER. 16. ENTIRE AGREEMENT (a) It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. (b) Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties. IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe County, Florida, on the day and year first written above. By: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: (SEAL) ATTEST: DANNY L. KOLHAGE, Clerk Deputy Clerk 0" , ;C'AI~~~' %;TON Monroe County Sheriffs DepartR.~1ft --. " / !t/ By: Title: Witness SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY. FLORIDA ETHICS CLAUSE warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County may, in its discretion, terminate this contract without liability and may also, in its discretion, deduct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee. (signature) Date: STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature (name of individual signing) in the space provided above on this day of ,19_, NOTARY PUBLIC My commission expires: 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." LE Florida Department of Law Enforcement Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee, Florida 32308 (850) 410-8700 James T. "Tim" Moore Commissioner October 3, 2001 The Honorable George Neugent Mayor, Monroe County Board of' County Commissioners 25 Ships Way Big Pine Key, Florida 33040 Re: 02-CJ-2H-1I-54-01-133 / Sheriffs Case Manager I Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of$30,750 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area lIB - Improve Corrections Treatment - Local. A copy of the approved subgrant application with the above referenced grant number and project title is enclosed for your file. All correspondence with the Department should always refer to the grant number and project title. Your attention is directed tD Section G ofthe subgrant, "Acceptance and Agreement". These conditions should be reviewed carefully by those persons responsible for project administration to avoid delays in project completion and cost reimbursements. Also, you should review the enclosed Subgrant Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This certificate constitutes official acceptance ofthe award and must be received by the Department prior to the reimbursement of any project expenditures. Committed to Service . Integrity . Respect . Quality The Honorable George Neugent 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, C!..o~ ~ 1-1.. LLU Dl)J....) Clayton H. Wilder 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 SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 02-CJ-2H-11-54-01-133 in the amount of $30,750, for a project entitled: Sheriff's Case Manager I 'for the period of 10/01/2001 through 09/30/2002, 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 Enforc~ment Byrne Formula Grant Program SUBGRANT AWARD CERTIFICATE subgrantee: Monroe County Board of Commissioners Date of Award: October 3, 2001 Grant period: From: 10/01/2001 To: 09/30/2002 Project Title: Sheriff's Case Manager I Grant Number: 02-CJ-2H-11-54-01-133 Federal Funds: $30,750.00 State Agency Match: Local Agency Match: $10,250.00 Total Project Cost: $41,000.00 Program Area: 11B 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 Stqte and Local Governments and A-8?, 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. 02-CJ-2H-11-54-01-133 SUBGRANT AWARD CERTIFICATE .(CONTINUED) Additionally, the following general conditions apply to the Ci.ward: (1) "Pay-to-Stay" Programs 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 service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 Feder~l, State, and local environmental, health, and safety laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and the removal and the disposal of the chemicals, equipment, ano wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. .. 02-CJ-2H-11-54-01-133 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the 'transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 02-CJ-2H-11-54-01-133 SUBGRANT AWARD CERTIFICATE (CONTINUED): 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 any residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender(s) I 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. 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 CQ..{.J L ~. Lt'.A~ ~lJ., .>-> Autho~ Offlcial Clayton H. Wilder Community Program Administrator IO~3-cJl Date r Application for Funding Assistance Florida Department of Law Enforcement ' :---~_.____~ 7~.,.,. -.e:a"~ Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Gr<;lnt Program 5'Q ,~-:;__: ;-, :::; ""'::.:.~ ltJ ~_ ~ \: ~&o:~:" Please read instructions before completing this application. JUN 1 9 2001 The term "Department", unless otherwise stated, refers to the Department of Law Enforcement Th t "0CJG" f t th Offi f C' . I J t. G t ! 0FFlCE or CRIMI~IALJtJSiICE (0.\::", e erm re ers 0 e Ice 0 nmma us Ice ran s. ~ ' - The term "subgrant recipient" refers to the governing body of a city or a county 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court), A. Suborant Data 1. This section to be completed by SUbgra;e 2. This section to be comoleted bv OCJG Continuation of Previous Subgrant? 0 Yes No Project 10 # I progr~~ ~rea #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant n I - I?'~ SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - , 2002 - CJ - ~ - J.L - ~ - 01- .B3 - - - - -- - - B. Aoolicant Information 1. Suborant Recipient Name of Chief Elected Official! State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code! Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-872-9195 2. Chief Financial Officer of Suborant Recioient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. Area Code! Phone # 305-292-3550 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-295-3663 3. Imolementina Aaencv Name of Chief Executive Official! State Agency Head: James L. Roberts County Title: County Administrator Monroe Address: 5100 College Road' Area Code! Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /1- Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram . .." 4. Project Director Name of Project Director: County (Implementing Agency Employee) David P. Owens Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@maif.state.fl.us Area Code I Fax # 305-295-4320 5. Contact Person Name of Contact Person: Towanda Scott County (if other than Project Director) Monroe Title: Programs Director Address: Area Code I Phone # 5501 College Rd (305)293-7344 City, County, State, Zip Code: SUNCOM # Key West, FL 33040 E-mail Address: Area Code I Fax # tscott@keysso.net (305)293-7353 6. Person Resconsible For Financial RecortinQ (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@maif.state.f1.us Area Code I Fax # 305-295-4320 7. Person Responsible For PrQQrammatic Performance Recortinq (if known) Name: Towanda Scott County Title: Monroe Programs Director -- Area Code I Phone # \ Address: 5501 College Rd. (1n'i)2g1-7144~ City, County, State, Zip Code: SUNCOM # .Key West, FL 33040 E-mail Address: Area Code I Fax # tscott@keysso.net (305)293-7353 FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section /1- Page 2 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program ."..-; C. Administrative Data 1. Project Title: Sheriff's Case Manager 2. Identify the year of the project (I, II, III, etc.) 1 3. Project implementation period I Start: 10/01/01 I End: 9/30/02 D. Fiscal Data 1. m other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator ' Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer proQram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor#: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the proje~ earn PGI? (See Section G, Item 9.) Yes_ No X 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes.:.-- Amount No-X..- FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II. Page J Application for Funding'Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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 pace if necessary. Do not exceed two oaces. Case Manager for Monroe County Sheriff's Dept- Programs Dept. The Monroe County Sheriff's Department operates an in house jail drug program. There are other inmates incarcerated with drug and alcohol problems that may not be in the drug program. The majority of criminal activity that these people are involved in is often due to their drug and alcohol use. Often the crimes they commit are to obtain the money to continue using drugs and/or alcohol or are committed while they are under the influence of drugs and alcohol. The inability to meet ba,sic needs of food, shelter, and employment upon release is a major factor in relapse. Being able to go to a halfway house, improving job opportunities through vocational rehabilitation, connecting with counseling services, and being work ready can make all the difference in an addict breaking the cycle of addiction. Work release will help provide funds for the client! family while the client is incarcerated and help establish a work ethic. Understanding what services and how to access those services for vocational rehabilitation and further education is essential to provide and improve on the basic standard of living. The need for a case manager/ coordinator to help connect the inmates with the appropriate services as well as help obtain all the docwnentation needed for the inmate to be accepted is apparent In order to go to work release, the inmate must have proper identification, clothes, and basic transportation. Often inmates do not have any of these things and or anyone on the outside to help them get them. In order to go to a halfway house an inmate must have a Sheriff's Check which is a history of their criminal activity as well as an appointment for an intake and to know what the bed availability is. Educational opportunities to include funding is available but discovering what funds are available and how ,to apply is not possible for an inmate while they are incarcerated. Many of the inmates with drug and alcohol problems have mental health problems and take prescribed medication. They will need to have services when released. They need referral services to outside providers to make sure they do not get lost when they are released. All of these services help make the transition back into society easier. That means that more of the inmates will be able to work while in jail and have funds to support themselves when they are released. Others will have a safe place to live and know where to go for help in obtaining employment and/or education when released. The referral services for mental health, additional drug and alcohol counseling, and case management will provide a link for insuring the continued care that the person being released needs to maintain their recovery and to successfully reintegrate into society, , Monroe County is fortunate to have many services available to help this transition. What is needed is a person who can tailor the services available for the inmate and provide the smooth transition from incarceration to reentry. FDLE Byrne Formula Grant Application' Package Revised 04/11/2001 Grant Application Section fl. Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancement/expansion, staff, 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. The program is designed to facilitate and improve the treatment aspects of inmates who have substance abuse issues and are incarcerated'in the Monroe County Detention Center. Case management will improve the opportunities that the inmates have both while participating in the various programs offered by the facility and upon release. The Sheriff s Case Manager, while working out of the main Detention Center, will be will be the liaison bet\.veen i.nmates with substance abuse needs and existing community services. At times inmates with substance abuse issues need documentation, transportation, and appropriate clothing for work release and other employment opportunities upon their release from the facility. The Case manager will coordinate with the Work Release Specialist to provide assistance to those inmates who due to substance abuse problems have no one on the outside to assist them with items such as social security card and other valid documentation as required for employment. In instances where inmates have been dual diagnosed and the primary problem is substance abuse as opposed to a mental health issue, the case manager will coordinate with the necessary agencies to assist in determining additional mental health issues and liaison with treatment providers. Occasionally. inmates will require referral prior to be sentenced. The Case manager will be able to act as the liaison with the provider and the Public Defender's Office as required. Upon release from the Detention Center the inmates may be required to reside at a halfway house or other safe housing. The case manager will coordinate the completion of- required documentation Le. criminal history checks, bed availability and intake I appointments. Inmates who have decided to relocate out of the area may need assistance with transportation( Le. bus tickets). Transportation assistance is available through various avenues and agencies once the required procedures are followed. The case manager will work with the inmate to ensure that the agencies procedures are completed in a timely manner and that the transportation is arranged. FDLE Byrne Formula Grant Application Packaqe Revised 04/1112001 Grant Application Section 1/ . Page 5 Application For Funding Assistance Program Description Cont. In addition, inmates that are eligible for job services, vocational rehabilitation, and educational opportunities can be screened and referred to these agencies by the case manager. The goal of the case manager is to assist 100 inmates per year. Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Proqram Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, Le., Uniform Objectives, Project-Specific Objectives and Self-Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives. contact FDLE, Office of Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second paqeifnecessarv. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a one- page listing of authorized program areas. lIB (#) Corrections Community Treatment (Title) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. Uniform Obiectives (Mandatory, copy as worded for the program area addressed). lIB.03 Assist a specified number (100) of clients within correctional facilities to successfully complete their treatment plan. The programmed activities as listed on Grant application section II.. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section fl- Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activitv 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 "Program Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period 10/01/01 - 09/30/02 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug Sep Coordinate with work release X X X X X X X X X X X X Coordinate with Public Defender Office X X X X X X X X X X X X Coordinate with halfway houses X X X X X X X X X X X X Assist with referral seNices in X X X X X X X X X X X X community Coordinate with Job SeNices X X X X X X X X X X X X Coordinate with Job Rehab SeNices X X X X X X X X X X X X Coordinate Transportation Assist,ance X X X X X X X X X X X X Assist with required paperwork and X X X X X X X X X X X X documentation FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual SeNices, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual SeNices 30,750.00 10,250.00 41,000.00 Expenses Operating Capital Outlay Indirect Costs Totals 30,750.00 10,250.00 41,000.00 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 2 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative a. Identify type of Budget, Le., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual SeNices, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should be included, as well as the federal fund and cash match amounts. c. 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. d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost.] e. Costs must not be allocated or included as a cost to any other federally financed program. (Continue on additional paqes if necessary.) Case Manager Salary Benefits FICA (7.65%) Workman's Comp Group Ins,urance Total Case Manager Supplies Fees for documents required for work release (e.g. Florida 1.0., etc), Educational Materials, and other operating and office supplies as needed. Transportation As required to meet clients' needs (e.g. bicycles and locks to be loaned to clients, bus passes, and bus tickets); also transportation associated with training of staff. Training Seminars and conferences as needed for training of staff. Total Byrne Grant Funds: Monroe County General Revenue Fund Match Total 26,500.00 2,028.00 132.00 5.640.00 36,725.00 2,000.00 3.400.00 1,000.00 41,000.00 30,750.00 10.250.00 41,000.00 Purchasing methods to be used will conform to existing Federal, State, and Local laws and regulations. Implementation of this program will result in a net personnel increase in the agency. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 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. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports . (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports Th~ recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (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 recipient. FDLE Byrne Formufa Grant Appfication Package Revised 04/11/2001 Grant Appfication Section fl- Page 10 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of FIQrida to reimburse recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMB Circular A-87, "Cost Principles for State, Local and Indian Tribal Governments", or OMB Circular A-21 , "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds to procure seNices, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income eamed by the 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The recipient shall establish and administer a system to protect, pres eNe, 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 recipient retains the property, notwithstanding expiration of this agreement. 12. 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, U,S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circular A-110. 13. Copyright The awarding agency reseNes a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed 'reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) "Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or pOlicies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal government." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or prpgrams funded in whole or in part with federal funds, all grantees and recipients receiving these federal funds, including but not limited to state and local governments, shall clearly state: a. The percentage of the total cost of the program or project that shall be financed with federal funds, and b. The dollar amount of federal funds to be expended on the project or program. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b, A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reseNes the right to recover any disallowed costs identified in an audit completed after such closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those seNices satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the 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 recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate 5ubgrant 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program . 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. . b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the recipient shall not be deemed in default, unless: (1) Supplies or seNices to be furnished by the consultant were obtainable from other sources, (2) The Department ordeted the recipient in writing to procure such supplies or seNices from other sources, and (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual seNices between the 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. 21. Written Approval of Changes in this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the, Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) -- d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. b. The Department reseNes the right to unilaterally terminate this agreement if the 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency, When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, 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. D-rug Court Projects a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office Of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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 th~ 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 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director 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, 0, E, F, G and H. b. The recipient and a criminal justice agency that is the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 34. Americans with Disabilities Act Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101- 336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title I), state and local government seNices and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INAn). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by thesubgrantee 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; FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/- Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement. Debarment and Suspension The 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 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 person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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, Tlfle 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 shalf 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. (3)' The undersigned shall require that the language of this certification be included in award documents for all su!)grant awards at all tiers and that all subgrant recipients shall certify and disclose-- accordingly. I 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. ' FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 18 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Fonnula Grant ProQram CRIMINAL JUSTICE 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 Criminal Justice Agency. . . (Select one of the fol/owing): ~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 I further affirm that if the Implementing Agency meets the Ad 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. Signature of Criminal Justice Agency Authorized Official Type Name: Richard D. Roth Name of Criminal Ju~gancy: Md ~.riff'S Daoartmen! Title: Sheriff t;i:J-A ~ 9/;7/0/ I I Date: FDLE Byrno Fonnula Grant Appllcatlon Package Revised 04111t:z001 EEO Certification Appendix IV-Page 2 of 2 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 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 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 application for federal assistance is approved or face loss & funds. ~, J~ . ~ Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: Countv Administrator Subgrant Recipient: Monroe County Board of Countv Commissioners Date: June 7, 2001 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMB/Grants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY , FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001 , the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution.of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and. .' -- WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to sign and submit the? application packet for'the _~Y91/02 g~~jjffun(:rstothe~FloHda5ep'a'rtrrie'ntQf Law Enforcement Anti-Drug Abuse Grant Pr()grai11~and that 3. This resolution shall become effective immediately'upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. ., . 3: O""'l"1 PASSEDAt':Jr? ADOPTED by the Board of County Commissioners of Monn~ qgun~ Florida, at a regular meeting of said Board held on th~ 16th day of May, A.~~~01:;po .. : ' 'fTI~-< -< " .' ("'):-" r C,...) ...:/'" Mayor George Neugent VPC:: 0("'). T ~::5 :;:::: Mayor ProTem Nora Williams yes ~~~ ~ Commissioner Spehar yes ~:.~ ,CP Commission~r McCoy Yf'!,; ~: ~ c.n Commissioner Nelson yes CO r rr1 Cl -rJ C) ::0 ::0 rr1 C') o .:::0 Cl ~ : yL. KOLHI\.GE, Cler~ounty B~ of ~~nertr ~ D.C.: ~ L ~ Cle of Court Mayor APPROVED AS 10 FORM AND l AL SUFF I Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Signature: r!2a;~JJ. ~~ Type Name and Title: Clavton H. Wilder. Communitv Prooram Administrator Date: /0--3-01 ;...~.... ;.(~.t;i~~i;,~~tS6~~~~~~~c~e~~tm;fiiia' ~~iC~!~;;~i~;::,*~i~:~JE (Commission C~airman;Mayor; or Designated Represeritative) ':>";<~~'~>,~~:';>,:'fi~';"'?:',:,> Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: - /' ~- '. Type Name and Title James L. Roberts. County Administrator Da~: June 7, 2001 Board of Count Commissioners Signature: Type Name and Title James L. Roberts. Countv Administrator D~~ June 7, 2001 FDLE B rne Formula Grant A lication Packa e Revised 04/11/2001 Grant A lication Section 11- Page 19 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Signature: C!Pa; 1m '/1. Lv. ;P,Qw Type Name and Title: Clavton- H. Wilder. Community Prooram Administrator Date: /0-3-01 ,.,;" ..'>'. '.; '. 'Subgrant Recipient.).tf~;~f- ,- .2:;:::'::.. ..... Authorizing Official of Governmental"Unit "(C'()mmlssion Chairman, Mayor,~;Design~iedR!pi!s..~!L~.!:f.~)\',,:,; Type Name of Subgrantee: Monroe County Board of County Commissioners -::/~~o b Signature: Type Name and Title James L. Roberts. County Administrator Da~: June 7, 2001 - Implementing Agency Official, Administrator or Designated Type Name of Implementing Agency: Monroe County Board of Countv Commissioners ~.::7---=-a.\ - Signature: Type Name and Title James L. Roberts. County Administrator Date: June 7, 2001 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 1 9 Date: 10/02/2001 Performance Reporting System Objectives for a Subgrantee Page No: 1 Mo=oe County 02-CJ-2H-11-54-01-133 11B.02 To provide an array of treatment services within correctional facilities. To assist a specified number of clients within correctional facilities to successfully complete their treatment plans. 100.000 11B.03 2 Objectives Date: 10/02/2001 Performance Reporting System Performance Questions Page No: 1 Monroe COUll t:y 02-CJ-2H-11-54-01-133 llB.02 llB . 03 Part 4 Part 2 Were most clients provided case management services? During this reporting period, how many INTERVENTION clients successfully COMPLETED their treatment plan? 2 Questions MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Safeport Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Safeport Residential Drug and Alcohol Treatment Center I as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC meetinQ on 11/20/01 AQenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $60,207.00 Current Year Portion: $60,207,00 Budgeted? Yes X No Account Codes: 125-06020-530490-GG0211-XXXXXX Grant: $45,155.00 County Match: $15,052.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.Q. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Changes ~ Date In Needed~~i er Division Director /~ -~-L YesD Noe:r-- ~_ Risk Management I 0 \ 2lf-)O\YesD NO~ G\ .lJ~ ~~~ O.M.B.lPurchasing J~ 2./;10/ YesO NO~ ~ County Attorney /0/ z.. 2j 0 I YesD Noff" ------.----:.-- Date Out /0 ~-uf i()~"2-S-l0\ I CjllalOl 1"0- Y P/ Comments: OMB Form Revised 9/11/95 MCP #2 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT FUNDS AGREEMENT ... THIS AGREEMENT is made and entered into this day of , 2001, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040, hereinafter referred to as "COUNTY," and Safeport, whose address is 301 White Street, Key West, Florida 33041, hereinafter referred to as "PROVIDER." WITNESSETH WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to the COUNTY to implement a program that provides Residential Drug and Alcohol Treatment; and WHEREAS, the County is in need of an implementing agency to provide said services under this Program; and WHEREAS, the PROVIDER is the sole provider of this program; and WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to the PROVIDER in accordance with the COUNTY'S application for the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds. NOW THEREFORE, in consideration of the mutual understandings and agreements sef forth herein, the COUNTY and the PROVIDER agree as follows: 1. TERM - The term of this Agreement is from October 1, 2001, through September 30, 2002, the date of the signature by the parties notwithstanding, unless earlier terminated as provided herein. 2. SERVICES - The PROVIDER will provide services as outlined in the COUNTY'S Anti- Drug Abuse Sub-grant Award, attached and made a part hereof. 3. FUNDS - The total project budget to be expended by the PROVIDER in performance of the services set forth in Section 2 of this agreement shall be the total sum of $60,207.00. The total sum represents federal grant/state sub-grant support in the amount of $45,155.00 and local matching funds in the amount of $15,052.00, 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 A). 5. IMPLEMENTING AGENCY BOND - The PROVIDER is an implementing agency under the COUNTY'S Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program, and shall be bound by all the provisions of the documents incorporated by reference in Section 4 of this Agreement. Additionally, the PROVIDER shall be bound by all laws, rules, and regulations relating to the COUNTY'S performance under the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. 6. BILLING AND PAYMENT (a) The PROVIDER 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 PROVIDER. 7. TERMINATION - This Agreement may be terminated by either party at any time, with or without cause, upon not less than thirty (30) days written notice delivered to the other party. The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after the PROVIDER has received notice of termination. In the event there are any unused Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds, the PROVIDER shall promptly refund those funds to the COUNTY or otherwise use such funds as the COUNTY directs. 8. ACCESS TO FINANCIAL RECORDS - The PROVIDER shall maintain appropriate financial records which shall be open to the public at reasonable times and under reasonable conditions for inspection and examination and which comply with the Agreement incorporated in Section 4 of this Agreement. 9. AUDIT - The PROVIDER shall submit to the COUNTY an audit report covering the term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse or early termination and shall also comply with all provisions of the Agreement incorporated in Section 4 of this Agreement. 10. NOTICES - Whenever either party desires to give notice unto the other, it must be given by written notice, sent by registered United States mail, with return receipt requested, and sent to: FOR COUNTY: Monroe County Grants Administrator 1100 Simonton Street Key West, FL 33040 FOR PROVIDER: Maryann Barry, Director Safeport 301 White Street 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 PROVIDER at its address specified above. The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after the PROVIDER has received notice of termination. 12. COMPLIANCE WITH LAWS AND REGULATIONS -In providing all services pursuant to this Agreement, the PROVIDER shall abide by all statutes, ordinances, rules, and regulations pertaining to, or regulating the provision of, such services, including those now in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State of Florida and Article 1 of the United States Constitution, which provide that no revenue of the state or any political 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 PROVIDER. If the PROVIDER receives notice of material breach, it will have thirty days in order to cure the material breach of the contract. If, after thirty (30) days, the breach has not been cured, the contract will automatically be terminated. 13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall assign this Agreement or any interest under this Agreement, or subcontract any of its obligations under this Agreement, without the written consent of the other. 14. INDEPENDENT CONTRACTOR/EMPLOYEE STATUS - The PROVIDER is an independent contractor. No statement in this agreement shall be construed so as to find the PROVIDER, its employees, contractors, servants, volunteers, or agents to be employees of the COUNTY. Persons employed by the PROVIDER in the performance of services and functions pursuant to this Agreement shall have no claim to pension, worker's compensation, unemployment compensation, civil service or other employee rights or privileges granted to the COUNTY'S officers and employees either by operation of law or by the COUNTY. 15. INDEMNIFICATION - The PROVIDER agrees to hold harmless, indemnify, and defend the COUNTY, its commissioners, officers, employees, and agents against any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related to the provision of services hereunder by the PROVIDER. 16. ENTIRE AGREEMENT (a) It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. (b) Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties. IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe County, Florida, on the day and year first written above. (SEAL) ATTEST: DANNY L. KOLHAGE, Clerk By: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: SAFE PORT Deputy Clerk By: Title: Witness SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY, FLORIDA ETHICS CLAUSE warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County may, in its discretion, terminate this contract without liability and may also, in its discretion, deduct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage. gift, or consideration paid to the former County officer or employee. (signature) Date: STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature (name of individual signing) in the space provided above on this day of ,19_. NOTARY PUBLIC My commission expires: 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 36months from the date of being placed on the convicted vendor list." ..... Florida Department of Law Enforcement Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee, Florida 32308 (850) 410-8700 James T. "Tim" Moore Commissioner October 5, 2001 The Honorable George Neugent Mayor, Monroe County Board of . County Commissioners 25 Ships Way Big Pine Key, Florida 33040 Re: 02-CJ-2H-11-54-01-130Safeport Residential Drug and Alcohol Treatment Center I c. I Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of$45,155 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 13B - Offender Community Treatment - Local. A copy ofthe 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 numb~r and project title. Your attention is directed to Section G of the subgrant, "Acceptance and Agreement". These conditions should be reviewed carefully by those persons responsible for project administration to avoid delays in project completion and cost reimbursements. Also, you should review the enclosed Subgrant Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This certificate constitutes official acceptance ofthe award and must be received by the Department prior to the reimbursement of any proj ect expenditures. Committed to Service . Integrity . Respect . Quality The Honorable George Neugent 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, c~;ttr Lui~ Community Program Administrator CHW/BHlmg Enclosures State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 02-CJ-2H-11-54-01-130 in the amount of $45,155, for a project entitled: Safeport Residential Drug and Alcohol Treatment Center I for the period of 10/01/2001 through 09/30/2002, 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: October 5, 2001 Grant period: From: 10/01/2001 To: 09/30/2002 Project Title: Safeport Residential Drug and Alcohol Treatment Center I Grant Number: 02-CJ-2H-11-54-01-130 Federal Funds: $45,155.00 State Agency Match: Local Agency Match: $15,052.00 Total Project Cost: $60,207.00 Program Area: 13B 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 condit1ons. This award is subject to all applicable rules, regulations, and conditions as contained in the Financial and Administrative Guide for Grants, Guideline Manual 7100.10, 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 . 10 0 - 6 90 . .. 