Okaloosa County BOCC — July 15, 2014 — Subagreement-Judge Ben Gordon Visitation Center — reading text

appropriate approval of this plan. No Indirect Cost If the budget includes services based on unit costs, provide a definition and cost for each service as part of the budget narrative for contractual services. Include the basis for the unit costs and how recently the basis was established or updated. The unit cost is based on FY 2012 (January through December) actual expenses for the Shalimar location of the Judge Ben Gordon, Jr. Family Visitation Centers and the actual number of services provided FY 2012. Salaries and Benefitst] $ 94,024 Rent and Maintainancet 2,573 SecurityStaff and Equipn 6,752 Travel, Training, Screeningi 2,681 Utilities/Phone/internet(4,709 Liability Insurancet 1,853 ContractedServices;Accounting/ Marketing;Dues/Fees. == 12,785 Printing,postage, computer supplies] 5,711 General office supplies/ Visitation Room supplies 302 Total $ 132,390 The completed services for FY 2012= Supervised Visitation (SV) = 722 Monitored Exchanges (ME) = 414 Unit value = One SV = One Unit of Service One ME = One half Unit of Service 722 + (414x.5)= 929 Units of Service So, $132,390 / 929 = $142.50 Application Ref # — 2014-JAGC-2229 Contract -JAGC-OKAL- - - Section #4 Page 3 of 4 Rule Referenca 11D-9.006 OCJG-005 (rev. Octaber 2005) oy eee rd Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide And, in order to account for client contribution, which is a sliding scale but never over $50, the Unit of Service 142.50-50.00= $92.50 Application Ref# — 2014-JAGC-2229 Section #4 Page 4 of 4 Contract = -JAGC-OKAL- - - Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Florida Department of Law Enforcement Office of Criminal Justice Grants Post Office Box 1489 Tallahassee, Florida 32302-1489 (850) 617-1250 criminatjustice@fidle.state.fl.us ewer” Edward Byrne Memorial Justice Assistance Grant (JAG) Program STANDARD CONDITIONS O SFY2014 JAG Standard Conditions Page 1 of 22 Rev. 09/2013 ram 1. 2. Conditions of agreement requiring compliance by units of local govemment (subgrant recipients), implementing agencies, and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed and termination of the project, as specified in item 18 of this section. All Subgrant Recipients must comply with the financial and administrative requirements set forth In the current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide (Financial Guide) (www.ojp.usdoj.qovifinancialquide/index.htm) and the Edward Byme Memorial Justice Assistance Grant (JAG) program guidance {www.bia.gov/ProgramDetails.aspx?Program ID=59 ) as well as Federal statutes, regulations, policies, guidelines and requirements and Florida laws and regulations including but not limited to: ¢ Florida Administrative Code, Chapter 11D-9, “Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program”: www.flrules.org/ * Office of Management and Budget (OMB) Circulars: www.whitehouse.gov/omb/circulars o A-21 (2 CFR 220), “Cost Principles for Educational Institutions” 0 A-87 (2 CFR 225), “Cost Principles for State, Local and Indian Tribal Governments” o A-102, “Grants and Cooperative Agreements with State and Local Governments” o A-110 (2 CFR 215), “Uniform Administrative Requirements for Grants and Cooperative Agreements” A-122 (2 CFR 230), “Cost Principles for Non-Profit Organizations” o =A-133, “Audits of States, Local Governments, and Non-Profit Organizations” * Code of Federal Regulations: www.gpo.gov/fdsys/ o 2 CFR 175.15(b), “Award Term for Trafficking in Persons” o 28CFR 38, “Equal Treatment for Faith-Based Organizations” o 28 CFR 66, “U.S. Department of Justice Common Rule for State And Local Governments” (Common Rule) o 28 CER 83, “Government-Wide Requirements for Drug-Free Workplace (Grants)" o 28 CFR 18, 22, 23, 30, 35, 42, 61, and 63 fe} ¢ Public Law 109-162, Title X1—Department of Justice Reauthorization, Subtitle B—Improving the Department of Justice's Grant Programs, Chapter 1—Assisting Law Enforcement and ‘Criminal Justice Agencies, Sec, 1111. Merger of Byrne Grant Program and Local Law Enforcement Block Grant Program: www.bja.gov/ProgramDetails.aspx?Program ID=59. « United States Code: www.gpo.gov/fdsys/ o 42U.S.C. 3711 et seq., “Omnibus Crime Control and Safe Streets Act of 1968” e State of Florida General Records Schedule GS1-SL for State and Local Government Agericies: dlis.dos.state. fl.us/barm/genschedules/GS1-SL.pdf. Requirements for Contractors of Subgrant Recipients The subgrant recipient assures the compliance of all contractors with the applicable provisions of Title | of the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. 3711 et seq. at www.gpo.gov/fdsys/); the provisions of the current edition of the Office of Justice Programs Financial Guide (www.ojp.usdoj.gov/financialguide/index.hitm); and all other applicable federal and state laws, orders, circulars, or regulations. SFY2014 JAG Standard Conditions Page 2 of 22 Rev. 09/2013 3. Allowable Costs a. Allowance for costs incurred under the subgrant shall be determined according to the general principles and standards for selected cost items set forth in the Office of Justice Programs Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments and federal OMB Circular A-87, "Cost Principles for State, Lecal and Indian Tribal Governments," or OMB Circular A-21, “Cost Principles for Educational institutions.” b. All procedures employed in the use of federal funds for any procurement shall be according to U.S. Department of Justice Common Rule for State and Local Governments, or OM8 Circular A-110, or OMB Circular A-102, and Florida taw to be eligible for reimbursement. 