02-CJ-2H-11-54-01-130 SUBGRANT AWARD CERTIFICATE (CONTINUED) Additionally, the following general conditions apply to the award: (1) "Pay-to-Stay" Programs 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 service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are : created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 cl~~destine methamphetamine laboratories and the removal and the disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and ,environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rept. 02-CJ-2H-11-54-01-130 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the 'transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 02-CJ-2H-11-54-01-130 SUBGRANT AWARD CERTIFICATE (CONTINUED): 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 any residual contamination is remediated, if necessary, and in accordance 'with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the 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. 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. AU~':Z/;:ff~i:::WcW Clayton H. Wi,lder Community Program Administrator /0-5- {) ( Date Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula,-Grant Program~-: ~--~ -"1 t "t. _ , .,' ....;{ ... '> _.~:.: ~~ t;.':,.:-'~-,; , -, i 1 i.; .;';'::":"" ~~- ""'. e.., b..... :.~" I Please read instructions before completing this application. I The term "Department", unless otherwise stated, refers to the Department of Law Enforceme t.. . J U N .1 9 ZOO 1. I I The term "OCJG" refers to the Office of Criminal Justice Grants. G~FI:: Of CR!M~llAL.lIJSnCE C".'\:'":s I L..-- ~ .._....i The term "subgrant recipient" refers to the governing body of a city or a county 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by Subgrantee 2. This section to be completed bv OCJG Continuation of Previous Subgrant? 0 Yes 0 No ~,~~~ ~~ # I prolr;,m~Area #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - - - - - 2002 - CJ -..2.H- elL - 5!:/. - .QJ - J.39 -- -- - B. Applicant Information 1. Suborant Recipient Name of Chief Elected Official! State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code! Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-872-9195 2. Chief Financial Officer of Subgrant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. Area Code! Phone # 305-292-3550 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-295-3663 3. Implementing Agencv Name of Chief Executive Official! State Agency Head: James L. Roberts County Title: County Administrator Monroe Address: 5100 College Road Area Code! Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProClram 4. Proiect Director Name of Project Director: (Implementing Agency Employee) David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code / Fax # 305-295-4320 5. Contact Person Name of Contact Person: Maryann J. Barry County (if other than Project Director) Title: Safeport Director Monroe Address: 301 White Street Area Code / Phone # 305-292-1505 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: barrym@kwha.org Area Code / Fax # 305-292-1580 . 6. Person Responsible For Financial Reporting (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.stateJl.us Area Code / Fax # 305-295-4320 7. Person ResDonsible For Programmatic Performance Reporting (if known) Name: Maryann J. Barry County Title: Safe port Director Monroe Address: 3-01 White Street Area Code / Phone # 305-292-1505 - City, County, State, lip Code: Key West, FL 33040 SUNCOM # ~ E-mail Address: barrym@kwha.org Area Code / Fax # 305-292-1580 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 - Grant Application Section 11- Page 2 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program C. Administrative Data 1. Project Title: Safeport Residential Drug and Alcohol Treatment Center 2. Identify the year of the project (I, II, III, etc.) Year I 3. Project implementation period I Start: October 1, 2001 I End: September 30, 2002 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer DrOQram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes XX No_ 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes - Amount No XX FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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 a e if necessa . Do not exceed two a es. Problem Description Per data released within the last 3 years by the Office of Statewide Intelligence in The State of Drugs in Florida report, the Miami area, to include Monroe County is considered the cocaine capital of Florida. The drug import business in South Florida has a natural ripple effect in the region regarding substance abuse and drug related crime. An integrated approach of treatment and interdiction is recommended per the Office National Drug Control Policy. A review of the year 2000 Arrest Totals Comparative Data table reported by the Florida Department of Law Enforcement (FDLE) demonstrates that the highest concentration of adult arrests outside of the "miscellaneous" category fall under drug and DUI arrests. Monroe County experiences a gap between the number of offenders referred for long-term community- based treatment and the number of treatment beds that are allocated specifically for offenders. Problem Significance This problem has a direct impact on public safety and costs to the taxpayer. It has been estimated that for every dollar spent on treating an individual with a substance abuse problem, approximately $12 in future costs to society in terms of criminal activity, court costs, healthcare costs and dependence upon public programs can be avoided. Many offenders in Monroe County who are court ordered to engage in residential treatment in lieu of jail time must be referred out of the county or wait in jail until a treatment bed becomes available. A number of offenders finish their jail term while waiting for placement and are released, the recidivism rate among those released without benefit of treatment is quite high. Studies examining recidivism clearly indicate that offenders participating in community-based residential treatment with structured aftercare programs experience significantly higher long-term success rates. Needs Assessment Currently, one-third of the residents in the Safeport program are direct referrals from the criminal justice system. These individuals were able to gain admission as the met with the criteria established by at least on of our primary funding sources. However, Safeport has had to decline admission to a significant number of offenders referred by the criminal justice system as they did not meet with any of the criteria required by our present funding sources. The majority of Safeport's funding over the past 6 years has been targeted at treatment for low-income female head of household families who have Department ofChildren__ and Families involvement. There has been no funding to date allocated specifically to identify beds for adults involved in the criminal justice system. Approval for allocation of Byrne Memorial Grant funds to ~ Safeport would assist in filling the gap between need and availability. for Monroe County drug offenders. The most obvious community problems that Safeport provides solutions for are those associated with chronic and generational drug abuse and associated criminal activity. Failure to address drug abuse and addiction, criminal thinking and activity, domestic abuse and child neglect that cross generations and permeate the drug sub-culture allows that maladapted behavior to perpetuate, grow and drain our community resources. By attacking the root problems of addiction and behavioral dysfunction, in members of our community that have been identified as substance abuse offenders, Safeport offers long- term solutions to the problem. The goal is to reduce drug abuse and related criminal activity in Monroe County. The solution is providing quality treatment and behavioral services that effect long-term behavioral change in offenders. FDLE Byrne Formula Grant ApplicatIon Package Revised 04/11/2001 Grant Application Section 11- Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should include project goals, administration, enhancemenUexpansion, staff, 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. Safeport is located within public housing in Key West and and identifies as eligible for Byrne Memorial Grant funds under number 13 on the list provided in Appendix II, Part 1; providing programs which identify and meet the treatment needs of adult and juvenile drug-dependent and alcohol-dependent offenders. This project will serve as an enhancement to the currently operating Safeport program, increasing the number of residential treatment slots available to drug offenders. Safeport has a proven history of successful long-term outcomes. The evaluation component of the Safeport program, which is conducted with the assistance of the University of Miami Comprehensive Research Center, has been collecting data and providing analysis of programmatic goals. The information gathered over the past 5 years provides a picture of measurable goals and outcomes directly related to the general goal stated in the fIrst sentence of this section. The items listed below specify how Safeport tackles the problem to provide proven long-term solutions. A. Solutions obtained by meeting the following goals: ~ Science-Based Treatment for Substance Abuse ~ Reunification of Parents and Children ~ Employment Readiness and Job Training ~ Home and Life Management Skills ~ Job Placement Assistance and Follow-up ~ Parent/Child Bonding and Child Therapy ~ Fostering Positive Community Involvement ~ Children's Substance Abuse Prevention ~ Life Skills, Budgeting, Wellness Training ~ Developing Individual & Family Stability B. Outcomes and Expected Benefits to the Community: ~ Decreased drug-related criminal activity in Monroe County ~ Decreased drug culture influence in Public Housing and surrounding neighborhoods ~ Increased self-sufficiency, less dependency upon public services ~ Cost effective prevention and treatment services ~ Reduction in state and local expenditures for protective services/child welfare ~ Reduction in alcohol and drug use among all age groups served ~ Delinquency prevention and decreased cross-generational substance abuse and criminal activity ~ Significantly increased employment stability rates leading to reduced crime rates C. Achieved Outcomes documented to date: (Outcomes documented by the University of Miami study) ~ Only 8% of clients graduating Safeport with prior criminal histories were re-arrested after graduation ~78% of parents who bring their children to treatment complete successfully ~ 83% of the parents entering with their children continue to remain drug-free post discharge ~ 100% of the women in the 1 year or less post discharge period are still employed ~ 83% of the women in the 1-2 year post discharge period are still employed Participants in this project will have access to a wide array of substance abuse and mental health treatment services provided in a unique 24/7 residential treatment setting. Participants reside in on-site apartments located within a gated community on the same grounds as the treatment buildings, the childcare, the recreational area and the family services center. Job development and educational program offices are located on the campus across the street from the treatment FDLE Byrne Formula Grant Application Package Grant Application Revised 04111/2001 Section II. Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program center. The staff at Safeport is multidisciplinary. Participants in this project will have access to Master's level addiction and mental health counselors (4), certified case manager (1), certified addiction R.N. (1), Ph.D. clinical psychologist (1), M.D. psychiatrist (1), Master's level family therapist (1), Master's level developmental specialist (1), Certified Addiction Professionals (2), Licensed Clinical Social Worker (1), Bachelor's level substance abuse counselor (1) and substance abuse technicians (3). The primary goal for this project is to provide successful residential community-based treatment to offenders in Monroe County who would otherwise remain injail or be referred out of county. As the project moves into year 2, the successful implementation of a specified aftercare group for offenders who have completed the residential program would be added as a goal. The participants in this project would be integrated into the current Safeport program. The design of this program is broken into 4 distinct phases over the course of 18-months. The first three phases constitute a I-year residential treatment program. In Phase I the client benefits from 90 days of intensive inpatient addiction treatment and education. Classes and therapeutic groups occur 6 days per week under a stringent schedule. In addition, the client meets weekly with their primary counselor and the case manager, they also meet with the family therapist if applicable. The client may only leave the premises accompanied by staff for trips to the store, AAlNA meetings, DCF appointments, probation appointments, etc. During Phase II, which lasts 60-120 days depending upon progress, the client is expected to obtain part-time employment or attend skill development training with that aim. The standard work week for the client is Tuesday through Thursday. Sessions and classes are attended on Monday, Friday and Saturday. Phase III expands on the self-sufficiency treatment goal and lasts anywhere from 60-120 days. Clients are expected to work a minimum of 4 days per week, Tuesday through Friday. Sessions and classes are mandatory on Monday and Saturday. Phases III and IV overlap during the last 30 days of residential treatment in order to assist in transitioning the client into aftercare as they complete their residential program. Phase IV is a 6 month or more post-residential continuing care program providing 1 relapse prevention group therapy session per week and individual appointments at least once per month, more frequently when needed. The majority of clients to date complete their,Phase IV treatment plan goals within 6 months. Safeport endeavors to keep close ties with its' alumni community in order to assist in maintaining a strong recovery community and reduce occurrence of relapse and recidivism. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. ProQram Objectives 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 Obj~ctives 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 guidance. Continue on a second page if necessaN. a. List the number and title of the Program Area to be addressed. Refer to Appendix 11, Part II, for a one- page listing of authorized program areas. _13_ _Providing programs which identify and meet the treatment needs of adult and juvenile drug-dependent and alcohol-deependent offenders b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. Uniform Objectives '(Mandatory, copy as worded for the program area addressed). 013.01 To provide treatment,seNices through various treatment modalities to 10 individuals. 13.02 To provide an array of treatment seNices. 13.03 To assist 5 clients to successfully complete their treatment plan. Prooram Specific Objectives P0213001 To provide 840 drug tests. P0213002 To refer clients to other community agencies and resources to help meet their identified needs. P0213003 To provide anger management and conflict resolution training. P0213004 P021300S To provide job development assistance. To provide residential services to client~. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page Ii Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activitv 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 "Program Activities." Your Quarterly Performance Reports will be reviewed aQainst this schedule. Subgrant Period October 1. 2001 throuah September 30. 2002 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Submit Financial Reimbursement X . X X . X Requests . . Submit Financial Closeout Package >; .:- . ' Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug Sep Conduct intake and admit initial project X participants Maintain 3-5 treatment beds specifically X X X X X X X X X X X X for this project Successful initial admissions complete X Phase I of residential treatment Successful initial admissions complete X Phase II of residential treatment Successful initial admissions complete Phase III and graduate from the X residential program Successful initial admissions begin X X transition to aftercare program Rolling admissions to fill beds made X available due to discharge X X X X X X X X X unsuccessful initial admissions FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application SectIon 11- Page 8 Application for Funding Assistance Florida Departmeht of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro~ram F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual SeNices, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total . Salaries And Benefits Contractual SeNices $45,155 $15,052 $60,207 Expenses Operating Capital Outlay " "F:"': iYi :: ' :,': -e,' . ',,;: ">:} Indirect Costs ' ,'-/, ':>~ ,",' ',':r ,t;I,r ,:'.: .:,' ,,: .',' " Totals $45,155 $15.052 $60,207 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 9 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. Identify type of Budget, Le., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual SeNices, Expenses, Operating Capital Outlay. Indirect Costs). The Total Project Costs should be included, as well as the federal fund and cash match amounts. c. 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. d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost.] . e. Costs must not be allocated or included as a cost to any other federally financed program. (Continue on additional paqes if necessarv.\ A. Based on Safeport's cost center budget, cost of the project will be invoiced monthly based on unit cost for services rendered. Each unit of cost is equivalent to 1 day of residential treatment, translating into a per bed per day rate. The estimated per diem rate for clients participating in this project is $52.96. The cost is higher during the initial phase of treatment and decreases as service intensity decreases in Phases II and ill. The amount of $52.96 per day reflects an average annualized rate as the residential program is designed to be 9-12 months in duration for the successful treatment participant. The number of beds that will be allocated to this project reflect 12.5% of Safeport's bed capacity. B. Contractual Services: This project will require contractual services for project performance evaluation as well as fiscal and programmatic auditing and reporting. Cost has been estimated at 10-12% of total project budget based on experience with previous Federal programs. Salaries and Benefits: This project will require 10% ofthe Safeport Directors time for project administration. In addition, this project will contract for.5 FTE primary counselor, .25 FTE case manager and .33 FTE additional support staff. Expenses: It is estimated that this project will account for approximately 10-12% of Safe port's overall office and travel expense budget. The number budge~e~ ~e.!lects tha.t estimate. Office expenses that will be incurred to support this project are related to purchase and maintenance of office equipment and supplies which directly impact the project. Salaries and benefits: Office supplies and misc. Travel Total 54,500.00 3,707.00 2.000.00 60,207.00 Byrne Grant funds Monroe County match Total 45,155.00 15.052.00 (General Revenue) 60,207.00 The above budget calculates into a daily rate of 52.96 per bed. The invoicing shall be based upon the daily rate on a per client per day of treatment formula supported by admission, case activity and discharge documentation. The amount awarded will purchase 1136 days of treatment. Purchasing methods to be used will conform to existing federal, state, and local laws and regulations. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant ApplicatIon Section 11 - Page 10 Application for Funding Assistance Florida Department of Law Enforcement 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 government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financtal claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (OJP) Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and federal Office of Management and Budget's (OMS) 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 recipient. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMB Circular A-87, "Cost Principles for State, Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds to procure seNices, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income earned by the recipient during the subgrant period, as a direct result of the slJbgrant 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). 10. 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 $4;50 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant ApplicatIon Section II - Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The recipient shall establish and administer a system to protect, preseNe, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-110. This obligation continues as long as the recipient retains the property, notwithstanding expiration of this agreement. 12. 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, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circular A-11 O. 13. Copyright The awarding agency reseNes a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports . a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) "Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal govemment." 15. Statement of Federal Funding p.ercentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receiving these federal funds, including but not limited to state and local governments, shall clearly state: a. The percentage llf the total cost of the program or project that shall be financed with federal funds, and - - b. The dollar amount of federal funds to be expended on the project or program. 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) mqnths after the audit period. In order to be FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/- Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reseNes the right to recover any disallowed costs identified in an audit completed after such closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, .the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those seNices satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the 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 recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 recipient. Such causes include, but are not limited to, acts of God or of the public enemy, acts of the govemment 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the recipient shall not be deemed in default, unless: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant ApplicatIon Section 11- Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram (1) Supplies or seNices to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the recipient in writing to procure such supplies or seNices from other sources, and (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual seNices between the 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. 21. Written Approval of Changes in this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 23. 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 recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. b. The Department reseNes the right to unilaterally terminate this agreement if the recipient, implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or other materials subject to provisions of Chapter 11 g, Florida Statutes, and made or received by the recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section If - Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency, When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement" for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components., January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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 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 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11 - Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 3~ Confidenti~Funds A signed certification that the project director 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, 0, E, F, G and H. b. The recipient and a criminal justice agency that is the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 CF,R Section 42.207 Compliance Information). c. Any state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 34. Americans with Disabilities Act Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101- 336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title I), state and local government seNices and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 18 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram (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 exa!T1ple, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The 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 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 person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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 Lobbvino Activities, according to its instructions. (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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 19 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 criterja 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 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 application for federal assistance is approved or face loss of ederal funds. ~ Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: Countv Administrator Subgrant Recipient: Monroe Countv Board of Countv Commissioners Date: (g II Sid ( . FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMS/Grants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY, FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001 , the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to sign and submit the application packet for the FY01/02 grant funds to the Florida Department of Law Enforcement Anti-Drug Abuse Grant Program; and that 3. This resolution shall become effective immediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. ~ ", . 3: . 0 "t""! PASSED At:JQ ADOPTED by the Board of County Commissioners of Monr~ qgun~ r Florida, ala regular meeting of said Board held on th~ 16th day of May, A.~~5[01;po. ~ ; rrl :.-. -< -< .':' nOr ~ ~ ....0." Mayor George Neugent ~PC: on. __ ~ - ~::o;:.~ Mayor ProTem Nora Williams yes -I' ~ ~ !~ Commissioner Spehar yes :<~:!: CO C") -y,' > .. <::> Commissioner McCoy r. C' C.fl . YE"!'> /, fTI ,;0 Commissioner Nelson yes co CJ ~ .' YL. KOLH.<}GE, C'ler~ounty B:e of ~~nerg ~ D.C..: 3:- C G Cle of Court Mayor APPROVED AS TO FORM AND L At SUFF I CLERK OF THE CIRCUIT COURT MONROE COUNTY BRANCH OFFICE MARATHON SUB COURTHOUSE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289.6027 FAX (305) 289-1745 MONROE COUNTY COURTHOUSE 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL (305) 292-3550 FAX (305) 295-3663 MEMORANDUM BRANCH OFFIC PLANTATION KE GOVERNMENT CE!\.'TE 88820 OVERSEAS HIGHWA PLANTATION KEY, FLORIDA 330; TEL. (305) S52-71~ FAX (305) 852-71~ DATE: May 3.1, 2001 TO: Jennifer Hill, Budget Director Office of Management & Budget AnN: Stacey Roberts Pamela G. Han- ~ Deputy Clerk ~ FROM: At the May 16. 2001, Board of County Commissioner's 'meeting the Board adopted Resolution No. 180-2001 authorizing the submission of a Grant Application to the Florida Department of Law Enforcement for the FY 01/02 Edward Byrne Memorial State and Local Law ~nforcement Assistance Formula Grant Program. Enclosed is a certified copy of the subject Resolution for your handling. Should you have any questions please feel free to contact this office. Cc: County Administrator w/o document County Attorney Finance File Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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. ,4Jg:c:~b~~~:~1~::~~~5~~'jrt"~B~~1*:~~)? Signature: QjJi~ 10. W.eA10 Type Name and Title: Clayton.H. Wilder. Community ProQram Administrator Date: /O-~- OJ Type Name of Subgrantee: ---J~~ Monroe County Board of County Commissioners Signature: Type Name and Title: ~I /5/0 I James L. Roberts, County Administrator Date: . .}:i'<'L '. . Implementing A~~~'~'~~';.;;~::';;~:~,:~r{:~~Dj'iJ:t?jYi':;";,~~,<~,,,:. :'::~i:~'i:;:::,"1 . Official, Administrator or Designated Re'presentative, ,'~':>t:'j::'.c.:X;,,{, . _;"j~,~,:,,:'.. ". --, -'~,;:'.~'-'" """- ' ',<.- --,,,.-,, '-,;,.',--."~~,>j,'."fr,"T',\;-::,":'~'~~./;;;::~~.;,,,,:~'::!.:<::l'~:...'o.,-\~~"o'--~'r.,::",:::,;,:~,'.-":":2 Type Name of Implementing Agency: Monroe County Board of County Commissioners Signature: ~'---/:.-~ Type Name and Title: ~ / I ~I 0 l " James L. Roberts, County Administrator Date: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 20 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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. .......,~j:,~1~::~~j~~fl~~~~~I$,%ft~.1~~~~~ Signature: ~f,/~ Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: /C)- 5"- 0 , :~~?:;"~<;~i:!~M,f:~,:f;}!i;f~2~Gj~fi;,tSUtlgra~rB,ecl'ple~n.t~.'..- . t ~~$.~:~~1:~,'Aut~orizing 9ffici.al of ~ove'rnmen a. n :':~ . ,...,;.~, _,~ .~._''''' . "<"';,.,..............".....;; ,< ,'.."':_~.. ..1._;.."L..~-,,~'-:!.~1I<Jt';t~~.., . "." :~( , ~!n.r:nI~S.!OI1..C~~lr"!~~J MaY()ri .~r ,1;?_e~ign~!!a:B-l!P~~~!1.!..~! . Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: James L. Roberts, County Administrator Type Name and Title: &IIS/D! Date: , . '~: ':>:'_<~ .:_,:-_'~~,~.~;~,,<<. .:":_>> ~"-':"-~ "~'~~~ -,~:~:5:~:.:~~j~' .:-: .~~ .:;;.:;hnplernenting AgencY3!;.};;~; Administrator or Designated Representatlv". " ..~ .,....- ;'-.:':;-- -~:,'~,~"",,:,,~,,:;,::-_~},~'.;p:~:~~<"-~~"'~r.k.~:~~.f~_, Type Name of Implementing Agency: Monroe County Board of County Commissioners ~::J ~ ~~ ..J-- Signature: Type Name and Title: Date: (" I' sf Df James L. Roberts, County Administrator FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 20 Date: 10/10/2001 Performance Reporting System Objectives for a Subgrantee Monroe Count:y 02-CJ-2H-11-54-01-130 10.000 013.01 To provide treatment services through various treatment modalities to a specified number of individuals. To provide an array of treatment services. To assist a specified number of clients to successfully complete their treatment plan. P0213001 To provide a specified number of drug tests. P0213002 To refer clients to other community agencies and resources to help meet their identified needs. P0213003 To provide anger management and conflict resolution training. P0213004 To provide job development assistance. 013.02 013.03 7 Objectives Page No: 1 5.000 840.000 Date: 10/10/2001 Performance Reporting System Performance Questions Page No: 1 013.01 Part 6 Monroe County 02-CJ-2H-11-54-01-130 013.01 Part 7 013.02 013.02 Part 1 Part 10 013.02 Part 2 013.02 Part 3 013.02 Part 4 013.02 Part 5 013.02 Part 6 013.02 Part 7 013.02 Part 8 013.02 Part 9 013.03 Part 4 013.03 Part 5 P0213001 Part 1 P0213002 Part 1 P0213003 Part 1 P0213004 Part 1 18 Questions During this reporting period, how many clients were provided Level 3 residential services? [This number should include only those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporing period.] During this reporting period, how many clients were provided AFTERCARE services? [This number should include only those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period. ] Were most clients provided psychosocial assessments? Were most clients provided vocational training and employment services? Were some clients provided diagnostic services? Were most clients provided urinalysis? Were most cLients provided case management services? Were most clients provided counseling services? Were some clients provided rehabilitation services? Were some clients provided with court liaison services? Were a significant number of clients referred to outpatient or residential treatment or other community services? Were most clients provided relapse prevention training services? During this reporting period, how many RESIDENTIAL clients successfully COMPLETED their treatment plan? During this reporting period, how many AFTERCARE clients successfully COMPLETED their treatment plan? During this reporting period, how many clients received drug tests? During this reporting period, did you refer clients to community agencies and resources? Describe your progress in the narrative portion ~f the report. During this reporting period, did you provide anger management and conflict resolution training? Describe your progress in providing training in the narrative portion of the report. During this reporting period, did your provide job development assistance? Briefly describe this assistance in the narrative portion of the report. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Samuel's House, Inc. Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Samuel's House Shelter for Women and Children III as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC meetinq on 11/20/01 Aqenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $38,931.00 Current Year Portion: $38,931.00 Budgeted? Yes X No Account Codes: 125-06016-530490-GG0207-XXXXXX Grant: $29,198.00 County Match: $9,733.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.q. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Changes ~ Date In Needed.... R' r Division Director /C' -~-<rl YesD No~ ~. ~ a - ':v.P-? Risk Managementf 01 '< <+\ 0\ YesD No~ C\, \,,\-,'J-:'4";"'-C r,-(JJf-~(J""'"'-- f () )z.5-\Of O.M.B./Purchasing 10/1-'401 YesO No~ . ~ J()fZi!/oJ County Attorney /{)!z,,'2-! ()J YesD NO~ ?!I::- /~ <l'(t;1 Date Out Comments: OMB Form Revised 9/11/95 MCP #2 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE' FORMULA GRANT FUNDS AGREEMENT -' THIS AGREEMENT is made and entered into this day of , 2001, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040, hereinafter referred to as "COUNTY," and Samuel's House, whose address is 1511 Truman Avenue, Key West, Florida 33040, hereinafter referred to as SHELTER." 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 COUNTY to implement a program that provides shelter for women who have had repeated involvement with the criminal justice system and their children; and WHEREAS, the County is in need of an implementing agency to provide said services under this Program; and WHEREAS, the SHELTER 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 SHELTER 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 SHELTER agree as follows: 1. TERM - The term of this Agreement is from October 1, 2001, through September 30, 2002, the date of the signature by the parties notwithstanding, unless earlier terminated as provided herein. 2. SERVICES - The SHELTER 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 SHELTER in performance of the services set forth in Section 2 of this agreement shall be the total sum of $38,931.00. The total sum represents federal grant/state sub-grant support in the amount of $29,198.00 and local matching funds in the amount of $9,733.00, 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 A). 5. IMPLEMENTING AGENCY BOND - The SHELTER 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 SHELTER 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 SHELTER 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 SHELTER. 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 SHELTER after the SHELTER 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 SHELTER shall promptly refund those funds to the COUNTY or otherwise use such funds as the COUNTY directs. 8. ACCESS TO FINANCIAL RECORDS - The SHELTER 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 SHELTER 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: Elmira Leto, Director Samuel's House 1511 Truman Avenue 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 SHELTER at its address specified above. The COUNTY shall not be obligated to pay for any services provided by the SHELTER after the SHELTER has received notice of termination. 12. COMPLIANCE WITH LAWS AND REGULATIONS -In providing all services pursuant to this Agreement, the SHELTER 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 SHELTER. If the SHELTER 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 SHELTER is an independent contractor. No statement in this agreement shall be construed so as to find the SHELTER, its employees, contractors, servants, volunteers, or agents to be employees of the COUNTY. Persons employed by the SHELTER 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 SHELTER 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 SHELTER. 16. ENTIRE AGREEMENT (a) It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. (b) Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties. IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe County, Florida, on the day and year first written above. By: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: (SEAL) ATTEST: DANNY L. KOLHAGE, Clerk Deputy Clerk Mayor/Chairmap",M _.,,,.~, A~ TO F Ai',c. . _',,',L S,_:;,:ICI Samuel's House By: Namerritle: Witness SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY, FLORIDA ETHICS CLAUSE warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County may, in its discretion, terminate this contract without liability and may also, in its discretion, deduct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee. (signature) Date: STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature (name of individual signing) in the space provided above on this day of ,19_. NOTARY PUBLIC My commission expires: OMB - MCP FORM #4 DATE 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." .' F-,'~...'..hLE .. Florida Department of Law Enforcement Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee. Florida 32308 (850) 410-8700 James T. "Tim" Moore Commissioner October 3, 2001 The Honorable George R. Neugent Mayor, Monroe County Board or County Commissioners 25 Ships Way Big Pine Key, Florida 33040 Re: 02-CJ-2H-Il-54-01-132 / Samuel's House, Inc. Shelter for Women and Women with Children III Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of $29, 198 to your unit of government. These funds shall be utilized to implement a Byrne Program under Pwpose Area 20A _ Corrections Alternatives - Halfway House. A copy of the approved subgrant application with the above referenced grant number and project title is' enclosed for your file. All correspondence with the Department should always refer to the grant number and project title. Your attentio.n 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 Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This certificate constitutes official acceptance ofthe award and must be received by the Department prior to the reimbursement of any project expenditures. Committed to Service . Integrity . Respect . Quality The Honorable George R. Neugent 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, . Q.Q~~l-\.~ Claytorl H. Wilder Community Program Administrator CHWIBHlmg Enclosures State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 02-CJ-2H-11-54-01-132 in the amount of $29,198, for a project entitled: Samuel's House, Inc. Shelter for Women and Women with Children III for the period of 10/01/2001 through 09/30/2002, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement IS 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: October 3, 2001 Grant period: From: 10/01/2001 To: 09/30/2002 Project Title: Samuel's House, Inc. Shelter for Women and Women with Children III Grant Number: 02-CJ-2H-11-54-01-132 Federal Funds: $29,198.00 State Agency Match: Local Agency Match: $9,733.00 Total Project Cost: $38,931.00 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, Guidel~ne Manual 7100.1D, Office of Justice Programs, Common Rule for State and Local Governments and A-87, or OMB Circulars A-11D 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. 02-CJ-2H-11-54-01-132 SUBGRANT AWARD CERTIFICATE (CONTINUED) Additionally, the following general conditions apply to the award: (1) "Pay-to-Stay" Programs 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 service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 Feder~l, State, and local environmental, health, and safety laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and the removal and the disposal of the chemicals, equipment, ano wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratorYi (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. I 02-CJ-2H-11-54-01-132 SUBGRANT AWARD CERTIFICATE (CONTINUED) Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the 'transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; . 02-CJ-2H-11-54-01-132 SUBGRANT AWARD CERTIFICATE (CONTINUED): 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 any residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine Jaboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender(s) I 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. . This grant shall become effective on the beginning date of the grant period provided that within 30 days from the date of award, a properly executed Certificate of Acceptance of Subgrant Award is returned to the Department. Q.Q.~ L j-.(. Lt..U '0t0<.>-' Authorized Official Clayton H. Wilder Community Program Administrator J () -.3~ 0 I Date Application for Funding Assistance Florida Department of Law Enforcement ,~--~~~~~._~_R~_ ~,_~ Edward Byrne Mem:,:::::::: :::,~:::~sL::o:~:::::t::~ ::~~:~::::~~Ula" G~~~~~;:~~~ ~ I The term "Department", unless otherwise stated, refers to the Department of Law Enforce ent. ,I ')eej"r: r(" CC"},I"'LlU~'ICc c,." .,~; The term "OCJG" refers to the Office of Criminal Justice Grants. ~' I oJ_, "/,, d,' v, ..._~~.~ The term "subgrant recipient" refers to the governing body of a city or a county 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by Subgrantee 2. This section to be completed bv OCJG Continuation of Previous Subgrant? x Yes Pa%e:~)~t I progr~l)~ea #:1 CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001- CJ -.-4L-JL. -2L. ~~- 110 2002 - CJ -c:lH -lL - 21'- 0/- 13~ B. Applicant Information 1. Subarant Recipient Name of Chief Elected Official/State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code / Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-872-9195 2. Chief Financial Officer of SubQrant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. Area Code / 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. ImplementinQ AQencv Name of Chief Executive Official/State Agency Head: James L. Roberts County Title: County Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUN COM # E-mail Address: Area Code / Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 4. Proiect Director Name of Project Director: (Implementing Agency Employee) David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.stateJl.us Area Code 1 Fax # 305-295-4320 5. Contact Person Name of Contact Person: Elmira L. Leto (if other than Project Director) County Title: Administrator Monroe Address: 1511 Truman Avenue Area Code 1 Phone # 305-296-0240 City, County, State, Zip Code: Key West, Florida 33040 SUNCOM # E-mail Address; samuelshouse@aol.com Area Code 1 Fax # 305-206-3921 6. Person Resoonsible For Financial Reportina (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code 1 Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: r:ncgrnts@mail.state.f1.us Area Code 1 Fax # 305-295-4320 7. Person Responsible For F1"oo.:-ammatic Performance ReoortinQ (if known) Name: Elmira L. Leto County Title: Administrator Monroe -- Address: 1511 Truman Avenue Area Code 1 Phone # 305-296-0240 ~ City, County, State, Zip Code: Key West, Florida 33040 SUNCOM # E-mail Address: samuelshouse@aol.com Area Code / Fax # 305-296-3921 FDLE B me Formula Grant A lication Packa e Revised 04/11/2001 Grant A lication Section 11- Page 2 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: Samuel's House Shelter for Women and Children 2. Identify the year of the project (I, II, III, etc.) III 3. Project implementation period I Start: October 1, 2001 I End: September 30,2002 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fI.us Area Code / Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer proqram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes XX No_ 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes - Amount No - FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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. With affordable housing being almost non-existent in Monroe County, most women coming out of jail, prisons, mental hospitals and treatment centers, will not have a place to live. Many are discharged with little or no money and unless provision is made before their release, they end up with acquaintances that are bad influences or they become homeless. Humans are "creatures of habit" and if not offered an alternative, they quickly return to their old life style. Samuel's House provides housing to individuals that need a place to stay upon their release. Seventy-five (75%) of the women who enter Samuel's House have come through the criminal justice system. They are either on probation, in drug offender programs, or in need of treatment. Samuel's House provides the missing link. Samuel's House chose it as their mission to break the cycle and give the women an opportunity to renew their sense of self-worth. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancement/expansion, staff, 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 pages if necessary; do not exceed three pages. Samuel's House provides help to women of all ages who for various reasons such as substance abuse, incarceration, domestic violence, illness or other traumatic events, have found themselves homeless. Samuel's House is the only short-term shelter in Monroe County whose target population are women and women with children. Samuel's House is home to 26 women and their children at any given time, for up to 90 days. The program activities provide for the shelter residents include case management, professional medical and psychological evaluations, clinical groups, spiritual groups, parenting skills, life management skills, arts and crafts, community service and self-enrichment that allows for new beginning in a positive direction. Samuel's House clients come from the Monroe County Detention Center, Monroe County 16th Judicial Circuit Court, Pre-Trial Release, or referrals from other service providers. Samuel's House provides a safe home 'for women and women with their children to reside while they are learning to take care of themselves through collaborative efforts with the Care Center for Mental Health, Alcoholics Anonymous, Narcotics Anonymous, Co-dependent's Anonymous, Domestic Abuse Shelter Counseling Program, Vocational Rehabilitation, Employment Councilor wherever their needs can best be met. ..~ FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. ProQram Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, Le., Uniform Objectives, Project-Specific Objectives and Self-Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second oaQe ifnecessarv. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a one- page listing of authorized program areas. 20A (#) Corrections Alternatives-Halfway House (Title) b. List Uniform Objectives first,.followed by any other appropriate objectives you may wish to address. 20A.01 Provide 75 offenders with transitional housing. 20A.02 Provide 75 offenders with case management services and daily structured activities. 20A.03 Provide 75 offenders with short-term individual and group supportive life skills counseling. Samuel's House will provide seventy-five (75) women, with a "safe-secure housing for women who are being released from jail, prison and lor institution for up to 90 days.. 1) Case Management will be provided for 75 clients 2) Daily structured activities will be provided for 75 clients 3) Life skills counseling will be provided for 75 clients 4) All adult women receive a physical examination and/or outpatient treatment by the Rural Health Network of Monroe County. 5) Eighty percent (80%) of all adult women will receive a psychological assessment and follow-up treatment from the Care Center for Mental Health. 6) One hundred percent (100%) of adult women will remain drug free while in residence. 7) One hundred percent (100%) of clients will be provided with care coordination to access all available services/resources to help them become self-sufficient. FDLE B me Formula Grant A tication Packa e Revised 04/11/2001 Grant A tication Section 1/ . Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activitv 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 "Program Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period October 1. 2001 throuah September 30. 2002 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar Acr Mav Jun Jut Auq Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package Submit Quarterly Program Reports X X X X Submit Quarterly PGJ Reports X X X X (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Life Skills Training 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 Co-dependency Meetings X X X X X X X X X X X X NAlAA Meetings 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 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 7 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Prooram F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual Services 29,198 9,733 38,931 Expenses Operating Capital Outlay Indirect Costs Totals $29,198 $9,733 $38,931 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 8 , , Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative 1. Salary for Case Manager 2. FICA 7.65% 3. Health Insurance 4. Salary for Assistant Case Manager 5. FICA 7.65% 25,000 1,913 3,406 . 8,000 612 Total Funds Requested ------------ ------------ $38,931 Grant Funds Local Match $29,198 9,733 ============ Total Grant Award: $38.931 Local Match provided by from the Monroe County General Revenue Fund. Case Manager and Assistant Case Manager's Positions are funded through the Byrne Grant Case Manager's and Assistant Case Manager's (42% of assistant case manager's position) positions, have been provided through The Byrne grant, this last year and funding will be used to continue these positions. These two positions provide case management, 24 hours a day, 7 days a week. Job description is attached., Benefits include match for FICA @ 7.65% and health insurance for both employees. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 9 Application for Funding Assistance Florida Department of Law Enforcement 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 government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (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 recipient. FDLE B me Formula Grant A Heation Paeka e Revised 04/11/2001 Grant A Heation Section 11- Page 10 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Syrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMS Circular A-87, "Cost Principles for State~ Local and Indian Tribal Governments", or OMS Circular A-21 , "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMS Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income eamed by the 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-110. This obligation continues as long as the recipient retains the property, notwithstanding expiration of this agreement. 12. 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, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circular A-110. 13. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize oth~rs to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports . a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # . (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) .Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal govemment.ft 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receivin9 these federal111nds, including but not limited to state and local governments, shall clearly state: a. The percentage of the total cost of the program or project that shall be financed with federal funds, anct _ b. The dollar amount of federal funds to be expended on the project or program. FDLE B me Formula Grant A /ication Packa e Revised 04/11/2001 Grant A lication Section II. Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida' 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the 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 recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the 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 recipient in writing to procure such supplies or services from other sources, and ' (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the 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. 21. Written Approval of Changes In this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved bUdget and the transfer is made to an approved budget item; or, c. Transfers of funds above ':he 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 app~oved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section fI- Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, U.S. Department of Justice Common Rule for State and l,ocal Governments. b. The Department reserves the right to unilaterally terminate this agreement if the 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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 backgr:ound 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwar:ding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement 'for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a.' A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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 - Crimina/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 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 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 recipient agreement does not constitute approval of the subgrant-funded development or opera~ion of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section fI- Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33. Equal Employment Opportunity (EEO) a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non- Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The recipient and a criminal justice agency that is the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byr~e Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice; Bureau of Justice Assistance for approval. 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 of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INAn). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 1 OO-year flood plain; FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (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 eX8mple, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non.Procurement, Debarment and Suspension The 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 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 person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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 agreeme)1t 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 Joan, or cooperative agreement, the undersigned shall complete and submit the standard form, Disclosure of Lobbvina Activities, according to its instructions. (3) The undersigNed shall require that the language of this certification be included in award documents for all subgra"t 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. FDLE B me Formula Grant A Iication Packa e Revised 04/11/2001 Grant A lication Section 11- Page 18 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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 Sub grant Recipient. . . (Select one of the following): XX Has a Current EEO Plan _Does Not Have a Current EEO Plan 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 application for federal assistance is approved or face loss of fede funds. ~-? Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: Countv Administrator Subgrant Recipient: Monroe Countv Board of Countv Commissioners Date: fe, II ')/ D I FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMS/Grants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY, FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001, the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to sign and submit the application packet for the FY01/02 grant funds to the Florida Department of Law Enforcement Anti-Drug Abuse Grant Program; and that 3. This resolution shalf become effective immediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. . . . -r 0."'1 PASSED At':Jq ADOPTED by the Board of County Commissioners of Monr~ qgun~ Florida, at a regular meeting of said Board held on th~ 16th day of May, A.~E2~1:x> . . ITI~-< -< ~ n~r w '..-"".' Mayor George Neugent Cl c/' ypc:: C:::::J;:'~ Mayor ProTem Nora Williams yes ~~~ 5: Commissioner Spehar yes :-<-. .:!: - .,.,. > <?? Commission~r McCoy yp!'; ~: ~ U1 CqmmissiotJer Nelson yes CD . : YL. KOLH1\.GE, Cler~ountyB:eOf~~nertt ~ D.c..: 2j- C G Cle of Court Mayor r fT1 CJ -rr C) ;;J : :;:0 :fT1 CJ a ,:;:0 CJ Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 . :<.:1~ :.h_:./;\~ ._-:. .f';-_,:,.';-': .;.,~..,.;,' De~artmen~ o~ Law En!orcerrie~t'f!if~ff.~:7:~:~~I~>",: Office of Crlmmal Justice Grants' . ;'-',""":"':, ?"'. '0r~,lI Signature: OJ a.; J.r.- iI . WLM4..J Type Name and Title: Clavton H. Wilder, Community Proaram Administrator Date: /D--3~()J :. ,-" ~': .-'~ ~~" :: . :.= SubgrantRecipierlt;~ , ' .Authorizing Official of Govern'menta . ".__'_' . ,.,.-",,~>: _ , _. ... ',' . _. '. "_ ,,_~(:.,...................~.fl:-Hi~r.. _~ ',:'{Commlsslon ChaIrman, Mayor, or Designate~.~:e..PI~~l!!J!!~I-"! '.5 ~._",:. ':.~:~. >.:?" '::\~::~:~i;.:> : ..,' -~ Signature: ~ ~~ Type Name of Subgrantee: Type Name and Title: James L. Roberts. County Administrator Ct//1b/ t Date: f~Ple~~riti~~'A~;~~Y~~~;~' '." ..~: Official, Administrator or DesIgnated Representa ve"}~~;j; <.:"/.:. .:~i-_._~;7;';'.~.r~~;:1:.~',f::~~irH;,' ,;.__ .~_ Type Name of Implementing Agency: Monroe County Board of County Commissioners .,....-- -:-J__~~( Signature: Type Name and Title: James L. Roberts. County Administrator Date: C, { { ;-f 0 \ FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 19 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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' Signature: Coil-vr. IJ . w.J,~ Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: I D -.3 - 0 I . "~,~'{~?S,{~h~,': .-, ""~:~'~':" ~/;.":~:" .. ,Sub~r~ntReclpient' :~", '~: ,:~ . ; ,;~"",,:~,-:::;-:'i<: " ',', ,':.',.,.;, '" ~_ ,~u~ho~lzmg Offlclal,~f .Gover~mental ~mt ~. :" . ~~ >.': , " :(Commissio,:! C~a.Jr.man, Mayor, "o.r Designatec:t. f!epr~~.e!!.!atix~) ~..., Type Name of Subgrantee: Monroe County Board of Countv Commissioners Signature: ~ S,.,;) Type Name and Title: Date: ~//::>1D{ I James L. Roberts, County Administrator '~~':::~~':~7:\,~.:' .--..~~,. " ".: "Implementlng Agency ,:Official, Adlllini.stratoror Designated Type Name of Implementing Agency: Monroe County Board of County Commissioners Signature: /-~~ "'-.../- -if Type Name and Title: Date: ~/ I Sf vI t James L. Roberts, County Administrator FDLE 8 me Formula Grant A Revised 04/11/2001 Grant A Iication Section 11- Page 19 Date: 09/20/2001 Performance Reporting System Objectives for a Subgrantee Page No: 1 Monroe County 02-CJ-2H-11-54-01-132 2 OA. 03 To provide a specified number of offenders with transitional housing. To provide offenders with case management services and daily structured activities. To provide offenders with short term individual and group supportive life skills counseling. 75.000 20A.Ol 20A.02 3 Objectives Date: 09/20/2001 Performance Reporting System Performance Questions Page No: 1 Monroe County 02-CJ-2H-11-54-01-132 20A.01 20A.02 20A.02 2 OA. 03 Part 1 Part 1 Part 2 Part 1 4 Questions During this reporting period, how many offenders were NEW ADMISSIONS and/or REDMISSIONS to transitional housing. During this reporting period, were most offenders provided with case management services? During this reporting period, were most offenders provided with daily structured activities? During this reporting period, were most offenders provided life skills counseling? MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Enforcement Effective Date: 1 % 1/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Residential Detoxification Services for Monroe County Homeless Men and Women Program III as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) for BOCC meetinq on 11/20/01 4482 (Ext.) OMB/Grants Mgt. (Department) Aqenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $30,606.00 Current Year Portion: $30,606.00 Budgeted? Yes X No Account Codes: 125-06015-530490-GG0206-XXXXXX Grant: $22,954.00 County Match: $7,652.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.g. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Changes ~ Date In Needev-- ~ Revle e Division Director /0"';;). "/--1 YesD No '-"""'~. A - /o--~/-~ Risk Management iOIZ'~) YesDNo~ 0., \\cv~'\C..(J,'~~(,\,~ !c)I,:J'{ja\ O.M.B./Purchasing I YesO No~~:tii.~~~1~f'1 County Attorney /~/Z-2-/ol YeSDNO~ _~ l'o/l7f1! Date Out Comments: OMB Form Revised 9/11/95 MCP #2 The Honorable George R. Neugent 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, ~~t4. ~ Clayton H. Wilder Community Program Administrator CHW/BH/mg Enclosures 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: October 3, 2001 Grant Period: From: 10/01/2001 To: 09/30J2002 Project Title: Residential Detoxification Services for Monroe County Men and Women III Grant Number: 02-CJ-2H-11-54-01-129 Federal Funds: $22,954.00 State Agency Match: Local Agency Match: $7,652.00 Total Project Cost: $30,606.00 Program Area: 13B 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 1998, 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. 02-CJ-2H-11-54-01-129 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 an~ staff or may secure the qualified services of other agencies, contractor, or other qualified third parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula GrantProgr.am 1'<<....---..-- ~=_~ '. .~ '.,: :: :i .:. "'- ~ 100. .-. -.. ;:;~ ~ ~ \? c:~ L.._-. Please read Instructions before completing this application. ' The term "Department", unless otherwise stated, refers to the Department of Law Enforcement.l I , ~ ::~F!.~:= ~"~ CR!Min'iL .INJ:TiCE cr. ':,;' ._. JUN 1 9 2001 The term "OCJG" refers to the Office of Criminal Justice Grants. i...:o., .--......~.-.~__~___."" ...._.. The term "subgrant recipient" refers to the governing body of a city or a county 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by Subgrantee 2. This section to be completed by OCJG Continuation of Previous Subgrant? Yes pqject 10 ~~ I pro13~ Area #: I CFDA #: 16.519 If Yes, enter CJ Contract # of Previous Subgrant I"G.Og SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ -J1-11 - 54 - 01-108 2002 - CJ -ct>> - JL. 5'1 -QL - ~ B. Applicant Information 1. Subgrant Recipient Name of Chief Elected Official/State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code / Phone # 305-292-4512 City, County, State, lip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-812-9195 2. Chief Financial Officer of Subarant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead S1. Area Code / Phone # 305-292-3550 City, County, State, lip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-295-3663 3. Implementing Agency - Name of Chief Executive Official/State Agency Head: James L. Roberts County ~ Title: County Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4441 City, County, State, lip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-292-4544 FDLE Byrne Formula Grant Application PaCkage Revised 04/11/2001 Grant Application Section II - Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program C. Administrative Data 1. Project Title: Residential Detoxification Services for Monroe County Men and Women 2. Identify the year of the project (I, II, III, etc.) Year III 3. Project implementation period I Start: October 1,2001 I End: September 30, 2002 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code / Fax # 305-295-4320 2. ff subgrantee is participating in the State of Florida Comptroller's Office electronic transfer prOQram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes - No -L 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes - Amount No -X- -- FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 2. Program Description: GCMK, incorporated in 1973 as a 501 (c)(3), nonprofit organization is dedicated to serving the mental health and substance abuse needs of the residents of Monroe County. GCMK offers a comprehensive continuum of mental health and substance abuse services. The Clinic's medical director is a board- certified psychiatrist and the Chief Executive Officer is a licensed psychologist. Under this funding mechanism in fiscal year 2002, GCMK will provide 162 bed days of residential detoxification for men and women. These 162 days provide 44 percent availability of an eighth detoxification bed that would otherwise be unfunded. It is expected that 23 (unduplicated) clients will be served based on an average length of stay of 7 days for clients. The residential detoxification unit is licensed by the FL State Department of Children and Families. Clients eligible for services under this grant are referred to GCMK through the criminal justice system; thus, these clients are themselves criminally involved. GCMK staff works with Department of Corrections, 16th Judicial Circuit, and other arms of the criminal justice system to secure referrals for detoxification services. Detoxification is provided on an inpatient unit for persons in acute withdrawal from alcohol and/or other drugs by a multidisciplinary team of psychiatrists, nurses, counselors, mental health techs, and a discharge planner. These services are co-located on the crisis stabilization unit. Pharmacotherapy and milieu-based approaches are used to achieve rapid medical stabilization and emotional equilibrium. Intensive discharge planning is expected to increase expected treatment outcome/success. Discharge planning begins at the time of admission. The discharge planner works with the client and the entire treatment team to design a behavioral plan that provides the best opportunity for continuing recovery. The plan could include participation in long-term, residential substance abuse treatment or intensive outpatient treatment in combination with support group attendance. It may include supportive housing assistance and any number of referrals to community services. When a patient enters the unit, the following interventions are immediately initiated by staff: greeting by a mental health tech who obtains a consent for treatment, takes vital signs, collects identifying information, orients client to the unit; nursing assessment conducted by an RN; history and physical examination conducted by physician within 24 hours of admission; medication and vitamins per physician order administered by nurse based on withdrawal signs and symptoms and types of drugs used. An initial treatment plan is established during the first 24 hours, followed by an individual treatment plan that is developed with the participation of each patient. A discharge planner is involved early in the patient's stay. The RN with the participation of the patient, discharge planner, and physician develops reasonable actions to be initiated upon discharge from the unit. The discharge plan may include continuing inpatient or outpatient substance abuse treatment. A typical day on the detoxification unit begins at 6:00 a.m. when patients are awakened and vital signs are taken. The rest of the day is as follows: beverage.... breakfast at 7:30 a.m..... outside break .... personal hygiene.... goal setting group.... outside break.... snack/beverage.... physical well being group .... vital signs -+ lunch at noon.... outside break.... activities group or HIV group or AA meeting-+ snack/beverage -+ outside break.... substance abuse group.... vital signs.... dinner at 5:00 p.m. -+ outside break -+ wrap-up group -+ personal hygiene.... outside break.... AA or NA group .... snack/beverage -+ relaxation.... lights-out at 11 :00 p.m. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 4. Activitv Implementation Schedule. Subgrant Period October 1 ,2001 - September 30.2002 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar - Apr May Jun Jul Auq Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports Not Applicable (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Provide Detox Services X X X X X X X X X X X X -- ~ FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section Ii - Page 7 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative Residential Detoxification Services for Monroe County Men and Women Cost per Bed Day is calculated using the overall operating costs of the 8 beds in the Facility divided by the number of calendar days as follows: Total Operating Costs Cost Per Bed Day $552,392.00 $ 189.18 ($552,393/8 beds/365 days) $ 22,954.00 $ 7.652.00 $ 30,606.00 Grant Request (Byrne Funds) Local Match (County Funds) Total Grant Program Costs Grant Funds provide 162 bed days calculated at $189.18 per day. ($30,606.00 divided by 1 bed @ $189.18 per day.) Local Match provided by the Monroe County General Revenue Funds. A bed day is defined as shelter and case management for (1) 24-hour period. It includes detoxification services as outlined in program narrative. All goods and services will be done in accordance with Monroe County Purchasing Policies and Procedures. All bed days charged to the grant will be for clients involved with the criminal justice system. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such' funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Syrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. b. The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions ir: Section 112.061, Florida Statutes. c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida Statutes. 8. 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 OMS Circular A-8?, "Cost Principles for State. Local and Indian Tribal Governments", or OMS Circular A-21 , "Cost Principles for Educational Institutions" . b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMS Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also lmown. as Project Generated Income) Program income means the gross income earned by the 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 Justf:e 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600. Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion. but no later than nine (9) months after the audit period. In order to be complete. the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returnee!, to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. . d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal iaws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Proj.,ct a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request a revised projecl_ starting date. b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall. at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period. but only by formal written amendment to this agreement. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro~ram 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a~ The Department of Law Enforcement. the Auditor General c.t 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 recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, 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 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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 sC7'ilening for employment or a background security check is required by law for employment, unless othelWise 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 mora 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I . Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidenti~Funds A signed certification that the project director has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33. Equal Employment Opportunity (EEO) . a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non- Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The recipient and a criminal justice agency that is the impiemG.!1iing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Sectii>n 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, andior the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 34. Americans with Disabilities Act Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101- 336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title I), state and local government services and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following- - new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity - needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11- Page 17 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 PrOQram 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 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 subgranl application for federal assistance is approved or faJ<jl ~s~al funds. . - ~~-=::> ~ Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: to { 151 0 l FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram I. 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 Signature: (2p / -4.- IJ. 4AJ2dl...,J Type Name and Title: Clayton H. Wilder. Community Prooram Administrator Date: /O-.3-D J ,,'d:~>;: ::'~/ '.,' r Subgrant'Recipie'nt' ,:.::_ ,s;,/,', . . '. . ;p~".;t;;,:::~~~i~:t(6~~~~i~~io:~~~~;~,~nn~'~Zt~~I:: ge~i:~~Th~?~~M~~e~{~ . !