4. Reports a. Project Performance Reports (1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project Performance Reports to the Florida Department of Law Enforcement, hereafter known as the Department, within fifteen (15) days after the end of the reporting period. In addition, if the subgrant award period is’ extended beyond the “original” project period, additional Quarterly Project Performance Reports shall be submitted. Failure to submit Quarterly Performance Reports that are complete, accurate, and timely may result in sanctions, as specified in item 18, Performance of Agreement Provisions. (2) Report Contents: Performance Reports must include a response to all objectives included in your subgrant. A detailed response is required in the narrative portion for yes/no performance objectives. The narrative must also reflect on accomplishments for the quarter and identify problems with project implementation and address actions being taken to resolve the problems. Additional information may be required if necessary to comply with federal reporting requirements. (3) Submission: Performance Reports may be submitted by the Project Director, Application Manager, or Performance Contacts. b. Financial Reports (1) Project Expenditure Reports (a) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Project Expenditure Report to the Department. Project Expenditure Reports are due thirty (30) days after the end of the reporting period. In addition, if the subgrant award period is extended, additiona! Project Expenditure Reports shall be submitted. {b) All project expenditures for reimbursement of subgrant recipient costs shall be submitted an the Project Expenditure Report Forms prescribed and provided by the Office of Criminai Justice Grants (OCJG) through the Subgrant Information Management ON-line (SIMON) system. (c) All Project Expenditure Reports shall be submitted in sufficient detail for proper pre- audit and post-audit. (d) Before the “final* Project Expenditure Report will be processed, the subgrant recipient must submit to the Department all outstanding project reports and must have satisfied all special conditions. Failure to comply with the above provisions shall result in forfeiture of reimbursement. (e) Reports are to be submitted even when no reimbursement is being requested. SFY2014 JAG Standard Conditions Page 3 of 22 Rev. 09/2013 - (f} The report must be electronically signed by the subgrant recipient or implementing agency's Chief Financial Officer or the Chief Financial Officer designee. (2) Financial Closeout Audit (a) The Financial Closeout Audit shall be submitted to the Department within forty-five (45) days of the subgrant expiration date. (b) The Financial Closeout Audit must be electronically signed by the subgrant recipient or implementing agency's Chief Financial Officer or the Chief Financial Officer designee, (3) Project Generated income (PGI) {a) if applicable, the subgrant recipient shall submit Quarterly PGI Eamings and Expenditures Reports to the Department within thirty (30) days after the end of the reporting period covering subgrant project generated income and expenditures during the previous quarter. If any PGI remains unspent after the subgrant ends, the subgrant recipient must continue submitting quarterly PGI reports until all funds are expended. (See Item 11, Program Income.) (b) PGI Earmings and Expenditures reports must be electronically signed by the subgrant recipient or implementing agency's chief financial officer or the chief financial officer’s designee. c. Other Reports “, The subgrant recipient shall report to the Uniform Crime Report and other reports as may be i 4 reasonably required by the Department. 5. Fiscal Control and Fund Accounting Procedures a. Alt expenditures and cost accounting of funds shall conform to the Office of Justice Programs Financial Guide, the Common Rule, and OMB Circulars A-21, A-87, and A-110, or A-102 as applicable, in their entirety, b. The subgrant recipient is required to establish and maintain adequate accounting systems and financial records and to accurately account for funds awarded to them. As a subgrant recipient, you must have a financial management system in place that is able to record and report on the receipt, obligation, and expenditure of grant funds. An adequate accounting system for a subgrant recipient must be able to accommodate a fund and account structure to separately track receipts, expenditures, assets, and liabilities for awards, programs, and subgrant recipients. : c. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by the Department. d. All funds not spent in accordance with this agreement shall be subject to repayment by the subgrant recipient. 6. Payment Contingent on Appropriation and Available Funds The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Florida Legislature. Furthermore, the obligation of the State of Florida to reimburse subgrant recipients for incurred costs is subject to available federal funds. SFY2014 JAG Standard Conditions Page 4 of 22 Rev. 09/2013 AUS ALLO ae 7. Obligation of Subgrant Recipient Funds . Subgrant funds shall not under any circumstances be obligated prior to the effective date, or } subsequent to the termination date, of the subgrant award period. Only project costs incurred on or after the effective date, and on or prior to the termination date of the subgrant recipient's Project are eligible for reimbursement. All payments must be campleted within thirty (30) days of the end of the subgrant period. 8. Advance Funding Advance funding may be provided to a subgrant recipient upon a written request to the Department. The