~e~~I~l~~~')':~~[;;'::;<;}(" ,,' Signature: Type Name and Title: James L. Roberts. County Administrator Date: ro(1 sic ( I~pleme~tlng Agency Official, Administrator or Designated Representative Type Name of Implementing Agency: Monroe County Board of County Commissioners -~ c--;::>~ Signature: ~ I Type Name and Title: James L. Roberts. County Administrator Date: Co Ii S-( DI FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 19 Date: 09/20/2001 Performance Reporting System Objectives for a Subgrantee Page No: 1 Monroe County 02-CJ-2H-11-54-01-129 013.01 To provide treatment services through various treatment modalities to a specified number of individuals. To provide an array of treatment services. To assist a specified number of clients to successfully complete their treatment plan. 23.000 013.02 013.03 23.000 3 Objectives MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Enforcement Effective Date: 1 % 1 /0 1 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Teenline Crisis Intervention and Referral Hotline IV as part of Monroe County's Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC meetinq on 11/20/01 Aqenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $17,000.00 Current Year Portion: $17,000.00 Budgeted? Yes X No Account Codes: 125-06007-530490-GG0204-XXXXXX Grant: $12,750.00 County Match: $0.00 ($4,250.00 match provided by Helpline) Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.q. Maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes Date Out Date In Neede~-- ^ ~er Division Director /b_J.y_,p, YesD No!2j ~ /~-W-. _/ ~ -~ I Risk Management {"!2..Lfj.1'YesDNoEr C; ~,j('-J..--,~..L \ -~:y~,~\)~c;",,'-... i:.......i2t"r,'Jr O.M.B.lPurchasing . YesO NO~~ g$~u...,-", ,</ L I/./ County Attorney /O/-z..,2-!ol YeSDNO~ ~,_ 10/')...-:7;01 Comments: OMB Form Revised 9/11/95 MCP #2 The Honorable George Neugent 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, , Q.Q~k ~. LuJQl}'~..) Clayton H. Wilder Community Program Administrator CHWIBH/mg Enclosures 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: October 3, 2001 Grant period: From: 10/01/2001 To: 09/30/2002 Project Title: Teenline Crisis Intervention and Referral Hotline IV Grant Number: 02-CJ-2H-11-54-01-134 Federal Funds: $121750.00 State Agency Match: Local Agency Match: $41250.00 Total Project Cost: $171000.00 Program Area: 04A 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 subgrant~e 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. 02-CJ-2H-11-54-01-134 SUBGRANT AWARD CERTIFICATE (CONTINUED) Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grantprogram Please read Instructions before completing this application. /1 ~ - 2~ ~; 2l::~:-' ". L,;.,_.._ The term "Department", unless othelWise stated, refers to the Department of Law Enforcement JUN 1 9 2001 The term "OCJG" refers to the Office of Criminal Justice Grants. . ~="I"'C"r "OJ. " T",_ '" C~';rl""~L1U~-'''.- .' . ; ~ .':1 u"'j . ~ . _~ r"'" . ,--- The term "subgrant recipient" refers to the governing body of a city or a county or an Indian Tribet1iat~jmTforms-~,~ :~-J 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subarant Data 1. This section to be completed by Subgrantee 2. This section to be completed by OCJG Continuation of Previous Subgrant? Yes Jroject.lo # I pro~+A Area #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant 7:'[70 SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2000 - CJ - 08-11-54-01-082 2002 - CJ - ~- Jl- ~-.ol--13..4 B. Applicant Information 1. Subarant Recipient Name of Chief Elected Official/State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code / Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-872-9195 2. Chief Financial Officer of Subgrant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 VYhitehead S1. Area Code / Phone # 305-292-3550 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-295-3663 3. Implementina Aaency - Name of Chief Executive Official/State Agency Head: James L. Roberts County ~ Title: County Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram C. Administrative Data 1. Project Title: Teenline Crisis Intervention and Referral Hotline 2. Identify the year of the project (I, II, III, etc.) IV 3. Project implementation period I Start: 1 October 2001 I End: 30 September 2002 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code / Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer proQram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes - No X_ 7. Cash Advance: If yes, a letter of request must be submitted with the application. , Yes - Arr.ount No X_ -- - FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancemenUexpansion, staff, 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. Teen Line has expanded Help Line's services to the youth and families of Monroe County. In addition to the 24 hour a day county wide service, Teenline also provides a "safe-place" where' teens can talk to their peers and or trained adult volunteers about substance-abuse, school and family conflict problems. The 2001 Teenline program now has internet access via TEENLlNE1@AOL.COM and it's own TV show that is aired on A TT local cable channel 19 and is available through out Monroe County. The Byrne Grant will enable Helpline to pay one third of the Teenline Coordinator's salary. This position administers, plans, directs, trains, and evaluates Teenline volunteers. This includes organizing 4 training sessions per year to recruit and educate new volunteers. The Teenline Coordinator reports directly the Helpline Executive Director. Teenline is located at 1623 #1 Spaulding Court, Key West, FL. Presently all phone lines and computer facilities are located there. All Teenline volunteers are trained and supervised by adult telephone counselors. Teenline has a cooperative service agreement with the Monroe County School System with materials distributed to counselors and teachers. In addition, Teenline is working with the Department of Juvenile Justice to provide community service projects for those willing to go through the Teenline training and assist in helping their peers. The target population for Teenline is all youth and their parents in Monroe County, a rural and geographically- dispersed chain of islands running over a 120 mile span. Teens and their parents are able to utilize the phone crisis line free of charge through a 1-800-273-4558, 24- hour hotline. The purpose of Teenline, as well as Helpline, is phone crisis intervention, information and referrals. Providing timely information and referrals to appropriate services is crucial in area like Monroe County, due to few and scattered resources, using a telephone communication system provides a quick and immediate link to service referrals. Helpline is licensed by the Florida Department of Children and Families as a Substance Abuse Prevention Counseling Service Provider. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 5 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 "Program Activities." Your Quarterlv Performance Reports will be reviewed against this schedule. Subgrant Period 10/01/01 throuQh 9/30/02 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dee Jan Fe!:> Mar Apr May Jun Jul Aug Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports (If applicable) . . Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep 24 hour teen line operation & X X X X X X X X X X X X supervision - , FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II. Page 7 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 2. Budget Narrative a. Identify type of Budget, Le., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should be included, as well as the federal fund and cash match amounts. c. 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. d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost.] e. Costs must not be allocated or included as a cost to any of.ner federally financed program. (Continue on additional oaoes if necessarv.) Byrne Grant Funds will be used to pay a portion of the Teenline Coordinator's Salary. Financials will be submitted each quarter for reimbursement, along with the Teenline quarterly report. Teenline Coordinator Salary: $12,750 Helpline Match: $ 4,250 Total Teenline Salary: $ 17,000 Sources of Matching Funds: Helpline receives funding from United Wa of Monroe County, Florida Department of Children and Families, The Florida Attorney General Office, private fundraising and donations. Helpline will provide matching funds for the Teenline Grant from cash reserves currently existing in the FY 2001 budget. These funds will be specified and dedicated for this purpose. Job Description of Teenline Coordinator: Responsible to the executive dire:tor for planning, evaluating, and administering the Teenline volunteer program for a volunte,er based, non-profit, multi-purpose human services agency offering information referral and telephone crisis intervention programs to teens and their families throughout Monroe County. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Syrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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 biHs for any travel expenses shall be submitted according to provisions in Section 112.061, Florida Statutes. 8. 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 Govemments and federal OMS Circular A-8?, "Cost Principles for State. Local and Indian Tribal Governments", or OMS Circular A-21 , "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds to procure services. supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMS Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income earned by the 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 16. Audit a. Recipients that expend $300,000 or more in a year in Federal awards shall have a single or program- specific audit conducted for that year. The audit shall be performed in accordance with the federal OMS Circular A-133 and other applicable federal law. The contract for this agreement shall be identified in The Schedule of Federal Financial Assistance in the subject audit. The contract shall be identified as federal funds passed through the Florida Department of Law Enforcement and include the contract number, CFDA number, award amount, contract period, funds received and disbursed. When applicable, the recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returnee to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. . d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. - -g:-The-completed audit reports should be senno the followingac1dress: Florida Department of Law Enforcement Office of Inspector General Post Office Sox 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun WIthin sixty (60) days after acceptance of the subgrant award, the 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 recipient shall~ send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor Genefal of '[he State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly Cluthorized representatives, shall have access to books, documents, papers and records of the recipient, implementing ag.ency and contractors for the purpose of audit and examination according to the OJP Financial Guide, 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 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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 scrtlening 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. A!I 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 I 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33. Equal Employment Opportunity (EEO) a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act.of 1975; and, Department of Justice Non- Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b~ The recipient and a criminal justice agency that is the implerneilting agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. /' 34. AmerIcans with Disabilities Act , Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101- 336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title I), state and local government services and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a. violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by"he 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; FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II . Page 17 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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 Subgrsntee (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 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 aftei"~'3ppncalion ror federal assislance'is' approved:of!ac"105s<>f ~,. - -- /" -r-:::> '--"'" --~ ( Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: June 14, 2001 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 andyear set out below. Corrections on this page, including Strikeovers, whiteout, etc. are not acceptable. State of Florida Department of Law Enforce.ment ,Officeof Criminal Justice Grants Signature: &~~ I.J. u.ib~v-J Type Name and Title: Clavton H. Wilder. Community Proaram Administrator Date: /D--s..() I Type Name of Subgrantee: Monroe Coun ':,t2.}:t,.:,:.J '<;','.i~E\,,!"'~~}':'.'.~'~Subgrant Recipient,. .. '. ',. - ,.. ,'~"">' . ,,' "(C~~~;~~~~~~~~~t~~~~ ~:~~I:rf ge~~~~~~n~~~~:eni~;;(~)J:'&;f!.10:.i~';'?~'i< ." ....,.-_.._~-,~.~,--"'." -'-'," '.. ~- .. '.----.--, ---......--..-........ -~ ,-------.---. -"-',,-, -'-~"-'.'.. Signature: Type Name and Title: James L. Roberts. County Administrator June 14, 2001 Date: . Implementing Agency . Official, Administrator or Designated Representative Type Name of ImpJemen,~ing Agency: Monroe Countv Board of Countv Commissioners 7~?U Signature: Type Name and Title: James L. Roberts. County Administrator June 14, 2001 Date: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ - Page 19 Date: 10/02/2001 Performance Reporting System Objectives for a Subgrantee Page No: 1 Monroe County 02-CJ-2H-11-54-01-134 04A.12 To provide a specified number of individuals/families with crisis intervention or counseling services. 150.000 1 Objective MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Enforcement Effective Date: 1 % 1 /0 1 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Monroe County Sheriff's Case Manager Program I as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC meetino on 11/20/01 Aoenda Deadline: i 1/01/01 CONTRACT COSTS Total Dollar Value of Contract: $41,000.00 Current Year Portion: $41,000.00 Budgeted? Yes X No Account Codes: 125-06022-530490-GG0213-XXXXXX Grant: $30,750.00 County Match: $10,250.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.q. Maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes k Date In Neede~ /~ I Division Director /,_,)."1_"( YesDNot::] _~ ~~ Risk Management i 0 \'2.(+ l~' YesD NO~ Ci L,U'\~~i'.L__ ~~C"-\J""'-'~V''--- O.M.B./Purchasing YesD N~ dJuuLh- U ~ AA,/UA.- County Attorney 10/2.-"2--/0/ YesD Nog/ ,-S~A./-:#:- Date Out 1'.:> -...."1- ~ r ' , 'I .~ \~2_ /-:..' ~t /C/2-tf/c / (cY2-JjcJ/ Comments: OMB Form Revised 9/11/95 MCP #2 The Honorable George Neugent 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, Qo~ -k ~. tw DtOl~ Clayton H. Wilder Community Program Administrator CHWIBH/mg Enclosures State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program SUBGRANT AWARD CERTIFICATE Subgrar.tee: Monroe County Board of Commissioners Date of Award: October 3, 2001 Grant Period: From: 10/01/2001 To: 09/30/2002 Project Title: Sheriff's Case Manager I Grant Number: 02-CJ-2H-11-54-01-133 Federal Funds: $30,750.00 State Agency Match: Local Agency Match: $10,250.00 Total Project Cost: $41,000.00 Program Area: 11B 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. 02-CJ-2H-11-54-01-133 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any clandestine methamphetamine operations funded under this award, it will (1) include the nine, below listed protective measures or components; (2) provid~ for their adequate funding to include funding, as necessary, beyond that provided by this award; and (3) implement these protective measures throughout the life of the subgrant. In ~o 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; Edward B Application for Funding Assistance Florida Department of Law Enforcement r-~------~'_ ~~_ ~,__ me Memorial State and Local Law Enforcement Assistance Formula Grant Program ::'~:'- ..-. . ~ :.;, .. _~ \lw ~_::; 't..: L~ ~~ ; i I I I l Jm~: Cf CRiMinAL JUSTICE C" \"., I , - . -.! b- _I Please read instructions before completing this application. JUN 1 9 Z001 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" refers to the governing body of a city or a county 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 or Il1dian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by SUbgra;e I 2. This section to be completed by OCJG Continuation of Previous Subgrant? 0 Yes No Project ID # I Program Area #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant nl- I~~ II.A SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - - - - - - 2002 - CJ -mf- J.L - ~ - Q.L-.B3 - - - - B. Applicant Information 1. Subgrant Recipient Name of Chief Elected Official/State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code / Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key. FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-872-9195 2. Chief Financial Officer of Subgrant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. Area Code / Phone # 305-292-3550 City, County, State. Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-295-3663 3. Implementing Agency " Name of Chief Executive Official/State Agency Head: James L. Roberts County Title: County Administrator Monroe Address: 5100 College Road' Area Code / Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program . , .' . ....1 C. Administrative Data 1. Project Title: Sheriff's Case Manager 2. Identify the year of the project (I, II, III, etc.) 1 3. Project implementation period I Start: 10/01/01 I End: 9/30/02 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer prOQram, reimbursement cannot be- remitted to any other entity. \ 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the proje~ earn PGI? (See Section G, Item 9.) Yes - No X 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes_ Amount NO-L- FDLE Byme Fonnula Grant Application Package Revised 0411112001 Grant Application Section II - Page 3' Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program .." *', 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancement/expansion, staff, 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, The program is designed to facilitate and improve the treatment aspects of inmates . who have substance abuse issues and are incarcerated.in the Monroe County Detention Center. Case management will improve the opportunities that the inmates have both 'while participating in the various programs offered by the facility and upon release. The Sheriff s Case Manager, while working out of the main Detention Center, will be will be the liaison between inmates with substance abuse needs and existing community services. At times inmates with substance abuse issues need documentation, transportation, and appropriate clothing for work release and other employment opportunities upon their release from the facility. The Case manager will coordinate with the Work Release Specialist to provide assistance to those inmates who due to substance abuse problems have no one on the outside to assist them with items such as social security card and other valid documentation as required for employment. In instances where inmates have been dual diagnosed and the primary problem is substance abuse as opposed to a mental health issue, the case manager will coordinate with the necessary agencies to assist in determining additional mental health issues and liaison with treatment providers. Occasionally. inmates will require referral prior to be sentenced. The Case manager will be able to act as the liaison with the provider and the Public Defender's Office as required. Upon release from the Detention Center the inmates may be required to reside at a halfway house or other safe housing. The case manager will coordinate the completion of required documentation i.e. criminal history checks, bed availability and intake appointments. Inmates who have decided to relocate out of the area may need assistance with transportation( i.e. bus tickets). Transportation assistance is available through various avenues and agencies once the required procedures are followed. The case manager will work with the inmate to ensure that the agencies procedures are completed in a timely manner and that the transportation is arranged. FDLc Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section" . Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program . . 3. ProQram 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 guidance. Continue on a secondoaoeifnecessarv. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part If, for a one- page listing of authorized program areas. . llB (#) Corrections Community Tre~tment (fit/e) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. Uniform Obiectives (Mandatory, copy a3 worded for tne program area addressed). lIB.D3 Assist a specified number (100) of clients within correctional facilities to successfully complete their treatment plan. The programmed activities as listed on Grant application section II.. FDLE Byrne Formula Grant Applicaticm Package Revised 04/1112001 Grant Application Section /I. Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be ~ minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do 110t include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual Services 30,750.00 10,250.00 41,000.00 Expenses Operating Capital Outlay Indirect Costs Totals 30,750.00 10,250.00 41,000.00 FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 2 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 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. 1. Reports a. Project Performance Reports The 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 datlS In addition, if the subgrant award period is extended beyond the "original" project period, additior.al Quarterly Project Performance Reports shall be submitted. Failure to submit Quarterly Performance Reports in the sptlcified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund AccounUng Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (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-8?, and A-110, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the recipient. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11- Page 10 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-110. This obligation '. continues as long as the recipient retains the property, notwithstanding expiration of this agreement. 12. 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 Gulae, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circt:lc:rr A-110. 13. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) "Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal government." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receiving these federal funds, including but not limited to state and local governments, shall clearly state: a. The percentage of the total cost of the program or project that shall be financed with federal funds, and b. The dollar amount of federal funds to be expended on the project or program. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consu.ltant, and without fault or negligence of either of them, the recipient shall not be deemed in default, un;'esS: (1) Supplies or services to be furnished by the consultant were obtainabl.e from other sources, (2) The Department ordered the recipient in writing to procure such supplies or services from other sources, and (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the 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. 21. Written Approval of Changes In this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the' Department of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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(e) 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 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 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 16 Application for Fundin9 Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The recipient agrees to comply with Executive Order 12549, Debarment and ~uspension (34 CFR, Part 85, Section 85.510, Participant's Responsibilities). These procedures require the recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. 38. Federal Restrictions on Lobbying a. Each person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person for award of federal contract, grant, or cooperative agreement of $100,000 or more; or federal Joan 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. ' (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. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section /I- Page 18 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro~ram 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 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 application for federal assistance is approved or face loss ~al funds. ~~ a ---l. Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: June 7, 2001 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMB/Grants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY I FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS. the Florida Department of Law Enforcement has announced the - FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18.2001, the Monroe Gounty Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution'of funds allocated to Monroe County in the amount of $207.025.00 with a 25% cash match requirement; and, -:- WHEREAS. the Monroe County Substance Abuse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention. rehabilitation, and treatment; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY. FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to sign and submitthe.1 application packet fo(the_~Y91/02gfa_6J tun'ds-iotheFloHda-Oep'artment o.f Law Enforcement Anti-Drug Abuse Grant Progra_m~and that 3. This resolution shall become effective immediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. , -r C::>-r'! PASSED ANQ. ADOPTED by the Board of County Commissioners of Monr<~ ~n~ r Florida,ata'regular meeting of said Board held on ~h~ 16th day of May, A.~a~01;p. g " '. / - - ~;...~ ~ 6 ...,....... Mayor George Neugent YP~ g~;~::;o .' Mayor ProTem Nora Williams yes ~~~ ~ fg Commissioner Spehar yes ~.,:z: co('") "'1',' > .. 0 Commissioner McCoy YE'F; j: ~ CJ1 .:::0 Commissioner Nelson yes CO 0 ! YlJ. KOLHi}GE. Cler~ounty B~ of ~~neQ- ~ D.C.: ~ ,G Cle of Court Mayor APPROVED AS TO FORM AND t At SUFF I Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Signature: 0~~1J.~~ Type Name and Title: Clavton H. Wilder. Community Proaram Administrator Date: )0 -..3- 0' '., ...', AlJthoriZingS~~;~~~~~c~e~~~~~ntal Unit ./:~;?{~,:~~~~~,..tt3:F';t;:,~:~~j~F::~:'.': . (Commission Chairman, Mayor, or Designated Representative)" , . >~..,. ,,;. .~: . Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: ~ -' ~_..... Type Name and Title James L. Roberts. County Administrator Date: June 7, 2001 '" Implementing Agen'cy. Official, Administrator or Designated Representative'.. Type Name of Implementing Agency: Monroe County Board of County Commissioners __~ / r ::::> Q Signature: ---/ --~ <......;J ... .....J Type Name and Title James L. Roberts. County Administrator D~e: June 7, 2001 FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 19 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Signature: &a; I-w. fJ. Lv. ~ Type Name and Title: Clayton H. Wilder. Communitv Proqram Administrator Date: /O-S-OJ ,..,.:.;r.~,;{,].~trfz~~~1~~il~:.: '. A~thori~ingS~~?~~~to~~c~~~~~ental Unit.,,~..,..,;',. "i:~""Y~<:':<: JC.orn.misslon Chairman, Mayor, or Designated Representative} Type Name of Subgrantee: Monroe County Board of County Commissioners -::/~~a b Signature: Type Name and Title James L. Roberts. County Administrator Da~: June 7, 2001 Implementing Agency , Administrator or Designated Representative '.; Type Name of Implementing Agency: Monroe County Board of County Commissioners 'C--I~L~ Signature: Type Name and Title James L. Roberts. County Administrator Date: June 7, 2001 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 19 Date: 10/02/2001 Performance Reporting System , Objectives for a Subgrantee Page No: 1 Monroe Count:y 02-CJ-2H-11-54-01-133 llB. 02 To provide an array of treatment services within correctional facilities. To assist a specified number of clients within correctional facilities to successfully complete their treatment plans. 100.000 llB.03 2 Objectives Date: 10/02/2001 Performance Reporting System Performance Questions Page No: 1 Monroe Count:y 02-CJ-2H-11-54-01-133 llB. 02 llB.03 Part 4 Part 2 Were most clients provided case management services? During this reporting period, how many INTERVENTION clients successfully COMPLETED their treatment plan? 2 Questions MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Enforcement Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Sunrise House Transitional Housing for Recovering Homeless Men II as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC meeting on 11/20/01 Agenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $31,311.00 Current Year Portion: $31,311.00 Budgeted? Yes X No Account Codes: 125-06017-530490-GG0208-XXXXXX Grant: $23,483.00 County Match: $7,828.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.g. Maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes --- 0 Date In Need:rr--= 2<'Revie~ Division Director /o-l.'(_.( YesD N ~~, _~o. ~'="-~'1-<J, Risk Management I 0 l~ '1-1 (} I YesO No[!( (\. \I~~ 'V~-j:;;d-"-. , 0 l,--;w YeSONO~~~ (0/,-,'//0 County Attorney I O/2-~/ ()/ YesD No0" "_ (tf2-r;/OI Date Out O.M.B.lPurchasing Comments: OMB Form Revised 9/11/95 MCP #2 LE Florida Department of Law Enforcement Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee, Florida 32308 (850) 410-8700 James T. "Tim" Moore Commissioner October 3, 2001 The Honorable George R. Neugent Mayor, Monroe County Board of County Commissioners 25 Ships Way Big Pine Key, Florida 33043 Re: 02-CJ-2H-11-54-01-128 / Sunrise House, Transitional Housing for Recovering Homeless Men_ II Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of $23,483 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 Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This 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 George R. Neugent Page Two We look forward to working with you on this project. Ifwe can be offurther assistance, please contact Beth Hamilton at (850)410-8700. Sincerely, . QQcu-,~ i-J- . u..u..Q62v) Clayton H. Wilder 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 SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant.award number 02-CJ-2H-11-54-01-128 in the amount of $23,483, for a project entitled: Sunrise House, Transitional Housing for Recovering Homeless Men II for the period of 10J01/2001 through 09/30/2002, 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: October 3, 2001 Grant Period: From: 10/01/2001 To: 09/30J2002 Project Title: Sunrise House, Transitional Housing for Recovering Homeless Men II Grant Number: 02-CJ-2H-11-54-01-128 Federal Funds: $23,483.pO --- State Agency Match: Local Agency Match: $7,828.00 Total Project Cost: $31,311.00 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 196B, 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. 02-CJ-2H-11-54-01-128 SUBGRANT AWARD CERTIFICATE (CONTINUED): Additionally, the following general conditions apply to the award: (1) IIPay-to-Stayll Programs Funds from this award may not be used to operate a IIpay-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 ~n adult facility or detention center owned and/or operated by city, county, or municipality. It does not include juvenile detention centers. "Pay-t6-Stay" programs as referenced in this condition, means a program by which extraordinary service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 the disposal of the chemicals, 'equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. 02-CJ-2H-11-54-01-128 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated m~terials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, ~ when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 02-CJ-2H-11-54-01-128 SUBGRANT AWARD CERTIFICATE (CONTINUED): 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 any residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender(s) I 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. 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. Co~-l<!?J. ~!2v Author' zed Official Clayton H. Wilder Community Program Administrator /0-3-01 Date Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 1 ~.--: :,~.~.,'~ :": ..--:;-;~~:-.'1 I r.. ....-...:......~_.-a~ 'to ~ :~~.._..', ~ - --'.' I The term "Department", unless otherwise stated, refers to the Department of Law Enforcelent. J U N 1 9 ZOO 1 I The term "OCJG" refers to the Office of Criminal Justice Grants. I 19~FISE or CF::M!n~U'JSTlCE GOV""' The term "subgrant recipient" refers to the governing body of a city or a county or an Indi~n.:r-fibe..tbat..pedCWIl.S...-'=..i criminal justice functions as determined by the U.S. Secretary of the Interior. Please read instructions before completing this application. The term "implementing agency" is a subordinate agency of a city, county or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subarant Data 1. This $ection to be completed by Subgrantee 2. This section to be completed by OCJG Continuation of Previous Subgrant? Yes Project ID # I Prog2~irea #: I CFDA #: 16.579 If Yes, enter C~ Contract # of Previous Subgrant 00-1/2 SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - J1 - 11 - 54 - 01 - 112 2002 - CJ ~ -11-~ -Q.L - ~ B. Applicant information 1. Subgrant Recipient Name of Chief Elected Official/State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code / Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-872-9195 2. Chief Financial Officer of Subarant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead S1. Area Code / Phone # 305-292-3550 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-295-3663 3. Implementina Aaemcy - - Name of Chief Executive Official/State Agency Head: James L. Roberts County ~ Title: County Administrator Monroe Address: 5100 College Road Area Code / Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code / Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Proiect Director Name of Project Director: County (Implementing Agency Employee) David P. Owens Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code I Fax # 305-295-4320 5. Contact Person Name of Contact Person: County (if other than Project Director) Rev. Stephen E. Braddock, Ph.D Title: Executive Director, Florida Keys Outreach Coalition, Inc. Monroe Address: Post Office Box 4767 305-293-8189 City, County, State, Zip Code: Key West, Monroe County, FL 33041 SUNCOM # E-mail Address: FrBraddock@cs.com Fax: 305-293-8276 6. Person Responsible For Financial Reportina (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgmts@mail.state.fl.us Area Code I Fax # 305-295-4320 7. Person Responsible For Programmatic Performance Reoortina lit known} Name: Gina Pecora County Title: FKOC Administrative Assistant and Finance Manager Monore Address: Post Office Box 4767 305-293-0641 City, County, State, Zip Code: Key West, Monroe County, FL. 33041 SUNCOM # E-mail Address: FKOUTREACH@aol.com Area Code I Fax # 305-293-8276 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 2 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: Sunrise House 2. Identify the year of the project (I, II, III, etc.) II 3. Project implementation period I Start: 10101/01 I End: 9/30102 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code 1 Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code 1 Fax # 305-295-4320 2. ff subgrantee is participating in the State of Florida Comptroller's Office electronic transfer orOQram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes X_ No 7. Cash Advance: If yes, a letter of reque~t must be submitted with the application. Yes - Amount NO ~ -- FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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 DaQe if necessarY. Do not exceed two oaaes. Governor Bush has stated that Florida has the highest percentage of regular drug users in the nation. The Florida Keys (Monroe County), with a reputation for partying and more jobs than workers, entices drug users to reside here. With drug abuse comes criminal activity. Offenders' wind up in the local criminal justice system. In fact, Monroe County Detention Center has the highest percentage of offenders with substance abuse problems in the State of Florida. In spite of the fact that Monroe County is considered a rural county with a population of approximately 80,000, it has over 3 million tourists visiting annually. Rapid development of hotels and resorts has contributed.significantly to a severe shortage of affordable housing. This means that when an inmate could be released as a result of Pretrial or sentence release, oftentimes the individual's choices were an overcrowded drug infested transient site or the mangroves, abandoned vessels or under bridges. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancemenVexpansion, staff, 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. Sunrise House provides 90-day transitionaf housing, case management and life skills training for homeless male offenders who are in recovery from alcohol/substance abuse. DAilY drug and alcohol tests are conducted on all clients. Intensive case management includes referrals to appropriate services offered in the community. Outpatient substance abuse treatment, daily AAlNA meetings, steady empfoyment, house responsibilities, life skills training, and community service activities are a requirement of residency at Sunrise House. The offender is monitored closely for program compliance and adherence to their lAP (Individuatized Action Plan). The clients contribute to the cost of their room and board. After successful completion of the Sunrise House program (phase 1), the client may transfer to ph~se 2 of FKOC's program for an additional 9-months of supportive, transitional housing in a drug free stable environment with professional and peer support. Direct referral for admission to Sunrise House come from the Pretrial Release Program, th3 16th Judicial Drug Court Diversion Program, the Florida Department of Corrections, the Safvation Army Correction Department, the Forensic Worker at the Monroe County Detention Center, and the Judges. All offenders are required to provide FKOC with a copy of their arrest record to prevent admitting someone with an outstanding warrant. The offender's progress is shared upon request by the referring agency and the court. Sunrise House is staffed 2417, 365 days per year. Staff include FKOC's Executive Director, a full-time case manager, two program assistants, a house aide and house monitors. A part-time evening caseworker position with specialized substance abuse training will be added in July 2001. The cost of housing and case management for each client at Sunrise House is $9.94 per day as compared to a cost of $58.60 a day for incarceration at the Monroe County Detention Center. FDLE Byrne Formula Grant ApplicatIon Package Revised 04/11/2001 Grant Application Section" - Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. ProQram Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, Le., Uniform Objectives, Project-Specific Objectives and Self-Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second page if necessary. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a one- page listing of authorized program areas: #15D Drug Testing #20A Corrections Alternatives- Halfway House (Title) (#) b. List Uniform Objectives first, followed by any other QPpm;>riate objectives you may wish to address. Uniform Obiectives (Mandatory, copy as worded for the program area addressed). 20A.01: Provide 35 offenders with transitional housing 20A.02: Provide 35 offenders with case management services and daily structured activities. 20A.03: Provide 35 offenders with short-term individual and group supportive therapies. Proiect-specific Obiectives 1. Provide 8.000+ drug tests. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /1 - Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activity Imolementation 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 "Program Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period Oct. 01/2001 - SeDt. 30. 2002 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feti Mar Apr May Jun Jul Aug Sep Submit Financial Reimbursement x x x x Requests Submit Financial Closeout Package x Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports x x x x (ff applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Pre-screening x x x x x x x x x x x x Intake interviews x x x x x x x x x x x x Admissions x x x x x x x x x x x x Substance Abuse Screening x x x x x x x x x x x x . Case Management x x x x x x x x x x x x Life Skills Training x x x x x x x x x x x x ~ Transportation to AA1NA Mtgs. x x x x x x x x x x x x Weekly House Meetings x x x x x x x x x x x x After Care PlanninglAction Plans x x x x x x x x x x x x FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 7 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support . project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and L~ave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual Services 23,483.00 7,828.00 31,311.00 Expenses Operating Capital Outlay ,"..~",:..<;:, .,,:-:.,-.1' ::';:");:'.: '. .. . '..~'C.,."::-.:,.,,.: Indirect Costs .. ":. . .. , . > ,:;;' Totals 23,483.00 7,828.00 31,311.00 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 8 .uUI-~/-U.L .1.L:~O l"Ionroe ~UUII.....)( '-''''0 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 2. Budget Narrative a. Identify type of Budget, i.e., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should be included, as well as the federal fund and cash match amounts. c. 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. . d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost) e. Costs must not be allocated or included as a cost to an~~ other federally financed program. (Continue on additional paQBS if nocessary.) Total Operating Cost 9~,400.00 Expenses related to transitional housing and support: Utilities Drug Screening Maintenance/Supplies Salaries/Benefits General Operations. Total 15,000.00 8,600.00 9,800.00 51,000.00 15.000.00 99,400.00 (.includes building and property Insurance, client personal care costs, travel, office supplies, training, recordkeeping, etc.) Grant funds of $23,483.00 will be combined with local match funds from Monroe County general revenue fund of $7,828.00. for a total grant budget of $31,311.00. A bed day is defined as shelter and case management for one 24 hour period and includes access to food, shower, washer/dryer,local transportation, telephone, personal care items, drug testing, employment referral, substance abuse treatment, transportation to AlA and/or NA meetings. counseling, compliance monitoring, life skill training, assistance with transitioning to permanent housing. All goods and purchases will be obtained in accordance with Monroe County procedures. Based on a projection of serving approximately 35 offenders during the grant year, an average daily bed cost is anticipated to be $9.94 (31,311.00 divld.ed by 35 clients divided by 90 days per client). FDLE B rne Formula Gr.nt A Revised 04111/2001 Grant A licat/on Section /1- Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram G. Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (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-11O, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the recipient. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 10 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Byme Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMB Circular A-87, "Cost Principles for State. Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be according.to U.S. Department of Justice Common Rule for State and Local Governments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income eamed by the 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 Justic:e 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The 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 federaf OMB Circular A-110. This obligation continues as long as the recipient retains the property, notwithstanding expiration of this agreement. . 12. 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, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circular A-110. 13. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes:. a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports a. Before publication or printing, a tinal draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs. U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention. and the Office for Victims of Crime." (2) "Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement. the U.S. Department of Justice, or any other agency of the state or federal govemment." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals. bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all granteEls and recipients receiving these federal funds, including but not limited to state and local governments, shall clearly state: a. The percentage of the total cost of the program or project that shall be financed with federal funds, and b. The dollar amount of federal funds to be expended on the project or program. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months c:lfter 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 managemerlt letter findings. Incomplete audit reports will not be accepted by the Department and will be returned tp the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The fPA shall be either a Certified Public Accountant or a Licensed Public Accountant. d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. g. Thecompleted audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 ~vent, the Department shall notify the recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sar;ction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request a revised project _ starting date. t b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient shall~ send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. FDLE Byrne Formula Grant ApplicatIon Package Revised 04/11/2001 Grant Application Section 11 - Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. . b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the recipient shall not be deemed in default, unless: (1) Supplies or services to be furnished by the consi:Jltant were obtainable from other sources, (2) The Department ordered the recipient in writing to procure such supplies or services from other sources, and (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the 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. 21. Written Approval of Changes in this Approved Agreement Recipients shall obtain approval from the Department for major chan~es. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreement~ or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a; The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide; 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 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for himlher, the chief officer or efected official must submit to the department a letter or resolution indicating the staff 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. 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 scr.gening for employment or a background security check is required by law for employment, unless otheiwise 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 mor6 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. FDLE Byrne Formula Grant Application Package Revised 04/11f2001 Grant Application Section 11 - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, 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 Just:ce Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components., January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700.. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 recipients of federal funds for the principal purpose of operating a criminal intelligence system under the Omnibus Crime Co.ntrol 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 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 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 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application SectIon 11- Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director 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 1915; and, Department of Justice Non- Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b: The recipient and a criminal justice agency that is the implementiilg agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, andlor the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 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 of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by.the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following _ new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken 'fn order to use these subgrant funds, ~ (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Part 85, Section 85..510, Participant's Responsibilities). These procerjures require the recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. 38. Federal Restrictions on Lobbying a. Each person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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 Lobbvina Activities, according to its instructions. (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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 18 APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 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 Subgrarltee (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 jf 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 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 application for federal assistance is approved or face loss of fe eral funds. /~ .-......-.'- <.:: Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: Countv Administrator Date: Subgrant Recipient: Monroe County Board of County Commissioners tR Ii siat . FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 2001 . OMB/Grants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY , FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE . . FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001. the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant. proposals and in the distribution of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and WHEREAS, the Monroe County Substance Abuse Policy Advisory Board. with concern given to the County's current drug control efforts, has recommended certain programs receive funding'to provide the community with activities focused on drug and. alcohol education, prevention, rehabilitation, and treatment; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to sign and submit the application packet for the FY01/02 grant funds to the FIC?rida Department of Law Enforcement Anti-Drug Abuse Grant Program; and that . 3. This resolution shall become effective immediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. . .'. . .,.. . 0 ..., PASSED Af':JQ. ADOPTED by the Board of County Commissioners of Monn@ cgun~ r Florida, .a1'.a .regular ,meeting of said Board held on ~h~ 16th day of May, A.~f2!D1 ~ g --. (...) -r'1 C"). r 0 o C") . :::0 :z:c :5~-: .0 ==- :;:tJ -i C") r- :x: f'Tl :<. .:I: C) :("') "fl. > .. 0 r- C' I~ (T1 en ;;0 CD.O ". ..... .'~ .....;..". ,.' ". .' ..... Mayor George Neugent Mayor ProTem Nora Williams Commissioner Spehar Commission~r McCoy Commissioner Nelson yp<:, yes yes yP~ yes Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Signature: (iP~~iJ.LU;~ Type Name and Title: Clavton H. Wilder. Community ProQram Administrator Date: 10 '.3- D) .~'7"!ELf;;;;';,'.,.J3j2;,,~\~B,AuthoriZi.n~~b~~~7~:~c~~~~~ental,.u~iE~I~[Ei~~~jl~~~;:~i~t.~;;~~ :~. ,',.,:.::,'. ""~:". :''?'\ (~ommlssi.on Chairman, Mayor, 'or Deslgnatecl Representatiy~)';~'~;:::~;~:.<;:;~~::-: r~' '::-,: ." ',', Type Name of Subgrantee: Monroe County Board of County Commissioners ------;- , ,...;;:> Signature: ~ -- ~ Type Name and Title: James L. Roberts. County Administrator (p( I :;-/01 Date: , Implementing Agency .,'.,. . OfficIal, Administrator or Designated Representative Type Name of Implementing Agency: Mo roe Coun Board of Coun Commissioners Signature: ~--~ Type Name and Title: James L. Roberts. County Administrator (pllslol I Date: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 19 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Signature: 02 jfr.n 4-1. W-drA./ Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: 10-3-01 ." .,'" ._ . "..>" " Subgrant Recipien.(:":,0U;;,,," ,,~.. . ."%r".""'" .-.. .~';: >'.:~_ ' ..', Authori.zi.ng Offi cial of G()y~'rnm~.nt~)..RI)Jt ~v. '''~::':.'.:.~.-.~,;.::.'.;.;.,~.',:.~.~_'.~~...~.':..~..-.-.:........~.-.{.i..~.~....~.~...:,r.:.t..~.~.-,_,:.;.:.~.,.'.:.,:..: ", <:,.:,.: (CommissionChairman~ Mayor, or DelOigna.tecfRep~~:~~...,:,t.a.~JY~ . .;i,,",. ,:, .>:'" _ .. ,_ Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: Type Name and Title: James L. Roberts. County Administrator Date: ro / I sf 0 , I Implementing Agency Official, Administrator or Designated Representative. . . ,_.:'.- ~e::-'::-' ""'-~.".::,.~., -<: Type Name of Implementing Agenc . =:./--' Signature: ount Board of Count Commissioners Type Name and Title: James L. Roberts. County Administrator Date: & Ilst Dj FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 19 Date: 09/20/2001 Performance Reporting System Objectives for a Subgrantee Monroe County 02-CJ-2H-11-54-01-128 35.000 20A.Ol To provide a specified number of offenders with transitional housing. 20A.02 To provide offenders with case management services and daily structured activities. 20A.03 To provide offenders with short term individual and group supportive life skills counseling. P0212801 To provide a specified number of drug tests. 4 Objecti.ves Page No: 1 8000.000 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Enforcement Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Monroe Youth Challenge I as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) for BOCC nieetinq on 11/20/01 4482 (Ext. ) OMB/Grants Mgt. (Department) Aqenda Deadl';ne: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $34,649.00 Current Year Portion: $34,649.00 Budgeted? Yes X No Account Codes: 125-06021-530490-GG0212-XXXXXX Grant: $25,986.00 County Match: $8,663.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.q. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Changes ~ Date In Needed -:- ~ Revie Division Director /~ -),.';'-1 YesD Noa----~---- - /.::>-)-~---'{ Risk Management 1<') 2-4 \0\ YesD NO~ c\ \ \U(~~ K~~--ts~ 10\2.'-+\ O( O.M.BJPurchasing YesO Noif ~~./ /uj>-'1/o/ County Attorney /()!2--2--/0 I YesD NO~ . . ~ (()/~7jol Date Out Comments: OMB Form Revised 9/11/95 MCP #2 LE Florida Department of Law Enforcement Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee, Florida 32308 (850) 410-8700 James T. "Tim" Moore Commissioner October 3, 2001 The Honorable George Neugent Mayor, Monroe County Board of County Commissioners 25 Ships Way Big Pine Key, Florida 33040 Re: 02-CJ-2H-11-54-01-131 / Monroe Youth Challenge Program I Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of $25,986 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 04A - Community Crime Prevention. A copy ofthe 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 Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This certificate constitutes official acceptance ofthe award and must be received by the Department prior to the reimbursement of any project expenditures. Committed to Service . Integrity . Respect . Quality The Honorable George Neugent 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, CQl.Ui~ N. w tP~~ Clayto!. H. Wilder 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 SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 02-CJ-2H-11-54-01-131 in the amount of $25,986, for a project entitled: Monroe Youth Challenge Program I for the period of 10/01/2001 through 09/30/2002, 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) nATE 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: October 3, 2001 Grant Period: From: 10/01/2001 To: 09/30/2002 Project Title: Monroe Youth Challenge Program I Grant Number: 02-CJ-2H-11-54-01-131 Federal Funds: $25,986.00 State Agency Match: Local Agency Match: $8,663.00 Total Project Cost: $34,649.00 Program Area: 04A 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. 02-CJ-2H-11-54-01-131 SUBGRANT AWARD CERTIFICATE (CONTINUED): Additionally, the following general conditions apply to the award: (1) "Pay-to-Stay" Programs 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 service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within ~ jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 the disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or corne to rest. 02-CJ-2H-11-54-01-131 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and as~ociated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 02-CJ-2H-11-54-01-131 SUBGRANT AWARD CERTIFICATE (CONTINUED): 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 any residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in ~eizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender(s) I 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. 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. QJ~~ l:!. (Al~ Ofu; Author zed Off1c1al Clayton H. Wilder Community Program Administrator / () - .2-0 l Date Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant.program-- ~- -- ~" j' -. ", , ~ ~ .. ~'.~ "\~'" :..:..~ ~ ;~I' L-~ ~_ ' The Please read instructions before completing this application. The term "Department", unless otherwise stated, refers to the Department of Law Enforcement JUN 1 9 ZOOl The term "OCJG" refers to the Office of Criminal Justice Grants. ~ 0~f::~ Ci CRIM1~lAL JUSTiCE C', ~.::T~ ' ~ The term "subgrant recipient" refers to the governing body of a city or a county 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by Subgrantee 2. This sectIon .to be completed by OCJG Continuation of Previous Subgrant? No h,02e~~~' # I Prog'j,~~rea #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - - - - - 2002. CJ -.& -11- 5!J- QL - B1 - - - -- B. Applicant Information 1. Subgrant ReCipient Name of Chief Elected Official I State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code I Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-872-9195 2. Chief Financial Officer of Subgrant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. Area Code I Phone # 305-292-3550 City, County, State, Zip Code: K6Y West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-295-3663 3. Implementina Agency - Name of Chief Executive Official I State Agency Head: James L. Roberts County ~ Title: County Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Pro~ram 4. Project Director Name of Project Director: County (Implementing Agency Employee) David P. Owens Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 5. Contact Person Name of Contact Person: Greg Artman County (if other than Project Director) Title: Community Relations Director, Monroe County Sheriff's Dept. Monroe Address: 5525 College Road Area Code I Phone # City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 6. Person Responsible For Financial Reporting (If known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 7. Person Resoonsible For ProQrammatic Performance Reporting (If known) Name: Greg Artman County Title: Community Relations Director, Monroe County Sheriff's Dept. Monroe Address: 5525 College Road Area Code I Phone # City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # FDLE Byrne Formula Grant Application Package Revised 04111/2001 Grant Application Section II - Page 2 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: Monroe Youth Challenge Program 2. Identify the year of the project (I, II, III, etc.) Year I 3. Project implementation period I Start: 10101/01 I End: 09/30102 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code 1 Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgmts@mail.state.f1.us Area Code I Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer oroaram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes - No X 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes - Amount No -L. - ~ , , - j FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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 Daoe if necessary. Do not exceed two oaaes. Coalition partners of the Monroe Youth Challenge Program (MY Challenge) began to unite in spring, 2000, in response to community recognition of increases in teen fighting and harassment, drug and alcohol-' related violence, suspension rate, and the incidence of teen suicide. Need has been documented in the Florida Keys Healthy Start Coalition 1999 Youth Risk Behavior Survey, which noted that Monroe County Monroe County schools ranked 8th in the state for violence, 4th in the state for vandalism arrests and 3rd for drug misdemeanor atTests. (Collectedfrom Monroe County's three high schools. 1330 students surveyed.) Additional data showed that: X 17% of students seriously considered suicide during 12 months preceding survey X14% of students actually attempted suicide during 12 months preceding survey X 17% of students carried weapons during the 30 days preceding survey X31 % of students had been in a physical fight during 12 months preceding survey X 15% had been physically hurt by their boyfriend or girlfriend X12% had been forced to have sexual intercourse According to Monroe County's 1999 District's Needs Assessment, the # 1 risk factor we need to address is Alienation and Rebelliousness of students. Need continues to be demonstrated in the latest 2000 Florida Youth Substance Abuse Survey, conducted by the Department of Children and Families which shows that Florida youth have elevated risk in all domains. Risk factors which place our students notably above the national norm include academic failure, friends' delinquent behavior, poor family discipline and personal transitions/mobility. MY Challenge tears down walls of separation and builds respects, tolerance and compassion among participants, including those students most at risk of violence and involvement in crime and gangs. My Challenge deals with the currently unaddressed issues of anger management, isolation, civic responsibility, violence, racism, teasing, stereotypes, tobacco, drugs, alcohol and more. Adding a "preventive" discipline component to the traditional time constrained discipline structure of our schools, allows the transformation of student anger, separation and peer pressure into tolerance, peer support and acceptance of self and others. This is the key to reducing violence in our schools. Unlike any other programs, My Challenge is a student driven effort to create a unified, safer school environment, discover personal strengths, build leadership skills and celebrate everyone's diversity. It avoids duplication and enhances the delivery of existing services by utilizing existing government and private services and employees. MY Challenge addresses the above mentioned risk factors and supports substance abuse prevention education through: 1) motivational workshops which build positive, empathetic relationships with peers and adults; 2) youth leadership development which promotes community service projects and supports student mentor/mentee relationships; 3) adult role model teams which provide ongoing, follow-up support to groups of student mentors/mentees and their families; 4) grassroots coordination with existing law enforcement, juvenile justice and substance abuse resource organizations in order to integrate and reinforce the impact of existing crime prevention and substance abuse education efforts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancemenVexpansion, staff, 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. The Monroe Youth Challenge Program (MY Challenge) is a grassroots crime prevention, safety,' substance abuse education and overall health initiative designed to build the capacity of 2,600 adolescents and approximately 500 adults to reduce violence, juvenil~ crime, truancy, addictive risk behaviors, alienation and intolerance in all domains: individual/peer, family, school, community. The MYC partnership includes schools, law enforcement, health providers and more than 300 community volunteers from the Upper and Middle Keys. MY Challenge was piloted in three schools in the Upper and Middle Keys from April 2000 to April 2001. Already, more than 700 students and nearly 300 adults have each received eight hours of training in anger management, substance abuse education and conflict resolution. Institutional partners and business/civic volunteers provided substantial funding and in-kind service to pilot MYC. MY Challenge primary partners, the Monroe County Education Foundation, Monroe County Public Schools, Monroe County Sheriffs Office and Monroe County Area Health Education Center, have provided invaluable funding, facilities and staff liaison for the pilot phase of the program.. Business partners include Home Depot, Marine Bank, Office Depot, many small business owners, and service organizations such as Marathon Zonta and Key Largo Rotary. The grassroots community (Student and Adult) coalition is maintained through School- Community Teams based at Marathon High School and Coral Shores High School. Coordinating activity is being centralized under the auspices of the Monroe County Sheriffs Office and Monroe County Education Foundation and its Board of Directors, a body experienced in support of innovative and intervention-sensitive programming for students at risk. MY Challenge overall short and long range goals are to help adolescents achieve academic competency, social purpose, self-directedness and a sense of belonging and value. Specific objectives are to reduce adolescent health-risk behaviors (i.e., violence, substance abuse, smoking, pregnancy, HIV/AIDS), improve the mental and social health of children and families, and facilitate teen-centered decisions to address school and community problems. Additionally, ~ coordination with existing youth/adult counseling services is a vital part of the program's mISSIOn. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /1- Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne 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 guidance. Continue on a secondpaaeifnecessarv. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a one- page listing of authorized program areas. 4A (#) Community Crime Prevention (Title) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. Uniform Obiectives (Mandatory, copy as worded for the program area addressed). 1. Providing community and neighborhood programs that assist citizens in preventing and controlling crime, including special programs that address the problems of crimes committed against the elderly and special programs for rural jurisdictions. 04A.01 04A.02 04A.03 04A.04 04A.OS 04A.09 Comprehensive implementation of MY Challellge youth leadership and affective-strategies curriculum would allow all Monroe County students to receive a day-long intensive training at least twice in their secondary school career. First, as an incoming Freshman and then again, as a Junior when the student is trained as a mentor. These students become part of a Mentor Family that consists of an adult sponsor, an upper class student mentor, and 3-5 freshman. The trained upper classmen mentoring students in lower grades, are reinforcing a system of peer acceptance and non- violent, non-drug using norms. The adolescent's family and community domain would be affected by training approximately 500 or more parent, business and civic volunteers in violence reduction, drug use prevention and social mentonng. Trainings are inter-generational and .serve to motivate adult sponsors and student mentors to continue working as a small-group support network with targetea students. The third level of impact will occur through coordinated resource linkage of public and private resources to plan extracurricular and empowerment activities for youth throughout the county. Follow-up activities include monthly mentor family trainings and weekly after school leadership programs. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Ac tivitv 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 "Program Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period October 1 , 2001 throuQh September 30, 2002 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep CSHS Challenge Day 9th Grade X CSHS Challenge Day 12th Grade X CSHS/MHS Mentor Training X MHS Mentor Family Challenge Day X MHS Challenge Day 8th Grade X -- "Adopt A Studenr Mentor Initiative X X X X X X X X X X X X ~ Key West Challenge Day X Monroe County X Regional Leadership Conference Preventive Discipline Peer Mediation X X X X X X X X X X X X Monthly Mentor Family Trainings X X X X X X X X X X X X FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11 - Page 8 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Weekly After School Program X X X X X X X X X X X Community Service Projects X X X X X X X X X X X X "Adopt A Studenr Mentor Program X X X X X X X X X X X X FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a m~nimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual Services 25,986 8,663 $34,649 Expenses Operating Capital Outlay I , - , ' Indirect Costs '. ~ Totals 25,986 8,663 $34,649 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative a. Identify type of Budget, Le., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay. Indirect Costs). The Total Project Costs should be included. as well as the federal fund and cash match amounts. c. 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. d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost.] e. Costs must not be allocated or included as a cost to any other federally financed program. (Continue on additional DaQeS if necessary.) MY Challenge, under the auspices of Monroe County Sheriff's Department, requests that $34,649 in Edward Byrne Memorial State and Local Assistance Program funds be allocated to support program Implementation and development. The requested funds will be used to support a coordinator position. The MYC Coordinator will have Keys-wide impact. Job responsibilities will include directly supporting school teams; educating students, parents and MY Challenge partners; scheduling training; supporting school system protocols; communicating regularly WIth law enforcement and youth counseling resource a~encles; strengthening existing school and community-based prevention programming; maintaimn~ liaison with area Guidance Clinics, the Sheriffs Office, DARE, Department of Juvenile Justice, youth tobacco education programs, Domestic Abuse Shelter youth. advocates, Department of Children and Families, and others;. develop}ng new private and public funding sources for MYC and substance abuse prevention, education and mterventlon. BUDGET Program Coordinator: $34.649.00 approx. 1200 hours at 28.87 per hour (independent contractor paid by Monroe County Sheriffs Dept) TOTAL REQUEST: $34,649.00 ':fhis will result in a net personnel increase at the agency; it is not an existing position. The Monroe County Sheriffs Office will be the provider ofthese services, and will obtain an independent contractor, as noted above, to perform the duties of program coordinator. Monroe County Sheriff s Office maintains offices throughout the County; the coordinator will be based in the Marathon area, but will serve all of the County. Byme Grant funds: Monroe County general revenue fund match: Total: 25,986.00 8.663.00 34,649.00 This will result in a net increase in personnel. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section Ii - Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram G. Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "finaf". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (OJP) Financial Guide, U.S. Department of Justice Common Rule for State and Local Govemments, and federal Office of Management and Budget's (OMB) Circulars A-21, A-8?, and A-110, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the recipient. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Govemments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such .fund$.. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs' is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMB Circular A-87, "Cost Principles for State. Local and Indian Tribal Govemments", or OMB Circular A-21 , "Cost Principles for Educational Institutions" . b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income eamed by the 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contracfs 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 recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The 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 OJ? Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-t1O. This obligation continues as long as the recipient retains the property, notwithstanding expiration of this agreement. 12. 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 Finandal Guide, U.S. Department of Justice Common Rule for State and Local Govemments) or the federal OMB Circular A-11 O. 13. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable Iice,nse to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, Nationaf Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) .Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal government." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receiving these federal kmds, including but not limited to state and local governments, shall clearly state: a. The percentage ;)f the total cost of the program or project that shall be financed with federal funds, and-- t b. The dollar amount of federal funds to be expended on the project or program. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be retumed to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. . d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the 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 recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Sect/on 11- Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the 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 recipient in writing to procure such supplies or services from other sources, and (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the 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 seUorth 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. 21. Written Approval of Changes in this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget c:;ltegories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds abow\ the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Trar:lsfers do not allow for increasing the quantitative number of items documented in any approved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. " b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, 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 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for himlher, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 . Page 16 - Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing' agency, 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 ?rogTam must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components., January ,1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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 COf}trol 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 GL'idance. 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 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. I 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 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33. Equal Employment Opportunity (EEO) a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in" be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non- Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The recipient and a criminal justice agency that is the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Sectiorl 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byme Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 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 of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act (MINAM). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II . Page 18 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The 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 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 person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person for award of federaf 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 requir~d certification is subject to a civil penafty 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 Lobbvina Activities, according to its instructions. (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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II- Page 19 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 PrOQram '. CRIMINAL JUSTICE 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 Criminal Justice 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): M.Has a Current EEO Plan Does Not Have a Current EEO Plan I further affirm that if the Implementing Agency meets the Ad 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 Joss of federal funds. Signature of Criminal Justice Agency Authorized Official Type Name: Richard D. Roth Name of Criminal Jus~ncy; Monroe ~ariffS Dell"rtmen! Title: Sheriff f;:St ~ &- 9//7/01 I / Date: FDLE Byrne Fonnula Grant ApplicatIon P:lekage Revised 04/1 1/2001 EEO Certification Appendix N - Page 2 of 2 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 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 afler a subgrant application for federal assistance is approved or face loss of federal(!ds. ~-~?- ~ Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe Countv Board of Countv Commissioners Date: ~ I / ~-I b I L FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OM B/G rants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNl Y , FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001 , the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution"of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and, .' .- WHEREAS, the Monroe County Substance Abl:lse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrato~ ~s Jl.er.~,by_'~:U!h~.ri~~~,t~~!9n.~~~. ~-"l:!?!1:'i~_~,~~; app~ication, packet for .the F'r'.01/0f ,grant fUrl_d~ ,!q.1~~>.f!~.r.i.cJ~c Q-~P~rtr:~I~.Qt<?t Law Enforcement Anti-Drug Abu~e ~r~f1t PE9gra.~_;aJld that 3. This resolution shall become effective immediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. ,', . :z O"'"ll PASSED A~Q ADOPTED by the Board of County Commissioners of Monf(~ qgun~ r Florida, at a regular meeting of said Board held on ~h~ 16th day of May, A.~~l[01;po gj ".', '"," 'f'T1:....-< -< ." .../'." Mayor George Neugent YPC:: g~: w ~ Mayor ProTem Nora Williams yes ~~~ ~ ~ Commissioner Spehar yes :<. - .~ CO .(") "T,' > .. 0 Commission~r McCoy YPC:: ~: ~ CJ1 ,;0 Commissioner Nelson yes CO a : ! Y-L. KOLHA.GE, Cler~ounty B~ of 'f"I~iSSi~nerQ- ~A D.C.: ~ f~~ Cle of Court Mayor APPROVED AS TO FORM AND L At SUfF I Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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. , c_Stat~"of F,Iorida, : c,,~i:i> . Department of Law Enforcement "Office of Criminal ;)"ustic'e-Grants ~ Signature: ~,/~"l.~ Type Name and Title: Cfavton H. Wilder, Community ProQram Administrator Date: 10 -~, OJ "...~,i~;~~{~tt~~;iiL;!~!Jifi1~;~,upg;~n~:ijec!PI.e"~:f;~:'"~~~;~~~};,:"-j~ifg:i{" !r.';;'~; :"},,,,';,,. 'AuthorlzingOfficlal of Governmental Unit .:'''::'~'~1:';i; .._,,':...~r""~'I'1'" -.~~~r:,,;,' '_'~-:,,,'~d_ t...,;.._,'.'. .o>;'~~~e~'++;"'-,-,7w'" <, --"'.:.:.~~: -. ,. """'40;'~.);-''''''':'':'''~''''':- '~?~ ; ';'} Commlsslol1',Ch!iirman~~ Ma,yo'r,o.rDesignat~dR~prlitsentat,i_ye)' Type Name of Subgrantee: Monroe County Board of County Commissioners - ~2;O~ Signature: Type Name and Title: James L. Roberts. County Administrator Date: Co./' ~ 16 ( I , ,'Implementing Agency ._'. , Official, Administrator or Designated Representative, Type Name of Implementing Agency: Monroe County Board of County Commissioners >- ::::>~ --.I---~ { Signature: Type Name and Title James L. Roberts. County Administrator Date: (P / I :5"/0 I FDLE Byrne Formula Grant Application Package Revised 04/11/2001' Grant Application Section II - Page 20 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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. .:f~c '._;~_;D~~~~~~~ft;f~~~o~~f~r~e'~~~EiY~ -" "':t :. .. Office of Criminal Justice Grants. -'~:i, .-.,--, .,,,',,- Signature: CJ.n;-Jw. -IJ .1.Jd~ Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: /0-,3-0/ :; ~ ~ J - (. "m~i~1;~~I~i;~;,iitli~~J*~S~zti~~;~~~K . ':i,.. ,,\;~,;;:'i}(C()m,!!,_I.li,~lon C!'lllrm.an, MaYo.r,_o~E.!s,g~a!~.~,~!P.'!ti!!l___, Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: - I -- ~ ---./- <... Type Name, and Title: James L. Roberts. County Administrator Date:~ I~b\ " '~. .., - :;'~~~ie~~4~~,~~t~~~irf:~~~f0"( \':~:~fif~~~J~'~J~~;~"'.",:,,_, ()fficlaJ, ~~mlnist,rator or~.e.~~gn~.tfild ~~Pr.~!e..n,~,~t!~'l';J';~~~ ~:~1~t?;?itlj:}~~>:}.f .: ',,' '"'C." - . ',:: ..';' .',~" '-'''~; -~~, :'7< ..~."t<r;'.' : .'.-~"-~ .' _ _ .=:;"-" -::.;".!.. -''1. ''''''-'.'.--:' Type Name of Implementing Agency: Monroe Coun Board of Coun Commissioners Signature: - / ~ ---./ - ~ Type Name and Title James L. Roberts. County Administrator 0/ L~ tOl Date: FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 20 Da~e: 09/20/2001 Performance Reporting System Objectives for a Subgrantee Monroe County 02-CJ-2H-11-54-01-131 Page No: 1 04A.Ol 15.000 o 4A. 02 o 4A. 03 o 4A. 04 o 4A. 05 o 4A. 09 To provide a specified number of alternative drug-free events. [Alternative drug-free events would include such things as sporting games, field trips, parties, etc., i.e. any participatory event designed to strengthen the anti-drug message and bond those participating in the event. ] To present a specified number of crime and substance abuse prevention education classes. To conduct a specified number of life skill development education classes. To create, expand, or enhance community, ne'ighborhood or school-based recreation programs. To, conduct a specified number of meetings with community leaders for the purpose identifying neighborhood pr6blems and developing proposed solutions and support groups. [Activities under this objective should be reported separately from those which are undertaken in conjuction with Neighborhood Watch and Business Watch Programs.] To conduct a specified number of community service projects which may include neighborhood clean-up campaigns. 6 Objectives 15.000 15.000 12.000 10.000 Date: 09/20/2001 Performance Reporting System Performance Questions . , Page No: 1 04A.01 Part 1 Monroe Count:y 02-CJ-2H-11-54-01-131 04A.02 Part 1 04A.03 Part 1 04A.04 Part 1 04A.04 Part 2 04A.04 Part 3 04A.04 Part 4 04A.04 Part 5 04A.04 Part 6 04A.04 Part 7 04A.04 Part 8 04A.05 Part 1 04A.09 Part 1 13 Questions During this reporting period, how many alternative drug free events were conducted? [Identify in the narrative portion of this report the names of these events.] During this reporting period, how many crime prevention and substance abuse education classes were presented? [Briefly discuss these classes in the narrative.] During this reporting period, how education classes were conducted? many life skill development, [Briefly discuss these classes in the narrative.] Did the subgrant create or expand one or more community or neighborhood recreation programs? Did the activities include arts and crafts? Did the activities include music instruction and/or perfo~ance? Did the activities include drama and theater instruction and/or perfo~ance? Did the activities include academic tutoring? Did the activities include table games? Did activities include drug awareness and prevention education? Did the activities include sports? During this reporting period, how many meetings with community leaders for the purpose of identifying neighborhood problems and developing proposed solutions were conducted? During this reporting period, how many community service projects, including neighborhood clean-up campaigns were conducted? MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Enforcement Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Samuel's House Shelter for Women and Children III as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext.) OMB/Grants Mgt. (Department) for BOCC nieetino on 11/20/01 Aoenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $38,931.00 Current Year Portion: $38,931.00 Budgeted? Yes X No Account Codes: 125-06016-530490-GG0207 -XXXXXX Grant: $29,198.00 County Match: $9,733.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.o. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Division Director Date Out "r:>-,.y-~ ' \ Risk Management O.M.B.lPurchasing County Attorney 1()/~'l-/()1 YesD No Comments: OMB Form Revised 9/11/95 MCP #2 FBLE Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee, Florida 32308 (850) 410-8700 Florida Department of Law Enforcement James T. "Tim" Moore Commissioner October 3, 2001 The Honorable George R. Neugent Mayor, Monroe County Board of County Commissioners 25 Ships Way Big Pine Key, Florida 33040 Re: 02-CJ-2H-1l-54-01-132 / Samuel's House, Inc. Shelter for Women and Women with Children III Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of$29,198 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 subgrant, "Acceptance and Agreement". These conditions should be reviewed carefully by those persons responsible for project administration to avoid delays in project completion and cost reimbursements. Also, you should review the enclosed Subgrant Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This 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 George R. Neugent 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, . QQ~~i-\.~ Claytor! H. Wilder Community Program Administrator CHWIBH/mg Enclosures State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 02-CJ-2H-11-54-01-132 in the amount of $29,198, for a project entitled: Samuel's House, Inc. Shelter for Women and Women with Children III for the period of 10/01/2001 through 09/30/2002, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement1s 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: October 3, 2001 Grant Period: From: 10/01/2001 To: 09/30/2002 Project Title: Samuel's House, Inc. Shelter for Women and Women with Children III Grant Number: 02-CJ-2H-11-54-01-132 Federal Funds: $29,198.00 State Agency Match: Local Agency Match: $9,733.00 Total Project Cost: $38,931.00 Program Area: 20A Award is hereby mad~ 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 subgrant~~ 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. 02-CJ-2H-11-54-01-132 SUBGRANT AWARD CERTIFICATE (CONTINUED) Additionally, the following general conditions apply to the award: (1) "Pay-to-Stay" Programs 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, II 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 service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 the disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. 02-CJ-2H-11-S4-01-132 SUBGRANT AWARD CERTIFICATE (CONTINUED) Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any clandestine methamphetamine operations funded under this award, it will (1) include the nine, below listed protective measures or componentsi (2) provide for their adequate funding to include funding, as necessary, beyond that provided by this award; and (3) implement these protective measures 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure of clandestine methamphetamine laboratories; 2. Provide Occupational Safety and Health Administration (OS&\) required initial and refresher training for law enforcement officials and other personnel assigned by the subgrantee to either the seizure or the 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 laboratorYi S. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs S. and 6. immediately above in order to ensure proper compliance; , 02-CJ-2H-ll-S4-01-132 SUBGRANT AWARD CERTIFICATE (CONTINUED): 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 responsibl. party, property owner, or others to ensure that any residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine laboratori.es, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender(s) I 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. 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.c;J~K ~ Authorized Official Clayton H. Wilder Community Program Administrator ) l) -.3~ 0 I Date Application for Funding Assistance Florida Department of Law Enforcement ,-_-,~~~~_._UM~ _~q Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant'Progriim:' , , Ple..e read Instrucllons before completing this applicallon. I" u; U': ;; ; 0 ~ ~ ./ The term "Department", unless otherwise stated, refers to the Department of Law Enforce1~~c~~,,~, C"}"" ~T C "'. .,__ i Th t "OCJG" f t th Off' fC" IJ t' G t .".1''''__/ C.."...L1U"IC...C... I e erm re ers 0 e Ice 0 rrmrna us Ice ran s. L.. _.~..J The term "subgrant recipient" refers to the governing body of a city or a county 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by Subgrantee 2. This se-ctiol1 to be completed by OCJG Continuation of Previous Subgrant? x Yes PQ~e~bl~t I progr~~~ea #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - ~ - ..J..L - ~ - ..QL - 110 2002 - CJ -C:ZH -lL - 21- () 1- /3J. B. Aoplicant Information 1. Subgrant Recipient Name of Chief Elected Official/State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code I Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-872-9195 2. Chief Financial Officer of Subarant Recioient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. Area Code I Phone # 305-292-3550 City, County, State, Zip Code: Ke)~ West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-295-3663 3. Implementing Agency - ~ Name of Chief Executive Official I State Agency Head: James L. Roberts County ~ Title: County Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 4. Proiect Director Name of Project Director: County (Implementing Agency Employee) David P. Owens Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code I Fax # 305-295-4320 5. Contact Person Name of Contact Person: Elmira L. Leto County (if other than Project Director) Title: Administrator Monroe Address: 1511 Truman Avenue Area Code I Phone # 305-296-0240 City, County, State, Zip Code: Key West, Florida 33040 SUNCOM # E-mail Address: samuelshouse@aol.com Area Code I Fax # 305-206-3921 6. Person Resoonsible For Financial Reoortina (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code I Fax # 305-295-4320 7. Person Resoonsible For Programmatic Performance Reoortina (if known) Name: Elmira L. Leto . County Title: Administrator Monroe Address: 1511 Truman Avenue Area Code I Phone # 305-296-0240 City, County, State, Zip Code: Key West, Florida 33040 SUNCOM # E-mail Address: samuelshouse@aol.com Area Code I Fax # 305-296-3921 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 2 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram C. Administrative Data 1. Project Title: Samuel's House Shelter for Women and Children 2. Identify the year of the project (I, II, III, etc.) III 3. Project implementation period I Start: October 1, 2001 I End: September 30,2002 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer prOQram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGf): Will the project earn PGI? (See Section G, Item 9.) Yes XX No - 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes - Amount No -- - - FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section" - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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. With affordable housing being almost non-existent in Monroe County, most women coming out of jail, prisons, mental hospitals and treatment centers, will not have a place to live. Many are discharged with little or no money and unless provision is made before their release, they end up with acquaintances that are bad influences or they become homeless. Humans are "creatures of habit" and if not offered an alternative, they quickly retum to their old life style. Samuel's House provides housing to individuals that need a place to stay upon their release. Seventy-five (75%) of the women who enter Samuel's House have come through the criminal justice system. They are either on probation, in drug offender programs, or in ne3d of treatment. Samuel's House provides the missing link. Samuel's House chose it as their mission to break the cycle and give the women an opportunity to renew their sense of self-worth. FDLE Byrne Fonnula Grant Application Package Revised 04111/2001 Grant Application Section II - Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Prooram 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancemenVexpansion, staff, 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 pages if necessary; do not exceed three pages. Samuel's House provides help to women of all ages who for various reasons such as substance abuse, incarceration" domestic violence, illness or other traumatic events, have found themselves homeless. Samuel's House is the only short-term shelter in Monroe County whose target population are women and women with children. Samuel's House is home to 26 women and their children at any given time, for up to 90 days. Tne program activities provide for the shelter residents include case management, professional medical and psychological evaluations, clinical groups, spiritual groups, parenting skills, life management skills, arts and crafts, community service and self-enrichment that allows for new beginning in a positive direction. Samuel's House clients come from the Monroe County Detention Center, Monroe County 16th Judicial Circuit Court, Pre-Trial Release, or referrals from other service providers. Samuel's House provides a safe home for women and women with their children to reside while they are leaming to take care of themselves through collaborative efforts with the Care Center for Mental Health, Alcoholics Anonymous, Narcotics Anonymous, Co-dependent's Anonymous, Domestic Abuse Shelter Counseling Program, Vocational Rehabilitation, Employment Council or wherever their needs can best be met. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II- Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. ProQram Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, Le., Uniform Objectives, Project-Specific Objectives and Self-Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second Daaeifnecessarv. a. List the number and title of the Program Area to be addressed. Refer to Appendix If, Part II, for a one- page listing of authorized program areas. 20A (#) Corrections Alternatives-Halfwav House (Title) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. 20A.01 Provide 75 offenders with transitional housing. 20A.02 Provide 75 offenders with case management services and daily structured activities. 20A.03 Provide 75 offenders with short-term individual and group supportive life skills counseling. Samuel's House will provide seventy-five (75) women, with a "safe-secure housing for women who are being released from jail, prison and lor institution for up to 90 days". 1) Case Management will be provided for 75 clients 2) Daily structured activities will be provided for 75 clients 3) Life skills counseling will be provided for 75 clients 4) All adult women receive a physical examination andlor outpatient treatment by the Rural Health Network of Monroe County. 5) Eighty percent (80%) of all adult women will receive a psychological assessment and follow-up treatment from the Care Center for Mental Health. 6) One hundred percent (100%) of adult women will remain drug free while in residence. 7) One hundred percent (100%) of clients will be provided with care coordination to access all available serviceslresources to help them become self-sufficient. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section /I - Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activitv Imolementation 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 "Program Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period October 1. 2001 throuQh SeDtember 30. 2002 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar ADr May Jun Jul AUQ Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports X X X X (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Life Skills Training 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 Co-dependency Meetings X X X X X X X X X X X X NAlAA Meetings 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 ~ FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section" - Page 7 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Le~ve Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual Services 29,198 9,733 38,931 Expenses Operating Capital Outlay -, ' ':::f,.~F.-<: ,,"'):; ;>~ -- "~,,".,,,:; ,I' Indirect Costs ",','" ;,,:,:r ,:"'::>'''- :.,'. , ,>?~;>,>";x:,-,,,::: , "::':', .,';,' Totals $29,198 $9,733 $38,931 FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11 - Page B Jul-27'-01 11:37 Monroe County OMS 305 295 4320 P.04 Application for Funding Assistance Florida Department of law Enforcement Edward Byrne Memorial State and Local law Enforcement Assistance Formula Grant Program 2. Budget Narrative i ,. Salary for Case Manager 25,000 2. FICA 7.65% 1,913 3. Health Insurance 3,406 4. Salary tor Assistant Case Manager 8,000 5. FICA 7.65% 612 -------~---- ------------ Total Funds Requested $36,931 Grant Funds $29,198 Local Match 9,733 ------------ ------------ Total Grant Award: 538,931 Local Match provided by from the Monroe County General Revenue Fund. Case Manager and Assistant Case Manager's Positions are funded through the Byrne Grant Case Manager's and Assistant Case Manager's (42% of assistant case manager's position) positions, have been provided through The Byrne grant, this last year and funding will be used to continue these positions. These two positions provide case management, 24 hours a day, 7 days a week. Job description is attached. Benefits include match for FICA @ 7.65% and health insurance for both employees. FeLE B rne Formula Grant A Revised 04/1112001 Grant A fication Section 11- Page 9 Application for Funding Assistance Florida Department of Law Enforcement 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 government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The recipient shall submit Quarterly Project Performance Repcrts 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "final" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent an 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 Office of Justice Programs (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 recipient. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 10 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Govemments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMS Circular A-87, "Cost Principles for State. Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be according .to U.S. Department of Justice Common Rule for State and Local Govemments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means th~ gross income eamed by the 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II. Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The 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 OMS Circular A-110. This obligation continues as long as the recipient retains the property, notwithstanding expiration of this agreement. 12. Ownership of Data and Creative Material Ownership of material, discoveries, inventions, and results developed, p;oduced, or discovered subordinate to this agreement is govemed by the terms of the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circular A-110. 13. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: ' a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) .Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal govemment." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receiving these federal funds, including but not limited to state and local governments, shall clearly state: a. The percentage of the total cost of the program or project that shall be financed with federal funds, and b. The dollar amount of federal funds to be expended on the project or program. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Prooram 16. Audit a. Recipients that expend $300,000 or more in a year in Federaf 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. ' b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) month!; after the audit period. In order to be compfete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned '(0 the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. ' d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The 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. ff 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. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or viofation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Projoct a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request a revised project- _ starting date. t b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11- Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 recipient. Such causes include, but are not limited to, acts of God or of the public enemy, acts of the govemment 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the recipient shall not be deemed in default, unless: (1) Supplies or services to be fumished by the consuftant were obtainable from other sources, (2) The Department ordered the recipient in writing to procure such supplies or services from other sources, and (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the 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. 21. Written Approval of Changes in this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the recipient appeals the Department's decision, the appeal afso shall be made in writing within twenty- one (21) calendar days to the Department's clerk (agency clerk). The 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. 24. Access To Records a. The Department of Law Enforcement, the AUditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, "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 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for himlher, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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 otherwi,se provided by law, the provisions of Chapter 435, Florida Statutes shall apply. a. A1f 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 t 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. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11- Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, 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 JusticEi Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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 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 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 . Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram 32. Confidential Funds A signed certification that the project director has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's Financial Guide is required from all projects that are involved with confidential funds from either Federal or matching funds. The signed certification must be submitted at the time of grant application. 33. Equal Employment Opportunity (EEO) a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non- Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The recipient and a criminal justice agency that is the implemp;i1ting agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, andlor the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 34. Americans with Disabilities Act Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101- 336, which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title I), state and local government services and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV). 35. Immigration and Nationality Act No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("fNA"). The Department shall consider the employment by any contractor of u,nauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following-_ new activities whether or not they are being specifically funded with these subgrant funds. That is, it I 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; FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The recipient agrees to comply with Executive Order 12548, Dobarment and Suspension (34 CFR, Part 85, Section 85.510, Participant's Responsibilities). These proceC::ures require the recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. 38. Federal Restrictions on Lobbying a. Each person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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 Lobbvina Activities, according to its instructions. (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. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 18 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 Prooram 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 _,_:Ooes 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 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 subgranl application lor lederal assistance is approved or lace loss 01 led~lunds. ~c .-? - ~ (' I_..s Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: ' fe.! {'5"/ D I FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMS/Grants A RESOLUTION OF THE SOARD OF COMMISSIONERS OF MONROE COUNTY, FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001, the Monroe County Soard of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requiremen.t; and WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, BE IT RESOLVED SY THE SOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to sign and submit the application packet for the FY01/02 grant funds to the Florida Department of Law Enforcement Anti-Drug Abuse Grant Program; and that 3. This resolution shall become effective immediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. " ' ...., 0 '"'1 PASSED Af':JD. ADOPTED by the Board of County Commissioners of Monni qgun~ r Florida, at a regular meeting of said Board held on ~h~ 16th day of May,A.~a~1;po fT1 . , . rrl~-< -< 0 .' c"):"'" r (..) ~ ..../ " Mayor George Neugent on" .~ YPC::: ~::o::;::.~ Mayor ProTem Nora Williams yes ~~~ ~ fg Commissioner Spehar yes ::;:.g: t:!?g Commi5sion~r McCoy ye~ j: ~ en ,;U Commissioner Nelson yes CX) 0 : ! YL. KOLHIj.GE, dler~ounty Boa;sj of ttissionertj- ~ . ~ K. I~~--<-~ ~r~ D.C.. . C Cle of Court Mayor APPROVED AS TO FORM AND l At SUFF I Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 Enforcem'ent Office of Criminal Justice Grants Signature: , OJ 'I /.rv.. old. ~ Type Name and Title: Clavton H. Wilder. Community ProQram Administrator Date: /D-..:j,()) >::!;}')~~>5;;>~jd;~;~;:;";th~;I~lngS6~:~~~~~e~e;~~~~i;~=~~:i~~j~il~~:it~t'~~ ' ",~'.~., .,!{e,'~'(Commisslon Chairman, Mayor, or Designated Rep'resei1tative)'i,::s.~-i:.:~:;)'i!,;} ~;':~~,)-;~;.:,lp:: ", -,. - - . -. - ....,.. ".' ..... .. -', ,""-. ....,;,.." , 'C'..~ ......_'._.'t,'_ ...._:_ '"""'. Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: --/~ Type Name and Title: Date: Ct/ I ~() I t James L. Roberts. County Administrator -. ,. :..:.~. ~:...~ ,~-'- '_:;: ....'7",.:'"-.~-~ ..~-:-~:;: ,. ':-~~::l"~ ;~~-:-:_:y..;: -_:.~,-;".::.,-~",-..._;;~_ _ :~<;'>.' , . '. '. Implementing Agency ':',.:~,'::~~;'.. " ~ffic~al, Administrator or Designated ~epresent~ti,v~,~' Type Name of Implementing Agency: Monroe Countv Board of County Commissioners ~ ~--~<L( Signature: Type Name and Title: James L. Roberts. County Administrator Date: C, I { ;-{ 0 I FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section /I . Page 19 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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. To State of.Florida _' ''' "<,~',~,:~-~~:,:'~c'_ ,_' :-.-~~~';"~~~,:,...,., ;'.,,> , g~c~rt:;:~r~~~nL~~:si:~~c~~~~l,;.~;t;2?)i'.?~:it~~;:~~r:'" ,";. Signature: CJ2i-/..,n lJ . ~ Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: / D -.3 - 0 I ,'- ...... .. .;::~ji";:~;;~~f'i',~;~::s,':-Z?::,."',:}:iu1h~:~iiingSb~~~to~~~~~~~~~~~i}LJ'.' , ::"':';1L;:i:~:,;!:~:'\:'(Commisslo~Cha,ir!"an, Mayor, 001- D~signa!e~,~iir.~It,~~lve._. Type Name of Subgrantee: Monroe County Board of County Commissioners - ~-<;,~ Signature: Type Name and Title: James L. Roberts. County Administrator Date: r; / / ::>1 DI I " .,~'; :;;;::'!~ ".':'j'm': 'p'J'e"m"e-'n' ting Agen'cy';<~~.'~.?=:~.:..~~~r...,~.::t.~~3~;~r.~:;:.f..,~.2-.'.~'~. ~~'<-'~' .,.,... ..., "~,.[" -. - ~~...,; '. ' ':- '.., ..." . , ' Official, Ad.r!linistratoror DesignatedRepr~sf)ri.tativ!2j?f,~ ~ -:if~~~~~;J~:'".:<, Of', ': 'M"- -- ~:'.';"~ .,.; ". -. .".' _..' c" ~'-:'::~''":'''i~:';;'~~o:;i;._:^n~-1~._~ _ ,.<;l::~.:.""'-;""~r:~,_:"~'~ Type Name of Implementing Agency: Monroe County Board of County Commissioners Signature: J~~~ Type Name and Title: Date: (pI I Sf 01 I James L. Roberts. County Administrator FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 19 Date: q9!20/2001 Performance Reporting System Objectives for a Subgrantee Mon:roe County 02-CJ-2H-11-54-01-132 Page No: 1 20A.Ol 75.000 20A.02 2 OA. 03 To provide a specified number of offenders with transitional housing. To provide offenders with case management services and daily structured activities. To provide offenders with short term individual and group supportive life skills counseling. 3 Objectives Date: 09/20/2001 Performance Reporting System Performance Questions Page No: 1 2 OA. 01 Monroe Count:y 02-CJ-2H-11-54-01-132 20A.02 20A.02 20A.03 Part 1 Part 1 Part 2 Part 1 4 Questi.ons During this reporting period, how many offenders were NEW ADMISSIONS and/or REDMISSIONS to transitional housing. During this reporting period, were most offenders provided with case management services? During this reporting period, were most offenders provided with daily structured activities? During this reporting period, were most offenders provided life skills counseling? MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Enforcement Effective Date: 1 % 1 /0 1 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Safeport Residential Drug and Alcohol Treatment Center I as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) 4482 (Ext. ) OMB/Grants Mgt. (Department) for BOCC meetinq on 11/20/01 Aqenda Deadline: i 1/01/01 CONTRACT COSTS Total Dollar Value of Contract: $60,207.00 Current Year Portion: $60,207,00 Budgeted? Yes X No Account Codes: 125-06020-530490-GG0211-XXXXXX Grant: $45,155.00 County Match: $15,052.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.g. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Changes :L Date In Needed ___ .....----- ~..e r Division Director /_ _)..'1__( YesD NoQ--- ___________ ~~ ~~~~::~:::~:~p;:~::; af:::~ ::~~~g:~: Comments: Date Out '" -~-. ( . , i 012''t10: I I /{J /"7-1/0 10/2-10/ OMB Form Revised 9/11/95 MCP #2 LE Florida Department of Law Enforcement Office of Criminal Justice Grants Mailing Address: Office ofCrimina\ Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons Tallahassee, Florida 32308 (850) 4\ 0-8700 James T. "Tim" Moore Commissioner October 5, 2001 The Honorable George Neugent Mayor, Monroe County Board of County Commissioners 25 Ships Way Big Pine Key, Florida 33040 Re: 02-CJ-2H-11-54-01-130Safeport Residential Drug and Alcohol Treatment Center I t J Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of$45,155 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 13B - Offender Community Treatment - Local. A copy of the approved sub grant application with the above referenced 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 subgrant, "Acceptance and Agreement". These conditions should be reviewed carefully by those persons responsible for project administration to avoid delays in project completion and cost reimbursements. Also, you should review the enclosed Subgrant Award Certificate. This certificate contains important information that applies to this award. The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This 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 George Neugent 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, c~;tt LwJ.A- 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 SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 02-CJ-2H-11-54-01-130 in the amount of $45,155, for a project entitled: Safeport Residential Drug and Alcohol Treatment Center I for the period of 10/01/2001 through 09/30/2002, 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: October 5, 2001 Grant period: From: 10/01/2001 To: 09/30/2002 Project Title: Safeport Residential Drug and Alcohol Treatment Center I Grant Number: 02-CJ-2H-11-54-01-130 Federal Funds: $45,155.00 State Agency Match: Local Agency Match: $15,052.00 Total Project Cost: $60,207.00 Program Area: 13B 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 subgrante~ 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. 10.0-690. " 02-CJ-2H-11-54-01-130 SUB GRANT AWARD CERTIFICATE (CONTINUED): Additionally, the following general conditions apply to the award: (1) "Pay-to-Stay" Programs 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, II 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 service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 the disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and ,environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. 02-CJ-2H-11-54-01-130 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 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 parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 02-CJ-2H-11-54-01-130 SUBGRANT AWARD CERTIFICATE (CONTINUED): 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 any residual contamination is remediated, if nec.essary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the offender(s) I 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. 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. AU~~!::~i~cW Clayton H. Wilder Community Program Administrator ;0-5- 0 ( Date \ Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula,Grant Proaram'--. ~--- , ~ h ~'_": :~laY' ~-~ ~ {~~/ L~ :'~.., Please read instructions before completing this application. I The term "Department", unless otherwise stated, refers to the Department of Law Enforceme1t. J U N 1 9 ZOO 1 , The term "OCJG" refers to the Office of Criminal Justice Grants. ! ~:F;~: CF CR:~Fn~UJST:CE C\"--~ i , ~-'."..'-'" The term "subgrant recipient" refers to the governing body of a city or a county 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 or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by Subgrantee II 2. This section ,to be completed bv OCJG Continuation of Previous Subgrant? 0 Yes 0 No I Xr~1cg, ~~ # T pro~r3~Area #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - - - - - - 2002 - CJ -..2.1-\- -iL - 5!:/. - Q1- J.3.9 -- -- B. Aoplicant Information 1. Subgrant Recioient Name of Chief Elected Official I State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code I Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-872-9195 2. Chief Financial Officer of SubQrant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. 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 Aaencv - - Name of Chief Executive Official I State Agency Head: James L. Roberts County ~ Title: County Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code I Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Proiect Director Name of Project Director: (Implementing Agency Employee) David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUN COM # E-mail Address: mcgrnts@mail.state.fl.us Area Code I Fax # 305-295-4320 5. Contact Person Name of Contact Person: Maryann J. Barry County (if other than Project Director) Title: Safeport Director Monroe Address: 301 White Street Area Code I Phone # 305-292-1505 City, County, State, Zip Code: Key West, FL 33040 sUNCOM # E-mail Address: barrym@kwha.org Area Code I Fax # 305-292-1580 6. Person Resoonsible For Financial Recorting (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 sUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code I Fax # 305-295-4320 7. Person Resoonsible For Programmatic Performance Reporting (if known) Name: Maryann J. Barry County Title: Safe port Director Monroe Address: 301 White Street Area Code I Phone # 305-292-1505 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: barrym@kwha.org Area Code I Fax # 305-292-1580 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 2 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: Safeport Residential Drug and Alcohol Treatment Center 2. Identify the year of the project (I, II, /II, etc.) Year I 3. Project implementation period I Start: October 1, 2001 I End: September 30, 2002 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer orOQram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes XX No_ 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes - Amount No XX FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Program Data 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 a e if necessa . Do not exceed two a es. Problem Description Per data released within the last 3 years by the Office of Statewide Intelligence in The State of Drugs in Florida report, the Miami area, to include Monroe County is considered the cocaine capital of Florida. The drug import business in South Florida has a natural ripple effect in the region regarding substance abuse and drug related crime. An integrated approach of treatment and interdiction is recommended per the Office National Drug Control Policy. A review of the year 2QOO Arrest Totals Comparative Data table reported by the Florida Department of Law Enforcement (FDLE) demonstrates that the highest concentration of adult arrests outside of the "miscellaneous" category fall under drug and DUI arrests. Monroe County experiences a gap between the number of offenders referred for long-term community- based treatment and the number of treatment beds that are allocated specifically for offenders. Problem Significance This problem has a direct impact on public safety and costs to the taxpayer. It has been estimated that for every dollar spent on treating an individual with a substance abuse problem, approximately $12 in future costs to society in terms of criminal activity, court costs, healthcare costs and dependence upon public programs can be avoided. Many offenders in Monroe County who are court ordered to engage in residential treatment in lieu of jail time must be referred out ofthe county or wait in jail until a treatment bed becomes available. A number of offenders finish their jail term while waiting for placement and are released, the recidivism rate among those released without benefit of treatment is quite high. Studies examining recidivism clearly indicate that offenders participating in community-based residential treatment with structured aftercare programs experience significantly higher long-term success rates. Needs Assessment Currently, one-third of the residents in the Safeport program are direct referrals from the criminal justice system. These individuals were able to gain admission as the met with the criteria established by at least on of our primary funding sources. However, Safeport has had to decline admission to a significant number of offenders referred by the criminal justice system as they did not meet with any of the criteria required by our present funding sources. The majority of Safeport's funding over the past 6 years has been targeted at treatment for low-income female head of household families who have Department of Children and Families involvement. There has been no funding to date allocated spec,ifically to identify beds for adults involved in the criminal justice system. Approval for allocation of Byrne Memorial Grant funds to Safeport would assist in filling the gap between need and availability for Monroe County drug offenders. The most obvious community problems that Safeport provides solutions for are those associated with chronic and generational drug abuse and associated criminal activity. Failure to address drug abuse and addiction, criminal thinking and activity, domestic abuse and child neglect that cross generations and permeate the drug sub-culture allows that maladapted behavior to perpetuate, grow and drain our community resources. By attacking the root problems of addiction and behavioral dysfunction, in members of our community that have been identified as substance abuse offenders, Safeport offers long- term solutions to the problem. The goal is to reduce drug abuse and related criminal activity in Monroe County. The solution is providing quality treatment and behavioral services that effect long-term behavioral change in offenders. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should include project goals, administration, enhancement/expansion, staff, 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. Safeport is located within public housing in Key West and and identifies as eligible for Byrne Memorial Grant funds under number 13 on the list provided in Appendix IT, Part 1; providing programs which identify and meet the treatment needs of adult andjuvenile drug-dependent and alcohol-dependent offenders. This project will serve as an enhancement to the currently operating Safeport program, increasing the number of residential treatment slots available to drug offenders. Safeport has a proven history of successful10ng-tenn outcomes. The evaluation component of the Safeport program, which is conducted with the assistance ofthe University of Miami Comprehensive Research Center, has been collecting data and providing analysis of programmatic goals. The information gathered over the past 5 years provides a picture of measurable goals and outcomes directly related to the general goal stated in the first sentence of this section. The items listed below specify how Safeport tackles the problem to provide proven long-term solutions. A. Solutions obtained by meeting the following goals: ~ Science-Based Treatment for Substance Abuse ~ Reunification of Parents and Children ~ Employment Readiness and Job Training ~ Home and Life Management Skills ~ Job Placement Assistance and Follow-up ~ Parent/Child Bonding and Child Therapy ~ Fostering Positive Community Involvement ~ Children's Substance Abuse Prevention >- Life Skills, Budgeting, Wellness Training >- Developing Individual & Family Stability B. Outcomes and Expected Benefits to the Community: >- Decreased drug-related criminal activity in Monroe County ~ Decreased drug culture influence in Public Housing and surrounding neighborhoods ~ Increased self-sufficiency, less dependency upon public services ~ Cost effective prevention and treatment services ~ Reduction in state and local expenditures for protective services/child welfare ~ Reduction in alcohol and drug USfl iimot'.g all age groups served ~ Delinquency prevention and decreas~d cross-generational substance abuse and criminal activity >- Significantly increased employment stability rates leading to reduced crime rates C. Achieved Outcomes documented to date: (Outcomes documented by the University of Miami study) ~ Only 8% of clients graduating Safeport with prior criminal histories were re-arrested after graduation ~78% of parents who bring their children to treatment complete successfully >- 83% of the parents entering with their children continue to remain drug-free post discharge ~ 100% of the women in the I year or less post discharge period are still employed >- 83% of the women in the 1-2 year post discharge period are still employed Participants in this project will have access to a wide array of substance abuse and mental health treatment services provided in a unique 24/7 residential treatment setting. Participants reside in on-site apartments located within a gated community on the same grounds as the treatment buildings, the childcare, the recreational area and the family services center. Job development and educational program offices are located on the campus across the street from the treatment FDLE Byrne Formula Grant Application Package ' Grant Application Revised 04/11/2001 Section II. Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program center. The staff at Safeport is multidisciplinary. Participants in this project will have access to Master's level addiction and mental health counselors (4), certified case manager (1), certified addiction R.N. (1), Ph.D. clinical psychologist (1), M.D. psychiatrist (1), Master's level family therapist (1), Master's level developmental specialist (1), Certified Addiction Professionals (2), Licensed Clinical Social Worker (1), Bachelor's level substance abuse counselor (1) and substance abuse technicians (3). The primary goal for this project is to provide successful residential community-based treatment to offenders in Monroe County who would otherwise remain in jail or be referred out of county. As the project moves into year 2, the successful implementation of a specified aftercare group for offenders who have completed the residential program would be added as a goal. The participants in this project would be integrated into the current Safeport program. The design of this program is broken into 4 distinct phases over the course of 18-months. The first three phases constitute a I-year residential treatment program. In Phase I the client benefits from 90 days of intensive inpatient addiction treatment and education. Classes and therapeutic groups occur 6 days per week under a stringent schedule. In addition, the client meets weekly with their primary counselor and the case manager, they also meet with the family therapist if applicable. The client may only leave the premises accompanied by staff for trips to the store, ANNA meetings, DCF appointments, probation appointments, etc. During Phase IT, which lasts 60-120 days depending upon progress, the client is expected to obtain part-time employment or attend skill development training with that aim. The standard work week for the client is Tuesday through Thursday. Sessions and classes are attended on Monday, Friday and Saturday. Phase III expands on the self-sufficiency treatment goal and lasts anywhere from 60-120 days. Clients are expected to work a minimum of 4 days per week, Tuesday through Friday. Sessions and classes are mandatory on Monday and Saturday. Phases III and N overlap during the last 30 days of residential treatment in order to assist in transitioning the client into aftercare as they complete their residential program. Phase N is a 6 month or more post-residential continuing care program providing 1 relapse prevention group therapy session per week and individual appointments at least once per month, more frequently when needed. The majority of clients to date complete their Phase N treatment plan goals within 6 months. Safeport endeavors to keep close ties with its' alumni community in order to assist in maintaining a strong recovery community and reduce occurrence of relapse and recidivism. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Protlram 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 Obj~ctives 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 guidance. Continue on a second page if necessarv. a. List the number and tiUe of the Program Area to be addressed. Refer to Appendix 11, Part II, for a one- page listing of authorized program areas. _13_ _Providing programs which identify and meet the treatment needs of adult and juvenile drug-dependent and alcohol-deepen dent offenders b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. Uniform Obiectives '(Mandatory, copy as worded for the program area addressed). 013.01 To provide treatment services through various treatment modalities' to 10 individuals. 13.02 To provide an array of treatment services. 13.03 To assist 5 clients to successfully complete their treatment plan. ProQram Specific Obiectives P0213001 To provide 840 drug tests. P0213002 To refer clients to other community agencies and resources to help meet their identified needs. P0213003 To provide anger management and conflict resolution training. P0213004 P02l300S To provide job development assistance. To provide residential services to clients. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /1- Page 6 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activitv 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 'Program Activities." Your Quarterlv Performance Reports will be reviewed aaainst this schedule. Subgrant Period October 1. 2001 throuoh September 30.2002 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar ADr Mav Jun Jul Aua SeD Submit Financial Reimbursement X X X X Requests . . . . Submit Financial Closeout Package >; ..- Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar . Apr May Jun Jul Aug Sep Conduct intake and admit initial project X participants Maintain 3.5 treatment beds specifically X X X X X X X X X X X X for this project Successful initial admissions complete X Phase I of residential treatment Successful initial admissions complete X Phase II of residential treatment Successful initial admissions complete Phase III and graduate from the X residential program Successful initial admissions begin X X transition to aftercare program Rolling admissions to fill beds made available due to discharge X X X X X X X X X X unsuccessful initial admissions FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 8 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a mirlimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do not include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual Services $45,155 $15,052 $60,207 Expenses Operating Capital Outlay Indirect Costs -- ,- . '-. Totals $45,155 $15,052 $60,207 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I- Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Prooram 2. Budget Narrative a. Identify type of Budget, i.e., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should be included, as well as the federal fund and cash match amounts. c. 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. . d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost.) e. Costs must not be allocated or included as a cost to any other federally financed program. (Continue on additional Mae:!.' if necessary,) A. Based on Safeport's cost center budget, cost of the project will be invoiced monthly based on unit cost for services rendered. Each unit of cost is equivalent to 1 day of residential treatment, translating into a per bed per day rate. The estimated per diem rate for clients participating in this project is $52.96. The cost is higher during the initial phase of treatment and decreases as service intensity decreases in Phases II and III. The amount of $52.96 per day reflects an average annualized rate as the residential program is designed to be 9-12 months in duration for the successful treatment participant. The number of beds that will be allocated to this project reflect 12.5% of Safeport's bed capacity. B. Contractual Services: This project will require contractual services for project performance evaluation as well as fiscal and programmatic auditing and reporting. Cost has been estimated at 10-12% oftotal project budget based on experience with previous Federal programs. Salaries and Benefits: This project will require 10% of the Safeport Directors time for project administration. In addition, this project will contract for .5 FTE primary counselor, .25 FTE case manager and .33 FTE additional support staff. Expenses: It is estimated that this project will account for approximately 10-12% of Safe port's overall office and travel expense budget. The number budgeted reflects that estimate. Office expenses that will be incurred to support this project are related to.imrchase and maintenance of office equipment and supplies which directly impact the project. Salaries and benefits: Office supplies and misc. Travel Total 54,500.00 3,707.00 2.000.00 60,207.00 Byrne Grant funds Monroe County match Total 45,155.00 15.052.00 (General Revenue) 60,207.00 The above budget calculates into a daily rate of 52.96 per bed. The invoicing shall be based upon the daily rate on a per client per day of treatment formula supported by admission, case activity and discharge documentation. The amount awarded will purchase 1136 days of treatment. Purchasing methods to be used will conform to existing federal, state, and local laws and regulations. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II. Page 10 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram G. Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the fOllowing terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "fina'''. (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "fin a'" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (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 recipient. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a recipient upon a written request to the Department justifying the need for such funds.. This request, including the justification, shall be enclosed with the subgrant application. . 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMB Circular A-87, "Cost Principles for State. Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income eamed by the 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts priorto employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-110. This obligation continues as long as the recipient retains the property, notwithstanding expiration of this agreement. 12. 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, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circular A-110. 13. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) "Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal government." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receiving these federal funds, including but not limited to state and local governments, shall clearly state: a. The percentage of the total cost of the program or project that shall be financed with federal funds, and b. The dollar amount of federal funds to be expended on the project or program. 16. Audit a. 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 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. Acomplete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) mOflths after the audit period. In order to be FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 1/ . Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the Department and will be returned to the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Depaliment reserves the right to recover any disallowed costs identified in an audit completed after suct: closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the recipient's consultants and suppliers, or both, the D'epartment 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the 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 recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the recipient shall not be deemed in default, unless: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II. Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Supplies or services to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the recipient in writing to procure such supplies or services from other sources, and (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the 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 eVfmts beyond the control of the contractor. 21. Written Approval of Changes in this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: , I a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section /I - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, 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 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 recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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 Statut.es 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II . Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (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. Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcementfor any costs incurred by it in the processing of the fingerprints. (2) 29. Drug Court Projects a.. A Drug Court Project funded by the Byrne Formula Gnmt FTOgram must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Jus~ice Programs, Drug Courts Program Office, program guidelines "Defining Drug Courts: The Key Components., January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. . b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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 Guklance. 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 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 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director 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, 0, E, F, G and H. b. The recipient and a criminal justice agency that is the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in S6'Ctio::l 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO 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 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 CF,R Section 42.207 Compliance Information). c. Any state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 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 of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("'NA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II . Page 1 B Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The 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 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 person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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 Lobbvina Activities, according to its instructions. (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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 19 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 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 application for federal assistance is approved or face loss of ederal funds. ~ --L Signature of Subgrantee Authorized Official Type Name: James L. Roberts Title: County Administrator Subgrant Recipient: Monroe County Board of County Commissioners Date: &/15/6 ( . FDLE Byrne Formula Grant Application Package Revised 04/11/2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMS/Grants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY, FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on April 18,2001 , the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to sign and submit the application packet for the FY01/02 grant funds to the Florida Department of Law Enforcement Anti-Drug Abuse Grant Program; and that 3. This resolution shall become effective immediately upon adoption by the Board of County Commissioners and execution by the Presiding Officer and Clerk. . '. . -r 'c:> --;: PASSED A~D. ADOPTED by the Board of County Commissioners of Monn~ qg.un~ r Florida, at ,a ,regular meeting of said Board held on th~ 16th day of May, A.~~![D1 ~ ~ :. .' : rrl~-< ~ ....../.. ('"'). r W Mayor George Neugent ypc: 0('"')' -- ~ Mayor ProTem Nora Williams yes ~?J~ ~ i~ Commissioner Spehar yes :-<~::c CO C") "'1',' > .. CJ Commissioner McCoy ye>c: r. C"' U1 ::::0 Commissioner Nelson yes f> (T1 CO . c:::J : YL. KOLH!;.GE, dler~ounty B:e of ~~ne1t ~ A D.c..: ~. ~ Cle of Court Mayor APPROVED AS TO FORM AND l Al SUFF I CLERK OF THE CIRCUIT COURT MONROE COUNTY BRANCH OFFICE MARATHON SUB COURTHOUSE 3117 OVERSEAS HIGHWAY MARATHON. FLORIDA 33050 TEL. (305) 289-6027 FAX (305) 289-1745 MONROECOUNTYCOURTHOU~ 500 WHITEHEAD STREET KEY WEST. FLORIDA 33040 TEL. (305) 292-3550 FAX (305) 295-3663 BRANCH OFFIC PLANI'ATION KE GOVERNMENI' CE!\.!"E 88820 OVERSEAS HIGHWA PLANI'ATION KEY, FLORIDA 3307 TEL. (305) 852-71~ FAX (305) 852-71~ MEMORANDUM DATE: May 3.1,2001 TO: Jennifer Hill, Budget Director Office of Management & Budget FROM: Stacey Roberts Pamela G. Ban - ? Deputy Clerk V ATTN: At the May 16, 2001, Board of County Commissioner's -meeting the Board adopted Resolution No. 180-2001 authorizing the submission of a Grant Application to the Florida Department of Law Enforcement for the FY 01/02 Edward Byrne Memorial State and Local Law ~nforcement Assistance Formula Grant Program. Enclosed is a certified copy of the subject Resolution for your handling. Should you have any questions please feel free to contact this office. Cc: County Administrator w/o document County Attorney Finance File Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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 FI.orida.. ',:"> ,~. ";' .: }1,'Departmentot'Law'Enforceme'nt "., ~-;.::.:' ':',.., ',. .. :':<""Offlce'of Criminal Justice Grants" ":;:':~-',' . Signature: @j-/n- iJ. W-defu Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: /O-!{'. () J . '".,' ":') :"..(Commlsslon Chail'J'!lan, Mayor, or Designated ~epresf:)r~!I~lve>-,,~.::!!:'~,;.:,Ji:i2~r.~Dr<r:$:;'1'~r, Type Name of Subgrantee: --J~~ Monroe County Board of County Commissioners Signature: Type Name and Title: ~115i(J I James L. Roberts, County Administrator Date: . ..._"'- " '",' "._~ .......-........".... --.;...,.~" -:'<,:: "~:>. ~ _.,.Implementing Agency' 'i~;~~~~',~:~: ,Offlcl.al,A,dminlstratoror Designated Repr.ese~tliltive ~' ,,-./ . ..' -. -' _.~ ',' - ,--.- ,- ".'-: Type Name of Implementing Agency: Monroe County Board of County Commissioners Signature: ~'J:-~ Type Name and Title: ~ / / ~I (J l I James L. Roberts, County Administrator Date: FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 20 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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. ,,~~~~:.rtE;1E:tr~!!.F.:~!~;1~~f~t:'j~i;i\'1'~~!~~ Signature: ~~~ Type Name and Title: Clavton H. Wilder. Community Prooram Administrator Date: /c;-S'-o/ , ',":, -. ~:;~~S~I;~_;g)j~~~~1;:~su'bgran(~eciPie.nT~'-c'. ~}:..~t'~i::{:Authorizing Official of Go'venimenta . r _....,.,. .~. ;,i,,~_,... "'-;~,;...",~ ~uo- '. ',,-:',. ~.'}~ ~'.r'"fo' -_'l.'1!.~t'"y.,..<:.-."""'" " . :(Coinmisslon:Chalrmai1; Mayor, or Deslghated Representative .. ~,,,, . "., ......(~-'. ........ .. -..... '.. ,-~_~. '~."'='.O:~~~~...H.~.''''''~,'''!' ' Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: James L. Roberts, County Administrator Type Name and Title: Date: (p! / S/o I .'.' ,',-,"i~G~:~~~;'A:mfinpi~:~e'~ti~gAg~n-dy::.~g{L.. .._~,<~fi~~I:~!!l~t.~~}t~i~~ . Official, Administrator or Deslgnated.Representatlve:<:::'.':"~-:};~'i;:<:';~'''i'i'':;c:.~:,/.;_~,,,1O,.::' -,"_. :.i .~;':- ::' )-,_~,i <.-;..;:-,._ <,.,'~;:'_,~._ ~__: :i~~;"';~_:~-~:~:..'~ ~:~~ ';;~'i!:~;.:_~,:,.~~,~t~~:~._~':~.*~~tt.t~;:..~~;;.~'.~~~~~:l~~;.~~~ Type Name of Implementing Agency: Monroe County Board of County Commissioners ~::J ~ ~c-t j-- Signature: Type Name and Title: Date: (P I ( ~ D ( James L. Roberts, County Administrator FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11- Page 20 Date: 10/10/2001 Performance Reporting System Objectives for a Subgrantee Monroe County 02-CJ-2H-11-54-01-130 10.000 To provide treatment services through various treatment modalities to a specified number of individuals. To provide an array of treatment services. To assist a specified number of clients to successfully complete their treatment plan. P0213001 To provide a specified number of drug tests. P0213002 To refer clients to other community agencies and resources to help meet their identified needs. P0213003 To provide anger management and conflict resolut.ion training. P0213004 To provide job development assistance. 013.01 013.02 013.03 7 Objectives Page No: 1 5.000 840.000 Date: 10/10/2001 Performance Reporting System Performance Questions Page No: 1 013.01 Part 6 Monroe County 02-CJ-2H-11-54-01-130 013.01 Part 7 013.02 013.02 Part 1 Part 10 013.02 Part 2 013.02 Part 3 013.02 Part 4 013.02 Part 5 013.02 Part 6 013.02 Part 7 013.02 Part 8 013.02 Part 9 013.03 Part 4 013.03 Part 5 P0213001 Part 1 P0213002 Part 1 P0213003 Part 1 P0213004 Part 1 18 Questions During this reporting period, how many clients were provided Level 3 residential services? [This number should include only those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporing period.] During this reporting period, how many clients were provided AFTERCARE services? [This number should include only those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period. ] Were most clients provided psychosocial assessments? Were most clients provided vocational training and employment services? Were some clients provided diagnostic services? Were most clients provided urinalysis? Were most clients provided case management services? Were most clients provided counseling services? Were some clients provided rehabilitation services? Were some clients provided with court liaison services? Were a significant number of clients referred to outpatient or residential treatment or other community services? Were most clients provided relapse prevention training services? During this reporting period, how many RESIDENTIAL clients successfully COMPLETED their treatment plan? During this reporting period, how many AFTERCARE clients successfully COMPLETED their treatment plan? During this reporting period, how many clients received drug tests? During this reporting period, did you refer clients to community agencies and resources? Describe your progress in the narrative portion of the report. During this reporting period, did you provide anger management and conflict resolution training? Describe your progress in providing training in the narrative portion of the report. During this reporting period, did your provide job development assistance? Briefly describe this assistance in the narrative portion of the report. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Enforcement Effective Date: 10/01/01 Expiration Date: 9/30/02 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Boys and Girls Club S.M.A.R.T. Gang Prevention I program as part of Monroe County's FY02 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens (Name) for BOCC meetina on 11/20/01 4482 (Ext.) OMB/Grants Mgt. (Department) Aaenda Deadline: 11/01/01 CONTRACT COSTS Total Dollar Value of Contract: $22,332.00 Current Year Portion: $22,332.00 Budgeted? Yes X No Account Codes: 125-06018-530490-GG0210-XXXXXX Grant: $16,749.00 County Match: $5,583.00 Estimated Ongoing Costs: $2857.00 (Not included in dollar value above) ADDITIONAL COSTS For: Staff support-filing reports, oversight (e.a. Maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Risk Management /. -J.Y-o ( lDt2.~lo\ Changes ~ 0 Neede~~~,r YesD NO(] .:. I'" , . - r, ""- _ / 1 i '\ ~ /\4+-- YesD No!B' C, I ';,} ovt~ \ (~!J-i:.- '- ''0:><.'"'''' YeSDNOWd~~ oBaJ~ (Df1- 3/0 ( YesD No[]../' ,S; ~ Date Out Date In Division Director 1'.. _ ~c,/_. ( [' 0 1-, LL I()( I ~'I /O/b#el ItfL~1 O.M.B.lPurchasing County Attorney Comments: OMB Form Revised 9/11/95 MCP #2 RILE Office of Criminal Justice Grants Mailing Address: Office of Criminal Justice Grants Florida Department of Law Enforcement 1819 Miccosukee Commons TaIJahassee, Florida 32308 (850)410-8700 Florida Department of Law Enforcement James T. "Tim" Moore Commissioner October 19, 2001 The Honorable George Neugent Mayor, Monroe County Board of County Commissioners 25 Ships Way Big Pine Key, Florida 33043 Re: 02-CJ-2H-11-54-01-127 / Boys & Girls Club Street S.M.A.R.T. Gang Prevention I Dear Mayor Neugent: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of$16,749 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 04A - Community Crime Prevention. 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 ofthe subgrant, "Acceptance and Agreement". These conditions should be reviewed carefully by those persons responsible for project administration to avoid delays in project completion and cost reimbursements. Also, you should review the enclosed Subgrant Award Certificate. This certificate contains important information that applies to this award. ' The enclosed Certificate of Acceptance should be completed and returned to the Department within 30 calendar days from the date of award. This 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 George Neugent 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, C!Ptt0-4n;/. ~~ Claytoyi H. Wilder 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 SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 02-CJ-2H-l~-54-01-127 in the amount of $16,749, for a project entitled: Boys & Girls Club Street S.M.A.R.T. Gang Prevention I for the period of 10/01/2001 through 09/30/2002, 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: October 19, 2001 Grant Period: From: 10/01/2001 To: 09/30/2002 Project Title: Boys & Girls Club Street S.M.A.R.T. Gang Prevention I Grant Number: 02-CJ-2H-11-54-01-127 Federal Funds: $16,749.00 State Agency Match: Local Agency Match: $5,583.00 Total Project Cost: $22,332.00 Program Area: 04A 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-a7, 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. 02-CJ-2H-~~-54-01-~27 SUBGRANT AWARD CERTIFICATE (CONTINUED): Additionally, the following general conditions apply to the award: (1) "Pay-to-Stay" Programs 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 service, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenses within a jurisdiction. (2) Mitigation of Health, Safety and Environmental Risks dealing with Clandestine Methamphetamine Laboratories: No funds from this award may be obligated to support methamphetamine laboratory operations unless the subgrantee implements this condition or 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 the disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety, and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to rest. 02-CJ-2H-~~-S4-01-~27 SUBGRANT AWARD CERTIFICATE (CONTINUED): Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any 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 throughout the life of the subgrant. In 80 doing, the subgrantee understands that it may implement these protective measures directly through the use of its own resources anq staff or may secure the qualified services of other agencies, contractor, or other qualified third parties. 1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure or closure 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 the closure of clandestine methamphetamine laboratories; 3. As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; S. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs S. and 6. immediately above in order to ensure proper compliance; 02-CJ-2H-11-54-01-127 SUBGRANT AWARD CERTIFICATE (CONTINUED): 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 any residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Include among the personnel involved in seizing clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any of the 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. 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. r2Pr;;r,1m N ~&w Author zed Official Clayton H. Wilder Community Program Administrator /()- 1't-lJ/ Date Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula1Grant P.ro~JI:a.m_ ~ r., ". k - . t 4 C~.~ P!t ;-~. ~I I.. .._~.......~ \.! (;,i...... I JUN 1 9 2001 ~r.. j I The term "OCJG" refers to the Office of Criminal Justice Grants. 2FFI~E or CR;M~.'1AL JUSTICE G"'c.' '~.: f The term "subgrant recipient" refers to the governing body of a city or a county or an Indian Tribe that performs ~ -_..J criminal justice functions as determined by the U.S. Secretary of the Interior. Please read instructions before completing this application. The term "Department", unless otherwise stated, refers to the Department of Law Enforceme 1. The term "implementing agency" is a subordinate agency of a city, county or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). A. Subgrant Data 1. This section to be completed by Subgrantee 2. This section to be com Dieted bv OCJG Continuation of Previous Subgrant? No Project !D # I progri,1J;%ea #: I CFDA #: 16.579 If Yes, enter CJ Contract # of Previous Subgrant ~I-I;).' SFY 2001 CJ Contract # SFY 2002 CJ Contract # 2001 - CJ - - - - - 2002 - CJ -cZffi -lL - 5i -..al- 1d.1 -- --- B. Applicant Information 1. Subarant Recipient Name of Chief Elected Official! State Agency Head: George Neugent County Title: Mayor Monroe Address: 25 Ships Way Area Code! Phone # 305-292-4512 City, County, State, Zip Code: Big Pine Key, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-872-9195 2. Chief Financial Officer of Subarant Recipient Name of Chief Financial Officer: Danny Kolhage County Title: Clerk of the Court, Monroe County Monroe Address: 500 Whitehead St. Area Code! Phone # 305-292-3550 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-295-3663 3. Imolementing Agency Name of Chief Executive Official! State Agency Head: James L. Roberts County Title: County Administrator Monroe Address: 5100 College Road Area Code! Phone # 305-292-4441 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: Area Code! Fax # 305-292-4544 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 1 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram 4. Project Director 1 Name of Project Director: (Implementing Agency Employee) David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code I Fax # 305-295-4320 5. Contact Person Name of Contact Person: Arianna Nesbitt (if other than Project Director) County Title: Acting Executive Director Monroe Address: 1400 B United St Area Code I Phone # 305-296-2258 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: arianna98@hotmail.com Area Code I Fax # 305-296-4632 6. Person Responsible For Financial Reporting (if known) Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code I Phone # 305.292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code I Fax # 305-295-4320 7. Person Responsible For Programmatic Performance Reporting (if known) Name: Arianna Nesbitt County Title: Acting Executive Director Monroe Address: 1400 B United St. Area Code I Phone # 305-296-2258 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: arianna98@hotmail.com Area Code I Fax # 305-296-4632 FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section 11 - Page 2 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: Boys & Girls Club Street S.M.A.R.T. Gang Prevention 2. Identify the year of the project (I, II, III, etc.) I 3. Project implementation period I Start: 10/1/01 I End:9/30102 D. Fiscal Data 1. (If other than the Chief Financial Officer) Remit Warrant to: Name: David P. Owens County Title: Grants Administrator Monroe Address: 5100 College Road Area Code 1 Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: mcgrnts@mail.state.fl.us Area Code 1 Fax # 305-295-4320 2. If subgrantee is participating in the State of Florida Comptroller's Office electronic transfer proqram, reimbursement cannot be remitted to any other entity. 3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX 4. Vendor #: 596000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes - No --X- 7. Cash Advance: If yes, a letter of request must be submitted with the application. Yes - Amount No ----2L FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 3 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram E. Program Data 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 a e if necessa . Do not exceed two a es. Many youth who exhibit common risk factors for getting involved in gang activity or delinquency do not receive services until a problem has occurred and intervention or remediation is necessary. We believe that many of these youth can be identified through referral and recruitment and given alternatives to destructive behaviors before they are confronted with such pressures. Youth often join gangs for approval, belonging, respect and safety. If these needs are met before that time by another, more positive source, the likelihood that a teen will get involved in a gang, delInquency or drug use greatly decreases. As some youth in these circumstances view authority in a negative way, bringing them into positive relationships with law enforcement officers will help change these views and increase understanding. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 4 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Program Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of project eligible areas). You should Include project goals, administration, enhancement/expansion, staff, 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. The Boys & Girls Clubs can offer many of the same rewards as gang membership. The Club offers a safe place for youth, where they have a strong sense of belonging. Each youth is respected and made to feel important. Just as a gang can be a surrogate family, the Boys & Girls Club will fill the same need in an at-risk youth's life, especially if they are reached early enough. Youth in grades 5 to 8 with two or more of the following traits will be targeted for this program: "Wanna-be" gang behaviors, involvement in Juvenile Justice system, weak family structure, lack of positive role model, poor academic performance, behavior problems in school, absenteeism or truancy, substance abuse by family members. A staff member will recruit such youth and encourage and track Club involvement, academic success, and behavior. The Gang Prevention Program offers a fully rounded program that develops positive traits, interests, and accomplishments in the youth, before they are subjected to the pressures of becoming part of a gang. In addition to receiving information from law enforcement officers about the effects gang involvement can have, youth will also receive academic assistance, personal attention, leadership and small group membership opportunities, career exploration and job readiness skills, and many positive recreational and social activities at the Club. By building competencies and integrating the youth into a positive learning and growing environment, we are building knowledge and resistance skills youth need to help them stay away from gangs, drugs, alcohol and other destructive behaviors. The Boys & Girls Club is a 501 (c)(3) non-profit youth development organization whose mission is to improve the lives and opportunities of Monroe County youth, with a focus on youth from disadvantaged backgrounds, by offering quality supervised educational, cultural, and recreational programs. As the Boys and Girls Club already operates a daily program with a professional, caring staff and a space dedicated to serving at-risk youth in this age group, our proposed Gang Prevention Program will be a critically needed addition to the scope of services we are currently providing. For the last five years, the Boys & Girls Club has been serving some of our community's most at-risk youth with many successes, including collaborations with Juvenile Justice and Drug Court for the ARTWORKS Program and the State Attorney's Office with youth serving community service hours in our program. Many later come back as members. The centerpiece of this prevention program will be a national program of Boys & Girls Clubs of America, "Gang Prevention Through Targeted Outreach," which has been implemented in cities and towns across America with great success. We are able to access the expertise or'nationalleaders in the anti-gang movement for training and technical assistance. By focusing existing community partnerships with law enforcement and juvenile justice systems, we will add a comprehensive piece to reducing juvenile crime and possible gang involvement in the area. The Boys & Girls Club has both the ability and willingness to manage this project. We have the financial capacity to operate this program on a reimbursement basis and the administrative ability to submit quarterly reports as required, maintain records of expenses, attendance and program offerings. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 5 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Proqram Obiectives and Performance Measures: Up to three types of objectives may be included in this section of your subgrant application, Le., Uniform Objectives, Project-Specific Objectives and Self-Generated Objectives. If you are proposing a project in one of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second page if necessary. a. List the number and title of the Program Area to be addressed. Refer to Appendix II, Part II, for a one- page listing of authorized program areas. 04-A Community Crime Prevention (#) [ritle) b. List Uniform Objectives first, followed by any other appropriate objectives you may wish to address. Uniform Obiectives (Mandatory, copy as worded for the program area addressed). 04A.01 - To provide five altemative drug-free events. 04A.02 - To present twenty-five crime and substance abuse prevention education classes. 04A.04 - To create, expand, or enhance community, neighborhood or school-based recreation programs. Self-oenerated obiectives: 1. To involve at least 50 youth in grades 5-8 meeting the program criteria in Club programs in 2002. 2. For at least 75% of these youth to be involved in a Smart Moves program or gang prevention education and receive educational assistance. 3 At least 75% of involved youth will show improvement in goal setting skills and greater resistance skills against gang involvement, drug, alcohol, or tobacco use and premature sexual activity. FDLE B me Formula Grant A lication Package Revised 04/11/2001 Grant A plication Section II - Page 6 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 "Program Activities." Your Quarterly Performance Reoorts will be reviewed against this schedule. Subgrant Period 10/1/01-9/30102 (Beginning Date - Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan F~b Mar Apr May Jun Jul Aug Sep Submit Financial Reimbursement X X X X Requests Submit Financial Closeout Package X Submit Quarterly Program Reports X X X X Submit Quarterly PGI Reports (If applicable) Programmatic Activities (Continue on a second page if necessary.) ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Street SMART Club Meeting X X X X X X X X X Street SMART Pre-Test X Street SMART Post Test & Graduation X Street Smart Recruitment X Community and Neighborhood X X X X X X X X X X X X Recreation Programs Drug Free Events X X X X X FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11- Page 7 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. . b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. c. Show all figures rounded to the next highest dollar; do no~ include cents. (Example $4,505.25 as $4,506) Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits Contractual Services 16749.00 5583.00 22332.00 Expenses Operating Capital Outlay Indirect Costs Totals 16749.00 5583.00 22332.00 FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 8 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Budget Narrative a. Identity type of Budget, i.e., Actual, Unit Costs (supported by detailed cost basis), or Contractual (supported by back-up documentation that provides either the actual or unit costs basis for the contract). b. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should be included, as well as the federal fund and cash match amounts. c. 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. d. Describe your specific sources of matching funds. [Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost.) e. Costs must not be allocated or included as a cost to ar.y. other federally financed program. (Continue on additional paqes If necessary.). PERSONNEL: Prevention Coordinator (Pff) (supervision, recruitment, case management) 28 hrs x 10.00 per hr= $280.00 per wk x 40 school weeks= FICA= 40 hrs x 10.00 per hr= $400.00 per wk x 10 summer weeks= FICA= Subtotal: $11,200.00 $ 856.00 $ 4,000.00 $ 306.00 $16.362.00 Police Officers and Educators: (Contract) (education classes, prevention activities) 2 hrs x 25.00 per br= $50.00 per wk x 40 school weeks= 3hrs x 25.00 per br= $75.00 per wk x 10 summer weeks= Subtotal: $ 2,000.00 $ 750.00 $ 2.750.00 SUPPLIES: Program Materials and Supplies Budget: (Materials needed to directly support program) TRAINING: Gang Prevention Through Targeted Outreach (2staff) out of area In-service all staff training materials $1,500.00 Subtotal: . $1,200.00 $ 520.00 $1.720.00 TOTAL: $22.332.00 Byrne Grant Funds: Monroe County general revenue Matching Funds: Total: $16,749.00 $ 5.583.00 $22,332.00 All goods and services will be obtained in accordance with Monroe County Purchasing Policies. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 9 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram G. Conditions of Acceptance and Agreement Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed. 1. Reports a. Project Performance Reports The 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 in the specified time frame may result in withholding processing of recipient financial claim reports by FDLE. b. Financial Reports (1) The recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final". (2) All claims for reimbursement of recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A 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. (4) Before the "fina'" claim will be processed, the 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 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 9, Program Income.) c. Other Reports The recipient shall submit other reports as may be reasonably required by OCJG. 2. Fiscal Control and Fund Accounting Procedures a. The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by OCJG. b. All contractual expenditures and cost accounting of funds shall conform to Office of Justice Programs (OJP) Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and federal Office of Management and Budget's (OMS) Circulars A-21, A-8?, and A-110, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the recipient. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II- Page 10 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. 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. 4. Obligation of Recipient Funds Recipient 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 recipient's project are eligible for reimbursement. 5. 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 and the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments. Advance funding. shall be provided to a recipient upon a written request to the Department justifying the need for such funGs. This request, including the justification, shall be enclosed with the subgrant application. 6. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds. 7. 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. 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. 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. 8. 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 Govemments and federal OMB Circular A-87, "Cost Principles for State. Local and Indian Tribal Governments", or OMB Circular A-21 , "Cost Principles for Educational Institutions" . b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be according to U.S. Department of Justice Common Rule for State and Local Govemments, or OMB Circular A-110 and Florida law to be eligible for reimbursement. 9. Program Income (also known as Project Generated Income) Program income means the gross income eamed by the 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). 10. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's approval of the recipient agreement does not constitute approval of consultant contracts. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 11 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 11. Property Accountability a. The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or request Department disposition. b. The 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 OMS Circular A-110. This obligation continues as long as the recipient retains the property, notwithstanding expiration of this agreement. 12. 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, U.S. Department of Justice Common Rule for State and Local Governments) or the federal OMB Circu,lar A-110. 13. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a recipient or subrecipient purchases ownership with support funded under this grant agreement. 14. Publication or Printing of Reports a. Before publication or printing, a final draft of any report required under or pertaining to this agreement shall be sent to the Department for review and comment. b. Publications or printed reports covered under a. above shall include the following statements on the cover page: (1) "This program was supported by grant # (Contact OCJG for #) awarded to the Department of Law Enforcement, State of Florida, and by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The BJA is a component of OJP which also includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime." (2) .Points of view, opinions, and conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida Department of Law Enforcement, the U.S. Department of Justice, or any other agency of the state or federal govemment." 15. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal funds, all grantees and recipients receiving these federal funds, including but not limited to state and local governments, shall clearly state: a. The percentage of the total cost of the program or project that shall be financed with federal funds, and b. The dollar amount of federal funds to be expended on the project or program. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11- Page 12 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 16. Audit a. 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 recipient shall submit an annual financial audit that meets the requirements of Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor General. b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management lette.r~. issued separately and management's written response to all findings, both audit report and managemenlletter findings. Incomplete audit reports will not be accepted by the Department and will be returned tc the recipient. c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. . d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e. The recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. g. The completed audit reports should be sent to the following address: Florida Department of Law Enforcement Office of Inspector General Post Office Box 1489 Tallahassee, Florida 32302-1489 17. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the 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 recipient of its decision thirty (30) days in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 18. Commencement of Project a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the 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 recipient shall send another letter to OCJG, again explaining the reason for delay and request another revised project starting date. c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written amendment to this agreement. FDLE Byrne Formula Grant Application Package Revised 04/1112001 . Grant Application Section II - Page 13 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 19. Excusable Delays a. Except with respect to defaults of consultants, the 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 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 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 recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the 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 recipient in writing to procure such supplies or services from other sources, and (3) The recipient failed to reasonably comply with such order. c. Upon request of the recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 20. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the 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. 21. Written Approval of Changes in this Approved Agreement Recipients shall obtain approval from the Department for major changes. These include, but are not limited to: a. Changes in project activities, target populations, 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 recipient may transfer funds between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the total approved budget and the transfer is made to an approved budget item; or, c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the Department. Transfers do not allow for increasing the quantitative number of items documented in any approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or Expense categories, or staff positions in the Salaries and Benefits category.) d. Under no circumstances can transfers of funds increase the total budgeted award. 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. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section 11- Page 14 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and LocalLaw Enforcement Assistance Formula Grant Program 23. Disputes and Appeals a. The Department shall make its decision in writing when responding to any disputes, disagreements or questions of fact arising under this agreement and shall distribute its response to all concerned parties. The recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the 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 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. 24. Access To Records a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the recipient, implementing agency and contractors for the purpose of audit and examination according to the OJP Financial Guide, U.S. Department of Justice Common Rule for State and Local Govemments. b. The Department reserves the right to unilaterally terminate this agreement if the recipient, implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or other materials subject to provisions of Chapter 11 g, Florida Statutes, and made or received by the recipient or its contractor in conjunction with this agreement. 25. Retention of Records The 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. 26. Delegation of Signature Authority When a chief officer or elected official of a subgrant recipient designates some other staff person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the staff 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. 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. FDLE Byrne Formula Grant Application Package Revised 04/11/2001 Grant Application Section II - Page 15 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (1) Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, 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 Byme Formula Gr~nt f?r<>gram must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program guidelines YDefining Drug Courts: The Key Components., January :1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on program participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA field monitoring trips; it must also be available to 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 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 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 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-tunded criminal intelligence system project to be in compliance with the Act and federal regulation prior to the award of federal funds. The 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 recipient agreement does not constitute approval of the subgrant-funded development or operation of a criminal intelligence system. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 16 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 32. Confidential Funds A signed certification that the project director 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 ('>le 1973, as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non- Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The recipient and a criminal justice agency that is the imp1emerrting agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not fprmulated, 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 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, etseq. (Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information). c. Any state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act (Byrne Program funds shall submit its equal employment opportunity plan, and/or the most recent update, with its application, for submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval. 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 of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subgrant recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 36. National Environmental Policy Act (NEPA) a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following new activities whether or not they are being specifically funded with these subgrant funds. That is, it applies as long as the activity is being conducted by the subgrantee or any third party and the activity needs to be undertaken in order to use these subgrant funds, (1) New construction; (2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 17 Application for Funding Assistance Florida Department of Law Enforcement Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the Bureau of Justice Assistance, agrees to cooperate with BJA in any preparation by BJA of a national or progran'l environmental assessment of that funded program or activity. 37. Non-Procurement, Debarment and Suspension The 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 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 person shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person 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 Lobbvino Activities, according to its instructions. (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. FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II - Page 18 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 Sectiop. 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 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 application for federal assistance i~-:~~I funds. Signature of Subgrantee Authorized:Official Type Name: James L. Roberts Title: Countv Administrator Subgrant Recipient: Monroe County Board of County Commissioners ~11)(Dl I Date: FDLE Byrne Formula Grant Application Package Revised 04/11(2001 EEO Certification Appendix IV - Page 1 of 2 RESOLUTION NO. 180 - 2001 OMB/Grants A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY, FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 01/02 EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE FORMULA GRANT PROGRAM WHEREAS, the Florida Department of Law Enforcement has announced the FY01/02 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program; and WHEREAS, on Apri/18,2001, the Monroe County Board of Commissioners agreed to serve as the coordinating unit of government in the preparation of the grant proposals and in the distribution of funds allocated to Monroe County in the amount of $207,025.00 with a 25% cash match requirement; and WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with concern given to the County's current drug control efforts, has recommended certain programs receive funding to provide the community with activities focused on drug and alcohol education, prevention, rehabilitation, and treatment; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that: 1. The Board of County Commissioners concurs with the Monroe County Substance Abuse Policy Advisory Board's recommendations; and that 2. The County Administrator is hereby authorized to sign and submit the application packet for the FY01/02 grant funds to the Florida Department of Law Enforcement Anti-Drug Abuse Grant Program; and that 3. This resolution shall become effective immediately upon adoption by the 'Board of County Commissioners and execution by the Presiding Officer and Clerk. .,. . -r 0...., PASSED ANQ ADOPTED by the Board of County Commissioners of Monn~ cgun~ r Florida, ar~'regular ,meeting of said Board held on the 16th day of May, A.~::!01 ~ ~ : ~.' C"')' r t..) '6 ~~... Mayor George Neugent YPC: g~;,.,;::o Mayor ProTem Nora Williams yes ~. ~ ~ :::0 Commissioner Spehar yes ~~s: c:9 g Commissioner McCoy YE'!': j: ~ en :::0 Commissioner Nelson yes CO CJ i" . . YL. KOi..H~GE, Cler~ounty B:e of 't.f-~onertt ~~~ D.C.: ~ . ~ Cle of Court Mayor APPROVED AS TO FORM AND Al SUFF I Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram I. 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 Florlda.:-,:::G:/:';;'f"1-:>' ~~ ",__,:-<. :,' .',' ',',' .,n, ", ",:,'~~_:"":-:,_""'~\~'-"':"'_""';'.>;, Department of Law Enforcement;S . ,.. " " ;,',' _ .. ,~~",._......t '~:",~ .......,:: .., .._.......""...,;.4..,.__~ -Office of Criminal Ju'stlce-Gra'rits~)?'i:f':~'--'"",< Signature: (ldtty!m;l/ ~ Type Name and Title: Clavton H. Wilder. Community Procram Administrator Date: IlJ - / '1- 0 I Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: "\: ~~ Type Name and Title: James L. Roberts. County Administrator '/1 t)j6( I Date: - .., ".... ".. >~,~c:~::<.;?f:~7j~Jllfrri~~t;r1~'A,i~~~~~r~~t~ ~~. .~~.,'~.,):.~_;...-:.-._i[..-,~_~_~;!_i_Z..~-~t.:' ':fficlat, Administrator 'Or Designated Representative ~J~ , ~.' ;. It_.... -~"~.~ -, ~'::-:_~..~.l.... ''''-::,,\ ..'~:l'~.l- "t-;:--"?'.~~t''''''':-::;:~'=.:_~''''. Type Name of Implementing Agency: Monroe County Board of County Commissioners ~-/~_ ~!J Signature: ~ -- ~ l....-rr~ ~ Type Name and Title: James L. Roberts. County Administrator Date: (pI/do ( FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section" - Page 19 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program I. 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, whlteout, etc. are not acceptable. . ). .,gif:ert;:~~~{~i~~Er~~~~~~~?ftiH.;f~t~'2~,}-iY~.,'Y::~;~{<~:'1~'~ :,:.;., .:.~ ~ Signature: &;k;<l w.d~ Type Name and Title: Clavton H. Wilder. Communitv Prooram Administrator Date: II) - /9- 0/ ''''f'::;F.'<?3.',',''''..t',< "S' 'b~' "'t' R' ' "1' '1 ""t' '\.l:'~.:i:"t.{~}' " \\:~~,i:;'~"~~~,*~3~,,~."u grCl~.,. ,ec.e!..!lA;;!:~;.*i', i":'ti.,~~Authorizlng Official of Governmental 'Unit :C{;~~."l"".;" c... "":~Df'f-f6"- ___ ;,.." - ~":_,.,, . _c. :.....,.....~~:.'~ ~~!.;-':"""" ~r'<JM..."...:4~ ~,.J.~'!Iml.~~~~~Lc::~~rr!w~~... M~rC:!!:;=~r ,t,>~~lgt!~~.~!!~I?!!.s.tr.!!~!Y.~),' ;f~f1~~i~11;1S ,~~ .~""1""... ,...1L~.-.......'" .~ ;~i~~;'~~~r};':t;t~~~;~( Type Name of Subgrantee: Monroe County Board of County Commissioners Signature: - :=::/:- -'y :;:> Type Name and Title: Date: tp//'J'/DI I James L. Roberts. County Administrator :':"";:i;~~~Z~:~~~i~.f~G'~p'i~~~~i~t~~~;j~~~~i~. J!;~. ~"'i;;J,;, .Officlal, 'Administrator or DeslgnateCf RepresEtntatlve ;n-:' _~..~;::!;-::4; ~':~""'~:;~'. -.-{',';' ,." '", '>~~f.f~: 7. '::~.;_'<.- -'~.':;:'-_'~:: ,'. > ~-'-:....:;'iT~~;r----::A"::-~':':7'~'fJf;-.{'.(i:;l';!~?~~',;--: Type Name of Implementing Agency: Monroe County Board of County Commissioners -J~4~ Signature: Type Name and Title: James L. Roberts. County Administrator Date:~ I 5"'1 D , FDLE Byrne Formula Grant Application Package Revised 04/1112001 Grant Application Section II- Page 19